S000000129 Acorns and Seeds~1.pdf

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STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000129 Solicitation Issued: May 12, 2022

Description: Acorns and Seeds

Department: Arkansas Department of Agriculture

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: June 2, 2022 Bid Opening Time: 1:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Julia Shackelford Buyer’s Direct Phone Number: 501-371-6079

Email Address: Julia.shackelford@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ mailto:Julia.shackelford@arkansas.gov https://www.transform.ar.gov/procurement/

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SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) on behalf of the Arkansas Department of Agriculture (ADOA) to obtain pricing and a contract to purchase Acorns and Seeds for Baucum Nursery located in North Little Rock, AR.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the Arkansas Department of Agriculture (ADOA).

1.2 LIVE BID OPENING

See instructions below to view the bid opening online.

Zoom Meeting Link: https://arkansas-gov.zoom.us/j/83753575196?pwd=ZDNBb0FlQ1dkVW5RRSsrSzlBM29ZUT09

Meeting ID: 837 5357 5196 Meeting Password: 588897 Dial-In Information: 833 548 0276 US Toll-free

833 548 0282 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by 8:00 p.m., Central Time on or before May 24, 2022.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on May 25, 2022. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

C. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

https://arkansas-gov.zoom.us/j/83753575196?pwd=ZDNBb0FlQ1dkVW5RRSsrSzlBM29ZUT09

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D. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

E. “Requirement” means a specification that a Contractor’s commodity must and/or service shall meet or exceed in the performance of its contractual duties under any contract awarded as a result of this IFB. These specifications will be distinguished by using the terms “shall” or “must” in the requirement.

F. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the State Department using such a contract.

1.5 CONTRACTORS REQUIREMENTS

A. The Contractor shall supply Baucum Nursery with the species of acorns and seeds in the estimated number of pounds as specified in the ARBuy Open Market Bid S000000129 or as otherwise requested by Baucum Nursery.

1. ADOA reserves the right to adjust quantities for each species and to adjust the species type ordered. Adjustments will be made in accordance with the demand and/or availability of funds.

B. The Contractor shall deliver acorns and seeds to the following FOB Destination:

Arkansas Department of Agriculture Baucum Nursery Attention: James Shelton 1402 Highway 391 North North Little Rock, AR 72117

C. The Contractor shall notify James Shelton at 501-907-2485 before acorns and seeds are delivered to

Baucum Nursery.

1. ADOA will not accept unscheduled deliveries.

1.9 SPECIAL DELIVERY REQUIREMENTS

A. Excluding White Oak Acorns, the Contractor shall deliver and unload acorns and seeds within seven

(7) calendar days of harvest.

B. Excluding White Oak Acorns, the Contractor shall refrigerate all acorns and seeds immediately upon harvest. Acorns and seeds must be keep refrigerated at approximately thirty-six degrees Fahrenheit at all times prior to delivery to Baucum Nursery.

C. Contractor shall refrigerate and/or deliver White Oak Acorns immediately upon harvest. White Oak Acorns must be refrigerated at approximately thirty-six degrees Fahrenheit.

D. Contractor shall notify Baucum Nursery within three (3) hours prior to a delivery being made and shall not deliver acorns prior to sending notification to Baucum Nursery.

E. Contractor shall be responsible for the storage of any unscheduled deliveries of acorns or seeds.

F. Unless otherwise requested, the Contractor shall only deliver acorns or seeds during the hours of 8:00 a.m. – 4:30 p.m. Central Time.

G. Loss or damage that occurs during shipping, prior to the order being delivered to the agency, is the

Contractor’s responsibility. All orders must be packaged in a manner that prevents damage during shipping.

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H. Once the acorns and/or seeds are delivered, weighed, and accepted by Baucum Nursery, the

Contractor(s) shall sign an invoice for the number of pounds of accepted acorns and/or seeds.

1.6 CONDITION OF SPECIES REQUIREMENTS

A. Failure to provide acorns and seeds meeting the Condition of Species Requirements as specified herein will result in rejection of the acorn delivery and the Contractor shall supply a new shipment of acorns and seeds to ADOA that meet the Condition of Species Requirements. ADOA reserves the right to cancel a contract failing to adhere to the Requirements of this IFB.

B. Acorns and seeds must be pure, fresh, and clean upon delivery to Baucum Nursery.

1. Unclean acorns and seeds with debris will not be accepted.

C. Excluding Overcup Oak Acorns, Pecan Native Acorns, Water Hickory Acorns, and Persimmon seeds, the Contractor shall float all acorn species and remove all floaters prior to delivery to Baucum Nursery.

1. Lots containing floaters will not be accepted.

D. Acorns and seeds must be sufficiently moist with a moisture content adequate to pass a cut test.

ADOA will perform cut tests on Overcup Oak Acorns, Pecan Native Acorns, Water Hickory Acorns, and Persimmon seed to determine viability of the embryo.

1. Dry acorns will not be accepted.

E. Acorns and seeds must pass a cut test.

F. Acorns and seeds must not contain sprouts.

G. Excluding Overcup Oak Acorns, acorns must not have caps.

1.7 PACKAGING REQUIREMENTS

A. Failure to comply with the Packaging Requirements as specified herein will result in rejection of the delivery and may result in contract termination. ADOA reserves the right to cancel a contract failing to adhere to the Requirements of this IFB.

B. Acorns and seeds must be packaged in burlap or poly sacks. Each sack must not weigh more than fifty (50) pounds.

C. Sacks must be tagged to indicate contents of sack and must include the following information on the tag:

1. Species of acorns or seeds.

2. Weight of acorns or seeds.

3. County and State of harvest.

D. Contractor shall not mix species of acorns or seeds together during packaging.

E. Acorns must be sized into small, medium, and large as a part of the delivered product.

F. All sized acorns must be packaged according to the instructions contained in this IFB and must be packaged with the same size seed per bag and properly labeled as small, medium, or large.

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1.10 PAYMENT AND INVOICING REQUIREMENTS

A. Excluding Overcup Oak Acorns, Pecan Native Acorns, Water Hickory Acorns, and Persimmon seeds, payment on all other acorns will be based on the number of pounds of fresh, pure, clean, moist, cap-free, non-sprouted acorns that sink in water.

B. All acorns and seeds will be weighed at Baucum Nursery.

C. Overcup Oak Acorns, Pecan Native Acorns, Water Hickory Acorns, and Persimmon seeds, payment will be based on:

1. The number of pounds of sound acorns or seeds collected. Sound acorns or seeds are defined as acorns or seeds that have passed a cut test, are fresh, pure, and moist, and non-sprouted. To calculate pounds of sound acorns or seeds:

a. Baucum Nursery will multiply the total pounds of acorns or seeds delivered by the percentage of sound acorns or seeds. Baucum Nursery will determine the percentage of sound acorns or seeds by cutting representative samples of Overcup Oak Acorns, Pecan Native Acorns, Water Hickory Acorns, and Persimmon seeds, upon delivery.

2. Overcup Oak Acorns, Pecan Native Acorns, Water Hickory Acorns, and Persimmon seeds, containing less than 70% sound acorns or seeds will be rejected by Baucum Nursery.

3. Payment for Overcup Oak Acorns, Pecan Native Acorns, Water Hickory Acorns, and Persimmon seeds containing a minimum of 70% sound acorns or seeds will be based on multiplying the total pounds by the percentage of sound acorns or seeds.

1.11 ACCEPTANCE STANDARDS

A. The Purchasing Entity will be granted a minimum of ten (10) business days to inspect and accept or reject the products.

B. The Purchasing Entity has the option to return any products within the ten (10) business days timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

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SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor per line item.

B. The anticipated starting date for any resulting contract will be from date of award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor per line item.

2.3 RESPONSE DOCUMENTS

A. All bid responses and pricing must be submitted through ARBuy, the State’s eProcurement system.

The system can be accessed at https://arbuy.arkansas.gov.

1. Pricing must be proposed in U.S. dollars and cents.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

d. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 PRICING

A. Prospective Contractor shall include all pricing in ARBuy only. If any cost is not identified by the successful Contractor but is subsequently incurred in order to achieve successful operation, the Contractor shall bear this additional cost.

B. Prospective Contractors are encouraged to bid on any or all species. However, if a Prospective Contractor is bidding on a specific specie, the Prospective Contractor shall bid on the total quantity amount.

C. Prospective Contractor shall provide pricing for the total quantity of species for the species in which they are submitting a bid.

https://arbuy.arkansas.gov/

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D. Prospective Contractor shall not bid on partial species amount. (Example: Cherry Bark Oak quantity is 4,000 pounds. Should Prospective Contractor bid on less than 4,000 pounds of Cherry Bark Oak acorns, Prospective Contractor’s bid response will be rejected. The entire quantity must be bid;

partial quantities are not allowed.

E. To allow time to review bids, prices must be valid for 60-days following the bid opening.

2.5 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.6 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Commodities Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Commodities Contract Form can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.6.A and 2.6.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/