Solicitation Specifications.pdf

REQUEST FOR QUOTATION

CRFQ DOT2000000163

FUELMASTER OEM or EQUAL PARTS (7020C016)

Revised 10/27/2014

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of West Virginia Department of Transportation, the West Virginia Division of

Highways, Equipment Division to establish an open-end contract for Fuelmaster OEM or

Equal parts.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below.

Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Adjusted Unit Price” means the Unit Price either reduced by the Discount

Percentage or increased by the Markup Percentage.

2.2 “Attachment” or “Attachments” means any device that is not integrated to the original manufacturers design that modifies or expands the range of tasks that can be done by the equipment or motor vehicle; or alters the capacity, stability, or operation of that equipment of motor vehicle.

2.3 “Catalog” means the current price list or sales catalog that includes Contract Items or

Contract Items that the vendor can and will sell under this contract.

2.4 “Catalog Unit Price” means the lowest price listed for a Contract Item in Vendors

Current Catalog.

2.5 “Contract Item” or “Contract Items” means the list of items identified in Section

3.1 below and on the Pricing Pages.

2.6 “Discount Percentage” means the percentage discount that Vendor will apply to all

Agency purchases of Contract Item or Contract Items.

2.7 “OEM or “Original Equipment Manufacturer” means the Manufacturer or

Manufacturers involved in the original assembly.

2.8 “Or Equal” means Contract Item or Items must meet or exceed the Original

Equipment Manufacturers (OEM) standards in form, fit and function.

2.9 “Markup Percentage” means the percentage markup that Vendor will apply to all

Agency purchases of Contract Item or Contract Items

2.10 “Part” or “Parts” means any system, part or component of equipment or motor vehicles as originally manufactured; or any similar part or component manufactured or sold for replacement or improvement or a system, part or component, or as an accessory to equipment or motor vehicle.

2.11 “Pricing pages” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A and use to evaluate the

Solicitation responses.

2.12 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

2.13 “Total Bid Price” means the sum of the bid total column.

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide

Agency with the Contract Items listed below on an open-end and continuing basis. Contract Items must meet or exceed the mandatory requirements as shown below.

3.1.1.1 Contract Items must be Fuelmaster “OEM” Certified parts or Equal.

3.1.1.2 Contract Items must be compatible with Fuelmaster

automated fuel dispensing, tracking and reporting system, currently in use by the Agency.

3.1.1.3 If bidding an “or equal” product line, Vendor must provide written certification from the Manufacturer at bid submission, that product line is completely compatible and interchangeable with the “OEM” system along with product warranty.

3.1.1.4 Vendor shall furnish any consulting services which might be needed in the proper installment of these parts at no additional cost to the West Virginia Division of Highways.

3.1.1.5 Concurrently with each shipment, Vendor shall forward a proper and current material safety data sheet (“MSDS”) on hazardous materials only, to the West Virginia Division of

Highways, Equipment Division, PO Box 610, Buckhannon, West Virginia 26201.

4. CONTRACT AWARD, PRICING PAGES, DISCOUNT/MARKUP

PERCENTAGE:

4.1 Contract Award: The Contract is intended to provide Agency with a purchase price on all Contract Items. The Contract shall be awarded to the

Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages.

4.2 Discount Percentage: Vendor may quote a single Discount Percentage that will reduce the lowest price shown in the Catalog for every Contract Item.

The resulting Adjusted Unit Price shall be the price Agency pay for purchases of that Contract Item under this Contract.

Vendor shall not incorporate Discount Percentages into its Catalog unless the

Vendor clearly shows the Catalog Price and then separately lists the applicable Discount Percentage and the Adjusted Unit Price for each

Contract Item. The Agency shall only pay the appropriate Adjusted Unit

Price for items purchased under this Contract.

4.3 Markup Percentage: Vendor may quote a single Markup Percentage that will increase the lowest price shown in the Catalog for every Contract Item.

The resulting Adjusted Unit Price shall be the price Agency pay for purchases of that Contract Item under this Contract.

Vendor shall not incorporate Markup Percentages into its Catalog unless the

Vendor clearly shows the Catalog Price and then separately lists the applicable Markup Percentage and the Adjusted Unit Price for each Contract

Item. The Agency shall only pay the appropriate Adjusted Unit Price for items purchased under this Contract.

Vendor shall only quote either a Discount Percentage or a Markup

Percentage per Solicitation. If a solicitation response contains both a

Discount Percentage and a Markup Percentage for the same bid response, the bid response will be disqualified.

4.4 Pricing Pages: Vendor shall complete the Pricing Pages by inserting either a Discount Percentage or a Markup Percentage. Vendor should insert the

Catalog Unit Price from Vendor’s current catalog for each of the items listed. Vendor’s bidding an “or Equal” product line must reference their part number for each of the “OEM” part numbers as they coincide on the

Pricing Pages. Vendor should complete the Pricing Pages in their entirety as failure to do so may result in Vendor’s bids being disqualified.

The Pricing Pages contain a list of the Contract Items and estimated purchase volume. All Contract Items contained on the Pricing Pages shall be bid as

“NEW”. Rebuilt or reconditioned pricing will not be accepted for bidding purposes. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the

Contract or any individual item is guaranteed or implied.

Vendors are strongly encouraged to complete the Pricing Pages through

WVOasis or electronically in Microsoft Excel. Doing so will reduce the number of, and the possibility for calculation errors. The Pricing Pages were created as a Microsoft Excel document and Vendor can request an electronic copy for bid purposes by sending an email request to the following address:

Crystal.G.Hustead@wv.gov

The Purchasing Division reserves the right to take Vendor’s Pricing Pages and insert the appropriate numbers into the Microsoft Excel spreadsheet if Vendor chooses to complete the Pricing Pages in any other way.

PLEASE READ THIS SECTION IN IT’S ENTIRETY IF VENDOR IS

SUBMITTING AN ELECTRONIC BID:

Vendor MUST complete the ATTACHED Pricing Page, Exhibit A. If bidding electronically, Vendor is to put $0.00 on the commodity line in

WVOasis, complete the Excel pricing page, and upload into WVOasis as an attachment. Only pricing submitted via Exhibit A pricing page will be evaluated for award.

5. CATALOG

5.1 Submission: Vendor should submit its Catalog with bid but must submit it prior to award of this contract for evaluation purposes. Vendor shall also mail the Catalog free of charge to any Agency desiring to use this contract.

Copies of the Catalog may be requested in an electronic format and should be provided in that format if possible. Vendor’s Catalog will be used by

Agencies to order Contract Items under this Contract.

Vendor should identify all items listed on the Pricing Section by circling or highlighting those items in its Catalog and earmarking or tabbing the pages for those items, to assist in the evaluation and verification of the bids and pricing. If any discrepancies exist between the Pricing Pages and the Unit

Price listed in the Catalog, the Unit Price shall prevail, and the Pricing Pages may be corrected by the Purchasing Division buyer for evaluation purposes.

mailto:Crystal.G.Hustead@wv.gov

5.2 Catalog Modification: The Purchasing Division may permit Vendor to update its Catalog at each renewal date. Determination of whether to allow a

Catalog update is at the sole discretion of the Purchasing Division. Any request by Vendor to update its Catalog must include a detailed listing of the following: (1) any Contract Items being removed, Discounted Unit Price for those items, Agencies quantity usage of those items, and total spent by the

Agencies on those items; (2) any Contract Items being added to the Catalog and the Discounted Unit Price of those items; (3) all changes in the Discounted

Unit Price to Contract Items, estimated usage relating to items that have changed in price, and the total impact of the price change on the State; and (4) justification for updating its Catalog. The Purchasing Division may waive the detailed listing requirements if it finds that doing so is in the best interest of the State. Unless an updated catalog is approved, the Contract Items available under this Contract and Unit Prices for those items shall remain unchanged during the term of this Contract

6. ORDERING AND PAYMENT:

6.1 Ordering: Vendor shall accept orders through WV Oasis, regular mail, facsimile, e-mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agency may utilize the on-line ordering system. Any on-line ordering system must have the capability to restrict prices and available items to conform to the Catalog originally submitted with this Solicitation. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

Vendor shall provide the Purchasing Division with access to its internet ordering portal/website, if one will be used under this contract, to allow the Purchasing

Division to ensure that the requirements of this Contract are being met.

6.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia. Methods of payment must include the West Virginia

Purchasing Card. Payment in advance is not permitted under this Contract.

7. Delivery AND RETURN:

7.1 Delivery Time: Vendor shall ship/deliver standard orders within five (5) working days after orders are received. Vendor shall deliver emergency orders within one (1) working day, upon the Agencies request. Delivery must be made during Agencies normal work hours. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met. Contract

Items must be delivered to the ordering Agency attached hereto as Exhibit B.

7.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any Agency seeking to obtain items from a third party under this provision must first obtain approval of the Purchasing Division.

7.3 Delivery Payment/Risk of Loss: The Agency shall pay shipping and crating cost for standard and emergency orders provided that: Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

7.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either arrange for the return within five (5) days of being notified that items are unacceptable or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

7.5 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location.

Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

8. VENDOR DEFAULT:

8.1 The following shall be considered a vendor default under this Contract.

8.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

8.1.2 Failure to comply with other specifications and requirements contained herein.

8.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

8.1.4 Failure to remedy deficient performance upon request

8.2 The following remedies shall be available to Agency upon default.

8.2.1 Immediate cancellation of the Contract.

8.2.2 Immediate cancellation of one or more release orders issued under this Contract.

8.2.3 Any other remedies available in law or equity.

9. Miscellaneous:

9.2 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

9.3 Vendor Supply: Vendor must carry sufficient inventory of the Contract

Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

9.4 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

9.5 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________

Telephone Number: ________________________

Fax Number: ______________________________

Email Address: ____________________________