Specifications - Coffee Roaster.pdf

REQUEST FOR QUOTATION

Coffee Roaster

Revised 10/27/2014

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia School for the Deaf and Blind (WVSDB) is soliciting bids for the one-time purchase of a coffee roaster. WVSDB is seeking bids for the commodities listed under this solicitation.

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 “Contract Item” means coffee roaster as more fully described by these specifications.

2.2 “Pricing Section” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or Exhibit A Pricing Page used to evaluate the Solicitation responses.

2.3 “Solicitation” means the official notice of an opportunity to supply the West Virginia School for the Deaf and Blind with goods or services that is published by the Agency.

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: The procuring agency seeks to purchase one (1) commercial-grade, double-walled, propane-fired coffee roaster, specifically equivalent to or exceeding the performance of the BC Roasters BC-8 Double Wall (DW)

Gas Roaster. The unit must be suitable for production roasting in a commercial environment. The BC-8 DW is a heavy-duty roaster capable of consistent batch roasting with advanced airflow controls, heavy-duty steel construction, and integrated data-logging features.

3.1.1 BC Roasters BC-8 Double Wall Model or equivalent

3.1.1.1 Unit must be LP/ Propane configured by default

3.1.1.2 Must support conversion to natural gas as an optional capability (conversion kit may be separate)

3.1.2 Performance Requirements

3.1.2.1 Batch Capacity: Roast batch size of 2-8 lbs. per roast (must support sample roast sizes down to 1 lb.)

3.1.2.2 Throughput: Must support up to 5 roasts per hour, producing 32-40 lbs./hr.

3.1.2.3 Production Output: Capable of roasting approximately 250-300 lbs. of finished product per day.

3.1.2.4 Roasting Time: Typical roast duration of 9–14 minutes.

3.1.2.5 Heat Source: LPG/ Propane primary heat source. Gas consumption is approximately 6.06 kg/hr.

3.1.2.6 BTU Rating: Approximately 60,000 BTU

3.1.2.7 Gas Pressure Requirements: LPG (Propane) Pressure: 16-20 WC. Natural

Gas (if converted) Pressure: 7-14 WC.

3.1.3 Construction & Materials

3.1.3.1 Drum & Body: 304 Stainless Steel Double Wall Drum - Heavy-duty carbon steel body with high-temp powder coat.

3.1.4 Mechanical & Electrical Minimum Requirements

3.1.4.1 Motors: Drum Motor: 200W, Chaff Fan Motor: 60W, Cooling Fan Motor:

200W, Mixing Arm: 60W 5.2 Electrical, Voltage: 220V, Wattage: 550-580W

3.1.5 Control Systems & Instrumentation

3.1.5.1 Air Flow & Heat Control: Must Include: MDDS Manual Damper System

(precision airflow control) and electronic airflow controller (variable fan-speed system).

3.1.6 Thermocouples & Data Logging

3.1.6.1 Minimum of two (2) K-type thermocouples for: Bean Temperature (BT) and

Environmental Temperature (ET).

3.1.6.2 Must support integrated data logging

3.1.7 Safety Features

3.1.7.1 Must include burner room access door and updated bearings and emergency bean-dump access.

3.1.8 Chaff & Cooling System

3.1.8.1 Cooling Tray: Integrated cooling tray with dedicated cooling fan motor

(200W).

3.1.8.2 Exhaust Requirements: Two separate exhaust connections: 4” Chaff exhaust pipe and 5” Cooling tray exhaust pipe (compatible with 6” reducer). Must support external venting and dampers to prevent smoke back-flow.

3.1.8.3 Direct-Connect Chaff Collector: Must include or support a direct-connect chaff collection system for a reduced footprint.

3.1.9 Accessories & Included Components

3.1.9.1 Roaster must include, at minimum: Data logging capability, BT & ET thermocouples, airflow control system (manual & electronic), Cooling tray and chaff exhaust system, LP (Propane) configuration out of the box, cooling tray cover, & destoner.

3.1.10 Warranty & Support Requirements

3.1.10.1 Minimum 1-year parts warranty.

3.1.11 Installation & Delivery Requirements

3.1.11.1 Freight shipping to specified facility and delivery coordination must be included.

3.1.11.2 Installation must include setup and calibration. Gas regulator verification (e.g., Emerson Fisher 912 or Pietro Fiorentini regulator options depending on LP supply type).

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide the WV Schools for the Deaf and Blind with a purchase price for the 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 Pricing Section: Vendor should complete the Pricing Section by entering the Unit Price of the commodity line item and multiplying by the estimated quantity to provide an extended price. Bids will be evaluated based on Total Bid Amount. Vendor should complete the Pricing Section in full as failure to complete the Pricing Section in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation.

5. PAYMENT:

5.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

6.1 Shipment and Delivery: Vendor shall ship the Contract Items immediately after being awarded this Contract and receiving a purchase order or notice to proceed. Vendor shall deliver the Contract Items within 15 calendar days after receiving Purchase order.

Occasionally, WVSDB may request expedited orders to be delivered in less than 15 calendar days. Contract Items must be delivered to Agency at 301 East Main Street, Romney, WV, 26757, FOB Destination.

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

3.1 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. destination to the Agency’s location. Vendor shall include the cost of standard order delivery charges in its bid pricing and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all expedited orders if Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

6.3 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 make arrangements 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. All returns of unacceptable items shall be F.O.B. the Agency’s location. 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.

6.4 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.

7. VENDOR DEFAULT:

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

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

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

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract

Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

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

7.2.1 Immediate cancellation of the Contract.

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

7.2.3 Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1 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: ___________________________

Email Address: _______________________________