Specifications.pdf

REQUEST FOR QUOTATION

Grease Trap Pumping Service for Central Regional Jail

ARFQ 0608 DCR2600000002

SPECIFICATIONS

1. PURPOSE AND SCOPE: The WV Department of Homeland Security Division of Administrative Services is soliciting bids on behalf of the WV Division of Corrections & Rehabilitation - Central Regional Jail & Correctional Facility located at 1255 Dyer Hill Road Sutton, WV 26601 to establish an open-end contract for grease trap pumping services.

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 “Business Hours” means Monday – Friday 8:00 AM to 5:00 PM EST excluding weekends and Federal and State holidays, which are as follows:

• New Year’s Day (January 1)

• Martin Luther King Day (Third Monday in January)

• President’s Day (Third Monday in February)

• Memorial Day (Last Monday in May)

• Juneteenth (June 19)

• West Virginia Day (June 20)

• Independence Day (July 4)

• Labor Day (First Monday in September)

• Columbus Day (Second Monday in October)

• Veterans Day (November 11)

• Thanksgiving (Fourth Thursday in November)

• Day After Thanksgiving (Fourth Friday in November)

• Christmas Day (December 25)

2.2 “Contract Item” means the list of items identified in Section 3.1 below and on the Pricing Pages.

2.3 “Pricing Pages” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A, and used to evaluate the Solicitation responses.

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

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.

ARFQ 0608 DCR2600000002

3.1.1 Grease Trap Pumping Service:

3.1.1.1 Grease trap pumping service must be performed at least once per month, and additionally as needed.

3.1.1.2 Grease Trap Pumping Service must be compatible with

1500-gallon grease trap.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies 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 Pricing Pages: Vendor should complete the Pricing Pages by providing unit cost for each contract service. Vendor should complete the Pricing Pages in their entirety as failure to do so will result in Vendor’s bids being disqualified. A no bid entered on the Pricing Page will result in Vendor’s bid being disqualified.

Any product or service not on the Agency provided Pricing Pages will not be allowable.

The state cannot accept alternate pricing pages, failure to use Exhibit A Pricing Pages could lead to disqualification of vendors bid.

The Pricing Pages contain a list of the Contract Items and estimated purchase volume.

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.

Vendor should electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address: jerry.d.rush@wv.gov

4.3 Piggyback:

WV DCR reserves the right to extend the terms, conditions, and prices of this contract to other Agencies/Institutions who express an interest in piggybacking on this contract. Each of the piggyback Agencies/Institutions will issue their own purchasing documents for the goods/services. Vendor agrees that DCR shall bear no responsibility or liability for any agreements between vendor and the other Agency/Institutions who desire to exercise this option.

mailto:jerry.d.rush@wv.gov

ARFQ 0608 DCR2600000002

4.4 Consume Price Index (CPI)

The contract shall be for a base period of one ( 1) year, with four ( 4) one ( 1) year renewal options. Automatic renewals are prohibited. Vendor and Agency must mutually agree in writing to the renewal of said contract.

There shall be no contract price increases within the first twelve (12) contract months from the date of the award of the contract. After the expiration of the initial twelve (12) month contract period. The Vendor may, no less than thirty (30) days prior to the contract anniversary date, request a price adjustment in writing. Said price adjustment will be evaluated based on the prior year Consumer Price Index (CPI) compared to the current year’s CPI, or 3%, whichever is less. All price adjustments must be approved by the Agency prior to implementation, at the Agency’s sole discretion. Approval of price adjustments is not guaranteed.

Agency will issue a Change Order to said contract for any approved price adjustment(s).

4.5 Confidentiality Policies and Information Security Accountability:

Vendor agrees to adhere to the Confidentiality Policies and Information Security Accountability Requirements which can be found at: hllps://www .state.wv.us/admin/purchase/privacy/ At the Agencies discretion, the Agency can require the Vendor and its employees to execute the Confidentiality Agreement.

5 ORDERING AND PAYMENT:

5.5 Ordering: Vendor shall accept orders through wvOASIS, 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 Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

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

6 DELIVERY AND RETURN:

6.5 Delivery Time: Vendor shall deliver standard orders within 15 working days after orders are received. Vendor shall deliver emergency orders within 5 working day(s) after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

6.6 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.

ARFQ 0608 DCR2600000002

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

6.7 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/discount and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

6.8 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.

6.9 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:

7.5 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.

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

ARFQ 0608 DCR2600000002

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:

8.5 Substitutions: Vendor may substitute a contract item if it becomes discontinued or is no longer available for purchase provided that the substitute/alternate item is equal to or greater than the contract item is offered at the same cost as the original contract item being replaced. Any item being substituted for a contract item MUST have prior written approval from the Agency.

8.6 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.

8.7 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.

8.8 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: