Specifications.pdf

REQUEST FOR QUOTATION

ARFQ 0608 DCR2600000033

Bras – Special Sizing

Revised 01/27/2025

SPECIFICATIONS

1. PURPOSE AND SCOPE: The WV Department of Homeland Security Division of

Administrative Services is soliciting bids on behalf of WV Division of Corrections and

Rehabilitation to establish an open-end contract for Bras with special sizing for the inmates at the Lakin Correctional Facility.

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 4:00 PM EST excluding weekend and Federal and State holidays, which are as follows:

• New Year’s Day (January 1)

• Martin Luther KingDay (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)

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

3.1 below and on the Pricing Page.

2.3 “Pricing Page” 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 WV Division of Administrative Services.

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor must provide

Agency with the Contract Items listed below on a open-ended purchase basis. Contract Items must meet or exceed the mandatory requirements as shown below.

Bras – Special Sizing

Revised 01/27/2025

3.1.1 Special sizing Bra’s must be Glamorise Magic Lift Active

Support Bra item #Z1005GLWH or equal and meet the following specifications:

3.1.1.1 Bras must be white in color

3.1.1.2 Bras must have no padding

3.1.1.3 Bras must have no lace

3.1.1.4 Bras must have no underwire

3.1.1.5 Bras must fasten in the back of the garment

3.1.1.6 Bras must not have any decorative embellishments

3.1.2 Bras must be available in the following sizes listed below.

3.1.2.1 Bra Size 38C

3.1.2.2 Bra Size 38D

3.1.2.3 Bra Size 38DD

3.1.2.4 Bra Size 38DDD

3.1.2.5 Bra Size 38F

3.1.2.6 Bra Size 38G

3.1.2.7 Bra Size 38H

3.1.2.8 Bra Size 38I

3.1.2.9 Bra Size 40C

3.1.2.10 Bra Size 40D

3.1.2.11 Bra Size 40DD

3.1.2.12 Bra Size 40DDD

3.1.2.13 Bra Size 40F

3.1.2.14 Bra Size 40G

3.1.2.15 Bra Size 40H

3.1.2.16 Bra Size 40I

3.1.2.17 Bra Size 42C

3.1.2.18 Bra Size 42D

3.1.2.19 Bra Size 42DD

3.1.2.20 Bra Size 42DDD

3.1.2.21 Bra Size 42F

3.1.2.22 Bra Size 42G

3.1.2.23 Bra Size 42H

3.1.2.24 Bra Size 42I

3.1.2.25 Bra Size 44C

3.1.2.26 Bra Size 44D

3.1.2.27 Bra Size 44DD

3.1.2.28 Bra Size 44DDD

3.1.2.29 Bra Size 44F

3.1.2.30 Bra Size 44G

3.1.2.31 Bra Size 44H

3.1.2.32 Bra Size 44I

3.1.2.33 Bra Size 46C

3.1.2.34 Bra Size 46D

3.1.2.35 Bra Size 46DD

Bras – Special Sizing

Revised 01/27/2025

3.1.2.36 Bra Size 46DDD

3.1.2.37 Bra Size 46F

3.1.2.38 Bra Size 46G

3.1.2.39 Bra Size 46H

3.1.2.40 Bra Size 46I

3.1.2.41 Bra Size 48C

3.1.2.42 Bra Size 48D

3.1.2.43 Bra Size 48DD

3.1.2.44 Bra Size 48DDD

3.1.2.45 Bra Size 48F

3.1.2.46 Bra Size 48G

3.1.2.47 Bra Size 48H

3.1.2.48 Bra Szie 48I

3.1.2.49 Bra Size 50C

3.1.2.50 Bra Size 50D

3.1.2.51 Bra Size 50DD

3.1.2.52 Bra Size 50DDD

3.1.2.53 Bra Size 50F

3.1.2.54 Bra Size 50G

3.1.2.55 Bra Size 50H

3.1.2.56 Bra Size 50I

4. CONTRACT AWARD:

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 Page.

4.2 Pricing Page: Vendor should complete the Pricing Page. Vendor should complete the Pricing Page in their entirety as failure to do so will result in

Vendor’s bids being disqualified.

The Pricing Page 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 Page through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Page for bid purposes by sending an email request to the following email address:

Theresa.J.Dorsey@wv.gov.

Bras – Special Sizing

Revised 01/27/2025

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.

4.4 Consumer Price Index (CPI): Said 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 price increases within the first twelve (12) months from the date of the award of the contract.

After the expiration of the initial twelve (12) month 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 compared to the current year Consumer

Price Index, or 3% whichever is less. All price adjustments must be approved by the Agency prior to implementation, at Agency’s sole discretion.

Approval of price adjustments is not guaranteed. Agency will issue a Change

Order to said contract for any approve price adjustments.

5. ORDERING AND PAYMENT:

5.1 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.

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

6. DELIVERY AND RETURN:

6.1 Delivery Time: Vendor shall deliver standard orders within thirty (30) working days after orders are received. Vendor shall deliver emergency orders within seven (7) 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.

6.2 Delivery Location: The Contract Item(s) must be delivered to Lakin Correctional

Facility, 11264 Ohio River Rd., West Columbia, WV 25287

Bras – Special Sizing

Revised 01/27/2025

6.3 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 WV Division of Administrative Services.

6.4 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 if Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

6.5 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 full credit or refund for the purchase price, at the

Agency’s discretion.

6.6 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.

Bras – Special Sizing

Revised 01/27/2025

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 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.

8.2 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.

8.3 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.

8.4 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:

Bras – Special Sizing

Revised 01/27/2025

Fax Number:

Email Address: