Specifications.pdf

REQUEST FOR QUOTATION

ARFQ 0608 DCR2700000028

Digital PlateWriter or equal for Offset Printing Operation WVDCR – West Virginia Correctional Industries

Revised 01/27/2025

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Department of Homeland Security – Division of

Administrative Services (WV DAS) is soliciting bids on behalf of the WV Division of Corrections and Rehabilitation – Correctional Industries (WVCI) for a one-time purchase of a Glunz & Jensen PlateWriter Infuse XL Machine, or equal, for the Northern Correctional Center & Jail – Correctional Industries printing operations located at Moundsville, WV.

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

Additional definitions can be found in Section 2 of the WVDCR General Terms and Conditions (Rev 4/17/24) .

2.1 “Contract Item” or “Contract Items” means the list of items identified in Section 4 below and on the Pricing Pages.

2.2 “Pricing Pages” means the schedule of prices, estimated order quantity, and totals contained on the commodity lines shown in the statewide financial system known as wvOASIS, or attached hereto as Exhibit A, and used to evaluate the Solicitation responses.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the WV DAS on behalf of the WV Correctional Industries.

2.4 “Agency” means the agency of the State of West Virginia listed on the specifications for procurement of goods or services under this contract.

2.5 “Facility” means the agency of the State of West Virginia listed on the specifications for procurement of goods or services to be provided under this contract.

2.6 “Unit” means the smallest measurable amount of an item and is identified on the Pricing

Pages in the unit column. The Unit will only be utilized for bid evaluation purposes.

2.7 “Unit Price” means the price of an individual unit of an item as shown on the Pricing Pages.

2.8 “Warranty Services" shall mean all corrective services and parts to be provided by Vendor under an award of this Contract.

2.9 “Or Equal” shall mean that any alternate product proposed will meet or exceed the minimum specifications and performance of the item the Agency is seeking. Vendor should provide brochures and support documentation with the bid response or provide within 24 hours of Agency request to have the bid considered.

Digital PlateWriter or equal for Offset Printing Operation

3. QUALIFICATIONS:

3.1 Installation and Warranty Services:

3.1.1 Installation will need to be scheduled in advance with the designated Plant Manager.

Contact information will be provided upon contract purchase order award.

Parts, labor and related warranty services shall be included for a minimum of One (1) Year from the date of installation. See additional information in Section 4.1.3 regarding warranty service expectations.

3.1.2 Staff who install and/or provide warranty work must be Original Equipment manufacturer Factory trained with three (3) years minimum experience in service and repair on the machine being bid and provided. Vendor should provide Proof of Experience with bid, or within 24 hours of Agency request.

3.1.3 Vendor must ensure all work is always performed by appropriately trained and qualified personnel.

4. GENERAL REQUIREMENTS:

4.1 Mandatory Contract Item Requirements: Vendor must provide Agency with the Contract Items listed below. Contract Items must meet or exceed the mandatory requirements as shown below.

4.1.1 PlateWriter Infuse XL Machine, or Equal, Computer-to-Plate System–

Quantity of 1

4.1.1.1 Machine offered must produce press-ready aluminum plates for small to mid-size commercial print applications, with daylight operation (no light sensitive coating), and without the use of chemical processing.

4.1.1.2 Machine offered must be digital and semi-automated to provide versatile plate handling to allow multiple plate sizes and gauges to be used interchangeably.

4.1.1.3 Machine offered must provide a water-based inkjet technology method.

4.1.1.4 Machine offered must be able to use for a minimum 8-up presses in formats up to 800 x 1050 mm.

4.1.1.5 Vendor shall install the base unit with all standard base features, standard metal plates, fluid start-up kit, and test prior to Agency use and acceptance of the equipment.

Digital PlateWriter or equal for Offset Printing Operation

4.1.1.5.1 Plate types: Standard Aluminum iPlates or equal.

Plate width: 210-650 mm (8.3 -25.5") / XL up to 825 mm (32.5") Plate length: 311-914 mm (9.5-36") / XL up to 1050 mm (41.3)

4.1.1.6 Any applicable software should be pre-installed and allow for the most common formats, including but not limited to generic PDF, PostScript, TIFF, JPEG, and EPS.

4.1.1.7 Vendor shall perform all necessary examinations and adjustments to operate equipment at the specified manufacturer’s limits; adjust or replace any applicable safety devices upon Agency notification for successful use.

Vendor must also provide information about any surge protection device that will be needed prior to installation and use.

4.1.1.8 Vendor shall train one to three Agency personnel on the use of the equipment upon its installation. Vendor shall also include a copy of the equipment’s operational manual and manufacturer's warranty, if not delivered with the machine as part of the set-up and testing, within 24-hours request by the Agency.

4.1.1.9 Vendor must obtain written approval from Agency prior to performing any additional work under this contract that would increase the cost or overall operational functionality of the machine.

4.1.2 Machine Accessories

4.1.2.1 Agency requests pricing for the accessories for the machine proposed. Price should be based on a quantity of One each for the initial contract purchase award.

4.1.2.1.1 Shelf for computer below the input table of machine

4.1.2.1.2 Stand for monitor and keyboard

4.1.2.1.3 Deletion Pen

4.1.2.1.4 Cleaning Fluid

4.1.2.1.5 Maintenance Kit / Service Kit

4.1.2.1.6 Plate Cleaner

4.1.3 Warranty Service Expectation:

4.1.3.1 Vendor shall respond to service calls by phone or email. If a vendor has an online portal to report service needs, it should also be provided to the Agency personnel upon equipment acceptance.

Digital PlateWriter or equal for Offset Printing Operation

4.1.3.2 Should it become necessary to remove the equipment from the Agency for warranty repairs, the Vendor must notify the Plant Manager of the need to confirm logistics and timeframes. Vendor shall be solely responsible for transporting equipment from the Agency’s location to their facility and back.

4.1.3.3 The Vendor shall be responsible for returning repaired equipment to Agency within fifteen (15) business days, unless alternative arrangements have been approved by the Plant Manager, or their designee.

5. CONTRACT AWARD:

5.1 Contract Award: The Contract is intended to provide the Agency 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.

5.2 Pricing Pages: Vendor must complete the Pricing Pages by providing unit cost for each item listed. Vendor must complete the Pricing Page in its entirety as failure to do so will result in Vendor’s bids being disqualified. A “no bid” entered on the Pricing Pages 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 Page could lead to disqualification of vendors bid.

Vendors 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 designated buyer’s address: Theresa.j.dorsey@wv.gov

6. ORDERING AND PAYMENT:

6.1 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.

6.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the

State of West Virginia. Note: Vendor’s Invoice must match the vendor’s name on the Purchase Order Award to assist in the payment request. Upon Agency acceptance and testing, the Invoice may be sent via email to the Plant Manager, or their designee, for review.

Digital PlateWriter or equal for Offset Printing Operation

7. DELIVERY:

7.1 Delivery Time: Vendor shall ship the contract items immediately after being awarded the one-time purchase contract and receiving a purchase order or notice to proceed. Vendor shall deliver within 30 days after receiving a purchase order or notice to proceed (in writing/email). Product is to be delivered to: Northern Correctional Center & Jail, 112 Northern Regional Correctional Drive, Moundsville, WV 26041 to the attention of WVCI - Greg Gilli. If the 30-day delivery cannot be met, please communicate this in the bid response.

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.

7.3 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.

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.

Digital PlateWriter or equal for Offset Printing Operation

9. MISCELLANEOUS:

9.1 No Substitutions: Vendor shall supply only Contract Items, as listed in Section 4, submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

9.2 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.

Point of Contact - Contract Manager:

Telephone Number:

Fax Number:

Email Address: