Specs - Radio repair equipment 9-2022.pdf

REQUEST FOR QUOTATION

Radio Equipment Repair Services

LCF2300000004

Facility Published – Rev 8-10-22

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Division of Corrections and Rehabilitation –

Lakin Correctional Center and Jail is soliciting bids to establish an open-end contract for repair services for all facility radio equipment, located at 11264 Ohio River Road, West Columbia, WV 25287.

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.

2.5 “Radio Equipment List” means the list of radio equipment at the facility for repair, as listed in Exhibit B.

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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 Contract Item #1 – Radio Equipment Repairs – Labor: Vendor must perform all labor required to complete repairs on any/all radio equipment listed on Exhibit B and incorporated herein by reference. All labor shall be billed using the number of actual hours.

3.1.2 Vendor shall furnish all equipment, tools and parts necessary in the performance of the repair of the equipment.

3.1.3 Agency’s contact shall be the Facility’s Business Manager and/or Compliance Specialist. Vendor shall report and confer with the Facility’s Business Manager and or Compliance Specialist prior to performing any repair work that will exceed $350 per unit. The agency will then evaluate whether these repairs will be completed.

3.1.4 Vendor shall quote an hourly rate for regular labor hours. Regular labor rate hours shall be between the hours of 8:00 am and 5:00 pm, Monday through Friday.

3.1.5 Travel may be required for the repairs of the Motorola Quantar repeaters and Motorola MIP 5000 dispatch console shown in Exhibit B Equipment list. Any anticipated travel costs must be included in the hourly rate listed on Vendor’s bid, such costs will not be paid by the agency separately.

3.2 Parts Plus Markup Requirements:

3.2.1 Contract Item #2 – Parts Two-way Radios: Vendor shall procure and install all necessary parts under this contract. Vendor must obtain advanced approval from Agency prior to purchasing any part or parts in excess of $350.00 for each repair with the appropriate markup quoted by the vendor.

3.2.2 All parts supplied by the Vendor must include shipping/freight charges in its bid. No Shipping/freight costs will be billed to the Agency, and no markup permitted. Vendor shall provide a copy of the itemized invoice prior to payment.

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3.2.3 Parts for Repair will be billed on a cost-plus basis with the Multiplier designated by Vendor on the Pricing Page to serve as the markup. For purposes of this Contract, Vendor’s cost is the amount paid by Vendor to the manufacturer or supplier and does not include Vendor’s overhead, stocking fees, delivery charges, or other fees that are not direct payment for parts. All charges not associated with direct payments to the manufacturer or supplier must be accounted for in the markup represented by the multiplier.

Multiplier Example Meaning

0.5 Vendor sells parts to Agency at one-half of Vendor’s

cost

1.0 Vendor sells parts to Agency at Vendor’s cost

1.15 Vendor sells parts to Agency at Vendor’s cost plus a

15% markup.

1.25 Vendor sells parts to Agency at its cost plus a 25%

markup

3.2.4 Notwithstanding the foregoing, Vendor may invoice Agency for expedited or emergency delivery of parts provided that the expedited or emergency delivery was requested by the Agency in advance, the delivery charge is specifically listed on the billing invoice to the Agency, the Agency pays no more than the actual delivery charge, and the actual delivery charge documentation must be included with the invoice.

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.

4.1 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.

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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:

Stephen.t.duncan@wv.gov.

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 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.

6.2 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.

mailto:Stephen.t.duncan@wv.gov

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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.

6.3 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. 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.

6.4 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 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.

6.5 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.

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.

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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 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.

8.2 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.

8.5 Facility Access:

8.5.1 Anyone performing under this contract will be subject to the Agency’s security protocol and procedures.

8.5.2 Vendor shall inform all staff of Agency’s security protocol and procedures.

LCF2300000004

Contract Manager:

Telephone Number:

Fax Number:

Email Address: