STATE 0000000529SL Statewide Building Supplies QVL (Add Vendors).docx

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Statewide Building Supplies Qualified Vendor List (QVL) (For Additional Vendors)

the State of Missouri

PROPOSAL DUE NO LATER THAN: August 19, 2026 AT 2:00 PM CENTRAL TIME Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Allyson Daro

PHONE NO.: (573) 522-9580

EMAIL: Allyson.Daro@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

State of Missouri Multiple Locations throughout the State

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Vendor Response Exhibits (Return these exhibits with the proposal)

BUSINESS COMPLIANCE EXHIBITS

RFP Attachments (Separate Documents) Attachments (Do not return these documents with response)

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain each of the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals for the development of a Statewide Building Supplies Qualified Vendor List (QVL) for walk-in purchases or delivered orders of building supplies, for the various state agencies through the State of Missouri (hereinafter referred to as “state agency”), to enable a more seamless procurement process, foster competition, and to promote a consistent high-quality purchase or delivery of building supplies regardless of market volatility. If a vendor reviewing this RFP has an existing contract established for the QVL as a result of an award from STATE 000000259SL, the vendor does not need to respond to this solicitation.

The State of Missouri intends to establish contracts with multiple vendors for use on an as needed, if needed basis in accordance with the usage and quoting requirements specified herein. Contract awards will be made based upon the vendor’s compliance with the requirements specified herein. The awarded contracts shall not be viewed as exclusive contracts. The State of Missouri reserves the right to issue subsequent solicitations for the same or similar supplies.

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background and Historical Usage Information:

See below for the historical expenditures on the current contracts for prior state fiscal years. These figures are for informational purposes only and shall not be construed as a guarantee about volume of purchases to be made under the new contracts.

Current Contract Information:

Current contracts exist for the products being obtained via this RFP. A copy of the contracts can be viewed and printed from the Division of Purchasing Awarded Bid & Contract Document Search System located on the Internet at: https://purch.oa.mo.gov/bidding-contracts/awarded-bid-contract-document-search. In addition, all proposal and evaluation documentation leading to the award of the contracts may also be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System. Please reference the Bid number RFPC30034902300252 or the contract number(s) CC230252001, CC230252002, and CC230252003 when searching for these documents.

State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links: https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer. Then search by the contract numbers shown above when searching for the financial information.

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal end date and time of the proposals. If not received prior to ten (10) calendar days before the proposal end date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal end date and time.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified end date and time.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Statement of Work (SOW) Request Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the SOW request. The pricing pages must be completed and submitted by the vendor with the SOW request prior to the specified proposal end date and time.

Proposal End Date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

RFP Related Terms:

Online Orders means Walk-In

State Agency Acronyms: For purposes of the contract, a state agency shall be defined as a division, section, bureau, office, program, board, regional/district office, etc., that exists within a department of Missouri State Government. For the purposes of this document, this shall also include the Judicial and Legislative branches of the State of Missouri.

AG Missouri Attorney General DCI Missouri Department of Commerce and Insurance DED Missouri Department of Economic Development DESE Missouri Department of Elementary and Secondary Education DHEWD Missouri Department of Higher Education and Workforce Development DHSS Missouri Department of Health and Senior Services DMH Missouri Department of Mental Health DNR Missouri Department of Natural Resources DOC Missouri Department of Corrections DOLIR Missouri Department of Labor and Industrial Relations DOR Missouri Department of Revenue DPS Missouri Department of Public Safety DSS Missouri Department of Social Services GA General Assembly: Missouri House of Representatives and the Missouri Senate GO Missouri Governor’s Office ITSD Missouri OA Information Technology Services Division JUD Missouri Judiciary LTGO Missouri Lieutenant Governor’s Office MDA Missouri Department of Agriculture MDC Missouri Department of Conservation MoDOT Missouri Department of Transportation MSPD Missouri State Public Defender OA Missouri Office of Administration SAO Missouri State Auditor’s Office SOS Missouri Secretary of State STO Missouri State Treasurer’s Office

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The contractor shall allow in-store or online purchases or provide deliveries of orders for building supplies for the various locations throughout the State of Missouri in accordance with the provisions and requirements stated herein and to the sole satisfaction of the state agency.

Preferred Use Contract: The contractor shall provide the services on an as needed, if needed basis. The State of Missouri does not guarantee any usage of the contract whatsoever. The contractor shall understand and agree that the contract shall be construed as a preferred use contract but shall not be construed as an exclusive arrangement. Preferred use means that any state agency needing the services should use the established contract unless it is determined to be in the best interest of the State of Missouri for a state agency, at its own discretion, to obtain alternate services elsewhere.

Cooperative Procurement Program: The contractor shall participate in the State of Missouri’s Cooperative Procurement Program. The contractor shall provide the products and/or services as described herein under the terms and conditions, requirements, and specifications of the contract, including prices, to other government entities in accordance with the Technical Services Act (section 67.360, RSMo, which is available on the internet at: https://revisor.mo.gov/main/OneSection.aspx?section=67.360&bid=2758&hl=). The contractor shall further understand and agree that participation by other governmental entities is discretionary on the part of that governmental entity and the State of Missouri bears no financial responsibility for any payments due the contractor by such governmental entities. The following website identifies the current members of the Cooperative Procurement Program: https://purch.oa.mo.gov/media/pdf/cooperative-procurement-program-members-listing.

Other Agencies May Order: The Division of Purchasing reserves the right to allow other state agencies and government entities (e.g. cities, counties, etc.) to order from the contract. The State of Missouri shall bear no financial responsibility for any payments due the contractor by non-state governmental entities (e.g. cities, counties, etc.).

Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to provide the products required herein.

Additional Contractors: Because the State of Missouri needs multiple contractors to effectively meet the state agency’s demand for building supplies, the state reserves the right to issue additional solicitations to add more contractors subsequent to the initial award of contract(s). Qualifying vendors may be added as additional contractors, subject to the same requirements and considerations identified herein regarding award of contract.

State’s Procurements Obligations:

Contractors are advised that state agencies are required to follow the statutory requirements regarding procurement. State Agencies must follow requirements outlined in RSMo 34.042 unless they have been granted a special delegation of authority.

State agencies are allowed to procure like or similar items valued at $0 to $10,000.00 in a single transaction using a state approved payment method as a in-store/online purchase or delivery without conducting the Quote Request process outlined herein. If the single transaction value is at $10,000.01 or more, the state agency must procure the like or similar items utilizing the Quote Request process outlined herein. Below is a table that summarizes these requirements:

Request Required Procurement Action

Qualified Vendor List Utilization Requirements:

The state shall establish a Qualified Vendor List for each of the building supply categories within the city(ies) stated herein. Once established, the awarded Qualified Vendor List shall identify the contractors awarded a contract, each category awarded to the contractors, and the cities the contractors are authorized to provide products for the categories awarded.

The state agency requesting quotes for purchases over $10,000.01, shall notify ALL of the QVL contractors who were awarded the category(ies) for the applicable city and request submittal of a competitive quote response in accordance with the provisions herein. All terms and conditions of the contract shall apply to all quote requests. Determination of quote specifications for each quote request type (in-store, online, email, paper, etc.) shall be made by the ordering state agency.

Because the State of Missouri needs multiple contractors throughout the state to effectively meet the state agencies’ demand for building supplies, the Division of Purchasing reserves the right to add more contractors subsequent to the initial award of contract(s) by conducting a separate procurement process(es) to supplement the list of qualified vendors. Qualifying vendors may be added as additional contractors subject to the same considerations identified herein regarding award of a contract.

In the event the contractor determines the contractor no longer has the ability to source products the contractor was originally awarded or service the city(ies) awarded, the contractor may request in writing to the Division of Purchasing to be removed from the list of the awarded category and/or city(ies). If the contractor’s request is approved by the Division of Purchasing, a formal contract amendment will be issued by the Division of Purchasing in order to remove the contractor’s ability to source the category or service the city(ies).

Qualified Vendor Product Category Requirements:

For each of the following product categories awarded to the contractor, the contractor must comply with the requirements associated with that product category (i.e. if the contractor provides Building Supplies, the contractor must be able to provide the materials identified in the Building Supplies product category).

Building Supplies – shall be defined as materials used in the construction or installation of building projects such as lumber and plywood used for framing, sheeting, building walls, flooring, nails, screws, tools, and etc.

Electrical Supplies – shall be defined as materials used in the construction or installation of electrical projects such as wire strippers, voltage testers, electrical wire, connectors, electrical tape, circuit breakers, switches, outlets, and junction boxes.

Plumbing Supplies – shall be defined as materials used in the construction of plumbing projects such as pipe wrenches, basin wrenches, plumbers’ tape, putty for sealing joints, plunger, drain auger, hacksaw or pipe cutter, pipe, pipe fittings, caulk, and etc.

Roofing and Gutter Supplies – shall be defined as materials used in the construction of roofs and gutter projects such as shingles, roof decking, underlayment, flashing, drip edge, and ventilation components.

Lighting Supplies – shall be defined as materials used in the construction or installation of lighting such as lights, bulbs, ballasts, fixtures, etc.

In-Store/Online Purchase Requirements:

As described above, if the estimated single transaction value of the products needed is equal to or less than $10,000.00, a state agency may make an in-store/online purchase of building supplies products from any QVL contractor located in the city nearest the state facility which the building supplies are required as long as the contractor was awarded the product category associated with the building supplies needed.

Quote Request Requirements:

Quote Request: In order to fulfill the State of Missouri’s procurement obligation to make awards to the lowest and best contractor, if the state agency is making a purchase that will exceed $10,000.01, the state agency will request written quotes or utilize alternative printed documentation from all awarded contractors for the specific category(ies) within each applicable city needed. (Reminder: Quote requests are allowable but not required for purchases equal to or less than $10,000.00. See paragraph 2.5 of the RFP.) The state agency may pick up the building supplies at the store location or request to have the items delivered to the state agency’s location from the contractor awarded the quote request.

In the event a price comparison can be made utilizing online pricing, the agency should print the pricing comparison to keep as a documented record of the competition. The documented record shall serve as an alternative to the paper or emailed quote request specified herein.

In requesting quotes from QVL contractors, the state agency will identify the following in when requesting price quotes from the contractors:

Requesting state agency name/address;

Product(s) needed;

Quantities for each product needed;

Specific delivery requirements;

Pick-up requirements (if applicable);

Delivery timeframe (if applicable); and Contact name and email address or fax number for quote request submission.

Requesting state agencies may, but are not required to, use the Sample Quote Request included herein as Attachment 1, Quote Request Form when requesting quotations from contractors.

Quote requests may be changed via an amendment to the quote request by the requesting state agency before the quote request due date. The requesting state agency will be required to notify all of the QVL contractors in writing from which they requested quotes of the change(s).

Quote Response: The QVL contractor shall understand and agree that all terms and conditions of the contract shall apply to all quote requests for Statewide Building Supplies QVL. The QVL contractor must only quote and provide the specifically awarded products that have been approved by the Division of Purchasing’s Notice of Award.

All quote responses must (1) be submitted by a duly authorized representative of the vendor’s organization, (2) contain all information required by the quote request, and (3) be priced as required.

By submitting a quote response, the contractor agrees to furnish the equipment and supplies specified in the quote request, at the prices quoted, pursuant to all requirements and specifications contained therein.

Quote response, including all pricing therein, shall remain valid for 14 business days from the quote request due date unless otherwise indicated in the quote request. If the quote request response is accepted and awarded, the entire awarded quote request response shall be firm for the specified timeframe identified in the quote request.

If a QVL contractor is unavailable to provide the quote-requested products in the specified pickup/delivery timeframe needed, the QVL contractor should identify the pickup/delivery timeframe in which they could provide the products.

Pricing: In the quote response, the QVL contractor shall price the specified product(s) identified in the quote request based upon the quantity, unit of measure, and the mandatory specifications stated by the state agency at the time of the quote request. The state shall not pay nor be liable for any other additional costs including but not limited to taxes, insurance, interest, penalties, termination payments, attorney fees, liquidated damages, etc. The State of Missouri shall not make additional payments or pay add-on charges for freight or shipping, in addition to the delivery/store pick-up fee proposed in the Price Quote Request Form, unless mutually agreed upon between the state agency and the vendor at the time of award of the quote request.

Domestic Product Procurement Act (Buy American) Preference: In accordance with the Buy American Act, the QVL contractor must provide proof of compliance with section 34.353, RSMo. Therefore, the state agency will request the QVL contractor to complete and return Attachment 2, Domestic Product Procurement Act (Buy American) Preference, certifying proof of compliance. Such document must be thoroughly completed by the contactor for each price quote request.

· QVL contractors who can certify that goods or commodities to be provided in accordance with the contract are manufactured or produced in the United States or imported in accordance with a qualifying treaty, law, agreement, or regulation shall be entitled to a ten percent (10%) preference over vendors whose products do not qualify.

· The requirements of the Buy American Act shall not apply if other exceptions to the Buy American mandate in section 34.353, RSMo, are met.

· If the QVL contractor claims there is only one line of the good manufactured or produced in the United States, subsection 2 of section 34.353, RSMo, or that one of the exceptions of subsection 3 of 34.353, RSMo, applies, the Executive Head of the Agency bears the burden of certification as required prior to the award of a contract.

· If the lowest priced QVL contractor qualifies as American-made or in the event all of the QVL contractors or none of the QVL contractors qualify for the Buy American preference, no further calculation is necessary. In the event the lowest priced QVL contractor does not qualify for the Buy American Preference but other QVL contractors do qualify, then the low QVL contractor’s price(s) is increased by 10% for those items not eligible for the Buy American Preference.

The QVL contractor shall understand that each quote response submitted shall be considered an open record unless otherwise exempt pursuant to the provisions of the State of Missouri Revised Statutes, specifically section 610.021-022, RSMo, and other provisions as may be applied. The QVL contractor should NOT include confidential material with their quote response.

The QVL contractor must respond to the state agency quote requests in writing by the timeframe indicated by the state agency. If quotes are not submitted within the timeframe requested, the state agency may consider the QVL contractor’s absence of a response as a “no bid”.

Missouri Statewide Contract Quarterly Administrative Fee Payment: The QVL contractor’s pricing quote at the time of the quote response shall include all applicable cost associated with the provisions of the products/services specified herein, including but not limited to payment of the required administrative fee specified in section 2.8 of the RFP.

Quote Evaluation and Award: For each quote response, the requesting state agency shall confirm the quote response meets the minimum requirements as stated in the quote request. For those responses which meet the requesting state agency’s minimum requirements, the state agency shall consider (1) price and (2) any preference considerations identified in the contract award for the individual QVL contractors by the Division of Purchasing in determining the “lowest and best” quote received.

More specifically, for those responses which meet the requesting state agency’s minimum requirements, the evaluation shall be based upon (1) price including the evaluation of the Domestic Procurement Act and (2) any bonus points from the original RFP evaluation for Organizations for the Blind and Sheltered Workshop Participation and Missouri Service-Disabled Veteran Business Enterprise Participation. The contractor with the lowest cost that meets the requesting state agency’s needs shall be considered the “lowest and best” quote response and awarded the specific project, unless a vendor qualifies for SDVE or Organization for the Blind/Sheltered Workshop bonus points in which case, cost and bonus points will determine the “lowest and best” quote response. The requesting state agency shall have the right to reject all responses and not make an award.

Upon determination of each QVL contractor’s total cost for building supplies in the quotes response, cost points shall be computed from the results of the calculation stated below using a scale of 200 possible points and the following formula:

Lowest Responsive Contractor’s Price Compared Contractor’s Price

For those QVL contractors awarded bonus preference points during the evaluation of STATE 0000000259SL and STATE 0000000529SL, such bonus preference points shall be added to the QVL contractor’s cost evaluation points. The QVL contractor that meets the state agency’s minimum with the most points after totaling the cost evaluation points with the bonus preference points will be considered the lowest and best QVL contractor, including consideration of preferences.

The requesting state agency will document their determination of the “lowest and best” quote at the time the quote is awarded.

The requesting state agency will be instructed to inform all responding contractors of the outcome of the award. Acceptance of the quote, unless otherwise specified, is not authorization to proceed with delivery of products. The requesting state agency must provide authorization to proceed through issuance of a purchase order or specific written authorization to proceed.

d. In the event all quote responses fail to meet the requesting state agency’s needs, the requesting state agency may reject all responses and cancel the quote request.

Implementation/Execution of Quote Request: After receipt of the state agency’s written acceptance of the quote request and authorization to proceed (in the form of a purchase order or other written document authorizing the QVL contractor to proceed with services that is in addition to the quote acceptance), the QVL contractor shall deliver the products required in accordance with the quote request accepted by the state agency. Unless otherwise specified in the quote request, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to deliver the products.

Receipt of Products: The state agency may pick up building supplies at the store location (i.e. curbside pickup, inside store, etc.) or request to have the items delivered to the state agency’s location.

Pickup: State agency may process an order through an on-line platform or walk into a store and physically look for items to purchase. If the state agency desires to pick up an on-line order, products should be made available within twenty-four (24) hours and upon the state agency’s arrival at the vendor’s location.

Delivery: State agency is ordering items in a larger quantity with single or multiple deliveries and having those items delivered to a state agency location in accordance with the awarded price quote request.

Modifications to Quote Request: After award of a quote request, if the state agency determines that minor modifications within the intent of the quote request are necessary or desired, the state agency will document the requested changes to the contractor. Based on the written instructions provided by the state agency, the QVL contractor must revise the quote request according to the requirements for the quote request submission specified herein, including any resulting changes in the timeline, amount to be paid to the QVL contractor, etc.

Any requested changes must still be within the intent and scope of the original quote request and the contract.

The QVL contractor shall not proceed with providing products related to the revised quote request until final written approval and authorization to proceed is obtained from the state agency.

Termination of Quote Request: The state agency shall have the right to terminate any quote request at any time at the sole discretion of the state agency, without penalty or recourse, by giving written notice to the QVL contractor at least ten (10) business days prior to the effective date of such termination. In the event of termination of the quote request, all documents, data, reports, and accomplishments prepared, furnished, or completed by the contractor pursuant to the terms of the contract shall, at the option of the State of Missouri, become the property of the State of Missouri. The QVL contractor shall be entitled to receive just and equitable compensation for deliverables completed and accepted in accordance with the quote request prior to the effective date of the termination.

Performance Requirements:

Customer Service: The QVL contractor must assign a customer service/sales representative to the contract. Upon notification of award, the QVL contractor shall provide the name of the person who will represent the contract and service the state agencies.

Manufacturer’s Warranty: The QVL contractor shall provide, at minimum, the manufacturer’s standard warranty, if any, on all building supplies provided.

Substitutions: The contractor shall not substitute any item(s) that has been awarded to the contractor without the prior written approval of the state agency making the purchase.

In the event an item becomes unavailable, the contractor shall provide a suitable substitute item. The contractor’s failure to provide an acceptable substitute may result in cancellation or termination of the contract.

Any item substitution must be a replacement of the contracted item with a product of equal or better capabilities and quality, and with equal or lower pricing. The contractor shall understand that the state reserves the right to allow the substitution of any new or different product/system offered by the contractor. The purchasing state agency shall be the final authority as to acceptability of any proposed substitution.

The state may choose not to compel an item substitution in the event requiring a substitution would be deemed unreasonable in the sole opinion of the State of Missouri. The contractor shall not be relieved of substituting a product in the event of manufacturer discontinuation or other reason simply for reasons of unprofitability to the contractor.

Replacement of Damaged Product: The contractor shall repair or replace any item or components received in damaged condition at no cost to the State of Missouri. This includes all delivery/transportation costs for returning non-functional items to the contractor for replacement.

Delivery Requirements: If the order requires delivery, the contractor and/or the contractor's subcontractor(s) shall deliver products in accordance with the delivery times specified in the quote request or upon receipt of an authorized purchase order or P-card transaction notice. Delivery shall include unloading shipments at the state agency's dock or other designated unloading site as requested by the state agency. All orders received on the last day of the contract, must be shipped at the contract price. All deliveries must be coordinated with the state agency.

Delivery for all items shall be due as indicated on the price quote request by the state agency at the time a price quote request is issued. Failure by the QVL contractor to deliver according to the specified requirements may result in contract cancellation and suspension from future vendor’s list.

The QVL contractor shall not attempt to make delivery to any facility on official state holidays. A list of official state holidays may be found on the State of Missouri website at http://oa.mo.gov/personnel/state-employees/hours-work-overtime-and-holidays.

Missouri Statewide Contract Quarterly Administrative Fee:

The contractor shall pay a one percent (1%) administrative fee to the State of Missouri which shall apply to all payments received by the contractor for all products provided under the contract. Payment of the one percent administrative fee shall be non-negotiable.

The contractor shall pay the administrative fee at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31). The total administrative fee for a given quarter must equal one percent (1%) of the total payments (minus returns and credits) received by the contractor during the calendar quarter as reported on the contractor’s Missouri Statewide Contract Quarterly Administrative Fee Report specified below. The administrative fee must be received by the Division of Purchasing (Purchasing) no later than the 15th calendar day of the month immediately following the end of the calendar quarter, unless the 15th is not a business day in which case the next business day thereafter shall be considered the administrative fee deadline.

Payments shall be made using one of the following acceptable payment methods:

Check: Personal check, company check, cashier’s check, or money order made payable to the “Missouri Revolving Information Technology Trust Fund” and sent to the following mailing address: Division of Purchasing, P.O. Box 809, Jefferson City, MO 65102 – 0809 OR Division of Purchasing, 301 West High Street, Room 630, Jefferson City, MO 65101-1517. The contractor’s payment by check shall authorize the State of Missouri to process the check electronically. The contractor understands and agrees that any returned check from the contractor may be presented again electronically and may be subject to additional actions and/or handling fees.

Electronic Payment: Instructions on how to submit payments electronically by automated clearing house (ACH) will be provided upon request by contacting the Division of Purchasing at (573) 751-2387.

All payments of the administrative fee shall include the contract number on any check or transmittal document. However, only one contract number must be entered on a check or transmittal document. If submitting an administrative fee payment for more than one contract, then a separate check or electronic payment and associated transmittal document must be submitted by the contractor for each contract.

Missouri Statewide Contract Quarterly Administrative Fee Report:

The contractor shall submit a Missouri Statewide Contract Quarterly Administrative Fee Report to the Division of Purchasing which shall identify the total payments (minus returns and credits) received by the contractor from state agencies, political subdivisions, universities, and governmental entities in other states that were made pursuant to the contract.

The contractor shall prepare and submit the Missouri Statewide Contract Quarterly Administrative Fee Report at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31) for total payments (minus returns and credits) received by the contractor during the calendar quarter. The Missouri Statewide Contract Quarterly Administrative Fee Report must be received by the Division of Purchasing (Purchasing) no later than the 15th calendar day of the month following the reporting quarter entered on the report, unless the 15th is not a business day in which case the next business day thereafter shall be considered the reporting deadline. Even if there has been no usage of the contract during the reporting quarter, the contractor must still submit a report and indicate no payments were received by marking the appropriate box on the report form.

The Missouri Statewide Contract Quarterly Administrative Fee Report form may be downloaded from the following Purchasing website: http://oa.mo.gov/purchasing/vendor-information. The Missouri Statewide Contract Quarterly Administrative Fee Report is also included herein as Attachment 3, Missouri Statewide Quarterly Admin. Fee Instructions and Report. The Missouri Statewide Contract Quarterly Administrative Fee Report must be submitted using one of the following methods:

Mail: Division of Purchasing, P.O. Box 809, Jefferson City MO 65102-0809

OR

Division of Purchasing, 301 West High Street, Room 630, Jefferson City, MO 65101-1517 Fax: (573) 526-9815 Email: ereports@oa.mo.gov

The contractor shall agree that the Division of Purchasing reserves the right to modify the requested format and content of the Missouri Statewide Contract Quarterly Administrative Fee Report by providing thirty (30) calendar days written notice to the contractor. The contractor shall also agree the Division of Purchasing may unilaterally amend the contract, with thirty (30) calendar days notice to the contractor to change the method of payment of the administrative fee, the timing for submission of the Missouri Statewide Contract Quarterly Administrative Fee Report, and/or timing for payment of the administrative fee. The contractor shall understand and agree that if such an amendment is issued by the Division of Purchasing, the contractor shall comply with all contractual terms, as amended.

Other Requirements/Reporting Requirements:

Missouri Statewide Contract Quarterly Usage Report: The contractor shall submit a Missouri Statewide Contract Quarterly Usage Report to the Division of Purchasing that provides the Data Element information listed below:

The contractor shall prepare and submit the Missouri Statewide Contract Quarterly Usage Report at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31) for the purchases made under the contract during the calendar quarter. The Missouri Statewide Contract Quarterly Usage Report must be received by the Division of Purchasing no later than the 15th calendar day of the month following the reporting quarter entered on the Missouri Statewide Contract Quarterly Usage Report, unless the 15th is not a business day in which case the next business day thereafter shall be considered the reporting deadline. Even if there has been no usage of the contract during the reporting quarter, the contractor must still submit a report and indicate no purchases were made.

The contractor must submit a Missouri Statewide Contract Quarterly Usage Report electronically either utilizing the “Missouri Statewide Contract Quarterly Usage Report” worksheet included herein in Attachment 4, Missouri Statewide Contract Admin. Fee Quarterly Usage Instructions and Report which is downloadable from https://purch.oa.mo.gov/vendor-information or utilizing another format which is Excel-exportable. The contractor must submit the Missouri Statewide Contract Quarterly Usage Report to the following email address: ereports@oa.mo.gov.

The contractor shall agree that the Division of Purchasing reserves the right to modify the requested format and content of the Missouri Statewide Contract Quarterly Usage Report by providing thirty (30) calendar days’ written notice to the contractor. The contractor shall also agree the Division of Purchasing may unilaterally amend the contract, with thirty (30) calendar days’ notice to the contractor to change the timing for submission of the Missouri Statewide Contract Quarterly Usage Report. The contractor shall understand and agree that if such an amendment is issued by the Division of Purchasing, the contractor shall comply with all contractual terms, as amended.

Electronic Funds Transfer, Invoicing, and Payment Requirements:

Electronic Funds Transfer (EFT): The State of Missouri will submit contract payments to the contractor at the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration. However, the contractor understands and agrees the state reserves the right to make contract payments to the contractor through electronic funds transfer (EFT). Therefore, prior to any payments becoming due under the contract, the contractor must verify and update, if applicable, their vendor registration with their current remittance address and ACH-EFT payment information at https://MissouriBUYS.mo.gov.

Invoicing: For each awarded quote request, the contractor shall invoice the requesting state agency as identified in the contractor’s approved quote request. In the event the contractor has been authorized to proceed on more than one quote request, the contractor must submit separate invoices for each quote request. The contractor shall perform the services prior to invoicing the state agency.

The contractor shall use uniquely identifiable invoice numbers to distinguish an invoice from a previously submitted invoice and shall include on the invoice the remittance address listed in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration.

Each contractor invoice must be on the contractor’s original descriptive business invoice form and must contain a unique invoice number and the remittance address included in the contractor’s MissouriBUYS (WebProcure/Proactis) vendor registration. The invoice number will be listed on the state’s EFT addendum record to enable the contractor to properly apply state payments to invoices. The contractor must comply with all other invoicing requirements stated in the RFP.

The statewide financial management system has been designed to capture certain receipt and payment information.