Structural Grade Recycled Plastic Lumber SPECS.docx

REQUEST FOR QUOTATION

Structural Grade Recycled Plastic Lumber

SPECIFICATIONS

1. PURPOSE AND SCOPE: The Environmental Protection Division of the West Virginia Army National Guard seeks to establish a contract for the one-time purchase of Structural Grade Plastic Lumber for projects at the WVARNG Camp Dawson Training Center in Kingwood, West Virginia.

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 “ATT A” or “Pricing Page” - 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.

2.2 “Contract Item” or “Contract Items” - the list of items identified in Section 3.1 below and on the Pricing Page.

2.3 “Lumber” - Structural Grade Recycled Plastic Lumber.

2.4 “Solicitation” - the official notice of an opportunity to supply the State with goods or services that is published by the West Virginia Army National Guard.

2.5 “WVARNG” or “Agency” - the West Virginia Army National Guard.

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide the WVARNG with the Contract Items specified on ATT A, F.O.B. destination, and incorporating freight, materials, and any additional costs into its Contract Item bid pricing. Contract Items bid on ATT A must meet or exceed the mandatory requirements listed below

3.1.1 Lumber shall be molded into one piece per size specified on ATT A.

3.1.2 Lumber must be manufactured with HDPE and fiberglass elements to act as a reinforcement with HDPE and contain no wood by-products.

3.1.3 Lumber must be manufactured with UV additives to prevent deterioration from prolonged sun and UV light exposure.

3.1.4 Lumber must be 93% Green Circle Certified recycled content; both pre-consumer and post-consumer, excluding additives and colorants.

3.1.5 Lumber must come with a minimum 50 year warranty to guarantee Lumber will not rot, split, crack, or splinter within the warranty period and be resistant to termites, borers, oil, corrosives, and fungus.

3.1.6 Lumber must have a minimum flexural strength of 2,750 psi.

3.1.7 Vendor must incorporate its freight costs into its Contract Item bid pricing.

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 Page.

4.2 Pricing Page: Vendor should complete the Pricing Page by entering a bid price for the Contract Items and quantities listed on ATT A. Vendor should complete the Pricing Page in its entirety as failure to do so may result in Vendor’s bids being disqualified.

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 address: shanae.t.mace.nfg@army.mil.

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: Upon contract award, the Agency will coordinate Contract Item delivery with the successful low-bid vendor. Vendor shall ship all orders in accordance with the agreed-upon 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.

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

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.

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.

Revised 10/27/2014