Teehead bolts & nuts, purchase & delivery of, term contract

Palm Beach County's Board of County Commissioners, through its Purchasing Department, issued a Request for Quotation (RFQ 300599-SM) on August 3, 2021, for the purchase and delivery of teehead bolts and nuts on a term contract basis. The solicitation encompasses eight line items of carbon steel teehead bolts and nuts that must comply with AWWA C111 specifications and the County's Water Utilities Department Minimum Engineering and Construction Standards, with annual estimated quantities ranging from 475 to 3,000 units per item for a total of approximately 10,975 units across all line items. Quoters were required to select only one manufacturer per item from two approved manufacturers: Russell MSG or Birmingham Fastener, Inc. The successful vendor must deliver products within twenty-one calendar days of receipt of a delivery order with FOB designated as destination, maintain firm and fixed pricing with no escalation clauses for the initial term and any renewal periods, and ensure all items meet specified technical requirements upon delivery with non-compliant items returnable at the vendor's expense. The contract structure provides for an initial twelve-month term with options to renew for four additional twelve-month periods, subject to mutual written agreement and appropriation of funds. Quotations were due on August 18, 2021, at 4:00 p.m. local time, with submissions accepted via fax or email. All vendors were required to be registered in the County's Vendor Self Service (VSS) system prior to contract finalization and must provide Drug-Free Workplace Certification and Certification of Business Location documentation.

The solicitation includes a Small/Minority/Women Business Enterprise (S/M/WBE) program with award preference granted to certified small businesses within ten percent of the lowest responsive, responsible quote. Local preference is available for quoters maintaining a permanent place of business in Palm Beach County. No specific incumbent vendors or current contractors were identified in the solicitation materials. The RFQ does not specify an explicit budget range or award value; however, the contract value is implied through the annual estimated quantities of approximately 10,975 units across eight line items. The County retains significant flexibility under the contract terms, including the right to increase or decrease quantities as necessary and the ability to terminate for convenience with five days' written notice or for default with ten days' notice following written specification of failure.