RFP #00712 – Plumbing Repair Parts
FOLLOWING IS THE REPOSTED IFB 02112 FOR PLUMBING REPAIR PARTS.
Major changes from the initial posting include:
· The Bid due date is extended to April 10, 2012.
· Appendix B - Market Basket Pricing Submittal is updated to reflect products currently available. Please advise the Contract Specialist immediately if an item in the Market Basket is not correctly or adequately labeled, or the product is no longer available.
Several changes were made throughout the IFB. Please read the IFB in its entirety.
STATE OF WASHINGTON
DEPARTMENT OF DEPARTMENT OF ENTERPRISE SERVICES
OFFICE OF STATE PROCUREMENT
1500 Jefferson St. SE, Olympia WA 98504-1017
http://www.des.wa.gov
REQUEST FOR PROPOSAL (RFP)
REPOST OF
Plumbing Repair Parts
RFP/Contract Number / Pre-Proposal Conference Date & Time / Revised Proposal Due Date and Time00712 Repost / 2/23/12 at 10:00 PM / 4/10/2012 at 2:00 PM
Dave Scott
Contracts Specialist
Phone (360) 407-9424
Fax (360) 586-2426
E-mail:
To request this information in alternative formats call (360) 902-7400.
http://www.ga.wa.gov/webs/
THE PRE-PROPOSAL CONFERENCE LOCATION
and
PROPOSALS MUST BE RECEIVED & STAMPED ON OR BEFORE THE DUE DATE AND TIME AT THIS LOCATION
DEPARTMENT OF ENTERPRISE SERVICES
OFFICE OF STATE PROCUREMENT
1500 Jefferson St. SE
Olympia WA 98501
Attention: Bid Clerk, Scott Edwards, 407-9397/902-7400
PART ONE – RFP INFORMATION 4
1. ANNOUNCEMENT AND SPECIAL INFORMATION 4
1.1. INTRODUCTION 4
1.2. ECONOMIC AND ENVIRONMENTAL GOALS 4
2. SUMMARY OF OPPORTUNITY 5
2.1. PURPOSE 5
2.2. PURCHASERS 5
2.3. CONTRACT TERM 5
2.4. ESTIMATED USAGE 5
2.5. ADDITIONAL ITEMS ADDED TO THE CONTRACT 6
2.6. AWARD 6
2.7. NO COSTS OR CHARGES 6
2.8. NO BEST AND FINAL OFFER 6
3. RFP OVERVIEW 6
3.1. ACQUISITION AUTHORITY 6
3.2. RFP AMENDMENTS 6
3.3. CONTRACT FORMATION 6
3.4. INCORPORATION OF DOCUMENTS INTO CONTRACT 6
3.5. RIGHT TO CANCEL 7
3.6. NON-ENDORSEMENT AND PUBLICITY 7
4. TIMELINE 7
4.1. PROCUREMENT SCHEDULE 7
4.2. PRE-PROPOSAL CONFERENCE 7
5. PREPARATION OF PROPOSAL 8
5.1. AUTHORIZED DEALER 8
5.2. SERVICE EXPECTATIONS 8
5.3. ORDER FULFILLMENT REQUIREMENTS 8
5.4. SUBMITTAL INFORMATION 9
5.5. PROPOSAL OPENING PROTOCOL 10
5.6. CONTRACT INFORMATION AVAILABILITY AFTER AWARD 11
5.7. PROPOSAL PRICE 11
5.8. PRICE ADJUSTMENT 11
5.9. MISCELLANEOUS EXPENSES 11
6. EVALUATION AND AWARD 11
6.1. EVALUATION 11
6.2. INITIAL DETERMINATION OF RESPONSIVENESS 12
6.3. SUBMITTAL EVALUATION 13
6.4. AWARD 15
6.5. NOTIFICATION OF AWARD 15
PART TWO – CONTRACT INFORMATION 16
APPENDICES PAGE 18
BIDDER’S CHECKLIST 18
AUTHORIZED OFFER 20
Page 2 of 20
RFP #00712 – Plumbing Repair Parts
PART ONE – RFP INFORMATION
1. ANNOUNCEMENT AND SPECIAL INFORMATION
1.1. INTRODUCTION
This document contains:
· Part One – Information concerning the Proposal, procedures, timelines, and submittals,
· Part Two – Contract Information, and
· Appendices.
All three parts listed above will be included in the final Contract. By responding to this RFP, a vendor certifies that they have read, understood and accepted all information contained within this entire document.
This document, incorporated documents, any Amendments, the submitted Proposal, and the Award Letter will form the contractual agreement between the State of Washington, Department of Enterprise Services (DES), Office of State Procurement (OSP) and the awarded Contractor(s), when countersigned by OSP. The signature page, titled “Authorized Offer and Contract Signature Page” is the last page of this document, which must be signed and returned with the Proposal.
Registration with Washington Electronic Business Solution (WEBS) at www.ga.wa.gov/webs is necessary to download this RFP. Once the RFP is downloaded from WEBS, the system sends email notification of any Amendment(s) posted for this RFP.
1.2. ECONOMIC AND ENVIRONMENTAL GOALS
In support of the state’s economic and environmental goals, although not an award factor (unless otherwise specified herein), Bidders are encouraged to consider the following in responding to this RFP:
· Support for a diverse supplier pool, including small, Minority and Women-Owned Business Enterprises (MWBE). Voluntary numerical goals of MBE 3 % and WBE 3% has been established for this RFP. Achievement of these goals is encouraged, whether directly or through subcontractors. Vendors may contact the Office of Minority and Women’s Business Enterprise to obtain information on certified firms or to become certified.
· Use of environmentally preferable goods and services to include post-consumer waste and recycled content.
· Products made or grown in Washington.
2. SUMMARY OF OPPORTUNITY
2.1. PURPOSE
The purpose of this RFP is to establish a statewide Contract for the purchase and delivery of various Plumbing Repair Parts. This Contract replaces Plumbing Repair Parts Contract 02805.
The state reserves the right to Bid separately large volume purchases or Contract for a specific item or group of items.
2.2. PURCHASERS
General Use
The resulting Contract is for use by all members of the Washington State Purchasing Cooperative (WSPC) including where applicable: State Agencies, Institutions of Higher Education, Political Subdivisions, and Non-Profit Corporations. This Contract will also be available for use by Oregon’s Department of Administrative Services Cooperative Purchasing Program (ORCPP).
While use of the Contract by Political Subdivisions and Non-Profit Corporations that are members of the WSPC and ORCPP members is optional, the Office of State Procurement encourages them to use state Contracts. Their use of the Contracts may significantly increase the purchase volume. Their orders are subject to the same Contract terms, conditions and pricing as state agencies. The Office of State Procurement accepts no responsibility for orders or payment by WSPC members.
If Bidder agrees to extend the Contract to the State of Oregon ORCCP/DASCPP members, then indicate any percent increase to the Proposal pricing to accommodate additional freight costs to Oregon locations in Appendix C - Bidder Profile.
A list of WSPC members is available at: https://fortress.wa.gov/ga/apps/coop/Default.aspx
A list of current authorized ORCPP members is available at: http://www.oregon.gov/DAS/SSD/SPO/docs/orcpp-member-list.pdf
2.3. CONTRACT TERM
The initial term of this Contract is two years from the effective date of this Contract as written by OSP on the signed Contract Signature Page. OSP, at its sole discretion, may extend this Contract for additional terms upon written notice to the Contractor. The total Contract term, including the initial term and all subsequent extensions, shall not exceed six years unless an emergency exists and/or special circumstances require a further extension.
2.4. ESTIMATED USAGE
Based on past usage from 2011, the purchase estimate over the initial two-year term of the Contract may approximate $4,200,000. This estimate may assist vendors in preparing their Proposal. Orders are only on an as needed basis.
Neither OSP nor the Purchasers represent or guarantee any minimum purchase.
2.5. ADDITIONAL ITEMS ADDED TO THE CONTRACT
During the term of this Contract, with mutual agreement with the Contractor, OSP may add related products or manufacturers to this Contract provided the Contractor maintains the same pricing structure/profit margin as was established on the original Contract. These additional products must not significantly affect the volume or scope of the Contract and will be in response to Purchaser requests. OSP will issue Amendments to the Contract to cover such additional items as needed.
2.6. AWARD
OSP intends to award one Contract, statewide as a result of this RFP.
2.7. NO COSTS OR CHARGES
Costs or charges under the proposed Contract incurred before the Contract’s full execution will be the sole responsibility of the vendor.
2.8. NO BEST AND FINAL OFFER
OSP reserves the right to make an award without further discussion of the Proposal submitted; i.e., there will be no best and final offer request. Therefore, the submitted Proposal defines the most favorable terms that vendor intends to offer.
3. RFP OVERVIEW
3.1. ACQUISITION AUTHORITY
OSP issues this RFP acting under the authority of its enabling legislation and the Revised Code of Washington (RCW) 43.19, which establishes DES and regulates the manner in which state agencies may acquire general goods and services.
3.2. RFP AMENDMENTS
Prior to Proposal due date and time, OSP reserves the right to change portions of this RFP. Any changes or corrections will be by one or more written Amendment(s). All changes require authorization and issuance in writing by OSP. If there is any conflict between Amendments, or between an Amendment and the RFP, the last published Amendment will be controlling. Only vendors who have properly registered and downloaded the original RFP directly via WEBS system will receive notification of Amendments and other correspondence pertinent to the procurement.
3.3. CONTRACT FORMATION
A Proposal submitted to this RFP is an offer to Contract with OSP. A Proposal becomes a Contract when legally awarded by OSP signature.
3.4. INCORPORATION OF DOCUMENTS INTO CONTRACT
This RFP document, any subsequent Amendments, the vendor’s non-conflicting Proposal (including the “Authorized Offer and Contract Signature Page”), and the Award Letter will be incorporated into the resulting Contract.
3.5. RIGHT TO CANCEL
OSP reserves the right to cancel or reissue all or part of this RFP at any time as allowed by law without obligation or liability.
3.6. NON-ENDORSEMENT AND PUBLICITY
In selecting a vendor to supply the Products/Services specified herein to the State of Washington Purchasers, neither OSP nor the Purchasers are endorsing the vendor’s Products or Services, nor suggesting that they are the best or only solution to their needs.
4. TIMELINE
4.1. PROCUREMENT SCHEDULE
The dates listed below represent the projected procurement schedule. OSP reserves the right to change the schedule. Notification of changes to the procurement schedule prior to Proposal opening, will be sent electronically to all properly registered users WEBS.
Date / Time / Event2/16/2012 / Issue initial RFP
2/23/2012 / 10:00 AM / Pre-Proposal Conference, Room 2330
3/27/2012 / Issue Reposted RFP document
4/10/2012 / 2:00 PM / Proposals Due
4/17/2012 / Anticipated award date
NOTE: Proposal information, including price sheets, will not be available for public disclosure until after award of the Contract consistent with RCW 43.19.1911(8). At the Proposal due date and time, only the name of the vendor and time of Proposal receipt are read aloud.
4.2. PRE-PROPOSAL CONFERENCE
The purpose of the Pre-Proposal Conference is to clarify the RFP as needed and raise any issues or concerns. Bidders are encouraged to attend the optional Pre-Proposal conference at the time and place indicated on the first page of this RFP. Check in with the front desk. They will provide directions to the conference room. Attendance is not mandatory. If interpretations, specifications, or other changes to the RFP are required, the Contracts Specialist will issue an Amendment and post it on WEBS.
Assistance for disabled, blind or hearing-impaired persons who wish to attend is available with prior arrangement with the Office of State Procurement (OSP). Contact the Contract Specialist identified on the first page of this RFP.
For a site map to the Capitol Campus, click http://www.ga.wa.gov/images/Campus-Map.pdf
Driving directions and parking information http://www.ga.wa.gov/images/campus-map.pdf . The 1500 Jefferson Building is shown in the lower right corner of the above map. Parking is located on the west side of the building and across the street to the west of the building.
5. PREPARATION OF PROPOSAL
5.1. AUTHORIZED DEALER
Bidder must be an authorized dealer for the goods proposed in the Proposal, and must provide proof of such upon request by the Contracts Specialist within ten days of the request.
5.2. SERVICE EXPECTATIONS
Upon award, the state expects the successful vendor to:
a) Review the impact of this award and take the necessary steps to ensure adequate coverage and Contract compliance.
b) Assist Purchasers in making the most cost effective purchases offering the greatest value.
c) At the request of the Purchaser, provide site visits (by a qualified representative) at a mutually agreed date and time to assist defining the most appropriate product.
d) Solicit from the Purchaser the expected usage of the equipment.
e) Promote and market the use of this Contract to all eligible Contract Purchasers.
f) Provide electronic notification to the Contracts Specialist of upcoming manufacturer sponsored events related to new technology, product introductions, training seminars, mobile product demonstrations, etc.
g) Take necessary action to ensure that authorized Purchasers will always receive Contract pricing that conforms to Contract term. Upon request, provide Purchasers with price verification documentation to include the manufacturer’s price schedule, which correlates to the date of the order.
5.3. ORDER FULFILLMENT REQUIREMENTS
Contract Purchasers may place orders against this Contract either in person, electronically, fax or by phone. The following will apply for all issued orders:
a) Bidder must have an on-line catalog that displays available items, descriptions, and pricing. The on-line catalog must allow for on-line ordering.
b) Freight is included in the price except as noted in b) below. No COD deliveries allowed.
c) Contractor will notify the Purchaser within 24 hours of order placement opf any extraordinary freight and/or expediting fees and obtain approval to proceed with the order.
d) There will be no minimum order requirements. However, for total orders under $50.00, freight may be prepaid and added to the invoice.
e) The Contractor will make every effort to ensure the expeditious delivery of all Contract orders. A pattern of prolonged delivery delays may be cause for Contract termination.
f) The Contractor shall provide a “Customer Service” representative who will be responsible for resolving Contract performance issues (including, but are not limited to, order fulfillment delays, receipt of damaged goods, product returns, etc.)
g) Unless special delivery requirements have been pre-arranged and communicated, deliveries are to be off-loaded at Purchaser’s receiving dock or designated job site during the normal work hours (Monday through Friday from 8 AM to 5 PM). The Contractor is responsible for coordinating with Purchasers and carrier(s) the delivery schedule, shipping instructions and location delivery details. If it is determined that order fulfillment could potentially exceed the typical order fulfillment lead-time, then the Contractor shall advise the Purchaser within 24 hours following receipt of the order. In such cases, the Purchaser reserves the right to purchase elsewhere (without being liable for cancellation/restocking fees) should the anticipated delivery lead-time adversely affect project scheduling.