Department of Administration / Governor
Purchasing Division / Patrick Cates
Director
515 E. Musser Street, Suite 300
Carson City, NV 89701
Jeff Haag
Administrator
THE NEVADA STATE PURCHASING DIVISION IS SOLICITING BIDS FOR
DISPOSABLE CULINARY SUPPLIES
INVITATION TO BID NO. 8623
F.O.B. Destination to all Correctional Facilities Warehouses within the State of Nevada
Release Date: December 11, 2017
Vendor Questions Due: December 20, 2017
Deadline for Submission and Opening Date and Time: January 3, 2018 @ 2:00 PM
Requisition No. OTC
For additional information or to obtain a copy of this Invitation to Bid, please contact:
Gail Burchett, Purchasing Officer II
(775) 684-0172
(TTY for the Hearing Impaired: 1-800-326-6868 and ask the relay agent to dial (775) 684-0172)
Refer to Page 7, for instructions on submitting bids
Company Name:Contact Name:
Title:
Address:
City: / State: / Zip:
Telephone: / Fax:
Email Address:
Location of company headquarters: / City: / State:
While there are no set asides in the State of Nevada or preferences for Minority Business Enterprise, Women Business Enterprise and Small Business, we encourage those vendors to compete for state business at every opportunity and we make every effort to contact these businesses when opportunities arise, therefore if it is your judgment that your business fits within these categories, please check appropriate boxes.
Minority Owned Women Owned Small Business
TABLE OF CONTENTS
1. PROJECT OVERVIEW 3
2. ITEM SPECIFICATION 3
3. ADDITIONAL REQUIREMENTS 5
4. PAYMENT 6
5. BID SUBMITTAL INSTRUCTIONS 7
6. BID SOLICITATION, EVALUATION AND AWARD PROCESS 8
7. TERMS AND CONDITIONS FOR PURCHASE OF GOODS 11
ATTACHMENT A – COMPLIANCE CERTIFICATION 18
Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to, NRS 281A, which can be found on the Purchasing Division’s website (http://purchasing.nv.gov).All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.
1. PROJECT OVERVIEW
The State of Nevada, Purchasing Division, on behalf of Department of Corrections, the initial user of this award, is currently seeking bids from qualified vendors for various disposable culinary supplies. These products shall consist of various cups, lids, compartment trays, pan liners, food wrap and other disposable culinary supplies as may be requested.
This bid will be awarded as an all-or-none. Vendors must bid on all items for their bid to be accepted. Vendors that “no bid” on items will have their bids rejected.
This bid may result in awards to more than one (1) vendor. Vendors may bid this regionally however it is preferred that vendors service the entire State. Vendors are required to list the areas within the State of Nevada that they can provide goods. These goods must be delivered FOB Destination. Please see the acronym section of this document for the State’s definition of FOB Destination.
The resultant contract(s) from this solicitation will be for a (2) two-year initial term with the possibility of yearly extensions if mutually agreed upon and deemed to be in the best interest of the State of Nevada.
While the initial user will be the Nevada Department of Corrections, this is a good of the state bid and may be used by all State Agencies, the University and Community College System, the Court System, the Legislative Counsel Bureau, Counties, Cities, School Districts and all Nevada political subdivisions.
Due to the volatile nature of this commodity, awarded vendors may request price escalations after the first six (6) months of the contract award. All price escalation requests must be documented by the CPI/PPI/RISI or other reliable forecasting entities. The State reserves the right to accept or decline the proposed price escalations based on evidence given.
A question and answer period will be allowed for this bid. Questions must be submitted via the email to Gail Burchett, . No telephone questions will be answered. All questions must be received on or before December 20, 2017 @ 12:00 PM. Questions received after this date may not be answered. Answers to the questions submitted are expected to be released via an amendment to this solicitation on or about December 22, 2017.
2. ITEM SPECIFICATION
Unless otherwise specified in this Invitation to Bid (ITB), reference to a specific manufacturer or a specific product or model in the bid specifications does not restrict bidders to that manufacturer, product or model. This method is used to indicate the functional requirements (e.g., type, design, characteristics, quality) of the article desired. Bids may be considered on other manufacturer’s products or other models determined by the Purchasing Division to be the functional equivalent of the product or model referenced.
Item Unit Extended MSRP
No. Qty Description Price Price Price
01 50 CS Cup: Styrofoam: 6 oz. all purpose, ______1000 per case. Dart Part # 6J6 or equal Per Case Total Case
02 50 CS Lid: to fit Styrofoam: 6 oz. cup ______1000 per case. Dart Part # 6JL or equal Per Case Total Case
03 700 CS Cup: Styrofoam: 8 oz. all purpose, ______1000 per case. Dart Part # 8J8 or equal Per Case Total Case
04 500 CS Lid: to fit Styrofoam: 8 oz. cup ______1000 per case. Dart Part # 8JL or equal Per Case Total Case
05 100 CS Plate: Polystyrene, 9”, high-sheen ______500 per case. Dart Part # 9PWQ or equal Per Case Total Case
06 100 CS Soufflés/Portion Cup, plastic, 4 oz. ______2500 per case. Solo Part # SOLP400 or equal Per Case Total Case
07 100 CS Lid for Soufflés/Portion , plastic, 4 oz. ______2500 per case. Solo Part # SOLPL4N or equal Per Case Total Case
08 1000 CS Sporks: plastic, medium weight ______1000 per case. Dispoz-o # P1005 or equal Per Case Total Case
09 1000 CS Tray: Styrofoam: 6 compartment, 8.5x11.5 ______500 per case. Pactiv Part # TH1-0601 Per Case Total Case
10 2000 CS Tray: Styrofoam: 3 compartment, 9 ¾ x 9 ½” ______Hinged Lid, extra-large, 250 per case. Per Case Total Case
Genepak Part # SN203
11 1000 CS Tray: Styrofoam: 1 compartment, white ______Hinged Lid, medium, 200 per case. Per Case Total Case
Dart Part # 85HT1
12 50 RLS Food Wrap: Transparent plastic, self-clinging ______Tasteless, Odorless. 12” X 2000’ Per Roll Total Case
Anchor Part # VW122
13 500 RLS Food Wrap: Transparent plastic, self-clinging ______Tasteless, Odorless. 18” X 2000’ Per Roll Total Case
Anchor Part # 731835
14 1000 RLS Aluminum Foil: Standard Gauge ______18” X 1000’, Reynolds Part # 615M Per Roll Total Case
15 100 CS Pan Liner, 16” x 3/8” x 24 3/8” ______1000 Per case, GPQ Part # PAT-2405161-0000 Per Case Total Case
3. ADDITIONAL REQUIREMENTS
3.1 Bids shall be submitted on this form to be considered.
3.2 Effective July 1, 2017, a five percent (5%) preference will be awarded to businesses based in Nevada. A Nevada business is defined as a business which certifies either that its ‘principal place of business’ is in Nevada, as identified in the table on Page 1, or that a ‘majority of goods provided for the contract are produced’ in Nevada. The preference will be applied to the bid price.
3.3 A Nevada based business may apply for a five percent (5%) preference on its bid. This preference may apply if a business has its principal place of business within Nevada or if a majority of goods provided for the contract are produced in Nevada. This preference cannot be combined with any other preference, granted for the award of a contract using federal funds, or granted for the award of a contract procured on a multi-state basis. To claim this preference a business must submit a letter with its bid showing that it qualifies for the preference.
3.4 Provide your service area. ______
3.5 Bidders are especially cautioned to recheck bid prices for errors prior to submitting bid as changes in bid prices after opening date and hour of bid due to an error shall not be permitted or accepted. Bidder shall be required to furnish equipment at price or prices bid on or be penalized by being removed from bidder’s list for a period of one year.
3.6 For the purpose of uniformity, award shall be made on an “all or none” basis.
3.7 Equipment shall be new only; used, refurbished, demo, prototype or gray market equipment shall not be accepted.
3.8 Bidder is required to submit descriptive data or printed specifications describing items bidding. Failure to comply with this request may be cause for non-acceptance of bid.
3.9 Brand Names: Unless otherwise stated “No Exceptions”, brand names mentioned in these specifications are for reference only and are intended for the purpose of assisting in describing the need, use, and quality of the item. The contractor shall identify any alternate item(s) and it is the State’s prerogative to either accept or reject any alternative item(s).
3.10 Proof, satisfactory to the State, shall be provided by bidder to show that any alternate article is equal to, or exceeds the bid specifications in design and performance. Complete and detailed comparative documentation for equipment other than requested in this solicitation is required to be submitted with bid. Equivalent items may be subject to performance testing.
3.11 For purposes of addressing questions concerning this solicitation, the sole contact shall be the Purchasing Division’s designee. Upon issuance of this solicitation, employees and representatives of the agencies identified herein shall not answer questions or otherwise discuss the contents of this request with any prospective vendors or their representatives. Failure to observe this restriction may result in disqualification of any bid. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.
4. PAYMENT
4.1 Prices offered in bids are an irrevocable offer for the term of the Notice of Award (NOA) / contract and any NOA/contract extensions unless otherwise specified on Attachment A.
4.2 The State generally pays within 30-45 days upon receipt of invoice and the using agency’s approval. Per the State’s policy and procedures, payments are not made prior to receipt of goods. Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provisions of this ITB electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.
Vendor’s Payment Terms:4.3 Prompt payment discount periods equal to (or greater than) 30 calendar days shall receive consideration and bid pricing shall be reduced (for evaluation purposes only) by the amount of that discount(s).
Vendor’s Prompt Payment Discount Offered:4.4 Vendor’s prices contained in this bid are subject to acceptance within ______calendar days.
4.5 The price quoted is for the specified delivery, and, unless otherwise specified in the NOA/Contract, is Free on Board (FOB) Destination (freight included) to the delivery address. FOB requires the seller to, at its own expense and risk, transport the goods to the destination and there tender delivery of them in the manner provided in NRS 104.2503. (Refer to NRS 104.2319(1) (b); Uniform Commercial Code (UCC 2-319(1). Unless otherwise specified in the NOA/Contract, the price does not include applicable federal or State sales, use, excise, processing or any similar taxes, or duty charges, which shall be paid by the State, or in lieu thereof, the State shall provide the Vendor with a tax exemption certificate acceptable to the applicable taxing authority. Unless otherwise specified in the NOA/Contract, payment shall be made in accordance with Nevada law to the Vendor.
4.6 The State requests Manufacturer’s Suggested Retail Prices (MSRP) in effect at the time of bid submittal for internal statistical purposes.
4.7 Purchasing Card Acceptance
In an effort to streamline the purchasing and payment process, the State is encouraging agencies to use the state contracted purchasing card to facilitate small dollar purchases. While at the present time it is not mandatory that contractors accept credit card purchases; contractors are encouraged to consider this alternate payment process. The current card available for State agency use is a MasterCard product.
Purchasing (Credit) Cards Accepted: / Yes / NoPayment discount for transactions involving card use: / % Discount
4.8 Delivery
Delivery shall be completed within ______calendar days after receipt of purchase order.
5. BID SUBMITTAL INSTRUCTIONS
5.1 Bids shall be received at the address referenced below per Section 5.5, ITB Timeline. Bids that do not arrive by bid opening time and date shall not be accepted. Vendors may submit their bid any time prior to the above stated deadline.
5.2 Bids may be submitted via mail or overnight delivery.
5.2.1 Hard Copy Bid Submission: Shall be submitted in a sealed package, the package shall be clearly marked: Invitation to Bid No. 8623. Bid Opening Date: January 3, 2018.
Bid shall be submitted to:
State of Nevada, Purchasing DivisionGail Burchett, Purchasing Officer II
515 E. Musser Street, Suite 300
Carson City, NV 89701
5.2.2 Electronic Bid Submittal: Bids may be submitted via email at . If vendors do not have access to email, bids may be submitted via facsimile to: 775-684-0169. Transmittals of either method shall be clearly marked per Section 5.2.1.
5.3 The State Purchasing Division shall not be held responsible for bid packages mishandled as a result of not being properly prepared.
5.4 To submit questions regarding this Invitation to Bid (ITB), email Gail Burchett, .
5.4.1 The deadline for submitting questions is as specified in Section 5.5, ITB Timeline.
5.4.2 All questions and/or comments shall be addressed in writing. An email notification that the amendment has been posted to the Purchasing website shall be issued on or about the date specified in Section 5.5, ITB Timeline.
5.5 ITB TIMELINE
The following represents the proposed timeline for this project. All times stated are Pacific Time (PT). These dates represent a tentative schedule of events. The State reserves the right to modify these dates at any time.
Task / Date/Time /Deadline for submitting questions / 12/20/2017 @ 12:00 PM
Answers posted to website / On or about 12/22/2017
Deadline for submission and opening of bids / No later than 2:00 PM on 01/03/2018
Evaluation period (approximate time frame) / 01/03/2018-01/08/2018
Selection of vendor / On or about 01/08/2018
5.6 This entire document and any amendments, if applicable, to this ITB shall be returned as part of the vendor’s bid submission. Failure to comply with this requirement may be grounds for non-acceptance of the bid.