STATEWIDE AMMUNITION BID



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STATE OF IDAHO

DEPARTMENT OF ADMINISTRATION

INVITATION TO BID

FOR

STATEWIDE PRACTICE AMMUNITION

Issue Date: February 21, 2012

TABLE OF CONTENTS

Page #

I. GENERAL INSTRUCTIONS AND INFORMATION 3

1.1 PURPOSE OF THE INVITATION TO BID 3

1.2 Division of Purchasing (DOP) Contact 3

1.3 Inquiries 3

1.4 BID FORMAT AND SUBMISSION DEADLINE 3

1.5 BID Preparation costs 5

1.6 FIRM PRICES 5

1.7 ESTIMATED QUANTITIES 5

1.8 BID SCHEDULE 5

1.9 FEDERAL FIREARMS LICENSE 5

1.10 LICENSED TO CONDUCT BUSINESS IN IDAHO 6

1.11 Notice of intent to award 6

1.12 award 6

II. SPECIAL CONTRACT TERMS AND CONDITIONS 6

2.1 TERM OF THE AGREEMENT 6

2.2 PRICING 6

2.3 ORDERING 6

2.4 DELIVERY TIME 7

2.5 MINIMUM ORDERS FOR F.O.B. DESTINATION PRICES 7

2.6 RECORDS MAINTENANCE 7

2.7 AUDIT RIGHTS 7

2.8 ADMINISTRATIVE FEE 8

2.9 REPORT OF CONTRACT PURCHASES 8

2.10 EXCEPTIONS TO USE 8

2.11 PRICE LISTS 9

2.12 PUBLIC AGENCY CLAUSE 9

III. GENERAL REQUIREMENTS FOR NEW AND RELOADED AMMUNITION 9

3.1 STANDARDS 9

3.2 DEFECTIVE CARTRIDGES 10

I. General Instructions and Information

1.1 PURPOSE OF THE INVITATION TO BID

The purpose of this Invitation to Bid (“ITB”) is to establish a single statewide Agreement for Idaho state agencies for practice ammunition only. Idaho state agencies will purchase duty ammunition outside of the Agreement.

1.2 Division of Purchasing Contact

The Division of Purchasing (“the DOP”) contact for this ITB is Jason Urquhart. He may be contacted at:

Direct delivery (UPS, FedEx, etc.): Division of Purchasing

650 W. State St., Room B-15

Boise, ID 83702

or

US Postal Service: P.O. Box 83720

Boise, ID 83720-0075

(208) 332-1608

(208) 327-7320 FAX

jason.urquhart@adm.

1.3 Inquiries

Inquiries relating to this ITB shall be submitted in writing not later than 5:00 PM Mountain time, March 8, 2012, to the DOP contact listed above. (Preferred method of receipt of questions is email.)

Inquiries must reference the heading for the provision in question. The inquiry must contain:

i) the name of the representative for the party interested who is responsible for the inquiry;

ii) the representative’s business telephone number; and

iii) the company name of the party interested.

The State’s responses to the questions will be written, and will be posted to IPRO (the State’s e-Procurement system, ) via an amendment to the ITB.

1.4 BID FORMAT AND SUBMISSION DEADLINE

The Bid can be submitted either electronically or manually, as follows:

1.4.1 Electronic Submission via IPRO

If the Bidder chooses to submit electronically via IPRO, it must follow these instructions:

Bidder must submit one complete Bid to the Idaho Division of Purchasing via IPRO. Do not submit your Bid by facsimile, telegraph, mail-gram, or electronic mail.

The Bid must be received by the date and time specified on the IPRO ITB header document. This date is subject to amendment, therefore Bidders are cautioned to carefully read and respond to all amendments posted in IPRO regarding this ITB.

Late submittals will not be considered. Bidders may only submit one (1) Bid in response to this ITB; alternate Bids are not allowed and will not be considered by the State.

Please note that there is a single area in IPRO for entering your price. That will be the Grand Total of the Extended Prices of All Items on the Bid Schedule from your completed Bid Schedule.

Bidders submitting electronically via IPRO must provide:

1.4.1.1 One completed Bid Schedule. See the attachment with the document file name “2012 Ammo Bid Schedule.xls”. Do not submit your Bid on any other form. Bidding on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

1.4.1.2 Proof of possessing an active FFL. (See subsection 1.9.)

1.4.1.3 Price lists. (See subsection 2.11.)

1.4.2 Manual Submission

If the Bidder chooses to submit manually, it must follow these instructions:

All submittal documents must be on standard 8½” x 11” paper. The Bid should be stapled (and not bound). Do not submit your Bid by facsimile, telegraph, mail-gram, or electronic mail.

The Bid must be received by the date and time specified on the IPRO ITB header document. This date is subject to amendment, therefore Bidders are cautioned to carefully read and respond to all amendments posted in IPRO regarding this ITB.

Each Bid must contain the manual signature in ink (blue ink is preferred) on the Idaho Signature Page that is provided with this ITB. The signature page must be signed by an authorized representative of the Bidder.

Late submittals will not be considered. Bidders may only submit one (1) Bid in response to this ITB; alternate Bids are not allowed and will not be considered by the State.

The Bid must be contained within a single envelope or package, and must be mailed, carrier shipped, or hand delivered to the location listed on the Idaho Signature Page.

The Bidder must list the following on the outside of the package:

Attn: Jason Urquhart, Idaho Division of Purchasing

Bidder Name (company name);

ITB Number;

ITB Title.

Bidders submitting manually must provide one (1) original and three (3) copies of their Bids as follows:

1.4.2.1 One completed Bid Schedule. See the attachment with the document file name “2012 Ammo Bid Schedule.xls". Do not submit your Bid on any other form. Bidding on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

1.4.2.2 One completed signature page. (See the attachment to the ITB with the document file name "signature page ITB_RFP 10-20-11.doc”.)

1.4.2.3 Proof of possessing an active FFL. (See subsection 1.9.)

1.4.2.4 Price lists. (See subsection 2.11.)

1.5 BID PREPARATION CostS

Costs of preparing a Bid are the sole responsibility of the Bidder. The State shall not provide reimbursement for such costs and shall not be liable for any Bid preparation costs.

1.6 FIRM PRICES

(Clause 27, Firm Prices, of the Solicitation Instructions to Vendors, shall not apply to this ITB.)

The Bidder agrees that its Bid shall be good and may not be withdrawn for a period of ninety (90) days after the scheduled closing date. No Bid will be accepted if marked "price prevailing at time of delivery,” “estimated prices,” “actual costs to be billed,” or similar phrases. After the date and time of closing, no price increase will be allowed, unless otherwise stipulated by the State's Solicitation documents. All Bids, Quotations and Proposals must be in U.S. Dollars.

1.7 ESTIMATED QUANTITIES

Quantities identified in this ITB are estimates only and are not guaranteed. Actual quantities may be more or less, and the State of Idaho will not be held liable for estimated quantities in this ITB.

1.8 BID SCHEDULE

Bidders must complete and submit the attached Bid Schedule. Do not submit your Bid pricing for the items listed on the Bid Schedule on any other form, and do not add or delete any items. Doing so may cause your Bid to be rejected as non-responsive.

Where a brand name or equivalent specification is used, the use of a brand name is for the purpose of designating the standard of quality, performance, and characteristics desired and is not intended to restrict competition.

1.9 FEDERAL FIREARMS LICENSE

The State will only accept Bids from Bidders that possess an active Federal Firearms License (FFL). Types 01, 06 and 07 are acceptable (description of Types listed at subsection 1.9.1 below); no other type is acceptable. Bidder must submit proof of possessing an active FFL with its Bid.

Additionally, the Contractor must possess an active FFL for the duration of the Agreement.

1.9.1 Acceptable FFL Types

1.9.1.1 Type 01 (Dealer)

1.9.1.2 Type 06 (Manufacturer of Ammunition for Firearms Other Than Ammunition for Destructive Devices or Armor Piercing Ammunition)

1.9.1.3 Type 07 (Manufacturer of Firearms Other Than Destructive Devices)

1.10 LICENSED TO CONDUCT BUSINESS IN IDAHO

The Bidder must be registered with the Office of the Secretary of State for Idaho to conduct business in the State of Idaho no later than the Solicitation CLOSING (Due) Date in order to be considered for award.

1.11 Notice of intent to award

A notice of intent to award the Agreement shall be sent to each responsive Bidder.

1.12 AWARD

Award of the Agreement will be ALL OR NONE, and will be to the responsive, responsible Bidder with the lowest Grand Total of the Extended Prices of All Items on the Bid Schedule.

Bidders must Bid on all Line Items on the Bid Schedule in order for their Bids to be considered for award, and must submit price lists in accordance with subsection 2.11.

II. SPECIAL CONTRACT TERMS AND CONDITIONS

2.1 TERM OF THE AGREEMENT

The initial term of the Agreement shall be for a period of one (1) year. The Agreement may be renewed upon mutual, written agreement between the parties for four (4) additional one (1) year periods.

2.2        PRICING

Prices bid must remain firm and fixed for the initial one (1) year Agreement period.  A price adjustment may be allowed, if the option to renew is exercised, on the anniversary date of the Agreement.

All price adjustments for inflation are subject to approval by the Division of Purchasing and no price adjustment for inflation shall be in effect until approved by the Division of Purchasing. The Division of Purchasing reserves the right to require supporting documentation for any adjustments. An upward adjustment for inflation shall be allowed no more frequently than annually, after the initial one (1) year Agreement period.

2.3 ORDERING

The Contractor must provide a toll free number or an email address or fax number, or accept collect calls for placement of orders.

2.4 DELIVERY TIME

Delivery shall be made within twenty-one (21) calendar days after receipt of ordering agency’s purchase order (ordering agency is the agency that placed the purchase order with the Contractor). Contractor shall carry an adequate stock to insure such delivery time for the duration of the Agreement.

For any order placed with the Contractor, if the Contractor determines that delivery time will exceed twenty-one (21) calendar days after receipt of ordering agency’s purchase order, the Contractor shall inform the ordering agency of the time-frame for delivery. The ordering agency shall then have to the option to cancel the order, amend the order, or leave the order as-is, and order any quantities of the same or similar ammunition from another source that can provide the ammunition within a time-frame shorter than the time-frame identified by the Contractor.

Additionally, on a case-by-case basis, for any order for which the delivery time will exceed twenty-one (21) calendar days after receipt of ordering agency’s purchase order, if the Contractor can expedite the order, but with higher, expedited prices, the Contractor shall inform the ordering agency of this. The ordering agency may then either accept earlier delivery at the higher prices that the Contractor has identified, or it can leave the order as-is, and the prices for the ammunition that has been ordered will be as identified in the Agreement.

2.5 MINIMUM ORDERS FOR F.O.B. DESTINATION PRICES

F.O.B. Destination, freight prepaid and allowed, to ordering agency will be provided when the following minimum order requirements are met:

2.5.1 Ten (10) cases of reloaded ammunition. May be any type (rifle, pistol or shotgun) listed on Bid Schedule and price lists in case lot quantities, i.e. “mixed or matched”.

2.5.2 Three (3) cases of new ammunition. May be any type (rifle, pistol or shotgun) listed on Bid Schedule and price lists in case lot quantities, i.e. “mixed or matched”.

2.5.3 For order quantities less than the above minimums, the Contractor may either accept or refuse any order, or the agency may purchase such orders from other sources. For all orders accepted, the Contractor shall ship F.O.B. Destination, freight prepaid and allowed.

2.5.4 “Pick-ups” at Contractor’s place of business shall not be subject to minimum order quantity or to any service charges.

2.6 RECORDS MAINTENANCE

The Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor for the costs authorized by the Agreement. These records shall be retained by the Contractor for at least three (3) years after the Agreement terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

2.7 AUDIT RIGHTS

The Contractor agrees to allow State and Federal auditors and State agency staff access to all the records relating to the Agreement, for the purpose of audit, inspection, examination, exceptions and transcriptions. Such access will be during normal business hours or by appointment.

2.8 ADMINISTRATIVE FEE

The prices to be paid by the ordering Agency are inclusive of a one and one-quarter percent (1.25%) agency Agreement usage Administrative Fee, which Contractor will remit to the State as follows: On a quarterly basis, the Contractor shall remit to the State of Idaho an amount equal to one and one-quarter percent (1.25%) of the Contractor's net (sales minus credits) quarterly Agreement sales. Administrative Fee payments are due no later than the last day of the month following the last month in the quarter (approximately 30 days after the end of each calendar quarter), as designated below.

2.9 REPORT OF CONTRACT PURCHASES

Contractor shall furnish reports of purchases with each quarterly Administrative Fee payment, based on the following calendar quarters:

Report and Fee Payment Due:

1st Quarter (July 1- Sept 30) October 31

2nd Quarter (Oct 1 – Dec 31) January 31

3rd Quarter (Jan 1 – Mar 31) April 30

4th Quarter (Apr 1 – Jun 30) July 31

The reports shall be in the following format:

Contractor Name; Contract Number (SBPOXXXX); Sales Period Date; Delivery Destination (agency name, and address and name of the particular delivery point); Product Description (include, at a minimum the ammunition type and caliber, and the manufacturer’s item number); Quantity Delivered; Total $ Shipped

At a minimum, the reports shall be provided in Microsoft Excel 2003 format, or later version of Microsoft Excel.

The report is to be submitted to the State of Idaho at the following address:

Attn: BPO Report Coordinator

Department of Administration

Division of Purchasing

P.O. Box 83720

Boise, ID 83720-0075

Additional related sales information, such as monthly reports, and/or detailed user purchases may be required and must be supplied upon request. Contractor may be required to submit reports electronically, in a format designated by the State.

Failure to submit the required reports may be cause for disqualification of Contractor for future contracts.

2.10 EXCEPTIONS TO USE

Unless this Agreement is designated “optional use” or other exceptions to use are listed in the State’s Invitation to Bid documents, State agencies will obtain their requirements from this Agreement. The State reserves the right to purchase property elsewhere on an emergency basis where delivery requirements are restrictive or burdensome.

2.11 PRICE LISTS

Bidders must include with their bids current price lists for all manufacturers that they bid (see Bid Schedule). Each price list must contain a minimum of fifty (50) items. If bidding CCI, Blazer, and Speer products, those may be combined into a single price list.

Bidders may also include price lists for any other ammunition manufacturer that is a member of SAAMI (see subsection 3.1 below).

The State reserves the right to either include in, or exclude from, the award of the Agreement any and all price lists received. The State will specifically identify any price list it includes in the award of the Agreement.

The prices in the price lists must be the prices that the State will pay (prices must be F.O.B. Destination, freight prepaid and allowed, and must be inclusive of the administrative fee) if the State includes the price lists in the award of the Agreement.

2.12 PUBLIC AGENCY CLAUSE

Agreement prices shall be extended to other "Public Agencies" as defined in Section #67-2327 of the Idaho Code, which definition reads: "Public agency" means any city or political subdivision of this state, including, but not limited to counties; school districts; highway districts; and port authorities; instrumentalities of counties, cities or any political subdivision created under the laws of the state of Idaho; any agency of the state government; and any city or political subdivision of another state.

It will be the responsibility of the Public Agency to independently contract (i.e., issue purchase orders) with the Contractor and/or comply with any other applicable provisions of Idaho Code governing public contracts.

III. GENERAL REQUIREMENTS FOR NEW AND RELOADED AMMUNITION

3.1 STANDARDS

New Ammunition shall be recently manufactured (no more than three hundred sixty-five [365] days prior to order placement) by a manufacturer that is a member of SAAMI.

Ammunition shall fully comply with the various applicable standards pertaining to safety, manufacturing tolerance, pressure level, velocity, and energy as jointly established by the American National Standards Institute (ANSI) and the Sporting Arms Ammunition Manufactures Institute (SAAMI), as follows:

ANSI/SAAMI Z 299.1-1992 Rimfire Ammunition

ANSI/SAAMI Z 299.2-1992 Shot shell Ammunition

ANSI/SAAMI Z 299.3-1993 Centerfire Pistol & Revolver Ammunition

ANSI/SAAMI Z 299.4-1992 Centerfire Rifle Ammunition

Remanufactured/Reloaded ammunition shall meet any applicable ANSI/SAAMI requirements.

Remanufactured/Reloaded ammunition shall be clean polished brass with no defects. New or once fired commercial or military brass is acceptable. Sizing and dimensions must be between minimum and maximum SAAMI specifications, and primers must be proper. Military (scrap) and multi-fired brass is not acceptable, and military surplus primers and powder are not acceptable.

Where a Line Item on the Bid Schedule identifies that a remanufactured round is acceptable, Bidder must identify whether or not it is bidding a remanufactured round.

3.2 DEFECTIVE CARTIDGES

Manufacturer shall institute quality control and quality assurance procedures to prohibit the production and sale of “squib loads” and “hot loads”. A squib load is any cartridge that is loaded with greatly reduced power or without any powder. A “hot load” is any cartridge that is loaded with excessive powder or the wrong type of high-energy powder. The manufacturer and Contractor shall be solely liable for any damages and/or injury caused to property and/or persons by squib loads and/or by hot loads. Any ammunition that is found to contain squib loads and/or hot loads shall be subject to rejection by the user and shall be immediately replaced with equal ammunition complying with specifications in the Agreement. The Contractor shall be responsible for all transportation costs for the rejected ammunition and for the replacement ammunition.

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