Part I THE MODEL SOLICITATION



[pic]

STATE OF WASHINGTON

DEPARTMENT OF GENERAL ADMINISTRATION

OFFICE OF STATE PROCUREMENT

210 11th Ave SW Room 201GA Building ( Olympia, Washington 98504-1017



INVITATION FOR BID (IFB)

SIGNS, ILLUMINATED LOGO AND DIGITAL – WASHINGTON LOTTERY

|Solicitation/Contract Number | |Bid due date and time |

|#03909 | |August 21, 2009 2:00 PM. |

Tim Shay

Contracts Specialist

Phone (360) 902-7431

Fax (360) 586-2426

E-mail: tshay@ga.

[pic]

To request this information in alternative formats call (360) 902-7400, or TDD (360) 664-3799.



Bids must be received & stamped on or before the Bid due date and time at this location:

210 11th Avenue SW, Rm. 201

General Administration Building

Olympia WA 98504-1017

Section One Solicitation Overview and Scope

Section Two Special Terms and Conditions

Section Three Specifications and Technical Requirements

Section Four Sign Graphics

Section Five Price Sheet

Section Six Bidder’s Authorized Offer

Section Seven Bidder Profile

Section Eight Bidder Checklist

Section Nine Contract Execution

Visit our Internet Site at

TABLE OF CONTENTS

PART I SECTION ONE 4

SOLICITATION OVERVIEW 4

1.1 ACQUISITION AUTHORITY 4

1.2 SOLICITATION AMENDMENTS 4

1.3 CONTRACT FORMATION 4

1.4 INCORPORATION OF DOCUMENTS INTO CONTRACT 4

1.5 RIGHT TO CANCEL 4

1.6 NON-ENDORSEMENT AND PUBLICITY 4

SUMMARY OF OPPORTUNITY 5

2.1 PURPOSE 5

2.2 PURCHASERS 5

2.3 CONTRACT TERM 5

2.4 ESTIMATED USAGE 5

2.5 AWARD 5

2.6 NO COSTS OR CHARGES 5

2.7 NO BEST AND FINAL OFFER 6

TIMELINE 6

3.1 PROCUREMENT SCHEDULE 6

PREPARATION OF BIDS OR PROPOSALS 6

4.1 DUE DATE AND TIME: 6

4.2 BID OPENING PROTOCOL 7

4.3 CONTRACT INFORMATION AVAILABILITY AFTER AWARD 7

4.4 BID PRICING 7

EVALUATION AND AWARD 8

5.1 AWARD CRITERIA 8

5.2 EVALUATION PROCESS 8

5.3 NOTIFICATION OF APPARENTLY SUCCESSFUL BIDDERS 10

SECTION TWO 11

SPECIAL TERMS AND CONDITIONS 11

1.1 PROGRAMMING 11

1.2 SAMPLES 11

1.3 WARRANTY REQUIREMENTS 12

1.4 PRODUCT WARRANTY 12

1.5 STANDARD OF QUALITY 12

1.6 EQUIPMENT ELECTRICAL CERTIFICATION 12

1.7 SPECIAL DELIVERY REQUIREMENTS 12

1.9 SHIPPING TERMS 13

1.10 PRICE ADJUSTMENTS 13

1.11 PRICE PROTECTION 13

SECTION THREE 14

SPECIFICATIONS 14

SECTION FOUR 17

SIGN GRAPHICS 17

SECTION FIVE 18

PRICE SHEET 18

SECTION SIX 19

Bidder’s authorized offer 19

(BIDDER SIGNATURE PAGE) 19

SECTION SEVEN 20

BIDDER PROFILE 20

SECTION EIGHT 23

Bidder Checklist 23

SECTION NINE 24

CONTRACT EXECUTION 24

I. SECTION ONE

SOLICITATION OVERVIEW

1 ACQUISITION AUTHORITY

The Washington State Department of General Administration (GA), or Purchasing Activity issues this Invitation for Bid (IFB) acting under the authority of its enabling legislation Revised Code of Washington (RCW) 43.19 which establishes GA and regulates the manner in which state agencies may acquire general goods and services.

2 SOLICITATION AMENDMENTS

Prior to submittal due date and time, the Purchasing Activity reserves the right to change portions of this IFB. Any changes or corrections will be by one or more written amendment(s), dated, attached to or incorporated in and made a part of this solicitation document. All changes must be authorized and issued in writing by the Procurement Coordinator. If there is any conflict between amendments, or between an amendment and the IFB, whichever document was issued last in time shall be controlling. Only Bidders who have properly registered and downloaded the original solicitation directly via WEBS system will receive notification of amendments and other correspondence pertinent to the procurement.

3 CONTRACT FORMATION

A Bid or Proposal submitted in response to this Solicitation is an offer to contract with the Purchasing Activity. A Bid or Proposal becomes a contract only when legally awarded and accepted in writing by the Purchasing Activity.

4 INCORPORATION OF DOCUMENTS INTO CONTRACT

This Solicitation document, any subsequent Amendments and the Bidder’s response will be incorporated into the resulting Contract.

5 RIGHT TO CANCEL

The Purchasing Activity reserves the right to cancel or reissue all or part of this Solicitation at any time as allowed by law without obligation or liability.

6 NON-ENDORSEMENT AND PUBLICITY

In selecting a Bidder to supply the Products/Services specified herein to the Washington Lottery, neither the Purchasing Activity nor the Purchaser are endorsing the Bidder’s Products or Services, nor suggesting that they are the best or only solution to their needs.

SUMMARY OF OPPORTUNITY

1 PURPOSE

The purpose of this solicitation is to establish two term contracts (#03909A – Jackpot Sign and 03909B – Illuminated Round Logo Sign) for the as needed purchase of signs for the Washington Lottery.

#03909A: The jackpot sign is a single sided rectangular electric sign that automatically displays three three-digit jackpots simultaneously using LED technology. The remainder of the sign board displays fixed Lottery-supplied graphics and is illuminated using the edge-lit technique. The jackpot information is transmitted via wireless signal from the Lottery’s gaming terminal a maximum distance of 200 feet from the Lottery terminal to an indoor sign location. The jackpot sign includes the hardware and software required to receive the jackpot information from the gaming terminal, to transmit the information to the sign, and to display the jackpot. Although the jackpot is displayed on one side only, the vendor is required to offer options for a frame on the back side for holding other printed material and for screen printing the Lottery’s logo on the back. The sign is intended for inside use, incorporates an on-off switch on the power cord and will be hung from window casings or ceilings.

#03909B: The round logo sign is a double sided electric sign displaying the Lottery logo on both sides with a raised acrylic shamrock. It is illuminated using the edge-lit technique and it incorporates an on-off switch on the power cord. It is intended for inside use and must be equipped to be suspended from the ceiling.

PURCHASERS

Restricted Use: This contract is for use only by the Washington Lottery.

CONTRACT TERM

The initial term of this contract is two years from date of award with the option to extend for additional term(s) or portions thereof. Extension for each additional term shall be offered at the sole discretion of the Purchasing Activity and is subject to written mutual agreement. 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 partial term extension. The state reserves the right to extend with all or some of the contractors, solely determined by the state.

ESTIMATED USAGE

Based on projected usage, it is anticipated that, during the initial two year contract term, the Washington Lottery will place a single order per year for a minimum of three hundred jackpot signs and a minimum of two orders per year for 250 logo signs. Maximum purchase of logo signs is anticipated to be 1000 each per year. This estimate is provided solely for the purpose of assisting Bidders in preparing their Response.

The State of Washington does not represent or guarantee any minimum purchase.

AWARD

Only one (1) successful Bidder per sign type will be identified via this procurement. The Purchasing Activity intends to award two separate contracts.

NO COSTS OR CHARGES

Costs or charges under the proposed Contract incurred before the Contract is fully executed will be the sole responsibility of the Bidder.

NO BEST AND FINAL OFFER

The Purchasing Activity reserves the right to make an award without further discussion of the Response submitted; i.e., there will be no best and final offer request. Therefore, the Response should be submitted on the most favorable terms that Bidder intends to offer.

TIMELINE

1 PROCUREMENT SCHEDULE

The dates listed below represent the projected procurement schedule. The Purchasing Activity reserves the right to change the schedule. Notification of amendments to the procurement schedule prior to bid opening, will be sent electronically to all properly registered users of the Department of General Administration’s Washington Electronic Business Solution (WEBS) ga.webs who downloaded this IFB from WEBS.

Changes to the Procurement Schedule after Bid Opening may be communicated to all bidders reflecting the change.

Projected Schedule of Events

|Date |Time |Event |

|August 5, 2009 | |Issue Solicitation document (Available for download from ga.webs ) |

|August 5-14, 2009 | |Question and Answer Period |

|August 19, 2009 | |Amendment issued, if applicable (bidders should begin checking the website for any |

| | |amendments) |

|August 21, 2009 |2:00 pm |Bid Due |

|August 24, 2009 | |Evaluation begins for 03909A (Jackpot) |

|September 01, 2009 | |Protocol along with the Preproduction sample requested from apparent low bidder |

|September 15, 2009 | |Bidder notified of acceptance/opportunity for rework |

|October 15, 2009 | |Anticipated award date |

| | | |

|August 24, 2009 | |Evaluation begins for 03909B (Round) |

|August 27, 2009 | |Preproduction sample requested from apparent low bidder |

|September 01, 2009 | |Bidder(s) notified of acceptance/ opportunity for rework |

|September 15, 2009 | |Anticipated award date |

NOTE: Bid 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 bid due date and time, only the name of the Bidder and time of Bid receipt will be read aloud. After award, information regarding results of the solicitation may be obtained by contacting the Procurement Coordinator.

PREPARATION OF BIDS OR PROPOSALS

4.1 DUE DATE AND TIME:

Original, signed (in ink), sealed Bids and Proposals must be received as set forth in Section 3.1 PROCUREMENT SCHEDULE at the specified location identified below on or before the specified date and time. Time of receipt will be determined by the official time stamp located at the Purchasing Activity. If a Bid or Proposal is late or received at a location other than that specified, it shall be rejected and returned unopened. In the event the official time clock is unavailable, the bid clerk may establish the official time and take reasonable steps to ensure the integrity of the Bid receipt is preserved.

a. Format:

In addition to a hard copy submittal, Bidder will also be required to submit an electronic copy. In the event that the hard copy of the price worksheets and an electronic copy of the price worksheets do not agree, the hard copy will prevail. Hard copy Bids and Proposals must be legible and completed in ink or with electronic printer or other similar office equipment, and properly signed by an authorized representative of the Bidder. Electronic Bids and Proposals must be submitted in the format described in the solicitation. All changes and/or erasures shall be initialed in ink. Unsigned Bids and Proposals will be rejected on opening unless satisfactory evidence was submitted clearly establishing the Bidder’s desire and intent to be bound by the Bid or Proposal, such as a signed cover letter. Incomplete or illegible Bids and Proposals may be rejected.

Note: In a joint effort to save costs, reduce waste and produce energy savings, bidders are encouraged to use double-sided printing and recyclable materials. Bidders are highly encouraged to refrain from submitting Bids in 3-ring binders, spiral bindings, and/or other non-recyclable presentation folders.

b. Identification and Delivery:

To facilitate proper delivery and processing, Responses must be delivered in sealed envelopes, boxes or other method of containment. Sealed Bids should be clearly identified on the outside of the package with the following information to the Purchasing Activity at the address below:

Bidder’s Name & Address Department of General Administration

Solicitation Number 03909 Attn: Tim Shay

Opening date and time Office of State Procurement

210 11th Avenue SE, Room 201 GA Bldg

Olympia, WA 98504

4.2 BID OPENING PROTOCOL

Only the name of the Bidder and the time of receipt are read aloud at the time of the Bid opening. The reading does not determine award of the contract, responsibility of the Bidder, or responsiveness of the Bid. Bidder attendance at the Bid opening is not required.

4.3 CONTRACT INFORMATION AVAILABILITY AFTER AWARD

Upon award, notification will be sent to all bidders. After award, information regarding results of the solicitation may be obtained by contacting the procurement coordinator. Bidders may submit a public disclosure request to either schedule an appointment to review the procurement file or obtain specific documents.

4.4 BID PRICING

Bid prices must include all cost components needed to provide the goods and/or services as described in this Solicitation document. All costs associated with the goods and/or services specified must be incorporated into the price of the Response to this IFB.

Failure to identify all costs in a manner consistent with the instructions in this IFB is sufficient grounds for disqualification.

The State makes no volume commitment in this solicitation other than those stated in Section 2.4. The proposed pricing levels should reflect the market provided by the Contract resulting from this solicitation.

During contract period pricing shall remain firm and fixed for at least two years after effective date of contract award.

EVALUATION AND AWARD

1 AWARD CRITERIA

The Bidder(s) who meets all of the IFB requirements and are considered the lowest Responsive, Responsible Bidders as described in this section, will be declared the Successful Bidders.

No rejection notice will be sent to unsuccessful Bidders. Bidders whose bids are determined to be non-responsive will be rejected and will be notified of the reasons for such rejection.

Contract award shall be made to the lowest Responsive and Responsible Bidder based on the evaluation and award criteria established herein and subject to consideration of all factors identified in RCW 43.19.1911.

Subject to the provisions of RCW 43.19.1911 and Chapter 236-48 WAC, the Purchasing Activity reserves the right to: (1) Waive any informality; (2) Reject any or all Bids, or portions thereof;(3) Accept any portion of the items bid unless the Bidder stipulates all or nothing in their Bid; (4) Cancel a solicitation and re-solicit Bids; (5) Negotiate with the lowest Responsive and Responsible Bidder to determine if that Bid can be improved for the Purchaser; (6) Award on an all or none consolidated basis taking into consideration ”lifecycle costs”; and (7) Award in aggregate when in the best interest of the state.

To aid in the Response evaluation process, after Response due date and time, the Purchasing Activity may require individual bidders to appear at a date, time and place determined by the Purchasing Activity for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature and scope of contractual requirements. In no manner shall such action be construed as negotiations or an indication of the Purchasing Activity’s intention to award.

2 EVALUATION PROCESS

Initial Determination of Responsiveness

Responses will be reviewed initially by the Procurement Coordinator to determine on a pass/fail basis compliance with administrative requirements as specified in section entitled “Bidder Checklist” (page twenty-three).Responses meeting the Initial Determination of Responsiveness will then be reviewed on a pass/fail basis to determine if the Response meets the Mandatory requirements, which include:

• Bidder meets all Minimum Mandatory Specifications and Technical requirements

• Bidder provides pricing and/or information for all elements specified in Section Four, Price Sheets

The State reserves the right to determine at its sole discretion whether Bidder’s Response to a Mandatory requirement is sufficient to pass. If, however, all responding Bidders fail to meet any single Mandatory item, the Purchasing Activity will cancel the solicitation and reject all bids.

Pursuant to RCW 43.19,1911 (9), in determining Bidder responsibility, the following elements shall be given consideration:

The ability, capacity, and skill of the Bidder to perform the contract or provide the service required;

The character, integrity, reputation, judgment, experience, and efficiency of the Bidder;

Whether the Bidder can perform the contract within the time specified;

The quality of performance of previous contracts or services;

The previous and existing compliance by the Bidder with laws relating to the contract or services;

Such other information as may be secured having a bearing on the decision to award the contract:

During Response evaluation, the Purchasing Activity reserves the right to make reasonable inquiry to determine the responsibility of any Bidder. Requests may include, but are not limited to, financial statements, credit ratings, references, record of past performance, clarification of Bidder’s offer, and on-site inspection of Bidder's or Bidder's subcontractor's facilities. Failure to respond to said request(s) may result in Response being rejected as non-responsive.

Price Evaluation:

Pricing will be evaluated as follows:

Price bid per unit will be multiplied by the estimated term quantity to determine a subtotal. If a prompt payment discount for thirty days or more is offered, the subtotal will be discounted by that amount to determine a grand total by item. Because it is unknown at this time whether the optional snap frame or screen printing for item one, logo sign, will be utilized that bid pricing will not be included in the grand total. However, in order to be considered responsive, bidders must provide pricing for these two options and pricing offered by the apparent lowest responsible responsive bidder as described herein must be comparable to other bid responses in order to be accepted.

Although, the bidder offering the lowest grand total per item will be considered the apparent successful bidder, samples will be requested as described in Section Two, Clause 1.2 “Samples”.

Subsequently, for item one, award will made to the lowest responsive responsible bidder based upon:

1. Acceptance of the preproduction sample

2. Programming costs as described in Section Two, Clause 1.1 “Programming”

For item two, award will made to the lowest responsive responsible bidder based upon:

1. Acceptance of the preproduction sample

Evaluation Example:

Item One Evaluation:

Bidder A $35.00 x 600 each = $21,000.00

Bidder B $32.00 x 600 each = $19,200.00

Bidder C $50.00 x 600 each = $30,000.00

Bidder D $57.00 x 600 each = $34,200.00

Bidder C has offered a 2% 30 Day Prompt Payment Discount therefore their bid is discounted by that amount:

$30,000.00 x .98 = $29,400.00

In accordance with 1.2 “Samples”, Bidders A, B and C are requested to provided preproduction samples. After review and “rework”, all three are deemed acceptable with Bidder B being determined as the “apparent successful bidder”.

Programming costs are then determined for Bidder B as $4000.00. Since the Lottery is willing to pay 50% or up to $5000.00, $2000 (50% of $4000) is added to Bidder B’s total of $19,200.00:

$19,200 + $2000 = $21,200.00.

Because Bidder B’s total of $21,200 is now higher than Bidder A’s total of $21,000, programming costs are determined for Bidder A which are $2500.00. Since Lottery is willing to pay 50% or up to $5000, $1250 (50% of $2500) is added to Bidder A’s total of $21,000:

$21,000 + $1250 = $22,250.00

Bidder B’s references are checked and are acceptable. Award for item one is made to Bidder B as the successful bidder.

3 NOTIFICATION OF APPARENTLY SUCCESSFUL BIDDERS

All Bidders responding to this solicitation will be notified when the Purchasing Activity has determined the Successful Bidders. The date of announcement of the Successful Bidders will be the date of the notification from the Purchasing Activity.

SECTION TWO

SPECIAL TERMS AND CONDITIONS

1. PROGRAMMING

The Washington Lottery’s digital jackpot signs (03909A - item one in the Price Sheet) will require programming of the Lottery’s gaming system for the signs to interface with the Altura Terminals to be able to automatically update jackpots at retail locations. The Gaming Host will provide the jackpot data through the Altura terminal. Programming the protocol for the digital sign will be done by Lottery’s contracted Gaming vendor, GTECH Corporation. The apparent successful bidder must provide the software and hardware specifications to the Lottery to interface the jackpot signs to the Altura terminal. Equipment required for a wireless set is USB Device.

Successful contractor must provide two permanent signs for testing, one to be located in Austin, Texas; the other in Lacey, Washington. (Timing, TBD)

The Lottery is willing to pay 50% or up to $5000, whichever is less, of the implementation costs of the protocol with GTECH. Any amount over $5000 will be the responsibility of the vendor awarded the sign contract.

Example: if the programming costs $6,000.00, the Lottery will pay $3,000.00 of the cost. If the programming costs $15,000.00, the Lottery will pay $5,000.00 of the cost. Programming costs cannot be determined until selection of the apparent successful sign contractor. At that point, the contractor’s protocol will be provided GTECH for analysis and a cost estimate of programming. Deadline for submission of document on protocol will be in August (to be further defined after bid opens), and must be submitted directly to Lottery Headquarters, Olympia, Washington. Failure to submit documentation that is complete or failure to agree to pay contractor’s share of programming costs shall result in the bidder being declared “non responsive, as determined by the Lottery.

2. SAMPLES

The Purchasing Activity reserves the right to ask for prototypes at bidder’s expense.

The state will require from the three apparent lowest bidders the submission of pre-production samples for review and approval prior to contract award. The samples must be submitted within fifteen days of notification or bid may be rejected as “non responsive”. For the digital jackpot sign, the sample must demonstrate the LED digits and construction techniques but need not include the Lottery’s graphics that will be required in production. Following selection of apparent successful bidder for the jackpot sign, the vendor must submit a preproduction sample for approval. Washington Lottery through the Office of State Procurement will notify the bidder that the samples met the specifications or that there were deficiencies. In that event, Lottery technical staff will clearly identify the deficiencies and return the sample to the bidder for rework. Lottery staff will determine an appropriate amount of time needed for the rework and return shipment. Only one opportunity to correct deficiencies will be allowed. If it is determined that the samples still do not meet specifications, the evaluation process will proceed to the next lowest bidder.

3. WARRANTY REQUIREMENTS

Bidder is to submit a copy of warranty as an attachment to bid and items delivered under this contract will also be accompanied by a copy of the warranty.

4. PRODUCT WARRANTY

Warranty (ies): Unless otherwise specified; full parts and labor warranty period shall be for a minimum period of five (5) years) after receipt of materials or equipment by the Purchaser. All materials or equipment provided shall be new, unused, of the latest model or design and of recent manufacture.

In the event of conflict between Contract terms and conditions and Contractor’s submitted warranty, the Contract terms and conditions shall prevail; except, to afford the State maximum benefits, the Purchasing Activity may avail itself of the Contractor’s warranty if deemed more beneficial to the State.

5. STANDARD OF QUALITY

Specifications that include a brand/trade name are only intended to establish a standard of quality against which other brands will be evaluated. Product and service specifications contained in this solicitation are intended solely to clearly describe type, quality, performance and use, and are not intended to be restrictive. So as not to misrepresent the requirements of this solicitation, brand/trade references other than those specified will be considered on the basis of whether products and services bid are at least equal to the quality, performance and use of the standard of quality identified in the solicitation.

Bidder shall submit complete documentation with bid sufficient to establish all products and services bid are at least equal in quality, performance and use to the standard of quality identified in the solicitation. Failure to do so may result in rejection of the bid as being non-responsive.

By submitting bid, bidder expressly warrants all products and services bid are at least equal in quality, performance and use to the standard of quality identified in the solicitation. Any bid containing a brand that is not of equal quality, performance and use to the standard of quality identified in the solicitation shall be rejected as non-responsive.

6. EQUIPMENT ELECTRICAL CERTIFICATION

As required by RCW 19.28.010 and WAC 296-24-956, all electrical equipment purchased shall conform to the applicable standard(s) or be otherwise certified by Underwriters Laboratories, Inc. or other recognized laboratory facility acceptable to the Purchasing Activity.

The Purchasing Activity may require Bidder to provide satisfactory documentation of the required certification.

Unless indicated in the bid document, the above certification shall apply to the equipment as a whole, not the individual components of that equipment.

7. SPECIAL DELIVERY REQUIREMENTS

Upon contract commencement, an additional fifteen calendar days to bidder’s proposed average delivery time (to be identified in section entitled “Bidder Profile” herein) will be added to the initial order only. The purpose of this allowance is to provide sufficient set-up time and adequate inventory development.

8. DELIVERY LOCATIONS

Delivery will be directed at time of purchase order placement, with the majority to be shipped to the Tumwater location indicated below. (Product to be delivered on non-returnable pallets)

| Washington Lottery Headquarters | Central Stores Warehouse |

|814 East 4th Avenue |7511 New Market Street SW |

|Olympia, WA 98506 |Tumwater, WA 98501-5755 |

|Phone: (360) 664-4750 |Phone: (360) 753-3508 |

2 SHIPPING TERMS

All bid pricing is to be FOB Origin and the Washington Lottery will coordinate transportation of any subsequent orders.

3 PRICE ADJUSTMENTS

At least ninety calendar days before the end of the initial two year term of the current term of this Contract, Contractor may propose purchase Price rate increases by written notice to the Purchasing Activity’s Contract Administrator. Price adjustments may be taken into consideration by the Purchasing Activity’s Contract Administrator when determining whether to extend this Contract. Price Increases will not be considered without supporting documentation sufficient to justify the requested increase. Contractor shall provide a detailed breakdown of their costs upon request.

Contractors Shall Not Make Extensions Contingent On Price Adjustments.

Documentation must be based on published indices such as the Producer Price Index and/or the result of increases at the manufacturer's level, incurred after contract commencement date. The grant of any price adjustment will be at the sole discretion of the Purchasing Activity and, if granted, shall not produce a higher profit margin for the Contractor than that established by the original contract pricing. The Contractor shall be notified in writing by the Contract Administrator of any price adjustment granted by the Purchasing Activity, and such price adjustment shall be set forth in a written amendment to the contract. Price adjustments granted by the Purchasing Activity shall remain unchanged for at least 365 calendar days thereafter, and no request for adjustments in price will be considered during that time period.

4 PRICE PROTECTION

Contractor agrees all the Prices, terms, warranties, and benefits provided in this Contract are comparable to or better than the terms presently being offered by Contractor to any other governmental entity purchasing the same quantity under similar terms. If during the term of this Contract Contractor shall enter into contracts with any other governmental entity providing greater benefits or more favorable terms than those provided by this Contract, Contractor shall be obligated to provide the same to Purchaser for subsequent purchases.

SECTION THREE

SPECIFICATIONS

Item One. Washington Lottery Digital Jackpot Sign – Mandatory Specifications (03909A)

|Description |Check if As Specified |Explain if not as specified |

|Light Panel |- |- |

|Size: 30” x 30” | | |

|Thickness: less than 1 1/2” | | |

|Light Source: Edge lighting | | |

|Brightness: 2000 lux minimum | | |

|Reflective Ink | | |

|Frameless type: frameless | | |

|Cable type: Four foot cable on each side of sign. | | |

|Provide hardware that would facilitate the hanging of | | |

|the sign | | |

|Cable Capacity: 80kg (176 lbs) | | |

|Illumination: full surface illumination to all | | |

|sections of sign including corners and under; Jackpot | | |

|digits from single position LED PCB | | |

|3 sheet construction: |- |- |

|Sheet 1: 2 - 3mm polycarbonate silk screened with UV | | |

|coated paint on the reverse side | | |

|Sheet 2: 4 - 5mm high density acrylic edge lighting | | |

|silk screened with reflective ink | | |

|Sheet 3: 2 - 3mm impact resistant and hair line | | |

|scratch resistant black ABS | | |

|Snap Frame: | | |

|Snap frame size: 30” x 28” (on back) | | |

|Snap on bracket: chrome plated acrylic holder (on | | |

|back) | | |

| Snap Frame Back side for graphic: Bidder must propose| | |

|and provide price for an Optional Snap Frame | | |

|LED Digits: |- |- |

|Number of Digits: Three rows of three digits (sign | | |

|will need 3 digits per jackpot for a total of nine) | | |

|Format: 8.8.8 | | |

|Digit Height: 4” | | |

|No. of Segments: 7 | | |

|No. of LED per Segment 7 | | |

|LED Size (digits) 5mm | | |

|LED Size (“Dot” or decimal point in the Lotto jackpot)| | |

|8mm | | |

|LED Viewing Angle: 60 degrees | | |

|LED brightness (MCD): 3500MCD | | |

|LED Life: 100,000 hours minimum (provide in price | | |

|sheet actual anticipated life expectancy) | | |

|Italic or Straight: straight | | |

|Viewing Distance: 200 feet (must be viewable from | | |

|window placement to street) | | |

|Data Transmission: |- |- |

|Auto Sensor Level: 16 | | |

|24 hour No Signal Auto Off | | |

|Auto Error Notification | | |

|Protocol should allow for more than three jackpots to | | |

|be implemented for future addition of games | | |

|Wireless Device: |- |- |

|Security Pass Code Protection | | |

|Wireless: terminal to sign | | |

|Wireless distance: 200’ | | |

|FCC approved certification required | | |

|Frequency | | |

|Speed | | |

|Connection: USB | | |

|Safety: |- |- |

|UL Approved components | | |

|FCC approved components | | |

|Power: |- |- |

|Power consumption: not to exceed 40w | | |

|Power input: 12VDC | | |

|Adapter to sign length: 6” | | |

|Adapter to AC Power: 6’ | | |

|On/off switch: 18” away from sign | | |

|Energy Star Compliance | | |

|Packaging materials: each sign shall be packaged for | | |

|individual shipping by common carrier | | |

Item Two. Double Sided Washington Lottery 18” Round Sign – Mandatory Specifications (03909B)

|Description |Check if as specified |Explain if not as specified |

|Light Panel: |- |- |

|Size: 18” diameter | | |

|Thickness: 1.1” | | |

|Light Source: LED Edgelit | | |

|Reflective Ink | | |

|Frame Type: Plastic, black | | |

|Frame Size: less than 1/16” wide | | |

|PMS Color: green 3308 blue 7457 (when sign is lit) | | |

|Pop Thru Shamrock: ¼” thick – center of sign | | |

|LED Type: SMD Type | | |

|Brightness: minimum 2000 Lux over entire sign face | | |

|without backlight | | |

|Weight: no more than 8 lbs | | |

|Triangular hanging straps – 14” apart, 7” from center | | |

|on each side | | |

|Power Specifications: |- |- |

|Power consumption: not to exceed 10w | | |

|Power input: 12VDC | | |

|Adapter to Sign Length: 6’ | | |

|Adapter to AC power: 6’ | | |

|On/off switch: 18” away from sign | | |

|UL Approved components | | |

|Reshippeable innerpack | | |

|MISC | | |

|Packing materials – must be secure enough for | | |

|individual shipping of signs by common carrier | | |

|4 foot hanging chain | | |

|4 each “S” hooks for hanging sign with chain | | |

SECTION FOUR

SIGN GRAPHICS

Please see 03909sg

SECTION FIVE

PRICE SHEET

|Item Number |Description |Estimated Two Year |Unit |Bid Price |Total |

| | |Purchase Quantity | | | |

|1. |Sign, Jackpot, 30”x30” (03909A) | |Each |$______ |$________ |

| | |600 | | | |

| |Optional snap frame | |Each |$______ | |

| | |Unknown | | | |

| |Optional silk screen print of Lottery’s logo | |Each |$______ | |

| | |Unknown | | | |

| |For Product Bid Indicate: | | | | |

| |Mfg:_____________ | | | | |

| |Stock #:___________ | | | | |

| | | | | | |

| |Indicate LED life expectancy: | | | | |

| |___hours | | | | |

| | | | | | |

|2. |Sign, Round, 18” (03909B) |1000 |Each |$______ |$________ |

| | | | | | |

| |For Product Bid Indicate: | | | | |

| |Mfg:______________ | | | | |

| |Stock #:____________ | | | | |

| | | | | | |

| |Indicate LED life expectancy: | | | | |

| | | | | | |

| |____hours | | | | |

SECTION SIX

Bidder’s authorized offer

(BIDDER SIGNATURE PAGE)

Issued by the State of Washington

CERTIFICATIONS AND ASSURANCES

We make the following certifications and assurances as a required element of the Response, to which it is attached, affirming the truthfulness of the facts declared here and acknowledging that the continuing compliance with these statements and all requirements of the IFB are conditions precedent to the award or continuation of the resulting Contract.

We have read, understand and agree to abide by all information contained in Part II ModelContractPartTwotemplate.docx

The prices in this Response have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offeror or competitor relating to (i) those prices, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the prices offered. The prices in this Response have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other offeror or competitor before Contract award unless otherwise required by law. No attempt has been made or will be made by the offeror to induce any other concern to submit or not to submit an offer for the purpose of restricting competition. However, we may freely join with other persons or organizations for the purpose of presenting a single Bid or Proposal.

The attached Response is a firm offer for a period of ninety days following the Response Due Date specified in the IFB, and it may be accepted by the Purchasing Activity without further negotiation (except where obviously required by lack of certainty in key terms) at any time within the ninety day period. In the case of protest, our Response will remain valid for 180 days or until the protest and any related court action is resolved, whichever is later.

In preparing this Response, we have not been assisted by any current or former employee of the state of Washington whose duties relate (or did relate) to the State's solicitation, or prospective Contract, and who was assisting in other than his or her official, public capacity. Neither does such a person nor any member of his or her immediate family have any financial interest in the outcome of this Response. (Any exceptions to these assurances are described in full detail on a separate page and attached to this document.)

We understand that the State will not reimburse us for any costs incurred in the preparation of this Response. All Responses become the property of the State, and we claim no proprietary right to the ideas, writings, items or samples unless so stated in the Response. Submission of the attached Response constitutes an acceptance of the evaluation criteria and an agreement to abide by the procedures and all other administrative requirements described in the solicitation document.

We understand that any Contract awarded, as a result of this Response will incorporate all the solicitation requirements. Submission of a Response and execution of this Certifications and Assurances document certify our willingness to comply with the Contract terms and conditions appearing in Parts I and II, if selected as a contractor. It is further understood that our standard contract will not be considered as a replacement for the terms and conditions appearing in Parts I and II of this solicitation.

We are not submitting proposed Contract exceptions.

The authorized signatory below acknowledges having read and understood the entire solicitation and agrees to comply with the terms and conditions of the solicitation in submitting and fulfilling the offer made in its Bid.

By submitting this Bid, Bidder hereby offers to furnish materials, supplies, services and/or equipment in compliance with all terms, conditions, and specifications contained in this solicitation.

The signatory below represents that he/she has the authority to bind the company named below to the Bid submitted and any contract awarded as a result of this solicitation.

| | | |

|Bidder Signature | |Company Name |

| | | |

|Title | |Date |

SECTION SEVEN

BIDDER PROFILE

COMPANY INFORMATION

Contractor Information: Provide the information requested below, which will be used for contract administration:

|Legal Business Name: | |

|Federal Tax Identification number: | |

|WA State Department of Revenue Registration Tax number: | |

|Years in Business: (minimum five) | |

|Company Internet URL Address (if available): | |

|Company Mailing Addresses | |

| | |

|Orders to be sent to: | |

| | |

|Billing will be from: | |

| | |

|Payment to be sent to: | |

| | |

|Authorized Representative: |Name:________________________________ |

| |Phone:________________________________ |

| |Fax:__________________________________ |

| |Email:________________________________ |

RECIPROCITY

Firms bidding from California only: Is your firm currently certified as a small business under California Code, Title 2, Section 1896.12? Yes No

REFERENCES

Provide a minimum of three (3) commercial or governmental references for which Bidder has delivered goods and/or services similar in scope as described in the IFB.

|1) Agency/Company Name: | |

|Address: | |

|Contact Person: | |

|Telephone: | |

|Email: | |

|Product Provided /Approx. Dollar Cost | |

|2) Agency/Company Name: | |

|Address: | |

|Contact Person: | |

|Telephone: | |

|Email: | |

|Product Provided /Approx. Dollar Cost | |

|3) Agency/Company Name: | |

|Address: | |

|Contact Person: | |

|Telephone: | |

|Email: | |

|Product Provided /Approx. Dollar Cost | |

SUBCONTRACTORS:

Identify any subcontractors who will perform services in fulfillment of contract requirements; the nature of services to be performed and include federal tax identification (TIN) number for each subcontractor.

|Name/Address/Contact/Phone: |T.I.N.: |Brief description of the nature of Service Provided (e.g. |

| | |testing, sampling, pick-up, etc): |

| | | |

| | | |

| | | |

SALES & ORDERING INFORMATION

Bidder shall complete the following information and return with bid response.

|Sales Representative(s): Indicate below the contact information and specific territories covered: |

|Name: | |Name: | |

|Telephone: | |Telephone: | |

|Toll Free No. | |Toll Free No. | |

|Mobile Phone | |Mobile Phone | |

|Territory | |Territory | |

|Fax: | |Fax: | |

|Email: | |Email: | |

Payment Terms: Prompt Payment Discount_______% 30 days.

(Note: Prompt payment discount periods equal to (or greater than) 30 calendar days will receive consideration and bid pricing will be reduced (for evaluation purposes only) by the amount of that discount(s).

Please indicate if PPD applies to payments made by Credit Card: Yes____ No____

Purchasing (Credit) Cards accepted: Yes No

(Washington State Purchasing card is VISA) If yes, please list cards accepted:

Visa Master Card American Express Discover

Standard Lead Time after receipt of order (ARO) is__________________ calendar days

SECTION EIGHT

Bidder Checklist

|This checklist is provided for Bidder's convenience only and identifies the documents to be submitted with each Response. Any Response received|

|without any one or more of these documents may be rejected as being non-responsive. One hard copy signed original and one electronic version of |

|your response must be received. |

|Section Three: Specifications & Technical Requirements | |

|Section Four: Price Sheets | |

|Section Five: Bidder’s Authorized Offer | |

|Bidder Profile | |

| Contract Execution | |

|Other: | |

|Copies of product warranties | |

| | |

| | |

| | |

| | |

| | |

| | |

| | |

| | |

| | |

SECTION NINE

CONTRACT EXECUTION

PARTIES

This Contract (“Contract”) is entered into by and between the state of Washington, acting by and through the Department of General Administration, an agency of Washington State government (“Purchasing Activity” or “State” located at 210 11th Ave. SW, Room 201 GA Bldg, Olympia, WA 98504 and [Contractor], a [corporation/sole proprietor or other business form] licensed to conduct business in the state of Washington (“Contractor”), located at [Contractor address] for the purpose of providing illuminated logo signs.

ENTIRE AGREEMENT

This Contract document and all subsequently issued amendments comprise the entire agreement between the Purchasing Activity and the Contractor. No other statements or representations, written or oral, shall be deemed a part of the Contract.

This Contract sets forth the entire agreement between the parties with respect to the subject matter hereof and except as provided in the section titled Contractor Commitments, Warranties and Representations, understandings, agreements, representations, or warranties not contained in this Contract or a written amendment hereto shall not be binding on either party. Except as provided herein, no alteration of any of the terms, conditions, delivery, Price, quality, or Specifications of this Contract will be effective without the written consent of both parties.

ORDER OF PRECEDENCE, INCORPORATED DOCUMENTS, CONFLICT AND CONFORMITY

Incorporated documents:

Each of the documents listed below is, by this reference, incorporated into this Contract as though fully set forth herein.

The Purchasing Activity’s Solicitation document 03909 with all attachments and exhibits, and all amendments thereto

Contractor’s response to the Solicitation 03909 dated August 05, 2009.

The terms and conditions contained on Purchaser’s Order Documents, if used; and

All Contractor or manufacturer publications, written materials and schedules, charts, diagrams, tables, descriptions, other written representations and any other supporting materials Contractor made available to Purchaser and used to affect the sale of the Product to the Purchaser.

Order of Precedence

In the event of a conflict in such terms, or between the terms and any applicable statute or rule, the inconsistency shall be resolved by giving precedence in the following order:

Applicable Federal and State of Washington statutes and regulations

Mutually agreed written amendments to this Contract

This Contract, Number 03909.

The Purchasing Activity’s Solicitation document with all attachments and exhibits, and all amendments thereto

Contractor’s response to the Solicitation

Any other provision, term, or materials incorporated into the Contract by reference.

Conflict: To the extent possible, the terms of this Contract shall be read consistently.

Conformity: If any provision of this Contract violates any Federal or State of Washington statute or rule of law, it is considered modified to conform to that statute or rule of law.

LEGAL NOTICES

Any notice or demand or other communication required or permitted to be given under this Contract or applicable law (except notice of malfunctioning Equipment) shall be effective only if it is in writing and signed by the applicable party, properly addressed, and either delivered in person, or by a recognized courier service, or deposited with the United States Postal Service as first-class mail, postage prepaid, certified mail, return receipt requested, via facsimile or by electronic mail, to the parties at the addresses and fax numbers, e-mail addresses provided in this section. For purposes of complying with any provision in this Contract or applicable law that requires a “writing,” such communication, when digitally signed with a Washington State Licensed Certificate, shall be considered to be “in writing” or “written” to an extent no less than if it were in paper form.

|To Contractor at: |To Purchasing Activity at: |

|Contractor |State of Washington |

| |Department of General Administration |

|Attn: | |

|Contractor's Representative |Tim Shay, Contracts Specialist |

| |210 11th Avenue SW, Rm 201 GA Bldg. |

| |Olympia, WA 98504 |

|Contractor address | |

| | |

| | |

|Phone: |Phone: (360) 902-7431 |

|Fax: |Fax: (360) 586-2426 |

|E-mail: |E-mail: tshay@ga. |

Notices shall be effective upon receipt or four (4) Business Days after mailing, whichever is earlier. The notice address as provided herein may be changed by written notice given as provided above.

In the event that a subpoena or other legal process commenced by a third party in any way concerning the Equipment or Services provided pursuant to this Contract is served upon Contractor or Purchasing Activity, such party agrees to notify the other party in the most expeditious fashion possible following receipt of such subpoena or other legal process. Contractor and Purchasing Activity further agree to cooperate with the other party in any lawful effort by the other party to contest the legal validity of such subpoena or other legal process commenced by a third party.

LIENS, CLAIMS AND ENCUMBRANCES

All materials, equipment, supplies and/or services shall be free of all liens, claims, or encumbrances of any kind, and if the Purchasing Activity or the Purchaser requests, a formal release of same shall be delivered to the respective requestor.

AUTHORITY TO BIND

The signatories to this Contract represent that they have the authority to bind their respective organizations to this Contract.

COUNTERPARTS

This Contract may be executed in counterparts or in duplicate originals. Each counterpart or each duplicate shall be deemed an original copy of this Contract signed by each party, for all purposes.

In Witness Whereof, the parties hereto, having read this Contract in its entirety, including all attachments, do agree in each and every particular and have thus set their hands hereunto.

This Contract is effective this _____day of ______________, 2009.

This is a Partial/Total award for: _________________

|Approved | |Approved |

|State of Washington | |Contractor |

|Department of General Administration | | |

| | | |

|Signature | |Signature |

| | | |

|Print or Type Name Date | |Print or Type Name Date |

Title Title

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download