STATE OF WASHINGTON



State of Washington

DEPARTMENT OF GENERAL ADMINISTRATION

Office of State Procurement

Rm. 201 General Administration Building, P.O. Box 41017 ( Olympia, Washington 98504-1017 ( (360) 902-7400



INVITATION FOR BID (IFB)

GENETIC TESTING SERVICES (DSHS/DCS)

|Contract Number |Prebid Meeting Date & Time |Bid Due Date & Time |

|02504 |May 17, 2004 – 10:00 AM. |June 3, 2004 - 2:00 PM. |

bids must be received& Stamped on or before the opening date & time at this location:

210 11th AVe SW, Rm. 201, General Administration Building Olympia WA 98504-1017

Sheila Mott

State Procurement Officer

Phone (360) 902-7438

Fax (360) 586-2426

E-mail smott@ga.

For a site map to the Capitol Campus, click .

Driving directions and parking information

Table of Contents

1 ANNOUNCEMENT AND SPECIAL INFORMATION 3

1.1 PUBLIC DISCLOSURE 3

1.2 SCOPE 3

2 CHECK LIST 5

3 Bid Submittals 6

3.1 OFFER AND AWARD 6

3.2 BID INFORMATION 7

3.3 PRICE SHEETS 9

3.4 REFERENCES 10

4 BID EVALUATION 10

4.1 EVALUATION / AWARD 10

4.2 PRICE SHEETS 10

4.3 EVALUATION CONFERENCE 10

5 SPECIFICATIONS 10

5.1 DEFINITIONS 11

5.2 CONTRACTOR RESPONSIBILITIES 11

6 CONTRACT REQUIREMENTS 14

6.1 RETENTION OF RECORDS 14

6.2 REPORTS 14

7 SPECIAL TERMS AND CONDITIONS 15

7.1 PRICING AND ADJUSTMENTS 15

7.2 CONTRACTOR PERFORMANCE 15

7.3 PURCHASING CARD ACCEPTANCE 15

7.4 BIDDER COMPLIANCE 15

ANNOUNCEMENT AND SPECIAL INFORMATION

Bidders are required to read and understand all information contained within this entire bid package. The Competitive Procurement Standards, which are referred to in this bid package are not automatically printed or sent out with this IFB. By responding to this IFB the bidder agrees to read and understand these documents. These documents are available on our website at .

In support of the State’s economic and environmental goals, we encourage you to consider the following elements in responding to our bids. These are not a factor of award (unless otherwise specified in this document):

• Using environmentally preferable products and products that exceed EPA guidelines

• Supporting a diverse supplier pool, including small, minority, and women-owned firms

1 PUBLIC DISCLOSURE

Bid information, including price sheets, will not be available for public disclosure until after award of the contract. At the time of bid opening, only the name of the bidder and time of bid receipt will be read aloud.

2 SCOPE

1.2.1. PURPOSE

The purpose of this IFB is to establish a mandatory contract for the Department of Social & Health Services (DSHS), Division of Child Support (DCS) to obtain GENETIC TESTING SERVICES for the purpose of establishing paternity, by blood or buccal swab samples from parents and children. The established contract will be considered convenience use for all other participating end users.

It is the State’s intent to establish a multi-laboratory contract that will allow any DSHS office or representative to participate in this contract. See Evaluation for further information.

1.2.2. ESTIMATED USAGE

It is estimated that purchases over the two-year initial term of the contract will approximate $1,750,000. Estimates are based on past usage. The State does not guarantee any minimum purchase. Orders will be placed on an as needed basis.

1.2.3. PURCHASERS

The primary purchaser(s) will be the State Department(s) of Social & Health Services, Division of Child Support (DCS). The contract will be made available to political subdivisions and non-profit corporations.

1.2.3.1. Purchasing Cooperatives

While use of the contract by members of the WSPC and DASCPP/ORCPP is optional, the state 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 state accepts no responsibility for payment by WSPC or DASCPP/ORCPP members.

Based upon contractor’s agreement, the contract will be made available to political subdivisions and non-profit organizations which are members of the State of Washington Purchasing Cooperative (WSPC) and/or State of Oregon Cooperative Purchasing Program (DASCPP/ORCPP). A list of Washington members is available on the Internet . A list of Oregon members is available through at Contractors shall not process state contract orders from unauthorized purchasers.

1.2.3.2. Purchases by Nonprofit Corporations

Legislation allows nonprofit corporations to participate in state contracts for purchases administered by OSP. By mutual agreement with OSP, the contractor may sell goods or services at contract pricing awarded under this contract to self certified nonprofit corporations. Such organizations purchasing under this contract shall do so only to the extent they retain eligibility and comply with other contract and statutory provisions. The contractor may make reasonable inquiry of credit worthiness prior to accepting orders or delivering goods or services on contract. The state accepts no responsibility for payments by nonprofit corporations. 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.

1.2.4. TERM

The term of this contract will be from July 1, 2004 through June 30, 2006, with the option to extend for additional terms or portions. Extension will be subject to mutual agreement. The total contract term may not exceed 6 years.

1.3. PREBID CONFERENCE

An OPTIONAL conference to address contractual requirements will be held at the time and location indicated below. Prospective bidders are encouraged to be present. If changes are required as a result of the conference, written bid amendments will be issued.

Note: Assistance for disabled, blind or hearing-impaired persons who wish to attend is available with pre-arrangement with the Office of State Procurement (OSP). Contact the State Procurement Officer identified on the face page of this document.

|Pre Bid Date: |May 17, 2004 |

|Pre Bid Time: |10:00 a.m. – 12:00 p.m. |

|Pre Bid Location: |Office of State Procurement |

| |210 11th AVE SW GA Building, Room 201 |

| |Corner of 11th and Columbia |

| |Olympia Washington 98504-1017 |

CHECK LIST

This checklist is provided for bidder's convenience only and identifies the bid documents that are to be submitted with each package. Any bid packages received without these documents may be deemed non-responsive and may not be considered for award.

| |COMPLETED |

|Bid submittal entitled: Offer and Award | |

|Bid submittal entitled: Bid Information | |

|Bid submittal entitled: Price Sheets | |

|References | |

|Additional Copies of Bid Submittal | |

|Additional documents per the Specifications to be submitted: | |

|Current Laboratory accreditations that demonstrate that the bidder’s Lab meets the requirements of Chapter 26.26 RCW. | |

|List of licensed medical doctors, Ph.D. or other professional staff | |

|Laboratory Director and the process for immediate access. | |

|Three (3) years of audited financial statements | |

|Evidence of number of year’s laboratory has been doing DNA testing. | |

|Written procedures that demonstrate that genetic testing protocols used by the laboratory meet the requirements of | |

|Chapter 26.26 RCW.. | |

|One (1) sample kit for each test used. | |

|Copy of the laboratory’s written format used to report test and analysis. | |

|Laboratory’s statement of number of days for STAT (quick turn around) time. | |

|Provide information on capability, operation and cost of electronic computer tracking service. | |

|Provide a sample of laboratory’s invoice. | |

|Provide a toll free telephone number. | |

|Provide the name of the person to oversee implementation of the contract on a daily basis. | |

|IRS (W-9) Request for Federal Tax Identification Number | |

Bid Submittals

1 OFFER AND AWARD

Bidders are required to read and understand all information contained within this entire bid package. There are some standard documents, which are referred to in this bid package that are not automatically printed or sent out with this bid. For example, Competitive Procurement Standards (Standard Terms and Conditions, Instructions to Bidders, Definitions), Sales/Service & Subcontractor Report are binding terms of this contract. It is important that you read and understand these documents. These documents are available on our website at . If you do not have Internet access, you may contact the State Procurement Officer to obtain copies of any and all documents contained in this bid package.

STANDARD DEFINITIONS revised 06/02/03

STANDARD INSTRUCTIONS FOR BIDDERS revised 06/02/03

STANDARD TERMS AND CONDITIONS revised 06/02/03

Bidder further offers to furnish materials, equipment or services in compliance with all terms, conditions, and specifications herein including all amendments. Submitting this document with an authorized signature constitutes complete understanding and compliance with the terms and conditions and certifies that all-necessary facilities or personnel are available and established at the time of bid submittal.

|(Company Name) | |(Typed or Printed Name) |

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|(Address) | |(Title) |

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|(City) (State) (Zip) | |(Phone No.) |

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|(Federal Tax Identification Number) | |(Bidder’s Signature) (Date) |

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|Email | | |

CONTRACT AWARD

(For State of Washington Use Only)

A contract is hereby awarded between the above company and the State of Washington, Office of State Procurement, Purchasing and Contract Administration, to be effective , Year . This is a Partial/Total award for GENETIC TESTING SERVICES.

Authorized Signatures

| | | | | | | |

|Sheila Mott, State Procurement Officer | |(Date) | |Alyce Benge, Unit Manager | |(Date) |

2 BID INFORMATION

Bidder shall complete the following:

1. Lead-time: Non-State services will be delivered within calendar days after receipt of order (ARO). Stat basis (See Section 5, paragraph 5.2.3.9.):________days.

2. Prompt Payment Discount % _____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).

3. Political Subdivisions

Bidder agrees to sell the goods and services on this contract to political subdivisions which are members of the State of Washington Purchasing Cooperative (WSPC): Yes___ No_____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by political subdivisions).

4. NonProfit Organizations

Bidder agrees to sell the goods and services on this contract to self-certified nonprofit corporations which are members of the State of Washington Purchasing Cooperative (WSPC): Yes___ No____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by nonprofit organizations

5. Authorized Representative:

|Primary Contact-Contract Administration |Alternate Contact - Contract Administration |

|Name: | |Name: | |

|Toll Free phone: | |Telephone: | |

|Fax: | |Fax: | |

|Email: | |Email: | |

|Customer Service/Order Placement |Technical Assistance |

|Name: | |Name: | |

|Telephone: | |Telephone: | |

|Fax: | |Fax: | |

|Email: | |Email: | |

1. Assigned Coordinator or representative (see Section 5. para 5.2.5.1.)

Coordinator or representative:__________________________ Toll Free Phone____________________

Fax___________________________ Email:____________________________

2. Addresses:

|Orders to be sent to: |Billing will be from: |Payment to be sent to: |

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

4. Bidder is to provide below a description of bidder’s ability to fingerprint clients: (If additional space is needed, please clearly identify description and attached pages to Bid Information.)

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5. Describe below your ability to provide training to DCS and its representatives, and other purchasers to perform collection: (If additional space is needed, please clearly identify description and attached pages to Bid Information.)

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3 PRICE SHEETS

3.4.1. Specify the probes you intend to use in normal cases:

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3.3.2. Specify the DNA Systems you intend to use in normal cases:

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|Item No. |DESCRIPTION |COST PER TEST |2-YR EST. USAGE |TOTAL COST |

|3.3.3 |Cost per individual tested with phlebotomy |$ |27,500 tests |$ |

|3.3.4 |Cost per individual tested without phlebotomy |$ |6900 tests |$ |

| | |Availability |Per Trainer |Per Hour |

|3.3.5 |Cost of training staff |Yes___No___ |$ |$ |

3.3.6. Complete the following survey indicating availability of test. Any costs associated with the following are to be included in the individual testing in 3.3.3. or 3.3.4.

|Item |NAME OF TEST |YES |NO |

|3.3.6.1 |Heel Stick | | |

|3.3.6.2 |Buccal cell collection | | |

|3.3.6.3 |Cord Blood | | |

|3.3.6.4 |Placental tissue | | |

|3.3.6.5 |Amniotic fluid | | |

|3.3.6.7 |Motherless case | | |

|3.3.6.8 |Blood specimens from deceased | | |

|3.3.6.9 |Tissue specimens from deceased | | |

|3.3.6.10 |Kinship analysis | | |

|3.3.6.11. |Sample Collection in a Federal Detention Center. | | |

6 REFERENCES

Bidder shall furnish a minimum of three (3) references for which bidder has delivered goods or services on a contract similar in scope to that described in this IFB, one of which is government. See form or main page

3.5. ADDITIONAL COPIES OF BID RESPONSE

For administrative convenience of bidder and the state, and as part of this bid, bidders are to submit their original bid packet with pricing (Price Sheets) and five (5) copies of their original bid packet without the Price Sheets (6 total packets). Bids not complying with this requirement may be found non-responsive.

BID EVALUATION

1 EVALUATION / AWARD

In conjunction with the Competitive Procurement Standards, Section 3, paragraph 28, Award Factors, the evaluation of the bid documents returned with your bid will determine if your bid is responsive and responsible. Additional evaluation criteria may include review of invoices, on-site visits of the bidder’s business, references supplied and any other information available to determine if the supplier is responsible. The award will be made to the responsible/responsive bidder(s) with the lowest cost on the price sheets for an aggregate total and in the best interest of the state. Award will be to multiple bidders within a competitive range and in the best interest of the state. (See Price Sheets).

2 PRICE SHEETS

Bidders are to complete and return Price Sheets with their bid response. For pricing, the Cost per Test is to be shown in the column provided and that price is to be multiplied by the 2-year Estimated Usage for the total cost per individual tested with and without phlebotomy. Additionally, bidders are to note whether training is available or not and the cost of training. Finally, bidders are to complete the table indicating availability of tests. Failure to complete and provide the price sheet may be cause for finding your response non-responsive.

3 EVALUATION CONFERENCE

To aid in the evaluation process, after bid opening, the state may require individual bidders to appear at a date, time and place determined by the state 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 state’s intention to award.

SPECIFICATIONS

The Department of Social and Health Services/Division of Child Support (DCS) is federally mandated to obtain genetic testing for the purpose of establishing paternity, by blood or buccal swab samples, from parents and children. DSHS/DCS requires an average of approximately 1330 tests per month with a high concentration of testing in King, Pierce, Spokane, Snohomish, Clark, Kitsap and Yakima counties.

Any other authorized contract user other than DCS which requests testing retains full responsibility for payment of any services which it receives from any laboratories which have been awarded this contract.

DCS will remit payment only for those tests which are done to establish and collect child support and which are identified by a unique IV-D number. The IV-D number must be provided at the time of the request for testing and must be referenced on all test results, analysis, invoices and summaries.

The following specifications are specific to DCS in establishing paternity for the purpose of collecting child support. These specifications may or may not meet other participating offices' testing requirements. Other offices may require modifications.

Any testing specifically requested by DCS and not specifically defined in the contract shall require DCS's written approval prior to testing.

1 DEFINITIONS

As used throughout these specifications, the following terms have the following meanings.

|Client |Mother, child, alleged father who has a case with DCS. (This term is not used in its ordinary sense. It shall |

| |not be construed or understood to create or imply an attorney-client relationship between DCS and those receiving |

| |child support enforcement services, nor between DCS's representative and those receiving child support enforcement|

| |services). |

|Representative: |Staff of Offices of Prosecuting Attorneys in any of 39 counties in Washington State and Staff of the Attorney |

| |General of Washington State. |

2 CONTRACTOR RESPONSIBILITIES

Provide with your response a complete description of how you intend to satisfy the following requirements. Include with your response an attachment entitled Specifications Responses.

5.2.1. QUALIFICATIONS

1. Laboratory must meet the accreditation requirements of Chapter 26.26 RCW and provide with bid response a copy of its current certificate(s) of accreditation.

2. Laboratory shall provide with bid response a list of licensed medical doctors, Ph.D., and other professional staff who are qualified as expert witnesses on paternity cases in Washington State. These individuals will be required to serve as expert witnesses in court proceedings at the request of DCS or its representatives at no cost to DCS or its representative.

3. Laboratory shall provide with bid response the name of the laboratory director and the process to gain immediate access to this individual.

4. Laboratory shall provide with bid response three years of audited financial statements as evidence of financial stability.

5. Laboratory shall provide with bid response evidence of the number of years which it has been doing DNA testing.

6. After award of this contract, Laboratory shall notify DCS and State Procurement Officer in writing of any change in the list of expert witnesses and any change of the laboratory director.

1. SPECIMEN COLLECTION, TRANSPORTATION AND DELIVERY

a Blood draws must be taken by a certified/licensed phlebotomist and, upon request of DCS or its representative, buccal swab samples must be taken by a certified/license phlebotomist.

5.2.2.2. Specimen collection sites must be in compliance with all Washington State laws, rules and regulations.

5.2.2.3. All samples shall be tested in accordance with current Standards for Parentage Testing Laboratories published by the AABB, current edition and/or in accordance with current genetic testing standards as published by the accreditating body.

5.2.2.4. Laboratory shall provide testing kits and instructions to DCS and representatives to facilitate sample collection and provide for shipment of samples to the laboratory for testing purposes at no cost to DCS or its representatives.

5.2.2.5. Laboratory shall provide positive identification of each client, including taking a photograph and obtaining a signature. The phlebotomist shall compare this photograph and signature with the client's photographic identification, such as a driver's license, student or military identification card. If the client does not posses photographic identification, the phlebotomist shall note this in his/her records. When necessary, the phlebotomist shall act as a witness to the specimen collection.

5.2.2.6. Laboratory shall indicate with bid response whether it has the ability to fingerprint clients (Reference Section 3.2., para. 3.2.7.).

5.2.2.7. Laboratory shall indicate with bid response whether or not it would be willing to provide DCS and its representatives with training necessary to perform collection of buccal swabs (Reference Section 3.2., para. 3.2.8.).

8. DCS shall not pay laboratory for phlebotomy or shipping costs as separate items. Phlebotomy and shipping costs shall be part of total cost of test.

5.2.3.TESTING PROCEDURES AND REPORTS

1. Laboratory shall perform testing whenever an analysis can be completed on collected sample(s) even though the known biological mother is unavailable for sample collection, or a man alleged to be the father of the child is unavailable for sample collection, or a man alleged to be the father of the child is deceased.

2. If the laboratory cannot do a complete test on a sample, it shall do a partial test and preserve the sample/test at no cost to DCS or its representative pending receipt of other necessary samples.

3. Laboratory shall provide DCS with specific procedures that the laboratory uses to establish chain of custody that demonstrates compliance with Chapter 26.26 RCW. Laboratory shall indicate how they maintain records and samples from the time the samples are taken, transported, delivered, analyzed by the laboratory, and the results are returned to DCS or its representative. Laboratory shall submit written procedures which address the following:

• Identification of samples, including labeling, name, date, and/or unique cataloging of samples;

1. Record keeping policies of the laboratory regarding identifying information including name, relationship, race, place and date of collection of samples;

2. Handling of samples including storage, tampering, substitution and contamination of samples;

3. Laboratory shall provide one sample of each type of test kit which it uses.

4. Laboratory shall submit with bid response a copy of the written format that it uses to report test and analysis to DCS. This format must meet the requirements of Chapter 26.26 RCW and is subject to review and acceptance by DCS.

5. When the laboratory finds it necessary to re-collect a sample, laboratory shall inform DCS within 14 days of the original collection.

6. Laboratory shall be responsible for all costs necessitated by the redrawing of samples which are lost, misplaced, or improperly handled by the laboratory.

7. Laboratory shall be required to administer no less than three DNA systems when conducting DNA analysis.

8. Laboratory shall submit test results and analyses within 14 calendar days of receiving a complete set of samples. (Sample from child and both parents). Laboratory shall be granted an additional seven calendar days when there are extenuating circumstances, provided that laboratory notifies DCS or representative of these circumstances within 14 calendar days of receiving a complete set of samples.

9. Laboratory shall propose in bid response the number of days from date of specimen collection to submittal of test results and analysis on a STAT (quick turn around time) basis. (See Section 3.2, paragraph. 3.2.1.)

10. Laboratory must perform a battery of DNA tests that has an average cumulative Power of Exclusion (POE) of 99.0%.

11. All exclusions must be based on multiple exclusions (a minimum of two).

5.2.3.12. Laboratory must report all inclusions with at least a 99% probability of paternity, using a prior probability of 0.05 as calculated by using the combined paternity index obtained in the testing; and a combined paternity index of at least 100 to 1.

5.2.3.13 Laboratory shall indicate whether it has immediate capability of electronic computer transfer of specific case information to DCS and its representatives. If laboratory has such capability, laboratory shall indicate how it works and what it would cost DCS.

5.2.3.14. In the event that a report is not made within 14 calendar days after collection, there shall be no charge for the report. Exception to this is a Motherless case or a case which requires kinship analysis, cases in which blood or tissue samples from deceased persons are involved, or cases in which there are extenuating circumstances, as set forth in Section 3.3.4. Should a recollection of an individual's sample be deemed necessary, the laboratory shall inform DCS or its representative of the recollection need by the 14th calendar day after the last sample has been collected. If the laboratory requests recollection later than the 14th day, the laboratory will waive its fee for that portion of the case.

5.2.4. BILLING

5.2.4.1 Laboratory shall submit with bid response a sample of a typical invoice.

5.2.4.2. Laboratory's invoice must include the following:

• IV-D number

• Date(s) of specimen collection

• Full name of mother, father and child, (last name, first name, middle initial)

• Type of test

• Individual tested

• County identifier.

• Number of tests performed

• Cost for each test (as per bid response)

• Total dollar amount of invoice

3. DCS recommends that laboratory submit invoice within 30 days of submitting test report to DCS or representative.

4. If the laboratory is unable to do a complete test on a sample, it may submit requests for payment on the individual(s) tested.

5. The laboratory shall submit only one request for payment per individual tested.

5.2.5. CONTRACT ADMINISTRATION AND TERMINATION

1. Laboratory shall provide with bid response a toll-free number and the assigned coordinator or representative who will work with DCS for purpose of checking on the status of testing or resolution of billing processes. (See Section 3.2, para. 3.2.4.)

2. Laboratory shall submit quarterly reports (every three months, within 30 days of the end of each quarter i.e. October 1, January 31, April 30 and July 31) to the DCS Contract Manager (in addition to Section 6, paragraph 6.2). The reports shall include:

4. Number of tests resulting in exclusions.

5. Number of requests for extensions of the 21 day deadline.

6. Number of incomplete tests.

7. Average time from specimen collection to test, listed by county.

8. Number of recollections of specimens.

3. Laboratory shall indicate on price sheets the availability and cost of training for staff of DCS and representatives about the science and procedures of genetic testing.

4. Laboratory shall work with the DCS Contract Manager to address issues pertaining to performance of the contract and to resolve disputes whenever possible.

5. Laboratory shall name a dedicated person to oversee the implementation of the contract on a daily basis (See Section 3.2., paragraph. 3.2.3., Contract Administration).

6. When DCS or one of its representatives cancels previously requested testing/analysis, DCS shall pay the laboratory for work completed to the point of requested cancellation. Invoice must clearly state name of person requesting cancellation and date on which request was made.

5.2.6. DCS RESPONSIBILITIES

1. DCS shall provide laboratory with complete list of addresses and telephone numbers of DCS representatives.

2. DCS shall provide laboratory with a list of Washington State counties, with an identifier of each county.

3. DCS shall name a dedicated person(s) to oversee the implementation of the contract on a daily basis (Contract Manager(s)).

4. DCS shall designate specific accounts payable personnel to process invoices and payments to laboratories.

CONTRACT REQUIREMENTS

1 RETENTION OF RECORDS

The contractor shall maintain, for at least three years after completion of this contract, all relevant records pertaining to this contract. This shall include, but not be limited to, all records pertaining to actual contract performance from the date of contract award. It shall also include information necessary to document the level of utilization of MWBE’s and other businesses as subcontractors and suppliers in this contract as well as any efforts the contractor makes to increase the participation of MWBE’s. The contractor shall also maintain, for at least three years after completion of this contract, a record of all quotes, bids, estimates, or proposals submitted to the Contractor by all businesses seeking to participate as subcontractors or suppliers in this contract. The State shall have the right to inspect and copy such records. If this contract involves federal funds, Contractor shall comply with all record keeping requirements set forth in any federal rules, regulations, or statutes included or referenced in the contract documents.

2 REPORTS

The contractor(s) must provide the following report(s) to Office of State Procurement.

Sales and Subcontractor Report

A quarterly Sales and Subcontractor Report (attached) shall be submitted in the format provided by the Office of State Procurement. You can get the report electronically at . Total purchases for DCS and each State Agency, University, Community and Technical Colleges must be shown separately. Total purchases for all political subdivisions and non-profit organizations may be summarized as one customer. Additionally, all purchases by the State of Oregon or other purchasers must be reported as an aggregate total.

The report shall include sales information (Section A) and amounts paid to each subcontractor during the reporting period (Section B).

Reports should be rounded to nearest dollar. Contractors will be provided with all necessary sample forms, instructions, and lists. Reports are due thirty (30) days after the end of the calendar quarter, i.e., April 30th, July 31st, October 31st and January 31st.

SPO Required Report

This report will be designed by the SPO to obtain information needed for IFB design, contract negotiation, or any other SPO determined need.

SPECIAL TERMS AND CONDITIONS

1 PRICING AND ADJUSTMENTS

Unless otherwise stipulated all bids must include unit prices and extensions where applicable and be otherwise in the format requested.

7.1.1. All bid pricing is to be FOB Destination, freight prepaid and included, for any destination within the State of Washington. If bidder agrees to extend contract pricing to State of Oregon ORCCP members, a percent increase to bid pricing to accommodate additional freight costs to Oregon locations may be indicated in Section IV, Bid Submittals.

7.1.2.Pricing shall include the costs of bid preparation, servicing of accounts, and all contractual requirements. During contract period pricing shall remain firm and fixed for the initial term of the contract.

7.1.3. Adjustments in pricing will be at the discretion of the State Procurement Officer and shall not produce a higher profit margin than that on the original contract; clearly identify the items impacted by the increase; be filed with State Procurement Officer a minimum of 45 calendar days before the effective date of proposed increase; and be accompanied by documentation acceptable to the State Procurement Officer sufficient to warrant the increase. Approved adjustments must remain firm for a 12-month period.

7.1.4. During the contract period, any price declines at the manufacturer’s level or cost reductions to Contractor shall be reflected in a reduction of the contract price retroactive to Contractor's effective date.

7.1.5. During the term of this contract, should the contractor enter into pricing agreements with other customers providing greater benefits or lower pricing, contractor shall immediately amend the state contract to provide similar pricing to the state if the contract with other customers offers similar usage quantities, and similar conditions impacting pricing. Contractor shall immediately notify the state of any such contracts entered into by contractor.

2 CONTRACTOR PERFORMANCE

General Requirements: The state, in conjunction with purchasers, monitors and maintains records of Contractor performance. Said performance shall be a factor in evaluation and award of this and all future contracts. Purchasers will be provided with product/service performance report forms to forward reports of superior or poor performance to the State Procurement Officer.

3 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, we encourage all state contractors to consider this alternate payment process. The only card available for state agency use is currently a VISA product.

4 BIDDER COMPLIANCE

The State reserves the right to consider the actual level of bidder’s compliance with the requirements specified in this IFB, and to consider a bid responsive if it substantially complies with the state’s intent relative to overall bid requirements and specifications.

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