STATE OF WASHINGTON



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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)

Title: Furniture, Add-on Office Systems (Steel case and Haworth)

|Contract Number | |Bid Opening Date & Time |

|10602 | |January 29, 2002 - 2:00 PM. |

| |

|Note: 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. |

Please return bids to above address

Connie Stacy (interim)

State Procurement Officer

Phone (360) 902-7432

Fax (360) 586-2426

E-mail cstacy@ga.

For a site map to the Capitol Campus, click .

Driving directions and parking information

Table of Contents

I. ANNOUNCEMENT AND SPECIAL INFORMATION 3

1. BID INFORMATION 3

2. SCOPE 3

II. SPECIAL TERMS AND CONDITIONS 4

1. scope of contract 4

2. PACKAGING 4

3. INSURANCE 4

4. REPAIR FACILITIES 6

5. PRICING AND ADJUSTMENTS 6

6. RESTOCKING PROVISION 7

7. ORDER CANCELLATION 7

8. PAYMENT TERMS 7

9. MATERIALS AND WORKMANSHIP 7

10. WARRANTY(IES) 8

11. CONTRACTOR PERFORMANCE 8

12. EVALUATION CONFERENCE 8

13. PROPRIETARY DATA 8

14. CATALOGS AND PRICE SHEETS 8

15. RETENTION OF RECORDS 9

16. OSHA AND WISHA REQUIREMENTS 9

17. REPORTS 9

18. PURCHASES BY NONPROFIT CORPORATIONS 9

19. REFERENCES 10

20. CONTRACTOR’S REPRESENTATIVE 10

21. MINIMUM ORDER 10

22. SHIPPING LOCATIONS 10

23. SHIPPING INSTRUCTIONS 10

24. INSTALLATION 11

25. INTERNAL OFFICE MOVES 11

26. CAD 11

27. WAREHOUSING 11

28. TRAINING 11

29. ACKNOWLEDGEMENTS 11

30. NOTIFICATION 12

31. BID EVALUATION / AWARD 12

32. DEALER AUTHORIZATION 12

33. VOLUNTARY MWBE GOALS 12

34. BIDDER COMPLIANCE 12

III. BID SUBMITTALS 13

1. BID INFORMATION 13

2. PRICE SHEET 15

3. SUPPLEMENTAL INFORMATION 16

4. REFERENCES 17

5. SALES/SERVICE AND SUBCONTRACTOR REPORT 18

6. OFFER AND AWARD 19

IV. CHECK LIST 20

ANNOUNCEMENT AND SPECIAL INFORMATION

Use this area for announcements such as revisions to the standards. All announcements should have a sunset. This is where revisions are to be announced for additions to sections 1, 2, or 3.

This invitation includes two separate parts. This document, entitled Invitation for Bid, is Part 1. Part 1, when completed signed and submitted becomes your official bid document. Part 2, entitled Competitive Procurement Standards contains the Standard Terms and Conditions, Instructions to Bidders, and Standard Definitions applicable to the bid document. You do not need to return Part 2; however, the version in effect on the opening date of the bid shall apply to contracts awarded herein and should be retained for future reference. See our Internet site for a current version at .

1 BID INFORMATION

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

The first paragraph should give plenty of details about items being sought without getting deeply into spec’s. It should address delivery areas e.g., statewide or Olympia. It should also include a broad description of any resulting contract. Paragraphs normally included in the scope section such as estimated usage, contract users, mandatory or convenience, or term, should follow.

The purpose of this IFB is to establish a mandatory (with the exception of "convenience use" services which have been described herein) contract for the "as needed" purchase of systems furniture, Steel case 9000 and Avenir, and Haworth Places for add-on purposes only. For example, an acceptable justification to utilize the new contract is minimally adding to existing systems (making a cubicle larger by using a larger panel, adding overhead storage, etc). An unacceptable reason would be to add new cubicles where a break from the existing system would occur. New systems must be purchased from Correctional Industries Contract #14393 developed for that purpose.

Estimated Usage: We estimate that purchases over the two-year initial term of the contract will approximate $2,000,000.00 (Steel case 45% and Haworth 55%). Estimates are based on past usage. The State does not guarantee any minimum purchase. Orders will be placed on an "as needed" basis.

A. Purchasers: the primary purchaser(s) will be all state agencies, institutions, and higher education facilities. 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.

B. 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.

C. Term: From date of award which is projected to be within sixty days after bid closing date for an initial two year term, with the option to extend for additional terms or portions. (Note: a sixty day transition period will be permitted for any orders in process prior to December 31, 2002 with the previous suppliers). Extensions will be subject to mutual agreement. The total contract term may not exceed six (6) years.

SPECIAL TERMS AND CONDITIONS

1 scope of contract

The purpose of the resulting contract is to physically add Steel case Series 9000 and Avenir, and Haworth Places system furniture related components to existing same product. Therefore, only products by these manufacturers can be bid/accepted to ensure compatibility with existing product. If a customer is ordering new furniture or not physically adding to existing product, they must utilize Contract 14393 with Correctional Industries.

We anticipate a minimum of two contractors to receive award of this contract, based upon the two individual manufacturers. The end result will be similar to two separate contracts - one for each manufacturer's products. However there could possibly be more than one contractor awarded by product category, based upon regionalized service, etc.

2 PACKAGING

A. Specifications: Unless otherwise specified, goods are to be packaged in cartons meeting federal specifications.

B. Labeling: Individual shipping cartons shall be labeled with the name of the ordering agency, order number, contract number, contractor, state stock numbers, and where applicable, date of manufacture, batch number, storage requirements, conditions, and recommended shelf life. Bidders are encouraged to offer product packaging with recycled content.

3 INSURANCE

A. General Requirements: Contractor shall, at their own expense, obtain and keep in force insurance as follows until completion of the contract. Within fifteen (15) calendar days of receipt of notice of award, the Contractor shall furnish evidence in the form of a Certificate of Insurance satisfactory to the state that insurance, in the following kinds and minimum amounts has been secured. Failure to provide proof of insurance, as required, will result in contract cancellation.

Contractor shall include all subcontractors as insureds under all required insurance policies, or shall furnish separate Certificates of Insurance and endorsements for each subcontractor. Subcontractor(s) must comply fully with all insurance requirements stated herein. Failure of subcontractor(s) to comply with insurance requirements does not limit Contractor’s liability or responsibility.

All insurance provided in compliance with this contract shall be primary as to any other insurance or self-insurance programs afforded to or maintained by State.

B. Specific Requirements:

1. Employers Liability (Stop Gap): The Contractor will at all times comply with all applicable workers’ compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable and will maintain Employers Liability insurance with a limit of no less than $1,000,000.00. The state will not be held responsible in any way for claims filed by the Contractor or their employees for services performed under the terms of this contract.

2. Commercial General Liability Insurance: The Contractor shall at all times during the term of this contract, carry and maintain commercial general liability insurance and if necessary, commercial umbrella insurance for bodily injury and property damage arising out of services provided under this contract. This insurance shall cover such claims as may be caused by any act, omission, or negligence of the Contractor or its officers, agents, representatives, assigns, or servants.

The insurance shall also cover bodily injury, including disease, illness, and death and property damage arising out of the Contractor’s premises/operations, independent contractors, products/completed operations, personal injury and advertising injury, and contractual liability (including the tort liability of another assumed in a business contract), and contain separation of insureds (cross liability) conditions.

Contractor waives all rights against the State for the recovery of damages to the extent they are covered by general liability or umbrella insurance.

The limits of liability insurance shall not be less than as follows:

|General Aggregate Limits (other than products-completed operations) |$2,000,000 |

|Products-Completed Operations Aggregate |$2,000,000 |

|Personal and Advertising Injury Aggregate |$1,000,000 |

|Each Occurrence (applies to all of the above) |$1,000,000 |

|Fire Damage Limit (per occurrence) |$ 50,000 |

|Medical Expense Limit (any one person) |$ 5,000 |

3. Business Auto Policy (BAP): In the event that services delivered pursuant to this contract involve the use of vehicles, or the transportation of clients, automobile liability insurance shall be required. The coverage provided shall protect against claims for bodily injury, including illness, disease and death; and property damage caused by an occurrence arising out of or in consequence of the performance of this service by the Contractor, subcontractor, or anyone employed by either.

Contractor shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a combined single limit not less than $1,000,000 per occurrence. The business auto liability shall include Hired and Non-Owned coverage.

Contractor waives all rights against the State for the recovery of damages to the extent they are covered by business auto liability or commercial umbrella liability insurance.

4. Additional Provisions: Above insurance policies shall include the following provisions:

a. Additional Insured: The State of Washington and all authorized contract users shall be named as an additional insured on all general liability, umbrella, excess, and property insurance policies. All policies shall be primary over any other valid and collectable insurance.

Notice of policy(ies) cancellation/non-renewal: For insurers subject to RCW 48.18 (Admitted and regulated by the Washington State Insurance Commissioner) a written notice shall be given to the State forty-five (45) calendar days prior to cancellation or any material change to the policy(ies) as it relates to this contract.

For insurers subject to RCW 48.15 (Surplus Lines) a written notice shall be given to the State twenty (20) calendar days prior to cancellation or any material change to the policy(ies) as it relates to this contract.

If cancellation on any policy is due to non-payment of premium, the State shall be given a written notice ten (10) calendar days prior to cancellation.

b. Identification: Policy(ies) and Certificates of Insurance must reference the state’s bid/contract number.

c. Insurance Carrier Rating: The insurance required above shall be issued by an insurance company authorized to do business within the State of Washington. Insurance is to be placed with a carrier that has a rating of A- Class VII or better in the most recently published edition of Best’s Reports. Any exception must be reviewed and approved by General Administration’s Risk Manager, or the Risk Manager for the State of Washington, by submitting a copy of the contract and evidence of insurance before contract commencement. If an insurer is not admitted, all insurance policies and procedures for issuing the insurance policies must comply with Chapter 48.15 RCW and 284-15 WAC.

d. Excess Coverage: The limits of all insurance required to be provided by the Contractor shall be no less than the minimum amounts specified. However, coverage in the amounts of these minimum limits shall not be construed to relieve the Contractor from liability in excess of such limits.

4 REPAIR FACILITIES

Bidder shall provide a list of authorized factory repair facilities, which will honor the warranty of items on contract. The list will include the facility (ies) name, address, telephone number, and contact person. Evidence showing qualification of each facility to perform maintenance must be included as follows:

1. Names of factory trained personnel at each facility.

2. Nature and extent of factory authorized training received and years of qualifying service on the equipment.

Bids that are submitted from manufacturers that require service through dealer outlets must include a letter signed by each dealer certifying full understanding and compliance with bid and servicing requirements.

5 PRICING AND ADJUSTMENTS

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

All discounts shall include the costs of bid preparation, servicing of accounts and all contractual requirements.

During contract period, discounts shall remain firm and fixed for at least 180 calendar days

After effective date of contract.

Adjustments in pricing will be at the discretion of the procurement officer and shall:

a. be a result of increases at the manufacturer's level, incurred after contract commencement date, and after the initial 180 day firm and fixed pricing indicated above

b. not produce a higher profit margin than that on the original contract

c. clearly identify the items impacted by the increase

d. be filed with procurement officer a minimum of forty five calendar days before the effective date of the proposed increase

e. be accompanied by documentation acceptable to the procurement officer sufficient to warrant the increase

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.

During the term of the contract, should the contractors enter into pricing agreements with other customers providing greater benefits or 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.

6 RESTOCKING PROVISION

Within five (5) working days after receipt of an item, purchaser may return any item, provided:

a. the item is new, and

b. the item is in unused condition, and

c. the item is returned in original packaging material with the return freight prepaid by purchaser

A restocking charge equal to fifty percent of the net purchase price may be added by the contractor when the above conditions are met. However, if an error was caused by the contractor, there will be no restocking charge.

7 ORDER CANCELLATION

Purchaser may cancel orders without penalty within two weeks after date order was sent to contractor (general delivery items only).After two weeks, contractor may impose penalties as follows:

a. no changes or cancellation permitted two (2) weeks prior to shipment week

b. Ten percent penalty/charge for changes or cancellations three (3) weeks prior to shipment week. Five percent penalty/charge for changes or cancellations four (4) weeks prior to shipment week

c. Zero penalty/charge for changes or cancellations five (5) weeks prior to shipment week

"Shipment week" on order acknowledgement to prevail. Penalty/charge shall be computed on net contract pricing.

8 PAYMENT TERMS

Since a single field order or purchase order may contain different delivery schedules, payment shall be made after receipt of product and the receipt of an acceptable invoice from the contractor on each completed line item. If such payments are not feasible, then separate orders shall be issued for each delivery schedule option to permit timely payment of delivered merchandise.

When there are damaged items or there are other factors making replacement of items necessary, payment shall be made on all undamaged goods received and invoiced for without regard to the resolution of the item(s) in question. Payment for items in question it to be processed upon the satisfactory resolution of the problem and receipt of invoice.

9 MATERIALS AND WORKMANSHIP

The Contractor shall be required to furnish all materials, equipment and/or services necessary to perform contractual requirements. Materials and workmanship in the construction of equipment for this contract shall conform to all codes, regulations and requirements for such equipment, specifications contained herein, and the normal uses for which intended. Materials shall be manufactured in accordance with the best commercial practices and standards for this type of equipment.

10 WARRANTY(IES)

Items delivered under this contract will be accompanied by a copy of the warranty. Warranties shall be a minimum of those provided by the specific manufacturers, which are identified in their current price lists.

11 CONTRACTOR PERFORMANCE

A. 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.

B. Liquidated Damages: The state has an immediate requirement for the materials, equipment or services specified herein. Bidders are urged to give careful consideration to the state’s requirements and to the manufacturer’s production capabilities when establishing a delivery date(s).

1. Liquidated damages will be assessed in the amount of actual damages incurred by the state as a result of Contractor’s failure to perform herein.

C. Cost of Remedying Defects: All defects, indirect and consequential costs of correcting, removing or replacing any or all of the defective materials or equipment will be charged against the Contractor.

12 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.

13 PROPRIETARY DATA

Any document(s) or information which the bidder believes is exempt from public disclosure under The Public Disclosure Act (RCW 42.17.310), or under The Uniform Trade Secrets Act (RCW 19.108.010) shall be clearly identified by bidder and placed in a separate envelope marked with bid number, bidder’s name, and the words “Proprietary Data” along with a statement of the basis for such claim of exemption. The state’s sole responsibility shall be limited to maintaining the above data in a secure area and to notify bidder of any request(s) for disclosure within a period of five (5) years from date of award. Failure to so label such materials or failure to provide a timely response after notice of request for public disclosure has been given shall be deemed a waiver by the bidder of any claim that such materials are, in fact, so exempt.

14 CATALOGS AND PRICE SHEETS

Bidder shall furnish with their bid all necessary catalogs and latest dated published manufacturer’s price lists. Failure to do so may cause bid to be rejected, or contractor to be in default of performance requirements.

15 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.

16 OSHA AND WISHA REQUIREMENTS

Contractor agrees to comply with conditions of the Federal Occupational Safety and Health Acts of 1970 (OSHA), as may be amended, and, if it has a workplace within the State of Washington, the Washington Industrial Safety and Health Act of 1973 (WISHA), as may be amended, and the standards and regulations issued thereunder and certifies that all items furnished and purchased under this order will conform to and comply with said standards and regulations. Contractor further agrees to indemnify and hold harmless purchaser from all damages assessed against purchaser as a result of Contractor’s failure to comply with the acts and standards thereunder and for the failure of the items furnished under this order to so comply.

17 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 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.

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

18 PURCHASES BY NONPROFIT CORPORATIONS

Recently enacted 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. Contractor may not change contracted payment terms for nonprofit orders.

19 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.

20 CONTRACTOR’S REPRESENTATIVE

A. Designation: Bidder shall provide name, address, and phone number of contractor(s) representative as required in bid documents.

B. Responsibility: Contractor’s representative shall function as the primary point of contact, shall ensure supervision and coordination and shall take corrective action as necessary to meet contractual requirements.

C. Availability: Contractor’s representative, or designee, shall be available at all times during normal working hours throughout the term of the contract.

21 MINIMUM ORDER

Bidders are encouraged to offer quantity price breaks to allow more advantageous pricing for larger order quantities. However, the minimum order shall not exceed one each. Failure to meet this requirement may be cause to reject bid as being non responsive to the state's requirements.

22 SHIPPING LOCATIONS

For the most part, authorized contract users have various locations where goods are to be shipped, therefore the successful contractor should anticipate/will be required to ship to any location throughout the state upon request at no additional cost.

23 SHIPPING INSTRUCTIONS

Loading Dock Deliveries: all goods are to be removed from the delivery vehicle by the driver and placed on the loading dock, unless inside delivery has been requested. Under no circumstances are customer personnel to assist driver in unloading vehicle, otherwise the customer will be liable for damage or customer personnel's safety, resulting from assisting driver to unload. If driver refuses to unload, shipment will be rejected at the contractor's expense.

If no loading dock is available or if loading dock is not of adequate size to handle shipment, the customer must identify on the order in writing that no loading dock is available. In the absence of appropriate notification, however, the purchaser may be charged inside delivery charge. All goods are to be removed from the delivery vehicle by the driver and placed at the nearest safe approach, which is defined as inside the doors of the building or lobby. In no event are shipments to be left outside of the building. This is not considered inside delivery, therefore no additional charges shall be applied to this type of delivery.

Inside Deliveries: the successful contractors will be required to provide inside delivery as requested on an "as needed" basis by the contract users, at an additional cost (as identified in Section V). Inside delivery is defined as the person(s) delivering the goods shall deliver the items to exact location requested whether it may be on the first floor or the tenth floor, etc. Any orders requiring this service shall be clearly documented to so indicate.

24 INSTALLATION

As an optional service to the customer, the successful contractors shall provide delivery and installation. Installation shall not included electrical power connections which require a licensed electrician to perform the work and will be subject to prevailing wage rates. However, the customer shall have the option to hire a separate contractor to do the electrical connections or may request the successful contractor to do the work and pass the charge through to the customer as a separate line item on the invoice.

Installation shall be performed in a professional manner. The premises shall be left in clean condition. The state reserves the right to require contractor to repair all damages or provide full compensation as determined by the state.

The customer also reserves the right to install items with their own personnel or other third party(ies). The successful contractor shall provide detailed installation instructions. Improper installation by others shall void the manufacturer's warranty.

This service is considered a convenience use for the contract users.

25 INTERNAL OFFICE MOVES

As an option to the customer, the contractor shall provide internal office moves involving the disassembly, moving and re-assembly of new and used panel systems furniture at an additional cost to the purchaser (as identified in Section V, Price Sheets). This service is considered a convenience use for the contract users. This service may also be made available on other furniture contracts as convenience use. Prevailing wage requirements pertain to internal office moves.

26 CAD

As an option to the customer, the successful contractors shall provide professional design and space planning at an hourly rate identified in Section V, Price Sheets. Upon customer's request, the contractor shall provide a cost estimate for each project. If the contractor does the CAD drawings for the customer, the contractor will be responsible for overages, underages and any mistakes resulting from orders based on CAD drawing.

27 WAREHOUSING

As an option to the customer, warehousing shall be provided at an additional cost (reference Section V, Price Sheets). This service is considered a convenience use for the contract users.

28 TRAINING

The contractors shall provide panel systems maintenance and care instructions upon request.

29 ACKNOWLEDGEMENTS

The contractors shall provide order acknowledgments within ten calendar days of receipt of order. Order acknowledgments shall be sent to the customer's bill to address, unless otherwise specified by the customer. The acknowledgment shall include the field/purchase order number, ship to address, items ordered, contract pricing and ship date.

30 NOTIFICATION

The contractors shall provide notification of delivery at least five calendar days prior to delivery, unless otherwise specified by the customer.

31 BID EVALUATION / AWARD

The state reserves the right to make multiple contractor awards to meet compatibility requirements. The decision to make multiple awards per product category will be based on the bidder's ability to provide sufficient service throughout the state and considering the award options that would be in the best interest of the state.

In the event that two or more bidders bid the same manufacturer, the following award factors will apply:

1. Greater percentage discount off price list (quantity discount levels averaged)

2. Prompt payment discount, if offered

3. If there is a tie after the first two factors have been considered, the years experience/association with the manufacturer will be considered

(This is simply a reminder to address this topic if you plan on basing award on something more complex than simple low bid.)

32

The Bidder, if other than the manufacturer, shall provide a current, dated, and signed authorization from the manufacturer that the bidder is an authorized distributor, dealer or service representative and is authorized to sell the manufacturer's products. Failure to comply with this requirement may result in bid rejection.

33 VOLUNTARY MWBE GOALS

Voluntary numerical MWBE participation goals have been established for this bid.

Minority Business Enterprises: (MBE’s): 10% and Woman’s Business Enterprises (WBE’s): 8%

These goals are voluntary, but achievement of the goals is encouraged. However, unless required by federal statutes, regulations, grants, or contract terms referenced in the contract documents, no preference will be included in the evaluation of bids/proposals, no minimum level of MWBE participation shall be required as a condition for receiving an award or completion of the contract work, and bids/proposals will not be rejected or considered non-responsive if they do not include MWBE participation. Bidders may contact OMWBE at 360-753-9693 to obtain information on certified firms for potential subcontracting arrangements.

34 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.

BID SUBMITTALS

This is where you put all the information the bidder must complete and submit with their bid. Include lists or descriptions of those items they must submit. Include a price schedule and the offer and award page. Do not include samples of reports bidders do not need to submit with their bids.

1 BID INFORMATION

Bidder shall complete the following:

1. Shipping Location: Free On Board (FOB) destination, freight prepaid and included in price bid.

2. Prompt Payment Discount % 30 days. Please indicate prompt payment discounts offered for payment in less than thirty days: ___%___days

3. Purchasing (Credit) Cards accepted Yes ______________ No ______________

(Washington State Purchasing card is VISA)

If yes, please list major brands below:

| | | |

| | | |

| | | |

Payment discount for transactions involving card use: __________% Discount.

1.

A. 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).

B. 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)

C. Bidder agrees to sell the goods and services on this contract to political subdivisions and nonprofit organizations which are members of the State of Oregon Cooperative Purchasing Program (DASCPP/ORCPP ): Yes____ No____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by these members)

2. Authorized Representative:

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

|Name: | |Name: | |

|Telephone: | |Telephone: | |

|Fax: | |Fax: | |

|Email: | |Email: | |

|Customer Service/Order Placement |

|Name | |

|Telephone: | |

|Fax: | |

3. Lead-time: Materials, equipment or services will be delivered within calendar days after receipt of order (ARO).

4. Addresses:

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

| | | | | |

| | | | | |

| | | | | |

5. Federal Tax Identification Number:

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

2 PRICE SHEET

You may use this template for your pricing or use your own template. This is here for your convenience.

Manufacturer's Product Bid:_____________________________________

Date of current mfg. Published price list:___________________________

Discount offered from above price list: _____% for orders less than $2,000 (net price)

_____% for orders between $2001and $5000 (net price)

_____% for orders between $5001 and $10,000 (net price)

_____% for orders over $10,000 (net price)

*Optional Services:

Installation: Standard Hours Non Standard Hours

(7:00 am - 6:00 pm) (6:01 pm - 6:59 am and holidays)

Western Washington _____% _____%

Eastern Washington _____% _____%

Inside Delivery: _____% _____%

(percentages shall be based from net cost of applicable product)

CAD: $______/hour

Internal Office Moves: $______/hour

(disassembly, move within same building and reassembly)

Warehousing: $______/SF per month (prorated)

*since we are unable to capture purchase volume of optional services, they will not be a major factor in the evaluation/award process. However, any significant differences may affect the outcome of close/tie bids.

3 SUPPLEMENTAL INFORMATION

Bidders shall complete the following required information. Where additional space is needed and/or where specifically requested, submit an attached letter.

Identify any subcontractors who will perform services in fulfillment of contract requirements and the nature of services to be performed:

Identify number of years experience/association with the manufacturer, if bidder is other than manufacturer, or if dealers will servicing the contract:

Dealer Name Years experience/association

6 REFERENCES

Names of references for which contracts were/are held in the furnishing of bid commodity

References:

|1. |Company Name: | |

| |Address: | |

| |Contact Person: | |

| |Telephone: | |

|2. |Company Name: | |

| |Address: | |

| |Contact Person: | |

| |Telephone: | |

|3. |Company Name: | |

| |Address: | |

| |Contact Person: | |

| |Telephone: | |

7 SALES/SERVICE AND SUBCONTRACTOR REPORT

For each contract held, you have agreed to fill out a quarterly sales and MWBE report, providing the information requested below. Reports are due thirty (30) days after the end of the calendar quarter, i.e., April 30th, July 31st, October 31st and January 31st. This report may be obtained electronically at our website and click Sales and Subcontractor Report. You may submit this form via fax at (360) 586-4944, email pcamail@ga., or mail to Office of State Procurement PO BOX 41017 Olympia WA 98504-1017.

| |

SECTION A (Sales by contractor)

|Contract No: | | |Contractor Name: | |

|Contract Title: | | |Vendor Registration No.: | |

|Procurement Officer: | | |Contact Person: | |

| |See | | | |

|Reporting Year: |2001 |2002 |2003 |2004 | |Phone: | |

| |(Please circle one) | |Fax: | |

|Reporting Period: |Qtr 1 |Qtr 2 |Qtr 3 |Qtr 4 | |Email: | |

|(Should agree with the total sales reported in Sections B & C) TOTAL SALES THIS QUARTER: |$ | |

|Check here if sales equal zero this quarter: | |

| |

SECTION B (Subcontracts)

Please provide breakdown of amounts paid to subcontractors below (if applicable).

|Subcontractor | |OMWBE Certification # (when | |$ | |Subcontractor | |

|name: | |applicable) | | | |Signature: | |

|Subcontractor | |OMWBE Certification # (when | |$ | |Subcontractor | |

|name: | |applicable) | | | |Signature: | |

|Subcontractor | |OMWBE Certification # (when | |$ | |Subcontractor | |

|name: | |applicable) | | | |Signature: | |

|Contractor: | |$ | |Contractor | |

| | | | |Signature: | |

|(Should equal total sales reported in Sections A ) TOTAL SALES THIS QUARTER: |$ | | | |

| |

SECTION C

Distribution of total sales or services by purchaser. Please list all revenue collected (before taxes if possible) for each of the following agencies for the reporting period indicated above. The State Procurement Officer may require additional contract usage information. Purchasers with reporting requirements are identified as:

• State Agencies (this list is attached)

• Political Subdivisions – Report a combined total sales for all public agencies of the State of Washington (cities, counties, school districts, fire districts, etc.); (for a complete list check our website at )

• Non-Profit Corporations with 501c3 tax status/receiving local, state or federal funds either directly or through a political subdivision - Report a combined total for all non-profits; (for a complete list check our website at )

• Oregon and Other States – Report a combined total for all jurisdictions. (for a complete list check our website at )

Oregon and Other States – Report a combined total for all jurisdictions. (for a complete list check our website at )

8 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 6/17/02

STANDARD INSTRUCTIONS FOR BIDDERS revised 7/8/02

STANDARD TERMS AND CONDITIONS revised 12/10/02

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) |

| | | |

|(Address) | |(Title) |

| | | |

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

| | | |

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

| | | |

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 .

Authorized Signatures

| | | | | | | |

|Connie Stacy, (interim) State Procurement Officer | |(Date) | |(Purchasing Manager) | |(Date) |

CHECK LIST

List the actions a bidder must take to be considered responsive including forms they must have completed. Be sure to list anything bidders must include with their bids that is not already attached to the IFB.

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

|Bid Submittals to be returned with bid: |Completed |

|Bid submittal entitled: Offer and Award | |

|Bid submittal entitled: Bid Information | |

|Bid submittal entitled: Price Sheets | |

|Bid submittal entitled: Supplemental Information | |

|Bid submittal entitled: References |__________________ |

|Dealer's Authorization, if applicable | |

|Dated catalogs and price lists | |

|Bid submittals to be returned after award: | |

|The following documents need not be returned with bid submission. However, contractor will be required to submit such | |

|documents at a later date as required by contract terms or as requested by the Procurement Officer. | |

|Certificate of Insurance | |

|Bid submittal entitled: Sales and Subcontractor Report | |

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