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 http://www.ga.wa.gov INVITATION FOR BID (IFB) Paint and Related Products Contract Number Prebid Meeting Date & Time Bid/Proposal Opening Date & Time 15504 December 14, 2004– 10:00 AM January 21, 2005- 2:00 PM. BIDS MUST BE RECEIVED& STAMPED ON OR BEFORE THE OPENING DATE & TIME AT THIS LOCATION: 210 11 TH AVE SW, RM. 201, GENERAL ADMINISTRATION BUILDING OLYMPIA WA 98504-1017 Stephen Gove State Procurement Officer Phone (360) 902-7425 Fax (360) 586-2426 E-mail: [email protected]Instructions to Bidders Any questions concerning this IFB are to be directed to State Procurement Officer Stephen Gove. Bidders shall mail or hand-deliver one signed original bid. Additionally, the state requests the submission of one electronic copy (3.5” floppy disk or CD) of the bidder’s response for administrative purposes. (Note: If the hard copy response does not correlate with the electronic copy then the hard copy will prevail). Bidders will be responsible for actual delivery of the bid to the address shown below before the deadline. Any bids received after the deadline will be returned unopened. All responses to be addressed as follows: Paint & Related Products IFB #15504 Attention: Stephen Gove General Administration Building Washington State Department of General Administration Office of State Procurement, PO Box 41017, Olympia, WA 98504-1017 The State of Washington is an equal opportunity employer. To request this information in alternative formats call (360) 902-7400, or TDD (360) 664-3799. REV 2003-05-15
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State of WashingtonDEPARTMENT OF GENERAL ADMINISTRATION
Office of State ProcurementRm. 201 General Administration Building, P.O. Box 41017 Olympia, Washington 98504-1017 (360) 902-7400
http://www.ga.wa.gov
INVITATION FOR BID (IFB) Paint and Related Products
Contract Number Prebid Meeting Date & Time Bid/Proposal Opening Date & Time15504 December 14, 2004– 10:00 AM January 21, 2005- 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
Any questions concerning this IFB are to be directed to State Procurement Officer Stephen Gove. Bidders shall mail or hand-deliver one signed original bid. Additionally, the state requests the submission of one electronic copy (3.5” floppy disk or CD) of the bidder’s response for administrative purposes. (Note: If the hard copy response does not correlate with the electronic copy then the hard copy will prevail). Bidders will be responsible for actual delivery of the bid to the address shown below before the deadline. Any bids received after the deadline will be returned unopened. All responses to be addressed as follows:
Paint & Related ProductsIFB #15504Attention: Stephen GoveGeneral Administration BuildingOffice of State Procurement, Room 201210 11th Avenue S WOlympia, WA 98504 1017
Bids must be sealed to provide confidentiality of the information prior to the bid opening date and time. Additionally, the bid must contain the signature of a duly authorized officer or agent of the Bidder’s company empowered with the right to bind the bidder. Faxed bids will be rejected.
For a site map to the Capitol Campus, click http://access.wa.gov/government/images/campus_map.jpg. Driving directions and parking information http://www.leg.wa.gov/common/maps/parking.htm
Washington State Department of General Administration Office of State Procurement, PO Box 41017, Olympia, WA 98504-1017
The State of Washington is an equal opportunity employer. To request this information in alternative formats call (360) 902-7400, or TDD (360) 664-3799.REV 2003-05-15
2.1 AUTHORIZATION SUPPLIER OF PAINT AND RELATED ITEMS.......................................................52.2 SALES & WAREHOUSING REQUIREMENTS...............................................................................52.3 SERVICE EXPECTATIONS.............................................................................................................. 52.4 ORDER FULFILLMENT REQUIREMENTS....................................................................................6
5.1 RETENTION OF RECORDS............................................................................................................ 185.2 REPORTS......................................................................................................................................... 18
6 SPECIAL TERMS AND CONDITIONS............................................................................................................................. 18
1 ANNOUNCEMENT AND SPECIAL INFORMATIONBidders are required to read and understand all information contained within this entire bid/proposal package. The Competitive Procurement Standards, which are referred to in this bid package are not automatically printed or sent out with this IFB/RFP. By responding to this IFB/RFP the bidder agrees to read and understand these documents. These documents are available on our website at http://www.ga.wa.gov/pca/cps.htm.
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 Featuring products made or grown in Washington
1.1 PUBLIC DISCLOSUREBid 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.
1.2 PREBID CONFERENCEAn 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. For additional information, please contact the State Procurement Officer.
Pre Bid Date: December 14, 2004Pre Bid Time: 10:00AMPre Bid Location:
Office of State Procurement210 11th AVE SW GA Building Room 201Corner of 11th and ColumbiaOlympia Washington 98504-1017
Map: http://www.leg.wa.gov/common/maps/parking.htmNote: 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 (SPO) identified on the face page of this document.
1.3 SCOPE
1.3.1 The purpose of this IFB is to establish mandatory contracts for the as needed purchase of Paint and Related Products. The State is seeking to provide these items for customers in the most efficient and economical means possible. We estimate that purchases over the initial two-year term of the contract will approximate $1,000,000.00. Previous contract usage is estimated at $1,000,000.00 per year. The State does not guarantee any minimum purchase. Orders will be placed on an as needed basis.This IFB intends to solicit responses from potential vendors to provide interior and exterior paints and other paint related items. This will include, but not be limited to, paint and other organic coating materials such as fillers, primers, sealers, emulsions, enamels and other materials whether used as prime, intermediate or finish coats. Also included in this solicitation are thinners and solvents and application materials including, but not limited to, brushes, rollers, and related hardware and accessories and supplies.
Vendors responding to this proposal must submit manufacturer(s) catalog(s) or specialty catalog(s) and price lists(s) for any of the classifications identified in 3.3 Specifications.
1.4 TERM OF CONTRACTUpon the date of award, the initial contract term shall be active for a period of 24 months.
1.5 CONTRACT EXTENSIONSThe state reserves the right to extend this contract for additional contract terms or portions thereof. Contract extensions shall be subject to mutual agreement. Total contract period (with extensions) shall not exceed six (6) years.
1.6 ESTIMATED USAGE The state estimates that purchases over the initial two-year term of the contract will approximate $1,000,000. Estimates are based upon past usage. The State does not guarantee any minimum purchase.
1.7 PURCHASERSThe primary purchasers will be Washington State Agencies, higher education, political subdivisions and to a lesser degree other cooperative (WSPC) members. Contractor(s) shall not process contract orders from unauthorized purchasers. A list of WSPC members can be found via the web at: www.ga.wa.gov/pca/cooplist.htm
While use of the contract by members of the WSPC and DASCPP/ORCPP is optional, the state encourages their use and 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 the State of Oregon, WSPC or DASCPP/ORCPP members.
1.8 PURCHASES BY NONPROFIT CORPORATIONSLegislation 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. Those 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.
1.9 BIDDER COMPLIANCEThe 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.
Invitation for Bid #155041.10 ADDITIONAL ITEMS ADDED TO THE CONTRACT
During the term of this contract, with mutual agreement with the Contractor, the state may add related products or manufacturers to this contract provided Contractor maintains the same pricing structure/profit margin as was established on the original contract. These additional products shall not significantly impact the volume or scope of the contract and will be in response to customer requests.
2 BIDDER REQUIREMENTS
2.1 AUTHORIZATION SUPPLIER OF PAINT AND RELATED ITEMS Bidder must be regularly engaged in the supply of paint and paint related products and be an authorized reseller of the products/manufacturers bid. The state may require a bidder to provide proof of reseller authorization. Acceptable proof of authorization may include (but is not limited to) the submission of a letter from the manufacturer/supplier indicating that the bidder is authorized to sell the goods bid.
2.2 SALES & WAREHOUSING REQUIREMENTS Prior to bid opening, it is understood that the bidder’s Sales/Warehouse outlet(s) will:
a) Be fully operational and capable of servicing contract purchasers. b) Be open during normal working hours (Monday through Friday from 8 AM to 5 PM)
and have an adequate number of qualified employees to assist contract purchasers by phone or in person.
NOTE: The State reserves the right to inspect all proposed outlets prior to the award to determine whether or not the bidder meets these requirements.
2.3 SERVICE EXPECTATIONS Upon award, the state expects the successful bidder to:
a) Review the impact of this award and take the necessary steps to ensure adequate coverage and contract compliance.
b) Assist purchasers in making the most cost effective purchases offering the greatest value.
c) Work with purchasers to establish a program for disposal of used paint containers, unused supplies or obsolete paint.
d) At the request of the purchaser, provide site visits (by a qualified sales representative) at a mutually agreed date and time so as to assist in developing the most appropriate bill of materials and price quote.
e) Promote and market the use of this contract to all eligible contract purchasers.f) Provide electronic notification to the state procurement officer of upcoming
manufacturer sponsored events related to new technology, product introductions, training seminars, mobile product demonstrations, etc.
g) Take necessary action to ensure that authorized purchasers will always receive contract pricing that conforms to contract terms. Furthermore, upon request, provide purchasers with price verification documentation to include the paint or related items manufacturer’s price schedule which correlates to the date of the order.
Bidder’s Company Name
5
Invitation for Bid #15504
2.4 ORDER FULFILLMENT REQUIREMENTS There will be no minimum order amount. Contract purchasers may place orders against this contract either in person, electronically, fax or by phone. Once an order is issued, the following shall apply: a) All orders purchased against this contract shall be FOB destination freight prepaid and
charged. No COD deliveries will be accepted.b) Orders designated as Will Call, by the customer are to be FOB origin, regardless of the
dollar amount of the order.c) The contractor will make every effort to ensure the expeditious delivery of all contract
orders. Failure to fulfill quoted delivery schedules may subject the contractor to liquidated damages. Furthermore, a pattern of prolonged delivery delays may be cause for contract termination.
d) The contractor shall provide a “Customer Service” representative who will be responsible for resolving contract performance issues (examples might include but are not limited to order fulfillment delays, receipt of damaged goods, product returns, etc.)
e) Unless special delivery requirements have been pre-arranged and communicated, deliveries are to be off-loaded at purchasers receiving dock or designated job site during the normal work hours (Monday through Friday from 8 AM to 5 PM). The contractor is responsible for coordinating with customers and carrier(s) the delivery schedule, shipping instructions and location delivery details. If it is determined that order fulfillment could potentially exceed the typical order fulfillment lead time, the contractor shall advise the purchaser within 24 hours following receipt of the order. In such cases, the state reserves the right to purchase elsewhere (without being liable for cancellation/restocking fees) should the anticipated delivery lead-time adversely affect project scheduling.
f) Product damaged as a result of contractor negligence will either be replaced (and expedited at contractor’s expense) or if the customer prefers, be noted on the receiving report and deducted from final payment. Additionally, the contractor will be responsible for shipping costs and arranging for pick-up of any defective returns, and arranging for a Call Tag to insure freight is charged to Contractor for defective returns, within ten (10) business days.
g) Should an order include a specialty item(s), the contractor’s or manufacturer’s restocking fees concerning the specialty item(s) shall be communicated and approved by customer upon receipt of the purchase order.
h) All costs for packaging/containers shall be borne by the contractor. All products shall conform to the provisions set forth in the federal, county, state and city laws for their product, handling, processing and labeling. Packages shall be so constructed to ensure safe transportation to point of delivery.
Bidder’s Company Name
6
Invitation for Bid #15504CHECK LISTBidders are to complete and submit a printed and electronic copy of the IFB. The following checklist is provided for bidder's convenience only and identifies the information that is to be included in the bidder’s response packet. Any bid packages received without these materials may be deemed non-responsive.
(To check the checkbox field in Microsoft Word, double click box and select the “checked” field)
3.1 - Offer and Award (signed in ink)
3.2 - Bid Information
3.3 - Bidder Contact Information
3.4 - Specifications
3.4 - Price Sheets
3.5 - Supplemental Information
Catalogs & Price Sheets
Dealer Authorization
3.6 - Recycled Procurement Education Strategy
Other – County/Region Support
Bidder’s Company Name
7
Invitation for Bid #15504
3 Bid Submittals
3.1 OFFER AND AWARDBidders 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 http://www.ga.wa.gov/pca/cps.htm. 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 06/02/03STANDARD INSTRUCTIONS FOR BIDDERS revised 06/02/03STANDARD 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.
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 .
1. 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).
2. 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.
4. Lead-time: Materials, equipment or services will be delivered within calendar days after receipt of order (ARO).
5. Addresses:Orders to be sent to: Billing will be from: Payment to be sent to:
6. Federal Tax Identification Number:
Bidder’s Company Name
9
Invitation for Bid #155047. Firms bidding from California only: Is your firm currently certified as a small business under
California Code, Title 2, Section 1896.12? Yes No .
1. Bidder agrees to sell the goods on this contract to Political Subdivisions and Nonprofit organizations who are members of the State of Washington Purchasing Cooperative (WSPC).
Yes No
9. Bidder agrees to sell the goods on this contract to State of Oregon political subdivisions and nonprofit organizations who are members of the State of Oregon Cooperative Purchasing Program (DASCPP/OSCPP):
Yes No
Bidder’s Company Name
10
Invitation for Bid #15504
3.3 SPECIFICATIONS
Description Check If As Specified
Describe Fully If Not As Specified
See Standard Terms & Conditions III.26 Quality Standards
1. All products offered must meet applicable Federal Specifications.2. All products offered must meet applicable American Society for Testing and Materials Specifications3. Each product offered and furnished is a standard high quality product that meets or exceeds the referenced documents shown on the Paint Specification sheet4. Paint meets or exceeds EPA standards for Volatile Organic Compounds (VOC) per Test Method for Measuring Total VOC content for consumer products, Method 24 (For Surface Coatings). (See allowable VOC levels below).5. Paints must not contain metals and toxic substances including: antilony, cadmium, hexavalent chromium, lead and mercury; and other chemicals including: formaldehyde, toluene, acrolein, naphthalene, acrylonitrile, isophorone, phthalate esters, benzene and ethylbenzene, methyl ethyl keytone, vinyl chloride, butyl benzyl phthalate, methyl isobutyl keytone, 1,1,1-trichloroethane, 1,2-dichlorobenzene and methylene chloride.6. All products offered meet the PDCA/MPI Architectural Painting Specification Manual7. All paints and coatings must conform to Consumer Products Safety Commissions Regulations, 165 CFE 1303, which requires that the lead content, by weight of dried film be no more than 0.06%.
Bidder’s Company Name
11
Invitation for Bid #155048. Latest revisions of the following documents shall apply. All products offered in this proposal must meet the applicable Federal Specifications and the American Society for Testing and Materials Specifications.
ASTM D16-Terminology for Paint, Related Coatings, Materials and Applications
ASTM D3730-03-Standard Guide for Testing High Performance Interior Architectural Wall Coatings
ASTM D5146-03-Standard Guide to Testing Solvent-Borne Architectural Coatings
ASTM D5324-03- Standard Guide for Testing Water-Borne Architectural Coatings
Architectural Painting Specifications manual – Master Painters Institute (MPI) including identifiers, evaluation, systems and preparation.9. For interior finishes, the proposal must be based on the standard white of the product line offered10. Colored paints must be brand mates of the standard white of the line11. Manufacturer’s standard label must be affixed by the manufacturer to each container12. Manufacturer, trade name or brand, catalog number, type, color, analysis of the contents and complete directions for use must be printed on the label13. Composition statements: Composition must be shown in percentage by weight on preprinted labels and/or technical data sheets14. Material Safety Data Sheet(s) (MSDS) are to be provided with each shipment of paint and paint related products15. Recycling of used paint containers, unused paint and/or obsolete paint products.
Bidder’s Company Name
12
Invitation for Bid #15504
Applicable Paint Documents The State may perform appropriate test methods at any time and as often as it deems necessary to determine the following:Quantitative materials analysis; Abrasion resistance; Apparent reflectivity; Flexibility; Wash resistance; Absorption; Accelerated weathering; Dry opacity; Accelerated yellowing; Recoating; Color retention; Alkali and mildew resistance.Test methods may include, but are not limited to, the following:
ASTM D523 – Test method for Specular Gloss ASTM D1296 – Test Method for Odor of Volatile Solvents and Diluents ASTM D2369 – Test Method for Volatile Content of Coatings ASTM D2486 - Test Method for Scrub Resistance of Wall Paints ASTM D2794 – Test Method for Resistance of Organic Coatings to Effects of Rapid Deformation
(Impact) ASTM D3359 – Test Methods for Measuring Adhesion by Tape Test ASTM D3450 – Test Method for Washability Properties of Interior Architectural Coatings ASTM D3960 – Practice for Determining Volatile Organic Compound (VOC) Content of Paint
Coatings ASTM D4213 – Test Method for Scrub Resistance of Paints by Abrasion Weight Loss ASTM D4541 – Test Method for Pull-Off Strength of Coatings Using Portable Adhesion Tester ASTM D4828 – Test Method for Practical Washability of Organic Coatings ASTM D4946 – Test Method for Blocking Resistance of Architectural Paints
InteriorWater Based RW-1 Reprossed Paint, Latex Semi-gloss
TT-P-2846
RW-2 Reprossed Paint, Latex Flat TT-P-2846
Supplies S-1 Miscellaneous Supplies
Bidder’s Company Name
14
Invitation for Bid #15504 Reprocessed Paint
Recycled paint is made from paint collected through public and private collection programs. Reprocessed paint is mixed with virgin materials such as resins and colorants, and then extensively tested before packaging for resale. Reprocessed paint is made with a minimum of 20% post consumer recycled material. Reprocessed latex paint shall meet or exceed standards required for virgin latex paint products.
Paint Supplies to include but not limited to: brushes, rags, paint scrapers, roller attachments, brushes, etc.
3.3.1 Catalog PricingA. Vendors are to propose their products based upon a percentage off (discount) of their most current published catalog price for orders delivered directly to customers, F.O.B. destination, freight prepaid and charged. B. Vendors are to propose their products based upon a percentage off (discount) of their most current published catalog price for orders picked up or ordered by customer from a local distributor. Also indicate if there are any additional charges for services such as custom tinting, mixing or local delivery within 20 miles of the local distributor’s location.
NOTE: Vendors may offer different discounts for different catalogs or classifications of items and for specialty items. Vendors may propose their products for either or both, direct delivery and/or customer pick-up options. Bidder or Contractor shall furnish all necessary catalogs and latest dated published price lists required by the State Procurement Officer. Bid/contract prices must reflect the level of discount offered off the manufacturer’s/contractor’s price list. Failure to provide requested price sheets may cause bid to be rejected, or bidder/contractor to be in default of contract performance requirements.
3.3.2 Will Call PurchasingDistribution sites: It is the state’s intention to provide a convenient dispersion of distribution centers throughout the state for will call purchasing. Vendors are to use the state region map and county list to indicate the distribution sites throughout the state. For counties that have no distribution site, indicate the closest vendor distribution site or city.
3.3.3 Unit of PurchaseThe unit of purchase shall be in terms of U.S. Gallons, for all white and pre-mixed colors (one gallon is equal to 3.78 liters). However, in the case of the untinted (white tine) bases, containers may be short filled to allow for the addition of colorant by the ordering customer or the contractor.
Bidder’s Company Name
15
Invitation for Bid #155043.4 PRICE SHEETS
Req. Item
Comm. Code Description Unit Unit Price
Discount %
Total Price
1.8010
Exterior, Water Based, Type EW-1 thru EW-5
Gal
For Product Bid State: Mfg.:____________________________ Brand/Model:_____________________ 2.
8010Exterior, Solvent Based, Type ES-6 thru ES-8
Gal
For Product Bid State: Mfg.:____________________________ Brand/Model:_____________________ 3.
8010Interior, Water Based, Type IW-1 thru IW-10
Gal
For Product Bid State: Mfg.:____________________________ Brand/Model:_____________________ 4.
8010Interior, solvent Based, Type IS-7 thru Type IS-9
Gal
For Product Bid State: Mfg.:____________________________ Brand/Model:_____________________ 5.
8010Interior/Exterior, Solvent Based, Type MS-1 thru MS-10
Gal
For Product Bid State: Mfg.:____________________________ Brand/Model:_____________________ 6. 8010 Aerosol, Type AS-1 thru As-3 Gal For Product Bid State: Mfg.:____________________________ Brand/Model:_____________________ 7.
8010Interior, Reprossed Paint, Type AS-1 thru AS-3
Gal
For Product Bid State: Mfg.:____________________________ Brand/Model:_____________________ 8. For Product Bid State: Mfg.:____________________________ Brand/Model:_____________________ 9. 8010 Miscellaneous Supplies, Type S-1 Varied
Bidder’s Company Name
16
3.5 SUPPLEMENTAL INFORMATIONhttp://www.ga.wa.gov/PCA/Forms/SUPPLEMENTAL-INFORMATION.doc or main page http://www.ga.wa.gov/PCA/regulat.htm
3.6 BIDDER RECYCLED PROCUREMENT EDUCATION STRATEGYAs a minimum, bidder must respond in writing identifying how, and to what extent, your firm presently has the capability of and intends to proactively implement successful strategies to accomplish the following (bidder’s response is not a factor in award):
3.6.1 Educate state agency users in the value, advantages, statutory requirements and cost effective use of recycled contract products and services by:
Developing plans to proactively work with, and market your products to, state customers in sufficient volume to achieve specific statewide goals for procurement of recycled content products as outlined by RCW 43.19A.070.
Conducting seminars for key customers at state institutions or locations.
Conducting optional seminars, where applicable, at off-site state or contractor locations.
Developing literature and brochures to explain the value and objectives for the use of the product.
Working with customers to market and strategize ways to integrate products or services into user programs to replace current products or services being used.
Trouble shooting and problem resolution as customer’s transition to recycled products.
Providing effective follow-up and communication.
4 BID EVALUATION
4.1 EVALUATION / AWARDAs a result of this IFB, the state intends to competitively award contracts to the vendor, or vendor’s whose product catalog(s) represents the apparent best overall value to the state’s customers. Price will be evaluated using a “market basket” comparison of typically used paint products. Market basket comparison will include a minimum of one product from each Class, Code, Type except Supplies, S-1. Price will be weighted as 60% of the total score. In addition to price, other factors for award will be the range and variety of products offered, customer service (including recycling of containers and unused or obsolete paint), and state wide coverage. These non-price factors will be weighted at 40% of the total score.A. Best Choice : The top scoring vendor(s) will be awarded a contract that will be
designated as a “Best Choice” option for the state’s customers. Multiple awards for this “Best Choice” designation are possible. There will be one vendor designated as “Best Choice” for each classification of paint in each service area (see county listings Attachment A)
B. Alternate Choice: Vendors who did not receive the top scores for their proposals, but are determined by the SPO to be in the competitive range, may be awarded a contract designated as an “Alternate Choice” option for state customers. Alternate choice determination is in part determined by product offering, customer service and statewide coverage.
4.2 EVALUATION CONFERENCETo 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.
5 CONTRACT REQUIREMENTS
5.1 RETENTION OF RECORDSThe 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.
5.2 REPORTSThe contractor(s) must provide the following report(s) to Office of State Procurement.
Sales and Subcontractor ReportA 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 http://www.ga.wa.gov/PCA/forms/usage.doc. 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.
6 SPECIAL TERMS AND CONDITIONS
6.1 PRICING AND ADJUSTMENTSUnless otherwise stipulated all bids must include unit prices and extensions where applicable and be otherwise in the format requested.
. All orders purchased over $500 are 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. Orders under $500 will be FOB destination cost of freight prepaid and added to the invoice.
6.1.1 All 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
6.1.2 Adjustments in pricing will be considered after firm fixed price period on a pass through basis only. A minimum of ninety (90) calendar days advance written notice of price increase is required which is to be accompanied by sufficient documentation to justify the requested increase. Documentation must be based on United States published indices such as the Producer Price Index. Acceptance will be at the discretion of the State Procurement Officer and shall not produce a higher profit margin than that established on the original contract pricing. Approved price adjustments shall remain unchanged for at least 365 calendar days thereafter.
6.1.3 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.
6.1.4 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.
6.2 CONTRACTOR PERFORMANCE
6.2.1 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.
6.3 PURCHASING CARD ACCEPTANCEIn 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. Please indicate in Bid Submittals which card(s) you presently accept and payment discount you may offer the state. The current card available for state agency use is a VISA product..
COUNTIES REGION CHECK, IF ABLE TO PROVIDE
DISTRIBUTION SITE(S)
IF NOT, SPECIFY NEAREST DISTRIBUTION SITE(S)(CITY)
Adams Eastern
AsotinSouth Central
BentonSouth Central
ChelanNorth Central
Clallum Olympic Clark Southwest
ColumbiaSouth Central
Cowlitz Southwest
DouglasNorth Central
Ferry Eastern
FranklinSouth Central
GrafieldSouth Central
GrantNorth Central
Grays Harbor Olympic Island Northwest Jefferson Olympic King Northwest Kitsap Olympic
KittitasSouth Central
Klickitat Southwest Lewis Southwest Lincoln Eastern Mason Olympic
