REQUEST FOR QUOTE RF44-Throwbot XT

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1 REQUEST FOR QUOTE RF44-Throwbot XT Hard Copy Bids... Hard copy bids must be received on or before the due date and time listed above at the following physical location regardless of delivery method: 8543 Armstrong Road SW, Tumwater, WA Mailing Address... Attention: Enrique Flores Washington State Patrol Supply Section PO Box Olympia, WA ed Bids... Quotes may also be submitted via directly to the Procurement Coordinator listed below. submissions should have RF43-Robots in the subject line. Enrique Flores Enrique.Flores@wsp.wa.gov Procurement Coordinator... 1 of 8

2 1. ANNOUNCEMENT AND SPECIAL INFORMATION Bidders are required to read and understand all information contained within this entire Request for Quote (RFQ) package. The Competitive Procurement Standards, which are referred to in this RFQ package are not automatically printed or sent out with this RFQ. By responding, the Bidder acknowledges reading and understanding these documents and their terms. These documents are available in the embedded MS Word file immediately below. Comp Proc Stds.doc 2. SCOPE Purchaser Description Delivery Location Washington State Patrol Supply Section Throwbot XT audio kit Washington State Patrol Supply Section 8543 Armstrong Road S.W. Olympia, WA BIDDER COMMUNICATION RESPONSIBILITIES Bidders will be responsible for communicating to the Procurement Coordinator any issues, exceptions, additions or omissions concerning this Solicitation no later than five (5) business days before the due date and time. Failure to notify the Procurement Coordinator by the deadline may be considered by the Procurement Coordinator to be a waiver of the issue by the Bidder for protest purposes. An explanation of any issues, with suggested alternative language should be submitted in writing to the Procurement Coordinator by the deadline. The Solicitation may continue. If changes result, written amendments will be made by the Procurement Coordinator and provided by posting them on WEBS. SUPPLY is not required to respond and questions asked close to the deadline are likely to remain unanswered. 4. PRICING Components: The pricing offered must include all cost components needed for the delivery of the goods and/or services except for any sales tax. All costs associated with the goods and/or services specified must be incorporated into the price of the Bid. Failure to identify all costs in a manner consistent with the instructions in this Solicitation is sufficient grounds for disqualification. Delivery: All pricing is to be FOB Destination, freight prepaid and listed as a separate line item, to the destination(s) specified herein.

3 5. EXEMPTIONS In the event requirements of the State Environmental Policy Act, as amended, or the Forest Practices Act, as amended, cannot be satisfied, the State reserves the right to cancel any and all of this project/order and shall not be held liable for expenses or inconveniences suffered by the contractor except for those already incurred, with mutual agreement. 6. REQUIRED SUBMITTALS Complete, sign (where required), and return the required submittals detailed in this section. Any Bid received without any one or more of the required submittals may be rejected for lack of responsiveness. Required Submittals 1. Signature & Bidder Information Complete, sign, and return the Signature & Bidder Information submittal provided on or about page 7 of this document. SUPPLY prefers blue ink when signing this document. 2. Technical Specifications Complete and return a copy of the Technical Specifications submittal (Appendix A). 3. Price Sheet Complete and return a copy of the Price Sheet (Appendix B). Manufacturer Authorization The Bidder, if other than the manufacturer, shall provide upon request 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 provide manufacturer s authorization upon request will result in bid rejection. Identification Please identify each page of the submittals, as well as any supplemental materials with Bidder company name or other identifiable company mark. Format Hard Copy Bids When submitting a Bid by hard copy, please include electronic copies of all completed hard copy submittals on CD or USB flash drive. Supply prefers the same file format(s) as the format(s) used to create the submittals (i.e. MS Word, Excel) unless written information is included as a part of the submittal, such as a signature. For submittals with written information or copies of other documents such as licenses, submit as a PDF. In the event that a hard copy and an electronic copy do not agree, the hard copy will

4 control. ed Bids When submitting a Bid by , Supply prefers the same file format(s) as the format(s) used to create the submittals (i.e. MS Word, Excel) unless written information is included as a part of the submittal, such as a signature. For submittals with written information or copies of other documents such as licenses, submit as a PDF. 7. EVALUATION AND AWARD the evaluation process is described below: Award Criteria Award (if any) shall be made to the lowest responsive and responsible Bidder based on the evaluation and award criteria established herein and subject to consideration of all factors identified in RCW No rejection notice will be sent to unsuccessful Bidders. Bidders whose Bids are determined to be nonresponsive will be rejected and will be notified of the reasons for such rejection. Subject to the provisions of RCW and Chapter WAC, the Procurement Coordinator reserves the right to: (1) Waive any informality; (2) Reject any or all Bids, or portions thereof;(3) Accept any portion of the items Bid unless the Bidder stipulates all or nothing in their Bid; (4) Cancel a Solicitation and re-solicit Bids; (5) Negotiate with the lowest Responsive and Responsible Bidder to determine if that Response can be improved for the Purchaser; (6) Award on an all or none consolidated basis taking into consideration lifecycle costs ; and (7) Award in aggregate when in the best interest of the state. Responsiveness Bids will be reviewed by the Procurement Coordinator to determine responsiveness with Bid requirements. The state reserves the right to determine at its sole discretion whether a Bid is sufficient to pass. However, if all responding Bidders fail to meet any single item, Supply may reject all Bids and cancel the Solicitation, or waive the single item from the Solicitation s requirements for responsiveness. Responsive Bids will be further evaluated based on the requirements in this Solicitation.

5 Responsibility Pursuant to RCW in determining Bidder responsibility, the following elements shall be given consideration: a) The ability, capacity, and skill of the Bidder to perform the Contract or provide the service required; b) The character, integrity, reputation, judgment, experience, and efficiency of the Bidder; c) Whether the Bidder can perform the Contract within the time specified; d) The quality of performance of previous Contracts or services; e) The previous and existing compliance by the Bidder with laws relating to the Contract or services; f) Such other information as may be secured having a bearing on the decision to award the Contract: During Bid evaluation, the state reserves the right to make reasonable inquiry to determine the responsibility of any Bidder. Requests may include, but are not limited to, financial statements, credit ratings, references, record of past performance, clarification of Bidder s offer, and on-site inspection of Bidder's or Bidder's Subcontractor s facilities. Failure to respond to said request(s) may result in the Bid being rejected as nonresponsive. The State reserves the right to contact Bidders for clarification of Bid contents. To aid in the Bid evaluation process, after the Bid due date and time, the state may require individual Bidders to appear at a date, time and place determined by the Procurement Coordinator 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. Technical Specifications The Procurement Coordinator will review for compliance with minimum technical specification requirements for each item. This submittal is scored as pass/fail. Bids which do not meet specification requirements may be considered non-responsive and rejected. References The state reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness; any negative or unsatisfactory response may be an adequate reason for rejecting a Bidder as non-responsible and unable to suit the needs of the state. The state reserves the right to waive the reference check. Bidders deemed nonresponsible may be rejected. Cost Evaluation Each line item s Unit Price on the Price Sheet will be multiplied by its estimated quantity to calculate an extended price. The extended prices will be summed and subjected to any preferences and penalties required by law, rule, or Solicitation to form an evaluation total. Award The responsive and responsible bidder with the lowest evaluation total will receive the award. Supply intends

6 to award no more than one contract/order on this opportunity. However, resulting total cost to the agency must not exceed its budget authority, which could result in no contract/order. 8. SIGNATURE & BIDDER INFORMATION Bidder s company name: Bidder further offers to furnish materials, equipment or services in compliance with all terms, conditions and specifications herein including all amendments. Submitting this document constitutes complete understanding and compliance with the terms and conditions and certifies that all-necessary facilities and personnel are available and established at the time of Bid submittal. Signature Company Name Typed or Printed Name, and Title Address Phone and Fax Numbers City, State, Zip Federal Tax Identification Number DO NOT PROVIDE SOCIAL SECURITY NUMBER

7 9. APPENDIX A: TECHNICAL SPECIFICATIONS Bidder s company name: For each line, indicate by a mark if your proposed offering is as specified. If not as specified, fully describe any variance. Failure to address each line item may result in a Bid being rejected for lack of responsiveness. Material deviations from the specifications may disqualify the Bid. DESCRIPTION Bidder has reviewed, understands and complies with all aspects detailed in the Scope section of this Solicitation (see Section 2. Scope). Throwbot XT audio kit channel b.2 w/ OCU II RSK TXTa Throwbot XT audio kit channel C.2 w/ OCU II RSK TXTa Search stick pole SSP CMS to CMS 2.0 audio & non Audio upgrade package CMS 2.0 U/P LM01 AS SPECIFIED FULLY DESCRIBE ANY VARIANCE 10. APPENDIX B: PRICE SHEET Bidder s company name:

8 Record your firm offer pricing in the appropriate cells below (highlighted in yellow). The pricing offered must include all cost components needed for the delivery of the goods and/or services except for any sales tax. See Section 4. Pricing for further detail. NOTE: The Extended Price Column is provided for Bidder information only: for evaluation, the Procurement Coordinator will separately tabulate unit prices and apply the calculations as detailed below. Description Qty Unit Unit Price Extended Unit Price Throwbot XT audio kit- channel b.2 w/ OCU II RSK-TXTa EA $ $ Throwbot XT audio kit- channel C.2 w/ OCU II RSK-TXTa EA $ $ Search stick pole - SSP 2 EA $ $ CMS to CMS 2.0 audio & non-audio upgrade pack CMS 2.0-U/P- LM01 1 EA $ $ Preferences Subtotal times Prompt Payment Discount % ( Prompt Payment Term below) $ Evaluation Total Subtotal minus Preferences $ Our address is sales taxed as Unincorporated Thurston County 7.9% for more information please see link WA State D.O.R Delivery Time Days After Receipt of Order Prompt Payment Term Prompt Payment Discount % days, net 30. 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 the discount. Supply will interpret the absence of an entry here to be 0%. This contract is subject to cancellation, without penalty, either in whole or in part, if funds are not appropriated by the Washington Legislature. Obligations of the State will cease immediately without penalty of further payment being required if the Washington State Legislature fails to appropriate or otherwise make available sufficient funds for this agreement.