Request for Quotes 1212015-GSCRD Gas Cards January 21, 2015 Page 1
Proposed Calendar January 21, 2015 RFQ Submittal Deadline February 6, 2015 By 3pm. Award Date February 16, 2015 Questions Phone (254) 296-5278 Fax (254) 755-6924 Email margie.davila@hotworkforce.com Page 2
I. General Information The primary responsibility of the Workforce Development Board is to provide policy and program guidance and to exercise independent oversight of workforce development activities in partnership with local governments. The HOTWDB oversees activities in the six counties of the Heart of Texas region and the Workforce Centers are run by Training Solutions and Associates (TSA): Bosque, Falls, Freestone, Hill, Limestone and McLennan. II. III. Purpose TSA is requesting quotes for purchasing fuel only gift cards, in $10 denomination, to be used by eligible participants of the programs offered at Workforce Solutions for the Heart of Texas. Scope of Products TSA is seeking all options and services for the purchase of gas cards for eligible program participants in each of the Workforce Centers in the Heart of Texas Region (addresses listed below). Please also specify general discount information regarding any gas card purchases that are not included in Attachment B: Cost Proposal. Workforce Solutions for the Heart of Texas McLennan County 1416 S. New Road Waco, TX 76711 Workforce Solutions Heart of Texas Freestone County 517 Main St. Teague, TX 75860 Workforce Solutions for the Heart of Texas Falls County 230 Coleman St. Marlin, TX 76661 Workforce Solutions Heart of Texas Hill County 233 E. Elm St. Hillsboro, TX 76645 IV. Services Details are required for services ordering, invoicing, payment terms, length of time for delivery of goods, any delivery or surcharges and return processes. Please list details of all other services provided by your company(s). V. Proposal Submittal Timeline The deadline for submission in response to the RFQ is on or before 3PM on Friday, February 6, 2015. All responses must be received by that date, regardless of date of postmark in order to be considered. An electronic version of the RFQ will be provided upon request from the vendor. Page 3
Documentation Submission One original and three copies of the completed proposal must be submitted by mail or delivered in person to: Workforce Solutions Heart of Texas Attn: Margie Davila 1416 S. New Road Waco, TX 76711 Quote Term Price quotes and/or quote reductions must be good for twelve (12) months. VI. Evaluation Criteria The products and/or services requested in the RFQ will be procured competitively based on responsiveness to the RFQ and reasonableness of costs. This will include review and evaluation of proposals. Proposals will compete with and be ranked against other proposals, which are most comparable in Demonstrated Performance/References, Schedule of Costs, Record of Availability, Warranties and Delivery Time. Although cost is a considerable factor, it will not be the only factor in ranking of quotes. The review and selection process will include the following criteria and value system: Criteria Possible Points 1. Meets RFQ Criteria 60 a. Provided all necessary document 10 b. Provided how to order information 10 c. Provided invoicing information 10 d. Provided payment terms. 10 e. Provided information on delivery or surcharges. 10 f. Provided return/exchange policy. 10 2. Dimension of Services 20 a. Provided actual price of each gas card. 10 b. Provided policy for timely delivery of goods. 10 3. Cost Reasonableness 20 4. Historically Underutilized Business 5 Total Possible Points 105 Meets RFQ Criteria The proposer has met all the requirements of the RFQ. Dimension of Services The proposer is able to provide the specific service requested in the RFQ and able to deliver the services in a manner that fully meets the needs of each Workforce Center. Cost Reasonableness The price quotes contained in the proposal reflect reasonable costs for the items requested in the RFQ. Historically Underutilized Business The proposer is Historically Underutilized Business Page 4
VII. General Terms and Conditions Solicitation and selection of proposals via this Request for Quote (RFQ) shall conform to relevant State and Federal laws and regulations and HOTWDB policies governing procurement of services. Any quote received after 3PM on Friday, February 6, 2015 will not be considered. The vendors will not commit the agency to purchase any goods/services, or to pay any costs incurred in the preparation of such responses. TSA reserves the right to reject any or all offers, to waive any discrepancy to technicality and to split or make the award in any manner determined by TSA to be most advantageous. TSA recognizes that prices are only one of several criteria to be used in judging an offer and TSA is not legally bound to accept the lowest offer. TSA reserves the right to accept or reject any or all quotes received, to cancel or reissue the RFQ in part or in its entirety; and to hold and accept any quote for a period of thirty (30) days after the response deadline. TSA reserves the right to contact any individual, agencies, or employers who may have experience and/or knowledge of the vendor s goods/supplies, relevant performance, qualifications, etc., and to request additional information from any and all vendors. Bids may be withdrawn only by delivery of a written request by the agency prior to the date and time deadline specified in this request. Such requests must be signed by the authorized signatory. Vendors shall not, under penalty of law, offer or provide any gratuities, favors or anything of value to any officer, member, employee or agent of the agency for the purpose of, or having the effect of, influencing favorable disposition toward their own bid or any other bid submitted hereunder. Vendors will exercise reasonable care and diligence to prevent any actions or conditions that could result in a conflict with the best interest of TSA. The contents of the bid may become contractually binding if the bid is selected for award. Failure of a vendor to accept this obligation may result in cancellation of the award. No plea of error or mistake shall be used by the successful vendors as a basis for release from its offer. Any damages accruing to the agency as a result of the vendor s failure to enter into a contract may be recovered from the vendor. Vendors not selected for award of a contract may receive a debriefing to determine the reasons for non-selection if the debriefing is requested in writing to the contact person for this procurement within thirty (30) days of the date of award notification letter. The selected vendor shall devote such time to the preparations and performance of the project as is reasonably necessary for satisfactory performance. Page 5
TSA reserves the option to review and renew the contract annually for a total period not to exceed three (3) years without competitive procurement. The selected vendor, its employees and agents shall act at all times in an independent capacity with regards to performance of services or work rendered pursuant to the contract. There shall be no employer-employee relationship between TSA and the contractor. In the event that the selected vendor is unable to comply with any provisions of their proposal due to causes beyond their control (Force Majeure), the selected vendor will not be held liable. The selected vendor shall maintain the confidentiality of any and all records and information accessed or processed. All price/notations must be typewritten or printed in ink. No erasures are permitted. It shall be understood that time is of the essence and in the event complete delivery is not made within the time or times set forth pursuant to this specification, damages will be sustained by TSA and compensation for damages may be pursued by TSA. Any agreements may be terminated without cause by either party by giving thirty (30) days written notification to the other party. In the event that TSA elects to abandon, indefinitely postpone, or terminate the agreement, TSA shall make payments for all services performed up to the date that written notice was given in a prorated amount. Page 6
Attachment A Quote Cover Page Closing Date: February 6, 2015, 3PM TSA is seeking quotes for purchasing gas cards. Execution hereof is certification that the undersigned has read and understands the terms and conditions herein, and that the undersigned s principal is fully bound and committed Company Name Physical Address Mailing Address City State Zip City State Zip Remit To Address City State Zip Telephone: ( ) FAX: ( ) Legal Status: Corporation Sole Proprietorship Partnership LLC Contact Name: Other, Contact Person s Number: ( ) Historically Underutilized Business (HUB): Minority Owned Woman Owned Disabled Veteran Local Business if checked, the above signer certifies that the above business is located within the geographical boundaries of McLennan County and that all sales taxes generated based on this RFQ will be credited to that location in McLennan County. Date Company Established State Controller ID Tax ID Signatory Name Title Signature Date Page 7
Attachment B Cost Proposal The unit cost shall be all-inclusive, including all expenses (overhead, shipping, handling, delivery, restocking fees etc.) and other costs necessary. Vender/Bidder may recreate this page. Page 8