Special Contract Terms and Conditions and Instructions

COMMONWEALTH OF PENNSYLVANIA DEPARTMENT OF GENERAL SERVICES

SPECIFICATIONS

Highway Inlet Grates and Frames Invitation for Bid No. CN00038665 SPECIFICATIONS Highway Inlet Grates and Frames CN00038665

1. CONTRACT SCOPE/OVERVIEW: This Invitation for Bid No. CN00038665 (identified here and in the other documents as the “Contract”) will cover the requirements of Commonwealth of Pennsylvania Agencies and COSTARS Members for Highway Inlet Grates and Frames. In addition to this Specifications document, the following documents are incorporated as exhibits and made part of these Specifications:

Exhibit 1 Initial Reverse Auction Bid Sheet Exhibit 2 Reverse Auction Package  Attachment A (Intent to Participate Form)  Attachment B (Final Reverse Auction Bid Sheet)  Attachment C (Ariba Sourcing’s “Configuring Your Browser”) Exhibit 3 Description of Auction Lots Exhibit 4 Bidder Information Form Exhibit 5 Reciprocal Limitations Act (GSPUR-89)

This IFB is comprised of eleven (11) lots of highway inlet grates and frames representing the eleven Pennsylvania Department of Transportation Engineering Districts. A complete list of the items is contained in Exhibit 1 (Initial Reverse Auction Bid Sheet).

The Commonwealth, as part of this solicitation, will be utilizing a Reverse Auction to secure competitive market pricing while maintaining or improving quality for highway inlet grates and frames. Specific information regarding the auction is contained in the Reverse Auction Package, which is attached as Exhibit 2 and made part of this Solicitation. A complete listing of the lots, including the counties contained in each lot, the reverse auction bid decrement for each lot, the lot auction start time and tentative end times, is found in Exhibit 3 (Description of Auction Lots). In order to participate in the reverse auction, Suppliers must agree to the terms and conditions contained within the Reverse Auction Package, including, but not limited to, individual supplier training provided by the Department of General Services. Pricing will consist of three components: 1) the Initial Reverse Auction Bid Sheet submitted in response to the IFB (Exhibit 1 to these Specifications); 2) the Reverse Auction; and 3) the Final Reverse Auction Bid Sheet (Attachment B to the Reverse Auction Package).

2. TERM OF CONTRACT: The Contract will commence on the Effective Date, as defined in the Terms and Conditions of this Solicitation, and end on September 30, 2016.

3. METHOD OF AWARD: Award will be made to the lowest responsive and responsible bidder for each lot as a result of the reverse auction.

4. QUALIFICATIONS: Materials must be supplied from a source of supply approved and listed in PennDOT Publication 35, Bulletin 15, “Approved Construction Materials,” prior to the time and date of the bid opening or the bid maybe rejected. Vendors interested in becoming approved for future contracts should contact PennDOT’s Bureau of Project Delivery, Materials Testing Division at 717-787-8368.

5. FOB SOURCE OF SUPPLY DISCOUNT: All items shall be available for pickup by all Using Agencies at Bidder’s source of supply. The Using Agency will coordinate pickup date and time with the awarded Vendor. Bidders shall bid a price discount when materials are picked up at

the source. The discount will be a straight percentage amount that results in a lower price than the delivered price for the items. The Bidder’s discount shall be entered on the Initial Reverse Auction Bid Sheet in the appropriate place.

6. BIDDING INFORMATION: Bidders must enter initial bid pricing and the FOB Source of Supply Discount into the attached Initial Reverse Auction Bid Sheet (Exhibit 1) and submit it along with the bid response. Bidders must also complete the Bidder Information Form (Exhibit 4 to these Specifications) and return this with the bid response.

The following documents are required to be completed and returned with your bid. These are in addition to any other requirements to submit documentation within the bid specifications. Bids may be rejected for failure to return required documents.

 RFQ – Invitation for Bid CN00038665 (this must be completed with the Bidder’s name, address, telephone number, and vendor number and signed and dated by someone authorized to bind the Bidder to the terms of the solicitation) Failure to return this document or to return it without an authorized signature will result in the bid being rejected.  Exhibit 1 – Initial Reverse Auction Bid Sheet in Excel format. Do not provide in PDF format. Failure to return this document or to return it without initial bid pricing will result in the bid being rejected.  Attachment A to the Reverse Auction Package - Intent to Participate Form  Exhibit 4 – Bidder Information Form  State of Manufacture Chart (This is the Reciprocal limitations Act GSPUR-89 included as an Exhibit 5 to this Solicitation)  Costars Program Election to Participate form  Copy of active DGS Certified Small Business certification (if applicable)

7. MATERIAL SPECIFICATIONS: Materials shall conform to PennDOT Publication 408, latest edition and all supplements thereto and PennDOT Publication 72M, latest edition, with special attention to Standard RC-45M, and all supplements thereto. To view or order publications/drawings, visit the PennDOT website ftp://ftp.dot.state.pa.us/public/PubsForms/Publications/PUB%2012.pdf or call 717-787-6746.

8. DELIVERY: Delivery times for FOB Destination deliveries for all districts shall be as follows:

Line Items 1, 2, 4 – Delivery within 30 calendar days of receipt of order Line Items 3, 5, 6, 7 – Delivery within 60 calendar days of receipt of order.

Delivery shall be made on an open bed truck or tailgated (except for Line Item 2, which may be shipped UPS). There is no minimum quantity and all delivered orders are FOB Destination.

9. ADDITION OF LINE ITEMS: Additional line items that are reasonably construed to be within the scope of this procurement may be added to the contract at the request of the Using Agency. In the event that DGS determines that the additional line item should be added, DGS will contact all contractors who have been awarded a contract as a result of this procurement and request pricing of the new item.

10. INQUIRIES

Direct all questions to: Michelle L. Scott Page 3 Department of General Services Bureau of Procurement 555 Walnut Street, 6th Floor Forum Place, Harrisburg, PA. 17101-1914 Email: [email protected]