RFQ 10958

RFQ 10958
REQUEST FOR QUOTE # 10958
GRAND RIVER DAM AUTHORITY
RFQ # 10958
T
TO:
Quotation Due By: 06/06/2012 09:00 AM CT
REPLY TO:
Teresa J. West
PURCHASING DEPARTMENT
GRAND RIVER DAM AUTHORITY
226 W DWAIN WILLIS AVE
PO BOX 409
VINITA OK 74301
PROVIDE COMPANY NAME, ADDRESS, E-MAIL
QUOTATION DEPARTMENT
PHONE:
VENDOR # 99999.00
PHONE:
FAX:
E-MAIL:
FAX:
918-256-0682 or x40682
918-256-1051
twest@grda.com
NOTE:
1. This is a Sealed Bid. All responses must be mailed or hand delivered. The bid opening date and time for this
RFQ is June 6, 2012. Each bid response must be received by 2:00 p.m. Central Time so it can be recorded as
received prior to the bid opening time.
2. The outside envelope for each bid must be marked as Sealed Bid #10958. See instructions on the Sealed Bid
cover sheet. List the sealed bid #, closing date and time, and Attention: T West Central Purchasing all in the lower
left corner of your 9x12 manila envelope, including on the outside of your Fed-Ex or UPS Mailer Envelope.
3. A completed non-collusion affidavit is required and must be submitted with your bid.
4.
This RFQ form must be signed by an authorized representative of your company in the space provided in
the lower right hand corner of this form. Please stamp or list the name of your company in the upper left portion of
the form under Quotation Dept.
5. The award to the successful bidder will be based on the lowest and best bid received that meets the
specifications listed below and the requirements herein. Preference may be given to E-pay vendors if analysis
estimates that such appears to result in a lower cost to GRDA.
6. The brand names, model(s), part number(s) provided herein are for comparable quality and identification
purposes only and equivalent bids may be submitted.
****** Read the General Bidding Instructions attached to this RFQ for further instructions.*****
GRDA Visa Payment
GRDA provides a Visa payment program which invoices payment by a secure Visa account number assigned to the
supplier after award of contract. Notification of payments and required invoice information are issued to your
designated Accounts Receivable contact by e-mail remittance payment.
Preference may be shown during the evaluation process to bidders that agree to accept the Visa payment of
invoices. To learn more about the benefits of the Visa payment program, and to obtain answers to FAQ, click or
copy and paste the following URL into your browser: www.bankofamerica.com/epayablesvendors.
Will accept payment by Visa: Yes ____ No ____ (check one)
Visa acceptance signature: _________________________
Designated Accounts Receivable Contact for Visa remittance advices:
Name: __________________________
Phone: __________________________
Email: __________________________
LINE
ITEM
1
DESCRIPTION
Pole: Power, Distribution, 45' Lg, Round, Douglas
Fir And Or Southern Yellow Pine Class 2
Must Meet GRDA Pole Specifications Attached
GRDA Item #: 037-0144-000-000
NUMBER
OF UNITS
UNIT OF
MEASURE
20.00
Each
Page 1
UNIT
PRICE
LINE
COST
LEAD
TIME
REQUEST FOR QUOTE # 10958
GRAND RIVER DAM AUTHORITY
LINE
ITEM
2
DESCRIPTION
Pole, Power, Distribution, 40' Lg, Round, Douglas
Fir Class 2
MUST MEET G.R.D.A POLE
NUMBER
OF UNITS
UNIT OF
MEASURE
20.00
Each
UNIT
PRICE
LINE
COST
LEAD
TIME
SPECIFICATIONS ATTACHED
J H BAXTER & CO 40
GRDA Item #: 037-0142-000-000
3
Pole, Power, Distribution, 50' Lg, Round, Douglas
Fir And Or Southern Yellow Pine Class 2
Must Meet GRDA Pole Specifications Attached
GRDA Item #: 037-0146-000-000
10.00
Each
4
Pole, Power, Transmission, 90' Lg, Round, Douglas
Fir Class H-1
MUST MEET G.R.D.A POLE
2.00
Each
10.00
Each
SPECIFICATIONS ATTACHED
GRDA Item #: 037-0426-000-000
5
Pole, Power,Transmission, 70' Lg, Round, Douglas
Fir Class 1
MUST MEET G.R.D.A POLE
SPECIFICATIONS ATTACHED
GRDA Item #: 037-0154-001-000
NOTE: All prices must be quoted FOB: Destination. All
freight charges to delivery point must be included in the
unit price quoted for each line item. All packaging,
handling, delivery and any other surcharges must also be
included in the price quoted for each line item.
PAYMENT TERMS:
QUOTE EXPIRATION DATE:
QUOTATION NUMBER:
QUOTED BY (please print):
SHIP TO: GRAND RIVER DAM AUTHORITY
TRANSMISSION & ENGINEERING HDQTRS
635 HWY 69A
COMPANY NAME:
SIGNATURE:
DATE OF QUOTE:
PRYOR OK 74362
THIS IS NOT AN ORDER. We would be pleased to receive your quotation for furnishing the above. This form must be completed in full (including signature)
and returned by the due date above. You may attach additional pages if necessary. If attached, the Non-Collusion form must be completed and returned with
your quotation. NO PARTIAL SHIPMENTS OR PARTIAL PAYMENTS WILL BE ALLOWED WITHOUT PRIOR APPROVAL.
All articles purchased hereunder shall be in accordance with the Bidding Procedures and General Terms & Conditions contained on the attached sheets.
Page 2
NON-COLLUSION AFFIDAVIT
RFQ / RFP #
GRAND RIVER DAM AUTHORITY
A Non-Collusion Affidavit shall be included with any competitive bid or contract submitted for goods or services
exceeding $50,000.00, or for any competitive bid or contract submitted for the purpose of repairs and
improvements to GRDA facilities exceeding $5,000.00.
A.
For purposes of competitive bid or contract, being of lawful age and first duly sworn on oath, I certify:
1.
I am the duly authorized agent of
,
(Company Name)
the bidder submitting the competitive bid which is attached to this statement, for the purpose of certifying the
facts pertaining to the existence of collusion among bidders and between bidders and state officials or
employees, as well as facts pertaining to the giving or offering of things of value to government personnel in
return for special consideration in the letting of any contract pursuant to said bid;
2.
I am fully aware of the facts and circumstances surrounding the making of the bid to which this statement is
attached and have been personally and directly involved in the proceedings leading to the submission of such
bid; and
3.
Neither the bidder, nor contractor, nor anyone subject to the bidder’s or contractor’s direction or control, has
been a party:
a. to any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or
to refrain from bidding,
b. to any collusion with any state official or employee as to quantity, quality or price in the prospective contract,
or as to any other terms of such prospective contract, nor
c. in any discussions between bidders and any state official concerning exchange of money or other thing of
value for special consideration in the letting of a contract, nor, whether competitively bid or not, has paid,
given or donated or agreed to pay, give or donate to any officer or employee of the State of Oklahoma any
money or other thing of value, either directly or indirectly, in procuring this contract herein.
B.
The contractor further certifies that no person who has been involved in any manner in the development of said
contract while employed by the State of Oklahoma shall be employed to fulfill any of the services provided for under
said contract.
C.
If any contract pursuant to this bid is for professional services as defined in 74 O.S. § 85.2.25, and if the final product
is a written proposal, report or study, the contractor further certifies that (s)he has not previously provided the state
agency or any other state agency with a final product that is a substantial duplication of the final product of the
proposed contract.
Authorized Signature
Certified this Date
Printed Name
Title
State of
County of
Subscribed and sworn to me this
day of
, 20
Notary Seal:
Notary Public Signature
My commission expires:
My commission number:
Grand River Dam Authority is an agency of the State of Oklahoma.
Administrative Headquarters • 226 West Dwain Willis Avenue • Vinita, Oklahoma 74301 • 918-256-5545
GRDA Finance Form 002A (Revised 07-08-2010)
GENERAL BIDDING INSTRUCTIONS
FOR SEALED BIDS
GRAND RIVER DAM AUTHORITY
1. Bids shall be opened by the Purchasing Unit at the Grand River Dam Authority (hereinafter referred to as “GRDA” or
“the Authority”) Administrative Headquarters, 226 West Dwain Willis Avenue, Vinita, Oklahoma 74301 on the date (and
time, if applicable) shown on the attached RFQ or RFP form. Bids shall be in conformity with these and any additional
instructions to bidders and shall be submitted on GRDA’s form. The RFQ (Request for Quote) or RFP (Request for
Proposal) form must be completed in full and signed by the bidder. If your bid response necessitates additional
space, you may attach additional pages; however, the RFQ or RFP form shall be completed, signed and reference the
additional pages. All bid responses shall be typewritten or handwritten in ink, and any corrections to bids shall be
initialed in ink. Quotations or proposals submitted in pencil shall not be accepted.
2. Sealed bids shall be submitted to the GRDA Purchasing Unit in a properly marked envelope or package, and shall be
sealed. The name and address of the bidder shall be printed on the exterior of the envelope or package. The RFQ or
RFP number and bid opening date shall be referenced on the face of the sealed envelope or package. Unmarked bids
shall be rejected and returned to the bidder. Neither fax nor e-mail submissions shall be accepted for sealed bid
requirements, as they negate the confidentiality of the bid. Any bid received via fax or e-mail for a sealed bid
requirement shall be rejected and returned to the bidder. Bid opening time extensions shall not be granted. Bids
received after the opening time and date shall not be considered. This is a formal bidding procedure with all bid packets
recorded upon receipt and held unopened under lock until the bid opening at the time, date and location listed on the
RFQ or RFP. At public bid openings, a short description of the item and the bid price will be read. The information shall
be recorded on a bid tabulation to be used during the subsequent bid evaluation. Interested bidders may make an
appointment to review quotations after an evaluation, recommendation and bid award has been made.
3. Non-Collusion Certificate: RFQs or RFPs anticipated to exceed a total amount of $5,000 shall be accompanied by a
Non-Collusion Certificate. This certificate shall be completed by the bidder and include an original signature in ink of an
authorized company representative (preferably the bidder) with full knowledge and acceptance of the bid proposal. The
Non-Collusion Certificate with original signature shall be mailed with the bid response to the attention of the Contracting
& Acquisitions Agent listed on the RFQ or RFP. Purchase orders in excess of $5,000 will not be released to the
successful bidder without receipt of a properly signed certificate for the bid.
4. In the event the unit price and line total extension do not agree, the unit price shall be considered the quoted price
accepted for evaluation.
5. Freight Terms: All prices shall be quoted FOB: Destination/Freight Allowed. All packaging, handling, shipping and
delivery charges shall be included in the unit price quoted for each line item. No exceptions shall be granted unless
approved by the guidelines of the GRDA Chief Financial Officer or designee.
6. Other Surcharges: Any additional surcharges (such as HazMat charges, fuel surcharges, set-up fees, etc.) shall be
included in the unit price quoted for each line item. All additional charges are considered a part of the cost of the goods,
and bids shall be evaluated to include these additional charges.
7. Tax-Exempt Status: GRDA is an agency of the state of Oklahoma and is specifically exempt from the payment of
sales tax by Oklahoma state statute, Title 68 O.S.A. § 1356 (10). An excerpt from the statute shall be furnished upon
request.
8. Questions arising during the bidding process should be submitted in writing to the Contracting & Acquisitions
Agent named on the RFQ or RFP. The GRDA Contracting & Acquisitions Agent shall coordinate a reply from the end
user to ensure that all potential bidders are provided the same information. Under no circumstances shall a bidder
discuss pricing with any GRDA employee prior to the bid opening.
9. All bids submitted shall be subject to GRDA’s Purchasing Policy and Procedures, General Terms and Conditions, the
bidding instructions and specifications, the Oklahoma Open Records Act, other statutory regulations as applicable, and
any other terms and conditions listed or attached herein – all of which are made part of this Request for Quote or
Request for Proposal.
10. GRDA reserves the right to reject any and all bids, and to contract as the best interests of the Authority may require.
GRDA reserves the right to reject any bids that do not comply with the requirements and specifications of the Request
for Quote or Request for Proposal. All bid responses become the property of GRDA and are subject to the Oklahoma
Open Records Act. GRDA shall endeavor to protect technical information designated by the bidder as proprietary
information; however, only technical information (i.e., “trade secrets”) may be considered proprietary – pricing and other
non-technical aspects of the quote shall be considered non-proprietary.
11. “Sole Brand” or “No Sub” Items: Items with a “Sole Brand” or “No Sub” designation in the description shall be
furnished as the specified manufacturer and model/part number. No exception may be taken to the specification, and
no alternate shall be accepted. In those cases where a manufacturer has discontinued the specified model/part
number, the bidder shall indicate so on the RFQ. If a replacement item is available, the new model/part number shall
be indicated on the RFQ form and the price quoted. It shall also be noted whether the replacement item is a direct
replacement for the obsolete part number originally requested. If not, or if the specifications differ in any way, the bidder
shall explain in detail, and corresponding drawings or descriptive literature shall be included with the quote.
Page 1 of 2
GRDA Finance Form 004 (Rev 07-08-2010)
GENERAL BIDDING INSTRUCTIONS
FOR SEALED BIDS
GRAND RIVER DAM AUTHORITY
12. Approved Equivalents: Unless an item is designated as a “Sole Brand” or “No Sub” item, any manufacturer’s name,
brand name, information and/or catalog number listed in a specification is for informational or cross-reference purposes
and is not intended to limit competition. Bidders may offer any brand/manufacturer for which they are an authorized
representative, provided it meets or exceeds the specification of the listed item. However, if quoting an equivalent
product, bidders shall indicate on the RFQ form the manufacturer’s name and part number. Bidder shall also submit any
drawings, descriptive literature and specifications for evaluation purposes. Reference to literature submitted with a
previous bid shall not satisfy this provision. The bidder shall also provide written confirmation that the proposed
equivalent will meet the requested specifications and is not considered an exception. Bids which do not comply with
these requirements may be rejected. GRDA warehouses are not permitted to accept any item with a part number
differing from that quoted by the bidder. Bids lacking any written indication of intent to furnish an alternate brand, model
or part number shall be considered to be in complete compliance with the specifications as listed on the RFQ.
13. Insurance Certificates: Any service to be performed that requires the vendor’s employee, vehicle or equipment to be
on any GRDA property must be covered by minimum insurance requirements. The workscope to be performed for the
Authority shall be evaluated and the minimum insurance requirements shall be provided to prospective bidders with the
RFQ or RFP. Evidence of insurance coverage shall be furnished in the form of a Certificate of Insurance, and shall be
submitted with the bid response. Bidders shall disclose any subcontractors to be used, and the Authority shall consider
the supplier as the single point of contact. The supplier shall assume responsibility for the performance of the
subcontractor. Policies shall remain current for the duration of the requested service period, and GRDA shall be notified
of any cancellation or revision to policies. Purchase Orders shall not be released to the successful bidder without a
current Certificate of Insurance naming GRDA as certificate holder on file. A Memorandum of Insurance shall not be
acceptable for this requirement.
14. MSDS: Material Safety Data Sheets shall be furnished to GRDA’s Safety Department at the address noted on the PO
prior to delivery of items.
15. Purchase Orders shall be awarded to the “lowest and best” or “best value” bidder. Line items may be split into multiple
orders, taking low items from each respective bidder, or orders may be awarded on an “all or none” basis, whichever is
in the best interests of the Authority. Award decisions are further subject to consideration of any additional terms and
conditions contained in the bid proposal. Vendor protests must be submitted in writing to the Central Purchasing Unit of
GRDA within thirty-six (36) hours of award of Contract or Purchase Order.
16. Successful vendor shall deliver the merchandise or perform the service as quoted. Substitutions or changes without
prior approval of the GRDA Contracting & Acquisitions Agent shall be rejected and returned at the vendor’s expense.
17. Bidder Responsibilities:
Bidders are to transact all phases of the purchasing function directly with the GRDA
Contracting & Acquisitions Agent. Bidders are to conduct all written and verbal communication with the Authority
through the GRDA Contracting & Acquisitions Agent. Bidders are to conduct negotiations ethically, without attempts to
influence through offers of valuable personal gifts or entertainment. Bidders are to make available as requested any
technical information which might be of benefit in the bid evaluation.
18. Supplier List: The Finance Department maintains a current listing of suppliers with a cross-reference as to products
and services offered. Suppliers may have their names added to the list by submitting a completed Vendor
Registration/Payee Application, and shall notify the Authority of any update information. If a supplier fails to respond to
bid requests after four appropriate solicitations, that supplier may be removed from the active list. Suppliers who do not
meet quoted shipping dates or lead times, supply products or services of poor quality, substitute items of unequal
quality, continually over-ship or under-ship items, or do not invoice properly may be placed under suspension or
disqualified from the active supplier list. Suppliers may voluntarily request to be removed from the supplier database.
19. Service Contracts: By submitting a bid for services, the bidder certifies that they, and any proposed subcontractors,
are in compliance with 25 O.S. §1313 and participate in the Status Verification System. The Status Verification System
is defined in 25 O.S. §1312 and includes, but is not limited to, the free Employment Verification Program (E-Verify)
available at www.dhs.gov/E-Verify. This shall remain in effect through the entire term, including all renewal periods, of
the contract. The State may request verification of compliance for any contractor or subcontractor. Should the State
suspect or find the contractor or any of its subcontractors are not in compliance, the State may pursue any and all
remedies allowed by law, including, but not limited to: suspension of work, termination of the contract for default, and
suspension or debarment of the contractor. All costs necessary to verify compliance are the responsibility of the
contractor.
Page 2 of 2
GRDA Finance Form 004 (Rev 07-08-2010)
GENERAL TERMS AND CONDITIONS
Any contract or order issued by the Grand River Dam Authority (hereinafter referred to as GRDA) is expressly conditioned upon Seller’s
assent to these terms and conditions, unless otherwise agreed in writing. Any order issued or filled by Seller shall be deemed to constitute
Seller’s assent to these terms and conditions. Any additional or different terms submitted by the Seller are hereby expressly objected to by
GRDA unless expressly agreed to in writing by GRDA.
1.
Mail or deliver all invoices or correspondence pertaining to the payment of this Purchase Order to: Accounts Payable Department,
Grand River Dam Authority, P.O. Box 409, 226 West Dwain Willis Avenue, Vinita, Oklahoma 74301. Seller shall submit invoices, with
one copy detailing each item with unit prices, with the top copy being distinguishable as an original, accompanied by one copy of
complete shipping papers. If shipment is not made by routing instructions as specified on the face of this Purchase Order, GRDA
reserves the right to deduct any excess transportation charges resulting therefrom. Copy of original freight bill must be supplied for
payment. Time, in connection with any discount offered, will be computed from date of delivery of items, or from date the correct
invoice is received in Vinita, Oklahoma, whichever period of time is the later date. No Oklahoma State Sales or Use Tax shall be
included in payment of this Purchase Order.
2.
All articles, materials, equipment and supplies (hereinafter referred to as “items”) covered by this Purchase Order, unless otherwise
specified, are purchased subject to inspection before and during manufacture and upon arrival at destination. GRDA reserves the right
to return for full credit and/or refund, at Seller’s sole risks and expense, including all transportation and storage charges, all items found
defective or furnished contrary to instructions and/or specifications contained herein.
3.
In case of default by Seller, GRDA may procure the items or services from other sources and hold Seller responsible for any excess
cost occasioned thereby; provided, that if necessity requires the use of items not conforming to specifications, they may be accepted,
and payment made at a proper reduction in price. Notwithstanding anything herein to the contrary, GRDA reserves the right to
terminate this Purchase Order for its convenience. In the event of such termination, GRDA shall pay and Seller shall accept the
reasonable value of all work performed and items delivered by Seller up through the effective date of such termination.
4.
Seller warrants that all items covered by this Purchase Order will conform to the specifications, drawings, samples or other description
furnished by GRDA, or any revisions thereof, and any items purchased pursuant to this Purchase Order shall be subject to all
warranties expressed or implied by law, and will be merchantable of good material and fit and sufficient for the purpose intended, and
shall satisfy any performance guarantee requirements as specified herein by GRDA. In the event the items and/or services purchased
hereunder do not meet the warranty specified hereinabove, Seller shall promptly repair or replace any defective item at its expense, or
re-perform any necessary services, and shall hold GRDA harmless from any and all costs and expenses incurred due to said defective
item or performance of services, including the cost for removing any part or product to be repaired or replaced, as well as
transportation and installation charges in connection with the repair, replacement or servicing of any parts or equipment. Seller further
agrees that the manufacturer’s warranties and guaranties of the items purchased hereunder extended to Seller shall extend to GRDA.
5.
Seller shall indemnify and hold GRDA harmless from and against any and all loss, costs or expenses arising out of any liens or claims
in any way related to the items or services furnished hereunder. Seller shall likewise indemnify and hold GRDA harmless from any
patent, trademark or copyright infringement, except items supplied in accordance with design originating with GRDA. Seller shall be an
independent contractor. Seller shall protect, defend, indemnify and hold GRDA harmless from any damage or injury to any persons,
including Seller’s employees or property, and from any claim, demand, action, cost or expense arising out of the activities hereunder as
a result of Seller’s negligent or intentional wrongful acts. In no event shall Seller’s liability be limited under this Purchase Order for the
negligent or intentional wrongful acts of the Seller.
6.
Seller shall, before any items are shipped and/or any services are commenced, provide GRDA with certificates evidencing that the
following minimum insurance will remain in force until Seller’s obligations are completed: (a) Workmen’s Compensation Insurance,
including Employer’s Liability Insurance, in accordance with the laws of the state in which Seller may be required to pay compensation;
and (b) Public Liability Insurance with an individual limit of not less than $100,000 and a total for any one accident of not less than
$300,000, unless otherwise specified herein.
7.
This Purchase Order (including Seller’s right to receive payments hereunder) shall not be assigned or subcontracted in whole or in part
without GRDA’s prior written consent. No assignment hereof shall relieve this assignor of its obligations hereunder.
8.
Service Contracts: By submitting a bid for services, the Bidder certifies that they, and any proposed Subcontractors, are in compliance
with 25 O.S. §1313 and participate in the Status Verification System. The Supplier/Contractor/Consultant/Construction Manager/etc.
certifies that it and all proposed Subcontractors, whether known or unknown at the time a contract is executed or awarded, are in
compliance with 25 O.S. §1313 and participate in the Status Verification System. The Status Verification System is defined in 25 O.S.
§1312 and includes, but is not limited to, the free Employment Verification Program (E-Verify) available at www.dhs.gov/E-Verify. This
shall remain in effect through the entire term, including all renewal periods, of the Contract. The State may request verification of
compliance for any Contractor or Subcontractor. Should the State suspect or find the Contractor or any of its Subcontractors are not in
compliance, the State may pursue any and all remedies allowed by law, including, but not limited to: suspension of work, termination
of the Contract for default, and suspension or debarment of the Contractor. All costs necessary to verify compliance are the
responsibility of the Contractor.
9.
All Items shipped pursuant to this Purchase Order will conform with all municipal, state and federal laws, ordinances and regulations,
and Seller will defend and save harmless GRDA from loss, costs or damage by reason of any actual or alleged violation thereof.
10. GRDA hereby notifies Seller that Seller must comply, and by acceptance of this Purchase Order, Seller represents that it has complied
with, and will continue to comply with, all applicable federal, state and local laws, regulations or orders.
11. This Purchase Order shall be construed as being performed by both parties in Craig County, Oklahoma, and shall be governed in
accordance with the laws of the State of Oklahoma.
Grand River Dam Authority is an agency of the State of Oklahoma.
Administrative Headquarters • 226 West Dwain Willis Avenue • Vinita, Oklahoma 74301 • Phone: 918-256-5545 • Fax: 918-256-1051
GRDA Finance Form 001 (Revised 04-29-2010)
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