HARDWARE, SHELF HARDWARE AND ALLIED ITEMS
Contents
1. CPA will no longer provide proof of delivery for proposals delivered by hand to the outside drop box or by courier however all proposals received by CPA will be documented with a date time stamp for receipt documentation purposes The Proposal may be sent to the TPASS Bid Services at the following addresses By U S Mail Attn TPASS Bid Services Texas Comptroller of Public Accounts P O Box 13186 Austin TX 78711 3186 By Hand Delivery to 8 00 am 5 00 pm Attn TPASS Bid Services Drop Box located next to front outside door on San Jacinto Blvd Central Services Building 1711 San Jacinto Blvd Austin TX 78701 Note The drop box is checked periodically during each day and 4 00 p m with proposals appropriately date time stamped Proposals placed in this box after 4 00 p m on the due date of responses will be considered non responsive and will be returned to the Respondent un opened By Overnight Express Mail to 7 45 am 4 45 pm Attn TPASS Bid Services Room 174 A CPA Mailroom N E Back Dock 1711 San Jacinto Blvd Austin TX 78701 NOTE Facsimile Responses are not allowed without prior written approval from CPA RFP No 582 5 54666 Page A182. Applicable to Lines 1 and 4 a Quantity 8 b Connects sonde to Handheld Display or USB adaptor c Wet mate connectors and strain relief Line 15 Field Cable 33 Meters Referenced Brand Model No or Equal YSI EXO Part No 599040 33 Applicable to Lines 1 and 4 RFP No 582 5 54666 Page A7 a Quantity 4 b Connects sonde to Handheld Display or USB adaptor c Wet mate connectors and strain relief Line 16 Field Cable 66 Meters Referenced Brand Model No or Equal YSI EXO Part No 599040 66 Applicable to Lines 1 and 4 a Quantity 9 b Connects sonde to Handheld Display or USB adaptor c Wet mate connectors and strain relief Line 17 Signal Output Adaptor USB Referenced Brand Model No or Equal YSI EXO Part No 599810 Applicable to Lines 1 and 4 a Quantity 19 b Allows connection between sonde and a PC c Allows connection between handheld and PC d Compatible for use with Multi Parameter Sondes 4 and 6 Line 18 Handheld Display Handheld KOR Display Referenced Brand Model No or Equal YSI EXO Part No 599150 Applicable to Lines 1 and 4 Quantity 15 Interface with Sonde via cable or Bluetooth GPS Temperature compensated barometer Backlit alphanumeric keypad Microphone speaker Wet mate wireless connector Bluetooth communication Color LED screen IP 67 rating Sogo ao oe ASA Warranty Requirements Respondents must enter the warranty in the appropriate column on the Mandatory Price Sheet a
3. Warranty The warranty will cover the completed product and all parts of the product and all materials and parts required to repair any faults or defects of design material and workmanship of the product The warranty shall be the standard manufacturer s warranty and will run for from the date the equipment is inspected and accepted by the Customer If no time or specific protocol for acceptance is specified elsewhere in the Contract or the Customer purchase order items are presumed accepted ten working days after receipt The Contractor will provide warranty service free of any charge including all necessary repairs any shipping necessary to return the equipment or ship it to a repair site and removing or reinstalling the equipment when necessary The Contractor will repair any materials and parts that are defective in materials or workmanship In the event repair is not possible the Contractor will either replace the RFP No 582 5 54666 Page A8 equipment with new equipment of similar composition and price or refund the full purchase price of the equipment whichever the Customer prefers b Warranty Service Respondents are required to complete and return with proposal Attachment D Authorized Warranty Service Provider contact information After the Customer contacts the Contractor s authorized warranty service provider the service representative will instruct the Customer to take any necessary action to correct problems covered
4. 00 pm Central Time in Austin TX Any amendment to this solicitation will be posted as an addendum on the ESBD It is the responsibility of interested parties to periodically check the ESBD for updates to the RFP prior to submitting a Proposal The Respondent s failure to check the ESBD will in no way release the selected Contractor s from the requirements of addenda or additional information nor will any resulting additional costs to meet the requirements be allowed after award s A 9 2 Questions All questions regarding this RFP should be sent to the CPA Contract Specialist Category Manager Point of Contact identified in Section A 9 3 Questions must reference the appropriate RFP page and section number and must be submitted by the deadline set forth in Section A 9 1 However CPA in its sole discretion may respond to questions received after the deadline CPA s responses to questions will be posted to the ESBD CPA reserves the right to amend answers prior to the proposal submission deadline Respondents must notify CPA of any ambiguity conflict discrepancy exclusionary specification omission or other error in the RFP in the manner and by the deadline for submitting questions If a Respondent fails to notify CPA of such issues the Respondent will submit its Proposal at its own risk and if awarded a contract 1 shall have waived any claim of error or ambiguity in the RFP or RFP No 582 5 54666 Page A11 resulting contrac
5. Section Title Proposed Language Any exception that does not provide all information required e g the specific RFP section number section title detailed description of exception taken and Respondent s proposed language advanced in lieu of the language to which exception is taken in the format set forth above will be rejected without consideration A 13 9 The Conflict of Interest Disclosure By signing the Execution of Proposal the Respondent affirms that the execution of an agreement between Respondent and the State will not create a conflict of interest or cause an appearance of a conflict of interest In its proposal Respondent must disclose any existing or potential conflicts of interest or possible issues that might create appearances of impropriety relative to Respondent s and its proposed subcontractors submission of a proposal and possible selection as contractor or its performance of the Contract A description of some conflicts of interest may be found in Part B General Instructions and Contract Terms and Conditions Section B 1 3 but this list should not be considered exhaustive or limiting If the circumstances certified by Respondent change or additional information is obtained subsequent to submission of proposals by submitting a response Respondent agrees that it is under a continuing duty to supplement its response under this provision and Respondent shall submit updated information as soon as reasonably possibl
6. cpa texas gov for the submission of all documentation contained in a response ALL DOCUMENTS SHOULD BE SUBMITTED IN MICROSOFT OFFICE FORMATS WORD AND EXCEL OR IN A FORM THAT MAY BE READ BY MICROSOFT OFFICE SOFTWARE ANY DOCUMENTS WITH SIGNATURES SHALL BE SUBMITTED AS AN ADOBE PORTABLE DOCUMENT FORMAT PDF FILE CPA IS NOT RESPONSIBLE FOR DOCUMENTS THAT CANNOT BE READ OR CONVERTED UNREADABLE PROPOSALS MAY BE IN CPA S DISCRETION REJECTED AS NONRESPONSIVE Note Please be aware that your Internet Service Provider may limit file sizes on your outgoing emails so try to avoid graphics pictures letterheads etc which consume a lot of space These typically include tif tiff gif amp bmp file extensions but may include others as well CPA s firewall virus protection runs at all times so during times of new active virus alerts incoming traffic may be delayed while virus software scans emails with attachments CPA takes no responsibility for electronic bids that are captured blocked filtered quarantined or otherwise prevented from reaching the proper destination server by any CPA anti virus or other security software To confirm receipt of all electronic submissions contact 512 463 3377 or request a confirmation by e mail By Hard Copy Submission RFP No 582 5 54666 Page A17 In lieu of electronic submission CPA currently still accepts hard copy proposal The Respondent must submit one 1 original signed paper copy
7. shall award a Contract s to the Respondent s whose proposal is considered to be the best value to the state as defined in 2155 074 Gov t Code CPA intends to award to and contract with one successful Respondent Contractor to provide all of the goods or services specified in this RFP However CPA may make its award to a Respondent based on any combination including individual line item commodity groups all or none or a combination thereof that provides best value to the State RFP No 582 5 54666 Page A14 A 13 ORGANIZATION OF THE PROPOSAL FOR SUBMISSION The Proposal shall include all information required in this RFP and shall be in the format described herein The Respondent is solely responsible for thoroughly understanding the RFP and its attachments exhibits and forms Any questions concerning this RFP should be directed to the Point of Contact by the Deadline for Submitting Questions identified in Part A The Respondent is cautioned to pay particular attention to the clarity and completeness of its Proposal The Respondent is solely responsible for its Proposal and all documentation submitted The Respondent shall be as precise accurate and succinct as possible The Respondent shall provide detailed descriptions of how they will fulfill each requirement The clarity and completeness of a Proposal may be considered by the CPA evaluators A 13 1 Confidential Proprietary Information If any material in the Proposal is con
8. to identify the specific areas intended for subcontracting A 11 EVALUATION OF PROPOSALS The CPA reserves the right to award contract s without any negotiations and reserves the right to not make awards The Respondent is strongly encouraged to provide its best price in its Proposal because the CPA makes absolutely no guarantee that there will be any opportunity to negotiate or provide alternative pricing at any point during the RFP process The CPA may limit the number of proposals in the competitive range to consist of the greatest number of proposals that will permit an efficient competition among the respondents based in accordance with the proposed pricing and the required criteria specified in the RFP CPA may seek additional information and solicit BAFOs only from those proposers determined to be in the competitive range Each member evaluating proposals shall execute a confidentiality agreement Non Disclosure Affirmation for this RFP Proposals will be evaluated by CPA employees and by other non CPA employees who may be invited to assist as evaluators Best Value Evaluation Criteria Maximum Points 1 Price Total Cost of Ownership 40 2 Compliance with Specifications Reference Section A 5 and A 12 9 35 3 Delivery Timeframe from receipt of purchase order ARO 25 Total 100 1 Price of the item to include total cost of ownership such as installation costs life cycle costs and warranty
9. ATIACHMENTR 15 A 13 4 PREFERENCES ATTACHMENT U N 15 A 13 5 AUTHORIZED WARRANTY SERVICE PROVIDER ATTACHMENT D 15 A 13 6 HUB SUBCONTRACTING PLANT REFERENCE SECTION A IA 15 A 13 7 MANDATORY PRICE SHEET XML cceccccessseceessscececseeeceesaececeneeceesaeeecseaaececeaceesesaseeenenaececseceeeseaeeeeneaaeeeenenaees 15 A 13 8 ASSUMPTIONS AND EXCEPTIONS hisiisrseisosrissisoodsseesise s sisisroita nesae isa e sio oe shere s etnis E asas si en rE erae ieee e resisa 16 A 13 9 THE CONFLICT OF INTEREST DiSCLOSURE 16 A 13 10 DESCRIPTIVE LITERATURE FOR PRODUCTS OFFERED sssssssesesesesesrserireritittttttttttttttttttttttttrErEEEEEEEEEEEEEEEEErE EEE rere 17 A 14 SUBMITTING THE PROPOSAL TO THE CPA u 0 cssscssssssscsssscccessscccssssccccssssccsesscaccesssceecssseccesssceeceessssecess 17 RFP No 582 5 54666 Page A3 A l DEFINITIONS When capitalized the following terms and acronyms have the meaning set forth below All other terms have the meaning set forth in Merriam Webster s Collegiate Dictionary Eleventh Edition Also see Section B 1 1 for additional definitions TERM DEFINITION Contract Any contract s resulting from this solicitation consisting of the contract documentation as provided in Section B 3 4 Note There is no guarantee that any contract will result from this solicitation Contractor The Respondent s awarded a Contract as a result of the RFP CPA The Comptroller of Public Accounts t
10. COMPTROLLER OF PUBLIC ACCOUNTS TEXAS PROCUREMENT AND SUPPORT SERVICES DIVISION REQUEST FOR PROPOSALS Water Quality Monitoring Instruments and Accessories RFP No 582 5 54666 NIGP CLASS ITEM 493 96 Proposal Due Date July 24 2015 Proposal Due Time 4 00 pm Central Time in Austin Texas Posting Date July 2 2015 NOTE This RFP is composed of two parts 1 Part A Special Instructions including attachments and appendices if any and 2 Part B General Instructions and Contract Terms and Conditions including attachments and appendices if any In the event an instruction or term in Part A conflicts with an instruction or term in Part B the instruction or term in Part A prevails and any addenda or amendments to either Part A or Part B control over the original versions The Definitions in Part B Section B 1 1 apply to Part A RFP No 582 5 54666 Page A1 RESPONSE SUBMISSION CHECKLIST IMPORTANT ALL INQUIRIES AND COMMUNICATIONS CONCERNING THIS RFP MUST BE ADDRESSED TO THE INDIVIDUAL AS LISTED IN SECTION A 9 3 POINT OF CONTACT COMMUNICATIONS WITH OTHER THAN THE POINT OF CONTACT MAY RESULT IN DISQUALIFICATION OF A RESPONSE Read all documentation and requirements contained within this RFP package To be responsive and considered for evaluation and award respondents must return the documentation required and requested in this RFP package The documents must be completed and signed as required R
11. TURN CANCELLATION AND RESTOCKING FEE The Customer may request that a Contractor accept return of merchandise that meets specifications and has already been delivered or that a Contractor cancel an order prior to delivery If the Contractor does not agree to the Customer s request the Customer and Contractor must attempt to resolve the matter If the Customer and Contractor are not able to reach a mutually acceptable resolution either or both of the parties Customer and Contractor may contact the CPA contract manager CPA in its sole discretion will determine if the merchandise return request or order cancellation request as applicable must be accepted by the Contractor If CPA determines that the merchandise will be returned or the order cancelled as originally requested by the Customer and the return is determined by CPA to have resulted through no fault of the Contractor the Contractor may request a reasonable restocking charge The Customer may pay a restocking charge if the CPA and the Customer both determine that the charge is justifiable however there shall be no restocking or other fees for cancellations requested prior to shipment by the Contractor As a guideline such charges shall not exceed 10 AS FINANCIAL MATTERS A 8 1 Award Notice A notice of award will be issued by CPA to the successful respondent s in response to this RFP A 8 2 Agency Purchase Order The agency will issue an internal purchase order referenc
12. VERY Te EE EE 9 A 6 6 KIEREN 10 A 6 7 COMPLIANT CEET 10 A 7 RETURN CANCELLATION AND RESTOCKING FEE cssccccssssscssssscccssssccscssseccssssccecessecccessscecesssseesees 10 AN FINANCIAL MATTERS cecscccsosccocesesestsssencsvsescuecedess soseseseosesduc esesensseddstassesesessessecoesstess seebascsessndasesnebssveedbedesessoossss 10 AH AWARD NOTICE iiss iae ican c5 E das cued sv E A E ek OEE E E A TR 10 A 8 2 AGENCY PURCHASE ORDER eege ege AER 10 A 8 3 INVOICES AND EXPEDITED PAYMENT DISCOUNTS cccscccececececececececececseeceeecececeescececececeeeceeeeseeceeeeeeeceeeeeceeeeeeess 11 A3 EROEOSATL PNRORNMACHIONsueseeskd tege ee eege 11 AO DUE DATE FOR De e EE 11 PDD een Ne 11 A 9 3 PONT OF RE E VE 12 A 9 4 ATTACHMENTS INCLUDED WITH THIS RER 12 A 10 HUB SUBCONTRACTING PLAN REFERENCE PART B SECTION B 2 3 cccssssscessscccsssssecessseceeees 12 A 11 EVALUATION OF PROPOSALS isssessssoscsvsesoucsesessssossssesesesecsscustsosesnssosessnossseusetessteseceseseessossencscsssec ssecseesesosesossss 13 A3 AWARD PROCESS wissscccsssssssosccssssssscssecsonstvncebessvesstossescnbassescssovssscnsesssscessessesaisvinocesestessosedcneseisceoedebsciesebesssesvieesses 14 A 13 ORGANIZATION OF THE PROPOSAL FOR SUBMISSION sssscssssssscsssssccssssccssssccscesseccscsseccscssseeeees 15 A 13 1 CONFIDENTIAL PROPRIETARY INFORMATION 15 A 13 2 EXECUTION OF PROPOSAL ATTACHMENT A 15 A 13 3 RESPONDENT INFORMATION FORM
13. by the warranty including without limit instructions to return the goods to the Contractor for repair or replacement or have an approved vendor repair the equipment A 6 SHIPPING DELIVERY AND PACKAGING A 6 1 Identification of Shipments and Documentation In addition to the complete destination address each delivery must be clearly marked with the purchase order number Each shipment must be accompanied by a packing slip A 6 2 Packaging and Labeling All items shipped must be properly labeled with weather resistant labeling showing the brand name package quantity lot number if applicable and any other necessary identifying information A 6 3 Special Delivery Requirements Customers may have specific internal delivery rules and policies These will be provided on each purchase order issued by the customer The contractor s will be required to adhere to those requirements A 6 4 Hours of Delivery Delivery shall be made during the hours of 8 00 am to 4 00 pm Central Time Respondent is encouraged to obtain Customer s hours of operation at time of order Prior approval by the customer is required for after hours delivery In the event of any approval by the Customer for after hours delivery Respondent may not invoice any additional charges for that delivery A 6 5 Delivery Schedule Respondents shall furnish in the space indicated on the Mandatory Price Sheet a delivery schedule for each line item as to ti
14. e 0 100 meters e AUX port for future expansion f D Batteries Four 4 each g Calibration Cup h Tool Kit i j k Line 5 Hard Carrying Case for Line Item 4 Referenced Brand Model No or Equal YSI Part No 599020 02 a Quantity 5 b Must accommodate a 6 sensor port sonde display and accessories Line 6 Multi Parameter Central Wiper for Line Item 4 Referenced Brand Model No or Equal YSI Part No 599090 01 Applicable to Line 4 a Quantity 5 b Compatible for use with Multi Parameter Sonde 6 Sensor Ports c Wipes all installed manufacturer sensor d Incorporates wet mate connector and welded titanium housing Line 7 Conductivity Temperature Sensor Referenced Brand Model No or Equal YSI Part No 599870 01 Applicable to Lines 1 and 4 Quantity 25 Titanium body Compatible for use with Multi Parameter Sondes 4 and 6 Port Flow channel design and high accuracy temperature Wet mate connector and welded titanium housing SE Line 8 pH Sensor Assembly Guarded Referenced Brand Model No or Equal YSI Part No 599701 Applicable to Lines 1 and 4 Quantity 20 Titanium body Compatible for use with Multi Parameter Sondes 4 and 6 Port User replaceable sensor head Wet mate connector and welded titanium housing Dm a Ca P Line 9 pH Sensor Assembly Unguarded Referenced Brand Model No or Equal YSI Part No 599702 Applicable to Lines 1 and 4 RFP No 582 5 54666 Page A6 Quantity 5 Titanium body C
15. e upon learning of any change to their affirmation RFP No 582 5 54666 Page A16 A 13 10 Descriptive Literature for Products Offered Reference Section A 5 Requirements and Specifications If proposing other than the referenced brands model number Respondent must show manufacturer brand or trade name product number on Mandatory Price Sheet and provide complete descriptive information of product offered and include with response A 14 SUBMITTING THE PROPOSAL TO THE CPA The Proposal shall clearly state the Proposal Due Date and Time identified in Section A 9 1 Calendar of Events and be titled Proposal Submitted for RFP No 582 5 54666 Water Quality Monitoring Instruments and Accessories THE PRICE SHEET MUST BE SUBMITTED ELECTRONICALLY IN THE ORIGINAL FORMAT Please read all instructions carefully for submitting electronically Use the following e mail address to submit your response electronically and it is recommended to begin the process well in advance of 4 00 pm on the due date TPASS ebids cpa texas gov The e mail subject line should contain the RFP number and title as indicated on the cover page The respondent is solely responsible for ensuring that their complete electronic bid is sent to and actually received by CPA in a timely manner and at the proper destination server IMPORTANT NOTE CPA recommends a limit on the attachments to 10MB each This may result in the sending multiple e mails to TPASS ebids
16. eference Section A 13 Organization of the Proposal for Submission Responses received without the required documentation as identified below may be disqualified except as noted L CONFIDENTIAL PROPRIETARY INFORMATION EXECUTION OF PROPOSAL ATTACHMENT A L RESPONDENT INFORMATION FORM ATTACHMENT B PREFERENCES ATTACHMENT C L HUB SUBCONTRACTING PLAN HSP Reference Section A 10 There are no exceptions for the submission of the HSP therefore responses received without the completed and signed HSP shall be rejected as a material failure to comply with the requirements of this RFP and will be disqualified TT AUTHORIZED WARRANTY SERVICE PROVIDER ATTACHMENT D TT MANDATORY PRICE SHEET XML Submit electronically in the original format L EXCEPTIONS If Applicable L CONFLICT OF INTEREST DISCLOSURE L DESCRIPTIVE LITERATURE FOR PRODUCTS OFFERED Reference Section A 13 and A 14 for Submission Requirements As indicated in the referenced section THE PRICE SHEET MUST BE SUBMITTED ELECTRONICALLY IN THE ORIGINAL FORMAT Please read all instructions carefully for submitting electronically E mail address to submit your response electronically TPASS ebids cpa texas gov It is recommended to begin the process well in advance of 4 00 pm on the due date RFP No 582 5 54666 Page A2 PART A SPECIAL INSTRUCTIONS Table of Contents Al DEFINITIONS seiscsscssesdscsssesessiesesetecssonccesstenccessscsecesnnt
17. he state agency issuing this solicitation Customer State of Texas Agencies Institutions of Higher Education and Cooperative Purchasing Members including but not limited to CPA that are required or permitted by law to purchase goods and services under contracts established by CPA The requirements and eligibility of any given state agency institution of higher education or other entity to purchase goods and services under contracts established by CPA are subject to exceptions restrictions and change in accordance with applicable law and subsequent legislative or rulemaking action Purchasing restrictions include but are not limited to requirement for certain entities to purchase goods and services from Community Rehabilitation Programs as set forth in Texas Human Resources Code Chapter 122 ESBD The Electronic State Business Daily which is available online at http esbd cpa state tx us Gov t Code The Texas Government Code Party Parties Either the CPA and or Respondent separately or collectively Proposal A response submitted to the CPA as a result of this solicitation Note A Proposal constitutes a binding offer by the Respondent Any response to this RFP that includes any type of disclaimer or other statement indicating that the response does not constitute a binding offer will be disqualified Respondent Any person or vendor who submits a Proposal in response to this solicitation RFP Request for Proposals
18. ietess seaseutncsesoneaesseuscesusevesesvacdesaeetscsseabosossaess sosnsecededonsesoneseeseene 4 A 2 DESCRIPTION E 4 A3 TERM OF THE CONTRA GC Dvsccsscsssssivcsscccassscsscsseastsseseccssutecdessccecscesntecsedusscsscebetecactscessactesssssetesosssssssausasescessesssseses 4 AA PRICING STRUCTUR Bivsiississsssscesossssscsscsssscseseseasesssss osssiascescsensecosesesssosssecesoasscaisosbesessodeeesies seed sesedsseasoaseoosssesesesses 5 A S REQUIREMENTS AND SPECIFICATIONS ssssccssssscssssscsessssccscssscccsssscccesssccecsscaccessacsscssssccsessscecssacscessnee 5 A 5 1 CONTRACTOR REQUIREMENTS AND RESPONSIBILITIES s nesssssseeeoseessereertsseseretrsssesererrtssesoreretsessereneeresserererses 5 A 5 2 SS PECIBICATIONS e EE e e 5 A 5 3 WARRANTY REQUIREMENTS 5 c2ic3s5sesscceeg Soagasoucescesaeesdacaeseesuevss seas ous EENS 8 A 6 SHIPPING DELIVERY AND PACKAGING a cicccisssscccissssccsessccessessctecesscssctscecsecsasessasdesoesestesesosdesessossesensoseoseses 9 A 6 1 IDENTIFICATION OF SHIPMENTS AND DOCUMENTATION ertr tr tretes ertr r reren r rer EE Erener Ereren erener ereere erea 9 A 6 2 PACKAGING AND LABELING cccccceceeeceescececececececsesesesceeeceeseseseseeeeeeeseseseeceeeeececeeecececeeecececeeeceeeceeeeeeeceeeceeeeeeeeecess 9 A 6 3 SPECIAL DELIVERY REQUIREMENTS snensssssseneesrsseeserressesererstseesrrrnesrssrrrreentssesererets testerete reserrern esserne rees eenene 9 AGA HOURS OFDELIVERY eessen EEN ege deeg 9 A 6 5 DELI
19. ing the CPA Contract number as referenced on the Notice of Award The Contractor agrees not to ship any materials until issuance of a Purchase Order by the agency RFP No 582 5 54666 Page A10 A 8 3 Invoices and Expedited Payment Discounts Reference Part B General Instructions and Contract Terms and Conditions Section B 5 3 Invoicing and Payment Requirements Contractor shall submit an itemized invoice to the Agency reflecting the CPA Notice of Award number and the agency requisition number on all copies Payment terms for the State of Texas are typically 30 days Please indicate the additional discount extended to each monthly invoice on Attachment B Respondent Contact Information Form A9 PROPOSAL INFORMATION A 9 1 Due Date for Proposals Respondents shall submit Proposals to the CPA in time for verification and confirmation that each Proposal is received and documented in accordance with the due date and time indicated in the schedule below The CPA reserves the right to revise this schedule or any portion of this RFP by published Addendum Event Date ESBD Posting Date July 2 2015 Deadline for Submitting Questions July 13 2015 Official Response to Questions July 16 2015 or as soon thereafter as practical Answers to questions will be provided through an Addendum posted on the ESBD and notification sent via e mail PROPOSAL RESPONSE DUE DATE TIME Date July 24 2015 Time 4
20. lowing conditions e A score of less than 90 in the Vendor Performance System e Currently under a Corrective Action Plan through the CPA e Having repeated negative Vendor Performance Reports for the same reason e Having a record of repeated non responsiveness to Vendor Performance issues e Having purchase orders that have been cancelled in the previous 12 months for non performance i e late delivery etc Contractor performance information is located on the CPA web site at http www window state tx us procurement prog vendor_performance CPA may conduct reference checks with other entities regarding past performance In addition to evaluating performance through the Vendor Performance Tracking System as authorized by 34 Texas Administrative Code 20 108 CPA may examine other sources of vendor performance including but not limited to notices of termination cure notices assessments of liquidated damages litigation audit reports and non renewals of contracts Such sources of vendor performance may include any governmental entity whether an agency or political subdivision of the State of Texas another state or the Federal government Further CPA may initiate such examinations of vendor performance based upon media reports Any such investigations shall be at the sole discretion of CPA and any negative findings as determined by CPA may result in non award to the Respondent A 12 AWARD PROCESS Comptroller
21. me required for delivery after receipt of order ARO under normal conditions Delivery Days means calendar days unless otherwise specified Failure to state delivery time may disqualify Respondent CPA at its sole option may choose to negotiate delivery times RFP No 582 5 54666 Page A9 A 6 6 Delivery Delays If delay is foreseen Contractor shall give written notice to the Customer and must keep Customer advised at all times of status of order Default in promised delivery without accepted reasons or failure to meet specifications authorizes the Customer to purchase goods and services of this RFP elsewhere and charge any increased costs for the goods and services including the cost of re soliciting to the Contractor Failure to pay a damage assessment is cause for Contract cancellation and or debarment or removal of the Respondent from the State s Centralized Master Bidders List CMBL A 6 7 Compliant Products Providing products or materials which do not meet all specification requirements does not constitute delivery Delivery does not occur until the Contractor delivers products or materials in full compliance with the specifications to Customer s F O B destination unless delivery is specifically accepted in whole or in part by the Customer Customer reserves the right to require new delivery or a refund in the event that materials or products not meeting specifications are discovered after payment has been made A7 RE
22. ompatible for use with Multi Parameter Sondes 4 and 6 Port User replaceable sensor head Wet mate connector and welded titanium housing Dm Pn pg P Line 10 pH ORP Sensor Assembly Unguarded Referenced Brand Model No or Equal YSI EXO ISE02 Part No 599706 Applicable to Lines 1 and 4 Quantity 2 Titanium body Compatible for use with Multi Parameter Sondes 4 and 6 Port User replaceable sensor head Wet mate connector and welded titanium housing S CH Line 11 Optical DO Sensor Referenced Brand Model No or Equal YSI EXO Part No 599100 01 Applicable to Lines 1 and 4 a Quantity 28 b Titanium body c Compatible for use with Multi Parameter Sondes 4 and 6 Port d User replaceable sensor cap installed e Wet mate hermaphroditic connector and welded titanium housing Line 12 Total Algae Sensor Referenced Brand Model No or Equal YSI EXO ISE02 Part No 599102 01 Applicable to Lines 1 and 4 Quantity 1 Titanium body Chlorophyll and Blue green algae Phycocyanin Compatible for use with Multi Parameter Sondes 4 and 6 Port Wet mate connector and welded titanium housing eo BooE Line 13 Field Cable 4 Meter Referenced Brand Model No or Equal YSI ESO Part No 599040 4 Applicable to Lines 1 and 4 a Quantity 21 b Connects sonde to Handheld Display or USB adaptor c Wet mate connectors and strain relief Line 14 Field Cable 15 Meter Referenced Brand Model No or Equal YSI EXO Part No 599040 15
23. provisions 2 Compliance with the stated specification s coupled with the quality and reliability of the goods and services such as fitness for use that meets or exceeds Customers expectations and the characteristics of the product or service that bear on its ability to meet the stated implied needs 3 Delivery timeframe from receipt of purchase order ARO RFP No 582 5 54666 Page A13 CPA reserves the right to conduct studies and other investigations as necessary to evaluate any proposal CPA reserves the right to waive any minor or immaterial response requirements noted in the submission process Submission of proposals confers no legal rights upon any Respondent The CPA will determine whether negotiations or Best and Final Offers are necessary and may invite selected Respondents to provide oral presentations of their proposals Pursuant to Government Code 2155 087 the Chief Clerk of the CPA in a public meeting may consider award recommendations for contracts related to this solicitation Respondent s should be aware that sealed Proposals and information regarding sealed proposals cannot and will not be disclosed to the public prior to award of Contract s Past Performance A Respondent s past performance will be measured based upon pass fail criteria in compliance with applicable provisions of 2155 074 2155 075 2156 007 2157 003 and 2157 125 Gov t Code Respondents may fail this selection criterion for any of the fol
24. ptions should be included in a Proposal All issues or questions that might be advanced or addressed by way of assumption should be submitted to CPA pursuant to Section A 9 2 The inclusion of assumptions in a Proposal may result in a Respondent not being awarded a contract Respondents are encouraged in lieu of including exceptions in their Proposals to address all issues that might be advanced by way of exception by submitting such issues to CPA pursuant to Section A 9 2 Any exception included in a Proposal may result in a Respondent not being awarded a contract However if a Respondent includes exceptions in its Proposal the Respondent shall clearly identify each exception it takes noting the specific RFP section number section title detailed description of exception taken and Respondent s proposed language advanced in lieu of the language to which exception is taken If there are no exceptions the Respondent shall explicitly state that the Respondent takes no exception to any part of this RFP NOTE The CPA as a state agency is prevented by the Texas Constitution from indemnifying vendors The Respondent is discouraged from including a term in its Proposal that requires the CPA to indemnify it Such a term may result in the Proposal being deemed non responsive On company letterhead or in a Microsoft Excel spreadsheet submitted with Respondent s Proposal the Respondent shall identify exceptions using the following format Section
25. sidered by Respondent to be confidential or proprietary information Respondent must clearly mark the applicable pages of their submission to indicate their claim of confidentiality Additionally Respondent must include a statement on company letterhead identifying all Proposal section s and page s which have been marked as confidential A 13 2 Execution of Proposal Attachment A Respondent s signature is required to acknowledge that they can meet all requirements as stated and failure to sign and submit this form with its Proposal may disqualify the Proposal A 13 3 Respondent Information Form Attachment B All information on this form must be provided as requested A 13 4 Preferences Attachment C Respondents are encouraged to carefully review this attachment and complete as applicable A 13 5 Authorized Warranty Service Provider Attachment D All information on this form must be provided as requested A 13 6 HUB Subcontracting Plant Reference Section A 10 The Respondent shall fill out the HUB Subcontracting Plan HSP and submit with the Proposal to be considered responsive Responses received without the HSP shall be rejected as a material failure to comply with the requirements of this RFP A 13 7 Mandatory Price Sheet XML The Respondent shall complete the Mandatory Price Sheet and return with response in the format requested RFP No 582 5 54666 Page A15 A 13 8 Assumptions and Exceptions No assum
26. t 2 shall not contest CPA s interpretation of such provision s and 3 shall not be entitled to additional compensation relief or time by reason of ambiguity error or later correction A 9 3 Point of Contact Respondents shall direct all inquiries and communications concerning this RFP to the Point of Contact listed below Respondents shall make no contact with other CPA or agency personnel regarding this RFP except as permitted by the Point of Contact listed in this Section Failure to comply with these requirements and communications with other than the point of contact may result in disqualification of a response Note This e mail address is NOT to be used for submission of a response Follow the instructions outlined in Sections A 13 and A 14 for proper submission CPA Contract Specialist Josie Rodriguez CTPM CTCM Phone No 512 463 3391 E Mail josie rodriguez cpa texas gov After award of this RFP s subsequent contract all requests for Contract changes and all communications relating to the contract will be processed through the TPASS Contract Management Office A 9 4 Attachments Included with this RFP This RFP also includes the following Attachments Documents and Attachments Posted Separately on the ESBD XML Price Sheet Instructions Mandatory Price Sheet to be returned in format requested Part A Special Instructions This Document Part B General Instructions and Contract Terms and Condi
27. t to be complete and ready for operation or which are considered as standard will be furnished by the contractor Note to Respondents See Section A 12 for line item s 1 thru 6 and 7 thru 18 Line 1 Multi Parameter Sonde 4 Sensor Ports Referenced Brand Model No or Equal YSI ESO Sonde Part No 599501 02 Port Plugs Two 2 each USB drive loaded with user manual and software Software Referenced Brand or Equal KOR a Quantity 20 b Sensor Ports Four 4 each c Depth range 0 100 meters d D Batteries Two 2 each e Calibration Cup f Tool Kit g h i Line 2 Hard Carrying Case for Line Item 1 Referenced Brand Model No or Equal YSI Part No 599020 01 a Quantity 20 b Must accommodate the 4 sensor port sonde display and accessories Line 3 Sonde Weight Kit for Line Item 1 Referenced Brand Model No or Equal YSI EX01 Part No 599471 a Quantity 15 b Attaches to end of a sonde 4 Sensor Ports probe guard c Used in profiling or high current applications d Weighs 0 25 kg 0 5 Ibs RFP No 582 5 54666 Page A5 e Compatible for use with the Multi Parameter Sonde 4 Sensor Ports Line 4 Multi Parameter Sonde 6 Sensor Ports Referenced Brand Model No or Equal YSI EX02 Sonde Part No 599502 02 Port Plugs Four 4 each USB drive loaded with user manual and software Software Referenced Brand or Equal KOR a Quantity 5 b Sensor Ports Six 6 each c Wiper Port One 1 Each d Depth rang
28. tions Execution of Proposal and Assurances with Certification Attachment A Respondent Information Form Attachment B Preferences Attachment C Authorized Warranty Service Provider Attachment D Wy Bwyd A 10 HUB SUBCONTRACTING PLAN REFERENCE PART B SECTION B 2 3 The HUB Subcontracting Plan HSP documentation must be completed signed and returned with the proposal to be considered responsive Responses received without the HSP shall be rejected as a material failure to comply with the requirements of this RFP For assistance with the HSP please contact CPA Contract Specialist Josie Rodriguez CTPM CTCM RFP No 582 5 54666 Page A12 Phone No 512 463 3391 E Mail josie rodriguez cpa texas gov Probable subcontracting opportunities NIGP Class Item 962 86 Transportation of Goods and Other Freight Services Respondents shipping or delivering goods from their facility within the State of Texas using other than their own transportation assets are subcontracting and must complete all HSP requirements 962 95 Warehousing and Storage Services Not Storage Space Rental Description This list should not be considered a mandatory or an exhaustive list Other areas of subcontracting may be more appropriate given the Respondent s business structure and internal resources Please see the attached HUB Subcontracting Plan for further instructions which require vendors
29. which is the type of solicitation embodied in this document TAC The Texas Administrative Code A2 DESCRIPTION The Texas Procurement and Support Services TPASS a division of the Comptroller of Public Accounts CPA is seeking sealed proposals to establish a contract for water quality monitoring equipment to be purchased by the Texas Commission on Environmental Quality TCEQ A3 TERM OF THE CONTRACT The Contract shall commence upon the date of the Deputy Comptroller s signature on the Notice of Award issued by the CPA and shall automatically expire upon the delivery agreed upon with the contractor and the final acceptance by the Agency RFP No 582 5 54666 Page A4 AA PRICING STRUCTURE Firm Price Pricing proposed must remain firm for 120 days after the response due date and through the delivery receipt of the commodity and or service Unit prices must include all shipping handling delivery fees and fuel surcharges as F O B destination for delivery to Austin TX 78753 A5 REQUIREMENTS AND SPECIFICATIONS A 5 1 Contractor Requirements and Responsibilities a Contractor must deliver the following manuals and information written in English with all line items 1 Operations instruction manual 2 Parts manual 3 Applicable warranty information A 5 2 Specifications Reference the Mandatory Price Sheet for the line item s All parts which are necessary for the water quality monitoring equipmen
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