|Agency:||State Government of Virginia|
|Type of Government:||State & Local|
|Posted Date:||Aug 6, 2020|
|Due Date:||Aug 12, 2020|
|Solicitation No:||QQ EVA001_QQ235894-V2|
|Bid Source:||Please Login to View Page|
|Contact information:||Please Login to View Page|
|Bid Documents:||Please Login to View Page|
I. PURPOSE: The intent of this Quick Quote is to obtain a fixed price bid to furnish (1) one HP L315PrintCut Latex Printer and Separate 54” Cutter or Agency Approved Equal Product per specifications and additional options listed below. Bid price to include delivery, installation and training to 10301 State Park Road, Chesterfield, Virginia 23832
A. SPECIFICATIONS: Contractor shall provide a fixed price bid to include the following minimum specifications for
1. 1 each HP L315PrintCut Latex Printer or Agency Approved Equal
a) Model year: 2020 or most recent model produced
b) Model: L315PrintCut or Agency Approved Equal
c) Maximum Size: 54”
2. Included Software or Agency Approved Equal
a) Applicable FlexiSign Software
b) Print HP Edition Software
3. 1 each Latex Bundle Startup Ink any consumables that may be required to operate machine to start.
4. 1 each (HPFOM61A)HP Latex 54” Take Up Reel or Agency Approved Equal
5. 1 each Sample Roll of Vinyl for installation and training
6. 1 each Separate Cutter-L300 Series Print Cut or model recommended for use with HP L315 or Agency Approved Equal
a) Minimum 53.1 Inch up to 44 in/sec diagonal
b) 0.2% of movement or 0.25 mm, (0.01 in) whichever is greater
c) Print and cut at the same time.
d) High Accuracy Optical Positioning System (OPOS)
e) One-point workflow management-edit/print jobs, including HP Barcode unattended cutting, without interruption.
7. ONSITE-Training on all components at time of set up or scheduled with Jennifer Ellington.
8. Payment Options to be according to Commonwealth of Virginia Laws – 30 days net of receipt of goods or valid invoice whichever is latest.
9. Warrantee to be best available warrantee offered at time of sale. Minimum warrantee presented at time of bid.
10. Warrantee registration completed by reseller, printed and printed version of all paperwork provided to Department of Conservation and Recreation.
11. Contractor must provide the name, address and contact information for a service provider located within 100 miles of 10301 State Park Road, Chesterfield, Virginia 23832 in the Commonwealth of Virginia at time of bid.
B. DELIVERY/PICKUP REQUIREMENTS:
1. Contractor shall deliver within minimum product lead times and documented at time of bid. Preferred delivery and set up is 30 days after receipt of order/Award.
2. Contractor must include cost of delivery and setup in bid.
II. BID INSTRUCTIONS: Bid may be made electronically through eVA or paper bid using the paper bid form and emailed to Mary.Cook-Jones@dcr.virginia.gov.
1. Contractor shall provide product information and/or specifications sheet on any product bid as an “equal product” marked to show product meets minimum to that specified at the time of bid for evaluation purposes. Failure to do so may result in elimination from evaluations.
2. Contractor must provide bid to include delivery and any minimum listed items that are not standard.
3. Alternate product bids must include specifications sheets and product information showing the product meets minimum specifications or bid may be considered non responsive and not be included in evaluations.
III. GENERAL TERMS AND CONDITIONS: See additional attachments entitled “General Terms and Conditions” and “eVA Quick Quote Standard Terms and Conditions”
IV. SPECIAL TERMS AND CONDITIONS:
A. AUDIT: The contractor shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by the Commonwealth of Virginia, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.
B. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.
C. AWARD: The Commonwealth will make the award on a LOT basis to the one or more lowest responsive and responsible bidder(s) that is a DSBSD-certified micro business if such a bid is received, provided that the bid is less than $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder(s) that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder(s) of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it must be clearly shown in the space provided. Discounts for early prompt payment will not be considered in making awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.
D. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the end of the (60) days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.
E. BID PRICES: Bid shall be in the form of a firm all-inclusive price for each Line of interest.
F. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete and shall include all applicable mobilization and labor charges; extra charges will not be allowed.
G. ORDERING OPTION: The Department of Conservation and Recreation may during the first sixty (60) days after this contract is awarded, with the concurrence of the contractor, place additional orders under the contract at the original unit price through the issuance of separate purchase orders. The aggregate of such additional orders shall not exceed 100% of the quantity originally stated in the contract.
H. PRODUCT INFORMATION: The bidder shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered nonresponsive.
I. PRODUCT AVAILABILITY/SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contact Officer. The Agency may, at its discretion, require the contractor to provide a substitute item of equivalent or better quality subject to the approval of the Contract Officer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the contractor.
J. SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the purchasing agency. In the event that the contractor desires to subcontract some part of the work specified herein, the contractor shall furnish the purchasing agency the names, qualifications and experience of their proposed subcontractors. The contractor shall, however, remain fully liable and responsible for the work to be done by its subcontractor(s) and shall assure compliance with all requirements of the contract.
K. TRANSPORTATION AND PACKAGING: By submitting their bid, all Bidders certify and warrant that the price offered is for FOB destination and includes only the actual freight rate costs at the lowest and best rate and is based upon the actual weight of the goods to be shipped. Extra charges not allowed.
L. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS: The eVA Internet electronic procurement solution, web site portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.
Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:
a. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:
(i) DSBSD-certified Small Businesses: 1%, capped at $500 per order.
(ii) Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.
b. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified above assessed for each order.
For orders issued prior to July 1, 2014, the vendor transaction fees can be found at www.eVA.virginia.gov.
The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases) will be handled through purchase order changes.
V. METHOD OF PAYMENT: The Contractor shall invoice complete after completion of work or shipment of goods approved by Contact. Payment will be made under the Commonwealth of Virginia payment terms and conditions. Net 30.