State of Ohio
Department of Administrative Services
General Services Division
Office of Procurement Services
The Original Signed Bid must be submitted to the Office of
Procurement Services to receive consideration for award.
OPENING DATE (1:00 p.m.)
Check if remit address is different and list on separate sheet
June 15, 2020
General Services Division
Office of Procurement Services
4200 Surface Road
Columbus, OH 43228-1395
Attn: Bid Desk
MBE/EDGE CERTIFICATE NUMBER
TOLL FREE NO.
BID NOTICE DATE
May 22, 2020
CONTRACTOR’S E-MAIL ADDRESS
SELECT YOUR PREFERRED METHOD OF RECEIVING PURCHASE ORDERS AND ENTER THE E-MAIL OR FAX NUMBER INFORMATION (ONLY SELECT ONE METHOD)
In addition to the standard terms for payment, the payment terms for state agency(ies) will be 2%,10 Days, Net 30 Days unless otherwise stated in the
following space. If no discount is offered, bidder should circle “Net 30 Days”. _____%, ____Days, Net 30 Days
PARTICIPATING AGENCY(IES): ALL STATE AGENCIES, AND PROPERLY REGISTERED COUNTIES, TOWNSHIPS, MUNICIPAL CORPORATIONS,
REGIONAL TRANSIT AUTHORITIES, REGIONAL AIRPORT AUTHORITIES, PORT AUTHORITIES, SCHOOL DISTRICTS, CONSERVANCY
DISTRICTS, TOWNSHIP PARK DISTRICTS AND PARK DISTRICTS, PURSUANT TO SECTION 125.04(B) OF THE OHIO REVISED CODE, THE
COOPERATIVE PURCHASING ACT. STATE UNIVERSITIES, STATE VOCATIONAL SCHOOLS, STATE COMMUNITY COLLEGES OR OTHER
INSTITUTIONS OF HIGHER EDUCATION MAY USE THESE CONTRACTS. SUCH USE, HOWEVER, IS BASED UPON EACH ENTITY'S
MINORITY SET-ASIDE BID IN ACCORDANCE WITH ORC CH1.25.081
THE DEPARTMENT OF ADMINISTRATIVE SERVICES, OFFICE OF PROCUREMENT SERVICES, IS SOLICITING BIDS FOR:
TERM OF CONTRACT: This Invitation to Bid is to establish a requirements contract to procure the described supplies or services on behalf of the above
participating agency(ies). The agency(ies) may place orders against the Contract beginning 07/01/20 or upon the date when DAS signs the Contract,
whichever is later in time. The Contract will expire 06/30/23 unless DAS terminates the Contract based upon reasons set forth in the Standard Contract
Terms and Conditions. No agencies may place purchase orders against the Contract beyond the expiration date unless DAS renews the Contract by
amendment. The Contractor may begin performance under the Contract only upon receipt of a valid order from a participating agency.
CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a
period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and
for any period of time. The cumulative time of all mutual renewals may not exceed twenty-four (24) months unless the Contracting Agency determines
that additional renewal is necessary.
INSTRUCTIONS TO BIDDERS and STANDARD TERMS AND CONDITIONS, Revised 05/29/19, are a part of this Invitation to Bid. Copies may be
downloaded by clicking the link above. All prior versions of Instructions to Bidders, Contract Terms and Conditions are null and void.
Contract Components. Once awarded, the Contract will consist of: the complete Invitation to Bid, including the Instructions to Bidders, the Standard
Contract Terms and Conditions, any Special Contract Terms and Conditions, the bid specifications and any written addenda or amendments to the
Invitation to Bid or Contract; the completed competitive sealed bid, including proper modifications, clarifications and samples; and applicable, valid State
of Ohio purchase orders or other ordering documents (“Contract”).
INQUIRIES: All inquiries should be submitted a minimum of five (5) working days prior to the bid opening date through the Procurement website,
http://procure.ohio.gov/. Locate the “Quick Links” menu on the right, select “Bid Opportunities Search”; Step 1, enter the “Bid Number; Step 2, click
“Search”; Step 3, click the “Document/Bid Number.” The “Submit Inquiry” button is at the bottom right of the Opportunity Detail page. Bidders will not
receive a personalized e-mail response to their question, nor will they receive notification when the question is answered. Responses may be viewed by
clicking the “View Q & A” button located beneath the “Submit Inquiry” button.
AUTHORIZED SIGNATURE (ORIGINAL SIGNATURE ONLY) (Please sign in blue ink)
The ORIGINAL signed Bid must be submitted to the Office of Procurement Services by 1:00 o'clock p.m., on the above listed opening date to receive
consideration for award. It is requested that the Bidder NOT sign their bid in BLACK ink. BIDDER CERTIFIES, by signature affixed to its bid, that the
information provided by it in its bid including the certified statements, is accurate and complete. Bidder declares to have read and understood and agrees
to be bound by all of the instructions, terms, conditions and specifications of this Invitation to Bid and agrees to fulfill the requirements of any awarded
contract at the prices bid.
Bidders claiming preference for Domestic Source End Products, the Ohio preference, and/or the Veteran Friendly Business
Enterprise (VBE) must complete the following information. Any bidder who intentionally submits false or misleading
information in an attempt to receive a bid preference will be immediately disqualified and may be subject to legal action
up to and including debarment. The state reserves the right to clarify any information during the evaluation process.
***BIDDERS MUST COMPLETE THE APPROPRIATE CERTIFICATION BELOW TO RECEIVE THE PREFERENCE.***
A. DOMESTIC PREFERENCE (BUY AMERICAN): Revised Code 125:11 and Administrative Code 123:5-1(K)
[Not applicable to “Excepted Products”]
1. Where is each product/services being offered mined, raised, grown, produced or manufactured?
(Go to B-1)
Other: (Specify Country)
(Go to A-2)
2. End product is manufactured outside the United States and at least 50% of the cost of its components are produced,
mined, raised, grown or manufactured within the United States. The cost of components may include transportation
costs to the place of manufacture and, in the case of components of foreign origin, duty whether or not a duty free entry
certificate is issued.
Yes (Go to Section B-1)
No (Go to Section A-3)
3. The Bidder hereby certifies that each end product, except the products listed below, is a domestic source end product
as defined in the Buy American Act and that components of unknown origin have been considered to have been mined,
produced, grown or manufactured outside the United States.
(Country of Origin)
(Country of Origin)
B. OHIO PREFERENCE (BUY OHIO): Revised Code 125:09 and Administrative Code 123:5-1-06
1. The products/services being offered are raised, grown, produced, mined or manufactured in Ohio.
No (Go to B-2)
2. Bidder has significant economic presence within the state of Ohio. Yes (Answer a, b, c, d below) No (Go to B-3)
a) Bidder has paid the required taxes due the state of Ohio Yes
b) Bidder is registered with the Ohio Secretary of State
Yes (Charter/Registration No.:
Questions regarding registration should be directed to (614) 466-3910 or visit their web site at:
h ttp ://s o s .s tate.o h .us /
c) Bidder has ten or more employees based in Ohio or border state.
Yes No (Go to B-2d)
d) Bidder has seventy-five percent or more employees based in Ohio or border state. Yes No (Go to B-3)
3. Border state bidder: (Except products mined in Michigan)
Yes (Specify which state then go to B-2c): KY MI NY PA IN
No (Go to B-4)
4. Border state bidder: mined products mined in respective border state (Except for products mined in Michigan)
C. VETERANS PREFERENCE (BUY VETERAN): Revised Code 9.318 and Administrative Code 123:5-1-16
Is the bidder a certified Veteran Friendly Business Enterprise as defined in Administrative Code 123:5-1-01(KK)
Index No. GDC001
SPECIAL TERMS AND CONDITIONS
AMENDMENTS TO CONTRACT TERMS AND CONDITIONS: The following Amendments to the Contract Terms and Conditions do
hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will
p rev ai l .
MINORITY BUSINESS ENTERPRISE (MBE) SET ASIDE: The State is committed to making more State contracts and opportunities
available to minority business enterprises (MBE) certified by the Ohio Department of Administrative Services (DAS) pursuant to Section
123.151 of the Ohio Revised Code and Rule 123:2-15-01 of the Ohio Administrative Code. This ITB is being issued as a minority set
aside contract in accordance Section 125.081 of the Ohio Revised Code. All bidders must be an Ohio certified MBE as of the Bid
due/opening date. If a certification application has been submitted that needs to be expedited to meet the solicitation due/opening date,
contact the DAS Equal Opportunity Division at 614-466-8380. For more information regarding Ohio MBE certification requirements,
including a list of Ohio certified MBE businesses, please visit the DAS Equal Opportunity Division web site at:
h ttp ://d as .o h io .gov /Di vi si ons /Eq ual Opportun ity /MBEEDG ECerti fi c ati o n /tabi d/134/d efaul t.as p x .
DELIVERY AND ACCEPTANCE: Supplies will be delivered to the participating agency within thirty (30) days after receipt of order. The
delivery location will be noted on the purchase order issued by the participating agency. Acceptance (transfer of title) will occur upon the
inspection and written confirmation by the ordering agency that the supplies delivered conform to the requirements set forth in the
Contract. Unless otherwise provided in the Contract, acceptance shall be conclusive except as regards to latent defects, fraud, or such
gross mistakes as amount to fraud.
CUSTOMER SERVICE AND DELIVERY NOTIFICATION. It is the responsibility of the Contractor under this Contract to provide order
acknowledgement and accurate and proactive delivery and customer service information to the ordering agency. Within two (2) work
days of receipt of any order pursuant to this Contract, the Contractor shall provide a shipment and delivery date promise to the ordering
agency. Such notification shall be in writing via email, FAX or other written method. If the anticipated delivery date exceeds the time
required by the DELIVERY AND ACCEPTANCE clause of the Contract, the contractor will work with the ordering agency to establish a
mutually agreed delivery date. If, after an alternate delivery date has been agreed, the delivery date must be changed, the Contractor
shall notify the ordering agency of the change and obtain the ordering agency’s agreement. This requirement applies equally where the
Contractor makes the direct delivery or uses the services of a third party, subcontractor or fulfillment house to provide delivery of the
order. If, after discussion, the contractor and ordering agency are unable to agree on a suitable delivery date, the agency may execute
the terms of the LATE DELIVERY LIQUIDATED DAMAGES clause of this Contract. Failure to make or update the notification provided
above within the prescribed time periods may be considered a default of the Contract.
LATE DELIVERY LIQUIDATED DAMAGES: In accordance with the Standard Terms and Conditions Section VI. J. time is of the essence
and on time delivery is a critical component of this bid/contract vital to the agencies which purchase materials using the co ntract and in
the management of inventories and timely provision goods or services to their constituents. In accordance with the DELIVERY AND
ACCEPTANCE clause, the required contract delivery term for this bid/contract is thirty (30) calendar days after the Contractor receives
the participating agencies’ purchase orders. If the Contractor is unable to meet that delivery period, the CUSTOMER SERVICE AND
DELIVERY NOTIFICATION clause of this Contract provides a mechanism for Contractor(s) to adjust the delivery period with the prior
agreement of the ordering agency. If, after that process is initiated, the contractor is unable to provide delivery as promised, the agency,
at its discretion may invoke Section VI. H, 2, of the Contract Standard Terms and Conditions (liquidated damages) as an o ffset against
the invoice value of the order. This clause will not apply in cases of FORCE MAJEURE as defined by the Contract Terms and Conditions,
Section VI. E.
EVALUATION: Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. In addition, DAS will multiply the
estimated annual usage times the quoted price per item offered to arrive at a per item total per bidder. A contract will be awarded to the
lowest cost responsive and responsible bidder by item. Additional sizes and widths as offered for Bid Items A.2, B.2, and C.2, will not be
used as part of the award evaluation.
CONTRACT AWARD: The contract will be awarded to the lowest responsive and responsible bidder by item. A bidder may be awarded
more than multiple items based upon being the lowest cost responsive and responsible bidder for that item.
Index No. GDC001
SPECIAL TERMS AND CONDITIONS (CONTINUED)
MINIMUM ORDER; The minimum dollar value of any order placed against a contract awarded pursuant to this bid for delivery F.O.B.
destination, transportation charges prepaid at any one time to one destination, shall not be less than two hundred ($200.00) dollars.
Orders less than the minimum order amount specified will be shipped F.O.B. Prepaid with actual freight charges added to the invoice.
The ordering agency may require an actual copy of the freight invoice in support of any freight charges invoiced.
AUTHORIZED DISTRIBUTOR OR MANUFACTURER’S REPRESENTATIVE: Bidders responding to this Bid must be authorized
distributors or representatives of manufacturers or suppliers of the items bid. Bidders may be required to submit proof of the above. If
requested, bidders will have seven (7) calendar days to provide proof of the relationship. If requested Bidders shall submit certification
attesting that they are an authorized dealer, distributor or manufacturer’s representative of the products being bid. This certification must
be on the manufacturer’s or supplier’s letterhead, signed by a duly authorized employee of the manufacturer or supplier.
DESCRIPTIVE LITERATURE: The Bidder may be required to submit descriptive literature of the supplies or services being offered. If
requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided
as part of the bid response, the Bidder must provide said literature within seven (7) calendar days after request/notification by the Office
of Procurement Services to do so. Any references, that may appear in the descriptive literature, that may alter the terms an d conditions
and specifications of the bid (e.g. F.O.B. Shipping Point or Prices Subject to Change), will not be part of any contract and will be
disregarded by the state of Ohio. Failure of the bidder to furnish descriptive literature either as part of their bid response or within the
time specified herein will deem the bidder not responsive.
PRODUCT SAMPLES: The bidder(s) may be required to submit samples of the supplies being offered. The samples will be used in the
evaluation process to determine the lowest responsive and responsible bidder. If not included as part of their bid response, the bidder
will be required to provide the samples within seven (7) calendar days after notification. Failure to provide the samples within the stated
time period will result in the bidder being deemed not responsive. During bid evaluation one of each sample submitted may be destroyed
for the purpose of determining the sample’s compliance with the Bid Specifications for same. Samples submitted will not be returned to
the bidder after award of a contract or on the expiration of the ensuing contract. After award of the contract, the samples will be used as
a basis of comparison with actual product delivered under contract. Any variation between the samples and product being delivered
without the concurrence of DAS and the ordering agency will be considered as an event of default. Any variations between the samples
and actual product being delivered that are due to manufacturer changes may be acceptable and shall require prior written approval from
DAS and the ordering agency. (See the SUBSTITUTION OF ITEMS clause of this contract.)
DUE DILLEGENCE AND REFERENCES: Bidders, including any sub-contractors and/or fulfillment houses named by Bidders may be
required by DAS to provide business references and company financial and other business information. If requested, Bidders must provide
such information within seven (7) calendar days after request. If any information requested by DAS during due diligence investigation is
deemed proprietary or confidential by the Bidder, DAS will evaluate a request for confidentiality and if justified, take steps to maintain
such confidentiality in accordance with Ohio’s public records statute. The failure to provide or the withholding of information requested
by DAS may result in the Bidder being found not responsive in accordance with Section I-21 of the Instructions to Bidders.
FIXED-PRICE WITH ECONOMIC ADJUSTMENT: The contract price(s) will remain firm for the first twelve (12) months duration of the
contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after
acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from his
suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment.
If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the
The price increase must be supported by a general price increase in the cost of the finished supplies, due to increases in the cost of raw
materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a co mparison
list of the contract items and proposed price increases, must be submitted to support the req uested increase. Supportive documentation
should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost
of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on
the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials,
freight, fuel or labor, etc.
Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor
is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all
purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on
the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the
temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease.
Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract
Remedies” sections of the “Standard Contract Terms and Conditions”.
Index No. GDC001
SPECIAL TERMS AND CONDITIONS (CONTINUED)
COOPERATIVE PURCHASING CONTRACT: This Contract may be relied upon by Ohio institutions of higher education and Ohio political
subdivisions. Ohio political subdivisions include any county, township, municipal corporation, school district, conservancy district,
township park district, park district created under Chapter 1545 of the Revised Code, regional transit authority, regional airport authority,
regional water and sewer district, port authority or any other political subdivision as described in the Ohio Revised Code. To qualify to
use this Contract the political subdivision must be currently enrolled in the State’s Cooperative Purchasing Program. Purchases made
from this Contract by a political subdivision that is not properly registered with the State’s Cooperative Purchasing Program will be a
violation of law and may be contrary to the political subdivision’s competitive bidding requirements. If a political subdivision or institution
of higher education relies upon this Contract to issue a purchase order or other ordering document, the political subdivision or institution
of higher education “steps into the shoes” of the State under this Contract. The political division’s or institution of higher education’s order
and this Contract are between the Contractor and the political subdivision or institution of higher education. The Contractor must look
solely to the political subdivision or institution of higher education for performance, including payment. The Contractor agrees to hold the
state of Ohio harmless with regard to political subdivisions and institution of higher education’s orders and political subdivision’s and
institution of higher education’s performance. DAS may cancel this Contract and may seek remedies if the Contractor fails to honor its
obligations under an order from a political subdivision or institution of higher education.
CONTRACTOR QUARTERLY SALES REPORT: The Contractor must report the quarterly dollar value (in U.S. dollars and rounded to
the nearest whole dollar) of the sales, to include both state agencies and p olitical subdivisions, under this Contract by calendar quarter
(e.g. January-March, April-June, July-September and October-December). The dollar value of the sale is the price paid by the Contract
user for the products and/or services listed on the purchase order or other encumbering document, as recorded by the Contractor.
The Contractor will receive an email with a User ID and password and must report the quarterly dollar value of sales to the Department
of Administrative Services (DAS) via the Internet using the web form at the Ohio DAS Contract Management Contractor Portal,
https://cm.ohio.gov/. If no sales occur, the Contractor must show zero. The report must be submitted thirty (30) days following the
completion of the reporting period. The Contractor is responsible for emailing the Analyst listed on page one of the contract with any
company contact changes.
The Contractor shall also submit a close-out report within one hundred and twenty (120) days after the expiration of this Contract. The
Contract expires upon the physical completion of the last outstanding task or delivery order of the Contract. The close-out report must
cover all sales not shown in the final quarterly report and reconcile all errors and credits. If the Contractor reported all contract sales and
reconciled all errors and credits on the final quarterly report, then the Contractor should show zero “0” sales in the close-out report.
The Contractor must forward the Quarterly Sales Report to one of the following addresses,
For same day or overnight deliveries:
All other deliveries may be sent to the following address:
Huntington National Bank
7 Easton Oval
Columbus, OH 43219
Department of Administrative Services
Columbus, OH 43260-3686
If the Contractor fails to submit sales reports, falsifies reports or fails to submit sales reports in a timely manner, DAS may suspend,
terminate or cancel this Contract.
USAGE REPORTS: In addition to the Contractor Quarterly Sales Report above, every six (6) months for the periods July through
December and January through June, the contractor must submit a report in Excel format on electronic media. The report shall be
forwarded by U.S. Mail or via email indicating sales generated by this contract. The report shall provide the quantities/dollars generated
by the contract in the format specified by DAS. The report shall be submitted to the Office of State Purchasing, 4200 Surface Road,
Columbus, OH 43228-1395, Attn: Connor Haley (firstname.lastname@example.org) no later than the last day of the month following the report
p eri o d .
CONTRACTOR REVENUE SHARE: The Contractor must pay the Department of Administrative Services (DAS) a revenue share of the
sales transacted under this contract. The Contractor must remit the revenue share in U.S. dollars within thirty (30) days after the end of
the quarterly sales reporting period. The revenue share equals 0.75% of the total quarterly sales reported. Contractors must include the
revenue share in their prices. The revenue share is included in the award price(s) and reflected in the total amount charged to ordering
agencies which includes both state agencies and political subdivisions using this Contract.
The contractor must remit any monies due as the result of the close-out report at the time the close-out report is submitted to DAS. The
Contractor must pay the revenue share amount due by check. To ensure the payment is credited properly, the Contractor must identify
the check as a “Revenue Share” and include the Ohio Contract Management Remittance Report.