RFP VEHICLE SAFETY GLASS

Agency:	State of Vermont
State:	Vermont
Type of Government:	State & Local
NAICS Category:	327215 - Glass Product Manufacturing Made of Purchased Glass
Posted Date:	Apr 12, 2024
Due Date:	Apr 24, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

VEHICLE SAFETY GLASS

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

April 12, 2024

April 18, 2024 – 10:00 AM (EST)

April 24, 2024 – 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS SOLICITATION WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS SOLICITATION.

STATE CONTACT:

E-MAIL:

Bill Vivian, State Purchasing Agent II

SOV.ThePathForward@vermont.gov

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &

Contracting (hereinafter the “State”) is seeking to establish contracts with one or more companies that can

provide Vehicle Safety Glass.

1.1.1.ADDITIONAL PURCHASERS: In the Certificate of Compliance attached to this solicitation bidders are

required to indicate whether political subdivisions and independent colleges of the State may participate

in the awarded contract at the same prices, terms and conditions.

1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of two (2) years with

an option to renew for up to three additional twelve-month periods. The State anticipates the start date for

such contract(s) will be May 13, 2024.

1.3. SINGLE POINT OF CONTACT: All communications concerning this solicitation are to be addressed in

writing to the State Contact listed on the front page of this solicitation. Actual or attempted contact with any

other individual from the State concerning this solicitation is strictly prohibited and may result in

disqualification.

1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this solicitation or

wishing to comment on any requirement of the solicitation must submit specific questions in writing no later

than the deadline for question indicated on the first page of this solicitation. Questions may be e-mailed to

the point of contact on the front page of this solicitation. Questions or comments not raised in writing on or

before the last day of the question period are thereafter waived. At the close of the question period a copy

of all questions or comments and the State's responses will be posted on the State’s web site

http://bgs.vermont.gov/purchasing/bids. Every effort will be made to post this information as soon as

possible after the question period ends, contingent on the number and complexity of the questions. All

information provided by vendors during this process will be public and bidders shall not provide confidential

information, except as described in 5.1 below.

1.5. CHANGES TO THIS SOLICITATION: Any modifications to this solicitation will be made in writing by the

State through the issuance of an Addendum to this solicitation and posted online at

http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be considered.

1.6. CONTRACT QUANTITY: Any quantities stated in the detailed requirements of this solicitation are estimates

only based on prior usage, and are annual quantities, unless otherwise stated. Actual purchases may be

higher or lower depending on the State’s needs.

1.7. SOURCE OF FUNDS:

Socioeconomic affirmative steps under 2 C.F.R. § 200.321 If using applicable federal funds Socioeconomic

affirmative steps under 2 C.F.R. § 200.321 affirmative steps must include at least the following six steps:

1. Placing qualified small and minority businesses and women’s business enterprises on solicitation

lists;

2. Assuring that small and minority businesses and women’s business enterprises are solicited

whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit

maximum participation by small and minority businesses, and women’s business enterprises;

4. Establishing delivery schedules, where the requirement permits, which encourage participation by

small and minority businesses, and women’s business enterprises;

5. Using the services and assistance, as appropriate, of such organizations as the Small Business

Administration and the Minority Business Development Agency of the Department of Commerce;

and

6. Requiring the prime/general contractor, if subcontracts are to be let, to take the same affirmative

steps as listed in numbers 1 through 5.

If a bidder requires assistance in preparing their proposal or needs guidance on socioeconomic

certifications, the bidder may contact the Procurement Technical Assistance Center (PTAC). PTAC

specializes in helping small businesses navigate the documentation associated with State and Federal

procurement. Their website is: https://accd.vermont.gov/economic-development/programs/ptac

2. DETAILED REQUIREMENTS: Bidders are to provide pricing on the repair and replacement of vehicle

safety glass and windshields to meet the following specifications:

2.1. Contractor’s employees shall be certified by the National Auto Glass Association to install and repair

windshields.

2.2. All vehicles requiring auto glass replacement are to be returned to the manufacturer’s original and intended

safety levels.

2.3. Exception: For auto glass replacement in temperatures below 40 degrees F, technicians must utilize original

equipment manufacturer approved two-part chemical cured urethane that meets the following criteria:

2.4. Documented proof that the urethane used will reach 250 psi of lap shear strength in one hour down to zero

degrees F.

2.5. Proof of purchase seals – lot numbers of all associated urethanes and primers must be listed on each invoice

for additional proof of use.

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that Bidder

wishes the State to consider must be submitted for consideration. If applicable, all equipment pricing is to

include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be honored. All

equipment shall be delivered assembled, serviced, and ready for immediate use, unless otherwise requested

by the State. No charge for packing, shipping, or for any other purpose will be allowed over and above the

price quoted.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by

Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of materials

and/or services required.

3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive

bidding process with another state and/or cooperative are welcome to submit the pricing in response to

this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the

Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and

performance requirements outlined in this solicitation. The State of Vermont reserves the right to obtain

clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to respond

to a request for additional information or clarification could result in rejection of that bidder's proposal. To

secure a project that is deemed to be in the best interest of the State, the State reserves the right to accept

or reject any and all bids, in whole or in part, with or without cause, and to waive technicalities in

submissions. The State also reserves the right to make purchases outside of the awarded contracts where it

is deemed in the best interest of the State.

3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final selection

of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a BAFO. The

state reserves the right to request BAFOs from only those Bidders that meet the minimum qualification

requirements and/or have not been eliminated from consideration during the evaluation process.

3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it will

help the State’s evaluation process. The State will factor information presented during presentations into

the evaluation. Bidders will be responsible for all costs associated with providing the presentation.

3.3. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change

Considerations in State Procurements Certification, which is included in the Certificate of Compliance for this

solicitation.

After consideration of all relevant factors, a bidder that demonstrates business practices that promote clean

energy and address climate change as identified in the Certification, shall be given favorable consideration in

the competitive bidding process. Such favorable consideration shall be consistent with and not supersede

any preference given to resident bidders of the State and/or products raised or manufactured in the State, as

explained in the Method of Award section. But, such favorable consideration shall not be employed if

prohibited by law or other relevant authority or agreement.

3.4. METHOD OF AWARD: Awards will be made under the provisions of 29 V.S.A. § 903. The State may award

one or more contracts and reserves the right to make additional awards to other compliant bidders at any

time if such award is deemed to be in the best interest of the State. All other considerations being equal,

preference will be given to the following as identified in the applicable Certificate of Compliance.

3.4.1.resident bidders of the state and/or to products raised or manufactured in the state;

3.4.2.purchase of goods, products, or materials produced in the United States (including but not limited to

iron, aluminum, steel, cement, and other manufactured products) when the award involves the use of

applicable federal funds under 2 C.F.R. § 200.322)

3.4.3.bidders who have practices that promote clean energy and address climate change.

3.5. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or more

bidders with which to negotiate a contract, based on the evaluation findings and other criteria deemed

relevant for ensuring that the decision made is in the best interest of the State. In the event State is not

successful in negotiating a contract with a selected bidder, the State reserves the option of negotiating with

another bidder, or to end the proposal process entirely.

3.6. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the preparation of

a response to this solicitation and shall be responsible for all expenses associated with any presentations or

demonstrations associated with this request and/or any proposals made.

3.7. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including the

Standard Contract Form and Attachment C as attached to this solicitation for reference.

3.7.1.Business Registration. To be awarded a contract by the State of Vermont a bidder (except an

individual doing business in his/her own name) must be registered with the Vermont Secretary of State’s

office https://sos.vermont.gov/corporations/registration/ and must obtain a Contractor’s Business

Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .

3.7.2.The contract will obligate the bidder to provide the services and/or products identified in its bid, at the

prices listed.

3.7.3.Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however, such

discounts must be in effect for a period of 30 days or more in order to be considered in making awards.

3.7.4.Quality. If applicable, all products provided under a contract with the State will be new and unused,

unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless

specifically requested by the purchasing agency. All products provided by the contractor must meet all

federal, state, and local standards for quality and safety requirements. Products not meeting these

standards will be deemed unacceptable and returned to the contractor for credit at no charge to the

State.

3.8. SUBSTITUTION: Bidders may offer, in their bids, substitutes to items identified by a manufacturer’s number

or brand. When offering a substitution, bidder must describe any differences and provide technical

information that will assist in the State’s evaluation.

3.9. ENVIRONMENTAL INFORMATION: Bidders are requested to complete the Environmental Information Form

which is included in the Certificate of Compliance for this solicitation identifying the following for each product

being quoted:

a. Percent (%) of recycled content and post-consumer content; and

b. Mercury content certification.

3.10. SAMPLES:

3.10.1.Bidder Supplied Samples: The Commissioner reserves the right to request from the

Bidder/Contractor a representative sample(s) of the Product offered at any time prior to or after award

of a contract. Unless otherwise instructed, samples shall be furnished within the time specified in the

request. Untimely submission of a sample may constitute grounds for rejection of Bid or cancellation

of the Contract. Samples must be submitted free of charge and be accompanied by the Bidder’s name

and address, any descriptive literature relating to the Product and a statement indicating how and

where the sample is to be returned. Where applicable, samples must be properly labeled with the

appropriate Bid or Contract reference.

A sample may be held by the Commissioner during the entire term of the Contract and for a

reasonable period thereafter for comparison with deliveries. At the conclusion of the holding period the

sample, where feasible, will be returned as instructed by the Bidder, at the Bidder’s expense and risk.

Where the Bidder has failed to fully instruct the Commissioner as to the return of the sample (i.e.,

mode and place of return, etc.) or refuses to bear the cost of its return, the sample shall become the

sole property of the receiving entity at the conclusion of the holding period.

3.10.2.Enhanced Samples: When an approved sample exceeds the minimum specifications, all Product

delivered must be of the same enhanced quality and identity as the sample. Thereafter, in the event of

a Contractor’s default, the Commissioner may procure a Product substantially equal to the enhanced

sample from other sources, charging the Contractor for any additional costs incurred.

3.10.3.Conformance with Sample(s): Submission of a sample (whether or not such sample is tested by, or

for, the Commissioner) and approval thereof shall not relieve the Contractor from full compliance with

the requirements specified in this solicitation. If in the judgment of the Commissioner the sample or

product submitted is not in accordance with the specifications or testing requirements prescribed in the

Bid Specifications, the Commissioner may reject the Bid. If an award has been made, the

Commissioner may cancel the Contract at the expense of the Contractor.

3.10.4.Testing: All samples are subject to tests in the manner and place designated by the Commissioner,

either prior to or after Contract award. Unless otherwise stated elsewhere in this solicitation, Bidder

samples consumed or rendered useless by testing will not be returned to the Bidder. Testing costs for

samples that fails to meet Contract requirements may be at the expense of the Contractor.

3.11. WARRANTY: The manufacturer shall include with its proposal a written warranty for each product that it

intends to furnish. Warrantees must be based on commercial use, and shall extend fora minimum term of

one (1) year from the date a Product is available for use by the purchaser; however, longer term warranties

are desirable and will be given favorable consideration, all else being equal.

4. ENVIRONMENTAL REQUIREMENTS:

Environmentally Preferable Purchasing (EPP) means the purchase of products and services that have a lesser

or reduced effect on human health and the environment when compared with competing products or services

that serve the same purpose. This comparison may consider raw material acquisition, production,

manufacturing, packaging, distribution, re-use, operation, maintenance, or disposal of the product or service).

The State of Vermont has established specific goals and objectives aimed at providing sound environmental

stewardship, protecting human health, reducing state operating expenses associated with the use and control of

regulated hazardous materials, and reducing potential liability attributable to environmental impact. Therefore,

where applicable, the following environmental criteria shall be considered for all State purchasing and contracts.

4.1. Paper: The State desires to reduce the use of chlorine in the products it purchases to protect the

environment from pollution. Processed Chlorine Free (PCF) paper means paper in which the recycled content

is processed unbleached or is bleached without the use of chlorine or chlorine derivatives AND any virgin

material contained therein is totally chlorine free (TCF).

4.1.1. Copier Paper: The State requires PCF copier paper which contains a minimum of 50% post-consumer

recycled material (any virgin material must be TCF).

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
RFP VEHICLE SAFETY GLASS	04/18/2024 10:00AM		04/24/2024 04:30PM

RFP VEHICLE SAFETY GLASS

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