SUPERIOR COURT of CALIFORNIA, San Joaquin
Business Services
222 E. Weber Ave, Suite 130
PO Box 201022
Stockton, CA 95201-9022
REQUEST FOR QUOTE ONLY - THIS IS NOT AN ORDER
RFQ: JC04-14-2017
DATE: April 14, 2017
Return Quotations via E-Mail to no later than: April 21, 2017. Quotes must be signed by an authorized agent of your company.
To have your submittal accepted, you must complete this quote form, sign and return it. Vendor provided quote sheets will not be accepted as a submittal.
When submitting your quote, please provide your California Seller’s permit.
For additional information contact: Jim Cooper 209-992-5708.
______
The Court is requesting quotes for Compact Refrigerators. Providers may quote on all or some of the items requested below. All equipment must be new, unused, not shopworn, not a demonstrator or a prototype.
The Court hereby requests quotes for the following:
ITEM NUMBER / QUANTITY / UNIT OF MEASURE / DESCRIPTION / YOUR PRICE/EACH(Do not include Tax) / TOTAL/LESS TAX
10 / 61 / Ea / Compact Refrigerator/Freezers / $ / $
ITEM NUMBER / QUANTITY / UNIT OF MEASURE / DESCRIPTION / YOUR PRICE/EACH
(Do not include Tax) / TOTAL/LESS TAX
20 / 61 / Ea / Shipping FOB Dest
(Do not include Tax)
TAXABLE Y/N (circle one) / $ / $
ITEM NUMBER / QUANTITY / UNIT OF MEASURE / DESCRIPTION / YOUR PRICE/EACH
(Do not include Tax) / TOTAL/LESS TAX
30 / 61 / Ea / Installation/Setup / $ / $
NOTE: If you are unable to provide installation/set-up portion, please quote units with delivery only. The Court reserves the right to award on an item to item basis. Economy may dictate separate orders would be most beneficial to the Courts.
SPECIFICATIONS
Provide Sixty (61) standard commercial off-the-shelf compact refrigerators with freezer compartments.
GENERAL SPECS:
1. Must be equipped with Pigtail/electrical cord w/plug to allow plugging into and safely operate from a standard 3-wire 110 A/C, 20a outlet located on the wall in the under counter space directly behind the units. Exact location of plug on back wall unknown, plug may be located anywhere on the 32 ½” x 26 ¼” area of the undercounter back wall.
2. Units must contain a freezer compartment that maintains temperatures at or below 32 degrees Fahrenheit. Freezer space area must be useable for small items such as heat and serve meals but should not exceed 25% of total useable internal space.
3. Units must be frost-free/auto-defrost.
4. Must fit space measuring 32 ¼”H x 23” W x 22”D (these are MAXIMUM dimensions).
5. Exposed exterior surfaces of units must closely match color of cabinetry surface laminate which is Formica Laminate Colorcore2 #72223C-58, New White, matte finish. (COLOR SWATCH REQUIRED)
DELIVERY:
-Delivery date: June 22, 2017 (date specified based on availability of freight elevator and other factors).
-Delivery address: 180 E Weber Ave, Stockton, CA.
-Delivery installation/setup: all units to be installed in various undercounter locations within the 13-story Courthouse located at 180 E Weber Ave, Stockton, CA. Units must be unpacked, setup, and properly placed (leveled and plugged in) at each undercounter location. Units must be checked to ensure operating properly. All packing material must be removed from the Court’s premises and disposed of by the Contractor at Contractor’s expense. There are from one to nine locations per floor. Exact locations will be provided at time of delivery June 22, 2017. All work must be completed on June 22, 2017. There is one Freight elevator available. Access will be from the rear dock, which has a dock leveler. A bobtail type truck is recommended (more difficult access for semi-truck and trailer). There is an approximately 50’ unobstructed (but through wide door openings and around wide corners) walk to the freight elevator from the rear dock area.
AWARD WILL BE BASED ON CONSIDERATION/EVALUATION OF THE FOLLOWING DESIRABLE SUBJECTIVE CRITERIA:
-Price of Refrigerators (including shipping, excluding Tax)
-Price of Delivery/Installation/Disposal of packing materials
-60-day contractor replacement of any defective unit (includes on site pick-up, all shipping and on site delivery/installation costs of new (not used or refurbished) replacement unit. New replacement unit must be received within 10 days of notification of defective units.)
-1-year or better warranty
-Closest color match (see General Spec #5)
-Units closest to maximum dimensions (see General Spec #4)
-Amount of useable refrigerator storage space (cf)
-Features (location of controls, method of door(s) opening, types of shelving, shelving adjustability, lighted interior)
-Most economical to operate (Energy Star rated, use of LED lighting)
All above factors are subjective in nature and will be considered for award. The units with the best mix of desirable criteria in the judgement of the Court will receive the contract award (Purchase Order).
It is unlikely, but the Court may order units without Delivery/Installation/Disposal of Packing Materials.
Quoters must provide sufficient information/documentation for each criterion that will allow the Court to fairly evaluate. Brochures should provide sufficient information for the physical criterion with the exception of color. A color swatch (or some method) must be provided for comparison with cabinetry finish.
Quoters must clearly state warranty terms including factory warranty period (Court requires minimum 1-year).
Quoters must also clearly state whether 60-day contractor replacement is provided. If not clearly stated it will be assumed it is not included.
THIS SIGNATURE PAGE MUST FULLY COMPLETED, SIGNED AND BE RETURNED WITH YOUR QUOTE
The undersigned offers and agrees to furnish any or all of the items upon which prices are quoted herein this response to RFQ JC04-14-2017 and at the pricing quoted for each item specified and in accordance with the Court’s terms and conditions.
Signed______Dated ______
Print Name______
Company ______E-Mail Address______
Phone Number______
ARE YOU A MANUFACTURER’S REPRESENTATIVE OR AUTHORIZED DEALER (Y/N) ______
RFQ and PO TERMS, CONDITIONS AND AUTHORIZATION
FIRM QUOTE. Quotes must be good for thirty (30) days from the Quote Date Due, unless otherwise specified in this Request for Quotation (RFQ).
ACCEPTANCE OR REJECTION OF QUOTES. The Court reserves the right to reject any or all bids/quotes or parts thereof. The Court reserves the right to award an order to the Offeror whose response is the lowest responsible bid/quote and most advantageous to the Court. False, incomplete or unresponsive statements in connection with a submitted quote may be sufficient cause for rejection. The Court will be the sole judge in making such determinations. This Request for quote is in no way an agreement, obligation, or contract and in no way is the Court responsible for the cost of preparing the quote. One copy of a submitted quote will be retained for official files and becomes a public record. No protests are allowed under this RFQ.
PRICES. Prices to be stated in units and quotations made separately on each item. Where there is a conflict between unit prices and extended prices, unit prices will govern. Where there is a conflict between words and figures, words will govern.
INFORMED BIDDERS. Before submitting Quotes, Offerors must fully inform themselves of the conditions, requirements and specifications of the work or materials to be furnished. Failure to do so will be at submitters own risk and they cannot secure relief on the plea of error.
INK OR TYPEWRITTEN. All information, prices, notations, signatures, and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the quote.
PAYMENT TERMS. Net 30 from receipt of a proper invoice.
TERMS AND CONDITIONS. The Courts PO terms and conditions govern any purchase the Court may make as a result of this RFQ. Quotes offering terms other than those shown herein may be declared non-responsive and may not be considered.
WARRANTY BY BIDDER. Successful Offeror must fully warrant all materials, equipment, and service against poor and inferior quality, workmanship or inoperability for a period of not less than one (1) year from date of final acceptance by the Court.
ACCOMODATION. The Court complies with the ADA and similar California statutes and that requests for accommodation of disabilities. If requesting accommodation related to this request for quote, please email the Court at , or call at (209) 992-5708.
Superior Court Purchase Order Terms and Conditions
ACCEPTANCE: BY DELIVERING THE ORDERED GOODS OR COMMENCING PERFORMANCE UNDER THIS ORDER, VENDOR AGREES TO THE SPECIFICATIONS, TERMS, AND CONDITIONS IN OR REFERENCED BY THIS DOCUMENT (COLLECTIVELY, THE "ORDER"). THIS ORDER CONSTITUTES THE ENTIRE AGREEMENT BETWEEN COURT AND VENDOR, AND SUPERSEDES ALL PRIOR AGREEMENTS, WRITTEN OR ORAL, WITH RESPECT TO THE SUBJECT MATTER HEREOF. VENDOR'S ADDITIONAL OR DIFFERENT TERMS AND CONDITIONS ARE EXPRESSLY EXCLUDED FROM THIS ORDER AND COURT DOES NOT AGREE TO SUCH TERMS OR CONDITIONS. THIS ORDER'S TERMS AND CONDITIONS MAY ONLY BE VARIED BY A WRITING SIGNED BY COURT'S DULY AUTHORIZED REPRESENTATIVE.
AUDIT RIGHT: Vendor must maintain records relating to performance and billing by Vendor under this Order until five years after final payment. During the period of time that Vendor is required to retain such records, Court or its representative may, during normal business hours, inspect and make extracts or copies of such records and other materials for purposes of confirming the accuracy of invoices submitted hereunder.
DELIVERY AND PACKING SLIPS: Time is of the essence to delivery and any other performance required of Vendor. No charge for delivery, drayage, express, parcel post, packing, cartage, insurance, license fees, permits, cost of bonds, or any other purpose will be paid by Court unless it is expressly included on the face of this Order. Unless stated otherwise in this Order, the shipping point for all deliveries under this Order will be "F.O.B. Destination-Freight Prepaid." Unless otherwise shown on this Order, on "F.O.B. Shipping Point" transactions, Vendor must arrange for lowest-cost transportation, prepay and add freight to its invoice, and furnish supporting freight bills over $25. If delivery is to be made by a carrier, an itemized delivery ticket must be attached to the outside of the package. Each container must be marked with the Order number, part number and quantity. An itemized packing slip with Court's Order number, description of the goods, quantity and unit of measure and item/part number must be included in the shipment of the goods. If Vendor ships multiple containers for the Order, Vendor must also number the containers with shipping labels, identify the total number of containers, and identify the container in which the packing slip is enclosed. Vendor bears the risk of loss or damage to the ordered goods until Vendor delivers the goods to Court's place of business unless a different F.O.B. point is indicated on the face of this Order. Notwithstanding such delivery, Vendor bears the risk of loss or damage to the goods purchased under this Order in the event of and from the time Court gives notice of rejection or termination of this Order.
DISPUTE RESOLUTION: The parties shall attempt in good faith to resolve informally and promptly any dispute that arises under this Order.
INDEMNITY: Vendor will indemnify, defend, and hold harmless Court, other California judicial branch entities, and their officers, agents, and employees from and against all claims, losses, and expenses, including attorneys' fees and costs, that arise out of (i) a defect, whether latent or patent, in the goods or services purchased hereunder, (ii) an act or omission of Vendor, its agents, employees, independent contractors, or subcontractors in the performance of this Order, (iii) the alleged or actual infringement of any third party intellectual property or other rights by the goods or services purchased hereunder, and (iv) a breach of a representation, warranty, or other provision of this Order. This indemnity applies regardless of the theory of liability on which a claim is made or a loss occurs. This indemnity will survive the expiration or termination of this Order or delivery and acceptance of the goods and services. This indemnity does not cover claims, losses or expenses to the extent they arise out of the gross negligence of court.
INSPECTION AND ACCEPTANCE: Notwithstanding any prior inspection or payments, all goods and services delivered hereunder are subject to final inspection and acceptance or rejection by Court at any time within thirty days after delivery to Court. All items which are not in compliance with the specifications hereof, which are not as warranted or which are shipped late, shipped in excess or insufficient quantities or substituted for items ordered hereunder may be rejected by Court and returned or held at Vendor's expense and risk. Payment does not constitute an acceptance of the material nor impair Court's right to inspect or any of its remedies.
INSURANCE: Vendor will maintain insurance that is sufficient in scope and amount to permit Vendor to pay in the ordinary course of business insurable claims, losses and expenses, including insurable claims, losses and expenses that arise out of Vendor's performance of this Order. Vendor will maintain employer's liability and workers' compensation coverage at statutory levels covering all employees performing work under this Order.
INVOICES, PAYMENT AND SETOFF: Court has no obligation to pay for any item until one original and two copies of a correct, itemized invoice for the item is received at the address shown on the face of this Order. Payment is due thirty days from receipt of a correct, itemized invoice. Each invoice must be printed on Vendor's standard printed bill form, and must include at a minimum (i) the Order number, (ii) Vendor's name and remit address, (iii) the nature of the invoiced charge, (iv) the total invoiced amount, and (v) such detail as is reasonably necessary to permit Court to evaluate the goods received and the services performed, if any, including without limitation the number of hours worked and the applicable hourly rate. Amounts owed to Court due to rejections of goods or services or discrepancies in an invoice will be, at Court's option, fully credited against future invoices payable by Court, or paid by Vendor within thirty days from Vendor's receipt of a debit memo or other written request for payment by Court. Court has the right at any time to set off any amount owing from Vendor to Court against any amount payable by Court under this Order or any other transaction or occurrence.