East Tennessee State University
RFQ 6833
Request for Quotation
High Purity- Water Treatment System
College of Medicine - Building 178
ETSU RFQ #: / Bid Number 6833Proposal Date: / January 31, 2018
Proposal Due Date:
Time: / February 22, 2018
2:00 PM EST
RFQ 6833 Contact: Randal J. Jones
Procurement and Contract Services
1276 Gilbreath Dr
PO Box 70729
Johnson City, TN 37614-1710
Phone: 423-439-4803
RFQ 6833 Statement of Purpose
East Tennessee State University is soliciting Bids and intends to secure a term contract for a deionized water system to be installed and maintained in Stanton-Gerber Hall, the basic sciences building (Building 178) located on the Veterans’ Administration Campus.
The successful Bidder will provide the reverse osmosis unit, including all equipment, controls, storage tank, deionization tanks, water quality monitors, circulation pumps, carbon filtration units, ultraviolet lamps, etc., and maintain and replace these throughout the contract period.
The term of this contract will embody a five (5) year rental contract, with sixty (60) equal monthly payments, to be billed at the end of each month. The water system will remain the property of the successful Bidder.
East Tennessee State University (hereinafter) Institution, has issued this Request for Quotation (RFQ) to define the Institution's minimum service requirements; solicit quotations; detail quotation requirements; and, outline the Institution’s process for submitting Bids and selecting a qualified contractor.
Through this RFQ, the Institution seeks to buy the best services at the most favorable, competitive prices and to give ALL qualified businesses, including those that are small, minority, or women-owned an opportunity to perform business with the Institution.
RFQ 6833 Bid Documents:
Statement of Purpose – page 2
Schedule of Events – page 3
Instructions to the Bidders - pages 4-7
Bid Response Sheet – page 8
Cost Proposal Response Sheet – page 9
Bid Specifications – pages 10-15
Vendor Application (Attachment 6.4) – pages 18 - 19
Listing of System Institutions – page 20
RFQ 6833 Schedule of Events
The following Schedule of Events represents the Institution's best estimate of the schedule that will relate to this Request for Quotation. Unless otherwise specified, the time of day for the following events will be between 8:00 a.m. and 4:30 p.m., Eastern Standard Time. All dates indicated are University business days.
RFQ 6833 SCHEDULE OF EVENTSNOTICE: The University reserves the right, at its sole discretion, to adjust this schedule as it deems necessary. The University will communicate any adjustment to the Schedule of Events to potential bidders.
EVENT / TIME / DATE
1. University Issues RFQ / January 31, 2018
2. Pre-Bid Meeting – Site Visit / 9:00 a.m. / February 06, 2018
3. Written Questions/Comments Deadline from Bidders / 2:00 p.m. / February 08, 2018
4. University Responds to Written Questions/Comments from Bidders / 4:30 p.m. / February 13, 2018
5. Bid Proposals Due / Opened / 2:00 p.m. / February 22, 2018
6. University Issues Intent to Award Notice / 4:30 p.m. / March 01, 2018
7. Purchase Order Issued to Successful Bidder / March 06, 2018
RFQ 6833 Instructions to Bidders:
1. A Pre-Bid meeting and walk-through has been scheduled for February 06, 2018 at 9:00 a.m. EST. Bidders are encouraged to meet at Stanton-Gerber Hall in Building178, (Room B-051), which is located on the Veterans’ Administration Campus on Memorial Avenue. Please plan on parking around back of Stanton-Gerber Hall at the loading dock. This meeting will represent the only scheduled walk through to visit the site. It shall be the Bidder’s responsibility to take whatever water samples are deemed necessary, view the installation site, distribution system, etc., to make and submit an informed Bid. Bidders are encouraged to attend the Pre-Bid meeting, however, attendance is not mandatory.
https://www.etsu.edu/etsuhome/documents/etsu-map.pdf
https://www.etsu.edu/fa/fs/parking/
2. Written questions/comments, including requests for clarification, must be submitted in writing no later than 2:00 PM on February 08, 2018, see RFQ Schedule of Events, item #3. Questions submitted after this time will not be accepted. Do not contact ETSU Facilities Management office directly with questions or comments. Email questions/comment to Randal J. Jones at . Responses to questions will be provided in writing as an addendum and presented to all potential Bidders.
3. Any amendments and addendums will be distributed in writing from the ETSU Procurement office to all Bidders by close of business February 13, 2018 see RFQ Schedule of Events, item 4. No decisions or RFQ changes are binding for the project unless they are received in writing from the ETSU Procurement office.
4. The deadline for submitting sealed bids is 2:00 PM EST on February 22, 2018, see RFQ Schedule of Events, item #5. Requests received after this deadline will not be considered.
5. Sealed Bid responses are to be sent to the ETSU Procurement office address – see cover page for mailing address. RFQ number 6833 must be clearly noted on the outside of the package. Failure to provide this information on the outside of the envelope will be cause for rejection of the Bid response. No electronic submissions by email, fax, etc., will be accepted.
All Bids must be submitted in writing using the RFQ 6833 Response Sheet, (see page 8). Bidders shall be responsible for actual delivery of bids during normal business hours at the University prior to the 2:00 PM EST, February 22, 2018 deadline referenced herein. Normal ETSU business hours are Monday through Friday, 8:00 a.m. to 4:30 p.m. Any Bids which are submitted late will not be considered.
6. The apparent successful Bidder must hold all necessary or appropriate business and/or professional licenses to provide the goods and/or goods and/or services as required. The Institution may require any Bidder to submit evidence of proper licensure.
7. Any conditions which the Bidder wishes to stipulate other than shown herein must be so stated in writing and attached hereto. No deviation in terms and conditions will be allowed unless accepted by the Institution.
8. The successful Bidder is responsible for any damages to ETSU property and is also responsible at the contractor’s expense for the repair of any such damages. This also includes damages to landscape areas.
9. The successful Bidder is responsible for removal of all boxes and packing material including proper disposal off campus.
10. ETSU is a Tobacco-Free Campus, where all use of tobacco is restricted to private vehicles. The policy can be found at https://www.etsu.edu/tobaccofree
11. All vehicles on ETSU property must comply with the University Parking and Traffic Regulations which can be found at https://www.etsu.edu/fa/fs/parking
12. The Bidder must provide and maintain a commercial general liability policy. The policy shall provide coverage which includes, but is not limited to, bodily injury, personal injury, death, property damage and medical claims, with minimum limits of $1,000,000 per occurrence, $3,000,000 in the aggregate. The Bidder shall maintain workers’ compensation coverage or a self-insured program as required under Tennessee law, with Employer’s Liability Limits of $100,000. The Bidder shall include a certificate of insurance with Bid response. If any policy providing insurance required by the contract is cancelled prior to the policy expiration date, the Bidder, upon receiving a notice of cancellation, shall give immediate notice to the Institution. The enumeration in the contract or in this document of the kinds and amounts of liability insurance shall not abridge, diminish or affect the contractor’s legal responsibilities for the consequences of accidents arising out of or resulting from the services of the successful Bidder under this contract.
If the Bidder does not have required insurance limits at the time of submission, the Bidder must still submit valid and current insurance certificate. However, successful Bidder must submit certificate with the required limits prior to ETSU awarding the Bid.
13. Subcontractors - A Bidder shall not submit multiple Bids in different capacities. This prohibited action shall be defined as a Bidder submitting one Bid as a prime contractor and a second Bidder submitting a Bid with the first Bidder offered as a subcontractor. This restriction does not prohibit different Bidders from offering the same subcontractor as a part of their proposals, provided that the subcontractor does not also submit a Bid as a prime contractor. Submitting multiple Bids in different capacities may result in the disqualification of all Bidders knowingly involved. The Contractor may not subcontract, transfer, or assign any portion of the Contract awarded as a result of this RFQ without prior approval of the Institution. The Institution reserves the right to refuse approval, at its sole discretion, of any subcontract, transfer, or assignment.
If a Bidder intends to use subcontractors, the response to this RFQ must specifically identify the scope and portions of the work each subcontractor will perform. Subcontractors identified within a response to this RFQ will be deemed as approved by the Institution unless the Institution expressly disapproves one or more of the proposed subcontractors prior to signing the Contract. After contract award, a Contractor may only substitute an approved subcontractor at the discretion of the Institution and with the Institution’s prior, written approval. Notwithstanding any Institution approval relating to subcontracts, the Bidder who is awarded a contract pursuant to this RFQ will be the prime contractor and will be responsible for all work under the Contract. The Institution reserves the right to refuse, at its sole discretion and notwithstanding any prior approval, any personnel, of the prime contractor or a subcontractor providing goods and/or services. The Institution will document in writing the reason(s) for any rejection of personnel.
14. East Tennessee State University is exempt from state, federal and local taxes, do not include taxes in quotation. A tax exempt certificate will be provided to the successful Bidder.
15. ETSU will issue a purchase order(s) to the successful Bidder. Payment terms are Net 30. Invoices are to be itemized and must include a reference to the ETSU purchase order number. Payment to the Contractor will be made by direct deposit. A direct deposit form will be transmitted to the successful Bidder. Prepayment or deposits are not allowed by the Institution.
16. Termination for Convenience: The Institution may terminate this Contract without cause for any reason. Termination shall not be deemed a Breach of Contract by the Institution. The Institution shall give the Contractor at least sixty (60) days written notice before the effective termination date. The Contractor shall be entitled to receive compensation for satisfactory, authorized service completed as of the termination date, but in no event shall the Institution be liable to the Contractor for compensation for any service which has not been rendered. Upon such termination, the Contractor shall have no right to any actual general, special, incidental, consequential, or any other damages whatsoever of any description or amount.
17. Termination for Cause: If the Contractor fails to perform its obligations under this Contract in a timely or proper manner, or if the Contractor violates any term of this Contract, the Institution shall have the right to immediately terminate the Contract and withhold payments in excess of fair compensation for completed goods and/or services; provided, however, Institution shall have the option to give Contractor written notice and a specified period of time in which to cure. Notwithstanding the above, the Contractor shall not be relieved of liability to the Institution for damages sustained by virtue of any breach of this Contract by the Contractor.
18. Bid is subject to the Minimum General Bid Conditions provided at https://www.etsu.edu/bf/procurement and the ETSU Board of Trustees policies and guidelines at https://www.etsu.edu/bf/procedures.php.
19. Provisions requiring confidentiality and nondisclosure that violate the Tennessee Open Records Act, TCS § 10-7-101, et. seq. are not allowed. Notes on Bid responses indicating that materials submitted must be kept confidential will not be honored. All Bid documents and contracts become public records.
20. The apparent successful Bidder must be registered with or exempted by the Tennessee Department of Revenue for the collection of Tennessee sales and use tax. The Institution shall not award a contract unless the Proposer provides proof of such registration or documentation from the Department of Revenue that the Contractor is exempt from this registration requirement. The foregoing is a mandatory requirement of an award of a contract pursuant to this solicitation. For purposes of this registration requirements, Proposer should visit https://apps.tn.gov/bizreg/
21. IRAN DIVESTMENT ACT. By submission of the Bid, each Bidder and each person signing on behalf of any Bidder certifies, and in the case of a joint Bid each party thereto certifies as to its own organization, under penalty of perjury, that to the best of its knowledge and belief that each Bidder is not on the list created pursuant to §12-12-106.
22. Protest Procedures can be found at
https://www.etsu.edu/bf/procurement
23. Complete a vendor application and include with Bid proposal (Reference attachment 6.4 - page 18 and 19).
RFQ 6833 - BID RESPONSE SHEET
Have you included the following items within your Bid response?
RFQ 6833 Bid Response Sheet (page 8) ___
RFQ 6833 Cost Proposal Response Sheet (page 9) ___
Bidder’s Proof of Liability Insurance ___
Periodic Checklists – Sample Copy (page 12) ___
Vendor Application (page 18-19) ___
1. This Quotation complies with all the terms and conditions, requirements and specifications of the RFQ, all Attachments, all Amendments and Addenda thereto. If No, explain in detail in an attachment to this response.
Yes ______No ______
2. Quotation was arrived at independently without collusion, consultation, communication, or agreement as to any matter relating to such prices with any other proposers or with any competitor, except permitted subcontractors and proposer team members.
Yes ______No ______
3. The Bidder ___does / or ___does not agree that this proposal and current contract pricing, if requested, is available to other State of Tennessee Universities/UT Institutions, the Tennessee Board of Regents System and State of Tennessee departments for the same time period it is available to the Institution.
(Note: A yes or a no response in this section, will in no way affect the evaluation of the Bid response).