Department of Administration / Governor
Purchasing Division / Patrick Cates
Director
515 E. Musser Street, Suite 300
Carson City, NV 89701
Jeff Haag
Administrator
THE NEVADA STATE PURCHASING DIVISION IS SOLICITING BIDS FOR
ALFALFA HAY
INVITATION TO BID NO. 8553
F.O.B. Silver State Industries Ranch, 1723 Snyder Avenue, Carson City, NV 89702
Release Date: MAY 10, 2017
Deadline for Submission and Opening Date and Time: MAY 24, 2017 @ 2:00 PM PT
Requisition No. N/A
For additional information or to obtain a copy of this Invitation to Bid, please contact:
Annette Morfin, Purchasing Officer
(775) 684-0185
(TTY for the Hearing Impaired: 1-800-326-6868 and ask the relay agent to dial (775) 684-0185)
Refer to Page 7, for instructions on submitting bids
Company Name:Contact Name:
Title:
Address:
City: / State: / Zip:
Telephone: / Fax:
Email Address:
While there are no set asides in the State of Nevada or preferences for Minority Business Enterprise, Women Business Enterprise and Small Business, we encourage those vendors to compete for state business at every opportunity and we make every effort to contact these businesses when opportunities arise, therefore if it is your judgment that your business fits within these categories, please check appropriate boxes.
Minority Owned Women Owned Small Business
TABLE OF CONTENTS
1. PROJECT OVERVIEW 3
2. ITEM SPECIFICATION 3
3. ADDITIONAL REQUIREMENTS 6
4. PAYMENT 6
5. BID SUBMITTAL INSTRUCTIONS 7
6. BID SOLICITATION, EVALUATION AND AWARD PROCESS 9
7. TERMS AND CONDITIONS FOR PURCHASE OF GOODS 11
ATTACHMENT A – COMPLIANCE CERTIFICATION 16
Prospective vendors are advised to review Nevada’s ethical standards requirements, including but not limited to, NRS 281A, which can be found on the Purchasing Division’s website (http://purchasing.nv.gov).All applicable Nevada Revised Statutes (NRS) and Nevada Administrative Code (NAC) documentation can be found at: www.leg.state.nv.us/law1.cfm.
1. PROJECT OVERVIEW
Nevada State Purchasing Division, on behalf of the Nevada Department of Corrections, Silver State Industries – Prison Ranch, is seeking responsible vendors to provide Alfalfa Hay in small or large bales. Award may be awarded to more than one (1) vendor, based on available tonnage. The shipping charges will also include off-loading and stacking of the hay at the Prison Ranch. The shipping charges will be bid as a separate line item as a per ton price and will not be in included in the unit price for hay. This is a one-time procurement. Delivery will commence immediately following Notification of Award. Due to Fiscal Year funding, delivery and invoicing will need to be completed by July 17, 2017 or sooner.
2. ITEM SPECIFICATION
Unless otherwise specified in this Invitation to Bid (ITB), reference to a specific manufacturer or a specific product or model in the bid specifications does not restrict bidders to that manufacturer, product or model. This method is used to indicate the functional requirements (e.g., type, design, characteristics, quality) of the article desired. Bids may be considered on other manufacturer’s products or other models determined by the Purchasing Division to be the functional equivalent of the product or model referenced.
The Prison Ranch anticipates purchasing a minimum of 1,600 tons of grass hay, approximately 1,500 tons will be big bales and approximately 100 tons will be small bales. Department of Corrections reserves the right to make opportunity buys if in the best interest of the State. Delivery will commence immediately following Notification of Award. Vendors are required to submit their available tonnage of both large and small bales of grass hay.
3.1 HORSE HAY SPECIFICATIONS:
3.1.1 Shall Be:
3.1.1.1 2016 or 2017 crop; first or second cutting;
3.1.1.2 Domestically grown;
3.1.1.3 Alfalfa hay should be harvested in a manor to maximize nutritional value;
3.1.1.4 No rain damage, moldy, weedy or over-mature hay is acceptable;
3.1.1.5 Free of any Russian thistle or prickly herb, “Cheat” grass, noxious weeds, bearded grain, any forage plant containing long spikelets, and any other weed or grass not considered healthy forage for horses; and
Comply ______Non-Comply ______(Please initial in appropriate area)
3.2 BALE REQUIREMENTS:
3.2.1 Shall
3.2.1.1 Large Bales: Acceptable sizes are 4’x4’x8’, 4’x3’x8’, 3’x3’x8’
3.2.2 Shall Not Be:
3.2.2.1 Baled in “round bales” (round bales will be rejected);
3.2.2.2 Ragged, having varying lengths, have wires or twine of unequal tension, or be broken;
3.2.2.3 Consist of bales that are on top or bottom of uncovered stacks stored outside; and
3.2.2.4 Rain damaged or moldy
3.3 PACKAGING AND MARKING:
3.3.1 Shall
3.3.1.1 Hay shall be prepared for delivery consistent with standard commercial practice and in a manner that will ensure arrival at destination in satisfactory condition.
3.3.1.2 The awarded vendor(s) shall be responsible for any/all damage occurring during transit and delivery.
3.4 INSPECTION:
3.4.1 Shall
3.4.1.1 Inspection of all hay provided and delivered hereunder shall be made by Silver State Industries Ranch personnel or their representative as designated by the Silver State Industries Ranch Manager at the destination prior to acceptance.
3.4.1.2 The State of Nevada shall have the right to inspect and test all hay called for in this solicitation on the premises of the awarded vendor(s) before delivery, and again, at the delivery site.
3.5 ACCEPTANCE:
3.5.1 Shall
3.5.1.1 Hay not meeting the specifications in this solicitation shall be rejected. Any costs incurred by the awarded vendor relating to the rejected hay shall be at the awarded vendor’s expense. Individual loads, blocks or bales can be rejected and must be removed immediately.
3.5.1.2 Final acceptance of all deliveries shall be made by Silver State Industries’ – Ranch/Dairy Operations personnel or their designated representative.
3.6 CERTIFIED WEIGHT CERTIFICATES:
3.6.1 Tonnage shall be established at the awarded vendor’s facility prior to shipment, and confirmed in writing.
3.6.2 Total weight (per ton) shipped by the awarded vendor(s) will be confirmed at the destination location in Carson City, Nevada.
3.6.3 A State Certified Weight Certificate shall be provided to Silver State Industries – Ranch/Dairy Operations at the destination and time of delivery.
3.7 UNLOADING AT DESTINATION:
3.7.1 The awarded vendor shall be responsible for unloading and stacking the hay bales in the designated location at Silver State Industries Ranch. The small bales shall be stacked not less than 8 tiers high or more than 13 tiers high.
3.7.2 For larger bales, stacks shall be three (3) or four (4) bales high.
3.7.3 Delivery destination shall be Silver State Industries – Ranch, (Nevada State Prison Farm), 1723 Snyder Avenue, Carson City, NV 89702.
3.8 NOTIFICATION OF DELIVERY:
3.8.1 Three (3)-work days prior to shipping the hay, the awarded vendor(s) shall furnish to Silver State Industries – Ranch/Dairy Operations, the following:
3.8.1.1 Anticipated shipment date;
3.8.1.2 Anticipated total tonnage to be shipped; and,
3.8.1.3 The name of the carrier responsible for the shipment
3.8.2 Silver State Industries – Ranch contact telephone number is (775) 887-9331.
3.9 DELIVERY TIMES:
3.9.1 Delivery shall be made between the hours of 6:00 a.m. and 5:30 p.m., local time Monday through Sunday
3.10 Additional RequirementS:
3.10.1 Delivery must be accompanied by a DELIVERY TICKET showing exactly what is being delivered so that the agency can verify weight.
3.10.2 Adherence to Specifications: Deviations to any of the requirements set forth in this solicitation shall be so stated on a separate sheet and attached to this bid. Unless so stated by the bidder(s), the State of Nevada shall assume that all requirements have been met and shall hold the bidder to each part of the specifications.
3.10.3 FOB Destination pricing is being requested. Shipping charges, Item 3.13, must also include off-loading and stacking of the hay at the Prison Ranch.
3.10.4 Ex-Felons formerly incarcerated in the NDOC system will not be allowed to enter the facility. There is screening for drivers entering the facility, and drivers are responsible for following Department of Corrections regulations while on the premises. The main ones being: no contraband will be brought onto property (firearms/ ammunition, alcohol, drugs, tobacco products, cell phones, etc.) There is a strict “no tobacco” policy in place. Use of any tobacco product is prohibited. Cell phones must be surrendered to a Department of Corrections employee at the check-in site, Stewart Conservation Camp. Nothing can be brought in for or given to any inmates under any circumstances. A copy of department regulations is available online at www.doc.nv.gov.
Unit Extended
Description Price Price
3.11 ALFALFA HAY: Large bales. ______
Per ton
Immediately available: ______tons
3.12 ALFALFA HAY: Small bales. ______
Per ton
Immediately available: ______tons
3.13 SHIPPING CHARGES: ______
This should include off-loading and stacking of hay. Per ton
3. ADDITIONAL REQUIREMENTS
3.1 Bids shall be submitted on this form to be considered.
3.2 Bidders are especially cautioned to recheck bid prices for errors prior to submitting bid as changes in bid prices after opening date and hour of bid due to an error shall not be permitted or accepted. Bidder shall be required to furnish equipment at price or prices bid on or be penalized by being removed from bidder’s list for a period of one year.
3.3 For the purpose of uniformity, award shall be made on an “all or none” basis.
3.4 For purposes of addressing questions concerning this solicitation, the sole contact shall be the Purchasing Division’s designee. Upon issuance of this solicitation, employees and representatives of the agencies identified herein shall not answer questions or otherwise discuss the contents of this request with any prospective vendors or their representatives. Failure to observe this restriction may result in disqualification of any bid. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.
4. PAYMENT
4.1 Prices offered in bids are an irrevocable offer for the term of the Notice of Award (NOA) / contract and any NOA/contract extensions unless otherwise specified on Attachment A.
4.2 The State generally pays within 30-45 days upon receipt of invoice and the using agency’s approval. Per the State’s policy and procedures, payments are not made prior to receipt of goods. Pursuant to NRS 227.185 and NRS 333.450, the State shall pay claims for supplies, materials, equipment and services purchased under the provisions of this ITB electronically, unless determined by the State Controller that the electronic payment would cause the payee to suffer undue hardship or extreme inconvenience.
Vendor’s Payment Terms:4.3 Prompt payment discount periods equal to (or greater than) 30 calendar days shall receive consideration and bid pricing shall be reduced (for evaluation purposes only) by the amount of that discount(s).
Vendor’s Prompt Payment Discount Offered:4.4 Vendor’s prices contained in this bid are subject to acceptance within ______calendar days.
4.5 The price quoted is for the specified delivery, and, unless otherwise specified in the NOA/Contract, is Free on Board (FOB) Destination (freight included) to the delivery address. FOB requires the seller to, at its own expense and risk, transport the goods to the destination and there tender delivery of them in the manner provided in NRS 104.2503. (Refer to NRS 104.2319(1) (b); Uniform Commercial Code (UCC 2-319(1). Unless otherwise specified in the NOA/Contract, the price does not include applicable federal or State sales, use, excise, processing or any similar taxes, or duty charges, which shall be paid by the State, or in lieu thereof, the State shall provide the Vendor with a tax exemption certificate acceptable to the applicable taxing authority. Unless otherwise specified in the NOA/Contract, payment shall be made in accordance with Nevada law to the Vendor.
4.6 The State requests Manufacturer’s Suggested Retail Prices (MSRP) in effect at the time of bid submittal for internal statistical purposes.
4.7 Purchasing Card Acceptance
In an effort to streamline the purchasing and payment process, the State is encouraging agencies to use the state contracted purchasing card to facilitate small dollar purchases. While at the present time it is not mandatory that contractors accept credit card purchases; contractors are encouraged to consider this alternate payment process. The current card available for State agency use is a MasterCard product.
Purchasing (Credit) Cards Accepted: / Yes / NoPayment discount for transactions involving card use: / % Discount
4.8 Delivery
Delivery shall be completed within ______calendar days after receipt of purchase order.
5. BID SUBMITTAL INSTRUCTIONS
5.1 Bids shall be received at the address referenced below per Section 5.5, ITB Timeline. Bids that do not arrive by bid opening time and date shall not be accepted. Vendors may submit their bid any time prior to the above stated deadline.
5.2 Bids may be submitted via mail or overnight delivery.
5.2.1 Hard Copy Bid Submission: Shall be submitted in a sealed package, the package shall be clearly marked: Invitation to Bid No. 8553, Bid Opening Date: May 24, 2017 @ 2:00 PM PT
Bid shall be submitted to:
State of Nevada, Purchasing DivisionAnnette Morfin, Purchasing officer
515 E. Musser Street, Suite 300
Carson City, NV 89701
5.2.2 Electronic Bid Submittal: Bids may be submitted via email at . If vendors do not have access to email, bids may be submitted via facsimile to: 775-684-0169. Transmittals of either method shall be clearly marked per Section 5.2.1.
5.3 The State Purchasing Division shall not be held responsible for bid packages mishandled as a result of not being properly prepared.
5.4 ITB TIMELINE
The following represents the proposed timeline for this project. All times stated are Pacific Time (PT). These dates represent a tentative schedule of events. The State reserves the right to modify these dates at any time.
Task / Date/Time /Deadline for submission and opening of bids / No later than 2:00 PM on 5/24/2017
Evaluation period (approximate time frame) / 5/25/2017
Selection of vendor / On or about 5/26/2017
5.5 This entire document and any amendments, if applicable, to this ITB shall be returned as part of the vendor’s bid submission. Failure to comply with this requirement may be grounds for non-acceptance of the bid.
5.6 For purposes of addressing questions concerning this ITB the sole contact shall be the Purchasing Division. Upon issuance of this ITB, employees and representatives of the agencies identified herein shall not answer questions or otherwise discuss the contents of this ITB or any subsequent submitted bid responses with any prospective bidders or their representatives until issuance of formal NOA. Failure to observe this restriction may result in disqualification of any bid. This restriction does not preclude discussions between affected parties for the purpose of conducting business unrelated to this procurement.