STATE OF DELAWARE DELAWARE HEALTH AND SOCIAL SERVICES DIVISON OF MANAGEMENT SERVICES "DMS Serving Those Who Serve Delaware" SPECIFICATIONS AND CONTRACT DOCUMENTS NO. #7255 FOR LOTION SOAPS AND DISPENSERS Required for Use By VARIOUS DELAWARE STATE AGENCIES Deposit WAIVED Performance Bond WAIVED Date Due FEBRUARY 26, 2009 Time 11:00 A.M LOCAL TIME DELAWARE HEALTH AND SOCIAL SERVICES MAIN ADMINISTRATION BUILDING-SULLIVAN STREET DIVISION OF MANAGEMENT SERVICES PROCUREMENT BRANCH-ROOM 260 HERMAN M. HOLLOWAY SR. HEALTH AND SOCIAL SERVICES CAMPUS 1901 N. DUPONT HIGHWAY NEW CASTLE, DELAWARE 19720 INVITATION TO BID #7255 Sealed bids for LOTION SOAPS & DISPENSERS for Various Delaware State Agencies must be received by the Delaware Health & Social Services, Procurement Branch, Main Administration Building, Second Floor, Room #260, 1901 North DuPont Highway, (Sullivan Street), Herman M. Holloway Sr., Health & Social Service Campus, New Castle, Delaware 19720, until 11:00 AM local time on FEBRUARY 26, 2009, at which time they will be opened, read and recorded. Specifications may be obtained at the above office. Phone: (302) 255-9295. PLEASE NOTE: The following paragraphs hereby become part of the General Rules and Conditions of this bid. 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, and 15 Contact Person: Annette Opalczynski (302) 255-9295_________________________________ Please review the General Rules and Conditions and the General Requirements, which appear on the DHSS website. The following forms must be included with your bid: 1) the Bidder Signature Form, 2) the Vendor Certification Form and 3) the Office of Minority and Women Business Enterprise Forms. All of these documents can be accessed on the DHSS website: http://dhss.delaware.gov/dhss/rfp/dhssrfp.htm Your bid must be signed and all information on the bidder signature form completed. If you do not intend to submit a bid and you wish to be kept on our mailing list you are required to return the face sheet with "NO BID" stated on the front with your company's name, address and signature. IMPORTANT: ALL BIDS MUST HAVE ON THE OUTSIDE ENVELOPE OUR (4) FOUR DIGIT CONTRACT NUMBER. IF THIS NUMBER IS OMITTED YOUR BID WILL IMMEDIATELY BE REJECTED. ALL BIDS MUST BE DELIVERED TO THE ADDRESS ON THE BID ENVELOPE. UNDER NO CIRCUMSTANCES WILL A BID BE ACCEPTED THAT IS : ---LATE ---DELIVERED TO THE WRONG BUILDING ---SIGNED FOR BY A PERSON OTHER THAN A MEMBER OF THE PROCUREMENT STAFF. DELIVERY INSTRUCTIONS: TO INSURE THAT YOUR BID IS IN THE PROCUREMENT OFFICE ON THE DATE AND THE TIME SPECIFIED, THERE ARE THREE (3) RECOMMENDED METHODS OF DELIVERING BID PROPOSALS LISTED BELOW: 1. HAND DELIVER 2. FEDERAL EXPRESS 3. UPS FOR FURTHER BIDDING INFORMATION PLEASE CONTACT: BUYER: ANNETTE OPALCZYNSKI DELAWARE HEALTH & SOCIAL SERVICES PROCUREMENT BRANCH SECOND FLOOR- MAIN BLDG.-ROOM 260 1901 NORTH DUPONT HIGHWAY HERMAN M. HOLLOWAY SR., HEALTH & SOCIAL SERVICES CAMPUS NEW CASTLE, DELAWARE 19720 PHONE: (302) 255-9295 SPECIAL TERMS AND CONDITIONS 1. Prices are to be valid from April 1 , 2009 through March 31, 2010. Price increases will not be accepted. Basis for awarding purchase orders against this quotation include, but are not limited to low bid, vendor performance record, lead time, trade and cash discounts and shipping costs. Determining factors to be those in the best interest of the Department of Delaware Health and Social Services, State of Delaware. 2. In case of any doubt or difference of opinion as to the items to be furnished, hereunder the decision of the Chief of Procurement of the Department of Delaware Health & Social Services shall be final and binding upon both parties. 3. Agencies reserve the option, upon award of bid, to execute purchase orders for volume projected and call in order releases on a monthly basis against the initial purchase order. 4. Vendors must select one product which they feel represents the best product to fulfill the requirement for the items as described in the bid. 5. If a vendor bids on an alternate (other than brand specified) and does not have prior approval, the vendor must submit free samples to the agencies. 6. If the awarded vendor cannot supply an item, he must get approval to submit an approved equal at the same price, from Delaware Health and Social Services, Procurement Office. This must be done prior to delivery. If the vendor fails to supply an item, Delaware Health & Social Services has the right to authorize the ordering agency to order an equivalent product on the open market and to charge the vendor the price difference. 7. Any state facility or agency in the State of Delaware may utilize this contract. This may increase quantities beyond the projected quantities. 8. This contract may be extended for two (2) additional years if all parties concerned agree on cost, terms, conditions, and funding is available. 9. Upon delivery, an authorized representative shall inspect products and if found defective or if it fails in any way to meet the specifications as indicated in the bid quotation section, it may be rejected. The decision (s) of the Chief of Procurement of the Delaware Health & Social Services, in consultation with the ordering agency will be the sole judge of the material quality and equivalency and such decisions will be final. 10. This contract shall be valid for the period of time as stated in the contract. There will be a ninety (90) day review period by which the agency may extend the contract period for renewal if needed. This option to extend the contract for a longer period is under the same terms and conditions. 11. DHSS will only honor minimum order requirements of $50. 12. Samples may be returned by written request at the expense of the vendor. The request must be made at the time of the bid opening. Items are to be picked up thirty (30) days after the bid has been completed. 13. When an error is made in extending total prices, the unit price will govern. Carelessness in quoting prices, or otherwise in preparation of the bid, will not relieve the bidder of their obligation to fulfill the requirements of the submitted bid. Erasures in bids must be explained. All prices must be rounded off to two decimal places. Three decimal places will not be accepted. Example: $10.624 should be rounded off to $10.62. Failure to do so will mean disqualification. 14. The awarded vendor is required to "Bill As Shipped" to the respective ordering agency(s). Ordering agencies shall provide at a minimum the contract number, ship to, and bill to address, contact name and phone number. 15. The agencies involved will authorize and process payment for each invoice within thirty (30) days after the date of receipt. The vendor must accept full payment by procurement (credit) card and or conventional check and and/or other electronic means at the State's opinion, without imposing any additional fees, costs or conditions. 16. All items delivered during the life of the contract shall be of the same type and manufacturer as specified unless specific approval is given by DHSS Procurement to do otherwise. Substitutions may require submission of written specifications and/or product evaluation prior to approval. 17. Awarded vendors are required to have either a local telephone number or a toll free number. 18. Each agency will place their own orders. Orders may be placed by written purchase order, telephone, fax, or via a computer online system. 19. Neither the vendor nor the ordering agency shall be held liable for non-performance under the terms and conditions of this contract due to, but not limited to government restriction, strike, flood, fire or an unforeseen catastrophe beyond either party's control. Each party shall notify the other in writing of any situation that my prevent performance under the terms and conditions of this contract. 20. The vendor agrees that it shall indemnify and hold the State of Delaware and all of its agencies harmless from and against all claims of injury, loss of life, or damage to or loss of use of property causes or alleged to be caused by acts or omissions of the contractor, its employees and invitees on or about the premises and which arise out of the contractor's performance or failure to perform as specified in the agreement. 21. The awarded vendor shall provide the names, telephone numbers or cell phone numbers of those individuals who can be contacted twenty-four (24) hours a day, seven (7) days a week when there is a critical need for commodities or services when/if the Governor of the State of Delaware declares a State of Emergency. Failure to provide this information could render the bid non-responsive. Item# Description Quantity Unit Unit Price Total Price 1. LOTION SOAPS & DISPENSERS PROVON BRAND, MEDICATED LOTION (Anti-microbial) SOAP (Hand Wash) NO SUBSTITUTES 10/1000 ml./case #4202-10 12/800 ml./case #4208-12 -0- 200 case --------- MFG. NAME NUMBER PRODUCT# BOX/CASE 2. DISPENSERS, for above item if needed. 1000 ml. size 800 ml. size, #4021-12 -0- 12 each each ------------ MFG. NAME NUMBER PRODUCT# BOX/CASE Item# Description Quantity Unit Unit Price Total Price 3. PROVON BRAND, ENRICHED SPA BATH SHAMPOO, (For body and hair) NO SUBSTITUTES 4/cs./2000ml/ #4033 10/cs./1000 ml/#4035 461 35 case case _________ MFG. NAME NUMBER PRODUCT# BOX/CASE 4. DISPENSERS, for above item, if needed. 2000 ml, #4031 1000 ml, #4022 24 1 each each _________ MFG. NAME NUMBER PRODUCT# BOX/CASE 5. PROVON BRAND, Medicated Lotion Anti-Microbial Soap Handwash Gallon Size #42161800 NO SUBSTITUTES -0- case -------- MFG. NAME NUMBER PRODUCT# BOX/CASE Item# Description Quantity Unit Unit Price Total Price 6. PROVON BRAND, Enriched Spa Bath Shampoo (For Body and Hair) Gallon Size #40161800- NO SUBSTITUTES 24 case MFG. NAME NUMBER PRODUCT# BOX/CASE 7. PURELL BRAND, Instant antiseptic hand cleanser, #9654, 250 ml., 12/case MUST BE REFILL FOR DISPENSER NO SUBSTITUTES 30 case MFG. NAME NUMBER PRODUCT# BOX/CASE 8. DISPENSERS for above item if needed. #9601 -0- each ------ MFG. NAME NUMBER PRODUCT# BOX/CASE 9. PURELL BRAND, Instant antiseptic hand cleanser, #7187, NO SUBSTITUTES MUST BE REFILL FOR DISPENSER 1000 ml. refill 66 case MFG. NAME NUMBER PRODUCT# BOX/CASE Item# Description Quantity Unit Unit Price Total Price 10. DISPENSERS for above item, #7106 24 each MFG. NAME NUMBER PRODUCT# BOX/CASE 11. PURELL BRAND, Instant Antiseptic, #9639, 12 oz. Pump or approved equal 15 case MFG. NAME NUMBER PRODUCT# BOX/CASE 12. MEDICATED SOFT-N-SURE SOAPS #122987 12/1000 ML BTL./Case NO SUBSTITUTES - STERIS ONLY 60 case MFG. NAME NUMBER PRODUCT# BOX/CASE Item# Description Quantity Unit Unit Price Total Price 13. GENTLE RAIN, Body Wash NO SUBSTITUTES #7235- 36/ 8 oz. bottles/case 60 case MFG. NAME NUMBER PRODUCT# BOX/CASE 14. ROYAL MED SHAMPOO & BODY WASH, #80231800, 8 oz. bottles, 48/case or approved equal. 60 case MFG. NAME NUMBER PRODUCT# BOX/CASE 15. ARJO CEN CARE II SHAMPOO & BODY WASH, 8 x 2 Liter, PCN#1225-45 or approved equal. 15 case MFG. NAME NUMBER PRODUCT# BOX/CASE 16. ARJO CEN-SALON SHAMPOO/BODYWASH PCN#1240-45 or approved equal. 10 case MFG. NAME NUMBER PRODUCT# BOX/CASE