STATE OF DELAWARE DELAWARE HEALTH AND SOCIAL SERVICES DIVISION OF MANAGEMENT SERVICES "DMS Serving Those Who Serve Delaware" SPECIFICATIONS AND CONTRACT DOCUMENTS NO.# HSS-10-040 FOR BEAUTY SHOP SUPPLIES Required for Use By VARIOUS DELAWARE STATE AGENCIES Deposit Waived Performance Bond Waived Date Due November 20, 2009 11:00 AM Local Time DELAWARE HEALTH AND SOCIAL SERVICES DIVISION OF MANAGEMENT SERVICES PROCUREMENT BRANCH- MAIN BLDG., ROOM 260 HERMAN M. HOLLOWAY SR. HEALTH AND SOCIAL SERVICES CAMPUS 1901 N. DUPONT HIGHWAY NEW CASTLE, DELAWARE 19720 INVITATION TO BID #HSS-10-040 Sealed bids for BEAUTY SHOP SUPPLIES 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, (South Loop) Herman M. Holloway Sr., Health & Social Service Campus, New Castle, Delaware 19720, until 11:00 AM LOCAL TIME ON NOVEMBER 20, 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 Terms and Conditions of this bid. 1, 2, 3, 4, 5, 6, 7, 8, 10, 13, 15 , 16 and 27 PLEASE ALSO SEE SPECIAL TERMS AND CONDITIONS. Please review the General Rules and Conditions and the General Requirements for Non-Food, which appear on the DHSS website. The internet address is: http://dhss.delaware.gov/dhss/rfp/dhssrfp.htm The following forms MUST be included with your bid: 1) The Bidder Signature Form 2) The Vendor Certification Form 3) The Office of Minority & Women Business Enterprise Form All of these documents can be accessed on the DHSS website at the above mentioned internet address. NOTE TO VENDORS: Your bid must be signed and all information on the signature page completed. If you do not intend to submit a bid and you wish to be kept on our mailing list you please e-mail the buyer for this bid, stating that you do not intend to bid on this contract and would like to remain on the mailing list. 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 DELIVERY 2. FEDERAL EXPRESS 3. UPS FOR FURTHER BIDDING INFORMATION PLEASE CONTACT: BUYER: ANNETTE OPALCZYNSKI DELAWARE HEALTH & SOCIAL SERVICES PROCUREMENT BRANCH-ROOM 260 1901 NORTH DUPONT HIGHWAY HERMAN M. HOLLOWAY CAMPUS NEW CASTLE, DELAWARE 19720 PHONE: (302) 255-9295 SPECIAL TERMS & CONDITIONS 1) Prices are to be valid from FEBRUARY 1, 2010 THROUGH JANUARY 31, 2011. 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 Health & Social Services, State of Delaware. 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 Health & Social Services shall be final and binding upon both parties. 2) Vendors must submit a current copy of their Delaware Business License with their bid. To apply for a license, call 302-744-1085. 3) Escalator clauses will not be acceptable. 4) Vendor shall state minimum delivery for either case quantity or dollar value. Minimum shipment to cover single item or assorted items on contract to meet minimum shipping requirements, freight, pre-paid. 5) Option to extend contract for an additional (1) one year period if agreed upon by all parties. 6) Deliveries must be F.O.B. destination to all state agencies. Bidder's prices must include shipping costs. 7) Minimum case requirements will not be accepted. The State of Delaware will only honor minimum order requirements of $50.00. 8) Upon delivery, product shall be inspected by an authorized representative of Delaware Health & Social Services, and if found defective or if it fails in any way to meet specifications as indicated in the bid quotation section, it may be rejected. The decision(s) of the Chief of Procurement of the Department of Health & Social Services shall be final. All rejected material will be replaced by the supplier within seven (7) days. 9) Only one price per item will be accepted. Multi bracket pricing will be disallowed. 10) Packaging must be adhered to. All items must be stated as "each, "box" or other specified quantity. Any vendor who fails to identify quantity, package size, catalogue # or unit size will be disqualified. 11) Contract can be utilized by any state facility or agency in the State of Delaware. This may increase quantities beyond the projected manner. 12) Failure of a vendor to deliver within the time specified or within reasonable time as interpreted by the agency, shall permit the agency to purchase in the open market, products of comparable grade to take the place of those products that were not delivered. Delaware Health & Social Services, Procurement Office, in consultation with the ordering agency will be the sole judge of material equivalencies and such decision will be final. On all such purchases, the vendors shall reimburse the agency for an expense incurred in excess of contract prices 13) When an error is made in extending total prices, the unit bid price will govern. Carelessness in quoting prices, or in preparation of bid otherwise, will not relieve the bidder. Erasures in bids must be explained over signature of bidder. 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 of said item. 14) The successful 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, contract name and phone number. 15) The agencies will authorize and process payment 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/or other electronic means at the State's option, 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 manufacture as specified in the bid, unless specific approval is given by DHSS- Procurement to do otherwise. If the awarded vendor cannot supply an item, he must get approval to submit an approved equal at the same price. This must be done prior to delivery. If the vendor fails to supply an item, the State of Delaware has the right to authorize the agency to order an equivalent product on the open market and charge the vendor the difference in price. 17) Vendors are required to have either a local telephone number with the area code, or a toll free number to accept calls. Each agency is responsible for placing their orders and this may be accomplished by purchase order, telephone, fax or computer online systems. 18) Force Majeure: Neither the contractor (vendor) nor the ordering agency shall be held liable for non-performance under the terms and conditions of this contract due, but not limited to government restriction, strike, flood, fire or unforeseen catastrophe beyond either party's control. Each party shall notify the other in writing of any situation that may prevent performance under the terms and conditions of this contract. 19) Hold Harmless: The contractor (vendor) agrees that it shall indemnify and hold the State of Delaware and all its agencies harmless from and against all claims for injury, loss of life, or damage to or loss of use of property cause or alleged to be caused by acts of 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. 20) Vendor Emergency Response Point of Contact: The vendor shall provide the names and telephone numbers of those individuals who can be contacted twenty-f four hours a day, seven (7) days a week if there is a critical need for commodities or when the Governor of the State of Delaware declares a State of Emergency. Failure to provide this information could render the bid non-responsive. 21) The State of Delaware reserves the right to request samples of an item prior to awarding it. Samples must be furnished at the vendor's expense and will not be returned.