Infant, Convertible Car Seats, High Back, Backless Boosters
| Agency: | State of Vermont |
|---|---|
| State: | Vermont |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD14408297541853341 |
| Posted Date: | Oct 16, 2023 |
| Due Date: | Nov 13, 2023 |
| Source: | Members Only |
| TITLE | QUESTIONS DUE | ANSWERS POSTED | DUE DATE | NO POSTING AFTER |
| Infant, Convertible Car Seats, High Back, Backless Boosters |
10/30/2023 03:00PM |
|
11/13/2023 04:30PM |
|
Attachment Preview
Department of Buildings and General Services
Office of Purchasing & Contracting
133 State Street, 5th Floor | Montpelier VT 05633-8000
802-828-2211 phone |802-828-2222 fax
http://bgs.vermont.gov/purchasing
Agency of Administration
SEALED BID
REQUEST FOR PROPOSAL
Infant, Convertible Car Seats, High Back and Backless
Booster Seats
ISSUE DATE
QUESTIONS DUE
RFP RESPONSES DUE BY
October 16, 2023
October 30, 2023 – 3:00 PM (EST)
November 13, 2023 – 4:30 PM (EST)
PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED
WITH THIS SOLICITATION WILL BE POSTED AT:
http://www.bgs.state.vt.us/pca/bids/bids.php
THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED
INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE
ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS
ASSOCIATED WITH THIS SOLICITATION.
STATE CONTACT:
E-MAIL:
Deb LaRose, State Purchasing Agent
Deborah.larose@vermont.gov
1. OVERVIEW:
1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of Purchasing &
Contracting (hereinafter the “State”) is seeking to establish contracts with one or more companies that
can provide Infant, Convertible Car Seats, High Back and Backless Boosters.
1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period of 24 MONTHS
with an option to renew for up to two additional twelve-month periods. The State anticipates the start date
for such contract(s) will be January 1, 2024.
1.3. SINGLE POINT OF CONTACT: All communications concerning this solicitation are to be addressed in
writing to the State Contact listed on the front page of this solicitation. Actual or attempted contact with
any other individual from the State concerning this solicitation is strictly prohibited and may result in
disqualification.
1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section of this solicitation
or wishing to comment on any requirement of the solicitation must submit specific questions in writing no
later than the deadline for question indicated on the first page of this solicitation. Questions may be e-
mailed to the point of contact on the front page of this solicitation. Questions or comments not raised in
writing on or before the last day of the question period are thereafter waived. At the close of the question
period a copy of all questions or comments and the State's responses will be posted on the State’s web
site http://bgs.vermont.gov/purchasing/bids. Every effort will be made to post this information as soon as
possible after the question period ends, contingent on the number and complexity of the questions.
1.5. CHANGES TO THIS SOLICITATION: Any modifications to this solicitation will be made in writing by the
State through the issuance of an Addendum to this solicitation and posted online at
http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from any other source are not to be
considered.
1.6. CONTRACT QUANTITY: Any quantities stated in the detailed requirements of this solicitation are
estimates only based on prior usage, and are annual quantities, unless otherwise stated. Actual
purchases may be higher or lower depending on the State’s needs.
2. DETAILED REQUIREMENTS: The State is seeking to establish contracts with one (1) or more companies that
will provide child restraint systems (CRS) of the types and amounts requested and will reasonably certify that
the CRS provided are compliant with State and Federal laws and regulations.
2.1. FEDERAL MOTOR VEHICLE SAFETY STANDARDS (FMVSS). All CRS provided by the contracted
company to the State must meet FMVSS Nos. 213 and 213a, effective August 1, 2022. All CRS provided
by the contracted company to the State must meet FMVSS No. 302.
Contractors seeking to submit bids in response to this RFP must certify, to the best of their knowledge, the
products being provided are compliant with 18 VSA § 1773 “Chemicals of High Concern to Children” and
must reasonably disclose the existence or non-existence of per- and polyfluoroalkyl substances (PFAS) in
their products if known, including but not limited to PFOA (perfluorooctanoic acid) and PFOS
(perfluorooctane sulfonic acid).
A contractor’s lack of knowledge or its failure to disclose the existence of PFAS in its products will not
disqualify the bid from consideration but may factor in the decision-making process.
2.2 SPECIFICATIONS. All CRS provided must have easily removeable and machine washable coverings. All
CRS must be compliant with the requested height, weight, and harness specifications. Failure to deliver
CRS in compliance with the following height, weight, and harness specifications shall be considered a
material breach of the contract and the products will not be accepted.
Infant Car Seats (Rear-Facing Only). The car seat must have a rear-facing weight limit of at least 5-22 lbs.
and must have a front adjustable harness.
Convertible Car Seats (Rear and Forward Facing). The car seat must have a rear-facing weight limit of at
least 5-40 lbs., a forward-facing weight limit of at least 65 lbs., and must have a front adjustable harness
and adjustable crotch buckle.
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High Back Booster. The car seat must have a weight limit of at least 40-100 lbs. and be suitable for a child
up to 57”.
Backless Booster. The car seat must have a weight limit of at least 40-100 lbs. and be suitable for a child
up to 57”.
2.3 SUBSTITUTIONS. No substitutions for the contracted CRS shall be accepted, unless previously agreed
upon by the parties in writing.
Notice. If the contractor is unable to meet the required specifications of the contract and requires a
substitution to meet their obligations, the contractor must provide at least ten (10) days’ notice to the State
of the request to substitute a product.
The contractor must make diligent efforts to obtain the product specified in the contract prior to requesting a
substitution.
All substitutions must be consented to and approved by Vermont Department of Health (VDH). Failure to
provide notice in advance of sending a substitute CRS shall be considered a material breach of the
contract.
Substituted products, if agreed upon, shall be reflected in the invoice.
Partial and/or Incomplete Orders. Partial orders will be accepted on the condition that the contractor
communicates in advance the reason(s) for the partial order and makes a good faith effort to provide a
delivery estimate for the remaining items.
In advance of sending an incomplete order, the contractor must communicate to VDH the number of items
being shipped and the remaining number of items to be delivered.
VDH reserves the right to withhold payment for the entire order until delivery of all items is received.
Payment shall be made for the products actually delivered and received if a partial order.
3. GENERAL REQUIREMENTS:
3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and all costs that
Bidder wishes the State to consider must be submitted for consideration. If applicable, all equipment
pricing is to include F.O.B. delivery to the ordering facility. No request for extra delivery cost will be
honored. All equipment shall be delivered assembled, serviced, and ready for immediate use, unless
otherwise requested by the State. No charge for packing, shipping, or for any other purpose will be
allowed over and above the price quoted.
3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing policy submitted by
Bidder must (i) be clearly structured, accountable, and auditable and (ii) cover the full spectrum of
materials and/or services required.
3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts through a competitive
bidding process with another state and/or cooperative are welcome to submit the pricing in response
to this solicitation.
3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses and select the
Bidder(s) as may be determined to be in the best interest of the State and consistent with the goals and
performance requirements outlined in this solicitation. The State of Vermont reserves the right to obtain
clarification or additional information necessary to properly evaluate a proposal. Failure of bidder to
respond to a request for additional information or clarification could result in rejection of that bidder's
proposal. To secure a project that is deemed to be in the best interest of the State, the State reserves the
right to accept or reject any and all bids, in whole or in part, with or without cause, and to waive
technicalities in submissions. The State also reserves the right to make purchases outside of the awarded
contracts where it is deemed in the best interest of the State.
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3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior to the final
selection of Bidder(s) for Contract negotiation or execution, the State may invite Bidder(s) to provide a
BAFO. The state reserves the right to request BAFOs from only those Bidders that meet the minimum
qualification requirements and/or have not been eliminated from consideration during the evaluation
process.
3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required by the State if it
will help the State’s evaluation process. The State will factor information presented during
presentations into the evaluation. Bidders will be responsible for all costs associated with providing
the presentation.
3.3. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE PROCUREMENTS:
For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate Change
Considerations in State Procurements Certification, which is included in the Certificate of Compliance for
this solicitation.
After consideration of all relevant factors, a bidder that demonstrates business practices that promote
clean energy and address climate change as identified in the Certification, shall be given favorable
consideration in the competitive bidding process. Such favorable consideration shall be consistent with
and not supersede any preference given to resident bidders of the State and/or products raised or
manufactured in the State, as explained in the Method of Award section. But, such favorable
consideration shall not be employed if prohibited by law or other relevant authority or agreement.
3.4. METHOD OF AWARD: Awards will be made under the provisions of 29 V.S.A. § 903. The State may
award one or more contracts and reserves the right to make additional awards to other compliant bidders
at any time if such award is deemed to be in the best interest of the State. All other considerations being
equal, preference will be given to the following as identified in the applicable Certificate of Compliance.
3.4.1.resident bidders of the state and/or to products raised or manufactured in the state;
3.4.2.purchase of goods, products, or materials produced in the United States (including but not limited to
iron, aluminum, steel, cement, and other manufactured products) when the award involves the use of
applicable federal funds under 2 C.F.R. § 200.322)
3.4.3.bidders who have practices that promote clean energy and address climate change.
3.5. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State may select one or
more bidders with which to negotiate a contract, based on the evaluation findings and other criteria
deemed relevant for ensuring that the decision made is in the best interest of the State. In the event State
is not successful in negotiating a contract with a selected bidder, the State reserves the option of
negotiating with another bidder, or to end the proposal process entirely.
3.6. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred in the
preparation of a response to this solicitation and shall be responsible for all expenses associated with any
presentations or demonstrations associated with this request and/or any proposals made.
3.7. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the State, including
the Standard Contract Form and Attachment C as attached to this solicitation for reference.
3.7.1.Business Registration. To be awarded a contract by the State of Vermont a bidder (except an
individual doing business in his/her own name) must be registered with the Vermont Secretary of
State’s office https://sos.vermont.gov/corporations/registration/ and must obtain a Contractor’s
Business Account Number issued by the Vermont Department of Taxes http://tax.vermont.gov/ .
3.7.2.The contract will obligate the bidder to provide the services and/or products identified in its bid, at the
prices listed.
3.7.3.Payment Terms. Percentage discounts may be offered for prompt payments of invoices; however,
such discounts must be in effect for a period of 30 days or more in order to be considered in making
awards.
3.7.4.Quality. If applicable, all products provided under a contract with the State will be new and unused,
unless otherwise stated. Factory seconds or remanufactured products will not be accepted unless
Revised April 19, 2023
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specifically requested by the purchasing agency. All products provided by the contractor must meet
all federal, state, and local standards for quality and safety requirements. Products not meeting these
standards will be deemed unacceptable and returned to the contractor for credit at no charge to the
State.
3.8. SUBSTITUTION: Bidders may offer, in their bids, substitutes to items identified by a manufacturer’s
number or brand. When offering a substitution, bidder must describe any differences and provide
technical information that will assist in the State’s evaluation.
3.9. ENVIRONMENTAL INFORMATION: Bidders are requested to complete the Environmental Information
Form which is included in the Certificate of Compliance for this solicitation identifying the following for each
product being quoted:
a. Percent (%) of recycled content and post-consumer content; and
b. Mercury content certification.
3.10. SAMPLES:
3.10.1. Bidder Supplied Samples: The Commissioner reserves the right to request from the
Bidder/Contractor a representative sample(s) of the Product offered at any time prior to or after
award of a contract. Unless otherwise instructed, samples shall be furnished within the time
specified in the request. Untimely submission of a sample may constitute grounds for rejection of
Bid or cancellation of the Contract. Samples must be submitted free of charge and be accompanied
by the Bidder’s name and address, any descriptive literature relating to the Product and a statement
indicating how and where the sample is to be returned. Where applicable, samples must be
properly labeled with the appropriate Bid or Contract reference.
A sample may be held by the Commissioner during the entire term of the Contract and for a
reasonable period thereafter for comparison with deliveries. At the conclusion of the holding period
the sample, where feasible, will be returned as instructed by the Bidder, at the Bidder’s expense and
risk. Where the Bidder has failed to fully instruct the Commissioner as to the return of the sample
(i.e., mode and place of return, etc.) or refuses to bear the cost of its return, the sample shall
become the sole property of the receiving entity at the conclusion of the holding period.
3.10.2. Enhanced Samples: When an approved sample exceeds the minimum specifications, all Product
delivered must be of the same enhanced quality and identity as the sample. Thereafter, in the event
of a Contractor’s default, the Commissioner may procure a Product substantially equal to the
enhanced sample from other sources, charging the Contractor for any additional costs incurred.
3.10.3. Conformance with Sample(s): Submission of a sample (whether or not such sample is tested by,
or for, the Commissioner) and approval thereof shall not relieve the Contractor from full compliance
with the requirements specified in this solicitation. If in the judgment of the Commissioner the
sample or product submitted is not in accordance with the specifications or testing requirements
prescribed in the Bid Specifications, the Commissioner may reject the Bid. If an award has been
made, the Commissioner may cancel the Contract at the expense of the Contractor.
3.10.4. Testing: All samples are subject to tests in the manner and place designated by the Commissioner,
either prior to or after Contract award. Unless otherwise stated elsewhere in this solicitation, Bidder
samples consumed or rendered useless by testing will not be returned to the Bidder. Testing costs
for samples that fails to meet Contract requirements may be at the expense of the Contractor.
3.11. WARRANTY: The manufacturer shall include with its proposal a written warranty for each product that it
intends to furnish. Warrantees must be based on commercial use, and shall extend fora minimum term
of one (1) year from the date a Product is available for use by the purchaser; however, longer term
warranties are desirable and will be given favorable consideration, all else being equal.
4. ENVIRONMENTAL REQUIREMENTS:
Environmentally Preferable Purchasing (EPP) means the purchase of products and services that have a
lesser or reduced effect on human health and the environment when compared with competing products or
services that serve the same purpose. This comparison may consider raw material acquisition, production,
manufacturing, packaging, distribution, re-use, operation, maintenance, or disposal of the product or service).
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