RFQ for Paper Products

Agency: Lycoming County
State: Pennsylvania
Type of Government: State & Local
Category:
  • 85 - Toiletries
Posted: May 13, 2019
Due: Jun 10, 2019
Publication URL: To access bid details, please log in.
Title Due Date Open Date
RFQ for Paper Products 06/07/2019 06/10/2019

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COUNTY OF LYCOMING
PURCHASING DEPARTMENT
Mya Toon, Lycoming County Chief Procurement Officer, CPPB
Lycoming County Executive Plaza 330 Pine Street, Suite 404, Williamsport, PA 17701
Tel: (570) 327-6746 Fax: (570) 320-2111 Email: mtoon@lyco.org
REQUEST FOR QUOTES
FOR
PAPER PRODUCTS
ISSUE DATE: MAY 3, 2019
DUE DATE: JUNE 7, 2019
Bidders may download proposals by going to www.lyco.org and clicking on Top 10 Links, Request for
Bids/Proposals. All Bidders are required to contact the Lycoming County Chief Procurement Officer and
place their company name on the Bidders’ list. This will ensure that each Bidder receives any and all addenda
that may apply to the current quotation package. Failure to receive all current information could result in
your company submitting an inaccurate quotation, which may be disqualified by the County.
QUOTATION INFORMATION AND INSTRUCTIONS
1.1 Purpose and Intent of Quotation. This Request for Quotation (RFQ) is issued by the Lycoming
County Purchasing Department on behalf of the Lycoming County Board of Commissioners. It shall
be the purpose and intent of this RFQ to cover the terms and conditions under which successful
Bidder’s shall be responsible for providing a written price quotation for paper products to the County of
Lycoming (hereinafter “County”) through price quotations.
It is the County’s intention to select MULTIPLE BIDDERS to supply all products. Supplies will be
purchased by each County Department from the lowest responsible Bidder(s), including full
consideration of any alternates, meeting all terms, conditions, and specifications, whose quote is
considered to be the most economical and in the County’s best interest.
The Lycoming County Board of Commissioners reserve the right to accept or reject any or all quotes,
or to accept any part of a quote without accepting the whole thereof, or to accept such quote as they
deem to be in the best interest of the County.
1.2 Deadline and Submission of Quotations. Quotes shall be due to the attention of Mya Toon, Chief
Procurement Officer, no later than Friday, June 7, 2019, 5:00 P.M. EST. Late quotes may not be
accepted. Quotes can be mailed, faxed, emailed, or hand-delivered and must be clearly marked RFQ
for Paper Products.
The County may waive minor informalities or irregularities in the quotes received where such is merely
a matter of form and not substance, and the correction or waiver of which is not prejudicial to other
Bidders. Minor irregularities are defined as those that will not have an adverse effect on the County’s
interest and will not affect the price of the bid by giving a Bidder an advantage of benefits not enjoyed
by other Bidders.
1.3 Important Dates. The following lists important events and deadlines regarding the RFQ.
Issue Date:
Final Date for Written Questions:
Deadline for Submitting Quote:
May 3, 2019
June 3, 2019
June 7, 2019
1.4 Communications. All questions regarding this RFQ shall be submitted in writing to Mya Toon, Chief
Procurement Officer, at mtoon@lyco.org. Questions which require a more detailed or complex reply,
or require an answer that may affect responses to this RFQ or may be prejudicial to other prospective
Bidders, will be answered by issuing an addendum. Questions must be received by the Chief
Procurement Officer no later than June 3, 2019, 5:00 P.M. EST.
1.5 Preparation of Quote. The County shall not be responsible for any costs associated with the
preparation or submittal of any quote. All costs are entirely the responsibility of the Bidder.
1.6 Public Disclosure. All Bidders should be aware that the County is an agency subject to the Right-to-
Know Law. Any documents submitted should be considered as subject to potential public disclosure.
A summary of quotes received, including company name and bid amount will be posted on the
Purchasing Department’s page of the County’s website (www.lyco.org) within 48 hours of the quote
opening.
1.7 Bidder’s Certification. By submitting a proposal, the Bidder is certifying that it and its Principals are
not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from covered transactions by the State of Pennsylvania or any Federal department or agency.
1.8 Submission of Samples. When samples are required to be supplied, they must be supplied within
seven (7) days of quote opening, unless otherwise requested by the County or otherwise required by the
quote documents. The County also has the right not to return any samples required by the quote.
Bidder shall bear the costs of providing the required samples.
The County reserves the right to: (a) request additional samples of the product; (b) conduct in-house
testing of the product; or (c) perform tests of the product, including destructive tests that would indicate
the product’s performance under actual County usage conditions, in order to completely evaluate the
product and make a determination as to its compliance with the specifications.
1.9 Evidence of Product Equivalency. When brand or trade names are used in the quote invitation, it is
for the purpose of item identification and to establish standards for quality, style and features. Quotes
on equivalent items of substantially the same quality, style and features are invited unless items are
marked “No Substitute.” Equivalent quotes must be accompanied by descriptive literature and/ or
samples and shall be supplied at no charge to the County.
1.10 Ordering. All items will be ordered on an as needed basis, as precise quantities cannot be determined.
This fact shall not constitute the basis for any equitable price adjustment. Bidders must note in his/her
quote if there is a minimum order requirement.
The County will order items on a per item basis to the lowest and best responsive, responsible Bidder(s)
meeting all terms, conditions, and specifications of the RFQ. The County reserves the right, in its sole
and absolute discretion, to accept or reject any and all quotes or parts thereof, or to accept such quote as
they deem to be in the best interest of the County.
1.11 Time of Performance and Delivery. The time of performance shall be July 1, 2019 - September 30,
2019. Delivery or performance shall be made only as authorized by orders issued in accordance with
the ordering specifications. Subject to any limitations in the delivery or ordering specifications or
elsewhere in the quote, the Bidder shall furnish to the County all goods and/or services specified and
called for by orders issued in accordance with the ordering specifications. The County may issue
orders requiring delivery to multiple destinations or performance at multiple locations.
1.12 Rejection of Work. Services and/or goods received by the County shall not be deemed accepted until
the County has had a reasonable opportunity to inspect. Services and/or goods that are discovered to be
non-conforming to the agreed upon specifications may be rejected upon initial inspection or at any later
time if non-conformity were not reasonably discoverable at the time of initial inspection. Within fifteen
(15) days of receipt of notification of rejection, Bidder shall remedy services and/or goods without
expense to the County.
If the Bidder fails, neglects or refuses to do so, the County shall then have the right to obtain such
services and/or goods from another source and deduct from any monies due or that may thereafter
become due to the Bidder, the difference between the price stated and the actual cost thereof to the
County. If the amount due to the Bidder is insufficient to meet such expenses, the Bidder shall be liable
for the excess and the County may proceed against the Bidder through appropriate legal action.
1.13 Pricing. Bidders warrant the quote price(s), terms and conditions stated in his/her quote shall be firm
and fixed for the entire quote period. If your quote includes price increases over the term of the quote,
such increases must be clearly indicated. All quotes prices must include charges for packing, delivery,
fuel, etc.
1.14 Delivery. All quotes must include delivery to multiple locations within Lycoming County, FOB
Destination, and INSIDE DELIVERY BY YOUR CARRIER IN VARIOUS QUANTITIES. No
loading dock or pallet jacks are available. Deliveries shall arrive within one (1) week of ordering.
1.15 Billing/Shipping. Each monthly invoice shall be broken down by invoice and mailed to each County
facility. The successful Bidder is required to “Bill as Shipped” to:
Lycoming County Prison
Attn: Susan Satteson
277 West Third Street
Williamsport, PA 17701
Lycoming County Resource Management Services
Attn: Accounts Payable
P.O. Box 187
Montgomery, PA 17752
Lycoming County Pre-Release Center
Attn: Tammy Stidfole
546 County Farm Road
Montoursville, PA 17754
Lycoming County Print Shop
Attn: Gary Fox
48 West Third Street
Williamsport, PA 17701
Lycoming County Courts
Attn: Keely Hitchens
48 West Third Street
Williamsport, PA 17701
Lycoming County Dept. of Public Safety
Attn: Jenifer Hope
542 County Farm Road
Montoursville, PA 17754
Magisterial District Judge Frey
605 West 4th Street
Williamsport, PA 17701
Magisterial District Judge Whiteman
542 County Farm Road
Montoursville, PA 17754
Magisterial District Judge Lepley
216 Market Street
Jersey Shore, PA 17740
Magisterial District Judge Kemp
2134 Route 405 Highway
Muncy, PA 17756
Magisterial District Judge Solomon
1965 Lycoming Creek Road
Williamsport, PA 17701
1.16 County Department Delivery Locations.
Lycoming County Pre-Release Center
Lycoming County Resource Management Services
Lycoming County Prison
Lycoming County Print Shop
546 County Farm Rd.
Montoursville, PA 17754
477 Alexander Drive
Montgomery, PA 17752
277 West Third Street
Williamsport, PA 17701
48 West Third Street
Williamsport, PA 17701
Lycoming County Courts
48 West Third Street
Williamsport, PA 17701
Lycoming County Dept. of Public Safety
Magisterial District Judge Frey
542 County Farm Road
Montoursville, PA 17754
605 West 4th Street
Williamsport, PA 17701
Magisterial District Judge Whiteman
542 County Farm Road
Montoursville, PA 17754
Magisterial District Judge Lepley
216 Market Street
Jersey Shore, PA 17740
Magisterial District Judge Kemp
2134 Route 405 Highway
Muncy, PA 17756
Magisterial District Judge Solomon
1965 Lycoming Creek Road
Williamsport, PA 17701
1.17 Payment. The County will make payment within thirty (30) days of receipt invoice for properly
received goods and/or services after inspection and acceptance of the goods and services by the County.
Advance billings are not allowed. Where partial delivery is made, invoice for such part shall be made
upon delivery, and payment shall be made within thirty (30) days under conditions as stated above.
The County offers Bidders the option to enroll in electronic payment via automated clearing house
(ACH) to the Bidder’s provided bank account of record.
1.18 Facility Security. The County has established criteria for authorized entry into the County’s Prison and
Pre-Release facilities by Contractors who are conducting business with the County. All security
regulations shall be observed by all Contractors and Subcontractors (if any) and any applicable
employee providing services in relation to the contract. It must be clearly understood that security
requirements will at all times take precedence over service. The Contractor shall comply with all such
regulations and consider the regulations when preparing their response.
1. Screening Form: The County may request the Contractor and its Subcontractors (if any) to
complete an Outside Agency Screening Form (attached).
2. Search: Contractor may be subject to search and must have valid photo identification upon
entrance to the facilities.
3. Prohibited Items: The following items are prohibited from being brought onto the facilities
grounds and site:
Cellphones
Purses/Backpacks
Bags
Food/Drink
Cameras
Tobacco Products
Weapons
4. Entrance: Contractors must enter the Prison via the West Third Street entrance. Contractors must enter
the Pre-Release Center via the front door.
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