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X-Ray Inspection Machine for Department of Corrections Eastern Reception Diagnostic Correctional Center

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Bid Information

Bid Alert No: 00000543559

Bid Title: X-Ray Inspection Machine for Department of Corrections Eastern Reception Diagnostic Correctional Center

Agency Bid No. Title: 16709188

Received Date: 04/19/2016

Close Date: 05/10/2016

Purchase Type: 90 working days

Delivery Point: Not Stated, Missouri

Delivery Date: Not Stated


Specifications include, but are not limited to:. SCOPE OF WORK This section of the IFB includes requirements and provisions relating specifically to the performance requirements of the Department. The contents of this section include mandatory requirements that will be required of the successful bidder and subsequent contractor. Response to this section by the bidder is requested in the Exhibit section of this IFB. The bidders response, whether responding to a mandatory requirement or a desired attribute will be binding upon the bidder in the event the bid is accepted by the State. 2.1General Requirements: 2.1.1The contractor shall provide the provision of an X-Ray Inspection System for the Department of Corrections (hereinafter referred to as the Department), Eastern Region Diagnostic & Correctional Center (herein referred to as ERDCCC) in accordance with the provisions and requirements stated herein and to the sole satisfaction of the Department. 2.2Performance Requirements: 2.2.1The required specifications for the item are listed on EXHIBIT A, Pricing Page. 2.2.2Services must be completed in a professional and timely manner and in compliance with all applicable industry standards and building codes. 2.2.3Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to perform the services required herein. 2.3Delivery Requirements: 2.3.1 The contractor and/or the contractor's subcontractor(s) shall deliver the item in accordance with the contracted delivery time stated herein to ERDCC upon receipt of an authorized purchase order or state purchasing card transaction notice. Delivery shall include unloading the shipment at the Department dock or other designated unloading site as requested by the institution. The order must be shipped FOB Destination, Freight Prepaid and Allowed. Any order received on the last day of the contract, must be shipped at the contract price. a. Delivery must be completed within forty-five (45) calendar days. 2.3.2 The contractor must coordinate its delivery schedule with the ordering institution. Any change in delivery schedule must be approved by the institution a minimum of twenty-four (24) hours in advance prior to the implementation date of such change. Institutions have specific times that deliveries can be accepted. A delivery arriving during a time the institutions does not accept deliveries will be delayed or refused. Any additional cost for delay or redelivery shall be the responsibility of the contractor. a. Delivery must not be made on official state holidays. A list of official state holidays may be found on the State of Missouri web site at: and-holidays b. Delivery Address: Attn: Becky Johnston Missouri Department of Corrections Eastern Region Diagnostic & Correctional Center 2727 Highway K Bonne Terre, MO 63628 Ph: 573-358-5516, ext. 1803IFB 16709188 Page 6 2.3.3Delays in Delivery Performance: a.If at any time the contractor should encounter conditions implementing delivery of an awarded item, the contractor shall immediately notify the Department's Purchasing Section in writing of the fact of delay, its likely duration and its cause(s). As soon as practical after the receipt of the contractor's notice, the Department shall evaluate the situation and may, at its sole discretion, extend the contractor's time for delivery. b.A delay by the contractor in the performance of the delivery obligations shall render the contractor liable for additional costs incurred by the Department to obtain product from other sources unless an extension of time is agreed upon pursuant to 2.3.3 a. 2.4Installation Requirements: 2.4.1The contractor shall deliver and fully install the X-Ray Inspection System at ERDCC in accordance with the manufacturer's recommended installation procedures to the full satisfaction and acceptance of the state agency. Installation shall also include a radiation leak survey. 2.4.2The contractor must furnish all related equipment, materials, and supplies as specified herein, including all wiring for utility connections. The state agency will ensure that utilities are available at the point of hook-up. 2.4.3The electrical work, that may be required, shall be performed by the contractor at no cost to the state agency. 2.4.4The contractor shall coordinate work schedules with the Department designee for minimal disruption to normal state business occurring at the same time. a.Working hours shall be Monday-Friday 8:00 a.m. to 4:00 p.m. b. The contractor shall cleanup debris and remove from the premises. 2.4.5 Once installed, that contractor must test the equipment and make all necessary adjustments required for successful operation prior to the use/demonstration session with agency personnel. 2.5 Training Requirements: 2.5.1 The contractor shall offer a two hour operator orientation/training session by a Field Service Technician. This training cost must be included in the price proposed on EXHIBIT A , Pricing Page. 2.6 Payment Requirements: 2.6.1 The contractor shall understand and agree the state reserves the right to make contract payments to the contractor through electronic funds transfer (EFT). Therefore, prior to any payments becoming due under the contract, the contractor must update their vendor registration with their ACH-EFT payment information at Each contractor invoice must be on the contractors original descriptive business invoice form and must contain a unique invoice number. The invoice number will be listed on the states EFT addendum record to enable the contractor to properly apply state payments to invoices. The contractor must comply with all other invoicing requirements stated in the IFB. 2.6.2 The contractor may obtain detailed information for payments issued for the past 24 months from the State of Missouris central accounting system (SAM II) on the Vendor Services Portal at: 16709188 Page 7 2.6.3All payment terms shall be stated in the terms and conditions of this contract. Payments will be processed based on final delivery, inspections, and acceptance of services rendered. 2.6.4The contractor shall accurately invoice per the price(s) indicated on EXHIBIT A, Pricing Page. 2.6.5The Department may choose to use the state purchasing card (Visa) in place of a purchase order to make purchases under this contract. Unless exception to the condition is indicated on EXHIBT A, Pricing Page, the contractor agrees to accept the state purchasing card as an acceptable form of payment and may not charge any additional fees related to the use of a purchasing card such as service fees, merchant fees, and/or handling charges. a.If the Department issues a purchase order, an itemized invoice shall be emailed to the or mailed to: Accounts Payable/ERDCC Missouri Department of Corrections Fiscal Management Unit P.O. Box 236 Jefferson City, MO 65102 2.6.6Each invoice submitted must be specific to one purchase order number. The purchase order number must be referenced on the invoice must be itemized in accordance with the item listed on the purchase order. Failure to comply with this requirement may delay processing of invoices for payment. Emailed invoices should contain the purchase order number in the subject line. a.If the state purchase card (Visa) is used for payment, an itemized invoice reflecting the charged amount must be faxed or emailed to the institution within one business day. The state purchasing card shall not be charged until all goods/services have been received and accepted. 2.6.7 The contractor's invoice should include any discount for prompt payment as indicated on EXHIBIT A , Pricing Page. 2.6.8 If the contractor maintains an e-commerce web application that enables Department staff to view and print invoices and invoice history, the contractor shall indicate on EXHIBIT A , Pricing Page the web site address where the Department staff may access invoices. Upon award of a contract, the contractor shall provide the Department with a customer number in order for Department staff to access invoices and invoice history. 2.6.9 The Department does not pay state or federal sales tax. The Department shall not make additional payments or pay add-on charges. 2.6.10 Other than the payments specified above, no other payments or reimbursements shall be made to the contractor for any reason whatsoever including, but not limited to taxes, travel expenses, shipping charges, insurance, interest, penalties, termination payments, attorney fees, liquidated damages, etc. 2.7 Security Requirements: 2.7.1 At least four (4) days prior to the scheduled start of services, the contractor must contact Becky Johnston at 573-358-5516, extension 1803, or email her at to arrange for Missouri Uniform Law Enforcement System (MULES) checks on each employee who will be providing services on-site. 2.7.2 Upon arrival to the facility, the contractor and the contractors personnel must present a photo form of legal identification, the tools and supplies on person being taken into the facility and a written inventory of the tools and supplies for verification. At no time shall the contractor leave any tools or suppliesIFB 16709188 Page 8 unattended. Missing tools or supplies must be immediately reported to the Department. All tools and supplies not secured in a locked job box and all vehicles and equipment must be removed at the end of each day. a.All tools, parts, supplies, equipment not on the contractors person or contractors personnel shall be secured and locked in or on the contractors vehicles and or job box. All equipment outside of the cab of the vehicle shall be chained and padlocked, i.e. ladders, tools, parts. b.Large items impossible to move without heavy equipment do not need to be secured. 2.7.3In the event the contractor wishes to use a locking job box, a detailed list of all tools/items must be provided to the Departments designated personnel and a daily documented inventory of all tools/items must be conducted to account for all tools/items prior to the contractor leaving the institution each day. The job box will be stored in a designated Department building each day, and the contractor must leave a key to the job box with the Departments designated personnel

Bid Related Documents

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Product Code: 03569

Agency Information

Issuing Agency: State of Missouri - Department of Corrections

State: Missouri

Agency Type: State and Local

Contact: Beth Lambert Purchasing Section, 2729 Plaza Drive, P.O. Box 236, Jefferson City, Missouri, 65102

Phone: 573-526-6494




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