Contract Details: # 180-A1
|Description||Chemicals for TDCJ/ID Soap and Detergent Manufacturing|
|Purchase Category Code(Agencies Only)||PCC A|
|Optional Renewal Terms||Extension: Sept. 1, 2018 through Feb. 28, 2019|
|Purchase Orders||Only purchase orders issued through TxSmartBuy are eligible for contract pricing. The Contractor will not ship any products or provide related services until receipt of a Purchase Order generated by the TxSmartBuy system.|
|NIGP Code(s)||180-02 180-54
|CPA Contract Management||Questions regarding contract management issues, price changes, amendments or other post-award concerns should be directed to:
SPD Contract Management Office (SCMO)
Texas Comptroller of Public Accounts (CPA)
Phone: (512) 463-3034 option 3
|Contract Specifics/Notes||Pre-Production Sample Requirements:
The contractor(s) may be required to submit a pre-production sample for any awarded line item fo verification of the product's compliance with the specifications of the RFP. The request will be provided in writing from the customer and coordinated with CPA. The cost of providing the pre-production sample will be the responsibility of the contractor.
The size of the pre-production sample will be mutually agreed upon by the contractor and the customer.
If the pre-production sample meets the test parameters and specifications, it will then be considered part of the first order and if the product is not currently listed on the Approved Products List (APL), it will be added. Upon completion of the inspection, written authorization will be made for shipment of the balance of the order.
If the pre-production sample does not meet the specifications, the state reserves the right to cancel the contract and re-award or re-advertise the line item. The pre-production sample will not be returned to the contractor.
Each shipping container shall be clearly marked with the following:
1. Name of contents, including brand name, if any.
2. Quantity contained in pounds and/or kilograms.
3. Name and address of the manufacturer.
4. Warning statements as required by governmental regulations. A label on a container of a hazardous chemical must meet the requirements of the most current OSHA standards.
5. The following additional information shall either be marked on the container or appear on the shipping documents:
Purchase order number or contract number.
Name and address of customer.
Customer's requisition/purchase order number.
Compliance Documents at Delivery:
The contractor must comply with the following documents upon delivery:
1. Certificate of Analysis (CA)
A certificate of analysis from the manufacturer shall be submitted with each shipment.
2. Material Safety Data Sheets (MSDS): All Items must conform to the Texas Hazard Communications Act by being certified as nontoxic or providing an official MSDS sheet Conforming to the requirements of the most current OSHA standards. A copy of the official MSDS sheet for each applicable chemical product must be submitted with each sample; each initial shipment; and updated MSDS must be provided with the first shipment after update.
|Adding New Products to the Contract||Additional products or services of the same general category that are not already on the contract may be added by submitting an Open Market Requisition to the Statewide Contract Development section at email@example.com .|
|Delivery Delays by Contractor||If delay is foreseen, Contractor shall give written notice to the Customer and must keep Customer advised at all times of status of order.
Default in promised Delivery Days After Receipt of Order (ARO) without accepted reasons or failure to meet specifications authorizes the Customer to purchase goods and services of this contract elsewhere and charge any increased costs for the goods and services, including the cost of re-soliciting, to the Contractor.
Failure to pay a damage assessment is cause for contract cancellation and/or debarment or removal of the contractor, as applicable, from the State Centralized Master Bidders List (CMBL).
|Compliant Products by Contractor||Delivery does not occur until the Contractor delivers products, materials or services in full compliance with the specifications to Customer F.O.B. destination, unless delivery is specifically accepted, in whole or in part, by the Customer. Providing products, materials or services which do not meet all specification requirements does not constitute delivery.
Customer reserves the right to require new delivery or a refund in the event that materials or products not meeting specifications are discovered after payment has been made.
At the discretion of the Customer, any shipment may be tested for compliance with the MSDS, and uniformity of the product. If product fails to meet specifications, the Contractor will be notified by the customer. The Contractor will have ten (10) working days after notification to remove the rejected material from state property. Material not removed in the allotted time period will be disposed of by the customer. Contractor shall replace entire shipment within fifteen (15) working days. The new shipment may be subject to Product Conformity Testing. Failure to meet specifications again will be grounds for cancellation of the contract line item
|Purchase Order Cancellation||The Customer may request that a Contractor cancel a specific line item or an entire purchase order. There shall be no fees charged for cancellation of an item and/or order prior to shipment by the Contractor. The cancellation must be processed through the TxSmartBuy system.|
|Restocking Fee for Returned Products||The Customer may request that a Contractor accept return of products already delivered. If the return is required through no fault of the Contractor, the Contractor may request a reasonable restocking charge. The Customer may pay a restocking charge if the CPA or Customer determines that the charge is justifiable. As a guideline, such charges shall not exceed 10%.|
|Substitutions||During the Contract term, the Contractor shall not substitute a product or brand unless the Contractor has obtained prior written approval from the CPA Contract Manager in coordination with the Customer. The Contractor must have written confirmation from the CPA Contract Manager of the substitution before making delivery.|
|Contractor Performance||Statewide Procurement Division (SPD), administers a vendor performance program for use by all customers per Texas Government Code (TGC), §2262.055, and 34 Texas Administrative Code (TAC), §20.108. The Vendor Performance relies on the customer's participation in gathering information on vendor performance. State agency customers shall report vendor performance on purchases of$25,000 or more from contracts administered by CPA, or any other purchase of $25,000 or more made through delegated authority granted by CPA (TAC 20.108), or purchases exempt from CPA procurement rules and procedures. State agencies are additionally encouraged to report vendor performance on purchases under $25,000.
Vendor Performance shall be reported through the CPA VENDOR PERFORMANCE TRACKING SYSTEM.
The purpose of the Vendor Performance Tracking System is to:
• Identify vendors that have exceptional performance
• Aid purchasers in making a best value determination based on vendor past performance
• Protect the state from vendors with unethical business practices
• Provide performance scores in four measurable categories for the CMBL vendors
• Track vendor performance for delegated and exempt purchases
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