REQUEST FOR QUOTATION # 09-Q-LP-034 Blanket Purchase Agreement (BPA) for Propane Gas Delivery and Pick-up COMPANY NAME: ADDRESS: PHONE NO.: FAX NO.

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1 REQUEST FOR QUOTATION # 09-Q-LP-034 Blanket Purchase Agreement (BPA) for Propane Gas Delivery and Pick-up COMPANY NAME: ADDRESS: PHONE NO.: FAX NO.: SIGNATURE: TITLE: DATE ISSUED: June 4, 2009 SUBMITTAL DATE: RFQ #09-Q-LP-034 1

2 June 4, 2009 RE: Request for Quotation (RFQ) # 09-Q-LP-034 (Propane Gas Delivery and Pick-up) Dear Quoters: This is an invitation for you to submit a quotation to provide Propane Gas Delivery and Pick-up, for the Washington Convention Center Authority (WCCA). Toward issuance of an award, WCCA will be seeking to establish a Blanket Purchase Agreement (BPA). A BPA is an agreement under which a contractor or vendor agrees to provide good and or services to a purchaser on a demand basis; the agreement generally establishes prices, terms, conditions, and the period covered. Your quotation shall be in accordance with the attached Statement of Work. Attached for your consideration is the format draft for the BPA. This Request for Quotation (RFQ) is designated for open market offerors. Certified Small Business Enterprise (SBE) Offerors are encouraged to submit a bid in response to this solicitation. The quote shall be submitted to the Office of Contracts and Procurement at WCCA no later than 12noon, EST, Monday, June 15, The quote shall include an original and four (4) copies. The quote must be signed by an official authorized to bind the company. The quote must state that the terms of the quote are valid for a period of thirty (30) days from date of quote. Submit quotes to Walter E. Washington Convention Center, Attn: Lisa Penn, Purchasing Assistant Office of Contracts and Procurement Services, 801 Mount Vernon PL., NW, Washington, DC Hours of operation for this office are 8:30 am to 5:30 pm, Monday thru Friday (excluding holidays). Should you have any questions, please contact me at (202) or lpenn@dcconvention.com. Sincerely, Lisa Penn Purchasing Assistant RFQ #09-Q-LP-034 2

3 Scope of Requirement REQUEST FOR QUOTATION (RFQ) #09-Q-LP-034 Propane Gas Delivery and Pick-up PURCHASE QUOTE FORM The Washington Convention Center Authority (WCCA) seeks to establish a Purchase Agreement for Propane Gas Delivery and Pick-up. Price/Costs Contract Line Item Nos. (CLIN) Description Qty Unit Unit Price 001 Propane Tanks(33 1/3)Ibs Storage cages/purchase 2 EA (61"W, 62"H, 31"L) 003 Delivery/Pick-up Fee 004 Transportation/Trip Cost Grand Total Total Discount offered: (%) percent a. All prices shall exclude District of Columbia sales tax and all other taxes. The WCCA is exempt from state and local taxes. If Federal Excise Tax applies, show amount of same which has already been deducted to determine your net price. b. Price quote shall be F.O.B. Destination, unless otherwise specified in writing by the WCCA. c. The W 9 Form located at shall be completed and incorporated with the offer. Signed by: Date: Title: Company: Quotes are valid for a period of thirty (30) days from date of quote RFQ #09-Q-LP-034 3

4 Scope of Requirement REQUEST FOR QUOTATION (RFQ) #09-Q-LP-034 Propane Gas Delivery and Pick-up RENTAL QUOTE FORM The Washington Convention Center Authority (WCCA) seeks to establish a Purchase Agreement for Propane Gas Delivery and Pick-up. Price/Costs Contract Line Item Nos. (CLIN) Description Qty Unit Unit Price 001 Propane Tanks(33 1/3)Ibs Storage cages/rental 2 EA (61"W, 62"H, 31"L) 004 Delivery/Pick-up Fee 005 Transportation/Trip Cost Grand Total Total Discount offered: (%) percent a. All prices shall exclude District of Columbia sales tax and all other taxes. The WCCA is exempt from state and local taxes. If Federal Excise Tax applies, show amount of same which has already been deducted to determine your net price. c. Price quote shall be F.O.B. Destination, unless otherwise specified in writing by the WCCA. c. The W 9 Form located at shall be completed and incorporated with the offer. Signed by: Date: Title: Company: Quotes are valid for a period of thirty (30) days from date of quote RFQ #09-Q-LP-034 4

5 A.1 Service Requirements REQUEST FOR QUOTATION # 09-Q-LP-034 Propane Gas Delivery and Pick-up A. Statement of Work A.1.1 The Washington Convention Center Authority (Authority) requires the services of a qualified vendor to provide Propane Delivery and Pick-up services for the Authority. A.1.2 The Contractor shall provide WCCA with Gas Propane Cylinders (33 1/3Ibs). A.1.3 The Contractor shall provide pick-up and delivery services on an As Needed Basis. The Contractor may also provide an alternative schedule, if applicable. All pick-ups and deliveries shall only be authorized by the Authority s Contracting Officer s Technical Representative (COTR) or designee. A.1.4 The Contractor shall provide, for this initial order, 16 Cylinders and pick-up and Delivery services. Future orders may vary depending on the need of COTR. A.2 Equipment Requirements A.2.1 The Contractor shall provide the Authority with the appropriate storage cages, for purchase or rental. A.2.2 The Contractor shall provide one storage cage for full tanks and one storage cage for empty tanks within the appropriate location. A.2.3 Contractor shall have tanks and storage cages prominently labeled with the universal warning symbols. A.2.4 WCCA will be responsible for providing the locks for the cages provided by the vendor. B.1 Invoices and payments The Contractor shall submit the following reports as part of its monthly invoice for services. 1. Invoices: All invoices shall document type/amount of all cylinders delivered and collected. RFQ #09-Q-LP-034 5

6 2. Contractor shall submit all invoices to the Accounts Payable Department for payment: a) Washington Convention Center Authority Accounts payable Office 801 Mount Vernon, Place, NW Washington, DC 20001, or b) Invoices may also be ed to the WCCA Accounts Payable Office PDF format to: C. QUOTATION RESPONSE C.1 The Contractor shall complete the Quote Form on page 3 for Purchase and Quote Form on Page 4 for Rental of this RFQ. a) Please see (C) in sec. Scope of Requirement for required W9 form. D.1 Selection Criteria D. EVALUATION OF RESPONSES WCCA will make the award based on the contractor s response which conforms to the solicitation and is most advantageous to WCCA, when cost or price, and technical factors listed in Section A are considered. For this solicitation, technical quality is more important than cost or price. As responses become more equal in their technical merit, the evaluated cost or price becomes more important. Therefore, WCCA will give consideration to the response that is: a) Compliant to the stated or implied specifications; b) Lowest evaluated cost to the WCCA over projected useful life; and c) Administratively compliant including all required bonds, insurance, established quality of work and general reputation financial responsibility, relevant experience, compliance with federal laws and all relevant District of Columbia laws, including EEOC hiring guidelines and requirements under the American with Disabilities Act and related criteria, if applicable. E.1 Insurance Requirement E. TERMS AND CONDITIONS E.1.1 Commercial General Liability Insurance -The Contractor shall secure and maintain during the Contract period Commercial General Liability insurance with limits of not less than one (1) million dollars($1,000,000.00) per occurrence and RFQ #09-Q-LP-034 6

7 in the aggregate. The Commercial General Liability coverage must be extended to include owners, employees and contractors protective liability. The coverage should also include all premises and product operations, personal and advertising injury and contractual liability. E.1.2 Worker s Compensation Insurance -The Contractor shall secure and maintain during the Contract period all Worker s Compensation insurance required by the District of Columbia Government law for all employees, and its employees involved in the Contract, without exclusion of any class of employee. E.1.3 Upon execution of this Contract, the Contractor shall provide Certificates of Insurance to WCCA for review and approval. All insurance policies and Certificates described herein shall state that WCCA, its Board of Directors, employees and officers, are named as additional insureds. E.1.4 Notice - The Contractor shall immediately report in writing to the WCCA s Director of Contracts and Procurement any incident which might reasonably be expected to result in any claim under any of the coverage s mentioned herein. Contractor agrees to cooperate with WCCA in promptly releasing information as to the disposition of any claims, including a resume of claims experience relating to WCCA E.2 Term of Contract The base term is date of Award through September 30, E.2.1 Option To Extend The Term Of The Contract WCCA may extend the term of this contract for a period of four (4) one-year option periods, or successive fractions thereof, by written modification to the Contractor before the expiration of the contract; provided that WCCA will give the Contractor a preliminary written notice of its intent to extend at least thirty (30) days before the contract expires. The preliminary notice does not commit WCCA to an extension. The exercise of this option is subject to the availability of funds at the time of the exercise of this option. The Contractor may waive the thirty (30) day preliminary notice requirement by providing a written waiver to the Contracting Officer prior to expiration of the contract. E.2.2 If WCCA exercises this option, the extended contract shall be considered to include this option provision. E.2.3 The price for the option period shall be as specified in the contract. E.3 Applicability of Standard Contract Provisions RFQ #09-Q-LP-034 7

8 WCCA Standard Contract Provisions (SCP) dated May, 2006, is incorporated by reference from this solicitation and any resulting contract. A copy of WCCA s SCP may be downloaded from WCCA s website at E.4 Local, Disadvantaged Businesses, Businesses Operating In an Enterprise Zone, Or Resident Business Ownership Quoters submitting evidence that they are certified as small, local, disadvantaged, operating in an enterprise zone or having resident business ownership shall receive: (a) A three (3%) percent reduction in the bid price or the addition of three points on a 100-point scale for a small business enterprise (SBE) certified by the District of Columbia Small and Local Business Opportunity Commission (SLBOC) or the D.C. Department of Small and Local Business Development (DSLBD), as applicable, (b) A five (5%) percent reduction in the bid price or the addition of three points on a 100-point scale for a resident-owned business (ROB) certified by the SLBOC or the DSLBD, as applicable, (c) (d) (e) (f) (g) A ten (10%) percent reduction in the bid price or the addition of ten points on a 100-point scale for a longtime resident business (LRB) certified by the SLBOC or the DSLBD, as applicable, A two (2%) percent reduction in the bid price or the addition of two points on a 100-point scale for a local business enterprise (LBE) certified by the SLBOC or the DSLBD, as applicable, A two (2%) percent reduction in the bid price or the addition of two points on a 100-point scale for a local business enterprise with its principal office located in an enterprise zone and certified by the SLBOC or the DSLBD, as applicable, and A two (2%) percent reduction in the bid price or the addition of two points on a 100-point scale for a disadvantaged business enterprise (DBE) certified by the SLBOC or the DSLBD, as applicable. Offerors may qualify for more than one of these categories, so that the maximum number of points available under this section is twelve (12) points. RFQ #09-Q-LP-034 8

9 F. INSTRUCTIONS F.1 Hand Delivery, Mailing or Faxing of Quotations Please deliver, , and regular mail or fax any request for clarifications or questions regarding this inquiry to: Lisa Penn, Purchasing Assistant Contracts and Procurement Services Washington Convention Center Authority 801 Mount Vernon Place, NW Washington, DC Phone: Fax: F.2 Submission Date and Time Quotations must be submitted no later than 12noon EST, Monday, June 15, 2009 RFQ #09-Q-LP-034 9

10 BLANKET PURCHASE AGREEMENT No.09-BPA-LP-034 With The Washington Convention Center Authority (WCCA), Office of Contracts and Procurement Services (OCPS) executes this Blanket Purchase Agreement (BPA) for Propane Gas Delivery and Pick-up. The Contractor agrees to the following terms of a BPA with WCCA. 1. SERVICES AVAILABLE UNDER THIS BPA: The Propane Gas Delivery and Pick-up available under this BPA shall be in accordance with terms and conditions of Request for Quotation (RFQ-) 09-Q-LP- 034 and the Contractor s proposal dated, which is herein incorporated and made a part of this BPA. 2. PRICING a) The prices for the service of Propane Gas Delivery and Pick-up shall be in accordance with contractors response date,. b) The prices offered shall be as low as or lower than those charges to the Contractor s most favored customer for comparable quantities, terms and conditions. c) Contractor shall provide an updated pricing list of labor and materials for each fiscal year. Contractor rates are herein incorporated as Attachment A. RFQ #09-Q-LP

11 3. DELIVERY: a) The Contractor shall deliver the services under this BPA as needed by the Washington Convention Center Authority (WCCA), located at 801 Mount Vernon PL, NW, Washington, DC b) No single individual purchase order, or total orders placed under this BPA shall not exceed $99, (Transactions placed against this BPA will not be processed utilizing any Purchase Card P-Card)). 4. PURCHASE VOLUME: WCCA estimates, but does not guarantee that the volume of purchases through this agreement will amount to $ OBLIGATION OF FUNDS: This BPA does not obligate any funds. WCCA is obligated only to the extent of authorized purchases through Orders actually made under the BPA. 6. TERM OF BPA: a) The term of this agreement shall be for a period of one year from date of award. b) This BPA may be extended by Four (4) one-year option periods or fractions thereof. The Government may extend the term of this agreement for a period of one (1) year, or a fraction thereof, or multiple successive fractions thereof, by providing a thirty (30) day written notice to the Contractor before the expiration of the agreement. 7. ORDERING: a) Any goods and/or services to be furnished under this agreement shall be ordered by Issuance of a service order/purchase order by the WCCA Office of Contracts and Procurement Services. b) All services/purchases orders are subject to the terms and conditions of this agreement. In the event of conflict between a service/purchase order and this agreement, the agreement shall control. c) A service/purchase orders is considered issued when the Contractor receives the order. service/purchase orders shall be issued in writing only. RFQ #09-Q-LP

12 d) In the event a blanket service/purchase order is issued against this BPA, only the authorized users identified in the blanket service/purchase order shall be able to order against it. 8. AUHTORIZED BPA USERS: The following office(s) is/are hereby authorized to place orders under this BPA: PLACING BPA ORDERS: STAFF: Yolanda Allen Arona Carroll CONTRACT ADMINISTRATION: Contracting Officer: The WCCA Contracting Officer is the official authorized to contractually bind WCCA. Send all correspondence regarding this BPA to Lisa Penn, Purchasing Assistant, Washington Convention Center Authority, Office of Contracts and Procurement Services, 801 Mount Vernon Place, NW, Washington, D.C , telephone number (202) Contracting Officer s Technical Representative (COTR): The COTR is responsible for daily monitoring and supervision of the contract, the technical representative is: Yolanda Allen, Senior Storekeeper. Contractors Contact Information: 10. DELIVERY TICKETS: Unless otherwise agreed to, all deliveries under this BPA shall be accompanied by a copy of the purchase/service order and each invoice shall contain the following information as a minimum: (a) (b) (c) (d) (e) (f) Name of Contractor; BPA Number (09-BPA-LP-034()) Purchase/Service Order Number; Date of Purchase; Brief description of the services provided; and Date/period of Service Delivery. WCCA may authorize partial services and partial payments to the Contractor for services to be provided under this agreement. 11. INVOICES: RFQ #09-Q-LP

13 The original invoice for payment against a purchase/service order shall be submitted to the following: a) Washington Convention Center Authority Accounts Payable Office 801 Mount Vernon Place, NW Washington, DC or b) Invoices may also be ed to the WCCA Accounts Payable Office in PDF format to: invoices@dcconvention.com. A copy of the invoice shall be submitted to the COTR as identified in Section TERMS AND CONDITIONS: a) All orders placed against this BPA are subject to the terms and conditions of the WCCA Standard Contract Provisions (SCP) dated May, 2006, which is incorporated as part of the agreement. A copy of the WCCA SCP may be downloaded from the WCCA s website at b) The Contractor is bound by Wage Determination No , Revision No. 7, dated March 16, 2009, issued by the U.S. Department of Labor in accordance with the Service Contract Act of 1965, as amended (41 U.S.C. 351). The Contractor shall be bound by the wage rates for the term of the base period of the contract. If the option period is exercised, the contractor shall be bound by the wage rate in effect at the time that the option is exercised. c) If the option is exercised and a revised wage rate determination obtained by the WCCA s Contracting Officer for the option period is applicable, the Contractor may be entitled to an equitable adjustment. d) The terms and conditions included in this BPA apply to all purchases made pursuant to it. In the event of an inconsistency between the provisions of this BPA and the Contractor s invoice, the provisions of this BPA will take precedence. RFQ #09-Q-LP

14 The undersigned parties have caused this Agreement to be signed by their duly authorized agents: WASHINGTON CENTER AUTHORITY, an Independent Corporate Authority of the Government of the District of Columbia By: Name: Title: Date: By: Name: Title: Date: RFQ #09-Q-LP