Greater Dayton Regional Transit Authority
4 S. Main Street
Dayton, OH 45402
March 14, 2016
TO:
All Prospective Quoters
RE:
Request for Quotation (RFQ) 16-09
Token Packaging
The Greater Dayton Regional Transit Authority (RTA) is interested in receiving quotes for token
packaging per the attached scope of work and special conditions. Your firm is invited to submit
a quote.
In order to be considered, please ensure that your quote is received by the undersigned no later
than 2:00 p.m. on March 29, 2016. Quotes may be delivered to the attention of the undersigned
at Greater Dayton RTA, 4 S. Main Street, Dayton, OH 45402; emailed to
twiesman@greaterdaytonrta.org; or faxed to (937) 425-8410.
Quotes must be submitted on the quote form provided. No quote may be withdrawn for a period
of 60 days after the opening date.
BASIS OF AWARD: The award of this order is based on cost, proximity, and service of
responsive and responsible bidders, as determined by the RTA.
The Authority (RTA) reserves the right, as the interest of the Authority may require, to postpone,
accept or reject any and all quotes and to waive any informality in the quotes received.
If you should have any questions, or if I can be of assistance, please feel free to contact me at
(937) 425-8312.
Sincerely,
Tamea Wiesman
Tamea Wiesman, CPPB
Sr. Purchasing Agent
c
Attachment
TOKEN PACKAGING
SCOPE OF WORK
The RTA is seeking a firm outside its service area to package bus tokens. The RTA uses two
different types of tokens, Regular Fare and Special Fare. Approximately 510,000 tokens were
used in the last twelve month period (450,000 Regular Fare and 60,000 Special Fare).
Approximate usage is expected to remain the same or decline slightly. Multiple bags of tokens
will be delivered by RTA to the successful Contractor approximately weekly and will be bagged
as follows when delivered: Regular Fare tokens and Special Fare tokens.
Please note that there may be slugs, car wash tokens, game tokens, city tokens and restroom
tokens mixed in with the RTA tokens. The Contractor should hold and return to RTA on pickup
any foreign coins found in the token bags. The Contractor will then package all RTA tokens
received, and payment is based on the number of tokens actually packaged.
The tokens are packaged in 3” x 5” tamper proof, zip-lock, .002 poly bags, ten (10) tokens per
bag. The bags are printed on the front in black on a light green background for the Regular Fare
tokens and black on a dark green background for the Special Fare tokens. The back of the plastic
bags are printed with a black barcode on a white background. There are two different barcodes,
one for each type of fare. These barcodes are used by various outlets that sell RTA bus tokens,
such as United Dairy Farmers and Meijers. (See illustrations attached.) The plastic bags are
filled from the bottom and then heat sealed after filling. (Please see additional information
concerning source for plastic bags under Special Conditions.)
The token bags are then packed in white 5” x 3” x 2” cardboard mailer boxes, ten (10) bags to a
box. The mailer boxes are labeled on the top, front edge with either a light or dark green label to
identify the type of token, and then the label is taped down and the mailer box is taped closed
with 2” wide, clear box sealing tape. The labels are provided by RTA.
The mailer boxes are then packed 20 boxes to a case in plain (brown) cardboard boxes
(approximately 18”L x 12”W x 8”H). The boxes are labeled on the top center with the
appropriate label (same as above), and then the case is sealed with 2” wide, clear box sealing
tape.
The tokens will then be picked up by RTA. Required turn-around time is 7 calendar days from
time of delivery.
Supplies are to be ordered by the successful Contractor. Please include the cost of supplies in
your quote.
Page 1
SPECIAL CONDITIONS
PRICES: All prices quoted shall remain firm for the entire order period.
QUANTITIES: Approximately 510,000 tokens were used in the last twelve month period
(450,000 Regular Fare and 60,000 Special Fare). Approximate usage is expected to remain the
same or decline slightly. No guarantee is made or implied as to the minimum or maximum
quantities that may be ordered.
PURCHASE ORDER PERIOD: The purchase order period shall be for a four year period,
commencing approximately April 1, 2016.
DELIVERY: Product is to be ready for pick up within 7 calendar days after tokens are delivered
to Contractor.
QUALIFICATIONS: Provide a description of the firm's background and history. Provide a list
of three (3) references from current clients. Include contact person, telephone number, and email
address.
SECURITY: Tokens have a pecuniary value. Service provider must have a secure area in
which to package and store the tokens.
SITE VISIT: The RTA reserves the right to conduct site visits, as part of the qualification
process.
BASIS OF AWARD: The award of this order is based on cost, proximity, and service of
responsive and responsible bidders, as determined by the RTA.
PAYMENT TERMS: Payments will be net 30 days after delivery and acceptance of an order.
Payment for products delivered to and accepted by the RTA shall be at the quoted price.
TAX EXEMPT: The RTA is exempt from payment of all taxes, and taxes must not be included
in the quoted price. Necessary exemption certificates shall be furnished to the successful
bidder(s) upon request.
PLASTIC TOKEN BAGS: RTA currently has approximately a two-year supply of the Special
Fare token bags (dark green) and approximately an eight month supply of the Regular Fare bags
(light green). These bags will be provided to the successful service provider at no charge;
however, it will be the responsibility of the successful service provider to order additional bags
as needed. Bags are available through the following manufacturer or an approved equal.
Page 2
Fredman Bag Company
Contact: Caryn Sager
5801 W. Bender Court
Milwaukee, WI 53218
Phone (414) 462-9400
Fax (414) 462-9409
Part No. 2706-02
The minimum run is 30,000 bags of one type (Regular Fare or Special Fare). Pricing is
dependent on quantity ordered. Typical lead time is four to five weeks after notice to proceed.
RTA must be notified prior to purchase of additional bags in the event RTA-owned
printing plates need to be updated. RTA will provide artwork to manufacturer and
reimburse manufacturer for cost of updating plates. Please allow additional time for this
when planning your order. If Contractor intends to purchase bags from a different
supplier, set-up/plate costs must be specified in your quote.
SPECIFIED MATERIAL AND "APPROVED EQUALS"
In all cases the plastic bags must be furnished as specified. Where brand names or specific items
or processes are used in the specifications, consider the term "or approved equal" to follow.
However, a request for approval for any proposed substitution as an approved equal must be
submitted in writing to RTA by March 22, 2016. Acceptance of the substitute will be at RTA's
discretion. Quoter shall supply with their request product specifications, samples, and
special guarantees as a condition of acceptance of any proposed substitutions.
For all items listed and which are described or defined by dimensions or other measure of
physical characteristics or performance, it is understood that such information indicates the
character of the required items and so strict interpretations with respect to nonessential details
shall not be made as to limit competition among manufacturers of substantially equivalent items.
Whenever this specification defines the material or article required by using a proprietary product
or of a manufacturer or vendor, rather than by using descriptive detail of substance and function,
the term "or equal" always is understood to follow immediately the name of the make, vendor or
proprietary product. An item of material shall be considered equal to the item so named in the
specifications if: (1) it is at least equal in quality, durability, appearance, strength, and design; (2)
it will perform at least equally the function imposed by the general design for the material or
equipment being purchased; and (3) it conforms substantially, even with deviations, to the
detailed requirements for the item in this specification.
Whenever in this specification the names of one or more manufacturers are mentioned as
indicating that their product will comply with a particular specification or where specific trade
names are mentioned, it is not intended to exclude products of other manufacturers whose names
or symbols have not been provided, only however, that such products conform to the detailed
requirements for the item as indicated in the specifications.
Page 3
Quoter shall be responsible to provide the RTA with information in the latest applicable revision
of any part or process specifically called for in the specifications for consideration for inclusion
in the specifications by addendum.
All details must be settled before the quote opening date. The RTA shall have the power to
reject the plastic bags furnished under the contract which do not conform to the terms and
conditions as set forth in the contract documents.
Approved equals, changes or modifications to the specifications will be made by written
addendum and sent to all bidders holding specifications.
AFFIRMATIVE ACTION ASSURANCE PLAN: All bidders will be required to comply with
all Equal Employment Opportunity laws and regulations and file with RTA's DBE Officer, if
requested, an Affirmative Action Assurance Plan, consistent with RTA's non-discriminatory
policy, subject to RTA approval. All bidders must submit with their quote a letter from the City
of Dayton's Human Relations Council, stating that they have an approved Affirmative Action
Assurance Plan. Failure to furnish the letter from the City of Dayton's Human Relations Council
may be cause for rejection of your quote. If a bidder is not on the approved list, please contact
the following office to obtain an application, and submit a copy of the application with your
quote:
City of Dayton, Ohio
Human Relations Council
371 W. Second Street
Dayton, Ohio 45402
(937) 333-1413
The quote of any bidder, who in RTA's judgment has failed to comply with such laws and
regulations, even though their quote may be the lowest in dollar amount, may be considered
nonresponsive and may be rejected.
Page 4
Summary of Quote Requirements
Required
Clauses this
Request for
Quote
Please
acknowledge
you have read
and comply.
The Federal Third Party Contracting Clauses & Required Submittals may
be accessed at the Greater Dayton Regional Transit Authority (RTA) web
site at http://proc.greaterdaytonrta.org/. On the left, click on RFQ Small
Purchase Clauses & Submittals. In order for your quote to be considered,
you must indicate below that you have read and will comply with the clauses
that are marked as applicable to this RFQ.
√
Summary of Quote Requirements
√
No Obligation by Federal Government
√
Program Fraud and False or Fraudulent Statements or Related Acts
√
Audit and Inspection of Records
√
Federal Changes
√
Nondiscrimination (EEO)
√
Title VI, Civil Rights Act of 1964, Compliance
√
Americans with Disabilities Act (ADA)
√
Termination of Contract for Default
√
Termination for Convenience of the RTA
N/A
Disadvantaged Business Enterprise Participation
√
Incorporation of Federal Transit Administration (FTA) Terms
√
Debarment and Suspension
N/A
Cargo Preference – Use of United State Flag Vessels
N/A
Fly America
N/A
Davis-Bacon Act
N/A
Copeland Anti-Kickback
N/A
Transit Employee Protective Provisions
N/A
Drug and Alcohol Rules
N/A
Patents – Copyrights – Trademarks
√
Energy Conservation
N/A
Recycled Products
√
Certification of Lower-Tier Participants (Subcontractors) regarding Debarment,
Suspension, and other Ineligibility and Voluntary Exclusion Form, if applicable
N/A
Affidavit of Contractor or Subcontractors – Prevailing Wages
Page 5
NAME:
NAME PRINTED:
TITLE:
COMPANY:
DATE:
Page 6
The Greater Dayton Regional Transit Authority
CERTIFICATION OF CONTRACTOR REGARDING DEBARMENT, SUSPENSION, AND
OTHER INELIGIBILITY AND VOLUNTARY EXCLUSION
The undersigned, an authorized official of the Bidder stated below, certifies, by submission of this bid, that neither it nor its
principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any federal department or agency.
(If the undersigned is unable to certify to any of the statements in this certification, such official shall attach an explanation to
this bid).
THE UNDERSIGNED CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF
THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE
PROVISIONS OF 31 U.S.C. SECTIONS 3801 ET SEQ. ARE APPLICABLE THERETO.
Name of Bidder:
Address:
City, State, Zip:
Signature of Authorized Official:
Title of Official:
Telephone:
Date:
Page 7
The Greater Dayton Regional Transit Authority
Certification of Lower-Tier Participants (Subcontractors) Regarding Debarment, Suspension, and
Other Ineligibility and Voluntary Exclusion
(THIS AFFIDAVIT TO BE COMPLETED BY THE SUCCESSFUL CONTRACTOR’S
SUB-CONTRACTORS AFTER NOTIFICATION OF AWARD HAS BEEN RECEIVED)
The Lower Tier Participant [Subcontractor to the Primary Contractor(s)],
, certifies by submission of this bid, that neither it nor its principals are presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this
transaction by any federal department or agency.
If the above named Lower Tier Participant (Subcontractor) is unable to certify to any of the statements in this certification,
such participant shall attach an explanation to this certification.
The Lower-Tier Participant (Subcontractor),
,
certifies or affirms the truthfulness and accuracy of the contents of the statements submitted on or with this certification and
understands that the provisions of 31. U.S.C. Section 3801 et seq. is applicable thereto.
___________________________________________
Signature and Title of Authorized Official
___
Date
NOTICE TO BIDDER: THIS CERTIFICATION SHALL BE COMPLETED BY ALL SUBCONTRACTORS
WHICH WILL HAVE A FINANCIAL INTEREST IN THIS PROJECT WHICH EXCEEDS $25,000 OR
SUBCONTRACTORS WHICH WILL HAVE A CRITICAL INFLUENCE ON OR A SUBSTANTIVE CONTROL
OVER THE PROJECT.
Page 8
Greater Dayton Regional Transit Authority
TOKEN PACKAGING QUOTE FORM
YEAR ONE
YEAR TWO
YEAR THREE
YEAR FOUR
Est.
Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost
Annual
Per Token
Per Token
Per Token
Per Token
Qty.
510,000
Description
Fee to package Tokens
(10/bag)(10 bags/box) (20 boxes/case)
Supplies:
Mailer boxes
(white; 5” x 3” x 2”)
Case boxes
(brown; 18” x 12” x 8”)
ESTIMATED TOTALS
5,100
285
Token Bags:
Token bags
including printing
Qty.
Cost
Year One
Cost
Year Two
Cost Year
Three
Cost Year
Four
N/A
N/A
N/A
30,000
40,000
65,000
Plate/Set-Up Costs
(If supplier is other than Fredman Bag)
PRICES: All prices quoted shall remain firm for the entire order period.
BASIS OF AWARD: The award of this order is based on cost, proximity, and service of responsive and responsible bidders, as determined by the
RTA.
Page 9
QUALIFICATIONS: Attach a description of the firm's background and history, and provide a list of references from current clients,
including contact person, telephone number, and e-mail.
OFFER: By execution below, Bidder hereby offers to furnish the goods and/or services as indicated herein.
Name of Individual, Partner or Corporation
Address
City, State and Zip Code
Telephone Number
Cell Number
Authorized Signature
Title
E-Mail Address
Fax Number
Date
Page 10