STATE OF VERMONT

DEPARTMENT OF BUILDINGS AND GENERAL SERVICES

PURCHASING AND CONTRACT ADMINISTRATION DIVISION

128 STATE STREET-DRAWER 33

MONTPELIER VT 05633-7501

www.bgs.state.vt.us/pca

> May 12, 2000

# [PROPOSAL FOR CONTRACT]{.underline}

### Environmentally Preferable Custodial Products

**SCOPE OF CONTRACT**: The State of Vermont is seeking contractor(s) to
supply environmentally preferable and effective custodial products for
and in compliance with the specifications for the State of Vermont,
which support Environmentally Preferable Purchasing goals which include
evaluating the impact of cleaning chemicals on worker health and the
environment.

Environmentally Preferable Purchasing means "products and services that
have a lesser or reduced effect on human health and the environment when
compared with competing products or services that serve the same
purpose. This comparison may consider raw material acquisition,
production, manufacturing, packaging, distribution, re-use, operation,
maintenance, or disposal of the product or service" (Presidential
Executive Order 13101; US EPA; generally accepted by industry).

**CONTRACT PERIOD**: Initial two year term, to begin November 1, 2000,
with an option for annual renewal for up to two additional one year
terms based on mutually agreeable prices, terms and conditions. Prices
are to remain firm during the initial term.

**Products**: The following is the list of product categories the State
of Vermont anticipates for this contract(s). Each product submitted must
be identified as being for one of the following purposes:

Bowl cleaner Carpet shampoo Bathroom cleaner

All-purpose cleaner Liquid hand soap Spotter/solvent

Deodorizer Floor finish Glass/window cleaner

Enzymatic cleaner/digester Disinfectant Neutral cleaner

Degreaser/cleaner Floor stripper Graffiti remover

Wood floor wax/cleaner Chrome polish/cleaner Furniture polish

Brass polish/cleaner Lime & scale remover

It is desirable that vendors be able to supply a large proportion of
products listed above meeting State of Vermont environmental and health
specifications. If a single product is submitted for use for more than
one of the above purposes, then all appropriate purposes should be
listed on the Automated Manufacturers Product Assessment Tool (MPAT),
and one MPAT will suffice for the product. However, if the dilution rate
is different for the different purpose(s), then more than one MPAT is
required. Dilution rate and purpose must be clearly stated or defined.

The State of Vermont is requesting full disclosure of **all** contents
in the products. Failure to disclose, or if misleading information is
supplied, may result in loss of opportunity for a vendor to be involved
in State of Vermont contracts.

**BID RESPONSE**: Completion of this bid package requires information of
a technical nature and will require collaboration between the vendor and
the manufacturer, and it is recommended that a chemist review all the
information supplied to the State of Vermont for accuracy and
truthfulness. State of Vermont reserves the right to require additional
information, documentation, results of test, etc., to support
information provided by vendor/manufacturer.

**Bidders are required to submit an original and two (2) copies of their
bid submission.**

**QUANTITY**: Purchases are estimated to be in the vicinity of
\$20,000.00 annually for Vermont State Agencies alone, based on past
usage and prices paid. It is assumed that through training, servicing,
and marketing efforts by the contractor(s) to State of Vermont agencies,
the use and volume of the contract(s) will increase. The State of
Vermont reserves the right to make purchases only to the extent of
actual needs.

**ATTACHMENTS:** Please find enclosed the following materials:

Automated Manufacturers Product Assessment Tool (MPAT) (will need to be
reproduced by vendor for each product being quoted/MS Excel-available
via diskette)

Quotation Form,

Additional Information Form

Customary State Contract Provisions dated June 12, 1996,

Terms and Conditions dated June 11, 1998,

Political Subdivision Questionnaire,

Sealed Bid Instructions,

Custodial Product Evaluation Form (sample for vendor information only/do
not return with bid)

**PRICING**: Prices are to be quoted on the enclosed "Quotation
Form"(reproduce as needed). Vendor may bid more than one item for each
product type or more than one line of products. All required information
is to be complete for all products bid. Prices quoted must include the
cost per quart of usable product.

**DELIVERY**: Shipments shall be securely and properly packed according
to accepted commercial practice. Deliveries that do not conform to the
specifications or are not in good condition upon receipt shall be
replaced promptly by the contractor. Delivery is required within two
days of receipt of order.

**TRANSPORTATION CHARGES**: The price or prices quoted shall include all
transportation charges fully prepaid (F.O.B. delivered). Specify if
transportation charges are not included, i.e., "orders totaling less
than \$100.00 will have the delivery charges prepaid and added to the
invoice."

**INFORMATIONAL QUESTIONNAIRE**: Bidders are asked to make any resulting
contract available to the Political Subdivisions (towns and schools) and
Independent Colleges at the same discount and terms. In addition, it is
desirable to extend this contract(s) to maintenance service vendors
under contract with the State of Vermont.

**METHOD OF ORDERING**: Contract release orders will be used.

**Training and other pertinent information**: Effective and on-going
training is believed to be an integral part of the success of
environmentally preferable products. Bidders are required to provide
written information to explain their program for quality training in use
of products and dispensing systems offered. Include level of training
provided, experience and names of staff members to provide training,
frequency of re-training and follow-up visits to user-locations. This
includes providing a telephone number for technical assistance. An
Additional Information form is provided for this purpose.

All bids must include Material Safety Data Sheets (MSDS) for all
products quoted. MSDS sheets must also be provided for disclosure to all
delivery locations at the time of award. All products must be
prominently and clearly labeled, including dilution rate, instructions
for proper use and personal protective requirements, and disposal.

**Additional Environmental Attributes**: Bidders are urged to identify
any other attributes of the product, system, their company, the
manufacturer, distribution, etc., that may contribute to the
environmental preferability of the products.

**Product Effectiveness Testing**: Vendors meeting all initial
requirements of bid, including acceptable product assessment results on
the MPAT, may be asked to provide products free-of-charge for a test of
performance. The State of Vermont will request samples from the supplier
appropriate to the application. Custodians will test products on the job
under supervision and evaluate/rank product performance. This test
procedure may include some Vermont Public Schools as test sites.
Vendor/manufacturer representative is required to deliver, set-up,
install and train for testing of their products. It is expected that the
vendor will re-visit/follow-up with testing supervisors as needed or as
requested to address issues. MSDS must be provided for all products at
all test locations. A sample Custodial Product Evaluation Form is
enclosed.

**Loan of dispensing equipment**: Dispensing systems are to be provided
free of additional charge. Describe equipment to be provided, dilution
method, plan and frequency for replacement of dilution-regulating
nozzles, mixing system, containers, concentration/dilution rate,
ready-to-use availability for low use locations. All systems will be
replaced or repaired at contractor's expense.

**Service**: Customer service is expected and required as part of this
contract(s). Contractor or manufacturer representatives are expected to
be trained and experienced in the products and their use, and to be
available for prompt response (phone call returned within four hours and
a site visit within 24 hours of request) to address issues. Service is
to include scheduled stop-ins at user locations at a frequency
prearranged between contractor representative and location supervisor to
assist in training, answer questions, resolve issues, etc.

**Criterion**: Environmental assessment and material data safety sheets
(MSDS) must be provided for all quoted items to be considered. The State
of Vermont is requesting that bidders be prepared to provide a free
trial for quoted product types at several State of Vermont locations.

**EVALUATION COMMITTEE**: A committee representing various State of
Vermont agencies and the Purchasing Division will make the selection of
a vendor(s). The combined experience of the committee will be used to
determine which bid(s) best meets the needs of the State of Vermont. The
committee may consult with other persons as necessary.

**BASIS OF AWARD**: The award will be based on the overall best value
including proposed alternatives, that meets all the other terms and
conditions of this bid request. A committee representing various State
of Vermont Agencies including the Purchasing Division will make
selection of a vendor(s). Criteria for award include: health and
environmental impact; efficacy of product; ability to provide on-going
training and service; past performance; ability to manage service,
reporting and invoicing for a large number of State locations; prompt
delivery; responsiveness; courtesy; pricing; multi-lingual training
material. Contracts may be awarded to more than one vendor.