00015441 Specifications.docx

Exhibit A - Specifications

Scope of Work Statement/Specifications Turn-Key Class 3 and Class 5, Truck Configurations as described

1.0 SCOPE

The Oregon Department of Transportation, Fleet Operations and Services has an ongoing need to establish a statewide, long-term (10 year), multiple vendor, Market Basket Type Price Agreement that can be utilized for the purchase of complete, turn-key, Class 3 and Class 5 trucks (based on NAFA Vehicle Classification Code System) in various described configurations.

Bidders that submit complete and accepted documents will be awarded contracts. Bidders are encouraged to bid for all classes and configurations, but are not required to bid for all, to be accepted. Preference may be given to vendors that bid multiple classes and configurations so that multiple unit order discounts can be exercised. ODOT makes no guarantees as to the configurations and/or quantities of units ordered as it is based on operational needs and funding.

Pricing for this Price Agreement will be based on the chassis/body configuration and options at the time of requested quote and subsequent order. Pricing submitted with bid will reflect current pricing at time of bid closing. Orders will be placed with vendor(s) that best covers needs at time of quote/order. Contributing factors include, but not limited to, chassis availability, body/bed availability, completed unit delivery time and cost. Multiple unit(s), single orders shall offer additional percentage discounts based on quantities.

These vehicles will be used statewide in highway maintenance operations at elevations from near sea level to 8000 feet ASL, and in all weather conditions. The units must remain fully operational under these conditions.

All vehicles and their equipment supplied shall be new, unused, standard, current production models. All workmanship, materials, and installation procedures shall be of good quality and design. All equipment supplied shall conform to all applicable OSHA, MSHA, and EPA regulations and to all SAE, ISO, ANSI and ODOT Workmanship Standards as well as other industry-related standards in effect at the time of delivery. This will be a long-term Price Agreement and will allow for future model changes, upgrades, industry changes and technological advances as needed.

Input torque of any driven component used in the supplied equipment must exceed the maximum output torque of the drive component. ODOT reserves the right to ask for engineering data proof.

The bidder shall provide all components, hardware, fluids and parts necessary for proper assembly, installation, and operation of the Units, even though certain items may not be specifically described in this bid opportunity. This includes all cables, hoses, fittings, couplers, brackets, pins, and adapters, etc. Quote pricing must include the cost of such components, hardware and parts.

1.1 MANDATORY PRE-BID CONFERENCE

A pre-bid conference will be held at the date and time listed in the ITB. Prospective bidders participation in this conference is mandatory.

The purpose of this conference is to.

1. Provide additional descriptions of the project.

2. Explain the process.

3. Answer any questions bidders may have related to the project or the process.

Statements made at the pre-bid conference are not binding upon the agency unless followed by addendum. Bidders may be asked to submit questions in writing. Fleet Operations personnel will be present to address questions. Interested parties must attend the pre-bid conference in person if they wish to submit a bid.

The pre-bid conference will be held at:

ODOT, Fleet Inspection 455 Airport Rd. SE, Bldg. L Salem, OR 97301

2.0 DETAILED SPECIFICATIONS

The following Specifications apply to this ITB and the resulting Price Agreement:

All vehicles regardless of configuration must be offered with:

Gas engine (largest offered in model), with automatic transmission.

Diesel engine (largest offered in model), with automatic transmission.

2X4 and 4X4 drive All vehicles regardless of configuration are required to be equipped with the following ODOT standard options:

1. Vehicle cabs and dump bodies must be painted in the manufacturer’s standard white color. All flat beds must be painted gloss black.

2. Equipped with traction tires as offered by chassis OEM.

3. 40/20/40 split vinyl bench seat.

4. A/C, tilt wheel, cruise control, power windows, AM/FM radio, black vinyl floor mat.

5. Rear trailer tow package, with Class 5 (2.5 inch) receiver, 7-wire RV style lighting receptacle.

6. Integrated trailer brake controller.

7. Integrated chassis OEM rearview camera.

8. Power take-off provision on transmission.

9. Chassis OEM up fitter switches.

10. Snowplow prep package.

11. Block heater (diesel engine only).

12. Maximum GVW package for configuration.

13. An electronic, minimum 107dB back up alarm must be installed. Variable volume type must not be used.

14. Frame mounted, under body toolbox. (Size to be discussed at pre-bid meeting) The following options must be offered for all configurations:

15. Matching spare wheel and mounted tire.

16. Front snowplows, electric/hydraulic with lighting, in both straight blade with swing and hydraulic v-plow configurations.

17. Switched wiring through up fitter switch and ran to top of cab guard/rear window protection for roto-beam/warning light.

If available, the following option is desired:

18. State 2-way Radio pre-wiring as described in section 3.Y.3.12.7(b) of ODOT Workmanship Standards 05-2024.

Additional options may be offered by bidders that may enhance operations of described equipment.

2.1 CONFIGURATIONS

A. Class 3 (single rear wheel), extended cab, 60-inch CA, steel deck, stake pockets, flat bed with cab guard/rear window protection.

B. Class 3 (single rear wheel), extended cab, 60-inch CA, steel deck flat bed, fold down metal (approx. 6 inch) sides with cab guard/rear window protection.

C. Class 3 (single rear wheel), crew cab, 60-inch CA, steel deck, stake pockets, flat bed with cab guard/rear window protection.

D. Class 3 (single rear wheel), crew cab, 60-inch CA, steel deck flat bed, fold down metal (approx. 6 inch) sides with cab guard/rear window protection.

E. Class 5 (dual rear wheel), extended cab, 60-inch CA, electric/hydraulic dump bed with cab guard/rear window protection.

F. Class 5 (dual rear wheel), extended cab, 60-inch CA, steel deck, stake pockets, flat bed with cab guard/rear window protection.

G. Class 5 (dual rear wheel), extended cab, 60-inch CA, steel deck flat bed, fold down metal (approx. 6 inch) sides with cab guard/rear window protection.

H. Class 5 (dual rear wheel), crew cab, 60-inch CA, electric/hydraulic dump bed with cab guard/rear window protection.

I. Class 5 (dual rear wheel), crew cab, 60-inch CA, steel deck, stake pockets, flat bed with cab guard/rear window protection.

J. Class 5 (dual rear wheel), crew cab, 60-inch CA, steel deck flat bed, fold down metal (approx. 6 inch) sides with cab guard/rear window protection.

3.0 MANUFACTURING UPDATES

The Contractor shall provide to ODOT monthly written status reports summarizing the manufacturing process of all equipment on order. Written manufacturing status reports must be received by ODOT by the 15th day of the month, beginning the month following receipt of order. Written manufacturing status reports must be submitted to the attention of the ODOT Fleet Operations Coordinator as follows:

Goods within the timeline as specified, ODOT reserves the right to cancel the order and make purchases from another source, without further obligation to the Contractor.

If by U.S. Mail:

If by Email: Brian.LEMBCKE@odot.oregon.gov Contractor agrees that time is of the essence for Contractor’s performance obligations under the Contract. The Contractor shall notify ODOT immediately, in writing if at any time Contractor finds that delivery cannot be completed as required. Upon receipt of such notice from Contractor or upon Contractor’s failure to deliver Goods within the timeline as specified, ODOT reserves the right to cancel the order and make purchases from another source, without further obligation to the Contractor.

4.0 DELIVERY REQUIREMENTS

Delivery must be completed, including all Back Orders, within time frame stated upon issuance of Purchase Order. All shipping and handling charges are to be paid by Contractor, unless specified otherwise in the Price Agreement. Early delivery is encouraged.

The Contractor shall notify ODOT, in writing, within 5 business days of receipt of Purchase Order if delivery cannot be completed as required. Upon receipt of such notice from the Contractor, ODOT reserves the right to cancel the order and make the purchase from another source, without further obligation to the Contractor.

4.1 DELIVERY TIME: Delivery is accepted Monday through Friday, excluding weekends or legal holidays as recognized by the State. Delivery hours are 7:30 AM to 3:00 PM. Any exception to this time frame is at the discretion of ODOT.

4.2 DAMAGED SHIPMENT: It is the Contractor's sole responsibility to ensure that the shipment arrives at its destination undamaged. If there is any damage to goods upon delivery, ODOT reserves the right to return the shipment in whole or in part at the Contractor's expense. If the Contractor is unable to supply a replacement shipment within the allotted period (Refer to delivery schedule), ODOT may cancel the order in whole or in part and purchase needed items from another source.

5.0 INSPECTIONS/ACCEPTANCE

5.1 PRE-DELIVERY INSPECTION: ODOT may request to have a pre-delivery inspection at Contractor's location to ensure specification compliance PRIOR TO DELIVERY.

5.2 DELIVERY INSPECTION: ODOT may reject any shipment or cancel any Purchase Order which does not meet all the requirements of the specifications and warranties. ODOT will have 14 calendar days from date of delivery of the entire order within which to inspect and accept or reject the Goods. If the Goods are rejected, ODOT will provide Contractor with written notification of rejection. Notice of rejection will include itemization of apparent defects, including but not limited to discrepancies between the Goods and the applicable Specifications or warranties (including variance from sample characteristics where samples or prototypes have been provided), and other apparent defects in design, materials, or manufacture, or otherwise nonconforming Goods (including late delivery). Notice of rejection will also indicate whether cure will be allowed.

5.3 CURE: If ODOT elects to allow cure, Contractor shall complete cure within 14 calendar days of date of notice of rejection and opportunity to cure (the "Cure Period"). If a missing part, component, or accessory cannot be provided and installed within 14 calendar days, ODOT will have the right to buy the item or part from another source and bill the Contractor or deduct the cost from Contractor's invoice for the Goods, including costs of installation. Regarding defective Goods, ODOT may elect to have the Contractor deliver substitute Goods within the Cure Period that comply with the Price Agreement Specifications and warranties. Failure to complete cure within the Cure Period constitutes an event of default.

5.4 REMOVAL REIMBURSEMENT: If the Goods are rejected or acceptance is revoked, the Contractor shall refund any Contract payments that have been made regarding such Goods, and, at Contractor's sole cost and expense, remove the Goods within 14 calendar days of date of rejection or revocation of acceptance. Contractor shall return all Agency owned items to Agency in like condition initially received.

6.0 DELIVERY COMPONENTS

The following items (collectively referred to as "Delivery Components") must be delivered with each unit ordered at time of delivery.

6.1 A dealer/seller invoice with unit’s VIN, attachment serial numbers and ODOT purchase order number.

6.2 A manufacturer's statement of origin. Properly signed off to ODOT if needed.

6.3 A copy of all product information and instructions supplied by the manufacturer.

6.4 Two sets of keys for all locks.

6.5 All manufacturer's warranties, evidence of proper transfer to the State.

6.6 Contractor shall provide 1 printed copy of current operator's manual and all other operator information and instructions available from the manufacturer/body builder/installer with each unit ordered.

6.7 Contractor shall supply 1 copy of the current service/parts catalog covering all non-chassis OEM components and optional equipment available from the manufacturer/body builder/installer with each unit ordered.

6.8 All hard copy manuals must be individually assembled and bound.

6.9 Extra manuals must be bid as separate line items.

Question regarding delivery, contact ODOT Fleet Equipment Inspector:

If by U.S. Mail:

If by Email: Adam.E.STEWART@odot.oregon.gov If by Phone: 503-914-7400

6.10 LIQUIDATED DAMAGES FOR LATE DELIVERY: Actual damages for delay will be difficult and unduly burdensome to establish precisely; it is agreed that the Contractor shall pay to the Authorized Purchaser, not as a penalty but as liquidated damages for delays in delivery, the sum of 1/10 of 1 percent of the basic Unit proposed price for each Unit for each State recognized business day after the schedule delivery date each Unit is delivered late. For purposes of calculating liquidated damages, Units will not be considered “delivered” unless and until they conform to Contract specifications and are accepted by Authorized Purchaser. Nothing in this provision shall be construed to limit or preclude the Authorized Purchaser’s right to reject or revoke acceptance of the Goods, or to recover any other damages to which it may show itself entitled.

7.0 WARRANTIES

7.1 AUTHORITY: BINDING OBLIGATION: Contractor represents and warrants that Contractor has the power and authority to enter and perform the Contract, and that the Price Agreement, when executed and delivered, is a valid and binding obligation of Contractor enforceable in accordance with its terms.

7.2 WARRANTY ON MATERIALS, DESIGN, and MANUFACTURE: Contractor warrants that all Goods are new, unused, current production models, fit for their intended purpose, and free from defects in materials, design, and manufacture for the duration of the applicable manufacturer warranty periods, any portion of the standard warranty on any of the components that exceed these requirements apply. Where Specifications have been made as part of the Price Agreement, Contractor further warrants that all Goods conform to the Specifications and meet or exceed safety and quality standards established in the Price Agreement.

7.3 WARRANTY ON SERVICE STANDARDS: Contractor warrants that all Services, where provided, are in accordance with the best commercial practice, by properly licensed or certified individuals, and that only materials and workmanship of good quality are used in the performance of the Price Agreement.

7.4 WARRANTY OF SAFETY AND HEALTH REQUIREMENTS: Contractor warrants that the Goods comply with all applicable federal and State health and safety standards, including but not limited to, Occupational Safety and Health Administration (OSHA) and Oregon Occupational Safety and Health Administration (OROSHA).

7.5 MANUFACTURER WARRANTIES: Contractor shall have all manufacturer warranties covering the Goods and component parts, where applicable, transferred to ODOT at time of delivery at no charge.

7.6 WARRANTY OF TITLE: Contractor warrants that all Goods are free and clear of any liens or encumbrances, that Contractor has full legal title to the Goods, and that no other person has any right, title or interest in the Goods which are superior to or infringe upon the rights granted to ODOT hereunder.

7.7 WARRANTIES CUMULATIVE: The warranties set forth in SECTION 7 are in addition to, and not in lieu of, any other warranties provided in the Price Agreement. All warranties provided in the Price Agreement are cumulative and should be interpreted expansively to afford ODOT the broadest warranty protection available.

7.8 BASIC WARRANTY: The basic comprehensive warranty on the chassis must be manufacturers’ standard. The basic warranty on the bodies and options must be for a period of not less than 1 year. The basic warranty on the Engine/ Power Train must be manufacturers’ standard. Any portions of the standard warranty on any of the components that exceed these requirements apply.

7.8.1 The warranty excludes consumables such as lamps, lights, belts, ground engagement tools, batteries and tires, except as warranted by the manufacturer of said items. It also excludes damage to the unit due to accident, misuse, abuse, vandalism or operator or maintenance neglect.

7.8.2 Upon Contractor notification and if the unit is urgently needed, the State may elect to have equipment transported by ODOT to the Contractor's authorized repair center for warranty work. The Contractor shall reimburse ODOT for all costs thereof.

7.8.3 The Contractor shall be responsible for all warranty adjustment expenses. Services / costs more than published flat rate may be negotiated. Applicable published flat rates must be provided to ODOT prior to warranty work.

8.0 CONTRACTOR WARRANTY PERIODS: Warranty periods for Contractor's warranties on materials, design, and manufacture will not start until the date the Unit is put into service, as established by ODOT's business records.

8.1 WARRANTY COMPUTER SOFTWARE: Contractor warrants that any included diagnostic software does not infringe, nor ODOT's use of such software infringe, any license, copyright, patent, trade secret, or other proprietary right of any third party, and Contractor shall provide indemnification to ODOT against any such infringement of third-party rights.

8.2 WARRANTY REPAIRS: If any Unit or component thereof should prove defective in workmanship, design, or materials during the relevant warranty period, the manufacturer or Contractor shall promptly repair or replace the Unit or component ('Warranty Repairs") at no cost to the State, including parts, labor, and expenses of any kind (transportation and shipping costs, insurance, meals, accommodations, travel time, mileage, etc., to job sites) ("Warranty Costs"). Contractor shall be responsible for responding to all necessary Warranty Repairs within 48 hours of notice from ODOT. Such notice may be made by phone, fax, e-mail or other means reasonably calculated to reach Contractor. All warranty repair work will conform to ODOT workmanship standards as identified in Workmanship Standards 05-2024.

8.2.1 ODOT REPAIR OPTION: With Contractor's prior approval, not to be unreasonably withheld, ODOT may perform Warranty Repairs. In such case, ODOT will hold the failed parts for the Contractor's inspection, together with sufficient documentation to verify the repairs. Contractor shall reimburse ODOT for all Warranty Costs incurred by ODOT in making such repairs.

8.2.2 EMERGENCY REPAIRS: In an emergency, if the Contractor is unable to furnish a service representative and parts to the on-site location of a Unit within the time frame required by ODOT under the circumstances, ODOT may elect to have emergency Warranty Repairs completed by other means and hold the failed parts for the Contractor's inspection, together with sufficient documentation to verify the repairs. The Contractor shall reimburse ODOT for all Warranty Costs incurred by ODOT in completing such emergency repairs.