060-26_Crash_Attenuators.pdf

ITB: 060-26

MASH Compliant Trailer Mounted Attenuator System (TMS), Truck Mounted Crash Attenuator (TMA) & Repair Parts and Service

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The intent of this invitation to bid is to establish term contract pricing for a complete MASH Compliant Trailer-Mounted Attenuator System (TMS), the second intent of this invitation is to establish pricing for a complete MASH Compliant Truck-Mounted Attenuator, the final intent is to establish fixed pricing for OEM Repair Parts and Components for Truck and Trailer Mounted Attenuators.

Section 2: Multiple Award

ODOT will accept all responsive bids submitted on or before the specified bid opening date and make an award to all responsive bidders pursuant to O.R.C. 5513.02.

Section 3: Contract Duration

The effective duration of this contract shall be twelve (12) months from the Date of Award.

ODOT reserves the right to unilaterally extend this Contract up to one (1) calendar month beyond the original contract expiration date at the original unit bid prices awarded.

Section 4: (Required) MASH Compliancy Literature

When submitting bids, ODOT will determine if a product or system is eligible for use in Ohio based upon two methodologies below:

• Method 1: FHWA Eligibility Letter - Eligibility letter issued by FHWA.

OR

• Method 2: ISO 17025 Testing Facility – Need to provide all the required tests from ISO 17025 Testing Facility. ODOT would evaluate the testing results and reports issued by a testing house.

This may include use of a partial test matrix as deemed appropriate by the testing facility. In order for a TMA system to be deemed MASH compliant, an additional test is required. Test 3-54 is required along with Tests 50, 51, 52, and 53.

In conjunction with these methodologies ODOT will determine if a product meets the needs of the State of Ohio based on considerations including but not limited to ease/clarity of installation, cost, maintenance requirements or in-service performance (in Ohio or other states). Satisfying one of the methodologies does not guarantee approval if a device or system does not meet the needs of Ohio as determined by ODOT.

ODOT reserves the right, as granted by the July 25, 1997 FHWA memorandum, “Action: Identifying Acceptable Highway Safety Features”, to reject a product or place limitations on its use, require additional testing, or require in-service evaluation.

If a product is in the process of being tested or waiting for approval from the Federal Highway Administration (FHWA) meeting the minimum specifications below, then the model price will be awarded. A notice will be provided, to not purchase the unit(s) until all documentation is provided and approved by ODOT.

Section 5: Free on Board (F.O.B.) Destination

Please be advised, the vendor must honor any bid price submitted in this Invitation to Bid for all of ODOT’s twelve (12) Districts and eighty-eight (88) counties in the State of Ohio. All deliveries must be Free on Board (F.O.B.) to any of ODOT’s twelve (12) Districts and eighty-eight (88) county destination locations in the State of Ohio, as per the enclosed map. Purchase orders when issued, will detail specific destination points. The Department will not accept any charges for these deliveries. The only exception would be for emergency delivery for parts which received written pre-approval from the District.

District 1 – Lima

District 7- Sidney

District 2 - Bowling Green District 8 - Lebanon

District 3 - Ashland District 9 - Chillicothe

District 4 - Akron District 10 - Marietta

District 5 - Jacksontown District 11 - New Philadelphia

District 6 - Delaware District 12 - Garfield Heights

Central Garage - Columbus (CG)

5.1 Emergency Delivery (Overnight)

For emergency needs, the Ohio Department of Transportation will require overnight delivery to any location.

If the vendor is using a shipping service outside of the awarded vendor’s company, a copy of the freight invoice must accompany the billing invoice for verification of actual freight charges. Both invoices must be received by the Department within 5 business days of delivery of the order. If the vendor is using an internal driver, the vendor shall state in the provided Microsoft Excel sheet the delivery charge per mile. ODOT will not pay any fees for delivery from the manufacturer to the vendor.

The number of miles for delivery round trip will be verified by ODOT using mapquest.com. ODOT will only pay actual cost of freight charges or the quoted charge per mile. Please state in the provided pricing page the delivery charge per mile if a vendor’s internal driver is used for delivery. At the time of delivery, the awarded vendor shall choose a delivery method in accordance with the lowest possible cost or the Department’s discretion.

Section 6: Delivery

6.1 Complete Unit Delivery

Delivery shall be made within sixty (60) calendar days upon written or verbal notification against a valid State of Ohio purchase order for a complete unit.

6.2 Parts and Service Delivery

Delivery shall be made within three (3) business days upon written or verbal notification against a valid State of Ohio purchase order for stock items.

Delivery shall be made within five (5) calendar days upon written or verbal notification against a valid State of Ohio purchase order for vendor back order items.

Delivery shall be made within fourteen (14) calendar days upon written or verbal notification against a valid State of Ohio purchase order for manufacturer back order items.

Repairs shall be completed within fourteen (14) calendar days of the scheduled start date for repairs.

Prior to delivery of the equipment, a scheduled start date shall be agreed upon by the Department and the awarded vendor. Failure to agree on a scheduled start date will automatically create the scheduled start date as the date the equipment is delivered to the service location.

An extension request for the any of the above delivery requirements must be submitted in writing to the purchaser prior to the expiration of the original completion date. If the purchaser arbitrarily rejects the extension request, the vendor may appeal to the Administrator of the Office of Equipment Management for a review the extension request. The Administrator will decide whether to accept or reject the extension request. For your convenience, a sample extension request form has been included with this Invitation to Bid.

ODOT shall determine if the vendor is to pick up and deliver complete unit.

6.3 Delivery Hours

All deliveries made to a Department of Transportation facility must be made between the hours of 8:00 a.m.

and 2:30 p.m., Monday through Friday, unless special permission is granted by the Department to temporarily waive or adjust this requirement.

Section 7: Purchase Orders

The awarded vendor must be able to accept orders throughout the entire duration of the contract, inclusive of any contract extensions exercised or agreed upon between the Parties.

Section 8: Invoicing

In order to streamline the invoice payment process, the Office of Equipment Management requires vendors to email an attached copy of the invoice to the following address: dot.cen.oem@dot.ohio.gov.

Invoices are to be sent on the date that the ordered commodity is delivered to the Department.

Paper invoice to be mailed to the “Bill To” contact and address located on the purchase order. If the order is processed through a credit card, the vendor will remit the invoice to the Credit Card holder’s name and address.

Section 9: Identification Number

With invoicing, provide description and serial number/vin for each commodity being built.

Section 10: Dealers and Service

It will be the responsibility of the awarded vendor/manufacturer to provide a list of authorized on-site service providers or authorized dealers in the State of Ohio to provide warranty and service repair.

Section 11: Descriptive Literature

Bidders are required to submit with their bids, the latest literature that fully describes the units being bid.

The Department may, at its own discretion, find a bid non-responsive for failure to submit this descriptive literature. Bidders shall submit this literature in both a hard copy and electronic format to ensure that this requirement is fully met.

By signing and submitting a bid for this solicitation, the bidder is certifying that the make and models of all items bid herein are the latest and most current manufacturers’ models and will include the manufacturer’s latest engineering changes.

Section 12: Fluids & Lubricants

Vendor must fill out “FLUIDS & LUBRICANTS” tab to the manufacture’s standard recommendation. Must fill out accordingly to the equipment being bid through this contract.

The vendor may add more rows & columns if there are more fluids or lubricants not covered in the spreadsheet.

mailto:dot.cen.oem@dot.ohio.gov

Section 13: Options List

All bidders are highly recommended to provide a complete manufacturer’s options list for the make and model bid. If ODOT plans to purchase a piece of equipment with an option that you had not bid, it could exclude you from consideration for that specific purchase.

This shall be included on pricing page excel options sheet.

Section 14: Trailer Mounted Attenuator System

14.1 Intent

The purpose of this section is to describe a Trailer-Mounted Attenuator System (TMS) for ‘mobile work zone’ shadow vehicles and ‘stationary work zone’ barrier vehicles. The vehicle must be completely assembled and ready for use in accordance with the bid specifications and ODOT’s Standard Terms and Conditions. All parts not specifically mentioned, which are necessary to provide a complete unit, or which are normally furnished as standard equipment, must be furnished. All attenuators must be shipped completely assembled.

14.2 Signature

The signing of this bid will be considered a certification that the model herein bid is the latest current model and will include the manufacturer’s latest engineering changes.

14.3 (Required) Literature

The bidders are required to submit their bid with the latest literature that fully describes the trailer mounted attenuator. (Blueprints are acceptable) Bidders failing to submit the required literature or blueprints may be considered non-responsive and ineligible for award.

14.4 Equipment Demonstration

The Ohio Department of Transportation reserves the right to inspect and test a prototype of the equipment at the manufacturer’s plant or bidder’s establishment, prior to delivery to the destination. The prototype must be available for review within 30 days, if requested. When inspection has not been made at the manufacturer’s plant or bidder’s establishment, inspection, testing and acceptance will be made upon delivery at the destination location.

Provide controller option pricing in ODOT excel pricing page.

Controller options:

• Wired in-cab controller

• Wireless & Portable in-cab controller

• Affixed controller to unit

14.5 General Specifications: Item 1 - Trailer Mounted Attenuator System (TMS)

These units must meet all applicable O.S.H.A., FMVSS and Most Current MASH (Manual for Assessing

Safety Hardware) eligible requirements. This specification describes a trailer-mounted attenuator (TMS) system for ‘mobile work zone’ shadow vehicles and ‘stationary work zone’ barrier vehicles. The vehicle must be completely assembled and ready for use. The system provides impact protection during collisions into the rear of a truck in work zone operations. The system design dissipates the collision energy of standard passenger vehicles traveling at speeds of at least 100 km/h (62.5 mph).

The TMS frame shall be capable of collapsing when impacted by an errant vehicle. No portion of the TMS shall protrude forward under the truck damaging its vital elements during an impact.

Following a design impact under the Most Current MASH Report Test Level 3 conditions, the TMS shall remain less than 3650mm (12’-0”) wide and retain its structure. This shall permit short distance transport off the road after impacts. The TMS shall be capable of being refurbished using simple hand tools and replacement parts. After design speed impacts, approximately 70% of the components and framework shall be reusable.

The TMS shall have a trailer lighting assembly per FMVSS No. 108 “Lamps, Reflective Devices, and

Associated Equipment.” All components shall be appropriate for their intended purpose under any adoptions issued by the NHTSA, SAE and FMVSS. This is standard practice for electrical lighting. The

TMS shall include brake lights, taillights, turn signals, reverse lights, and an ICC bar light. A standard, single, 7 pin trailer connector shall make the connection for all lights to the back of the truck (see

Attachment A below). Conspicuity tape and reflectors shall be installed following the same established standards as the lighting.

14.6 General Specifications: Item 2: Trailer Mounted Attenuator System (TMS) and 25 Light Panel Arrow

Board

The Trailer Mounted Attenuator System (TMS) and 25 Light Panel Arrow Board shall meet all required specifications of the most current OMUTCD (The Ohio Manual of Uniform Traffic Control Devices). The Arrow Board shall be a model Wanco Inc. WB8-LSA-03 R/TASSY-P46 or approved equal.

The Arrow Board frame shall hold the Arrow Board at a minimum 7' in the deployed position. The Arrow Board frame shall be a dropping and folding system to minimize aerodynamic drag and stress when transporting in the stored position.

The Arrow Board shall include a 48 x 96 25 Light Panel, Wide Angle LED (36), 3 Rear LED markers, Photo Cell on board, 15 ft. pigtail on panel, 30 ft. extension cable, Mil-Spec Amphenol Connectors w/weather caps, 25 Light Sequence Controller, LED display or approved equal.

14.7 General Specifications: Item 3: Trailer Mounted Attenuator System (TMS) and 15 Light Panel Arrow Board

The Trailer Mounted Attenuator System (TMS) and 15 Light Panel Arrow Board shall meet all required specifications of the most current OMUTCD (The Ohio Manual of Uniform Traffic Control Devices). The Arrow Board shall be a model Wanco Inc. WB8-LSA-03 R/TASSY-P46 or approved equal.

The Arrow Board frame shall hold the Arrow Board at a minimum 7' in the deployed position. The Arrow Board frame shall be a dropping and folding system to minimize aerodynamic drag and stress when transporting in the stored position.

The Arrow Board shall include a 48 x 96 15 Light Panel, Wide Angle LED (36), 3 Rear LED markers, Photo Cell on board, 15 ft. pigtail on panel, 30 ft. extension cable, Mil-Spec Amphenol Connectors w/weather caps, 15 Light Sequence Controller, LED display or approved equal.

Section 15: Truck Mounted Crash Attenuator (TMA)

15.1 Intent

The purpose of this section is to describe a Truck-Mounted Attenuator (TMA) for ‘mobile work zone’ shadow vehicles and ‘stationary work zone’ barrier vehicles. The vehicle must be completely assembled and ready for use in accordance with the bid specifications and ODOT’s Standard Terms and Conditions. All parts not specifically mentioned, which are necessary to provide a complete unit, or which are normally furnished as standard equipment, must be furnished. All attenuators must be shipped completely assembled.

15.2 Signature

The signing of this bid will be considered a certification that the model herein bid is the latest current model and will include the manufacturer’s latest engineering changes.

15.3 Literature

The bidders are required to submit with their bid the latest literature that fully describes the trailer mounted attenuator. (Blueprints are acceptable.) Should the bidder fail to submit literature or blueprints, their bid shall be considered non-responsive.

15.4 Equipment Demonstration

The Ohio Department of Transportation reserves the right to inspect and test a prototype of the equipment at the manufacturer’s plant or bidder’s establishment, prior to delivery to the destination. The prototype must be available for review within 30 days, if requested. When inspection has not been made at the manufacturer’s plant or bidder’s establishment, inspection, testing and acceptance will be made upon delivery at the destination location.

Provide controller option pricing in ODOT excel pricing page.

Controller options:

• Wired in-cab controller

• Wireless & Portable in-cab controller

• Affixed controller to unit

15.5 Specification Section A

15.5.1 Truck mounted folding crash attenuator (TMA), TrafFix Devices Model C TL-3 Scorpion ll or approved equal to meet all requirements of the MASH (Manual for Assessing Safety Hardware) at test level Three. The system will tilt upright to a vertical position when not in use. The system shall include LED brake light, turn signals, and taillights. A standard, single, 7 pin trailer connector shall make the connection for all lights to the back of the truck, shall be standard SAE wiring and color coding (see Attachment A below). The system shall include a quick hitch for trucks with a tailgate of 97 inches.

15.5.2 Truck mounted folding crash attenuator (TMA), TrafFix Devices Model C TL-3 Scorpion ll or approved equal system will tilt upright to a vertical position when not in use. The system shall include LED brake light, turn signals, and taillights. A standard, single, 7 pin trailer connector shall make the connection for all lights to the back of the truck, shall be standard SAE wiring and color coding (see Attachment A below). The system shall include a quick hitch for trucks with a tailgate of 97 inches. Shall include 25 Light arrow board, model Arrow Board shall be a model Wanco Inc. WB8-LSA-03 R/TASSY-P46 or approved equal. (Must order with tailgate mount)

15.5.3 Truck mounted folding crash attenuator (TMA), TrafFix Devices Model C TL-3 Scorpion ll or approved equal system will tilt upright to a vertical position when not in use. The system shall include LED brake light, turn signals, and taillights. A standard, single, 7 pin trailer connector shall make the connection for all lights to the back of the truck, shall be standard SAE wiring and color coding (see Attachment A below). The system shall include a quick hitch for trucks with a tailgate of 97 inches. Shall include 15 Light arrow board, model Arrow Board shall be a model Wanco Inc. WB8-LSA-03 R/TASSY-P46 or approved equal. (Must order with tailgate mount)

15.5.4 Option: Tailgate Hitch for crash attenuator. This is for trucks with tailgate heights to 97 inches

15.5.5 Complete parts list/optional accessories list submitted with this bid which includes replacement cartridges for above referenced attenuators.

Section 16: OEM Repair Parts and Service for Attenuator Parts

16.1 Intent

The intent of this section is to establish pricing for OEM Repair Parts and Components for Truck Mounted Attenuator (TMA) Parts.

Please be advised, the vendor must honor any bid price submitted in this Invitation to Bid for all of ODOT’s twelve (12) Districts, Central Office and 88 Counties in the State of Ohio.

16.2 Parts and Component Pricing

All bids for parts are invited based on a percent decrease from the manufacturer’s provided parts list. Each bidder shall specify in the Department’s provided Microsoft Excel file, a percent discount from the price provided by the manufacturer. Bids shall only be submitted for those manufacturers a bidder can supply the parts for.

16.2.1 Itemized Estimates for Labor and Repair

Prior to beginning repair, but after any diagnostic and/or tear down work, the awarded vendor must submit an itemized, written, no charge, estimate for labor, repair time, and parts costs for any repairs estimated above five hundred dollars ($500.00). This itemized, written, no charge estimate must include labor, part numbers, repair time, and parts costs, and must specify the repair center name and address to be used if different than the awarded vendor, to the ODOT office placing the purchase for authorization to proceed.

This itemized, written, no charge estimate must be submitted to the ODOT office placing the purchase order for authorization to proceed for any repairs estimated above five hundred dollars ($500.00). If in ODOT’s opinion, the quoted price is excessive, ODOT reserves the right to request additional quotes be provided.

Failure to provide this itemized, written estimate prior to beginning any repairs over five hundred dollars ($500.00) shall result in a penalty of fifty dollars ($50.00) or twenty percent (20%) of the invoice, whichever is less.

16.3 Packaged Parts

All parts shall be suitably packaged as recognized by the Industry. The vendor warrants the parts to be of the highest quality. Defective parts will be returned and replaced at the vendor’s expense.

16.4 F.O.B. Destination Minimum Delivery Order: $250.00 Invoice

• Orders meeting or exceeding the minimum shall be shipped FOB destination at the unit price quoted.

• Orders amounting to less than the minimum shall be shipped at the unit price quoted, prepaid with freight/shipping charges added to the invoice. Copies of freight/shipping charges are to be included with the invoice.

• No minimum shall apply to an order picked up by the Department of Transportation at the vendor location, at the unit price quoted

16.5 Product Specifications

This contract is written to provide the Ohio Department of Transportation (ODOT) Districts more purchasing latitude.

For any single item or combination of items that cost $500.00 or more, it is mandatory that the Districts purchase their required parts and service from this Contract.

For any single item or combination of items that cost less than $500.00, the Districts will have the option of purchasing from a contract vendor or they may purchase from a non-contract vendor.

Orders will be submitted as needed.

16.6 Repair Service Specifications

• Vendor shall be factory authorized to perform warranty and non-warranty service.

• Repairs shall be made by factory trained repair technicians.

• Vendor shall have facilities and equipment necessary to complete all repairs.

• Only Original Equipment Manufacturer (OEM) replacement parts shall be used during repair services unless prior written approval has been granted by ODOT to use a non-contract part.

• All work performed shall be done to general industry standards for quality and performance.

• Repairs that require painting of equipment shall be accomplished using lead free paint.

• Repairs shall be completed within fourteen (14) calendar days of the start date, unless prior written approval has been provided by the purchaser. In accordance with the Standard Term and Condition 19, repairs extending past these 14 calendar days without written pre-approval will be charged 1% of the value of the Purchase or $50, whichever is less, for each calendar day beyond the scheduled delivery date.

16.7 Subcontractors

Any use of subcontractors will require written pre-approval from the Department. In addition, all subcontractor invoices must be submitted to the Department on the awarded vendor’s invoice.

16.8 Invoices

Vendors must provide on each invoice the part number for any part purchased and the flat rate hours based on Chilton’s labor guide for any invoice involving labor. In addition, vendors shall not charge for any items outside of the contract including but not limited to shop supplies, materials and drive time outside of approved delivery times. The Department will not pay any additional charges for such items. For body shop work, a miscellaneous charge of no more than 6% may be added for items such as solvents and painting supplies.

All invoices that do not include shipping/freight charges must be received by the Department on or before the date of delivery. Failure to deliver an invoice on or before the date of delivery, when shipping/freight charges are not included, shall result in a penalty of fifty dollars ($50.00) a day or twenty percent (20%) of the invoice, whichever is less.

All invoices that include shipping/freight charges must be received by the Department within 5 business days of the delivery of the item. Failure to deliver an invoice within 5 business days of the delivery of the item, when shipping/freight charges are included, shall result in a penalty of fifty dollars ($50.00) a day or twenty percent (20%) of the invoice, whichever is less.

16.9 Purchase order Acknowledgment and Packing List

A purchase order acknowledgment shall immediately be sent to the ordering location upon receipt of an order.

A packing list shall be submitted to the ordering location at the same time the parts are delivered. The packing list must include the contract price for each item delivered.

Section 17: Warranty and Parts Guarantee

17.1 Complete unit Warranty: Vendor must honor a minimum of a 12 warranty or attach a copy of the standard warranty if longer than 12 months.

17.2 Parts and Service Warranty: Vendor must honor a minimum of a 12 month parts guarantee or attach a copy of your standard warranty and/or guarantee if longer than 12 months. In addition, the vendor must honor a minimum of a 90 day labor guarantee or attach a copy of your standard warranty and/or guarantee if longer than 90 days. The warranty period shall begin when equipment is returned to ODOT.

Section 18: Right to Audit

The Department reserves the right to audit the vendor’s records and invoices, including but not limited to labor costs. In addition, when discrepancies arise, the vendor will be required to pay the difference of the amount quoted in the contract and the amount charged on the invoice, plus the twenty percent (20%) of the amount invoiced or fifty dollars ($50.00), whichever is less.

Section 19: Price Change

All bid pricing shall not increase for the first sixty (60) calendar days after the date of the bid opening.

Thereafter, a request for a price increase may be submitted in writing to the Department’s Office of Contract Sales along with all documentation that supports the need for the price increase. No price increase will be effective until it is approved by the Department and the Vendor is notified of such approval in writing. The price increase will take effect upon the date the Vendor is notified. In the event that a price increase is accepted by the Department, the Vendor may not seek an additional price increase for at least thirty (30) calendar days. The Department reserves the right to reject any proposed price increase, or to cancel the contract if such action is determined to be in the best interest of the Department.

In the event of a general price decrease, the Department shall be guaranteed full benefit of the price reduction for all undelivered purchase orders on the effective date of the decrease and thereafter. The Department will be entitled to a price decrease any time the Vendor sells a product or a service to any similarly situated customer for less than the price agreed to between the Department and the Vendor under this Contract. Any time the Vendor sells a product or provides a service to any customer or dealer for less than it is available to the Department under this Contract, the Vendor must notify the Department of that event within thirty (30) calendar days of its occurrence and immediately reduce the price of the affected goods or services to the Department under this Contract. If the Department believes it is appropriate, it will ask to renegotiate the price under this Contract of the goods and services affected by the general reduction in price. If the Vendor and the Department cannot agree on a renegotiated price, the Department will have the right, upon notice to the Vendor, to immediately remove the affected products and services from this Contract.

Section 20: Product Specifications

All parts not specifically mentioned, which are necessary to provide a complete unit, or normally furnished as standard equipment shall be furnished. The parts shall conform in strength, quality of material and workmanship to what is normally provided in the industry.

This equipment must meet ALL Federal and State regulations.

The signing of this bid shall be considered a certification that the model as bid herein is the latest current model and will include the manufacturer’s latest engineering changes.

The Ohio Department of Transportation will consider performance history of similar equipment, vendor’s service and vendor’s overall responsiveness to the Department of Transportation’s utility of the products.

The Bidder of the equipment which is considered for award shall, at the request of the Ohio Department of Transportation, demonstrate the equipment at a location chosen by the Department Personnel to prove any feature or performance capabilities which may be in question. Should the Demonstration Equipment fail to meet Department requirements, the equipment shall be adjudged as non-conforming to bid specifications. Any equipment failing to meet the Department’s requirements/specifications, set forth in this bid document, can be removed from the contract at any time.

Compliance check boxes: Located to the right of each minimum specification are the “Comply or Don’t Comply” check boxes. Check the Comply Box if the equipment being bid meets or exceeds the minimum specifications. If the equipment does not meet or exceed the department’s minimum specifications, then the bidder must check the Don't Comply box and supply an explanation, on the ODOT excel pricing tab called “EXCEPTION”, for the non-compliant specification. The department has the right to review the “Don’t Comply” explanation and make a decision to accept or deny the equipment being bid. The bid package will be determined non-compliant and rejected by ODOT if the bidder fails to check either a Comply or Don't Comply box for each and every line of the specification being bid. This section is located in the ODOT supplied excel pricing spreadsheet, on the “SPECIFICATIONS” tab.

All other remarks, comments, etc. that are not check marks located in the check boxes will deem the vendor non-compliant.

(Specifications are located in the excel pricing sheet)

Section 21: Required Ohio Shared Services Vendor Registration

All vendors that are deemed awarded any portion of this invitation to bid are required to be registered through the Ohio Shared Services Office to obtain an OAKS Vendor Identification Number, if they have not already obtained one, in order for an award of this invitation to occur. An award of this invitation cannot be completed until this vendor registration process has taken place and an OAKS Vendor Identification Number has been assigned. It is strongly encouraged that prospective bidders submit their vendor registration paperwork to Ohio Shared Services as soon as possible before the day of the bid opening of this invitation to bid. This will avoid delays in the awarding of this invitation to bid and allow contract purchasing to commence sooner. The required forms to become registered through Ohio Shared Services can be found by following the link below:

http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx

Completed forms are required to be submitted directly to Ohio Shared Services, per the submission instructions on the forms. Completed forms or questions regarding this vendor registration process should not be directed to ODOT. Any questions regarding this registration process should be directed to Ohio Shared Services Customer Service by calling 1-877-644-6771.

PLEASE NOTE: THIS VENDOR REGISTRATION PROCESS DOES NOT APPLY TO VENDORS WHO

REGULARLY PARTICIPATE ON ODOT PURCHASING CONTRACTS. IF THE DEPARTMENT HAS

ISSUED TO YOUR COMPANY A PURCHASE ORDER IN THE PAST SEVERAL YEARS, AS A DIRECT

RESULT OF AN AWARDED PURCHASING CONTRACT SUCH AS THIS ONE, YOU WOULD HAVE

ALREADY OBTAINED AN OAKS VENDOR IDENTIFICATION NUMBER THROUGH OHIO SHARED

SERVICES.

http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx

Section 22: Submitting Bids in Ohio Buys

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time. ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission. The subject line will be the bid # Signature Request, (example: 101G-25 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

https://ohiopays.ohio.gov/

ATTACHMENT A – Ohio DOT Trailer Lighting & Wiring Standard and Specifications ODOT will only purchase trailers that meet the following lighting and wiring specifications (Reference Drawing):

• Trailer shall meet or exceed all current Federal Motor Carrier Safety Regulations 393.9 thru 393.33.

• Trailer cord plug shall meet SAE spec. J560 and be wired directly to trailer cord with no adaptors.

• Plug to be wired as follows (no other plug wiring will be accepted):

• White – Ground return to towing vehicle

• Black – Electric break controller – or not utilized if trailer has air, hydraulic or no brakes

• Yellow – Left turn signal and on some light duty tow vehicles, stop/hazard lamps

• Red – Stop lamps and antilock device

• Green – Right turn signal and on some light duty tow vehicles, stop/hazard lamps

• Brown – Clearance, marker, license plate and tail lights

• Blue – If air Brake – Continuous ABS power – If electric Brake – Ing. Controlled B+ for break-away battery charge maintenance circuit

• No adapters will be accepted.

• Trailer cord to be wired to a weatherproof, 7-terminal junction block (Waytek part #47290 or approved equal).

• All trailer light wiring (including ground wiring) must be routed to junction block.

• Wire splices will be done with heat shrink butt connectors or soldered with heat-shrink.

• No wire nuts, closed end connectors or self-stripping displacement connectors (i.e. Scotch Loks). All lights to be

LED. There shall be individual brake (2 ea.) and turn signal lights (2 ea.) for a total of 4 lights. These lights shall be 4”

Round lights in rubber grommets or 3”x7” oval lights in rubber grommets. Clearance and Marker lights shall be 2” round lights in rubber grommets or ODOT approved equal.

STANDARD TERMS & CONDITIONS

I. GLOSSARY

The following definitions are applicable to all components of the Contract. If a conflict exists between these definitions and any definition listed in the specifications or scope of work, the specifications or scope shall prevail.

A. ACCEPTANCE: Approval and retention by ODOT of any goods, products, services or other Deliverables, delivered to fulfill Contract requirements.

B. AGENCY/ODOT/DEPARTMENT: Ohio Department of Transportation

C. AUTHORIZED DEALER/DISTRIBUTOR: The vendor that maintains written legal agreements with manufacturers to act as their agent and provide goods, products, or services listed in the bid/RFQ/contract. The authorized

Dealer/Distributor must maintain active and sufficient facilities necessary to perform the awarded Contract, own title to the goods, products, or services and maintain available stock on a continuous basis and in sufficient quantity to provide uninterrupted access to the Contract Deliverable.

D. BIDDER: The company and/or authorized representative of the company who has signed and is submitting a bid response and who will be responsible for ensuring proper performance of the contract awarded pursuant to the bid. The term bidder, proposer, contractor, supplier, or vendor may be used interchangeably in this document.

E. DEFAULT: The omission or failure to perform any obligation under this Contract.

F. DELIVERABLE: Any Contractor-provided products, supplies, services, work or product described in the specifications of the Contract.

G. F.O.B PLACE OF DESTINATION: The Vendor pays, and includes the cost of such in its bid, and bears the risk for the transportation and delivery of goods delivered to the specified locations provided by the Department.

H. GOODS: Anything that can be purchased that is not a service or real property.

I. INVOICE: An itemized listing showing delivery of the goods or performance of the services described in the order that must include the date of the purchase or rendering of the service, an itemization of the things done, material supplied, equipment used or labor furnished, and the sum due pursuant to the contract or obligation.

J. LOWEST RESPONSIVE AND RESPONSIBLE BIDDER: A bidder who offers the lowest cost for the goods or services listed in the bid; and whose proposal responds to bid specifications in all material respects and contains no irregularities or deviations from the specifications which would affect the amount of the bid or otherwise give them a competitive advantage;

and whose experience, financial condition, conduct and performance on previous contracts, facilities, management skills evidences their ability to execute the contract properly.

K. MBE OR EDGE CERTIFIED: MBE means Minority Business Enterprise and EDGE means Encouraging

Diversity, Growth and Equity.

L. ORDER: A copy of a contract or a statement of the nature of a contemplated expenditure, a description of the goods to be purchased or services to be performed, other than services performed by officers and regular employees of the state, and per diem of the national guard, and the total sum of the expenditure to be made therefor, if the sum is fixed and ascertained, otherwise the estimated sum thereof, and an authorization to pay for the contemplated expenditure, signed by the person instructed and authorized to pay upon receipt of a proper invoice.

M. PRIME VENDOR/CONTRACTOR: The vendor who, upon being awarded a contract, becomes the prime vendor who is the primary source for providing the goods or services listed in the awarded Contract and the party to whom payment will be made upon delivery of the goods and/or completion of the Contract.

N. PROCUREMENT/CONTRACT/AGREEMENT: All documents, whether attached or incorporated by reference, utilized for soliciting bids. Upon completion of the evaluation and award of the bidder’s response, the procurement becomes the contract between ODOT and the successful bidder, both governed by the laws of the state of Ohio.

O. PURCHASE: To buy, purchase, installment purchase, rent, lease, lease purchase, or otherwise acquire goods or services. "Purchase" also includes all functions that pertain to the obtaining of goods or services, including description of requirements, selection, and solicitation of sources, preparation, and award of contracts, all phases of contract administration, receipt and acceptance of the goods and services, and financial consideration for the goods and services by either a state agency or a third party.

P. PRODUCTS: Materials, supplies, merchandise, goods, wares, and foodstuffs.

Q. REQUEST FOR QUOTE (RFQ)/INVITATION TO BID (ITB)/COMPETITIVE SEALED BIDDING: A

solicitation for goods, products, or services in which ODOT invites vendors to submit price quotes/bid responses for the supply of such goods, products, or services.

R. REQUEST FOR PROPOSAL (RFP): A solicitation for goods, products, or services in which ODOT invites vendors to submit responses that have comprehensive performance requirements, technical provisions, and specific evaluation criteria including price for scoring offers. Award is made to the bidder whose proposal is determined to be most advantageous to the state, taking into consideration factors such as price and the evaluation criteria set forth in the RFP.

S. SERVICES: The furnishing of labor, time, or effort by a person, not involving the delivery of a specific end product other than a report which, if provided, is merely incidental to the required performance. "Services" does not include services furnished pursuant to employment agreements or collective bargaining agreements.

T. STATE: The State of Ohio which also includes ODOT as applicable.

U. STATE DATA: All data and information provided by, created by, created for, or related to the activities of the State and any information from, to, or related to all persons that conduct business or personal activities with the State, including, but not limited to Confidential Data.

If any of Contractor’s intellectual property becomes embedded in State Data, Contractor hereby licenses a non-exclusive license to ODOT to use such embedded data subject to the terms of Contractor’s license agreement.

State Data includes any information derived by or through the use of the services being provided by the Vendor, excluding any embedded portions of any service that might be in the data or information which might be the intellectual property of the Contractor.

Confidential Data includes data that is required to be protected by law or regulation, is intended for confidential use, and may not be copied or removed from the State’s operational control without authorized permission. This classification includes data that, if compromised, may result in loss of life, serious injury, or other harm to an individual or group, or disruption to critical agency operations.

Confidential Data includes, but is not limited to:

1. Certain types of personally identifiable information (PII) that is also sensitive, such as medical information, social security numbers, and financial account numbers;

2. Federal Tax Information (FTI) under IRS Publication 1075;

3. Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA);

4. Criminal Justice Information (CJI) under the Federal Bureau of Investigation’s Criminal Justice Information

Services (CJIS) Security Policy and the Law Enforcement Automated Data System (LEADS) Policy; and

5. Other types of information not associated with an individual such as security and infrastructure records, trade secrets, and business bank account information.

V. SPECIFICATION: Any description of the physical or functional characteristics or of the nature of goods, products, or services. It may include a description of any requirements for inspecting, testing, or preparing goods, products, or services.

W. TIME AND MATERIALS CONTRACT: A contract in which Contractor is paid the following: (1) an hourly rate for labor actually performed; and (2) if applicable and with prior approval by ODOT, for the cost of the materials, equipment or supplies actually used by the Contractor. Such rates and costs shall be established through Contractor’s submission of a price sheet, written quote, estimate, or invoice, as approved by ODOT. Hourly rates may include wages, overhead, general and administrative expenses, and reasonable profit. Materials or supplies may include the Contractor’s direct and indirect costs attributable to the work performed. Equipment may include vendor owned equipment billed at a specified rate or costs associated with rental of equipment specific to the contract.

X. UNBALANCED: Any unit price contained in the bid submittal which is obviously unbalanced either above or below reasonable cost analysis and/or unreasonably disproportionate to current market prices as determined by the Director of

ODOT, or if such unbalanced prices are contrary to the interest of the department.

Y. SUBVENDOR: An individual, firm, or corporation to whom the Vendor sublets part of the contract to be performed.

II. QUOTE/BID RESPONSE REQUIREMENTS

A. INFORMATION REQUESTED: Vendors shall furnish all information as requested in the solicitation. At the discretion of the Director, additional information, necessary for evaluation of the quote/bid response may be attached to the solicitation and shall be properly identified as being part of the quote/bid response. ODOT reserves the right to request literature, or other documentation for clarification, although such may not have been set forth in the RFQ/bid response.

ODOT also reserves the right to require a Vendor to be a registered supplier with the State of Ohio through the OhioPays

Portal. Failure to provide the required information or complete supplier registration with the State of Ohio within seven business days of the award may render the quote/bid response invalid.

B. SAMPLES REQUESTED: When requested, samples shall be furnished at the Vendors’ expense and unless otherwise specified, prior to closing of the solicitation. Samples shall be clearly identified by Vendor’s name, the solicitation number, corresponding items in the solicitation and the closing date. ODOT acknowledges that it may receive quotes/bid submittals from multiple vendors and authorized dealers/distributors quoting the same manufacturer's products. In such situations, samples may be submitted by manufacturers on behalf of multiple vendors or authorized dealers/distributors, provided that such samples shall be accompanied by written documentation, on manufacturer's letterhead, signed by an authorized representative of manufacturer, listing the named dealers/distributors and vendors for whom the samples are provided. Any vendor or authorized dealer/distributor not appearing on this listing and who has failed to furnish requested samples shall be considered non-responsive. Unless otherwise stated, any sample submitted with the quote/bid response shall not be deemed to vary from any of the provisions, specifications, or terms and conditions of the solicitation. When requested in writing, samples not destroyed in testing shall be returned at the vendor’s expense. Samples not so requested shall become the property of ODOT. Unsolicited samples which are submitted shall be at the vendor's risk and, shall not be examined or tested, and shall not be considered in the evaluation process. ODOT reserves the right to request samples although such may not have been set forth in the solicitation.

C. SPECIFICATIONS: ODOT is authorized to prepare specifications to obtain goods, products, and services. The purpose of the specification is to describe the goods, products, or services to be purchased and will serve as a basis for comparison of quotes/bid responses. The Department may use any form of specification it determines to be in the best interest of the

State and that best describes the goods, products, or services to be purchased. Specifications may be in the form of a design or performance specification, or a combination thereof. If the Department determines that a design, performance, or combination specification is not in the best interest of the State, it may use a brand name or equal specifications.

Where a brand name or equal specification is used, use of brand name is for the purpose of describing the base standard of quality, performance and characteristics desired only and is not intended to limit or restrict competition. Substantially equivalent supplies or services to those designated will be considered for award.

ODOT may also use a qualified products list of the federal government or may develop a qualified products list applicable to ODOT. When developing a qualified products list, ODOT shall solicit a sufficient number of suppliers to ensure maximum coverage with providers of the goods, products, or services. Any supplier, not solicited, may request inclusion on the qualified products list. Potential suppliers will be required to furnish exact samples of the goods, products, or services to be provided for testing and examination by ODOT. Only those goods, products, or services that conform to the ODOT’s requirements will be considered for inclusion on a qualified products list.

D. UNIT PRICE AND BASIS OF AWARD : Unless otherwise specified in the RFQ/bid solicitation, the unit price must be entered for each item being quoted/solicited. The unit price shall govern in the event of a discrepancy between the unit price and any extended or total price calculation.

For solicitations involving multiple items, the award shall be made on the basis of the total cost of all items combined, unless the RFQ/bid solicitation explicitly states that awards may be made on an individual line-item basis or by group. Vendors must ensure that unit prices are accurately provided for all items; the use of ditto marks, arrows, or other markings in lieu of entering actual unit prices may result in the offer being deemed non-responsive. Lot prices entered in the unit price area shall be considered as the unit price unless clearly labeled otherwise.

No changes to pricing shall be permitted after the quote or bid submission deadline. Vendors are responsible for reviewing and verifying all pricing prior to submission. In the event of a contract award, the Vendor shall be required to deliver the goods or services at the prices submitted. Vendors shall not enter a unit price of more than two (2) digits to the right of the decimal point. Any digits beyond the second decimal place will be disregarded and not used for rounding purposes in the evaluation or payment thereof.

E. QUOTE/BID RESPONSE FIRM: Once opened, all RFQs/bid responses are firm and cannot be altered. Once a contract is awarded, the Vendor shall deliver at the prices and terms quoted or provided. ODOT shall receive the benefit of any decrease in price during the guaranteed price period. Unless otherwise stated, all solicitations shall remain valid for a period of sixty (60) calendar days after the RFQ/bid solicitation closing date.

F. REJECTION OF ANY/ALL RFQ/BID RESPONSE: The Director of ODOT reserves the right to accept, or reject, any or all RFQ/bid response in whole or in part and may determine that any irregularities or deviations from the specifications do not result in the quote/bid response being non-responsive, provided however, that the Director of ODOT determines this does not affect…