State+Contract+187+Summary.docx

ND STATE CONTRACT INFORMATION

CONTRACT INTRODUCTION

This contract is for the trail repair and maintenance services vendor pool. The State has a wide variety of trails which may require ongoing repair and maintenance including but not limited to State trails, city trails, county trails, tribal trails, and trails on higher education campuses.

CONTRACTOR INFORMATION

Check the State contract website for contractor and contract administrator contact information.

COOPERATIVE PURCHASING

This contract is a cooperative purchasing contract established pursuant to North Dakota Century Code (NDCC) section 54-44.4-13. This contract is made available to state entities, institutions under the jurisdiction of the State Board of Higher Education, other government entities (including counties, cities, townships, public primary and secondary educational entities, governmental boards and commissions), nonprofit entities established on behalf of public entities, tribal agencies, transportation providers under N.D.C.C chapter 39-04.2, and the International Peace Garden. Participation in this open-ended contract is not mandated; therefore, the estimated volume of this contract is not known.

HOW TO USE CONTRACT

· This State Contract is optional for you to use. As always, purchasing entities/agencies can issue their own solicitation for these kinds of services by following proper procurement procedures.

· New trail creation projects are outside of the scope of this contract. This contract is only for existing trail repair and maintenance services.

· If you chose to utilize this contract, be sure to use the Task Order Request form and Change Order Form (Change Order Form if needed) both found on the SPO online system under State Contract 187.

· For individual projects under $10,000.00, you may direct-assign and use any single vendor within this pool to fulfill your trail repair and maintenance needs. You may also choose to seek competition.

· For individual projects $10,000.00 and greater, you must seek competition from within the pool by emailing your filled out Task Oder Request to all three vendors on contract. You get to decide how much time they have to respond to your Task Order Request with their proposal and price. The allotted time must be the same for all three vendors. You also get to decide, up front, if you’re going to award to the lowest price meeting the requirements of your Scope of Work or if you’re going to use section 11 of the Task Order Request form and treat it as a competitive task order process complete with evaluation criteria/scoring.

· When you seek competition from within the pool, you must notify everyone who responded to your Task Order Request as to who won the right to perform the work. You then wait the seven day protest period before signing the Task Order Request and starting work. If there’s a protest, please contact the contract administrator.

· You should never be asked to sign any documents outside of accepted Task Order (TO) Request and Change Order (CO) documents. Contact the contract administrator if any pool vendor asks you to sign documents other than a TO or CO.

· Email all fully executed task orders and any subsequent change orders to the contract administrator Abby Dschaak at aadschaak@nd.gov.

TASK ORDER PROCESS

The agency will prepare a written Task Order Request. This will include a Statement of Work (SOW) describing the required services. An agency may issue a Task Order Request directly to any of the awarded vendors in the pool if the project is under $10,000.00. Task Orders for projects $10,000.00 and greater must be emailed to all three vendors on contract, as outlined above.

CHANGE ORDERS

A change order process will be used to manage issues and changes during the life of a Task Order project. A change request must be in writing to document the potential change. The change will be reviewed and, if acceptable to the agency, the vendor will submit an estimate of the charges and the anticipated changes in the delivery schedule that will result from the proposed change in the scope of work. A change order must be approved and signed by both parties prior to implementation of the change.

PURCHASING CARDS

The Purchasing Agency may place orders by issuance of a purchase order or may elect to place an order and make payment using a purchasing card. The contractor will accept a purchasing card without passing the processing fees for the purchase card back to the Purchasing Agency.

PRICING FOR SERVICES

Due to the extreme degree of variability in trail projects and in contractor resources needed to complete trail projects, pricing was not established during the RFP process. However, the competition requirement for trail projects $10,000.00 and greater should ensure the participating State entity receives the very best pricing possible. Please remember, you are not obligated to execute Task Orders if you believe the winning quote is too high.

image1.png