213-24_Bid_document.pdf

Invitation No. 213-24

ITB 213-24 Central Hydraulic Systems 12/01/2023

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this invitation to bid is to establish a contract for Central Hydraulic Systems.

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 2: UNSPC Code

Must be certified with Equal Opportunity Division (EOD) under the United Nations Standard Products and Services Code (UNSPSC): 25172800 Hydraulic systems and components

Section 3: 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 4: Contract Duration

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

Section 5: 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 shall 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 additional charges for these deliveries.

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)

Section 6: Delivery

Prototype (if requested) – must be delivered within (10) days from the date of request for a prototype.

Delivery of units must be made within eighty four (84) days after receipt of Purchase Order.

Upon delivery, all systems are to be marked with the ODOT provided OPI number (ex. 1_138). . OPI numbers will be provided on ODOT excel spreadsheet that will be delivered with the Purchase Order.

6.1 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 Thursday not including State Holidays, unless special permission is granted by the Department to temporarily waive or adjust this requirement.

All deliveries made to the Ohio Penal Industries at Chillicothe Correctional Institution must be made between the hours of 7:30 a.m. and 2:00 p.m., Monday through Thursday not including State Holidays, unless special permission is granted by the Department to temporarily waive or adjust this requirement.

6.2 Proto-type unit

During bid evaluation, the Department may require a bidder to provide a proto-type unit within twenty

(20) calendar days to be inspected by ODOT personnel at manufacturer’s plant or factory authorized dealer located within the boundaries of the State of Ohio. The prototype unit will be inspected and tested by the Department for specification compliance before an award will be made. Units not passing inspection will be rejected and not eligible for award of this invitation to bid.

The Department of Transportation reserves the right, in its sole discretion, to waive the above proto-type inspection process.

Section 7: 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. Invoice is to be sent on the date that the ordered commodity is delivered to the Department.

Please provide the serial number and the ODOT provided, corresponding OPI number (ex. 01_138) on the attached email copy of the invoice as well as the submitted paper invoice for each item up for bid.

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

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 8: Minimum Product Specifications

The purpose of this Specification section is to describe the required Central Hydraulic Control System. All parts not specifically mentioned in this section which are necessary to provide a complete unit, or which are normally furnished as standard equipment, shall be furnished by the successful bidder and shall conform in strength/quality of material and workmanship to what is provided by the industry in general.

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 9: OhioBuys Vendor Information

See attached links below for Vendor Information regarding OhioBuys Information.

• https://procure.ohio.gov/bidders-and-suppliers/resources/01_selling+to+the+state

• https://procure.ohio.gov/bidders-and-suppliers/resources/05_OB-Info-Supplier

If there are any additional questions, please contact OhioBuys Help Center.

https://procure.ohio.gov/bidders-and-suppliers/resources/01_selling+to+the+state https://procure.ohio.gov/bidders-and-suppliers/resources/05_OB-Info-Supplier