24-0054_Attachment A Vehicle and Equipment Bidder's Guide_Roadway Clearing Device~1.pdf

Attachment A Vehicle and Equipment Bidder’s Guide

To assist successful bidders in delivering vehicles or equipment that meet the contract specifications and terms outlined herein, the Tollway is providing the following information/guide.

The Tollway is dedicated to working with its vehicle and equipment suppliers to ensure units are delivered with the specifications as agreed upon between the Tollway and the successful bidder. These guidelines are developed using past experiences and discussions with bidders when specification issues have been encountered. These guidelines are offered to assist bidders and reduce the instances where vehicles or equipment are delivered that do not meet the contract specifications and need to be returned to the vendor for modifications or to be replaced. These guidelines shall not alter or amend any terms of the solicitation document or responsibilities of a bidder when completing a bid document.

Bidders are not obligated to follow any recommendations or suggestions noted in the following information/guide. The information offered herein is intended for the sole purpose of assisting bidders with delivering vehicles or equipment that meet the agreed to final contract terms.

o Bidders shall carefully review Tollway contract specifications before bidding and follow all instructions and requirements of the bid document.

o Most Tollway contracts allow for questions during a specified time during bid advertisement before the bids are due. Bidders may take advantage of the question-and-answer option if noted and allowed in the bid document. All questions and answers are posted for bidders to review within BidBuy.

Please note: Tollway Fleet staff are not allowed to answer questions about the solicitation while a solicitation is active and before the contract is executed. Please follow the solicitation’s directions for asking questions or gaining clarification.

o Bidders taking exceptions to contract specifications assume the risk that the specification deviations will not be accepted and their bid for a Line Item may be rejected. Accurately listing specification deviations for vehicles and equipment is a requirement of any Tollway contract containing Specifications.

o Please note, it is strongly recommended that each bidder confirm the vehicle and equipment specifications with their suppliers before submitting a bid. Remember, successful bidders are required to provide vehicles or equipment that meet each specification as agreed to in the final contract.

o The Tollway reviews all bid submissions for acceptance with Tollway Specifications. If the Tollway accepts a bid with deviations from specifications, the final contract shall include the accepted specification deviations. The Tollway is under no obligation to accept bids with specification deviations noted by the bidder. The details of the acceptance of bids with deviations are defined within the bid document.

o After receiving an order from the Tollway, the Vendor may be contacted to meet with the Tollway’s Fleet Unit in person or via a conference call to review contract specifications. This is an important step in ensuring the Vendor provides equipment that meets the agreed to contract specifications. This is an opportunity for successful bidders to ask questions and gain clarification of any specification in the contract document.

o If using a supplier and the opportunity exists, it is suggested sending the Tollway vehicle or equipment specification documents to supplier(s) for review. Bidders should explain that the unit(s) shall meet the agreed to specifications of the Tollway contract. This one step is very important in ensuring the vehicles or equipment provided meet the agreed upon Tollway contract specifications.

Important Note: Issues often arise when the specifications of the agreed upon Tollway contract are not communicated accurately to the manufacturers/suppliers and problems arise when the unit(s) are delivered to the Tollway.

o If the Vendor has the opportunity and before a unit is shipped from a manufacturer, it is strongly recommended that the Vendor again review the agreed to Tollway contract specifications with the manufacturer to be certain the unit(s) meet the specifications. It is highly recommended that the manufacturer physically inspects the unit(s) using the Tollway specifications as a guide before shipment.

This is another very important step needed to ensure the unit(s) meet the agreed to contract specifications when delivered to the Tollway. Please note, this step is even more critical if the unit(s) are being drop shipped to the Tollway.

o After bid award the Tollway may require the successful bidder to complete a pre-delivery checklist provided by the Tollway before delivery. The Vendor shall physically check the units using the Tollway pre-delivery checklist. The Vendor shall sign and return the pre-delivery checklist to the Tollway’s Fleet Unit for review before or with any unit delivered. Details for returning the checklist shall be provided to the Vendor.

o All units and components shall be carefully and fully pre-delivered and tested by the Vendor before being delivered to the Tollway. Units not properly pre-delivered may need to be picked up by the bidder to have the pre-delivery completed. Tollway contracts require the units to be fully assembled and ready to operate when delivered.

o If there are multiple units on a Line of a contract, and as agreed to by the Tollway, the vendor may ship one unit to the Tollway as a pilot model for specification review. The Tollway shall put the pilot model through a quality control process and notify the vendor of any non-compliant specifications.

Many vendors take advantage of this option and find it very helpful.

o The Tollway performs a detailed review of all delivered vehicles and equipment and compares the units to the final contract specifications. Any deviations are noted, and the vendor is notified of them. The Tollway follows the procedures established in the “Right to Inspect/Reject Goods” section of the bid document.

o All shipments are FOB destination to the Tollway delivery location, unless noted in the bid document.

o It is the Tollway’s goal to have all equipment delivered meeting the agreed to specifications. The Tollway shall work with each contract awardee to assure this goal is achieved to the benefit of the Tollway and the vendor.