24-RQ140038-KR-IFB DPI-Fuel Truck Replacement Final.pdf

STATE OF NORTH CAROLINA

Department of Public Instruction

Invitation for Bid #: 24-RQ140038-KR

2024-2025 Fuel Truck(s) Replacement

Date Issued: November 14, 2024

Bid Opening Date: November 29, 2024 At 2:00PM ET

Direct all inquiries concerning this IFB to:

Krystle Rice Procurement Specialist I procurement@dpi.nc.gov https://dpincgov.sharepoint.com/sites/procurement/Shared%20Documents/1.%20Contract%20Review/Krystle/24-RQ140038-KR-IFB-FUEL%20TRUCK%20REPLACEMENT/procurement@dpi.nc.gov

Ver. 11/2023

STATE OF NORTH CAROLINA

Invitation for Bids #

24-RQ140038-KR

For internal State agency processing, including tabulation of bids, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered vendor in good standing.

You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login https://vendor.ncgov.com/vendor/login

Ver: 11/2023 1

EXECUTION

In compliance with this Invitation for Bids (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

this bid is submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of this bid response to the IFB, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor are not aware that any such gift has been offered, accepted, or promised by any employees or agents of Vendor’s organization.

By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated below. These documents can be accessed from the Ariba Sourcing Tool.

Failure to execute/sign bid prior to submittal may render bid invalid and it SHALL BE REJECTED. Late bids cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: E-MAIL:

STATE OF NORTH CAROLINA

DEPARTMENT OF PUBLIC INSTRUCTION

Refer ALL Inquiries regarding this IFB to:

The procurement lead through the Message Board in the Sourcing Tool. See section 2.5 Bid Questions for details:

Krystle Rice procurement@dpi.nc.gov

Invitation for Bids # 24-RQ140038-KR Bids will be publicly opened: November 29, 2024 at 2:00

PM ET

Using Agency: Department of Public Instruction – Transportation Programs

Commodity No. and Description: 251917 - Vehicle servicing equipment

Requisition No.: RQ140038

Bid Number:24-RQ140038-KR Vendor: ____________________________________

Ver: 11/2023 2

VALIDITY PERIOD

Offer shall be valid for at least one hundred eighty (180) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement in writing of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this IFB.

BID ACCEPTANCE

If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR DEPARTMENT OF PUBLIC INSTRUCTION USE ONLY

Offer accepted and contract awarded (Effective Date) ______________________.

By: __________________________________

(Authorized representative of Department of Public Instruction), Alexis Schauss, Chief Financial Officer, North Carolina Department of Public Instruction

By: _________________________________

(Authorized representative of Department of Public Instruction), Catherine Truitt, Superintendent, North Carolina Department of Public Instruction

Ver: 11/2023 3

TABLE OF CONTENTS

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

2.4 IFB SCHEDULE

2.5 BID QUESTIONS

2.6 BID SUBMITTAL

2.7 BID CONTENTS

2.8 ALTERNATE BIDS

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 ESTIMATED QUANTITIES

4.3 PRODUCT IDENTIFICATION

4.4 TRANSPORTATION AND IDENTIFICATION

4.5 DELIVERY

4.6 AUTHORIZED RESELLER

4.7 WARRANTY

4.8 MAINTENANCE OPTION

4.10 HUB PARTICIPATION

4.11 REFERENCES

4.12 VENDOR’S REPRESENTATIONS

4.13 FINANCIAL STABILITY

5.0 PRODUCT SPECIFICATIONS

REQUIREMENTS AND SPECIFICATIONS

5.1.1 REQUIREMENTS

5.1.2 SPECIFICATIONS

5.1.3 OPTIONAL ITEMS

5.2 CERTIFICATION AND SAFETY LABELS

5.3 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 PERIODIC QUARTERLY STATUS REPORTS

6.3 ACCEPTANCE OF WORK

6.4 INVOICES

6.5 DISPUTE RESOLUTION

6.6 PRODUCT RECALL

6.7 PRICE ADJUSTMENTS

6.8 CONTRACT CHANGES

7.0 ATTACHMENTS

ATTACHMENT A: PRICING FORM

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT E: CUSTOMER REFERENCE FORM

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

Ver: 11/2023 4

1.0 PURPOSE AND BACKGROUND

Purpose:

The Department of Public instruction seeks a Vendor to replace state-maintained Fuel Trucks Fuel trucks are selected for replacement based on age (20 years) or mileage (150,000 miles). The purpose of this solicitation is to obtain pricing and award an Agency Specific Term Contract for the purchase of Fuel Trucks. The unit(s) offered shall be new, unused and a current model under standard production by the manufacturer.

DPI Background:

The North Carolina Department of Public Instruction (NCDPI) is charged with implementing the state's public school laws for pre-kindergarten through 12th grade public schools at the direction of the State Board of Education and the Superintendent of Public Instruction.

The agency provides leadership and service to the 115 local public school districts and 2,500+ district public schools, 200+ charter schools, the three residential schools for students with hearing and visual impairments, lab schools and a regional school. The areas of support include student standards, accountability, finance, teacher and administrator preparation and licensing, professional development and school business support and operations.

NCDPI develops the Standard Course of Study, outlining what students in NC public schools should know and be able to do, along with the assessments and accountability measures used to gauge success at the student, school, and district levels. NCDPI also manages approximately $14 billion in state and federal public school funding each year and oversees the licensure of about 120,000 teachers and administrators serving NC’s public schools.

NCDPI's work extends to the NC Center for the Advancement of Teaching with locations in Cullowhee and Ocracoke, and the NC Virtual Public School – one of the largest state-led virtual schools in the nation.

This contract is funded through state funds.

1.1 CONTRACT TERM

The Contract shall have an initial term of one (1) year, beginning on the date of final Contract execution (the “Effective Date”).

Order may be placed within five (5) business days of contract execution.

At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to four (4) additional one-year terms.

Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

The IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE

ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. The E-Procurement fee may apply to this solicitation. See paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.

General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and http://eprocurement.nc.gov/

Ver: 11/2023 5 specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this IFB.

If Vendors have questions, or issues regarding any component within this IFB, those must be submitted as questions in accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.

Other than through the process of negotiations under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s bid. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed to during negotiations and incorporated by way of a Best and Final Ofer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s bid as nonresponsive.

2.4 IFB SCHEDULE

The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time Issue IFB State November 14, 2024 Submit Written Questions Vendor November 21, 2024 by 10:00 AM ET Provide Responses to Questions State November 23, 2024 Submit Bids Vendor November 29, 2024 by 10:00 AM ET

Public bid opening for this solicitation will be conducted via conference call.

Vendor may use the kinks or call-in number below to join the bid opening scheduled for:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 285 043 012 14 Passcode: 8oKUHE

Dial in by phone +1 919-230-4058,,31952871# United States, Cary Find a local number Phone conference ID: 319 528 71# For organizers: Meeting options | Reset dial-in PIN

2.5 BID QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.

Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page of this document via the Sourcing Tool's message board by the date and time specified in the IFB SCHEDULE Section of this IFB.

tel:+19192304058,,31952871 https://dialin.teams.microsoft.com/5349f5a5-3431-4360-9428-3c6876460abe?id=31952871 https://teams.microsoft.com/meetingOptions/?organizerId=2da16ef2-f053-47db-a486-79faf77bfd77&tenantId=849e9c61-f0bb-4d83-ba5f-4b5337664cf7&threadId=19_meeting_NDM2NDMwZjctYWIwNC00M2RjLWI2NzQtOWVhOWQxNDdkNTIz@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing

Ver: 11/2023 6

Vendors will enter “IFB # 24-RQ140038-KR – Questions” as the subject of the message. Question submittals should include a reference to the applicable IFB section. This is the only manner in which questions will be received.

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888- 211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET.

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this IFB.

2.6 BID SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this IFB by the specified time and date of opening. Failure to submit a bid in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s bid(s). Solicitation responses are subject to Sealed Bidding requirements.

Vendor’s bids for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888- 211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.

Tips for Using the Sourcing Tool

1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from the North Carolina eProcurement Help Desk.

2. Vendors may submit their responses early to make sure there are no issues, and then submit a revised response any time prior to the response due date and time. The State will only review the most recent response.

3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required information that is missing when response is submitted.

4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted.

5. Only Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted through the Message Board will not be accepted or considered for award.

2.7 BID CONTENTS

Vendors shall provide responses to all questions and complete all attachments for this IFB that require the Vendor to provide information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s bid, in the State’s sole discretion.

Vendors shall upload the following items and attachments in the Sourcing Tool:

a) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB.

https://eprocurement.nc.gov/training/vendor-training

Ver: 11/2023 7

b) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.

c) Completed version of ATTACHMENT A: PRICING FORM

d) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

e) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

f) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

g) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

2.8 ALTERNATE BIDS

Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate bids must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Each bid must be for a specific set of Goods and Services and must include specific pricing. Each bid must be complete and independent of other bids offered. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Bids in the Sourcing Tool

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found Sourcing Tool, which are incorporated herein by this reference.

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest.

All responsive bids will be reviewed, and award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein, to include any required verifications set out herein such as but not limited to past performance, references, and financial documents.

While the intent of this IFB is to award a Contract(s) to a single Vendor for all line items, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The State reserves the right to waive any minor informality or technicality in bids received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions to Vendors entitled

COMMUNICATIONS BY VENDORS.

Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the

Ver: 11/2023 8 procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this IFB or inquiries directed to the purchaser named in this IFB regarding requirements of the IFB (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 BID EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct an evaluation of responsive Bids, as follows:

Bids will be received according to the method stated in the Bid Submittal section above.

All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. Cost and price shall become available for public inspection at the time of the award... Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.

Bids will generally be evaluated, based on completeness, content, cost, and responsibility of the Vendor to supply the requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD.

Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to the electronic Vendor Portal (eVP), https://evp.nc.gov, under the IFB number for this solicitation. Award of a Contract to one Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid was deemed most advantageous and represented the best value to the State.

The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology https://evp.nc.gov/

Ver: 11/2023 9

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.5 INTERPRETATION OF TERMS AND PHRASES

This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the IFB. Except as specifically stated in the IFB, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section, as well as any other specifications, requirements, and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification or believes a change in a requirement would allow for the State to receive a better bid, the Vendor is encouraged to submit these items in the form of a question during the question-and-answer period in accordance with the Bid Questions Section above.

4.1 PRICING

Bid price shall constitute the total cost to the State for delivery fully assembled and ready for use, including all applicable charges for shipping, delivery, handling, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in this IFB. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

4.2 ESTIMATED QUANTITIES

Estimated total hours herein are estimates only and are provided for informational purposes based on the anticipated usage during the contract period. No maximum or minimum hours are guaranteed. It shall be understood and agreed that the State may purchase more or less than the estimated hours during the contract period. The State reserves the right to increase or decrease the hours as needed. The State shall not be obligated to purchase more than its normal requirements. The State will be responsible only for items requested and received.

4.3 PRODUCT IDENTIFICATION

SUITABILITY FOR INTENDED USE

Vendors are requested to offer only items directly complying with the specifications herein or comparable items which will provide the equivalent capabilities, features and diversity called for herein. The State reserves the right to evaluate all bids for suitability for the required use and to award the one best meeting requirements and considered to be in the State’s best interest.

4.4 TRANSPORTATION AND IDENTIFICATION

The Vendor shall deliver Free-On-Board (FOB) Destination to any requested location within the State of North Carolina with all transportation costs and fees included in the total bid price.

When an order is placed using a purchase order, the purchase order number shall be shown on all packages and shipping manifests to ensure proper identification and payment of invoices. If an order is placed without using a purchase order, such as via phone, the Buyer’s name shall be show on all packages. A complete packing list shall accompany each shipment. Vendors shall not ship any products until they have received an order.

4.5 DELIVERY

The Vendor shall deliver Free-On-Board (FOB) Destination to the following location(s):

Delivery to be made one (1) at a time to any point within the state of Raleigh NC.

Vendor shall complete delivery within 240 days consecutive calendar days after receipt of purchase order.

Ver: 11/2023 10

For completion by Vendor: Delivery will be made from __________________________________________ (city, state) within _____ consecutive calendar days after receipt of purchase order. Promptness of delivery may be used as a factor in the award criteria.

4.6 AUTHORIZED RESELLER

The Vendor shall provide a signed statement from the manufacturer confirming authorization with its bid response. Include the Authorized Reseller field in the Sourcing Tool if authorized reseller statement is required. Failure to provide this statement shall constitute sufficient grounds for rejection of Vendor’s offer, at the discretion of the State.

Vendor is the: Manufacturer Dealer Reseller Distributor

Authorized: Yes No Attached Manufacturer’s Authority: Yes No

4.7 WARRANTY

Manufacturer’s standard warranty shall apply. Vendors shall include a copy of the manufacturer’s standard warranty with the bid response.

Vendor warrants that all equipment furnished under this IFB will be newly manufactured, of good material and workmanship. It is the intent that all fuel truck bodies provided herein be durable, in first class quality, and flawless in appearance.

The warranty will apply from date equipment is put into operation for a minimum period of twelve (12) months or the length of the manufacturer’s warranty, whichever is longer. Such warranty shall cover the cost of all defective parts replacement, labor, freight, and technicians’ travel at no additional cost to the State, or as specified by the Purchasing Agency herein. To the extent not superseded by the terms of this paragraph, manufacturer’s warranty terms shall apply. Vendor’s warranty shall be at least the level of coverage provided for its comparable customers.

The report of a problem does not presuppose that every call must result in an “on-site” visit for service/repair. The Vendor and/or service sub-contractor shall utilize best efforts to resolve problems in a timely fashion by using acceptable servicing methods to include, but not limited to, verbal problem analysis and remote diagnosis. The warranty requirement does not impose any additional duty on the State to make other than normal and good faith problem resolution efforts or expenditures of time. Vendor shall be responsible for compliance with warranty terms by any third-party service provider. Vendor shall provide contact information for warranty service provider, below.

Vendor is authorized by manufacturer to repair equipment offered during the warranty period? YES NO

Will the Vendor provide warranty service? YES NO, a manufacturer-authorized third party will perform warranty service.

Contact information for warranty service provider: contact information will be provided to the LEA’s at a later time.

4.8 MAINTENANCE OPTION

Following expiration of the above warranty, Vendor, or its third-party service provider, shall maintain the system specifications and performance level in accordance with the manufacturer’s published specifications and those of this IFB. Maintenance shall include all parts, remedial maintenance labor, travel and living expenses incurred. Except as specifically provided for elsewhere herein, coverage shall be at least for 8:00 am ET to 5:00 pm ET, Monday through Friday, except State recognized holidays and shall include a minimum of two (2) preventive and safety maintenance inspections per year. The State shall have the option to accept the maintenance coverage in this paragraph at the price offered in ATTACHMENT A: PRICING of this IFB, if applicable.

4.9 DEMONSTRATION AND DESRIPTIVE LITERATURE

DEMONSTRATION

The State reserves the right to require a demonstration of the exact model of equipment offered in order to assess suitability of the offered equipment for the intended use. Such demonstration shall be performed at Agency’s s facility or virtually by Vendor or his authorized representative before award of contract, upon request by and without charge to the State. Failure of Vendor or his authorized representative to perform a satisfactory demonstration (if requested) in accordance with these requirements shall

Ver: 11/2023 11 be a sufficient basis for rejection of the bid. The results of such demonstration will be considered in the evaluation and award of a contract.

DESCRIPTIVE LITERATURE/CERTIFICATION

Each bid shall be accompanied by complete descriptive literature, specifications, certifications, and all other pertinent data necessary for thorough evaluation of the item(s) offered and sufficient to determine compliance of the item(s) with the specifications. Failure to include such information shall be a sufficient basis for rejection of the bid, at the discretion of the State.

Vendor has included and uploaded descriptive literature/certification(s) with its bid response?

YES NO

4.10 HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this IFB will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.11 REFERENCES

Vendors shall upload to the Sourcing Tool at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which your company has supplied the exact model of equipment offered. The State may contact these users to determine quality level of the offered equipment; as well as, but not limited to user satisfaction with Vendor performance. Information obtained may be considered in the evaluation of the bid.

Vendor has included and uploaded three (3) references with its bid response?

YES NO

4.12 VENDOR’S REPRESENTATIONS

If Vendor’s bid results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the Contract.

Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.13 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction

Each Vendor shall certify it is financially stable by completing the ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential performance issues from Contracting with a Vendor that is financially unstable. This Certification shall be deemed continuing, and from the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification.

Ver: 11/2023 12

5.0 PRODUCT SPECIFICATIONS

REQUIREMENTS AND SPECIFICATIONS

All information requested on the following specifications shall be furnished or the bid shall be considered incomplete and shall be rejected. All manufacturer’s standard equipment shall be included, except where such conflicts with another requirement herein.

5.1.1 REQUIREMENTS

ITEM NCDPI REQUIREMENTS - ACCESSORIES VENDOR RESPONSE

1 FUEL TRUCK TANK FINISH & PAINT

Exterior finish: National School Bus Yellow, except that frame, wheels, and bumpers shall be manufacturer’s standard color. The manufacturer’s color requirement of National School Bus Yellow is required for a minimum order of one vehicle.

All welded joints shall be ground smooth, and all metal surfaces chemically cleaned, etched, phosphate coated and primed. The prime coat shall be hand sanded with at least two coats of National School Bus Yellow, lead-free polyurethane paint applied including over-run area on top of tank, which conforms to Federal Standard Number 595a. Entire under structure of tank, floor and skirting to be undercoated. The word "DIESEL" shall be lettered on each side of the tank and also on the rear of tank or tailgate. Also, on the rear of tank, the words "This Vehicle Stops at All Railroad Crossings" shall be lettered left of access ladder. Also, on both sides and rear of truck the wording “No Smoking within 50 Feet of this Vehicle” on rear the location shall be right of access ladder. Lettering Location to be approved at pilot inspection. Lift gate equipped trucks shall have warning labels for operation and safety guidelines. All lettering to be of reflective material. Lettering to be approved at Pilot Model Presentation.

YES NO

2 BACKUP ALARM

Any self-propelled equipment ordered by the State of North Carolina shall have a backup alarm and may be manufacturer or dealer installed. Backup alarm shall be in accordance with SAE J994, electronic type (not ding dong), shall become activated immediately upon backing of equipment (not activated by motion detection), must be audible above the surrounding noise level of the equipment, must be a sealed type unit to protect internal components from moisture, dust and contaminants, resists effects of vibration, single or dual tone is acceptable, and minimum one year warranty shall apply.

YES NO

3 FIRE EXTINGUISHERS

Air-pressurized, rechargeable 5 lb. dry-type fire extinguisher type 40 BC shall be mounted in a niche in the left front half of the tank or body in accordance with the Society of Automotive Engineers (SAE), National Fire Protection Association (NFPA) or Federal Motor Vehicle Safety Standards (FMVSS) requirements.

YES NO

4 STROBE LIGHT

Strobe light, single bulb, specifically designed for outdoor use in 12-volt vehicular installations. Light is to be installed in a location visible from any azimuthal location by a driver seated in an automobile and shall specifically not be blocked by driver of the utility vehicle, its other occupant(s), or its cargo. Pole or equivalent mounting means shall be provided if such is necessary for unblocked visibility of the strobe light as required above.

Light shall be switchable by user, on/off, switch to be conveniently located for access by

Ver: 11/2023 13

ITEM NCDPI REQUIREMENTS - ACCESSORIES VENDOR RESPONSE

the seated operator. Color of light shall be selected by the user. Flash rate shall be adjustable or otherwise set at a value typical of best industry practice. the seated operator. Color of light shall be selected by the user. Flash rate shall be adjustable or otherwise set at a value typical of best industry practice.

5.1.2 SPECIFICATIONS

ITEM NCDPI SPECIFICATIONS – FUEL TRUCK CHASSIS VENDOR RESPONSE

1 Wheelbase 176” YES NO

2 CA: 105” usable, without interference from vertical exhaust or exhaust couplings YES NO

3 GVWR: 31,000 lbs. YES NO

4 Front axle: 10,000 lbs. GAWR, with oil bath wheel seal and synthetic gear oil YES NO

5 Rear axle: 21,000 lbs. GAWR, with synthetic gear oil YES NO

6 Springs, front axle: 10,000 lbs. YES NO

7 Springs, rear axle: 23,500 lbs. YES NO

8 Leaf Type Auxiliary/Overload Spring set on rear axle YES NO

9 Engine Type: diesel electronically controlled. Engine must meet current EPA requirements for applicable model year. Inline 6 cylinder

YES NO

10 Engine size: Minimum 230 HP at rated RPM, 660 ft-lbs. torque minimum. Meeting current engine emission standards at time of delivery.

YES NO

11 Transmission: Automatic (Allison 2500_ RDS_ P) Generation controls: Wide Ratio, 6-speed, with double overdrive; with PTO provision, less retarder, with 33,000-lb GVW&GCW Max

YES NO

12 Rear axle ratio: Furnish the appropriate rated rear axle with standard features in relation to the GVWR furnished and to accept the load distribution of a maximum load. Rear axle to be single speed with a ratio to match engine RPM and tire size to achieve and maintain 65 MPH ± 2 mph at maximum GVW on level ground.

YES NO

13 Exhaust: vertical with Suitable water deflection device meeting current Emission Standards.

YES NO

14 Water/ Fuel Separator YES NO

15 Alternator: 100amp min

Battery (s): 1500CCA total

YES NO

16 Power steering YES NO

17 Steering Column: tilt column only with forward/rearward seat travel sufficient to accommodate drivers from approximately 5’4” 6’4” in height.

18 Service brake interlock (REQUIRED) YES NO

Ver: 11/2023 14

ITEM NCDPI SPECIFICATIONS – FUEL TRUCK CHASSIS VENDOR RESPONSE

19 Frame rail: 120,000 PSI YES NO

20 Hub-piloted disc-type wheels YES NO

21 Fuel tank: 50 gallon Full of Fuel at time of delivery to Receiving County. YES NO

22 Tilt Hood YES NO

23 Cab heater and air conditioner, Factory Installed YES NO

24 Glass: tinted windshield and side windows YES NO

25 Radio: manufacturer’s standard AM/FM YES NO

26 Air-suspension driver’s seat and standard two-man passenger seat. (vinyl material) High visibility seat belts.

YES NO

27 Engine hour meter YES NO

28 The chassis shall be equipped with dual snail style (high and low note) horns of manufacturer’s standard make and mounted above the frame rail so as not to collect water inside the horn.

YES NO

29 Chrome grab handle mounted on both sides of cab to provide access to getting on 1,400-gallon fuel truck tank as well as access to the cab of both fuel trucks (1,400 and 1,800 gallon fuel trucks)

YES NO

30 Any opening in cab of truck shall have weatherproof seal YES NO

31 PTO light should be In-Dash or In-Drivers View while in Seat YES NO

32 Cab and Chassis MFR

33 Brakes: Air operated, with Bendix AD9 air dryer, /manufacturer’s standard ABS, and automatic slack adjusters at all wheel locations. Remote Mounted Schrader Valve giving capability to fill air brake system for towing purposes. All air tanks shall be equipped with electronic air drain, dash mounted switch.

MFR

34 Air compressor: minimum 13.2 CFM _______CFM

35 Tires: 6 each, 11R X 22.5, load range H appropriate for GVWR offered. Front, regular tread;

rear, mud/snow tread Michelin XZE2 Steer Axle & Michelin XDE M/S Drive Axle or Hankook AH- 12 Steer Axle & Z35A Drive Axle BRAND:

36 Exterior mirrors: (a) Dual West Coast type, or (b) Dual equivalent type, with integral arm, molded non-metallic housing, and similar amount of reflective area. Check which kind of Exterior Mirrors apply to your vehicle.

A B

All truck tanks shall be built in accordance with the following specifications. Unless otherwise specified by the Vendor, it will be considered that the tanks are in exact compliance with these specifications. Minor modifications as to the shape of tanks may be considered, provided each Vendor furnishes as a part of its proposal, shop drawings, and manufacturer's data applicable to tanks

Ver: 11/2023 15 proposed and clearly points out any discrepancies from attached specifications. Blueprints and manufacturer’s specifications covering tanks offered must accompany proposals. Tanks must conform to D.O.T. Specifications M.C. 406 in its entirety.

ITEM NCDPI SPECIFICATIONS – FUEL TRUCK TANK

All truck tanks shall be built in accordance with the following specifications. Unless otherwise specified by the Vendor, it will be considered that the tanks are in exact compliance with these specifications. Minor modifications as to the shape of tanks may be considered, provided each Vendor furnishes as a part of its proposal, shop drawings, and manufacturer's data applicable to tanks proposed and clearly points out any discrepancies from attached specifications. Blueprints and manufacturer’s specifications covering tanks offered must accompany proposals. Tanks must conform to D.O.T. Specifications M.C. 406 in its entirety.

VENDOR RESPONSE

1 TRUCK: Tank will be mounted on a chassis with a 105’’CA and 176’’ W.B. without interference from vertical Exhaust or exhaust couplings as listed on current bid with P&C

YES NO

2 All tanks, regardless of size, to be designed with full-length, boxed, all welded mounting sills with oak wood chassis strip or approved manufactured product to replace oak strips. U-bolts for the tie down shall be not less than 1/2" in diameter, high strength heat-treated steel.

YES NO

3 On the rear of the tanks where the tank meets body, there shall be no sheet metal used to cover gaps. Any gaps that are present shall be welded and ground smooth.

YES NO

4 1,800 GALLON TANK - The fuel tank shall be made in one (1) compartment with at least two baffles across the tank and one surge plate lengthwise the tank, end to end. It shall have a minimum capacity of 1,800 gallons plus 3% expansion. The tank shall have an oval shape and shall be made from minimum 10 gauge10-gauge open hearth mild steel. The heads shall be dished and flanged. The tank shall have a centrally located 16" manhole with a 10" quick opening PAV fill cover and capacity indicator. The outlet shall be a drain pocket with strainer with an internal emergency valve. This valve shall be the API standard. A companion flange with a 2" NPT nipple shall be attached to the outlet side of this valve. The valve shall be cable controlled from a control located in the cabinet on the left (driver's) side of the vehicle. There shall also be an emergency cutoff control located behind the driver on the outside of the cab and on the left front of the tank body.

YES NO

5 1,400 GALLON TANK - The fuel tank shall be made in one (1) compartment with at least one

(1) baffle and one (1) surge plate lengthwise the tank, end to end. It shall have a minimum capacity of 1,400 gallons plus 3% expansion. The tank shall have an oval shape, except for 1,400-gallon tanks equipped with lift, the back of the tank body may be squared to accommodate an acceptable fit for the electric/hydraulic lift, and shall be made from minimum 10-gauge open hearth mild steel. The tank heads shall be dished and flanged.