25 Ton Trailer Master Agreement - DOT 2014 Chassis[2].doc

STATE OF MAINE

Division of Purchases

REQUEST FOR QUOTATIONS

on behalf of

Maine Department of Transportation Fleet Services

INSTRUCTIONS TO BIDDERS

SCOPE: The State of Maine Division of Purchases is requesting quotations (also referred to herein as “bids”) on behalf of the State of Maine Department of Transportation (DOT, MDOT, or MaineDOT) Fleet Services for HEAVY DUTY TRAILERS, HIGHWAY MAINTENANCE EQUIPMENT,AND ACCESSORIES. Detailed specifications for trailer are provided on attached pages.

CONTRACT PERIOD: The Master Agreement (also referred to herein as “contract”) that results from this RFQ will have 12-month duration from the date that the award is finalized by the State of Maine with the option to renew for an additional two years in one year increments.

PRICES: Prices quoted by interested Bidders must remain firm for the contract period. Other pricing related information is noted in the sections below.

AMENDMENTS AND/OR ADDENDA: Any and all amendments and/or addenda to this RFQ will be posted on the State of Maine Vendor Self Service (VSS) system as an amendment. It is the Bidder’s responsibility to review the RFQ in the VSS system to check for amendments or addenda.

ORDERING PROCEDURE: Units will be ordered by Maine DOT on an “as needed” basis. Delivery Orders (DO) will be created in AdvantageME for all orders against Master Agreements (MA), unless the State of Maine Procurement Card is used for payment. Orders in the amount of $5000.00 or less will be e-mailed by the using agency to the Vendor as a .pdf file. Delivery Orders in amounts greater than $5000.00 will workflow to the Division of Purchases’ Buyers for approval and encumbrance. The Division of Purchases will e-mail the .pdf order to the Vendor.

QUESTIONS AND ANSWERS: If a Bidder has a question regarding this RFQ, then the Bidder must submit its question through the “Question and Answer” link on the “Solicitation Details View” page. The answers to Bidder questions will appear in that same location in the VSS system. It is the Bidder’s responsibility to log in to the VSS system and view all questions and answers posted there. Only those answers obtained through the VSS system as described above will be considered binding on the State.

BID SUBMISSION REQUIREMENTS: In order to be evaluated, all of the following information must be electronically entered in each Bidder’s response in the VSS system. Further details on bid submission requirements are shown below.

1) Pricing information must be submitted electronically in VSS. Enter complete “one lot” totals for the requested items. Each Bidder’s grand total price for all items must be submitted electronically in order for your response to be considered.

2) Delivery days also must be entered electronically in VSS. The number of days must be entered as a number only. For example, a Bidder would enter “15” and not “15 days”.

Note: Bidders shall supply a detailed specification sheet with their bids, listing exactly what is being offered (and not a reference to a web site). If a Bidder fails to provide the requested information, or if information in a quotation is found to be false or misleading, then the quotation may be rejected as nonresponsive to the RFQ.

4) A separate document noting any and all EXCEPTIONS which are being taken to the specifications MUST be attached and included with your response in the VSS system.

5) Bidders are expected to follow the specification format in their responses by referencing Bid Item #, page number, title of specification page, and the specification number, as applicable.

6) A copy of the specification MUST be returned noting any exceptions (as referenced above) and also identifying the make, model, brand, type, size, etc. of the items being offered.

7) Bidders must provide information, as described below, electronically in the VSS system with the Bidder’s quotation. Bidders shall warrant and certify that each trailer that is supplied pursuant to this RFQ and contract will, as of the date MDOT Fleet Service put unit into service.

8) Once you have completed your bid package within the VSS system, containing all of the above, please print all of the documentation and place it in an envelope, plainly marked on the outside with “BID FOR HEAVY DUTY TRAILERS, HIGHWAY MAINTENANCE EQUIPMENT, AND ACCESSORIES”, as well as the RFQ number, and deliver it to the Division of Purchases at the address listed below by 2:00 pm, local time, on November 1 2013.

Division of Purchases Burton M. Cross Building 4th Floor 111 Sewall Street 9 State House Station Augusta, Maine 04333-0009

Please note: If any discrepancies are found between the information on the hardcopy bid and the information found within the VSS system, then the information within the VSS system will take precedence for the purposes of evaluation.

EVALUATION AND AWARD: The Division of Purchases and MaineDOT Fleet Service anticipate performing a bid evaluation process and awarding item 1 to a single Bidder.

Awards will be made on a “Best Value” basis. In determining which bid reflects the “Best Value” to the State of Maine, the State will consider the factors listed in the attached “Special Bid Instructions.”

The State, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in bids received in response to this RFQ.

The State of Maine reserves the right to evaluate alternates and determine equivalency, in accordance with 5 MRSA §1825(B), “Alternate Bids”.

INSPECTIONS: At the State’s discretion, a pre-delivery inspection at the applicable factory may be required. This pre-delivery inspection is to be completed by two representatives from MaineDOT Fleet Services, or their designees. The cost of inspection, including round trip airfare (if necessary) and lodging for a period not to exceed three days and two nights, shall be included in the bid price. (Priced Separately)

Prior to delivery to MaineDOT Fleet Services, an additional inspection may be required. This additional inspection of the completed vehicle may be requested by the State and occur at a non-factory location of the State’s choosing (for example, at a Bidder’s location / dealership in Maine, if applicable).

Further details on inspections and production meetings are included in the attached “Special Bid Instructions”.

At no additional cost to the Bidder, MaineDOT Fleet Services also reserves the right to do the following:

1) Send inspectors to the applicable factories at any time during the construction of the requested vehicles.

2) Convene a pre-manufacturing meeting, which may include, if requested by the State, a meeting with the Bidder and factory representatives, a tour of the applicable factory, and a complete review of the specifications.

ESTIMATED QUANTITIES: The Maine Department of Transportation may purchases approximately 32 units the first year, and possibly 5 units the second year. However, these amounts may vary. It is understood and agreed that the contract shall cover only the quantities ordered for MDOT for delivery during the term of the contract, whether more or less than the amount indicated.

EXTENSION CLAUSE:

The State Purchasing Director reserves the right to extend this contract period beyond the indicated (12) Twelve months from date of the award expiration date with the consent of the contractor for an additional (2) two years in one year increments.

CONTRACT TERMINATION: The performance of the contract resulting from this RFQ may be terminated by the State, in whole or in part, whenever and for any reason the State shall determine that such termination is in the State’s best interests. Any such termination shall be communicated to the successful Bidder by written notice, specifying the extent to which performance of the contract is terminated and the date on which such termination becomes effective. The Agreement may be equitably adjusted to compensate for such termination, and modified accordingly.

CANCELLATION CLAUSE:

The Director of the Division of Purchases reserves the right to cancel this contract with a thirty (30) day written notice, or to conform to the terms and conditions of this contract.

Opportunities for Political Subdivisions and School Districts:

The Division of Purchases is committed to providing purchasing opportunities for political subdivisions and school districts in Maine by allowing them access, through our vendors, to our contract pricing. The successful bidder’s willingness to extend contract pricing to these entities will be considered in making this award.

Will you accept orders from political subdivisions and school districts in Maine at the prices quoted?

Yes, unconditionally.

Yes, with conditions. Specify:

No.