436-25 Bid Document.pdf

436-25

Hydraulic Tilt Trailers

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this invitation to bid is to establish a one-time bid contract for the purchase of (3) Hydraulic Tilt Trailers to be utilized by the Ohio Department of Transportation.

Section 2: Single Award

The award of this invitation will be to the lowest responsive and responsible bidder.

Section 2.2 OhioBuys

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date.

Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time. ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission. The subject line will be the bid # Signature Request, (example: 101G-25 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

Section 3: Contract Duration

This is for a one-time purchase of (3) Hydraulic Tilt Trailers

Section 4: Free on Board (F.O.B.) Destination

ODOT District 2 Office 317 E. Poe Rd.

Bowling Green, OH 43402 Attn: Robert Shirey Phone: (419) 373-4453

Section 5: Delivery

Delivery of the units will be F.O.B. Destination to the ship to address listed on the purchase order (address listed above).

mailto:documents@esign.ohio.gov https://ohiopays.ohio.gov/

Delivery shall be required to be completed within 180 calendar days of receipt of valid Purchase Order.

5.1: Delivery Hours

All deliveries made to a Department of Transportation facility must be made between the hours of 8:00 a.m. and 2:00 p.m., Monday through Friday not including State Holidays, unless special permission is granted by the Department to temporarily waive or adjust this requirement.

Section 6: Purchase Orders

The awarded vendor must be able to provide the awarded equipment through this contract.

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.

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: Identification Number

With invoicing, provide description and serial/vin number for each commodity being built.

Section 9: Certificate of Title

Certificate of Title to be furnished within thirty (30) days after delivery of the vehicle. Title to be filed in Franklin County and made out to: State of Ohio, Department of Transportation, 1620 West Broad Street, Columbus, Ohio 43223. Delivery will not be considered complete unit the title is received by Department.

Section 10: Dealers and Service

It will be the responsibility of the awarded vendor/manufacturer to provide a list of authorized on-site service providers or authorized dealers in the State of Ohio to provide warranty and service repair.

Section 11: Fluids & Lubricants

Vendor must fill out “FLUIDS & LUBRICANTS” tab to the manufacture’s standard recommendation. Must fill out accordingly to the equipment being bid through this contract.

The vendor may add more rows & columns if there are more fluids or lubricants not covered in the spreadsheet.

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

Section 12: Descriptive Literature

Bidders are required to submit with their bids, the latest literature that fully describes the units being bid. The Department may, at its own discretion, find a bid non-responsive for failure to submit this descriptive literature.

By submitting a bid for this solicitation, the bidder is certifying that the make/models of all items bid herein are the latest and most current manufacturers’ models and will include the manufacturer’s latest engineering changes.

Section 13: Product Specifications

All parts not specifically mentioned, which are necessary to provide a complete unit, or normally furnished as standard equipment shall be furnished. The parts shall conform in strength, quality of material and workmanship to what is normally provided in the industry.

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 14: Required Ohio Shared Services Vendor Registration

All vendors that are deemed awarded any portion of this invitation to bid are required to be registered through the Ohio Shared Services Office to obtain an OAKS Vendor Identification Number, if they have not already obtained one, in order for an award of this invitation to occur. An award of this invitation cannot be completed until this vendor registration process has taken place and an OAKS Vendor Identification Number has been assigned. It is strongly encouraged that prospective bidders submit their vendor registration paperwork to Ohio Shared Services as soon as possible before the day of the bid opening of this invitation to bid. This will avoid delays in the awarding of this invitation to bid and allow contract purchasing to commence sooner.

The required forms to become registered through Ohio Shared Services can be found by following the link below:

http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx

Completed forms are required to be submitted directly to Ohio Shared Services, per the submission instructions on the forms. Completed forms or questions regarding this vendor registration process should not be directed to ODOT. Any questions regarding this registration process should be directed to Ohio Shared Services Customer Service by calling 1-877-644-6771.

PLEASE NOTE: THIS VENDOR REGISTRATION PROCESS DOES NOT APPLY TO VENDORS

WHO REGULARLY PARTICIPATE ON ODOT PURCHASING CONTRACTS. IF THE

DEPARTMENT HAS ISSUED TO YOUR COMPANY A PURCHASE ORDER IN THE PAST

SEVERAL YEARS, AS A DIRECT RESULT OF AN AWARDED PURCHASING CONTRACT

SUCH AS THIS ONE, YOU WOULD HAVE ALREADY OBTAINED AN OAKS VENDOR

IDENTIFICATION NUMBER THROUGH OHIO SHARED SERVICES.

ATTACHMENT A – Ohio DOT Trailer Lighting & Wiring Standard and Specifications

ODOT will only purchase trailers that meet the following lighting and wiring specifications (Reference Drawing):

• Trailer shall meet or exceed all current Federal Motor Carrier Safety Regulations 393.9 thru 393.33.

• Trailer cord plug shall meet SAE spec. J560 and be wired directly to trailer cord with no adaptors.

• Plug to be wired as follows (no other plug wiring will be accepted):

o White – Ground return to towing vehicle o Black – Electric break controller – or not utilized if trailer has air, hydraulic or no brakes o Yellow – Left turn signal and on some light duty tow vehicles, stop/hazard lamps o Red – Stop lamps and antilock device o Green – Right turn signal and on some light duty tow vehicles, stop/hazard lamps o Brown – Clearance, marker, license plate and tail lights o Blue – If air Brake – Continuous ABS power – If electric Brake – Ing. Controlled B+ for break-away battery charge maintenance circuit

• No adapters will be accepted.

• Trailer cord to be wired to a weatherproof, 7-terminal junction block (Waytek part #47290 or approved equal).

• All trailer light wiring (including ground wiring) must be routed to junction block.

• Wire splices will be done with heat shrink butt connectors or soldered with heat-shrink.

• No wire nuts, closed end connectors or self-stripping displacement connectors (i.e. Scotch Loks).

• All lights to be LED. There shall be individual brake (2 ea.) and turn signal lights (2 ea.) for a total of 4 lights. These lights shall be 4” Round lights in rubber grommets or 3”x7” oval lights in rubber grommets. Clearance and Marker lights shall be 2” round lights in rubber grommets or ODOT approved equal.