5 UTV admin document STATE OF IDAHO.docx

STATE OF IDAHO

THE IDAHO DEPARTMENT OF PARKS AND RECREATION

Event 421 PRIEST LAKE AND HELLS GATE UTV’s

PURPOSE

The Idaho Department of Parks and Rec is requesting Bids from qualified Vendors for the purchase of new, 2023 or current model year utility-terrain vehicles (UTVs) in accordance with the specifications provided below.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO: https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA . The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

BACKGROUND

IDPR is replacing older UTV’s in our fleet.

SPECIFICATIONS

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. Contractors must bid on detailed specifications in Attachment 2, Specifications. Provide the make and model in your submitted bid.

QUANTITY

Five (5) UTVs as specified on Attachment 2, Specifications below.

COST

The Total Cost provided in the Line Section in Luma must be fully burdened to include all costs and fees required to deliver the UTVs to IDPR as specified and ready to be utilized, including but not limited to:

Price of ATV and UTV Dealer Doc Fees Application for Title Fees (Dealer to submit application for title) Delivery (FOB Dest.)

All Governmental Rebates, Incentives, Etc.

BILLING PROCEDURE

The Contractor must provide a signed invoice upon [Agency acceptance/delivery/service completion/completion of each line item/etc.]. The invoice [and respective reports] must be submitted no later thirty (30) calendar days after [acceptance/delivery/services were provided]. No invoice will be accepted or paid without receipt of required [reports/documentation/etc.]. Invoices submitted without the required [reports/documentation] will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact: Nicolas Toryanski Agency Name: Idaho Department of Parks and Recreation Address: 5657 E Warm Springs Ave, Boise, ID 83716 Buyers Email: Nicolas.Toryanski@idpr.idaho.gov

8.1 Required Bid Submission Items

See Below.

8.1.1 Line Item in Luma

Provide your cost information in the Line Item section in Luma.

8.1.2 Complete Attachment 3-Bid Schedule

Please complete Attachment 3- Bid Schedule below and submit with your bid. Attachment 3-Bid Schedule will be the official bid document the State will use to evaluate cost.

8.1.3 State of Idaho Signature Page

The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

8.2 Bid Submission Methods

Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received by the Division of Purchasing by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

8.2.1 Electronic Submission via IPRO

When submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 8.1) and enter your cost in IPRO for each line item; as the “Total Cost” OR $0.00 as your cost in Luma if not bidding on a line item. Please also fill out Attachment 3 below. Attachment 3-Bid Schedule will be the official bid document the State will use to evaluate cost.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

When submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

All Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system (even if submitting a Bid manually outside of IPRO) as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

8.3 Trade Secrets

If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

More than one (1) award may be issued from this solicitation. In order for the IDPR to receive adequate coverage on its requirements as specified in the solicitation, IDPR reserves the right to make multiple awards to multiple manufacturers of ATVS/UTVS. Award may be made by the line items, groups of the line items, total line items or partial quantities in a line item, whichever is determined to be in the best interest of the state, to the responsive, responsible Bidder providing the lowest total price, as provided on the Attachment 3 – Bid Schedule.

8.2.1 The State reserves the right not to evaluate or make an award in the best interest of the State. The State also reserves the right to make multiple awards in accordance with Section 67-9211 of Idaho Code in the best interest of the State.

8.2.3 If not bidding on a line item please put $.00. If bidding a partial please place $.01 and explain the quantity you are able to provide.

Note: In the event of conflict with the State’s Standard Terms and Conditions, or other terms, conditions or requirements contained in this Event, the following provisions will take precedence:

Warranty, Service and Support, Maintenance, etc.

Manufacturer’s warranty must be honored to IDPR for all UTV’s awarded on this contract.

Delivery All UTV(S) must be delivered FOB Destination to the following: Vendor Must Give an estimated delivery when submitting a bid on Attachment 3-Bid Schedule.

11.1 Delivery location:

Two (2) machine must be delivered to PRIEST LAKE STATE PARK 314 Indian Creek Park Road Coolin, ID 83821 Three (3) Machines must be delivered to HELLS GATE STATE PARK 5100 Hells Gate Rd Lewiston, ID 83501

Twenty-four (24) hour notice before delivery One (1) owner’s manual must be supplied with each UTV (upon delivery).

Two keys for the UTVs UTVS must be prepped and ready for use when delivered.

Each machine shall have at least two (2) gallons of gas in the gas tank Dealer is responsible for offloading of machines at each respective park.

Any delivery materials/trash must be disposed of by dealer.

Insurance Requirements Please see Insurance Requirements in the attachments in Luma.

Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

16. ACCEPTANCE

Upon receipt, the UTVS will be inspected to ensure the requirements and specifications are met. The Acceptance period will be for fourteen (14) calendar days from the delivery date of the UTVS. If the UTVS do not meet the requirements, specifications, or has discrepancies that cannot be fixed by the Contractor during the training period, the UTV(s) will be rejected by IDPR, via email notification. The Contractor must pick-up, correct any discrepancies, and re-deliver within thirty (30) calendar days after notification from IDPR, at no additional cost to IDPR. The Acceptance period will start over for any rejection, upon re-delivery of the UTVS. The UTVS will not be accepted by IDPR until they meet all of the Contract requirements, specifications.

ATTACHMENT 1-BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

1. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

1. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

1. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

Event 421 UTVS

Attachment 2 – Specifications

The brand names and specifications specified in this solicitation are intended to be descriptive, but not restrictive; indicative of the quality and characteristics of items that meet the minimum requirements. Bidders offering an “equal” must include documentation which demonstrates, to the IDPR’s satisfaction, that the offered item(s) meets the requirement of the solicitation. In the event documentation is not satisfactory, IDPR reserves the right to seek clarification from the Bidder. Failure to provide satisfactory documentation or a clarifying response may eliminate the Bidder from further consideration.

All parts not specifically listed or mentioned in the Specifications must be manufactured standard, making a complete, fully functional UTV.

1. Two person capacity.

2. Minimum engine displacement of 580 CC.

3. Fuel type- Gasoline.

4. Selectable two (2) wheel drive and four (4) wheel drive.

5. Tilt dump bed

a. minimum 600lb cargo capacity

6. Hard top roof.

7. Full side doors

8. Front and rear windshields

9. Front and rear steel bumpers

10. Cabin heater

11. Trailer hitch receiver - 2"

ATTACHMENT 3-BID SCHEDULE

EVENT 421 UTVS

This completed Bid Schedule must be submitted with your response.

Total Cost

Provide your product information in the fields below:

Do you meet the specifications provided in Attachment 1 – Administrative Information? YES ☐ NO ☐

Please provide your approximate Delivery timeline: Days ARO

Please provide additional details as needed below:

Company Name of Bidder:

Contact Name/Phone:

Contact E-mail:

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