6717.pdf

Invitation for Bid (IFB)

TRAILER MOUNTED MESSAGE BOARD

IFB No. 6717 Due: Tuesday, May 6, 2025, 2:30 p.m. Eastern Time

Company Street address City

State, Zip Phone Company Website

Completed IFB document and pricing must be submitted through the BidNet Michigan Inter-governmental Trade Network (MITN) website https://www.bidnetdirect.com/

This IFB is for Trailer Mounted Message Boards as specified in the pricing section.

Please submit a bid for firm-fixed pricing for the material described herein. Items bid must be manufactured by the original equipment manufacturer (OEM) or must be an approved equal.

All goods meeting specifications, brand, and part number shall be delivered in good condition as required, on the dates established.

1.00 SOLICITATION INFORMATION

1.01 COMMUNICATION

Purchasing Agent: Shari Graves 248-858-4780 voice purchasing@rcoc.org

1.02 SOLICITATION SCHEDULE

Published on BidNet Tuesday, April 22, 2025 IFB due date Tuesday, May 6, 2025, 2:30 p.m., ET

1.03 BID AWARD

The contract will be awarded to the bidder who has offered the lowest price and has met the required specifications. RCOC reserves the right to award to more than one bidder, as it determines in its best interests. Unit prices on all items will prevail.

1.04 BIDDER REJECTION

RCOC reserves the right to reject any and all bids or any part thereof. Any incomplete bid and any bid in which prices are obvious errors may be rejected. A non-conforming response to the specifications or terms and conditions will be considered non-responsive and may be rejected.

1.05 PROTEST AND APPEAL PROCEDURES

Bidders aggrieved by the award of any solicitation or resulting contract, may file a written notice of protest with the purchasing agent within seven (7) calendar days of award by the Board of Road Commissioners for Oakland County.

mailto:purchasing@rcoc.org

1.06 Alternate Bid

Bidders may submit an alternate bid. Alternate bids must be submitted as a complete and separate bid.

1.07 INCURRED COSTS FOR BIDDING

RCOC shall not be responsible for costs incurred in the preparation and presentation of this bid.

1.08 SAMPLES

Samples may be requested to facilitate the evaluation process, especially if bidding an alternate product. If required, the samples shall be provided to RCOC within 48 hours. RCOC item number, bidder name, and product number shall be clearly marked on samples. Bidders requesting samples be returned must include a pre-paid shipping label, or UPS account information with the samples.

2.00 INFORMATION FOR BIDDERS

2.01 FINANCIAL DISCLOSURE REQUIREMENTS

RCOC requires that each bidder be financially capable of carrying out the terms of the contract.

Bidders may be required to submit a copy of a recent financial statement or annual report. Such requests will be made in writing.

2.02 SUBCONTRACTS

The contractor shall not assign, transfer, convey, sublet or otherwise dispose of this contract, including any or all of its right, title or interest therein, or its power to execute such contract to any person, company or corporation without prior written consent of the RCOC.

2.03 EXEMPTION FROM TAXES

The RCOC is eligible for government pricing and is tax exempt.

2.04 GOVERNING LAW

This contract and all actions hereunder shall be governed by, subject to, and construed according to the laws of the State of Michigan.

2.05 CONTRACT COMMENCEMENT DATE

The contract commencement date shall be the date of the signing of the purchase order (PO) or execution of the contract, as set forth in the PO.

2.06 PACKING SLIPS

The successful bidder shall indicate purchase order number and delivery location on all packing slips and invoices.

2.07 INVOICING AND PAYMENT

Payment will be by ACH transfer or net thirty (30) days after acceptance by RCOC. The successful bidder shall provide a W-9 by email to acctspay@rcoc.org within ten (10) calendar days of award.

2.08 SERVICE CONTRACTS

Upon delivery, a signature of an RCOC employee must be obtained on the service ticket that states the quantity of material delivered. The signed delivery copy must be included with invoicing. RCOC will not be responsible for payment of invoices submitted without signed delivery tickets, or for any discrepancies not reported in writing within 30 days of occurrence.

2.09 HAZARDOUS SUBSTANCES

State law requires that shipments of hazardous substances shall include Material Safety Data Sheets (MSDS). If required, the website for the MSDS (or a paper copy) must be supplied prior mailto:acctspay@rcoc.org to the first order shipped under any contract, and at any time the MSDS are revised.

2.10 CONFLICT OF INTEREST

It is RCOC’s policy that no RCOC employees or businesses owned and operated by RCOC employees can be used in the performance of this contract.

The services described in this bid are not be assignable without the prior written consent of the

RCOC.

3.00 INSURANCE

Successful bidders shall file with the Road Commission for Oakland County Board, copies of completed certificates of insurance as evidence that adequate insurance is carried and continuously maintain such insurance during the life of the contract. Insurance coverage shall be provided in accordance with the following:

1 .Comprehensive General Liability and Auto Liability

Including coverage for owned, hired, and non-owned vehicles and Michigan no-fault coverage

(PIP)

2. Bodily Injury and Property Damage:

The minimum limits of bodily injury liability and property damage liability shall be:

$1,000,000/per person or occurrence/aggregate OR Combined single limit: Bodily injury and property damage liability shall be $1,000,000 per occurrence/aggregate. Such insurance shall include broad form contractual liability.

3. Products Liability/Completed Operation

$1,000,000/ occurrence/aggregate

Worker’s Compensation Insurance – Bodily Injury – Statutory Employer’s Liability -- $500,000/person The successful bidders shall not cancel, reduce, or non-renew the coverage of any insurance required by this section without 30 days prior written notice to the Board. All insurance provided in accordance with this section shall include an endorsement whereby the insurer shall agree to notify the Board immediately of non-renewal or any reduction or cancellation of any coverage.

The successful bidder shall obtain owner’s protective liability insurance with the Road Commission for Oakland County as the named insured.

The successful Bidder agrees to save harmless, indemnify, represent and defend the Board, its officers, agents and employees against any and all claims for personal injury, property damage, or any other claims of whatsoever nature arising out of or related to the performance or non-performance of the work by the Bidder, the Bidder’s employees, agents and subcontractors.

RCOC must be listed as additional insured on General Liability and Auto Liability.

The successful bidder shall require subcontractors maintain insurance as stated above. All insurance shall be carried with insurance companies authorized to do business in the State of Michigan and acceptable to the RCOC. Alternate acceptable insurance may be approved by

RCOC.

4.0 SPECIFICATIONS

A. GENERAL

The Trailer Mounted Message Boards furnished under this specification shall be manufacturers current proven model under standard production and shall be supplied with all necessary accessories customarily furnished whether stipulated herein or not. For any quote to be considered, the vendor must fully complete the quote form, so that commitment to specifications can be ascertained. The vendor shall include in the quote all applicable destinations charges and must deliver the equipment to the described herein to the Road Commission’s Waterford Facility, 2420 Pontiac Lake Road, Waterford, Michigan.

4.0.1 FULL MATRIX TRAILER MOUNTED MESSAGE BOARDS

A. MAKE AND MODEL

Wanco Full-size 4’x8’ Matrix Message Board, Model WTMMB or approved equivalent full matrix message board with hydraulic lift.

B. DISPLAY

The display shall consist of an array of 20”x22.5” display modules laid out in a grid formation.

The display will have the ability to show text, symbols, and custom graphics. Each module shall have LEDs installed on its face which each show a portion of the message. Each module shall feature all necessary electronics and coatings to ensure proper function in all conditions.

The display modules shall have quick connect electrical connectors and be able to be replaced using basic hand tools. Each display pixel shall have an optical lens to allow for better off angle visibility. The display shall utilize 2 photocells to automatically adjust the display brightness to conserve power and maximize safety.

B. CABINET

The display is to be mounted in a weather resistant cabinet with a hinged full-sized display window. The cabinet shall be approximately 138”x75”x12” and be constructed out of .062” thick aluminum and solar grade anti-glare Lexan window, 0.150” thick. The hinged window shall include telescoping prop slides to hold the window open during service. The cabinet shall contain 2 cooling fans to assist with ventilation. The cabinet shall be lockable, to prevent unauthorized access.

C. DISPLAY CONTROL

The display shall be controlled by a touchscreen display mounted to the rear of the cabinet.

The controller is to be self-contained, with no laptop needed for full functionality. The controller is to contain preprogrammed text messages, symbols, and graphics with the ability to create custom messages and graphics as needed. Controller shall be powered by the units onboard 12v solar system. The control box shall be lockable, to prevent unauthorized access.

D. TRAILER

Trailer shall be constructed of welded structural steel, 16GA minimum. The trailer is to be mounted to a 3500lb axle assembly equipped with double eye leaf springs and load rating B trailer tires. The trailer tires are to be covered with Jeep style fenders bolted to the frame. The trailer shall be equipped with a draw bar that extends a minimum of 5’ from the front of the trailer frame, a 3-inch lunette ring for a pintle hook with a height adjustable from 18” to 28” and safety chains consisting of high-test chain assembles with latching S hooks. The trailer shall have swivel jacks at each corner, with the curbside jacks being of the extended range of motion variety. All corner jacks shall be rated to a minimum of 2,000lbs. The trailer shall be hot dip galvanized and have red-and-white conspicuity tape applied to the rear of the trailer frame for increased visibility. Trailer wiring shall be set up to plug into a DOT 7-way truck receptacle, utilizing the SAE J560 wiring standard.

E. POWER SYSTEM

The unit shall be powered by a 12v solar system which will give the unit an approximate runtime of 30 days with no sun. Two high efficiency mulit-crystal photovoltaic solar panels rated at 90 watts each shall be mounted to the top of the display cabinet and raise to lie flat when the display is deployed. There is to be no shadowing of the solar panels caused by the trailer. The onboard solar charger shall charge batteries automatically without intervention and have provisions to charge the onboard batteries with a standard 110v outlet. The battery box shall feature a heavy gauge steel lid, hidden hinges, and a hidden shackle lock to prevent unauthorized access. The box shall contain AGM batteries properly rated to meet the 30 day no sun requirement.

F. OPERATION

In transit the display cabinet shall be stored parallel with the trailer in 2 support cradles. The display shall raise and lower hydraulically, and swivel 360 degrees. A disk brake with manual caliper will be used to hold the display in its set location.

G. MISCELLANEOUS

The unit shall come equipped with a fleet management system containing GPS and a cellular modem package that includes 5 years of cellular service. The fleet management system shall allow the user to have full control of the message board from anywhere in the continental US including, but not limited to, changing messages, GPS tracking of the unit, and monitoring trailer health.

H. SAFETY

Unit shall be NEMA TS 4-2005 Section 2 rated for Temperature, vibration, shock, SED, and radio interference. The unit shall also meet all MUTCD and NTCIP standards.

I. COLOR

Unit shall be painted factory colors, orange and black. Trailer frame shall be galvanized.

J. MANUALS

There shall be one set of manuals covering operation, service, and parts supplied with the unit.

5.00 ORDER AND CONTACT INFORMATION

Please provide the following information for ordering and for customer service contracts.

Order Desk Customer Service

Name Name

Phone number Phone number

Email address Email address

6.00 INFORMATION FROM BIDDER

Is there an objection or deviation? YES ____ NO____

Specify: ____________________________________________________

Indicate number of days for delivery to RCOC after receipt of order: ______________________

Do you offer payment discounts? For example, 2% 10 Net 30 YES ____ NO____

If so, state discount ___________________________________

The undersigned is authorized to represent the persons, firms and corporations joining and participating in the submission of this bid, and commits to meeting all aspects of the bid, terms and conditions.

Authorized Signature Title

Print Name Email

Company Street address City

State, Zip Phone Company Website

ROAD COMMISSION FOR OAKLAND COUNTY

TERMS AND CONDITIONS

Specification Deviation: Any deviation from this specification MUST be noted in detail and submitted in writing.

Completed specifications should be attached for any substitutions offered. The absence of a specification deviation statement and accompanying specification will hold the solicitor strictly accountable to the specifications as written herein. Failure to submit this document of specification deviation, if applicable, shall be grounds for rejection of the item when offered for delivery. If specifications or descriptive papers are submitted with bids or proposals, the solicitor’s name should be clearly shown on each document. The RCOC retains the right to determine the equivalency of any product or service.

Quantities: The RCOC requests purchase prices for the items identified in this solicitation, and in accordance with the specifications provided. The quantities provided may be given as a guideline only for the purpose of quote preparation. These quantities shall not be construed as the total number of purchases for the contract. This estimated figure may increase and/or decrease throughout the term. No guarantee is expressed or implied as to the total quantity of items to be purchased under this contract. The RCOC reserves the right to add or delete like or related items at any time during the term of this contract. The additions or deletions shall be incorporated into the contract in the form of an addendum.

Evaluation: It is RCOC's intent to award the contract to one supplier; however, RCOC reserves the right to award to multiple suppliers if RCOC, at its sole discretion, deems such action to be to the best interest of the public we serve.

Contract award will be made to the lowest responsive/responsible supplier meeting all specifications.

Fiscal Funding: Funding of this contract is dependent on budget appropriations set each fiscal year. If necessary funds to continue with the specified equipment and services are not allocated by RCOC's Board, this contract shall be terminated at the expiration of the appropriated funds.

Delivery and Receipt of Goods: Accessibility for delivery purposes shall be between the hours of 7:30 a.m. and 2:30 p.m. Monday through Friday, with exception of RCOC observed holidays. All deliveries shall be received acceptance “subject to inspection”. All goods must be tailgate delivered.

F.O.B. Destination Freight Prepaid: Title passes to the RCOC when goods are delivered to an RCOC location. The supplier shall pay all freight charges, owns the goods during transit and files claims, if any.

Performance: The supplier agrees to deliver all items meeting specifications, brand, and part number in good condition, on the dates established. For blanket orders, failure to comply with the above performance standards in excess of 5% may result in the cancellation of the order.

Hold Harmless: The supplier agrees to save harmless, indemnify, represent, and defend the RCOC Board, its officers, agents, and employees against any and all claims of whatsoever nature arising out of, or related to, the performance or non-performance of the work by the supplier, the supplier’s employees, or agents.

MIOSHA Regulations: All equipment, machinery, tools and vehicles must meet all MIOSHA standards to be considered.

Compliance with Applicable Laws and Regulations: The supplier specifically agrees to comply with any and all applicable State, Federal, and Local statutes, ordinances, and regulations, and with RCOC regulations during performance of the services and will require compliance of all subcontractors. Additionally, the supplier shall comply with the following: In accordance with Michigan 1976 PA 453, the supplier hereto agrees not to discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment, because of race, color, religion, national origin, age, sex, height, weight or marital status. Further, in accordance with Michigan 1976 PA No. 220, as amended, the parties hereby agree not to discriminate against an employee or applicant for employment with respect to hire, tenure, terms, conditions or privileges of employment, or a matter directly or indirectly related to employment, because of a disability that is unrelated to the individual's ability to perform the duties of a particular job or position. The supplier further agrees that it will require all subcontractors for this project comply with this provision.

Taxes: The RCOC, a government agency, is eligible for government pricing schedules and is tax exempt.

Payment: Payment shall be approximately 30 days after receipt of goods and correct invoice and all specifications herein being met, including the providing of a W-9 form to RCOC via email at acctspay@rcoc.org. The purchase order number must appear on all invoices.

Termination for Convenience RCOC may terminate this contract at any time for any reason by giving at least thirty (30) days’ notice in writing to the supplier. If the agreement is terminated by RCOC, the supplier will be paid for all outstanding invoices as of the date of termination.