207-25_Bid_Document.pdf

Invitation to Bid: 207-25

Standard & Mowing Tractors

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this invitation to bid is to establish term contracts with qualified suppliers of Tractors and Turn-Key Mower Tractor Units. Quantities and types of equipment to be purchased by ODOT and Political Subdivisions through this contract are undefined.

Purchases will be made on an as needed basis.

Section 2: Multiple Award

ODOT will accept all responsive bids submitted on or before the specified bid opening date and make an award to all responsive bidders pursuant to O.R.C. 5513.02.

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. Bid Responses received prior to the deadline are stored, unopened, in the electronic file.

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

The effective duration of this contract shall be for twelve (12) months from the Date of Award.

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

The net unit bid prices submitted shall include delivery charges, Free on Board (F.O.B.)

Place of Destination to any of ODOT’s twelve (12) Districts and eighty-eight (88) county destination locations in the State of Ohio, as per the enclosed map: NOTE: Purchase orders/ordering documents when issued, will detail specific destination points.

District 1 - Lima District 7 - Sidney District 2 - Bowling Green District 8 - Lebanon District 3 - Ashland District 9 - Chillicothe District 4 - Akron District 10 - Marietta https://ohiopays.ohio.gov/

District 5 – Jacksontown District 11 – New Philadelphia District 6 – Delaware District 12 – Garfield Heights Central Garage – Columbus (CG) OPI/CCI – Chillicothe

Section 5: Delivery

Delivery of the vehicle(s) will be F.O.B. Destination to the ship to address listed on the purchase order (this includes Co-Op) locations.

Delivery of all placed orders must be completed within two hundred fifty (250) calendar days upon receipt of a 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 2:30 p.m., Monday through Friday, unless special permission is granted by the Department to temporarily waive or adjust this requirement.

5.2: Fuel and Diesel Exhaust Fluid

Each vehicle purchased through this contract must be delivered with a full tank of fuel and diesel exhaust fluid, if applicable.

Section 6: Purchase Orders

The awarded vendor must be able to provide the awarded vehicles through this contract and accept purchase orders throughout the entire duration of any resulting 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. The 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: Dealers and Service

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

ODOT is not responsible for incurring travel expenses.

Section 10: Fluids & Lubricants mailto:dot.cen.oem@dot.ohio.gov

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.

Section 11: Trade-In

The Ohio Department of Transportation reserves the right to offer used, operational equipment as trade-ins. Dealerships will be required to provide estimated trade-in values at the time a specific vehicle quotation is requested. Freight for the trade vehicle to the dealership will be FOB ODOT location and included in the freight charge for the new vehicle. At the time of delivery, dealerships have the right to re-evaluate the estimated trade in value. The Administrator of the Office of Equipment Management reserves the right to reject or refuse any trade-in allowances offered if it is determined by ODOT that refusal will be in ODOT’s best interest.

Quoted trade-in values must be held firmly. The only exception would be if damage occurred to the equipment being traded-in after the quotations have been accepted by ODOT. This change in the quotation must be preapproved by ODOT before the used equipment is transferred to the vendor. It is ODOT’s responsibility to notify the awarded vendor of any damage that has occurred after the award.

Section 12: Options List

All bidders are highly recommended to provide a complete manufacturer’s options list for the make and model bid. If ODOT plans to purchase a piece of equipment with an option that you had not bid, it could exclude you from consideration for that specific purchase.

This shall be included on pricing page excel options sheet.

Section 13: 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. Bidders shall submit this literature in both a hard copy and electronic format to ensure that this requirement is fully met.

By signing and 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 14: Price Change

All bid pricing shall not increase for the first sixty (60) calendar days after the date of the bid opening. Thereafter, a request for a price increase may be submitted in writing to the Department’s Office of Contract Sales along with all documentation that supports the need for the price increase. No price increase will be effective until it is approved by the Department and the Vendor is notified of such approval in writing. The price increase will take effect upon the date the Vendor is notified. In the event that a price increase is accepted by the Department, the Vendor may not seek an additional price increase for at least thirty (30) calendar days. The Department reserves the right to reject any proposed price increase, or to cancel the contract if such action is determined to be in the best interest of the Department.

In the event of a general price decrease, the Department shall be guaranteed full benefit of the price reduction for all undelivered purchase orders on the effective date of the decrease and thereafter. The Department will be entitled to a price decrease any time the Vendor sells a product or a service to any similarly situated customer for less than the price agreed to between the Department and the Vendor under this Contract. Any time the Vendor sells a product or provides a service to any customer or dealer for less than it is available to the Department under this Contract, the Vendor must notify the Department of that event within thirty (30) calendar days of its occurrence and immediately reduce the price of the affected goods or services to the Department under this Contract. If the Department believes it is appropriate, it will ask to renegotiate the price under this Contract of the goods and services affected by the general reduction in price. If the Vendor and the Department cannot agree on a renegotiated price, the Department will have the right, upon notice to the Vendor, to immediately remove the affected products and services from this Contract.

Section 15: 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 16: 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. IF THERE IS A QUESTION AS TO WHETHER OR NOT

YOUR COMPANY IS REGISTERED WITH OHIO SHARED SERVICES, PLEASE

CONTACT THE ODOT PURCHASING SECTION BY EMAIL AT:

CONTRACTS.PURCHASING@DOT.STATE.OH.US

http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx mailto:CONTRACTS.PURCHASING@DOT.STATE.OH.US