a - RFQ Instructions to Bidders - DOT 2013 Two Yard Loader.doc

STATE OF MAINE

Division of Purchases

REQUEST FOR QUOTATIONS

RFQ 17D 13040300000000000848

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 TWO YARD WHEEL LOADERS W/ACCESSORIES. Detailed specifications for these loaders and equipment are provided on attached pages.

CONTRACT PERIOD: The Buyer Purchase Order (also referred to herein as “contract”) that results from this RFQ will have 24-month duration from the date that the award is finalized by the State of Maine.

PRICES: Prices quoted by interested Bidders must remain firm for the 24-month 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.

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. Each Bidder’s price for all items must be submitted electronically in order for your response to be considered. The State reserves the right to award on a line item basis.

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”.

3) There are multiple line items found on this RFQ. Each Bidder must be specific on what that Bidder is offering.

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 emissions information, as described below, electronically in the VSS system with the Bidder’s quotation. Bidders shall warrant and certify that each wheel loader that is supplied pursuant to this RFQ and contract will, as of the date of delivery and must comply with the Tier 4 emission standards and certifications in accordance with 40 CFR Part 1039.

EVALUATION AND AWARD: The Division of Purchases and MaineDOT Fleet Service anticipate performing a bid evaluation process and the State reserves the right to make a single award or multiple awards, at the State’s sole discretion.

Pricing will be evaluated by combining the items and factoring in the total quantity of each item to determine the total price from each 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”.

ORDERING PROCEDURE: Following the closure of this bidding process, the State of Maine may make contract award(s) with the selected Bidder(s). The State, however, reserves the right not to make any contract awards, if it deems that it is in the State’s best interests to do so. If contract awards are made, they will be in the form of Buyer Purchase Orders and will be issued for the determined number of units to be purchased. If at any time during the contract period it is determined that additional units are required, then the State reserves the right to amend the awarded Buyer Purchase Order(s) to reflect the new quantity and associated cost.

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.

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.

DELIVERY: Initial delivery is expected to take place within 90 days from the issuance of a Buyer Purchase Order from the Division of Purchases. After the first vehicle has been delivered, MaineDOT Fleet Services requires a staggered delivery schedule, anticipating a minimum of two loaders per month. A Buyer Purchase Order will be awarded to the successful Bidder after bid evaluation is completed.

EXTENSION OF CONTRACT: The State reserves the right to extend contract(s) for as long as the model year bid is available.

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.

BIDDERS’ CONFERENCE: MaineDOT Fleet Services will hold a Bidders’ Conference on April 18 2013, at 8:30am in Augusta, Maine, at the MaineDOT Fleet Services Conference Room, located at the address listed below:

MaineDOT Fleet Services Large Conference Room

105 Capital Street

Augusta Maine, 04330 Bidders must adhere to the FAA-SRE Federal Requirements (please see the attached documents)