Appendix A, John Deer Cons. OEM P_S.pdf

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SCOPE OF WORK/SPECIFICATIONS

OEM Authorized Parts & Repair of CDOT Equipment

The intent of this solicitation is to enter into multiple agreements to afford the Colorado Department of Transportation with Statewide, OEM Authorized Parts & Repair Services for CDOT Equipment.

CDOT intends to award this solicitation to all firms that are specifically authorized by the OEM to represent the equipment in the solicitation.

Vendor shall ensure that parts/labor be billed to the correct Maintenance Section of CDOT. When orders are placed, the vendor must assure that they receive the correct unit number, CDOT contact person’s name, billing address, and purchase order number.

CDOT will pay for parts and services acquired under this contract either by invoice referencing a CDOT Work Order and PO number, or for urgent purchases only, under $5000.00, by CDOT procurement card. All rates, pricing, and discounts shall be as offered in response to this solicitation, regardless of payment method.

PARTS:

Contractor must be an OEM authorized distributor for JOHN DEER CONSTRUCTION EQUIPMENT. Dealer stock items will be FOB Destination, Freight Prepay and Add. Parts to be available on a stock order within one week. Parts to be expedited will be available within 24 hours of being ordered by CDOT personnel, if the order is placed within the contractor’s daily parts ordering window deadline. Parts of factory back order will be expedited at no extra expense to CDOT except for shipping. Contractor must supply twice weekly delivery service to all areas at no extra charge to CDOT.

Contractors shall have the ability to ship parts to any area within the State of Colorado. For special orders requested by CDOT requiring overnight shipping, CDOT will incur the expense of shipping. CDOT will pay shipping costs on parts shipped from contractor stock delivered to destinations outside of contractor’s normal delivery areas.

The contractor shall ensure that parts will be billed to the correct department of CDOT.

CDOT personnel will be required to provide a work order number and a 8-digit CDOT unit number that the contractor will be required to reference on every invoice in addition to the name of the CDOT contact person placing the order.

In urgent cases the purchase may be made by procurement card. In all other cases, and especially if the cost is $5000 or greater, a PO number must be provided for the purchase and referenced on the invoice as well.

REPAIR SERVICES:

Contractor mechanics working on CDOT equipment must be certified by the OEM to be capable of performing repairs in compliance with recommended processes and be sanctioned to provide warranty repairs on the specific brand(s) of equipment listed in this solicitation.

The contractor will not have authorization for any repair without giving a quote on the repair labor and parts necessary to perform the work to CDOT. Only after CDOT has given the contractor a work order and purchase order numbers will work begin. On major repairs where a quote is given and unforeseen problems have occurred; the contractor must contact the CDOT representative prior to commencing any work that was not included in the original quote.

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Repairing of any one piece of equipment shall not take longer than two weeks’ maximum unless the CDOT representative has issued special authorization.

The contractor must have facilities with adequate floor space for the number of personnel and specialty equipment necessary to complete the required repairs in industry standard time frames. Prime work should be done in house and may not be performed by a sub-contractor without prior approval of CDOT.

CDOT reserves the option to inspect and approve vendor facility prior to award of contract.

A designated manager or quality control inspector must inspect all repaired units after completion of the work and prior to notifying CDOT to pick up equipment, to ensure that all necessary repairs have been completed and performed in a professional manner with high quality workmanship. The CDOT representatives will inspect and accept or reject the repairs to all equipment. The vendor at no additional charge to CDOT will perform any rework or additional work required to bring the equipment to an acceptable level.

INVOICING:

The contractor shall ensure that parts will be billed to the correct department of CDOT. CDOT personnel will be required to provide a work order number and a 8-digit unit number that the contractor will be required to reference on every invoice in addition to the name of the CDOT contact person placing the order.

In urgent cases small value purchases may be made by procurement card, in all other cases, and especially if the cost is $5000 or greater, a PO number must be provided by the CDOT person placing the order for the purchase and referenced on the invoice as well.

Firm Pricing:

a. Pricing must be valid for the initial term of the award.

b. Pricing to be submitted in the specified Unit of Measure.

c. All pricing submitted for bid evaluation must be rounded up or down to the nearest whole cent. Prices shall not exceed two decimal places (example $5.32). All pricing on the invoice must be in line with the bid price and may not exceed two decimal places.

d. Pricing must be all-inclusive (freight charges included). No extra charges will be allowed.

e. Pricing must be submitted in U. S. Dollars.

Bidder Pricing Schedule: Bidder is required supply pricing for the following:

Shop Labor Rate $_______________ Machine Shop Labor Rate $_______________ Field Service Rate/Hour $_______________ Mileage or Trip Charge $_______________ Parts Pricing: % Over Cost _______________

Parts pricing shall be bid as percentage of profit over bidder cost. Bidder must provide documentation of discount structure or method to establish cost.

Bidders shall attach a list of parts and repair facilities in Colorado where these rates will apply.

Delivery: Delivery of services in a timely manner is critical to the operations and maintenance of CDOT.

Therefore, as part of your bid, confirm below the expected delivery date services can commence after receipt of approved agreement document:

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Confirm Delivery Time: _______________________________________________

NOTE:

As of August 9, 2017 the Colorado Procurement Modernization Act is in effect. As a result the following terms for all existing and future contracts will be void as a matter of law under Colorado Revised Statute 24-106-109:

1. Any term that requires the State to indemnify or hold harmless the vendor or a 3rd party.

2. Any term that requires the State to agree to binding arbitration or any other binding extra-judicial dispute resolution process.

3. Any limitation of liability that includes bodily injury, death or damage to tangible property.

4. Any term that requires legal disputes to be handled by any laws other than those of the state of Colorado. All contracts shall be governed by Colorado law.

All contracts containing these terms shall otherwise be enforceable as if they did not contain such terms.

Supplier Information and Signature and cooperative purchasing language: All information must be supplied.

By your signature, you are verifying that you have read and accepted this solicitation in its entirety, that you are expressly authorized to sign, and that you agree to provide the goods and/or services as outlined in this solicitation in accordance with the State of Colorado Terms and Conditions.

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OEM Authorized Parts & Repair of CDOT Equipment