Attachment_C_SWC225_Specifications_Final_Revied_6.2.docx

Attachment C

Scope of Work and Specifications for SWC225 Equipment, Highway (Group One) and Heavy (Group Two) All Manufacturer’s Authorized Dealer(s) (“Contractor/s”)

RFI 32110-13856-13934

State of Tennessee (State) Department of General Services Central Procurement Office

Table of Contents

Contents

1.1 Purpose……………………………………………………………………………………………………………………….………………….…….….2

1.2 Scope.….………………………………………………………………………………………………………………………………………….……….2

1.3 Current Environment………………………………………………………………………………………………………….…………………

2.1 Account Manager….………………………………………………………………………………………………………………………………….4

2.2 Service Represenative/Technincian….……………………………………………………………………………………………………

2.3 Service Truck Requirements…..………………………………………………………………………………………………….……………

3.2 Equipment Ordering….………………………………………………………………..………………………………………………………………9

4.1 Hour Meyer Reading…………………………………….……..…………………………………………………………………………………….10

4.2 Delivery and Pre-Inspection…………………….…………………………………………………………………………………………………10

4.3 Documentation………………………….……………………………..……………………………………………………………………………….10

1.0 Overview

1.1 Purpose

The State of Tennessee (“State”) is seeking to establish a statewide contract to establish sources of supply for the acquisition of Equipment, Highway (Group One) and Heavy (Group Two) for all state agencies, and other Authorized Users such as local governments and higher education institutions (See Terms and Condition Event 13586 Highway/Heavy Equipment). This contract shall include equipment with factory installed options, parts, and labor.

1.1.1. Key Outcomes

The State wishes to contract with Manufacturer’s Authorized Dealer(s) (“Contractor/s”) whose responses best meet the key outcomes established in this section. In pursuing this contract, the State seeks to accomplish the following for Equipment, Highway (Group One) and Heavy (Group Two):

1. Establish a comprehensive, cost effective program for the acquisition of equipment, parts, options, and labor.

2. Establish a broad network of dealerships, representing a broad spectrum of equipment manufacturers, able to meet stated needs.

3. Expand access to the entire lineup of manufacturer equipment makes and models.

4. Simplify pricing and contract terms to drive cost savings for equipment, parts, options, and labor

1.2 Scope

The scope covers all model year equipment under production or that will be placed into production by manufacturers under each manufacturer’s program. Highway (Group One) and Heavy (Group Two) are the equipment types covered by this solicitation and any resulting contract. See the lists below.

Highway (Group One)

Heavy (Group Two)

The introduction of any new applicable models or series by the manufacturer, not initially included in the contract, shall be incorporated into the contract when introduced by the manufacturer per the MOU clause as outlined in the T&C’s.

Leasing or rental of equipment is not a part of the scope and will not be part of the resulting contracts.

1.3 Current Environment

The following are estimates of what the State spent from November 2021 through April 2026. These estimates are based on previous usage and are not to be considered by the Manufacturer or Contractor as a commitment by the State to purchase any specific volume of equipment.

Group 1 – Equipment, Highway Estimated Annual Spend

Group 2 – Equipment, Heavy Spend to Date

2.0 General Requirements

2.1 Account Manager

Each Contractor shall be responsible for identifying a single point of contact that will be the Account Manager for the State contract. The Contractor shall provide information for a secondary contact at their dealership who will act as a backup to the Account Manager should the Account Manager be unavailable for any reason. The Contractor shall be responsible for notifying the State, in writing, of any changes to the Account Manager or secondary contact. The responsibilities of the Account Manager include, but may not be limited to, the following:

A. Receiving electronic transmittal of equipment specifications.

B. Coordinating responses to Customers.

C. Assisting Customer with ordering of equipment as may be necessary.

D. Assisting Customer with contract as may be necessary.

E. Coordinating with the State Contract Manager as may be necessary.

2.2 Service Representative/Technician

A. Highway (Group One)

Each Contractor shall be responsible for providing information regarding their service organization for the State contract. Each Contractor must have dedicated/full time manufacturer product support service representatives and factory service technicians within the State.

B. Heavy (Group Two)

1. In addition to the Highway Group One requirement above, each contracted Contractor must have a minimum of 6 dedicated fulltime manufacturer trained and certified product support service representatives within each Tennessee Department of Transportation (TDOT) Region in which they are bidding. This is to include general manager, parts manager, parts counter personnel, sales manager, sales personnel, and service writer if they have received product training.

2. In addition to the Highway Group One requirement above, each Contractor must have a minimum of 8 manufacturer trained and certified service technicians within each TDOT Region in which they are bidding.

2.3 Service Truck Requirements

A. Highway (Group One)

Each Contractor must have a manufacturer support field service truck within the State.

B. Heavy (Group Two)

In addition to the Highway Group One requirement above, each Contractor must have a minimum of 4 manufacturer support field service trucks within each TDOT Region in which they are bidding. Each truck shall be a minimum of 15,000 GVWR, with crane, air compressor and laptop computer with real time factory connectivity.

2.4 Parts Counter and Inventory Requirements

A. Highway (Group One) Each Contractor shall be responsible for maintaining inventory at a Parts Counter location(s) within the State. The Contractor must provide the State access to the Parts Counter a minimum of 5 days a week. The Contractor must provide 24-hour Emergency Parts Ordering availability via an online ordering portal. All equipment must have SAE Hydraulic fittings (No British Standard fittings allowed).

B. Heavy (Group Two) In addition to the Highway Group One requirement above, each Contractor must have a minimum $175,000.00 manufacturer parts inventory retail value in each TDOT region in which the Contractor is awarded. Parts inventory shall be brand specific parts for the catalog being bid. The Contractor shall provide additional 24/7 availability to parts counter during emergency events.

2.5 Parts Drop Locations

A. Highway (Group One) Each Contractor must have parts drop location(s) in the TDOT regions that they are bidding OR provide daily overnight direct drop ship delivery to all 22 TDOT Regional/District garages during normal business hours. Parts delivery shall also be provided after normal business hours during emergency events.

B. Heavy (Group Two) Each Contractor shall have a minimum of 5 parts drop location(s) in the TDOT regions that they are bidding OR provide daily overnight direct drop ship delivery to all 22 TDOT Regional/District garages during normal business hours. Parts delivery shall also be provided after normal business hours during emergency events.

2.6 Dealership Requirements and Service Facility Requirements A. Highway (Group One) The Contractor must have at least one Manufacturer’s authorized full-service dealership for the brand(s) they are bidding within the State. This dealership must be accessible to all regions bid. The Contractor must submit a letter from the manufacturer listing the locations, names and addresses of the dealership and service facilities within the State.

B. Heavy (Group Two) In addition to the Highway Group One requirement above, the Contractor must have a Manufacturer’s Authorized Dealer(s) with servicing facility in every TDOT region they are bidding. The Contractor must submit a letter from the manufacturer listing the locations, names and addresses of the dealership and service facilities. Each listed Manufacturer’s Authorized Dealer(s) facilities from the manufacturer must meet the requirements as stated in ALL qualifications listed.

2.7 Dealership Labor/Service Requirements

A. Highway (Group One) Each Contractor shall have the ability to provide technician service/repairs at contractor’s facility and onsite field service/repairs. The Contractor shall provide a technician labor rate for service/repairs at their service locations as well as a technician labor rate for field service/repairs. The Contractor shall also provide a technician labor rate for services/repairs performed outside of normal business hours. Outside of normal business hours is defined as: between 4:30 p.m. and 7:00 a.m., Monday thru Friday, 24 hours a day Saturday and Sunday, and all state recognized holidays. Contractor’s contract administrator will be the contact for afterhours service and must respond to a request within thirty minutes. If contractor fails to respond within thirty minutes the state has the right to pursue other avenues for service/repairs.

The Contractor may charge a field service trip charge when dispatching a service technician to our location. This charge will be a charge per mile, one direction based on section 6.2. of the Terms and Conditions. Please reference the link below to the State of TN F&A policy “State Comprehensive Travel Regulations” which outlines the rate per mile.

2025 Mileage Rates for Travel Reimbursement B. Heavy (Group Two) In addition to the above requirements, the Contractor shall provide a technician onsite within three hours of a request by the state for a field service/repair. If contractor fails to respond within three hours the state has the right to pursue other avenues for service/repairs

2.8 Manufacturer Build-Out / Order Deadlines

Each Contractor shall furnish State Contract Manager with order deadlines in writing by model series number a minimum of thirty (30) days prior to deadline. Order deadlines not designated by series number will not be accepted. Each Contractor shall be responsible for fulfilling all purchase orders issued pertaining to each series in which a deadline has not been provided in accordance with the stated requirement. Only one order deadline will be permitted for each model series.

Model year build out order deadlines will be posted for each manufacturer’s model as they become available. After model year build out deadline, “in stock” models may be available through the Contract from the awarded contract dealers. Agencies should contact the awarded contract dealer for availability and delivery for orders placed after the deadline has passed.

2.9 Federal and State Standards

It is the intent of the State that all specifications herein are in full and complete compliance with all United States of America and State of Tennessee laws, requirements, and regulations applicable to the type and class of Commodities and contractual services being provided. This includes, but is not limited to, Federal Motor Equipment Safety Standards, Occupational Safety and Health Administration, and/or Environmental Protection Agency Standards, including any Engine Tier Standards. In addition, any applicable federal or State legislation that should become effective during the term of the Contract, including any renewals, regarding the commodities and contractual services shall immediately become a part of the Contract. The Contractor must meet or exceed any such requirements of the laws and regulations. If an apparent conflict exists, the Contractor must contact the State Contract Manager immediately to rectify.

2.10 Equipment Warranty

The Standard Manufacturer Warranty shall apply to all models. A properly executed warranty must be delivered with the equipment. The warranty shall not become effective until the unit is delivered. The warranty shall not be affected by any aftermarket equipment installed on the delivered equipment, including paint. For warranty of aftermarket equipment or paint, Dealer may utilize a third-party warranty to meet this requirement.

2.11 Recall Notices

Each contracted Manufacturer’s Authorized Dealer(s) shall notify the State within 24 hours of any equipment recall due to safety-related defects, lack of compliance with federal safety standards or failure to meet federal emissions standards, whether ordered by the manufacturer or the National Safety Council (NSC), or the American National Standards Institute (ANSI). Upon notification, Manufacturer/Dealer shall work with the State to develop a remediation plan to correct the problem for equipment affected by the recall purchased under the Contract in a timely manner.

3. Equipment Ordering

3.1 Request for Quote per Specifications

Upon receipt of a request for quote that includes equipment specifications from the Customer, Manufacturer’s Authorized Dealer(s) shall have up to 72 hours to electronically transmit a quote to the Customer including the following information:

A. Equipment being proposed to meet specifications.

B. Detailed equipment specifications.

C. Detailed list of optional equipment and/or manufacturer/third party installed equipment that must be added to meet specification; and D. Estimated delivery date of equipment (If a certain delivery timeframe is required by the State, it will be included in the request for quote).

In addition, Manufacturer’s Authorized Dealer(s) shall provide detailed pricing for the proposed equipment/s, including the following information:

1. Base equipment invoice pricing (If multiple equipment is being requested, volume discount pricing should be provided);

2. Invoice pricing for all optional equipment (as required);

3. Invoice pricing for all manufacturers installed equipment (as required);

4. Volume incentives being offered.

5. Manufacturer and/or dealer incentives being offered.

6. Net Invoice Pricing for equipment (Catalog pricing less percentage discount); and

7. Total cost of equipment.

Electronic transmission of the quote back to the customer may be provided through e-mail or through use of a secure website provided by the Dealer.

3.2 Equipment Ordering

After receipt of all Manufacturer’s Authorized Dealer(s) price sheets, the Customer shall review all pricing to verify that the quotes meet the provided specifications. The Customer will then make a determination as to which equipment to order. Customer shall then place a Purchase Order with the Manufacturer/Dealer in the prescribed method for the equipment that has been identified as the best option to the Customer.

Manufacturer’s Authorized Dealer(s) shall provide ordered equipment with all manufacturer equipment offered as standard equipment for each model and shall not delete options at time of order.

Electronic transmission of the Purchase Order may be provided through e-mail or through use of a secure website provided by the Manufacturer’s Authorized Dealer(s).

4. Equipment Delivery

4.1 Hour Meter Reading

All equipment must be new. Demonstration, lease, or rental models are not acceptable. The maximum hours allowed for any equipment to be considered acceptable shall be 20 hours.

4.2 Delivery & Pre-Delivery Inspection

Prior to delivery of any equipment, the dealer should make arrangements with the ordering entity for the purpose of scheduling delivery and conducting an inspection of the equipment. All equipment is subject to inspection to establish conformity to specifications prior to acceptance. Equipment shall be ready for immediate operation. Pre-delivery servicing and adjustments shall include, but not be limited to, the manufacturer’s recommendations as well as the following:

A. Complete lubrication of operating chassis, engine, and mechanisms with Manufacturer’s recommended grades of lubricants.

B. Check / Fill all fluid levels to assure proper fill.

C. Adjust engine(s)/motor(s)/drive(s) to proper operating condition(s).

D. Check to ensure proper operation of all accessories, gauges, lights, and mechanical and hydraulic features.

E. Inspect electrical, braking and suspension systems.

F. Charge battery.

G. Inflate tires to optimal pressure.

H. Fuel tank shall have a minimum of a quarter tank of appropriate fuel at time of delivery.

I. Equipment must be clean and thoroughly detailed prior to delivery. Equipment must be delivered free of any decal or other attached item identifying the dealer. The equipment is expected to be completely cleaned and operational at the time of delivery/pickup.

J. All factory defects must be corrected prior to delivery; and K. Provide two (2) pre-tested keys when applicable. The equipment key code must be provided, attached to the keys.

4.3 Documentation

The following items should be delivered with each equipment purchase:

A. Completed Pre-Delivery Inspection Form.

B. Operator’s or Owner’s Manual.

C. Manufacturer’s Warranty Information.

D. Dealer Specification Quote (when applicable);

E. State Supplied Purchase Order; and F. Manufacturer/Dealer Invoice.

Alternatively, Customer may request that the above items be delivered to a central location or office prior to equipment delivery.