b - Special Bid Instructions - DOT 2013 Two Yard Loader.doc

SPECIAL BID INSTRUCTIONS

for

RFQ 17D 13040300000000000848

TWO YARD WHEEL LOADERS,

AND ACCESSORIES

Multiple factors, as defined below, are important in determining the award of this bidding process and the quantity of units awarded.

It is expected that the selected vendors or manufacturers will deliver a pre-determined number of units per month. Beginning and ending dates of delivery will be negotiated and finalized after award of bid at the pre-production meeting (described below). A tentative delivery schedule for completed vehicle delivery must be submitted with each bid and must be signed by the individual who is responsible to make such a commitment. Any bid submitted without a signed tentative delivery schedule may be rejected by the State.

Failure to meet delivery schedules upon the part of dealers or accessory suppliers will be penalized by a fine of $100.00 per work day per vehicle and may be deductible from the payment due for any completed unit. The penalty will take effect at the completion of 30 calendar days from the promised day of delivery. If the delay is caused by an "Act of God" such as flood, blizzard, hurricane, or a strike which is not directly under the supplier's control, then the penalty will not apply.

Suppliers, dealers, and/or vendors (Bidders) will be responsible for poor workmanship from the date the vehicle is placed in service. In addition, any vehicle returned to the supplier for adjustments, corrections or repairs due to poor workmanship (poor workmanship is defined as anything that is less than what would be generally acceptable by the trade) will be fined as of the day the poor workmanship becomes evident, and until the correction is made and the vehicle returned to service, at a rate of $25.00 per calendar day per vehicle and may be deducted from the retent or payment due for any completed unit. Any and all penalties may be waived at the discretion of Fleet Services.

When the finished units are completed, they will either be delivered to the MaineDOT Fleet Services Augusta location or to the selling vehicle dealer if cab and chassis pre-delivery work is required. If pre-delivery work is required, the selling dealer will make final delivery to MaineDOT Fleet Services.

Proper assembly of the completed units is paramount to the correct operation and longevity of the equipment being purchased. MaineDOT Fleet Services will therefore require that a pre-production meeting be held at MaineDOT Fleet Services’ headquarters, between the representatives of MaineDOT Fleet Services, the selected dealer, all major component suppliers, if necessary, and the final assembler of the completed unit. This meeting will occur following contract award and prior to assembly and acceptance of any pilot unit for each item as listed in the RFQ. MaineDOT Fleet Services, at its discretion, may waive any or all pre-production meetings.

Any or all accessory equipment required as part of this bid must be tested and certified by the installer or assembler of such equipment as fully operational and functional on the day of delivery to MaineDOT Fleet Services. MaineDOT Fleet Services may, at its discretion and expense, station an inspector at the site or place of assembly of any or all of the accessory equipment to test such equipment and inspect the workmanship involved before the completed unit leaves the place of final assembly. Any unit not passing the inspection by MaineDOT Fleet Services must be corrected before delivery.

Since the continuous operation of the vehicle and/or equipment as specified is of the utmost importance and potentially of an urgent nature, it is necessary that the successful Bidder be in a position to render prompt parts and, if necessary, service. The successful Bidder and accessory supplier must maintain and/or have a permanent presence and access to parts inventory within the State of Maine. The parts inventory shall be applicable to the vehicles and/or equipment supplied to the State of Maine, and must be of sufficient quantity and variety to offer a level of parts availability of 95% within 48 hours from time of order by MaineDOT. Availability of normally expendable items such as filters, belts, hydraulic lines and hoses shall not exceed 24 hours. Bidder shall attach a proposed program for parts and service availability for evaluation. Review of the Bidder's ability to provide prompt parts and service may be a determining factor in contract award. Upon award of bid and before delivery of vehicles or equipment, MaineDOT must receive a complete list of parts containing part description, manufacturers part number, etc. for the entire vehicle or equipment, including any or all accessories which are supplied as part of the Bidder’s offer. This does not relieve the Bidder from supplying repair or other manuals as required in the individual specification.

The manufacturer of the loader chassis and cab must furnish, at a minimum, the manufacturer's warranty, the dealer, vendor, or contractor supplying the accessory equipment must guarantee or provide a warranty in writing of all other items of allied equipment including, but not limited to snow plow equipment, hydraulic systems, and electronic/electrical controls against faulty workmanship and materials for a minimum period of one year from the date the unit is placed in service by MaineDOT Fleet Services. Replacement of faulty units, assemblies or parts shall be made by the dealer, vendor, or contractor supplying the affected part, at no cost to MaineDOT Fleet Services. All warranties and guarantees are to become effective the date the completed unit is placed in service by MaineDOT Fleet Services.

During the term of the manufacturer’s warranty MaineDOT Fleet Services reserves the right to perform any and all warranty work "in house" to meet operational needs or demands with the exception of major engine, transmission, and rear axle rebuild or repair. MaineDOT Fleet Services will recover all parts and labor cost (labor time as allowed by manufacturer's flat rate manual x MaineDOT Fleet Services standard labor rate at the time of repair) by billing the manufacturer, dealer, or accessory supplier. The manufacturer's flat rate manual must be supplied at time of bid.

O.E.M. parts may be supplied at no cost by the manufacturer or dealer for warranty service and will not be billed by MaineDOT Fleet Services, or may be purchased by MaineDOT Fleet Services on the open market to meet operational demands and billed to the dealer or accessory supplier. Any and all defective parts will be returned to the manufacturer or dealer upon request. Additionally, Fleet Services will perform no other paper work other than what is necessary for MaineDOT Fleet Services to track the cost of warranty repair through its own billing system.

Manufacturers, dealers or vendors who are selected to supply any equipment, vehicles or accessories to MaineDOT Fleet Services, must place MaineDOT Fleet Services on a mailing list to provide warranty recalls and/or technical updates or service bulletins. Address this correspondence to the Manager's Office of MaineDOT Fleet Services, 105 Capitol Street, Station #26, Augusta, Maine 04333.

MaineDOT Fleet Services reserves the right to reject any bid/or bids that deviate from the specifications. MaineDOT Fleet Services also reserves the right to split or divide the bid based on prior history or experience with the bidder or subcontractor and/or prior history or experience with equipment offered. Furthermore, MaineDOT Fleet Services reserves the right to request, and must in a timely fashion be provided, information for clarification.

The award will be made on a best value basis to the vendor that either meets or most closely meets the specifications, while taking price and delivery into consideration.”

For the purposes of this bidding process, other “Best Value” factor may include the following:

1. Quality of equipment supplied;

2. Fuel consumption;

3. Training offered

4. Most closely meeting specifications

5. Life cycle costing comparison;

6. Price;

7. Timeliness of delivery; and

8. Serviceability and related logistics.

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