Bear Creek Landmaster UTV specifications.docx

DCR—Bear Creek State Park Landmaster UTV

Department of Conservation and Recreation Landmaster UTV Unsealed Solicitation

I. PURPOSE: The intent of this Quick Quote is to obtain a fixed price bid to furnish and deliver a new Landmaster 4x4 Electric UTV or approved equal meeting the minimum specifications, accessories, delivery requirements and warranty requirements per specifications below.

II. SPECIFICATIONS:

· A. New Landmaster 4x4 Electric UTV or approved equal meeting the minimum base specifications, accessories and delivery requirements per specifications below.

Landmaster Amp Base: 4x4 Dual cab, 48volt lithium-ion battery, 18-kW AC motor, 30 mph, 50-mile range, tow 1500 lbs., direct drive, on-board charger with factory authorized service center within 60 miles of park.

· B. Specific additional accessories:

· Steel dump bed

· Streetlights and horn kit

· Soft cab enclosure

· Split folding windshield

· Roof

· C. DELIVERY/PICKUP REQUIREMENTS:

1. Supplier shall deliver within 45 days of award of the bid or agency approved timeframe upon award. If item is not in stock, the alternate delivery timeframe must be specified in the comments of the bid.

2. Bid must include delivery to the following location:

Bear Creek State Park 22 Bear Creek Lake Rd., Cumberland, VA 23040 Contact: Joey Dayton 804-492-4410

3. Supplier shall notify 48 hours prior to delivery to the listed contact.

III. BID INSTRUCTIONS:

Electronic Bid Submissions ONLY will be accepted for this solicitation.

1. Supplier must provide bid to include delivery and any minimum listed items that are not standard.

2. Supplier must provide cut sheets marked showing the bid model meets the minimum requirements of the specifications listed at time of bid.

3. Bidders are solely responsible for reviewing, complying, and returning a complete and responsive bid. Failure to submit any of the required information may result in the bid being declared non-responsive.

4. If a bidder needs assistance submitting an electronic response, the Bidder must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov well in advance of the bid closing date and time.

IV. GENERAL TERMS AND CONDITIONS: See additional attachments entitled “General Terms and Conditions”.

V. SPECIAL TERMS AND CONDITIONS:

A. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the agency shall be bound hereunder only to the extent that the legislature has appropriated funds that are legally available or may hereafter become legally available for the purpose of this agreement.

B. AWARD: The Commonwealth will make the award on a line-item basis to the lowest responsive and responsible bidder(s) that is a DSBSD-certified micro business if such a bid is received, provided that the bid is less than $10,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the contract shall be made to the lowest responsive and responsible bidder(s) that is a DSBSD-certified small business if such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not present, then award shall be made to the lowest responsive and responsible bidder(s) of any size, provided the agency in its sole discretion determines that the price is fair and reasonable. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to delete items prior to making an award.

C. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the end of the (60) days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

D. BID PRICES: Bid shall be in the form of a firm all-inclusive price for each Line of interest.

E. eVA ORDERS AND CONTRACTS: The solicitation/contract will result in one purchase order(s) with the applicable eVA transaction fee assessed for each order.

F. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete and shall include all applicable mobilization and labor charges; extra charges will not be allowed.

G. PRODUCT INFORMATION: The bidder shall clearly and specifically identify the product being offered and enclose complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the Commonwealth to determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be considered nonresponsive.

H. PRODUCT AVAILABILITY/SUBSTITUTION: Substitution of a product, brand or manufacturer after the award of contract is expressly prohibited unless approved in writing by the Contact Officer. The Agency may, at its discretion, require the Contractor/Vendor to provide a substitute item of equivalent or better quality subject to the approval of the Contract Officer, for a price no greater than the contract price, if the product for which the contract was awarded becomes unavailable to the Contractor/Vendor.

I. TRANSPORTATION AND PACKAGING: By submitting their bid, all Bidders certify and warrant that the price offered includes delivery. Extra charges are not allowed.

J. eVA BUSINESS-TO-GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS: The eVA Internet electronic procurement solution, web site portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for vendors to conduct business with state agencies and public bodies. All vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-procurement solution by completing the free eVA Vendor Registration. All bidders or offerors must register in eVA and pay the Vendor Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.

Vendor transaction fees are determined by the date the original purchase order is issued and the current fees are as follows:

1. For orders issued July 1, 2014, and after, the Vendor Transaction Fee is:

0. DSBSD-certified Small Businesses: 1%, capped at $500 per order.

0. Businesses that are not DSBSD-certified Small Businesses: 1%, capped at $1,500 per order.

1. Refer to Special Term and Condition “eVA Orders and Contracts” to identify the number of purchase orders that will be issued as a result of this solicitation/contract with the eVA transaction fee specified above assessed for each order.

For orders issued prior to July 1, 2014, the vendor transaction fees can be found at www.eVA.virginia.gov.

The specified vendor transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, typically within 60 days of the order issue date. Any adjustments (increases/decreases) will be handled through purchase order changes.

K. WARRANTY (COMMERCIAL): The contractor agrees that the goods or services furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available to the Commonwealth by any other clause of this solicitation and rights and remedies permitted under applicable law. A copy of this warranty should be furnished with the bid/proposal.

VI. METHOD OF PAYMENT: The Contractor/Vendor shall invoice after completion of work or shipment of goods approved by Contact. Payment will be made under the Commonwealth of Virginia payment terms and conditions. Net 30.

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