REQUIREMENTS DOCUMENT

Compact Articulated Tractor System and Attachments

[DATE TBD]

I. BACKGROUND INFORMATION

The National Institute of Standards and Technology (NIST), Office of Facilities and Property Management (OFPM), Grounds Services and Support provide services to the Gaithersburg campus in the form of general grounds services, which includes ornamental bed maintenance, sports field maintenance, reforestation maintenance, turf mowing, curb and sidewalk edging, pond maintenance, and snow removal.

The Government requires a new compact articulated tractor system capable of supporting year-round grounds maintenance activities using compatible attachments from an integrated equipment platform. The system must be capable of safe operation on uneven terrain, pond banks, and slopes up to 30 degrees with continuous operation when equipped in accordance with the manufacturer's requirements and recommendations.

The reference product is the Ventrac 4520Y with Kubota D902 diesel engine and the listed Ventrac attachments and accessories, or equal. The reference product replaces a 1985 Hustler Hillsider that was excessed due to safety issues and had multiple attachments used for grounds maintenance and snow removal.

II. SCOPE

The Contractor shall provide one new Ventrac 4520Y Tractor with a Kubota D902 diesel engine, or equal compact articulated tractor system, with enclosed cab and heat, compatible attachments and accessories, equivalent to the listed below, manuals, warranty, FOB Destination delivery, and training.

III. BRAND-NAME OR EQUAL/MINIMUM REQUIREMENTS

A. Brand-Name or Equal Description

The brand names, model numbers, and part numbers identified in this document are provided as reference products to describe the required level of quality, performance, configuration, compatibility, and functionality. The words "or equal" apply to each brand name, model number, and part number identified below. Equal products will be considered if they meet or exceed the salient physical, functional, and performance characteristics stated in this document.

If proposing an equal product, the Contractor shall provide sufficient information with its quote for the Government to determine technical acceptability. At a minimum, the quote shall identify the manufacturer, model, part numbers, and configuration of the proposed system and shall include manufacturer literature, specifications, warranty documentation, and a compliance matrix or narrative that explains how the proposed equal product meets each salient characteristic.

Unsupported statements of equivalency are not sufficient. The Contractor shall identify all deviations from the reference product or from the requirements stated in this document.

A quote for the reference Ventrac system is acceptable if it includes the required tractor, attachments, accessories, manuals, warranty, delivery, demonstration, and training described in this document.

B. General Requirements

• All items shall be new, commercially available, production-model items. Used, remanufactured, experimental, prototype, or custom-developed equipment will not be considered for award.

• Gray market items, including items not authorized for sale in the United States by the original equipment manufacturer (OEM), are not acceptable.

• The system shall be configured as a complete integrated equipment package. All attachments shall be compatible with the proposed tractor or power unit without requiring Government modification.

• The system shall include all OEM documentation, operator manuals, parts manuals, service manuals, and attachment manuals in English.

• The system shall include all required safety equipment, markings, guards, warning labels, and manufacturer-recommended components necessary to operate the proposed system safely.

• The proposed system shall be suitable for NIST grounds maintenance functions, including mowing, sports field maintenance, edging, sweeping, snow removal, spreading, power raking, turbine blowing, and pond-bank/slope maintenance.

C. Salient Characteristics for Equal Products

• Compact articulated tractor or equivalent single-operator grounds maintenance power unit designed for year-round commercial grounds maintenance operations.

• Diesel engine or equivalent OEM-supported engine configuration capable of operating the proposed tractor and all required attachments under manufacturer-recommended operating conditions.

• Manufacturer-rated continuous safe operation on slopes up to 30 degrees when equipped with the proposed tires, wheels, counterweights, ballast, dual wheels, or other manufacturer-required components.

• Integrated attachment system that allows the same tractor or power unit to operate each required attachment listed in this document.

• Enclosed cab with heat and defrost capability for snow removal and cold-weather operations.

• Heated suspension seat or equivalent operator comfort feature suitable for multi-season grounds maintenance operations.

• Lighting, hazard/turn indicators, strobe or warning light, backup alarm, and digital slope gauge or equivalent slope-indication safety feature.

• Three-point hitch or equivalent rear attachment capability, rear 12-volt power or equivalent electrical power source, and hydraulic top link or equivalent hydraulic adjustment capability, if required for the proposed system.

• Attachment-change and control system suitable for routine use by NIST grounds personnel without special fabrication or noncommercial modification.

• Warranty, service, and parts support sufficient to maintain the equipment in operational condition during the warranty period.

D. Required System Components

Item Reference Product (Brand Name or Equal)

Minimum Required Function / Salient Characteristics

0001-1 Qty 1 - Ventrac 4520Y (39.51217) with Kubota D902 engine, or equal

Compact articulated tractor or equivalent grounds maintenance power unit. Must include weight transfer or equivalent traction/ballast feature, operator controls suitable for attachment operation, rear weights or equivalent ballast, front fenders or equivalent protection, foot pegs or equivalent operator support, and configuration required for 30-degree continuous slope operation.

0001-2 Reference accessory package: 3-point hitch kit 70.4160-99; heated suspension seat 70.4167-99; PRO kit 70.4200-99;

armrest kit 47.0452; rear 12-volt plug 70.4179; backup alarm 70.4181; 3-n-1 hitch adapter 39.56114; suitcase weights 47.0115; hydraulic top link 70.4038; or equal

Accessory package shall provide equivalent hitching, seating, operator comfort, electrical, backup alarm, adapter, ballast/counterweight, and hydraulic adjustment capability necessary for the proposed tractor and attachments.

0001-3 Qty 1 - Ballpark groomer package: DR540 (39.55285), groomer brush 70.8156, groomer drag 70.8154, mid-weight bar 70.4137, additional weights 47.0115; or equal

Ballpark groomer attachment package for sports field/infield grooming. Must include grooming brush and drag functionality and any required weight bars/counterweights or equivalent components for proper operation.

0001-4 Qty 1 - Ballpark renovator DG550 (39.55280) with additional weights 47.0115; or equal

Ballpark renovator attachment for sports field/infield renovation, including required weights/counterweights or equivalent components for proper operation.

0001-5 Qty 1 - Edger ED202 (39.55332), optional blower kit 70.8020, additional weights 47.0115; or equal

Edger attachment capable of curb and sidewalk edging, with debris clearing/blower functionality and required weights/counterweights or equivalent components for safe and effective operation.

0001-6 Qty 1 - Broom KJ520 (39.55401) with 12-volt actuator kit 70.8211; or equal

Power broom or equivalent sweeping attachment capable of grounds, pavement, and snow-related sweeping operations, with powered angle/actuation or equivalent control functionality.

0001-7 Qty 1 - Cab kit KW454 (70.2018), hazard/turn light kit 70.8272, strobe light 70.8161, defroster fan 70.2018-1, cab heater kit 70.2014-51; or equal

Enclosed cab package suitable for winter operations. Must include heat, defrost or defogging capability, hazard/turn lights or equivalent warning lights, and strobe/warning light or equivalent visibility feature.

0001-8 Qty 1 - Drop spreader SA252 (70.2017), rear 12-volt plug 70.4179, hopper extension 70.8149; or equal

Drop spreader attachment for grounds maintenance or winter material spreading. Must include any required electrical power and hopper extension or equivalent capacity/accessory required for the proposed system.

Item Reference Product (Brand Name or Equal)

Minimum Required Function / Salient Characteristics

0001-9 Qty 1 - V-blade SE530 (39.55275) with snow containment flap 70.8205; or equal

V-blade snow plow or equivalent snow removal blade attachment, including snow containment flap or equivalent component for snow control.

0001-10 Qty 1 - Snow blower KX523 52 inch (39.55427), 12-volt actuator kit 70.8025, deep snow kit 70.8072; or equal

Snow blower attachment with a minimum nominal clearing width of 52 inches, powered chute/deflector actuation or equivalent control, and deep-snow capability or equivalent configuration.

0001-11 Qty 1 - Power rake KG540 (39.55436); or equal

Power rake attachment for turf, soil, and grounds renovation functions compatible with the proposed tractor system.

0001-12 Qty 1 - Flail mower MY722 72 inch fast cut (39.55149); or equal

Flail mower attachment with a minimum nominal cutting width of 72 inches, suitable for turf and field mowing operations and compatible with the proposed tractor system.

0001-13 Qty 1 - Turbine blower ET202 (39.55341) with light kit 70.8230; or equal

Turbine blower or equivalent high-volume blower attachment, including lighting or equivalent visibility feature if required for the proposed configuration.

0001-14 Qty 1 - Canopy kit 70.4169 and canopy fan 70.4170; or equal

Canopy and fan or equivalent warm-weather operator protection/comfort package compatible with the proposed tractor system. If the proposed cab configuration makes a separate canopy unavailable or unnecessary, the Contractor shall explain the equivalent protection offered.

0001-15 Qty 1 - Digital slope gauge 70.4140; or equal

Digital slope gauge or equivalent slope-indication system that provides the operator with slope/grade awareness during operation.

0001-16 Manuals: operator manual, parts manual, service manual, and manuals for all purchased attachments; or equal

English-language operator, parts, and service manuals for the tractor/power unit and all supplied attachments and accessories. Manuals may be provided in hard copy or electronic format if accessible to NIST personnel.

IV. PLACE OF PERFORMANCE

Manufacture’s facility. Delivery, inspection, acceptance, and training shall occur at NIST’s Gaithersburg Campus.

V. PERIOD OF PERFORMANCE/LEAD TIME

Three months, or as soon as possible after contract award based upon build time of the system and the attachments.

VI. DELIVERY TERMS

Delivery shall be F.O.B Destination and shall occur in accordance with the delivery due dates provided in the above table.

FOB Destination means: The contractor shall pack and mark the shipment in conformance with carrier requirements, deliver the shipment in good order and condition to the point of delivery specified in the purchase order, be responsible for any loss of and/or damage to the goods occurring before receipt and acceptance of the shipment by the consignee at the delivery point specified in the purchase order; and pay all charges to the specified point of delivery. The contractor shall deliver all Line Items to:

National Institute of Standards and Technology (NIST) Grounds Service and Support 100 Bureau Drive, Building 309 Gaithersburg, MD 20899 Patrick Murphy Grounds Supervisor Building 309

***Due to ongoing limited site access of the NIST facilities, the Awardee SHALL confirm with the Designated Government Official and the Contracting Officer prior to ANY shipment to NIST***

VII. TRAINING

Delivery, demonstration, and training for the system and attachments by an authorized manufacture’s representative within three days of delivery.

The contractor shall conduct a training session for up to six users at NIST. The training shall provide a thorough demonstration of all tractor and attachment functions, maintenance, and basic troubleshooting. The training may be completed at NIST Monday – Friday during the operating hours of 6:30am to 4:00pm immediately after delivery or must be completed no later than three days after delivery.

VIII. INSPECTION & ACCEPTANCE

In addition to the inspection and acceptance terms articulated in 52.212-4, the Government reserves the right to perform such performance tests and evaluations as defined below to verify specified system performance. Such tests and evaluations, if performed, shall be conducted within the environment that the system is to be operated. The Contractor has the right to be present during the tests and evaluations, if performed, at the Contractor’s expense.

Performance Tests:

1. Tractor functions and attachment functions.

A visual inspection of the equipment will be performed by the NIST TPOC to identify surface defects or any form of indication that any equipment was damaged during transport to NIST. The Government shall have sole discretion to require repair or replacement of damaged and/or nonconforming supplies at no cost to the Government. The Government at any time prior to acceptance shall reject the equipment due to defects and/or nonconformance. The vendor is responsible for latent defects discovered any time after final inspection. However, the extent of its liability shall be prorated over the useful life of the equipment.

Ownership of the equipment shall transfer to NIST upon acceptance by the Government.

The Government will test, inspect, and accept or reject the equipment within five working days of the receipt of the equipment unless otherwise indicated above. The Government reserves the right to conduct quality assurance testing to confirm that the equipment meets the manufacturer’s and/or the Government’s performance specifications. It is anticipated that the equipment will meet all manufacturer’s specifications and/or the Government’s performance specifications identified in the most recent operations and maintenance manual for each piece of equipment and/or in this document.

IX. WARRANTY

The contractor shall warranty the equipment for a period of 2-years after receipt of the equipment and shall be in accordance with terms in FAR 52.212-4. Warranty shall commence upon acceptance of the equipment by the Government and at a minimum shall include the following:

• Minimum two-year warranty for the tractor/power unit and all supplied attachments and accessories.

• Minimum two-year or 2,000-hour engine warranty, or the manufacturer's standard commercial engine warranty if more favorable to the Government.

• Warranty support shall include parts and labor necessary to correct covered defects in materials or workmanship, subject to the manufacturer’s standard commercial warranty items.

X. PAYMENT SCHEDULE

Advance payment is not authorized. The Contractor must invoice in arrears according to the payment schedule. The Contractor shall be paid, in accordance with Net 30-day payment terms, upon receipt and acceptance of a proper invoice, in accordance with the following schedule:

1. 100% after delivery and acceptance by the TPOC of Ventrac 4520Y and all attachments, AND

2. After the successful completion of the demonstration and training section set forth in this document, AND

3. After receiving an invoice submitted properly, IAW the purchase order terms and conditions.

NOTE: Partial shipments and partial invoices will not be accepted, unless otherwise requested and accepted by the Contracting Officer prior to award offer. Proposed payment schedules shall be submitted with vendor’s response to the RFQ for consideration.

XI. MISCELLANEOUS INFORMATION

Safety: The Contractor employee must be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

Security: NIST is a restricted campus. An identification badge is required for access for entry into buildings and is shown to the armed Security Police when entering the campus.

Delivery drives and training personnel names must be submitted 24 hours before a delivery is made so that their names can be entered into the visitors’ registration system. All delivery drivers and training personnel must have Photo I.D. (federally approved State issued driver's license, Federal ID, or original passport) and Vehicle Registration Card. All deliveries are to be made thru Gate – F located on Muddy Branch Road. Training personnel may enter through Gate – A Visitors Center located on Bureau Drive. Deliveries will only be accepted between the hours of 6:00 am and 3:30 pm Monday through Friday. Any deliveries attempted after 3:30 pm will be turned away. No deliveries will be accepted on Saturday or Sunday or on Federal Holidays. After entering the campus thru Gate – F delivery drivers will be instructed to go to truck inspection. After going through truck inspection delivery drives will be instructed to proceed to building 309 where a member of the Grounds Service and Support shop will instruct them where to park for unloading and training.

Regular Business Hours: Regular business hours are Monday through Friday, 6:00am 4:30pm Eastern Time, excluding Federal holidays and NIST closures.

Identification Badges: Contractor employees must comply with NIST identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the NIST Security Office.

Vehicle Registration: All Contractor employees must register their vehicles with the NIST Security Office to gain access to the campus. A valid driver’s license, Government-furnished civilian ID, proof of insurance and current registration must be presented to the NIST Security Office, at which time a NIST vehicle pass will be issued. The pass must be displayed on the vehicle in accordance with NIST Security Office instructions.

***Due to ongoing limited site access of the NIST facilities, the Awardee SHALL confirm with the Designated Government Official and the Contracting Officer prior to ANY shipment to NIST***