Event 104 Administration Document.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

INFORMATION TECHNOLOGY SERVICES (ITS)

Invitation to Bid (ITB) Event 104

ITS Fleet Vehicle Leasing Contract

ITB20232533 Administrative Information

ITB Lead:

Joseph Nelson, Purchasing Officer Email: joseph.nelson@adm.idaho.gov Phone: 208-332-1602

IPRO LOGIN

PURPOSE

The Office of Information Technology Services (“ITS”), through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors to replace leased or owned vehicles, and to add to current vehicle lease inventory. The awarded contract will be for the lease and delivery of a combination of mid (or large)-size All-Wheel Drive (AWD) or Four-Wheel Drive (4WD) Sport Utility Vehicles (SUVs) or equivalent, and for the lease and delivery of Front Wheel Drive or AWD Cargo Vans or equivalent in accordance with the specifications provided below. One or more of the vehicles may need to be customized to meet the business and safety needs of ITS and its’ agency customers. ITS reserves the right to buyout any of the leased vehicles at the end of the lease term.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO: (IPRO LOGIN). The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Joseph Nelson Phone: 208-332-1602 Fax: 208-327-7320 E-mail: joseph.nelson@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

BACKGROUND

ITS will be utilizing the leased vehicles to provide service and support to our agency customers statewide, in all weather conditions and in remote park locations and mountain passes that will consist of a large footprint of maintained and unmaintained roadways, uneven surfaces in the training range, and perimeter boundaries.

SPECIFICATIONS

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. Restate each specification listed in this section, followed by your response demonstrating that your Bid meets or exceeds the required specifications; provide make, model, model year or description, as appropriate.

Each vehicle must be new and must be the latest, current model of the manufacturer's current standard production, and must meet the minimum specifications. Vehicles must be no older than model year 2023. Though they are not specifically covered herein, all parts necessary to provide a complete and efficient vehicle shall be furnished and include all accessories customarily furnished with the vehicle of this type. Such parts must conform to current engineering practices of the industry relative to design, strength, quality of materials, and workmanship.

5.1 All vehicles must be delivered with a Pre-Delivery Inspection (PDI) check list indicating that all pre-delivery checks have been performed; that all equipment, gauges, etc., are in operational order and ready for immediate use by ITS. Contractors may perform their own PDI per the manufacturer’s instructions, or to subcontract the PDI to factory authorized dealers. Contractors must also ensure, prior to delivery, that all fluids are at maximum levels, tire pressures to be at factory recommended levels, lights, and switches in working order, full of fuel, and are washed and vacuumed. Any vehicle delivered without the PDI checklist will not be accepted.

5.2 The following items are considered standard equipment for each vehicle: Power steering, power brakes, cruise control, power windows, AM/FM radio, full factory rust-proofing paint, full foam seats (cloth), dual arm rests, jack and lug wrench, dome light, intermittent windshield wipers, cargo light and a full-size spare tire mounted under the vehicle. The brand names specified in this solicitation are intended to be descriptive, but not restrictive; indicative of the quality and characteristics of items that meet the minimum requirements.

Example models (mid (or large)-size SUV):

Chevrolet Tahoe or Suburban, Ford Expedition, Jeep Wagoneer, GMC Yukon, Toyota Sequoia, Honda Pilot, Ford Explorer or Escape, Jeep Grand Cherokee, GMC Acadia

Each mid (or large)-size SUV (or equivalent) must have the following minimum requirements:

Vehicle color preference: White or Silver

5.2.1 SUVs (Mid/Large-Size Sports Utility Vehicles);

5.2.2 4WD or AWD;

5.2.3 Seat a minimum of five (5) passengers;

5.2.4 Engine four (4) or six (6) cylinder, 3.0 L;

5.2.5 Space per passenger 100 cu. Ft.;

5.2.6 Minimum Cargo space of twenty-five (25) cu. Ft. (with all seats in place);

5.2.7 Have air bags in the driver and passenger sides;

5.2.8 Tires all-season or all terrain;

5.2.9 The ground clearance a minimum of 7.2 inches;

5.2.10 Electric rear window defrosters;

5.2.11 Rear view mirrors power left and power right;

5.2.12 Tilt steering wheels;

5.2.13 Air conditioning;

5.2.14 Interior heating;

5.2.15 Cruise control;

5.2.16 Anti-lock brakes;

5.2.17 Automatic transmission;

5.2.18 Minimum Fuel capacity of eighteen (18) gallons

5.2.19 Must take regular fuel (no electric or diesel)

5.2.20 Color: White or Silver

Example models (Cargo Van):

Ford Transit/Transit Connect, Chevrolet Express, Ram ProMaster.

Each Cargo Van (or equivalent) must have the following minimum requirements:

Vehicle color preference: White or Silver

5.2.20 Front Wheel Drive or AWD;

5.2.21 Seat a minimum of two (2) passengers;

5.2.22 Engine four (4) or six (6) cylinder, 3.0 L;

5.2.23 Space per passenger 100 cu. ft.;

5.2.24 Minimum Cargo space of one-hundred (100) cu. ft.;

5.2.25 Have air bags in the driver and passenger sides;

5.2.26 Tires all-season or all terrain;

5.2.27 The ground clearance a minimum of 7.2 inches;

5.2.28 Electric rear window defrosters;

5.2.29 Rear view mirrors power left and power right;

5.2.30 Tilt steering wheels;

5.2.31 Air conditioning;

5.2.32 Interior heating;

5.2.33 Cruise control;

5.2.34 Anti-lock brakes;

5.2.35 Automatic transmission;

5.2.36 Fuel capacity of eighteen (18) gallons;

5.2.37 Minimum payload capacity of one (1) ton

5.2.38 Must take regular fuel (no electric or diesel)

5.2.39 Color: White or Silver

QUANTITIES

Year One:

ITS is seeking the lease and delivery of a minimum of eight (8) vehicles, which may be a combination of mid (or large)-size All-Wheel Drive (AWD) or Four-Wheel Drive (4WD) Sport Utility Vehicles (SUVs) or equivalent, and Front Wheel Drive or AWD Cargo Vans or equivalent in accordance with the specifications provided in Section 5 “Specifications.”

NOTE: Two (2) of the vehicles will replace owned vehicles, and the remaining six (6) vehicles will replace currently leased vehicles with expiring leases:

· Six (6) leases are expiring on March 23, 2024

· ITS reserves the right to lease more vehicles under the contract if budget allows.

· ITS PLANS ON HAVING THREE (3) YEAR LEASES WITHIN THE FIVE (5) YEAR CONTRACT. IF A LEASE GOES OUTSIDE THE FIVE (5) YEARS OF THE CONTRACT THE LEASE WILL BE HONORED AND PROTECTED UNDER THE TERMS AND CONDITIONS OF THE CONTRACT.

Year Two:

ITS is seeking the lease and delivery of a minimum of four (4) vehicles, which may be a combination of mid (or large)-size All-Wheel Drive (AWD) or Four-Wheel Drive (4WD) Sport Utility Vehicles (SUVs) or equivalent, and Front Wheel Drive or AWD Cargo Vans or equivalent in accordance with the specifications provided in Section 5 “Specifications.”

Year Three:

ITS is seeking the lease and delivery of a minimum of five (5) vehicles, which may be a combination of mid (or large)-size All-Wheel Drive (AWD) or Four-Wheel Drive (4WD) Sport Utility Vehicles (SUVs) or equivalent, and Front Wheel Drive or AWD Cargo Vans or equivalent in accordance with the specifications provided in Section 5 “Specifications.”

Year Four:

ITS is seeking the lease and delivery of a minimum of eight (8) vehicles, which may be a combination of mid (or large)-size All-Wheel Drive (AWD) or Four-Wheel Drive (4WD) Sport Utility Vehicles (SUVs) or equivalent, and Front Wheel Drive or AWD Cargo Vans or equivalent in accordance with the specifications provided in Section 5 “Specifications.”

Year Five:

ITS is seeking the lease and delivery of a minimum of four (4) vehicles, which may be a combination of mid (or large)-size All-Wheel Drive (AWD) or Four-Wheel Drive (4WD) Sport Utility Vehicles (SUVs) or equivalent, and Front Wheel Drive or AWD Cargo Vans or equivalent in accordance with the specifications provided in Section 5 “Specifications.”

COST

Provide your fully burdened Total Cost on the Bid Schedule (Attachment 2).

BILLING PROCEDURE

Lessee will make monthly payments to Lessor by government voucher, at the address provided by Lessor, on a recurring date agreed to by the parties. The obligation to make payments on a Leased Vehicle will begin after delivery and acceptance by Lessee. Late payment by the State of Idaho shall not constitute grounds for default; however, invoices remaining unpaid in excess of forty-five (45) calendar days from the due date may be subject to a late charge of five percent (5%) of the amount due.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact Person: ITS Financial Services Agency Name: Information Technology Services (ITS) Address: P.O. Box 83720, Boise, ID 83720-0042 Email: ITSFinancialServices@its.idaho.gov

SUBMISSION REQUIREMENTS

9.1 Required Bid Submission Items

Your Bid Submission must consist of the following:

Bid Schedule Provide your cost information on Attachment 2, Bid Schedule, below. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

Pre-Delivery Inspection (PDI) check list.

State of Idaho Signature Page The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

9.2

9.2.1 Electronic Submission via IPRO

If submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 9.1) and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.00 as your cost in IPRO.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

If submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

All Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO.

9.3 Trade Secrets

If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

Award will be made to the responsive responsible Bidder with the lowest Total Cost, as provided on the Bid Schedule, or may be made to multiple Bidders if no single Bidder is able to fulfill the entirety of the contract, whichever is in the best interest of the State, in its sole discretion.

Note: In the event of conflict with the State’s Standard Terms and Conditions, or other terms, conditions or requirements contained in this ITB, the following provisions will take precedence:

DELIVERY and Acceptance Delivery must be made FOB Destination completed within thirty (30) days After Receipt of Order (ARO) to the following locations:

Delivery All vehicles will be delivered to:

Information Technology Services 11331 W. Chinden Blvd., #B201 Boise, ID 83714

Acceptance Upon delivery, ITS will inspect vehicles for compliance of bid specifications agreed upon, and Pre-Delivery Inspection (PDI) check list, and in the event the specifications are not met, or damaged during transportation, the Contractor must pick-up, correct any damages, and re-deliver within thirty (30) calendar days after notification from ITS, at no additional cost.

Warranty All vehicles offered must currently have a bumper-to-bumper manufacturer warranty in effect, covered either by the manufacturer or Contractor for the three (3) year initial term and up to five (5) years. Warranty must transfer to ITS with the vehicle. The Vendor must provide warranty information in accordance with the Warranty section within Questions in IPRO.

Warranty Repairs Unless otherwise directed by the Contractor and through mutual agreement, warranty repairs must be accomplished by the manufacturer authorized repair facility located closest to the area where the vehicle is being operated. If the facility fails to return the vehicle within five (5) working days, then the Contractor must provide at no additional cost a vehicle of equal or greater value for the remainder of the lease period or until the original vehicle is repaired and returned to ITS

DAMAGE TO VEHICLE

13.1 In the event of loss (means direct and accidental loss or damage) of five hundred dollars ($500) or more to a leased vehicle, ITS shall notify in writing the Idaho Department of Administration, Bureau of Risk Management, the proper legal authorities, and the Contractor.

13.2 Unless otherwise instructed to do so by the Contractor, ITS will proceed with the repair of the vehicle in accordance with the established Bureau of Risk Management procedures. ITS will continue to make all lease payments due to Contractor while the damaged vehicle is repaired, and all the provisions of the lease shall continue to be in effect.

13.3 The Contractor, at Contractor’s option, may elect to remove the vehicle from the lease and accomplish needed repairs. The Contractor shall notify ITS in writing within three (3) working days of receipt of notice of damage of the Contractor’s intent to remove the damaged vehicle and replace it with another vehicle. If the Contractor elects to replace the damaged vehicle, then, effective the date the Contractor informs ITS that the vehicle will be removed from the lease, the Contractor shall provide at no additional cost a substitute vehicle of equal or greater value for the remainder of the lease period or until the original vehicle is returned to ITS in a repaired condition.

13.4 ITS will reimburse the Contractor in an amount which does not exceed that cost which is determined by the Bureau of Risk Management based on payment of loss and the limits of liability revisions of the State of Idaho’s self-insured auto physical damage agreement, which does not exceed the least of the following.

13.5 The actual cash value of such covered automobile or, if the loss is to be a part thereof, the actual cash value of each part including labor at the time of loss; or

13.6 What it would then cost to repair or replace such covered automobile or part thereof with other of like kind and quality, with deduction for depreciation.

13.7 To obtain reimbursement the Contractor shall present an invoice to the State itemizing the actual costs incurred to repair the vehicle.

13.8 If the Bureau of Risk Management determines the damage to the vehicle is to the extent that it is not economically feasible to repair the vehicle (a total loss), the Contractor shall be notified in writing by the Bureau of Risk Management.

13.9 ITS, through the Bureau of Risk Management, will reimburse the Contractor in an amount not to exceed that cost which is determined by the Bureau of Risk Management based on an appraisal of the actual cash value of the vehicle less (at the Bureau of Risk Management’s option) any applicable salvage value.

13.10 The Contractor shall have the option of either providing a vehicle of equal or greater value for the remainder of the lease period on the original lease terms or the remainder of the lease can be canceled. If the lease is canceled and the lease has been prepaid, then the amount which was paid from the date of cancellation to the date of lease expiration shall be deducted from any amount owed the Contractor.

State of Idaho Standard Vehicle Lease Agreement State of Idaho standard vehicle lease agreement is also a part of the Contract, which must be signed and returned to the state prior to delivery of the vehicles. It is the responsibility of the vendor to review the agreement (sample agreement attached in Luma). If the vendor doesn’t email any requests for exceptions to the Vehicle Lease Agreement (see Sample Lease Agreement in Luma) to the Purchasing Officer (joseph.nelson@adm.idaho.gov) at least three business days prior to the closing date of the ITB, the terms and conditions of the lease agreement and of the ITB shall prevail.

BUYOUT CLAUSE

ITS reserves the right to buyout, at the end of the lease term, any or all of the leased vehicles. Value of buyout should be included in the Bid Schedule (Attachment 2).

Contract Monitoring ITS is responsible for managing and monitoring the contract(s) post-award.

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Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

Event 104- ITS Vehicle Leases

ATTACHMENT 1-BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

Event 104 Vehicle Lease Page 12

Event 104- ITS Vehicle Leases

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