Event 293 Compact light towers.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO TRANSPORTATION DEPARTMENT

EVENT 293

COMPACT LIGHT TOWERS

ITB Administrative Information

ITB Lead:

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

IPRO LOGIN

PURPOSE

The Idaho Transportation Department (ITD), through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors for the purchase of fifteen (15) compact light towers (Light Towers) in accordance with the specifications provided below.

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.

SPECIFICATIONS

4.1 Model & Assembly

Each Light Tower must be a model that has been produced and sold to the commercial trade for the last three (3) years (Light Tower must be new, not used). Though they are not specifically covered herein, all parts necessary to provide complete and functional compact light tower must be provided. All parts must conform in design, strength, quality of materials, and workmanship to current engineering practices and accepted standards of the industry. All parts must be the manufacturer’s standard unless otherwise specified in this ITB.

Each Light tower must be assembled and adjusted, per the manufacturer’s standards, and be ready for operation upon delivery.

4.2 Brand Name

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. Vendors offering an “equal” must include documentation which demonstrates, to ITD’s satisfaction, that the offered item(s) meets the requirement of the solicitation. In the event documentation is not satisfactory, ITD reserves the right to seek clarification from the Vendor. Failure to provide satisfactory documentation or a clarifying response to ITD may eliminate the Vendor from further consideration.

4.3 Make/Model

Wanco Compact Light Tower Model WLTT, or equal, must be new and at minimum must consist of the following in order to be considered for award.

4.4 Required Options

4.4.1 Axle - Standard Single Axle per manufacturer specifications;

4.4.2 Tow Hitch - Combo-hitch with two (2) in. ball, lunette ring for pintle hook, two and one half (2 ½) in. Inner Diameter x one (1) in. cross-section;

4.4.3 Tow-vehicle plug – seven (7)-way trailer plug

4.4.4 Light emitting diode (LED) Taillights - Replace standard lights with two (2) sealed LED taillights;

4.4.5 Power Winch - Power-operated winch to include toggle switch to control up/down operation. Power winch must include manual winch handle for use in the event of a power failure;

4.4.6 LED Lights – Four-hundred eighty (480) watt fixtures;

4.4.7 Four (4) four-hundred eighty (480) watt fixtures, one-thousand nine-hundred twenty (1920) watt total;

4.4.8 Fifty-seven-thousand eight hundred (57,800) lumen (lm) per fixture, continuous intensity;

4.4.9 Two hundred thirty-one-thousand two hundred (231,200) lm total, continuous intensity;

4.4.10 Power System – Kubota D1105-BG Diesel Engine;

4.4.11 Max. power – fifteen and four tenths (15.4) horsepower, eleven and a half (11.5) kilowatt(kW);

4.4.12 Generator model – Mecc Alte LT3N-130/4;

4.4.13 Output power – seven and a half (7.5) kW;

4.4.14 Output voltage – one hundred twenty (120) Volts alternating current (Vac);

4.4.15 Output current – Fifty (50) Amp(A) @ one hundred twenty (120) Volts;

4.4.16 Output frequency – Sixty (60) Hertz (Hz);

4.4.17 Power outlet – One hundred twenty (120) Vac twenty (20) A Ground Fault Circuit Interrupter (GFCI) duplex receptacle;

4.4.18 Color – orange;

4.4.19 Cold weather package (to include glow plugs or ether start)

4.4.20 Must be completely assembly when delivered;(including engine oil)

4.4.21 Emergency Shutdown button

4.4.22 Locking fuel cap with two keys.

4.4.23 One (1) Stabilizer on Tongue and two (2) stabilizers on the rear of the unit.

QUANTITY

District 2-six (6) units District 3- six (6) units District 5- two (2) units District 6- one (1) unit

COST

Provide your fully burdened Total Cost in the line section in Luma and Attachment 2 Bid Schedule.

BILLING PROCEDURE

The Contractor must submit its invoice to each ITD District within thirty (30) calendar days of acceptance to the billing contact identified on the Contract. The Contractor must invoice only for quantities of items actually provided.

Invoices submitted prior to acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission.

The following information must be included with each invoice:

Contract Name and Number Invoice Number and Date Contractor Contact Information Itemization of Property delivered and accepted – description, quantity, unit of measure, unit price, extended price, and total invoice amount

Invoices and the above information are to be submitted to:

HQAP@itd.idaho.gov

SUBMISSION REQUIREMENTS

8.1 Required Bid Submission Items

Your Bid Submission must consist of the following:

Documentation if offering Equivalent

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.

8.1.3 Attachment 2-Bid Schedule

8.2 Bid Submission Methods

Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

8.2.1 Electronic Submission via IPRO

When submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 8) and enter your cost in IPRO for each line item; as the “Total Cost” or $0.01 as your cost in IPRO. Please also complete Attachment 2-Bid Schedule located in the attachments in Luma.

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.

When 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.

8.3 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 vendor with the lowest Total Cost. An award will be made by District, groups of Districts, or all Districts to one Bidder, whichever is in the best interests of the state of Idaho, based on “Total Cost,” as provided on Attachment 2 – Bid Schedule and lines section in Luma. Bidders do not have to bid on all Districts but must bid on all items within each District.

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:

Acceptance Inspection shall include but not be limited to an examination of delivered items to verify that items are as ordered, properly delivered and ready for use. Inspection may include visual examination, or a more thorough detailed examination of laundered items delivered. ITD will have fifteen (15) calendar days to inspect the Light Towers.

In the event the specifications are not met, the Contractor must pick-up, correct any discrepancies, and re-deliver within thirty (30) calendar days after notification from ITD, at no additional cost to ITD.

If approved by ITD, the Contractor may correct discrepancies on-site at ITD’s location in lieu of pick-up and return shipping. The Contractor will be responsible for providing all labor; tools, parts, supplies, and worksite clean up to make any necessary corrections. The timeframe for corrective action will still be as identified above.

Regarding acceptance, see section 18, Acceptance, of the State of Idaho Standard Terms and Conditions.

Warranty Warranty of the complete Light Tower must be for a minimum period of two (2) years after Acceptance. Warranty must include all parts, labor, and freight to replace a defective warranted item. During the warranty period, parts that are found to be defective will be repaired or replaced (at the option of the manufacturer without charge). Warranty must include all parts and freight to replace a defective warranted item. All warranty parts must be delivered to ITD FOB Destination, freight prepaid and allowed within thirty (30) calendar days after receipt of notice from ITD.

Delivery Please give ITD forty-eight (48) hours notification before delivery.

Vendors must unload Light Towers at each delivery location.

Delivery Locations:

ITD District 2, 2600 Frontage Road, Lewiston, ID 83501, six (6) Units ITD District 3, 8150 Chinden Boulevard, Boise, ID 83714, six (6) units ITD District 5, 5151 South 5th Avenue, Pocatello, ID 83204, two (2) Units ITD District 6, 206 North Yellowstone Highway, Rigby, ID 83442, one (1) Unit

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.

15 AUTHORIZED DISTIBUTOR

Submitting vendors must be an authorized distributor or manufacturer of the portable Light Towers offered. An authorized distributor shall be defined as a company or organization that has a written agreement with the manufacturer to sell or service its products. Quotes from vendors who are not an authorized distributor by the manufacturer shall not be considered.

Event 293 Compact Light Towers

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 293 Compact Light Towers Page 12

Event 293 Compact Light Towers

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