Event 551 Administration.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

Idaho Military Division

Invitation to Bid Event 551 Lumber

Event 551 Administrative Information

ITB Lead:

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

IPRO LOGIN

PURPOSE

The Idaho Military Division (IMD), through the Idaho Division of Purchasing (DOP), is requesting quotes for Douglas fir lumber (Lumber) as further detailed 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 in Luma 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

The Lumber is used to build targets for different training scenarios throughout the base. IMD will need the Lumber to construct additional targets in expanding training efforts.

SPECIFICATIONS

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

5.1. Nominal – two (2) inch x four (4) inch x ten (10) foot #2 and better Douglas Fir Est. Annual Qty: 735 pieces or two point five (2.5) bunks

5.1.1 Actual – 1.5inch x 3.5inch x10 feet

5.1.2 Kiln-dried, smooth texture, paintable, stainable lumber

5.2. Nominal – four (4) inch x four (4) inch x 10 foot #2 and better Douglas Fir Annual Qty. (1,617) pieces or five point five (5.5) bunks.

5.2.1 Actual – 3.5inch x 3.5inch x10 feet

5.2.2 Kiln-dried, smooth texture, paintable, stainable lumber

5.3. ¾ inch CDX Plywood four (4) foot x eight (8) foot sheets Annual Qty sixty-six (66) pieces or one point five (1.5) bunks.

5.3.1 Kiln-dried, smooth texture, paintable, stainable lumber

5.3.2 Made with exterior glue for exterior use

5.3.3 Untreated Wood

5.3.4 Knots acceptable

5.3.5 No species preference

5.3.6 Factory cut required

5.4. ½ inch CDX Plywood four (4) foot x eight (8) foot sheets Annual Qty forty-four (44) pieces or one (1) bunk.

5.4.1 Made with exterior glue for exterior use

5.4.2 Untreated Wood

5.4.3 Knots acceptable

5.4.4 No species preference

5.4.5 Factory cut required

5.5. 3/8 inch CDX Plywood four (4) foot x eight (8) foot sheets Annual Qty – sixty-six (66) pieces or one point five (1.5) bunks.

5.5.1 Made with exterior glue for exterior use

5.5.2 Untreated Wood

5.5.3 Knots acceptable

5.5.4 No species preference

5.5.5 Factory cut required

5.6. ½ inch OSB eight (8) foot x twelve (12) foot sheets Annual Qty 444 pieces or ten (10) bunks.

5.6.1 Made with exterior glue for exterior use

5.6.2 Untreated Wood

5.6.3 Knots acceptable

5.6.4 No species preference

5.6.5 Factory cut required

QUANTITY

Quantities in section 5 are yearly estimates. No minimums or maximums are guaranteed. If possible, IMD will order in bunks.

COST

Provide your fully burdened Bunk Cost in Attachment 2-Bid Schedule below. In Luma please place $1 as your price so the system accepts your bid. Attachment 2-Bid Schedule will be used to evaluate your cost.

BILLING PROCEDURE

The Contractor must provide a signed invoice upon delivery. The invoice must be submitted no later thirty (30) calendar days after delivery. Invoices submitted without the required below information will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices should be sent to:

Idaho Military Division 4040 W Guard Street Bldg 600 Boise ID 83705 SROInvoices@imd.idaho.gov

SUBMISSION REQUIREMENTS

9.1 Required Bid Submission Items

Your Bid Submission must consist of the following:

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.

9.1.2 Attachment 2-Bid Schedule

9.2 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.

9.2.1 Electronic Submission via IPRO

By electronically submitting via IPRO, upload all of the Required Bid Submission Items (See Section 9.1) and enter your cost on Attachment 2- Bid Schedule. Please place $1 as your cost in the line item in IPRO for the system to accept your bid. Attachment 2-Bid Schedule will only be used to evaluate your cost.

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.

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary 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 all to one or by line item to the responsive responsible Bidder with the lowest Total Cost per Bunk, as provided in Attachment 2-Bid Schedule.

Delivery Delivery will be FOB destination signed for and housed at this facility until Range Facility Maintenance would be able to obtain inventory. Advanced notice of 48 hours would be preferred for anticipated delivery and must be communicated Monday thru Friday during business hours of 8am to 5pm (MT).

11.1 IMD will unload the lumber off the truck. Lumber must be delivered on a pallet.

Delivery Address:

RFM Supply rfmsupply@army.mil Idaho Military Division – Army 36000 Range Road Boise, ID 83716 Attn: SGT Griffith 208-272-7050

Price Adjustment Clause Prices bid must remain firm and fixed for the initial one (1) year Contract term. A price adjustment may be allowed on a quarterly basis after the initial term is over on a mutual agreement between both parties.

All price adjustment requests are subject to approval by the DOP and no price adjustment for inflation shall be in effect until approved by the IMD and with final approval from the DOP. DOP reserves the right to require supporting documentation for any adjustments. An upward price adjustment shall be allowed no more frequently than quarterly, after the initial one (1) year Contract term. The Contractor must submit any price adjustment requests to the DOP no later than sixty (60) calendar days prior to the anniversary date of the Contract.

Insurance Requirements See insurance requirements in the attachments in IPRO.

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.

16 ACCEPTANCE

IMD will have fourteen (14) calendar days to inspect the Lumber and may immediately reject any of the Lumber if 50% of the Lumber contains defects such as evidence of rot, extreme bows, twists or damaged Lumber. If the Lumber does not meet the specifications detailed in this ITB. IMD will notify the Contractor via email notification. The Contractor must pick-up, correct any discrepancies, and re-deliver within fourteen (14) calendar days after notification from IMD, at no additional cost to IMD. The Acceptance period will start over upon re-delivery of the Lumber. The Lumber will not be accepted by IMD until they meet all of the Contract requirements and specifications.

Event 551– Lumber

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 551 Lumber Page 12

Event 551– Lumber

ATTACHMENT 2

Bid Schedule

EVENT 551

THIS PRICE SHEET MUST BE SUBMITTED WITH YOUR BID.

NAME OF VENDOR:

PROVIDE YOUR TOTAL COST FOR THE LISTED LUMBER MEETING THE SPECIFICATIONS OUTLINED IN SECTION 5. YOUR TOTAL COST MUST BE FULLY BURDENED TO INCLUDE ALL COSTS ASSOCIATED WITH PROVIDING THE LUMBER MEETING THE REQUIRED MINIMUM SPECIFICATIONS. IF BIDDING ON A LINE ITEM, PLEASE MULTIPLY THE “QUANITY BUNK” BY THE “PRICE PER BUNK” AND ENTER THE AMOUNT IN THE “TOTAL” COLUMN OF THAT LINE ITEM. PLEASE PLACE N/A IF NOT BIDDING ON A LINE ITEM. PLEASE PLACE A TOTAL COST FOR LINE ITEMS BID ON IN THE TOTAL COLUMN.

TOTAL COST

COMPANY NAME:

CONTACT NAME/PHONE:

CONTACT E-MAIL:

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