IFB 54-LC-12118220 Ferry Engine Parts.pdf

STATE OF NORTH CAROLINA

Department of Transportation

Invitation for Bid #: 54-LC-12118220

Ferry Engine Parts

Date Issued: April 5, 2024

Bid Opening Date: April 18, 2024

At 2:00 PM ET

Direct all inquiries concerning this IFB to:

Lyndsey K. Campbell

Procurement Specialist II

Email: lkcampbell@ncdot.gov

Phone: 919-707-2641 mailto:lkcampbell@ncdot.gov

Ver. 11/2023

Invitation for Bids #

54-LC-12118220

For internal State agency processing, including tabulation of bids, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your bid.

Failure to do so shall be sufficient cause to reject your bid.

Vendor Name

Vendor eVP #

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor

Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login

Electronic responses ONLY will be accepted for this solicitation.

https://vendor.ncgov.com/vendor/login

Ver: 11/2023 1

EXECUTION

In compliance with this Invitation for Bids (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

this bid is submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter

78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of this bid response to the IFB, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor are not aware that any such gift has been offered, accepted, or promised by any employees or agents of Vendor’s organization.

By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign bid prior to submittal will render bid invalid and it WILL BE REJECTED. Late bids cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: E-MAIL:

Department of Transportation

Refer ALL Inquiries regarding this IFB to:

Lyndsey K. Campbell lkcampbell@ncdot.gov 919-707-2641

Invitation for Bids # 54-LC-12118220 Bids will be publicly opened: April 18, 2024, at 2:00PM ET

Using Agency: NC Department of Transportation Commodity No. and Description: 721518 Maintenance and Repair Services Requisition No.: PR2859, PR2799, PR2867, PR2877, PR2413

Bid Number: 54-LC-12118220 Ferry Engine Parts Vendor: ____________________________________

Ver: 11/2023 2

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 2024, by ____________________________________________________________________.

(Authorized Representative of Department of Transportation)

VALIDITY PERIOD

Offer shall be valid for at least ninety (90) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this

IFB.

BID ACCEPTANCE

If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply.

Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

Ver: 11/2023 3

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

2.4 IFB SCHEDULE

2.5 BID QUESTIONS

2.6 BID SUBMITTAL

2.7 BID CONTENTS

2.8 ALTERNATE BIDS

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 PRODUCT IDENTIFICATION

4.3 TRANSPORTATION AND IDENTIFICATION

4.4 DELIVERY

4.5 AUTHORIZED RESELLER

4.6 WARRANTY

4.7 TRADE-IN ALLOWANCE

4.8 HUB PARTICIPATION

4.9 VENDOR’S REPRESENTATIONS

4.10 FINANCIAL STABILITY

4.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION

5.0 PRODUCT SPECIFICATIONS

SPECIFICATIONS

5.2 CERTIFICATION AND SAFETY LABELS

5.3 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 CONTINUOUS IMPROVEMENT

6.3 ACCEPTANCE OF WORK

6.4 INVOICES

6.5 DISPUTE RESOLUTION

6.6 PRODUCT RECALL

6.7 CONTRACT CHANGES

7.0 ATTACHMENTS

Ver: 11/2023 4

ATTACHMENT A: PRICING FORM

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT E: RESERVED

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING

Ver: 11/2023 5

1.0 PURPOSE AND BACKGROUND

The purpose of this Invitation for Bid (IFB) is to obtain pricing from qualified Vendors to furnish and deliver needed parts to repair and rebuild five (5) Caterpillar engines for North Carolina Department of Transportation (NCDOT) Ferry Division. The requested items are needed for engines that will go back in stock as spare, to save any down time in the future needs.

Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issues hereto.

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

The IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE

ATTENTION: The E-Procurement fee may apply to this solicitation. See paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.

General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this IFB.

If Vendors have questions or issues, or exceptions regarding any component within this IFB, those must be submitted as questions in accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contact award.

Other than through this process or negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s bid. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiations.

and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s bid as nonresponsive.

2.4 IFB SCHEDULE

The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue IFB State April 5, 2024 Submit Written Questions Vendor April 10, 2024 Submit Bids Vendor April 18, 2024 @ 2:00 PM ET http://eprocurement.nc.gov/

Ver: 11/2023 6

Public bid opening for this solicitation will be conducted via conference call. Vendors may use the links below or use the call-in number to join the bid opening April 18, 2024, at 2:00 PM ET.

Microsoft Teams Need help?

Join the meeting now

Meeting ID: 216 241 444 681

Passcode: kxQfbR

Dial-in by phone

+1 984-204-1487,,156607561# United States, Raleigh

Find a local number

Phone conference ID: 156 607 561#

Join on a video conferencing device

Tenant key: ncgov@m.webex.com

Video ID: 111 872 366 0

More info

2.5 BID QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.

Written questions shall be e-mailed to lkcampbell@ncdot.gov by the date and time specified above. Vendors will enter “IFB # 54-LC-12118220 Questions” as the subject for the email. Question submittals will include a reference to the applicable IFB section and be submitted in a format shown below:

Reference Vendor Question

IFB Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding.

Vendors shall rely only on written material contained in an Addendum to this IFB.

2.6 BID SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this IFB by the https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_N2E3YjZjYzktYjkwMS00ODc0LWE3NjItY2I2OGM2ZmFlNGU2%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%22d2868f03-aac4-4b76-8b11-06de634b9026%22%7d tel:+19842041487,,156607561 https://dialin.teams.microsoft.com/c102d528-0544-4660-b869-294e85047e28?id=156607561 https://www.webex.com/msteams?confid=1118723660&tenantkey=ncgov&domain=m.webex.com https://evp.nc.gov/

Ver: 11/2023 7 specified time and date of opening. The date and time of receipt will be marked on each bid when received. Any bid or portion thereof received after the bid submission deadline will be rejected.

eVP

If applicable to this IFB and using eVP, all proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.

Failure to submit a bid in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s bid(s).

Vendors are strongly encouraged to allow sufficient time to upload bids.

Critical updated information may be included in Addenda to this IFB. It is important that all Vendors responding on this IFB periodically check the State’s eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this IFB and all Addenda thereto.

2.7 BID CONTENTS

Vendors shall populate all attachments of this IFB that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s bid, in the State’s sole discretion.

Vendor IFB responses shall include the following items and attachments, which shall be arranged in the following order:

a) Completed and signed version of EXECUTION PAGES, along with the body of the IFB.

b) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.

c) Completed version of ATTACHMENT A: PRICING FORM

d) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

e) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

f) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

g) Completed and signed version of ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING, if applicable

2.8 ALTERNATE BIDS

Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods, or levels of Service(s), or that propose different options. Alternate bids must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Any alternate bid, in addition to the marking described above, must be clearly marked with the legend: “Alternate Bid #54-LC-12118220 [for ‘name of Vendor’]”. Each bid must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate bid. Each bid must be complete and independent of other bids offered.

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors referenced below which are incorporated herein by this reference.

Ver: 11/2023 8

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest.

All responsive bids will be reviewed, and award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications to include any required verifications set out herein such as but not limited to past performance, references, and financial documents.

While the intent of this IFB is to award a Contract(s) to a single Vendor for all LOTS, the State reserves the right to make separate awards to different Vendors for each LOT, to not award one or more line items or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

If a Vendor selected for award is determined by the State to be a non-resident of North Carolina, all responsive bids will be reviewed to determine if any of them were submitted by a North Carolina resident Vendor who requested an opportunity to match the price of the winning bid, pursuant to Executive Order #50 and G.S. 143-59 (for more information, please refer to ATTACHMENT H: VENDOR REQUEST FOR EXECUTIVE ORDER #50 PRICE MATCHING. If such bid(s) are identified, the State will then determine whether any such bid falls within the price-match range, and, if so, make a Contract award in accordance with the process that implements G.S. 143-59 and Executive Order #50.

The State reserves the right to waive any minor informality or technicality in bids received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See Paragraph 29 of the Instructions to Vendors entitled COMMUNICATIONS BY VENDORS.

Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s bid or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this IFB, or inquiries directed to the purchaser named in this IFB regarding requirements of the IFB (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 BID EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct an evaluation of responsive Bids, as follows:

Bids will be received according to the method stated in the Bid Submittal section above.

All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, Ver: 11/2023 9 and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. If negotiation is anticipated, cost and price shall become available for public inspection at the time of the award. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.

Bids will generally be evaluated, based on completeness, content, cost and responsibility of the Vendor to supply the requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD.

Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to the State’s eVP website under the IFB number for this solicitation. Award of a Contract to one Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid was deemed most advantageous and represented the best value to the State.

The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.5 INTERPRETATION OF TERMS AND PHRASES

This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and

(2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the IFB. Except as specifically stated in the IFB, Ver: 11/2023 10 no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section, as well as any other specifications, requirements, and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification or believes a change in a requirement would allow for the State to receive a better bid, the Vendor is encouraged to submit these items in the form of a question during the question-and-answer period in accordance with the Bid Questions Section above.

4.1 PRICING

Bid price shall constitute the total cost to the State for delivery fully assembled and ready for use, including all applicable charges for shipping, delivery, handling, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Vendor’s response.

4.2 PRODUCT IDENTIFICATION

MAKE AND MODEL

Manufacturer’s name and model/catalog numbers used in this IFB are for the sole purpose of identification and to establish the general quality level desired. Such references are not intended to be restrictive and comparable products of other manufacturers will be considered. However, Vendors are cautioned that any deviation from the specifications of the identified item are required to be pointed out in its bid. Vendor shall include with its bid sufficient documentary evidence to demonstrate the qualitative, functional, operational, organizational, and conformational equivalence of the bid item to the identified item.

4.3 TRANSPORTATION AND IDENTIFICATION

The Vendor shall deliver Free-On-Board (FOB) Destination to any requested location within the State of North Carolina with all transportation costs and fees included in the total bid price.

When an order is placed using a purchase order, the purchase order number shall be shown on all packages and shipping manifests to ensure proper identification and payment of invoices. If an order is placed without using a purchase order, such as via phone, the Buyer’s name shall be shown on all packages. A complete packing list shall accompany each shipment. Vendors shall not ship any products until they have received an order.

4.4 DELIVERY

The Vendor shall deliver Free-On-Board (FOB) Destination to the following location(s):

NCDOT FERRY

Cherry Branch Maintenance

2300 Ferry Road Havelock, NC 28532

Vendor should complete delivery within fifteen (15) consecutive calendar days after receipt of purchase order.

For completion by Vendor: Delivery will be made from __________________________________________ (city, state) within _____ consecutive calendar days after receipt of purchase order. Promptness of delivery may be used as a factor in the award criteria.

Five (5) Purchase Orders will be created against the award. Purchase orders shall be shipped with all completed line items in specific lot(s).

4.5 AUTHORIZED RESELLER

The Vendor shall be authorized by the manufacturer to distribute or resell the products and/or maintenance offered in this IFB.

The Vendor shall provide a signed statement from the manufacturer confirming authorization upon request from the agency.

Ver: 11/2023 11

Failure to provide this statement shall constitute sufficient grounds for rejection of Vendor’s offer, at the discretion of the State.

Vendor is the: Manufacturer Dealer Reseller Distributor

Authorized: Yes No Attached Manufacturer’s Authority: Yes No

4.6 WARRANTY

The manufacturer’s standard warranty shall apply. Vendors should include a copy of the manufacturer’s standard warranty with the bid response.

4.7 TRADE-IN ALLOWANCE

Vendors are encouraged to offer a trade-in allowance for Caterpillar core parts currently in use at the locations specified above.

NCDOT will have 30 days from the date the entire purchase order is received by the Ferry Division to deliver/return the cores to the awarded Vendor. NCDOT will package and box core parts in corresponding remanufactured Caterpillar packaging and deliver to local authorized dealer location(s). Vendor shall provide carbon core receipt upon delivery of parts. Credit shall be processed withing 10 business days.

4.8 HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this IFB will serve to identify those Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.9 VENDOR’S REPRESENTATIONS

If the bid results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.10 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction

Each Vendor shall certify it is financially stable by completing the ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION.

The State is requiring this certification to minimize potential performance issues from contracting with a Vendor that is financially unstable. This Certification shall be deemed continuing, and from the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification.

4.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION

A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

☒ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

Ver: 11/2023 12

5.0 PRODUCT SPECIFICATIONS

SPECIFICATIONS

The specific items and any specifications that the Purchasing Agency is seeking are listed in ATTACHMENT A:

PRICING FORM. All items/parts furnished under this RFQ shall be newly manufactured, of good material and workmanship.

5.2 CERTIFICATION AND SAFETY LABELS

All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution.

5.3 DEVIATIONS

The nature of all deviations from the Specifications listed herein shall be clearly described by the Vendor. Otherwise, it will be considered that items offered by the Vendor are in strict compliance with the Specifications provided herein, and the successful Vendor shall be required to supply conforming goods. Deviations shall be explained in detail on an attached sheet. However, no implication is made or intended by the State that any deviation will be acceptable. Do not list objections to the North Carolina General Terms and Conditions in this section.

6.0 CONTRACT ADMINISTRATION

All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes.

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

The Vendor shall be required to designate and make available to the State a contract manager. The contract manager shall be the State’s point of contact for Contract related issues and issues concerning performance, progress review, scheduling, and service.

Contract Manager Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

6.2 CONTINUOUS IMPROVEMENT

The State encourages the Vendor to identify opportunities to reduce the total cost to the State. A continuous improvement effort consisting of various ideas to enhance business efficiencies as performance progresses.

6.3 ACCEPTANCE OF WORK

Performance of the work and delivery of Goods shall be conducted and completed at least in accordance with the Contract

Ver: 11/2023 13 requirements and recognized and customarily accepted industry practices. Performance shall be considered complete when the Services or Goods are approved as acceptable by the Contract Administrator.

The State shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or delivery of a deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the State shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable to the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any specifications, acceptance criteria or otherwise fail to conform to the Contract, the State may exercise any and all rights hereunder, including, for Goods deliverables, such rights provided by the Uniform Commercial Code, as adopted in North Carolina.

6.4 INVOICES

Vendor shall invoice the Purchasing Agency. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed line item information to allow the Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. At a minimum, the following fields shall be included on all invoices:

Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer’s Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.

INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS ACCEPTED.

6.5 DISPUTE RESOLUTION

During the performance of the Contract, the Parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the State’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s).

During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute.

6.6 PRODUCT RECALL

Vendor expressly assumes full responsibility for prompt notification to the Buyer listed on the face of this IFB of any product recall in accordance with the applicable state or federal regulations. The Vendor shall support the State, as necessary, to promptly replace any such products, at no cost to the State.

6.7 CONTRACT CHANGES

Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by the State and Vendor. Amendments to the contract can only be made through the contract administrator.

The remainder of this page is intentionally left blank.

Ver: 11/2023 14

7.0 ATTACHMENTS

**IMPORTANT NOTICE**

RETURN THE REQUIRED ATTACHMENTS WITH YOUR RESPONSE

FOLLOW THE LINKS TO ACCESS EACH ATTACHMENT

ATTACHMENT A: PRICING FORM

Complete and return the Pricing associated with this IFB, which can be found in the table below:

FURNISH AND DELIVER:

LOT 1 TABLE 1 (PR2413, PR2867)

Item

QTY UOM DESCRIPTION UNIT PRICE EXTENDED

PRICE

1. 2 EA OR0920 Oil Pump $_________ $___________

2. 2 EA OR0920 oil pump core $_________ $___________

3. 2 EA OR1006 water pump $_________ $___________

4. 2 EA OR1006 water pump core $_________ $___________

5. 8 EA OR3418 injector nozzle $_________ $___________

6. 8 EA OR3418 injector nozzles core charge $_________ $___________

7. 2 EA OR 5888 Turbo Cart $_________ $___________

8. 2 EA OR5888 turbo cart core charge $_________ $___________

9. 8 EA 10R1713 Int rocker $_________ $___________

10. 8 EA 10R1713 int rocker core $_________ $___________

11. 8 EA 10R1714 ext rocker $_________ $___________

12. 8 EA 10R1714 ext rocker core $_________ $___________

13. 2 EA 20R8346 cylinder head $_________ $___________

14. 2 EA 20R8346 Cyl head core $_________ $___________

Ver: 11/2023 15

15. 4 EA 1003652 thrust plate old number 7N9342 $_________ $___________

16. 2 EA 1052508 priming pump Old number 1W4999 $_________ $___________

17. 2 EA 1969988 bearing old number 2P1168 $_________ $___________

18. 20 EA 2018898 bolt old number 7S3224 $_________ $___________

19. 2 EA 2084836 water pump gasket kit $_________ $___________

20. 10 EA 2323233 main bearing old number 4W5738 $_________ $___________

21. 2 EA 4785452 front structure kit $_________ $___________

22. 2 EA 8N3312 rocker shaft old number 8N3313 $_________ $___________

23. 16 EA 1B4203 nut $_________ $___________

24. 2 EA 1L5072 dowel $_________ $___________

25. 4 EA 1P1367 plunger $_________ $___________

26. 2 EA 2P0220 gasket $_________ $___________

27. 2 EA 2W9162 breather assy $_________ $___________

28. 6 EA 4B4910 spring $_________ $___________

29. 4 EA 4S6417 Balance thrust $_________ $___________

30. 16 EA 5S5917 rocker screw $_________ $___________

31. 2 EA 5S7630 bearing $_________ $___________

32. 2 EA 6N7887 gasket $_________ $___________

33. 2 EA 6V2983 flywheel housing gasket kit $_________ $___________

Ver: 11/2023 16

34. 2 EA 6V7459 block and oil pan gasket kit $_________ $___________

35. 2 EA 6V4790 turbo gasket kit $_________ $___________

36. 2 EA 7S2204 two pole starter rocker switch $_________ $___________

37. 16 EA 7S3161 lifter $_________ $___________

38. 4 EA 8m3182 spring $_________ $___________

39. 2 EA 8S1491 cam locker $_________ $___________

40. 16 EA 9H1110 washer $_________ $___________

41. 4 EA 9H1112 spring $_________ $___________

42. 4 EA 9H1113 retainer $_________ $___________

43. 4 EA 9M9886 washer $_________ $___________

44. 2 EA 9Y9895 front seal $_________ $___________

45. 2 EA 2157333 oil cooler lines gasket kit $_________ $___________

TOTAL PRICE TABLE 1: $ _____________________

LOT 2 TABLE 2 (PR2859, PR2799, PR2877)

Item

QTY UOM DESCRIPTION UNIT PRICE EXTENDED

PRICE

1. 3 EA OR5511 Core As-Oil $_________ $___________

2. 3 EA OR5511CC Core As-Oil Charge $_________ $___________

3. 3 EA OR9449 Pump GP Oil $_________ $___________

4. 3 EA OR9449CC Pump GP Oil Core Charge $_________ $___________

5. 18 EA 10R2117 Rod as Connecting $_________ $___________

Ver: 11/2023 17

6. 18 EA 10R2117CC Rod as connecting Core charge. $_________ $___________

7. 3 EA 20R0981 pump G Water $_________ $___________

8. 3 EA 20R0981CC Pump G Water - Core charge $_________ $___________

9. 3 EA 20R1527 $_________ $___________

10. 3 EA 20R1527CC Pump GP F - Core charge $_________ $___________

11. 3 EA 20R2647 head GP Cyl $_________ $___________

12. 3 EA 20R2647CC head Gp Cyl- Core charge $_________ $___________

13. 3 EA 20R3142 CARTRIDGE GP $_________ $___________

14. 3 EA 20R3142CC CARTRIDGE GP - CORE CHARGE $_________ $___________

15. 3 EA 2385081 SEAL O RING $_________ $___________

16. 3 EA 0619458 SEAL $_________ $___________

17. 3 EA 619455 $_________ $___________

18. 3 EA 1018468 BEARING $_________ $___________

19. 9 EA 1090072 SEAL O RING $_________ $___________

20. 3 EA 1090073 SEAL ORING $_________ $___________

21. 6 EA 1090077 SEAL O RING $_________ $___________

22. 12 EA 1090078 SEAL O RING $_________ $___________

23. 3 EA 1097411 SEAL O RING $_________ $___________

24. 3 EA 1123540 SEAL O RING $_________ $___________

Ver: 11/2023 18

25. 3 EA 1129217 PLATE, THRUST $_________ $___________

26. 3 EA 1142687 SEAL ORING $_________ $___________

27. 3 EA 1144427 SEAL O RING $_________ $___________

28. 3 EA 1178801 SEAL O RING $_________ $___________

29. 3 EA 1185068 SEAL ORING $_________ $___________

30. 3 EA 1250434 SEAL $_________ $___________

31. 9 EA 1264935 SEAL $_________ $___________

32. 18 EA 1299452 GASKET $_________ $___________

33. 3 EA 1304698 SLEEVE $_________ $___________

34. 3 EA 1317123 BEARING $_________ $___________

35. 3 EA 1367227 SEAL ORING $_________ $___________

36. 3 EA 1375541 PUMP AS $_________ $___________

37. 3 EA 1422329SEAL DRAINBA $_________ $___________

38. 3 EA 1425867 SEALGP $_________ $___________

39. 3 EA 1425868SEAL GP CSHF $_________ $___________

40. 3 EA 1446142 SEAL $_________ $___________

41. 18 EA 1515925BOLT-OIL JET $_________ $___________

42. 18 EA 1550809 SEAL LINER $_________ $___________

43. 36 EA 1552793 SEAL LINER $_________ $___________

Ver: 11/2023 19

44. 3 EA 1559524 SEAL INTEGRA $_________ $___________

45. 3 EA 1607271 SEAL PRESS $_________ $___________

46. 3 EA 1653931 BOLT HEX $_________ $___________

47. 36 EA 1662904 SEAL O RING $_________ $___________

48. 3 EA 1669144 GASKET $_________ $___________

49. 18 EA 1674407 SEAL O RING $_________ $___________

50. 3 EA 1700610 STUD BOLT $_________ $___________

51. 18 EA 5245565 PIN PISTON $_________ $___________

52. 3 EA 1906560 BELT $_________ $___________

53. 3 EA 2054832 SEAL ORING $_________ $___________

54. 15 EA 2147566 SEAL O RING $_________ $___________

55. 30 EA 2147568 SEAL ORING $_________ $___________

56. 18 EA 2239159 RING PISTON $_________ $___________

57. 3 EA 2271204 GASKET $_________ $___________

58. 12 EA 2287089 SEAL ORING $_________ $___________

59. 3 EA 2287090 SEAL ORING $_________ $___________

60. 18 EA 2303728 SEAL $_________ $___________

61. 18 EA 2303775 SEAL $_________ $___________

62. 6 EA 2348937 SEAL INTEGRA $_________ $___________

Ver: 11/2023 20

63. 18 EA 2382707 RING PISTON IN. $_________ $___________

64. 6 EA 2385078 SEAL O RING $_________ $___________

65. 66 EA 2385080 SEAL ORING $_________ $___________

66. 3 EA 2385081 SEAL ORING $_________ $___________

67. 9 EA 2429537 SEAL $_________ $___________

68. 18 EA 2465659 RING PISTON. $_________ $___________

69. 36 EA 2502940 PIN RETAINER $_________ $___________

70. 6 EA 2531752 PLATE THRUST $_________ $___________

71. 3 EA 2556863 GASKET $_________ $___________

72. 18 EA 2613450 BEARING ROD $_________ $___________

73. 3 EA 2685582 SEAL $_________ $___________

74. 3 EA 2685589 SEAL $_________ $___________

75. 3 EA 2720390 SEAL $_________ $___________

76. 18 EA 2748359 TUBE AS OIL $_________ $___________

77. 3 EA 2752276 ELEMENT AS $_________ $___________

78. 3 EA 2901935 ELEMENT $_________ $___________

79. 6 EA 2918144 SEAL O RING $_________ $___________

80. 21 EA 3178766 BEARING-MAIN $_________ $___________

81. 18 EA 5560701 LINER - CYL $_________ $___________

Ver: 11/2023 21

82. 3 EA 3298789 TENSIONER $_________ $___________

83. 24 EA 3304110 SEAL ORING $_________ $___________

84. 3 EA 3405979 BONNET INLET $_________ $___________

85. 6 EA 5257154 BONNET OUTLET $_________ $___________

86. 6 EA 3535065 GASKET -OIL P $_________ $___________

87. 18 EA 20R5352 INJ GP FUEL $_________ $___________

88. 18 EA 20R5352CC INJ GP FUEL CORE CHARGE $_________ $___________

89. 3 EA 3571752 GASKET $_________ $___________

90. 3 EA 5719902 GASKET AS KIT $_________ $___________

91. 72 EA 3591439 SEAL AS WATE $_________ $___________

92. 18 EA 3688179 BODY AS PIST $_________ $___________

93. 246 EA 3718094 CM HOSE BULK $_________ $___________

94. 3 EA 4840483 PUMP GP WATE $_________ $___________

95. 3 EA 16X924GRA GASKET SEALANT $_________ $___________

96. 3 EA 1B7631 GASKET $_________ $___________

97. 12 EA 1J9671 SEAL ORING $_________ $___________

98. 3 EA 1P0436 GASKET $_________ $___________

99. 6 EA 1R0749 FILTER AS FU $_________ $___________

100. 6 EA 1R1808 FILTER AS LU $_________ $___________

Ver: 11/2023 22

101. 3 EA 2A1162 GASKET $_________ $___________

102. 6 EA 2N3350 SEAL O RING $_________ $___________

103. 3 EA 2P3760 $_________ $___________

104. 3 EA 3D2824 SEAL O RING $_________ $___________

105. 6 EA 3J7354 SEAL ORING $_________ $___________

106. 12 EA 3K0360 SEAL $_________ $___________

107. 6 EA 1135304 SEAL $_________ $___________

108. 6 EA 3S9643 SEAL $_________ $___________

109. 3 EA 4F5607 SEAL $_________ $___________

110. 6 EA 4J5477 SEAL ORING. $_________ $___________

111. 9 EA 4J5573 SEAL $_________ $___________

112. 9 EA 4N0699 GASKET $_________ $___________

113. 3 EA 4N3841 GASKET $_________ $___________

114. 3 EA 5E8771 O RING $_________ $___________

115. 24 EA 5M6509 SEAL ORING $_________ $___________

116. 6 EA 5P0840 SEAL ORING $_________ $___________

117. 3 EA 5P5846 SEAL ORING $_________ $___________

118. 6 EA 5P7530 SEAL O RING $_________ $___________

119. 3 EA 5P8086 BOLT $_________ $___________

Ver: 11/2023 23

120. 3 EA 6D7125 SEAL ORING $_________ $___________

121. 3 EA 6I2517 GASKET $_________ $___________

122. 6 EA 6I3624 PLATE THRUST $_________ $___________

123. 3 EA 6I4953 REGULATOR $_________ $___________

124. 3 EA 6I4955 REGULATOR. $_________ $___________

125. 3 EA 3237347 SEAL ORING $_________ $___________

126. 3 EA 6V0128 SEAL $_________ $___________

127. 3 EA 3V1197 SEAL $_________ $___________

128. 6 EA 6V3250 SEAL ORING $_________ $___________

129. 9 EA 6V3683 SEAL ORING $_________ $___________

130. 12 EA 3308196 SEAL ORING $_________ $___________

131. 3 EA 6V4367 SEAL ORING $_________ $___________

132. 9 EA 6V5064 SEAL ORING $_________ $___________

133. 3 EA 6V5068 SEAL $_________ $___________

134. 9 EA 6V6609 SEAL $_________ $___________

135. 9 EA 6V6707 SEAL $_________ $___________

136. 3 EA 6V8397 SEAL $_________ $___________

137. 6 EA 6V8398 SEAL ORING $_________ $___________

138. 3 EA 3V9027 SEAL ORING $_________ $___________

Ver: 11/2023 24

139. 3 EA 7D7111 SEAL ORING $_________ $___________

140. 3 EA 8C3076 SEAL ORING $_________ $___________

141. 3 EA 8C5230 SEAL ORING $_________ $___________

142. 9 EA 8J4351 SEAL ORING $_________ $___________

143. 3 EA 8T9527 SEAL $_________ $___________

144. 18 EA 9L5854 BAND $_________ $___________

145. 18 EA 9X7317 SEAL ORING $_________ $___________

146. 18 EA 9X7430 SEAL ORING $_________ $___________

147. 6 EA 9Y6089 GASKET $_________ $___________

148. 3 EA 1287889 BRIDGE PULLR $_________ $___________

149. 3 EA 2219778 STUD PULLR $_________ $___________

150. 3 EA 9U6877 BRG THRUST $_________ $___________

151. 3 EA 5P8247 WASHER $_________ $___________

152. 3 EA 4K0367 NUT $_________ $___________

153. 3 EA 2219778 STUD PULLER $_________ $___________

154. 3 EA 9U7258 CAP DRIVER $_________ $___________

155. 3 EA 6V9448 PULLER $_________ $___________

TOTAL PRICE TABLE 2: $ _____________________

TOTAL EXTENDED PRICE TABLE 1+2: $ _____________________

Ver: 11/2023 25

ATTACHMENT B: INSTRUCTIONS TO VENDORS

The Instructions to Vendors, which are incorporated herein by this reference, may be found here:

https://ncadmin.nc.gov/formnorth-carolina-instructions-vendors032023/download?attachment

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

The North Carolina General Terms and Conditions, which are incorporated herein by this reference, may be found here:

https://www.doa.nc.gov/form-north-carolina-general-terms-and-conditions-11-2023/open

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

Complete and return the Historically Underutilized Businesses (HUB) Vendor Information form, which can be found at the following link:

https://files…