IFB-S000000054~2.docx

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system. It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

SECTION 1 – REQUIREMENTS

· Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for the Arkansas Department of Parks, Heritage and Tourism (ADPHT) to obtain pricing and a contract for the following Turf Maintenance Equipment:

· Item 1 - One (1) Kromer FC4 Chameleon Synthetic Field Maintainer Tractor or agency approved equal

· Item 2 - One (1) Pioneer Athletics P-Rex Artificial Turf Paint Remover & Extractor or agency approved equal

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not ADPHT.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before October 25, 2021.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on October 27, 2021. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

C. The terms “Invitation For Bid”, “IFB” and “Solicitation” are used synonymously in this document.

D. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

E. “Shall” and “Must” mean the imperative and are used to identify requirements.

F. “Requirement” means something required.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

1.5 GENERAL REQUIREMENTS

A. The Contractor shall provide new equipment that is the latest model in production of good quality as to workmanship and material used, and compliant with applicable Federal Safety Standards and Guidelines.

B. The Contractor shall provide equipment that is assembled, installed, adjusted, and ready for continuous operation at the time of delivery.

C. Included with the Prospective Contractor’s bid submission, the Prospective Contractor shall provide specification sheet(s) for all items being bid.

D. The Contractor shall provide a Certificate of Origin at the time of Delivery and Acceptance.

1.6 INDUSTRY REFERENCES

The Prospective Contractor may use the following industry references as a guide in determining the equipment to be provided as follows:

1. Item 1: Kromer FC4 Chameleon Synthetic Field Maintainer Tractor or agency approved equal

2. Item 2: Pioneer Athletics P-Rex Artificial Turf Paint Remover & Extractor or agency approved equal

1.7 SPECIFICATIONS

ITEM 1: KROMER FC4 CHAMELEON SYNTHETIC FIELD MAINTAINER TRACTOR

A. The Contractor shall provide one (1) Kromer FC4 Chameleon Synthetic Field Maintainer Tractor or agency approved equal, which must include all of the following components or component equivalents approved by the ADPHT. Tractor must be new and assembled and ready for use upon delivery and acceptance.

1. DIMENSIONS: MAIN TRACTOR WITHOUT OPTIONS OR ACCESSORIES

a. Model: Kromer FC4 Chameleon Synthetic Field Maintainer Tractor or agency approved equal

b. Weight: 989 pounds approximate

c. Length: 82.6 inch, approximate

d. Width: 45.6 inch, approximate

e. Height: 52.3 inch, approximate

2. DESIGN

a. Computer aided design/Computer aided manufacturing-CAD/CAM

b. Precision laser cut and powder coated painted parts with infused labels and directions

c. Modular components and assembly for quality, reliability, and ease of repair and maintenance

d. For both natural turf and artificial turf-indoor and outdoor usage

e. For painting, grooming the turf, spraying, and utility capabilities

f. For removing painted lines, logos, and end zones on synthetic and natural turf

3. PROPULSION SYSTEM

a. Engine: Honda GX630 V-Twin Cylinder, 20.8 hp fan cooled

b. Fuel System Six (6) gallon capacity total, five (5) gallon main, one (1) gallon reserve capacity, aluminum fuel tank with tethered gas cap

c. Hydraulics

i. Parker hoses and fittings with dual filtration

ii. Propel Pump

a. Infinitely variable, bi-directional, axial piston pump design

b. Direct coupled, tandem configuration, with auxiliary accessory pump

d. Auxiliary pump

i. Positive displacement, gear pump

ii. 6CM3/rev and 5.46 Gallons per minute (GPM)

e. Wheel Motors

i. Two (2) fixed displacement, bi-directional, high torque orbital wheel motors

ii. Brakes rated seven thousand two hundred fifty (7250) rear axle capacity

f. Cooling system for Hydraulics

i. Aluminum hydraulic fluid heat exchanger. Augments engine compartment cooling

ii. 12V, 5.4A fan 280 CFM

iii. 8-inch X 8-inch X 4.5 inch

g. Hydraulic fluid tank with sight gauge and internal filter, 5.4-gallon system capacity

h. No Belts or Pulleys

i. Wheels and Tires: Front 16 X 17.5-8 low ground pressure, 4 ply Turf Tech

j. Rear 23 X 10.50-12 low ground pressure, 4 ply Turf Tech

k. Forward speed variable up to 14 MPH-reverse speed variable 3 MPH

4. ELECTRICAL SYSTEM

a. 12 V, 20 AMP

b. Battery-340CCA/ 425CA

c. 12V accessory receptable-charger port

d. Gauge package, hour meter, voltmeter, and paint PSI

e. All harness wirings color-coded for ease of maintenance and troubleshooting

f. High quality connectors-commercial soft-shell pin and socket

g. Quick disconnect couplers at forward accessories

h. Modular assemblies for ease of maintenance and troubleshooting

5. PAINT/WATER/CHEMICAL TANK AND SPRAYING SYSTEM

a. Top quality hoses and fittings

b. Brass regulator/stainless steel internals

c. Kromer engineered Hypro Ultra Pressure Paint Pump 290 PSI 6 GPM

d. Built in storage compartment and cup holder

e. Paint System:

i. Item #RHP 65, High pressure paint removal system

ii. Item #AT17, Seventeen (17) gallon auxiliary tank for paint removal solution or second paint color

f. Main Tank System:

i. Sixty-five (65) gallon capacity

ii. Durable corrosion proof high quality rotomolded plastic

iii. Easy outboard fill locations for both tanks

a. Quick lock lid on main tank

b. Double filtration (basket filter, in-line bowl filter/strainer)

c. In-tank agitation

iv. Easy-rinse sloped sump system with 100% positive drain

v. Cleans systems three (3) ways

a. Water hose flush main tank

b. Connect water hose to inlet selector valve

c. Clean paint nozzles, paint lines and paint pump with integral freshwater tank in minutes

6. ERGONOMICS

a. Large operator compartment-increased steering wheel clearance

b. Large foot wells

c. Improved design accelerator foot pedal

d. Seat with lumbar support has adjustable:

i. Variable-rate suspension

ii. Seat back angle

iii. Armrest height and angle

iv. Fore/aft movement

e. Main painter head-foot operated lift assist (greatly reduced effort-72% reduction)

f. All controls clearly marked

i. Image infused graphics lasting durable powder coat finish

ii. Easy to read color coded grouped controls and receptacles

7. ATTACHMENTS

a. Hydraulic rear quick-change attach system

b. Item #LR, Line Remover System, two (2) 14-inch Rotary Brushes, one (1) 18-inch Stationary Broom, Side Mounting, spray boom

c. Item #EZR, End-Zone/Logo Remover System, three (3) 20-inch Rotary Brooms, Front Mounting, spray boom

8. WARRANTY

a. Warranty data must be furnished with the equipment

b. Contractor shall provide Manufacturer’s warranty on engine

c. Equipment furnished under this specification must be warranted against defective material and workmanship for a minimum period of (12) months (365 days) from date unit is placed in operation by Arkansas Department of Parks, Heritage & Tourism.

d. Warranty must include all parts, labor, and transportation costs to the location of the equipment.

e. If equipment cannot be repaired on location, warranty must include cost of transport to the facility where the repair work will be done.

f. Warranty repairs are to be performed by any authorized dealership of the manufacturer; however, the Contractor shall be responsible for coordinating repairs and ensuring that warranty repairs are completed in a timely manner

ITEM 2: PIONEER ATHLETICS P-REX ARTIFICIAL TURF PAINT REMOVER & EXTRACTOR

B. The Contractor shall provide one (1) Pioneer Athletics P-Rex Artificial Turf Paint Remover & Extractor or agency approved equal which must include all the following components or component equivalents approved by the ADPHT. Extractor must be new and assembled and ready for use upon delivery and acceptance.

1. ENGINE

a. Kawasaki 852 cc gasoline engine with electric start or agency approved equal

b. Four stroke overhead valve (OHV) V-Twin cylinder

2. DRIVE SYSTEM

a. Dual hydrostatic

b. 21cc HydroGear PY pumps

c. Parker TG310 wheel motors

d. Variable Speed up to 14 MPH Maximum

e. Oil cooler with 8-inch fan hydraulic cooling

f. Three (3) gallon reservoir capacity

3. FRAME CONSTRUCTION

a. 1.5-inch X 3.0-inch X .187-inch steel

b. Zero-turn vehicle platform with two (2) 35-gallon rinse water holding tanks

4. GENERAL

a. Advanced zero-radius turn system steering, highly maneuverable, and can operate forward and reverse while cleaning and extracting

b. Bolstered Grammer suspension seat

c. Twelve (12) gallons fuel capacity: Two (2) 6-gallon tanks with individual gauges

d. Cup holder

e. Front Tire: 13-inch X 6.5-6 inch

f. Drive Tire: 24-inch X 9.5-12 inch

g. Shall be able to apply remover solution, agitate, rinse, and extract simultaneously or in any combination

5. ENDZONE BRUSH ASSEMBLY

a. Three (3) 20-inch brushes

b. Made from blend of natural and synthetic fibers

c. Quick release system for cleaning or replacement with quick disconnects for hoses

d. Three (3) nozzles, (two (2) can be shut off independently), usable for water and remover solution application

e. 12 Volt, 8-inch electric lift actuator raises and lowers assembly from driver’s seat

f. Individual hydraulic motors mounted on each brush. Belt-driven hydraulic pump activated by engaging electric PTO clutch

6. WHEEL RINSE SYTEM

a. Dual spray head system rinses paint off rear wheels to eliminate tracking

b. Single spray head system rinses paint off front wheels to eliminate tracking

c. On-off switch on operator’s left controls electric solenoids directing water to the wheels

7. REMOVER SOLUTION SPRAY ASSEMBLY

a. 16-gallon polypropylene tank

b. 110-120-volt 20-amp utility outlet pump

c. 60-inch rear mounted boom sprayer with two (2) spray nozzles

8. ELECTRIC SYSTEM

a. 5500-watt maximum output, belt driven generator

b. 20 amp, push to reset circuit breaker

c. 110-120-volt 20-amp GFI outlet

9. EXTRACTION SYSTEM

a. 60-inch-wide suction plate

b. Shall maximize paint extraction while minimizing infill extraction

c. Five (5) spray nozzles apply rinse water immediately in front of the suction plate

d. Powerful dual-motor vacuums with 238 cfm suction power and 114-inch water lift. Each vacuum motor must have its own clear suction hose for optimum paint extraction. Vacuums must work on a 15-amp 115-volt AC circuit

e. 12-volt, 6-inch electric lift actuator raises and lowers assembly

f. 55-gallon recovery tank with bottom ball valve drain

10. OPERATOR CONTROLS

a. All electric control systems

b. All controls conveniently located on either side of the operator, labeled and easy to use

c. On-Off switches activating electric solenoids and stainless-steel ball valves for both water and remover solution must be located on the operators left. Must be able to direct water to the front brushes, the vacuum bar, and the wheel rinse nozzles separately or all at once. Remover solution can be directed to the rear boom sprayer or to the front brushes.

d. All mechanical controls must be located to the right of the driver. The ignition switch, throttle, choke, and electric PTO clutch knob control the vehicle and the hydraulics. Two (2) rocker switches independently raise and lower the brush assembly and the vacuum plate.

11. SAFETY FEATURES

a. Safety start interlock system consisting of park brake switches, seat switch, and brush pump clutch switch

b. Certified rollover protective structure

c. Lap belt

12. WARRANTY

a. Warranty data must be furnished with the equipment

b. Contractor shall provide Manufacturer’s warranty on engine.

c. Equipment furnished under this specification must be warranted against defective material and workmanship for a minimum period of (12) months (365 days) from date unit is placed in operation by Arkansas Department of Parks, Heritage & Tourism.

d. Warranty must include all parts, labor, and transportation costs to the location of the equipment.

e. If equipment cannot be repaired on location, warranty must include cost of transport to the facility where the repair work will be done.

f. Warranty repairs are to be performed by any authorized dealership of the manufacturer; however, the Contractor shall be responsible for coordinating repairs and ensuring that warranty repairs are completed in a timely manner.

1.8 DELIVERY: FOB DESTINATION

War Memorial Stadium #1 Stadium Dr Stadium Office Gate 9 Little Rock, AR 72205 Delivery Contact: John Latch Phone: 501-944-5156 or 501-663-6385 Email: john.latch@arkansas.gov

Alternate Delivery Contact: Brian Doss Phone: 501-815-3837 or 501-663-6385 Email: brian.d.doss@arkansas.gov

A. The Department requests delivery within 45 calendar days after ordering. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering Department’s designated location. (See Bid Response Packet) Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department. The Contractor shall give the Department immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

D. The State assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the Department’s purchase order.

1.9 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

· Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a FIRM contract to Multiple Contractors.

B. The anticipated starting date for any resulting contract is upon contract award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on a LINE ITEM basis.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. ARBuy line item pricing response on the solicitation page. Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates): https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract Fillable Form by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates): https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

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