IFB605CO20000724_Sep_30_24_solicitation_doc.pdf

Solicitation Number: IFB605CO20000724

MoDOT Long Term Safety Awards - Statewide

MoDOT Invitation to Bid (IFBR)

MoDOT - Dept of Transportation

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General Header Information

IFB605CO20000724

No. IFB605CO20000724 Title: MoDOT Long Term Safety Awards - Statewide Start Date: January 02, 2020 at 3:00:00 PM GMT End Date: January 16, 2020 at 8:00:00 PM GMT Vendor Q&A Start Date:

Vendor Q&A End Date:

Estimated Total Value:

Who can respond to this bid? : All Vendors Description: MoDOT seeks bids from qualified vendors to provide Long Term Safety

Awards in various locations in the state of Missouri. The contract period is from Date of Award to December 31, 2020, with two (2) one-year renewal options.

Delivery Terms: Free On Board Destination Payment Terms: Net 30 Days Contact Information: MoDOT - Dept of Transportation

Lori Tackett 830 MoDOT Drive Jefferson City MO, 65109 United States Tel: 573-522-9481 Fax: 573-526-1218 Lori.Tackett@modot.mo.gov

Contact Details: If you have any questions, please contact:

Lori Tackett 830 MoDOT Drive Jefferson City MO, 65109 United States Tel: 573-522-9481 Fax: 573-526-1218 Lori.Tackett@modot.mo.gov

Selected Categories:

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Header Custom Fields:

IFB605CO20000724

NOTICE

Vendor Responsibility

The vendor is solely responsible for ensuring timely submission of their solicitation response, whether submitting an online response or a hard copy response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

The State of Missouri's Privacy Policy can be accessed here.

MODOT Section Numbering

Section Numbering All section numbering contained in this solicitation is for the convenience of reference only and is not intended to define or limit the scope of any provision of this solicitation and may not be sequential.

http://www.mo.gov/privacy-policy/

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Solicitation Requirements:

IFB605CO20000724

MoDOT Instructions for Submitting a Response

Instructions for Submitting a Response

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The Missouri Department of Transportation is now posting all of its bid solicitation documents on the new

MissouriBUYS Bid Board (https://www.missouribuys.mo.gov). MissouriBUYS is the State of Missouri’s web-based statewide eProcurement system which is powered by WebProcure, through our partner, Perfect

Commerce.

For all bid solicitations, vendors now have the option of submitting their solicitation response either as an electronic response or as a hard copy response. As a means to save vendors the expense of submitting a hard copy response and to provide vendors both the ease and the timeliness of responding from a computer, vendors are encouraged to submit an electronic response. Both methods of submission are explained briefly below and in more detail in the step-by-step instructions provided at https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

Notice: The vendor is solely responsible for ensuring timely submission of their solicitation response, whether submitting an online response or a hard copy response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

• ELECTRONIC RESPONSES: To respond electronically to a solicitation, the vendor must first register with MissouriBUYS by going to the MissouriBUYS Home Page (https://missouribuys.mo.gov), clicking the

“Register” button at the top of the page, and completing the Vendor Registration. Once registered the vendor should log back into MissouriBUYS and edit their profile by selecting the organizational contact(s) that should receive an automated confirmation of the vendor’s electronic bid responses successfully submitted to the state.

To respond electronically to a solicitation, the vendor must login to MissouriBUYS, locate the desired solicitation on the Bid Board, and, at a minimum, the vendor must read and accept the Original Solicitation

Documents and complete pricing and any other identified requirements. In addition, the vendor should download and save all of the Original Solicitation Documents on their computer so that they can prepare their response to these documents. Vendors should upload their completed response to these downloaded documents (including exhibits, forms, and other information concerning the solicitation) as an attachment to the electronic solicitation response. Step-by-step instructions for how a registered vendor responds to a solicitation electronically are available on the MissouriBUYS system at:

https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

Vendors are encouraged to submit their entire proposal electronically; however in lieu of attaching exhibits, forms, pricing, etc. to the electronic solicitation response, a vendor may submit the exhibits, forms, pricing, etc. through mail or courier service. However, any such submission must be received prior to the solicitation’s specified end date and time. Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any hard copy solicitation response documents submitted through mail or courier service.

In the event a registered vendor electronically submits a solicitation response and also mails hard copy documents that are not identical, the vendor should explain which response is valid for the state's consideration. In the absence of such explanation, the state reserves the right to evaluate and award the response which serves its best interest.

https://www.missouribuys.mo.gov https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf https://missouribuys.mo.gov https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

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Addendum Document: If an addendum document is subsequently issued, please follow these steps to accept the addendum document(s).

1. If you have not accepted the original solicitation document go to the Overview page, find the section titled, Original Solicitation Documents, review the solicitation document(s) then click on the box under

Select, and then click on the Accept button.

2. To accept the addendum document, on the Overview page find the section titled Addendum Document, review the addendum document(s) then click on the box under Select, and then click on the Accept button.

Note: If you submitted an electronic response prior to the addendum date and time, you should review your solicitation response to ensure that it is still valid by taking into consideration the revisions addressed in the addendum document. If a revision is needed to your solicitation response and/or to indicate your acceptance of the addendum document, you will need to retract your response and re-submit your response by following these steps:

1. Log into MissouriBUYS.

2. Select the Solicitations tab.

3. Select View Current Solicitations.

4. Select My List.

5. Select the correct Opportunity Number (Opportunity No); the Overview page will display.

6. Click on Review Response from the navigation bar.

7. Click on Retract if your response needs to be revised.

8. A message will come up asking, “Are you sure you want to retract the Bid”. Click on Continue to confirm.

9. Click on Respond and revise as applicable.

10. Click on Review Response from the navigation bar and then click on Submit to submit your response.

• HARD COPY RESPONSES: Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any hard copy solicitation response documents.

MoDOT STANDARD SOLICITATION PROVISIONS

1.1. Standard Provisions

The solicitation for the procurement of the supplies referenced therein, to which these Standard Bid

Provisions, General Terms and Conditions and Special Terms and Conditions, is being issued under, and governed by, the provisions of Title 7 - Missouri Department of Transportation, Division 10, Missouri

Highways and Transportation Commission, Chapter 11- Procurement of Supplies, of the Code of State

Regulations. The Missouri Highways and Transportation Commission (MHTC), acting by and through its operating arm, the Missouri Department of Transportation (MoDOT), draws the Bidders attention to said 7

CSR 10-11 for all the provisions governing solicitation and receipt of bids/quotes and the award of the contract pursuant to this solicitation.

1.2 Standard Provisions

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All bids/quotes must be submitted by a responsible officer or employee of the firm. Obligations assumed by such submission must be fulfilled.

1.3 Standard Provisions

Work is to be performed under the general supervision and direction of MoDOT and, if awarded any portion of the work, the Contractor agrees to furnish at his/her own expense all labor and equipment required to complete the work, it being expressly understood that this solicitation is for completed work based upon the price(s) specified according to the requirements and specifications detailed within the solicitation documents.

MoDOT IFB GENERAL TERMS AND CONDITIONS

2.1 Definitions

Capitalized terms as well as other terms used but not defined herein shall have the meaning assigned to them in section 7 CSR 10-11.010 Definition of Terms. Whenever the following words and expressions appear in an Invitation for Bid (IFB) document or any addendum thereto, the definition or meaning described below shall apply.

2.1.1. Addendum means a written official modification to an IFB.

2.1.2. Amendment means a written official modification to a contract.

2.1.3. Attachment applies to all forms or documents which are included with an IFB to incorporate any informational data or requirements related to the performance requirements and/or specifications.

2.1.4. Bid end date and time and similar expressions mean the exact deadline required by the IFB for the receipt of bids.

2.1.5. Exhibit applies to forms which are included with an IFB for the vendor to complete and submit with the bid prior to the specified end date and time.

2.1.6. Invitation for Bid (IFB) means the solicitation document issued to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes these Terms and Conditions as well as all Pricing Pages, Exhibits, Attachments, and Addendums thereto.

2.1.7. May means a certain feature, component, or action is permissible, but not required.

2.1.8. Must means a certain feature, component, or action is a mandatory condition. Failure to provide or comply will result in a bid being considered non-responsive.

2.1.9. Pricing page(s) applies to the form(s) which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the IFB. Pricing page(s) must be completed and submitted by the vendor with the bid response prior to the specified bid end date and time.

2.1.10. Revised Statutes of Missouri (RSMo) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri.

2.1.11. Shall has the same meaning as the word must.

2.1.12. Should means that a certain feature, component and/or action is desirable but not mandatory.

2.2 Nondiscrimination

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The Contractor shall comply with all state and federal statutes applicable to the Contractor relating to nondiscrimination, including, but not limited to, Chapter 213, RSMo; Title VI and Title VII of Civil

Rights Act of 1964 as amended (42 U.S.C. Sections 2000d and 2000e, et seq.); and with any provision of the Americans with Disabilities Act (42 U.S.C. Section 12101, et seq)..

2.2.1 Sanctions for Noncompliance: In the event of the Contractor's noncompliance with the nondiscrimination provisions of this contract, MHTC shall impose such contract sanctions as it or the Federal

Highway Administration may determine to be appropriate, including, but not limited to:

2.2.1.1 withholding of payments to the Contractor under the contract until the Contractor complies, and/or,

2.2.1.2 cancellation, termination or suspension of the contract, in whole or in part.

2.3 Contract/Purchase Order

By submitting a response, the Bidder agrees to furnish any and all equipment, supplies and/or services specified in the solicitation documents, at the prices quoted, pursuant to all requirements and specifications contained therein.

2.3.1. A binding contract shall consist of: (1) the solicitation documents, amendments thereto, and/or Best and Final Offer (BAFO) request(s) with any changes/additions, (2) the Contractor's bid response, and (3) the

MHTCs acceptance of the bid by post-award contract or purchase order.

2.3.2. A notice of award does not constitute an authorization for shipment of equipment or supplies or a directive to proceed with services. Before providing equipment, supplies and/or services, the Contractor must receive a properly authorized notice to proceed and/or purchase order

2.4 Applicable Laws and Regulations

The contract shall be construed according to the laws of the State of Missouri. The Contractor shall comply with all applicable local, state, and federal laws and regulations related to the performance of the contract. The exclusive venue for any legal proceeding relating to or arising, out of the contract shall be in the Circuit Court of Cole County, Missouri.

2.4.1. The Contractor must be registered and maintain good standing with the Secretary of State of the

State of Missouri, Missouri Department of Revenue, and other regulatory agencies, as may be required by law or regulations. Prior to the issuance of a purchase order and/or notice to proceed, the Contractor may be required to submit to MHTC a copy of their current Authority Certificate from the Secretary of State of the

State of Missouri and/or a copy of their Certificate of No Tax Due from the Missouri Department of Revenue.

2.4.2. Prior to the issuance of a purchase order and/or notice to proceed, all out-of-state Contractors providing services in the state of Missouri must submit to MHTC a copy of their current Transient Employer

Certificate from the Missouri Department of Revenue, and a current Certificate of Registration from the

Secretary of State of the state of Missouri.

2.5 Open Competition and IFB Document

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It shall be the vendor's responsibility to ask questions, request changes or clarification, or otherwise advise MoDOT if any language, specifications or requirements of an IFB appear to be ambiguous, contradictory, and/or arbitrary, or appear to inadvertently restrict or limit the requirements stated in the IFB to a single source. Any and all communication from vendors regarding specifications, requirements, competitive bid process, etc., must be directed to the IFB Contact, unless the IFB specifically refers the vendor to another contact. Such e-mail, fax, or phone communication should be received at least ten calendar days prior to the official bid end date.

2.5.1. Every attempt shall be made to ensure that the vendor receives an adequate and prompt response.

However, in order to maintain a fair and equitable bid process, all vendors will be advised, via the issuance of an addendum to the IFB, of any relevant or pertinent information related to the procurement. Therefore, vendors are advised that unless specified elsewhere in the IFB, any questions received less than ten calendar days prior to the IFB end date may not be answered.

2.5.2. Vendors are cautioned that the only official position of the MHTC is that which is issued in the IFB or an addendum thereto. No other means of communication, whether oral or written, shall be construed as a formal or official response or statement.

2.5.3. The IFB is available for viewing and downloading on the MissouriBUYS Statewide eProcurement

System. Registered vendors are electronically notified of those bid opportunities that match the commodity codes for which the vendor registered in MissouriBUYS. If a registered vendors e-mail address is incorrect, the vendor must update the e-mail address themselves on the state's MissouriBUYS Statewide eProcurement System at https://missouribuys.mo.gov/.

2.5.4. MoDOT reserves the right to officially amend or cancel an IFB after issuance. It shall be the sole responsibility of the vendor to monitor the MissouriBUYS Statewide eProcurement System to obtain a copy of the addendum(s). Registered vendors who received e-mail notification of the bid opportunity when the

IFB was established and registered vendors who have responded to the IFB on-line prior to an addendum being issued, should receive e-mail notification of the addendum(s). Registered vendors who received e-mail notification of the bid opportunity when the IFB was established and registered vendors who have responded to the bid on-line prior to a cancellation being issued, should receive e-mail notification of a cancellation issued prior to the exact end date and time specified in the IFB.

2.6 Preparation of Bids

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Vendors must examine the entire IFB carefully. Failure to do so shall be at the vendor's risk.

2.6.1. Unless otherwise specifically stated in the IFB, all specifications and requirements constitute minimum requirements. All bids must meet or exceed the stated specifications and requirements.

2.6.2. Unless otherwise specifically stated in the IFB, any manufacturer names, trade names, brand names, information and/or catalog numbers listed in a specification and/or requirement are for informational purposes only and are not intended to limit competition. The vendor may offer any brand which meets or exceeds the specification for any item, but must state the manufacturer's name and model number for any such brands in the bid. In addition, the vendor shall explain, in detail, (1) the reasons why the proposed equivalent meets or exceeds the specifications and/or requirements and (2) why the proposed equivalent should not be considered an exception thereto. Bids which do not comply with the requirements and specifications are subject to rejection without clarification.

2.6.3. Bids lacking any indication of intent to bid an alternate brand or to take an exception shall be received and considered in complete compliance with the specifications and requirements as listed in the IFB.

2.6.4. In the event that the vendor is an agency of state government or other such political subdivision which is prohibited by law or court decision from complying with certain provisions of an IFB, such vendor may submit a bid which contains a list of statutory limitations and identification of those prohibitive clauses.

The vendor should include a complete list of statutory references and citations for each provision of the IFB, which is affected by this paragraph. The statutory limitations and prohibitive clauses may (1) be requested to be clarified in writing or (2) be accepted without further clarification if the statutory limitations and prohibitive clauses are deemed acceptable. If MHTC determines clarification of the statutory limitations and prohibitive clauses is necessary, the clarification will be conducted in order to agree to language that reflects the intent and compliance of such law and/or court order and the IFB.

2.6.5. All equipment and supplies offered in a bid must be new, of current production, and available for marketing by the manufacturer unless the IFB clearly specifies that used, reconditioned, or remanufactured equipment and supplies may be offered.

2.6.6. Prices shall include all packing, handling and shipping charges FOB destination, freight prepaid and allowed unless otherwise specified in the IFB.

2.6.7. Bids, including all pricing therein, shall remain valid for 90 days from bid opening unless otherwise indicated. If the bid is accepted, the entire bid, including all prices, shall be firm for the specified contract period.

2.6.8. Any foreign vendor not having an Employer Identification Number assigned by the United States

Internal Revenue Service (IRS) must submit a completed IRS Form W-8 prior to or with the submission of their bid in order to be considered for award.

2.7 Submission of Bids

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Registered vendors may submit bids electronically through the MissouriBUYS Statewide eProcurement System at https://missouribuys.mo.gov/ or by delivery of a hard copy to the Contact address shown on the Solicitation General Header Information. Vendors that have not registered on the MissouriBUYS Statewide eProcurement System may submit bids hard copy to the Contact address shown on the Solicitation General Header Information. Delivered bids must be sealed in an envelope or container, and received in the required location no later than the exact end date and time specified in the IFB. All bids must (1) be submitted by a duly authorized representative of the vendors organization, (2) contain all information required by the IFB, and (3) be priced as required. It shall be the responsibility of the vendor to ensure their bid is in the required location no later than the exact end date and time specified in the IFB.

2.7.1. The sealed envelope or container containing a bid should be clearly marked on the outside with (1) the official IFB number and (2) the official end date and time. Different bids should not be placed in the same envelope, although copies of the same bid may be placed in the same envelope.

2.7.2. A bid submitted electronically by a registered vendor may be modified on-line prior to the official end date and time. A bid which has been delivered to the Purchasing office may be modified by signed, written notice which has been received in the required location prior to the official end date and time specified. A bid may also be modified in person by the vendor or its authorized representative, provided proper identification is presented before the official end date and time. Telephone or telegraphic requests to modify a bid shall not be honored.

2.7.3. A bid submitted electronically by a registered vendor may be retracted on-line prior to the official end date and time. A bid which has been delivered to the required location may only be withdrawn by a signed, written document on company letterhead transmitted via mail, e-mail, or facsimile which has been received at the required location prior to the official end date and time specified. A bid may also be withdrawn in person by the vendor or its authorized representative, provided proper identification is presented before the official end date and time. Telephone or telegraphic requests to withdraw a bid shall not be honored.

2.7.4. A bid may also be withdrawn after the bid opening through submission of a written request by an authorized representative of the vendor. Justification of withdrawal decision may include a significant error or exposure of bid information that may cause irreparable harm to the vendor.

2.7.5. When submitting a bid electronically, the registered vendor indicates acceptance of all IFB requirements, terms and conditions by clicking on the Review and Submit button on the Response Review tab.

2.7.6. Faxed bids shall not be accepted. However, faxed and e-mail no-bid notifications shall be accepted.

2.8 Bid Opening

Bid openings are public on the end date and at the opening time specified on the IFB document.

Names and prices of the respondents shall be read at the bid opening. All vendors may view the same bid response information on the MissouriBUYS Statewide eProcurement System. Purchasing will not provide prices or other bid information via the telephone.

2.8.1. Bids which are not received in the Purchasing office prior to the official end date and time shall be considered late, regardless of the degree of lateness, and normally will not be opened.

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2.9 Evaluation and Award

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Any clerical error, apparent on its face, may be corrected by the buyer before contract award. Upon discovering an apparent clerical error, the buyer shall contact the vendor and request clarification of the intended bid. The correction shall be incorporated in the notice of award. Examples of apparent clerical errors are: 1) misplacement of a decimal point; and 2) obvious mistake in designation of unit.

2.9.1. Any pricing information submitted shall be subject to evaluation if deemed to be in the best interest of the MHTC.

2.9.2. The vendor is encouraged to propose price discounts for prompt payment or propose other price discounts that would benefit the MHTC. However, unless otherwise specified in the IFB, pricing shall be evaluated at the maximum potential financial liability to the MHTC.

2.9.3. Awards shall be made to the vendor whose bid (1) complies with all mandatory specifications and requirements of the IFB and (2) is the lowest and best bid, considering price, responsibility of the vendor, and all other evaluation criteria specified in the IFB and (3) complies with all applicable Missouri statutes and Executive Orders.

2.9.4. In the event all vendors fail to meet the same mandatory requirement in an IFB, MHTC reserves the right, at its sole discretion, to waive that requirement for all vendors and to proceed with the evaluation. In addition, MHTC reserves the right to waive any minor irregularity or technicality found in any individual bid.

2.9.5. MHTC reserves the right to reject any and all bids. When all bids are non-responsive or otherwise unacceptable and circumstances do not permit a rebid, MHTC may negotiate for the required supplies.

2.9.6. When evaluating a bid, the MHTC reserves the right to consider relevant information and fact, whether gained from a bid, from a vendor, from vendor references, or from any other source.

2.9.7. Any information submitted with the bid, regardless of the format or placement of such information, may be considered in making decisions related to the responsiveness and merit of a bid and the award of a contract.

2.9.8. Any award of a contract shall be made by notification to the successful vendor. MHTC reserves the right to make awards by item, group of items, or an all or none basis unless otherwise identified in the solicitation. The grouping of items awarded shall be determined based upon factors such as item similarity, location, administrative efficiency, or other considerations in the best interest of the MHTC.

2.9.9. All bids and associated documentation which were submitted on or before the official end date and time will be considered open records pursuant to section 610.021, RSMo, following the official opening of bids.

2.9.10. The MHTC posts all bid results on the MissouriBUYS Statewide eProcurement System website for all vendors to view for a reasonable period of time after bid award.

2.9.11. The MHTC reserves the right to request clarification of any portion of the vendor response in order to verify the intent of the vendor. The vendor is cautioned, however, that its response may be subject to acceptance or rejection without further clarification.

2.9.12. Any bid award protest must be received within ten (10) calendar days after the date of award in accordance with the requirements of 7

CSR 10-11.020 (10).

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2.9.13. The final determination of contract award(s) shall be made by the MHTC.

2.10 Executive Order

The Contractor shall comply with all the provisions of Executive Order 07-13, issued by the

Honorable Matt Blunt, Governor of Missouri, on the sixth (6th) day of March, 2007. This Executive

Order, which promulgates the State of Missouri's position to not tolerate persons who contract with the state engaging in or supporting illegal activities of employing individuals who are not eligible to work in the United States, is incorporated herein by reference and made a part of this Agreement.

2.10.1. The Contractor hereby certifies that any employee of the Contractor assigned to perform services under the contract is eligible and authorized to work in the United States in compliance with federal law.

2.10.2. In the event the Contractor fails to comply with the provisions of the Executive Order 07-13, or in the event the Commission has reasonable cause to believe that the contractor has knowingly employed individuals who are not eligible to work in the United States in violation of federal law, the Commission reserves the right to impose such contract sanctions as it may determine to be appropriate, including but not limited to contract cancellation, termination or suspension in whole or in part or both.

2.10.3. The Contractor shall include the provisions of this paragraph in every subcontract. The Contractor shall take such action with respect to any subcontract as the Commission may direct as a means of enforcing such provisions, including sanctions for noncompliance.

2.11 Preferences

In the evaluation of bids/quotes, preferences shall be applied in accordance with 7 CSR 10-

11.020(7). Contractors should apply the same preferences in selecting subcontractors.

2.11.1. Bidders are encouraged to obtain minority business enterprise (MBE) and women business enterprise (WBE) participation in this work through the use of subcontractors, suppliers, joint ventures, or other arrangements that afford meaningful participation for M/WBEs. Bidders are encouraged to obtain 10%

MBE and 5% WBE participation.

2.12 Cancellation of Contract

The MHTC may cancel the Contract at any time for a material breach of contractual obligations or for convenience by providing Contractor with written notice of cancellation. Should the MHTC exercise its right to cancel the contract for such reasons, cancellation will become effective upon the date specified in the notice of cancellation sent to the Contractor.

2.13 Bankruptcy or Insolvency

Upon filing for any bankruptcy or insolvency proceeding by or against the Contractor, whether voluntarily, or upon the appointment of a receiver, trustee, or assignee, for the benefit of creditors, the Commission reserves the right and sole discretion to either cancel the Agreement or affirm the Agreement and hold the

Contractor responsible for damages.

2.14 Warranty

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The Contractor expressly warrants that all equipment, supplies, and/or services provided shall: (1) conform to each and every specification, drawing, sample or other description which was furnished to or adopted by the MHTC, (2) be fit and sufficient for the purpose expressed in the solicitation documents, (3) be merchantable, (4) be of good materials and workmanship, and (5) be free from defect. Such warranty shall survive delivery and shall not be deemed waived either by reason of the MHTC's acceptance of or payment for said equipment, supplies, and/or services.

2.15 Status of Independent Contractor

The Contractor represents itself to be an independent Contractor offering such services to the general public and shall not represent itself or its employees to be an employee of the MHTC. Therefore, the Contractor shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save and hold the MHTC, its officers, agents and employees harmless from and against any and all losses

(including attorney fees) and damage of any kind related to such matters.

2.16 Non-Waiver

If one of the parties agrees to waive its right to enforce any term of this Contract, that party does not waive its right to enforce such term at any other time or to enforce any or all other terms of this Contract.

2.17 Indemnification

The Contractor shall defend, indemnify and hold harmless MHTC, including its members and department employees, from any claim or liability whether based on a claim for damages to real or personal property or to a person for any matter relating to or arising out of the Contractor's performance of its obligations under the contract awarded pursuant to this solicitation.

2.18 Right of Acceptance and/or Rejection

MoDOT reserves the right to reject any responses, and to accept or reject any items thereon, and to waive technicalities. In case of error in the extension of prices in the response, unit prices will govern.

2.19 Inspection and Acceptance

No equipment, supplies, and/or services received by MoDOT pursuant to a contract shall be deemed accepted until MoDOT has had reasonable opportunity to inspect said equipment, supplies, and/or services.

2.19.1. All equipment, supplies, and/or services which do not comply with the specifications and/or requirements or which are otherwise unacceptable or defective may be rejected. In addition, all equipment, supplies, and/or services which are discovered to be defective or which do not conform to any warranty of the contractor upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.

2.19.2. The MHTC reserves the right to return any such rejected shipment at the contractor's expense for full credit or replacement and to specify a reasonable date by which replacements must be received.

2.19.3. The MHTCs right to reject any unacceptable equipment, supplies, and/or services shall not exclude any other legal, equitable or contractual remedies the MHTC may have.

2.20 Invoicing and Payment

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The statewide financial management system has been designed to capture certain receipt and payment information. For each purchase order received, an invoice must be submitted that references the purchase order number and must be itemized in accordance with items listed on the purchase order. Failure to comply with this requirement may delay processing of invoices for payment.

2.20.1. The contractor shall not transfer any interest in the contract, whether by assignment or otherwise, without the prior written consent of the MHTC.

2.20.2. Payment for all equipment, supplies, and/or services required herein shall be made in arrears unless otherwise indicated in the IFB.

2.20.3 The MHTC assumes no obligation for equipment, supplies, and/or services shipped or provided in excess of the quantity ordered. Any unauthorized quantity is subject to the state's rejection and shall be returned at the contractor's expense.

2.20.4. The State of Missouri reserves the right to purchase goods and services using the state purchasing card.

2.21 Conflict of Interest

Elected or appointed officials or employees of the State of Missouri or any political subdivision thereof, serving in an executive or administrative capacity, must comply with sections 105.452 and

105.454, RSMo, regarding conflict of interest.

2.21.1. The contractor hereby covenants that at the time of the submission of the bid the contractor has no other contractual relationships which would create any actual or perceived conflict of interest. The contractor further agrees that during the term of the contract neither the contractor nor any of its employees shall acquire any other contractual relationships which create such a conflict.

2.22 Tax Exempt Status

MHTC is exempt from paying Missouri Sales Tax, Missouri Use Tax and Federal Excise Tax. However, the

Contractor may themselves be responsible for the payment of taxes on materials they purchase to fulfill the contract.

MoDOT IFB SPECIAL TERMS AND CONDITIONS

3.14 Increase or Decrease Quantities

The quantities listed are MoDOT's best estimate of needs at the time of the solicitation posting. MoDOT reserves the right to increase or decrease quantities. The final quantity ordered by MoDOT shall be furnished at the unit price bid.

4.0 SCOPE OF WORK AND REQUIREMENTS

4.1 General Requirements

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4.1.1 The Bidder shall provide products identified in the pricing section for the MHTC and MoDOT, in accordance with the provisions and requirements stated in this bid.

4.1.2 Unit price must include all costs associated for providing the requested items to the following eight (8) separate locations throughout the State. See the attached MoDOT District Map. These costs include, but are not limited to, drop shipping, invoicing, insurance, personal costs, etc.

4.1.2.1 Central Office – 830 MoDOT Dr., Jefferson City, MO 65109 Attn: Michael Todd

4.1.2.2 Northwest District – 3602 N. Belt Hwy, St. Joseph, MO 64502 Attn: Matthew Sonner

4.1.2.3 Northeast District – 1711 Route 61 S., Hannibal, MO 63401 Attn: David Taylor

4.1.2.4 Kansas City District – 600 NE Colbern Road, Lee’s Summit, MO 64086 Attn: Eric Ramsey

4.1.2.5 Central District – 1511 Missouri Blvd, Jefferson City, MO 65109 Attn: Rodney Bexten

4.1.2.6 St. Louis District – 1590 Woodlake Dr., Chesterfield, MO 63017-5712 Attn: Kristi

Coppinger

4.1.2.7 Southwest District – 3025 E. Kearney, Springfield, MO 65801 Attn: Gary McLarry

4.1.2.8 Southeast District – 2675 N. Main St., Sikeston, MO 63801 Attn: Enos Criddle

4.1.3 MoDOT Logo/Emblem: All Bidders submitting bids for clothing items shall provide a

“sew out” with their bid response. See Section 4.8.3 for logo details.

4.1.4 The Bidder shall provide all deliverables to the sole satisfaction of MoDOT.

4.1.5 MoDOT reserves the right to obtain “like or similar” products as specified herein from other manufacturers when use of such products is deemed in the best interest of MoDOT.

4.1.6 MoDOT reserves the right to reject any or all bids and to accept or reject any products thereon, and to waive technicalities. In case of error in the extension of prices in the bid, unit prices will govern.

4.2 Specific Requirements

4.2.1 The Bidder shall provide products equal to or better than those described in each category as shown in the pricing section of this bid. The Bidders must submit pricing on all items within a category.

4.3 Quantities:

4.3.1 Eligible employees will select one (1) item of their choice per year. MoDOT reserves the right to change quantities when orders are placed for delivery statewide.

4.3.2 Orders identifying the products, sizes and quantities will be placed by each location listed in

Section 4.1.2.

4.4 Ordering/Delivery Requirements:

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4.4.1 Employees eligible for safety awards are provided information briefly describing the items available. Each employee chooses the safety award they desire without knowledge of the cost for said item or the results of this bid request.

4.4.2 Upon determination of the lowest Bidder, a purchase order(s) will be issued to the awarded Bidder for product delivery to the specific locations. Awards will be issued per category, based on the lowest price.

4.4.3 All product bid awards and orders will be completed and delivery must be no later than May

15, 2020. The Bidder shall deliver the products to the district location which the order was placed by listed in section 4.1.2.

4.4.4 All items must be individually wrapped with a label on the outside of package for easy distribution.

4.4.5 The awarded Bidder for each item shall not be permitted to provide a substitution for the merchandise bid. If for any reason after bid acceptance the awarded Bidder cannot provide the exact item bid, their bid will be rejected and the next lowest Bidder will receive the award until the lowest Bidder meeting the minimum bid specifications is determined.

4.5 Invoicing and Payment Requirements:

4.5.1 The Bidder shall submit an itemized invoice to the applicable requesting address for the completion of deliverables, as specified herein.

4.5.2 Each invoice should be itemized in accordance with products listed on the purchase order and/or contract. The statewide financial management system has been designed to capture certain receipt and payment information. Therefore, each invoice submitted must reference the purchase order number and must be itemized in accordance with products listed on the purchase order.

Failure to comply with this requirement may delay processing of invoices for payment.

4.5.3 The successful Bidder shall be in accordance with the applicable prices specified in the pricing section of this bid for all services performed satisfactorily, and in accordance with the requirements specified herein and acceptance by MoDOT.

4.5.4 Other than the payment specified above, no other payments or reimbursements shall be made to the Bidder for any reason whatsoever.

4.5.5 Unless otherwise provided for in the solicitation documents, payment for all equipment, supplies, and/or services required herein shall be made in arrears. MoDOT shall not make any advance deposits.

4.5.6 MoDOT assumes no obligation for equipment, supplies, and/or services shipped or provided in excess of the quantity ordered. Any authorized quantity is subject to the MoDOT’s rejection and shall be returned at the Bidder’s expense.

4.5.7 MoDOT reserves the right to purchase goods and services using the state-purchasing card.

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4.6 Other Contractual Requirements:

4.6.1 Contract Period – The contract period shall be from Date of Award through December 31, 2020, with up to two (2) one-year renewal options, or any portion therein. No substitute of requested products shall be allowed. The Bidders will only bid on those products listed in the attached Safety Award Technical Specifications.

4.6.2 Renewal Periods - If the option for renewal is exercised by MoDOT, the Bidder shall agree that the percentages for the renewal period shall not exceed the maximum percentage for the applicable renewal period stated herein. The Bidder shall agree to all terms and conditions of the

IFB and all subsequent amendments. Renewal options are at the sole discretion of

MoDOT. COLORS AND LOGOS MAY CHANGE WITH EACH RENEWAL.

4.6.2.1 If renewal percentages are not provided, the prices during renewal periods shall be the same as during the original contract period.

4.6.2.2 MoDOT does not automatically exercise its option for renewal based upon the maximum percentage of increase without documented justification supporting an increase, and reserves the right to offer or to request renewal of the contract at a percentage less than the maximum percentage stated.

4.6.2.3 In the event MoDOT exercises its option(s) to renew the contract, the requirements for future years shall be basically similar. MoDOT may request like or similar product substitutions at the price offered within a category to be agreed upon by the successful Bidder. Agreed upon substitution must be within the pricing structure of the original bid and any applicable percentage increase or decrease.

4.7 Inspection and Acceptance:

4.7.1 No product received by MoDOT pursuant to a contract shall be deemed accepted until

MoDOT has had reasonable opportunity to inspect said product.

4.7.2 Products which do not comply with the specifications and/or requirements or which are otherwise unacceptable or defective may be rejected. In addition, products which are discovered to be defective or which do not conform to any warranty of the Bidder upon inspection (or at any later time if the defects contained were not reasonably ascertainable upon the initial inspection) may be rejected.

4.7.3 MoDOT reserves the right to return any such rejected shipment at the Bidder's expense for full credit or replacement and to specify a reasonable date by which replacements must be received.

4.7.4 MoDOT’s right to reject any unacceptable products shall not exclude any other legal, equitable or contractual remedies MoDOT may have.

4.8 Samples:

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4.8.1 All Bidders may supply MoDOT with a sample of any product(s) different than the specific brand/item number identified in the pricing section of this bid. This includes all products the Bidder may bid as an equal product. Samples will be at the Bidders’ own cost, as part of the bid submittal.

MoDOT will retain the awarded Bidder’s samples. If the Bidder did not receive award and would like the sample returned, the Bidder needs to submit prepaid postage and MoDOT will return the product. If the Bidder prefers, he/she may personally pick up the sample after bid has been awarded. MoDOT will not be responsible for returning samples to Bidders who do not include return postage.

4.8.2 Unit prices for non-clothing items must include one color logo on each individual piece of merchandise in accordance with the following specifications.

4.8.3 All vendors submitting bids for clothing items must provide a “sew out” with their bid response. Logo size should be 2 1/2" Wide x 1-1/4", placed on the front left side of the jacket.

Embroidery needs to be Gray or Silver. Refer to Attachments A1, A2, B1, B2, and C for Logo.

MoDOT will retain the awarded Bidder’s “sew out” sample to ensure equal quality of actual products.

4.9 Bid Review:

4.9.1 Bids will be reviewed to determine if the bid complies with the mandatory requirements, and to determine the lowest responsive bid. Upon determination of the lowest Bidder, awards will be issued per category, based on the lowest price.

4.10 Award:

4.10.1 Award of this bid will be made on “Category-By Category” basis and by using the lowest and most responsive principal of award, providing the prices are acceptable to MoDOT.

4.10.2 To be considered responsive for a category, pricing must be submitted on all line items within a category.

5.0 ADDENDUM(S)

5.1 Addendum 001

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5.1.1 The following changes/clarifications are believed to be of general interest to all potential

Bidders for this solicitation. All other terms and conditions remain unchanged and in full force.

QUESTIONS AND RESPONSES:

QUESTION 1: How many “sew out” samples would the client like to see and where/when would they like them sent?

RESPONSE: The Bidder must submit one of each with their bid response. See the second page of bid document for “Contact Information”.

QUESTION 2: Tri Mountain does not make a women’s 3600 Bay Watch jacket. Does the client have a substitute they prefer or would they like us to choose one?

RESPONSE: The Bidder must submit one that is as similar as possible. No preference.

QUESTION 3: Port Authority does not make a women’s Challenger jacket in a Tall size. Does the client have a substitute they prefer, would like us to choose one or should we offer the men’s version for Tall sizes?

RESPONSE: The men’s Tall would suffice. MoDOT just needs to have a women’s cut jacket that’s as similar comp to the men’s as possible.

QUESTION 4: Port Authority does not make a men’s Challenger jacket in a 5XL Tall or 6XL Tall.

Does the client have a substitute they prefer?

RESPONSE: No, that just may not be an option.

QUESTION 5: Approximately how many employees will choose an item per year (this could be in the bid docs that I missed)?

RESPONSE: The report has 324 people receiving the award. The range per year is usually around 250 to 350 a year.

QUESTION 6: When does the program typically run (this could be in the bid docs that I missed)?

RESPONSE: The safety award report is generated in January. The sizes are collected, and the order is put in by mid-February. Occasionally a couple small orders may be put in after the initial main order is sent to the awarded vendor.

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QUESTION 7: Would you provide us with where the safety awards will be shipped?

RESPONSE: The locations where the safety awards will be shipped are in Section 4.1.2 of the bid. There are eight (8) locations.

QUESTION 8: Would you provide us with how we will receive orders?

RESPONSE: Purchase orders will be sent by each MoDOT district to the awarded vendor. See

Section 4.4 Ordering/Delivery Requirements.

QUESTION 9: Regarding the “sew out” response..client would like to see a sample of each of the five (5) years of service logo..correct?

RESPONSE: MoDOT has logos that we would like to use with different years that is interchangeable. It’s more about the different jacket types is what MoDOT would like to see.

QUESTION 10: Can we choose which thread color to use as MoDOT gave two (2) choices or do we have to show a sew out in each thread color?

RESPONSE: The dark navy is fine.

QUESTION 11: Do these sew outs need to be on the actual jacket or can they be on a remnant?

RESPONSE: The sew outs must be on the actual jacket. See Section 4.8.3 of the bid.

QUESTION 12: With RFP responses due back next week are the “sew outs” required for vendor’s bid to be considered?

RESPONSE: No. MoDOT needs something that shows the sew out or has some visual representation.

QUESTION 13: Our vendors will not be able to turn around 5 sew outs by next week but could have them in the coming weeks.

RESPONSE: See response to Question 12.

QUESTION 14: Where will we be sending the sew out samples?

RESPONSE: The sew out samples are to be sent to the buyer of record of this bid. This information is on the second page of the bid document, under “Contact Information”.

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Questionnaire:

IFB605CO20000724

M/WBE Participation Description: Bidders are encouraged to obtain minority business enterprise (MBE) and women business enterprise (WBE) participation in this work through the use of subcontractors, suppliers, joint ventures, or other arrangements that afford meaningful participation for M/WBEs. Bidders are encouraged to obtain 10% MBE and 5% WBE.

List all certified M/WBE vendors utilized in the fulfillment of this bid.

Include percentage of participation for subcontractors and identify the M/WBE certifying agency. If not applicable, enter N/A in the required field.

Type TEXT Is Required Y

SDV/E Preference Description: Service-Disabled Veteran (SDV) is defined as any individual who is disabled as certified by the appropriate federal agency responsible for the administration of veterans’ affairs. A Service- Disabled Veteran Business (SDVE) is defined as a business whereby not less than fifty-one (51) percent of which is owned by one or more service-disabled veterans or, in the case of any publicly owned business, not less than fifty-one (51) percent of the stock of which is owned by one or more service-disabled veterans; and the management and daily business operations of which are controlled by one or more service-disabled veterans.

List the names and addresses of an SDV or SDVE providing products or services in relation to this bid. If not applicable, enter N/A in the required field.

Type TEXT Is Required Y

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