ITB_1064-Nuclear Gauge Service.docx

STATE OF IDAHO

IDAHO TRANSPORTATION DEPARTMENT

Invitation to Bid (ITB) 1064

NUCLEAR GAUGE MAINTENANCE, TESTING AND CALIBRATION SERVICES

Date of Issuance: 10/23/25

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Kirk Anderson, Contract Officer Idaho Transportation Department Kirk.anderson@itd.idaho.gov 208.334.8084

Public Bid Opening:

Teams Link:

Phone:

Phone Conference ID:

A public bid opening will be held at 10:30 am MT on the next business day following the closing date to announce the Offerors who have submitted proposals. Offeror’s proposals will not be opened. The bid opening will be conducted virtually, with the access link provided below.

Join the meeting now Meeting ID: 274 822 864 035 0 Passcode: DJ7Hd6z3

+1 208-473-7075,,364934501# United States, Boise

364 934 501#

Submit electronically via IPRO Powered by LUMA (IPRO):

Electronic Submission IPRO Powered by LUMA (hereafter referred to as “IPRO”)

THE ADMINISTRATIVE FEE DETAILED IN SECTION 5.2 OF THE STATE’S STANDARD CONTRACT TERMS AND CONDITIONS WILL NOT APPLY TO THE CONTRACT(S) THAT RESULT FROM THIS SOLICITATION.

PURPOSE

The Idaho Department of Transportation (ITD) is requesting Bids from qualified vendors for nuclear gauge maintenance, testing, and calibration services (Services) for the ITD Labs statewide services in accordance with the specifications provided in this ITB.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO: IPRO Powered by LUMA. The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon. All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are not allowed.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Kirk Anderson Phone: 208.334.8084 E-mail: kirk.anderson@itd.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question (define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in the ITB, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Bid will be given.

BACKGROUND

Idaho transportation department (ITD) is requesting quotes from qualified vendors to pick up, perform maintenance, leak testing, calibrate, and return ITD’s nuclear gauges in order to stay in compliance with federal regulations, in accordance with the specifications provided within this ITB.

SUBMISSION REQUIREMENTS

Required Bid Submission Items.

Your Bid Submission must consist of the following:

Bid Schedule;

Provide your cost information on Attachment 2 - Bid Schedule. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive;

Must provide Nuclear Regulatory Commission (NRC) or Agreement State license proving that they are licensed for the following activities: leak test resulting, calibration of nuclear density gauges, and non-routine maintenance of nuclear density gauges;

State of Idaho Signature Page and;

The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

BID SUBMISSION METHODS

Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. The official time, for bid closing purposes, is 5:00 pm Mountain Standard Time date as indicated on ITB 1064 IPRO Powered by LUMA Event Tab.

Electronic Submission via IPRO;

Submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 5.1) and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.01 as your cost in IPRO;

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB and;

Submitting via IPRO be advised that the Bidder for Bid evaluation and award purposes is the entity profile under which submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails;

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in-order to process and/or award the resulting Contract(s). It is free to establish an account and only takes a few minutes and;

Bidders are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows the State to efficiently navigate the Bidder’s response as the State will print uploaded documents for evaluation in the manner received via IPRO.

Trade Secrets If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

AWARD

Award will be made all to one to the responsive responsible Bidder with the lowest Total Cost, as provided on Attachment 2 - Bid Schedule;

ITD reserves the right to award in the best interest of the State.

Orders Orders will be placed on an as needed basis by ITD via a Purchase/Delivery Order (Order). After receiving the Order from ITD, the Contractor must confirm receipt of the Order and provide an estimated time of pick-up.

Note: ITD anticipates placing Orders in November/December each year for the full scope of work for gauges as described below. Additionally, ITD may place Orders in May/June each year for the leak testing portion of the scope of work only, as described below.

Pick-up and Delivery The Contractor is responsible for all cost associated with picking up the gauges from ITD locations and transporting them to the Contractor’s facility where the work will be performed and then transporting the gauges back to ITD. This is a direct transfer of custody between the NRC licensed vendor and ITD; Contractor’s truck, or third party (common) carrier transportation is authorized. All gauge transportation must abide by 49 CFR 171-178 (subchapter C). Contractor must provide all necessary paperwork and labels for shipment to ITD to provide to the third party carrier. ITD will prepare the gauges for shipment by third party carrier per 40 CFR 172. The Contractor is responsible for the gauges once the gauges leave ITD’s facility and until they are returned back to ITD’s facility.

The Contractor must have the gauges picked up from ITD within ten (10) Business Days after receipt of the Order, or as directed by ITD Contract Monitor. All work must be complete, and the gauges must be returned back to ITD within ten (10) Business Days after receipt of Order, or as directed by ITD Contract Monitor.

The Contractor must package and load each gauge onto its truck, or common carrier; all materials and equipment necessary for transportation must be provided by the Contractor. ITD will provide all NRC required gauge information and documentation to the Contractor and the time of pick-up.

Pick-Up/Delivery Locations and quantity of gauges to be serviced will be identified on each Order. Pricing for transportation will be itemized based on the pickup/delivery location. For pricing and informational purposes, the following may be one of the pick-up/delivery locations required during this Contract:

ITD District 2 2700 Frontage Road Lewiston, ID 83501 Quantity of Gauges: 10 ITD Central Laboratory 3293 Jordan Street Boise, ID 83703 Quantity of Gauges: 24 ITD District 6 206 N Yellowstone Hwy Rigby, ID 83442 Quantity of Gauges: 8

Scope of Work The Contractor must provide all labor, tools, equipment, parts, packaging materials, and transportation of the gauges to perform the work specified within this ITB and at a minimum consist of the following:

General:

Check gauge cases, handles, latches, locking loops, hinges, and lid support straps;

Check nuclear gauge labels for compliance;

Clean all gauges prior to calibration. The cleaning must include but not be limited to the gauge housing, base, shutter block, shutter plate, scraper ring, indexing rod/tube, trigger assembly, and source rod;

Check the source rod for excessive play in the alignment bearing, and with the scraper ring, (i.e. source rod should slide easily through the scraper ring with no binding even at full depth) and;

Check the shutter block, shutter plate, and scraper ring for excessive wear.

Leak Testing:

The gauges are estimated to be fully serviced one (1) time per year. This will include everything listed in the scope of work: Maintenance, Leak Testing, Calibration, and Repairs. With this service, the Contractor is responsible for performing the leak testing and providing the results back to ITD. Because Leak Testing is required by the NRC and ITD has adopted a policy that the Leak Testing is to be performed every six (6) months (with the results being valid for one (1) year), a separate Leak Test must be performed by the Contractor outside of the full service described above;

When ordered as a combined service with the Maintenance, Leak Testing, and Calibration (see Line Item 1 on the Price Sheet), the Contractor must perform leak and/or wipe tests on all gauges/sources following approved procedures from 10 CFR 32.210. U.S. NRC Link Results of the leak and/or wipe test must be recorded on the final report and;

When ordered as a standalone service for just the Leak Testing (see Line Item 2 on the Price Sheet), the Contractor must mail the leak test kit, packaging, and return mailing label to ITD’s Central Laboratory location within five (5) Business Days after receipt of the Order from ITD. ITD’s laboratory will perform the swipe using the swabs provided, re-pack using the packaging provided by the Contractor, and send to the Contractor using the return mailing label provided by the Contractor. The Contractor must perform the test and email the results back to the ITD Contract Monitor within ten (10) Business Days after completion of leak tests. .

Calibration:

Maintain a calibration facility set up for nuclear surface gauges that is compliant with American Society for Testing and Materials (ASTM) D7013 https://www.astm.org/;

Prior to performing calibration, conduct a full electronics diagnostic check on each gauge. Any electronic functions found to be out of the normal parameters for the particular gauge’s make and model, the Contractor must adjust or repair per the section “Repairs”, below. This includes the reprogramming of software to make the gauge operational;

Conduct calibration for nuclear surface moisture and density in accordance with ASTM D7759, and gauge precision according to Section 15.1.2 Repetitive Method;

Check the charging system and batteries. Batteries must be replaced per the section “Repairs”, below and;

Check all gauge software functions for proper operation. Re-program or repair defective functions per the section “Repairs” below.

Repairs:

The Contractor must repair or replace any parts that are broken or damaged as further detailed below:

Parts with normal wear and tear must be replaced at no additional cost to ITD. Normal wear and tear items are defined as wear rings, electronic assembly gaskets, bottom pan gaskets, screws and washers, wipers, scrapers, bumpers, springs, US DOT 7A Type A label, Radioactive Yellow II label, and Cargo Aircraft Only label;

Parts and labor required for repairs, not considered normal wear and tear, of which exceed a total cost of two hundred fifty dollars and zero cents ($250.00) per gauge, must be approved by the ITD Contract Monitor (CM) prior to conducting the repairs and For battery replacements: the Contractor must only charge for the cost of the battery; no labor cost is allowed for battery replacement.

Final Reporting The contractor must provide a final calibration report on the density and water content systems calibrations as provide in ASTM D7759, Section 16 https://www.astm.org/. Report the density uncertainty according to Section 16.1.8.1- 16.1.8.3. The final report must also contain the leak test results. The report must include the name of the technician, the date serviced, and a detailed listing of any mechanical or electrical parts repaired or replaced. The report must also include details on all repairs made to each gauge. The details must identify each gauge, the damage or broken part, and a brief reason for the repair. Two (2) Paper copies of the report must be provided to the CM or one (1) paper copy with access to a digital copy.

COST

Provide your fully burdened Total Cost on the Attachment 2 - Bid Schedule.

BILLING PROCEDURE

Invoice - One (1) invoice must be submitted, per District (including Headquarters), per Order, for all gauges services and accepted by ITD for that Order. The invoice must include an itemization of all gauges serviced for the Order being billed. Gauges disputed by ITD must be excluded from the invoice and then invoiced separately once finally accepted by ITD. Invoices submitted without the required information listed below, will be returned to the Contractor for correction and resubmission. All invoices must be submitted to HWYBusimessOperationsSupport@itd.idaho.gov , and must include the following information:

Contractor Company & Contact Information;

IPRO contract number (and name of project/product, if appropriate) and Agency PO number;

Invoice Number & Date;

Period of Performance (Date range for order being invoiced);

Itemization of the gauges serviced and accepted to include, make/model, serial number, parts & labor if applicable, quantity, unit of measure, unit cost, extended cost, and total invoice amount and;

Provide proof of the Contractor’s cost for parts. if this is missing from the invoice submission it will be rejected by ITD and the Contractor will not be reimbursed until it is provided to ITD.

Invoices and reports are to be submitted to:

Payment - Payments for correctly submitted invoices will be made in accordance with IC 67-2302:

(https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/)

Invoice and Payment Payment will be made in accordance with Idaho Code 67-2302 https://legislature.idaho.gov/statutes after receipt of the Contractor's itemized invoice and is accepted by ITD. Total payments under this Contract shall not exceed the Total Price provided on Attachment 2 Bid Schedule – Bid Schedule unless otherwise modified in an amendment to this Price Agreement.

Warranty, Service and Support, Maintenance, etc.

Warranty must cover all repair worked performed on nuclear gauges for a minimum period of one (1) year. Warranty must cover all defect, with the exception of normal wear and tear under normal working conditions.

Warranty must include all tools, parts, equipment, labor and freight to repair or replaced a defective warranted item. All warranty work must be completed within thirty (30) calendar days after receipt of written notice from ITD. If approved by ITD, the Contractor may perform warranty work on-site, in lieu of pick-up and return shipping. The Contractor will be responsible for all travel costs and work-site clean-up associated with any necessary repairs. The timeframe for corrective action will still be as identified above. If the Contractor is unable to repair the nuclear gauge(s) on-site within thirty (30) calendar days, or if the nuclear gauge(s) continuously malfunctions and causes ITD owned nuclear gauges to be out of service on multiple occasions, ITD reserves the right to require the Contractor to pick-up, repair, and return the nuclear gauge(s) at no additional cost to ITD.

Contract Monitoring The ITD’s Contract Management Team (CMT) will be the Contractor’s main contact for the day-to-day activities performed under the contract. The CMT will monitor the Contractor’s performance to ensure full compliance with the terms and conditions of this contract. The CMT consists of Contract Monitor(s) and a single Contract Manager. The Contract Monitor(s) is/are responsible for overseeing the day-to-day activities, whereas the Contract Manager is responsible for overseeing and supporting the monitoring of the contract for proper execution and performance from the start date of the contract through contract closeout.

The State’s Contract Administration Team (CAT) will be the Contractor and CMT’s main contact for the administrative activities needed for the Contract. The CAT has sole authority for executing amendments to the Contract, renewing or extending the Contract, handing the formal dispute resolution process (including cure notices), assessing any remedies, and terminating the Contract.

The Contractor must designate a principal point of contact to serve as the Contractor’s Project Manager. The Contractor’s Project Manager will be responsible for overseeing the activities performed on the Contract, coordinating activities with the CMT, responding to notifications from the CMT and the CAT as required.

All contact information will be provided and documented during the Contract Kick-Off Meeting.

Subcontractors No subcontractors we be allowed for the services preformed within this Contract without written permission from the Idaho Transportation Department.

See Idaho Standard Terms and Conditions Section 1.13 on the LUMA Attachment Tab.

Price Adjustment Clause Prices must be firm for one (1) year from the effective date of the Contract. A price adjustment may be considered on an annual basis thereafter. If a price adjustment is requested, the Contractor must notify ITD in writing at least ninety (90) calendar days in advance and provide supporting documentation of industry wide increases. Increases will be limited to the actual cost increase to the Contractor. The State will notify Contractor whether the request is approved within ten (10) days of receipt of the request.

If there is an industry wide price decrease, Contractor must notify the State immediately of the decrease; and make the price decrease effective for the State on the same day it becomes effective for the Contractor. If the State is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the Contractor will provide refunds or credits as necessary.

Insurance Requirements Within five (5) days of notification of award (or such other time as designated by the Purchasing Activity), the apparent successful Bidder or Offeror will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the five (5) business day period may be cause for your Bid or Proposal to be declared non-responsive or for your Contract to be cancelled.

See Attachment 3 – Insurance Requirements on Attachment Tab in LUMA.

Responsibilities pursuant to idapa 38.05.01.081 The ITB Lead may, in the State’s sole discretion, require the apparent lowest responsive Bidder’s to provide documentation to demonstrate its responsibility. The ITB Lead may request documentation including, but not limited to credit or financial reports, and references. Failure to provide requested documentation may result in the Bidder’s being deemed non-responsible. Nothing herein shall prevent the State from using other means to determine Bidder’s responsibility.

Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

Tariff Costs If the President of the United States, the United States Congress, Customs and Border Protection, or any other federal entity authorized by law, imposes an import duty or tariff (a “tariff”) on an imported good that results in an increase in Contractor’s costs to a level that renders performance under this Agreement impracticable, Contractor may be permitted to add up to fifty percent (50%) of the actual cost it incurs due to tariffs to its invoices submitted to the State, subject to the following conditions:

Contractor shall notify the Agency of the maximum cost of tariffs and obtain the Agency’s written approval. The Agency shall not be obligated to pay costs associated with tariffs for which the Agency did not provide prior written approval, or which exceed the approved maximum. Contractor may provide notification of maximum tariffs on a case-by-case basis (for each order) or may provide blanket or time-bound notification (e.g., maximum for any orders placed for the next six (6) months);

Contractor may only invoice for actual costs incurred due to tariffs, even if that amount is less than the agreed upon maximum;

Contractor shall provide evidence documenting the actual cost and applicability of tariffs, which may include country of origin, order/delivery dates, official tariff rates, declared value, etc;

Any material misrepresentation of fact by Contractor relating in any way to an increase in pricing due to tariffs is a default under this Contract and shall be subject to the remedies set forth herein, in addition to any other claim or remedy available to the State. Furthermore, any material misrepresentation of fact by Contractor relating in any way to the State’s payment of additional sums due to tariffs shall be fraud against the taxpayers of the State and grounds for the Contractor to be deemed non-responsible and/or disqualified from participation in future solicitations administered by the State and;

Contract pricing will be adjusted via an amendment to the Contract.

ITB 1064 Nuclear Gauge Maintenance, Testing, and Calibration Services

ATTACHMENT 1-BIDDER QUESTIONS

PLEASE DO NOT IDENTIFY YOUR NAME OR YOUR COMPANY’S NAME OR PRODUCT NAMES OF INTELLECTUAL PROPERTY IN YOUR QUESTIONS.

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

ITB1064 Nuclear Gauge Maintenance, Testing, and Calibration Services Page 12

ITB 1064 Nuclear Gauge Maintenance, Testing, and Calibration Services

ITB 1064 NUCLEAR GAUGE MAINTENANCE, TESTING, AND CALIBRATION SERVICES

Attachment 2-BID SCHEDULE

Vendor Name:

Contact Name & Phone Number:

Contact E-mail:

Provide your fully burdened UNIT PRICE, EXTENDED PRICE AND TOTAL COST to include all costs associated with meeting all requirements and specifications:

$500.00_________

TOTAL COST

*Cost for freight will be billed, fully burdened, for picking up the gauges and returning them back to ITD. The unit of measure is for a round trip cost. The quantity listed above are estimates; quantity for transportation will depend on the amount of Orders placed each year.

**Cost for labor to conduct repairs will be billed per hour. The quantity listed above are estimates; quantity for labor may be more or less depending on the condition of each gauge at the time of Order.

***Cost for parts will be reimbursed back to the Contractor, at the cost the Contractor is charged by the supplier; no cost mark up or discount will be provided. The cost indicated in the extended description is an estimated annual cost. This cost is used to estimate the total contract value and it not used for billing purposes.

THIS ATTACHMENT MUST BE COMPLETED AND RETURNED WITH YOUR BID

image1.png