ITB 1403 PLK Vehicle Storage Administration Doc.docx

STATE OF IDAHO

DEPARTMENT OF LANDS

Invitation to Bid (ITB) 1403

Priest Lake Covered Vehicle Storage

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Michael Piccono, Procurement Manager Department of Lands 300 N. 6th Street, Boise, ID 83702 Michael.Piccono@idl.idaho.gov 208-334-0231

IPRO LOGIN

Pre-Bid Site Visit:

Pre-Bid Site Visit Location:

Thursday September 24th, 2026 at 10:00 AM Pacific Time (11 AM MT)

Priest Lake Area Office 4053 Cavanaugh Bay Rd. Coolin, ID 83821

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PURPOSE

Pursuant to Idaho Code 67-5711C, The State of Idaho Department of Lands (IDL) is requesting Bids from qualified Contractors for the Construction of a Covered Vehicle Storage Building at the Priest Lake Area Office in accordance with the specifications provided in this Invitation to Bid.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO Powered by Luma (IPRO). 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.

The submitting Bidder agrees that its Bid, Quotation or Proposal shall be good and may not be withdrawn for a period of ninety (90) days after the scheduled closing date, unless otherwise identified in the Solicitation. No Bid, Quotation or Proposal will be accepted if marked "price prevailing at time of delivery,” “estimated prices,” “actual costs to be billed,” or similar phrases. After the date and time of closing, no price change will be allowed, unless otherwise stated in the Solicitation. All Bids, Quotations and Proposals must be in U.S. Dollars.

All price bids must be entered on Attachment 2 Pricing Schedule. The signed Pricing Schedule shall be submitted via IPRO Powered by Luma. The right is reserved to accept bids on each item separately or as a whole. IDL reserves the right to award contract(s) on an all or nothing basis or to accept any portion of a bid or to award multiple contracts if in the best interest of the State.

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. Only questions answered by written amendment are binding. Oral interpretations have no legal effect.

ITB Lead: Michael Piccono, Procurement Program Manager Phone: 208-334-0231 E-mail: Michael.Piccono@idl.idaho.gov

Any questions regarding the Contract Terms and Conditions attached to this event, must also be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State may 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.

PRE-BID Site Visit - Optional All parties interested may attend the optional pre-bid conference at their expense. Parties interested in attending the site visit should notify the site visit contract below via email no later than one (1) business day prior to the date of the pre-bid site visit, all other questions and inquiries must go to the ITB lead identified in section 3. The written request should specify the name and title of each person who will be attending.

Failure to attend the optional pre-bid site visit shall not relieve the Bidder of meeting the requirements of this ITB.

COST

Provide your fully burdened Total Cost on the Pricing Schedule (Attachment 2).

BILLING PROCEDURE

The Contractor must provide a signed invoice monthly upon Agency acceptance of completion for service provided up to the date accepted. The invoice and respective reports must be submitted no later thirty (30) calendar days after services were provided. No invoice will be accepted or paid without receipt of required reports/documentation. Invoices submitted without the required reports/documentation will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact Person: Derrick Reeves Agency Name: Idaho Department of Lands Address: dreeves@idl.idaho.gov

SUBMISSION REQUIREMENTS

Required Bid Submission Items Your Bid Submission must consist of the following:

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

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

Bid Submission Methods Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your Bid must be received at the Department of Lands by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Department of Lands’s time clock.

Electronic Submission via IPRO Submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 7.1) and enter your cost in IPRO for each line item; as the “Total Cost” on the Pricing 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.

Submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which you 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.

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.

Public Records The Idaho Public Records Law, Idaho Code Sections 74-101 through 74-126, allows the open inspection and copying of public records. Public records include any writing containing information relating to the conduct or administration of the public's business prepared, owned, used, or retained by a state or local agency regardless of the physical form or character. ALL, OR MOST (there are exceptions), OF THE INFORMATION CONTAINED IN YOUR RESPONSE TO THE STATE'S SOLICITATION WILL BE A PUBLIC RECORD SUBJECT TO DISCLOSURE UNDER THE PUBLIC RECORDS LAW.

Trade Secrets and Non-Public Information The Idaho Public Records Act, Idaho Code title 74, chapter 1 (the “Act”) defines 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.” The Act also defines other records that may be exempt from public disclosure.

In addition to marking each page of the document with a trade secret or other exemption notation (as applicable), Bidders must also:

· Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” or “exempt from disclosure” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” or “exempt” 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” or “exempt from disclosure.”

· Provide a separate document entitled “List of Redacted Trade Secret and Exempt Information” which provides a succinct list of all trade secret and exempt 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 and how the exempting the material complies with the Act.

· Submit a redacted copy of any Bid response document (e.g. Scope of Work Response) with all trade secret and exempt information removed or blacked out. The redacted copy must be submitted electronically in the Supplier Attachments section of IPRO, with the word “redacted” in the file name.

Marking your entire Bid, Proposal or Quotation as exempt is not acceptable or in accordance with the Solicitation or the Public Records Law and WILL NOT BE HONORED. In addition, a legend or statement on one (1) page that all or substantially all of the response is exempt from disclosure is not acceptable or in accordance with the Public Records Law and WILL NOT BE HONORED. Prices that you provide in your Bid, Proposal or Quotation are not a trade secret.

Partnerships Contractors responding as partners must furnish the Idaho Department of Lands the name of the partnership, names of the partners, and the partnership's federal taxpayer ID number. All payments will be made to the partnership.

Internal Revenue Service Reporting Requirement IRS rules and regulations require employers to submit a miscellaneous income form (IRS form 1099) for all contractual persons who receive $600 or more in a calendar year. Incorporated firms are exempt from this reporting requirement. The contractor's taxpayer identification number (Social Security or employer number) must be listed on the signature page of the contract.

Responsibility The state reserves the right to make reasonable inquiry to determine the responsibility of a contractor. Such requests may include but not be limited to financial statements, credit ratings, statements of experience and past performance, references, etc. Successful contractors must show to the satisfaction of the Idaho Department of Lands that they have sufficient equipment and work crews to complete the work contracted by the time specified. The unreasonable failure of a contractor to promptly supply information in connection with such a request is reason for disqualification. Except as otherwise provided by law, information furnished by the contractor pursuant to this provision may not be disclosed outside the Idaho Department of Lands without prior written consent of the Contractor.

Clarification Discussions The ITB Lead may, in the Idaho Department of Land’s sole discretion, perform clarification discussions with the Bidder(s) to verify and validate that the Bid will meet the needs of the Agency. At any time during this period, if it is discovered that the Bidder has not met a mandatory requirement or has failed to adequately respond to an item below, the State may find the Bidder non-responsive, and disqualify the Bid.

The Bidder(s) may be requested to address the following items:

· Responsibility Assessment: The Bidder may be required to provide documentation to demonstrate its responsibility. Failure to provide the requested documentation may result in the Bidder being deemed non-responsible.

· Agency Concerns: The Bidder will address or resolve any major risks, issues, concerns, obstacles, or deal-breakers that have been identified by the Agency.

· Verify the Fee/Cost Bid: The Bidder will clarify and validate the fee/cost schedule. The Bidder will submit any additional financial data, supporting data, or substantiation requested by the Agency.

· Provide a Project Schedule: The Bidder will provide a detailed schedule of the project (with major milestones or tasks). This should include milestones, task and proposed start and completion dates.

· Key Assumptions: The Bidder will provide a summary of the major assumptions that have been made in preparing the Bid. This should include items/tasks that the Bidder has assumed the Agency will perform, items/tasks required from the Agency, and items/tasks that have not been included in the Bid (items that the Bidder feels are outside the scope of work). This should also include any critical expectations or responsibilities that the Bidder has of the Agency, Agency personnel, or other parties/organizations that are not contracted to by the Bidder.

· Technical Reviews: The Bidder will comprehensively describe the approach for meeting all of the requirements in the Scope of Work to confirm depth and breadth of technical and/or industry knowledge, with any efforts required from the Agency should addressed.

· Reference Verification: If requested, provide a list of references for the firm and each key personnel.

· Additional Requested Documentation: If requested, provide any additional documentation that may be requested, which may include a detailed project/work plan, testing and commissioning plan, training, change management plan, safety plan, staffing plan, operational plan, maintenance plans, warranties, bonding and insurance, background checks, etc.

The clarification discussion cannot materially alter the Bid. The State does not expect to negotiate any terms or conditions requested by the Bidder, unless they were submitted by the Bidder prior to the deadline for submitting questions (see Section 3), or they provide the State an opportunity to secure more advantageous terms or pricing.

Rejection and Cancelation Prior to the issuance of a contract, the Idaho Department of Lands shall have the right to accept or reject all or any part of a submission when: (i) it is in the best interests of the State of Idaho; (ii) the submission does not meet the minimum specifications; (iii) the submission is not the highest qualifying submission after evaluation; (iv) a finding is made based upon available evidence that a respondent is not responsible or is otherwise incapable of meeting specifications or providing an assurance of ability to fulfill contract requirements; or (v) the submission deviates to a major degree from the specifications, as determined by the State (minor deviations, as determined by the Idaho Department of Lands, may be accepted as substantially meeting the requirements). Deviations will be considered major when such deviations appear to frustrate the competitive solicitation process or provide a respondent an unfair advantage. Prior to the issuance of a contract, the State shall have the right to reject all submissions or to cancel the solicitation. Cancellation may be for reasons that include but are not limited to: (i) inadequate or ambiguous specifications; (ii) specifications have been revised; (iii) property is no longer required; (iv) there is a change in requirements; (v) all submissions are deemed unreasonable or sufficient funds are not available; (vi) submissions were not independently arrived at or were submitted in bad faith; (vii) it is determined that all requirements of the solicitation process were not met; (viii) insufficient competition; or (ix) it is in the best interests of the State of Idaho.

AWARD

Award will be made to the responsive responsible Bidder with the lowest Combined Total Cost, as provided on the Pricing Schedule. IDL reserves the right to request any combination of the optional add on items.

IDL reserves the right to enter into negotiations in accordance with IDL Procurement Policy 455.

The State will notify all respondents by email, of its intent to award a contract and the party(ies) to whom the contract will be awarded. After elapse of the five (5) day appeal period, if no appeals are received, the State will award a contract to the successful respondent(s).

Respondents to whom a contract has been awarded will have fourteen (14) calendar days from the date of the award notice to return to the State a signed copy of the contract along with the required bonding and certificates of insurance. If the State does not receive such documents within the specified time period, the State may declare, at its sole discretion, that all respondent’s rights to the contract are forfeited.

Warranty Contractor must provide a minimum five (5) year warranty on materials and workmanship.

Compliance with Contractors must hold and maintain all business licenses to provide these services in the State of Idaho. For bids over $50,000 Contractor must hold and maintain the required public works license. For Bids $50,0000 to $200,000 Contractor must at a minimum maintain a class D license, for bids $200,000 to $400,000 contractor must at a minimum maintain a class C license.

The Idaho Department of Lands will provide the Bonner County Site Permit. Contractor shall be required to provide all other permits and to ensure compliance will all federal, state, or county laws and regulations.

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.

20. ADDITIONAL PRODUCTS

IDL reserves the right to procure additional products that are not yet contemplated but are within the same scope of work being bid.

ITB # 1403

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.”

ATTACHMENT 2 – Pricing Schedule

This Pricing Schedule must be completed and submitted with your response. The Total Cost for evaluation purposes will be the Combined Total Cost including the Base Cost for Completion in Table A, and the Total Cost for all Optional Add on Items in Table B.

Table A - Base Cost

Total Cost

Please confirm you can complete the project by June 5th, 2027 (Yes/No): _________________________

OPTIONAL ADD ON ITEMS

Items below are “OPTIONAL” items, and will be considered in the cost evaluation. Bidders must include the following optional add on items in their bid by entering the costs in in Table B. If IDL chooses to purchase “OPTIONAL” items, that right will be exercised at the time of Contract award. IDL reserves the right to request any combination of the optional add on items.

Table B – Optional Add on Items

Combined Total Cost (Sum of Table A and Table B): $_______________________

Company Name of Bidder:

Contact Name/Phone:

Contact E-mail:

ATTACHMENT 3 – Scope of Work

Contractor must provide all materials and labor to construct the Covered Vehicle Storage Building (Storage Building) as shown on the Construction Drawing included in Attachment 4 Construction Drawings. All materials must be in new and unused condition. The Storage Building must meet or exceed all specifications in the Construction Drawing and the following minimum specifications.

1. Base Materials and construction Contractor must provide all base materials construction of the building to include but not be limited to:

Building;

Pipe Bollards;

100-amp service to sub panel, which must service a minimum of one (1) 20 amp wall outlet;

Insulated overhead door with electric overhead door opener and control;

Side pedestrian door per construction drawing; and Compacted gravel base in the enclosed portion of the building.

1. Optional Add on items IDL may request Contractor provide the following optional add on items, IDL reserves the right to request any combination of the optional add on items:

Installation of concrete floor in the enclosed section of the building as shown on the construction drawings.

Rebar specifications for concrete floor are as follows:

0. #4 bars at 18 inches on center (o.c.) in each direction.

0. Bars must be placed on steel chairs or concrete dobies before pouring concrete.

0. Bars must conform to ASTM A615 Grade 60 FY = 60,000 psi.

0. Minimum lap must b 24 inches long.

Installation of six (6) 200 lumen LED lights in the enclosed section of the building as shown on the Construction Drawings.

Installation of two (2) inch spray-on urethane foam in the enclosed section of the building as shown on the Construction Drawings.

Installation of three (3) IDL provided overhead LED lights as shown on the Construction Drawings.

Substitution of 26 gauge metal for the roofing and siding rather than the 29 gauge metal as described in the Construction Drawings.

1. Permiting The Idaho Department of Lands will provide the Bonner County Site Permit. Contractor shall be required to provide all other permits and to ensure compliance will all federal, state, or county laws and regulations.

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