ITB# 374 Self Propelled Broom Admin Doc Amend 1.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO TRANSPORTATION DEPARTMENT

Invitation to Bid (ITB) # 374 Amended 05/28/2024 MP

Self-Propelled Brooms

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Michael Piccono, Purchasing Officer Division of Purchasing 650 W State St, RM 100, Boise ID, 83720 Michael.Piccono@adm.idaho.gov 208-332-1612

IPRO LOGIN

PURPOSE

The Idaho Transportation Department (ITD), through the Idaho Division of Purchasing (DOP), is requesting Bids from Vendors for the purchase and delivery of self-propelled brooms (Brooms), in accordance with the specifications and requirements outlined 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 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.

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: Michael Piccono, Purchasing Officer Phone: 208-332-1612 E-mail: Michael.Piccono@adm.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.

QUANTITY

Quantities are provided on Attachment 2 Bid Schedule.

COST

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

BILLING PROCEDURE

Invoices must be submitted as further detailed below. Invoices submitted prior to Acceptance, or without the required information listed below will be returned to the Contractor for correction and resubmission. Resubmitted invoices must be with a new invoice date, which will restart the timeline required for payment.

Contractor must submit one (1) per Broom. Invoices must include:

· Contractor Company & Contact Information;

· Contract Name & Number;

· Order Number;

· Invoice Number & Date and;

· Itemization of the Property provided and accepted to include, description matching the contract, quantity, unit of measure, unit price, extended price, and total invoice amount.

Invoice must be emailed to:

HQAP@itd.idaho.gov

ITD’s CMT will review each invoice and dispute with the Contractor, if needed, prior to forwarding to ITD’s accounts payable to process the 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.

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, below. 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.

Attachment 4 Product Information Sheet State of Idaho Signature Page 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. Your Bid must be received at the Division of Purchasing by the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Division of Purchasing’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 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.

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

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 by line item to the responsive responsible Bidder with the lowest Total Cost, as provided on the Bid Schedule.

Note: In the event of conflict with the State’s Standard Terms and Conditions, or other terms, conditions or requirements contained in this ITB, the following provisions will take precedence:

Acceptance Upon receipt, the Self-Propelled Broom will be inspected by the ITD Maintenance Services Manager or designee to ensure the minimum specifications are met. Acceptance will occur fourteen (14) calendar days after delivery, unless ITD has notified the Contractor in writing that the product delivered does not meet the minimum specifications. If ITD determines that the Self-Propelled Broom is not in accordance with the specifications, ITD will provide the Contractor with a written notification. The Contractor must pick-up, correct any discrepancies, and re-deliver to the ITD specified location at the Contractor’s expense. The timeframe for completion of corrective action must not exceed thirty (30) calendar days from receipt of written notification from ITD.

Training The Contractor must provide an authorized technician, within thirty (30) calendar days upon acceptance, to provide training for operations, maintenance, safety, etc. of the Broom. Training must take place Monday thru Thursday, 8:00 am to 5:00 pm local time, excluding state of Idaho recognized holidays (https://www.idaho.gov/government/holidays.html).

The technician must be versed in all aspects of the Broom and be able to make any necessary field adjustments to the Self-Propelled Broom during the training period. Training must be no less than one (1) calendar day, eight (8) hours a day, at the delivery location. The Contractor must coordinate training with ITD’s contact for delivery.

Warranty Warranty must be for a minimum period of three (3) years after ITD’s acceptance, and cover one hundred (100) percent of the complete assembled Self Powered Broom. Warranty must include all parts, labor, travel and freight to replace a defective warranted item.

If any warranty work is to be performed by the Contractor it must be complete within thirty (30) calendar days after receipt of notice from ITD. In the event of a major repair(s) (i.e. engine or transmission overhaul) the timeframe must be mutually agreed upon by the Contractor and ITD.

Warranty work must be available within a one hundred (100) mile radius of the delivery location. If warranty work is not available within a one hundred (100) mile radius the contractor shall be responsible for the cost of transportation of the broom to the location of service and back to the ITD delivery site.

Contract Kick off Meeting The Contractor must attend a contract kick-off meeting located at ITD’s HQ facility (3311 West State Street, Boise, ID 83703), by conference call or Teams, within fifteen (15) Business Days after contract award. This meeting will be used to introduce key personnel, review the Contract to include component placement and drawings, and to address any questions or concerns.

ASSEMBLY

The Brooms must be assembled and adjusted when delivered to the ITD location specified. All equipment, including standard and supplemental equipment, must be installed as per the manufacturer’s specifications, and serviced and ready for continuous operation at the time of delivery, unless otherwise stated in this ITB.

Delivery Delivery must be made within two hundred and ten (210) day after receipt of order (ARO) to the following addresses:

ITD District 1 Yard, 600 W. Prairie Avenue, Coeur d’ Alene ID 83815 ITD District 5 Yard, 5151 South 5th, Pocatello, ID 83205

Delivery must be made Monday through Friday, 8:00 am to 5:00 pm local time, excluding state of Idaho recognized holidays (https://sos.idaho.gov/state-holidays/) unless otherwise approved by ITD mANUALS The manuals below must be provided with each of the Brooms at the time of delivery. The manuals must manuals must be bound or installed in a binder and cover all systems to include drawings, schematics, applicable technical information, and component parts.

· Two (2) operator’s manuals – paper, and PDF format

· Two (2) parts manuals – paper, and PDF format

· Two (2) service manuals – paper, and PDF format

Boxed, shrink wrapped, or otherwise unbound loose papers are NOT acceptable.

Authorized Distributor Submitting bidder must be an authorized distributor or manufacturer of the Broom offered. An authorized distributor shall be defined as a company or organization that has a written agreement with the manufacturer to sell or service its products. Bids from Contractors who are not an authorized distributor by the manufacturer shall not be considered.

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.

ITB # 374 Self Propelled Broom

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.”

ITB # 374 Self Propelled Broom Page 12

ATTACHMENT 3 – Specifications Amended 05/28/2024 MP

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. Restate each specification listed in this section in which your bid deviates, followed by your response demonstrating that your Bid meets or exceeds the required specifications; provide model, part #, or description, as appropriate.

The brand names and specifications specified in this solicitation are intended to be descriptive, but not restrictive; indicative of the quality and characteristics of items that meet the minimum requirements. Bidders offering an “equal” must include documentation which demonstrates, to the ITD’s satisfaction, that the offered item(s) meets the requirement of the solicitation. In the event documentation is not satisfactory, ITD reserves the right to seek clarification from the Bidder. Failure to provide satisfactory documentation or a clarifying response may eliminate the Bidder from further consideration.

1. DESCRIPTION

Self-propelled broom with four (4) wheels with a hydraulically driven brush capable of sweeping at angles to the left and right. Three (3) wheeled offers shall not be considered. The Broom described in these specifications will be used on and in the right of way of Idaho State Highways, and ITD yards.

1. BODY

The broom must have the following minimum requirements:

Cab - With ROPS that complies with ISO3471;

Sound Suppressed Cab Package – Cab noise level cannot exceed eighty (80) dBA;

Heater and Defroster - Factory installed;

Air Conditioner – a minimum of thirty-five thousand (35,000) BTU, factory installed;

Cab glass - Cab glass must be tinted safety glass;

Windshield wiper - Two-speed front and rear wipers both equipped with washer sprayers;

Mirrors - West coast type on both sides and rearview mirror in cab;

Access - Cab must have a door, handrails, and steps to provide access. All openings in cab must be appropriately sealed to prohibit dust from entering the cab;

Operator's Controls - Located to enable operator to view curb location on either the driver or passenger side when operating. All controls must be within easy reach of the operator from the seated position;

Radio - AM/FM stereo with Bluetooth;

Gauges - Include oil pressure, transmission temperature, water temperature, engine air filter vacuum pressure, fuel gauge, ammeter, tachometer, hour meter, and be lighted and visible from all operator positions and;

Seat - Suspension type high back cloth seat, adjustable for fore and aft with no disassembly.

Paint – White.

1. RUNNING GEAR

The broom must have the following minimum requirements:

Front Axle – Orbital hydraulic power steering. Heavy duty truck type axle, fully oscillating;

Rear Axle – Heavy Duty three quarter (3/4) ton semi floating differential with spring suspension;

Tires and Wheels – Minimum of 225/75 R 15 steel belted radial load range D, and a speed rating of R. Mounted six (6) or eight (8)-lug wheels. Must be interchangeable front and rear. Must have a spare tire of same make and size, mounted on the machine;

Brakes – Four (4) wheel hydraulic with dual master cylinder and;

Parking Brake - With indicator light and audible alarm if brake is applied and vehicle put into gear.

1. ENGINE

The broom must have the following minimum requirements:

Type - Diesel, four (4)-cycle, liquid cooled, turbo charged, replaceable wet-type cylinder liners, counter balanced crankshaft. Rear-mounted;

Size – Minimum eighty (80)seventy-four (74) HP at two thousand five hundred (2,500) RPM;

Warning Device – Audible for low oil pressure and high engine temperature;

Oil Filter - Spin-on type;

Air Cleaner - Heavy-duty, two-element dry type. Turbo 2 pre-cleaner must be mounted to the top of cab and braced to eliminate vibration and not obstruct operator's view;

Fuel Filter – Fuel filter/water separator;

Cooling System - Heavy-duty type designed for over one hundred and ten (110)˚F ambient temperature and protected to minus thirty (-30)˚F ambient temperature with permanent-type antifreeze. The radiator must be accessible, via an access door, so it can be serviced and washed out as it plugs up with debris;

Exhaust System - Routed to emit fumes behind operator's position and equipped with an elbow to prevent overhead water from entering;

Vandalism - Engine compartment must be lockable along with hydraulic oil filler, fuel cap and radiator to prevent vandalism and;

Fuel Tank – Minimum of thirty-five (3530) gal.

1. TRANSMISSION

The broom must have the following minimum requirements:

Type – Infinitely variable hydrostatic pump and motor driving a differential rear axle through a two (2) speed gearbox. Two (2)-speed gearbox must be shifted by one (1) operator from the operator’s position;

Speed – Zero (0) to a minimum of twelve (12) MPH for sweeping without mechanical speed change mechanism and;

Controls – Foot control must be used for forward and reverse, as well as dynamic braking. Hydrostatic control must be spring loaded to return to positive neutral position when foot is removed.

1. ELECTRICAL SYSTEM

The broom must have the following minimum requirements:

Type – Twelve (12)-volt;

Battery – A minimum of nine hundred fifty (950) CCA at zero (0)˚F ambient temperature, enclosed in lockable compartments;

Alternator – Ninety-five (95) amps;

Lights – LED Work, headlights, taillights, turn signals. A slow-moving vehicle sign mounted to the rear of the vehicle, to comply with federal requirements;

Warning Lights – One (1) roof mounted, Whelen RPPL LED fifteen (15) in. amber light bar, visible from all directions. Drilling holes into cab is not acceptable. Two (2) Whelen ION LED amber warning lights mounted side by side, as far apart as possible to the rear of vehicle, not to exceed more than four (4) ft. above ground level. Two (2) Whelen ION LED amber warning lights mounted to the front of the vehicle, side by side, as far apart as possible, not to exceed more than four (4) ft. above ground level. Warning lights must be wired through relays and actuated from the drivers position with a single lighted switch located in operators cab and;

Backup Alarm –Self-adjusting type.

1. STEERING

The broom must have the following minimum requirements:

Type – Open center orbital type power steering unit with power beyond and dead steer capabilities. Tilt/telescopic steering wheel and;

Steering Cylinder – Must be protected from debris propelled by the rotary brush.

1. HYDRAULIC SYSTEM

The broom must have the following minimum requirements:

Type – Open or closed center;

Brush Drive – Variable hydraulic. Broom RPM must be independent of travel speed;

Broom Functions - Two-spool valve must be provided to control brush angle and brush lift and lowering. Controls for brush angle, lift and lower must be hand operated joystick type and must be metered or restricted to assure smooth operation. Must be capable of raising, lowering, and adjusting broom angle while brush is operating. Valve must have a float position and power down;

Reservoir – Twenty-two (22) gal Capacity pressurized reservoir with sight gauge. Live engine drive twenty-eight (28) GPM pump with five (5) GPM steering priority. High capacity oil cooler with pressure bypass, one hundred (100)-mesh suction filter and twenty (20)-micron replaceable element return filter and;

Hydraulic Lines - Must be routed and sufficiently clamped to minimize chafing.

1. BRUSH

The broom must have the following minimum requirements:

Type - Broom must be mechanically free-floating, with hydraulic raise and lower. Broom must be vertically adjustable to any desired position within its operating limits;

Angle - The brush must be capable of being hydraulically angled from at least thirty-five (35) degrees right to at least thirty-five (35) degrees left;

Size - Brush core must be a maximum of eight (8) ft in length and must be furnished with a minimum eighty-eight (88) in of filler. The brush must produce at least seventy-six (76) in sweeping width when angled thirty (30) degree;

Brush - The brush must be replaceable with a tube brush or a poly and wire wafer brush and;

Shields - Brush must be covered its entire length with a curved metal shield mounted to raise and lower with the brush. The shield must cover approximately the top one hundred forty (140) degrees. Shield must also be installed in such a manner which will eliminate the possibility of the shield striking another part of the sweeper when rotated.

1. SPRINKLER SYSTEM

The broom must have the following minimum requirements:

Type – Equipped with spray nozzles for broom;

Water Tank – a minimum of one hundred fifty (150) gal Low profile design, protected from corrosion and capable of being hydrant filled;

Hose – a minimum fifteen (15) ft of two and one half (2-1/2) in. tank fill hose, connections, and hydrant wrench and;

Controls – Must be activated from the operator's seat.

1. ACCESSORIES

The broom must have the following minimum requirements:

Bumpers - Front and rear;

Fenders – Front and rear;

Fire Extinguisher – One (1), two and one half (2-1/2) lb. mounted in cab with metal bracket;

Back up camera- Ecco model K700B; Screen must be mounted in cab and;

A minimum of One (1), twelve (12)-volt power port.

ATTACHMENT 4 – Product Information sheet

Bidder Name:

Provide your product information in the fields below:

Make and Model:

Overall Weight:

Axle Rating Front (lb.):

Axle Rating Rear (lb.):

Water Tank Capacity (gal):

Unit Overall Length (ft.):

Fuel Capacity (gal):

Front Tires Make, Model, Load range, and Rating

Rear Tires Make, Model, Load range, and Rating

Engine Make and Model:

Engine HP Rating:

Replaceable Wet Type Cyl. Liner?

Transmission Make and Model:

Do you meet the specifications provided in Attachment 3

- Specifications?

YES *NO

*If your product offered does not meet or if it exceeds any of the specifications, Bidder must provide an explanation of how the product offered is functionally equivalent to the stated specification as well as descriptive literature that supports the product offered.

THIS ATTACHMENT MUST BE COMPLETED AND RETURNED WITH BID RESPONSE

ATTACHMENT 5 – Acronym List

image1.png