ITB # 663 Mobile Office Trailer Admin Doc.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO TRANSPORTATION DEPARTMENT

Invitation to Bid (ITB) # 663

Mobile Office Trailers

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

Pre-Bid Tour Conference:

Pre-Bid Tour Location:

Thursday Dec. 5th, 2024, 10:00 AM Mountain Time ITD Annex Yard 3293 W. Jordan St Boise, ID 83703

PURPOSE

The Idaho Transportation Department (“ITD”), through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified bidders for the purchase of Mobile Office Trailers in accordance with the specifications provided below.

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.

PRE-BID Tour All parties interested are strongly encouraged to attend the optional pre-bid tour inspection of a current Mobile Officer Trailer, at their expense. The pre-bid tour shall be in person, no virtual option will be provided. Parties interested in attending this conference should notify the ITB Lead using Attachment 6 Pre-Bid Registration no later than 5:00 pm December 3, 2024.

A maximum of three (3) persons for each party interested will be allowed to attend in-person. Vendors will be given one (1) hour to tour and ask questions, seek clarity on specifications and other requirements.

Pre-Bid location and time:

ITD Annex Yard 3293 W. Jordan St Boise, ID 83703 December 5th, 2024 at 10:00 am MST.

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

SPECIFICATIONS

Specification can be found on the following Attachments:

Attachment 3 - Specifications Attachment 4 - Technical Drawings (Attached separately in IPRO powered by Luma) Attachment 5 - Trailer Disconnect Drawing (Attached separately in IPRO powered by Luma)

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 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 State’s satisfaction, that the offered item(s) meets the requirement of the solicitation. Failure to provide satisfactory documentation may eliminate the Bidder from further consideration.

QUANTITY

Quantities are provided on Attachment 2 Bid Schedule.

COST

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

BILLING PROCEDURE

Upon ITD’s acceptance of the Trailers, the Contractor must provide an invoice to the billing contact provided on the Purchase Order. The invoice must be submitted no later than thirty (30) calendar days after acceptance. Invoices submitted prior to acceptance will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

· LUMA contract number (provided at award)

· Agency Purchase Order number

· Detailed description of the products provided and associated amounts, as appropriate

· Name of authorized individual and contact information for Contractor

Invoices and reports are to be submitted to:

HQAP@itd.idaho.gov

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.

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.

Supporting Documentation Supporting documentation for Equal brand name offers (See Section 5).

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 9.1) 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 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.

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 shall be made to the responsive responsible Bidder with the lowest Total Cost, as provided on Attachment 2 - Bid Schedule or awarded on what is in the Best Interest of the State. Submitting vendors must provide a bid on all line items Failure to provide a bid on all line items may result in a non-responsive bid.

Acceptance See State of Idaho Standard Terms and Conditions Section 2.2.

Warranty Manufacturer standard warranty must cover the mobile office trailer and all installed items for a minimum period of one (1) year from when the product is delivered and accepted by ITD. Manufacturer standard warranty must cover all defects, 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 replace a defective warranted item, which may also include the entire Systems.

All warranty work must be complete within thirty (30) calendars days after receipt of written notice from ITD. If approved by the ITD, the Contractor may perform warranty work on-site, at the Delivery location identified in Section 14, 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 shall be as identified above. If the Contractor is unable to repair the mobile office trailer on-site within thirty (30) calendars days, or if the mobile office trailer and all installed items continuously malfunction and causes ITD owned Equipment to be out of service on multiple occasions, ITD reserves the right to require the Contractor to pick-up, repair, and return the defective mobile office trailer and all installed items at no additional cost to ITD.

Insurance Requirements See Insurance Requirements Attached in IPRO powered by LUMA.

Delivery The Contractor must deliver the mobile office trailers, FOB Destination, freight pre-paid and allowed to the locations below, on or before July 1, 2025 or as coordinated with ITD’s contact for delivery. Deliveries must be made between the hours of 8:00 AM and 4:00 PM Local Time, Monday through Thursday. No deliveries will be accepted on State recognized holidays (http://www.legislature.idaho.gov/idstat/Title73/T73CH1SECT73-108.htm).

Delivery locations

3311 W. State St Boise, ID 83707

ITD District 3 (Nampa Ten Lane Yard) 17160 Ten Lane Nampa ID 83687

Compliance with Uniform Building Code All mobile office trailers must be accordance with the Uniform Building Code as applies to design and construction requirements that will affect overall structural strength and roadability.

Authorized Distributor Submitting bidders must be an authorized distributor or manufacturer of Trailers 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.

Technical assistance The Contractor must provide a technical assistance representative (via telephone) that is knowledgeable of the products on the Contract and their applications, Monday through Friday, during the Contractor’s normal hours of operation.

In the event the technical assistance representative (via telephone) is unable to troubleshoot product issues, i.e. application problems, the Contractor must provide onsite assistance from a representative(s) knowledgeable of the defective Trailer and all installed items provided, to troubleshoot or give instructions on product applications, within seven (7) business days of written notification from ITD at no additional cost to ITD.

Substitution Product Substitution - In the event a specified manufacturer’s product listed on Attachment 2 – Bid Schedule becomes unavailable or cannot be supplied by the Contractor for any reason (except as provided for in section 1.24, Force Majeure, of the State of Idaho Standard Contract Terms and Conditions), a product deemed in writing by the Contractor to be equal to or better than the specified product, and approved in writing by ITD, may be substituted by the Contractor at no additional cost or expense to ITD. Unless otherwise specified, any substitution of product prior to ITD written approval may be cause for termination of Contract.

dispute resolution During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to ITD’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute.

Non-compliance ITD’s Contract Manager will be responsible for documenting non-compliance, in writing, via email. This notice will include the details of each discrepancy that require corrective action. Invoicing shall not occur until non-compliance has been corrected.

Correcting Non-Compliance - After receipt of written notice from ITD, the Contractor must respond, in writing, explaining how and when each discrepancy will be corrected. All discrepancies must be corrected and brought back into compliance with the Contract within fourteen (14) calendar days after receipt of the notice from ITD. If the Contractor does not correct the discrepancies within this timeframe, ITD reserves the right to take further remedial action.

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.

termination for convenience Either party may terminate this Contract for its convenience at any time upon written notification provided with at least ninety (90) calendar days prior to the desired termination date. The Contractor’s sole obligation shall be to complete the delivery of any Orders placed prior to receiving (or providing) a written notice of termination. ITD’s sole responsibility shall be to pay for Orders placed prior to receiving (or providing) a written notice of termination that have been satisfactorily delivered and accepted.

ATTACHMENT 1 – BIDDER QUESTIONS

ITB # 663 Mobile Office Trailers

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 3 – Specifications

1. Dimensions and Chassis

0. Twelve (12) foot wide by forty (40) foot long overall box size, four hundred eighty (480) square feet, not including hitch;

0. I-Beam framed chassis with asymmetrical piers to match snow load;

0. Standard axles for floor plan and snow load, including electric braking and coated with anti-rust paint;

0. Standard wheels/tires for floor plan and snow load;

0. Standard pintle hitch designed for floor plan and snow load and;

0. Twelve (12) adjustable epoxy powder-coated stabilizing piers for each unit.

1. Load and Wind Ratings

1. One hundred thirty-five (135) miles per hour wind load;

1. Seismic Design Category D https://isatts.com/seismic-design-categories/; and

1. B occupancy classification group https://codes.iccsafe.org/s/IBC2018P6/chapter-3-occupancy-classification-and-use/IBC2018P6-Ch03-Sec304 .

1. Exterior Wall Construction

2. Standard exterior wall construction with two by six (2x6) wood studs at sixteen (16) inches on centers; and

2. Painted wood siding and trim (Colors with be chosen during the build process).

1. Floor and Roof Construction

3. Floor construction to match floor load;

3. One hundred (100) pounds per square foot (PSF) floor live load;

3. One and one-eighth (1-1/8) inch decking;

3. Roof construction to match roof live load;

3. One hundred fifty (150) pounds per square foot (PSF) minimum roof live load to meet worst-case requirements in locations such as Stanley, Idaho; Powell, Idaho; Island Park, Idaho; and New Meadows, Idaho;

3. Single sloped roof;

3. Drip rails; and

3. Sixty (60) millimeter minimum thickness white ethylene propylene diene monomer (EPDM) roofing material, white in color.

1. Insulation

4. Floor R-30 with a minimum thickness of seven (7) inches;

4. Ceiling R-51 with a minimum thickness of twelve and a half (12.5) inches; and

4. Exterior walls R-21 with a minimum thickness of five and a half (5.5) inches.

1. Floor Plan

5. Open floor plan, to include crew office and an eleven (11) foot by eleven (11) foot separate foreman’s office; and

5. Permanent interior wall construction with standard two by four (2x4) wood studs at sixteen (16) inches on centers.

1. Doors

6. One (1) each, one and three-quarters (1-3/4) inch by thirty-six (36) inch by eighty (80) inch hollow core steel interior door with sixteen (16) gauge steel frame into the eleven (11) foot by eleven (11) foot foreman’s office to include Interior door lockset, keyed alike to exterior door into 11’ (foot) x 11’ (foot) office and keyed differently from opposite exterior door.

6. Painted doors and frames (Colors to be chosen at time build);

6. Two (2) each, one and three-quarters (1-3/4) inch by thirty-six (36) inch by eighty (80) inch exterior eighteen (18) gauge solid core steel doors with sixteen (16) gauge steel frame.

6. Painted doors and frames (Colors to be chosen at time build) and;

6. Weatherstripping at door bottoms.

1. Lighting

7. Two (2) fixed mounted exterior LED lights located at the front side at each exterior door; and

7. Four (4) removable exterior LED lights located at exterior upper corners, to include hot junction boxes.

1. Windows

8. Six (6) each, forty-eight (48) inch by thirty-six (36) inch double insulated Low E & Argon vinyl horizontal sliding windows;

8. Security bars installed at each window; and

8. Grabber Lightweaves or equal solar window shades at each window.

1. Heating and Cooling

9. Standard heating unit sized for floor plan with programmable thermostat (including owner’s manual);

9. Standard cooling unit sized for floor plan with programmable thermostat (including owner’s manual);

9. Ducted supply and return air;

9. Four (4) each, twenty-four (24) inch by twenty-four (24) inch supply air registers; and

9. Two (2) each, twenty-four (24) inch by twenty-four (24) inch return air registers.

1. Electrical

10. One hundred twenty/two hundred forty (120/240) volt single-phase two hundred (200) amp minimum weatherproof electrical breaker panel;

10. One hundred (100) amp non-fused trailer disconnect – double-pole double-throw switch, one hundred (100) amp NEMA 3R enclosure required;

10. One hundred twenty-five/two hundred fifty (125/250) volt, one hundred (100) amp pin and sleeve connection – Appleton ADJA10034-150RS (receptacle), NEMA 3R rated; and

10. Twenty-four (24) inch by twenty-four (24) inch weatherproof enclosure at both trailer ends with two (2) inch chase for IT Starlink connections.

1. IT and Data Connections

11. Six (6) inch by six (6) inch weatherproof data junction box for IT connections;

11. Two (2) inch conduit through the wall into the IT/data closet T-grid ceiling;

11. Half (1/2) inch to one (1) inch bottom knockouts for data cables;

11. Screw mounted faceplate;

11. Hubble MM420C; and

11. RJ45 connection.

1. Interior Electrical Outlets

12. Standard twenty (20) amp interior electrical duplex outlets:

0. Five (5) in the foreman’s office on two (2) dedicated breakers;

0. Six (6) in the crew office on two (2) dedicated breakers;

0. One (1) in the crew office at the printer location on one (1) dedicated breaker;

0. Two (2) in the IT closet on one (1) dedicated breaker;

0. One (1) in the crew office at the refrigerator location on one (1) dedicated breaker; and

0. Two (2) in the crew office at the microwave/coffee bar location on one (1) dedicated breaker.

12. Standard phone/data outlets:

1. Three (3) in the foreman’s office; and

1. Seven (7) in the crew office.

1. Exterior Electrical Outlets

13. Standard weather-resistant dedicated GFI outdoor duplex outlets with exterior covers:

0. One (1) at the hitch/towbar side; and

0. One (1) at the side opposite the hitch/towbar side.

1. Interior Lighting Standard LED interior lighting throughout.

1. Interior Finishes

15. Vinyl wrapped sheetrock interior walls;

15. Film-faced fiberglass ceiling tile with a suspended T-grid frame (Armstrong 2910); and

15. Commercial grade sheet vinyl floor covering with four (4) inch vinyl cove base throughout (Colors will be chosen during build process).

1. Storage and Desks

16. Thirty (30) inch wide by four (4) foot long supply/broom closet;

16. Three (3) each, thirty (30) inch deep by four (4) foot wide by twenty-nine (29) inch high fixed built-in desks within the crew office:

1. Standard laminate workspace countertops at each desk, must include grommets for cable chase on each desk;

1. Standard three (3) drawer base ped fixed mounted at each desk, two (2) drawer and one (1) file drawer.

16. Two (2) each, thirty (30) inch deep by four (4) foot wide by twenty-nine (29) inch high fixed built-in desks in the foreman’s office:

2. Standard laminate workspace countertops, must include grommets for cable chase on each desk; and

2. Standard three (3) drawer base ped fixed mounted at each desk (all file drawers).

1. Microwave/Coffee Bar

17. Standard built-in thirty (30) inch deep by four (4) foot wide laminate countertop for microwave/coffee bar (Colors will be chosen during build process);

17. Standard two (2) drawer/door base fixed mounted cabinet with two (2) adjustable shelves; and

17. Standard two (2) door upper cabinet with two (2) adjustable shelves.

1. OSHA compliance

18. Occupational Safety Health Act (OSHA) https://www.osha.gov/ compliant aluminum access step with platform at both exterior entrances;

18. Boot scraper at each location and;

18. Overhead cover at each location.

1. IT Closet

19. Thirty (30) inch deep by three (3) foot wide IT closet;

19. Single thirty-six (36) inch by eighty (80) inch steel hollow core locking interior door keyed differently from all other Trailer doors;

19. Twelve (12) inch by twenty-four (24) inch vent at the bottom of the door for airflow and;

19. Two (2) each twenty (20) amp interior electrical duplex outlets;

19. Entire closet back to include three quarter (¾) inch minimum thick fire-resistant plywood sub panel for mounting IT equipment;

19. Separate interior light with dedicated light switch inside IT closet and;

19. External wall mounted exhaust fan inside IT closet at towbar side with dedicated thermostat for heat removal/control temperature.

1. Miscellaneous Installations

20. Refrigerator location to include extra interior wall bracing thirty-six 36” (inch) from floor at hitch/tow side wall;

20. Installation of ITD supplied heavy duty D-rings for refrigerator;

20. Installation of ITD supplied dry erase boards, cork boards, and coat hooks;

20. Installation of ITD supplied one (1) each four (4’) foot by eight (8’) foot dry erase, one (1) four (4’) foot by five (5’) foot dry erase, two (2) two (2’) foot by three (3’) foot cork board, one (1) wall mounted coat hook in foreman office and two (2) wall mounted coat hook in the crew office; and

20. Installation of the ITD supplied shelfing unit in the supply closet.

1. Optional Items Submitting vendor may offer optional items. See Attachment 2 – Bid Schedule – Vendor Offered Optional Items. Optional Items will not be included in Bid Evaluation.

1. Acronym List

ATTACHMENT 6 – Pre-Bid Tour Registration

Potential Bidder’s choosing to participate in the Pre-Bid Tour meeting may pre-register by submitting this completed form, via e-mail, to the ITB Lead at Michael.Piccono@adm.idaho.gov. Attendees are asked to register for the Pre-Bid Tour meeting no later than 5:00 PM Mountain Time, December 3, 2024.

PLEASE PRINT:

image1.png