ITB 777 - Administrative Document - ITD Tracked Forestry Mulcher.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO TRANSPORTATION DEPARTMENT

Invitation to Bid (ITB) 777

Tracked Forestry Mulcher

Date of Issuance: March 18, 2025 Table of Contents

ITB Administrative Information

ITB Lead:

Mack DeYoung, Buyer Idaho Division of Purchasing mack.deyoung@adm.idaho.gov 208-332-1608

Submit electronically via IPRO Powered by LUMA (IPRO):

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

Optional Pre-Bid Conference:

Location: Teleconference via Microsoft Teams Pre-registration required in Attachment 4 March 27, 2025 at 2:00 PM MST

PURPOSE

The Idaho Department of Transportation (ITD), through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors for one (1) Tracked Forestry Mulcher for delivery to the ITD Coeur d’ Alene location 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 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 in 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 in IPRO to be valid. Alternate Bids are not allowed.

pre-bid conference All parties interested may attend the optional pre-bid conference via Microsoft Teams. Parties interested in attending this conference should notify the ITB lead no later than one (1) business day prior to the date of the pre-bid conference. The written request should specify the name and title of each person who will be attending. A maximum of three (3) persons for each party interested will be allowed to attend.

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.

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found in this event in IPRO Powered by LUMA, must 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.

SPECIFICATIONS

See Attachment 2 – Specifications.

Brand Names 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.

COST

Provide your fully burdened total cost on the bid schedule found in IPRO as ATTACHMENT 3 – BID SCHEDULE.

Invoicing 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 sent with a new invoice date, which will restart the timeline required for payment. Invoices must be submitted as follows:

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

Invoice must be emailed to (Microsoft Office products preferred): HQFLEET@itd.idaho.gov

ITD’s Contract Management Team (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

Payment will be made in accordance with Idaho Code 67-2302 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 3 – Bid Schedule unless otherwise modified in an amendment to this Price Agreement.

SUBMISSION REQUIREMENTS

11.1 Required Bid Submission Items.

Your Bid Submission must consist of the following:

Bid Schedule.

Provide your cost information on Attachment 3 - 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.

Warranty information.

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.

12.1. Electronic Submission via IPRO.

12.2. 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.

12.3. 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.

12.4. 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.

12.5. 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.

12.6. 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

13.1. 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.

13.2. 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:

13.3. 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.”

13.4. 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 to the responsive responsible Bidder with the lowest Total Cost, as provided on Attachment 3 - Bid Schedule.

Acceptance Upon receipt, the Tracked Forestry Mulcher will be inspected by the ITD Fleet 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 Tracked Forestry Mulcher 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.

AUTHORIZED DISTRIBUTOR

Submitting vendors must be an authorized distributor or manufacturer of the tracked forestry mulcher 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.

Warranty The tracked forestry mulcher, and all accessories, must be one hundred (100) percent covered and warranted against all defects in material and workmanship by the manufacturer or the Contractor for a period of twelve (12) months.

17.1. The warranty must include freight, parts, travel, and labor to replace any defective warranted item(s), and any costs associated with the required return of any warranty part to the Contractor.

17.2. If any warranty work is to be performed, the Contractor may elect to authorize a dealer of its choice and;

17.3. Warranty will commence when the tracked forestry mulcher is placed into service by ITD. “In-Service” date is defined as the date the tracked forestry mulcher is put into use. ITD will be responsible for reporting “In-Service” dates to the Contractor.

If any warranty work is to be performed by the contractor, it must be completed 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 will be mutually agreed upon by the Contractor and ITD.

Delivery

18.1. The Contractor must deliver and unload the tracked forestry mulcher to the location below. Delivery days and times are: Monday through Thursday, 8:00 am to 5:00 pm PST, excluding State of Idaho recognized holidays found via this link: https://sos.idaho.gov/state-holidays/. Please indicate your estimated delivery date on Attachment 3 – Bid Schedule. The estimated delivery date must reflect the vendor’s ability to deliver the items within 180 days after receipt of Order from ITD.

18.2. Delivery Location:

Idaho Transportation Department District 1 Yard, 600 W Prairie Avenue Coeur d’Alene, Idaho 83815 Training

19.1. The Contractor must provide an authorized technician, within thirty (30) calendar days upon acceptance, to provide training for operations, maintenance, safety, etc. of the tracked forestry mulcher;

19.2. Training must take place Monday through Thursday, 8:00 am to 5:00 pm local time, excluding state of Idaho recognized holidays (https://sos.idaho.gov/state-holidays/);

19.3. The training technician must be versed in all aspects of the tracked forestry mulcher and able to make any necessary field adjustments to the tracked forestry mulcher during the training period. Training must be no less than four (4) hours, at the delivery location;

19.4. No additional costs will be allowed for training;

19.5. The Contractor must coordinate training with ITD’s contact for delivery.

termination and cure See Idaho Contract Terms and Conditions located on the Questions Tab IPRO powered by 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

The Contractor must 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 must 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.

ATTACHMENT 1 – BIDDER QUESTIONS

ITB Event 777 Tracked Forestry Mulcher

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

ADD ROWS BY PRESSING THE TAB KEY WHILE IN 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 regard 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 Event 777 Tracked Forestry Mulcher Page 6

ITB Event 777 Tracked Forestry Mulcher

ATTACHMENT 2 – SPECIFICATIONS

ITB 777

TRACKED FORESTRY MULCHER

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. If your specifications deviate from these requirements, the bidder must provide a detailed explanation of the deviation and explain how their specification is functionally equivalent to or exceeds what is required. Provide model, part number or description as appropriate.

1. Self-Contained minimum three hundred (300) horsepower (HP) tier 4 final turbo diesel engine;

2. Minimum twenty - six (26) inch wide steel tracks;

3. Oscillating style H-frame;

4. Oscillating style undercarriage;

5. Hydrostatic transmission;

6. Hydrostatic attachments transmission;

7. Hydraulic control kit for winch and guard frame;

8. Joystick controls;

9. Minimum half (½) inch thick Lexan cabin windows;

10. Factory installed standard cabin heat and air conditioning;

11. Cabin air filtration system;

12. Attached mulcher head with a minimum width of one hundred (100) inches;

13. Air window cleaning system for windshield;

14. Easy-access type servicing package;

15. Hydraulic push frame with ripper teeth setup;

16. Rear hydraulic winch with six (6) ton traction force;

17. Reversible radiator fan;

18. Cabin pressurization system;

19. Engine compartment safety hood & door protectors;

20. LED headlights, back-up camera and back-up alarm;

21. Additional engine air induction filtration system;

22. Cabin front and side window grilles;

23. Roller and drive wheel stone guard and;

24. Active power management system

ATTACHMENT 3 – BID SCHEDULE – aTTACHED SEPARTELY

ATTACHMENT 4 – product information

Bidder Name:

Provide your product information in the fields below:

Engine Make and Model:

Engine Rate HP:

Steel Tracks Width:

Windshield Thickness:

Windshield Material:

Controls Type:

Mulcher Attachment Type:

Do you meet the specifications provided in Attachment 2 - 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.

Are you offering the brand names specified?

|_| Yes |_| *No

*Equal Offers: see Section 9 for additional documentation required to be submitted with your Bid.

If awarded the contract, what is your estimated delivery timeline to the location listed in Section 13 - DELIVERY After Receipt of Order (ARO) form ITD? _______ Calendar days ARO

THIS ATTACHMENT MUST BE COMPLETED AND RETURNED WITH YOUR BID RESPONSE

ATTACHMENT 5 – Pre-bid Conference Registration

Potential Bidder’s choosing to participate in the virtual Pre-Bid meeting being held on Thursday, March 27, 2025 at 2:00 PM MST, must pre-register by submitting this completed form, via e-mail, to the ITB Lead at mack.deyoung@adm.idaho.gov. Attendees are asked to register for the Pre-Bid meeting no later than 5:00 PM Mountain Time, Tuesday, March 25, 2025 after which the State will provide a Teams link to the video-call.

PLEASE PRINT:

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