STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO TRANSPORTATION DEPARTMENT

Invitation to Bid (ITB) 787

Fuel Site Maintenance and Repair

Date of Issuance: March 13, 2025

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Alex Limber, Buyer Division of Purchasing 650 W State St, RM 100, Boise ID, 83720 Alex.Limber@adm.idaho.gov 208-332-1605

IPRO LOGIN

PURPOSE

The Idaho Transportation Department (ITD), through the Idaho Division of Purchasing (DOP), is requesting Bids from qualified Contractors for fuel site preventive maintenance, minor repair, and as needed repair for fuels sites across the State 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 IPRO POWERED BY LUMA. 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: Alex Limber, Buyer Phone: 208-332-1605 E-mail: Alex.Limber@adm.idaho.gov

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

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

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

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

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

BACKGROUND

ITD has thirty-two (32) Fuels Sites within maintenance yards throughout Districts 1, 2 and 3. These Fuel Sites are utilized by ITD due to the rural nature of the State. These Fuel Sites make it convenient and cost effective for fueling maintenance vehicles statewide.

The Fuel Sites vary slightly from site to site, but ITD has tried to standardize its fuel equipment from District to District and is in the process of upgrading various fuel dispensers, card readers, tank monitoring systems, and tanks.

The resulting Contract is not meant for major repairs, e.g. tank replacement or any project that would exceed twenty-five thousand dollars ($25,000) including parts and labor. A Public Works license will not be required.

Scope of work See Attachment 3 – Scope of Work.

itd contract manager The ITD Contract Manager is:

Note: The ITD Contract Manager or designee will be the sole contact for all items needing written, email approval after Contract award.

COST

Provide your fully burdened Unit Price, Extended Price, Total Price, and Total Extended Price on Attachment 2 – Bid Schedule.

BILLING PROCEDURE

The Contractor must provide a signed invoice upon Agency approval. The invoice must be submitted no later thirty (30) calendar days after maintenance and/or repair. No invoice will be accepted or paid without receipt of the required reports. Invoices submitted without the required reports will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

1 IPRO contract number and Agency PO number.

Unless otherwise directed by ITD, invoices and reports are to be submitted to:

Agency Contact Person: Judi Conner Agency Name: Idaho Transportation Department Email: judi.conner@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.

Proof of certifications as required by Section 2.1 and 2.2 of Attachment 3 – Scope of Work.

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 10.1) and enter your cost for each line item as $0.01 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 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 will be made all or none by District. All Fuel Site locations within a District will be awarded to the responsive responsible bidder with the lowest Total Bid Price in that District. The State reserves the right to award multiple contracts as a result of this solicitation.

The Total Bid Price will be determined by adding “Total Maintenance Price” and “Total Materials and Parts Price”. The Total Maintenance Price will be determined by combining the Extended Prices for District Fuel Site Annual Maintenance (AM) & Environment Testing (ET), Triennial Spill Bucket & Overfill Containment Testing, as needed repair with regular hours, and as needed repairs with overtime hours. The Total Materials and Parts Price will be determined by multiplying the vendors percentage markup with the flat value listed.

Attachment 2 – Bid Schedule Example ONLY:

Carey – 205.4 North Main

Fairfield – US-20 MP 152.7 S. Side

Hailey – SH75 MP 118.2 E. Side

Ruper – 55 Baseline Rd.

Caldwell – 15430 Hwy-44 (I-84 Exit 25)

Caldwell – 15430 Hwy-44 (I-84 Exit 25)

Hammett – I-84 (Exit 114)

Regular work hours Monday – Friday Technician

Overtime work hours Technician

10% Percent X $20,000

Acceptance See Section 2.2 and Section 3.5 of the Idaho Standard Terms and Conditions, attached in the Questions tab in IPRO.

COMPLIANCE

The Contractor’s maintenance, repair, and as needed repair technician must successfully complete a fingerprint background check.

Any felony conviction will automatically disqualify any technician from working on ITD Fuel Sites. Any misdemeanor convictions will be reviewed by ITD officials and may result in disqualification of that technician.

The Contractor must pay for fingerprinting and background checks for technicians.

Fingerprinting and Background Checks will be coordinated through:

Enterprise Technology Services (ETS), Joshua Hon

Fingerprinting and Background Checks for a technician must be completed prior to starting work. ITD ETS will notify the Contractor via email whether the technician is authorized to work at ITD Fuel Sites.

Subcontractors No subcontracting will be allowed without prior written approval from ITD.

In the event a subcontractor is utilized over the course of this contract, the State will not accept invoices from subcontractors and will not pay subcontractors directly.

Subcontractors utilized over the course of this contract must meet requirements within Attachment 3 – Scope of Work.

Price adjustment clause Prices must be firm for one (1) year from the starting date of the contract. A price adjustment will be considered once per year thereafter. If a price increase is requested, the Contractor must notify DOP at least thirty (30) days prior to the requested increase date and provide documentation showing an industry wide increase. The increase must be limited to the actual cost increase to the Contractor.

Insurance requirements See Appendix B – Insurance Requirements, attached within the Questions tab in IPRO.

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.

ATTACHMENT 1 – BIDDER QUESTIONS

ITB 787 – Fuel Site Maintenance and Repair

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 – Bid Schedule

BID SCHEDULE IS ATTACHED SEPARATELY WITHIN THE ATTACHMENTS TAB IN IPRO

Attachment 3 – Scope of Work

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award.

1 Fuel Site Equipment

1.1 Dispenser: GASBOY model series 9153, GASBOY Astra model 9823, Wayne and Bennett brands.

1.2 Card reader: FuelMaster 2550

1.3 Tank Monitoring System: Veeder Root (TLS 450 Plus).

1.4 Tank: Above Ground Storage Tank (AST) and/or Under Ground Storage Tank (UST).

2 Technician Qualifications

2.1 The Contractor’s maintenance, repair and as needed repair technician must be Veeder Root level 2 certified or better.

2.1.1 The Contractor must provide Proof of certification with bid submission.

2.2 The Contractor’s maintenance, repair and as needed repair technician must be Syntech/FuelMaster certified.

2.2.1 The Contractor must provide Proof of certification with bid submission.

2.3 If at any point a Contractor’s technician is terminated or no longer employed by the Contractor during the Contract, the Contractor must notify ITD IT Software Engineer and ITD ETS within twenty-four (24) hours of separation.

2.4 The Contractor must provide equipment certification specific to the equipment at UST Fuel Sites to ITD Contract Manager or designee prior to maintenance, repair, installation, and as needed repair for UST technician prior to commencement of work.

2.5 The Contractor’s technician must follow Occupational Safety and Health Administration (OSHA) regulations 29 CFR Part 1910 and Part 1926 found at: https://www.osha.gov/laws-regs/regulations/standardnumber

3 General Requirements for Preventive Maintenance, Minor Repair, and As Needed Repair

3.1 The Contractor must provide all tools and equipment required to perform annual preventive maintenance, repair, and as needed repair work. Minor Repair for the resulting contract is defined as any repair less than twenty-five thousand dollars ($25,000) including parts and labor and does not require a Public Works license.

3.2 The Contractor must furnish and install all necessary parts and accessories required to complete repair of the equipment for the fuel systems to the manufacturer’s specifications. Any work with an estimated cost over five thousand dollars ($5,000) must be pre-authorized by the ITD Contract Manager or another designated ITD employee.

3.3 The Contractor must provide adequate personnel to meet all requirements of the ITB.

3.4 The Contractor must provide all appropriate protective equipment for personnel performing annual preventive maintenance repair and as needed repair work.

3.5 The Fuel Site equipment covered in the agreement has been installed and maintained under applicable electrical, fire, and building code requirements. The Contractor is responsible for maintaining the integrity of the equipment under these codes.

3.6 The Contractor must meet with the ITD Contract Manager in person, by phone, or by email each contract year to ensure a proper plan is established for annual maintenance, environmental testing, and as needed repair.

3.7 The Contractor must complete and provide inspection reports for preventive maintenance and environmental testing (See Attachment 6 – AST Preventive Maintenance Checklist, and Attachment 7 – UST Preventive Maintenance Checklist) to the ITD Contract Manager within thirty (30) days of each visit. Invoices will not be paid until the corresponding inspection report is received by ITD.

3.8 ITD reserves the right to remove or add additional sites at any time during the life of the Contract.

4 Part and Material Costs

4.1 Parts and materials will be invoiced at the Contractor’s cost plus the following percentage markup. Shipping costs will be paid at the Contractor's cost without any markup. A copy of all invoices must be submitted with billings for any items exceeding one hundred dollars ($100). The Contractor may be requested to provide invoices for any items at the discretion of ITD.

4.1.1 Parts and material costs must be listed as a separate line item on invoice.

4.1.2 ITD reserves the right to supply parts of material for a project if it is determined to be in the best interest of the State. If ITD exercises the right to supply parts or materials, State of Idaho Use Tax will apply. https://tax.idaho.gov/taxes/sales-use/

5 Annual Preventive Maintenance and Environmental Testing

5.1 The Contractor must perform annual preventive maintenance and environmental testing for all sites within Districts 1, 2, and 3 starting March 1st and completed by September 30th of each contract year. See Attachment 4 – ITD Fuel Site Map and Attachment 5 – Fuel Site Addresses.

5.2 The Contractor’s Fuel Site technician must complete AST and UST Fuel Preventive Maintenance Checklist (PMC). See Attachment 6 – AST Preventive Maintenance Checklist and Attachment 7 – UST Preventive Maintenance Checklist.

5.2.1 The Contractor must submit the PMC to the Contract Manager within fourteen (14) days following the completion of work.

5.2.2 Annual Preventive Maintenance must meet all Idaho Department of Environmental Quality (DEQ) requirements found at: https://www.deq.idaho.gov/waste-management-and-remediation/storage-tanks/underground-storage-tank-rules-and-regulations/. ITD will provide one (1) copy each of the AST and UST Preventive Maintenance Checklists. The Contractor must make enough copies to have one (1) for each district Fuel Site awarded.

5.3 The Contractor must submit one (1) invoice for each Fuel Site inspected within thirty (30) days of preventive maintenance and Minor Repair completion per Fuel Site.

5.4 At least seven (7) days prior to preventive maintenance service, the Contractor must contact and confirm Fuel Site will be staffed by an ITD representative in order to make arrangements for doors, gates, and equipment to be unlocked and tank charts to be available. Keys to gates, doors, or equipment will not be provided to the Contractor for any reason.

5.5 ITD will not pay any invoices that include additional charges for a trip without a prior seven (7) day notification and confirmation from ITD that the Fuel Site will be staffed.

5.6 The Contractor must inspect spill bucket, containment sumps, and overfill devices and document the inspection on a form compliant with DEQ regulations found at: https://www.deq.idaho.gov/waste-management-and-remediation/storage-tanks/underground-storage-tank-forms/.

5.7 The Contractor must complete inspections for sites with underground bulk fuel storage tanks as required. Inspection of the Automate Tank Gauge (ATG) system yearly, the overfill containment, spill buckets, and containment sumps triennially. The inspections must be completed according to DEQ IDAPA 58.01.07 and completed on the forms provided by DEQ or approved by that agency.

5.7.1 The ATG testing for all sites is due annually by the end of August.

5.7.2 Overfill Containment is due triennially, next testing is due by the end of August 2025.

5.7.3 The Coeur d’Alene Fuel Sites require annual line tightness testing and must be completed before August 31st annually.

5.8 No overtime rates will be paid for Annual Preventive Maintenance.

6 Required Services See Attachment 6 – AST Preventive Maintenance Checklist, and Attachment 7 – UST Preventive Maintenance Checklist.

6.1 Any Minor Repair work completed during Annual Preventive Maintenance will be paid at the as needed repair rate provided on Attachment 2 – Bid Schedule.

6.1.1 Unit Prices and the percent markup on parts and materials must be firm for the term of the Contract.

6.1.2 Minor Repair work must be approved by ITD Contract Manager or designee prior to any work beginning. The Contractor’s technician must provide ITD Contract Manager or designee a list of needed parts for Minor Repair at the time of service maintenance. ITD approval will be given at the time of maintenance or will be treated as an as needed repair.

6.1.3 The Contractor must request written prior approval from the ITD Contract Manager or designee before purchasing repair part(s) exceeding three thousand (3,000) dollars for Minor Repair and as needed repair.

7 As Needed Repair

7.1 The Contractor must provide a forty-eight (48) hour response time after notice from ITD.

7.2 ITD may request repair work for more than one Fuel Site per service call.

7.3 When new equipment warranties expire, the Contractor will assume responsibility for repairing that equipment. Should warranty repair be necessary, the Contractor must notify ITD and ITD will dispatch the original installation vendor.

7.4 The Contractor must email a clearly legible work order to ITD Contract Manager within seventy-two (72) hours of repair work being completed.

7.5 Overtime rates for as needed repair will only be paid with prior written approval by ITD.

7.6 Overtime hours for the purpose of this Contract are defined as: Any hours worked after the hours of 5:00pm – 8:00am Mountain Time and on Public Holidays as identified in Idaho Code 73-108, as amended, available at https://www.dol.gov/agencies/whd/overtime.

8 Labor

8.1 Labor must be charged at the bid rate beginning when the Contractor’s technician arrives at the site and ending when the Contractor’s technician leaves the site. The Contractor must not charge ITD for hours resulting from drive time. Labor begins at the start of work and ends when the work is complete, for that day, and for that specific ITD location.

8.2 The Contractor agrees that rates provided in this Contract assume that work is performed during business days and hours Monday through Friday 8:00am – 5:00pm Local Time. https://www.dol.gov/agencies/whd/overtime. Overtime rates are not allowed unless required by State or federal law. Furthermore, rates are to be considered all-inclusive and fully burdened.

8.3 Labor must be listed as a separate line item on invoices.

9 Mileage

9.1 Mileage must be charged at the current federal reimbursement rate found at https://www.gsa.gov/mileage. In the event the federal reimbursement rate changes during the active dates of the Contract, the mileage rate will change accordingly.

9.2 Mileage rates must be for the Contractor’s work vehicle used to make the general service work.

9.2.1 Mileage fees must be calculated with the starting point at the closest ITD District Headquarters to the location of work and back to the ITD District Headquarters.

9.2.2 Mileage fees are not allowed from the Vendor’s normal place of business to the jobsite and back, or for trips to obtain parts.

9.2.3 Additional mileage repair must be pre-approved in writing by the ITD Contract Manager or designee.

9.3 Mileage must not be charged for each location if driving to multiple ITD locations in one business day unless previously approved by the ITD Contract Manager or designee. For example, if the Contractor is driving to one or more ITD locations in one day, they would charge mileage to the furthest facility and back to the ITD District Headquarters.

9.3.1 District Headquarters Addresses:

9.3.1.1 District 1: 600 West Prairie Avenue, Coeur d’Alene, ID 83815

9.3.1.2 District 2: 2600 Frontage Road, Lewiston, ID 83501

9.3.1.3 District 3: 8150 Chinden Blvd, Boise, ID 83714

9.4 All travel invoiced to ITD will be for ground transportation only. At no time will ITD reimburse commercial airline or private aircraft travel.

9.5 Fuel surcharges are not allowed.

9.6 Mileage must be listed as a separate line item on the Contractor’s invoice.

Attachment 4 – ITD Fuel Site Map

FUEL SITE MAP IS ATTACHED SEPARATELY WITHIN THE ATTACHMENTS TAB IN IPRO

ATTACHMENT 5 – Fuel Site Addresses

District 1 Fuel Sites

District 2 Fuel Sites

District 3 Fuel Sites

Attachment 6 – AST Preventive Maintenance Checklist

Location: ________________

Signature: ____________________________________________________________ Date: ________________ Printed Name: __________________________________ Company:

Attachment 7 – UST Preventive Maintenance Checklist

Location: ____________________

Signature: ____________________________________________________________ Date: ________________ Printed Name: ____________________________________ Company:

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