ITB 790 - Snowmobiles.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

DEPARTMENT OF FISH AND GAME

Invitation to Bid (ITB) 790

Snowmobiles

Date of Issuance: February 13, 2025

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Alex Limber, Buyer Division of Purchasing 650 W. State St., Room 100 Alex.Limber@adm.idaho.gov 986-256-1822

IPRO LOGIN

PURPOSE

The Idaho Department of Fish and Game (IDFG) through the Idaho Division of Purchasing (DOP), is requesting Bids from qualified Vendors for the purchase of new, 2025 or current model year Snowmobiles 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: (IPRO LOGIN). 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: 986-256-1822 E-mail: Alex.Limber@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions, found within IPRO Powered by LUMA, 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

The IDFG is replacing older Snowmobiles as part of the IDFG Fleet Management Program.

QUANTITY

Eighteen (18) Snowmobiles as specified on Attachment 3 – Specifications below.

COST

Provide your Total Cost on Attachment 2 – Bid Schedule. Your Total Cost must be fully burdened to include all costs and fees required to deliver the snowmobiles to IDFG as specified and ready to be utilized, including but not limited to:

Price of the Snowmobiles Dealer Doc Fees Application for Title Fees (Dealer to submit application for title) Delivery (FOB Dest.)

All Governmental Rebates, Incentives, Etc.

BILLING PROCEDURE

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

The Contractor must provide the following information with each invoice:

Invoices and reports are to be submitted to:

Agency Contact Person: Briana Elison Agency Name: Idaho Department of Fish and Game Address: 600 S Walnut Street, Boise, Idaho 83712

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.

Product Documentation for any “equal” offered items.

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 by 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 When submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 8.1) 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.

When submitting via IPRO, be advised that 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.

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 to the responsive responsible Bidder with the lowest Total Cost by line item or all to one, as provided on the Bid Schedule and in the best interest to the State.

Warranty, Service and Support, Maintenance, etc.

Manufacturer’s Standard warranty must be included for all snowmobiles purchased on the resulting contract.

Delivery All Snowmobiles must be delivered FOB Destination to the following:

IDFG REGION 3 HQ 15950 NORTH GATE BLVD. NAMPA, ID 83687

Attention Michael Tompkins @ 208-287-2767 M-F from 8:00 am – 4:00 pm (MT)

· Twenty-four (24) hour notice before delivery

· One (1) owner’s manual must be supplied with each ATV and UTV (upon delivery).

· Two (2) keys for the Snowmobiles

· Machine must be prepped and ready for use when delivered.

· Each machine shall have at least two (2) gallons of gas in the gas tank

· Dealer is responsible for offloading machines to ground level at IDFG Warehouse.

· Any delivery materials/trash must be disposed of by dealer.

Contractor must give an estimated delivery on Attachment 2 – Bid Schedule when submitting a bid.

ACCEPTANCE

Upon receipt, the Snowmobiles shall be inspected to ensure the requirements and specifications are met. The Acceptance period shall be for fourteen (14) calendar days from the delivery date of the Snowmobiles. If the Snowmobiles do not meet the requirements, specifications, or have discrepancies that cannot be fixed by the Contractor during the acceptance period, the Snowmobiles shall be rejected by IDFG, via email notification. The Contractor must pick-up, correct any discrepancies, and re-deliver within thirty (30) calendar days after notification from IDFG, at no additional cost to IDFG. The Contractor may perform a fix at IDFG premises, if feasible to do so without disruption to IDFG operations. The Acceptance period shall start over for any rejection, upon re-delivery of the Snowmobiles. The Snowmobiles shall not be accepted by IDFG until they meet all of the Contract requirements and specifications.

Insurance Requirements See Appendix B – Insurance Requirements under the Questions section 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 790 – Snowmobiles

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 790 Snowmobiles Page 12

Attachment 2 – BID SCHEDULE

This completed Bid Schedule must be submitted with your response. Specifications for each line item in the table below can be found in Attachment 3 – Specifications. You are not required to bid on all line items to be considered for an award.

(Brand, Model Number, etc.)

Delivery within days ARO

Do the products you are offering meet the specifications listed in Attachment 3 – Specifications? ☐ Yes ☐ No

If no, your bid must include documentation of how your offered products deviate and why those deviations should be considered “minor deviations”.

Company Name of Bidder:

Contact Name/Phone:

Contact E-mail:

ATTACHMENT 3 – SPECIFICATIONS

These specifications are the minimum mandatory specifications that your Bid must meet in order for the State to consider your Bid for award. 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. Vendors offering an “equal” must include documentation which demonstrates, to the States satisfaction, that the offered item(s) meets the requirement of the solicitation. In the event that documentation is not satisfactory, the State reserves the right to seek clarification from the Contractor. Failure to provide satisfactory documentation or a clarifying response may eliminate the Contractor from further consideration.

1. ITEM 1:

New 2025 or current model year Polaris 850 PRO RMK 155 or equal mountain snowmobile for on and off trail to be used in deep powder, steep terrain, high elevations, side hills, long and short distances.

1.1 Quantity of eight (8) each.

1.2 Must have a liquid cooled, two (2) cylinder, direct injection engine.

1.3 Engine must have a minimum displacement of 800cc and not exceed 875cc.

1.4 Must have rear track dimensions of at least fifteen by one hundred and fifty-four by three inches (15”W x 154”L x 3”H).

1.5 Must have electric start.

1.6 Must have gripper type front skis.

1.7 Must have a disc type break.

1.8 Must have reverse.

1.9 Must have open style running boards for maximum snow clean out.

1.10 Must have a minimum fuel capacity of nine (9) gallons.

1.11 Must have an interactive glove-touch digital display that includes GPS navigation.

1.12 Must have a mid-rise handlebar.

1.13 Must have heated grips and thumb warmers.

1.14 Must have hand guards.

1.15 Must have led lights.

1.16 Must have a mid-profile windshield or wind deflector.

1.17 Must include fully reversible ice scratchers.

2. ITEM 2:

New 2025 or current model year Polaris 650 Switchback XC 146 or equal mountain snowmobile for on and off trail to be used in deep powder, steep terrain, high elevations, side hills, long and short distances.

2.1 Quantity of two (2) each.

2.2 Must have a liquid cooled, two (2) cylinder, direct injection engine.

2.3 Engine must have a minimum displacement of 600cc and not exceed 675cc.

2.4 Must have rear track dimensions of at least fifteen by one hundred and forty-six by one and a half inches (15”W x 146”L x 1.5”H).

2.5 Must have electric start.

2.6 Must have front skis designed for reduced steering effort.

2.7 Must have a disc type break.

2.8 Must have reverse.

2.9 Must have open style running boards for maximum snow clean out.

2.10 Must have a minimum fuel capacity of nine (9) gallons.

2.11 Must have an interactive glove-touch digital display that includes GPS navigation.

2.12 Must have a mid-rise handlebar.

2.13 Must have heated grips and thumb warmers.

2.14 Must have hand guards.

2.15 Must have LED lights.

2.16 Must have a mid-profile windshield.

2.17 Must include fully reversible ice scratchers.

3. ITEM 3:

New 2025 or current model year Ski-Doo Skandic LE w/ 900 ACE engine or equal mountain snowmobile to be used in all snow conditions, built to maximize flotation and traction, with a large towing capacity.

3.1 Quantity of two (2) each.

3.2 Must have a liquid cooled, four (4) stroke, D.O.H.C, EFI engine.

3.3 Engine must have a minimum displacement of 875cc and not exceed 1050cc.

3.4 Must have rear track dimensions of at least twenty-four by one hundred and fifty-four by one and a half inches (24”W x 154”L x1.5”H).

3.5 Must have electric start.

3.6 Must have utility style front skis designed for better flotation in deep snow and agile cornering.

3.7 Must have a disc type break.

3.8 Must have reverse.

3.9 Must have deep snow running boards with large openings for maximum snow clean out.

3.10 Must have a minimum fuel capacity of eleven (11) gallons.

3.11 Must have a digital display.

3.12 Must have a handlebar with J-hooks and a grab handle.

3.13 Must have heated grips and thumb warmers.

3.14 Must have hand guards.

3.15 Must have LED lights.

3.16 Must have a high-profile windshield with mirrors.

3.17 Must include model specific cargo rack system that will support a minimum of one hundred (100) pounds of cargo.

3.18 Must have a heavy-duty front and rear bumpers.

3.19 Must have a built-in hitch receiver into the rear bumper with a minimum fifteen-hundred-pound (1,500) towing capacity.

3.20 Must include fully reversable ice scratchers.

4. ITEM 4:

New 2025 or current model year Ski-Doo Skandic LE w/ 600 ACE engine or equal mountain snowmobile to be used in all snow conditions, built to maximize flotation and traction, with a large towing capacity.

4.1 Quantity of one (1) each.

4.2 Must have a liquid cooled, four (4) stroke, D.O.H.C, EFI engine.

4.3 Engine must have a minimum displacement of 575cc and not exceed 625cc.

4.4 Must have rear track dimensions of at least twenty by one hundred and fifty-four by one and a half inches (20”W x 154”L x1.5”H).

4.5 Must have electric start.

4.6 Must have utility style front skis designed for better flotation in deep snow and agile cornering.

4.7 Must have a disc type break.

4.8 Must have reverse.

4.9 Must have deep snow running boards with large openings for maximum snow clean out.

4.10 Must have a minimum fuel capacity of eleven (11) gallons.

4.11 Must have a digital display.

4.12 Must have a handlebar with J-hooks and a grab handle.

4.13 Must have heated grips and thumb warmers.

4.14 Must have hand guards.

4.15 Must have LED lights.

4.16 Must have a high-profile windshield with mirrors.

4.17 Must include model specific cargo rack system that will support a minimum of one hundred (100) pounds of cargo.

4.18 Must have a heavy-duty front and rear bumpers.

4.19 Must have a built-in hitch receiver into the rear bumper with a minimum fifteen-hundred-pound (1,500) towing capacity.

4.20 Must include fully reversable ice scratchers.

5. ITEM 5:

New 2025 or current model year Ski-Doo Skandic SE w/ 600R E-TEC engine or equal mountain snowmobile to be used in all snow conditions, built to maximize flotation and traction, with a large towing capacity.

5.1 Quantity of one (1) each.

5.2 Must have a liquid cooled, two (2) cylinder, direct injection engine.

5.3 Engine must have a minimum displacement of 575cc and not exceed 625cc.

5.4 Must have rear track dimensions of at least twenty-four by one hundred and fifty-four by one and a half inches (24”W x 154”L x1.5”H).

5.5 Must have electric start.

5.6 Must have utility style front skis designed for better flotation in deep snow and agile cornering.

5.7 Must have a disc type break.

5.8 Must have reverse.

5.9 Must have deep snow running boards with large openings for maximum snow clean out.

5.10 Must have a minimum fuel capacity of eleven (11) gallons.

5.11 Must have a digital display.

5.12 Must have a handlebar with J-hooks and a grab handle.

5.13 Must have heated grips and thumb warmers.

5.14 Must have hand guards.

5.15 Must have LED lights.

5.16 Must have a high-profile windshield with mirrors.

5.17 Must include model specific cargo rack system that will support a minimum of one hundred (100) pounds of cargo.

5.18 Must have a heavy-duty front and rear bumpers.

5.19 Must have a built-in hitch receiver into the rear bumper with a minimum fifteen-hundred-pound (1,500) towing capacity.

5.20 Must include fully reversable ice scratchers.

5.21 Must have a removable passenger seat that has a integrated back support and handholds.

6. ITEM 6:

New 2025 or current model year Ski-Doo Tundra LE w/ 600 ACE engine or equal sport utility snowmobile to be used on-and-off trail, in deep snow conditions, steep terrain, high elevations, side hills, long and short distances.

6.1 Quantity of two (2) each.

6.2 Must have a liquid cooled, four (4) stroke, D.O.H.C., EFI engine.

6.3 Engine must have a minimum displacement of 575cc and not exceed 650cc.

6.4 Must have rear track dimensions of at least sixteen by one hundred and fifty-four by one and a half inches (16” x 154” x 1.5”).

6.5 Must have electric start.

6.6 Must have front skis designed for deep snow.

6.7 Must have a disc type break.

6.8 Must have reverse.

6.9 Must have open style running boards for maximum snow clean out.

6.10 Must have a minimum fuel capacity of nine (9) gallons.

6.11 Must have a digital display.

6.12 Must have a handlebar with J-hooks and a grab handle.

6.13 Must have heated grips and thumb warmers.

6.14 Must have hand guards.

6.15 Must have LED lights.

6.16 Must have a mid-profile windshield.

6.17 Must include model specific cargo rack system that will support a minimum of one hundred (100) pounds of cargo.

6.18 Must have a heavy-duty front and rear bumpers.

6.19 Must have a tongue type hitch on the rear bumper with a minimum five-hundred-pound (500) towing capacity.

6.20 Must include fully reversible ice scratchers.

7. ITEM 7:

New 2025 or current model year Ski-Doo Summit X w/ 850 E-TEC engine or equal mountain snowmobile to be used in deep snow conditions, steep terrain, high elevations, side hills, long and short distances.

7.1 Quantity of one (1) each.

7.2 Must have a liquid cooled, two (2) cylinder, direct injection engine.

7.3 Engine must have a minimum displacement of 840cc and not exceed 875cc.

7.4 Must have rear track dimensions of at least sixteen by one hundred and sixty-four by three inches (16” x 164” x 3”).

7.5 Must have electric start.

7.6 Must have front skis designed for deep snow.

7.7 Must have a disc type break.

7.8 Must have reverse.

7.9 Must have open style running boards for maximum snow clean out.

7.10 Must have a minimum fuel capacity of nine (9) gallons.

7.11 Must have a digital display.

7.12 Must have a handlebar with J-hooks and a grab handle.

7.13 Must have heated grips and thumb warmers.

7.14 Must have hand guards.

7.15 Must have LED lights.

7.16 Must have a mid-profile windshield.

7.17 Must include fully reversible ice scratchers.

8. ITEM 8:

New 2025 or current model year Ski-Doo Expedition Sport w/600 ACE engine or equal mountain snowmobile to be used in deep snow conditions, steep terrain, high elevations, side hills, long and short distances.

8.1 Quantity of one (1) each.

8.2 Must have a liquid cooled, four (4) stroke, D.O.H.C., EFI engine.

8.3 Engine must have a minimum displacement of 575cc and not exceed 625cc.

8.4 Must have rear track dimensions of at least sixteen by one hundred and fifty-four by one and a half inches (16” x 154” x 1.5”).

8.5 Must have electric start.

8.6 Must have utility style front skis designed for better flotation in deep snow and agile cornering.

8.7 Must have a disc type break.

8.8 Must have reverse.

8.9 Must have deep snow running boards with large openings for maximum snow clean out.

8.10 Must have a minimum fuel capacity of nine (9) gallons.

8.11 Must have a digital display.

8.12 Must have a handlebar with J-hooks.

8.13 Must have heated grips and thumb warmers.

8.14 Must have hand guards.

8.15 Must have LED lights.

8.16 Must have a high-profile windshield.

8.17 Must have a heavy-duty front and rear bumpers.

8.18 Must have a tongue-type hitch on the rear bumper with a minimum fifteen-hundred-pound (1500) towing capacity.

8.19 Must include fully reversable ice scratchers.

8.20 Must have a removable passenger seat that has back support and handholds.

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