ITB # 967 Statewide Recreational Vehicles Admin Doc.docx

STATE OF IDAHO

DIVISION OF PURCHASING

Invitation to Bid (ITB) 967

Statewide Recreational Vehicles

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Michael Piccono, Purchasing Officer 650 W State St, Room 100 Boise, ID83720 208-332-1612 Michael.Piccono@adm.idaho.gov

IPRO LOGIN

Purpose The Idaho Division of Purchasing (“DOP”) is requesting Bids from qualified Vendors to establish multiple statewide contracts for the State of Idaho, its agencies, and political subdivisions, for the purchase of current model year Recreational Vehicles, to includes: UTV’s, ATV, Snowmobiles, and Motorcycles.

1.1 Public Agencies

The Contractor(s) must accept orders from and extend contract terms, conditions and prices to all “Public Agencies” (referred to in this ITB as “Agency”, “Agencies”, or “Ordering Agency(ies) as defined in Section 67-2327 of Idaho Code, which provides as follows: “Public agency” means any city or political subdivision of this state, including, but not limited to counties; school districts; highway districts; and port authorities; instrumentalities of counties, cities or any political subdivision created under the laws of the state of Idaho;

1.2 The resulting contract(s) will be mandatory use for all State of Idaho “Agencies” (State Agencies), as defined in Section 67-9203(3) of Idaho Code. The contract(s) will be optional use for public agencies (cities, counties, school districts and any other Ordering Agency that is not a State Agency).

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.

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 Phone: 208-332-1612 E-mail: Michael.Piccono@adm.idaho.gov

Any questions regarding the State of Idaho Standard Contract Terms and Conditions found in the event in 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.

Bidder which conditions 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.

GEneral Specifications Detailed specifications for each model recreational vehicle can be found on Attachments 3, Attachment 4, and Attachment 5. These general specifications apply to all recreation vehicle categories.

Each vehicle must be the latest fleet model vehicle of the manufacturer's current standard production, as offered to commercial trade. Though they are not specifically covered herein, all parts necessary to provide a complete and efficient vehicle must be furnished. All parts must conform in design, strength, quality of materials, and workmanship to current engineering practices and accepted standards of the industry. The bidder represents that the vehicle, accessories, and ancillary equipment offered under this specification are new at time of delivery.

All equipment, including standard and supplemental, must be installed per the manufacturer’s specifications, and the vehicle must be serviced and ready for continuous operation at the time of delivery.

The Ordering Agency reserves the right to add on any available factory options. Bidder must provide all available factory options for the Recreational vehicles bid on Attachment 2 Bid Schedule. All factory installed optional equipment and accessories over and above those that are standard equipment on the model being ordered will be priced at Dealer Invoice price. Prices of optional equipment/accessories may increase or decrease based on model year and/or manufacturer’s cost. Invoices must reflect contract prices in effect on the date the order is placed by the Ordering Agency.

No advertising, such as decals or insignia indicating dealer identity, are to be affixed to any vehicle ordered under the resulting contract(s). Contractor is responsible for any cost incurred for removal of such items.

Upon request from the Ordering Agency, the Contractor must supply a manufacturer build-out sheet that provides a breakdown of the standard equipment for the base model vehicle being ordered.

Each vehicle must be furnished with a minimum of one-quarter (1/4) tank of fuel.

The interior and exterior of the vehicle must be clean and free of any appearance or performance altering defects when delivered to the Ordering Agency.

Vehicle Categories The Recreational Vehicles are divided into three categories: ATVs and UTVs (Attachment 3), Snowmobile (Attachment 4), and Motorcycle (Attachment 5).

Quantity The following quantities are for information only to give bidders an idea of the potential quantities that may be anticipated with the resulting contract. These numbers represent the average purchases over the last two years for these categories by three (3) of the main using agencies with the State of Idaho. The resulting contract shall be an indefinite quantity contract, no minimum or maximum amounts are guaranteed or implied.

· Motorcycles – 13 each

· UTV/ATV – 57 each

· Snowmobiles – 24 each

Cost Provide your price for each recreation vehicle in the categories and areas in which you are bidding on Attachment 2 Bid Schedule. Prices bid must include any and all accessories/options required to meet the minimum specifications as published in Attachments 3, 4, and 5. Bidder must provide a fully burdened rate which must include, but not be limited to, title application, dealer fees, operating and personnel expenses, such as: overhead, salaries, administrative expenses, travel, profit, and supplies. If bidder cannot provide Idaho Title Application, the cost of the Title Application may be subtracted from your bid price at time of order, however your bid must include the cost of the Title Application and dealer fees.

Billing Procedure Contractor must deliver the original invoice to the Ordering Agency within ten (10) business days after acceptance of the vehicle. No invoice will be accepted or paid without receipt of the required information mentioned below. Invoices submitted without the receipt or required information will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

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. 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.

Dealership and Salesman License (See Section 22) 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 9.1) and enter your cost in IPRO for each line item; as the “Fees/Discounts” 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 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.

Section 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 More than one (1) award may be issued from this solicitation. Award will be made by Category for each Area (See Exhibit A - Area Map) to the responsive responsible bidder with the lowest Total Cost for that Category and Area (See Category Specifications Attachment 1, Attachment 2, and Attachment 3).

The State reserves the right to make “Multiple Awards” within the same Area if in the best interest of the State, as determined by the Administrator of the Division of Purchasing in accordance with Idaho Code 67-9211. Per Idaho Code 67-9211 (3), when a contract for property has been awarded to two (2) or more bidders in accordance with this section, a state agency shall make purchases from the Contractor whose terms and conditions regarding price, availability, support services and delivery are most advantageous to the Ordering Agencies.

Off-the-lot purchaseS Off-the-lot purchases may only be utilized when an Ordering Agency has an immediate need for a vehicle and cannot wait the maximum allowable days for a vehicle to be delivered, or in circumstances where the factory cut-off date for ordering a vehicle has passed and an Ordering Agency has an immediate need and cannot wait for the next build-out date to be provided. The Contractor may, in its discretion, choose not to include factory bid assistance or fleet incentives for vehicles purchased off-the-lot. Any Off-The-Lot purchases must be provided with the standard fleet vehicle warranty and be approved by DOP prior to purchase.

Order placements Vehicle orders will be placed by State of Idaho Agencies only, via State issued Purchase Order. Public agencies will issue their own Purchase Order and work directly with the Contractor. The Contractor must sign and return the Purchase Order within three (3) business days ARO, acknowledging receipt of the order and placement of the order with the manufacturer.

Cancellation of orders Orders placed by an Ordering Agency may be cancelled, within thirty (30) calendar days after receipt of order (ARO) by the Ordering Agency. If a Contractor cannot meet the maximum delivery dates outlined in Section 17.5, the Ordering Agency may elect to accept the vehicle, with a revised estimated delivery date, or cancel the existing order at no additional cost or liability to the Ordering Agency or the State.

Order cut-off dates Contractors must send updated order cut-off dates immediately to Division of Purchasing upon receiving said dates from manufacturer. Cutoff dates must be provided for all Categories Contractor is awarded.

Warranty, Service and Support, Maintenance, etc.

All vehicles must carry a standard manufacturer’s standard warranty. The warranty start date will not be in effect until the vehicle(s) have been accepted by the Ordering Agency. If the standard manufacturer’s warranty is greater than the listed minimum warranty, Contractor must provide the Ordering Agency with the enhanced warranty at no additional cost. Warranty documentation must be supplied to the Ordering Agency upon delivery for each vehicle ordered. The Ordering Agency reserves the right to purchase extended warranties Contractor may offeror.

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Reporting requirements Quarterly Usage Reports are required as outlined in Section 5.1 (Reporting) of the State of Idaho Standard Contract Terms and Conditions.

Delivery Build-out and delivery schedule Contractor must make every effort possible to provide an accurate delivery date to the Ordering Agency. Contractor must confirm and notify the State and the Ordering Agency with fourteen (14) calendar days ARO of the build date and scheduled delivery date. In the event confirmation and notice exceeds fourteen (14) calendar days or the maximum allowable dates provided in Section 17.5, the Ordering Agency may elect to cancel the order without any penalty or liability to the State or Ordering Agency.

Delivery date from arrival on the lot Vehicle deliveries from the dealer’s location to the Ordering Agency must occur within fourteen (14) calendar days from the date the dealer receives the vehicle from the manufacturer. Failure to deliver the vehicle in that timeframe will result in the agency deducting $100 per day late from the invoice, unless otherwise agreed to in writing by the ordering agency. Contractor must provide the Bill of Lading (BOL) upon request from the ordering agency.

The Contractor must complete a pre-delivery inspection (PDI) and adjustment so the vehicle can be put into service as soon as it is delivered and accepted by the Ordering Agency. PDI and adjustments include, but are not limited to, the following:

Engine, chassis, accessories: All fluids filled with appropriate lubricants and levels, per manufacturer’s recommendations.

One quarter (1/4) tank of fuel.

Inspect the vehicles electrical, braking, and suspension systems for proper functionality.

Accessories added by Ordering Agency adjusted and installed, per manufacturer’s recommendations.

Tires, if equipped, inflated per manufacturer's recommendations.

Vehicle(s) cleaned and detailed inside and out. All upholstery and floor protection removed and window decals and any adhesives cleaned from window.

The Ordering Agency may refuse delivery of any vehicle(s) which does not meet the PDI requirements. Upon delivery, the Ordering Agency will have up to fourteen (14) calendar days to inspect and accept each vehicle to ensure compliance with the specifications. If the Ordering Agency determines that any vehicle is not in accordance with the specifications, the Contractor must pick-up, correct any deviations, and re-deliver to the Ordering Agency’s delivery destination at the Contractor’s expense. The timeframe for completion of corrective action must not exceed thirty (30) calendar days from receipt of written notifications from the agency’s designated individual.

The Contractor shall deliver the vehicles as soon as they are available. The Contractor will have a maximum of two hundred and ten (210) calendar days for delivery of vehicles, after receipt of order (ARO). Contractor must immediately notify the Ordering Agency, in writing, of any delivery dates that cannot be met, and provide a revised estimated delivery date.

The Contractor must supply two (2) sets of pre-tested keys, marked with the Vehicle Identification Number (VIN), to ensure the keys are for the vehicle being delivered. In the event the vehicle requires a key fob to operate (push button start, etc.) the Contractor must also supply the Ordering Agency with two (2) sets of pre-tested key fobs.

The Contractor must provide the following documentation to the Ordering Agency, for each vehicle, upon delivery.

Final delivery location and costs All prices bid must include delivery within fifty (50) highway miles, one way, from the dealer location to the Ordering Agency. If Contractor does not have a physical location in the Area in which they bid the following cities will be used for reference and delivery must be included within 50 miles:

· Area A Coeur d'Alene Idaho;

· Area B Boise Idaho; and

· Area C Pocatello Idaho.

Deliveries more than fifty (50) highway miles from the dealer location to the Ordering Agency, one way, may be subject to additional mileage fees as applicable here:

For each one-way mile over 51 miles and up to 100 miles, a maximum $3.00 charge per mile may be assessed at the Contractor’s discretion.

For each one-way mile over 100 miles, a maximum $2.25 charge per mile may be assessed at the Contractor’s discretion.

These additional fees apply only to the miles in excess of the required minimum fifty (50) miles and miles are one-way miles.

Pickup The Ordering Agency reserves the right to pickup the vehicles at the dealer’s location or a mutually agreeable location within the awarded Area instead of delivery.

Registration Ordering Agency shall register its own vehicle(s).

Recalled Components In the event any components of a vehicle are recalled by the manufacturer, the Contractor must immediately notify the Ordering Agency’s designated individual and provide copies of the notice or documentation of the recall. Upon notification, the Ordering Agency may elect to require the Contractor to complete the necessary modifications, in a timely manner, at the Contractor’s sole expense. DO NOT SEND THE NOTIFICATIONS TO THE DIVISION OF PURCHASING.

Additions to Contract The State reserves the right to add new vehicles as needed, added vehicles must be within the awarded category and must be mutually agreeable between the State and the Vendor and must be approved in writing by the Division of Purchasing in an Amendment to the Contract.

When a manufacturer provides a new model replacing the model available on the contract, the awarded Contractor must update the State with the specifications and the vehicle. The vehicle must be approved in writing by the Division of Purchasing and approved in an Amendment to the contract.

Price Adjustment Clause Contractor(s) may propose a price increase from the manufacturer, strictly for the base cost of the vehicle, with each new model year offered. It is the responsibility of the Contractor(s) to notify the State, in writing, of any price increases from the manufacturer. Price increases will be a “pass-through,” and must not produce a higher profit margin for the Contractor(s) than the established original contract pricing.

If price decreases become effective for the Contractor, the State will be given immediate benefit of the price decrease on the date the price decrease became available to the Contractor.

The State may request supporting documentation from the Contractor for price verification of any of the vehicles currently on contract. The requested documentation must be provided directly from the manufacturer. This requirement will help ensure that the State is receiving the most current pricing offered by the vehicle manufacturer(s).

Contractor(s) will have fourteen (14) business days to provide current price information, for verification by the State, prior to any price increase. If the Contractor cannot meet this deadline, the current contract prices will govern and remain in effect until pricing can be verified.

Contract pricing shall only be adjusted upon being approved in writing by the State and posted on the State of Idaho’s purchasing website.

Dealer and Salesman license For the term of the contract the Dealer must comply with Idaho Code, Section 49, Chapter 16, “Dealers and Salesmen Licensing”. Bidders must include a current copy of their license to sell vehicles with the bid submission documents. Bids submitted that do not include a copy of the Bidder’s license may be found non-responsive and no further consideration may be given to the Bid.

Authorized Manufacturer Submitting vendors must be an authorized distributor for the manufacturer of the recreational vehicle 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 will not be considered. Bidders who are purchasing from or through an authorized distributor SHALL NOT meet this requirement and will not be considered for award. Bidder must provide proof of being and authorized distributor must be provided with your bid.

Records Maintenance Contractor shall maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records shall be retained by the Contractor for at least three (3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

ITB # 967 Statewide Recreational Vehicles

ATTACHMENT 1-BIDDER QUESTIONS

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

ADD ROWS BY HITTING THE TAB KEY WHILE WITHIN THE TABLE AND WITHIN THE FINAL ROW.

The following instructions must be followed when submitting questions using the question format on the following page.

1. DO NOT CHANGE THE FORMAT OR FONT. Do not bold your questions or change the color of the font.

2. Enter the ITB section number that the question is for in the “ITB Section” field (column 2). If the question is a general question not related to a specific ITB section, enter “General” in column 2. If the question is in regards to a State Term or Condition or a Special Term or Condition, state the clause number in column 2. If the question is in regard to an attachment, enter the attachment identifier (example “Attachment A”) in the “ITB Section” (column 2), and the attachment page number in the “ITB page” field (column 3).

3. Do not enter text in the “Response” field (column 5). This is for the State’s use only.

4. Once completed, this form is to be e-mailed per the instructions in the ITB. The e-mail subject line is to state the ITB number followed by “Questions.”

ITB # 967 Statewide Recreational Vehicles Page 12

EXHIBIT A - AREA MAP

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