ITB # Aluminum Sign Blanks Admin Doc.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO TRANSPORTATION DEPARTMENT

Invitation to Bid (ITB) ITB # 314

Aluminum Sign Blanks

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Michael Piccono, Purchasing Officer Division of Purchasing 650 W State St, RM 100, Boise ID, 83720 Michael.Piccono@adm.idaho.gov 208-332-1612

IPRO LOGIN

PURPOSE

The Idaho Transportation Department (“ITD”), through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors for the purchase of Aluminum Sign Blanks 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): (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 THE ITB ADMINISTRATIVE INFORMATION. Written questions must be submitted using Attachment 3, 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 at (Contract Terms and Conditions) must also be submitted in writing, using Attachment 3, 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.

QUANTITY

Estimated quantities provided are for evaluation purposes only. No minimum or maximum quantities are guaranteed or implied.

COST

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

BILLING PROCEDURE

The Contractor must submit its invoice within thirty (30) calendar days after acceptance to the billing contact identified on the Contract. Invoices submitted prior to acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission.

The Vendor must provide the following information with each invoice:

Invoices and reports must be submitted to:

HQAP@Itd.idaho.gov

SUBMISSION REQUIREMENTS

Required Bid Submission Items Your Bid Submission must consist of the following:

Bid Schedule Provide your cost information on Attachment 2, Bid Schedule, below. Do not submit your Bid on any other form. Submitting your Bid on a form different than the Bid Schedule may cause your Bid to be rejected as non-responsive.

State of Idaho Signature Page The State of Idaho Signature Page must be completed and submitted as part of your Bid. The State of Idaho Signature Page is attached in IPRO.

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 7.1) and enter your cost in IPRO for each line item; as the “Total Cost” on the Bid Schedule OR $0.01 as your cost in IPRO.

Upload all Required Bid Submission Items using Microsoft products such as Word and Excel. Do not submit items in .pdf format, unless provided otherwise in this ITB.

Submitting via IPRO, be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under which you submit in IPRO, which must be the same legal entity presented in your uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Bid in IPRO, the information provided on the Signature Page prevails.

It is mandatory to submit your Bid electronically via IPRO, all Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO powered by Luma 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, as provided on the Bid Schedule.

The resulting contract shall be a Blanket Purchase Order Contract with an Initial Term of one (1) years. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is five (5) years.

Delivery Orders shall be shipped FOB Destination freight pre-paid and allowed. The Contractor must deliver product(s) within thirty (30) business days after receipt of order (ARO), or as approved by the ITD Contract Manager FOB Destination freight prepaid and allowed. Delivery must be made to:

ITD Traffic Supply

Delivery driver can use Coffey St. Gate 3 to enter the ITD facility. ITD shall be responsible for off-loading the Aluminum Sheets and Sign Blanks.

Deliveries must be made Monday through Friday, 8:00 am to 5:00 pm local time (per Delivery Location), excluding State of Idaho recognized holidays https://sos.idaho.gov/state-holidays/, unless otherwise approved by ITD.

Contractor must notify ITD Sign and Signal Shop within twenty-four (24) hours prior to delivery by phone or email.

Ordering Orders shall be placed on an as needed basis by ITD Traffic Supply ITD purchase order. The Contractor must confirm with the ordering ITD District if delivery cannot be made within the required timeframe.

Price Adjustment Clause Prices must be firm for six (6) months from the effective date of the Contract. A price adjustment may be considered four (4) times per year thereafter. If a price adjustment is requested, the Contractor must notify DOP and ITD in writing as further detailed below.

The Contractor must:

· provide a letter identifying the line item(s) of the Contract, the amount of the increase for each item, and a detailed reason for the increase.

· provide supporting documentation such as letters from suppliers, price index, etc.

Increases will be limited to the actual increases to the Contractor that are applicable industry wide.

Price increases will not be effective until an Amendment to the Contract is agreed to by the parties and executed by DOP.

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 - Specifications ITB # 314 Aluminum Sign Blanks

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

1. GEneral REquirments All aluminum must be conversion coated per sheeting manufacturer’s recommendations, conforming to ASTM B921 -08 Standard Specifications for Non-hexavalent Chromium Conversion Coatings on Aluminum and Aluminum Alloys. The optimum coating weight will be twenty-five (25) milligrams per square foot of aluminum, applied in a uniform manner with no excessive buildup on the edges. Any other coating or electrochemical process proposed to be used must be approved in writing or email by ITD.

1. Sign Blanks

1. Sign Blanks must be eight hundredths (0.080) inch with mounting holes as shown in Exhibit 1 titled “Punching Schedule for Type “B” or Type “E” Signs”. All edges, corners, and holes must be smooth, burr- free, and not sharp from manufacturing.

1. Corner radii for vertical rectangle, horizontal rectangle, square and diamond sign blanks must be one and one half (1 ½) in. Aluminum blanks forty-eight (48) in x forty-eight inch (48) in and larger must have three (3) in radii.

1. All other blanks, equilateral triangle (yield), interstate shield, U.S. shield, pentagon (school), county shield, national forest shield, and isosceles triangle (no passing zone), must have radii which conforms to FHWA standard highway sign layouts (https://highways.dot.gov/ and https://mutcd.fhwa.dot.gov/).

1. All mounting holes must be three eighths (3/8) in diameter.

1. Uncut Aluminum Sheets Flat, uncut, aluminum sheets must be sixty-three thousandths (0.063) inch, or eight hundredths (0.080) inch as specified when ordered.

1. Compliance with Conversion Coating must conform to ASTM Specifications for Conversion Coating is “ASTM B921 – 08 Standard Specifications for Non-hexavalent Chromium Conversion Coatings on Aluminum and Aluminum Alloys”. https://www.astm.org/

All aluminum must conform to ASTM B-209, Alloy-Temper 6061-T6 or 5052-H38, and conform to flatness tolerances listed in Table 7.18 of Aluminum Standards and Data Book Published By the Aluminum Associations, Inc. found at: https://www.aluminum.org/.

In addition to the above requirements, the allowable deviation from the flatness of the Sign Blanks, including all sizes through forty-eight inches (48”) x forty-eight inches (48”), must be no more than one sixteenth (1/16) in per foot (longitudinal and transverse) when the blank is positioned on a flat horizontal surface.

1. Packaging Aluminum sheets and sign blanks must be packaged and received free of contaminants (dirt, grease and moisture, excessive traffic marks, or other foreign matter).

Sign Blanks must be staggered in quantities of ten and banded securely to pallets (one size per pallet). Pallets must be clearly marked displaying quantities and sizes and must not exceed two thousand (2,000) lbs. per pallet.

Note: Signs staggered in quantities other than ten (10) will be rejected.

1. Testing Sign Blanks shall be tested within fourteen (14) days of delivery for conformance to specifications. All material that fails testing procedures shall be rejected and returned to the contractor at no expense to ITD. The contractor must replace the defective material within thirty (30) calendar days of receipt of return.

1. Material Certification A Certificate of Conformance must accompany each sign lot shipped to ITD certifying the materials proposed to be will meet or exceed the requirements of ASTM B-209 and ASTM B921 specifications.

ATTACHMENT 3-BIDDER QUESTIONS

ITB # 314 Aluminum Sign Blanks

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 # 314 Aluminum Sign Blanks Page 12

ITB # 314 Aluminum Sign Blanks

Exhibit 1 – Punching Schedule for Type “B” or Type “E” Signs ITB # 314 Aluminum Sign Blanks image2.png image1.png