ITB Event 332 Administrative Document.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

Idaho Transportation Department

Invitation to Bid (ITB) Event 332

Concrete Patch Bridge Deck Sealant

Date of Issuance: Date

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Thayne Pearson, Purchasing Officer Idaho Division of Purchasing 650 W. State St. Room 100 Thayne.pearson@adm.idaho.gov 208-332-1605

Submit electronically via IPRO:

Electronic Submission

IPRO Powered by LUMA

PURPOSE

The Idaho Transportation Department (ITD), through the Idaho Division of Purchasing (DOP), is requesting Bids from Vendors for concrete and asphalt bridge deck repair materials, in accordance with the specifications contained herein.

GENERAL INFORMATION, solicitation instructions and standard terms and conditions This Solicitation is issued by the state of Idaho (the “State”) via IPRO: IPRO Powered by LUMA The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB shall be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted 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 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Thayne Pearson Phone: 208-332-1605 E-mail: Thayne.pearson@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 1, Bidder Questions, by the deadline identified in the ITB Administrative Information. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Questions regarding these requirements must contain the following:

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

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

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

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

SPECIFICATIONS

The brand names specified in this solicitation are intended to be descriptive, but not restrictive; indicative of the quality and characteristics of items that meet the minimum requirements. Bidders offering an “equal” must include documentation which demonstrates, to ITD’s Laboratories satisfaction, that the offered item(s) meets the requirement of the solicitation. If the information reviewed by the ITD Laboratory of the offered product does not meet the minimum requirements, the submitting vendor will be provided an explanation via e-mail. In the event documentation is not satisfactory, ITD reserves the right to seek clarification from the Bidder. Failure to provide satisfactory documentation or a clarifying response to ITD may eliminate the Bidder from further consideration.

QUANTITY

The Concrete Bridge Deck Repair Materials quantities provided on Attachment 2 – Bid Schedule are estimated annual quantities and are used for evaluation and award purposes. Actual quantities each ITD District purchases may vary; no minimum amounts are guaranteed or implied.

Provide your fully burdened Total Price on the Attachment 2 – Bid Schedule.

Ordering Orders shall be placed per contractors’ standard size and packaging on an as needed basis by each District via an ITD purchase order. 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. The Contractor must confirm with the ordering ITD District if delivery cannot be made within the required timeframe. ITD shall be responsible for off-loading the Concrete and Asphalt Bridge Deck Sealants.

COST

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

BILLING PROCEDURE

The Contractor must provide an invoice no later than thirty (30) calendar days after each delivery of Concrete Bridge Deck Repair Materials. Invoices submitted without the items 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:

ITD District 1 D1AP@itd.idaho.gov

ITD District 2 D2AP@itd.idaho.gov ITD District 3 D3AP@itd.idaho.gov

ITD District 4 D4AP@itd.idaho.gov

ITD District 5 D5AP@itd.idaho.gov ITD District 6 D6AP@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.

List other required response items – Specification sheets, Attachment X Bid Schedule.

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.

9.2 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.

10.2.1 Electronic Submission via IPRO

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 $1.00 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 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.

9.3 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

More than one (1) award may be issued from this solicitation. Award may be made by line items, groups of line items, or total line items, whichever is determined to be in the best interest of the State, to the responsive, responsible Bidder providing the lowest total price, as provided on the Attachment 2 - Bid Schedule.

Acceptance Acceptance will occur fourteen (14) calendar days after delivery of the concrete bridge deck repair materials to the delivery location specified in Section X, unless ITD notifies the Contractor in writing that the concrete bridge deck repair materials fail to meet the specification within this ITB.

Warranty, Service and Support, Maintenance, etc.

Standard manufacturer warranty on all products listed in Section 4

Delivery 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.

Delivery Locations:

District 1 – Coeur d’Alene 600 W Prairie Ave Coeur D’Alene, ID 83815 District 2 – Lewiston 2600 Frontage Road Lewiston, ID 83501

District 3 – Boise 8150 Chinden Blvd Boise, ID 83807

District 4 – Shoshone 63 W Hwy 26 Shoshone, ID 83352

District 5 – Pocatello 5151 South 5th Pocatello, ID 83352 District 6 – Rigby 206 N Yellowstone Rigby, ID 83442

Shipping requirements Drums Drums must be supported by a solid-bottom pallet, must not exceed two drums in height, and must be secured to the pallet with metal strapping and stretch wrapping.

Bags, Jugs, Pails, and Buckets Must be supported by standard wood pallets designed for the weight of the product being shipped and must be stretch wrapped to secure product to the pallet.

Blocks Blocks must be supported by a solid-bottom pallet, must not exceed six feet (6’) in height and must be secured to the pallet with metal strapping and stretch wrapping.

In the event the specifications are not met, the Contractor must pick-up, correct any discrepancies, and re-deliver within thirty (30) calendar days after notification from ITD, at no additional cost to ITD.

Compliance with ASTM International and AASHTO Standards Vendor must provide all American Society for Testing and Materials (ASTM) https://www.astm.org/and American Association of State Highway and Transportation Officials (AASHTO) https://www.transportation.org/certifications associated with the products being offered with their Bid submittal (See Section 8.1.4).

Safety Data Sheets Contractor must provide SDS sheets at the time of order and in accordance with all OSHA enforcement requirements https://www.osha.gov/dsg/hazcom/enforcementmsdsrequirement.html .

The Hazard Communication Standard (HCS) 29 CFR1910.1200(g) https://www.osha.gov/Publications/OSHA3514.html requires that chemical manufacturers, distributors, or importers provide Safety Data Sheets (SDS) for each hazardous chemical to downstream users to communicate information on potential hazards.

Authorized Dealer Bidders must be an authorized *Brand* Company distributor for the product being offered and are responsible for all warranty requirements. 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 shall not be considered.

Storage Life Upon Delivery, the concrete bridge deck repair materials residual storage life must be at least seventy-five percent (75%) of the material’s total storage life.

Product expiration date must be visibly printed on the product packaging in English.

The delivery of concrete bridge deck repair materials with less than the required residual storage life requires prior written approval from the ordering ITD District.

Price Adjustment Clause All prices must be held firm for twelve (12) months from effective date of the contract resulting from this ITB. A price adjustment may be allowed on the Contract anniversary date. If a price increase is requested, it is the responsibility of the Contractor to notify the State ninety (90) calendar days in advance of the Contract anniversary date and provide supporting documentation for the reasoning of the increase. Increases must be limited to the actual cost increase to the vendor.

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 Event 332 Concrete Patch Bridge Deck Sealants

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 Event 332 Concrete Patch Bridge Deck Sealants Page 4

ITB Event 332 Concrete Patch Bridge Deck Sealants

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