ITB Event #337 - Administration Documents - Copy.docx

STATE OF IDAHO

DIVISION OF PURCHASING

FOR

IDAHO DEPARTMENT OF TRANSPORTATION

Invitation to Bid (ITB) ITB #337 Compact Track Loader

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Mark Ward Division of Purchasing 650 W. State St, RM 100, Boise ID, 83720 Mark.Ward@adm.idaho.gov 208-332-1609

IPRO POWERED by LUMA

The Administrative Fee detailed in Paragraph 5 of the State’s Standard Contract Terms and Conditions will not apply to the Contract(s) that result from this Solicitation.

PURPOSE

The Idaho Transportation Department (“ITD”), through the Idaho Division of Purchasing (“DOP”), is requesting Bids from qualified Vendors for the purchase of one (1) Compact Track Loader 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 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.

Restrictions on Communications From the issue date of this ITB, until a contract is awarded or the ITB is cancelled, vendors and their representatives are prohibited from communications (written or verbal) regarding this ITB with ITD staff, evaluation committee members, or other state employees other than the ITB Lead, except during formal solicitation events (including the pre-bid conference, demonstrations, and negotiations; if any) or challenges defined in Idaho Code 67-9232.

INQUIRIES

Questions or other correspondence must be submitted in writing to the ITB Lead listed below. QUESTIONS MUST BE RECEIVED BY 06/24/2024 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 POWERED by LUMA as an amendment to this ITB.

ITB Lead: Mark Ward Phone: 208-332-1609 E-mail: Mark.Ward@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.

SUBMISSION REQUIREMENTS

5.1 Required Bid Submission Items

5.1.1 Bid Schedule

5.1.2 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 POWERED by LUMA.

5.2 Bid Submission Methods

Bids must be submitted electronically via IPRO POWERED by LUMA. Do not hand deliver, mail, 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 POWERED by LUMA header document. The official time, for bid closing purposes, is the Division of Purchasing’s time clock.

5.2.1 Electronic Submissions are via IPRO POWERED by LUMA. Upload all the Required Bid Submission Items (See Section 5.1) and enter .01 as your cost in IPRO POWERED by LUMA for each line item. Offer must be enter as the “Total Cost” on the Bid Schedule Attachment.

5.2.2 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.

Be advised that that the Bidder for Bid evaluation and award purposes is the entity profile under presented in your uploaded response materials. If the entity identified in the State of Idaho Signature Page differs from the profile under which the Bid is submitted in IPRO POWERED by LUMA, the ITB Lead may work with the Bidder to take such actions as are necessary to correct the irregularity.

5.2.3 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 POWERED by LUMA.

Trade Secrets and Non-Public Information.

The Idaho public records act, Idaho code title 74, chapter 1 (the “act”) requires disclosure of public records, which generally includes vendor responses to solicitations. the act provides certain exemptions from disclosure, including for “trade secrets.” the act defines 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.” the act also defines other records that may be exempt from public disclosure. in addition to marking each page of the document with a trade secret or other exemption notation (as applicable; and as provided in paragraph 28 of the solicitation instructions to vendors), offerors must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” or “exempt from disclosure” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” or “exempt” 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” or “exempt from disclosure.”

Submit a redacted copy of the Proposal with all trade secret and exempt information removed or blacked out. The redacted copy must be submitted electronically, with the word “redacted” in the file name.

Provide a separate document entitled “List of Redacted Trade Secret and Exempt Information” which provides a succinct list of all trade secret and exempt information noted in your Proposal; 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 and how the exempting the material complies with the Act.

SPECIFICATIONS

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

1.2 Restate each specification listed in this section, followed by your response demonstrating that your Bid meets or exceeds the required specifications; provide model, part #, or description, as appropriate. (Please see Attachment 2-Specifications)

AWARD

Award will be made to the lowest responsible Bidder(s) based on “Total Cost,” as provided on Attachment 3 – Bid Schedule.

Warranty The compact Track Loader, and all accessories, must be warranted against all defects (bumper to bumper) in material and workmanship by the manufacturer or the Contractor for a period of thirty-six (36) months or one thousand five hundred (1,500) hours, whichever occurs first.

1. The warranty must include freight, parts, travel, and labor to replace a defective warranted item(s), and freight, travel, and labor costs to return the warranted item to ITD.

1. If any warranty work is to be performed, the Contractor may elect to authorize a dealer of its choice.

1. Warranty will commence when the Compact Track Loader is placed into service by ITD. “In-Service” date is defined as the date the Compact Track Loader is put into use. ITD will be responsible for reporting “In-Service” dates to the Contractor.

MANUALS

Contractor must provide two (2) each of the following for the skid steer: operator’s manual, parts manual, and shop manual. In PDF format and manuals must be bound or installed in a binder and provided to the delivery location at the time of delivery. Boxed, shrink wrapped, or otherwise unbound loose papers are NOT acceptable.

Delivery

1.6 Delivery is desired within one hundred and twenty (120) days ARO. ITD reserves the right to accept delivery dates outside of the desired delivery date if in the best interest of the State of Idaho.

1.7 Contractor must deliver and unload the compact track loader to the location listed below by the desired delivery date or the date provided on Attachment 3, Bid Schedule.

1.8 Contractor is responsible for providing the necessary labor and equipment to unload the compact track loader, including any re-assembly of the any compact track loader components that were unassembled for delivery or unloading.

1.9 Deliveries must be made Monday through Thursday between the hours of 8:00 AM and 4:30 PM Mountain Time.

1.10 Deliveries will not be accepted on weekends or State recognized holidays unless otherwise coordinated and approved by the District’s ITD Contact.

1.11 Delivery Locations:

ITD District 3, 8150 Chinden Boulevard, Boise, ID 83714

Acceptance Upon receipt, the Compact Track Loader will be inspected by the ITD Maintenance Services Manager or designee to ensure the minimum specifications are met. Acceptance will occur fourteen (14) calendar days after delivery, unless ITD has notified the Contractor in writing that the product delivered does not meet the minimum specifications. If ITD determines that the Compact Track Loader is not in accordance with the specifications, ITD will provide the Contractor with a written notification. The Contractor must pick-up, correct any discrepancies, and re-deliver to the ITD specified location at the Contractor’s expense. The timeframe for completion of corrective action must not exceed thirty (30) calendar days from receipt of written notification from ITD.

1.12 Inspection must include but not be limited to an examination of delivered items to verify that items are as ordered, properly delivered and ready for use. Inspection may include visual examination, or a more thorough detailed examination of delivered items.

1.13 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.

1.14 If approved by ITD, the Contractor may correct discrepancies on-site at ITD’s location in lieu of pick-up and return shipping.

1.15 Contractor will be responsible for providing all labor; tools, parts, supplies, and worksite clean up to make any necessary corrections. The timeframe for corrective action will still be as identified above.

1.16 Regarding acceptance, see section 18, Acceptance, of the State of Idaho Standard Terms and Conditions.

1. TRAINING

2. The Contractor must provide an authorized technician, within thirty (30) calendar days upon acceptance, to provide training for operations, maintenance, safety, etc. of the Loader.

2. Training must take place Monday thru Thursday, 8:00 am to 5:00 pm local time, excluding state of Idaho recognized holidays (https://www.idaho.gov/government/holidays.html).

2. The technician must be versed in all aspects of the Compact Track Loader and able to make any necessary field adjustments to the Compact Track Loader during the training period. Training must be no less than one (1) calendar days, eight (8) hours a day, at the delivery location.

2. The Contractor must coordinate training with ITD’s contact for delivery.

2. Contractor must provide insurance certifications (See Attachment X- Insurance Requirements) at the time of award of Contract.

3 INVOICING & PAYMENT

3.1 Contractor must submit its invoice to the ITD District within thirty (30) calendar days of acceptance to the billing contact identified on the Contract.

3.2 Contractor must invoice only for quantities of items actually provided.

3.3 Invoices submitted prior to acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission.

3.4 The following information must be included with each invoice:

14.4.1 Contract Name and Number

14.4.2 Invoice Number and Date

4. Contractor Contact Information

14.5 Invoice must have an itemization of property delivered and accepted:

14.5.1 Description

14.5.2 Quantity

14.5.3 Unit of measure

14.5.4 Unit price

14.5.5 Extended price

14.5.6 Total invoice amount

14.6 Invoices and the above information are to be submitted to:

HQAP@itd.idaho.gov

14.7 Payment - Payments for correctly submitted invoices will be made in accordance with IC 67- 2302:

(https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/)

RESPONSIBILITIES Pursuant to IDAPA 38.05.01.081

3.5 The ITB Lead may, in the State’s sole discretion, require the apparent lowest responsive Vendor to provide documentation to demonstrate its responsibility.

The ITB Lead may request documentation including, but not limited to credit or financial reports, and references.

15.2 Failure to provide requested documentation may result in the Vendor being deemed non-responsible.

15.3 Nothing herein shall prevent the State from using other means to determine Vendors responsibility.

16 RECORDS MAINTENANCE

16.1 The Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract.

16.2 These records must 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.

1. AUDIT RIGHTS

The Contractor must 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.

5 INSURANCE REQUIREMENTS

Within five (5) days of notification of award (or such other time as designated by the Purchasing Activity), the apparent successful Bidder or Offeror will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the five (5) business day period may be cause for your Bid or Proposal to be declared non-responsive or for your Contract to be cancelled.

See all Insurance Requirements on the Attachment Tab.

6 DISPUTE RESOLUTION

6.1 During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to ITD’s Contract Manager for resolution.

6.2 Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution.

6.3 The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s).

During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract.

The Parties shall agree not to exceed fifteen (15) days to resolve a dispute without mutual consent. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law.

7 NON-COMPLIANCE AND REMEDIES

ITD’s service location contact will be responsible for documenting non-compliance, in writing, via email. This notice will include the details of each discrepancy that require corrective action. Invoicing shall not occur until non-compliance has been corrected.

Correcting Non-Compliance - After receipt of written notice from ITD, the Contractor must respond, in writing, explaining how and when each discrepancy will be corrected. All discrepancies must be corrected and brought back into compliance with the Contract within fourteen (14) calendar days after receipt of the notice from ITD. If the Contractor does not correct the discrepancies within this timeframe, ITD reserves the right to take further remedial action.

In addition to any remedies available to the State under law or equity, the State may it its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements:

Require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements.

Require the Contractor to subcontract all or part of the Contract at no additional cost to the State.

Withhold payment or require payment of actual damages caused by the non-compliance.

Terminate the Contract, in addition to any remedies imposed by the State.

If ITD must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, ITD may withhold the actual cost to ITD from the Contractor’s payment(s).

ATTACHMENT 1 – BIDDER QUESTIONS

ITB 337 Compact Track Loader

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 337 Compact Track Loader Page 33

ITB 337 Compact Track Loader

ATTACHMENT 2 – specifications ITB337 Compact Track Loader

1. Model & Assembly Each compact track loader must be a model that has been produced and sold to the commercial trade for the last three (3) years (compact track loader must be new, not used). Though they are not specifically covered herein, all parts necessary to provide complete and functional compact track loader must be provided. All parts must conform in design, strength, quality of materials, and workmanship to current engineering practices and accepted standards of the industry. All parts must be the manufacturer’s standard unless otherwise specified in this RFQ.

1.1 The Compact Track Loader must be assembled and adjusted when delivered to the ITD location specified. All equipment, including standard and supplemental equipment, must be installed as per the manufacturer’s specifications, and serviced and ready for continuous operation at the time of delivery, unless otherwise stated in this ITB.

2. GENERAL

The Compact Track Loader must meet or exceed the specifications provided in Specifications and be the latest model 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 functional Compact Track Loader, complete with accessories, 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. All parts must be the manufacturer’s standard unless otherwise specified in this ITB.

The Standard Compact Track Loader described in these specifications will be used on and in the right of way of Idaho State Highways and ITD yards.

3. GENERAL SPECIFICATIONS

One (1) Compact Track Loader at a minimum must meet the following:

3.1 Minimum one hundred ten (110) horsepower diesel engine Compact Track Loader with Standard Utility bucket, hydraulic quick disconnect, and plumbed to front for attachments.

3.2 High Flow Hydraulics. Minimum of Forty (40) gal/min.

3.3 Enclosed rollover protective structures (ROPS) cab with heater, defroster, and air conditioning.

3.4 Windshield wiper.

3.3 3.4 3.5

3.6 Diesel Fuel Tank –Minimum thirty (30) gal.

3.7 Cold weather starting package:

3.7.1 Cold Start Device means a device which by its operation temporarily increases the amount of fuel supplied to the engine and E/ECE/324 Rev.1/Add.23/Rev.2 Regulation No. 24;

3.7.2 Cold Start Device with a pre-heating element in the air intake with an operation indicator in the dashboard.

3.7.3 Cold Start Device means a device that temporarily enriches the air/fuel mixture of the engine, or any device or means which can assist to start the engine.

3.8 Reversing fan– The operator has the ability to reverse the engine fan for cleaning the radiator.

3.9 Backup alarm.

3.10 AM/FM stereo with Bluetooth.

3.11 Whelen fifteen (15) inch strobe light, roof mounted, (drilling holes in cab roof not acceptable) activated by an illuminated switch inside the cab.

ACRONYM LIST

COMPACT TRACK LOADER

Attachment 3 – ITB #337 BID SCHEDULE Attached SEPARATELY The Bid Schedule can be found in the attachments section on the event page, located in IPRO POWERED by LUMA.

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