ITB697- Administrative Document - Amendment 2.docx

STATE OF IDAHO

IDAHO TRANSPORTATION DEPARTMENT

Invitation to Bid (ITB) 697

Highway Sign Materials

Amendment #2 – January 15, 2025

TABLE OF CONTENTS

ITB Administrative Information

ITB Lead:

Erik Schmidt, Buyer Division of Purchasing 650 W State Street Room 100, Boise, ID, 83702 erik.schmidt@adm.idaho.gov 208-559-0572

Electronic Submission

IPRO LOGIN

PURPOSE

The Idaho Transportation Department (ITD), through the Division of Purchasing (DOP) is requesting Bids from qualified Vendors for training, support, and purchase of Highway Sign Materials (Materials) for ITD’s Signal and Sign Shop on an “as-needed” basis 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 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 1, Bidder Questions. Official answers to all written questions will be posted on IPRO as an amendment to this ITB.

ITB Lead: Erik Schmidt Phone: 208-559-0572 E-mail: erik.schmidt@adm.idaho.gov

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

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

ITD owns and maintains a sign shop which supplies roadside directional traffic and safety information for the traveling public.

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

The Materials included in this ITB are provided on Attachment 2 – Bid Schedule, located in the Attachments section in IPRO. The Materials must be the CM SCPPS and EC Film brand that is specified, or equal. For informational purposes, the descriptions have been provided with each line item on the Attachment 2 – Bid Schedule.

Bidders offering an “equal” version of the Materials must include documentation with their Bid which demonstrates that the offered item meet the requirements of the solicitation. All “equal” versions will be evaluated on a pass/fail basis after the ITB closes by ITD. If the “equal” version of the Materials does not meet ITD’s satisfaction, then it will render the Bidder’s offer non-responsive and no further consideration will occur.

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 the State’s satisfaction, that the offered item(s) meets the requirement of the solicitation. Failure to provide satisfactory documentation may eliminate the Bidder from further consideration.

SPECIFICATIONS

The specifications outlined below are the minimum specification bidders must meet in order to be considered for award.

General Requirements All highway Sign Materials must meet the latest Dd 4956, Standard Specification for Retro Reflective Sheeting for Traffic Control as published by the American Society for Testing and Materials (ASTM), found at: https://www.astm.org/Standard/standards-and-publications.html, including any and all supplemental specifications.

All Highway Sign Material including films, sheeting, tape, paper, and process colors/inks must be consistent in color, shading, contrast, and application of adhesive. If more than one (1) product is offered by a bidder, their product must not have an effect on other brands sign performance or manufacturer warranties.

Products are required to have opaque adhesion when silver/white, fluorescent yellow, fluorescent yellow green or yellow sheeting, roll goods are either applied to or overlaid on sheeting. Translucence and/or transparent products are not acceptable.

No heat activated sheeting or film will be accepted.

Product Specific Requirements

5.2.1 Type IV, IX and XI Reflective Sheeting: Must be available in silver/white, yellow, red, blue, green, brown, and orange, and include a pressure sensitive adhesive.

5.2.2 Type IX and XI Fluorescent Reflective Sheeting: Must be available in fluorescent yellow/green, orange, and yellow, and include a pressure sensitive adhesive.

5.2.3 Process Colors/Inks: Process colors (and thinner) must be for use on TYPE IV, TYPE IX and TYPE XI (Retroreflective) sheeting.

5.2.4 Flexible Prismatic Reflective Sheeting (Work Zone Reboundable Sheeting): Must be available in white, yellow, and orange, and include high tack pressure sensitive adhesive. This sheeting is intended for reflectorizing rigid or reboundable work zone traffic control devices such as: cones, tubular markers, drums, channelizers and snow poles.

5.2.5 Flexible Prismatic Reflective Sheeting (Barricade Sheeting): Must be pre-striped barricade sheeting consisting of left and righthand markings with alternating 6" x 50 yds, 45-degree diagonal (orange & white) or (red & white) stripes. This sheeting is intended for reflectorizing rigid or reboundable work zone barricades.

5.2.6 Electronically Cut (EC) Film: Must be an acrylic colored film, coated with a transparent pressure sensitive adhesive and protected by a removable liner. Available transparent colors (with the exception of black (Opaque)): yellow, red, orange, blue, standard green, green, black, and brown.

Product Performance Requirements Retro reflective sheeting, EC Films, and process colors must perform under varying conditions without loss of adhesion, deterioration, or de-lamination of sheeting; or films, or break down of product composition below required levels stated under ASTM D 4956 requirements and Federal Highway Administration FP-92, Section 718, FHWA Standard Specifications for Construction of Bridges and Highways on Federal Projects (http://flh.fhwa.dot.gov/resources/pse/specs/). Retro reflective sheeting must maintain retro-reflectivity readings at or above readings stated in product warranties (Section 14).

The required products must meet all performance and warranty when used with all substrates as identified below:

5.3.1 Extruded Aluminum: Extruded aluminum panels conforming to ASTM B 221, Alloy 6063-T6 for reflective sheeting backgrounds.

5.3.2 Sheet Aluminum: Sheet aluminum used for flat aluminum signs, conforming to ASTM B 209 M (B 209), Alloy 6061-T6 or 5052-H38 with an Alodine 1200 finish.

5.3.3 Plywood: Simpson, Guardian (HDO) (Sign Grade), conforming to Plywood Commercial Standards CS45-60, CS122-60 and CS259-63, published by the U.S. Department of Commerce. Plywood veneers are bonded with 100% waterproof phenolic resin glue.

QUANTITY

For quantities, Bidders are instructed to reference the Attachment 2, Bid Schedule, attached in IPRO, for estimated annual quantities for all Highway Sign Materials needed by ITD. No minimum or maximum are guaranteed or implied.

cost Provide your fully burdened Total Cost on the Attachment 2, Bid Schedule, attached in IPRO.

BILLING PROCEDURE

Upon ITD’s acceptance of the Materials, the Contractor must provide an invoice to the billing contact provided on the Purchase Order. The invoice must be submitted no later than thirty (30) calendar days after acceptance. Invoices submitted prior to acceptance will be returned to the Contractor for resubmission.

The Contractor must provide the following information with each invoice:

LUMA contract number (provided at award) Invoice Number and Date Agency Purchase Order number Detailed description of the products provided and associated amounts, as appropriate Name of authorized individual and contact information for Contractor

Invoices are to be submitted to:

Email: 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, attached in IPRO. 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.

Signature Page The Signature Page must be completed and submitted as part of your Bid. The 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 the date and time specified on the IPRO header document. The official time, for bid closing purposes, is the Idaho Transportation Department’s time clock.

Electronic Submission via IPRO When submitting electronically via IPRO, upload all of the Required Bid Submission Items (See Section 10.1) 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.

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.

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 “all to one” responsive responsible Bidder with the lowest Total Cost, as provided on Attachment 2, Bid Schedule, attached in IPRO.

Vendors must submit bids for all line items in Attachment 2, Bid Schedule, attached in IPRO.

orders and Delivery Deliveries must be made, freight prepaid and allowed, within thirty (30) days After Receipt of Order (ARO), as each order is placed.

Deliveries must be made between the hours of 8:00 AM and 4:30 PM Mountain Time, Monday through Thursday No deliveries will be accepted on holidays (https://idaho.gov/government/state-holidays/).

Vendor must notify ITD within twenty-four (24) hours prior to delivery. ITD will provide contact information after award.

Acceptance See Section 2.2 Idaho Standard Terms and Conditions, attached in IPRO.

Technical assistance and support The Vendor must offer a technical assistance representative (via telephone) that is knowledgeable of their product and applications, Monday through Thursday, during their normal hours of operation. Provide your toll-free or local access number for ordering products and requesting technical assistance (see Attachment 2, Bid Schedule).

In the event the technical assistance representative (via telephone) is unable to troubleshoot product issues, i.e. application problems. The Vendor must provide onsite assistance from a representative(s) knowledgeable of signing material to give instructions on product applications within seven (7) business days of written notification from ITD.

The Vendor must provide a one (1) day onsite instruction, if a brand other than 3M is offered, at the location identified in Section 11. This instruction will be for all new materials introduced under the resulting contract to allow ITD to become familiar with the products and address any questions or concerns.

All travel associated with the contract must be pre-approved in writing (email) by ITD and will be reimbursed back to the Contractor according to the State of Idaho maximum allowable rates located at https://www.sco.idaho.gov/Documents/BOE%20Policies/State-Travel-Policies-and-Procedures.pdf .

Warranty Vendor must provide a ten (10) year warranty for all Type IV, Type IX, and Type XI rigid (permanent) products listed on Attachment 2, Bid Schedule. Manufacturing defects include delamination, core voids, thickness variation, fading and dimensional stability defects.

Dimensional stability related defects are defined as dimensional changes in the width and/or length of the product greater than the tolerances as defined in ASTM (see section 5.1, General Requirements).

catalog Items The Contractor must offer their full catalog of Signage Materials (e.g. Sheeting, Tapes, Line Paper, and Overlay materials) to the State. Catalog pricing does not include non-signage vendor catalog items.

Authorized Distributor Submitting vendors must be an authorized distributor or manufacturer of the Sign Materials 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.

Substitution Product Substitution - In the event a specified manufacturer’s product listed on Attachment 2, Bid Schedule becomes unavailable or cannot be supplied by the Contractor for any reason (except as provided for in Section 1.24, Force Majeure, of the State of Idaho Standard Contract Terms and Conditions), a product deemed in writing by the Contractor to be equal to or better than the specified product, and approved in writing by ITD, may be substituted by the Contractor at no additional cost or expense to ITD. Unless otherwise specified, any substitution of product prior to ITD written approval may be cause for termination of Contract.

dispute resolution 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. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. 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 will agree on a reasonable amount of time to resolve a dispute. 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. This provision, when agreed in the Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute.

Non-compliance ITD’s Contract Manager 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.

Insurance Requirements See Insurance Requirements located in the Questions tab in IPRO.

record maintenance 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. 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.

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.

Price adjustments

Prices must be firm for six (6) months from the effective date of the Contract.

A price adjustment may be considered after six (6) months of the initial term of the Contract, and every six (6) months thereafter. If a price increase is requested, it will be the responsibility of the Contractor to notify ITD thirty (30) calendar days in advance of the desired effective date and provide supporting documentation showing industry wide increases justifying the request. ITD will notify Contractor whether the request is approved within ten (10) calendar days of receipt of the request.

If there is an industry wide price decrease, Contractor must notify ITD immediately of the decrease; and make the price decrease effective for ITD on the same day it becomes effective for the Contractor. If the State is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the Contractor will provide refunds or credits as necessary

ADDITIONS TO CONTRACT

The Parties acknowledge the Contractor has announced it will exit per- and polyfluoroalkyl substance (PFAS) manufacturing by the end of 2025 and work to discontinue the use of PFAS across its product portfolio by the end of 2025. The Parties further acknowledge that one or more [Product / Good] sold under this Agreement utilizes PFAS (“PFAS-Related Product”). As this Agreement’s underlying Term extends beyond December 31, 2025, and/or any renewal or extension option of the Agreement has the potential to extend the Agreement beyond December 31, 2025, the Parties acknowledge and agree Supplier shall have the unilateral right to substitute the PFAS-Related Product(s) with a materially conforming product that is not a PFAS-Related Product (alternate product), with the timing of such alternate product at Supplier’s election. All alternate product(s) must receive ITD written approval prior to shipment.

ATTACHMENT 1 - BIDDER QUESTIONS

ITB 697

HIGHWAY SIGN MATERIALS

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.”

ITB697 Highway Sign Materials Page 11

ITB697 Highway Sign Materials

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