2019-1 Page 1 of 4 Revised 04/02/2020

SOLICITATION SPECIFICATIONS

OEV – OPEN ENROLLMENT VENDOR ASSESMENT (PASS/FAIL)

TITLE: MPA 481 HYDRAULIC COMPONENTS AND WINTER EQUIPMENT PARTS,

PURCHASE, MAINTENANCE AND REPAIR

SECTION A. BACKGROUND

The purpose of this OEV is to establish a list of qualified firms to provide equipment parts, preventative maintenance, general maintenance, inspection and repair services for hydraulic components and winter equipment.

Each awarded firm must agree to provide all services in a professional and workmanlike manner in accordance with manufacturer's specifications, applicable regulations, industry standards and best practices.

The State anticipates multiple awards. Additionally, political subdivisions (city, towns, schools, quasi-public agencies) as authorized by law may participate in this Master Price Agreement. All ordering and billing shall be between the vendor and political subdivision.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

INSURANCE:

In accordance with General Conditions of Purchase (ITEM 31), an insurance certificate for General Liability, Workers' Compensation, Public Liability, Property Damage Insurance Auto Insurance, etc. must be submitted by the successful bidder

(s) to the Division of Purchases prior to award. The insurance certificate must name the State of Rhode Island as the certificate holder and as an additional insured.

Annual renewal certificates must be submitted. Failure to do so may be grounds for cancellation of the award.

SCHEDULING:

The Office of State Fleet Operations will issue work orders to State agencies that will dispatch vehicles and equipment needing services to repair facilities/request road service on an as-needed basis throughout the contract term. Where service appointments are required, it is expected that State vehicles and equipment will be given priority, and that, in any event, an appointment will be made for a date not to exceed five (5) days following the request.

BILLING FOR SERVICES RENDERED:

The Vendor shall render invoices for services performed directly to the ordering agency. When orders are placed under this arrangement, the Vendor is responsible for furnishing one (1) copy of the invoice at the time the service is completed and obtaining the signature of the person receiving the service on the original and copy

2019-1 Page 2 of 4 Revised 04/02/2020 of invoice. (See special DOT billing, paragraph D). All invoices shall cite the work order number.

(a) Parts: Each invoice shall list separately the listing of parts used and price for parts less percent (%) discount. Vendor will also list all fluids used and the price for such fluids in accordance with fluids price list page.

(b) Labor: Invoices shall include all labor functions executed along with a breakdown of each functions labor time.

(c) Sub-Contracting: Where subcontracting work is necessary, invoices will include subcontracted work itemized and separately noted/disclosed, a copy of the bill for services and markup charge bid. Failure of the vendor to provide and properly define all appropriate invoice information will result in NONPAYMENT.

NOTE: For some repairs, it may be beneficial to the State to pay the Freight cost to have emergency non-stocked parts shipped in overnight. Approval for this must be authorized. No Charges for Road Testing/Operation will be permitted. ROAD

TESTING WILL ONLY BE PERMITTED DURJNG NORMAL BUSINESS HOUR

(M-F 8:00 AM- 5:00 PM) UNLESS PRIOR APPROVAL FROM THE AGENCY, IN

WRITING, IS RECEIVED.

Road testing shall be limited to no more than ten (10) miles. Under no circumstances should a State vehicle be used for personal business, including parts pick up, errands, coffee, etc. Violations will result in immediate termination of the contract.

The State of Rhode Island's Fleet is currently recognized as a "National Fleet" by multiple Manufacturer's Representatives in which replacement parts are priced accordingly (National Fleet Pricing). Vendors shall base discounts off replacement parts using either Manufactures List Pricing or bid a set and verifiable discounted Manufacturers Pricing Structure (Fleet, Major Fleet, National Fleet, etc.), where offered. Vendors are reminded that if a Manufacturers Fleet Pricing Structure is not bid, then the percent (%) discount submitted shall be subtracted from the manufacturer's suggested list price. The discount bid shall be applied to the base price for invoicing. Parts pricing cannot exceed manufacturer's list price as determined by the parts manufacturer. This price is constant, and shall only vary in accordance with legitimate, periodic increases or decreases by that particular parts manufacturer. This price is not set by the vendor, parts supplier, or any other person, firm, or corporation other than the legitimate manufacturer of a particular item. Any representation by the vendor of any price that is higher than the manufacturer's list price, for the purposes of subtracting the percentage (%) of discount to the state, shall be considered fraudulent, and any vendor making such representation may be subject to termination of their contract, and other sanctions including criminal prosecution.

Any or all parts replaced as the result of repair or routine maintenance shall be Manufacturer's original replacement parts (OEM) for the full term of the warranty period for the vehicle(s) involved. The vendor may utilize "after market" parts subsequent to expiration of the manufacturer's warranty based on the earlier

2019-1 Page 3 of 4 Revised 04/02/2020 occurrence of time or mileage limitation. When requested by the State, OEM parts shall be used.

(a) When parts are furnished by the State, they shall be itemized on the Vendor's invoice at no cost and indicated as "state-furnished parts". The original and one (1) copy of the repair order invoice or shop repair order shall be presented with the applicable equipment upon delivery to the State.

(b) The Vendor shall supply an itemized monthly statement form, which must cite work order number, contract number(s), vehicle tag number(s) and total amount of each invoice.

(c) DOT Billing: Invoicing for EACH authorized WORK ORDER must be submitted in two (2) COPIES (an ORIGINAL and one copy) to:

Fleet Management Officer Department of Transportation

Highway & Bridge Maintenance Division 360 Lincoln Avenue, Warwick, RI 02888

NOTE: DEPARTMENT OF TRANSPORTATION INVOICES SUBMITTED

DIRECTLY TO STATE FLEET OPERATIONS AT ONE CAPITOL HILL,

PROVIDENCE WILL NOT BE PROCESSED FOR PAYMENT. DEPARTMENT OF

TRANSPORTATION INVOICES NOT RECEIVED IN DUPLICATE WILL BE

RETURNED AND MAY RESULT IN DELAYED PAYMENT.

ISSUANCE OF REPAIR ORDER:

At the time of pickup, road service and/or delivery, the State representative will give the Vendor a repair order listing the vehicle services to be accomplished. The Vendor shall prepare an estimate showing hours of work proposed to be performed and an estimated parts list. The repair will not be performed without prior approval of the State and issuance of a purchase order. With regard to any unanticipated repairs, (in addition to the originally ordered work), the vendor must notify the agency requiring services and provide an estimate prior to performing said repairs.

Approval will be given only when something new or additional is determined by the ordering agency to be necessary during the progress of work previously authorized.

No verbal order or change to an existing written order shall be accepted by the Vendor. Such order or change will be authorized by the State. The State shall not be obligated to pay for unauthorized repairs.

In some instances, emergency road services or repairs may be requested by a State Representative. In these instances, it is expected that the vendor provides their best estimate based on the verbal or written malfunctions indicated. Depending on the severity of the emergency (truck stuck in an unsafe or compromising location) it may be requested that services be requested immediately (urgent/critical situation).

WARRANTY:

All service and repairs shall be performed in a workmanlike fashion, using new replacement parts of prime manufacturer or major brands equivalent to OEM quality

2019-1 Page 4 of 4 Revised 04/02/2020 only. All maintenance and repair services will be unconditionally warranted for a period of ninety (90) days following the date of original service, except where the normal warranty extended by the vendor exceeds this term. All service recalls shall be performed at no cost to the State; additionally, the State shall not honor any charges for subsequent or consequential damages occasioned by the maintenance or repair service.

EQUIPMENT UNDER MANUFACTURER'S WARRANTY:

No equipment under manufacturer's warranty will be covered by the contract during the period of such warranty. When a vehicle is being repaired at an authorized dealership under warranty, other services not covered by the warranty may be performed at said dealership.

SECTION C: PROPOSAL

Proposal - Vendor Qualification Assessment Vendors must complete and upload a signed copy of the “Vendor Assessment Form.”

Additionally, Vendors are required to provide a list of their available items to be offered with associated pricing or discount(s) uploaded as a spreadsheet or Attachment A under the attachment section of their solicitation submission. Vendors may also include links to catalogs specifically that meet the requested scope of work to be included in the Uploaded Vendor Assessment Form. In addition, Vendors must provide, if available, turf consulting services hourly rates and percentage discount off products/catalogs provided to be included on the Uploaded Vendor Assessment Form.

A. See Vendor Assessment Form B. Attachment A C. Attachment B

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. All criteria must receive a “Pass” determination for a vendor’s potential inclusion on the resulting OE MPA’s qualified vendor list. Any criteria with a “Fail” determination will not be reviewed further and the vendor will be dropped from consideration.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria

Pass/Fail

Vendor Assessment Form Pass/Fail

Attachment A Pass/Fail

Attachment B Pass/Fail

Overall Pass/Fail Pass/Fail

NOTE: See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “OE Standard Specifications- Vendor Qualification Assessment” section.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC