OEV - Scope of Work.pdf

2018-1 Page 1 of 10 Revised 4/9/2026

SOLICITATION SPECIFICATIONS

OEV26006605 – OPEN ENROLLMENT VENDOR ASSESSMENT

HEADER

TITLE: MPA 445 LIFT TRUCKS, INSPECTIONS & MAINTENANCE

DESCRIPTION:

CONTRACT TERMS:

The initial contract period will begin approximately July 1, 2026 for Three (3) years. Contracts may be renewed for up to two (2) additional 12-month periods based on vendor performance and the availability of funds.

INSURANCE REQUIREMENTS:

In accordance with this solicitation and as outlined in Section 13.19 of the General Conditions of Purchase, found at https://rules.sos.ri.gov/regulations/part/220-30-00-13, and General Conditions

- Addendum A, found at https://ridop.ri.gov/about-us/procurement-statutes-and-regulations, the following insurance coverage shall be required of the awarded vendor(s):

General Requirements:

13a) ☒ Commercial General Liability – Combined single limit of $1,000,000 per occurrence, $1,000,000 general aggregate and $1,000,000 products/completed operations aggregate.

13b) ☒ Workers’ Compensation – $100,000 each accident, $100,000 disease or policy limit and $100,000 each employee.

13c) ☒ Automobile Liability – $1,000,000 each occurrence combined single limit.

13d) ☐ Crime – $500,000 per occurrence or 50% of contract amount, whichever is greater.

Professional Services:

13e) ☐ Professional Liability (“Errors and Omissions”) – $2,000,000 per occurrence, $2,000,000 annual aggregate.

13f) ☐ Environmental/Pollution Liability (when past, present or future hazard is possible) – $1,000,000 per occurrence and $2,000,000 aggregate.

https://rules.sos.ri.gov/regulations/part/220-30-00-13 https://ridop.ri.gov/about-us/procurement-statutes-and-regulations

2018-1 Page 2 of 10 Revised 4/9/2026

13g) ☐ Working with Children, Elderly or Disabled Persons – Physical Abuse and Molestation Liability Insurance – $1,000,000 per occurrence.

Information Technology and/or Cyber/Privacy:

13h) ☐ Technology Errors and Omissions – Combined single limit per occurrence shall not be less than $5,000,000. Annual aggregate limit shall not be less than $5,000,000.

13i) ☐ Information Technology Cyber/Privacy – Minimum limits of $5,000,000 per occurrence and $5,000,000 annual aggregate. If Contract Party provides or has access to:

a) ☐ key back-office services, Contract Party shall have a minimum limit of $10,000,000 per occurrence and $10,000,000 annual aggregate;

b) ☐ Protected Health Information (PHI) as defined in HIPAA and its implementing regulations, Personal Information as defined in in R.I.

Gen. Laws § 11-49.3-1, et seq., or as otherwise defined in the Contract (together “Confidential Information”), Contract Party shall have as a minimum the per occurrence, per annual aggregate, the total rounded product of projected number of persons data multiplied by $25 per person breach response expense per occurrence; but no less than $5,000,000 per occurrence, per annual aggregate; or,

c) ☐ mission critical services, network architecture and/or the totality of confidential data, Contract Party shall have a minimum limit of $20,000,000 per occurrence and $20,000,000 in the annual aggregate.

Other (delete section if not applicable):

Specify additional insurance type and minimum coverage required, e.g. builder’s risk insurance, vessel operation (marine or aircraft), etc.:

13j) ☐ Other - Specify insurance type and minimum coverage required

SECTION A. BACKGROUND

The purpose of this request is to solicit offers from qualified vendors who are specialized in and factory trained in the repair, service, inspection, warranty repair, and maintenance of motorized aerial and hoisting equipment including but not limited to; hoisting equipment, personnel lifts, bucket trucks, construction cranes, forklifts and stationery hoisting equipment. It is the State’s intent to identify and award to one or more repair facilities based upon location, services offered and capabilities

SECTION B: SCOPE OF WORK AND REQUIREMENTS

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

2018-1 Page 3 of 10 Revised 4/9/2026 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 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 NON-PAYMENT.

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 DURING 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

2018-1 Page 4 of 10 Revised 4/9/2026 manufacturer’s warranty based on the earlier 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 list of parts. 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 (lift 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 only. All maintenance and repair services will be unconditionally warranted for a period of ninety (90) days following the date of original service, except when 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.

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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.

NOTICE

Generally, the State does not expect to be charged for repair estimates by Vendors who currently have contracts with the State for similar work; even when the Vendor does not repair a piece of equipment for which they have given the State an estimate. For any situation that a current vendor feels he will have to charge the State for a repair estimate, the specific Agency must be notified in writing, in advance of the cost of the estimate and the reason(s) the Vendor intends to charge the State for the estimate. If approved, the specific Agency must provide the Vendor with written confirmation, in advance of the estimate being made.

It is understood that a particular situation may require that the State pay for an estimate but that will be infrequent and only if the procedures outlined above are followed by both the State and the Vendor.

Vendors should bear in mind that overlapping and/or combining of requirements may be necessary to prevent delays and provide for a more responsive workflow.

Special requirements such as location, impending storms, vendor workload, etc. may also necessitate a one-time or temporary change from actual award.

Should any of the above transpire, it should not be misinterpreted to be a permanent change from the award, or an attempt to circumvent the proper implementation of the award(s).

Also bear in mind that the State reserves the right to solicit prices on any extraordinary repairs.

Vendor(s) should be aware that documentation verifying the accuracy of parts prices and labor charges may be required periodically as part of normal auditing procedures.

For warranty work, Vendor(s) must be a manufacturer or stocking distributor/dealer at the time of bid submittal and must maintain that status for the life of the contract or award. Vendor cannot be a broker.

It is the State’s intention to make multiple awards because of the statewide scope of this requirement and the need to differentiate between warranty and non-warranty work.

Aerial Lift, Crane, Digger, Forklift Inspection and Maintenance and Di-Electric Testing

• Inspections will be conducted in accordance with OSHA, ANSI and Manufacturer requirements.

• Vehicle inspections, di-electric testing, maintenance and minor repairs will be performed by the vendor at the RIDOT Headquarters in Warwick RI or at other Agency locations as agreed.

• Each Bidder shall be a manufacturer or manufacturer’s representative at the time of bid and shall maintain that status for the life of the contract award.

• Inspect all control functions, boom assemblies, pedestals, platforms, buckets, turntables, hoses, valves, cylinders, chassis connections, power systems, hydraulic systems, electrical systems, outriggers, torsion bar systems, emergency backup power systems, manuals, decals and other components of the units for proper and safe operation.

• Make visual inspection of the entire chassis, cab and body. Inspect all critical components for deficiencies/failures and report as necessary.

2018-1 Page 6 of 10 Revised 4/9/2026

• While each unit is inspected, the Vendor is to perform annual preventative maintenance routines to include Replace hydraulic system filters. Check and top off all hydraulic system fluids and fill as needed. All fluids added will be charged separately in accordance with fluids price list. Grease/lubricate all fittings as applicable (fittings that do not take grease must be reported for follow up instruction). There will be no separate payment for the grease used.

• Inspect all instruments and safety devices including but not limited to horn, standard and safety lighting, and backup alarm.

• Check battery and cables for corrosion, and proper connection.

• A letter of Safety Certification for each individual lift, meeting all safety criteria will be submitted to RIDOT at the completion of each unit inspection.

• If the vendor finds any unit in an unsafe condition, and presents an opportunity to cause personal injury, or property damage, the unit must be immediately " locked out/tagged out" and reported to the RIDOT Fleet Manager or his designee.

Facility Vehicle Lift Inspection and Maintenance

• All work shall be performed in a professional, workman-like manner, using new, quality equipment and materials, all of which must be maintained and operated with nothing but the highest standards.

• All work shall be performed with safety in mind, wearing hard-hats, safety glasses, steel toe shoes, safety vests. Proper ventilation fans should be used in in ground pit areas, along with safety harnesses.

• All vendors supplying a cost quotation must be a heavy-duty Installer certified by the Manufacturer to conduct lift inspections or perform repairs. Certifications from Manufacturer are to be submitted with the bid submittal.

• The vendor must be experienced with and have a working knowledge of Rotary, and other heavy-duty vehicle lifts.

• Inspections will be conducted in accordance with the Automotive Lift Institute, Standard for Automotive lifts, ANSI/ALI ALOIM: 2008, current edition, sections 5 Periodic 2019-1 Page 5 of 8 Revised 04/02/2020 Qualified Inspection, 5.1- 5.6.6.5, which includes 5.1 Qualified Inspection Procedure, 5.2 Qualified Inspector, 5.3 Qualified Inspector Training, 5.4 Qualified Inspection Documentation, 5.5 Qualified Inspection Frequency, 5.6 Inspection Points.

• A letter of Safety Certification for each individual lift, meeting all safety criteria will be submitted to RIDOT at the completion of each lift inspection.

• If the vendor finds any lift in an un-safe condition, and presents an opportunity to cause personal injury, or property damage, the lift must be immediately " locked out/tagged out" and reported to the RIDOT Fleet Manager or his designee.

• While each lift is inspected, the Vendor is to perform annual preventative maintenance routines to include lubrication, cleaning, adjusting locks, and any other areas and components as necessary.

Facility Load Hoist Inspection and Maintenance

• Check operation of brakes and limit switches, make any minor adjustments required.

• Inspect all electrical items including push button, collectors, reversing contactors and related wiring.

• Inspect and lubricate load chains or wire ropes.

• Visually inspect lower hook assemblies and upper suspension for signs of wear or other problems.

• Check lubricant levels.

• Visually check monorails or bridge cranes for such items as loose end stops, loose or missing bolts, misalignment, capacity signs, etc.

• Upon completion of inspection, a detailed report will be submitted for each hoist.

2018-1 Page 7 of 10 Revised 4/9/2026

• A letter of Safety Certification for each individual lift, meeting all safety criteria will be submitted to RIDOT at the completion of each lift inspection.

• If the vendor finds any hoist in an unsafe condition, and presents an opportunity to cause personal injury, or property damage, the hoist must be immediately " locked out/tagged out" and reported to the RIDOT Fleet Manager or his designee.

Present Equipment List Attachment “A” includes “The Present Equipment List.” This list will change as new equipment is acquired, and older equipment is retired.

2018-1 Page 8 of 10 Revised 4/9/2026

Attachment A:

Present Equipment List

Aerial Vehicles:

REG# YEAR CHASSIS MAKE TYPE AERIAL MODEL FACILITY

1556 2017 INT'L PLATFORM TRUCK AERO LIFT-TVH30 BRIDGE

431 1988 GMC PLATFORM TRUCK AERO LIFT-TVH30 BRIDGE

1556 2018 INT'L STLG PLATFORM TRUCK AEROLIFT-TBH-30001 BRIDGE

233 2009 RAM/5500 SNOOPER ASPEN-A-40 BRIDGE

149 2017 RAM/5500 BRIDGE Washer DURALIFT-DPM2-32DU BRIDGE 155 2017 RAM/5500 BRIDGE Washer DURALIFT-DPM2-32DU BRIDGE 964 2017 RAM/5500 BRIDGE Washer DURALIFT-DPM2-32DU BRIDGE 984 2017 RAM/5500 BRIDGE Washer DURALIFT-DPM2-32DU BRIDGE 155 2017 RAM/5500 BRIDGE Washer DURALIFT-DPM2-32DU BRIDGE 964 2017 RAM/5500 BRIDGE Washer DURALIFT-DPM2-32DU BRIDGE 984 2017 RAM/5500 BRIDGE Washer DURALIFT-DPM2-32DU BRIDGE 149 2017 RAM/5500 BRIDGE Washer DURALIFT-DPM2-32DU BRIDGE

210 2009 STLG-350 BUCKET-TRUCK

BRIDGE ELLIOT-H70F MHMH BRIDGE

GENIE LIFT N/A GENIE OFF ROAD MAN LIFT GENIE-Z4525 BRIDGE

130 2016 INT'L KNUCKLE BOOM GORMACH-8700E3 BRIDGE

1299 2005 STERLING HEAVY CRANE QMC-3634C MID-STATE

3034 2004 INT'L BUCKET-TRUCK VERSALIFT-V0260 REV ROADSIDE

3037 2019 FORD F750 BUCKET-TRUCK VERSALIFT V0270 REV-03 ROADSIDE

1580 2016 FORD 550 BUCKET-TRUCK ALTEC-AT30G TRAFFIC

1945 2019 DODGE BUCKET-TRUCK DURALIFT-DHT-34 TRAFFIC

2552 2019 DODGE BUCKET-TRUCK DURALIFT-DHT-34 TRAFFIC

2420 2019 DODGE BUCKET-TRUCK DURALIFT-DHT-34 TRAFFIC

269 2020 DODGE BUCKET-TRUCK DURALIFT-DHT-34 TRAFFIC

479 2020 DODGE BUCKET-TRUCK DURALIFT-DHT-34 TRAFFIC

484 2020 DODGE BUCKET-TRUCK DURALIFT-DHT-34 TRAFFIC

470 2020 DODGE BUCKET-TRUCK DURALIFT-DHT-34 TRAFFIC

768 2020 DODGE BUCKET-TRUCK DURALIFT-DHT-34 TRAFFIC

3060 2021 INT BUCKET-TRUCK DURALIFT-DPM2-52DU TRAFFIC

1714 2016 FORD - 550 BUCKET-TRUCK VERSALIFT-T29001 TRAFFIC

2832 2007 INT'L BUCKET-TRUCK VERSALIFT-T3100102 TRAFFIC

1622 2016 FORD - 550 BUCKET-TRUCK VERSALIFT-T3100102 TRAFFIC

2033 2007 INT'L BUCKET-TRUCK VERSALIFT-T3100102 TRAFFIC

913 2007 INT'L BUCKET-TRUCK VERSALIFT-T3100102 TRAFFIC

1153 2000 STERLING BUCKET-TRUCK VERSALIFT-VST50001 TRAFFIC

267 2007 INT'L Digger Derrick VERSALIFT - VXD42 TRAFFIC

420 2018 DODGE PLATFORM TRUCK STAMM-SLT21-12 TRAFFIC/SIGNS

2018-1 Page 9 of 10 Revised 4/9/2026

FORKLIFTS

MAKE FORK LIFT &

VERTICAL LIFT MODEL FACILITY

YALE FORK LIFT

(PROPANE) GP090VX PROVIDENCE

YALE FORK LIFT

(ELECTRIC) NR040AENM24TE107 WARWICK

YALE FORK LIFT

(ELECTRIC) NR040DBNM24TE107 WARWICK

YALE FORK LIFT

(PROPANE) GLP090LJNGBE093 WARWICK

BIL-JAY

VERTICAL

TELESCOPIC LIFT

(ELECTRIC) tom.C.A.T.24

WARWICK

OVERHEAD HOIST/CRANE

MAKE OVERHEAD

HOIST MODEL FACILITY

Robbins & Myers MCH-COIL

CHAIN LMMS 7.5 10TS EAST PROVIDENCE

P & H ELECTRIC-WIRE

ROPE 244J114 SMITHFIELD

YALE MCH-COIL

CHAIN B-B BRIDGE

YALE ELECTRIC-WIRE

ROPE 5 TON PORTSMOUTH

VEHICLE LIFTS

MAKE MECHANIC'S

LIFTS MODEL FACILITY

ROTARY 4 POST LIFT SM18N000 BELLEVILLE

ROTARY 4 POST LIFT SM18N000 EAST PROVIDENCE

ROTARY 4 POST LIFT SM18N000 GLOSCESTER

ROTARY 4 POST LIFT SM18N000 HOPE VALLEY

ROTARY 4 POST LIFT SM18N000 SMITHFIELD

ROTARY 4 POST LIFT SM18N000 WARWICK

ROTARY 4 POST LIFT SM18N000 WARWICK

ROTARY 4 POST LIFT CRA18E900 PORTSMOUTH

2018-1 Page 10 of 10 Revised 4/9/2026

SECTION C: PROPOSAL

1. Proposal - Vendor Qualification Assessment

INSTRUCTIONS:

Vendor name must appear at the top of the price column on "every" page under the words "vendor name". Failure to complete form as instructed may be grounds for disqualification

A. See Vendor Assessment Supplemental Rate Sheet

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.

Criteria Pass/Fail

Vendor Assessment Supplemental Rate Sheet 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 SpecificationsVendor Qualification Assessment” section.