Q and A-2 for B-36918 JPMC Paratransit Vehicles 083023.docx

B-36918 JPMC Paratransit Vehicles Questions and Answers #2 Illinois Department of Central Management Services JPMC Paratransit Vehicles B-36918 Questions and Answers #2 8/30/23

Q1

A1

A20.1.15 Bidder to submit a detailed catalog price list for each category bid. Request that this requirement be deleted as bus manufacturers do not offer this type of cataloguing of parts.

Include any additional offerings that are not listed in BidBuy to allow agencies to order any options, Repair and Replacement Parts, and specifically a BidBuy Line Item. Let us know what you have available in your Price List or Catalog.

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Contract Section 1.3.6, states that vendor is to pick up and deliver for warranty repairs. For any, body related warranty issues this will be provided. However, for any OEM chassis warranty repairs it is responsibility of agency to work with their local chassis dealership (i.e., Ford) for warranty repairs. Request this section be amended to state "except any OEM chassis warranty repair issues.

Proposed changes to the contract can be requested by using Section 3 of the IFB and submitted with the vendor's quote.

Contract Section 1.3.12, states owner’s manuals and warranty information provided on USB flash drive or provide three hard copies. Preference determined by ordering agency. There are numerous providers of components that go into the building of buses and vans as solicited in this bid. These vendors either offer paper (1 copy) or in limited instances USB flash drives. Ford is a good example, and they only offer with chassis one each of product manuals. We request that this be amended to require one copy of all manuals, either in hard copy or one USB flash drive be provided with each vehicle.

Please reference A2.

Contract Section 1.3.13, states provide USB drive for service manuals or one hard copy at time of delivery preference to determine by ordering entity. These have never before been required for DOT buses or vans. Many of the agencies that get these units do not have the means to do their own service. So, these service manuals are of little use to them. In addition, they are quite costly to secure and more than likely will never be used. We request that consideration of this requirement be removed. Or otherwise maybe show it as a line item to price out separately and agencies could order them if they need them.

Contract Section 1.3.15/16, Cost to pick up and deliver for warranty repairs. As with request above for 1.3.6 we request that the OEM chassis be excluded from this requirement as Ford does not provide or will pay for pickup/delivery.

Contract Section 1.3.15, Training video with delivery for service and operators at each delivery location.

Neither the OEM chassis manufacturer nor the bus body builder offer any type of service training in video format. We request that this requirement be eliminated.

Please reference A2.

Contract Section 1.4.4, Training provided at time of delivery by professional certified instructor. At time of delivery training on features, options and the proper use of the vehicles will be provided. However, they are not "certified" instructors. Request "certified" be removed from section.

Contract Section 1.4.8, Vendor to provide structured training for service personnel by certified instructors. Bus/van vendors can assist with training on the various body build components. However, the training as specified under A-E, which apply to the OEM chassis is not provided by the bus/van vendor as we are not certified by the OEM's to do this training. Request that this section be deleted.

Contract Section 1.4.11, calls for diagnostic tools, software updates etc. and each “section A- H” makes reference to "electric", "EV" vehicles. There are no electric or EV vehicles required in this bid. We request that this section be eliminated in its entirety.

Contract Section 1.4.12, Vendor to provide access to an internet-based parts/service website covering, transmission/chassis components. USB flash drives for all allied equipment (12 copies) etc. Neither the bus/van vendors or the OEM chassis manufacturers offer internet-based parts-service that covers engine, transmission, and all chassis components.

We request that this section be removed.

Contract Section 1.4.13, requires name and contact for diagnostic software/tools. We request that this section be deleted.

Contract Section 1.5.3 addresses minimum order and delivery freight charges. Request that this simply state that shipping cost may not exceed the actual cost of shipping.

Contract Section 1.522-D, states that within one year after receipt of the paratransit vehicles should the governmental unit or qualified not-for-profit agency discover that the buses do not meet the specifications, that agency can request replacement of the units or affected components.

Line Items 68 and 69, calls for parts catalogue. As built parts manual will be supplied but there is no such thing as a parts catalogue with pricing from bus manufacturers. Request this section be amended.

Include any additional offerings that are not listed in BidBuy to allow agencies to order any options, Repair and Replacement Parts, and specifically a BidBuy Line Item. Let us know what you have available in your Price List or Catalog.

Reference the updated BidBuy Line Items and descriptions.

Line Items 75, 77, 78, 79, 80 and 81, makes reference to electric and EV vehicles. But there are no Eclectic or EVs as part of this bid. Suggest these line items be deleted.

Line Items 82, requests pricing for fire suppression system OEM dealer-installed.

1. First the OEM chassis or OEM chassis dealers do not offer an OEM fire suppression system. These are available through aftermarket vendors and become part of the body build and not OEM chassis equipment options.

2. Second, there are numerous types of systems and areas of protection that are available. Also, the description does not state for which vehicles, LD/MD, SMD or minivans.

3. There is no one system that will work for all and prices would be different for each type of vehicle. Unless more detailed information is provided such as which areas need protection, which vehicle and the reference to OEM requirement is removed, we suggest that this option be deleted.

4. In the event an agency wants a fire suppression system, they can work with vendor to get a specific quote to meet their needs.

Include any additional offerings that are not listed in BidBuy to allow agencies to order any options, Repair and Replacement Parts, and specifically a BidBuy Line Item. Let us know what you have available in your Price List or Catalog.

Reference the updated BidBuy Line Items and descriptions.

Line Items 85, 86 and 87, asks for Delivery fees. Ask for or mandates delivery cost. For buses it is a per mile fee while for vans it is a fixed fee that the State has set. Suggest that the delivery fee for both buses and vans be a per mile fee and listed as separate items. Thus, deleting items 86 and 87 as they are written where the state dictates the fee.

Line Items 85, 86 and 87, asks for Delivery fees. A basis from where delivery fees are charged should be determined. Suggest that they be from the venders place of business as determined by the vendors address in the bid submittal.

This bid requires a large volume of documentation to be provided by vendors. It also covers multiple types of vehicles which each requiring its own support documentation. Pulling this together is a monumental task based on the fact there was a rather short time frame from announcement of bid to due date of bid.

We request that the bid date be extended to allow ample time to formulate responsible bids by the vendors.

We request that once final responses to all submitted questions, approved equals or clarifications are addressed, and responses/addendums are issued and completed by CMS that a minimum of 21 days be allowed before bids are due. This will allow ample time for vendors to complete and submit their responses based on any addendums/changes as issued.

New Bid Opening Date is 9-15-23 at 2pm.

Line Items 85, 86 and 87, asks for Delivery fees. A basis from where delivery fees are charged should be determined. Suggest that they be from the venders place of business as determined by the vendors address in the bid submittal.

Contract Sections 1.3.16/1.4, The IFB calls for a video and a structured training program for service personnel. We will provide a thorough training on delivery; however, a video is not readily available at this time. Please accept this as proper training on the bus, along with contact information from our service and parts department.

Rear Entry Minivan Section 1.1.1, The bid spec states that there will be 3 awards for minivan – side entry, rear entry A, and rear entry B. BidBuy only has line items for side entry and rear entry. There should be line items for rear entry floorplan A and B. Please change this on BidBuy so vendor’s can submit 3 separate conversions.

Completed. Reference the updated BidBuy Line Items and descriptions.

We are asking for a minimum of a three-week extension after all the questions and request for clarification have been answered. This request involves several different vehicles with each vehicle have multiple options as well as request for support type equipment. These different configurations take time to properly prepare a complete bid which includes the approximately 50 requests for documentation, certification, and other information with each.

New Bid Opening Date is 9-15-23 at 2pm.

Page 5, Section 1, instructions state that “It is the responsibility of the vendor to ensure that the files are accessible and legible after uploading”. How do we check that they are accessible and legible? If submitted in the proper format and attached electronically we will not have any way to determine what happens once submitted.

This is verified by the bidder, prior to uploading.

Section A.20.1.12. requires warranty commence at the IDOT in-service date. Warranties commence on deliver. Request change to commence on deliver.

Change approved. Warranty should commence upon delivery.

Please reference the updated IFB B-26913 Paratransit Vehicles with changes to the State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.5, State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.20.1.16, Contract Section 1.3 MILESTONES AND DELIVERABLES, 1.4 VENDOR / STAFF SPECIFICATIONS, and Contract Section 1.5 TRANSPORTATION AND DELIVERY, dated 8-16-23. Bidders must return the updated Contract in the amended REVISED IFB dated 8-16-2023 with their bid documents.

Sections 1.3.14 and 1.3.15 require equipment to be repaired on site or facilitate pickup and delivery. Neither the chassis OEM nor the bus dealer can provide on-site repairs for all warranty repairs. Just like when you buy a new car it is your responsibility to take it to the dealer for warranty repair after scheduling an appointment. Request the wording of these sections reflect that “if possible, a warranty repair will be done on site” and that the user will contact the selling dealer and schedule an appointment for the unit to be delivered and picked up for repair.

Section 1.3.16 requires a training video. These do not exist for this product and request this section be deleted.

Section 1.4.4 requires a “certified instructor”. There is no certification process for becoming an instructor. Request this be changed to “knowledgeable” in lieu of “certified”.

Page 10, Section 1.4.8 requires training on the chassis OEM components which is not available. Request this section be removed.

Section 1.4.12 please clarify “allied equipment” as to what it includes.

Please reference the updated IFB B-26913 Paratransit Vehicles with changes to the State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.5, State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.20.1.16, Contract Section 1.3 MILESTONES AND DELIVERABLES, 1.4 VENDOR / STAFF SPECIFICATIONS, and Contract Section 1.5 TRANSPORTATION AND DELIVERY, dated 8-16-23. Bidders must return the updated Contract in the amended REVISED IFB dated 8-16-2023 with their bid documents.

Section 2.5 please clarify does the Economic Adjustment Clause for Paratransit vehicles (vehicle model year) just apply to just the chassis or the completed unit? So, the chassis pricing only is fixed for the first 12 months.

Please reference State of Illinois IFB, Contract Pricing, Contract Section 2.5.

Economic Adjustment Clause for Paratransit Vehicles (Vehicle Model Year):

· The prices in this Contract must remain firm for the first year after the execution date of the Contract. Thereafter, one upward price adjustment may be applied no more frequently than once during any given twelve (12) month period.

Economic Adjustment Clause (Non-Vehicle Model Year) Accessories and Options:

Prices must remain firm for the six months of the contract. Economic adjustments shall be limited to once during any given six (6) month period.

Page 22, Section 2.5 please clarify does the Economic Adjustment Clause (non-vehicle model year) accessories and options as this implies that non chassis related options are only fixed for the first six months.

Please reference A31.

Page 27, Section 4.1.6 please clarify if all orders in a fiscal year must be delivered and invoiced in that fiscal year, or the provisions of this section take effect. With deliveries taken 9 -12 months, vehicles order in one fiscal year might not be able to deliver in that fiscal year. Would it be the responsibility of the vendor to seek payment through the Illinois Court of claims?

Delivery of orders must be received within the term of any resulting contract for payment to be issued. If delivery is made to the entity in May, the vendor will have until July 31st to submit a correct invoice for payment. If a proper invoice is not received by that date, the vendor may need to initiate a request to the Illinois Secretary of State Court of Claims office for reimbursement. Court of Claims (ilsos.gov).

Clarification: Line item 1 is for the Light Duty which is also option “P” line item 17 and also line item 34 under the Medium Duty. Please clarify which line you want the Light duty pricing on. We assume line 1 will require pricing and items 17 and 34 be deleted.

The spec is written so that the base vehicle is the 14 passenger (Medium Duty) and Option P brings it down to 12 passenger (Light Duty).