Q and A for B-36918 JPMC Paratransit Vehicles.docx
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- Attached to
- JPMC Paratransit Vehicles
- Solicitation number
- 23-416CMS-BOSS4-B-36918
- Issued by
- Illinois
About this file
This document contains a series of questions and answers regarding an Invitation for Bid (IFB) issued by the Illinois Department of Central Management Services (CMS) for JPMC Paratransit Vehicles, contract number B-36918. The IFB seeks bids for the procurement of paratransit vehicles, with award made to every responsive and responsible bidder who submits a reasonable bid for each vehicle line item. The initial contract term is 3 years, with a maximum total term of 10 years. Bidders must meet technical specifications and other requirements outlined in the IFB, including providing diagnostic equipment, parts and service information, and training for service personnel. The IFB also addresses issues such as pricing, order fulfillment, and agency selection of vendors. Responses to questions cover topics like responsiveness, responsibility, approved equals, certifications, and the procurement timeline.
The pricing terms require bidders to hold firm pricing for the first year of the contract, with limited economic adjustments permitted thereafter. There are no set-asides, but agencies must justify and receive approval to deviate from the awarded vendor order. Funding sources are not specified, but the IFB is intended to meet the needs of governmental units and qualified non-profit agencies in Illinois.
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B-36918 JPMC Paratransit Vehicles Questions and Answers #1 Illinois Department of Central Management Services JPMC Paratransit Vehicles B-36918 Questions and Answers #1 8/1/23
| Q1 |
| Contract Section 1.4.11 discusses diagnostic equipment and software for Electric vehicles. There are no Electric vehicles in this solicitation. Could you make this NA? |
| A1 |
| 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 1.4 VENDOR / STAFF SPECIFICATIONS and Contract Section 1.5 TRANSPORTATION AND DELIVERY, dated 7-27-23. Bidders must return the updated Contract in the amended IFB dated 7-27-2023 with their bid documents. |
| Q2 |
| Please explain the section about the Paratransit Vehicle Repair and Replacement Parts detailed Catalog Price List. What are you looking for? |
| A2 |
| 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 and you have it available in your Price List or Catalog. |
| Q3 |
| Price increases for Repair and Replacement Parts is annually? |
| A3 |
| Please reference State of Illinois IFB, Contract: Pricing, Contract Section 2.5.13. 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. |
| Q4 |
| Multiple awards on line items, do Agencies get to choose who to buy from? |
| A4 |
| Award will be made to every responsive and responsible bidder who submits a reasonable bid for each vehicle line item. Primary, secondary, tertiary, etc. will be determined in order of low to high bidder per vehicle line item. For example, the bidder who offers the lowest bid on Line Item #1 shall be awarded the primary contract for Line Item #1. The bidder who offers the next lowest price on Line Item #1 shall receive the secondary contract, etc. |
End users will contact vendors in that order of award for use of any resulting contracts.
Agencies will have to justify their reasoning to Central Management Services (CMS) and provide proof for approval.
This is to address the current volatile vehicle market where manufacturer have been cancelling vehicle model years or shutting their order banks abruptly or suddenly without sufficient notice to dealers or end-users.
| Q5 |
| If the Primary vendor cannot fulfill their order until 9 months, the customer states that that is not satisfactory, and the secondary vendor can fulfill their order in 3 months, does the Agency get to choose the secondary vendor instead? |
| A5 |
| Agencies will have to justify their reasoning to Central Management Services (CMS) that they have to have their bus in nine months for extraneous reasons, that the primary vendor timeframe does not met their needs, in order to move on to the secondary vendor. |
| Q6 |
| Can the secondary bidder solicit the customer directly to replace the primary vendor? |
| A6 |
| No, the customer/end-user must get CMS approval and justify why they need to use the secondary vendor. |
| Q7 |
| In the event, a bidder is not the lowest bidder, but there is transit agency like likes our product better, are they allowed to choose that bidder’s product? |
| A7 |
| They are not. They must start with the lowest bidder/awarded vendor. They only get to move on to the secondary bidder/awarded vendor, if the primary bidder/awarded vendor cannot fulfill the order. |
| Q8 |
| Is there a definition of responsive and responsible bidder? |
| A8 |
| Please reference State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.20.1, for the definition of responsiveness. A responsive bidder is one who submits a bid that conforms in all material respects to the Invitation for Bid and includes all required forms. |
Please reference State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.20.2, for the definition of responsibility. A responsible Bidder is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. This includes monetary and other backings to fulfill the contract to the State.
| Q9 |
| How will they apply this portion to the technical aspects/portions of the bid? |
| A9 |
| Responsibleness does not apply to the technical specifications requirements. Responsive and responsible are the requirements to do business with the State for anything for the most part. Please make sure to read all of section A.20 |
The technical specifications are a whole other aspect of the bid that also have to be met.
| Q10 |
| If one bidder does not submit or does not submit complete the technical specifications requirement, are they still considered responsive? |
| A10 |
| No. they will still, be non-responsive based on the technical specifications requirements. There are two aspects to responsiveness. 1. Responsiveness includes all required forms/paperwork necessary as required by the State in order for a bid to be acceptable. 2. To also be responsive, you have to meet the minimum technical specifications requirements outlined in the bid. |
| Q11 |
| If the material submitted by a bidder is incomplete, is the State allowed to go back to the bidder and ask for it? |
| A11 |
| If it states in the bid that you “must submit/supply” any required forms/paperwork, and you do not submit them, your bid is not curable. |
If it states in the bid that you “should submit/supply” any required forms/paperwork, and you do not submit them, your bid is curable before the award.
| Q12 |
| How does responsible apply to the technical specifications? |
| A12 |
| It does not. Please reference State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.20.2, for the definition of responsibility. A responsible Bidder is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. This includes monetary and other backings to fulfill the contract to the State. |
It does not apply to the technical specifications requirements.
| Q13 |
| Contract Section 1.4.11 discusses diagnostic equipment and software. Does the State expect bidders to supply them? |
| A13 |
| Diagnostic equipment and software are not 100% necessary and are not a make or break for bidders. Please reference State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.20.3.5. |
The State reserves the right to request options packages from bidders who do not enter a bid for these options packages, in order to make these options packages available for the master contract. These lines are not part of the award evaluation.
We are trying to meet the needs of end-users who no not have ready access to these diagnostic equipment and software.
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 1.4 VENDOR / STAFF SPECIFICATIONS and Contract Section 1.5 TRANSPORTATION AND DELIVERY, dated 7-27-23. Bidders must return the updated Contract in the amended IFB dated 7-27-2023 with their bid documents.
| Q14 |
| Contract Section 1.4.13, asks the vendor to provide the name and contact information for the diagnostic software/tools necessary for the repair and maintenance. What do we need to include in the bid? |
| A14 |
| If you bid/provide any diagnostic software/tools, Contract Section 1.4.13 is where you provide the information. |
| Q15 |
| Do the bidder have to bid all items? |
| A15 |
| Please reference State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.20.3.3. Bidder may submit a quote on any or all models and types. Bidder will enter, at minimum, the most current model year Unit Cost for the paratransit vehicle meeting the Specifications. |
| Q16 |
| Contract Section 1.4.11 discusses diagnostic equipment and software annual subscriptions. How do we know how many years end-users want for their subscription? |
| A16 |
| Please reference State of Illinois IFB, Description of Supplies and Services, Contract Section 1.4.11. We are only seeking an annual user software update for diagnostic system described. |
Any additional years will be worked out between the awarded vendor and the end-user/entity.
| Q17 |
| Contract Section 1.4.12 discusses Parts and Service Information/Training. It requires that we build a website for a parts list access. This is not available with bus manufacturers. |
| A18 |
| 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 1.4 VENDOR / STAFF SPECIFICATIONS and Contract Section 1.5 TRANSPORTATION AND DELIVERY, dated 7-27-23. Bidders must return the updated Contract in the amended IFB dated 7-27-2023 with their bid documents. |
| Q19 |
| Contract Section 1.4.8 discusses providing a structured training program for service personnel. This is more detailed than in the past. What are you expecting? |
| A19 |
| 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 1.4 VENDOR / STAFF SPECIFICATIONS and Contract Section 1.5 TRANSPORTATION AND DELIVERY, dated 7-27-23. Bidders must return the updated Contract in the amended IFB dated 7-27-2023 with their bid documents. |
| Q20 |
| Contract Section 1.4.8 discusses providing a structured training program for service personnel. A certified instructor is required. Dealers are not certified, and they provide the training. What are you expecting? |
| A20 |
| 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 1.4 VENDOR / STAFF SPECIFICATIONS and Contract Section 1.5 TRANSPORTATION AND DELIVERY, dated 7-27-23. Bidders must return the updated Contract in the amended IFB dated 7-27-2023 with their bid documents. |
| Q21 |
| Contract Section 1.5.3 discusses the minimum order is accessories is $75.00 for F.O.B. Destination. 5% is not sufficient for the delivery charge for any order less than the minimum of $75. Is the State expecting free shipping for everything over $75.00? |
| A21 |
| Please reference Contract: State of Illinois IFB, Description of Supplies and Services, Contract Section 1.5.3. Yes, shipping is free for accessories $75.00 and over (F.O.B. Destination). This is standard on CMS contracts. This has been increased to 10%. |
| Q22 |
| Contract Section 1.5.22, Letter D, Governmental units or qualified not-for-profit agencies reserve the right to inspect each Paratransit vehicle and/or bus after delivery to determine whether the vehicle meets the contract or order specifications and warrantees up to one year after receipt. Is one year a realistic timeframe? Vendors cannot afford that. |
Contract Section 1.2. Production Line Quality Assurance Inspection discusses that the Agency shall be represented at the contractor's plant by Illinois Department of Transportation (IDOT) resident inspector(s).
| A22 |
| 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 1.4 VENDOR / STAFF SPECIFICATIONS and Contract Section 1.5 TRANSPORTATION AND DELIVERY, dated 7-27-23. Bidders must return the updated Contract in the amended IFB dated 7-27-2023 with their bid documents. |
These provision applies to non-conformities discovered while repairing or maintaining the equipment and which would not be visible through the routine inspection upon delivery. Vendor will fix/repair that non-conformity.
| Q23 |
| What is the last day to submit questions? |
| A23 |
| Please reference State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.5 BIDDER QUESTIONS AND AGENCY RESPONSE. |
All questions, other than questions raised at the Pre-Submission Conference, pertaining to this solicitation must be submitted in writing to the Information Contact no later than seven (7) days prior to the bid opening date.
| Q24 |
| Contract Section 3.1 states that this contract has an initial term of three (3) Years commencing upon the last dated signature of the Parties. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. 30 ILCS 500/20-60. Is it renewable? |
A24
Please reference State of Illinois IFB, Contract: Term and Termination. The contract has one set initial term of three (3) term. It is not renewable.
Per 30 ILCS 500/20-60, the State of Illinois cannot have a total contract term exceeding ten (10) years, including the initial term, any renewal terms, and any extensions to the contract.
Q25
Are bidders allowed to submit approved equals?
A25
Please reference State of Illinois IFB, Section 1. Part A. Instructions and General Information, Section A.20.1.4 and Section 20.1.5.
Minor differences or deviations that have negligible impact on the price or suitability of the supply or service to meet the State’s needs may be accepted or corrections allowed.
Other products will be considered with proof the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance, and desired characteristics.
| Q26 |
| Contract Section 2.5.1 discusses that the prices in this Contract must remain firm for the first year after the execution date of the Contract. We understand vehicle manufacturer staying firm, but when it comes to the chassis, those manufacturers reserve the right to change model years whenever they want. Is this contradictory with Chassis and Model year price increases? |
A26
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.
| Q27 |
| Are all questions submitted through BidBuy? |
A27
No. Submit questions to the buyer via email at Anthony.Hamilton@illinois.gov.
You can also submit via the BidBuy Question Tab.
All answers will be submitted as an amendment.
| Q28 |
| A.20.1.16, Item D states Certification. What certification? |
A28
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 1.4 VENDOR / STAFF SPECIFICATIONS and Contract Section 1.5 TRANSPORTATION AND DELIVERY, dated 7-27-23. Bidders must return the updated Contract in the amended IFB dated 7-27-2023 with their bid documents.
In order to be deemed responsive, bidders must submit the following federal clauses documents with the bid:
A. TVM Certification.
B. Buy America Certification.
C. Bus Testing Certification.
D. Lobbying Certification.
E. Debarment/Suspension Certification.
| Q29 |
| A.20.1.16 discusses Transit Vehicle Manufacturer (TVM) Certification. This TVM Certification form is not included in the document. |
A29
Please reference State of Illinois IFB, Contract State Supplemental Provisions, Transit Vehicle Manufacturer (TVM) Certification on page 51. (TVM) Certification form will be provided.
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 1.4 VENDOR / STAFF SPECIFICATIONS and Contract Section 1.5 TRANSPORTATION AND DELIVERY, dated 7-27-23. Bidders must return the updated Contract in the amended IFB dated 7-27-2023 with their bid documents.
| Q30 |
| Expected award date? |
A30
We cannot give one at this time. Dependent on number of bids received. Dependent on “Should submit” follow-up with bidders.
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