Q and A for B-41660 JPMC Dump Trucks.pdf

Illinois Department of Central Management Services JPMC Dump Trucks

23-416CMS-BOSS4-B-41660

Questions and Answers

07/22/2024

Below are the questions and answers that were received pursuant to Section A.5 of the Invitation for Bid. No further questions will be received.

THE BID OPENING DATE IS EXTENDED TO AUGUST 8, 2024, AT 2:00 PM

(CST).

I. Specification Questions:

Q1 I see there are several line items and spec sheets as before. Can you tell me what has changed regarding specifications and requirements?

A1 We are unable to go through all specification documents and mark changes from the previous bid. Please review all documents thoroughly as this is a new solicitation.

Q2 Section A.17.4. For potential secondary and tertiary bids, would they be “accepted” for truck equipment that “does not” completely meet specs since some snow and ice equipment and/or controls are only available from a single subcontractor?

A2 The State reserves the right to review and waive minor differences and deviations from the specifications. Each specification sheet allows for you to explain how the proposed truck does not specifically meet specifications.

Q3 Section A.20.1.8. Current Vendor OEM policy requirements state chassis warranty needs to start at time of “truck” sale. However, Contract Docs request warranty start at time of “in-service.”

A3 Warranty shall be in accordance with the specifications. Warranty shall commence upon time of delivery to the purchasing entity.

Q4 Section A.20.1.9. Required Warranty Repairs needing to be “on-site.” We cannot meet this requirement across the entire state of Illinois. Would that cause our bid to be discarded?

A4 Please see A.20.1.9 and 1.3.5.3 of the solicitation document which states that off-site repairs are acceptable, but are the responsibility of the vendor to facilitate pick-up and delivery of equipment. Please see language below:

The Vendor may provide or perform warranty service at the nearest dealer location if on-site repair is not possible. Vendor shall facilitate pickup and delivery of the equipment at Vendor’s cost if warranty repair(s) are made off-site during the warranty period.

Q5 Section 1.2.12. mileage limited to 1500 miles. This will add to chassis cost and potentially delay delivery of chassis since trucks would require towing from chassis manufacturer to the snow and ice equipment installation facility.

A5 Mileage limitations shall be accordance with the specifications of the contract.

The vendor shall ensure that transportation of equipment items to and from subcontractors and the purchasing entity will be in a manner that ensures this requirement is met.

Q6. If primary vendor were to bid with “alternative” snow and ice manufactures, per item

# 3 above, that do not completely meet actual chassis specs requirements, will CMS accept and award tertiary bids that may be able to be built much quicker than bids that completely meet the “snow and ice equipment” portions of the bid? Would especially useful for the potential add-ons from other Muni agencies.

A6. Please see response to question 3 above. Please ensure that somewhere on your bid documents that it is clearly marked this is an alternative bid to your primary bid.

Q7. Truck Specification concerns – using T64-60-01 as a “sample” for this segment:

Q7.1 Pg. 2. Navistar is the “only” manufacturer that has a galvanized frame rail option. Our multi-step frame process ensures that rust is rarely an issue on trucks.

A7.1 IDOT research shows the process has been adapted through the years in several severe-duty applications, HME Trucks Inc. Ahrens-Fox 2014, Autocar/Capacity Trucks 2015, Navistar 2021, Ford 2024. To our knowledge a large percentage of OE truck manufacturer’s purchase their frame rails from approximately three frame rail manufacturers. The option process is similar to OE’s “Custom” frame color options where customer specific paints or powder coats are applied to frame rails.

Q.7.2 Pg.3. Set-forth axel requirement. Our plow trucks have a set-back axle truck.

This chassis works wonderfully. By requiring a set-forward axle, the State of IL is deciding they want to spend around an extra $6000 per truck. We admit that a set back axle truck puts about 1000 extra pounds of weight on the front axle

vs. a set-forward axle truck. DTNA can and would instead use a 18,000, # front axle with a 20,000 # front spring which more than makes of for that extra plow and hitch weight. As a bonus, then the truck will then turn a lot sharper.

A.7.2 The set-forward axel is a requirement per specifications. The vendor’s pricing subject to the axle placement is the sole determination of the vendor in order to meet our required specifications.

Q.7.3 Pg. 10. Non-Corrosive Oil Pan. Would IDOT accept Patson Inc supplying a stainless teel after-market oil pan, gasket, and bolts for the L9 engines only to IDOT for IDOT to keep and install later “if needed?”

A.7.3 See Specification: Non-Corrosive Oil Pan – A heavy duty oil pan or an oil pan that is designed for use in corrosive environments where road salt is present shall be provided. It can be Factory or Dealer installed.

Q.7.4 There is “not” a stainless teel option for the X12 engine. Would IDOT accept a

Detroit DD13 engine for the “super tandem” trucks since it has a composite oil pan that does not have rust issues?

A.7.4 IDOT understands major changes are coming for Emission standards OE’s will have to meet. Cummins will be releasing their X10 replacing the L9 and limited access to the X12 will require some OE’s to offer their equal or exceeding engine. Engines supplied shall meet or exceed specifications and suspension supplied shall compensate for additional weight of OE engine.

Q.7.5 Pg. 14. Cab Floor lining. We build our cab primarily out of Aluminum with steel reinforcing in limited areas. As such we do not have cab rust issues, thus we cannot factory install “rhino coating” type materials before the cab equipment is installed.

A.7.5 Second or third-party application is acceptable. This interior floor coating will provide multiple key benefits including noise and vibration reduction in operator environment which leads to fatigue and other physiological issues during snowplow operations and protect the floor of cab from chloride creep which can lead to galvanic corrosion between metal and aluminum parts. Please see specification for metal parts.

Q.7.6 Pg. 35. Controller is only available to single snow and ice equipment installer. Will CMS/IDOT allow alternatives for potential tertiary bid awards?

A.7.6 The “control system” is made up of several components. The joystick design was to meet IDOT requirements with safety features included that were not an off the shelf standard model; to IDOT’s knowledge a joystick design can be built to equal or exceed those features called for in the specification, company examples below. The controller or CPU is a Force America and is available off the shelf to any entity. Multiple DOT’s use Force America products. See Specification requirement.

Q8 Is the Illinois Toll Highway Authority included in the priority order provision?

A8 No, that priority order provision is only applicable to IDOT.

Q9 How will you handle the pricing differences when awarding multiple suppliers? The last

Master bid we did, there was language that the higher bidders would have to be within a $$ amount of low bid to be considered. I don’t recall seeing this language on this contract? Can this be reviewed?

A9 Please see A.17 for how pricing will be reviewed with multiple suppliers.

Q10 You mention, 247 trucks are being discussed for order at completion of the bid process. This is just an estimate and it can/will likely change. You mentioned the state has priority and clearance to launch orders right away, But, the different awards will likely dictate how many and which districts can do what. I have to believe this will take time to review budget amounts and what can be awarded. Have you implemented a time-frame for this to be resolved and processed from closing date?

A10 This order will take precedent over any other orders placed off this contract.

IDOT’s intent is to place this order immediately after execution of the contract.

Please see section 1.3.1

Q11 How do we properly place both a main bid and an alternate bid?

Curious how to “properly upload” alternates in way that both would be evaluated without confusing the evaluators or causing our bid not to be considered or being deemed non-responsive to improper submittal.

I know we need to fill out two separate sets of documents including:

1. B-41660 IFB

2. Form B for us and our subcontractors

3. BEP plan paperwork

4. All of the individual bid worksheets

A.11 In order to submit a primary bid and alternate bid, you will need to place separate electronic bids in BidBuy. Please clearly indicate which bid is primary and which are alternate bids. Please consider each of these as a full bid submission and ensure that all required and requested documentation is uploaded for each bid regardless if it is a primary or alternative bid submission.

Price Increase:

Q12 How long does it take to go through the Economic Adjustment process?

A12 There is a contract process that requires a contract amendment and applicable approvals. While we cannot guarantee a specific timeframe, we will process the request as soon as possible, with a typical turnaround time of approximately 30 days.

Q13 What happens if both the truck and the equipment have a price increase?

A13 A single price increase request shall be made, either by requesting a PPI increase (2.5.2 of the contract) or a Manufacturer’s price increase (2.5.3 of the contract).

The vendor shall choose which requested adjustment they wish to request, but either 2.5.2 or 2.5.3 will be allowed every six (6) months.

Q14 If a truck and the equipment need a price increase, it is likely we would need to request both types of Economic adjustments. We would require a Manufacturer’s increase on the truck and a PPI on the equipment.

A14 You are only allowed to request one or the other every 6 months. The subcontractors and prime vendor will need to figure out the price increase request and submit one from the prime vendor. We will not negotiate either a manufacturer’s increase or a PPI with a subcontractor.

Q15 Section 2.5. Economic Adjustment general information. Our Chassis manufacturer that represent normally has annual price increases above the PPI. Can we use Chassis Supplier annual price increase instead of the PPI for the chassis portion of pricing? The engines requested in this bid will only be available in CY2025. We do not know engine replacement option specs or pricing for CY2026 and CY2027 yet. In addition to price changes for the engine, EPA2027 requirements are expected to drastically increase chassis pricing.

A15 Please see Section 2.5.3 of the contract that allows for manufacturer price increases instead of PPI increase. We are aware of significant changes in the engine based on Emissions changes. See Section 2.5.4 of the contract that allows price increases based on state or federal mandates.

BEP Questions:

Q16 For BEP, can we as the prime bidder have our Non-BEP subcontractor utilize their own BEP Subcontractors in order to meet the overall BEP Goal?

A16 No, this would not fulfill the 1% BEP goal for this solicitation.

Q17 Would CMS consider adding additional BEP “approved” categories to increase chances of being able to meet the BEP goal?

A17 CMS has utilized the NIGP codes as provided in A.21 of the IFB document for goal setting. No additional codes will be added.

Q18 What do we do if the vendors on the BEP spreadsheet don’t have any products that we can use?

A18 You still must contact them all, per the Utilization plan, and document that they cannot provide any products or services. Please see the section specifically outlining the good faith effort requirements.

Q19 Section A.21. About the 1% BEP goal. Will bids not meeting this goal be discarded and unevaluated? If meeting the BEP 1% goal, will bids with higher cost be given priority over bids not meeting the BEP goal?

A19 The 1% BEP goal is a requirement of this solicitation. Vendors who fail to meet this requirement may be deemed non-responsive. As such, the State will award to the vendor that meets all requirements in order of low to high bidder.

Q20 Are you stating we have to reach out to each vendor on the list you supplied and document the response in order to be considered? On the “Complete Vendor List” you mention we can look up the company we use on a normal basis is listed. Are we not able to use them?

A20 The 1% BEP utilization is a requirement of this solicitation. Please see the note below on the three (3) ways in which a prime vendor can meet this requirement.

In order to request a good faith effort waiver, the vendor must contact each vendor on the supplied list at least three (3) times to try to subcontract. That communication should be at least two (2) times by email and one (1) time by phone. If you receive communication back from the vendor on the 1st or 2nd attempt, you do not need to make any further attempts to subcontract. Logs and documentation are required to be submitted with your bid submission. Please review the BEP Utilization Plan in its entirety for instructions.

Q21 How can we add a code to our BEP registration?

A21 You must email CEI at cei.bep.certification@illinois.gov. There is an application process to add a code(s) to your registration. Please make CEI aware that you are doing this as part of an active solicitation and request an expedited review.

Q22 Where to submit the request for additional codes?

A22 cei.bep.certification@illinois.gov

Q23 What if the prime vendor nor the subcontractors are a BEP firm, but the subcontractor uses a BEP firm?

A23 While you may utilize them as part of your participation, it will not count toward or satisfy the BEP goal as that must be achieved through a prime vendor or a subcontractor.

Q24 There seems to be confusion yet on who needs to file for BEP and Utilization. Is it the Prime only or do the subs need to also? Or do the subs only need to if the Prime cannot?

A24 The prime vendor that is bidding on this solicitation is the one required to submit the Utilization plan for this requirement. Please see the note below on the three ways in which a vendor can fulfill this bidding requirement.

*NOTE: There are three ways in which a vendor can adequately meet the 1% BEP goal. Please read the BEP Utilization Plan carefully in order to understand each of these requirements.

The three ways are briefly outlined below:

1. The prime vendor can self-fulfill the 1% goal by being BEP certified in at least one of the NIGP codes used for this solicitation. See A.21 of the solicitation document for a list of those codes.

2. The prime vendor can fulfill the 1% goal by subcontracting with a BEP certified vendor in at least one of the NIGP codes used for this solicitation.

3. The vendor can request a waiver of the BEP goal by supplying a good faith effort (GFE) waiver request of the goal based on documented evidence of trying to meet the goal. Please review Section III of the BEP Utilization Plan for requirements in order to request a GFE waiver.

Bid Opening Questions:

Q25 We need to know ASAP whether or not the Bid Opening date will be extended or not.

A25 The bid opening date will be extended until August 8, 2024, at 2:00 pm CST.

mailto:cei.bep.certification@illinois.gov mailto:cei.bep.certification@illinois.gov

Q26 Will the bid opening date be extended?

A26 At CMS sole discretion, the bid opening date may be extended. If so, we will publish an amendment in BidBuy.

Q & A Questions:

Q27 Will you be posting Q&A soon?

A27 The questions and answers are posted after the closing period and are all included in this document.

Q28 Will you send out the questions and answers daily so we are up to date and can continue to work on the bid?

A28 The questions and answers will be supplied via one (1) single bid amendment and all questions and answers are provided in this document.

Q29 It was mentioned the question and answer due date will not change regardless of a contract opening extension. In the past some of the questions/answers that dictated the extension bring up more questions and concerns and they Q&A date would move accordingly. Can this ruling be reviewed in the case more things are required to be discussed?

A29 No further questions will be received after the question and answer period is over. All questions and answers received within that timeframe are included in this document.