Questions_and_Comments_Document_-_SWC_242.pdf

ITB # 32110-13456-13514 – Questions & Comments

STATE OF TENNESSEE

DEPARTMENT OF GENERAL SERVICES, CENTRAL PROCUREMENT OFFICE

INVITATION TO BID # 32110-13456-13514

FOR SWC 242 Ground Maintenance/UTVs/ATVs

DATE: 11/5/2024

ITB # 32110-13456-13514 IS AMENDED AS FOLLOWS:

1. State responses to questions and comments in the table below amend and clarify this ITB.

Any restatement of ITB text in the Question/Comment column shall NOT be construed as a change in the actual wording of the ITB document.

Comments, Questions and Answers ITB Section Question/Comment Answer

1. Specifications Attachment B/Evaluation Model

For Category 9, there is a model that is now obsolete, the New Holland T4 Series. Do I bid on that obsolete item, or do I bid on its replacement model the New Holland Workmaster Series?

If an item listed in Columns A and B of the Evaluation Model is found to be obsolete, please select “Equivalent Item” from the drop-down menu in Column G and list the replacement item in Columns H and I.

2. Evaluation model

How should bidding multiple brands within the same specification be handled?

Bidding for multiple brands in the same category is allowed. All of the categories listed in the evaluation model have two to four lines where brands can be entered. Brands that meet specifications should be listed in Columns, G, H, and I of the Evaluation Model. If you are bidding on more brands in a given category than there are available lines, then please submit a second, third, fourth, etc. evaluation model as needed.

3. General Specifications

As an OEM, would our bid be rejected because we’re not a local dealer? Is assigning a dedicated dealer for each territory an option? If assigned dealers are allowed, could we specify that the purchase orders can be made out to the local dealer?

OEMs are excluded from this bidding opportunity. You also cannot assign a dealer for each territory (region). If a dealer that you are associated with would like to bid, they can do so.

4. Evaluation Model/Terms

When submitting bid pricing, are we allowed to quote freight and setup as separate line

Freight and set-up costs are not allowed to be charged to the State.

The MSRP given should be the price and Conditions items or does that cost have to be rolled into the MSRP catalog price?

of the of the item only without extra charges being rolled into it. Please refer to the Terms and Conditions Section 3.16. which states:

Respondent's prices shall include delivery of all items F.O.B. destination or as otherwise specified by the State.

5. Specifications Attachment B/Evaluation Model

The single award says it will award one dealer per brand per territory. Is the intent to only award one brand per category or can there be multiple brands awarded for each category?

Multiple brands have historically been made available on contract for each category. All brands will be considered if they meet the specifications provided.

6. Evaluation Model

Can a category/specification be added for PTO driven or tractor-pulled equipment as well as remote control equipment?

The State has opted not to include these items as categories to this contract at this time. This is subject to change in the future should it be determined that the inclusion of these items is in the best interest of the State.

7. Evaluation Model

Is the evaluation going to be based on the Discount or

MSRP?

The discount offered plays a factor in this evaluation as well as the dealer’s ability to perform, conformity with specifications, and compliance with bid factors. The evaluation is not based on MSRP.

8. Terms and Conditions/ Evaluation Model

Is the State asking for firm pricing for more than 365 days since the bid is taking place in November 2024?

The firm price period on this contract has been set as 365 days for labor rates only. The intervals for catalog price updates will be quarterly starting on day one of the contract.

9. Terms and Conditions

In the previous iteration of the contract, the contract was amended to allow quarterly price updates. Will this still be in place, or will price updates happen at a different frequency?

Please see the answer to question #8.

10. General Specifications

Are residential grade equipment items allowed on this contract?

No, all items being offered and sold to the State must be of commercial grade. Please see general specifications section 1.3 for more information.

11. Evaluation Model

On the evaluation model labor tab, what exactly is the labor quote for? Is it for Oil Changes, etc.?

The labor is an hourly rate for all labor repairs provided at the dealer’s facility. Oil changes would be an example of one type of repair.

12. Evaluation Model

On the Bid Sheet it asks for Manufacturer Name, Manufacturer Model and MSRP. With the inclusion of MSRP on the Bid sheet does that mean quote each vehicle for the Model Lineup for Polaris Rangers—in this case approximately 56 different vehicles meet these specifications?

We are looking for a quote for one vehicle only that meets the specifications. If the make and model number are an exact match to what the State has listed in Columns A and B, then you would select “Exact Match” in Column G. If it is a similar item to what the State has listed in Columns A and B, then you would select “Equivalent Item” in Column G and then list the make and model of that item in Columns H and I.

Please note if awarded a brand in a region, you are expected to make all models available to the State in that given region with that awarded brand.

13. Evaluation Model

For Category 7 many of the lines have been blacked out. Is there a reason for this?

For Category 7 (Motorized Hand Tools), we are looking for the brand and blanket discount only. The MSRP calculations, and specific models have been removed.

2. Summary of Changes. Changes made as a result of the Question and Comment Period are as follows:

Language regarding catalog updates has been added to the General Specifications. This includes sections 2.4, 2.4.1, and 2.4.2.