RFQ 1175 - Attachment 1 - Administrative Document - Enclosed Trailers.docx

IDAHO TRANSPORTATION DEPARTMENT

RFQ 1175

ENCLOSED TRAILERS

GENERAL INFORMATION

Purpose The Idaho Transportation Department (ITD) is requesting quotes from qualified vendors for the purchase and delivery of four (4) Enclosed Trailers, as further detailed below.

Solicitation Contact Name: Caylie Hansen Phone: (208)334-8088 Email: Caylie.Hansen@itd.idaho.gov (preferred method of contact) Restrictions on Communications From the issue date of this RFQ, until a contract/purchase order is awarded or the RFQ is cancelled, vendors and their representatives are prohibited from communications (written or verbal) regarding this RFQ with the ITD staff, other than the ITD RFQ Lead. Any communications (written or verbal) with ITD staff other than the RFQ Lead may result in the submitting vendor being found Non-Responsible and Non-Responsive.

Requirements and Specifications See Section 1 – Requirements & Specifications

Attachment 1 - Requirements & Specifications Attachment 2 – Price Sheet Attachment 3 – Signature Page Attachment 4 – Insurance Requirement Attachment 2 – Price Sheet Attachment 3 – Signature Page Attachment 4 – Insurance Requirements Warranty documentation and an acceptance letter agreeing to the warranty provisions of the Trailer

Quote Your Quote may be submitted electronically via IPRO Powered by LUMA or email (see below for additional details). ITD will not be accepting manual submissions for this solicitation. Your Quote must include the Required Submittals listed below and be received prior to the deadline established in IPRO Powered by LUMA.

Electronic Submission:

IPRO – Enter your pricing in IPRO (https://purchasing.idaho.gov/information-for-vendors/) and upload all Required Submittals.

Email:

Send an email to the Solicitation Contact (see Section 2) and attach all Required Submittals.

Documentation, which demonstrates, to ITD’s satisfaction, that the item offered meets the requirements of the solicitation. Failure to provide satisfactory documentation may eliminate the Vendor from further consideration.

(See Attachment 1 – Requirements and Specifications) Award Award will be made to the responsive responsible vendor with the lowest cost. The State reserves the right not to evaluate or make an award in the best interest of the State.

Though it is not mandatory to submit your Quotation electronically via IPRO, all vendors participating in a solicitation issued through IPRO must establish an account in the IPRO system (even if submitting a quote outside of IPRO). It is free to establish an account and only takes a few minutes of your time.

RFQ 1175

ATTACHMENT 1 – REQUIREMENTS & SPECIFICATIONS

ENCLOSED TRAILERS

SECTION 1 – REQUIREMENTS

1. Brand Name The brand names specified in this solicitation are intended to be descriptive, but not restrictive; indicative of the quality and characteristics of items that meet the minimum requirements. Vendors offering an “equal” must include documentation, which demonstrates, to ITD’s satisfaction, that the offered item(s) meets the requirement of the solicitation. In the event documentation is not satisfactory, ITD reserves the right to seek clarification from the Vendor. Failure to provide satisfactory documentation or a clarifying response to ITD may eliminate the Vendor from further consideration.

1. Authorized Distributor/Manufacturer Submitting vendors must be an authorized distributor or manufacturer of the enclosed trailer offered. An authorized distributor shall be defined as a company or organization that has a written agreement with the manufacturer to sell or service its products. Bids from Contractors who are not an authorized distributor by the manufacturer shall not be considered.

ITD reserves the right to request authorized distributor documentation from the submitting vendors. Failure to provide submitting documentation as requested will result in a non-responsive quote.

1. Dealers and Salesman License and Manufacturer’s Statement of Origin Bidders must comply with Idaho Code, Section 49, Chapter 16, “Dealers and Salesmen Licensing”. The dealer furnishing the new enclosed trailers must provide the original MSO and an ITD0502, Report of Sale and Application for Certificate of Title, directly to ITD upon payment of completed enclosed trailers to the Contractor for titling as new enclosed trailers Warranty Manufacturer standard warranty must cover the Trailer for a minimum period of two (2) years after Acceptance. Manufacturer standard warranty and extended warranty must cover paint defects, with the exception of normal wear and tear under normal working conditions.

Vendor must provide Warranty documentation at the time of delivery. The Trailer will not be accepted without this information.

Warranty must include all tools, parts, equipment, labor, and freight to repair or replace a defective warranted item, which may also include the entire Trailer. All warranty work must be completed within thirty (30) calendars days after receipt of written notice from ITD. If approved in writing by ITD, the Contractor may perform warranty work on-site, at the Delivery location identified in Section 7, in lieu of pick-up and return shipping. The Contractor shall be responsible for all travel costs and work-site clean-up associated with any necessary repairs. The timeframe for corrective action will still be as identified above. If the Contractor is unable to repair the Trailer on-site within thirty (30) calendars days, or if the Trailer continuously malfunctions and causes it to be out of service on multiple occasions, ITD reserves the right to require the Contractor to pick up, repair, and return the Trailer at no additional cost to ITD.

Awarded vendor is responsible for all warranty requirements. No third-party warranties will be allowed.

Acceptance Upon receipt, the Trailer will be inspected by the ITD Maintenance Services Manager or designee to ensure the minimum specifications are met. Acceptance will occur within fourteen (14) calendar days after delivery. If ITD determines that the Trailer is not in accordance with the specifications, ITD will provide the Contractor with a written notification. The Contractor must pick up, correct any discrepancies, and re-deliver to ITD specified location at the Contractor's expense. The timeframe for completion of corrective action must not exceed thirty (30) calendar days.

In the event the specifications are not met, ITD reserves the right to reject the Trailer via email notification.

With ITD approval, the Contractor may correct discrepancies on-site at ITD’s location in lieu of pick-up and return shipping. The Contractor will be responsible for providing all labor, tools, parts, supplies, and worksite clean up to make any necessary corrections. The timeframe for corrective action will still be as identified above.

Termination and Cure See section 1.4. State of Idaho Contract Terms and Conditions in the Attachment Tab in IPRO Powered by Luma.

Delivery The Contractor must deliver and unload the Trailer FOB Destination, to the location below, within ninety (90) calendar days after receipt of order (ARO), or as coordinated with ITD's contact for delivery. ITD reserves the right to accept delivery dates outside of the desired delivery date if in the best interest of the State of Idaho.

The contractor will be responsible for the unloading of the Trailers. Towing of the Trailers in lieu of flatbed delivery is acceptable. Please indicate your intended method of delivery in Attachment 2 – Price Sheet. If Contractor elects to tow the Trailers as their delivery method, Contractor must have insurance sufficient enough to cover any damage caused to the Trailer(s) during shipping, up to and including coverage to replace the entire Trailer(s) if needed.

Delivery must be made Monday through Thursday, 8:00 am to 3:00 pm local time excluding state of Idaho recognized holidays (https://idaho.gov/government/state-holidays/), unless otherwise approved in writing by ITD.

Delivery Locations:

Quantity – 1 Idaho Transportation Department Attn: Dan Thomas, Shop Superintendent District 5 Yard 5151 S. 5th Pocatello, Idaho 83205

Quantity – 3 Idaho Transportation Department Attn: Ryan Stewart, Shop Superintendent District 6 Yard 206 N. Yellowstone Highway Rigby, Idaho 83442 Insurance See Attachment 4 – Insurance Requirement Invoicing The Contractor must submit its invoice within thirty (30) calendar days of acceptance to the billing contact identified on the Contract. Invoices submitted prior to acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission. The following information must be included with each invoice:

· ITD Purchase Order (PO) number

· Contract Name and Order Number

· Invoice Number and Date

· Contractor Contact Information

· Itemization of Property (description, quantity, unit of measure, unit price, and total price)

· Vehicle Identification Number (VIN) Invoices must be submitted electronically to:

HQFleet@ITD.IDAHO.GOV Payment Payment will be made in accordance with Idaho Code 67-2302 https://legislature.idaho.gov/statutes after receipt of the Contractor's itemized invoice and is accepted by ITD. Total payments under this Contract shall not exceed the Total Price provided on Attachment 2 - Price Sheet unless otherwise modified in an amendment to the resulting Contract.

SECTION 2 – SPECIFICATIONS

ENCLOSED TRAILERS

The Trailers must meet the minimum specifications provided below and be the latest model of the manufacturer's current standard production, as offered to commercial trade. Trailers must be new, not used. Though they are not specifically covered herein, all parts necessary to provide complete and functional Trailers must be included. All parts must conform in design, strength, quality of materials, and workmanship to current engineering practices and accepted standards of the industry. All parts must be the manufacture’s standard unless otherwise specified in this RFQ.

Trailers must be completely assembled when delivered to the ITD location listed in Attachment 1 - Section 1, 7. Delivery (above), with all accessories and equipment in place or furnished. All equipment and accessories must be installed as per the manufacturer’s specifications, and the Trailers must be serviced and ready for continuous operation at the time of delivery.

1. Make/Model At a minimum, the Trailers must be one hundred two (102) in x twenty (20) ft, bumper pull, enclosed trailer fully assembled, and operational at time of delivery to include but not limited to the options and features detailed below.

1. Paint Each Trailer must be cleaned, prime coated, and then powder or prime coated per the paint manufacturer’s process for the application. The prime coat(s) and finish coat(s) must be a minimum dry thickness of four (4) mil total, two (2) mil prime, coat two (2) mil coat. The Trailers must be smooth and free of rust, runs, overspray, peeling, weld splatter, and other defects.

1. Color Trailer – Fleet White and;

1. Trailer Size – One hundred two (102) in wide by twenty (20) ft long;

Interior Height – Seventy-eight (78) in;

Frame – Eight (8) in I-beam, channel or square tubing frame;

Flooring – Three fourths (3/4) in Oriented Strand Board (OSB);

Interior Walls – Three eighth (3/8) in OSB;

Adjustable hitch – Two and five sixteenth (2-5/16) in;

Tongue Jack – Manual quick drop tongue jack;

Rear Door – Spring assisted ramp door, bar lock;

Side Door – Thirty-six (36) in, bar lock, located curb side;

Reflective tape – Two (2) in wide reflective, self-adhesive, Diamond Grade 3M, conspicuity tape installed on the side and rear of trailer frame in a continuous length;

Electrical plug – Must extend twenty-four (24) in beyond hitch and equipped with a seven (7)-prong recreational vehicle (RV) style with flat blades plug (7-way RV blade connector);

Safety chains – Two (2) ft of three eights (3/8) in chains attached to trailer tongue and equipped with safety hooks;

Axles – Two (2), five thousand two hundred (5,200) lb axles with electric brakes on both axles;

Hubs – Must be equipped with easy lube feature;

Tires – Five (5) ST205/75R15, radial. Spare mounted to front of trailer;

Exterior Fenders – Aluminum;

Toolbox – Constructed of steel, lockable, and mounted on the tongue of the Trailer; Manufacture’s standard size is acceptable and;

Lights – Must be Light Emitting Diode (LED), compliant with Federal Highways Administration (FHWA) requirements.

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