RFQ 1286 - General Information - Flag Pole and Installation.docx

IDAHO TRANSPORTATION DEPARTMENT

RFQ 1286

FLAGPOLE INSTALLATION

ATTACHMENT 1

GENERAL INFORMATION

Purpose The Idaho Transportation Department is requesting quotes from qualified and licensed contractors to furnish and install two commercial flagpoles on state-owned property. This project is intended to be a complete turnkey installation, including all labor, materials, equipment, permitting, inspections, and site restoration necessary to deliver a fully operational and code-compliant flagpole and furthered detailed.

The contact for this RFQ is:

Denise Cooley, PPS-CPPB Phone: Email: denise.cooley@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 Attachment 2 – Requirements & Specifications See Attachment 3 – Price Sheet See Attachment 4 – Signature Page 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.

Required Submittals:

Attachment 3 – Price Sheet Attachment 4– Signature Page Flagpole and foundation drawings. See Section 5.6.

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 Sections 1 & 2 – Requirements and Specifications)

Attachment 1 – General Information Attachment 2 – Requirements and Specifications Attachment 3 – Price Sheet Attachment 4 – Signature Page Attachment 5 – State of Idaho Insurance Exhibit 1 - Deliverable Acceptance Form Exhibit 2 - Contract Discrepancy Form State of Idaho Standard Terms and Conditions

Attachment 3 – Price Sheet Attachment 4 – Signature Page Equal Compliance Documentation

AWARD

Award will be made to the responsive responsible vendors with the lowest Total Cost on Attachment 3 – Price Sheet.

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 1286

ATTACHMENT 2 – REQUIREMENTS & SPECIFICATIONS

FLAGPOLES & INSTALLATION

SECTION 1 – REQUIREMENTS

1. Brand Name Any Manufacturer Brand Components referenced in this solicitation are intended to be descriptive—not restrictive—and serve only to illustrate the quality and characteristics required. Bidders proposing an equivalent Manufacturer Brand Component must provide documentation demonstrating, to the State’s satisfaction, that the offered item(s) meet all minimum requirements outlined in the solicitation. This documentation must be submitted prior to the closing of the question period as noted in LUMA.

If your product offered does not meet any of the specifications, Bidder must provide an explanation of how the product offered is functionally equivalent to the stated specification, as well as descriptive literature that supports the product offered.

Warranty Manufacturer’s standard warranty must cover the flagpole and winch. Installer must warranty must cover installation for two (2) years, with the exception of normal wear and tear under normal conditions and;

Warranty must include all tools, parts, equipment, labor, and freight to repair or replace a defective warranted item, which may also include the entire flagpole. 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 installation locations identified in Section 5, 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 flagpole on-site within thirty (30) calendars days, or if the flagpole 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 flagpole at no additional cost to ITD.

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

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

Acceptance Idaho Standard Terms and Conditions in the Attachment Tab in IPRO Powered by LUMA.

Installation Locations Installation Location #1:

Montpelier Yard 21746 US 30 North, Montpelier, ID 83254 Installation Location #2:

Preston Yard 264 E 8th N, Preston ID 83263 Flagpole Installation Completion Flagpole installation must be completed one hundred twenty (120) after RFQ award.

Site Conditions:

The Montpelier and Preston maintenance yards are secure fully functional maintenance yards with onsite power and water.

Site Visit All interested parties are strongly encouraged to contact the ITD D5 facilities manager to schedule a site visit at their expense;

Parties interested in scheduling a site visit should contact the ITD facilities manager in writing via e-mail of a request to visit the site. The written request should specify the name and title of each person who will be attending. A maximum of three (3) persons for each party interested will be allowed to attend;

ITD D5 Facilities Manager E-mail contact information:

Jerry.Bauer@ITD.Idaho.gov Failure to schedule a site visit will not relieve the Quoter of meeting the requirements of this RFQ.

ITD Responsibilities ITD will be responsible for Utility locating and coordination with Idaho Dig Line (811) and;

Verification of soil conditions and suitability for foundation.

Insurance See Attachment 5 – Insurance Requirement.

Contractors License Submitting vendors with must be registered with the Idaho Division of Occupational and Professional Licenses (DOPL).

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);

Invoices must be submitted electronically to:

D5AP@itd.idaho.gov

SECTION 2 – SCOPE OF WORK AND SPECIFICATIONS

This scope of work is to be done in accordance with state and local building codes. Contractor shall provide all materials, equipment, labor, machinery, tools, and related items necessary to complete the installation of two (2) thirty (30) ft flagpoles with an internal halyard.

Submitting Vendors quote must be fully burdened to include all travel costs, freight, concrete cutting, and asphalt removal. No additional charges will be allowed.

1. Excavation and Foundation Excavation to required depth and diameter per manufacturer and engineering specifications;

Removal and lawful disposal of excavated materials;

Installation of appropriate base material and drainage (gravel layer or equivalent);

Installation of ground sleeve or anchor bolt system;

Concrete foundation installation:

Concrete shall meet minimum 3,000 PSI compressive strength;

Foundation size appropriate for 30' pole and local wind load requirements;

Sixteen (16) gauge steel tube ground sleeve assembly;

Three sixteenth (3/16) in support plate;

Three sixteenth (16) in steel plate welded to sleeve;

Lighting spike and;

Proper curing time prior to pole erection;

Flagpole Installation Erection and plumbing with standard aluminum collar (vertical alignment) of flagpole;

Installation of all hardware and accessories;

Ensure proper operation of halyard system and;

Torquing and securing all fittings.

Site Restoration Restoration of disturbed areas to original or improved condition;

Replacement of landscaping, sod, or paving as needed and;

Final grading to ensure proper drainage away from foundation.

Cleanup and Closeout Removal of all debris, excess materials, and equipment;

Final inspection with ITD District 5 facility manager and;

Delivery of warranties and maintenance instructions.

TECHNICAL SPECIFICATIONS

Flagpole:

Height: 30 feet (above grade) X six (6) in X Wall thickness, manufacturer standard for height and wind load;

Material: Seamless aluminum alloy (6063-T);

Finish: Satin, clear anodized (AA-M10C22A41);

Shape: Tapered;

Two (2) snap hooks;

Flush access door with compression lock and;

Removable winch handle with positive locking in any position.

Wind Load Design:

5.2.1. Flagpole must be rated for wind speeds consistent with local Idaho building codes (minimum 90 mph, or as required by site-specific conditions) and;

5.2.2. Include engineering data or manufacturer certification.

Halyard System:

5.3.1. Type: Internal M-Winch;

5.3.2. Rope: Stainless steel aircraft cable;

5.3.3. Cleat: Cast aluminum, mounted at accessible height and;

5.3.4. Pulley: Non-corrosive assembly and;

Cast aluminum non-fouling internal halyard truck.

Accessories Gold anodized aluminum ball ornament;

Snap hooks (2) and;

Anti-wrap devices;

Foundation Foundation design per manufacturer recommendations and local codes to include;

Ground sleeve or anchor base;

Gravel drainage layer and;

Concrete footing sized appropriately (approx. 3–4 ft depth typical; contractor to verify).

Submitting vendors must submit a drawing of the flagpole and foundation plans.

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