RFQ 376 - Attachment 1 - Requirements Specifications - Highway HDO Plywood.docx

RFQ 376

ATTACHMENT 1 – REQUIREMENTS AND SPECIFICATIONS

HIGHWAY HIGH DENSITY OVERLAY PLYWOOD

GENERAL INFORMATION

1. PURPOSE

The Idaho Transportation Department (ITD) is requesting bids from qualified vendors for the as needed purchase and delivery of high density overlay plywood (HDO Plywood) for highway sign applications, in accordance with the specifications provided below.

SOLICITATION CONTACT

The contact for this RFQ is:

Name: Caylie Hansen, Contract Officer Email: Caylie.Hansen@itd.idaho.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 Sections 1 and 2.

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 powered by LUMA (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 2 – Price Sheet Attachment 3 – Signature Page Documentation, which demonstrates, to ITD’s satisfaction, that the offered item 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(s) with the lowest cost by Line Item.

The State reserves the right not to evaluate or make an award in the best interest of the State. The State also reserves the right to make multiple awards per manufacturer, in accordance with Section 67-9211 of Idaho Code in the best interest of the State.

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

SECTION 1 - REQUIREMENTS

HIGHWAY HIGH DENSITY OVERLAY PLYWOOD

1. SAMPLE

ITD reserves the right to request an eight (8) in. X eight (8) in. sample of the Highway HDO Plywood prior to award at no cost to ITD that will not be returned to the submitting vendor.

WARRANTY

HDO Plywood must be warranted for a minimum period of one (1) year from manufacture defect. During the warranty period, pieces that are found to be defective will be replaced at no additional cost to ITD. Warranty must include all costs to replace the defective warranted item. All warranty pieces must be delivered to ITD FOB Destination, freight prepaid and allowed within thirty (30) calendar days after receipt of notice from ITD.

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

ACCEPTANCE

Documenting Acceptance - ITD’s Contract Monitor will be responsible for documenting Acceptance, in writing, using Attachment 4 - Deliverable Acceptance Form. This document will be emailed to the Contractor’s Contract Manager as proof of Acceptance and approval to proceed with the invoicing procedures and required in Section 7, Invoicing.

Documenting Non-Compliance - ITD’s Contract Monitor will be responsible for documenting non-compliance, in writing, using Attachment 5 - Contract Discrepancy Notice. This document will be emailed to the Contractor’s Contract Manager, providing details for each discrepancy that require corrective action. Invoicing shall not occur until non-compliance has been corrected.

Correcting Non-Compliance - After receipt of the Contract Discrepancy Notice, the Contractor’s Contract Manager must respond, using the document, explaining how and when each discrepancy will be corrected. All discrepancies must be corrected and brought back into compliance with the Contract within thirty (30) calendar days after receipt of the notice from ITD. If the Contractor does not correct the discrepancies within this timeframe, ITD reserves the right to take further remedial action as detailed in Section 4, Remedial Action.

REMEDIAL ACTION

In addition to any remedies available to the State under law or equity, the State may it its sole discretion require one (1) or more of the following remedial actions if any of the service does not conform to the Contract requirements: 1) require the Contractor to take corrective action to ensure that performance conforms to the Contract requirements, 2) require the Contractor to subcontract all or part of the Contract at no additional cost to the State, 3) withhold payment or require payment of actual damages caused by the Discrepancy, 4) terminate the Contract pursuant to Section 5, Termination of Contract, in addition to any remedies imposed by the State.

If ITD must perform or hire a separate contractor to perform any of the Contract’s requirements, which is the responsibility of the Contractor under the terms of the Contract, ITD may withhold the actual cost to ITD from the Contractor’s payment(s).

TERMINATION OF CONTRACT

For Cause - See Section 2, Termination, of the State of Idaho Standard Terms and Conditions.

For Fiscal Necessity – See Section 27, Termination for Fiscal Necessity, of the State of Idaho Standard Terms and Conditions.

For Convenience – Either party may terminate this Contract for its convenience at any time upon providing its written notification at least ninety (90) calendar days prior to the desired termination date.

The Contractor’s sole obligation shall be to complete the delivery of any Orders placed prior to receiving (or providing) a written notice of termination. ITD’s sole responsibility shall be to pay for Orders placed prior to receiving (or providing) a written notice of termination.

DELIVERY

Delivery is desired within thirty (30) calendar days ARO, FOB Destination, freight prepaid and allowed. 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 must deliver the HDO Plywood to the location listed below by the desired delivery date or the date provided in Attachment 2 – Price Sheet if determined to be in the best interest of the State of Idaho. The contractor will be responsible for the offloading of the HDO Plywood. Please indicate your intended method of delivery in Attachment 2 – Price Sheet.

Delivery must be made Monday through Friday, 8:00 am to 4:00 pm local time excluding state of Idaho recognized holidays (https://www.idaho.gov/government/state-holidays/), unless otherwise approved in writing by ITD.

The HDO plywood must be secured during transport to prevent it from movement and damage during transport.

Delivery Location:

ITD Sign and Signal Shop 8150 Chinden Blvd., Coffey Gate 3 Boise, Idaho 83714

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:

Purchase Order Name and Number Invoice Number and Date Contractor Contact Information Itemization of Property delivered and accepted – description, quantity, unit of measure, unit price, and total invoice amount.

Invoices must be submitted electronically to:

HQAP@ITD.IDAHO.GOV

PAYMENT

Payment will be made in accordance with Idaho Code 67-2302 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 6 - Price Sheet unless otherwise modified in an amendment to this contract.

SECTION 2 - SPECIFICATIONS

HIGHWAY HIGH DENSITY OVERLAY PLYWOOD

1. The Highway HDO Plywood must meet the following minimum specifications in order to be considered for award:

In addition to the specifications provided below, all plywood must meet the product standard PS 1-09 SIGNS of the most current APA voluntary product standard for Highway HDO plywood located at: https://www.apawood.org/publication-search?q=b360&tid=1;

The plywood shall be "Exterior" Type Grade with a Highway HDO (B-B or better both sides) natural in color;

Each panel must be edge branded with the APA trademark, certifying that it meets the specifications outlined in this solicitation;

The phenolic resin based overlay system shall consist of cellulose fiber sheets containing not less than forty-five (45) percent resin solids, based on the volatile free weight of fiber and resin exclusive of glue line. The total resin-impregnated materials for each face, exclusive of glue lines, shall be not less than twelve hundredth (0.012) in. thick before pressing and shall weigh not less than sixty (60) pounds per one thousand (1,000) square feet in the ready-to-use condition. The bond of overlay system to the plywood shall be continuous and without voids or blisters;

The overlay on both faces must be prepared at the time of manufacturing so that special surface preparation (sanding and solvent wiping) is not required prior to application of reflective sheeting;

The plywood finished surface shall be hard, smooth, unbroken and of such character that further finishing by paint or protective coating is not necessary;

The plywood face, back and all inner plies shall be limited to Group 1 species;

The plywood inner plies shall be B or C (plugged) with joint core;

Core gaps between pieces of inner plies shall not exceed three eighth (3/8) in., and the average of all gaps occurring in a panel shall not exceed three sixteenth (3/16) in;

Core gaps and edge splits per eight (8) ft. of cross band ply shall not exceed four in number; and Scarfed panels will not be accepted unless otherwise specified.

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