RFQ #451 - Attachment 1 - Admin. Information - Deck Over Flatbed Trailer.docx

IDAHO DEPARTMENT OF FISH & GAME

ATTACHMENT 1 – SECTION 1

Eric.wagner@idfg.idaho.gov 208.287.2815

A. Purpose The Idaho Department of Fish & Game (IDFG) is requesting Quotes from qualified vendors for the purchase and delivery of a twenty-two-foot (22’) Deck Over Flatbed Trailer (Trailer) as further detailed below.

B. General Information & Solicitation Instructions This Solicitation is issued by IDFG via IPRO - https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA.

The RFQ Lead is the only contact for this Solicitation. All correspondence regarding this RFQ must be in writing. In the event that it becomes necessary to revise any part of this RFQ, amendments will be posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this RFQ will not be relied upon. All changes to this RFQ must be in writing and posted in IPRO to be valid. Alternate Bids are not allowed.

C. Submission Requirements Your response to this RFQ may be submitted electronically via IPRO or email. IDFG will not be accepting manual submissions for this solicitation. Your submission must include the Required Submittals listed below and be received prior to the deadline noted below. Failure to provide any of the documents or submission on a form different from those provided, may cause your submission to be found as non-responsive.

Electronic Submission:

IPRO – Enter your pricing in IPRO ( https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA ) and upload all Required Submittals.

Email:

Send an email to the Solicitation Contact (listed above) and attach all Required Submittals.

D. Required Submittals As part of your response to this RFQ, the following documents are required.

Attachment 2 – Price Sheet Attachment 3 – Signature Page Brochures and/or specifications sheet detailing the Trailer being submitted for this solicitation.

E. Award Award may be all to one or by line item to the responsive responsible Bidder with the lowest fully burdened cost per Trailer in the best interest of the State, as provided in Attachment 2 in IPRO. Vendors do not need to bid on all locations. If not bidding on a location, please place $0 for the cost on the line item In Attachment 2.

F. Resulting Contract If IDFG awards a contract from this Solicitation, it will do so by issuing a Purchase Order (PO) document, which will be an acceptance of the successful bid. The PO will be comprised of the following documents; this RFQ, including any incorporated documents; the successful bid, including any clarifications requested by IDFG; and an artifact formalizing any requirements agreed upon through Contract discussions or negotiations, if applicable.

The following documents are incorporated into this RFQ as if set out in their entirety:

The documents may be found on the “Information for Vendors” page of the State’s Division of Purchasing (DOP) website (www.purchasing.idaho.gov ). If multiple versions of any of these documents are available on the website, the version in effect on the day the RFQ is issued shall apply.

ATTACHMENT 1 – SECTION 2

The following special terms and conditions are incorporated into the resulting Contract to supplement or add to the State of Idaho Standard Contract Terms and Conditions.

A. Delivery Contractor must provide an estimated Delivery date on Attachment 2 – Price Sheet. The Contractor is responsible for the unloading of the Trailer. Freight FOB destination, prepaid and allowed.

Delivery must be made Monday through Thursday, 8:00 am to 4:00 pm local time excluding state of Idaho recognized holidays (https://www.idaho.gov/government/holidays.html), unless otherwise approved in writing by IDFG. Contractor must notify IDFG, in writing, no less than seven (7) business days prior to delivery. IDFG delivery contact information will be provided upon Award.

B. Acceptance Upon receipt of the Trailer, per the delivery location, the Trailer will be inspected by the delivery contact (or approved designee) to ensure the requirements and specifications are met. The Acceptance period will be for thirty (30) calendar days from the date the Trailer is delivered.

In the event the specifications are not met, the Contractor must pick-up, correct any discrepancies, and re-deliver within thirty (30) calendar days after notification from IDFG, at no additional cost to IDFG. In the event that the Trailer does not meet the specifications or is found with discrepancies that are not fixed by the Contractor during the Acceptance period, IDFG reserves the right to reject the Trailer via official notification.

If approved by IDFG, the Contractor may correct discrepancies on-site at IDFG’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.

C. Invoicing & Payments Invoices – Invoices must be submitted as further detailed below. Invoices submitted prior to Acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission.

Invoices must include the following information:

· Contractor Company Name & Contact Information

· Contract Name & Number (PO #)

· Invoice Number & Date

· Itemization of the purchased goods to include: description matching the contract, quantity, unit of measure, unit price, extended price, and total invoiced amount.

Payments – Payment for correctly submitted invoices will be made in accordance with Idaho Code 67-2302: https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/

D. Warranty Warranty must be for a minimum period of one (1) year, for the entire Trailer, after Acceptance. Warranty must include all tools, parts, equipment, labor, and freight to repair or replace a defective warrantied item, which may include the entire Trailer.

The frame must be warranted against defects in workmanship including the main frame, bottom rails, cross members, and the sub frame for three (3) years after acceptance.

A factory authorized repair and warranty service facility must be located within a one hundred (100) mile radius of delivery location listed above to provide full trailer service, repairs, factory support and full warranty repair.

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 complete within thirty (30) calendars days after receipt of written notice from IDFG. If approved by IDFG, the Contractor may perform warranty work on-site, at the Delivery location, in lieu of pick-up and return shipping. The Contractor will 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, IDFG reserves the right to require the Contractor to pick-up, repair, and return the Trailer at no additional cost to IDFG.

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

E. 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 IDFG, 3) withhold payment or require payment of actual damages caused by the Discrepancy, 4) terminate the Contract pursuant to Section 2.F, Termination of Contract, in addition to any remedies imposed by the State.

If IDFG 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, IDFG may withhold the actual cost to IDFG from the Contractor’s payment(s).

F. Termination of Contract For Cause - See Section 2, Termination, of the State of Idaho Standard Contract Terms and Conditions – May 2021.

For Fiscal Necessity – See Section 27, Termination for Fiscal Necessity, of the State of Idaho Standard Contract Terms and Conditions – May 2021.

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.

ATTACHMENT 1 – SECTION 3

A. Requirements The Trailer must meet the minimum specifications provided below and must be the latest model produced and sold to commercial trade. The Trailer must be new, not used. Though they are not specifically covered herein, all parts necessary to provide a complete and functional Trailer must be included. All parts must conform in design, strength, quality of materials, and workmanship to meet or exceed current engineering practices and accepted standards of the industry. All parts must be the manufacturers standard unless otherwise specified in this RFQ.

B. Brand Name The brand name(s) 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. Contractor offering an “equal” must include documentation, which demonstrates, to IDFG’s satisfaction, that the offered item(s) meets the requirement of the solicitation. In the event documentation is not satisfactory, IDFG reserves the right to seek clarification from the Contractor. Failure to provide satisfactory documentation or a clarifying response to IDFG may eliminate the Contractor from further consideration.

C. Manuals The Contractor must provide one (1) parts manual (Manual) and one (1) operation Manual for the Trailer at the time of Delivery. The manuals must include all components and exploded view drawings with both parts’ identification and parts list. The manuals must be in either paper (book) format or portable document format (PDF) via universal serial bus (USB) drive.

D. Title The Contractor must comply with Idaho Code, Section 49, Chapter 16, “Dealers and Salesmen Licensing”. The Contractor must provide a dealer furnished original MSO and an ITD0502, Report of Sale and Application for Certificate of Title, to IDFG upon delivery of Trailer to IDFG for titling as a new Trailer.

E. Trailer – General Specifications The following Specifications are the minimum that IDFG is willing to accept.

1. PJ Trailer 22’ PL Deck Over Flatbed, or equal.

2. Length – trailer must be at minimum seventeen (17) feet in length with a five (5) foot dove/beaver tail.

3. Width – trailer must have a deck width of one hundred and two (102) inches outside diameter.

4. GVWR – Must have a GVWR of at minimum twenty-five thousand, nine hundred (25,900) pounds.

5. Trailer capacity – Trailer must have an eighteen thousand, five hundred (18,500) pound minimum cargo capacity.

6. Hitch Length – Five (5) feet from center of coupler to front stop/bump rail, or greater.

7. Hitch Type – three (3) inch Pintle Ring. Thirty-six thousand (36,000) pound rating, or greater.

8. Safety Chains – Must have three- eights (3/8) inch grade seventy (70), or greater, safety chains with safety latch hooks.

9. Break-away System – Must have a Defender 2 Electric Break-away System w/ Charger, or equal.

10. Frame – Low Profile Design

11. Front stop/bump rail – Required.

12. Deck floor – Minimum of two (2) inch treated pine, or equal.

13. Deck height – thirty-five (35) inch (empty) deck height, or less.

14. Dovetail / Beavertail – Must have a five (5) foot dovetail / beavertail end.

15. Ramps – must have a pair of ultra-wide (forty (40) inches or wider), fold flat for full width deck, double hinged, spring assisted flip over ramps on the end of the trailer.

16. Tie Downs – Must have rub rail and stake pockets.

17. Brakes – Must have electric / hydraulic disc brakes.

18. Axles – Must have two (2), twelve thousand (12,000) pound or greater, oil bath brake axles.

19. Suspension – Five (5) Leaf Slipper Spring Suspension, or equal.

20. Tires and Wheels - Must be rated for the trailer’s GVWR and load capacity rating. Trailer must include one (1) spare tire and wheel mounted to the front of the trailer.

21. Jack – Two (2) twelve thousand (12,000) pound or greater, drop leg jacks.

22. Plug – Must have a seven (7) way RV style plug.

23. Lights – Must have LED lights with a sealed wiring harness.

24. Steps – Must have two (2) steps.

25. Toolbox – must have a toolbox with lockable cover mounted in tongue.

26. Color – trailer must be painted black in color.

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