RFQ #511 - Attachment 1 - Admin. - Walk-in Cooler and Freezer.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, delivery, and installation of a six-by-twelve-by-eight foot (6’x12’x8’) Walk-In Cooler (Cooler) and a ten-by-twelve-by-eight foot (10’x12’x8’) Walk-in Freezer (Freezer) 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 Attachment 4 - Insurance Brochures and/or specifications sheet detailing the Cooler and Freezer being submitted for this solicitation.

E. Award Award will be to the responsive responsible Bidder with the lowest fully burdened cost in the best interest of the State, as provided in Attachment 2 in IPRO.

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 and installation of the Cooler and Freezer. 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 Cooler and Freezer, per the delivery location, the Cooler and Freezer 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 Cooler and Freezer are 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 Cooler and Freezer do not meet the specifications or are found with discrepancies that are not fixed by the Contractor during the Acceptance period, IDFG reserves the right to reject the Cooler or Freezer 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 on the panel construction must be a minimum of ten (10) years after acceptance.

Warranty on the compressor / evaporator units must be a minimum of five (5) years after acceptance.

Warranty on parts and labor must be a minimum of one (1) year after acceptance.

A factory authorized repair and warranty service facility must be located within a one hundred-fifty (150) mile radius of delivery location listed above to provide full 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 Cooler or Freezer. 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 Cooler or Freezer on-site within thirty (30) calendars days, or if the Cooler or Freezer 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 Cooler and Frezer at no additional cost to IDFG.

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

E. Vendor Requirement Vendor must have a current and signed written agreement with the manufacturer stating that the vendor is an authorized dealer or authorized re-seller for the product(s) being quoted in this solicitation.

F. 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).

G. 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 Cooler and Frezer must meet the minimum specifications provided below and must be the latest model produced and sold to commercial trade. The Cooler and Freezer must be new, not used. Though they are not specifically covered herein, all parts necessary to provide a complete and functional Cooler and Freezer 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 Cooler and Freezer 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. Walk-in Cooler and Freezer – General Specifications

The walk-in cooler and freezer will be installed inside a NON-temperature-controlled building.

The floor of the building is a concrete slab. The condensing and evaporating units will need to be installed on the outside of the building. Electrical services will need to be extended from the main office to the cooler and freezer.

The following Specifications are the minimum that IDFG is willing to accept.

1. Sizes - (Outside dimensions (WxLxH)– Cooler must be six-by-twelve-by-eight foot (6’x12’x8’H). Freezer must be ten-by-twelve-by-eight foot (10’x12’x8’H)

2. Panel Construction – Cooler and Freezer panels must be a tongue-and-groove, cam action locking design.

3. Insulation (R-value) – Cooler must be a minimum of R-25. Freezer must be a minimum of R-32.

4. Insulation thickness – Insulation must be a minimum of four inches (4”) in thickness.

5. Insulation Type – Insulation type must be a Foamed-In-Place Polyurethane.

6. Certifications - Both the cooler and the freezer must meet the following:

· NSF Standard 7

· UL Standard 471

· ASTM E84 (UL Standard 723)

· EISA Compliance

7. Exterior finish – Must be Galvalume, or equal.

8. Floor system – Cooler and freezer units must have an insulated floor with diamond tread plate finish.

9. Doors – Cooler and freezer units must have self-closing doors with a magnetic gasket seal and suitable sweep. Doors must also have an interior safety release.

10. Door heater – Freezer unit must have a door heater (heater wire) installed.

11. Door handles - Cooler and freezer units must have locking handles.

12. Kickplates - Cooler and freezer units must both have an interior and exterior kickplate on the doors.

13. Lighting - Cooler and freezer units must both have at least one (1) interior, LED light fixture that is pre-wired and controlled with a pilot light switch.

14. Thermometer – Cooler and freezer units must both have a digital LED thermometer.

15. Multi-monitor alarm control system – Cooler and freezer must both have an alarm control system that provides a minimum of, temperature alarms, door ajar alarms, and panic alarms.

16. Pressure Relief Vent - Freezer must have a heated Pressure Release Vent.

17. Condensing / Evaporation units – Must be installed on the exterior of the building. Units must be sized appropriately for the dimensions of the cooler and freezer and for maximum efficiency.

18. Electrical Work - Vendor will be responsible for running electrical service from existing main building to the outbuilding. The approximate distance is two hundred (200) feet. This will include the installation of wiring, conduit, and disconnects to the walk-in cooler & freezer boxes and condensers.

19. Permits – Vendor will be responsible for obtaining all necessary permits to complete all phases of installing the cooler and freezer.

20. Testing after installation – Cooler and freezer must be tested for proper function and use.

21. Service Response – Vendor must be able to respond to a service call with-in a twenty-four (24) hour time frame.

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