RFQ #577 - Attachment 1 - Admin. Info - Tilt Deck Trailer.pdf

RFQ # 577 Triple Axle Tilt Deck Equipment Trailer Page 1 of 5

IDAHO DEPARTMENT OF FISH & GAME

ATTACHMENT 1 – SECTION 1

RFQ Title: Triple Axle Tilt Deck Equipment Trailer

RFQ Number: RFQ # 577

RFQ Solicitation Contact: Eric Wagner, Buyer Eric.wagner@idfg.idaho.gov 208.287.2815

Submit Electronically via IPRO: Supplier Portal / Supplier Portal (inforgov.com)

Deadline to Receive Questions: See IPRO

RFQ Closing Date: See IPRO

Award: Award will be made, all or none, to the responsive responsible vendor with the lowest Total Cost.

A. Purpose The Idaho Department of Fish & Game (IDFG) is requesting Quotes from qualified vendors for the purchase and delivery of a Triple Axel Tilt Deck Equipment Trailer (Trailer) as further detailed below.

B. General Information & Solicitation Instructions This Solicitation is issued by IDFG via IPRO - .Supplier Portal / Supplier Portal (inforgov.com) 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- Supplier Portal / Supplier Portal (inforgov.com). and upload all Required Submittals.

When a Bidder has successfully submitted a response to IPRO, the Bidder should see a change in the system from “Draft Bid” (see Fig. 1) to “Submission confirmation email sent” (see Fig. 2). Bidders are encouraged to document notification of successful submission for their records. If you believe you have submitted your Bid, but have not received the “Bid Submitted” message, you are advised to contact the IPRO provider’s help desk (phone number available at https://purchasing.idaho.gov/ipro.html) and notify the solicitation lead prior to the solicitation End Time. Vendors are strongly encouraged to begin the process of submitting the response far enough in advance of the End Time to allow for resolution of technical difficulties. Be advised that the State is not responsible for a Vendor’s failure to timely submit a responsive submission due to any technical or technological difficulties. See

IDAPA 38.05.01.61.02.

mailto:Eric.wagner@idfg.idaho.gov https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA https://purchasing.idaho.gov/ipro.html

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Fig. 1

Fig. 2

If submitting via IPRO, be advised that that the Offeror for Proposal evaluation and award purposes is the entity profile under which the Proposal is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the state supplied Signature Page differs from the entity under which you submit your Proposal in IPRO, the information provided on the Signature Page prevails.

While it is not mandatory to submit your Proposal electronically via IPRO, all Offerors participating in a Solicitation issued through IPRO must establish an account in the IPRO system (even if submitting a Proposal manually outside of IPRO) as it is necessary in order to process and/or award the resulting Contract(s). Establishing an account is free and only takes a few minutes.

Offerors are further advised to upload response materials with descriptive file names, organized and consolidated in a manner which allows evaluators to efficiently navigate the Offeror’s response; as the State will print uploaded documents for evaluation in the manner received via IPRO

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 (if applicable) 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.

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:

Solicitation Instructions for Vendors – January 2017 State of Idaho Standard Contract Terms and Conditions – July 2024

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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.

Delivery Location Idaho Department of Fish and Game Fish Screen Shop, 97 Hwy 93 North, Salmon Idaho, 83467

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.

A factory authorized repair and warranty service facility must be located within a three hundred-fifty (350) 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 http://www.purchasing.idaho.gov/ https://www.idaho.gov/government/holidays.html https://legislature.idaho.gov/statutesrules/idstat/title67/t67ch23/sect67-2302/

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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. 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 1.4, Termination, of the State of Idaho Standard Contract Terms and Conditions – July 2024.

For Fiscal Necessity – See Section 1.18, Termination for Fiscal Necessity, of the State of Idaho Standard Contract Terms and Conditions – July 2024.

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 two (2) parts manuals (Manuals) and two (2) operation Manuals 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.

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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 Trailer shall meet or exceed all applicable ICC and DOT requirements.

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

1. Trailmax TRD-54-T (17.5), or equal.

2. Load capacity – Trailer must have a fifty-four thousand (54,000) pound minimum cargo capacity.

3. GVWR – Must have a GVWR of at minimum sixty-seven thousand (67,000) pounds.

4. Length – Trailer deck shall not exceed an overall length of thirty (30) feet, six (6) inches in length.

5. Tilt Deck – Tilt portion of the deck must be no greater than twenty-six (26) feet and no less than twenty-four (24) feet.

6. Stationary Deck - Must have a forward stationary deck not exceeding five (5) feet in length.

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

8. Tongue Length – Shall not exceed eighty-three (83) inches from center of coupler to front stop/bump rail.

9. Hitch Type – Trailer shall have a height adjustable single piece, ninety thousand (90,000) pound capacity, or greater, steel pintle eye hitch.

10. Pintle height to be set by contractor upon delivery of trailer to match towing vehicle.

11. Safety Chains – Must have two (2) half (1/2) inch grade seventy (70), or greater, safety chains with safety latch hooks.

12. Front stop/bump rail – Required.

13. Deck floor – Minimum of two (2) inch nominal #1 grade Douglas Fir or Oak wood. Decking must be treated with a wood preservative on both sides.

14. Approach Plate – Must have tapered load approach plates.

15. Deck height – thirty-nine (39) inch (empty) deck height, or less.

16. Tie Downs – Must have a minimum of six (6), one (1) inch D-Rings per side, evenly spaced on the main tilt deck framework.

Must have a minimum of two (2), one (1) inch D-Rings per side, evenly spaced on the stationary deck framework.

17. Brakes – Trailer must be equipped with full air brakes on all axles.

18. Parking brakes – Must have parking brakes (spring breaks) on two or more axles, including automatic slack adjusters.

19. Axles – Must have three (3) oil bath axles with a rating no less than twenty thousand (20,000) pound capacity each.

20. Suspension – Must be heavy duty and axles shall be suspended by multi-point leaf springs, Hendrickson, Hutch, torque leaf, or equal. Non-suspended swivel beam type undercarriage and air suspension are not acceptable.

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

22. Mudflaps – Trailer must have mud flaps mounted according to DOT regulations.

23. Parking Jack – Must have a heavy duty twenty-five thousand (25,000) pounds or greater, two (2) speed drop leg.

24. The wiring system shall include circuit protection by means of a circuit breaker box or fuse panel box. All circuit boxes must be weatherproof and easily accessible while in a loaded position.

25. Lights – Must have LED lights with a sealed wiring harness. Wire bundles shall be encased in chafe protective looms with grommets where necessary.

26. Rear Light Guards – Trailer must have rear light guards.

27. Plug – Must have a seven (7) pole(pin) round semi plug.

28. Hydraulic Cushion Cylinder(s) – Trailer must have one or more hydraulic cushion cylinders mounted to the tilt deck to aid in loaded deck decent.

29. Tilt Deck Lock – Must have an over-center type with tension adjustment and mounted on driver side for safety.

30. Steps – Must have a minimum of one (1) set of side bed steps located on the driver’s side.

31. Storage area – Must have a lockable storage compartment recessed in the draw bar frame space.

32. Document holder – trailer must have a document holder located at the front of the trailer.

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

C. Submission Requirements