RFQ # 944 - Attachment 1 - Admin. Info - Traveling Screen Parts.docx

IDAHO DEPARTMENT OF FISH & GAME

ATTACHMENT 1 – SECTION 1

Doug.Peterson@idfg.idaho.gov 208-287-2816

A. Purpose The Idaho Department of Fish & Game (IDFG) is requesting Quotes from qualified vendors for the purchase and delivery of Traveling Screen Repair Parts 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.

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 Attachment 4 - Insurance Brochures and/or specifications sheet detailing the Traveling Screen Repair Parts being submitted for this solicitation.

E. Award Award shall be all to one 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 ( https://purchasing.idaho.gov/governing-laws-and-policies/ ). 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 Traveling Screen Repair Parts. 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 Traveling Screen Repair Parts, per the delivery location, the Traveling Screen Repair Parts 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 Traveling Screen Repair Parts 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 Traveling Screen Repair Parts do 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 Traveling Screen Repair Parts 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 – The Manufacturers standard warranty on all parts must be extended 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 Traveling Screen Repair Parts must meet the minimum specifications provided below and must be the latest model produced and sold to commercial trade. The Traveling Screen Repair Parts must be new, not used. Though they are not specifically covered herein, all parts necessary to provide a complete and functional 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. Traveling Screen Repair Parts – General Specifications The following Specifications are the minimum that IDFG is willing to accept.

1. Safari Belting, Or Equal

1.1 Must be series 901 Heavy Duty Flush Grid, Or Equal

1.2 Must have a two (2) inch pitch.

1.3 Must be made of PE, Black in color

1.4 Must be Ninety-two (92) inches wide

1.5 Must be one (1) foot in length

1.6 Must be .630 Inches in thickness

1.7 Must be able to accept a rod thickness of no greater than .236 inches.

2. Safari Belting Sprocket, Or Equal

2.1 Sprocket Series 901, or equal

2.2 Sprocket must have a two (2) inch Pitch

2.3 Sprocket must have a two (2) inch square bore

2.5 Sprocket must be sixteen (16) tooth.

2.6 Sprocket pitch diameter must be ten point three (10.3) inches.

3. White Plastic, Ultra High Molecular Weight Polyethylene (UHMW) Strips

3.1 Twelve (12) each pieces of UHMW must be sixty (60) inches by one and a quarter (1.25) inches by one and a quarter (1.25) inches.

3.2 Twelve (12) each pieces of UHMW must be sixty (60) inches by half (0.5) inch by three

(3) inches.

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