RFQ Event 668 Administration Document and Attachment A - 10.8.24.pdf

ISDA RFQ Event 668 – 750-Gallon Trailer-Mounted Prover System Administration Document

ISDA RFQ Event 668

(1) 750-Gallon Trailer-Mounted Prover System

1. Purpose The Idaho State Department of Agriculture (ISDA) is requesting quotes for one (1) 750-gallon trailer-mounted prover system to test retail fuel meters.

The contact for this RFQ is:

Molly Heiss, Idaho State Department of Agriculture (208)332-8641 (208)334-3431 Molly.Heiss@isda.idaho.gov

2. Submission of Questions

3. The contact noted in Section 1 is the only contact for ISDA for this RFQ. All correspondence will be in writing and must be submitted via the Q&A Board in Luma. In the event that it becomes necessary to revise any part of this RFQ, addenda will be posted at Supplier Portal / Supplier Portal (inforgov.com) It will be the responsibility of the vendor intending to submit a quote to monitor Supplier Portal / Supplier Portal (inforgov.com) for any updates or amendments. Any oral interpretations or clarifications of this RFQ shall not be relied upon.

4. Time lines Vendor Q&A Closes: October 17, 2024 at 11:59:59 PM Mountain Time Quotes Due: October 28, 2024 by 5:00:00 PM Mountain Time

5. Incorporated Documents

a) State of Idaho Solicitation Instructions for Vendors, dated Jan 2017

b) State of Idaho Standard Terms and Conditions, dated 2024

c) State of Idaho Signature Page

d) State of Idaho Insurance Requirements

e) Attachment A – Specifications

f) Attachment B – Prover Drawing

g) Attachment C – NIST 105-3-201

h) Attachment D – Evaluation Form – Checklist

i) Attachment E – CFR-2011-Title 49 – Vol 16 – Part 566

Quotes which condition the Quote based upon the State accepting other terms and conditions not found in the RFQ, or which take exception to the State’s terms and conditions, will be found non-responsive, and no further consideration of the Quote will be given.

6. Award Basis

Award will be made to the responsive responsible Vendor with the lowest Total Cost, as provided in the Luma system on the line item for this RFQ.

mailto:Molly.Heiss@isda.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

7. Delivery, Acceptance, and Billing

Delivery, F.O.B. Destination, to:

Agency Contact: Stacie Ybarra

Agency Name:

Idaho State Department of Agriculture, Bureau of Weights and Measures

Delivery Address:

2216 Kellogg Lane

Boise Idaho 83712

Email Address: Stacie.Ybarra@isda.idaho.gov

Phone: (208) 332-8692

The prover trailer must be delivered, F.O.B. Destination, within one hundred eighty (180) days After Receipt of Order (ARO). If the Vendor cannot meet the delivery timeframe, the Vendor must provide their earliest possible delivery date. For quotes with a delivery date more than 180 days After Receipt of Order (ARO), ISDA will make the determination to best meet the business need.

Acceptable delivery times are Monday through Friday, 8 am through 5 pm, except government holidays.

Advanced notice of 24 hours prior to delivery is required. Call (208) 332-8690 to schedule delivery.

Acceptance:

Items will be evaluated for acceptance based on the criteria included at Attachment D – Evaluation Form Check List.

Invoicing:

Agency Contact: Stacie Ybarra Agency Name: Idaho State Department of Agriculture

Invoice Address: ATTN: Stacie Ybarra, Weights and Measures P.O. Box 7249 Boise, ID 83707

Email Address: Stacie.Ybarra@isda.idaho.gov Phone: (208) 332-8692

The Vendor must provide the following information with each invoice:

1. IPRO contract number (and name of project/product, if appropriate) and Agency PO number

2. Identification of product order date and product delivery date

3. Total amount billed

4. Detailed itemized description of product(s) provided

5. Name of authorized individual and contact information for Vendor.

8. Warranty The Vendor must provide, at a minimum, a one-year manufacturer’s warranty. The Vendor must upload a copy of the warranty into Luma along with the Vendor’s quote.

mailto:Stacie.Ybarra@isda.idaho.gov mailto:Stacie.Ybarra@isda.idaho.gov

9. Response Only electronic submissions will be accepted. The Vendor must input their fully-burdened quote into LUMA for each item they are bidding. The Vendor’s quote must include information about Vendor lead times for the installations.

The Vendor’s Quote must include responses to all mandatory Prerequisites and Questions and be received prior to the deadline established in LUMA.

10. Electronic Submission LUMA – Enter your pricing in LUMA Supplier Portal / Supplier Portal (inforgov.com)) and respond to all mandatory Prerequisites and Questions prior to the deadline established in LUMA.

All quotes must be accompanied by a signed State of Idaho Signature Page. Be advised that the Vendor name/entity entered on the State of Idaho Signature Page must match the Vendor name/entity registered in LUMA. If the Vendor name/entity identified on the state supplied Signature Page differs from the Vendor name/entity under which you register in LUMA, the information provided on the Signature Page prevails.

All vendors participating in a solicitation issued through LUMA must establish an account in the LUMA system. It is free to establish an account and only takes a few minutes of your time.

ATTACHMENT A

750-GALLON TRAILER MOUNTED PROVER SYSTEM SPECIFICATIONS

ISDA RFQ EVENT 668

Purpose:

The Idaho State Department of Agriculture will use the trailer unit and volume provers to test retail fuel meters for accuracy to the National Institute of Standards and Technology (NIST) Handbook 44 specifications.

Overview:

Specifications are for one (1) mobile (trailer mounted) fuel proving trailer unit equipped with one 750 gallon stainless steel type J (bottom drain) provers.

The mobile unit must be fully self-contained and compliant with Department of Transportation (DOT) requirements for Federal Motor Vehicle Safety Standards (FMVSS) and industry best practices as defined in 49 Code of Federal Regulations (CFR) Part 566. This code can be viewed online at https://www.gpo.gov/fdsys/pkg/CFR-2011-title49-vol6/pdf/CFR-2011-title49-vol6-part566.pdf or viewed in Attachment E – 49 Code of Federal Regulations (CFR) Part 566. The 750 gallon prover must meet all National Institute of Standards and Technology (NIST) Handbook 105-3 specification requirements. This handbook can be viewed in Attachment C – NIST Handbook 105-3, 2010 edition or viewed online at https://www.nist.gov/system/files/documents/pml/wmd/hb-105-3-2010.pdf

The mobile unit must be capable of being towed by a ¾ ton truck.

The following specifications are the minimum requirements that must be met in order for the Vendor’s bid to be accepted.

Specifications for Prover:

• Quantity: 1

• Description: 750-gallon stainless steel provers type J - must meet NIST Handbook 105-3 requirements. Note Attachment C

• Bottom loading fill with 4” API coupling

• Prover must have two (2) level indicators

• Prover must have thermowells

• Prover must be protected by a metal cover

• Prover must be protected from static electricity

• Prover must be equipped with means to visually determine secession of flow while draining

Specifications for Plumbing system:

• Pumping unit must be powered by a 110-volt, 20-amp pump and electric motor combination via a fifty foot (50’) 10/3 cord and a 50 foot (50’), 10/3 electrical extension cord.

• Manual hose carrier with 40 feet of 2” I.D. aviation rated delivery hose w/ nozzle

• Single point dry break adapter with 2 ½ ANPT female by 2 ½ bayonet flange for aviation fueling https://www.gpo.gov/fdsys/pkg/CFR-2011-title49-vol6/pdf/CFR-2011-title49-vol6-part566.pdf https://www.nist.gov/system/files/documents/pml/wmd/hb-105-3-2010.pdf

• Capable of both pumping off fuel with pump or gravity

• Optical sensing or thermal overfill prevention system

Specifications for Trailer:

• Trailer must conform to Federal Motor Vehicle Safety Standards (FMVSS) and industry best practices as defined in 49 Code of Federal Regulations (CFR) Part 566. Note Attachment E.

• Trailer must be painted white in color with rust resistant, fuel resistant epoxy paint or powder coated. Aluminum diamond plate sections are permitted in areas that may be exposed to chipping (i.e. fenders and/or decking)

• (2) 6000-pound GVW axles

• Trailer hitch, 3-4 retractable jacks

• Entire length not to exceed thirteen feet (13’)

• LED lighting

• 7-pin round RV type connector

• Retractable grounding cable

• Class B fire extinguisher, 10-pound capacity

• Spare tire