RFQ Event 671 Administration Document.pdf

RFQ Event 671 - ISDA Vehicle Add-Ons, October 2024

Idaho State Department of Agriculture RFQ Event 671

Vehicles Add-Ons, October 2024, Eight (8) ISDA-Owned Pickup Trucks with Additional Upfittings through FY25

RFQ Administration Document

1. Purpose

ISDA purchases vehicles each year to meet ongoing business needs.

Some vehicles need modifications in order to be safer, to secure government property, and to make work more efficient and effective.

ISDA is seeking quotes for the purchase and installation of vehicle add-ons like camper shells and locking decked drawer systems (like these https://decked.com/products/decked-ford-f-150), as detailed in Attachment A – Specifications.

This RFQ is for vehicle upfitting for eight (8) ISDA-owned vehicles in October 2024, plus additional vehicles as they are delivered through FY25. ISDA’s Fiscal Year ends June 30, 2025.

Please see Section 6, Award for more information.

The sole point of contact at ISDA during the time period of this RFQ is:

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

2. Inquiries

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.

3. Time lines Q&A Period Closes: October 17, 2024 at 11:59:59 PM Mountain Time Quotes Due: October 29, 2024 by 5:00 PM Mountain Time

Installation on the ISDA-owned pickup trucks must be completed within thirty days of ISDA notifying the Vendor that a truck is ready for its installation.

4. Terms 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.

https://decked.com/products/decked-ford-f-150 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

5. 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.

At the time of the quote, Vendor must upload a photo and the manufacturer’s written specs of the product(s) that will be provided.

At the time of the quote, the Vendor must upload the manufacturer’s warranty for the product(s) that will be provided.

At the time of the quote, the vendor must upload the warranty for the installation and workmanship for the product(s) that will be provided.

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.

6. Award Basis

Vendors are not required to place a bid for every line item. A bid left blank or a one-cent bid ($.01) will count as a no-bid for that line item.

Award will be made by line item to the responsive responsible Vendor with the lowest cost for that line item. Pricing must be firm for sixty (60) days after award.

After award, throughout Fiscal Year 2025, ISDA will take delivery for other vehicles that may require upfitting. After delivery of the other vehicles, ISDA will determine the required upfittings for each vehicle.

At that point, ISDA will contact the awarded vendor for the required type of vehicle upfitting and request an updated quote.

There is no guaranteed minimum or maximum number of upfittings associated with this RFQ. Upfittings for Vehicle Add-Ons will be determined solely at the discretion of ISDA.

7. Installation and Acceptance

• The Installations for seven (7) vehicles must occur within 40 miles of ISDA Headquarters in Boise, ID, ZIP code 83712.

• The Installation for one (1) vehicle must occur within 50 miles of Idaho Falls, ID, ZIP code 83401.

https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA

The Vendor(s) must arrange for installation in the ISDA-owned pickup trucks with the Agency Contact. A point of contact for each truck will be assigned after award. Each installation must be completed within 30 days of ISDA notifying the Vendor that a truck is ready for its installation.

The Vendor must offer reasonable installation opportunities during regular business hours, Monday – Friday, 8:00 AM to 5:00 PM, excluding holidays.

ISDA will transport each truck to and from the Vendor’s location.

Inspection of vehicle add-ons and workmanship will take place immediately after installation. Visual inspection and a demonstration of safe operation are required before each installation is accepted. ISDA will not accept used items, damaged items, or poor workmanship.

For products with an Owner’s Manual, the Owner’s Manual must be provided to ISDA at the time of installation.

8. Invoicing

ISDA requires the purchase and installation of each Vehicle Add-On to be invoiced after it is completed.

The following information must be included with the invoice:

1. Agency PO number

2. Identification of product order date, product installation date, Vehicle VIN, and License Plate

Number

3. Total amount billed

4. Detailed itemized description of product(s) provided

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

Invoice address:

Idaho State Department of Agriculture Attn: Fiscal P.O. Box 7249 Boise, ID 83707 fiscal@isda.idaho.gov

9. Payment Terms

Payment terms are Net 30.

10. Warranty Requirements Products must have a minimum one-year manufacturer’s warranty. At the time of quote, the vendor must provide a copy of the product warranty for each item quoted. Only new products and materials will be accepted.

The vendor must provide a warranty for the installation and workmanship; a minimum one-year warranty is required. At the time of quote, the vendor must provide a copy of the warranty for installation and workmanship.

All warranty service work must be performed at the original installation site, unless both parties agree in writing to complete the work at another site. Warranty service work must be completed within 30 days of ISDA notifying the Vendor that service work is required.

mailto:fiscal@isda.idaho.gov