RFQ279 - Attachment 1 - Requirements and Specifications DMV Truck Upfitting.docx

RFQ279

DMV TRUCK UP FITTING

GENERAL INFORMATION

1. Purpose The Idaho Transportation Department (ITD) is requesting quotes for the purchase and installation of one (1) pick-up truck service body (Body) as further detailed below.

2. Solicitation Contact The contact for this RFQ is:

Name: Douglas Buswell , Contract and Grants Officer Email: Doug.buswell@itd.idaho.gov (preferred method of contact)

3. Restrictions on Communications From the issue date of this RFQ, until a contract/purchase order is awarded or the RFQ is cancelled, vendors and their representatives are prohibited from communications (written or verbal) regarding this RFQ with the ITD staff, other than the ITD RFQ Lead. Any communications (written or verbal) with ITD staff other than the RFQ Lead may result in the submitting vendor being found Non-Responsible and Non-Responsive.

4. Requirements and Specifications See Sections 1 and 2.

5. Quote Your Quote may be submitted electronically via IPRO or email (see below for additional details). ITD will not be accepting manual submissions for this solicitation. Your Quote must include the Required Submittals listed below and be received prior to the deadline established in IPRO.

Electronic Submission:

IPRO – Enter your pricing in IPRO POWERED BY LUMA and upload all Required Submittals.

Email:

Send an email to the Solicitation Contact (see Section 2) and attach all Required Submittals.

6. Required Submittals:

Attachment 2 – Price Sheet Attachment 3 – Signature Page

Documentation, which demonstrates, to ITD’s satisfaction, that the offered item meets the requirements of the solicitation. Failure to provide satisfactory documentation may eliminate the Vendor from further consideration.

(See Attachment 1 – Requirements and Specifications)

7. Award

Though it is not mandatory to submit your Quotation electronically via IPRO, all vendors participating in a solicitation issued through IPRO must establish an account in the IPRO system (even if submitting a quote outside of IPRO). It is free to establish an account and only takes a few minutes of your time.

RFQ279

ATTACHMENT 1 – REQUIREMENTS & SPECIFICATIONS

DMV TRUCK UP FITTING

Section 1 - Requirements

1. BRAND NAME

The brand names 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. Vendors offering an “equal” must include documentation, which demonstrates, to ITD’s satisfaction, that the offered item(s) meets the requirement of the solicitation. In the event documentation is not satisfactory, ITD reserves the right to seek clarification from the Vendor. Failure to provide satisfactory documentation or a clarifying response to ITD may eliminate the Vendor from further consideration.

2. WARRANTY

2.1. Manufacturer standard warranty must cover the entire Body for a minimum period of six (6) years. Manufacturer standard warranty and extended warranty must cover paint defects, with the exception of normal wear and tear under normal working conditions;

2.2. All aftermarket lights will be warrantied for a minimum period of five (5) years. All workmanship will be warrantied for a minimum period of six (6) years and;

2.3. Warranty must include all tools, parts, equipment, labor, and freight to repair or replace a defective warranted item, which may also include the entire Body. All warranty work must be completed within thirty (30) calendars days after receipt of written notice from ITD. If approved in writing by ITD, the Contractor may perform warranty work on-site, at the Delivery location identified in Section 6, in lieu of pick-up and return shipping. The Contractor shall 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 Body on-site within thirty (30) calendars days, or if the Body(s) continuously malfunctions and causes it to be out of service on multiple occasions, ITD reserves the right to require the Contractor to pick-up, repair, and return the Body at no additional cost to ITD.

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

3. ACCEPTANCE

3.1. Documenting Acceptance - ITD’s Contract Monitor will be responsible for documenting Acceptance, in writing, using Attachment 4 - Deliverable Acceptance Form. This document will be emailed to the Contractor’s Contract Manager as proof of Acceptance and approval to proceed with the invoicing procedures and required in Section 7, Invoicing;

3.2. Documenting Non-Compliance - ITD’s Contract Monitor will be responsible for documenting non-compliance, in writing, using Attachment 5 - Contract Discrepancy Notice. This document will be emailed to the Contractor’s Contract Manager, providing details for each discrepancy that require corrective action. Invoicing shall not occur until non-compliance has been corrected and;

3.3. Correcting Non-Compliance - After receipt of the Contract Discrepancy Notice, the Contractor’s Contract Manager must respond, using the document, explaining how and when each discrepancy will be corrected. All discrepancies must be corrected and brought back into compliance with the Contract within thirty (30) calendar days after receipt of the notice from ITD. If the Contractor does not correct the discrepancies within this timeframe, ITD reserves the right to take further remedial action as detailed in Section 4, Remedial Action.

4. Remedial Action

4.1. 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 the State, 3) withhold payment or require payment of actual damages caused by the Discrepancy, 4) terminate the Contract pursuant to Section 5, Termination of Contract, in addition to any remedies imposed by the State and;

4.2. If ITD 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, ITD may withhold the actual cost to ITD from the Contractor’s payment(s).

5. Termination of Contract

5.1. For Cause - See Section 2, Termination, of the State of Idaho Standard Terms and Conditions;

5.2. For Fiscal Necessity – See Section 27, Termination for Fiscal Necessity, of the State of Idaho Standard Terms and Conditions;

5.3. 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 and;

5.4. The Contractor’s sole obligation shall be to complete the delivery of any Orders placed prior to receiving (or providing) a written notice of termination. ITD’s sole responsibility shall be to pay for Orders placed prior to receiving (or providing) a written notice of termination.

6. INSTALLATION AND DELIVERY

6.1. Delivery is desired within thirty (30) calendar days after ARO, FOB Destination, freight prepaid and allowed. ITD reserves the right to accept delivery dates outside of the desired delivery date if in the best interest of the State of Idaho. Contractor is responsible for pickup and delivery;

For the Contractor with an installation facility within a twenty-five (25) mile radius of the delivery location listed below, Contractor may choose to drive or transport vehicle to and from their facility;

6.2. Contractor must notify ITD when the installation of the Body has been completed. Contractor will then make arrangements for delivery. The installation of the Body must be completed within fifteen (15) calendar days after receiving the ITD owned truck;

6.3. For the Contractor with an installation facility beyond a twenty-five (25) mile radius of the delivery location listed below, the Contractor must transport (not drive) the ITD owned vehicle to and from their installation facility. Contractor may not haul ITD equipment further than two hundred (200) miles from the delivery location listed below;

6.4. All expenses related to transporting the ITD owned Truck from the ITD location to the Contractor’s installation facility, and from the Contractor’s installation facility back to ITD, are the responsibility of the Contractor and must be included in its fully burdened cost;

6.5. Delivery Location:

ITD Headquarters – 3311 W. State St., Boise, ID 83703;

6.6. The Contractor must not operate ITD’s truck on public right of ways at any time while in the Contractor’s custody, with the exception of pickup and delivery. All fuel tanks on Truck must be full and ready for service at the time of delivery. The completed Truck and Body must be delivered in new condition. The tailgate and bed must be returned to ITD in new condition. Interior and exterior must be washed and cleaned prior to delivery. In the event the Truck is delivered, and it is determined by ITD that the requirements above have not been met, ITD reserves the right to reject the delivery and vendor must address any discrepancies and;

6.7. 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/state-holidays/), unless otherwise approved in writing by ITD.

7. Invoicing The Contractor must submit its invoice within thirty (30) calendar days of acceptance to the billing contact identified on the Contract. Invoices submitted prior to acceptance, or without the required information listed below, will be returned to the Contractor for correction and resubmission. The following information must be included with each invoice:

7.1 Contract Name and Order Number

7.2 Invoice Number and Date

7.3 Contractor Contact Information

7.4 Itemization of Property (description, quantity, unit of measure, unit price, and total price)

7.5 ITD Purchase Order (PO) number

7.6 Vehicle Identification Number (VIN)

7.7 ITD unit number (License plate)

7.8 Vehicle mileage IN/OUT

Invoices must be submitted electronically to:

HQAP@ITD.IDAHO.GOV

8. Insurance

8.1. See Attachment 7 – Insurance and;

8.2. In addition to the requirements per Attachment 4 – Insurance, Contractor must have Garage Keepers Liability Insurance Coverage of no less than $100,000, in place at the time of award. Garage Keepers Liability Insurance must be direct coverage and cover damage to ITD’s vehicles from damage caused by and including collision with another object, another vehicle, overturn, fire, lightning, explosion, theft, mischief and vandalism while the insured is attending, servicing, repairing, parking or storing in its garage operations.

9. Pre-Delivery Inspection

9.1. Upon completion of the Vehicle, ITD will conduct an inspection at the Contractor’s installation facility. The purpose of this inspection is to ensure the build is within specification guidelines;

9.2. If the Contractor is beyond one hundred (100) miles of delivery location, Contractor must make all arrangements for travel, lodging and meals including rental car or transportation if needed. All costs associated with the inspections will be for one (1) ITD employee and must be included in the fully burdened quoted price. In the event that multiple inspections are required prior to final approval of the Body installation, the costs for the additional trips will be the responsibility of the Contractor and;

9.3. In order to prevent overtime costs for ITD employees traveling, all flights (if necessary) will be reserved during normal business hours of 8:00 am to 5:00 pm MST (Monday-Thursday), and not on State of Idaho recognized holidays. (https://www.idaho.gov/government/holidays.html)

Section 2 – Specifications The Body must meet the minimum specifications provided in Attachment 1, Section 2 – Specifications, and be the latest model of the manufacturer's current standard production, as offered to commercial trade. Though they are not specifically covered herein, all parts necessary to provide a complete and functional Truck and Body must be included. All parts must conform in design, strength, quality of materials, workmanship to current engineering practices and accepted standards of the industry. All parts must be the manufacture’s standard unless otherwise specified in this RFQ. Contractor will do all research needed to ensure Truck and Body will comply with all safety guidelines in respect to GVRW (Gross Vehicle Weight Rating). A weight study must be conducted by Contractor prior to delivery to ITD. Documentation will be placed in the Truck “glove” box.

Truck and Body must be complete when delivered to the ITD with all accessories and equipment in place or furnished. All equipment and accessories must be installed as per the manufacture’s specifications and must be ready for continuous operation at the time of delivery.

1. ITD Owned Truck Model One (1) new 2023 Ford F350 (W3B), 4x4 Crew Cab, 56CA pick-up truck, SRW (Single Rear Wheels), gas (ITD# T03909).

2. Electrical

2.1. Circuit Breakers;

2.1.1. All electrical components must be protected by circuit breakers. OE circuit breakers must be utilized if provided.

2.2. Wiring

2.2.1. Must be continuous and must not be spliced without utilizing weather pack connectors;

2.2.2. Must be securely fastened and located away from all pinch points;

2.2.3. Must be clamped and held in place using stainless steel rubber-insulated, bolt-on cushion clamps;

2.2.4. Passing through bulkheads must be protected with either rubber or neoprene bulkhead wire protectors and/or body grommet type insert;

2.2.5. Must be run in chemical resistant looms and;

2.2.6. Must have wire identification every six (6) in. Striped wire of assorted colors is acceptable.

2.3. Cabling

2.3.1. Must be of adequate size to handle the anticipated loads of all electrical components. All cabling must be uninterrupted and complete with no splices;

2.3.2. Terminal ends must be crimped and soldered to the cables and sealed with polyolefin heat shrink tubing. Scotch-Loc fasteners, crimp butt connectors, and wire nuts are not acceptable for any connection;

2.3.3. Weather pack connections must be protected with dielectric grease and;

2.3.4. All electrical cabling to lamps must be stress relieved within 6 in. of the lamp.

2.4. Switches

2.4.1. OEM switches are to be used unless other arrangements are made with ITD. All switches must illuminate in the ON position and be sealed (weather tight). Switches must be labeled with a permanent placard.

3. Fasteners

3.1. All threaded fastener components (bolts, washers, nuts) with a diameter designation greater than or equal to Society of Automotive Engineers (SAE) https://www.sae.org/ one half (1/2) in. must be grade eight (8);

3.2. All nuts must be metal self-locking, lock washers are not acceptable or and;

3.3. All bolts must be properly tightened/torqued according to manufacturer’s specification or and;

3.4. All components must have grade identifier marks and;

3.5. All bolts and nuts must be zinc plated.

4. Welding

4.1. All exterior joints and seams must be closed with full seam welding ;

4.2. Must be delivered free of weld burn and splatter.

5. Paint

5.1. Body must be cleaned and primer applied;

5.2. Paint (two (2) part corrosion and UV resistant urethane) or Powder Coating (Corrosion and UV stable urethane) is acceptable. The finish must be smooth, shiny, free of runs, overspray, and other defects;

5.3. Body Color – Ford Z1, Oxford white to match the provided Truck cab;

5.4. Understructure – Must be prime coated black and undercoated with automotive grade undercoating and;

5.5. Rattle-can paint is not to be used on any surface. ITD will not accept vehicle if detected.

Section 3 – DETAILED SPECIFICATIONS

1. Description

1.1. Service Body- Knapheide Part No. KC96M1478;

1.2. Type – Enclosed, walk-in style and;

1.3. Designed for a fifty-six (56) in CA, Single Rear Wheel (SRW) pick-up truck GCWR twenty one thousand (21,000) lb Gross Axle Weight (GAWR) eleven thousand five hundred forty (11,540) lb (Front) five thousand two hundred (5200) lb (Rear) six thousand three hundred forty (6340) lb GVWR- ten – thousand nine hundred (10,900) lb Max payload capacity four thousand forty three (4243) lb.

2. Body Construction:

2.1. Compartment- Minimal fourteen (14) - gauge steel;

2.2. No Rear Conduit doors and;

2.3. Must include upper side glass windows on each side. Windows will be sealed from weather.

3. Door Construction

3.1. Sides - Each compartment will have a single door. Must be double-wall construction with reinforced with internal braces;

3.2. Rear - Double barn-style. Galvanneal twenty (20)-gauge steel. NO windows;

3.3. All doors handles/locks will be stainless steel with rotary or slam-latch style. Four (4) sets of keys must be provided;

3.4. Master locking bar must include HD stainless weatherproof hardened padlocks, both sides keyed the same and four (4) keys will be provided;

3.5. Retainers (double-sprung) to keep doors from hitting body;

3.6. Door stays - Manufactures standard gas strut or spring-loaded type and;

3.7. Seal – Bulb type, weatherproof seal on all compartment doors.

4. Shelving

4.1. Street and Curbside front vertical compartments- At least two (2) adjustable galvanized divider shelves and dividers, minimal two hundred fifty (250) lb capacity;

4.2. Street and Curbside full height rear vertical compartments- At least one (1) adjustable galvanized adjustable divider shelf and dividers, minimal two hundred fifty (250) lb capacity or and;

4.3. Street and Curbside center horizontal compartments – At least one (1) adjustable galvanized divider shelf and dividers. Minimal two hundred fifty (250) lb capacity.

5. Grab handles - Two (2) located at rear inside door.

6. Bumper- Integrated non-skid step type. Color, BLACK;

6.1. Must include a Class V Receiver Hitch and;

6.2. Must include a seven (7) pin electrical towing connector.

7. Lights

7.1. Must meet all State of Idaho requirements and Federal Motor Vehicle Safety Standards (FMVSS) https://www.nhtsa.gov/. ;

7.2. Rear Stop, Turn, and Taillights– Two (2) each, light emitting diode (LED) type;

7.3. Clearance Lights – Three (3) rear amber, one (1) red and one (1) amber side clearance lights. LED type;

7.4. Reverse Lights – Two (2) stand-alone white, LED type. WHELEN flush mount ION located low on the rear body as far apart as possible (Approximately) one (1) ft above bumper), mounted horizontally and;

7.5. License-plate Lamp – LED type.

8. Warning Lights

8.1. Two (2) WHELEN fifteen (15) in LED minibar warning lights (model # R2LPPA) AMBER, with three hundred sixty (360) -degree warning, Seventy five (75) flashes per minute (FPM) flash pattern, rated twelve twenty - four (12-24) VDC, and synchronized to operate simultaneously. Must be horizontally installed on top of service body, one all the way forward on center, one all the way aft on center. If required, light mounts must be fabricated from stainless steel or aluminum to level out roof lights. Mounts must not be taller than one (1) inch. Mounts will be fully sealed to prevent leaking into service Body;

8.2. Two (2) WHELEN model IONA, amber lights. Lights must be horizontally installed inside front grill, forward facing, as high inside grill as possible to fit, each spaced as far apart as possible. Lights must be installed level with each other in the same row on the grill and set to 75 flashes per minute (FPM) flash pattern, rated twelve – twenty - four (12-24) VDC and synchronized to operate simultaneously;

8.3. Four (4) WHELEN model TLIA Surface Mount amber lights. Lights must be horizontally installed on the rear of the body, (in a box pattern) spaced as far apart as possible and level with each other (two on right side, two on left side). Set to seventy - five (75) flashes per minute (FPM) flash pattern, rated twelve – twenty - four (12-24) VDC and synchronized to operate in a criss-cross pattern and;

8.4. All warning lights will be wired “always hot” to an OEM single switch.

9. Interior Cargo Lights

9.1. Minimal three (3) LED Ceiling Light Strips. Full length- one (1) down the center, one (1) on each side. Bright as possible. A single ON/OFF switch will be located on the interior near the rear door and;

9.2. All six (6) exterior side cabinets will have LED lighting. A single ON/OFF switch will be located on the interior of front vertical compartments.

10. Rearview Camera

10.1. Installed at top middle on the rear of the Body;

10.2. Monitor will be a seven (7) inch Ecco brand (Gemineye), mounted on the windshield in place of OEM rearview mirror location. (OEM mirror removed.) and;

10.3. Program to manual ON/OFF as well as REVERSE ON.

11. Accessories

11.1. Front of upper Body must include a wind deflector;

11.2. Fire Extinguishers

11.2.1. One (1) AMEREX 564 ABC Compliance, twenty (20) lb fire extinguisher;

11.2.2. Must be mounted on cargo interior wall/floor, curbside aft. (As close to the door as possible.) Must include HD steel quick release bracket.

11.3. Spare Tire Mount

11.3.1. Spare tire must be securely mounted against forward interior bulkhead, in the upright position and must be quick release and;

11.4. Mud flaps, Society of Automotive Engineers (SAE)https://www.sae.org/ recommended practice that the mud flap be at least the full width of the tire — and that the bottom of the mud flap is no more than one-third (1/3) the distance from the center of the rear tire to where the mud flap is located. For example, if the mud flap is placed fourty-two (42) in behind the center of the rear tire, it cannot be more than fourteen (14) in off of the ground. Logo’s will not be accepted.

RFQ279 DMV Truck Up Fitting dhb 12/23