RFQ289 - Attachment 1 - New Mack Turbo Chargers And Vgt Actuators.docx

RFQ289

NEW MACK TURBO CHARGERS AND VGT ACTUATORS

GENERAL INFORMATION

Purpose The Idaho Transportation Department (ITD) is requesting Quotes from Vendors for the purchase and delivery of Mack turbo chargers (Turbo) and Variable Geometry Turbocharger (VGT) actuators, as further detailed.

Solicitation Contact The contact for this RFQ is:

Name: Denise Cooley, Sr. Buyer-CPPB Phone: 208 745 5652 Email: denise.cooley@ITD.Idaho.gov

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.

Requirements and Specifications See Sections 1 & 2 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 (https://purchasing.idaho.gov/information-for-vendors/and upload all Required Submittals.

Email:

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

Required Submittals Attachment 2 – Price Sheet Attachment 3 – Signature Page

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.

RFQ289

NEW MACK TURBO CHARGERS AND VGT ACTUATORS

SECTION 1 - REQUIREMENTS

Award Award of Contract(s) will be made to the lowest responsible Quote deemed to be the responsive, responsible Quote with the lowest total cost, as provided on Attachment 2 – Price Sheet and Items Section in IPRO.

7.1. Award will be made to the responsive responsible vendor(s) with the lowest cost.

7.2. The State reserves the right not to evaluate or make an award in the best interest of the State. The State also reserves the right to make multiple awards per manufacturer, in accordance with Section 67-9211 of Idaho Code in the best interest of the State.

Term Five (5) year with a maximum Contract spend of $149,999.99. Contract will expire when the maximum spend is reached or at the end of five (5) years, whichever comes first.

Price Adjustment Clause All prices must be held firm for twelve (12) months from effective date of the contract resulting from this ITB. A price adjustment may be allowed year on the Contract anniversary date. If a price increase is requested, it is the responsibility of the Contractor to notify the State thirty (60) calendar days in advance of the Contract anniversary date and provide supporting documentation for the reasoning of the increase. Increases must be limited to the actual cost increase to the vendor.

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.

SECTION 2 - SPECIFICATIONS

1. Brand Names 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. Orders Orders will be placed on an as needed basis by ITD via an ITD purchase/delivery order (Order). The Contractor must confirm receipt of each Order and provide an estimated delivery date within forty-eight (48) hours after receipt of each Order from ITD. Each Order will indicate the item(s) to be delivered and the delivery location for each item (see all potential Delivery Locations below).

3. Substitutions In the event an item is discontinued, the Contractor shall offer a replacement model for ITD’s consideration. Replacement models shall be at no additional cost to ITD. If the offered replacement model is acceptable to ITD, the replacement will be added via an amendment to the contract.

The item(s) being substituted must be documented by completing the Change Request Form (see Exhibit A - Change Request Form), providing all details for the change. The request must be submitted to the ITD Purchasing Contact listed for this RFQ.

4. Warranty Warranty must be for a minimum period of one (1) year after Acceptance. Warranty must include all parts, labor, and freight to replace a defective warranted item. All warranty work must be complete within thirty (30) calendars days after receipt of notice from ITD.

5. Authorized Distributor Submitting vendors must be an authorized distributor or manufacturer of the Turbos and actuators offered. An authorized distributor shall be defined as a company or organization that has a written agreement with the manufacturer to sell or service its products. Quotes from Contractors who are not an authorized distributor by the manufacturer shall not be considered.

6. Acceptance

6.1. 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 10, Invoicing;

6.2. 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;

6.3. 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.

7. Remedial Action

7.1. 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;

7.2. 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).

8. Termination of Contract

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

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

8.3. 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;

8.4. 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.

9. Delivery Locations

9.1. The Contractor must deliver the Turbos and actuators FOB Destination, freight prepaid and allowed to the locations below as coordinated with ITD’s contact for delivery with 30 days ARO. ITD will be responsible for off-loading the Turbos and actuators.

9.2. Delivery must be made Monday through Friday, 8:00 am to 4:00 pm local time (per Delivery Location), excluding state of Idaho recognized holidays https://www.idaho.gov/government/state-holidays/), unless otherwise approved by ITD.

9.3. Delivery Locations:

9.3.1. ITD District 1, 600 West Prairie Avenue, Coeur d'Alene, ID 83815

9.3.2. ITD District 2, 2600 Frontage Road, Lewiston, ID 83501

9.3.3. ITD District 3, 8150 Chinden Boulevard, Boise, ID 83714

9.3.4. ITD District 4, 63 W. Hwy 26 Shoshone, ID 83352

9.3.5. ITD District 5, 5151 South 5th Avenue, Pocatello, ID 83204

9.3.6. ITD District 6, 206 North Yellowstone, Rigby, ID 83442

9.3.7. ITD Headquarters, 3311 W. State St., Boise, ID 83703

Delivery contact information will be provided at time of order.

10. Invoicing

10.1. The Contractor must submit its invoice, within thirty (30) calendar days after 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.

10.2. The following information must be included with each invoice:

10.2.1. Contract Name and Number

10.2.2. Invoice Number and Date

10.2.3. Contractor Contact Information

10.2.4. Itemization of Property delivered and accepted – description, quantity, unit of measure, unit price, extended price, and total invoice amount

ITD District 1

D1AP@ITD.IDAHO.GOV

ITD District 2

D2AP@ITD.IDAHO.GOV

ITD District 3

D3AP@ITD.IDAHO.GOV

ITD District 4

D4AP@ITD.IDAHO.GOV

ITD District 5

D5AP@ITD.IDAHO.GOV

ITD District 6

D6AP@ITD.IDAHO.GOV

11. Quantity While the quantities provided this RFQ are total estimated annual quantities, and are used for evaluation and award purposes, actual quantities ITD purchases may vary; no minimum or maximum quantities are guaranteed or implied.

12. Cores

12.1. This purchase includes the return of used ITD owned Turbo and Actuator cores (Core). Each Core will be returned to the Contractor upon ITD’s installation of the new Turbo. ITD may order more than one Turbo or Actuator Core at a time and will not complete the installations all at one time; the installations will occur within six (6) months after delivery.

12.2. The Price Sheet has one line for the Turbos and Actuators and one line for the core charge. The core charge will not be used for evaluation purposes and will not be included in the Total Cost.

12.3. ITD will notify the Contractor via email when a return Core is ready for pick-up and request a pre-paid shipping label. ITD will be responsible for packaging the Core and returning it to the Contractor. The Contractor will be responsible for providing the pre-paid shipping label at no additional cost to ITD. The Contractor must provide a reimbursement to ITD, in the form of a check (warrant) accompanied by a credit memo within thirty (30) calendar days after receipt of the Core by the Contractor.

13. Core Return Policy Submitting vendor must provide ITD with a core return policy with the quote submittal. The core return policy must indicate possible core rejection causes.

14. Orders

14.1. The estimated quantity of units provided in Attachment 2– Price Sheet are estimates and are provided for bidding purposes only. Orders will be on an “as needed” basis.

14.2. The estimated quantities are approximate, based on historical quantities and projected estimates. ITD does not guarantee quantities to be purchased after the first initial order is given or should be inferred. ITD may order any quantity of Turbos at any time. The Total Cost (based on estimated quantities) will be used for quote evaluation and award purposes; however, ITD reserves the right, in its sole discretion, to increase or decrease the amount of Turbos to be ordered during the term of the Contract as conditions warrant and as is otherwise in the best interest of the State.

SECTION 2 – SPECIFICATIONS

1. Mack turbo chargers and VGT actuators must be new and at minimum must consist of the following in order to be considered for award;

1.1 Mack Holset Turbo part #85151101 without actuator or equal;

1.2 Original Equipment Manufacturer (OEM) only, aftermarket will not be accepted;

1.3 Must be new, remanufactured/rebuilt will not be accepted;

1.4 Speed sensor included and;

1.5 Must be compatible with Mack Holset turbo charger actuator part #85013730.

2. Mack Holset Turbo Charger VTG actuator must be new and at a minimum must consist of the following in order to be considered for award;

2.1. Mack Holset Turbo Charger actuator part #85013730 or equal;

2.2. Original Equipment Manufacturer (OEM) only, aftermarket will not be accepted;

2.3. Must be new, remanufactured/rebuilt will not be accepted and;

2.4. Must include wiring plug in and;

2.5. Must be compatible with Mack turbo charger part #85151101.