RFQ345 - Attachment 1 - V-Box Spreader Conveyor Augers.docx

RFQ354

V-BOX SPREADER, CONVEYOR AUGERS

GENERAL INFORMATION

Purpose The Idaho Transportation Department (ITD) is requesting Quotes from Vendors for the purchase and delivery of V-Box spreader, Conveyor Augers (Augers), as further detailed.

Solicitation Contact The contact for this RFQ is:

Name: Kirk Anderson, Grants/Contract Officer Phone: 208 334.8084 Email: kirk.anderson@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 and 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 Documentation that 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 Section 2 - Specifications)

Award

6.1 Award will be made to the responsive responsible vendor(s) with the lowest cost on Attachment 2 – Price Sheet and the Line Items tab in LUMA;

6.2 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.

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

Special Terms And Conditions The following terms and conditions will apply to the resulting Contract (in addition to the terms and conditions incorporated in Section 2 of this RFQ).

Price Adjustment A price adjustment may be considered after the first twelve (12) months of the initial term of the Contract, and every twelve (12) months thereafter. If a price increase is requested, it will be the responsibility of the Contractor to notify ITD sixty (60) calendar days in advance of the desired effective date and provide supporting documentation showing industry wide increases justifying the request. ITD will notify Contractor whether the request is approved within thirty

(30) calendar days of receipt of the request.

If there is an industry wide price decrease, Contractor must notify ITD immediately of the decrease; and make the price decrease effective for ITD on the same day it becomes effective for the Contractor. If the State is not properly notified of price decreases, the pricing at the time of order will be used for invoice payment and the Contractor will provide refunds or credits as necessary.

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 1 – REQUIREMENTS

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.

Orders Orders will be placed on an as needed basis by ITD via an ITD purchase/delivery order (Order). A minimum of two (2) Augers will be ordered on each 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).

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.

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.

Warranty must include all tools, parts, equipment, labor, and freight to repair or replace a defective warranted item, which may also include the entire Auger(s). 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 (below), 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 Augers on-site within thirty (30) calendars days, or if the Augers(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 Auger(s) at no additional cost to ITD.

Authorized Distributor Submitting vendors must be an authorized distributor or manufacturer of Augers 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.

Acceptance Upon receipt, the Augers will be inspected by the ITD Maintenance Services Manager, or designee, to ensure the Augers meets the specifications provided by the Contractor in their Quote submission. Acceptance will automatically occur fourteen (14) calendar days after delivery, unless ITD has notified the Contractor in writing that the Augers do not meet specifications. If ITD determines that the Augers are not in accordance with the specifications, ITD will provide the Contractor with a written notification. The Contractor must pick-up, correct any discrepancies, and re-deliver to ITD specified location at the Contractor’s expense. The timeframe for completion of corrective action must not exceed thirty (30) calendar days from receipt of written notification from ITD;

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;

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;

6.4 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 8, Remedial Action.

Delivery Locations The Contractor must deliver the Augers, 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 Augers. 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.

Delivery Locations:

ITD District 1, 600 West Prairie Avenue, Coeur d'Alene, ID 83815 ITD District 2, 2600 Frontage Road, Lewiston, ID 83501 ITD District 3, 8150 Chinden Boulevard, Boise, ID 83714 ITD District 4, 63 W. Hwy 26 Shoshone, ID 83352 ITD District 5, 5151 South 5th Avenue, Pocatello, ID 83204 ITD District 6, 206 North Yellowstone, Rigby, ID 83442

Delivery contact information will be provided at time of order.

Invoicing The Contractor must submit its invoice via E-mail 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.

The following information must be included with each invoice:

Contract Name and Number Invoice Number and Date Contractor Contact Information 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 3

D5AP@ITD.IDAHO.GOV

ITD District 4

D6AP@ITD.IDAHO.GOV

Payment Payment will be made in accordance with Idaho Code 67-2302 after receipt of the Contractor's itemized invoice and is accepted by ITD. Total payments under this Contract shall not exceed the Total Price provided on Attachment 2 - Price Sheet unless otherwise modified in an amendment to this Price Agreement

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 the State, 3) withhold payment or require payment of actual damages caused by the Discrepancy, 4) terminate the Contract pursuant to Section 9, Termination of Contract, in addition to any remedies imposed by the State.

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).

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

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

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.

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.

Insurance See Attachment 8 – Insurance Requirements

V-BOX SPREADER, CONVEYOR AUGERS

SECTION 2 - SPECIFICATIONS

Swenson V-Box Spreader, Conveyor Augers or Equal.

See Attachment 2 – Price Sheet and IPRO Powered by LUMA Line Items