RFQ470 - Attachment 1 - Requirements Specifications - Enclosed Trailers.docx

RFQ470

ENCLOSED TRAILERS

GENERAL INFORMATION

1. Purpose The Idaho Transportation Department (ITD) is requesting quotes for the purchase of three (3) Enclosed trailers as further detailed below.

2. Solicitation Contact The contact for this RFQ is:

Name: Douglas Buswell , Contracting 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 Powered by LUMA 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 Powered by LUMA.

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.

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.

RFQ470

ATTACHMENT 1 – REQUIREMENTS & SPECIFICATIONS

ENCLOSED TRAILERS

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. Dealers and Salesman License and Manufacturer’s Statement of Origin

Bidders must comply with Idaho Code, Section 49, Chapter 16, “Dealers and Salesmen Licensing”. The dealer furnishing the new enclosed trailers must provide the original MSO and an ITD0502, Report of Sale and Application for Certificate of Title, directly to ITD upon payment of completed enclosed trailers to the Contractor for titling as new enclosed trailers.

3. Warranty

3.1. Manufacturer standard warranty must cover the entire Trailer for a minimum period of one (1) year. Manufacturer standard warranty and extended warranty must cover paint defects, with the exception of normal wear and tear under normal working conditions.

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

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

4. Acceptance

4.1. 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.

4.2. 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.

4.3. 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.

5. Remedial Action

5.1. 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.

5.2. 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).

6. Termination of Contract

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

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

6.3. 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.

6.4. 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.

7. Delivery

7.1. Delivery is desired within one hundred eighty (180) 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. The Contractor must deliver the Trailers to the locations listed below by the desired delivery date or the date provided on Attachment 3 – Bid Schedule if determined to be in the best interest of the State of Idaho. The contractor will be responsible for the unloading of the Trailers. Towing of the Trailers in lieu of flatbed delivery is acceptable. Please indicate your intended method of delivery in Attachment 2 – Price Sheet. If Contractor elects to tow the Trailers as their delivery method, Contractor must have insurance sufficient enough to cover any damage caused to the Trailer(s) during shipping, up to and including coverage to replace the entire Trailer(s) if needed.

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

7.3. Delivery Location:

Enclosed Trailer – ITD District 6, N Yellowstone Highway Rigby, Idaho 83442

8. 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:

Purchase Order Name and Number Invoice Number and Date Contractor Contact Information Itemization of Property delivered and accepted – description, quantity, unit of measure, unit price, and total invoice amount.

Invoices must be submitted electronically to:

HQAP@ITD.IDAHO.GOV

9. Payment Payment will be made in accordance with Idaho Code 67-2302 https://legislature.idaho.gov/statutes 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 the resulting Contract.

10. Authorized Distributor/Manufacturer

10.1. Submitting vendors must be an authorized distributor or manufacturer of the enclosed trailer 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. Bids from Contractors who are not an authorized distributor by the manufacturer shall not be considered.

10.2. ITD reserves the right to request authorized distributor documentation from the submitting vendors. Failure to provide submitting documentation as requested will result in a non-responsive quote.

Section 2 – Specifications

The Trailers must meet the minimum specifications provided below and be the latest model of the manufacturer's current standard production, as offered to commercial trade. Trailers must be new, not used. Though they are not specifically covered herein, all parts necessary to provide complete and functional Trailers must be included. All parts must conform in design, strength, quality of materials, and 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.

Trailers must be completely assembled when delivered to the ITD location listed in Attachment 1 - Section 1, 7. Delivery (above), with all accessories and equipment in place or furnished. All equipment and accessories must be installed as per the manufacture’s specifications, and the Trailers must be serviced and ready for continuous operation at the time of delivery.

Enclosed Trailers

1. Make/Model

1.1. At a minimum, the Trailers must be one hundred (102) in x twenty (20) ft, bumper pull, enclosed trailer fully assembled, and operational at time of delivery to include but not limited to the options and features detailed below.

2. Paint

2.1. Each Trailer must be cleaned, prime coated, and then powder or prime coated per the paint manufacturer’s process for the application. The prime coat(s) and finish coat (s) must be a minimum dry thickness of four (4) mil total two (2) mil prime coat & two (2) mil coat). The Trailers must be smooth and free of rust, runs, overspray, peeling, weld splatter, and other defects.

3. Color

3.1. Trailer – Fleet White and;

3.2. A paint chip must be provided to ITD for approval within seven (7) calendar days after award of the Contract. Further details will be provided upon award.

4. Trailer

4.1. Size – One hundred two (102) in wide by twenty (20) ft long;

4.2. Interior Height – Seventy-eight (78) in;

4.3. Frame – Eight (8) in I-beam, channel or square tubing frame;

4.4. Flooring – Three fourth (3/4) in OSB;

4.5. Interior Walls – Three eighth (3/8) in OSB;

4.6. Adjustable hitch – Two and five sixteenth (2-5/16) in;

4.7. Tongue Jack – Manual quick drop tongue jack;

4.8. Rear Door – Spring assisted ramp door, bar lock;

4.9. Side Door – Thirty-six (36) in, bar lock, located curb side;

4.10. Reflectorized tape – Two (2) in wide reflectorized, self-adhesive, Diamond Grade 3M, conspicuity tape installed on the side and rear of trailer frame in a continuous length;

4.11. Electrical plug – Must extend twenty-four (24) in beyond hitch and equipped with a seven (7)-prong recreational vehicle (RV) style with flat blades plug;

4.12. Safety chains – Two (2) ft of three eights (3/8) in chains attached to trailer tongue and equipped with safety hooks;

4.13. Axles – Two (2), five thousand two hundred (5,200) lb axles with electric brakes on both axles;

4.14. Hubs – Must be equipped with easy lube feature;

4.15. Tires – Five (5) ST205/75R15, radial. Spare mounted to front of trailer;

4.16. Exterior Fenders – Aluminum;

4.17. Toolbox – Constructed of steel, lockable, and mounted on the tongue of the Trailer; Manufacture’s standard size is acceptable and;

4.18. Lights – Must be Light Emitting Diode (LED), compliant with Federal Highways Administration (FHWA) requirements.

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