RFQ497 SWITC Lawnmower with deck REQ 803.pdf

IDAHO DEPARTMENT OF HEALTH AND WELFARE

RFQ 497

Walker H38i Lawn mower with Deck or Equivalent

1. Purpose The Idaho Department of Health and Welfare (Department), Southwest Idaho Treatment Center (SWITC) is requesting quotes for a Walker H38i lawn mower with decks as further detailed below.

2. Background

SWITC has two (2) Walker H38i lawn mowers and is looking to add an additional mower with a sixty-four inch (64") tilt up deck which allows the hospital to maintain mower blades safely without placing the mower on a lift. The hospital stocks many accessories that are only compatible with the Walker H38i.

There is a new addition of seven (7) to eight (8) acres of new turf that requires an additional mower to minimize use of our limited staff and also prolong the life of the mowers already in service.

3. Timelines and Submittal

Quotes will be accepted through LUMA only. Submit your quote in LUMA no later than 4:59 p.m.

Mountain Time on 05/09/2024.

All correspondence regarding this RFQ must be done through the Q & A Board in IPRO.

Billing Procedure:

No invoices will be accepted or paid without receipt of delivery. Payment terms must be Net 30 days upon receipt of a fully completed invoice submitted by the vendor.

Invoices must be submitted via email to:

{Information will be provided in the resulting Contract.}

The products must be delivered thirty (30) days ARO unless another delivery time is mutually agreed upon in writing.

4. Specifications

See Exhibit B

The Contractor must deliver the lawn mower with deck FOB Destination, Pre-paid & Allowed to SWITC in Nampa, Idaho or as coordinated with the Department contact. The Department contact for delivery is:

{Information will be provided in the resulting Contract.}

5. Warranty The lawn mower must come with a one (1) year full manufacturer’s warranty from when it enters service.

The warranty must include parts and labor to ensure the machine is operating as intended and within the original parameters. The Department will pay for reasonable shipping charges to and from the vendor providing warranty protection.

6. Award Basis and Term

Validity of Quote: Your quote must be firm and binding for a minimum of ninety (90) calendar days, or such alternate time as designated in the solicitation document.

Alternate Quotes: Multiple or alternate quotes will not be accepted.

AWARD: Award will be ALL OR NONE to the Responsive Responsible Vendor with the Lowest Cost as provided in IPRO.

The initial Contract term is anticipated to be one (1) year. Upon mutual, written agreement, the Contract may be amended or extended for up to four (4) additional years. The total Contract term, including all extensions, is not anticipated to exceed five (5) years. The Department may cancel the Contract at any time, without cause, upon thirty (30) calendar days written notice to the Contractor specifying the date of termination. The Contractor must obtain the approval of the Department to terminate the Contract for convenience.

Services and requirements will include the following:

Exhibit A – Riders Exhibit B -- Specifications

The attached documents will become part of the Contract resulting from this RFQ. If you wish to provide a quote for these services, please provide your fully loaded rates which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, profit, supplies, travel and quality improvement, into the Cost page in IPRO. Any alterations to the IPRO Cost page may result in your quote being considered not acceptable. Also, vendors must answer the questions in the IPRO Questions page.

Additional Solicitation Instructions:

Standard Terms and Conditions and Solicitation Instructions: The current versions of the “State of Idaho Standard Contract Terms and Conditions” Standard-Terms-and-Conditions_May-2021.pdf (idaho.gov) and “Solicitation Instructions to Vendors” State of Idaho Solicitation Instructions to Vendors are incorporated by reference into this solicitation, and any resulting Contract, as if set forth in their entirety. Both documents can be downloaded at https://purchasing.idaho.gov/governing-laws-and-policies/; or copies obtained by contacting the Division of Purchasing at 208.327.7465 or purchasing@adm.idaho.gov. Failure by any submitting vendor to obtain a copy of these documents must in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Division of Purchasing or the Department for a submitting vendor's failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

7. Acceptance & Substitutions The lawn mower will be inspected by the Department prior to acceptance. Excessive defects or damage may be grounds for rejection of the lawn mower. The determination of what is or is not acceptable will be solely at the discretion of the Department. The Department is allowed forty-eight (48) hours from delivery to accept the products, Monday through Friday, State holidays excepted (https://www.idaho.gov/government/state-holidays/).

If an item is rejected due to a repairable condition the vendor may, at the option of the Department, have one (1) calendar week to correct the defect(s) (at the vendor’s expense) or, at the vendor’s option a replacement of the same class or equivalent, which meets all the minimum specifications, requirements of this quote and is compatible with previously delivered devices may be substituted within a reasonable amount of time, not to exceed two (2) calendar weeks.

If substitutions or “equal” items are offered, descriptive literature must be provided in sufficient detail to determine whether the items offered meet specifications.

All mowers bid must be compatible with Walker H38i Mower accessories.

8. Additional Product

The Department reserves the right to purchase additional products not specifically detailed in this RFQ, but within the scope of the subsequent Contract. This may include accessories, replacement parts or related products that directly support the project. The prices will be negotiated between the Contractor and Department prior to purchase.

9. Response Enter your Total Cost in IPRO, so that it is received at the Department prior to the deadline established above.

The Contract resulting from this RFQ will be a Fixed Unit Cost, Indefinite Quantity Contract. The Department will pay up to the total amount quoted for products successfully delivered in compliance with the terms of the resulting Contract.

Costs must remain firm throughout the initial term of the Contract, unless otherwise agreed to by the Department and modifications will only be considered under extenuating circumstances.

The "Estimated Number of Units" shown on the IPRO Items page is the Department's best estimate of units that may be experienced during the 1st year of the Contract. Estimated quantities are not binding by the Department but are intended to provide an equal and equitable opportunity for quoting purposes.

It is at the Department’s sole discretion whether or not your response meets the specifications of this RFQ. At the sole discretion of the Department if your response does not meet the requirements of the RFQ the submitting vendor will not be considered for award. Responses to the questions in the IPRO Question page will be used to determine whether your response meets the requirements of this RFQ.

Exhibit A - Riders Insurance

For the term of the Contract and until all services specified in the Contract are completed, the Contractor must maintain in force, at its own expense, the following insurance.

Commercial General Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each occurrence. Insurance required by this section must name the State of Idaho, Department of Health and Welfare as an additional insured.

Workers' Compensation Insurance which includes Employer Liability Insurance and must comply with

Idaho Statutes regarding Workers' Compensation in the amount of: $100,000 per accident; $500,000 disease policy limit; and $100,000 disease, each employee.

Commercial Automobile Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each accident. Insurance required by this section must name the State of Idaho, Department of Health and Welfare as an additional insured.

Bidder may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability Insurance in its Bid if the Bidder will not use any owned, hired or non-owned vehicles to conduct business under the Contract, if it is awarded the Contract, and the Department will consider the request. If the Bidder submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of Bids, the Department may not consider the request.

If any of the liability insurance required for this Contract is arranged on a "claims-made" basis, "tail coverage" will be required at the completion or termination of this Contract for a duration of twenty-four (24) months thereafter. Continuous "claims-made" coverage will be acceptable in lieu of "tail-coverage" provided the retroactive date is on or before the effective date of this Contract, or twenty-four (24) months "prior acts" coverage is provided. Contractor will be responsible for furnishing certification of "tail coverage" or continuous "claims-made" coverage.

Prior to performing any services, the Contractor must provide certificates of insurance to the Department. The Contractor is also required to maintain current certificates on file with the Department and to provide updated certificates upon request. Failure to provide the required certificates of insurance must constitute a default under this Contract and upon such failure the Department may, at its option, terminate the Contract.

Insurance required by this section must be policies or Contracts of insurance issued by insurers approved by the Department. Should any of above-described policies be cancelled before the expiration date thereof, notice must be delivered in accordance with the policy provision.

Insurance carrier must provide, to the Department, a minimum of thirty (30) days’ advance written notice of cancellation, material change, or non-renewal of policies required under the Contract. However, in those situations where the insurance carrier refuses to provide notice to the Department, the Contractor must notify the Department of any cancellation or reduction in coverage or limits of any insurance within seven (7) days of receipt of insurer’s notification to that effect.

Send updated certificates to: DHWInsurance@dhw.idaho.gov

Certificate holder should be listed as: Idaho Department of Health and Welfare

Contracting & Procurement Services Unit – 9th floor 450 W. State Street Boise, ID 83720-0036

Exhibit B

RFQ 497

Specifications for Walker H38i Lawn mower with Deck or Equivalent

The Department recognizes there may be minor deviations in physical characteristics among equivalent products, thus small differences in size and build that do not affect the required task will be acceptable. Performative functions are mandatory, but small differences in process will also be accepted for equivalent products as long as the machine can perform all the required tasks as detailed in the document and specifications below.

Riding lawn mower must be new/unused Riding lawn mower must effectively cut grass of varying heights and thickness Riding lawn mower must include a discharge deck for optional bagging/storing cut grass Riding lawn mower must be able to move forwards, go in reverse, and move left and right in both functions

Walker H38I with 64-inch deck riding lawn mower or Equivalent

Walker Model number H38i, 38-HP Kohler ECH980 Walker Model number DR64-3, 64” rear discharge deck assembly, HD

Engine

Two (2) cycle gasoline, air cooled with Electronic Fuel Injection Fuel tank capacity at least 9.4 gallons. Two Independent 4.7 Gallon Tanks with Selector Valve Fuel regular grade unleaded gasoline (87 Octane minimum, 10% Ethanol maximum) Max power: 38 HP @3600 RPM and Max Torque: 58 ft-lbs and Displacement 999cc (61 cu.in.)

Electrical System

12-volt battery, three hundred forty (340) Cold Cranking Amps (CCA) Flywheel alternator charging system Twenty-five (25) Amp DC charging output

Transmission

Manufacturer/Model: Dual Independent Hydro-Gear ZT3400 Integrated Transaxles Steering: Hand Lever Control, Individual Wheel Forward Speed Control: Precision Friction Lock Lever, Cruise Control, with Neutral-Park Position Parking Brake: Internal Mechanical Cog Lock for each Transaxle (Single Lever Control) Forward MPH (km/h): 0-10 MPH (0-16 km/h) Infinitely Variable Neutral: Transaxle Release by Manual Dump Valve

Blade Drive

PTO Shaft: Quick Disconnect Splined Shaft with Two (2) High-Speed U-Joints Blade Drive Clutch and Brake: Manual Belt Tightener Clutch and Band Brake [Stops Blades within Five

(5) Seconds of Disengagement]

Deck

Recommended Cut Width: Side Discharge: 60 in. (152 cm), Rear Discharge: 52 to 64 in. (132 to 163 cm) Cutting Height: 1 to 5 in (2.5 to 13 cm) in 1/4 in (1 cm) Increments, 17 Positions Deck Suspension: Torsion-Flex Frame with Caster Wheels and Counterweight Springs

Tires

Drive: 23 x 10.5-12 Tailwheel: 13 x 5.00-6 (Pneumatic 4-Ply) Deck Caster: 13 x 5.00-6 (Pneumatic 4-Ply)

Dimensions- length in inches (in)

LENGTH

o Tractor Only: 69 in (175 cm) o Tractor with R64 deck: 107 in (272 cm) o Tractor with deck tilted: 87.75 in (223 cm) o Tractor wheel base: 45.375 in (115 cm)

WIDTH

o Tractor Only (Outside Tire): 46.5 in (118 cm) o Tractor with R64 deck: 66 in (168 cm) o Tread Width: 36.5 in (93 cm)

HEIGHT

o Tractor: 46.5 in (118 cm)

WEIGHT

o Tractor Only: 808 lbs (366.5 kg) o Tractor with R64 deck: 1239 lbs (562 kg)