RFQ792

Vehicle Seat Covers and Installation

GENERAL INFORMATION

1. Purpose Idaho Transportation Department ITD) is requesting Quotes from qualified vendors for the purchase and installation of Vehicle Seat Covers as further detailed below.

2. Solicitation Contact Name: Doug Buswell, Contracting and Grants Officer Phone: 208-772-8077 Email: Doug.Buswell@itd.idaho.gov (preferred method of contact) Address: 600 W. Prairie Ave. Coeur d ‘Alene, ID. 83815

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 Attachment 1 – Requirements & Specifications – Vehicle Seat Covers

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 (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 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 Attachment 1 – Requirements and Specifications – Vehicle Seat Covers, Section 2)

7. Award

7.1. Award will be made, all or none, to the responsive responsible vendor with the lowest Total Cost on Attachment 2 – Price Sheet.

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.

8. Term The initial term of the Contract is for one (1) year starting on the day of award. The initial term of the Upon mutual, written agreement, the Contract may be renewed or extended with an anticipated total contract of four (4) additional one (1) year terms for a total of five (5) years. Total spend cannot exceed one hundred fifty thousand ($149,999.99) over the entire course of the Contract to include renewals.

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 via email, courier, fax, or other method outside of IPRO). It is free to establish an account and only takes a few minutes of your time.

RFQ792

ATTACHMENT 1 – REQUIREMENTS & SPECIFICATIONS

Vehicle Seat Covers

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. Vehicle Seat Covers Must be a product that has been produced and sold to the commercial trade for the last three (3) years. Vehicle Seat Covers must be covered herein, all parts and equipment necessary to provide complete installation. All Vehicle Seat Covers must conform in design, strength, quality of materials, and workmanship to current engineering practices and accepted standards of the industry. All Vehicle Seat Covers must be the manufacturer’s standard unless otherwise specified in this RFQ.

3. Quantity While the quantities provided in this RQS are estimated annual quantities, and are used for evaluation and award purposes, actual quantities ITD purchases may vary; no minimum or maximum order quantities are guaranteed or implied. Bid will reflect individual pricing per Item.

4. Warranty Warranty must be LIFETIME against product or workmanship failure after Acceptance. Warranty must include all labor, travel expenses, tools, parts, supplies, and worksite clean up to make any necessary corrections. All warranty work must be complete within seven (7) business days after receipt of written notice from ITD. If approved by ITD, the Contractor may perform warranty work on-site, at the Delivery location identified in Attachment 1 Section 8.

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

5. Acceptance All installations will be performed at the location identified in Attachment 1 Section 8, unless otherwise informed by ITD. Once installed, product will be inspected by ITD’s delivery contact. (or approved designee) The vendor will be notified by the delivery contact (or approved designee) to ensure the requirements and specifications are met.

In the event the specifications are not met, the Contractor must correct any discrepancies, and re-deliver within seven (7) calendar days after notification from ITD, at no additional cost to ITD. In the event that the Vehicle Seat Covers do not meet the requirements, specifications, or found with discrepancies that are not fixed by the Contractor during the Acceptance period, ITD reserves the right to reject the Vehicle Seat Covers via email notification.

If approved by ITD, the Contractor will correct discrepancies on-site at ITD’s location. The Contractor will be responsible for providing all labor, travel expenses, tools, parts, supplies, and worksite clean up to make any necessary corrections. The timeframe for corrective action will still be as identified above.

Documenting Acceptance - ITD’s delivery contact (or approved designee) will be responsible for documenting Acceptance, in writing, using Attachment 5 - Deliverable Acceptance Form. These documents will serve as proof of Acceptance and approval to proceed with the invoicing procedures as required in Attachment 1 Section 9, Invoicing.

Documenting Non-Compliance - ITD’s delivery contact (or approved designee) will be responsible for documenting non-compliance, in writing, using Attachment 4 - Contract Discrepancy Notice. This document will be emailed to the Contractor, providing details for each discrepancy that require corrective action. Invoicing shall not occur until non-compliance has been corrected.

Correcting Non-Compliance - After receipt of the Contract Discrepancy Notice, the Contractor 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 ten (10) 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.

6. Remedial Action In addition to any remedies available to the State under law or equity, the State may at 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 7, 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).

7. Termination and Cure See Idaho Contract Terms and Conditions on the Attachments tab in IPRO powered by LUMA.

8. Pickup, Delivery and Contact Contractors’ installation facility must be located within twenty (20) miles of the location listed below. Contractor will be responsible for installing the Vehicle Seat Covers at the IT’D location listed below or a mutually agreed on location.

Location: it’d Headquarters 3311 W. State St. Boise, ID 83703 Contact- Jeff Rados (208) 334-8415 or Jeff.Rados@Itd.Idaho.gov Installations must take place 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 by ITD.

9. Invoicing The Contractor must submit its invoice within thirty (30) calendar days after Acceptance to the billing contact identified on each Order. 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:

Invoices must include the following information:

9.1. Contractor Company Name & Contact Information;

9.2. Contract Name & Number (PO #);

9.3. Invoice Number & Date;

9.4. Itemization of the purchased goods to include description matching the contract, quantity, unit of measure, unit price, extended price, and total invoiced amount;

9.5. ITD vehicle unit number (License Plate) or Vehicle Identification Number (VIN);

9.6. Vehicle mileage and;

9.7. Serial or VIN#

Electronic invoice submittal email: www.hqfleet@itd.idaho.gov

RFQ792

VEHICLE SEAT COVERS

SECTION 2 - SPECIFICATIONS

Vehicle Seat Covers must at a minimum consist of the following;

1. Must be custom made for each particular type vehicle;

2. Must be made of one hundred percent (100%) Saddle Blanket fabric sixteen (16) ounce tweed);

3. Must have lower back area and bottom seat area overlayed with 1000 Denier Cordura fabric;

4. Must have an additional overlay with 1000 Denier Cordura fabric sewn onto the outside bottom portion over Vehicle Seat Cover to help prevent premature wear;

5. Must contain a pocket sewn onto the back of the front seat covers used for storage of manuals and be least nine (9) by twelve (12) inches;

6. Must installed to fit tightly with nylon webbing plus ladder-locks and Velcro;

7. Must airbag compliant and be labeled airbag compliant;

8. Color must be gray and;

9. Vehicle must be cleaned of any workmanship debris after completed installation and ready for use.

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