RFQ863 - Attachment - 1 - General Information - Road Widener.docx

RFQ863

ROAD WIDENER

GENERAL INFORMATION

1. Purpose The Idaho Transportation Department (ITD) is requesting Quotes from vendors for the purchase, installation, and delivery of a one (1) road widener installed on an ITD owned loader, as further detailed below.

2. Solicitation Contact Name: Doug Buswell, Senior Buyer 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 – Road Widener

5. Quote

5.1. 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.

5.2. Email:

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

6. Award

6.1. Award will be made to the responsive responsible vendor(s) with the lowest total cost for all Groups and;

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

7. 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 – Road Widener, Section 2)

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.

RFQ863

ATTACHMENT 1 – REQUIREMENTS & SPECIFICATIONS

ROAD WIDENER

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. Model & Assembly The road widener must be new, not used. Though they are not specifically covered herein, all parts necessary to provide a complete and functional widener must be provided. 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 manufacturer’s standard unless otherwise specified in this RFQ.

3. Warranty Manufacturer standard warranty must cover the entire widener for a minimum period of one (1) year. Manufacturer standard warranty must cover all defects, with the exception, of normal wear and tear under normal working conditions.

Warranty must include all tools, parts, equipment, labor, travel, and freight to repair or replace a defective warranted item, which may also include the entire widener. All warranty work must be completed within thirty (30) calendars days after receipt of written notice from ITD. If approved by the ITD, the Contractor may perform warranty work on-site, at the Delivery location identified in Section 8, 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 widener on-site within thirty (30) calendars days, or if the widener 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 widener at no additional cost to ITD.

4. Acceptance 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.

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 must not occur until non-compliance has been corrected.

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 6, Remedial Action.

5. AUTHORIZED DISTRIBUTOR

Submitting vendors must be an authorized distributor or manufacturer of the road widener 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.

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 and Cure, 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 Attachment tab of RFQ863 IPRO powered by LUMA.

8. Installation ITD will deliver the loader to the awarded vendor for the installation of the road widener. The vendor's installation location must be within 150 miles of Shoshone, Idaho, within the state of Idaho.

9. Delivery The vendor will be responsible for returning the loader via licensed and insured carrier with an installed road widener to the delivery location noted below.

Delivery must be made Monday through Thursday, 7:00 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 Location:

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

Delivery contact information will be provided at time of award.

9. Insurance

9.1. See Insurance Requirements on the Attachment tab of RFQ863 IPRO powered by LUMA.

9.2. In addition to the requirements per Attachment 6 – Insurance Requirements, Contractor must have Garage Keepers Liability Insurance Coverage of no less than $500,000, in place at the time of award. Garage Keepers Liability Insurance must be direct coverage and cover damage to ITD’s vehicles from damage caused by and including collision with another object, another vehicle, overturn, fire, lightning, explosion, theft, mischief and vandalism while the insured is attending, servicing, repairing, parking or storing in its garage operations.

10. 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:

10.1. Contract Name and Order Number

10.2. Invoice Number and Date

10.3. Contractor Contact Information

10.4. Itemization of Property (description, quantity, unit of measure, unit price, and total price)

Electronic invoice submittal email: HQFLEET@ITD.IDAHO.GOV

SECTION 2 – SPECIFICATIONS

One (1) Road Widener© Model FH-R Dual Discharge or equal installed on an ITD owned Caterpillar model 938M loader, serial number VEZY01427, be fully operational and at a minimum consist of the following:

1. Description

1.1 Type – Shouldering and side paving attachment;

1.2 Primary Unit – Unit must attach to a Caterpillar 938M loader with Fusion Coupler;

1.3 Discharge – Capable of discharging material to either side and;

1.4 Control – Remote control for all functions from Primary Unit cab.

2. Dimensions

2.1 Lay Down Width – One (1) ft to four (4) ft, left and right side;

2.2 Weight – One thousand four hundred (3,400) lb empty;

2.3 Retracted Width – One hundred thirty eight (138) in and;

2.4 Extended Width – Two hundred ten (210) in.

3. Belt

3.1. Type – Heat-treated capable for all materials including asphalt hot mix and;

3.2. Size – Twenty – one (21) in wide X nine (9) ft long.

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