S000000211 IFB ASUMH Sleeper Cab Semi-Truck - Final~2.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000211 Solicitation Issued: March 9, 2023

Description: Sleeper Cab Semi-Truck

Department: Arkansas State University Mountain Home (ASUMH)

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: April 10, 2023 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Davis Pankey Buyer’s Direct Phone Number: 501-683-6636

Email Address: davis.pankey@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the TSS Office of State Procurement (TSS OSP) for Arkansas State University Mountain Home (ASUMH) to obtain pricing and a contract for two (2) Sleeper Cab Semi- Trucks. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not ASUMH.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Microsoft Teams Meeting Link:

S000000211 Semi-Truck Bid Opening

Meeting ID: 263 138 476 731 Meeting Passcode: zqyxu9 Call-In Information: +1 501-244-3310, 307044463# Phone Conference ID: 307 044 463#

1.3 CLARIFICATION OF SOLICITATION

A. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

B. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

C. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

B. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Requirement” means something required.

E. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhZTU1ZDYtZGVlMy00OTU2LWJlMjUtM2MzN2QyMTM3YTZh%40thread.v2/0?context=%7b%22Tid%22%3a%225ec1d8f0-cb62-4000-b327-8e63b0547048%22%2c%22Oid%22%3a%2238e1ccea-671b-44ac-85fd-c5d3fde9189a%22%7d

H. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

1.5 SCOPE

ASUMH plans to purchase two (2) 2019 or newer Sleeper Cab Semi-Trucks, one (1) Automatic transmission and one (1) Manual transmission. The Semi-Trucks will be used by ASUMH for a Commercial Driver's License (CDL) Training Program.

1.6 MINIMUM SPECIFICATIONS

A. ASUMH will test drive and inspect the condition of the Sleeper Cab Semi-Trucks prior to purchase.

B. At a minimum, the Sleeper Cab Semi-Trucks must include all of the following components or component equivalents approved by ASUMH.

Vehicle Type Mid-Roof or Raised Roof Sleeper Cab

Wheelbase 225”

Commercial Grade Class 8

Transmission 10 or 12 Speed Manual, 10 or 12 Speed Automatic

Model year 2019 or newer

Engine Cummings X15

Engine Horsepower 450 bhp or greater

Torque Rating 1450 Ft/Lbs. Torque

Suspension Air ride suspension with valve dump

Fifth Wheel Slide and Dash Control

Axle Capacity 12,000/40,000

Mileage 500,000 miles or less

Condition Great or Good

Mirrors Motorized

Brake System Air Braking

Seats Air Ride

Heater and Air Conditioning Standard OE configuration

Tires 22.5 Low Pros new, or approved equal, no super-singles

Warranty 30 Days is acceptable, but not required

Color White Preferred

C. The Prospective Contractor shall provide Specifications, Mileage, Pictures, Service history, and history of all repairs with bid submission or when requested by OSP prior to award. All equipment must have a new DOT Inspection and be test driven by ASUMH.

1.7 DELIVERY: FOB DESTINATION

Arkansas State University Mountain Home 1600 South College Street Mountain Home, AR 72653

A. The Department request delivery within thirty-one (31) business days after ordering. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering Department’s designated location. (See Response Packet). Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department. The Contractor shall give the Department immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

D. The State assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the Department’s purchase order.

1.8 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a Firm contract to a single Contractor.

B. The anticipated starting date for any resulting contract is immediately upon award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor per the Grand Total on the Official Bid Price Sheet.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. S000000211 ASUMH Official Bid Price Sheet - Final attached to Solicitation posting in ARBuy as a separate excel file. Pricing must be proposed in U.S.

dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. EO 98-04 Contract & Grant Disclosure Form.

f. Copy of Prospective Contractor’s Equal Opportunity Policy.

g. Exceptions Form.

2. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

https://arbuy.arkansas.gov/

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/