SWC_225_Questions_and_Comments.docx
DOCX document 81 KB Posted
- Attached to
- SWC 225 Highway & Heavy Equipment
- Solicitation number
- Event 32110-13934
- Issued by
- Tennessee
About this file
This is a State Response to Written Questions and Comments document issued by the Tennessee Department of General Services for Request for Information #13856 regarding SWC225 Highway & Heavy Equipment, dated June 8, 2026. The document addresses 13 vendor inquiries concerning the bidding structure and requirements for various heavy equipment categories including street sweepers, tack oil distributors, excavators, and message signs. Key clarifications include revisions to the bid sheet that allow street sweepers to be bid separately by type and manufacturer, separation of compact excavators into distinct categories for tracked and rubber tire units, and confirmation that knuckleboom loaders will not be added as a category at this time. The State clarified that only manufacturers' authorized full-service dealerships may bid, not manufacturers directly, and that awards will be made to the lowest responsive and responsible manufacturer's dealer per category per region within designated areas.
Regarding bidding requirements and pricing terms, vendors must bid all items within a submitted category using the same brand to be considered responsive and awarded that category and region. Multiple brands may be awarded within the same category across different regions, but each region will have only one authorized dealership per manufacturer. The State revised the Terms and Conditions from previous iterations, establishing a fixed price period of 180 days with semi-annual catalog updates, and maintained the mileage rate at $0.070 as specified in the contract specifications. The document clarifies that parts and service freight charges are excluded only for standard stock orders, with expedited shipping freight charges to be included on invoices per Section 3.15 of the Terms and Conditions.
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Other files
| File | Type | Posted |
|---|---|---|
| SWC225_Highway___Heavy_Equipment.pdf | ||
| SWC225_Terms___Conditions_13856_Final.docx | DOCX document | |
| Attestation_Regarding_Personnel_Contract_Performance.pdf | ||
| Attachment_B_-_SWC_225-_Bid_Sheet_Final_13934.xlsx | XLSX spreadsheet | |
| SWC_Vehicle%2c_Equipment_Qtr_Report.xlsx | XLSX spreadsheet | |
| Attachment_C_SWC225_Specifications_Final_Revied_6.2.docx | DOCX document | |
| Attachment_A-_Purchasing_Regions_and_counties_of_TN_(1).docx | DOCX document |
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Text version
STATE OF TENNESSEE
DEPARTMENT OF GENERAL SERVICES
REQUEST FOR INFORMATION # 13856
STATE RESPONSE TO WRITTEN QUESTION & COMMENTS FOR SWC225
DATE: June 8, 2026
1. State responses to questions and comments in the table below.
QUESTION / COMMENT
STATE RESPONSE
1.
I understand that to be considered compliant, if you bid a Category you must bid on every item in the Category. I Street Sweepers, many manufacturers do not offer bot a truck mounted and a self-propelled unit. Is it possible to only bid truck mounted? If not, is it possible to bid a Self-Propelled from one manufacturer, and a truck-mounted from another?
The bid sheet category for sweepers has been revised to allow each type to be bid separately by manufacturer.
RFI 13856 SWC225 Highway – Heavy Equipment
2.
| In Category 3, what is the capacity of the Tack Oil Distributors to be compliant? |
| There are no specific specs on each type of equipment since the ITB is based off a catalog discount. |
3.
| During the discussion, mention was made of knuckleboom loaders, for State use. I believe the State has purchased two already. Is it possible that knuckleboom loaders will be added as a Category in this bid? |
| This category of equipment will not be added since this was brought up in the RFI and Transportation indicated that they had no plans to add this type of equipment to their fleet at this time. |
| 4. |
| Based on the evolution of contract 32110 over the past five years, we hope the State is willing to continue past revisions including those in 32110-12108 that initiated subcategories “A, B, C…etc.” to allow vendors to remain “responsive” in cases where dealer / vendors simply do not offer a full range of products within the overall category. |
| Please note the revised bid sheet which has additional revised categories added. |
| 5. |
| Next, again based on the evolution of SWC 32110 over the past five years, we respectfully ask that The State consider substituting the Terms & Conditions letter currently used in SWC 32110-1356 with the Terms & Conditions of SWC 32110-11545 revised 04.29,2022 (a .pdf copy of which is attached), which addresses two other primary concerns we have with the current proposal. |
Namely, the revision of Paragraph 4.2.1 “Warranty” to essentially ask for a pass-through of the manufacturer’s standard warranty, along with revisions to Paragraph 6.2 “Price Changes” which are allowed every 120 days, per this attached document.
The terms and Conditions from the previous ITB cannot be used in the current new SWC225 ITB.
The fixed price period under Section 6.2 of the Terms and Conditions has been revised to 180 days and catalogs can be updated semi-annually.
| 6. |
| The milage rate referred to in SWC225 Specifications Final is for passenger vehicle reimbursement rate of $.070. and not in comparison to operational expenses for large field service trucks. |
-We request this be amended to include round trip mileage charges and mileage rates with the industry average at $5.00 per mile for large construction and mining distributors from bids received.
The mileage rate will remain as listed in section 2.7 of attachment C Specifications.
| 7. |
| Are parts and service included pertaining to no freight charges or is this just on equipment? |
If yes, can this be amended to the following? If parts are ordered on standard stock orders, this is acceptable for no freight charges, however if the request is made by TDOT employees to expedite shipping all freight will be included on the parts or service invoice.
Per the Terms and Conditions please reference section 3.15 for clarification.
| 8. |
| The only question I have is regarding the Excavators, Compact (Track & Rubber Tire) 20,000Lb or less category. Within the General Instructions section in the bid sheet it states, “MUST BID ALL ITEMS UNDER THE SUBMITTED CATEGORY IN ORDER TO BE CONSIDERED RESPONSIVE”. The largest excavator Hutson offers is 13,620lb and we do not offer any wheeled excavators. If Hutson were only to quote the 13,620lb excavator and smaller and not provide any quotes for wheeled excavators would we be considered non-responsive to that category? |
| Please note revised bid sheet where this type of equipment has been separated into two categories. |
| 9. |
| Can a manufacturer bid on the SWC225 ITB directly? |
| No, only Manufacturers authorized full service dealerships can bid. |
| 10. |
| Is this a multi-award or single-award contract? Specifically: Can multiple brands/manufacturers be awarded within the same category or subcategory (e.g., John Deere, Caterpillar, and New Holland all awarded for Category 6 – Excavators)? |
If so, will only one authorized dealer per brand be awarded (e.g., one dealer for John Deere, a separate dealer for Caterpillar, etc.)?
Please reference section 2.1 of the Terms & conditions which read - The State intends to award a contract to the lowest responsive and responsible Manufacturer’s Dealer per category per region.
For Example, there will be only one John Deere, Caterpillar, etc. manufacturer’s authorized dealership awarded per region.
| 11. |
| Must a bidder offer products in every subcategory within a category to be awarded that category (e.g., must a dealer offer both a vehicle-mounted and trailer-mounted message sign to be awarded Category 8)? |
Does this same requirement apply to manufacturers — must a manufacturer have a product in every subcategory to be awarded a category?
Yes, a bidder must bid on all items in the category using the same brand to be awarded to that category / region.
Manufacturers cannot be awarded directly since the award is to manufacturers authorized dealers that have a full service dealership within the State.
| 12. |
| If a bidder is required to cover all subcategories within a category, may they use different brands/manufacturers across subcategories (e.g., Brand X for truck-mounted message signs and Brand Y for trailer-mounted message signs)? |
| No, a bidder must bid all items in the category using the same brand to award that region. |
| 13. |
| May a bidder offer multiple brands within a single subcategory (e.g., bidding both Bobcat and New Holland skid steers under Category 7)? |
| No, a bidder must bid all items in the category using the same brand to award that region. |
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