SWC242_General_Specs.pdf

Specifications for

Statewide Contract 242 Ground Maintenance Equipment/UTVs/ATVs

All Manufacturers/Dealers

RFI # 32110-13456-13514

State of Tennessee Department of General Services, Central Procurement Office

Table of Contents Section One: General Solicitation Instructions

1.1 Purpose

1.2 Key Outcomes

1.3 Scope

1.4 Award Criteria

Section Two: Specifications

2.1 General Requirements

2.1.1 Dealer Account Manager

2.1.2 Manufacturer Build-Out / Order Deadlines

2.1.3 Federal and State Standards

2.1.4 Equipment Warranty

2.1.5 Recall Notices

2.1.6. Dealership Requirements and Service Facility Requirements…………………………………………………………………………..3

2.1.7 Delearship Labor/Service Requirements…………………………………………………………………………………………………………..3

2.1.8 Golf Cart Trade -ins…………………………………………………………………………………………………………………………………………..3

2.2 Equipment Ordering

2.2.1 Electronic Transmittal of Request for Quote per Specifications

2.2.2 Request for Quote per Specifications

2.2.3 Equipment Ordering

2.3 Equipment Delivery

2.3.1 FOB Destination

2.3.2 Hour Meter Reading

2.3.3 Delivery & Pre-Delivery Inspection

2.3.4 Documentation

2.4. Catalog Updates……………………………………………………………………………………………………………………………………………………..6

2.4.1 Escalator Clause……………………………………………………………………………………………………………………………………………….6

2.4.2 Fixed Bid Percentage………………………………………………………………………………………………………………………………………..6

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Section One: General Solicitation Instructions

1.1 Purpose

The State of Tennessee is seeking to establish a statewide contract to establish a source or sources of supply for the acquisition of ground maintenance equipment for all state agencies, local governmental units within the geographic limits of the State of Tennessee, any private nonprofit institution of higher education chartered in Tennessee, and any corporation which is exempted from taxation under 26 U.S.C. Section 501(c) (3) as amended and which contracts with the Department of Mental Health & Substance Abuse Services to provide services to the public (T.C.A. 33-2-401 et seq.).

Contract(s) resulting from this Invitation to Bid (ITB) shall be required use by state agencies and permissive use for all Local Governments, Private Non-Profit Institutions of Higher Education and Eligible Non-Profit Agencies.

Manufacturer/Dealer(s) agree to furnish the specified equipment to all authorized contract users at the same price and under the same terms and conditions offered in this bid.

The State of Tennessee invites all manufacturers, in association with their authorized dealers, to extend their most favorable percentage off catalog pricing to the State, its agencies and political subdivisions. The State has determined that bids will be considered from authorized dealers that provide a percentage off catalog pricing as defined in Section

2.1 of this solicitation on standard equipped ground maintenance equipment and all factory installed options. The State also intends to take all incentives, rebates and optional equipment discounts offered by the manufacturer at time of purchase.

1.2 Key Outcomes

The State of Tennessee wishes to contract with manufacturers/dealers whose bids best meet the key outcomes established in this section. In pursuing this contract, the State seeks to accomplish the following:

1. Establish a comprehensive, cost-effective program for the acquisition of ground maintenance equipment.

2. Establish a broad network of dealerships, representing a broad spectrum of equipment manufacturers, able to meet state needs for ground maintenance equipment.

3. Expand access to the entire lineup of manufacturer equipment makes and models.

4. Meet State and Federal product requirements.

5. Simplify pricing and contract terms to drive cost savings for ground maintenance equipment acquisition.

1.3 Scope

This Invitation to Bid (ITB) covers ALL model year equipment including alternative fuel equipment currently under production or that will be placed into production by manufacturers under each manufacturer’s program. All manufacturers and dealers are invited and encouraged to submit a bid.

Ground maintenance equipment covered by this solicitation, and any resulting contract, shall include commercial grade small, midsize, and full-size mowers, lawn tractors, push, and self-propelled mowers, zero turn mowers, front mowers, reel mowers, specialized golf course equipment, handheld equipment (such as trimmers, blowers, chain saws) sub-compact tractors (up to 52 HP), utility tractors (up to 120HP), ATVs, golf carts, and UTVs. This includes Hybrids, Electric, Flex Fuel Equipment (FFE), Compressed Natural Gas (CNG), Liquefied Petroleum Gas (LPG), and other Alternative Fuel Vehicles (AFV). The introduction of any new models or series by the manufacturer, not initially included in a contract shall be incorporated into the contract when introduced by the manufacturer.

This ITB and subsequent contracts awarded from this ITB are for equipment purchases only. Leasing of equipment is not a part of this ITB and will not be part of the resulting contracts.

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1.4 Award Criteria

Single Award – Per Manufacturer Per Region

The State intends to award a contract to the lowest responsive and responsible Manufacturer’s Authorized Dealers in each region. (See Attachment – PURCHASING REGIONS AND COUNTIES OF TENNESSEE). Respondents awarded a contract may win awards in more than one region.

1.5 Current Environment

The following is an estimate of State spend from 4/15/2020 to 06/05/2024. This estimate is based on previous usage and is not to be considered by the Dealer as a commitment by the State to purchase any specific equipment. This quantity is an estimate only, and the State shall not be obligated to purchase a minimum quantity of equipment.

Dates SWC 242 Expenditure

4/15/2020 to 06/05/2024 Ground Maintenance Equipment $16,500,000.00

Section Two: Specifications

2.1 General Requirements

2.1.1 Dealer Account Manager

Each contracted Manufacturer/Dealer shall be responsible for identifying a single point of contact who will be the Account Manager for the State contract. The Account Manager will be responsible for:

A. Receiving electronic transmittal of equipment specifications B. Coordinating responses to Authorized Users C. Assisting Authorized User with ordering of equipment as may be necessary.

D. Assisting Authorized User with contract as may be necessary.

E. Coordinating with the State Contract Manager as may be necessary.

Manufacturer/Dealers may wish to provide information for a secondary contact at their dealership who will act as a backup to the Account Manager should the Account Manager be unavailable for any reason. Dealers wishing to provide this information should do so when submitting their bid and should keep the State Contract Manager updated as to any changes to these contacts.

2.1.2 Manufacturer Build-Out / Order Deadlines

Awarded supplier(s) shall furnish State Contract Manager with order deadlines in writing by model series number a minimum of thirty (30) days prior to deadline. Order deadlines not designated by serial number will not be accepted.

Awarded supplier(s) shall be responsible for fulfilling all purchase orders issued pertaining to each series in which a deadline has not been provided in accordance with the stated requirement. Only one order deadline will be permitted for each model series.

Model year build out order deadline will be posted for each manufacturer’s model as they become available. After model year build out deadline, “in stock” models may be available through the contract from the awarded contract dealers. Agencies should contact the awarded contract dealer for availability and delivery for orders placed after the deadline has passed.

2.1.3 Federal and State Standards

It is the intent of the State of Tennessee that all specifications herein are in full and complete compliance with all United States of America and State of Tennessee laws, requirements, and regulations applicable to the type and class of

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Commodities and contractual services being provided. This includes, but is not limited to, Federal Motor Equipment Safety Standards, Occupational Safety and Health Administration, and/or Environmental Protection Agency Standards. In addition, any applicable federal or State legislation that should become effective during the term of the Contract, including any renewals, regarding the Commodities and contractual services shall immediately become a part of the Contract. The Contractor must meet or exceed any such requirements of the laws and regulations. If an apparent conflict exists, the Contractor must contact the State Contract Manager immediately to rectify.

2.1.4 Equipment Warranty

The Standard Manufacturer Warranty shall apply to all models.

A properly executed warranty must be delivered with the equipment. The warranty shall not become effective until the unit is delivered.

The warranty shall not be affected by any aftermarket equipment installed on the delivered equipment, including paint.

For warranty of aftermarket equipment and/or paint, Dealer may utilize a third-party warranty to meet this requirement.

2.1.5 Recall Notices

Manufacturer/Dealers shall notify the State within 24 hours of any equipment recall due to safety-related defects, lack of compliance with federal safety standards or failure to meet federal emissions standards, whether ordered by the manufacturer or the Nation Safety Council (NSC), or the American National Standards Institute (ANSI). Upon notification, Manufacturer/Dealer shall work with the State to develop a remediation plan to correct the problem for equipment affected by the recall purchased under the contract in a timely manner.

2.1.6 Dealership and Service Facility Requirements

The Contractor must have at least one Manufacturer’s authorized full-service dealership for the brand(s) they are bidding within the State. This dealership must be accessible to all regions bid. The Contractor must submit a letter from the manufacturer listing the locations, names and addresses of the dealership and service facilities within the State.

2.1.7 Dealership Labor/Service Requirements

Each Contractor shall have the ability to provide technician service/repairs at contractor’s facility Contractor shall provide a technician labor rate for service/repairs at their service loca�ons.

2.1.8 Golf Cart Trade-Ins

The Department of General Services, Vehicle and Asset Management, must certify that the trade-in price offered is of fair market value prior to the contract release order being dispatched to the supplier or the transfer of golf carts takes place. Agencies are to follow this procedure when trading in used golf carts. (Reference Department of General Services, Division of State Personal Property Utilization - Rule # 0690-2-1- .12)

The trade-in price is subject to the mutually agreed upon price between the supplier and customer and as approved by the Department of General Services, Vehicle and Asset Management. If a dispute arises between the customer and the supplier over the appraised value of a golf cart to be traded in based on the guidelines above, authorized users of the contract may dispose of the golf cart by any other method authorized by state law.

Every golf cart traded in will receive a trade-in allowance. This allowance will be applied toward the purchase of new golf carts.

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2.2 Equipment Ordering

The following describes the ordering process that Authorized Users will be required to utilize when purchasing equipment through this contract. Exceptions to the process may be provided in certain circumstances to be determined on a case-by-case basis by the Central Procurement Office.

2.2.1 Electronic Transmittal of Request for Quote per Specifications Upon receipt of the proper approvals, the Authorized User shall electronically transmit approved equipment specifications to awarded Dealer(s) in the region where the equipment will be delivered. Specifications shall include the following information:

A. Detailed equipment Specifications B. Equipment Delivery Requirements/Schedule C. Equipment Delivery Location

Electronic transmission of the specifications may be provided through e-mail or through use of a secure website provided by the Dealer.

2.2.2 Request for Quote per Specifications

Upon receipt of a request for quote that includes equipment specifications from the Authorized User, dealer shall have up to 48 hours to electronically transmit a quote to the Authorized User including the following information:

A. Equipment being proposed to meet specification.

B. Detailed equipment specifications.

C. Detailed list of optional equipment and/or manufacturer/third party installed equipment that must be added to meet specification.

D. Estimated delivery date of equipment (If a certain delivery timeframe is required by the State, it will be included in the request for quote)

In addition, Dealer shall provide detailed pricing for the proposed equipment/s, including the following information:

A. Base equipment invoice pricing (If multiple equipment is being requested, volume discount pricing should be provided);

B. Invoice pricing for all optional equipment (as required);

C. Invoice pricing for all manufacturer installed equipment (as required);

D. Volume incentives being offered.

E. Manufacturer and/or dealer incentives being offered.

F. Net Invoice Pricing for equipment (Catalog pricing less percentage discount).

G. Pricing for any Dealer and/or third party installed aftermarket equipment (Catalog discount pricing as required).

H. Total cost of equipment.

Electronic transmission of the quote back to the Authorized User may be provided through e-mail or through use of a secure website provided by the Dealer.

2.2.3 Equipment Ordering

During the life of this contract/s after receipt of all Manufacturer/Dealer price sheets, the Authorized User Authorized User shall review all pricing to verify that the quotes meet the provided specifications. The Authorized User will then decide as to which equipment to order based on the agency’s needs. Authorized User shall then place a Purchase Order with the Manufacturer/Dealer in the prescribed method for the equipment that has been identified as lowest cost to the State.

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Manufacturer/Dealer shall provide ordered equipment with all manufacturer equipment offered as standard equipment for each model and shall not delete options at time of order.

Electronic transmission of the Purchase Order may be provided through e-mail or through use of a secure website provided by the Manufacturer/Dealer.

2.3 Equipment Delivery

2.3.1 FOB Destination

All deliveries of equipment purchased under this contract shall be FOB Destination.

2.3.2 Hour Meter Reading

The maximum hours allowable for any equipment to be considered acceptable will be 3 hours. It will be the responsibility of the successful bidder to make required arrangements to ensure that the hour meter reading does not exceed the maximum hours listed when equipment is delivered to the using agency for final acceptance.

2.3.3 Delivery & Pre-Delivery Inspection

Prior to delivery of any equipment, the dealer shall decide with the Authorized User for the purpose of scheduling delivery and conducting an inspection of the equipment. All equipment is subject to inspection to establish conformity to specifications prior to acceptance. Equipment shall be ready for immediate operation. Pre-delivery servicing and adjustments shall include, but is not limited to, the manufacturer’s recommendations as well as the following:

A. Complete lubrication of operating chassis, engine, and mechanisms with Manufacturer’s recommended grades of lubricants.

B. Check / Fill all fluid levels to assure proper fill.

C. Adjust engine(s) / motor(s) / drive(s) to proper operating condition(s).

D. Check to assure proper operation of all accessories, gauges, lights, and mechanical and hydraulic features.

E. Inspect electrical, braking and suspension systems; Charge battery.

F. Inflate tires to optimal pressure.

G. Fill gas tank(s) with gas and/or alternative fuel up to $5.00 H. Equipment must be clean and thoroughly detailed prior to delivery. Equipment must be delivered free of any decal or other attached item identifying the dealer. The equipment is expected to be completely cleaned and operational at the time of delivery/pickup.

I. All factory defects must be corrected prior to delivery.

J. Two (2) pre-tested keys when applicable. The equipment key code must be provided, attached to the keys.

K. The State, at its discretion, may request installation of State provided decals.

2.3.4 Documentation

The following items should be delivered with each equipment:

A. Completed Pre-Delivery Inspection Form B. Operators (owners) Manual C. Manufacturer’s Warranty Information D. Dealer Specification Quote (when applicable) E. State Supplied Purchase Order F. Manufacturer/Dealer Invoice

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Alternatively, Authorized User may request that the above items be delivered to a central location or office prior to equipment delivery.

2.4 Catalog Updates

This section outlines the establishment and maintenance of a comprehensive catalog extract for Ground Maintenance Equipment/UTVs/ATVs within the framework of SWC 242. The products found in the catalog extract and offered to the state through SWC 242 will be derived from published catalogs, price lists, or price schedules as defined in this document. Contractors will electronically maintain and distribute these extracts to all Authorized Users. These extracts will only include the manufacturer's product range relevant to this Invitation to Bid's scope and purpose, chosen for inclusion by the State of Tennessee. Suppliers may update their catalogs for price increases, decreases, substitutions, and discontinued items quarterly. Catalog updates will take place every January 1st, April 1st, July 1st, and October 1st of each year. State approval will be necessary for any proposed additions or modifications to the catalog extracts.

2.4.1 Escalator Clause, Automatic Catalog P/I

Unit prices listed in the specific catalog or price list offered shall constitute the base price unit or unless changed by the publisher of the catalog or price list. A vendor/contractor may increase and shall decrease the price of individual products during the term of the contract to reflect changes in the catalog or price lists that are publicly published and applicable to all customers external to the State per Terms and Conditions Section 6.2. Base prices for any individual product sold under this contract may not be increased at a rate higher than offered to any other customer. The vendor/contractor agrees to furnish proof of such price changes upon request.

2.4.2 Fixed Bid Percentage Requirements

Bid percentage (%) discount must be fixed for the entire term of the contract, unless Supplier offers a higher percentage (%) discount and the change would be in the best interest of the State.