State of Washington

Dump Bodies Invitation for Bid # Contract 12304

State of Washington

DEPARTMENT OF GENERAL ADMINISTRATION

Office of State Procurement

Rm. 201 General Administration Building, P.O. Box 41017 l Olympia, Washington 98504-1017 l (360) 902-7400

http://www.ga.wa.gov

INVITATION FOR BID (IFB)

DUMP BODIES VARIOUS SIZES

Contract Number / Prebid Meeting Date & Time / Bid Opening Date & Time
12304 / October 21, 2004-10:00 AM / November 9, 2004- 2:00 PM.

bids must be received Stamped on or before the opening date & time at this location:

210 11th AVe SW, Rm. 201, General Administration Building Olympia WA 98504-1017

Kenneth A. Woodfork

State Procurement Officer

Phone (360) 902-7422

Fax (360) 586-2426

E-mail:

For a site map to the Capitol Campus, click http://access.wa.gov/government/images/campus_map.jpg.

Driving directions and parking information http://www.leg.wa.gov/common/maps/parking.htm

2

Dump Bodies Invitation for Bid # Contract 12304

Table of Contents

1 ANNOUNCEMENT AND SPECIAL INFORMATION 3

1.1 PUBLIC DISCLOSURE 3

1.2 PRE-BID CONFERENCE 3

1.3 SCOPE 4

2 CHECK LIST 5

3 Bid Submittal 6

3.1 OFFER AND AWARD 6

3.2 BID INFORMATION 7

3.3 SPECIFICATIONS 9

3.4 PRICE SHEET 57

3.5 CATALOGS AND PRICE SHEETS 72

3.6 WARRANTY (IES) 72

3.7 REPAIR FACILITIES 72

3.8 DEALERS AUTHORIZATION 72

3.9 REFERENCES 72

3.10 SUPPLEMENTAL INFORMATION 73

4 BID EVALUATION 74

4.1 EVALUATION / AWARD 74

4.2 EVALUATION CONFERENCE 75

5 CONTRACT REQUIREMENTS 75

5.1 RETENTION OF RECORDS 75

5.2 USAGE REPORTS 75

6 SPECIAL TERMS AND CONDITIONS 76

6.1 INSURANCE 76

6.2 PRICING AND ADJUSTMENTS 78

6.3 SURCHARGES: 78

6.4 MATERIALS AND WORKMANSHIP 78

6.5 CONTRACTOR PERFORMANCE 79

6.6 BIDDER COMPLIANCE 79

6.7 AWARD/BID RESULTS 79

§ Download the Current Contract Information document (CCI) from OSP’s website or; 79

§ Schedule an appointment to review files or; 79

6.8 DEMONSTRATION 79

6.9 DESCRIPTIVE LITERATURE 79

6.10 NOTE TO BIDDERS: 79

6.11 REGISTRATION 79

6.12 DEALER/MANUFACTURE OPTIONS 79

6.13 PROPRIETARY INFORMATION: 79

2

Dump Bodies Invitation for Bid # Contract 12304

1  ANNOUNCEMENT AND SPECIAL INFORMATION

Bidders are required to read and understand all information contained within this entire bid package. The Competitive Procurement Standards, which are referred to in this bid package are not automatically printed or sent out with this IFB. By responding to this IFB the bidder agrees to read and understand these documents. These documents are available on our website at http://www.ga.wa.gov/pca/cps.htm.

In support of the State’s economic and environmental goals, we encourage you to consider the following elements in responding to our bids. These are not a factor of award (unless otherwise specified in this document):

Using environmentally preferable products and products that exceed EPA guidelines supporting a diverse supplier pool, including small, minority, and women-owned firms Featuring products made or grown in Washington

1.1  PUBLIC DISCLOSURE

Bid information, including price sheets, will not be available for public disclosure until after award of the contract. At the time of bid opening, only the name of the bidder and time of bid receipt will be read aloud.

1.2  PRE-BID CONFERENCE

An optional conference to address contractual requirements will be held at the time and location indicated below. Prospective bidders are encouraged to be present. If changes are required as a result of the conference, written bid amendments will be issued.

The Washington State Department of Transportation (WSDOT) develops its bid specifications via a specification committee. Its members and coverage are state wide. Any Change to bid specifications requires review of the committee. Therefore the representative attending the pre-bid conference from WSDOT will not be able to confirm the questions or concerns raised at this time. However this person will collect all questions and concerns and present them to the specification committee for review.

Bidders having questions or concerns with the bid specifications listed in Section 3.3 in this document are to bring with them to the pre-bid conference a written copy, and a copy either on a 3.5 disk or CD, in MS Word format. Questions or concerns should be noted in the columns to the right of the bid specification in question.

OSP will provide a response to bidder’s questions and concerns via an amendment providing clarification.

Note: Assistance for disabled, blind or hearing-impaired persons who wish to attend is available with pre-arrangement with the Office of State Procurement (OSP). Contact the State Procurement Officer identified on the face page of this document.

Pre Bid Date: / October 21, 2004
Pre Bid Time: / 10:00 AM
Pre Bid Location: / Office of State Procurement
210 11th AVE SW GA Building Room 201
Corner of 11th and Columbia
Olympia Washington 98504-1017

1.3  SCOPE

The purpose of this IFB is to establish a mandatory contract for the purchase of Dump Truck Bodies of Various Sizes for all State Agencies, Political subdivisions and Non-Profit Corporations.

1. Estimated Usage: We estimate that purchases over the two year initial term of the contract will be approximately $3,000,000.00. Estimates are based on past usage. Total usage over the last 6 year term under contract 04797 was $10,125,981.00. The State does not guarantee any minimum purchase. Orders will be placed on an as needed basis.
2. Purchasers: The primary purchaser(s) will be the Washington State Department of Transportation and other state agencies requiring dump bodies. However, based upon contractor’s agreement, the contract will be made available to all other institutions, colleges, universities, political subdivisions and non-profit organizations which are members of the State of Washington Purchasing Cooperative (WSPC) and/or State of Oregon Cooperative Purchasing Program (DASCPP/ORCPP). A list of Washington members is available on the Internet http://www.ga.wa.gov/pca/cooplist.htm. A list of Oregon members is available through the internet at the following website: http://tpps.das.state.or.us/purchasing/orcpp_mem.html Contractors shall not process state contract orders from unauthorized purchasers.
3. While use of the contract by members of the WSPC and DASCPP/ORCPP is optional, the state encourages them to use state contracts. Their use of the contracts may significantly increase the purchase volume. Their orders are subject to the same contract terms, conditions and pricing as state agencies. The state accepts no responsibility for payment by WSPC or DASCPP/ORCPP members.
4. Term: From date of award (which is projected to be within forty-five days after bid opening date) with an initial two-year term, with the option to extend for additional 2 year terms or portions. Extensions will be subject to mutual agreement. The total contract term may not exceed ten (10) years. During extensions specifications can vary to incorporate manufactures upgrades. Pricing maybe adjusted in accordance with Producer Price Index (PPI).

2  CHECK LIST

This checklist is provided for bidder's convenience only and identifies the bid documents that are to be submitted with each package.

Bid submittal entitled: Offer and Award
Bid submittal entitled: Bid Information
Bid submittal entitled: Specifications
Bid submittal entitled: Price Sheets
Bid submittal entitled: Catalogs and Price Sheets
Bid submittal entitled: Warranty
Bid submittal entitled: Repair Facilities
Bid submittal entitled: Dealer Authorization
Bid submittal entitled: References
Bid submittal entitled: Supplemental Information
Bid submittal entitled: Descriptive Literature
______
After Award
Certificate Of Insurance
Sales/Services Usage Report

3  Bid Submittal

3.1  OFFER AND AWARD

Bidders are required to read and understand all information contained within this entire bid package. There are some standard documents, which are referred to in this bid package that are not automatically printed or sent out with this bid. For example, Competitive Procurement Standards (Standard Terms and Conditions, Instructions to Bidders, Definitions), Sales/Service & Subcontractor Report are binding terms of this contract. It is important that you read and understand these documents. These documents are available on our website at http://www.ga.wa.gov/pca/cps.htm. If you do not have Internet access, you may contact the State Procurement Officer to obtain copies of any and all documents contained in this bid package.

STANDARD DEFINITIONS revised 06/02/03

STANDARD INSTRUCTIONS FOR BIDDERS revised 06/02/03

STANDARD TERMS AND CONDITIONS revised 06/02/03

Bidder further offers to furnish materials, equipment or services in compliance with all terms, conditions, and specifications herein including all amendments. Submitting this document with an authorized signature constitutes complete understanding and compliance with the terms and conditions and certifies that all-necessary facilities or personnel are available and established at the time of bid submittal.

(Company Name) / (Typed or Printed Name)
(Address) / (Title)
(City) (State) (Zip) / (Phone No.)
(Federal Tax Identification Number) / (Bidder’s Signature) (Date)
Email

CONTRACT AWARD

(For State of Washington Use Only)

A contract is hereby awarded between the above company and the State of Washington, Office of State Procurement, Purchasing and Contract Administration, to be effective , Year . This is a Partial/Total award for .

Authorized Signatures

(State Procurement Officer) / (Date) / (Purchasing Manager) / (Date)

3.2  BID INFORMATION

Bidder shall complete the following:

1. Shipping Location: FOB Destination FREIGHT: Prepaid and Included

§  Deduct for FOB Dealer Location: $ .

1. Prompt Payment Discount ______% 30 days.

1. Check below those that apply to this Bid:

1. Bidder agrees to sell the goods and services on this contract to political subdivisions which are members of the State of Washington Purchasing Cooperative (WSPC): Yes___ No_____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by political subdivisions).

1. Bidder agrees to sell the goods and services on this contract to political subdivisions and nonprofit organizations which are members of the State of Oregon Cooperative Purchasing Program (DASCPP/ORCPP ): Yes____ No____(If reply is “No” attach letter to this bid response explaining reason(s) for declining participation by these members)

1. If required, indicate percent increase to bid pricing for delivery to State of Oregon DASCPP/ORCPP Members: ____%

1. Authorized Representative:

Primary Contact-Contract Administration / Usage Report Contact:
Name: / Name:
Telephone: / Telephone:
Fax: / Fax:
Email: / Email:
Customer Service/Order Placement
Name
Telephone:
Fax:
Email:

1. Lead-time: Materials, equipment or services will be delivered within calendar ______days after receipt of order (ARO).

1. Addresses:

Orders to be sent to: / Billing will be from: / Payment to be sent to:

1. Federal Tax Identification Number:

1. Firms bidding from California only: Is your firm currently certified as a small business under California Code, Title 2, Section 1896.12? Yes No .

1. Please Complete one of the following:

For cost analysis purposes, please indicate percent savings that your bid pricing represents compared to price agencies would pay without benefit of a state contract:

Bid discounts offered by your firm average ______% lower than (please check one):

A. ____ Price that would be obtained through individual agency bid.

B. ____ Manufacture’s current suggested retail price.

C. ____ Other (please specify):______

Bidder’s Company Name

Page 8

Dump Bodies Invitation for Bid # Contract 12304

3.3  SPECIFICATIONS

Washington State

Department of Transportation

Vehicle & Equipment Bidding Requirements

General:

All accessories and features listed herein shall be those supplied by the Original Equipment Manufacturer (OEM) or authorized dealer. Any accessories, features, or operational performance required by FMVSS, Washington State Motor Vehicle Laws, OSHA or WISHA laws or mandates, that apply to the equipment being bid, shall be provided by the manufacturer or authorized dealer. All units associated with this purchase shall be of the same design and quality as those sold through normal retail channels; and they shall possess the latest technology, accessories, and features offered on standard retail units; whether or not they are called for in the following specifications.

Specification Clarification and Changes:

Clarification for any item in these specifications may be obtained from the Office of State Procurement, (OSP) at (360) 902-7422.

The equipment specification(s) for this purchase are official state documents that carry far reaching ethical and legal implications. Therefore, after a purchase order is awarded to a successful bidder, there shall be no deviations from any requirements stated in the published equipment specification(s) during the manufacturing or assembly process of the units offered, without prior approval from the WSDOT Equipment Manager, and an official purchase order change issued by the OSP. Failure to comply with this requirement constitutes breach of contract; and may be grounds for order cancellation, without re-stocking fees or damages to WSDOT; or suspension from the state bidders list.

Equipment Demonstrations:

Prior to award of a purchase order, bidders may be required to present an offered unit for demonstration of its performance and capability.

Performance demonstration(s) must be conducted within fourteen (14) calendar days after notification that such demonstration(s) is required. Bidder(s) shall conduct all demonstration(s) within Washington State and are responsible for their costs associated with the demonstration(s).

The Bidder(s) will coordinate with WSDOT, Equipment Administration Office at (360) 705-7882/7884 to establish the location, date and time of the performance demonstration(s).

Equipment Specification Compliance Inspections; Delivery; and Acceptance:

The contractor shall provide the following:

WSDOT will conduct specification compliance inspections at the Supplier’s location prior to equipment delivery to minimize time involvement and transportation costs to resolve equipment non-compliance issues. Suppliers must contact the WSDOT Equipment Administration Office at (360) 705-7884/7882 to arrange for compliance inspections at least five (5) working days prior to a desired inspection date to allow for said inspection to be scheduled.

Suppliers are responsible for ensuring that all equipment purchased, pursuant to this contract, complies with all of the requirements and specifications listed in the contract.

Supplier(s) shall provide the following documents for review during the compliance inspection for each item of equipment inspected. These documents will accompany the equipment to its delivery address.

§  The manufacturer’s line production sheet stating the equipment serial numbers and listing all of the equipment’s components;

§  Completed Invoice;

§  The Manufacturer’s Statement of Origin (MSO);

§  Axle weight slips (for all units with axles); and

§  A completed Washington State title application showing both the legal and registered owner as; Washington State Department of Transportation Olympia, Washington 98504-7357. Out of state Supplier(s) may contract WSDOT, Equipment Administration Office at (360) 705-7882/7884 to obtain a Washington State title application.