RFP 20 and 25 ton trailers

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Agency:	State of Vermont
State:	Vermont
Level of Government:	State & Local
Category:	23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles
Opps ID:	NBD14408729407174719
Posted Date:	Feb 14, 2024
Due Date:	Feb 28, 2024
Source:	Members Only

TITLE	QUESTIONS DUE	ANSWERS POSTED	DUE DATE	NO POSTING AFTER
RFP 20 and 25 ton trailers	02/21/2024 09:00AM		02/28/2024 04:30PM

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Department of Buildings and General Services

Office of Purchasing & Contracting

133 State Street, 5th Floor | Montpelier VT 05633-8000

802-828-2211 phone |802-828-2222 fax

http://bgs.vermont.gov/purchasing

Agency of Administration

SEALED BID

REQUEST FOR PROPOSAL

20 and 25 TON TRAILERS

ISSUE DATE

QUESTIONS DUE

RFP RESPONSES DUE BY

February 14, 2024

February 21, 2024 – 9:00 AM (EST)

February 28, 2024– 4:30 PM (EST)

PLEASE BE ADVISED THAT ALL NOTIFICATIONS, RELEASES, AND ADDENDUMS ASSOCIATED

WITH THIS SOLICITATION WILL BE POSTED AT:

http://www.bgs.state.vt.us/pca/bids/bids.php

THE STATE WILL MAKE NO ATTEMPT TO CONTACT INTERESTED PARTIES WITH UPDATED

INFORMATION. IT IS THE RESPONSIBILITY OF EACH BIDDER TO PERIODICALLY CHECK THE

ABOVE WEBPAGEFOR ANY AND ALL NOTIFICATIONS, RELEASES AND ADDENDUMS

ASSOCIATED WITH THIS SOLICITATION.

STATE CONTACT:

E-MAIL:

Bill Vivian, State Purchasing Agent II

SOV.ThePathForward@vermont.gov

*Special Note – Bidders shall put the following as the subject of any email pertaining to this

solicitation: 20 and 25 TON TRAILERS

1. OVERVIEW:

1.1. SCOPE AND BACKGROUND: Through this Request for Proposal (RFP) the Office of

Purchasing & Contracting (hereinafter the “State”) is seeking to establish contracts with

one or more companies that can provide 20- and 25-ton trailers.

1.1.1.ADDITIONAL PURCHASERS: In the Certificate of Compliance attached to this

solicitation bidders are required to indicate whether political subdivisions and

independent colleges of the State may participate in the awarded contract at the

same prices, terms and conditions.

1.2. CONTRACT PERIOD: Any contract(s) arising from this solicitation will be for a period

of two (2) years with an option to renew for up to three additional twelve-month periods.

The State anticipates the start date for such contract(s) will be March 30, 2024.

1.3. SINGLE POINT OF CONTACT: All communications concerning this solicitation are to

be addressed in writing to the State Contact listed on the front page of this solicitation.

Actual or attempted contact with any other individual from the State concerning this

solicitation is strictly prohibited and may result in disqualification.

1.4. QUESTION AND ANSWER PERIOD: Any bidder requiring clarification of any section

of this solicitation or wishing to comment on any requirement of the solicitation must

submit specific questions in writing no later than the deadline for question indicated on

the first page of this solicitation. Questions may be e-mailed to the point of contact on

the front page of this solicitation. Questions or comments not raised in writing on or

before the last day of the question period are thereafter waived. At the close of the

question period a copy of all questions or comments and the State's responses will be

posted on the State’s web site http://bgs.vermont.gov/purchasing/bids. Every effort will

be made to post this information as soon as possible after the question period ends,

contingent on the number and complexity of the questions.

1.5. CHANGES TO THIS SOLICITATION: Any modifications to this solicitation will be

made in writing by the State through the issuance of an Addendum to this solicitation

and posted online at http://www.bgs.state.vt.us/pca/bids/bids.php . Modifications from

any other source are not to be considered.

1.6. CONTRACT QUANTITY: Any quantities stated in the detailed requirements of this

solicitation are estimates only based on prior usage, and are annual quantities, unless

otherwise stated. Actual purchases may be higher or lower depending on the State’s

needs.

1.7. SOURCE OF FUNDS:

Socioeconomic affirmative steps under 2 C.F.R. § 200.321 If using applicable federal

funds Socioeconomic affirmative steps under 2 C.F.R. § 200.321 affirmative steps must

include at least the following six steps:

1. Placing qualified small and minority businesses and women’s business

enterprises on solicitation lists;

2. Assuring that small and minority businesses and women’s business

enterprises are solicited whenever they are potential sources;

3. Dividing total requirements, when economically feasible, into smaller tasks or

quantities to permit maximum participation by small and minority businesses,

and women’s business enterprises;

4. Establishing delivery schedules, where the requirement permits, which

encourage participation by small and minority businesses, and women’s

business enterprises;

5. Using the services and assistance, as appropriate, of such organizations as

the Small Business Administration and the Minority Business Development

Agency of the Department of Commerce; and

6. Requiring the prime/general contractor, if subcontracts are to be let, to take

the same affirmative steps as listed in numbers 1 through 5.

If a bidder requires assistance in preparing their proposal or needs guidance on

socioeconomic certifications, the bidder may contact the Procurement Technical

Assistance Center (PTAC). PTAC specializes in helping small businesses navigate the

documentation associated with State and Federal procurement. Their website is:

https://accd.vermont.gov/economic-development/programs/ptac

2. DETAILED REQUIREMENTS: The State of Vermont Agency of Transportation is

seeking bids on 20- and 25-ton trailers as outlined in the specifications found in

Exhibit A and Exhibit B attached to this RFP.

2.1. SERVICE REQUIREMENTS

2.1.1.Bidders shall provide pricing for shop labor, for repairs of Agency equipment, that is

not covered by the factory warranty. Any discount shall be honored by the winning

bidder for the period of this contract and shall apply to all labor sold by the vendor,

whether it be for the equipment awarded under any resulting contract or not.

2.2. PARTS:

2.2.1.Bidders shall provide pricing, expressed as a “percent minus” manufacturer’s list

price, for Central Garage purchases of available repair and replacement parts. This

discount shall be honored by the winning bidder for the period of any resulting

contract and shall apply to all parts sold by the vendor, whether they be for the

equipment awarded under any such contract or not. Parts delivery shall be

provided, at no additional cost.

2.3. SPECIAL REQUIREMENTS FOR TIMELY DELIVERY PERFORMANCE AND

COMMUNICATION

2.3.1.Any contracts that result from this RFP will contain the following provisions:

Time is of the essence for the State to receive the completed equipment as quickly

as possible.

To respond to the State’s time urgency, Contractor shall:

Place Contractors’ orders for trailers immediately after receiving any Purchase

Order.

Promptly inform the State of the following key milestones, as those milestones are

applicable:

Order placed

Manufacturer assignment of build date

Commencement of build

Completion of build

Arrival in United States

Arrival in to Contractors’ facility

Delivery date to Vermont location

Contractor commits to deliver the completed trailers to the State in a timely manner

at a mutually agreed upon date at the time of order. Contractor and State agree that

they will need to and will revisit this if but only if there are supply chain issues at any

factory that produce essential subcomponents of the trailers that are not available

from alternate sources (examples, axels).

If any such delays occur, Contractor will keep State regularly updated on the

closures (including providing third party evidence of details of closure, upon request

by State) and/or re-openings and resultant expected achievable schedule, and

Contractor will make all reasonable efforts that it can to minimize the extent of such

delays.

If the trailers have arrived and is taking or is facing an extended time before

shipment to Vermont, in a manner that could reasonably be expected to impair the

required delivery date, Contractor agrees to and must “mark” the build as “hot” so

that the trailers will be individually and quickly delivered to Vermont.

If it becomes apparent to the Contractor, at any point, that Contractor is not going to

be able to meet any agreed upon required delivery date, Contractor will give written

notice of that to State at the earliest opportunity.

Contractor must supply photos of key weld areas as indicated by AOT at the time of

purchase via email to the Agency of Transportation: Lettieri, Michael

Michael.Lettieri@vermont.gov prior to shipping trailers to Vermont.

The State of Vermont reserves the right at any time during the manufacturing

process to request photos and inspection of welds and any key components related

to the overall structural integrity to ensure the quality meets the State’s standards.

The State of Vermont reserves the right at any time during the manufacturing

process to request welds be corrected to meet the State’s quality requirements.

3. GENERAL REQUIREMENTS:

3.1. PRICING: Bidders must price the terms of this solicitation at their best pricing. Any and

all costs that Bidder wishes the State to consider must be submitted for consideration. If

applicable, all equipment pricing is to include F.O.B. delivery to the ordering facility. No

request for extra delivery cost will be honored. All equipment shall be delivered

assembled, serviced, and ready for immediate use, unless otherwise requested by the

State. No charge for packing, shipping, or for any other purpose will be allowed over

and above the price quoted.

3.1.1.Prices and/or rates shall remain firm for the initial term of the contract. The pricing

policy submitted by Bidder must (i) be clearly structured, accountable, and auditable

and (ii) cover the full spectrum of materials and/or services required.

3.1.2.Cooperative Agreements. Bidders that have been awarded similar contracts

through a competitive bidding process with another state and/or cooperative are

welcome to submit the pricing in response to this solicitation.

3.2. STATEMENT OF RIGHTS: The State shall have the authority to evaluate Responses

and select the Bidder(s) as may be determined to be in the best interest of the State and

consistent with the goals and performance requirements outlined in this solicitation. The

State of Vermont reserves the right to obtain clarification or additional information

necessary to properly evaluate a proposal. Failure of bidder to respond to a request for

additional information or clarification could result in rejection of that bidder's proposal. To

secure a project that is deemed to be in the best interest of the State, the State reserves

the right to accept or reject any and all bids, in whole or in part, with or without cause,

and to waive technicalities in submissions. The State also reserves the right to make

purchases outside of the awarded contracts where it is deemed in the best interest of

the State.

3.2.1.Best and Final Offer (BAFO). At any time after submission of Responses and prior

to the final selection of Bidder(s) for Contract negotiation or execution, the State

may invite Bidder(s) to provide a BAFO. The state reserves the right to request

BAFOs from only those Bidders that meet the minimum qualification requirements

and/or have not been eliminated from consideration during the evaluation process.

3.2.2.Presentation. An in-person or webinar presentation by the Bidder may be required

by the State if it will help the State’s evaluation process. The State will factor

information presented during presentations into the evaluation. Bidders will be

responsible for all costs associated with providing the presentation.

3.3. EXECUTIVE ORDER 05-16: CLIMATE CHANGE CONSIDERATIONS IN STATE

PROCUREMENTS:

For bid amounts exceeding $25,000.00 Bidders are requested to complete the Climate

Change Considerations in State Procurements Certification, which is included in the

Certificate of Compliance for this solicitation.

After consideration of all relevant factors, a bidder that demonstrates business practices

that promote clean energy and address climate change as identified in the Certification,

shall be given favorable consideration in the competitive bidding process. Such

favorable consideration shall be consistent with and not supersede any preference given

to resident bidders of the State and/or products raised or manufactured in the State, as

explained in the Method of Award section. But, such favorable consideration shall not

be employed if prohibited by law or other relevant authority or agreement.

3.4. METHOD OF AWARD: Awards will be made under the provisions of 29 V.S.A. § 903.

The State may award one or more contracts and reserves the right to make additional

awards to other compliant bidders at any time if such award is deemed to be in the best

interest of the State. All other considerations being equal, preference will be given to the

following as identified in the applicable Certificate of Compliance.

3.4.1.resident bidders of the state and/or to products raised or manufactured in the state;

3.4.2.purchase of goods, products, or materials produced in the United States (including

but not limited to iron, aluminum, steel, cement, and other manufactured products)

when the award involves the use of applicable federal funds under 2 C.F.R. §

200.322)

3.4.3.bidders who have practices that promote clean energy and address climate change.

3.5. CONTRACT NEGOTIATION: Upon completion of the evaluation process, the State

may select one or more bidders with which to negotiate a contract, based on the

evaluation findings and other criteria deemed relevant for ensuring that the decision

made is in the best interest of the State. In the event State is not successful in

negotiating a contract with a selected bidder, the State reserves the option of

negotiating with another bidder, or to end the proposal process entirely.

3.6. COST OF PREPARATION: Bidder shall be solely responsible for all expenses incurred

in the preparation of a response to this solicitation and shall be responsible for all

expenses associated with any presentations or demonstrations associated with this

request and/or any proposals made.

3.7. CONTRACT TERMS: The selected bidder(s) will be expected to sign a contract with the

State, including the Standard Contract Form and Attachment C as attached to this

solicitation for reference.

3.7.1.Business Registration. To be awarded a contract by the State of Vermont a

bidder (except an individual doing business in his/her own name) must be

registered with the Vermont Secretary of State’s office

https://sos.vermont.gov/corporations/registration/ and must obtain a Contractor’s

Business Account Number issued by the Vermont Department of Taxes

http://tax.vermont.gov/ .

3.7.2.The contract will obligate the bidder to provide the services and/or products

identified in its bid, at the prices listed.

3.7.3.Payment Terms. Percentage discounts may be offered for prompt payments of

invoices; however, such discounts must be in effect for a period of 30 days or more

in order to be considered in making awards.

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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