Diesel Engine Replacement for. Gillig Low Floor Buses

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JACKSON AREA TRANSPORTATION AUTHORITY INVITATION FOR BID (IFB 2016-01) Diesel Engine Replacement for Gillig Low Floor Buses Issue date: January 13, 2017 Bid due

1 JACKSON AREA TRANSPORTATION AUTHORITY INVITATION FOR BID (IFB ) Diesel Engine Replacement for Gillig Low Floor Buses Issue date: January 13, 2017 Bid due date and time: February 10, 2017 by 3 P.M. EDT Contact Information: Penny Maher Facilities Manager 2350 E. High Street Jackson, MI Penny.maher@jacksontransit.com

2 Table of Contents SECTION 1. INTRODUCTION... 3 SECTION 2. SPECIFICATIONS PURPOSE USAGE PRODUCT QUALITY WARRANTY CUSTOMER SERVICE DELIVERY MINIMUM REQUIREMENTS FOR PRICING... 4 SECTIO N 3. BID SUBMISSION SUBMISSION OF BIDS EQUAL EMPLOYMENT OPPORTUNITY DISADVANTAGED BUSINESS ENTERPRISES INELIGIBLE BIDDERS... 5 SECTION 4. BID FORMAT BID CONTENT/FORMAT INFORMATION REQUIRED FROM THE BIDDER... 5 SECTION 5. GENERAL BID CONDITIONS NOTICE OF FORMAL SOLICITATION METHOD OF RESPONSE ACCEPTANCE OF TERMS AND CONDITIONS FALSE, INCOMPLETE OR UNRESPONSIVE STATEMENTS CLEAR AND CONCISE SUBMISSION... 6 SECTION 6. INFORMATION FOR THE CONTRACTOR CONTRACT DOCUMENTS DATE AND PLACE FOR DELIVERING BIDS PRINTED FORM FOR BIDS OMISSIONS AND DISCREPANCIES ACCEPTANCE OR REJECTION OF BIDS ACCEPTANCE OF BID AND THE EFFECT TIME FOR EXECUTING CONTRACT AND DAMAGES FOR FAILURE TO EXECUTE PRIME CONTRACTOR RESPONSIBILITIES... 7 Attachment A: Bid Protest Procedures... 8 Attachment B: Price Proposal Form...10 Attachment C: Checklist for Bid Submission...12 Attachment D: ISL for Urban Bus & Shuttle (EPA 07) Overview or equal...14 Attachment E: Federal Certifications Materials and Supplies More Than $100,

3 SECTION 1. INTRODUCTION The Jackson Area Transportation Authority (JATA) is the public transportation provider serving the Jackson area. JATA operates nine fixed-routes in the City of Jackson and provides demand-response service throughout Jackson County. The administration building is located at 2350 E. High Street, Jackson, Michigan. SECTION 2. SPECIFICATIONS 2.1 PURPOSE JATA is seeking engine replacements for Gillig Low Floor Buses. The current engines are Cummins ISL. Please reference the Attachment D for specifications. Or equal replacement engines are acceptable. If an engine VIN number is needed please use JATA makes no representations, warranties or agreements with respect to this IFB. In addition, JATA makes no commitment to purchase any products or services or take any other action, including but not limited to, awarding a contract to the Supplier submitting the low responsive and responsible bid. JATA reserves the right to amend or cancel this IFB at any time for sound, documentable reasons. All amendments to this IFB shall be in writing. 2.2 USAGE Engines will be replacing high mileage engines in current Gillig fleet. JATA agrees to purchase a minimum of 2 and up to 7 engines. 2.3 PRODUCT QUALITY JATA is committed to the principal of zero defects and will insist on that same commitment on the part of the Bidder. The Bidder shall make adequate provisions to ensure that the parts, materials and workmanship meets or exceeds the specifications of this IFB. The Bidder shall establish and maintain quality control procedures throughout the entire contract period. 2.4 WARRANTY The warranty must cover engines for two (2) years with unlimited miles. 2.5 CUSTOMER SERVICE The successful bidder shall respond to JATA s inquiries within (2) business days of receipt of contract. 2.6 DELIVERY Title and risk of loss shall not pass from the Bidder until the product or service has been received and accepted. Mere acknowledgement by JATA of receipt shall not be deemed as acceptance. If acceptance is revoked, BIDDER bears the risk of loss thereafter. Engines purchased shall be delivered within seven (7) business days from receipt of order, at no additional charge, to the specified JATA location. On rare occasions, emergency deliveries during weekends or after normal business hours may be required. Bidder must have the ability to accommodate these emergencies at no additional cost to JATA. 3

4 2.7 MINIMUM REQUIREMENTS FOR PRICING Bids shall include all requested deliverables as indicated in Section 2.0 Specifications on the Price Proposal Form (Attachment B). Delivery shall be F.O.B. destination and at no additional charge to JATA and must be delivered within seven (7) business days from receipt of order. Bids must remain valid for a period of one-hundred and eighty (180) days from the date received. Prices quoted shall be a firm fixed price from date of contract. JATA shall receive the benefit of any decrease in price that may occur. Any increase in contract or price revisions shall be based on industry price changes and supported by adequate detail to document same. Any cost revisions shall not be allowed or implemented without prior consent of JATA, in which case revision shall take effect thirty (30) days after the revisions are approved. SECTIO N 3. BID SUBMISSION 3.1 SUBMISSION OF BIDS Sealed bids must be received by JATA on or before 3:00 P.M. (EDT), Friday, February 10, Bids submitted by facsimile or will not be accepted. Sealed envelopes containing the bid response must be labeled with the bid name, number, due date and your firm s name. Submit one (1) original and two (2) additional copies of the bid, The original proposal must be marked ORIGINAL. Any electronic altering of this bid document shall be grounds for rejection of your bid submission. All bids become the property of JATA. JATA will not photocopy your bid documents for the purpose of complying with this provision requiring duplicate copies. Failure to provide the required number of complete duplicate copies may result in rejection of your bid. Bids received in response to this IFB shall be considered received at the time actually received by the addressee or designated agent. Late bids shall not be considered. Bids shall be publicly opened and read aloud at the JATA Board Room located in the administration building at 2350 E. High Street, Jackson, MI at 3:15 P.M. (EDT) Friday, February 10, JATA reserves the right to waive any informality in the Invitation for Bid; to reject any or all bids for sound, documentable reasons; and award to the lowest responsive and responsible bidder based on the per unit price of each engine. JATA also reserves the right to use whatever reasonable and prudent evaluation techniques it deems appropriate to determine if a bidder qualifies as responsive and responsible. In the event of a tie, JATA will hold a public drawing to determine which vendor will receive the award. Any questions or request for clarification regarding this Invitation for Bid must be presented by Friday, January 20, 2017 and sent to: Penny Maher Facilities Manager Penny.maher@jacksontransit.com JATA will consider no telephone inquiries regarding the IFB, and will consider no in-person inquiries. In the event that a firm attempts to contact any official, employee or representative of JATA in any manner contrary to the above requirements, said firm may be disqualified for further consideration. Questions and answers will be ed to all bidders sent an Invitation for Bid, and to all bidders to have submitted bids or questions and will be posted on JATA s website at 4

5 3.2 EQUAL EMPLOYMENT OPPORTUNITY Contractor will be required to comply with all applicable Equal Employment Opportunity laws and regulations. 3.3 DISADVANTAGED BUSINESS ENTERPRISES JATA hereby notifies all Bidders that it will affirmatively ensure that in regard to any contract entered into pursuant to its advertisement, Disadvantaged Business Enterprise will be afforded full opportunity to submit bids in response to this IFB and will not be discriminated against on the grounds of race, color, national origin, or sex in consideration for an award. 3.4 INELIGIBLE BIDDERS All Bidders will be required to certify that they are not on the Federal Excluded List of Ineligible Contractors. JATA reserves the right to reject any bid if the contractor fails to comply. SECTION 4. BID FORMAT 4.1 BID CONTENT/FORMAT To enable consistent bid evaluation, the following Bid Contents/Formatting guidelines have been developed. FAILURE TO SUBMIT THE REQUESTED DOCUMENTS COULD RESULT IN DETERMINING THE SUBMISSION AS NON-RESPONSIVE AND REJECTED. Bids shall be submitted in the following format: Information Required from the Bidder (Detailed in Section 4.2) Signed and Completed Bid Price Proposal Form (Attachment B) Material Specifications Signed Federal Clauses and Certifications as Applicable (Attachment E) Submittal Checklist (Attachment C) 4.2 INFORMATION REQUIRED FROM THE BIDDER Business Organization: State the full name and address of your organization, years in business and if applicable, the branch office or other subordinate element that will perform or assist in performing the work. Indicate whether you operate as an individual, partnership or corporation; if as a corporation includes the state in which you are incorporated. Indicate whether you are certified Disadvantaged Business Enterprise (DBE). Prior Experience: Proposals submitted shall include three (3) references of similar Contracts that your firm has performed in the past. SECTION 5. GENERAL BID CONDITIONS 5.1 NOTICE OF FORMAL SOLICITATION Notwithstanding any other provision of this IFB, all Bidders are hereby specifically advised that this IFB is a form solicitation for bids only and is not intended and it not to be construed as an 5

6 offer to enter into an agreement or engage into any formal competitive bidding or negotiation pursuant to any statue, ordinance, rule or regulation. 5.2 METHOD OF RESPONSE Responses to this IFB shall be made according to the specifications and instructions contained herein. Failure to adhere to instructions may be cause for rejection of any bid. 5.3 ACCEPTANCE OF TERMS AND CONDITIONS Bidders understand and agree that submission of a bid will constitute acknowledgment and acceptance of, and a willingness to comply with, all the terms, conditions, and criteria contained in this IFB, except as otherwise specified in the bid. Any and all parts of the submitted bid may become part of any subsequent Agreement between the selected Contractor and JATA. 5.4 FALSE, INCOMPLETE OR UNRESPONSIVE STATEMENTS False, incomplete, or unresponsive statements in connection with a bid may be sufficient cause for rejection of the bid. The evaluation and determination of the fulfillment of the above requirement will be JATA s responsibility and its judgment shall be final. 5.5 CLEAR AND CONCISE SUBMISSION Bids shall provide a straightforward, concise delineation of the Bidder s capability to satisfy the requirements of the IFB. Each bid shall be submitted in the requested format and provide all required information, including but not limited to information, if requested, relating to capability, experience, financial resources, management structure and key personnel, and other information as specified in Section 2 and outlined in Section 4 and otherwise required in this IFB. Each bid shall be signed in ink by a duly authorized officer of the company. SECTION 6. INFORMATION FOR THE CONTRACTOR 6.1 CONTRACT DOCUMENTS The Invitation for Bid, the Bidder Submission, the Contract, the General Terms and Conditions, and the Specifications, are the contract documents that will form the Contract. Bidders should examine each of the contract documents. In case of disagreement among the documents, the Invitation for Bid as modified by published addenda will rule. JATA shall not be bound by a response to the Invitation for Bid which contains terms not requested. 6.2 DATE AND PLACE FOR DELIVERING BIDS Pursuant to the Invitation For Bid sealed bids will be received at the JATA administration office, 2350 E. High Street, Jackson, MI by no later than February 10, 2017 by 3:00 P.M. The awarding of the Contract, if awarded, will be made by JATA as soon thereafter as practicable. 6.3 PRINTED FORM FOR BIDS All bids must be made upon the specifications attached hereto, and should give the cost for each item and aggregate amount, and must be signed and acknowledged by the Bidder, in accordance with the directions in the bid. 6.4 OMISSIONS AND DISCREPANCIES Should a Bidder find discrepancies in, or omissions from the Specifications of Contract documents, or should he be in doubt as to their meaning, he should at once notify the JATA Program Manager who may send a written instruction to all Bidders. Any questions must be 6

7 submitted by January 20, 2017 and answers will be ed out to all Bidders on or before January 25, ACCEPTANCE OR REJECTION OF BIDS JATA reserves the right to reject any or all bids for sound, documentable business reasons without limiting the generality of the foregoing. Any bid which is incomplete, obscure or irregular may be rejected and one or more items in the price schedule may be rejected. Any bid in which prices are omitted, or prices are obviously unbalanced, may be rejected. 6.6 ACCEPTANCE OF BID AND THE EFFECT Within ninety (90) days after the opening of the bids, JATA will act upon them. The acceptance of a bid will be a notice in writing signed by a duly authorized representative of JATA, and no other act of the JATA shall constitute the acceptance of a bid. The acceptance of a bid shall bind the successful Bidder to receive the Contract. The rights and obligations provided for in the Contract shall become effective and binding upon the parties only with its formal execution by the Board of Directors or Executive Director. 6.7 TIME FOR EXECUTING CONTRACT AND DAMAGES FOR FAILURE TO EXECUTE Any Bidder whose submission shall be accepted will be required to appear at the office of JATA in person, or, if a firm or corporation, a duly authorized representative shall so appear, to execute the Contract. The contract may need to be reviewed by the Michigan Department of Transportation (MDOT) prior to going into effect. The contract should be signed within three (3) business days after approval is received from MDOT and presented to the Bidder. Failure to do so shall constitute a breach of the agreement effected by the acceptance of the bid. JATA is not liable for any cost incurred by the BIDDER prior to signing of the Contract. The liability of JATA is limited to any resulting Contract. In no instance shall JATA be liable for consequential damages or any loss of any business opportunities. 6.8 PRIME CONTRACTOR RESPONSIBILITIES The selected Bidder will be required to assume responsibility for all requested deliverables as indicated in Section 2.0 regardless of who produces them. Further, JATA will consider the selected company to be the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. Contractor and/or subcontractor shall give a copy of their State of Michigan Contractor License and permits from governmental agencies as required upon notification of award. The prime contractor agrees to pay each subcontractor under this prime contract for satisfactory performance of its contract no later than 30 days from the receipt of each payment the prime contractor receives from JATA. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of JATA. The clause applies to both DBE and non-dbe subcontracts. Retainage: The prime contractor agrees to return retainage payments to each subcontractor within 30 days after the subcontractors work is satisfactory completed. Any delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of JATA. This clause applies to both DBE and non-dbe subcontracts. 7

8 Attachment A: Bid Protest Procedures

9 BID PROTEST PROCEDURES JATA will rely on the following procedures to resolve disputes in the attempt to avoid further FTA involvement or litigation. 1. All protests lodged by potential or actual bidders, contractors, or proposers must be made in writing and contain the following information: 2. Name, address, and telephone number of the protester. 3. Identification of the solicitation or contract number and title. 4. A detailed statement of the protest's legal and factual grounds, including copies of relevant documents. 5. Identification of the issue(s) to be resolved and statement of what relief is requested. 6. Argument and authorities in support of the protest. 7. A statement that copies of the protest have been mailed or delivered to all interested parties in the Invitation for Bid or Request for Proposal process. In the case of RFPs, JATA s procurement officer will direct the protester to mail or deliver the protest to relevant parties. Mail the protest to: Jackson Area Transportation Authority Attn: Procurement Officer 2350 E. High Street Jackson, MI

10 Attachment B: Price Proposal Form 10

11 PRICE PROPOSAL FORM (This form must accompany your bid) Description of Item Units Price/Unit $ This price is guaranteed for a period of months. The undersigned certifies that he or she offers to furnish materials in strict accordance with the requirements of this bid including the Terms and Conditions, Specifications, Bid Form and has reviewed any questions and answers ed by JATA on or before January 20, 2017, and the prices quoted are correct. Please ensure that any additional fees are included in your price including delivery fee or shipping, stating if these costs are per engine or per order. This bid may not be withdrawn for a period of one hundred and eighty (180) days from the date of submittal. WARRANTY INFORMATION Details: BIDDER INFORMATION Company Name: Address: Address: Phone Number: Printed Name of Authorized Representative: Title: Signature:

12 Attachment C: Checklist for Bid Submission 12

13 SUBMITTAL CHECKLIST Submittal to: Jackson Area Transportation Authority, 2350 E. High Street, Jackson, MI Deadline: February 10, 2017 by 3 P.M. (EDT). A bid will be automatically rejected if it is received after the stated deadline. All forms/certifications below MUST be completed and included when you submit your Bid Package: One (1) Original and Two (2) copies of the Bid Package Completed Price Proposal Page(s) (Signed) Business Organization Information Material/Product Specifications (if applicable) Three (3) references of similar service provided in the past Signed, Applicable Federal Certifications Submittal Checklist See Sections 3 and 4 for more detailed information on bid submission and format. SUBMITTED BID CONTAINS ALL COMPLETED FORMS/CERTIFICATIONS AS LISTED ABOVE Authorized Signature Date 13

14 Attachment D: ISL for Urban Bus & Shuttle (EPA 07) Overview See attached. 14

15 Attachment E: Federal Certifications Materials and Supplies More Than $100,000 See attached. 15

REQUEST FOR PROPOSAL Enterprise Asset Management System

City of Montrose Purchasing Division 433 South First Street PO Box 790 Montrose, CO 81402 REQUEST FOR PROPOSAL Enterprise Asset Management System Issue Date: Thursday April 9, 2015 Bid Number: 15 019 Agent/Contact: