420-25 Cone Penetrometer Test (CPT) Track Unit

Section 1:        IntentThe purpose of this invitation to bid is to establish a one-time purchase contract with qualified suppliers of a Cone Penetrometer Test (CPT) Track Unit. Section 1a:       Optional Pre-Bid Tele-ConferenceThe purpose of the pre-bid tele-conference is to walk through each specification item to ensure each bidder fully understands the Department’s requirements and specifications. The Department highly encourages all vendors to sign into the teleconference to answer any remaining questions/problems.The optional pre-bid tele-conference will be held on Thursday, April 18th from 1pm – 2pm eastern standard time. The dial-in-number will be +1 (555) 000-0000.  The conference ID number will be 529074039#.  The Department Contact is Laura Carey at +1 (555) 000-0000.Microsoft Teams Need help?Join the meeting nowMeeting ID: 264 305 662 848Passcode: tVwBiqDial-in by phone:+1 (555) 000-0000,,529074039# United States, ColumbusFind a local numberPhone conference ID: 529 074 039#Join on a video conferencing device:Tenant key: contact@example.gov ID: sign-in sheet, that will be filled out by ODOT, is public record and may be shared at the Department’s discretion. Any required addendum/clarifications will be published at the conclusion of the pre-bid conference call. Section 2:        Single AwardThe award of this invitation will be to the lowest responsive and responsible bidder per item.Section 3:        Contract DurationThis is for a one-time purchase of a new Cone Penetrometer Test (CPT) Track Unit.Section 4:        Free on Board (F.O.B.) DestinationODOT Central Office                         1600 West Broad St.                         Columbus, OH 43223                        Attn:  Andrew Jalbrzikowski                        Phone: (614) 275-1305Section 5:        Delivery Delivery of all placed orders must be completed within 180 calendar days upon receipt of a Purchase Order. 5.1        Delivery HoursAll deliveries made to a Department of Transportation facility must be made between the hours of 7:00 a.m. and 2:30 p.m., Monday through Friday, unless special permission is granted by the Department to temporarily waive or adjust this requirement.                        5.2       Fuel and Diesel Exhaust Fluid  The unit purchased through this contract must be delivered with a full tank of fuel and diesel exhaust fluid, if applicable.Section 6:        Purchase Order                       The awarded vendor must be able to provide the awarded unit through this contract.Section 7:        InvoicingIn order to streamline the invoice payment process, the Office of Equipment Management requires vendors to email an attached copy of the invoice to the following address: contact@example.gov. The invoice is to be sent on the date that the ordered commodity is delivered to the Department. Paper invoice to be mailed to the “Bill To” contact and address located on the purchase order. If the order is processed through a credit card, the vendor will remit the invoice to the Credit Card holder’s name and address.Section 8:        Identification Number                        With invoicing, provide description and serial/vin number for each commodity being built.Section 9:        Dealers and Service                        It will be the responsibility of the awarded vendor/manufacturer to provide a list of dealers in the State of Ohio who are authorized to provide warranty and service repair.Section 10:       Trade-in                        TRADE IN EQUIPMENT: 2009 Hyson 200KN – VIN: 41503; Hours: 2247Meeting Time & Location: Monday – Friday       8:00 a.m. – 2:30 p.m. 1600 West Broad St. – Columbus, OH 43223
                                                Please Contact before arrival: Andrew Jalbrzikowski: +1 (555) 000-0000                        The Ohio Department of Transportation (and Political Subdivisions) reserves the right to offer used, operational equipment as trade-ins. The trade-in equipment will be complete and in running condition. The Administrator of the Office of Equipment Management reserves the right to reject or refuse any trade-in allowances offered if it is determined by ODOT that refusal will be in ODOT’s best interest.                        Quoted trade-in values must be held firmly. The only exception would be if damage occurred to the equipment being traded-in after the quotations have been accepted by ODOT.  This change in the quotation must be preapproved by ODOT before the used equipment is transferred to the vendor.  It is ODOT’s responsibility to notify the awarded vendor of any damage that has occurred after the award.Section 10:      Fluids & Lubricants                         Vendor must fill out “FLUIDS & LUBRICANTS” tab to the manufacture’s standard recommendation. Must fill out according to the equipment being bid on through this contract.                         The vendor may add more rows & columns if there are more fluids or lubricants not covered in the spreadsheet.Section 11:       Descriptive Literature                        Bidders are required to submit with their bids the latest literature that fully describes the units being bid on. The Department may, at its own discretion, find a bid non-responsive for failure to submit this descriptive literature. Bidders shall submit this literature in both a hard copy and electronic format to ensure that this requirement is fully met.                        By signing and submitting a bid for this solicitation, the bidder is certifying that the make/models of all items bid herein are the latest and most current manufacturers’ models and will include the manufacturer’s latest engineering changes.Section 12:      Certificate of Title/Manufacturer’s Certificate of Origin (MCO)                        Equipment provided through this contract must be new and never titled.                                                 If applicable, the MCO is to be furnished to the purchaser within thirty (30) days after delivery of the vehicle. Delivery will not be considered complete until the title has been received by the Department.Section 13:       Product SpecificationsAll parts not specifically mentioned, which are necessary to provide a complete unit, or normally furnished as standard equipment shall be furnished.  The parts shall conform in strength, quality of material and workmanship to what is normally provided in the industry.                        This equipment must meet ALL Federal and State regulations.The signing of this bid shall be considered a certification that the model as bid herein is the latest current model and will include the manufacturer’s latest engineering changes.The Ohio Department of Transportation will consider the performance history of similar equipment, vendor’s service and vendor’s overall responsiveness to the Department of Transportation’s utility of the products.The Bidder of the equipment, which is considered for award shall, at the request of the Ohio Department of Transportation, demonstrate the equipment at a location chosen by the Department Personnel to prove any feature or performance capabilities which may be in question.  Should the Demonstration Equipment fail to meet Department requirements, the equipment shall be adjudged as non-conforming to bid specifications. Any equipment failing to meet the Department’s requirements/specifications, set forth in this bid document, can be removed from the contract at any time. Compliance check boxes: Located to the right of each minimum specification are the “Comply or Don’t Comply” check boxes.  Check the Comply Box if the equipment being bid meets or exceeds the minimum specifications. If the equipment does not meet or exceed the department’s minimum specifications, then the bidder must check the Don't Comply box and supply an explanation, on the ODOT excel pricing tab called “EXCEPTION”, for the non-compliant specification. The department has the right to review the “Don’t Comply” explanation and make a decision to accept or deny the equipment being bid.  The bid package will be determined non-compliant and rejected by ODOT if the bidder fails to check either a Comply or Don't Comply box for each and every line of the specification being bid. This section is located in the ODOT supplied excel pricing spreadsheet, on the “SPECIFICATIONS” tab. All other remarks, comments, etc. that are not check marks located in the check boxes will deem the vendor non-compliant.(Specifications are located in the excel pricing sheet)Section 14:       Required Ohio Shared Services Vendor Registration All vendors that are deemed awarded any portion of this invitation to bid are required to be registered through the Ohio Shared Services Office to obtain an OAKS Vendor Identification Number, if they have not already obtained one, in order for an award of this invitation to occur.  An award of this invitation cannot be completed until this vendor registration process has taken place and an OAKS Vendor Identification Number has been assigned. It is strongly encouraged that prospective bidders submit their vendor registration paperwork to Ohio Shared Services as soon as possible before the day of the bid opening of this invitation to bid. This will avoid delays in the awarding of this invitation to bid and allow contract purchasing to commence sooner.   The required forms to become registered through Ohio Shared Services can be found by following the link below: http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspxCompleted forms are required to be submitted directly to Ohio Shared Services, per the submission instructions on the forms. Completed forms or questions regarding this vendor registration process should not be directed to ODOT. Any questions regarding this registration process should be directed to Ohio Shared Services Customer Service by calling +1 (555) 000-0000. PLEASE NOTE: THIS VENDOR REGISTRATION PROCESS DOES NOT APPLY TO VENDORS WHO REGULARLY PARTICIPATE ON ODOT PURCHASING CONTRACTS. IF THE DEPARTMENT HAS ISSUED TO YOUR COMPANY A PURCHASE ORDER IN THE PAST SEVERAL YEARS, AS A DIRECT RESULT OF AN AWARDED PURCHASING CONTRACT SUCH AS THIS ONE, YOU WOULD HAVE ALREADY OBTAINED AN OAKS VENDOR IDENTIFICATION NUMBER THROUGH OHIO SHARED SERVICES. IF THERE IS A QUESTION AS TO WHETHER OR NOT YOUR COMPANY IS REGISTERED WITH OHIO SHARED SERVICES, PLEASE CONTACT THE ODOT PURCHASING SECTION BY EMAIL AT: contact@example.gov