Administered by
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
1.0 GENERAL INFORMATION:
1.1 Purpose: The University of Maine System, acting through the University of Maine at Presque Isle, is seeking proposals for the purchase of a new, diesel powered, articulated four-wheel-drive wheel loader with a 2 yard general purpose bucket, 12’ snow sweeper blade and 48” material handling forks. All equipment shall be interchangeable with a quick hitch hydraulic coupler. Demo equipment will not be accepted.
This Request for Proposals (RFP) states the instructions for submitting proposals, the procedure and criteria by which a vendor may be selected and the contractual terms by which the University intends to govern the relationship between it and the selected vendor.
1.2 Definition of Parties: The University of Maine at Presque Isle will hereinafter be referred to as the "University." Respondents to the RFP shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall be referred to as the "Contractor."
1.3 Scope: The University intends to replace the existing front end loader currently being used by Physical Facilities. The University is seeking proposals for purchase without trade and purchase with trade. The University, at its sole discretion, will decide which purchase option, with or without trade, is in its best interest. The equipment offered for trade is a 1988 JCB 1400B loader/backhoe with 6,000 hours with sweeper blade and material handling forks. Bidders who wish to see the equipment offered for trade should contact David St. Peter, 207-768-9577.
1.4 Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the University's best interests, including, but not limited to cost, service, delivery, availability of parts and loaner equipment, ability to meet specifications, warranty terms, desirability of equipment, cab comfort & visibility, ease of use, general maintenance requirements and references.
1.5 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site, www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Hal Wells
Purchasing Department
Room 101J
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2708
1.6 Award of Proposal: Demonstrations may be requested of those bidders deemed by the University to be the best suited among those submitting proposals on the basis of the selection criteria. After demonstrations have been conducted, the University may select the bidder which, in its opinion, has made the proposal that is the most responsive and most responsible and may award the contract to that bidder. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University, will not be considered in the evaluation of proposals. The University reserves the right to reject any or all proposals, in whole or in part, and is not necessarily bound to accept the lowest cost proposal if that proposal is contrary to the best interests of the University. Should the University determine in its sole discretion that only one proposal meets it’s needs, a contract may be awarded to that bidder without further action.
1.7 Award Protest: Bidders may appeal the award decision by submitting a written protest to the Director of Purchasing within five (5) business days of the date of the award notice, with a copy to the successful bidder. The protest must contain a statement of the basis for the challenge.
1.8 Demonstration/Test Drive: As part of the evaluation the University may require a demonstration/test drive of the equipment being proposed. University on-site demonstration/test drive is preferred; however, demonstration/test drives at dealer site(s) may be acceptable.
1.9 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any demonstrations or presentations necessary to the proposal process.
1.10 Debarment: Submission of a signed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.
1.11 Proposal Understanding: By submitting a proposal, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.
1.12 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 90 days from the due date of the proposal.
1.13 Specification Protest Process and Remedies: If a bidder feels that the specifications are written in a way that limits competition, a specification protest may be sent to the Purchasing Department. Specification Protests will be responded to within five (5) business days of receipt. Determination of protest validity is at the sole discretion of the University. The due date of the proposal may be changed if necessary to allow consideration of the protest and issuance of any necessary addenda. Specification protests shall be presented to the University in writing as soon as identified, but no less than five (5) business days prior to the proposal due date. No protest against the award due to the specifications shall be considered after this deadline. Protests shall include the reason for the protest and any proposed changes to the specifications. Protests should be delivered to the Purchasing Department in sealed envelopes, clearly marked as follows:
SPECIFICATION PROTEST, RFP #______
1.14 Proposal Submission: A SIGNED original and one (1) copy of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by Wednesday, November 26, 2003, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals. Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any single vendor, however, additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:
Name of Bidder
Address of Bidder
Due Date
RFP #
2.0 GENERAL TERMS AND CONDITIONS:
2.1 Acceptance Tests: The acceptance tests required to demonstrate that performance specifications can be met must be carried out in exacting accordance with the capabilities as described in the user and technical documentation/operation manuals(s) delivered with the equipment or submitted with the proposal response. Failure to satisfy this acceptance test may result in rejection of the equipment with no financial obligation incurred by the University.
2.2 Transportation Charges: Proposals must be F.O.B. Destination to the University of Maine at Presque Isle. Prices quoted will be considered to include all charges for transportation, packaging, crates, containers, insurance, duty and brokerage charges, etc. necessary to complete delivery.
2.3 Delivery Notification: The University shall be notified 24 hours prior to delivery so that personnel may be available. Notification shall be made to David St. Peter, 207-768-9577.
2.4 Manuals: The contractor shall provide with each piece of equipment owner’s manual and/or maintenance instructions and parts lists. If these items are available in electronic format (on disk) both hard copy manuals and diskettes will be required.
3.0 PERFORMANCE TERMS AND CONDITIONS:
3.1 Contract Administration: The University of Maine at Presque Isle’s Manager of Physical Facilities shall be the University's authorized representative in all matters pertaining to the administration of this contract.
3.2 Payments: Payment will be upon submittal of an invoice to the Business Office, 181 Main Street, Presque Isle, Maine 04769 by the Contractor on a net 30 basis unless discount terms are offered. Invoices must include a purchase order number.
3.3 On-Site Service: On-site service must be available during normal business hours. Service after normal business hours and on weekends may be required. Response time (equipment repair completed) must be within 48 hours after service call is placed. During critical times (snowstorms) response time is required within 24 hours after service call is placed.
3.4 Loaner Equipment: While equipment is under manufacturer’s warranty, loaner equipment must be available for use by the University if our equipment will be out of service for more than 36 hours during critical times. Loaner equipment must be of a similar size and capable of performing the same work.
3.5 Upon delivery of new equipment, Contractor will be required to provide the University with basic operating and service training.
4.0 SPECIFICATIONS:
One (1) new, diesel powered, articulated four-wheel-drive front end wheel loader: Volvo L50D, Daewoo Mega 160, Caterpillar 924G, or acceptable alternative, as specified below.
Note: Demo units are not acceptable.
Unit: Four wheel drive rubber tired articulating wheel loader that meets all Federal, State and EPA regulatory standards for the construction industry. Equipment shall be manufacturer’s current production model, complete as nationally advertised and meet or exceed the following specifications:
Engine: Diesel with a net SAE horsepower of approximately 100-H.P. Exhaust shall be muffled. Cold weather starting aid. Engine designed to use #2 diesel fuel and 50/50 blend in cold weather operations. 110 volt AC engine block heater with a 6’ cord. Spin on water filter equipped with shut off valves. Wet sleeve engine preferred. Exhaust emission and noise level shall comply with all applicable Federal, State of Maine and EPA Standards.
Transmission: Power shift or hydrostatic drive is acceptable.
Operating Weight: 18,000 lbs. Minimum
Tipping Load Straight: Minimum 12,000 pounds S.A.E.
Breakout Force: Minimum 12,000 pounds S.A.E.
Steering: Double acting, dual cylinder articulated steering. Minimum 40 degree left & right articulation.
Brakes: Hydraulically operated, self-adjusting, power wet disc brakes on all 4 wheels. Brakes must be protected from the elements.
Controls: Fully hydraulic, 3-spool, 2 lever. One lever to control the bucket and boom, one lever to control the auxiliary hydraulics.
Axles & Differentials: 4-wheel drive, heavy duty design.
Hydraulics: A load-sensing hydraulic system supplied by a variable displacement piston pump is required. Loader shall be equipped with “Easy Ride Control”, or equal, suspension system for road control capability. Auxiliary hydraulics required.
Electrical: 24-volt heavy duty direct electrical starting system. 60 amp. alternator, maintenance free battery with no less than 690 cold cranking amps, at 0 degrees F. Any computer-controlled function must have the ability to be “bypassed” in order to obtain a “limp-mode” of travel.
Tires: Radial 17.5 x 25 (12PR) L-2 or equal.
Bucket: Two (2) cubic yards minimum, general purpose bucket, bolt on (heel) wear plates with cutting edge segments. A quick-coupler will be installed that allows for changing attachments by one person.
Material Handling (Pallet) Forks: 48” forks. A quick-coupler will be installed that allows for changing attachments by one person.
12’ Snow Sweeper Blade: with power angle and down pressure capability. A quick-coupler will be installed that allows for changing attachments by one person.
Operator’s Cab: Shall be sound suppressed R.O.P.S. cab to meet all applicable Federal, State of Maine and OSHA regulatory standards. Cab shall include rearview mirrors both internal and external. Fabric covered, extra cushioned, suspension, multi-adjustable seat with seat belt. Cab heater and defroster shall be highest capacity available. Instrument panel shall be illuminated. Dome light with independent on/off switch. Oil pressure, water temperature, ammeter, fuel level and other applicable warning devices are required. Front and rear windshield wipers with time delay and washers. Roof and floor sound suppression matting. Sun visors. Interior mounted circulation fan.
Other Equipment:
Service hour meter
Four (4) shockproof mounted headlights
Four (4) rear shockproof mounted work lights
Stop and hazard lights
Directional signals
Whelen strobe light mounted on cab roof (please note the position)
Back up alarm
Horn
Emergency triangular reflectors
Slow moving vehicle emblem
Cab mounted 5-lb. (minimum) fire extinguisher
Antifreeze to –40 degrees Fahrenheit
Floor mat, one (1) piece
Tool box
Engine compartment doors
Service Step and hand holds
Fenders, front and rear
Back counterweights: appropriate for use with a 2 cubic yard general purpose bucket
Articulation safety lock
Automatic return to dig feature
Draw Bar with locking pin
5.0 PROPOSAL CONTENT: If you are offering more than one (1) wheel loader make copies of this section. All information must be completed for each item you are offering.
Bidders shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the University. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award. Bidders are encouraged to provide any additional information describing operational abilities. Responses to each requirement below should be in order and clearly marked with the section number to which they respond.
5.1 Equipment: FOB Presque Isle
Equipment Price:
Without trade
Equipment Price:
With trade of the University’s 1988 JCB 1400B loader/backhoe
Contractor responsible for removal
Equipment to be provided on the contract (Model #): Attach two (2) copies of literature and complete specifications.
5.2 Service: Describe your on-site service capabilities (response time, loaner equipment, warranty and non-warranty service labor costs, after business hours labor cost, etc.)
5.3 Parts inventory levels and average number of days to shipment after receipt of order.
5.4 Parts: Provide a list of spare parts for which stocking at the University is recommended. Include costs: (Attach a separate sheet if necessary)
5.5 Availability and location of demo equipment if University demonstration is not possible:
5.6 Warranty (Manufacturer’s): Provide all manufacturer’s warranty information.
Extended Warranty Options (OEM only, no 3rd party after market extended warranty will be considered): List options and prices for all available plans.
5.7 Manuals and parts lists: Are these items available in electronic format?
If yes, what is the format (software) they are available in?
5.8 Lead Time: State the number of days to delivery after receipt of the order:
5.9 Lease to purchase programs: Provide information on any lease / purchase programs that are available to the University for this purchase.
5.10 References: A list of three references is required to be submitted with your proposal. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one. References should include: company name, address, contact person and phone number.
6.0 SIGNATURE:
COMPANY NAME _______________________
By:
(Signature)
(Print Name)
(Title)
(Date)