1409 - ATV & UTV Units - Honda and Yamaha Brand

STATE OF IDAHO
DEPARTMENT OF LANDS
Invitation to Bid (ITB) 1409
ATV And UTV's
HONDA & YAMAHA
Brand Name Only

TABLE OF CONTENTS
ITB ADMINISTRATIVE INFORMATION ................................................................................ 3
1 PURPOSE ...................................................................................................................... 4
2 GENERAL INFORMATION, SOLICITATION INSTRUCTIONS AND STANDARD TERMS AND
CONDITIONS ...................................................................................................................... 4
3 INQUIRIES ................................................................................................................... 4
4 QUANTITY AND SPECIFICATIONS ................................................................................ 5
5 COST ............................................................................................................................ 5
6 BILLING PROCEDURE ................................................................................................... 5
7 SUBMISSION REQUIREMENTS ...................................................................................... 5
8 PUBLIC RECORDS ......................................................................................................... 6
9 TRADE SECRETS AND NON-PUBLIC INFORMATION ...................................................... 6
10 PREFERENCES .............................................................................................................. 7
11 PARTNERSHIPS ............................................................................................................ 8
12 INTERNAL REVENUE SERVICE REPORTING REQUIREMENT ........................................... 8
13 RESPONSIBILITY ......................................................................................................... 8
14 CLARIFICATION DISCUSSIONS .................................................................................... 8
15 REJECTION AND CANCELATION .................................................................................... 9
16 AWARD ...................................................................................................................... 10
17 WARRANTY ................................................................................................................ 10
18 DELIVERY ................................................................................................................... 10
19 DEALER AND SALESMAN LICENSE .............................................................................. 10
20 AUTHORIZED DISTRIBUTOR ...................................................................................... 10
21 RECORDS MAINTENANCE ........................................................................................... 10
22 AUDIT RIGHTS ........................................................................................................... 11
ATTACHMENT 1 - BIDDER QUESTIONS ............................................................................. 12
ATTACHMENT 2 - SCHEDULE A BID SHEET ....................................................................... 14
IDL ITB 1409 Page 2 of 17 ATV & UTVs - HONDA & YAMAHA

ITB ADMINISTRATIVE INFORMATION
ITB Title: ATV and UTV's
ITB Project Description: The State of Idaho Department of
Lands is requesting Bids from
qualified Vendors for the purchase of
ATV's and UTV's in accordance with
the specifications provided in this
Invitation to Bid (ITB).
ITB Lead: Michaelle Sande, Senior Buyer
Department of Lands
3284 W Industrial Loop, Coeur
d'Alene, ID 83815
mrsande@idl.idaho.gov
208-666-8613
Submit sealed Bid electronically via IPRO: Electronic Submission
IPRO LOGIN
Deadline To Receive Questions: See IPRO Header Document
ITB Closing Date: See IPRO Header Document
ITB Opening Date: Virtually at 2:30 PM Pacific Time, the
following business day after closing.
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Delivery Date: Contractor must provide the
anticipated delivery date for each line
item bid on Schedule A.
IDL ITB 1409 Page 3 of 17 ATV & UTVs - HONDA & YAMAHA

1 PURPOSE
The State of Idaho Department of Lands is requesting Bids from qualified Vendors for the
purchase of ATV's, UTV's, and Tracks for multiple IDL Area Offices in accordance with the
specifications provided in this Invitation to Bid (ITB). Per IDL Fleet Policy, these units are
Brand/Model specific and cannot be substituted.
2 GENERAL INFORMATION, SOLICITATION INSTRUCTIONS AND STANDARD
TERMS AND CONDITIONS
This Solicitation is issued by the state of Idaho (the "State") via IPRO Powered by Luma
(IPRO). The ITB Lead is the only contact for this Solicitation. All correspondence regarding
this ITB shall be in writing.
In the event that it becomes necessary to revise any part of this ITB, amendments will be
posted at IPRO. It is the responsibility of the Bidder to monitor IPRO for any updates or
amendments. Any oral interpretations or clarifications of this ITB shall not be relied upon.
All changes to this ITB must be in writing and posted at IPRO to be valid. Alternate Bids are
not allowed.
The submitting Bidder agrees that its Bid, Quotation or Proposal shall be good and may not
be withdrawn for a period of ninety (90) days after the scheduled closing date, unless
otherwise identified in the Solicitation. No Bid, Quotation or Proposal will be accepted if
marked "price prevailing at time of delivery," "estimated prices," "actual costs to be billed,"
or similar phrases. After the date and time of closing, no price change will be allowed, unless
otherwise stated in the Solicitation. All Bids, Quotations and Proposals must be in U.S.
Dollars.
All price bids must be entered on Schedule A Pricing Schedule. The signed Schedule A shall
be submitted via IPRO Powered by Luma. The right is reserved to accept bids on each item
separately or as a whole. IDL reserves the right to award contract(s) on an all or nothing
basis or to accept any portion of a bid or to award multiple contracts if in the best interest
of the State. Idaho Department of Lands shall award to the qualified respondent(s)
submitting the lowest responsive, responsible bid.
3 INQUIRIES
Questions or other correspondence must be submitted in writing to the ITB Lead listed below.
QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M. Mountain Time ON THE DATE
LISTED IN THE ITB ADMINISTRATIVE INFORMATION. Written questions must be
submitted using Attachment 1, Bidder Questions. Official answers to all written questions
will be posted on IPRO as an amendment to this ITB. Only questions answered by written
amendment are binding. Oral interpretations have no legal effect.
Michaelle Sande, Senior Buyer
mrsande@idl.idaho.gov
208-666-8613
Any questions regarding the Contract Terms and Conditions attached to this event must also
be submitted in writing, using Attachment 1, Bidder Questions, by the deadline identified
in the ITB Administrative Information. The State will not consider proposed
modifications to these requirements after the date and time set for receiving
questions. Questions regarding these requirements must contain the following:
IDL ITB 1409 Page 4 of 17 ATV & UTVs - HONDA & YAMAHA

1. The rationale for the specific requirement being unacceptable to the party submitting
the question (define the deficiency).
2. Recommended verbiage for the State's consideration that is consistent in content,
context, and form with the State's requirement that is being questioned.
3. Explanation of how the State's acceptance of the recommended verbiage is fair and
equitable to both the State and to the party submitting the question.
Bids which condition the Bid based upon the State accepting other terms and
conditions not found in the ITB, or which take exception to the State's terms and
conditions, will be found non-responsive, and no further consideration of the Bid
will be given.
4 QUANTITY AND SPECIFICATIONS
Quantities and specifications are as listed on Schedule A.
5 COST
Provide your fully burdened Total Cost on the Pricing Schedule (Schedule A).
6 BILLING PROCEDURE
The Contractor must provide a signed invoice upon Agency acceptance of delivery. The
invoice and respective reports must be submitted no later thirty (30) calendar days after
acceptance of delivery. No invoice will be accepted or paid without receipt of required
reports/documentation. Invoices submitted without the required reports/documentation will
be returned to the Contractor for resubmission.
The Contractor must provide the following information with each invoice:
1 IPRO contract number (and name of project/product, if appropriate) and Agency
PO number
2 Identification of billing period
3 Total amount billed for the billing period
4 Detailed description of services/products provided and associated # of hours/$
amounts, as appropriate
5 Name of authorized individual and contact information for Contractor
Invoices and reports are to be submitted to the Contact name and email address as
identified on each Purchase Order.
7 SUBMISSION REQUIREMENTS
7.1 Required Bid Submission Items
Your Bid Submission must consist of the following:
7.1.1 Pricing Schedule
Provide your cost information on Schedule A, Pricing Schedule, below. Do not
submit your Bid on any other form. Submitting your Bid on a form different than
the Pricing Schedule may cause your Bid to be rejected as non-responsive.
IDL ITB 1409 Page 5 of 17 ATV & UTVs - HONDA & YAMAHA

7.1.2 Dealer or Salesman License (See Section 19)
7.1.3 Authorized Distributor Documentation (Section 20)
7.2 Bid Submission Methods
Bids must be submitted electronically via IPRO. Do not fax or e-mail your Bid. Your
Bid must be received at the Department of Lands by the date and time specified on
the IPRO header document. The official time, for bid closing purposes, is the
Department of Lands's time clock.
7.2.1 Electronic Submission via IPRO
Submitting electronically via IPRO, upload all of the Required Bid Submission Items
(See Section 7.1) and enter your cost in IPRO for each line item; as the "Total
Cost" on the Pricing Schedule OR $0.01 as your cost in IPRO.
Upload all Required Bid Submission Items using Microsoft products such as Word,
Excel, and PDF. Do not submit items in other formats, unless provided otherwise
in this ITB.
Submitting via IPRO, be advised that that the Bidder for Bid evaluation and award
purposes is the entity profile under which you submit in IPRO, which must be the
same legal entity presented in your uploaded response materials. If the entity
identified on the state supplied Signature Page differs from the entity under which
you submit your Bid in IPRO, the information provided on the Signature Page
prevails.
It is mandatory to submit your Bid electronically via IPRO, all Bidders participating
in a Solicitation issued through IPRO must establish an account in the IPRO system
as it is necessary in order to process and/or award the resulting Contract(s). It is
free to establish an account and only takes a few minutes.
Bidders are further advised to upload response materials with descriptive file
names, organized and consolidated in a manner which allows the State to efficiently
navigate the Bidder's response; as the State will print uploaded documents for
evaluation in the manner received via IPRO.
8 PUBLIC RECORDS
The Idaho Public Records Law, Idaho Code Sections 74-101 through 74-126, allows the open
inspection and copying of public records. Public records include any writing containing
information relating to the conduct or administration of the public's business prepared,
owned, used, or retained by a state or local agency regardless of the physical form or
character. ALL, OR MOST (there are exceptions), OF THE INFORMATION CONTAINED IN
YOUR RESPONSE TO THE STATE'S SOLICITATION WILL BE A PUBLIC RECORD SUBJECT TO
DISCLOSURE UNDER THE PUBLIC RECORDS LAW.
9 TRADE SECRETS AND NON-PUBLIC INFORMATION
The Idaho Public Records Act, Idaho Code title 74, chapter 1 (the "Act") defines trade secrets
to "include a formula, pattern, compilation, program, computer program, device, method,
technique or process that derives economic value, actual or potential, from not being
generally known to, and not being readily ascertainable by proper means by other persons
IDL ITB 1409 Page 6 of 17 ATV & UTVs - HONDA & YAMAHA

and is subject to the efforts that are reasonable under the circumstances to maintain its
secrecy." The Act also defines other records that may be exempt from public disclosure.
In addition to marking each page of the document with a trade secret or other exemption
notation (as applicable), Bidders must also:
* Identify with particularity the precise text, illustration, or other information contained
within each page marked "trade secret" or "exempt from disclosure" (it is not sufficient
to simply mark the entire page). The specific information you deem "trade secret" or
"exempt" within each noted page must be highlighted, italicized, identified by asterisks,
contained within a text border, or otherwise clearly delineated from other text/information
and specifically identified as a "trade secret" or "exempt from disclosure."
* Provide a separate document entitled "List of Redacted Trade Secret and Exempt
Information" which provides a succinct list of all trade secret and exempt information
noted in your Bid; listed in the order it appears in your submittal documents, identified
by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of
text/illustrations; or in a manner otherwise sufficient to allow the State's procurement
personnel to determine the precise text/material subject to the notation. Additionally,
this list must identify with each notation the specific basis for your position that the
material be treated as exempt from disclosure and how the exempting the material
complies with the Act.
* Submit a redacted copy of any Bid response document (e.g. Scope of Work Response)
with all trade secret and exempt information removed or blacked out. The redacted copy
must be submitted electronically in the Supplier Attachments section of IPRO, with the
word "redacted" in the file name.
Marking your entire Bid, Proposal or Quotation as exempt is not acceptable or in accordance
with the Solicitation or the Public Records Law and WILL NOT BE HONORED. In addition, a
legend or statement on one (1) page that all or substantially all of the response is exempt
from disclosure is not acceptable or in accordance with the Public Records Law and WILL
NOT BE HONORED. Prices that you provide in your Bid, Proposal or Quotation are not a
trade secret.
10 PREFERENCES
Section 67-2349, Idaho code, requires application of a preference in determining which
contractor submitted the highest scoring responsive, responsible bid. If the contractor who
submitted the highest-ranking submission is domiciled in a state which has a preference law
that penalizes Idaho domiciled contractors, then the state must apply a reciprocal preference.
The penalty applied to out-of-state contractors competing against Idaho contractors is
determined by the penalty applied by the contractor's domiciliary state to its out-of-state
contractors.
In determining domicile, the following "rule of thumb" will be used: corporations - the state
in which the corporation is chartered or incorporated; sole proprietor or partnership - the
state in which the permanent headquarters of the business is located.
A contractor domiciled outside the boundaries of the state of Idaho may be considered as an
Idaho domiciled contractor provided that there exists for a period of one year preceding the
IDL ITB 1409 Page 7 of 17 ATV & UTVs - HONDA & YAMAHA

date of the submission a significant Idaho economic presence as defined herein. A significant
Idaho economic presence shall consist of the following: (a) that the contractor maintains in
Idaho fully staffed offices, or fully staffed sales offices or divisions, or fully staffed sales
outlets, or manufacturing facilities, or warehouses or other necessary related property; and
(b) if a corporation, that it be registered and licensed to do business in the state of Idaho
with the office of the secretary of state.
11 PARTNERSHIPS
Contractors responding as partners must furnish the Idaho Department of Lands the name
of the partnership, names of the partners, and the partnership's federal taxpayer ID number.
All payments will be made to the partnership.
12 INTERNAL REVENUE SERVICE REPORTING REQUIREMENT
IRS rules and regulations require employers to submit a miscellaneous income form (IRS
form 1099) for all contractual persons who receive $600 or more in a calendar year.
Incorporated firms are exempt from this reporting requirement. The contractor's taxpayer
identification number (Social Security or employer number) must be listed on the signature
page of the contract.
13 RESPONSIBILITY
The state reserves the right to make reasonable inquiry to determine the responsibility of a
contractor. Such requests may include but not be limited to financial statements, credit
ratings, statements of experience and past performance, references, etc. Successful
contractors must show to the satisfaction of the Idaho Department of Lands that they have
sufficient equipment and work crews to complete the work contracted by the time specified.
The unreasonable failure of a contractor to promptly supply information in connection with
such a request is reason for disqualification. Except as otherwise provided by law, information
furnished by the contractor pursuant to this provision may not be disclosed outside the Idaho
Department of Lands without prior written consent of the Contractor.
14 CLARIFICATION DISCUSSIONS
The ITB Lead may, in the Idaho Department of Land's sole discretion, perform clarification
discussions with the Bidder(s) to verify and validate that the Bid will meet the needs of the
Agency. At any time during this period, if it is discovered that the Bidder has not met a
mandatory requirement or has failed to adequately respond to an item below, the State may
find the Bidder non-responsive, and disqualify the Bid.
The Bidder(s) may be requested to address the following items:
* Responsibility Assessment: The Bidder may be required to provide documentation
to demonstrate its responsibility. Failure to provide the requested documentation may
result in the Bidder being deemed non-responsible.
* Agency Concerns: The Bidder will address or resolve any major risks, issues,
concerns, obstacles, or deal-breakers that have been identified by the Agency.
* Verify the Fee/Cost Bid: The Bidder will clarify and validate the fee/cost schedule.
The Bidder will submit any additional financial data, supporting data, or substantiation
requested by the Agency.
IDL ITB 1409 Page 8 of 17 ATV & UTVs - HONDA & YAMAHA

* Provide a Project Schedule: The Bidder will provide a detailed schedule of the
project (with major milestones or tasks). This should include milestones, task and
proposed start and completion dates.
* Key Assumptions: The Bidder will provide a summary of the major assumptions that
have been made in preparing the Bid. This should include items/tasks that the Bidder
has assumed the Agency will perform, items/tasks required from the Agency, and
items/tasks that have not been included in the Bid (items that the Bidder feels are
outside the scope of work). This should also include any critical expectations or
responsibilities that the Bidder has of the Agency, Agency personnel, or other
parties/organizations that are not contracted to by the Bidder.
* Technical Reviews: The Bidder will comprehensively describe the approach for
meeting all of the requirements in the Scope of Work to confirm depth and breadth of
technical and/or industry knowledge, with any efforts required from the Agency should
addressed.
* Reference Verification: If requested, provide a list of references for the firm and
each key personnel.
* Additional Requested Documentation: If requested, provide any additional
documentation that may be requested, which may include a detailed project/work
plan, testing and commissioning plan, training, change management plan, safety plan,
staffing plan, operational plan, maintenance plans, warranties, bonding and insurance,
background checks, etc.
The clarification discussion cannot materially alter the Bid. The State does not expect to
negotiate any terms or conditions requested by the Bidder, unless they were submitted by
the Bidder prior to the deadline for submitting questions (see Section 3), or they provide the
State an opportunity to secure more advantageous terms or pricing.
15 REJECTION AND CANCELATION
Prior to the issuance of a contract, the Idaho Department of Lands shall have the right to
accept or reject all or any part of a submission when: (i) it is in the best interests of the State
of Idaho; (ii) the submission does not meet the minimum specifications; (iii) the submission
is not the highest qualifying submission after evaluation; (iv) a finding is made based upon
available evidence that a respondent is not responsible or is otherwise incapable of meeting
specifications or providing an assurance of ability to fulfill contract requirements; or (v) the
submission deviates to a major degree from the specifications, as determined by the State
(minor deviations, as determined by the Idaho Department of Lands, may be accepted as
substantially meeting the requirements). Deviations will be considered major when such
deviations appear to frustrate the competitive solicitation process or provide a respondent
an unfair advantage. Prior to the issuance of a contract, the State shall have the right to
reject all submissions or to cancel the solicitation. Cancellation may be for reasons that
include but are not limited to: (i) inadequate or ambiguous specifications; (ii) specifications
have been revised; (iii) property is no longer required; (iv) there is a change in requirements;
(v) all submissions are deemed unreasonable or sufficient funds are not available; (vi)
submissions were not independently arrived at or were submitted in bad faith; (vii) it is
determined that all requirements of the solicitation process were not met; (viii) insufficient
competition; or (ix) it is in the best interests of the State of Idaho.
IDL ITB 1409 Page 9 of 17 ATV & UTVs - HONDA & YAMAHA

16 AWARD
Award will be made to the responsive responsible Bidder with the lowest Total Cost, as
provided on the Pricing Schedule (Schedule A).
IDL reserves the right to enter into negotiations in accordance with IDL Procurement Policy
455.
The State will notify all respondents email, of its intent to award a contract and the party(ies)
to whom the contract will be awarded. After elapse of the five (5) day appeal period, if no
appeals are received, the State will award a contract to the successful respondent(s).
Respondents to whom a contract has been awarded will have fourteen (14) calendar days
from the date of the award notice to return to the State a signed copy of the contract along
with the required bonding and certificates of insurance. If the State does not receive such
documents within the specified time period, the State may declare, at its sole discretion, that
all respondent's rights to the contract are forfeited.
17 WARRANTY
All vehicles must carry a standard manufacturer's standard warranty. The warranty start date
will not be in effect until the vehicle(s) have been accepted. If the standard manufacturer's
warranty is greater than the listed minimum warranty, Contractor must provide the
enhanced warranty at no additional cost. Warranty documentation must be supplied to the
upon delivery for each vehicle ordered. IDL reserves the right to purchase extended
warranties Contractor may offeror.
18 DELIVERY
Contractor must deliver FOB destination prepaid and allowed to the delivery address as
identified on Schedule A. Pickup may be offered in lieu of delivery if pickup is within seventy-
five (75) miles of the delivery location.
19 DEALER AND SALESMAN LICENSE
Dealers must comply with Idaho Code, Section 49, Chapter 16, "Dealers and Salesmen
Licensing". Bidders must include a current copy of their license to sell vehicles with the bid
submission documents. Bids submitted that do not include a copy of the Bidder's license may
be found non-responsive and no further consideration may be given to the Bid. Out of State
Dealers are not required to maintain a State of Idaho Dealers and Salesmen License but must
maintain the equivalent licensing in the state they operate from.
20 AUTHORIZED DISTRIBUTOR
Submitting Contractor must be an authorized distributor for the manufacturer of the off-Road
vehicle offered. An authorized distributor shall be defined as a company or organization that
has a written agreement with the manufacturer to sell or service its products. Bids from
Contractors who are not an authorized distributor by the manufacturer will not be considered.
Bidders who are purchasing from or through an authorized distributor SHALL NOT meet this
requirement and will not be considered for award. Bidder must provide proof of being an
authorized distributor with their bid.
21 RECORDS MAINTENANCE
IDL ITB 1409 Page 10 of 17 ATV & UTVs - HONDA & YAMAHA