Invitation for Bid Calact/mbta for Standard Floor and Low Floor Rural Duty Vehicles ifb no. 12-03 November 14, 2012



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SECTION 1: NOTICE OF INVITATION FOR BIDS


CER 1.Purpose of the Procurement and Period of Performance

The purpose of this procurement is to establish a bid for standard floor and low floor heavy duty buses designed for rural service. The base order buses shall be available in a CNG configuration but the bid shall also contain option pricing for a diesel configuration. The Morongo Basin Transit Authority (“MBTA” or “Agency”) a member of the California Association for Coordinated Transportation (“CalACT”) is the lead agency for the solicitation. Following contract award, CalACT members shall be eligible to purchase from the resulting contract. In addition, CalACT shall provide all contract administration activities. However, the resulting Contract may only be modified or amended by written action of MBTA.

The initial period of performance shall be two years. The MBTA shall have the right to extend the period of performance for three (3) one-year options under the provisions of SP 3.

CER 2.Description of the Work to be Done

The Agency requests Bids for the manufacture and delivery of standard floor and low floor heavy duty transit buses. The buses shall be designed for use in a rural environment and in a CNG configuration. The vehicles shall be provided under the terms and conditions set forth in IFB No. 12-03. The Contract for each order placed using this Bid shall be a firm-fixed price Contract.

Specifically, the Agency is bid pricing for the following types of buses:

Standard Floor CNG Buses

Low Floor CNG Buses

CER 3.Bid Due Date and Submittal Requirements

Bids must be received by 11:30 a.m. on December 5, 2012


  1. Sealed Bids shall be “hand delivered” and submitted to following addresses:

Rutan & Tucker

General Counsel for Morongo Basin Transit Authority

611 Anton Boulevard, Suite 400

Costa Mesa, CA 92626



  1. Envelopes or boxes containing Bids shall be sealed and clearly labeled with the Agency’s Bid number and the solicitation title: IFB No. 12-03, Bid for Rural Duty Vehicles. The Pricing Form shall be in a separate sealed envelope cleared marked “Pricing Form.”

  2. Bids are requested to submit to the Agency one hard copy marked “Original,” two additional printed copies, and three CDs, each containing an electronic PDF copy of the Bid. In case of any discrepancies, the hard copy shall be considered by the Agency in evaluating the Bid, and the electronic version is provided for the Agency’s administrative convenience only. A Bid is deemed to be late if it is received by the Agency after the deadline stated above. Bids received after the submission deadline shall be rejected.

CER 4.Validity of Bids

Bid and subsequent offers shall be valid for a period of ninety (90) days.

CER 5.Pre-Bid Meeting Information

A Pre-Bid Meeting shall be held on October 3, 2012. The meeting shall convene at 10:30 a.m. in the Valley Transportation CTSA’s conference room, located at 299 W. Foothill Blvd, Suite 202, Upland CA 91786.

Prospective Bidders are requested to submit written questions to the Contract administrator, identified below, in advance of the Pre-Bid Meeting. In addition, questions may be submitted up to the date specified in “Proposed Schedule for the Procurement.” Responses shall be shared with all prospective bidders. Prospective Bidders are reminded that any changes to the IFB shall be by written addenda only, and nothing stated at the Pre-Bid Meeting shall change or qualify in any way any of the provisions in the IFB and shall not be binding on the Agency.

Pre-Contract Contracting Officer’s Contact Information:

Name: Mr. Joe Meer

Title: General Manager

Address: 62504 Verbena Road, Joshua Tree, CA 92252

Phone number: 760-366-2986

E-mail: joe@mbtabus.com

Fax number: 760-366-2445


Identification of Source of Funding

Financial support of this project is provided through financial assistance grants from the Federal Transit Administration (FTA), and/or the State of California, California Department of Transportation (CalTrans) and other sources of local and state public funding.



Signed and Dated for Posting

___________________________________________________________________ ___________________

Signature/Title Date


SECTION 2: INSTRUCTIONS TO BIDDERS


Estimated Quantities

The Work under these Contract documents consists of a bid for the manufacture and delivery of standard floor and low floor heavy duty vehicles designed for rural service. The vehicles to be ordered shall be a CNG fuel configuration. However, the Bidder shall provide option pricing for a diesel configuration. The selected vehicles may be ordered by members of CalACT. Individual orders may include optional features, spare parts, training materials and manuals.

The minimum and maximum quantities for all vehicle configurations established for the base period of this contract are:

Minimum the base period 5

Maximum the base period 150

The minimum and maximum quantities for all vehicle configurations established for the base period of this contract are:

Minimum the base period 5

Maximum the base period 150

These figures represent the best known foreseeable needs of Agencies within the State of California. Neither MBTA nor CalACT guarantee any purchase above the minimum quantity stated above. Orders shall be placed on an as-needed basis. Financial support of this project is provided through financial assistance grants from the Federal Transit Administration (FTA), and/or the State of California, California Department of Transportation (CalTrans) and other sources of local and state public funding. As such, this funding is not guaranteed. If funding becomes unavailable to the grantees for any fiscal year during which this Contract is in effect, MBTA will issue a stop work notice and suspend the contract. Estimated quantities are informational and not to be construed as a warranty of accuracy of historical or anticipated volumes or a guarantee to purchase any amount beyond the minimum quantity stated. Bidders are informed that the minimum and maximum amounts stated above are for the entire procurement and not per awarded bidder. In addition, a bidder must confirm that it is willing to accept an order of a single bus.

Proposed Schedule for the Bid

The following is the solicitation schedule for bidders:

Pre-Bid Meeting: October 3, 2012 at 10:30 a.m.

Bidder communications and requests: October 23, 2012 at 4:00 p.m.

Responses to Bidder’s communications and/or Agency addenda: November 14, 2012 at 4:00 p.m.

Bid Due Date: December 5, 2012 at 11:30 a.m.

Obtaining Bid Documents

Bid documents may be obtained from Morongo Basin Transit Authority, in person at 62405 Verbena Road, Joshua Tree, CA 92252 or electronically at www. mbtabus.com or at www.calact.org. Documents requested by mail shall be packaged and sent postage paid. Documents requested by courier shall be packaged and sent only at the Bidders’ expense.


Bid Security Requirements – None

Pre-Bid Meeting/Information for Bidders

A Pre-Bid Meeting shall be held on Wednesday, October 3, 2012. The meeting shall convene at 10:30 a.m. in the Valley Transportation CTSA’s conference room, located at 299 W. Foothill Blvd, Suite 202, Upland CA 91786. Prospective Bidders are urged to make every effort to attend this meeting.

Prospective Bidders are requested to submit written questions to the Contracting Officer, identified above, in advance of the Pre-Bid Meeting. In addition, questions may be submitted up to the date specified in “Proposed Schedule for the Procurement.” Responses shall be shared with all prospective Bidders. Prospective Bidders are reminded that any changes to the IFB shall be by written addenda only, and nothing stated at the Pre-Bid Meeting shall change or qualify in any way any of the provisions in the IFB and shall not be binding on the Agency.

Questions, Clarifications and Omissions

All correspondence, communication and contact in regard to any aspect of this solicitation or offers shall be only with the Contracting Officer identified above. Unless otherwise instructed by the Contracting Officer, bidders and their representatives shall not make any contact with or communicate with any member of the Agency, or its employees and consultants, other than the designated Contracting Officer, in regard to any aspect of this solicitation or offers.

At any time during this procurement up to the time specified in “Proposed Schedule for the Procurement,” Bidders may request, in writing, a clarification or interpretation of any aspect, a change to any requirement of the IFB, or any addenda to the IFB. Requests may include suggested substitutes for specified items and for any brand names, which whenever used in this solicitation shall mean the brand name or approved equal. Such written requests shall be made to the Contracting Officer. The Bidder making the request shall be responsible for its proper delivery to the Agency as identified on the form Request for Pre-Offer Change or Approved Equal. Any request for a change to any requirement of the Contract documents must be fully supported with technical data, test results or other pertinent information showing evidence that the exception shall result in a condition equal to or better than that required by the IFB, without a substantial increase in cost or time requirements.

All responses to Request for Pre-Offer Change or Approved Equal shall be provided to all bidders. Any response that is not confirmed by a written addendum shall not be official or binding on the Agency.

If it should appear to a prospective Bidder that the performance of the Work under the Contract, or any of the matters relating thereto, is not sufficiently described or explained in the IFB or Contract documents, or that any conflict or discrepancy exists between different parts of the Contract or with any federal, state, local or Agency law, ordinance, rule, regulation or other standard or requirement, then the bidder shall submit a written request for clarification to the Agency within the time period specified above.

Addenda to IFB

The Agency reserves the right to amend the IFB at any time in accordance with “Proposed Schedule for the Procurement.” Any amendments to the IFB shall be described in written addenda. Notification of or the addenda also shall be distributed to all such prospective Bidders officially known to have received the IFB. Failure of any prospective bidder to receive the notification or addenda shall not relieve the Bidder from any obligation under the IFB therein. All addenda issued shall become part of the IFB. Prospective Bidders shall acknowledge the receipt of each individual addendum in their Bids on the form Acknowledgement of Addenda. Failure to acknowledge in the Bid receipt of addenda may at the Agency’s sole option disqualify the Bidder.

If the Agency determines that the addenda may require significant changes in the preparation of Bids, the deadline for submitting the Bids may be postponed no less than ten (10) days from the date of issuance of addenda or by the number of days that the Agency determines shall allow Bidders sufficient time to revise their Bids. Any new Due Date shall be included in the addenda.

DBE Requirements for Transit Vehicle Manufacturers

Pursuant to Title 49, Code of Federal Regulations, Part 26.49, the Vehicle Manufacturer, as a condition of being authorized to respond to this solicitation, must certify by completing the form DBE Approval Certification that it has on file with the Federal Transportation Administration (FTA) an approved or not disapproved annual disadvantaged business enterprise (DBE) subcontracting participation goal.

Conditions, Exceptions, Reservations or Understandings

Bidders are cautioned to limit exceptions, conditions and limitations to the provisions of this IFB, as they may be determined to be so fundamental as to cause rejection of the Bid for not responding to the requirements of the IFB/

Protest Procedures

All protests must be in writing, stating the name and address of protestor, a contact person, Contract number and title. Protests shall specify in detail the grounds of the protest and the facts supporting the protest.


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