Request for Proposal RFP Agricultural Tractors (AG tractor) 1. Introduction SCOPE OF THE PROPOSAL 1.1 The Ontario Federation of Snowmobile Clubs (OFSC) is accepting proposals for the purchase of Agricultural Tractors suitable for towing a snowmobile trail groomer. The OFSC intends to select a proponent who, in the sole and unfettered opinion of the OFSC, can supply Agricultural Tractors that best meet the needs, criteria and service delivery requirements of the OFSC. This RFP shall be for the purchase of NEW Agricultural Tractors for a period of 3 years with an option to extend an additional 2 years. The extension and terms and conditions shall be mutually agreed upon by both parties at least 6 month prior to the extension commencement date. The bid price shall be based on an estimated number of new units delivered in each of the years as follows: Units Minimum Order Target Order Maximum Order Year 4 7 9 2017 2018 2019 2020 2021 The OFSC is making a commitment to purchase a minimum of four (4) Agricultural Tractors in each of the first three years (provided funding remains consistent within the organization), and a further four (4) Agricultural Tractors in each of the (two) subsequent extension year options. Furthermore, the OFSC may at its discretion, opt to purchase up to five (5) additional Agricultural Tractors over and above the initial
More on the Snow Implementation Project Page 2 of 15 commitment of four (4) Agricultural Tractors per year for each year of the relevant purchase agreement. 1.2 Criteria a. Quote must include the assembly of the unit including installation of track system. Use of track system shall not void tractor warranty. b. Proposals shall meet all specifications per the attached. Any additional specifications on the quoted unit are invited but must be clearly identified with their associated costs. The OFSC reserves the right to make changes to equipment specifications to meet service delivery requirements. In the event of changes where the scope of the equipment is altered significantly, the associated pricing differences shall be mutually agreed upon between the parties. Termination of the agreement may be invoked by either party in the event the scope of the Agricultural Tractors requires changes or pricing no longer relevant to the initial agreement. c. Quote must include a minimum of 4 hours operator training and orientation to be provided at the final delivery club location. The training program outline shall be provided as part of the bid submission and upon successful completion, operators will have the foundational knowledge to ensure they are a competent operator. Record of participation for each participant shall be provided to the Club, District and OFSC. d. Quote must include detailed description of warranty particulars as it applies to this unit and any associated costs. Bidder shall review and complete the section on warranty options and associated additional costs as options for consideration by OFSC e. The OFSC may consider proposals for the supply of new demonstration equipment with full new equipment warranty with a maximum of 100 hrs. f. Delivery date of December 1 of each year of the proposal. Delivery locations shall be determined and communicated by the OFSC to the successful bidder 60 Days prior to delivery date. Any changes to delivery date of December 1 st must be
More on the Snow Implementation Project Page 3 of 15 mutually agreed upon, in writing between the parties at the time of order placement. Failure to meet delivery timelines shall result in a supplier financial penalty equal to 2% per month at the discretion of the OFSC. 1.3 Specification List Vehicle: Agricultural Tractor with track system a. Safety Roll over protection system Fire extinguisher First aid kit b. Engine Minimum HP requirement 130 Engine torque Engine block heater, cold start package, preheater Rated fuel consumption rate / hr Alternator rating (amps) User accessible engine Diagnostic / management system Emission standard level (eg: tier 3 / 4) c. Track & Drive system, dimensions
More on the Snow Implementation Project Page 4 of 15 When installed on tractor, preferred track width shall not exceed 102 Manual transmission, design specify All four tracks must lock if needed Track construction and design composition and materials 4 wheel drive system compatible with track system Ground pressure g/cm2 Total weight Total length (incl. blade) 3 pt hitch capacity (Category) Credit for tires and rims Axle ratios must be standard from factory and not require changing to accommodate track system Cleats or studs installed every 3 rd lug in staggered pattern Alternative bolt on cleats for track system. d. Cab requirements
More on the Snow Implementation Project Page 5 of 15 Fully enclosed operator cab Fully climate controlled Minimum seating capacity of 2 persons (operator & passenger) Air suspension type seat (Operator) Electrically heated rear window Two electrically heated outside rear view mirrors Side view mirrors shall be guarded with bush guards Windshield shall be equipped with suitable guarding to prevent damage from branches Guarding for overhead and side of cab roof Winter wiper blades Total height Ground clearance credit for side mirror delete diameter and gage e. Hydraulic system Pump shall be capable of providing 100l / min or greater Separate controls for front blade and rear hydraulic system
More on the Snow Implementation Project Page 6 of 15 4 independent circuits controlling 2 ports for each circuit mounted at the rear of the vehicle and controlled by a joystic controller in the cab. Flow and pressure rates f. Lighting All lighting shall be LED Minimum 2 forward facing headlights with high and low beam Minimum 2 rear facing high mounted red tail lights Minimum 2 high mounted forward facing flood lights Minimum 2 rear facing high mounted flood lights Interior lighting Minimum 2 high cab mounted, 360 degree visible amber strobe lights All high mounted exterior cab lighting must be protected from damage by suitable brush guards g. Electrical
More on the Snow Implementation Project Page 7 of 15 shall provide sufficient energy to serve 100% of the vehicles electrical needs, plus any extra lighting required for the grooming operations Battery (s) # and Ah rating System shall be 12v Externally accessible, weather protected, 12v boosting capability Rear drag / lighting connector shall be the standard 7 pin design with electrical connections located at the rear of the vehicle and individual switches mounted in the cab. Each circuit shall be fused and capable of supplying 10amps continuous draw. Connections shall be protected from the weather. Circuits shall be labelled: Tail light, flasher light, back up light h. Fuel
More on the Snow Implementation Project Page 8 of 15 Fuel capacity must be of sufficient volume to ensure 12 hours of continuous operation under normal grooming operating conditions Fuel tank capacity i. Blade Blade shall be of HD steel construction Preferred blade shall be a 12 way design controlled by a joystick in the cab If 12 way is not available, specify design and dimensions Preferred width shall be 108 in the closed position width in fully open position additional cost where applicable j. Warranty Tractor Basic warranty. Warranty shall commence at time of delivery acceptance by OFSC
More on the Snow Implementation Project Page 9 of 15 Extended warranty beyond base warranty. coverage and additional cost per year. Use separate document where required Deductible Track system where applicable Cost per year Year 1 Year 2 Year 3 Year 4 Year 5 Basic warranty. Warranty shall commence at time of delivery acceptance by OFSC Extended warranty beyond base warranty. coverage and additional cost per year. Use separate document where required Deductible where applicable Cost per year Year 1 Year 2 Year 3 Year 4 Year 5 k. Service In the event of a failure that prevents the unit from performing grooming activities, the successful supplier shall provide on site service
More on the Snow Implementation Project Page 10 of 15 within 24 hrs of request. Such requests are applicable to units that are incapable of performing grooming activities due to the failure Stipulate hourly rate for mobile mechanical services Stipulate travel charge for mobile service calls How many mobile service trucks do you have? Do you maintain a fleet of available units to meet short term rental requirements (less than 30 days)? If yes to above rental program, please specify the daily /weekly/monthly rental rate as part of this agreement (also include any associated transportation charges) 1 Full copy of the service and repair manual for the total machine, 1 full copy of the Parts Manual, and 1 full copy of the Operator s Manual to be included with each machine. The manuals shall be provided in paper and Electronic format
More on the Snow Implementation Project Page 11 of 15 l. Parts cost Cost of air filter Cost of Tracks Locations of service centres or mechanical dispatch centres m. Optional Items Provide Specification Cost Diesel fired computer controlled engine heater Rear facing camera with in cab viewing screen. Minimum screen size shall be 6 Auxiliary fuel tank to provide an additional 12 hours of operation Cab suspension Front axle suspension CVT / HST transmission 2.0 CONTENT OF PROPOSAL 2.1 Copies Proposals must be submitted in printed form (one original and one copy) and electronic PDF. All proposals must be submitted to the following address, dated with the RFP clearly identified and received by the submission deadline. Ontario Federation of Snowmobile Clubs 9-501 Welham Rd.
More on the Snow Implementation Project Page 12 of 15 Barrie, Ontario L4N 8Z6 Attn: C. Chiaravallotti All questions and inquiries must be directed in writing to: cchiaravallotti@ofsc.on.ca 2.2 Covering Letter and Proposal Bid Form The Proposal Bid Form and a covering letter signed by an authorized representative of the company shall be provided outlining the intent of the response and stating that the information contained in the response accurately describes the equipment to be provided. The response must also guarantee that the Proposal is valid for the specified time period. 2.3 Proponent Profile and Reference The Proposal should identify other organizations for which your company has provided similar services. Please provide references stating organization name, contact name, phone number and fax number to support this. We will not complete any Contract without adequate reference checks 3.0 PROPOSAL BID FORM 3.1 The Proposal Bid Form must be included with all Proposal submissions. AG tractor Vehicle Proposal CLOSING DATE: 4:00 pm. Local Time, July 3, 2017 FIRM NAME: ADDRESS: POSTAL CODE: PHONE NO. FAX NO.: DATE: The undersigned has obtained and carefully examined the Request for Proposal in its entirety including the Additional Terms and Special Conditions for the equipment
More on the Snow Implementation Project Page 13 of 15 requested and hereby offers to provide the equipment in accordance with the Contract for the Fees, in Canadian funds, set out in the Proposal Submission. The Proponent further agrees that the Request for Proposal in its entirety shall be deemed to be incorporated in and to form a part of this offer. This offer shall be open for acceptance, binding and irrevocable for a period of Sixty (60) Calendar Days following the Submission Deadline. The Proponent certifies that the following Addenda have been received and agrees that they shall be deemed to form a part of the Contract. No.: Dated: The bid price below is for one (1) Agricultural Tractor. The price is F.O.B. the bidders facility. PROPOSAL BID FORM AG tractor Year: Make: Model: Lump Sum Price 1.2a Quote $ 1.2c Training $ 1.2d Warranty (cost for $ each year of extended warranty) TOTAL $ 4.0 INTERPRETATION 4.1 Definitions
More on the Snow Implementation Project Page 14 of 15 Best Value means the value placed upon quality, service, past performance and price. OFSC means Ontario Federation of Snowmobile Clubs. Club means any of the certified Snowmobile Clubs within the OFSC organization. OFSC Representative means the representative or appointee engaged by OFSC to supervise the work. must, mandatory or required means a requirement that must be met in order for a PROPOSAL to receive consideration. Premises shall mean building(s) or part of a building with its appurtenances. Proposal shall mean the proponent s submission to the RFP. Proponent means a party submitting a Proposal to this RFP. RFP means the Request for Proposal. Request for RFP (RFP) includes the documents listed in the index of the Request for RFP and any modifications thereof or additions thereto incorporated by addenda before the close of RFP s. Should or desirable means a requirement having a significant degree of importance to the objectives of the Request for RFP. Special Conditions means the special conditions, which are included in the RFP. Specifications means the specifications which may be included in the RFP. Subcontractor includes, inter alia, a person, firm or corporation having a contract with the Successful Proponent for the execution of a part or parts, or furnishing to the Successful Proponent materials and/or equipment called for in the RFP.
More on the Snow Implementation Project Page 15 of 15 Successful Proponent means the proponent submitting the most advantageous RFP as determined by the OFSC. Work means any labour, duty and/or efforts to accomplish the purpose of this project.