Scope of Work/Technical Specifications and Objective
Scope
The Suburban Mobility Authority for Regional Transportation (SMART) is soliciting sealed bids for fasteners and small shop tools to be provided to the SMART maintenance facilities. The term of this contract shall be for three years with two options of one year each.
Overview
SMART intends to award a three (3) year contract with two one-year options for supplying fasteners and small shop tools to SMART locations.
Prior to submission of this proposal, potential contractors are encouraged to visit SMART’s facilities to get an accurate idea of our needs. An appointment must be made with the Superintendent of Maintenance or Terminal Manger at each terminal prior to your visit
Once awarded, the catalog will be reviewed to classify each item as one of the following: stocked, specialty, and non-stocked. Stocked items will be ordered by the Superintendent or his/her at the divisions.
Samples
SMART reserves the right to request samples of any supplies at no cost to SMART.
All prospers, at SMART’s request, must furnish a complete specification of the products they plan to furnish.
Pricing Terms
All vendors must indicate, in writing, if the quoted prices are firm for three years of the three year contract, and if not, what fixed pricing will apply for additional years (i.e. quoted is year one with ____% increase by year after year one). Also indicate how long quoted prices are good for in the event a three-year contract is not issued.
No restocking charge may be charged for goods ordered and returned.
Storage Containers
The contractor shall furnish at no cost to SMART all racks and bins necessary to stock the fasteners. Existing bins may be used (1) if they are adequate to provide for the appropriate stocking level required by SMART and (2) if the Supervisor of Maintenance at the specific terminal approves the use of the existing bins. All racks and bins furnished will become the property of SMART.
All new or existing racks and bins must be labeled with a part description and the contractor’s part number so that SMART personnel can reorder new parts with ease.
Continuing Service Requirements
- Special or Emergency Service Occasionally, locations may need a special or rush order of a particular item. The supplier should have a sales representative who is available to accommodate such requests within one (1) day.
- Normal Service
The vendor must be available to visit any terminal when requested by SMART personnel with in a reasonable amount of time, within three days. This is necessary to ensure that any problems the terminals are having with Contractor are addressed in person by a sales representative.
Ordering of Fasteners
All orders will be placed via the fax or phone to the Vendor from Purchasing Agent at Material Control, the Maintenance Superintendent, or their designee. These are the only individuals who are authorized to purchase or order parts.
If any orders, that do not originate from Material Control or the Maintenance Superintendents, are filled by the vendor, SMART reserves the right to withhold payment for these orders. Any unauthorized orders that are filled shall be construed as a breach of this contract subject to Termination for Cause (Section 4.14). However, failure to invoke this action in any one instance does not preclude invoking this clause in subsequent occurrences.
It is the responsibility of the vendor to ensure that the correct part gets to the correct terminal. In the event that the wrong part gets shipped, it shall be the responsibility of the vendor to take the part back at no cost to SMART, where the mistake was on the part of the vendor or SMART.
Shipping of Fasteners
The orders will be drop-shipped to the specified terminal, F.O.B. destination. Each terminal will be shipped its own order for fasteners. The vendor should be prepared to ship the needed parts to any of the four terminals.
No longer than forty-eight (48) hours shall expire from the time the order is placed to the time the order is received by the individual terminals.
All shipments must be accompanied by packaging slips that have the SMART P.O. number, an item description, quantity and price.
Locations
Macomb Terminal
22500 E. 15 Mile Rd.
Clinton Twp., MI 48035
Tony Vinson, Terminal Manager
586.421.6510
Oakland Terminal
2021 Barrett
Troy, MI 48084
Le Juan Burt, Superintendent
248.419.7907
Wayne Terminal
30000 N. Industrial Drive
Inkster, MI 48184
Darren Beech, Terminal Manager
734.446.3021
SMART reserves the right to add or delete any location and the adding/deleting of a location or operation will not affect the quoted prices.
Delivery
All fasteners are to be delivered within three (3) working days from date of order.
Acceptance and Payment
All orders must be received by the Superintendent of Maintenance or his designee at each terminal. The Superintendent or his designee will sign to signify acceptance and accuracy of the order. Payment will not occur until after goods have been received and accepted.
Once awarded, the list of the Superintendents and their designees will be provided.
SMART reserves the right to limit items from the catalog and/or the method of ordering, delivering, and acceptance of items.
Catalogue(s) or Online access
All vendors must submit current catalogue (s) and current price list (s) used with a transmittal letter indicating in writing the effective dates of the catalog, and any other additional information that outlines the pricing that will be given to SMART.
Once awarded, the successful bidder must submit at least 10 copies of their current catalog to SMART. In addition, prior to any update or new catalog, SMART must first be notified in a transmittal letter clearly stating the effective dates of new catalogues or update, and must include at least 10 copies of the new or updated catalog. The transmittal letter should be addressed to the Project Manager (Section 1.01) unless officially notified from the Project Manager of a change.
Telephone Service Requirement
SMART requires that all prospers and the successful contractor have an established place of business and have telephone service during normal working hours (8:30 am to 5:00 pm) five days a week for the duration of the contract. Any partial or full use of telephone answering services or devices are not acceptable and your proposal/ contract will be rejected/cancelled.
References
Contactors are to furnish with their proposal a list of no less than four (4) transit or like companies currently using or that have used the fasteners and fitting offered. The list is to include company name, address, contact person, and telephone and fax number.
Reduction in Prices
If an award is made, the Contract agrees that if prices are reduced to the general trade during the period of the proposed contract, SMART shall receive the benefit of such reduction immediately when the recognized price to the general trade becomes lower than the price at which the award is made, or when the contractor under this proposal reduce his own price below the price named in the award.
General Specifications for Fasteners
It is the purpose of these specifications to provide standards and specifications for fasteners purchased by SMART.
All fasteners shipped must be in compliance with all applicable S.A.E., ASTM and ANSI standards.
The manufacturer logo or recognized distributors logo must be stamped on the head of all hex head bolts for identification and must be traceable. Grade marking shall be marked on all hex head bolts and nuts.
Technical Specifications for Fasteners
- Hex Head Bolts
- Material – The material used for the steel screws shall conform to SAE J429 Grade 8 or ASTM A354, grade DB for bolt diameters 3/8” or greater. Steel screws that are 5/16” or less in diameter shall adhere to SAE J429 Grade 5 or ASTM A449 specifications
- Identification Symbols – All hex bolts shall be clearly marked with the SAE Grade symbol hash marks and will possess the manufacturer’s identification symbol on the bolt head. The supplier must have documents and or packaging at the time of deliver that indicate size, length, type, grade, place of manufacture and lot number or date code.
- Thread type – All hex head bolt threads shall be rolled and conform to the Unified Coarse and Fine System. Bolt threads shall conform to Class 2A specifications.
- Hex Nuts
- Material – The metal composition for the hex nuts shall be matched to the material from which the hex bolts are made.
- Identification Symbols – All hex nuts shall have grade marking that indicate with which hex bolt system they are compatible. The nut must also possess the manufacturer’s symbol stamped into the face of the nut. The supplier must have documents and/or packaging at the time of delivery that indicates size, type, grade, place of manufacture and lot number or date code.
- Thread type – All nut threads will be rolled and conform to the Unified Thread System for both coarse and fine threads. All nut threads shall adhere to the 2B Classification for thread fit.
- Lock Nuts
- Material – All lock nuts shall have a minimum proof load strength of 180,000 psi, meet or exceed IFI-100/107 and 101 Specifications and follow MIL-STD-1312-7 for vibration standards.
- Thread Type – All lock nuts shall use thread distortion at the top of the nut for mechanical locking of the threads. Threads shall conform to the Unified Coarse and Fine System. The thread classification shall be 2B with the exception of the distorted threads.
- Lubrication – All nuts of this type shall be pre-lubricated as identified in the IFI-100/107 and 101 Specifications
- Flat Washers
- Material – All flat washers shall be made from medium carbon 1050-1060 steel, quenched and tampered to a hardness of Rockwell 38. All washers will be plated for corrosion resistance.
- Type – All flat washer for the fastener system shall conform to SAE, USS and ANSI B.18.22.1 Dimensional Specifications.
- Miscellaneous Fasteners – All fasteners, other than those outlined above, such as cotter pins, rivets, locking nuts, et., shall adhere to all material, dimensional and type specifications as outlined in ASTM, SAE and IFI Standards and Specification Manuals.
- Certification – The supplier shall furnish documents of Certification for all fasteners. The vendor will also supply names and location for manufactures that stock the Supplier.
Trace-ability and Quality Assurance
Full trace-ability of fasteners to origin of manufacturer is required. Packaging must contain lot codes for trace-ability.
All fasteners supplied by the vendor shall be packed with a coding system that will enable the vendor and SMART personnel to trace wrong, sub-standard, or damaged material.
