REQUEST FOR PROPOSALS

OVER THE ROAD (OTR)

CHASSIS REPAIR SERVICES

South Carolina Ports Authority

Request For Proposal No.: OTR012122

South Carolina Ports Authority

200 Ports Authority Drive
Mount Pleasant, South Carolina 29464

RFQ #OTR012122 - Over The Road Chassis Services

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 TABLE OF CONTENTS
Request For Proposal No.: OTR012122

SUBMITTAL DATES & TIMES ....................................................................................................3

SECTION 1 – Instructions to Bidders .............................................................................................4

SECTION 2 – Scope of Services .....................................................................................................8

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 Solicitation Number: OTR012122
Date Issued: January 21, 2022
Procurement Officer: Robert J. Mitchell Jr., P.E.
E-Mail Address: bmitchell@scspa.com

SUBMITTAL DATES & TIMES

Request For Proposal No.: OTR012122

SUBMISSION OF PROPOSALS
Due: Friday, February 11, 2022 at 3:00 PM
Proposals are to be submitted via email to: Robert J. Mitchell, Jr., P.E.
Director, Procurement
bmitchell@scspa.com

SUBMISSION OF QUESTIONS
Due: Tuesday, February 1, 2022 at 5:00 PM
All questions must be submitted in writing via email to: Robert J. Mitchell, Jr., P.E.
Director, Procurement
bmitchell@scspa.com

Schedule of Events

The following Schedule of Events represents the SCPA's best estimate of the schedule that will
be followed. The SCPA reserves the right, at its sole discretion, to adjust this schedule as it
deems necessary.

EVENTS DATE
1. RFP available for Distribution to Proposers Jan 21, 2022
2. Questions Due (via email) Feb 1, 2022

3. Proposals Due (via email) Feb 11, 2022

4. SCPA Review of Proposals Feb 2022

5. SCPA Selection Feb 2022

6. Notice to Proceed (approximate / exact date TBD) Mar 2022

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 SECTION 1
INSTRUCTIONS TO BIDDERS

1.1 PURPOSE
The South Carolina Ports Authority (SCPA) is requesting proposals from qualified vendors
to provide Over The Road (OTR) Chassis Repair Services for the SCPA’s new SMART
Chassis Pool. The SCPA’s fleet size will be approximately 13,000 chassis, and repairs
could potentially begin in the first quarter of 2022.
The SCPA may select more than one Bidder for this service. The selected Bidder(s) will
furnish the SCPA with all necessary expertise, labor, management, materials, equipment,
licenses, permits and insurance required to perform services as requested.

1.2 SUBMISSION OF PROPOSALS

Proposals are to be submitted to the SCPA no later than the date and time indicated in this
RFP. Proposals are to be emailed to:
Robert J. Mitchell, Jr., P.E.
Director, Procurement
bmitchell@scspa.com
Bidders shall reference the RFP Number in their email. Proposals received after the
submission date and time will not be considered. All expenses for preparation of a Proposal
will be borne by the Bidder and will not be reimbursed by the SCPA in any manner or
under any circumstance.

1.3 PROPOSAL REQUIREMENTS

Bidder’s Proposals should at a minimum include:
A. Executive Summary - Bidders must submit an executive summary of their
company, including history, locations, service area, key personnel and their job
responsibilities.
B. Experience & Qualifications – Bidders must submit detailed information on its
experience and qualifications, including sufficient description of similar services
compared to the SCPA’s needs.
Indicate features, resources, technology, skills and/or services, which distinguish
your firm and make it the best choice for the SCPA.
C. Description of Service Costs – Provide a description, and any additional relevant
information, of how service costs are invoiced. Also describe the invoicing process.
D. References – List up to five similar companies or public agencies for which your
firm has provided services in the last five years and when performed. Provide
names of the organizations, services provided, and contact information of persons
who can be contacted with regard to the services you have provided.

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1.4 REVIEW AND EVALUATION OF PROPOSALS
Proposals received by the submission due date and time will be reviewed and evaluated by
the SCPA based on the Scope of Services listed in Section 2. The sole purpose of the
proposal evaluation process is to determine which solution best meets the SCPA’s needs.
The evaluation process is not meant to imply that one Bidder is superior to any other, but
rather that the selected Bidder can provide the best solution for the SCPA’s current and
future needs based on the information available and the SCPA’s best efforts of
determination. The SCPA will select a Bidder that provides the best value to the SCPA,
based on their proposal, as determined solely by the SCPA.

The proposal evaluation criteria should be viewed as standards that measure how well a
Bidder’s approach meets the desired requirements and needs of the SCPA. The SCPA
reserves the right to determine the suitability of proposals on the basis of any or all of these
criteria of other criteria not included in the list below.

The following selection criteria will be used to evaluate the Bidder responses to the RFP.
The proposals will be evaluated against all of the following criteria. A percentage is
assigned to each criterion thereby providing a weight to the importance of the criteria in
the overall selection.

Evaluation Criteria Weight

Capabilities and ability to meet the technical, business, and functional

requirements of this RFP.
25%
Responses demonstrate how the firm will adequately meet the SCPA’s
needs

Demonstrated experience and ability to provide over-the-road (OTR)

chassis repair services 25%
Proposer highlights experience over the past five years

Description of service costs, invoicing process, etc. 25%

Completeness & quality of the response as outlined in the RFP.

15%
Response adequately addresses all requirements of the RFP

Quality and depth of references

References adequately substantiates Bidder’s ability to deliver proposed 10%
services

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1.5 INTERVIEWS
The SCPA reserves the right to conduct interviews with any of the Bidders after the initial
Proposals have been evaluated, if so deemed necessary.

1.6 PRE-PROPOSAL CONFERENCE & SITE VISIT

There will not be a Pre-Proposal Conference or Site Visits for this RFP.

1.7 ADDENDA
A. No interpretation of meanings, corrections of any apparent ambiguity, inconsistency or
error therein, will be made to any Bidder orally. Any request for such interpretations or
corrections, questions or clarifications must be made in writing via email as noted on
Page 3.
B. Any such request, which is not received by the due date noted on Page 3, will not be
considered. All such interpretations, answers to substantive questions and
supplemental instructions will be in the form of written Addendum to the RFP
Documents. If issued, the Addendum will be posted on the SCPA’s website at:
www.scspa.com/research/legal-notices. It is the responsibility of each Bidder, before
submitting its Proposal, to review the SCPA’s website to determine if any Addendum
has been issued and to make such Addendum a part of its Proposal. Failure to
acknowledge any Addendum(s) may be cause for rejection of Proposals. Only the
interpretation or correction given by the SCPA in writing will be binding, and
prospective Bidder are advised that only the SCPA will give information concerning,
or will explain or interpret, the RFP Documents. The SCPA is not responsible for
verbal representations.

1.8 WITHDRAWL OF PROPOSALS

Any Proposal may be withdrawn by written request of the Bidder until the date and time
established herein for opening of the Proposals.

1.9 ACCEPTANCE OF TERMS AND CONDITIONS

By submitting a Proposal in response to this RFP, the Bidder shall be deemed to have
accepted all the terms, conditions, special provisions and requirements set forth in this RFP.

1.10 CHASSIS MAINTENANCE & REPAIR AGREEMENT

The successful Bidder will enter into a Chassis Maintenance And Repair Agreement with
the SCPA (Agreement will be provided to the selected Bidder). Failure to execute an
Agreement, will be cause to void the Award, and the SCPA may then award to another
Bidder.

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1.11 NO OBLIGATION
This solicitation does not commit the SCPA to award an agreement, to pay any costs
incurred in the preparation of a Proposal, or to procure or contract for the articles of goods
or services. The SCPA reserves the right to accept or reject any or all Proposals received
as a result of this request, or to cancel in part or in its entirety this request if it is in the best
interest of the SCPA to do so.

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 SECTION 2
SCOPE OF SERVICES

2.1 INTRODUCTION
The South Carolina Ports Authority (SCPA) is requesting proposals from qualified vendors
to provide Over The Road (OTR) Chassis Repair Services for the SCPA’s new SMART
Chassis Pool. The SCPA’s fleet size will be approximately 13,000 chassis, and repairs
could potentially begin in the first quarter of 2022.

2.2 RESPONSIBILITIES
A. The Bidder shall provide all labor, materials, equipment, tools, transportation and
any other items necessary to perform the requested services.
B. The successful Bidder shall designate and submit to the SCPA the name of the
person responsible on-site for overseeing Bidder’s work. The successful Bidder
shall submit telephone number(s) where he/she can be reached during normal
working hours.
C. The SCPA shall provide an Administrator of the contract for the SCPA. The work
shall be performed under the general direction of the SCPA and to our satisfaction.
The Administrator designated by the SCPA shall decide any and all questions that
may arise as to the quality or acceptability of materials furnished and work
performed, the rate of progress of work, and the fulfillment of the contractual
services on the part of the Bidder. All communications by the Bidder shall be
forwarded to the Administrator.
D. Annual Business Registration (ABR): Prior to beginning any work, the selected
vendor will be required to complete the SCPA’s Annual Business Registration
(ABR) form. The ABR form is located at www.scspa.com/resources/risk-
management.

2.3 SCOPE OF SERVICES – GENERAL

A. The Bidder is to provide Over The Road (OTR) Chassis Repair Services to the
SCPA’s SMART Chassis Pool. It is expected that the bulk of the SCPA’s SMART
Chassis Pool will operate in the State of South Carolina, but could also reach into
neighboring states.
B. The Bidder is to provide inspections and repair services that comply with the
Federal Motor Carrier Safety Administration (FMCSA) regulations.
C. The Bidder is expected to vet and qualify technicians and or contractors performing
repairs and provide description of that vetting process.

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D. The SCPA repair expectations will closely follow the guidelines within the IANA
Guide to Chassis Inspection and Repairs (Intermodal Association of North
America).
E. The Bidder shall invoice via the SCPA’s Chassis Management System.
F. The Bidder shall provide detailed electronic invoices of all costs and repairs,
including: labor rate, milage rate, call out information, reason for repair, detailed
description of repair, location of repair, time & date, etc. Invoices shall include
necessary backup information and copies of work orders.
G. The Bidder shall provide pre-repair and post-repair photographs.
H. The Bidder shall provide copies of FMCSA inspections.
I. The SCPA reserves the right to audit vendor’s repair records.
J. The SCPA will provide the selected Bidder with the SMART Chassis Pool Fleet
File.

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