1-IFB260130 Specifications.pdf

Louisville Jefferson County

Metro Government

Fleet Services

Short Term & Long Term Vehicle Leasing

BID

IFB260130

MILESTONE DATES

Bid Opens: December 12, 2025 Questions Due: December 19, 2025 at 3:00pmEST Submissions Due: January 12, 2026 at 3:00pmEST

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BID

TABLE OF CONTENTS

1. Instructions to Bidders

2. Specifications

3. Evaluation Criteria

4. General Provisions

5. Hold Harmless Agreement and Indemnification Clause and Insurance Requirements

6. Human Relations Commission Required Documentation

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SECTION 1

INSTRUCTIONS TO BIDDERS

1.1. Introduction

The Louisville/Jefferson County Metro Government (“Metro Government”) is now accepting Bids for Long Term Vehicle Leasing with Option to Buy.

The process of accepting Bids and choosing the successful Bidder shall be by Competitive Sealed Bidding. The Metro Government, if it chooses to award a contract based on this Bid, shall do so on the basis of lowest bid price or best evaluated bid.

1.2. Considerations Prior to Submitting a Bid

1.2.1. Revenue Commission

If you are a Metro Government vendor or you are doing business in Metro Louisville, you should already be registered with the Revenue Commission and have all of your required taxes paid. If you become the successful Bidder, you must be properly registered with the Revenue Commission and have all of your required taxes paid prior to the award of a contract.

You must provide your Revenue Commission Number on the Bidder Information and Bid Signature Document, unless you do not yet have one. Contact the Louisville Metro Revenue Commission at (502) 574-4860 for information related to obtaining an account number or verifying current compliance.

1.2.2. Human Relations Commission

There are two affirmative action requirements which apply to Metro Government Contracts: a) Affirmative Action in Employment and b) Affirmative Action in the subcontracting of Minority, Female and Handicapped-owned businesses.

1.2.2.1. Affirmative Action in Employment

1.2.2.1.1. The Louisville Metro Human Relations Commission (“HRC”) is required determine whether contractors’ employment policies assure employment opportunities are available to all citizens without regard to race, color, religion, national origin, marital status, handicap, sex, sexual orientation or gender identity, or age.

1.2.2.1.2. To make this determination, the HRC will make an inquiry of the successful Bidder pursuant to Louisville Metro Ordinances Section 37.27.

1.2.2.1.3. If you are contacted by Purchasing Division staff notifying of award, and you have not already been “HRC Prequalified”, you will need to contact the HRC at 502-574-3631 for information and assistance on procedures to follow in becoming approved and qualified.

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1.2.2.1.4. Bidder acknowledges that the resulting Agreement from this IFB is subject to Louisville/Jefferson County Metro Government Ordinances §37.25-§37.36 and failure to comply with the terms of those Ordinances will be cause for suspension, termination or cancellation of a contract executed hereunder, or rejection of Bidder’s Bid.

1.2.2.2. Affirmative Action in Subcontracting

1.2.2.2.1. Generally, either a Bidder will use subcontractors or it will do all the work itself.

1.2.2.2.2. If Not Using Subcontractors, you must complete and sign Form GFE-1, which is included with this Bid in the HRC’s “Good Faith Efforts Requirements” document, to indicate work will be self-performed.

1.2.2.2.3. Failure to include a completed Form GFE-1 with your bid will cause the bid to be rejected and deemed nonresponsive.

1.2.2.2.4. If Using Subcontractors, you must follow the instructions and complete the forms in the “Good Faith Efforts Requirements” document included with this bid. This includes but is not limited to making the required good faith effort, as that term is defined in the document.

1.2.3. LMCO Louisville Metro Codified Ordinance Policy Certifications LMCO 112.30

1.2.3.1. Per LMCO 112.30(D):

1.2.3.1.1. Vendors who apply for business with Louisville Metro must follow the practice that initial vendor employment applications not contain a "box" or a question of inquiry on the initial application regarding an applicant's prior criminal history and applicants shall not be required to check or otherwise fill in a "box" or respond to an inquiry regarding an applicant's prior criminal history on the vendor's initial employment application, unless as otherwise provided by or required by state and federal law.

1.2.3.1.2. Failure to adhere to this requirement shall cause your submission not to be considered for award. Louisville Metro shall retain at all times the authority to deny, rescind, revoke, terminate or not renew a contract with a vendor for failing to comply with the standards established by LMCO 112.30.

1.2.4. Requirements Regarding Sexual Assault and Sexual Harassment in the workplace, per

LMCO 39.220-224:

1.2.4.1. Per LMCO 39.222: An Organization executing a contract valued at $50K or more (“Covered Entities" shall not execute any settlement agreement concerning workplace sexual assault, sexual harassment, failure to prevent same or which concern claims of retaliation against a person reporting such matters if such an agreement prevents or restricts the disclosure of factual information related to such claims filed in a civil action or a complaint filed in an administrative action.

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1.2.4.2. Reporting Requirements. Per LMCO 39.221: Each covered entity shall annually report to Louisville Metro internal complaints of workplace sexual harassment and sexual assault by employees who reside or work in Louisville/Jefferson County. The report shall be submitted to the Office of Equity.

1.2.4.3. Nondisclosure Agreements. Per LMCO 39.223: No covered entity shall, in exchange for a raise or bonus, or as a condition of employment or continued employment, require an employee to sign any agreement that prohibits the disclosure of information about unlawful acts in the workplace. “Information about unlawful acts in the workplace" includes, but is not limited to, information pertaining to harassment or discrimination or any other conduct that the employee has reasonable cause to believe is unlawful.

1.3. Preferences

1.3.1. Minimum Wage Preference

1.3.1.1. Per Louisville Metro Ordinance Chapter §37.56, preferences shall be given to businesses, which provide their employees a minimum wage equal to or exceeding the minimum wage set forth in §37.55 ("minimum wage business") which is currently $10.10/hour. This minimum wage rate is the rate set by Louisville Metro Council for all full-time Louisville Metro employees.

1.3.1.2. If a business provides its employees at least $10.10/hour, regardless of location or position, the offer price in the Bid shall be reduced by 5% for the purpose of determining which offer is most advantageous to Metro Government.

1.3.1.3. If this Bid is for services, and the business intends to use subcontractors to perform all or part of the work required under the contract, the business shall not subcontract more than 20% of the work to non-minimum wage businesses unless such services are not available from minimum wage businesses.

1.3.1.4. If a business receives the Minimum Wage Preference and is awarded a contract under this Bid, then it must post a sign of the $10.10 minimum wage rate in a conspicuous place and manner so as to inform employees and the public of your minimum wage policy.

1.3.1.5. If you certify your business as a minimum wage business, are subsequently awarded a contract, and the Metro Government discovers you do not pay your employees at least $10.10 per hour, your business will be liable to the Metro Government for 30% of the amount of the contract awarded.

1.3.1.6. You must complete the Minimum Wage Preference Certification on the Bidder Information and Signature Page included in this Bid.

1.3.2. Local Vendor Preference

The Metro Government gives Bids submitted by local vendors a preference.

1.3.2.1. To qualify as a local vendor, a company must:

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1.3.2.1.1. Be established in the Louisville Metropolitan Statistical Area (“MSA”), as defined by the United States Census Bureau for twelve (12) consecutive months.

1.3.2.1.2. Possess a current Louisville Revenue Commission account number.

1.3.2.1.3. Have its headquarters located in the Louisville MSA or have a branch office currently located in the Louisville MSA for at least twelve (12) consecutive months prior to the broadcast date of this Bid.

1.3.2.1.4. Determine whether the City or County within the Louisville MSA in which your business is located has the required reciprocal ordinance which recognizes business located within the Louisville MSA as local businesses for the purpose of a procurement preference. If that City or County does have such an ordinance, you must include a copy of that document in your response to this

IFB.

1.3.2.1.5. Utilize local businesses to furnish at least 75% of the services under a contract awarded hereunder unless such services are not available locally.

1.3.2.2. If the Metro Government determines your business is a local business, based on the standards described here, then your business shall receive a 5% reduction of the total amount you propose or 5 points added to your evaluated Bid total, depending on the type of bid evaluation process the Metro Government has decided to use.

1.3.2.3. If the Metro Government concludes your business is a local business for the purposes of this Bid, and that determination is based on false information, the Bidder shall be subject to a fine equal to 25% of the price quoted in this Bid.

1.3.2.4. Any petition challenging the designation or award of local vendor preference shall follow the procedures set forth in LMCO §37.03.

1.3.3. Kentucky Statutory Preferences

The Commonwealth of Kentucky requires the Metro Government to apply certain purchasing preferences as set forth in Kentucky Revised Statutes (“KRS”) Sections 45A.470, 45A.490, 492 and 494.

1. Kentucky Correctional Industries: Products made by the Department of Corrections, Division of Prison Industries, shall receive a preference equal to twenty (20) percent of the maximum points awarded to a bidder in a solicitation. (KRS 45A.470, 200 KAR 5:410)

2. Qualified bidder status: Kentucky Industries for the Blind, Incorporated, any nonprofit corporation that furthers the purposes of KRS Chapter 163, or a qualified nonprofit agency for individuals with severe disabilities as described in KRS 45A.465(3) shall receive a preference equal to fifteen (15) percent of the maximum points awarded to a bidder in a solicitation.

a. A bidder claiming qualified bidder status shall submit along with its response to a solicitation a notarized affidavit which affirms that it meets the requirements to be considered a qualified bidder. The required affidavit form can be obtained by going to Metro Louisville Metro Government’s Purchase webpage:

https://louisvilleky.gov/government/management-budget/procurement.

https://louisvilleky.gov/government/management-budget/p

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3. Reciprocal Preference (KRS 45A.490-494)

a. KRS 45A.490 Definitions for KRS 45A.490 to 45A.494.

1. "Contract" means any agreement of a public agency, including grants and orders, for the purchase or disposal of supplies, services, construction, or any other item; and

2. "Public agency" has the same meaning as in KRS 61.805.

b. KRS 45A.492 Legislative declarations. The General Assembly declares:

1. A public purpose of the Commonwealth is served by providing preference to

Kentucky residents in contracts by public agencies; and

2. Providing preference to Kentucky residents equalizes the competition with other states that provide preference to their residents.

c. KRS 45A.494 Reciprocal preference to be given by public agencies to resident bidders -- List of states -- Administrative regulations.

1. Prior to a contract being awarded to the lowest responsible and responsive bidder on a contract by a public agency, a resident bidder of the Commonwealth shall be given a preference against a nonresident bidder registered in any state that gives or requires a preference to bidders from that state. The preference shall be equal to the preference given or required by the state of the nonresident bidder.

2. A resident bidder is an individual, partnership, association, corporation, or other business entity that, on the date the contract is first advertised or announced as available for bidding:

a. Is authorized to transact business in the Commonwealth; and

b. Has for one (1) year prior to and through the date of the advertisement, filed Kentucky corporate income taxes, made payments to the Kentucky unemployment insurance fund established in KRS 341.490, and maintained a Kentucky workers' compensation policy in effect.

3. A nonresident bidder is an individual, partnership, association, corporation, or other business entity that does not meet the requirements of subsection

(2) of this section.

4. If a procurement determination results in a tie between a resident bidder and a nonresident bidder, preference shall be given to the resident bidder.

5. This section shall apply to all contracts funded or controlled in whole or in

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part by a public agency.

6. The Finance and Administration Cabinet shall maintain a list of states that give to or require a preference for their own resident bidders, including details of the preference given to such bidders, to be used by public agencies in determining resident bidder preferences. The cabinet shall also promulgate administrative regulations in accordance with KRS Chapter 13A establishing the procedure by which the preferences required by this section shall be given.

7. The preference for resident bidders shall not be given if the preference conflicts with federal law.

8. Any public agency soliciting or advertising for bids for contracts shall make KRS 45A.490 to 45A.494 part of the solicitation or advertisement for bids.

A notarized affidavit form for Bidders, Offerors, and Contractors Claiming Resident Bidder Status can be obtained by going to Metro Louisville Metro Government’s Purchase webpage:

https://louisvilleky.gov/government/management-budget/procurement if a bidder wishes to include in their Bid. Unless there are bid from vendors from states that have a designated percentage or point procurement preference in that state, this preference will not apply.

1.4 Bid Submittal Requirements

1.4.1 All Bids must be signed by a duly authorized officer, agent or employee of the Bidder (See the

“Bid Signature Page” document). Bidder promises that the individual signing the Bid document for the Bidder has the authority to bind the Bidder.

1.4.2 Sealed Bids will be accepted until 3:00 p.m. EST on January 12, 2026.

Louisville Metro Government uses a web-based portal for accepting and evaluating bids digitally (https://louisvilleky.bonfirehub.com/portal). Documents may be uploaded at any time during the open period. We strongly recommend that you allow sufficient time to complete uploading, submit and finalize your submission before the closing deadline.

If you have any technical questions related to your submission, please contact Bonfire at Support@GoBonfire.com.

You can also visit their help forum at https://bonfirehub.zendesk.com/hc.

1.4.3 Bids cannot be submitted through the portal after 3:00 p.m. EST on January 12, 2026.

1.4.4 Any inquiries about this IFB shall be addressed in writing on the Bonfire portal.

1.4.5 Changes, Clarifications, Errors, Addenda:

1.4.5.1 Should a prospective Bidder find a discrepancy in or omissions from the specifications or be unclear as to what the specifications mean, the Bidder shall notify Metro Purchasing through the Bonfire portal. The Buyer will provide written clarification to all prospective Bidders. Bidder agrees that the Metro Government will not be responsible for any oral instructions.

https://louisvilleky.gov/government/management-budget/p mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc

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1.4.5.2 Clarification of Submittal: The Metro Government may obtain clarification or additional information from a Bidder.

1.4.5.3 Changes/Alterations: Bidder may change or withdraw its Bid at any time prior to Bid closing date and time.

1.4.5.4 The Bidder must respond as required in this Bid; failure to make any required response or provide required information may cause rejection of the Bid as nonresponsive.

1.4.5.5 Once this Bid has been signed by Bidder and officially submitted to the Purchasing Department of the Metro Government, Bidder will not be allowed to alter or withdraw its Bid except with the written permission of the Director of Purchasing.

1.4.5.6 Addenda: The Metro Government may issue an addendum, or addenda, changing some aspect of the Bid. All addenda, if any, shall be considered in making the Bid, and such addenda shall be made a part of this Bid. Before submitting a Bid, it is incumbent upon each Bidder to be informed as to whether any addenda have been issued, and the failure to cover in the Bid any such addenda may result in disqualification of that Bid.

1.4.6 The Metro Government shall not permit a Bidder to withdraw its Bid for sixty (60) days after

Bids are opened, unless the Metro Government makes a specific exception in writing.

Further, Bid prices shall be firm for a minimum of six (6) months after the Bid closing date.

1.4.7 Metro Government shall not be responsible for any cost incurred by the Bidder in the preparation of its Bid.

1.4.8 When the Bidder signs its Bid and submits it to the Metro Government for consideration of award, the Bidder agrees that is offering to enter into a contract with the Metro Government subject to all the conditions herein, without exception. If the Metro Government decides to accept the Bidder’s offer, the Bidder agrees that the Metro Government creates a contract by signing the Bidder Information and Bid Signature Page contained in this Bid. Bidder agrees that the contract shall contain all of the conditions herein. Bidder agrees that nothing in this Bid is negotiable. “Condition”, as used here, means, but is not limited to meaning, requirements, terms, obligations, duties, specifications, etc. If the Bidder attempts to change any of the conditions in this Bid, whether in its Bid response or otherwise, the Metro Government shall reject Bidder’s Bid as nonresponsive. If Bidder considers any condition herein unacceptable to it, Bidder should not submit a Bid.

1.4.8.1 If Bidder submits any document which purports to be contractual, the Metro Government shall reject the Bid as nonresponsive. If Bidder submits any such document after the contract has been executed, Bidder agrees that the Metro Government may terminate that contract for cause immediately.

1.4.9 If the award is divided among or between vendors, written notification will be given to each vendor of the specific items covered on their respective contracts.

1.5 Buyer Information

Name: Daniel Dadi Email: daniel.dadi@louisvilleky.gov Phone: 502-574-6396

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SECTION 2

SPECIFICATIONS

Price Contract for the Lease / Rental of Vehicles

Louisville Metro Government (LMG) is seeking to award a contract for long term (one year, three year and 5 year) leasing of vehicles by various Louisville Metro Government departments. Pricing will be accepted for daily, weekly, and monthly rentals for a wide variety of vehicles.

The Louisville Metro Police Department (LMPD) & Commonwealth Attorney’s Office will be the primary agency using this contract. The rental / lease of vehicles may be for short- or long-term use and the vehicles will be used to conduct surveillance and covert activities with vehicles that are not ordinarily recognized as police vehicles. These vehicles are not intended to be utilized as pursuit vehicles.

Louisville Metro will install emergency equipment (radios, emergency lighting) and will make every effort to install without altering the vehicle. However, there are occasions where accessing a power source and secure mounting of equipment is required. This could involve drilling and splicing of wires.

The emergency equipment will be removed at the end of the lease.

Other LMG Departments may utilize this contract to lease or rent vehicles.

Metro Louisville shall have the option to buy vehicles at the end of a lease term.

A. Vehicle Makes & Models

The successful vendor shall be required to have the ability to supply a wide variety of makes and models of vehicles. The vendor must be able to provide the vehicles below.

Compact Sedan Mid-Size Sedan Full-Size Sedan Large SUV Crossover SUV Cargo Van Full-Size Pick-Up (2WD/4WD) Compact Pick-Up (2WD/4WD) Passenger Van (8, 12 &15)

These are examples of the types of vehicles which may be required. Bids must include a complete list of the types of vehicles that a bidder can supply and the makes / models of vehicles that can be supplied with the cost per month.

B. Vehicle Equipment

All vehicles shall include the following equipment:

(Some equipment may be specifically requested to be left off a vehicle)

• Air Conditioning

• Rear Window Defroster

• Power Locks & Windows

• Floor Mats, front & rear

• Tilt and Adjustable Steering Column

• Intermittent Wipers

• Automatic Transmission

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• Power Steering

• Window Tint within KRS 189.110

• Anti-Lock Brakes

• Side Impact Air Bags

• Traction Assist

• Four (4) sets of keys w/ key fobs (long term leased vehicles)

• Additional vehicle accessories as requested (e.g., truck bed trays, truck toppers, etc.)

• LMG understands a nominal upcharge on the lease may be incurred from the additional of requested accessories

• No vehicle shall have a GPS Tracking device installed.

C. Selection of Vehicles

LMG shall have the opportunity to pre-select the make/model of vehicles that will be leased on a long-term basis (6 months or longer). LMG shall be given a choice of various makes and models to select from. This selection process shall commence upon the award of the contract. The successful vendor shall supply a selector list to LMG to select the specialized units. LMG will then return an approved list of vehicles for lease. Any vehicle to be leased long term shall have a maximum of 15,000 miles at the start of the lease.

D. Exchange of Vehicles on Long Term Leases

During the lease term, Louisville Metro Government must have the option to exchange vehicles if the identity of a vehicle is compromised. A no cost exchange is preferred, but Louisville Metro Government understands a nominal administrative fee may apply.

Any exchange shall be handled/approved by Metro Fleet Services. The length of the lease shall not extend beyond the expiration of the original lease and monthly lease payment shall not increase.

Should this need arise the exchange shall be completed in an expeditious manner. The need for these types of exchanges shall be required only when extenuating circumstances arise.

E. Quantity

LMG plans to lease 40-65 vehicles on a long-term basis (one year or longer). The contractor shall have sufficient inventory to accommodate the lease / rental of up to ten (10) vehicles within twenty-four (24) hours. However, no specific number of rentals or leases, long or short term, shall be guaranteed at any time during the term of this contract.

F. Mileage

Vehicles leased by LMG on a long-term basis will be expected to accrue an average of 20,000 to 22,000 miles per year. If the mileage exceeds this estimate there will be no charge to LMG. There shall be no mileage charges of any kind to LMG for any leased or rented vehicle. There shall be no mileage limitation included as part of a bidders bid for rented or leased vehicles.

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G. Vehicle Maintenance and Repair

The ability of a bidder to provide and maintain a vehicle in a safe and reliable manner is an important factor in the award of this contract. Minimum requirements of the contract include:

• Provide manufacturer recommended preventative maintenance at the recommended intervals

• Provide mechanical repairs that arise from the normal operation of the vehicle in a fleet setting. Replacement parts and fluids shall meet the minimum standards as specified by the vehicle manufacturer. Repair techniques and procedures shall be performed in a manner that is consistent with manufacturer recommended practices.

• All preventative maintenance and normal repairs shall be performed at no additional cost to LMG when the need for the repair arises from normal vehicle operation in a fleet operation.

This shall include chipped/cracked windshields (from road debris).

• The contractor shall be entitled to recover repair costs if they result from driver negligence, abuse, collision damage or vandalism. An authorized representative of Metro Government shall be notified in this situation prior to initiating the repair.

• LMG would prefer that the contractor own, operate, and maintain an in-house maintenance facility. The maintenance facility shall follow all local, state and federal codes and regulations which pertain to the operation of a vehicle repair facility. However, if a bidder does not have an in-house maintenance facility their bid shall include a complete explanation of how they will provide maintenance services. A primary contact must be listed for each maintenance facility.

• All repairs shall be performed by individuals that are certified by the National Institute of Automotive Service Excellence (ASE) in the area of the repair regardless of whether the contractor operates its own maintenance facility or utilizes another means for repair. Required employee certifications must be include in bid submission.

• LMG shall have the right to inspect a bidder’s service facility prior to the award of the contract or at any time during the life of the contract.

• Contractor shall provide 24-hour roadside assistance for repairs such as flat tires, dead batteries, etc.

• Contractor shall provide towing services

• The lease and maintenance contract will bid together.

• Louisville Metro Government leased vehicles will be given priority when having maintenance performed.

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• Louisville Metro must be provided a primary customer service person/contact/account representative for all maintenance and administrative issues.

H. Out-Of-Town Travel

A rented or leased vehicle may be taken out-of-town. Bids must include an explanation of how repairs shall be handled when the vehicle is out-of-town.

I. Charges for Replacement Vehicles

The contractor shall provide a “loaner” replacement vehicle to LMG at no additional cost if the original vehicle is returned for service or repairs that arise from normal operation or a factory recall. If the repairs result from driver negligence, abuse or collision damage the contractor may charge for a replacement vehicle at the contract rate. In this instance the contract shall ensure that the LMG Department has authorized a replacement vehicle. If the contractor fails to obtain this authorization the LMG Department shall not be responsible for any charges for a replacement vehicle.

Louisville Metro Risk Management Division shall be responsible for efforts to recover expenses incurred for the loaner vehicle costs and collision damage to the leased / rental vehicle if the Metro Employee is not “at fault” in the vehicle collision.

J. Vehicle Collision Estimates

Damage repair estimates shall be made in all instances involving collision or other damage. LMG reserves the right to request up to three (3) written estimates prior to initiation of the actual repair.

One of these estimates shall be from an appraiser designated by Louisville Metro.

K. Vehicle Damage – Total Loss/Purchase of Vehicle

In situations where the vehicle damage is extensive, or the vehicle is determined to be “total loss”, the allowable cost of the repair or replacement shall not exceed the actual cash value of the vehicle in its undamaged condition. If the damage repair estimates exceed the actual cash value (in its undamaged condition), LMG reserves the right to pay the actual cash value of the vehicle to the contractor as full and final settlement of all damage costs. The title of the damaged vehicle will then be transferred to

LMG.

L. Other Vehicle Damages

If repairs become necessary due to suspected driver negligence or abuse Louisville Metro Fleet Management shall be immediately notified. Settlement for costs arising from these repairs shall be resolved through negotiation between the contractor and Metro Fleet Management. LMG reserves the right to choose to repair any vehicle damages using another LMG contract vendor. All repairs shall be completed to industry standards.

M. Invoices

The contractor shall provide invoicing for all leases / rentals to the LMG Department that requested the vehicle. All invoices shall include the following information:

• Requesting Department

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• Vehicle Number

• Driver Name

• Driver Assignment

• Dates for Charges

• Description of all Charges (lease, rental, repair, etc.)

• Total Amount (LMG is exempt from all Sales Taxes)

• Remit to Address

N. Insurance

LMG is self-insured for Automobile Liability Coverage through membership in the Louisville Area Government Self Insurance Trust, formed in pursuant to KRS 304.48-210. Louisville Metro Government is self-insured for Automobile Physical Damage.

Additional insurance requirements are stated in Section 5 of this bid.

O. Contract Expiration

If a vehicle lease term runs beyond the contract expiration date LMG will continue the lease payments to the end of the lease term and the contractor shall honor all requirements of the lease as stated in these specifications until the end of the lease term.

P. Return of Vehicle at Rental / Lease Expiration

When a vehicle is turned in at the end of a rental / lease period LMG will not be responsible for any damage that has occurred during the normal operation of the vehicle. This will include parking lot door dings, minor scratches, normal interior wear, damage from road debris, chipped/cracked glass, etc. The final inspection of the vehicle will be done in the presence of a representative of LMG. The results of this inspection will be in writing and signed by representatives of LMG and the contractor at the time of the inspection. No additional charges shall be assessed that are not listed on this inspection.

Confidentiality Requirement

Under no circumstances shall any information relating to the rental / lease of a vehicle be released, given, or otherwise be made available to any person or entity other than that authorized by the LMG Department that has leased / rented a vehicle. If the contractor receives such a request the requestor shall be referred to the LMG Department that leased / rented the vehicle.

The contractor shall provide the following to LMG:

*Identify the individuals having authorization to provide information concerning billing, vehicle identification, and driver information to an authorized LMG Department Contact.

*Identify the individuals that are authorized to resolve all situations requiring negotiations or problems that arise from the rental / lease of vehicles under the terms of this contract.

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REQUIRED SUBMITTALS

1) Rental / Lease Rates

• The Vehicle Selection and Price Sheet shall be filled out in its entirety.

• The Vehicle Selection and Price Sheet can be found under Bonfire Files.

2) Maintenance Plan

• All Proposals shall have a complete maintenance plan.

• Submit your company’s maintenance plan as part of your proposal.

3) Company Profile

• Submit your company’s executive summary that includes all services provided, number of years in continuous service, and references.

• References shall include a minimum of four (4) references as part of your proposal with contact information for each reference listed.

*Note regarding Exceptions*

If a bidder takes any exception to any part of the specifications of this bid, the exceptions shall be clearly noted / marked. All exceptions shall reference the specification and explain the reason and / or rationale for the exception. Bid exceptions may result in the rejection of a bid.

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SECTION 3

EVALUATION CRITERIA

3.1. Evaluation Process

The Bids received pursuant to this Competitive Sealed Bid will be evaluated on the following selection criteria:

• Rental / Lease Rates 40 points

• Vehicle Selection 30 points

• Maintenance Plan 30 points

TOTAL 100 POINTS

3.2. Bids will be reviewed by a committee consisting of representatives from:

• Office of Management and Budget – Procurement Division

• Fleet Services

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SECTION 4

GENERAL PROVISIONS

4.1 Bid Acceptance

Metro Government may award Bids in its best interest, reject bids or any part of them, award contracts in whole or part, waive what it concludes in its discretion are minor problems with bids, including but not limited to formalities or technicalities. The Metro Government may consider any alternative bids which meet its needs.

4.2 Payment Terms: Net 30 days.

4.3 Pricing

4.3.1 Bid prices shall be firm for at least six (6) months after the Bid closing date.

4.3.2 Project-Specific Contracts: Pricing for specific Metro Government projects shall not change for the duration of the contract.

4.3.3 Non-Project Specific Contracts, Including Price Contracts:

4.3.3.1 For non-project-specific contracts, including Price Contracts, Bidder agrees that prices shall not change for the first year of that contract.

4.3.3.2 If a contract is renewed, all price increase requests after the first year must be submitted in writing to the Purchasing Division, 611 West Jefferson Street, Mezzanine Level, Louisville, KY 40202. Upon notification by the vendor of documented market increases, Bidder agrees that the Metro Government may either accept the price change or terminate the contract. Increases shall not be effective until the Metro Government’s approval of them is received by the Bidder in writing.

4.3.4 Prices quoted shall be exclusive of the State and Federal Excise Tax, since the Metro Government is exempt from them.

4.3.5 Time discounts or cash discounts shall not be considered in Bid evaluation.

4.3.6 Prices for any Bid item shall not be contingent upon the purchase of any other Bid item.

4.3.7 If `approximate yearly usage' is supplied, it is only to aid vendors in preparation of Bids and under no circumstances binds the Metro Government to purchase those amounts.

4.3.8 Bidder should show unit prices and extended prices (unit prices multiplied by the number of units proposed to be purchased).

4.3.9 If this Bid is for a stated number of items, the Metro Government may request that the bidder extend the offered bid pricing to a future purchase or purchases, for up to one year after the date a contract under this Bid has been executed. If the Bidder agrees to extend the pricing, the Metro Government may purchase those items by issuing an additional Purchase Order or Orders, as the case may be.

4.4 Special Conditions for Price Contracts:

4.4.1 A “Price Contract” is an agreement for the purchase of goods and possibly services which the Metro Government may utilize to fill its needs throughout the term of the contract. It is not a contract for a specific project, though purchases may be made for particular

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projects as the need arises. A Price Contract does not obligate the Metro Government to purchase any amount of the Bid goods or services.

4.4.2 The Metro Government may renew contracts for a period of one (1) year and from year to year thereafter, upon the same terms and conditions as the original contract, if such renewal or extension is agreed to by the contractor. Total contract period cannot exceed five (5) years. Written notice of Metro Government's intention to renew will be sent prior to the expiration date.

4.4.3 Any government entity in Kentucky shall have the option of making purchases under a Price Contract executed under this Bid.

4.4.4 If a price contract is awarded hereunder, the Bidder agrees the Metro Government may nonetheless issue a separate Bid for the products or services which are the subject of this Bid.

4.5 Special Conditions Applicable to Contracts for the Purchase of Goods (including Price Contracts, if those contracts are for the purchase of goods)

4.5.1 Bidder must submit all factory literature and supporting documentation with each submitted copy of its IFB.

4.5.2 Bidder shall provide prices for goods as FOB Delivered. Metro shall not pay for shipping, handling or any other associated charges for shipping.

4.5.3 All goods purchased are subject to inspection at the point of delivery by the Metro Government.

4.5.4 Bidder agrees to pay all costs for the return of rejected goods.

4.6 Worker Safety

4.6.1 The Bidder agrees to comply with all statutes, rules, and regulations governing safe and healthful working conditions, including the Occupational Health and Safety Act of 1970, 29 U.S.C. 650 et.seq., as amended, and KRS Chapter 338. The Bidder will provide training documentation for all standards applicable to the job. Necessary trainings would include, but are not limited to, remediation, abatement, powered industrial truck equipment brought on site by bidder, SDS for all chemicals brought to site by bidder, confined space, fall protection, or any other trainings required by an afore mentioned standard under the scope of work being proposed. The Bidder agrees to provide, for all their employees working on properties where Metro employees reside, documentation of current (annual) asbestos awareness training, per OSHA’s 1926.1101(k)(9)(vi) regulation. The Bidder also agrees to notify the Metro Government in writing immediately upon detection of any unsafe and/or unhealthful working conditions on Metro Government property.

Bidder agrees to indemnify, defend and hold the Metro Government harmless from all penalties, fines or other expenses arising out of the alleged violation of said laws.

4.7 Records Retention

4.7.1 Bidder shall maintain during the course of the work, and retain not less than five years from the date of final payment on the contract, complete and accurate records of all of Bidder’s costs which are chargeable to the Metro Government under this Agreement; and the Metro Government shall have the right, at any reasonable time, to inspect and audit those records by authorized representatives of its own or of any public accounting firm

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selected by it. The records to be thus maintained and retained by Bidder shall include (without limitation): (a) payroll records accounting for total time distribution of Bidder’s employees working full or part time on the work (to permit tracing to payrolls and related tax returns), as well as canceled payroll checks, or signed receipts for payroll payments in cash; (b) invoices for purchases receiving and issuing documents, and all the other unit inventory records for Bidder’s stores stock or capital items; and (c) paid invoices and canceled checks for materials purchased and for subcontractors’ and any other third parties’ charges.

4.8 Multiple Awards

4.8.1 As allowed by the Metro Government Finance Manual (Purchasing Policies, Section III, A, 3), multiple contracts may be issued and those contracts, if any, shall be ranked as primary, secondary, etc. A secondary or lower ranking contract may be used if the primary contractor is unable to perform. However, the primary contractor shall be given the first opportunity to provide the services required. Contracts shall be utilized in the order stated in the award.

4.9 Protest Policy

4.9.1 Bidders/Proposers who wish to protest must do so in writing. The subject of the protest shall be limited to fraud, corruption, or illegal acts undermining the objectivity and integrity of the procurement process.

4.9.2 The protest must be received in accordance with the timing and documentation requirements for the type of protest. A protest regarding solicitation must be received no later than five (5) days before the due date for submittals. Any protest regarding the intent to award of the contract must be received no later than three (3) days after posted intent to award.

4.9.3 The protest must include: name, address, telephone, and e-mail address of the protesting party and the person representing them; a complete statement of the legal grounds for the protest specifically identifying law, rule, regulation or procedure alleged to have been violated; relevant support documentation; a statement regarding the course of action the protesting party desires.

4.9.4 Written protests should be submitted either by mail or hand delivered between 8:00 a.m.

and 5:00 p.m. to the Office of Management & Budget; Department of Purchasing; 611 W.

Jefferson Street; Louisville, KY 40202; OR, by email to: OMBpurchasing@louisvilleky.gov

4.9.5 If the protest does not meet the time or content requirements it will not be considered.

4.9.6 For more information on this policy visit:

https://louisvilleky.gov/government/management-budget/procurement

4.10 Open Records

4.10.1 All materials submitted in response to the solicitation document will become the property of the Metro Government. One copy of a submitted Bid will be retained for official files and will become public record. In general, under the Kentucky Open Records Act (Kentucky Revised Statutes, sections 61.870 – 61.884), public records of the Metro Government are subject to disclosure to a requesting party. Any material that a vendor considers as confidential but does not meet the disclosure exemption requirements of mailto:OMBpurchasing@louisvilleky.gov

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the Open Records Act (“ORA”), should not be included in the vendor’s Bid, as it may be made available to the public. If a vendor’s Bid contains materials noted or marked as confidential and/or proprietary that, in Metro’s sole opinion, meet the disclosure exemption requirements of the ORA, then that information will not be disclosed in response to a written request for public documents. If Metro does not consider such material to be exempt from disclosure under the ORA, the material may be made available to the public, regardless of the notation or marking. If a vendor is unsure if its confidential and/or proprietary material meets the disclosure exemption requirements of the ORA, then it should not include such information in its Bid because such information may be disclosed to the public.

4.11 Bribery Clause

4.11.1 By his/her signature on the Bid, Bidder certifies that none of its employees, any affiliate or Subcontractor, have bribed or attempted to bribe an officer or employee of the Metro Government.

4.12 Entire Agreement

4.12.1 A contract executed under this Bid shall include this IFB and the Bidder’s response thereto (“Response”) and that contract shall constitute the entire agreement and understanding of the parties with respect to the subject matter set forth herein and that contract supersedes any and all prior and contemporaneous oral or written agreements or understandings between the parties relative thereto. No representation, promise, inducement, or statement of intention has been made by the parties which will not be embodied in that contract. The contract cannot be amended, modified, or supplemented in any respect except by a subsequent written agreement duly executed by all of the parties hereto.

4.13 Termination for Cause

4.13.1 Metro Government may terminate a contract because a contractor fails to perform its contractual duties.

4.13.2 If a contractor is determined to be in default, Metro Government shall notify the contractor in writing and may either 1) terminate the contract immediately or 2) set a date by which the contractor shall cure the identified deficiencies. Metro Government may proceed with termination if the contractor fails to cure the deficiencies within the specified time.

4.13.3 A default in performance by a contractor for which a contract may be terminated shall include, but not be limited to:

4.13.3.1 Failure to make delivery within the time specified or according to a delivery schedule fixed by the contract;

4.13.3.2 Late payment or nonpayment of bills for labor, materials, supplies, or equipment furnished in connection with a contract for construction services as evidenced by mechanics' liens filed pursuant to the provisions of KRS Chapter 376, or letters of indebtedness received from creditors by the purchasing agency;

4.13.3.3 Failure to diligently advance the work under a contract for construction services;

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4.13.3.4 The filing of a bankruptcy petition by or against the contractor; or

4.13.3.5 Actions that endanger the health, safety or welfare of Metro Government or its citizens.

4.13.4 In the event that, during the terms of this Contract, funds are not appropriated for the payment of the Metro Government’s obligations hereunder, the Metro Government’s rights and obligations herein shall terminate on the last day for which an appropriation has been made.

4.14 At Will Termination

4.14.1 Notwithstanding the above provisions, the Metro Government may terminate this contract at will in accordance with the law upon providing thirty (30) days written notice of that intent. Payment for services or goods received prior to termination shall be made by the Metro Government provided those goods or services were provided in a manner acceptable to the Metro Government. Payment for those goods and services shall not be unreasonably withheld.

4.15 Force Majeure

4.15.1 Neither Bidder nor the Metro Government shall be liable in damages or have the right to terminate a contract executed hereunder for any delay or default in performing that contract if such delay or default is caused by conditions beyond either party’s control including, but not limited to Acts of God, Government restrictions (including the denial or cancellation of any export or other necessary license), wars, insurrections and/or any other cause beyond the reasonable control of the party whose performance is affected.

4.16 Assignment of Contract

4.16.1 The Bidder shall not assign or subcontract any portion of the Contract without the express written consent of Metro Government. Any purported assignment or subcontract without the written consent of the Metro Government shall be void. Bidder agrees that the Metro Government shall consent to any request for assignment or subcontract in its sole discretion. If ownership of Bidder changes, Bidder or its successor firm shall notify Metro Purchasing in writing within 30 days of the Bidder’s receiving notice that its ownership is changing, including but not limited to purchase or other transfer.

4.17 No Waiver

4.17.1 No failure or delay by Metro Government in exercising any right, remedy, power or privilege hereunder, nor any single or partial exercise thereof, nor the exercise of any other right, remedy, power or privilege shall operate as a waiver hereof or thereof. No failure or delay by Metro Government in exercising any right, remedy, power or privilege under or in respect of this Contract shall affect the rights, remedies, powers or privileges of Metro Government hereunder or shall operate as a waiver thereof.

4.18 Authority to do Business

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4.18.1 The Bidder must be a duly organized and authorized to do business under the laws of Kentucky. Bidder must be in good standing with all government agencies and have full legal capacity to provide the services specified under this Contract. The Bidder must have all necessary right and lawful authority to enter into this Contract for the full term hereof and that proper corporate or other action has been duly taken authorizing the Bidder to enter into this Contract. The Bidder will provide Metro Government with a copy of a corporate resolution authorizing this action and a letter from an attorney confirming that the Bidder is authorized to do business in the State of Kentucky, if requested.

4.19 Governing Law

4.19.1 The Contract shall be governed by and construed in accordance with the laws of the State of Kentucky. In the event of any proceedings regarding the Contract, the Parties agree that venue shall be the state courts of Kentucky or the U.S. District Court for the Western District of Kentucky, Louisville Division. All parties expressly consent to personal jurisdiction and venue in such Court for the limited and sole purpose of proceedings relating to the Contract or any rights or obligations arising thereunder. Service of process may be accomplished by following the procedures prescribed by law.

4.20 Ability to Meet Obligations

4.20.1 Bidder affirms that there are no actions, suits or proceedings of any kind pending against Bidder or, to the knowledge of the Bidder, threatened against Bidder before or by any court, governmental body or agency or other tribunal or authority which would, if adversely determined, have a materially adverse effect on the authority or ability of Bidder to perform its obligations under this Contract, or which question the legality, validity or enforceability hereof or thereof.

4.21 Per KRS 45A.455 Conflict of Interest

1. It shall be a breach of ethical standards for any employee with procurement authority to participate directly in any proceeding or application; request for ruling or other determination;

claim or controversy; or other particular matter pertaining to any contract, or subcontract, and any solicitation or Bid therefore, in which to his knowledge:

a. He, or any member of his immediate family has a financial interest therein; or

b. A business or organization in which he or any member of his immediate family has a financial interest as an officer, director, trustee, partner, or employee, is a party; or

c. Any other person, business, or organization with whom he or any member of his immediate family is negotiating or has an arrangement concerning prospective employment is a party.

Direct or indirect participation shall include but not be limited to involvement through decision, approval, disapproval, recommendation, preparation of any part of a purchase request, influencing the content of any specification or purchase standard, rendering of advice, investigation, auditing, or in any other advisory capacity.

2. It shall be a breach of ethical standards for any person to…