2-RFP SPLBID1198 - Delivery Truck Leasing (04.23.26).pdf

SACRAMENTO PUBLIC LIBRARY AUTHORITY

REQUEST FOR PROPOSALS (RFP)

DELIVERY TRUCK LEASING

General Specifications and Provisions

SPLBID1198

Proposal Due: May 19, 2026 at 5:00 PM

Sacramento Public Library 828 I Street Sacramento, CA 95814

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TABLE OF CONTENTS

Background and Scope of Services…………………...…………………………………………………………… 3

Proposal Requirements & Instructions for Submitting Proposals …………………….…….……… 5

Vendor Selection Schedule.………………………………….…………………………………………………….…… 8

Evaluation and Selection Factors……………………………………………………………………………………. 9

Safety…………………………………………………………………………………………………………………………….. 9

Other Terms and Conditions………………………………………………………………………………………….. 11

ATTACHMENT(S)

A: SPLA NON-PROFESSIONAL SERVICES AGREEMENT

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A. PURPOSE

The Sacramento Public Library Authority (SPLA) seeks proposals from qualified and experienced companies, that have a Headquarters or Main Office within 30 miles of the Central Library (828 I St.

Sacramento, CA 95814), to furnish three (3) leased delivery trucks for daily book deliveries throughout Sacramento County. The Library is accepting proposals for an 84-month lease with an anticipated start no later than March of 2027. These dates are subject to change.

B. LIBRARY BACKGROUND INFORMATION

The Sacramento Public Library is a Joint Powers Authority, and is governed by a 15-member board composed of representatives from the Sacramento County Board of Supervisors and the city councils of the cities named in the next paragraph. The Library Director serves as the Chief Executive Officer of the Authority. More information about the Library Authority is available on its website at www.saclibrary.org.

The SPLA’s 29 locations and two bookmobiles serve more than 1.4 million residents of the cities of Citrus Heights, Elk Grove, Galt, Isleton, Rancho Cordova and Sacramento, as well as the unincorporated areas of the County of Sacramento, spread over 975 square miles in an environment that ranges from urban to rural. The SPLA serves the fourth largest library service area population in California. The communities within the SPLA’s service areas are very diverse, and the projections of the California Department of Finance indicate that they will become even more so over time.

C. SCOPE OF SERVICES

This section describes the general nature of the scope of services to be provided.

Scope of Services:

• Lease of three trucks, with specifications outlined below

• Full on-site regular maintenance at the Sacramento Public Library’s Central Library, located at 828 I Street, Sacramento, CA 95814

• Provision of unlimited substitute trucks in the event of mechanical failure

• Maximum annual mileage of 40,000 miles per vehicle

• Lease term: Maximum 84 months, beginning March of 2027

Vehicle Specifications:

• Vehicle Type: Class 6 box van truck (25,999 GVWR)

• Lease Type: Full-service lease, including on-site mobile fleet maintenance

• Substitute Vehicles: Unlimited substitutes provided in case of mechanical failure

• Annual Mileage: Maximum 40,000 miles per vehicle http://www.saclibrary.org/ http://www.saclibrary.org/

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Truck Features:

• Cab:

o Air suspension cab and driver seat o Tilting/telescoping steering column o Exterior sun visor over windshield o Cowl-mounted mirrors with 8” convex mirrors in addition to main mirrors o Flat floor with no “doghouse” intrusion o In-cab storage box (29” x 15” x 12”) interior dimensions o High Back Seats with arm rests o UV protected windows o Stereo with Bluetooth connectivity; include pricing option for upgraded system with

Apple Car Play/Android Auto

• Engine:

o 260 hp/660 ft.-lbs. torque with selective catalyst reduction emissions technology (2019 Specs. Please upgrade to 2025/2026 comparable specs) o Engine Governor for 65mph o Transmission: Allison automatic 5-speed (2019 Specs. Please upgrade to

2025/2026 comparable specs)

• Suspension/Steering/Axles/Brakes/Tires:

o Front: Spring front suspension (10k lbs. GVWR) o Rear: Air ride rear suspension (20k lbs. GVWR) o Full air brakes o Minimum 71” KPI front axle

• Frame:

o Minimum frame dimensions: 10.625” x 3.45” x 3.13” o 14.8 c.i. section modulus, 120,000 p.s.i. minimum yield strength, 1,776,000 RBM rating

• Body:

o 14’ L x 96” W van body o 3/8” plywood-lined walls and bulkhead o Six rows of horizontal e-track on side walls and back wall o Roll-up rear door, aluminum roof, and 1 1/8” hardwood floor o Interior dome lights. Minimum of 4. LED preferred o Tommy Gate or Maxon 2,200 lb. cantilever liftgate (60” x 94” aluminum platform with cart stops, dual outside controls, hand-held remote, and cab on/off switch) o Backup warning sensors and backup camera with in-cab monitor

Additional Specifications:

• Unladen truck height: Maximum 124” overall height

• Vehicles need to be fully assembled and ready for the Sacramento Public Library’s inspection no later than one week prior to the determined lease start date.

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D. PROPOSAL REQUIREMENTS

Submittal of Proposals The Sacramento Public Library has implemented an e-Procurement platform called Bonfire. All Requests for Proposals (RFP) submissions must be uploaded electronically to https://saclibrary.bonfirehub.com/portal/?tab=openOpportunities

Hard copy proposals will not be accepted. All proposals and accompanying documentation will become the property of the SPLA and may not be returned. Late proposals will not be accepted, nor will additional time be granted to any individual Vendor.

For vendor support on creating a submission, visit:

https://procurement-help.eunasolutions.com/hc/en-us/sections/48367002918163-Submissions

Additional Bonfire support can be provided by contacting:

support.bonfire@eunasolutions.com

1. Cover Letter Requirements A cover letter must be included with the proposal and is to contain the following:

• Provide the name, title, office address, email address, and telephone number of the individual who will negotiate with the Authority and who can contractually bind your company

• Be signed by an official authorized to bind your company contractually

• Provide the name, title, office address, email address, and telephone number of the individual to whom correspondences should be directed during the selection process

• Provide your company’s website or state that your company does not have a website, as applicable

• Mention any proposed co-venture arrangements or subcontractors

2. Statement of Qualifications

• Provide an introduction of your company, including a brief summary of your company’s background, capabilities, and experience providing the requested scope of services.

• Describe your understanding of the goods and services required, your interest in the work, and a description of your company’s ability to meet the requirements in Section C, Scope of Services.

• Identify the key individuals who will work with the SPLA if your company is awarded the contract and provide their contact information; include their name, title, office address, email address, and telephone number.

• Provide a timeline for the scope of services to ensure that the delivery trucks would be fully assembled and ready for the Sacramento Public Library’s inspection no later than one week prior to the determined lease start date.

• Anticipated termination dates for the current leases: 3/5/2027 for one delivery truck and 3/19/2027 for 2 delivery trucks

• These dates are subject to change https://saclibrary.bonfirehub.com/portal/?tab=openOpportunities https://procurement-help.eunasolutions.com/hc/en-us/sections/48367002918163-Submissions mailto:support.bonfire@eunasolutions.com

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• Disclose the location where the Sacramento Public Library would inspect and pick-up the delivery trucks, which must be within 30-miles of the Central Library (828 I Street, Sacramento

CA 95814).

• Disclose any potential upcoming regulations or requirements that may impact the delivery trucks for this lease.

• Disclose how this would affect this project and your company’s recommendations.

• Has your company ever provided leased delivery trucks to the Sacramento Public Library before?

• If yes, please state how many delivery trucks, provide delivery truck descriptions, and state the dates of these leases.

• Has your company worked with the Sacramento Public Library on projects that did not involve delivery truck leases before?

• If yes, please state the project names, descriptions, and dates.

3. Customer Service and Support

• Include an outline of your customer service philosophy.

• Provide details on account management practices.

• Who would SPLA work with to resolve invoice issues?

o The account representative, the accounting department, etc.?

• Describe the process for scheduling maintenance and repairs for the leased trucks.

• What is the timeframe for expected resolutions to standard issues that may arise?

o Invoice issues o Vehicle Issues o If SPLA had concerns or issues that were not being resolved by the account representative, who would we reach out to?

• What are the guaranteed service response times?

o If mechanical failure is experienced in a leased vehicle, what is the guaranteed timeframe in which a substitute delivery truck will be provided?

• List the company’s hours of operation o List days and times maintenance and repair services may be requested o List days and times maintenance and repair services may be fulfilled o List customer service hours o List company holidays

4. Costs The Library relies on the Proposer to assure that all charges to complete the scope of work are submitted in the proposal and that there are no hidden costs or charges that will be incurred by the Library. Costs are to be itemized and clearly explained. Optional features should be clearly labeled as such with their cost clearly stated.

Provide annual costs for each of the seven (7) years. Include a grand total for the full seven (7) year lease term. All costs are to be fully disclosed. Incomplete Cost Proposals may result in a vendor being disqualified. Note any exceptions or variations that are necessary to clearly set forth your rates.

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Discuss your standard billing practices. Disclose information included on your standard invoice. Provide a sample invoice.

5. References Provide names of at least three organizations for which your company has provided comparable goods and services to in the past three (3) years, preferably organizations of comparable size. Provide a brief description of the goods and services that your company provided for these organizations. The name, address, telephone number, and email for a contact person for each organization shall be provided. In addition to the quality of the review, failure for references to respond shall also be reflected in the reference scoring.

6. W-9 Provide a signed 2026 W-9.

7. Proof of Operations Provide documentation of operating as a licensed business providing the requested goods and performing the requested services.

8. Location Include a statement that, at the time of the release of this RFP, the company has an established Headquarters or Main Office within 30 miles of the Central Library (828 I St. Sacramento, CA 95814) providing goods and services as outlined within the Scope of Services section of this RFP. Provide the address of the Headquarters or Main Office that meets this requirement for verification. Provide documentation confirming this address, such as a copy of the business license.

9. Parking The Vendor shall be responsible for any costs incurred for parking and transportation when working at Library locations. The Central Library, located at 828 I Street Sacramento, CA 95814, requires paid parking. Provide a statement acknowledging that vendors are responsible for the parking costs that their employees incur when working at Library locations.

10. Proposal Validity Provide a statement declaring that the proposal including any proposed costs are valid for a 305-day period from the proposal submission deadline. The proposal submission deadline for this RFP is May 19, 2026.

11. Conflicts of Interest Vendors submitting proposals in response to this RFP must disclose to the SPLA any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to their company, management, or employees of the company or other persons related to the services to be provided under the Agreement to be awarded pursuant to this RFP. If a Vendor has a conflict of interest, please indicate. If a company has no conflicts of interest, include a statement to that effect.

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12. Proprietary Information Vendors submitting proposals to this RFP must provide a statement that nothing contained in the submitted proposal will be proprietary. The SPLA will not release proposals until after the SPLA Board acts to select the successful Vendor. Thereafter, all proposals are considered public records and subject to disclosure under the Public Records Act.

13. Non-Professional Services Agreement Review the attached template of SPLA’s standard Non-Professional Services Agreement and note any exceptions or objections to the terms and conditions of the Non-Professional Services Agreement (ATTACHMENT A). If there are no requested exceptions or objections, a statement to that effect should be included.

The proposal must be signed by an official authorized to bind the company contractually, and must contain a statement that the proposal including any proposed costs are valid for a period of three hundred and five (305) days from the closing date and time.

Upon release of this RFP, all Vendor communications must be done using the Bonfire platform. Unauthorized contact with Sacramento Public Library staff regarding the RFP may result in disqualification. Any oral communication will be considered unofficial and non-binding on the Sacramento Public Library.

Questions shall be submitted in writing via the Bonfire platform no later than the written questions deadline. Questions submitted after the deadline will not be answered. Proposers should rely only on written statements issued through the Bonfire platform.

E. VENDOR SELECTION SCHEDULE

The Authority reserves the right to change the dates on the schedule without prior notice.

Activities Due Date

Release of RFP# SPLBID1198 April 23, 2026 at 1:00 PM PDT

Deadline for submission of written questions May 4, 2026 at 10:00 AM PDT

SPLA responds to written questions (if necessary)

May 15, 2026

Proposal Due Date May 19, 2026 at 5:00 PM PDT

Evaluation of proposals May 29, 2026 *Interviews for top-ranked proposals (if necessary) June 10, 2026 – June 12, 2026

Notification of recommended selection for award of contract July 6, 2026 SPLA Board Meeting for consent of contract (date subject to change) July 23, 2026 Tentative Lease start date (date subject to change) March 2027

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F. EVALUATION OF PROPOSALS – SELECTION CRITERIA

A team composed of Library staff will review and evaluate each proposal, and selection will be made on the basis of the criteria listed below.

PROPOSAL EVALUATION CRITERIA WEIGHT

1 Proposal Preparation and Thoroughness to the RFP Requirements 30 % 2 Ability to Meet or Exceed the Scope of Services 30 %

3 Ability to Meet Required Timelines 10 %

4 Experience with the Library 10 % 5 Customer Service and Support 10 %

6 Cost 10 %

Evaluations will be based on the criteria above, as delineated in Section D- Proposal Requirements.

*Vendors with top-ranked proposals may be invited to interview with the Library staff panel between June 10, 2026 – June 12, 2026.

The following scoring criteria will be used if interviews are conducted:

INTERVIEW/PRESENTATION & REFERENCE EVALUATION CRITERIA POINTS

1 Quality of Presentation 10 Points 2 Response to Interview Questions 10 Points 3 Quality of References & Past Work 10 Points

If interviews are not conducted, then only the References will be scored for this section. Costs of participating in the interview are the sole responsibility of the bidder.

The SPLA reserves the right to waive irregularities in the proposal process. Any materials submitted to the SPLA shall be subject to public disclosure under the California Public Records Act. The SPLA will select the Vendor that offers the best value to the SPLA.

The SPLA reserves the right to ask for clarification from any bidder. The bid should include contact information for the purpose of asking for clarification. The evaluation panel will collectively recommend a Vendor or Vendors to the Library Director and the SPLA Board based on which Vendor(s) will provide the best value to the SPLA. The SPLA Board will approve the final Vendor selection and contract(s).

G. SAFETY

SAFETY DATA SHEETS (SDS)

It is mandatory for the Vendor to supply an SDS for all chemicals used during the performance of this contract to the Facilities Department liaison prior to treatment. In addition, in the event the content of an SDS is revised, the Vendor will provide new information to same.

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The Vendor agrees to accept the sole responsibility for complying at all times with local, county, state or other legal requirements including but not limited to full compliance with the terms of the applicable OSHA requirements so as to protect all persons, including employees, from foreseeable injury, or damage to property.

It shall be the Vendor's responsibility to inspect and identify any conditions that render any portion of the maintenance area unsafe, as well as any unsafe practices occurring thereon. SPLA shall be notified immediately of any unsafe condition that requires correction. Vendor shall cooperate fully with SPLA in the investigation of any accidental injury or death occurring in the maintenance area, including a complete written report thereof to SPLA within five (5) days following the occurrence.

It shall be the Vendor's responsibility to supply all safety equipment and to educate their employees in the rules of safety.

Vendor’s Personnel The Vendor shall provide appropriately skilled and trained personnel, adequate in number, as necessary to perform the workload required to efficiently and effectively provide the Scope of Services under this contract. Personnel staffing is to be agreed on by both parties prior to commencement of service and may be modified as needed.

The Vendor acknowledges that some of the areas for which the services are to be provided are security sensitive. (See Building Security in Section D). Personnel may be removed by the Library at any time for any reason.

All Vendor personnel employed by the Vendor for services at the Library shall have undergone full and complete background screening including abuse or sex offender registry and eligibility to work in the United States under I-9 regulations. In accordance with Library policy, under no circumstances will the Vendor hire convicted sex offenders, regardless of what job they are being considered for, if they are to be assigned to work on-site at any Library site.

While providing services, the Vendor's employees shall be respectful and courteous to all persons with whom they come in contact, and shall observe acceptable standards of appearance, hygiene, and conduct.

During non-business hours, the Vendor shall not permit access to library buildings (and during business hours, access to restricted areas) to any person other than those authorized employees of the Library or the Vendor. (See Building Security.)

During the Vendor’s work hours at the Library, Vendor’s employees are not to use library property or equipment, such as computers, copy machines, telephones, etc.

The Vendor’s employees will not use electrical wall outlets where computers and other sensitive equipment are plugged in.

Identification must be worn at all times while on-site by the Vendor’s personnel so as to be clearly visible.

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The Vendor’s personnel shall wear clean and neat attire and must be in uniforms.

The Vendor's employees assigned to the Library buildings shall not be pulled and utilized at other properties without prior approval of the Library.

H. OTHER TERMS AND CONDITIONS

The Vendor agrees to the following:

1. To examine the RFP and conditions thoroughly. At the time of the opening of proposals, each Vendor will be presumed to have read and to be thoroughly familiar with the plans, specifications and contract documents. See the SPLA Non-Professional Services Agreement (ATTACHMENT A). The failure or omission of any Vendor to examine any form, instrument or document shall in no way relieve any Vendor from any obligation in respect to their proposal.

2. To comply with all federal, state, and city laws, ordinances and rules.

3. Note any exceptions or objections to the terms and conditions of the SPLA Non-Professional

Service Agreement.

4. To have Headquarters or Main Office within 30 miles of the Central library (828 I St. Sacramento, CA 95814). Proposals not meeting this condition may be disqualified.

The SPLA expressly reserves the following rights:

1. To waive or reject any and/or all irregularities in the proposals submitted.

2. To waive or reject any and/or all proposals or portions thereof.

3. To reject all proposals and negotiate with an individual Vendor or any other person or entity.

4. To base awards with due regard to quality of services, experience, compliance with specifications and other such factors as may be necessary due to circumstance.

5. To make the award to any Vendor whose proposal is in the best interest of the SPLA.

6. To negotiate different terms and conditions with any Vendor the authority may choose.

7. To utilize concepts submitted to SPLA, via proposal, without compensation.

8. To award contracts to more than one Vendor if it is in the best interest of the SPLA.

Authority Not Bound By Oral Statements The SPLA will not be bound by any oral statement or representation contrary to the written specifications.

Ownership and Use of Documents All documents, reports, proposals, submittals, working papers or other materials submitted to SPLA from the Vendor shall become the sole and exclusive property of the SPLA, in the public domain and not the property of the Vendor and will be subject to public disclosure under the California Public Records Act. See Non-Professional Services Agreement (ATTACHMENT A) for additional information.

The Vendor shall not copyright or cause to be copyrighted any portion of said documents submitted as a result of this solicitation. Further, the SPLA may utilize concepts submitted via proposal without compensation.

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Qualifications of Vendor The SPLA may make such investigations as deemed necessary to determine the ability of the Vendor to perform the work, and the Vendor shall furnish all information and data for this purpose as SPLA may request. The SPLA reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Vendor fails to satisfy SPLA that such Vendor is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional proposals will not be accepted.

Informality The SPLA reserves the right to waive any informality, irregularity or defect in the proposal process and to select any Vendor, even if the selected Vendor’s proposal does not meet all requirements of this RFP. Any such waiver by the SPLA shall not be deemed a waiver with respect to any subsequent informality, irregularity, or defect in the proposal process.

Execution of Contract No contract shall be binding on the SPLA until it has been approved by the SPLA Governing Board, approved as to form by the Counsel of the SPLA, and executed by the Library Director.

General Provisions The Vendor must review the Non-Professional Services Agreement (ATTACHMENT A) and note any exceptions or objections to the terms and conditions.

ATTACHMENTS

SPLA NON-PROFESSIONAL SERVICES AGREEMENT for review (ATTACHMENT A)