2023 Minivan Procurement .docx

2023 Minivan Procurement

Invitation for Bids (IFB)

IFB No. 23IFB8612

Response Deadline: 06/06/2023

Return all Bids to:

Jack Dokken, Program Manager South Dakota Department of Transportation Office of Air, Rail, and Transit 700 East Broadway Ave.

Pierre, South Dakota 57501

All questions regarding this Invitation for Bid must be directed to:

Brenda Sharkey, Transportation Specialist Office of Air, Rail, and Transit 700 East Broadway Ave.

Pierre, SD 57501 brenda.sharkey@state.sd.us

(605) 773-8082

Department of Transportation Division of Finance and Management Office of Air, Rail & Transit 700 East Broadway Avenue Pierre, South Dakota 57501-2586

OFFICE: (605) 773-3574

FAX:(605)773-2804

Contents

1.0 Description of the Work to be Done:

The South Dakota Department of Transportation (SDDOT) requests bids for the manufacture and delivery of transit minivans in accordance with the terms and conditions outlined in this Invitation for Bids (IFB) for 2023 Minivan Procurement. The contracts must be firm-fixed-price contracts. The bid will be evaluated based on the lowest Responsive and Responsible bid that meets specifications.

The SDDOT is requesting the following types of rolling stock:

· Minivan-10

Minivans are being purchased to replace existing vehicles that have exceeded their useful life and need to be replaced and for the addition of vehicles for the expansion of existing fleets. End recipients of the vehicles will be rural and/or urban public transportation or specialized transportation providers throughout the state of and surrounding states.

In addition, there will be options available for up to an additional year, providing model availability, under this contract, for the purchase of additional rolling stock up to the quantities listed below:

· Minivan-10

1.1. Proposed Schedule for the Procurement:

· The following is the solicitation schedule for bidders: Bidder questions, communications, and requests: 05/04/2023

· Responses to Bidders’ questions, communications, and requests and/or Agency addenda: 05/17/2023

· Bid Due Date: 1:30 PM CT, 06/06/2023

1.2. Obtaining the Invitation for Bid Documents:

Bid documents may be obtained electronically at the SDDOT Website https://dot.sd.gov/transportation/public-transit/procurement Any questions regarding the electronic documents can be directed to Brenda Sharkey at 605.773.8082 brenda.sharkey@state.sd.us

1.3. Questions, Clarifications, Alternates, and Omissions:

All correspondence, communication, and contact regarding any aspect of this IFB must be only with the assigned Transportation Specialist, Brenda Sharkey, unless otherwise instructed by the program manager. Bidders and their representatives must refrain from contacting or communicating with any member of the end recipient agency, its employees, or the board of directors regarding any aspect of this solicitation or IFB.

At any time during this procurement up to the time specified in 1.1 Proposed Schedule for the Procurement, bidders may request, in writing, clarification or interpretation of any aspect, a change to any requirement of the IFB or any addenda to the IFB. Requests may include suggested substitutes for specified items and brand names. The words “product or equal” herein means material, furnishing, assembly, manufacturer, brand, trade name, element, item, or similar description, as applicable. Wherever a product is named in the specifications, the phrase “or approved equal in the opinion of the Office of Air, Rail, and Transit” must be implied throughout the specification, whether specifically noted or not.

Should a bidder find discrepancies or ambiguities in or omissions from the IFB documents, or should the bidder be in doubt about the meaning, the bidder must request an interpretation in writing within the specified time frame.

If it should appear to a prospective bidder that the performance of the work under the contract, or any of the matters relating thereto, is not sufficiently described or explained in the IFB documents or that any conflict or discrepancy exists between different parts of the contract or with any federal, state, local or SDDOT law, ordinance, rule, regulation or other standard or requirement, then the proposed bidder must submit a written request for clarification to the SDDOT within the period specified above.

If, in any of the IFB documents, a manufacturer cannot meet the specification as written, and the vendor may request an exception or alternative to the IFB, in writing, before the bid. Exceptions taken by the bidder must be submitted in advance of the pre-bid question deadline as detailed. The SDDOT will be the sole judge of what constitutes an allowable exception and then only if the basic requirements of the specification are essentially unaltered.

Such written requests must be made to the assigned Transportation Specialist, Brenda Sharkey. The bidder making the request must be responsible for its proper delivery to the SDDOT and must be confirmed with the Transportation Specialist. Any request for a change to any requirement of the IFB documents must be fully supported with technical data, test results, or other pertinent information showing evidence that the exception will result in a condition equal to or better than that required by the IFB without a substantial increase in cost or time requirements.

Before submitting bids and when corresponding by email, it is suggested that through verbal or email confirmation, all correspondence, including pictures, links to websites, written questions, and other communications, have been received by the SDDOT Office of Air, Rail, and Transit.

1.4. Addenda to the IFB and Responses to Questions, Clarifications, Alternates and Omissions:

All responses to clarifications or Requests for Pre-Bid Change Exception/Approved Equal Forms must be provided to all prospective bidders. Any clarifications, modifications, approval of alternates, or changes to this solicitation will be published on the SDDOT website at https://dot.sd.gov/transportation/public-transit/procurement It is the sole responsibility of the prospective bidder to monitor the SDDOT website for any answers to questions, changes, or addendums.

The SDDOT reserves the right to amend the IFB at any time in accordance with the 1.1 Proposed Schedule for the Procurement. Any amendments to the IFB must be described in written addenda. Addenda will be posted on the SDDOT website https://dot.sd.gov/transportation/public-transit/procurement Failure of any prospective bidder to receive the addenda must not relieve the bidder from any obligation under the IFB therein. All addenda issued will become part of the IFB. Prospective bidders must acknowledge the receipt of each addendum in their bids on the form Acknowledgement of Addenda. Failure to acknowledge in the bid receipt of addenda may, at the SDDOT’s sole option, disqualify the bid.

If the agency determines that the addenda may require significant changes in the preparation of bids, the deadline for submitting the bids may be postponed allowing bidders sufficient time to revise their bids. Any new due date must be included in the addenda.

A response must be confirmed by a written addendum to be official and binding on the SDDOT. Deviation from the IFB during the bid process or changes to the purchase order or contract resulting from this solicitation will not be allowed unless previously authorized, in writing, only by an addendum to the solicitations or a modification to the purchase order or contract issued by the SDDOT Office of Air, Rail, and Transit.

1.5. Examination of Documents:

Before submitting a bid, each bidder must examine all the bidding requirements, all bid documents, all specifications, and related IFB documents and become thoroughly familiar with the scope of the bid and all factors that will affect the bid.

Each bidder must inform themselves of the conditions under which items will be furnished and other relevant matters affecting the bid or work. Submitting a bid will prove that such examination has been made and that bidder has satisfied themselves as to the conditions. No extras will be allowed as a result of the bidder or vendor’s misunderstanding of the extent or scope of the bid due to making such examinations.

1.6. Methods of Bidding:

Bids are requested for items as described on the attached Bid Form. Submit bids on the form included in the IFB. A bid submitted on a form other than the one provided will not be considered. Oral, telephone, email or fax bids or modifications will not be considered.

Bids must be submitted in a sealed envelope and in accordance with the instructions in this solicitation. The solicitation title “SDDOT Office of Air, Rail, and Transit – 2023 Minivan Procurement,” along with the bid opening date and time should be written in the lower left corner of the envelope.

All responses require the return of the entire completed forms and must be signed by an authorized agent of the bidding firm.

1.7. Bid Submission:

Bids must be organized and tabbed and submitted to Jack Dokken, Program Manager, SDDOT, Office of Air, Rail, and Transit, 700 E. Broadway Avenue, Pierre, South Dakota, 57501 in accordance with the following requirements:

· Submit bid(s) on the prescribed form(s), furnished in the IFB, with the bidder's full name, address, and signature.

· Fill in all applicable blanks on the Bid Form in ink.

· For bid completion, the bidder must state the unit price. As the Bid Form explains, the bid must be the net unit price of all items.

· Manufacturer’s name, model, and other information, as requested on the Vehicle Questionnaire.

· Submit all required certifications within the federally required clauses from the Federal Transit Administration. The federal clauses and certifications are included later in this document.

· Submit the bid before the time and date specified. Bids received after the specified time will not be opened or considered and will be returned.

· Any previously approved exceptions to the specifications must be noted on the bid specifications sheets and submitted with the Bid Form.

· Submit the bid in a sealed envelope, bearing on the outside the bidder’s name, address, and name and date of the IFB. If sent by US Mail, a sealed envelope containing the bid and all certifications and other required documents must be enclosed.

1.8. Supporting Bid Documentation

The following materials must accompany each bid for each type of vehicle. See attached pages for the required forms and certifications. The omission of any of these materials may result in the rejection of the bid.

· 1.24 Warranty Stations, Contractor Service and Parts Support Data Form

· 1.26 Federal Motor Vehicle Safety Standards (FMVSS) – A written certification that each vehicle supplied through this bid will comply with FMVSS. Officials representing the Transit Vehicle Manufacturer (TVM), which a bidder represents, must certify to TVM’s compliance with required FTA provisions, DBE Certification.

· 1.4 Acknowledgement of Addenda Form

· 1.8 Vehicle Questionnaire Form

· 3.0 Bid Form

· Floor plan

· DBE Certification Letter

· Completed Statement of Assurances and FTA Federally Required Clauses and Certifications, which are included in the proposal, including but not limited to: Debarment and Suspension, TVM/DBE, Lobbying

1.9. Diagram of Vehicle:

Each bid package must include a diagram of the proposed seating plan for the bid. The proposed seating plan is to be considered standard equipment and its cost should be included in the base bid.

1.10. Weight of Vehicle:

It is the bidder’s responsibility to ensure the vehicle’s weight is calculated at a fully loaded weight. Ambulatory passengers and driver to be calculated at 150 pounds each.

1.11. DBE Requirements for Transit Vehicle Manufacturers:

Under Title 49, Code of Federal Regulations, Part 26.49, a bidder, as a condition of being authorized to respond to this solicitation, must certify by completing the form DBE Approval Certification that it has on file with the Federal Transportation Administration (FTA) and approved or not disapproved annual Disadvantaged Business Enterprise (DBE) subcontracting participation goal.

1.12. Bid Price:

The price quoted in any bid submitted must include all items of labor, material, tools, equipment, and other costs necessary to fully complete the manufacture and delivery of the vehicles, according to the IFB. These specifications intend to provide and require a complete vehicle of the type prescribed, ready for operation.

1.13. Receiving and Opening of Bids:

Bids will be received as stated in the advertisement for Invitation for Bids and per 1.1 Proposed Schedule for the Procurement. Vendors delivering bids in person must have their bid time stamped by the Office of Air, Rail, and Transit staff before the bid opening. Vendors must arrive in advance of the bid opening deadline to allow time for processing.

1.14. Modification or Withdrawal of Bids:

A modification of a bid already received will be accepted by the SDDOT only if the modification is received before the bid due date or is specifically requested by the SDDOT. All modifications must be made in writing, executed, and submitted in the same form and manner as the original bid.

A bidder may withdraw a bid already received before the bid due date by submitting to the SDDOT, in the same manner as the original bid, a written request for withdrawal executed by the bidder’s authorized representative. The withdrawal of a bid does not prejudice the right of a bidder to submit another bid within the time set for receipt of bids.

After the bid due date, bids must not be withdrawn by any bidder for 60 calendar days after the opening of bids. Only if the SDDOT fails to award the contract within 60 days or any agreed-upon extension thereof may a bid be withdrawn.

1.15. Changes:

During fabrication and manufacturing, in-line changes must be approved, in advance, and in writing, by the SDDOT.

1.16. Audits:

Pre-award and post-delivery audits of rolling stock are required and must be completed by a representative of the SDDOT, Office of Air, Rail, and Transit.

1.17. Warranty Obligation:

A Bumper-to-Bumper Warranty must apply to all vehicles and last for three years or 36,000 miles after delivery, whichever comes first. Specific subsystems and components are warranted and guaranteed to be free from defects for over three years. These items are listed in the table below.

Vehicles delivered by driving them will have the warranty begin at the actual vehicle mileage at the time of final delivery at the recipient agency’s location. A properly executed warranty must be delivered with each vehicle.

As described above, the agency's representative must promptly notify the vendor when the end user detects a defect within the warranty period. Within five working days after receipt of notification, the vendor and user agency must agree whether the defect is covered under warranty. The vendor must begin the warranty work necessary to make repairs within six working days after receiving notification of a defect from the user agency. The user agency must make the vehicle available to complete repairs within a mutually agreed-upon schedule. At its own expense, the vendor must provide all parts, tools, and space required to complete repairs within the vendor’s service facility. The vendor must rectify vehicle issues related to warranty work within 14 business days of the start of work.

On-Site Repair Calls: After the final acceptance of the delivered vehicle, which includes the thorough inspection and verification of equipment ordered and condition of the vehicle, and during the 3-year/36,000 miles after delivery bumper-to-bumper warranty period, the recipient agency is allowed a maximum of two on-site repair calls. On-site repair calls are defined as follows: If warranty work is required that cannot be repaired through normal efforts by a local dealer at the recipient agency’s location, the recipient agency will call the vendor, and the vendor must either send a service agent to the recipient agency’s location to repair the vehicle on-site or pick up the vehicle on-site and take it to the vendor’s location or other authorized repair location to be repaired and then return it to the purchasing agency’s location. The warranty work performed under on-site repair call situations must be at no cost to the purchasing agency. It should be conducted to minimize the vehicle’s out-of-transit service time.

All services called for in the warranty period must apply without exception. An owner’s manual must be included with each vehicle. A copy of a detailed maintenance and inspection schedule supplied by the respective manufacturers of the vehicle and its subsystems must be included with each vehicle.

The bidder must assume sole responsibility for the entire vehicle as to warranty and after-sales parts and service. This includes responsibility for the transportation costs for pick-up and delivery of the vehicle for warranty work performed at locations beyond 50 miles of the vehicle’s base of operations, calculated at $0.51 per mile. No meals or lodging reimbursement is required. It is acceptable if other arrangements can be made and agreed upon by the winning bidder and purchasing agency. The mileage rate must be equal to the State of South Dakota’s mileage allowance at the lowest rate.

The successful bidder must have a list of the serial/identification numbers, manufacturer’s names, phone numbers and warranty information for the following items at the time of delivery:

· Vendor name, contact for warranty and telephone number

· Chassis manufacturer

· Transit Vehicle Manufacturer

· Air Conditioning and Heating System manufacturer

· Seating for Driver and Passengers manufacturer

The vendor must provide the buyer with a copy of the items listed above.

1.18. Technical Specifications:

See: Minivan for specs below

1.19. Award Basis:

Bids will be evaluated and the lowest responsive and responsible bid of the total base unit to vendors’ predetermined location within South Dakota for the pre-delivery DOT inspection for each type of specified vehicle. SDDOT will make one award based on the lowest price for the three combined vehicle models.

1.20. Options and Option Pricing:

The bidder hereby grants the SDDOT and any permissible assignee options to purchase up to the number of additional vehicles specified if the model is available from the OEM manufacturer. There will be no minimum order quantity for any permissible assignee. Subject to the SDDOT’s right to order modifications, the option vehicles must have the same specifications as the vehicles purchased under this contract.

Except as otherwise specifically provided for in this contract, all other terms of the contract must apply to the option vehicles.

1.21. Assignability of Options:

If the SDDOT does not exercise the option(s) as listed in “Options and Option Pricing,” then the SDDOT reserves the right to assign the option(s) to other grantees of FTA funds by FTA Circular 4220.1F or its successors.

1.22. Contract Term

The contract(s) resulting from this solicitation will be for a period of one year, from June 6, 2023, to June 6, 2024

SDDOT shall have the option, at the SDDOT’s sole discretion, to extend the contract(s) resulting from this solicitation for an additional two months past the original contract expiration date.

The SDDOT may renew this contract for up to an additional year period. The SDDOT shall give notice to the vendor at least 60 days before the termination of the contract, and the vendor shall agree to such extension within 30 days thereafter before such an extension period shall become effective.

1.23. Pricing/Escalating Clause

All prices quoted by the bidder shall be firm for the contract term.

OR

Price Increases shall be considered once the contract has been in effect for 180 days. Dated manufacturer’s printed price sheets or similar documentary evidence must support written requests for price escalation. This evidence must be presented to the SDDOT, and if approved, the new pricing will become effective 30 days after date of approval.

Price decreases are acceptable on the invoice(s) presented for payment. If the open market price of a specific contract item is under the vendor’s price, the SDDOT reserves the right to purchase the lower-priced product.

1.24. Payment:

After the vehicle has been inspected by SDDOT and picked up by or delivered to the buying agency, and upon receipt of an invoice, up to 80 percent of the vehicle cost will be paid by SDDOT. Bidder is to invoice SDDOT for 100% of net vehicle cost and must not deduct local match payment on the bill or bill of sale due to SDDOT’s payment procedures. Payment will be made through normal business functions and procedures by the SDDOT. Local match donations will pay twenty percent or more of the vehicle cost by the purchaser at the time of pick up or delivery. It is acceptable for the vendor to deliver the vehicle before the vendor has received payment from the State. If the vehicle does not meet specs or is missing mechanical, electrical, or physical items, the State will hold payment until satisfied that all items have been taken care of. A second inspection may be necessary.

1.25. Required Documentation at Time of Delivery:

The successful bidder must provide, at the time of delivery, the necessary paperwork for each vehicle, as follows. The omission of any of these materials may result in the vehicle not being accepted.

· Verification of vehicle identification number

· Warranty for vehicle and its subsystems, as described above

· Odometer disclosure statement

· Dealer’s bill of sale for a motor vehicle

· The Certificate of Origin for both the chassis manufacturer and body manufacturer, if not previously sent, so the vehicle can be titled and licensed. The certificate of Origin must show the legal name of the purchasing agency

· Owner’s Manual, Electrical Manual, and As-built Parts Manual for all other vehicle equipment, as applicable

· A copy of the detailed maintenance and inspection schedule for the vehicle and subsystems

· List of warranty stations available in the State of South Dakota and other locations that may be available to transit agencies that operate in states that border South Dakota

· Alignment report

· Picture of the FMVSS sticker

· Dealer Plates

1.26. Delivery of Vehicle:

The vehicle must be delivered to F.O.B. Destination, fully equipped in accordance with the IFB and specifications listed.

Prior notice of intent to deliver vehicles is to be given to the contact person designated by the transit agency during normal business hours, at least 5 days in advance. The bidder must verbally confirm with the buying agency at least 48 hours before delivery. All deliveries must be made between the hours of 8:00 AM and 11:00 AM or 1:00 PM and 5:00 PM, local time, Monday through Friday. Delivery will not be accepted on holidays. The vehicle must be delivered to the transit agency within 14 days after the SDDOT inspection.

A certificate of Origin from the OEM manufacturer and TVM, along with an invoice, will be sent to the agency named on the purchase order after SDDOT inspection and approval for delivery or delivered with the vehicle. Both certificates of origin must show the legal name of the purchasing agency.

The vehicles are to be delivered having been properly serviced, including all lubricants and fluids filled to the proper level, including fuel. Proper servicing includes checking and properly adjusting all the doors, accounting for all the fittings and making all other mechanical adjustments so the vehicle is fit for service.

Factory pre-delivery service or any other delivery service is acceptable only when equivalent to that offered by the dealer to regular retail customers. After the vehicle has been serviced, the dealer may make delivery by driving or truck transport delivery (see below). Delivery by any method other than the one detailed below is not acceptable.

Vehicles may be driven up to 1,750 miles (not to exceed 1,750.0 miles on the new vehicle’s odometer) from the factory or dealership to the final delivery point as detailed in the bid documents and purchase contract. All deliveries exceeding 1,750.0 miles must be transported to the final delivery point from the purchasing agency’s location by truck, not driven. Delivery over 1,750.0 miles by another method is not acceptable. When making truck transport delivery, the dealer, or his authorized representative, which may be the truck transport delivery driver, must be present and able to sign receipts, supervise unloading and deliver the vehicle, complete with a warranty, to the address shown on the purchase order.

At the time of delivery, the vendor must ensure the purchaser is familiar with and has a working knowledge of all features and can operate all equipment on the vehicle. The truck transport delivery driver or another authorized representative present at the time of delivery must be able to educate the purchasing agency on the vehicle’s features and must be able to demonstrate the vehicle’s subsystems and equipment.

At the time of delivery, the fuel tank must be full. All vehicles must be delivered with adequate radiator protection to at least -20 F degrees below zero. The vehicle is to be dealer prepared and ready to be placed into service when delivered. The vehicle must include a temporary South Dakota license plate and necessary title and registration paperwork upon delivery recipient agency.

If the temporary license plate and all corresponding title and registration paperwork are not delivered with vehicle, a record of being non-responsible will be placed in the vendor’s file for future procurement bids and could affect selection for future contracts.

Delivery of vehicles must be determined by the signed receipt by a representative of the recipient agency at the point of delivery and may be preceded by a cursory inspection of the vehicle. Signed receipt of the vehicle must not be construed by vendor as acceptance of the vehicle per the terms stated under Acceptance/Repairs. The signature only represents the acknowledgment of delivery.

1.27. Federal Motor Vehicle Safety Standards:

The bidder must submit one (1) manufacturer’s FMVSS self-certification, Federal Motor Vehicles Safety Standards that the vehicle complies with relevant FMVSS, or two (2) manufacturer’s certified statements that the contracted minivans will not be subject to FMVSS regulations.

1.28 Dispute Procedures

Section 200.318(k) of Title 2, Code of Federal Regulations, and the Common Grant Rules assign responsibility to the Recipient, in accordance with good administrative practice and sound business judgment, for resolving all contractual and administrative issues arising out of their third-party procurements, including, but not limited to, source evaluation, protests, disputes, and claims. FTA will not substitute its judgment for that of the Recipient unless the matter is primarily a federal concern. Violations of law will be referred to the local, state, or Federal authority having proper jurisdiction.

The recipient must have and use documented procurement procedures, consistent with State, local, and tribal laws and regulations and the standards of this section, for the acquisition of property or services required under a Federal award or subaward.

In conformance with FTA Circular 4220.1F, Recipient shall in all instances disclose information regarding any protests to FTA and expeditiously notifying FTA of any protests when applicable. FTA C 4220.1F Ch. VII, (1)(a)(2)(a). All protest decisions must be in writing. FTA C 4220.1F Ch. VII, (1)(a)(1).

Any “Interested Party,” as defined in FTA Circular 4220.F, who is aggrieved in connection with the solicitation or award of a contract associated with the FTA grant may protest to the Secretary of the South Dakota Department of Transportation (SDDOT) at 700 East Broadway Avenue, Pierre, South Dakota 57501, or Joel.Jundt@state.sd.us. The protest shall be submitted in writing within ten (10) business days after such aggrieved Interested Party knows, or should have known, of the facts giving rise thereto. Protests received after the ten-business-day period shall not be considered. The written protest shall include, as a minimum, the following:

A. The name and address of the protestor.

B. Appropriate identification of the procurement by bid, RFP, or award number.

C. A statement of the reasons for the protest; and, D. Any available exhibits, evidence or documents substantiating the protest.

Recipient will respond, in detail, to each substantive issue raised in the protest by protestor. The Secretary of the SDDOT has the authority to make a final determination on the protest. The Secretary’s determination will be final. A request for reconsideration of the decision regarding the protest may be allowed by the Secretary of the SDDOT if data becomes available that was not previously known, or there has been an error of law or regulation. FTA will only entertain a protest that alleges SDDOT failed to follow SDDOT’S protest procedures, and the protest must be filed in accordance with FTA’S Third-Party Contracting Guidance Circular (FTA C 4220.1F).

1.29 RESTRICTION OF BOYCOTT OF ISRAEL

For contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity based on Israeli national origin, or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror further agrees to provide immediate written notice to the contracting executive branch agency if, during the term of the contract it no longer complies with this certification and agrees that such noncompliance may be grounds for contract termination.

TECHNICAL SPECIFICATIONS

MINIVAN

2.0 General Requirements:

Vehicles will be minivans capable of transporting ambulatory adults, facing forward, and a driver.

The vehicles must be able to operate daily on all urban, suburban, and rural primary and secondary roads within the state of South Dakota and bordering states. The vehicle is intended for the widest possible spectrum of passengers, including children, adults, the elderly.

The vehicle’s bid must be the chassis manufacturer’s current production year, 2023 model year or newer.

Detailed floor plans with dimensions will be provided with the bid showing the proposed seating arrangement and the interior layout of the van.

These specifications reflect the buyer’s preference as to dimensions, materials, and major components. However, the bidder must not omit any part or detail that makes the vehicle complete and ready for service, even though these specifications are not mentioned.

All units or parts used in the assembly of the final product must be of the manufacturer’s best quality. They must conform in material, design, or workmanship to the best practice known within the transit industry. All parts must be new and in no case will used, reconditioned, or obsolete parts be accepted.

Whenever a specific trade or product name is used within this specification, the following statement applies “…or approved equal with the same standards of quality, design, and performance.” All requests for approved equals must be submitted on the Request for Exception/Equal form and must be approved by SDDOT. All request for Exception/Equals will be posted on the SDDOT website https://dot.sd.gov/transportation/public-transit/procurement for all bidders to view.

The vehicles must meet all applicable Federal Motor Safety Standards (FMVSS), Federal Motor Carrier Safety Regulations (FMCSR) and the Environmental Protection Agency (EPA) regulations in effect at the date of manufacture, and the manufacturer must so certify. Manufacturers must be certified by the National Traffic Safety Administration to manufacture or alter vehicles in accordance with the Code of Federal Regulations, Title 49, Parts 567 and 568. The vehicle must comply with all Federal Transit Administration (FTA) recommended fire safety practices to the maximum extent possible in accordance with requirements 49 U.S.C. 5323(e). The vehicles must comply with all standards of the Americans with Disabilities Act of 1990 (ADA) and its implementing regulations in effect at the date of manufacture. The vehicles must comply with all federal, state, and local regulations.

Unless otherwise specified, all items listed below as OEM parts or equipment means those items must be made by or purchased and installed by the chassis manufacturer, not the final stage manufacturer.

2.1 Accessories:

The vehicle must include all safety items and air pollution controls required by statute or regulation and in effect at the time the vehicle is produced. The vehicle must be equipped with OEM needles, digital-type gauges, or warning lights. All gauges will be installed within the vehicle dashboard in the OEM manufacturer’s designated positions.

Instrument panel gauges must include an odometer, speedometer, tachometer, coolant temperature indicator, fuel tank level indicator, oil pressure indicator, voltmeter, and all regularly furnished instruments.

Tools and equipment must include but not be limited to: self-canceling turn indicators, flasher lights that signal front (in parking lights) and rear (in dual tail lights), locks for all doors, dual electric variable intermittent front windshield wipers, single electric variable intermittent rear windshield wiper, front and rear windshield washers, driver and front passenger sun visors, horn, three sets of keys for all locks, two remote keyless entry keys, and all regularly furnished tools and equipment such as jack and lug wrench. The rear cargo area will have web-like nylon/elastic netting or other similar devices to secure objects.

2.2 Access Hatches, Doors, Trays or Panels

Access must be provided to service transmission, engine, radiator, battery, air conditioning components, and any other mechanical component that requires routine repair, fluid check and fill, and inspection for replacement. Access openings or doors must be properly secured and sealed to prevent the entry of fumes and water into the vehicle interior.

The driver must be able to check and fill/top off all fluid levels. Dipsticks, filler caps, etc. will be clearly marked for identification. The hood release must be located inside the vehicle and easily identifiable and accessible to the driver.

2.3. Air Bag

Minimum Generation II airbags, supplemental front-seat side airbags, and four supplemental side curtain airbags.

2.4. Air Conditioning/Heating/Defrosting:

Largest and heaviest duty cooling system available, factory installed, high-capacity air conditioning, front and rear-mounted with separate fan controls for the front and rear. The heaviest-duty OEM heating and defrosting system with vents front, and rear, must be provided. All lines and hoses must be sufficiently fastened, protected, and insulated to ensure against wear from friction and the elements. The lines must be mechanically attached, with OEM clamps, to the vehicle structure at no greater than 18-inch intervals and must be routed so as not to be exposed to wheel spray and not pass within two inches of any part of the exhaust system. The interface to the original system must have no more than two coupling points to minimize the potential for leakage.

2.5. Alternator:

Must be factory installed, heaviest duty available, 180 amp minimum.

2.6. Anti-Corrosion Treatment:

All metallic body and chassis components, including the surfaces of those interior body panels and posts that are to be covered by insulation or trim materials, must be thoroughly protected for corrosion resistance and rustproofing, with the application of multiple coats of corrosion inhibitive primer/paint. Literature describing the process should be included with the bid. All nuts, bolts, clips, washers, clamps and like fasteners must be zinc or cadmium plated, phosphate coated or stainless steel to prevent corrosion.

2.7. Axles:

The axle capacity rating must be at least equal to or exceeding the GVWR of the vehicle.

2.8. Battery:

Vehicle must have the heaviest duty available, maintenance free, factory installed battery, 650 CCA, 12-volt minimum. Battery cables and connectors must be OEM.

2.9. Body:

Body to meet all applicable Federal Motor Vehicle Safety Standards (FMVSS). Body must have two front doors (one driver and one curb), drivers’ side and curb side power sliding type door, and a rear cargo door. All body panels must have glass windows for visibility. Complete interior headliners and sideliners will be furnished and will be identical in trim, hardware, glass, mechanical components, etc., as generally sold to the public, except as otherwise required in this specification.

2.10. Brakes:

Factory, four-wheel disc anti-lock brake system. The braking system must be the heaviest duty and largest offered by the manufacturer for the gross vehicle weight rating of the vehicle specified. Brakes must conform to all Federal and South Dakota Motor Vehicle Safety Standards.

The vehicle must be equipped with the factory OEM parking brake assemblies and dash warning lights. The parking brake must be capable of holding a fully loaded vehicle on a 15 percent incline.

The brakes must be free of objectionable noise or squeals when applied.

2.11. Bumpers and License Plate Brackets:

Front and rear bumpers must be OEM, with shock absorption type of body color.

License Plate Brackets: All brackets, bolts, nuts, and miscellaneous fasteners must be provided, and the brackets must be mounted to the front and rear bumpers. The rear license mounting bracket must be illuminated to display the vehicle’s rear plate.

2.12. Chassis:

Minimum gross vehicle weight rating to meet payload requirements or higher as required to support the loaded weight of specified passenger load of the completed vehicle, including any optional equipment selected.

2.13. Color and Finish:

All exterior surfaces must be smooth and free of visible fasteners, wrinkles, and dents. Before the application of paint, exterior surfaces must be cleaned and primed as appropriate for the paint used to ensure a proper bond between the basic surface and successive coats of paint for the vehicle's service life. Paint must be applied smoothly and evenly with a finished surface free of dirt, runs, orange peel, and other imperfections.

The exterior body color will be the manufacturer’s white body color at the time of the award. Paint must be applied in a clean and professional manner with no blatant evidence of overspray or painting over of decals or vehicle emblems—handles and molding to be body color.

All exposed metal surfaces, except galvanized and stainless steel, must be powder coated or painted per OEM specifications.

2.14. Diagram of Vehicle:

A detailed diagram of the proposed seating plan to be used in the bid must be included with each bid package. The proposed seating plan is to be considered standard equipment and its cost should be included in the base bid.

2.15. Dimensions:

The chassis must be at most 210 inches in length.

2.16. Doors:

Driver’s Door: Standard OEM driver’s door with power. All power windows and locks are to be remotely operable from the driver’s seat.

Curb Side Front Door: Standard OEM front curb door with power window/lock.

Sliding Driver-Side Door: The power, sliding driver-side door with window must be OEM.

Sliding Doors (General): Sliding doors must have reinforced glides with an added stop brace to prevent doors from sliding off the track. Sliding door to have a locking mechanism to securely hold the door in the open position when vehicle is on a hill.

Rear Cargo Door: Rear cargo door must be a lift gate with a window. The cargo door must be provided with a quick release, manual override for opening the door from inside the vehicle even when the door is locked. The vehicle override device must be spring-loaded and mounted on the inside of the rear door to prevent accidental release.

Doors - General: Three keys/remotes must be supplied. All doors must be lockable from the exterior with a key or fob. All-access doors must have power locks with driver control capability in the interior. All doors must be properly sealed to prevent air drafts, dust, and water from entering the vehicle interior, including spray from commercial vehicle wash equipment and driving rain. Materials used for weather seals must be designed to withstand varying temperature extremes, road splash, salt, and other exterior elements without cracking, leaking, loosening, or deteriorating. All doors and window glass to meet Federal Motor Vehicle Safety Standards.

2.17. Drive

Standard OEM front wheel drive.

2.18. Emergency Equipment:

The vehicle must be provided with the following Emergency Equipment and must be in positions that are easily accessible to the driver:

First Aid Kit: A 25-unit Class A first aid kit in a metal box and ANSI approved, such as Model H-6469 provided by ULINE or approved equal. Kit will be contained in a metal box designed to seal out dirt and moisture and must have a carrying handle and sturdy mounting bracket.

Fire Extinguisher: A UL approved fire extinguisher must be provided with bracket for mounting. Size must be no less than five pounds with a total rating of not less than 3-A,40B:C or UL approved equivalent. Extinguisher must be rechargeable and must have a metal head.

Bloodborne Pathogens Protection Kit: A bloodborne pathogen and bodily fluid spill kit such as Genuine First Aid item # 9999-2313 must be provided. Kit must be contained in a case, provided by the blood borne pathogens kit manufacturer, designed to seal out dirt and moisture and must have a carrying handle. Kit must be in conformance with 29 CFR 1910.1030.

Fire Blanket: A fire blanket meeting FMVSS 302 must be included to provide protection when transporting a person to safety or to aid in smothering small fires. Fire blanket to include storage pouch.

2.19. Engine:

Gas: Minimum of 3.6L, V-6 engine with electronic fuel injection system and must be the largest available for the OEM chassis and packages specified. Engine must be a current production model and match the year of the chassis.

2.20. Exhaust System:

The exhaust system must be OEM to the largest extent possible. If any changes are made during the conversion, the changes must use the same type and size material as the OEM and be completely sealed from exhaust leaks.

2.21. Floor:

The floor must be continuous and sealed to provide a watertight interior compartment and be corrosion resistant. Color must be coordinated with the vehicle interior. All areas of the vehicle’s interior floor must be level, with no tripping hazards throughout the access area.

2.22. Frame:

The frame must be constructed of sufficient weight and strength to support the maximum gross vehicle weight rating specified by the manufacturer.

2.23. Fuel Tank - Replacement:

If a replacement fuel tank is used, the tank must be a minimum of twenty (19) gallons. Tank, fuel, and vent lines and hardware must meet all current FMVSS, including FMVSS 301, and all current EPA requirements; documentation from the tank manufacturer is required with the bid. The tank must be calibrated with the OEM dash fuel gauge. Tanks must be treated or coated to resist corrosion for the applicable warranty period.

2.24. Gross Vehicle Weight Rating:

The weight of the fully loaded vehicle must not exceed the gross vehicle weight rating (GVWR). A fully loaded vehicle equals the weight of the vehicle equipped to meet these specifications, verified by a weight ticket, plus the weight of the driver and passengers, estimated at 150 pounds for each ambulatory placement.

2.25. Interior:

All Interior materials and treatments must be flame retardant to meet FMVSS 302 and be surface treated for efficient cleaning. Panel fastening devices must match the color of the panels. All sharp corners, edges, and protruding hazardous surfaces must be eliminated. All interior panels must be OEM vinyl/cloth or equal.

All interior surfaces which require painting must be painted the same color.

2.26. Lights (Interior):

Adequate overhead and lower lighting must be provided inside the vehicle in the passenger and driver areas. Interior light fixtures must be reasonably flush with the interior walls and ceiling to prevent being a hazard to passengers. All lighting controls must be located within easy reach of the driver’s seat. All lamps must operate with or without the engine running.

2.27. Lights (Exterior):

All exterior lights must conform to the State of South Dakota and U.S. Department of Transportation requirements and meet the FMVSS/DOT specifications requirements. All lights must be sealed from moisture and grounded to the body framing structure. After conversion, the manufacturer must adjust the headlights for proper alignment prior to delivery. Required lights include the following:

· Headlights with high and low beam

· Rear-mounted, red combination brake/taillights. The brake light must not override emergency flashers or turn signals.

· Side marker lights

· L&R, front and rear blinkers

· Automatic daytime running lights

· Back-up lights

· Emergency hazard flasher (a.k.a. Four-way)

2.28. Line Protection:

All metal and rubber fluid lines beneath the vehicle that are altered or exposed because of floor modifications must be secured and reasonably protected from road damage through the use of corrosion resistant covers or shields or other appropriate means. All covers and shields must permit accessibility for repairs and inspections. Any fuel and brake line modification or alteration must be of OEM equivalent material and workmanship.

2.29. Mirrors:

Rear View Mirror (Interior): A standard rear vision mirror with a non-glare, day-night feature must be provided.

Side View Mirrors (Exterior): driver and…