2023 Narrow Body Bus Procurement .pdf

Division of Finance & Management Office of Air, Rail & Transit

700 East Broadway Avenue

Pierre, SD 57501

O: 605.773-3574 | F: 605.773.2804 dot.sd.gov

2023 Narrow Body Bus Procurement

Invitation for Bids (IFB)

IFB Number: 22IFB8250

Response Deadline: 1:30 p.m. CT February 9, 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 mailto:brenda.sharkey@state.sd.us

STATE OF SOUTH DAKOTA DEPARTMENT OF TRANSPORTATION

CONTENTS

Description of the Work to be Done:

Proposed Schedule for the Procurement:

Obtaining the Invitation for Bid Documents:

Questions, Clarifications, Alternates, and Omissions:

Examination of Documents

Methods of Bidding

Preparation of Bid:

Diagram of Vehicle:

Weight of Vehicle:

DBE Requirements for Transit Vehicle Manufacturers:

Buy American Certification:

Bid Price:

Receiving and Opening of Bids:

Modification or Withdrawal of Bids:

Changes:

Audits:

Warranty Obligation:

Technical Specifications:

Award Basis:

Options and Option Pricing:

Assignability of Options:

Payment:

Required Documentation at Time of Delivery:

Delivery of Vehicle:

Federal Motor Vehicle Safety Standards:

Protest Procedures

Conflict of Interest

1.00. General Requirements:

2.01. Access Hatches, Doors, Trays, or Panels

2.02. Air Bags

2.03. Air Conditioning/Heating/Defrosting:

2.04. Alternator:

2.05. Anti-Corrosion Treatment:

2.06. Axles:

2.07. Back-Up Warning Device:

2.08. Batteries:

2.09. Body:

2.10 Brakes:

2.11. Bumpers

2.12. Chassis

2.13. Color and Finish:

2.14. Diagram of Vehicle:

2.15. Dimensions:

2.16. Doors:

2.17. Driver’s Shield:

2.18. Driveshaft:

2.19. Emergency Equipment:

2.20. Engine:

2.21. Engine Block Heater:

2.22. Engine Cooling System:

2.24. Fast Idle:

2.25. Fastener Specifications:

2.26. Floor:

2.27. Frame:

2.28. Fuel Tank:

2.29. Gross Vehicle Weight Rating:

2.30. Instrument Panel

2.31. Interior:

2.32. Lights (Interior):

2.33. Lights (Exterior):

2.34. Mirrors:

2.35. Mobility Aid Station:

2.36. Mobility Lift:

2.37. Mud Flaps:

2.38. Passenger Restraints for Mobility Aid Users and Mobility Aid Securement Systems:

2.39. Passenger Seating Capacity:

2.40. Power Steering:

2.41. Radio and Speakers:

2.42. Roof Hatch:

2.43. Seating (Driver):

2.44. Seating (Passenger - Ambulatory)

2.45. Shock Absorbers:

2.46. Signing and Decals:

2.47. Steps and stepwell:

2.48. Suspension:

2.49. Tilt Steering:

2.50. Tires:

2.51. Transmission:

2.52. Undercoating:

2.53. Weight Analysis:

2.54. Wheelbase:

2.55. Wheels:

2.56. Windows and Windshield:

2.57. Windshield Wipers, Washers, and Fluid Reservoir:

2.58. Wiring and Schematics

2.59. Miscellaneous Technical Specifications:

Appendix A Forms and Certifications

Appendix B 1.3 Request for Pre-Bid Change/Exception/Approved Equal Form

Appendix C 1.4 Acknowledgement of Addenda

Appendix D 1.8 Vehicle Questionnaire

Appendix E 1.24 At Time of Delivery - Warranty Stations

Appendix F 3.0 Bid Form

Bid Item

Base Base Bid Bus, as specified – Each

Chassis Upgrade: ADD: Cost to upgrade the entire chassis and body system to the next size GVWR if needed to accommodate recipient-selected options

Delivery

Estimated time until the delivery date, post-award (example: 5 months)

Appendix G Exceptions:

Appendix H 1.22 Sample Assignment of an Option to Purchase Agreement

Description of the Work to be Done:

The South Dakota Department of Transportation (SDDOT) requests bids for the manufacture and delivery of transit rolling stock in accordance with the terms and conditions outlined in this Invitation for Bids (IFB) for 2023 Narrow Body Bus Procurement. Multiple contracts with multiple vendors may be awarded through this procurement. If applicable, bidders are invited to bid on one, several or all the vehicles and fuel types. The contracts will be firm-fixed-price contracts.

The SDDOT is requesting the following types of rolling stock:

*Note: Listed passenger seating number does not include the driver*

• Light Duty Van, 130” WB, SRW, Medium Roof, GVWR 8,550

Min 4 Passenger w/1 WC Location, Aftermarket Bus Door, Rear Lift., Base Order 1

• Light Duty Van, 130” WB, SRW, Medium Roof, GVWR 8,550, Aftermarket Bus Door

Min 9 Passenger. Base Order 1

• Light Duty Van, 148” WB, SRW, Medium Roof, GVWR 9,250, Aftermarket Bus Door

Min 6 Passenger w/1 WC Location, Rear Lift. Base Order 1

• Light Duty Van, 148” WB, SRW, Medium Roof, GVWR 9,150, Aftermarket Bus Door

Min 14 Passengers. Base Order 1

• Light Duty Van, 148” WB, DRW, High Roof, GVWR 10,360, Aftermarket Bus Door

Min 4 Passenger w/2 WC Locations or Min 8 Passenger. Rear Lift Base Order 1

• Light Duty Van 148” WB, DRW, High Roof, GVWR, Aftermarket Bus Door

Min 8 Passenger w/ 2 WC locations, Rear Lift. Base Order 1

Rolling stock is being purchased for the expansion of services, new services, and the replacement of existing vehicles which have exceeded their useful life and are in need of replacement, and for the addition of vehicles to expand existing fleets. End recipients of the vehicles will be primarily rural public transportation or specialized transportation providers throughout the state of South Dakota but could also be in other approved states.

Please direct questions to Brenda Sharkey

Brenda.sharkey@state.sd.us 605-773-8082 mailto:Brenda.sharkey@state.sd.us

In addition to the base bid, there will be options available for up to an additional two years, under this contract, based on availability, for the purchase of additional rolling stock up to the quantities listed below:

*Note: Listed passenger seating number does not include the driver*

• Light Duty Van, 130” WB, SRW, Medium Roof. Options up to 15 more

Min 4 Passenger w/1 WC Location, Aftermarket Bus Door, Rear Lift

• Light Duty Van, 130” WB, SRW, Medium Roof. Options up to 15 more

Min 9 Passenger, Aftermarket Bus Door

• Light Duty Van, 148” WB, SRW, Medium Roof Options up to 15 more

Min 6 Passenger w/1 WC Location, Rear Lift, Aftermarket Bus Door

• Light Duty Van, 148” WB, SRW, Medium Roof. Options up to 15 more

Min14 passenger, Aftermarket Bus Door

• Light Duty Van, 148” WB, DRW, High Roof, Options up to 15 more

Min 4 Passenger w/2 WC Locations or Min 8 Passenger, Rear Lift, Aftermarket Bus Door

• Light Duty Van 148” WB, DRW, High Roof, Options up to 15 more

Min 8 Passenger w/ 2 WC locations, Aftermarket Bus Door

Proposed Schedule for the Procurement:

The following is the solicitation schedule for bidders:

Bidder questions, communications, and requests: No later than 5:00 p.m. CT, January 12, 2023

Responses to bidders’ questions, communications, and requests and/or agency addenda: No later than January 26, 2023.

Bid Due Date: 1:30 p.m. CT, February 9, 2023

Bid Opening: 1:30 p.m. CT, February 9, 2023

Bid Award Date: 02/16/2023

Obtaining the Invitation for Bid Documents:

Bid documents may be obtained electronically on the SDDOT website under Transportation/Public Transit/Forms and Resources https://dot.sd.gov/transportation/public-transit/procurement. Any questions regarding the electronic documents can be directed to Brenda Sharkey at 605.773.8082 or brenda.sharkey@state.sd.us.

Questions, Clarifications, Alternates, and Omissions:

All correspondence, communications, and contact regarding any aspect of this IFB must be only with the assigned Transportation Specialist, Brenda Sharkey. Unless otherwise instructed by the https://dot.sd.gov/transportation/public-transit/procurement https://dot.sd.gov/transportation/public-transit/procurement mailto:brenda.sharkey@state.sd.us

Program Manager. Bidders and their representatives must not make any contact with or communicate 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 for any brand names. The words “product, equivalent or equal” herein means any 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, will be implied throughout the specification, whether specifically noted or not. Request for Pre-Bid Change/Exception/Approved Equal Form

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

If it should appear to a prospective bidder that the performance of the work under the contract, or any 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 SD 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 time period specified above.

If in any of the IFB documents, a manufacturer is unable to meet the specification as written, the vendor may request an exception or alternate to the IFB, in writing, in advance of 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. Request for Pre-Bid Change/Exception/Approved Equal Form

Such written requests must be made to the assigned transportation specialist Brenda Sharkey.

The bidder making the request will be responsible for its proper delivery to the SDDOT and must confirm 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.

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

Addendum 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 will be provided to all prospective bidders. Any clarifications, modifications, approval of alternates, or changes to this solicitation will be published on the SDDOT Public Transit website on the Forms and Resources page at https://dot.sd.gov/transportation/public-transit/procurement. It is solely the responsibility of the prospective bidder to monitor the SDDOT Public Transit website for any answers to questions, changes, or addenda.

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 will be described in written addenda. Addenda will be posted on the SDDOT Public Transit website on the Forms and Resources page at https://dot.sd.gov/transportation/public-transit/procurement. It is solely the responsibility of the prospective bidder to monitor the SDDOT Public Transit website for any addenda. Failure of any prospective bidder to receive the addenda will not relieve the bidder from any obligation under the IFB therein. All addendums issued will become part of the IFB.

Prospective bidders must acknowledge the receipt of each individual 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 will be included in the addenda. Any response that is not confirmed by a written addendum will not be official or 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.

Examination of Documents:

Prior to 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, which will affect 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 due to the bidder or vendor’s misunderstanding of the extent or scope of the bid due to failure to make such examinations.

Methods of Bidding:

Bids are requested for items as described in the 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 “Office of Air, Rail, and Transit “2023 Narrow Body Bus Procurement” and 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.

Preparation of Bid:

Bids must be submitted to Jack Dokken, Program Manager, SDDOT, Office of Air, Rail and Transit, 700 E. Broadway Avenue, Pierre, South Dakota, 57501, by 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 blanks on the Bid Form in ink or by typing.

For bid completion, the bidder must state the unit price. The bid must be the net unit price on all items, as explained in the Bid Form.

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

Submit all required certifications required within the federally required clauses and certifications from the Federal Transit Administration. The federal clauses are enclosed at the end of the vehicle type section.

Submit the bid to the designated place before the time and date specified. Bids received after the specified time will not be opened or considered.

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 name of the bidder, address, name, and date of the IFB. If forwarded by US Mail, a sealed envelope containing the bid must be enclosed along with other certifications and other requested documents. A bidder may submit more than one bid or product line; however, each bid must be submitted individually and will be treated as separate bids.

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. Ensure the below forms are in the same order as those listed in Forms and Certifications or vice versa.

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

• 1.26 Federal Motor Vehicle Safety Standards (FMVSS) – The written certification that each vehicle to be supplied through this bid will comply with FMVSS. Officials representing the Transit Vehicle Manufacturer (TVM), which a bidder is representing, must certify to the TVM’s compliance with required FTA provisions, DBE Certification, and Buy America Domestic Content Worksheet (If applicable).

• 1.4 Acknowledgement of Addenda Form

• 1.8 Vehicle Questionnaire Form

• 3.0 Bid Form

• Seating plan, to scale and labeled, including the placement of stanchions and handrails, lifts, non-ambulatory seating placement, and seating arrangements (all that apply).

• Listing all previously approved exceptions, alternates, and reasons for exception bidding specification.

• Copy of Altoona Test report for the submitted model of the vehicle (If applicable) or supporting documentation showing exemption of such testing.

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, DBE, Lobbying, Buy America, Bus Testing, 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.

Weight of Vehicle:

It is the bidder’s responsibility to ensure the weight of the vehicle is calculated at a fully loaded weight, including options that may be selected by the purchaser, and all passengers including ambulatory and non-ambulatory, the driver, and mobility aids. Ambulatory passengers and drivers are to be calculated at 150 pounds each. Non-ambulatory placements are to be calculated at 200 pounds per individual for each non-ambulatory and mobility aid combination.

DBE Requirements for Transit Vehicle Manufacturers:

Pursuant to 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 an approved or not disapproved annual disadvantaged business enterprise (DBE) subcontracting participation goal.

Buy American Certification:

This contract is subject to the “Buy America” requirements of 49 United States Code (USC) §5323(j) and 49 Code of Federal Regulations (CFR) Part 661, as may be amended from time to time, and applicable federal regulations. Prospective bidders’ attention is directed to 49 CFR §661.11, “Rolling Stock Procurements.” Prospective bidders have the responsibility to comply with the cited and any governing statutes and regulations, including official interpretations.

A bidder must submit to the SDDOT the appropriate Buy America certification, included in this document, with all offers on FTA-funded contracts. Bids that are not accompanied by a properly completed Buy America certification are subject to the provisions of 49 CFR 661.13 and will be rejected as nonresponsive. The two signature blocks on the Buy America certificate are mutually exclusive. Bidders must sign only one signature block on the certificate. Signing both signature blocks will make the bid nonresponsive. A false certification is a criminal act in violation of 18 USC §1001.

A bidder who has submitted an incomplete Buy America certificate or incorrect certificate of noncompliance through inadvertent or clerical error (including failure to sign the certificate, submission of certificates of both compliance and noncompliance, or failure to submit any certification), may submit to the FTA chief counsel within ten (10) days of bid opening a written explanation of the circumstances surrounding the submission of the incomplete or incorrect certification in accordance with 28 USC §1746, sworn under penalty of perjury, stating that the submission resulted from an inadvertent or clerical error. The bidder will also submit evidence of intent, such as information about the origin of the product, invoices, or other working documents. The bidder will simultaneously send a copy of this information to the SDDOT.

The FTA Chief Counsel may request additional information from the bidder, if necessary. The SDDOT may not make a contract award until the FTA Chief Counsel issues his or her determination, except as provided in 49 CFR Part 661.15(m). Certification based on ignorance of proper application of the Buy America requirements is not an inadvertent or clerical error.

A waiver from the Buy America provisions will be sought by the SDDOT from the FTA, for the proposed awardee, if the grounds for a waiver exist. All bidders seeking a waiver must submit to the agency a timely request in writing, which must include the facts and justification to support the granting of the waiver. Such waiver from the Buy America provisions may be granted if the FTA determines the following: Their application would be inconsistent with the public interest;

materials are not produced in the United States in sufficient and reasonably available quantities and of satisfactory quality, or inclusion of domestic material will increase the cost of the overall contract by more than 25 percent.

Any party may petition the FTA to investigate a successful bidder’s compliance with the Buy America certification. The procedures are set out in 49 CFR Part 661.15. If the FTA determines the evidence indicates noncompliance, the FTA will require the SDDOT to initiate an investigation. The successful bidder has the burden of proof to establish compliance with its certification. If the successful bidder fails to so demonstrate compliance, then the successful bidder will be required to substitute sufficient domestic materials without revision of the original contract terms. Failure to do so will be a breach of the contract and may lead to the initiation of debarment proceedings under 49 CFR Part 29.

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, pursuant to the IFB. It is the intent of these specifications to provide and require a complete vehicle, of the type prescribed, ready for operation.

Receiving and Opening of Bids:

Bids must 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 be time-stamped by the Office of Air, Rail, and Transit staff in advance of the Bid Opening. Vendors must arrive in advance of the bid opening deadline to allow time for processing.

Modification or Withdrawal of Bids:

A modification of a bid already received will be accepted by the SDDOT only if the modification is received prior to the bid due date and time 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 prior to 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 a period of 60 calendar days after the opening of bids, only if the SDDOT fails to award the contract within the 60 days or any agreed-upon extension thereof.

Changes:

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

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.

Warranty Obligation:

A Bumper-to-Bumper Warranty must apply to all vehicles for a minimum of 3 years or 36,000 miles after delivery, whichever comes first regardless of the manufacturer. Specific subsystems and components are warranted and guaranteed to be free from defects for more than three years. These items are listed in the table below.

Item Years Mileage

Powertrain 5 60,000

Frame rails/cross members 5 Unlimited

Body corrosion/perforation 5 Unlimited

Bus body and paint 5 75,000

Wheelchair lift and controller 3 10,000 cycles

Diesel Engine 5 100,000

Vehicles delivered 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.

When the user agency representative detects a defect within the warranty period, as described above, they will promptly notify the vendor. 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 complete repairs within six working days after receiving notification of a defect from the user agency. The user agency will make the vehicle available to complete repairs within a mutually agreed-upon time schedule. The vendor must provide, at its own expense, all spare parts, tools, and space required to complete repairs within the vendor’s service facility. Vehicle issues relating to warranty work must be rectified by the vendor 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 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 and 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 care book 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 (e.g., wheelchair lift, etc.) 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 $.51 per mile. No meals or lodging reimbursement is required.

It is fully acceptable if other arrangements can be made and fully agreed upon by the winning bidder and purchasing agency. The mileage rate must be equal to with 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

Vehicle Body

Mobility Aid Lift (if applicable)

Air Conditioning and Heating System (if other than OEM)

Seating – Passenger and Driver (if other than OEM)

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

Technical Specifications:

See: Narrow Body Bus Specs below

Award Basis:

Bids will be evaluated per each type of vehicle: Lowest responsive, a responsible bid of the total base unit to the vendor’s predetermined location within South Dakota for the pre-delivery DOT inspection for each type of specified vehicle and fuel type. Multiple contracts with multiple vendors may be awarded through this procurement. Bidders are invited to bid on one, several, or all the vehicles and fuel types if applicable.

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. The options must be valid for three years from the effective start date of the contract. There must be no minimum order quantity for any permissible assignee. Subject to the SDDOT’s right to order modifications, the option vehicles must have the exact specifications as those purchased under this contract. The SDDOT may exercise the options by written notice to the selected bidder at any time on or before three years after the effective date of the contract.

The price of the option vehicles must be the unit price of the base order vehicles, adjusted by multiplying the base order price by the following fraction:

Latest Published Preliminary Index Number Before Notice of Exercise of Option / Index Number on Effective Contract Date.

The index must be the Producer Price Index for Truck and Bus Bodies, Series No. 1413, published by the United States Department of Labor, Bureau of Labor Statistics, or if a such index is no longer in use, then such replacement that is most comparable to the index as may be designated by the Bureau of Labor Statistics, or as agreed by the parties.

Within 30 days after the Notice of Exercise of Option is delivered to the selected bidder, the selected bidder must submit a proposed delivery schedule. Along with the proposed delivery schedule, the chosen bidder will provide the SDDOT with access to its production schedule for the purpose of the parties verifying available production capacity. The production schedule must include a reasonable time for mobilization and for coordinating with other vehicle orders. It must be based upon a production rate equal to the production rate realized concerning the base order vehicles. Suppose the parties are unable to agree on a production schedule. In that case, the maximum term to produce the option vehicles must not be more than six months after the date of the VIN number with option vehicle production. The SDDOT or any permissible assignee may issue a Notice to Proceed at any time after the selected bidder submits its proposed delivery schedule. The selected bidder must not commence production of the option vehicles prior to issuance of the Notice to Proceed by the SDDOT or any permissible assignee of the SDDOT for the option vehicles incorporating the agreed production delivery schedule or the four months after VIN number notification.

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

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 in accordance with FTA Circular 4220.1F or its successors.

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 and usual business functions and procedures by the SDDOT. Twenty percent or more of vehicle cost will be paid by local match 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 specifications, is missing items that were ordered, or has mechanical, electrical, or physical issues, the State will hold payment until satisfied that all items have been taken care of. A second inspection may be necessary.

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 the chassis manufacturer (and body manufacturer if applicable), 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.

Manual for chassis. Paper manuals or a combination of paper and electronic will be accepted.

The chassis set must be all-inclusive, containing all available chassis publications to include, at minimum, an operator’s/owner’s manual, a service/repair instruction set detailing all components, a complete and fully illustrated parts manual detailing all components, and a wiring diagram.

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 bordering states that may be available to transit agencies that operate in states that border South Dakota

Details on the as-supplied specifications for the rear heater unit, rear air conditioning unit, both batteries, mobility lift, and other such equipment (if applicable)

Written or video instructions on the use of the mobility aid restraint system (if applicable)

Written instructions on how to engage the mobility aid lift with the interlock system (if applicable)

Alignment report (if the vehicle has been altered by TVM)

Weight slip for the vehicle, as delivered, completed by the vendor (if the vehicle has been altered by TVM)

Delivery of Vehicle:

If the purchasing agency has selected the delivery option, the vehicle must be delivered by the vendor fully equipped in accordance with the specifications in the bid. If the purchasing agency has not selected the delivery option, the vehicle is to be picked up by the purchasing agent at the vendor’s predetermined location.

Prior notice of intent to deliver vehicles must be given during normal business hours, at least 5 days in advance, to the contact person designated by the transit agency. Bidder must make verbal confirmation to buying agency at least 48 business hours prior to delivery. All deliveries must be made between the hours of 8:00 AM and 12:00 noon or 1:00 PM and 4:00 PM, local time, Monday through Friday. Delivery will not be accepted on holidays.

A certificate of Origin for the chassis and the bus body (if applicable), and an invoice must be sent to the agency named on the purchase agreement after the SDDOT inspection and approval for delivery or must be delivered with the vehicle. The certificate of origin must show the legal name of the purchasing agency.

The vehicle/s are to be delivered having been properly serviced, including all lubricants and fluids filled to the proper level. 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 detailed below is not acceptable.

Vehicles may be driven up to 1,750 miles total (not to exceed 1,750 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 that will exceed 1,750 miles must be transported to the final delivery point by truck, not driven. Delivery over 1,750 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, it is the vendor’s responsibility to 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 other 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 to the recipient agency.

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

Delivery of vehicles must be confirmed 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. The vendor must not construe the signed receipt of the vehicle as acceptance of the vehicle per the terms stated under Acceptance/Repairs. The signature only represents an acknowledgment of delivery.

Federal Motor Vehicle Safety Standards:

The bidder must submit one copy of the manufacturer’s FMVSS self-certification letter, verifying that the bid vehicle complies with relevant Federal Motor Vehicles Safety Standards, or the manufacturer has a certified statement that the contracted buses will not be subject to FMVSS regulations.

Protest 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 the 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, the Recipient shall, in all instances disclose information regarding any protests to FTA and expeditiously notify the 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 to it. 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, https://www.law.cornell.edu/cfr/text/2/200.317 https://www.transit.dot.gov/sites/fta.dot.gov/files/docs/Third%20Party%20Contracting%20Guidance%20%28Circular%204220.1F%29.pdf https://www.transit.dot.gov/sites/fta.dot.gov/files/docs/Third%20Party%20Contracting%20Guidance%20%28Circular%204220.1F%29.pdf mailto:Joel.Jundt@state.sd.us

D. Any available exhibits, evidence, or documents substantiating the protest.

The recipient will respond, in detail, to each substantive issue raised in the protest by the protestor. The Secretary of the SDDOT has the authority to make a final determination on the protest. The Secretary’s judgment 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 if 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).

Conflict of Interest

The standard of conduct for the state of SD employees is addressed in the Employee Handbook.

No employee, officer, or agent of the State of South Dakota or third-party applicant shall participate in the selection, award, or administration of a procurement supported by federal funds, if, to their knowledge, any of the following has a financial or other interest in suppliers considered for the award:

• The employee, officer, or agent.

• Any member of their immediate family.

• Their partner; or,

• An organization, which employs or is about to employ any of the above, has a financial or other interest in the firm selected for the award.

No employee, officer, or agent of the SDDOT or approved third-party applicant shall receive gratuities, favors, or anything of monetary value from suppliers considered for award. All SDDOT staff members are required to sign and comply with the Procurement Standards of Conduct (The form link is formatted for vehicle procurement – revise according to procurement conducting.).

U:\ART\TRANSIT\SDDOT References\Forms\Procurement\Procurement Forms\Procurement Standards of Conduct.docx

SDDOT staff will be alert to organizational conflicts of interest or noncompetitive practices among vendors, which may restrict or eliminate private sector competition or otherwise restrain trade.

Solicitation Acronyms:

ADA: Americans with Disabilities Act

BTU: British Thermal Unit

DBE: Disadvantaged Business Enterprise

EPA: Environmental Protection Agency

FMVSS: Federal Motor Vehicle Safety Standards

FTA: Federal Transit Administration file://STATE.SD.LOCAL/WORK/TRPR1/ART/TRANSIT/SDDOT%20References/Forms/Procurement/Procurement%20Forms/Procurement%20Standards%20of%20Conduct.docx file://STATE.SD.LOCAL/WORK/TRPR1/ART/TRANSIT/SDDOT%20References/Forms/Procurement/Procurement%20Forms/Procurement%20Standards%20of%20Conduct.docx

GVWR: Gross Vehicle Weight Rating

IFB: Invitation for Bid includes all items of the Solicitation Package

OEM: Original Equipment Manufacturer

PMO: Project Management Oversight

SAE: Society of Automotive Engineers

TVM: Transit Vehicle Manufacturer

Narrow Body Bus Specs

Minimum Seating Configuration Required (Passenger numbers do not include driver)

(Lift is to be inside the factory rear doors)

Light Duty Van, 130” WB, SRW, Medium Roof, GVWR 8,550, Aftermarket bus doors o Min 4 Passenger w/1 WC Location, Rear Lift

Light Duty Van, 130” WB, SRW, Medium Roof, GVWR 8,550, Aftermarket bus doors o Min 9 Passenger

Light Duty Van, 148” WB, SRW, Medium Roof, GVWR 9,250, Aftermarket bus doors o Min 6 Passenger w/1 WC Location, Rear Lift

Light Duty Van, 148” WB, DRW, High Roof, GVWR 10,360, Aftermarket bus doors o Min 4 Passenger w/2 WC Locations or Min 8 Passenger, Rear Lift

Light Duty Van 148” WB, DRW, High Roof, GVWR, Aftermarket bus doors o Min 8 Passenger w/ 2 WC locations, Rear Lift

Light Duty Van, 148” WB, SRW, Medium Roof, GVWR 9,150, Aftermarket bus doors o Min14 passenger

Please direct questions to:

Brenda Sharkey brenda.sharkey@state.sd.us 605-773-8082 mailto:doug.gorham@state.sd.us

Technical Specifications Narrow Body Buses

1.00. General Requirements:

The base model for each vehicle will be based on the OEM Passenger Van. Vehicles will be for the transit industry. All body modifications must be constructed by a Transit Vehicle Manufacturer (TVM) intended for public transportation applications. 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 beyond. These vehicles are intended for the widest possible spectrum of passengers, including children, adults, the elderly, and individuals with disabilities. Transit Vehicle Manufacturers (TVM) must attest that they are certified by the chassis manufacturer’s qualified vehicle modifier (QVM) program at the time they are supplying a response.

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

Detailed floor plans with dimensions will be provided with the bid showing proposed seating arrangements, the interior layout of the vehicle and seat spacing between ambulatory seats for each vehicle type.

These specifications reflect the buyer’s preference as to dimensions, materials, and major components. However, the bidder must not omit any part or detail, which goes to make the vehicle complete and ready for service, even though such part or detail is not mentioned in these specifications.

All units or parts used in the assembly of the final product must be the manufacturer’s best quality and must conform in material, design, and workmanship to the best practice known within the transit industry. All parts must be new and in no case, will be 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 requests for Exceptions/Equals will be posted on the SDDOT website for all bidders to view.

The vehicles must meet all applicable Federal Motor Vehicle 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 the Surface Transportation and Uniform Relocation Assistance Act (STURAA) also known as the Altoona Test, or a document showing the vehicle being bid is not required to be subject to such tests.

Unless otherwise specified, all items listed below as OEM parts or equipment means those items must be or were made by or purchased and installed by the chassis manufacturer, not the bus manufacturer (2nd stage TVM).

2.00. Accessories:

Self-canceling turn signals, cruise control, speedometer, odometer, tachometer, temperature gauge, fuel gauge, oil pressure gauge, voltmeter, hour meter, horn, flasher lights, 12-inch display, OEM Blind Spot Information System, OEM Split-View and rear 180-degree camera, locks for all doors with 2 sets of keys, sun visors, storage for each mobility aid restraint and passenger restraint system, and all OEM furnished literature, tools, and equipment.

2.01. Access Hatches, Doors, Trays, or Panels

Access for maintenance and replacement of equipment must be provided through panels and doors that appear to be an integral part of the vehicle. 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, inspection, replacement, or access. Access openings or doors in the vehicle interior must be properly secured and sealed to prevent the entry of fumes, dust, and water into the vehicle interior.

2.02. Air Bags

Front seat driver and passenger airbags must be OEM and included.

2.03. Air Conditioning/Heating/Defrosting:

All heating and air conditioning in the base models will be OEM and will include the OEM auxiliary rear heat and rear A/C. Additional aftermarket rear heating may be selected as an option by the end user.

• Front heater and defroster will be OEM with the maximum BTU rating available.

• Front, high-capacity, air conditioning must be provided. OEM in-dash units will be supplied with the maximum BTU rating available.

• An OEM auxiliary rear air conditioning system will be provided.

• An OEM auxiliary heater will be positioned under the front passenger seat.

2.04. Alternator:

The vehicle is to be equipped with a 250-amp minimum OEM alternator. Charging configuration components must be warranted by the chassis OEM.

2.05.…