24-8322_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

FLEET VEHICLE PURCHASES

SOLICITATION NO.: 24-8322

SARAH HAMILTON, ASSISTANT DIVISION DIRECTOR

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8987

Sarah.Hamilton@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Bidder may be grounds for rejection of the bid, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

mailto:Sarah.Hamilton@colliercountyfl.gov

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 24-8322

PROJECT TITLE: FLEET VEHICLE PURCHASES

DUE DATE: MONDAY, JANUARY 13, 2025, at 3:00 PM EST

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Fleet Management Division (hereinafter, the “Division) the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors per the terms, conditions, and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

The County seeks bids to facilitate purchases of new fleet vehicles for County operations. This bid includes Ford automobiles, vans, sport utility vehicles, cross-over vehicles, and light/medium-duty trucks up to 33,000 pounds GVWR. The purchases may range from 50 to 80 vehicles annually. However, the County does not commit to minimum or maximum quantities. Most of the light to medium-duty fleet vehicles may be purchased from this bid; the County reserves the right to purchase from other government contracts, or competitively bid specialty vehicles such as ambulances when deemed in the County’s best interest.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with three (3) one-year renewal options.

The percentage discount below the dealer invoice that was bid and awarded shall remain firm for the duration of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at their discretion, extend the Agreement under all of the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery, provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

AWARD CRITERIA

ITB award criteria are as follows:

The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation.

It is the intent of Collier County to award to the lowest, responsive, and responsible vendor(s) that represents the best value to the County.

For the purposes of determining the winning bidder, the County will select the vendor with the lowest total bid as outlined below:

• Highest Percentage Discount Off Total Dealer Invoice Price https://procurement.opengov.com/portal/collier-county-fl

Collier County reserves the right to select one, or more than one supplier, award on a line item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

• Identify Single Awardee

The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

Interested bidders must be a Ford Motor Company authorized dealership with full maintenance, warranty, and parts supplier. The Board of County Commissioners approved Collier County Fleet Management Division (“County Fleet”) to purchase Ford Motor Company light and medium-duty vehicles. Standardizing County Fleet operations increases maintenance efficiency and saves money on parts inventory, tools, diagnostics, training, and repairs. Only Ford dealerships and products will be considered for this bid.

The awarded Dealer must provide warranty service for all county-owned Ford vehicles without regard to the source of purchase and must provide service facilities or service options near County Fleet operations. The awarded Dealer’s service facilities must be within 10 miles of County Fleet operations located at 2901 County Barn Road, Naples, Florida 34112, or the Dealer to provide timely vehicle pick-up and delivery services, or the Dealer must have the capabilities to provide on-site maintenance services for warranty requirements.

At least one of these options must be selected on the bid schedule. To be considered a responsive bidder, a bidder MUST comply with one of the three warranty scenarios listed on the Bid Schedule.

1. Bid Schedule: The bid is a percentage discount off the total dealer invoice price, which includes model base price, factory installed options, and destination freight charges, less any National, State, or local factory fleet incentives or any additional dealer incentives, (except for the dealer account credit).

1.1. Dealer Invoice Discount: Input the percentage discount off the total dealer invoice price.

1.2. Warranty Services: To be considered a responsive bidder, the bidder must select one of the following warranty service location options listed below. The Warranty services apply to all county-owned vehicles.

1.2.1. Dealer onsite warranty services at Collier County Fleet Management Division, 2901 County Barn Rd, Naples, FL 34112: The dealer’s mechanics will perform warranty services at the County Fleet facility.

1.2.2. Dealer to pick up the vehicle(s) for warranty services and deliver back to 2901 County Barn Rd, Naples, FL 34112, at no additional cost: The dealer agrees to prioritize County Fleet warranty services timely and not delay them due to logistics in picking up and transporting the vehicles.

1.2.3. Dealer facility warranty services must be within 10 miles of 2901 County Barn Rd, Naples, FL 34112: County Fleet staff will deliver the vehicles to the dealer’s Ford service center for warranty services and pick them up when the vehicle services are done.

2. Vehicle Equipment: All special additional equipment not factory installed, such as utility bodies, cranes, caution/emergency lights, bedliners, or other after-market additions installed by a subcontractor shall be billed at dealer cost as shown on the subcontractor’s invoice. Copies of subcontractor invoices will be provided to the County upon vehicle delivery.

3. Non-Factory Installed Options: Prices for non-factory options installed by the dealer such as window tinting, extra keys, or van shelving, shall be indicated in the dealer estimate for each specification. No further verification will be required for dealer installed options.

4. Vehicle Purchases: The County shall be the sole judge of accepting or denying any deviations from specifications.

Vehicle purchases shall include all charges including delivery/transportation, dealer preparation, fuel, pollution taxes/charges, and temporary registration fees.

The County may purchase any number of vehicles with the same specifications during the same model year from the awarded

Dealer.

NOTE: There may be occasions when the County Fleet’s vehicle needs may be immediate or time-critical.

5. Delivery: The Dealer shall have 180 days to deliver normal production vehicles and 240 days to deliver vehicles with dealer options or additional equipment. If vehicles are not delivered within these time periods, the County shall have the option of canceling the purchase order and utilizing another contract that provides the quickest availability.

Vehicles shall be cleaned, serviced (including all normal dealer preparations), and delivered to Collier County Fleet Management at 2901 County Barn Road, Naples, Florida 34112.

All after-market options shall be properly installed and operational per specifications at delivery.

Vehicles shall be delivered with the window sticker attached to the window or inside the vehicle when window tinting is ordered.

Title vehicles to Collier County Board of County Commissioners, 3299 Tamiami Trail East, Suite 403, Naples, Florida 34112;

FEID 59-6000558; Tax Exemption #85-8015966531C-1; unless otherwise directed by County Fleet.

6. Vehicle Documentation: Vehicles shall be delivered with the following documents appropriately completed:

a. Manufacturer’s Certificate of Origin for a Vehicle

b. Application for Certificate of Title with/without Registration

c. Motor Vehicle Dealer Title Reassignment Supplement

d. Temporary registration and tag

e. Operator’s Manual

f. Warranty Certifications

g. Original Invoice to County

h. Factory issued dealer invoice

i. Subcontractor invoices for after-market additions

j. Weight certificate or affidavit showing the total weight of the delivered vehicle when a utility body or other significant component has been added to a truck cab and chassis.

k. Secondary Manufacturer’s Certificate of Origin as required when major body units or systems are added to an incomplete truck chassis.

VENDOR CHECKLIST

*** Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List) ***