25-8399_-_Solicitation.pdf

Procurement Services Division

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

OEM FORD & MOTORCRAFT PARTS, FLUIDS AND SUPPLIES

SOLICITATION NO.: 25-8399

EMILY JACKSON, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8947

Emily.Jackson@colliercountyfl.gov

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.

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 25-8399

PROJECT TITLE: OEM FORD & MOTORCRAFT PARTS, FLUIDS AND SUPPLIES

LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295

TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112

DUE DATE: October 15, 2025@ 3:00 pm

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids 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 or Department”), 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 in accordance with 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. All references to “Vendor” are also referred to as “Contractor” and “Bidder.”

Historically, County departments have spent approximately $1.6 million annually on parts; however, this may not be indicative of future buying patterns. These specifications are intended to provide information by which prospective bidders may understand the requirements of the Collier County Board of County Commissioners relative to furnishing Ford and Motor craft Original Equipment Manufacturer (OEM) Parts, Fluids and Supplies.

BACKGROUND

Collier County is seeking responses from qualified vendor(s) to provide Original Equipment Manufacturer (OEM) and Aftermarket parts for Collier County Fleet Management and who will provide prompt and efficient service to the County. These OEM parts, fluids and supplies will be purchased and used for the maintenance and repair of all models and types of Ford Motor Company vehicles; owned and operated by Collier County and the Board of County Commissioners. The County & Board of County Commissioners operate a large amount of essential and first responder type vehicles. All service and repairs are considered urgent for public service. Historically the Collier County Board of County Commissioners Fleet Management department spends approximately $632,000.00 annually on Ford and Motor craft OEM parts fluids and supplies.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with the option to renew for up to two (2) additional one (1) year periods upon mutual agreement of both parties.

Discounts shall remain firm for the initial term of this contract.

A Purchase Order shall survive the contract expiration to allow completion of an order placed prior to the contract expiration date.

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

The County Manager, or the County Manager’s designee, may extend the contract under all of the terms and conditions contained in the awarded contract for up to one hundred and eighty (180) days. The County Manager or designee, shall give the Contractor written notice of the County's intention to extend the contract term prior to the end of the contract 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.

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

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 price, highest discount, or criteria established in the solicitation as outlined below:

• Lowest Total Bid

The contract will be in the form of a standard County Purchase Order. Collier County reserves the right to select one, or more than one supplier’s, 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:

• Award multiple Awardees (Primary, Secondary)

Purchases from Secondary may be made when the Primary Vendor does not have the desired part in stock, when the Primary Vendor cannot meet the required delivery time or if quality and warranty exceed the need for lowest cost. Product quality, warranty, or service level from a secondary vendor is deemed superior and, in the County’s, best interest. The County reserves the right to seek services outside of the contract if the Primary, or Secondary Vendors are unable to perform.

Incomplete or improperly labeled bid schedules may be deemed non-responsive and disqualified from award consideration.

DETAILED SCOPE OF WORK

The Vendors will provide Original Equipment Manufacturer (OEM) and Aftermarket parts for Collier County Fleet Management and the solicitation is divided into three (3) Categories:

Category 1: Ford and Motorcraft OEM Parts, Fluids, and Supplies - Includes any genuine Ford and Motorcraft parts, fluids, and supplies offered by authorized Ford/Motorcraft dealers or distributors. Vendors are expected to provide access to OEM parts catalogs, diagrams, online platforms, or manufacturer price lists.

Category 2: Ford and Rotunda OEM Service and Diagnostic Tools - This includes Ford and Rotunda diagnostic, and specialty tools required for maintenance and repairs in accordance with manufacturer guidelines. Vendors must provide a detailed list of tool part numbers, prices, and discounts associated.

Category 3: Ford and Motorcraft Accessories - Includes all available Ford and Motorcraft accessories.

Section 1. Bid Schedule Requirements:

• Vendors must complete all line items within Section 1 Category Percentage Discount and Section 2, Sample Items Pricing Listing, including the list price source or website to be considered responsive. If no percentage discount is offered, indicate with “0%” in Section 1, Category.

• The bid cost shall reflect the net delivered prices based on the current published price lists, less a firm fixed discount percentage. The resulting cost per item must include shipping and handling charges except for special order or next-day air purchases. Trade-in discounts will be determined at the time of sale.

• The bid schedule line items are representative, not exhaustive. Actual purchases will include OEM parts, fluids, tools, accessories, software, and diagnostic items as needed.

• The vendor is required to furnish descriptive literature, technical data and service information for the items offered at the request of the County. The online catalog access must be provided if applicable.

• Vendor shall maintain, and keep current, price lists used for this solicitation. All price lists shall be provided at no cost to the County. Online catalog access must be provided if applicable.

• Percentage discounts shall remain firm for the term of the awarded contract.

• Revised Price Lists will be accepted at least seven (7) days prior to the effective date of the changes. The revised prices will not become effective until revised list(s) are submitted to the Fleet Management Division under the vendor cover letter identifying the applicable contract agreement number and approved by both the Fleet Management Division and Procurement Services Division.

• The County shall be charged according to the bid schedule.

Section 2. General Requirements:

• All parts must meet or exceed all OEM specifications and requirements.

• All parts should have a minimum warranty period of twelve (12) months or 12,000 miles, that covers both the failed part(s) and labor to replace the failed part(s). If the Original Equipment Manufacturer’s warranty is greater than twelve

(12) months or 12,00 miles than those greater warranty terms will be honored in place.

• All non-power hand tools provided under the awarded contract shall carry a lifetime 100% replacement warranty for breakage.

• All other power and non-power tools shall have a minimum ninety (90) day full warranty.

Section 3. Business Hours:

The Fleet Management Division’s normal hours of operation are 6:30 AM to 5:00 PM, Monday – Friday excluding County Holidays.

Section 4. Delivery:

• County stock orders shall be delivered by the vendor within forty-eight hours (48) hours after being ordered by the County.

• Non-stock orders shall be delivered within forty-eight (48) hours of order.

• Emergency parts orders shall be delivered within twenty-four (24) hours of order. The County shall determine when an emergency condition exists and shall notify the vendor or such.

• Special order parts shall be delivered within forty-eight (48) hours of order time.

Vendor may charge the County additional freight charges for overnight delivery requirements. No freight charges shall be more than that billed to the vendor. Vendor shall not establish minimum order criteria as a delivery condition.

When stated delivery times cannot be met, the vendor shall notify the Fleet Management Division immediately

Section 5. Delivery Location:

Delivery locations will be:

Shop 1: 2901 County Barn Rd, Naples, FL 34112

Shop 2: 425 Sgt Joe Jones Rd, Immokalee FL 34142

Shop #3: 4800 Davis Blvd Naples, FL 34104

Shop #4: 8300 Radio Rd, Naples FL 34104

Additional delivery times and locations will be identified by other governmental entities if purchased from the awarded contract.

Section 6. Packing Slip and/or Delivery Ticket:

The vendor shall enclose a complete packing slip or delivery ticket with any items to be delivered. The packing slip shall be attached to the shipping carton(s) that contain the items and shall be made available to the County’s authorized representative during delivery.

The packing slip or delivery ticket shall include, at a minimum, the following information:

• Purchase Order Number

• Date of Order

• Complete listing of items being delivered

• Back-order quantities and estimated delivery date of back-orders, if applicable and allowable

The County’s receiving representative has the authority to reject shipments that do not conform to this requirement.

Section 7. Back Orders:

All back orders must be filled within five (5) business days. If a vendor experiences a back order of items from its manufacturer or distributor, the vendor shall ensure that such back orders are filled within five (5) business days after the required delivery date.

In these cases, the vendor must notify the County of these back orders in advance of the delivery date so appropriate steps can be taken by the County to prevent inadequate stock levels or stock-outs.

It is understood and agreed, the vendor shall not invoice the County for back ordered items until such back orders are delivered and accepted by the County’s authorized representative. It is understood and agreed that the County may, at its discretion, verbally cancel back orders after the grace period identified in this paragraph has lapsed and seek the items from another vendor.

Section 8. Product Recall:

Vendor(s) awarded contract(s) under this solicitation shall be required to notify the Collier County Fleet Management Division of any manufacturer’s recalls regarding items ordered under said contracts. The vendor shall contact the Fleet Management Division by phone within two (2) hours of notification by the manufacturer and shall follow up in writing within twenty-four (24) hours.

Section 9. Returns:

Parts, tools, supplies, or accessories found to be of inferior quality, defective or damaged in transit, shall be replaced at the expense of the vendor. Parts, tools, supplies or accessories ordered in error and unused by the County shall be returned to the vendor and the vendor shall refund/credit the original price to the County. No restocking fees or surcharges shall be charged to the County, including obsolete and overstock parts.

Section 10. Invoicing:

Vendor invoices and credit vouchers must reference

• Purchase Order Number

• Part number

• Quantity

• List Price from price list referenced in this bid

• Discounted price for each part and supply item

Each invoice and credit voucher must bear a unique invoice number.

Section 11. Core Charges:

When applicable, separate core charges are permissible and there shall be separate line items on the invoice. When a core is provided to the vendor by the County, a separate credit voucher will be issued by the vendor. The bid percentage discounts do not apply to core charges.

VENDOR CHECKLIST

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