3-00341-0 Purchase of Fleet 2025-26.docx

REQUEST FOR PROPOSALS (RFP)

For

PURCHASE OF FLEET VEHICLES FY 2026

# 00341

Issue Date: October 1, 2025 Responses must be received BEFORE:

October 31, 2025, 11:00 A.M. C.S.T

Pre-Submittal Conference: There will not be a pre-submittal conference held for this RFP.

Procurement Department Email: ehanson@sariverauthority.org

Contents

Exhibit 1 – Pricing Sheet Exhibit 2 – Sample Contract

PART I -REQUIREMENTS FOR RESPONSES

INTRODUCTION

In accordance with the provisions of San Antonio River Authority (River Authority) Enabling Statute (Chapter 276, Page 556, Acts of the 45th Legislature, 1937, and subsequent amendments), policies and procedures, the River Authority is requesting submissions to contract with an individual(s) or business(es) with considerable experience in providing goods or services of this solicitation. The responses and the cost solutions shall be submitted to the River Authority in a sealed submission.

The awarded individual(s) or business(es) shall possess a proven track record of using innovative approaches to providing goods and services that represent the best value to their clients. The awarded individual(s) or business(es) shall have the ability to accomplish all aspects of the requested services. The awarded individual(s) or business(es) should be able to provide innovative methods to deal with challenges and cost-effective solutions.

A firm may submit a solicitation response for one or more of the categories of product or services requested in this solicitation.

GUIDING PRINCIPALS

By working collaboratively, the River Authority is able to sustain and enrich the watershed’s ecosystem and the lives of the people in and the economies of the communities we serve.

The River Authority’s Vision: Inspiring Actions for Health Creeks and Rivers The River Authority’s Mission: Committed to Safe, Clean, Enjoyable Creeks and Rivers

COMMODITY OR SERVICE DESCRIPTION

The River Authority is seeking a contract for the supply of Purchase of Fleet Vehicles FY 2026.

The provided vehicles will be used to support the many operations of the San Antonio River Authority. The awarded dealership must ensure that the vehicles provided are reliable, cost-effective and meet operational, safety and regulatory requirements.

The goods and/or services shall be accomplished per the solicitation documents, and all applicable laws, and all exhibits and Attachments identified in the table of contents.

MINIMUM QUALIFICATIONS

The following minimum requirements must be demonstrated in order for the submission to be considered responsive to the River Authority. Any submission received, which is determined to not meet these mandatory requirements may be immediately disqualified and rejected as non-responsive.

· The responding entity must demonstrate that the company, as an entity, has a minimum of three (3) years of documented experience in providing the specified services. Experience must pertain to the company itself and not to the qualifications of individual employees or subcontractors.

· Three (3) references from entities for which the respondent provided the products or services, of equal complexity and magnitude, requested. The River Authority cannot be used as a reference.

· Authorized manufacturer or distributor authorized by the manufacturer for products identified in the Technical Specifications to sell to the River Authority. Attach documentation such as a letter from the manufacturer or a line card.

· Dealer must be within 75 miles from our main offices of 100 E. Guenther, San Antonio, Texas 78204.

· The responding individual or business is not on the debarred vendor list with the River Authority, the State of Texas, or Federal Debarment List (sam.gov)

· Submittal documents including a cover sheet, Executive Summary, Attachments A -H and Exhibit 1, per the method described in SUBMISSION FORMAT.

SCHEDULE OF EVENTS

Following is a list of projected dates with respect to this solicitation:

The River Authority reserves the right to change the dates indicated above.

PRE-SUBMITTAL CONFERENCE

There will be no pre-submittal conference for this solicitation.

CONTRACT TERM

The Contract shall commence upon the issuance of a Notice to Proceed or Purchase Order by the River Authority and shall automatically expire upon completion of the work or receipt of the materials, and acceptance by the River Authority.

PRICING

Unit Pricing in Exhibit 1 shall include all fees and costs to provide the goods and services to the River Authority. Unit pricing for goods shall include delivery costs, F.O.B. Destination

Only firm pricing with no escalation will be accepted for these goods or services.

COOPERATIVE PURCHASING/PIGGYBACK OPTION

The contract resulting from this solicitation will be available for use by all governmental entities, providing there is no conflict with any applicable statutes, rules, policies, or procedures. The governmental entities will have the option to use the pricing as agreed to within the resulting contract. Governmental entities will issue their internal purchase orders directly to the awarded contractor(s).

INSURANCE

The successful respondent will be required to maintain, at all times during performance of the contract, the insurance detailed below:

1. Premises/Operations

2. Independent Contractors

3. Products/Completed Operations

4. Personal Injury

5. Contractual Liability

6. Explosion/Collapse/Underground Property Damage (where applicable)

7. Pollution Liability (where applicable)

8. Endorsement for Unmanned Aircraft (Drones) (where applicable to Services)

9. Endorsement for watercraft (where applicable to Services)

$2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregate $1,000,000 Personal Injury per occurrence $1,000,000 Each Occurrence

$500,000 each accident, $500,000 policy limit for Disease $500,000 each employee for Disease

$1,000,000 Combined Single Limit Non-owned vehicles include the use of an employee’s personal vehicle in the Contractor’s business.

Respondent is liable for all direct and general damages, special damages and consequential damages River Authority may incur arising out of or resulting from the negligent acts or omissions of respondent, including any agent, officer, director, representative, employee, contractor or subcontractor of respondent. Acceptance of work of the respondent by the River Authority shall not constitute a release of the responsibility, obligations or liability of the respondent for any defect in the design, working drawings, specifications, documents or work performed by the respondent.

The River Authority shall be named as an additional insured and provide a Waiver of Subrogation in favor of the River Authority, its officials, agents, employees and volunteers for umbrella, general liability, and auto policy policies. Respondent shall provide a waiver of subrogation for workers’ compensation policy.

All policies listed River Authority as an additional insured require endorsement that “other insurance” clause does not apply.

All policies require a 30 days-notice of cancellation or non-renewal if the respondent’s insurance is cancelled or non-renewed.

Insurance shall be carried with financially responsible insurance companies, licensed in the State of Texas, with an A.M. Best Rating of A (-) VI or better.

ADDENDA AND MODIFICATIONS

Any changes, additions, or clarifications to the solicitation are made by amendments (addenda) and will be posted at purchasing.sara-tx.org. Any respondent in doubt as to the true meaning of any part of the solicitation or other documents may request an interpretation from the Procurement Department. At the request of the respondent, or in the event the Procurement Department deems the interpretation to be substantive, the interpretation will be made by written addendum issued by the Procurement Department. Such addendum will be attached to the original solicitation at purchasing.sara-tx.org and will become part of the solicitation package having the same binding effect as provisions of the original solicitation. It shall be the respondent(s)’s responsibility to ensure that they have received all Addenda in respect to this solicitation. Furthermore, respondents are advised that they must recognize, comply with each Addendum. Respondent(s)’s signature on Addenda shall be interpreted as the respondent’s recognition and compliance to official changes as outlined by the River Authority and as such are made part of the original solicitation documents. Failure of any respondent to receive any such addendum or interpretation shall not relieve such respondent from its terms and requirements. Addendums are available online at purchasing.sara-tx.org. No verbal explanations or interpretations will be binding. The River Authority does not assume responsibility for the receipt of any addendum sent to respondents.

The respondent shall properly acknowledge all addenda in the spaces provided in the Acknowledgment (Attachment G).

SUBMITTAL INSTRUCTIONS

All responses must be in the River Authority’s possession on or before the scheduled date and time (no late response will be considered). Respondents may submit a response in hard copy or electronically. The River Authority prefers electronic submissions. Electronic submissions shall be submitted through the River Authority’s third-party portal, Bonfire, at: https://sara-tx.bonfirehub.com. Bonfire will not allow submissions after the due date and time.

If a respondent prefers to submit in a hard copy, the respondent shall submit one (1) original signed document and (1) one copy. The original shall be clearly marked. In addition, the submittal shall be provided electronically on a USB drive. Proposals must be received, in a sealed envelope, at the San Antonio River Authority Main Office no later than published date and time on the cover sheet at the address below.

Hard Copy responses shall be submitted to:

San Antonio River Authority Attn: Procurement Solicitation # 00341 100 E. Guenther San Antonio, Texas 78204

Submittals sent by facsimile or email will not be accepted. Any submittal or modification received after this time shall not be considered, and will be returned, unopened to the respondent. Respondents should strive for early submission to avoid the possibility of rejection for late arrival.

Each respondent is responsible for taking the necessary steps to ensure their submission is received by the date and time noted herein. The River Authority is not responsible for missing, lost or late mail or any mail delays, internal or external, that may result in the submission arriving after the set time. The River Authority’s Procurement Department is not open for weekend or holiday deliveries.

All submissions shall be opened in a manner that avoids disclosure of the contents to competing respondents and keeps the responses secret during negotiations. A public opening will not be conducted with this process.

SUBMISSION FORMAT

Each submittal shall be typewritten, single spaced and submitted on 8 ½” x 11” white paper. 11” x 17” paper may only be used if identified below and will count as one page. Font size shall be no less than 12-point type for all items (including graphics) and may be in full color. All pages shall be numbered and should be printed two-sided. Margins shall be no less than 1” around the perimeter of each page. Submittals shall be no longer than 60 pages total, front to back, and shall include the documents listed below (excluding Solicitation Packet Attachments and Special Documents). Websites or URLs shall not be submitted in lieu of the printed submittal or electronic submission.

Each proposal must include the sections and attachments in the sequence listed below, and each section and attachment must be indexed and divided by tabs and indexed in a Table of Contents page. If respondent is proposing as a team, provide the same information for each member of the team. The electronic proposal should be submitted in Adobe PDF and excel, with each separate section attached as a separate file.

Submission shall be in the following order:

A. PRICING SHEET- EXHIBIT 1 – in excel format

B. SOLICITATION PACKET ATTACHMENTS (Excluded from page count):

Attachment A – Business Questionnaire Attachment B – Exception Form Attachment C – References Attachment D – Conflict of Interest Form Attachment E – Small, Women Minority Veteran Business Enterprises Form Attachment F – Subcontractor Utilization Plan Attachment G - Acknowledgment

C. PRODUCT LITERATURE

1. Manufacturers specification sheet for each proposed vehicle type. Must include accurate specifications sheet showing all standard and optional equipment (if applicable).

2. Literature provided must provide clear details as to how proposed vehicle meets or exceeds minimum specifications stated.

3. Warranty Documents – must clearly state the proposed warranty for each vehicle, what is included in the warranty and how many years/miles are included in the coverage.

D. SPECIAL DOCUMENTS

1. Authorized Manufacturer/Distributor Letter – Letter from manufacturer on a line card authorizing dealer by the manufacturer for vehicles identified in the Technical Specifications.

Failure to meet the above conditions may result in disqualification of the proposal or may negatively affect scoring

PREPARATION OF RESPONSE

Responses MUST give full firm name and address of respondent, and be manually signed in the Acknowledgment, Attachment G. Failure to do so will disqualify your submittal. The person signing the response must show title or AUTHORITY TO BIND FIRM IN A CONTRACT. Firm name and authorized signature must appear on each page that calls for this information. The legal status of the respondent whether corporation, partnership, or individual, shall also be stated in the submittal. A corporation shall execute the submittal by its duly authorized officers in accordance with its corporate by-laws and shall also list the state in which it is incorporated. A partnership respondent shall give full names and business addresses of all partners. Partnership and individual respondents shall state in the submittal the names and addresses of all persons with a vested interest therein. The place of residence of each respondent, or the office address in the case of a firm or company, with county and state and telephone number, shall be given after the signature. Any costs associated with assembling this submittal will be at the sole expense of the respondent.

WITHDRAWAL

Responses may be withdrawn prior to the due date for submission. Written notice of withdrawal shall be provided to the Procurement Department. No response may be withdrawn after opening time without reasonable exception in writing and only after approval by the River Authority.

TIME ALLOWED FOR ACTION TAKEN

The River Authority may hold responses 120 days after submittal deadline without taking action. Respondents are required to hold their Responses, including pricing, firm for same period of time.

ALTERATIONS/AMENDMENTS TO RESPONSES

Responses CANNOT be altered or amended after the opening deadline. Alterations made before opening time must be initialed by respondent guaranteeing authenticity.

INSPECTIONS & TESTING

The River Authority reserves the right to inspect any item(s) or service location for compliance with specifications and requirements and needs of the using department. If a respondent cannot furnish a sample of a response item, where applicable, for review, or fails to satisfactorily show an ability to perform, the River Authority can reject the response as inadequate.

INTERPRETATIONS

Any questions concerning the requirements or scope of work with regards to this solicitation shall be directed to the designated individuals as outlined herein. Such interpretations, which may affect the eventual outcome of this solicitation for Responses, shall be furnished in writing to all prospective respondents via Addendum. No interpretation shall be considered binding unless provided in writing by the River Authority in accordance with paragraph entitled “Addenda and Modifications”.

EVALUATION PROCEDURES

The River Authority’s selection committee will conduct a comprehensive, fair and impartial evaluation of all submittals received. Each submittal will be analyzed to determine overall responsiveness, qualifications and value to the River Authority. The River Authority Procurement Department reserves the right to contact any respondent, at any time, to clarify, verify or request information with regard to any response. The evaluation process consists of three steps:

Step 1: The River Authority will evaluate the submittal in accordance with the selection criteria and will rank the firms on the basis of the submittals. The River Authority may elect to conduct oral discussions, request clarifications, and presentations concerning the project approach and ability to furnish the requirements during the evaluation process, and rescore submittals based upon the interviews/presentations. The River Authority reserves the right to consider information obtained in addition to the data submitted in the response. The selection criterion is listed below:

a) Delivery (FACTOR: 10%).

The estimated delivery after receipt of order, to include accessory installation.

b) Compliance with specifications, quality, reliability, characteristics to meet stated or implied needs (FACTOR 40%)

Compliance with the stated specification(s) coupled with the quality and reliability of the goods and services such as fitness for use that meets or exceeds Owner’s expectations and the characteristics of the product or service that bear on its ability to meet the stated/implied needs. Clear documentation demonstrating that all proposed vehicles meet the Owner’s minimum technical and performance requirements, evidence of product durability, safety, performance history, and overall reliability will be a consideration.

c) Price, Total Cost of Ownership (FACTOR: 50%).

The price of the items, to include total cost of ownership, such as installation costs, life cycle costs, and warranty provisions.

Step 2: After the final ranking of the submissions and determination of Firm(s) that provide the best value to the River Authority and are within the competitive range, provided the River Authority elects to proceed without oral discussions, the River Authority will immediately proceed to negotiate final pricing, terms and conditions with the highest ranked Firm or Firms. The River Authority may elect to conduct oral discussions, request clarifications, and presentations concerning the project approach and ability to furnish the requirements, as part of the negotiation process. If the River Authority elects to conduct interviews, respondents may be interviewed and re-scored based upon the same criteria. The River Authority may elect to utilize a Best and Final negotiation phase to determine the firm(s) that provide the overall best value.

The River Authority will not release information regarding the scoring or evaluation until a contract has been awarded.

Step 3: Upon selection of the submission or Best and Final Offer that represents the “best value”, a written recommendation will be presented to the appropriate approving authority for the River Authority (the General Manager or Board of Directors) requesting authorization to proceed with contract execution for the proposed goods/services.

RIGHT TO REJECT/ AWARD

The River Authority reserves the right to refuse and reject any or all responses, to waive any or all formalities or technicalities, accept the response or portions of the response, and to make such awards of contract(s) as may be deemed to be in the best interest and most advantageous to the River Authority, considering the relative importance and other evaluation factors specified herein.

RESTRICTIONS ON COMMUNICATION

Respondent(s) are prohibited from communicating with: 1) the River Authority Board of Directors and the River Authority staff regarding the solicitation or submittals from the time the solicitation has been released until the contract is posted as a Board agenda item; and 2) the River Authority employees from the time the solicitation has been released until the contract is awarded. These restrictions extend to “thank you” letters, phone calls, emails and any contact that results in the direct or indirect discussion of the solicitation and/or submittal by respondent. Violation of this provision by respondent and/or its agent may lead to disqualification of respondent’s submittal from consideration.

Exceptions to the restrictions on communication with the River Authority employees include:

A. Respondents may ask verbal questions concerning this solicitation at the Pre-Submittal Conference (if applicable) or submit clarification requests via email to the contact below.

B. Respondents may provide responses to questions asked of them by the Procurement Department after proposals are received and opened. The Procurement Department may request clarification to assist in evaluating respondent’s Response. The information provided is not intended to change the response in any fashion. Such additional information must be provided within two (2) business days from the River Authority’s request. Respondents may also respond to requests by the Procurement Department for best and final offers, which do allow respondents to change their response. Requests for best and final offers will be clearly designated as such.

Respondents shall direct all inquiries and communications concerning this solicitation to the Point of Contact(s) listed below:

Emily Hanson Senior Buyer

(210) 302-3605 ehanson@sariverauthority.org

INVITATION FOR RESPONSES PREPARATION COSTS

Issuance of this solicitation does not commit the River Authority, in any way, to pay any costs incurred in the preparation and submission of a response. All costs related to the preparation and submission of this solicitation shall be borne by the respondent.

ANTI-LOBBYING PROVISION

During the period between the solicitation submission date and the contract award, respondents, including their agents and representatives, shall not directly discuss or promote their response with any member of the Board of Directors or River Authority staff except in the course of River Authority-sponsored inquiries, briefings, interviews, or presentations. Violation of this provision may result in the rejection of the respondent's response and disqualification from future consideration of a similar solicitation.

CONFIDENTIAL INFORMATION & SECURITY

Any information deemed to be confidential by the respondent should be clearly annotated on the pages where confidential information is contained, clearly identifying as confidential. The River Authority cannot guarantee that it will not be required to disclose all or part of any public record under Texas Public Information Act, since information deemed to be confidential by the respondent may not be confidential under Texas Law, or pursuant to a Court order.

Should the successful respondent be awarded a contract and become the holder of, and have access to, confidential information, (in the process of fulfilling its responsibilities in connection with the contract), the successful respondent agrees that it shall keep such information confidential and will comply fully with the laws and regulations of the State of Texas, ordinances and regulations of the River Authority, and any applicable federal laws and regulations relating to confidentiality.

PRODUCT LITERATURE

Complete descriptive literature for each proposed vehicle and accessory to include manufacturers specification sheet, owners manuals, and warranty documents.

DEBRIEFS

After the contract has been awarded all submissions will be open for public inspection, and the unsuccessful respondent(s) may request a debriefing regarding their submittal. Please contact the Procurement Department to request a debriefing within 60 days of notice of award. An in-person meeting with the Procurement Department and the using Division will be scheduled within a reasonable time.

BUSINESS OVERVIEW – ATTACHMENT A

Respondent shall complete the Business Overview Questionnaire as applicable per Attachment A. Subconsultants do not need to complete this form, unless they are a co-respondent as defined on Attachment A.

DEVIATION FROM SPECIFICATION/ REQUIREMENTS – ATTACHMENT B

Please read the requirements thoroughly and be sure that your response complies with all requirements/specifications noted. Any variation from the solicitation requirements/ specifications must be clearly indicated in Attachment B, on a point-by-point basis, attached to and made a part of your response. If no exceptions are noted, and you are the successful respondent, the River Authority will require that the good/service(s) be provided as specified.

Respondents shall itemize all exceptions on Attachment B. Additional pages may be added as necessary. Do not mark or change the text of the solicitation document, exceptions shall be noted only on Attachment B.

REFERENCES – ATTACHMENT C

Provide three (3) references, that the respondent has provided goods/services to within the past three (3) years. The contact person named should be familiar with the day-to-day management of the contract and be willing to respond to questions regarding the type, level, and quality of service provided.

The River Authority reserves the right to use other references and any additional information provided to evaluate the firm’s ability to meet the River Authority’s needs.

CONFLICT OF INTEREST –ATTACHMENT D

Chapter 176 of the Texas Local Government Code requires that any vendor or person considering doing business with a local government entity must disclose in the Questionnaire Form CIQ, the vendor or person’s affiliation or business relationship that might cause a conflict of interest with a local government entity. This questionnaire must be filed, by law, with the River Authority no later than the 7th business day after the date the person becomes aware of facts that require the statement be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. For more information or to obtain the Questionnaire CIQ, go to the Texas Ethics Commission web page at www.ethics.state.tx.us/forms/CIQ.pdf.

IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON OR AGENT OF A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE UNDER CHAPTER 176 IS A CLASS C MISDEMEANOR.

SMALL, WOMEN, MINORITY VETERAN BUSINESSES ENTERPISE (SWMVBE) – ATTACHMENT E

The River Authority encourages the utilization of certified Small, Women Owned, Minority, Veteran business enterprises. Businesses must be at least 51% minority-owned, woman-owned, veteran owned, or service-disabled veteran owned for designation to apply. SWMVBE’s must be certified by state or regional agency for these designations to apply in accordance with applicable policies. Respondents shall identify their certification in the Attachment E and subconsultants on Attachment F – Subcontracting Utilization Plan.

Respondent will be required to submit monthly reports, payments, and forms electronically through River Authority’s Supplier Diversity Management System (SDMS), https://sariverauthority.diversitycompliance.com, to include but not limited to Diversity Utilization Plan and/or Schedule, good faith efforts, and unconditional lien waivers. Respondent must, within five (5) calendar days from awarding a subcontract to a subcontractor, enter all required data for its first-tier subcontractor electronically into the SDMS and shall ensure such data remains current throughout the project. Respondent must also electronically enter payments made to each subcontractor into the SDMS within ten (10) calendar days of electronic notification that the monthly audit period is open for data and subcontractors must verify their actual participation in the project by acknowledging in the SDMS payments were received from respondent within ten (10) calendar days of payment entry. Unless otherwise stated in any correspondence from River Authority, both respondent and their subcontractors must respond electronically through the SDMS within five (5) calendar days of a request for information.

SUBCONTRACTOR UTILIZATION PLAN-ATTACHMENT F

The respondent will be required to establish, to the satisfaction of the River Authority, the reliability and responsibility of the respondent’s own work force and proposed subcontractors to be used for stated portions of the work for this project. The respondent is required to complete and submit with the submittal a "Subcontractor Utilization Plan”.

During the evaluation of responses, if the River Authority has a reasonable and substantial objection to any person or organization on the "Subcontractor Utilization Plan" in Attachment F and refuses in writing to accept such person or organization, the respondent may, at their option, withdraw the submittal. If the respondent submits an acceptable substitute, the River Authority may, at its discretion, accept the substitute or may disqualify the respondent. Subcontractors and other persons and organizations proposed by the respondent and accepted by the River Authority must be used on the work for which they were proposed and accepted and shall not be changed except with the written approval of the River Authority.

ACKNOWLEDGEMENT –ATTACHMENT G

Submit a signed acknowledgement by authorized agent of the responding firm.

CONTRACT

The successful respondent will be required to sign a contract using the River Authority’s terms and conditions. An example of the contract draft is provided as Exhibit 2 as a reference. This is only a sample, and the actual contract will be updated to match any requirements of this solicitation and funding sources. The River Authority frequently updates the contract template, and the final contract may be modified before final execution between the parties.

Respondents should note any exceptions to the draft contract on Attachment B, otherwise the respondent accepts the draft contract terms and conditions.

Part II –STATEMENT OF WORK

1. OBJECTIVE

The purpose of this Request for Proposals (RFP) is to solicit qualified vendors to provide fleet vehicles to support the San Antonio River Authority operations. The selected vendor(s) will supply reliable, cost-effective vehicles that meet operational, safety, and regulatory requirements, and provide ongoing support services.

RIVER AUTHORITY RESPONSIBILITIES

A. Provide Delivery Information – Designate the official delivery location(s), including any specific delivery instructions.

B. Designate a Point of Contact – Assign a primary point of contact (and backup, if applicable) to coordinate scheduling, communication, and acceptance of vehicles.

C. Conduct Inspection and Acceptance – Review, inspect, and verify each delivered vehicle to ensure compliance with specifications, documentation, and condition prior to formal acceptance by the River Authority.

D. Process Payment – Issue payment in accordance with contract terms following successful delivery, inspection, and acceptance of vehicles.

E. Maintain Records – Retain all delivery, warranty, and vehicle documentation for agency records and fleet management purposes.

CONTRACTORS RESPONSIBILITIES AND DELIVERABLES REQUIRED

A. Vehicle Configuration and Delivery – Deliver all vehicles in the proper model, type, and configuration as ordered, including all specified options, equipment, and accessories installed prior to delivery.

B. Delivery Standards – Deliver vehicles to the designated location(s) clean, fueled, road-ready, and free from damage or defects. Vendor shall not use toll roads or otherwise incur charges in vehicles already assigned to the River Authority.

C. Advance Vehicle Information – Provide the Vehicle Identification Number (VIN) and other required documentation for each vehicle no later than 5 business days prior to the scheduled delivery date, to allow sufficient time for the River Authority to place vehicles on its insurance plan and prepare asset records. Ensure insurance coverage has been secured before delivery date.

D. Point of Contact – Designate a primary point of contact (and backup, if applicable) to coordinate scheduling, communication, and issue resolution with River Authority staff.

E. Documentation – Provide all required documentation at delivery, including Manufacturer’s Statement of Origin (MSO), warranty certificates, owner’s manuals, spare keys, registration, and title paperwork.

F. Warranty & Service Support – Ensure manufacturer’s warranty coverage is activated upon delivery.

G. Compliance – Ensure all vehicles comply with federal and state safety, emissions, and fuel efficiency standards, as well as any applicable River Authority sustainability or fleet requirements.

H. Issue Resolution – Promptly correct, repair, or replace any vehicle that is delivered in non-compliant condition or otherwise fails to meet contract specifications at no additional cost to the River Authority. Dealer is to be River Authority point of contact for all repairs and River Authority shall not deal directly with Dealers subcontractor.

GENERAL SPECIFICATIONS FOR ALL VEHICLES

All vehicles furnished under this contract shall be new, unused, and of the model year specified (or newer). Vehicles shall be delivered in factory-standard configuration, supplemented by the minimum equipment requirements and optional features as described below. Respondents shall meet or exceed all requirements and provide proof of all standard options in the spec sheet including warranty coverage.

Standard Equipment (Minimum Requirements). Each vehicle shall include, at a minimum:

A. Exterior color: White B. Interior color: Black C. Power door locks D. Power windows E. Power steering F. Two (2) complete sets of keys, each with remote entry fob G. Automatic transmission H. Air conditioning (factory installed) I. Tilt steering wheel J. AM/FM stereo radio K. Hands-free calling capability (Bluetooth enabled) L. Factory-installed window tint (standard, not aftermarket) M. Heavy-duty weather tech type floor mats (front and rear, if applicable). If proposed vehicle has a cargo area (i.e. SUV), proposal shall include a mat for cargo area as well.

N. Backup camera (factory installed) O. Power mirrors Q. Black vinyl seats (durable, easy-clean finish) R. Warranty coverage

OPTIONAL EQUIPMENT AND ACCESSORIES

Respondents shall provide pricing for all optional equipment and accessories listed in Exhibit 1 – Pricing Sheet. The River Authority reserves the right to add any listed options to vehicles at the time of order. The River Authority may also request pricing for additional accessories to be installed by the awarded vendor prior to delivery. Award of such accessories is at the sole discretion of the River Authority.

SERVICES

The following services are required for all vehicles purchased under this contract. Respondents shall provide these services directly or through an authorized subcontractor:

A. Comparable Loaner Vehicle – Provide a comparable loaner vehicle at no cost to the River Authority whenever a purchased vehicle is in for warranty repair.

B. Courtesy Car Wash – Perform an exterior car wash each time a purchased vehicle is serviced at the dealership.

C. Multi-Point Inspection – Conduct a multi-point inspection and provide a condition report at every service visit.

The River Authority’s preference is for all required services to be included in the base vehicle price.

· Respondents must indicate on Exhibit 1 – Pricing Sheet whether each service is included in the base price:

· Mark “YES” and enter $0.00 in the price column if the service is included.

· Mark “NO” and provide the additional cost in the “Additional Price” column if the service is not included.

If a respondent cannot provide the required service, the River Authority reserves the right to deem the proposal non-responsive.

If required services are not included in the base price and no pricing is provided for the services on Exhibit 1 – Pricing Sheet, the River Authority will assign an estimated value of $3,000 to the response for evaluation purposes. This calculated cost will be added to the base vehicle price shown in Exhibit 1 – Pricing Sheet.

PERFORMANCE MEASURES

The following performance measures will be used to evaluate the successful completion of the contract and to ensure that the River Authority receives vehicles that meet all requirements:

A. On-Time Delivery

a. Vehicles are delivered by the agreed-upon date and time as specified in Exhibit 1 – Pricing Sheet.

b. Any delays must be communicated in writing, including a revised delivery schedule and justification.

B. Compliance with Specifications - All delivered vehicles must meet or exceed the minimum specifications outlined in Section 5 – General Specifications and Section 6 – Vehicle Specifications.

C. Accessory Installation and Quality - All optional or required accessories must be installed correctly and fully operational.

D. Documentation Accuracy - All required documentation, including owner’s manuals, warranty information, and a complete list of installed components and accessories, must be provided at the time of delivery.

E. Customer Service and Responsiveness - Vendor shall respond promptly to any delivery, warranty, or service issues, including scheduling of loaner vehicles, maintenance, or repair pickups, within 2 business days.

F. Vehicle Condition - Vehicles must be delivered in new, undamaged condition, clean, fueled, and road-ready, consistent with standard industry delivery practices.

DELIVERY TERMS AND TRANSPORTATION CHARGES.

Deliverables shall be shipped Free on Board (F.O.B) point of delivery to a location outlined in the specifications, OR by mutual agreement between the parties OR unless stated otherwise to 100 E. Guenther, San Antonio, Texas 78204. point of delivery unless otherwise specified. Unless otherwise stated in the offer to provide Goods, the Seller’s price shall be deemed to include all delivery and transportation charges. The River Authority shall have the right to designate what method of transportation shall be used to ship the deliverables. The place of delivery shall be that set forth in the contract and/or Purchase Order.

Any action necessary to expedite replacement of equipment or materials delivered in an unacceptable condition shall be the sole responsibility of the respondent.

The respondent expressly covenants and agrees that in undertaking to complete the scheduling of deliveries as set forth herein, they have taken into consideration and made allowances for ordinary delays and hindrances incident to such schedules, whether growing out of delays in securing materials or other factors.

Normal delivery hours are: 9:00 a.m. to 5:00 p.m. Monday through Friday, except holidays. Delivery to job sites should be prearranged with the River Authority 48 hours before delivery is made. Care should be taken to arrange deliveries at those times. The ability to accept deliveries other than those times is extremely limited and not assured.

The River Authority shall have a reasonable time (but not less than 30 days) after receipt to inspect the goods and services that are tendered by vendor. The River Authority at its option may reject all or any portion of such goods or services which do not, in the River Authority’s sole discretion, comply in every respect with all terms and conditions of the contract. The River Authority may elect to reject the entire goods and services tendered even if only a portion thereof is nonconforming. If the River Authority elects to accept nonconforming goods and services, he River Authority, in addition to its other remedies, shall be entitled to deduct a reasonable amount from the price thereof to compensate the River Authority for the nonconformity. Any acceptance by the River Authority, even if non-conditional, shall not be deemed a waiver or settlement of any defect in such goods and services.

When delivery is not met as provided for in the contract, the Procurement Department reserves the right to make the purchase on the open market, with any cost in excess of the contract price paid by the contractor/supplier, in addition to any other damages, direct or consequential, incurred by the River Authority as a result thereof. In addition, failure of the successful respondent to meet the contract delivery dates will be cause for removal of the from the River Authority’s list of eligible respondents.

The terms of delivery shall be agreed upon in the contract and the obligation of Supplier to meet the delivery dates, specifications and quantities set forth herein is of the essence of this order. Shipments in greater or lesser quantity than ordered or items delivered substantially in advance of scheduled dates may be returned at Supplier's expense, including transportation charges both ways, unless written authorization is issued by River Authority. The acceptance by River Authority of early or late performance with or without objection or reservation shall not waive the right to claim damage for such breach nor constitute a waiver of the requirements for the timely performance of any obligation remaining to be performed by the Supplier. Delivery shall not be considered complete until goods or materials have actually been delivered to and accepted by River Authority notwithstanding any agreement to pay freight or other transportation charges.

PART III - ATTACHMENTS

All Attachments and Exhibits are to be returned with Proposal

ATTACHMENT A-BUSINESS QUESTIONNAIRE

Provide the following information regarding the prime firm, that if selected would sign a contract with the River Authority. Subconsultants do not have to complete this form.

(NOTE: Co-respondent are two or more entities proposing as a team or joint venture with each signing the contract, if awarded. Sub-contractors are not co-respondents and should not be complete this form. If this submittal includes co-respondents, each Co-Respondent should complete an Attachment A, questions 1-21 only)

1. Contract Information (for formal contracting purposes):

The following information will be used to write a contract, should your firm be selected for award.

a. Firm’s Legal Name:

b. Principal Address:

c. Telephone No.

d. Fax No:

e. Agent Authorized to sign contract (Name):

f. Authorized Agent’s Job Title

g. Authorized Agent’s email address:

h. Contract Compliance Contact Name:

i. Contract Compliance Contact email:

j. Contract Compliance Contact phone number:

1. Provide any other names under which respondents have operated within the last 10 years and length of time for each

2. Website address:

3. Organization Class (check ):

· Individual or Sole Proprietorship, if checked, list Assumed Name, if any:

· Partnership

· Corporation, if checked check one:

· For-Profit

· Nonprofit

· Domestic

· Foreign

4. Federal Employer Identification Number:

5. Texas Comptroller’s Taxpayer Number, if applicable (NOTE: This 11-digit number is sometimes referred to as the Comptroller’s TIN or TID.)

1. DUNS Number & SAM.gov Unique Entity ID

7. Date Established:

· Number of years in business under present name:

8. Provide address of office from which this project would be managed:

· Principal Address:

· Telephone No.

· Fax No:

· Total Number of Employees:

· Total Number of Current Clients/Customers:

9. Contact Information: List the one person who the River Authority may contact contract concerning your proposal:

· Name

· Title

· Address:

· Telephone No:

· Fax No:

· Email address:

10. Does your firm anticipate any mergers, transfers or organization ownership or management reorganization within the next twelve (12) months?

· No

· Yes

11. Is firm authorized and/or licenses to do business in Texas?

· No

· Yes, If yes, list authorizations/licenses:

12. Does the firm have an office located in Bexar County?

· No

· Yes, If yes, respond to “a” and “b” below:

a. How long has the respondent conducted business from it’s Bexar County Office?

b. State the number of full-time employees at the Bexar County office:

13. Has the firm or any of its principals been debarred or suspended from contracting with any public entity?

· No

· Yes, If yes, identify the public entity, contact name and phone number of representative familiar with the debarment or suspension, and state the reason for or the circumstances surrounding the debarment or suspension, including but not limited to the period of time for such debarment or suspension:

14. Has the firm ever had a bond or surety canceled or forfeited?

· No

· Yes, If yes, state name of bonding company, date, amount of bond, and reason for cancellation or forfeiture:

15. Has the firm ever been declared bankrupt or filed for protection from creditors under state of federal proceedings:

· No

· Yes, If yes, state the date, court jurisdiction, cause number, amount of liabilities and amount of assets:

16. Has the firm ever received any disciplinary action, or any pending disciplinary action, from any regulatory bodies or professional organizations? If “Yes”, state the name of the regulatory body or professional organization, date and reason for disciplinary or impending disciplinary action:

17. Has the firm ever failed to complete any contract awarded?

· No

· Yes, If yes, state name of the organization contracted with, services/goods contracted, date, contract amount and reason for failing to complete the contract:

18. Has any officer or partner proposed for this project/contract ever failed to complete a contract handled in her or her own name:

· No

· Yes, If yes, state name of the organization contracted with, services/goods contracted, date, contract amount and reason for failing to complete the contract:

19. Litigation Disclosure:

a. Has the project manager or any member of the firm’s team to be assigned to this engagement ever been indicted or convicted of a felony of misdemeanor greater than Class C in the last five (5) years?

· No

· Yes

b. Has the project manager or any member of the firm’s team been terminated (for cause or otherwise) from any work being performed by the River Authority or any other federal, state, or local government, or private entity?

· No

· Yes

c. Has the company or any member of the company to include but not limited to principals, owners, project managers, executive officers, employees or any proposed subcontractor been involved in any claim or litigation with the River Authority or any other federal, state or local government, or private entity during the last ten (10) years?

· No

· Yes

20. Has your company implemented an Employee Health and Safety Program compliant with 29 CFR 1910 “General Industry Standards” and/or 29 CFR 1926 “General Construction Standards” as they apply to your Company’s customary activities?

http://www.osha.gov/pls/oshaweb/owasrch.search_form?p_doc_type=STANDARDS&p_toc_level=1&p_keyvalue=1926

21. Resident/Non-Resident Bidder Determination:

Texas…