5-Attachment B- Scope of Work.docx

Scope of Work Attachment B RM27-1 Vehicles

1. PURPOSE

a. The purpose of this State of Utah Cooperative Contract will be for the benefit and use of all Eligible Users, which includes the State of Utah’s government departments, institutions, agencies, political subdivisions (e.g., colleges, school districts, counties, cities, etc.), and, as applicable, nonprofit organizations, agencies of the federal government, or any other entity authorized by the laws of the State of Utah to participate in State Cooperative Contracts. This contract does not guarantee any sales.

2. ANTICIPATED PRODUCTS, SERVICES, and BACKGROUND

a. It is anticipated that the awarded dealerships will provide vehicles.

b. Each Eligible User is considered an individual customer. Eligible Users will be responsible for their own charges, fees, and liabilities. The Dealership shall apply the charges to each Eligible User individually. The State is not responsible for any unpaid invoice.

c. The Vehicles Portfolio currently has 19 Dealerships with approximately 300 million in sales over the last five-year term of these contracts. Purchasing does not guarantee any purchase amount under the awarded contract(s). Estimated quantities are for solicitation purposes only and are not to be construed as a guarantee.

3. SCOPE OF WORK

a. Overview:

i. Dealerships are encouraged to work closely with the manufacturer in obtaining any additional discounts; such as bid assistance, etc., that may be passed on to the State.

ii. All quotes should be inclusive of dealer overhead, profit, registration fees, an initial tank of gas and/or alternative fuel up to $50.00 per vehicle, preparation and pre-delivery servicing expenses, and on-site customer delivery.

iii. Some ordering entities who lack the ability to generate an order worksheet may require the dealership’s services in providing customer support and assistance.

b. Pricing, Delivery, and Payment:

i. Dealership must provide pricing, or a way to determine pricing, for all products, services, and fees related to the scope of this agreement. Pricing will be detailed in Attachment C of this agreement.

ii. No Admin or State fees of any type may be charged to Eligible Users as a separate line item on the invoice.

iii. The dealership may offer a percent (%) discount from MSRP or from the dealership’s public pricing on any of their goods or services, in which case, the % discount is for the life of the contract and is considered a minimum discount. Pricing must be available at all times for the Eligible Users to verify accurate percent discounts.

iv. The State intends to pay for manufacturer-to-dealer destination charges. With the exception of a change to pricing and/or destination charges initiated by the manufacturer, the destination charges shall be fixed for the contract period. Changes made by the manufacturer shall be validated by the manufacturer. Any decreases in pricing shall be passed immediately to the State.

v. Charges, such as shop/service manuals, third key, decal application, or pass-through code charges may be added to the invoice as separate line items.

vi. All prices, discounts, equipment, etc., shall be verifiable. In cases where prices or equipment are in dispute, dealers shall consult directly with the manufacturer and provide to the satisfaction of the ordering entity written documentation to support the price.

vii. Delivery schedules must be accurate. Dealers should make every effort possible to confirm factory acceptance of order, build date, and scheduled delivery. Dealers shall notify ordering entities within 14 days of order placement.

viii. State agencies shall make prompt payment to the dealer according to State established policies. Ordering entities shall make payments within fourteen (14) calendar days from the date of an approved invoice and a Manufacturer’s Statement of Origin being received. This clause supersedes the payment time frame specified in Clause 24 of the State’s Standard Terms and Conditions. The dealer is authorized to assess a finance charge to all late payments, provided the late payment is clearly the fault of the ordering entity. This finance charge cannot exceed the late payment interest rate as described in Clause 24 in the State’s Standard Terms and Conditions. The dealer shall make prompt payment to the manufacturer. Any invoice from the manufacturer received by the ordering entity will be returned to the dealership for resolution. The State of Utah and Eligible Users assume no responsibility for unpaid invoices submitted by the manufacturer.

ix. Prior to delivery of any vehicle, the dealer should make arrangements with the ordering entity for the purpose of conducting a physical inventory of the vehicle(s). Pre-delivery servicing and adjustments shall be made to include (but not limited to) those listed below:

a) All adjustments required to meet Utah safety inspection requirements and emission control certifications;

b) Tune engine for Eligible Users location altitude;

c) Adjust all accessories to optimal working condition;

d) Inspect electrical, braking and suspension systems;

e) Charge battery;

f) Align front end (and rear end if applicable);

g) Inflate tires to optimal pressure;

h) Computer spin balance all wheels including spare;

i) Lubricate engine and chassis. Fill all lubrication reservoirs (crankcase power steering, transmission, differential, power brakes) with appropriate lubricants for current operating temperatures. Affix a plastic static type sticker to upper left windshield advising of the next recommended servicing;

j) Service cooling system with permanent type antifreeze and summer coolant for -20 deg. F; and fill windshield washer fluid reservoir(s) with a type suitable to -20 deg. F.;

k) Vehicle(s) shall be ready for immediate operation and should include a full tank(s) of gas and/or alternative fuel up to $50.00. Cost of gas and/or alternative fuel shall be included in the dealer quote.

l) Vehicle(s) must be clean and thoroughly detailed inside and out prior to delivery. No food or drink is allowed in new vehicles. All upholstery and floor protection is to be removed. Manufacturer’s floor mats are to be placed, window decals removed and all adhesive cleaned from the vehicle. Vehicle must be delivered free of any decal or other attached item identifying the dealer. The vehicle is expected to be completely cleaned and operational at the time of delivery/pickup;

m) All factory defects including recalls, warranty work, etc. must be corrected prior to delivery; and

n) Two (2) sets of pre-tested keys marked with the VIN number. The vehicle key code must be provided, attached to the keys.

c. Registration:

i. Dealer agrees to be responsible for properly registering and affixing to all State agency vehicles the state authorized “EX” type centennial plates prior to delivery.

ii. Ordering entities may elect to register their own vehicle(s). Should an ordering entity wish to register their own vehicle, the ordering entity will advise the dealer at the time the order is placed. In such case, the dealer should take this into account when delivering a quote.

d. Documentation:

i. The following items should be delivered with each vehicle or prior to final delivery of vehicle

a) Operators (owners) Manual

b) Manufacturer’s Warranty Information

c) * Original Odometer Statement properly signed

d) * Manufacturer’s Statement of Origin (MSO) properly signed

e) * Application for Title properly completed and signed

f) Manufacturer’s specifications attached to vehicle

g) Signed pre-delivery checklist certifying completion of the above items, and those listed in Pricing and Delivery.

h) Window Sticker

i) Copy of Odometer Statement for dealership plated vehicles

j) Contract of Sale

* Denotes documentation that must be provided only to those entities registering their own vehicle.

e. Advertising:

i. No advertising, such as the dealer’s name, logo, emblems or license place holders are to be placed on any vehicle ordered under this contract. Dealer will be responsible for any costs incurred for removal of such items if the dealer is not compliant with this clause.

f. Invoice:

i. The dealer agrees to deliver a copy of the invoice with the vehicle. The original invoice should be mailed or delivered within 24 hours of the time the vehicle is delivered.

g. Maintenance:

i. Dealerships will provide maintenance and repair work parts and services under this contract. The Dealership’s maintenance services include both Preventative Maintenance and repair work to ensure equipment remains in optimal condition. Pricing will vary depending upon level of maintenance requested.