Appendix 3 - Commodity Supplement - Vans & SUVs Types 9 - 18.pdf

Commodity Supplement – Vans and SUVs Types 9 - 18 Effective Date: August 2025

BPM052413/001IT821536

Appendix 3 - Commodity Supplement

This supplement contains additional requirements under Section 2 of the solicitation.

Scope of Contract:

The vendor shall submit a price based on the Specifications listed in this Section. The vendor shall supply the State of Maryland and the using authorities with Fleet Vehicles for the contract period specified in the IFB Key Information Summary Sheet.

The bidder shall certify and warrant that all major components offered are compatible with each other and are approved for the application and its intended use. The bidder acknowledges that the State will rely upon the expertise, skill and judgment of the bidder in offering and furnishing suitable equipment which will perform satisfactorily for all intended uses.

The Bidder shall submit a price based on the specification listed in Appendix 3. The Bidder shall supply the State of Maryland and the using authorities with Fleet Vehicles for the contract period specified in the IFB Key Information Summary Sheet.

Specifications for Vans and SUVs Types 9 - 18 requested by the State of Maryland are as defined below:

The intent of this specification is to describe the equipment minimally acceptable for Vans and SUVs

Types 9 - 18 described herein and shall meet all Federal and State Regulations.

Unless otherwise specified, the following items will be supplied on all below identified vehicle types as standard or required equipment and will not be included in the specifications lists for each vehicle type. As this is the standard equipment list for several vehicle types, it is inherently understood that certain vehicle types may not offer all options on this list; however, despite the lack of compatibility of specific options for specific vehicle types, the list is considered all inclusive.

Should a vehicle type or sub-type not specifically indicate standard/required equipment, the below will be the assumed minimums:

a. Maryland Clean Cars Act of 2007 Compliant

b. Four-wheel drive (4x4)

c. 4x4 must be electronic shift and have automatic locking hubs.

d. Differentials are required to be limited slip where available

e. Pickup trucks are required to have a spray-in bed liner with preference to OEM;

f. OEM Cruise Control

g. OEM Bluetooth

h. OEM power windows and power door locks for every door

Commodity Supplement – Vans and SUVs Types 9 - 18 Effective Date: August 2025

i. OEM Rear View Camera. It can be located in the dashboard or rear view mirror depending on OEM configuration.

j. OEM Reverse Vehicle Aid Sensor with audible tones within vehicle

k. OEM Reverse Vehicle external audible tones, if applicable.

l. Inside rear view mirror day/night type

m. Windshield wipers must have intermittent feature and variable speeds

n. Rear window defrost and rear wiper required where applicable.

o. All vehicles are to display a front and rear license plate; brackets, if required, must be installed before delivery. Additionally, a minimum of four (4) screws will be provided.

p. Flex-fuel engine required if available, unless otherwise stated.

q. OEM Auxiliary Power Point (cigarette lighter style receptacle)

r. OEM AM/FM radio

s. OEM USB port(s) t. Each vehicle must come with four (4) OEM programmed working remote keyless entry fobs and four (4) OEM working keys. Keys incorporated into the fob are acceptable. A total of four (4) fobs/keys is required.

u. Keyless and/or remote entry

v. OEM air conditioning. Rear heat and A/C required, unless otherwise stated in specification

w. All available air bags, standard and optional will be required.

x. All windows will have OEM tint consistent with Maryland law

y. Mounted OEM standard full-size spare where available. Temporary spare or other OEM solution where full-size spare is unavailable.

z. Lug wrench on all vans and jacks on vans up to and including 8,600 lbs. GVWR

aa. Anti-Lock Braking System (ABS)

bb. OEM standard power assisted steering

cc. Automatic transmission

dd. All-wheel Drive (AWD)

ee. Steering wheel must be tilt/telescopic where available

ff. All vehicles must be equipped with OEM floor mats, except where rubber floors are expressly requested or are standard.

gg. Any option that is available at no extra charge will be included with the delivery of the vehicle and will not be removed unless specified by the State or ordering agency.

hh. OEM All-Weather radial tires

ii. Cargo area light where applicable

jj. Heated mirrors

kk. Running boards, if applicable

ll. Trailer Tow Package

Commodity Supplement – Vans and SUVs Types 9 - 18 Effective Date: August 2025

** If the required Technical Specifications, listed above, differ from the individual model specifications identified; the individual model specifications requested will take first priority over the Technical

Specifications.

Each unit and all components will be completely assembled, serviced and ready for use when delivered to the ordering agency. Unless specified, parts, components, equipment, controls, materials, features, performances, capacities, ratings or designs which are standard and/or necessary to form an efficient and complete working unit will be furnished whether specifically required herein or not. Any item not specified herein but deemed necessary for the application will be supplied and will meet industry standards and practices, as well as federal and State of Maryland safety standards and regulations, Society of Automobile Engineers (SAE) and other applicable standards.

Unless otherwise specified, potential vendors will furnish any item (part, component, equipment, feature, control, material, performance, capacity, rating, design and/or accessory) included in the manufacturer’s standard or base vehicle covered under the manufacturer’s body code, make, model and trim line noted on the price line whether explicitly specified herein to include those items that can be deleted using the manufacturer’s delete option. Unless otherwise specified, the vendor will not delete the manufacturer's standard item using the manufacturer’s option or any aftermarket option. An example would be, a CD changer included in the manufacturer’s standard vehicle will not be deleted even if the CD changer is not explicitly specified in the specifications or solicitation, even if the manufacturer’s CD changer delete option is available for credit. No exceptions.

All vehicles are to be delivered/picked up with a minimum of five (5) gallons of gasoline.

All systems shall be thoroughly tested and tuned prior to delivery.

OPTIONAL VEHICLE EQUIPMENT:

It is the dealer and/or body equipment company's sole responsibility to fully install and make operational any optional vehicle equipment ordered by state agencies. Failure to do so may result in the rejection of the vehicle until such time as the optional equipment is installed. Vendors will provide pricing for all optional vehicle packages and equipment.

If an option requested is provided as standard equipment or is included or available at no charge with the base vehicle bid, the vendor will enter “INCL” on the pricing sheet. If an option is not available, the vendor will note “N/A” on the pricing sheet.

Additionally, vendors are asked to provide a savings discount rate off the manufacturer list price for any other option not specifically listed on the pricing sheet.

VEHICLE CATALOG:

The awarded vendors will supply the State Contract Monitor with the specific vehicle catalog(s) for every model individually awarded. The catalog should identify all option codes and pricing at the time of the award.

The State will not publicly disclose this information but will maintain the material as a resource for agencies seeking to “build” vehicles to their specifications.

Awarded vendors will provide other agencies with the same ordering and catalog information on an as needed basis and only with the prior approval of the State Contract Monitor. There will be no additional cost associated with this request.

Commodity Supplement – Vans and SUVs Types 9 - 18 Effective Date: August 2025

FEES RELATED TO BID PRICING AND DELIVERY:

Vendors should be aware of the following with regard to bid pricing:

● Sales tax does not apply to the State

● All transaction and/or processing fees must be included in bid pricing

● Temporary tag fees must be included in bid pricing and must be included when vehicle is delivered

Bids:

Vendor shall bid base unit cost for the Sport Utility Vehicle (SUV) which includes delivery and administrative charges. All Sport Utility Vehicles (SUVs) shall be delivered with a minimum of five (5) gallons of gasoline. All Bid prices are to be fully loaded prices that include all costs/expenses associated with the provision of the Sport Utility Vehicle (SUV) as required by the IFB.

For evaluation purposes, bidders must respond to all requirements listed within this invitation to bid and shall submit the latest detailed specifications, documentation and data on the equipment bid. The Office of State Procurement reserves the right to request any additional information deemed necessary for proper evaluation of bids. Failure to respond to all requirements listed may result the in the bid being rejected.

Indefinite Delivery Indefinite Quantity (IDIQ):

Orders shall be made as requested by the using authority on an “as-required” basis. This Contract does not obligate the State of Maryland and using agencies to purchase any minimum or maximum quantity throughout the contract period.

Orders:

Shall be made by the requested using authority on an “as-required” basis. This contract does not obligate the State of Maryland and using agencies to purchase any minimum or maximum quantity throughout the contract period.

Supplemental Orders:

The Department retains the right to place supplementary orders, either upon issuance of the Purchase

Order or by a Purchase Order Change within 360 calendar days after the Purchase Order date. In the event that the Department exercises such an increased option, the vendor shall agree to furnish to the

Department with the additional quantity of units ordered at the bid price.

Pre-Delivery Service:

All fleet vehicles must be completely serviced, inspected, properly adjusted and road tested before delivery, including the proper filling of all fluids and lubricants. All fleet vehicles shall be delivered with a minimum of 5 gallons of fuel in the fuel tank. Batteries shall be serviced and fully charged on delivery

Commodity Supplement – Vans and SUVs Types 9 - 18 Effective Date: August 2025

1. Mercury and Products That Contain Mercury:

This solicitation does not include the procurement of products known to likely include mercury as a component.

All products or equipment provided pursuant to this solicitation shall be mercury-free products. The

Bidder/Offeror must submit a Mercury Affidavit with its Bid/Proposal.

2. Green Purchasing:

Contractors must comply with Maryland’s Green Purchasing Reporting Requirements. See the Green

Purchasing website for more information. Green Purchasing (maryland.gov)

The State of Maryland is committed to purchasing environmentally preferable products and services

(EPPs). Maryland’s State Finance & Procurement Article §14-410 defines environmentally preferable purchasing as “the procurement or acquisition of goods and services that have a lesser or reduced effect on human health and the environment when compared with competing goods or services that serve the same purpose.”

Accordingly, Bidders/Offerors are strongly encouraged to offer EPPs to fulfill this contract, to the greatest extent practicable.

The State of Maryland reserves the right to request from the Contractor quarterly sales data over the life of this contract. This information must include details about the recycled content, third-party sustainability certifications, and other environmental attributes of products and services sold on this price agreement per the contract specifications.

This information will enable Maryland State agencies to comply with Article §14–405 of the Annotated

Code of Maryland and COMAR 21.13.01.14, effective October 1, 2014, which requires Maryland State agencies to report to the Department of General Services on their procurement of environmentally preferable products and services. To facilitate consistent reporting on targeted contracts, the Contractor will be provided with a VENDOR GREEN SALES REPORT template by the Maryland DGS.

3. Basis of Award:

The awards for this solicitation shall be made BY LINE to the responsive and responsible Vendors with the lowest price, as determined by the Procurement Officer to be in the best interests of the State of

Maryland.

a). BY LINE is defined as all items or none. The bidder/offeror must bid ALL line items.

b). Vendors shall submit a bid price based on product description (specification). The State reserves the right to make the award by item, or groups of items, or Total Bid/Proposal Price if it is in the best interest of the State to do so unless the Bidder/Offeror specifies in its bid/proposal that a partial or progressive award is not acceptable.

c). If an option is not available, then the Bidder must enter, “N/A” in the dollar section of

Appendix 4 – Price Bid Form.

https://dgs.maryland.gov/Pages/GreenPurchasing/Resources/Specifications.aspx

Commodity Supplement – Vans and SUVs Types 9 - 18 Effective Date: August 2025

**Failure to include all transaction and/or processing fees could result in bid disqualification or loss of revenue to the vendor. The State will not be in a position to rectify pricing post-bid and will expect delivery at the bid/contracted price.

4. Price Escalation:

One hundred twenty (120) days prior to the end of each year of the contract, the Contractor may request, in writing, a cost adjustment to be in effect for the subsequent years of the contract. Any proposed increase in price shall not exceed the rate of inflation as determined by the Consumer Price

Index for all urban consumers (CPI-U) - U.S. City average all items published quarterly by the Bureau of Labor Statistics at the time of the request. The State reserves the right to adjust the scope of the contract in order to keep expenditures within authorized appropriations.

The price adjustments for the renewals shall be negotiated and mutually agreed upon by the Office of

State Procurement and the Contractor(s). Although each negotiation will be carried out independently, the percentage increase or the monetary increase shall be the same for all vendors. The

Office of State Procurement reserves the right to renew any and/or all Contractor’s contracts. Any contracts which are not renewed, will be competitively re-bid. Upon renewal, the existing contract terms and conditions will apply.

Contract price may be adjusted annually beginning twelve (12) months after the Contract’s effective date. All price adjustments shall be based on the percentage change (up or down) of the MSRP, or the following Producers Price Index (PPI) or whichever is lowest:

Automobile, light truck and utility vehicle MFG automobile, light truck and utility vehicle

MFG: PCU336110336110

Heavy Duty Truck MFG Trucks, Truck Tractors, and bus chassis (chassis of own manufacturer) 14,001 to 33,000 lbs.: PCU3361203361201

Heavy Duty Truck MFG Trucks, Truck Tractors, and bus chassis (chassis of own manufacturer) 33,0001 lbs. or more: PCU 3361203361202

If a chassis or body manufacturer has a proposed percent price change that exceeds the PPI, the awarded vendor may be permitted to use the MSRP percentage change as a maximum pending the Office of State Procurement’s approval.

MSRP percent changes shall be verified by the chassis or body manufacturer in the form of a letter on manufacturer’s letterhead or other publication. Price adjustments shall correlate with the PPI as published by the U.S. Department of Labor, Bureau of Labor Statistics. These reports are accessible at the following website: http://www/bls.gov/data/.

When requesting a price adjustment, the awarded vendor must submit a justification in writing to the Procurement Officer and Contract Manager identified on the Key Information Summary

Sheet and Section 2.2, detailing the reasons for the price adjustment request and demonstrate the calculable change in PPI or MSRP for the duration of months on the current contract, prior to the price that supports a price adjustment. The requested adjustment for a price change may not exceed the percentage change of the PPI for preceding twelve prior to the adjustment or the

MSRP percentage change. The price adjustment justification must be submitted to the http://www/bls.gov/data/

Commodity Supplement – Vans and SUVs Types 9 - 18 Effective Date: August 2025

Procurement Officer and Contract Manager no less than forty-five (45) days prior to the annual contract effective date to have the price adjustment reviewed. Any approved price adjustment will be effective for new orders placed by the Agency on or after the effective date of the adjustment, as approved by the Office of State Procurement.

The Office of State Procurement and the ordering agencies reserves the exclusive right to accept or reject any request for price adjustments. Price adjustments may be effective only upon written approval by the Office of State Procurement and may not be applied retroactively.

Failure to submit the price adjustment justification and all supporting documentation within the timeframe indicated will be rejected and the contract price as initially award will remain in effect.

5. Unit Prices:

Should the Contractor be required to perform work over and above that required by the Contract documents, or should the Contractor be ordered to omit work required by the Contract documents, an equitable adjustment will be made to the Contract price. In determining the amount of any such extra to the Contractor, which is governed by unit prices, the amount of the extra will be the unit price bid/proposal by the Contractor or a reasonable price, whichever is less. In determining the amount of any such credit due to the State, which is governed by unit prices, the amount of the credit will be the unit price bid/proposal by the Contractor or a reasonable price, whichever is greater. Unit prices quoted will be the same for extra work and for credit work and shall be the sum total compensation payable or creditable for such items of work, including all labor, materials, bailing, shoring, removal, overhead, profit, insurance, etc. The Procurement Officer will issue one or more Contract modifications to authorize any such additions or deletions of work.

7. Tax Exemption:

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of

Columbia sales taxes and transportation taxes. Exemption certificates shall be completed upon request.

Where a Contractor is required to furnish and install material in the construction or improvement of real property in performance of a contract, the Contractor shall pay the Maryland Sales Tax, and the exemption does not apply.

8. Supplemental Specifications:

All materials, equipment, supplies or services shall conform to federal and State laws and regulations and to the specifications contained in this solicitation.

9. Delivery and Acceptance:

Delivery shall be made in accordance with the solicitation specifications. The State, in its sole discretion, may extend the time of performance for excusable delays due to unforeseeable causes beyond the

Contractor’s control. The State unilaterally may order in writing the suspension, delay or interruption of performance hereunder. The State reserves the right to test any materials, equipment, supplies, or services delivered to determine if the specifications have been met. Any material that is defective or fails to meet the terms of the solicitation specifications shall be rejected. The Bidder/Offeror shall promptly replace rejected materials. The State reserves the right to purchase replacement materials in the open market.

Contractors failing to promptly replace materials lawfully rejected shall be liable for any excess price paid for the replacement, plus applicable expenses, if any.

Commodity Supplement – Vans and SUVs Types 9 - 18 Effective Date: August 2025

When completed, the fleet vehicle shall be delivered or picked up with a minimum of five (5) gallons of gasoline.

10. EPA Compliance:

Materials, supplies, equipment, or other services shall comply in all respects with the Federal Noise

Control Act of 1972, where applicable.

11. Occupational Safety and Health Act (OSHA)

All materials, supplies, equipment or services supplied as a result of this contract shall comply with the applicable U.S. and Maryland Occupational Safety and Health Act Standards.

12. Returned Goods:

Contractor(s) shall be entitled to recover reasonable compensation for any and all goods shipped in accordance with authorized agency orders, meeting all contract requirements, and returned by the agency for reasons other than the Contractor’s failure to meet contract requirements. Compensation shall be limited to costs allowable, reasonable and allocable to the returned goods in accordance with

COMAR 21.09. Contractor(s) must provide written proof of claimed costs. A return of goods covered by this section shall be deemed a partial termination for convenience as to the returned goods, and other contract provisions and principles applicable to a partial termination for convenience shall apply.

13. Scope of Contract:

The bidder shall certify and warrant that all major components offered are compatible with each other and are approved for the application and its intended use. The bidder acknowledges that the State will rely upon the expertise, skill and judgment of the bidder in offering and furnishing suitable equipment which will perform satisfactorily for all intended uses.

The Vendor shall submit a price based on the specification listed in Appendix 3. The vendor shall supply the State of Maryland and the using authorities with Fleet Vehicles for the contract period specified in the IFB Key Information Summary Sheet.

All systems shall be thoroughly tested and tuned prior to delivery.