Attachment B_Bid Specs_DA.doc

South Carolina Vocational Rehabilitation Department

ATTACHMENT B: Bid Specification Packet (DA)

· The vendor should be advised that when the modifications are complete, a rehabilitation engineer will be present at their location on the final day of the delivery/final fitting to inspect the vehicle and ensure that the modifications were done to specification and that the work was properly performed. Payment will be withheld from the vendor until the vehicle passes the engineer’s inspection.

· The successful vendor must inform Rehabilitation Technology of the planned finish date of the modifications and schedule the final fitting/inspection at least two weeks in advance to ensure timely inspection and thus prompt payment.

· This equipment must be installed according to the latest available installation directives issued by equipment manufacturers, and NMEDA. It is the sole responsibility of the successful vendor to have the most current installation instructions. VENDOR SHOULD REFERENCE NMEDA GUIDELINES FOR MODIFICATION REQUIREMENTS AS NOTED IN THE PUBLICATIONS SECTION AT WWW.NMEDA.ORG.

· Bidding Vendors Must be able to provide the exact vehicle and modifications described herein for the purchase terms specified below.

CONSUMER AND VEHICLE INFO:

The VR consumer is a 26-year-old man with Cerebral Palsy. He uses a Permobil F5 power wheelchair with all power seating features including standing. He will be riding in his wheelchair as a passenger in the center “cargo” area of the vehicle. This consumer’s vehicle will be modified with a wheelchair accessible conversion and a lap and shoulder seatbelt system, and he will be provided with two sets of 4 retractable tie-down straps. An itemized list of the modifications and adaptive equipment can be found on the following page.

The cost of the lowered floor conversion and other adaptive equipment/modifications will be funded by the South Carolina Vocational Rehabilitation Department. You are bidding solely on the VR funded portion of the project (the lowered floor conversion and adaptive equipment), and your bid shall not include the “stock chassis” price of the vehicle.

The consumer will be looking to purchase the stock chassis from the awarded vendor, and these details will be worked out following the awarded bid. The vendor shall also be willing to accept the consumer’s current wheelchair accessible van on trade-in and offer a fair price. This sales agreement will be negotiated and finalized directly with the consumer after the bid is awarded. Please note that if the consumer is not satisfied with the negotiated sales terms for any reason, they may choose to opt out and/or re-bid the entire project.

The “chassis” shall be a brand new 2025 Toyota Sienna XLE Plus. The exterior color shall be Magnetic Gray, with an interior color of Light Graystone. Per my conversation with multiple vendors to discuss a fair sales price, our consumer’s total out the door sale price of the stock chassis including tax, tags, and other fees shall not exceed $45,000. This amount is not to be included in this quote but the awarded vendor, by submitting a bid, agrees to sell the stock chassis to our VR consumer for this price. The trade-in vehicle is a 2015 Toyota Sienna LE with a VMI Northstar Conversion. The vehicle is in very good condition and currently has approximately 99,000 miles on it. The VIN is 5TDKK3DC2FS561055. A fair trade-in value is approximately $20,000.

VEHICLE MODIFICATIONS SPECS:

1) The vehicle shall be modified with a brand-new Braun XT lowered floor conversion with rubberized flooring, power fold-out ramp, and kneeling system.

2) A lap and shoulder belt shall be installed and/or modified as needed for the consumer to safely and comfortably ride as a passenger in the center “cargo” area of the vehicle.

3) Two sets of 4 (8 total) retractable tie-down straps shall be provided. They shall be compatible with the Braun in-floor cleats with an S-hook on the wheelchair end.

PICK-UP, WARRANTY, AND FINAL DELIVERY:

Manufacturers’ warranties typically exceed one year, but the minimum required warranty on all equipment is one (1) year from the date of final delivery. Coverage shall include any and all charges, including labor, associated with any necessary parts, replacement of parts, adjustments to adaptive equipment, repairs of leakages resulting from improper installation of equipment, defective equipment, or substandard workmanship. Warranty coverage shall further include all adaptive equipment, structural and flooring modifications, electrical additions or modifications, and all other changes necessary to enable the consumer and his family to safely operate the vehicle.

The consumer shall not be required to travel outside a 50 mile radius of his home in Camden, SC to obtain warranty service. If a factory authorized vendor is located within the above-stated geographical area and will agree to provide the needed repairs or adjustments, the successful vendor may subcontract with the local vendor in the consumer's geographical vicinity, but shall, (NO EXCEPTIONS), designate the name and address of that vendor on this bid invitation. In the event that the two vendors are unable to reach an agreement regarding financial reimbursements; or if no vendor is located within the above-stated geographical area, the successful vendor shall, (NO EXCEPTIONS), be required to provide warranty service in accordance herein.

Final delivery, fitting, and adjustments will be made at the awarded vendor’s location. At the time of final delivery, the modifications will be inspected and subject to final approval by the SC Vocational Rehabilitation Department. Vendor shall demonstrate all equipment to the consumer and offer advice on operational safety and maintenance. Vendor will perform all necessary fittings, adjustments, or other tasks specified herein. Vendor shall, (NO EXCEPTIONS), inform the consumer of whom to contact for warranty service, providing a business card and phone number.

· At least two weeks prior to final delivery, please contact Todd Batt, SCVRD Rehabilitation Engineer, to coordinate final fitting, inspection, and delivery.

South Carolina Vocational Rehabilitation Department

Todd Batt, Rehabilitation Engineer

(803) 896-6080 tbatt@scvrd.net

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