Attachment B – Specifications RFx #3000026623

Solicitation Specifications

1. General The purpose of this solicitation is to establish Statewide Contract(s) for the purchase of new motor vehicles for the State of Louisiana in accordance with Louisiana Revised Statutes 39:362, 39:364, and 39:1646.

Please read all specifications and special conditions carefully; any deviation may cause your bid to be rejected.

2. Definitions For the purpose of clarification in this solicitation:

A. State Agencies – all Departments, Divisions, Offices, Universities, Vo-Tech Schools, Boards, Commissions, etc. which operate under Fleet Management of Louisiana Property Assistance Agency (LPAA).

B. Political Subdivisions – all local and regional governmental and tax supported organizations which operate independently of the State such as police juries, cities, towns, councils, hospitals, etc.

C. Sport Utility Vehicle – a passenger vehicle built on a light truck chassis with body-on frame-design.

D. Crossover Utility Vehicle – a passenger vehicle built on a sedan platform featuring features of a sport utility vehicle such as tall interior packaging, high ground clearance, etc.

E. Police Pursuit Vehicle – Engineered and certified by the OEM for high speed and severe duty law enforcement.

F. Special Service Vehicle– Engineered and certified by the OEM for first responders.

G. Gross Vehicle Weight Rating – Maximum allowable combined mass of vehicle weight plus carrying capacity, passengers and cargo.

H. OEM Equipment – all parts, accessories and options that are made by and/or installed by the original vehicle manufacturer.

I. Non-OEM Equipment – all parts, accessories and options that are not made or installed by the original vehicle manufacturer.

J. Alternative Fuel - Methanol, denatured ethanol, and other alcohols; mixtures containing 85% or more by volume of methanol, denatured ethanol, and other alcohols with gasoline or other fuels; natural gas, including liquid fuels domestically produced from natural gas; liquefied petroleum gas; hydrogen; coal-derived liquid fuels; fuels (other than alcohol) derived from biological materials (including neat biodiesel); P-Series blends; and electricity (including electricity from solar energy).

K. Alternative Fuel Vehicle - A dedicated vehicle or a dual-fueled vehicle, utilizing an alternative fuel source(s) as defined above.

L. Light-Duty Motor Vehicle - A light-duty truck or light-duty vehicle as defined under the Clean Air Act, section 216(7) (42 U.S.C. §7550(7)), having a gross-vehicle-weight rating of 8,500 pounds or less prior to any aftermarket conversion

3. Acronyms

4. Method of Award A. Awards will be made by vehicle class line item to the lowest responsive, responsible bidder offering the lowest base vehicle price that meets or exceeds specifications and conditions contained herein unless otherwise specified below.

The State of Louisiana reserves the right to award multiple manufacturers and/or models per vehicle class. A vendor may submit multiple manufacturers and/or models for consideration. In the event two or more bidders submit a bid for the same vehicle model, only the lowest responsive, responsible bidder may receive the award for that class.

B. PPV & SSV Vehicle Class

1) The line items under the PPV and SSV vehicle classifications have been approved as proprietary in accordance with La. R.S. 39:1655 and only the specific vehicle models listed will be considered for award. Should a vendor want to provide a bid for a PPV or SSV model that is not listed please contact OSP 14 calendar days prior to the bid opening so that your request may be considered for addition to the solicitation.

The State reserves the right to make a dual award on any line items in these categories where Non-OEM equipment packages are listed on Attachment C – Price Sheet if it is determined to be in the State’s best interest on the following basis:

a) An award will be made to the lowest responsive, responsible bidder offering the lowest total bid price which will be determined by the combination of the base vehicle price and the total cost of the required Non-OEM equipment noted for each line item.

i) Bidders must submit pricing for all equipment listed under a line item to be considered for an award. The equipment listed is to be considered proprietary. No substitutions will be allowed.

ii) Bidder’s stated delivery time should reflect the total time to deliver a fully upfitted vehicle.

iii) Please refer to sections 5(C) and 29(B) for additional requirements regarding Non-OEM equipment, upfitting and warranty.

b) An award may be made to the lowest responsive, responsible bidder offering the lowest base vehicle price.

C. Compact, Midsize, Half Ton and Heavy-Duty Truck Class

1) Awards in these classifications will be grouped by series. The lowest responsive, responsible bid will be determined by the combined base vehicle price totals for the Compact, Midsize, 1500, 2500 and 3500 series.

2) The State of Louisiana reserves the right to award multiple manufacturers and/or models per series. A vendor may submit multiple manufacturers and/or models for consideration. In the event two or more bidders submit a bid for the same series of vehicles, only the lowest responsive, responsible bidder may receive the award for that series.

D. Cab & Chassis Truck Class

1) Awards in these classifications will be grouped by series. The lowest responsive, responsible bid will be determined by the combined bid price totals for the 2500, 3500, 4500, 5500, 6000, 6500 and 7500 series.

2) Total bid price will be determined by a combination of the base vehicle price and required aftermarket body options as noted on Attachment C – Price Sheet.

3) The State of Louisiana reserves the right to award multiple manufacturers and/or models per series. A vendor may submit multiple manufacturers and/or models for consideration. In the event two or more bidders submit a bid for the same series of vehicles, only the lowest responsive, responsible bidder may receive the award for that series.

E. The State of Louisiana reserves the right to delete item(s) from the award.

5. Vehicle Options A. OEM Equipment

1) A listing of all OEM standard equipment for each vehicle bid should be included with your bid.

2) A complete OEM option sheet showing Dealer’s invoice price shall be furnished within 5 business days of request by OSP. All OEM options approved by OSP and LPAA shall be included in the contract award at Dealer’s invoice price unless otherwise noted. Price lists must be of the latest prices available prior to the bid opening date and time. Altered price lists will not be accepted.

3) Only those options expressly approved are available under the contract. Requests to add additional options must be submitted in writing to both LPAA and OSP for approval prior to being available to purchase.

4) OSP reserves the right to add or delete any optional equipment listed in the OEM price lists at Dealer’s invoice cost at any time during the contract period.

B. Vehicle Configurations

1) OSP reserves the right to add or delete any optional vehicle configurations listed in the OEM price list at any time during the contract period. Pricing for alternative configurations shall have a ceiling of the difference between the dealer invoice cost for the base vehicle configuration and the dealer invoice price for the alternative configuration.

2) This section refers to OEM options such as but not limited to engine upgrades, drive train changes, wheelbase changes and DRW options.

C. Non-OEM Equipment & Upfitting

1) The State may approve the addition of Non-OEM equipment during the contract period when it is determined that the addition of the equipment is deemed critical for a State Agency to carry out their job duties.

2) Requests to add additional equipment along with justification for the need must be submitted in writing to both LPAA and OSP by the requesting State Agency for approval.

3) The Dealer shall submit to OSP and LPAA the cost associated with adding the equipment to the contract. This shall include evidence of dealer cost. Pricing shall include the cost of upfitting (e.g. installation, labor and materials). The State reserves the right to accept, reject or negotiate the pricing.

4) OSP and LPAA reserve the right to restrict any approved equipment for purchase only by a specific State Agency(s) on an ongoing or single purchase basis.

5) Vehicle delivery will not be accepted prior to the full upfitting of the requested equipment.

6) Any delays in standard delivery time associated with the purchase of Non-OEM equipment requiring upfitting shall be communicated to the Ordering Agency prior to ordering.

6. Louisiana Safety Inspection Sticker The cost of the safety inspection sticker shall not be included in the bid price. Applicable Safety Inspection Sticker cost, as determined by Office of Motor Vehicles (OMV) guidelines, will be added to awarded lines, based on the parish in which the Dealer is domiciled. Two Year new vehicle Safety Inspection Stickers will be required for participating Dealers, in participating parishes. One Year Safety Inspection Stickers will be required for all other vehicles not covered above. Dealers located in Orleans Parish will have the cost of an East Baton Rouge Parish Inspection Sticker added to the awarded lines ($18).

Dealership domiciled in ______________________________ Parish.

☐Dealership authorized to issue LA new vehicle 2 Year Safety Inspection Sticker.

☐Dealership authorized to issue LA 1 Year Safety Inspection Sticker ☐Dealership is not authorized to issue, but will obtain a 1 Year sticker prior to delivery of vehicles.

General Contract Specifications

7. Contract Prices A. Shall include all preparation and transportation charges.

B. Shall include all equipment listed in the general specifications and detailed specifications for each vehicle.

C. Any general price reduction offered which is lower than the prices quoted herein shall also be offered to the State of Louisiana except during the time the contract award is under consideration.

8. Model Year Conventional vehicles shall be new, of current manufacture, and production models. Vehicles must be new, non-used vehicles. Production schedule for the model year being bid should be provided with the bid submission. Updates to the production schedule shall be submitted within 1 week of manufacturer publishing.

9. Model Year Changes OEM model year changes affecting a vehicle on contract in any way, must be addressed in advance, by the Dealer to OSP. Changes to include but not limited to: availability, interior and exterior color(s), vehicle specification changes and/or modifications. Any Dealer not fulfilling the terms of this section will be subject to legal action which could result in debarment from doing further business with the State.

10. Guarantee Vehicles delivered against the contract(s) shall be guaranteed that the vehicle meets all the minimum requirements specified herein. If it is determined that the vehicle(s) delivered do not meet the minimum requirements, the Dealer will be required to correct the same at no cost to the State.

11. Purchase Orders A. State Agencies:

1) Only OSP has the authority to issue and amend orders for State Agency vehicles.

2) The Dealer shall refer any verbal or written orders/change orders received directly from State Agencies to OSP for proper authorization and disposition. Failure to do so may result in legal action which could result in debarment from doing further business with the State.

B. Political Subdivisions:

1) Vehicle purchases are handled directly with the Dealer.

2) Guidelines and instruction information for ordering will be available on the OSP Vehicle Contracts website.

3) Political subdivisions utilizing La. R.S. 39:1710 to purchase through a local dealer are advised that they must furnish a copy of their purchase order to OSP.

12. Vehicle Confirmations Written confirmation from the Dealer with order number guaranteeing that the vehicle has been scheduled to be built by the OEM, as stated below:

A. Written confirmation of receipt and placement of order shall be returned to OSP within 10 calendar days from purchase order date.

B. Detailed copy of vehicle order placed by the Dealer in OEM ordering system must be provided to OSP or the Political Subdivision electronically within 10 calendar days from purchase order date.

C. Written confirmation of production date must be returned to OSP within 60 calendar days from the purchase order date.

D. The Dealer shall provide and estimated delivery date to the Ordering Agency as soon as that information becomes available from the OEM.

E. The Dealer shall notify the Ordering Agency of any delays in production or delays in orders being accepted by the OEM for any period of time.

13. Order Cancellation A. An Agency may request that an order be cancelled without penalty prior to the vehicle(s) going into production by the manufacturer.

B. An order may be cancelled in whole or in part at any time based upon mutual agreement between the Agency and the Contractor.

C. If an Agency requests an order to be cancelled in whole or in part after an order is no longer cancellable with the manufacturer the Contractor shall notify OSP.

D. If the cancellation is required through no fault of the Contractor and after 30 days of taking delivery the Contractor is unable to redisposition the vehicle(s), the Contractor may request a reasonable restocking fee not to exceed 10% if OSP determines that the charge is justifiable.

1) If the vehicle(s) is sold, reallocated to another Agency, dealer transferred or is otherwise no longer in the possession of the Contractor prior to the 30 day window no fee shall be applicable. The Contractor shall make all reasonable efforts to redisposition the vehicle(s) during this time.

14. Invoicing A. Original notarized invoice must be provided with vehicle, when delivered, free of charge.

B. One notarized true copy of the invoice may be necessary and must be provided when indicated on purchase order free of charge.

C. Administrative fee must be itemized on the invoice.

D. Vehicle key numbers shall also be referenced on the invoice.

E. A copy of the invoice on contract sales to Political Subdivisions must be sent to OSP upon request, free of charge.

F. Invoice dates shall coincide with “accepted” date of delivery of the vehicle.

G. Net 30 payment terms will not commence until a “State authorized representative” accepts the vehicle as fully complying with contract specifications. The Dealer will be required to issue affidavits correcting invoice dates to coincide with the re-delivery date of rejected vehicles.

15. Responsibility for Inspection Unless otherwise specified in the contract or purchase order, the Dealer shall be responsible for the performance of all inspection and test requirements necessary to ensure compliance with requirements of general and detailed specifications. This action does not preclude subsequent inspection and testing by the State authorized representative to further determine conformance with specification requirements of quality standards of workmanship, material and construction techniques. It will be the responsibility of the Dealer to pick up vehicle(s) rejected, make necessary corrections and re-deliver for re-inspection and acceptance.

16. Pre-Delivery Servicing and Adjustment A. The Dealer shall not attach any Dealer identification advertising or similar material to the vehicle.

B. The vehicle shall be clean and free from defects when delivered.

C. Prior to acceptance by the State, the Dealer shall service and adjust each vehicle for operational use, to include as a minimum, the following:

1) A Louisiana temporary license plate

2) A Louisiana safety inspection sticker

3) All vehicles will be delivered with a fuel gauge digital readout indicating a minimum of 100 miles to empty.

4) Focusing of lights

5) Tuning of engine

6) Adjustment of accessories

7) Checking of electrical, braking and suspension systems

8) Charging of battery

9) Alignment of front end

10) Inflation of tires

11) Balancing of all wheels, including the spare

12) Complete lubrication of engine, chassis and operating mechanisms with recommended grades of lubricants for the ambient air temperature at the point of delivery

13) Servicing of cooling system with permanent type antifreeze and summer coolant for minus 20 degrees Fahrenheit protection

14) Servicing of windshield washer reservoir with water and appropriate additives

15) All fluids filled to OEM’s recommended capacity

17. Delivery Time Unless otherwise indicated in Attachment C – Price Sheet, delivery of vehicles should be made within 90 calendar days after receipt of order.

18. Delivery A. All vehicles shall be delivered fully serviced and ready for use and will be accepted in accordance with individual purchase orders.

B. The Dealer shall be required to make any necessary adjustments or install omitted equipment prior to acceptance of the vehicle.

C. No facilities or personnel will be provided by the State to handle any make-ready adjustments or equipment installations.

D. Delivery to Baton Rouge shall be included in the bid price.

E. State Agency – All vehicles shall be delivered to one of the following locations as indicated on the PO(s).

1) LPAA’s equipment receiving area, 1059 Brickyard Lane, Baton Rouge, LA 70802

2) Office of State Police, Fleet Operations, 290 E. Airport, Ste. A (building), Baton Rouge, LA 70806

3) DOTD, Equipment Section, 7686 Tom Drive, Baton Rouge, LA 70806

F. Political Subdivisions

1) Will be required to take delivery at the Dealer’s location or request delivery to the Agency location at a per mile charge.

2) Mileage between delivery location and the Dealer location shall be the mileage between the two locations as determined by the official road and mileage map of Louisiana, published by DOTD less the mileage between the LPAA equipment receiving area and the Dealer location as determined by the official road and mileage map of Louisiana, published by DOTD.

3) Whenever either of these delivery methods is used, the purchaser of the vehicle will be responsible for inspection and acceptance of vehicle.

19. Documents Each vehicle shall be delivered with complete certification of origin, odometer disclosure statement, tag application, warranty, owner's manual, copy of the Dealer’s inspection and service check sheet and any other necessary credentials. The Dealer will supply requesting Agencies with at least one copy (printed or electronic) of technical information, manuals, service manuals, suggested time schedule/flat rate manual, parts list, special parts list and bulletins related to each make and model of vehicle(s) purchased at the Dealer’s invoice cost. The Dealer must set up notification for the Agency through the OEM to receive new bulletins, vehicle updates, service alerts or recalls.

20. Dealer Network Bidders shall furnish a list of service locations certified by the OEM within 5 business days of request by OSP.

21. Service and Repair The State of Louisiana shall expect the OEM to have adequate stocks of replacement parts available to service State vehicles and to make delivery within a reasonable time of all normal replacement parts to their Dealers who may service State vehicles. The State further expects that warranty service and repairs as well as non-warranty service and repairs will be handled without prejudice by local dealerships throughout the United States. A special system shall be set up for expediting the procurement of "hard to get" items needed to repair an inoperative vehicle including a system to air freight parts at no cost to the State.

22. Reporting Requirements The Dealer shall complete and return a contract usage report based on the schedule in Attachment A – Special Terms and Conditions. Any Dealer not fulfilling the terms of this section will be subject to legal action which could result in debarment from doing further business with the State.

General Vehicle Specifications

The requirements specified herein apply to all vehicles that may be purchased by the State of Louisiana, and/or Political Subdivisions of the State.

All applicable requirements and standards of the Environmental Protection Agency regulations, Federal Motor Vehicle Safety Standards, Federal Motor Carrier Safety Administration regulations and Tire and Rim Association Inc. that are in effect on the date of manufacture, shall apply. Vehicle(s) furnished to meet indicated specifications, including all equipment and accessories, shall comply with the regulations applicable to current model year vehicle: Title 49, Code of Federal Regulations, Chapter iii, Federal Highway Administration, Department of Transportation and State of Louisiana highway regulatory laws.

All vehicles shall be approved and marketed by the OEM. Full OEM literature, parts, service, technical support and warranties shall be available.

General vehicle specifications are not complete without general contract specifications and specific requirements listed in the detailed specifications that cover the particular type of vehicle desired. In the event there is a conflict between the requirements of this specification and those of the detailed specification, the requirements as stated in the detailed specifications shall apply.

Applicable documents: a reference to publication in these specifications shall be construed to apply to those issues of that publication that are in effect on the date of issuance of this solicitation, unless otherwise specified.

23. Compliance with Federal Requirements It is acknowledged that Federal laws, regulations, policies, and related administrative practices applicable to the contract on the date of contract execution may be modified from time to time. The Dealer agrees that the most recent Federal requirements will govern the administration of the contract. New Federal laws, regulations, policies, and administrative practices may be established after the date of contract execution and may apply to the contract to achieve compliance with the changing Federal requirement(s), the Dealer may be required to upgrade or add item(s) to the minimal specifications. The cost difference to achieve the "new" Federal requirement may be allowed at OEM's cost. No additional profit will be allowed. OEM’s pricing pages must be presented to OSP to substantiate additional cost to achieve compliance with the changed Federal requirement(s).

24. Emission Standards In order to be considered for an award, all vehicles, unless specified herein, must be approved for delivery in the 48 continental United States, except as indicated for AFV’s.

25. Exterior Finishes Vehicle exteriors shall be painted with standard production colors, one of which must include white at no additional cost to the State. All paint colors offered by the OEM at no cost to the State shall be available under the contract unless stated otherwise. Any paint colors offered by the OEM that would incur an additional cost will follow the same guidelines as outlined in section 5, Vehicle Options.

26. Materials Materials used shall be new with quality conforming to current engineering and manufacturing practices. Materials shall be free of defects and shall be suitable for the intended service.

27. Design A. All vehicles and associated equipment shall be new models that are in current production.

B. All vehicles shall be complete with all necessary operating components and accessories customarily furnished, together with such modifications as may be necessary to enable the vehicles to function reliably and efficiently in sustained operation.

C. Vehicles and all associated equipment shall be designed to permit ready accessibility for maintenance purposes with minimal disturbance of other components or assemblies.

D. The term "heavy duty" as used to describe an item, shall be defined to mean in excess of the usual quality or capacity that is normally supplied with the standard production item.

E. Components, assemblies and accessories delivered to the State shall meet or exceed all requirements and applicable specifications.

28. Warranty A. All vehicles procured under these specifications shall be fully warranted against defective materials or workmanship by the OEM program for a period of not less than 36 months or 36,000 miles from date of delivery and acceptance. However, if additional warranty coverage on the whole or any components of the vehicle, in the form of time and/or mileage including any pro rata arrangements, is normally extended to commercial customers, the State shall receive corresponding warranty benefits.

B. The Dealer shall warrant all Non-OEM items it has installed for a period of not less than 36 months or 36,000 miles from date of delivery and acceptance. However, if additional warranty coverage on the whole or any components of the vehicle, in the form of time and/or mileage including any pro rata arrangements, is normally extended to commercial customers either by the Dealer or the manufacturer of the Non-OEM equipment, the State shall receive corresponding warranty benefits. Warranty for installed Non-OEM equipment shall include 100% coverage for all options, components and labor.

29. Standard Equipment A. All vehicles offered under this solicitation shall be equipped with all OEM equipment, unless otherwise specified herein, and should be installed through an OEM program.

B. Deletions from "standard equipment" will not be accepted, unless otherwise specified.

C. In the specifications, where standard equipment is listed, items less than standard equipment will not be accepted, unless otherwise specified.

30. Drivetrains A. Two-Wheel Drive, 2WD, 4X2:

Is a four-wheeled vehicle with a drivetrain that powers two wheels (axle ends).

1) Front Wheel Drive (FWD) – drivetrain powers vehicles front two wheels (axle ends).

2) Rear Wheel Drive (RWD) – drivetrain powers vehicles rear two wheels (axle ends).

B. Four-Wheel Drive, 4WD, 4X4:

Is a four-wheeled vehicle with a drive system in which the engine’s power is (or can be) transmitted to all four wheels through a two-speed transfer case and drive axles. Vehicle can switch from four-wheel drive to two-wheel drive, manually or automatic.

C. All-Wheel Drive, AWD:

All wheels drive the vehicle to various degrees of engagement all the time (full time). Four-Wheel Drive is acceptable for specifications stating All Wheel Drive.

Detailed Vehicle Specifications will be found on Attachment C: Price Sheet

Please read carefully, specifications are updated, vehicle lines added, changed and deleted each year as determined to be in the best interest of the State. Vehicle lines may be re-numbered from previous solicitations as deemed necessary.

For the purpose of this bid the vehicle lines have been grouped as follows:

1. PPV Police Pursuit Vehicles

2. SSV Special Service Vehicles

3. Enforcement Truck

4. AFVs

5. Sedans

6. SUV and Crossovers

7. Cargo and Passenger Vans

8. Compact, Midsize and Half-Ton Trucks

9. Heavy Duty Trucks

10. Cab and Chassis Trucks and Bodies