Bryan County Ambulance Remount_Demo RFP.pdf

BRYAN COUNTY, GA

REQUEST FOR PROPOSALS

FOR

TYPE 1 AMBULANCE REMOUNT OR DEMO

SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN

THURSDAY, OCTOBER 19TH, 2023 AT 2:00PM, EST

BRYAN COUNTY BOARD OF COMMISSIONERS

Attn: Finance Director

66 Captain Matthew Freeman Drive, Suite 201

Richmond Hill, GA 31324

RFP-TYPE 1 AMBULANCE REMOUNT OR DEMO

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP ON OR BEFORE

THE STATED DATE AND TIME WILL BE SOLELY AND STRICTLY THE

RESPONSIBILITY OF THE OFFEROR.

Bryan County is soliciting a Request for Proposal (RFP) for a Type 1 Ambulance Remount or Demo. Proposers will be graded on the following criteria:

1) Design, performance, equipment and appearance of the vehicle (25 points)

2) Delivery Date (25 points) –Failure to delivery by the date proposed will incurred late fees of $100/day

3) Fees for services (50 points)

Note: Proposer may submit pricing for both a Remount and a Demo. If submitting for both, list as Option A (Remount) and Option B (Demo).

Each of the above three criteria above will be reviewed by the Bryan County Commission. The successful applicant will be the proposer with the highest score.

The attached specification defines the scope of work to be performed for 1 heavy-duty, commercial emergency medical vehicle, built to withstand adverse driving conditions.

This vehicle shall meet or exceed the scope of work and Ford Qualified Vehicle Modifier (Q.V.M.) Program Truck Guidelines.

*** APPROVED EQUALS. An APPROVED EQUAL is a request from the bidder offering a unit feature that deviates from specified standards (e.g. a feature quantity is not the level specified, or a design or functional capability is not of the type specified, or where manufacturing or engineering technology has developed a new approach that may use an alternative method differing from the method called for in the specification that meets or exceeds the performance goal specified).

*** The potential winning proposer will be required to have a pre-build meeting and/or pre-delivery inspection at the builders’ expense.

SCOPE OF WORK

RECONDITION AND REMOUNT

SCOPE

This scope of work covers the remount and refurbishment or Demo of one commercially produced, surface medical care vehicles, hereinafter referred to as ambulance. The ambulance shall be in accordance with the Ambulance Design Criteria of the National Highway Traffic Administration, U.S. Department of Transportation, Washington D.C.

PURPOSE

The purpose of this document is to provide minimum scope of work and parameters for the remount and refurbishment or a demo of a type 1 ambulance that meets the needs and desires of this agency. It establishes essential criteria for the design, performance, equipment and appearance of the vehicles. The object is to provide a vehicle that is in accordance with nationally recognized guidelines. It is the intent to return the unit to a new or like new condition per the specification.

TRANSPORTATION OF UNIT:

• Bryan County will be responsible for the delivery of the ambulance to be remounted to the vendor.

• Upon completion of remount, or if offered a demo unit, vendor will deliver ambulance to Bryan County Emergency Services.

MODULE REMOVAL AND INSPECTION:

• Complete module electrical and O2 system to be inspected for proper operation and customer advised of condition and action to be taken.

• Disconnect all wiring, harness, hoses, cables, and mounting bolts from the chassis. Each will be labeled.

• Removal of attendant seat, pedestal, floor trim, thresholds, antlers, lock bar, floor covering, plywood sub floor, and aluminum floor pan to gain access to the floor structural framework and module mounting points.

• Remove module from chassis.

• Exterior of module to be washed by hand and inspected for water leaks.

NEW CHASSIS:

• New 2023/2024 Ford F350/F450/550 cab and chassis remount or demo with ambulance prep package with diamond plate running boards to be installed.

• New black grill/brush guard to be installed that will protect the grill and headlamps.

The grill/brush guard is not compatible with a winch.

• New center control console with two drink cap holders and two large map book holders.

• The existing siren will be tested and reused. The customer will be notified if there are any performance issues with the siren.

• Heat shield to be installed.

• New Phoenix chrome wheel covers.

• New rear window pass-thru.

• New bellows, unigrip cab to module.

• New heater hoses and A/C hoses to be installed.

• New cables, terminals, under hood breakers, and wiring to be installed and/or extended as needed. Complete electrical check-out.

• New fuel filler hose.

• New module mounting isolators and grade #8 fasteners.

• New battery disconnect switch.

• New back up alarm.

EXTERIOR:

• Exterior of module to have all lights, Perko vents, drip rails, kick plate, stone guards, fuel filler housing, skirt rails, shore line plate and step bumper removed.

• All entrance and compartment doors are to be removed from the module and disassembled for painting.

• All compartments to be cleaned and polished. Lower front right compartment will be lined with black bed liner material.

• All compartment and module door gaskets to be replaced with new gaskets.

• All module door panels to be clean and polished.

• Module door windows are to be sealed and reinstalled.

• Install new LED warning lights in place of existing warning lights.

• Install new LED lights housing and gaskets installed on sides of the module.

• The rear top bulkhead wall to have the existing lights reused. New lenses and gasket will be installed.

• New Whelen 600 series stop and tail lights lenses and gaskets will be installed (2).

• New Whelen 600 series turn lenses and gaskets will be installed on rear of the module in the center position (2).

• New Whelen 600 series back up lenses and gaskets will be installed on the rear of the module in the lower position (2).

• New Weldon LED clearance lights (5 red, 5 amber). The existing clearance light holes will be plug welded for the installation of the smaller LED version.

• New Whelen LED 500 series linear red/clear LED with chrome flanges are to be installed on the front fenders as intersection lights (2).

• Install new Whelen TIR6 red/clear LED lights and chrome flanges to the grill of the FORD chassis (2). Note: the chassis will have a headlamp and grill guard installed. Look for grill light obstruction prior to install.

• New Cast Products sirens to be installed (2).

• New diamond plate corner stone guards, kick plate, rub rails, pontoons, and running boards to be fabricated and installed

• New grip strut flip- up to be installed.

• New LED tag lights (2).

• New chrome drip rails.

• New 20 amp Kussmaul Auto Eject to be installed in existing location. Check to see if opening requires welding because of the difference with existing twist lock shore lines. Install an eject wire for new shorelines.

• New rear entrance door grabbers (2).

• Reinstall the fuel filler housing.

• Street side of module to have new DEF filler port installed.

• New Hoseline A/C unit complete with new hoses, fittings, heater hose, hot water valves, evaporator, condenser, and thermostat.

• New rear mud flaps.

• New aluminum fender flares.

• New Entry and Compartment door handle installed in all the doors.

PAINT:

• Remove all decals and graphics.

• Complete module and all entrance/compartment doors to be sanded.

• All module and entrance/compartment door gaskets to be removed.

• All drip rails to be removed.

• All minor body imperfections to be repaired.

• Complete module and doors to be sealed.

• Module and doors to be painted using single stage PPG paint.

• Module to be painted white to match the new Ford chassis.

• Module to be sanded and buffed.

• Complete unit to be detailed.

• New 3M reflective graphics to match new county design. The rear of the module will have full red/yellow Chevrons. The interior lower door panels will have red/yellow Chevrons installed. The rear panel size may increase for more Chevron coverage.

INTERIOR:

• The lenses on the halogen ceiling lights will be replaced with new (6) LED lights.

• New Thermo-lite subfloor to be installed.

• New Lonseal 424TX dark grey floor covering to be installed.

• New stainless-steel thresholds with anti-skid to be installed.

• The inverter will have a function test provided and the customer will be notified if any problems are found.

• New dual position cot floor plates to be installed. Left and center mounts.

• Install a new J hook in the rear threshold for stretcher.

• Inspect Plexiglas windows and T-handles in cabinets. Notify customer of any problems prior to starting of remount or demo.

• Replace the ALS cabinet door latches with new black Southco latches (4).

• All cushions will be inspected for damage and the customer will be notified if any are found.

• All Formica will be inspected, and the customer notified of any damage found.

• Check module power distribution panel.

• The module will have the electrical functions checked and the customer will be notified of any findings.

• Check module exhaust vent for proper function. Notify customer of any problems.

• The oxygen system will be pressure checked for leaks and the customer will be notified of any findings.

• Provide a complete system check on the suction pump, gauge, and outlets. Report any findings to customer.

EQUIPMENT TO BE INCLUDED:

1. Lucas Device LUCAS 3.0 Chest Compression System INCLUDES

HARD SHELL CASE, SLIM BACK PLATE, TWO (2) PATIENT

STRAPS, (1) STABILIZATION STRAP, 2 SUCTION CUPS, 1

RECHARGEABLE BATTERY,AND INSTRUCTIONS FOR USE

WITH EACH Battery Desk-Top Charger 3.00 LUCAS Power Supply

3.00 Battery - Dark Grey – Rechargeable, Grip Tape, LUCAS Slim Back Plate

2. Stryker Power-PRO XT Options, Dual Wheel Lock, PR Cot Retaining Post, Power Pro Standard Components, XPS Option, No Runner/HE O2, Equipment Hook, Non Power-Load Compatible, Trendelenburg, Retractable Head Section O2, Head End Storage Flat, MANUAL, ENG OPT, 120V AC SMRT Charging Kit, J Hook, XPS Knee Gatch Bolster Mattress, Steer Lock Option, 3 YR X-Frame Powertrain Warranty

3. Stryker Power Load System-LOAD Cot Fastener System- *Maximum weight capacity represents patient weight and accessories.

Safe working load of 870 lb (395 kg) represents the sum of the cot total weight and patient. Stryker reserves the right to change specifications without notice. The Power-LOAD cot fastener system is designed to conform to the Federal Specification for the Star-of- Life Ambulance KKK-A-1822. The yellow and black color scheme is a registered trademark of Stryker Corporation. Meets dynamic crash standards with Power-PRO™ XT cot fastening system (AS/NZS- 4535, BS EN-1789 and SAE J3027 with X-restraints)

4. Zoll X Series ® Manual Monitor/Defibrillator, with 4 trace tri-mode display monitor/ defibrillator/printer, comes with Real CPR Help®, advisory algorithm, advanced communications package (Wi- Fi, Bluetooth, USB cellular modem capable) USB data transfer capable and large 6.5"( 16.5cm) diagonal screen, full 12 ECG lead view with both dynamic and static,12-lead mode display. Accessories Included:• MFC cable• MFC CPR connector• A/C power adapter/ battery charger• A/C power cord• One (1) roll printer paper• 6.6 Ah Li-ion battery• Carry case• Declaration of Conformity• Operator's Manual• Quick Reference Guide

DELIVERY:

• Since the delivery time in the proposals will weigh heavily in the determination of award of, the delivery schedules that are submitted by the Proposers and agreed upon by the Purchaser shall automatically become binding upon the successful Proposer.

• "Unit must contain no less than a full tank of fuel as indicated by fuel gauge at time of delivery".

FINAL QC INSPECTION:

• Unit to be tested driven approximately 100 miles both highway and stop/go conditions and any final adjustment made as necessary.

PRICING:

• Price shall be good for 90 days.

• TERMS: Final vehicle inspection shall be completed before completion of payment and delivery.

REMOUNT OR DEMO or DEMO WARRANTY:

• Warranty: The successful bidder shall provide remount or demo warranty coverage for the ambulance or vehicle conversion, which coverage shall, at a minimum include:

o A Limited Warranty shall be provided on the ambulance remount or demo conversion. The Remount or demo or demo shall warrant to the original retail purchaser that, for a period of twelve (12) months or thirty thousand (30,000) miles from the point of delivery, whichever first occurs, the ambulance remount or demo shall be free of substantial defects in remount or demo materials and remount or demo workmanship, which are attributable to Warrantor remount or demo work and which arise during the course of normal use and service. There shall be a copy of the Warranty specimen included with the bid documents. NO EXCEPTIONS.

o Warranty on the chassis portion of the completed ambulance or rescue vehicle shall be the responsibility of the chassis manufacturer, FORD MOTOR COMPANY. The terms of such warranty are set forth in the Ford Warranty literature included in the owner's manual. The successful manufacturer's sole responsibility with regard to the chassis shall be to provide reasonable assistance to the purchaser in obtaining warranty from the chassis manufacturer or its authorized service center. Proposers failing to meet these requirements maybe considered non-responsive.

INFORMATION TO VENDORS

1. RFP TIMETABLE

The anticipated schedule for the RFP is as follows:

RFP Released Monday, October 2, 2023

Pre-Bid Conference Meeting N/A

Submittal deadline Thursday, October 19, 2023 at

2:00PM, EST-Richmond Hill Tentative Award Date Tuesday, November 14, 2023 at

5:30PM, EST-Pembroke

2. BID SUBMISSION

Three (3) copies and one (1) soft copy of the complete signed submittal must be received THURSDAY, OCTOBER 19, 2023, AT 2:00PM, EST.

Proposals must be submitted in a sealed envelope stating on the outside, the vendor's name, address, the RFP-TYPE 1 AMBULANCE REMOUNT OR DEMO to:

Bryan County Board of Commissioners Attention: Finance Director-Charlene Bunch

66 Captain Matthew Freeman Drive Suite 201

Richmond Hill, GA 31324

Soft copy* is defined as various types of media that include but are not limited to: disc or flash drive to send a copy of the electronic proposal. Soft copies are to be included in the sealed submission. Vendors should not email or fax copies of bids If vendors email or fax soft copies, vendor may be immediately disqualified. Soft copies will not be returned.

Hand Delivery Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00AM and 5:00PM EST, Monday through Friday, excluding holidays observed by the Bryan County Government. For a complete listing of holidays, please visit www.bryancounty.org.

3. CONTACT PERSON

Vendors are encouraged to contact Freddy Howell, Fire Chief at (912) 756- 1983, by or email fhowell@bryan-county.org to clarify any part of the RFP requirements. All questions that arise prior to the DEADLINE FOR QUESTIONS due date shall be directed to the contact person in writing via http://www.bryancounty.org/ mailto:fhowell@bryan-county.org email. Any unauthorized contact shall not be used as a basis for responding to this RFP and may result in the disqualification of the vendor's submittal.

Vendors may not contact any elected official or other county employee to discuss the bid process or bid opportunities except through the Finance Director named herein.

4. ADDITIONAL INFORMATION/ADDENDA

Bryan County will issue responses to inquiries and any other corrections or amendments it deems necessary in writing via email.

5. LATE SUBMITTAL AND LATE MODIFICATIONS

Submittals received after the due date and time will not be considered.

Modifications received after the due date will not be considered. Bryan County Government assumes no responsibility for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper designation.

6. REJECTION OF PROPOSALS/CANCELLATION

Bryan County Government reserves the right to reject any and all submittals and reserves the right to waive any irregularities or informalities in any submittal or in the submittal procedure, when to do so would be to the advantage of Bryan County. Bryan County reserves the right to cancel this RFP at any time.

7. MIMINUM RFP ACCEPTANCE PERIOD

Submittals shall be valid and may not be withdrawn for a period of 90 days from the date specified for receipt of submittals.

8. NON-COLLUSION AFFIDAVIT

By submitting a response to this RFP, the vendor represents and warrants that such proposal is genuine and not a sham or collusive or made in the interest or in behalf of any person not therein named and that the vendor has not directly or indirectly induced or solicited any other vendor to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the vendor has not in any manner sought by collusion to secure to that vendor any advantage over any other vendor.

By submitting a proposal, the vendor represents and warrants that no official or employee of Bryan County Government has, in any manner, an interest, directly or indirectly in the proposal or in the contract, which may be made under it, or in any expected profits to arise there from.

9. COST INCURRED BY VENDORS

All expenses involved with the preparation and submission of the RFP to the Bryan County Board of Commissioners, or any work performed in connection therewith is the responsibility of the vendor(s).

10. OPEN RECORDS

All materials submitted in connection with this RFP will be public documents and subject to the Open Records Act and all other laws of the State of Georgia, the United States of America and the open records policies of Bryan County Board of Commissioners. All such materials shall remain the property of Bryan County and will not be returned to the respondent.

11. TAXES

Bryan County Government is tax exempt. No sales tax will be charged on any products or services. Bryan County cannot exempt any other person/vendor from applicable sales taxes that may be required of them in relations to this project. Selected vendor will be provided with Bryan County’s Sales and Use Tax Certificate of Exemption number upon request.

The Bryan County Commission will select the firm deemed in the judgment of the Commission to be the most qualified, best suited, and who best meets the requirements of the Commission among those submitting Proposals. If proposer fails to negotiate and sign Bryan County’s standard contract within 45 days of award, then Bryan County will negotiate with the second highest proposer. This RFP shall in no manner be construed as a commitment on the part of the Commission to execute a contract, to pay any cost incurred in the preparation of proposals to this request, or to procure or contract for any services. The Commission reserves the right to reject any proposal, which in its opinion does not have adequate qualifications. Furthermore, the Commission reserves the right to reject any or all proposals and to advertise for new proposals for any reason(s) or for no reason(s). The Commission reserves the right to waive minor irregularities and/or formalities.

The Proposer selected must procure and maintain at its sole expense the following types and amounts of insurance throughout the Term of the Agreement, which amounts may be adjusted by the Commission in the future, protecting the Proposer and Commission from claims and actions set forth in the indemnity provisions of this Agreement:

(1) General Liability Insurance - no less than Two Million Dollars ($2,000,000) each occurrence, Combined Single Limit (“CSL”), bodily injury and property damage, including Employer’s non-ownership liability and hired auto coverages as applicable.

All Proposals and other materials or documents submitted by Proposer in response to this RFP will become the property of the Commission. The Commission is subject to open records requirements of the State of Georgia Statute 50-18-70, and as such, all materials submitted by Proposer to Commission are subject to disclosure.

Proposer specifically waives any claims against the Commission related to the disclosure of any materials if made under a public records request.

If you have any questions, please contact Freddy Howell, Fire Chief, at fhowell@bryan-county.org or at (912) 756-1983.

No interpretation or clarification of the RFP will be made to any Proposer verbally. If any prospective Proposer wishes to question or has doubt as to the meaning of any part of the RFP, a written request for a clarification or interpretation must be submitted by email to jrauback@bryan-county.org. All such interpretations and any supplemental information will be sent to each Proposer at the respective email address furnished for such purposes prior to the date fixed for the deadline for Proposals. Failure of any Proposer to receive any such addendum or interpretation shall not relieve said Proposer from any obligation contained therein.