CRFQ SWC2700000003 Specifications Class 1-18.pdf

CRFQ 0212 SWC2700000003

REQUEST FOR QUOTATION

MV27 – 2027, or latest model year, Motor Vehicles

Revised 10/27/2014

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Purchasing Division is soliciting bids on behalf of all state agencies and political subdivisions to establish a Statewide, Open-End contract for 2027, or latest model year, motor vehicles – Class 1-18.

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “CNG/ Bi-fuel motor vehicle” means a motor vehicle that can operate on either an alternative - Certified Natural Gas or conventional fuel based on driver selection.

2.2 “Contract Item” or “Contract Items” means the list of items identified in Section

3.1 below and on the Pricing Pages.

2.3 “E85” means an alternative fuel that is a high-level gasoline-ethanol blend containing 51% to 83% ethanol, depending on geography and season.

2.4 “Flexible fuel motor vehicle” means a vehicle that can operate on a combination of alternative and conventional fuels concurrently.

2.5 “Gross Vehicle Weight Rating (GVWR)” means the maximum loaded weight

(including curb weight, operator & passenger weight, and payload) in pounds (lbs.)

of a single vehicle. Vehicle manufacturers specify the maximum GVWR on the vehicle certification label.

2.6 “Hybrid” means Hybrid-electric vehicle which uses a combination of a gasoline engine and electric motor(s). (See Section 3.1.1.3).

2.7 “Manufacturer/Brand” means the name of the maker of the contract item which will be supplied by the vendor.

2.8 “Model & Number” means the model’s name and model number associated with the contract item as defined by the manufacturer.

2.9 “OEM” means Original Equipment Manufacturer.

2.10 “Powertrain” means the group of components used to transmit engine power to the wheels. The powertrain includes the engine, clutch, transmission, universal joints, drive shaft, and rear-axle gears.

2.11 “Pricing Pages” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit_A and used to evaluate the Solicitation responses.

2.12 “QVM” means Qualified Vehicle Modifier.

2.13 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

2.14 “Vehicle class” means the designation of motor vehicle types that include sedans, sport utility vehicles, and trucks, or different categories of vehicles according to requirements specified herein.

2.15 “Vendor Name” means the company name of the vendor (Manufacturer, or

Manufacturer’s Authorized Dealership) who will be supplying the contract item(s) to the State of West Virginia. NOTE: Third-party suppliers are prohibited from bidding.

2.16 “Warranty” means the written guarantee issued with new motor vehicles or related equipment. It defines the manufacturer's responsibility for the repair or replacement of defective parts and other services provided as part of the purchase price. A warranty can be nullified if the user does not follow certain stipulations of the manufacturer, such as preventive maintenance.

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide

Agency with the Contract Items listed below on an open-end and continuing basis. Contract Items must meet or exceed the mandatory requirements as shown below.

3.1.1 Vehicle Class 1 thru 18:

3.1.1.1 Standard Equipment Requirements – The following

are mandatory as related to the standard equipment requirements of each vehicle class. Each vehicle class must contain the following unless otherwise noted.

A. Automatic Transmission

B. Power Steering

C. Power/ABS Brakes

D. Minimum AM/FM Radio, Hands free/Bluetooth compatible, installed

E. Manufacturer’s Standard Tint Glass

F. Exterior power, left and right mirrors

G. License plate mounts located on the front and rear bumpers.

I. Prior to delivery, all vehicles must be pre-drilled, with hardware installed, to meet specifications that require both front and rear license plates.

II. Any vehicle delivered without such plate mounts will be rejected.

H. All-season tires

I. Manufacturer’s standard spare tire with jack when available as standard equipment.

J. Installed rear window defogger for all vehicles except trucks and cargo vans

K. Front bucket seats for all vehicles except trucks

L. Installed air conditioning. The following vehicle class must include rear air conditioning – Class 9.

M. Installed floor mats, for all vehicles. Including where vinyl floor covering is present. The following vehicle classes require slush, all weather mats – Class 6, 7, 8, 9, 17, and 18.

N. Installed front driver and passenger air bags.

O. Installed power windows and locks on all doors except for Vans where power windows and locks on all doors are not available as an option from the manufacturer. Van vendors will provide power windows and locks where applicable.

P. Factory installed tilt wheel and cruise control

Q. Factory installed keyless entry

R. Installed “fleetside” bed for trucks.

S. Factory Reverse backup camera.

3.1.1.2 Unspecified Accessories & Features: All parts, equipment, accessories, material, design and performance characteristics not specified herein, but which are necessary to provide a complete unit, must be furnished with each unit and required to conform to strength, quality of material, and quality of workmanship to those which are advertised and provided to the market in general by the unit industry.

3.1.1.2.1 All parts and accessories advertised and

regularly supplied as standard shall be included except those which would represent duplication of parts and accessories specified and except those which, by specification, are not to be furnished.

3.1.1.2.2 All standard safety features, required by

Federal and State law, shall be included.

3.1.1.2.3 Vehicles must have all equipment found on

the manufacturer’s base model plus other equipment requirements, packages, items, etc. needed to meet the specifications for each order vehicle class placed against the contract.

3.1.1.2.3.1 Vehicles must not have

manufacturer’s base model equipment deleted unless specifically required within the specifications for that vehicle.

3.1.1.2.3.2 Packages that are designated

for police use or special service vehicles (non-civilian) use will not be accepted.

3.1.1.3 Fuel Type: All vehicles shall be gasoline powered unless otherwise stated. Flex Fuel (E85). Diesel, CNG/Bifuel, and Hybrid should also be quoted if available.

A. All alternative vehicles must have the capacity to travel a minimum of 150 miles without refueling/recharging.

B. All-natural gas devices must be OEM or QVM Certified and EPA approved.

C. Hybrid Vehicles must meet the following requirements -

a. Hybrid Vehicles must have both an internal combustion engine and an electric motor.

b. Hybrid Vehicles bid must be capable of driving on only electric power.

3.1.1.4 Pre-delivery inspection: Prior to delivery, all vehicles must be thoroughly inspected and serviced in compliance with the manufacturer’s proscribed procedures which includes but is not limited to:

A. Complete vehicle lubrication.

B. Confirm oil level, fill crank case as needed, top off all fluids.

C. Adjust engine to proper operating condition.

D. Verify tire pressure and corrected as necessary.

E. Check front end alignment or four-wheel alignment if applicable, perform alignment if needed, and balance all tires.

F. Wash/Clean interior and exterior of vehicle. Remove all unnecessary tags, stickers (including window stickers), papers, tags etc.; Window stickers need to be removed and placed inside the vehicle.

G. Include a minimum of one owner’s manual.

H. Upon delivery, the vehicles fuel tanks shall be full of fuel.

I. Include temporary license plate and registration.

i. Temporary License plate may be waived at the agency’s discretion.

J. Affix a valid West Virginia Inspection Sticker to the windshield. The vehicle must be inspected in the month delivered.

K. No dealer insignia or other advertising shall be affixed to the vehicle or appear on any accessory such as mud flaps, bumpers, deck lids, etc. Vehicles delivered with such advertising will be rejected.

L. Perform operational checks which will cover all controls, systems, and devices, doors, windows, accessories, and road testing of the completed vehicle.

Vehicle shall be driven at various speeds; brakes tested for dependability, vehicle checked for rattles, squeaks and must be in compliance with pre-delivery inspection/servicing procedures and make adjustments as necessary.

3.1.1.5 Workmanship: Vehicles shall be free from defects that may impair their operation, safety, emissions, and serviceability, or detract from appearance.

3.1.1.6 Operator’s Manuals: The manufacturer shall furnish

with the vehicle at least one copy of all warranty information and handbooks for the vehicle and any special equipment furnished with, or as a part of, the vehicle. This information shall be in hard copy form. The handbooks shall include as a minimum the vehicles operator’s manual, vehicle maintenance handbook, and special equipment handbook.

3.1.1.7 Statement of Origin or Bill of Sale: Unless otherwise specified, manufacturer’s Statement of Origin or Bill of Sale showing the applicable purchase order number for each vehicle procured shall be provided. The document shall be forwarded to the agency’s address shown on the equipment contract order prior to shipment. Vehicle safety/emission tests are the responsibility of the requisition agency.

A. All vehicle identification numbers (VIN) must be supplied to the Fleet Management Division by email, referencing the purchase order, release order, or other procurement acquisition, or leasing agreement number, the year, make, model, and color of each vehicle to the following email address: fleet@wv.gov.

This information must be received within Fourteen

(14) calendar days prior to the delivery of each vehicle.

a. Vendor must also provide Fleet Management Division the Vehicle Identification Number within 48 hours of receipt of the VIN number from the manufacturer for all orders to be delivered to Fleet.

B. Upon delivery of the vehicle, All documentation

(Title Application, Statement of Origin, Delivery/Odometer Statement, Lease Agreement, etc.)

in original form must be mailed or hand carried to:

Department of Administration Fleet Management Division 2019 Washington Street East Charleston, WV 25305 1-855-817-1910 https://fleet.wv.gov mailto:fleet@wv.gov https://fleet.wv.gov/

3.1.1.8 Warranty: The following are mandatory requirements as related to the warranty:

A. Basic Comprehensive Warranty Coverage - The vendor shall provide the vehicle manufacturer’s basic whole vehicle warranty. The minimum length of warranty shall be 3 years/36,000 miles and shall cover the entire vehicle (bumper to bumper).

B. Basic Corrosion and Powertrain Warranty Coverage - the vendor shall provide the manufacturers’ standard Basic Corrosion and Powertrain Warranty.

C. The warranty shall include furnishing, without cost to the agency, (FOB vendors nearest dealer or branch to vehicle’s location), of new parts and assemblies to replace any that failed or malfunctioned within the warranty period. The State may elect to have the corrective work performed at the vendor’s location, branch, or dealership, or a manufacturer’s factory authorized repair facility, or upon the vendor’s approval, at a commercial or Government repair facility. The cost of labor involved in the replacement of the failed or malfunctioned part(s) or assemblies shall be borne by the vendor.

D. Warranty Extensions - If the vendor receives from any supplier, manufacturer, or subcontractor additional warranty coverage on the whole or any component of the vehicle, in the form of time and/or mileage including any pro rata arrangements, or the vendor generally extends to its commercial customers a greater or extended warranty coverage, the agency shall receive corresponding warranty benefits.

3.1.1.9 Product Conformance: the products provided shall meet the salient characteristics of this specification, conform to the manufacturer’s own drawings, specifications, standards and quality assurance practices, and be the same product offered for sale in the commercial market.

3.1.1.10 REPORTS: The Vendor shall provide to the State of

West Virginia’s primary contact person quarterly utilization reports by vehicle class containing at a minimum the following information pertaining to the State of West Virginia agencies, boards, commissions, and political subdivisions:

3.1.1.10.1 Class Number;

3.1.1.10.2 Ordering Entity;

3.1.1.10.3 Purchase Order Number;

3.1.1.10.4 Description;

3.1.1.10.5 Quantity.

These reports must be provided in Excel format and sent via email to the Purchasing Division Buyer (mark.a.atkins@wv.gov) on a quarterly basis as follows:

PERIOD END REPORT DUE

December 31 January 31

March 31 April 30

June 30 July 31

September 30 October 31

NOTE: Failure to provide the required reports may result in cancellation of contract and exclusion from future bid participation.

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price on all Contract Items. The Contract shall be awarded to the vendors that provide the Contract Items meeting the required specifications for the lowest Total Cost per fuel type vehicle class as shown on the Pricing Pages.

mailto:mark.a.atkins@wv.gov

Each vehicle fuel type (Gasoline, Flex-fuel, Diesel, CNG/Bifuel, and Hybrid) contained in a given class, represents an opportunity for a separate bid response. Each of these vehicle fuel types shall be evaluated independently and awarded to the lowest responsible bidder meeting the specifications of the given vehicle fuel type in that vehicle class.

4.2 Life of Contract: This contract shall become effective upon award and extends for one year or until such time as the vendor notifies the Purchasing Division that the model year build-out date has been reached, unless the vendor chooses to supply next model year vehicles at the price quoted, or until contracts are issued for the next model year.

4.3 Pricing Pages: Vendor should complete the Pricing Pages by responding to the information requested in the “Vendor Name”, “Manufacturer/Brand”, “Model & Number”, “Vendor Contact”, “Phone Number”, “Email Address”, “Standard Color Code”, “Color Description”, and “Unit Price” fields for each vehicle class.

4.3.1 “Unit Price” segment: The Unit Price is the base vehicle price including standard equipment requirements, vehicle requirements and any additional requirements for the given vehicle class and will be the price paid by the ordering agency.

4.3.2 “Options”: Mileage charges for delivery should be listed under the

“Options” section of each vehicle class pricing page. FOB Dealership (Deduct) and FOB Other than Metro Charleston refers the delivery charges, that, at time of order, the vendor will add to or deduct from their final bid amount for each vehicle class awarded. If no response is received in either the FOB Dealership (deduct) or FOB Other than Metro Charleston fields, it will be assumed the vendor will not be charging delivery. These options will not be evaluated as part of the award.

General: Vendors should complete the Pricing Pages in their entirety as failure to do so may result in Vendor’s bids being disqualified.

The Pricing Pages contain a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address:

Mark.A.Atkins@wv.gov

5. ORDERING AND PAYMENT:

5.1 Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, e-mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website.

If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

5.2 Agency Ordering Procedure: WV State Agencies shall issue a Delivery Order for the vehicle class desired. The Delivery Order and following corresponding form:

DOA-FM-59 for vehicle replacement or Fleet Increase shall be submitted to the Department of Administration Fleet Management Division for approval. If subject to the Governor’s Office authority, the Agency shall seek approval prior to issuing the Delivery Order.

The purchase delivery order must be thoroughly completed and must contain the following: the contract number from which the vehicle is being procured and must be properly signed by all appropriate parties. Additionally, emergency orders must clearly be stated on the purchase requisition.

Please refer to Appendix_G of the Purchasing Division Handbook for additional instructions and examples of delivery order information required.

5.3 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

Vehicles may be purchased from this contract by any West Virginia State agency.

West Virginia state agencies will either remit payment directly or use a third-party financing company on contract with the State of West Virginia. The Department of Administration, Fleet Management Division (FMD) arranges third-party financing.

The time required for third party financing does not differ from the time required for payment directly from the state as both are normally made within thirty (30) calendar days from delivery of vehicle and corresponding invoice. Actual time required to process payment may vary.

mailto:Mark.A.Atkins@wv.gov

NOTE: Vendor is NOT REQUIRED to accept the WV P-Card for vehicle payments under this contract.

6. DELIVERY AND RETURN:

6.1 Delivery Time: Vendor shall deliver standard orders within 120 working days after orders are received. Vendor shall deliver emergency orders 60 working day(s) after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

Standard order delivery shall be F.O.B., the destination to West Virginia Surplus Property located at 2700 Charles Avenue Dunbar, WV 26064 or to agencies located in the Charleston Metro Area only.

6.1.1 For deliveries made to West Virginia Surplus

Property:

6.1.1.1 Vendor must receive prior approval from Surplus Property to deliver vehicles from the Surplus Property Vehicle Coordinator.

6.1.1.2 The delivery request must be made at least fourteen (14) calendar days in advance.

6.1.1.3 The delivery request must contain the VIN number of the vehicle to be delivered.

6.1.1.4 The vendor must provide a copy of the Central Delivery Order (CDO) or Agency Purchase Order (PO) with the delivery request.

6.1.1.5 Surplus Property will accept a maximum amount of ten (10) vehicles per day.

6.1.1.6 No vehicle deliveries will be accepted before 9:00 AM or after

3:00 PM, ET.

6.1.1.7 Vehicles are not considered “delivered” until Surplus Property personnel complete an inspection of the delivered vehicle to ensure the vehicles’ physical condition and specification requirements have been met.

6.1.1.8 Vendor or representative must sign the delivery inspection sheet prior to leaving Surplus Property. If vendor representative fails to sign the delivery inspection sheet, the vehicle will not be considered “delivered” until WV Surplus confirms the vehicle has met all mandatory requirements.

6.1.1.9 Any vehicle that has physical damage or missing components (options) as required in the Contract specifications, may be rejected and/or returned to the vendor at no cost to the agency or Surplus Property.

6.1.1.10 The Surplus Property Vehicles Coordinator can be

contacted at 304-766-2626.

6.1.2 For deliveries not made to the West Virginia Surplus

Property;

6.1.2.1 All vehicles must be delivered to the “ship to” section indicated on the purchase requisition form.

6.1.2.2 Vendors must contact the Fleet Management Division at 1- 855-817-1910 prior to any delivery.

6.1.2.2.1 VIN number must be provided fourteen (14)

calendar days prior to delivery to Fleet Management Division.

6.1.2.2.2 Delivery Order or Purchase Order number must be

provided with VIN Number.

6.1.3 The following State Agencies require Forty-Eight (48) hour advance notice prior to delivery:

Division of Highways West Virginia State Police Division of Natural Resources Higher Education (Colleges) Division of Forestry Elected Officials

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Vendor shall pay liquidated damages in the amount of .5% (.005) of the agency’s purchase requisition amount for delivery delays beyond 120 calendar days. This amount will be assessed daily until order is completed in full. The liquidated damages only apply when the vendor does not notify the agency to arrange shipping prior to the 120 days required.

Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any Agency seeking to obtain items from a third party under this provision must first obtain approval of the Purchasing Division

6.3 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B.

destination to the Agency’s location. Vendor must include the cost of standard order delivery charges in its bid pricing/discount and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice. The Vendor may add a supplementary per mile charge for delivery to locations other than West Virginia Surplus Property and should provide this information in the “Options” section of each vehicle class pricing page.

6.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor must either make arrangements for the return within five calendar (5) days of being notified those items are unacceptable or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. All returns of unacceptable items shall be F.O.B. the Agency’s location.

The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

7. VENDOR DEFAULT:

7.1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this

Contract.

7.2.3 Any other remedies available in law or equity.

8. MISCELLANEOUS:

8.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

8.2 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports in accordance to Specification 3.1.1.10, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

8.3 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: _________________________

Telephone Number: _________________________

Fax Number: ______________________________

Email Address: ____________________________