FSA26EQU24.0_Response_to_Requests_for_Clarification.pdf

FSA26-EQU24.0: Equipment

Requests for Clarification Bidder Questions & FSA CPP Responses

1. I did not attend the Mandatory Pre-Bid Meeting, nor did any representative for my company.

Can I still participate in the solicitation for FSA26-EQU24.0?

A. Interested bidders who did not attend the Mandatory Pre-Bid Meeting on July 14, 2026 must request and submit a fully executed Pre-Bid Waiver prior to the bid system opening on July 31, 2026. Requests should be sent via email to CPP@flsheriffs.org.

2. There is only one document listed for FSA26-EQU24.0-ITB, the bid announcement. Where can I find additional bid documents including terms and technical product requirements. Thank you for your help.

A. The final bid documents will be available when the solicitation opens for bid on July 31, 2026 in the "Documents" section of the bid solicitation page in VendorLink.

3. Where do I upload the exception request that I have?

A. Exception requests should be uploaded with the bid package when the solicitation opens. Further clarification can be provided in writing to CPP@flsheriffs.org.

4. May State agencies procure vehicles off this contract?

A. Awarded bid Contract pricing, will be extended and guaranteed to the Florida Sheriffs Association, any unit of local government, political subdivision, or agency of the State of Florida(“State”). This includes, but is not limited to counties, municipalities, sheriffs’ offices, clerks, property appraisers, tax collectors, supervisors of elections, school boards or districts, water management districts, other special districts, police and fire departments, emergency response units, state universities and colleges, or other state, local or regional government entities within the State of Florida. Eligible Purchaser also includes all Eligible Users as defined in Rule 60A-1.001(4) Florida Administrative Code (“F.A.C.”). In addition, awarded bids can be extended and guaranteed to other entities, which can include out-of-state sales, in accordance with Vendors’ individual Manufacturers’ agreements. Vendors that wish to extend the Contract pricing to entities other than those defined here are governed by their Manufacturers’ agreements and must agree to the Terms and Conditions.

5. Will FSA accept self-insurance policies in lieu of insurance requirements or gaps in insurance requirements?

A. FSA will consider evidence of self-insurance on a case-by-case basis. Vendors requesting an exception should clearly identify the applicable insurance requirement(s), provide mailto:CPP@flsheriffs.org mailto:CPP@flsheriffs.org documentation demonstrating their self-insurance program, and explain how it provides equivalent coverage. Acceptance of self-insurance is at FSA's sole discretion. Gaps in required coverage that are not supported by an approved self-insurance program will not satisfy the solicitation requirements.

6. Is there a recording of the mandatory meeting to refer back to it?

A. A recording of the pre-bid meeting held July 14, 2026 was provided via email to interested bidders. The recording is available for review by using this link:

https://flsheriffs-org.zoom.us/rec/share/omO7n4SsFVT4DCctd16nFwAWUpwSWeNJzuKttEkyC8oNrzghaX _xLTeO35SnMnsj.e8Xq7B8CwGDoD43V. Please use the following password when prompted: eTt4h@^&.

7. For a base model upgrade or downgrade that only provides factory installed feature differences and not vendor installed options, are we still able to only show the cost difference between the base model and the upgrade/downgrade without showing the percentage difference, like we have been doing for years? For example: base model XXX is $10,000, and an upgraded model XXX2 is an upgrade cost of $1,000 bringing the total to $11,000 (no percentage listed).

A. For base model upgrades/downgrades (factory-installed feature differences only), yes. If the option is simply an upgrade or downgrade to the Manufacturer's base model (for example, moving from Model XXX to Model XXX2), you may continue to identify the upgrade by its dollar amount (or credit amount) from the base item. It is still beneficial to demonstrate a percent discount from MSRP for purchasers, as a discount must be offered and many need documentation of the discount offered for their internal approvals and records.

8. For vendor installed options (from the base model manufacturer): Are we able to show installation costs separately from the uninstalled price? There are many instances where the cost of installation is either higher than the item itself, or the installation costs and the item costs combined bring the selling price higher than manufacturers list price. And for these same options, are we able to specifically list option models with a price only, and other available options at a percentage off of manufacturers list price?

A. The Terms and Conditions distinguish between factory-installed and vendor-installed options. For vendor-installed options, Section 2.11 requires bidders to provide a price for each option and a percent above cost for other (non-factory) options.

Accordingly:

Installation costs may be reflected as part of the option pricing if that is how your pricing is structured.

However, the bid must still provide the required pricing information, including the https://flsheriffs-org.zoom.us/rec/share/omO7n4SsFVT4DCctd16nFwAWUpwSWeNJzuKttEkyC8oNrzghaX_xLTeO35SnMnsj.e8Xq7B8CwGDoD43V https://flsheriffs-org.zoom.us/rec/share/omO7n4SsFVT4DCctd16nFwAWUpwSWeNJzuKttEkyC8oNrzghaX_xLTeO35SnMnsj.e8Xq7B8CwGDoD43V https://flsheriffs-org.zoom.us/rec/share/omO7n4SsFVT4DCctd16nFwAWUpwSWeNJzuKttEkyC8oNrzghaX_xLTeO35SnMnsj.e8Xq7B8CwGDoD43V applicable percent above cost for vendor-installed options. Section 3.11 also requires vendor-installed options to comply with the manufacturer's installation specifications, disclose the make and model of the product being installed, and disclose any warranty differences.

If there are specific options where installation exceeds the cost of the product itself, you may identify the installation cost separately for clarity, provided the total option pricing remains consistent with the Contract's pricing methodology and the required percent above cost is included. Likewise, if certain commonly purchased options are listed with fixed prices while others are offered as a percentage from the manufacturer's published pricing, that approach is acceptable so long as each option complies with the pricing requirements in Section 2.11 and provides the information necessary for purchasers to determine the final price.

9. Please confirm that the Item Bid Price is for the equipment only and does not include installation. Installation requirements vary significantly from one customer location to another, as each job site has unique conditions, site constraints, and installation requirements that can substantially affect labor, equipment, travel, and overall installation costs. As a result, installation pricing is typically quoted separately on a project-by-project basis. Please confirm that this approach is acceptable under the bid requirements. Is there a specific section of the bid response where bidders are required to explicitly state that installation is not included?

A. Installation is not a component of the bid and should be coordinated by the vendor and purchaser. Per Terms and Conditions, Section 2.10:

i. Items should reflect the most complete price and be below MSRP and at a minimum should cover the cost of the item or option bid.

ii. Prices quoted in the bid submission should reflect the final amount the Bidder can expect to receive for payment for the items bid for the duration of the Contract, unless otherwise provided in the Contract.

iii. Prices must be inclusive of all the components included in the FSA Base Specification.

iv. Prices bid must include the administrative fee the FSA CPP charges to administer the Contract, as outlined in these Terms and Conditions. The administrative fee is three quarters of one percent (.75%).

v. Prices bid must be at least cost, be Free on Board (“FOB”) destination, and must include delivery to the Purchaser.

Bidders may include a note to address installation in their build sheets.

10. Please confirm that current awarded vendors are not required to submit customer references as part of the Bidder Qualifications Packet.

A. Interested bidders who are currently awarded on the contract are not required to provide references in the “References” section of the Bidder Qualification Packet.

However, please note that all interested bidders, including bidders currently awarded on the contract, must submit a fully executed and notarized Bidder Qualification Packet.

There will be a check box under “References” to indicate whether or not the bidder is currently an FSA awarded vendor.

11. Please confirm whether the Parts Pricing Sheet may be submitted after contract award or at any time during the contract term, rather than as part of the initial bid submission.

A. Yes, Repair and Replacement Parts Pricing Sheets may be submitted after contract award. Per Terms and Conditions, Section 3.14: Bidders and/or Vendors, as applicable, may include parts pricing sheet with the bid submission or following award.

12. Vehicle lift manufacturers typically publish List Price rather than MSRP. May bidders use the List

Price in the Option Pricing Template in place of MSRP and provide the corresponding percentage discount from the List Price?

A. Yes, bidders may use MSRP or Published List Price, based on whichever is their industry standard. The Options Template will be provided in the bid system when it opens on 7/31/2026. It is intended for bidder use or to provide guidance on options sheet design.

Bidders do not have to use the template and may edit the template to best fit their options offerings. Bidders may review options pricing requirements in the Terms and Conditions in Section 2.11, 3.10 and 3.11.

13. For model upgrades, should the pricing reflect only the incremental cost between the base model and the upgraded model? For example, if the base model has a List Price of $12,000 and the upgraded model has a List Price of $14,000, should the $2,000 price difference be entered in the MSRP/List Price column?

A. It will be up to the bidder to decide whether they want to list the cost of the upgrade in full or as an incremental cost increase between the base model and the upgraded model. Either is acceptable. If awarded, please ensure that quotes align with the way the upgrade is listed on the options sheet.

14. Please provide the information to be displayed as Certificate Holder. Name and Full address.

A. Bidders may list FSA as the Certificate Holder on the Certificate of Insurance (COI).

Florida Sheriffs Association 2617 Mahan Drive Tallahassee, FL 32308

Specific insurance requirements can be found in the Terms and Conditions, Section 2.03.

15. Can suitable cab & chassis be offered as optional equipment for this body (refers to Sewer

Cleaner: Combination Sewer Cleaning/Vacuum Machine Body - 10 cu yd)?

A. No, cab & chassis vehicles may not be available as an option. That circumvents the contract award for the FSA25-VEH23.0 Heavy Trucks and Buses contract. Awarded vendors in this category may work with awarded vendors on the FSA25-VEH23.0 contract to offer purchasers a completed product.

16. Do the "Options" also need to be approved, or just submitted during Bid Opening, per 2.12 Bid Submission?

A. Options sheets are to be uploaded in the VendorLink Bid System for each item bidders want to offer additional components and configurations. See below from the Pre-Bid presentation:

17. Would it be possible for the primary contact to be a group email rather than a single individual?

As a large organization, we have several authorized representatives who can sign on behalf of the company, but they may not always be the right people to handle the day-to-day requests associated with the bid.

A. Bidders may use a group email address but must still designate a primary contact and a secondary contact in the Bidder Qualification Packet. The primary contact listed in the Bidder Qualification Packet must be someone who is authorized to sign on behalf of the bidder’s company. Award letters, disqualification letters, and contract signature pages (via Docusign), will all be addressed to and sent to the primary contact listed.

18. Has there been a deadline passed already that would not allow a new vendor to participate in this bid? A representative was at the mandatory meeting and signed in. I wasn’t sure if there was a deadline to sign up as a planholder or something in VendorLink. I did not see on the bid calendar.

A. If an interested bidder attended the Mandatory Pre-Bid Meeting and there is an approved item on the Contract Item List that they can bid on, the bidder is in good standing to participate in the solicitation.

The FSA26-EQU24.0 bid is not “Invitation Only”. Therefore, any Planholders listed are registered users in VendorLink that have downloaded a document from the bid (the ITB Notice). Planholders can be added up until the contract item list is uploaded. It is not required for bidders to be a Planholder and it should not affect interested bidders’ ability to find the solicitation in VendorLink.

19. In reading 2.11 option pricing, we can include in the price the labor to install the option if there is additional labor to install this option, correct? Some of the add options to the base units may take 4 plus hours to install and cannot be included in the base option price. Am I reading this correctly?

A. Yes. Terms and Conditions, Section 2.11: Bidders must provide a price for each option in addition to a percent below MSRP for factory-installed options or a percent above cost for other options. Additionally, option pricing is to include all labor associated with the option and that labor should not be listed separately within the bid. If an option requires additional labor to install, that labor should be included in the option price rather than quoted as a separate charge. Terms and Conditions Sections 3.10 and 3.11 provide additional guidance regarding factory-installed and vendor installed options.