ITB_for_Mobile_Offices_-_Final_2.3.25.pdf

Mobile Office Units – Tennessee Department of Correction (TDOC)

The State of Tennessee Department of General Services is seeking bids for the procurement of two (2) Recreational Vehicles (RV)- style mobile office units. These self-contained and fully equipped vehicles shall adhere to specified dimensions, feature needed specifications, and comply with safety standards while offering a comfortable and efficient office environment for three (3) adult persons. Target delivery date for the fully operational vehicle is twelve (12) months or a period of time agreeable by the State.

Vehicle Specifications for the two Mobile Office units are below. Both units shall have the same layout.

1. Vehicle Type:

• The mobile office unit shall be on a Class C Ford-E-450 or larger (or equivalent brand) frame. . It shall not require a Commercial Driver’s License (CDL) to operate. The mobile office unit shall be new, 2024 or later, including the engine and chassis.

• Engine: The vehicle shall be equipped with a gasoline engine large enough to support the operation of the vehicle.

• Transmission: The vehicle shall have an automatic transmission for ease of operation and maneuverability

• Chassis: 16G for up to 14,500lbs.

2. Size and dimensions:

• Length: The vehicle shall have a length between 26 and 28 feet to ensure maneuverability and accessibility.

• Width: The width shall be designed to meet road regulations while accommodating the necessary office equipment.

• Height: The vehicle shall comply with the standard height restrictions for road clearance and bridge passage.

3. Exterior Features:

• External Awning: The mobile office units shall be equipped with an external awning rail with manual pull to provide shelter and protection from the elements when the unit is deployed for services.

• Backup Camera: A backup camera shall be installed to enhance safety and assist in maneuvering the vehicle in reverse.

• Safety Features: Porch light and exterior mirrors and exterior cameras on the side of the unit to ensure visibility for safety purposes. The entrance step shall be electric with assist handles. The unit shall be equipped with an electric leveling jack.

• Communication: The unit shall be equipped with a radio/rear-view monitoring system to include radio antenna and speakers.

• Compartment: The exterior shall have a battery compartment and underbody lockable storage compartments with lighting for visibility.

4. Generator and Electrical:

• A reliable generator (Onan 7kw-Gas or equivalent) shall be installed to provide power, lighting, HVAC system, and all electrical needs within the unit to ensure functionality in various settings.

• The vehicle shall have both interior and exterior electrical outlets to support the operation of the unit for charging devices and electrical needs in at least three (3) meeting areas and one (1) counter area.

• Shoreline and Transfer Switch: The vehicle shall be equipped with a shoreline and a transfer switch to allow for seamless transition between generator power and external power sources when available, providing flexibility and ensuring a reliable power supply.

5. Heating, Ventilation, and Air Conditioning (HVAC) System:

• The mobile office unit shall have a dedicated HVAC system capable of providing adequate heating, ventilation, and air conditioning to maintain a comfortable and controlled environment within the unit.

• There shall be a roof mounted single ducted Coleman Mach 8 Roughneck or equivalent – 15,000 BTU with heat strip. There shall also be multi-speed reversible vent with cover with a total of 3 floor mounted ducts and registers.

• Webasto furnace air top EVO 55 (or equivalent) using gasoline to provide heat needed.

6. Interior Layout and Equipment:

• HF Interior or equivalent walls shall be seamless fiberglass with window sidewall over 30 inches with four windows on both driver and passenger side and one window at the backwall.

• 110/15-amp brass interior duplex outlet shall be installed with 50-amp service and 80-amp charger/converter with wiring. This unit shall also need a transfer switch with automatic ATS

100. The Shore 50-amp power cord shall be 36 inches for ensuring ample amount of power.

• Private Office at Rear shall include one (1) fold-down small desk with a rounded edge that is sized to fill space allowable and not impede walkway, two fixed benches with padded seats, one glass and aluminum pocket door, one wall for private office availability, and an electrical outlet for needed office materials/equipment.

• Open Office at Driver Side includes two wall-mounted desk tops with leg support, four fixed bench seats with padding, one wall partition, and two available electrical outlets.

• Kitchen at Passenger Side shall be equipped with four overhead cabinets to include lighting, one mini fridge sized between 3.3 cubic feet and 4.5 cubic feet, one (1) fold-down bench with padding, and one countertop.

• The unit shall need to be equipped with a front overhead cabinet to include interior light 8” –

12 VCD LED.

7. Safety and Compliance:

• The mobile office unit shall comply with all applicable safety regulations, codes, and industry standards. Unit shall be equipped with seat belts and seat pedestal on side only.

• Adequate fire safety measures, including at minimum two (2) smoke detectors and two (2) carbon monoxide alarms, shall be incorporated to ensure early detection and response to potential hazards.

• The vehicle shall include at least a 5lb fire extinguisher mounted inside the unit.

8. Logos/Graphics/Vehicle Wrap:

• The vehicle shall feature the logos or graphics specified by the State. The State shall provide the necessary logo/graphic to be featured on the mobile office unit following the issuance of a purchase order. The Contractor shall collaborate with The Tennessee Department of Corrections

(TDOC) to design the vehicle wrap and ensure appropriate logo placement, following the department's branding guidelines and achieving a cohesive visual representation of the mobile office unit.

9. Additional Requirements:

• We are requesting a time frame of twelve (12) months for the unit to be ready for use with all needed specifications.

• Submission of Drawings: Respondents shall submit drawings or blueprints of the proposed mobile medical unit along with their proposals. These drawings shall include floor plans and specifications for all installed equipment and facilities.

• Warranty: The Contractor shall provide a comprehensive warranty for the mobile office unit, covering all components and systems, including but not limited to the vehicle structure, equipment, HVAC system, electrical systems, and interior fixtures. The warranty shall meet or exceed the industry standard time/mileage for warranty expiration.

• Delivery: Delivery shall consist of the two mobile office units, the invoice, and the original Manufacturer’s Statement of Origin. Delivery shall be made to Vehicle and Asset Management (VAM), 6500 Centennial Blvd., Nashville, TN 37243 on or before the twelve (12) month time delivery time frame date. The delivery point of contact shall be Scott Shinnaberry at 615-532- 9005 or Scott.Shinnaberry@tn.gov or the appropriate contact as provided by the State.

• TDOC Point of Contact. The designated points of contact for the contractor shall be Julie Daugherty at 615-289-5526 or Julie.Daugherty@tn.gov. If the point of contact changes, TDOC shall notify the contractor as soon as possible. The Contractor shall coordinate all communication, progress updates, and inquiries with the respective points of contact as provided.

• Interior Window Treatment: treated windows laminated valance with roll/pull shade.

mailto:Scott.Shinnaberry@tn.gov mailto:Julie.Daugherty@tn.gov