LCOG SDS RFQ Mobile Outreach Vehicle 2024.pdf

RFQ Mobile Outreach Vehicle March 2024 1

Lane Council of Governments

Senior & Disability Services Division March 2024

REQUEST FOR QUALIFICATIONS FOR:

ACQUISITION OF A MOBILE OUTREACH VEHICLE

RESPONSE DUE: Friday, April 12th, 2024 by 4:00pm PST

Submit one (1) electronic copy to:

Marisa Andrews, Contracts Manager mandrews@lcog.org mailto:mandrews@lcog.org

RFQ Mobile Outreach Vehicle March 2024 2

CONTENTS

1.0 Introduction and Invitation

1.1 Introduction

1.2 Specifications – Mobile Outreach Vehicle

1.3 Response Due Date, Delivery Requirements, Instructions

1.4 Inquiries

1.5 Evaluation and Selection Process

2. Requirements, Conditions, Contracting Process

2.1 Proposals Subject to Oregon Public Records Law

2.2 Insurance

2.3 RFP Addendums

2.4 Rejection of Proposals

2.5 Proposal Appeal

2.6 RFQ Timetable

2.7 Procurement Method and Contracting Process

3. Preparation and Format of Proposal

3.1 Proposal Instructions

Attachment A: Mobile Outreach Vehicle RFQ Scoring

Attachment B: Statement of Assurance

RFQ Mobile Outreach Vehicle March 2024 3

1.0 INTRODUCTION AND INVITATION

1.1 INTRODUCTION

Senior & Disability Services (S&DS), a division of the Lane Council of Governments (LCOG), seeks Statements of Qualifications from qualified entities to provide for a purchase of one (1) mobile outreach vehicle. Based upon the responses received to this Request for Qualifications (RFQ), S&DS intends to contract with a Provider for a one-time purchase.

LCOG is a voluntary association of local governments in Lane County, Oregon and headquartered in Eugene, Oregon. The S&DS division provides various types of Federal and State funded assistance to older adults and people with physical disabilities throughout Lane County, Oregon. S&DS serves as the local Area Agency on Aging (AAA) in Lane County. As the area’s AAA, S&DS administers Older Americans Act funded services to adults aged 60 and older.

S&DS has an immediate need to procure a Mobile Outreach Vehicle to reduce barriers to accessing social services to people living in rural locations, people in economic and social need, and economically disadvantaged people. The Mobile Outreach Vehicle will fill service gaps in Lane County, Oregon and provide access to vital social services, regardless of location.

The Mobile Outreach Vehicle will be outfitted as a mobile office space which will allow S&DS to travel to communities and provide its services to people within the vehicle itself.

The successful proposal to this RFQ will have a contract agreement. Upon selection and signing of a contract, a deposit of an agreed upon amount will be made and final payment within 30 days of delivery and inspection. Funding available for this time period and the work detailed in this RFQ is not to exceed two-hundred and fifty thousand dollars ($250,000.00).

Proposers are subject to the following pre-qualification criteria:

• Proposers must have the ability to deliver the vehicle within 365 days or other mutually agreed upon timeline from time of purchase order issuance.

• Proposers must have at least three (3) years of experience delivering customized specialty vehicles containing mobile workspaces.

• Award is subject to LCOG approval prior to purchase order issuance.

RFQ Mobile Outreach Vehicle March 2024 4

1.2 SPECIFICATIONS – MOBILE OUTREACH VEHICLE

Required and Preferred specifications for the Mobile Outreach Vehicle are listed herein.

Manufacturers’ names, trade names, brand names, or model numbers used in the specifications are for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive. Proposers will be considered for alternative brands that meet or exceed the quality of the specifications listed for any item. LCOG reserves the right to approve or reject any alternative brands proposed.

Required Specifications:

• Ford, Freightliner, or Mercedes chassis

• Model – Sprinter

• Body Style – 24’to 26’

• Transmission – Automatic

• Non-CDL

• 2-3 office workstations

• Lighting

• Seating

• Power Steering and Power Brakes

• Back up camera with monitor

• Interior wall outlets

Preferred Specifications:

• Awning

• Rear Entry Lift for Wheelchair access

• Air Conditioning and Heat

• Exterior Outlets

• Vehicle Wrap & Graphics

• Network jacks

• Storage – including cabinets for office space

• Power windows and locks

• Full size spare tire and jack

• Back up alarm

• Extended warranties drive train, bumper to bumper

• 2 sets of keys

• GPS

• Face to face office desk setting

• ADA workstations

Destination charge/delivery to Eugene, Oregon included. Additional requested information to include specifications, warranty, long-term maintenance package, and other additions.

RFQ Mobile Outreach Vehicle March 2024 5

1.3 RESPONSE DUE DATE, DELIVERY REQUIREMENTS, INSTRUCTIONS

1. Each Proposer will be presumed to be familiar with all federal, state, and local laws, ordinances, regulations, and policies that may affect the proposal and the vehicle to be delivered.

2. Each Proposer is strongly encouraged to carefully read all portions of this RFQ prior to completing Section 3.1.

3. A non-mandatory online Proposers Conference has been scheduled for Monday, March 18th, 2024 at 11:00am PST for potential proposers to ask questions regarding this RFQ.

a. Zoom Link:

https://us06web.zoom.us/j/82133385325?pwd=N21a2qTFT1JYgYlPbTTqgz6jT76 EnP.1

b. Meeting ID: 821 3338 5325

c. Passcode: 616540

d. Dial by your location: +1 253 215 8782 US

The Proposers Conference provides an opportunity to ask LCOG S&DS about completing the RFQ packet. Attendance is not mandatory. Proposers with questions concerning the RFQ should be prepared to reference the RFQ page number, section heading and paragraph, and to state their questions as concisely as possible. All questions not asked during this pre-proposal conference must be submitted by email to the address stated below no later than Friday, March 29th, 2024. Questions and answers derived from the Proposers Conference and those submitted by the Friday, March 29th, 2024, deadline, will be documented and sent to proposers no later than Wednesday, April 3rd, 2024. If a substantive clarification is in order, an addendum will be posted on OregonBuys no later than 72 hours prior to the proposal due date.

Questions received after March 29th, 2024, may not be able to be answered prior to the time that proposals are due.

All questions must be submitted in writing to: mandrews@lcog.org

4. Proposers are required to submit one (1) electronic copy.

5. All proposal materials must be received no later than Friday, April 12th, 2024, by 4:00pm PST. Submit via email to:

LCOG S&DS

Marisa Andrews, Contracts Manager mandrews@lcog.org https://us06web.zoom.us/j/82133385325?pwd=N21a2qTFT1JYgYlPbTTqgz6jT76EnP.1 https://us06web.zoom.us/j/82133385325?pwd=N21a2qTFT1JYgYlPbTTqgz6jT76EnP.1

RFQ Mobile Outreach Vehicle March 2024 6

Proposals received after this deadline will not be considered. Proposals must be in conformity with all requirements contained in this RFQ including attachments.

6. To be considered, proposals must be submitted electronically in accordance with all the following instructions:

a. Proposals must be submitted as an attachment to an email, submitted to the email address stated above.

b. The subject line of the email must clearly identify the submission as a response to this specific RFQ Mobile Outreach Vehicle

c. Proposals must be clearly typewritten in 12-point font, single spaced, single-sided, and on white paper, and

d. Unless otherwise stated in the Proposal Requirements, proposal documents may be submitted in PDF format only.

e. Proposals must be signed by an official authorized to bind the Proposer and must contain a statement to the effect that the proposal is firm for at least a period of one hundred and eighty (150) calendar days from the date of submission.

7. Proposal Format - Forms and order to be utilized in responding to this RFP include (Section 3.1):

a. Cover Page & Table of Contents

b. Summary

c. Company Background & Experience

d. Proposed Vehicle

e. Additional Options and Services

f. Client References

g. Additional Information

h. Summary of Pricing

8. Proposal Completion Instructions:

a. Within each section, the applicant's responses to the requests for plans and instructions are to be presented in the same order as they appear in Section 3.1.

Include each question or request for information.

b. Number all pages in consecutive order starting with the Cover Page as Page 1.

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c. Identify the applicant entity by name on each page of the application.

9. Any costs incurred in the preparation and submission of a proposal under this RFQ process is the sole responsibility of the Proposer.

10. By submitting a response, the Proposer acknowledges that they have read and understand the terms and conditions applicable to this RFQ and accepts and agrees to be bound by the terms and conditions of the solicitation, including the obligation to perform the scope of work and meet the performance standards.

S&DS reserves the right to modify this schedule at S&DS’s discretion. Proper notification of changes will be made to all interested parties.

11. Responses may be withdrawn at any time prior to the time proposals are due by a clear email message received at the same email address as the one to which proposals are submitted.

12. LCOG reserves the right to make an award without further discussion of the proposals submitted. Therefore, the proposal should be submitted on the most favorable terms the Proposer may offer.

13. LCOG reserves the right to consider proposals or modifications received after the date and time designated for receipt, and to negotiate with the selected proposer, should such action be in the best interest of LCOG.

14. LCOG intends to issue a Notice of Contract Award no later Monday, July 1st, 2024.

1.4 INQUIRIES

Inquiries concerning this procurement shall solely be directed to:

Marisa Andrews, S&DS Contracts Manager 1015 Willamette Street Eugene, OR 97401 Email: mandrews@lcog.org Phone: 541-682-4512

Only written communication made by LCOG S&DS shall be considered binding. Proposers are directed specifically to not contact any other LCOG staff other than the specified personnel

RFQ Mobile Outreach Vehicle March 2024 8 identified above regarding this RFQ. Unauthorized contact of any personnel may be cause for rejection of the Proposer’s RFQ proposal.

1.5 EVALUATION AND SELECTION PROCESS

LCOG requires Proposers to provide as much information as possible, including background, experience, and methods to be used to convey a strong understanding of products to be delivered and how the Proposer will accomplish the work detailed in this RFQ.

1. LCOG staff will review all Proposals received to determine if they meet required qualifications. Members of the LCOG S&DS Procurement and Monitoring Committee of the Senior Services Advisory Council, S&DS Program Manager, and the S&DS Division Director will serve as the Evaluation Committee. This Committee will review all conforming proposals. LCOG S&DS staff will provide technical assistance to the committee.

2. Proposals will be distributed to members of the Evaluation Committee. In submitting a proposal, each respondent agrees that S&DS may reveal any trade secret or other confidential materials contained in the proposal to S&DS staff, Advisory Council, and LCOG Board members for purposes of evaluation and ranking.

3. All Proposers who meet the required qualifications will be required to attend an oral interview on Wednesday, April 24th, 2024, via Zoom. After introductions, a presentation by the proposer will be allowed, limited to 15 minutes. This will be followed by an oral interview consisting of a question-and-answer period limited to sixty (60) minutes. The oral interviews will be scheduled between 9:00am and 4:00pm on Zoom at the link below:

a. Zoom Link:

https://us06web.zoom.us/j/86516865375?pwd=328aSu1ooTpbVCL2sV8unwUTr ahFAD.1

b. Meeting ID: 865 1686 5375

c. Passcode: 105434

d. Dial by your location: +1 253 215 8782

Proposers will be notified of its appointment time no later than 5:00 p.m. on Tuesday, April 16th, 2024.

https://us06web.zoom.us/j/86516865375?pwd=328aSu1ooTpbVCL2sV8unwUTrahFAD.1 https://us06web.zoom.us/j/86516865375?pwd=328aSu1ooTpbVCL2sV8unwUTrahFAD.1

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4. The Evaluation Committee will use a numerically weighted evaluation process for scoring each section of the proposal (see Attachment A). Proposals, supporting information, and references will be reviewed and scored with the following maximum percentages applied to each section:

Company Background & Experience 25% Proposed Mobile Outreach Vehicle 35% Pricing 30% References 10%

5. The Evaluation Committee will forward results and recommendations from the evaluation process to the Senior Services Advisory Council for review. In making recommendations to the Senior Services Advisory Council, the Evaluation Committee will:

a. Recommend the acceptance of one proposal as presented;

b. Recommend the conditional acceptance of one proposal with the provision that any "Special Conditions of Award" are met by the Provider; or

c. Recommend the rejection of all proposals and the re-initiation of a Request for

Proposal process.

6. The Senior Services Advisory Council will deliberate and forward final recommendations to the LCOG Board of Directors for a final decision.

2. REQUIREMENTS, CONDITIONS, CONTRACTING PROCESS

2.1 PROPOSALS SUBJECT TO OREGON PUBLIC RECORDS LAW

Statements submitted for this RFQ will become public records under Oregon law and, at the conclusion of the contract process, will be subject to disclosure to any person or organization that submits a public records request. Statements will not be released until either a notice of intent to award has been issued or the contracting process has been cancelled. Respondents are required to acknowledge that any statement may be disclosed in its entirety to any person or organization making a records request, except for such information as may be exempt from disclosure under the law.

Each respondent must clearly identify all information included in its submission that is claimed to be exempt from disclosure. If LCOG receives a records request, including subpoena, covering information the respondent believes is covered by an applicable public

RFQ Mobile Outreach Vehicle March 2024 10 records exemption, it is the respondent’s responsibility to defend and indemnify LCOG for any costs associated with establishing such an exemption.

2.2 INSURANCE

Respondent must carry Commercial General Liability insurance with a combined single limit, or the equivalent, of not less than $2,000,000 each occurrence for Bodily Injury, Death, and Property Damage. The coverage shall include personal injury liability, products and completed operations. Coverage shall be written on an occurrence basis. Proof of insurance is due at the time of contract award.

2.3 RFP ADDENDUMS

S&DS may issue an addendum to modify or add to the terms of this RFQ, or to change the due date for proposals. Any addendum will be issued by S&DS in writing on OregonBuys not less than 72 hours prior to the deadline for receipt of responses. Requirements or clarifications contained in any addendum must be included in proposals submitted and will become part of any resulting contract.

2.4 REJECTION OF PROPOSALS

1. LCOG may reject any response not in compliance with all prescribed proposal procedures, requirements, rules, or laws, and may reject for good cause any and all responses upon LCOG’s finding that it is in the public interest to do so. LCOG may also waive any minor informalities or irregularities in any response.

2. Any attempt to influence members of the evaluation committee, staff, Advisory Council, Board of Directors or otherwise affect the outcome of the contract award, outside of the process provided in the RFQ, shall be grounds for disqualification.

3. Failure to submit all information and materials in the required and prescribed format may be grounds for disqualification of the proposal.

2.5 PROPOSAL APPEAL

LCOG shall provide notice of its decision to award or reject to all Proposers by email and standard mail. If Proposers wish to appeal a decision of award, they must file a formal written appeal with LCOG no later than Wednesday, July 10th, 2024, at 4:00 P.M PST. The notice of protest must be either hand delivered to LCOG’s contact listed in this RFP, or sent via certified

RFQ Mobile Outreach Vehicle March 2024 11

U.S. mail, return receipt requested. Failure to file an appeal by the deadline specified herein shall constitute a waiver of all rights to protest LCOG’s decision regarding the award.

2.6 RFQ TIMETABLE

The timetable for the solicitation and review of proposals will be as follows:

Item in RFP Process Date Location RFQ Posted in OregonBuys Friday, March 1st, 2024 Proposers Conference at 11:00am PST

Monday, March 18th, 2024 Zoom Meeting

Deadline for Questions/Clarifications

Friday, March 29th, 2024

Written Responses to questions, and or/ any necessary addendum to RFQ, sent to Respondents

Wednesday, April 3rd, 2024

Proposals Due from Respondents by 4:00pm PST

Friday, April 12th, 2024

Notify Proposers of interview appointment times by 5:00pm PST

Tuesday, April 16th, 2024

Oral Interviews with Proposers

Wednesday, April 24th, 2024 Zoom Meeting

LCOG S&DS Advisory Council Recommendation

Friday, May 17th, 2024

LCOG Board of Directors Decision on Contract Award

Thursday, June 27th, 2024

Notice of Award of Contract Monday, July 1st, 2024 Appeals deadline by 4:00pm

PST

Wednesday, July 10th, 2024

Appeals Hearing Conducted by 5:00pm PST

Tuesday, July 16th, 2024

Appeals Decision by 5:00pm

PST

Monday, July 22nd, 2024

Contract documents released to Awardee*

Wednesday, July 31st, 2024

* Payments shall be made upon signing of contract. A deposit of an agreed upon amount will be made and final payment within 30 days of delivery and inspection.

RFQ Mobile Outreach Vehicle March 2024 12

2.7 PROCUREMENT METHOD AND CONTRACTING PROCESS

LCOG is conducting this RFQ pursuant to LCOG’s Public Contracting Rules located at:

public_contracting_rules_2020.pdf (lcog.org)

LCOG seeks proposals that will enable LCOG to determine which respondent will best meet LCOG’s needs. LCOG expects this RFQ will result in a single contract with a single entity. The successful Proposer must fully indemnify LCOG. Such indemnification will be documented in the contract documents.

No formal proposal opening will occur in connection with this procurement.

3. PREPARATION AND FORMAT OF PROPOSAL

3.1 PROPOSAL INSTRUCTIONS

In order to facilitate the analysis of responses to this RFQ, Proposers are required to prepare their proposals in accordance with the instructions outlined in this section.

Proposals should be prepared as simply as possible and provide a straightforward concise description of the Proposer’s capabilities to satisfy the requirements of the RFQ. Proposals should be no longer than 15 pages, excluding table of contents and cover sheets. Emphasis should be on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. The proposal should be organized into the following major sections:

Section Title

Cover Page Table of Contents

1.0 Summary

2.0 Company Background & Experience

3.0 Proposed Vehicle

4.0 Optional Options and Services

5.0 Client References

6.0 Additional Information

7.0 Summary of Pricing

Instructions relative to each part of the response to this RFQ are defined in the remainder of this section.

https://www.lcog.org/sites/default/files/fileattachments/regional_technology_services/page/33603/public_contracting_rules_2020.pdf

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1. SUMMARY: (Section 1.0).

Proposers must provide a description of proposer’s customer service and support policies, the name of account manager who will work directly with LCOG to manage the vehicle purchase and maintain responsibility over the process from beginning to end. A description of proposer’s process for delivering specified vehicle(s) within the required two hundred and forty (365) days or other mutually agreed upon timeline from time of purchase order issuance should also be included.

2. COMPANY BACKGROUND: (Section 2.0).

Proposers must provide, at a minimum the following information about their company so that LCOG can evaluate the Proposer’s stability and ability to support the requirements set forth in the response to the RFQ. LCOG, at its option, may require a Proposer to provide additional support and/or clarify requested information.

The Proposer should outline the company’s background and experience including:

a. How long the company has been in vehicle sales business.

b. A brief description of the company’s size, organization, and geographic areas served.

c. How long the vehicle or service has been provided by the company.

d. Experience with vehicle conversions to functional office spaces.

e. Any prior sales experience with LCOG.

f. Proposers’ annual vehicle sales volume.

3. PROPOSED VEHICLE(S): (Section 3.0).

The Proposer must present, in detail, features and capabilities of the proposed vehicle and any additional vehicle information added for consideration. This should include the Required Specifications and any Preferred Specifications from Section 1.2 in the description of the proposed vehicle. Photos and floorplans of the proposed vehicle should be included. Proposer should document customizable options in this section, such as walls, countertops, and ceilings.

The Proposer should also explicitly state the name of any third-party products or services that are part of the proposed solution to LCOG’s list of requirements. For each third-party product there should be a statement about whether the Proposer’s contract would encompass the third-party product and/or whether LCOG would be required to contract on its own for the product.

RFQ Mobile Outreach Vehicle March 2024 14

4. OPTIONAL DEVICES AND SERVICES: (Section 4.0).

Include a description of the products, features, services, or other value-added components made available in the proposal. Consideration of these product features or other value-added components will be given where these may be of value to the overall objective of the Mobile Outreach Vehicle. Additional requested information to include specifications, warranty, graphics package, GPS, long-term maintenance package, and other additions. Training on how to properly operate the vehicle once the project is complete should be included in this section, if applicable.

5. CLIENT REFERENCES: (Section 5.0).

Proposers should provide a list of at least three other entities with contact information, including government entities if applicable, utilizing the proposed systems and devices in a live status for at least one year.

6. ADDITIONAL INFORMATION: (Section 6.0).

Proposers may use this section to include additional information about their products and services not covered in other sections of the proposal.

7. SUMMARY OF PRICING: (Section 7.0)

This should consist of a summary document which includes all applicable prices, fees, and taxes for the purchase of a fully outfitted mobile outreach vehicle. A basic description of the vehicle, services, additional options, devices offered, and delivery costs (if applicable).

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ATTACHMENT A: MOBILE OUTREACH VEHICLE RFQ SCORING

Company Background & Experience 25% Proposed Mobile Outreach Vehicle 35% Pricing 30% References 10%

The above areas will be scored as follows:

1. Company Background & Experience

a. Qualifications, Expertise, and experience of the company for this project

b. Project Team and Support personnel qualifications and expertise

c. Relevant previous projects

d. Operational Processes

e. Technical Capabilities

2. Proposed Mobile Outreach Vehicle

a. Project Understanding and Project Approach

b. Required Qualifications identified

c. Preferred Qualifications identified

d. Photos, drafts included

e. Ability to provide additional options and services

3. Pricing

a. Cost of Required Specifications

b. Line items for Preferred Specifications, as applicable

c. Thoroughness and clarity of pricing proposal

d. Reasonableness of costs

e. Other Options included in pricing proposal

4. References & Proposal Submission

a. Client References

b. Customer Satisfaction

c. Adheres to RFP Requirements

RFQ Mobile Outreach Vehicle March 2024 16

ATTACHMENT B: STATEMENT OF ASSURANCE

The undersigned attests that:

1. They have the authority and responsibility to submit a proposal and to represent their company in all phases of this process, including final contract authorization.

2. They, or the delegated representative, have read the contents of this Proposal packet;

3. The information provided is true and accurate to the best of their knowledge;

and

4. They understand any false or substantially incorrect statements may disqualify this proposal from further consideration or be cause for termination of any future contract.

In addition, to verify the legal authority to contract, the following proofs will be submitted to LCOG prior to the development of any contract resulting from this Application:

1. Copy of corporate certificate;

2. State of Oregon and IRS tax numbers and status;

3. Copy of certification of an EEO/Affirmative Action Employer;

4. Copy of license to do business in Oregon.

Certification of Compliance with Tax Laws. The undersigned certifies that, to the best of Proposer's knowledge and under penalty of perjury, Proposer has complied with Oregon tax laws in the period prior to the submission of this proposal, including:

(a) All tax laws of the State of Oregon, including but not limited to ORS 305.620 and ORS chapters 316, 317, and 318,

(b) Any tax provisions imposed by a political subdivision of this state that applied to Proposer or its property, goods, services, operations, receipts, income, performance of or compensation for any work performed, and

(c) Any rules, regulations, charter provisions, or ordinances that implemented or enforced any of the foregoing tax laws or provisions.

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This proposal is firm for a period of at least one-hundred eighty (150) days from submission.

Signature Date

Printed Name and Title