Leased_Police_Vehicles_(Addendum_#2_Revision).pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP25-0029

LEASED POLICE VEHICLES

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

LEASED POLICE VEHICLES

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. PRE-PROPOSAL CONFERENCE

6. PROPOSAL DUE DATE AND TIME

7. PROPOSAL PREPARATION AND FORMAT

8. REQUIRED PROPOSAL SUBMITTALS

9. DELIVERY OF PROPOSALS

10. CONFORMANCE TO SOLICITATION

11. EVALUATION CRITERIA

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13. GENERAL TERMS AND CONDITIONS

14. ADDITIONAL INFORMATION

15. ADDENDUM TO REQUEST FOR PROPOSALS

16. APPLICABLE LAW AND APPEALS

17. CONTRACT

18. EXECUTION OF CONTRACT

19. AFFILIATED AGENCIES

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

21. RIGHT TO AUDIT RECORDS

22. FISCAL YEAR FUNDING APPROPRIATION

23. PUBLIC ENTITY CRIMES

24. PROMPT PAYMENT ACT

25. INVOICES

26. DISPUTE RESOLUTION

27. PROPOSER'S GUARANTEE

28. INSURANCE / PERFORMANCE BONDS

29. FLORIDA SALES TAX

30. DRUG-FREE WORKPLACE CERTIFICATION

31. AMERICANS WITH DISABILITIES ACT

32. RECIPROCAL LOCAL PREFERENCE

33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

34. FOREIGN CORPORATION

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

Leased Police Vehicles

37. LIVING WAGE POLICY

38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

39. SOFTWARE LICENSES

40. NON-DISCRIMINATION

41. GOVERNING LAW / VENUE

42. RECOVERED MATERIALS

43. PROHIBITION AGAINTS CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE

45. PRICING PROPOSAL

Attachments:

A - Exhibit 1-Contract

B - Exhibit 2-2022 Marked Ford Explorer with Partition

C - Exhibit 3-2022 Unmarked Ford Explorer

D - Exhibit 4- 2022 Marked Ford Explorer without Partition

E - Exhibit 5- 2022 Marked Ford F150 (Marked Unit)

F - Exhibit 7- GMC AT4_Yukon and Sierra-Unmarked Light Package

G - Exhibit 8- 2023 CHEVY TAHOE - Center console safe and trunk tuffy box_

H - Exhibit 9-2023 CHEVY EQUINOX - AIRPORT Marked with Decals

I - Exhibit 10-Weapon Mount

1. INTRODUCTION

1.1. Summary

The City of Orlando’s Procurement and Contracts Division, is soliciting proposals for

Leased Police Vehicles: Marked and Unmarked.

1.2. Contact Information

Direct inquiries to the following:

Varun Desai, CPP

Purchasing Agent III

400 S Orange Ave

Orlando, FL 32801

Email: varun.desai@orlando.gov

Phone: (407) 246-3874

Department:

Orlando Police Department

1.3. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date October 17, 2024 mailto:varun.desai@orlando.gov tel:(407)246-3874

Pre-Proposal Meeting (Non-

Mandatory)

October 28, 2024, 1:30pm

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhMmI0YWUtNGN mNy00Mzg3LWFlNTctZjQ3MjgyNDE4YzVi

%40thread.v2/0?context=%7b%22Tid%22

%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22bc8fa4c3-2723-4aeb-97fe-

4383f2126000%22%7d

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 429 073 58#

Question Submission Deadline November 11, 2024, 5:00pm

Proposal Submission Deadline December 5, 2024, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_Mzk3NWU3M2EtNWQ yNy00YmY4LWJlMjMtMmQ1ZjhlZGE2ZW

Ji%40thread.v2/0?context=%7b%22Tid%2

2%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22bc8fa4c3-2723-4aeb-97fe-

4383f2126000%22%7d

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID:450 737 010#

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhMmI0YWUtNGNmNy00Mzg3LWFlNTctZjQ3MjgyNDE4YzVi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhMmI0YWUtNGNmNy00Mzg3LWFlNTctZjQ3MjgyNDE4YzVi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhMmI0YWUtNGNmNy00Mzg3LWFlNTctZjQ3MjgyNDE4YzVi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhMmI0YWUtNGNmNy00Mzg3LWFlNTctZjQ3MjgyNDE4YzVi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhMmI0YWUtNGNmNy00Mzg3LWFlNTctZjQ3MjgyNDE4YzVi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhMmI0YWUtNGNmNy00Mzg3LWFlNTctZjQ3MjgyNDE4YzVi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhMmI0YWUtNGNmNy00Mzg3LWFlNTctZjQ3MjgyNDE4YzVi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhMmI0YWUtNGNmNy00Mzg3LWFlNTctZjQ3MjgyNDE4YzVi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Mzk3NWU3M2EtNWQyNy00YmY4LWJlMjMtMmQ1ZjhlZGE2ZWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Mzk3NWU3M2EtNWQyNy00YmY4LWJlMjMtMmQ1ZjhlZGE2ZWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Mzk3NWU3M2EtNWQyNy00YmY4LWJlMjMtMmQ1ZjhlZGE2ZWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Mzk3NWU3M2EtNWQyNy00YmY4LWJlMjMtMmQ1ZjhlZGE2ZWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Mzk3NWU3M2EtNWQyNy00YmY4LWJlMjMtMmQ1ZjhlZGE2ZWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Mzk3NWU3M2EtNWQyNy00YmY4LWJlMjMtMmQ1ZjhlZGE2ZWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Mzk3NWU3M2EtNWQyNy00YmY4LWJlMjMtMmQ1ZjhlZGE2ZWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Mzk3NWU3M2EtNWQyNy00YmY4LWJlMjMtMmQ1ZjhlZGE2ZWJi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-4383f2126000%22%7d solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a four (4) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for four (4) additional twelve (12) month periods or portions thereof, up to a cumulative total of ninety-six (96) months.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/orlando

4.1. PURPOSE:

The purpose of this specification is to establish the requirements of a Contract for the lease of marked and unmarked vehicles for use by the Orlando Police Department, and the Orlando Police Department Airport Division, equipped as specified herein. The vehicles may be leased on a two (2), three (3), or four (4) year basis for marked vehicles, and two (2) year basis for unmarked vehicles. All vehicles must be delivered as new, previously unused, current, or next model year vehicles.

4.2. SCOPE

A. The diversity of the lease fleet in terms of makes, models, types, trim levels, engine size, and drivetrain is significant to the City’s operational requirements; therefore, the selection of the actual units shall be at the City’s sole discretion, to ensure the intended diversity and ability to accomplish the Police Department’s mission. The Contractor shall assume the responsibility to furnish replacement vehicles at the end of a vehicle lease period. The City may make awards to multiple Contractors.

B. Selection of the vehicle makes, models, types, trim levels, engine size, and drivetrain shall be at the City’s sole discretion

C. Vehicle leases will be needed at varying times, as other leases, outside of this

Contract expire. The awarded Contractor will be given a schedule at the time of award.

D. After startup of the Contract, and during the course of the Contract, should the

Contractor be unable to provide a vehicle specified in this solicitation, a similar vehicle may be substituted, at the City’s sole discretion, at the price originally proposed.

E. A yearly mileage allowance of 25,000 miles shall be included in the lease rate for all vehicles. The Contractor shall clearly state the additional cost per mile, for miles exceeding the 25,000 mile threshold. The mileage allowance will extend proportionally for vehicles that are retained beyond their initial lease term.

F. The Contractor shall handle all equipment installation and uninstallation, registration, licensing and title work, and provide State of Florida license plates. Any vehicle operator issued a fine or a citation for an expired tag or registration related violation will be handled by the Contractor at no cost to the City.

G. Once a Contract has been awarded, any modifications to the Contract, such as the

Scope of Work or the Price Proposal, shall be made through an Amendment to the

Contract, executed by both parties.

4.3. CONTRACTOR LOCATION:

A. The Contractor shall provide a minimum of one (1) Contractor owned/operated location

(Location), located in a commercial or industrial zoned area, within a fifteen (15) mile radius of the Orlando Police Department Headquarters, located at 1250 W. South Street, Orlando, Florida, 32805. The Location shall be open Monday through Friday, from 8:00

AM through 5:00 PM, except for legal holidays, at a minimum. When the location is closed, the Contractor shall provide an on-call employee who will respond to the Location during holidays, and after-hours, for emergencies. The on-call employee must be able to provide a vehicle swap within 1.5 hours from being contacted by the Police Department’s Leased

Vehicle Program Manager or designee. Updated name(s) and mobile number(s) for the on-call employee(s) will be provided to the Leased Vehicle Program Manager via email, monthly. The City reserves the right to verify the compliance of the Location to the

Specifications prior to award of a Contract, or at any time during a Contract, at the City’s sole discretion. Failure to comply with the Specifications prior to award of a Contract, or at any time during a Contract, may result in rejection of a Response, or termination of a

Contract, at the City’s sole discretion.

B. The Location shall be able to provide vehicle delivery, trade-out, turn-in, and vehicle repair or drop-off for repair, at the Location; the pick-up and return of temporary replacement vehicles at the Location; and the pick-up of repaired vehicles, at the

Location, at a minimum.

C. The Location shall have up to twenty-five (25) unmarked vehicles equipped with emergency equipment as specified in this solicitation, available at any time, for use as a temporary replacement vehicle.

D. The Location shall be capable of providing minor repairs which can be performed in one (1) hour or less, at the Location. (e.g., oil changes, battery replacement, tire repair/replacement/rotation, vehicle light and emergency light repair/replacement, wiper blade replacement, or other services that customarily require one hour or less to complete). It is acceptable to subcontract oil changes and tire repairs, but the subcontractor shall meet the one (1) hour or less requirement, and the location requirement.

E. A list of any additional locations shall be attached to the proposal submittal. The list shall state the business name of the location, the address of the location, the type of services offered at the location, the relationship to the Contractor, and their understanding of the one-hour turnaround, at a minimum.

F. Work performed at any additional locations shall be paid through arrangement between the Contractor and the additional location. The City shall not be billed, or be required to be reimbursed for any work performed at any additional locations.

G. The Contractor shall be responsible for the delivery of vehicles to any location beyond the specified fifteen (15) mile radius, at no additional cost to the City, at the City’s sole discretion.

H. Vehicles requiring towing or road services (jump start, fuel, spare tire change etc.) will be serviced by the Contractor at no cost to the City, or the City will be reimbursed for those services when provided by the City. The Contractor will provide towing or road services for vehicles that require service or repair during an extended distance trip.

4.4. UNMARKED POLICE VEHICLES:

A. Vehicles shall be used for normal police investigative work, not for daily traffic enforcement.

B. Vehicles shall be a mixture of makes and models.

C. Exterior of the vehicles shall be dark colors such as, but not limited to: blue, green, gray, brown, black, etc., unless otherwise specified by the City.

D. Vehicles shall have four (4) doors, unless otherwise specified by the City.

E. Vehicles shall be equipped with air conditioning, automatic transmission, power steering, power anti-lock brakes, power windows, power door locks, power adjustable driver’s seat, Bluetooth hands free cell phone connection, manufacture's alarm system, bed liners for trucks, other standard accessories, factory installed back up sensors or cameras, and dark aftermarket window tint. The City shall specify the tint % on a vehicle-by-vehicle basis and the tint will include a sun visor strip (AS1 line tint) when requested, at no additional cost. The City may request full windshield tint (in addition to the sun visor line tint) on a case-by-case basis. The City will pay for full windshield tint, when requested.

F. Any stickers, signs, or other items that identify the vehicle as a lease vehicle shall be removed from the vehicle prior to delivery.

G. Vehicles shall come with two (2) sets of ignition and entry keys, and key fobs (as applicable).

H. The daytime running lamp system on vehicles provided shall be disabled, unless otherwise specified by the City.

I. The emergency lights and equipment for the unmarked vehicles will include two front visor emergency lights, at least two grill mounted emergency lights, at least four rear window (bottom or top) mounted emergency lights, at least one side mounted emergency light for each rear passenger door side window (or rear pilar side window), HG2 Side

Runner Lights (or similar) under both sides, wig-wag headlights and taillights (with added emergency lights if capable), siren(s), siren/light controller(s), public address system

(PA), firearm/rifle mount, and/or locking safe, and related equipment.

4.5. MARKED POLICE VEHICLES:

A. Vehicles shall be used for normal patrol work and traffic enforcement.

B. Marked Police Vehicles shall include, but not be limited to the following, Ford Explorer

Police Interceptor Utility, Ford F-150 Police Responder, F-150 SSV, Ford Expedition/Max

SSV, Dodge Durango Pursuit, Ram 1500 SSV, GM Tahoe PPV, Tahoe SSV, Silverado

PPV, Silverado LTD SSV, Traverse Special Service. Alternate vehicles may be used with

City approval.

C. Marked vehicles shall have a white exterior and be wrapped with Orlando Police

Department approved vinyl markings. There will not be any additional costs to the City for removal of the decals at the end of the lease.

D. Interior of the vehicles shall be the darkest color cloth front seats and vinyl rear seats available.

E. Marked Vehicles shall be equipped with air conditioning, automatic transmission, power steering, power anti-lock brakes, power windows, power door locks, adjustable driver seat, other standard accessories, alarm system, factory installed back up sensors or camera, and aftermarket window tint. The City shall specify the tint % on a vehicle-by-vehicle basis.

F. Vehicles shall have four (4) doors.

G. Vehicles shall have a driver’s side spotlight.

H. Vehicles shall come with three (3) sets of ignition and entry keys, and fobs (as applicable).

I. The standard equipment for the marked vehicles includes a front mounted push bumper, roof mounted emergency lights, multiple side-mounted emergency lights

(including side-mounted lights on the push bumper), wig-wag headlights and taillights, at least two front grill emergency lights, at least two rear mounted emergency lights, siren(s), siren/light controller(s), weapon mount, computer mount, and related equipment.

J. Some vehicles may have transport partitions installed. Vehicles with transport partitions are to be priced separately from vehicles without transport partitions. (See

Exhibits for reference).

K. See Exhibit “10” WEAPON MOUNT for weapon mount details. (Exhibits are provided for reference only)

4.6. EQUIPMENT INSTALLATION AND UNINSTALLATION:

A. The Contractor shall install the specified emergency lights, sirens, and related City provided equipment in all lease vehicles, at no additional cost to the City.

B. The Contractor shall uninstall and reinstall the specified equipment when lease vehicles are traded-out, turned- in, or replaced by the Contractor, at no additional cost to the City.

C. The emergency lights, siren, and related equipment shall be provided to the

Contractor by the City; shall remain the property of the City; and shall be uninstalled and returned to the City at termination of a vehicle lease, whenever a lease vehicle is not replaced by the Contractor. All installed emergency equipment purchased by the City, through the Contractor, will be warrantied for the life of the Contract, and replaced and installed as needed, at no additional cost to the City.

4.7. PURCHASE OF ADDITIONAL EQUIPMENT:

A. The Contractor shall provide the quotes to the City for review, for the purchase of additional equipment. No work will be completed by the Contractor without written approval from the Police Department Leased Vehicle Program Manager or designee. The City reserves the right to purchase additional equipment from suppliers other than the Contractor.

B. The Contractor will be compensated for labor by the City for the installation of additional equipment, at the approved rate/time, if the installation is performed by the

Contractor.

4.8. TEMPORARY REPLACEMENT VEHICLE REQUIREMENTS:

A. Temporary replacement vehicles shall be provided if a repair or replacement will take longer than twenty-four (24) hours, at no additional cost to the City, at the City’s sole discretion.

B. Temporary replacement vehicles shall be provided within four (4) hours of the determination of the requirement of a temporary replacement vehicle, and shall be provided until the original vehicle is repaired or replaced, at the City’s sole discretion.

C. Temporary replacement vehicles, when replacing unmarked vehicles, shall be equipped with emergency equipment, as specified in this solicitation.

D. Temporary replacement vehicles, when replacing marked vehicles, may be an unmarked vehicle equipped with emergency equipment, as specified in this solicitation.

E. The Contractor shall coordinate the acceptability of a proposed temporary replacement vehicle with the City, prior to provision of the temporary replacement vehicle, at the City’s sole discretion.

F. The Contractor shall provide as many temporary replacement vehicles as needed.

4.9. PERMANENT REPLACEMENT VEHICLE REQUIREMENTS:

A. Permanent replacement vehicles shall be provided in the event of a ‘Total Loss’; or a vehicle with unresolved recurring repair requirements, at the City’s sole discretion, at no extra cost. The Contractor shall provide the City with the option to purchase the vehicle

(lease to own, totaled vehicles, etc).

B. The Contractor shall coordinate the acceptability of a proposed permanent replacement vehicle with the City, prior to provision of the temporary replacement vehicle, at the City’s sole discretion.

C. Permanent replacement vehicles, replacing unmarked vehicles, shall be equipped a specified for unmarked vehicles in this solicitation, at no additional cost to the City.

D. Permanent replacement vehicles, replacing marked vehicles, shall be equipped as specified for unmarked vehicles in this solicitation, at no additional cost to the City.

4.10. RETURN OF VEHICLES:

A. Upon return, all vehicles shall be inspected by the Contractor and the City at the same time for obvious damage, and agreed upon. All damage shall be noted on the receipt signed by Contractor and City Leased Vehicle Program Manager or designee. The

Contractor shall make written notification to the City of any vehicle discovered to have damage after the return, via email. Notification of any damage, not readily apparent at the time the vehicle is returned, must be made in writing, not to exceed forty-eight (48) hours, or the 2nd business day, from the return time, and shall be re-inspected by the Contractor and the City at the same time, and agreed upon.

B. Allowance for normal wear and tear / damage shall be inspected, calculated, and agreed upon by the Contractor and the City, per the Contract specifications, at the time of vehicle return.

C. At no time during the term or expiration of the Contract may the Contractor offer to sell any vehicles to an officer or employee of the City of Orlando on terms other than those made available to the general public.

4.11. PROVISION FOR LEASED VEHICLES NOT OTHERWISE SPECIFIED ON THE

PRICE PROPOSAL:

The City will coordinate vehicle specifications with the Contractor, and the Contractor will provide a quote based upon the specifications. The City will accept or reject the quote, at the agreed upon price, and the Contract terms and conditions will govern the lease as it does with the vehicles specified on the Price Proposal.

4.12. VEHICLE MAINTENANCE AND REPAIR:

A. The Contractor shall provide full maintenance and service, including tire repairs or replacements, oil changes and all other services necessary to keep the vehicles in a safe and first class operating condition during the lease period. The Contractor shall stipulate time periods or mileage intervals when vehicles are due for preventive maintenance. In instances where minor repairs such as wiper blades, light bulb replacement, etc., are required, the Contractor shall authorize the City to obtain such services outside of the

Contractor’s network, at the Contractor’s expense, provided the cost of such repairs does not exceed one hundred dollars ($100.00), at the City’s sole discretion.

B. Leased vehicles damaged during crashes or incidents will receive at least two

Contractor provided itemized body shop quotes, to be provided to the City for review, prior to commencement of any repair. The City reserves the right to have other independent body shops provide quotes, and repair the vehicle. The City will provide the quotes to the Contractor for review, prior to commencement of any repair. No repairs will be completed by the Contractor without written approval from the Police Department

Leased Vehicle Program Manager or designee.

C. The City will pay for windshield repairs. Windshield replacement will be on case-by-case basis. The City reserves the right to review/approve windshield replacement with the Contractor before replacement of any windshield. Full windshield replacement will not be necessary if the damage is under six (6) inches in length; the point of impact is smaller than a dime; there are no more than three (3) chips; the damage is not blocking a camera or sensor.

4.13. UPFITTING AND STORAGE OF EQUIPMENT

A. Upfitting done by the Contractor must be to the City's satisfaction that the equipment functionality meets the standards of the City's marked fleet. The City reserves the right to review and approve the equipment functionality at its sole discretion.

B. The Contractor has the right to review and approve the City's selected contractor for upfitting done by the City.

C. If the City is responsible for an upfit, the City will be responsible for storage of equipment removed from vehicles during installation, and/or while in service, to be returned to the vehicle for reinstallation at the time of decommissioning of the vehicle. The City will be responsible for any loss or damage.

D. If the Contractor is responsible for an upfit, the Contractor will be responsible for storage of equipment removed from vehicles during installation, and/or while in service, to be returned to the vehicle for reinstallation at the time of decommissioning of the vehicle, at no additional cost to the City. The Contractor will be responsible for any loss or damage.

4.14. SECURITY REQUIREMENTS:

Prior to releasing any information or responding to any inquiries regarding the vehicles included under the Contract, the Contractor shall contact the Orlando Police Departments

Leased Vehicle Program Manager or designee, to obtain written approval.

4.15. VEHICLE CLASS DESCRIPTION

A. Class II, 4 Door Sedans shall include, but are not limited to Chrysler 300 (S 5.7), Dodge Charger (R/T), Kia K5 (GT), Genesis G70 (3.3T), Nissan Maxima (SV, SR, Platinum) Nissan Altima (VC-T SR), Toyota Camry (TRD, XLE V6, XSE V6).

B. Class V Midsize Pickup, Crew Cab shall include, but are not limited to Nissan

Frontier (PRO-X, SV 4x4, PRO-4X), or Chevrolet Colorado Short Box (LT, LT

4X4, Trail Boss, Z71), Ford Ranger (XLT, XLT 4X4, Lariat, Lariat 4X4

C. Class VI Full Size Pickup, Crew Cab shall include, but are not limited to Ford F-

150 Crew Cab V8 (XLT, Lariet, FX4, Tremor), Chevrolet Silverado 1500 Crew

Cab 5.3/6.2 V8 (RST, RST 4X4, LTZ, LT Trail Boss, High Country), RAM 1500

Crew Cab V8 5.6’ Bed (Big Horn, Lone Star, Laramie, Rebel, Limited), GMC

Sierra V8 (SLE, Elevation, SLT, AT4, AT4X, Denali.

D. Class VIII Passenger Van, Midsize 7 Passenger shall include, but are not limited to Chrysler Pacifica (Touring, Touring L, Limited, Pinnacle), Honda Odyssey (EX, EX-L, Sport, Touring, Elite).

E. Class XII Mid Size Sport Utility shall include, but are not limited to Ford Explorer

XLT RWD, 4X4, AWD 2.3 4cyl or 3.0 V6 (XLT, ST-Line, Limited, Timberline, ST, King Ranch, Platinum), Ford Bronco (Big Bend, Black Diamond, Outer Banks, Badlands, Wildtrak), Chevrolet Traverse AWD (LT Leather, RS, Premier, High

Country) GMC Acadia 3.6L V6 (SLT, AT4, Denali), Dodge Durango 3.6L V6, 5.7L

V8 (GT, STX Launch Edition, SXT Plus, GT Launch Edition, GT Plus, GT

Premium, R/T, Citadel, R/T Plus).

F. Class XIII Full Size Sport Utility shall include, but are not limited to Chevrolet

Tahoe RWD, AWD, 4X4 (LS, LT, RST, Z71, Premier, High Country), GMC Yukon

RWD, AWD, 4X4 (SLE, SLT, AT4, Denali), Ford Expedition RWD, AWD, 4X4

(XLT, Limited, Timberline), Nissan Armada RWD, AWD, 4X4 (SV, SL, Platinum).

G. Class VI - Full Size Pickup, Police Package, with transport partition shall include, but are not limited to Ford F-150 Police Responder, Silverado PPV, Silverado

LTD SSV, Ram 1500 SSV, and F-150 SSV.

H. Class VI - Full Size Pickup, Police Package, without transport partition shall include, but are not limited to Ford F-150 Police Responder, Silverado PPV, Silverado LTD SSV, Ram 1500 SSV, and F-150 SSV.

I. Class XII - Mid Size SUV, Police Package, with transport partition shall include, but are not limited to Ford Explorer Police Interceptor Utility, Dodge Durango

Pursuit, and Traverse Special Service.

J. Class XII - Mid Size SUV, Police Package, without transport partition shall include, but are not limited to Ford Explorer Police Interceptor Utility, Dodge

Durango Pursuit, and Traverse Special Service.

K. Class XIII - Full Size SUV, Police Package, with transport partition shall include, but are not limited to Ford Expedition/Max SSV, and GM Tahoe PPV.

L. Class XIII - Full Size SUV, Police Package, without transport partition shall include, but are not limited to Ford Expedition/Max SSV, and GM Tahoe PPV.

5. PRE-PROPOSAL CONFERENCE

5.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjNhMmI0YWUtNGNmNy00Mzg3LWFlNTctZjQ3MjgyNDE4YzVi%

40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22bc8fa4c3-2723-4aeb-97fe-

4383f2126000%22%7d Or, call into the virtual meeting by dialing this phone number: +1

321-247-7568 Once dialed-in and prompted, enter the Conference ID: 429 073 58# on

Monday, October 28, 2024 at 1:30 pm.

5.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

5.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

5.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form,"

Attachment “I,” if applicable, and return via fax or email to:

Varun Desai, CPP,Purchasing Agent III

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-3874

Fax: (407) 246-2869

Email: varun.desai@orlando.gov

Website: http://www.orlando.gov/procurement/

6. PROPOSAL DUE DATE AND TIME

http://www.orlando.gov/procurement/

6.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, NO VALUE, FL, on Thursday, December 5, 2024. Proposals received after this date and time, will not be considered.

6.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

6.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

7. PROPOSAL PREPARATION AND FORMAT

7.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

7.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

7.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 9.13, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

8. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

8.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP25-0029, Leased Police Vehicles

8.2. Table of Contents

Include a clear identification of the material by section and by page number.

8.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

8.4. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

8.5. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

8.6. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

8.7. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

8.8. Proposer’s Experience

Proposers must provide the following information:

• Proposers shall submit a verifiable statement of the Proposer's experience providing: Leased Police Vehicles.

The statement of experience should be supported by the references listed as Attachment

“D,” which shall be completed and submitted by the Proposer with its Proposal.

• Lost Business

Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

8.9. Staff Experience

The Proposer shall submit a statement of experience and resumes of the key personnel staff who will be assigned to the project.

8.10. Financial Stability

Proposers must provide the following information.

A. Provide a narrative description and such other information, if any, as Proposer deems necessary to demonstrate Proposer’s financial strength and capacity to provide, implement, and maintain the proposed system for the term of the

Contract.

1. The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

B. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

C. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

8.11. Litigation History

The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against

Proposer.

8.12. Customer Service

A. Human Resources

1. Proposers shall submit a statement describing the Proposer’s operating policies addressing personnel areas such as background and training level of personnel proposed to work on the project.

B. Estimate of Staff Levels

1. Proposers shall submit the estimated staffing levels for this project.

8.13. Minority/Women-Owned Enterprise Participation in Subcontracts

Proposer shall provide the required Minority/Women-Owned Enterprise Participation form as attached to this RFP as Attachment “E.”

8.14. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “F.”

8.15. Price Proposal Schedule

Complete and submit the following forms:

A. Schedule

1. Proposer’s price shall be submitted via OpenGov, Section 45. (Pricing

Proposal).

B. Proposed Total Price

1. Proposal should provide a fixed-fee price breakdown for meeting all service requirements and implementing each phase of the Scope of Services as outlined. Additionally, Proposal should provide hourly staff rates if additional work is required under the Contract.

2. The chargeable services shall be included in the proposed total price including all labor customarily associated with delivery of the services contemplated by this RFP. Similarly, all expenses such as but not be limited to travel, lodging, meals and telephone/faxes/copiers associated with delivery of the services contemplated by this RFP shall also be included in the total price.

3. There will be no separate reimbursement for such expenses under this total fee price arrangement.

8.16. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "H."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

8.17. Operating Plan of Proposer

Proposer shall provide a detailed operating plan for how the proposer will achieve the services specified in this solicitation, to address all of the items detailed in Section 4.

Scope of Work and Technical Requirements. (attach in "Additional Requirements" section of Required Proposal Submittals)

The Operating Plan should include, but not be limited to a detailed statement demonstrating:

• Proposer's understanding of the Scope

• Proposer's plan to address the Contractor's Location

• Proposer's plan to address Vehicle Maintenance and Repair

• Proposer's plan to address any allowance for normal wear and tear / damage at return time (Return of Vehicles section)

• Proposer's list of any additional locations for the provision of service (see section

4.3 Contractor Location, item E).

9. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

9.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

9.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

9.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

10. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner…