2019-1 Page 1 of 5 Revised 04/02/2020

OEV27006965 – MPA 566

EMERGENCY VEHICLE LIGHTING SALES, INSTALLATION, AND SERVICE

SECTION A. BACKGROUND

The State of Rhode Island requires reliable emergency and warning lighting for emergency response vehicles, Department of Transportation vehicles, and vehicles operated by state agencies to help ensure adequate visibility and the safety of employees, first responders, motorists, and the public. Properly installed lighting and related equipment are essential for identifying authorized vehicles, warning approaching traffic, and supporting safe operations during emergencies, roadside work, traffic control, and other hazardous conditions. This MPA will provide state agencies with a consistent and efficient means of purchasing approved emergency lighting products, equipment, installation, maintenance, and related services. Rhode Island cities and towns may also utilize the MPA, allowing municipalities to obtain necessary equipment and services through established pricing, requirements, and qualified vendors.

SECTION B: SCOPE OF WORK AND REQUIREMENTS

Awarded vendors must be capable of furnishing, installing, removing, repairing, and supporting emergency vehicle lighting and related public-safety equipment, including Whelen products and compatible components, as requested by agencies. Services may include new-vehicle upfitting, equipment transfer, diagnosis, warranty repair, replacement, programming, testing, inspection, and return-to-service support.

All work must be performed by properly trained personnel using suitable tools, equipment, and facilities, and in accordance with safety procedures. Work must comply with manufacturer requirements, applicable laws and codes, recognized industry standards, and the written instructions of the purchasing agency.

Authorized Distributor

• The Bidder must be an authorized distributor of Whelen products. A current manufacturer-issued authorization letter must be submitted with a bid response for award consideration. The State reserves the right to reject any response that does not include the required documentation.

Service Location and Technical Capability

• The Bidder’s service location must be located within the State of Rhode Island or within a 100-mile radius of the Rhode Island border.

• For new-vehicle drop shipments, the Bidder must be an authorized drop-ship center for

Ford, Dodge, and General Motors vehicles and must employ Emergency Vehicle Technician (EVT)-certified technicians.

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• The Bidder must maintain sufficient staffing, facilities, tools, and diagnostic capability to perform the proposed work and meet agency schedules.

Product Pricing and Discounts

• When an agency solicits a bid, the bidder must clearly identify its proposed pricing methodology, including manufacturer list-price basis, percentage discount, catalog or price-list date, freight terms, and any other charges. Unless expressly authorized in writing before performance, prices must include all costs necessary to furnish the products or services ordered.

Volume Purchase Discounts

• Bidders are encouraged to offer volume purchase discounts based on the total dollar value or total quantity of an order delivered to a single location. Any applicable discount structure must be clearly identified in the bid response.

Special Offers, Rebates and Promotions

• Bidders must extend all applicable manufacturer special offers, including rebates, promotional programs, and discounts related to manufacturing, distribution, or raw materials. Percentage discounts offered under this solicitation are separate from any special manufacturer educational discounts. All applicable special offers and discounts must be clearly identified and made available to the procuring State department or agency.

Installation and Removal Labor Rate

• The Bidder must provide an hourly labor rate for equipment installation and/or removal services performed during normal business hours, as may be required. Rates must include all ordinary overhead and administrative costs

Year Contract Period Hourly Labor Rate 1 January 1, 2027 – December 31, 2027 $____________ per hour 2 January 1, 2028 – December 31, 2028 $____________ per hour 3 January 1, 2029 – December 31, 2029 $____________ per hour Option Year 1 January 1, 2030 – December 31, 2030 $____________ per hour Option Year 2 January 1, 2031 – December 31, 3031 $____________ per hour

Repairs, Services, Installation, and Warranty Support

• The Vendor must provide a warranty covering all services performed and all products purchased under the resulting contract.

• The Bidder must clearly identify applicable warranty terms, coverage periods, exclusions, and procedures for requesting warranty service in its bid response.

• Installation must be neat, workmanlike, serviceable, and consistent with the vehicle and equipment manufacturer’s requirements. Wiring must be appropriately protected, routed, secured, fused, labeled when appropriate, and free from interference with vehicle systems.

• Before delivery or return to service, all installed equipment and electrical systems must be inspected, tested, adjusted, and confirmed fully operational.

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Loaner Equipment

• If warranty or service repairs cannot be completed within the timeframe required by the purchasing agency, the Vendor must provide equivalent loaner equipment upon request.

Loaner equipment must be provided at no additional cost, including delivery to the purchasing agency and return transportation to the Vendor.

• When a covered item is essential to agency operations and is unavailable due to warranty repair or replacement, the loaner must remain available until the original item is repaired or replaced and returned in satisfactory operating condition.

Warranty Remedies

• If an item fails to meet the specifications of this solicitation within one year following installation, the Vendor must repair or replace the item at no cost to the purchasing agency, including all labor, materials, transportation, pickup, and delivery expenses. This requirement is in addition to any longer manufacturer or Vendor warranty.

• If an item cannot be restored to full operating condition after three service calls for the same defect or malfunction, the Vendor must replace the item at no cost to the purchasing agency. The purchasing agency will not be responsible for pickup, delivery, or transportation costs at any time during the warranty period.

New Vehicles Purchased and Drop-Shipped for Upfitting

• Upon request, the State reserves the right to require the Vendor to drop-ship new vehicles directly to an emergency vehicle equipment vendor or upfitter. To ensure the quality of installation services, the Bidder must be an authorized drop-ship center for Ford, Dodge, and General Motors, or applicable manufacturers, and must employ EVT-certified technicians.

• Vehicles must be transported from the dealer to the upfitter by commercial vehicle carrier and may not be driven between locations. When applicable, the upfitter will provide the awarded dealer with a drop-ship code permitting the vehicle to be delivered directly from the manufacturer to the upfitter.

• The Vendor is responsible for completing the manufacturer’s required new-vehicle delivery inspection. Vehicles must be delivered in new conditions, fully detailed, and transported by truck or rail. Police cruisers may not be driven to the delivery location unless prior written authorization is provided by the purchasing agency.

Pre-Delivery Requirements

• Before delivery, the Vendor must ensure that:

• The engine, transmission, differential, and cooling-system fluids are filled to the manufacturer’s recommended capacities.

• The vehicle has received all required new-vehicle cleaning, inspection, and preparation.

• All equipment has been completely installed, inspected, tested, and properly adjusted.

• The vehicle is ready for immediate operational use.

• The vehicle is free from defects at the time of delivery.

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Corrective Actions and Follow-Up Inspection

• If deficiencies are identified and cannot be corrected within two business days, the affected vehicle will be removed from the invoice, and payment will be withheld until all corrective work has been completed and the vehicle has been reinspected and accepted by the purchasing agency. The Vendor is responsible for all costs associated with picking up and returning the vehicle for reinspection.

Separate Upfitting Invoice

• Pricing for the upfitting of new vehicles drop-shipped directly from the manufacturer must be invoiced separately from the vehicle purchase.

Manufacturer’s Specifications and Acceptance

• Products must conform to recognized commercial and industry standards and must be manufactured using only new, first-quality materials.

• All equipment and electrical components must be installed in accordance with the manufacturer’s requirements and all applicable industry standards.

• All installed equipment and electrical systems must be fully inspected, tested, and confirmed operational before delivery.

• The completed vehicle and all installed equipment must be inspected, tested, and approved by the purchasing agency or its authorized representative before final acceptance.

• Agency inspection, testing, or acceptance does not relieve the Vendor of responsibility for latent defects, warranty obligations, or compliance with the contract.

Subcontractors

• Subcontractors may be used to perform portions of the work required under this solicitation. If the Bidder intends to use subcontractors, each proposed subcontractor must be identified in the bid response.

The Bidder must provide:

• Complete legal name of the subcontractor.

• Complete business address of the subcontractor.

• Complete point-of-contact information, including the contact person’s name, telephone number, and email address.

• A description of the work or services the subcontractor will provide.

• The awarded Vendor remains fully responsible for the performance, conduct, and contractual compliance of all subcontractors. The use of subcontractors does not relieve the Vendor of any obligation or responsibility under the resulting contract. No substitution or addition of a material subcontractor may occur without prior written approval from the State or purchasing agency, as applicable.

Ordering, Scheduling, Delivery, and Invoicing

• No work may begin, and no product may be shipped without an authorized purchase order or other written authorization accepted by the State.

• The Vendor must confirm product availability, pricing, installation schedule, and anticipated delivery date before order placement when requested.

• Any expected delay must be reported promptly in writing to the purchasing agency, together with the cause, expected duration, and proposed corrective action.

• Invoices must reference the applicable purchase order, identify the vehicle or equipment serviced, separately state products and labor, show applicable discounts, and contain sufficient detail to permit verification.

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• Unauthorized charges, substitutions, or work are not compensable

SECTION C: PROPOSAL

Proposal - Vendor Qualification (fill out and upload Appendix A)

Vendor responses must address specifically each of the following items:

A. Licensing – Please provide a current letter issued by Whelen confirming your status as an authorized distributor of Whelen products.

B. Installation and Removal Labor Rates – Must provide labor rates for the five years of the proposal.

C. EVT Certification - Provide a list of all applicable technicians, along with documentation verifying each technician’s current Emergency Vehicle Technician (EVT) certification.

D. Subcontractor Information – Provide complete information for any proposed subcontractors, including the company name, contact information, a description of the work to be performed, and proof of current Emergency Vehicle Technician (EVT) certifications for all applicable technicians.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Proposals will be evaluated by the Division of Purchases on a pass/fail basis. To be considered for inclusion on the resulting Open Enrollment Master Price Agreement (OE MPA) Qualified Vendor List, a proposal must receive a “Pass” for every evaluation criterion. If a proposal receives a “Fail” for any criterion, it will not be evaluated further, and the vendor may be removed from consideration.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria

Pass/Fail

Licensing Pass/Fail

Installation and Removal Labor Rates for All Years Pass/Fail

EVT Certification Pass/Fail

Subcontractor Information Pass/Fail

Overall Pass/Fail Pass/Fail

NOTE: See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “OE Standard Specifications- Vendor Qualification Assessment” section.