Paratransit_Vehicle_Inspection_QQ_FORM_01.34_QQ_Requirements_Services_revised_with_project_dates_09.28.26.pdf

FORM_QUICK QUOTE REQUIREMENTS-SERVICES Rev. 8-15-2025

QUICK QUOTE REQUIREMENTS (SERVICES)

1. Sarasota County Transit is seeking a contractor to provide paratransit vehicle inspection services for eleven 24-foot low-floor Chevrolet Arboc Spirit of Freedman cutaway vehicles.

The vehicles will be purchased through the Transit Research Inspection Procurement Services (TRIPS) contract TRIPS-22-CA-MB-LE with Model 1 Commercial Vehicles, Inc.

Vehicles will be purchased with Florida Department of Transportation (FDOT) SFY2026 5310 Grant funds.

2. Contractor shall comply with the Post-Delivery Buy America Audit Process (Per 2017 FTA Buy America Audit Handbook, effective 03/21/2017). All FTA required Buy America documents will be delivered to the purchasing agency. The inspections will take place at the manufacturer’s site during vehicle build.

3. Sarasota County Transit is seeking a contractor to provide high quality and professional vehicle line inspection/resident engineering services so as to ensure that the vehicles obtained, when built, are top quality equipment capable of delivering maximum performance with high reliability. The selected contractor will provide services that meet quality standards as well as regulatory requirements (i.e., FTA bus line inspection as well as post- delivery inspection requirements).

4. The Contractor shall represent Sarasota County Transit at the manufacture plant and shall monitor the manufacturing and installation process. The Contractor will be authorized to approve the pre-delivery acceptance tests and to release the buses for delivery. The Contractor shall have access to vehicle manufacture quality assurance files relative to this procurement. These files shall include drawings, material standards, parts lists, inspection processing and reports, records of defects, and packing slips and bills of lading of components.

5. Any changes to the Quality Assurance Document based on inspection shall be documented, updated, and provided to Sarasota County Transit.

6. Before the beginning of the vehicle manufacture, the Contractor will meet with the vehicle manufacturer Quality Assurance Manager. They shall review the inspection procedures and checklists. If deemed appropriate feasible and approved by Sarasota County Transit, the Contractor may begin monitoring bus construction activities prior to the start of vehicle fabrication.

7. The Contractor shall:

A. Be present throughout the manufacturing process and shall conduct inspection services during the manufacturing process to visually confirm compliance to the Technical Specifications and to ensure compliance with the performance standards contained therein;

B. Observe the functional testing of each vehicle;

C. Provide Sarasota County Transit with the Pre-Award and Post-Delivery Audit Report required by 49 CFR Part 663 and 49 U.S.C. 5323 in a form sufficient for submission to the Federal Transit Administration;

D. Verify that vehicles produced were manufactured with no major changes in components or configuration, or documentation which was provided to Sarasota County Transit according to 49 U.S.C. 5323c and 49 CFR Part 665;

E. Utilize techniques that will enable the inspectors to identify the maximum number of deficiencies as practicable; and

F. Keep and maintain complete and accurate records of all activities engaged in relevant to this contract.

8. Sarasota County Transit is requiring the Contractor to perform the following work during the manufacturing process to help the Preventive Maintenance Program:

A. Visually inspect the power module and transaxle. Monitor and evaluate critical build-up of vehicle frames including the sidewall and floor structure.

B. Visually monitor the assembly and attachment of all body components. Written documentation of the bus serial number and the serial and model number of the engine, transmission, A/C unit, A/C compressor, and alternator for each bus shall be included.

C. Verify uniformity of components installations, alignment and proper support;

D. Check for proper thickness, type, and adhesion of undercoating, interior and exterior paint, and primer coatings;

E. Visually inspect the installation and observe functional tests of the ramps;

F. Visually inspect the installation and observe functional tests of the air conditioning system. NOTE: The service area has an unusually long and hot air conditioning season.

G. Provide solutions to production line problems and implement approved change orders;

H. Report on the condition of each of the vehicles. As part of the pre-delivery testing, upon completion of the production activities, the Contractor shall monitor the functional testing of each vehicle and conduct a configuration audit and road test of each vehicle in accordance with 49 CFR Part 663.37(b). A record of these tests shall be maintained.

Any noted defects shall be called to the attention of the vehicle manufacturer for correction, as appropriate. Prior to the release for delivery, the Contractor shall maintain discrepancy reports on each vehicle. Prior to releasing each vehicle, the Contractor shall ensure that all noted discrepancies have been rectified or shall obtain Sarasota County Transit's concurrence to accept the vehicle with the discrepancy. A list of noted discrepancies and completed forms shall be provided to Sarasota County Transit along with completed release checklists.

9. Post-Delivery Audit - After the vehicles have been shipped, the Contractor shall review the report of its plant inspector to determine if any variation exists between the material listed on the Pre-Award Buy America audit and the material used by the vehicle manufacturer.

Also, the Contractor shall confirm that the vehicles were built in absolute compliance to the technical specifications found in Sarasota County Transit’s vehicle specification, which will be provided by Sarasota County Transit. If variations exist, the Contractor shall review the resolution of the variation. If necessary, the vehicle manufacturer will be contacted. Once this review process is complete, the Contractor shall issue a report to Sarasota County Transit stating that the vehicles comply with both the Pre-Award Buy America certification and the technical certification. The report shall also contain a copy of the bus manufacturer certification of compliance with FMVSS standards and a copy of the weekly reports in order to verify that inspectors were present during the manufacturing process. This report shall meet the Post- Delivery audit requirements of 49 CFR, Part 663. This report shall be produced and provided to Sarasota County Transit no less than 10 working days following delivery.

10. Progress Reports - During the project, Sarasota County Transit's Project Manager will receive at minimum bi-weekly written reports from the Contractor to report project progress and particular points of interest.

These weekly written reports will outline the work activities by vehicle number, hours worked, hours of inspection, and any deficiencies found along with the corrective action taken. The Contractor will work closely with Sarasota County Transit and Model 1 Commercial Vehicles, Inc. manufacturer in providing solutions to production line problems, implementing approved change orders, and addressing open concerns.

Sarasota County Transit will receive monthly progress reports from the Contractor. The monthly progress report will highlight communication with Sarasota County Transit.

A final report shall be submitted by the Contractor for each coach and for the overall project in sufficient detail to permit Sarasota County Transit to determine that the maximum level of quality is built into each bus. The Post Delivery Audit Report will be prepared in accordance with 49 CFR 663.31 through 663.37.

11. EXPERIENCE Not Applicable if checked

A. Bidder must provide a minimum of 3 references demonstrating experience providing services similar to those described in this Bid. All references must be provided using the reference form provided in OpenGov Procurement.

B. Only references provided at time of submittal, using the reference form provided, will be used to verify required experience.

C. Failure to provide required references at time of submittal may result in Bidder being declared non-responsive.

D. Failure of references to verify required experience may result in Bidder being declared non-responsible.

12. LICENSES/CERTIFICATIONS Not Applicable if checked

Bidder must have the licenses and/or certifications listed below. All required licenses and certifications must be active at the time of bid submittal and must remain active throughout the course of work.

Required Licenses:

Required Certifications:

Failure to provide a copy of all required licenses and certifications at time of submittal may result in the Bidder being declared non-responsive.

Failure to provide a copy of all required licenses and certifications within business days after request, may result in the Bidder being declared non-responsive.

13. ALTERNATES Alternate Products not acceptable if checked

A. If Bidder wishes to provide an alternate product, the Bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the alternate product. Alternates shall be approved only if determined by the County to be equivalent to the prescribed specifications.

B. To be considered, alternates must be submitted to the Contact listed in OpenGov Procurement no later than at .

14. INSURANCE REQUIREMENTS Proof of Insurance not required if checked

Successful Bidder will be required to provide a Certificate of Insurance meeting the requirements contained in the attached Insurance Requirements.

15. PROJECT DURATION Not Applicable if checked

A. Work shall begin within 180 days after receipt of a County Purchase Order and shall be completed no more than 360 days after receipt of a County Purchase Order.

B. The County reserves the right to modify this schedule at their discretion. Any modifications shall be communicated to the Contractor in writing.

16. BIDDER’S RESPONSIBILITIES Not Applicable if checked

A. Bidder will schedule deliveries so that there is minimal to no interruption to daily work at any location.

B. Bidder is responsible for any damage to County or third-party property caused by the Bidder or their employees. Restoration shall be made to the County’s satisfaction.

17. GENERAL TERMS AND CONDITIONS Not Applicable if checked

Successful Bidder will be required to comply with the General Terms and Conditions of Purchase Orders attached to this Quick Quote.

18. WARRANTY Not Applicable if checked

Unless otherwise noted in Section 1, all materials provided by the Bidder shall be fully warranted from the date of County’s acceptance for a period of one year, or for the standard warranty period provided by the Bidder or product manufacturer, whichever is greater.

19. CONTINGENCY Not Applicable if checked

If during performance of repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% of the total bid price may be allowed. Any use of contingency funds is subject to the written approval of the County, and any unused contingency shall not be paid out as part of any final payment.

20. INVOICING AND PAYMENT (check applicable payment method)

A. Successful Bidder(s) shall be paid:

Upon completion of work

In equal monthly installments

Upon completion of each deliverable

Other:

B. Invoicing and payment shall be as described in the General Terms and Conditions of Purchase Orders.

21. RESERVED RIGHTS

The County reserves the right to request clarifications or additional information from any offeror.

22. QUESTIONS & ADDENDA

A. Any inquiries, suggestions, or requests concerning interpretation, clarification, or additional information pertaining to the Quick Quote shall be submitted electronically through OpenGov Procurement. All questions must be received no later than the deadline specified in the solicitation. No verbal requests for information will be honored.

B. The electronic response posted in OpenGov Procurement is the only official method whereby interpretation, clarification, or additional information will be provided. The County shall not be responsible for oral interpretations or representations made by County employees, representatives, or third parties.