Pierce County ambulance RFP 2025.pdf

Pierce County Board of Commissioners Emergency Medical Services

BIDS DUE ON June 16, 2025, at 1:00PM

FOR BID SPECS, CONTACT

Lana Blankenship, FINANCE DEPARTMENT 912.449.2022

PURCHASING@PIERCECOUNTYGA.GOV

Invitation to Bid For

Ambulance and Equipment

DATE: May 5, 2025

GENERAL SPECIFICATIONS

It is the intent of these specifications to furnish the Pierce County Board of Commissioners with the following AMBULANCE AND EQUIPMENT according to the attached. It is clearly understood that the following are minimum specifications and are made to show the exact specifications of the service proposed. All Bidders should contact Lana Blankenship, Finance Department, at purchasing@piercecountyga.gov or 912-449-2022.

Pierce County Board of Commissioners is soliciting competitive, sealed bids from qualified vendors for the purchase of one, 2026, Type I, ambulance for Pierce County EMS. Pierce County Board of Commissioners reserves the right to reject any and/or all bids. Pierce County Board of Commissioners also reserves the right to accept the most advantageous bid to Pierce County EMS.

This invitation is extended to all qualified vendors/manufacturers that are specifically in the business of building emergency medical vehicles and/or equipment.

This invitation is issued by:

Pierce County Board of Commissioners 312 Nichols Street, Suite 5 Blackshear, GA 31516 Email: purchasing@piercecountyga.gov

Contact Person: Lana Blankenship Blake James

Schedule of Events Applying to this Procurement

Bids must be mailed or hand delivered to: Pierce County Board of Commissioners, Attn: Lana Blankenship, 312 Nichols Street, Suite 5, Blackshear, GA 31516. Bids must be received by Friday, June 16th, 2025, at 1:00PM and will be opened at that time. No bids will be accepted after this date. No emailed bids will be accepted.

Bids will be awarded at the Pierce County Board of Commissioners regular monthly meeting which will begin at 6:00 PM on July 1, 2025.

This is an invitation to bid NO EXCEPTIONS ALLOWED.

This Bid is intended to provide vendors with a common, uniform set of specifications to assist them in the development of their Bids and to provide a uniform method for the Bidding agency to fairly evaluate Bids and subsequently select a vendor from which to purchase this Ambulance.

The following specification describes a new Ambulance that is expected to be acquired by the County. The specification describes the needs of this purchaser as far as chassis configuration and module body design. A state-of-the-art vehicle is required. Manufacturers that utilize prototype equipment will not be considered. The builder’s manufacturing history shall be supported by documentation where applicable, and by the reference section within this specification. Please note that the following specifications represent minimum general terms or requirements. While it is not the intent of the county to preclude any qualified Bidder from submitting a proposal, it must be clear that any Bidder deviating in any substantial manner from these specifications will be rejected as being non-compliant.

In responding to this Bid, vendors should follow the prescribed format and use the forms included, thus providing the County with data that is easily compared with data submitted by other vendors in order to fairly and objectively evaluate the proposal.

Pierce County Board of Commissioners assumes no responsibility for conclusion or interpretations derived from the information presented in this Bid or otherwise distributed or made available during this procurement process. In addition, the County will not be bound by or be responsible for any explanation, interpretation or conclusions of the Bid or any documents provided by the bidding agency other than those given in writing by the County through the issuance of addenda. In no event may a vendor rely on any oral statement by the County or its agents, advisors or consultants. It is the full responsibility of the vendor to thoroughly investigate the needs and requirements of the County not necessarily assumed in this Bid and to submit a Bid for:

Anti-Collusion Statement: By executing and submitting this Bid, the Offeror certifies that his Bid is made without reference to any other Bid and without any agreement, understanding, collusion or combination with any other person in reference to such Bid.

Service and Warranty Repair: Successful vendor must have a comprehensive ambulance service and repair facility in the state of Georgia to administrate warranty repair as needed. Vendors must have authorized factory trained service specialists and carry necessary inventory levels to affect prompt repair. Vendor should have mobile service capabilities and provide them at no additional cost when practical and convenient. NO EXCEPTIONS.

Bidders must list below their service facility and parts department profile to the purchaser.

FACILITY NAME: _______________________________________

ADDRESS: _____________________________________

PHONE NUMBER: ________________________________________

CONTACT NAME: _______________________________________

APPROX. MILES FROM PURCHASER: ____________________

YRS OF EXPERIENCE IN AMBULANCE REPAIR BUSINESS: _________

SQUARE FT. OF FACILITY: ______________________________

NO. OF SERVICE BAYS: ___________________________________________

NO. OF EMPLOYEES: ____________________________________________

NO. OF FULL TIME AMBULANCE TECHNICIANS: ___________________

ARE TECHNICIANS’ FACTORY TRAINED? __________________________

TOTAL YEARS SHOP REPAIR EXPERIENCE: ______________________

48-HR TURN AROUND TIME ON WARRANTY? ______

CAN SERVICE FACILITY PERFORM REMOUNTS? __________________

CAN SERVICE FACILITY PERFORM ALUMINUM MODULE REPAIR? _______

IS FACILITY AND AUTHORIZED PPG COMMERCIAL FLEET PAINT

CENTER AND REPAIR FACILITY? _________________________________

CAN SERVICE FACILITY DO LETTERING? __________

Materials and Workmanship: All equipment furnished shall be guaranteed to be new and of current manufacture, meet all requirements of this specification, and be in an operable condition at the time of delivery. All parts shall be of high-quality workmanship, shall be in production at the time of Bid, and no part or attachment shall be substituted or applied contrary to the manufacturer's recommendations and standard practices.

All workmanship shall be of quality and performed in a professional manner to ensure a safe and functional apparatus with an aesthetic appearance.

Pre-Construction Conference

There shall be a required pre-construction conference at the successful Bidder’s manufacturer's facility before any construction can begin.

NOTE: The pre-construction conference meeting shall be conducted at the “primary builder”, of the ambulance. No meeting shall take place at the dealership’s place of business. This is the only method that will be the acceptable way to conduct the pre-construction meeting. NO EXCEPTIONS.

Three (3) department personnel along with a representative or dealer of the successful Bidder shall attend.

At this meeting both parties shall again go over the specifications to ensure the ambulance is built to meet or exceed all requirements.

After this meeting the representative of the successful Bidder shall present the department with detailed drawings and work orders to be used in the production of the ambulance being Bid.

Pre-Delivery Inspection (Final)

There shall be a pre-delivery inspection trip at the factory of the successful Bidder. The inspection trip shall consist of three (3) members from the County along with the representative of the successful Bidder, to ensure compliance to all specifications.

NOTE: All expenses relating to the Pre-Construction and Final inspection trips shall be at the cost of the successful Bidder and be at no cost to the Department. This is to include all meals and lodging while at the inspection along with travel allowances (commercial round trip coach air flight. Private planes are not acceptable), for up to 3 representatives for any factory that is over (250) miles from the Buying Authority.

Do you comply with all inspection trips? ( )Yes ( ) No

ONE MONTH SERVICE CALL: After the vehicle has been in service for approximately one month, the successful vendor shall send a trained "FACTORY" employed personnel to the County for a service and warranty review.

The Factory technician shall check all operating systems and repair or replace any items found defective or in need of re-work.

However, should a problem occur before the one-month service call, the County will require immediate service from the FACTORY technician, at the Departments location. NO EXCEPTIONS

Does Your Bid Comply? ( ) YES ( ) NO

There shall be provided with your Bid package, a detailed set of scaled computer drawings. These drawings must be for this particular unit that the County has specified, not a standard manufacturer drawing. Also, the County is not seeking, nor will they accept a stamped utility body or a bent aluminum style body.

The County is looking for an aluminum extruded body that will give them the best long-term value for their investment.

These drawings must show all the options and equipment to mount on the apparatus and shall include both front and rear views, both sides, roof, slide outs, interior showing both side walls, front wall and rear wall and shall show all required equipment mounted in the designated compartments.

NO EXCEPTIONS

Does Your Bid Comply? ( ) YES ( ) NO

SUBMISSION REQUIREMENTS AND SPECIFICATIONS

BID FORM: The Bid shall be in the form of a firm price for the entire contract period. The Bid price shall include, and Contractor shall be responsible for: all costs and charges other than the Bid price, including, without limitation: storage, transportation / delivery, environmental fees, insurance, bonding, and all other costs. The County shall not be responsible for any charges or costs not set forth in Contractor’s Bid documents.

IT IS AGREED BY THE UNDERSIGNED BIDDER THAT THE SIGNING AND

DELIVERY OF THIS BID REPRESENTS THE BIDDER'S ACCEPTANCE OF THE TERMS

AND CONDITIONS OF THE FOREGOING SPECIFICATIONS AND PROVISIONS, AND IF

AWARDED THE BID BY THE COUNTY, WILL REPRESENT THE AGREEMENT BETWEEN

THE PARTIES.

Sign in ink in the space provided below. UNSIGNED Bids will be considered incomplete and will be subject to rejection.

Name of Firm: ____________________________________________

Signed (in ink):_____________________________________________

(Signature of Officer of Company)

Title: _________________________ Date Signed: _____________________

Street Address: _____________________________________________

Mailing Address: _____________________________________________

City: ___________________ State: __________________ Zip Code: __________

Phone Numbers: Phone: _________________ Fax: ______________

Email Address: ____________________________________________

Ambulance Manufacturer: ____________________________________________

Model Year: ________ Model Designation: ____________________________

SUBMISSION REQUIREMENTS AND SPECIFICATIONS (continued)

Delivery will be made within ____ days of receipt of chassis by the Manufacturer

Bid Amount: _______________________________________$______________

STATEMENT OF COMPLIANCE/DEVIATIONS FROM SPECIFICATIONS.

The Bidder proposes the following deviations from the Specifications and/or Drawings, which the Bidder represents and warrants as being fully equal or superior to the requirements of the

Specifications and Drawings, for the reason(s) set forth fully below (attach additional sheets if necessary):

If there are no deviations from the Specifications and/or Drawings, please state the same.

I certify that the foregoing fully and completely describes each proposed deviation, if any, and the reason why each deviation is fully equal or superior to those specified in the Detailed Specifications.

BIDDER: ____________________________________

BY:___________________________________

ITS:___________________________________