Questions and Answers_2.pdf

(Rev5/8/2023)

Question & Answer #2

ADA COMPLIANT VANS, MINIVANS, & SPECIALTY VEHICLES - 07621

This document is posted to capture the questions received during the question & answer period for ADA Compliant Vans, Minivans, & Specialty Vehicles (I.E., ADA Walk-In Step Vans) - 07621.

This document is the official response to the questions received.

Questions or responses included in this document require changes to the solicitation documents. The solicitation has been updated in Amendment #3 on WEBS as 07621- Solicitation Amendment#3.

Any additional questions regarding this solicitation must be directed to the Procurement Coordinator listed below.

Shapoor Naveed 360-701-1897 DESContractsTeamMaple@des.wa.gov mailto:DESContractsTeamMaple@des.wa.gov

Question and Answer #2

Rev 4/13/2016 Page 2 of 14

Question # Question Response Did this change the solicitation?

1. “The DES response to question 1 allows for bidders to submit cutaway chassis on this van/minivan contract. DES already has a cutaway contract (06719‐02). 07621 was to be geared for van and minivan chassis, with an allowance for lowered floor/modified van chassis under the specialty vehicle category.

The specifications were written to exclude cutaways to keep these two contracts from conflicting with each other.”

Does Solicitation #07621 overlap Contract #06719 Transit Buses?

No, it does not. Contract #06719 Transit Buses has cutaway models and offers some ADA options, but the options are listed as options, not a category or sub-category, and this by no means is specific to the ADA category (3) in which contract 07621 is in scope for. In category 3 scope it could be a large vehicle that offers ADA specifics. Now if someone was trying to procure a cutaway bus through 07621 which is not designed for its intended purpose ADA specifications then, it might be a concern.

Additionally, our contracts are not exclusive. For example, Contract #05916 Motor Vehicles also has class 6 vehicles in its scope which overlaps with Contract #03920 Cab and Chassis Trucks Various Sizes.

No

2. “Question/Response #1 states ADA/Paratransit Buses fall under Category 3. We respectfully request that the cutaway or any model classified as an ADA/Paratransit Bus be removed from this Solicitation #07621. WSDES Contract #06719 is for ADA/Paratransit/Cutaway buses.”

Please see the answer to question number #1 in this document.

No

3. Question/Response #3 states "...up to three (3) bidders will be awarded a contract if their bids are found the lowest responsive responsible bids in each sub‐category." ‐

Can the “lowest" be replaced with "highest‐scored"?

No. Because:

First: In the Solicitation, it is “highest- scored”, and yes, we can use it.

Second: the “lowest” price is the “highest- scored”.

No https://apps.des.wa.gov/DESContracts/Home/ContractSummary/06719 https://apps.des.wa.gov/DESContracts/Home/ContractSummary/06719 https://apps.des.wa.gov/DESContracts/Home/ContractSummary/06719 https://apps.des.wa.gov/DESContracts/Home/ContractSummary/05916 https://apps.des.wa.gov/DESContracts/Home/ContractSummary/03920 https://apps.des.wa.gov/DESContracts/Home/ContractSummary/03920

Rev 4/13/2016 Page 3 of 14

4.

“Question/Response #3 & 4 regarding awards of "up to 3 contracts per subcategory" ‐ We understand that as a dealer, we could be awarded one contract with multiple Categories/SubCategories covered. Please clarify (per example following) ‐ If we bid (3) vans with different manufacturers in Category 1, Sub‐Cat. Side Entry Gas, and only

(1) of the (3) is "highest scored", will our other (2) submittals be disqualified? Can other bidder(s) be awarded the remaining (2) vans in that same category?”

- Yes, the highest-scored one will be awarded, and two others submitted which are not the highest-scored will not be awarded.

- Yes, other potential bidders (s) will be awarded for those two vans if their offers are the highest-scored ones.

No

5.

How many years is the total Term of the Contract?

Contract Term is 5 years.

Per §1 of Exhibit D- Contract Template, the term of this Statewide Contract is thirty six (36) months, commencing _____________, 2023 and ending _____________, 2026;

Provided, however, that if Contractor is not in default and if, by __________, 2025, in Enterprise Services’ reasonable judgment, Contractor satisfactorily has met the performance-based goals for contract extension, Enterprise Services shall extend the term of this Contract, by written amendment, for up to twenty-four (24) additional months.

No

6.

Exhibit B- Vehicle Specifications, Cat.

1 ‐ 4.05: “Wheelchair securement Base Model includes two (2) WC positions ‐ We respectfully request that the base model includes ONE

(1) WC position. With the current low‐cost scoring method, the shortest available van will be used for the Base Model and ADA only requires (1) WC position up to a 22' vehicle length.”

Yes. Exhibit B- Vehicle Specifications, Cat. 1 ‐ 4.05:

“Two(2) WC positions” was replaced with “one(1) WC position”.

Yes. Exhibit B- Vehicle

Specifications

Rev 4/13/2016 Page 4 of 14

7.

Exhibit B- Vehicle Specifications, Cat.

1 ‐ 7.02: “Quality Assurance certification ‐ Shall the certification (if applicable) be included with our bid submittals or at the time of vehicle delivery only?”

Yes, it should be included in both, at the time of bid submittal and vehicle delivery.

No

8.

Exhibit B- Vehicle Specifications, Cat.

2 ‐ 2.03 & 4.01: “Wheelchair securement Base Model includes two (2) WC positions ‐ We respectfully request that the base model includes ONE (1) WC position.

Considering the additional requirement for the minivan to include driver's and co‐pilot seats, a 2nd WC position cannot be achieved without omitting the co‐pilot seat. A minivan meets ADA with one (1) WC position.”

Yes. Exhibit B- Vehicle Specifications, Cat. 2 ‐ 2.03 & 4.01: “Two(2) WC positions” was replaced with “one(1) WC position”.

Yes. Exhibit B- Vehicle

Specifications

9.

Exhibit B- Vehicle Specifications, Cat.

2 ‐ Section 5 SAFETY KIT: “Should a fire extinguisher be included in the base specification? If so, please indicate minimum size.”

Yes, a fire extinguisher should be included in the base specification. Minimum 2.5 lb.

rechargeable, mounted per purchaser’s request. The below section will be added to Exhibit B- Vehicle Specifications, Cat. 2 ‐ Section 5 SAFETY KIT:

“5.03: Fire extinguisher must be a Minimum 2.5 lb rechargeable, mounted per purchaser’s request.”

Yes. Exhibit B- Vehicle

Specifications

10.

Exhibit B- Vehicle Specifications, Cat.

2 ‐ 6.04: “Quality Assurance certification ‐ Shall the certification (if applicable) be included with our bid submittals or at the time of vehicle delivery only?”

Yes, It should be included in both, at the time of bid submittal and vehicle delivery.

No

11.

“Question/Response #1 states ADA/Paratransit Buses fall under Category 3. We respectfully request that cutaway or any model classified as an ADA/Paratransit Bus be removed from this Solicitation #07621. WSDES Contract #06719‐02 includes purchasing options for ADA/Paratransit/Cutaway buses.”

Please see the answer to question number #1 in this document

Rev 4/13/2016 Page 5 of 14

12.

Exhibit B- Vehicle Specifications, Cat.

3: “We respectfully request that the following sections be removed from the Mandatory Specification Requirements or revised per recommendations below, due to their similarity to or apparent distinction as "cutaway/paratransit bus or body‐on chassis conversion" specs rather than "van" specifications. Cutaway/paratransit buses are included on WSDES Contract #06719‐02. Category 3 should not include any bus or body‐on‐chassis models and should be limited to van models only. Please omit the following Sections or revise to be van‐specific, per details below:

1.01 Overall length approx. 285" is

almost 24'. This is a bus/body‐ on‐chassis spec, too long for a van.

1.02 Overall height as shown is a

bus/body‐on‐chassis spec and refers to roofmounted. AC ‐ not normally done on a van. Please change to van specs.

1.03 Vehicle interior height as

shown is too specific and limits competition. We request a change to "OEM INTERIOR HEIGHT" since altered bodies/body‐on chassis conversions should not be allowed on this contract. As reference, a seat cushion is approximately 20" above the floor ‐ Interior height of a High‐ Roof Transit van is 77", leaving approx. 57" headroom at center of rear passenger seat cushion.

1.05. Passenger seat spacing is

indicative of a cutaway bus spec. In addition, no seats are called out in the base model

Please see the answer to question number #1 in this

As described in section 5 of the instruction part of the Exhibit B- Vehicle Specification, please offer your vehicles as alternatives.

Rev 4/13/2016 Page 6 of 14 specification ‐ please clarify if seat spacing is necessary.

1.06. Refers to bus/body‐on‐chassis

conversion ‐ please omit.

1.07 ‐ Refers to bus/body‐on‐chassis conversion ‐ please omit.

2.06 ‐ Specific verbiage includes the words "body on chassis" conversion. We request deletion of the requirement or revising the spec to "4‐wheel alignment" similar to

Category 1 & Category 2. Bus/body‐ on‐chassis vehicles are already included on WSDES #06719‐02 and do not belong on this contract.

2.07 ‐ Wheel size (R17) is not a van tire/wheel size and is too specific, thus limiting competition. Please revise spec to read "Wheels and tires must be OEM" to allow the correct chassis to be bid in this category.

3.02 ‐ Wiring harness ‐ Please omit ‐ this refers to cutaway bus/body‐on‐chassis conversions.

4.01 ‐ Vehicle Body Construction ‐

Please omit ‐ The spec limits competition and refers to bus/body‐on‐chassis conversions, especially the reference to STEEL body with

COMPOSITE FRONT & REAR

FASCIA. This contract is for vans.

4.03 Welding ‐ Please omit, this

refers to bus/body‐on‐chassis conversion methods.

4.04 ‐ This spec refers to bus/body‐ on‐chassis conversion. Please omit.

Rev 4/13/2016 Page 7 of 14

4.06 ‐ This spec refers to bus/body‐ on‐chassis conversions.

There's no reason for water testing if no body is added.

Please omit.

6.01 Interior lighting ‐ this is a

bus/body‐on‐chassis spec.

Please omit.

6.02 Lighting Fixtures mounting ‐

this is a bus/body‐on‐chassis spec. Please omit.”

13.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 2.02: “ Cooling System ‐ Current spec refers to a bus/body‐on‐chassis conversion. We request changing the spec to read "COOLING SYSTEM

MUST BE OEM".

The requested revision was accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 2.02 is revised as follows: “Cooling system must be OEM or Alternative”

Yes. Exhibit B- Vehicle

Specifications

14.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 2.10: “Wheelbase must be 122 inches ‐ This length is specific to one chassis and limits competition. We request an open‐ended wheelbase so multiple models can be submitted within the parameters of the category.”

The requested revision was accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 2.10:

“Wheel Base - Vehicle must have a wheel base of 122 inches.” is removed.

Yes. Exhibit B- Vehicle

Specifications

15.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 2.11: “Gauges ‐ Considering many chassis dash clusters now consist of digital readouts, we respectfully request revision of the spec to read "Chassis to include OEM dash with factory gauges/readouts" or similar.

This will eliminate any violation of OEM warranty by altering/adding non‐OEM gauges.”

The requested revision was accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 2.11:, is replaced with the below language: “ Chassis to include OEM dash with factory gauges/readouts or similar.”

Yes. Exhibit B- Vehicle

Specifications

16.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 4.02: “Access Doors ‐ Please omit the following portion of the spec:

"Doors must be a stamped metal consistent w/ the OEM quality and follow the vehicle body lines".

This is specific to a certain model and will limit competition. The remainder of the spec is appropriate.”

The requested revision was accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 4.02:

"Doors must be a stamped metal consistent w/ the OEM quality and follow the vehicle body lines" is removed.

Yes. Exhibit

Rev 4/13/2016 Page 8 of 14

17.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 4.05: “Interior Finishing ‐ This is a bus/body‐on‐chassis spec. Please change to read "Interior should be OEM finish" as very few items can be 'changed' or customized on van interiors unless offered through the OEM vehicle manufacturer.”

The requested revision was accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 4.05:

“Interior finish must be ebony, grey or light tone, color coordinated with seats, floor, and exterior.” Replaced with "Interior should be OEM finish".

Yes. Exhibit B- Vehicle

Specifications

18.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 4.07: “Floor ‐ Please omit reference to "floor stamping" ‐ This is manufacturer‐specific and limits competition.”

The requested revision was accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 4.07:

"Floor stamping" is removed.

Yes. Exhibit B- Vehicle

Specifications

19.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 5.02: “Flip Seats and Fold‐away Seats ‐ Please omit this specification.

It's too specific and will eliminate competition. If seats should be quoted, please indicate passenger capacity so all bidders are quoting the same thing.”

The requested revision was accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 5.02 is deleted.

Yes. Exhibit B- Vehicle

Specifications

20.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 5.03: “Handrails ‐ As written, this is a bus specification, too limiting and specific to certain models.

Please omit completely or change to van‐specific description (for example, "grab handle at B‐pillar").”

The requested revision was accepted. Cat. 3 ‐ 5.03 of Exhibit B- Vehicle Specifications, is deleted.

Yes. Exhibit B- Vehicle

Specifications

21.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 5.04: “Seat materials ‐ As written, this is specific to bus models and will eliminate competition. We request a revision to spec to say "Pilot/copilot seat shall have OEM covers" ‐ this could include OEM vinyl or cloth covers depending on model. Note, in most cases, van driver/copilot seats cannot be recovered due to internal airbags.”

The requested change was accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 5.04:

“Grey color vinyl upholstery standard. “is replaced with "Pilot/copilot seat shall have OEM covers"

Yes. Exhibit B- Vehicle

Specifications

22.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 5.05: “3‐point shoulder belts for passenger seats ‐ There are no passenger seats in the specification ‐ please clarify the requirement or add a max. capacity to the spec so all bidders are quoting the same thing.”

The requested change was accepted. Cat. 3 ‐ 5.05: “All standard passenger seats must be equipped with 3 pt.” is removed.

Yes. Exhibit

Rev 4/13/2016 Page 9 of 14

23.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 5.07: “WC Securements ‐ 1) Please add the specification "must meet WC18/WC19" to match Category 1 & Category 2 Securement specs. 2) Please specify whether "aluminum L‐track" OR "Slide and Click" securements are required.

Cannot have both. 3) Please add specification for "Base model to include one (1) wheelchair position" to match Category 1 & Category 2 (if WSDES agrees to change the Base to One (1) WC. If not, add specification for two (2) WC please).”

The requested changes were accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 5.07 is revised to include:

- “Or” added between “aluminum L- track” and "Slide and Click"

- Please see answer to question #8 in this

Yes. Exhibit

Specifications

24.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 5.08: “Floor track specification for "flange mount L track 6351" is specific to one product & limits competition. Depending on the securements required per spec #5.07, we respectfully request a more general description of the floor track (if so chosen) to be "...must be full‐length floor track".

Or change entire spec to match Category 1, Wheelchair Securement Spec #4.05 with the exception of changing to One (1) WC securement for Base Model. Only (1) WC is required in order to meet ADA if vehicle is under 22'.”

The requested change was accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 5.08 is updated as follows: “Cat. 3 ‐ 5.08: Floor track - Floor track must be full-length floor track or equivalent, or either of them.”

Yes. Exhibit B- Vehicle

Specifications

25.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 2.09: “Please clarify if 2.09 should be # 5.09?”

Yes, it should be. Yes. Exhibit B- Vehicle

Specifications

26.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 6.03: “ADA Entrance Door Lighting ‐ Please add to the description "Wheelchair LIFT, ramp, or low‐floor entrance area" in the two places that wheelchair ramp is referenced, in order to allow competition of products. (Also see question below regarding Section 8.02).”

The requested change was accepted. Exhibit B- Vehicle Specifications, Cat. 3 ‐ 6.03:

"Wheelchair LIFT, ramp, or low‐ floor entrance area" was added to where the wheelchair ramp is referenced.

Yes. Exhibit

Rev 4/13/2016 Page 10 of 14

27.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 7.01: “Designed to Transport section is specific to bus/body‐on‐ chassis conversions. Please omit. WSDES #06719‐02 contract includes buses/body‐on‐chassis products and they should not be allowed on this contract.”

The requested change was rejected. Please see answers to questions 1,2, and 11 in this document.

No

28.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 8.01: “Maintenance & inspections schedule must be supplied w/ each vehicle" ‐ Is this required at bid submittal or upon delivery of finished vehicle?”

It should be included at the time of bid submittal and vehicle delivery.

No

29.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 8.02: “There are low floor products available that could fall under this category but the specification for "wheelchair ramp system" is too specific and eliminates competition.

Please revise the specification to be inclusive of low‐floor and other models that don't include ramp systems.”

Exhibit B- Vehicle Specifications, Cat. 3 ‐ 8.02: The language in the Cat. 3 ‐ 8.02 is updated as follows”

“Wheelchair ramp system, if required per ADA, must be covered by OEM warranty.”

Yes. Exhibit B- Vehicle

Specifications

30.

Exhibit B- Vehicle Specifications, Cat.

3 ‐ 8.06: “Shall the "report of all warranties & excluded warranties" be submitted with the bid or upon delivery of completed vehicles?”

It should be included at the time of bid submittal and vehicle delivery.

Rev 4/13/2016 Page 11 of 14

31.

07621 Competitive Solicitation, SECTION 4.3 PRICING ‐ PG 13‐14:

“We understand the bid prices should include delivery costs. To ensure all bidders quote the same, we request that delivery to Olympia, WA (or similar location determined by DES) be designated as the "delivery destination" for Base Model pricing.”

While DES will not require all bidders to designate Olympia, WA as the “delivery destination” for base model prices, DES will revise how Delivery costs are listed in the Solicitation and the resulting Statewide Contract.

Delivery destination will remain any location within the State of Washington and the State of Oregon. The language in the Solicitation and Exhibit D- Statewide Contract requiring delivery fees to be included in vehicle contract pricing will be removed, and the below language will be added to:

1. Exhibit D- Statewide Contract:

a) §8.3(b), was revised.

b) “Delivery Fee” added as § 9.1(e)

c) “§ 9.5. No Additional Charges” was revised.

2. Competitive Solicitation:

“Shipping costs, including all transportation and handling charges, shall be added to Purchaser’s invoice as a pass-through fee only. The contractor shall provide an actual shipping invoice to Purchaser if requested.

3. ” added to § 4.3. Pricing, of the Competitive Solicitation.

Delivery fees should be listed as a separate line item on the invoice. It means Contractor should add the delivery fee to

Yes.

Competitive Solicitation and Exhibit

D- Statewide Contract Template

Rev 4/13/2016 Page 12 of 14 the Purchaser’s invoice as a pass-through fee and Contractor shall provide an actual shipping invoice to Purchaser if requested.

32.

07621 Competitive Solicitation, SECTION 4.3 PRICING ‐ PG 13‐14:

“Delivery of vehicles: Does DES have a required method of vehicle delivery?”

Yes. Contractor and Purchaser can come to an agreement on the method of vehicle delivery.

It is imperative that Contractor adheres to the delivery requirements outlined in § 8.3 of Exhibit D- Statewide Contract.

The goods and/or services must be delivered FOB to the specified destination in the Purchaser’s purchaser order, and it is Contractor's responsibility to ensure that there is no loss, damage, or destruction of the items prior to delivery, unless it is the fault or negligence of the Purchaser. As a pass-through fee, shipping costs will be added to the invoice, and the Contractor must prepare and provide an actual shipping invoice upon request.

No

33.

EXHIBIT C1, C2, C3-Bid Price ‐ Instructions: “If submitting more than one vehicle in a subcategory, shall the bidder create separate tabs for each vehicle?”

No. But potential bidders can add a similar table in the respective tab of the subcategory. More details on how to add a new table will be included in the instruction tab of Exhibit C1, C2, C3- Bid Price

Yes. Exhibit C1, C2, C3- Bid Price

EXHIBIT C1, C2, C3- Bid Price ‐ Instructions: “Instructions say to fill out all the columns and rows per sub‐category. Since a vehicle will either be FTA OR non‐FTA certified (not both), is it acceptable to enter "Not Applicable" in cells that do not apply in order to be considered a completed form?”

Yes, it is acceptable to add “Not

Applicable” to cells that do not apply to them.

Yes. Exhibit C1, C2, C3- Bid Price

Rev 4/13/2016 Page 13 of 14

35.

EXHIBIT C1, C2, C3 ‐Bid Price-Sub‐ Category forms: “If a "Vehicle Configuration Scenario" item is included in the Base Vehicle price, is it acceptable to note "included" in the Price cell? Example: Backup camera rear view system may be part of the OEM chassis and not priced separately.”

Yes. it is acceptable to add “included in the Base Vehicle Price” in column C5, Row 5(Price cell).

Yes. Exhibit C1, C2, C3- Bid Price

36.

Exhibit B- Vehicle Specifications:

“Vehicles must be...equipped with an ADA rear or side wheelchair ramp or an ADA rear wheelchair lift.

Is a van with an ADA side wheelchair lift acceptable on this contract?”

Yes, it is acceptable; or as described in section 5 of the instruction part of Exhibit B- Vehicle Specification, please offer your vehicles as alternatives.

No

37.

Exhibit B- Vehicle Specifications:

“The base vehicles for each category or sub-category(ies) must accommodate two (2) wheelchair positions. Very few vans in Category 2 can accommodate (2) wheelchair positions. Request approval to propose single wheelchair capacity models in Category 2.”

Please see answers to questions #6 and #8 in this document. Or, as described in section 5 of the instruction part of Exhibit B- Vehicle Specification, please offer your vehicles as alternatives.

Yes. Exhibit

Specifications

“IFB Template document ‐ Page 5 ‐ Deadline for Submitting Bids of May 26, 2023: Considering we haven't yet received responses from DES to prior‐submitted questions/concerns/'complaints', we respectfully request an extension to the bid due date of at least one week (new due date of at least June 16th, 2023).

We'll need time to receive the responses, work with factories to gather information, and adjust bid submittals accordingly.”

Deadlines for the Q&A period and submitting Bids were extended for:

- Four (4) weeks via Amendment #2 on 05- 30-2023.

- An additional three (3) weeks by Amendment #3.

New Deadlines are as follows:

1. Question & Answer Period Friday, March 24, 2023 – Thursday, July 20, 2023; and

2. Deadline for submitting Bids: Friday, July 28, 2023.

Yes.

Competitive Solicitation

Rev 4/13/2016 Page 14 of 14

“Exhibits E1, E2, E3 ‐ Each of the Sub‐Cat Tabs: The formula in the "Total" cell is not calculating the same on each Base Vehicle group.

Group #1 seems to be correct, but Groups #2‐#20 have a different formula. All Exhibits & Sub‐Cat Tabs seem to have the same issue. Please provide updated forms with corrected formulas.”

Please see updated Exhibits E1, E2, E3- Bidder’s Pricelist posted alongside this document.

Yes-Exhibit E1, E2, E3-

Bidder’s Pricelist.