RFB-0026_Appendix_D_-_Specification_Triple_Net.doc

2022-RFB-0026 APPENDIX D County of Sacramento Triple Net February 17, 2022

COUNTY OF SACRAMENTO

INTERNAL SERVICES AGENCY

FLEET SERVICES DIVISION

INTENT: It is the intent of these specifications, terms and conditions to establish a pool of qualified factory authorized dealers for the purchase and delivery of multiple makes of current model year automobiles, light trucks, vans and medium duty cab and chassis units up to nineteen thousand five hundred (19,500) pounds GVWR. This request for bid is open to factory authorized dealers of all vehicle makes meeting the minimum requirements outlined within these specifications and request for bid. The County intends to award a one-year contract (with an option to renew and extend the contract for up to two additional one year terms, for up to a total of three years) to multiple dealers of various makes of vehicles based on the lowest bid submitted for markup cost over Triple Net invoice for each separate make of vehicle. The expectation of the County of Sacramento is to receive bids from multiple dealers of various makes and models of vehicles from sub-compact through and including medium duty truck classes. The County intends to award multiple contracts, one contract to one dealer of each make of vehicle for which bid responses are received. In the event two or more dealers of a specific make of vehicle submit bids of the same amount, the County reserves the right to award a contract to more than one dealer of the same make of vehicle. The dealer(s) selected for each make of vehicle, will be the dealer which has met the minimum qualifications of the County and has submitted the lowest cost over the “Triple Net” invoice amount for each vehicle. To further ensure that this bid and purchase process fully satisfies the competitive bid requirements of the County, a follow up request for quote and quote evaluation process will be performed to ensure the awarded dealers of various vehicle makes receive equal consideration for purchases. The intent and purpose of any contracts awarded as a result of this request for bid process will be to establish an agreed pricing structure and procedures by which the County may purchase vehicles from the awarded dealer(s). There shall be no expressed or implied guarantees of exclusivity, minimum / maximum quantity or any guarantee that any purchase will be made in any amount.

SCOPE: The County of Sacramento intends to purchase current model year or newer vehicles to replace or supplement its existing fleet of vehicles. These vehicles will be used on a daily basis by County of Sacramento officials and employees to conduct routine business throughout the County. All vehicles shall be new and unused and delivered meeting all of the specifications, terms and conditions herein.

I. GENERAL

1. It is the intent of the County of Sacramento to purchase equipment that will provide optimum benefit to the County. This does not necessarily mean that the County will buy the lowest priced product. Consideration will be given to the product warranty, service and parts support available in the Sacramento area, the number of satisfied users in the Sacramento County area, delivery dates and bidders past performance.

2. After mission consideration, the single most important factor in the bid evaluation will be emissions reduction factor of the engine. The County of Sacramento is committed to purchasing engines for vehicle(s)/equipment that meet or exceed actual tailpipe emissions standards for current year, specified by the EPA for the engine manufacturer.

3. CARB CERTIFICATION: CARB certification is required for ALL vehicle engines and vehicle configurations purchased by the County of Sacramento, to include any alternative fuel or hybrid option. California ARB engine executive order(s) will be provided for all vehicles purchased under this request for bid. Vehicle engines, configurations, alternative fuel and hybrid options offered by the dealer that have no CARB executive order specific to the model year and configuration being offered will be rejected.

4. REDUCED EMISSIONS OPTION: The County of Sacramento is committed to using low emission, clean air engines. Should a reduced emission engine or any reduced emission category level be available for the vehicle(s)/equipment specified, it will be included. This must be offered and shown as an added cost option. Any reduced emission option must have a valid CARB executive order.

5. ELECTRIC, HYBRID AND ALTERNATIVE FUEL OPTION PREFERENCE: Bidders are encouraged to submit options for electric vehicles, hybrid systems and/or alternative fuel systems if available. The electric, hybrid or alternative fuel options offered shall be normally offered by the manufacturer or endorsed by the vehicle manufacturer, and shall be installed at the factory, or by a factory authorized installer commonly known as a Quality Vehicle Modifier (QVM), or a Specialty Vehicle Modifier (SVM). Proposed systems shall be fully engineered and tested, shall not void any portion of the original manufacturer’s warranty, and will be fully eligible for warranty and service work by the chassis manufacturer. Electric, hybrid and / or alternative fuel options shall not be aftermarket or experimental systems which are not authorized for use by the vehicle manufacturer. Bids and quotes that do not include options for electric, hybrid or alternative fuel systems will not be rejected, rather the County may select a bid that includes an electric, hybrid or alternative fuel option if it determines that it is in the best interest of the County to help meet fleet emission requirements, reduce fuel consumption or reduce emissions.

6. GRANT FUNDS AND PURCHASE INCENTIVES: Bidders are encouraged to use available grant or incentive monies to help reduce the final price of the vehicle / equipment offered. This is to include the Federal Tax Credits commonly available for electric vehicles. Bidders are required to disclose any grant or incentive monies available and the total amount of each grant or incentive. The final quote for the specific vehicle(s) should show the full cost of the vehicle(s) / equipment and separately itemize the amount(s) of the grant or incentive monies available. This information is necessary for the County of Sacramento to determine if any conflicts exist with other grants, incentives or funding sources that the County may already have in place. The County of Sacramento, at its sole discretion, shall decide which grants and / or incentives are appropriate to be used for the purchase of the vehicle(s) / equipment. The bidder shall be responsible for all administrative work to complete the application process and facilitate the funding for any grants or incentives offered by the bidder at the time of the final quote and accepted by the County of Sacramento. Acceptance of grants or incentives by the County shall take place at the time of issuance of a purchase order after a bid has been awarded.

7. REFERENCES (See Appendix H): Bidder will provide, with the bid, a users list showing the names and addresses of businesses or other entities within the Sacramento area. This may be used, as a reference list by the County and consideration will be given to the number of users in this area.

8. DOCUMENT REVIEW: The dealer will provide, for the County’s review, at the County’s request, prior to purchase, copies of shop and service manuals for the equipment that is quoted. Incomplete shop or service information may be cause for rejecting a quote.

9. DEMONSTRATION: At the request of the County the dealer may be required to provide a demonstration of the proposed vehicle(s). Failure to provide a demonstration as soon as reasonably possible but not to exceed thirty (30) days from the time of the request or failure of the product to perform satisfactorily during the demonstration may be grounds for rejection of the proposed vehicle(s).

10. REGULATIONS: The vehicle(s) / equipment furnished to meet these specifications, including all equipment and accessories, will comply with all current regulations of (1) California Vehicle Code; (2) California Code of Regulations; (3) California Air Resources Board; (4) Cal-OSHA standards as applicable; (5) National Highway Traffic Safety Administration; (6) Federal Motor Vehicle Safety Standards and Regulations; (7) California Environmental Protection Agency Air Resources Board and any other legal requirements that may apply.

11. RESPONSIBILITY: Dealer / Vendor will be responsible for vehicle / equipment compliance with all applicable codes, regulations, laws, etc., governing such vehicle / equipment at the time of delivery. Acceptance of such vehicle / equipment by the County will not relieve Dealer / Vendor of the responsibility of items that do not meet such requirements. Should any of these specifications conflict with any code, regulation, law, etc., the Dealer / Vendor will notify the County before manufacturing starts. Dealer / Vendor will not be held responsible for changes required by codes, laws, regulations, etc., to vehicle / equipment after the time of delivery.

12. SWITCHES AND INDICATOR LIGHTS: All switches and indicator lights inside the cab will be within easy reach and view of the operator. Lights will not be concealed, mounted or positioned in such a way that the operator while seated is not able to determine if a light is illuminated. Factory switches and indicator lights are acceptable for purchases under this request for bid process. Any purchases that include the addition of auxiliary switches beyond those provided by the factory, shall be held to the above standard.

13. LABELS: All controls (levers, pedals, push buttons, switches, etc.) indicator lamps and accessories will be clearly labeled as to function and direction of operation. Unless otherwise specified herein, all labeling will be permanent placard type nameplates. Labels will be engraved metal or engraved laminated plastic attached with screws or rivets and will not utilize glues or press-on attachments. Hand engraving is not acceptable. Factory embossed knobs or handles are acceptable. Any purchases that include the addition of auxiliary switches and / or controls will require labels that meet this standard.

14. FACTORY CAB AUXILIARY SWITCHES: Should factory auxiliary switches be available for equipment such as strobes, work lights, PTO, pumps, body control circuits, etc. the vehicle will be provided with such switches sufficient to control all equipment outlined within these specifications. When the factory auxiliary switches are available they will be used to provide the control for the intended equipment. Switches will also conform to “SWITCHES AND INDICATOR LIGHTS” and “LABELS” above. If factory auxiliary switches are needed for particular vehicles purchased under this RFB, and they are available from the manufacturer, they will be requested at the time the final quote is requested.

15. HOSES, CABLES AND ELECTRICAL: For the purpose of this RFB, factory hose, cable and electrical routing and securement shall be acceptable. For any auxiliary installations, including truck bodies on cab and chassis units, or any ancillary equipment installations all hoses, lines, electrical cables and wiring will conform to the following:

a. All will be securely supported using properly sized vinyl coated or rubber cushion “P” type metal clamps (see http://www.mcmaster.com/#cushioned-cable-clamps/=ckmkdw for example).

b. Tie-wraps will be used only as necessary to aid in the securement of hose bundles. Tie-wraps will not be used for the primary supporting or securing of hoses/lines. Stick-on or glue-on retainers are not acceptable. Tie wrap tails will be cut flush and smooth with the buckle and not leaving a point or sharp edge to injure personnel. Any tie wraps not finished in this manner will be rejected during inspections.

c. Grommets will be used where any hoses, cables or electrical wires pass through compartments, frame members, bulkheads or any other material that may cause abrasion.

d. Positive protection or metal shielding will be used to prevent chaffing against frame members, sharp edges, fasteners, components, etc.

e. Any penetration of a weather resistant or proof type tool box, cabinet or compartment will be sealed to avoid water intrusion.

f. Wiring, internal and external, will be enclosed in loom and hoses and cables will be properly secured and routed in a neat professional manner.

g. Any wiring passing through a compartment, tool or materials supply or work area will be encased in steel tubing for protection. Tube ends will be properly cleaned and de-burred to prevent any wire chaffing.

h. Electrical Tape is not permitted in wrapping wiring, connections or as a loom support.

i. The use of “Scotch Lock” or equivalent wiring harness connectors is not acceptable.

j. Any wire splices and/or butt connections will be soldered with shrink tube, or finished using heat shrink butt connectors or butt connectors with shrink tube.

16. INVOICES: Dealer/Vendor will deliver invoice(s) for vehicle(s)/equipment to the following address:

County of Sacramento

Fleet Services Division

4001 Branch Center Road

Sacramento, CA. 95827

ATTN: Ronald Wirth The above information shall be the default invoicing information. If any purchases under this RFB require different invoicing, instructions shall be provided at the time of issuance of the purchase order. Invoices shall be formatted in a manner that the amounts charged can be reconciled line by line to match the purchase order that is issued for the purchase. Please do not combine multiple items in a manner that cannot be reconciled to the purchase order.

17. FEDERAL EXCISE TAX EXEMPTION: All pricing is to exclude Federal Excise Tax. When applicable, upon request, an exemption certificate will be furnished by the County of Sacramento.

18. DELIVERY: Normal delivery hours are Monday – Friday, 7:00 am – 3:30 pm excluding County Holidays. Vehicle(s) will be delivered with:

a. A copy of the manufacturer’s dealer’s invoice.

b. Line sheet which lists ALL equipment with order codes on the vehicle.

c. All components of option packages must be in or on the vehicle at the time of delivery.

d. Operator and Safety Manuals.

e. Two (2) complete sets of keys with option to add extra keys for individual purchases.

f. Standard tool kits.

g. Ownership documents – see item 19 below.

Delivery instructions and contact information with delivery hours will be advised during the final request for quote process. It is highly recommended that the dealer contact the delivery location prior to delivery to determine a suitable delivery date and time.

19. DMV DOCUMENTATION: The selling dealer shall be responsible to process the California DMV “EXEMPT” registration for each vehicle purchased including delivery of license plates and registration to the County of Sacramento Fleet Services Division. At the time of invoicing for each vehicle a County of Sacramento Fleet Services Division representative will provide the needed signatures on the required DMV forms. Fleet Services Division will also provide a signed DMV form REG 5050 “EXEMPT LICENSE PLATE REQUEST” to process the exempt registration. Each new vehicle will be delivered with a new vehicle temporary operating permit and plate. Upon delivery of new vehicles, all ownership documentation shall be delivered to the office at the respective delivery location at the time of delivery of each new vehicle. Ownership documentation shall not be left in the vehicles. All DMV forms, title and registration documents will reflect registered owner information as follows:

County of Sacramento

4001 Branch Center Road

Sacramento, CA. 95827

20. PAYMENT: Payment terms shall be net 30 days commencing upon acceptance of the vehicle(s) / equipment - OR - the invoice date whichever occurs later. The time period for terms and conditions of payment will not begin until after the County has accepted the vehicle(s) / equipment. The County will not accept vehicle(s) / equipment until all of the conditions of this specification and related request for quote are met. All vehicles, including upfit and modifications (if applicable), must be received before the invoice can be processed for payment.

21. NOISE LEVEL: The maximum allowable operating noise level for this vehicle/equipment, including all mechanical or hydraulic systems will not exceed 85dB (A) within the cab with the windows open unless pre-approved by the County.

22. WARRANTY AND OTHER REQUIREMENTS:

a. Minimum of 36 months/36,000 miles “bumper to bumper” and power-train coverage to 60,000 miles or 5 years, whichever comes first, at no additional charge. Bidders shall submit any additional roadside assistance warranty information (if applicable) with the bid proposal. Bidders shall submit copies of the manufacturer’s warranty with the bid proposal.

b. If the vehicle/equipment standard warranty or any component standard warranty exceeds the minimum warranty, that standard warranty will supersede the minimum requirements in these specifications.

c. Any auxiliary or optional equipment on all vehicles will be installed so that all manufacturer warranties remain in effect. Vendor/Dealer will be responsible for any equipment installed in such a manner that voids any manufacturer warranties of vehicle or installed components.

d. Vendor/Dealer will be responsible for transportation and associated costs from the County facility to the designated warranty repair facility and return to the County facility for the vehicle(s) throughout the entire warranty period including extensions.

e. Warranty coverage for vehicles purchased under this RFB will commence on the actual date the County releases the vehicle(s) into service. The County will notify the respective dealer representative when the unit is released into service. The in-service date for all vehicles is recorded in the County’s fleet maintenance management system which will serve as verification of the in-service date. The time period between delivery of the vehicle(s) to the County and the release of the vehicle(s) into service allows for the County’s in-service and inspection process, final installations of equipment, vehicle registration, operator training, etc.

f. The dealer shall be responsible for all registrations and notifications to the manufacturer(s) to ensure that the warranty period commences as of the County in-service date so that the County receives all of the benefits of the full term of the warranty coverage.

23. PRE-PAID MAINTENANCE: This provision shall allow the County of Sacramento and the Fleet Services Division to request an option for pre-paid maintenance at the time of purchase. If the County elects to request this option it will be indicated in the “WARRANTY” section of the “Request for Quote” form at the time final quotes are requested. The final request for quote process is outlined within this document. Since pre-paid maintenance availability, terms and conditions may vary by dealer, manufacturer, and vehicle model the exact terms cannot be defined until actual purchases are made. Generally, pre-paid maintenance plans should apply to all scheduled maintenance and all normal wear items on the subject vehicle(s). These items shall include, but not be limited to: oil changes, filters, alignments, brakes, windshield wipers, belts, hoses and in some cases (depending on the maintenance plan) tires. Exact maintenance plan terms, conditions and details of included items shall be presented and agreed at the time of purchase if the County elects to accept and purchase a pre-paid maintenance plan. The County at its sole discretion shall determine if a maintenance plan will be included in a vehicle purchase. Dealers and manufacturers that offer a pre-paid maintenance plan may be given preference over dealers and manufacturer’s that do not offer such an option, but only when this option is requested by the County. All charges for pre-paid maintenance plans must be invoiced in full for the duration of the maintenance term, and all charges shall be included in the final vehicle invoice to the County. Upon processing and payment of the vehicle invoice by the County, no charges or scheduled payments shall remain outstanding,

24. NEW AND EMERGING TECHNOLOGY: During the term of any contract(s) awarded as a result of this RFB, the County shall reserve the right to allow preference to new or emerging technologies that may or may not be known at the time of inception of the contract(s). At the sole discretion of the County, any technology that the County deems to be beneficial, resulting in improved safety, better efficiency or cost savings, may be shown a preference in the final purchase decision. This shall not be construed to mean that a dealer or vehicle manufacturer may claim preference based on a technology they offer that other manufacturers do not as a means to attempt to disqualify competing vendors. The County of Sacramento and the Fleet Services Division shall make a final determination on the value of the technology and the potential benefits during the final quote evaluation process.

25. MANUALS: Vendor/Dealer will provide for each unit or series of like units and each of the units optional or auxiliary equipment (such as a compressor, generator, pumps, crane, body, hydraulic pump, etc.), the manuals listed below. Manuals provided will be current and of the same model provided to the County, not for “similar” models.

a. One (1) copy of the operator’s manual for each vehicle.

b. One (1) copy each of safety manual for each vehicle.

c. One (1) copy of the operator’s manual for any optional or auxiliary equipment which is included in the sale of the vehicle.

d. One (1) copy of the line-set ticket which lists all options installed on the unit with the manufacturer order codes will be furnished with each vehicle.

· Should any of the above manuals not be available for the vehicle/equipment it will be listed on the exception page of the quote response.

· All manuals, software and other media provided shall be original and complete as provided by the manufacturer. Facsimiles, photo copies, and copies of software or other media is not acceptable.

· Bid disqualification may result in a bidder not following the above requirement.

26. MODEL SELECTION: Only new models in current production, which are catalogued by the manufacturer, and for which printed literature and specifications are available will be acceptable. All equipment catalogued as standard will be furnished with the vehicle/equipment whether or not it is listed in these specifications or in the final request for quote.

27. COMPONENTS: The component parts of the vehicles(s) / equipment will be of proper size and design to safely withstand maximum stresses imposed by a maximum capacity load, and the manufacturer’s rated loads for axles and bearings will not be exceeded when the unit is loaded to such capacity. All driving parts will have a torque capacity sufficient to transmit maximum power developed by the engine. All components will be OEM unless not available as an OEM option. All components will be mounted or installed as per component manufacturer’s specifications. Vehicle shall be capable of operating successfully with all options ordered with vehicle. Standard equipment cannot be deleted from the vehicles. Any equipment not specifically identified in the vehicle specifications or final request for quote, whether standard equipment or included as part of a factory option package requested during the final request for quote process, must remain on the vehicle and cannot be removed.

28. CONSTRUCTION: Any apparent silence within any part of this specification or the final request for quote as to any detail, or the omission from the subject documents of a detailed description concerning any point, will be regarded as meaning that only the best commercial practice is to prevail, and that only materials and workmanship of first quality are to be used. Corners will be rounded, edges and surfaces will be free of sharp edges and burrs. County personnel frequently service and maintain the equipment and will not at any time be exposed to injury from unfinished parts. Body and all components will allow for full movement of tires and suspension without rubbing, interfering or limiting in any way.

29. COMPLETED VEHICLE LABELS: Vehicles purchased as cab/chassis units or incomplete vehicles with manufactured body installations, or vehicles purchased with significant modifications under this RFB, will be properly certified by the body installer or vehicle modifier. The body manufacturer / installer, or vehicle modifier (as applicable) will be registered with the National Highway Traffic Safety Administration. The completed unit will be affixed with a label certifying compliance with all applicable Federal Motor Vehicle Safety Standards and displaying vehicle identification and weight ratings. Labels will comply with Title 49 Code of Federal Regulations Parts 565 through 568 for, but not limited to, information and placement.

30. FLUIDS AND SERVICING: The new vehicle(s) will receive dealer preparation as required by the vehicle manufacturer and will be completely serviced by the successful bidder or their authorized agent. All fluid levels including crankcase, differential, transmission, and any auxiliary equipment included in this bid will be filled to manufacturer’s recommended capacity prior to receiving at the delivery destination.

Vehicles / equipment will be delivered to the County with less than 1,000 odometer miles. This mileage may be exceeded but only due to transporting the vehicle / equipment over the road for delivery to the County. Should the mileage exceed 1,000 miles due to transportation, the vendor or qualified service provider for the vendor will change the engine oil, filter and lube the chassis before delivery to the County. In addition the vendor will supply the County a document of service from the servicing provider.

31. FUEL: Vehicle(s)/Equipment including auxiliary engines with separate fuel tanks will be delivered to the County filled to one quarter (1/4) of the total capacity of the fuel tank minimum. Vehicle(s)/Equipment including auxiliary engines with separate fuel tanks shall also be filled to a minimum of one quarter (1/4) capacity of fuel per fuel tank.

32. QUESTIONS: After a successful bidder has been awarded a bid, should at any time during the construction process that vendor have a question or doubt about any of the specifications listed in this document they will notify the Fleet Services Vehicle Specifications Office at (916) 875-4277 for clarification before continuing. All questions prior to the bid award will be directed to the Contracts and Purchasing Division agent listed on the front of this RFB.

33. KEYS: Dealer/Vendor will supply two (2) complete sets of keys, including fobs and remotes, and keys for all locks on vehicle/equipment (such as cabinets, drawers, doors, pad locks, equipment boxes, etc.). For some purchases Fleet Services may order particular vehicles with two (2) extra key sets. Requests for extra keys will be indicated on the quote request forms. Extra keys (when applicable) shall include key fobs and remotes, cabinet keys and shall be complete sets. Vehicles with compartments (such as service bodies and similar) shall have all compartments keyed alike unless unfeasible to do so or if directed otherwise during the purchase process. If unfeasible, the bidder will state so in the quote reponse. If more than one unit is requested in a single purchase then each vehicle shall have its own unique key set. One vehicle’s keys will not be capable of opening the locks of another vehicle in the group. For any manufactured body installations or other modifications that include locking compartments or accessories all keys shall be flat cut type keys. Barrel type keys are unacceptable. Standard key cuts in the industry will not be used such as CH501 or CH545.

34. EQUIVALENTS: All components specified that include the language “or equivalent” will mean the same in configuration, specifications and minimum performance of the component. Equivalents must be approved by the Fleet Services Vehicle Specifications Office at (916) 875-4277 before that equivalent may be used.

35. ENGINE LABELS: All engines provided in vehicles / equipment will bear the required California emission label attached to the engine. Along with all required information the labels will include the following:

a. Engine manufacturers name.

b. Engine model.

c. Engine serial number.

d. Engine displacement.

e. Engine horsepower.

f. Engine family number.

g. Emission level and compliance information.

h. Any vehicles / equipment delivered without this required label will not be accepted.

36. WEIGHT CERTIFICATE: THIS PROVISION SHALL APPLY ONLY TO PICKUPS, COMMERCIAL VANS AND CAB / CHASSIS UNITS WITH MANUFACTURED BODIES AFTER THEY HAVE BEEN CERITIFIED AS COMPLETED VEHICLES OR IN ANY INSTANCE THE DMV REQUIRES A CERTIFIED WEIGHT IN ORDER TO REGISTER THE VEHICLE(S). Prior to delivery the bidder will scale the vehicle(s) and provide a certified weight certificate from an independent third party weigh master. Each individual unit shall have its own certified weight certificate. The certificate(s) will show the total completed vehicle weight. The bidder shall be responsible for all vehicle movement and expenses related to acquiring the weight certificate(s). The actual cost of the weight certificate only, without markup, may be included as a portion of the dealer invoice cost in the final sales invoice.

37. MEETINGS AND INSPECTIONS: Please read the follow-up comments in bold print after each item below. Some of the meetings and inspections will only be necessary for cab / chassis units with manufactured bodies, or vehicles with significant modifications that require the meetings.

a.

A pre-production meeting is required by the County of Sacramento to discuss the specifics of how the vehicle/equipment will be built before construction starts. – This meeting will be waived for factory built passenger vehicles. A pre-production meeting will be required only for vehicles with custom bodies or significant modifications that require a body specification and planning.

b.

A pre-paint inspection by the Vehicle Specifications Office is also required before painting to ensure that the mounting and fabrications meet County specifications and requirements. – This inspection will be waived for factory built passenger vehicles. A pre-paint inspection will be required only for vehicles with custom bodies or significant modifications that require a body specification and planning.

c.

A pre-delivery inspection will be performed by the County just prior to the delivery of the vehicle/equipment for specification compliance. – This inspection will be waived for factory built passenger vehicles. A pre-delivery inspection will be required only for vehicles with custom bodies or significant modifications that require a body specification and planning.

d.

An in-service inspection will be performed by the County after delivery of the vehicle/equipment during which all operations and functions will be tested. Additionally, the vehicle/equipment will again be inspected for compliance with these written specifications. This inspection will occur at the County fleet maintenance facility after delivery during the in-service process. The Dealer/ Vendor is NOT required to schedule this inspection prior to delivery.

e.

It will be the responsibility of the Dealer/Vendor to contact the County for any required inspections. Please contact the Vehicle Specifications Office @ (916) 875-4783 when the vehicle/equipment is ready for inspections.

f.

Any defects or deficiencies identified as a result of any of the above listed inspections shall be corrected by the vendor/dealer in accordance with the warranty provisions within this specification. Corrections previously made as a result of prior inspections shall not excuse the dealer/vendor from correcting any additional deficiencies identified at any time within the warranty period.

g.

Travel, lodging and meals for up to two (2) designated County representatives will be furnished by the vendor if the location of the pre-production, pre-paint inspection and/or pre-delivery inspections should take place farther than a 150 mile radius from the Fleet Services facility located at 4001 Branch Center Road, Sacramento, Ca. 95827. The units will be as complete as possible for the inspections. This provision applies only to vehicles with custom bodies or significant modifications that require a body specification and planning and shall not apply to factory built passenger vehicles.

h.

During the final request for quote process, any vehicles requiring pre-production, pre-paint, and pre-delivery inspections will be positively identified on the “Request for Quote” form. Additionally, vehicles requiring these meeting and inspections will require detailed specifications to accompany the request for quote in order that the dealer may produce an accurate completed vehicle quote.

II. “TRIPLE NET” BIDDER REQUIREMENTS

1. Bidders participating in this (RFB) must meet all existing and established bidder qualification requirements of the County of Sacramento. In addition to the established requirements, for the purposes of this RFB, each bidder must also meet the following requirements:

a. Bidder shall have been regularly and continuously engaged in the business of providing new vehicles for at least three (3) years.

b. Bidder shall be a factory authorized dealer for the manufacturer of the vehicle make for which the bid is submitted.

c. Bidder shall be fully qualified and authorized by the vehicle manufacturer to perform all warranty service and repairs.

d. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFB.

III. PRICING STRUCTURE AND FORMAT

1. The bidder shall submit a dollar amount of total mark-up, over their “Triple Net” or actual dealer cost of the vehicle. The bid amount requested in this RFB is the agreed dollar amount of total mark up for various vehicles, not the total sale price of the vehicle(s). The “Triple Net” price is the vehicle price after all discounts, rebates, and deductions have been subtracted. This includes deductions of dealer holdback and advertising monies. This is the dealer’s actual cost of the purchase of each vehicle. The dealer pre delivery inspection (PDI) monies will be considered as part of the vehicle cost. Additionally, when applicable, the actual cost of the certified weight certificate (excluding associated transportation or related costs) will be considered part of the vehicle cost.

2. All O.E.M. option prices shall be charged at actual dealer’s cost. During the final quote process bidders may be required to submit detailed pricing, from the manufacturer, that includes all standard options and pricing for each O.E.M. option at actual dealer’s cost, including all discounts, rebates, and deductions.

3. Any options on vehicles purchased under this RFB, which are factory authorized aftermarket options installed by a manufacturer or factory authorized supplier / installer commonly known as a Quality Vehicle Modifier (QVM), or a Specialty Vehicle Modifier (SVM), and installed on the vehicle prior to the dealer receiving the vehicle using a “ship through” process, shall be eligible for a maximum of five (5%) percent markup by the dealer. Each bidder shall quote the amount of markup to be charged for modifications under this provision, up to 5%, for the entire duration of any resulting contract. The markup shall apply only to the amount of the vehicle invoice directly related to the equipment or modifications provided by the QVM or SVM. Markup shall not apply to factory options related to, or necessary for, the QVM or SVM to provide their modifications. Example: For a CNG conversion, the actual equipment and modifications to make the conversion will be eligible for 5% markup, but the necessary factory provided gaseous prep for the engine would be charged as a factory option at the dealer’s actual cost. Additionally, any items offered as factory options will not be eligible for markup, even if provided by a QVM or SVM. Any items requested that are eligible for a 5% markup will be included in the final request for quote, and pricing will be agreed prior to issuance of a purchase order.

4. Any additional equipment on vehicles purchased under this RFB which can only be installed after the dealer receives the vehicle, and for which a detailed specification or specific equipment is requested and installed to County specifications, shall be eligible for a maximum of 10% markup. Each bidder shall quote the amount of markup to be charged for modifications under this provision, up to 10%, for the entire duration of any resulting contract. Any items requested that are eligible for a 10% markup will be included in the final request for quote, and pricing will be agreed prior to issuance of a purchase order. Examples include but are not limited to:

a. Manufactured bodies installed on incomplete cab/chassis units for which detailed chassis modification and body specifications have been provided during the final request for quote process.

b. Cargo Van modifications and installations to County specifications for which specific components have been selected and requested for installation during the final request for quote process. (Examples: cabinets, shelving units, bulkheads, floor liners and ladder racks)

c. Pickup Truck modifications and installations for which specific components have been selected and requested for installation during the final request for quote process. (Examples: tool boxes, bed liners, lumber racks, lift gates, cab work stations)

d. Auxiliary safety or work lighting for which detailed specifications have been provided during the final request for quote process.

5. Bidders shall submit all of the following on the “Appendix I” included in this RFB package. All figures shall apply to all vehicles purchased under this RFB and shall apply for the entire term of any resulting contracts. Please submit:

a. Markup over Dealer Cost - The total dollar amount of markup (not percentage markup), per vehicle, to be added to the dealer’s “Triple Net”, or actual invoice cost.

b. Factory Ship Through Percentage Markup – The agreed percentage markup, up to 5% maximum, for any options installed using a “factory ship through” process by factory authorized installers commonly known as a Quality Vehicle Modifier (QVM), or Specialty Vehicle Modifier (SVM), and installed on the vehicle prior to the dealer receiving the vehicle as described in item 3 above.

c. Vehicle Modifications Percentage Markup - The agreed percentage markup, up to 10% maximum, for any modifications or installations requiring a detailed written specification or as described in item 4 above.

d. Delivery - The total delivery cost, per vehicle, to any County of Sacramento facility location within the County of Sacramento.

e. Doc Fees – Total documentation fees to be charged per vehicle. Fees to be charged shall reflect only preparation of ownership documents to deliver to the County. The County shall process the vehicle title and registration at DMV.

IV. DEDICATED ACCOUNT REPRESENTATIVE

1. Each dealer shall provide a dedicated account representative or manager who will be responsible for the County account and any resulting contract. The designated account representative shall receive all orders from the County and shall be the primary contact for all issues regarding Bidder’s response to this RFB and any contract which may arise pursuant to this RFB.

2. Each dealer shall also provide adequate support staff that will be able to respond during normal working hours, Monday through Friday. Such representative(s) will be knowledgeable about the contract, products offered and able to identify and resolve quickly any issues including but not limited to order and invoicing problems.

3. The dealer account manager will be familiar with County requirements and standards and work with the County of Sacramento Fleet Services to ensure that established standards are adhered to.

V. CONTRACT AWARD AND TERMS

1. The County of Sacramento intends to award multiple contracts under this RFB by vehicle manufacturer. One contract will be awarded to one dealer representing each of the separate makes of vehicles for which bid responses are received. In the event two or more dealers of a specific make of vehicle submit bids of the same amount, the County reserves the right to award a contract to more than one dealer of the same make of vehicle.

2. Contracts will be awarded to dealers of respective vehicle manufacturers that are determined to be responsible bidders and submit the lowest mark-up price over “Triple Net” dealer cost for the vehicle make they represent. Dealers representing multiple vehicle manufacturers should submit a bid for each make of vehicle they sell for which they are a factory authorized dealer.

3. The term of the contract(s) and award shall be one calendar year from the date the contract is issued. Upon mutual agreement, any contract which may be awarded pursuant to this RFB, may be extended for two additional one year terms. No extensions shall be awarded after the second extension expires.

4. No minimum or maximum quantities or dollar amounts of purchases are guaranteed or implied under this RFB or any resulting contract.

5. There shall be no exclusivity granted as a result of this RFB or any resulting contract award. The County reserves the right to purchase vehicles and equipment through other means within the County’s approved policies and procedures and to issue RFB’s at the County’s discretion for any class or type of vehicles and equipment at any time. Any contract award as a result of this RFB will simply establish an agreed pricing structure by which the dealer agrees to sell and the County agrees to purchase vehicles at the County’s sole discretion.

6. The final decision on vehicles purchased under this RFB will be determined by a final request for quote and evaluation process which is outlined in the next section of this document.

7. The County of Sacramento reserves the right to reject any or all bids or quotes resulting from this RFB or any resulting contract.

8. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFB.

9. Unless otherwise stated, bidder agrees that, in the event of a price reduction, the benefit of such lower price shall be extended to the County.

10. All established County of Sacramento contract termination policies shall remain in force under this RFB or any resulting contract.

VI. FINAL REQUEST FOR QUOTE AND QUOTE EVALUATION

1. A final request for quote process will be utilized to ensure that all awarded dealers representing the various makes of vehicles have an equal opportunity to sell vehicles to the County.

2. The request for quote process shall be administered as follows:

a. Upon budget approval, and authorization to proceed with a purchase, the Fleet Services Division Specifications / Procurement Office will determine the specifications for the vehicle(s) to be purchased and will complete final quote request forms and send the forms to all dealers that have been awarded contracts.

b. The request for quote forms will be standard forms providing all details and specifications of the vehicles for which quotes are requested. All dealers will receive identical request for quote forms. Examples of information contained on the forms include but is not limited to:

i. Vehicle Type / Class: Sub-Compact Hatchback, Mid-Sized Sedan, Regular Cab Pickup, Etc.

ii. Passenger capacity: 4 passengers, 15 passenger van, etc.

iii. Fuel: Gasoline, CNG, EV, Plug-in Hybrid, etc.

iv. GVWR: For Pick-ups and Cab / Chassis units, front and rear axle capacities, etc.

v. Factory Options: Power Windows and Door Locks, Collision Avoidance, Heated Mirrors, etc.

vi. Exterior / Interior Color

vii. Factory Authorized Ship Through Modifications: CNG conversions, Aftermarket Hybrid Systems

viii. Body / Up-fit: Service Body on Cab/Chassis, Rack on pick-up, Van up-fit – the quote request will include detailed specifications.

ix. Standard County Items: Two (2) complete sets of keys.

x. Miscellaneous: Extra Manuals, Diagnostics, Etc.

3. Once the final request for quote forms are sent to the awarded dealers, the deadline for dealers to submit quotes for standard vehicles will be five (5) business days from receipt of the “Request for Quote” form. Vehicle quote requests requiring detailed modifications or body installations will be accompanied by written specifications. Requests accompanied by specifications will have an extended deadline to be communicated when quotes are requested. The length extension for the deadline will depend on the complexity of the specifications.

4. Dealers will submit quotes for the requested vehicles in the format outlined within these specifications and will include the estimated time the vehicle(s) can be delivered to the County from the time that a purchase order is issued. Quotes received after the deadline shall not be accepted.

5. After the deadline to submit quotes has passed, the Fleet Services division will objectively evaluate all quotes received. The final determination will depend on many factors. Depending on the type of vehicle(s) to be purchased and the particular needs of the County at the time of purchase, each area of consideration may carry different weight in the decision making process. The County may not always purchase the vehicle of the least cost. Common factors to be considered during evaluation include but are not limited to:

a. Matches the vehicle type and optional equipment requested

b. Meets Emission requirements – CARB Certification

c. Meets fuel type, or desired drivetrain

d. Equipped with safety features requested

e. Satisfactory safety rating

f. Suitable for the intended purpose

g. Final Cost

h. Dealer commitment to deliver – Total time to deliver the vehicle(s) from the date the purchase order is issued.

i. Fleet experience / history of reliability of proposed vehicle

j. Fleet experience / history of level of service provided by the dealer

k. Fleet Services ability to maintain and repair the vehicle

l. Parts / Service Availability

7. Once the final quotes are evaluated, all dealers that submitted quotes shall be notified of the final purchase decision.

8. In the event of a decision to make a purchase, Fleet Services will issue a purchase order request to the County purchasing office, and a purchase order will be issued to the selected dealer. The purchase order will be sent directly to the Account Manager identified by the dealer in the bid response. The purchase order will include:

a. Line items separately identified – vehicle total price, additional items such as manuals, diagnostics, sales tax, tire fees, weight certificate, etc.

b. The final request for quote form containing all of the specifications and details of the agreed vehicle.

c. Any additional agreed specifications for bodies, modifications, etc. As applicable.

d. Dealer estimated time to deliver the vehicle(s).

e. Delivery location, with delivery hours and contact information.

9. The dealer shall at no time assume that a purchase will be made, or rely on the sale of the vehicle(s) until the actual purchase order has been issued. All inquiries and requests for quotes prior to issuance of an actual purchase order are necessary steps in the purchase process and should not in any way be construed as a commitment to make a purchase. The County of Sacramento reserves the right to reject any or all quotes for any reason.

VII. VEHICLE SPECIFICATIONS

1. GENERAL: New, unused, and the manufacturer’s most current production model. All parts, components, and accessories shall be genuine original equipment, unless otherwise specified. Standard equipment cannot be deleted from the vehicles. Any equipment or features included in requested factory option packages must remain on the vehicle(s) regardless of specific identification of such equipment or features during the RFB or final request for quote process.

2. MODEL:

a. Various Models

b. Various fuel types, engine sizes, drivetrains, passenger capacities, GVWR, and options.

c. Specific model requirements to be detailed within the final request quote forms for specific vehicle purchases.

3. EMISSION CERTIFICATION:

a. 50 State Emissions

b. CARB Executive order must be provided for each vehicle purchase.

c. CARB Executive order must match the exact vehicle model, vehicle configuration, engine family, and any vehicle modifications requiring CARB certification for sale and use in California.

4. SAFETY FEATURES:

a. All vehicles must comply with all applicable safety standards and regulations at the time of manufacturer of the vehicle(s). Please see “I.GENERAL 10. REGULATIONS:”.

b. Advanced safety features including, but not limited to, collision avoidance, adaptive cruise control, and lane keep assist technology are preferred by the County of Sacramento if these features are available in the vehicle classes or models requested during the final request for quote process. Dealers are encouraged to offer options for advanced safety features as separate costs in the final quotes even if they are not requested by the County. This does not mean that the County will always choose to purchase those options, but those options will be evaluated based on overall cost and benefit.

5. VEHICLE / EQUIPMENT SPECIFICATIONS:

a. Vehicle specifications will vary for each purchase.

b. Detailed information will be provided on the final request for quote forms.

c. Additional detailed written specifications may accompany the final request for quote forms when applicable.