RFP 22-19-001 - New Ambulances

RFP No. 22-19-001 – New Ambulance

Request for Proposal

No. 22-19-001

To Provide

New Ambulances (3) for

Effingham County Board of Commissioners Springfield, Georgia

September 2021

All Submissions returned to:

Effingham County Board of Commissioners

ATTN: Purchasing Office 601 North Laurel Street Springfield, GA 31329

September 13, 2021

RE: RFP No. 22-19-001

Dear Sir or Madam:

This is an invitation to submit a proposal to supply Effingham County, Georgia for the purchase of a New

Ambulance as specified herein. Sealed proposals will be received at the Office of the Purchasing Agent, EFFINGHAM COUNTY ADMINISTRATIVE COMPLEX, 601 N. LAUREL STREET, SPRINGFIELD, GEORGIA, up to 11:00am (Eastern Time) Wednesday, October 6, 2021.

Effingham County Board of Commissioners reserves the right to reject any and all proposals and will not be bound to accept any proposal should Effingham County consider that the proposal would be contrary to the best interest of Effingham County. Effingham County Board of Commissioners reserves the right to reject any and all proposals that are non-responsive or not responsible. Additionally, Effingham County Board of

Commissioners has the right to waive any technicalities or informalities. Effingham County may issue change orders altering the original scope of work to address changes or unforeseen conditions necessary for the project completion.

Instructions for the preparation and submission of a proposal are contained in the request for proposals package.

If you do not submit a proposal, please return the no-bid sheet and state the reason.

There will be NO mandatory pre-bid meeting. Instead, all parties interested in submitting a bid for RFP 22-19-

001 must send an email to abruton@effinghamcounty.org by 5:00pm (Eastern Time) Friday, September

24, 2021 stating interest in the bid.

Any questions that arise must be made in writing and must be received at the office of the Purchasing Agent no later than 5:00pm (Eastern Time), Monday, September 27, 2021. No response will be given to any questions received after 5:00pm (Eastern Time), Monday, September 27, 2021. Questions may be faxed to

912-754-8413; emailed to abruton@effinghamcounty.org or mailed to the address below. If questions are mailed, please DO NOT put the bid number on the outside of the envelope.

The response to all questions will be in the form of an addendum and will be posted on the Effingham County website www.effinghamcounty.org before 5:00pm (Eastern Time), Wednesday, September 29, 2021.

The only official answer or position of Effingham County will be the one stated in writing.

mailto:abruton@effinghamcounty.org http://www.effinghamcounty.org/

EFFINGHAM COUNTY, GEORGIA

DOCUMENT CHECK LIST

Company Name: ________________________________________________________________________________________

Please indicate you have completed the following documentation; and then submit as REQUIRED.

Authorized Signature Title

Print Name Date

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS PART OF YOUR PROPOSAL

REQUIRED COMPLETED ITEM DESCRIPTION

INSTRUCTIONS TO BIDDERS

REQUEST FOR QUOTE

X BID / QUOTE SUBMITTAL FORM

SUBMITTAL – BID BOND FORM PROVIDED

X CERTIFICATE OF INSURANCE

X W-9

LEGAL NOTICE

X CONSULTANT AFFIDAVIT & AGREEMENT (E-VERIFY)

SUB-CONSULTANT AFFIDAVIT & AGREEMENT (E-VERIFY)

GEORGIA PROFESSIONAL LICENCE CERTIFICATIONS

LIST OF SUB-CONSULTANTS

X ATTACHMENTS

X RECEIPT OF ADDENDA IF ANY

SECTION I

INSTRUCTIONS TO VENDORS

1.1 PURPOSE:

The purpose of this document is to provide general and specific information for use in submitting a proposal to supply Effingham County with services as described herein. All proposals are governed by the Code of Effingham County, and the laws of the State of Georgia. Any contract and/or agreement and any addendums to it that result from this RFP shall be governed by the laws of Georgia, with venue in

Effingham County.

1.2 HOW TO SUBMIT PROPOSALS:

All proposals shall be:

A. Submitted in sealed opaque package (envelope or box as necessary), plainly marked with the RFP number and title, date and time of submission, and company name.

B. Mailed or delivered in sufficient time to ensure receipt by the Purchasing Agent on or before the time and date specified above.

Hand Delivery and Mailing Address:

Effingham County Purchasing Agent, 601 North Laurel Street, Springfield, Georgia, 31329.

C. Please check the County’s website www.effinghamcounty.org prior to submission for any addendum to the RFP

PROPOSALS NOT RECEIVED BY THE TIME AND DATE SPECIFIED WILL NOT BE

OPENED OR CONSIDERED.

1.3 HOW TO SUBMIT AN OBJECTION:

Objections from Vendors to this request for proposal and/or these specifications should be brought to the attention of the County Purchasing Agent either verbally at the pre-proposal meeting, or in writing at least two (2) days prior to pre-proposal meeting. The objections contemplated may pertain to form and/or substance of the request for proposal documents. Failure to object in accordance with the above procedure will constitute a waiver on the part of the business to protest this request for proposal.

1.4 ERRORS IN PROPOSALS:

Vendors or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the Vendor’s own risk.

1.5 STANDARDS FOR ACCEPTANCE OF VENDORS FOR CONTRACT AWARD:

The County expressly reserves the right in its sole judgement, to accept or reject any or all proposals received as the result of this RFP with or without cause and to waive any technicalities or irregularities in proposals received whenever such rejection or waiver is in the best interest of the County. The County reserves the right to reject the offer of a Vendor who has previously failed to perform properly or complete on time contracts of a similar nature, or an offer from a Vendor whom investigation shows is not in a position to perform the contract. The County reserves the right to accept, reject, and/or negotiate any and all proposals or parts of proposals deemed by the Board to be in the best interest of citizens of Effingham

County. The County may request re-proposals should it be deemed in its best interest to do so. Until such time as a contract is executed with successful proposers, the County may cancel all or any part of this RFP. The County reserves the right to lease and/or purchase more or less of each item or service at the unit price offered in the Vendor's system, unless the Vendor specifically and explicitly limits the response in this regard. The County reserves the right to negotiate with vendors regarding variations to the original proposal(s) that may be in the best interest of the County.

1.6 VENDOR:

Whenever the term "vendor" is used it shall encompass the "person," "business," "firm," or other party submitting a proposal to Effingham County in such capacity before a contract has been entered into between such party and the County. At times throughout this request for proposal the term “vendor” may be used interchangeably with the terms “consultant”, “proposer” and “bidder”.

1.7 COMPLIANCE WITH LAWS:

The Vendor shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State or County statute, ordinances and rules during the performance of any contract between the Vendor and the County.

Any such requirement specifically set forth in any contract document between the Vendor and the County shall be supplementary to this section and not in substitution thereof.

1.8 COUNTY:

Whenever the term "County" or "Owner" is used it is to refer to the Effingham County Board of Commissioners.

1.9 DEBARRED FIRMS AND PENDING LITIGATION:

Any potential Vendor/firm listed on the Federal or State of Georgia Parties Listing (barred from doing business) will not be considered for contract award. Vendors shall disclose any record of pending criminal violations (indictment) and/or convictions, pending lawsuits, etc., and any actions that may be a conflict of interest occurring within the past five (5) years.

Proposals will not be accepted from any company, firm, person, party or parent subsidiary, against which Effingham County has an outstanding claim, or financial dispute relating to prior contract performance. If the County, at any time, discovers such a dispute during any point of evaluation, the proposal will not be considered further. Any Vendor/firm previously defaulting or terminating a contract with the County will not be considered.

Vendor acknowledges that in performing contract work for the County, Vendor shall not utilize any firms that have been a party to any of the above actions. If Vendor has engaged any firm to work on this contract or project that is later debarred, Vendor shall sever its relationship with the firm with respect to County contract.

** All Vendors are to read and complete the Vendors certification regarding debarment, suspension, ineligibility, and voluntary exclusion enclosed as Disclosure of Responsibility - ATTACHMENT D to be returned with response. Failure to do so may result in your proposal being rejected as non-responsive.

1.10 IMMIGRATION:

On 1 July 2009, the Georgia Security and Immigration Compliance Act (SB 529, Section 2) became effective. All employers, consultants and subconsultants entering into a contract or performing work must sign an affidavit that he/she has used the E-Verify System. E-Verify is a no-cost federal employment verification system to insure employment eligibility. Affidavits are enclosed in this solicitation. You may download M-274 Handbook for Employers at http://www.dol.state.ga.us/spotlight/employment/rules. You may go to http://www.uscis.gov to find the E-Verify information.

** All Vendors are to read and complete the E-Verify affidavit enclosed as ATTACHMENT E to be returned with response. Failure to do so may result in your solicitation response being rejected as non-responsive.

http://www.dol.state.ga.us/spotlight/employment/rules http://www.uscis.gov/

1.11 PROTECTION OF RESIDENT WORKERS:

Effingham County Board of Commissioners actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The consultant shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment.

1.12 RFP SCHEDULE:

Request for Proposal

Date/ Time

Owner issues public advertisement of RFP

Thursday, September 16, 2021

MANDATORY Interest Emails

5:00pm (EST) Friday, Sept. 24, 2021

Deadline for submission of written questions

5:00pm (EST) Monday, Sept. 27, 2021

Addendum issued and posted online at www.effinghamcounty.org

5:00pm (EST) Wednesday, Sept. 29, 2021

Deadline for submission of Proposals

11:00am (EST) Wednesday, October 6, 2021

Bid and Contract to Board of Commissioners

(TENTATIVE)

TBD

SECTION II

GENERAL CONDITIONS

2.1 SPECIFICATIONS:

Any obvious error or omission in the specifications shall not inure to the benefit of the Vendor but shall put the Vendor on notice to inquire of or identify the same to the County.

2.2 GEORGIA OPEN RECORDS ACT:

The responses will become part of the County's official files without any obligation on the County's part.

Ownership of all data, materials, and documentation prepared for and submitted to Effingham County in response to a solicitation, regardless of type, shall belong exclusively to Effingham County and will be considered a record prepared, maintained or received in the course of operations of public office or agency and is subject to public inspection in accordance with the Georgia Open Records Act. Official Code of

Georgia Annotated, Section 50-18-070, et.Seq. unless otherwise provided by law. The Georgia Open

Records Act is applicable to the records of all consultants and subconsultants under contract with the

County. This applies to those specific contracts currently in effect and those which have been completed or closed up to three (3) years following completion.

2.3 GEORGIA TRADE SECRET ACT OF 1990:

In the event that a Vendor submits secret information to the County, the information must be clearly labeled as a "Trade Secret". The County will maintain the confidentiality of such trade secrets to the extent provided by law.

2.4 OFFERS TO BE FIRM:

The Vendor warrants that terms and conditions quoted in his offer will be firm for acceptance for a period of ninety (90) days from the date of proposal submittal. Fees quoted must also be firm for a ninety (90) day period.

2.5 COMPLETENESS:

All information required by the request for proposal must be completed and submitted to constitute a proper proposal. The County shall have sole discretion in evaluating qualifications and responses of

Vendors. Vendor acknowledges that in performing a contract for the Board, Vendor shall not utilize any firms that have been a party to any of the actions listed in paragraph 1.9. If Vendor has engaged any firm to work on this contract or project that is later debarred, Vendor shall sever its relationship with that firm with respect to the Board’s contract.

2.6 MULTIPLE PROPOSALS:

No Vendor will be allowed to submit more than one offer. Any alternate proposals must be brought to the

Purchasing Agent's attention during the Pre-proposal meeting if one is scheduled, or submitted in writing at least five (5) days preceding the date for submission of proposals.

2.7 PATENT IDEMNITY:

Except as otherwise provided, the successful Vendor agrees to indemnify Effingham County and its officers, agents and employees against liability.

2.8 QUALIFICATION OF BUSINESS (RESPONSIBLE VENDOR):

A responsible Vendor is defined as one who meets all requirements of the RFP. Effingham County has the right to require any or all Vendors to submit documentation of their ability to perform, provide or carry out the service as requested herein and to disqualify the proposal of any Vendor as being unresponsive or un-responsible whenever such Vendor cannot.

2.9 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

By submission of this proposal, the Vendor certifies, and in the case of a joint proposal each party thereto as to its own organization, that in connection with this procurement:

A. The prices in this proposal have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Vendor or with any competitor;

B. Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the Vendor and will not knowingly be disclosed by the Vendor prior to opening, directly or indirectly to any other competitor; and;

C. No attempt has been made or will be made by the Vendor to induce any other person or firm to submit or not to submit a proposal for the purpose or restricting competition.

2.10 AWARD OF CONTRACT:

A contract if awarded will be awarded to Consultant(s) whose proposal will be most advantageous to

Effingham County in regards to availability to respond, adequate staffing, price and any other pertinent factors. The Board of Commissioners reserves the right to award a primary and secondary consultant and can select either of the two firms chosen to pe3rform any or all of the work requested. The County makes no guarantee on the minimum quantity of work or fees requested during the term of the

Agreement. The County also makes no guarantee of award of the work proposed by the Consultant.

the County will make the determination at the time a particular task or work is identified as to which selected consultant can best serve the interest of the county for the proposed work. Upon notification by the County to the Consultant of a specified task or project, the Consultant will be expected to provide a written proposal based on the unit prices established in the Contract within 12 hours and will commit to commence work within 24 hours from receipt of a Notice to Proceed, unless otherwise noted.

Contract period will be for 12 months from Notice to Proceed. County reserves the right to terminate the Agreement at any time during the Contract time period by written notice to the Consultant identifying the cause of termination.

2.11 INSURANCE PROVISIONS:

The selected Vendor shall be required to procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Vendor, his agents, representatives, employees or sub-consultants. The cost of such insurance shall be included in the Vendor's fee proposal. Contract work will not proceed unless Effingham County has in their possession, a current Certificate of Insurance.

Effingham County invokes the defense of sovereign immunity. The County is not to be included as an additional insured on insurance contracts.

A. General Information that shall appear on a Certificate of Insurance:

1. Name of Producer (consultant's insurance Broker/Agent).

2. Companies affording coverage (there may be several).

3. Name and address of the Insured (this should be the Company or Parent of the firm Effingham

County is contracting with).

4. A Summary of all current insurance for the insured (includes effective dates of coverage).

5. A brief description of the operations to be performed, the specific job to be performed, or contract number.

6. Certificate Holder (This is to always include Effingham County).

2.12 LIMITS OF INSURANCE:

Effective coverage shall have the following limits:

A. Commercial General Liability: Provides protection against bodily injury and property damage claims arising from operations of a consultant or tenant. Minimum limits:

$1,000,000 bodily injury and property damage per occurrence and annual aggregate.

B. Worker's Compensation and Employer’s Liability: Provides statutory protection against bodily injury, sickness or disease sustained by employees of the consultant while performing within the scope of duties. Minimum limits: $500,000 for each accident, disease policy limit, and disease each employee and Statutory Worker’s Compensation limit.

C. Business Automobile Liability: Coverage insures against liability claims arising out of the consultant’s use of automobiles. Minimum limit: $1,000,000 combined single limit per accident for bodily injury, property damage, and should be written on an “Any Auto” basis.

2.13 SPECIAL REQUIREMENTS:

A. Claims-Made Coverage: The limits of liability shall remain the same as the occurrence basis, however, the Retroactive date shall be prior to or coincident with the date of any contract, and the Certificate of Insurance shall state the retroactive date and the coverage is claims-made.

B. Extended Reporting Periods: The consultant shall provide the County with a notice of the election to initiate any Supplemental Extended Reporting Period and the reason(s) for invoking this option.

C. Reporting Provisions: Any failure to comply with reporting provisions of the policies shall not affect coverage provided in relation to this invitation.

D. Cancellation/Non-Renewal Notification: Each insurance policy supplied in response to this invitation shall be endorsed to state that it shall not be suspended, voided, or canceled, except after thirty (30) days prior to written notice by certified mail, return receipt, has been given to the County.

E. Proof of Insurance: Effingham County shall be furnished with certificates of insurance and original endorsements affecting coverage required by this invitation. The certificates and endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All certificates of insurance are to be submitted prior to, and approved by, the County before services are rendered. The Vendor must ensure Certificates of Insurance are updated for the entire term of the Contract.

F. Insurer Acceptability: Insurance is to be placed with an insurer having an A.M. Best's rating of A and a five (5) year average financial rating of not less than V. If an insurer does not qualify for averaging on a five year basis, the current total Best's rating will be used to evaluate insurer acceptability.

G. Lapse in Coverage: A lapse in coverage shall constitute grounds for contract termination by Effingham County Board of Commissioners.

H. Deductible and Self-Insured Retention: Any deductibles or self-insured retention must be declared to, and approved by, the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as related to the County, its officials, officers, employees, and volunteers; or the Vendor shall procure a bond guaranteeing payment of related suits, losses, claims and related investigation, claim administration and defense expenses.

2.14 ADDITIONAL COVERAGE FOR SPECIFIC PROCUREMENT PROJECTS;

A. Professional Liability: Insure errors or omission on behalf of architects, engineers, attorneys, medical professionals, and consultants.

Minimum Limits: $1,000,000 per claim/occurrence.

Coverage Requirement: If “claims made,” retroactive date must precede or coincide with the contract effective date or the date of the Notice to Proceed. The professional must state if “tail” coverage has been purchased and the duration of the coverage.

B. Builder’s Risk: (for Construction or Installation Contracts) Covers against insured perils while in the course of construction.

Minimum Limits: All-risk coverage equal 100% of contract value.

Coverage requirements: Occupancy clause – permits Effingham County Board of Commissioners to use the facility prior to issuance of Notice of Substantial Completion.

2.15 INDEMNIFICATION:

The CONSULTANT agrees to protect, defend, indemnify, and hold harmless Effingham County, Georgia, its commissioners, officers, agents, and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons caused by the CONSULTANT or its subconsultants. The CONSULTANT'S obligation to protect, defend, indemnify, and hold harmless, as set forth herein above shall include, but not be limited to, any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. CONSULTANT further agrees to investigate, handle, respond to, provide defense for, and to protect, defend, indemnify, and hold harmless Effingham County, Georgia, at his sole expense, and agrees to bear all other costs and expenses related thereto, even if such claims, suits, etc., are groundless, false, or fraudulent, including any and all claims or liability for compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of the CONSULTANT or his subconsultants or anyone directly or indirectly employed by any of them. The CONSULTANT'S obligation to indemnify Effingham County under this Section shall not be limited in any way by the agreed-upon contract price, or to the scope and amount of coverage provided by any insurance maintained by the CONSULTANT.

2.16 INTERPRETING SPECIFICATION:

The specifications or scope of services contained herein are intended to be descriptive rather than restrictive. The County is soliciting a proposal to provide a complete product or service package which meets all requirements. Changes in the scope of services, specifications, or terms and conditions of the RFP will be made in writing by the County prior to the proposal opening or due date. Results of informal meetings between a potential Vendor and a County official or employee may not be used as a basis for deviations from the requirements contained in this solicitation.

2.17 SIGNED RESPONSE CONSIDERED AN OFFER:

The signed Response shall be considered an offer on the part of the Vendor, which offer shall be deemed accepted upon approval by the Effingham County Board of Commissioners, or their designee. In case of a default on the part of the Vendor after such acceptance, Effingham County may take such action as it deems appropriate, including legal action for damages or lack of required performance.

2.18 PAYMENT TO CONSULTANTS:

A. Questions regarding payment may be directed to the Effingham County Finance Department, at (912)

754-8057.

B. Effingham County is a tax exempt entity. Every consultant, vendor, business or person under contract with Effingham County is required by Georgia law to pay State sales or use taxes for products purchased in Georgia or transported into Georgia and sold to Effingham County by contract. Please consult the State of Georgia, Department of Revenue, Sales and Use Tax Unit in Atlanta (404) 656-4065 for additional information.

2.19 VENDOR DEFAULT:

In case of Vendor default, the County will provide a letter of official notice of non-performance. If the issue(s) are not remedied 30 days from receipt of said notice, the County reserves the right to procure services from other sources.

2.20 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS OR REQUIREMENTS:

It is the responsibility of the prospective Proposer to review the entire request for proposal (RFP) packet and to notify the Purchasing Department if the specifications are formulated in a manner that would unnecessarily restrict competition. Any such protest or question regarding the specifications or bidding procedures must be received in the Purchasing Department not less than seventy-two (72) hours prior to the time set for proposal opening.

2.21 MERGERS:

If a selected firm is sold or merged with another investment organization, the County will consider the contract binding regardless of any name changes. If there is a conflict of interest, the County reserves the right to terminate said contract.

INTENTIONALLY LEFT BLANK

The undersigned Vendor certifies that he/she has carefully read the preceding list of instructions and all other data applicable hereto and made a part of this invitation; and, further certifies that the prices shown in his/her proposal are in accordance with all documents contained in this request for proposal package, and that any exception taken thereto may disqualify his/her proposal.

This is to certify that I, the undersigned Vendor, have read the instructions to Vendor and agree to be bound by the provisions of the same.

This _______day of_____________________________20 _________ .

BY: _________________________________________________

SIGNATURE

PRINTED NAME AND TITLE

COMPANY

ADDRESS

PHONE NO.

SECTION III

REQUEST FOR PROPOSAL

3.1 DESCRIPTION AND OBJECTIVES

Effingham County is a rapidly growing suburban/rural county located in southeast Georgia. It is situated on the Savannah River just north of Chatham County and Metropolitan Savannah. It occupies a land area of approximately 482 square miles. The purpose of this document is to provide minimum specification for the manufacture of an emergency medical care vehicle that meets the needs and desires of this agency. The object is to provide a vehicle that is in accordance with nationally recognized guidelines.

It is not the intention of the agency to exclude vendors or manufacturers of similar or equal equipment of the types specified. Other brands will be considered.

3.2 ACCEPTANCE AND EVALUATION OF PROPOSALS:

The County shall evaluate all proposals submitted to the RFP. All technical requirements, unless otherwise specified, must be met by the Vendor or such proposal will be disqualified as being non-responsive. Proposals that are deemed to be incomplete as to substance and content may be returned without further consideration.

3.3 FEE PROPOSAL:

Provide a completed Unit Price Fee Proposal (ATTACHMENT A).

3.4 PROPOSAL DEADLINE:

The response to the request for proposal must be received by the Effingham County Purchasing Office no later than 11.00am (Eastern Time) Wednesday, October 6, 2021. Any proposal received after the time and date stipulated will be rejected and returned to the Vendor. The County may, for good and sufficient reason, extend the response deadline, in which case all potential Vendors will receive an addendum setting forth the new date.

3.5 WITHDRAWAL OF PROPOSAL:

Effingham County Board of Commissioners reserves the right to withdraw the RFP in whole or in part, at any time and for any reason. Submission of a proposal confers no rights upon the vendor nor obligates the Board of Commissioners in any manner. Effingham County Board of Commissioners reserves the right to award no agreement and to solicit additional offers at a later date.

Vendor proposal may be withdrawn by written REQUEST received by the County before the time fixed for receipt of proposals

3.6 CONFIDENTIALITY OF DOCUMENTS:

Upon receipt of a proposal by the County the proposal shall become the property of the County without compensation to the Vendor, for disposition or usage by the County at its discretion. Due to the fact that the proposals will be subject to review for accurate qualifications, only the respondent names who submit proposals to this RFP and the total bid price will be read aloud publicly. The details and particulars of the proposal documents will remain confidential until final award of the contract.

3.7 MINIMUM CRITERIA USED TO DETERMINE RESPONSIBILITY OF EACH PROPOSER:

The following criteria will be used, as a minimum, to determine the responsibility of each Proposer:

A. Does the Proposer demonstrate an understanding of the County's needs and proposed approach to the project, and possess the ability, capacity, skill, and financial resources to provide the service?

B. Can the Proposer take upon himself the responsibilities set forth in the RFP and the resultant contract and produce the required outcomes in a timely manner?

C. Has the Proposer performed satisfactorily in previous contracts of similar size and scope; or if the Proposer has not performed a contract of similar size and scope, has it, and/or it's team members otherwise demonstrated its capability to perform the contract that the County seeks to establish through this RFP?

D. Has the Proposer declared bankruptcy within the past 10 years?

3.8 QUALIFICATION EVALUATION CRITERIA

All submittals will be evaluated from the written responses to the requirements set forth in this request.

The evaluations will be based on the following criteria.

1. Earliest Guaranteed Delivery 30 Points

2. Compliance with Standard Specifications 30 Points

3. Cost 30 Points

4. References 10 Points

3.9 FORMAT OF RESPONSES:

To be considered, Vendors must submit a complete response to the request for proposals. Proposals are to be submitted in 8½” x 11” size, typed or printed in ink and bound with a simple method of fastening.

Lengthy narratives are discouraged; presentations should be brief and concise and not include extraneous or unnecessarily elaborate promotional material. The proposal should not exceed 50 pages in length, excluding appendices (if any). To assure a uniform review process and obtain the maximum degree of comparability, each proposal shall include the following content and shall be presented in the following order:

A. Letter of Interest

A letter executed by a principal of the firm committing to the requirements specified in this request.

Provide a brief summary of the firm’s experience and capabilities in related endeavors with public agencies and why you are interested in this project. Provide an explanation of what differentiates your team as the best candidate for the project.

The Letter of Interest shall be limited to three (3) single-spaced typewritten pages. The purpose of the Letter of Interest is to provide a description of the Vendor’s ability to meet the requirements of the RFP.

B. Business/Firm Profile

State the full name, address, and telephone number of your organization and include the name, title, address, and telephone number of the person(s) who will be assigned to perform the service of the proposal. Indicate whether you operate as a sole proprietorship, individual, partnership, or corporation and the State in which your firm is incorporated or licensed to operate.

C. Experience and Capability

Effingham County reserves the right to verify the information furnished:

Contractor to detail a proven track record of responsiveness to time limitations and deadlines.

Contractor to detail a proven track record of quality of performance.

State if your firm has operated under a different name within the past 10 years and provide the name that your firm previously operated under.

Provide complete details of any contract, during the last five (5) years, in which your firm has been fired.

D. References

Contractor to provide at least four (4) references of purchasers the contractors has sold this type of ambulance within the last five (5) years. References to include company name and address, contact name and phone number, in service date.

E. Manufacturer specification that details the KKK-A-1822F.

A copy of the manufacturer’s approved certification testing from MME or other qualified independent testing facilities shall be included with the proposal. Proposals submitted without certifications and complete set of testing documents and photos will be rejected as non-compliant. Homemade, simple, so-called “in-house” (one-page) partial self-certifying certifications will not be allowed. NO EXCEPTIONS.

G. Interior and exterior drawings that illustrate the vehicle design, layout and dimensions.

Each proposal must be submitted in one (1) original and one (1) copy bound to:

Effingham County Purchasing Department Alison Bruton, Purchasing Tech.

601 N Laurel Street Springfield, GA 31329

3.10 COST TO PREPARE RESPONSES:

The County assumes no responsibility or obligation to the Vendors and will make no payment for any costs associated with the preparation or submission of the proposal.

3.11 SELECTION:

The County will select a firm which provides the most favorable combination of experience, qualifications, staffing, and proven ability to produce deliverables “on time and within budget”

SECTION IV

SPECIAL CONDITIONS

4.1 STATEMENT OF DISCLOSURE:

All Vendors must provide a statement of disclosure (ATTACHMENT D) which will allow the County to evaluate possible conflicts of interest.

Interests of Public Officials.

The vendor warrants for itself and any subconsultant that no elected or appointed official or employee of

Effingham County, Georgia, has any interest in their bid or the proceeds of any contract/agreement which may result thereof. In the event that an elected or appointed official or employee acquires any interest in any contract/agreement which may result from this bid, or the proceeds thereof, the vendor agrees to disclose such interest to the BOARD immediately by written notice. For breach or violation of this clause, the BOARD may annul any contract/agreement resulting from this bid without liability, terminate any contract/agreement resulting from this bid for default, or take other remedial measures. “Interest” as used herein means direct or indirect pecuniary or material benefit accruing to a county commissioner, official or employee as a result of a matter which is or which is expected to become the subject of an official action by or with the county, except for such actions which, by their terms and by the substance of their provisions, confer the opportunity and right to realize the accrual of similar benefits to all other persons and/or property similarly situated. The term “interest” shall not include any remote interest.

For purposes of this bid, a county commissioner, official or employee shall be deemed to have an interest in the affairs of: (1) his or her family; (2) any business entity in which the county commissioner, official or employee is a member, officer, director, employee, or prospective employee; and (3) any business entity as to which the stock, legal ownership, or beneficial ownership of a county commissioner, official or employee is in excess of five percent of the total stock or total legal and beneficial ownership, or which is controlled or owned directly or indirectly by the county commissioner, official or employee. Remote interest as used herein means the interest of (1) a volunteer director, officer, or employee of a nonprofit corporation; (2) a holder of less than 5 percent of the legal or beneficial ownership of the total shares of a business; (3) any person in a representative capacity, such as a receiver, trustee, or administrator.

Family as used herein means the spouse, parents, children, and siblings, related by blood, marriage, or adoption, of a county official or employee.

4.2 CONTRACT:

Upon receipt of the fully executed contract, the consultant shall be bound to deliver the stated services according to the terms and conditions of the contract and any addendums thereto. The County shall also be bound on the said terms and conditions to procure the services described and remit payment to the consultant when said services are completed. The successful consultant shall not commence work under this Request for Proposal until a written contract is awarded. If the successful consultant does commence any work or deliver items prior to receiving official notification, he does so at his own risk.

4.3 CHANGES:

In the event a contract is awarded, the County may, with prior Board approval, make changes at any time during the contract period within the general scope of the contract and its technical provisions. If any such change causes any increase or decrease in the Vendor’s cost of performing any part of the contract, an equitable adjustment shall be made in the contract prices, or in the time of performance, or in both. A written memorandum of such adjustment shall be made prior to any changes in contract pricing schedules.

4.4 TERMINATION OF CONTRACT:

TERMINATION OF CONTRACT FOR CAUSE.

County may terminate this Contract for cause or Consultant’s persistent failure to perform the work in accordance with the Contract Documents. If County terminates the Contract for cause, Consultant shall not be entitled to any further payment from the effective date of the termination which shall be stated in the termination letter sent by the County.

TERMINATION OF CONTRACT WITHOUT CAUSE.

County may terminate without cause, upon seven (7) days written notice to Consultant. In such case, Consultant shall be paid for completed and acceptable work executed in accordance with this Contract prior to the effective date of termination. Consultant shall not be paid on account of loss of anticipated profits or revenue or other economic loss arising out of or resulting from such termination.

TERMINATION OF CONTRACT FOR LACK OF FUNDING.

The obligation of the County for payment to the Consultant is limited to the availability of funds appropriated in the current fiscal year by the Effingham County Board of Commissioners

SECTION V

SCOPE AND CLASSIFICATION

5.1 SCOPE OF WORK:

The Board of Commissioners, Effingham County, Georgia is soliciting proposals with the intent to purchase three (3) ambulances. The specifications should be used by suppliers as a guideline for submitting proposals. The County does not intend for this to be a sole-proprietor bid, therefore they are open to possible changes to the specification list. Proposals should be performance oriented. Also, a fast or immediate delivery of this ambulance is of the utmost importance. Both are major considerations in the evaluation and award of proposals.

The specifications included in this RFP cover a new, commercially produced, surface medical care vehicle

(referred to herein as ambulance or vehicle). A vehicle in compliance with these specifications shall be defined as a standard ambulance. This vehicle shall be in accordance with the Ambulance Design Criteria of the national Highway Traffic Administration, U.S. department of Transportation, Washington D.C.

These proposal specifications are based on the Federal Ambulance Specification KKK-A-1822F.

This specification calls for the following type of vehicle. It is in accordance with KKK-A-1822F.

Type I – Cab/Chassis with modular ambulance body

Class I – Two rear wheel driven (4x2)

Configuration A (ALS) – Elevating cot and squad bench (3.1.5.1)

Since the continuous operation of this ambulance is of the utmost importance and of an emergency nature, it is necessary that the successful vendor be in a position to render prompt parts and service. Parts or service shall be provided within 48 hours after receiving a request from Effingham County.

Units offered under this proposal shall be new, standard production models of the latest design in current production. The ambulance shall be completely assembled, serviced and work-ready when delivered to

Effingham County.

The design of the mechanical members shall be such that the stress imposed through normal shock loads at maximum engine torque shall not cause rupture or permanent deformation or undue wear on any member.

Suppliers shall be prepared to give a complete demonstration of the merits of the ambulance offered as directed by the purchaser. The vehicle so demonstrated shall be complete as offered by the supplier for this proposal.

VENDORS MUST LIST THEIR SERVICE FACILITY AND PARTS DEPARTMENT

PROFILE TO THE PURCHASER ON ATTACHMENT J.

The successful supplier shall provide ambulance or rescue vehicle conversion. Supplier to provide a detailed list of all coverages and warranties that are included in their fee.

The manufacturer shall warrant to the original retail purchaser that for the warranty period that the ambulance or rescue vehicle shall be free of substantial defects in materials and workmanship which are attributable to Warrantor and which arise during the course of normal use and service.

Copies of the Warranty statements will be included with the proposal documents.

By executing and submitting a proposal, the proposer certifies that the proposal is made without reference to any other proposal and without agreement, understanding, collusion or combination with any other person in reference to such proposal.

All proposal pricing shall be complete and include warranty and delivery of the completed vehicle to this agency.

Chassis required: 450 or 4500

Type 1

XLT Package

Box height 72”

Box length 153” to 156”

Box width minimum 95”

Ducted air with external condenser.

Secondary external condenser or separate complete AC system for rear patient compartment.

Mounting location for secondary external compressor.

Digital thermostat in patient compartment – manufacturer’s standard.

Alternators – Manufacturers’ standard. Please show exact amperage capabilities of alternator.

Please show if there is the possibility of higher amp. alternator.

No restocking cabinet doors.

No Zyko step – 2 step drop skirt.

Door hinges – manufacturer’s standard.

sets of dual speakers – 2 sirens.

Banner 1050 inverter

Add monitor bracket – County uses Physio 15’s

Dump enable switch in rear door only – left to auto dump, right to manual dump. Dump activation

NOT tied into parking brake.

Ambulance prep with OEM back up camera, manufacturer’s standard - on a monitor, not in rear view mirror.

Vents in patient compartment manufacturer’s standard – to be located towards the rear or in the back of the box.

Power distribution cable interface – no preference – manufacturer’s choice.

NO fluorescent lights – ALL lights to be LED.

10 LED lights in patient compartment – 5 each side – 1 row to be on a timer.

No man saver bar – a safety net to be used in place of the man saver bar.

No CPR seat required in box - actionary cabinets on top and bottom.

OPTION – all outside compartments to lock electronically at the same time.

Cab center console be built and cab to box wiring be routed in such a manner as to allow maximum storage space in console for gloves, maps etc. Exact specifications for center console will be discussed one the bid has been awarded.

Three (3) key fobs to be supplied with truck.

Vendor to submit representative drawings – subject to change when bid award made.

Mounting brackets for portable O2 cylinders.

Built in GPS

Additional 110 outlet or double outlet in the patient compartment, behind passenger seat

Stryker locking mount

HEPA filters

King Ranch grill guard

Wiring for dual mount 800 radio in patient compartment

Hydraulic lift for the main O2 cylinder

110 aux heater

Upgrade to 30 amp shoreline

Rear intersection lights

Graphics to match our new design

Stretchers cost to be included:

Power-PRO XT MTS High:

o Dual wheel lock o X-restraint package o Retractable head section o 02 bottle holder o 3-stage IV pole PR o Equipment hook o H/E storage flat o XPS side rail o XPS mattress o Knee-gatch o Dual compatibility o Backrest storage pouch o Steer-lock

ATTACHMENT A

FEE PROPOSAL

PRICING FORM

WE HEREWITH SUBMIT AND OFFER AS FOLLOWS:

CHASSIS/MAKE: ___________________________________________________________________

MODEL/TYPE: _____________________________________________________________________

AMBULANCE BRAND: _____________________________________________________________

DELIVERY DATE TO EFFINGHAM COUNTY: ____________________________________________

TOTAL PRICE: $_________________________________

ADDITIONAL PRICING: Stretcher cost $________________________________

DOES YOUR SUBMISSION COMPLY WITH ALL SECTIONS OF OUR RFP INCLUDING THE

SPECIFICATIONS? IF YOUR ANSWER IS NO, USE THE EXCEPTIONS SHEET.

YES _____ NO _____

WE ACKNOWLEDGE THE RECEIPT OF ADDENDUMS (IF ANY) NUMBERED AS FOLLOWS:

Proposing Company Contact Information:

Company Name:

Billing Address:

Telephone:

Service Address:

Representative Name:

Representative Contact Address:

E-Mail:

It is agreed by the undersigned offeror that the signature and submission of this proposal represents the vendor's acceptance of all terms, conditions and requirements of specifications and, if awarded, the proposal will become part of the contract agreement between the parties.

Signed: (sign manually, in ink)

(Signature of Authorized Representative of the Company)

Name Printed: Title: Date:

EXCEPTION SHEET

If Commodity(s) and/or Service proposed in quote is in ANYWAY different from that contained in this proposal, the Bidder is responsible for clearly identifying all such differences in the space below. Otherwise, it will be assumed that the Bidder’s offer is in total compliance with all aspects of the proposal.

Below are the only differences between my offer and the County’s proposal:

Signature Date

ATTACHMENT B

DRUG FREE WORKPLACE CERTIFICATION

The undersigned certifies that the provisions of Code Sections 50-24-1 through 50-24-6 of the Official Code to Georgia Annotated, related to the Drug Free Workplace have been complied with.

1. A drug-free workplace will be provided for the employees during the performance of the contract;

and;

2. Each Subconsultant under the direction of the consultant shall secure the following written certification:

___________________________________ (Consultant) certifies to Effingham County that a drug-free workplace will be provided for the employees during the performance of this contract known as RFP No. 22-

19-001 - New Ambulances pursuant to paragraph (7) of subsection (B) of Code Section 50-24-3. Also, the undersigned further certifies that he/she will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of the contract.

CONSULTANT DATE

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF_______________________, 20____

Notary Public

My Commission Expires:_____________________________, 20_____

ATTACHMENT C

PROMISE OF NON-DISCRIMATION STATEMENT

Know all men by these presence, that I (We), ______________________________, _______________________

Name Title

Name of Vendor

(herein after "Company"), in consideration of the privilege to Bid/Propose on the following Effingham

County Procurement titled RFP No. 22-19-001 - New Ambulances hereby consent, covenant, and agree as follows:

A. No person shall be excluded from participation in, denied the benefit of, or otherwise discriminated against on the basis of race, color, national origin or gender in connection with the Proposal submitted to Effingham County or the performance of the contract resulting there from.

B. That it is and shall be the policy of this Company to provide equal opportunity to all business persons seeking to contract with or otherwise interested in the Company, including those companies owned and controlled by racial minorities and women.

C. That the promises of non-discrimination as made and set forth herein shall be continuing throughout the duration of this contract with Effingham County.

D. That the promises of non-discrimination as made and set forth herein shall be and are hereby deemed to be made part of and incorporated by reference in the contract which this Company may be awarded.

E. That the failure of this Company to satisfactorily discharge any of the promises of non-discrimination as made and set forth above may constitute a material breach of contract entitling the County to declare the contract in default and to exercise appropriate remedies including but not limited to termination of the contract.

SIGNATURE DATE:

____ DAY OF_______________________, 20____

ATTACHMENT D

DISCLOSURE OF RESPONSIBILITY STATEMENT (page 1)

Failure to complete and return this information will result in your bid/offer/proposal…