RFP EC-06-2024 #12 2024_Can-Am Defender MAX Limited HD10 ATV-ORV_06.04.24.pdf

version 10 – equipment 5.5.23

REQUEST FOR PROPOSALS

2024 Can-Am Defender MAX Limited HD10 ATV/ORV

RFP # EC-06-2024 #12

ESTIMATED TIMELINE –

RFP Released June 4, 2024 Deadline to Submit Written Questions June 13, 2024 @ 3:00 PM EST Response to Questions June 20, 2024 @ 3:00 PM EST Proposal Due Date & Public Bid Opening – BOC Conf. Room June 27, 2024 @ 3:00 PM EST Project Review and Award Date Pending BOC Approval July 8, 2024 (tentative)

*BOC = Board of Commissioners

RFP PROCUREMENT CONTACT – Undersheriff Matt Leirstein – mleirstein@emmetcounty.org

Emmet County is soliciting proposals from prospective vendors to provide the County with proposals from qualified vendors to provide an upgrade to our existing 2006 Polaris Ranger in support of the Off-Road Vehicle (ORV) Recreational Patrol Division.

A copy of this RFP and any subsequent addenda or communications may be obtained from the County’s Purchasing page as well as on the BidNet Direct website at https://www.bidnetdirect.com.

Emmet County Administration Office • 200 Division Street, Suite G70 • Petoskey, Michigan 49770 www.emmetcounty.org https://www.bidnetdirect.com/

2 | P a g e

RFP# EC-06-2024 #12

A. PROJECT BACKGROUND

The Emmet County Sheriff’s Office is in need of upgrading their current 2006 Polaris Ranger to enhance their law enforcement capabilities in regards to the Recreational (ORV) Patrol Division and ensure officer safety. The outdated vehicle no longer meets the demands of modern law enforcement operations, hampering response times and limiting effectiveness in various situations.

B. SCOPE OF WORK

The purpose of this request for proposal is to invite prospective vendors to submit a proposal to supply Emmet County with a new 2024 Can-Am Defender MAX Limited HD10.

The Vendor shall provide the following related to this particular RFP:

A new 2024 Can-Am Defender MAX Limited HD10 with the following specifications:

A. Primary color is stone grey.

B. Engine HD10 Type: 82 hp / 69 lb-ft, Rotax® 976 cc, V-twin, liquid-cooled C. Fuel Delivery System: Intelligent Throttle Control (iTC™) with Electronic Fuel Injection (EFI) D. Transmission: PRO-TORQ CVT with Quick Response System (QRS), high-airflow ventilation and

Electronic Drive Belt Protection Extra-L / H / N / R / P E. Drive Train: Selectable Turf Mode / 2WD / 4WD with exclusive Smart-Lok F. Driving Assistance: Electronic Hill Descent Control ECO™ / ECO™ Off / Work modes G. Power Steering: Dynamic Power Steering (DPS™) H. Front Suspension: Arched double A-arm with sway bar / 12 in. (30.5 cm) suspension travel I. Front Shocks: Twin tube gas-charged shocks J. Rear Suspension: Arched TTA with external sway bar / 12 in. (30.5 cm) suspension travel K. Rear Shocks: Twin tube gas-charged shocks.

L. Tires & Wheels: Front / Rear Tires XPS Trac Force 30 x 9 / 10 x 14 in.

M. Wheels: 14 in. cast aluminum N. Brakes: Front Dual 220 mm disc brakes with hydraulic twin-piston calipers. Rear Dual 220 mm disc brakes with hydraulic twin-piston calipers Brake holding mechanism O. Gauge: 7.6 in. wide digital display with keypad P. Battery: 12 V (30 amp/h) Q. Magneto: 850 W R. Instrumentation: DC outlet (10 A) USB port (10 A) x 2 S. Lighting: Front lighting output 140 W LED signature LED tail lights T. Winch: 4,500 lb (2,041 kg) winch with roller fairlead U. Seat: VERSA-PRO bolster bench seats with passenger seats flipping up Adjustable driver seat, underside hooks, reinforced seat skin featuring Limited package trims V. Steering Wheel: Adjustable tilt steering W. Protection: XT front bumper HMWPE full skid plate Full hard roof with liner and interior dome light

Full color-match doors with electric opening windows in front 3-position full glass tilt-up windshield with wiper / washer kit Rear glass window

X. Hitch: Type 2 in. hitch receiver Y. Cage Profiled cage, ROPS approved Z. Auto heating and air conditioning (HVAC) climate system AA. 65 in. wide with arched A-arm BB. Towing Capacity 2,500 lb (1,134 kg) CC. Payload Capacity 1,225 lb ( 555 kg)

3 | P a g e

DD. Fuel Capacity 10.6 gal (40 L) EE. Person Capacity (6) FF. Warranty: Minimum Factory Warranty 1 year Bombardier Recreational Products limited warranty GG. Extended Service Terms: Provide extended B.E.S.T. coverage terms for 6 months, 12 months, 24 months and 30 months. Emmet County will determine if the extended coverage is necessary and will not be held to elect an option.

HH. Open-top aluminum trailer with loading ramp and dual axles.

II. Tie Down Set JJ. Side Mirror Kit KK. Canam Def w/ Ghost Lights w/ Hazards LL. Canam Horn Kit MM. 40” Light Bar w/ Mounts/ Harness NN. STD Rocker Switch Roof LED OO. Safety Kit PP. Cover Open Carrier Soft Kit/ Tonneau Cover QQ. Removable Storage Bin RR. Rock Sliders SS. Rear XMR Bumper Kit TT. Winch Warn VRX 4500-s Kit UU. Winch Electrical Harness

The Vendor shall also provide the following as requested for all County RFPs:

A. If applicable, provide continual or annual costs such as warranties or service contracts.

B. Description of its invoicing process. Invoices should itemize the date of service, reason for the service, the amount, and the vendor Tax ID number.

C. An opportunity for Emmet County to complete a final inspection before acceptance of the work/ product.

The Vendor will arrange for the return of all damaged or miss-shipped items. There will be no restocking fee for the return of items damaged or shipped by the vendor in error. All items returned will be credited to invoice within 14 days of receipt.

D. Available financing options and terms.

E. If applicable, no less than three (3) days of training to ensure adequate education of all personnel at the expense of the company providing the equipment to Emmet County.

C. SUBMITTALS

In responding to this RFP, the vendor accepts full responsibility to understand the RFP in its entirety, and in detail, including making any inquiries to Emmet County as necessary to gain such understanding. The County reserves the right to disqualify any vendor who demonstrates less than such understanding. Further, Emmet County reserves the right to determine, at its sole discretion, whether the vendor has demonstrated such understanding. That right extends to cancellation of award, if award has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to Emmet County.

All information provided by Emmet County in this RFP is offered in good faith. Individual items are subject to change at any time. Emmet County makes no certification that any item is without error. Emmet County is not responsible or liable for any use of the information or for any claims asserted there from.

The County intends to select a vendor in July 2024 but is not obligated to do so.

4 | P a g e

D. EVALUATION CRITERIA

Submittals will be evaluated and ranked to determine the best value to the County based on the following criteria:

A. Pricing of ATV/ORV with trailer B. Warranty C. Conformity with specifications D. Past performance of vendor with references E. Quality of item

The purpose of this competitive RFP is to promote a fair, most efficient means to obtain the best value to Emmet County, i.e., the proposal offering the best value, which shall be assessed in accordance with the evaluation criteria set forth in this RFP. Proposals will be reviewed by an internal committee where quotes will be evaluated and ranked on a consensus basis. Proposing bidders may be asked to participate in an interview to further discuss qualifications and to answer questions from the committee.

Emmet County reserves the right in its sole discretion to accept or reject any or all proposals, in whole or in part, without incurring any cost of liability whatsoever, and to waive informalities and minor irregularities in bids received. The County shall retain the RFP, and all related terms and conditions, exhibits and other attachments, in original form in any archival copy. Any modification of these, in the vendor’s submission, is grounds for immediate disqualification. If the selected vendor and Emmet County are not able to finalize contract terms for the intended goods or services requested in this RFP, the County reserves the right to select another vendor to provide the goods or services.

E. REPRESENTATIONS AND CERTIFICATIONS

Full name and address of the business with a short description of the business.

Include a description of the following:

A. Business organization B. Year established C. Federal ID number D. Michigan tax ID number, if applicable.

E. The business’ legal formation (e.g. corporation, sole proprietor, etc.)

F. State of incorporation, if applicable.

G. List the location and address of the business’ office that will provide the equipment requested.

F. REFERENCES

RFP reviewers may solicit references from some or all client contacts provided with previous experience examples above. Please include at least three (3) references.

G. COMPENSATION / FEES

Identify all costs including expenses to be charged for delivering and/or installing the equipment. The County is tax exempt for state and local taxes, personal property tax, and real property taxes. Prices shall not include taxes, unless the County is not tax-exempt for a specific service or deliverable. Exemption certificates for sales tax will be furnished upon request.

5 | P a g e

H. CONFLICT OF INTEREST

Disclose any conflicts or perceived conflicts of interest. Vendor shall to the extent practicable, disclose to the County the identity of vendor employees and relatives of vendor employees who are employed by the County as well as the identity of County employees who are employed by vendor.

Identify what procedures your firm utilizes to identify and resolve conflicts of interest.

I. INDEMNIFICATION

The selected vendor shall be required to indemnify, defend, and hold the County harmless for all claims, incurred by or asserted against the County, its elected and appointed officials, employees, agents and volunteers, by and person or entity, which are alleged to have been caused from the acts or omissions of vendor or vendor’s employees. The County’s right to indemnification is in excess and above any insurance required by the contract.

The vendor shall have no right against the County for indemnification, contribution or subrogation.

J. AMERICANS WITH DISABILITIES ACT (ADA) AND SECTION 508 COMPLIANCE

Vendors shall warrant that end users will be able to access the website in accordance with the accessibility requirements of the ADA and the Rehabilitation Act of 1973. The website will conform, where relevant to Web Content Accessibility Guidelines (WACG) 2.0.

K. NON-DISCRIMIATION

Vendor, and its subcontractors, shall not discriminate against an employee or an applicant for employment, in hiring, any terms and conditions of employment or matters of employment for any reason that is unrelated to the person’s ability to perform the duties of a particular job or position, in accordance with applicable federal and state law.

L. DEBARMENT AND GRANT REQUIREMENTS

If a bidder is presently debarred, suspended, proposed for debarment, declared ineligible, or otherwise excluded from doing business with any government agency, which prohibits the bidder from participating in any procurement, the bidder must provide County with that information as part of their response. Failure to provide this information may result in disqualification of the response from consideration or termination of a purchase order or contract, if awarded.

To the extent that an awarded contract is funded in whole or in part by any federal or state grant, vendor will be required to comply with all applicable requirements in the grant.

M. TERMINATION OF CONTRACT:

When the vendor has not performed or has unsatisfactorily performed the contract or in the event, any of the provisions of the purchase order are violated, the County may serve written notice of its intention to terminate the contract and/or purchase order for default. Upon termination for default, payment will be withheld at the discretion of Emmet County. Failure on the part of a vendor to fulfill the contractual obligations shall be considered just cause for termination of the contract. The vendor will be paid for work satisfactorily performed prior to termination less any excess costs incurred by the County in procuring and completing the work. The County reserves the right to require termination of the contract for its convenience in the contract terms finalized with the selected vendor. If

6 | P a g e funds are not appropriated or otherwise made available to support continuation of performance, the County may terminate the agreement. Vendor shall be paid for work satisfactorily performed prior to termination.

N. RIGHTS AND REMEDIES OF COUNTY FOR DEFAULT:

If any item furnished by the vendor fails to conform to specifications, or to the sample submitted by the vendor, the County may reject it. Upon rejection, the vendor must promptly reclaim and remove such item without expense to the County, and shall immediately replace all such rejected items with others conforming to such specification and samples. If the vendor fails to do so, the County has the right to purchase in the open market a corresponding quantity of any such items and to deduct from any monies due the vendor the difference between the prices named in the purchase order and the actual cost to the County. If the vendor fails to make prompt delivery of any item, the County has the right to purchase such item in the open market and to deduct from any monies due the vendor the difference between the prices named in the purchase order and the actual replacement cost to the County. The rights and remedies of the County identified above are in addition to any other rights and remedies provided by law or under the purchase order.

O. INSTRUCTIONS FOR FIRMS:

For your bid to qualify, you must submit three (3) hard copies in your SEALED BID no later than 3:00 PM EST on June 27, 2024 to:

EMMET COUNTY FINANCE DEPARTMENT

ATTN: Priscilla Meyer, Administration Office

200 DIVISION STREET, SUITE G70

PETOSKEY, MI 49770

1. Response to this RFP MUST be clearly marked RFP# EC-06-2024 #12 -- 2024 Can-Am Defender MAX Limited

HD10 ATV/ORV.

2. Questions shall be submitted in writing to Undersheriff Matt Leirstein at mleirstein@emmetcounty.org no later than 3:00 PM EST on June 13, 2024:

3. This RFP, any addendums, and any potential questions and answers will be posted on the Emmet County website at https://www.emmetcounty.org/open-bids-rfps/.

4. The County reserves the right, in its sole discretion, to reject any and all proposals, or parts of any proposal, for any reason whatsoever and waive technicalities.

5. The County will only accept proposals that are responsive to the RFP and are prepared and submitted in compliance with the requirements set forth in this RFP.

6. Emmet County will not award any proposal to an individual or business having any outstanding amounts due from a prior Contract or business relationship with the County or who owes any amount(s) for delinquent Federal, State or Local taxes, fees and licenses.

No late submissions will be accepted.

https://www.emmetcounty.org/open-bids-rfps/

7 | P a g e

IRAN LINKED BUSINESS CLAUSE

The Respondent who is selected as Consultant shall certify to the County that neither it nor any of its successors, parent companies, subsidiaries, or companies under common ownership or control of the Consultant, are an “Iran Linked Business” engaged in investment activities of $20,000,000.00 or more with the energy sector of Iran, within the meaning of Michigan Public Act 517 of 2012. It is expressly understood and agreed that the Consultant shall not become an “Iran linked business” during the term of this Agreement.

NOTE: IF A PERSON OR ENTITY FALSELY CERTIFIES THAT IT IS NOT AN IRAN LINKED BUSINESS AS DEFINED BY PUBLIC ACT 517 OF 2012, IT WILL BE RESPONSIBLE FOR CIVIL PENALTIES OF NOT MORE THAN $250,000.00 OR TWO TIMES THE AMOUNT OF THE CONTRACT FOR WHICH THE FALSE CERTIFICATION WAS MADE, WHICHEVER IS GREATER, PLUS COSTS OF INVESTIGATION AND REASONABLE ATTORNEY FEES INCURRED, AS MORE FULLY SET FORTH IN

SECTION 5 OF ACT NO. 517, PUBLIC ACTS OF 2012.

CERTIFICATION

I hereby state that I have read, have become thoroughly familiar with, understand, and accept the terms and scope of work contained in the RFP. I hereby state that all of the information I have provided is true, accurate and complete.

I hereby state that I have authority to submit this RFP, which will become the basis for a binding contract if accepted by the Emmet County. I hereby state that this quote will remain valid for sixty (60) days from this certification date.

Signature: _____________________________________________________________________________

Print Name: ___________________________________________________________________________

Title: _______________________________________________ Date: _____________________________

Company Name: _______________________________________________________________________

Address: ______________________________________________________________________________

Contact Name: _________________________________________________________________________

Phone: _____________________________________ Email: __________________________________

MINORITY VENDOR CERTIFICATIONS

Please check all that apply:

The vendor represents that it IS IS NOT a woman or women-owned business.

The vendor represents that it IS IS NOT a minority-owned business.

The vendor represents that it IS IS NOT a disadvantaged business enterprise.

The contractor represents and warrants that the company meets the above and can provide supportive documentation upon request. Any lines left unchecked will be considered as if the “IS NOT” box has been checked.

Authorized Agent Signature Date

Authorized Agent Printed Name

How did you learn of this RFP? BidNet County Website

(circle all that apply) County Employee Other ________________