RFP MCI Coach Bus Overhaul Unit 1003.pdf

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City of Steamboat Springs

Request For Proposal One Over the Road Coach Overhaul

Deadline – July 11, 2025 5PM

I. PURPOSE

The City of Steamboat Springs, Transit Division ("Steamboat Springs Transit”) is soliciting a Request For Proposal from qualified vendors to perform the specified overhaul for one (1) 2004, MCI D 4500, Diesel Coach.

II. PROPOSAL REQUIREMENTS

A. Proposals shall be submitted in writing and contain a cover sheet, a Cost Proposal, signed by an authorized agent of the vendor and other detailed information requested.

The following paragraphs briefly outline what is desired in each of the categories listed above. (https://www.bidnetdirect.com/colorado/cityofsteamboatsprings) is where you can find the bid package, place bid, and ask questions.

B. The cover sheet shall list the contractor with name, phone number, fax number and email address of the person who may be contacted to answer questions and to notify of the award. Also, the cover sheet shall state who prepared the proposal and how they can be reached.

C. References (five minimum) identifying each client, a contact person and the client's mailing address and telephone number for projects of similar or greater scope and complexity.

D. Company history stating qualifications to provide the services described herein.

Include number of years in business, number of employees, location of office or offices, names and resumes of proposed project team.

E. Project Schedule: Provide a schedule to complete the work

F. Cost Proposal: Provide a unit price

G. A performance bond and payment bond, each in the amount of 100 percent (100%) of the contract price, with a corporate surety approved by the City, will be required for the faithful performance of the contract for all costs in excess of $50,000. We will not require a bid bond.

H. Questions regarding the scope of work shall be submitted, in writing, on Bidnet (https://www.bidnetdirect.com/colorado/cityofsteamboatsprings) no later than 5:00 PM May 30, 2025. Responses shall be issued in the form of an Addendum to all plan holders of record, no later than 5:00 PM, June 20, 2025. Proposers are cautioned not to contact other City staff members to ask questions. Failure to adhere to this requirement may result in disqualification.

I. Copy of the contract template attached to end of RPF for reference. Please review and make sure you will be able to sign this contract if awarded. City allows for very minor changes to this contract. This is just a draft and not a final contract.

III. SCOPE OF WORK

https://www.bidnetdirect.com/colorado/cityofsteamboatsprings

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City of Steamboat Springs Transportation Authority ("Steamboat Springs”) is requesting bids from qualified vendors to perform the specified rebuild for one (1) MCI D4500 Coach, VIN 1M8PDMPA44P056261.

The coach is currently in regional operation for the City of Steamboat Springs system and has accumulated approximately 500,000 service miles to date with just under 20,000 hours of service.

Bidders shall use the original specifications for a 2004 MCI D4500 Coach build for overall guidance. Bidders shall use the "Scope of Work" contained herein to guide them in preparing the "Pricing Sheet" to be submitted with each quote.

The power train currently installed in this bus is a Caterpillar 3406 13 (l) engine with an Allison automatic transmission. As an element of this rebuild, The City of Steamboat Springs plans to replace the Caterpillar engine with a Cummins X14 remanufactured engine w/engine brake. The transmission will also be replaced with a rebuilt or remanufactured Allison transmission.

Specification

This Specification does not mandate any particular method or process for completing the Rebuild, but rather is intended to provide a “performance” based description of the end product, or results expected from the Rebuild. All work to be performed is to be consistent with OEM requirements and industry standards. The Rebuild is to provide a vehicle of substantial and durable construction in all respects. This project is intended to ensure the coach can be successfully and safely operated for an additional ten (10) years without the need for any further major repairs to the bus structure and/or subject subsystems.

Bidders shall demonstrate that they have the experience, expertise, plant facilities and engineering support to successfully complete this project.

The following specification will detail the Scope of Work for this rebuild.

1 Undercarriage

1.1 Undercarriage

1.1.1 The Contractor shall clean, by high pressure power washing, the undercarriage for inspection. Areas shall include, but not limited to all structural members, bulkheads, front and rear axles and suspension area.

1.1.1.1 All loose undercoating is to be removed to allow for full access to inspect the structure.

1.1.1.2 This process shall also be performed prior to the application of corrosion protection to ensure that there is no residual contamination to prevent the coating from adherence.

1.2 Structural Members

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1.2.1 All structural members, gussets, and frame members shall be inspected for cracks, corrosion, lose or missing fasteners and structural or accident damage.

1.2.1.1 The above shall be repaired or replaced with new if corrosion, deformations, loose or missing fasteners, structural or accident damage is detected.

1.2.1.2 All repairs to the structure shall be according to O.E.M and standard industry practice. The materials used shall be of exact measure and compound of the material removed for repair.

1.2.1.3 All fasteners showing wear or corrosion shall be replaced with new SAE J386 Grade 8 fasteners and hardened flat washers are to be used under the self-locking nuts.

1.3 Splash Aprons

1.3.1 New heavy-duty O.E.M. equivalent splash aprons shall be installed.

1.3.1.1 The front aprons shall be installed on the bulkhead behind the front axle and downward to a point within three inches of the ground.

1.3.1.2 The rear aprons shall extend to within three inches of the ground and cover the width of the rear duals only.

1.3.1.3 The dimension for measurement of ground clearance for the front and rear aprons shall be with the bus set on level ground at the OEM recommended ride height.

1.3.1.4 New fasteners shall be used to attach aprons.

1.4 Corrosion Protection

1.4.1 All steel exposed housings, bulkheads, plating, floor, and framing surfaces under the bus shall PPG Cora Shield undercoating properly applied to prevent corrosion if applicable.

1.4.1.1 All other areas of the bus, to include mechanical, rubber, electrical components, air system components, or in the engine compartment shall be protected from over-spray or cleaned if sprayed.

1.4.2 Install static, grounding straps.

2 Air System

2.1 General

2.1.1 The air system is to be restored to a like new condition.

2.1.1.1 All air system valves shall be replaced with new to O.E.M. specifications.

This is to include, but not limited to, application valves, relay valves, brake and accelerator pedal valves and linkage, interlock system valves, check valves and pressure protection valves.

2.1.1.2 ABS related valves shall be replaced.

2.1.1.3 Air strainers are to be replaced with new.

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2.2 Air Tanks

2.2.1 Air tank check valves shall be replaced with new.

2.2.2 Air tanks shall be cleaned and inspected both inside and out. If tanks are found to have damage or severe corrosion the air tanks shall be replaced with tanks of the same volume as the replaced tank.

2.2.2.1 Air tanks found with minor damage or corrosion and reused shall be painted to inhibit future corrosion.

2.3 Air Dryer

2.3.1 The air dryer shall be replaced with a new unit. This shall include a desiccant cartridge and air dryer cap assembly. The dryer cap assembly shall have a new heater element/thermostat assembly. All valves shall be removed, cleaned, and rebuilt with new parts.

2.4 Air Hoses and Lines

2.4.1 All air lines and/or tubing both flexible and rigid shall be tested, inspected, and replaced as required. Line supports and fittings shall be inspected and replaced as required. If required, replacement hoses, fittings, line supports, hardware, etc. shall be to O.E.M. specifications.

2.5 Brake Chambers

2.5.1 All front and rear brake chambers are to be inspected and if any deficiencies are observed, units are to be replaced.

2.5.1.1 All brake lines hoses are to be replaced with new D.O.T approved lines.

2.5.1.2 The chamber stroke length will be measured to insure proper operation.

2.5.1.3 All Disc brake units will be inspected for functionality and replaced if deficient.

2.6 Air System Tests

2.6.1 Prior to delivery from the Contractor’s facility the following tests shall be performed on the vehicles air system.

2.6.1.1 The bus shall be started and run at idle. The bus shall charge the air system from forty (40) psig to governor cut-off pressure in less than three minutes.

2.6.1.2 The bus shall be started and the air system shall be charged until the governor cut-off is reached. The bus will then be shut down. The bus shall not leak down more than (5) psig as indicated on the instrument panel mounted gauges, within (15) minutes from the point of governor cut-off.

2.6.2 If the bus does not successfully complete the air system tests, the air system shall be re-inspected and all necessary repairs performed. After the repairs are completed, the above tests shall be repeated until passed.

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3 Axles/steering/wheels

3.1 Spindle Assembly

3.1.1 The spindle assemblies will be rebuilt in accordance with O.E.M.

specifications.

3.1.1.1 Kingpins and bushing kits will be replaced with new O.E.M. parts.

3.1.1.1.1 Kingpins are to be installed per manufacture’s recommended procedures using the recommended tooling.

3.1.1.2 All parts are to be properly lubricated with a pressure grease application after assembly.

3.2 Drag Links and Tie Rods

3.2.1 All drag links and tie rod ends will be replaced.

3.3 Wheel Hubs

3.3.1 Front Wheel Hubs

3.3.1.1 Hubs must be removed, disassembled, cleaned, corrosion removed, and inspected. Hubs with cracks and damage will be replaced with new.

3.3.1.1.1 All bearings cups, cones, seals, nuts, washers, wipers, gaskets, and associated hardware will be replaced with new.

3.3.1.1.2 All wheel studs will be replaced. Lug nuts will be replaced.

3.3.2 Rear Wheel Hubs

3.3.2.1 Hubs must be removed, disassembled, cleaned, corrosion removed, and inspected. Hubs with cracks and damage will be replaced with new.

3.3.2.2 All bearings cups, cones, seals, nuts, washers, wipers, gaskets, and associated hardware will be replaced with new.

3.3.2.3 All wheel studs and lug nuts will be replaced.

3.4 Differential

3.4.1 Carrier and yoke will be inspected, gear lash checked, if out of specification, carrier and/or yoke will be replaced.

3.5 Tires

3.6.1 Tires will be replaced with new. Traction tires will be used on the drive axle.

3.6 Wheels

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3.6.1 Wheels will have all corrosion removed from the exterior and wheel mating surfaces prior to inspection.

3.6.2 All wheels will be inspected for deformities and cracks, with emphasis on the lug holes.

3.6.3 Defective wheels will be replaced as required.

3.6.4 Wheels will be cleaned.

3.6.5 All lug nuts will be torqued to O.E.M. specifications.

3.7 Steering

3.7.1 Steering column will be inspected for proper operation and any necessary work will be evaluated and corrected.

3.7.2 90 degree gearbox will be inspected and if warranted, replaced.

3.7.3 Steering shaft will be inspected and replaced if necessary.

4 Brakes

4.1 General

4.1 Brakes shall be rebuilt to O.E.M. specifications.

4.1.2 All brake spiders will be inspected and replaced if necessary.

4.1.3 Brake rotors will be replaced with new.

4.1.4 Brake caliper and pads will be replaced with new.

4.3 ABS System

4.3.1 All anti-lock brake system (ABS) sensors shall be replaced with new and properly adjusted to O.E.M. specifications to the pulse rings on the hubs.

4.3.1.1 ABS sensor harness connections are to be weather tight.

4.3.1.2 There are to be no modifications made to the ABS harnesses. Harness shall be inspected and replaced as necessary.

5 Suspension

5.1 General

5.1.1 All suspension component fasteners removed shall be replaced with new O.E.M. fasteners and torqued to O.E.M. specifications with a contrasting color torque stripe affixed across the rotating fastener and an adjoining fixed component and shall be in a location easily seen by an inspector.

5.2 Front Suspension Components

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5.2.1 All shock absorbers, shock absorber bushings and hardware, air springs, bearings and cotter pins will be replaced with new components.

5.2.2 Upper and lower suspension arms will be inspected and replaced if necessary.

5.2.3 Air spring towers will be inspected and corrected if necessary.

5.2.4 All front suspension components shall be returned to new O.E.M.

specifications.

5.3 Rear Suspension Components

5.3.1 All shock absorbers, shock absorber bushings and hardware and air springs will be replaced with new components.

5.3.2 All torque rods need replaced with new.

5.4 Alignment

5.4.1 After all undercarriage and suspension work is complete the front and rear axles will be aligned.

6 Interior

6.1 General

6.1.1 The Contractor shall make every effort to eliminate audible rattles and unnecessary interior noise. The Contractor shall inspect for and eliminate or repair all protrusions and sharp edges on all equipment and appurtenances. All panels and fixtures shall be inspected to insure they are defect free and properly secured with the correct fasteners. All missing, corroded, stripped or imperfect fasteners shall be replaced with new fasteners of the correct size and thread and shall be installed per O.E.M.

6.2 Drivers Compartment

6.2.1 Warning light strips will be replaced with new O.E.M. parts and all other lights replaced as necessary.

6.2.2 Broken or cracked dash and side control panels and trim panels will be replaced with new or repaired.

6.2.3 Inoperable and malfunctioning gauges shall be replaced with new O.E.M.

units.

6.2.4 Adjustable Tablet mount (must fit Samsung Galaxy A7 or A 8.4) no more than three feet from USB charging port.

6.3 Seats

6.3.1 The driver’s seat will be replaced with a new USSC Model 9100 ALX3 (no arm or headrest)

6.3.2 The passenger seats are to be removed and cleaned using recommended procedures and products for fabric.

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6.3.4 Seat fabric will be replaced with new back and seats as needed to mirror existing interior.

6.4 Plywood Floor and Floor Covering

6.4.1 The RCA floor covering will be removed and replaced with new.

6.4.2 After removal of RCA floor covering, the plywood will be inspected for damage, cracks, rotting and delaminating, and repaired or replaced as necessary.

6.4.3 The plywood surface shall be smooth, clean, and properly conditioned to provide maximum adhesion of the new floor covering.

6.4.4 The step treads will be removed and replaced with new.

6.4.5 The vestibule will be removed and replaced with new.

6.4.6 The new RCA floor covering will be reinstalled to original OEM configuration.

6.5 Destination Signs

6.5 Destination Signs AND Automatic Voice Announcer

6.5.1 Refit Hanover Amber LED Sign Sys with EG4 controller. Front ~ G4.012A 96x15 LED matrix Side ~ G4.054A 112x15 LED matrix w/ HTC/AVA System w/L060 internal LED sign For: (1) 2004 MCI D4500

6.5.2 Fabricate and refit a mount and visor for Hanover front overhead display to protect driver from windshield glare created by overhead display.

6.5.3 Fabricate and refit a mount and visor for Hanover side display to protect driver and passengers from window glare created by display.

6.6 Ceiling and Wall Panels

6.6.1 Ceiling and Wall panels will be cleaned using recommended procedures and products

6.7 Baseboard Heaters

6.7.1 Baseboards heaters will be inspected for proper operation, leaks, and damage.

6.7.2 Baseboard heaters that are damaged will be replaced with new heaters.

6.7.3 Baseboard heater covers will be removed and repainted.

6.7.4 Baseboard heater silicone hoses and clamps will be replaced with new.

6.7.5 Water heater assembly will be replaced with a new unit. (Pro- Heat)

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6.7.6 Baseboard heaters will be reinstalled and inspected for leaks, proper operation and covers reinstalled.

6.8 Driver’s Heater/Defroster

6.8.1 Driver’s Heater/Defroster will be inspected for proper operation, leaks, and damage.

6.8.2 Heater/Defroster motors and fans that found defective will be replaced with new units.

6.8.3 Heater/Defroster air hoses will be inspected and repaired if necessary.

6.8.4 Heater/Defroster silicone hoses will be inspected and replaced if necessary.

6.8.5 Air diffusers that are found missing or broken will be replaced with new parts.

6.9 Air Duct Panels

6.9.1 Air duct panels will be cleaned.

6.9.2 Broken light lenses will be replaced with new.

6.10 Stop Request System

6.10.1 Stop request system will be inspected and functioned for proper operation.

6.10.2 Chime touch strips will be replaced with new as necessary.

6.11 Wheelchair Tie Downs

6.11.1 Wheelchair tie downs will be cleaned and inspected for proper operation.

6.11.2 Tie downs that do not retract or function will be replaced or repaired.

6.12 Wheelchair Lift

6.12.1 Wheelchair Lift is to be replaced with remanufactured.

6.12.2 Wheelchair lift will be removed and sent to Braun to be refurbished.

6.12.3 Wheelchair lift structure will be inspected for cracks, corrosion, and structural or accident damage. All necessary repairs will be done and area will be undercoated.

6.12.4 Wheelchair lift Manual control pump will be removed and compartment cleaned, repaired, and repainted.

6.12.5 Rebuilt wheelchair lift Manual control pump will be reinstalled and all hydraulic lines and cables will be reconnected.

6.12.6 Rebuilt Braun Wheelchair Lift will be installed, and all hydraulic lines and cables will be reconnected.

6.12.7 Rebuilt Braun wheelchair lift to be functioned and tested for proper operation to include full powered and manual operations.

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7 Fuel Tank

7.1 The fuel tank is to be flushed, cleaned, and inspected. If necessary, removed to ensure integrity.

7.2 Fuel tank structure area and supports will be cleaned and inspected for cracks, corrosion, and structure damage. All necessary repairs will be done and area will be undercoated.

7.3 Fuel fill gasket, adapter assy. gasket and level control gasket will be replaced.

7.4 Rubber adhesive strips will be replaced with new.

7.5 Fuel sending unit will be replaced with new unit.

7.6 New Fuel tank will be reinstalled and checked for leaks.

8 Electrical System

8.1 General

8.1.1 The entire electrical system is to be inspected and functioned for proper operation. This is to include but not limited to circuits, relays, connectors, harnesses, cables, modules, fuses, switches, outlets, USB power outlets, and solenoids the before mentioned components will be inspected for corrosion, chaffing, and lose connections.

All necessary corrections and repairs will be made. Place Samsara gateway into dash in an accessible location for future service.

8.2 P.A. System

8.2.1 Remove ACTIA AM/FM radio and PA and refit with REI EC 750.

8.3 Surveillance System

8.3.1 Replace and Install 10 REI compatible color cameras. Camera locations: #1 views road from windshield, #2 aisle from forward to aft, #3 views driver fare box an entrance door, #4 views lift door entrance. #5 views aisle from mid to aft. #6 views rear passenger seating, #7 views exterior passenger side from fwd. to aft. #8 views exterior driver side from fwd. to aft. #9 views exterior from aft to fwd. #10 views exterior driver side from aft to fwd.

8.4 Two-way communication radio

8.4.1 Clean and replace if necessary with NX-1800H DU K2 Kenwood UHF transceiver

8.5 Battery Compartment

8.5.1 Batteries, battery tray and electrical components will be removed from compartment.

8.5.2 Battery compartment will be cleaned and repainted.

8.5.3 All battery cables will be inspected and replaced if necessary.

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8.5.4 Battery master switch will be replaced.

8.5.5 Battery tray will be inspected for proper operation and repaired or replaced as necessary.

8.5.6 All battery compartment components will be reinstalled.

8.5.7 All batteries will be replaced with new of East Penn type and capacity.

8.6 Turn Signals

8.6.1 Turn switch and Dimmer switch will be replaced.

8.7 Lights

8.7.1 All Interior, Exterior and Engine compartment lights if not already LED will be changed to LED and inspected for proper operation.

8.7.2 Headlights fitted to LED units.

8.8 Alternator

8.8.1 Alternator/s will be replaced with new alternator.

9 Power Train

9.1 General

9.1.1 The power train currently installed consisting of Caterpillar 3406 engine and Allison transmission will be replaced with a Cummins remanufactured Cummins X14 engine and a remanufactured Allison transmission.

9.2.1 The power train will be removed from bus and then from cradle.

9.2.2 The engine cradle and engine rail supports will be inspected for cracks, corrosion, and damage all necessary repairs will be made cleaned and repainted.

9.2.3 The transmissions mountings brackets will be inspected for cracks, corrosion, and damage all necessary repairs will be made cleaned and repainted.

9.2.4 Engine and Transmission rubber isolating mounts will be replaced with new.

9.2.5 All silicone hoses and constant torque clamps will be replaced with new.

9.2.6 Air Cleaner element and air minder kit will be replaced with new.

9.2.7 Starter will be replaced with new.

9.2.8 Air compressor will be replaced with new.

9.2.9 Power steering pump will be replaced with new.

9.2.10 All Belt tensioners and belts will be replaced with new.

9.2.11 All filters oil, coolant, fuel, and spinner two will be replaced with new.

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9.2.12 All Piping, wires, lines, and hoses shall be installed and secured to prevent, chafing or wearing against any other items.

9.2.13 Driveshaft will have new U-Joints installed and checked for run out.

9.2.14 Transmission/ oil cooler lines inlet, outlet and accumulator lines will be replaced with new.

9.2.15 Yokes will be inspected and replaced if necessary.

9.2.16 The air governor will be replaced with new.

9.2.17 Engine will be replenished and checked for leaks.

9.2.18 All fasteners will be torque to proper values and marked with torque stripe.

10 Exhaust System

10.1 Replace all exhaust clamps, and rubber isolating mounts.

10.2 Replace muffler with new.

10.3 Replace flex pipe and torque-tite clamps.

10.3 Reinstall muffler and piping and check for leaks.

11 Radiator/Cooling System

11.1 Radiator and Air Charge Cooler are to be pressure tested and replaced if necessary.

11.2 All silicone hoses and constant torque clamps will be replaced with new.

11.3 All closeouts will be repaired or replaced as necessary.

11.4 All rubber isolators will be replaced with new.

11.5 The surge tank will be inspected for leaks and repaired if necessary.

11.6 The surge tank filler neck gasket and sight glass will be replaced.

12 Exterior

12.1 General

12.1.1 Unless otherwise stated by City of Steamboat Springs standard O.E.M.

procedures and instructions for all body and frame repairs, corrosion protection and corrosion prevention shall be closely adhered to by the Contractor.

12.1.2 All exterior body damage is to be repaired and surfaces shall be smooth with even contour in preparation for a complete re-paint.

12.2 Windows/Frames/Mirrors

12.2.1 Passenger side windows found to be cracked will be replaced with new.

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12.2.2 Windshields that are delaminated or cracked shall be replaced with new glass, rubber, and filler.

12.3 Passenger Doors

12.3.1 Passenger doors shall be inspected for operation and condition and repaired as necessary.

12.4 Compartment Doors

12.4.1 All access doors, fuel, surge tank fill, upper vent doors, luggage compartment doors and side skirts panels will be repaired or replaced as necessary and adjusted properly for operation and even spacing to adjacent panels and doors.

12.4.2 All latch assemblies will be repaired or replaced to ensure like-new operation.

12.4.3 All skirt panel rubber, trim, end caps and supporting tubes will be cleaned, repaired, or replaced as necessary.

12.4.4 All skirt panels that have road or accident damage that is beyond repair will be replaced with new.

12.5 Bumpers

12.5.1 Bumpers that are damaged will be repaired or replaced. Bumpers that are not damaged will be cleaned and reinstalled.

12.6 Roof Seams

12.6.1 Roof seams, cap seams and roof hatches are to be inspected and resealed as required.

12.6.2 Drip edges shall be inspected and repaired as necessary and loose or missing attaching hardware shall be replaced.

12.7 Windshield Wipers

12.7.1 New windshield wiper blades, idler and arms will be installed.

12.7.2 All rubber hose for the windshield washer system will be inspected and repaired or replaced as required.

12.7.3 The delay function of the system will be inspected and repaired as required.

13 Painting

13.1 General

13.1.1 All surfaces to be painted shall be prepared and cleaned in accordance with the instructions of the paint manufacture and industry best practices.

13.1.1.1 Replaced and repaired panels, doors, etc. shall be painted before the installation of any associated seals to insure complete coverage and to prevent corrosion.

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13.1.1.2 Particular attention will be given to the radiator, charge air cooler, and other areas to prevent over-spray.

13.1.1.3 All logos and identifying marks shall be removed.

13.2 Paint Preparation and Paint

13.2.1 All surfaces to be painted will be prepared in compliance with the paint manufacturers Guidelines to include sanding and removal of any dust or residue.

13.2.2 Paint scheme will be consistent with the City of Steamboat Springs existing design.

13.2.2.1 The City of Steamboat Springs shall provide the Contractor with design prints with dimensions.

13.2.3 Paint used will be Imron 5000 or better.

13.2.3.1 White: DU PONT N5793

13.2.3.2 Blue: DU PONT N0068

13.2.3.3 Gray: DU PONT N0427

13.2.3.4 Paint shall be applied smoothly and evenly with all surfaces free of dirt, runs, sags and any other imperfections.

13.2.3.5 Exterior decals will be applied after final paint including bus numbers, fleet name, and graphics. All decals are to be reflective.

B. DEFINITIONS

The following are definitions of special terms used in this document.

Authorized Signer The person who is executing this Contract on behalf of the Offeror/Contractor and who is authorized to bind the Offeror/Contractor.

Procuring Agency (*grantee) The City of Steamboat Springs for Steamboat Springs Transit

Contract The Offer and its acceptance by the City of Steamboat Springs as manifested by the contract documents specified in "Contract Documents".

Contracting Officer The City Manager of The City of Steamboat Springs who is executing this Contract on behalf of the City of Steamboat Springs and who has complete and final authority except as limited herein.

Contractor The successful Offeror who is awarded a Contract for providing vehicle and equipment described in the contract documents.

Defect Patent or latent malfunction or failure in manufacture, installation, or design of any component or subsystem.

Due Date The date and time by which Offers (bids) must be received by the City of Steamboat Springs as specified in "Instructions to Offerors."

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Offer A promise, if accepted, to deliver vehicle and services according to the underlying solicitation of the Procuring Agency documented using the prescribed form in the solicitation, including any bid or proposal or Best and Final Offer.

Offeror A legal entity which makes an Offer, including a bidder or proposer.

Project Manager A designee of the City Manager who is responsible for the implementation of the project. In this case, the Project Manager will be the Transit Manager for Steamboat Springs Transit.

Related Defect Damage inflicted on any component or subsystem as a direct result of a separate Defect.

Sealed Bids Solicitation City of Steamboat Springs' Invitation for Bids

Supplier or Subcontractor Any manufacturer, company, or agency providing units, components, or subassemblies for inclusion in the vehicle. Supplier items shall require qualification by type and acceptance tests in accordance with requirements defined in “Quality Assurance Provisions.”

Work Any and all labor, supervision, services, materials, machinery, equipment, tools, supplies, and facilities called for by the Contract and necessary to the completion thereof.

C. CONTRACT AND MODIFICATIONS

C. 1 CONTRACT AWARD AND EXECUTION

After receipt of proposals, the City will use the following factors in selecting the vendor for the project.

1. Substantiated representations regarding the Vendor’s experience and competence to accomplish the required work as set forth in this Request for Proposal.

2. Vendor’s overall approach to the project.

3. Vendor qualifications.

4. Cost to complete the project

5. References and past performance on similar projects.

6. Familiarity with the vehicles/equipment involved.

7. Ability to meet all Federally required reporting criteria and deadlines.

In evaluating proposals, the highest priority will be placed on factor 1.

Secondary priority will be placed on factors 2, 3 and 4 with tertiary priority being given to factors 5, 6 and 7.

The City will evaluate responsive proposals and may select two or more Vendors to be fully qualified and best suited among those submitting proposals, on the basis of the factors listed above. Additional information may be requested from all Vendors that are selected. Costs and compensation will generally be considered but is not the sole determining factor. In many cases, other factors, including but not limited to experience, financial and professional capacity, references, complete scope of services and proposed approach will be considered.

After the evaluation, information gathering, and further negotiation is completed, the City shall select the Vendor who, in its opinion, best meets the need of the City, and shall award the contract to that consultant. Should the City determine, in its sole discretion, that only

16 | P a g e one Vendor is fully qualified, or is clearly more qualified than the others under consideration, a contract may be negotiated and awarded to that Vendor.

The City of Steamboat Springs reserves the right to reject any or all proposals, to waive informalities or irregularities, in the proposals received, and to reject non-conforming, non-responsive, conditional or qualified proposals, and to accept the proposal, in whole or in part, which, in the City’s judgment, best serves the interest of the City of Steamboat Springs and its citizens.

Proposals must be received in (https://www.bidnetdirect.com/colorado/cityofsteamboatsprings) by 5:00 PM, July 11, 2025. It is the responsibility of the vendor to ensure that the Proposal arrives at the City Hall Office prior to the time and date indicated above.

Proposals shall be firm for a period of 60 days commencing July 11, 2025.

Any person or agency on the US Attorney General’s list of ineligible contractors will not be considered.

The offer or certifies by signing this proposal that this proposal is made without prior understanding, agreement or accord with any other person submitting a proposal for the same product or service and that this proposal is in all respects bona fide, fair, and not the result of any act of fraud or collusion with another person engaged in the same line of business or commerce. Any false statement hereunder constitutes a felony and can result in a fine and imprisonment as well as civil damages.

The company and equipment awarded this contract or purchase order shall be required to comply with all State and Federal requirements related to the contract.

Proposals shall be considered public information unless advised otherwise by the proposer. Proposer shall include a separate letter stating which parts of the Proposal are deemed confidential and/or proprietary information not to be released.

The submitted proposal will become a part of any contract or Purchase Order issued for this project.

The acceptance of an Offer for award, if made, shall be evidenced by a notice of award of Contract in writing delivered in person or by registered mail to the Offeror whose Offer is accepted. No other act by the City of Steamboat Springs shall evidence acceptance of an Offer. Such notice shall obligate said Offeror to commence performance under the Contract as specified in "Production of Documents."

C. 2 CONTRACT DOCUMENTS

The Contract consists of the following:

Section 1 – Contractor’s Offer and the City of Steamboat Springs’ Notice of Award Section 2 – General Contractual Provisions Section 3 – Quality Assurance Provisions Section 4 – Warranty Provisions Section 5 – Technical Specifications Addenda – As issued.

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In case of any conflict among these documents where the parties' intended resolution is not clear, the order of precedence shall be:

First - Addenda issued by the City of Steamboat Springs Second - Technical Specifications Section

Third – Meeting Proposal Requirements and Scope of Work.

Fourth - Contractor's Offer

C. 3 MODIFICATIONS TO CONTRACT

C. 3. 1 CONTRACTOR CHANGES

Any proposed change in this Contract shall be submitted to the City of Steamboat Springs for its prior approval.

C. 3. 1. 1 WRITTEN CHANGE ORDERS

Oral change orders are not permitted. No change in this Contract shall be made unless the Project Manager gives prior written approval, therefore. The Contractor shall be liable for all costs resulting from and/or for satisfactorily correcting, any specification changes not properly ordered by written modification to the Contract and signed by the Project Manager.

C. 3. 1. 2 CHANGE ORDER PROCEDURE

As soon as reasonably possible but no later than 30 (thirty) calendar days after receipt of the written change order to modify the Contract, the Contractor shall submit to the Project Manager a detailed price and schedule proposal for the work to be performed. This proposal shall be accepted or modified by negotiations between the Contractor and the Project Manager. At that time a detailed modification shall be executed in writing by both parties. Disagreements that cannot be resolved within negotiations shall be resolved in accordance with the Contract disputes clause. Regardless of any disputes, the Contractor shall proceed with the work ordered.

C. 3. 1. 3 PRICE ADJUSTMENT FOR REGULATORY CHANGES

If price adjustment is indicated, either upward or downward, it shall be negotiated between the City of Steamboat Springs and the Contractor for changes that are mandatory as a result of legislation or regulations that are promulgated and become effective after the Due Date. Such price adjustment may be audited, where required.

C. 3. 2 PARTIES AND CHANGES IN PARTIES

C. 3. 2. 1 PARTIES

The parties to the contract are the Procuring Agency as defined in "Definitions", Section and the Offeror as stated in the accepted Offer.

C. 3. 2. 2 SUCCESSION

The Contract will be binding on the parties, their successors, and assigns.

C. 3. 2. 3 ASSIGNMENT AND SUBCONTRACTING

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Neither party will assign or subcontract its rights nor obligations under the Contract without prior written permission of the other party, and no such assignment or subcontract will be effective until approved in writing by the other party.

C. 4. SPECIFICATION AND OFFER OMISSIONS

Notwithstanding the provision of drawings, technical specifications, or other data by the City of Steamboat Springs, the Contractor shall have the responsibility of supplying all parts, components, suppliers, technicians, and details required to make the vehicle complete and ready for service even though such details may not be specifically mentioned in the drawings and specifications. Graphics, communication equipment, and other items that are installed by the City of Steamboat Springs shall not be the responsibility of the Contractor unless they are included in this Contract.

Any request, condition, exception, reservation, understanding or other deviation by Contractor not separately stated as required by "Instructions to Offerors" of Procuring Agency's solicitation, by completing the specified form(s) shall be invalid and shall not be binding on the City of Steamboat Springs.

C. 5. TERMINATION OF CONTRACT

C. 5. 1 TERMINATION FOR CONVENIENCE

The performance of work under this Contract may be terminated by the City of Steamboat Springs in accordance with this clause in whole, or from time to time in part, whenever the Contracting Officer shall determine that such termination is in the best interest of the City of Steamboat Springs. Any such termination shall be affected by delivery to the Contractor of a notice of termination specifying the extent to which performance of work under the Contract is terminated, and the date upon which such termination becomes effective.

After receipt of a notice of termination, and except as otherwise directed by the Contracting Officer, the Contractor shall: stop work under the Contract on the date and to the extent specified in the notice of termination; place no further orders or subcontracts for materials, services, or facilities, except as may be necessary for completion of such portion of the work under the Contract as is not terminated;

terminate all orders and subcontracts to the extent that they relate to the performance of work terminated by the notice of termination; assign to the City of Steamboat Springs in the manner, at the times, and to the extent directed by the Contracting Officer, all of the right, title, and interest of the Contractor under the orders and subcontracts so terminated, in which case the City of Steamboat Springs shall have the right, in its discretion, to settle or pay any or all claims arising out of the termination of such orders and subcontracts; settle all outstanding liabilities and all claims arising out of such termination of orders and subcontracts, with the approval or ratification of the Contracting Officer, to the extent he may require, which approval or ratification shall be final for all the purposes of this clause; transfer title to the City of Steamboat Springs and deliver in the manner, at the times, and to the extent, if any, directed by Contracting Officer the fabricated or un-fabricated parts, work in process, completed work, supplies, and other material produced as part of, or acquired in connection with the performance of, the work terminated, and the completed or partially completed plans, drawings, information and other property which, if the Contract had been completed, would

19 | P a g e have been required to be furnished to the City of Steamboat Springs; use its best efforts to sell, in the manner, at the times, to the extent, and at the price(s) directed or authorized by the Contracting Officer, any property of the types referred to above, provided, however, that the Contractor shall not be required to extend credit to any purchaser, and may acquire any such property under the conditions prescribed by and at a price(s) approved by the Contracting Officer, and provided further, that the proceeds of any such transfer or disposition shall be applied in reduction of any payments to be made by the City of Steamboat Springs to the Contractor under this Contract or shall otherwise be credited to the price or cost of the work covered by this Contract or paid in such other manner as the Contracting Officer may direct; complete performance of such part of the work as shall not have been terminated by the notice of termination, and take such action as may be necessary, or as the Contracting Officer may direct, for the protection or preservation of the property related to this Contract which is in the possession of the Contractor and in which the City of Steamboat Springs has or may acquire an interest. The Contractor shall be paid its costs, including contract close-out costs, and profit on work performed up to the time of termination. The Contractor shall promptly submit its termination claim to the City of Steamboat Springs to be paid the Contractor. Settlement of claims by the Contractor under this termination for convenience clause shall be in accordance with the provisions set forth in Part 49 of the Federal Acquisition Regulations (48 C.F.R. 49) except that wherever the word "Government" appears it shall be deleted and the words "Procuring Agency" shall be substituted in lieu thereof.

C. 5. 2 TERMINATION FOR DEFAULT

The City of Steamboat Springs may, by written notice of default to the Contractor, terminate the whole or any part of this Contract if the Contractor fails to make delivery of the supplies or to perform the services within the time specified herein or any extension thereof; or if the Contractor fails to perform any of the other provisions of the Contract, or so fails to make progress as to endanger performance of this Contract in accordance with its terms, and in either of these two circumstances does not cure such failure within a period of 10 (ten) days (or such longer period as the Contracting Officer may authorize in writing) after receipt of notice from the Contracting Officer specifying such failure.

In the event that the City of Steamboat Springs elects to waive its remedies for any breach by Contractor of any covenant, term or condition of this Contract, such waiver by the City of Steamboat Springs shall not limit the City of Steamboat Springs' remedies for any succeeding breach of that or of any other term, covenant, or condition of this Contract.

If the Contract is terminated in whole or in part for default, the City of Steamboat Springs may procure, upon such terms and in such manner as the Contracting Officer may deem appropriate, supplies or services similar to those so terminated.

The Contractor shall be liable to the City of Steamboat Springs for any excess costs for such similar supplies or services and shall continue the performance of this Contract to the extent not terminated under the provisions of this clause.

Except with respect to defaults of subcontractors, the Contractor shall not be liable for any excess costs if the failure to perform the Contract arises out of causes beyond the control and without the fault or negligence of the Contractor. If the failure to perform is caused by the default of a subcontractor, and if such default arises out of causes beyond the control of both the Contractor and subcontractor, 20 | P a g e and without the fault or negligence of either of them the Contractor shall not be liable for any excess costs for failure to perform unless the supplies or services to be furnished by the subcontractor were obtainable from other sources in sufficient time to permit the Contractor to meet the required delivery schedule.

Payment for completed supplies delivered to and accepted by the City of Steamboat Springs shall be at the Contract price. The City of Steamboat Springs may withhold from amounts otherwise due the Contractor for such completed supplies such sum as the Contracting Officer determines to be necessary to protect the City of Steamboat Springs against loss because of outstanding Liens or claims of former lien holders. If, after notice of termination of this Contract under the provisions of this clause, it is determined for any reason that the Contractor was not in default under the provisions of this clause, or that the default was excusable under the provisions of this clause, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to termination for convenience of the City of Steamboat Springs.

The rights and remedies of the City of Steamboat Springs provided in this clause shall not be exclusive and are in addition to any other rights and remedies provided by law or under this Contract.

C. 6. DISPUTES

Except as otherwise provided in this Contract, any dispute concerning a question of fact arising under or related to this Contract which is not disposed of by agreement shall be decided in accordance with the following steps. However, by mutual agreement the matter may be taken immediately to any higher step in the dispute resolution process, or mutually agreed to alternative dispute resolution process (which may include structured negotiations, mediation or arbitration), or litigation. Pending final resolution of a dispute hereunder, the Contractor shall proceed diligently with the performance of the Contract and in accordance with the Contracting Officer's or Chief Executive Officer's decision.

C. 6. 1 NOTICE OF DISPUTE

All disputes shall be initiated through a written dispute notice submitted by either party to the other party within 10 (ten) days of the determination of the dispute.

C. 6. 2 NEGOTIATION BETWEEN EXECUTIVES

The parties shall attempt in good faith to resolve any dispute arising out of or relating to this Contract promptly by negotiation between executives who have authority to settle the controversy and who are at a higher level of management than the persons with direct responsibility for administration of this Contract. Any party may give the other party written notice of any dispute not resolved in the normal course of business as provided in (1) above. Within 14 (fourteen) days after delivery of the dispute notice, the receiving party shall submit to the other party a written response. The dispute notice and written response shall include (a) a statement of the party's position and a summary of the arguments supporting that position, (b) any evidence supporting the party's position and (c) the name of the executive who will represent that party and of any other person(s) who will accompany the executive in negotiations. Within 28 (twenty-eight) days after delivery of the dispute notice, the executives of both parties shall meet at a mutually acceptable time and place, and thereafter as they reasonably deem

21 | P a g e necessary, to attempt to resolve the dispute. All reasonable requests for information by one party to the other shall be honored.

If the matter has not been resolved by these persons within forty-two (42) days of the dispute notice, the dispute may be referred to more senior executives of both parties who have authority to settle the dispute and who shall likewise meet to attempt to resolve the dispute.

C. 6. 3 CONTRACTING OFFICER’S OR CHIEF EXECUTIVE OFFICER’S

DECISION

Should the dispute not be resolved by negotiation between executives, as provided in C.6 above, the City of Steamboat Springs' executive representative from C.6 above shall submit a written request for decision to the contracting officer along with all documentation and minutes from the negotiations. The Contracting Officer shall issue a written decision within 14 (fourteen) days of receipt of a request.

A. For disputes involving $50,000 or less, the decision of the Contracting Officer shall be administratively final and conclusive. For disputes involving $50,000 or less, it is the intent of the parties that such administratively final and conclusive decision pursuant to either this paragraph or paragraph 4 shall only be overturned if determined by a court of competent jurisdiction to be fraudulent, arbitrary, capricious, unsupported by the evidence or so grossly erroneous as to imply bad faith. For disputes greater than $50,000, the decision of the Contracting Officer shall be administratively final and conclusive unless, within 30 (thirty) days from the date of delivery of the written decision, the Contractor appeals the decision in writing to the City of Steamboat Springs' chief executive officer or designee who shall render a written decision within 14 (fourteen) days of delivery of such written appeal. Such decision by the chief executive officer or his/her designee shall be administratively final and conclusive.

B. Within 30 (thirty) days of the issuance of any administratively final and conclusive decision under this paragraph 3, the Contractor shall notify the City of Steamboat Springs in writing of the Contractor's agreement with the final decision. Failure to provide such written notice of agreement shall indicate intent by the Contractor to litigate the claim.

C. Any dispute which is not resolved by the Parties through the operation of the provisions of this paragraph or any mutually agreed upon alternative disputes resolution process pursuant to paragraph 4 may be submitted to any court in the state of Colorado.

D. Pending final resolution of a dispute hereunder, the Contractor shall proceed diligently with the performance of its obligations under the Contract in accordance with the written directions of the City of Steamboat Springs.

C. 7. COMMUNICATIONS

Communications in connection with this Contract shall be in writing and shall be delivered personally; or by facsimile; or by regular, registered, or certified mail addressed to the officer(s) or employee(s) of the City of Steamboat Springs and of the Contractor designated to receive such communications. Telephone calls may be used to expedite communications but shall not be official communication unless confirmed in writing.

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Communications shall be considered received at the time actually received by the addressee or designated agent.

C. 8. BID PROTEST PROCEDURE

C. 8. 1. Filing a Protest and When to File:

Protest is submitted in writing and received by the Senior Procurement Agent, Steve Newell (snewell@steamboatsprings.net or Steve Newell, PO Box 775088, 137 10th Street, Steamboat Springs, CO 80477) within three (3) working days after the aggrieved person knows or should have known of the facts giving rise thereto.

Protests based upon restrictive specifications or alleged improprieties in any type of solicitation, which are apparent prior to bid opening or the closing date for receipt of initial proposals, is filed no later than three (3) days prior to bid opening or the closing date for receipt of initial proposals.

Upon receipt of a written protest, the City shall not proceed further with the solicitation or with the award of a contract until the protest is resolved by the Agent or City Manager, unless the City Manager makes a written determination that the solicitation process or contract award must be continued…