RFP_RH_25_038 One (1) Utility Task Vehicle.pdf

City of Rochester Hills Request for Proposals

One (1) Utility Task Vehicle

RFP-RH-25-038

May 5, 2025: The City of Rochester Hills is accepting sealed proposals from qualified companies for the one-time purchase of One (1) New Utility Task Vehicle to be used by the City of Rochester Hills Fire Department. Unit prices are requested, FOB Destination, City of Rochester Hills, 511 East Auburn Road, Rochester Hills, MI 48307 between the hours of 8:30 a.m. and 3:00 p.m. on regular business days unless other arrangements have been made.

Sealed Proposals for the new Utility Task Vehicle will be received by the City of Rochester Hills Purchasing Division, 1000 Rochester Hills Drive, Rochester hills, MI 48309 via electronic submission ONLY through the MITN

(www.mitn.info) website until exactly Wednesday, May 28, 2025 3:00 P.M. EST, DATE. The City will subsequently at 3:30 P.M. read the names and addresses received publicly via a Zoom Teleconference.

It is important that you read all the information to ensure you submit your proposal response to the City in the correct manner. Please ensure all documents are signed. If you are interested in providing a proposal, please read the document in its entirety and submit the requested information and proper forms and upload to the MITN website.

Electronic submission ONLY will be accepted. Hardcopy, emailed, faxed and late submittals will not be accepted.

The City of Rochester Hills officially distributes proposal documents from the Purchasing Division or through the

Michigan Intergovernmental Trade Network (MITN). Copies of proposal documents obtained from any other source are not considered official copies. Only those vendors who obtain proposal documents from either the Purchasing

Division or the MITN System are guaranteed access to receive addendum information, if such information is issued.

The first step to do business with the City is to become a registered vendor by visiting the City website at www.rochesterhills.org, select Departments, Fiscal, Accounting & Purchasing, Procurement Division and Vendor

Registration to link to the MITN website. Final results will be posted on the MITN website after award.

Questions regarding this proposal shall be directed to the attention of Andrea Quinn, Procurement Analyst by email:

quinna@rochesterhills.org. All questions must be in writing and made prior to Wednesday, May 14, 2025 at 11:00

A.M. EST, at which time a response will be prepared and posted on the MITN website as an amendment, or an addendum to the proposal, if such information would be of significance to uniformed vendors. Questions received after the date and time above will not be considered. Vendors are specifically directed to not contact other City staff;

unauthorized contact of any City Department employee may result in reject of proposal submittal.

Proposals shall be in conformance with the documents. The City’s Proposal Form must be completed entirely and submitted with the proposal. Any deviation from the specifications must be noted on the proposal. Failure to complete every space on the proposal form may disqualify proposal. Proposals shall be in accordance with the

Purchasing Ordinance and the requirements of this notice in order to be deemed “responsive.”

The City of Rochester Hills is capable of accepting documents in docx, xlsx, pdf, jpg, tif or rtf formats. It is requested that you upload one complete document, versus that of several individual sheets. Please name your files accordingly if more than one file is uploaded to the site.

http://www.mitn.info/ http://www.rochesterhills.org/ mailto:quinna@rochesterhills.org

Overview

The City of Rochester Hills (hereinafter referred to as the “City”) is accepting proposals from qualified vendors for the one-time purchase of One (1) New Utility Task Vehicle to be used by the City of Rochester Hills Fire Department.

Unless otherwise stated by vendor, the proposals will be considered as being in strict accordance with the City’s applicable standard specifications, and any special specifications as outlined in the proposal document. This specification is not to be interpreted as restrictive, but rather as a measure of the safety, quality and performance against which all equipment proposed will be compared. Reference to particular trade names, manufacturers, or model numbers are made for descriptive purposes to guide the vendor in interpreting the requirements of the City, and should not be construed as excluding proposals on other trade names, manufacturers, or model numbers unless otherwise stated. However, the Vendor, if awarded the contract, will be required to furnish the particular item referred to in the specifications or description unless departure or substitution is clearly noted and described in the proposal. The City is the sole judge in determining equals.

Vendor may be required to provide demonstration of equipment being proposed.

This document is a Request for Proposals (RFP). As such, the lowest price proposed will not guarantee an award recommendation. Competitive sealed proposals will be evaluated based upon criteria formulated around the most important features of the equipment/service, of which qualifications, experience, capacity and functionality may be overriding factors, and price may not be the determinative factor in the issuance of a contract or award.

The proposal evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements and needs of the City. The criteria that will be used and considered in evaluation for award are set forth in this document.

The City will thoroughly review all proposals received. The City will utilize its best judgment when determining whether to schedule meetings with shortlisted proposers, after receipt of all proposals. A purchase order/contract will be awarded to a qualified vendor submitting the best proposal. The City of Rochester Hills reserves the right to select, and subsequently recommend for award, the proposed products/services which best meets its required needs, quality levels and budget constraints.

Proposers should note that an RFP is considered to be under evaluation from the due date until contract award. The contracting officer is restricted from giving any information relative to the “progress” of the evaluation during this time, except as described in other areas of this RFP and as required to administer the evaluation process. Final proposal results will be posted on the MITN website after award.

Definitions

1. Owner or City shall refer to the City of Rochester Hills.

2. Service Company, Vendor, Proposer, Contractor or Bidder shall refer to the company providing a bid, proposal or quote for the work outlined in the specifications.

Please carefully review this document. It provides specific technical information necessary to aid participating firms in formulating a thorough response. A formal comprehensive review period will be conducted to ensure that the City selects the best possible equipment available at the best value to the City.

To respond to this RFP, interested proposers must include a response to all criteria that are listed in this proposal.

Failure to include a response to all the evaluation criteria may be cause for rejection.

Submittal Guidelines

A. Electronic submission ONLY through the MITN (www.mitn.info) website.

B. It is the proposer’s responsibility to clearly identify and describe the products and services being offered in response to this solicitation;

C. The City’s solicitation forms must be completed legibly and in their entirety;

D. All required information must be furnished and presented in an organized, comprehensive and easy to follow manner; and

E. Unnecessarily elaborate brochures of other presentations beyond that sufficient to present a complete and effective proposal is not desired.

Proposal Opening Via Zoom Teleconference

Proposers wanting to view the opening are invited to do so utilizing the following meeting information listed below.

We are requesting that you not attend in person to limit capacity within City building during this time and it is possible that City buildings may not be open to the public at the time of the opening.

You are invited to a Zoom webinar

Topic: RFP-RH-25-038 One (1) Utility Task Vehicle

When: May 28, 2025 03:30 PM Eastern Time (US and Canada)

Please click the link below to join the webinar:

https://us02web.zoom.us/j/87018170726

Phone one-tap:

+19292056099,81327979483# US (New York)

+13017158592,81327979483# US (Washington DC)

Or Telephone: Dial (for higher quality, dial a number based on your current location):

US: +1 646 931 3860 US, +1 929 205 6099 US (New York), +1 301 715 8592 US (Washington DC)

+1 305 224 1968 US, +1 309 205 3325 US

Webinar ID: 813 2797 9483

Scope of Work

The City of Rochester Hills is accepting sealed proposals from qualified companies for the one-time purchase of One

(1) Utility Task Vehicle to be used by the City of Rochester Hills Fire Department. The equipment shall be utilized mainly for the extraction of patients from locations that our Ambulances cannot access, coverage at large public events, off-road access in rural areas such as trails, fields and wooded areas. The equipment shall be delivered with all specified equipment installed new and fully functional. The intent of the product specifications is to inform vendors of the specific type, size and minimum requirements of equipment the City is interested in purchasing. All equipment with similar specifications, form and function will be considered.

The scope of this RFP is to evaluate which equipment best meets the needs of the city. Within the RFP the proposer should describe their equipment and how it will provide the department a solution to their needs. Proposers are asked to include all references within the state along with the contact’s name of their local representative. The proposal must include all fees associated with the setup of equipment and training of staff.

Unit prices are requested, FOB Destination, City of Rochester Hills, 511 East Auburn Road, Rochester Hills, MI 48307 between the hours of 8:30 a.m. and 3:00 p.m. on regular business days unless other arrangements have been made.

http://www.mitn.info/

Quality Assurance

All parts and materials shall be new, unused, manufacturer’s latest model and in current production. All materials shall have physical and chemical properties to withstand the intended service.

All equipment including standard and supplemental equipment shall be installed and the unit made ready for continuous operation. All parts not specifically mentioned which are necessary for the equipment to be complete and ready for operation or which are normally furnished as standard equipment shall be furnished by the vendor.

All parts shall conform in strength, quality and workmanship to the accepted standards of the industry.

Any materials provided and labor shall carry standard warranty coverage. Proposer shall state terms and conditions of warranty for all products in its proposal. Products shall be free from defects in material and workmanship from the date of their original purchase, for normal commercial use and for applicable warranty period specified. Products will conform to specifications, drawings and other descriptions and to accepted samples, will be merchantable, and if ordered for a specific purpose, will be fit for such purpose. Vendor shall repair or replace within 48 hours, without charge to the original purchase, any product or part thereof which fails as the result of such a defect during the warranty period

The vendor represents that all equipment offered under this specification shall be new. Used, shopworn, demonstrator, prototype, or discontinued models are not acceptable.

General Conditions

1. No interpretation or clarification of the meaning of any part of this RFP will be made orally to any vendor. All correspondence or inquiries from interested firms regarding this proposal shall be directed to the attention of Andrea Quinn, Purchasing Analyst, City of Rochester Hills, Purchasing Division, 1000 Rochester Hills Drive, Rochester Hills, MI by email: quinna@rochesterhills.org. All inquiries shall be made in writing by Wednesday, May 14, 2025 at 11:00 a.m., in order that a written response in the form of an addendum can be processed before the proposals are due. Inquiries received after that date will not be considered.

2. Only the person designed above is authorized to seek additional information from prospective firms regarding their proposal. Correspondence or inquiries made directly to firms regarding their proposal from other persons are to be directed to the employee designated above for appropriate review and response.

Vendors are specifically directed to not contact other City staff; unauthorized contact of any City Department employee may result in reject of proposal submittal.

3. The Cities reserve the right to change or amend the RFP documents, prior to the proposal due date by the issuance of Addendum posted on the MITN website. It shall be the vendor’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall be that document appearing on the MITN with amendments, addendums and updates. The authorized version of this Request for Proposal document shall be that document appearing on MITN with amendments, addendums and updates.

4. No proposal will be accepted from, or contract awarded to any person, firm or corporation that is in arrears or is in default to the City of Rochester Hills upon any debt or contract, or that is in default as surety or otherwise, or failed to perform faithfully any previous contract with the City of Rochester Hills.

5. No proposal will be allowed to be withdrawn after it has been deposited with the City of Rochester Hills, except as provided by law.

mailto:quinna@rochesterhills.org

6. All costs incurred in the preparation and presentation of this proposal, in any way whatsoever, shall be wholly absorbed by the prospective firm. All supporting documentation shall become the property of the City of

Rochester Hills unless requested otherwise at the time of submission. Michigan Freedom of Information Act

(FOIA) requires that disclosure, upon request, of all public records that are not exempt from disclosure under

Section 13, of the Act, which are subject to disclosure under the Act; therefore, confidentiality of information submitted in response to this Request for Proposal is not assured.

7. The City of Rochester Hills reserves the right to reject any and all proposals, to waive any informality in the proposal received and to accept any proposal or part thereof, which it shall deem to be most favorable to the interest of the City of Rochester Hills.

8. Any deviation from the scope of work must be noted on the proposal.

9. The City of Rochester Hills is exempt from all sales, excise and transportation taxes.

10. The selected vendor shall comply with all Federal, State and local laws, ordinances, policies and regulations required for this project.

11. Hardcopy, emailed, faxed and late submittals will not be accepted. All information requested herein shall be submitted with the proposal; failure to do so may result in rejection of the proposal as non-responsive and/or incomplete.

12. All names of proposers will be read publicly at the date and time specified. Each proposal shall be recorded with the name of the proposer. All proposals shall be in accordance with the Purchasing Ordinance of the

City of Rochester Hills and the requirements of this notice to be deemed “responsive.”

13. Proposers should note that a proposal is considered to be under evaluation from the due date until contract award. The contracting officer or any City employee is restricted from giving any information relative to the submitted proposal or “progress” of the evaluation during this time, except as described herein and as required to administer the evaluation process. Award will be posted on the MITN website.

14. The City of Rochester Hills reserves the right to negotiate separately with any proposer after the reading of this Request for Proposal when such action is considered in its best interest. Subsequent negotiations may be conducted, but such negotiations will not constitute acceptance, rejection or a counter-offer on the part of the City.

15. It shall be the proposer’s responsibility to make inquiry as to the changes or addenda issued. All such changes or addenda shall become a part of the contract and all proposers shall be bound by such changes or addenda.

16. The City of Rochester Hills reserves the right to waive any informalities, or immaterial omissions or defects not involving price, time or changes in the work and to reject any or all proposals, if to do so is deemed in the best interest of the City. In no event will an award be made until all necessary investigations are made as to the responsibility and qualifications of the proposer to whom it is proposed to make such award. Any contract awarded to a person or company who is discovered to have been in default or disqualified at the time of the awarding of the contract shall be voidable at the discretion of the Mayor of the City of Rochester

Hills.

17. All items in this proposal shall be completed with a response. Proposers not responding to any of the specifications or questions may be classified as unresponsive. Supplemental information may be attached.

18. The City’s acceptance of a proposal and approval of the award of a contract shall not constitute a formed contract and the acceptance of a proposal and award of a contract shall be contingent and conditioned upon the issuance of a purchase order or parties’ entry into and execution of a written agreement acceptable to the City.

19. The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement.

Points Not Addressed

Vendors are encouraged to list any points not addressed in these specifications that they feel will improve or enhance this proposal.

Payment

Electronic transfer of funds and payment by credit card is available and encouraged for payments on City contracts.

Vendors shall submit properly competed invoices to the address specified on the purchase order. Billings shall be submitted to the City of Rochester Hills, Accounting Division, 1000 Rochester Hills Drive, Rochester Hills, Michigan

48309. Payment will be remitted net 60 days by check, 45 days by ACH or 20 days by credit card. Partial payments are not authorized on individual written purchase orders, issued for this procurement. Advanced payments will not be authorized.

The Contractor shall be required to submit authentic, accurate and itemized invoices for all products received.

Appropriate documentation shall be submitted with invoices to provide sufficient information should a discrepancy be discovered.

Termination of Contract

The City of Rochester Hills reserves the right to terminate the contract without penalty upon thirty (30) days written notice due to poor performance or for reasons deemed to be in its best interest. A designated representative of the

City of Rochester Hills will be solely responsible for determining acceptable performance levels. His/her decision will be deemed in the City of Rochester Hills’ best interest and will be final. The City of

Rochester Hills reserves the right to re-award the contract to the second most qualified proposal, re-bid the contract or do whatever is deemed to be in its best interest. No service charge, handling fees or other penalties for cancellation will be assessed. Rochester Hills reserves the right to re-award the contract to the second most qualified proposal, re-bid the contract or do whatever is deemed to be in its best interest. No service charge, handling fees or other penalties for cancellation will be assessed.

Fiscal Non-Appropriation Clause

In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and the contract shall terminate on the last day of the current fiscal period without penalty or expense to the City.

Material Safety Data Sheets (MSDS)

The City of Rochester Hills requires a Material Safety Data Sheet (MSDS), where applicable, in compliance with the

MIOSHA “Right to Know” Law. A MSDS sheet is required for each chemical used under these specifications.

Bankruptcy or Insolvency

In the event bankruptcy proceedings are commenced by or against the awarded Vendor or under any provisions of the United States Bankruptcy Act or for the appointment of a receiver or trustee or a general assignment for the benefit of creditors of either party, the City shall be entitled to terminate without further cost or liability. The City may cancel the Agreement/Contract or affirm the Contract and hold the Vendor responsible for damages.

Ineligibility of Iran Linked Businesses

Under 2012 PA 517, an Iran Linked business, as defined therein, is not eligible to contract with the City and shall not submit a proposal.

Withdrawal of Proposals

Proposer may withdraw his/her proposal, either personally or by written request, at any time prior to the scheduled time for reading proposers names and addresses. No proposal will be allowed to be withdrawn after it has been deposited with the City of Rochester Hills, except as provided by law.

Taxes

Municipalities are exempt from Michigan State Sales and Federal Excise Taxes. A tax exemption certificate will be provided upon request.

Force Majeure

Neither party to this contract shall be held responsible for delay or default caused by fire, riot, plague, epidemic, pandemic, outbreaks of infectious disease or any other public health crisis, including quarantine or other employee restrictions, acts of God and/or war, national emergency making performance temporarily impossible or illegal, strikes and labor disputes, or the combined actions of workers in no way chargeable to the Contractor’s control, fires, floods, freight embargoes or adverse weather conditions of unusual severity and excessive duration for the time of year, which is beyond that party’s reasonable control. The City of Rochester Hills may terminate this contract after determining such a delay or default will reasonably prevent successful performance of the contract.

Proposal Evaluation Requirements

It is the intention of the City of Rochester Hills to award a contract only to a contractor who furnishes satisfactory evidence of requisite experience and ability and sufficient capital and facilities to provide the equipment successfully and promptly within the timeline established between the parties.

The City of Rochester Hills reserves the right to reject any and all proposals and to make an award based directly on the proposal(s) or to negotiate further with one or more firms. The selection committee comprised of members from the City’s Fire Department and Fleet department will evaluate and rank proposals. The final selection process will be determined by the responses to this document and any required interviews, demonstrations or site visits. Final award may be made to the Proposer deemed most advantageous to the City. The committee will judge each firm’s response as determined by meeting and/or exceeding the following criteria and award will be chosen on the basis of the apparent greatest benefit to the city, including, but not limited to:

1. Proposal Completeness/Method of Approach: Meets all Request for Proposal conditions and miscellaneous instructions, as outlined herein, and the clarity, completeness and comprehensiveness of the proposal.

2. Functionality of Equipment: Ability to provide high quality workmanship meeting the scope of work and mandatory requirements as outlined. General system functions, ease of use, durability, serviceability, warranty, performance and equipment meeting industry-standards.

3. Comparable Projects/References: Ability to provide a high-quality product and exemplary service levels will be determined by:

a. References verifying high quality product and exemplary service levels for similar projects.

4. Experience/Qualifications: Demonstration of competence, experience, capacity and financial capability to carry out the terms of this contract. Proposer shall have personnel who have experience with similar projects as described herein. Experience of the manufacturer and Proposer will be considered.

a. Experience in providing proposed equipment similar to that described in this document for Public

Agencies statewide.

b. Meeting or exceeding all Proposer qualification requirements.

c. Size of firm, ability to provide all required services and use of subcontractors.

d. Description of training to be provided.

e. Ability to timely deliver. Provide timeline with number of days to delivery date.

5. Warranty and Maintenance Services: Warranty period proposed. Warranty services proposed. Include a copy of all Warranty Agreements. Provide information on support for warranted items including contact names and numbers, loaner options, parts availability and timeframe for repairs.

6. Cost Proposal: Cost proposal per Proposal Form.

Insurance Requirements

The vendor shall not commence work until he has obtained and delivered to the City of Rochester Hills the certificate of insurance required under this paragraph. All insurance carriers must be acceptable to the City and licensed and admitted to do business in the State of Michigan. Certificate of Insurance and required endorsements shall be sent electronically to the City of Rochester Hills to the attention of the purchasing division at the following email address:

purchasing@rochesterhills.org.

A new certificate of insurance shall be provided to the City each year at the time of policy renewal. Failure of the

Vendor to maintain the required insurance shall be grounds for contract cancellation.

1. Commercial General Liability Insurance: The Vendor shall procure and maintain during the life of the blanket purchase order/contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than $1,000,000 per occurrence and/or aggregate combined single limit, Personal Injury, Bodily Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions: (A)

Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D)

Broad Form General Liability Extensions or equivalent; (E) Deletion of all Explosion, Collapse and

Underground (XCU) Exclusions, if applicable.

2. Motor Vehicle Liability: The Contractor shall procure and maintain during the life of this contract Motor

Vehicle Liability Insurance, including Michigan No-Fault Coverages, with limits of liability of not less than

$1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

3. Umbrella Liability Insurance: The Vendor shall procure and maintain during the life of this contract Umbrella

Liability Insurance with limits of liability of not less than $1,000,000 per occurrence.

mailto:purchasingdept@rochesterhills.org

4. Workers’ Compensation Insurance: The contractor shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including employers’ liability coverage, in accordance with all applicable statutes of the State of Michigan.

5. Additional Insured: Commercial General Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating: “It is understood and agreed that the following shall be Additional

Insureds: The City of Rochester Hills, all elected and appointed officials, all employees and volunteers, all boards, commissions and/or authorities and board members, including employees and volunteers thereof.

This coverage shall be primary to the Additional Insureds, and not contributing with any other insurance or similar protection available to the Additional Insureds, whether other available coverage be primary, contributing or excess.”

6. Cancellation Notice: Workers’ Compensation Insurance, Commercial General Liability Insurance and Motor

Vehicle Liability Insurance, as described above, shall include an endorsement stating the following: “Should any of the above-described policies be canceled before the expiration date thereof, the issuing company will mail thirty (30) days written notice to the certificate holder named to the left.”

7. Proof of Insurance Coverage: The Contractor shall provide the City of Rochester Hills, at the time that the contracts are returned by him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable. Copies or certified copies of all policies mentioned above shall be furnished, if so requested.

If any of the above coverages expire during the term of this contract, the Contractor shall deliver renewal certificates and endorsements to the City of Rochester Hills at least ten (10) days prior to the expiration date.

Hold Harmless

To the fullest extent permitted by law, Vendor agrees to defend, pay in behalf of, indemnify and hold harmless the

City of Rochester Hills, its elected and appointed officials, employees and volunteers and others working in behalf of the City of Rochester Hills against any and all claims, demands, suits, or loss, including all costs and attorney fees connected therewith, and for any damages which may be asserted, claimed or recovered against or from the City of

Rochester Hills, its elected and appointed officials, employees, volunteers or others working in behalf of the City of

Rochester Hills by reason of personal injury, including bodily injury and death and/or property damage, including loss of use thereof, which arises out of or is in any way connected or associated with the contract.

(Contractor Signature)

Company Name (Printed)

(Dated)

The purpose of this document is to provide minimum specifications for the manufacture of the Utility Task Vehicle that meets the needs and desires of the City. It establishes essential criteria for the design, performance, and appearance of the equipment. The objective is to provide equipment that is in accordance with nationally recognized guidelines. All vendors and manufacturers must meet all state and local regulations regarding the manufacturing, licensing, and sale of Utility Task Vehicle units within the state.

The equipment being offered by the vendor shall be the most recent model available. Any optional components, which are required in accordance with the contract specifications, shall be considered standard equipment for the purposes of this solicitation. Omission of any essential detail from these specifications does not relieve the awarded vendor from furnishing a complete unit. The engineering, materials and workmanship associated with the effort performed hereunder shall exhibit a high level of quality and appearance consistent with or exceeding industry standards.

All equipment shall be ruggedized and suitable for the extrication of patients injured in off-road environments, including trails and other areas where conventional ambulances cannot access. It is the intent of this solicitation to cover the furnishing, delivery, training and warranty of a complete Utility Task Vehicle equipped as herein specified.

Vendor shall supply the City with comprehensive repair and parts manuals, which identify the component parts and which describe the appropriate process for repairing the equipment purchased by the City in conjunction with this solicitation. The manuals shall be supplied prior to, or upon, delivery of the equipment.

Alternatives to Specifications

All proposers will provide on a separate page titled “ALTERNATIVES TO SPECIFICATIONS” any exceptions to specifications they propose for the City’s approval. These alternatives will be clearly worded and supported by sufficient literature, engineering data, photos and other reference information as required for the City’s full review of alternative requested. All alternatives will identify the paragraph and page number of these specifications that these said alternatives pertains.

Alternatives to the specifications will be allowed if they are equal to or superior to that specified and provided, they are listed and fully explained on a separate page entitled “ALTERNATIVES TO SPECIFICATIONS”. Alternative’s list will refer to specification page number and paragraph. Proposals taking exception will be reviewed and evaluated based on the best interest of the City. Failure to list any alternative means the proposer is complying 100% to the specifications.

Testing and Product Demonstration

This information is only provided to assist vendors in understanding the nature, scope and procedures of testing, if required by the City.

The City’s Fire Department personnel and DPS fleet technician may test/review the proposed equipment to determine:

• Ease of Repair

• Accessibility of key components

• Type of components used

• Quality of components used

Proposers must carry adequate insurance (as required herein) to cover any damage to the unit, which may occur prior to delivery and acceptance of the equipment by the City.

All proposers shall consent to submission to the jurisdiction of the State of Michigan courts for purpose of any litigation arising from the specifications and contract documents, including but not limited to claims for property damage, warranty and breach of contract. The specifications, proposals and contract documents shall be construed under Michigan laws.

Contract Information

All proposers are held to proposal prices for ninety (90) days or award, whichever comes first, except for the successful proposer whose prices are to remain firm for the term of the contract. The City of Rochester Hills desires for equipment to be delivered F.O.B. destination, freight pre-paid, City of Rochester Hills, Department of Public

Services, 511 E. Auburn Road, Rochester Hills, MI 48307 as specified with regards to the delivery date identified by the provider in their proposal. All proposal prices shall be F.O.B destination, freight pre-paid and acceptance based on the above identified location on the specified delivery date, as provide in the proposal. Payment shall be made upon inspection and acceptance of the equipment specified under these specifications.

Equipment Inspection

Equipment delivered shall be subject to a complete inspection by the City’s Fire Department, or designated representative prior to acceptance. Inspection criteria shall include, but not be limited to, conformity to the specifications, mechanical integrity, quality, workmanship and materials. If delivered equipment is returned to the

Contractor prior to acceptance for any reason, all corrections shall be made without any inconvenience to the City.

Prices and Payments

All proposal prices shall be on a F.O.B. destination, freight pre-paid and acceptance basis at the identified addresses above. These prices shall be complete and include warranty. Payment shall be made net 30 days from date of invoice and acceptance of the equipment and specifications identified in this document. All such payments shall be subject to any deductions or reservation, which may be made in accordance with the terms of this contract.

Payment shall be made from supplier’s invoice submitted to cover items received and accepted by the Cities designated representative. Invoices must contain the purchase order number under which the contract is awarded.

All quantities stated, unless indicated otherwise, are estimates and the City reserves the right to increase or decrease the quantity at the unit price proposed as best fits its needs.

Vendors are cautioned that any units delivered to the F.O.B. point, which do not meet the specifications in every aspect, will not be accepted.

Partial payments are not authorized on purchase orders issued for this procurement.

Description Complies w/Specifications

Yes No Explain Deviation(s)

One Utility Task Vehicle

1000cc Gas Engine

Enclosed climate-controlled 4 plus person cab

Factory installed emergency warning lights/sirens

360 Visibility of red/white emergency lights

Factory installed EMS skid

• Weight no more than 190 pounds

• Seat for EMS provider with seat belt

• Skid 47 5/8 inches wide

• 55 ½ inches long

• Enclosed storage for equipment with pullout tray

• 02 storage mount

Winch

32x10 R 15 all-terrain tires

Minimum 10-inch ground clearance

1000-pound bed capacity

4x4 with differential lock

Road Legal Package-Meets all requirements of Michigan TR-54 form for on-road UTV use, list proposed parts to be installed to meet requirements.

Heavy Duty transmission/suspension

Ability to test drive vehicle during RFP process.

Heavy duty transmission/suspension

Manuals:

Operator, Maintenance, and Repair Manuals (paper and/or digital)

Warranty Information

Complete every space in Proposal Form. Mark “Yes” or “No” with an “X” under Complies w/Specifications to indicate the specification is being EXACTLY met. If “No”, state with a description any deviation from the specification. FAILURE

TO COMPELTE EVERY SPACE ON THIS FORM MAY DISQUALIFY PROPOSAL. Vendors must use this proposal form to submit response.

PROPOSAL RESPONSE FORM

The following pages include a vendor questionnaire to be completed. Each item must be completed with a response.

Proposers not responding to any of the specifications or questions may be classified as non-responsive. Vendor must initial any corrections. The proposal should follow the format outlined in this proposal. Supplemental information may be attached.

Date: ______________

Firm Name: ______________________________________________________

Firm Established: Years in Business: ________________

Type of Organization: (Circle One)

a. Individual

b. Partnership

c. Corporation

d. Joint Venture

e. Other

Please provide a list of a minimum of three (3) client references capable of verifying past/present exemplary levels of workmanship/service. Include name, address, phone number, contact person.

How many employees does your company employ?

Full-time employees: Part-time employees:

How many years of experience does your company have in providing the proposed equipment?

Please provide details of your experience.

What are the qualifications of your staff assigned to this project (trainers and support personnel)?

Describe the warranty program for equipment being proposed. If written, please enclose a copy of the warranty with the proposal.

If requested by the City can vendor provide demonstration of equipment being proposed? The City would like to have the demonstration at one of our parks where the Utility Task Vehicle would be utilized.

Are you certified to repair the manufacturer’s product as proposed? How long have you been certified to do this?

If you are not certified to provide repair work, who provides the repair work? Provide name and address:

What is the availability of parts? Explain the process and length of time required to obtain replacement parts?

Unit Cost:

One (1) Each

Cost for one (1) Utility Task Vehicle (shall include all fees necessary in fulfilling this contract)

State Manufacturer/Model:

Demonstration: Proposer shall be prepared to provide training and demonstration with the model being proposed. Necessity of demonstration will be at the discretion of the City. Time and location of demonstration shall be mutually agreed upon by proposer and City. Please initial. _______

Delivery:

Please state approximate delivery date: ________________________

Options:

Does your company accept MasterCard for payment? Yes _______ No _______

If yes, please state payment terms including prompt payment discount and/or fee (if any)

Method:

Please select company’s desired payment method:

____ Check – minimally 60 days from receipt of order

____ ACH – 45 days from receipt of invoice

____ Credit Card – 20 days from receipt of invoice

It is understood that all proposed prices shall remain in effect for at least ninety (90) days from the due date and time of the proposal to allow for the award and that, if chosen the successful vendor; the prices will remain firm through invoice.

The vendor affirms that he/she is duly authorized to execute this proposal, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other vendor and that the contents of this proposal as to prices, terms or conditions have not been communicated by the undersigned, nor by any employee or agent, to any competitor, and will not be, prior to the award and the vendor has full authority to execute any resulting contract awarded as the result of, or on the basis of the proposal.

The submission of a quote hereunder shall be considered evidence that the vendor is satisfied with respect to the conditions to be encountered and the character, quantity and quality of the work to be performed.

COMPANY NAME: ______________________________________________________________________________

COMPANY ADDRESS: ___________________________________________________________________________

CITY/STATE/ZIP: _______________________________________________________________________________

AUTHORIZED REPRESENTATIVE: _______________________________________________________________

TITLE OF REPRESENTATIVE: ____________________________________________________________________

SIGNATURE: _________________________________________ DATE: ___________________________________

PHONE: ______________________ FAX: ______________________ EMAIL:______________________________