RFP Vehicle leasing.pdf

TOWN OF GREENBURGH

DEPARTMENT OF PUBLIC WORKS

REQUEST FOR PROPOSALS

FOR

MUNICIPAL VEHICLE LEASING SERVICES

DATE: July 22, 2026

REQUEST FOR PROPOSALS FOR MUNICIPAL LEASING SERVICES

T A B L E O F C O N T E N T S

I. INTRODUCTION………………………………………………………………………………………………………………….....….3

II. PURPOSE OF THE PROGRAM…………………………………………………………………………………………….………3

III. SCOPE OF SERVICES……………………………………………………………………………………………………………….4

IV. TECHNICAL PROPOSAL REQUIREMENTS………………………….……………………….…………...….…………

V. COST PROPOSAL REQUIREMENTS.……………………………………………………….…………………………………...6

VI. EVALUATION CRITERIA…………………………………………………………………………………………………………...8

VII. MODEL CONTRACT EXHIBIT………………………………………………………………………………………………… 10

VIII. PROPOSER QUALIFICATIONS AND CORPORATE INFORMATION…………………………………………….10

IX. SUBMITTAL REQUIREMENTS…………………………………………………………………………………………………..12

X. ADMINISTRATIVE INFORMATION…………………………………………………………………………………………….15

EXHIBIT A – Model Contract....…………………………………………………………………………………………………...….17

EXHIBIT B – Workplace Violence, Sexual Harassment, Ethics

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I. INTRODUCTION

The TOWN OF GREENBURGH (“Town”) is located in the southwestern corner of Westchester

County bordered by the City of Yonkers on the south, the Town of Mount Pleasant to the north, and to the east the City of White Plains and the Village of Scarsdale. The western boundary is the

Hudson River where the Tappan Zee (Mario Cuomo) Bridge connects Tarrytown with the hamlet of South Nyack in Orangetown, New York. The Town has a total land area of 36.1 square miles and is home to approximately 93,000 residents. The Town contains six (6) villages (Ardsley, Dobbs Ferry, Elmsford, Hastings-on-Hudson, Irvington and Tarrytown).

The unincorporated area of Greenburgh is home to approximately 48,000 residents and consists of the formerly rural areas of the Town outside the Villages.

The Town of Greenburgh is seeking to enter into a contract with a provider/vendor of Municipal

Leasing Services for a portion of the Town’s vehicle fleet (the “Agreement”).

This Request for Proposals (“RFP”) describes the services expected, the anticipated contractor/vendor responsibilities, the contractor selection process, and the minimum information that must be included in the proposal.

II. PURPOSE OF THE PROPOSAL

The Town of Greenburgh ("Town") is seeking proposals from qualified providers/vendors to provide municipal vehicle leasing services for Town-owned vehicles utilized by various municipal departments. The purpose of this proposal is to evaluate vehicle leasing options that provide operational flexibility, predictable vehicle replacement schedules, and cost efficiencies while meeting the Town's operational and budgetary needs.

It is anticipated that the number and types of vehicles covered under the Agreement with the selected provider/vendor may increase during the initial five-year (5-year) term, contingent upon the successful implementation and demonstrated effectiveness of the program. The Town reserves the right to add or remove vehicles, include additional departments, and modify the classes of vehicles participating in the leasing program as operational needs evolve.

Nothing contained herein shall be construed to transfer or delegate the Town's responsibility for fleet management or vehicle maintenance operations. The Department of Public Works shall continue to administer and manage the Town's municipal vehicle fleet, with the selected provider/vendor providing vehicle leasing services in accordance with the terms of the Agreement.

III. SCOPE OF SERVICES

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The initial scope of the Agreement shall include the leasing of approximately twenty (20) municipal vehicles, consisting of ten (10) Greenburgh Police Department ("GPD") sedans and ten

(10) Department of Public Works ("DPW") sedans. The Town reserves the right to increase or decrease the number and types of vehicles leased under the Agreement based upon operational and budgetary considerations.

The selected provider/vendor shall provide municipal vehicle leasing services for the duration of the lease term for each vehicle included in the proposal. Services may include, but are not limited to, the following:

• Vehicle acquisition and procurement coordination;

• Municipal vehicle lease financing options and lease term recommendations;

• Vehicle ordering, tracking, and delivery coordination;

• Registration, titling, and related administrative services, where applicable;

• Coordination of vehicle replacement schedules at the conclusion of lease terms;

• Recommendations regarding vehicle leasing options and replacement planning;

• Municipal reporting and account management services related to leased vehicles;

and

• Optional leasing services offered by the proposer.

The selected provider/vendor shall be responsible for providing all services necessary to administer the vehicle leasing program in accordance with the terms of the Agreement and applicable municipal requirements.

The Department of Public Works shall retain responsibility for the management, maintenance, repair, and operational oversight of the Town's municipal vehicle fleet unless otherwise expressly provided for under the Agreement.

All services shall be performed in a manner that facilitates the timely acquisition and replacement of municipal vehicles and supports the Town's operational needs.

IV. TECHNICAL PROPOSAL REQUIREMENTS

The proposer shall submit a detailed Technical Proposal that clearly demonstrates its qualifications, methodology, operational capabilities, and overall approach to providing municipal vehicle leasing services for the Town of Greenburgh.

At a minimum, the Technical Proposal shall include the following components:

1. Vehicle Acquisition and Leasing Procedures

A detailed description of the proposer's procedures for acquiring and leasing the vehicles identified in this RFP, including:

• Vehicle sourcing and procurement procedures;

• Manufacturer and dealership relationships;

• Ordering, tracking, and delivery coordination;

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• Estimated acquisition timelines;

• Procedures for managing supply chain delays or vehicle shortages;

• Available lease financing options and lease terms; and

• Vehicle replacement recommendations at the conclusion of lease terms.

2. Vehicle Preparation and Delivery

A comprehensive description of the proposer's process for vehicle preparation and delivery, including all services specified in the RFP. This section shall include:

• Vehicle inspection and acceptance procedures;

• Coordination of required upfitting, equipment installation, decals, and related modifications, if offered;

• Registration, titling, and compliance preparation;

• Delivery procedures and scheduling; and

• Quality assurance procedures prior to placement into service.

3. Vehicle Upfitting and Specialty Equipment

Certain leased municipal vehicles may require the installation of department-specific equipment and accessories prior to being placed into service. Such equipment may include, but is not limited to, emergency lighting, communications equipment, decals and logos, specialty municipal equipment, and other modifications necessary to meet departmental operational requirements.

Vehicle upfitting services may be performed by Town personnel or by third-party vendors designated by the Town. Proposers shall coordinate vehicle delivery schedules and vehicle specifications to accommodate any required upfitting activities.

4. Lease Program Administration

A detailed explanation of the proposer's approach to administering the municipal vehicle leasing program throughout the lease term. This section shall address:

• Lease administration procedures;

• Vehicle replacement and lease renewal options;

• Municipal account management services;

• Reporting capabilities related to leased vehicles;

• Customer service and account management structure;

• Administrative support services provided under the leasing program;

• Procedures for vehicle returns or lease-end requirements; and

• Any value-added services available to municipal clients.

5. Cost Projections and Financial Information

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The proposer shall provide complete and transparent cost projections associated with the municipal vehicle leasing services proposed under this RFP. The submission shall include an itemized breakdown of all costs associated with the leasing program, including, but not limited to:

• Vehicle lease costs;

• Administrative fees;

• Registration and titling fees;

• Delivery or transportation costs;

• Optional services and associated fees; and

• Any other applicable costs or charges.

6. Implementation Schedule

The proposer shall provide a proposed implementation schedule for the municipal vehicle leasing program, including:

• Estimated vehicle acquisition timelines;

• Vehicle delivery schedules;

• Lease commencement timelines;

• Replacement vehicle scheduling procedures; and

• Any other relevant milestones associated with the leasing program.

The Technical Proposal shall demonstrate the proposer's ability to provide efficient, reliable, and cost-effective municipal vehicle leasing services that meet the operational and budgetary needs of the Town of Greenburgh.

V. COST PROPOSAL REQUIREMENTS

Proposers shall submit a detailed Cost Proposal outlining all costs associated with the Municipal

Leasing Services to be provided under this Request for Proposals ("RFP"). All costs shall be clearly itemized and presented in explicit dollar amounts.

Whenever practical, pricing shall be presented using unit-based methodologies, including, but not limited to:

1. Monthly lease rate per vehicle;

2. Lease factor, interest rate, or financing spread, as applicable;

3. Vehicle acquisition costs and capitalized cost schedules;

4. Administrative or account management fees;

5. Vehicle upfitting and equipment installation costs;

6. Vehicle replacement and lifecycle management fees; and

7. End-of-term, disposal, remarketing, or residual value-related charges.

Unit pricing shall be applied to estimated vehicle quantities, anticipated acquisition schedules, lease terms, or projected program volumes, as applicable, to provide the Town with a clear understanding of total program costs throughout the contract term.

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The Cost Proposal format is intended to provide the clearest possible illustration of actual costs and to facilitate accurate and equitable comparison among all Proposers. Pricing shall be structured to clearly identify each cost component associated with the proposed fleet leasing program.

Proposers shall separately identify and provide pricing for, including but not limited to:

1. Vehicle acquisition and procurement services;

2. Lease financing rates and pricing methodology;

3. Open-end or closed-end lease program costs, as applicable;

4. Administrative and account management fees;

5. Vehicle titling, registration, licensing, and related services;

6. Vehicle upfitting, modification, and equipment installation services;

7. Fleet replacement planning and lifecycle management services;

8. Vehicle disposal, remarketing, and resale services; and

9. Any additional or supplemental services proposed by the Proposer.

Proposers shall clearly describe the methodology used to calculate lease payments, including any assumptions regarding vehicle capitalization costs, residual values, depreciation schedules, interest rates, financing spreads, taxes, fees, and anticipated lease terms.

All proposed costs shall be expressed in straightforward dollar terms and supported by sufficient detail to allow the Town to evaluate and compare proposals. The Town reserves the right to deem any Cost Proposal that is unclear, incomplete, conditional, improperly formatted, or not presented in the manner specified herein to be non-responsive, which may result in disqualification of the

Proposer.

Any assumptions, exclusions, annual escalation provisions, interest rate adjustment mechanisms, residual value assumptions, market-value adjustment provisions, or other contingencies affecting pricing shall be clearly disclosed and separately identified within the Cost Proposal.

For evaluation purposes, Proposers may be required to provide pricing examples using vehicle specifications, quantities, lease terms, and replacement schedules identified by the Town.

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VI. EVALUATION CRITERIA

1. Proposal Evaluation

Each responding proposer will be evaluated based upon the completeness and quality of the proposal submitted, as well as information obtained through the Town's independent review of the proposer's integrity, reputation, experience, financial stability, and past performance, particularly with municipal or governmental vehicle leasing programs.

Only proposals deemed responsive and acceptable by the Town will be evaluated and scored in accordance with the criteria outlined below.

Evaluation Criteria and Point Allocation

Maximum Total Score: 100 Points

Evaluation Criteria Maximum

Points

Overall proposal quality, organization, and responsiveness to the RFP requirements

Vehicle leasing program structure, flexibility, and ability to meet the Town's vehicle acquisition needs

Lease terms, financing options, and contractual provisions 15

Proposer's operational capabilities, customer service, and account management support

Reporting capabilities, online account tools, and other value-added services related to vehicle leasing

Experience and qualifications, particularly with municipal and governmental leasing clients

Cost proposal and overall cost effectiveness 20

In evaluating proposals, the Town may consider factors including, but not limited to:

1. Demonstrated experience providing vehicle leasing services to municipal, governmental, or public-sector entities;

2. Flexibility of lease structures and financing options offered;

3. Quality and responsiveness of account management and customer service support;

4. Availability and quality of reporting, billing, and online account management tools;

5. Financial stability and organizational resources;

6. References from current or former municipal or governmental leasing clients;

7. Responsiveness to the requirements and objectives outlined in this RFP; and

8. Overall value and long-term cost effectiveness to the Town.

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The Town reserves the right to conduct interviews, request additional information, seek clarifications, and/or require oral presentations from any proposer as part of the evaluation process.

Rights Reserved by the Town

The Town reserves the right to:

1. Reject any or all proposals, in whole or in part;

2. Waive any informalities, irregularities, or technical defects in any proposal;

3. Request clarification or additional information from any proposer;

4. Negotiate modifications to proposals with the selected proposer(s);

5. Award a contract in whole or in part, or make multiple awards, if deemed to be in the best interest of the Town;

6. Separately procure any portion of the services described herein;

7. Determine, in its sole discretion, whether a proposer is responsive and responsible;

8. Decline to make any award resulting from this RFP; and

9. Cancel or reissue this RFP at any time.

Late proposals will not be considered.

Any contract award resulting from this RFP shall be subject to the availability of appropriated funding and all applicable approvals required by the Town.

The Town further reserves the right to reject any proposal submitted by a proposer determined, in the Town's sole judgment, to be non-responsible based upon factors including, but not limited to, financial condition, prior performance, integrity, litigation history, or failure to comply with the requirements of this RFP.

To ensure the integrity and fairness of the procurement process, communication between Town officers, employees, consultants, members of the Evaluation Team, and prospective proposers shall be restricted following the issuance of this RFP and continuing through the award of any resulting contract.

Except as otherwise expressly authorized in this RFP, proposers shall not communicate, directly or indirectly, with any Town officer, employee, consultant, or Evaluation Team member regarding this procurement outside of the designated point of contact identified herein.

Any unauthorized communication occurring after the publication of this RFP and prior to contract award may result in the proposer being deemed non-responsive and disqualified from further consideration.

The Town and the Evaluation Team reserve the sole and exclusive right to determine whether any communication constitutes an unauthorized communication and to determine the appropriate action or remedy, including disqualification of the proposer.

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VII. MODEL CONTRACT EXHIBIT

A Model Contract Exhibit shall be attached to this Request for Proposals (“RFP”) for informational and reference purposes. The purpose of the exhibit is to familiarize Proposers with the Town’s anticipated contractual requirements, terms, and conditions applicable to the provision of automotive fleet leasing services.

The Model Contract Exhibit may include, but shall not be limited to, provisions relating to the following:

• Town and Contractor responsibilities and interests;

• Insurance requirements;

• Indemnification and hold harmless provisions;

• Terms of payment and invoicing procedures;

• Tax exemption status;

• Equal Employment Opportunity (“EEO”) and non-discrimination requirements;

• Governing law and venue;

• Compliance with all applicable federal, state, and local laws, rules, and regulations;

• Advertising and public disclosure restrictions;

• Subcontracting and assignment of contract provisions;

• Fuel tax and environmental tax recovery programs;

• Recordkeeping and audit requirements; and

• Such other contractual terms and conditions as may be specified in the exhibit.

The Model Contract Exhibit is provided as a sample only and is intended solely to provide general guidance regarding the Town’s standard contractual provisions. The Town reserves the right to modify, supplement, delete, or otherwise revise any terms and conditions prior to the execution of a final agreement.

Submission of a proposal shall constitute the Proposer’s acknowledgment that it has reviewed the

Model Contract Exhibit and understands that the final contract terms may differ from those contained in the sample exhibit.

VIII. PROPOSER QUALIFICATIONS AND CORPORATE INFORMATION

Proposers shall provide a comprehensive profile of their organization and demonstrate their qualifications, experience, and capacity to successfully perform the services described in this

RFP. At a minimum, each proposal shall include the following information:

Company Profile and Organizational History

• A detailed description of the Proposer’s organization, including the company’s history, years in business, corporate structure, and areas of specialization related to municipal vehicle leasing services;

• Identification of the Proposer’s principal place of business and any regional or local offices that would support the Town’s account; and

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• Biographical summaries and relevant professional experience for all principals, officers, project managers, and key personnel who would be assigned to perform services under the Agreement.

Qualifications and Relevant Experience

• A complete description of the qualifications, technical expertise, and relevant experience of the company, its principals, officers, and key personnel;

• Demonstrated experience providing leasing services for municipal, governmental, law enforcement, public works, or similarly sized fleet operations; and

• Examples of comparable projects or contracts currently being performed or completed within the past five (5) years, including scope, fleet size, and duration of services provided.

Financial Capacity and Stability

• Evidence demonstrating the Proposer’s financial stability and ability to perform the required services throughout the term of the Agreement;

• Supporting documentation may include audited financial statements, CPA attestations, annual reports, banking references, or other documentation appropriate to the Proposer’s business entity classification; and

• Disclosure of any bankruptcy proceedings, pending financial litigation, or material adverse financial conditions occurring within the past five (5) years.

Client References

• A list of current and former clients for whom similar leasing services have been provided, including municipal or governmental entities where applicable; and

• At least three (3) references shall be provided, including the client name, contact person, title, telephone number, email address, and a brief description of the services performed.

Conflicts of Interest

• Disclosure of any actual, apparent, or potential conflicts of interest that may arise in connection with the performance of services under the Agreement; and

• A description of any measures the Proposer will implement to mitigate or eliminate such conflicts of interest.

Personnel, Resources, and Operational Capacity

• A detailed description of the personnel, facilities, equipment, technology systems, subcontractors, and other human or material resources the Proposer intends to utilize in the performance of the proposed services; and

• Information regarding customer service capabilities, reporting systems, maintenance management platforms, and emergency or after-hours support services available to the

Town.

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The Town reserves the right to request additional information, clarifications, or supporting documentation necessary to evaluate the Proposer’s qualifications, experience, and overall responsibility.

IX. SUBMITTAL REQUIREMENTS

Proposals must be submitted in the format outlined below and prepared in a clear, organized, and concise manner that demonstrates the proposer’s qualifications, experience, and ability to satisfy the requirements of this Request for Proposals (“RFP”).

Emphasis should be placed on compliance with the RFP instructions, responsiveness to the scope of services, and the completeness and clarity of the information provided. Proposals must be complete in all respects. The Town of Greenburgh reserves the right to reject any proposal deemed incomplete, conditional, non-responsive, or otherwise not in the best interest of the Town.

All proposals, supporting materials, and documentation submitted in response to this RFP shall become the property of the Town of Greenburgh and will not be returned.

PROPOSAL CONTENT

1. Cover Page

Submit a cover letter on the proposer’s official letterhead, signed by a duly authorized officer, employee, or agent of the organization submitting the proposal. The cover letter shall include:

• A statement indicating that the proposal is submitted in response to RFP – Town of

Greenburgh Department of Public Works Municipal Leasing Services;

• The legal name of the proposing organization;

• The organization’s principal business address;

• Contact person, telephone number, and e-mail address; and

• A statement certifying that the information contained in the proposal is accurate and complete.

2. Organizational Capacity and Team Structure

Proposers shall clearly state their ability to provide all services identified in this RFP.

If a team approach is proposed, the submission shall identify all participating firms, subcontractors, or partners, and clearly define the role, responsibility, and area of expertise of each team member.

The proposer shall identify the primary point of contact and the entity that will serve as the lead contractor responsible for contract administration and overall project coordination.

3. Statement of Qualifications

Proposers shall provide a comprehensive Statement of Qualifications that includes, at a minimum, the following information:

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a. A general description and history of the organization, including size, years in business, and areas of specialization;

b. Corporate information, including principal office address, telephone number, website, and primary contact information;

c. Identification of any subcontractors or affiliated organizations proposed to participate in the project;

d. A summary of the organization’s experience providing automotive fleet leasing services, particularly for municipalities, public agencies, or similarly sized fleets;

e. Descriptions of completed projects similar in scope, complexity, and size, including relevant outcomes and services provided; and

f. Any additional qualifications, certifications, technological capabilities, or resources that distinguish the proposer and demonstrate its ability to successfully perform the requested services.

4. References

Provide a minimum of three (3) references from current or former clients, preferably municipalities or public agencies, for which the proposer has provided similar leasing services within the past three (3) years.

For each reference, include:

• Agency or organization name;

• Project name and description;

• Contact person and title;

• Mailing address;

• Telephone number and e-mail address; and

• Dates during which services were provided.

5. Proposed Work Plan and Project Schedule

Provide a detailed narrative describing the proposer's understanding of the Town's vehicle financing and acquisition needs and the proposed approach to delivering the requested vehicle leasing services.

The proposal shall include:

1. A description of the leasing methodology, program structure, and account management approach to be utilized;

2. A detailed work plan identifying key tasks, deliverables, responsibilities, and coordination requirements between the proposer and the Town;

3. Proposed procedures for vehicle ordering and acquisition, lease origination, funding, billing, lease administration, and end-of-term lease options;

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4. Assumptions used in developing the proposal; and

5. A proposed implementation timeline and schedule for establishing and administering the leasing program.

Proposers are encouraged to identify any innovative financing options, technology platforms, reporting capabilities, administrative efficiencies, or other value-added services that may enhance the Town's vehicle acquisition process, improve budget predictability, and reduce overall leasing costs.

6. Insurance Requirements

The successful proposer shall provide certificates of insurance evidencing general liability;

automobile liability; employers liability, workers’ compensation and disability benefits per the

State Statute, and professional liability insurance coverage rated A-VII or better by AM Best in amounts satisfactory to the Town of Greenburgh.

All required policies shall name the Town of Greenburgh as an additional insured, where applicable, noting that said coverage shall be primary and non-contributory, and shall be submitted to the Office of the Town Attorney prior to the commencement of services. Insurance documentation shall be submitted electronically to:

Legal@greenburghny.com

The Town reserves the right to require additional insurance coverage or policy endorsements as deemed necessary.

7. Fee Proposal

The Cost Proposal shall be submitted in accordance with the requirements set forth in Section V of this RFP.

Proposers shall provide a detailed breakdown of all fees, costs, and pricing structures associated with the proposed services, including any administrative fees, management fees, markups, optional services, and reimbursable expenses.

mailto:Legal@greenburghny.com

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X. ADMINISTRATIVE INFORMATION

1. Issue Date: The issue date of this RFP is July 24, 2026.

2. Questions and Inquiries: Questions and inquiries will be accepted by the Town, but must be submitted in writing or via email:

Department of Public Works

177 Hillside Avenue

Greenburgh, NY 10607

Attn: Commissioner of DPW

Email: DPWFMorabito@GreenburghNY.gov

The closing date for submitting written questions is August 5, 2026

3. Responses: Responses to all written questions, or a note indicating no questions were received, will be posted on the Town’s website, www.greenburghny.com, BidNet, www.bidnetdirect.com/new-york, and the New York State Contract website, www.nyscr.ny.gov on or before , August 17, 2026.

4. Closing Date for Proposals: To be eligible for consideration, all responding consultant organization(s) must submit the following materials:

Two (2) hard copies must be hand delivered or sent by courier service with a signature required by the Town Clerk's Office to the Town Clerk's Office 177 Hillside Avenue

Greenburgh, NY 10607 and one (1) electronic copy of the complete proposal must be emailed to DPWFMorabito@GreenburghNY.gov AND GPDTraffic@GreenburghNY.gov by the deadline AND RECEIVED BY THE TOWN NO LATER THAN

August 24, 2026.

The sealed package must indicate on the outside: Responding Consultant Name, Address, Telephone Number, RFP – Municipal Leasing Services for the Town of Greenburgh.

Responding organizations who submit their proposals by mail or delivery service should allow sufficient mailing and delivery time to ensure receipt on or before the time and date stated above. There will be no exceptions granted. All deliveries of documents must occur between the Town’s normal operating hours of Monday to Friday, 9:00 a.m. to 4:00 p.m. Eastern

Standard Time.

mailto:DPWFMorabito@GreenburghNY.gov http://www.greenburghny.com/ http://www.bidnetdirect.com/new-york http://www.nyscr.ny.gov/ mailto:GPDTraffic@GreenburghNY.gov

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5. Where to Submit Proposals: All proposals, whether mailed or hand delivered, must be delivered to:

Town Clerk

177 Hillside Avenue

Email copies to: DPWFMorabito@GreenburghNY.gov

AND GPDTraffic@GreenburghNY.gov

6. Expenses Incurred by Responding Consultant: The Town will NOT be responsible for any costs or losses incurred by any responding proposer’s organization(s) at any time in preparing and submitting a proposal in response to this RFP.

7. Additional Requirements/Information/Acknowledgement

The proposer shall comply with the laws, rules, regulations and policies of Federal, State and

Local Governments. The Agreement shall be governed by Appendix A of the Standard Clauses for All New York State Contracts. It shall be the responsibility of the proposer to ensure that all personnel employed are familiar with all of the aforesaid laws, rules, regulations and policies. The Town reserves the right to waive technical defects in Proposals, to reject any and all Proposals, in whole or in part, and to make such awards, in whole or in part, including accepting a Proposal or a part of the Proposal, although not the low-priced Proposal, that in the judgment of the Town, will be in the best interest of the Municipality. Greenburgh reserves the right to amend or cancel this invitation to submit proposals at any time, if it is in the best interest of the Town.

The Town reserves the right to reject any or all proposals, including, but not limited to, the

Town’s sole decision that a proposer is deemed non-responsive and/or non-responsible. All proposals must include a Project Cost itemization table for the Town.

The selected proposer will be notified in writing of the project award after the final determination has been made. The Town intends that, if a provider/vendor is chosen, the

Agreement will be signed with the Town upon approval by Town Board Resolution.

The proposer acknowledges that the Town is subject to the provisions of the New York

Freedom of Information Law (Public Officers Law §87 et seq.), and all documents prepared or provided by a proposer under this proposal may be subject to the provisions of the New York

Freedom of Information Law.

mailto:GPDTraffic@GreenburghNY.gov

TOWN OF GREENBURGH RFP AUTOMOTIVE FLEET MANAGEMENT SERVICES Page 17

EXHIBIT A

MODEL CONTRACT

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MODEL CONTRACT

This contract for __________________________ is entered on this ____day of ________, 2026 by and between ________________________________, a __________________ Corporation with offices located at __________________________ (the “Contractor”) and the TOWN OF GREENBURGH, New

York, a municipal corporation with offices located at 177 Hillside Avenue, Greenburgh, New York 10607

(hereinafter the “Town”) for _________________ Services (thereinafter the “Contract”).

WHEREAS, the TOWN OF GREENBURGH desires ____________________ services to

______________________________; and

WHEREAS, the Town engaged in a procurement process consistent with New York General

Municipal Law and its Procurement Policy; and

NOW, THEREFORE, in In consideration of the mutual covenants set forth herein, the parties agree as follows:

1. Purpose

The purpose of this Contract is to provide ____________________ Services

2. Term

The term of the Contract shall commence upon full execution of this Contract and shall continue for a period of ____ years with the option to renew for two (2) additional successive one-year terms.

3. Scope of Services

The Contractor agrees to provide the services set forth in its proposal attached hereto as Exhibit A (the

“Services”) and to undertake such work according to the schedule set forth therein.

4. Compensation

In consideration of satisfactory performance of the Services, the Town shall pay the Contractor an amount not to exceed $________________, Contractor shall submit detailed invoices subject to review and approval by the Town. Each invoice must clearly describe the services rendered in sufficient detail for review and audit.

5. Independent Contractor

The Contractor’s relationship to the Town is that of an independent contractor, and not as an agent or employee. In the ordinary course of business, the Contractor may perform services for other parties and is

TOWN OF GREENBURGH RFP AUTOMOTIVE FLEET MANAGEMENT SERVICES Page 19 not precluded from doing so by this Contract. The Contractor shall have the sole and exclusive right and responsibility to control and determine the method, manner and means to perform the Services as required in this Contract. The Contractor shall be solely responsible for providing whatever labor and materials are necessary to perform the Services.

6. Standard of Care

The Contractor shall perform the Services in a professional and workmanlike manner exercising such skill and judgment with that degree of reasonable care appropriate for similarly situated professionals.

7. Confidentiality

For purposes of this Contract, “Confidential Information” shall mean any confidential, proprietary or like information of the Town that is disclosed and indicated as such to the Contractor. The Contractor shall hold all such Confidential Information in confidence and not to disclose same to any third party without the prior written consent of the Town. The Contractor shall use Confidential Information solely for the purpose of performing its obligations under this Contract and shall disseminate same only to those personnel requiring access to same and to whom have been made aware of this section of the Contract and agree to be bound thereby. The Contractor shall not use the Town’s seal in advertising or promotion without the Town’s written consent. In the event that the Contractor is required by subpoena, court order or other lawful authority to disclose any Confidential Information, it shall immediately notify the Town.

7. Insurance

The Contractor shall, at its own expense, procure and maintain the following insurance in the following types and minimum limits, and with insurers licensed and rated satisfactory to the Town:

l. General Liability $1,000,000 each occurrence/$2,000,000 aggregate

2. Automobile liability $1,000,000

3. Umbrella liability $5,000,000

4. Employers Liability and Per State Statute

Workers Compensation/Disability Benefits

Prior to commencing work, the Contractor shall provide the Town with certificates of insurance evidencing the aforementioned coverage written through insurance carriers rated A-VII or better by AM Best. In addition, the certification shall state the following:

1. In the Description of Operations Box on the certificate, the Town of Greenburgh shall be listed as an Additional Insured.

2. In the Description of Operations Box on the certificate, the following language shall be inserted; “CONTRACTOR its employees, agents, subcontractors, and insurers do herby waive all rights of subrogation against the Town. All coverage listed on this Certificate is

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Primary and non-contributory.”

3. On the certification it shall be noted that thirty (30) days’ written notice shall be given to the

Town in the event of cancellation, renewal, or change.

8. Indemnification

The Contractor shall protect, defend, indemnify, and hold harmless the Town, its officers, employees, agents, board members, committee members, and volunteers from and against any claims, demands, suits, actions or proceedings damages or costs, to the fullest extent permitted by law, arising out of the Contractor’s performance of the Services. The Contractor’s indemnity obligations in this section are separate and apart from the insurance provisions of this Agreement, with the Contractor assuming the liability therefor, whether or not, there is insurance coverage over a particular matter.

9. Assignment/Subcontract

The Contractor shall not assign or transfer its interest in this Agreement or subcontract the Services without the prior written consent of the Town pursuant to a duly adopted Resolution of the Town

Board. Subcontracting shall not relieve the Contractor of its proper performance of the services.

10. Compliance with Law

The Contractor and this Contract shall comply with, and is governed by: Appendix A, Standard

Clauses for All New York State Contracts, which is incorporated herein and made part hereof; all applicable laws and regulations in the performance of the services; the Town’s Anti-

Discrimination and Harassment Policy; and the Town’s Code of Ethics. The Towns Anti-

Discrimination and Harassment Policy and Code of Ethics are attached hereto as Exhibit B.

11. Additional Services

If the Contractor believes that it has been directed to perform a matter outside the scope of this

Contract, the Contractor shall promptly notify the Town in writing prior to beginning such matter.

If the Town determines that such matter constitutes extra work, the Town shall pay additional compensation to the Contractor based on an agreed upon amount memorialized in writing signed by both Parties and pursuant to a duly adopted Resolution of the Town Board.

12. Termination

A. For Convenience

Either party has the right to terminate this Contract for convenience by thirty (30) days’ written notice. Upon receipt of such notice from the Town, the Contractor shall discontinue any further performance of the Services. In such event, the Town shall pay the Contractor for all Services satisfactorily completed to date.

B. Termination for Cause

The Town has the right to terminate this Contract for breach if the Contractor fails to satisfactorily perform its obligations or if the Contractor shall fail to cure or give the Town adequate assurance of same within ten (10) days after written notice of default.

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13. Dispute Resolution

The parties shall attempt to resolve any disputes initially pursuant to informal negotiations. Upon failure of informal negotiations, after sixty (60) days, any dispute or claim shall be adjudicated in

Westchester County Supreme Court. Contractor shall continue to perform services under this

Contract while disputes are pending resolution.

14. Notices

Any notice given pursuant this Contract shall be in writing and shall be made either by service in-person or by pre-paid regular and certified/registered U.S. Mail or delivery service. Any such notice given shall be delivered as follows:

If to the Town:

Attn: ________________

With a copy to:

Office of the Town Attorney

TOWN OF GREENBURGH

If to Contractor, to the address set forth above, with a copy to:

15. Choice of Law

This Contract shall be governed by the laws of the State of New York.

16. Severability

If any term or condition of this Contract is found by a court to be invalid, void or unenforceable, all other provisions shall remain in full force and effect.

17. Entire Agreement

This Contract constitutes the entire agreement between the parties. There are no other terms and conditions other than those contained herein. No modification or amendment to this Contract is valid unless made in a subsequent writing signed by the parties and authorized pursuant to a subsequent duly adopted Resolution of the Town Board.

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[SIGNATURE PAGES TO FOLLOW]

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IN WITNESS WHEREOF, the parties herein have caused this Contract to be executed by their duly authorized representatives on the day and year first above written.

Signature

Paul J. Feiner, Town Supervisor

CONTRACTOR

Signature

Name: ______________________________

Title:________________________________

STATE OF NEW YORK

COUNTY OF WESTCHESTER

SS.

On the _ day of _______ , 20 _, before me personally came Paul J. Feiner to me known, who, being by me duly sworn, did depose and say that they reside in Greenburgh, New

York; that they are the Supervisor of the Town of Greenburgh, the municipal corporation described in, and which executed the foregoing instrument; that they know the seal of said corporation; that the seal affixed to said instrument is such corporate seal; that it was affixed by order of the Town

Board of the said corporation and that they signed their name thereto by like order.

Notary Public

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STATE OF NEW YORK

COUNTY OF WESTCHESTER SS.

On the day of , 20__ before me personally came to me known, who, being by me duly sworn, did depose and say that they reside in that they are the of the corporation described in and which executed the foregoing instrument; that they know the seal of said corporation; that the seal affixed to said instrument is such corporate seal; that it was so affixed by order of the Board of Directors of said corporation; and that they signed their name thereto by like order.

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EXHIBIT B

1. Anti-Discrimination & Harassment Policy

2. Workplace Violence Prevention Policy

3. Code of Ethics

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