rfq_13401_toyota_rav4_phev_qty2.pdf

County of San Diego Date Issued: September 23, 2026

REQUEST FOR QUOTATION

(this RFQ is a request for information, not an order)

RFQ Number: 13401 CONTRACTING OFFICER:

RFQ TITLE:

2026 OR NEWER/UNUSED TOYOTA

RAV4 PHEV (QTY 2)

Christopher Almazan, Procurement Specialist

QUOTATIONS

DUE:

September 29, 2026; 5:00 PM Phone: (858) 463-8779

QUESTIONS DUE: September 25, 2026; 5:00 PM Email: Christopher.Almazan@sdcounty.ca.gov

SUBMITTING YOUR QUOTATION:

Submit your response, including completed forms via BuyNet.

AWARD: Will be based on:

EACH ITEM EACH LOT

TOTAL (ALL ITEMS)

DESCRIPTION

THE COUNTY OF SAN DIEGO IS SEEKING QUOTES FROM QUALIFIED FIRMS (OFFERORS) TO PROVIDE TWO

(2) 2026 OR NEWER/UNUSED TOYOTA RAV4 PHEV OR COUNTY-APPROVED EQUIVALENT. IN ACCORDANCE

WITH THE TERMS & CONDITIONS CONTAINED WITHIN.

FOR THE PURPOSES OF THIS RFQ, “LOCAL BUSINESS” MEANS A PARTNERSHIP, CORPORATION, JOINT VENTURE, OR ANY OTHER ASSOCIATION FORMED TO CONDUCT BUSINESS, OR AN INDIVIDUAL, THAT: (I) MAINTAINS ITS INTERNATIONAL OR DOMESTIC HEADQUARTERS WITHIN THE GEOGRAPHIC BOUNDARIES OF SAN DIEGO COUNTY; OR (II) AT THE TIME THE COUNTY ISSUES THE SOLICITATION, PROVIDES OR SELLS

FROM A LOCATION WITHIN THE GEOGRAPHIC BOUNDARIES OF SAN DIEGO COUNTY THE SAME OR

SIMILAR GOODS OR SERVICES TO BE PURCHASED BY THE COUNTY. THE COUNTY’S DETERMINATION

REGARDING WHETHER AN OFFEROR QUALIFIES AS A “LOCAL BUSINESS” SHALL BE FINAL.

SEE EXHIBIT A – STATEMENT OF WORK FOR A DETAILED DESCRIPTION OF THE COUNTY’S

REQUIREMENTS.

THIS REQUEST FOR QUOTATION INCLUDES AN RFQ SUBMISSION CHECKLIST TO BE COMPLETED BY

OFFERORS.

SUBMITTALS WILL BE EVALUATED BASED UPON PRICE AND PERFORMANCE FACTORS INCLUDING THE OFFEROR’S EXPERIENCE, QUALIFICATIONS, TECHNICAL APPROACH, PHYSICAL AVAILABILITY OF

VEHICLE, VEHICLE SPECS, AND DELIVERY LEAD TIME.

COUNTY OF SAN DIEGO

REQUEST FOR QUOTATION (RFQ) 13401 – TWO (2) 2026 OR NEWER/UNUSED TOYOTA RAV4 PHEV

OR COUNTY-APPROVED EQUIVALENT

SUBMISSION CHECKLIST

SUBMISSION CHECKLIST

☐ Submit a completed and signed Offeror’s Cover Page (PC600) form

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

☐ Submit a completed and signed Representations and Certifications form (PC601)

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

☐ Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• All Offerors are encouraged to complete this form to support County data collection.

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

☐ Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see information in Terms and Conditions below)

• https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

☐ Submit a completed Pricing Schedule.

• (Page 8), TERMS AND CONDITIONS OF REQUEST FOR QUOTATION

RESPONSES: Your response is due through electronic upload to BuyNet on the specified close date and time, local San Diego time. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit by email or mail to the listed Contracting Officer, or by personal delivery to the Purchasing and Contracting front desk. Please use these methods only if unable to submit through BuyNet. If mailed or delivered, the above RFQ No. should be included on the front of the envelope.

It is the Offeror’s responsibility to submit based on the most current RFQ, addenda thereto, responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFQ-related information.

• In order to see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

Forms required to be submitted with Offeror’s Quotation are included in this RFQ or posted on the County’s web site at https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html. Posted forms may be updated from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of RFQ issuance or any later version.

This is a request for information, and quotations furnished are not offers.

QUESTIONS: Please submit questions and requests for clarification related to definition or interpretation of this RFQ in writing to the contracting officer before the Questions Due date/time listed in this RFQ. Those received after this date may not be answered at the discretion of the County.

PRICING: The County may award a contract on the basis of initial quotations. Your price(s) should be the lowest possible for the RFQ requirements. Omit Sales and Use Taxes unless otherwise specified.

The Estimated Quantities in the Pricing Schedule are provided solely for evaluation of quotations. They represent approximate anticipated use based on historical consumption. If the County’s actual requirements do not result in orders in the quantities described as “estimated” in the Schedule, that fact shall not constitute the basis for price adjustment.

EVALUATION AND AWARD. Quotations are subject to acceptance at any time within 90 days after submission due date/time, unless otherwise stipulated by the County. This RFQ is an informal negotiated procurement process. Lowest price may not always be the sole criteria for award of an RFQ. The County reserves the right to waive a variation in specification if, in the opinion of the County, such variation does not materially change the item or its performance within parameters acceptable to the County. The County reserves the right to reject any or all quotations and to accept or reject any item(s) thereon, or waive any informality in the quotation. The County reserves the right to perform a pre-award survey of the offeror to determine capability to perform, including but not limited to facilities, financial responsibility, materials/supplies, and past performance. The determination of the County as to an Offeror’s prospective ability to perform the contract shall be conclusive.

SAMPLES: Samples, at Offeror’s expense, may be required for evaluation by the County. Delivery of sample must be scheduled with contracting officer and provided within required timeline. The County shall have the right to review sample and to determine if such sample is acceptable. The County’s decision to award is contingent upon its acceptance of the products provided in the sample. During the term of the award, the County must approve any substitutions from the initial sample in writing in advance of substitution. In no event shall the supplier be permitted to increase prices on the basis of substituted item(s).

Sample, if not destroyed by tests, will, upon request, be returned at Offeror’s expense. Offeror must advise contracting officer at time of sending sample that they must be returned, provide return address and Federal Express account number.

BRAND NAME OR EQUAL: If items called for in this Request for Quotation have been identified in the schedule by a "brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products (including products of brand name manufacturer s other than the one described by the brand name) to be considered for award if such products are determined by the County to meet fully the salient characteristic requirements listed in the request.

Unless the offeror clearly indicates in the quotation that an "or equal" product is being offered, quotation shall be considered as offering the brand name product specified.

If the offeror proposes to furnish an "equal” product, the brand name, if any, of the product to be furnished shall be inserted in the space provided in the request for quotation, or such product shall be clearly identified in the quotation. The evaluation of the quotation and the determination as to equality of the product offered shall be the responsibility of the County and will be based upon the information furnished by the offeror, or identified in the quotation as well as other information reasonably available to the purchasing activity. Caution to offerors: the purchasing activity is not responsible for locating or securing any information which is not identified in the quotation and reasonably available to the purchasing activity. Accordingly, to insure that sufficient information is available, the offeror must furnish, as part of the quotation, all descriptive material (such as cuts, illustrations, drawings, or other information) necessary for the purchasing activity to (i) determine whether the product offered meets the salient characteristic requirements of the request for quotation, and (ii) establish exactly what the offeror proposes to furnish and what the County is binding itself to purchase by making an award. The information furnished may include specific references to information previously furnished or to information otherwise available to the purchasing activity.

If the offeror proposes to modify a product so as to make it conform to the requirements of the Request for Quotation, he shall (i) include in the quotation a clear description of such modifications and (ii) clearly mark any description to show the proposed modifications.

DUTY TO INQUIRE: Should the Offeror find discrepancies in or omissions from the RFQ, plans, specifications or other documents, or should the Offeror be in doubt as to their meaning, the Offeror must at once notify the Buyer, in writing. If the point in question is not clearly and fully set forth, a written addendum will be issued and emailed to Offerors.

CONFIDENTIAL/PROPRIETARY INFORMATION: If confidential/proprietary is contained within the submission:

1) It must be submitted in a separate file or document marked as EXHIBIT–CONFIDENTIAL/PROPRIETARY;

2) Responses to solicitation requirements that include the confidential/proprietary information, shall refer to the response contained within the EXHIBIT–CONFIDENTIAL/PROPRIETARY (for example: If submittal requirement #1 requires staff Social Security Numbers, the response to requirement #1 shall reflect “see response #1 contained within Exhibit-Confidential/Proprietary”); and

3) It must include a signed Nondisclosure Indemnification Agreement (PC620).

NOTE: As a Public Agency, the County of San Diego must adhere to the California Public Records Act, therefore pricing cannot be considered confidential/proprietary.

TERMS OF RESULTING CONTRACTS: Any purchase order(s) issued as a result of an RFQ will contain the County's standard Purchase Order (PO) terms and conditions and any additional terms and conditions referenced in this RFQ. The County’s PO Terms and Conditions are available at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/dpc_terms_and_conditions.pdf

Payment terms are NET 30, unless terms more favorable to the County are included in Offerors quotation. Note: qualified Small-Local Businesses may be eligible for more advantageous payment terms including NET15, in accordance with Board Policy B-53 Small-Local Business Policy (SLBP).

AVAILABILITY OF FUNDING: The County's obligation for payment of any contract beyond the current fiscal year end is contingent upon the availability of funding from which payment can be made. No legal liability on the part of the County shall arise for payment beyond June 30 of the calendar year unless funds are made available for such performance.

CALIFORNIA REVENUE AND TAXATION CODE SECTION 18662: In compliance with California Revenue and Taxation code section 18662, if you are a non resident of California (out-of-state invoices) who receives California source income, the County will pay California Use Tax directly to the State of California per permit no. SR FH 25-632384. Fifteen

(15) business days prior to the first payment, new suppliers or suppliers with expired forms or forms with incorrect information, must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

Under certain circumstances you may be eligible for reduced or waived nonresident withholding. If you have already received a waiver or a reduced withholding response from the State of California and the response is still valid, submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments.

Refer to the Franchise Tax Board websites (listed below) for tax forms and information on nonresident withholding, including waivers or reductions. The County will not give you any tax advice. It is recommended you speak with your tax adviser and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

STATEMENT OF WORK

1. BASE VEHICLE

1.1. Two (2) 2026 or Newer/Unused Toyota RAV4 PHEV’s

1.2. Exterior Color: Oxford White

1.3. Electric/AWD Powertrain

1.4. Interior Color: Black

1.5. 3 keys/fobs total for remote keyless entry

1.6. Cruise Control

1.7. Power locks

1.8. Power mirrors with blind spot indicators on mirrors

1.9. Back-up camera with proximity alert

1.10. All-weather floor mats include rear cargo area, and second row folding seat mats.

2. OTHER REQUIREMENTS AND DELIVERY

2.1. Contractor shall register the vehicles in CA. Exempt with the Department of Motor Vehicles and provide a temporary license plate as per California law. DMV registration shall be made out to:

County of San Diego 5560 Overland Ave. Suite 410 San Diego, CA. 92123

2.2. Contractor shall provide updates to their Fleet Services Acquisitions Team with a status update 30, 60, 90, and 120 days after reception of the purchase order.

2.3. Price shall be honored throughout the duration of the executed contract.

2.4. Contractor agrees that a vehicle or equipment warranty shall not start until vehicle or equipment is assigned for use by a

County of San Diego Department. Contractor shall not start the warranty of the vehicle or equipment upon delivery of the vehicle, but upon confirmation of the assignment of vehicles or equipment. The County shall provide Contractor notification to start warranty on the vehicle once the vehicle is assigned.

2.5. If Contractors have any questions, comments, or concerns with the fulfillment of a PO, please reach out to the Fleet general inbox: DGSFleetAcquisitions@sdcounty.ca.gov.

3. DELIVERY

3.1. Delivery of purchased vehicle must occur no later than 120 days after receipt of purchase order.

3.2. Contractor shall provide an actual delivery date within 30 days of the execution of the purchase order. Failure to provide accurate delivery dates within 30 days, may result in termination of this purchase order.

3.3. Contractor must provide at least a 48 Hour notice to the Fleet Services Analyst Team member on the original purchase order and delivery must occur Monday-Friday between 8am-3pm. Without this 48-hour notice, Fleet Services has the right to reject the delivery of the vehicle. In some instances, an alternate delivery location may be required to accommodate oversized equipment with no additional fee.

3.4. Contractor must notify the Fleet Services Contract and Lead Time Analyst if they anticipate a vehicle delivery will go over 15 calendar days past the contracted lead time. One email must be sent to the Fleet Services Acquisitions inbox to request for a one-time lead time extension. This email must include the following to be considered for an extension of the lead time:

PO Number, justification for the delays in the lead time delays, a mitigation plan to remedy the issue of acquiring a vehicle, a new lead time, and an estimated date for delivery. The email to request an extension is:

DGSFleetAcquisitions@sdcounty.ca.gov.

3.5. Contractor must provide all equipment necessary to drop off vehicles or parts to Fleet Services. This includes the delivery of vehicles and any specialized equipment to any of Fleet Services Garages. Contractor must provide all work and equipment needed to transfer the ordered part from the transport vehicle to the Fleet Services desired location for storage. Equipment that is dropped off must be left in a location that is approved by a Fleet Services Team Leader or shop supervisor.

3.6. All additional outfitting on the contract must be completed and installed on the vehicle prior to delivery. The vehicle must also come with all of the keys required on the Purchase Order. If any outfitting, keys, or other materials on the original order are missing, the County of San Diego may not be able to accept the vehicle upon delivery.

3.7. Vehicles must be fully functional, new, and have no errors messages on the dashboard when vehicle and title is handed over to the County of San Diego. All vehicles handed over to the County of San Diego with any defects related to the functionality of the vehicle, must be mitigated by the Contractor within 14 calendar days of the identification of the defect.

This includes but is not limited to: Vehicle warning indicators on, issues with the vehicle dashboard, defects in the exterior not originally identified by the Contractor, issues that occur after outfitting the vehicle, etc. Contractor will be responsible for the full costs of the repairs of the vehicle and must hand over the vehicle within 14 calendar days.

3.8. Gas or diesel vehicles delivered to the County of San Diego must arrive with a full tank of fuel (90% fueled or above) and EVs must arrive fully charged (80% charge or above). Any vehicle that is handed over to the County of San Diego that do not meet these standards, are subject to not be accepted at vehicle handoff.

3.9. Contractor must deliver vehicles with no third-party GPS added to any County of San Diego Purchase Order vehicle or equipment. Any units with GPS installed may not be able to be accepted and will not fulfill obligations for the fulfillment of a County PO. When a GPS is found in a vehicle, the Contractor must remove the GPS within 3 calendar days.

3.10. Contractors must provide all applicable vehicle DMV documentation at the time of delivery. With proper justification, the Contractor may get a Fleet Service Technicians approval to send the documents within 24 hours of vehicle delivery. This includes temporary paper license plates, registration, and any additional DMV documents required.

3.11. Contractor must provide the Manufacturer Statement of Origin (MSO) or Manufacturer Certificate of Origin (MCO) for vehicles and equipment manufactured outside the state of California within 7 days of vehicle delivery. If a Contractor is unable to guarantee the delivery of these documents within this timeframe, proper justification must be provided to the Fleet Services Technician assigned to the delivery of the order.

3.12. Contractor is responsible for any damages to items prior to Fleet Services acceptance of the item.

3.13. Delivery location unless stated otherwise is:

County of San Diego, DGS Fleet Services 5610 Overland Ave San Diego, CA 92123

4. INVOICE INFORMATION:

4.1. All invoices and monthly statements shall be submitted by email to DGSfleetinvoices@sdcounty.ca.gov

4.2. All invoices must include the following information:

4.2.1. Business Contact Person

4.2.2. Business Name, Location, and Address

4.2.3. Quote Number

4.2.4. Purchase order number

4.2.5. Manufacturer Vehicle Identification Number (VIN)

4.2.6. Vehicle year, make, and model.

4.2.7. Vehicle mileage at time of handoff to the County of San Diego

4.2.8. Quantity, Description, Unit Price and Extended Price must match purchase order

4.2.9. County of San Diego Fleet drop-off location service facility, address, and telephone number.

4.2.10. Invoices must be submitted individually via email

EXHBIT C - PRICING SCHEDULE

Item Description Taxable Estimated Quantity

Unit of Measure

Unit Price Extended Price

2026 or Newer/Unused Toyota RAV4 PHEV or County-Approved Equivalent Yes 2 Each $ $

3 keys/fobs total for remote keyless entry, per vehicle Yes 2 Each $ $

3 Tire Fee No 10 Each $1.75 $

4 CA DMV Electronic Vehicle Registration No 2 Each $37.00 $

5 Document Processing Fee Yes 2 Each $85.00 $

Total Price $

PRICING MUST INCLUDE SHIPPING AND ANY ADDITIONAL FEES.

DO NOT INCLUDE SALES TAX WITH PRICING.

DEPARTMENT REQUESTED LEAD TIME: 60

QUOTED LEAD TIME (DAYS)*: _____________________

*Lead time is the number of calendar days from when a Purchase Order is issued, or contract is fully executed to when a Contractor proposes the physical delivery of a vehicle and title to the County of San Diego.

QUOTED VEHICLE IS IN PHYSICAL STOCK FOR IMMEDIATE DELIVERY?

YES: ______ OR NO: _______

If yes, provide quantity of physical stock available for immediate delivery: ___________

Where is available stock located? ____________

QUOTED VEHICLE IS SUBJECT TO ORDER PLACEMENT WITH MANUFACTURER?

YES: ______ OR NO: _______

IF YES, ESTIMATED MANUFACTURER CONFIRMATION DATE: __________________

CONFIRMATION OF DELIVERY: Offeror commits, at no additional cost to the county, to provide a newer year model or added value/premium existing year model in the event the proposed lead time is not fulfilled after the issuance of a county purchase order or contract.

YES: _____ OR NO: ______