RFQ Specifications.docx

REQUEST FOR QUOTATION

Passenger Vans WSH2500000001

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Office of Shared Administration (OSA) Purchasing Division is soliciting bids for the Department of Health Facilities (DHF), William R. Sharpe, Jr. Hospital for the one-time purchase of five (5) 2025 Ford Transit Passenger Vans or equal.

NOTE: The contract awarded as a result of this solicitation may be funded in whole or in part with Federal Funds and thus this solicitation and its resulting awarded contract are subject to the requirements of the attached Federal Funds Addendum.

NOTE: The WVDHHR has developed an EEOP Utilization Report and it is available at:

https://dhhr.wv.gov/office-of-drug-control-policy/news/Documents/EEO%20Uitlization%20Report%20Completed%20Form%201-29-21-final-PDF%20review%20for%20approval%20to%20submit%20%283%29.pdf

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Item” means Ford Transit Passenger Van or equal as more fully described by these specifications.

2.2 “Pricing Page” means the pages, contained in wvOASIS or attached as Exhibit A, upon which Vendor should list its proposed price for the Contract Items.

2.3 “RFQ” means the official RFQ published by OSA Purchasing and identified as WSH2500000001.

3. GENERAL REQUIREMENTS:

3.1 Mandatory Contract Item Requirements: Contract Item must meet or exceed the mandatory requirements listed below.

3.1.1 Ford Transit Passenger Van or equal (Quantity of 5)

3.1.1.1 Must be a new 2025 model.

3.1.1.2 Must have a body style X9C or equal

3.1.1.3 Must have a minimum total seating capacity of fifteen (15) passengers (including the driver)

3.1.1.4 Must be All-Wheel Drive (AWD)

3.1.1.5 Must be XLT trim package or equal

3.1.1.6 Must have a minimum of five (5) doors: 1 left front, 1 right front, 1 passenger side mid body, and 2 back doors.

3.1.1.7 Must have 285 degree rear doors

3.1.1.8 Must have medium high roof

3.1.1.9 Must have a minimum 148" interior wheel base.

3.1.1.10 Must have a 6-cylinder gasoline engine.

3.1.1.11 Must have a 10-speed automatic transmission with overdrive or equal

3.1.1.12 Must have a lane keeping system or equal

3.1.1.13 Must have reverse sensing or equal

3.1.1.14 Must have blind spot assist or equal

3.1.1.15 Must have high resolution backup digital camera

3.1.1.16 Must have halogen headlamps or equal

3.1.1.17 Must have fog lamps

3.1.1.18 Must have wiper activated headlamps

3.1.1.19 Must have large center console

3.1.1.20 Must have B Pillar Assist Handle (passenger side)

3.1.1.21 Must have Front and Rear Aux A/C & Heater (front controlled)

3.1.1.22 Must have Full Rear Compartment Lighting

3.1.1.23 Must have Sync4 AM/FM with 12” Screen or equal

3.1.1.24 Must have Bluetooth

3.1.1.25 Must have Connected Navigation

3.1.1.26 Must have Front & Rear Vinyl Flooring (including wheel cover liners)

3.1.1.27 Each of the five (5) vehicles must be a different color

4. CONTRACT AWARD:

4.1 Contract Award: The Contract is intended to provide Agencies with a purchase price for the Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest Grand Total as shown on the Pricing Pages.

4.2 Pricing Page: Vendor should complete the Pricing Page by completed the unit price and multiplying the unit price by 5 to obtain the Amount and Grand Total. Vendor should complete the Pricing Page in full as failure to complete the Pricing Page in its entirety may result in Vendor’s bid being disqualified.

Vendor should type or electronically enter the information into the Pricing Page to prevent errors in the evaluation.

5. PAYMENT:

5.1 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

6. DELIVERY AND RETURN:

6.1 Shipment and Delivery: Vendor shall ship the Contract Items immediately after being awarded this Contract and receiving a purchase order. Vendor shall deliver the Contract Items within one-hundred-twenty (120) business days after receiving a purchase order. Contract Items must be delivered to William R. Sharpe, Jr. Hospital at 936 Sharpe Hospital Road, Weston, WV 26452.

6.2 Late Delivery: The Agency placing the order under this Contract must be notified in writing if the shipment of the Contract Items will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the Contract, and/or obtaining the Contract Items from a third party.

Any Agency seeking to obtain the Contract Items from a third party under this provision must first obtain approval of the Purchasing Division.

6.3 Delivery Payment/Risk of Loss: Vendor shall deliver the Contract Items F.O.B. destination to the Agency’s location.

6.4 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

6.5 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

7 VENDOR DEFAULT:

7.1 The following shall be considered a vendor default under this Contract.

7.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

7.1.2 Failure to comply with other specifications and requirements contained herein.

7.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

7.1.4 Failure to remedy deficient performance upon request.

7.2 The following remedies shall be available to Agency upon default.

7.2.1 Immediate cancellation of the Contract.

7.2.2 Immediate cancellation of one or more release orders issued under this Contract.

7.2.3 Any other remedies available in law or equity.

Revised 10/27/2014