RFQ194411_-Rivian_R1S_Upfitting_packet.pdf

The City of Palo Alto, Purchasing and Contract Administration, on behalf of the Public Works Department, Equipment Management Division, requests a quotation for:

Rivian R1S Vehicle Upfitting

REQUEST FOR QUOTATION (RFQ) NUMBER 194411

RFQ DUE DATE: TUESDAY, APRIL 29, 2025, 3:00 P.M.

Table of Contents:

SECTION I Cover Page Terms and Conditions and Bidder Required Information (including submittal instructions) *

SECTION II Purchase Order Terms and Conditions – Goods and Services

SECTION III Specifications and Bidder’s Bid Pages*

General Requirements, Scope of Work

*Complete, sign and submit forms as instructed in the RFQ. Failure to complete and/or submit these forms may cause rejection of your Bid.

CITY OF PALO ALTO

PURCHASING AND CONTRACT ADMINISTRATION

650-329-2271

RFQ194411- SECTION I

City of Palo Alto Request for Quotation (RFQ194411)

Terms & Conditions

April 10, 2025

In response to this Request for Quotation (RFQ), the submitter, as Bidder, declares that the only persons or parties interested in this Bid as principals are those named herein; that this Bid is made without collusion with any other person, firm or corporation; that the Bidder has carefully examined the specifications herein referred to; and the Bidder proposes and agrees, if this Bid is accepted, that the Bidder will contract with the City of Palo Alto (City), to provide all necessary materials, and furnish the specified requirements in this RFQ, in the manner herein prescribed and at the prices stated in the Bid.

Senior Buyer Saira Cardoza Saira.cardoza@cityofpaloalto.org 650-329-2327

Specifications The specifications or scope of work included have been prepared to describe the standard quality, performance, and other characteristics needed to meet city requirements. The city will accept alternate proposals of a designed material, product, thing, service, “or equal”, and will determine if such alternate proposals are satisfactory in meeting a mandatory requirement or specification and if the proposed alternate meets the intent of the original mandatory requirement.

Term of Agreement City intends to issue a Services Agreement for Upfitting Services of a 2025 Rivian R1S; Vendor must be an authorized Rivian preferred upfit partner and an upfitter authorized by Rivian to provide Isolated Onboard Auxiliary Power and Ballistic Panels. Contractor shall provide all labor, materials, equipment, transportation and disposal required for the delivery of services indicated in the specifications/scope outlined in this RFQ. Quantities specified in the Bidder Bid Pages are approximate and shall be used for bidding purposes.

The term of the contract shall be effective on the date of award and continue through the project duration, unless terminated earlier by City. The contract to be awarded from this RFQ is subject to:

Firm price for the initial term of the pricing agreement;

City of Palo Alto City Council’s annual approval of each current year’s budget and appropriation of funds;

The Vendor’s compliance with the terms and conditions as established by this RFQ;

The Vendor’s satisfactory performance, and timely compliance with the requirements of this RFQ; and

Notwithstanding the foregoing, City may terminate the agreement, with or without cause, by providing ten (10) days written notice.

Contract Award The contract, if awarded, shall be awarded to the lowest responsive and responsible bidder. The City reserves the right to award more than one contract from this solicitation. City will award a not-to-exceed amount based on the needs of and prices quoted.

Pursuant to Palo Alto Municipal Code Section 2.30.440, a responsible bidder is a bidder determined by the awarding authority:

(1) To have the ability, capacity, experience and skill to perform the work, or provide the goods and/or services in accordance with the bid specifications;

(2) To have the ability to perform the contract within the time specified;

(3) To have the equipment, facilities and resources of such capacity and location and location to enable the bidder to perform the contract;

(4) To have the ability to provide, as required, future maintenance, repair, parts and service for the use of goods purchased;

(5) To have a record of satisfactory or better performance under prior contracts with the city or others;

and

(6) To have complied with applicable laws, regulations, policies (including city council policies), guidelines and orders governing prior or existing contracts performed by the bidder.

Project Schedule:

It is anticipated that Work on the Project will be required to commence on or before May 19, 2025.

Nothing in this provision is intended to bind the City to require commencement of the Work by the preceding time.

F.O.B. Point Prices shall be F.O.B. Palo Alto, Freight Prepaid. Price shall include all applicable transportation and delivery charges. See Bid Schedule for delivery point.

Submittal of Documents Bids shall be submitted electronically through the City’s electronic procurement system (OpenGov) at:

Bid Opportunities – City of Palo Alto, CA

Proposals must be received by no later than 3:00 p.m. on Tuesday, April 29, 2025.

The e-procurement system will not accept any proposals after the specified close time.

https://www.cityofpaloalto.org/Departments/Administrative-Services/Bid-Opportunities

Addenda/Clarifications

Should discrepancies or omissions be found in this RFQ or should there be a need to clarify this RFQ, questions or comments regarding this RFQ must be emailed and received by the City no later than 1:00 p.m., Tuesday, April 22, 2025.

Correspondence shall be communicated through the City’s e-procurement system Q&A tab. Responses from the City will be communicated through the City’s e-procurement system to all recipients of this RFQ via addendum. Inquiries received after the date and time stated may not be accepted. All addenda shall become a part of this RFQ and shall be acknowledged on the Proposer’s submittal.

The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives.

Delivery Requirements When delivery time is requested in the quote or bid documents, time shall be of the essence; therefore, the quote or bid shall include the delivery date. In some instances, the City may specify only a maximum number of days for delivery and will use this delivery date as part the criteria to determine the award.

The contract order to be awarded is for a specific quantity purchased at one time.

Decision to Reject The City reserves the right to reject any or all quotations, to waive any informalities contained therein, and to select quotations on an item-by-item basis. The City reserves the right to award more than one contract from this solicitation. No quotation may be withdrawn for a period of sixty (60) days following the date of bid opening. The terms and conditions (the provisions) that shall govern any resulting agreement between City and the Lowest Responsible Bidder are contained in this RFQ. No charges of any kind will be allowed unless specifically made part of your quotation and are specified in your response.

RIGHTS OF THE CITY OF PALO ALTO

This RFQ does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of quotation or in anticipation of a contract.

Exceptions To the specifications or requirements issued must be itemized and justified in writing and included with proposals or quotations submitted.

Documentation Manuals, when applicable, shall be furnished by the Vendor with the shipment or under separate cover.

Taxes Quotations shall include all applicable federal, state and local taxes, import duties, commissions or other charges.

RFQ194411

SECTION 1- BIDDER INFORMATION

Provide the information requested below or indicate “not applicable”, if appropriate:

A. Name and Address of Bidder (Company)

Remit to (If Different from Above):

Telephone Number: _____________________

Facsimile number: _______________________

E-Mail: ________________________________

Website: _______________________________

B. Bidder is a:

□ California Corporation

□ Corporation organized under the laws of the State of __________________________, with head offices located at _______________________________________________, and offices in California at ________________________________________________.

□ Limited Liability Company

List name of managing member(s):

□ Sole Proprietorship _____________________________________________

□ Partnership

□ Limited Liability Partnership

List names of general partners; state which partner or partners are managing partner(s)

□ Other (attach Addendum with explanatory details)

C. Have you (or your firm) previously worked for the City of Palo Alto? ____ Yes, or ____ No (if “Yes”, list above, or if necessary, provide information on additional sheets).

D. Contractor’s license, number/type (if required) and DIR Registration

Number______________________________________________________________

Sub Contractor’s license, number/type (if required) and DIR Registration

Number and DIR Registration No.___________________________________________

Number and DIR Registration No.___________________________________________

Number and DIR Registration No.___________________________________________

Please note: If the City is unable to confirm that the bidder/contractor’s DIR registration is current, the City must disqualify the bidder (and the bid will be returned unopened), as required by Labor Code section 1725.5.”

E. The Bidder represents that it has not retained a person to solicit or secure a City contract (upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee) except for retention of bona fide employee or bona fide established commercial selling agencies for the purpose of securing business.

F. During the Quotation process there may be changes to the Quotation documents, which would require an issuance of an addendum or addenda. City disclaims any and all liability for loss, or damage to any Bidder who does not receive any addendum issued by City in connection with this RFQ. Any Bidder in submitting a Quotation is deemed to waive any and all claims and demands Bidder may have against City on account of the failure of delivery of any such addendum to Bidder. Any and all addenda issued by City shall be deemed included in this RFQ, and the provisions and instructions therein contained shall be incorporated to any Quotation submitted by Bidder.

To assure that all Bidders have received each addendum, the following acknowledgment and sign-off is required. Failure to acknowledge receipt of addendum/addenda may be considered an irregularity in the Bid:

Addendum number(s) received: 1; 2; 3; 4; 5; 6; 7; 8; 9

Or, _____ _____No Addendum/Addenda Were Received (check and initial).

G. The firm and individuals listed below, certify that: they do not and in the performance of this contract they will not discriminate in employment of any person because of race, skin color, gender, age, religion, disability, national origin, ancestry, sexual orientation, housing status, marital status, familial status, weight or height of such person; and further certify that they are in compliance with all Federal, State and local directives and executive orders regarding nondiscrimination in employment

Signature must be the same signature as appears in Bidder Bid Pages:

Officer*

(Signature)

(Printed name of signatory)

(Title of signatory)

Or, The undersigned certifies that the Bidder is not a corporation, and is not subject to the requirements of California Corporations code, and hereby agrees to, and accepts the terms and conditions of this RFQ.

(Signature) (Printed name of signatory) (Title of signatory)

BIDDER (COMPANY): _____________________________________________________ DATE: ______________ (Fill in name on each page) (Date on Each Page)

SECTION III BIDDER BID PAGES

City of Palo Alto - RFQ194411

Bidder’s Response and Acceptance In response to this Request for Quotations (RFQ), the undersigned, as Bidder, declares that the only persons or parties interested in this Bid as principals are those named herein; that this Bid is made without collusion with any other person, firm or corporation; that the Bidder has carefully examined the specifications herein referred to; and the Bidder proposes and agrees, if this Bid is accepted, that the Bidder will contract with the City of Palo Alto (City), to provide all necessary materials, and furnish the specified requirements in this RFQ, in the manner herein prescribed and at the prices stated.

Project Title: Rivian R1S Vehicle Upfitting

Request for Quotations (RFQ) number 194411

Quotation Due Date: 3:00 P.M., Tuesday, April 29, 2025

*Vendor must be an authorized Rivian preferred upfit partner and an upfitter authorized by Rivian to provide Isolated Onboard Auxiliary Power and Ballistic Panels.

Provide all labor, equipment, material, transportation and applicable taxes, profit, insurance, bonds and other overhead to perform the Services in accordance with the Scope of Services, herein.

ITEM

QTY.

UNIT

DESCRIPTION

TOTAL PRICE

LS

Outfitting services of a 2025 Rivian R1S “Watch Commander”

(Per the attached specifications)

9.13% Sales Tax $

Total, items 01 through 02.

(Total in words: __________________________________________________________________________________)

LOWEST RESPONSIBLE BIDDER:

The lowest bid shall be the lowest total of the bid prices on the base contract. This total is being used for the purpose of determining the lowest responsible bidder.

QUANTITIES: Material quantities as specified are approximate and no guarantee is implied that the exact amount will be purchased.

PAYMENT TERMS: City of Palo Alto’s Payment terms for this contract will be: N30

Signature must be the same as signature (s) in Section I – Request for Quotation and Bidder Required Information.

Signature:

(Signature)

(Print name)

Palo Alto Police Department “Watch Commander” Rivian R1S Build –

Scope of Work

*Vendor must be an authorized Rivian preferred upfit partner and an upfitter authorized by Rivian to provide Isolated Onboard Auxiliary Power and Ballistic Panels.

Install:

Lighting / Siren System

Supply (as indicated) and install Whelen lighting and siren system, as follows:

• Legacy 48” lightbar with custom mounting bracket, color mapped to PAPD specs (Provided by the Palo Alto Police Department)

• 4x Ion T-Series Solo pushbar lights, 2x red / 2x blue

• 2x Ion Duo side cargo window lights, red/blue

• 2x Ion Solo hatch window lights, 1x red / 1x blue

• 2x Ion T-Series Solo hatch license plate lights, 1x red / 1x blue

• 2x Mini-T Solo open hatch lights auto-on with override switch, 1x red / 1x blue

• Single 100w siren speaker with bracket (Provided by the Palo Alto Police Department)

• Whelen Cencom Core with CCTL6 switch panel (Provided by the Palo Alto Police Department)

• Magnetic Mic clip

Radio

Palo Alto Police Department to provide radio. Wire and install a Harris radio and tri-band antenna. Prewire between the faceplate and the base unit mounting location for a future upgrade to Motorola APX8500. The antenna will be reused for APX8500. Include Magnetic Mic clip.

LensLock

Palo Alto Police Department to provide LensLock system. Install LensLock system including MDVR, 4 cameras, Cradlepoint, GPS/Wifi antenna, 5g antenna, LTE/Wifi antenna, and trigger points from light system, brakes, Bluetooth, and a manual switch.

Power System

Build and install the EV Sportline auxiliary power system to enable the systems above. System designed assuming 12hr shifts with alternating periods of 2hrs at a scene (full lights and 30min of siren) and 2hrs with lights/siren off. Overnight charging of auxiliary power system may be needed via included 120v charger or by leaving the Rivian 12v power system on overnight. Battery monitor included to show state-of-charge.

Center Console

Purchase and install a Gamber Johnson center console including swing arm laptop mount, armrest, and cup holder. Install Havis computer docking station and 120v laptop power supply, both will be provided by Palo Alto Police Department, which will be connected to the Rivian onboard 120v system. Install Setina gun rack supplied by the Palo Alto Police Department.

Push Bar

Purchase and install Gamber Johnson front pushbar.

Ballistic Armor

Install Patrol EV NIJ IIIa rated automotive ballistic protection panels in two front doors