RFQQ #184014 - Detroit Supply Schedule for Light Duty Fleet.docx

City of Detroit

Request for Qualifications #184014 (Light Duty Vehicle Purchases, Leases and/or Ancillary Services) for the

Detroit Supply Schedule #6

Introduction

The Detroit Supply Schedule Program establishes a list of pre-qualified vendors to provide Light Duty Fleet, and/or Ancillary Services. The purpose of this Light Duty Fleet Request for Qualifications (RFQQ) Application is to enable the City of Detroit to meet demands for various automotive makes and models and ancillary services related to Light Duty Fleet. The Citywide Light Duty Fleet contracts, which include various light duty vehicles and upfitting services, will not be part of this application process until such contracts expire (upfitting service contracts – expire 5/1/24 and 4/16/25; and light duty vehicle contracts - expire 7/16/26). However, all other light duty vehicles are included.

This is an open (available to all) RFQQ application. All potential businesses are eligible to participate.

Approved Detroit Supply Schedule Supplier List

Firms deemed to be qualified to provide the services specified in this Request for Qualifications (RFQQ) will be placed on a list of pre-approved suppliers which will be submitted to the Detroit City Council for approval. From the list of approved suppliers, the City shall solicit bids to provide Light Duty Fleet and/or Ancillary Services. Acceptance as an approved Detroit Supply Schedule Supplier is not a guarantee of business. Suppliers will compete thru the solicitation process for business.

Pre-Qualifications are valid until November 30, 2028. Receipt of applications will end 90 days prior to the expiration date of November 30, 2028 via the City of Detroit Oracle Supplier Portal system.

Minimum Qualifications

1. Three (3) years of experience in providing Light Duty Vehicles and/or Ancillary Services similar to the attached specifications.

2. Authorized by the State of Michigan to conduct business.

3. Must have a Michigan Auto Dealers License.

4. Must be a manufacturer authorized sale and service facility or class “A” license dealer.

5. Financial capacity to conduct business as demonstrated through certified financial statements (see page 6 for details).

Selection Criteria A City designated evaluation committee will evaluate each response to determine if they can meet the requirements of the Scope of Work, minimum qualifications, performance, quality control and experience. Those who met these criteria will be forwarded to the Detroit City Council for approval.

Once approved by the Detroit City Council, Detroit Supply Schedule Suppliers will bid on opportunities issued by the City of Detroit Office of Contracting and Procurement. Awards will be made based upon the criteria set forth in the solicitation documents, including the Scope of Work and other required documents. Please note that the Scope of Work may be revised during the application period and /or your duration as an approved Supply Schedule Supplier. Approved Detroit Supply Schedule Suppliers must adhere to all revisions to the Scope of Work. The quality of goods and services provided after being awarded a project may impact the potential for receiving future assignments if the performance is deemed unsatisfactory.

The following factors will be considered when making a recommendation for award as a Detroit Supply Schedule Supplier:

Factor 1 : Experience - The number of years of experience in providing the vehicles and services described under this Schedule. A minimum of three (3) years’ experience is required.

Factor 2: Past Performance – The proposal must provide comprehensive details about three (3) pertinent contracts completed within the last three (3) years. These contracts should showcase the applicant’s experience and competence in successfully executing the required effort, and the following information must be included:

a. Description of the project

b. Name of the organization where the work was performed

c. Contact information for the primary representative at the organization where the work was carried out including their name, address, phone number, and email address.

d. Project status – If completed provide the start and end date. If in process – provide the anticipated completion date.

e.

Factor 3: Quality Control – The proposal shall provide a narrative which addresses the following:

a. Identification of individuals responsible for ensuring quality control.

b. How potential problems and solutions are handled.

c. Procedures for ensuring quality performance when responding to and meeting urgent requirements.

d. How quality control will be managed when performing multiple tasks/projects/contracts.

Submission Requirements and Instructions

All questions regarding the RFQQ shall be submitted through the City of Detroit Supplier Portal System message board (Oracle). Applicants shall provide notice to take exception to any requirements of the application. Such exceptions may reflect negatively on the evaluation of the application.

Proposals submittal must be signed by an officer or representative of the company who is authorized to bind the company to an agreement with the City of Detroit.

Proposals submitted by partnership or joint venture must list the full names and addresses of all parties and the agreement.

Proposals submittal received become the property of the City. The City of Detroit is not responsible for any costs associated with the preparation or submission of proposals. Responses will not be available for review. All firms submitting proposals will be notified of the City’s recommendation. Failure to submit a complete application may result in the rejection of the proposal.

The City may make changes to the requirements of this RFQQ as deemed necessary. Such changes will be in writing, issued through the Office of Contracting and Procurement and will be sent to each firm who is on record as having received a copy of the RFQQ via Oracle.

All proposals must be submitted through the City of Detroit Oracle Supplier Portal system. Each Applicant is responsible for ensuring that its proposal application is received by the City on a timely basis. Faxed or mailed applications will not be accepted.

Applicants should be aware that the Chief Procurement Officer is increasing the utilization of electronic communication for the exchange of information and business documents. Whenever possible, all documents, including but not limited to Request for Qualifications, Responses to Questions, Requests for Clarifications, and the submission of Proposals and Supply Schedule contracts, will require the signature of an authorized company officer or representative to bind the company to an agreement.

Application Requirements, Documents and Forms

All applicants are expected to include the following documents as part of their proposal submission, and these documents must be completed and uploaded directly through the Supplier Portal.

Please submit documents in the following order:

(1) Cover Page – Name of Organization, RFQQ number and brief narrative of organization.

(2) Attachment A – Respondent Questionnaire complete and include all required items stated on form.

(3) Attachment B – Respondent Introduction and Overview.

(4) Attachment D – Forms, Affidavits & Documentation

(5) Detroit Business Certification* – Certificate from the City of Detroit Civil Rights and Inclusion Office (CRIO) issued Detroit Business Certification (i.e. Detroit Based Business) if applicable.

(6) Non-Collusion Affidavit (see attachment in RFQQ)

(7) Disclosure of Interests (see attachment in RFQQ)

If your organization is interested in becoming a Detroit certified business, please contact:

City of Detroit Civil Rights, Inclusion and Opportunity Department (CRIO)

Telephone: (313) 224-4950

Applicants must provide financial statements for the previous three-year period (audited, if available). At a minimum, each financial statement must consist of a balance sheet, income statement and profit and loss statement. The Chief Procurement Officer will use this information to determine financial responsibility. Provide an explanation for any negative financial information disclosed, including negative equity or income. Applicants may be required to provide letters of credit or other documentation to demonstrate that adequate financial resources are available. In accordance with the Detroit City Ordinance section 17-5-1, contracts will only be awarded to responsible prospective contractors. To be determined responsible, an offeror must have adequate financial resources to perform the contract or the ability to obtain them.

Exhibit A

SCOPE OF WORK

The City of Detroit Office of Contracting and Procurement (OCP) requests proposals from qualified firms to provide fully configured fleet vehicles. This will include vehicle leasing, vehicle purchases, warrantees and ancillary services (which include but are not limited to upfitting) for approximately (1,900) light duty vehicles. The City has created (23) Vehicle Standards which will guide the bidding and selection process. Vehicle Standards are summarized and explicated in the sample “[Technical Specifications” (Exhibit B) - do not complete and/or submit].

The City has created a Vehicle Reinvestment Plan under which it will make major investments in the City’s fleet, in an effort to significantly reduce total cost of ownership and optimize unit availability.

OUTRIGHT VEHICLE PURCHASE AND/OR VEHICLE LEASES

The Vehicle Reinvestment Plan projects regular replacement of the entire City’s fleet and assumes a five to seven-year life on all light duty vehicles, resulting in a complete replacement of the City’s light duty fleet during the life of this agreement. The table below is summary of the vehicle standards:

All pre-delivery vehicle servicing will be performed in accordance with accepted new car delivery preparation standards. Where applicable, each vehicle shall be equipped with all legal devices required for highway operation and meet all Department of Transportation, State of Michigan, and Federal standards and requirements.

WARRANTY AND ANCILLARY VEHICLE SERVICES

Proposers are expected to submit proposals that address all portions of this section. If a proposer is unable to satisfy any element of this section but chooses to submit a proposal anyway, it must clearly identify the element it is unable to satisfy and the reason. Substantial deviations from the minimum requirements of this Scope of Work may cause disqualification from further consideration at the discretion of the City.

PROJECT MANAGEMENT

The Vendor shall offer and assist in the planning of the City’s annual buys under this contract. That may include such tasks as project management in regard to the upfitting , scheduling and staging of deliveries to the City. After-market upfitting will include (but are not limited to) the options listed below:

Public Safety Upfitting as defined in “[Public Safety Upfitting Technical Specs” (Exhibit C) - do not complete and/or submit] which included Police/ Fire lights, sirens, and in-vehicle IT

DEALERSHIP SERVICE LOCATIONS

Vehicle warranty will be bumper to bumper for a minimum of 3 years or 36,000 miles. Coverage and terms should be specified by City Vehicle Types. The proposer is asked to propose extended warranty terms in addition to this base, and to propose warranty service workflows such as dealer service locations, scheduling of repairs, and unit delivery. The City values proximity of dealership services.

DEALERSHIP SCHEDULING

Maintenance and repair activities should interfere minimally with the operator’s normally required work schedule. Therefore, activities should be scheduled at times mutually agreed upon by the Vendor and the City. The designated City Representative, and the vehicle and equipment operators will be responsible for keeping scheduled appointments for service. Vendors are asked to include in their Proposals policies regarding appointments missed by the vehicle operators. The Vendor should indicate how jobs and work orders completed will be incorporated into a tracking database, and become a permanent record for that vehicle’s service history. The City will reserve the right to request repairs at third party shops in the event of excessive downtime.

WARRANTY AND RECALLS

The Vendor shall administer all warranties for both the vehicles and parts, associated with vehicles purchased. The City will not be charged for such work.

The Vendor shall generate a report for the City, to include a listing of vehicle warranty repair requests not completed, and repair activity completed. The Vendor shall provide Warranty repair and maintenance costs for the month, and discovery or indication of abuse by the vehicle user in excess of normal wear and tear.

Minimum requirements for reporting and record keeping will be in effect for the term of the contract. Vendors are asked to submit, as part of their Proposals to the City, any additional reporting methodologies they would recommend acting in the best interest of the City and the management/maintenance of the fleet.

LEASE OPTIONS

The City currently operates approximately (300) 48-month capital lease vehicles, with the option to purchase at the end of the term. In this bid, the City will strongly consider lease options to replace these vehicles. Lease vehicles were strategically chosen for “common-use” vehicle standards, which could easily be re-purposed or removed from the fleet, through a capital leasing system. The City has identified the below vehicles standards for which lease options will be considered. See table below.

TECHNICAL RECORDS

The Vendor shall maintain, and shall make available to the City General Services Department, a complete file of service manuals, service bulletins, lubrication charts and other information needed to properly service and repair each of the fleet Vehicle Types. These files shall be made available in a mutually convenient manner. The Vendor should also propose any additional training-related materials and methods that might help the City vehicle technician performance.

The City is also interested in proposals for ways in which in-vehicle technology can be used to assist in the centralized management and maintenance of the fleet. The fleet management software utilized by the City is AssetWorks FleetFocus.

*Note: Scope of Work is subject to revision for the duration of acceptance in the Detroit Supply Schedule program. Please refer to the solicitation for the requirements for a project.

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