RSI025044_Contract__V1.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: Enterprise New, Model Year 2025 or Newer, Automobiles and Passenger Vans;

Alternative Fuel Vehicles (Sedans and Passenger Vans

CONTRACT No.: RSI025044

CONTRACT ID: CTR025044

EFFECTIVE DATES: 11/01/24 to 09/30/25

SUPPLIER: Valley Motor City Inc.

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No.

SRC0000022665. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 09/30/2027 unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to all State Agencies, State institutions of higher education and properly registered members of the Cooperative Purchasing Program of the Department of Administrative Services, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the Ohio|Buys public portal at the following address:

https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 - SCOPE

These specifications define the State’s requirements for new, never titled, model year 2025 or newer sedans and passenger vans, and alternative fuel sedans and passenger vans, to be utilized by State agencies in the operation of State government.

This includes political subdivisions that are members of the Department of Administrative Services, Office of Procurement Services Cooperative Purchasing Program.

Vehicle shall be the latest current model, complete with all standard equipment, unless otherwise specified. Any item which is standard equipment on the vehicle being bid, but not listed below, must not be removed from the vehicle. Manufacturer’s disclaimers indicate changes in product specifications may occur during the model year and they reserve the right to do so without repercussion. All current mandatory Department of Transportation safety requirements are to be furnished, including seat belts and shoulder harness.

The State may permit updates to model year and model year pricing for the same make/model upon manufacturer build out of the awarded model year (refer to Section 3.3 of this document for model year and model year pricing updates).

1.2 - CLASSIFICATION

Due to the life cycle of vehicles, usage data will change from year to year. The State makes no representation or guarantee as to the actual number of vehicles that will be purchased by participating agencies. The estimates listed below are based upon 2024 vehicle purchases and projections for 2025.

Index Number Item

Estimated Usage Item Description

GDC104 3AAH 45 ITEM #3AAH - VAN COMPACT 7 PASSENGER HYBRID

NOTE: Political subdivision purchases are not included in the figures shown above. The evaluation is based upon these State usage figures. This Contract will be available to political subdivisions in addition to the State usage projections above. Political subdivision purchases may represent a significant increase to the estimated purchase quantity.

1.3 - APPLICABLE DOCUMENTS

A. Ohio Revised Code Section 125

B. Ohio Revised Code Chapters 4501, 4503, 4513, and 4517

C. Federal Motor Vehicle Safety Standards (FMVSS)

D. Society of Automotive Engineers (SAE) Automotive Technical Standards

E. Occupational Safety & Health Administration (OSHA) Regulations

F. U.S. Environmental Protection Agency (EPA) Laws & Regulations

G. Model Year 2025 or Manufacturer’s most current Model EPA Fuel Economy Guide

1.4 - REQUIREMENTS

In addition to the State of Ohio automobile and passenger van specifications, the following items of factory-installed equipment shall be required as standard equipment on each vehicle listed in this bid, unless otherwise noted. Optional equipment required to be furnished on the units, is noted on the State’s specifications. Options listed herein, are to be factory installed except for any item(s) not available from the factory.

1.4.1 - REQUIRED STANDARD EQUIPMENT

The following is required standard equipment:

A. 12V power point

B. Rust Proofing: Each vehicle listed in this bid shall have the Manufacturer’s standard corrosion protection system. A copy of the corrosion protection warranty is to be included with this bid certifying compliance of this requirement.

Bidder to include this information via the Questionnaire. NOTE: Failure to provide this warranty may result in disqualification of this bid.

C. Spare wheel and tire or tire mending kit is to be manufacturer’s standard for the model bid.

D. All vehicles to be delivered with fuel tank at least one-half full.

E. Radio Suppression: Each vehicle listed in this bid shall have the manufacturer’s standard radio suppression system.

F. Key Fobs: Two sets of keys with FOBS enabling electronic keyless entry will be included with the delivery of the vehicles.

G. Restraint System and Supplemental Restraint Systems: Restraint Systems refers to lap and shoulder seat belts and Supplemental Restraint Systems refers to air bag system.

H. Tires: Shall be as recommended by the manufacturer for the vehicle specified, and shall be premium quality of recognized manufacturer, all season, steel belted radials, black walled, and meet the minimum speed rating specified (unless otherwise specified).

I. Bluetooth Connectivity: Each vehicle listed in this Bid shall have Bluetooth Connectivity to allow handsfree phone operation.

http://codes.ohio.gov/orc/125 http://codes.ohio.gov/orc/4501 http://codes.ohio.gov/orc/4503 http://codes.ohio.gov/orc/4513 http://codes.ohio.gov/orc/4517

J. Paint: The entire unit shall be painted in accordance with automotive standards. All colors are to be solid and manufacturing standard and will be specified on the order. Certain items may require specific paint as noted. Bidder to note which colors are standard at no extra cost on each item bid. If no chart is submitted or no notations are made it will be assumed all colors are standard and no additional compensation will be made for any factory color ordered.

K. Additional Option Package: This has been included on the pricing pages for the bidder to include several of its more popular options. In the event of an order for one or more of these options, it is the responsibility of the Contractor to assure that the entire content(s) of the Option Package is made available to the ordering entity and is what the ordering entity is requesting to be included with its purchase.

1.5 - DELIVERY

1.5.1 - ORDER CONFIRMATION

Upon receipt of an order from an ordering agency, the Contractor will confirm receipt of the agency’s order by electronic means.

The Contractor is to provide confirmation once the order has been placed with the manufacturer by electronic means. The confirmation document shall confirm the Contractor’s order number, specific item(s), order quantities, and unit price. The confirmation document may be a copy of the agency’s order with the Contractor’s order number entered thereon.

Upon receipt of the vehicle from the manufacturer, the dealer is to acknowledge receipt of the vehicle to the ordering agency.

The Contractor (Dealer) is to then schedule delivery with the ordering agency. Delivery may be refused by the ordering agency if delivery was not scheduled. Delivery to the ordering agency is to be accomplished within seven days after the Contractor receives and services ordered items (for Delayed Delivery refer to Section 1.5.4 of this document).

1.5.2 - ORDERING ENTITY CONTACT

Any State of Ohio ordering entity and/or political subdivision ordering from this contract needs to be sure that they have included a contact, phone/fax numbers on the purchase order to the dealership. State’s Cooperative Purchasing members need to be sure to include its current membership certificate number and / or a copy of its current membership certificate when placing an order to the dealership.

1.5.3 - PERFORMANCE AGREEMENT

The manufacturer has, upon occasion, oversold productive capability, resulting in an inability to deliver all of the Contractor’s properly entered and acknowledged orders. When this occurs, the Contractor cannot deliver for reasons beyond his control and cannot be held responsible. Usually, the manufacturer will complete deliveries with the new model year vehicle at the Contractor’s bid price.

1.5.4 - DELAYED DELIVERY

A. Certain agencies may require delayed delivery on various items within this Contract. For any vehicle order that requests delayed delivery, the storage charges per day shall commence seven calendar days after agency contact person notification that vehicle(s) so ordered are serviced and ready for delivery. The rate of such charges shall be indicated on the catalog item as Delayed Delivery Daily Storage Charge. Failure to include a dollar amount at bid submission for the Delayed Delivery Daily Storage Charge will be interpreted as $0.00.

B. If ordering entities elect to take delivery at the Contractor’s place of business, pickup must be within seven calendar days after notification that the vehicle is serviced and ready for pickup. If the vehicle is not picked up within the seven calendar days after notification, the ordering entity is subject to a storage charge. The rate of such charges shall be indicated on the catalog item as Delayed Delivery Daily Storage Charge. Failure to include a dollar amount at bid submission for the Delayed Delivery Daily Storage Charge will be interpreted as $0.00.

1.5.5 - DELIVERY INSTRUCTIONS

The transporting and delivery of automobiles shall be accomplished by surface transport, or by being driven individually. Tow bar delivery is not acceptable. All deliveries shall be effected per bid commitment. Failure to meet delivery requirements may be cause for cancellation, only with the approval of the Office of Procurement Services.

1.5.6 - MANUFACTURERS PRODUCTION TERMINATION NOTICE (BUILD-OUT)

A. The contractor is required to notify the Office of Procurement Services when build out dates and dealer order cutoff dates are released by the manufacturer. A build out schedule is listed in the Contract to assist entities in planning vehicle purchases. With build out notification, the contractor must provide the status of pricing: price protection (maintaining current prices for the next model year) or the proposed new model year pricing. If new model year pricing is unknown at the time of current model year build out, the Contractor must communicate that pricing is to be determined (refer to Section 3.3 of this document for model year and model year pricing updates). Failure to provide timely notification may result in breach of contract.

B. Orders prior to manufacturer production termination notice (build-out date): All orders placed against any contract resulting from this bid, shall be provided to the contractor no later than the manufacturer’s build-out date, which in the past is usually around March, but may be much earlier. Agencies will be notified of these dates but are urged to submit their orders as quickly as possible after receipt of the contract.

C. All orders received and accepted by the contractor on, or prior to, the build-out date shall guarantee delivery of the vehicle as described on the purchase order at the Contract price. In the event the manufacturer cancels a confirmed order placed by an ordering agency due to the model year build-out, the contractor must notify the ordering agency immediately and provide evidence of manufacturer cancellation. If the contract has been amended to include the next model year with approved pricing, the ordering agency may opt to proceed with their order for the new model year at pricing approved in the contract. The ordering agency should confirm in writing to the contractor that they want to proceed with the next model year. The contractor should attempt to maintain the ordering agency’s place in line if the next model year is ordered.

D. Any order received by the contractor after the build-out date for that model year will be subject to availability. The contractor reserves the right to accept or reject these orders. The contractor will be required to notify the ordering agency, within five (5) working days, after the purchase order has been received by the contractor, whether the purchase order will be accepted or rejected. If the purchase order cannot be accepted, it shall be returned to the ordering agency by the contractor. Once accepted, the contractor shall be required to fulfill the order. Failure to do so may result in the ordering agency purchasing a comparable vehicle from another source. The contractor may be held liable for any difference in price.

1.6 - NOTES

1.6.1 - WARRANTY

Unless ordered with extended warranty, manufacturer’s standard warranty shall apply, copy of warranty to be delivered with vehicle(s) purchased. Order will be considered incomplete until warranty is delivered. Bidder to attach this information via the Questionnaire.

1.6.2 - SPECIFICATION CONFORMATION & EXTRA ACCESSORIES

Any delivered vehicle not conforming to these specifications shall be rejected and it will be the responsibility of the dealer or manufacturer to comply with State of Ohio requirements. Any extra accessories delivered on vehicles cannot and will not be paid for.

1.6.3 - ORDERING REQUIREMENTS/LIMITATIONS

Some equipment requested may be available only in combination with other options or subject to additional ordering requirements or limitations. Be sure such requirements are noted. Once awarded, Contractors are expected to deliver vehicles as ordered, incurring no additional costs beyond the stated prices.

1.6.4 - ADDITIONAL OPTIONS

Bidders may elect to quote some of its more popular options for the item being bid. The options(s) being offered must be available for the item being bid. The additional options being offered must not change the item model being bid.

If offering additional options, include the information in the Additional Option Package on the Item Grid.

1.6.5 - DIFFERENTIAL TYPE/RATIO

For the purposes of this bid the terms limited slip, anti-spin, automatic locking, rear locking, TRAC-LOC, etc. are to have the same meaning. The bidder is to state the standard rear axle ratio being provided (include information on the Specification Identification & Unspecified Option Price form and attach form via Questionnaire) and is to quote any additional ratio that may be available when preparing its bid.

1.6.6 - SAFETY OPTION DESCRIPTIONS

The following are the detailed descriptions of the options notated as “Safety” options:

A. Adaptive cruise control: Adaptive cruise uses lasers, radar, cameras, or a combination of these systems to keep a constant distance between you and the car ahead, automatically maintaining a safe following distance. If highway traffic slows, some systems will bring the car to a complete stop and automatically come back to speed when traffic gets going.

B. Lane-departure warning (LDW): Visual, audible, or haptic warning to alert the driver when they are crossing lane markings. again, allowing the driver to do little more than pay attention and steer.

C. Forward-collision warning (FCW): Visual and/or audible warning intended alert the driver and prevent a collision.

D. Lane-keeping assist (LKA): Automatic corrective steering input or braking provided by the vehicle when crossing lane markings.

E. Rear automatic emergency braking (Rear AEB): Brakes are automatically applied to prevent backing into something behind the vehicle. This could be triggered by the rear cross-traffic system, or other sensors on the vehicle.

F. Lane-centering assist: Continuous active steering to stay in between lanes (active steer, autosteer, etc.).

G. Automatic emergency braking (AEB): Brakes are automatically applied to prevent a collision or reduce collision speed.

H. Rear cross-traffic warning: Visual, audible, or haptic notification of object or vehicle out of rear camera range but could be moving into it.

I. Blind-spot warning (BSW): Visual and/or audible notification of vehicle in blind spot. The system may provide an additional warning if you use your turn signal when there is a car next to you in another lane.

1.7 - SPECIFICATION SHEETS

Shown below are the specifications requirements for equipment that the State desires to purchase. These specifications are only considered as necessary to establish functional requirements. Proprietary design, exact dimensions, capacities, or restrictive features will not preclude acceptance of other recognized alternates meeting comparable performance requirements as determined by the Department of Administrative Services. List all deviations providing equivalent performance in the Questionnaire. Failure to comply may deem the bid not responsive.

ITEM 3AAH – VAN – COMPACT – 7 PASSENGER – HYBRID

Make/Manufacturer: Chrysler

Model Year and Model: MY2025 Pacifica Hybrid Select FWD

Model Number: RUET53

Delivery, Days After Receipt of Order: Approximately 180 Days

Line No.

Standard Specification Items Minimum Requirements

Powertrain

1. Engine Type (Liter/Cylinder) 3.0L, 6 cylinder

2. Horsepower (Net HP) 250

3. Transmission Automatic or Continuous Variable Transmission (CVT)

Exterior

4. Rear Door Type Lift Up

5. Side Door Type Slider

6. Dark Tint Windows All Around Required

7. Tires All Season

8. Spare Tire/Mending Kit Mending Kit

9. Paint White, Black

Dimensions

10. Wheelbase (in.) 118

ITEM 3AAH – VAN – COMPACT – 7 PASSENGER – HYBRID (continued)

Line No. Standard Specification Items Minimum Requirements

Safety

11. Restraint System (Driver & Passenger) Required

12. Supplement Restraint System (Driver & Passenger) Required

13. Power Antilock Brakes (Front and Rear) Required

14. Backup Camera Required

15. Bluetooth Connectivity Required

Seating

16. Seating Capacity 7

17. Front Seat Type Bucket

18. Seat Covering Cloth

19. Floor Covering Carpet

Accessories

20. Air Conditioning Front and Rear

21. Tilt Wheel & Cruise Control Required

22. Power Windows & Door Locks Required

23. Keyed Door Locks Required

24. 2 Set of Keys with FOB Enabling Electronic Keyless

Entry Required

25. Intermittent Windshield Wipers Required

26. Rear Window Wiper Required

27. Rear Window Defroster Required

28. Floor Mats Front/Rear

29. Radio Standard AM/FM

30. Exterior Rear View Mirror Dual

31. Trunk/Cargo Light Automatic

Warranty

32. Rust Proofing Min. Factory Warranty

33. Manufacturer Standard Min. 3 yr./36,000 Mile

ITEM 3AAH – VAN – COMPACT – 7 PASSENGER – HYBRID (continued)

Line No. Standard Specification Items

Optional Equipment Items

34. Parts Manual(s) – Parts Manual (if available)

35. Service Manual(s) – Service Manual (if available)

36. Additional Set of Keys with FOB Enabling Electronic Keyless Entry – 1 Key

37. Seat Belt Extender – SB Extender

38. Vinyl Floor Covering (OEM or aftermarket accepted) – Vinyl on Floor

39. Vinyl Seat Covering (OEM or aftermarket accepted) – Vinyl Covers

40. Safety: Adaptive Cruise Control - Included

41. Safety: Lane-Departure Warning (LDW) - Included

42. Safety: Forward-Collision Warning (FCW) - Included

43. Safety: Lane-Keeping Assist (LKA) - Included

44. Safety: Rear Automatic Emergency Braking (Rear AEB) - Included

45. Safety: Lane-Centering Assist - Included

46. Safety: Automatic Emergency Braking (AEB) - Included

47. Safety: Rear Cross-Traffic Warning – Included

48. Safety: Blind-Spot Warning (BSW) - Included

Unspecified Option Price: 3% above manufacturer invoice

Standard Rear Axle Ratio: 3.59

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 03/01/24) will apply to this Contract.

3 - SPECIAL CONTRACT TERMS AND CONDITIONS

3.1 - ORDER OF PRIORITY

The order of priority of the Contract will be the following: 1.) Specifications and Requirements; 2) Contract Specific Terms and Conditions; 3) Standard Terms and Conditions.

3.2 - AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.3 - FIXED PRICE WITH ECONOMIC ADJUSTMENT FOR MODEL YEAR UPDATE

The contract prices(s) will remain firm at the listed price(s) for the model year awarded for the duration of the contract. Upon notification of the Model Year Build out of the Model Year awarded, the Contractor may submit a request to roll over current pricing to the next model year or increase their prices for the next model year of the Make/Model awarded, to be effective thirty

(30) calendar days after acceptance by DAS. If pricing is unknown at the time of build out notification, Contractor can request the price adjustment as soon as that information is available. Contractors must submit price increase requests for the next model year of Make/Model awarded no later than 90 days prior to the end of the current contract. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. Price adjustments due to manufacturer cancellation require Agency approval (see Section 1.5.6.C). If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The proposed model year price increase must be justified by providing the updated manufacturer’s pricing for the next model year. The proposed percentage price increase for the new model year contract item must not exceed the manufacturer’s MSRP percentage price increase year over year. Optional equipment item pricing updates can only be updated with the new model year update information and must not exceed the manufacturer’s MSRP percentage price increase year over year.

Supportive documentation should include but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base and options cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions.”

https://procure.ohio.gov/static/TCond/Standard_T_C%203-1-24.pdf

3.4 - OPTIONS PRICING NOTE

Options prices bid are to be less than the manufacturer's suggested retail price(s) (MSRP). Bidder signifies by the completion of “Bid Certification” in its response that the option prices bid are less than MSRP. Bidders found to be over charging for options during bid evaluation may have those options deleted from any award. Bidders found to be over charging for options at the time of invoicing will be required to submit corrected invoices reflecting proper pricing.

Bidders must indicate whether an option item is included with the base unit, no additional charge, not available, or a price for the option. On the Item Grid, the following must be used to indicate one of those choices:

• Included with base unit or available at no additional charge: On the Item Grid, enter $0.00

• Not available: On the Item Grid, mark ‘Yes’ in the Decline column

• Price: On the Item Grid, enter the dollar value

3.4.1 - REQUIRED OPTIONS

Line items with a value greater than 0 in the “Units to Evaluate” are Required Options. Failure to offer a Required Option may deem your bid response not responsive and ineligible for award. Bidders must either, indicate the Required Option is included with the base unit or available at no additional charge by entering $0.00, or providing a price. Bidders that decline a Required Option or respond with no cost but cannot provide this item may be deemed not responsive and ineligible for award.

If an option is not available as original factory equipment and is supplied as an aftermarket item, the Dealer Part Number field is to include an “AM” designation.

3.4.2 - ADDITIONAL OPTION PACKAGES

Bidders may elect to supply pricing for popular or common option packages not included as a required options on the Item Grid. Additional option packages quoted will be made available to the ordering entities at the discretion of DAS, as part of the Contract.

3.4.3 - UNSPECIFIED OPTION PRICE

Unspecified option price is the percentage above the manufacturer’s invoice cost that is used to calculate unit cost for non-specified optional equipment required by an ordering entity.

Any option not specified on the Item Grid will be made available to the ordering entities, following Contract award and DAS approval, at the Unspecified Option Price. Bidder is to specify the percentage on the Specification Identification, Unspecified Option Price, & Delivery form and attach form via Questionnaire. If no Unspecified Option Price is provided by the Bidder, the State will assume that the price will be equal to the manufacture invoice. The Unspecified Option Price specified by the Bidder will not be used in the vehicle evaluation.

3.5 - TRANSPORTATION CHARGES

Any items(s) ordered from this Contract shall be delivered F.O.B. destination to any State agency or any political subdivision located within the State of Ohio as stated on the purchase order, at the rate per mile, per vehicle delivery charge as listed on the catalog. When generating orders, contact the Contractor and establish the total round trip miles for one vehicle from dealers location, using the State of Ohio Official Highway Map, unless some other mutually agreed upon method is acceptable.

3.6 - MINIMUM DELIVERY CHARGE

This charge is to be used when the rate per mile per vehicle, as listed on the catalog, times the number of round-trip miles is less than the minimum delivery charge. The Contractor may not bill for both the rate per mile, per vehicle and the minimum delivery charge.

3.7 - PLACEMENT OF ORDERS

Ordering entities are strongly encouraged to place orders as early as possible in the model year. Purchase orders for any item(s) listed in a contract, awarded pursuant to this bid, will be placed directly with the Contractor(s) by the using agency. No order shall specify delivery to exceed 30 days beyond the expiration and/or cancellation date of the contract.

3.8 - PURCHASE ORDERS

The Purchase Orders for item(s) listed in this Contract will be placed directly with the Contractor by the ordering agency. All purchases, made by State agencies only, will be placed using either the official State of Ohio Purchase Order or, by a purchase order issued by the State’s third-party financing administrator. The State will not be obligated to pay for purchases of any supplies or services, made by any other method. No order shall specify delivery to exceed 30 days beyond the expiration, termination, or cancellation date of the Contract. A Purchase Order will authorize the Contractor to provide the required supplies or services and, upon delivery, acceptance and submission of a proper invoice, will obligate the ordering agency to pay for the supplies or services furnished by the Contractor.

When applicable, purchase orders may be placed for delivery to the agency on a quarterly basis. Any orders issued prior to the expiration, termination, or cancellation date of the Contract, which require delivery up to 90 days beyond the approved expiration, termination, or cancellation date are to be fulfilled by the Contractor.

ALL purchase orders placed against this Contract are to contain verbiage exactly as to how the title, delivery instructions, etc.

are to read, i.e.:

TITLE TO: SHIP TO: BILL TO:

AGENCY TAX NO.

AGENCY

ADDRESS

CITY/STATE

COUNTY CONTACT TELEPHONE________________

3.9 - SUBMISSION OF INVOICES

Refer to the Standard Contract Terms and Conditions; IV, Order and Payment Provisions. Invoices will not be issued prior to receipt of a purchase order.

3.10 - PAYMENT

During the term of this Contract, a third-party financing option will be made available to State agencies only; not to political subdivisions. The Contractors (Dealers) will be notified by the State to review the order to pay process utilized by the third-party administrator. Contractors will continue to receive payment in full; either from the State or the third-party administrator.

If payment is received from the third-party administrator, the title to the vehicle is to (may) be forwarded to the third-party administrator. If a third-party administrator is used for payment, there could be a delay in receipt of payment.

It is unknown which agencies may purchase through a third-party administrator or quantity of vehicles being purchased. This payment method may increase the number of vehicles purchased. Electronic Funds Transfer (EFT) may be used as payment method with mutual agreement between the third-party financing administrator and the dealer.

Payment will be issued once full order is completed and vehicles are delivered to ordering agency.

3.11 - CANCELLATION AFTER ORDER CONFIRMATION

If an ordering agency needs to cancel any units due to agency error (wrong vehicle, over purchase, discontinued use, inventory reduction, etc.) after receiving the confirmation from the factory as described in Section 1.5.1 of this document, the Contractor may accept or reject the cancellation. If the Contractor accepts the cancellation, they may charge a fee of up to $1,000.00 per vehicle cancelled to recover costs for reselling the vehicle.

3.12 - SERVICE

The vehicle will be completely dealer serviced and conditioned as per the manufacturer's pre-delivery recommendations and all equipment is to be completely installed with all adjustments made which are required to prepare the vehicle for immediate and continuous operation upon delivery. This requires that all fluids are filled to their maximum levels unless otherwise defined.

Unit shall conform to all current Federal Safety Regulations including OSHA.

3.13 - SERVICE POLICY

The successful bidder shall furnish with each vehicle delivered, or within three days after delivery of the vehicle, the Manufacturer's Owner Service Policy. In addition, the Owner's Service Policy shall be recognized and accepted by all authorized dealers within the boundaries of the State of Ohio regardless of the location of the District or Regional Headquarters under which the vehicle operates.

3.14 - CERTIFICATE OF TITLE

The Contractor must submit application for certificate of title within one business day after delivery of vehicle(s) has been made to the ordering agency. The title shall be delivered within 15 days after delivery of vehicle(s) to the ordering agency.

3.15 - AGENCY REGISTRATION

The Contractor shall furnish the Title Documents for each new vehicle and deliver same to the department ordering the vehicle, unless otherwise specified on purchase order. The Contractor shall deliver with the necessary papers a $15.00 per vehicle filing fee at time of vehicle(s) delivery to any agency authorized to complete its own title registration.

3.16 - ADVERTISEMENT

Dealer name-signs shall not be affixed to any part of the delivered vehicle.

3.17 - DEALER LICENSE

Contractor must be licensed to sell motor vehicles in the State of Ohio pursuant to ORC 4517.12. DAS may ask for proof of a dealers license/permit.

The Bidder should submit its dealer license/permit issued by the State of Ohio with its bid response via the Questionnaire. ff not provided as part of the bid response, the Bidder must provide said dealer license within seven calendar days after request/notification by the Office of Procurement Services. Failure to submit the dealer license within the stated time period may result in the bid response being deemed as not responsive.

3.18 - AUTHORIZED DEALER STATEMENT

Bidders responding to this Invitation to Bid must be an authorized dealer or manufacturer of the products they are bidding.

Bidders should submit documentation with its bid response certifying that they are the manufacturer or an authorized dealer of the manufacturer of the products being bid via the Questionnaire. This certification must be from an authorized manufacturer‘s representative. If not provided as part of the bid response, the Bidder must provide said statement within seven business days after request/notification by the Office of Procurement Services. Failure to submit the certification within the stated time period may result in the bid response being deemed as not responsive.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fcodes.ohio.gov%2Forc%2F4517.12&data=04%7C01%7CBrad.Ratliff%40das.ohio.gov%7Ce289f08d903940817c9d08d967efe1cd%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C637655102243190490%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=JQJUDxU7IzuZDxvQFbdoqAcTm8nXnR0zxQyEQWna4K0%3D&reserved=0

3.19 - SALES LICENSE

Contractor must be licensed to sell new motor vehicles pursuant to ORC 4517.01 and 4517.02. Bidder to submit a copy of salesperson’s license via the Questionnaire.

DAS may ask for proof of a salesperson’s license after bid opening if not provided at bid opening. If requested, the Bidder will have seven calendar days to respond.

If the owner/partner who is listed on the dealer’s license is selling to the State, rather than a salesperson, an affirmation letter stating this must be provided in lieu of a salesperson license.

3.20 - ENERGY POLICY ACT

The Energy Policy Act was signed into law in 1992. Under the act, State and Federal government fleets must begin phasing in alternative fuel vehicles as replacements for petroleum fuel vehicles. The act recognizes methanol, ethanol and other alcohol-gasoline blends, natural gas, liquefied petroleum gas and other fuels as sources of replacement ("reformulated gasoline" and 10% ethanol are excluded from the definition of alternate fuels).

3.21 - COOPERATIVE PURCHASING CONTRACT

This Contract may be utilized by Cooperative Purchasing Members. “Cooperative Purchasing Members” or “Co-op Members” are entities that qualify for participation in the State’s cooperative purchasing program under Section 125.04 of the Ohio Revised Code (“ORC”) and that have completed the steps necessary to participate in that program. They may include Ohio political subdivisions, such as counties, townships, municipal corporations, school districts, conservancy districts, township park districts, park districts created under Chapter 1545 of the ORC, regional transit authorities, regional airport authorities, regional water and sewer districts, and port authorities. They also may include any Ohio county board of elections, State institutions of higher education, private fire companies, private, nonprofit emergency medical service organizations, and chartered nonpublic schools.

If a purchase is made from this Contract by an entity that is not properly registered with the State’s Cooperative Purchasing Program, it may be a violation of law, may be contrary to the entity’s competitive bidding requirements, and will be a breach of this Contract by the Contractor. If a Cooperative Purchasing Member relies upon this Contract to issue a purchase order or other ordering document, the Cooperative Purchasing Member “steps into the shoes” of the State under this Contract. The Cooperative Purchasing Member’s order and this Contract are between the Contractor and the Cooperative Purchasing Member. The Contractor must look solely to the Cooperative Purchasing Member for performance, including payment. The Contractor agrees to hold the State of Ohio harmless with regard to Cooperative Purchasing Member’s orders and Cooperative Purchasing Member’s performance. DAS may cancel this Contract and may seek remedies if the Contractor fails to honor its obligations under an order from a Cooperative Purchasing Member.

3.22 - CONTRACTOR QUARTERLY SALES REPORT

The Contractor must report the quarterly dollar value (in U.S. dollars and rounded to the nearest whole dollar) of the sales to Cooperative Purchasing Members under this Contract by calendar quarter (e.g. January-March, April-June, July-September and October-December). The dollar value of the sale is the price paid by the Contract user for the products and/or services listed on the purchase order or other encumbering document, as recorded by the Contractor.

To submit this quarterly sales report, the Contractor is responsible for obtaining access to Ohio|Buys and must report the quarterly dollar value of sales to Cooperative Purchasing Members to the Department of Administrative Services (DAS) via the Internet using Ohio|Buys at the following web address supplier-emarketplace.ohio.gov . If no sales occur, the Contractor must report zero. The report must be submitted no later than 30 days following the completion of the reporting period.

https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fcodes.ohio.gov%2Forc%2F4517.01&data=04%7C01%7CBrad.Ratliff%40das.ohio.gov%7Ce289f08d903940817c9d08d967efe1cd%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C637655102243190490%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=U6VkBO530EfkO9cEMj4t5pvmOY7g8OZOXdXNM2i40Ug%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fcodes.ohio.gov%2Forc%2F4517.02&data=04%7C01%7CBrad.Ratliff%40das.ohio.gov%7Ce289f08d903940817c9d08d967efe1cd%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C637655102243200458%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=dzw9qQOw32mulhdkuVHs1ZAQdkbK9Z5ois%2FwSu2BiOo%3D&reserved=0

The Contractor shall also submit a close-out report within 120 days after the expiration of this Contract. The Contract expires upon the physical completion of the last outstanding task or delivery order of the Contract. The close-out report must cover all sales not shown in the final quarterly report and reconcile all errors and credits. If the Contractor reported all contract sales and reconciled all errors and credits on the final quarterly report, then the Contractor should show zero “0” sales in the close-out report.

If the Contractor fails to submit sales reports, falsifies reports or fails to submit sales reports in a timely manner, DAS may terminate this Contract.

3.23 - CONTRACTOR REVENUE SHARE

The Contractor must pay to the State a share of the sales transacted under this Contract as a fee to the State to cover the estimated costs the State will incur in administering this Contract and the Services offered under it (“Revenue Share”).

The Contractor must remit the Revenue Share in U.S. dollars within 30 days after the end of the quarterly reporting period. The Revenue Share that the Contractor must pay under this Contract equals ¾ of 1% of the total quarterly sales reported. The Revenue Share must be included in the prices reflected in any order and reflected in the total amount charged to the State, and the Contractor may not add a surcharge to orders under this Contract to cover the cost of the Revenue Share.

The Contractor must remit any amount due as the result of a quarterly or closeout sales report at the time the quarterly or closeout sales report is submitted to the Department of Administrative Services, Office of State Purchasing. To ensure the payment is credited properly, the Contractor must identify the payment as a “State of Ohio Revenue Share” and include this Contract number, total report amount, and reporting period covered.

Contractor will pay the Revenue Share by check remittance, both normal and overnight, credit card payment via the State’s epayment portal, or ACH payment, if approved by the State, using the instructions below.

Check remittance:

Follow the remittance instructions on the required Quarterly Sales Report and Revenue Share Remittance Form at the following link, https://das.ohio.gov/revenueshareform.

Credit Card Payments:

To pay by credit card, use the following link, https://epay.das.ohio.gov/Payment, select “Revenue Share” as the payment type and follow the on-screen prompts.

ACH Payments:

If this payment method is approved by the State, the State will provide payment instructions to Contractor.

If the full amount of the Revenue Share is not paid within 30 days after the end of the applicable reporting period, the non-payment will constitute a contract debt to the State. The State may setoff any unpaid Revenue Share from any amount owed to the Contractor under this Contract and employ all other remedies available to it under Ohio law for the non-payment of the Revenue Share. Additionally, if the Contractor fails to pay the Revenue Share in a timely manner, the failure will be a breach of this Contract, and the State may terminate this Contract for cause as set forth herein and seek damages for the breach.

https://das.ohio.gov/revenueshareform https://epay.das.ohio.gov/Payment

4 - INVITATION TO BID INSTRUCTIONS

Instructions, Terms and Conditions for Bidding that apply to the solicitation.

5 - SPECIAL INSTRUCTIONS TO BIDDERS

5.1 - DELIVERY

Supplies will be delivered to the participating agency within the timeframe noted on the contract for the item after receipt of order. The delivery location will be noted on the purchase order issued by the participating agency.

5.2 - DESCRIPTIVE LITERATURE

The Bidder may be required to submit descriptive literature of the supplies or services being offered. Bidder to submit descriptive material via the Item Grid. If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not provided as part of the bid response, the Bidder must provide said literature within seven calendar days after request/notification by the Office of Procurement Services to do so. Failure of the bidder to furnish descriptive literature either as part of its bid response or within the time specified herein may deem the bidder not responsive.

5.3 - EVALUATION

Bids will be evaluated in accordance with Article I-15 of the “Instructions to Bidders”. In addition, the State will evaluate the bid based on the total item cost which equals the estimated number of units multiplied by the unit bid price plus the option unit bid cost times the number of units to evaluate (for each option with a quantity) plus the appropriate delivery charge. If estimated usages are unknown a quantity of one will be used for the evaluation. If there is no “delivery charge per mile round trip map mileage rate” supplied or, the calculated value of the delivery charge is less than the minimum delivery charge, the minimum delivery charge will be used for evaluation purposes. The State reserves the right to reject the “per mile” delivery charge or the “minimum” delivery charge if it is determined to be excessive. Additionally, any bid deemed price excessive in comparison with market conditions will be deemed not responsive.

Example Calculation:

Total Item Cost = [(vehicle unit bid price) x (estimated number of units)] + [(option 1 unit bid cost) x (number of units to evaluate)] + [(option 2 unit bid cost) x (number of units to evaluate)] + [(delivery charge per mile round trip x 300) x estimated number of vehicles]

5.4 - CONTRACT AWARD

The contract will be awarded to the lowest responsive and responsible bidder by line item.

https://procure.ohio.gov/pdf/OhioBuys_ITB_Instructions_to_Bidders_030921.pdf

BUILD OUT SCHEDULE

Amendment

Amendment Date

Item Number Make/Model Model Year (1)

Dealer Order

Cut Off Date (1)

Price Protection

(1) Model Year (2)

Dealer Order

Cut Off Date (2)

Price Protection

(2)

ITEM #3AAH Chrysler Pacifica RUET53 MY2025

Key Dealer Order Cut Off Date (1) Last day dealer can submit order to manufacturer for Make/Model, Model Year (1) Price Protection (1) – Model year 2026 is available at Model Year 2025 Pricing Dealer Order Cut Off Date (2) Last day dealer can submit order to manufacturer for Make/Model, Model Year (2) Price Protection (2) – Model year 2027 is available at Model Year 2026 Pricing