Scope of Work IFB_G Specs _ Commodities Polic.docx

CITY OF ATLANTA

DEPARTMENT OF PROCUREMENT

SUITE 1900 Chandra Houston Chief Procurement Officer

Andre Dickens Mayor

55 TRINITY AVENUE, SW

ATLANTA, GA 30303

(404) 546-1000

Excellence in VALUE CREATION through Partnership, Collaboration, and Innovation

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CITY OF ATLANTA SPECIFICATION FOR IFB-G- Police Pursuit Motorcycles

SCOPE AND CLASSIFICATION - PART I

Scope - The intent of this solicitation is to procure fully equipped, law enforcement–ready motorcycles designed and manufactured specifically for police operations, including high-speed pursuit, traffic enforcement, emergency response, and extended patrol use, as well as comprehensive repair services, OEM parts supply, diagnostics, training, and ongoing technical support necessary to maintain fleet operational readiness for the City of Atlanta Police Department.

Classification - The material(s) must be classified as follows:

Group I – Police Pursuit Motorcycles Group II – Repair Services and Parts

SPECIFICATION REQUIREMENTS

1. Definitions

1.1. “Parts” means the components of a unit to be provided by a Preferred Bidder to the City of Atlanta.

1.2. “Pricing Line” means the separate pricing that the Bidder submits for each line-item bid.

1.3. “Service” means the furnishing of labor, time, or effort to repair or rebuild an entire unit or part(s) of a unit.

2. Standards And Specifications – Material(s), goods, Parts or Service(s) being solicited under this IFB must comply with the Federal Occupational Safety and Health Acts, Federal Aviation Administration Standards, and Georgia Occupational Safety and Health Act requirements, where applicable and in effect at time of delivery.

3. Equipment. The equipment to be furnished must be currently in production and must be the manufacturer's standard model complete with all standard equipment. Bidder must be able to supply 90% of Parts required to maintain this equipment within 24 hours and have access to the remaining 10% of Parts within 72 hours. Failure to meet this requirement may result in termination of the contract. To the extent applicable, and except as otherwise expressly provided in this IFB, all energy consuming equipment purchased will be energy efficient, defined as meeting either Energy Star specification of criteria that puts products in the upper 25% of energy efficiency, as well as meeting quality, performance, and durability requirements.

4. Parts and Service Warranty. This Invitation for Bid (IFB) must cover Parts and Service warranty for one (1) year after delivery date. While under warranty, Bidder must replace any damaged or inferior item in a prompt and timely manner. Bidder must submit price information for Parts and Service indicating schedule or rate of discount, which must apply to the City of Atlanta.

5. Original Manufacturer Part Crossover Numbers. Bidder must supply original manufacturer part crossover numbers for parts that are not manufactured by the equipment manufacturer after the award of bid, but prior to the delivery of equipment.

6. Safe Use of Equipment. Bidder (where applicable) must provide a minimum of four (4) hours’ instruction on the proper and safe use of the equipment at Bidder’s expense.

7. Manuals. Upon request by the City, Bidder must provide parts, service, and operating manuals for each unit of equipment provided and submit electronically, one (1) set of descriptive literature.

8. Without expressed or implied obligation on the part of the City of Atlanta to perform, the Bidder may submit on a separate sheet an option to the City for a multi-year purchase concept covering three (3) years’ service and parts for equipment covered by its bid. Include the terms of the multi-year purchase option including terms, price, and expiration date.

8.1. The Code of Ordinance of the City of Atlanta specifically prohibits obligating the City for future budget years.

8.2. In the event options are exercised to purchase units in subsequent years, the provisions related to parts and services will apply as indicated above.

9. Reservation of Rights. The City of Atlanta reserves the right to increase or decrease quantities shown without penalty.

10. Report on Purchases. Bidder must provide an itemized report of the annual spend (“Report of Purchases”) to the Chief Procurement Officer. The Report of Purchases must be submitted annually within fifteen (15) days after the anniversary date of the Agreement. Failure to submit a Report of Purchases may result in forfeiture of future contracts with the City of Atlanta.

11. Brand Name or Trade Name Instructions. If items in this IFB have been identified, described, or referenced by a brand name or trade name description, such identification is intended to be descriptive, but not restrictive and is to indicate the quality and characteristics of products that may be offered. Products may be considered for awards if such products are clearly identified in the bids and are determined by the City of Atlanta to meet its needs in all respects.

12. Notwithstanding the above, Group I – Police Pursuit Motorcycles is a brand-specific procurement. Only Harley-Davidson factory-produced police motorcycles will be accepted. No alternative manufacturers or equivalent products will be considered under Group I.

13. All bidders, including bidders whose products may be referenced, must clearly indicate manufacturer/trade name and identifying number in space provided within Pricing Line of this IFB.

13.1. Bidder must not furnish obsolete and/or near-expired products. If the Bidder proposes to furnish another product, such products must be clearly identified in the bid. The evaluation of bids and the determination as to equality of products offered must be the responsibility of the City and will be based on information furnished by the bidder. Accordingly, to ensure that sufficient information is available the bidder may be required to submit literature and/or samples prior to award. These must be supplied within seven (7) days, if required.

13.2. The purchase of any item by the City, as a result of this Invitation for Bid, is not a judgment of one product against another. Consideration of application, need, and price will constitute purchase determination.

14. Like or Similar Goods. Bidder is only permitted to provide like or similar goods or services to those identified in its bid, if the goods or services identified in the bid are discontinued or out of stock. Vendor must provide like or similar goods or services at the same price(s) quoted in its bid. The City will not absorb any cost increases for like or similar goods or services.

14.1. Bidder must provide like, or similar goods or services not listed in the bid price (s) at or below standard industry rates.

14.2. Bidder must meet or beat store, municipal, state and federal pricing for items bid on.

14.3. Bidder must provide like and similar goods or a direct substitute not listed on pricing lines at _______% discount from catalog prices.

15. Quality Assurance

15.1. Test and Inspection. It is Bidder’s responsibility to perform all tests and inspections required by this specification unless otherwise stated in the purchase order, data sheet, and/or contract. The Bidder may use in the process his/her own facility or any recognized independent laboratory acceptable to the City of Atlanta. The City of Atlanta reserves the right to perform any of the tests and inspection requirements where such tests and inspections are needed to further determine compliance with the specification. If such testing is needed, Bidder must pay for all testing costs.

15.2. Certification. Material covered by this specification must be manufacturer original parts or approved by the manufacturer for use in the specified systems. Certification to this standard must be provided with the Parts and/or Service. It is Bidder's responsibility to ensure that all parts and/or services meet industry standards. Full acceptance of the materials must be subject upon findings of suitability as determined under Subsection 13.1.

15.3. Sampling. It is the Bidder’s responsibility to submit a random sample testing in accordance with this specification. Material furnished must be identical to the sample submitted for performance test and must comply with the requirements set forth herein. If the material does not comply with the requirements of this specification, or is not identical to the original sample submitted, the Bidder must be required to replace all such materials at its own expense. This includes all handling charges and transportation, with the material that does so comply.

15.4. Quality and Quantity Control - A system of test and inspection must be used to ensure receipt of the quality and quantity of items supplied. Goods will be promptly unpacked and inspected; any discrepancies from purchase order or supplier invoice will be reported immediately to the Chief Procurement Officer of the Department of Procurement.

15.5. Plant and Facility Inspections - The Department of Procurement may require the Bidder to make their plant and facilities available for inspection or may require additional information concerning the Bidder's ability to comply with the requirements of this specification, or its ability to perform in accordance with delivery requirements and within budget. In addition to the above, Bidder may be required to produce shop orders and backlog orders documentation. Failure to comply with this requirement may cause rejection of the bid package.

15.6. Protection - The Bidder must assume all costs arising from the use of patented materials, devices, or processes incorporated in the materials furnished. The Bidder further agrees to indemnify and hold harmless the City of Atlanta and its duly authorized agents from suits of law or actions of any nature for or on account of the use of any patented materials, equipment devices or processes.

15.7. Travel and Lodging Expenses - The City of Atlanta may require one (1) or more onsite visits to the Bidder's site to assure Bidder’s compliance with the City’s requirements and other applicable requirements. Suppliers must reimburse the City, in accordance with the City of Atlanta’s Code of Ethics provisions, for authorized travel and lodging expenses related to such onsite evaluations after the purchase order has been assigned and occur no later than 30 days after receipt of invoice.

16. Preparation for Delivery

16.1. Packing - Packing must be accomplished in accordance with acceptable commercial practices for domestic shipments, unless otherwise stated in the Agreement and/or purchase order. The Bidder must make shipments using the minimum number of containers consistent with the requirements of safe transit, available mode of transportation and routing. It is the Bidder’s responsibility to determine that packing is adequate to ensure that all materials arrive at the destination in an undamaged condition ready for intended use.

16.2. Marking - All packages must be identified with the City of Atlanta purchase order number and the User Department. Sealed packing lists must be affixed to all cartons showing its content.

16.3. Shipping - The Bidder must follow shipping instructions as stated in the purchase order or Agreement.

17. Subcontracting. If awarded a contract, the use of subcontractors is permitted. However, Bidder must: (i) remain responsible for the goods, installation, delivery, and any services provided by the subcontractor; (ii) remain City's sole point of contact for the goods and/or services provided under the Agreement; and (iii) be solely responsible for the payment of any subcontractor.

17.1. Bidder must identify all subcontractors it intends to use in its bid. Failure to disclose all subcontractors in a bid submission will result in termination of an Agreement if awarded.

17.2. All subcontractors must complete the subcontractor Illegal Immigration Reform and Enforcement Act (IIREA) Form, and the completed subcontractor forms must be included in the Bidder’s bid.

18. Payment Terms. Bidder will provide payment terms of five percent (5%) 10 days, net 30 calendar days of invoice price. Otherwise, terms will be net 30 calendar days.

19. Warranty. It is the Bidder's responsibility to submit, at time of shipment, the original manufacturer's warranty for the goods/material(s) supplied.

20. Guarantee. The material must be guaranteed to be free from defects of construction, conception, and workmanship for a period of at least 12 months or the manufacturer’s warranty, whichever is greater, from the date of acceptance. Any part or portion found not in accordance with this specification will be rejected and returned to Bidder at Bidder's expense for immediate replacement.

SCOPE AND CLASSIFICATION - PART II

REQUIREMENTS

Please state “Compliance” or “Exception” for the requirements listed below. Check marks, dittos, or any other markings may not be accepted, and your bid could be rejected.

1. GROUP I – POLICE PURSUIT MOTORCYCLES

1.1 Brand Name Requirement: The motorcycles provided under this solicitation must be new, current production Harley-Davidson factory police models specifically manufactured for law enforcement use (e.g., FLHTP or current equivalent police platform). Civilian or non-police Harley-Davidson models will not be accepted. No other manufacturer or brand will be accepted. All equipment, parts, accessories, training, diagnostics, and service support must be compatible with and designed specifically for Harley-Davidson police motorcycles.

1.2 Seat: A heavy-duty solo saddle must be supplied, designed to provide comfort to the rider during extended periods of continuous riding.

1.3 Keys: Five (5) sets of keys must be provided. Each motorcycle must have a unique key and lock system.

1.4 Instruments: Full instrumentation must be included, comprising a fuel gauge, temperature gauge, tachometer, speedometer and an appropriate range of warning lights and/or additional gauges.

1.5 Speedometer: A speedometer must be provided - either analog with 2 MPH increment calibrations or digital with equivalent calibration. It must have an accurate tolerance of ±2 MPH at both 40 MPH and 60 MPH and be easily readable by the rider without causing eye strain.

1.6 Ignition Switch: An integral ignition switch and steering lock must be provided, operable only when the key is removed. The ignition switch must feature an accessory position that supplies power to the park lights, emergency lights, and hazard lights with the key removed. The motorcycle must not be capable of starting without the key inserted.

1.7 Locks: A single key must operate all storage compartment locks. Each motorcycle must have a unique lock and key system.

1.8 Mirrors: Left and right-hand rear-view mirrors must be provided, securely mounted to prevent movement from vibration.

1.9 Color: Vivid black must be used as the base color for the standard APD striping/logo.

1.10 Fuel Tank: The fuel tank must have a minimum capacity of five (5) gallons, be internally coated to prevent pitting and carry a minimum seven (7) year warranty.

1.11 Handlebars: 10” handlebars must allow easy access to all controls without requiring the rider to remove their hands. They must support comfortable riding posture for prolonged use. Heated handgrips are required. Adjustable handlebars are desirable.

1.12 Crash bars: Front and rear crash bars must be provided, designed to protect the fairing and saddlebags in the event the motorcycle is dropped.

1.13 Fairing: A full fairing must be provided to offer wind and rain protection for both the upper and lower body. At least one (1) lockable storage compartment within the front fairing is desirable.

1.14 Windshield: A frame mounted-touring screen, or equivalent, as recommended by the supplier must be provided.

1.15 Exposed Fittings: All exposed or protruding pipes, instruments, gauges and switches that are susceptible to damage during normal handling must be adequately protected.

2. FRAME

2.1 Saddlebags: Two (2) saddlebags of suitable type and size as recommended by the supplier, must be provided. The saddlebags must be of robust construction, waterproof, lockable, and removable. For side-opening designs, an internal barrier must be included to prevent installed equipment from falling out when the saddlebag is opened.

2.2 Electronics Compartment Box: A factory-supplied, weatherproof electronics compartment equipped with an auxiliary battery must be provided. The compartment must be mounted at the rear of the motorcycle and must accommodate two (2) police radios. The box must be a Whelen Model M4B6R unit.

2.3 Frame/Suspension: This frame must be sprung and incorporate a heavy-duty, adjustable rear suspension system. It must provide high-performance handling and maneuverability at low speeds and be capable of supporting the additional weight of police-specific equipment.

2.4 Stands: A side stand with a sufficiently wide base must be provided to support the motorcycle on bituminous surfaces under extreme heat conditions. A warning indicator or safety switch must prevent the motorcycle from starting when the stand is deployed.

3. DRIVE TRAIN

3.1 Engine: A four-stroke engine with a minimum displacement of 1500cc and equipped with electronic fuel injection must be provided.

3.2 Engine Idle: The engine must be capable of operating without overheating during prolonged idling or patrolling in congested traffic conditions. The manufacturer must specify the maximum safe idle duration with all emergency lights and police radios activated.

3.3 Engine oil cooler: The manufacturer’s standard oil cooler must be provided.

3.4 Transmission: The transmission must include a minimum of five (5) forward gears suitable for a full range of police operations — from slow-speed patrol (approx. 3-5 MPH) to high-speed pursuits.

3.5 Brakes: An Anti-Lock Braking System (ABS) must be provided, with shielding against radio frequency interference. Brake pads must be composed of non-asbestos material and have a minimum service life of 6,000 miles.

3.6 Exhaust: The manufacturer’s standard exhaust system must be provided. Special Part Number: Cobra Pipes P/N 1801-1047.

3.7 Wheels/Tires: Magnesium alloy wheels, or an equivalent must be provided and equipped with front and rear run-flat tires rated for high-speed operation.

3.8 Final Drive: A low maintenance enclosed rear drive shaft must be provided. A belt drive may be considered as an acceptable alternative.

4. ELECTRICAL

4.1 Alternator: The highest-capacity, heavy-duty, alternator available from the manufacturer must be provided. It must support the proposed total electrical load with a minimum 30% additional capacity margin.

4.2 Battery: Low-maintenance gel batteries (Whelen Model M1BATT) must be provided. When two (2) batteries are installed, the primary battery must be connected to the motorcycle’s control systems, and the secondary battery must power emergency equipment. The batteries must be the highest duty, factory available, high cycle models with Cold Cranking Amps (CCA) and an amp-hour rating appropriate for the total electrical load, plus a 20% margin. Additionally, the following components must be provided:

4.2.1 Whelen M4BSEP Separation plate

4.2.2 Whelen M4B6CHRG battery charger

4.2.3 120 VAC receptacle for external charging

4.3 Charging System: The charging station must be capable of maintaining an adequate battery charge even when the motorcycle remains stationary for up to two (2) hours with all emergency lights, headlamp (low beam), and police communications equipment operating simultaneously.

4.4 Turn Indicators: Turn indicators must provide clear visual warning to other road users. Self-cancelling functionality and an audible warning indicator must be included.

4.5 Headlamp: A factory installed LED headlamp assembly (Part# 67700433A) must be provided.

4.6 Caliper Lights: One (1) pair of Moto Lights (Part #67502P HD) must be installed on the front brake calipers, one on the right side and one on the left.

4.7 Hazard Lights: Four-way amber hazard flashers must be provided.

4.8 Siren: A Whelen electronic siren system must be installed and include the following components:

4.8.1 Model WS321 siren,

4.8.2 Model SA350MH speaker

4.8.3 WSMIC321 microphone

4.8.4 WS321B9 mounting bracket

4.8.5 Whelen Sync System consisting of:

4.8.5.1 CV2V9(Vehicle to Vehicle Sync Module)

4.8.5.2 C399 (Core System)

4.8.5.3 CCTL5(We Can Control Kit)

4.8.5.4 CEM16 (16-Output expansion module)

4.9 Emergency Lights, Siren System and Horn Control Switch: The control switch for the emergency lights and siren system must have two (2) activation modes:

4.9.1 Front, rear and side emergency lights only

4.9.2 Front, rear and side emergency lights and siren system together

4.9.3 The switches must be ergonomically positioned to allow operation without the rider removing their hands from the handlebars. The standard motorcycle horn must remain operational on a separate circuit and control button. Emergency lights (front and rear) must be capable of operating with the ignition key removed.

5. EMERGENCY LIGHTS:

5.1 General: Flashing LED lights must be blue and installed at the front near-side and offside corners of the motorcycle. The front emergency lights and/or lenses must be capable of being mounted either the near-side or off-side of the fairing, as needed. A cruise light package with a disabling function must also be included.

5.2 Front Fender: Two (2) Whelen Model M2FNDR mounting brackets must be installed, each supporting two (2) Model LINZ6B blue lights (total of four), with two lights on each side of the fender.

5.3 Front Crash Bar: Two (2) Whelen Model RBKTHD1 mounting brackets must be installed, each with one (1) LINZ6B blue light mounted at a 45-degree outward angle on the upper front of the crash bar.

5.4 Front Lights: Two (2) 2EB00ZCR blue Super-LED lights with clear extended lens must be mounted one (1) on each side of the headlight.

5.5 Windshield: A Whelen Model M05ZB windshield light array, including five (5) blue LINZ6 lights must be installed.

5.6 Motorcycle Box: A Whelen Model M4B6R unit must be installed, equipped with six (6) blue MR Series Linear Super-LED lights, two (2) on each side and two (2) rear facing.

5.7 Taillight and turn signal flasher: A Priority Plus model must be used. LED turn signals and brake lights must be mounted at the top rear of the storage box.

5.8 Saddle Bag Crash Bar: Two (2) Whelen Model RBKTHD2 mounting brackets must be installed, each supporting two (2) Model LINZ6B blue lights.

5.9 Tag Crash Bar Area: Two (2) Whelen Model RBKTHD3 mounting brackets with four (4) Model LINZ6B blue lights (total of four).

5.10 Antenna: An antenna and reception plate must be installed in the storage box.

5.11 Electromagnetic Radiation: All electrical and electronic systems must be designed and installed to prevent interference with police radios or other specialty devices. These systems must also be immune to disruption by police communication devices.

5.12 Auxiliary Power Receptacle: An auxiliary power outlet must be installed at a location to be determined during pre-delivery coordination.

5.13 Electrical Load Analysis: An electrical load analysis must be conducted using the specified lighting and accessories to ensure the charging and electrical system can support the full load with a 20% capacity margin.

6. REQUIRED EQUIPMENT

6.1 Battery Charger: Each unit must include a Battery Tender, Part # 66000038.

6.2 OEM Optional Equipment: Any additional OEM optional equipment must be made available to the city at dealer cost.

6.3 Motorcycle Drop Guards: Drop guards from

https://motorcycledropguards.com/collections/frontpage/products/2024-models-polished-stainless-for-Harley.

7. WARRANTY

7.1 Standard warranty: Manufacturers’ standard warranty must be provided, with minimum coverage of 36 months or 36,000 miles, whichever occurs first.

7.2 Extended warranty: The vendors must provide details on available extended warranties, including terms, conditions and pricing.

7.3 Documentation: Copies of the standard warranty must be included with each assembled and delivered motorcycle.

7.4 Delayed Warrant Start: Warranty start date must be adjustable to reflect any delivery delays resulting from upfitting or modifications.

7.5 Component Warranties: Copies of standard and extended warranties for major systems and components, as supplied by individual vendors, must be provided.

8. DELIVERY

8.1 Delivery Condition: Units must be delivered fully assembled, serviced, safety-inspected and ready for operational use, with no less than one quarter (1/4) tank of fuel.

8.2 Delivery Handling: Units must be delivered by vendors personnel. Factory direct deliveries are not acceptable.

9. DELIVERY LOCATION:

Office of Fleet Services Asset Management Division 23 Claire Drive, S.E.

Atlanta, GA 30315

10. DOCUMENTATION

10.1 Certificate of Origin: Manufacturer’s certificate of origin must be provided for each unit.

10.2 Operator’s Manual: One (1) operator’s manual must be supplied per unit.

10.3 Service Documentation: Two (2) sets per lot of the following must be provided:

10.3.1 Service manuals

10.3.2 Illustrated parts breakdown,

10.3.3 Wiring schematics and diagrams

10.4 Build Sheet: One (1) build sheet listing all parts used in assembling each motorcycle must be provided, if available.

10.5 Parts List: A complete list of commonly used filters and components per unit, including part numbers, must be provided.

10.6 Digital Access: Electronic access must be provided to technical documentation including service manuals, overhaul guides, parts breakdowns, TSBs, and recall notices for the duration of the motorcycle’s service life.

11. DECALS, BADGES, ADVERTISEMENTS

11.1 Department Decals: Police Department decals must be affixed in accordance with Attachment A.

11.2 Reflectivity: All decals must be made of reflective 3M Scotch lite film.

11.3 Warranty: Decal material must carry a minimum five (5) year warranty against cracking, chipping, peeling, fading, or loss of reflectivity.

11.4 Dealer Branding: No dealer emblems, decals, logos, or advertisements may be affixed to the motorcycle.

12. TRAINING (Motorcycle)

12.1 Technician Training: The vendors must provide factory training at Harley-Davidson certified training center for two (2) technicians. Training must be of sufficient duration to ensure their competence in maintenance and repair of the motorcycle.

12.2 Certification Schedule: The successful bidder must provide a schedule, including time and cost requirements, for certifying for one (1) Office of Fleet Services (OFS) technician as factory trained.

13. DIAGNOSTICS

13.1 The vendors must supply two (2) complete sets of diagnostic software and associated interface cables kits for the specified motorcycle model, provided via electronic media, if applicable.

13.2 The vendors must also supply any additional components required to enable communication between the motorcycle and a personal computer (PC) for diagnostic purposes.

14. MISCELLANEOUS

14.1 The vendors must provide rental equipment upon request.

14.2 The vendors must provide extended warranties upon request.

14.3 The vendors must provide optional equipment and accessories upon request.

GROUP II REPAIR SERVICES AND PARTS

1. SERVICE PROVIDER RESPONSIBILITIES

1.1 Pickup and Delivery: The vendors must pick up police motorcycles from the OFS vehicle maintenance facility at 1540 Northside Dr. Same day pick-up is required for service requests made before 12:00 p.m. Completed motorcycles must be returned to the OFS facility within 24 hours of repair completion, excluding weekends and holidays.

1.2 Warranty Indication: The vendors must clearly indicate any applicable warranty for labor and/or parts supplied on each invoice.

1.3 Repair Start Time: Under normal operating conditions, the vendors must begin work on motorcycles delivered to their facility within two (2) hours of arrival.

1.4 Turnaround Time: The vendors must maintain:

1.4.1 A minimum 85% repair turnaround within 24 hours.

1.4.2 A minimum 95% repair turnaround within 48 hours for repairs (Excludes accident-related repairs).

1.5 Service Hours: The vendors must have personnel available to provide motorcycle repair services at a minimum during the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday.

1.5.1 State your hours of operation: ______________

2.1 Repair Authorization: Before performing any repair work, the vendors must email a detailed repair estimate to the Director of OFS (or designated representative) and obtain an official work order number authorizing the repair.

2.2 Replacement Parts: Replacement parts must be genuine Harley-Davidson OEM parts unless otherwise approved in writing by the City.

2.3 Warranty Disclosure: The vendors must indicate on each invoice any applicable warranty for labor and/or parts supplied.

2.4 Invoice Requirements: All service, repair, and wreck repair invoices must include the following:

2.4.1 MSLP/MSRP (Manufacturer’s Standard List Price)

2.4.2 Discounted price offered to the city for all parts

2.4.3 Labor rate charged

2.4.4 Number of labor hours required to perform the service/repair

2.4.5 City decal number of the unit serviced/repaired

2.4.6 OFS work order number authorizing service/repair.

2.5 A copy of each completed service or repair invoice must be emailed to OFS upon completion of work.

2.6 Warranty: The manufacturer’s standard warranty must be included with all delivered units.

2.6.1 The vendors must provide full details regarding any extended warranty options, including terms, conditions, and pricing.

2.6.2 Copies of the standard warranty must be provided for each assembled and delivered unit.

2.6.3 Warranty start date delay forms must be included to accommodate delivery delays due to special equipment upfitting or modifications.

2.6.4 Copies of standard and extended warranties for systems and components provided by third party suppliers must also be included.

2.7 Delivery Location:

Office of Fleet Services Asset Management 23 Claire Drive, SE Atlanta, GA 30315 Delivery hours: 9:00 a.m. — 4:00 p.m., Monday through Friday.

2.8 Documentation

2.8.1 One (1) operator’s manual must be supplied per unit.

2.8.2 Two (2) complete sets of service documentation per unit ordered must be provided, including:

2.8.2.1 Illustrated parts breakdown

2.8.2.2 Wiring schematics

2.8.2.3 Wiring diagrams

2.8.3 Provide continuous access to electronic media and online resources for the duration of the unit(s)’ service life, including

2.8.3.1 Illustrated parts breakdown

2.8.3.2 Service bulletins

2.8.3.3 Recall notices

2.9 Decals, Badges, Advertisements

2.9.1 Dealer emblems, decals, or any other forms of advertisement or branding must not be affixed to the unit.

2.10 Training (Technician/Operator Training)

2.10.1 The awarded vendors must provide operator training and technician training as specified in Section 2.12.

2.10.2 Vendors must include pricing for both technician training and operator training in their bid submission. Pricing shall clearly identify whether costs are hourly, per session, or per participant.

2.11 PARTS PROVIDER RESPONSIBILITIES

2.11.1 All replacement parts must be genuine Harley-Davidson OEM parts unless otherwise approved in writing by the City.

2.11.2 The vendors must provide a comprehensive pricing list for Harley-Davidson OEM parts. Aftermarket products may only be supplied with prior written approval from the City.

2.11.3 Detailed information regarding extended warranties, including terms, conditions and pricing must be provided.

2.11.4 All parts must be delivered to the OFS Vehicle Maintenance Facility.

2.11.5 In-stock items must be delivered within four (4) hours of request.

2.11.6 Non-stock items must be delivered within two (2) business days of arrival at the vendor’s warehouse.

2.11.7 The vendors must maintain the ability to supply 90% of all required parts within 24 hours and have access to the remaining 10% within 48 hours.

2.11.8 Provide electronic media and online access to:

2.11.8.1 Illustrated parts breakdown

2.11.8.2 Service and overhaul manuals

2.11.8.3 Technical service bulletins

2.11.8.4 Recall notices (throughout the service life of the unit(s)).

2.12 Training (Parts & Operational Training)

2.12.1 The successful bidder must provide a minimum of (2) hours of technical training for selected City of Atlanta technicians. The training must comprehensively cover all major motorcycle components, electrical systems, and diagnostics. It must be conducted by an OEM factory representative at a designated training facility and will be provided at the bidder’s expense.

2.12.2 In addition to technical training, the vendors must also provide a minimum of two (2) hours of operational training for city personnel.

ACKNOWLEDGEMENT

Bidder, by and through its authorized representative, acknowledges that it has read and understands this Invitation for Bid (“IFB”) and has submitted all required documents and information in response to this IFB. Bidder further acknowledges and agrees that if it is awarded a contract, pursuant to this IFB, Bidder will be bound by terms and conditions of the Contract Documents which are, collectively, this IFB, Bidder’s submitted bid documents, any resulting purchase order(s) and the City’s terms and conditions as provided under an applicable purchase order(s), and the Agreement.

[Bidder]:

Legal Name of Firm

Address

City State Zip Code

Authorized Representative/Print

Signature/Title/Date

Area Code/Telephone Number /Email

COA Supplier ID Number

Rev. 07.01.25

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