SP_Attachment-2_Buyers Guide_V2.0.pdf
PDF 290 KB Posted
- Solicitation number
- S-10700-00005680
- Issued by
- Marion County, Oregon
About this file
This document is a Buyers Guide for a Special Procurement ("SP") opportunity REQ-10700-00029042 from the State of Oregon Department of Administrative Services (DAS) for procuring unused off-the-lot vehicles. The guide outlines the process for Light Fleet Agencies and Medium/Heavy Fleet Agencies to obtain vehicles under $250,000 and over $250,000. The process includes contacting statewide price agreement contractors first, then requesting quotes from non-contracted dealerships limited to the brands available on the statewide price agreements. Agencies must include COBID firms in the quote process and conduct a best value analysis to identify the dealership offering the best value. Purchases over $150,000 and up to $250,000 are exempt from further legal sufficiency review. For purchases over $250,000, agencies submit purchase requests to DAS PS for review and issuance of a purchase order or SPPOC.
The Buyers Guide also outlines the process for Medium/Heavy Fleet Agencies to obtain light fleet vehicles by contacting DAS Fleet and Parking Services (FPS) for assistance in requesting assignment of DAS FPS vehicles. The SP REQ-10700-00029042 opportunity is available to Marion County, Salem City, and other Oregon jurisdictions. Pricing terms, funding sources, and other contractual details are not provided in the Buyers Guide.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Questions and Answers 5-5-2023.docx | DOCX document | |
| SP_Attachment-1_Original SP_REQ-10700-00029042.pdf | ||
| Off the Lot Vehicle Purchases Amd. 1 SP Notice.docx | DOCX document | |
| REQ-10700-00033813_Amd-1_Off-the-Lot Vehicle Procurements_Approved.pdf |
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Text version
Attachment 2
BUYERS GUIDE FOR
Procuring Unused Off-the-Lot Vehicles Compliant with Special Procurement
This Buyers Guide outlines the short-term expedited process for procuring unused off-the-lot vehicles for Light Fleet Agencies and Medium/Heavy Fleet Agencies as approved by Special Procurement (“SP”) REQ-10700-00029042.
UNDER $250,000 PROCESS FOR LIGHT FLEET AGENCY:
1. Light Fleet Agency identifies the need for a vehicle or vehicles.
2. Light Fleet Agency contacts Statewide Price Agreement
(“PA”) Contractors.
a) If vehicle(s) are available through the Statewide PA Contractor, the Light Fleet Agency must procure vehicle(s) through the Statewide PA Contractor(s) using the best value analysis as outlined in the Statewide PA(s).
b) If vehicle(s) are not available through any Statewide PA Contractors, then go to step three.
3. Light Fleet Agency may request quotes from any non-contracted dealership, limited to the Brands available on the Statewide PAs.
a) Light Fleet Agency may determine the quote period per OAR 125-
247-0270 (2)(e)(iv).
Approved by DAS PS (4/6/2015) Page 1 of 4
REQ-10700-00029042
Version 2.0 dated February 6, 2023
(Before ordering, check ORPIN for the latest version)
DESCRIPTION:
https://spdash.das.state.or.us/Site_images/Buttons/state_seal_color.jpg https://spdash.das.state.or.us/Site_images/Buttons/state_seal_color.jpg
BUYERS GUIDE FOR Special Procurement for Purchasing Unused Off-the-Lot Vehicles
Approved by DAS PS (4/6/2015) Page 2 of 7
b) Light Fleet Agency must include any Certification Office for Business Inclusion and Diversity (“COBID”) firms during quote process.
c) Light Fleet Agency will conduct a process (e.g., best value analysis) to identify the dealership offering the best value to the state.
d) Pursuant to purchases over $150,000 and up to $250,000, the SPPOC or PO with the attached terms and conditions from the SPPOC are exempt from further legal sufficiency review and approval pursuant to OAR 137-045- 0050(15) by Karen Johnson, Assistant Attorney General for the State of Oregon, email dated January 17, 2023, as long as there are no modifications made to the terms and conditions of the SPPOC Attachment 1.
4. Light Fleet Agency may issue either:
a) a PO through OregonBuys that includes the terms and conditions from the SPPOC and references Special Procurement (“SP”) REQ- 10700-00029042 in the OregonBuys ‘Related Document’ field; or
b) a SPPOC, which will be delivered to the awarded dealership via email or fax.
c) In compliance with Statewide Policy #107-009-0030, any Light Fleet Agency using SP REQ-10700- 00029042 must post the award in OregonBuys, or the Electronic Procurement System approved by the State Chief Procurement Officer (“CPO”).
5. Light Fleet Agency will document the procurement file with the solicitation process conducted, and why, including documentation to support not using existing PAs.
6. Light Fleet Agency will submit a screen shot of the OregonBuys PO, or a copy of the issued SPPOC, to Melissa Esser at melissa.j.esser@das.oregon.gov for DAS PS’ electronic file.
UNDER $250,000 PROCESS FOR MEDIUM/HEAVY VEHICLES BY MEDIUM/HEAVY
FLEET AGENCY:
1. Medium/Heavy Fleet Agency identifies the need for a medium/heavy mailto:melissa.j.esser@das.oregon.gov
Approved by DAS PS (4/6/2015) Page 3 of 7 vehicle or vehicles.
2. Medium/Heavy Fleet Agency contacts Statewide Price Agreement
(“PA”) Contractors.
a) If medium/heavy vehicle(s) are available through the Statewide
PA Contractor, the Medium/Heavy Fleet Agency must procure medium/heavy vehicle(s) through the Statewide PA Contractor(s) using the best value analysis as outlined in the Statewide PA(s).
b) If medium/heavy vehicle(s) are not available through any Statewide PA Contractors, then go to step three.
3. Medium/Heavy Fleet Agency may request quotes from any non-contracted dealership, limited to the Brands available on the Statewide PAs.
a) Medium/Heavy Fleet Agency may determine the quote period per OAR 125-247-0270 (2)(e)(iv).
b) Medium/Heavy Fleet Agency must include any Certification Office for Business Inclusion and Diversity (“COBID”) firms during quote process.
c) Medium/Heavy Fleet Agency will conduct a process (e.g., best value analysis) to identify the dealership offering the best value to the state.
d) Pursuant to purchases over $150,000 and up to $250,000, the SPPOC or PO with the attached terms and conditions from the SPPOC are exempt from further legal sufficiency review and approval pursuant to OAR 137-045- 0050(15) by Karen Johnson, Assistant Attorney General for the State of Oregon, email dated January 17, 2023, as long as there are no modifications made to the terms and conditions of the SPPOC Attachment 1.
4. Medium/Heavy Fleet Agency may issue either:
a) a PO through OregonBuys that includes the terms and conditions from the SPPOC and references Special Procurement (“SP”) REQ- 10700-00029042 in the OregonBuys ‘Related Document’ field; or
b) a SPPOC, which will be delivered to the awarded dealership via email or fax.
c) In compliance with Statewide Policy #107-009-0030, any Medium/Heavy Fleet Agency using SP REQ-10700- 00029042
Approved by DAS PS (4/6/2015) Page 4 of 7 must post the award in OregonBuys, or the Electronic Procurement System approved by the State Chief Procurement Officer (“CPO”).
d) Medium/Heavy Fleet Agency will document the procurement file with the solicitation process conducted, and why, including documentation to support not using existing PAs.
5. Medium/Heavy Fleet Agency will submit a screen shot of the OregonBuys PO, or a copy of the issued SPPOC, to Melissa Esser at melissa.j.esser@das.oregon.gov for DAS PS’ electronic file.
OVER $250,000 PROCESS FOR LIGHT FLEET AGENCY:
1. Light Fleet Agency identifies the need to purchase vehicles, which will result in a procurement over $250,000.
2. Light Fleet Agency contacts Statewide PA Contractors.
a) If vehicles are available through the Statewide PA Contractor, the
Light Fleet Agency must procure the vehicles through the Statewide PA Contractor using the best value analysis method as outlined in the Statewide PA(s).
b) If vehicles are not available through any Statewide PA Contractors, then go to step three.
3. Light Fleet Agency may request quotes from any non-contracted dealership, limited to the Brands available on the Statewide PAs.
a) Light Fleet Agency may determine the quote period per OAR 125-
247-0270 (2)(e)(iv).
b) Light Fleet Agency must include any COBID firms during quote process.
c) Light Fleet Agency will conduct a process (e.g., best value analysis) to identify the dealership offering the best value to the state.
4. Light Fleet Agency will document its procurement file with the solicitation process conducted, and why, including documentation to support not using existing PAs.
5. Light Fleet Agency submits a purchase request (“PR”) to DAS PS, along with documentation outlining the solicitation process conducted.
a) PRs must be submitted electronically via email to
Approved by DAS PS (4/6/2015) Page 5 of 7 melissa.j.esser@das.oregon.gov, or designee in her absence.
b) Email must include the subject line: “URGENT REQUEST_(insert
Agency Name)_Off-the-Lot Vehicles Procurement_SP REQ-10700- 00029042.”
Note: Submitting the request through OregonBuys may be omitted due to the time sensitivity of the purchase.
6. Melissa Esser or designee will:
a) review the PR and all submitted documents to ensure that all requirements have been met.
b) either issue a PO through OregonBuys, including the terms and conditions from the SPPOC, to the dealership offering the best value to the state; or issue a SPPOC, which will be delivered to the awarded dealership via email or fax.
c) The SPPOC or PO with the attached terms and conditions from the SPPOC are exempt from further legal sufficiency review and approval pursuant to OAR 137-045- 0050(15) by Karen Johnson, Assistant Attorney General for the State of Oregon, email dated January 17, 2023. Melissa Esser or designee issue a PO or SPPOC using the DOJ approved terms and conditions on the SPPOC Attachment 1 with no modifications to the terms and conditions of the SPPOC Attachment 1.
d) Melissa Esser or designee will post the award in OregonBuys, in compliance with Statewide Policy #107-009-0030.
e) Melissa Esser or designee will file the PO screen shot from OregonBuys or the SPPOC in the DAS PS electronic file.
OVER $250,000 PROCESS FOR MEDIUM/HEAVY FLEET AGENCY:
1. Medium/Heavy Fleet Agency identifies the need to purchase medium/heavy vehicles, which will result in a procurement over $250,000.
2. Medium/Heavy Fleet Agency contacts Statewide PA Contractors.
a) If medium/heavy vehicles are available through the Statewide PA
Contractor, the Medium/Heavy Fleet Agency must procure the medium/heavy vehicles through the Statewide PA Contractor using the best value analysis method as outlined in the Statewide
Approved by DAS PS (4/6/2015) Page 6 of 7
PA(s).
b) If medium/heavy vehicles are not available through any Statewide PA Contractors, then go to step three.
3. Medium/Heavy Fleet Agency may request quotes from any non-contracted dealership, limited to the Brands available on the Statewide PAs.
a) Medium/Heavy Fleet Agency may determine the quote period per
OAR 125-247-0270 (2)€(iv).
b) Medium/Heavy Fleet Agency must include any COBID firms during quote process.
c) Medium/Heavy Fleet Agency will conduct a process (e.g., best value analysis) to identify the dealership offering the best value to the state.
4. Medium/Heavy Fleet Agency will document its procurement file with the solicitation process conducted, and why, including documentation to support not using existing PAs.
5. Medium/Heavy Fleet Agency submits a purchase request (“PR”) to DAS PS, along with documentation outlining the solicitation process conducted.
a) PRs must be submitted electronically via email to melissa.j.esser@das.oregon.gov, or designee in her absence.
b) Email must include the subject line: “URGENT REQUEST_(insert
Agency Name)_Off-the-Lot Vehicles Procurement_SP REQ-10700- 00029042.”
Note: Submitting the request through OregonBuys may be omitted due to the time sensitivity of the purchase.
6. Melissa Esser or designee will:
a) review the PR and all submitted documents to ensure that all requirements have been met.
b) either issue a PO through OregonBuys, including the terms and conditions from the SPPOC, to the dealership offering the best value to the state; or issue a SPPOC, which will be delivered to the awarded dealership via email or fax.
c) The SPPOC or PO with the attached terms and conditions from the SPPOC are exempt from further legal sufficiency review and approval pursuant to OAR 137-045- 0050(15) by Karen Johnson, Assistant Attorney General for the State of
Approved by DAS PS (4/6/2015) Page 7 of 7
Oregon, email dated January 17, 2023. Melissa Esser or designee issue a PO or SPPOC using the DOJ approved terms and conditions on the SPPOC Attachment 1 with no modifications to the terms and conditions of the SPPOC Attachment 1.
d) Melissa Esser or designee will post the award in OregonBuys, in compliance with Statewide Policy #107-009-0030.
e) Melissa Esser or designee will file the PO screen shot from OregonBuys or the SPPOC in the DAS PS electronic file.
LIGHT FLEET VEHICLE(S) FOR MEDIUM/HEAVY FLEET AGENCY PROCESS:
1. Medium/Heavy Fleet Agency identifies the need to obtain light fleet vehicles for conducting state business.
2. Medium/Heavy Fleet Agency contacts DAS FPS for assistance in requesting assignment of DAS FPS vehicle(s) to meet the Medium/Heavy Fleet Agency business need.
HELPFUL LINKS:
Certification Office for Business Inclusion and Diversity (COBID):
https://www.oregon.gov/biz/programs/cobid/pages/default.aspx
Business Equity, Inclusion and Engagement in Public Procurement Policy 107-009-0030 https://www.oregon.gov/das/Policies/107-009-0030.pdf
Business Equity, Inclusion and Engagement in Public Procurement Procedure 107-009-0030_PR https://www.oregon.gov/das/Policies/107- 009-0030_PR.pdf https://www.oregon.gov/biz/programs/cobid/pages/default.aspx https://www.oregon.gov/das/Policies/107-009-0030.pdf https://www.oregon.gov/das/Policies/107-009-0030_PR.pdf https://www.oregon.gov/das/Policies/107-009-0030_PR.pdf
| UNDER $250,000 PROCESS FOR LIGHT FLEET AGENCY: |
| 2. Light Fleet Agency contacts Statewide Price Agreement (“PA”) Contractors. |
| UNDER $250,000 PROCESS FOR MEDIUM/HEAVY VEHICLES BY MEDIUM/HEAVY FLEET AGENCY: |
| 2. Medium/Heavy Fleet Agency contacts Statewide Price Agreement (“PA”) Contractors. |
| OVER $250,000 PROCESS FOR LIGHT FLEET AGENCY: |
| 2. Light Fleet Agency contacts Statewide PA Contractors. |
| OVER $250,000 PROCESS FOR MEDIUM/HEAVY FLEET AGENCY: |
| 2. Medium/Heavy Fleet Agency contacts Statewide PA Contractors. |
| LIGHT FLEET VEHICLE(S) FOR MEDIUM/HEAVY FLEET AGENCY PROCESS: |
| 1. Medium/Heavy Fleet Agency identifies the need to obtain light fleet vehicles for conducting state business. |
| 2. Medium/Heavy Fleet Agency contacts DAS FPS for assistance in requesting assignment of DAS FPS vehicle(s) to meet the Medium/Heavy Fleet Agency business need. |
| HELPFUL LINKS: |
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