STATE 0000000536SL Statewide New Motor Vehicles QVL (for Additional Vendors).docx

State of Missouri Office of Administration, Division of Purchasing

Request for Proposal (RFP) for Statewide New Motor Vehicles Qualified Vendor’s List (for Additional Vendors)

PROPOSAL DUE NO LATER THAN: AUGUST 25, 2026 AT 2:00 PM CENTRAL TIME

Proposal response must be submitted electronically through MissouriBUYS, powered by MOVERS, at https://missouribuys.mo.gov.

E-mailed, mailed, courier, or hand-delivered proposal responses will not be accepted.

RFP CONTACT INFORMATION:

BUYER: Danielle Gesch

PHONE NO.: (573) 751-3331

EMAIL: Danielle.Gesch@oa.mo.gov See “RFP Questions” in Section 1 for appropriate communications during the procurement process.

DELIVER SUPPLIES/SERVICES FREE ON BOARD (FOB) DESTINATION TO THE FOLLOWING ADDRESS:

Various State Agencies Located Throughout the State of Missouri

ATTENTION:

1. After reviewing the Request for Proposal (RFP), the vendor must complete and return Exhibit A, Proposal Signature Page and all other necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance Exhibits herein as explained in the RFP’s Vendor Response Exhibits, vendors are encouraged to IMMEDIATELY begin securing these verifications.

3. The vendor must be registered in MissouriBUYS, powered by MOVERS in a “Prospective” or “Spend Authorized” registration status to submit a proposal. The vendor must achieve “Approved” registration status in MissouriBUYS (WebProcure/Proactis) and “Spend Authorized” registration status in MissouriBUYS, powered by MOVERS to be considered for a contract award. Reference Section 5.

RFP Organization:

RFP Vendor Response Exhibits (Return these exhibits with the proposal)

BUSINESS COMPLIANCE EXHIBITS

RFP Attachments (Separate Documents) Attachments (Do not return these documents with response)

Separate Documents: The vendor is advised that the separate documents to this document referenced above provide additional requirements, information, and/or instruction. The separate documents must be downloaded from the Division of Purchasing’s MissouriBUYS, powered by MOVERS, website at: https://missouribuys.mo.gov/. The separate documents are downloadable from the same web page where the solicitation document is downloadable. It shall be the sole responsibility of the vendor to obtain each of the separate documents. The vendor shall not be relieved of any responsibility for performance under the subsequent contract due to the failure of the vendor to obtain a copy of the separate documents.

INTRODUCTION AND BACKGROUND INFORMATION SECTION

Introduction:

Purpose: This document constitutes a request for competitive, sealed proposals from prospective vendors to be added as additional contractors and included in the existing Qualified Vendor’s List (QVL) which serves as a supply channel for acquiring new motor vehicles off contractor’s lots and/or manufacturer designated fleet vehicles for various state agencies located throughout the state of Missouri (hereinafter referred to as state agency). Acquisitions will be processed by means of establishing the QVL of vehicle dealers and/or manufacturers to serve as a market supply channel to the State of Missouri in accordance with the requirements and provisions specified herein. For purposes of the contract, manufacturer designated fleet vehicles (hereinafter referred to as “fleet vehicles”) are defined as the vehicles purchased through the manufacturer’s fleet program. If a vendor reviewing this RFP has an existing contract established for the QVL as a result of an award from STATE PURCHASE-FY25-0182-SL, STATE 0000000035SL, STATE 0000000148SL, STATE 0000000314SL or STATE 0000000427SL the vendor does not need to respond to this solicitation.

For purposes of the contract, a state agency shall be defined as a division, section, bureau, office, program, board, regional/district office, etc., that exists within a department of Missouri State Government. For the purposes of this document, this shall also include the public Universities and the Judicial and Legislative branches of the State of Missouri.

Vendors are advised that agencies will only be purchasing from a dealer’s lot or from a vendor’s list of inventory, defined as any variation of a requested vehicle’s brand/model which has been manufactured by Chevrolet, Ford, Dodge, Chrysler, Jeep, or Ram which meets the requirements and provisions specified herein and within the agency’s Price Quote Form.

The purpose of this QVL is to enable a more seamless procurement process, foster competition, and promote a reasonable delivery of new motor vehicles regardless of market volatility, with consideration to a dealer’s ability to locate available motor vehicles on short notice and the inability to hold pricing for a substantial amount of time.

The State of Missouri intends to establish contracts with multiple vendors for use on an as needed, if needed basis in accordance with the usage and quoting requirements specified herein. Contract awards will be made based upon the vendor’s compliance with the requirements specified herein. The awarded contracts shall not be viewed as exclusive contracts. The state reserves the right to issue subsequent solicitations for the same or similar supplies.

Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language.

Background and Historical Usage Information:

Contracts awarded as a result of STATE PURCHASE-FY25-0182-SL were effective July 1, 2025. To reflect actual contract usage, for information purposes, the dollar amounts encumbered under the previous contracts for fiscal years (FY) 2024 and 2025, are listed in the table below:

Current and Previous Contract Information:

Current contracts exist for the products being obtained via this RFP. A copy of the current contracts can be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System located on the Internet at: https://purch.oa.mo.gov/bidding-contracts/awarded-bid-contract-document-search. In addition, all proposal and evaluation documentation leading to the award of the contracts may also be viewed and printed from the Division of Purchasing’s Awarded Bid & Contract Document Search System.

For the current contracts, please reference the bid number STATE PURCHASE-FY25-0182-SL, STATE 0000000035SL, STATE0000000 148SL, and STATE 0000000314SL or the contract numbers MC250182001-011, MC260035001-007, MC260148001-002 and MC260148004, and MC260314001-002 when searching for these documents.

State Expenditures: The Missouri Accountability Portal (MAP) located on the Internet at: http://mapyourtaxes.mo.gov/MAP/Expenditures/ provides financial data related to the purchase of the services under the contract. Be sure to read the information provided in the site information and disclaimer links: https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm and https://mapyourtaxes.mo.gov/MAP/Help/MapExpendituresHelp.htm#disclaimer.

Then search by the contract numbers shown above when searching for the financial information.

RFP Questions:

Buyer is Single Point of Contact for Solicitation: Vendors and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must direct all of their questions or comments regarding the RFP, the evaluation, etc., to the buyer indicated on the first page of this RFP. It is preferred that questions be emailed to the buyer.

Except as noted herein, vendors and their agents are instructed not to contact any other state employee regarding any of these matters during the solicitation and evaluation process. Inappropriate contacts are grounds for suspension and/or exclusion from specific procurements. Vendors can be sanctioned for unauthorized contact with any evaluator under 1 Code of State Regulation (CSR) 40-1.060(8)(G) and (H) available at http://www.sos.mo.gov/adrules/csr/csr.asp.

Vendor is Responsible for Asking Questions About the RFP: It is the vendor’s responsibility to ask questions, request changes or clarifications, or otherwise advise the Division of Purchasing if the vendor believes that any language, specifications, or requirements are: (1) ambiguous, (2) contradictory or arbitrary, (3) violate any state or federal law or regulation, (4) restrict or limit the requirements to a single source, or (5) restrict or limit the vendor’s ability to submit a proposal.

Vendor Question Deadline: Every attempt shall be made to ensure that the vendor receives an adequate and prompt response. However, in order to maintain a fair and equitable procurement process, all vendors will be advised, via the issuance of an amendment to the RFP, of any relevant or pertinent information related to the procurement. All questions and issues should be submitted no later than ten (10) calendar days prior to the proposal end date and time of the proposals. If not received prior to ten (10) calendar days before the proposal end date and time, the Division of Purchasing may not be able to fully research and consider the respective questions or issues.

State’s Response to Vendor Questions: Upon the Division of Purchasing’s consideration of questions and issues, if the Division of Purchasing determines that changes are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s); absence of such response indicates that the questions and issues were considered but deemed unnecessary for an RFP amendment. All vendors will be advised of any change to the RFP’s language, specifications, or requirements by a formal amendment to the RFP. There will be no posted written records of the questions/communications (i.e., formal question/answer document).

RFP is State’s Only Official Position: The only official position of the State of Missouri shall be that which is contained in the RFP and any amendments thereto.

Amendments:

If the Division of Purchasing determines that changes to the RFP are necessary, the resulting changes will be included in a subsequently issued RFP amendment(s) prior to the proposal end date and time.

Glossary of Terms and Acronyms:

Whenever the following terms and acronyms appear in the RFP document or any amendment thereto, the definitions or meanings described below shall apply.

General Glossary, Acronyms, and Abbreviations:

Agency and/or State Agency means the statutory unit of state government in the State of Missouri for which the equipment, supplies, and/or services are being purchased by the Division of Purchasing (Purchasing). The agency is also responsible for payment, unless otherwise specified herein.

Amendment means a written, official modification to a solicitation or contract.

Attachment applies to all documents which are included with an RFP to incorporate any informational data or requirements related to the performance requirements and/or specifications.

Buyer means the procurement staff member of Purchasing.

Code of State Regulation (CSR) contains the current administrative rules of executive agencies of Missouri government. The regulations are arranged by agency rather than by subject.

Contract means a legal and binding agreement between two or more competent parties, for a consideration for the procurement of equipment, supplies, and/or services.

Contractor means a supplier, offeror, person, or organization who is a successful vendor as a result of an RFP and who enters into a contract.

Exhibit applies to forms which are included with an RFP for the vendor to complete and submit with their proposal prior to the specified end date and time.

May means that a certain feature, component, or action is permissible, but not required.

Must means that a certain feature, component, or action is a mandatory condition.

Party refers to either the State of Missouri or the contractor as an entity that may enter into a contract pursuant to the terms herein.

Pricing Page(s) applies to the form(s) on which the vendor must state the price(s) applicable for the equipment, supplies, and/or services required in the RFP. The pricing pages must be completed and submitted by the vendor with the proposal prior to the specified proposal end date and time.

Proposal End Date and Time and similar expressions mean the exact deadline required by the RFP for the receipt of sealed proposals.

Purchase Order means the authorized document issued by the state agency to the contractor indicating descriptions, quantities, and agreed prices for products and/or services.

Reasonable, Necessary or Proper as used herein shall be interpreted solely by the State of Missouri.

Request for Proposal (RFP) means the solicitation document issued by Purchasing to potential vendors for the purchase of equipment, supplies, and/or services as described in the document. The definition includes the following sections: Introduction and Background Information; Scope of Work; Terms and Conditions (“terms and conditions” and “Terms and Conditions” are used interchangeably throughout the RFP); General Contractual Requirements; and Vendor Submission, Evaluation, and Award Information; and the RFP Vendor Response Exhibits, Attachments, and Amendments of the RFP.

RSMo (Revised Statutes of Missouri) refers to the body of laws enacted by the Legislature which govern the operations of all agencies of the State of Missouri. Chapter 34 of the statutes is the primary chapter governing the operations of Purchasing.

Shall has the same meaning as the word must.

Should means that a certain feature, component and/or action is desirable but not mandatory.

State collectively referring to the state government and/or the agencies thereof.

Supplier has the same meaning as the word, vendor.

Vendor means the supplier, offeror, person, or organization that responds to an RFP by submitting a proposal with prices to provide the equipment, supplies, and/or services as required in the RFP document.

State Agency Acronyms: For purposes of the contract, a state agency shall be defined as a division, section, bureau, office, program, board, regional/district office, etc., that exists within a department of Missouri State Government. For the purposes of this document, this shall also include the Judicial and Legislative branches of the State of Missouri.

AG Missouri Attorney General DCI Missouri Department of Commerce and Insurance DED Missouri Department of Economic Development DESE Missouri Department of Elementary and Secondary Education DHEWD Missouri Department of Higher Education and Workforce Development DHSS Missouri Department of Health and Senior Services DMH Missouri Department of Mental Health DNR Missouri Department of Natural Resources DOC Missouri Department of Corrections DOLIR Missouri Department of Labor and Industrial Relations DOR Missouri Department of Revenue DPS Missouri Department of Public Safety DSS Missouri Department of Social Services GA General Assembly: Missouri House of Representatives and the Missouri Senate GO Missouri Governor’s Office ITSD Missouri OA Information Technology Services Division JUD Missouri Judiciary LTGO Missouri Lieutenant Governor’s Office MDA Missouri Department of Agriculture MDC Missouri Department of Conservation MoDOT Missouri Department of Transportation MSPD Missouri State Public Defender OA Missouri Office of Administration SAO Missouri State Auditor’s Office SOS Missouri Secretary of State STO Missouri State Treasurer’s Office

Accuracy of Background Information:

Although an attempt has been made to provide accurate and up-to-date information, the State of Missouri does not warrant or represent that the background information provided herein reflects all relationships or existing conditions related to this RFP.

****END OF INTRODUCTION AND BACKGROUND INFORMATION SECTION****

SCOPE OF WORK SECTION

General Requirements:

The contractor must supply new motor vehicles off the QVL contractor’s lot and/or manufacturer designated fleet vehicles, based on the award that has been approved by the Division of Purchasing’s Notice of Contract Award to STATE PURCHASE-FY25-0182-SL, STATE 0000000035SL, STATE 0000000148SL, STATE 0000000314SL, and STATE 0000000427SL or by a properly executed contract amendment, subsequently issued by the Division of Purchasing.

a. For purposes of this document, a new motor vehicle available off the QVL contractor’s lot shall mean a vehicle which has never been owned except by a manufacturer, distributor, or dealer and has never been registered, regardless of the model year of the vehicle.

b. For purposes of this document, a new fleet motor vehicle shall mean a vehicle which has never been owned except by a manufacturer, distributor, or dealer and has never been registered, and of the current model year of the vehicle.

Mandatory Use of Contract: The contractor shall provide services on an as needed, if needed basis. The State of Missouri does not guarantee any usage of the contract whatsoever. However, any state agency needing the services shall be required to use the contract unless an exemption is granted by the Division of Purchasing. In addition, the contractor shall understand and agree that the contract shall not be construed as an exclusive arrangement and if it is in the best interest of the State of Missouri and approved by the Division of Purchasing, a state agency may obtain alternate services elsewhere.

Cooperative Procurement Program: The contractor shall participate in the State of Missouri’s Cooperative Procurement Program. The contractor shall provide the products and/or services as described herein under the terms and conditions, requirements, and specifications of the contract, including prices, to other government entities in accordance with the Technical Services Act (section 67.360, RSMo, which is available on the internet at: https://revisor.mo.gov/main/OneSection.aspx?section=67.360&bid=2758&hl=). The contractor shall further understand and agree that participation by other governmental entities is discretionary on the part of that governmental entity and the State of Missouri bears no financial responsibility for any payments due the contractor by such governmental entities. The following website identifies the current members of the Cooperative Procurement Program: https://purch.oa.mo.gov/media/pdf/cooperative-procurement-program-members-listing.

Other Agencies May Order: The Division of Purchasing reserves the right to allow other state agencies and government entities (e.g. cities, counties, etc.) to order from the contract. The State of Missouri shall bear no financial responsibility for any payments due the contractor by non-state governmental entities (e.g. cities, counties, etc.).

Contractor’s Obligation: Unless otherwise specified herein, the contractor shall furnish all material, labor, facilities, equipment, and supplies necessary to provide the new vehicles required herein.

1.1 Single Point of Contact and Responsibility:

The contractor shall be the single point of contact for the state agency or public entity and shall be responsible for the contract, regardless of any subcontract arrangements, including all contract use issues, which may consist of the following:

Ordering;

Invoicing;

Delivery;

Titling; and Payment.

1.1.1 As the single point of contact, the contractor must provide a minimum of one (1) customer service representative assigned to the State of Missouri contract. It is highly desirable the contractor provide a back-up representative as well. The contractor’s customer service representative and the backup, if provided, must promptly answer questions and resolve problems that arise. The contractor’s customer service representative must be available to the State of Missouri during the contractor’s regular operating hours. The contractor’s customer service representative(s) shall be available to the state agencies by phone, fax, or email.

The contractor shall provide all contact information to the Division of Purchasing and keep it maintained and updated through the duration of the contract.

1.2 Corporate Average Fuel Economy Standard Requirements:

1.2.1 The contractor shall only provide motor vehicles, or variations thereof, which meet the federal government’s Corporate Average Fuel Economy (CAFE) standard, as established by the National Highway Traffic Safety Administration (NHTSA) for the respective class of motor vehicles stated in STATE PURCHASE-FY25-0182-SL, STATE 0000000035SL, STATE 0000000148SL, STATE 0000000314SL and STATE 0000000427SL.

1.3 Warranty Requirements:

1.3.1 The contractor shall understand and agree that the Manufacturer’s Standard Factory Warranty shall apply to all motor vehicles and a properly executed warranty must be delivered with a purchased motor vehicle. The contractor shall further understand and agree that the warranty shall not become effective until the motor vehicle is delivered to and accepted by the state agency.

1.3.2 All warranty service must be performed in Missouri.

1.4 Potential Recall or Manufacturer Initiated Customer Service Action/Notification Requirements:

1.4.1 The contractor shall be responsible for accessing potential recall notices from NHTSA, as well as any manufacturer-initiated customer service actions, prior to delivering a purchased motor vehicle(s) to the state agency. If a recall or customer service action is found for a purchased motor vehicle being delivered to the state agency, the contractor should, to the best ability, complete the necessary action(s) prior to delivery. If the contractor is unable to address the required recall or customer service action(s) prior to delivery, the contractor must inform the state agency of the “open” recall or customer service action upon delivery. The contractor shall then assist the state agency in getting the recall or customer service action(s) completed as quickly as possible.

1.5 Price Quote Form Requirements:

1.5.1 Throughout the contract period as a state agency has a need for an off the lot or fleet vehicle, the state agency will contact all contractors who were awarded the requested motor vehicle category to obtain firm, fixed price quotes in response to Attachment 1, Price Quote Request Form, New Vehicles (hereinafter referred to as the PQF). The state agency’s quote request will include the specifications and the quantity of motor vehicles required. The state agency’s quote request will also indicate if the state agency desires or requires any additional options or non-standard features (upgrades) to be included with the motor vehicle.

1.5.2 The contractor shall understand and agree that all terms and conditions of the contract shall apply to all quotes, purchase orders placed, and products received under the contract.

1.5.3 The contractor(s) who were awarded the specific motor vehicle category and purchase type (fleet or off the lot) will be contacted by a state agency via email and presented with the PQF. The contractor shall complete and return the PQF by the specified deadline in order for the contractor’s quoted firm, fixed price to be considered. The contractor should include a copy of the specification sheet for the motor vehicle proposed with the contractor’s response to the PQF. If awarded the price quote, the contractor’s firm, fixed price quoted for the specific purchase shall be contractually binding on the contractor for that specific order placement and fulfillment.

a. Pricing: The contractor(s) shall price the specific motor vehicle based on the requested quantity, the mandatory specifications provided by the state agency, including any additional options or features requested or required to be provided with the motor vehicle in the PQF.

1) State agencies may request additional options or features to be added to the motor vehicle being purchased from the contractor and any options or features desired beyond the standard model specifications will be identified by the state agency at the time of PQF issuance. In the case that multiple versions of the same option or feature are proposed as a separate price in addition to the motor vehicle price, the highest price for the options and features proposed shall be used for the cost evaluation purposes to determine the maximum liability to the state.

2) If additional options and features are already installed on the motor vehicle, then the contractor shall price the motor vehicle as one total dollar amount for the motor vehicle that includes the already installed options and features.

3) If the PQF requests or requires options and features that are not currently installed on the motor vehicle proposed by the contractor, then the contractor must price those options and features separately, to ensure that the motor vehicle proposed meets the requirements identified in the PQF.

4) Off the Lot Purchases – If a contractor has a motor vehicle located on a lot that meets the requirements of the specific motor vehicle requested in the PQF, but the motor vehicle also includes additional options not requested by the state agency, then the contractor should provide a PQF response that specifies the additional options already installed on the motor vehicle that the state agency did not request.

5) Fleet Purchases Only – The contractor must provide the specific motor vehicle requested in the PQF, including all specified additional options identified in the PQF, unless the contractor provides documentation from the manufacturer indicating the additional option is not available at the time of the PQF request.

6) If the contractor is unable to provide all motor vehicles and quantities identified in a PQF, the contractor should respond to the PQF with the vehicles and quantities the contractor is capable of providing that meet the requirements of the PQF (e.g. if the PQF requests three (3) mid-size 4-door sedans that use regular unleaded fuel, but the contractor only has one (1) vehicle that meets the requirements on the contractor’s lot, the contractor may respond to the PQF with the one (1) vehicle available).

7) The contractor may respond to the PQF with multiple responses if the contractor is capable of meeting the requirements of the PQF with different motor vehicles or combination of motor vehicles available on the contractor’s lot or fleet availability.

8) Shipping from a dealer or manufacturer outside of Missouri to a contractor’s location, in order for the contractor to satisfy the completed PQF, shall be the responsibility of the contractor and shall take place at the pricing submitted on the PQF.

9) All pricing shall include all shipping, and freight charges FOB Destination, Freight Prepaid and Allowed. The State of Missouri shall not make additional payments or pay add-on charges for freight or shipping beyond the pricing submitted on the PQF.

10) The state agency shall not pay nor be liable for any other additional costs including but not limited to taxes, shipping charges, insurance, interest, penalties, termination payments, attorney fees, liquidated damages, etc.

b. Domestic Products Procurement Act: In accordance with the Buy American Act, the contractor must provide proof of compliance with section 34.353, RSMo. Therefore, the state agency will request the contractor(s) complete and return Attachment 2, Domestic Product Procurement Act (Buy American) Preference, certifying proof of compliance at the time of each price quote request, which must be thoroughly completed and returned with the completed PQF for each price quote request.

1.5.4 In the event a contractor cannot provide the motor vehicle requested by the state agency, the contractor should return the PQF to the state agency indicating a “No Bid” response.

1.5.5 The contractor(s) shall understand and agree that each price quote response submitted shall be considered an open record after the PQF has been awarded, unless otherwise exempt pursuant to the provisions of the State of Missouri Revised Statutes, specifically section 610.021-022, RSMo, and other provisions as may be applicable. The contractor(s) should NOT include confidential material with the contractor’s PQF response.

1.5.6 Any motor vehicle preparation costs or a round trip per mile delivery charge shall be included in the contractor’s PQF response.

1.6 Price Quote Form Evaluation:

1.6.1 State agencies shall make every attempt to process an award of a PQF within forty-eight (48) hours of the PQF deadline date. Any delays in the forty-eight (48) hour timeframe must be communicated to the contractors that submitted a response to a PQF. Contractors shall not face consequences for selling an off the lot motor vehicle to another customer in the event an award has not been made within the forty-eight (48) hour timeframe and failure of the state agency to communicate a delay occurs.

1.6.2 The PQF shall be awarded to the lowest and best contractor defined herein as the specification-compliant contractor who scores the highest number of evaluation points considering the following:

a. The specifications and contents included on Attachment 1, Price Quote Form and Attachment 3, Motor Vehicle Price Quote Request Form (PQF) Award Record;

b. Cost, including the Missouri Domestic Products Procurement Act preference;

c. Bonus Preference Points earned for the Organization for the Blind/Sheltered Workshop preference and the Missouri Service-Disabled Veteran Enterprise preference points in the contractor’s awarded proposal; and

d. As applicable, when alternative fuel motor vehicles are solicited, a life cycle cost evaluation based on the requirements stated in Chapter 414.415 RSMo has been performed, as required herein.

1.6.3 The contractor shall understand and agree that PQF evaluations, conducted by the Missouri State Highway Patrol (MSHP) may include the following exceptions:

a. At the discretion of MSHP, the evaluation of PQF responses may give consideration to security requirements or patrol vehicle necessities over the evaluation of cost.

b. Such consideration shall be clearly documented in the evaluation prior to awarding a purchase order and made public to all contractors who responded to the PQF.

1.6.4 Evaluation of Cost – The state agency shall determine the lowest priced contractor by performing a cost evaluation in the following manner:

1) The firm, fixed total motor vehicle price submitted for the motor vehicle(s) specified on the PQF shall be multiplied by the respective requested quantity stated in the PQF to determine the total extended price. The firm, fixed total motor vehicle price used for cost evaluation purposes shall include the motor vehicle base price, all options and features proposed (regardless of whether the options or features have already installed on the motor vehicle or would be installed after PQF award) and the delivery price. The total extended price for the motor vehicle shall then be combined with any application of the Domestic Product Act (Buy American) Preference as detailed below.

a. Domestic Products Procurement Act - In accordance with the Domestic Product Procurement Act (hereinafter referred to as the Buy American Act) sections 34.350 to 34.359, RSMo, the contractor is advised that any goods purchased or leased by any public agency shall be manufactured or produced in the United States.

· Contractors who can certify that goods or commodities to be provided in accordance with the contract are manufactured or produced in the United States or imported in accordance with a qualifying treaty, law, agreement, or regulation shall be entitled to a ten percent (10%) preference over contractors whose products do not qualify.

· The requirements of the Buy American Act shall not apply if other exceptions to the Buy American mandate in section 34.353, RSMo, are met.

· If the lowest priced contractor qualifies as American-made or in the event all of the contractors or none of the contractors qualify for the Buy American preference, no further calculation is necessary. In the event the lowest priced contractor does not qualify for the Buy American Preference but other contractors do qualify, then the lowest contractor’s price(s) is increased by 10% for those items not eligible for the Buy American Preference.

· If any products offered are being manufactured or performed at sites outside the United States, the contractor MUST disclose such fact and provide details with the PQF.

2) Upon determination of each contractor’s total cost for the specified line item, cost points shall be computed from the results of the calculation stated below using a scale of 200 possible points and the following formula:

Lowest Responsive QVL Contractor’s Price Compared QVL Contractor’s Price

(200 points)

3) For those contractors awarded bonus preference points (for an Organization for the Blind/Sheltered Workshop and/or a qualified Service-Disabled Veteran Enterprise) during the evaluation of STATE PURCHASE-FY25-0182-SL, STATE 0000000035SL, STATE 0000000148SL, STATE 0000000314SL, STATE 0000000427SL and STATE 0000000536SL, such bonus preference points shall be added to the contractor’s cost evaluation points. The contractor that meets or exceeds the state agency’s minimum requirements with the most points after totaling the cost evaluation points with the bonus preference points will be considered the lowest and best contractor. The lowest and best contractor will be awarded the purchase requested on the PQF.

4) In the event all PQF responses fail to meet the state agency’s needs, the state agency may reject all PQF responses and cancel the request for price quote.

5) The state agency reserves the right to award one, some, or all of the motor vehicles in a PQF to one contractor. In the event a state agency decides to award to multiple contractors, the above cost evaluation will be conducted per motor vehicle to determine the lowest and best contractor for each motor vehicle.

6) In addition to the cost evaluation language identified above, in accordance with Chapter 414.415 RSMo, a life cycle cost evaluation will be conducted by the state agency for fleet vehicles when alternative fuel vehicles are offered. The evaluation of cost shall be completed as a life cycle cost analysis based on the quoted firm, fixed vehicle base price, included in the response to the PQF, using the following: (a) an average life span of 120,000 miles for the vehicle; (b) the combined city/highway fuel mileage rating for the vehicle; and (c) the fuel cost per gallon on the date the PQF responses are due as published in the most recent Missouri Energy Bulletin. The state agency will use the following formula to determine the life cycle cost:

LCC = UP + (LV X GC)

MPG

LCC = Life Cycle Cost UP = Unit Price of vehicle proposed LV = Life of vehicle is 120,000 miles GC = Gasoline cost per gallon for this PQF response will be the current average price for Mid-Missouri on the due date of the PQF MPG = Miles per gallon, combined city/highway mileage as stated by the vendor for each model

NOTE: If there is an inconsistency between the contractor’s responses for the combined city/highway mileage, the state agency shall contact the manufacturer representative for all models quoted for that line item to verify the information. If the combined city/highway mileage is not provided by the contractor for the model proposed, the state agency reserves the right to use the EPA combined city/highway mileage as state at www.fueleconomy.gov when determining the life cycle cost per model. If the combined city/highway mileage is not available at www.fueleconomy.gov, the state agency reserves the right to contact the manufacturer to receive the combined city/highway mileage.

1.6.5 The state agency will document the state agency’s evaluation justification regarding the state agency’s award determination of the “lowest and best” PQF response(s) at the time the quote is awarded.

1.6.6 The state agency will provide all responding contractors of the results of the awarded PQF, by providing a copy of the completed Attachment 3, Motor Vehicle Price Quote Request Form Award Record. The contractor shall understand and agree that the state agency’s acceptance of the awarded PQF, unless otherwise specified, is not authorization to proceed with shipment of products. The state agency must provide authorization to proceed through issuance of a purchase order or specific written authorization to ship.

1.7 Purchase Order Requirements:

7. Prior to making a new motor vehicle purchase, the state agency must complete a vehicle pre-approval form and submit to the State Fleet Manager at FleetManagement@oa.mo.gov. The vehicle pre-approval form can be found at: https://oa.mo.gov/general-services/state-fleet-management/vehicle-preapproval-process-and-vehicle-credits.

7. The state agency shall purchase the products specified in the awarded PQF from the awarded contractor (as determined herein). The contractor will not be held to the requirements identified below if the state agency fails to award the PQF within the forty-eight (48) hour timeframe and failure of the state agency to communicate a delay occurs, as required herein.

a. If the contractor cannot provide the awarded products in the PQF, the contractor may be considered in breach of contract and subject to the remedies specified herein.

b. The state agency shall document each instance of the contractor’s inability to provide the awarded products as required. If the contractor continually or consistently is unable to provide the awarded products as required, the Division of Purchasing may elect to cancel the applicable contractor’s contract.

c. If the contractor who was awarded a PQF cannot fulfill the award, then, with prior approval of the Division of Purchasing, the state agency reserves the right to use the next highest scoring contractor (as determined herein).

1.7.2 Contractors shall make every attempt to process a purchase order within forty-eight (48) hours of receipt. With the volatility of the market and the short turnaround time of order bank availability, it is imperative that the awarded contractor process orders in a timely manner.

1.8 Order Documentation Requirements:

1.8.1 At no cost to the State of Missouri, and upon request of the state agency, the contractor must provide the state agency with a copy of the order documentation submitted to the manufacturer when ordering each motor vehicle.

1.9 Financial Responsibility Requirements:

The State of Missouri recognizes that dealerships may make financial arrangements that result in a finance company retaining a security interest in motor vehicles that the State of Missouri purchases, until such time as the dealership receives payment in full for those motor vehicles. The contractor shall understand and agree that a separate "Acknowledgement of Security Interest and Assignment" or similar document shall not be necessary and shall not be signed by the State of Missouri.

Performance/Product Requirements:

Estimated Quantities: The quantities indicated in this RFP are estimates that pertain to the total aggregate quantities that may be ordered throughout the stated contract period. The estimates do not indicate single order amounts unless otherwise stated. The State of Missouri makes no guarantees about single order quantities or total aggregate order quantities.

Replacement of Damaged Product: The contractor shall repair or replace any item or components received in damaged condition at no cost to the State of Missouri. This includes all delivery/transportation costs for returning non-functional items to the contractor for replacement.

Delivery Requirements: The contractor’s delivery for all motor vehicles shall be due, as indicated by the state agency on the PQF or as stated in the contractor’s response to a PQF, whichever the state agency requests and approves. Failure by the contractor to deliver according to the specified requirements may result in contract cancellation and suspension from future vendor’s list, unless the delivery issues are attributed to the manufacturer being unable to fulfill fleet vehicle purchase orders due to time and/or supply constraints.

The contractor and/or the contractor's subcontractor(s) shall deliver products upon receipt of an authorized purchase order for the motor vehicle(s) the contractor is awarded. The contractor’s delivery shall include unloading shipments at the state agency's location or other designated unloading site as requested by the state agency. The contractor’s orders must be shipped F.O.B. Destination, Freight Prepaid and Allowed.

The contractor shall not attempt to make delivery to any state agency on official state holidays. A list of official state holidays may be found on the State of Missouri website at http://oa.mo.gov/personnel/state-employees/hours-work-overtime-and-holidays.

The contractor shall deliver all motor vehicles with the proper documentation to apply for Missouri title and license, including the Manufacturer’s State of Origin and invoice.

The contractor shall deliver all motor vehicles with an owner’s manual.

The contractor’s deliveries must be coordinated with the state agency. The contractor must call the state agency 24 hours prior to making an appointment for a delivery.

In the event the contractor fails to deliver a motor vehicle within the stated delivery days, the State of Missouri reserves the right to find the same or similar motor vehicle from another source, and to charge the contractor the difference for the substitution. In assessing the applicability of this provision, the State of Missouri will consider the degree of contractor responsibility in the delay.

Within forty-eight (48) hours of delivery, the state agency shall fully inspect the motor vehicle’s interior and exterior, including any options required on the motor vehicle. The state agency must notify the dealer within forty-eight (48) hours of any unacceptability relating to a delivered motor vehicle. If the state agency fails to notify the dealer of any unacceptability within the forty-eight (48) hour timeframe, the dealer reserves the right to deem the motor vehicle as acceptable. State agencies are advised to ensure the proper measures are taken as it relates to insuring motor vehicles, beyond the forty-eight (48) hour acceptance timeframe.

The contractor shall ensure that all motor vehicles are delivered clean, lubricated, serviced and ready for immediate service, which shall include installation of all required options and accessories and removal of all plastic and signage (e.g. window sticker) from the interior and exterior of the motor vehicle. The window sticker may be left in the “glove box” or included with other documentation.

Missouri Statewide Contract Quarterly Administrative Fee:

The contractor shall pay a one percent (1%) administrative fee to the State of Missouri which shall apply to all payments received by the contractor for all motor vehicles provided under the contract. Payment of the one percent administrative fee shall be non-negotiable.

The contractor shall pay the administrative fee at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31). The total administrative fee for a given quarter must equal one percent (1%) of the total payments (minus returns and credits) received by the contractor during the calendar quarter as reported on the contractor’s Missouri Statewide Contract Quarterly Administrative Fee Report specified below. The administrative fee must be received by the Division of Purchasing (Purchasing) no later than the 15th calendar day of the month immediately following the end of the calendar quarter, unless the 15th is not a business day in which case the next business day thereafter shall be considered the administrative fee deadline.

Payments shall be made using one of the following acceptable payment methods:

Check: Personal check, company check, cashier’s check, or money order made payable to the “Missouri Revolving Information Technology Trust Fund” and sent to the following mailing address: Division of Purchasing, P.O. Box 809, Jefferson City, MO 65102 – 0809 OR Division of Purchasing, 301 West High Street, Room 630, Jefferson City, MO 65101-1517. The contractor’s payment by check shall authorize the State of Missouri to process the check electronically. The contractor understands and agrees that any returned check from the contractor may be presented again electronically and may be subject to additional actions and/or handling fees.

Electronic Payment: Instructions on how to submit payments electronically by automated clearing house (ACH) will be provided upon request by contacting the Division of Purchasing at (573) 751-2387.

All payments of the administrative fee shall include the contract number on any check or transmittal document. However, only one contract number must be entered on a check or transmittal document. If submitting an administrative fee payment for more than one contract, then a separate check or electronic payment and associated transmittal document must be submitted by the contractor for each contract.

Missouri Statewide Contract Quarterly Administrative Fee Report:

The contractor shall submit a Missouri Statewide Contract Quarterly Administrative Fee Report to the Division of Purchasing which shall identify the total payments (minus returns and credits) received by the contractor from state agencies, political subdivisions, universities, and governmental entities in other states that were made pursuant to the contract.

The contractor shall prepare and submit the Missouri Statewide Contract Quarterly Administrative Fee Report at the end of each calendar quarter (i.e. March 31, June 30, September 30, December 31) for total payments (minus returns and credits) received by the contractor during the calendar quarter. The Missouri Statewide Contract Quarterly Administrative Fee Report must be received by the Division of Purchasing (Purchasing) no later than the 15th calendar day of the month following the reporting quarter entered on the report, unless the 15th is not a business day in which case the next business day thereafter shall be considered the reporting deadline. Even if there has been no usage of the contract during the reporting quarter, the contractor must still submit a report and indicate no payments were received by marking the appropriate box on the report form.

The Missouri Statewide Contract Quarterly Administrative Fee Report form may be downloaded from the following Purchasing website: http://oa.mo.gov/purchasing/vendor-information. The Missouri Statewide Contract Quarterly Administrative Fee Report is also included herein as Attachment 4. The Missouri Statewide Contract Quarterly Administrative Fee Report must be submitted using one of the following methods:

Mail: Division of Purchasing, P.O. Box 809, Jefferson City MO 65102-0809

OR

Division of Purchasing, 301 West High Street, Room 630, Jefferson City, MO 65101-1517 Fax: (573) 526-9815 Email: ereports@oa.mo.gov

The contractor shall agree that the Division of Purchasing reserves the right to modify the requested format and content of the Missouri Statewide Contract Quarterly Administrative Fee Report by providing thirty (30) calendar days written notice to the contractor. The contractor shall also agree the Division of Purchasing may unilaterally amend the contract, with thirty (30) calendar days notice to the contractor to change the method of payment of the administrative fee, the timing for submission of the Missouri Statewide Contract Quarterly Administrative Fee Report, and/or timing for payment of the administrative fee. The contractor shall understand and agree that if such an amendment is issued by the Division of Purchasing, the contractor shall comply with all contractual terms, as amended.

Missouri Statewide Contract Quarterly Usage Report:

The contractor shall submit a Missouri Statewide Contract Quarterly Usage Report to the Division of Purchasing that provides the Data Element information listed below: