Vehicle Special Provisions 1-2021.pdf

WYOMING DEPARTMENT of ADMINISTRATION & INFORMATION

SPECIAL PROVISIONS

AUTOMOBLE, TRUCK AND EQUIPMENT BID INVITATIONS

The provisions described below are applicable to all bid invitations and specifications advertised with intent to procure automotive equipment for use by the various Wyoming departments. The Special Provisions formulate a part of each bid invitation and specification and are to be taken into consideration when submitting bids.

A. Questions regarding to this Bid will need to be submitted through Public Purchase.

B. Any equipment ordinarily listed as standard, shall not to be removed from the new unit unless replaced by optional equipment to meet the minimum specifications.

C. All lights, reflectors, belts, etc., required by Federal Safety Standard Codes and/or Wyoming Safety Codes, whether specifically requested or not in the specifications, are to be furnished, provided effective date of such requirement is on or before the date of manufacture.

D. Owner/Operator manual and warranty shall be delivered with the unit.

E. When designated on the bid invitation or on the purchase order, a 30-day temporary license permit shall be furnished with the unit at the time of delivery before acceptance.

F. All vehicles are to receive dealer preparation, be completely assembled as per specifications, serviced, and ready to operate at the time of delivery before acceptance.

G. ACCOMPANYING THE VOUCHER FOR PAYMENT FOR THE NEW VEHICLE SHALL BE:

1. Wyoming Certificate of Title (NOT A STATEMENT OF ORIGIN). Made out to the State of Wyoming.

2. Two copies of itemized invoice or copy of the factory line setting ticket showing all factory options as ordered by dealers. One copy attached to the title and one copy attached to the voucher. (State Agency Purchase Order numbers shall be referenced on all copies.)

3. One window sticker (either electronic copy or hard copy). Window sticker shall not be affixed to the window of any purchase (a fee may be charged to the dealer for removal of the sticker if this requirement is not followed).

4. Dealer badging is not allowed. If a dealer badge appears on any vehicle, a fee may be charge to the dealer for removal.

ALL OF THE ABOVE STIPULATIONS MUST BE MET BEFORE PAYMENT WILL BE

MADE FOR ANY VEHICLES PROCURED BY THE WYOMING DEPARTMENT OF

ADMINISTRATION AND INFORMATION.

H. DELIVERY/FAILURE TO DELIVER

The delivery date entered on bid form will be the date that delivery will be expected to the State of Wyoming. Delivery must be on or before date outlined in bid document. The State may include a delivery date, or the State may rely on the bidder to include a delivery date. Delivery requirements stated in bid document will not be extended, unless approved by the State of Wyoming in writing.

Delivery dates bidder has entered on bid form shall be realistic delivery dates. Delivery dates established by bidder may be a consideration in the bid award.

If deliveries are not completed by the established delivery date, the Wyoming Department of Administration & Information reserves the right to cancel the purchase order/contract. The vendor may be eliminated from the active bidder’s list for an amount of time established in the Procurement Rules.

I. FAILURE TO HONOR BID

If the successful bidder to whom a contract or purchase order has been awarded, fails to honor their bid or contract in full accordance with the contract terms and conditions, the State of Wyoming reserves the right to cancel the contract, and may eliminate the bidder from the active bidder’s list for an amount of time established in the Procurement Rules.

J. FORCE MAJEURE

Neither party shall be liable for failure to perform under this Contract if such failure to perform arises out of causes beyond the control and without the fault or negligence of the on performing party. Such causes may include, but are not limited to, acts of God or the public enemy, fires, floods, epidemics, quarantine restrictions, freight embargoes, and unusually severe weather.

This provision shall become effective only if the party failing to perform immediately notifies the other party of the extent and nature of the problem, limits delay in performance to that required by the event, and takes all reasonable steps to minimize delays.

K. REQUIRED SUBMITTALS

It will be the sole responsibility of the bidder to upload, in Public Purchase, all technical information and complete descriptive literature needed to determine the acceptability of the item(s) bid. This information may consist of, but is not limited to; build sheets, drawings, pictures, specification sheets, etc.

This information is required in order for the procuring agency to determine adherence to the specifications and requirements, as published, of the proposed items or equipment. All pertinent information, necessary to make this determination, must be included.

The reference to the manufacturer's name, trade name, or catalog number is intended to be descriptive but not restrictive and only to indicate to the prospective bidder articles that will be satisfactory. Bids on other makes and catalog numbers shall be considered, provided each bidder clearly states on the face of his proposal exactly what he proposes to furnish, or includes with his bid, a cut, illustration, specifications, or other descriptive matter which clearly indicates the character of the article covered by his bid

The State hereby reserves the right to approve as an equal, or to reject as not being an equal, any article the bidder proposes to furnish which contains major or minor variations from specification requirement but which may comply substantially therewith.

L. TRADE-INS

The Wyoming Department of Administration & Information, Surplus Property, sells surplus vehicles and equipment through an online auction provider. Trade-ins are not generally listed on the bid forms, however, on occasion; trade-ins may be listed and considered in the award of the bid. All vehicles are traded with the understanding that the trade-in will be used until the new vehicle is delivered and accepted. All trade-ins are offered “as is, where is”.

M. LICENSED DEALERS

The Wyoming Motor Vehicle Franchise Act (W.S. 31-16-101 through W.S. 31-16-127) forbids any vehicle dealer not holding an authorized franchise or license to sell a particular kind or type of motor vehicle or to sell or offer to sell that kind or type of vehicle.

The Wyoming Department of Transportation is proscribed from law from purchasing a motor vehicle from a dealer not licensed with their state and franchised with a manufacturer of that type or kind of motor vehicle.

N. GOVERNMENTAL ENTITIES COOPERATIVE PURCHASING

This bid is primarily for the Wyoming Department of Administration & Information. Purchases may be made on this bid as requested by other State agencies and/or political subdivisions within the State of Wyoming per the terms, conditions and prices afforded the Department.

Purchases made on this bid by any other State agency and/or political subdivision must be initiated, coordinated and processed completely through the respective agency and/or political subdivision. The Department of Administration & Information is responsible only for the Department purchases.

O. VEHICLE WARRANTY/SERVICING/RECALLS

Manufacturer must have a servicing dealer in Wyoming able to perform vehicle warranty repairs, service work, and perform factory recalls.

P. NON-RESPONSIVE BIDS

BIDS MAY BE CONSIDERED NON-RESPONSIVE. PLEASE REVIEW YOUR BID PRIOR TO SUBMITTING AND

VERIFY THAT THE FOLLOWING CONDITIONS HAVE BEEN MET:

1. Bids must be signed by an authorized representative of the company.

2. All addenda must be acknowledged. Addenda are posted on Public Purchase.

3. Descriptive literature (unless otherwise specified) must be submitted with your bid.

4. Bids must be received by the date and time indicated on the bid. Bids received after the time and date specified may not be considered.

5. All bids must be submitted electronically through Public Purchase on forms furnished by the Wyoming Department of Administration & Information, and signed by an authorized representative of the company. Paper, email or facsimile bids may not be accepted.

6. Bids may not be considered in which the Specifications or any provisions have been modified.

7. The bidder shall note exceptions to the specifications or requirements of the bid. Exceptions to the specifications may not necessarily disqualify the bid.

8. Make sure to upload each bid to the correct bid number on public purchase. Do not combine files.

9. The bidder must fill out all sections and/or lines of the bid form or document requesting information completely. Including, but not limited to: YEAR/MAKE/MODEL, UNIT PRICE, TOTAL PRICE, DATE, DELIVERY TIME, NAME AND ADDRESS, PHONE NUMBER, AUTHORIZED

REPRESENTATIVE, and SIGNATURE.