Westlake engine RFP.pdf

REQUEST FOR PROPOSALS

For

Westlake Engine Fire Apparatus

RFP #: 2026-9 #2

RFP Issue Date: 9/10/2026 Proposal Due Date: Tuesday, September 22, 2026, by 4:00PM

(Local Prevailing Time)

1. PURPOSE

The County of Franklin wishes to obtain competitive proposals from qualified fire apparatus manufacturers and authorized dealers for the purchase and delivery of one (1) fire engine/pumper apparatus meeting or exceeding the minimum specifications and requirements contained herein.

The apparatus may be new or demonstrator (demo) and must be a 2024 model year or newer. A demonstrator apparatus must have fewer than 5,000 miles at the time of delivery.

The issuing agency reserves the right to reject any proposal that does not meet the mandatory minimum specifications.

2. MINIMUM APPARATUS REQUIREMENTS

The proposed fire engine shall meet or exceed all of the following minimum requirements:

Requirement Minimum Specification Vendor Response Model Year 2024 or newer __________________ Condition New or Demonstrator __________________ Mileage Less than 5,000 miles at delivery __________________

Water Tank Minimum 750 gallons __________________ Fire Pump Minimum 1,500 GPM __________________

Engine Horsepower Minimum 450 HP __________________ Seating Capacity Minimum 6 firefighters __________________

Delivery 90 days or less from order/purchase __________________ Ladders Mounted on Officer's Side __________________

Warranty Minimum 3-year warranty __________________ Service Center Brick-and-mortar service center within 75 miles __________________ Mobile Service Required – identify availability __________________

All minimum specifications are mandatory unless specifically identified by the issuing agency as an alternate or negotiable specification.

3. ENGINE AND CHASSIS

The apparatus shall be equipped with an engine and chassis capable of safely and reliably operating the apparatus under emergency response conditions.

Minimum Requirements

• Minimum 450 horsepower diesel engine.

• Engine and drivetrain shall be appropriate for the gross vehicle weight of the completed apparatus.

• Automatic transmission.

• Engine shall meet all applicable federal and state emissions requirements.

• Engine shall be in good operating condition and free from known mechanical defects.

• If a demonstrator unit is proposed:

o Model year must be 2024 or newer.

o Mileage must be less than 5,000 miles at delivery.

o Vendor shall disclose total mileage and demonstrator use.

o Vendor shall provide complete maintenance/service records.

4. FIRE PUMP

The apparatus shall be equipped with a fire pump meeting or exceeding:

• Minimum rated capacity: 1,500 GPM

• Pump shall be designed and rated in accordance with applicable NFPA standards.

• Pump controls and gauges shall be readily accessible to the operator.

• Vendor shall provide pump manufacturer's specifications and certification with the proposal.

5. WATER TANK

The apparatus shall have:

• Minimum water tank capacity: 750 gallons

• Tank shall be constructed and installed in accordance with applicable NFPA requirements.

• Vendor shall identify:

o Tank material o Exact tank capacity o Tank warranty o Tank manufacturer's name o Tank construction method

Proposed Tank Capacity: __________ gallons

6. CAB AND SEATING

The apparatus shall provide seating for a minimum of:

Six (6) firefighters.

All seating positions shall comply with applicable occupant restraint and fire apparatus safety requirements.

Vendor shall identify the seating configuration and number of available SCBA-compatible seating positions.

Number of Seats: __________

7. LADDER STORAGE

All ground ladders shall be mounted/stored on the Officer's Side of the apparatus.

This is a mandatory requirement.

Vendor Compliance:

☐ Yes ☐ No Description of Ladder Mounting/Storage System:

8. SERVICE AND MAINTENANCE SUPPORT

8.1 Local Brick-and-Mortar Service Center

The successful vendor/manufacturer shall provide access to a brick-and-mortar service center located within 75 miles of the issuing agency's primary fire station/location.

Service Center Name: ______________________________

Address: _________________________________________

Distance from Issuing Agency: __________ miles

Telephone: ________________________________________

Services Provided:

The issuing agency may verify the location and services provided by the proposed service center.

8.2 Mobile Service

The vendor shall identify whether mobile service is available for routine maintenance, diagnostics, emergency repairs, and warranty work.

Do you offer Mobile Service?

☐ Yes ☐ No

If yes, please provide:

Response Area: ___________________________________

Typical Response Time: ____________________________

Emergency/After-Hours Service Available:

☐ Yes ☐ No

Mobile Service Contact: ____________________________

Telephone: ________________________________________

9. WARRANTY

The apparatus shall include a minimum three (3) year warranty.

The vendor shall clearly identify all applicable warranties, including but not limited to:

• Complete apparatus warranty

• Chassis warranty

• Engine warranty

• Transmission warranty

• Fire pump warranty

• Water tank warranty

• Body/compartment warranty

• Paint/finish warranty

• Electrical system warranty

• Other component warranties

Minimum Required Warranty: 3 years

Vendor's Warranty: ________________________________

Vendor shall provide a complete copy of the manufacturer's warranty with the proposal.

10. DELIVERY REQUIREMENT

The proposed apparatus must be available for delivery within 90 days or less from the date of purchase/order.

Proposed Delivery Date: ___________________________

If the apparatus is a demonstrator or stock unit, the vendor shall provide the current mileage, VIN, model year, and current physical location of the apparatus.

11. DEMONSTRATOR / STOCK APPARATUS

If proposing a demonstrator or stock apparatus, the vendor shall provide:

• Manufacturer

• Model

• Model year

• VIN

• Current mileage

• Current location

• Date placed in service, if applicable

• Complete maintenance records

• Accident/damage history

• Demonstration/use history

• Current photographs

• Complete equipment inventory

• Factory build sheet/specification sheet

Manufacturer: ____________________________________

Model: ___________________________________________

Model Year: _______________________________________

VIN: _____________________________________________

Current Mileage: __________________________________

Current Location: _________________________________

12. REQUIRED EQUIPMENT AND DOCUMENTATION

The successful bidder shall provide all documentation necessary for operation, maintenance, and servicing of the apparatus, including:

• Owner/operator manuals

• Chassis manuals, where available

• Engine manuals, where available

• Pump manuals, where available

• Parts manuals, where available

• Warranty documentation

• Pump certification/testing documentation

• Electrical schematics, where available

• Factory build/specification sheet

• Maintenance schedules

• Service information

• Applicable inspection documentation

13. PROPOSAL PRICING

Vendor shall provide a firm purchase price for the complete apparatus meeting all mandatory requirements.

Total Purchase Price: $____________________ All applicable taxes, fees, delivery charges, and other costs shall be clearly identified.

14. VENDOR INFORMATION

Company Name: ___________________________________

Address: _________________________________________

Contact Person: __________________________________

Telephone: ________________________________________

Email: ___________________________________________

Manufacturer: ____________________________________

15. PROPOSAL EVALUATION

The issuing agency may evaluate proposals based upon, but not limited to:

• Compliance with mandatory specifications

• Purchase price

• Condition and mileage of apparatus

• Apparatus age/model year

• Delivery time

• Warranty coverage

• Local service capability

The issuing agency is not obligated to award the contract solely to the lowest bidder and reserves the right to select the proposal determined to be in the best interest of the agency, subject to applicable purchasing laws and regulations.

16. NON-CONFORMING PROPOSALS

Proposals that fail to meet any mandatory minimum requirement may be deemed non-responsive and may be rejected.

Any exception, deviation, substitution, or alternative proposed by the vendor must be clearly identified in writing. Failure to identify an exception may result in the proposal being considered non-compliant.

17. SUBMISSION GUIDELINES

The issuing office for this Request for Proposals is:

Franklin County Finance Office 1255 Franklin Street, Suite 111 Rocky Mount, Virginia 24151

Questions concerning this Request for Proposals should be directed in writing to Andy Pendleton, Deputy Chief, Public Safety at Andy.Pendleton@franklincountyva.gov. Questions must be received no later than September 16, 2026. The County will determine whether an addendum should be issued as a result of any question or other matter. Oral explanations or instructions shall not be binding upon the County.

All proposals must be received in the Franklin County Finance Office Attn: Corey White, Assistant Director of Finance, 1255 Franklin Street, Suite 111, Rocky Mount, Virginia 24151, no later than 4:00 PM est on September 22, 2026. Proposals received after the stated deadline will be returned unopened.

All proposals must be sealed and clearly marked in the upper left-hand corner of the envelope with the following title:

“WESTLAKE ENGINE FIRE APPARATUS”

18. GENERAL PROVISIONS

18.1 ANTI-DISCRIMINATION: By submitting a proposal, the offeror represents and warrants to Franklin County, Virginia that it will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians with Disabilities Act, the Americans With Disabilities Act, Section 2.2-4311 of the Virginia Public Procurement Act (VPPA), and all other applicable federal, state and local anti-discrimination laws, codes, rules, and regulations. Without limiting the foregoing, during the performance of this contract, the offeror agrees as follows:

1. The offeror will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state or federal law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the offeror. The offeror agrees to post in conspicuous places, available to employees, notices setting forth the provisions of this nondiscrimination clause.

2. The offeror, in all solicitations or advertisements for employees placed by or on behalf of the offeror, will state that such offeror is an equal opportunity employer.

3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting these requirements.

4. The offeror will include the provisions of the above 1, 2 and 3 in every subcontractor or purchase order over $10,000 in connection with this RFP, so that the provisions will be binding upon each subcontractor or vendor.

18.2 DRUG-FREE WORKPLACE: During the performance of the contract, the offeror agrees to (i) comply with the drug-free workplace provisions of Virginia Code 2.2-4312; (ii) provide a drug-free workplace for the offeror’s employees; (iii) post in conspicuous places, available to employees, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance is prohibited in the offeror’s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iv) state in all advertisements or solicitations for employees that the offeror maintains a drug-free workplace; and (v) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000 in connection with this RFP, so that the provisions will be binding upon each subcontractor or vendor.

18.3 IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting its proposal, the offeror represents and warrants that it does not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986.

18.4 APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in a court of appropriate jurisdiction in Franklin County, Virginia. The offeror shall comply with all applicable federal, state and local laws, codes, rules and regulations.

18.5 ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, the offeror represents and warrants that its proposal is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other offeror, supplier, or subcontractor in connection with their proposal, and that it has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. Furthermore, the provisions, requirements, and prohibitions contained in Sections 2.2-4367 through 2.2-4377 of the Virginia Code, pertaining to bidders, offerors, contracts, and subcontractors, are applicable to this RFP and any resulting contract, as are the provisions, requirements, and prohibitions contained in Sections 2.2-3100 through 2.2-3131 of the Virginia Code.

18.6 QUALIFICATIONS OF OFFEROR: Franklin County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to provide the services/furnish the goods as required under this RFP, and the offeror shall furnish to Franklin County all such information and data for this purpose as may be requested. Franklin County reserves the right to inspect the offeror’s physical facilities prior to award to satisfy questions regarding the offeror’s capabilities. Franklin County further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy Franklin County that such offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein.

18.7 DEBARMENT STATUS: By submitting its proposal, the offeror represents and warrants that it is not currently debarred by the Commonwealth of Virginia, or any city, county, town or political subdivision therein, from submitting bids or proposals on contracts for the type of goods and/or services covered by this solicitation, nor is it an agent of any person or entity that is currently so debarred.

18.8 NONDISCRIMINATION TOWARDS OFFERORS: A bidder, offeror or contractor shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, sexual orientation, gender identity, national origin, age, disability, status as a service disabled veteran, or any other basis prohibited by state law relating to discrimination in employment or because the bidder or offeror employs ex-offenders unless Franklin County has made a written determination that employing ex-offenders on the specific contract is not in its best interest. FRANKLIN COUNTY DOES NOT

DISCRIMINATE AGAINST FAITH-BASED ORGANIZATIONS.

18.9 SCC REGISTRATION: Pursuant to Virginia Code § 2.2-4311.2, the offeror must be registered with the State Corporation Commission if so required by Title 13.1 or Title 50 of the Virginia Code or otherwise required by law.

18.10 MINORITY CONTRACTING: It is the policy of Franklin County to maximize participation by minority and women owned businesses, small businesses, and service disabled veteran businesses in contracting opportunities.

18.11 AVAILABILITY OF FUNDS: It is understood and agreed by the offeror that Franklin County shall be bound only to the extent of the funds available or which may hereafter become available for the purpose of the Contract.

18.12 DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions or other breach of any resulting contract by the offeror, Franklin County may terminate the contract and/or procure the goods and services from other sources and hold the offeror responsible for any resulting additional purchase and administrative costs. These remedies shall be in addition to any other remedies which Franklin County may have under the contract, at law, or in equity.

18.13 CONTRACTUAL CLAIMS: The procedure for reviewing and resolving contractual claims and resolving contractual disputes shall be the procedure set forth in Virginia Code § 2.2-4363.C.