CITY OF ARVIN. REQUEST FOR PROPOSAL Vehicles

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1 CITY OF ARVIN REQUEST FOR PROPOSAL Vehicles This document is a Request for Proposal ( RFP ) for four (4) 2017 Ford Fusion Energi Plug-in Hybrid SE Please submit 2 paper copies and 1 digital copy (PDF) of your proposal no later than 5:00 p.m. PST on October 24, 2017 addressed to: Attn: City Clerk RFP 2017 Ford Fusion Energi Vehicles City of Arvin City Hall 200 Campus Drive Arvin, CA The City Clerk s time stamp shall be the official clock for determining the date and time a RFP has been submitted to the City. BIDDERS INFORMATION A copy of this Request for Proposal that includes Bidders instructions and specifications may be secured from the City Clerk s Office, City of Arvin, City Hall, 200 Campus Dr., Arvin CA 93203; Telephone: (661) or via the City s website at

2 IMPORTANT!!! REQUEST FOR PROPOSALS 2017 Ford FUSION Energi Plug-in Hybrid SE NOTICE IS HEREBY GIVEN that proposals for the 2017 Ford Fusion Energi vehicles will be received by the City of Arvin. Proposals will be accepted ONLY at the City Clerk s Office at the City of Arvin City Hall, 200 Campus Drive, Arvin, California, until 5:00 p.m. Pacific Standard Time, October 24, Said proposals will be evaluated and results will be made public after completion of the negotiation process with the selected consultant. The City of Arvin reserves the right to reject any or all proposals and to waive any informalities or irregularities in any proposal or in the proposal process. The City of Arvin is not responsible for mis-delivered proposals, and the proposer is strictly liable for its chosen method of delivery. It is the proposer s sole responsibility to make sure that proposals arrive at the proper location. Any proposal which does not actually arrive in the City Clerk s Office by the RFP due date and time will be rejected as non-responsive, even if properly addressed or delivered to another City Department. The City Clerk s time stamp shall be the official clock for determination of timeliness of submittals of proposals. Page 2 of 8

3 PURCHASE OF POLICE VEHICLES TABLE OF CONTENTS I. Introduction II. III. IV. General Information Vendor / Proposal & Submittal Requirements Proposal Format V. Desired Features VI. VII. VIII. IX. Evaluation Process, Award and Execution of Contract Errors in the RFP Questions Regarding the RFP Rejection of Proposals X. Addenda XI. XII. XIII. Withdrawal and Resubmission/Modification of Proposals Disposition of Materials Detailed RFP Specifications Page 3 of 8

4 I. INTRODUCTION Project Purpose and Scope: The City of Arvin is soliciting proposals for the purchase of 4, 2017 Ford FUSION Energi Plug-in Hybrid SE A. The City believes that this RFP will provide enough information for all potential vendors to make a bid for this product. B. Timeline/Schedule of Events: The following are key dates for this RFP. The City reserves the right to modify this schedule of events at any time: Issue RFP October 11, 2017 Vendor Questions Due October 13, 2017 Responses to Vendor Questions Posted October 17, 2017 Proposals Due 5pm PST on October 24, 2017 Public Opening of Bids 5pm PST on October 24, 2017 Vendor Interviews/Demos (verification of bid compliance) - TBD by City City Manager Selection October 26, 2017 Approval by City Council November 7, 2017 Delivery of Vehicles 2 weeks after date of order II. GENERAL INFORMATION The submission requirements for this RFP are set forth below. A proposal shall constitute an irrevocable offer for 30 days following the deadline for its submission. Reference to a certain number of days in this RFP shall mean calendar days unless otherwise specified. III. VENDOR / PROPOSAL & SUBMITTAL REQUIREMENTS Proposals which fail to address each of the submission requirements may be deemed non- responsive and will not be further considered. A. Vendor Requirements: 1. The proposing Vendor will have been in business for more than five years.. 2. By submitting a proposal, Vendor certifies that it is not party to any collusive action or any action that may be in violation of state and/or federal law B. Proposals are subject to the following requirements: 1. Payment: Will be made to the Vendor. 2. Delivery of materials: The Ford FUSION Energi Plug-in Hybrid SE shall be delivered, and made ready for use by the City s Police Department within two weeks after the City s receipt of the signed contract from Vendor. All prices shall include delivery and applicable taxes. Page 4 of 8

5 3. Delivery Coordination: Vendor shall provide a delivery schedule to Lieutenant Olan R. Armstrong, at Arvin Police Department, 200 Campus Drive, Arvin, CA or via at 4. Training: N/A. 5. Pricing: Proposals must include prices for the 4, 2017 Ford Fusion Energi Plug-in Hybrid SE. There should be no additional cost for delivery. Proposed prices will include all federal, state, and local taxes. 6. Return of Equipment: N/A. 7. A responding Vendor taking exception to any part or section of this solicitation shall indicate such expectations in a separate section of the submitted proposal such section shall be entitled Exception of Conditions. Failure to indicate any exception will be interpreted as the respondent s intent to comply fully with the requirements of this RFP as written. C. Submittal Requirements: All proposals must be received no later than October 24, 2017 by 5:00 p.m. PST. Late proposals will not be accepted. All proposals and any accompanying documentation become the property of the City of Arvin and will not be returned. The City Clerk s time stamp will be the official clock for determining the date and time a RFP has been submitted to the City. Proposals should be addressed to: Attn: City Clerk, City of Arvin RFP Ford Fusion Energi City of Arvin City Hall 200 Campus Drive Arvin, CA IV. PROPOSAL FORMAT Proposal must contain the following, referenced by number and in the order below: No. Information Item I. Vendor Contact List the name, address, FAX number, address, and phone number of the vendor's authorized negotiator. Vendor's authorized negotiator shall be empowered to make binding commitments for the vendor's firm. II. Vendor Profile Provide a description of the company including a brief company history and prospectus. Include the location of your organization's headquarters and of the office or facility. Page 5 of 8

6 III. Professional References Provide a list of at least three (3) client references. References of local government or related agencies preferred. The reference list must include: Client name, location, current contact person, and phone number. IV. Delivery Schedule of 4, 2017 Ford Fusion Energi Plug-in Hybrid SE 2 weeks after order date. V. Cost The following cost information is to be provided: 4, 2017 Ford Fusion Energi Plug-in Hybrid SE. by item; taxes and fees. There should be no Cost for Delivery. VIII. Exceptions of Conditions see Proposal Terms and Conditions No. 15 Indicate exception(s) to any part/section of this solicitation. Failure to indicate exceptions will be interpreted as the respondent s intent to comply fully with the requirements of the RFP as written. V. DESIRED FEATURES Desired Equipment for the Police Department include the following: A. 4, 2017 Ford Fusion Energi Plug-in Hybrid SE B. See Section XIII. DETAILED RFP SPECIFICATIONS below. VI. EVALUATION PROCESS, AWARD AND EXECUTION OF CONTRACT Subject to the City s right to reject any or all proposals, the lowest cost bid that meets all functionality will be selected for further discussions. Upon selection, the City and the selected Vendor will enter into good faith negotiations on a contract. No contract or agreement, express or implied, shall exist or be binding on the City before the execution of a written contract by both parties. If agreement on the terms of such a contract cannot be reached after a period deemed reasonable by the City in its sole discretion, the City may enter negotiations and sign a contract with any other bidder who submitted timely, responsive and responsible proposals to this RFP. Page 6 of 8

7 VII. ERRORS IN THE RFP If a bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the bidder should immediately provide the City with written notice of the problem and request that the RFP be clarified or modified. Without disclosing the source of the request, the City may modify the document prior to the date fixed for submission of proposals by issuing an addendum to all potential bidders to whom the RFP was sent. If prior to the date fixed for submissions, a bidder knows of or should have known of an error in the RFP but fails to notify the City of the error, the bidder shall bid at its own risk, and if, awarded the contract, shall not be entitled to additional compensation or time by reason of the error or its later correction. VIII. QUESTIONS REGARDING THE RFP All questions regarding the RFP may be addressed in writing to Lieutenant Olan R. Armstrong at All questions should be ed with a subject header entitled, 2017 Ford FUSION Energi Plug-in Hybrid SE.. Please submit any questions on or before 5:00 PM on October 13, No later than 5:00 PM on October 17, 2017 the City will post responses to all questions received, on the City website at The identity of the Vendor asking the question will not be posted. The City does not expect to respond to inquiries received after October 17, 2017; in the event that the City chooses to respond to such inquiries, however, it will post the responses on the City website. IX. REJECTION OF PROPOSALS The City reserves the right in its sole discretion to reject any or all proposals in whole or in part, without incurring any cost or liability whatsoever. All proposals will be reviewed for completeness and compliance with the submission requirements. If a proposal fails to meet a material requirement of the RFP, or if it is incomplete or contains irregularities, the proposal may be rejected. A deviation is material to the extent that a proposal is not in substantial accord with RFP requirements. Immaterial deviations may cause a bid to be rejected. The City may or may not waive an immaterial deviation or defect in a proposal. The City s waiver of an immaterial deviation or defect shall in no way modify the RFP or excuse a bidder from full compliance with the RFP requirements. Proposals that contain false or misleading statements may be rejected if in the City s opinion the information was intended to mislead the City regarding a requirement of the RFP. By submitting a response to this RFP, Vendors waive all right to protest or seek any legal remedies whatsoever regarding any aspect of this RFP. Although it is the City s intent to choose the most qualified proposal, the City reserves the right to reject all or choose any number of qualified proposals. X. ADDENDA The City may modify the RFP prior to the date fixed for submission by posting, mailing, ing or faxing an addendum to the bidders known to be interested in submitting a proposal. If any bidder determines that an addendum unnecessarily restricts its ability to bid, it must notify the City in writing no later than 5 days before the deadline for submitting proposals. Failure of a bidder to receive or acknowledge receipt of any addendum shall not relieve the bidder of the responsibility for complying with the terms thereof. Page 7 of 8

8 XI. WITHDRAWAL AND RESUBMISSION/MODIFICATION OF PROPOSALS A proposal may be withdrawn at any time prior to the deadline for submitting proposals by notifying the City in writing of its withdrawal. The notice must be signed by the bidder. The bidder may thereafter submit a new modified proposal, provided that it is received at the City no later than the deadline. Modification offered in any other manner, oral or written, will not be considered. Proposals cannot be changed after the evaluation process begins. XII. DISPOSITION OF MATERIALS All materials submitted in response to an RFP will become the property of the City and will be returned only at the City s option and at the expense of the bidder. One copy of each proposal will be retained for official files and shall become a public record subject to public review. XIII. DETAILED RFP SPECIFICATIONS Scope of 1 White, 3 Black, 2017 Ford Fusion Energi Plug-in Hybrid SE (1 White and 3 Black are preferred exterior colors) Vehicle Make- Ford 2017 Ford Fusion Energi Plug-in Hybrid SE 4 Door 800A package, which includes 2.0 Atkinson cycle I-4 gas engine and an 88 kw electric traction motor that produces 195 hp in EV mode or 188 hp in Hybrid mode. Large lithium-ion battery with a 3.3kw onboard charger. G1 Exterior Shadow Black (3 vehicles) BT Black Interior (3 vehicles) YZ Exterior Oxford White (1 vehicle) BQ Med Stone Interior (1 vehicle) Page 8 of 8

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