COMPRESSED NATURAL GAS UTILITY TRUCK BODIES

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1 REQUEST FOR PROPOSALS COMPRESSED NATURAL GAS UTILITY TRUCK BODIES April 2018 CITY OF SAN MATEO Public Works Department 330 West 20 th Avenue San Mateo, CA / / (fax) ***** 1

2 NOTICE INVITING SEALED PROPOSALS REQUESTS FOR PROPOSALS CNG UTILITY TRUCK BODIES CITY OF SAN MATEO, CALIFORNIA 1. Sealed proposals will be received by the City Clerk of the City of San Mateo, California, for CNG UTILITY TRUCK BODIES as described in the Instructions to Proposers. 2. The Contract Book and proposal forms are available as a free download at Addenda will be available as a download at the same web location. Any questions regarding the contract documents should be directed to David Fink, Facilities and Fleet Services Manager, at 650/ , or in writing mailed to 1961 Pacific Blvd. San Mateo, CA or via to 3. Addenda issued during the proposal period shall become a part of the documents furnished to proposers for the preparation of proposals, shall be covered in the proposals, and shall be made a part of the Contract. Each proposal shall include specific acknowledgement in the space provided of receipt of all Addenda issued during the proposal period. Failure to acknowledge may result in the proposal being rejected as not responsive. Failure of any proposer to receive such Addenda shall not be grounds for non-compliance with the terms of the instructions. It is the responsibility of the Equipment Provider to determine the existence of any and all addenda. 4. The right is reserved, as the interest of the City may require, to reject any or all proposals, to waive any informality in proposals, and to accept, modify, or reject any items of the proposal, or in the case of a single proposal being received to extend the acceptance date by up to thirty (30) days with notice. The City of San Mateo is a charter City and any contract entered into is subject to the provisions of the City of San Mateo Charter, which may supersede certain provisions of the state law. 5. A mandatory pre-proposal meeting is NOT required. 6. Said sealed proposals shall be marked Sealed Proposal CNG UTILITY TRUCK BODIES and shall be delivered to the City Clerk, City Hall, 330 West 20th Avenue, San Mateo, California 94403, at or before 2:00 p.m., May 16, City staff will select proposal(s) based on the stated selection criteria, and recommend that the City Council award the contract(s) to the proposer(s) as the City's interest dictates. The City Council may exercise its right to modify the award or to reject any or all proposals. Any protests to award of contract shall follow the procedures outlined in City Council Resolution No. 61, dated June 7, Dated: April 29, 2018 /S/ Rick Bonilla, MAYOR 2

3 REQUEST FOR PROPOSALS FROM CITY OF SAN MATEO, CALIFORNIA FOR COMPRESSED NATURAL GAS UTILITY TRUCK BODIES SAN MATEO, CALIFORNIA Prepared by: David Fink, Facilities and Fleet Services Manager City of San Mateo 1961 Pacifica Boulevard San Mateo, CA Phone: (650) FAX: (650)

4 PART I INTRODUCTION PART I - SECTION 1 BACKGROUND/INTENT BACKGROUND The City of San Mateo (City) has purchased a total of fourteen (14) Ford F-350 and three (3) Ford F-550 Truck Chassis that are converted from Gasoline to Compressed Natural Gas (CNG) power. The chassis will be available to the qualified bidder(s) for pick-up at the CNG modification contractor in Fresno California, and contractor will deliver completed vehicle to the City of San Mateo at 1961 Pacific Blvd. San Mateo, INTENT It is the intent of the City of San Mateo to request independent competitive proposals for various utility truck bodies to be mounted by the winning contractor(s) on the appropriate Ford chassis supplied by the City. The winning contractor(s) will be required to arrange transportation of Chassis after CNG modification at the CNG contractor who is located in Fresno CA. Contractor(s) will be required to arrange for delivery of completed Trucks to the City of San Mateo. There is a diversity of utility truck body types requested in Exhibit A and attached to this document. The City recognizes that not all interested contractors will be able to, or desire to, provide proposals all of the types requested. Therefore interested contractors are only required to submit bids for those truck bodies they are interested in competing for. The City may select a supplier for one type of body and not another that the same contractor provides proposals for. 4

5 PART I - SECTION 2 PROCESS OVERVIEW PROCESS OVERVIEW Proposers are requested to submit proposals for those utility bodies that the proposer is interested in providing as described in scope of work. Proposals should include the following components: I. Proposers Qualifications 1.1 Years in business 1.2 Number of municipal or agency truck bodies completed or in progress during past two (2) years. 1.3 Insurance documents as required in Appendix C II. Proposal Components (One proposal for each Utility Truck Body Type) 2.1 Schematic drawing of proposed body 2.2 Detailed list of all auxiliary components including original manufacture information and specifications. Items on this list shall include but are not limited to: Crane, Boom, Stabilizers, Inverters. 2.3 Detailed list of all specialty components. Work Lights, Beacons, 110v O/L, Clamps, Racks, Holders. 2.4 Description of Truck Body standard features and list of suppliers, (door closers, latches etc. photos or catalogue information and photos for these items will be helpful. 2.5 Total Price for each body type and price for full quantity of each body type and Lead Time for delivery Proposals will be evaluated by users of the equipment as well as supervisory and management staff. Prioritization of selection criteria will be: 1. Proposers qualifications and experience 2. Style of body type proposed, functionality as well as specific user needs 3. Completeness of proposed body to City requirements 4. Total Cost 5. Delivery time 5

6 PART I- SECTION 3 TIME TABLE TIME TABLE DATE REQUEST FOR PROPOSALS AVAILABLE April 29, 2018 REQUESTS FOR PROPOSALS SUBMITTED TO CITY May 11, 2018 NOTICE OF INTENT TO AWARD May 16, 2018 CITY COUNCIL AWARD OF CONTRACT June 19, 2018 PART II PROPOSER S INSTRUCTIONS/INFORMATION PART II - SECTION 1 INFORMATION AND STATEMENTS BY THE CITY 1.0 SCOPE OF WORK- The scope of work which is detailed in Exhibit A of the contract includes all requested Truck Bodies. While no mandatory site visit is required, all prospective contractors shall contact the City to request a visit to the City to inspect existing equipment if supplied photos and details is not sufficient for the proposer to provide a bid. Scheduling any site visits is the responsibility of the proposer. Generally, existing vehicles may be made available for inspection between the hours of 3:30 PM and 5:30 PM PST. 1.2 INFORMATION. Any information given a prospective Contractor concerning this Request for Proposal (RFP) will be furnished promptly to all other prospective Contractors by an addendum to the RFP (1) if such information is necessary for Contractors to submit proposals or, (2) if the lack of such information would be prejudicial to uninformed Contractors. The information will be furnished even though a pre-proposal conference is not held. 1.3 INQUIRIES BY CONTRACTORS - All questions regarding this RFP must be directed in writing or by phone to: David Fink, Facilities and Fleet Services Manager 1961 Pacific Boulevard San Mateo, California Phone: (650) ENTER INTO CONTRACT - The successful proposer(s) will be required to enter into a contract with the terms and conditions identified in the attached Services Contract (Exhibit B). Any proposer requests to modify the terms and conditions must be submitted with the proposer s proposal and will be considered by the City in its evaluation of the proposals. 6

7 PART II - SECTION 2 PROPOSAL PREPARATION 2.0 GENERAL - Sealed proposal(s) entitled "Utility Truck Bodies" will be received by the City Clerk of the City of San Mateo, 330 West 20th Avenue, San Mateo, California 94403, until 2:00 p.m. on May 16, PREPARATION OF PROPOSAL Contractors are expected to examine the specifications, and all instructions. Failure to do so will be at the Contractor s risk UNNECESSARILY ELABORATE CONTRACTOR'S PROPOSALS - Unnecessarily elaborate brochures or other presentations beyond that sufficient to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the Contractor s lack of cost consciousness. Elaborate artwork, expensive paper and bindings, and expensive visual and other presentation aids are neither necessary nor wanted INCOMPLETE PROPOSALS - Incomplete proposals are not acceptable and will be considered null and void for all purposes. EXCEPTION: Proposers need only submit proposals for Truck Body Types of their choosing and are not required to submit proposals for all of the Body Types listed ADDITIONAL INFORMATION - The City may request additional information from Contractors which the City considers reasonably susceptible of being made acceptable by additional information clarifying or supplementing, but not basically changing, any proposal as submitted. For that purpose, the City may discuss any proposal with the proposing Contractor. Each Contractor submitting an unacceptable Technical Proposal will be notified upon final determination of such unacceptability FORM AND FORMAT - The Technical Proposals must be submitted in an orderly format and contain sufficient details to enable the City to make a thorough evaluation and arrive at sound conclusions as to the technical competence of the Contractor and their ability to perform the services required. Proposals will be submitted in the following form and format: Dimensions of the paper will be 8 1/2 x 11 inches excluding fold-out charts and drawings which are not to exceed 36 inches in length Typing format: a. One side of sheet permitted b. Double spaced c. Typewritten Binding must be easily separated to facilitate review ALL PROPOSALS WILL BE SUBMITTED IN AN ORIGINAL AND SIX COPIES. 2.2 TECHNICAL PROPOSAL CONTENT Body Type Schematic. A schematic drawing of the proposed equipment with sufficient detail that the City will be able to understand final appearance and sizes of compartments, racks, beds, and all other aspects of the body design. Include finish dimensions, width, length from cab and height from ground Auxiliary Components. A list of major auxiliary components as may be applicable such as cranes, booms and inverters etc.. List will include, manufacturer information such as model numbers, capacities and limitations. Operational specifics, Factory warranty information. Include any visual support such as catalogue photos, schematics etc. 7

8 2.2.3 Specialty Components. List all items that will be included in the project beyond truck body and auxiliary components. Include; racks, work lights, beacons, 110v outlets, clamps etc Standard Features. List all standard features such as types of latches, door assists, diamond plate, specialty hinges any item that the proposer believes enhances their design. Photos or other visual aids to help in evaluating the proposal is acceptable. 2.3 LATE PROPOSALS, MODIFICATIONS OF PROPOSALS OR WITHDRAWAL OF PROPOSALS Any proposal or modification of proposal received by the City Clerk after the stated deadline for submission will not be considered and will be returned to the proposer unopened A proposal may be withdrawn in person by a Contractor or his authorized representative, provided his identity is made known and he signs a receipt for the proposal, but only if the withdrawal is made prior to the exact time set for receipt of proposals PROPOSAL POSTPONEMENT AND ADDENDUM - The City reserves the right to revise or amend the RFP and specifications up to the time set for opening the proposals POSTPONEMENT OF PROPOSAL OPENING - Notwithstanding the time for opening of proposals established in the proposal documents, an addendum postponing the proposal opening may be issued when it is in the best interests of the City. 2.4 MINIMAL PROPOSAL RESPONSE - The City reserves the right, in its unfettered discretion, to extend the proposal or reinitiate the same or a different RFP at some later date, if insufficient proposals are received in response to this RFP. 2.5 PRICING - Contractors shall submit pricing with each proposal on the appropriate form. 2.6 AWARD OF CONTRACT - The contract(s) will be awarded by the City Council to that responsible Contractor(s) whose proposal(s) are conforming to the proposal documents and will be most advantageous to the City, based on price, form and functionality of the equipment, warranty, delivery time. 2.7 The City reserves the right to reject any and all proposals and to waive informalities and minor irregularities in proposals received. 2.8 PRE-AWARD DOCUMENTS - The successful Contractor will be required to provide the City the following documents within the time required as a condition of receiving a fully executed contract with the City: Insurance Certificates. The successful Contractor will also furnish certificates of insurance evidencing the Contractor has the required amounts and types of coverage required Contract for Equipment City Contract signed (two original copies with wet signatures) by responsible parties as specified in the document. 8

9 PART II - SECTION 3 PROPOSAL OUTLINE GENERAL 3.0 CHAPTER 1 - INTRODUCTION. Summarize the equipment proposed to satisfy the requirements of the City. 3.1 CHAPTER 2 CONTRACTOR EXPERIENCE Number of years in business Number of current employees Number of completed truck bodies delivered to a municipality or public agency in the last two years; Quality Control program. Please provide the names and addresses of two clients you have recently provided equipment to. Client 1. Company Client Company Contact Name Address City, State, Zip Telephone Number Contract Term (Years) No. of Vehicles/Equipment Client 2. Company Client Company Contact Name Address City, State, Zip Telephone Number Contract Term (Years) No. of Vehicles/Equipment 9

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