PROPOSAL SUBMITTALS: Responses to the Request for Proposal (RFP) are to be submitted to:

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1 C I T Y O F T U S T I N C e n t e n n i a l W a y T u s t i n, C a l i f o r n i a R E Q U E S T F O R P R O P O S A L S for a Boom Lift PROPOSAL SUBMITTALS: Responses to the Request for Proposal (RFP) are to be submitted to: Roger Bell Fleet Maintenance Supervisor Public Works Department City of Tustin 300 Centennial Way Tustin, California no later than 4:00 P. M. on August 15, Two copies of the proposal shall be submitted in a sealed envelope and marked: Proposal for Boom Lift. Proposals received after the specified time will not be accepted and will be returned unopened. Fees shall be provided in a separate sealed envelope. Questions regarding this request will be limited to written form and shall be submitted no later than 7 calendar days prior to the deadline for proposal submission. Verbal inquiries will not be accepted. Questions shall be directed to Roger Bell. INDEX SECTION PAGE I. Project Description 2 II. Schedule of Events 2 III. Scope of Work 2 IV. Proposal Requirements 3 V. General Requirements 4 VI. Proposer Evaluation & Selection Process 5 VII. Administration Specifications 6 ATTACHMENTS Technical Specification for 185 Boom Lift

2 Page2 I. PROJECT DESCRIPTION The City of Tustin is in need of a 185 Boom Lift to effectively inspect and repair the City s WWII era blimp hangar. 185 lift is the minimum the City will consider for this effort. Note the detailed attached Technical Specifications. II. SCHEDULE OF EVENTS July 3, 2017 August 4, 2017 August 15, 2017 August 24, 2017 September 19, 2017 September 20, 2017 Issuance of Request for Proposals Deadline for written questions. Proposals due at Tustin City Hall by 4:00 P.M. Anticipated interviews (est. date) City Council Authorization to Purchase (est. date) Issuance of Purchase Order (est. date) III. SCOPE OF WORK Although the City is attempting to identify the limits and services required, this should not unnecessarily limit the proposer in the development of a scope it believes is necessary to meet the City s goals and objectives: MODEL: WARRANTY: DELIVERY: Unit shall be a new current year model. Shall be stated in writing. Proposer must perform a complete pre-delivery service prior to delivery of equipment. All units are F.O.B., Tustin s Vehicle Maintenance. Proposer must state the number of days for delivery from time of order and a $ per day will be accessed against the purchase price with the total not to exceed 2.5% of purchase price. MANUALS: TRAINING: BIDDER: One (1) complete service manual, digital or printed One (1) complete parts manual, digital or printed Two (2) operator s manuals. One (1) training video (if available) Upon delivery to end-user Proposer will provide instruction to operators on proper operation and daily maintenance. Preference may be given to Proposer who has a local dealer with a reasonable amount of parts inventory for the unit that has been proposed and a complete service facility. On new models or equipment not previously purchased by the

3 Page3 City of Tustin, the City may elect to have a demonstration of the models being considered. IV. PROPOSAL REQUIREMENTS Although the City requires no specific format, this section is intended to provide guidelines to the proposer regarding features that the City will look for and expect to be included in the proposal. 1. Content & Format The City requests that proposals submitted be organized and presented in a neat and logical format and are relevant to these services. Proposals shall be clear, accurate, and comprehensive. Excessive or irrelevant material will not be favorably received. Proposals shall contain no more than 10 typed pages using a 10 point minimum font size, including transmittal/offer letter; but excluding Index/Table of Contents, tables, charts, and graphic exhibits. The purpose of these restrictions is to minimize the costs of proposal preparation and to ensure that the response to the RFP is fully relevant to the specifications. The proposal should include the following: Transmittal/offer letter. Page numbering. Index/Table of Contents. 2. Approach A description of the vendor s approach and work program to meet the city s objectives shall be included. 3. Statement of Qualifications The information provided in this section should describe the qualifications of the vendor, and shall include: Names of key staff that participated on named projects and their specific responsibilities. The client s name, contact person, addresses, and telephone numbers.

4 Page4 4. Fee Proposal A Fee Proposal shall be submitted in a separate, sealed envelope and marked as Fee Proposal for Boom Lift. 5. Statement of Offer & Signature The Proposal shall contain a statement that the proposals are a vendor offer for a 60-day period and signed by an individual authorized to act on behalf of the vendor. V. GENERAL REQUIREMENTS 2. Standard Form of Agreement The proposer will enter into an agreement with the City based upon the contents of the RFP and the proposal. The City s purchase order will be the Agreement. 3. Disclaimer This RFP does not commit the City to authorize a purchase or to pay any costs incurred in the preparation of the proposal. The City reserves the right to extend the due date for the proposal, to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified proposer, or to cancel this RFP in part or in its entirety. The City may require the selected proposer to participate in negotiations and to submit such technical, fee, or other revisions of their proposals as may result from negotiations. 4. Assigned Representatives The City will assign a responsible representative to administer the agreement, and to assist proposer in obtaining information. The proposer also shall assign a responsible representative (project manager) and an alternate, who shall be identified in the proposal. The proposer s representative will remain in responsible charge of the proposer s duties from the authorization to purchase through project completion. If the proposer s primary representative should be unable to continue with the project, then the alternate representative identified in the proposal shall become the project manager. The City s representative shall first approve any substitution of representatives identified in the proposal in writing. The City reserves the right to review and approve/disapprove all key staff substitution or removal, and may consider such changes not approved to be a breach of agreement. The specification herein states the minimum requirements of the RFP. All proposals must be regular in every respect. Unauthorized conditions, limitations, or

5 Page5 provisions shall be cause for rejection. The City will consider as irregular or nonresponsive any and all proposals that are not prepared and submitted in accordance with the proposal document and specification, or any proposal lacking sufficient technical literature to enable the City to make a reasonable determination of compliance to the specification. It shall be the proposer s responsibility to carefully examine each item of the specification. Failure to offer a completed proposal or failure to respond to each section of the technical specification (COMPLY: YES/NO) will cause the proposal to be rejected without review as non-responsive. All variances, exceptions and/or deviations shall be fully described in the appropriate section. Deceit in responding to the specification will be cause for rejection. VI. PROPOSER EVALUATION & SELECTION PROCESS The City s proposer evaluation and selection process is based upon Qualifications Based Selection (QBS). The following criteria will be used in evaluating the proposals using a point value system (100 points) based upon the weighting indicated below: 1. Approach and work plan (services provided by the vendor to include preventive maintenance; remedial repairs; repairs necessitated by accident, abuse, and vandalism; mobile service; tire service; and other related services required to assure the effective and economical operation of the City s investment) to achieve specified city objectives. (25 points) 2. Qualifications and experience of the project manager and other key individuals. (25 points) 3. Results of reference checks. (15 points) Reference checks will only be conducted for a short list of vendors or the top rated vendor. 4. Clarity of proposal. (10 points) 5. Pricing. (25 points) The City may elect to interview a short list of qualified vendors or to interview only the top rated vendor based upon the proposals submitted for the project. The City staff will negotiate an agreement with the best qualified vendor for the desired services. Should the City staff be unable to negotiate a satisfactory agreement with the vendor considered to be the most qualified, negotiations with that vendor shall be formally terminated. Negotiations will then be undertaken with the next most qualified vendor. Failing accord with the second most qualified vendor, the City staff will terminate negotiations and continue the negotiation process with the next most qualified vendors in order of their evaluation ranking until an agreement is reached and a vendor is selected and an agreement is executed. Additional information related to the proposer selection process will be made available in the future once the City has executed this agreement. Please refrain from making any verbal

6 Page6 inquires or requests for a formal debriefing related to the subject RFP until the City of Tustin completes the ongoing process. VII. ADMINISTRATION SPECIFICATIONS A. The City of Tustin s Rights to Proposals All proposals, upon submission to the City of Tustin shall become its property for use as deemed appropriate. By submitting a proposal, the offer covenants not to make any claim for or have any right to damages because of any misinterpretation or misunderstanding of the specification, or because of any misinformation or lack of information. The City of Tustin has the following prerogatives with regard to proposals submitted: ATTACHMENTS - to accept or reject any or all proposals; - to correct any arithmetic errors in any or all proposals submitted; - to utilize any or all the ideas from proposals submitted; - to change the proposal s due date upon appropriate notification; - to adopt any or all of an offeror s proposal; and - to negotiate modifications to the scope and fee with selected offeror prior to authorization to purchase. Attachment A --- Equipment Specifications

7 Page7 DETAILED SPECIFICATIONS FOR Boom Lift 1.0 INTENT 1.01 The intent of this specification is to provide for the purchase of one (1) new and unused a 185 Boom Lift to effectively inspect and repair the City s WWII era blimp hangar. 185 lift is the minimum the City will consider for this effort. Please indicate all exceptions to this specification in an attached addendum with complete descriptions and explanations.(submit horsepower requirements of all systems on unit) 1.02 This specification is not to be interpreted as restrictive, but rather as a measure of the safety, quality, performance and overall cost of ownership against which all equipment bid will be compared. In comparing proposals, consideration will be given to life cycle cost guarantees whereby bidder shall provide all pertinent information to evaluate long-term cost. Contract will be awarded for the product which best serves the interests of City of Tustin considering long-term maintenance cost, parts availability, product support and service cost as well as guaranteed buyback value of bidder s equipment. City of Tustin reserves the right to reject any or all bids or any part thereof, and to waive any minor technicalities. Award shall be to the bidder showing most favorable life cycle costing while meeting the requirements of these specifications. 2.0 EQUIVALENT PRODUCT 2.01 Bids will be accepted for consideration on any make or model that is equal or superior to the equipment specified. Decisions of equivalency will be at the sole interpretation of City of Tustin Bidder shall demonstrate a reasonable likeness of the equipment being offered within a reasonable time of request. Equipment demonstrated shall be equipped with all accessories and components required in this specification to ascertain equivalence A blanket statement that equipment proposed will meet all requirements will not be sufficient to establish equivalence. Original manufacturer's brochures of the proposed unit are to be submitted with the proposal. 3.0 BIDDER REFERENCES 3.01 To ensure adequate local availability of parts and competent service from experienced suppliers, bids are preferred from local vendors who have sold and serviced at least 30 units of same manufacturer within service area of City of Tustin is preferred and should include contacts with phone numbers. 4.0 SERVICE AND SUPPORT 4.01 Location of warranty service center and amount of inventory shall be noted which may be verified and inspected Amount of OEM parts at this facility: $ 4.03 Years of servicing equipment being bid: Years 4.04 Number of factory qualified service technician: 5.0 GENERAL 5.01 The specification herein states the minimum requirements of City of Tustin. All bids must be regular in every respect. Unauthorized conditions, limitations, or provisions shall be cause for rejection. Any bid not prepared and submitted in accordance with the bid document and specification, or any bid lacking sufficient technical literature to enable the City of Tustin to make a reasonable determination of compliance to the specification will be considered "non-responsive" and grounds for rejection. COMPLY YES NO

8 Page8 6.0 FEATURES YES NO 6.01 Platform Height Equal or Greater Than Horizontal Outreach Equal or Greater Than Below Ground Reach Equal or Greater Than Platform Capacity Equal or Greater Than 1,000 lbs Drive Speed Equal or Greater Than 2.5 mph 6.06 Platform Size 36 x 96 with Rear Entry 6.07 Platform Gate Inward Self-Closing 7.0 POWER 7.01 Engine Fuel Type Diesel 7.02 Fuel Tank Size Equal or Greater Than 50 Gallons 7.03 Engine Equal or Greater Than 90HP Tier IV Final 7.04 Swing-out Engine Tray for Servicing 7.05 Hour Meter 8.0 SAFETY EQUIPMENT 8.01 (1) Emergency Flare Kit 8.02 (1) 5# Fire Extinguisher 8.03 All Motion Alarm 9.0 CHASIS 9.01 Drive Fulltime 4 Wheel Drive 9.02 Tires 24 Ply Foam Filled 10.0 ELECTRICAL & SAFETY LIGHTING Tilt Light and Alarm Flashing Beacon 11.0 ACCESSORIES Generator Power 110V-AC, 220V-AC and 3 Phase Power at Platform Pipe Rack on Platform Control Panel Guard on Platform