C201_110519_20.032%20Fleet%20Vehicles%20CCBCC%20Bid%20documents.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

VEHICLE FLEET PURCHASE

SOLICITATION NO.: 19-7522

KRISTOFER LOPEZ, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8944

Kristofer.Lopez@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this

document made by the Vendor may be grounds for rejection of proposal, cancellation of any

subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER:

19-7522

PROJECT TITLE:

Vehicle Fleet Purchase

LOCATION:

PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295

TAMIAMI TRAIL EAST, BLDG C

-2, NAPLES, FLORIDA 34112

DUE DATE:

DATE & TIME

PLACE OF BID OPENING:

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C

-2

NAPLES, FL 34112

All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://www.bidsync.com/bidsync-cas/

INTRODUCTION

As requested by the Fleet Management Division (hereinafter, the “Division) the Collier County Board of County Commissioners

Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of

obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or

attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County

Commissioners Procurement Ordinance.

The County seeks bids to facilitate purchases of new fleet vehicles for County operations. Vehicles covered under this bid are Ford

automobiles, vans, sport utility vehicles, cross-over vehicles, and light/medium-duty trucks up to 33,000 pounds GVWR. Purchases

of 50-80 vehicles are expected annually, however the County makes no commitment to any minimum or maximum quantity.

Although most light to medium-duty fleet vehicles will be purchased from this bid, the County reserves the right to purchase from

other government bids and/or government association bids, and to competitively bid specialty vehicles such as ambulances when

deemed in the best interests of the County.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with three (3) one-year renewals.

The percentage discount below dealer invoice that was bid and awarded shall remain firm for the duration of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this

Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the

County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

AWARD CRITERIA

ITB award criteria are as follows:

¾ The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the

solicitation.

¾ For the purposes of determining the winning bidder, the County will select the vendor with the highest discount as outlined

below:

x Highest “Percentage discount from total dealer invoice price”

¾ Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for

quoting, or other options that represents the best value to the County; however, it is the intent to:

x Identify a single awardee

¾ The County reserves the right to issue a formal contract, standard County Purchase Order, or utilize the County Purchasing

Card for the award of this solicitation.

DETAILED SCOPE OF WORK

All bidders must be a Ford Motor Company manufacturer-authorized dealership with full maintenance, warranty, and parts

capabilities. The successful bidder must provide warranty service on all Ford vehicles purchased by the County without regard to the

source of purchase and must provide service facilities or service capabilities convenient to Collier County operations. Convenient is

defined as service facilities located within ten miles of 2901 County Barn Road, Naples, Florida 34112 or provision of timely vehicle

pick-up and delivery services or provision of on-site maintenance services for warranty requirements. At least one of these capabilities

must be indicated on the bid schedule. To be considered a responsive bidder, a bidder MUST comply with one of the three

warranty scenarios listed on the Bid Schedule.

Due to the make-up of the current County fleet, parts inventory, tools, diagnostics, and training considerations, the Board of County

Commissioners has deemed Ford as the manufacturer of choice for small and medium-duty vehicles. Only Ford dealerships and

products will be considered on this bid.

The bid will be a percentage figure below total dealer invoice price, including model base price, factory installed options, and

destination freight charges, less any National, State, or local factory fleet incentives, or any additional dealer incentives. All special

additional equipment not factory installed, such as utility bodies, cranes, caution/emergency lights, bedliners, or other after-market

additions installed by a subcontractor shall be billed at dealer cost as shown on the subcontractor’s invoice. Copies of subcontractor

invoices will be provided to the County upon delivery of the vehicle. Prices for non-factory options installed by the dealer such as

window tinting, extra keys, or van shelving shall be indicated in the dealer quote for each specification. No further verification will be

required for dealer installed options.

Vehicle Purchases

Purchases of individual vehicles or groups of like vehicles shall be made from an awarded dealer that meets vehicle specifications

with the lowest net price after factory and dealer discounts. The County shall be the sole judge of accepting or denying any deviations

from specifications. Vehicle bid prices shall include all charges including delivery/transportation, dealer preparation, fuel, pollution

taxes/charges, and temporary registration fees.

Once a vehicle bid has been awarded, the County may purchase any number of vehicles with the same specifications, during the same

model year, from the same vehicle bid of the awarded dealer.

On occasions when the needs of the County are immediate or time critical, award may be made on the basis of availability rather than

lowest cost.

Vehicle Bid Procedures

The Collier County Fleet Management Division shall provide the dealer(s) with vehicle specifications and designate a time period for

bid response. Bid responses shall be made in the format provided by the Fleet Management Division along with a copy of a Vehicle

Order Confirmation Report or other confirming documentation provided to the Dealer by Ford Motor Company showing dealer

invoice prices and copies of any subcontractor bid proposals for any after-market additions. Subcontractor bid proposals shall be

listed in detail by item.

The Fleet Management Division will review all bid responses for specification compliance and bid prices to determine the awarded

dealer. Award results will be announced to all bidding dealers. A County purchase order shall be issued to the dealer as official

authority to order the awarded vehicle(s).

Delivery

Bidders shall have 120 days to deliver normal production vehicles and 150 days to deliver vehicles with dealer options or additional

equipment. If vehicles are not delivered within these time periods, the County shall have the option of canceling the purchase order

and awarding the bid to the next lowest bidder or to the bidder with the quickest availability.

All vehicles shall be cleaned, serviced (including all normal dealer preparations), and delivered to Collier County Fleet Management

at 2901 County Barn Road, Naples, Florida 34112. All after-market options shall be properly installed and operational per

specifications at delivery. Vehicles shall be delivered with the window sticker attached to the window or inside the vehicle when

window tinting is ordered. Unless otherwise informed by the Fleet Management Division, all vehicles will be titled to Collier County

Board of County Commissioners, 3299 Tamiami Trail East, Suite 700, Naples, Florida 34112; FEID 59-6000558; Tax Exemption

#85-8015966531C-1.

Vehicles shall be delivered with the following documents appropriately completed:

a. Manufacturer’s Certificate of Origin for a Vehicle

b. Application for Certificate of Title with/without Registration

c. Motor Vehicle Dealer Title Reassignment Supplement

d. Temporary registration and tag

e. Operator’s Manual

f. Warranty Certifications

g. Original Invoice to County

h. Factory issued dealer invoice

i. Subcontractor invoices for after-market additions

j. Weight certificate or affidavit showing total weight of delivered vehicle when a utility body or other significant

component has been added to a truck cab and chassis.

k. Secondary Manufacturer’s Certificate of Origin as required when major body units or systems are added to an

incomplete truck chassis.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Form 2: Vendor Check

List):

The Solicitation Submittal has been signed.

The Solicitation Pricing Document (Bid Schedule/Quote Schedule/Proposal Pricing/etc.) has been completed and attached.

All applicable forms have been signed and included, along with licenses to complete the requirements of the project.

Any addenda have been signed and included.

Affidavit for Claiming Status as a Local Business, if applicable.

Division of Corporations - Florida Department of State – http://dos.myflorida.com/sunbiz/ (If work performed in the State).

E-Verify/Immigration Affidavit (Memorandum of Understanding).

Kristofer Lopez, Procurement Strategist

Dan Croft, Director, Fleet Management

Bid Tabulation 19-7522

Invitations Sent: 11

Downloaded: 40

Submitted: 1

Tamiami Ford, Inc.

Description

Percentage

Highest Percentage Discount from total dealer invoice price

2.25%

To be considered a responsive bidder, a bidder MUST comply with one

of the three warranty scenarios listed.

Mark the selected

option

On-site at 2901 County Barn Rd, Naples FL 34112

By vehicle pick-up and delivery at 2901 County Barn Rd, Naples FL 34112

At a service facility within ten miles of 2901 County Barn Rd, Naples FL 34112

Attachment 2: Vendor's Check List Yes

Attachment 3: Bid Response Form Yes

Attachment 7: Insurance and Bonding Yes

Attachment 6: W9 Yes

Attachment 5: Immigration Affidavit Yes

Attachment 4: Local Vendor Preference Yes

Division of Corporations Yes

E-Verify Yes

Opended by: Viviana Giaramustas, Procurement Strategist

Witnessed by: Evelyn Colon, Procurement Strategist

Bid Tabulation 19-7522 Purchase of Fleet Vehicles

1 of 1