HomeMy WebLinkAbout2019-06-11 - AGENDA REPORTS - APPROVE THE PURCHASE OF TWO SPECIALIZED VEHICLES O (2)Agenda Item: 14
DATE: June 11, 2019
SUBJECT: APPROVE THE PURCHASE OF TWO SPECIALIZED VEHICLES -
ONE DUMP TRUCK AND ONE STENCIL BODY TRUCK
DEPARTMENT: Public Works
PRESENTER: Cruz Caldera
RECOMMENDED ACTION
City Council:
1. Approve the "piggyback" purchase of one Freightliner M2 112 CNG dump truck and one
Ford Super Duty F-450 stencil body CNG conversion truck through the Sourcewell
cooperative purchasing contract (contracts 081716 -NAF and 120716 -NAF) in an amount not
to exceed $337,197.
2. Authorize the City Manager or designee to execute all documents, subject to City Attorney
approval.
BACKGROUND
During the Fiscal Year 2018-19 budget process, the City Council authorized the procurement of
a stencil truck and dump truck. The City of Santa Clarita (City) regularly utilizes a dump truck to
transport large quantities of material, clear road debris, and transport equipment. A stencil truck
is used for the application and refurbishment of road striping and pavement legends.
After conducting extensive research, City staff determined the 2020 Freightliner M2 112 set back
axle CNG chassis dump truck and Ford Super Duty F-450 stencil body CNG conversion truck
should be purchased. In order to secure the most competitive pricing and the highest quality
heavy duty vehicles, staff recommends using the City's "piggyback" purchasing option for the
purchase of these vehicles. Sourcewell cooperative purchasing contracts 081716 -NAF and
120716 -NAF provide competitive pricing, quality service, and the best value to the City. Using
the Sourcewell cooperative purchasing contract along with the 25 percent discount received from
Sourcewell results in a total sale price of $337,197.
Page 1
On July 11, 1995, the City Council approved the use of "piggyback" purchasing, which allows
the City to place orders against a competitively awarded public agency contract. The City is
using the cooperative purchasing contract with Sourcewell (formerly NJPA), which allows the
City to take advantage of an existing process. This contract, which was awarded on May 19,
2015, was competitively solicited through a nationwide bid process and is valid through 2020.
Staff reached out to local dealerships to inquire if they sold these types of specialized vehicles.
Our local dealerships indicated they do not sell these types of specialized vehicles and they do
not provide these types of vehicles on a cooperative purchasing contract.
ALTERNATIVE ACTION
Other action as determined by the City Council.
FISCAL IMPACT
Adequate funds were appropriated during the Fiscal Year 2018-19 budget in automotive
accounts 14504-5201.003 and 14550-5201.003 to support the recommended action.
ATTACHMENTS
Acceptance and Award Dump Truck 081716 (available in City Clerk's Reading File)
Acceptance and Award Stencil Truck 120716 (available in City Clerk's Reading File)
RFP and Addendum Dump Truck 081716 (available in City Clerk's Reading File)
RFP and Addendum Stencil Truck 120716 (available in City Clerk's Reading File)
Sourcewell Quote ID 8300 Dump Truck (available in City Clerk's Reading File)
Sourcewell Quote ID 9784 Stencil Truck (available in City Clerk's Reading File)
Page 2
FORM E
CONTRACT ACCEPTANCE AND AWARD
(Top portion of this form will be completed by NJPA if the vendor Is awarded a contract. The vendor should
complete the vendor authorized signatures as part of the RFP response,]
NJPA Contract #: 081716 -NAF
Proposer's full legal name; 72 Hour LLC, dba National Auto Fleet Group
Based on NJPA's evaluation of your proposal, you have been awarded a contract. As an awarded vendor, you
agree to provide the products and services contained to your proposal and to meet all of the terms and
conditions set forth in this 9f P, in any amendments to this RFP, and in any exceptions that are accepted by NJPA.
The effective date of the Contract will be November 15, 2016 and wl1I expire on November 15, 2020 (no later than
the later of four years from the expiration date of the currently awarded contract or four years from the date that
the NJPA Chief Procurement Officer awards the Contract), This Contract may be extended for a fifth year at
NJPA's discretion,
NJPA Authorized Signatures:
NJPA DIRE=R OF COOP
AND PROCUREM SIGNA
NJFA
Awarded on November 15, 2016
Vendor Authorized Signatures:
Jeremy Schwartz
(NAME PR NTED OR TYPED)
Chad Coauette
(NAME FRINGED OR 1WED)
NJPA Contract # 081716 -NAF
The Vendor hereby accepts this Contract award, Including all accepted excepilons and amendments,
Vendor Name —a.__ HDt�A 41-r, "V d A 1YW)CEarIQ/ 4",T o -ffe e7" 454wp/
Authorized Signatory's TNIe e l e r7-
;E30—RAWHORIZEDSIGNATURE (NAME FRINTF.) OR TYPEr7)
Executed on // ._ f -S 20-1,6 NJPA Contract # 081716 -NAF
MEW
FORME
CONTRACT ACCEPTANCE AND AWARD
DA
Natlonal Joint Powm Aliisnre
(Top portion of this form will be completed by NJPA if the vendor is awarded a contract, The vendor should
complete the vendor authorized signatures as part of the RFP response,)
NJPA Contract ft: 120716 -NAF
Proposer's full legal name: 72 hour LLC, dba National Auto Fleet Group
Based on NJPA's evaluation of your proposal, you have been awarded a contract, As an awarded vendor, you
agree to provide the products and services containedin your proposal and to meet all of the terms and
conditions set forth In this RFP, In any amendments to this RFP, and in any exceptions that are accepted by NJPA.
The effective date of the Contract will be January 17, 2017 and will expire on January 17, 2021 (no later than the
later of four years from the expiration date of the currently awarded contract or four years from the date that the
NJPA Chief Procurement Officer awards the Contract), This Contract may be extended for a fifth year at NJPA's
discretion,
NJPA Authorized
NJPA DIRE IC?R CCO Q(
AND PROCUREMT SIGNATURE
NJPA EXECUTIVE DIRECTOR/CEO SIGNATURE
Awarded on January 16, 2017
Vendor Authorized Signatures:
Jeremy Schwartz
(NAME F' NIH) GF I(PLDi
Chad Coquette
iNAME PRI14TED CR -YPEC)
NJPA Contract ft 120716 -NAF
The Vendor hereby accepts this Contract award, including all ac'ceptec exceptions and amendments,
Vendor Name2-- SGL c- _ . / " `r /--- ' 7` 1` �i G 1AP4 i
Authorize Signatory's Title /�P/�
VE,; R AUTHORIZED SIGNATURE. (NAME PRINTFD ,DR T`'FED)
Executed on — 6 , 20-Z,7 NJPA Contract # 120716 -NAF
JPA
'NA..'JjAWA'_'
Z K . ........ .... ..
.,, �r
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"`v
National Joint Powers Alliance® (herein NJPA)
REQUEST FOR PROPOSAL (herein RFP)
for the procurement of
CLASS 6, 7, AND 8 CHASSIS WITH RELATED EQUIPMENT,
ACCESSORIES, AND SERVICES
RFP Opening
AUGUST 18, 2016
8:00 a.m. Central Time
At the offices of the
National Joint Powers Alliance®
202 12th Street Northeast, Staples, MN 56479
The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential member agencies,
which includes all governmental, higher education, K-12 education, not-for-profit, tribal government, and all other
public agencies located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP) to
result in a national contract solution for the procurement of 4081716 CLASS 6, 7, AND 8 CHASSIS WITH
RELATED EQUIPMENT, ACCESSORIES, AND SERVICES 1. Details of this RFP are available beginning
June 21, 2016. Details may be obtained by letter of request to Jonathan Yahn, NJPA, 202 12th Street Northeast,
P.O. Box 219, Staples, MN 56479, or by e-mail at RFP@njpacoop.org. Proposals will be received until August 17,
2016 lat 4:30 p.m. Central Time at the above address and opened August 18, 2016 lat 8:00 a.m. Central Time.
August 18, 2016 Public Opening of Proposals.
8:00 a.m. CT
Direct questions regarding this RFP to: Jonathan Yahn at jonathan.yahn(a)njpacoop.org or (218)895-4144.
RFP Timeline
June 22, 2010
Publication of RFP in the print and online version of USA Today, in the print and
online version of the Salt Lake News within the State of Utah, in the print
and online version of the Daily Journal of Commerce within the State of
Oregon (note: OR entities this pertains to:
htlp://www.nipacoop.org/oregon-advertising), in the print and online
version of The State within the State of South Carolina, the NJPA website,
MERX, Noticetobidders.com, PublicPurchase.com, Biddingo, and Onvia.
July 27, 2010
Pre -Proposal Conference (the webcast/conference call. The
10:00 a.m. CT
connection information will be sent to all inquirers two business days
before the conference).
August 10, 2016
Deadline for RFP questions.
August 17, 20161
Deadline for Submission of Proposals. Late responses will be
4:30 p.m. CT
returned unopened.
August 18, 2016 Public Opening of Proposals.
8:00 a.m. CT
Direct questions regarding this RFP to: Jonathan Yahn at jonathan.yahn(a)njpacoop.org or (218)895-4144.
DEFINITIONS
A.
Contract
B.
Proposer
C.
Sourced Good of Open Market Item
D.
Vendor
2, ADVERTISEM�'INTOFRF11
FABLE OFCONTENTS
B.
C.
D.
E.
F.
G.
H.
3, dN ll.(',((D(..?( ll"d(.(1" I.
A. About NJPA J"
B. Joint Exercise of Powers Laws K.
C. Why Respond to a National Cooperative
Procurement Contract
D. The Intent of This RFP
E. Scope of This RFP
F. Expectations for Equipment/Products
and Services Being Proposed
G. Solutions Based Solicitation
3, IN" S'1'll',tjC'll"1()NS FOR PREPARING 3'(.((.?R
PR((PO
SAL
A.
Inquiry Period
B.
Pre -Proposal Conference
C.
Identification of Key Personnel
D.
Proposer's Exceptions to Terms and
Trade -Ins
Conditions
E.
Proposal Format
F.
Questions & Answers About This RFP
G.
Modification or Withdrawal of a
A.
Submitted Proposal
H.
Proposal Opening Procedure
L
NJPA's Rights Reserved
3, PRICING
Assignment of Contract
A.
Line -Item Pricing
B.
Percentage Discount From Catalog or
F.
Category
C.
Cost Plus a Percentage of Cost
D.
Hot List Pricing
E.
Ceiling Price
F.
Volume Price Discounts/
K.
Additional Quantities
G.
Total Cost of Acquisition
H.
Sourced Equipment/Products/
N.
Open Market Items
L
Price and Product Changes
J.
Payment Terms
K.
Sales Tax
L.
Shipping Requesting Pricing Changes
6, EVAI,(iATI((N"
O F 13R((PO SA>LS
A.
Proposal Evaluation Process
2
Proposer Responsiveness
Proposal Evaluation Criteria
Other Consideration
Cost Comparison
Marketing Plan
Certificate Of Insurance
Order Process and/or Funds Flow
Administrative Fees
Value Added
Waiver of Formalities
7, POSTA WA RD OPERATING ISY jES
A.
Subsequent Agreements
B.
NJPA Member Sign-up Procedure
C.
Reporting of Sales Activity
D.
Audits
E.
Hub Partner
F.
Trade -Ins
G.
Out of Stock Notification
H.
Termination of a Contract resulting from
this RFP
3, GENERA ➢ ll"3;RMS AND CONDIITONS
A.
Advertising a Contract Resulting From
This RFP
B.
Applicable Law
C.
Assignment of Contract
D.
List of Proposers
E.
Captions, Headings, and Illustrations
F.
Data Practices
G.
Entire Agreement
H.
Force Majeure
L
Gratuities
J.
Hazardous Substances
K.
Licenses
L.
Material Suppliers and Sub -Contractors
M.
Non -Wavier of Rights
N.
Protests of Awards Made
O.
Suspension or Disbarment Status
P.
Affirmative Action and Immigration
Status Certification
Q.
Severability
R.
Relationship of Parties
N), FORMS
C C. PRICE
& PRODUCTCAIN" GE R1CQi..?1CST
FORM
C2. APPENDIX A
i rtIIL:FINITIQNS
............................................................................
A.CONTRACT
Contract means this RFP, current pricing information, fully executed Forms C, D, F, & P from the
Proposer's response pursuant to this RFP, and a fully executed Form E ("Acceptance and Award") with
final terms and conditions. Form E will be executed after a formal award and will provide final clarification
of terms and conditions of the award.
B.PROPOSER
A Proposer is a company, person, or entity delivering a timely response to this RFP. This RFP may also
use the terms "respondent" or "proposed Vendor," which is interchangeable with Proposer as the context
allows.
C. SOURCED GOOD or OPEN MARKET ITEM
A Sourced Good or Open Market Item is a product within the RFP's scope 1) that is not currently available
under the Vendor's NJPA contract, 2) that a member wants to buy under contract from an awarded Vendor,
and 3) that is generally deemed incidental to the total transaction or purchase of contract items.
D.VENDOR
A Proposer whose response has been awarded a contract pursuant to this RFP.
2 Ar)VI^ I I°iSIIL ME' I° (_)i^` ll ll^`I
2_1 NJPA advertises this solicitation: 1) in the hard copy print and online editions of the USA Today; 2)
once each in Oregon's Daily Journal of Commerce, South Carolina's The State and Utah's Salt Lake
Tribune, 3) on NJPA's website; and 4) on other third -party websites deemed appropriate by NJPA. Other
third -party advertisers may include Onvia, PublicPurchase.com, MERX, and Biddingo.
2_2 NJPA also notifies and provides solicitation documentation to each state -level procurement departments
for possible re -posting of the solicitation within their systems and at their option for future use and to meet
specific state requirements.
2 1E R(_)11111_'TIQN
A. ABOUT NJPA
3_1 The National Joint Powers Alliance® (NJPA) is a public agency serving as a national municipal
contracting agency established under the Service Cooperative statute by Minnesota Legislative Statute
§123A.21 with the authority to develop and offer, among other services, cooperative procurement services
to its membership. Eligible membership and participation includes states, cities, counties, all government
agencies, both public and non-public educational agencies, colleges, universities and non-profit
organizations.
3_2 Under the authority of Minnesota state laws and enabling legislation, NJPA facilitates a competitive
solicitation and contracting process on behalf of the needs of itself and the needs of current and potential
member agencies nationally. This process results in national procurement contracts with various Vendors
of products/equipment and services which NJPA Member agencies desire to procure. These procurement
contracts are created in compliance with applicable Minnesota Municipal Contracting Laws. A complete
listing of NJPA cooperative procurement contracts can be found at www.njpacoop.org.
3_3 NJPA is a public agency governed by publicly elected officials that serve as the NJPA Board of
Directors. NJPA's Board of Directors calls for all proposals, awards all Contracts, and holds those resulting
Contracts for the benefit of its own and its Members use.
3.3.1 Subject to Approval of the NJPA Board: NJPA contracts are awarded by the action
of the NJPA Board of Directors. This action is based on the open and competitive bidding process
facilitated by NJPA. The evaluation and resulting recommendation is presented to the Board of
Directors by the NJPA Proposal Evaluation Committee.
3_4 NJPA currently serves over 50,000 member agencies nationally. Both membership and utilization of
NJPA contracts continue to expand, due in part to the increasing acceptance of Cooperative Purchasing
throughout the government and education communities nationally.
B. JOINT EXERCISE OF POWERS LAWS
3_5 NJPA cooperatively shares those contracts with its Members nationwide through various Joint Exercise
of Powers Laws or Cooperative Purchasing Statutes established in Minnesota, other states and Canadian
provinces. The Minnesota Joint Exercise of Powers Law is Minnesota Statute §471.59 which states
"Two or more governmental units ... may jointly or cooperatively exercise any power common to the
contracting parties..." This Minnesota Statute allows NJPA to serve Member agencies located in all
other states. Municipal agencies nationally can participate in cooperative purchasing activities under
their own state law. These laws can be found on our website at hgp://www.njpacoop.org/national-
cooperative-contract-solutions/legal-authority/.
C. WHY RESPOND TO A NATIONAL COOPERATIVE PROCUREMENT CONTRACT
rd
3_6 National Cooperative Procurement Contracts create value for Municipal and Public Agencies, as well
as for Vendors of products/equipment and services in a variety of ways:
3.6.1 National cooperative contracts potentially save time and effort for municipal and public
agencies, who otherwise would have to solicit vendor responses to individual RFPs, resulting in
individual contracts, to meet the procurement needs of their respective agencies. Considerable time
and effort is also potentially saved by the Vendors who would have had to otherwise respond to
each of those individual RFPs. A single, nationally advertised RFP, resulting in a single, national
cooperative contract can potentially replace thousands of individual RFPs for the same
equipment/products/services that might have been otherwise advertised by individual NJPA
member agencies.
3.6.2 NJPA contracts offer our Members nationally leveraged volume purchasing discounts. Our
contract terms and conditions offer the opportunity for Vendors to recognize individual member
procurement volume commitment through additional volume based contract discounts.
3_7 State laws that permit or encourage cooperative purchasing contracts do so with the belief that
cooperative efficiencies will result in lower prices, better overall value, and considerable time savings.
3_8 The collective purchasing power of thousands of NJPA Member agencies nationwide offers the
opportunity for volume pricing discounts. Although no sales or sales volume is guaranteed by an NJPA
Contract resulting from this RFP, substantial volume is anticipated and volume pricing is requested and
justified.
39 NJPA and its Members desire the best value for their procurement dollar as well as a competitive price.
Vendors have the opportunity to display and highlight value-added attributes of their company,
equipment/products and services without constraints of a typical individual proposal process.
D. THE INTENT OF THIS RFP
3.10. National contract awarded by the NJPA Board of Directors: NJPA seeks the most responsive
and responsible Vendor relationship(s) to reflect the best interests of NJPA and its Member agencies.
Through a competitive proposal and evaluation process, the NJPA Proposal Evaluation Committee
recommends vendors for a national contract awarded by the action of the NJPA Board of Directors.
NJPA's primary intent is to establish and provide a national cooperative procurement contract that offer
opportunities for NJPA and our Member agencies to procure quality product/equipment and services as
desired and needed. The contracts will be marketed nationally through a cooperative effort between the
awarded vendor(s) and NJPA. Contracts are expected to offer price levels reflective of the potential and
collective volume of NJPA and the nationally established NJPA membership base.
3.11 Beyond our primary intent, NJPA further desires to:
3.11.1 Award a four-year contract with a fifth -year contract option resulting from this RFP. Any
fifth -year extension is exercised at NJPA's discretion and results from NJPA's contracting
needs or from Member requests; this extension is not intended merely to accommodate an
awarded Vendor's request. If NJPA grants a fifth -year extension, it may also terminate the
contract (or cause it to expire) within the fifth year if the extended contract is replaced by
a resolicited or newly solicited contract. In exigent circumstances, NJPA may petition
NJPA's Board of Directors to extend the contract term beyond five years. This rarely used
procedure should be employed only to avoid a gap in contract coverage while a replacement
contract is being solicited;
3.11.2 Offer and apply any applicable technological advances throughout the term of a contract
resulting from this RFP;
3.11.3 Deliver "Value Added" aspects of the company, equipment/products and services as
defined in the "Proposer's Response";
3.11.4 Deliver a wide spectrum of solutions to meet the needs and requirements of NJPA and
NJPA Member agencies; and
3.11.5 Award an exclusive contract to the most responsive and responsible vendor when it is
deemed to be in the best interest of NJPA and the NJPA Member agencies.
3.12 Exclusive or Multiple Awards: Based on the scope of this RFP and on the responses received, NJPA
may award either an exclusive contract or multiple contracts. In some circumstances, a single national
supplier may best meet the needs of NJPA Members; in other situations, multiple vendors may be preferred.
NJPA retains sole discretion to determine which approach is in the best interests of NJPA Member agencies.
3.13 Non -Manufacturer Awards: NJPA reserves the right to make an award under this RFP to a non -
manufacturer or dealer/distributor if such action is in the best interests of NJPA and its Members.
3.14 Manufacturer as a Proposer: If the Proposer is a manufacturer or wholesale distributor, the response
received will be evaluated on the basis of a response made in conjunction with that manufacturer's
authorized dealer network. Unless stated otherwise, a manufacturer or wholesale distributor Proposer is
assumed to have a documented relationship with their dealer network where that dealer network is informed
of, and authorized to accept, purchase orders pursuant to any Contract resulting from this RFP on behalf of
the manufacturer or wholesale distributor Proposer. Any such dealer will be considered a sub -contractor of
the Proposer/Vendor. The relationship between the manufacturer and wholesale distributor Proposer and
its dealer network may be proposed at the time of the submission if that fact is properly identified.
3.15 Dealer/Reseller as a Proposer: If the Proposer is a dealer or reseller of the products and/or services
being proposed, the response will be evaluated based on the Proposer's authorization to provide those
products and services from their manufacturer. When requested by NJPA, Proposers must document their
authority to offer those products and/or services.
E. SCOPE OF THIS RFP
3.16 Scope: The scope of this RFP is to award a contract to a qualifying vendor defined as a manufacturer,
provider, or dealer/distributor, established as a Proposer, and deemed responsive and responsible through
our open and competitive proposal process. Vendors will be awarded contracts based on the proposal and
responders demonstrated ability to meet the expectations of the RFP and demonstrate the overall highest
valued solutions which meet and/or exceed the current and future needs and requirements of NJPA and its
Member agencies nationally within the scope of � CLASS 6, 7, AND 8 CHASSIS WITH RELATED
EQUIPMENT, ACCESSORIES, AND SERVICES.
3.17 Additional Scope Definitions: For purposes of the scope of this solicitation:
3.17.1 In addition to CLASS 6, 7, AND 8 CHASSIS WITH RELATED EQUIPMENT,
ACCESSORIES, AND SERVICES Ithis solicitation should be read to include, but not to be
limited to:
3.17.1.1 Chassis and cabs as classified by the following gross vehicle weight ratings (GVWR):
Class 6— 19,001 to 26,000 lbs.; Class 7-26,001 to 33,000 lbs.; Class 8 — 33,001+ lbs. I
31
3.17.2 NJPA reserves the right to limit the scope of this solicitation for NJPA and current and potential
NJPA member agencies.
3.17.2.1 1) Proposers may include Class 4 and Class 5 chassis in their response provided that these
two classes are merely complementary to the Proposer's Class 6-8 offering.
2) Proposers may include "related equipment, accessories, and services" in their response to the
extent that these solutions are an incidental portion of their proposal. The primary focus of this
solicitation is on chassis manufacturing and not on a Proposer's ability to provide turnkey solutions
by upfitting a chassis for a particular purpose.
3) This RFP should not be construed to include responses that contain school buses or city
transit vehicles. Any portions of a response including such solutions will be disregarded
3.18 Overlap of Scope: When considering equipment/products/services, or groups of equipment/
products/services submitted as a part of your response, and whether inclusion of such will fall within a
"Scope of Proposal," please consider the validity of an inverse statement.
3.18.1 For example, pencils and post -it -notes can generally be classified as office supplies and
office supplies generally include pencils and post -it -notes.
3.18.2 In contrast, computers (PCs and peripherals) can generally be considered office supplies;
however, the scope of office supplies does not generally include computer servers and
infrastructure.
3.18.3 In conclusion: With this in mind, individual products and services must be examined
individually by NJPA, from time to time and in its sole discretion, to determine their
compliance and fall within the original "Scope" as intended by NJPA.
3.19 Best and Most Responsive — Responsible Proposer: It is the intent of NJPA to award a Contract to
the best and most responsible and responsive Proposer(s) offering the best overall quality and selection of
equipment/products and services meeting the commonly requested specifications of the NJPA and NJPA
Members, provided the Proposer's Response has been submitted in accordance with the requirements of
this RFP. Qualifying Proposers who are able to anticipate the current and future needs and requirements
of NJPA and NJPA member agencies; demonstrate the knowledge of any and all applicable industry
standards, laws and regulations; and possess the willingness and ability to distribute, market to and service
NJPA Members in all 50 states are preferred. NJPA requests proposers submit their entire product line as
it applies and relates to the scope of this RFP.
3.20 Sealed Proposals: NJPA will receive sealed proposal responses to this RFP in accordance with
accepted standards set forth in the Minnesota Procurement Code and Uniform Municipal Contracting Law.
Awards may be made to responsible and responsive Proposers whose proposals are determined in writing
to be the most advantageous to NJPA and its current or qualifying future NJPA Member agencies.
3.21 Use of Contract: Any Contract resulting from this solicitation shall be awarded with the understanding
that it is for the sole convenience of NJPA and its Members. NJPA and/or its members reserve the right to
obtain like equipment/products and services solely from this contract or from another contract source of
their choice or from a contract resulting from their own procurement process.
3.22 Awarded Vendor's interest in a contract resulting from this RFP: Awarded Vendors will be able
to offer to NJPA, and current and potential NJPA Members, only those products/equipment and services
specifically awarded on their NJPA Awarded Contract(s). Awarded Vendors may not offer as "contract
compliant," products/equipment and services which are not specifically identified and priced in their NJPA
Awarded Contract.
7
3.23 Sole Source of Responsibility- NJPA desires a "Sole Source of Responsibility" Vendor. This means
that the Vendor will take sole responsibility for the performance of delivered equipment/products/ services.
NJPA also desires sole responsibility with regard to:
3.23.1 Scope of Equipment/Products/Services: NJPA desires aprovider for the broadest possible
scope of products/equipment and services being proposed over the largest possible geographic area
and to the largest possible cross-section of NJPA current and potential Members.
3.23.2 Vendor use of sub -contractors in sourcing or delivering equipment/product/services: NJPA
desires a single source of responsibility for equipment/products and services proposed. Proposers are
assumed to have sub -contractor relationships with all organizations and individuals whom are external to
the Proposer and are involved in providing or delivering the equipment/products/services being proposed.
Vendor assumes all responsibility for the equipment/products/services and actions of any such Sub -
Contractor. Suggested Solutions Options include:
3.24.1 Multiple solutions to the needs of NJPA and NJPA Members are possible. Examples could
include:
3.24.1.1 Equipment/Products Only Solution: Equipment/Products Only Solution may be
appropriate for situations where NJPA or NJPA Members possess the ability, either in-
house or through local third party contractors, to properly install and bring to operation
those equipment/products being proposed.
3.24.1.2 Turn -Key Solutions: A Turn -Key Solution is a combination of
equipment/products and services that provides a single price for equipment/products,
delivery, and installation to a properly operating status. Generally this is the most desirable
solution because NJPA and NJPA Members may not possess, or desire to engage,
personnel with the necessary expertise to complete these tasks internally or through other
independent contractors
3.24.1.3 Good, Better, Best: Where appropriate and properly identified, Proposers may
offer the choice "of good, better, best" multiple -grade solutions to meet NJPA Members'
needs.
3.24.1.4 Proven — Accepted — Leading -Edge Technology: Where appropriate and
properly identified, Proposers may provide a spectrum of technology solutions to
complement or enhance the proposed solutions to meet NJPA Members' needs.
3.24.2 If applicable, Contracts will be awarded to Proposer(s) able to deliver a proposal meeting
the entire needs of NJPA and its Members within the scope of this RFP. NJPA prefers Proposers
submit their complete product line of products and services described in the scope of this RFP.
NJPA reserves the right to reject individual, or groupings of specific equipment/products and
services proposals as a part of the award.
3.25 Geographic Area to be Proposed: This RFP invites proposals to provide CLASS 6, 7, AND 8
CHASSIS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES Ito NJPA and
NJPA Members throughout the entire United States and possibly internationally. Proposers will be expected
to express willingness to explore service to NJPA Members located abroad; however the lack of ability to
serve Members outside of the United States will not be cause for non -award. The ability and willingness
to serve Canada, for instance, will be viewed as a value-added attribute.
3.26 Contract Term: At NJPA's option, a Contract resulting from this RFP will become effective either
on the date awarded by the NJPA Board of Directors or on the day following the expiration date of an
existing NJPA procurement contract for the same or similar product/equipment and services.
3.26.1 NJPA is seeking a Contract base term of four years as allowed by Minnesota Contracting
Law. Full term is expected. However, one additional one-year renewal/extension may be offered
by NJPA to Vendor beyond the original four year term if NJPA deems such action to be in the best
interests of NJPA and its Members. NJPA reserves the right to conduct periodic business reviews
throughout the term of the contract.
3.27 Minimum Contract Value: NJPA anticipates considerable activity resulting from this RFP and
subsequent award; however, no commitment of any kind is made concerning actual quantities to be
acquired. NJPA does not guarantee usage. Usage will depend on the actual needs of the NJPA Members
and the value of the awarded contract.
3.28 [This section is intentionally blank.]
3.29 Contract Availability: This Contract must be available to all current and potential NJPA Members
who choose to utilize this NJPA Contract to include all governmental and public agencies, public and
private primary and secondary education agencies, and all non-profit organizations nationally.
3.30 Proposer's Commitment Period: In order to allow NJPA the opportunity to evaluate each proposal
thoroughly, NJPA requires any response to this solicitation be valid and irrevocable for ninety (90) days
after the date proposals are opened.
F. EXPECTATIONS FOR EQUIPMENT/PRODUCTS AND SERVICES BEING PROPOSED
3.31 Industry Standards: Except as contained herein, the specifications or solutions for this RFP
shall be those accepted guidelines set forth by the CLASS 6, 7, AND 8 CHASSIS WITH RELATED
EQUIPMENT, ACCESSORIES, AND SERVICES industry, as they are generally understood and
accepted within that industry across the nation. Submitted products/equipment, related services, and their
warranties and assurances are required to meet and/or exceed all current, traditional and anticipated needs
and requirements of NJPA and its Members.
3.31.1 Deviations from industry standards must be identified by the Proposer and
explained how, in their opinion, the equipment/products and services they propose will render
equivalent functionality, coverage, performance, and/or related services. Failure to detail all such
deviations may comprise sufficient grounds for rejection of the entire proposal.
3.31.2 Technical Descriptions/Specifications. Excessive technical descriptions and specifications
that unduly enlarge the proposal response may cause NJPA to reduce the evaluation points awarded
on Form G. Proposers must supply sufficient information to:
3.31.2.1 demonstrate the Proposer's knowledge of industry standards;
3.31.2.2 identify the equipment/products and services being proposed; and
3.31.2.3 differentiate equipment/products and services from others.
3.32 New Current Model Equipment/Products: Proposals submitted shall be for new, current model
equipment/products and services with the exception of certain close-out products allowed to be offered on
the Proposer's "Hot List" described herein.
3.33 Compliance with laws and standards: All items supplied on this Contract shall comply with any
current applicable safety or regulatory standards or codes.
I
3.34 Delivered and operational: Products/equipment offered herein are to be proposed based upon being
delivered and operational at the NJPA Member's site. Exceptions to "delivered and operational" must be
clearly disclosed in the "Total Cost of Acquisition" section of the proposal.
3.35 Warranty: The Proposer warrants that all products, equipment, supplies, and services delivered under
this Contract shall be covered by the industry standard or better warranty. All products and equipment
should carry a minimum industry standard manufacturer's warranty that includes materials and labor. The
Proposer has the primary responsibility to submit product specific warranty as required and accepted by
industry standards. Dealer/Distributors agree to assist the purchaser in reaching a solution in a dispute over
warranty's terms with the manufacturer. Any manufacturer's warranty that is effective past the expiration
of the warranty will be passed on to the NJPA member. Failure to submit a minimum warranty may result
in non -award.
3.36 Additional Warrants: The Proposer warrants that all products/equipment and related services
furnished hereunder will be free from liens and encumbrances; defects in design, materials, and
workmanship; and will conform in all respects to the terms of this RFP including any specifications or
standards. In addition, Proposer/Vendor warrants the products/equipment and related services are suitable
for and will perform in accordance with the ordinary use for which they are intended.
G. SOLUTIONS -BASED SOLICITATION
3.37 The NJPA solicitation and contract award process is not based on detailed specifications. Instead, this
RFP is a "Solutions -Based Solicitation." NJPA expects respondents to understand and anticipate the current
and future needs of NJPA and its members—within the scope of this RFP—and to propose solutions that
are commonly desired or required by law or industry standards. Proposal will be evaluated in part on your
demonstrated ability to meet or exceed the needs and requirements of NJPA and our member agencies
within the defined scope of this RFP.
3.38 While NJPA does not typically provide product and service specifications, the RFP may contain scope
refinements and industry -specific questions. Where specific items are specified, those items should be
considered the minimum required, which the proposal can exceed in order to meet Members' needs. NJPA
may award all of the respondent's proposal or may limit the award to a subset of the proposal.
4 INST1 LWTIONS FOR PR1,1/AI1INU '(_)I1ll1 PROPOSAL
A. INQUIRY PERIOD
4_1 The inquiry period begins on the date of first advertisement and continues until to the Deadline for
Submission." RFP packages will be distributed to potential Vendors (or respondents?) during the inquiry
period.
B. PRE -PROPOSAL CONFERENCE
4_2 A pre -proposal conference will be held at the date and time specified in the timeline on page one of this
RFP. Conference information will be sent to all potential Proposers, and attendance is optional. The purpose
of this conference is to allow potential Proposers to ask questions regarding this RFP and NJPA's
competitive contracting process. Only answers issued in writing by NJPA to questions asked before or
during the pre -proposal conference are binding on the parties to an awarded contract.
C. IDENTIFICATION OF KEY PERSONNEL
4_3 Awarded Vendors will designate one senior staff member to represent the Vendor to NJPA. This contact
person will correspond with members for technical assistance, questions, or concerns that may arise,
including instructions regarding different contacts for different geographical areas or product lines.
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4_4 These designated individuals should also act as the primary contact for marketing, sales, and any other
area deemed essential by the Proposer and NJPA.
D. PROPOSER'S EXCEPTIONS TO TERMS AND CONDITIONS
4_5 Any exceptions, deviations, or contingencies regarding this RFP that a Proposer requests must be
documented on Form C, Exceptions To Proposal, Terms, Conditions And Solutions Request.
4_6 Exceptions, deviations or contingencies requested in the Proposer's response, while possibly necessary
in the view of the Proposer, may result in lower scoring or disqualification of a proposal.
E. PROPOSAL FORMAT
4_7 All Proposers must examine the entire RFP package to seek clarification of any item or requirement
that may not be clear and to check all responses for accuracy before submitting a proposal.
4_8 All proposals must be properly labeled and sent to "The National Joint Powers Alliance, 202 12th Street
NE Staples, MN 56479."
4_9 All proposals must be physically delivered to NJPA at the above address with all required hard copy
documents and signature forms/pages inserted as loose pages at the front of the Vendor's response. The
proposal must include these items.
4.9.1 Hard copy original of completed, signed, and dated Forms C, D, F; hard copy of the signed
signature -page only from Forms A and P from this RFP;
4.9.2 Signed hard copies of all addenda issued for the RFP;
4.9.3 Hard copy of Certificate of Insurance verifying the coverage identified in this RFP; and
4.9.4 A complete copy of your response on a flash drive (or other approved electronic
means). The electronic copy must contain completed Forms A, B, C, D, F, and P, your statement
of products and pricing (including apparent discount), and all appropriate attachments. In order to
ensure that your full response is evaluated, you must provide an electronic version of any material
that you provide in a hard copy format.
As a public agency, NJPA's proposals, responses, and awarded contracts are a matter of public
record, except for such data that is classified as nonpublic. Accordingly, public data is available for
review through a properly submitted public records request. To redact nonpublic information from
your proposal (under Minnesota Statute §13.37), you must make your request within thirty (30)
days of the contract award or non -award date.
4.10 All Proposal forms must be submitted in English and must be legible. All appropriate forms must be
executed by an authorized signatory of the Proposer. Blue ink is preferred for signatures.
4.11 Proposal submissions should be submitted using the electronic forms provided. Proposers that use
alternative documents are responsible for ensuring that the content is substantially similar to the NJPA form
and that the document is readable by NJPA.
4.12 The Proposer must ensure that the proposal is in the physical possession of NJPA before the submission
deadline.
4.12.1 Proposals must be submitted in a sealed envelope or box properly addressed to NJPA and
prominently identifying the proposal number, proposal category name, the message "Hold for
Proposal Opening," and the deadline for proposal submission. NJPA is not responsible for
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untimely proposals. Proposals received by the deadline for proposal submission will be opened
and the name of each Proposer and other appropriate information will be publicly read.
4.13 Proposers are responsible for checking directly with the NJPA website for any addendums to this RFP.
Addendums to this RFP can change the terms and conditions of the RFP, including the proposal submission
deadline.
F. QUESTIONS AND ANSWERS ABOUT THIS RFP
4.14 Upon examination of this RFP document, Proposer should promptly notify NJPA of any ambiguity,
inconsistency, or error they may discover. Interpretations, corrections, and changes to this RFP will be
considered by NJPA through a written addendum. Interpretations, corrections, or changes that are made in
any other manner are not binding, and Proposers must not rely on them.
4.15 Submit all questions about this RFP, in writing, referencing CLASS 6, 7, AND 8 CHASSIS WITH
RELATED EQUIPMENT, ACCESSORIES, AND SERVICES Ito Jonathan Yahn at NJPA 202 12th
Street NE, Staples, MN 56479 or to RFP@njpacoop.org. You may also call Jonathan Yahn at (218) 895-
4144. NJPA urges potential Proposers to communicate all concerns well in advance of the submission
deadline to avoid misunderstandings. Questions received within seven (7) days before the submission
deadline generally cannot be answered. NJPA may, however, field purely procedural questions, questions
about NJPA-issued addenda, or questions involving a Proposer withdrawing its response before the RFP
submission deadline.
4.16 If NPJA deems that its answer to a question has a material impact on other potential Proposers or on
the RFP itself, NJPA will create an addendum to this RFP.
4.17 If NJPA deems that its answer to a question merely clarifies the existing terms and conditions and does
not have a material impact on other potential Proposers or the RFP itself, no further documentation of that
question is required.
4.18 Addenda are written instruments issued by NJPA that modify or interpret the RFP. All addenda issued
by NJPA become a part of the RFP. Addenda will be delivered to all Potential Proposers using the same
method of delivery of the original RFP material. NJPA accepts no liability in connection with the delivery
of any addenda. Copies of addenda will also be made available on the NJPA website at www.njpacoop.org
(under "Current and Pending Solicitations") and from the NJPA offices. All Proposers must acknowledge
their receipt of all addenda in their proposal response.
4.19 Any amendment to a submitted proposal must be in writing and must be delivered to NJPA by the
RFP submission deadline.
4.20 through 4.21 [These sections are intentionally blank.]
G. MODIFICATION OR WITHDRAWAL OF A SUBMITTED PROPOSAL
4.22 A submitted proposal must not be modified, withdrawn, or cancelled by the Proposer for a period of
ninety (90) days following the date proposals were opened. Before the deadline for submission of
proposals, any proposal submitted may be modified or withdrawn by notice to the NJPA Contracts and
Compliance Manager. Such notice must be submitted in writing and must include the signature of the
Proposer. The notice must be delivered to NJPA before the deadline for submission of proposals and must
be so worded as not to reveal the content of the original proposal. The original proposal will not be
physically returned to the potential Proposer until after the official proposal opening. Withdrawn
proposals may be resubmitted up to the time designated for the receipt of the proposals if they fully
conform with the proposal instructions.
H. PROPOSAL OPENING PROCEDURE
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4.23 Sealed and properly identified responses for this RFP entitled CLASS 6, 7, AND 8 CHASSIS
WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES will be received by Jonathan
Yahn, Contracts and Compliance Manager, at NJPA Offices, 202 12th Street NE, Staples, MN 56479 until
the deadline identified on page one of this RFP. All Proposal responses must be submitted in a sealed
package. The outside of the package must plainly identify CLASS 6, 7, AND 8 CHASSIS WITH
RELATED EQUIPMENT, ACCESSORIES, AND SERVICES I and the RFP number. To avoid
premature opening, the Proposer must label the Proposal response properly. NJPA documents the receipt
of proposals by immediately time- and date -stamping them with an atomic clock. At the time of the
public opening, the NJPA Director of Contracts and Marketing or a representative from the NJPA Proposal
Evaluation Committee will read the Proposer's names aloud and will determine whether each submission
has met Level -1 responsiveness.
I. NJPA'S RIGHTS RESERVED
4.24 NJPA may exercise the following rights with regard to the RFP.
4.24.1 Reject any and all proposals received in response to this RFP;
4.24.2 Disqualify any Proposer whose conduct or proposal fails to conform to the requirements of this
RFP;
4.24.3 Duplicate without limitation all materials submitted for purposes of RFP evaluation, and
duplicate all public information in response to data requests regarding the proposal;
4.24.4 Consider and accept for evaluation a late modification of a proposal if 1) the proposal itself was
submitted on time, 2) the modifications were requested by NJPA, and 3) the modifications make the
terms of the proposal more favorable to NJPA or its members;
4.24.5 Waive any non -material deviations from the requirements and procedures of this RFP;
4.24.6 Extend the Contract, in increments determined by NJPA, not to exceed a total Contract term of
five years;
4.24.7 Cancel the Request for Proposal at any time and for any reason with no cost or penalty to NJPA;
4.24.8 Correct or amend the RFP at any time with no cost or penalty to NJPA. If NJPA corrects or
amends any segment of the RFP after submission of proposals and before the announcement of the
awarded Vendor, all proposers will be afforded a reasonable opportunity to revise their proposals in
order to accommodate the RFP amendment and the new submission dates. NJPA will not be liable for
any errors in the RFP or other responses related to the RFP; and
4.24.9 Extend proposal due dates.
5 flISICING
...................................
5_1 NJPA requests that potential Proposers respond to this RFP only if they are able to offer a wide array
of products and services at lower prices and with better value than what they would ordinarily offer to a
single government agency, a school district, or a regional cooperative.
5_2 This RFP requests pricing for an indefinite quantity of products or related services with potential
national sales distribution and service. While most RFP categories represent significant sales opportunities,
NJPA makes no guarantees about the quantity of products or services that members will purchase. The
estimated annual value of this contract is $40 Million. This is a new contract category for NJPA, but this
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conservative estimate is based on heavy chassis sales from an existing NJPA contract, which is not
specifically a chassis contract. It is also based on the enormous potential in the government sector for chassis
sales through a national cooperative purchasing contract. This estimate also factors in the likelihood of sales
increasing throughout the length of the four-year contract. As distribution networks embrace the contract,
sales during the latter portion of the contract could well exceed this average annual estimate.
5_3 Regardless of the payment method selected by NJPA or an NJPA member, the total cost associated with
any purchase option of the products and services must always be disclosed in the proposal and at the time
of purchase.
5_4 All proposers must submit "Primary Pricing" in the form of either "Line -Item Pricing," or "Percentage
Discount from Catalog Pricing," or a combination of these pricing strategies. Proposers are also encouraged
to offer optional pricing strategies such as "Hot List," "Sourced Products," and "Volume Discounts," as
well as financing options such as leasing. All pricing documents should include a clear effective date.
A. LINE -ITEM PRICING
5_5 Line -item pricing is a pricing format in which individual products or services are offered at specific
Contract prices. Products or services are individually priced and described by characteristics such as
manufacture name, stock or part number, size, or functionality. This method of pricing may offer the least
amount of confusion, but Proposers with a large number of items may find this method cumbersome. In
these situations, a percentage discount from catalog or category pricing model may make more sense and
may increase the clarity of the contract pricing format.
5_6 All line -item pricing items must be numbered, organized, sectioned (including SKUs, when applicable),
and prepared to be easily understood by the Evaluation Committee and members.
5_7 Submit Line -Item Pricing items in an Excel spreadsheet format and include all appropriate identification
information necessary to discern the line item from other line items in each Responder's proposal.
5_8 Line -item pricing must be submitted to NJPA in a searchable spreadsheet format (e.g., Microsoft®
Excel®) in order to facilitate quickly finding any particular item of interest. For that reason, Proposers are
responsible for providing the appropriate product and service identification information along with the
pricing information that is typically found on an invoice or price quote for such product or services.
5_9 All products or services typically appearing on an invoice or price quote must be individually priced
and identified on the line -item price sheet, including any and all ancillary costs.
5.10 Proposers should provide both a published "List Price" as well as a "Proposed Contract Price" in their
pricing matrix. Published List Price will be the standard "quantity of one" price currently available to
government and educational customers, excluding cooperative and volume discounts.
B. PERCENTAGE DISCOUNT FROM CATALOG OR CATEGORY
5.11 This pricing model involves a specific percentage discount from a catalog or list price, defined as a
published Manufacturer's Suggested Retail Price (MSRP) for the products or services being proposed.
5.12 Individualized percentage discounts can be applied to any number of defined product groupings.
5.13 A percentage discount from MSRP may be applied to all elements identified in MSRP, including all
manufacturer options applicable to the products or services.
5.14 When a Proposer elects to use "Percentage Discount from Catalog or Category," Proposer will be
responsible for providing and maintaining current published MSRP with NJPA, and this pricing must be
included in its proposal and provided throughout the term of any Contract resulting from this RFP.
14
C. COST PLUS A PERCENTAGE OF COST
5.15 "Cost plus a percentage of cost" as a primary pricing mechanism is not desirable. It is, however,
acceptable for pricing sourced goods or services.
D. HOT LIST PRICING
5.16 Where applicable, a Vendor may opt to offer a specific selection of products or services, defined as
"Hot List" pricing, at greater discounts than those listed in the standard Contract pricing. All product and
service pricing, including the Hot List Pricing, must be submitted electronically in a format that is
acceptable to NJPA. Hot List pricing must be submitted in a line -item format. Products and services may
be added or removed from the Hot List at any time through an NJPA Price and Product Change Form.
5.17 Hot List program and pricing may also be used to discount and liquidate close-out and discontinued
products and services as long as those close-out and discontinued items are clearly labeled as such. Current
ordering process and administrative fees apply. This option must be published and made available to all
NJPA Members.
E. CEILING PRICE
5.18 Proposal pricing is to be established as a ceiling price. At no time may the proposed products or
services be offered under this Contract at prices above this ceiling price without a specific request and
approval by NJPA. Contract prices may be reduced at any time, for example, to reflect volume discounts
or to meet the needs of an NJPA Member.
5.19 [This section is intentionally blank.]
F. VOLUME PRICE DISCOUNTS / ADDITIONAL QUANTITIES
5.20 through 5.23 [These sections are intentionally blank.]
G. TOTAL COST OF ACQUISITION
5.24 The Total Cost of Acquisition for the equipment/products and related services being proposed,
including those payable by NJPA Members to either the Proposer or a third party, is the cost of the proposed
equipment/products product/equipment and related services delivered and operational for its intended
purpose in the end -user's location. For example, if you are proposing equipment/products FOB Proposer's
dock, your proposal should reflect that the contract pricing does not provide for delivery beyond Proposer's
dock, nor any set-up activities or costs associated with those delivery or set-up activities. Any additional
costs for delivery and set-up should be clearly disclosed. In contrast, a proposal could state that there are
no additional costs of acquisition if the product is delivered to and operational at the end -user's location.
H. SOURCED GOOD or OPEN MARKET ITEM
5.25 A Sourced Good or an Open Market Item is a product that a member wants to buy under contract that
is not currently available under the Vendor's NJPA contract. This method of procurement can be satisfied
through a contract sourcing process. Sourcing options serve to provide a more complete contract solution
to meet our members' needs. Sourced items are generally deemed incidental to the total transaction or
purchase of contract items.
5.26 NJPA or NJPA Members may request products, equipment, and related services that are within the
related scope of this RFP, even if they are not included in an awarded Vendor's line -item price list or
catalog. These items are known as Sourced Goods or Open Market Items.
15
5.27 An awarded Vendor may source such items to the extent that the items are identified as "Sourced
Products/Equipment" or "Open Market Items" on any quotation issued in reference to an NJPA awarded
contract, and that this information is provided to either NJPA or an NJPA Member. NJPA is not responsible
for determining whether a Sourced Good is an incidental portion of the overall purchase or whether a
Member is able to consider a Sourced Good a purchase under an NJPA contract.
5.28 "Cost plus a percentage" pricing is an acceptable option in pricing of Sourced Goods.
L PRODUCT & PRICE CHANGES
5.29 Awarded Vendors may request product or service changes, additions, or deletions at any time
throughout the contract term. All requests must be made in written format by completing the NJPA Price
and Product Change Request Form (located at the end of this RFP and on the NJPA website), signed by an
authorized Vendor representative. All changes are subject to review and approval by NJPA. Submit your
requests through email to your assigned Contract Manager and to PandP@njpacoop.org.
5.30 NJPA will determine whether the request is both within the scope of the original RFP and in the best
interests of NJPA and NJPA Members. Approved Price and Product Change Request Forms will be returned
to the Vendor contact through email.
5.31 The Vendor must 1) complete this change request form and individually list or attach all items subject
to change, 2) provide a sufficiently detailed explanation and documentation for the change, and 3) include
a compete restatement of pricing document in appropriate format (preferably Excel). The pricing document
must identify all products and services being offered and must conform to the following NJPA product and
price change naming convention: (Vendor Name) (NJPA Contract 9) (effective pricing date); for example,
"COMPANY 012411-CPY effective 02-12-2016."
5.32 The new pricing restatement must include all products and services offered, even for those items
whose pricing remains unchanged, and must include a new effective date on the pricing documents. This
requirement reduces confusion by providing a single, current pricing sheet for each vendor and creates a
historical record of pricing.
5.33 ADDITIONS. New products and related services may be added to a Contract resulting from this RFP
at any time during that Contract term to the extent that those products and related services are within the
scope of this RFP. Allowable new products and related services generally include updated models of
products and enhanced services that reflect new technology and improved functionality.
5.34 DELETIONS. New products and related services may be deleted from a contract if an item is no
longer available.
5.35 PRICE CHANGES. A Vendor may request pricing changes by providing reasonable justification for
the change. For example, a request for a 3% increase in a product line that relies heavily on petroleum
products may be reasonable if the raw cost of required petroleum products has increased substantially.
Conversely, a request for a 3% increase in prices based only on a 3% increase in a cost -of -living index may
be considered unreasonable. Although NJPA is sensitive to the possibility of fluctuations in raw material
costs, prospective Vendors should make every reasonable attempt to account for normal cost changes by
proposing pricing that will be effective throughout the duration of the four-year Contract.
5.35.1 Price decreases: NJPA expects Vendors to propose their very best prices and anticipates
price reductions that are due to advancement in technology and marketplace efficiencies.
5.35.2 Price increases: A Vendor must include reasonable documentation for price -increase
requests, along with both current and proposed pricing. Appropriate documentation should be
attached to the Price and Product Change Request Form, including letters from suppliers
announcing price increases. Price increases must not exceed the industry standard.
16
5.36 through 5.37 [These sections are intentionally blank.]
5.38 Proposers representing multiple manufacturers, or carrying multiple related product lines may also
request the addition of new manufacturers or product lines to their Contract to the extent they remain within
the scope of this RFP.
5.39 through 5.43 [These sections are intentionally blank.]
K. SALES TAX
5.44 Sales and other taxes should not be included in the prices quoted. The Vendor will charge state and
local sales and other applicable taxes on items for which a valid tax -exemption certification has not been
provided. Each NJPA Member is responsible for providing verification of tax-exempt status to the Vendor.
When ordering, NJPA Members must indicate that they are tax-exempt entities. Except as set forth herein,
no party is responsible for taxes imposed on another party as a result of or arising from the transactions
under a Contract resulting from this RFP.
L. SHIPPING
5.45 Shipping costs can constitute a significant portion of the overall cost of procurement. Consequently,
significant weight will be given to the quality of a prospective Vendor's shipping program. Shipping
charges should reasonably reflect the actual cost of shipping. NJPA understands that Vendors may use other
shipping cost methods for simplicity or for transparency. But to the extent that shipping costs are determined
to disproportionately increase a Vendor's profit, NJPA may reduce the points awarded in the "Pricing"
criteria.
5.46 through 5.47 [These sections are intentionally blank.]
5.48 All shipping and restocking fees must be identified in the price program. Certain industries providing
made-to-order products may not allow returns. Proposals will be evaluated not only on the actual costs of
shipping, but on the relative flexibility extended to NJPA Members relating to restocking fees, shipping
errors, customized shipping requirements, the process for rejecting damaged or delayed shipments, and
similar subjects.
5.49 through 5.50 [These sections are intentionally blank.]
5.51 Delivered products must be properly packaged. Damaged products may be rejected. If the damage is
not readily apparent at the time of delivery, the Vendor must permit the products to be returned within a
reasonable time at no cost to NJPA or NJPA Member. NJPA and NJPA Members reserve the right to inspect
the products at a reasonable time subsequent to delivery where circumstances or conditions prevent
effective inspection of the products at the time of delivery.
5.52 The Vendor must deliver Contract -conforming products in each shipment and may not substitute
products without the express approval from NJPA or the NJPA Member.
5.53 NJPA reserves the right to declare a breach of Contract if the Vendor intentionally delivers substandard
or inferior products that are not under Contract and described in its paper or electronic price lists or sourced
upon request of any Member under this Contract. In the event of the delivery of nonconforming products,
the NJPA Member will notify the Vendor as soon as possible and the Vendor will replace nonconforming
products with conforming products that are acceptable to the NJPA member.
17
5.54 Throughout the term of the Contract, Proposer agrees to pay for return shipment on products that arrive
in a defective or inoperable condition. Proposer must arrange for the return shipment of the damaged
products.
lIL^:VAI XATION OF PROPOSALS
A. PROPOSAL EVALUATION PROCESS
6_1 The NJPA proposal evaluation committee will evaluate proposals received based on a 1,000 point
evaluation system. The committee establishes both the evaluation criteria and designates the relative weight
of each criterion by assigning possible scores for each category on Form G of this RFP. The committee
may adjust the relative weight of the criteria for each RFP. (For example, if the "Warranty" criterion does
not apply to a particular RFP, the points normally awarded under "Warranty" may be used to increase the
number of potential points in another evaluation category or categories.) The "Pricing" criterion will contain
at least a plurality of points for every RFP.
6_2 NJPA uses a scoring system that gives primary importance to "Pricing." But pricing includes more than
just the absolute lowest initial cost of purchasing, for example, a particular product. Other considerations
include the total cost of the acquisition and whether the Proposer's offering represents the best value. The
evaluation committee may consider such factors as life -cycle costs, total cost of ownership, quality, and the
suitability of an offering in meeting NJPA Members' needs. Pricing points may be awarded based on pricing
clarity and ease of use. NJPA may also award points based on whether a response contains exceptions,
exclusions, or limitations of liabilities.
6_3 The NJPA Board of Directors will consider making awards to the selected Proposer(s) based on the
recommendations of the proposal evaluation committee. To qualify for the final evaluation, a Proposer
must have been deemed responsive as a result of the criteria set forth under "Proposer Responsiveness,"
found just below.
B. PROPOSER RESPONSIVENESS
6_4 All responses are evaluated for Level -One and Level -Two Responsiveness. If a response does not
substantially conform to substantially all of the terms and conditions in the solicitation, or if it requires
unreasonable exceptions, it may be considered nonresponsive.
6_5 All proposals must contain suitable responses to the questions in the proposal forms. The following
requirements must be satisfied in order to meet Level -One Responsiveness, which is typically ascertained
on the proposal opening date. If these standards are not met, your response may be disqualified as
nonresponsive.
6_6 Level -One Responsiveness means that the response
6.6.1 is received before the deadline for submission or it will be returned unopened;
6.6.2 is properly addressed and identified as a sealed proposal with a specific RFP number and
an opening date and time;
6.6.3 contains a pricing document (with apparent discounts) and all other forms fully completed,
even if "not applicable" is the answer;
6.6.4 includes the original (hard copy) completed, dated, and signed RFP forms C, D, and F. In
addition, the response must include the hard -copy signed signature page only from RFP
Forms A and P and, if applicable, all signed addenda that have been issued in relation to
this RFP;
M'?
6.6.5 contains an electronic (CD, flash drive, or other suitable) copy of the entire response; and
6_7 Level -Two Responsiveness (including whether the response is within the RFP's scope) is determined
while evaluating the remaining items listed under Proposal Evaluation Criteria below. These items are not
arranged in order of importance. Each item draws from multiple questions, and a Proposer's responses may
affect scoring in multiple evaluation criteria. For example, the answers to Industry -Specific Questions may
help determine scoring relative to a Proposer's marketplace success, ability to sell and service nationwide,
and financial strength. Any questions not answered without an explanation will likely result in a loss of
points and may lead to a nonaward if the proposal evaluation committee cannot effectively review your
response.
C. PROPOSAL EVALUATION CRITERIA
6_8 Forms A and P include a series of questions that address the following categories:
6.8.1 Company Information and Financial Strength
6.8.2 Industry Requirements and Marketplace Success
6.8.3 Ability to Sell and Deliver Service Nationwide
6.8.4 Marketing Plan
6.8.5 Other Cooperative Procurement Contracts
6.8.6 Value -Added Attributes
6.8.7 Payment Terms and Financing Options
6.8.8 Warranty
6.8.9 Equipment/Products/Services
6.8.10 Pricing and Delivery
6.8.11 Industry -Specific Questions
6_9 [This section is intentionally blank.]
D. OTHER CONSIDERATIONS
6.10 In evaluating RFP responses, NJPA has no obligation to consider information that is not provided in
the Proposer's response. NJPA may, however, consider additional information outside the Proposer's
response. This research may include such sources as the Proposer's website, industry publications, listed
references, and user interviews.
6.11 NJPA may organize RFP responses into separate classes or subcategories, depending on the range of
responses. For example, NJPA might receive numerous submissions for "Widgets and Related Products
and Services." NJPA may organize these responses into subcategories, such as manufacturers of fully
operational Widgets, manufacturers of component parts for Widgets, and providers of parts and service for
Widgets. NJPA reserves the right to award Proposers in some or all of such subcategories without regard
to the evaluation score given to Proposers in another subcategory. This specifically allows NJPA to award
Vendors that might not have, for instance, the breadth of products of Proposers in another subcategory, but
that nonetheless meet a substantial and articulated need of NJPA Members.
6.12 [This section is intentionally blank.]
6.13 NJPA reserves the right to request and test equipment/products and related services and to seek
clarification from Proposers. Before the Contract award, the Proposer must furnish the requested
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information within three (3) days (or within another agreed -to time frame) or provide an explanation for
the delay along with a requested time frame for providing the requested information. Proposers must make
reasonable efforts to supply test products promptly. All Proposer products remain the property of the
Proposer, and NJPA will return such products after the evaluation process. NJPA may make provisional
contract awards, subject to a Proposer's proper response to a request for information or products.
6.14 A Proposer's past performance under previously awarded contracts to schools, governmental agencies,
and not-for-profit entities is relevant in evaluating a Proposer's current response. Past performance includes
the Proposer's record of conforming to published specifications and to standards of good workmanship, as
well as the Proposer's history for reasonable and cooperative behavior and for commitment to Member
satisfaction. Incumbency as an awarded Vendor does not, by itself, merit positive consideration for a future
Contract award.
6.15 NJPA reserves the right to reject any or all proposals.
E. COST COMPARISON
6.16 NJPA may use a variety of evaluation methods, including cost comparisons of specific products. NJPA
reserves the right to use this process when the proposal evaluation committee determines that this will help
to make a final determination.
6.17 This direct cost comparison process will award points for being low to high Proposer for each cost
evaluation item selected. A "Market Basket" of identical (or substantially similar) equipment/products and
related services may be selected by the proposal evaluation committee, and the unit cost will be used as a
basis for determining the point value. NJPA will select the "Market Basket" from all appropriate product
categories as determined by NJPA.
F. MARKETING PLAN
6.18 A Proposer's marketing plan is a critical component of the RFP response. An awarded Vendor's sales
force will likely be the primary source of communication with NJPA Members and will directly affect the
contract's success. Marketing success depends on communicating the contract's value, knowing the
contract thoroughly, and communicating the proper use of contracted products and services to the end
user. Much of the success and sales reward is a direct result of the commitment to the contract by the
awarded Vendor's sales teams. NJPA reserves the right to deem a Proposer Level -Two nonresponsive or
not to award a contract based on an unacceptable or incomplete marketing plan.
6.19 NJPA marketing expectations include the following components.
6.19.1 An awarded Vendor must demonstrate the ability to deploy a national sales force or dealer
network. The best RFP responses demonstrate the ability to sell, deliver, and service products
through acceptable distribution channels to NJPA members in all 50 states. Proposers' responses
should fully demonstrate their sales and service capabilities, should outline their national sales force
network (both numerically geographically), and should describe their method of distribution of the
offered products and related services. Service may be independent of the product sales pricing, but
NJPA encourages related services to be a part of Proposers' response. Despite its preference for
awarding contracts to Vendors that demonstrate nationwide sales and service, NJPA reserves the
right to award contracts that meet specific Member needs locally or regionally.
6.19.2 Proposers are invited to demonstrate their ability to successfully market, promote, and
communicate the benefits of an NJPA contract to current and potential Members nationwide. NJPA
desires a marketing plan that communicates the value of the contract to as many Members as
possible.
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6.19.3 Proposers are expected to be receptive to NJPA trainings. Awarded Vendors must provide
an appropriate training venue for both management and the sales force. NJPA commits to providing
training on all aspects of communicating the value of the awarded contract, including the authority
of NJPA to offer the contract to its Members, the value and utility the contract delivers to NJPA
Members, the scope of NJPA Membership, the authority of Members to use NJPA procurement
contracts, the preferred marketing and sales methods, and the successful use of specific business
sector strategies.
6.19.4 Awarded Vendors are expected to demonstrate a commitment to fully embrace the NJPA
contract. Proposers should identify both the appropriate levels of sales management and sales force
that will need to understand the value of the NJPA contract, as well as the internal procedures
needed to deliver the appropriate messaging to NJPA Members. NJPA will provide a general
schedule and a variety of methods describing when and how those individuals should be trained.
6.19.5 Proposers should outline their proposed involvement in promoting an NJPA contract through
applicable industry trade show exhibits and related customer meetings. Proposers are encouraged
to consider participation with NJPA at NJPA-endorsed national trade shows.
6.19.6 Proposers must exhibit the willingness and ability to actively market and develop contract -
specific marketing materials including the following items.
6.19.6.1 Complete Marketing Plan. Proposers must submit a marketing plan outlining
how they will launch the NJPA contract to current and potential NJPA Members. NJPA
requires awarded Vendors to embrace and actively promote the contract in cooperation
with the NJPA.
6.19.6.2 Printed Marketing Materials. Awarded Vendors will produce and maintain full
color print advertisements in camera-ready electronic format, including company logos and
contact information to be used in the NJPA directory and other approved marketing
publications.
6.19.6.3 Contract announcements and advertisements. Proposers should outline in the
marketing plan their anticipated contract announcements, advertisements in industry
periodicals, and other direct or indirect marketing activities promoting the awarded NJPA
contract.
6.19.6.4 Proposer's Website. Proposers should identify how an awarded Contract will be
displayed and linked on the Proposer's website. An online shopping experience for NJPA
Members is desired whenever possible.
6.19.7 An NJPA Vendor contract launch will be scheduled during a reasonable time frame after the
award and held at the NJPA office in Staples, MN unless the Vendor and NJPA agree to a different
location.
6.20 Proposer shall identify their commitment to develop a sales/communication process to facilitate NJPA
membership and establish status of current and potential agencies/members. Proposer should further
express their commitment to capturing sufficient member information as is deemed necessary by NJPA.
G. CERTIFICATE OF INSURANCE
6.21 Proposers must provide evidence of liability insurance coverage identified below in the form of a
Certificate of Insurance (COI) or an ACORD binder form with their proposal. Upon an award issued under
this RFP and before the execution of any commerce relating to such award, the awarded Vendor must
provide verification, in the form of a Certificate of Insurance, identifying the coverage required below and
21
identifying NJPA as a "Certificate Holder." The Vendor must maintain such insurance coverage at its own
expense throughout the term of any contract resulting from this solicitation.
6.22 Any exceptions or assumptions to the insurance requirements must be identified on Form C of this
RFP. Exceptions and assumptions will be considered as part of the evaluation process. Any exceptions or
assumptions that Proposers submit must be specific. If a Proposer does not include specific exceptions or
assumptions when submitting the proposal, NJPA will typically not consider any additional exceptions or
assumptions during the evaluation process. Upon contract award, the awarded Vendor must provide the
Certificate of Insurance identifying the coverage as specified.
6.23 Insurance Liability Limits. The awarded Vendor must maintain, for the duration of its contract, S1.5
million in general liability insurance coverage or general liability insurance in conjunction with an umbrella
for a total combined coverage of S1.5 million. Work on the Contract will not begin until after the awarded
Vendor has submitted acceptable evidence of the required insurance coverage. Failure to maintain any
required insurance coverage or an acceptable alternative method of insurance will be deemed a breach of
contract.
6.23.1 Minimum Scope and Limits of Insurance. A n a a d e d Vendor must provide
coverage with limits of liability not less than those stated below. An excess liability policy or
umbrella liability policy may be used to meet the minimum liability requirements provided that the
coverage is written on a "following form" basis.
6.23.1.1 Commercial General Liability—Occurrence Form
Policy shall include bodily injury, property damage and broad form contractual liability and
XCU coverage.
6.23.1.2 Each Occurrence $1,500,000
6.24 Insurance Requirements: The limits listed in this RFP are minimum requirements for this Contract
and in no way limit any indemnity covenants contained in this Contract. NJPA does not warrant that
the minimum limits contained herein are sufficient to protect the Vendor from liabilities that might arise
out of the performance of the work under this Contract by the Vendor, its agents, representatives,
employees, or subcontractors, and the Vendor is free to purchase additional insurance as may be
determined necessary.
6.25 Acceptability of Insurers: Insurance is to be placed with insurers duly licensed or authorized to
do business in the State of Minnesota and with an "A.M. Best" rating of not less than A- VII. NJPA does
not warrant that the above required minimum insurer rating is sufficient to protect the Vendor from
potential insurer solvency.
6.26 Subcontractors: Vendors' certificate(s) must include all subcontractors as additional insureds
under its policies, or the Vendor must furnish to NJPA separate certificates for each subcontractor. All
coverage for subcontractors are be subject to the minimum requirements identified above.
H. ORDER PROCESS AND/OR FUNDS FLOW
6.27 NJPA Members typically issue a purchase order directly to a Vendor under a Contract resulting from
this RFP. Alternatively, a separate contract may be created to facilitate acquiring products or services
offered in response to this RFP. Nothing in this Contract restricts the Member and Vendor from agreeing
to add terms or conditions to a purchase order or a separate contract provided that such terms or conditions
must not be less favorable to NJPA's Members.
6.28 [This section is intentionally blank.]
L ADMINISTRATIVE FEES
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6.29 Vendors will pay to NJPA an administrative fee in exchange for NJPA facilitating this Contract with
its current and potential Members. NJPA may grant a conditional contract award to a Proposer if the
proposed administrative fee is unclear, inadequate, or unduly burdensome for NJPA to administer. Sales
under this Contract should not be processed until the parties resolve the administrative fee issue.
6.29.1 The administrative fee is typically calculated as a percentage of the dollar volume of all
products and services by NJPA Members under this Contract, including anything represented to
NJPA Members as falling under this Contract.
6.29.2 The administrative fee is included in, and not added to, the pricing included in Proposer's
response to the RFP. Awarded Vendors must not charge NJPA Members more that permitted in the
then current price list in order to offset the administrative fee.
6.29.3 The administrative fee is designed to cover the costs of NJPA's involvement in contract
management, facilitating marketing efforts, Vendor training, and any order processing tasks
relating to the Contract. Administrative fees may also be used for other purposes as allowed by
Minnesota law.
6.29.4 The administrative fee under this Contract cam be expressed as apercentage of total contract
sales or as aper -unit amount. While NJPA does not dictate the particular fee percentage, we require
that the Proposer articulate a specific fee in its response. For example, merely stating that "we agree
to pay an administrative fee" is considered nonresponsive. NPJA acknowledges that the
administrative fee percentage may differ between vendors, industries, and responses.
6.29.5 NJPA awarded Vendors are responsible for paying the administrative fee at least quarterly
and for generating all related reporting. Vendors agree to cooperate with NJPA in auditing these
reports to ensure that the administrative fee is paid on all items purchased under the Contract.
6.30 through 6.32 [This section is intentionally blank.]
J. VALUE—ADDED ATTRIBUTES
6.33 Desirability of Value -Added Attributes: Value-added attributes in an RFP response will be given
positive consideration in NJPA's evaluation process. Such attributes may increase the benefit of a product
or service by improving functionality, performance, maintenance, manufacturing, delivery, energy
efficiency, ordering, or other items while remaining within the scope of this RFP.
6.34 Women and Minority Business Enterprise (WMBE), Small Business, and Other Favored
Businesses: Some NJPA Members give formal preference to certain types of vendors or contractors.
Proposers should document WMBE (or other) status for both their organization and for any affiliates (e.g.,
supplier networks) involved in fulfilling the terms of this RFP. The ability of a Proposer to provide preferred
business entity "credits" to NJPA and NJPA Members under a Contract will be evaluated positively by
NJPA and reflected in the "value added" area of the evaluation.
6.35 Environmentally Preferred Purchasing Opportunities: Many NJPA Members consider the
environmental impact of the products and services they purchase. "Green" characteristics demonstrated by
Proposers will be evaluated positively by NJPA and reflected in the "value added" area of the evaluation.
Please identify any green characteristics of any offering in your proposal and identify the sanctioning body
determining that characteristic. Where appropriate, please indicate which products have been certified as
green and by which certifying agency.
6.36 Online Requisitioning Systems: When applicable, online requisitioning systems will be viewed as a
value-added characteristic. Proposers should demonstrate how their system makes online ordering easier
for NJPA Members, including how Members could integrate their current e -Procurement or enterprise
resource planning (ERP) systems into the Proposer's ordering process.
23
6.37 Financing: The ability of the Proposer to provide financing solutions to Members for the products and
services being proposed will be viewed as a value-added attribute.
6.38 Technology: Technological advances that appreciably improve the proposed products or services will
be considered value-added attributes.
K. WAIVER OF FORMALITIES
6.39 NJPA reserves the right to waive minor formalities (or to accept minor irregularities) in any proposal,
when it determines that considering the proposal may be in the best interest of its Members.
POST
AWAlzr) oPIIL:llI.ATING ISSi.111^:,S
A. SUBSEQUENT AGREEMENTS
7_1 Purchase Order. Purchase orders for products and services may be executed between NJPA Members
and the awarded Vendor (or Vendor's sub -contractors) under this Contract. NJPA Members and Vendors
must indicate on the face of such purchase orders that "This purchase order is issued under NJPA contract
9XXXXXX" (insert the relevant contract number). Purchase order flow and procedure will be developed
jointly between NJPA and an awarded Vendor after an award is made.
7_2 Governing Law. Purchase orders must be construed in accordance with, and governed by, the laws of
a competent jurisdiction with respect to the Member. (See also Section 8.5 of this RFP.) All provisions
required by law to be included in the purchase order should be read and enforced as if they were included.
If through mistake or otherwise any such provision is not included, then upon application of either party
the Contract shall be physically amended to make such inclusion or correction. The venue for any litigation
arising out of disputes related to purchase order will be a court of competent jurisdiction with respect to the
Member.
7_3 Additional Terms and Conditions. Additional terms and conditions to a purchase order may be
proposed by NJPA, NJPA Members, or Vendors. Acceptance of these additional terms and conditions is
optional to all parties to the purchase order. One purpose of these additional terms and conditions is to
address job- or industry -specific requirements of law such as prevailing wage legislation. Additional terms
and conditions may also include specific local policy requirements and standard business practices of the
issuing Member or the Vendor. Such additional terms and conditions are not considered valid to the extent
that they interfere with the general purpose, intent, or currently established terms and conditions contain in
this RFP document. For example, a Vendor and Member may agree to add a "net 30" payment requirement
to the purchase order instead of applying a "net 10" requirement. But the added terms and conditions must
not be less favorable to the Member unless NJPA, the Member, and the Vendor agree to a Contract
amendment or similar modification.
7_4 Specialized Service Requirements. In the event that the NJPA Member desires service requirements
or specialized performance requirements (such as e-commerce specifications, specialized delivery
requirements, or other specifications and requirements) not addressed in the Contract resulting from this
RFP, the NJPA Member and the Vendor may enter into a separate, standalone agreement, apart from a
Contract resulting from this RFP. Any proposed service requirements or specialized performance
requirements require pre -approval by the Vendor. Any separate agreement developed to address these
specialized service or performance requirements is exclusively between the NJPA Member and Vendor.
NJPA, its agents, and employees shall not be made a party to any claim for breach of such agreement.
Product sourcing is not considered a service. NJPA Members will need to conduct procurements for any
specialized services not identified as a part of or within the scope of the awarded Contract.
7_5 Performance Bond. At the request of the Member, a Vendor will provide all performance bonds
typically and customarily required in their industry. These bonds will be issued pursuant to the
requirements of purchase orders for products and services. If a purchase order is cancelled for lack of a
24
required performance bond by the member agency, NJPA recommends that the current pending purchase
order be canceled. Each Member has the final decision on purchase order continuation. Any performance
bonding required by the Member, the Member's state laws, or by local policy is to be mutually agreed upon
and secured between the Vendor and the Member.
7.6 Asset Management Contracts: Asset Management -type Contracts can be initiated under a Contract
resulting from this RFP at any time during the term of this Contract. Such a contract could involve, for
example, picking up, storing, repairing, inventorying, salvaging, and delivery products falling within the
scope of this Contract. The intention in using Asset Management Contracts is to promote the long-term
efficiency of NJPA's contracts by (among other things) extending the use and re -use of products. Asset
Management Contracts cannot be created under this Contract unless they are executed within the authorized
term of a Contract resulting from this RFP. The actual term of the Asset Management Contract may,
however, extend beyond the expiration date of this Contract.
B. NJPA MEMBER SIGN-UP PROCEDURE
7_6 Awarded Vendors are responsible for familiarizing their sales and service forces with the various forms
of NJPA membership documentation and will encourage and assist potential Members in establishing
membership with NJPA. NJPA membership is available at no cost, obligation, or liability to the Member
or the Vendor.
C. REPORTING OF SALES ACTIVITY
7_7 Awarded Vendors must report at least quarterly the total gross dollar volume of all products and services
purchased by NJPA Members as it applies to this RFP and Contract. This report must include the name
and address of the purchasing agency, Member number, amount of purchase, and a description of the items
purchased.
7.7.1 Zero sales reports: Awarded Vendors must provide a quarterly Contract sales report
regardless of the amount of sales.
D. AUDITS
7_8 NJPA relies substantially on the reasonable auditing efforts of both Members and awarded Vendors to
ensure that Members are obtaining the products, services, pricing, and other benefits under all NJPA
contracts. Nonetheless, the Vendor must retain and make available to NJPA all order and invoicing
documentation related to purchases that Members make from the Vendor under the awarded Contract.
NJPA must not request such information more than once per calendar year, and NJPA must make such
requests in writing with at least fourteen (14) days' notice. NJPA may employ an independent auditor at its
own expense or conduct an audit on its own. In either event, the Vendor agrees to cooperate fully with
NJPA or its agents in order to ensure compliance with this Contract.
E. HUB PARTNER
7_9 Hub Partner: NJPA Members may request special services through a "Hub Partner" for the purpose
of complying with a law, regulation, or rule that an NJPA Member deems to apply in its jurisdiction. Hub
Partners may bring value to the proposed transactions through consultancy, through qualifying for
disadvantaged business entity credits, or through other means.
7.10 Hub Partner Fees: NJPA Members are responsible for any transaction fees, costs, or expenses that
arise under this Contract for special service provided by the Hub Partner. The fees, costs, or expenses levied
by the Hub Vendor must be clearly itemized in the transaction documentation. To the extent that the Vendor
stands in the chain of title during a transaction resulting from this RFP, the documentation must clearly
indicate that the transaction is "Executed for the Benefit of [NJPA Member name]."
25
F. TRADE-INS
7.11 The value in US Dollars for Trade-ins will be negotiated between NJPA or an NJPA Member, and an
Awarded Vendor. That identified "Trade -In" value shall be viewed as a down payment and credited in full
against the NJPA purchase price identified in a purchase order issued pursuant to any Awarded NJPA
procurement contract. The full value of the trade-in will be consideration.
G. OUT OF STOCK NOTIFICATION
7.12 The Vendor must immediately notify NJPA Members when they order an out -of -stock item. The
Vendor must also tell the Member when the item will be available and whether there are equivalent
substitutes. The Member must have the option of accepting the suggested substitute or canceling the item
from the order. Under no circumstance may the Vendor make unauthorized substitutions. Unfilled or
substituted items must be indicated on the packing list.
H. CONTRACT TERMINATION FOR CAUSE AND WITHOUT CAUSE
7.13 NJPA reserves the right to cancel all or any part of this Contract if the Vendor fails to fulfill any
material obligation, term, or condition as described in the following procedure. Before any such termination
for cause, the NJPA will provide written notice to the Vendor, an opportunity to respond, and a reasonable
opportunity to cure the breach. The following are some examples of material breaches.
7.13.1 The Vendor provides products or services that do not meet reasonable quality
standards and that are not remedied under the warranty;
7.13.2 The Vendor fails to ship the products or to provide the services within a reasonable
amount of time;
7.13.3 NJPA reasonably believes that the Vendor will not or cannot perform to the
requirements or expectations of the Contract, NJPA issues a request for assurance,
and the Vendor fails to respond;
7.13.4 The Vendor fails to fulfill any of the material terms and conditions of the Contract;
7.13.5 The Vendor fails to follow the established procedure for purchase orders, invoices,
or receipt of funds as established by NJPA and the Vendor;
7.13.6 The Vendor fails to properly report quarterly sales;
7.13.7 The Vendor fails to actively market this Contract within the guidelines provided
in this RFP and defined in the NJPA contract launch.
7.14 Upon receipt of the written notice of breach, the Vendor will have ten (10) business days to provide a
satisfactory response to NJPA. If the Vendor fails to reasonably address all issues in the written notice,
NJPA may terminate the Contract immediately. If NJPA allows the Vendor more time to remedy the breach,
such forbearance does not limit NJPA's authority to immediately terminate the Contract for continued
breaches for which notice was given to the Vendor. Termination of the Contract for cause does not relieve
either party of the financial, product, or service obligations incurred before the termination.
8_2 [This section is intentionally blank.]
7.16 NJPA may terminate the Contract if the Vendor files for bankruptcy protection or is acquired by an
independent third party. The Vendor must disclose to NJPA any litigation, bankruptcy, or
suspensions/disbarments that occur during the Contract period. Failure to disclose such information
authorizes NJPA to immediately terminate the Contract.
26
7.17 NJPA may terminate the Contract without cause by giving the Vendor sixty (60) days' written notice
of termination. Termination of the Contract without cause does not relieve either party of the financial,
product, or service obligations incurred before the termination.
7.18 NJPA may immediately terminate any Contract without further obligation if any NJPA employee
significantly involved in initiating, negotiating, securing, drafting, or creating the Contract on behalf of
NJPA has colluded with any Proposer for personal gain. NJPA may also immediately cancel a Contract if
it finds that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Vendor
or any agent or representative of the Vendor, to any employee of NJPA. Such terminations are effective
upon written notice from NJPA or at a later date designated in the notice. Termination of the Contract does
not relieve either party of the financial, product, or service obligations incurred before the termination.
S U11^: 11 RA TJI^ RMS ANI-) C(—)Nr)i 1°i(_)NS
..................................................................................................................
8. ADVERTISING A CONTRACT RESULTING FROM THIS RFP
8_1 ProposerNendor must not advertise or publish information concerning this Contract before the award
is announced by NJPA. Once the award is made, a Vendor is expected to advertise the awarded Contract
to both current and potential NJPA Members.
B. APPLICABLE LAW
8_2 [This section is intentionally blank.]
8_3 NJPA Compliance with Minnesota Procurement Law: NJPA has designed its procurement process
to comply with best practices in the State of Minnesota. NJPA's solicitation methods are also created to
comply with many of the various requirements that our Members must satisfy in their own procurement
processes. But these requirements may differ considerably and may change from time to time. So each
NJPA Member must make its own determination whether NJPA's solicitation process satisfies the
procurement rules in the Member's jurisdiction.
8_4 Governing law with respect to delivery and acceptance: All applicable portions of the Minnesota
Uniform Commercial Code, all other applicable Minnesota laws, and the applicable laws and rules of
delivery and inspection of the Federal Acquisition Regulations (FAR) laws will govern NJPA contracts
resulting from this solicitation.
8_5 Jurisdiction: Any claims that arise against NJPA pertaining to this RFP, and any resulting contract that
develops between NJPA and any other party, must be brought only in courts in Todd County in the State
of Minnesota unless otherwise agreed to.
8.5.1 Purchase orders or other agreements created pursuant to a contract resulting from this
solicitation must be construed in accordance with, and governed by, the laws of the issuing
Member. Any claim arising from such a purchase order or agreement must be filed and venued in
a court of competent jurisdiction of the Member unless otherwise agreed to.
8.6 through 8.7 [This section is intentionally blank.]
8_8 Indemnification: Each party is responsible for its own acts and is not responsible for the acts of the
other party and the results thereof. NJPA's liability is governed by the Minnesota Tort Claims Act (Minn.
Stat. §3.736) and other applicable law.
8_9 Prevailing wage: The Vendor must comply with applicable prevailing wage legislation in effect in the
jurisdiction of the NJPA Member. The Vendor must monitor the prevailing wage rates as established by
27
the appropriate federal governmental entity during the term of this Contract and adjust wage rates
accordingly.
8.10 Patent and copyright infringement: The Vendor agrees to indemnify and hold harmless NJPA and
NJPA Members against any and all suits, claims, judgments, and costs instituted or recovered against the
Vendor, NJPA, or NJPA Members by any person on account of the use or sale of any articles by NJPA or
NJPA Members if the Vendor supplied such articles in violation of applicable patent or copyright laws.
C. ASSIGNMENT OF CONTRACT
8.11 No right or interest in this Contract may be assigned or transferred by the Vendor without prior written
permission by the NJPA. No delegation of any duty of the Vendor under this Contract may be made without
prior written permission of the NJPA. NJPA will notify Members by posting approved assignments on the
NJPA website (www.njpacoop.org).
8.12 If the original Vendor sells or transfers all assets or the entire portion of the assets used to perform this
Contract, a successor -in -interest must perform all obligations under this Contract. NJPA reserves the right
to reject the acquiring entity as a Vendor. A change of name agreement will not change the contractual
obligations of the Vendor.
D. LIST OF PROPOSERS
8.13 NJPA will not maintain a list of interested proposers, nor will it automatically send RFPs to them. All
interested proposers must request the RFP as a result of NJPA's national solicitation advertisements.
Because of the wide scope of the potential Members and qualified national suppliers, NJPA has determined
this to be the best method of fairly soliciting proposals.
E. CAPTIONS, HEADINGS, AND ILLUSTRATIONS
8.14 The captions, illustrations, headings, and subheadings in this RFP are for convenience and ease of
understanding and in no way define or limit the scope or intent of this request.
F. DATA PRACTICES
8.15 All materials submitted in response to this RFP become NJPA's property and become public records
(under Minn. Stat. § 13.591) after the evaluation process is completed. If the Proposer submits information
in response to this RFP that it requests to be classified as nonpublic information (as defined by the
Minnesota Government Data Practices Act, Minn. Stat. §13.37), the Proposer must meet the following
requirements.
8.15.1 The Proposer must make the request within thirty (30) days of the award/nonaward
notification, and include the appropriate statutory justification. Pricing, marketing plans, and
financial information is generally not redactable. The NJPA Legal Department will review the
request to determine whether the information can be withheld or redacted. If NJPA determines that
it must disclose the information upon a proper request for such information, NJPA will inform the
Proposer of such determination.
8.15.2 The Proposer must defend any action seeking release of the materials that it believes to be
nonpublic information, and it must indemnify and hold harmless NJPA, its agents, and employees,
from any judgments or damages awarded against NJPA in favor of the party requesting the
materials, and any and all costs connected with that defense. This indemnification survives the term
of any contract awarded under this RFP. In submitting a response to this RFP, the Proposer agrees
that this indemnification survives as long as NJPA possesses the confidential information.
8.16 [This section is intentionally blank.]
G. ENTIRE AGREEMENT
8.17 This Contract, as defined herein, constitutes the entire agreement between the parties to this Contract.
A Contract resulting from this RFP is formed when the NJPA Board of Directors approves and signs the
applicable Contract Award & Acceptance document (Form E).
H. FORCE MAJEURE
8.18 Except for payments of sums due, neither party is liable to the other nor deemed in default under this
Contract if and to the extent that such party's performance of this Contract is prevented due to force
majeure. The term "force majeure" means an occurrence that is beyond the control of the party affected
and occurs without its fault or negligence including, but not limited to, the following: acts of God, acts of
the public enemy, war, riots, strikes, mobilization, labor disputes, civil disorders, fire, flood, snow,
earthquakes, tornadoes or violent wind, tsunamis, wind shears, squalls, Chinooks, blizzards, hail storms,
volcanic eruptions, meteor strikes, famine, sink holes, avalanches, lockouts, injunctions -intervention -acts,
terrorist events or failures or refusals to act by government authority and/or other similar occurrences where
such party is unable to prevent by exercising reasonable diligence. The force majeure is deemed to
commence when the party declaring force majeure notifies the other party of the existence of the force
majeure and is deemed to continue as long as the results or effects of the force majeure prevent the party
from resuming performance in accordance with a Contract resulting from this RFP. Force majeure does
not include late deliveries of products and services caused by congestion at a manufacturer's plant or
elsewhere, an oversold condition of the market, inefficiencies, or other similar occurrences. If either party
is delayed at any time by force majeure, then the delayed party must (if possible) notify the other party of
such delay within forty-eight (48) hours.
8.19 through 8.20 [These sections are intentionally blank.]
K. LICENSES
8.21 The Vendor must maintain a valid status on all required federal, state, and local licenses, bonds, and
permits required for the operation of the business that the Vendor conducts with NJPA and NJPA Members.
8.22 All responding Proposers must be licensed (where required) and must have the authority to sell and
distribute the offered products and services to NJPA and NJPA Members. Documentation of the required
licenses and authorities, if applicable, should be included in the Proposer's response to this RFP.
L. MATERIAL SUPPLIERS AND SUB -CONTRACTORS
8.23 The awarded Vendor must supply the names and addresses of sourcing suppliers and sub -contractors
as a part of the purchase order when requested by NJPA or an NJPA Member.
M. NON -WAIVER OF RIGHTS
8.24 No failure of either party to exercise any power given to it hereunder, nor a failure to insist upon strict
compliance by the other party with its obligations hereunder, nor a custom or practice of the parties at
variance with the terms hereof, nor any payment under a Contract resulting from this RFP constitutes a
waiver of either party's right to demand exact compliance with the terms hereof. Failure by NJPA to take
action or to assert any right hereunder does not constitute a waiver of such right.
N. PROTESTS OF AWARDS MADE
8.25 And protests must be filed with NJPA's Executive Director and must be resolved in accordance with
appropriate Minnesota rules. Protests will only be accepted from Proposers. A protest of an award or
29
nonaward must be filed in writing with NJPA within ten (10) calendar days after the public notice or
announcement of the award or nonaward. A protest must include the following items.
8.25.1 The name, address, and telephone number of the protester;
8.25.2 The original signature of the protester or its representative (you must document the
authority of the representative);
8.25.3 Identification of the solicitation by RFP number;
8.25.4 Identification of the statute or procedure that is alleged to have been violated;
8.25.5 A precise statement of the relevant facts;
8.25.6 Identification of the issues to be resolved;
8.25.7 The aggrieved party's argument and supporting documentation;
8.25.8 The aggrieved party's statement of potential financial damages; and
8.25.9 A protest bond in the name of NJPA and in the amount of 10% of the aggrieved party's
statement of potential financial damages.
O. SUSPENSION OR DISBARMENT STATUS
8.26 If within the past five (5) years, any firm, business, person or Proposer responding to an NJPA
solicitation has been lawfully terminated, suspended, or precluded from participating in any public
procurement activity with a federal, state, or local government or education agency, the Proposer must
include a letter with its response setting forth the name and address of the public procurement unit, the
effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant
circumstances relating to the suspension or debarment. Any failure to supply such a letter or to disclose
pertinent information may result in the termination of a Contract. By signing the proposal affidavit, the
Proposer certifies that no current suspension or debarment exists.
P. AFFIRMATIVE ACTION AND IMMIGRATION STATUS CERTIFICATION
8.27 An Affirmative Action Plan, Certificate of Affirmative Action, or other documentation regarding
Affirmative Action may be required by NJPA or NJPA Members relating to a transaction from this
RFP. Vendors must comply with any such requirements or requests.
8.28 Immigration Status Certification may be required by NJPA or NJPA Members relating to a transaction
from this RFP. Vendors must comply with any such requirements or requests.
Q. SEVERABILITY
8.29 In the event that any of the terms of a Contract resulting from this RFP are in conflict with any rule,
law, or statutory provision, or are otherwise unenforceable under the laws or regulations of any government
or subdivision thereof, such terms will be deemed stricken from the Contract, but such invalidity or
unenforceability shall not invalidate any of the other terms of an awarded Contract resulting from this RFP.
R. RELATIONSHIP OF PARTIES
8.30 No Contract resulting from this RFP may be considered a contract of employment. The relationship
between NJPA and an awarded Vendor is one of independent contractors, each free to exercise judgment
and discretion with regard to the conduct of their respective businesses. The parties neither intend the
proposed Contract to create, nor is to be construed as creating, a partnership, joint venture, master -servant,
30
principal -agent, or any other, relationship. Except as provided elsewhere in this RFP, neither party may be
held liable for acts of omission or commission of the other party and neither party is authorized or has the
power to obligate the other party by contract, agreement, warranty, representation, or otherwise in any
manner whatsoever except as may be expressly provided herein.
[THE REST OF THIS PAGE HAS BEEN LEFT INTENTIONALLY BLANK.]
31
Form A '��*�*���
PROPOSER QUESTIONNAIRE- General Business Information''R"°`
yJPA,�f
(Products, Pricing, Sector Specific, Services, Terms and Warranty are addressed on Form P
Proposer Name:
Questionnaire completed by:
Please identify the person NJPA should correspond with from now through the Award process:
Name
E -Mail address:
Please answer the questions below using the Microsoft Word® version of this document. This allows NJPA evaluators to
cut and paste your answers into a separate worksheet. Place your answer directly below each question. NJPA prefers a brief
but thorough response to each question. Please do not merely attach additional documents to your response without also
providing a substantive response. Do not leave answers blank; mark "NA" if the question does not apply to you (preferably
with an explanation). Please create a response that is easy to read and understand. For example, you may consider using a
different font and color to distinguish your answer from the questions.
Company Information & Financial Strength
1) Provide the full legal name, mailing and email addresses, tax identification number, and telephone number for your
business.
Provide a brief history of your company, including your company's core values, business philosophy, and longevity
in the CLASS 6, 7, AND 8 CHASSIS WITH RELATED EQUIPMENT, ACCESSORIES, AND
SERVICES industry.
2) Provide a detailed description of the products and services that you are offering in your proposal.
3) What are your company's expectations in the event of an award?
4) Demonstrate your financial strength and stability with meaningful data. This could include such items as financial
statements, SEC filings, credit and bond ratings, letters of credit, and detailed reference letters.
5) Has your business ever petitioned for bankruptcy protection? Please explain in detail.
6) How is your organization best described: is it a manufacturer, a distributor/dealer/reseller, or a service provider? Answer
whichever question (either a) or b) just below) best applies to your organization.
a) If your company is best described as a distributor/dealer/reseller (or similar entity), please provide your written
authorization to act as a distributor/dealer/reseller for the manufacturer of the products proposed in this RFP. If
applicable, is your dealer network independent or company owned?
b) If your company is best described as a manufacturer or service provider, please describe your relationship with your
sales and service force and with your dealer network in delivering the products and services proposed in this RFP.
Are these individuals your employees, or the employees of a third party?
7) If applicable, provide a detailed explanation outlining the licenses and certifications that are both required to be held,
and actually held, by your organization (including third parties and subcontractors that you use) in pursuit of the business
contemplated by this RFP.
8) Provide all "Suspension or Disbarment" information that has applied to your organization during the past ten years.
9) Within this RFP category there may be subcategories of solutions. List subcategory titles that best describe your
products and services.
Industry Recoenition & Marketplace Success
32
10) Describe any relevant industry awards or recognition that your company has received in the past five years.
11) Supply three references/testimonials from your customers who are eligible for NJPA membership. At a minimum,
please include the entity's name, contact person, and phone number.
12) Provide a list of your top five governmental or educational customers (entity name is optional), including entity type,
the state the entity is located in, scope of the projects, size of transactions, and dollar volumes from the past three years.
13) Indicate separately what percentages of your sales are to the government and education sectors in the past three years?
14) List any state or cooperative purchasing contracts that you hold. What is the annual sales volume for each of these
contracts over the past three years?
15) List any GSA contracts that you hold. What is the annual sales volume for each of these contracts over the past three
years?
Pronoser's Ability to Sell and Deliver Service Nationwide
16) Describe your company's capability to meet NJPA Member's needs across the country. Your response should address
at least the following areas.
a) Sales force.
b) Dealer network or other distribution methods.
c) Service force.
Please include details, such as the locations of your network of sales and service providers, the number of workers (full-
time equivalents) involved in each sector, whether these workers are your direct employers (or employees of a third
parry), and any overlap between the sales and service functions.
17) Describe in detail the process and procedure of your customer service program, if applicable. Please include your
response -time capabilities and commitments, as well as any incentives that help your providers meet your stated service
goals or promises.
18) Identify any geographic areas of the United States or NJPA Member sectors (i.e., government, education, not-for-profit)
that you will NOT be fully serving through the proposed contract. Please explain. For example, does your company
have only a regional presence, or do other cooperative purchasing contracts limit your ability to promote another
contract?
19) Define any specific contract requirements or restrictions that would apply to our Members in Hawaii and Alaska and in
US Territories.
Marketine Plan
20) If you are awarded a contract, how will you train your sales management, dealer network, and direct sales teams
(whichever apply) to ensure maximum impact? Please include how you will communicate your NJPA pricing and other
contract detail to your sales force nationally.
21) Describe your marketing strategy for promoting this contract opportunity. Please include representative samples of
your marketing materials in electronic format.
22) Describe your use of technology and digital data (e.g., social media, metadata usage) to enhance marketing
effectiveness.
23) In your view, what is NJPA's role in promoting contracts arising out of this RFP? How will you integrate an NJPA-
awarded contract into your sales process?
33
24) Are your products or services available through an e -procurement ordering process? If so, describe your e -procurement
system and how governmental and educational customers have used it.
Value—Added Attributes
25) Describe any product, equipment, maintenance, or operator training programs that you offer to NJPA Members. Please
include details, such as whether training is standard or optional, who provides training, and any costs that apply.
26) Describe any technological advances that your proposed products or services offer.
27) Describe any "green" initiatives that relate to your company or to your products or services, and include a list of the
certifying agency for each.
28) Describe any Women or Minority Business Entity (WMBE) or Small Business Entity (SBE) accreditations that your
company or hub partners have obtained.
29) What unique attributes does your company, your products, or your services offer to NJPA Members? What makes your
proposed solutions unique in your industry as it applies to NJPA members?
30) Identify your ability and willingness to provide your products and services to NJPA member agencies in Canada.
Signature:
NOTE: Questions regarding Payment Terms, Warranty, Products/Equipment/Services, Pricing and
Delivery, and Industry Specific Items are addressed on Form P.
34
Date:
Form B
Company Name:
Address:
City/State/Zip:
Phone:
Toll -Free Number:
Website Address:
Authorized signer for your organization
PROPOSER INFORMATION
Fax:
E-mail:
COMPANY PERSONNEL CONTACTS
8
Name:
Email: Phone:
The person identified here must have proper signing authority to sign the "Proposer's Assurance of Compliance" on behalf
of the Proposer.
Who prepared your RFP response?
Name:
Email:
Title:
Phone:
Who is your company's primary contact person for this proposal?
Name:
Email:
Other important contact information
Name:
Email:
Name:
Email:
Title:
Phone:
Title:
Phone:
Title:
Phone:
35
Form C
EXCEPTIONS TO PROPOSAL, TERMS, CONDITIONS,
AND SOLUTIONS REQUEST ;4��.�T'A �;
I
Company Name:
Any exceptions to the terms, conditions, specifications, or proposal forms contained in this RFP must be noted in writing
and included with the Proposer's response. The Proposer acknowledges that the exceptions listed may or may not be
accepted by NJPA or included in the final contract. NJPA will make reasonable efforts to accommodate the listed
exceptions and may clarify the exceptions in the appropriate section below.
Term, Condition, or NJPA
Section/page Specification Exception ACCEPTS
Proposer's Signature:
NJPA's clarification on exceptions listed above:
36
Date:
Contract Award
RFP [ #081710
FORM D
Formal Offerine of Proposal
(To be completed only by the Proposer)
CLASS 6, 7, AND 8 CHASSIS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES
In compliance with the Request for Proposal (RFP) for CLASS 6, 7, AND 8 CHASSIS WITH RELATED
EQUIPMENT, ACCESSORIES, AND SERVICES, the undersigned warrants that the Proposer has examined this RFP
and, being familiar with all of the instructions, terms and conditions, general and technical specifications, sales and service
expectations, and any special terms, agrees to furnish the defined products and related services in full compliance with all
terms and conditions of this RFP, any applicable amendments of this RFP, and all Proposer's response documentation. The
Proposer further understands that it accepts the full responsibility as the sole source of solutions proposed in this RFP
response and that the Proposer accepts responsibility for any subcontractors used to fulfill this proposal.
Company Name:
Company Address:
City:
Contact Person:
Authorized Signature:
Date:
State: Zip:
Title:
37
(Name printed or typed)
Form E
NJP #08,i "if
Contract Acceptance and Award
(To be completed only by NJPA)
Proposer's full legal name
Your proposal is hereby accepted, and a Contract is awarded. As an awarded Proposer, you are now bound to provide the
defined products and services contained in your proposal offering according to all terms, conditions, and pricing set forth in
this RFP, any amendments to this RFP, your response, and any exceptions accepted by NJPA.
The effective start date of the Contract will be , 20 and continue until -
(no later than the later of four years from the expiration date of the currently awarded
contract or four years from the NJPA Board's contract award date). This contract may be extended for a fifth year at NJPA's
discretion.
National Joint Powers Alliance® (NJPA)
NJPA Authorized signature:
NJPA Executive Director
Awarded this day of , 20
NJPA Authorized signature:
NJPA Board Member
Executed this day of , 20
(Name printed or typed)
NJPA Contract Number
(Name printed or typed)
NJPA Contract Number�tti'i'lf
The Proposer hereby accepts this Contract award, including all accepted exceptions and NJPA clarifications.
Vendor Name
Vendor Authorized signature:
(Name printed or typed)
Title:
Executed this day of 20 NJPA Contract Number L (k
M'?
Form F ,✓;�.*
PROPOSER ASSURANCE OF COMPLIANCEif�pA'�
Proposal Affidavit Signature Page
PROPOSER'S AFFIDAVIT
The undersigned, authorized representative of the entity submitting the foregoing proposal (the "Proposer"), swears that
the following statements are true to the best of his or her knowledge.
I . The Proposer is submitting its proposal under its true and correct name, the Proposer has been properly originated
and legally exists in good standing in its state of residence, the Proposer possesses, or will possess before
delivering any products and related services, all applicable licenses necessary for such delivery to NJPA members
agencies. The undersigned affirms that he or she is authorized to act on behalf of, and to legally bind the Proposer
to the terms in this Contract.
2. The Proposer, or any person representing the Proposer, has not directly or indirectly entered into any agreement
or arrangement with any other vendor or supplier, any official or employee of NJPA, or any person, firm, or
corporation under contract with NJPA, in an effort to influence the pricing, terms, or conditions relating to this
RFP in any way that adversely affects the free and open competition for a Contract award under this RFP.
3. The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications
request, and other documents in this solicitation and affirms that any and all exceptions have been noted in
writing and have been included with the Proposer's RFP response.
4. The Proposer will, if awarded a Contract, provide to NJPA Members the /products and services in accordance
with the terms, conditions, and scope of this RFP, with the Proposer -offered specifications, and with the other
documents in this solicitation.
5. The Proposer agrees to deliver products and services through valid contracts, purchase orders, or means that are
acceptable to NJPA Members. Unless otherwise agreed to, the Proposer must provide only new and first -quality
products and related services to NJPA Members under an awarded Contract.
6. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and
orders.
7. The Proposer understands that NJPA will reject RFP proposals that are marked "confidential" (or "nonpublic,"
etc.), either substantially or in their entirety. Under Minnesota Statute §13.591, Subd. 4, all proposals are
considered nonpublic data until the evaluation is complete and a Contract is awarded. At that point, proposals
generally become public data. Minnesota Statute §13.37 permits only certain narrowly defined data to be
considered a "trade secret," and thus nonpublic data under Minnesota's Data Practices Act.
The Proposer understands that it is the Proposer's duty to protect information that it considers nonpublic,
and it agrees to defend and indemnify NJPA for reasonable measures that NJPA takes to uphold such a
data designation.
[The rest of this page has been left intentionally blank. Signature page below]
Wei
By signing below, Proposer is acknowledging that he or she has read, understands, and agrees to comply with the terms
and conditions specified above.
Company Name:
Address:
City/State/Zip:
Telephone Number:
E-mail Address:
Authorized Signature:
Authorized Name (printed):
Title:
Date:
Notarized
Subscribed and sworn to before me this
Notary Public in and for the County of
My commission expires:
Signature:
day of
20
State of
Forme �'" "' "`'��
;�C�.�1�A i'1
`� **�
OVERALL EVALUATION AND CRITERIA �� -�'9
For the Proposed Subject CLASS 6, 7, AND 8 CHASSIS WITH RELATED EQUIPMENT,
ACCESSORIES, AND SERVICES
Conformance to RFP Terms and Conditions
50
Financial Viability and Marketplace Success
75
Ability to Sell and Deliver Service Nationwide
100
Marketing Plan
50
Value -Added Attributes
75
Warranty
50
Depth and Breadth of Offered Products and Related
Services
200
Pricing
400
TOTAL POINTS
1000
Reviewed by:
41
Its
Its
Form P
PROPOSER QUESTIONNAIRE
Payment Terms, Warranty, Products and Services, Pricing and Delivery, and Industry -Specific Questions
Proposer Name:
Questionnaire completed by:
Payment Terms and Financing Options
1) What are your payment terms (e.g., net 10, net 30)?
2) Do you provide leasing or financing options, especially those options that schools and governmental entities may
need to use in order to make certain acquisitions?
3) Briefly describe your proposed order process. Please include enough detail to support your ability to report quarterly
sales to NJPA. For example, indicate whether your dealer network is included in your response and whether each
dealer (or some other entity) will process the NJPA Members' purchase orders.
4) Do you accept the P -card procurement and payment process? If so, is there any additional cost to NJPA Members for
using this process?
Warranty
5) Describe in detail your manufacture warranty program, including conditions and requirements to qualify, claims
procedure, and overall structure. You may include in your response a copy of your warranties, but at a minimum
please also answer the following questions.
• Do your warranties cover all products, parts, and labor?
• Do your warranties impose usage restrictions or other limitations that adversely affect coverage?
• Do your warranties cover the expense of technicians' travel time and mileage to perform warranty repairs?
• Are there any geographic regions of the United States for which you cannot provide a certified technician to
perform warranty repairs? How will NJPA Members in these regions be provided service for warranty repair?
• Will you cover warranty service for items made by other manufacturers that are part of your proposal, or are these
warranties issues typically passed on to the original equipment manufacturer?
• What are your proposed exchange and return programs and policies?
6) Describe any service contract options for the items included in your proposal.
Pricing, Delivery, Audits, and Administrative Fee
7) Describe your pricing model (e.g., line -item discounts or product -category discounts). Provide detailed pricing data
(including standard or list pricing and the NJPA discounted price) on all of the items that you want NJPA to consider
as part of your RFP response. Provide a SKU for each item in your proposal. (Keep in mind that reasonable price and
product adjustments can be made during the term of an awarded Contract. See the body of the RFP and the Price and
Product Change Request Form for more detail.)
42
8) Please quantify the discount range presented in this response. For example, indicate that the pricing in your response
represents is a 50% percent discount from the MSRP or your published list.
9) The pricing offered in this proposal is
a. the same as the Proposer typically offers to an individual municipality, university, or school
district.
b. the same as the Proposer typically offers to GPOs, cooperative procurement organizations,
or state purchasing departments.
c. better than the Proposer typically offers to GPOs, cooperative procurement organizations, or
state purchasing departments.
d. other than what the Proposer typically offers (please describe).
10) Describe any quantity or volume discounts or rebate programs that you offer.
11) Propose a method of facilitating "sourced" products or related services, which may be referred to as "open market"
items or "nonstandard options". For example, you may supply such items "at cost" or "at cost plus a percentage," or
you may supply a quote for each such request.
12) Identify any total cost of acquisition costs that are NOT included in the pricing submitted with your response. This
cost includes all additional charges that are not directly identified as freight or shipping charges. For example, list
costs for items like installation, set up, mandatory training, or initial inspection. Identify any parties that impose such
costs and their relationship to the Proposer.
13) If delivery or shipping is an additional cost to the NJPA Member, describe in detail the complete shipping and delivery
program.
14) Specifically describe those shipping and delivery programs for Alaska, Hawaii, Canada, or any offshore delivery.
15) Describe any unique distribution and/or delivery methods or options offered in your proposal.
16) Please specifically describe any self -audit process or program that you plan to employ to verify compliance with your
proposed Contract with NJPA. This process includes ensuring that NJPA Members obtain the proper pricing, that the
Vendor reports all sales under the Contract each quarter, and that the Vendor remits the proper administrative fee to
NJPA.
17) Identify a proposed administrative fee that you will pay to NJPA for facilitating, managing, and promoting the NJPA
Contract in the event that you are awarded a Contract. This fee is typically calculated as a percentage of Vendor's
sales under the Contract or as a per-unit fee; it is not a line -item addition to the Member's cost of goods. (See RFP
Section 6.29 and following for details.)
Industry -Specific Questions
18) Describe any manufacturing processes or material specification -related attributes that contribute to chassis strength,
durability, and reliability, and that differentiate your offering in the marketplace.
19) Describe any manufacturing processes or material specification -related attributes that contribute to cab strength,
durability, and driver safety/usability, and that differentiate your offering in the marketplace.
20) Describe any serviceability attributes (such as remote diagnostics) that your proposal contains. Please indicate
which of these attributes are considered "industry -expected attributes" and which you believe are "vendor
differentiators."
21) Provide any market data supporting the longevity and reliability of your proposed solutions.
43
22) As a percentage of your total units sold over the past three years, what portion are day cabs?
23) What is your parts order fill rate?
24) What is your US market share? Canadian share (if any)?
Signature:
Date:
101 PIZE SUBMISSION ClIECKLIS'l'
M,
Electronic Copy
Check when
Hard Copy Required
Required - CD or
Completed
Contents of Your Bid Proposal
Signed and Dated
Flash Drive
Form A: Proposer Questionnaire with all
questions answered completely
IX - signature page only
IX
Form B: Proposer Information
==X
Form C: Exceptions to Proposal, Terms,
Conditions, and Solutions Request
X
X
Form D: Formal Offering of Proposal
X
X
Form E. Contract Acceptance and Award
MEMX
Form F: Proposers Assurance of Compliance
X
X
Form P: Proposer Questionnaire with all
questions answered completely
X -signature page only
X
Certificate of Insurance with $1.5 million coverage
X
X
Copy of all RFP Addendums issued by NJPA
X
X
Pricing for all Products/Equipment/Services
within the RFP being proposed
X
Entire Proposal submittal including signed
documents and forms.
X
All forms in the Hard Copy Required Signed and
Dated should be inserted in the front of the
submitted response, unbound.
Package containing your proposal labeled and
sealed with the following language:
"Competitive Proposal Enclosed, Hold for Public
Opening XX-XX-XXXX"
Response Package mailed and delivered priorto
deadline to:
NJ PA, 202 12th St NE, Staples, MN 56479
M,
NJPA (.1
I i NJPA VENDOR PRICE AND PRODUCT CHANGE REQUEST FORM
Section 1. Instructions for Vendor (please obtain the latest version of this form from your NJPA Contract Manager or
from NJPA's website).
Requests for equipment/products or service changes, additions, or deletions will be allowed at any time throughout the
awarded contract term. All requests must be made in written format by completing sections 2, 3, and 4 of the NJPA Vendor
Price and Product Change Request Form and must contain the signature of an authorized Vendor employee in section 5.
All changes are subject to review and approval by the NJPA Contracts & Compliance Manager, and must be signed if
accepted by the NJPA Executive Director. Submit the request by email to your Contract Manager and to
PandP(knjpacoop.org.
NJPA's must determine whether any request for change is 1) within the scope of the original RFP, and 2) in the best interests
of NJPA and NJPA Members. A signed Price and Product Change Form will be returned to the Vendor contact through
email.
The Vendor must 1) complete this change request form and individually list or attach all items subject to change, 2) provide
a sufficiently detailed explanation and documentation for the change, and 3) include a compete restatement of the pricing
document in an appropriate format (preferably Excel'). The pricing document must identify all of the products and services
being offered and must conform to the following NJPA product and price change naming convention: (Vendor Name)
(NJPA Contract #) (effective pricing date); for example, "COMPANY 012411-CPY eff 02-12-2013."
NOTE: New pricing restatement must include all products and services offered, regardless of whether the prices
have changed, and must include a new "effective date" on the pricing documents. This requirement reduces
confusion by providing a single, current pricing sheet for each vendor and creates a historical record of pricing
changes.
ADDITIONS. New products and related services may be added to a contract if such additions are within the scope of the
RFP.
DELETIONS. New products and related services may be deleted from a contract if an item or service is no longer available
and so is not relevant to the contract (for example, the item is discontinued or replaced).
PRICE CHANGES: Vendors may request price changes in general terms if they justify the change by product category for
the change. For example, a Vendor may request a 3% increase m XYZ Product Line because of a 20% increase in petroleum
prices.
Price decreases: NJPA expects Vendors to propose their best prices from the outset, but expects reasonable price
reductions because of technology advancements and marketplace efficiencies.
Price increases: Acceptable increase requeststy ically include increases to Vendor costs, such as raw material or
shipping cost increases. The Vendor must include documentation that justifies the price increase, including letters
from suppliers announcing price increases. Also include any special price change details, along with both current
and proposed pricing.
Refer to the RFP for complete pricing details.
Section 2. Vendor Name and Type of Change Request
CHECK ALL CHANGES THAT APPLY:
AWARDED ❑ Adding Equipment/ Products
VENDOR NAME: /Services
❑ Deleting/Discontinuing
Equipment/Products/Services
❑ Price Increase
NJPA ❑ Price Decrease
CONTRACT
NUMBER:
46
JPAj.1
I I NJPA VENDOR PRICE AND PRODUCT CHANGE REQUEST FORM
Section 3. Detailed Explanation of Need for Changes
List equipment/products and/or services that are changing, being added, or being deleted from previous contract price list,
along with the percentage change for each item or category. (Attach a separate, detailed document if more than 10 items.)
Provide a general statement and documentation explaining the reasons for these price and/or equipment/product/service
changes.
EXAMPLES: I -All paper equipment/products and services increased 5% in price due to transportation and fuel costs (see
attached documentation of raw materials increase). 2 -The 6400 series floor polisher is added to the product list as anew
model replacing the 5400 series. The 6400 series 3% increase reflects technological improvements made that improve the
rate of efficiency and useful life. The 5400 series is now included in the "Hot List" at a 20% discount from previous pricing
until remaining inventory is liquidated.
If
a Renerai statement now these are in the
If changing prices and/or adding equipment/products/services, provide a general statement that the pricing or
ucts/services is consistent with existing INJYA contract
47
NJPA (.1
I I NJPA VENDOR PRICE AND PRODUCT CHANGE REQUEST FORM
Section 4. Complete Restatement of Pricing Submitted
A COMPLETE restatement of the pricing including all new and existing equipment/products and services is attached and/or
has been emailed to the Vendor's Contract Manager and to PandP@njpacoop.org.
❑ Yes
Section 5. Signatures
❑ No
Vendor Authorized Signature
Print Name and Title of Authorized Signer
NJPA Executive Director Signature
Date
Date
44 :_ __.
P
�, �ren�truannYawwie�atl�ruu�n.�.xrturumraxa^
Appendix A
NJPA The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential
Member agencies, which includes all governmental, higher education, K-12 education, not-for-profit,
tribal governmental, and all other public agencies located in all fifty states, Canada, and internationally,
issues this Request For Proposal (RFP) to result in a national contract solution.
For your reference, the links below include some, but not all, of the entities included in this proposal.
htlp://www.usa. og v/Agencies/Local_ Government/Cities.shtml
http://nces.ed.gov/glob allocator/
htlps:Hharvester.census.gov/imls/search/index.asp
http://nccsweb.urban.or PubApps/search.php
htlp://www.usa.gov/Govemment/Tribal-Sites/index.shtml
htlp://www.usa.gov/Agencies/State-and-Territoiies.shtml
htlp://www.nreca.coop/about-electric-cooperatives/member-directory/
Oregon
Hawaii
Washington
.•
0--l"
ADDENDUM ONE (1)
To that certain JP�
NJPA RFP #081716*
Issued by
National Joint Powers Alliance°
For the procurement of
CLASS 6, 7, AND 8 CHASSIS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES
Consider the following to be part of the above -titled RFP: Section 3.17.1.1 has been revised to reflect the proper weight
range for Class 6 chassis. The original RFP stated "Class 6 — 19,000 to 26,000 lbs."
3.17 Additional Scope Definitions: For purposes of the scope of this solicitation:
3.17.1 In addition toICLASS 6, 7, AND 8 CHASSIS WITH RELATED EQUIPMENT, ACCESSORIES, AND
SERVICES, (this solicitation should be read to include, but not to be limited to:
13.17.1.1 Chassis and cabs as classified by the following gross vehicle weight ratings (GVWR):
Class 6 — 19,501 to 26,000 lbs.; Class 7 — 26,001 to 33,000 lbs.; Class 8 —33,001+ lbs. I
Acknowledgment of Addendum One (1) to RFP 081716 emailed on August 2, 2016.
COMPANY NAME:
SIGNATURE:
DATE
Please include this signed Addendum with your RFP response.
ADDENDUM TWO (2) m
To that certain .,e...,. w
NJPA RFP #081716*_*
Issued by
National Joint Powers Alliance®
For the procurement of
CLASS 6, 7, AND 8 CHASSIS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES
Consider the followingto be part of the above -titled RFP: The RFP submission deadline (and otherdeadlines) has
been extended until August 31, 2016.
RFP Timeline
June 22, 2016 RFP published in the: print/online version of USAToday, print/online version
of the Salt Lake Newswithin the State of Utah, print/online version of the
Daily Journal of Commerce within the State of Oregon (note: OR entitiesthis
Acknowledgment of Addendum Two (2) to RFP 081716 emailed on August 9, 2016.
COMPANYNAME:
SIGNATURE:
DATE:
Please includethissigned Addendum with your RFP response.
pertainsto: http://www.njpacoop.org/oregon-advertising),print/online
version of The State within the State of South Carolina,the NJPAwebsite,
MERX, Noticetobidders.com, PublicPurchase.com, Biddingo, and Onvia.
July 27, 20156
Pre -Proposal Conference (the webcast/conference call. The
10:00 a.m. Central Time
connection information will be sentto all inquirerstwo business days
before the conference).
August 24, 2016
Deadline for RFP questions.
August 31, 2016
Deadline for Submission of Proposals. Late responseswill be
4:30 p.m. Central Time
returned unopened.
September 1, 2016
Openingof Proposals.
8:00 a.m. Central Time
Acknowledgment of Addendum Two (2) to RFP 081716 emailed on August 9, 2016.
COMPANYNAME:
SIGNATURE:
DATE:
Please includethissigned Addendum with your RFP response.
JPA
'NA..'JjAWA'_'
Z K . ........ .... ..
.,, �r
�!
"`v
National Joint Powers Alliance® (herein NJPA)
REQUEST FOR PROPOSAL (herein RFP)
for the procurement of
VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH
RELATED EQUIPMENT, ACCESSORIES, AND SERVICES
RFP Opening
DECEMBER 8, 2016
8:30 a.m. Central Time
At the offices of the
National Joint Powers Alliance®
202 121' Street Northeast, Staples, MN 56479
The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential member agencies, which
includes all governmental, higher education, K-12 education, not-for-profit, tribal government, and all other public agencies
located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP) to result in a national contract
solution for the procurement of4120716 VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED
EQUIPMENT, ACCESSORIES, AND SERVICES. Details of this RFP are available beginning October 21, 2016. Details
may be obtained by letter of request to Jonathan Yahn, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479,
or by e-mail at RFP@njpacoop.org. Proposals will be received until December 7, 2016 lat 4:30 p.m. Central Time at the
above address and opened [December 8, 2016 lat 8:30 a.m. Central Time.
RFP Timeline
October 21, 2016 Publication of Rf, P in the print and online version of USA Today, in the print and
online version of the Salt Lake Tribune within the State of Utah, in the print
and online version of the Daily Journal of Commerce within the State of
Oregon (note to OR entities: this pertains to
htlp://www.nipacoop.org/oregon-advertising), in the print and online
version of The State within the State of South Carolina, the NJPA website,
MERX, Noticetobidders.com, PublicPurchase.com, Biddingo, and Onvia�
November 16, 201011"ire-Piro osal (''onfu hence (the webcast/conference call). The
10:00 a.m. CT connection information will be sent to all inquirers two business days
before the conference
November 30, 20161Deadline foir RFP quesfions.�
December 7, 2016 D adline foir �Suubmission of Piruuposals. Late responses will be
4:30 p.m. CT returned unopened
December 8, 2010 Public Opening of Piroposals.
8:30 a.m. CT
Direct questions regarding this RFP to: Jonathan Yahn at jonathan. ahn a)njpacoop.org or(218)895-4144.
DEFINITIONS
A.
Contract
B.
Proposer
C.
Sourced Good of Open Market Item
D.
Vendor
2, ADVERTISEM�'INTOFRF11
FABLE OFCONTENTS
B.
C.
D.
E.
F.
G.
H.
3, dN ll.(',((D(..?( ll"d(.(1" I.
A. About NJPA J"
B. Joint Exercise of Powers Laws K.
C. Why Respond to a National Cooperative
Procurement Contract
D. The Intent of This RFP
E. Scope of This RFP
F. Expectations for Equipment/Products
and Services Being Proposed
G. Solutions Based Solicitation
3, IN" S'1'll',tjC'll"1()NS FOR PREPARING 3'(.((.?R
PR((PO
SAL
A.
Inquiry Period
B.
Pre -Proposal Conference
C.
Identification of Key Personnel
D.
Proposer's Exceptions to Terms and
Trade -Ins
Conditions
E.
Proposal Format
F.
Questions & Answers About This RFP
G.
Modification or Withdrawal of a
A.
Submitted Proposal
H.
Proposal Opening Procedure
L
NJPA's Rights Reserved
3, PRICING
Assignment of Contract
A.
Line -Item Pricing
B.
Percentage Discount From Catalog or
F.
Category
C.
Cost Plus a Percentage of Cost
D.
Hot List Pricing
E.
Ceiling Price
F.
Volume Price Discounts/
K.
Additional Quantities
G.
Total Cost of Acquisition
H.
Sourced Equipment/Products/
N.
Open Market Items
L
Price and Product Changes
J.
Payment Terms
K.
Sales Tax
L.
Shipping
6, EVAI,(iATI((N"
O F 13R((PO SA>LS
A.
Proposal Evaluation Process
2
Proposer Responsiveness
Proposal Evaluation Criteria
Other Consideration
Cost Comparison
Marketing Plan
Certificate Of Insurance
Order Process and/or Funds Flow
Administrative Fees
Value Added
Waiver of Formalities
7, POSTA WA RD OPERATING ISY jES
A.
Subsequent Agreements
B.
NJPA Member Sign-up Procedure
C.
Reporting of Sales Activity
D.
Audits
E.
Hub Partner
F.
Trade -Ins
G.
Out of Stock Notification
H.
Termination of a Contract resulting from
this RFP
3, GENERA ➢ ll"3;RMS AND CONDIITONS
A.
Advertising a Contract Resulting From
This RFP
B.
Applicable Law
C.
Assignment of Contract
D.
List of Proposers
E.
Captions, Headings, and Illustrations
F.
Data Practices
G.
Entire Agreement
H.
Force Majeure
L
Gratuities
J.
Hazardous Substances
K.
Licenses
L.
Material Suppliers and Sub -Contractors
M.
Non -Wavier of Rights
N.
Protests of Awards Made
O.
Suspension or Disbarment Status
P.
Affirmative Action and Immigration
Status Certification
Q.
Severability
R.
Relationship of Parties
N), FORMS
C C. PRICE
& PRODUCTCAIN" GE R1CQi..?1CST
FORM
C2. APPENDIX A
i rtIIL:FINITIQNS
............................................................................
A.CONTRACT
Contract means this RFP, current pricing information, fully executed Forms C, D, F, & P from the
Proposer's response pursuant to this RFP, and a fully executed Form E ("Acceptance and Award") with
final terms and conditions. Form E will be executed after a formal award and will provide final clarification
of terms and conditions of the award.
B.PROPOSER
A Proposer is a company, person, or entity delivering a timely response to this RFP. This RFP may also
use the terms "respondent" or "proposed Vendor," which is interchangeable with Proposer as the context
allows.
C. SOURCED GOOD or OPEN MARKET ITEM
A Sourced Good or Open Market Item is a product within the RFP's scope 1) that is not currently available
under the Vendor's NJPA contract, 2) that a member wants to buy under contract from an awarded Vendor,
and 3) that is generally deemed incidental to the total transaction or purchase of contract items.
D.VENDOR
A Proposer whose response has been awarded a contract pursuant to this RFP.
2 Ar)VI^ I I°iSIIL ME' I° (_)i^` ll ll^`I
2_1 NJPA advertises this solicitation: 1) in the hard copy print and online editions of the USA Today; 2)
once each in Oregon's Daily Journal of Commerce, South Carolina's The State and Utah's Salt Lake
Tribune, 3) on NJPA's website; and 4) on other third -party websites deemed appropriate by NJPA. Other
third -party advertisers may include Onvia, PublicPurchase.com, MERX, and Biddingo.
2_2 NJPA also notifies and provides solicitation documentation to each state -level procurement departments
for possible re -posting of the solicitation within their systems and at their option for future use and to meet
specific state requirements.
2 1 N R(_)11111_'TIQN
A. ABOUT NJPA
3_1 The National Joint Powers Alliance® (NJPA) is a public agency serving as a national municipal
contracting agency established under the Service Cooperative statute by Minnesota Legislative Statute
§123A.21 with the authority to develop and offer, among other services, cooperative procurement services
to its membership. Eligible membership and participation includes states, cities, counties, all government
agencies, both public and non-public educational agencies, colleges, universities and non-profit
organizations.
3_2 Under the authority of Minnesota state laws and enabling legislation, NJPA facilitates a competitive
solicitation and contracting process on behalf of the needs of itself and the needs of current and potential
member agencies nationally. This process results in national procurement contracts with various Vendors
of products/equipment and services which NJPA Member agencies desire to procure. These procurement
contracts are created in compliance with applicable Minnesota Municipal Contracting Laws. A complete
listing of NJPA cooperative procurement contracts can be found at www.njpacoop.org.
3_3 NJPA is a public agency governed by publicly elected officials that serve as the NJPA Board of
Directors. NJPA's Board of Directors oversees and authorizes the calls for all new proposals and holds
those resulting Contracts for the benefit of its own and its Members use.
3_4 NJPA currently serves over 50,000 member agencies nationally. Both membership and utilization of
NJPA contracts continue to expand, due in part to the increasing acceptance of Cooperative Purchasing
throughout the government and education communities nationally.
B. JOINT EXERCISE OF POWERS LAWS
3_5 NJPA cooperatively shares those contracts with its Members nationwide through various Joint Exercise
of Powers Laws or Cooperative Purchasing Statutes established in Minnesota, other states and Canadian
provinces. The Minnesota Joint Exercise of Powers Law is Minnesota Statute §471.59 which states "Two
or more governmental units ... may jointly or cooperatively exercise any power common to the contracting
parties..." This Minnesota Statute allows NJPA to serve Member agencies located in all other states.
Municipal agencies nationally can participate in cooperative purchasing activities under their own state law.
These laws can be found on our website at http://www.njpacoop.org/national-cooperative-contract-
solutions/legal-authority/.
C. WHY RESPOND TO A NATIONAL COOPERATIVE PROCUREMENT CONTRACT
3_6 National Cooperative Procurement Contracts create value for Municipal and Public Agencies, as well
as for Vendors of products/equipment and services in a variety of ways:
rd
3.6.1 National cooperative contracts potentially save time and effort for municipal and public
agencies, who otherwise would have to solicit vendor responses to individual RFPs, resulting in
individual contracts, to meet the procurement needs of their respective agencies. Considerable time
and effort is also potentially saved by the Vendors who would have had to otherwise respond to
each of those individual RFPs. A single, nationally advertised RFP, resulting in a single, national
cooperative contract can potentially replace thousands of individual RFPs for the same
equipment/products/services that might have been otherwise advertised by individual NJPA
member agencies.
3.6.2 NJPA contracts offer our Members nationally leveraged volume purchasing discounts. Our
contract terms and conditions offer the opportunity for Vendors to recognize individual member
procurement volume commitment through additional volume based contract discounts.
3_7 State laws that permit or encourage cooperative purchasing contracts do so with the belief that
cooperative efficiencies will result in lower prices, better overall value, and considerable time savings.
3_8 The collective purchasing power of thousands of NJPA Member agencies nationwide offers the
opportunity for volume pricing discounts. Although no sales or sales volume is guaranteed by an NJPA
Contract resulting from this RFP, substantial volume is anticipated and volume pricing is requested and
justified.
39 NJPA and its Members desire the best value for their procurement dollar as well as a competitive price.
Vendors have the opportunity to display and highlight value-added attributes of their company,
equipment/products and services without constraints of a typical individual proposal process.
D. THE INTENT OF THIS RFP
3.10. National contract awarded by NJPA: NJPA seeks the most responsive and responsible Vendor
relationship(s) to reflect the best interests of NJPA and its Member agencies. Through a competitive
proposal and evaluation process, the NJPA Proposal Evaluation Committee recommends vendors for a
national contract awarded by the action of the NJPA Chief Procurement Officer. NJPA's primary intent
is to establish and provide a national cooperative procurement contract that offer opportunities for NJPA
and our current and potential Member agencies throughout the United States and Canada to procure
quality product/equipment and services as desired and needed. The contracts will be marketed nationally
through a cooperative effort between the awarded vendor(s) and NJPA. Contracts are expected to offer
price levels reflective of the potential and collective volume of NJPA and the nationally established NJPA
membership base.
3.11 Beyond our primary intent, NJPA further desires to:
3.11.1 Award a four-year contract with a fifth -year contract option resulting from this RFP. Any
fifth -year extension is exercised at NJPA's discretion and results from NJPA's contracting
needs or from Member requests; this extension is not intended merely to accommodate an
awarded Vendor's request. If NJPA grants a fifth -year extension, it may also terminate the
contract (or cause it to expire) within the fifth year if the extended contract is replaced by
a resolicited or newly solicited contract. In exigent circumstances, NJPA may petition
NJPA's Board of Directors to extend the contract term beyond five years. This rarely used
procedure should be employed only to avoid a gap in contract coverage while a replacement
contract is being solicited;
3.11.2 Offer and apply any applicable technological advances throughout the term of a contract
resulting from this RFP;
3.11.3 Deliver "Value Added" aspects of the company, equipment/products and services as
defined in the "Proposer's Response";
3.11.4 Deliver a wide spectrum of solutions to meet the needs and requirements of NJPA and
NJPA Member agencies; and
3.11.5 Award an exclusive contract to the most responsive and responsible vendor when it is
deemed to be in the best interest of NJPA and the NJPA Member agencies.
3.12 Exclusive or Multiple Awards: Based on the scope of this RFP and on the responses received, NJPA
may award either an exclusive contract or multiple contracts. In some circumstances, a single national
supplier may best meet the needs of NJPA Members; in other situations, multiple vendors may be in the
best interests of NJPA and the NJPA Members and preferred by NJPA to provide the widest array of
solutions to meet the member agency's needs. NJPA retains sole discretion to determine which approach is
in the best interests of NJPA Member agencies.
3.13 Non -Manufacturer Awards: NJPA reserves the right to make an award under this RFP to a non -
manufacturer or dealer/distributor if such action is in the best interests of NJPA and its Members.
3.14 Manufacturer as a Proposer: If the Proposer is a manufacturer or wholesale distributor, the response
received will be evaluated on the basis of a response made in conjunction with that manufacturer's
authorized dealer network. Unless stated otherwise, a manufacturer or wholesale distributor Proposer is
assumed to have a documented relationship with their dealer network where that dealer network is informed
of, and authorized to accept, purchase orders pursuant to any Contract resulting from this RFP on behalf of
the manufacturer or wholesale distributor Proposer. Any such dealer will be considered a sub -contractor of
the Proposer/Vendor. The relationship between the manufacturer and wholesale distributor Proposer and
its dealer network may be proposed at the time of the submission if that fact is properly identified.
3.15 Dealer/Reseller as a Proposer: If the Proposer is a dealer or reseller of the products and/or services
being proposed, the response will be evaluated based on the Proposer's authorization to provide those
products and services from their manufacturer. When requested by NJPA, Proposers must document their
authority to offer those products and/or services.
E. SCOPE OF THIS RFP
3.16 Scope: The scope of this RFP is to award a contract to a qualifying vendor defined as a manufacturer,
provider, or dealer/distributor, established as a Proposer, and deemed responsive and responsible through
our open and competitive proposal process. Vendors will be awarded contracts based on the proposal and
responders demonstrated ability to meet the expectations of the RFP and demonstrate the overall highest
valued solutions which meet and/or exceed the current and future needs and requirements of NJPA and its
Member agencies nationally within the scope of [ VEHICLES, CARS, VANS, SUVs, AND LIGHT
TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES.1
3.17 Additional Scope Definitions: For purposes of the scope of this solicitation:
3.17.1 In addition to VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED
EQUIPMENT, ACCESSORIES, AND SERVICES, this solicitation should be read to include, but
not to be limited to:
3.17.1.1 Automobile Category: mini, subcompact, compact, coupe, sedan, gas, diesel,
hybrid, electric, alternative fuel
Utility Category: two -wheel drive, four-wheel drive, gas, diesel, hybrid, electric,
alternative fuel
Van Category: cargo, passenger, gas, diesel, hybrid, electric, alternative fuel
31
Police, Safety and Rescue Category: mini, subcompact, compact, coupe, sedan, van, utility,
truck, motorcycle, gas, diesel, hybrid, electric, alternative fuel
Truck Category: half ton, three-quarter ton, one ton, gas, diesel, hybrid, electric, alternative
fuel.
3.17.2 NJPA reserves the right to limit the scope of this solicitation for NJPA and current and
potential NJPA member agencies.
3.17.2.1 RFP respondents may include in their response vehicles that are larger than the
vehicles listed in Section 3.17.1.1 above, provided that these offerings are merely
complementary to the respondent's primary offering.
Respondents may include "related equipment, accessories, and services" in their response
to the extent that these solutions are an incidental portion of their proposal. The primary
focus of this solicitation is on vehicles, cars, vans, SUVs, and light trucks and not on a
respondent's ability to provide turnkey solutions by upfitting for a particular purpose.
This RFP should NOT be construed to include responses that contain school buses or
city transit vehicles. Any portions of a response including such solutions will be
disregarded.
3.18 Overlap of Scope: When considering equipment/products/services, or groups of equipment/
products/services submitted as a part of your response, and whether inclusion of such will fall within a
"Scope of Proposal," please consider the validity of an inverse statement.
3.18.1 For example, pencils and post -it -notes can generally be classified as office supplies and
office supplies generally include pencils and post -it -notes.
3.18.2 In contrast, computers (PCs and peripherals) can generally be considered office supplies;
however, the scope of office supplies does not generally include computer servers and
infrastructure.
3.18.3 In conclusion: With this in mind, individual products and services must be examined
individually by NJPA, from time to time and in its sole discretion, to determine their
compliance and fall within the original "Scope" as intended by NJPA.
3.19 Best and Most Responsive — Responsible Proposer: It is the intent of NJPA to award a Contract to
the best and most responsible and responsive Proposer(s) offering the best overall quality and selection of
equipment/products and services meeting the commonly requested specifications of the NJPA and NJPA
Members, provided the Proposer's Response has been submitted in accordance with the requirements of
this RFP. Qualifying Proposers who are able to anticipate the current and future needs and requirements
of NJPA and NJPA member agencies; demonstrate the knowledge of any and all applicable industry
standards, laws and regulations; and possess the willingness and ability to distribute, market to and service
NJPA Members in all 50 states are preferred. NJPA requests proposers submit their entire product line as
it applies and relates to the scope of this RFP.
3.20 Sealed Proposals: NJPA will receive sealed proposal responses to this RFP in accordance with
accepted standards set forth in the Minnesota Procurement Code and Uniform Municipal Contracting Law.
Awards may be made to responsible and responsive Proposers whose proposals are determined in writing
to be the most advantageous to NJPA and its current or qualifying future NJPA Member agencies.
3.21 Use of Contract: Any Contract resulting from this solicitation shall be awarded with the understanding
that it is for the sole convenience of NJPA and its Members. NJPA and/or its members reserve the right to
7
obtain like equipment/products and services solely from this contract or from another contract source of
their choice or from a contract resulting from their own procurement process.
3.22 Awarded Vendor's interest in a contract resulting from this RFP: Awarded Vendors will be able
to offer to NJPA, and current and potential NJPA Members, only those products/equipment and services
specifically awarded on their NJPA Awarded Contract(s). Awarded Vendors may not offer as "contract
compliant," products/equipment and services which are not specifically identified and priced in their NJPA
Awarded Contract.
3.23 Sole Source of Responsibility- NJPA desires a "Sole Source of Responsibility" Vendor. This means
that the Vendor will take sole responsibility for the performance of delivered equipment/products/ services.
NJPA also desires sole responsibility with regard to:
3.23.1 Scope of Equipment/Products/Services: NJPA desires aprovider for the broadest possible
scope of products/equipment and services being proposed over the largest possible geographic area
and to the largest possible cross-section of NJPA current and potential Members.
3.23.2 Vendor use of sub -contractors in sourcing or delivering equipment/product/services: NJPA
desires a single source of responsibility for equipment/products and services proposed. Proposers are
assumed to have sub -contractor relationships with all organizations and individuals whom are external to
the Proposer and are involved in providing or delivering the equipment/products/services being proposed.
Vendor assumes all responsibility for the equipment/products/services and actions of any such Sub -
Contractor. Suggested Solutions Options include:
3.24.1 Multiple solutions to the needs of NJPA and NJPA Members are possible. Examples could
include:
3.24.1.1 Equipment/Products Only Solution: Equipment/Products Only Solution may be
appropriate for situations where NJPA or NJPA Members possess the ability, either in-
house or through local third party contractors, to properly install and bring to operation
those equipment/products being proposed.
3.24.1.2 Turn -Key Solutions: A Turn -Key Solution is a combination of
equipment/products and services that provides a single price for equipment/products,
delivery, and installation to a properly operating status. Generally this is the most desirable
solution because NJPA and NJPA Members may not possess, or desire to engage,
personnel with the necessary expertise to complete these tasks internally or through other
independent contractors
3.24.1.3 Good, Better, Best: Where appropriate and properly identified, Proposers may
offer the choice "of good, better, best" multiple -grade solutions to meet NJPA Members'
needs.
3.24.1.4 Proven — Accepted — Leading -Edge Technology: Where appropriate and
properly identified, Proposers may provide a spectrum of technology solutions to
complement or enhance the proposed solutions to meet NJPA Members' needs.
3.24.2 If applicable, Contracts will be awarded to Proposer(s) able to deliver a proposal meeting
the entire needs of NJPA and its Members within the scope of this RFP. NJPA prefers Proposers
submit their complete product line of products and services described in the scope of this RFP.
NJPA reserves the right to reject individual, or groupings of specific equipment/products and
services proposals as a part of the award.
3.25 Geographic Area to be Proposed: This RFP invites proposals to provide VEHICLES, CARS, VANS,
SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES Ito
NJPA and NJPA Members throughout the entire United States and possibly internationally. Proposers will
be expected to express willingness to explore service to NJPA Members located abroad; however the lack of
ability to serve Members outside of the United States will not be cause for non -award. The ability and
willingness to serve Canada, for instance, will be viewed as a value-added attribute.
3.26 Contract Term: At NJPA's option, a Contract resulting from this RFP will become effective either
on the date awarded by the NJPA Board of Directors or on the day following the expiration date of an
existing NJPA procurement contract for the same or similar product/equipment and services.
3.26.1 NJPA is seeking a Contract base term of four years as allowed by Minnesota Contracting
Law. Full term is expected. However, one additional one-year renewal/extension may be offered
by NJPA to Vendor beyond the original four year term if NJPA deems such action to be in the best
interests of NJPA and its Members. NJPA reserves the right to conduct periodic business reviews
throughout the term of the contract.
3.27 Minimum Contract Value: NJPA anticipates considerable activity resulting from this RFP and
subsequent award; however, no commitment of any kind is made concerning actual quantities to be
acquired. NJPA does not guarantee usage. Usage will depend on the actual needs of the NJPA Members
and the value of the awarded contract.
3.28 [This section is intentionally blank.]
3.29 Contract Availability: This Contract must be available to all current and potential NJPA Members
who choose to utilize this NJPA Contract to include all governmental and public agencies, public and
private primary and secondary education agencies, and all non-profit organizations nationally.
3.30 Proposer's Commitment Period: In order to allow NJPA the opportunity to evaluate each proposal
thoroughly, NJPA requires any response to this solicitation be valid and irrevocable for ninety (90) days
after the date proposals are opened.
F. EXPECTATIONS FOR EQUIPMENT/PRODUCTS AND SERVICES BEING PROPOSED
3.31 Industry Standards: Except as contained herein, the specifications or solutions for this RFP
shall be those accepted guidelines set forth by the VEHICLES, CARS, VANS, SUVs, AND LIGHT
TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES industry, as they are
generally understood and accepted within that industry across the nation. Submitted products/equipment,
related services and accessories, and their warranties and assurances are required to meet and/or exceed all
current, traditional and anticipated standards, needs, expectations, and requirements of NJPA and its
Members.
3.31.1 Deviations from industry standards must be identified by the Proposer and
explained how, in their opinion, the equipment/products and services they propose will render
equivalent functionality, coverage, performance, and/or related services. Failure to detail all such
deviations may comprise sufficient grounds for rejection of the entire proposal.
3.31.2 Technical Descriptions/Specifications. Excessive technical descriptions and specifications
that unduly enlarge the proposal response may cause NJPA to reduce the evaluation points awarded
on Form G. Proposers must supply sufficient information to:
3.31.2.1 demonstrate the Proposer's knowledge of industry standards and Member agency
needs and expectations;
I
3.31.2.2 identify the equipment/products and services being proposed as applicable to the
needs and expectations of NJPA Member agencies; and
3.31.2.3 differentiate equipment/products and services from other industry manufacturers and
providers.
3.32 New Current Model Equipment/Products: Proposals submitted shall be for new, current model
equipment/products and services with the exception of certain close-out products allowed to be offered on
the Proposer's "Hot List" described herein.
3.33 Compliance with laws and standards: All items supplied on this Contract shall comply with any
current applicable safety or regulatory standards or codes.
3.34 Delivered and operational: Products/equipment offered herein are to be proposed based upon being
delivered and operational at the NJPA Member's site. Exceptions to "delivered and operational" must be
clearly disclosed in the "Total Cost of Acquisition" section of the proposal.
3.35 Warranty: The Proposer warrants that all products, equipment, supplies, and services delivered under
this Contract shall be covered by the industry standard or better warranty. All products and equipment
should carry a minimum industry standard manufacturer's warranty that includes materials and labor. The
Proposer has the primary responsibility to submit product specific warranty as required and accepted by
industry standards. Dealer/Distributors agree to assist the purchaser in reaching a solution in a dispute over
warranty's terms with the manufacturer. Any manufacturer's warranty that is effective past the expiration
of the warranty will be passed on to the NJPA member. Failure to submit a minimum warranty may result
in non -award.
3.36 Additional Warrants: The Proposer warrants that all products/equipment and related services
furnished hereunder will be free from liens and encumbrances; defects in design, materials, and
workmanship; and will conform in all respects to the terms of this RFP including any specifications or
standards. In addition, Proposer/Vendor warrants the products/equipment and related services are suitable
for and will perform in accordance with the ordinary use for which they are intended.
G. SOLUTIONS -BASED SOLICITATION
3.37 The NJPA solicitation and contract award process is not based on detailed specifications. Instead, this
RFP is a "Solutions -Based Solicitation." NJPA expects respondents to understand and anticipate the current
and future needs of NJPA and its members—within the scope of this RFP—and to propose solutions that
are commonly desired or required by law or industry standards. Proposal will be evaluated in part on your
demonstrated ability to meet or exceed the needs and requirements of NJPA and our member agencies
within the defined scope of this RFP.
3.38 While NJPA does not typically provide product and service specifications, the RFP may contain scope
refinements and industry -specific questions. Where specific items are specified, those items should be
considered the minimum required, which the proposal can exceed in order to meet Members' needs. NJPA
may award all of the respondent's proposal or may limit the award to a subset of the proposal.
4 INSTRLWTI _1NS FOR PR1,11 IZINN '(_)I1ll1 PROPOSAL
A. INQUIRY PERIOD
4_1 The inquiry period begins on the date of first advertisement and continues until to the Deadline for
Submission." RFP packages will be distributed to potential Vendors during the inquiry period.
B. PRE -PROPOSAL CONFERENCE
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4_2 A pre -proposal conference will be held at the date and time specified in the timeline on page one of this
RFP. Conference information will be sent to all potential Proposers, and attendance is optional. The purpose
of this conference is to allow potential Proposers to ask questions regarding this RFP and NJPA's
competitive contracting process. Only answers issued in writing by NJPA to questions asked before or
during the pre -proposal conference are binding on the parties to an awarded contract.
C. IDENTIFICATION OF KEY PERSONNEL
4_3 Awarded Vendors will designate one senior staff member to represent the Vendor to NJPA. This contact
person will correspond with members for technical assistance, questions, or concerns that may arise,
including instructions regarding different contacts for different geographical areas or product lines.
4_4 These designated individuals should also act as the primary contact for marketing, sales, and any other
area deemed essential by the Proposer and NJPA.
D. PROPOSER'S EXCEPTIONS TO TERMS AND CONDITIONS
4_5 Any exceptions, deviations, or contingencies regarding this RFP that a Proposer requests must be
documented on Form C, Exceptions To Proposal, Terms, Conditions And Solutions Request.
4_6 Exceptions, deviations or contingencies requested in the Proposer's response, while possibly necessary
in the view of the Proposer, may result in lower scoring or disqualification of a proposal.
E. PROPOSAL FORMAT
4_7 All Proposers must examine the entire RFP package to seek clarification of any item or requirement
that may not be clear and to check all responses for accuracy before submitting a proposal.
4_8 All proposals must be properly labeled and sent to "The National Joint Powers Alliance, 202 12th Street
NE Staples, MN 56479."
4_9 All proposals must be physically delivered to NJPA at the above address with all required hard copy
documents and signature forms/pages inserted as loose pages at the front of the Vendor's response. The
proposal must include these items.
4.9.1 Hard copy original of completed, signed, and dated Forms C, D, F; hard copy of the signed
signature -page only from Forms A and P from this RFP;
4.9.2 Signed hard copies of all addenda issued for the RFP;
4.9.3 Hard copy of Certificate of Insurance verifying the coverage identified in this RFP; and
4.9.4 A complete copy of your response on a flash drive (or other approved electronic
means). The electronic copy must contain completed Forms A, B, C, D, F, and P, your statement
of products and pricing (including apparent discount), and all appropriate attachments. In order to
ensure that your full response is evaluated, you must provide an electronic version of any material
that you provide in a hard copy format.
As a public agency, NJPA's proposals, responses, and awarded contracts are a matter of public
record, except for such data that is classified as nonpublic. Accordingly, public data is available for
review through a properly submitted public records request. To redact nonpublic information from
your proposal (under Minnesota Statute §13.37), you must make your request within thirty (30)
days of the contract award or non -award date.
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4.10 All Proposal forms must be submitted in English and must be legible. All appropriate forms must be
executed by an authorized signatory of the Proposer. Blue ink is preferred for signatures.
4.11 Proposal submissions should be submitted using the electronic forms provided. Proposers that use
alternative documents are responsible for ensuring that the content is substantially similar to the NJPA form
and that the document is readable by NJPA.
4.12 The Proposer must ensure that the proposal is in the physical possession of NJPA before the submission
deadline.
4.12.1 Proposals must be submitted in a sealed envelope or box properly addressed to NJPA and
prominently identifying the proposal number, proposal category name, the message "Hold for
Proposal Opening," and the deadline for proposal submission. NJPA is not responsible for
untimely proposals. Proposals received by the deadline for proposal submission will be opened
and the name of each Proposer and other appropriate information will be publicly read.
4.13 Proposers are responsible for checking directly with the NJPA website for any addendums to this RFP.
Addendums to this RFP can change the terms and conditions of the RFP, including the proposal submission
deadline.
F. QUESTIONS AND ANSWERS ABOUT THIS RFP
4.14 Upon examination of this RFP document, Proposer should promptly notify NJPA of any ambiguity,
inconsistency, or error they may discover. Interpretations, corrections, and changes to this RFP will be
considered by NJPA through a written addendum. Interpretations, corrections, or changes that are made in
any other manner are not binding, and Proposers must not rely on them.
4.15 Submit all questions about this RFP, in writing, referencing VEHICLES, CARS, VANS, SUVs, AND
LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES to Jonathan Yahn
at NJPA 202 12th Street NE, Staples, MN 56479 or to RFP@njpacoop.org. You may also call Jonathan
Yahn at (218) 895-4144. NJPA urges potential Proposers to communicate all concerns well in advance of
the submission deadline to avoid misunderstandings. Questions received within seven (7) days before the
submission deadline generally cannot be answered. NJPA may, however, field purely procedural questions,
questions about NJPA-issued addenda, or questions involving a Proposer withdrawing its response before
the RFP submission deadline.
4.16 If NPJA deems that its answer to a question has a material impact on other potential Proposers or on
the RFP itself, NJPA will create an addendum to this RFP.
4.17 If NJPA deems that its answer to a question merely clarifies the existing terms and conditions and does
not have a material impact on other potential Proposers or the RFP itself, no further documentation of that
question is required.
4.18 Addenda are written instruments issued by NJPA that modify or interpret the RFP. All addenda issued
by NJPA become a part of the RFP. Addenda will be delivered to all Potential Proposers using the same
method of delivery of the original RFP material. NJPA accepts no liability in connection with the delivery
of any addenda. Copies of addenda will also be made available on the NJPA website at www.njpacoop.org
(under "Current and Pending Solicitations") and from the NJPA offices. All Proposers must acknowledge
their receipt of all addenda in their proposal response.
4.19 Any amendment to a submitted proposal must be in writing and must be delivered to NJPA by the
RFP submission deadline.
4.20 through 4.21 [These sections are intentionally blank.]
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G. MODIFICATION OR WITHDRAWAL OF A SUBMITTED PROPOSAL
4.22 A submitted proposal must not be modified, withdrawn, or cancelled by the Proposer for a period of
ninety (90) days following the date proposals were opened. Before the deadline for submission of
proposals, any proposal submitted may be modified or withdrawn by notice to the NJPA Contracts and
Compliance Manager. Such notice must be submitted in writing and must include the signature of the
Proposer. The notice must be delivered to NJPA before the deadline for submission of proposals and must
be so worded as not to reveal the content of the original proposal. The original proposal will not be
physically returned to the potential Proposer until after the official proposal opening. Withdrawn
proposals may be resubmitted up to the time designated for the receipt of the proposals if they fully
conform with the proposal instructions.
H. PROPOSAL OPENING PROCEDURE
4.23 Sealed and properly identified responses for this RFP entitled VEHICLES, CARS, VANS, SUVs,
AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES will be
received by Jonathan Yahn, Contracts and Compliance Manager, at NJPA Offices, 202 12th Street NE,
Staples, MN 56479 until the deadline identified on page one of this RFP. All Proposal responses must be
submitted in a sealed package. The outside of the package must plainly identify VEHICLES, CARS, VANS,
SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES � and
the RFP number. To avoid premature opening, the Proposer must label the Proposal response properly.
NJPA documents the receipt of proposals by immediately time- and date -stamping them with an
atomic clock. At the time of the public opening, the NJPA Director of Contracts and Marketing or a
representative from the NJPA Proposal Evaluation Committee will read the Proposer's names aloud and
will determine whether each submission has met Level -1 responsiveness.
I. NJPA'S RIGHTS RESERVED
4.24 NJPA may exercise the following rights with regard to the RFP.
4.24.1 Reject any and all proposals received in response to this RFP;
4.24.2 Disqualify any Proposer whose conduct or proposal fails to conform to the requirements of this
RFP;
4.24.3 Duplicate without limitation all materials submitted for purposes of RFP evaluation, and
duplicate all public information in response to data requests regarding the proposal;
4.24.4 Consider and accept for evaluation a late modification of a proposal if 1) the proposal itself was
submitted on time, 2) the modifications were requested by NJPA, and 3) the modifications make the
terms of the proposal more favorable to NJPA or its members;
4.24.5 Waive any non -material deviations from the requirements and procedures of this RFP;
4.24.6 Extend the Contract, in increments determined by NJPA, not to exceed a total Contract term of
five years;
4.24.7 Cancel the Request for Proposal at any time and for any reason with no cost or penalty to NJPA;
4.24.8 Correct or amend the RFP at any time with no cost or penalty to NJPA. If NJPA corrects or
amends any segment of the RFP after submission of proposals and before the announcement of the
awarded Vendor, all proposers will be afforded a reasonable opportunity to revise their proposals in
order to accommodate the RFP amendment and the new submission dates. NJPA will not be liable for
any errors in the RFP or other responses related to the RFP; and
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4.24.9 Extend proposal due dates.
5 PRICING
5_1 NJPA requests that potential Proposers respond to this RFP only if they are able to offer a wide array
of products and services at lower prices and with better value than what they would ordinarily offer to a
single government agency, a school district, or a regional cooperative.
5_2 This RFP requests pricing for an indefinite quantity of products or related services with potential
national sales distribution and service. While most RFP categories represent significant sales opportunities,
NJPA makes no guarantees about the quantity of products or services that members will purchase. The
estimated annual value of this contract is $150 Million. Vendors are expected to anticipate additional
volume of potential government, education and non-profit agencies that would find value in a NJPA
national contract awarded by NJPA.
5_3 Regardless of the payment method selected by NJPA or an NJPA member, the total cost associated with
any purchase option of the products and services must always be disclosed in the proposal and at the time
of purchase.
5_4 All proposers must submit "Primary Pricing" in the form of either "Line -Item Pricing," or "Percentage
Discount from Catalog Pricing," or a combination of these pricing strategies. Proposers are also encouraged
to offer optional pricing strategies such as "Hot List," "Sourced Products," and "Volume Discounts," as
well as financing options such as leasing. All pricing documents should include a clear effective date.
A. LINE -ITEM PRICING
5_5 Line -item pricing is a pricing format in which individual products or services are offered at specific
Contract prices. Products or services are individually priced and described by characteristics such as
manufacture name, stock or part number, size, or functionality. This method of pricing may offer the least
amount of confusion, but Proposers with a large number of items may find this method cumbersome. In
these situations, a percentage discount from catalog or category pricing model may make more sense and
may increase the clarity of the contract pricing format.
5_6 All line -item pricing items must be numbered, organized, sectioned (including SKUs, when applicable),
and prepared to be easily understood by the Evaluation Committee and members.
5_7 Submit Line -Item Pricing items in an Excel spreadsheet format and include all appropriate identification
information necessary to discern the line item from other line items in each Responder's proposal.
5_8 Line -item pricing must be submitted to NJPA in a searchable spreadsheet format (e.g., Microsoft®
Excel®) in order to facilitate quickly finding any particular item of interest. For that reason, Proposers are
responsible for providing the appropriate product and service identification information along with the
pricing information that is typically found on an invoice or price quote for such product or services.
5_9 All products or services typically appearing on an invoice or price quote must be individually priced
and identified on the line -item price sheet, including any and all ancillary costs.
5.10 Proposers should provide both a published "List Price" as well as a "Proposed Contract Price" in their
pricing matrix. Published List Price will be the standard "quantity of one" price currently available to
government and educational customers, excluding cooperative and volume discounts.
B. PERCENTAGE DISCOUNT FROM CATALOG OR CATEGORY
5.11 This pricing model involves a specific percentage discount from a catalog or list price, defined as a
published Manufacturer's Suggested Retail Price (MSRP) for the products or services being proposed.
14
5.12 Individualized percentage discounts can be applied to any number of defined product groupings.
5.13 A percentage discount from MSRP may be applied to all elements identified in MSRP, including all
manufacturer options applicable to the products or services.
5.14 When a Proposer elects to use "Percentage Discount from Catalog or Category," Proposer will be
responsible for providing and maintaining current published MSRP with NJPA, and this pricing must be
included in its proposal and provided throughout the term of any Contract resulting from this RFP.
C. COST PLUS A PERCENTAGE OF COST
5.15 "Cost plus a percentage of cost" as a primary pricing mechanism is not desirable. It is, however,
acceptable for pricing sourced goods or services.
D. HOT LIST PRICING
5.16 Where applicable, a Vendor may opt to offer a specific selection of products or services, defined as
"Hot List" pricing, at greater discounts than those listed in the standard Contract pricing. All product and
service pricing, including the Hot List Pricing, must be submitted electronically in a format that is
acceptable to NJPA. Hot List pricing must be submitted in a line -item format. Products and services may
be added or removed from the Hot List at any time through an NJPA Price and Product Change Form.
5.17 Hot List program and pricing may also be used to discount and liquidate close-out and discontinued
products and services as long as those close-out and discontinued items are clearly labeled as such. Current
ordering process and administrative fees apply. This option must be published and made available to all
NJPA Members.
E. CEILING PRICE
5.18 Proposal pricing is to be established as a ceiling price. At no time may the proposed products or
services be offered under this Contract at prices above this ceiling price without a specific request and
approval by NJPA. Contract prices may be reduced at any time, for example, to reflect volume discounts
or to meet the needs of an NJPA Member.
5.19 [This section is intentionally blank.]
F. VOLUME PRICE DISCOUNTS / ADDITIONAL QUANTITIES
5.20 through 5.23 [These sections are intentionally blank.]
G. TOTAL COST OF ACQUISITION
5.24 The Total Cost of Acquisition for the equipment/products and related services being proposed,
including those payable by NJPA Members to either the Proposer or a third party, is the cost of the proposed
equipment/products product/equipment and related services delivered and operational for its intended
purpose in the end -user's location. For example, if you are proposing equipment/products FOB Proposer's
dock, your proposal should reflect that the contract pricing does not provide for delivery beyond Proposer's
dock, nor any set-up activities or costs associated with those delivery or set-up activities. Any additional
costs for delivery and set-up should be clearly disclosed. In contrast, a proposal could state that there are
no additional costs of acquisition if the product is delivered to and operational at the end -user's location.
H. SOURCED GOOD or OPEN MARKET ITEM
15
5.25 A Sourced Good or an Open Market Item is a product that a member wants to buy under contract that
is not currently available under the Vendor's NJPA contract. This method of procurement can be satisfied
through a contract sourcing process. Sourcing options serve to provide a more complete contract solution
to meet our members' needs. Sourced items are generally deemed incidental to the total transaction or
purchase of contract items.
5.26 NJPA or NJPA Members may request products, equipment, and related services that are within the
related scope of this RFP, even if they are not included in an awarded Vendor's line -item price list or
catalog. These items are known as Sourced Goods or Open Market Items.
5.27 An awarded Vendor may source such items to the extent that the items are identified as "Sourced
Products/Equipment" or "Open Market Items" on any quotation issued in reference to an NJPA awarded
contract, and that this information is provided to either NJPA or an NJPA Member. NJPA is not responsible
for determining whether a Sourced Good is an incidental portion of the overall purchase or whether a
Member is able to consider a Sourced Good a purchase under an NJPA contract.
5.28 "Cost plus a percentage" pricing is an acceptable option in pricing of Sourced Goods.
L PRODUCT & PRICE CHANGES
5.29 Awarded Vendors may request product or service changes, additions, or deletions at any time
throughout the contract term. All requests must be made in written format by completing the NJPA Price
and Product Change Request Form (located at the end of this RFP and on the NJPA website), signed by an
authorized Vendor representative. All changes are subject to review and approval by NJPA. Submit your
requests through email to your assigned Contract Manager and to PandP@njpacoop.org.
5.30 NJPA will determine whether the request is both within the scope of the original RFP and in the best
interests of NJPA and NJPA Members. Approved Price and Product Change Request Forms will be returned
to the Vendor contact through email.
5.31 The Vendor must 1) complete this change request form and individually list or attach all items subject
to change, 2) provide a sufficiently detailed explanation and documentation for the change, and 3) include
a compete restatement of pricing document in appropriate format (preferably Excel). The pricing document
must identify all products and services being offered and must conform to the following NJPA product and
price change naming convention: (Vendor Name) (NJPA Contract 9) (effective pricing date); for example,
"COMPANY 012411-CPY effective 02-12-2016."
5.32 The new pricing restatement must include all products and services offered, even for those items
whose pricing remains unchanged, and must include a new effective date on the pricing documents. This
requirement reduces confusion by providing a single, current pricing sheet for each vendor and creates a
historical record of pricing.
5.33 ADDITIONS. New products and related services may be added to a Contract resulting from this RFP
at any time during that Contract term to the extent that those products and related services are within the
scope of this RFP. Allowable new products and related services generally include updated models of
products and enhanced services that reflect new technology and improved functionality.
5.34 DELETIONS. New products and related services may be deleted from a contract if an item is no
longer available.
5.35 PRICE CHANGES. A Vendor may request pricing changes by providing reasonable justification for
the change. For example, a request for a 3% increase in a product line that relies heavily on petroleum
products may be reasonable if the raw cost of required petroleum products has increased substantially.
Conversely, a request for a 3% increase in prices based only on a 3% increase in a cost -of -living index may
be considered unreasonable. Although NJPA is sensitive to the possibility of fluctuations in raw material
16
costs, prospective Vendors should make every reasonable attempt to account for normal cost changes by
proposing pricing that will be effective throughout the duration of the four-year Contract.
5.35.1 Price decreases: NJPA expects Vendors to propose their very best prices and anticipates
price reductions that are due to advancement in technology and marketplace efficiencies.
5.35.2 Price increases: A Vendor must include reasonable documentation for price -increase
requests, along with both current and proposed pricing. Appropriate documentation should be
attached to the Price and Product Change Request Form, including letters from suppliers
announcing price increases. Price increases must not exceed the industry standard.
5.36 through 5.37 [These sections are intentionally blank.]
5.38 Proposers representing multiple manufacturers, or carrying multiple related product lines may also
request the addition of new manufacturers or product lines to their Contract to the extent they remain within
the scope of this RFP.
5.39 through 5.43 [These sections are intentionally blank.]
K. SALES TAX
5.44 Sales and other taxes should not be included in the prices quoted. The Vendor will charge state and
local sales and other applicable taxes on items for which a valid tax -exemption certification has not been
provided. Each NJPA Member is responsible for providing verification of tax-exempt status to the Vendor.
When ordering, NJPA Members must indicate that they are tax-exempt entities. Except as set forth herein,
no party is responsible for taxes imposed on another party as a result of or arising from the transactions
under a Contract resulting from this RFP.
L. SHIPPING
5.45 Shipping costs can constitute a significant portion of the overall cost of procurement. Consequently,
significant weight will be given to the quality of a prospective Vendor's shipping program. Shipping
charges should reasonably reflect the actual cost of shipping. NJPA understands that Vendors may use other
shipping cost methods for simplicity or for transparency. But to the extent that shipping costs are determined
to disproportionately increase a Vendor's profit, NJPA may reduce the points awarded in the "Pricing"
criteria.
5.46 through 5.47 [These sections are intentionally blank.]
5.48 All shipping and restocking fees must be identified in the price program. Certain industries providing
made-to-order products may not allow returns. Proposals will be evaluated not only on the actual costs of
shipping, but on the relative flexibility extended to NJPA Members relating to restocking fees, shipping
errors, customized shipping requirements, the process for rejecting damaged or delayed shipments, and
similar subjects.
5.49 through 5.50 [These sections are intentionally blank.]
5.51 Delivered products must be properly packaged. Damaged products may be rejected. If the damage is
not readily apparent at the time of delivery, the Vendor must permit the products to be returned within a
reasonable time at no cost to NJPA or NJPA Member. NJPA and NJPA Members reserve the right to inspect
the products at a reasonable time subsequent to delivery where circumstances or conditions prevent
effective inspection of the products at the time of delivery.
5.52 The Vendor must deliver Contract -conforming products in each shipment and may not substitute
products without the express approval from NJPA or the NJPA Member.
17
5.53 NJPA reserves the right to declare a breach of Contract if the Vendor intentionally delivers substandard
or inferior products that are not under Contract and described in its paper or electronic price lists or sourced
upon request of any Member under this Contract. In the event of the delivery of nonconforming products,
the NJPA Member will notify the Vendor as soon as possible and the Vendor will replace nonconforming
products with conforming products that are acceptable to the NJPA member.
5.54 Throughout the term of the Contract, Proposer agrees to pay for return shipment on products that arrive
in a defective or inoperable condition. Proposer must arrange for the return shipment of the damaged
products.
S lIL^",VAIXATION �_ F PROPOSALS
A. PROPOSAL EVALUATION PROCESS
6_1 The NJPA proposal evaluation committee will evaluate proposals received based on a 1,000 point
evaluation system. The committee establishes both the evaluation criteria and designates the relative weight
of each criterion by assigning possible scores for each category on Form G of this RFP. The committee
may adjust the relative weight of the criteria for each RFP. (For example, if the "Warranty" criterion does
not apply to a particular RFP, the points normally awarded under "Warranty" may be used to increase the
number of potential points in another evaluation category or categories.) The "Pricing" criterion will contain
at least a plurality of points for every RFP.
6_2 NJPA uses a scoring system that gives primary importance to "Pricing." But pricing includes more than
just the absolute lowest initial cost of purchasing, for example, a particular product. Other considerations
include the total cost of the acquisition and whether the Proposer's offering represents the best value. The
evaluation committee may consider such factors as life -cycle costs, total cost of ownership, quality, and the
suitability of an offering in meeting NJPA Members' needs. Pricing points may be awarded based on pricing
clarity and ease of use. NJPA may also award points based on whether a response contains exceptions,
exclusions, or limitations of liabilities.
6_3 The NJPA Board of Directors will consider making awards to the selected Proposer(s) based on the
recommendations of the proposal evaluation committee. To qualify for the final evaluation, a Proposer
must have been deemed responsive as a result of the criteria set forth under "Proposer Responsiveness,"
found just below.
B. PROPOSER RESPONSIVENESS
6_4 All responses are evaluated for Level -One and Level -Two Responsiveness. If a response does not
substantially conform to substantially all of the terms and conditions in the solicitation, or if it requires
unreasonable exceptions, it may be considered nonresponsive.
6_5 All proposals must contain suitable responses to the questions in the proposal forms. The following
requirements must be satisfied in order to meet Level -One Responsiveness, which is typically ascertained
on the proposal opening date. If these standards are not met, your response may be disqualified as
nonresponsive.
6_6 Level -One Responsiveness means that the response
6.6.1 is received before the deadline for submission or it will be returned unopened;
6.6.2 is properly addressed and identified as a sealed proposal with a specific RFP number and
an opening date and time;
M'?
6.6.3 contains a pricing document (with apparent discounts) and all other forms fully completed,
even if "not applicable" is the answer;
6.6.4 includes the original (hard copy) completed, dated, and signed RFP forms C, D, and F. In
addition, the response must include the hard -copy signed signature page only from RFP
Forms A and P and, if applicable, all signed addenda that have been issued in relation to
this RFP;
6.6.5 contains an electronic (CD, flash drive, or other suitable) copy of the entire response; and
6_7 Level -Two Responsiveness (including whether the response is within the RFP's scope) is determined
while evaluating the remaining items listed under Proposal Evaluation Criteria below. These items are not
arranged in order of importance. Each item draws from multiple questions, and a Proposer's responses may
affect scoring in multiple evaluation criteria. For example, the answers to Industry -Specific Questions may
help determine scoring relative to a Proposer's marketplace success, ability to sell and service nationwide,
and financial strength. Any questions not answered without an explanation will likely result in a loss of
points and may lead to a nonaward if the proposal evaluation committee cannot effectively review your
response.
C. PROPOSAL EVALUATION CRITERIA
6_8 Forms A and P include a series of questions that address the following categories:
6.8.1 Company Information and Financial Strength
6.8.2 Industry Requirements and Marketplace Success
6.8.3 Ability to Sell and Deliver Service Nationwide
6.8.4 Marketing Plan
6.8.5 Other Cooperative Procurement Contracts
6.8.6 Value -Added Attributes
6.8.7 Payment Terms and Financing Options
6.8.8 Warranty
6.8.9 Equipment/Products/Services
6.8.10 Pricing and Delivery
6.8.11 Industry -Specific Questions
6_9 [This section is intentionally blank.]
D. OTHER CONSIDERATIONS
6.10 In evaluating RFP responses, NJPA has no obligation to consider information that is not provided in
the Proposer's response. NJPA may, however, consider additional information outside the Proposer's
response. This research may include such sources as the Proposer's website, industry publications, listed
references, and user interviews.
6.11 NJPA may organize RFP responses into separate classes or subcategories, depending on the range of
responses. For example, NJPA might receive numerous submissions for "Widgets and Related Products
and Services." NJPA may organize these responses into subcategories, such as manufacturers of fully
operational Widgets, manufacturers of component parts for Widgets, and providers of parts and service for
Widgets. NJPA reserves the right to award Proposers in some or all of such subcategories without regard
to the evaluation score given to Proposers in another subcategory. This specifically allows NJPA to award
19
Vendors that might not have, for instance, the breadth of products of Proposers in another subcategory, but
that nonetheless meet a substantial and articulated need of NJPA Members.
6.12 [This section is intentionally blank.]
6.13 NJPA reserves the right to request and test equipment/products and related services and to seek
clarification from Proposers. Before the Contract award, the Proposer must furnish the requested
information within three (3) days (or within another agreed -to time frame) or provide an explanation for
the delay along with a requested time frame for providing the requested information. Proposers must make
reasonable efforts to supply test products promptly. All Proposer products remain the property of the
Proposer, and NJPA will return such products after the evaluation process. NJPA may make provisional
contract awards, subject to a Proposer's proper response to a request for information or products.
6.14 A Proposer's past performance under previously awarded contracts to schools, governmental agencies,
and not-for-profit entities is relevant in evaluating a Proposer's current response. Past performance includes
the Proposer's record of conforming to published specifications and to standards of good workmanship, as
well as the Proposer's history for reasonable and cooperative behavior and for commitment to Member
satisfaction. Incumbency as an awarded Vendor does not, by itself, merit positive consideration for a future
Contract award.
6.15 NJPA reserves the right to reject any or all proposals.
E. COST COMPARISON
6.16 NJPA may use a variety of evaluation methods, including cost comparisons of specific products. NJPA
reserves the right to use this process when the proposal evaluation committee determines that this will help
to make a final determination.
6.17 This direct cost comparison process will award points for being low to high Proposer for each cost
evaluation item selected. A "Market Basket" of identical (or substantially similar) equipment/products and
related services may be selected by the proposal evaluation committee, and the unit cost will be used as a
basis for determining the point value. NJPA will select the "Market Basket" from all appropriate product
categories as determined by NJPA.
F. MARKETING PLAN
6.18 A Proposer's marketing plan is a critical component of the RFP response. An awarded Vendor's sales
force will likely be the primary source of communication with NJPA Members and will directly affect the
contract's success. Marketing success depends on communicating the contract's value, knowing the
contract thoroughly, and communicating the proper use of contracted products and services to the end
user. Much of the success and sales reward is a direct result of the commitment to the contract by the
awarded Vendor's sales teams. NJPA reserves the right to deem a Proposer Level -Two nonresponsive or
not to award a contract based on an unacceptable or incomplete marketing plan.
6.19 NJPA marketing expectations include the following components.
6.19.1 An awarded Vendor must demonstrate the ability to deploy a national sales force or dealer
network. The best RFP responses demonstrate the ability to sell, deliver, and service products
through acceptable distribution channels to NJPA members in all 50 states. Proposers' responses
should fully demonstrate their sales and service capabilities, should outline their national sales force
network (both numerically geographically), and should describe their method of distribution of the
offered products and related services. Service may be independent of the product sales pricing, but
NJPA encourages related services to be a part of Proposers' response. Despite its preference for
awarding contracts to Vendors that demonstrate nationwide sales and service, NJPA reserves the
right to award contracts that meet specific Member needs locally or regionally.
20
6.19.2 Proposers are invited to demonstrate their ability to successfully market, promote, and
communicate the benefits of an NJPA contract to current and potential Members nationwide. NJPA
desires a marketing plan that communicates the value of the contract to as many Members as
possible.
6.19.3 Proposers are expected to be receptive to NJPA trainings. Awarded Vendors must provide
an appropriate training venue for both management and the sales force. NJPA commits to providing
training on all aspects of communicating the value of the awarded contract, including the authority
of NJPA to offer the contract to its Members, the value and utility the contract delivers to NJPA
Members, the scope of NJPA Membership, the authority of Members to use NJPA procurement
contracts, the preferred marketing and sales methods, and the successful use of specific business
sector strategies.
6.19.4 Awarded Vendors are expected to demonstrate a commitment to fully embrace the NJPA
contract. Proposers should identify both the appropriate levels of sales management and sales force
that will need to understand the value of the NJPA contract, as well as the internal procedures
needed to deliver the appropriate messaging to NJPA Members. NJPA will provide a general
schedule and a variety of methods describing when and how those individuals should be trained.
6.19.5 Proposers should outline their proposed involvement in promoting an NJPA contract through
applicable industry trade show exhibits and related customer meetings. Proposers are encouraged
to consider participation with NJPA at NJPA-endorsed national trade shows.
6.19.6 Proposers must exhibit the willingness and ability to actively market and develop contract -
specific marketing materials including the following items.
6.19.6.1 Complete Marketing Plan. Proposers must submit a marketing plan outlining
how they will launch the NJPA contract to current and potential NJPA Members. NJPA
requires awarded Vendors to embrace and actively promote the contract in cooperation
with the NJPA.
6.19.6.2 Printed Marketing Materials. Awarded Vendors will produce and maintain full
color print advertisements in camera-ready electronic format, including company logos and
contact information to be used in the NJPA directory and other approved marketing
publications.
6.19.6.3 Contract announcements and advertisements. Proposers should outline in the
marketing plan their anticipated contract announcements, advertisements in industry
periodicals, and other direct or indirect marketing activities promoting the awarded NJPA
contract.
6.19.6.4 Proposer's Website. Proposers should identify how an awarded Contract will be
displayed and linked on the Proposer's website. An online shopping experience for NJPA
Members is desired whenever possible.
6.19.7 An NJPA Vendor contract launch will be scheduled during a reasonable time frame after the
award and held at the NJPA office in Staples, MN unless the Vendor and NJPA agree to a different
location.
6.20 Proposer shall identify their commitment to develop a sales/communication process to facilitate NJPA
membership and establish status of current and potential agencies/members. Proposer should further
express their commitment to capturing sufficient member information as is deemed necessary by NJPA.
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G. CERTIFICATE OF INSURANCE
6.21 Proposers must provide evidence of liability insurance coverage identified below in the form of a
Certificate of Insurance (COI) or an ACORD binder form with their proposal. Upon an award issued under
this RFP and before the execution of any commerce relating to such award, the awarded Vendor must
provide verification, in the form of a Certificate of Insurance, identifying the coverage required below and
identifying NJPA as a "Certificate Holder." The Vendor must maintain such insurance coverage at its own
expense throughout the term of any contract resulting from this solicitation.
6.22 Any exceptions or assumptions to the insurance requirements must be identified on Form C of this
RFP. Exceptions and assumptions will be considered as part of the evaluation process. Any exceptions or
assumptions that Proposers submit must be specific. If a Proposer does not include specific exceptions or
assumptions when submitting the proposal, NJPA will typically not consider any additional exceptions or
assumptions during the evaluation process. Upon contract award, the awarded Vendor must provide the
Certificate of Insurance identifying the coverage as specified.
6.23 Insurance Liability Limits. The awarded Vendor must maintain, for the duration of its contract, S1.5
million in general liability insurance coverage or general liability insurance in conjunction with an umbrella
for a total combined coverage of S1.5 million. Work on the Contract will not begin until after the awarded
Vendor has submitted acceptable evidence of the required insurance coverage. Failure to maintain any
required insurance coverage or an acceptable alternative method of insurance will be deemed a breach of
contract.
6.23.1 Minimum Scope and Limits of Insurance. An awarded Vendor must provide
coverage with limits of liability not less than those stated below. An excess liability policy or
umbrella liability policy may be used to meet the minimum liability requirements provided that the
coverage is written on a "following form" basis.
6.23.1.1 Commercial General Liability—Occurrence Form
Policy shall include bodily injury, property damage and broad form contractual liability and
XCU coverage.
6.23.1.2 Each Occurrence $1,500,000
6.24 Insurance Requirements: The limits listed in this RFP are minimum requirements for this Contract
and in no way limit any indemnity covenants contained in this Contract. NJPA does not warrant that
the minimum limits contained herein are sufficient to protect the Vendor from liabilities that might arise
out of the performance of the work under this Contract by the Vendor, its agents, representatives,
employees, or subcontractors, and the Vendor is free to purchase additional insurance as may be
determined necessary.
6.25 Acceptability of Insurers: Insurance is to be placed with insurers duly licensed or authorized to
do business in the State of Minnesota and with an "A.M. Best" rating of not less than A- VII. NJPA does
not warrant that the above required minimum insurer rating is sufficient to protect the Vendor from
potential insurer solvency.
6.26 Subcontractors: Vendors' certificate(s) must include all subcontractors as additional insureds
under its policies, or the Vendor must furnish to NJPA separate certificates for each subcontractor. All
coverage for subcontractors are be subject to the minimum requirements identified above.
H. ORDER PROCESS AND/OR FUNDS FLOW
6.27 NJPA Members typically issue a purchase order directly to a Vendor under a Contract resulting from
this RFP. Alternatively, a separate contract may be created to facilitate acquiring products or services
offered in response to this RFP. Nothing in this Contract restricts the Member and Vendor from agreeing
22
to add terms or conditions to a purchase order or a separate contract provided that such terms or conditions
must not be less favorable to NJPA's Members.
6.28 [This section is intentionally blank.]
L ADMINISTRATIVE FEES
6.29 Vendors will pay to NJPA an administrative fee in exchange for NJPA facilitating this Contract with
its current and potential Members. NJPA may grant a conditional contract award to a Proposer if the
proposed administrative fee is unclear, inadequate, or unduly burdensome for NJPA to administer. Sales
under this Contract should not be processed until the parties resolve the administrative fee issue.
6.29.1 The administrative fee is typically calculated as a percentage of the dollar volume of all
products and services by NJPA Members under this Contract, including anything represented to
NJPA Members as falling under this Contract.
6.29.2 The administrative fee is included in, and not added to, the pricing included in Proposer's
response to the RFP. Awarded Vendors must not charge NJPA Members more that permitted in the
then current price list in order to offset the administrative fee.
6.29.3 The administrative fee is designed to cover the costs of NJPA's involvement in contract
management, facilitating marketing efforts, Vendor training, and any order processing tasks
relating to the Contract. Administrative fees may also be used for other purposes as allowed by
Minnesota law.
6.29.4 The typical administrative fee under this Contract is two percent (2%). While NJPA does
not dictate the particular fee percentage, we require that the Proposer articulate a specific fee in its
response. For example, merely stating that "we agree to pay an administrative fee" is considered
nonresponsive. NPJA acknowledges that the administrative fee percentage may differ between
vendors, industries, and responses.
6.29.5 NJPA awarded Vendors are responsible for paying the administrative fee at least quarterly
and for generating all related reporting. Vendors agree to cooperate with NJPA in auditing these
reports to ensure that the administrative fee is paid on all items purchased under the Contract.
6.29.6 For Texas motor vehicle sales, the administrative fee cannot be based on the amount
purchased by a member under the contract. Accordingly, the administrative fee in such cases will
be $400 per purchase order (PO), irrespective of the number of vehicles included in the PO.
6.30 through 6.32 [This section is intentionally blank.]
J. VALUE—ADDED ATTRIBUTES
6.33 Desirability of Value -Added Attributes: Value-added attributes in an RFP response will be given
positive consideration in NJPA's evaluation process. Such attributes may increase the benefit of a product
or service by improving functionality, performance, maintenance, manufacturing, delivery, energy
efficiency, ordering, or other items while remaining within the scope of this RFP.
6.34 Women and Minority Business Enterprise (WMBE), Small Business, and Other Favored
Businesses: Some NJPA Members give formal preference to certain types of vendors or contractors.
Proposers should document WMBE (or other) status for both their organization and for any affiliates (e.g.,
supplier networks) involved in fulfilling the terms of this RFP. The ability of a Proposer to provide preferred
business entity "credits" to NJPA and NJPA Members under a Contract will be evaluated positively by
NJPA and reflected in the "value added" area of the evaluation.
23
6.35 Environmentally Preferred Purchasing Opportunities: Many NJPA Members consider the
environmental impact of the products and services they purchase. "Green" characteristics demonstrated by
Proposers will be evaluated positively by NJPA and reflected in the "value added" area of the evaluation.
Please identify any green characteristics of any offering in your proposal and identify the sanctioning body
determining that characteristic. Where appropriate, please indicate which products have been certified as
green and by which certifying agency.
6.36 Online Requisitioning Systems: When applicable, online requisitioning systems will be viewed as a
value-added characteristic. Proposers should demonstrate how their system makes online ordering easier
for NJPA Members, including how Members could integrate their current e -Procurement or enterprise
resource planning (ERP) systems into the Proposer's ordering process.
6.37 Financing: The ability of the Proposer to provide financing solutions to Members for the products and
services being proposed will be viewed as a value-added attribute.
6.38 Technology: Technological advances that appreciably improve the proposed products or services will
be considered value-added attributes.
K. WAIVER OF FORMALITIES
6.39 NJPA reserves the right to waive minor formalities (or to accept minor irregularities) in any proposal,
when it determines that considering the proposal may be in the best interest of its Members.
7 POST AWAlz) oPE A INC 1SSUS:,S
A. SUBSEQUENT AGREEMENTS
7_1 Purchase Order. Purchase orders for products and services may be executed between NJPA Members
and the awarded Vendor (or Vendor's sub -contractors) under this Contract. NJPA Members and Vendors
must indicate on the face of such purchase orders that "This purchase order is issued under NJPA contract
9XXXXXX" (insert the relevant contract number). Purchase order flow and procedure will be developed
jointly between NJPA and an awarded Vendor after an award is made.
7_2 Governing Law. Purchase orders must be construed in accordance with, and governed by, the laws of
a competent jurisdiction with respect to the Member. (See also Section 8.5 of this RFP.) All provisions
required by law to be included in the purchase order should be read and enforced as if they were included.
If through mistake or otherwise any such provision is not included, then upon application of either party
the Contract shall be physically amended to make such inclusion or correction. The venue for any litigation
arising out of disputes related to purchase order will be a court of competent jurisdiction with respect to the
Member.
7_3 Additional Terms and Conditions. Additional terms and conditions to a purchase order may be
proposed by NJPA, NJPA Members, or Vendors. Acceptance of these additional terms and conditions is
optional to all parties to the purchase order. One purpose of these additional terms and conditions is to
address job- or industry -specific requirements of law such as prevailing wage legislation. Additional terms
and conditions may also include specific local policy requirements and standard business practices of the
issuing Member or the Vendor. Such additional terms and conditions are not considered valid to the extent
that they interfere with the general purpose, intent, or currently established terms and conditions contain in
this RFP document. For example, a Vendor and Member may agree to add a "net 30" payment requirement
to the purchase order instead of applying a "net 10" requirement. But the added terms and conditions must
not be less favorable to the Member unless NJPA, the Member, and the Vendor agree to a Contract
amendment or similar modification.
7_4 Specialized Service Requirements. In the event that the NJPA Member desires service requirements
or specialized performance requirements (such as e-commerce specifications, specialized delivery
24
requirements, or other specifications and requirements) not addressed in the Contract resulting from this
RFP, the NJPA Member and the Vendor may enter into a separate, standalone agreement, apart from a
Contract resulting from this RFP. Any proposed service requirements or specialized performance
requirements require pre -approval by the Vendor. Any separate agreement developed to address these
specialized service or performance requirements is exclusively between the NJPA Member and Vendor.
NJPA, its agents, and employees shall not be made a party to any claim for breach of such agreement.
Product sourcing is not considered a service. NJPA Members will need to conduct procurements for any
specialized services not identified as a part of or within the scope of the awarded Contract.
7_5 Performance Bond. At the request of the Member, a Vendor will provide all performance bonds
typically and customarily required in their industry. These bonds will be issued pursuant to the
requirements of purchase orders for products and services. If a purchase order is cancelled for lack of a
required performance bond by the member agency, NJPA recommends that the current pending purchase
order be canceled. Each Member has the final decision on purchase order continuation. Any performance
bonding required by the Member, the Member's state laws, or by local policy is to be mutually agreed upon
and secured between the Vendor and the Member.
7.6 Asset Management Contracts: Asset Management -type Contracts can be initiated under a Contract
resulting from this RFP at any time during the term of this Contract. Such a contract could involve, for
example, picking up, storing, repairing, inventorying, salvaging, and delivery products falling within the
scope of this Contract. The intention in using Asset Management Contracts is to promote the long-term
efficiency of NJPA's contracts by (among other things) extending the use and re -use of products. Asset
Management Contracts cannot be created under this Contract unless they are executed within the authorized
term of a Contract resulting from this RFP. The actual term of the Asset Management Contract may,
however, extend beyond the expiration date of this Contract.
B. NJPA MEMBER SIGN-UP PROCEDURE
7_6 Awarded Vendors are responsible for familiarizing their sales and service forces with the various forms
of NJPA membership documentation and will encourage and assist potential Members in establishing
membership with NJPA. NJPA membership is available at no cost, obligation, or liability to the Member
or the Vendor.
C. REPORTING OF SALES ACTIVITY
7_7 Awarded Vendors must report at least quarterly the total gross dollar volume of all products and services
purchased by NJPA Members as it applies to this RFP and Contract. This report must include the name
and address of the purchasing agency, Member number, amount of purchase, and a description of the items
purchased.
7.7.1 Zero sales reports: Awarded Vendors must provide a quarterly Contract sales report
regardless of the amount of sales.
D. AUDITS
7_8 NJPA relies substantially on the reasonable auditing efforts of both Members and awarded Vendors to
ensure that Members are obtaining the products, services, pricing, and other benefits under all NJPA
contracts. Nonetheless, the Vendor must retain and make available to NJPA all order and invoicing
documentation related to purchases that Members make from the Vendor under the awarded Contract.
NJPA must not request such information more than once per calendar year, and NJPA must make such
requests in writing with at least fourteen (14) days' notice. NJPA may employ an independent auditor at its
own expense or conduct an audit on its own. In either event, the Vendor agrees to cooperate fully with
NJPA or its agents in order to ensure compliance with this Contract.
E. HUB PARTNER
25
7_9 Hub Partner: NJPA Members may request special services through a "Hub Partner" for the purpose
of complying with a law, regulation, or rule that an NJPA Member deems to apply in its jurisdiction. Hub
Partners may bring value to the proposed transactions through consultancy, through qualifying for
disadvantaged business entity credits, or through other means.
7.10 Hub Partner Fees: NJPA Members are responsible for any transaction fees, costs, or expenses that
arise under this Contract for special service provided by the Hub Partner. The fees, costs, or expenses levied
by the Hub Vendor must be clearly itemized in the transaction documentation. To the extent that the Vendor
stands in the chain of title during a transaction resulting from this RFP, the documentation must clearly
indicate that the transaction is "Executed for the Benefit of [NJPA Member name]."
F. TRADE-INS
7.11 The value in US Dollars for Trade-ins will be negotiated between NJPA or an NJPA Member, and an
Awarded Vendor. That identified "Trade -In" value shall be viewed as a down payment and credited in full
against the NJPA purchase price identified in a purchase order issued pursuant to any Awarded NJPA
procurement contract. The full value of the trade-in will be consideration.
G. OUT OF STOCK NOTIFICATION
7.12 The Vendor must immediately notify NJPA Members when they order an out -of -stock item. The
Vendor must also tell the Member when the item will be available and whether there are equivalent
substitutes. The Member must have the option of accepting the suggested substitute or canceling the item
from the order. Under no circumstance may the Vendor make unauthorized substitutions. Unfilled or
substituted items must be indicated on the packing list.
H. CONTRACT TERMINATION FOR CAUSE AND WITHOUT CAUSE
7.13 NJPA reserves the right to cancel all or any part of this Contract if the Vendor fails to fulfill any
material obligation, term, or condition as described in the following procedure. Before any such termination
for cause, the NJPA will provide written notice to the Vendor, an opportunity to respond, and a reasonable
opportunity to cure the breach. The following are some examples of material breaches.
7.13.1 The Vendor provides products or services that do not meet reasonable quality
standards and that are not remedied under the warranty;
7.13.2 The Vendor fails to ship the products or to provide the services within a reasonable
amount of time;
7.13.3 NJPA reasonably believes that the Vendor will not or cannot perform to the
requirements or expectations of the Contract, NJPA issues a request for assurance,
and the Vendor fails to respond;
7.13.4 The Vendor fails to fulfill any of the material terms and conditions of the Contract;
7.13.5 The Vendor fails to follow the established procedure for purchase orders, invoices,
or receipt of funds as established by NJPA and the Vendor;
7.13.6 The Vendor fails to properly report quarterly sales;
7.13.7 The Vendor fails to actively market this Contract within the guidelines provided
in this RFP and defined in the NJPA contract launch.
26
7.14 Upon receipt of the written notice of breach, the Vendor will have ten (10) business days to provide a
satisfactory response to NJPA. If the Vendor fails to reasonably address all issues in the written notice,
NJPA may terminate the Contract immediately. If NJPA allows the Vendor more time to remedy the breach,
such forbearance does not limit NJPA's authority to immediately terminate the Contract for continued
breaches for which notice was given to the Vendor. Termination of the Contract for cause does not relieve
either party of the financial, product, or service obligations incurred before the termination.
8_2 [This section is intentionally blank.]
7.16 NJPA may terminate the Contract if the Vendor files for bankruptcy protection or is acquired by an
independent third party. The Vendor must disclose to NJPA any litigation, bankruptcy, or
suspensions/disbarments that occur during the Contract period. Failure to disclose such information
authorizes NJPA to immediately terminate the Contract.
7.17 NJPA may terminate the Contract without cause by giving the Vendor sixty (60) days' written notice
of termination. Termination of the Contract without cause does not relieve either party of the financial,
product, or service obligations incurred before the termination.
7.18 NJPA may immediately terminate any Contract without further obligation if any NJPA employee
significantly involved in initiating, negotiating, securing, drafting, or creating the Contract on behalf of
NJPA has colluded with any Proposer for personal gain. NJPA may also immediately cancel a Contract if
it finds that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Vendor
or any agent or representative of the Vendor, to any employee of NJPA. Such terminations are effective
upon written notice from NJPA or at a later date designated in the notice. Termination of the Contract does
not relieve either party of the financial, product, or service obligations incurred before the termination.
8 U11^: 11 RA TJI^ RM ANr) i_`(-)Nr)i 1°1(_)N
8. ADVERTISING A CONTRACT RESULTING FROM THIS RFP
8_1 Proposer/Vendor must not advertise or publish information concerning this Contract before the award
is announced by NJPA. Once the award is made, a Vendor is expected to advertise the awarded Contract
to both current and potential NJPA Members.
B. APPLICABLE LAW
8_2 [This section is intentionally blank.]
8_3 NJPA Compliance with Minnesota Procurement Law: NJPA has designed its procurement process
to comply with best practices in the State of Minnesota. NJPA's solicitation methods are also created to
comply with many of the various requirements that our Members must satisfy in their own procurement
processes. But these requirements may differ considerably and may change from time to time. So each
NJPA Member must make its own determination whether NJPA's solicitation process satisfies the
procurement rules in the Member's jurisdiction.
8_4 Governing law with respect to delivery and acceptance: All applicable portions of the Minnesota
Uniform Commercial Code, all other applicable Minnesota laws, and the applicable laws and rules of
delivery and inspection of the Federal Acquisition Regulations (FAR) laws will govern NJPA contracts
resulting from this solicitation.
8_5 Jurisdiction: Any claims that arise against NJPA pertaining to this RFP, and any resulting contract that
develops between NJPA and any other party, must be brought only in courts in Todd County in the State
of Minnesota unless otherwise agreed to.
27
8.5.1 Purchase orders or other agreements created pursuant to a contract resulting from this
solicitation must be construed in accordance with, and governed by, the laws of the issuing
Member. Any claim arising from such a purchase order or agreement must be filed and venued in
a court of competent jurisdiction of the Member unless otherwise agreed to.
8.6 through 8.7 [This section is intentionally blank.]
8_8 Indemnification: Each party is responsible for its own acts and is not responsible for the acts of the
other party and the results thereof. NJPA's liability is governed by the Minnesota Tort Claims Act (Minn.
Stat. §3.736) and other applicable law.
8_9 Prevailing wage: The Vendor must comply with applicable prevailing wage legislation in effect in the
jurisdiction of the NJPA Member. The Vendor must monitor the prevailing wage rates as established by
the appropriate federal governmental entity during the term of this Contract and adjust wage rates
accordingly.
8.10 Patent and copyright infringement: The Vendor agrees to indemnify and hold harmless NJPA and
NJPA Members against any and all suits, claims, judgments, and costs instituted or recovered against the
Vendor, NJPA, or NJPA Members by any person on account of the use or sale of any articles by NJPA or
NJPA Members if the Vendor supplied such articles in violation of applicable patent or copyright laws.
C. ASSIGNMENT OF CONTRACT
8.11 No right or interest in this Contract may be assigned or transferred by the Vendor without prior written
permission by the NJPA. No delegation of any duty of the Vendor under this Contract may be made without
prior written permission of the NJPA. NJPA will notify Members by posting approved assignments on the
NJPA website (www.njpacoop.org).
8.12 If the original Vendor sells or transfers all assets or the entire portion of the assets used to perform this
Contract, a successor -in -interest must perform all obligations under this Contract. NJPA reserves the right
to reject the acquiring entity as a Vendor. A change of name agreement will not change the contractual
obligations of the Vendor.
D. LIST OF PROPOSERS
8.13 NJPA will not maintain a list of interested proposers, nor will it automatically send RFPs to them. All
interested proposers must request the RFP as a result of NJPA's national solicitation advertisements.
Because of the wide scope of the potential Members and qualified national suppliers, NJPA has determined
this to be the best method of fairly soliciting proposals.
E. CAPTIONS, HEADINGS, AND ILLUSTRATIONS
8.14 The captions, illustrations, headings, and subheadings in this RFP are for convenience and ease of
understanding and in no way define or limit the scope or intent of this request.
F. DATA PRACTICES
8.15 All materials submitted in response to this RFP become NJPA's property and become public records
(under Minn. Stat. § 13.591) after the evaluation process is completed. If the Proposer submits information
in response to this RFP that it requests to be classified as nonpublic information (as defined by the
Minnesota Government Data Practices Act, Minn. Stat. §13.37), the Proposer must meet the following
requirements.
8.15.1 The Proposer must make the request within thirty (30) days of the award/nonaward
notification, and include the appropriate statutory justification. Pricing, marketing plans, and
financial information is generally not redactable. The NJPA Legal Department will review the
request to determine whether the information can be withheld or redacted. If NJPA determines that
it must disclose the information upon a proper request for such information, NJPA will inform the
Proposer of such determination.
8.15.2 The Proposer must defend any action seeking release of the materials that it believes to be
nonpublic information, and it must indemnify and hold harmless NJPA, its agents, and employees,
from any judgments or damages awarded against NJPA in favor of the party requesting the
materials, and any and all costs connected with that defense. This indemnification survives the term
of any contract awarded under this RFP. In submitting a response to this RFP, the Proposer agrees
that this indemnification survives as long as NJPA possesses the confidential information.
8.16 [This section is intentionally blank.]
G. ENTIRE AGREEMENT
8.17 This Contract, as defined herein, constitutes the entire agreement between the parties to this Contract.
A Contract resulting from this RFP is formed when the NJPA Board of Directors approves and signs the
applicable Contract Award & Acceptance document (Form E).
H. FORCE MAJEURE
8.18 Except for payments of sums due, neither party is liable to the other nor deemed in default under this
Contract if and to the extent that such party's performance of this Contract is prevented due to force
majeure. The term "force majeure" means an occurrence that is beyond the control of the party affected
and occurs without its fault or negligence including, but not limited to, the following: acts of God, acts of
the public enemy, war, riots, strikes, mobilization, labor disputes, civil disorders, fire, flood, snow,
earthquakes, tornadoes or violent wind, tsunamis, wind shears, squalls, Chinooks, blizzards, hail storms,
volcanic eruptions, meteor strikes, famine, sink holes, avalanches, lockouts, injunctions -intervention -acts,
terrorist events or failures or refusals to act by government authority and/or other similar occurrences where
such party is unable to prevent by exercising reasonable diligence. The force majeure is deemed to
commence when the party declaring force majeure notifies the other party of the existence of the force
majeure and is deemed to continue as long as the results or effects of the force majeure prevent the party
from resuming performance in accordance with a Contract resulting from this RFP. Force majeure does
not include late deliveries of products and services caused by congestion at a manufacturer's plant or
elsewhere, an oversold condition of the market, inefficiencies, or other similar occurrences. If either party
is delayed at any time by force majeure, then the delayed party must (if possible) notify the other party of
such delay within forty-eight (48) hours.
8.19 through 8.20 [These sections are intentionally blank.]
K. LICENSES
8.21 The Vendor must maintain a valid status on all required federal, state, and local licenses, bonds, and
permits required for the operation of the business that the Vendor conducts with NJPA and NJPA Members.
8.22 All responding Proposers must be licensed (where required) and must have the authority to sell and
distribute the offered products and services to NJPA and NJPA Members. Documentation of the required
licenses and authorities, if applicable, should be included in the Proposer's response to this RFP.
L. MATERIAL SUPPLIERS AND SUB -CONTRACTORS
8.23 The awarded Vendor must supply the names and addresses of sourcing suppliers and sub -contractors
as a part of the purchase order when requested by NJPA or an NJPA Member.
29
M. NON -WAIVER OF RIGHTS
8.24 No failure of either party to exercise any power given to it hereunder, nor a failure to insist upon strict
compliance by the other party with its obligations hereunder, nor a custom or practice of the parties at
variance with the terms hereof, nor any payment under a Contract resulting from this RFP constitutes a
waiver of either party's right to demand exact compliance with the terms hereof. Failure by NJPA to take
action or to assert any right hereunder does not constitute a waiver of such right.
N. PROTESTS OF AWARDS MADE
8.25 And protests must be filed with NJPA's Executive Director and must be resolved in accordance with
appropriate Minnesota rules. Protests will only be accepted from Proposers. A protest of an award or
nonaward must be filed in writing with NJPA within ten (10) calendar days after the public notice or
announcement of the award or nonaward. A protest must include the following items.
8.25.1 The name, address, and telephone number of the protester;
8.25.2 The original signature of the protester or its representative (you must document the
authority of the representative);
8.25.3 Identification of the solicitation by RFP number;
8.25.4 Identification of the statute or procedure that is alleged to have been violated;
8.25.5 A precise statement of the relevant facts;
8.25.6 Identification of the issues to be resolved;
8.25.7 The aggrieved party's argument and supporting documentation;
8.25.8 The aggrieved party's statement of potential financial damages; and
8.25.9 A protest bond in the name of NJPA and in the amount of 10% of the aggrieved party's
statement of potential financial damages.
O. SUSPENSION OR DISBARMENT STATUS
8.26 If within the past five (5) years, any firm, business, person or Proposer responding to an NJPA
solicitation has been lawfully terminated, suspended, or precluded from participating in any public
procurement activity with a federal, state, or local government or education agency, the Proposer must
include a letter with its response setting forth the name and address of the public procurement unit, the
effective date of the suspension or debarment, the duration of the suspension or debarment, and the relevant
circumstances relating to the suspension or debarment. Any failure to supply such a letter or to disclose
pertinent information may result in the termination of a Contract. By signing the proposal affidavit, the
Proposer certifies that no current suspension or debarment exists.
P. AFFIRMATIVE ACTION AND IMMIGRATION STATUS CERTIFICATION
8.27 An Affirmative Action Plan, Certificate of Affirmative Action, or other documentation regarding
Affirmative Action may be required by NJPA or NJPA Members relating to a transaction from this
RFP. Vendors must comply with any such requirements or requests.
8.28 Immigration Status Certification may be required by NJPA or NJPA Members relating to a transaction
from this RFP. Vendors must comply with any such requirements or requests.
Q. SEVERABILITY
30
8.29 In the event that any of the terms of a Contract resulting from this RFP are in conflict with any rule,
law, or statutory provision, or are otherwise unenforceable under the laws or regulations of any government
or subdivision thereof, such terms will be deemed stricken from the Contract, but such invalidity or
unenforceability shall not invalidate any of the other terms of an awarded Contract resulting from this RFP.
R. RELATIONSHIP OF PARTIES
8.30 No Contract resulting from this RFP may be considered a contract of employment. The relationship
between NJPA and an awarded Vendor is one of independent contractors, each free to exercise judgment
and discretion with regard to the conduct of their respective businesses. The parties neither intend the
proposed Contract to create, nor is to be construed as creating, a partnership, joint venture, master -servant,
principal -agent, or any other, relationship. Except as provided elsewhere in this RFP, neither party may be
held liable for acts of omission or commission of the other party and neither party is authorized or has the
power to obligate the other party by contract, agreement, warranty, representation, or otherwise in any
manner whatsoever except as may be expressly provided herein.
ll^`Oi1MS
[THE REST OF THIS PAGE HAS BEEN LEFT INTENTIONALLY BLANK.]
31
Form A '��*�*���
PROPOSER QUESTIONNAIRE- General Business Information''R"°`
yJPA,�f
(Products, Pricing, Sector Specific, Services, Terms and Warranty are addressed on Form P
Proposer Name:
Questionnaire completed by:
Please identify the person NJPA should correspond with from now through the Award process:
Name
E -Mail address:
Please answer the questions below using the Microsoft Word® version of this document. This allows NJPA evaluators to
cut and paste your answers into a separate worksheet. Place your answer directly below each question. NJPA prefers a brief
but thorough response to each question. Please do not merely attach additional documents to your response without also
providing a substantive response. Do not leave answers blank; mark "NA" if the question does not apply to you (preferably
with an explanation). Please create a response that is easy to read and understand. For example, you may consider using a
different font and color to distinguish your answer from the questions.
Company Information & Financial Strength
1) Provide the full legal name, mailing and email addresses, tax identification number, and telephone number for your
business.
Provide a brief history of your company, including your company's core values, business philosophy, and longevity
in the VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT,
ACCESSORIES, AND SERVICES lindustry.
2) Provide a detailed description of the products and services that you are offering in your proposal.
3) What are your company's expectations in the event of an award?
4) Demonstrate your financial strength and stability with meaningful data. This could include such items as financial
statements, SEC filings, credit and bond ratings, letters of credit, and detailed reference letters.
5) What is your US market share for the solutions that you are proposing? What is your Canadian market share, if any?
6) Has your business ever petitioned for bankruptcy protection? Please explain in detail.
7) How is your organization best described: is it a manufacturer, a distributor/dealer/reseller, or a service provider? Answer
whichever question (either a) or b) just below) best applies to your organization.
a) If your company is best described as a distributor/dealer/reseller (or similar entity), please provide your written
authorization to act as a distributor/dealer/reseller for the manufacturer of the products proposed in this RFP. If
applicable, is your dealer network independent or company owned?
b) If your company is best described as a manufacturer or service provider, please describe your relationship with your
sales and service force and with your dealer network in delivering the products and services proposed in this RFP.
Are these individuals your employees, or the employees of a third party?
8) If applicable, provide a detailed explanation outlining the licenses and certifications that are both required to be held,
and actually held, by your organization (including third parties and subcontractors that you use) in pursuit of the business
contemplated by this RFP.
9) Provide all "Suspension or Disbarment" information that has applied to your organization during the past ten years.
10) Within this RFP category there may be subcategories of solutions. List subcategory titles that best describe your
products and services.
Industry Recoenition & Marketplace Success
32
11) Describe any relevant industry awards or recognition that your company has received in the past five years.
12) Supply three references/testimonials from your customers who are eligible for NJPA membership. At a minimum,
please include the entity's name, contact person, and phone number.
13) Provide a list of your top five governmental or educational customers (entity name is optional), including entity type,
the state the entity is located in, scope of the projects, size of transactions, and dollar volumes from the past three years.
14) Indicate separately what percentages of your sales are to the government and education sectors in the past three years?
15) List any state or cooperative purchasing contracts that you hold. What is the annual sales volume for each of these
contracts over the past three years?
16) List any GSA contracts that you hold. What is the annual sales volume for each of these contracts over the past three
years?
Pronoser's Ability to Sell and Deliver Service Nationwide
17) Describe your company's capability to meet NJPA Member's needs across the country. Your response should address
at least the following areas.
a) Sales force.
b) Dealer network or other distribution methods.
c) Service force.
Please include details, such as the locations of your network of sales and service providers, the number of workers (full-
time equivalents) involved in each sector, whether these workers are your direct employers (or employees of a third
parry), and any overlap between the sales and service functions.
18) Describe in detail the process and procedure of your customer service program, if applicable. Please include your
response -time capabilities and commitments, as well as any incentives that help your providers meet your stated service
goals or promises.
19) a) Identify any geographic areas of the United States that you will NOT be fully serving through the proposed contract.
b) Identify any NJPA Member sectors (i.e., government, education, not-for-profit) that you will NOT be fully serving
through the proposed contract. Please explain your answer. For example, does your company have only a regional
presence, or do other cooperative purchasing contracts limit your ability to promote another contract?
20) Define any specific contract requirements or restrictions that would apply to our Members in Hawaii and Alaska and in
US Territories.
Marketine Plan
21) If you are awarded a contract, how will you train your sales management, dealer network, and direct sales teams
(whichever apply) to ensure maximum impact? Please include how you will communicate your NJPA pricing and other
contract detail to your sales force nationally.
22) Describe your marketing strategy for promoting this contract opportunity. Please include representative samples of
your marketing materials in electronic format.
23) Describe your use of technology and digital data (e.g., social media, metadata usage) to enhance marketing
effectiveness.
24) In your view, what is NJPA's role in promoting contracts arising out of this RFP? How will you integrate an NJPA-
awarded contract into your sales process?
33
25) Are your products or services available through an e -procurement ordering process? If so, describe your e -procurement
system and how governmental and educational customers have used it.
Value -Added Attributes
26) Describe any product, equipment, maintenance, or operator training programs that you offer to NJPA Members. Please
include details, such as whether training is standard or optional, who provides training, and any costs that apply.
27) Describe any technological advances that your proposed products or services offer.
28) Describe any "green" initiatives that relate to your company or to your products or services, and include a list of the
certifying agency for each.
29) Describe any Women or Minority Business Entity (WMBE) or Small Business Entity (SBE) accreditations that your
company or hub partners have obtained.
30) What unique attributes does your company, your products, or your services offer to NJPA Members? What makes your
proposed solutions unique in your industry as it applies to NJPA members?
31) Identify your ability and willingness to provide your products and services to NJPA member agencies in Canada.
Signature:
NOTE: Questions regarding Payment Terms, Warranty, Products/Equipment/Services, Pricing and
Delivery, and Industry Specific Items are addressed on Form P.
34
Date:
Form B
Company Name:
Address:
City/State/Zip:
Phone:
Toll -Free Number:
Website Address:
Authorized signer for your organization
PROPOSER INFORMATION
Fax:
E-mail:
COMPANY PERSONNEL CONTACTS
8
Name:
Email: Phone:
The person identified here must have proper signing authority to sign the "Proposer's Assurance of Compliance" on behalf
of the Proposer.
Who prepared your RFP response?
Name:
Email:
Title:
Phone:
Who is your company's primary contact person for this proposal?
Name:
Email:
Other important contact information
Name:
Email:
Name:
Email:
Title:
Phone:
Title:
Phone:
Title:
Phone:
35
Form C
EXCEPTIONS TO PROPOSAL, TERMS, CONDITIONS,
AND SOLUTIONS REQUEST ;4��.�T'A �;
I
Company Name:
Any exceptions to the terms, conditions, specifications, or proposal forms contained in this RFP must be noted in writing
and included with the Proposer's response. The Proposer acknowledges that the exceptions listed may or may not be
accepted by NJPA or included in the final contract. NJPA will make reasonable efforts to accommodate the listed
exceptions and may clarify the exceptions in the appropriate section below.
Term, Condition, or NJPA
Section/page Specification Exception ACCEPTS
Proposer's Signature:
NJPA's clarification on exceptions listed above:
36
Date:
Contract Award
RFP [ #120710
FORM D'
Formal Offerine of Proposal
(To be completed only by the Proposer)
VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND
SERVICES
In compliance with the Request for Proposal (RFP) for VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH
RELATED EQUIPMENT, ACCESSORIES, AND SERVICES, Ithe undersigned warrants that the Proposer has examined
this RFP and, being familiar with all of the instructions, terms and conditions, general and technical specifications, sales and
service expectations, and any special terms, agrees to furnish the defined products and related services in full compliance
with all terms and conditions of this RFP, any applicable amendments of this RFP, and all Proposer's response
documentation. The Proposer further understands that it accepts the full responsibility as the sole source of solutions
proposed in this RFP response and that the Proposer accepts responsibility for any subcontractors used to fulfill this
proposal.
Company Name:
Company Address:
City:
Contact Person:
Authorized Signature:
Date:
State: Zip:
Title:
37
(Name printed or typed)
Form E
NJP ik"�,��"ifs
Contract Acceptance and Award
(To be completed only by NJPA)
Proposer's full legal name
Your proposal is hereby accepted, and a Contract is awarded. As an awarded Proposer, you are now bound to provide the
defined products and services contained in your proposal offering according to all terms, conditions, and pricing set forth in
this RFP, any amendments to this RFP, your response, and any exceptions accepted by NJPA.
The effective start date of the Contract will be , 20 and continue until -
(no later than the later of four years from the expiration date of the currently awarded
contract or four years from the NJPA Board's contract award date). This contract may be extended for a fifth year at NJPA's
discretion.
National Joint Powers Alliance® (NJPA)
NJPA Authorized signature:
NJPA Executive Director
Awarded this day of , 20
NJPA Authorized signature:
NJPA Board Member
Executed this day of , 20
(Name printed or typed)
NJPA Contract Number
(Name printed or typed)
NJPA Contract Number�i2,tt'l
The Proposer hereby accepts this Contract award, including all accepted exceptions and NJPA clarifications.
Vendor Name
Vendor Authorized signature:
(Name printed or typed)
Title:
Executed this day of 20 NJPA Contract Number (k°
M'?
Form F ,✓;�.*
PROPOSER ASSURANCE OF COMPLIANCEif�pA'�
Proposal Affidavit Signature Page
PROPOSER'S AFFIDAVIT
The undersigned, authorized representative of the entity submitting the foregoing proposal (the "Proposer"), swears that
the following statements are true to the best of his or her knowledge.
I . The Proposer is submitting its proposal under its true and correct name, the Proposer has been properly originated
and legally exists in good standing in its state of residence, the Proposer possesses, or will possess before
delivering any products and related services, all applicable licenses necessary for such delivery to NJPA members
agencies. The undersigned affirms that he or she is authorized to act on behalf of, and to legally bind the Proposer
to the terms in this Contract.
2. The Proposer, or any person representing the Proposer, has not directly or indirectly entered into any agreement
or arrangement with any other vendor or supplier, any official or employee of NJPA, or any person, firm, or
corporation under contract with NJPA, in an effort to influence the pricing, terms, or conditions relating to this
RFP in any way that adversely affects the free and open competition for a Contract award under this RFP.
3. The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications
request, and other documents in this solicitation and affirms that any and all exceptions have been noted in
writing and have been included with the Proposer's RFP response.
4. The Proposer will, if awarded a Contract, provide to NJPA Members the /products and services in accordance
with the terms, conditions, and scope of this RFP, with the Proposer -offered specifications, and with the other
documents in this solicitation.
5. The Proposer agrees to deliver products and services through valid contracts, purchase orders, or means that are
acceptable to NJPA Members. Unless otherwise agreed to, the Proposer must provide only new and first -quality
products and related services to NJPA Members under an awarded Contract.
6. The Proposer will comply with all applicable provisions of federal, state, and local laws, regulations, rules, and
orders.
7. The Proposer understands that NJPA will reject RFP proposals that are marked "confidential" (or "nonpublic,"
etc.), either substantially or in their entirety. Under Minnesota Statute §13.591, Subd. 4, all proposals are
considered nonpublic data until the evaluation is complete and a Contract is awarded. At that point, proposals
generally become public data. Minnesota Statute §13.37 permits only certain narrowly defined data to be
considered a "trade secret," and thus nonpublic data under Minnesota's Data Practices Act.
The Proposer understands that it is the Proposer's duty to protect information that it considers nonpublic,
and it agrees to defend and indemnify NJPA for reasonable measures that NJPA takes to uphold such a
data designation.
[The rest of this page has been left intentionally blank. Signature page below]
Wei
By signing below, Proposer is acknowledging that he or she has read, understands, and agrees to comply with the terms
and conditions specified above.
Company Name:
Address:
City/State/Zip:
Telephone Number:
E-mail Address:
Authorized Signature:
Authorized Name (printed):
Title:
Date:
Notarized
Subscribed and sworn to before me this
Notary Public in and for the County of
My commission expires:
Signature:
day of
20
State of
Forme �'" "' "`'��
;�C�.�1�A i'1
`� **�
OVERALL EVALUATION AND CRITERIA �� -�'9
For the Proposed Subject VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED
EQUIPMENT, ACCESSORIES, AND SERVICES
Conformance to RFP Terms and Conditions
50
Financial Viability and Marketplace Success
75
Ability to Sell and Deliver Service Nationwide
100
Marketing Plan
50
Value -Added Attributes
75
Warranty
50
Depth and Breadth of Offered Products and Related
Services
200
Pricing
400
TOTAL POINTS
1000
Reviewed by:
41
Its
Its
Form P
PROPOSER QUESTIONNAIRE
Payment Terms, Warranty, Products and Services, Pricing and Delivery, and Industry -Specific Questions
Proposer Name:
Questionnaire completed by:
Payment Terms and Financing Options
1) What are your payment terms (e.g., net 10, net 30)?
2) Do you provide leasing or financing options, especially those options that schools and governmental entities may
need to use in order to make certain acquisitions?.
3) Briefly describe your proposed order process. Please include enough detail to support your ability to report quarterly
sales to NJPA. For example, indicate whether your dealer network is included in your response and whether each
dealer (or some other entity) will process the NJPA Members' purchase orders.
4) Do you accept the P -card procurement and payment process? If so, is there any additional cost to NJPA Members for
using this process?
Warranty
5) Describe in detail your manufacturer warranty program, including conditions and requirements to qualify, claims
procedure, and overall structure. You may include in your response a copy of your warranties, but at a minimum
please also answer the following questions.
• Do your warranties cover all products, parts, and labor?
• Do your warranties impose usage restrictions or other limitations that adversely affect coverage?
• Do your warranties cover the expense of technicians' travel time and mileage to perform warranty repairs?
• Are there any geographic regions of the United States for which you cannot provide a certified technician to
perform warranty repairs? How will NJPA Members in these regions be provided service for warranty repair?
• Will you cover warranty service for items made by other manufacturers that are part of your proposal, or are these
warranties issues typically passed on to the original equipment manufacturer?
• What are your proposed exchange and return programs and policies?
6) Describe any service contract options for the items included in your proposal.
Pricing, Delivery, Audits, and Administrative Fee
7) Provide a general narrative description of the equipment/products and related services you are offering in your
proposal.
8) Describe your pricing model (e.g., line -item discounts or product -category discounts). Provide detailed pricing data
(including standard or list pricing and the NJPA discounted price) on all of the items that you want NJPA to consider
as part of your RFP response. Provide a SKU for each item in your proposal. (Keep in mind that reasonable price and
product adjustments can be made during the term of an awarded Contract. See the body of the RFP and the Price and
Product Change Request Form for more detail.)
42
9) Please quantify the discount range presented in this response. For example, indicate that the pricing in your response
represents is a 50% percent discount from the MSRP or your published list.
10) The pricing offered in this proposal is
a. the same as the Proposer typically offers to an individual municipality, university, or school
district.
b. the same as the Proposer typically offers to GPOs, cooperative procurement organizations,
or state purchasing departments.
c. better than the Proposer typically offers to GPOs, cooperative procurement organizations, or
state purchasing departments.
d. other than what the Proposer typically offers (please describe).
11) Describe any quantity or volume discounts or rebate programs that you offer.
12) Propose a method of facilitating "sourced" products or related services, which may be referred to as "open market"
items or "nonstandard options". For example, you may supply such items "at cost" or "at cost plus a percentage," or
you may supply a quote for each such request.
13) Identify any total cost of acquisition costs that are NOT included in the pricing submitted with your response. This
cost includes all additional charges that are not directly identified as freight or shipping charges. For example, list
costs for items like installation, set up, mandatory training, or initial inspection. Identify any parties that impose such
costs and their relationship to the Proposer.
14) If delivery or shipping is an additional cost to the NJPA Member, describe in detail the complete shipping and delivery
program.
15) Specifically describe those shipping and delivery programs for Alaska, Hawaii, Canada, or any offshore delivery.
16) Describe any unique distribution and/or delivery methods or options offered in your proposal.
17) Please specifically describe any self -audit process or program that you plan to employ to verify compliance with your
proposed Contract with NJPA. This process includes ensuring that NJPA Members obtain the proper pricing, that the
Vendor reports all sales under the Contract each quarter, and that the Vendor remits the proper administrative fee to
NJPA.
18) Identify a proposed administrative fee that you will pay to NJPA for facilitating, managing, and promoting the NJPA
Contract in the event that you are awarded a Contract. This fee is typically calculated as a percentage of Vendor's
sales under the Contract or as a per-unit fee; it is not a line -item addition to the Member's cost of goods. (See RFP
Section 6.29 and following for details.)
Industry -Specific Questions
19) Identify any features in your response that are different from your standard vehicle offering or that are unique to your
proposal.
20) Demonstrate your processes to handle vehicles on order with NJPA members that are subject to a recall or that have
open service campaigns.
21) Demonstrate your NJPA member communication processes from P.O. generation to the delivery of vehicle in order
to meet member expectations.
Signature:
43
Date:
101 PIZE SUBMISSION ClIECKLIS'l'
Electronic Copy
Check when
Hard Copy Required
Required - CD or
Completed
Contents of Your Bid Proposal
Signed and Dated
Flash Drive
Form A: Proposer Questionnaire with all
questions answered completely
IX - signature page only
IX
Form B: Proposer Information
==X
Form C: Exceptions to Proposal, Terms,
Conditions, and Solutions Request
X
X
Form D: Formal Offering of Proposal
X
X
Form E. Contract Acceptance and Award
MEMX
Form F: Proposers Assurance of Compliance
X
X
Form P: Proposer Questionnaire with all
questions answered completely
X -signature page only
X
Certificate of Insurance with $1.5 million coverage
X
X
Copy of all RFP Addendums issued by NJPA
X
X
Pricing for all Products/Equipment/Services
within the RFP being proposed
X
Entire Proposal submittal including signed
documents and forms.
X
All forms in the Hard Copy Required Signed and
Dated should be inserted in the front of the
submitted response, unbound.
Package containing your proposal labeled and
sealed with the following language:
"Competitive Proposal Enclosed, Hold for Public
Opening XX-XX-XXXX"
Response Package mailed and delivered priorto
deadline to:
NJ PA, 202 12th St NE, Staples, MN 56479
It NJP. i 1J0P1 : i J Pi J .1 " IIII j I..1 i imm J II
Section 1. Instructions for Vendor
Requests for product or service changes, additions, or deletions will be considered at any time throughout the awarded
contract term. All requests must be made in writing by completing sections 2, 3, and 4 of this NJPA Price and Product
Change Request Form and signed by an authorized Vendor representative in section 5. All changes are subject to
review by the NJPA Contracts & Compliance Manager and to approval b NJPA's Chief Procurement Officer.
Submit request through email to your assigned NJPA Contract Administrator
NJPA will determine whether the request is 1) within the scope of the original RFP, and 2) in the best interests of
NJPA and NJPA Members. Approved Price and Product Change Request Forms will be signed and emailed to the
Vendor contact.
The Vendor must complete this change request form and individually list or attach all items or services subject to
change, must provide sufficiently detailed explanation and documentation for the change, and must include a complete
restatement of pricing documentation in an appropriate format (preferably Microsoft® Excel®). The pricing
document must identify all products and services being offered and must conform to the following NJPA product/price
change naming convention: (Vendor Name) (NJPA Contract #) (effective pricing date); for example, "Acme Widget
Company #012416-AWC eff. 01-01-2017."
NOTE: New pricing restatements must include all products and services offered regardless of whether their prices
have changed and must include a new "effective date products
the pricing documents. This requirement reduces confusion
by providing a single, current pricing sheet for each Vendor and creates a historical record of pricing.
ADDITIONS. New products and related services may be added to a contract if such additions are within the scope
of the original RFP.
DELETIONS. New products and related services may be deleted from a contract if, for example, they are no longer
available or have been modified to a point where they are outside the scope of the RFP.
PRICE CHANGES: Vendors may request price changes if they provide sufficient rationale for the change. For
example, a Vendor that manufactures products that require substantial petroleum -related material might request a 3%
price increase because of a 20% increase in petroleum costs.
Price decreases: NJPA expects Vendors to propose their very best prices and anticipates that price reductions might
occur because of improved technologies or marketplace efficiencies.
Price increases: Acceptable price increases typically result from specific Vendor cost increases. The Vendor must
include reasonable justification for the price increase and must not, for example, offer merely generalized statements
about an increase in a cost -of -living index. Appropriate documentation should be attached to this form, including such
items as letters from suppliers announcing price increases.
Refer to the RFP for complete "Pricing" details.
Section 2. Vendor Name and Type of Change Request
AWARDED VENDOR NAME:
NJPA CONTRACT NUMBER:
45
CHECK ALL CHANGES THAT APPLY:
❑ Adding
Products/Services
vices
❑ Deleting
Products/Services
❑ Price Increase
❑ Price Decrease
Section 3. Detailed Explanation of Need for Changes
List the products and/or services that are changing or being added or deleted from the previous contract price list,
along with the percentage change for each item or category. (Attach a separate, detailed document if changing more
than 10 items.)
Provide a general statement and documentation explaining the reasons for these price and/or product changes.
EXAMPLES: 1) `All pricing for paper products and services are increased 5% because of increased raw material and
transportation costs (see attached documentation of fuel and raw materials increase). " 2) "The 6400 series floor polisher is
being added to the product list as a new model, replacing the 5400 series. The 6400 series 3% increase reflects technological
changes that improve the polisher's efficiency and useful life. The 5400 series is now included in the "Hot List" at a 20%
discount.from the previous pricing until the remaining inventory is liquidated "
If adding products, state how these are within the scope of the original RFP.
If changing prices or adding products or services, state how the pricing is consistent with existing NJPA contract
.0
Section 4. Complete Restatement of Pricing Submitted
A COMPLETE restatement of the pricing, including all new and existing products and services is attached
and has been emailed to the Vendor's Contract Administrator.
❑ Yes ❑ No
Section 5. Signatures
Vendor Authorized Signature
Print Name and Title of Authorized Signer
Date
Jeremy Schwartz, NJPA Director of Cooperative Contracts and Procurement/CPO Date
47
Appendix A
NJPA The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential
Member agencies, which includes all governmental, higher education, K-12 education, not-for-profit,
tribal governmental, and all other public agencies located in all fifty states, Canada, and internationally,
issues this Request For Proposal (RFP) to result in a national contract solution.
For your reference, the links below include some, but not all, of the entities included in this proposal.
htlp://www.usa.gov/Agencies/Local Government/Cities.shtml
http://nces.ed. gov/glob allocator/
htlps:Hharvester.census.gov/imis/search/index.asp
http://nccsweb.urban.or PubApps/search.php
htlp://www.usa.gov/Govemment/Tribal-Sites/index.shtml
htlp://www.usa. og v/Agencies/State-and-Territoiies.shtml
htlp://www.nreca.coop/about-electric-cooperatives/member-directory/
Orion
Hawaii
Washington
ADDENDUM ONE (1)
f +�
To that certain w
NJPA RFP #120716
Issued by
National Joint Powers Alliance°
For the procurement of
VEHICLES, CARS, VANS, SUVs, AND LIGHT TRUCKS WITH RELATED EQUIPMENT, ACCESSORIES, AND SERVICES
Consider the following to be part of the above -titled RFP: IPre-Proposal Conference.
Because some prospective vendors may have had difficulty accessing our originally scheduled pre -proposal conference,
we are providing another conference. You do not need to attend this conference in order to respond to the RFP, but it is
highly recommended. It will be held November 23, 11 a.m. CT.
Topic: Vehicles, Cars, Vans, SUVs, & Light Trucks with Related Equipment, Accessories, and Services
Host: National Joint Powers Alliance
Date and Time:
Wednesday, November 23, 2016 11:00 am, Central Standard Time (Chicago, GMT -06:00)
Wednesday, November 23, 2016 12:00 pm, Eastern Standard Time (New York, GMT -05:00)
Wednesday, November 23, 2016 9:00 am, Pacific Standard Time (San Francisco, GMT -08:00)
Wednesday, November 23, 2016 10:00 am, Mountain Standard Time (Arizona, GMT -07:00)
Event number: 660 414 994
Registration password: This event does not require a password for registration
To view in other time zones or languages, please click the link:
htts://npa.webex.carm n.pbp?MTID=elld362d785372a206a9ell2ell208llllc627
-------------------------------------------------------
To join the audio conference only
-------------------------------------------------------
US TOLL: +1-415-655-0001
Global call-in numbers: https://nlpa.webex.carm Wipe iabalcaliin.php?serviceType=EC&ED=491351762&toltFree=O
Access code: 660 414 994
-------------------------------------------------------
For assistance
-------------------------------------------------------
You can contact National Joint Powers Alliance at:
vidcon(a nipacoop.or�
lit
ps:/Awww.webex.corn
IMPORTANT NOTICE: This WebEx service includes a feature that allows audio and any documents and other materials exchanged
or viewed during the session to be recorded. By joining this session, you automatically consent to such recordings. If you do not
consent to the recording, discuss your concerns with the meeting host prior to the start of the recording or do not join the session.
Please note that any such recordings may be subject to discovery in the event of litigation.
Acknowledgment of Addendum One (1) to RFP 120716 emailed on November 16, 2016.
COMPANY NAME:
SIGNATURE:
DATE
Please include this signed Addendum with your RFP response.
National Auto Fleet trot
A Division of Chevrolet of Watsonville
io 490 Auto Center Drive, Watsonville, CA 95076
(855) 289-6572 - (855) BUY-NJPA - (831) 480-8497 Fax
Fleet@NationalAutoFleetGroup.com
03/27/2019
Quote ID 8300
Mr. Sergio Rodriguez
City of Santa Clarita
25663 W. Ave Stanford
Santa Clarita, CA 91355
Dear Mr. Rodriguez,
National Auto Fleet Group is pleased to quote the following vehicle(s) for your consideration.
One (1) New/Unused (2020 Freightliner M2 112 Set Back Axle CNG Chassis with 6/8 Yard
Cubic Yard Dump Body) Provided by Mr. Gebhard with Freightliner each for:
One Unit (1)
Sub Total $ 169,657.00
Tax (9.50%) $ 16,117.42
Total 185,774.42
This vehicle(s) is available under the Sourcewell (Formerly Known as,,NJPA) Contract
081716 -NAF. Please reference this Bid Number on all Purchase Orders.
Thank you in advance for your consideration. Should you have any questions, please do not
hesitate to call.
Since
lfesse Cooper
National Fleet Manager
Office (855) 289-6572
Fax (831) 480-8497
NOW77 par"JfM.11_1 (9?)TOYO
4�= 'MW T110
Cleveland, NC CTS Center - Mt Holly, NC CTS Center - Portland, OR CTSCiaaer
San Amorno,'TX CTS Center - sainuo, mx c'rs center - Santiago, MX ("I'S Centel
6nipany W*&rwk --------- Date Quote ..jjq49_
Name Russell Gebbard Quote Expires
Addressrealer Code----J�Ln
City 9A621--- . .... . Build Cly --_---
Model M2 106/112
Phone
*Customer is responsible for any applicable sales ox fii(Jetal (-xc"v tax. Quote % nie, hawd ort US fiordn and per truck -
*Customer finnishod pacts vv ll be assessed vvith a per truck lianiftuit; fccand N%fll be irivioded oi the quarr
*Cuatorrier furnished parts MUST be delivered 10 dials rarror to chasos %tarl date,..or additional faci; rilay he applied
*Any CTS request' or change submitted less than 10 days ptLor tA) chassis start dare (applicimblo kip to 10 lrucks per
floet), or any unit that must be retumeil to, CTS after being released, will be asscssvd a fee of$50 iser truck
Item Description Price (0a) Total
I Furnish and Install Duraclass HJ4 6/8insyd Dump Body
Includ" 19 6/8cuyd Duraciass Jill Dump Body (white ) Dunip Body
Ladder (Moura4d on Pror"riga Side) Hydraulic Wet Ka
Prarionatic Controls For Opermon 12'
IM"ll Top warioduaries) Controls
Ashpon Gats in Tad Gott
Warning Lights an Cob Prisector (Forward Vi outboard)
lWarrung Lighis on Dump Pillars (Rear)
ITurder Metaric Broke Controller
60K Trader Towing Package with kig2d Mount Nainer 22N) Air Cusluon Finite
Notes
(Rod�) CA UP
Wwt Pw " i
7SIL-Ij I I Limty, CP xu,,ra 9 VNI w t 00, tox wv t kit
YrO
41 I -W4 Mouni iw d v5 m fl -r,, m 0 ,o roO
jiliqll-M, snqt to C, U, PDI laza co"'pknwn
lb:H-01 Q FRONT S; SJILNSI()NWIM LAJ- 1 1 1 'L?
('AnotinZ La;h%; 13 11.0 114 Ot 14 7.017 lo, Awwi, -d ors . 1,, fi("C'
M)w Package) haie Iroite, m 'r'(1 dro'l" u, FOF
34)(A S'wch on dA,h f, 0�
Othei
Total Unit Price
- - - ------------------- -
ro accept 1h)s 4untv' pleww' sign, and rection vah PO nuiiJzer , is vivad jo
'Be sure to submit correct 998 Data Sook Code
998-032 Modshtarion Ouly (No PIN)
(N18-033 --Modification and PI)l
By signing this quote you are authorizing the above stated work to be completed by the DTNA CIS Center, All take off parts will
become property of the CTS center unless otherwise noted We cannot begin specified work until we have received a valid K-)
Signature
Printed Name
Tha
t2ak.Tau far N our business!
P(M
Prepared for:
Sergio Roddpiz
City of Santa Clarita
25M Wave Stanford
Santa Clarb, CA 91355
Phone: (661) 294-2608
Prepared by:
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone:5106323535
SPECIFICATIO N PROPOSAL
EXPECTED GROSS VEHICLE WEIGHT CAPACITY
: 26000,0 lbs
EXPECTED GROSS COMBINATION WEIGHT
35000.0 lbs
Application Version 10. 1202
Data Version PRL -19M.011
Santa Clarita CNG Dump truck
03/27/2019 1:30 PM
Page 4 of 24
Weight Weight
Description
Front Rear
,777'
77777
M2 PRL. -19M (EFF:01 /1 5(l 9)
r
31!
SPECPR021 DATA RELEASE VER 011
QTY
70 7"', 777 T5,-tF
s
M2 112 CONVENTIONAL CHASSIS
8,244 6,026
2020 MODEL YEAR SPECIFIED
SET BACK AXLE - TRUCK
TRAILER TOWING PROVISION AT END OF
10 10
FRAME FOR TRUCK
LH PRIMARY STEERING LOCATION
TRUCK/TRAILER CONFIGURATION
DOMICILED, USA 50 STATES (INCLUDING
CALIFORNIA AND CAR13 OPT -IN STATES)
UTILITY/REPAIR/MAINTENANCE SERVICE
GOVERNMENT BUSINESS SEGMENT
DIRT/SAND/ROCK COMMODITY
TERRAIN/DUTY: i00% (ALL) OF THE TIME, IN
TRANSIT, IS SPENT ON PAVED ROADS
MAXIMUM 8% EXPECTED GRADE
SMOOTH CONCRETE OR ASPHALT PAVEMENT -
MOST SEVERE IN -TRANSIT (BETWEEN SITES)
ROAD SURFACE
FREIGHTLINER LEVEL I WARRANTY
EXPECTED FRONT AXLES) LOAD : 10000.0 lbs
EXPECTED REAR DRIVE AXLE(S) LOAD:
21000.0 lbs
EXPECTED GROSS VEHICLE WEIGHT CAPACITY
: 26000,0 lbs
EXPECTED GROSS COMBINATION WEIGHT
35000.0 lbs
Application Version 10. 1202
Data Version PRL -19M.011
Santa Clarita CNG Dump truck
03/27/2019 1:30 PM
Page 4 of 24
Prepared for:
Sergio Rodrlguiz
City of Santa Clarity
25663 W ave Stanford
Santa Cladta, CA 91355
Phone: (661) 294-2508
Prepared by:
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone: 5106323535
PTO RPM WITH CRUISE SET SWITCH - 700 RPM
PTO RPM WITH CRUISE RESUME SWITCH - 800
RPM
PTO MODE CANCEL VEHICLE SPEED - 5 MPH
PTO GOVERNOR RAMP RATE - 250 RPM PER
SECOND
PTO MINIMUM RPM - 700
2018 AND LATER NATURAL GAS AND LPG ONLY:
2016 ONBOARD DIAGNOSTICS/2010
EPA/CARB/GHG17
2008 CARE EMISSION CERTIFICATION -
EXEMPTED VEHICLE: NO CLEAN IDLE LABEL
REQUIRED
STANDARD OIL PAN
ENGINE MOUNTED OIL CHECK AND FILL
ONE PIECE VALVE COVER
SIDE OF HOOD AIR INTAKE WITH FIREWALL
MOUNTED DONALDSON AIR CLEANER
Application Version 10.1.202
Data Version PRL•19M.01I "
Santa Clarita CNG Dump truck
03/27/20191:30 PM
Page 5 of 24
Weight Weight
Description Front Rear
{xt
END DUMP BODY
EXPECTED EMPTY BODY WEIGHT: 0.0 Lbs
STELLAR INDUSTRIES
EXPECTED BODY/PAYLOAD CG HEIGHT ABOVE
FRAME "XX" INCHES : 32,0 in
FLATBED TRAILER
SINGLE (1) TRAILER
rf
CUM L9N 320 HP @ 2000 RPM, 2200 GOV, N- -850 -70
GAS, 1000 LBIFT @ 1300 RPM
65 MPH ROAD SPEED LIMIT
CRUISE CONTROL SPEED LIMIT SAME AS ROAD
SPEED LIMIT
PTO MODE ENGINE RPM LIMIT -1500 RPM
N
PTO MODE THROTTLE OVERRIDE - LIMIT TO
1400 RPM
PTO MODE BRAKE OVERRIDE • SERVICE
BRAKE APPLIED
PTO RPM WITH CRUISE SET SWITCH - 700 RPM
PTO RPM WITH CRUISE RESUME SWITCH - 800
RPM
PTO MODE CANCEL VEHICLE SPEED - 5 MPH
PTO GOVERNOR RAMP RATE - 250 RPM PER
SECOND
PTO MINIMUM RPM - 700
2018 AND LATER NATURAL GAS AND LPG ONLY:
2016 ONBOARD DIAGNOSTICS/2010
EPA/CARB/GHG17
2008 CARE EMISSION CERTIFICATION -
EXEMPTED VEHICLE: NO CLEAN IDLE LABEL
REQUIRED
STANDARD OIL PAN
ENGINE MOUNTED OIL CHECK AND FILL
ONE PIECE VALVE COVER
SIDE OF HOOD AIR INTAKE WITH FIREWALL
MOUNTED DONALDSON AIR CLEANER
Application Version 10.1.202
Data Version PRL•19M.01I "
Santa Clarita CNG Dump truck
03/27/20191:30 PM
Page 5 of 24
Prepared for:
Sergio Rodrigulz
City Of Sainte Clarft
25663 W ave Stanford
Santa Clarits, CA 91355
Phone: (661) 2W-2608
Description
DR 12V 160 AMP 36 -St BRUSHLESS
QUADRAMOUNT PAD ALTERNATOR WITH
REMOTE BATTERY VOLT SENSE
(3) DTNA GENUINE, FLOODED STARTING, MIN
3375CCA, 585RC, THREADED STUD BATTERIES
BATTERY BOX FRAME MOUNTED
STANDARD BATTERY JUMPERS
SINGLE BATTERY BOX FRAME MOUNTED LH
SIDE UNDER CAB
WIRE GROUND RETURN FOR BATTERY CABLES
WITH ADDITIONAL FRAME GROUND RETURN
NON -POLISHED BATTERY BOX COVER
CAS AUXILIARY POWER CABLE
POSITIVE LOAD DISCONNECT WITH CONTROL
SWITCH WITH LOCKING PROVISION MOUNTED
OUTSIDE OF CAB
POSITIVE AND NEGATIVE POSTS FOR
JUMPSTART LOCATED ON FRAME NEXT TO
STARTER
CUMMINS TURBOCHARGED 18.7 CFM AIR
COMPRESSOR WITH INTERNAL SAFETY VALVE
STANDARD MECHANICAL AIR COMPRESSOR
GOVERNOR
AIR COMPRESSOR DISCHARGE LINE
ELECTRONIC ENGINE INTEGRAL SHUTDOWN
PROTECTION SYSTEM
SINGLE HORIZONTAL MUFFLER WITH
HORIZONTAL TAILPIPE EXHAUST, RH
MOUNTED
ENGINE AFTERTREATMENT WIRING, OXYGEN
SENSOR
STANDARD EXHAUST SYSTEM LENGTH
RH STANDARD HORIZONTAL TAILPIPE
NO DIESEL EXHAUST FLUID TANK
NORTON DRIVEMASTER ADVANTAGE ON/OFF
FAN DRIVE
AUTOMATIC FAN CONTROL WITHOUT DASH
SWITCH, NON ENGINE MOUNTED
CUMMINS SUPPLIED FLEETGUARD
COALESCING FILTER (LOW PRESSURE) CNG
COMBINATION FULL FLOW/BYPASS OIL FILTER
1300 SQUARE INCH ALUMINUM RADIATOR
ANTIFREEZE TO -34F, OAT (NITRITE AND
SILICATE FREE) EXTENDED LIFE COOLANT
Application Version 10.1,202
Data Version PRL -19M.011
Santa Clarft CNG Dump truck
Prepared by:
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phoma: 6106323535
Weight weight
Front Rear
10
I
N
-160 -80
-25 -25
-20
Page 6 of 24
Prepared for:
Prepared by:
Sergio Rodriguiz
Russ Gebhard
City of Santa Clarke
GOLDEN GATE TRUCK CENTER
25663 W ave Stanford
8200 BALDWIN STREET
Santa Narita, CA 91365
OAKLAND, CA 94621
Phone: (661) 294-2508
Phone:5106323535
Weight Weight
Description Front Rear
_.. .. __._.._..... _...... ___
GATES BLUE STRIPE COOLANT HOSES OR
EQUIVALENT
CONSTANT TENSION HOSE CLAMPS FOR
COOLANT HOSES
ALUMINUM FLYWHEEL HOUSING
DELCO 12V38MT HD STARTER WITH -10
INTEGRATED MAGNETIC SWITCH
ALLISON 3000 RDS AUTOMATIC TRANSMISSION -80 -20
WITH PTO PROVISION
ALLISON VOCATIONAL PACKAGE 223 -
AVAILABLE ON 3000/4000 PRODUCT FAMILIES
WITH VOCATIONAL MODELS RDS, HS, MH AND
TRV
ALLISON VOCATIONAL RATING FOR ON/OFF
HIGHWAY APPLICATIONS AVAILABLE WITH ALL
PRODUCT FAMILIES
PRIMARY MODE GEARS, LOWEST GEAR 1,
START GEAR 1, HIGHEST GEAR 6, AVAILABLE.
FOR 3000/4000 PRODUCT FAMILIES ONLY
SECONDARY MODE GEARS, LOWEST GEAR 1,
START GEAR 1, HIGHEST GEAR 6, AVAILABLE
FOR 3000/4000 PRODUCT FAMILIES ONLY
PRIMARY SHIFT SCHEDULE RECOMMENDED BY
DTNA AND ALLISON, THIS DEFINED BY ENGINE
AND VOCATIONAL USAGE
SECONDARY SHIFT SCHEDULE
RECOMMENDED BY DTNA AND ALLISON, THIS
DEFINED BY ENGINE AND VOCATIONAL USAGE
PRIMARY SHIFT SPEER RECOMMENDED BY
DTNA AND ALLISON, THIS DEFINED BY ENGINE
AND VOCATIONAL USAGE
SECONDARY SHIFT SPEED RECOMMENDED BY
DTNA AND ALLISON, THIS DEFINED BY ENGINE
AND VOCATIONAL USAGE
ENGINE BRAKE RANGE PRESELECT
RECOMMENDED BY DTNA AND ALLISON, THIS
DEFINED BY ENGINE AND VOCATIONAL USAGE
ENGINE BRAKE: RANGE ALTERNATE
PRESELECT RECOMMENDED BY DTNA AND
ALLISON, THIS DEFINED BY ENGINE AND
VOCATIONAL USAGE
FUEL SENSE 2.0 DISABLED - MAXIMUM
PERFORMANCE - TABLE BASEL)
DRIVER SWITCH INPUT - DEFAULT - NO
SWITCHES
Application Version 10. 1.202 u u "� 40 03/27/20191:30 PM
Data Version PRL -19M.011 w p
Santa Claft CNG Dump truck Page 7 of 24
Prepared for-
Sergio
Rodriguiz
City of Santa Ciarita
25663 W ave Stanford
Santa Ciarita, CA 91355
Phone: (661)294-2586
VEHICLE INTERFACE WIRING CONNECTOR
WITHOUT BLUNT CUTS, AT END OF FRAME
ELECTRONIC TRANSMISSION CUSTOMER
ACCESS CONNECTOR FIREWALL MOUNTED
CUSTOMER INSTALLED CHELSEA 277 SERIES
PTO
PTC) MOUNTING, LH SIDE OF MAIN
TRANSMISSION
MAGNETIC PLUGS, ENGINE DRAIN,
TRANSMISSION DRAIN, AXLE(S) FILL AND
DRAIN
PUSH BUTTON ELECTRONIC SHIFT CONTROL,
DASH MOUNTED
TRANSMISSION PROGNOSTICS - ENABLED 2013
WATER TO OIL TRANSMISSION COOLER, IN
RADIATOR END TANK
TRANSMISSION OIL CHECK AND FILL WITH
ELECTRONIC OIL LEVEL CHECK
SYNTHETIC TRANSMISSION FLUID (TES -295
COMPLIANT)
DETROIT DA -F-10.0-310,000# FF1 71.5 KPI/3.74
DROP SINGLE FRONT AXLE
MERITOR 15X5 Q+ CAST SPIDER CAM FRONT
BRAKES, DOUBLE ANCHOR, FABRICATED
SHOES
NON -ASBESTOS FRONT BRAKE LINING
CONMET CAST IRON FRONT BRAKE DRUMS
FRONT OIL SEALS
VENTED FRONT HUB CAPS WITH WINDOW,
CENTER AND SIDE PLUGS - OIL
STANDARD SPINDLE NUTS FOR ALL AXLES
MERITOR AUTOMATIC FRONT SLACK
ADJUSTERS
TRW THP -60 POWER STEERING
POWER STEERING PUMP
2 QUART SEE THROUGH POWER STEERING
RESERVOIR
SYNTHETIC 50W FRONT AXLE LUBE
12,000# DUAL TAPERLEAF FRONT SUSPENSION
MAINTENANCE FREE RUBBER BUSHINGS -
FRONT SUSPENSION
Application Version 10.1.202
Data Version PRL -19M.011
Santa Clarke CNG Dump truck
Weight
Front
42
Prepared by:
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone:5106323535
Weight
Rear
03/2712019 1:30 PM
Page 8 of 24
Prepared for:
Sergio Rodriguiz
My of Santa Clarity
25663 W ave Stanford
Santa Clarita, CA 91355
Phone: (661) 294-2508
ApPlication Version 10.1.202
Data Version PRL -19M,011
Santa Clarito CNG Dump trua
Prepared by.
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone:5106323535
Weight Weight
Front Rear
4
-2,300
-25 -26
E
-20
80
03/2712019 1:30 PM
Page 9 of 24
Description
- -- ------------- -
FRONT SUSPENSION WITH LEFT HAND OFFSET
SHACKLE BRACKET
FRONT SHOCK ABSORBERS
RS -21-160 21,000# R -SERIES SINGLE REAR
AXLE
6.14 REAR AXLE RATIO
IRON REAR AXLE CARRIER WITH STANDARD
AXLE HOUSING
MXL 176T MERITOR EXTENDED LUBE MAIN
DRIVELINE WITH HALF ROUND YOKES
MERITOR 16.5X7 Q+ CAST SPIDER HEAVY DUTY
CAM REAR BRAKES, DOUBLE ANCHOR,
FABRICATED SHOES
NON -ASBESTOS REAR BRAKE LINING
BRAKE CAMS AND CHAMBERS ON FORWARD
SIDE OF DRIVE AXLE(S)
CONMET CAST IRON REAR BRAKE DRUMS
REAR OIL SEALS
WASCO, TRISTOP D LONGSTROKE 1 -DRIVE
AXLE SPRING PARKING CHAMBERS
MERITOR AUTOMATIC REAR SLACK
ADJUSTERS
SYNTHETIC 75W-90 REAR AXLE LUBE
23,0000 FLAT LEAF SPRING REAR SUSPENSION
WITH HELPER AND RADIUS ROD
SPRING SUSPENSION - NO AXLE SPACERS
STANDARD AXLE SEATS IN AXLE CLAMP
GROUP
FORE/AFT CONTROL RODS
AIR BRAKE PACKAGE
WASCO 4S14M ABS WITH TRACTION CONTROL,
WITH ATC; OFF-ROAD SWITCH
REINFORCED NYLON, FABRIC BRAID AND WIRE
BRAID CHASSIS AIR LINES
FIBER BRAID PARKING BRAKE HOSE
STANDARD BRAKE SYSTEM VALVES
STANDARD AIR SYSTEM PRESSURE
PROTECTION SYSTEM
STD U.S. FRONT BRAKE VALVE
ApPlication Version 10.1.202
Data Version PRL -19M,011
Santa Clarito CNG Dump trua
Prepared by.
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone:5106323535
Weight Weight
Front Rear
4
-2,300
-25 -26
E
-20
80
03/2712019 1:30 PM
Page 9 of 24
Prepared for:
Sergio Rodrigulz
City Of Santa Curita
255 W ave Stanford
Santa Cleft, CA 91355
Phone: (661) 294-2508
Description
RELAY VALVE WITH 5-8 PSI CRACK PRESSURE,
NO REAR PROPORTIONING VALVE
BW AD -9 BRAKE LINE AIR DRYER WITH HEATER
AIR DRYER FRAME MOUNTED
CALCULATED FRAME SPACE RH SIDE: 19419
in
Application Version 10.1.202
Data Version PRL -19M.011
Santa Clarita CNG Dump Wick
Weight
Front
9#1
5
Prop
Russ,
GOLDEN GATE TRUCK (
8200 BALDWIN 1
OAKLAND, 0
Phone: 5104
Weight
Rear
m
m
03127/20191:30 PM
Page 10 of 24
STEEL AIR BRAKE RESERVOIRS MOUNTED IN
CAB ENTRY STEPS WHEN POSSIBLE
CLEAR FRAME RAILS 36 INCHES FROM BACK
OF CAB INSIDE/OUTBOARD/BELOW BOTH
FRAME RAILS
PULL CABLE ON WET TANK, PETCOCK DRAIN
VALVES ON ALL OTHER AIR TANKS
AIR CONNECTIONS TO END OF FRAME WITH
GLAD HANDS FOR TRUCK AND NO DUST
COVERS
(1) ADDITIONAL AIR SWITCH WITH PLUMBING
TO END OF FRAME
PRIMARY CONNECTOR/RECEPTACLE WIRED
FOR COMBINATION STOWTURN, CENTER PIN
POWERED THROUGH IGNITION WITH STOP
SIGNAL PREWIRE PACKAGE
SAE J560 7 -WAY PRIMARY CABLE RECEPTACLE
MOUNTED END OF FRAME WITH 36"
ADDITIONAL CABLE AT REAR CROSSMEMBER
UPGRADED CHASSIS MULTIPLEXING UNIT
UPGRADED BULKHEAD MULTIPLEXING UNIT
'777'
4675MM (184 INCH) WHEELBASE
9132X3-1/16XIO-1116 INCH STEEL FRAME
(7,10265.15MM/0.281XII0.06 INCH) 80KSI
BODY COMPANY INSTALLED ADDITIONAL
FRONT FRAME REINFORCEMENT FOR SNOW
PLOW
1275MM (50 INCH) REAR FRAME OVERHANG
FRAME OVERHANG RANGE: 41 INCH TO 50
INCH
CALC'D BACK OF CAB TO REAR SUSP C& (CA):
118.55 in
CALCULATED EFFECTIVE BACK OF CAB TO
REAR SUSPENSION C/L (CA) ; 86,74 in
CALC*D FRAME LENGTH - OVERALL: 277.61
CALCULATED FRAME SPACE LH SIDE: 123.29
in
CALCULATED FRAME SPACE RH SIDE: 19419
in
Application Version 10.1.202
Data Version PRL -19M.011
Santa Clarita CNG Dump Wick
Weight
Front
9#1
5
Prop
Russ,
GOLDEN GATE TRUCK (
8200 BALDWIN 1
OAKLAND, 0
Phone: 5104
Weight
Rear
m
m
03127/20191:30 PM
Page 10 of 24
Prepared for:
Prepared by:
Sergio Rodrigulz
Russ Gebhard
City of Santa Clarita
GOLDEN GATE TRUCK CENTER
26663 W eve Stanford
8200 BALDWIN STREET
Santa Clarita, CA 91355
OAKLAND, CA 04621
Phone* (661) 294-2W8
Phone: 5106328536
Weight Weight
lIQ
Application Version 10.1.202 03/2712019 1:30 PM
Data Version PRL -1 9M.01 I
Santa Clarita CNG Dump truck Page 11 of 24
Description
Front a Rear
........... . .. . . ............ ..
CALC'D SPACE AVAILABLE FOR DECKPLATE:
.... ..... . ............
118.45 In
SQUARE END OF FRAME
FRONT CLOSING CROSSMEMBER
STANDARD WEIGHT ENGINE CROSSMEMBER
STANDARD CROSSMEMBER BACK OF
TRANSMISSION
STANDARD MIDSHIP #1 CROSSMEMBER(S)
STANDARD REARMOST CROSSMEMBER
STANDARD SUSPENSION CROSSMEMBER
THREE-PIECE 14 INCH CHROMED STEEL
BUMPER WITH COLLAPSIBLE ENDS
REMOVABLE FRONT TOW HOOKS STORED ON
25
THE CHASSIS FRAME
BUMPER MOUNTING FOR SINGLE LICENSE
PLATE
FENDER AND FRONT OF HOOD MOUNTED
FRONT MUDFLAPS
HUCK-SPIN ROUND COLLAR CHASSIS
FASTENERS
NO LH FUEL TANK
-85 -20
60 DIESEL GALLON EQUIVALENT (DGE)
600 450
COMPRESSED NATURAL GAS (CNG) FUEL
TANKS STACKED BACK OF CAB, 016°
DIAMETER, 577 MM OVERALL LENGTH
STACKED TRANSVERSE MOUNTING BACK OF
80 50
CAB FOR CNG TANKS WITH PAINTED
SHIELDING
PLAIN STEP FINISH
LH CNG NGVI STANDARD FILL RECEPTACLE
AND DUST CAPS WITH ADDITIONAL HIGH FLOW
AND DEFUELER RECEPTACLES
CNG FUEL HEATING SYSTEM
10
SINGLE CNG FUEL LINE WITH IN-LINE
SOLENOID SHUTOFF VALVE AND PRESSURE
REGULATOR
NO NATURAL GAS VEHICLE FUEL TANK VENT
LINE/STACK
STAINLESS STEEL AND SYNTHETIC RUBBER
FLEXIBLE FUEL LINES - NATURAL GAS SERVICE
lIQ
Application Version 10.1.202 03/2712019 1:30 PM
Data Version PRL -1 9M.01 I
Santa Clarita CNG Dump truck Page 11 of 24
Prepared for:
Sergio Rodrigulz
City of Santa Clarlta
25663 W are Stanford
Santa Clarita, CA 91355
Phone; (661) 294-2508
Description
MICHELIN XZE2 11 R22,5 14 PLY RADIAL FRONT
TIRES
MICHELIN X MULTI D 11822.5 14 PLY RADIAL
REAR TIRES
CONMET PRESET PLUS PREMIUM IRON FRONT
HUBS
CONMET PRESET PLUS PREMIUM IRON REAR
HUBS
ACCURIDE 28828 22.5X8.2510 -HUB PILOT 6.18
INSET 2 -HAND HD STEEL DISC FRONT WHEELS
ACCURIDE 28828 215X8.25 10 -HUS PILOT 2 -
HAND HD STEEL DISC REAR WHEELS
FRONT WHEEL MOUNTING NUTS
REAR WHEEL MOUNTING NUTS
112 INCH BBC FLAT ROOF ALUMINUM
CONVENTIONAL CAB
AIR CAB MOUNTING
NONREMOVABLE BUGSCREEN MOUNTED
BEHIND GRILLE
SAFETY YELLOW LH AND RH INTERIOR GRAB
HANDLES AND LH AND RH EXTERIOR NON -SLIP
GRAB HANDLES
HOOD MOUNTED CHROMED PLASTIC GRILLE
CHROME HOOD MOUNTED AIR INTAKE GRILLE
FIBERGLASS HOOD
HOOD LINER, ADDED FIREWALL AND FLOOR
HEAT INSULATION
SINGLE 14 INCH ROUND HADLEY AIR HORN
UNDER LH DECK
DUAL ELECTRIC HORNS
SINGLE HORN SHIELD
DOOR LOCKS AND IGNITION SWITCH KEYED
THE SAME WITH (4) KEYS
REAR LICENSE PLATE MOUNT END OF FRAME
SWITCH, INDICATOR LIGHT AND WIRING FOR
(2) CUSTOMER FURNISHED BEACONS
INTEGRAL HEADLIGHT/MARKER ASSEMBLY
WITH CHROME BEZEL ,
LED AERODYNAMIC MARKER LIGHTS
DAYTIME RUNNING LIGHTS
Application Version I O. 1 .202
Data Version PRL -19M.011 COMM=)
Santa Clarita CNG Dump truck
Prepared by:
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone:5106323535
�u-
A
4
52
03/27/2019 110 PM
Page 12 of 24
Prepared for:
Prepared b)r
Sergio Roddgulz
Russ Gebhard
City of Santa Clerita
GOLDEN GATE TRUCK CENTER
25663 W ave Stanford
8200 BALDWIN STREET
Santa Clarits, CA 91355
OAKLAND, CA 94621
Phone: (661) 294-2508
Phone: 5106323535
Weight Weight
Description
Front Rear
----
FREIGHTLINER, LED FLANGE MOUNTED
- - -------- ... ............. .. .
5
STOP/TAIL/TURN LIGHTS WITH SEPARATE
INCANDESCENT BACKUP LIGHTS
STANDARD FRONT TURN SIGNAL LAMPS
DUAL WEST COAST BRIGHT FINISH HEATED
MIRRORS WITH LH AND RH REMOTE
DOOR MOUNTED MIRRORS
102 INCH EQUIPMENT WIDTH
LH AND RH 8 INCH BRIGHT FINISH CONVEX
MIRRORS MOUNTED UNDER PRIMARY
MIRRORS
RH DOWN VIEW MIRROR
STANDARD SIDE/REAR REFLECTORS
63X14 INCH TINTED REAR WINDOW
TINTED DOOR GLASS LH AND RH WITH TINTED
NON-OPERATING WING WINDOWS
RH AND LH ELECTRIC POWERED WINDOWS,
4
PASSENGER SWITCHES ON DOOR(S)
TINTED WINDSHIELD
2 GALLON WINDSHIELD WASHER RESERVOIR
WITHOUT FLUID LEVEL INDICATOR, FRAME
MOUNTED
OPAL GRAY VINYL INTERIOR
MOLDED PLASTIC DOOR PANEL WITHOUT
VINYL INSERT WITH ALUMINUM KICKPLATE
LOWER DOOR
MOLDED PLASTIC DOOR PANEL WITHOUT
VINYL INSERT WITH ALUMINUM KICKPLATE
LOWER DOOR
BLACK MATS WITH SINGLE INSULATION
DASH MOUNTED ASH TRAY(S) WITHOUT
LIGHTER
FORWARD ROOF MOUNTED CONSOLE WITH
UPPER STORAGE COMPARTMENTS WITHOUT
NETTING
CENTER STORAGE CONSOLE MOUNTED ON
20
BACKWALL
(2) CUP HOLDERS LH AND RH DASH
GRAY/CHARCOAL WING DASH
2-1/2 LB. FIRE EXTINGUISHER
5
METHANE DETECTION SYSTEM WITH (1)
10
SENSOR IN CAB AND (1) SENSOR IN ENGINE
COMPARTMENT
FIRST AID KIT
2
Application Version 10.1.202 0
03/27/2019 1:30 PM
Data Version PRL -19M.011
Santa Clarita CNG Dump truck
Page 13 of 24
Prepared for:
Sergio Roddguiz
City of Santa Clarits
25663 W eve Stanford
Santa CAarb, CA 91355
Phone: (661) 2942508
D"cription
HEATER, DEFROSTER AND AIR CONDITIONER
STANDARD HVAC DUCTING
MAIN HVAC CONTROLS WITH RECIRCULATION
SWITCH
STANDARD HEATER PLUMBING
VALEO HEAVY DUTY A/C REFRIGERANT
COMPRESSOR
BINARY CONTROL, R- I 34A
PREMIUM INSULATION
SOLID-STATE CIRCUIT PROTECTION AND
FUSES WITH SPARE FUSE KIT
12V NEGATIVE GROUND ELECTRICAL SYSTEM
DOME DOOR ACTIVATED LH AND RH, DUAL
READING LIGHTS, FORWARD CAB ROOF
LH AND RH ELECTRIC DOOR LOCKS
(2) 12 VOLT POWER RECEPTACLES MOUNTED
IN DASH
TRIANGULAR REFLECTORS WITHOUT FLARES
BASIC HIGH BACK AIR SUSPENSION DRIVER
SEAT WITH MECHANICAL LUMBAR AND
INTEGRATED CUSHION EXTENSION
BASIC HIGH BACK AIR SUSPENSION
PASSENGER SEAT WITH MECHANICAL LUMBAR
AND INTEGRATED CUSHION EXTENSION
DUAL DRIVER AND PASSENGER SEAT
ARMRESTS
LH AND RH INTEGRAL DOOR PANEL ARMRESTS
BLACK MORDURA CLOTH DRIVER SEAT COVER
BLACK MORDURA CLOTH PASSENGER SEAT
COVER
HIGH VISIBILITY ORANGE SEAT BELTS
ADJUSTABLE TILT AND TELESCOPING
STEERING COLUMN
4 -SPOKE 18 INCH (450MM) STEERING WHEEL
DRIVER AND PASSENGER INTERIOR SUN
VISORS
GRAY DRIVER INSTRUMENT PANEL
GRAY CENTER INSTRUMENT PANEL
ENGINE REMOTE INTERFACE WITH PARK
BRAKE INTERLOCK
BLACK GAUGE BEZELS
Application Version 10.1 .202
Data Version PRL -19M.011
Santa Clarita CNG Dump truck
Weight
Front
Prepared by:
Russ Gabbard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone:5106323535
Weight
Rear
10
30
26 10
8
1#2
03/27/20191:30 PM
Page 14 of 24
Prepared for:
Weight W012tvt
Sergio Rodriguiz
Prepared by:
City of Santa Clarity
Russ Gebhard
25683 W ave Stanford
GOLDEN GATE TRUCK CENTER
Santa Clarits, CA 91355
8200 BALDWIN STREET
Phone: (661) 294-2W8
OAKLAND, CA 94621
Phone: 5106323535
Application Version 10.1-202 0 03/27/2019 1:30 PM
Data Version PRL -1 9M.01 1 Page 15 of 24
Santa Clarits CNG DumP truck
Weight W012tvt
Description
"'-
Front Roar
,* INDICATOR ' -,--,- - -LIGHT ' X, N
LOW AIR PRESSURE
AUDIBLE ALARM
2 INCH PRIMARY AND SECONDARY AIR
PRESSURE GAUGES
INTAKE MOUNTED AIR RESTRICTION
INDICATOR WITHOUT GRADUATIONS
97 DB BACKUP ALARM
3
ELECTRONIC CRUISE CONTROL WITH
SWITCHES ON AUXILIARY GAUGE PANEL (B
DASH PANEL)
KEY OPERATED IGNITION SWITCH AND
INTEGRAL START POSITION; 4 POSITION
OFFIRUIN/STARTIACCESSORY
ICU3S, 132X48 DISPLAY WITH DIAGNOSTICS, 28
LED WARNING LAMPS AND DATA LINKED
HEAVY DUTY ONBOARD DIAGNOSTICS
INTERFACE CONNECTOR LOCATED BELOW LH
DASH
2 INCH ELECTRIC FUEL GAUGE
ENGINE REMOTE INTERFACE WITH MULTIPLE
SET SPEEDS
ENGINE REMOTE INTERFACE CONNECTOR AT
BACK OF CAB
ELECTRICAL ENGINE COOLANT TEMPERATURE
GAUGE
2 INCH TRANSMISSION OIL TEMPERATURE
GAUGE
ENGINE AND TRIP HOUR METERS INTEGRAL
WITHIN DRIVER DISPLAY
(1) DASH MOUNTED PTO SWITCH WITH
5
INDICATOR LAMP FOR CUSTOMER INSTALLED
PTO
ELECTRIC ENGINE OIL PRESSURE GAUGE
AM/FM/WB WORLD TUNER RADIO WITH
10
AUXILIARY INPUT, J1939
DASH MOUNTED RADIO
(2) RADIO SPEAKERS IN CAB
AMIFM ANTENNA MOUNTED ON FORWARD LH
ROOF
ELECTRONIC MPH SPEEDOMETER WITH
SECONDARY KPH SCALE, WITHOUT
ODOMETER
STANDARD VEHICLE SPEED SENSOR
ELECTRONIC 3000 RPM TACHOMETER
IGNITION SWITCH CONTROLLED ENGINE STOP
Application Version 10.1-202 0 03/27/2019 1:30 PM
Data Version PRL -1 9M.01 1 Page 15 of 24
Santa Clarits CNG DumP truck
Prepared for:
Sergio RodNulz
City of Santa Ciarits
25663 W ave Stanford
Santa Cladta, CA 91355
Phone: (661) 294-2508
(6) IGN CONTROLLED EXTRA SWITCHES WITH
IND LIGHTS WIRED TO POWER DIST BOX WITH
RELAYS PROVIDING 20 AMPS PER CIRCUIT TO
JUNCTION BLOCK AND 1 CIRCUIT AT 30 AMPS
BW TRACTOR PROTECTION VALVE
TRAILER HAND CONTROL BRAKE VALVE
DIGITAL VOLTAGE DISPLAY INTEGRAL WITH
DRIVER DISPLAY
SINGLE ELECTRIC WINDSHIELD WIPER MOTOR
WITH DELAY
MARKER LIGHT SWITCH INTEGRAL WITH
HEADLIGHT SWITCH
TWO VALVE PARKING BRAKE SYSTEM WITH
WARNING INDICATOR
SELF CANCELING TURN SIGNAL SWITCH WITH
DIMMER, WASHER/WIPER AND HAZARD IN
HANDLE
INTEGRAL ELECTRONIC TURN SIGNAL
FLASHER WITH HAZARD LAMPS OVERRIDING
STOP LAMPS
PAINT: ONE SOLID COLOR
Cot"
CAB COLOR A: L0006EB WHITE ELITE BC
BLACK, HIGH SOLIDS POLYURETHANE CHASSIS
PAINT
PAINT -FUEL CABINET: L0006EB WHITE. ELITE BC
POWDER WHITE (N0006EA) FRONT
WHEELS/RIMS (PKWHT21, TKWHT21, W, TW)
POWDER WHITE (N0006EA) READ
WHEELS/RIMS (PKWHT21, TKWHT21, W, TW)
STANDARD E COAT/UNDERCOATING
040koftn J
U,S. FMVSS CERTIFICATION, EXCEPT SALES
CABS AND GLIDER KITS
` w"' ' fi
CORPORATE PDI CENTER OPTION
INSTALLATION/MODIFICATION ONLY
MODIFICATION5 PRIUK • r
SPECIAL NARRATIVE INSTRUCTIONS
MAY �11
Application Version 10.1.202
Data Version PRL -19M.011
Santa Clarita CNG Dump truck
Prepared by:
Russ Gebherd
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone:5106323535
Weight Weight
Front Rear
03127/2019 1:30 ISM
Page 16 of 24
Prepared for.
Sergio Rodrigulz
City of Santa Clarb
25663 W ave Stanford
Santa Clarita, CA 91355
Phone: (661) 294-2608
Prepared by:
Russ Gabbard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone: 510632353,5
Weight Weight
Description Front Rear
CALCD FRAME LENGTH • OVERALL: 277.61
CALCULATED EFFECTIVE BACK OF CAB TO
REAR SUSPENSION C/L (CA): 86.74 in
CALCD SPACE AVAILABLE FOR DECKPLATE:
118,45 in
NO SALES PROGRAMS HAVE BEEN SELECTED
TOTAL VEHICLE SUMMARY
wwotlumflWy
Weight
Weight
Total
Front
Rear
Weight
Factory Weight* 8015 lbs
4187 lbs
12202 lbs
Total Welghe 8015 lbs
4187 lbs
12202 lbs
CUM EPA17 L9N: GE1 HWY 3 YEARS/100,000 MILES/161,000
KM
EXT WARR, FEX APPLIES
Weights shown are estimates only.
If weight is critical, contact Customer Application Engineering,
03/27/20181:30 PM
Application Version 10.1.202
Data Version PRL -19M,011 Pap 17 of 24
Santa Clarity CNG Dump truck
Pr*par*d for:
Sergio Rodriguiz
City of Santo Clarita
25663 W a" Stanford
Santa Cladia,CA 91355
Phone: (661)294-25M
47 in
194 W in
281 In
I VEHICLE SPECIFICATIONS SUMMARY - DIMENSIONS
Prepared by:
Russ Gebhord
GOLDEN GATE TRUCK CENTER
820OBALDW/NSTREET
OAKLAND, CA94621
Phone:5106323535
Model.............. ........... ......... ............. -----_-------_---....... --....... -----......... --...... ..... —.... 'M0112
Wheelbase (645)..------------------ ......... --.............. ---------'4676MMU84 INCH) WHEELBASE
Rear Frame Overhang (552) ..... --- .............. -----------_—_...... 1275MM{50INCH) REAR FRAME OVERHANG
FftVVh"(578)—...... --- ..... '_—...... _--'—_-----.'....... ----........ _--_—.... _NUFIFTH WHEEL,
Mounting Location (577),—...... NOFIFTH WHEEL LOCATION
Maximum Forward Position (in) ... ---__...... _—_--....... __------_—__—_--....... .................. —0
Maximum Rearward Position (in)— ...... -------- ... ....... ---...... --...... -----...... ---........... ... ..... _..... V
Amount mfSlide Travel (in) .......... .......... —........ —._—_...... —_—_........ ...... ._---_'_........ --....... O
Slide Increment (in)-- ... ---- .......... ----- .... —...... —...... ----------'—^—.......... ...... ----------'0
Desired Slide Position ................ —_....... --... ---- ...... ----....... —_--_---_—........ ''O�0
Cab Size (829) ... _............... ---......... .... ....... ---....... —112INCH BBC FLAT ROOF ALUMINUM CONVENTIONAL CAB
Sleepeno682>—......... —_---_........ NO SLEEPER
Exhaust System (016) ............ -- ...... SINGLE HORIZONTAL MUFFLER WITH HORIZONTAL TAILPIPE EXHAUST, RH MOUNTED
Application Version 1W�/.202 03/27/20191;30Pw
Date Version PRL48M.0i1
Prepared for:
Sergio Rodrigulz
City of Santa Clarita
25663 W ave Stanford
Santa Clarita, CA 91355
Phone: (661) 294-2508
Prepared by:
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone: 5106323535
Performance calculations are estimates only. If performance calculations are critical, please contact Customer Application
Engineering.
Application Version 10. 1.202 0
D•ata Version PRL -19M.011 (000-�Mw
Santa Clarke ONG Dump truck
Prepared for:
Sergio Rodrigulz
City of Santa Clatita
25663 W ave Stanford
Santa Clartta, CA 91355
Phone: (661) 2942508
Prepared by:
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone: 5106323535
VEHICLE SPECIFICATIONS SUMMARY
- G
Application Version I O 1 .202
Data Version PRL -19M.01 1
$aft Ctarft CNG DUMP truck
03J27/201 9 1:30 PIM
Prepared for:
Sergio Rodrigulz
City of Santa Clarita
25663 W eve Stanford
Santa Clarita, CA 91355
Phone: (661) 294-25D8
TABLE SUMMARY - G
Prepared by.
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone: 5 106323535
Performance calculations are estimates only. If performance calculations are critical, please contact Customer Application
Engineering,
Application Version 10.1.202
Data Version PRL -19M.011
Santa Clarks CNG Dump truck
03/27/2019 1:30 PM
Page 21 of 24
Prepared for:
Sergio Rodriguiz
City of Santa Clarits
25663 W aye Stanford
Santa Cladta,[A 91355
Phone: (661)294-%508
TAUCX WEIGHT
a ME
Front Rea[
B646 4296
Prepared by
Russ Gobhar(
GOLDEN GATE TRUCK CENTEF
8200 BALDmIN STREEI
OAKLAND, CA94621
Mwdal.'---... --- ............ --.—_--_—_------.
......... _-----------------..... —_--_--..m2112
Cab Size (829)—..—..---.---- .... _---......
-----]12INCH BBC FLAT ROOF ALUMINUM CONVENTIONAL CAB
Expected Front 8,le(s)Load Vbm.... —...... -----_—..—
...... —_----_—_-------_----------.... 1C0Q8.0
Expected Pusher Axle(s) Load
.... -------.... ...... ---..... --^--------------- --'0�0
Expected Rear Axle(aLoad (Ibs).—...... —.---^
...... .------.-------------~-----------.... 210O0,W
Expected Tag Axle(s) Load 0hm--.... ----------------------...
---...... ---------_------"0'0
Expected GVW Obs) --_-----_------...
_-----------_..------_---------------_31og0
Expected G(WVbs8....... --.__._-----------------_--_----^--.---------_----350O0'U
Wheelbase (545)------_----_-------..—
...... —_—...... --------... 46T5MM(184INCH) WHEELBASE
Pusher /Tag Axle (443._------_---_--
... ...... ---...... ----------.......... —NO PUSHER OR TAG AXLE
Front Axle tmBack of Ce WN— .... .---------......
-----_~......... ----...... 65,55
Cab to Body Clearance (im)... ........ ---~._...........
... ... ---------------------....... ....... --.... ... ...... %,g
Front Axle *oBody (in). ... ......... -----------------------_----_---....
----_----....... —97,3t2
Truck Configuration (AA3)-----.... .....
....... —...... ....... --....... --. END DUMP BODY
Body Length (iV~..---_............ ---- ......
-------...... -----_'----^^^-------........... --... 14.0
BodyWeight (lum) ... —'—_---_-----_-------.—..........
---... ... —.... —.--.------.-----8D
Body wohzCG from Body Front (ft),— ...... ---........
-----------------------------------��
Body Front to Rear Axla(s)CL (fq—_----.--..----_--------------------
...... ----..... .... 723
Application Version 10. 1.202
Data Version PRL -19M.011
Santa Ctarfta CNG Dump truck
Prepared for:
Sergio Rodriguiz
City of Santa Clarita
26663 W eve Stanford
Santa Clarita, CA 91355
Phone: (661) 294-2508
Prepared by.
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone: 5106323535
Driver Weight (lbs)--...
Driver Hodzontal CG from Front A)de (in) ............ ... ... ....... ...... ... A0.2
Left -Hand Fuel Tank (204)............................................................. ..... ....... ....... ....... NO LH FUEL TANK
Left Fuel Tank Horizontal CG (in). ... -- ......... 0
Right -Hand Fuel Tank (206).................................... ........ ....... ......... NO RH FUEL TANK
Right Fuel Tank Horizontal CG .......
Application Version 10. 1 .202
Dab \/Sysion PRL -19M.01 i
Santa Clarity CNG Dump truck
Fi fNTD"
03/27/2019 1:30 PM
Prepared for:
Sergio Rodriguez
City of Santa Clarita
25663 W ave Stamford
Santa Clarita, CA 91355
Phone: (661) 294-2508
Prepared by:
Russ Gebhard
GOLDEN GATE TRUCK CENTER
8200 BALDWIN STREET
OAKLAND, CA 94621
Phone:5106323635
Performance calculations are estimates only. If performance calculations are critical, please contact Customer Application
Engineering.
Application version 10. 1.202
Data Version PRL -19M.011
sants Clarity CNC Dump truck
03/27/2019 1:30 PM
Page 24 of 24
2/20/2019 Sell, service, and deliver letter
2/20/2019
NI a
at*on--,-1 Auto Fleet Group
A Division of Chevrolet of Watsonville
490 Auto Center Drive, Watsonville, CA 95076
(855) 289-6572 - (831) 480-8497 Fax
Fleet@ NationalAutoFlsetGroup.corn
Quote ID: 9784 RI
Order Cut Off Date: 8/2/2019
Mr Sergio Rodriguez
City of Santa Clarita
23920 Valencia Blvd., Suite 300
Santa Clarita, California, 91355
Dear Sergio Rodriguez,
National Auto Fleet Group is pleased to quote the following vehicle(s) for your consideration.
One (1) New/Unused (2019 Ford Super Duty F-450 DRW (F4G) XL 2WD Reg Cab 193" WB 108" CA, Roadline
Stencil Body & CNG Conversion) and delivered to your specified location, each for
One Unit
Contract Price
$36,625.88
Roadline Stencil Body
$101,250.00
& CNG Conversion
2 additional key(s)
$400.00
Tax (9.5000 %)
$13,136.21
Tire fee
$10.50
Total
$151,422.59
- per the attached specifications.
This vehicle(s) is available under the Sourcewell (Formerly Known as NJPA) Contract 120716 -NAF . Please
reference this Contract number on all purchase orders to National Auto Fleet Group. Payment terms are Net 20 days
after receipt of vehicle.
Thank you in advance for your consideration. Should you have any questions, please do not hesitate to Gall.
Sincerely,
Jesse Cooper
Account Manager
Email: Fleet@NationalAutoFleetGroup.com
Office: (855) 289-6572
Fax: (831) 480-8497
Quoting Department
Account Manager
Fleet@NationalAutoFleetGroup.com
(855) 289-6572
TOYOTA
https://www.nationalautofleetgroup.com/OrderRequestISSDPrintl9784?ws=true&se=true&ssdType=BodyUpfitQuote 3/12
2/20/2019
Sell, service, and deliver letter
Ordera JIM Twill
Approval. • ' • issue ♦ Purchase • '
pleasei •
• National • Fleet • •
1 Auto Center Drive
Watsonville,95076
Please contact our main office with any questions:
1-855-289-6572
https://www.nationalautofleetgroup.com/OrderRequestISSDPrintl9784?ws=true&se=true&ssdType=BodyUpfitQuote 4/12
2/20/2019
Vehicle Configuration Options
Sell, service, and deliver letter
https://www.nationalautofleetgroup.com/OrderRequestISSDPrintl9784?ws=true&se=true&ssdType=BodyUpfitQuote 5/12
Main Office
13253 Stanbridge Avenue
Downey, California 90242
Phone: (562) 803-4447
Fax: (562) 803-6506
Manufacturing
13065 Tom White Way, Suite D
Norwalk, California 90650
Phone: (562) 404-8889
Fax: (562) 404-7349
I Quick Quote I
Quotation IStencil Truck - Santa Clarita Date 2/20/20191
Client Name Wondries Ford
From Scott Givens
-Y
2/20/2019
Sell, service, and deliver letter
ENGINE
Code
Description
99Y
IENGINE: 6.81 -3 -VALVE SOHC EFI NA V10, (STD)
TRANSMISSION
Code
Description
44P
ITRANSMISSION: TORQSHIFT 6 -SPEED AUTOMATIC (6R140), -inc: SelectShift (STD)
TIRES
Code
Description
TGJ
TIRES: 225/70RX1 9.5G BSW A/P, -inc: Optional spare is 225/70Rx1 9.5G BSW A/P (STD)
PRIMARY PAINT
Code
Description
zi
IOXFORD WHITE
PAINT SCHEME
Code
Description
I STANDARD PAINT
SEAT TYPE
Code Description
AS MEDIUM EARTH GRAY, HD VINYL 40/20/40 SPLIT BENCH SEAT, -inc: center armrest,
cupholder, storage and driver's side manual lumbar
AXLE RATIO
Code
Description
X48
1 4.88 AXLE RATIO, (STD)
ADDITIONAL EQUIPMENT
Code
Description
98G
CNG/PROPANE GASEOUS ENGINE PREP PACKAGE, -inc: hardened engine intake valves
and valve seats, Note: This package does not include CNG/propane fuel tanks, lines, etc,
Vehicle will be equipped w/the standard factory gasoline fuel system, Additional equipment
combined w/certified calibration reflash is required, from an external upfitter, to convert the
vehicle to a CNG/propane fueled vehicle, See alternative fuel buyers guide:
www.ford.com/alffuelbuyersguide, Ford Motor Company does not provide an exhaust or
evaporative emissions certificate w/this option when converted to use CNG or propane fuel,
Ford does not represent that a vehicle converted to use CNG or propane will comply W/all
applicable U.S, or Canadian safety standards, It is the responsibility of the final stage
manufacturer (body-builder, installer, alterer or subsequent stage manufacturer) to determine
that any vehicle converted to use CNG or propane complies w/U.S, federal, California or
Canadian exhaust and evaporative emission requirements, federal fuel economy standards,
U.S, and Canadian safety standards, labeling and any other requirements
62R
TRANSMISSION POWER TAKE -OFF PROVISION, -inc: mobile and stationary PTO modes
https:llwww.nationalautofleetgroup.com/OrderRequestISSDPrintl9784?ws=true&se=true&ssdType=BodyUpfitQuote 6/12
2/20/2019
Sell, service, and deliver letter
https://www.nationalautofleetgroup.com/OrderRequestISSDPrintl9784?ws=true&se=true&ssdType=BodyUpfitQuote 7/12
76C
EXTERIOR BACKUP ALARM (PRE-INSTALLED), -inc: Custom accessory
18B
PLATFORM RUNNING BOARDS
942
DAYTIME RUNNING LAMPS (DRL), -inc: The non -controllable 942 Daytime Running Lamps
(DRL) replace the standard Daytime Running Lamps (DRL), on/off cluster controllable
585
RADIO: AM/FM STEREO/MP3, -inc: 4 speakers, SYNC Communications & Entertainment
System, enhanced voice recognition w/911 Assist, 4.2" LCD center stack screen, AppLink, I
ismart-charging USB port and steering wheel audio controls
872
IREAR VIEW CAMERA & PREP KIT, -inc: cab wiring
OPTION PACKAGE
Code
Description
IORDER
650A
CODE 650A
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2/20/2019
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2019 Fleet/Non-Retail Ford Super Duty F-450 DRW XL 2WD
Reg Cab 193"' WB 108" CA
WINDOW STICKER
2019 Ford Super Duty F-450 DRW XL 2WD Reg Cab 193" WB 1081, CA
CODE MODEL MSRP
F4G 2019 Ford Super Duty F-450DRW XL2WD Reg Cab 193" WB 108" CA $38.385.00
62R TRANSMISSION POWER TAKE -OFF PROVISION, -inc:mobile and stationary PTO modes $28l0
76C EXTERIOR BACKUP ALARM (PRE|NSTALLEO).'ino:Custom accessory $140.00
18B PLATFORM RUNNING BOARDS $320.00
942 DAYTIME RUNNING LAMPS (DRIL), -inc: The non -controllable 942 Daytime Running Lamps (DRL) $45D0
replace the standard Daytime Running Lamps (DRL), on/off cluster controllable
585 RADIO: AM/FM STEREO/MP3, -inc: 4 speakers, SYNC Communications & Entertainment System, $550.00
enhanced voice recognition w/ 11 Assist, 4.2" LCD center stack screen, AppLink. 1 smart -charging
USB port and steering wheel audio controls
872 REAR VIEW CAMERA & PREP KIT, -inc:cab wiring S415.00
650A ORDER CODE G5OA $ODO
Please note selected options override standard equipment
8n2
OPTIONS
90Y
ENGINE: G.8L3-VALVES0HCEF|NAV1O.(STD)
$0.00
44P
TRANSMISSION: TORQBH|FTG-8PEEDAUTOMATIC (6R140).-inc:Se|echShiM(STO)
$0.00
TGJ
TIRES: %25/7ORX1@.5GBSVVA/P,-ino:Optional spare io225/7ORx1Q.5GBSVVAJP(STD)
WOO
z1
OXFORD WHITE
$0.00
STANDARD PAINT
$0.00
AS
MEDIUM EARTH GRAY, HDVINYL 4U/2O/4OSPLIT BENCH SEAT, -inn:center armrest, cupho|der,
$0.00
storage and driver's side manual lumbar
X48
4.88AXLE RATIO, (STD)
WOO
QOG
CNG/PROPANE GASEOUS ENGINE PREP PACKAGE, -inc: hardened engine intake valves and
$315.00
valve seats, Note: This package does not include CNG/propane fuel tanks, lines, etc, Vehicle will be
equipped w/the standard factory gasoline fuel system, Additional equipment combined w/certified
calibration reflash is required, from an external upfitter, to convert the vehicle to a CNG/propane
fueled vehicle, See alternative fuel buyers guide: vmww.hovd.nom/m|ffua|buyemgwide. Ford Motor
Company does not provide an exhaust or evaporative emissions certificate w/this option when
converted to use CNG or propane fuel, Ford does not represent that a vehicle converted to use CNG
or propane will comply w/all applicable U.S, or Canadian safety standards, It is the responsibility of
the final stage manufacturer (body-bui|der,installer, a|benerorsubsequent stage manufacturer) to
determine that any vehicle converted to use CNG or propane complies w/U.S, federal, California or
Canadian exhaust and evaporative emission requirements, federal fuel economy standards, U.S, and
Canadian safety standards, labeling and any other requirements
62R TRANSMISSION POWER TAKE -OFF PROVISION, -inc:mobile and stationary PTO modes $28l0
76C EXTERIOR BACKUP ALARM (PRE|NSTALLEO).'ino:Custom accessory $140.00
18B PLATFORM RUNNING BOARDS $320.00
942 DAYTIME RUNNING LAMPS (DRIL), -inc: The non -controllable 942 Daytime Running Lamps (DRL) $45D0
replace the standard Daytime Running Lamps (DRL), on/off cluster controllable
585 RADIO: AM/FM STEREO/MP3, -inc: 4 speakers, SYNC Communications & Entertainment System, $550.00
enhanced voice recognition w/ 11 Assist, 4.2" LCD center stack screen, AppLink. 1 smart -charging
USB port and steering wheel audio controls
872 REAR VIEW CAMERA & PREP KIT, -inc:cab wiring S415.00
650A ORDER CODE G5OA $ODO
Please note selected options override standard equipment
8n2
2/20/2019 Sell, service, and deliver letter
SUBTOTAL $40,450.00
Advert/ Adjustments $0.00
Manufacturer Destination Charge $1,595.00
TOTAL PRICE $42,045.00
Est City: N/A MPG
Est Highway: N/A MPG
Est Highway Cruising Range: N/A mi
Any performance -related calculations are offered solely as guidelines. Actual unit performance will depend on your operating
conditions.
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2/20/2019
Standard Equipment
MECHANICAL
Sell, service, and deliver letter
Engine: 6.81 -3 -Valve SOHC EFI NA V10
Transmission: TorqShift 6 -Speed Automatic (6R140) -inc: SelectShift
4.88 Axle Ratio
GVWR: 16,500 lb Payload Package
50 -State Emissions System
Transmission w/Oil Cooler
Rear -Wheel Drive
78-Amp/Hr 750CCA Maintenance -Free Battery w/Run Down Protection
HD 240 Amp Alternator
Towing Equipment -inc: Harness and Trailer Sway Control
9610# Maximum Payload
HD Shock Absorbers
Front And Rear Anti -Roll Bars
Firm Suspension
Hydraulic Power -Assist Steering
40 Gal. Fuel Tank
Single Stainless Steel Exhaust
Dual Rear Wheels
Front Suspension w/Coil Springs
Leaf Rear Suspension w/Leaf Springs
4 -Wheel Disc Brakes w/4 -Wheel ABS, Front And Rear Vented Discs and Brake Assist
Upfitter Switches
EXTERIOR
Wheels: 19.5" Argent Painted Steel -inc: Hub covers/center ornaments not included
Tires: 225/70Rx1 9.5G BSW A/P -inc: Optional spare is 225/70Rx1 9.5G BSW A/P
Clearcoat Paint
Black Front Bumper w/Black Rub Strip/Fascia Accent and 2 Tow Hooks
Black Fender Flares
Black Side Windows Trim and Black Front Windshield Trim
Black Door Handles
Black Manual Side Mirrors w/Manual Folding
Manual Extendable Trailer Style Mirrors
Fixed Rear Window
Light Tinted Glass
Variable Intermittent Wipers
,Aluminum Panels
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Front Splash Guards
Black Grille
Front License Plate Bracket
Fully Automatic Aero -Composite Halogen Daytime Running Lights Preference Setting Headlamps
w/Delay-Off
Cab Clearance Lights
ENTERTAINMENT
Radio: AM/FM Stereo -inc: 4 speakers
Radio w/Seek-Scan
(Fixed Antenna I
11111111101111111118011 M0111111 M12�01
INTERIOR
4 -Way Driver Seat -inc: Manual Recline and Fore/Aft Movement
4 -Way Passenger Seat -inc: Manual Recline and Fore/Aft Movement
Manual Tilt/Telescoping Steering Column
Gauges -inc: Speedometer, Odometer, Oil Pressure, Engine Coolant Temp, Tachometer, Transmission
Fluid Temp, Engine Hour Meter, Trip Odometer and Trip Computer
Manual Air Conditioning
Illuminated Locking Glove Box
Interior Trim -inc: Chrome Interior Accents
Full Cloth Headliner
Urethane Gear Shift Knob
HD Vinyl 40/20/40 Split Bench Seat -inc: center armrest, cupholder, storage and drivers side manual
lumbar
Day -Night Rearview Mirror
Passenger Visor Vanity Mirror
2 12V DC Power Outlets
Front Map Lights
Fade -To -Off Interior Lighting
Full Vinyl/Rubber Floor Covering
Underhood Lights
Instrument Panel Bin and Covered Dashboard Storage
Manual 1 st Row Windows
Systems Monitor
Trip Computer
Outside Temp Gauge
Analog Display
Manual Adjustable Front Head Restraints
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IAir Filtration I
SAFETY
Driveline Traction Control
Side Impact Beams
Dual Stage Driver And Passenger Seat -Mounted Side Airbags
Dual Stage Driver And Passenger Front Airbags w/Passenger Off Switch
Safety Canopy System Curtain 1 st Row Airbags
Outboard Front Lap And Shoulder Safety Belts -inc: Height Adjusters
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