REQUEST FOR PROPOSAL MOTORCYCLES - POLICE RFP 201314-02 November 5, 2013
1.
INSTRUCTIONS AND CONDITIONS A. No bid proposal will be considered for award unless submitted in the bid format described in this Request for Proposal (RFP). The bid must be fully complete and executed. Bidders shall send three (3) copies of the completed proposals which will include; two (2) bound and one (1) unbound copies with a copy of this RFP attached to the front of each proposal, with appropriate responses included. Format: Proposal should be 8 ½ x 11 inches, printed two-sided on recycled paper with removable bindings, bound in a single document and organized in sections. Binding can be as simple as a staple. Original and copies may be submitted in one envelope/package. Each bid proposal must be submitted in an envelope addressed to Becky McCurdy, Procurement Services Manager, City of Madera, Purchasing Department, 1030 South Gateway Drive, Madera, California 93637, and delivered prior to the time and date specified in this document. Each envelope containing a bid proposal must have, on the outside, the name of the bidder; bidder’s address and must be plainly marked on the outside as follows:
Bid: MOTORCYCLES - POLICE RFP: 201314-02 Filing Deadline: Monday, December 9, 2013 - 3:00 PM
B. The Bid Documents consist of this Request for Proposal and any addenda which may have been issued. Bidder shall thoroughly examine and be familiar with all Bid Documents. Submission of a bid shall constitute bidder’s acknowledgment upon which the City may rely that bidder has thoroughly examined and is familiar with the Bid Documents. Failure or neglect of bidder to receive or examine all or part of the Bid Documents shall in no way relieve the bidder from any obligations with respect to this RFP or any resultant award. No claim for additional compensation will be allowed which is based upon a lack of knowledge of any part of the Bid Documents. C.
Attention of bidders is especially directed to the specifications which, in addition to Page 1 of 10
the bid proposal and these instructions, are the basis for evaluation and will be part of any agreement with the successful bidder. Any deviations from the specifications in this notice shall be proper reason for rejection of all or any part of the bid proposal. D. The City reserves the right to reject or accept any or all bids or parts thereof, and to accept or reject the alternatives individually or jointly, for any reason. E. The City reserves the right to consider any minor deviations from the specifications and determine the acceptance or rejection of such deviation. Any proposal may be withdrawn at any time prior to the hour fixed for the opening, provided that a request in writing executed by the proposer or his/her duly authorized representative, for the withdrawal of such proposal is filed with Purchasing-Central Supply. The withdrawal of a proposal shall not prejudice the right of a proposer to file a new proposal prior to the time and date set for the opening. After the expiration of the time and date for receipt of proposals, a proposal may not be withdrawn or altered. F. The City of Madera recognizes its policy of providing equal opportunity to all qualified persons and reaffirms its commitment that there shall be no discrimination against qualified applicants, or employees on the basis of race, gender, color, national origin, religion, age, disability, sexual orientation or marital status. G. The City reserves the right to seek supplementary information from any proposer at any time after official proposal opening and before the award. Such information will be limited to clarification or amplification of information asked in the original proposal. H. Issuance of the RFP and receipt of proposals does not commit the City to make an award. The City reserves the right to postpone the RFP process for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with other than the selected company should negotiations with the selected company be terminated, or to cancel any section of this RFP. The City also reserves the right to apportion the award among more than one company. I. An award under this RFP will not be based solely on the lowest price. If an award is made, it will go to the bidder(s) with the best overall proposal. The successful proposal will be competitively priced and provide for adequate service to meet the City’s needs. J. An award will be made as soon as possible after the opening of bids. Bid proposals shall remain valid for at least sixty (60) days after the opening of bids. No bid proposal may be withdrawn after the bid opening. K. Contract shall be in the form of a City of Madera Purchase Order and attachments, including the Request for Proposal and response thereto which shall be a part thereof as though fully set forth therein. The Purchase Order will be very similar in content to Attachment A “Draft” Purchase Order which is provided for information purposes only and to help clarify City intent relevant to this RFP. Page 2 of 10
L. Proposals will be evaluated by a committee comprised of representatives from the Fleet Services Division and the Police Department. The committee may request an interview with the top rated companies. A reference check may also be conducted. If a bid proposal is found to be incomplete or not in compliance with the format required, it will not be submitted for evaluation. During the evaluation process, the City may find it beneficial to request additional information. Each proposer will be scored on the following point system, with a maximum total of 100 points. Specifications Warranty terms/provider Maintenance rates, availability Price
20 points 20 points 20 points
Total
100 points
40 points
M. There is no expressed or implied obligation for the City to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. N. Bidder’s Proprietary Information: Upon award, all documents provided by the successful bidder shall become public record. All documents provided by any bidders, other than the successful bidder, shall become public record in their entirety and subject to disclosure, unless said documents are retrieved by the bidder within ten (10) business days of the award. This shall also include, but is not limited to documents for projects for which all proposals are rejected and projects for which an award is not made for any reason. In the event that one or more proposals are returned to the bidding parties, it is the intent of the City that such documents shall not become public records of the City unless required by the California Public Records Act or other provisions of law. O. The City intends that other public agencies (county, special district, public authority, public agency, school district or other political subdivision of the state of California) shall have the option to participate in any agreement created because of this Request for Proposal. The City of Madera shall incur no financial responsibility in connection with a purchase order from another public entity. Vendor’s agreement or failure to agree to the "piggyback" agreement will not be a factor in the award. This piggyback will remain available for one year from the date the Bid award. Check one of the following: i. □ Agree to extend all prices, terms, and conditions of my proposal to any other public agency located in the State of California with no exceptions.
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ii. □ Agree to extend all prices, terms, and conditions of my proposal to any other public agency located in the State of California with the following exceptions noted, as attached. iii. □ The Vendor does not agree to extend pricing, terms and conditions in our Bid to any other agency. P. The City reserves the right to modify this RFP at any time. In the event it becomes necessary to modify or revise the RFP, a written amendment or addenda issued by City’s Purchasing-Central Supply Division is the only method which should be relied on with respect to changes to the RFP. Bidder is responsible to contact City’s PurchasingCentral Supply Division prior to submitting a bid to determine if any amendments were made to the RFP. Documents, amendments, addenda, etc. will be posted to the City website at www.madera-ca.gov on the Purchasing Department tab, the Bid Announcement and Results page. All inquiries should be submitted in writing per the process described in this document. Questions and suggestions concerning the RFP must be submitted in writing no later than 3:00 P.M. Wednesday, December 4, 2013. Written questions or inquires should be e-mailed, mailed or faxed to: Becky McCurdy Procurement Services Manager City of Madera City Purchasing-Central Supply 1030 South Gateway Drive Madera, CA 93637
[email protected] FAX: (559) 661-0760 2.
SPECIFICATIONS
TECHNICAL SPECIFICATIONS - HONDA ST1300PA MOTORCYCLE MODEL:
HONDA ST1300PA
SEAT:
Adjustable solo driver seat
WINDSHIELD:
Electrically adjustable windshield
DASH GAUGES:
Patrol speedometer graduated in 2 mph increments
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SIDE MIRRORS:
Left and right side breakaway rear view mirrors, largest available
PAINT COLOR:
Black and White factory paint scheme (upper and lower engine cowling, body molding under driver seat and saddle bags are to be black / front fender, fuel tank, radio box, headlight cowling and saddle bag lids are to white)
WHEELBASE:
58.7” Wheelbase
RIMS:
Front 3.50 x 17 die-cast aluminum Rear 5.00 x 17 die-cast aluminum
TIRES:
Front 120/70 ZR 17 Rear 170/60 ZR 17 Tires to meet California DGS run-flat standard
BIKE STAND:
Police heavy center stand with assist-lever.
DRIVE TRAIN: Engine:
125 HP 85 lb. /ft. Torque minimum
Emissions:
Engine to meet AQMD Rule 1191 certified by CARB as low emitting gasoline or alternative fuel vehicle.
Transmission:
5-speed
Brakes:
Two-wheel with ABS with LBS (linked braking system)
Alternator:
660 Watt air cooled alternator
Battery Upgrade:
1 High output Battery 545 Cold Cranking Amps 1 Battery Modification Kit 1 Battery Charger
Fuel Tank:
7-gallon minimum
Suspension:
Front: 45mm HMAS cartridge fork with 4.6 inches of travel Rear: HMAS gas charged single shock with five (5) position spring preload adjustability with 4.8 inches of travel
Clutch:
Eight plate hydraulic wet clutch Page 5 of 10
Accessories:
1 Black front fairing & engine guards 1300-001 1 Black Small rear Bag Guards 1300-007 1 Hondaline Heated Handgrips 1 Hondaline Accessory harness for handgrips 1 Hondaline 12 volt dc accessory plug positioned on right Fairing
License Plate Frame:
1 License Plate Frame with Blue LED Marker Lights
Bar Riser: 1 set Heli Bar risers for ST1300PAB
POLICE SPECIFIC EQUIPMENT: Front Facing by windshield:
1 RED GHOST Dash mounted (Steady) 1 RED facing forward (flashing) Predator II SSM 1 BLUE facing forward (flashing) Predator II SSM 2 Stainless Steel Mounting bolts for front facing lights Part # 1300-mh 2 Aluminum Mounting Brackets for Front Facing Lights Part # 1300-prd 1 Headlight Wig Wag flasher 1 LED warning light on Dash for rear lights
Side Mounted:
1 BLUE on side of left front cowl (flashing) Predator II SSM 1 RED on side of right front cowl (flashing) Predator II SSM 2 Aluminum Mounting wedges for Front side fairing lights 1300-fr-wdg 1 BLUE Predator II SSM mounted on EACH side of the radio box
Rear of Bike:
1 BLUE/RED alternating flashing above license plate on rear Predator II DGS 1 BLUE (flashing) Predator II SSM mounted on left rear Radio Box Tower 1 RED (flashing) Predator II SSM mounted on right rear Radio Box Tower
Siren:
1 Compact Electronic Speaker, Part # SA4209-6Bb 1 Siren Mount 1300-spk 1 UnitrolUM80K 1 ST13 Wiring Harness 1300-harness
Emergency Lights wiring:
Position 1 - Rear Facing lights Position 2 - All lights Position 3 - Yelp momentary Page 6 of 10
Position 4 - Wail on/off Position 5 - Spare Air horn is on Stock horn button
Accessories:
1 Large ticket book holder mounted on right front guard 1 Note Pad Holder mounted on Tank
M4 Rack:
1 Side Mounted M4 Rack with Lock and Gun Timer
Radio Installation:
Install City radios (Supplied by City) Install PVP Auto switching unit (Supplied by City) Supply and Install PVP PTT Cables & Mounting Brackets for ST1300 NOTE: Radio Equipment and Wireless PVP to be supplied by City
A.
Brand Names/Variances
Brand names and numbers specified are used ONLY to indicate the quality of commodity desired. Dealer may offer comparable "EQUAL" products. If necessary, the burden of proof and cost of analysis to determine equality shall be that of the Dealer. If proposing to bid an "EQUAL", please state name of manufacturer, model, and part number, if applicable, and enclose descriptive literature Specifications referred to above are minimum and any variances should be described in detail. Indicate any variances by providing detailed explanations. The explanations can be included on a separate sheet indicating the proposed variance and which items in the specifications listed above are being referenced. B.
Warranty 1. The vehicle manufacturer shall provide a new vehicle warranty F.O.B. City of Madera regardless of the method of delivery for each unit. Warranty time to start when vehicle(s) are placed in operation, not delivered. 2. Vehicle and components shall be guaranteed under standard factory and/or dealer warranty and a copy of manufacturer's warranty policy shall be delivered with each vehicle. 3. Engine and transmission shall be guaranteed under the longest and most comprehensive standard factory warranty proposed specifically for municipal equipment. Acceptance of the entire unit and the body and appurtenance shall be free from workmanship and material defects. Vendor shall agree to repair or replace all such defects at no cost to the City. Page 7 of 10
4. The successful bidder shall guarantee that there will be a factory authorized repair facility with adequate parts inventory to perform warranty repairs and provide product support for the time the units are covered under warranty. 5. If the City is required to deliver a unit for warranty work, vendor shall reimburse the City at the rate of $75.00 per hour for pick up and delivery time involved. 6. City shall be furnished a "no-charge" copy of the work order(s) describing type of repair and parts replaced. C.
Quantities (additional)
The quantity specified is based upon current known requirements and is subject to increase at the same terms and conditions if mutually agreeable to both parties within 365 days of award. It is the City’s intentions to purchase four (4) units at this time, however reserves the ability to purchase one (1) additional motorcycle at the same terms and conditions.
3.
FORM OF BIDS A. Purchase price shall include all costs, options and delivery or freight charges. In addition to the bid page included in this RFP, proposer shall attach a detailed breakdown of costs. B. Price should not include any Federal Excise Taxes, if they can be exemption certificate will be provided, if necessary. C.
4.
identified.
An
Proposer shall attach a detailed breakdown of the warranty terms for the vehicles.
DELIVERY Prior to delivery, merchandise shall be inspected by the dealer.
Approximate Delivery Date: _______________
TITLE SHALL PASS AT POINT OF DELIVERY. FOR ITEMS DELIVERED TO CITY OF MADERA, SALES TAX IS 8.0. * * * * * * * * * * * * *
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CITY OF MADERA BID PROPOSAL MOTORCYCLES - POLICE RFP 201314-02 Bidder hereby proposes to deliver to the City of Madera, 330 South “C” Street, Madera, California, new equipment in accordance with the published specifications for the following prices. MANUFACTURER_____________________________ MODEL_________________________
Location where service will occur: Name of business to provide service/warranty work: _________________________________ Address: __________________________________ City: ____________________________
Hours facility will be open to provide service/maintenance/warranty work: _________________
Hourly rate for service/maintenance
$___________________
Purchase Price: Purchase price shall be per individual motorcycle and include all costs, options and delivery or freight charges. In addition to the bid page included in this RFP, proposer shall attach a detailed breakdown of costs.
Price Per Motorcycle
$_________________
Applicable Taxes
$_________________
TOTAL PURCHASE PRICE
$__________________
Note: Proposer must attached a sample/copy of the warranty that will be provided with each vehicle. Page 9 of 10
CITY OF MADERA BID PROPOSAL AUTHORIZATION MOTORCYCLES - POLICE RFP 201314-02 DATE
________________________________
COMPANY NAME
________________________________
STREET ADDRESS
________________________________
CITY / STATE / ZIP
________________________________
PHONE NUMBER
________________________________
EMAIL:
________________________________
PERSON PREPARING BID______________________________
POSITION
________________________________
SIGNATURE
________________________________
Note: This entire packet should be returned with the bid.
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