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HomeMy WebLinkAboutRFP - P1034 VEHICLE CONSIGNMENT SALESAdministrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1034 Vehicle Consignment Sales The City of Fort Collins on behalf of the North Front Range Metropolitan Planning Organization (NFRMPO) is accepting written proposals from qualified firms. Written proposals, three (3) copies will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 2:30 p.m. (our clock), August 16, 2006. Proposal No. P1034. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager Anne Blair 221- 6859 Questions regarding proposals submittal or process should be directed to James R. Hume, CPPO, Senior Buyer (970) 221-6776. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, https://secure2.fcgov.com/bso/login.jsp 2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management Administrative Services Purchasing Divison 215 North Mason Street y 2nd Floor y P.O. Box 580 y Fort Collins, CO 80522-0580 y (970) 221-6775 y Fax (970) 221-6707 www.fcgov.com REQUEST FOR PROPOSAL P1034 Vehicle Consignment Sales The City of Fort Collins on behalf of the North Front Range Metropolitan Planning Organization (NFRMPO) is accepting written proposals from qualified firms. Written proposals, three (3) copies will be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 2:30 p.m. (our clock), August 16, 2006. Proposal No. P1034. If delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580. Questions concerning the scope of the project should be directed to Project Manager Anne Blair 221- 6859 Questions regarding proposals submittal or process should be directed to James R. Hume, CPPO, Senior Buyer (970) 221-6776. A copy of the Proposal may be obtained as follows: 1. Download the Proposal/Bid from the BuySpeed Webpage, https://secure2.fcgov.com/bso/login.jsp 2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of the Bid. Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies or services where such officer or employee exercises directly or indirectly any decision-making authority concerning such sale or any supervisory authority over the services to be rendered. This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from any person who has or is seeking to do business with the City of Fort Collins is prohibited. Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and reported to authorities as such. Your authorized signature of this proposal assures that such proposal is genuine and is not a collusive or sham proposal. The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or informalities. Sincerely, James B. O'Neill II, CPPO, FNIGP Director of Purchasing & Risk Management Proposal No. P 1034 Vehicle Consignment Sales Closing date: August 16, 2006, 2:30pm (our clock) Section 1.0: Proposal Requirements Section 1.1: General The City of Fort Collins is soliciting proposals for vehicle consignment sales services. Section 1.2: Proposal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. Firms shall submit three (3) copies of their proposal. The proposal must be signed by a duly authorized representative of the firm submitting the proposal. The signature shall include the title of the individual signing the proposal. Section 2.0: Background The North Front Range Metropolitan Planning Organization (MPO) administers a fleet of vans used for car pooling. Part of the fleet consists of leased units; the rest are owned by the MPO. The City of Fort Collins has a wholly owned fleet of automobiles and light trucks. When vehicles are replaced or when fleet size must be reduced, the above entities use several methods for disposal of surplus vehicles. Trading the older units for new ones is done when the offered trade value is judged to be sufficient. Other times vehicles are sold at auction. Vehicles held for auction continue to depreciate in value in the interim and insurance coverage must be maintained on units awaiting auction. In order to minimize such expenses and to ensure the highest resale value for surplus vehicles, the entities intend to explore other sales methods, including consignment sales. The City of Fort Collins is acting on behalf of the MPO in this proposal, but may elect to use the consignment sales method for some of its own light duty trucks and staff cars. Between the two entities, it is estimated that 10 to 15 vehicles per year would be consigned for sale with the selected vendor. Note: This is not a guarantee of a minimum number of units to be consigned each year. Section 3.0: Scope of Work In general, the dealer selected under this request for proposal would enter into a service agreement with the City of Fort Collins to provide consignment sales services to the City and the MPO. All vehicles sold via consignment will be wholly owned by the consigning entity. No liens or debts will be involved. Those services would include, at a minimum: 1. Develop, in cooperation with the City, a sales agreement acceptable to all parties. 2. Develop a simplified method of pricing vehicles for sale. 3. Provide fire and theft coverage for consigned vehicles. The entities owning the vehicles will maintain their own insurance coverage while the vehicle is consigned. 4. Develop procedures for accepting trades. 5. Develop a plan for including such consigned vehicles in any dealer advertising. 6. Sell City and MPO vehicles in accordance with the negotiated agreement. Section 4.0: Pricing In your written response to this proposal provide pricing to cover the following items: 1. Proposed non-refundable consignment fee, if any. 2. Proposed monthly storage fee, if any, while the vehicle is consigned. 3. Proposed commission fee to be collected out of sales proceeds. Section 4.1: Submittals Your written response to this request for proposal must include the following: 1. Company history and experience in vehicle sales. 2. The name and contact information for the company representative responsible for providing additional information related to this proposal. 3. References from three or more organizations which have used your company for similar services within the last two years. 4. A copy of the standard sales agreement used for consignment sales. 5. A narrative statement describing how vehicles could be priced. 6. A proposed method of handling trades. The amount due the consigning entity for sold vehicles must not be reduced by the trade. 7. Provide samples of your current advertising and describe how consigned vehicles would be included in that advertising. 8. Simple resumes of personnel who will handle sales of consigned vehicles. Section 5.0: Evaluation and Assessment of Proposal An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below. Firms shall be evaluated on the following criteria. An award may be negotiated on the basis of written proposals, or up to three vendors may be invited to participate in interviews. If interviewed, vendors will be rated on the same basis as the written proposals. The rating scale shall be from one (1) to five (5), with one (1) being a poor rating, three (3) an average rating, and five (5) an outstanding rating. Recommended weighing factors for the criteria are listed adjacent to the qualification. Weighting Factor Qualification Standard 2.0 Scope of Proposal Does the proposal show an understanding of the project objective and results that are desired? 2.0 Assigned Personnel Do the persons who will sell vehicles under the contract have the necessary skills? 1.0 Availability Can the vehicles be sold in a timely manner? 1.0 Motivation Is the firm interested in the project? 2.0 Cost Do the proposed costs compare favorably with other dealers? 2.0 Firm Capability Does the firm have the sales and support capabilities and experience for the project? Section 5.1: Reference Evaluation (Top-ranked firms) The Project Managers will check references using the following criteria. The evaluation rankings will be labeled Satisfactory / Unsatisfactory. a. Overall Performance - Would you hire this company again? b. Timetable - Were vehicles sold within a reasonable time? Was documentation handled in a timely manner? c. Cooperation - Was the company responsive to client needs; did the company anticipate problems? Were problems solved quickly and effectively? d. Cost and Proceeds - Were sales costs reasonable? Were costs correctly deducted from payments due? Were payments received in a timely manner? Section 6.0: Proposal Acceptance All proposals shall remain subject to initial acceptance 90 days after the day of submittal.