HomeMy WebLinkAboutCORRESPONDENCE - PURCHASE ORDER - 9201153 (3)Date: August 1, 2019
Solicitation Number: 19-48
Solicitation title: VEHICLES FOR ARAPAHOE COUNTY
Pre-Solicitation Meeting: RECOMMENDED August 7, 2019 @ 1:30pm
Arapahoe Boardroom
6954 S. Lima St., Centennial, CO 80112
Proposal will be received until: August 29, 2019, 2:00 p.m., Our Clock
5334 S. Prince St., Room 480
Littleton CO 80120
Goods or services to be delivered to or performed at: Arapahoe County Fleet Management Division
Arapahoe County Sheriff’s Office
For additional information please contact: Trudi Peepgrass, CPPB, Senior Purchasing Agent
(303) 734-5448
Email Address: tpeepgrass@arapahoegov.com
Documents included in this package: Request for Proposal
Appendix A - Sample Agreement for Services
Appendix B – Body Code Samples
Appendix C – Vehicle Pricing Form
If any of the documents listed above are missing from this package, contact Arapahoe County
Purchasing. If you require additional information, call the Purchasing Division contact person.
The undersigned hereby affirms that (1) he/she is a duly authorized agent of the Contractor, (2) he/she
has read all terms and conditions and technical specifications which were made available in conjunction
with this solicitation and fully understands and accepts them unless specific variations have been
expressly listed in his/her Response, (3) the Response is being submitted on behalf of the Contractor in
accordance with any terms and conditions set forth in this Solicitation, and (4) the Contractor will accept
any awards made to it as a result of the Response submitted herein for a minimum of ninety (90) calendar
days following the date of submission.
PRINT OR TYPE YOUR INFORMATION
Name of Company: ____________________________________________ Fax: _____________
Address: ________________________ City/State: ________________ Zip: ______________
Contact Person: ___________________ Title: _____________________ Phone: ___________
Email Address: ___________________
Authorized Representative’s Signature: ____________________________ Phone: ___________
Printed Name: ____________________ Title: _____________________ Date: ____________
Email Address: ___________________
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
COVER SHEET
RFP-19-48 Page 2 of 29 Revised November 2018
I. APPLICABILITY. These General Terms and Conditions apply, but are not limited, to all bids, offers,
proposals, qualifications, quotations, and responses (hereinafter referred to as “Response”) made to
Arapahoe County (hereinafter referred to as "County") by all prospective contractors, contractors,
bidders, firms, companies, publishers, consultants, or suppliers (hereinafter referred to as
“Contractor” or "Contractors") in response, but not limited, to all Invitations to Bid, Requests for
Proposals, Requests for Qualifications, and Requests for Quotations (hereinafter referred to as
“Solicitation” or “Solicitations”).
II. CONTENTS OF RESPONSE
A. GENERAL CONDITIONS. Contractors are required to submit their Responses in accordance
with the following expressed conditions:
1. Contractors shall make all investigations necessary to thoroughly inform themselves
regarding the plant and facilities affected by the delivery of materials and equipment as
required by the conditions of the Solicitation. No plea of ignorance by the Contractor of
conditions that exist or that may hereafter exist will be accepted as the basis for varying the
requirements of the County or the compensation to the Contractor.
2. Contractors are advised that all County Solicitations and contracts are subject to all
requirements contained in the County’s Purchasing Division’s Policies and state and federal
statutes. When conflicts occur, the highest authority will prevail.
3. Contractors are required to state exactly what they intend to furnish to the County in their
Response and must indicate any variances to the terms, conditions, and specifications of this
Solicitation no matter how slight. If variations are not stated in a Contractor’s Response, it
shall be construed that the Contractor’s Response fully complies with all conditions identified
in this Solicitation.
4. The County intends and expects that the contracting processes of the County and its
Contractors provide equal opportunity without regard to disability, race, creed, color, sex,
sexual orientation, religion, age, national origin, or ancestry and that its Contractors make
available equal opportunities to the extent third parties are engaged to provide goods and
services to the County as subcontractors, contractors, or otherwise. Accordingly, the
Contractor shall not discriminate on any of the foregoing grounds in the performance of any
contract awarded to the Contractor, and shall make available equal opportunities to the
extent third parties are engaged to provide goods and services in connection with
performance of the contract. Joint ventures are encouraged. The Contractor shall
disseminate information regarding all subcontracting opportunities under the contract in a
manner reasonably calculated to reach all qualified potential subcontractors who may be
interested. The Contractor shall maintain records demonstrating its compliance with this
provision and shall make such records available to the County upon the County’s request.
5. All Responses and other materials submitted in response to this Solicitation shall become the
property of the County and shall be considered public information and subject to disclosure.
DO NOT INCLUDE CONFIDENTIAL AND/OR OTHERWISE PRIVILEGED DOCUMENTS
AS PART OF A RESPONSE OR OTHER SUBMITTED MATERIALS. By submitting an
Response, Contractor affirms that none of the information provided in its Response or other
submitted materials is confidential, proprietary, trade secret, or otherwise privileged, and the
County may release such information without liability.
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
GENERAL TERMS AND CONDITIONS
RFP-19-48 Page 3 of 29 Revised November 2018
B. CLARIFICATION AND MODIFICATIONS IN TERMS AND CONDITIONS
1. Where there appears to be variances or conflicts between the General Terms and
Conditions, the Special Terms and Conditions and the Technical Specifications outlined in
this Solicitation, the Technical Specifications, and then the Special Terms and Conditions, will
prevail.
2. If any Contractor contemplating submitting a Response under this Solicitation is in doubt as
to the true meaning of the specifications or any other portion of the Solicitation, the
Contractor must submit a written request via email for clarification to the Point of Contact
listed on the first page of this Solicitation. The Contractor submitting the request shall be
responsible for ensuring that the request is received by the County prior to the deadline for
submitting questions.
Any official interpretation of this Solicitation must be made by an agent of the
County’s Purchasing Division who is authorized to act on behalf of the County. The
County shall not be responsible for interpretations offered by employees of the County
who are not agents of the County’s Purchasing Division.
The County shall issue a written addendum if substantial changes which impact the technical
submission of Responses are required. A copy of such addenda will be available at the
Rocky Mountain E-Purchasing System (BIDNET) website. In the event of conflict with the
original Solicitation documents, addenda shall supersede to the extent specified.
Subsequent addenda shall supersede prior addenda only to the extent specified.
ADDENDA: CONTRACTOR IS RESPONSIBLE FOR OBTAINING AND
ACKNOWLEDGING ALL SUBSEQUENT ADDENDA VIA THE ROCKY MOUNTAIN E-
PURCHASING SYSTEM (BIDNET). FAILURE TO SUBMIT ANY AND ALL SUBSEQUENT
ADDENDUM/ADDENDA MAY DEEM THE CONTRACTOR NON-RESPONSIVE. EACH AND
EVERY ADDENDUM MUST BE SEPARATELY ACKNOWLEDGED UTILIZING THE
ADDENDUM ACKNOWLEDGMENT FORM AVAILABLE AT THE ROCKY MOUNTAIN E-
PURCHASING SYSTEM (BIDNET). ANY SUBMITTAL DEEMED NON-RESPONSIVE MAY
BE RETURNED. ANY CONTRACTOR DEEMED NON-RESPONSIVE WILL NOT HAVE THE
ABILITY TO APPEAL AWARD DECISION(S).
C. PRICES CONTAINED IN RESPONSE-DISCOUNTS, TAXES, COLLUSION
1. Contractors may offer a cash discount for prompt payment. Discounts will be considered in
determining the lowest net cost for the evaluation of Responses; discounts for periods of less
than twenty days, however, will not be considered in making an award. Contractors are
encouraged to provide their prompt payment terms in the space provided on the Solicitation’s
Specification and Pricing Form. If no prompt payment discount is being offered, the
Contractor shall enter a zero (0) for the percentage discount to indicate net thirty days. If the
Contractor does not enter a percentage discount, it is hereby understood and agreed that the
payment terms shall be net thirty days, effective on the date that the County receives an
accurate invoice or accepts the products, whichever is the later date. Payment is deemed to
be made on the date of the mailing of the check.
2. Contractors shall not include federal, state, or local excise or sales taxes in prices offered, as
the County is exempt from payment of such taxes.
Federal Identification Number: 84-6000740
State of Colorado Tax Exempt Number: 98-04527-0000
3. Contractor, by affixing its signature to this Solicitation, certifies that its Response is made
without previous understanding, agreement, or connection either with any persons, firms or
corporations making a Response for the same items, or with the County. The Contractor also
certifies that its Response is in all respects fair, without outside control, collusion, fraud, or
otherwise illegal action. To insure integrity of the County’s public procurement process, all
Contractors are hereby placed on notice that any and all Contractors who falsify the
RFP-19-48 Page 4 of 29 Revised November 2018
certifications required in conjunction with this section will be prosecuted to the fullest extent of
the law.
III. PREPARATION AND SUBMISSION OF RESPONSE
A. PREPARATION
1. The Response must be typed or legibly printed in ink. The use of erasable ink is not
permitted. All corrections made by the Contractor must be initialed in blue ink by the
authorized agent of the Contractor.
2. Responses must contain, in blue ink, a manual signature of an authorized agent of the
Contractor in the space provided on the Solicitation cover page. The original cover page of
this Solicitation must be included in all Responses. If the Contractor’s authorized
agent fails to sign and return the original cover page of the Solicitation, its Response
may be invalid and may not be considered.
3. The County logo is trademarked and property solely of the County. Contractors do not have
permission to use the County’s logo on any documentation or presentation materials and to
do so would be a violation of the County’s trademark
4. Unit prices shall be provided by the Contractor on the Solicitation’s Specification and Pricing
Form when required in conjunction with the prescribed method of award and shall be for the
unit of measure requested. Prices that are not in accordance with the measurements and
descriptions requested shall be considered non-responsive and shall not be considered.
Where there is a discrepancy between the unit price and the extension of prices, the unit
price shall prevail.
5. Alternate Responses will not be considered unless expressly permitted in the Specification’s
Special Terms and Conditions.
6. The accuracy of the Response is the sole responsibility of the Contractor. No changes in the
Response shall be allowed after the date and time that submission of the Responses is due.
B. SUBMISSION
1. The Response shall be sealed in an envelope with the Contractor’s name and the Solicitation
number on the outside. The County’s Specification and Pricing form, which is attached to this
Solicitation, must be used when the Contractor is submitting its Response. The Contractor
shall not alter this form (e.g. add or modify categories for posting prices offered) unless
expressly permitted in the Solicitation or in an addendum duly issued by the County. No
other form shall be accepted.
2. Each Response must be submitted at the time and place, and number of copies as specified
in this Solicitation Special Terms and Conditions. Failure to submit the required number of
copies may deem the Contractor’s Response non-responsive.
3. Failure to provide any requested information may result in the rejection of the Response as
non-responsive.
4. Contractor is responsible for ensuring their Response is received by the Purchasing
Department prior to the deadline outlined in the solicitation regardless of the method of
delivery.
5. Responses submitted via facsimile machines or electronic methods will not be accepted.
6. Contractors, which qualify their Responses by requiring alternate contractual terms and
conditions as a stipulation for contract award must include such, alternate terms and
conditions in their Responses. The County reserves the right to declare a Contractor’s
Response as non-responsive if any of these alternate terms and conditions are in conflict with
the County’s terms and conditions, or if they are not in the best interests of the County.
RFP-19-48 Page 5 of 29 Revised November 2018
C. LATE RESPONSES. Responses received after the date and time set for the opening shall be
considered non-responsive and returned unopened to the Contractor.
D. CONTRACTOR APPLICATION AND RETENTION ON CONTRACTOR LIST (RMEPS)
1. Contractors may register themselves online by visiting
https://www.rockymountainbidsystem.com, and then click on the link to the Rocky Mountain
E-Purchasing System (RMEPS). The County (along with the other participating agencies
shown on the Rocky Mountain System) posts all bids, quotes, amendments and award
information on this website. If you need assistance when registering, or do not have Internet
access, please contact BidNet® at 1-800-835-4603. BidNet provides all technical and
customer support for the RMEPS system and will be happy to assist you.
2. Once you are registered in the Rocky Mountain database you are automatically placed on the
County’s contractor list.
3. Contractors may view and print all formal solicitations and amendments online
IV. MODIFICATION OR WITHDRAWAL OF RESPONSES
A. MODIFICATIONS TO RESPONSES. Responses may only be modified in the form of a written
notice on Contractor letterhead and must be received prior to the time and date set for the
Responses to be opened. Each modification submitted to the County’s Purchasing Division must
have the Contractor’s name and return address and the applicable Solicitation number and title
clearly marked on the face of the envelope. If more than one modification is submitted, the
modification bearing the latest date of receipt by the County’s Purchasing Division will be
considered the valid modification.
B. WITHDRAWAL OF RESPONSES
1. Responses may be withdrawn in the form of a written notice on Contractor letterhead and
must be received prior to the time and date set for the opening of Responses. Any withdrawal
of a Response submitted to Arapahoe County Purchase Division must have the Contractor’s
name, return address, and the applicable Solicitation number and title clearly marked on the
face of the envelope and on the withdrawal letter.
2. Responses may not be withdrawn after the time and date set for the opening for a period of
ninety calendar days. If a Response is withdrawn by the Contractor during this ninety-day
period, the County may, at its option, suspend the Contractor from the contractor list and may
not accept any Response from the Contractor for a six-month period following the withdrawal.
V. REJECTION OF RESPONSES
A. REJECTION OF RESPONSES. The County may, at its sole and absolute discretion:
1. Reject any and all, or parts of any or all, Responses submitted by prospective Contractors;
2. Re-advertise this Solicitation;
3. Postpone or cancel the process;
4. Waive any irregularities in the Responses received in conjunction with this Solicitation; and/or
6. Determine the criteria and process whereby Responses are evaluated and awarded.
B. REJECTION OF A PARTICULAR RESPONSE. In addition to any reason identified in subsection
A above, the County may reject a Response under any of the following conditions:
1. The Contractor misstates or conceals any material fact in its Response;
RFP-19-48 Page 6 of 29 Revised November 2018
2. The Contractor’s Response does not strictly conform to the law or the requirements of the
Solicitation;
3. The Response expressly requires or implies a conditional award that conflicts with the
method of award stipulated in the Solicitation;
4. The Response does not include documents, including, but not limited to, certificates,
licenses, and/or samples, which are required for submission with the Response by the
Solicitation; and/or
5. The Response has not been executed by the Contractor through an authorized signature on
the Specification’s Cover Sheet.
C. ELIMINATION FROM CONSIDERATION
1. A Response may not be accepted from, nor any contract be awarded to, any person or firm
which is in arrears to the County upon any debt or contract or which is a defaulter as surety
or otherwise upon any obligation to the County.
2. A Response may not be accepted from, nor any contract awarded to, any person or firm who
has failed to perform faithfully any previous contract with the County or other governmental
entity, for a minimum period of three years after the previous contract was terminated for
cause.
D. No damages shall be recoverable by any challenger as a result of the determinations listed in this
Section V or decisions by the County.
VI. QUALIFICATIONS OF CONTRACTOR: The County may make such investigations as deemed
necessary to determine the ability of the Contractor to perform work, and the Contractor shall furnish
all information and data for this purpose as the County requests. Such information includes, but is not
limited to: current/maximum bonding capabilities, current licensing information, audited financial
statements, history of the firm on assessments of liquidated damages, contracts cancelled prior to
completion and/or lawsuits and/or pending lawsuits against the firm and/or its principals. The County
reserves the right to reject any Response if the evidence submitted by, or investigation of, such
Contractor fails to satisfy the County that such Contractor is properly qualified to carry out the
obligations of the contract and to complete the work contemplated therein. Conditional Responses
will not be accepted.
VII. AWARD OF SOLICITATION. The County shall award this Solicitation to the successful Contractor
through the issuance of a Notice of Intent To Award. All Contractors that participated in the
Solicitation process will be notified of contractor selection. No services or goods shall be provided,
and no compensation shall be paid, until and unless a contract has been signed by an authorized
representative of the County and the Contractor.
VIII. APPEAL OF AWARD. Solicitations are awarded based on several conditions, price being just one of
the elements. Please check the Solicitation’s Special Terms and Conditions to see the elements
upon which the award will be based. Contractors may appeal the Notice of Intent to Award decision
by submitting, in writing, to the County’s Purchasing Manager, a request for reconsideration within 3
business days after the Notice of Intent to Award is sent to all participating Contractors via email,
provided the appeal is sought by the Contractor prior to the County finalizing a contract with the
selected Contractor. Contractors who were deemed non-responsive are ineligible to participate in the
appeal of award process.
RFP-19-48 Page 7 of 29 Revised November 2018
SUBMISSION OF RESPONSES: The original Response must be received before the due date and time
as specified in this Solicitation. The Contractor is responsible for addressing the envelope as indicated
below. If the submittal arrives late, it will be returned unopened. Address the envelope as follows:
Arapahoe County
Purchasing Division
5334 South Prince Street. Room 480
Littleton, CO 80120
ATTN: Trudi Peepgrass, CPPB
Senior Purchasing Agent
RFP-19-47
SCHEDULE OF ACTIVITIES: The following activities and dates are a tentative outline of the process to
be used to solicit Contractor responses and to evaluate each Contractor Response:
August 1, 2019 .................................................................................................... Issue Request for Proposal
August 7, 2019 @ 1:30 PM (our clock) ....................................... RECOMMENDED Pre-Solicitation Meeting
August 8, 2019 @ 2:00 PM (our clock) ..................................................... Deadline for submitting questions
August 29, 2019 @ 2:00 PM (our clock) ......................................................... Solicitation submittal deadline
September 2019 ...................................................................................................................... Award contract
PURPOSE: TO ESTABLISH A CONTRACT: The purpose of this Solicitation is to establish a contract for
the as-needed purchase of vehicles for Arapahoe County as specified herein from a source(s) of supply
that will give prompt and efficient service to the County. Contractor may elect to bid on one or more
vehicle body codes.
TERM OF CONTRACT: Annual.
CONTRACTUAL OBLIGATIONS
A. The successful Contractor will be required to sign a contract substantially similar to the contract
form in Appendix A. The County reserves the right to add or delete provisions to the form prior to
contract execution.
B. Contractor is responsible for reviewing the form contract and understanding the terms and
conditions contained therein, including, but not limited to, insurance requirements,
indemnification, illegal aliens, equal opportunity, non-appropriation, and termination.
C. Contractor’s Response must state its willingness to enter into the form contract or Contractor
shall identify and include any proposed revisions they have for the form contract. Any proposed
revisions made by the Contractor after the County Notice of Intent to Award the Solicitation may
be grounds for rescinding said Notice. The identification of willingness to enter into the standard
contract is for general purposes at this time, but is part of the evaluation process and must be
included. There may be negotiations on a project-by-project basis that provide further clarification.
D. Material Priced Incorrectly. As part of any award resulting from this process, Contractor(s) will
discount all transactions as agreed. In the event the County discovers, through its contract
monitoring process or formal audit process, that material was priced incorrectly, Contractor(s)
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
SPECIAL TERMS AND CONDITIONS
RFP-19-48 Page 8 of 29 Revised November 2018
agree to promptly refund all overpayments and to pay all reasonable audit expenses incurred as
a result of the non-compliance.
E. The County may, during the term of the contract and any extensions, request additional work at
other locations throughout Arapahoe County by the successful Contractor.
METHOD OF AWARD - BEST EVALUATIVE SCORE BASED ON WRITTEN RESPONSE: It is the
intent of the County to award a contract to the Contractor who receives the highest score when the
Responses submitted by interested Contractors are reviewed by the County's Response Evaluation
Committee. Notwithstanding, the County reserves the right to alter this method of award if such alteration
is in the best interest to the County. For this Solicitation, the Evaluation Committee will score Responses
based on the following criteria listed in no particular order:
Communication = 25%
Delivery = 20%
Dealer Service and Parts Support = 20%
Price = 35%
For more detailed explanation of criteria please refer to page(s) 20-21.
Arapahoe County intends to award to multiple contractors capable of fulfilling the anticipated volume
needs for the County.
If it is in the best interest of the County, the Evaluation Committee may invite a limited number of
Contractors who received the highest scores during the written phase to provide an oral presentation.
The number of Contractors who may be invited to provide an oral presentation will be determined by the
Evaluation Committee after the written Responses have been scored.
The County reserves the right to conduct negotiations with Contractors and to accept revisions of
Responses. During this negotiation period, the County will not disclose any information derived from
Responses submitted, or from discussions with other Contractors. Once an award is made, the
Solicitation file and the Responses contained therein are in the public record.
RESPONSE TO QUESTIONS: Questions which arise during the Response preparation period regarding
issues around this Solicitation, purchasing and/or award should be directed, via e-mail, to Trudi
Peepgrass, Senior Purchasing Agent, Purchasing Division, Arapahoe County,
tpeepgrass@arapahoegov.com. The Contractor submitting the question(s) shall be responsible for
ensuring the question(s) is received by the County by the date and time listed on page seven (7) in the
schedule of activities for submitting the question(s) regardless of the method of delivery.
Any official interpretation of this Solicitation must be made by an agent of the County’s Purchasing
Division who is authorized to act on behalf of the County. The County shall not be responsible for
interpretations offered by employees of the County who are not agents of the County’s Purchasing
Division.
PRE-BID CONFERENCE IS RECOMMENDED: A pre-bid conference will be held on August 7, 2019 @
1:30PM at Arapahoe Boardroom, 6954 South Lima Street, Centennial, CO 80112 to discuss the
Specifications. A representative of the Contractor is encouraged to attend this conference in order to
become familiar with the Specifications.
OPTION TO RENEW FOR FOUR (4) SUBSEQUENT YEARS (WITH PRICE ADJUSTMENTS): The
prices or discounts quoted in this Solicitation shall prevail during the specified term of the contract, at
which time the County shall have the option to renew the contract for subsequent one-year periods. The
optional renewal periods shall not exceed a total of three additional years. This option is a County
prerogative and not a right of the Contractor and will be exercised only when such continuation is clearly
in the best interest of the County. The Contractor shall notify the County of any adjustments during
the option period a minimum of one-hundred twenty (120) calendar days prior to the effective date
of the new price to be charged to the County. The County reserves the right to reject any price
adjustments submitted by the Contractor and/or to terminate the contract with the Contractor based on
such price adjustments.
RFP-19-48 Page 9 of 29 Revised November 2018
LIMITED CONTRACT EXTENSION TO MAINTAIN SERVICE LEVELS: It is hereby agreed and
understood that this contract may be extended for an additional thirty-day transitional period after the
contract is scheduled for termination and after any option years have been exercised. During this
transitional period, the Contractor agrees to continue the same or a reduced level of service to the County
at the same prices while the new contract, also in force, is being mobilized. If the Contractor is supplying
equipment in conjunction with this contract, the Contractor agrees to retain its equipment at the
designated County premise(s) for an additional thirty calendar days after the termination of the contract,
at which time the equipment shall be removed from the premise(s). The Contractor shall be allowed to
invoice the County for this additional period on a pro-rated basis.
LIMITED CONTRACT EXTENSION TO COMPLETE WORK: Any specific work assignment which
commences prior to the termination date of this contract and which will extend beyond the termination
date shall, unless terminated by mutual agreement by both parties, continue until completion at the same
prices, terms and conditions as set forth herein.
ELIGIBILITY OF CONTRACTORS - MUST BE ENGAGED IN SUPPLYING PRODUCTS OR SERVICES
RENDERED: Pre-award inspection of the Contractor's facility may be made prior to award of the
contract. Solicitations will only be considered from firms which have been engaged in the business of
manufacturing or distributing the goods and/or performing services as described in this Solicitation. The
Contractors must be able to produce evidence that they have an established satisfactory record of
performance for a reasonable period of time and have sufficient financial support, equipment and
organization to ensure that they can satisfactorily execute the services if awarded a contract. The term
equipment and organization as used herein shall be construed to mean a fully equipped and well
established company in line with the best business practices in the industry and as determined by the
proper authorities of the County. The County reserves the right, before awarding the contract, to require
a Contractor to submit such evidence of its qualifications as it may deem necessary, and may consider
any evidence available to it (including, but not limited to, the financial, technical and other qualifications
and abilities of the Contractor, including past performance and experience with the County) in making the
award in the best interest of the County.
SUB-CONTRACTORS OF WORK SHALL BE IDENTIFIED: As part of its Response, the Contractor
shall be required to work with our current Emergency Equipment supplier, LAWS although all work will be
contracted through Arapahoe County and completed by LAWS.
LOCAL DEALERSHIP SHALL BE REQUIRED: Due to the service level required in conjunction with this
Solicitation, the Contractor shall maintain a dealership within the Metro Denver, Colorado, area. This
office shall be staffed by a competent company representative who can be contacted during normal
working hours and who is authorized to discuss matters pertaining to the contract. Metro Denver consists
of those communities within a 100-mile radius of Denver, CO. These communities may include, but not
be limited to, the City and County of Denver, City of Ft. Collins and surrounding counties, City of Colorado
Springs and surrounding counties, Arapahoe County, Jefferson County, Adams County, Boulder County,
Douglas County, City and County of Broomfield, Clear Creek County, and Gilpin County, Colorado. All
reimbursable payments will be based on local Denver office.
CURRENT MODEL/VERSION: Although this solicitation and resultant contract states a specific model or
version and an estimated number of items or units to be purchased, it is understood and agreed that the
County may purchase additional products and/or services from the Contractor including subsequent
product releases or replacement products; provided that these additional items represent the same
manufacturer and essential functionality.
EQUIPMENT SHALL BE MOST RECENT MODEL AVAILABLE: The equipment being offered by the
Contractor shall be the most recent model available. Any optional components which are required in
accordance with the Specifications shall be considered standard equipment for purposes of this
Solicitation. Demonstrator’s models will not be accepted. An omission of any essential detail from these
Specifications does not relieve the Contractor from furnishing a complete unit. The unit shall conform to
all applicable OSHA, State of Colorado, and Federal safety requirements. All components, including but
not limited to assists, wiring, accessory mounting, parts, connectors and adjustments, are to be in
accordance with current SAE standards and recommended practices. The engineering, materials and
workmanship shall exhibit a high level of quality and appearance consistent with, or exceeding, industry
standards.
RFP-19-48 Page 10 of 29 Revised November 2018
INFORMATION SHEETS SHALL BE SUBMITTED FOR EACH ITEM PROPOSED: The Contractor's
Response must be accompanied by a complete set of factory information sheets (specifications,
brochures, etc.) for each item proposed by the Contractor. The County shall be the sole judge of the
quality of the product based on the submission of the information sheets and its decision shall be final in
its best interest.
DEFICIENCIES, DEFECTS AND/OR DAMAGES TO PRODUCTS SHALL BE CORRECTED BY
CONTRACTOR: The successful Contractor shall promptly correct all deficiencies, defects and/or
damages in equipment or products delivered to the County in accordance with this Solicitation. All
corrections shall be made within fifteen (15) calendar days after such deficiencies, defects and/or
damages are verbally reported to the Contractor by the Purchasing Division. The Contractor shall be
responsible for filing, processing and collecting all damage claims against the shipper when applicable.
GOVERNMENT STANDARDS AND REQUIREMENTS: All items to be purchased in conjunction with
this Solicitation shall be in accordance with all federal, state and local governmental standards to include,
but not be limited to, those issued by the Office of Safety and Health Administration (OSHA), the National
Institute of Occupational Safety Hazards (NIOSH) and the National Fire Protection Association (NFPA),
the National Electric Code (NEC), as well as standards and requirements established by the Federal
Motor Vehicle Safety Standards, EPA emission level requirements, and state noise standards.
FEDERAL STANDARDS COMPLIANCE: All items to be purchased in conjunction with this Solicitation
shall be in accordance with all governmental standards to include, but not be limited to, those issued by
the Office of Safety and Health Administration (OSHA), the National Institute of Occupational Safety
Hazards (NIOSH), and the National Fire Protection Association (NFPA).
DELIVERY SHALL BE REASONABLE: The Contractor shall make deliveries within a reasonable period
of time after the date of the order, as stated by the Contractor in its Specification and Pricing Form. All
deliveries shall be made in accordance with good commercial practice and shall be adhered to by the
successful Contractor(s), except in such cases where the delivery will be delayed due to acts of God,
strikes, or other causes beyond the control of the Contractor. In these cases, the Contractor shall notify
the County of the delays in advance of the delivery date so that a revised delivery schedule can be
negotiated. Should the Contractor(s) fail to deliver the goods in the number of days as stated in its
Response, the County reserves the right to cancel the contract after any back order period which is
specified in this Invitation has lapsed. If the contract is canceled, it is hereby agreed and understood that
the County has the authority to purchase the goods elsewhere and to charge the Contractor with any
re-procurement costs. If the Contractor fails to honor these re-procurement costs, the County may
suspend the Contractor from participating in the County's competitive bidding process for a period of six
months. Since the delivery schedule is of extreme importance, the County reserves the right to consider
the delivery periods offered by the Contractors when determining the successful Contractor.
DELIVERY SCHEDULE OFFERED BY CONTRACTORS SHALL BE CONSIDERED BY THE COUNTY
WHEN DETERMINING AWARD: The delivery schedule specified by the Contractors as part of their
Response shall serve as a criteria for awarding this Solicitation. The County reserves the right to award
to other than low Contractor when the higher Contractor provides a better delivery schedule. It shall be
understood therefore, that the County may cancel the contract for cause if the awarded Contractor fails to
make delivery within the period specified in the Contractor's Response. It shall be further understood that
the County may, in its best interest, purchase the vehicles from another Contractor and seek
re-procurement charges from the defaulted Contractor.
DELIVERY TO ARAPAHOE COUNTY FLEET DIVISION: The Contractor shall deliver all vehicles
requested through this solicitation to the Arapahoe County Fleet Division, which is located at 7600 South
Peoria, Englewood, Colorado, 80112. Official inspection and acceptance of the vehicles shall occur at
this location. Deliveries will only be accepted from 8:00 a.m. to 2:30 p.m. Monday through Friday
excluding County Holidays, which are as follows:
Observance of New Year’s Day
Martin Luther King, Jr. Day
Presidents’ Day
Memorial Day
Independence Day
Labor Day
RFP-19-48 Page 11 of 29 Revised November 2018
Columbus Day
Veterans’ Day
Thanksgiving Day
Friday after Thanksgiving
Observance of Christmas Day
Successful Contractor shall call a minimum of forty-eight hours before attempting to make any delivery.
PRICE DECREASE DURING CONTRACT: If prices decrease during the term of the contract, the
successful Contractor must notify the County of the lower prices so that all subsequent orders will reflect
accurate pricing.
REPAIRS AND PARTS MANUALS TO BE PROVIDED: The successful Contractor shall supply the
County with a minimum of two (2) comprehensive repairs and parts manual for each vehicle model
ordered which identify the component parts and which describe the appropriate process for repairing the
equipment purchased by the County in conjunction with this Solicitation. The manual shall be supplied
prior to, or upon, delivery of the equipment. This manual shall be supplied via one (1) paper copy and
one (1) electronic format unless otherwise specified on the Purchase Order.
PURCHASE ORDERS PLACED WITH CONTRACTOR DURING CONTRACT: All orders placed with
the Contractor during the term of the contract shall be issued by the County's Purchasing Division through
a Purchase Order bearing a unique Purchase Order number. The Contractor shall not fill any requests
for materials or supplies until a Purchase Order has been received from the County. A verbal Purchase
Order number, however, may be issued to the Contractor by an agent of the Purchasing Division under
emergency circumstances in advance of a written Purchase Order.
WARRANTY SHALL BE FOR A MINIMUM OF ONE YEAR: In addition to all other warranties that may
be supplied by the Contractor, the Contractor is required to warrant its product and/or service against
faulty labor and/or defective material for a minimum period of five (5) years / 100,000 miles after the date
of acceptance of the labor, materials and/or equipment by the County. Arapahoe County will accept the
original manufacturer’s warranty in lieu of the minimum warranty listed above as long as it is comparable.
This warranty requirement shall remain in force for the full period identified above, regardless of whether
the Contractor is under contract with the County at the time of defect. Any payment by the County on
behalf of goods and services received from the Contractor does not constitute waiver of these warranty
provisions.
PURCHASE OF OTHER VEHICLES NOT LISTED ON THIS SOLICITATION BASED ON
PERCENTAGE DISCOUNTS: While the County has listed all major vehicles on the solicitation which are
utilized by the County and/or departments in conjunction with their operations, there may be ancillary
vehicles that must be purchased by the County during the term of this contract. For this reason,
Contractors are requested to quote a percentage discount from the Contractor's price list that will be
offered to the County for vehicles which do not appear on this solicitation. The County reserves the right
to award these ancillary vehicles to the successful Contractor or another Contractor based on the lowest
actual price offered.
PRODUCT RECALL: Contractor(s) awarded contract(s) under this solicitation shall be required to notify
Arapahoe County’s Purchasing Division of any manufacturer’s recalls regarding vehicles ordered under
said contracts. The Contractor shall contact the Buyer by phone within two hours of notification by the
manufacturer and shall follow-up in writing within 24 hours. Failure to comply with this requirement may
be cause for termination of any existing contracts between the Contractor and the County and for removal
from the County’s approved Contractor list(s).
BACK ORDERS MUST BE FILLED WITHIN REASONABLE TIME: If the successful Contractor
experiences a back order of vehicles from its manufacturer or distributor, the Contractor must insure that
such back orders are filled within a reasonable period of time. In these cases, the Contractor must notify
the County of these backorders in advance of the delivery date so appropriate steps can be taken by the
County. The Contractor shall not invoice the County for back ordered vehicles until such back orders are
delivered and accepted by the County's authorized representative. It is understood and agreed that the
County shall be the sole judge of what constitutes a reasonable period of time and may, at its discretion,
verbally cancel back orders, seek the vehicles from another Contractor, and charge the Contractor for any
re-procurement costs.
RFP-19-48 Page 12 of 29 Revised November 2018
LIQUIDATED DAMAGES FOR LATE DELIVERY: Upon failure of the Contractor to deliver the
product(s) in accordance with the proposed delivery schedule or to notify the County of delivery schedule
delays due to acts of God, strikes, or other causes beyond the control of the Contractor and to the
satisfaction of the County within the time stated, the Contractor shall be subject to charges for liquidated
damages in the amount of $150.00 for each and every calendar day that the product is not delivered to,
and accepted by, the County. In these cases, the Contractor shall notify the County of the delays in
advance of the delivery date so that a revised delivery schedule can be negotiated. As compensation due
to the County for loss of use and for additional costs incurred by the County, the County shall have the
right to deduct said liquidated damages from any amount due or that may become due to the Contractor
under this agreement or to invoice the Contractor for such damages if the costs incurred exceed the
amount due to the Contractor.
DISCOUNTS OFFERED DURING TERM OF CONTRACT: The successful Contractor(s) may offer the
County discounts below the original prices quoted in the Response during the term of the contract. In
addition, Contractors are encouraged to offer additional discounts below the original prices quoted in the
Response for large single orders. Such discounts cannot be considered in the evaluation of the
Solicitation.
DUPLICATE SHIPMENTS ARE NOT ALLOWED: The County will not accept duplicate shipments of
vehicles. If the Contractor sends duplicate shipments to a County location, the Contractor shall either
retrieve the vehicles at no cost to the County or allow the County to retain the vehicles at no cost to the
County.
FUEL ADJUSTMENTS (SURCHARGES): The County will not accept fuel adjustments from the firm
unless a negotiated request for such adjustments are agreed by both parties as to amount and very
specific timeframe. Such an agreement must be documented before the assessment date; the County
will not honor such adjustments invoiced without the attachment of such agreement to the invoice.
SHIPPING TERMS - FOB DESTINATION: All Contractors shall quote prices based on F.O.B.
Destination and shall hold title to the goods until such time as they are delivered to, and accepted by, an
authorized County representative.
METHOD OF PAYMENT - PAYMENTS FOR UNITS DELIVERED: The County shall provide payments
for units delivered by the successful Contractor. The Contractor shall provide a fully documented invoice
upon delivery of vehicle to the Arapahoe County Fleet Division with Net 30-day terms. The invoice shall
identify critical, descriptive data including, but not limited to, model numbers, serial numbers, VIN
numbers and purchase order numbers. It shall be understood that such invoices shall not be authorized
for payment until such time as a County representative has inspected and approved the units.
ACCIDENT PREVENTION: The Contractor shall be required to take safety precautions in an effort to
protect persons and County property. All contractors and sub-contractors shall conform to all OSHA,
State and County regulations while performing under the terms and conditions of this contract. Any fines
levied by the above-mentioned authorities because of inadequate compliance with these requirements
shall be borne solely by the Contractor which is responsible for same. Barricades shall be provided by
the Contractor when work is performed in areas traversed by persons or when deemed necessary by the
County’s Project Manager.
PROTECTION OF PROPERTY: All existing structures, utilities, services, roads, trees, shrubbery, etc.
located on County property shall be protected against damage or interrupted services at all times by the
Contractor during the term of this contract. The Contractor shall be held responsible for repairing or
replacing any and all property which is damaged by reason of the Contractor's operation on the property
to the satisfaction of the County.
CONFLICTS WITHIN THE CONTRACT DOCUMENTS: In the event that conflicts exist within the
Contract Documents, the policies stated in the following paragraphs shall govern: A. Addenda shall
supersede all other Contract Documents to the extent specified. Subsequent addenda shall supersede
prior addenda only to the extent specified. B. Specifications are intended to agree and be mutually
explanatory and shall be accepted and used as a whole and not separately. Should any item be omitted
from the Specifications as specified, it shall be implied that such omissions are contained in the
Specifications as necessary for the proper construction of the work herein specified.
RFP-19-48 Page 13 of 29 Revised November 2018
PURCHASE BY OTHER GOVERNMENTAL AGENCIES: Each governmental unit which avails itself of
an awarded contract will establish its own contact, place its own orders, issues its own purchase orders,
be invoiced there from and make its own payments and issue its own exemption certifications as required
by the Contractor. It is understood and agreed that the County is not a legally binding party to any
contractual agreement made between any other governmental unit and the Contractor as a result of this
Solicitation.
VARIATIONS ALLOWED IF INDICATED: For purposes of Response evaluation, Contractors must
indicate any variances to the Specifications, terms and conditions, no matter how slight. If variations are
not stated in the Contractor's Response, it shall be construed that the Response fully complies with the
Specifications, terms and conditions. Notwithstanding the above, it is hereby agreed and understood that
the County reserves the right to reject these variations if they individually, or as a whole, do not meet the
standards established in the Specifications.
CONTRACTOR REGIONAL DISTRIBUTOR AGREEMENTS: Arapahoe County will not be bound by
regional distribution agreements.
PURCHASE BY OTHER GOVERNMENTAL AGENCIES: Each governmental unit which avails itself of
this contract will establish its own contact, place its own orders, issues its own purchase orders, be
invoiced there from and make its own payments and issue its own exemption certifications as required by
the Contractor. It is understood and agreed that Arapahoe County is not a legally binding party to any
contractual agreement made between any other governmental unit and the Contractor as a result of this
solicitation.
LOGOS: The County logo is trademarked and property solely of the County. Contractors do not have
permission to use our logo on any documentation or presentation materials and to do so would be a
violation of our trademark. We also prefer your company does not utilize its trademark as to not influence
an evaluator’s evaluation.
BUDGET: Budget will not be disclosed.
DEBARMENT: By submitting this Response, the Contractor warrants and certifies that he/she is eligible
to submit an Response because he/she is not presently debarred, suspended, proposed for debarment,
declared ineligible, or voluntarily excluded from participation in a transaction by any Federal, State, or
local department or agency.
FEDERAL FUNDS: ln the event the agreement will use federal funds, Contractor will need to comply with
the following:
A. Federal Compliance - This Solicitation will be funded, in whole or in part, with an award of federal funds.
Contractor shall comply with all applicable federal laws, regulations and requirements. These include but
are not limited to compliance with the following laws and regulations:
1) Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). If this Agreement is in
excess of $100,000 and involves the employment or mechanics or laborers, Contractor must
comply with provisions of 40 U.S.C. 3702, as supplemented by Department of Labor regulations
(29 CFR Part 5).
2) Rights to Inventions Made Under a Contract or Agreement. If this Agreement is an agreement
with a small business firm or nonprofit organization for performance of experimental,
developmental, or research, Contractor must comply with the requirements or 37 CFR Part 401,
“Rights to Inventions Made by Nonprofit organizations and Small Business Firms Under
Government Grants, Contracts and Cooperative Agreements,” and any Implementing regulations
issued by the awarding agency.
3) Clean Air Act (42 U.S.C. 7401 – 7671q.) and the Federal Water Pollution Control Act (33 U.S.C.
1251-1387). If this Agreement is in excess of $150,000, the Contractor is required to comply with
all applicable standards, orders or regulations issued pursuant to the Clean Air Act as amended
(42 U.S.C. 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C.
RFP-19-48 Page 14 of 29 Revised November 2018
1251-1387). Violations must be reported to the Federal awarding agency of the federal funds for
this Agreement and the Regional Office of the Environmental Protection Agency (EPA).
4) Debarment and Suspension (Executive Orders 12549 and 12689). The County is prohibited to
from entering into this Agreement with a party listed on the government wide exclusions in the
System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that
implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part
1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of
parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared
ineligible under statutory or regulatory authority other than Executive Order 12549.
5) Byrd Anti-Lobbying Amendment (31 U.S.C. 1352). If this Agreement is for compensation in
excess of $100,000, Contractor must file the required certification with the County that it will not
and has not used Federal appropriated funds received by the Contractor to pay any person or
organization for influencing or attempting to influence an officer or employee or any agency, a
member of Congress, officer or employee of Congress, or an employee or a member of Congress
in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C.
1352. Contractor must also disclose to the County any lobbying with non-Federal funds that takes
place in connection with obtaining any Federal award.
6) Procurement of Recovered Material (2 CFR CH. II §200.322). Contractor must 1) comply with
section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and
Recovery Act. The requirements of Section 6002 include procuring only items designated in
guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the
highest percentage of recovered materials practicable, consistent with maintaining a satisfactory
level of competition, where the purchase price of the item exceeds $10,000 or the value of the
quantity acquired during the preceding fiscal year exceeded $10,000; 2) procuring solid waste
management services in a manner that maximizes energy and resource recovery; and 3)
establishing an affirmative procurement program for procurement of recovered materials
identified in the EPA guidelines.
7) Equal Employment Opportunity. If this Agreement is a construction contract Contractor is required
to comply with the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with
Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part,
1964-1965 Comp., p. 339), as amended by Executive Order 11246, “Amending Executive Order
11246 Relating to Equal Employment Opportunity,” and Implementing regulations at 41 CFR part
60, “Office or Federal Contract Compliance Programs, Equal Employment Opportunity,
Department of Labor."
8) Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). If this Agreement is prime construction
contract in excess of $2,000, Contractor is required to comply with the Davis-Bacon Act (40
U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor Regulations (29
CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed
and Assisted Construction”).
REMAINDER OF PAGE LEFT INTENTIONALLY BLANK
RFP-19-48 Page 15 of 29 Revised November 2018
I. SPECIFICATIONS
Arapahoe County (the County) is seeking responses from qualified Contractors capable of fulfilling the
anticipated vehicle volume needs of Arapahoe County. Contractor may elect to bid on one or more
vehicle body codes. No decals or insignia identifying the dealer are to be affixed to any vehicles
purchased utilizing this solicitation. The award(s) that result from this RFP will primarily be used by
Arapahoe County to purchase vehicles, although a list of other potential agencies and vehicles is included
for dealer guidance only. A list of the various Vehicle Types and Body Codes Samples being bid is
attached as Appendix B.
Arapahoe County currently has over 750 vehicles in its Fleet. The potential number of vehicles that may
be purchased by Arapahoe County or any other agency availing itself of this solicitation will vary from
year to year.
II. SPECIFICATIONS
At a minimum, all contractors shall include manufacturer standard new vehicle equipment for the current
model year vehicles unless otherwise specified. Contractor shall indicate for each body code bid the
least expensive Trim Level package that meets all listed Standard Specifications for the given body code.
Contractor will provide OEM product designation codes, where applicable. If additional lines are needed
for optional base vehicles, i.e. - regular cab, crew cab, extended cab, etc. the Contractor is expected to
add these lines to the Pricing Form so all vehicles being offered by the Contractor are listed. The OEM’s
are encouraged to identify in a separate attachment, all packages available that may result in a lower cost
and a faster delivery time.
Tires will be specified as All Season / Mud and Snow radials. All Terrain tires with open side lug/open
side tread will be provided when specified.
A manufacturer’s color chart for available interior and exterior colors with their correct factory names will
be provided with the available no cost colors noted.
All current model year vehicles ordered within the successful Contractor and manufacturer ordering
guidelines, will be delivered and invoiced no later than the last business day of the third quarter of the
year the order is placed. In the event the successful Contractor is not able to deliver ordered vehicle(s)
within the model year ordered, Arapahoe County may choose to order, out of dealer stock, a unit(s) as
close to original specifications as possible. Arapahoe County will be invoiced at the awarded price with
OEM to reimburse the successful Contractor any difference in cost. This will only apply to those vehicles
ordered prior to build-out / factory fleet close dates and considered within normal and acceptable ordering
and build periods. Vehicles ordered prior to build-out and considered within the acceptable ordering and
build periods are expected to be delivered through dealers within six (6) to nine (9) months of vehicle
order date / Purchase Order issue date. Vehicles not built and delivered by OEM on a timely basis,
except in such cases where the delivery will be delayed due to acts of God, strikes, or other causes
beyond the control of the Contractor, will be documented as delivery and performance issues that may
jeopardize future awards with Arapahoe County. Vehicles ordered by Arapahoe County after the final
order date has been announced by the OEM do not apply to this stipulation. If the current model year
becomes unavailable due to manufacturer build out dates, the successful Contractor will be expected to
work with Arapahoe County to secure a current year model that meets specifications from another
avenue or provide the next model year vehicle at current model year pricing.
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
SPECIFICATION FORM
RFP-19-48 Page 16 of 29 Revised November 2018
III. OPTIONS
Options listed shall be bid and provided as factory installed under the terms of the full, factory-backed,
bumper-to-bumper warranty. Dealer installed options will not be permitted unless pre-approved in writing
by Arapahoe County. If a dealer substitutes an OEM (Original Equipment Manufacturer) option with a
non-OEM option, Arapahoe County may return the vehicle for a correctly equipped vehicle at any time
after the non-OEM option is discovered. Arapahoe County may require the Contractor to reimburse the
County for all expenses and fees related to the repair of a non-OEM option that fails within the standard
warranty period. If, at any time, Arapahoe County discovers the dealer is substituting an OEM option with
a non-OEM option, the County reserves the right to cancel the award in the best interest of the County
and award to the next low bidder.
The price and OEM Code for each option listed on the Vehicle Specification Sheet shall be specified. If
an option is no charge (N/C) or included in the standard vehicle base price (STD or INC) write the
appropriate designation. If an option is not available, write “N/A”. The price for options will not exceed
the Manufacturer’s Suggested Retail Price (MSRP). Incomplete option lines on the Vehicle
Specification Sheet and / or any options bid exceeding MSRP may result in the bid being
considered non-responsive.
Additional mandatory factory options required by the ordering of any given option will be specified under
the “Actual / Comments” section of the Vehicle Specification Sheet.
IV. STANDARD EQUIPMENT REQUIREMENTS
Listed below are the General Vehicle Specifications to be included on, but not limited to, Arapahoe
County vehicles:
Equipment Requirements for EVERY vehicle ordered by Arapahoe County:
Power Door Locks
Power Windows
Automatic Transmission
Heated Side Mirrors
Remote Keyless Entry
Cruise Control / Tilt
Hands Free Bluetooth Radio
Weather Tech Floor Mats – Front and Rear (Sedans, SUV’s and Trucks)
Vinyl Flooring for Noted Investigation Vehicles and Detention Vans (include steel/diamond
flooring for vans as an option)
Daytime Running Lights / Auto Headlights
DELETE Daytime Running Lights / Auto Headlights for Noted Investigation Vehicles
Blind side sensors
Additional Equipment Requirements for Sedans, Patrol, and 4x4 SUV vehicles ordered by
Arapahoe County:
Four (4) Doors
Additional Equipment Requirements for Van vehicles ordered by Arapahoe County:
Sliding Right Side Door
Extended Body in Cargo Area (155” or above Wheel Base)
Enforcement Class Patrol Sedan
4-door sedan
V6 or V8 engine, minimum 230 HP
Automatic Transmission with overdrive
High altitude use package
3.27:1 ratio limited slip differential
RFP-19-48 Page 17 of 29 Revised November 2018
Heavy duty police package
Rear, Front, or All Wheel Drive
Special Service Patrol Sedan
4-door sedan
V6 or V8 engine, minimum 200 HP
Automatic transmission with overdrive
High altitude use package (if available)
Rear, Front, or All Wheel Drive
Limited slip differential if rear wheel drive equipped, 3.27:1 or 3.29:1 ratio
Police package
Special Service/Staff Sedan/Coupe
4-door sedan or 2-door coupe
V6 or V8 engine, minimum 190 HP
Automatic transmission with overdrive
High altitude use package (if available)
Rear, Front, or All Wheel Drive
Limited slip differential if rear wheel drive equipped, 3.27:1 or 3.29:1 ratio
Police package
Special Service Full-Size 4 x 4 Utility
V8 engine, minimum 250 HP/5.0 liter
4-door model
4- speed Automatic transmission with overdrive
Limited slip differentials, 3.73:1 ratio
Automatic front hubs
Push button 4-wheel drive
Heavy-duty towing package
Transmission cooler
Special Service Mid-Size 4 x 4 Utility
V6 engine, minimum 190 HP/4.3 liter
4-door model
4- speed Automatic transmission with overdrive
Limited slip differentials, 3.73:1 ratio
Automatic front hubs
Push button 4-wheel drive
Heavy-duty towing package
Transmission cooler
¾ Ton Pickup Truck – 4x4
Class 2 light truck, 6,001 – 10,000 GVW
V8 engine, minimum 250 HP/5.0 liter
4-speed Automatic transmission with overdrive
Limited slip differentials
Automatic front hubs
Heavy-duty towing package
Transmission cooler
1 Ton Cab and Chassis – 4x4
Class 3 heavy truck, 10,001 – 14,000 GVW
V8 engine, minimum 300 HP/6.0 liter or turbo diesel equivalent
RFP-19-48 Page 18 of 29 Revised November 2018
4-speed Automatic transmission with overdrive
Limited slip differentials
Automatic front hubs
Heavy-duty towing package
Transmission cooler
All Wheel Drive Mid-Sized Passenger Van
V6 engine, minimum 190 HP/4.3 liter
4- speed Automatic transmission with overdrive
7-passenger minimum
All Wheel Drive Mid-Sized Cargo Van
V6 engine, minimum 190 HP/4.3 liter
4- speed Automatic transmission with overdrive
Minimum GVWR 5600 pounds
Full-Sized Passenger Van
V8 engine, minimum 300 HP/6.0 liter
4- speed Automatic transmission with overdrive
15-passenger minimum
Minimum GVWR 9600 pounds
Rear, Front, or All Wheel Drive
Limited slip differential
Full-Sized Cargo Van
V8 engine, minimum 300 HP/6.0 liter
4- speed Automatic transmission with overdrive
Minimum GVWR 9600 pounds
Rear, Front, or All Wheel Drive
Limited slip differential
Class 4 - Heavy Truck – 4x2
14,001 – 16,000 GVWR
Diesel engine
Turbo charged
Allison automatic transmission
Water cooled
Limited slip differential
Class 5 - Heavy Truck – 4x2
16,001 – 19,500 GVWR
Diesel engine
Turbo charged
Allison automatic transmission
Water cooled
Limited slip differential
Class 6 - Heavy Truck – 4x2
19,501 – 26,000 GVWR
Diesel engine
Turbo charged
Water cooled
RFP-19-48 Page 19 of 29 Revised November 2018
Allison automatic transmission
Limited slip differential
Class 7 - Heavy Truck – 4x2
26,001 – 33,000 GVWR
Diesel engine
Turbo charged
Water cooled
Allison automatic transmission
Limited slip differential
Class 8 - Heavy Straight Truck – 6x4
33,001 or greater GVWR
Diesel engine
Turbo charged
Minimum horsepower, 275
Water cooled
Allison automatic transmission
Double reduction rear end
Limited slip differential
V. DELIVERY REQUIREMENTS
All vehicles will be delivered complete with all manufacturer standard new vehicle equipment and must
comply with the Vehicle Specifications for each body code and requested optional items as listed on the
purchase order. Arapahoe County reserves the right to return any vehicle after acceptance that is found
to be incomplete and in violation of the Vehicle Specifications for the body code and purchase order. It
will be at the discretion of Arapahoe County as to whether to accept the vehicle and be reimbursed for
monies already paid or to opt to have the Contractor bring the vehicle up to specifications.
Scheduling of vehicle delivery appointment must be completed a minimum of forty-eight (48) hours prior
to delivery with the Arapahoe County Fleet Division with the person and number specified on the
Purchase Order. If a Contractor arrives without an appointment, the Contractor may be turned away until
a scheduled appointment is available. The Contractor will be asked to provide the Purchase Order
number and the number of vehicles to be delivered when calling to schedule an appointment. Vehicle
deliveries will be accepted between the hours of 9:00 AM to 12:00 PM and 1:00 PM to 3:30 PM, Monday
through Thursday.
The following documentation/items will be required to be included in the vehicle at the time of scheduled
delivery. No handwritten documents will be accepted:
1. The dealer’s invoice with a typed Vehicle Identification Number (VIN), the Arapahoe County
Purchase Order number, and the Dealer Stock Number.
2. A copy of the Arapahoe County Purchase Order, signed by the Dealership Sales
Representative verifying Quality Control and dealer check.
3. The manufacturer’s window sticker with price and option information included (do not leave
the sticker on the vehicle door glass).
4. The manufacturer’s “Certificate of Origin”.
5. The Application for Title and odometer statement.
6. Five (5) sets of keys (three (3) key fobs and two (2) PATS keys) plus the key code necessary
for key duplication. Valet keys will not be accepted.
7. Weight slip and VIN verification will be provided whenever a body has been modified (i.e. –
cube vans, box trucks, etc.)
8. The owner’s manual visible on the front seat of the vehicle.
RFP-19-48 Page 20 of 29 Revised November 2018
9. The Dealer Stock Number on the windshield.
10. A sixty (60) day permit attached in the license plate area on the rear of the vehicle.
All vehicles will be delivered washed, have license plate brackets and screws installed on the vehicle,
serviced, and with a minimum of one quarter (1/4) tank of fuel in the vehicle.
The Arapahoe County Fleet Division will inspect the delivered vehicle’s condition and options to expedite
the delivery process. Any problems discovered after delivery; Arapahoe County will have four (4) weeks
to inspect and reject the vehicle while it is still located at the Fleet Division location. If rejected, the dealer
will retrieve the vehicle within one (1) business day of notification for correction / repairs and redeliver the
vehicle as soon as the repairs are complete.
Contractors are expected to comply with the delivery instructions located on the Purchase Order.
Arapahoe County Fleet Division must be notified immediately of any issues related to the delivery of
vehicles.
VI. VEHICLE VISIBILITY REPORTS
Arapahoe County requires vehicle visibility reports to be provided monthly. Failure to provide these
reports may result in the cancellation of the agreement. In addition, failure to submit vehicle visibility
reports as required may impact future eligibility to complete for County solicitations. These reports must
be submitted to Purchasing and must contact the following information:
1. The solicitation number
2. Arapahoe County Purchase Order Number
3. Vehicle Type
4. Status of the vehicle
5. Vehicle location
6. Anticipated delivery date
IV. RESPONSE FORMAT
Failure to respond in the required format may deem your submittal non-responsive.
Failure to provide required information may deem your submittal non-responsive.
SUBMISSION OF RESPONSES: ONE (1) hardcopy ORIGINAL, ONE (1) softcopy (USB/CD)
ORIGINAL and FIVE (5) HARDCOPIES, TOTAL OF SEVEN (7) submittals of each Response must be
received at the time and place specified in this Solicitation. Submittals should be prepared simply and
economically providing a straightforward, concise description of the contractor’s ability to perform the
requirements of this Solicitation. Failure to submit the required number of copies may deem the contractor
non-responsive.
The electronic copy shall be an EXACT reproduction of the original documents provided. All
sections shall be combined into a single electronic document.
Provide submittal without reference to Arapahoe County logo or company logo.
Label cover of Original submittal
TABLE OF CONTENTS: Responses must be organized and submitted per the following format:
i.e. Section number, Requirement, Page number, etc.
For all of the following sections, submit documentation as requested for each item.
Please do not include sales materials. Information submitted should be developed to best
represent criteria for each evaluation item.
SECTION 1
COMPANY INFORMATION & EXECUTIVE SUMMARY
1) On the first page, provide company information to include company name and required local
(Denver Metro area) company office address as well as name, position title, e-mail and direct
telephone number for the person submitting the proposal and the same for the person authorized
to contract on behalf of the company.
RFP-19-48 Page 21 of 29 Revised November 2018
2) Profile of the Firm – State whether your firm is local, national, or international. Also include the
following for the office this work would originate from:
a. Size of the Firm and size of local office (if applicable)
b. Location of the office, where the work on this engagement is to be performed
c. Number and nature of the professional staff to be assigned to the project on a full-time basis.
d. Number and nature of staff to be assigned to this project on a part-time basis.
e. Identify the supervisory and management staff who will be assigned to the engagement.
f. Identify the points that make your firm uniquely qualified for this engagement.
g. Provide resumes for each person that will be assigned to this engagement.
3) Provide any substantiated complaints against the firm in the last 3 years and any outstanding
litigation.
SECTION 2 – Arapahoe County Forms and Required Documentation
1) Completed Arapahoe County RFP Cover Sheet
2) Completed Arapahoe County Submission Form
3) Completed Contractor W-9
4) Acknowledged Addendum(s)
5) Contractor Certificate of Insurance
6) Mandatory Requirements:
a. Pricing Form with detailed list of vehicles being offered by the Contractor and the available
options for each Make and Model
b. Local Dealership Documentation
c. Information Sheets for Make and Models being offered by the Contractor
d. Delivery Schedule for vehicles
e. Warranty Documentation
f. Variations / Exceptions to the solicitation document or contract document
SECTION 3 - Communication = 25%
1) Vehicle visibility report – sample report provided in submittal
2) Anticipated build schedule as well as anticipated delivery week when orders are placed
3) Provide information on how communication will be handled with Arapahoe County
SECTION 4 - Delivery = 20%
1) Order cut off schedule
2) Delivery schedule and instructions
3) Ability to provide completed accurate paperwork when vehicle is delivered
SECTION 5 - Dealer Service and Parts Support = 30%
1) Ability to meet customer expectations
2) Quality of service
3) Availability of Parts
4) Communication of backordered items
5) Provide examples of invoicing process
SECTION 6 - Pricing = 35%
1) Completed electronic excel pricing form
RFP-19-48 Page 22 of 29 Revised November 2018
I. PRICING
PRICING FORM PROVIDED AS APPENDIX C, NO OTHER FORMS WILL BE ACCEPTED
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
PRICING FORM
RFP-19-48 Page 23 of 29 Revised November 2018
SUBMISSION: It is imperative you address your submittal envelope as follows:
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street
Room 480
Littleton, CO 80120
Attn: Trudi Peepgrass, CPPB
Senior Purchasing Agent
RFP-19-48
Does your Response comply with all the terms and conditions of this Solicitation? YES / NO
If no, indicate exceptions.
Does your Response provide proposed revisions to the Terms and Conditions
of the attached Sample Agreement for Services? If yes, indicate exceptions. YES / NO
Does your Response meet or exceed all specifications, including minimum service YES / NO
requirements? If no, indicate exceptions.
Requirements met and response included? YES / NO
Pricing Form with detailed list of vehicles being offered by the Contractor and the available
options for each Make and Model
Local Dealership Documentation
Information Sheets for Make and Models being offered by the Contractor
Delivery Schedule for vehicles
Warranty Documentation
Variations / Exceptions to the solicitation document or contract document
May any other governmental entity avail itself of this contract and YES / NO
purchase any and all items specified?
HAVE ALL ADDENDUMS BEEN ACKNOWLEDGED & ENCLOSED YES / NO
ORIGINAL AND NUMBER OF COPIES REQUESTED ENCLOSED YES / NO
HAS A DULY AUTHORIZED AGENT OF THE CONTRACTOR YES / NO
SIGNED THE COVER SHEET IN BLUE INK
State percentage of prompt payment discount, if offered. __________ %
State total submittal price (include all items in submittal). ____________
State total submittal price with discount. ____________
Arapahoe County must have on file a completed W-9 prior to doing business with contractors.
Please submit this form with your response.
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
SUBMISSION FORM
RFP-19-48 Page 24 of 29 Revised November 2018
I. The Sample Agreement for Services is included in this Solicitation for informational and reference
purposes only.
REMAINDER OF PAGE LEFT INTENTIONALLY BLANK
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
APPENDIX A – SAMPLE AGREEMENT FOR SERVICES
RFP-19-48 Page 25 of 29 Revised November 2018
RFP-19-48 Page 26 of 29 Revised November 2018
RFP-19-48 Page 27 of 29 Revised November 2018
RFP-19-48 Page 28 of 29 Revised November 2018
RFP-19-48 Page 29 of 29 Revised November 2018
Arapahoe County values your input. If you are unable to participate, will you spend a few minutes to
complete this form and return with your NO BID response.
Please send to: Arapahoe County
Attn: Trudi Peepgrass CPPB
RFP-19-48
5334 South Prince Street. Room 480
Littleton, CO 80120
Specifications too “strict” (i.e. geared toward one brand or manufacturer only). Please explain.
___________________________________________________________________________________
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___________________________________________________________________________________
___________________________________________________________________________________
Specifications are unclear. Please explain.
___________________________________________________________________________________
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☐ We are unable to meet specifications.
☐ Insufficient time to respond to the solicitation.
☐ Our schedule would not permit us to perform within the required time.
☐ We are unable to meet insurance and/or bonding requirements.
☐ We do not offer this product or service.
Further Remarks/Comments:
___________________________________________________________________________________
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PRINT OR TYPE YOUR INFORMATION
Name of Company: ____________________________________________ Fax: _________________
Address: ________________________ City/State: ________________ Zip: __________________
Contact Person: ___________________ Title: _____________________ Phone: _______________
Printed Name: ____________________ Title: _____________________ Date: _________________
Email Address: ___________________
Arapahoe County Finance Department
Purchasing Division
5334 South Prince Street, Room 480
Littleton, Colorado 80120
REQUEST FOR PROPOSAL
STATEMENT OF NO BID