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AMADOR COUNTY INVITIATION TO BID PURCHASE OF VARIOUS COUNTY VEHICLES FOR AMADOR COUNTY SHERIFF S DEPARTMENT SEALED BID NO

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DESCRIPTION: The County of Amador is seeking sealed bids for furnishing of all labor, tax, bonds, insurance, permits, premiums, shipping, transportation, services, disposal, equipment, materials, and appurtenant
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DESCRIPTION: The County of Amador is seeking sealed bids for furnishing of all labor, tax, bonds, insurance, permits, premiums, shipping, transportation, services, disposal, equipment, materials, and appurtenant facilities for (2) Two AWD Utility Interceptor Vehicles, and (4) Four- New Four Door, FWD Expeditions in accordance with the attached specifications. Sealed bids will be received by the County of Amador Purchasing Office; by U.S. Mail, at B Airport Road, Jackson, CA ; or delivered in person, U.P.S., Federal Express, or by any other courier to B Airport Road, Martell, CA; until 1:30 P.M.,Thursday, June 27, 2013, at which time sealed bids will be opened and read publicly in the office of the Director of General Services Administration, located at the above Martell address. Telegraph, Facsimile (FAX), and bids will not be considered. Bids received late will be rejected and returned unopened. Questions regarding this bid should be referred to: Undersheriff Jim Wegner, and Lt..Jim Cardoza, GENERAL USAGE: These Police vehicles will be used for patrolling on state highways, county roadways, along with public and private lands and associated facilities. The AWD Police Utility Interceptor, and Expedition vehicles could be used on and off road in varying steep mountainous terrain with altitudes ranging from (200 8,000 ) within our county. INSTRUCTIONS TO BIDDERS 1. Bidders may acquire bid information and documents at the Office of General Services Administration located at B Airport Road, Martell, CA. Bid information and documents are available for examination at the Amador County Office of General Services Administration, telephone (209) For further information regarding this bid contact the Purchasing Department, Amador County General Services Administration, (209) or register as a vendor on our BIDnet website (BAPS link) and download the bid in Word format 2. The Board of Supervisors of the County of Amador reserves the right to accept or reject any or all bids in whole or in part and/or to waive technicalities and/or any irregularities in any bid received if such waiver is in the best interest of the County. All bids will become a part of the official files of the County of Amador without obligation on the part of the County. 3. Should a bidder find discrepancies in or omissions from the Specifications and Conditions, or be in doubt as to their meaning, the bidder shall at once notify Purchasing at (209) Should it be found necessary, the County of Amador General Services Administration Director shall issue a written Addendum, which will be sent or delivered to those that have acquired Bid packages. Questions by bidders concerning discrepancies in, or omissions from the Specifications shall be made at least (72) hours prior to bid opening, not including Saturdays, Sundays or Holidays. Page 1 of 12 5. All forms in the Bid package shall be made on the form(s) provided by the County of Amador. Each page shall be properly completed with all items filled out, signed with blue ink, and executed by an individual who has authority to act on behalf of the entity submitting the Bid. 6. Bidders are responsible for reviewing all bid documents in their entirety. 7. No Bid may be withdrawn after the time established for receiving bids or before the award and execution of a Purchase Order, unless the award is delayed for a period exceeding forty- (45) working days. Bids shall be executed in accordance with the instructions given and forms provided herein. Prices shall be retained for sixty (60) days from the time of receipt of bids. SUBMISSION AND RECEIPT OF BIDS: 1. Sealed bids shall be received by the County of Amador Purchasing Office; by U.S. Mail at B Airport Road, Jackson, CA ; or delivered in person, U.P.S., Federal Express, or by any other courier to B Airport Road, Martell, CA 95654, until 1:30 PM, Thursday, June 27, 2013 at which time sealed bids will be opened and read publicly at the General Services Administration Office located at the above Martell address. Bids received late will be rejected and returned unopened. 2. Bids must be submitted in a sealed opaque envelope. Your return address and the Bid number (13-09) must appear on the outside of the envelope. Bids must be submitted on the bid form(s) provided herein. Other bid formats will be rejected. 3. County reserves the right to postpone the date and time for submission of bids. 4. The Bid amount is all-inclusive. No additional charges for packing, taxes (other than Amador County Sales Tax), or other items, whether or not identified in the specifications, will be allowed. 5. The County of Amador is not responsible for failure of the U.S. Mail or private couriers to deliver bids by the submission deadline. 6. Telegraph, Facsimile (FAX), and bids will not be considered. 7. The following forms and bid documentation information must be included in your sealed bid: a. Equipment Specifications and Acknowledgement & Verification Form b. Bid Forms c. Exceptions to Bid Specifications Form (if applicable) 8. Erasures or corrections on bids must be initialed in blue ink. Each Bidder shall be deemed to have authorized any such erasures or corrections. Bids shall be signed in blue ink. All amounts shall be typewritten or completed in blue ink. Page 2 of 12 BRAND NAMES, ALTERNATES, AND SUBSTITUTIONS: In some cases, a brand name is used and only the identified brand name item(s) will satisfy the County of Amador s needs. In others, a brand name indicates the standard of quality, performance, or use desired. Brands of equal quality, performance, and use shall be considered, provided Bidder specifies the brand and part number and submits descriptive literature. Any bid containing a brand that is not of equal quality, performance, or use specified must be represented as an alternate and not as an equal, and failure to do so shall be sufficient reason to disregard the bid. Alternates shall be clearly labeled on the bid form. The County of Amador shall be the sole judge about whether an item submitted as an equal or alternate is acceptable. The responsibility of demonstrating to the County of Amador s satisfaction that a product is equal to that specified shall be on the Bidder proposing the substitution. The County of Amador has no obligation to accept proposed substitutions or engage outside consultants or experts to evaluate proposed substitutions. BID REQUIREMENTS: 1. Those submitting bids must complete and return with their bid all forms listed herein. 2. No person, firm or corporation, shall be allowed to make or file or be interested in more than one Bid Form for the same work. BID SELECTION: Selection of the successful bidder will be determined by evaluation of the following: 1. Product quality & conformance to specifications. 2. Product guarantees and warranties. 3. Price. 4. Discounts. 5. Local bidder preference, a 4% advantage is allowed to bidders whose business is located in Amador County. 6. Product delivery date. EVALUATION AND AWARD OF BIDS Selection of the successful bidder will be determined by evaluation of the following: Page 3 of 12 1. Price and proposed fees. Awards will be made to the lowest responsive, responsible bidder with the lowest total for each base bid (Base Bid A: (2) Two - AWD Police Utility Interceptors; Base Bid B: (4) Four Four Door FWD Expeditions).. Base bids shall be evaluated and awarded separately as though it were the only bid submitted by the bidder, and if awarded, shall be awarded subject to availability and approval of Federal and County funding. 2. Compliance with all Federal and State requirements. 3. Upon Federal funding approval, the Board of Supervisors of the County of Amador reserves the right to accept or reject any or all bids in whole or in part and/or to waive minor technicalities and/or any irregularities in any bid received if such waiver is in the best interest of the County. 4. The Board of Supervisors reserves the right to construe the Bid according to its true intent where it contains a patent mistake. 5. As determined by the Board of Supervisors, any Bid maybe deemed non-responsive which contains omissions, erasures, alterations that are not initialed, or additions of any kind, or which in any material manner shall fail to conform to the conditions of this Bid. 6. All bids will become a part of the official files of the County of Amador without obligation on the part of the County. 7. All forms completed, signed in blue ink, and filled in properly. FILING OF BID PROTESTS Any Bidder with a direct financial interest adversely affected by any alleged Bid irregularity at the Bid opening may file a protest with the County, where such protest is based on alleged violations of Federal, State, or local law or ordinance, or alleged Bid irregularity. Bidders shall file a protest of a Bid with the County s Purchasing Agent. In order for a Bidder s protest to be considered valid, the protest must: 1. Be filed in writing within five (5) calendar days after the bid opening date and; 2. Clearly identify the specific irregularity or accusation and; 3. Request a determination of the protest issue and; 4. Specify, in detail, the grounds of the protest and the facts supporting the protest; and 5. Include all relevant, supporting documentation with the protest at time of filing. If the protest does not comply with each of these requirements, it will be rejected as invalid. If the protest is valid, the County s Purchasing Agent, or other designated County staff member, shall review the basis of the protest and all relevant information. The Purchasing Agent will provide a written decision to the protestor. The protestor may then appeal the decision of the Purchasing Agent to the Board of Supervisors within five (5) calendar days of the date of the written decision from the Purchasing Agent. The Board of Supervisors will provide a decision to the protestor s appeal. The decision from the Board of Supervisors is final and no further appeals will be considered. Page 4 of 12 SPECIFICATIONS General: 1. Vendors are requested to provide pricing on (2) Two AWD Police Utility Interceptors, and (4) Four, New Four Door, FWD Expeditions. All equipment cataloged as standard shall be furnished and included in the purchase price of the units unless specified differently. 2. Prices bid are considered accurate and cannot be withdrawn after the bid is opened. Additional charges for other items not shown on this bid will not be allowed. The Amador County Sales Tax rate is 8.00%. The County is exempt from the payment of federal excise tax. 3. All bids should include preparation, transportation and delivery charges fully prepaid by the successful bidder to the destination specified. Delivery is F.O.B. the Amador County warehouse located at B Airport Road, Martell, CA Due care shall be exercised in packing, handling and shipping to assure equipment arrives in excellent condition. Equipment arriving in other than excellent condition shall be the responsibility of the successful bidder. 4. Any and all exceptions to this bid should be written on the form entitled Exceptions to Bid Specification Form and attached to bid submittal. The bidder must indicate on the Equipment Specifications and Acknowledgement & Verification Form compliance for each item throughout the bid by writing Comply or Does Not Comply . All Does Not Comply answers must be fully explained on the Exceptions to Bid Specification Form and be attached to and submitted with the Bid Form. Failure to explain Does Not Comply answers may be cause to reject bid. Questions regarding these specifications should be directed to Purchasing at (209) EQUIPMENT SPECIFICATIONS: (2) Two AWD Police Utility Interceptor, and (4) Four-New Four Door, FWD Expeditions to be used by the Sheriff s Department for law enforcement use and equipped according to the specifications listed in the Equipment Specifications and Acknowledgement & Verification Form on the following pages: All vehicles shall be new of current manufacture. No newly remanufactured, prototype, demonstration vehicles or other types of used vehicles will be accepted. All vehicles shall be delivered with all service and parts manuals or other reference materials. Page 5 of 12 No. Equipment Specifications and Acknowledgement & Verification Form (Page 1 of 2) Base Bid A Equipment Specification 2, (Two) Each, AWD Police Utility Interceptor Vehicle All equipment cataloged as standard shall be furnished and included in the purchase price of the unit AWD Police Utility Interceptor-Vehicle shall have a minimum overall width of 78 and the vehicle shall have a minimum overall length of Door 3. Pursuit Rated TI-VCT V6 FFV (minimum) Engine 5. 6-Speed Automatic Transmission Police Calibrated Volt Powerpoints-2 7. Heavy Duty Alternator 220-amp 8. AM/FM Single CD w/mp3 6 speakers AMP HR/750 CC Battery Wheel Heavy Duty Disc Anti-Lock Brakes, Police Calibrated 11. Steel Intrusion Plates Both Seat Backs 12. Climate Controls 13. Column Shift 14. Console 15. Mounting Plate Front 16. Heavy Duty Cooling System 17. Dash Pass Through for Wiring 18. Electric Power Assisted Steering 19. Exterior Key Locks 20. Fleet Key Unit With Heavy Duty Vinyl Black Flooring, 1 Unit Carpeted Flooring 22. Full Size Spare Tire 23. Solar Tinted Clear 2 nd /3 rd Rows 24. Easy to Drop Headliner 25. Independent Front and Rear Suspension 26. Power Mirrors with Intergrated Blind Spot 27. Power Door Locks and Windows 28. Rear Recovery Hooks 29. Red/White Dome Light 30. Front Heavy Duty Cloth Seats (Dark in Color) 31. Rear Heavy Duty Vinyl 60/40 Seat 32. Led Tail lamps Page 6 of 12 Indicate in This Column Comply or Does Not Comply All Does Not Comply Answers Must be Explained on Exceptions to Bid Specifications Form Continued: No. Equipment Specifications and Acknowledgement & Verification Form (Page 2 of 2) Base Bid A Equipment Specification 2 (Two) Each, AWD Police Utility Interceptor Vehicle All equipment cataloged as standard shall be furnished and included in the purchase price of the unit. 33. P245/55R18 W-Rated All Season BSW Tires 34. Heavy Duty Black Steel 18 Wheels 35. Airbags-Front/Side 36. Advance Trac with RSC 37. Tilt Steering Indicate in This Column Comply or Does Not Comply All Does Not Comply Answers Must be Explained on Exceptions to Bid Specifications Form 38. White Exterior 39. Ballistic driver and Front Passenger Door Panels 40. Climate Control-Auxiliary Air 41. Red/White Dome Light Cargo Area 42. Inoperable Rear Door Handles/Inoperable Locks 43. Keyed Alike 44. Noise Suppression Bonds 45. Driver and Passenger LED Spot lamps, 1 Unit Without Spot Lamps 46. Rear Window Power Disable 47. Headlamp Housing ,000 Mile Powertrain Warranty Page 7 of 12 Equipment Specifications and Acknowledgement & Verification Form (Page 1 of 2) Base Bid B No. Equipment Specification 4 (Four) Each, Four Door, FWD Expeditions All equipment cataloged as standard shall be furnished and included in the purchase price of the unit X 4 Vehicle Interior distance between front door at a level 4 below window ledge shall be a minimum of 63, the vehicle shall have a minimum overall width of 78 and the vehicle shall have a minimum overall length of door 3. Engine-5.4L-3V SOHC V8 (minimum) 4. Transmission: 6-speed automatic 5. Air conditioning 6. Cloth captain s chairs-charcoal 7. Power door and lock windows 8. Speed control 9. AM/FM single CD 10. Driver/Passenger airbags inch steel wheels 12. Remote entry 13. Privacy glass 14. Tow hooks 15. Vinyl floor covering 16. Console delete 17. Floor mats delete 18. Electro chromic mirror 19. Power heated exterior mirrors 20. White exterior. 21. Interior color - charcoal 22. Vinyl 2 nd row rear seat 40/20/ Keyed alike 24. Skid plates 25. Tilt steering wheel 26. Inoperable rear door handles 27. Inoperable rear power windows 28. Two (2) spot lamps installed Indicate in This Column Comply or Does Not Comply All Does Not Comply Answers Must be Explained on Exceptions to Bid Specifications Form Page 8 of 12 Equipment Specifications and Acknowledgement & Verification Form (Page 2 of 2) Base Bid B Continued: 29. Heavy duty trailer tow package Class IV 30. Delete 3 rd row seat 31. Limited slip rear axle 32. Warranty-100,000 Bumper to Bumper - Include on Bid Form I, the undersigned, agree to furnish the County of Amador all labor, tax, bonds, insurance, permits, premiums, shipping, transportation, services, disposal, equipment, materials, and appurtenant facilities for (2) Two AWD Police Utility Interceptors and (4) Four Four Door FWD Expeditions as described in the equipment specifications on the preceding page. I agree to indicate in the columns provided that each specification included in this bid either complies or does not comply to the equipment specifications. All does not comply answers must be fully explained on the form entitled Exceptions to Bid Specifications Form and be attached to and submitted with the bid form. I also agree to attach pages 1 through 4 of the Equipment Specifications and Acknowledgement & Verification Forms to the Bid Form. Company Name Telephone Address Fax City, State, Zip address Bidder s Name Title Bidder s Signature Date Page 9 of 12 BID FORM - BASE BID A I, the undersigned, agree to furnish the County of Amador (2) Two - AWD Police Utility Interceptors as described in the Equipment Specifications and Acknowledgement and Verification Form attached hereto, at the pricing quoted below. BIDDER'S PROPOSAL: Description Unit Quantity Unit Price Bid Amount AWD Police Utility Interceptor Each 2 Sales Tax (8.00%) Freight & Delivery charges (if applicable) Discounts (if applicable) Total Bid Amount F.O.B. delivered Martell, CA within days after receipt of order. Warranties and/or Guarantees Include (Please List): COMMENTS: Company Name Telephone Address Fax City, State, Zip address Bidder s Name Title Bidder s Signature Date Page 10 of 12 BID FORM BASE BID B I, the undersigned, agree to furnish the County of Amador (4) Four Four Door FWD Expeditions as described in the Equipment Specifications and Acknowledgement and Verification Form attached hereto, at the pricing quoted below. BIDDER'S PROPOSAL: Description Unit Quantity Unit Price Bid Amount Four Door, FWD Expedition Each 4 Sales Tax (8.00%) Freight & Delivery charges (if applicable) Discounts (if applicable) Total Bid Amount F.O.B. delivered Martell, CA within days after receipt of order. Warranties and/or Guarantees Include (Please List): COMMENTS: Company Name Telephone Address Fax City, State, Zip address Bidder s Name Title Bidder s Signature Date Page 11 of 12 EXCEPTIONS TO BID SPECFICATIONS FORM I, the undersigned, agree to provide Amador County with the products and prices listed in the Bid Form in accordance with the bid specifications contained herein, except as noted below: Exception to Bid Specifications Description of Exception Firm Name Telephone Address City, State, Zip Bidder s Name Title Bidders Signature Date Page 12 of 12
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