City of Seattle Department of Executive Administration

Fred Podesta, Director Gregory J. Nickels, Mayor

April 11, 2008

TO: All Potential Proposers

FROM: Pam Tokunaga, Senior Buyer City of Seattle Purchasing Phone 206-233-7114; Fax 206-233-5155 Email Address: [email protected]

REFERENCE: Request for Proposal #FFD-657 - Tractor Drawn and Rear Mount, Straight Frame Aerials

ADDENDUM #4

Reference is made to Request for Proposal #FFD-657 dated 2/8/08 scheduled to be due at 3:00 PM, 4/29/08.

The following Question & Answers shall be made part of this Request for Proposal.

Attachment #1 and Attachment #2

Q (Addendum 3): 2.2.1.1 - Overall Length - Should not exceed 678”, state exact length. Due to current Washington State weight laws our proposal will be on a tandem axle tractor. This will exceed your overall length requirement. Will an apparatus with a length of 707” or 58’11” be acceptable? A: An apparatus of this length will not fit into most of our stations and will not be acceptable. Q (Addendum #4): We interpret this as basically changing the “should” to a “shall” and hence making it impossible for at least one vendor to even submit a proposal. We would like to suggest that this response be reconsidered and changed to something like “this will be evaluated by our evaluation team”. Otherwise you may end up with no proposals to the project and have to start over which only adds additional work, cost, and delay for the City. A: Overall length is a serious issue for the Seattle Fire Department due to the size of the bays in our stations. SFD is re-measuring and analyzing the problem stations to determine possible solutions. Two of the stations are being replaced or remodeled to the extent that length is not as big an issue as it was when this spec was originally written. Please submit your proposal offering the shortest vehicle that will meet the axle weight requirements of the state bridge law and the other specification requirements. Each proposal will be evaluated to find the best combination of features for SFD.

Purchasing and Contracting Services Division 700 Fifth Ave., Suite 4112, Post Office Box 94687, Seattle, Washington 98124-4687 Purchasing: Tel: (206) 684-0444 TDD: (206) 615-0476 Fax: (206) 233-5155 Contracting: Tel: (206) 684-0430 TDD: (206) 615-0476 Fax: (206) 684-8286

Website: www.cityofseattle.net/contract/

Q: (Addendum 3)8.4.6 - The Pierce Basic One Year warranty will start when the unit leaves the factory for delivery. The duration of this warranty is 14 months. The extra 2 months is to cover the time from when the unit leaves the factory to when the unit is delivered to the customer. The Basic One Year warranty is attached. Is this acceptable? If this is not acceptable the City must provide a time table for placing the vehicle in service after receipt of the apparatus. This cannot be an open ended time frame. A: The City is looking for a basic warranty of one year. The City will make every effort to complete the inspection as quickly as possible. If the manufacturer can guarantee that it will take no more then 2 months to ship the unit, make whatever additions or modifications are needed at the local dealer, and repair all discrepancies found during vehicle check in at the Seattle Fire Garage, then it is acceptable. The City can no more take responsibility for the time involve in shipping, dealer prep and corrective action then the Manufacturer can take responsibility for the City’s inspection time. Q: (Addendum 4)Sixty (60) days should be adequate time to ship the unit, make whatever additions or modifications are needed at the local dealer, and repair all discrepancies found during vehicle check in at the Seattle Fire Garage. However, if the dealer can not complete installation of loose equipment due to the inability to obtain mounting locations from the City of Seattle, the warranty start date will not be delayed. A: If there is a significant delay based on the City of Seattle’s inability to get the vendor the information he needs after the apparatus has arrived in Seattle, we will allow the one year warranty period to start before it is placed into service. However, if the delay is not within our control due to out of spec items, component failure or quality issues, we expect the manufacturer to honor the start of the 12 month warranty at the in-service date.

Q: (Addendum 3)8.4.9 - The seller can not take responsibility for all transportation. The seller is not authorized to service components such as the engine, transmission, and drive train, therefore cannot take responsibility for all transportation. Is this acceptable? A: The City is not asking the seller to do the work of repair to items not of your manufacture. The City expects the prime contractor to take responsibility for the warranty repair of all items on the truck. Q: (Addendum 4)We understand fully that we are not going to be fixing the unit but we have the exact same problem the Fire Garage has with the transport of the vehicle to and from the major component manufacture’s service center. This will cost someone time and money to accomplish. We feel currently there is only one way to take on this responsibility and to protect our company of the possible exposure from this requirement. We will have to put a dollar figure amount in the bid “just in case” an (or several) incident(s) should come up. Over the 5 year warranty of an engine we could make two trips to the city to do this transport or we could make 20 trips. Our current plan is to put money in for multiple trips (number currently undetermined) and offer it as a possible deduction to the city. Another option would be for the Fire Garage to come up with a realistic number of trips, consistent with their previous experience on similar products that we could then put in a cost to cover these trips to and from. A: The warranty transportation requirement is only for the initial 12 month warranty period. If the City purchases an optional extended basic warranty the transportation must be included for the extended warranty period. The City would prefer to have all minor warranty work done at the individual station or the Fire Garage to minimize the out of service time of the unit. The City would expect the vendors to have a history of warranty issues on their equipment. The quality of equipment varies with

Page 2 of 4 manufacturer. The repairs needed on one manufacturer’s equipment can vary significantly compared to another’s equipment. That history should indicate the average number of issues that are serious enough to require taking the vehicle to an outside repair facility. The proposers are expected to take that average into consideration in the pricing portion of their proposal.

Attachment #3, Requirements for Award and Delivery

Q: (Addendum 3)Page 3, B. Liability of Contractor, Item 3.e Is the City requesting a ten (10) year extended warranty in this section? The requirements describe the Pierce Basic warranty. If a ten (10) year extended warranty is required, the cost of the warranty will be added to the proposal price. A: Please quote all extended warranties offered in the options section. Q: (Addendum 4)Clarification: The Pierce standard one (1) year warranty will be provided and included in the proposal price. The options section will include pricing for an optional five (5) and ten (10) year extended warranty. A: The ten year warranty is intended to be for the aerial device (ladder and related components). The City of Seattle would like the proposers to include and state their standard full apparatus warranty in the proposal and any extended apparatus warranty offered in the options section. The evaluation team will then be able to determine if purchasing an extended apparatus warranty is in the best interest of the City.

Q: RFP, Page 5, Cancellation of Orders The City may cancel an order before delivery without penalty or charge, providing that the Vendor has not incurred any special production costs such as custom fabrication or engineering expenses in fulfilling the order. If the City cancels the order after production has begun for a non-standard or custom order, then the Vendor may charge the customer a cancellation penalty consisting of costs incurred to date, at time of cancellation, less the amount mitigated by the sale of the purchase item(s). An additional 10% penalty computed on the net contract price can also be enforced based on progress of the custom order with costs mitigated accordingly. Is this acceptable? A: Delete this section and replace with the following - The City may cancel an order before delivery without penalty or charge, providing that the Vendor has not incurred any special production costs such as custom fabrication or engineering expenses in fulfilling the order. If the City cancels the order after production has begun for a non- standard or custom order, then the Vendor may charge the customer a cancellation charge consisting of costs incurred to date, at time of cancellation, less the amount mitigated by the sale of the purchase item(s). An additional 10% compensation charge, to cover administrative cost and not for profit, computed on the net contract price it can also be enforced based on progress of the custom order with costs mitigated accordingly. Vendor agrees to use their best efforts to achieve mitigation.

Contract - Terms and Conditions

Q: Page 5, Item 23 The title of goods received will be transferred to the City of Seattle after payment in full has been made, not with delivery of the unit. Is this acceptable? A: Ideally, the units will be delivered to the City in a ready for service condition. It will be accepted and the invoice will be authorized for payment by the Fire Garage.

Page 3 of 4 Once this is complete the City would like to place the apparatus in service as quickly as possible. The MSO and title application must be delivered to the City as soon as the acceptance process is complete to keep from delaying the in service time. Situations occasionally arise in which a dealer is unable to deliver a product which fully meets the specification as purchased. In this situation the unit is considered substantially complete and the City pays the invoice holding back a reasonable percentage based on the discrepancy until that discrepancy is corrected. If this situation arises the vendor would be required to deliver the MSO and title application after the majority payment has been authorized.

Q: Please confirm that even though the both the Straight Frame Aerial and the Tractor drawn aerial are on one RFP you can and may issue two separate contracts that could be to two different proposing manufactures for the products listed. Or, should you get no acceptable proposals for the TDA you could still issue a contract for the SFA. That is not clear in the documentation in what I have read. A: Confirmed. The City has the right to award both items from the same vendor or to split the award and purchase from two different vendors.

Note: The City’s first year purchase will be for two tractor drawn aerials and one straight frame aerial. Please adjust your pricing accordingly.

The due date for this Request for Proposal has been updated to 3:00 PM, 4/29/08.

In all other respects, the Request for Proposal remains unchanged.

Company Name: ______

Print Name: ______

Authorized Signature: ______Date: ______

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