SOLICITATION NO. RFB-HFD-1800041
CITY AND COUNTY OF HONOLULU Request for Competitive Sealed Bids (RFB)
SOLICITATION CATEGORY: Goods/Services
DESCRIPTION: 3/4-ton Pickup Trucks With Emergency Lights, Sirens and Radios
REQUESTING AGENCY: Honolulu Fire Department
This Competitive Sealed Bid shall be submitted electronically on the Vendor Self Service (VSS) system. https://www5.honolulu.gov/webapp/VSSPSRV1/AltSelfService.
QUESTIONS: Clarifications/Substitutions shall be directed to Elisabeth Lemquist at 808-768-3945 or email [email protected].
TABLE OF CONTENTS
NOTICE TO OFFERORS Schedule of Events Special Instructions to Offerors General Instructions to Offerors
APPENDIX A – SCOPE OF WORK
APPENDIX B – TERM/SCHEDULE OF WORK
APPENDIX C – PRICING/CERTIFICATIONS
APPENDIX D – SPECIAL PROVISIONS
APPENDIX E – GENERAL TERMS AND CONDITIONS
Notice to Offerors 2
NOTICE TO OFFERORS – Schedule of Events:
Last Day for Questions November 27, 2017
Last Day for Addendum December 4, 2017
DEADLINE FOR OFFERS December 12, 2017 14:00:00 HST
Notice to Offerors 3 NOTICE TO OFFERORS – Special Instructions to Offerors:
1. General Instructions to Offerors for the City and County of Honolulu dated 02/09/2017
The General Instructions to Offerors for the City and County of Honolulu dated 02/09/2017 shall apply. If not physically attached, it shall be incorporated by reference herein and referred to as the ''General Instructions.'' Copies may be obtained online at www.honolulu.gov/pur ; click on the link titled: ''Instructions, Terms & Conditions”.
2. Submit Bids on Vendor Self Service
Offeror shall submit the offer electronically online on the City and County of Honolulu Vendor Self Service (VSS) system prior to the Deadline for Offers. Hardcopy or any other forms of submittal shall not be accepted. The link to VSS is https://www5.honolulu.gov/webapp/VSSPSRV1/AltSelfService.
3. Sample of Contract
A sample of the City & County of Honolulu’s contract form is included as Notice to Offerors - Exhibit 1. Any questions regarding the City’s contract form shall be submitted prior to the solicitation’s deadline to submit Request for Clarifications/Substitutions.
4. Brand Name/Model
The Offeror shall enter the brand name, model number, or packaging information in the “Brand Name/Model Number/Packaging” field for the item line when instructed. Failure to enter brand name, model number, or packaging information when instructed shall constitute cause for rejection of the offer.
5. Equipment Inspection
All prospective Offerors are encouraged to visit and inspect similar vehicles in order to familiarize themselves with all requirements as specified. Prospective offerors may contact Mr. Dean DeMello at (808) 723-7301 to view similar equipment currently in use by the CITY.
6. Bid Prices
Bid price shall include all applicable taxes, and all actual and implied expenses connected thereto to provide the items as specified herein. The bid price shall also include all shipping and delivery costs, f.o.b. City's place of destination.
Notice to Offerors 4 7. Vehicle Industry Licensing Act
Section 437 of the Hawaii Revised Statues, as amended, provides for the regulating and licensing of motor vehicle manufacturers and distributors and their branches and representatives, motor vehicle dealers, salesmen, auctions and auctioneers and any other person engages in the business of selling or purchasing motor vehicles in the State; therefore a prospective Offeror who is interested in selling motor vehicles to the City shall provide proof that the Offeror does meet and satisfy the license requirement set forth in the statue at the bid opening time and date and throughout the term of the contract. Offeror shall provide the license number within two (2) days of the City’s request. Failure to satisfy the requirements as specified shall be considered non-responsive and shall result in the automatic rejection of the bid.
8. HCE Compliance
To be considered for award, the Offeror must comply with applicable laws including Federal and Hawaii State tax, labor, and business registration requirements. To ensure compliance, the City recommends that the Offeror register with the State of Hawaii Compliance Express System (http://vendors.ehawaii.gov).
9. Cost Analysis Data.
The City reserves the right to request cost data to conduct a cost analysis. Pursuant to HAR §3-122-35 and §3-122-123, this cost data will be used to determine if the offer is fair and reasonable. Information provided by the Offeror may remain confidential and proprietary in accordance with HRS §92F-13(3).
Notice to Offerors 5 NOTICE TO OFFERORS - EXHIBIT 1: SAMPLE CONTRACT
CONTRACT NO. CT-HFD-1800XXX SOLICITATION NO. RFB-HFD-XXXXXXX
THIS AGREEMENT, made and entered into on , by and between the CITY AND COUNTY OF HONOLULU, a municipal corporation existing under and by virtue of the laws of the State of Hawai'i, with offices at Honolulu Hale, 530 South King Street, Honolulu, Hawaii 96813, hereinafter called the “CITY,” and [CONTRACTOR'S LEGAL NAME] whose principal place of business is [CONTRACTOR'S ADDRESS], hereinafter referred to as the “CONTRACTOR.”
WITNESSETH THAT:
WHEREAS, the CITY desires to engage the CONTRACTOR to [Project Description] and
WHEREAS, a solicitation for bids and the selection of the CONTRACTOR were made in accordance with section 103D-302, Hawaii Revised Statutes (HRS) and the related Hawaii Administrative Rules (HAR). The CONTRACTOR has been identified as the lowest responsible and responsive bidder, whose bid meets the requirements and criteria set forth in the invitation; and
WHEREAS, the CONTRACTOR is willing and able to provide the services set forth in this Agreement;
NOW, THEREFORE, the City and the CONTRACTOR, in consideration of the foregoing and of the mutual promises hereinafter set forth, the sufficiency and adequacy of which are hereby acknowledged, and intending to be legally bound, hereby mutually agree as follows:
1. This Contract and the following documents, appendices and exhibits collectively form the “Agreement” or “Contract Documents”, all of which are attached hereto and incorporated herein:
This Contract
Appendix A: Scope of Work
Appendix B: Term/Schedule of Work
Appendix C: Pricing/Certifications
Appendix D: Special Provisions
Appendix E: General Terms and Conditions (GTC)
The Contract Documents as listed hereinabove are in the order of controlling preference should there be any conflict in the terms of the Contract Documents.
2. The CONTRACTOR shall furnish all services, labor, goods, materials, supplies, equipment and other incidentals reasonably necessary for the successful completion of the work contemplated under Appendix A: Scope of Work and this Agreement.
Notice to Offerors 6 3. The CITY agrees to pay the CONTRACTOR for the satisfactory performance and completion of the Work in accordance with the payments schedule and provisions, all as set forth in Appendix C: Pricing/Certifications, Appendix D: Special Provisions and Appendix E: General Terms and Conditions. The total amount of this Agreement shall not exceed [Dollar Amount Spelled Out] [($XX.XX)], which is the maximum payable under this Agreement and inclusive of all taxes. CONTRACTOR shall not pass through any increases in taxes to the City.
Such payments shall be provided from the following funds: Federal Funds [Dollar Amount] City Funds [Dollar Amount]
It is hereby agreed by and between the parties hereto that the sum of [Dollar Amount] shall be paid only out of the applicable Federal funds, and that this Agreement shall be construed to be an agreement by the City to pay such compensation to the CONTRACTOR only out of the aforesaid Federal funds when such Federal funds are received from the Federal Government
4. The term of the Agreement shall be provided in Appendix B: Term/Schedule of Work.
5. The CONTRACTOR perform said work in an efficient manner so as entirely to complete and perform said work within the time set forth in Appendix B: Term/Schedule of Work.
IN WITNESS WHEREOF, this AGREEMENT is executed by the duly authorized officer or agent of the CITY and the CONTRACTOR.
CITY AND COUNTY OF HONOLULU CONTRACTOR'S LEGAL NAME BY: BY:
PRINTED NAME: PRINTED NAME:
TITLE: Director, TITLE: Department of Budget and Fiscal Services DATE: DATE:
APPROVED AS TO FORM AND LEGALITY
Deputy Corporation Counsel
Notice to Offerors 7
APPENDIX A – SCOPE OF WORK:
A. OVERVIEW
It is the intent of the City to solicit for three (3) 9,500 – 10,000 lb. Gross Vehicle Weight Rating (GVWR) Crew Cab, 4-door; 2 Wheel Drive, Single Rear Wheel (SRW) pickups for the Honolulu Fire Department (HFD).
It shall be the intent of these specifications to cover the furnishing and delivery of three (3) complete Emergency Service Crew Cab pickups equipped as hereinafter specified. These specifications cover only the general requirements as to the type of construction to which the apparatus shall conform. These specifications, include details as to finish, equipment and appliances with which the successful bidder shall conform. Minor details of construction and materials, which are not otherwise specified, shall be left to the discretion of the Contractor, who shall be solely responsible for the design and construction of all features, but subject to final approval of the Officer-In-Charge.
For the purposes of this contract, the Officer-in-Charge (OIC) is Dean DeMello, Honolulu Fire Department (HFD), at (808) 723-7301.
B. VEHICLE SPECIFICATIONS
1. Model: New, current production year or later.
2. Type: Crew cab, 4 door, 2WD, SRW.
3. GVWR: Minimum 9,500 lb., Maximum 10,000 lb.
4. Payload Capacity: Minimum 3,000 lb.
5. Engine: Minimum 5.7 Liter Gasoline Engine with oil cooler and the manufacturer’s heavy-duty cooling package.
6. Fuel Tank: Maximum fuel tank capacity for the vehicle being offered.
7. Transmission: Manufacturer’s 6-speed automatic transmission with overdrive.
8. Electrical System: 12 volt, heavy-duty battery with minimum 650 Cold Cranking Amps (CCA). Alternator with a minimum 200 amps. The electrical system shall have the capacity to operate the emergency lighting and communication equipment.
9. Exhaust Emission Control System: Compliant with Federal Environmental Protection Agency (EPA) emission control standards.
10. Brakes: Manufacturer’s disc brakes with Anti-Lock Brake System.
11. Steering: Hydraulic integral power with tilt wheel.
Appendix A: Scope of Work 1
12. Seating: Minimum five (5) seating positions. Driver and passenger seat configurations shall allow a communication console to be installed. Vinyl upholstery with black neoprene type seat covers for the vehicle offered shall be provided.
13. Floor Covering: Heavy duty black vinyl floor covering.
14. Running Boards: Manufacturer’s Standard. Full-length if available.
15. Towing Provisions: Manufacturer’s Maximum capacity tow package including Engine and Transmission Oil Coolers if required by the manufacturer. Furnish and install Class III/IV hitch receiver bolted to frame; two (2) “D”-rings (one on each side of hitch receiver); single piece 12,000 lb. capacity combination pintle and ball hitch with 2” diameter ball; tube adapter (if required); pin and lock; three (3) keys or manufacturer’s equivalent. The vehicle shall be equipped with 7 lead wiring harness and socket with 7-way to 6-way adapter plug socket. The Contractor shall provide receiver and hitch specifications including Gross Trailer Weight Capacity and Tongue Weight Rating. Manufacturer’s or approved substitute fully Integrated Electric Brake Controller shall be provided.
16. Safety Requirements: Compliant with Federal Motor Vehicle Safety Standards. (FMVSS). The vehicle being offered shall meet and be in compliance with all applicable laws, statutes, ordinances and all other rules, regulations and requirements of the Federal, Hawaii State and City governments regarding safety and health. The vehicle being offered shall also be compliant with OSHA and UL listings, as applicable.
17. Air Conditioning: Factory installed air-conditioning system. After-market air conditioning system will be rejected.
18. Keys: Three (3) complete sets of keys with remote keyless entry.
19. Color: Manufacturer’s Standard Bright White.
20. Rust Preventative: The vehicle cab shall be treated with rust preventative material as provided by the vehicle manufacturer with a warranty for a minimum of five (5) years or 100,000 miles whichever occurs first. If the vehicle manufacturer cannot treat the vehicle with rust preventative material, the Contractor shall provide after-market rust preventative treatment with a minimum warranty of five (5) years.
21. Rear View Camera: The vehicle shall have a rear view camera with embedded video monitor in mirror or dash video display.
22. Accessories: Manufacturer’s AM/FM Radio, Full-Size Spare Tire, Mud Flaps, Original Equipment (OE) installed Power Rear View Mirrors, Warning Triangle Kit, 5lb. ABC Fire Extinguisher with Mounting Bracket (City to install). All items, equipment or accessories listed in the manufacturer’s specifications and/or brochure as standard equipment, whether specified or not, shall be included.
23. Glass Tint: All glass shall be manufacturer’s darkest tint in full compliance with applicable Federal Motor Vehicle Standards. (FMVS).
24. Manuals: One (1) only, per unit, Operator’s Manual.
Appendix A: Scope of Work 2
C. CARGO BED SPECIFICATIONS
Bed Length: Minimum 76 inches. Entire pickup bed, covering the top of the rail of bed, will be coated with Rhino Lining, or approved substitute, minimum 62 mil thickness or to manufacturer's application specifications. Manufacturer’s standard rail protector in lieu of spray on protection for top rail only shall be acceptable.
D. HAND HELD LIGHT AND CHARGER
One (1) LED hand held light Pelican 9410L or approved substitute with charger shall be installed in the crew cab. Location to be determined by the authorized HFD personnel during the Pre-Construction meeting. The hand held light shall be wired to the battery circuit.
E. EMERGENCY EQUIPMENT SPECIFICATIONS (LIGHTING AND COMMUNICATIONS)
N.F.P.A. Standards: The equipment being furnished shall meet or exceed the most current National Fire Protection Association for lighting requirements as applicable.
General Requirement: Contractor shall fuse protect all circuits, use continuous runs of correct gauge wire, conduit protected wires where exposed and have grommets on body panels.
Installation: Prior to installation, the Contractor shall receive approval from Russell Kaneakua of the HFD Radio Shop. Prior approval shall be required for installation of equipment regarding wiring of master switch, the siren amplifier hands free feature through installer supplied relay as to function and activation, to determine the specific location of the two-way radio installed on the model offered. Contractor shall not proceed to install the equipment without prior City approval.
1. Front Zone, Front Grille: Contractor shall furnish and install (2) Whelen M2WRC and (2) Whelen M2WC or approved substitute. Lightheads shall be grommet mounted utilizing (4) Whelen M2GROM, or approved substitute, and synchronized to maximize warning output in response and blocking mode.
2. Side Zone, Front Quarter Panel: The Contractor shall furnish and install in the left and right front quarter panel, or in the side of the bumper as determined by the model of vehicle offered, a Whelen M2WRC red Super-LED with M2GROM or approved substitute. Flashers shall be wired to light bar switch control. Lightheads will be synchronized per instructions from HFD as to maximize warning capability.
3. Side Zone, Rear Quarter Panel: The Contractor shall furnish and install in the left and right rear quarter panel, or in the side of the bumper as determined by the model of vehicle offered, a Whelen M2WRC red Super-LED with M2GROM or approved substitute. Flashers shall be wired to light bar switch control. Lightheads will be synchronized per instructions from HFD as to maximize warning capability.
4. Rear Zone, Tail Lights: The Contractor shall furnish and install in rear tail light housings, one (1) on each side, Whelen model VTX609R, or approved substitute, Vertex series red Super-LED Light. Units shall be wired to switch control.
Appendix A: Scope of Work 3
5. Light Bar: The Contractor shall furnish and install a Whelen FL8RRRR, or approved substitute, light bar of proper length for the expected application. The light bar shall be populated with the following modules: Four (4) red corner Linear-LED modules, two (2) forward-facing outboard FLDRR red Linear-LED modules, two (2) forward-facing inboard FLDCC white Linear-LED modules, Two (2) rear-facing outboard red Linear-LED modules, and two (2) side-facing red Linear-LED modules. Unit shall be appropriately switch controlled FRONT and REAR. The Contractor shall also furnish and install in the front center of the light bar, one (1) Global Traffic Technologies Infrared emitter, model 795H with a model 793B switch in cab wired through a Park-Kill switch. "Whelen MKEZ" or approved substitute, stainless steel mounting straps shall be provided.
6. Communication Console Or Switch Panel: The Contractor shall furnish and install Havis C-TMW, or approved substitute, series mounting base with C-2410 console and C-AB- 820-H angled riser. The contractor shall supply the Havis equipment bracket C-EB25- 093 or one compatible for mounting the Harris model MAMW-SDMXX two-way radio, Whelen siren amplifier bracket C-EB30-MGC-1P to be installed in the communications console.
In addition, supply two (2) each Havis model CM15600-08, or approved substitute, Fuse panels. All wires to fuse panel shall be labeled with function and location, and provide a service loop of adequate length for service removal to access electronics.
Install in the console a Havis model C-PS-4-L, or approved substitute, switch plate with four (4) C-SW-1 switches installed. The first switch shall be for master power through 30 amp relay marked with C-LABEL-S (MASTER). The second switch shall be for specified front emergency lighting marked with C-LABEL-S (FRONT), the third switch shall be for rear specified emergency lighting marked with C-LABEL-S (REAR). The fourth position shall be for the Opticom traffic controller emitter marked with C-LABEL-S (OPTICOM) or approved substitute. Install in the console a Havis model C-ML-LP2, or approved substitute, dual 12VDC outlet, and map light. Install two (2) C-MC Mic Clips with two (2) C-MCB Mic Clip brackets. Balance of console shall supply required filler plates. Install to the rear of the console a C-CUP2-E-C dual external cup holder. Install model C-ARM- 104 arm rest on Trak-Mount base. The installer shall consult with the HFD Radio shop prior to installing equipment regarding wiring of master switch and foot switch to activate the siren amplifier hands free mode change feature.
See diagram in Appendix A: Scope of Work Exhibit “B” for component and switch placement in console.
7. Siren and Public Address System: Contractor shall furnish and install in the communications console one (1) Whelen model 295SLSA1 or approved substitute, Siren amplifier with Si-Test feature. The “hands free” mode change function shall be wired to a floor-mounted foot switch. Furnish and install in grille area one (1) Whelen model SA315P or approved substitute, siren speaker with model SAK23 mounting bracket or one compatible with model vehicle being offered. Scan lock tones shall be confirmed with the HFD Officer-in-Charge or Radio Shop.
8. Park Kill Module: The Contractor shall furnish and install a Whelen Model No. WPKM1 or approved substitute, park kill module to enable the truck to have an automatic
Appendix A: Scope of Work 4
“blocking mode” in which application of the parking brake initiates the blocking mode. This mode shall cut the white flashing lights when the vehicle reaches the emergency scene, while allowing the warning lights to remain on.
9. Two-Way Radio: The Contractor shall furnish and install a Harris M7300 Mobile 700/800 MHz dual band two-way radio, model MAMW-SDMXX or approved substitute.
The Contractor shall consult with the HFD Radio Shop to determine the specific location of the two-way radio installed on the model offered and shall not proceed to install the equipment without approval from Russell Kaneakua of the HFD Radio Shop. The Contractor shall be responsible to ensure the equipment is installed to provide the vehicle operator with safe visual and ease-of-use accessibility while operating the two- way radio. The Contractor shall install the Harris Model no. M7300, or approved substitute, Mobile Two-Way Radio, route the radio control cable to the Communication Console to the control head mounted in the console, and mount the radio antenna on the roof of the vehicle along the center axis at least 18” away from light bar. Installation shall allow a service loop of 18” of wire to components mounted in center console. Two-way radio programming will be completed by HFD Radio Shop personnel.
10. Programming: Two-way radio programming will be completed by HFD Radio Shop personnel.
11. Portable Radio Charger Installation: (Important note: Portable Radio Charger to be furnished by HFD).
The Contractor shall be responsible to mount and install the Global Technology Systems Model No. HCH-P7101DCC-CHG, or approved substitute, portable radio charger with a HCH-P7101DC-BKT bracket. Bracket and charger to be furnished by HFD. The charger shall be wired to the battery saver circuit.
The Contractor shall consult with the HFD Radio Shop to determine the specific location of the portable radio charger to be installed on the model offered and shall not proceed to install the equipment without approval from Russell Kaneakua of the HFD Radio Shop.
Appendix A: Scope of Work 5 Exhibit B - component and switch placement in console
Appendix A: Scope of Work 6
F. CONTRACTOR’S RESPONSIBILITIES
1. Warranty: The Contractor shall provide all warranties (expressed or implied) in writing upon the City’s request.
a) Vehicle Warranty: The Manufacturer's standard warranty or guarantee against factory defects shall be provided with each vehicle. Unless otherwise approved by the authorized City personnel, all costs and arrangements connected to honor the guarantee or warranty, including providing the personnel and equipment needed to pick up and return the defective, rejected or warranty items, shall be the responsibility of the Contractor. The Contractor will be held to compliance with this section requirement during the warranty of each vehicle being provided.
The manufacturer's maximum warranty protection plan, General Motors' Major Guard, Ford Motor Company's Premium Care, Daimler Chrysler Corporation Maximum Care Warranty Protection Plan or their equivalent, shall be provided.
The extended warranty shall be provided because authorized City representatives have confirmed that the vehicles will not be utilized under dangerous circumstances. Only the vehicle manufacturer's extended warranty shall be accepted.
The vehicle manufacturer's extended six (6) years, 100,000 miles, whichever occurs first, zero deductible shall be offered.
The warranty to be provided shall include the parts and labor on engine, transmission, transaxle, front and rear wheel drive assemblies, fuel system, engine cooling system, heating and vehicle manufacturer installed air conditioning system, electrical, computer and audio systems, braking system components, suspension front and rear system, high tech components and seals and gaskets and safety assemblies.
The extended warranty shall apply only to the vehicle and cab and chassis, excluding any aftermarket installation of equipment, components, service body, etc.
All warranty services and claims shall be processed through the Contractor or the local motor vehicle dealer; no exceptions.
Contractor shall provide priority repair service when warranty work is needed. Warranty repairs shall be at no additional cost to the City and shall be resolved or a determination of claim provided with 72 hours of the claim request.
Any exclusions that shall affect the guarantee and warranty, such as all exchanges, replacements or damages necessitated by negligence, abuse or accidental damages caused by or attributed to City personnel, theft, vandalism, fire, flood or any act of God, shall be subject to the interpretation of the authorized Honolulu Fire Department personnel, with the approval of the Director of the Department of Budget and Fiscal Services or the Director’s designated representative.
b) Warranty period for Non-OEM installed Vehicle Emergency Lights: Vehicle emergency lights shall have a five (5) year parts and labor warranty.
Appendix A: Scope of Work 7
c) Warranty period for communication console: Communication console shall have a lifetime parts and labor warranty.
d) Warranty period for switches and fuse panel: Switches and fuse panel shall have a one (1) year parts and labor warranty.
e) Warranty period for the siren and public address system and park kill module: Siren and public address system and park kill module shall have a two (2) year parts and labor warranty.
f) Warranty period for Two-Way Radio: Installation of the two-way radio shall have a five (5) year installation integrity warranty.
g) Warranty period for portable radio charger: Installation of the portable radio charger shall have a five (5) year installation integrity warranty.
2. Service and Repair Facility: The Contractor shall have an established facility on Oahu to service and repair the furnished equipment. The facility must be AUTHORIZED BY THE MANUFACTURER OF THE EQUIPMENT to provide warrantied service and repairs. If the Contractor does not have its own service and repair facility on Oahu, the Contractor shall designate a facility on Oahu that is authorized to provide warrantied service and repairs by the manufacturer of the equipment. The City reserves the right to inspect the facility.
The City may request a copy of the agreement between the manufacturer of the equipment being offered and the service and repair facility. In addition, if the service and repair facility is other than the Contractor’s own, the City may request a copy of the agreement between the Contractor and the designated facility to provide service and repair under the manufacturer’s warranty.
3. Recall Notification The Contractor and the motor vehicle manufacturer who have determined that a safety- related defect exists shall immediately report such information to the authorized City personnel – Battalion Chief Paul Kato of the Honolulu Fire Department at telephone number (808) 723-7118, and Fire Equipment Superintendent Dean DeMello at telephone number (808) 723-7301– within five (5) working days after discovery of the problem, unless otherwise approved by the City.
The Contractor and the motor vehicle manufacturer shall be responsible to notify the City personnel of any finding(s) that are determined to exist in a vehicle or in any item of original equipment and shall file a corresponding information report in detail of the subject, pursuant to Federal Regulation Nos. 49 CFR Part 573, “Defect and Noncompliance Reports” and 49 CFR Part 579, “Defect and Noncompliance Responsibility”.
In the event any notification provided on a safety-related defect or noncompliance, particularly concerning the recall scope, the cause of the defect or noncompliance, the supplier of the recalled component or assembly (if applicable), the remedy, or the remedy schedule, does result in follow-up requests for more information, the Contractor and the motor vehicle manufacturer shall provide the documents needed in a timely manner as determined by the City. Submittal of documentation in these areas is
Appendix A – Scope of Work 8
required to ensure that the agency personnel are being protected with the latest safety information.
4. Contractor Accessibility The Contractor shall respond and have a resolution or provide expected time frames to include but not limited to any contract management, training, request for information, damaged, defective, rejected, obsolete, discontinued, recalled or warranted items within 72 hours of initial request. Failure to comply shall be considered a breach of contract.
5. Contract Management The City may schedule a Post Award meeting to review the contract requirements prior to the Issuance of the Notice to Proceed. The Contractor shall coordinate all arrangements through Dean DeMello at (808) 723-7301.
6. Conditions and Safety Requirements
Before delivery of the vehicle for acceptance by the City, the Contractor shall at no additional cost, provide all Federal, Hawaii State and City safety requirements, including the furnishing of all safety stickers or equivalent.
7. Final Acceptance of Equipment
Final acceptance of the vehicle shall be given by the OIC after testing of the vehicle, and necessary corrections and discrepancies have been completed. It is acknowledged and understood by the Contractor that the warranty period begins on the date of acceptance.
8. Delivery Conditions and Safety Requirements
Before delivery of the vehicle for acceptance by the City, the Contractor shall, at the Contractor’s own expense, provide the following:
a) Shall be responsible for weighing the vehicle as specified herein, as applicable.
b) Shall be responsible for securing all weight registration forms and shall complete each registration form. Registration shall be in the name of the City and County of Honolulu without specifying any agency.
c) The City shall be responsible for obtaining the license plates.
9. The Contractor shall be responsible to provide the following information within two (2) days of the City’s request for Service and Repair Facility information:
a) Name of Company b) Address c) City, State, Zip Code d) Contact Name e) Phone f) Facsimile g) Email Address
Appendix A – Scope of Work 9
G. MANUFACTURER’S CERTIFICATION AND CERTIFICATION TO INSTALL
If further proof is needed by the City to verify the Offeror 's claims that the Offeror is an authorized distributor or manufacturer’s representative , certified to install equipment, the Offeror shall furnish such documentation from the manufacturer, certifying in detail that the Offeror is in compliance with the bid requirements. In the event more information is needed, the Offeror may be required to provide additional detailed proof within the time frame specified by the authorized City personnel, at no additional cost. Failure to provide the documentation to the satisfaction of the City representatives may be sufficient cause for the rejection of the bid.
Appendix A – Scope of Work 10
APPENDIX B – TERM/SCHEDULE OF WORK:
A. The Contractor shall furnish and deliver the vehicles within 180 calendar days from the City’s Notice to Proceed (NTP). The Contractor’s price shall include all applicable taxes, shipping, handling and freight to Final Destination listed below:
Honolulu Fire Department Maintenance Facility 93-145 Waipahu Depot Street Honolulu, Hawaii 96797 Attention: Dean Demello 808-723-7301
Deliveries will be accepted at this location, during normal business hours of 7:30 am to 3:00 pm, Mondays — Fridays, excluding CITY holidays.
B. The Contractor shall coordinate delivery arrangements and provide advance notice of delivery to HFD contact. All costs and arrangements to provide local personnel and equipment to deliver and unload the items shall be the responsibility of the Contractor.
C. The Contractor shall be responsible for the delivery, as directed by the OIC or an authorized representative of the OIC, at no additional cost to the City.
D. The Offeror shall be responsible for providing the vehicle, fully assembled and completed as specified, as directed by the OIC and pursuant to the terms of the solicitation, Special Provisions and Specifications herein.
E. A complete copy of the manufacturer’s standard warranty for the vehicle shall be furnished as part of the delivery.
F. Contractor is to notify OIC of any delays and backorders as soon as contractor is aware of the delay and backorder.
Appendix B – Term/Schedule of Work 1
APPENDIX C – PRICING/CERTIFICATIONS:
The following price schedule shall be inclusive of all applicable taxes and FOB shipping fees.
PRICING SHALL BE SUBMITTED ONLINE (VSS)
OFFERORS MAY CONTACT THE VSS HELP DESK FOR ASSISTANCE
PHONE NO.: 808-768-5535 EMAIL ADDRESS: [email protected]
All prices shall be based on strict compliance with the City’s requirements.
Lot - Description: Line: 3/4-ton Pickup Trucks with emergency lights, siren & radios as specified. 1 - 1 Qty: 3 Unit: EA Unit Price: Enter in VSS
Appendix C – Pricing/Certifications 1
APPENDIX D – SPECIAL PROVISIONS:
1. Certificate of Acceptance of Requirements
By submitting an online response, the Offeror acknowledges the following:
The Offeror has read this solicitation document including any addenda, in its entirety;
The Offeror understands and agrees to furnish, deliver, and perform the requirements of the solicitation in strict compliance with the solicitation document as amended, including any specifications, plans, and scope of work descriptions, without any exceptions, if awarded a contract;
The Offeror understands and agrees that no substitution or alternate brands may be furnished without the written approval of the City;
The Offeror understands that the Contractor shall resolve any noncompliance with the requirements of the awarded contract at the Contractor’s own expense;
The Offeror will make all modifications or customizations to the brand and model being offered as necessary to meet all specifications, at no additional cost. Offeror guarantees that all modifications or customizations done to meet specifications shall not affect the quality or operation of the product; and
The Offeror understands that FAILURE TO MEET CONTRACT REQUIREMENTS WILL CONSTITUTE A BREACH OF CONTRACT THAT MAY RESULT IN SUSPENSION OR DEBARMENT, AND THE EXERCISE OF RIGHTS AND REMEDIES AS PROVIDED BY LAW. Contract requirements include any specifications, plans, and scope of work descriptions;
The person submitting the offer is an authorized representative of the Offeror and can legally obligate the Offeror thereto.
2. Exhibit L. Report of Equipment Purchased with Consultant or Construction Contracts
The City will not require the use of Exhibit L: Report of Equipment Purchased with Consultant or Construction Contracts form. As a result, the following sections of the GTC shall be modified:
A. Delete GTC 4.5 Payments, section (a) in its entirety and replace it with the following:
‘’(a) Payments will be authorized by the Director after completion of performance or delivery and acceptance by the Director of all materials, goods, and services stipulated in the contract or Purchase Order and after the invoices, in triplicate, are received by the using agency, Attention: Fiscal Officer. The invoices must list the following information: contract and confirmation purchase order numbers (if any), item numbers, description of items, quantities, unit prices, and extended totals. Payments will be computed in accordance with any applicable unit prices bid. Payments will be made as soon thereafter as the regular course of business will allow; provided, however, that payments shall be made no later than thirty (30)
Appendix E – General Terms and Conditions 1
calendar days following receipt of the statement for goods received and services completed.’’
B. Delete GTC 5.4.6 Payment for Delivered Materials or Equipment in its entirety and replace it with the following
‘’ (a) No payment for any material or equipment that is affixed, movable or removable, delivered to the site of the work under the contract will be made until said material or equipment is incorporated into the parts of the project required to be constructed under the contract. Payment for the delivered material or equipment shall be included in the monthly progress payment under the appropriate cost item. (b) Specialized or Special Ordered Materials, Equipment. The Officer-in-Charge may, to the extent provided for in the contract, include in the monthly estimate for progress payment the delivered cost of specialized materials, special ordered materials or equipment usable only for the contract. Such inclusion in the monthly estimate will be allowed only if all costs are substantiated by evidence of delivery and payment, and only for such materials or equipment as are specifically described or referred to in the contract as being the subject matter for such inclusion in the monthly estimate for progress payment. Payment to the Contractor shall not terminate the Contractor's responsibility or ownership of such materials or equipment until incorporated in place and accepted by the Officer-in-Charge. The Contractor shall be responsible for the safekeeping of such specialized materials or equipment until incorporated into the work and accepted by the Officer-in-Charge. The amount included for payment under this subsection shall be subject to the retention requirement.’’
C. Delete GTC 5.4.7 Final Payment, section (a)(1) and section (a)(2) in its entirety.
D. Delete GTC Exhibit L Report of Equipment Purchased with Construction Contracts in its entirety.
3. Purchase Option.
The City reserves the right to exercise the purchase option listed in Appendix C: Pricing/Certifications under the following conditions:
A. The City must exercise the purchase option within one hundred eighty (180) calendar days after the execution date of the Contract.
B. The purchase option's quantity shall not exceed the quantities listed in Appendix C.
C. The purchase option shall be under the same terms and conditions and at the unit price in Appendix C.
D. The purchase option shall be solely at the City’s option.
Appendix E – General Terms and Conditions 2
4. Federal Requirements.
A. Grant Funded:
Grant funds shall be utilized for this procurement. The amount of grant funds shall be paid out of the applicable Federal funds when such Federal funds shall be received from the Federal Government.
B. Grant Funds Payment Terms (180 Calendar Days)
Grant funds shall be utilized for this procurement and the City reserves the right to have payment terms of between a minimum ninety (90) calendar days to a maximum one hundred eighty (180) calendar days from the final acceptance of the deliverables and receipt of the invoice for such grant-funded deliverables.
C. Access to Records, Accounts, Documents, Information, Facilities and Staff.
1. The Contractor shall cooperate with any compliance review or complaint investigation conducted by the Department of Homeland Security (DHS). 2. The Contractor shall give DHS access to and the right to examine and copy records, accounts and other documents and sources of information related to the contract. The Contractor shall permit access to facilities, personnel and other individuals and information as may be necessary, as required by DHS regulations and other applicable laws or program guidance.
D. Clean Air Act.
The Contractor shall comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the City. The City shall then report the violations to DHS and the Regional Office of the Environmental Protection Agency (EPA).
5. Invoicing
The Contractor shall provide the following vehicle information on its invoice:
A. Vehicle Serial Number B. Solicitation & Item Number C. Contract Number
6. Insurance (Not Required).
Section 2.26, Insurance, of the General Conditions shall be deleted in its entirety.
Appendix E – General Terms and Conditions 3
7. Contractor Performance Records.
The City shall maintain records pertaining to the Contractor’s performance on contracts with the City. The Contractor shall be required to participate in performance assessment activities in accordance with a performance assessment plan that shall be prescribed by the City during the performance of the Contract. Contractor performance records may be used to determine a contractor’s responsibility, qualifications, and eligibility for the award of future contracts with the City.
APPENDIX E – GENERAL TERMS AND CONDITIONS
The General Terms and Conditions (GTC) for the City and County of Honolulu dated 2/1/15 shall apply. If not physically attached, it shall be incorporated by reference herein and referred to as the “General Conditions”. Copies may be obtained online at www.honolulu.gov/pur ; click on the link titled: “Instructions, Terms & Conditions”.
Appendix E – General Terms and Conditions 4