6 Ea. Large or Mid-Size Sedans

RFB #22-0055 Sedgwick County....Working for You 1 REQUEST FOR BID RFB #22-0055 6 EA. LARGE OR MID-SIZE INTERMEDIATE 4-DOOR SEDANS June 15, 2022 Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking bids for six (6) each Large or Mid-Size Intermediate 4-Door Sedans. If your firm is interested in submitting a response, please do so in accordance with the instructions contained within the attached Request for Bid Responses are due no later than 1:45 pm CDT, Tuesday, June 28, 2022. All contact concerning this solicitation shall be made through the Purchasing Department. Bidders shall not contact county employees, department heads, using agencies, evaluation committee members or elected officials with questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Bidder’s response. Sincerely, Britt Rosencutter Purchasing

Agent BR/lj SEDGWICK COUNTY, KANSAS DIVISION OF FINANCE Purchasing Department 100 N. Broadway, Suite 610 ~ Wichita, KS 67202 Phone: 316 660-7255 Fax: 316 660-1839 https://www.sedgwickcounty.org/finance/purchasing/ requests-for-bid-and-proposal/ https://www.sedgwickcounty.org/finance/purchasing/requests-for-bid-and-proposal/ https://www.sedgwickcounty.org/finance/purchasing/requests-for-bid-and-proposal/ RFB #22-0055 Sedgwick County....Working for You 2 Table of Contents I. Purpose II. Submittals III. Scope of Work IV. Sedgwick County’s Responsibilities V. Bid Terms A. Questions and Contact Information B. Minimum Firm Qualifications C. Evaluation Criteria D. Request for Bid Timeline E. Contract Period and Payment Terms F. Insurance Requirements G. Indemnification H. Confidential Matters and Data Ownership I. Bid Conditions VI. Required Response Content VII. Response Form VIII. Response Form 2 RFB #22-0055 Sedgwick County....Working for You 3 I. Purpose Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the second highest per capita wealth among Kansas’ counties. Organizationally, the County is a Commission/Manager entity, employs nearly 2,800 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works, criminal justice, recreation, entertainment, cultural, human/social, and education. Sedgwick County is seeking bids for six (6) each Large or Mid-Size Intermediate 4-Door Sedans, in accordance with the specifications outlined, for Sedgwick County Sheriff’s Office. II. Submittals Carefully review this Request for Bid. It provides specific technical information necessary to aid participating firms in formulating a thorough response. S Should you elect to participate, submit via email to purchasing@sedgwick.gov. Britt Rosencutter Sedgwick County Purchasing Department 100 N. Broadway, Suite 610 Wichita, KS 67202 SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, June 28, 2022. Late or incomplete responses will not be accepted and will not receive consideration for final award. Vendor is responsible for verifying that their proposal has been received by Sedgwick County Purchasing Department. Bid responses will be acknowledged and read into record at Bid Opening, which will occur at 2:00 pm CDT, on the due date. We will continue to have Bid Openings for the items listed currently. If you would like to listen in as these bids are read into the record, please dial our Meet Me line @ (316) 660-7271 at 2:00 pm. III. Scope of Work MINIMUM MANDATORY REQUIREMENTS AND SPECIFICATIONS A. The following specifications are for the procurement of six (6) each Large or Mid-Size Intermediate 4-Door Sedans for Fleet Management to be used by the Sheriff’s Office and the District Attorney. B. Manufacturer’s standard equipment presumed to be included unless otherwise specified. C. All items bid are to be factory installed unless authorized by Sedgwick County Fleet Management. D. After award and prior to delivery, an appointment must be made to deliver vehicle to Fleet Management, 1021 Stillwell Wichita, Kansas. Please contact Beau Bergeron at 316-660-7477. E. Fleet Management will not accept ownership until vehicles have been inspected for compliance with specifications below and Manufacturer’s Statement of Origin (MSO) has been delivered. F. Maintenance manuals to be invoiced separately. G. Provide all warranty information. H. Pricing must be quoted as a delivered price. I. Equipment shall meet or exceed the following descriptions. Any additions, deletions, or variations from the following descriptions must be noted. mailto:purchasing@sedgwick.gov RFB #22-0055 Sedgwick County....Working for You 4 SPECIFICATIONS MEETS SPECIFICATION 6 ea. Large or Mid-Size Intermediate 4-Door Sedans Yes No 1. Engine 2.0 Liter (minimum) 2. Wheelbase 106.00 inches (minimum) 3. Doors Four (4) door sedans, power locks 4. Transmission Automatic with overdrive 5. Seats Cloth or Vinyl, five (5) passenger seating 6. Exterior Color Will determine at time of ordering 7. Radio AM/FM (CD if standard) 8. Glass Tinted, power windows 9. Tires Factory All Season standard radials, with full size spare 10. Fuel Tank 13 gal (minimum) 11. Brakes 4-wheel disc w/ABS 12. Steering Power steering, tilt and cruise control 13. Heating Heater with rear window defroster 14. Air Conditioning Factory installed 15. Manuals One complete maintenance set, CD Rom if available 16. Keys Three (3) sets. Keyless entry remote IV. Sedgwick County’s Responsibilities • Provide information, as legally allowed, in possession of the county, which relates to the county’s requirements or which is relevant to this project. • Designate a person to act as the County Contract Manager with respect to the work to be performed under this contract. • County reserves the right to make inspections at various points of the project. Contractor agrees to openly participate in said inspections and provide information to the county on the progress, expected completion date and any unforeseen or unexpected complications in the project. V. Bid Terms A. Questions and Contact Information Any questions regarding this document must be submitted in writing to Britt Rosencutter at britt.rosencutter@sedgwick.gov by 5:00 pm CDT, June 20, 2022. Any questions of a substantive nature will be answered in written form as an addendum and posted on the purchasing website at https://www.sedgwickcounty.org/finance/purchasing/requests-for-bid-and-proposal/ under the Documents column associated with this bid number by 5:00 pm CDT, June 23, 2022. Firms are responsible for checking the website and acknowledging any addenda on their bid response form. B. Minimum Firm Qualifications This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s) and/or product(s) specified in this Request for Bid. Firms must meet or exceed these qualifications to be considered for award. Bids submitted must reflect in detail their inclusion as well as the degree to which they can be provided. Any exceptions to the requirements listed should be clearly detailed in proposer’s response. Bidders shall: 1. Have proper certification(s) or license(s) for the services/product specified in this document. 2. Ensure that project work meets all local, state and federal laws, regulations and ordinances. 3. Have the capacity to acquire all required permits, bonds, escrows or insurances. 4. Provide appropriate project supervision and quality control procedures. 5. Have appropriate material, equipment and labor to perform job safely and efficiently. All costs associated with meeting this requirement will be the sole responsibility of the vendor. mailto:britt.rosencutter@sedgwick.gov https://www.sedgwickcounty.org/finance/purchasing/requests-for-bid-and-proposal/ RFB #22-0055 Sedgwick County....Working for You 5 C. Evaluation Criteria An award will be made to the lowest responsible and responsive bidder. D. Request for Bid Timeline The following dates are provided for information purposes and are subject to change without notice. Contact the Purchasing Department at (316) 660-7255 to confirm any and all dates. Distribution of Request for Bid to interested parties Wednesday, June 15, 2022 Clarification, Information and Questions submitted in writing by 5:00 pm CDT Monday, June 20, 2022 Addendum Issued by 5:00 pm CDT Thursday, June 23, 2022 Sealed Bid due before 1:45 pm CDT Tuesday, June 28, 2022 Board of Bids and Contracts Recommendation Thursday, July 7, 2022 Board of County Commission Award Wednesday, July 13, 2022 E. Contract Period and Payment Terms A contractual period will begin following Board of County Commissioners (BoCC) approval of the successful firm(s) for these vehicles. County may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations hereunder, either party reserves the right to terminate this agreement upon thirty (30) days prior written notice to the other. Payment will be remitted following receipt of monthly detailed invoice. Payment and Invoice Provisions https://www.sedgwickcounty.org/media/39239/payment_and_invoice_provisions.pdf F. Insurance Requirements Liability insurance coverage indicated below must be considered as primary and not as excess insurance. If required, Contractor’s professional liability/errors and omissions insurance shall (i) have a policy retroactive date prior to the date any professional services are provided for this project, and (ii) be maintained for a minimum of three (3) years past completion of the project. Contractor shall furnish a certificate evidencing such coverage, with County listed as an additional insured including both ongoing and completed operations, except for professional liability, workers’ compensation and employer’s liability. Certificate shall be provided prior to award of contract. Certificate shall remain in force during the duration of the project/services and will not be canceled, reduced, modified, limited, or restricted until thirty (30) days after county receives written notice of such change. All insurance must be with an insurance company with a minimum BEST rating of A-VIII and licensed to do business in the State of Kansas (must be acknowledged on the bid/proposal response form). NOTE: If any insurance is subject to a deductible or self-insured retention, written disclosure must be included in your proposal response and also be noted on the certificate of insurance. It is the responsibility of Contractor to require that any and all approved subcontractors meet the minimum insurance requirements. https://www.sedgwickcounty.org/media/39239/payment_and_invoice_provisions.pdf RFB #22-0055 Sedgwick County....Working for You 6 Workers’ Compensation: Applicable coverage per State Statutes Employer’s Liability Insurance: $500,000.00 Commercial General Liability Insurance (on form CG 00 01 04 13 or its equivalent): Each Occurrence $1,000,000.00 General Aggregate, per project $2,000,000.00 Personal Injury $1,000,000.00 Products and Completed Operations Aggregate $2,000,000.00 Automobile Liability: Combined single limit $500,000.00 Umbrella Liability: Following form for both the general liability and automobile ____ Required / __X__ Not Required Each Claim Aggregate $1,000,000.00 $1,000,000.00 Professional Liability/ Errors & Omissions Insurance: ____ Required / __X__ Not Required Each Claim Aggregate $1,000,000.00 $1,000,000.00 Pollution Liability Insurance: ____ Required / __X__ Not Required Each Claim Aggregate $1,000,000.00 $1,000,000.00 Special Risks or Circumstances: Entity reserves the right to modify, by written contract, these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. G. Indemnification To the fullest extent of the law, the provider, its subcontractor, agents, servants, officers or employees shall indemnify and hold harmless Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, from any and all claims brought by any person or entity whatsoever, arising from any act, error, or omission of the provider during the provider’s performance of the agreement or any other agreements of the provider entered into by reason thereof. The provider shall indemnify and defend Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, with respect to any claim arising, or alleged to have arisen from negligence, and/or willful, wanton or reckless acts or omissions of the provider, its subcontractor, agents, servants, officers, or employees and any and all losses or liabilities resulting from any such claims, including, but not limited to, damage awards, costs and reasonable attorney’s fees. This indemnification shall not be affected by any other portions of the agreement relating to insurance requirements. The provider agrees that it will procure and keep in force at all times at its own expense insurance in accordance with these specifications. RFB #22-0055 Sedgwick County....Working for You 7 H. Confidential Matters and Data Ownership The successful bidder agrees all data, records and information, which the bidder, its agents and employees, which is the subject of this bid, obtain access, remains at all times exclusively the property of Sedgwick County. The successful proposer agrees all such data, records, plans and information constitutes at all times proprietary information of Sedgwick County. The successful bidder agrees that it will not disclose, provide, or make available any of such proprietary information in any form to any person or entity. In addition, the successful proposer agrees it will not use any names or addresses contained in such data, records, plans and information for the purpose of selling or offering for sale any property or service to any person or entity who resides at any address in such data. In addition, the successful proposer agrees it will not sell, give or otherwise make available to any person or entity any names or addresses contained in or derived from such data, records and information for the purpose of allowing such person to sell or offer for sale any property or service to any person or entity named in such data. Successful bidder agrees it will take all reasonable steps and the same protective precautions to protect Sedgwick County's proprietary information from disclosure to third parties as with successful proposer's own proprietary and confidential information. Proposer agrees that all data, regardless of form that is generated as a result of this Request for Bid is the property of Sedgwick County. I. Bid Conditions https://www.sedgwickcounty.org/media/31339/bid-terms-conditions.pdf General Contract Provisions http://www.sedgwickcounty.org/purchasing/pdf_files/General%20Contractual%20Provisions.pdf Mandatory Contract Provisions https://www.sedgwickcounty.org/media/31336/mandatory-contractual-provisions.pdf Independent Contractor https://www.sedgwickcounty.org/media/54780/independent-contractor-addendum.pdf Sample Contract https://www.sedgwickcounty.org/media/39236/sample-contract.pdf Federal Certifications Addendum Sedgwick County https://www.sedgwickcounty.org/media/59719/federal-certifications-addendum-updated-for-changes-to-ug-11-12-2020- no-signature-line.pdf Suspension and Debarment https://www.sedgwickcounty.org/finance/purchasing/suspension-and-debarment/ VI. Required Response Content Bid response should include the following: 1. Any exclusions clearly delineated. 2. Completed and signed Bid Response Form. 3. Proof of insurance 4. Those responses that do not include all required forms/items may be deemed non-responsive. https://www.sedgwickcounty.org/media/31339/bid-terms-conditions.pdf https://www.sedgwickcounty.org/media/31337/general-contractual-provisions.pdf https://www.sedgwickcounty.org/media/31337/general-contractual-provisions.pdf https://www.sedgwickcounty.org/media/31336/mandatory-contractual-provisions.pdf https://www.sedgwickcounty.org/media/31336/mandatory-contractual-provisions.pdf https://www.sedgwickcounty.org/media/54780/independent-contractor-addendum.pdf https://www.sedgwickcounty.org/media/39236/sample-contract.pdf https://www.sedgwickcounty.org/media/59719/federal-certifications-addendum-updated-for-changes-to-ug-11-12-2020-no-signature-line.pdf https://www.sedgwickcounty.org/media/59719/federal-certifications-addendum-updated-for-changes-to-ug-11-12-2020-no-signature-line.pdf https://www.sedgwickcounty.org/finance/purchasing/suspension-and-debarment/ RFB #22-0055 Sedgwick County....Working for You 8 VII. Response Form REQUEST FOR BID RFB #22-0055 6 EA. LARGE OR MID-SIZE INTERMEDIATE 4-DOOR SEDANS The undersigned, on behalf of the Bidder, certifies that: (1) this offer is made without previous understanding, agreement or connection with any person, firm, or corporation submitting a bid on the same project; (2) is in all respects fair and without collusion or fraud; (3) the person whose signature appears below is legally empowered to bind the firm in whose name the bidder is entered; (4) they have read the complete Request for Bid and understands all provisions; (5) if accepted by the County, this bid is guaranteed as written and amended and will be implemented as stated; and (6) mistakes in writing of the submitted bid will be their responsibility. NAME _________________________________________________________________________________________________ DBA/SAME_____________________________________________________________________________________________ CONTACT _____________________________________________________________________________________________ ADDRESS ____ CITY/STATE _________________ZIP ________________ PHONE FAX HOURS_______________________ STATE OF INCORPORATION or ORGANIZATION ________________________________________________________ COMPANY WEBSITE ADDRESS ____ E-MAIL ___________________________________ NUMBER OF LOCATIONS ________________ NUMBER OF PERSONS EMPLOYED__________________ TYPE OF ORGANIZATION: Public Corporation ________ Private Corporation________ Sole Proprietorship _______ Partnership_______ Other (Describe): ______________________________________________________________________ BUSINESS MODEL: Small Business _____ Manufacturer _____ Distributor ______ Retail ________ Dealer _____ Other (Describe): __________________________________________________________________________ Not a Minority-Owned Business: ____ Minority-Owned Business: ____ (Specify Below) ___ African American (05) ___ Asian Pacific (10) ___ Subcontinent Asian (15) ___ Hispanic (20) ___ Native American (25) ___Other (30) (Please specify____________________________________________________) Not a Woman-Owned Business: ____ Woman-Owned Business: ____ (Specify Below) ___ Not Minority -Woman Owned (50) ___ African American-Woman Owned (55) ___ Asian Pacific-Woman Owned (60) ___Subcontinent Asian-Woman Owned (65) ___Hispanic Woman Owned (70) ___ Native American-Woman Owned (75) ___Other (Woman Owned) (80) Please specify_____________________________ ARE YOU REGISTERED TO DO BUSINESS IN THE STATE OF KS: ______Yes ______No DUNS NUMBER:_________________________ SAM NUMBER:_________________________ INSURANCE REGISTERED IN THE STATE OF KS WITH MINIMUM BEST RATING OF A-VIII: ______Yes ______No □ Yes, I would like to be on the emergency vendor list. □ No, I would not like to be on the emergency vendor list. After Hours Phone #:____________ Emergency Contact Name:_______________________ After Hours Fax #:_____________ ACKNOWLEDGE RECEIPT OF ADDENDA: All addendum(s) are posted to our RFB/RFP web page and it is the vendor’s responsibility to check and confirm all addendum(s) related to this document. NO.______, DATED __________; NO.______, DATED___________; NO.______, DATED____________ In submitting a response to this document, vendor acknowledges acceptance of all sections of the entire document and has clearly delineated and detailed any exceptions. Signature____________________________________________ Title_____________________________________ Print Name___________________________________________ Dated ___________________________________ RFB #22-0055 Sedgwick County....Working for You 9 VIII. Response Form 2 Description Qty. Unit Cost Extended Cost Large or Mid-Size Intermediate 4- Door Sedans 6 Ea. Total Make & Model: Order Cutoff Date Delivery Date