Ford (or Equivalent) Police Interceptor Pursuit Utility SUV

Page | 1 City of Evansville – Evansville Police Department INVITATION FOR BID Ford (or Equivalent) Police Interceptor Police Pursuit Utility SUV Approximately 10 Vehicles IFB-03-009-2022 NOTICE TO VENDORS The Board of Public Safety on behalf of the Evansville Police Department is accepting sealed quotes for The quotes will be publicly opened and read aloud at 1:00 p.m. CDT on Wednesday, December 7th at the regularly scheduled meeting of the Board of Public Safety (hereto after referred to as “Owner”), Room 301, Civic Center Complex, 1 N.W. Martin Luther King, Jr. Boulevard, Evansville, Indiana 47708. Vendors may take quotes directly to the meeting but must hand deliver the quotes to the Board Secretary prior to the commencement of the meeting at 1:00 p.m. CST. Any quote delivered before 12:45 p.m. CDT on Wednesday, December 7th, 2022 must be delivered to the Purchasing Department Office, Room 323, Civic Center Complex, 1 N.W. Martin Luther King, Jr. Boulevard, Evansville, Indiana

47708. Mark outside of envelope containing quotes with the following: (Vendor Name) Ford (or equivalent) Police Interceptor Pursuit Utility SUV IFB-03-009-2022 Opening Wednesday, December 7th, 2022 Page | 2 Minimum specifications for vehicles are detailed beginning on page 7 of this document. QUOTATIONS All prices shall be Free on Board (FOB), Evansville Police Department, 15 NW Martin Luther King Jr. Blvd., Evansville IN 47708 1. The Vendor shall state any discounts to apply. Discounts must be shown for individual items unless all items have the same percentage of discounts. 2. Firm quotes are required unless specifically designated otherwise. Any quote which is subject to an open or unlimited escalator clause may be rejected. 3. The Owner reserves the right to award on a line item basis or lump sum basis whichever is in the best interest of the Owner. 4. Quotes shall be awarded to the lowest responsive and responsible Vendor taking into consideration reliability, productivity, and cost of maintenance, quality, performance and time of delivery. RIGHT OF REJECTION The Owner reserves the right to reject any one or all quotes, or any part of any quote, to waive any informality in any quote, and to award the purchase in the best interest of the Owner. Furthermore, the Owner reserves the right to hold the bid of the 3 (three) lowest bidders for a period of 90 (ninety) calendar days from and after the time of the opening of the quotes. AWARD It is the intent of the Owner to award the purchase of a total of up to 10 Ford (or equivalent) Police Interceptors Police Pursuit Utility SUV. The Owner reserves the right to choose any type of vehicle and any combination of equipment on the vehicle so as to provide the Owner with most useful vehicle for the most reasonable price. PUBLIC QUOTES OPENING PROCEDURES 1. The purpose of a public opening is for a reading of quotes received. Under normal circumstances, no award will be made or implied at this time, unless otherwise indicated. 2. Only the following information will be given: a. Vendor name b. Line item price (these are Lines 1, 2, 3, and 4 from the Tabulation Page starting on pages 12 and 14 of this document). Page | 3 3. Quotes or related documents may not be reviewed at the bid opening. No discussion of any nature concerning brand names, deliveries, samples, etc., can be entered into between any Owner personnel and any Vendor personnel during or after the bid opening until the evaluation of quotes has been completed and a recommendation for award has been made. 4. A copy of the bid tabulation will be available to review in the City/County Purchasing Department, Room 323, Civic Center Complex 1 NW M. L. King Jr. Blvd between the hours of 8:00 a.m. and 3:00 p.m. upon completion of the recommended award. 5. Vendors who wish to review or request copies of quotes may do so by contacting the Purchasing Department @ 812-436-4917 or at the above address and time. A fee may be charged for paper copies. MANUFACTURER DATA Each vendor shall submit the following data on the vehicle included in the attached proposal form. 1. Manufacturer, Model and Supplier. 2. A statement that the proposed vehicle conforms to the specifications or a statement indicating any exceptions to the specifications. 3. Vendor must include the nearest factory authorized parts and service facility. A local service facility is preferred. Any Vendor whose vehicle’s repair facilities are located more than 3 (three) miles from the corporate limits of the City of Evansville may be required, during the life of the warranty, to pick up and deliver the vehicle requiring service at no additional cost to the Owner. The address and business name of the service facility must be specified. 4. Vendor must submit with their quote manufacturer specifications on the proposed materials. The manufacturer specifications/brochures must identify the items quoted and other required data as outlined herein. MODIFICATION AND WITHDRAWAL OF BIDS Quotes may be modified or withdrawn by an appropriate document duly executed (in the manner that a quote must be executed) and delivered to the place where quotes are to be submitted at any time prior to the opening of quotes. If, within 24 (twenty-four) hours after quotes are opened, any Vendor files a duly signed, written notice with Owner and promptly thereafter demonstrates to the reasonable satisfaction of Owner that there was a material and substantial mistake in the preparation of its quote, that Vendor may withdraw its quote. Thereafter, that Vendor will be disqualified and ineligible to provide any additional quotes for the project. SPECIFICATIONS The Vendor is responsible for coordinating the purchase of all accessories or additional equipment as well as the installation of said equipment so as to deliver a finished product to the Owner within the Page | 4 time allowed. The Vendor shall be ultimately responsible for the final appearance of all mounted accessories and equipment to the satisfaction of the Owner. 1. The specifications of the various vehicle types, equipment and accessories are compatible to the best knowledge of the Owner. The Vendor is responsible for ensuring the accuracy of the information listed within the specifications prior to submitting a quote. Inaccurate make, models, or part numbers within the specifications will not be reason for changes to the dollar amounts once quotes are received and accepted. The Vendor must confirm compatibility of all equipment and accessories prior to submitting a quote. 2. Any party responding to a bid, request for proposal, or quote for any contract with the Owner or City of Evansville shall be required to disclose any current adversarial litigation, contract dispute, or other adversarial proceeding against the Owner or City of Evansville or any of its departments or agencies. INQUIRES Any questions concerning the purchase of the vehicles should be directed to Kelly Yarde at ksyarde@evansvillepolice.com or contact at 812-568-9385. Any questions concerning the bid package contact Lora Bennett, Director of Purchasing at 812-436- 4917 or lkbennett@evansville.in.gov. VEHICLE DELIVERY All vehicles shall be delivered to the Owner as a finished product complete with all equipment and accessories no later than sixty (60) days from notice of award or a proposed and approved delivery date. No trade-ins will be surrendered by the Owner until new vehicles have been delivered. CONFLICT OF INTEREST DISCLOSURE The Conflict of Interest Disclosure Statement included herein is a condition of the quote. This form shall be filled out by the Vendor even if no conflicts exist and returned with quote. LAWS In regards to contract performance, Vendors shall comply with all applicable federal, state, and local laws, ordinances and regulations. in order to be accepted as a valid quote, the following items MUST be included with your quote, along with any other information requested in the specifications. These items should be presented in the same order that they appear on this list. mailto:ksyarde@evansvillepolice.com mailto:lkbennett@evansville.in.gov Page | 5 VENDOR CHECK LIST: 1. Quote Tabulation Page 2. Quote Proposal Form 3. Minimum Specification Chart 4. Bid Offer Proposal Form 5. EEO Statement 6. Conflict of Interest Form 7. Manufacturer Sales Brochure 8. Warranty information QUOTE TABULATION PAGE Page | 6 I. SCOPE: These specifications are intended to cover the furnishing, delivery of the described vehicle and quantity listed. Complete units shall consist of all items necessary to provide operation of same. The fact that every item constituting the construction of a complete unit is not specifically mentioned nor described will be interpreted to mean that the vendor shall install items that conform to the best known engineering standards of the trade, relative to design, strength, quality and workmanship. Furthermore, each unit delivered is to be fully equipped with all the manufacturer’s standard equipment and accessories. This equipment must meet the latest federal safety regulations. Vendors are required to submit a list of all standard features/equipment of the vehicle quoted. Any reference made to any manufacturer or brand name is not to be construed as a limiting factor in the quote, but is meant to show the minimum scope and quality of the product to be quoted. II. TRADE-INS No Trade In III. SUBSTITUTE “OR APPROVED EQUAL” ITEMS All items marked within the specifications that state “or approved equal” will allow the Owner, at its sole discretion, to determine whether the submitted item is acceptable as a substitution of the stated item. The Owner may include various pieces of literature describing equipment listed in the bid specifications. This literature is not intended in any way to be biased or promotional towards any specific brand or vendor; it is included as reference only so it may be used for describing the type of equipment the Owner wishes to purchase. IV. ACCEPTABLE VEHICLES FOR THIS QUOTE It is the policy of the City to accept any vehicle that meets the minimum specifications and warranty requirements shown below in paragraphs V and VI. This could mean that if a dealer has a vehicle that meets our specifications and this vehicle is not new or current year model that they may submit this vehicle for consideration. All vehicle information shall be provided to the Board at the time of submittal. This shall include a complete vehicle history report on any proposed used vehicle. No vehicle that has any flood damage or previously considered “totaled” or “salvaged” will be considered. QUOTE TABULATION PAGE Page | 7 V. MINIMUM SPECIFICATIONS – Police Interceptors Police Pursuit Utility SUV POLICE INTERCEPTOR POLICE PURSUIT UTILITY SUV Please check all that apply 6 CYLINDER, 4 DOORS, ALL WHEEL DRIVE UTILITY BACK UP CAMERA FRONT BUCKET SEATS REAR VINYL SEATS AND VINYL FLOORING FORD CODE 43D (OR EQUIVALENT) DOME LIGHT OFF WHEN DOOR OPENS FORD CODE 51R (OR EQUIVALENT) DRIVER SIDE LED SPOT LIGHT FORD CODE 549 (OR EQUIVALENT) POWER MIRRORS WITH SPOTTER VIEW, HEATED FORD CODE 153,(OR EQIVALENT ) FRONT LICENSE PLATE BRACKET FORD CODE 68G (OR EQUIVALENT) - PREFERRED, NOT NECCSARY - REAL DOOR HANDLES, LOCKS INOPERABLE EXTERIOR COLOR - SOLID COLOR - BLACK OR WHITE KEYS OR KEY FOBS QTY OF 4 VI. WARRANTY All warranties shall begin from the day of vehicle delivery. Bumper to Bumper 3 year / 36,000 miles Powertrain 5 year/ 60,000 miles Roadside Assist 5 year/ 60,000 miles Corrosion (Perforation only) 5 year/ unlimited miles VII. POINT OF DELIVERY Evansville Police Department 15 NW Martin Luther King Jr. Blvd. Evansville, IN 47708 VIII. ADDITIONAL INFORMATION 1. All manufacturer service, repair and maintenance manuals are to be provided at time of delivery for model quote. QUOTE TABULATION PAGE Page | 8 2. Winning Vendor is to provide complete operational installation as per the manufacturer’s specifications • Upon completion of installation, vendor is to provide all necessary employees training on the proper operation and maintenance of the unit at no additional charge. DATE: October 4, 2022 The Board of Public Safety and the Evansville Police Department invites your quote for the following item: Ford (or equivalent) Police Interceptor Police Pursuit Utility SUV IFB-03-009-2022 The bids will be publicly opened and read aloud at 1:00 p.m. CDT on Wednesday, December 7th, 2022 at the Board of Public Safety meeting in Room 301, Civic Center Complex, 1 N.W. Martin Luther King, Jr. Boulevard, Evansville, Indiana 47708. Bids received after this time will not be considered for award. Bids submitted prior to the scheduled bid opening shall be submitted to the Purchasing Department Office, Room 323, Civic Center Complex, 1 NW Martin Luther King Jr. Boulevard, Evansville, Indiana 47708. Bids submitted to the Purchasing Department office shall be submitted prior 12:45 p.m. CDT on Wednesday _____________, 2022. Any bid brought directly to the Board meeting shall be given to the Board secretary by 1:00 p.m. QUOTE TABULATION PAGE Page | 9 IFB-03-009-2022 Ford (or Equivalent) Police Pursuit SUVs The undersigned proposes to furnish and deliver, in accordance with the requirements of the Instructions to Vendors and the Specifications October 4, 2022 , prepared by City of Evansville-Vanderburgh County Purchasing Department for the City of Evansville Police Department , the following Quote for one (5) SUV or CUV or Sedans as per the specifications and description. Please be advised that any alterations, changes in quote format, etc. will make it difficult to evaluate quotes and may lead to confusion. All items should be quoted in the units, quantities, and units of measurements specified. Do not submit alternate quotes unless requested. The Board shall reserve the right to reject any or all quotes or any part thereof. a. All manufacturer service, repair and maintenance manuals are to be provided at time of delivery for model quote. b. Winning bidder is to provide complete operational installation as per the manufacturer’s specification c. Must be able to make LOCAL SERVICE AND WARRANTY REPAIRS. d. Quote must include delivery date in days after notice of award. e. Any/All proposed alterations of factory installed components are to be submitted in writing. Proposed alterations must be approved in writing by the Board prior to the start of alterations. Any unauthorized alterations are subject to rejection of the entire equipment ********************************************************************************************** QUOTATIONS 1. All prices F.O.B. Evansville, Indiana. Yes No 2. Location of Service and warranty repairs (local location is preferred.) DELIVERY Vendors are requested to quote only vehicles available for delivery within 60 days, or proposed and approved date, of award. Guaranteed Delivery in ____________________days after award notification. INDEMNIFICATION Vendor will indemnify and hold harmless the Board/City of Evansville in accordance with the provisions contained herein? Yes No WARRANTY 1. Manufacturer's warranty is in compliance with quote requirements – QUOTE TABULATION PAGE Page | 10 Bumper to Bumper 3 year / 36,000 miles Yes_______ No_____ Powertrain 5 year/ 60,000 miles Yes_______ No_____ Roadside Assist 5 year/ 60,000 miles Yes_______ No_____ Corrosion (Perforation only) 5 year/ unlimited miles Yes_______ No_____ If “no,” describe the extent of the Manufacturer’s Warranty and items covered, including Corrosion, Powertrain and comprehensive for vehicle quoted: ______________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ (THIS SHOULD BE THE FIRST PAGE ON YOUR QUOTE) IFB-03-009-2022 Price quotes are to be received by 1:00 p.m. CDT on Wednesday, December 7th,2022 (All delivery and/or all freight charges are to be included in base quote cost.) UNIT COST POLICE INTERCEPTOR POLICE PURSUIT UTILITY SUV 6 CYLINDER, 4 DOORS, ALL WHEEL DRIVE UTILITY BACK UP CAMERA FRONT BUCKET SEATS REAR VINYL SEATS AND VINYL FLOORING FORD CODDE 43D (OR EQUIVALENT) DOME LIGHT OFF WHEN DOOR OPENS FORD CODE 51R (OR EQUIVALENT) DRIVER SIDE LED SPOT LIGHT FORD CODE 549 (OR EQUIVALENT) POWER MIRRORS WITH SPOTTER VIEW, HEATED FORD CODE 153,(OR EQIVALENT ) FRONT LICENSE PLATE BRACKET FORD CODE 68G (OR EQUIVALENT) - PREFERRED, NOT NECCSARY - REAL DOOR HANDLES, LOCKS INOPERABLE EXTERIO COLOR - SOLID COLOR - BLACK OR WHITE KEYS OR KEY FOBS QTY OF 4 TOTAL UNIT COST FOR 1 VEHICLE QUOTE TABULATION PAGE Page | 11 Ford (or equivalent) Police Interceptor Police Pursuit Utility SUV Total unit cost: _______________________ (Numeric) ____________________________________________________ (Written) Manufacturer: ___________________________________________________________________________________ Supplier: _____________________________________________________________________________________ Quantity available: _____________________________________________________________ Year: _________Model: _______________ Current Mileage: __________ Current Location of Vehicle: ________________________________________________________________________ COMPANY: BY: TITLE: DATE: ______________ PHONE NUMBER: ______________ EMAIL: _____________________ EQUAL EMPLOYMENT OPPORTUNITY Page | 12 During the performance of the contract, the contract, the Contractor agrees as follows: 1. The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, political affiliation or belief, age or disability. The Contractor will take affirmative action to insure that applicants are employed, and that employees are treated during employment, without regard to race, color, religion, sex, national origin, political affiliation or belief, age, or disability. Such action shall include but not be limited to the following: employment, upgrading, demotion, or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The Contractor agrees to post in conspicuous places, available to employees and applicants for employment, notice setting forth the provisions of the nondiscrimination clause. 2. The Contractor agrees that all services, facilities, activities and programs provided as part of this contract will meet the requirements of the American’s with Disabilities Act and the rules and regulations promulgated there under. 3. The Contractor will, in all solicitations or advertisements for employees placed by or on behalf of the Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, political affiliation or belief, age or disability. 4. The Contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice, to be provided, advertising, the labor union or workers’ representative of the Contractor’s commitments under the Equal Employment Opportunity Section of this contract, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. 5. In the event of the Contractor’s noncompliance with the nondiscrimination clauses of this contract or with any of such rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for further Board of Public Safety contract. ____________________________ _____________________________________ Vendor Representative (please print) Signed ____________________________ ____________________________________ Vendor Name Phone ____________________________________________________ ____________ Vendor Address Date http://www.evansvillegov.org/index.aspx?page=2941 CITY OF EVANSVILLE – VANDERBURGH COUNTY, INDIANA BID, OFFER OR PROPOSAL FOR SALE OR LEASE OF MATERIALS AND/OR EQUIPMENT Page | 13 (Please type or print) Date: ______________ 1. Governmental Unit: _Board of Public Safety_(City of Evansville)____ 2. County: VANDERBURGH 3. Bidder(Firm): __________________________________________________ 4. Address: ______________________________________________________ City/State: _____________________________________________________ 5. Telephone Number: __________________________________________________ 6. Agent of Bidder (if applicable): __________________________________________ 7. Email of Agent: _____________________________________________________ Pursuant to notices given, the undersigned offers and bid(s) to Board of Public Safety (City of Evansville) (Governmental Unit) in accordance with the following attachments(s) which specify the class or item number of description, quantity, unit, unit price and total amount. The contract will be awarded by classes or items, in accordance with specifications. Any changes or alterations in the items specified will render such bid void as to that class or item. Bidder promises that he has not offered nor received a less price than the price stated in his bid for the materials/equipment included in said bid. Bidder further agrees that he will not withdraw his bid from the office in which it is filed. A certified check or bond shall be filed with each bid if required, and liability for breach shall be enforceable upon the contract, the bond or certified check or both as the case may be. ___________________________________ Signature of Bidder or Agent -DO NOT SUBSTITUTE THIS PAGE- CITY OF EVANSVILLE – VANDERBURGH COUNTY, INDIANA BID, OFFER OR PROPOSAL FOR SALE OR LEASE OF MATERIALS AND/OR EQUIPMENT Page | 14 (Please type or print) NON-COLLUSION AFFIDAVIT STATE OF INDIANA ) ) ss: VANDERBURGH COUNTY) The undersigned bidder or agent, being duly sworn on oath, says that he has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by bidder, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to induce anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. Bidder further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such sale. ___________________________________ Subscribed and sworn to before me this ___________ day of ________________, 20____ My Commission Expires: _____________________ County of Residence: _______________________ ACCEPTANCE There now being sufficient unobligated appropriated funds available, the contracting authority of __Board of Public Safety (City of Evansville) _ (Governmental Unit) hereby accepts the terms of the attached bid for classes or items numbered ____________________________ and promises to pay the undersigned bidder upon delivery the price quoted for the materials/equipment stipulated in said bid. Contracting Authority Members: Date: _________________________________ ______________________ _________________________________ ______________________ _________________________________ ______________________ CITY OF EVANSVILLE – VANDERBURGH COUNTY, INDIANA BID, OFFER OR PROPOSAL FOR SALE OR LEASE OF MATERIALS AND/OR EQUIPMENT Page | 15 CONFLICT OF INTEREST / FAMILIAL DISCLOSURE FORM Project: Evansville Police Department Ford (or Equivalent) Police Pursuit Interceptors ALL BIDDERS must complete this Conflict of Interest Familial Disclosure Form and must attach the completed form to the bid. As the bidder, I affirm that no principal, representative, agent, employee, contractor or potential subcontractors, or other acting on behalf of or legally capable of acting on the behalf of the bidder (a “Bidder Party”), is currently an employee of the City of Evansville (“City”), any City department or a member of any City Board or Council; nor will any such person connected to the bidder be privy to any City information which may constitute a conflict of interest; or, if such a conflict or relationship does exist, I have disclosed the nature of the relationship or conflict below. By the attached sworn and notarized statement we are disclosing the following familial relationship(s) that exists between a Bidder Party and any employee or member of any City Department or board. As the bidder, I understand that completing this form and self-disclosing potential conflicts of interest does not necessarily disqualify a bidder, but aids in identifying conflicts of interests which must be addressed pursuant to I.C. 35-44.1-1 et al. F u r t h e r, t h e City will insure that any individuals identified with a potential conflict will not be allowed to participate in the scoring or evaluation of the bid packages, to insure the integrity of the bid process. The following is a list of individuals who may pose a potential conflict of interest as described above Please provide the name, relationship with the City and the nature of the potential conflict, or if applicable: “NONE” : Signature: _____________________________________ Title: ___________________________________ Vendor/Bidder: _________________________________ STATE OF _____________ ) ) SS: COUNTY OF ) BEFORE ME, a Notary Public in and for said County and State, personally appeared , __________________of _________, who having been duly sworn, acknowledged and affirmed that they did sign said instrument as such officer or authorized agent for and on behalf of _______________, and by authority granted by such entity, that the same is their free act and deed and the free act and deed of said entity. WITNESS my hand and notarial seal this _____ day of _______________, 20_______. My commission expires: Notary Public My County of residence is: ___________ ________ County, State of ________________________ Printed Name of Notary Public: ____________________________________________________