1South~iami CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM THE CITY OF PLEASANT LIVING
To:
FROM:
Via:
DATE:
SUBJECT:
BACKGROUND:
AMOUNT:
ACCOUNT:
ATTACHMENTS:
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Quentin Pough, Director of Parks & Recreation
Agenda Item No.: I February 6, 2018
A Resolution authorizing the City Manager to purchase a 2018 Ford F-1S0 Crew
Cab 4WD truck from Coggin Ford through the Sheriffs Contract FSA17-VEL2S.0.
The new truck will replace a Ford Crown Victoria #98-0S, a 1998, 4-door sedan.
Presently, this vehicle has exhausted its useful life due to its continued use over
the past 19 years and it is inadequate for the use by the City's Park
Superintendent. The purchase of the new truck will eliminate the various costly
repairs associated with maintaining the Ford Crown Victoria.
The City wishes to piggyback on Florida Sheriffs Association Contract No. FSA 17-
VEL2S.0 with Coggin Ford Truck Sales, Inc., under the Terms and Conditions as set
forth in the solicitation agreement between Florida Sheriffs Association and
Coggin Ford.
Amount not to exceed $37,l1S.
The total expenditure shall be charged to the Parks Vehicle, account number 301-
2000-S72-6440, which has a balance of $47,000 before this request was made.
Resolution for Approval
Piggyback Contract, Coggin Ford
Sunbiz Registration
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RESOLUTION NO. __________ _
A Resolution authorizing the City Manager to purchase a 2018 Ford F-1S0 Crew Cab 4WD
truck from Asbury Jax Ford LLC d/b/a Coggin Ford by piggybacking onto the Florida
Sheriffs Association Contract FSA17-VEL2S.0.
WHEREAS, the 2018 Ford F-150 crew cab truck will replace a Ford Crown Victoria #98-05, a
1998,4-doorsedan;and
WHEREAS, presently, the Ford Crown Victoria has exhausted its useful life due to its continued
use over the past 19 years and it is inadequate for use by the City's Park Superintendent. The purchase
of the new truck will eliminate the various costly repairs associated with maintaining the Ford Crown
Victoria; and
WHEREAS, the City wishes to piggyback onto Florida Sheriffs Association Contract No. FSA 17-
VEL25-0 with Asbury Jax Ford LLC d/b/a Coggin Ford under the Terms and Conditions as set forth in the
solicitation agreement between Florida Sheriffs Association and Asbury Jax Ford LLC d/b/a Coggin Ford.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF
SOUTH MIAMI, FLORIDA:
Section 1. The City Manager is hereby authorized to purchase a 2018 Ford F-150 Crew Cab
4WD truck from Asbury Jax Ford LLC d/b/a Coggin Ford by piggybacking onto the Florida Sheriffs
Association Contract FSA17-VEL25.0.
Section 2. The total expenditure in the amount of $37,115 shall be charged to the Parks
Vehicle, account number 301-2000-572-6440, which has a balance of $47,000 before t~is request was
made.
Section 3. If any sectio~ clause, sentence, or phrase of this resolution is for any reason held
invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect the
validity of the remaining portions of this resolution.
Section 4. This resolution shall become effective immediately upon adoption by vote of the
City Commission.
PASSED AND ADOPTED this __ day of ____ ---', 2018.
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND
EXECUTION THEREOF
CITY ATTORNEY
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Welsh:
Commissioner Liebman
Commissioner Edmond:
Commissioner Harris:
CONTRACT FOR POLICE RATED, ADMINISTRATIVE, UTILITY VEIDCLES,
TRUCKS AND VANS
TIDS AGREEMENT made and entered into this __ day of , 2017 by and
between the City of South Miami, a Florida municipal Corporation by and through its City
Manager (hereinafter referred to as "City") and Asbury Jax Ford LLC d/b/a Coggin Ford,
(hereinafter referred to as "Contractor").
WITNESSETH:
WHEREAS, the Florida Sheriffs Association (FSA) solicited bids pursuant to lTD
No. FSA17-VEH15-0 , for POLICE RATED. ADMINISTRATIVE. UTILITY
VEIDCLES. TRUCKS AND VANS; and
WHEREAS, the Florida Sheriffs Association (FSA), after completing a competitive
bidding process, awarded a contract to Contractor, and
WHEREAS, the City of South Miami desires to utilize the Florida Sheriffs
Association (FSA) Contract with Contractor; and
WHEREAS, the City is authorized, pursuant to the City of South Miami's Charter,
to piggyback off of contracts, such as the contract in question between Florida Sheriffs
Association (FSA) and Contractor, that were entered into in accordance with a solicitation
process that is at least as vigorous as that of the City of South Miami; and
NOW, THEREFORE, the City and the Contractor, each through their authorized
representative/official, agree as follows:
1. The City desires to enter into a Contract, under the same provisions as set
forth in the contract between Florida Sheriffs Association (FSA) and Contractor pursuant
to ITB No. FSA17-VEL25-0, as modified by this Agreement.
2. The City has reviewed the contract between Florida Sheriffs Association
~ and Contractor and agrees to the provisions of that contract which shall be applicable
to a purchase order to be issued by the City and further agrees to the fair and reasonableness
of the pricing. Contractor hereby agrees to provide such goods and/or services, pursuant to
the City's purchase order made during the term of this Agreement, under the same price(s),
terms and conditions as found in the solicitation documents, the response to the solicitation,
and the Agreement/Contract and/or the Award, pertinent copies of which are attached hereto
as Attachment A and made a part hereof by reference.
3. All references in the contract between Florida Sheriffs Association (FSA)
and Contractor, shall be assumed to pertain to, and are binding upon Contractor and the City
of South Miami. All decisions that are to be made on behalf of Florida Sheriffs
Association (FSA), as set forth in the contract between Florida Sheriffs Association (FSA)
and the Contractor, shall all be made by the City Manager for the City of South Miami.
Notwithstanding anything contained in the Florida Sheriffs Association (FSA) ITS No.
FSA17-VEL25-0 and/or the contract between Florida Sheriffs Association (FSA) and the
Contractor to the contrary, this Agreement shall be governed by the laws of the State of
Thomas F. Pepe -01-11-16
Page 1 of6
be governed by the laws of the State of Florida and venue for all dispute resolutions or
litigation shall be in Miami-Dade County, Florida.
4. Term. The term of the contract, including all extensions authorized by the
contract shall not exceed five years.
5. Scope of Goods and Services. The scope of goods and/or services (which
may hereinafter be referred to as the "Work") are set forth in the attached Attachment A and
any attachments thereto and the City's purchase order, the latter of which shall take
precedence. The Contractor has agreed to deliver the goods, if any, and perform the
services, if any, in a workman like manner and in accordance with all state, county and City
laws, at the locations, ifany, designated by the City. All of the goods and/or services
reflected in Attachment A shall, unless otherwise stated in the Attachment A or B, be
delivered and/or commenced within N/ A days from the date of the execution of this
Agreement. The Contractor shall obtain and pay for all permits required for the services
rendered, if any, with the exception of permits fees charged by the City, said fees shall be
waived.
6. Contract Price. The contract price for the good and/or services is set forth in
the attached Attachment B. If not otherwise set forth in the contract between Florida
Sheriffs Association <FSA) and the Contractor, the Contractor shall be paid upon delivery
of all the goods, if any, the completion of all the services, if any, and after final inspection
and approval, by the City, that approves of the goods delivered, ifany, and the services
performed, if any.
7. Precedence. The term, provisions and conditions of this Agreement shall
take precedence over the terms of the contract between Contractor and Florida Sheriffs
Association <FSA).
8. Grant Funding: This project is being funded by "N/A" and Contractor
agrees to comply with all the requirements of that Grant, applicable to the delivery of the
goods and/or services that are the subject of this Agreement, and that are within its power to
provide and to provide all the documentation within its control that is required for the City to
be able to recover as much of the contract price that is available pursuant to the terms of the
grant. A copy of the grant, if any, is attached hereto and made a part hereof by reference.
9. Public Records: CONTRACTOR and all of its subcontractors are required to
comply with the public records law (s.119.0701) while providing goods and/or services on behalf
of the CITY and the CONTRACTOR, under such conditions, shall incorporate this paragraph in
all of its subcontracts for this Project and shall: (a) Keep and maintain public records required by
the public agency to perform the service; (b) Upon request from the public agency's custodian of
public records, provide the public agency with a copy of the requested records or allow the records
to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided
in this chapter or as otherwise provided by law; (c) Ensure that public records that are exempt or
confidential and exempt from public records disclosure requirements are not disclosed except as
authorized by law for the duration ofthe contract term and following completion of the contract if
the contractor does not transfer the records to the public agency; and (d) Upon completion of the
contract, transfer, at no cost, to the public agency all public records in possession of the contractor
or keep and maintain public records required by the public agency to perform the service. If the
Thomas F. Pepe -01-11-16
Page 2 of6
contractor transfers all public records to the public agency upon completion of the contract, the
contractor shall destroy any duplicate public records that are exempt or confidential and exempt
from public records disclosure requirements. If the contractor keeps and maintains public records
upon completion of the contract, the contractor shall meet all applicable requirements for retaining
public records. All records stored electronically must be provided to the public agency, upon
request from the public agency's custodian of public records, in a format that is compatible with
the information technology systems of the public agency. IF THE CONTRACTOR HAS
QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119,
FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE
PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE
CUSTODIAN OF PUBLIC RECORDS AT 305-663-6340; E-mail:
mmenendez@southmiamifl.gov; 6130 Sunset Drive, South Miami, FL .33143.
10. Waiver Jury Trial: City and Contractor knowingly, irrevocably voluntarily
and intentionally waive any right either may have to a trial by jury in State or Federal Court
proceedings in respect to any action, proceeding, lawsuit or counterclaim arising out of the
Contract Documents or the performance of the Work thereunder.
11. Validity of Executed Copies: This Agreement may be executed in several
counterparts, each of which may be construed as an original.
12. Notice: All notices to the City shall be sent to: City Manager, 6130 Sunset
Drive, South Miami, Florida 33143.
13. Attorneys' Fees and Costs: In the event of any litigation between the parties
arising out of or relating in any way to this Agreement or a breach thereof, each party shall
bear its own costs and legal fees. Nothing contained herein shall prevent or prohibit the right
to be indemnified for any attorney fees incurred in the defense of an action by a person or
entity who is not a party to this Agreement.
14. Indemnification: Notwithstanding anything contained in the contract
between Contractor and Florida Sheriffs Association (FSA) to the contrary, the City does
not waive its sovereign immunity granted by Florida Statutes, Section 768.28, and the City's
tort liability shall be limited to the waiver of sovereign immunity provided for in Section
768.28.
15. Severability: If any term or provision of this Agreement or the application
thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, the
remainder of this Agreement, or the application of such term or provision to persons or
circumstances other than those to which it is held invalid or unenforceable, shall not be
affected thereby and each term and provision of this Agreement shall be valid and
enforceable to the fullest extent permitted by law.
IN WITNESS WHEREOF, and as the duly authorized act of the parties, the undersigned
representatives of the parties hereto have caused this instrument to be signed in their respective
names by their proper officials on Of before the day and year first above written.
Thomas F. Pepe -OJ-IJ-J6
Page 3 of6
Coggin Ford:
By:
(type name and title of signatory above)
ATTEST: CITY OF SOUTH MIAMI
By: ---:-:-:-_---,--::-------:-_~_,__-_ By: __ -----,-:--_:--__ _
Maria M. Menendez, CMC Steven Alexander
City Clerk City Manager
Read and Approved as to Form,
Language, Legality and Execution
Thereof.
By: _____ _
Thomas F. Pepe
City Attorney
Thomas F. Pepe -01-11-16
Page 4 of6
FLORIDA SHERIFFS ASSOCIATION
P.O. BOX 12519
TALLAHASSEE, FLORIDA 32317-2519
Florida Sheriffs Association Invitation to Bid
Cooperative Purchasing Program Bid FSA17-VEL2S.0
Bid Number:
Bid Title:
Mandatory Pre-Bid Meeting
Pre-Bid Meeting to be held at:
Electronic Responses Due:
FSA17-VEL25.0
Police Rated, Administrative, Utility
Vehicles, Trucks & Vans
June 22,2017 -9:00 AM EST
Falkenburg Road Jail Assembly Room
520 North Falkenburg Road
Tampa, Florida 33619
September 6, 2017 at 12:00 Noon EST
Paper Documents (sealed bids) Due: September 8, 2017 by 5:00 PM EST
Sealed Bid Submittal Received at: FLORIDA SHERIFFS ASSOCIATION
Attn: Cooperative Bid Coordinator
2617 Mahan Drive
Tallahassee, FL 32308
The Florida Sheriffs Association and the Florida Association of Counties invite
interested vendors, including Motor Vehicle Manufacturers and Dealers/Certified
Representatives to submit responses in accordance with these solicitation
documents. The Florida Sheriffs Association will serve as the "Contract
Administrator" in the solicitation process and the administration of the resulting
contract. The purpose of this bid is to establish a twelve (12) month contract,
beginning October 1, 2017 and ending September 30, 2018, with manufacturer's
authorized dealers for the purchase of 2017-2018 vehicles, trucks and heavy
equipment on a "no trade-in basis."
All prospective bidders are required to attend the MANDATORY Pre-Bid
Meeting.
ADVERTISEMENT
Police Rated, Administrative, Utility Vehicles, Trucks & Vans
BID NUMBER: FSA 17 -VEL2S.0
The Florida Sheriffs Association and Florida Association of Counties invite
interested bidders to submit bid proposals for 2017-2018 Police Rated,
Administrative, Utility Vehicles, Trucks & Vans.
This contract shall be awarded to the lowest and best responsive bidder by
specification, by manufacturer, by zone.
No bidder may withdraw his bid for a period of sixty (60) calendar days after the
date set for the posting thereof.
Bidders are hereby advised that the Florida Sheriffs Association reserves the right
to reject any and all bids, or separate portions thereof, and to waive any irregularity,
technicality or omission if the FSA determines that doing so will serve in the FSA's
best interest. The FSA may also reject any Response not submitted in the manner
specified by the solicitation documents.
FLORIDA SHERIFFS ASSOCIATION
C36q~/
By: _-=--_=--_-__ ----'-7_
Steve Casey
FSA Executive Director
PUBLISH: FSA WEBSITE
April 10, 2017
ATTACHMENT A
CONTRACT FOR POLICE RATED, ADMINISTRATIVE, UTILITY VEIDCLES,
TRUCKS AND VANS
Thomas F, Pepe -01-11-16
FLORIDA SHERIFFS ASSOCIATION
• Bid Award Summary
• Notice of Award
• Bid Announcemeut #FSA17-VEL2S.0
• Cooperative Purchasing Program, Scope of Services &
Terms and Conditions
Page 5 of6
Protecting, Leading & Unltlng ..• slnce 1893
FLORIDA SHERIFFS ASSOCIATION
2617 Mahan Drive, TaUahasseej Florida 32308
P,O. Boi<1 2519 • TaUah·asse", Florida ·323·17"2519
Date: October 1,2017
To: All Perspective Participants
From: Steve Casey, Executive Director
Sarrah Glassner, Deputy Exe.cutive Dire.ctor
Annette Grissom, CPP Manager ~
Greg Tish, CPP Coordinator
p:,(B50).87H165
f:.(&56j.878~$~~5
www.fl$herlf($;o(g II III
Re: Bid Number FSA17-VEl25.0 Police Rated, Administ~ative, Utility Vehicles, Trucks and Vans
We are pleased to announce t.hat the Florida Sheriffs Association haS successfully completed its 25th nationwide
cooperative bid for vehicles. This contract isin effect beginning October 13,2017 through September 30, 2018.
This year's bid includes 63 specifications and 215 makes and models. It offers police rated, special service,
administrative, hybrid vehicles, pick-up trucks, vans, mobility transport and police motorcycles.
The competitive process for this award began in January 2017, when stakeholders were surveyed regarding
procurement needs. Specifications were developed based on prior year activity and new additions were added based
on survey results and the Fleet Advisory Committee's review of commodities.
On April 10, 2017, a direct notification was sent to 511 prospective bidders to register for qualification to participate in
the bid process. An advertisement of the Invitation to Bid was placed within the Florida Administrative Weekly on June
1,2017 and again on June 20, 2017. From this Invitation to Bid, 41 bidders responded. Of these respondents, 25 bidders
submitte.dbids and 23 bidders were awarded after a review by the FSA .Fleet Advisory Committee.
The Florida Sheriffs Association Cooperative Purchasing Program has followed the Contract Terms and Conditions to
. procure this contract, and requires that all users, both purchasers and awarded vendors comply as well.
Contract prices are extended and guaranteed to any local government or political subdivision of the state, public
educational institutions, other public agencies or authorities with the State of Florida, and entities approved by the
manufacturer to participate in this contract.
Out of state sales are permitted under this contract. All purchasers are bound by their local governing purchasing
ordinances, rules and regulations.
All awarded vendors are governed by their manufacturer agreements and the Contract Terms and Conditions.
Alan Jay Chevrolet Buick GMC Cadillac
Alan Jay chrysler Jeep Dodge of Wauchula
Alan Jay Ford Lincoln
Alan Jay Nissan, Inc.
AlanJayToyota
Auto Nation Chevrolet Pembroke Pines
Auto Nation Nissan Pembroke Pines
AutoNation CDJR Pembroke Pines
Bartow Ford
Bay Dodge Chrysler Jeep Ram
Beck Auto Sales, Inc.
Bruce's Rossmeyer's Daytona Harley Davidson
Coggin Ford
Duval Ford LLC
Garber Chevrolet Buick GMC Inc.
Garber Chrysler DodgeJeep Inc
Garber Ford
KeJley Buick GMC, Inc
Prestige Ford
Southern Sewer Equipment Sales
Stingray Chevrolet LLC
Tampa Truck Center LLC
Terry Taylor's Deland Nissan
FSA17-VEl2S.0 Police Rated, Administrative, Utility Vehicle, Trucks and Vans
Awarded Vendor Directory
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_ .. _------------------------------.....,----------~------~-.-.-.------._---_._-
FLORIDA
SHERIFFS ASSOCIATION
Contract: FSA17-VEH1S.0'Cab and Chassis Truck and
Other Fleet Equipment
Contract: FSA17-VEL2S.0 Police Rated, Administrative,
Utility Vehicles, Trucks and Vans
Contents
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
1.0 GENERAL CONDITIONS ................................................................................................................................ 5
1.01 BID CORRESPONDENCE .................................................................................................................... 5
1.02 PURPOSE ........................................................................................................................................... 6
1.03 TERM OF CONTRACT ......................................................................................................................... 6
1.04 ESTIMATED QUANTITIES (Vehicles and Equipment) ........................................................................ 6
1.05 SHERIFF AS COUNTY CONSTITUTIONAL OFFICER ............................................................................. 6
1.06 COOPERATIVE PURCHASING ............................................................................................................ 7
1.07 FUNDING ........................................................................................................................................... 7
1.08 CURRENCy ......................................................................................................................................... 7
1.09 GENERAL DEFINITIONS ..................................................................................................................... 7
1.10 ELIGIBLE PURCHASERS OF CONTRACT .............................................................................................. 9
1.11 LEGAL REQUiREMENTS .......................................................................................... , .......................... 9
1.12 PATENTS & ROYALTIES ..................................................................................................................... 9
1.13 FEDERAL AND STATE STANDARDS .................................................................................................... 9
1.14 UNDERWRITERS' LABORATORIES ................................................................................................... 10
1.15 AMERICAN WITH DISABILITIES ACT ................................................................................................ 10
1.16 REASONABLE ACCOMMODATION .................................................................................................. 10
1.17 MINORITY BUSINESS ENTERPRISE (MBE) ....................................................................................... 10
1.18 ANTI-DISCRIMINATION ................................................................................................................... 10
1.19 BEST COMMERCIAL PRACTICES ...................................................................................................... 10
1.20 PUBLIC ENTITY CRIMES (PEe) ......................................................................................................... 10
1.21 TAX EXEMPTION ............................................................................................................................. 11
1.22 TAXES .............................................................................................................................................. 11
1.23 ORDER OF PRECEDENCE IN THE EVENT OF CONFLICT ................................................................... 11
1.24 COMMUNiCATIONS ........................................................................................................................ 11
1.25 CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS .............................................................. 11
1.26 SIGNED BID CONSIDERED AN OFFER .............................................................................................. 12
1.27 ASSIGNMENT OF CONTRACT .......................................................................................................... 12
FSA Cooperative Purchasing Program 2017-2018
Page 1
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev 8-4-2017
1.28 TERMINATION OF PRODUCT LINE .................................................................................................. 12
1.29 METHOD OF AWARD ...................................................................................................................... 12
1.30 DEMONSTRATION OF COMPETENCy .............................................................................................. 13
1.31 VENDOR ABILITY TO PERFORM ...................................................................................................... 13
1.32 FINANCIAL RESPONSIBILITY ............................................................................................................ 13
1.33 QUALITY AND SAFETY ..................................................................................................................... 14
1.34 NONCONFORMANCE TO CONTRACT CONDITIONS ........................................................................ 14
1.35 WAIVER OF INFORMALITIES ........................................................................................................... 14
1.36 GRATUiTIES ..................................................................................................................................... 14
1.37 TIE BIDS ........................................................................................................................................... 14
1.38 RIGHT TO AUDIT ............................................................................................................................. 15
1.39 LIABILITY, INSURANCE, LICENSES AND PERMITS ............................................................................ 15
1.40 BID BONDS, PERFORMANCE BONDS, CERTIFICATES OF INSURANCE ............................................. 16
1.41 ELIMINATION FROM CONSiDERATION ........................................................................................... 16
1.42 COLLUSION ..................................................................................................................................... 16
1.43 DEFAULT ......................................................................................................................................... 17
1.44 PROTESTS AND ARBITRATION ........................................................................................................ 17
1.45 NONPERFORMANCE ....................................................................................................................... 18
1.46 CANCELLATION ............................................................................................................................... 18
1.47 SEVERABILITY .................................................................................................................................. 19
1.48 TERMINATION FOR DEFAULT ......................................................................................................... 19
1.49 TERMINATION FOR CONVENIENCE OF FSA .................................................................................... 19
1.50 INTELLECTUAL PROPERTY ............................................................................................................... 19
1.51 CONTRACT ADVERTISMENT AND USE OF FSA LOGO ..................................................................... 19
2.0 BIDDER INSTRUCTIONS ............................................................................................................................. 20
2.01 FIRST YEAR BIDDER QUALIFICATIONS ............................................................................................ 20
2.02 LICENSiNG/FACiLITIES ..................................................................................................................... 20
2.03 INSURANCE AND INDEMNIFICATION ............................................................................................. 20
2.04 SPECiFiCATIONS .............................................................................................................................. 22
2.05 FIXED PRiCES ................................................................................................................................... 23
2.06 SEALED BIDS .................................................................................................................................... 23
FSA Cooperative Purchasing Program 2017-2018
Page 2
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev 8-4-2017
2.07 NO BID ............................................................................................................................................ 23
2.08 SPECIFICATION EXCEPTIONS, OMISSION AND ERRORS .................................................................. 23
2.09 MiSTAKES ........................................................................................................................................ 23
2.10 SAMPLES ......................................................................................................................................... 23
2.11 EQUIVALENTS ................................................................................................................................. 24
2.12 MANDATORY PRE-BID MEETING .................................................................................................... 24
2.13 PRICES QUOTED .............................................................................................................................. 25
2.14 OPTION PRICING ............................................................................................................................. 25,
2.15 SUBMITIAL OF BID ... , ..................................................................................................................... 26
2.16 EXECUTION OF BID ................................................................................................ , ........................ 27
2.17 MODIFICATION OR WITHDRAWALS OF BIDS ................................................................................. 28
2.18 LATE BIDS ........................................................................................................................................ 28
2.19 BID OPENING .................................................................................................................................. 28
2.20 DETERMINATION OF RESPONSIVENESS ............................... , ......................................................... 28
2.21 BID TABULATIONS ........................................................................................................................... 28
2.22 MINOR IRREGULARITIES/RIGHT TO REJECT .................................................................................... 28
2.23 CONE OF SILENCE ........................................................................................................................... 28
3.0 CONTRACT CONDITIONS ........................................................................................................................... 30
3.01 GENERAL REQUIREMENTS FOR ALL VEHICLES AND EQUIPMENT .................................................. 30
3.02 STATEMENT OF AUTHORITY ..................................................................................................... , ..... 30
3.03 VENDOR CONTACT INFORMATION ............................................................................. , .................. 30
3.04 BID EVALUATION CRITERIA ............................................................................................................. 30
3.05 BASIS FOR AWARD., ..................................................................... , ........................... , ...................... 31
3.06 BID WITHDRAWAL ......................... " .................. , ................... , ..................... , .................................. 31
3.07 ZONE BIDDING ............................................ , ................................................................................... 31
3.08 OPTION TO RENEW WITH PRICE ADJUSTMENT ............................................................................. 31
3.09 ADDITIONS AND DELETIONS ............................................................ , .......... , .......................... , ........ 32
3.10 EQUITABLE ADJUSTMENT ............... , ...................... , .......................... , ............... , ... , ............... , ......... 32
3.11 DISCOUNTS ............ , ...................................................................................................... , ........ , ........ 32
3.12 CONDITIONS ......... , ......................... , ............ , ............................... , ..................................... , ............ 32
3.13 PRODUCTION CUTOFF ................. " ... , ......... , ............... , .......... , ...... , ....................... , ...... , .................. 32
FSA Cooperative Purchasing Program 2017-2018
Page 3
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
3.14 FACILITIES ....................................................................................................................................... 33
3.15 SUBSTITUTIONS .............................................................................................................................. 33
3.16 POLICE RATED VEHiCLES/MOTORCyCLES ....................................................................................... 33
3.17 SPECIAL SERVICE VEHiCLES: ............................................................................................................ 33
3.18 EMERGENCY LIGHT AND SIREN CERTIFICATION STANDARDS ........................................................ 34
3.19 CAB AND CHASSIS PURCHASES ....................................................................................................... 34
3.20 FACTORY INSTALLED ....................................................................................................................... 34
3.21 VENDOR INSTALLED ........................................................................................................................ 35
3.22 NON-SCHEDULED OPTIONS ............................................................................................................ 35
3.23 FORCE MAJEURE ............................................................................................................................. 35
3.24 DELIVERY TIME ................................................................................................................................ 35
3.25 ORDER ............................................................................................................................................. 36
3.26 VEHICLE DELIVERY .......................................................................................................................... 37
3.27 INSPECTION AND ACCEPTANCE ...................................................................................................... 38
3.28 VEHICLE TAGS AND TITLE ............................................................................................................... 38
3.29 INVOICING AND PAYMENTS ........................................................................................................... 39
3.30 WARRANTY REPAIRS AND SERVICE ................................................................................................ 39
3.31 INADEQUATE SERVICE .................................................................................................................... 39
3.32 REPORTING: PURCHASE ORDERS & QUARTERLY REPORTS ............................................................ 39
3.33 ADMINISTRATIVE FEE ..................................................................................................................... 40
3.34 FINES .............................................................................................................................................. .41
Addendum A ....................................................................................................................... ' ......................... .42
Addendum B ................................................................................................................................................ .43
Addendum C ................................................................................................................................................. 44
Addendum D ................................................................................................................................................ .45
FSA Cooperative Purchasing Program 2017-2018
Page 4
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
1.0 GENERAL CONDITIONS
1.01 BID CORRESPONDENCE
All correspondence regarding this bid should be directed to the Florida Sheriffs Association "FSA", using the information
shown above. Please be sure to reference the bid number and your contact information.
The contact person(s) for this bid is
Greg Tish, FSA Cooperative Purchasing Program Coordinator
E-mail: gtish@flsheriffs.org
Phone: 850-877-2165 ext. 241
Fax: 850-878-5115
Annette Grissom, FSA Cooperative Purchasing Program Ma nager
E-mail: agrissom@flsheriffs.org
Phone: 850-877-2165 ext. 231
Fax: 850-878-5115
All written (hard) copy communication or document submittals for this Invitation to Bid should be directed to:
Florida Sheriffs Association
Attn: Cooperative Purchasing Program Coordinator
2617 Mahan Drive
Tallahassee, FL 32308
850-877-2165
The Bid number should be referenced on the outside of the box as well as the contents.
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1.02 PURPOSE
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
The Florida Sheriffs Association invites interested Bidders, including Motor Vehicle Manufacturers and Dealers/Certified
Representatives to submit responses in accordance with these solicitation documents. The Florida Sheriffs Association
will serve as the IIContract Administrator'! in the solicitation process and the administration of the contract. The purpose
of this bid is to establish a twelve (12) month contract, beginning October 1" and ending September 30th, annually with
manufacturers and manufacturer's authorized dealers for the purchase of vehicles and equipment on a Iino trade-in
basis",
Trade-ins are not addressed in this contract. If a Purchaser has a desire to offer vehicles/equipment for trade to the
vendor, the Purchaser and dealer may do so at their sale discretion, separate and apart from this contract.
1.03 TERM OF CONTRACT
This contract shall remain in effect for one (1) year from date of contract execution by the FSA Cooperative Purchasing
Program Administrator, and may be renewed by mutual agreement, at the sole option and discretion of the FSA, for up
to two (2) additional years, on a year-to-year basis.
Contract extensions will only be executed when conditions indicate it is in the best interest of the FSA and the Purchasers.
In the event that the contract is held beyond the term herein provided it shall only be from a month-to-month basis only
and shall not constitute an implied renewal of the contract. The month-to-month extension shall be upon the same terms
of the contract and at the compensation and payment provided herein.
1.04 ESTIMATED QUANTITIES (Vehicles and Equipment)
In FY 2015-16 eligible users purchased approximately 9,800 vehicles and pieces of equipment from this contract. These
estimated figures are given as a guideline for Vendors preparing bids.
Estimated quantities or estimated dollars, if provided, are for FSA guidance only. No guarantee is expressed or implied as
to quantities or dollars that will be used during the contract period. The FSA is not obligated to place any order for a given
amount subsequent to the award of this bid solicitation.
1.05 SHERIFF AS COUNTY CONSTITUTIONAL OFFICER
The Offices of the Sheriff in the State of Florida are constitutional offices of the State of Florida. Each has the authority
either individually or collectively to execute contracts for all goods and services for the proper conduct of that office.
Section 30.53, Florida Statutes, exempts the sheriffs' offices from the provisions of the Florida Statute requiring, sealed
and competitive bids procedures.
It is our practice to give consideration to the prices offered, but the Office of the Sheriff is not required by law to accept
the lowest priced proposal and may reject any or all of the proposals without recourse. Nothing in this proposal in any
way obligates the participating sheriffs' offices for any payment for any activity or costs incurred by any bidder in
responding to this proposal.
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rov8-4-2017
1.06 COOPERATIVE PURCHASING
Pursuant to their own governing laws, and subject to the agreement of the Vendor, other entities may be permitted to
make purchases following the terms and conditions of this Contract.
1.07 FUNDING
Funds expended for the purposes of the contract must be appropriated by the individual participating agency for each
fiscal year included within the contract period. Therefore, the contract shall automatically terminate without penalty or
termination of costs if such funds are not appropriated.
1.08 CURRENCY
All transaction amounts, bids, quotes, provisions, payments or any part of this contract relating to currency are to be
made in United States Dollar.
1.09 GENERAL DEFINITIONS
The following terms are defined as the following
(aj FSA Cooperative Purchasing Program Administrator
means the Florida Sheriffs Association in its role in administering the solicitation and contract administration
process for the Florida Sheriffs Association and the Florida Association of Counties or their designee.
(bj Fleet Advisory Committee (FAC)
An employee ofa sheriffs office and other local governmental agencies in the State of Florida or any other person
who FSA identifies as subject matter expert who will assist with the development of bid specifications and
evaluation of bid responses.
(cj Vendor
The proposer that has been awarded and agrees to provide products, vehicles, trucks, or equipment, which meet
the requirements, specifications, terms and conditions of the agreement contract, to eligible Purchasers, as
defined herein.
(dj Purchaser
An eligible Purchaser as defined in General Conditions Section 1.10 Eligible Purchasers of Contract.
(ej Bid
A competitive bid procedure established through the issuance of an invitation to bid. The term "bid" as used
herein, shall not include request for proposals, request for qualifications, request for letters of interest, or the
solicitation of purchase orders based on oral or written quotations.
(fj Bidder
A proposer or enterprise that submits a formal offer to the FSA Cooperative Purchasing Program Administrator
in accordance with the Contract Terms and Conditions.
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(g) Dealer
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions .,v8-4-2017
A manufacture's certified representative authorized by the manufacturer to market, sell, provide, and service
the vehicles/equipment for the FSA Cooperative Purchasing Program. Dealers may be Vendor-owned and
controlled, in whole or in part, or independently owned and controlled.
(h) Manufacturer
The original producer or provider of vehicles or equipment responsive to this Bid.
(i) Factory
Refers to the manufacturer; the assembly line.
(j) Dealer Option
A product or service provided by the dealer or other third party; not the factory.
(k) Non-Scheduled Options
Any optional new or unused component not specified, feature or configuration not included in the base
representative vehicle model specifications or options.
(m) Third Party Supplier
Those external to an enterprise who provide products and services that contribute to the overall finished vehicle.
Third Party Suppliers are contractors under the direction and responsibility oftheawarded Vendor and may also
be referred to as upfitters within this document.
(n) Manufacturer's Suggested Retail Price (MSRP)
Manufacturer's Suggested Retail Price (MSRP) represents the Manufacturer's recommended retail selling price,
list price, published list price, or other usual and customary price that would be paid by the Purchaser. The
following are acceptable sources of current MSRPs and MSRP Lists for use in submission of the bid solicitation
and the resulting contract:
1. Manufacturer's Computer Printouts; Ford -IIDora"; General Motors -IIGM Autobook"; or approved
equivalent
2 .Chrome Systems, Inc.'s PC Carbook (PC Carbook Plus and PC Carbook Fleet Edition)
3. Manufacturer's Annual U.S. Price Book
4. Manufacturer's official website
(0) Published List Price
A standard "quantity of one" price currently available to government and educational purchasers excluding
cooperative or volume discounts.
(p) Production Cutoff
A term used by manufacturers to notify dealers that the factory has reached maximum capacity for orders.
Vehicle manufacturers use this term when referring to any given model year for production.
(q) End User
A term used to distinguish the person who ultimately uses or is intended to use a product or for whom a product
is designed for use.
(r) Vehicle Bid Award System (VeBA)
The online system used for the submission of electronic bids and tabulation of bid results for the specifications
connected to this Invitation to Bid.
FSA Cooperative Purchasing Program 2017-2018
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Oev8-4-2017
1.10 ELIGIBLE PURCHASERS OF CONTRACT
Awarded bids, or contract prices, will be extended and guaranteed to any local government agency or political subdivisions
of the state, including but not limited to counties, boards of public instruction, municipalities or police agencies, other
local or public safety agencies or authorities within the State of Florida, or the state universities and colleges. In addition,
bids will be extended and guaranteed to any other entities approved by manufacturers to participate in this contract. The
participating agencies cannot guarantee any order other than those ordered through each individual agency.
All Purchasers are bound by local governing purchasing ordinances, rules and regulations that shall apply to purchases
made under this contract. All awarded Vendors are governed by their manufacturer's agreement.
Qutofstate sales are permitted under this contract. However, all Purchasers are bound by their local governing purchasing
ordinances, rules and regulations and shall apply to purchases made underthis contract. All Vendors are governed by
their manufacturer's agreement. All Vendors referencing this contract for the purpose of facilitating sales outside the
State of Florida must accept the terms and conditions of this contract.
1.11 LEGAL REQUIREMENTS
Federal, State, county laws, ordinances, rules and regulations that in any manner affect the items covered herein apply.
Lack of knowledge by the bidder will in no way be a cause for relief from responsibility.
1.12 PATENTS & ROYALTIES
The bidder, without exception, shall indemnify and save harmless the FSA and its employees from liability of any nature
or kind, including costs and expenses for, or on account of, any copyrighted, patented, or unpatented invention, process,
or article manufactured or used in the performance of the contract, including its use by the FSA or a Purchaser.
If the bidder uses any design, device or materials covered by letters, patent, or copyright, it is mutually understood and
agreed, without exception, that the bid prices shall include all royalties or cost arising from the use of such design, device,
or materials in any way involved in the work.
1.13 FEDERAL AND STATE STANDARDS
It is the intent of FSA that all specifications herein are in full and complete compliance with all federal and State of Florida
laws, requirements, and regulations applicable to the type and class of commodities and contractual services being
provided.
In addition, any applicable federal or State legislation that becomes effective during the term of the Contract, regarding
the commodities and contractual services' specifications, safety, and environmental requirements shall immediately
become a part of the Contract. The Awarded Vendor shall meet or exceed any such requirements of ihe laws and
regulations. If an apparent conflict exists, the Awarded Vendor shall contact the FSA Cooperative Purchasing Program
Administrator immediately.
The bidder warrants that the product supplied to the FSA or Purchaser shall conform in all respects to the standards set
forth and the failure to comply with this condition will be considered as a breach of contract. Any fines levied because of
inadequacies to comply with these requirements shall be borne solely by the bidder responsible for same.
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev 8·4-2017
The bidder shall obtain and pay for all licenses, permits and inspection fees (including all levels of governmental fees)
required for this project; and shall comply with all laws, ordinances, regulations and building code requirements applicable
to the work contemplated herein.
1.14 UNDERWRITERS' LABORATORIES
Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall be Underwriters'
Laboratories, or U.L., listed or re-examination listing where such has been established by U.L. for the item(s) offered and
furnished.
1.15 AMERICAN WITH DISABILITIES ACT
To request this material in accessible format, sign language interpreters, information on access for persons with
disabilities, or any accommodation to review any document or participate in any FSA sponsored proceeding, please
contact FSA Human Resources at (850) 877-2165 five days in advance to initiate your request. m users may also call the
Florida Relay Service at 711.
1.16 REASONABLE ACCOMMODATION
In accordance with the Title II of the Americans with Disabilities Act, any person requiring an accommodation at the Bid
opening because of a disability must contact the FSA Human Resources at (850) 877-2165.
1.17 MINORITY BUSINESS ENTERPRISE (MBE)
The Florida Sheriffs Association Policy is that Minority Business Enterprises (MBE) shall have the opportunity to participate
in this invitation to bid. Such process would be for supplying goods and services to FSA and Purchasers.
1.18 ANTI-DISCRIMINATION
The bidder certifies that he/she is in compliance as applicable by federal or state law with the non-discrimination clause
contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal employment
opportunity for all persons without regard to race, color, religion, sex or national origin.
1.19 BEST COMMERCIAL PRACTICES
The apparent silence of this specification and any supplemental specifications as to any details or the omission from it of
a detailed description concerning any point shall be regarded as meaning that only the best commercial practices, size,
and design are to be used.
All workmanship is to be first quality. All interpretations of this specification shall be upon the basis of this statement.
1.20 PUBLIC ENTITY CRIMES (PEC)
In accordance with the Public Entity Crimes Act, Section 287.133, Florida Statutes, a person or affiliate who has been
placed on the convicted vendor list maintained by the State of Florida Department of Management Services following a
conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity,
may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work,
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FLORIDA SHERIFFS ASSOCIATION
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may not submit bids on leases of real property to public entity, may not be awarded or perform work as a Vendor, supplier,
Sub-Vendor, or consultant under a contract with a public entity, and may not transact business with any public entity in
excess of the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list.
1.21 TAX EXEMPTION
All State and Federal tax exemptions applicable to the units of local government of the State of Florida will apply, and
appropriate certifications furnished. Purchasers shall comply with all federal, state and local tax requirements.
The Florida Sheriffs Association is a S01(c)3 organization and is exempt from all Federal Excise and State Taxes. State Sales
Tax and Use Certificate Number is 85-8012646919C-3.
1.22 TAXES
Customers making a purchase pursuant to the awarded bid are generally exempt from Federal Excise and State Sales Tax.
It is the responsibility olthe Vendor to verify that the Purchaser is exempt by obtaining the Purchaser's Federal Excise and
State Taxes and Use Certificate Number.
1.23 ORDER OF PRECEDENCE IN THE EVENT OF CONFLICT
In the event of conflict, the conflict may be resolved in the following order of priority (highest to lowest):
1. Addenda to Contract Terms and Conditions, if issued
2. Bidder Instructions
3. Contract Conditions
4. General Conditions
1.24 COMMUNICATIONS
Communications between a proposer, bidder, lobbyist or consultant and FSA are limited to matters of process or
procedure.
Bidders should not rely on representations, statements, or explanations other than those made in this Bid or in any written
addendum to this Bid.
1.25 CLARIFICATION AND ADDENDA TO BID SPECIFICATIONS
Any questions or clarifications concerning the Invitation to Bid shall be submitted bye-mail to CPP@flsheriffs.org with
the bid title and number referenced on all correspondences. All questions must be received by the date included in the
FSA Bid Calendar. Questions and responses will be posted to the FSA Cooperative Purchasing Program website as outlined
in the FSA Bid Calendar. Interpretation of the specifications or any solicitation documents will NOT be made to the Bidder
verbally, and if any verbal clarifications are provided they are without legal effect.
CLARIFICATION QUESTIONS WILL NOT BE RECEIVED AFTER THE CONE OF SILENCE DEADLINE LISTED ON THE BID
CALENDAR.
The FSA shall issue a Formal Addendum if substantial changes which impact the technical submission of Bids are required
which will be posted on the FSA Cooperative Purchasing Program webite. Any such addenda shall be binding on the Bidder
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
and shall become a part of the solicitation document. In the event of conflict with the original Contract Terms and
Conditions, Addendum shall govern to the extent specified. Subsequent Addendum shall govern over prior Addendum
only to the extent specified.
FSA will make every attempt to e-mail updates to registered bidders. However, posting on the FSA website constitutes
proper notice of addenda.
The Bidder shall be required to acknowledge receipt of the Formal Addendum by signing in the space provided. Failure to
acknowledge Addendum shall deem its Bid non-responsive; provided, however, that the FSA may waive this requirement
in its best interest. The FSA will not be responsible for any explanation or interpretation made verbally or in writing by
any other FSA representative.
1.26 SIGNED BID CONSIDERED AN OFFER
The signed bid shall be considered an offer on the part of the Bidder or Vendor, which offer shall be deemed accepted
upon approval by the FSA and in case of default on the part of successful Bidder or Vendor, after such acceptance, the
FSA may
procure the items or services from other sources.
1.27 ASSIGNMENT OF CONTRACT
No right or interest in this Contract may be assigned, transferred, conveyed, sublet or otherwise disposed of, without
prior written consent of the FSA.
If the original Vendor sells or transfers all assets or the entire portion of the assets used to perform this Contract, a
successor-in-interest must perform all obligations under this Contract. FSA reserves the right to reject the acquiring entity
as Vendor. A change of name agreement will not change the contractual obligations of the Vendor.
1.28 TERMINATION OF PRODUCT LINE
If an FSA-awarded vendor terminates a product line (manufacturer or brand), the dealer is required to notify the FSA
Cooperative Purchasing Program Coordinator within 10 business days of the decision not to retain the product line.
In the event a manufacturer reassigns the product line to an alternate dealer, the manufacturer and the vendor are
required to immediately notify the FSA in writing of the change within 10 business days confirming the reassignment. If
the dealer is not already an approved FSA vendor, the dealer is required to apply to the FSA to become an approved
vendor PRIOR to conducting any qualified sales. The vendor and the manufacturer are required to honor the contract
pricing and all of the applicable terms and conditions throughout the remaining term of the contract.
1.29 METHOD OF AWARD
Award of this contract will be made to a primary bidder. FSA will also identify the second lowest and best bidder per
specification and zone to be utilized in the event the primary bidder is unable to fulfill their obligations.
The FSA reserves the right to make multiple awards if deemed in the best interest of the FSA.
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1.30 DEMONSTRATION OF COMPETENCY
Pre-award inspection ofthe Bidder's facility may be made prior to the award of contract. Bids will only be considered from
firms which are regularly engaged in the business of providing the goods or services as described in this Bid.
Bidders must be able to demonstrate a good record of performance for a reasonable period oftime, and have sufficient
financial support, equipment and organization to ensure they can satisfactorily execute the services if awarded a contract
under the terms and conditions herein stated.
The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established
company in line with the best business practices in the industry and as determined by the FSA.
The FSA may consider any evidence available regarding the financial, technical and other qualifications and abilities of a
Bidder, including past performance with the FSA in making the award.
The FSA may require Bidders to show proof that they have been designated as authori2ed representatives of a
manufacturer or supplier which is the actual source of supply. In these instances, the FSA may also require information
from the source of supply regarding the quality, packaging and characteristics ofthe products. Any conflicts between this
material information provided by the source of supply and the information contained in the Bidder's Bid may render the
Bid non-responsive.
1.31 VENDOR ABILITY TO PERFORM
During the contract period, FSA may review the Vendor's record of performance to ensure that the Vendor is providing
sufficient financial support, equipment and organization.
If the FSA determines that the successful Bidder no longer possesses the financial support, equipment and organization
in orderto comply with this section, FSA has the authority to immediately terminate the contract awarded.
The Vendor warrants that, to the best of his or her knowledge, there is no pending or threatened action, proceeding, or
investigation, or any other legal or financial condition, that would in any way prohibit, restrain, or diminish the Vendor's
ability to satisfy the obligations of the Contract. The Vendor warrants that neither it nor any affiliate is currently on the
convicted vendor list maintained pursuant to section 287.133 of the Florida Statues, or on any similar list maintained by
any other state or the federal government_ The Vendor shall immediately notify the FSA and Purchaser in writing if its
ability to perform is compromised in any manner during the term of the contract.
1.32 FINANCIAL RESPONSIBILITY
Bidder affirms by the signature on the contract signature page that the Bidder:
• Has fully read and understands the scope, nature, and quality of work to be performed or the services to be rendered
under this bid, and has the adequate facilities and personnel to fulfill such requirements;
• Accepts the financial responsibility associated with this bid, and declares that he or she has the access to capital (in
the form of liquidity or credit liries) in order to meet the financial demands of such award;
• Has assessed the financial responsibility required to serve the contract as bid, including such details as the obligations
to perform all specifications bid, zones bid, and quantities that could be ordered, as well as timing of payment from
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Purchasers, which can be 45 days from receipt of invoice; and
• Assumes full responsibility that all vehicles delivered to the Purchaser are free and clear of all outside liens,
encumbrances, security interests apart from the dealer floor plan or other dealer inventory finance security
interest.
1.33 QUALITY AND SAFETY
All materials used for the manufacture or construction of any supplies, materials or equipment covered by this bid
shall be new. The items bid must be new, the latest model, olthe best quality, and highest grade workmanship that meet
or exceed federal safety standards.
Products requiring certification should require certification of options in cases where non~certified options could result in
the decertification of the original product or warranty. In all cases where options are not certified, the Vendor must
disclose to the end user that the non-certified options are not required to be certified. All options must meet or exceed
federal safety standards.
1.34 NONCONFORMANCE TO CONTRACT CONDITIONS
Items may be tested for compliance with specifications. Items delivered that do not conform to specifications may be
rejected and returned at the vendor's expense. Items not meeting the specificiations and items not delivered within a
reasonable period of time after expected delivery date may be purchased outside of the FSA contract.
Any violation of these stipulations may also result in:
• Vendor's name being removed from the awarded Vendor list.
• FSA and Purchasers being advised not to do business with vendor.
1.35 WAIVER OF INFORMALITIES
The FSA reserves the right to waive any informalities or irregularities in this bid solicitation.
1.36 GRATUITIES
Proposers shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of the
FSA, for the purpose of influencing consideration of this bid.
1.37 TIE BIDS
In case of tie bids and both businesses have qualifying drug-free work programs, the award will be made using the
following criteria:
• Bidder Within (A SPECIFIC ZONE)
• Bidder Within the (STATE of FLORIDA)
• Dealers track record with Purchaser Service
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• Coin Toss
1.38 RIGHT TO AUDIT
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
Vendor shall establish and maintain a reasonable accounting system that enables FSA to readily identify Vendor's sales.
FSA and its authorized representatives shall have the right to audit, to examine, and to make copies of or extracts from
all financial and related records (in whatever form they may be kept, whether written, electronic, or other) pertaining to
this Contract, including all government sales and eligible users information whether kept by or under the control of the
Vendor, including, but not limited to those kept by its employees, agents, assigns, successors, and Sub-Vendors. Such
records shall include, but not be limited to, accounting records, written policies and procedures; subcontract files
(including proposals of successful and unsuccessful bidders, bid recaps, etc.); all paid vouchers including those for out-of-
pocket expenses; other reimbursement supported by invoices; ledgers; cancelled checks; deposit slips; bank statements;
journals; original estimates; estimating work sheets; contract amendments and change order files; back charge logs and
supporting documentation; insurance documents; memoranda; and correspondence.
Vendor shall, at all times during the term of this Contract and for a period of three (3) years after the completion of this
Contract, maintain such records, together with such supporting or underlying documents and materials. The Vendor shall
at any time requested by FSA, whether during or after completion of this Contract, and at Vendor's own expense make
such records available for inspection and audit (including copies and extracts of records as required) by FSA. Such records
shall be made available to FSA (subject to a three-day written notice) during normal business hours.
FSA, at their option, may select the Vendor's office, place of business or offsite location for the audit; or opt to have the
Vendor provide financial records, together with the supporting or underlying documents and records, via e-mail or phone
for audit at a time and location that is convenient for FSA.
Vendor shall ensure FSA has these rights with Vendor's employees, agents, assigns, successors, and Sub-Vendors and the
obligations of these rights shall be explicitly included in any subcontracts or agreements formed between the Vendor and
any Sub-Vendors to the extent that those subcontracts or agreements relate to fulfillment of the Vendor's obligations to
FSA.
Costs of any audits conducted under the authority ofthis right to audit and not addressed elsewhere will be borne by FSA
unless certain exemption criteria are met. If the audit identifies under reporting, overpricing or overcharges (of any
nature) by the Vendor to FSA in excess of three percent (3%) of the total contract billings, the Vendor shall reimburse FSA
for the total costs of the audit not to exceed $5,000.00. If the audit discovers substantive findings related to fraud,
misrepresentation, or non-performance, FSA may recoup all the costs of the audit work from the Vendor.
Any adjustments and/or payments that must be made as a result of any such audit or inspection of the Vendor's invoices
and/or records shall be made within a reasonable amount of time (not to exceed 90 days) from presentation of FSA's
findings to Vendor.
FSA has the right to assess penalties and fines based on audit results.
1.39 LIABILITY, INSURANCE, LICENSES AND PERMITS
Where bidders are required to enter or go onto FSA or Purchaser property to deliver materials or perform work or services
as a result of a bid award, the successful bidder will assume the full duty, obligation and expense of obtaining all necessary
licenses, permits and insurance and assure all work complies with all applicable County and Municipal code requirements.
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The bidder shall be liable for any damages or loss to the FSA or Purchaser occasioned by negligence of the bidder or any
person the bidder has designated in the completion of the contract as a result of his or her bid.
1.40 BID BONDS, PERFORMANCE BONDS, CERTIFICATES OF INSURANCE
Bid Bonds, when required, shall be submitted with the bid in the amount specified in Bidder Instructions. After acceptance
of bid, the FSA will notify the successful bidder to submit a performance bond and certificate of insurance in the amount
specified in Bidder Instructions.
Purchaser may request a performance bond from an Awarded Vendor. Performance Bonds are recommended with pre-
payment and will be althe expense of the requesting agency. Purchasers should determine the best practice in comparing
performance bond expense against any prior discounts that may be available.
1.41 ELIMINATION FROM CONSIDERATION
This Invitation to Bid shall not be awarded to any person or Bidder who is in arrears to the FSA upon any debt, taxes or
contracts which are defaulted as surety or otherwise upon any obligation to the FSA.
1.42 COLLUSION
Collusion is a non-competitive secret or sometimes illegal agreement between rival bidders that attempts to disrupt the
contract process equilibrium. Collusion involves people or companies that would typically compete, but are conspiring
or working together in which the outcome results in an unfair bid advantage. The parties may collectively choose to
agree to increase or decrease its product base price in one or more zones to maximize awards thus denying the public a
fair price.
Examples of Bid Collision:
• Cover bidding: a competitor agrees to submit a non-competitive bid that is too high to be accepted or contains
terms that are unacceptable to the buyer.
• Bid suppression or withdrawal: a competitor agrees not to bid or to withdraw a bid from consideration.
• Market sharing: a competitor agrees to submit bids only in certain geographic areas or only to certain public
organizations.
• Bid rotation: competitors agree to take turns at winning business while monitoring their market shares to
ensure they all have a predetermined slice of the pie.
• Non-conforming bids: competitors deliberately include terms and conditions they know will not be acceptable
to the FSA Cooperative Purchasing Administrator.
Bidders or Vendors who have been found to have engaged in collusion will be considered non-responsive, and will be
suspended or barred from bid participation, and any contract award resulting from collusive bidding may be terminated
for default.
Vendors/Dealerships and their representatives may submit multiple bids without conflict of "Collusion" if the bid
submitted is not from the same manufacturer and product line. Dealerships which share the same ownership may
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submit multiple bids without conflict of collusion if the bidders are not in the same region featuring the same
manufacturer and product line.
1.43 DEFAULT
Failure or refusal of a bidder to execute a contract upon award, or withdrawal of a bid before such award is made, may
result in forfeiture of that portion of any bid surety required equal to damages incurred by the FSA thereby, or where
surety is not required, failure to execute a contract as described above may be grounds for removing the bidder from the
awarded Vendor's list.
1.44 PROTESTS AND ARBITRATION
Options are for informational purposes only and will not serve as a basis for protest.
Any person who is adversely affected by the decision or intended decision to award shall file a "Notice of Protest" in
writing to the FSA Coordinator within 3 business days after the posting of the Intent to Award and shall file a formal
written protest within 10 calendar days after filing the Notice of Protest. Failure to file both a notice of protest and a
formal written protest within the above referenced timelines shall constitute a waiver of proceedings.
The burden is on the party protesting the award of the bid to establish grounds for invalidating the award(s). The formal
written protest must state with particularity the facts and law upon which the protest is based. Failure to do so will result
in a denial of protest. Formal written protest which states with particularity the facts and law upon which the protest is
based will be reviewed by FSA legal counsel for legal soundness and validity and corrective action will be taken contingent
upon the validity of such claims. However, any additional time required and cost incurred by the FSA to substantiate a
protesting party's claim(s) beyond the normal scope of its legal review due to the vague or inconclusive nature of the
protesting party's filing will be reimbursable to the FSA and deducted from the protesting party's bond or security which
must accompany their filing.
Any person who files an action protesting a decision or intended decision pertaining to this contract shall post with the
Florida Sheriffs Association at the time of filing the formal written protest or within the 10 day period allowed for filing
the formal written protest, a bond, cashier's check or money order payable to the Florida Sheriffs Association in the
amount equal to $5,000.00, which bond or security will be conditioned upon the payment of all costs which may be
adjudged against the protesting party in a court of law and/or to reimburse the FSA for additional legal expenses incurred
and required to substantiate the protesting party's claim(s). Failure to post the bond or security requirement within the
time allowed for filing will result in a denial of protest. The filing of the protest shall not stay the implementation of the
bid award by the Florida Sheriffs Association.
Should the unsuccessful bidder(s) decide to appeal the decision of the FSA, they shall file a notice to FSA within 72 hours
of the FSA bid protest decision regarding their intent to request arbitration. A demand for arbitration with the American
Arbitration Association's (AAA) commercial panel under its rules and regulations must be made within 10 days of the FSA
bid protest decision. Any person who files for an arbitration with the AAA shall post with the Florida Sheriffs Association
at the time offiling the formal written arbitration request, a bond, cashier's check or money order payable to the Florida
Sheriffs Association in the amount equal to $5,000.00. Failure to provide written notice to FSA, file a demand for
arbitration with the AAA, orlailure to post the required bond and security requirement within the specified timelines shall
constitute a waiver of arbitration proceedings.
lithe party filing for arbitration does not prevail, it shall pay all costs, legal expenses and attorney fees of the prevailing
party. However, if the filing party prevails, the parties shall share equally the fees and expenses of the arbitration and
AAA and bear the cost of their own attorney fees. The filing for arbitration shall not stay the implementation of the bid
FSA Cooperative Purchasing Program 2017-2018
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions R'v8-4-2017
award by the Florida Sheriffs Association.
1.45 NONPERFORMANCE
The Vendor shall at all times during the contract term remain responsive and responsible. In determining Vendor's
responsibility as a vendor, the FSA Cooperative Purchasing Program Administrator shall consider all information or
evidence which is gathered or comes to the attention of the agency which demonstrates the Vendor's ability or willingness
to fully satisfy the requirements of the solicitation and the contract.
Vendors that are not in compliance with any of the provisions of this contract can be assessed fines, suspended or
terminated from the contract and future competitive bid solicitations at the discretion of the FSA Cooperative Purchasing
Program Administrator.
At ESA's discretion. Vendors may be required to develop corrective action plans to address contract compliance. In
situations where there is evidence that the Vendor, fleet sales manager or other representative has demonstrated
egregious breaches of the contract or trust to both with the FSA and the Purchaser, the contract will automatically be
terminated and the Vendor will be removed from future solicitations for a period ofthree (3) years and up to a permanent
ban from the bid process.
Failure to abide by corrective action plans will result in the dealer and the dealer representative.l1§!lg terminated from
the existing contract and future competitive bid solicitations at the discretion ofthe FSA Cooperative Purchasing Program
Administrator.
Specific conditions for termination include, but are not limited to; failure to perform, refusal to accept orders during the
contract period while manufacturer orders are still being accepted for current model year or the new year if the vehicle
is price protected by the factory, charging amounts exceeding MSRP on factory or dealer installed items and packages,
requiring the purchase of additional options over and above the base vehicle as a condition of acceptance of order,
providing aftermarket options where factory options are available without the consent of the Purchaser, any
misrepresentation of optional equipment or service as being ('factory" that fails to meet the definition as described in this
document, and any other practice deemed to be outside of the intent of the contract.
Any Vendor, who is presented with a valid purchase order as a result of a bid award for this contract, is required and
bound by this contract to accept such purchase order and deliver the product; regardless of whether the vehicle or
equipment is a base model or includes options at a higher cost. The Vendor must deliver this vehicle regardless of profit
or loss based on their respective bid. Failure to deliver the vehicles or equipment will result in the ordering agency and
the FSA seeking damages for the difference of cost to issue the exact same order with another Vendor plus any legal fees
and damages that may be incurred in the process to facilitate a completed order.
All terms and conditions are applicable throughout the term of the contract and not any given Year, Make or Model.
1.46 CANCELLATION
In the event any of the provisions of this contract are violated by the Vendor, the FSA Cooperative Purchasing
Administrator shall give written notice tothe Vendor stating the deficiencies and unless deficiencies are corrected within
10 business days, the contract is subject to immediate cancellation. The FSA reserves the right to terminate any contract
resulting from this invitation at any time and for any reason, upon giving 30 days prior written notice to the other party.
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1.47 SEVERABILITY
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
In the event any provision of this contract is held to be unenforceable for any reason, the unenforceability thereof shall
not affect the remainder of the contract which shall remain in full force and effect and enforceable in accordance with its
terms.
1.48 TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the successful bidder, it shall fail to fulfill in a timely manner, or
otherwise violate any of the terms of this contract, the FSA shall have the right to terminate the services remaining to be
performed. Written notice shall be given to the successful bidder of such termination, which shall become effective upon
receipt by the successful bidder of the written termination notice.
In that event, the FSA shall compensate the successful bidder in accordance with the contract for all services performed
by the bidder prior to termination, net of any costs incurred by the FSA as a consequence of the default.
Notwithstanding the above, the successful bidder shall not be relieved of liability to the FSA for damages sustained by the
FSA by virtue of any breach of the contract by the bidder, and the FSA may reasonably withhold payments to the successful
bidder for the purposes of off set until such time as the exact amount of damages due the FSA from the successful bidder
is determined.
1.49 TERMINATION FOR CONVENIENCE OF FSA
The FSA, for its convenience, can terminate the contract in whole or part without cause by giving written notice to the
Vendor of such termination, which shall become effective 30 days following receipt by bidder of such notice.
In that event, all finished or unfinished documents and other materials shall be properly delivered to the FSA.
The Vendor shall not furnish any product after it receives the notice of termination, except as necessary to complete the
continued portion of the contract, if any. The Vendor shall not be entitled to recover any lost profits that the Vendor
expected to earn on the balanced of the Agreement or cancellation charges.
Any payments to the Vendor shall be only to the total extent of the FSA liability for goods or services delivered prior to
the date of notice to terminate the contract.
1.50 INTELLECTUAL PROPERTY
Except for the rights expressly granted to the End User under this contract, the FSA will retain all right, title and
interest in and to the licensed technology, including all worldwide technology and intellectual property and
proprietary rights.
1.51 CONTRACT ADVERTISMENT AND USE OF FSA LOGO
Vendor must not advertise or publish information concerning this Contract before the award is announced by the FSA.
Once the award is made, a Vendor may advertise the awarded Contract to both current and potential purchasers.
The official FSA Logo representing the sheriff's star and wreath may not be used without written permission. This
written request must include the detail of the logo's use and examples of said usage.
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions RevS-4-2017
2.0 BIDDER INSTRUCTIONS
2.01 FIRST YEAR BIDDER QUALIFICATIONS
In order for bids to be considered, first year Bidders to the Florida Sheriffs Association Cooperative Purchasing Program
must provide supporting material with their bid submission to demonstrate that they are qualified to satisfactorily
perform as an awarded vendor. .
Supporting material shall be provided on a thumb drive and shall include:
a. All information necessary to certify that the bidder maintains a permanent place of business;
b. A statement from the manufacturer that the bidder is an authorized distributor for the proposed manufacturer;
c. Information that the Bidder has not had just or proper claims pending against them or their company;
d. A listing of contracts for similar services that have been provided to public or private sector clients within the last
three (3) years;
e. Shall furnish the names, addresses, and telephone numbers of 5 government agencies for which the Bidder is
currently providing or has provided similar services; and
f. A Request for Consideration letter on company letterhead, which shall be dated priorto the bid submission date,
which should include:
1. The length of time the company has been in business;
2. The Dun and Bradstreet and/or Experian Business number;
3. If the company currently sells on a state or federal contract, if so identify which contract;
4. How many years of experience in government sales the company has;
5. Whether the company can accommodate fleets sales.,
6. Proof of a business line of credit from the guarantor used to support government fleet operations;
7. Additional information about the product line; and
8. Whether the company has ever been disqualified from any contract, if so identify which contract.
2.02 LICENSING/FACILITIES
Bidders are required to possess a Florida Motor Vehicle Dealers License in order to bid, and all bidders must maintain a
repair/warranty facility within the State of Florida to provide sales and service for the vehicles and equipment bid.
FSA Cooperative Purchasing Program Administrator reserves the right to periodically request additional or updated
information from a dealer regarding the repair/warranty facility during the solicitation and the term of the contract, if
awarded. The FSA Cooperative Purchasing Program Administrator may also exercise discretion in examining such facility
as deemed necessary.
2.03 INSURANCE AND INDEMNIFICATION
Vendor shall be fully liable for the actions of its agents, employees, partners, or third party suppliers and shall fully
indemnify, defend, and hold harmless the Florida Sheriffs Association, the participating agencies, and their officers,
agents, and employees from suits, actions, damages, and costs of every name and description, including legal counsels'
fees, arising from or relating to personal injury and damage to real or personal tangible property alleged to be caused in
whole or in part by bidder, its agents, employees, partners, or third party suppliers; provided, however, that the bidder
shall not indemnify for that portion of any loss or damages proximately caused by the negligent act or omission of the
Florida Sheriffs Association and participating agencies.
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
Vendor's obligations under the above paragraph with respect to legal action are contingent upon the Florida Sheriffs
Association and/or participating agencies giving the bidder (1) written notice of any action or threatened action, and (2)
the opportunity to take over and settle or defend any such action at bidder's sale expense_ Vendor shall not be liable for
any cost, expense or compromise incurred by the Florida Sheriffs Association, or participating agencies in any legal action
without bidder's prior written consent, which shall not be unreasonably withheld.
The Vendor shall be responsible for the work and every part thereof, and for all materials, tools, appliances and property
of every description, used in connection with this particular project.
The Vendor shall specifically and distinctly assume, and does so assume, all risks of damage or injury to property or
persons used or employed on or in connection with the work and of all damage or injury to any person or property
wherever located, resulting from any action or operation under the contract or in connection with the work. It is
understood and agreed that at all times the Vendor is acting as an independent contractor.
The Vendor at all times during the full duration of work under this contract, including extra work in connection with this
project shall meet the requirements of this section.
The Vendor shall maintain automobile liability insurance including property damage covering all owned, non-owned or
hired automobiles and equipment used in connection with the work.
No change or cancellation in insurance shall be made without 30 days written notice to the FSA Cooperative Purchasing
Program Administrator.
All insurance policies shall be issued by companies authorized to do business under the laws of the State of Florida and
these companies must have a rating of at least B+: VI or better per Best's Key Rating Guide, latest edition.
Original signed Certificates of Insurance, evidencing such coverages and endorsements as required herein shall be filed
with and approved by the FSA Cooperative Purchasing Program Administrator prior to execution of a contract with the
Florida Sheriffs Association.
The certificate must state Bid Number and Title. Upon expiration of the required insurance, the Vendor must submit
updated certificates of insurance for as long a period as any work is still in progress.
It is understood and agreed that all policies of insurance provided by the Vendor are primary coverage to any insurance
or self-insurance the FSA possesses that may apply to a loss resulting from the work performed in this contract.
All policies issued to cover the insurance requirements herein shall provide full coverage from the first dollar of exposure.
No deductibles will be allowed in any policies issued on this contract unless specific safeguards have been established to
assure an adequate fund for payment of deductibles by the insured and approved by the FSA Cooperative Purchasing
Program Administrator.
The liability insurance coverage shall extend to and include the following contractual indemnity and hold harmless
agreement:
The Vendor hereby agrees to indemnify and hold harmless the FSA, a 501(c)3, its officers, agents, and employees
from all claims for bodily injuries to the public in and up to the amount of $1,000,000 for each occurrence and
for all damages to the property of others in and up to the amount of $1,000,000 for each occurrence per the
insurance requirement under the specifications including costs of investigation, all expenses of litigation,
including reasonable legal counsel fees and the cost of appeals arising out of any such claims or suits because of
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions 00v8-4-2017
any and all acts of omission or commission of any by the Vendor, his agents, servants, or employees, or through
the mere existence of the project under contract.
The foregoing indemnity agreement shall apply to any and all claims and suits other than claims and suits arising out of
the sale and exclusive negligence of the FSA, its officers, agents, and employees, as determined by a court of competent
jurisdiction.
The Vendor will notify his insurance agent without delay of the existence of the Hold Harmless Agreement contained
within this contract, and furnish a copy of the Hold Harmless Agreement to the insurance agent and carrier.
The Vendor will obtain and maintain contractual liability insurance in adequate limits for the sale purpose of protecting
the FSA under the Hold Harmless Agreement from any and all claims arising out of this contractual operation.
The Vendor will secure and maintain policies of third party suppliers. All policies shall be made available to the FSA upon
demand. Compliance by the Vendor and all third party suppliers with the foregoing requirements as to carrying insurance
and furnishing copies of the insurance policies shall not relieve the Vendor and all third party suppliers oftheir liabilities
and obligations under any Section or Provisions of this contract. Vendor shall be as fully responsible to the FSA for the
acts and omissions of the third party suppliers and of persons employed by them as he is for acts and omissions of persons
directly employed by him.
Insurance coverage required in these specifications shall be in force throughout the contract term. Should any awardee
fail to provide acceptable evidence of current insurance within seven days of receipt of written notice at anytime during
the contract term, the FSA shall have the right to consider the contract breached and justifying the termination thereof.
If bidder does not meet the insurance requirements of the specifications; alternate insurance coverage, satisfactory to
the FSA Cooperative Purchasing Program Administrator, may be considered.
It is understood and agreed thatthe inclusion of more than one insured under these policies shall not restrict the coverage
provided by these policies for one insured hereunder with respect to a liability claim or suit by another insured hereunder
or an employee of such other insured and that with respect to claims against any insured hereunder, other insured's
hereunder shall be considered members of the public; butthe provisions of this Cross Liability clause shall apply only with
respect to liability arising out of the ownership, maintenance, use, occupancy or repair of such portions of the premises
insured hereunder as are not reserved for the exclusive use of occupancy of the insured against whom claim is made or
suit is filed.
2.04 SPECIFICATIONS
All units covered by this Contract and the detailed speCifications shall be the manufacturer's current basic production
model, and shall, as a minimum, be equipped with ALL standard factory equipment in accordance with the manufacturer's
latest literature unless otherwise noted in the bid document. Bidders must supply a unit that either meets or exceeds all
the requirements included in the applicable detailed specifications.
All bidders will be required to bid on the models listed in each deSignated specification.
All bidders will be required to provide any information requested on the price sheets, such as manufacturer and model
number of various components, or may have their bid rejected.
All equipment, options, and features provided must be designed, constructed, and installed to be fully suitable for their
intended use and service.
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2.05 FIXED PRICES
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev 8-4-2017
If the bidder is awarded a contract under this Invitation to Bid, the prices quoted by the bidder on the Bid Forms shall
remain fixed and firm during the term of this contract, unless otherwise addressed in a contract extension.
2.06 SEALED BIDS
One original binder, with one copy binder, and a copy on a labeled thumb drive of the Sealed Bid as well as any other
pertinent documents must be returned in order for the bid to be considered for award. All bids are subject to the
conditions specified herein.
A sealed bid is a completed bid that is submitted in a sealed and unopened container clearly marked with the Bid Title
and Number. Bids should be sent to the attention of FSA Cooperative Purchasing Program Coordinator, Florida Sheriffs
Association, 2617 Mahan Drive, Tallahassee Fl32308. Faxed or e-mailed bids will not be accepted.
2.07 NO BID
If not submitting a bid, respond by returning the enclosed "NO BID" form and explain the reason.
2.08 SPECIFICATION EXCEPTIONS, OMISSION AND ERRORS
Specifications are based on the most current manufacturer literature available. Bidders should immediately notify the
FSA
Cooperative Purchasing Program Administrator of any defects in the specifications or required submittal documents. All
notifications of defect must be in writing and timely submitted.
Bidders are required to indicate in their bid submissions those options which "require" additional equipment or model
upgrades to obtain the original option. Bidder must also identify those options that are available as a part of a package or
group. The factory codes listed in the ilPrices" section of the contract specifications must be used.
Failure of a bidder to comply with these provisions will result in bidders being held responsible for all costs required to
bring the vehicle into compliance with the contract specifications.
Exceptions to the specifications at the time of the bid shall reference the section and with a written explanation for the
request for exception. Any exceptions to the General Conditions or Bidder Instructions shall be cause for the bid to be
considered nonresponsive.
2.09 MISTAKES
Bidders are expected to examine the specifications, delivery schedules, bid prices and extensions and all instructions
pertaining to supplies and services. Failure to do so will be at the bidder's risk.
2.10 SAMPLES
Samples of items, when required, must be furnished free of expense and, if not destroyed, will, upon request, be returned
at the bidder's expense. Bidders will be responsible for the removal of all samples furnished within (30) days after bid
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions RevS-'-2017
opening. All samples will be disposed of after thirty (30) days. Each individual sample must be labeled with bidder's name.
Failure of bidder to either deliver required samples or to clearly identify samples may be reason for rejection of the bid.
Unless otherwise indicated, samples should be delivered to the Florida Sheriffs Association, Attention: Cooperative Bid
Coordinator, 2617 Mahan Drive, Tallahassee FL 32308.
2.11 EQUIVALENTS
The term "Approved Equivalent" is used to allow a bidder to bid components or equipment that are equal to the
components or equipment described in the detailed specifications. The FSA Cooperative Purchasing Program
Administrator shall have the sole authority to determine approved equivalents or qualified product specifications.
Brand Names: Catalog numbers, manufacturers 1 and brand names, when listed, are informational guides as to a standard
of acceptable product quality level only and should not be construed as an endorsement or a product limitation of
recognized and established manufacturers. Bidders shall formally substantiate and verify that product(s) offered conform
with or exceed quality as listed in the specifications.
If bidder offers a make or model of equipment or supplies other than those specified in the following, it must be so
indicated in the bid submittal.
Bidder shall indicate the manufacturer's name and number if bidding other than the specified brands, and shall indicate
ANY deviation from the specifications as listed. Other than specified items offered requires complete descriptive technical
literature marked to indicate detail(s) conformance with specifications and MUST BE INCLUDED WITH THE BID. Specific
article(s) of equipment/supplies shall conform in quality, design and construction with all published claims of the
manufacturer. NO BIDS WILL BE CONSIDERED WITHOUT THIS DATA.
The bid or individual specificiation will be considered nonresponsive if the submission lacks written indication of the intent
to quote an alternate brand or model.
Dealers offering alternate makes and manufacturers of vehicles or equipment not specifically identified in the bid cannot
utilize or publish the offering as an "OPTION" within the bid specification and detail. Offerings of this nature will cause
the bid to be rejected.
2.12 MANDATORY PRE-BID MEETING
ALL prospective bidders are required to attend the mandatory Pre-Bid Meeting. At this time prospective bidders will have
the opportunity to offer input and recommendations regarding the content of the bid specification and to meet with
committee members to answer any questions relative to this invitation to bid. At this meeting the bid specifications will
be discussed and it is the final opportunity for prospective bidders to make any last request for modifications or
corrections, or address other concerns relating to the bid or the process.
All addendums to the contract initiated by the FSA will be posted on the Florida Sheriffs Association Cooperative
Purchasing Program website at http://www.flsheriffs.org. Prospective bidders should check the website periodically for
any addendums to the solicitation documents.
FSA reserves the right to grant exceptions if the bidder has met all requirements and agrees to sign a memo of
understanding (MOU) and agree to meet all the terms and conditions without exception and further waive their right to
protest the bid process in its entirety or any portion thereof.
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2.13 PRICES QUOTED
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions 0,v8-4-2017
Deduct trade discounts and quote firm net prices. Provide both unit price and extended total, when requested. Prices
must be stated in units of quantity specified in the bidding specifications.
Vendors are to include a three quarters of one percent (.0075) administrative fee to their base bid prices at the time of bid
submission. This fee should also be included in all additional equipment items (add options) and should not be indicated
as a separate line item on any purchase order.
In case of discrepancy in computing the amount of the bid, the unit price quoted will govern. All prices must be Free On
Board (FOB) destination, unless otherwise stated in the Bidder Instructions. The Vendor has the authority to offer
discounts for prompt payment. Cash or quantity discounts offered will not be a consideration in determination of award
of the bid.
Awards made will be in accordance with these terms and conditions. Each specification must be bid separately. If two
items are linked together, the compound item can be removed from the bid.
2.14 OPTION PRICING
FSA Cooperative Purchasing Program Administrator has the discrection to disqualify Bidders if the pricing is excessive.
The bidder shall offer discount below Manufacturer's Standard Retail Pricing (MSRP) or manufacturers published list price
for any factory add options included in the bid submission and in resulting customer orders, if awarded.
Agencies are encouraged to negotiate option pricing with Vendors. Discounts can be provided beyond published list price
of add options. The additional discounts for each add option shall be decided by the Vendor.
When calculating the price for a manufacturer's option requested in this bid that is not listed as an option in the
manufacturer's order guide (i.e. model or engine upgrade), bidder must calculate the option price as the difference
between dealer cost on the representative base vehicle and total MSRP olthe requested option modifying the vehicle.
When add options listed are included in the base vehicle, bidder must submit options as "Included" or "STD" for standard.
Bidder must use proper factory codes for all factory add options. Options available through the factory MUST be bid and
supplied to Purchaser as "factoryll options, unless requested otherwise in writing by the Purchaser.
Options are intended to add or delete equipment and/or features from the base vehicle specification, and to provide an
, upgrade or downgrade to a manufacturer's model, such as a slightly different engine size or horsepower, and as such,
should not be made available for purchase separate from the base vehicle. Bidders shall NOT use add or delete options
to create a piece of equipment that is entirely different than the base unit called for in the specification, or any other
options, scheduled or non-scheduled, that do not meet the intention of options as stated above.
Bidder must indicate in their bid submission any option requiring the purchase of other options, and also indicate options
that are a part or dependent of another option.
The use of options to facilitate the sale of an alternate Manufacturer's product which is outside the scope of the written
base specification will be construed as noncompliant and the bid will be rejected in whole or part by the FSA Cooperative
Purchasing Program Administrator.
FSA Cooperative Purchasing Program 2017-2018
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
Example: Bidder CANNOT include option upgrades that result in the selling of a vehicle or truck on one
specification that is offered as a separate specification in the bid solicitation. For example, a Vendor who is
awarded the bid for 25,500 lb. GVWR Cab & Chassis cannot upgrade this item through an add option to a 30,000
lb. GVWR Cab & Chassis in order to circumvent the bid award winner for the 30,000 lb. GVWR Cab & Chassis.
Factory package options are allowable under this contract. Factory package options must be included in the add options
within the bid document and detailed specifically as to what components the package includes.
Dealer package options are not allowed under this contract.
Prices for options submitted by the bidder for Emergency Vehicle Lighting shall include all applicable state and federal
fees and charges, not including installation. Motorcycle pricing will include installation. No additional charges or fees are
admissible.
2.15 SUBMITTAL OF BID
Bidders must submit their bid electronically on VeBA, which is located at http:Uveba.flsheriffs.org. In addition to the
submission of specifications through the VeBA website, bidders who intend to bid on emergency vehicles are also required
to submit their lightbar package pricing through a separate document housed on the VEBA website. Any bidder who
offers emergency lighting and equipment to be installed on any vehicle or equipment, must provide evidence of EVT
certification for installation. This includes any third party suppliers and is applicable to red, blue or any color combination
of lighting.
A user name and password will be issued to qualified bidders. Prospective bidders are encouraged to download and review
the instructions located on the home page of VeBA. Instructions for entering and submitting bid specifications, as well as
lightbar package pricing, are included in this document. Questions regarding the use of VeBA should be addressed to
5upport@liguifusion.com.
Prices are to be rounded to the nearest whole dollar (i.e. $10, not $10.05). Bids not submitted within VeBA will be rejected.
Each bidder is responsible for ensuring that their bid is submitted before the deadline outlined in the Bid Calendar. Late
bids will not be considered and the system will not accept bids after the VeBA closing date and time specified in the Bid
Calendar.
In addition to submitting the bid via the VEBA system, one original and one exact copy of the bid package in separate 3-
ring view binders must be delivered to FSA. Each original and copy ofthe bid package must include dividers for each item.
Report folders will not be accepted. Mail packages to the attention of:
FSA Cooperative Purchasing Coordinator
Florida Sheriffs Association
2617 Mahan Drive
Tallahassee, Florida 32308
The bid package must be received at the Florida Sheriffs Association per the date and time specified in the Bid Calendar.
Failure to meet all submission requirements by the dates indicated in the Bid Calendar will result in rejection of the bid.
The electronic cover sheet, found on VeBA, must be filled out and placed in the front cover of the view binder. The sheet
must be completed with bidder name, contact person, telephone number and mobile phone number. The bidder shall
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FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
check the appropriate box indicating whether the submittal is an Original or Copy.
The Contract Signature page, Manufacturer's Certification, Insurance Checklist and Orug-Free Workplace Form shall be
placed as the first tab item in the bid package. Each specification shall be separated by tabs indicating the specification
number for each item being bid. Certifications should be listed in a separate tab. Manufacturer's print-outs can also be
inserted in a single tab.
Separate bid packages must be submitted for each individual dealership for which a bid was submitted through VEBA. The
bid package must include:
• Bidder must complete th~ Contract Signature page in its entirety, and must indicate by signature on the form
that bidder has read and understands the provisions contained in the Contract Terms and Conditions.
o All required documents must show the company name and be manually signed in ink by a dealer
principal and an employee who has the authority for bid submission if such employee is not a dealer
principal. Unsigned bids will be rejected. Rubber stamps, facsimile signatures, etc. will not be
accepted.
• Manufacturer's Certification Form. Bidder shall include a form for each manufacturer for which a bid is placed.
• Insurance Check List, located on VeBA Welcome Page
• Drug-Free Workplace Form (E), located on VeBA Welcome Page
• A printed copy ofthe submitted bid
• Manufacturer's print-out for each vehicle bid submitted. For example, Ford -Dora, or General Motors -GM
Autobook, or approved equivalent. The Manufacturer's print-out shall indicate an order code for the
Manufacturer's base model, all standard equipment, and any optional components required to provide the
base vehicle as outlined in the bid solicitation. Vendor installed aftermarket components are required to meet
the base vehicle specification and must be identified in writing on the printout.
o For specifications or units that do not produce a manufacturer's print-out, bid package must include
manufacturer's documentation that includes standard equipment and such other information that
provides verification that such item meets the base specification.
• Pricing Sheet for Emergency Vehicle Lighting and Emergency Light and Siren Certifications, if applicable
By virtue of the bid submission, Bidder acknowledges its obligation to sell vehicles and equipment in all zones for which
it is awarded. Failure of the Bidder to comply with these requirements may result in a fine of up to $1,000 per vehicle,
probation, suspension, termination or a combination thereof from current and future bids at the FSA Cooperative
Purchasing Program Administrator's discretion.
2.16 EXECUTION OF BID
Bid must contain a manual signature of an authorized representative in the space provided on the Contract Signature
page. Failure to properly sign bid shall invalidate the submission, and the bid shall NOT be considered for award. All bids
must be completed in pen and ink or typewritten. No erasures are permitted. If a correction is necessary, draw a single
line through the entered figure and enter the corrected figure above it. Corrections must be initialed by the person signing
the bid. Any illegible entries, pencil bids or corrections not initialed will not be tabulated. The original contract conditions
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and specifications CANNOT be changed or altered in any way. Clarification of bid submitted shall be in letter form, signed
by bidders and attached to the bid.
2.17 MODIFICATION OR WITHDRAWALS OF BIDS
A Bidder may submit a modified bid to replace all or any portion of a previously submitted bid up until the bid due date
and time. Modifications received after the bid due date and time will not be considered.
Bids can be withdrawn in writing prior to the Contract award.
2.18 LATE BIDS
Any bid or bids received after time and date specified in the Bid Calendar will be returned to the bidder unopened. The
responsibility for submitting a bid before the stated time and date is solely and strictly the responsibility of the bidder.
The FSA is not responsible for delays caused by mail, courier service, including U.S. Mail or any other occurrence. Any
reference to time will be based on Eastern Standard Time.
2.19 BID OPENING
Bids shall be opened on the date and time specified on the Bid Calendar.
2.20 DETERMINATION OF RESPONSIVENESS
Determination of responsiveness will take place at the time of bid opening and evaluation. In order to be deemed a
responsive bidder, your bid must conform in all material respects to the requirements stated in the Contract.
2.21 BID TABULATIONS
The Bid Tabulation report will be posted to the Cooperative Purchasing Program website after the electronic bid process
closes as indicated in the Bid Calendar. https:!lwww.flsheriffs.org/law-enforcement-programs/cooperative-purchasing-
progra mId ealers-on Iy
If there is a delay in posting the bid tabulation results, the FSA Cooperative Purchasing Program Coordinator will post a
notice of the delay and a revised date for posting of results.
2.22 MINOR IRREGULARITIES/RIGHT TO REJECT
The FSA has the right to accept or reject any and all bids, or separate portions thereof, and to waive any minor irregularity,
technicality or omission if the FSA determines that doing so will serve its best interest or the best interest of the
purchasers.
The FSA may also reject any bids not submitted in the manner specified in this document.
2.23 CONE OF SILENCE
This invitation to bid is subject to the Cone of Silence as indicated in the Bid Calendar. During this period all
communications regarding this solicitation between FSA and Bidder will cease, except for questions regarding problems
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incurred in the use of the FSA Cooperative Purchasing Program website. Bidders are encouraged to read the instructions
and view the tutorial video regarding operation ofVeBA. FSA is not responsible for Bidder's improper use of the website.
Exceptions will be granted to this section should any website malfunctions occur.
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3.0 CONTRACT CONDITIONS
3.01 GENERAL REQUIREMENTS FOR ALL VEHICLES AND EQUIPMENT
Once the bid has been awarded, the terms and conditions of this document become the Contract between the FSA and
the awarded Vendor.
The requirements specified herein apply to ALL vehicles or equipment purchased under the terms and conditions of this
contract. In the event there is a conflict between the requirements of the Contract Conditions and those of the detailed
specifications, the detailed specifications shall apply over and above the vehicle standard equipment.
3.02 STATEMENT OF AUTHORITY
Each person signing the Contract warrants that he/she is duly authorized to do so and binds the respective party to the
Contract.
3.03 VENDOR CONTACT INFORMATION
The Vendor will maintain current contact information with FSA at all times.
If a change occurs during at any given period of the contract, the vendor must submit the Vendor Change Document to
the FSA. The Vendor Change Document must be completed, signed by an authorized representative and submitted via e-
mail to CPP@flsheriffs.org.
A sample Vendor Change Document can be found in Addendum A and online at:
https://www.flsheriffs.org/uploads/FSA%20Bid%20Award%20Vendor%20Info%20Change%20Document%20REv%20S-
16A%281%29.pdf.
3.04 BID EVALUATION CRITERIA
Bids will be evaluated to determine if eligibility and contract requirements are met. Responses that do not meet all
requirements of this invitation to bid or fail to provide all required information, documents or materials may be rejected
as nonresponsive.
Bidders whose Responses, past performance, or current status do not reflect the capability, integrity, or reliability to fully
and in good faith perform the requirements of a Contract may be rejected as non-responsible. In determining a
responsible Bidder, the evaluation criteria will include:
• Adequacy of facilities, staffing, and financial resources;
• Previous experience with FSA contract or other similar government contracts;
• Ability to provide excellent customer service, including previous FSA contracts
In addition to first year bidders, FSA reserves the right to request staffing, performance and financial information from
any bidder during the evaluation process if FSA determines this information is necessary to award the bid.
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FSA reserves the right to determine which Responses meet the requirements, specifications, terms and conditions of the
solicitation, and which Bidders are responsive and responsible.
3.05 BASIS FOR AWARD
The FSA Cooperative Purchasing Program Administrator shall make awards to the lowest Bidder by specification, by
manufacturer and by zone to Bidders deemed to be responsive and responsible. Awards may also be made to the
second lowest Bidder by specification, by manufacturer and by zone, if applicable and determined to be in the best
interest of the FSA Cooperative Purchasing Program Administrator and the Purchaser.
The add options in the bid shall be for informational purposes only and will not serve as a basis for bid protest.
However, the FSA Cooperative Purchasing Program Administrator has the discretion to consider option pricing in making
the award if it is it's best interest or the interest of the Purchaser.
The FSA Cooperative Purchasing Program Administrator reserves the right to accept or reject any and all bids, and to
waive any minor irregularity, technicality or omission if it determines that doing so will serve the Purchaser's best
interest.
3.06 BID WITHDRAWAL
Bidder warrants by virtue of bidding the prices quoted in their bid response will be good for an evaluation period of sixty
(60) calendar days from the date of bid opening unless otherwise stated.
If a bidders believes that the bidder must withdraw the bid, the bidder must contact the FSA Cooperative Purchasing
Program Administrator immediately. Bid withdraws are handled on a case by case basis, and can result in a limitation of
participation in future bids.
3.07 ZONE BIDDING
Bidders are allowed to bid in one or more geographic zones. The zone map is Addendum B. A Space is provided for the
bidder to indicate zone bidding. Absence of any indication of a particular zone will mean that bids for each specification
will be considered in all zones.
3.08 OPTION TO RENEW WITH PRICE ADJUSTMENT
The contract may be extended for an additional two (2) years, on a year to year basis, if mutually agreed by upon both
parties. Prior to completion of each exercised contract term, the FSA may consider an adjustment to price due to increases
or decreases on the Consumer Price Index; but in no event will the prices be increased or decreased by a percentage
greater than the percentage change reflected in the Nationally published Consumer Price Index-Goods and Services,
computed 60 days prior to the anniversary date of the contract.
It is the vendor's responsibility to request any pricing adjustment under this provision. For any adjustment to commence
on the first day of the extension option period, the vendor's request or adjustment should be submitted sixty (60) days
prior to expiration of the then current contract term.
The vendor adjustment request must clearly substantiate the requested increase. If no adjustment request is received
from the vendor, the FSA will assume that the vendor has agreed that the optional term may be exercised without pricing
adjustment. Any adjustment request received after the commencement of a new option period will not be considered.
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The FSA reserves the right to accept the renewal adjustment or to allow the contract to terminate and re-advertise for
bids, whichever is in the best interest of the FSA.
3.09 ADDITIONS AND DELETIONS
The FSA reserves the right to add or delete any items from this bid or resulting contract when deemed to be in the best
interest of FSA and the participating Purchasers.
FSA reserves the right to remove, discontinue or suspend the sale or offering of any product or commodity within the
Invitation to Bid document or existing contract, at its discretion.
This decision to take action may be based upon and not limited to:
• Few or no sales
o Product recalls and other safety issues
o Dealer/Manufacturer performance
o Lack of relevance of products/commodities
3.10 EQUITABLE ADJUSTMENT
The FSA Cooperative Purchasing Program Administrator may make an equitable adjustment to the contract terms or
pricing at its discretion.
3.11 DISCOUNTS
Discounts must be a whole, positive percentage with no decimal place (e.g. 10%). Discount ranges are not permissable.
Discounts shall be below Manufacturer's Standard Retail Pricing (MSRP) or manufacturers published list price for any
vehicle, equipment and factory add options.
The dealer has the authority to offer additional discounts based on quantity, as well as additional manufacturer/dealer
discounts.
3.12 CONDITIONS
It is understood and agreed that any item offered or shipped as a result of this bid shall be the most current model offered,
i.e. the most current production model at the time ofthis bid.
3.13 PRODUCTION CUTOFF
Vendor shall notify the FSA Cooperative Purchasing Program Administrator in writing no less than sixty (60) calendar days
prior to the close of final order date by the manufacturer.
Purchase Orders received by the Vendor ten (10) business days prior to the final order date must be accepted and entered
into the order system with the manufacturer.
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If a purchase order has been timely received by the Vendor or the manufacturer, and the manufacturer fails to produce
or deliver the production year vehicle, the Vendor must provide the next yea~s equivalent model at current contract
prices.
Purchase Orders issued and received after the cutoff date will be subject to availability. In this case, the Vendor and
manufacturer may, at their discretion, choose to provide next year's model at current year's prices until the end of the
contract term.
3.14 FACILITIES
The FsA reserves the right to inspect the vendor's facilities at any time with prior notice.
3.15 SUBSTITUTIONS
The FsA or Purchasers will NOT accept substitute shipments of any kind. Vendors are expected to furnish the brand quoted
in their bid once awarded. Any substitute shipments will be returned at the Vendor's expense.
3.16 POLICE RATED VEHICLES/MOTORCYCLES
Vehicles in this category have been reviewed by one or more of the nationally recognized authorities on Police Vehicle
Testing Program/Evaluation. These vehicles were historically referred to as "Pursuit Rated".
These evaluations are not deSigned to recommend a particular product, but to serve as a resource for vehicles which are
currently being offered for law enforcement service. To see the full detailed report click or copy the links below.
The importance with which each individual phase is weighted in these evaluations is a subjective decision which should
be made by each agency based upon that agency's needs.
For the purposes of this bid specification the following recognized authorities are as follows:
STATE OF MICHIGAN Department of State Police and Department ofTechnology, Management and Budget
Police Vehicle Evaluation Program
http://www.michigan.gov/documents/msp/2017 MY Police Vehicle Evaluation Test Book-Final 544109 7.pdf
LASD LAW ENFORCEMENT VEHICLE TEST AND EVALUATION PROGRAM
Vehicles: http://www.la-sheriff.org/s2/static content/srvc/documents12017 Vehicle Test Booklet.pdf
Motorcycles: http://www.la-sheriff.org/s2/static content/srvc/documents{2017 Motorcycle Test Booklet.pdf
3.17 SPECIAL SERVICE VEHICLES:
Vehicles in this category in some cases have been reviewed by one or more of the nationally recognized authorities on
Police Vehicle Testing Program/Evaluation. These vehicles are often referred to as "Special Service Vehicle" (SSV) and
often used in public safety applications and other areas of government. Please refer to manufactures published
information for detailed information regarding these vehicles.
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3.18 EMERGENCY LIGHT AND SIREN CERTIFICATION STANDARDS
Emergency Light/Siren vendors are required to submit their SOciety of Automotive Engineers (SAE) Certifications prior to
bid submission for each contract. Under Florida Statute 316.003(1), an emergency vehicle is any vehicle driven by fire,
ambulance, or police. The statute extends to both privately and publicly owned vehicles. SAE Certifications are to include
Class 1, Class 2 and Class 3 to be eligible for participation in the FSA Contract. Price submission received without these
certifications will not be considered for inclusion.
3.19 CAB AND CHASSIS PURCHASES
Cab and Chassis can be purchased from the dealer without any required additional fitting by the dealer. However, the
dealer is not required to register/title the incomplete vehicle if an incomplete chassis is sold, unless the upfitting is
completed by the dealer or the dealer's licensed and certified upfitter.
However, the dealer is required to register/title the vehicle if an complete chassis is sold; only if the upfitting is completed
by a company other than dealer or the dealer's licensed and certified upfitter, is the dealer not required to tag and title
the vechicle.
If an agency chooses to upfitthe chassis utilizing a third party supplier and the work is outside of the scope of the purchase
order issued to the dealer by the agency, then the third party supplier must perform all the state mandates and issuethe
appropriate registration/title to the agency upon completion of the work.
FSA highly recommends that all upfitting of cab and chassis be performed by vendors who are licensed/certified to
perform such work to avoid unnecessary exposure to future liability.
The requirements of Florida Statute 319.21 related to the manufacturer statement of origin apply to cab and chassis
purchases.
3.20 FACTORY INSTALLED
All options specified as factory installed are to be installed on the vehicle at the primary site of assembly and is to be the
manufacturer's standard assembly-line product. No aftermarket and no dealer installed equipment will be accepted as
factory installed. Vendors found supplying aftermarket or dealer installed equipment where factory installed are specified
may be required to retrieve all delivered vehicles and reorder new vehicles meeting the specifications.
All factory ordered options are to be original equipment manufacturer (OEM) and factory installed unless otherwise noted
by the Vendor and acknowledged in writing by the Purchaser. Verbal agreements will not be recognized.
Aftermarket parts, modifications, and factory produced parts and components ordered and installed by a Vendor that do
not meet the requirements of factory installed components, will be rejected for noncompliance with the requirements of
the specification.
In the event that a component that does not meet the specifications is found installed on a vehicle before or after the
vehicle has been accepted by the Purchaser, the Vendor shall be required to replace the vehicle with a vehicle that meets
the required speCifications, including factory installed components. In the alternative, the Purchaser shall decide whether
they will accept dealer installed components.
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3.21 VENDOR INSTALLED
All vendor-installed accessories shall be installed according to the manufacturer's specifications. Examples include roll
bar, trailer hitch, etc.
All such accessories must be manufactured by an established manufacturer of the product provided. Vendor is required
to disc/ose Make and Model of product being offered and the location, design, and model must be approved by the
Purchaser prior to installation. Dealer must also disclose the warranty of any item that is less than or exceeds factory
vehicle factory warranty coverage.
An awarded Vendor that employs a third party supplier or subcontracts technicians to install emergency equipment on
vehicles purchased on this contract is required to utilize technicians that are certified in Law Enforcement Vehicle
Installation through EVT Certification Commission, Inc. or an approved equivalent.
The Florida Sheriffs Association Cooperative Purchasing Program Administrator may at any time during the contract
period request proof ofthe required certification.
Any awarded Vendor that violates this provision will be considered in default of the contract. FSA may terminate the
contract ten (10) days after a written notice of violation is provided.
3.22 NON-SCHEDULED OPTIONS
FSA attempts to include scheduled, factory and aftermarket options in the bid document. If an agency requests a non-
scheduled option that is not included in the bid document, the Vendor may provide this non-scheduled option. The
Purchaser has the opportunity to request the Vendor's discount pricing for any non-scheduled options during the quote
process. At no time should the non-scheduled option exceed MSRP or Published List Price.
Non-scheduled options should be listed as a separate line item and noted on the purchase order to include the price. All
non-scheduled options are covered under these terms and conditions.
3.23 FORCE MAJEURE
A Vendor shall not be penalized for a delay resulting from the Vendor's failure to comply with delivery requirements if
neither the fault nor the negligence of the Vendor or its employees contributed to the delay and the delay is due directly
to acts of God, wars, acts of public enemies, strikes, fires, floods, or other similar cause wholly beyond the Vendors
control, orfor any of the foregoing that third party suppliers if no alternate source of supply is available to the Vendor.
3.24 DELIVERY TIME
Vendors shall specify the estimated delivery time in calendar days for each item. The Purchaser should consult the Vendor
regarding vehicle production schedules. Delivery shall be within the normal working hours of the user, Monday through
Friday, excluding holidays.
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3.25 ORDER
FLORIDA SHERIFFS ASSOCIATION
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The Vendor shall submit a copy of the purchase order to the FSA Cooperative Purchasing Program Coordinator within 14
days of receipt from the Purchaser.
1. Purchasers shall issue a purchase order to the Vendor, which shall include the contract number, specification
number, Purchaser's federal identification number, name of point of contact and agency, phone number and
email address. Required delivery or due dates should be discussed with the dealer at the time of the quote. It is
important to note that Vendors do not have ANY control over production delays in schedules from the
manufacturer.
While it is recommended that an agency purchase from the IIzone " which is closest to their location, it is not
mandatory to do so. If the Purchaser determines that a Vendor in another zone can better serve the Purchaser's
needs, the Purchaser may buy from a Vendor in another zone. Vehicles purchased from vendors awarded in the
Police, Administrative, Utility Vehicles, Trucks & Vans contract, outside an awarded zone may, upon mutual
agreement between the Vendor and the Purchaser, charge an Out-of-Zone fee.
2. The Purchaser is required to forward an executed copy of the purchase order to the Florida Sheriffs Association,
Cooperative Purchasing Program Coordinator at the same time the purchase order is sent to the Vendor. Ernails
or hard copies are acceptable. Emails can be sent to Reports@flsheriffs.org.
3. If a Vendor receives a purchase order for a specification for which they were not awarded, the Vendor must
notify the Purchaser and return the purchase order to the Purchaser within three (3) business days.
4. All vehicles ordered prior to manufacturer's close of production and in accordance with the contract shall be
supplied in the manufacturer's next model run of that class vehicle even if it requires supplying a later model at
the original bid prices.
5. Vendor shall place the order with the manufacturer within 10 business days of receipt of the purchase order. The
Vendor shall assure that all orders are placed in full compliance with the specifications of the Contract and the
purchase order.
6. It is the Vendor's responsibility to ensure that the vehicle ordered by the Purchaser is fully compatible with all
ordered options and that the vehicle complies with all applicable manufacturer and industry standards. The
Vendor's acceptance of a Purchaser's order will indicate that the Vendor agrees to deliver a vehicle that will be
fully compatible with all of its options.
7. Any changes that are required to bring a vehicle into compliance with the various options due to an incorrect
order will be accomplished at the Vendor's expense.
8. A Confirmation of Order form shall be completed by the Vendor and returned to the Purchaser 14 calendar days
from receipt of purchase order without notification by the Purchaser. The Confirmation of Order form is included
in Addendum C.
Any additional information needed to complete this form should be obtained from the Purchaser. The form may
be modified to accommodate each Purchaser as necessary.
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3.26 VEHICLE DELIVERY
FLORIDA SHERIFFS ASSOCIATION
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At a minimum, pre-delivery service shall include the following:
• Standard Dealer and Manufacturer protocol for new vehicle delivery;
• Cleaning of vehicle, if necessary, and removal of all unnecessary tags, stickers, or papers. DO NOT remove window
price sticker or supplied line sheet;
• Speedometer must be correct regardless of the tires provided by the vehicle manufacturer or axle ratio furnished;
• Owner's manual and warranty manual to accompany each vehicle; and
• MSRP list sheet (window sticker) MUST be in the vehicle when it is delivered to the Purchaser. Vehicles that are
missing this form, or have forms that have been altered will not be accepted.
The successful bidder shall be responsible for delivering vehicles that are properly serviced, clean and in first class
operating condition.
Vendor shall complete delivery of the vehicle to the Purchaser within fourteen (14) calendar days of receipt of the vehicle
from the manufacturer or equipment supplier. Vehicles originating as an incomplete vehicle would be exempt.
Receipt of a vehicle by the Vendor is defined as acceptance of the vehicle from a common carrier at the Vendor's place of
business or any third party's place of business.
Deliveries of less than 3S0 miles may be accomplished by driving the vehicle. Any delivery accomplished by driving the
vehicle must be supervised and the driver must comply with manufacturer's break-in requirements and all applicable
traffic laws. Any delivery accomplished by driving a police rated vehicle must use an "OUT OF SERVICE" cover on light bars.
All deliveries in excess of 350 miles shall be made by transport, or otherwise approved by the purchasing agency.
Incomplete vehicles would be exempt. The Purchaser has the option to reject a vehicle with more than 350 odometer
miles, or may deduct $0.51 cents per mile in excess of 350 miles from the invoice, unless distance above 350 miles was
previously approved by the Purchaser. This requirement also applies to redelivery of vehicles that were rejected upon
initial delivery.
All warranties shall begin at the time of delivery to the Purchaser. The Purchaser's warranty should not be active for
incomplete vehicles or vehicles delivered to an upfitter before final delivery.
Vendor shall notify the Purchaser no less than twenty four (24) hours prior to delivery of the time and location, which
shall reflect the mutually agreed upon delivery details. Transport deliveries must be unloaded and inspected by Purchaser.
Deliveries not complying with these requirements may be rejected and will have to be redelivered at Vendor's expense.
All vehicles must contain no less than 1/4 tank of fuel as indicated by the fuel gauge at the time of delivery. For vehicles
and equipment that have more than thirty five (35) gallons of capacity, a minimum of ten (10) gallons of fuel must be
provided.
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3.27 INSPECTION AND ACCEPTANCE
It is the responsibility of the Purchaser to inspect a vehicle for any damages.
Each Purchaser shall make a good faith effort to inspect the vehicles or equipment before or at the time of delivery for
acceptance. One (1) day is the suggested period for inspection. However, if reasonable accomodations for inspection
cannot be made upon delivery, the Purchaser may have up to three (3) days to inspect the vehicle or equipment for
acceptance.
Inspection and acceptance will be at the Purchasers destination unless otherwise previously agreed upon location was
provided in the purchase order.
It is the Purchaser's responsibility to thoroughly inspect each vehicle prior to acceptance. Copies of the bid specifications
and purchase order will be delivered with the vehicle. Purchasers are to inspect the vehicle and compare bid
specifications, purchase order and manufacturer's window sticker or manufacturer's invoice to ensure vehicle meets or
exceeds the requirements ofthe technical bid specifications and the submitted purchase order. Purchasers should inspect
the vehicle for physical damage.
Delivery of a vehicle to a Purchaser does not constitute acceptance for the purpose of payment. Final acceptance and
authorization of payment shall be given only after a thorough inspection indicates that the vehicle meets contract
specifications and the requirements listed below.
Should the delivered vehicle differ in any respect from specifications, payment can be withheld until such time as the
Vendor completes the necessary corrective action.
Units shall be delivered with each of the following documents completed or included:
1. Copy of Customer's Purchase Order
2. Copy of the applicable Vehicle Specification
3. Copy of Manufacturer's Invoice or Window Sticker. Prices may be deleted from the manufacturer's invoice.
4. Copy of Pre-Delivery Service Report
5. Warranty Certification
6. Owner's manual
7. If the Vendor does not provide the tag and title, then the DHSMV 82040 (Application for Certificate of Title and/or
Vehicle Registration) which requires a signature of authorized representative.
Deliveries that do not include the above forms and publications will be considered incomplete and can be refused.
3.28 VEHICLE TAGS AND TITLE
Costs of tag and title shall not exceed the statutory rates. FSA Administrative Fee does not apply to tag and title work.
Title items shall be the responsibility of the Vendor .
. Reasonable administrative costs for obtaining temporary tags, tag transfers, and new tags are permitted and can be
negotiated between the Purchaser and the Vendor. All additional costs associated with obtaining, filing and shipping of
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tags shall be disclosed clearly in the comments section below the applicable option. Administrative costs can include
convenience fees, cost reimbursements for filing, obtaining or delivery of tags, or any costs over the original purchase
price.
3.29 INVOICING AND PAYMENTS
Invoicing and payments shall be the responsibility of the Vendor and Purchaser placing orders using this contract. Vendors
must invoice each Purchaser independently.
A Purchaser has three (3) working days to inspect and accept the vehicles or equipment. The Vendor shall be paid upon
submission of invoices to the Purchaser after satisfacory delivery and acceptance of the vehicles and/or equipment.
The Local Government Prompt Payment Act will apply to ensure timely payment of Vendor invoices. The Local
Government Prompt Payment Act is defined in Sections 218.70-218.80 of Florida Statutes.
3.30 WARRANTY REPAIRS AND SERVICE
All warranties shall begin at time of delivery and final acceptance by the Purchaser. Failure by any manufacturer's
authorized representative to render proper warranty service or adjustments, including providing a copy of the warranty
work order to the Purchaser, may subject the Vendor to suspension from the approved vendor listing until satisfactory
evidence of correction is presented to the FsA Cooperative Purchasing Program Administrator.
3.31 INADEQUATE SERVICE
When vehciles and equipment require service or adjustments upon delivery, the Vendor shall either remedy the defect,
or be responsible for reimbursing the manufacturer's local authorized dealer or other service provider to remedy the
defect. Such service or adjustments shall be initiated by the Vendor within 48 hours after notification by a Purchaser, not
to include weekends and holidays. Delivery will not be considered complete until all services or adjustments are
satisfactory and the vehicle or equipment is redelivered.
The provisions of the delivery section shall remain in effect until the redelivery is accomplished. The cost of any
transportation required shall be the responsibility of the Vendor until the vehicles or equipment are satisfactory and
accepted by the Purchaser.
3.32 REPORTING: PURCHASE ORDERS & QUARTERLY REPORTS
Purchase Orders
The Vendor must submit copies of purchase orders upon receipt to the FsA. Purchase orders are considered late if not
submitted fifteen (15) days after the date of the purchase order.
Vendors should scan a complete copy of the purchase order and attach it as a .pdf. Placethe document title in the subject
line of the e-mail and send purchase order copies to coop@flsheriffs.org.
The files should be named using the following examples:
Examples:
County = Florida County, County of PO 12345 ABC County BCC PO 12345.pdf
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City = Florida City, City of PO 12345
Sheriff = Sheriff Office of PO 12345
Education = Institution Name P012345
Quarterly Reports
ABC City PO 12345.pdJ
ABC Sheriff PO 12345.pdJ
ABC County Coffege PO 12345.pdJ
Quarterly reports are the contractual responsibility of each awarded Vendor. Quarterly Reports which do not adhere to
the required format or are not complete of all purchase orders will be returned to the reporting Vendor for correction of
deficiencies.
All quarterly reports are to be sent to coop@flsheriffs.org.
Quarterly Reports must be complete with the name of the dealer and the date. For example, "Spomot Motors, October
30,2017" would be in the document header. Do not indicate the quarter on the top of the report. Purchase orders are
not necessary for the quarterly report. An example of a Quarterly Report is in Addendum D.
Quarterly Reports are due no later than the 15th day of the month following the end of the quarter.
Quarterly reports should follow this schedule:
Quarter 1: October 1-December 31
Quarter 2:
Quarter 3:
Quarter 4:
January 1-March 31
April 1-June 30
July 1-September 30
Ql Report Due: January 15
Q2 Report Due: April15
Q3 Report Due: July 15
Q4 Report Due: October15
If a Vendor has no sales within a quarter, the vendor is required to submit a quarterly report and must indicate "NO SALES
THIS QUARTER" on the report.
3.33 ADMINISTRATIVE FEE
The Florida Sheriffs Association charges three quarters of one percent (.0075) to procure, process and administer the
Contract.
After receipt of payment from contract purchases, the Vendor shall remit all administrative fees to the FSA no later than
15 days after the end of each quarter. All fees payable to the FSA during any given quarter will be accompanied and
supported by a Quarterly Report.
Dealers are to include three quarters of one percent (.0075) to the base bid prices. The fee should be incorporated into
the price at the time of bid submission This fee should also be included on all add options.
It should never be listed as a separate line item on any purchase order.
The administrative fee is based on the total purchase order amount of new vehicles or equipment. This fee excludes any
value given to Purchasers for trade-ins. Trade-ins, extended warranties and other exchanges will not reduce or impact
the fee calculation.
The administrative fees is the contractual responsibility of each awarded Vendor.
By submission of the Quarterly Reports and admistrative fee, the Vendor is certifying the accuracy of the reports and
deposits. All reports and fee submissions shall be subject to audit by the FSA or their designee.
FSA Cooperative Purchasing Program 2017-2018
Page 40
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
All participating Vendors will be responsible for making sure that the FSA Cooperative Purchasing Program Administrator
has the contact e-mail address for the person responsible for all Quarterly Reports. There will be no reminders for the
Quarterly Reports or the administrative fee.
Checks for the administrative fee can be sent to:
3.34 FINES
Florida Sheriffs Association
Cooperative Purchasing Program
2617 Mahan Drive
Tallahassee, FL 32308
Failure to submit the administrative fee with accompanying quarterly reports within 15 calendar days following the end
of each quarter will result in late fines. Vendors failing to submit administrative fees and Quarterly Reports will incur a
$25 late fee for every day that fees and reports are past due, beginning on the 16th day following the end of the quarter.
If a civil action is initiated by the FSA to recover administrative fees or fines as set forth in this section and Section 3.33,
the prevailing party shall be entitled to its reasonable altorneys' fees and costs incurred in the litigation. Venue shall lie
in the appropriate court in and for Leon County, Florida.
When quarterly reports are late, fines are to be included in Vendor's Quarterly Report and administrative fee submission.
Late fines that are beyond 45 days can result in disqualification for future solicitations.
Schedule of Fines
Failure to submit quarterly report on time
Failure to report a Purchase Order to FSA within the 30 calendar days of the
purchase order date
Failure to Report Sales
FSA Cooperative Purchasing Program 2017-2018
$25.00 per day
$100.00 per Purchase Order
.0075 of the sales price plus 1.5% each
month following the delivery date.
Page 41
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-2017
Addendum A
Aorlda Sheriffs Association
Cooperative Purchasing Program
Vendor Change Document
P/.aSl! complete this 101m to wI/date a requuted duJnge to Comport}! Addresses, Contacts-or Contact Information ~/ow.
Include all uctiom whl're In./Ormation has c/Itmr;Ielt ofd and new.
FSA Contract Number(sjall'1!cb!d by .hanse:
This information Is requested by an'authorized representative of --::c-,--=:-:--:::,-------'
This requesrwiU take effect as soon as It Is received by F5A by e-mallrngto cooo@flsheriffs.org.
Name of Authorized Company Representlltive ________________ _
Job Titte' ___________ _ Cate of Request __________ _
Authorired Companv Representative Sisnature: _________________ _
FSA Cooperative Purchasing Program 2017~2018
Page 42
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms arid Conditions Rev8-4-2D17
AddendumB
FSA CONTRACT ZONE MAP
WESTERN
WESrnRN
BAY
CALHOUN
DIXlE
PSCAMlIlA
Fl\AN1<LlN
GADSDEN
G!J1.F
HOLMES
JACKSON
JEFFERSON
IAFAYIIT1'E
L1IDN
IJBERTY
MADISON
OKALOOSA
SANTA ROSA
TAYLOR
WALTON
WAKUIJ.A
WASHINGTON
cENTRAL
BREVARD
CITROS
DESOTo
HARDBE
1ffiRNANDO
HIGHLANDS
HII..ISBOROUGH
INDIAN RIVER
LAKE
MANATBE
OICEECHOBBE
OR.A...liIGE.
OSCEOLA
PASCO
PINELLA'
POLK
ST. LUCIE
SARASOTA
sEMINOLE
SUMTER
V.WJDlS
NORTHEIIN
ALACHUA
llAlCl!R
BRADFORD
CLAY
COLUMlllA
DUVAL
FLAGLER
GILCIDUST
HAMILTON
LEVY
MARION
NASSAU
PUTNAM
ST. JOHNS
SUWAN!lE
UNION
VOLUSJA
SDlJJ1IERN
BROWARD
CHARLOTIl!
COWER
GLADBS
HENDRY
LEE
MARTIN
MIAMI-DADE
MONROE
P.ALM: BEACH
FSA Cooperative Purchasing Program 2017-2018
CllN'fRAL
NORTHERN
Page 43
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rev8-4-Z017
AddendumC
CONFIRMATION OF ORDER
Florida Sheriffs Association
& Florida Association of Counties
CAB & CHASSIS TRUCKS & OTHER FLEET EQUIPMENT
BID NO. XXXXXXXXXX
A Confirmation of Order form shall ,be completed by the Vendor and returned to the Purchaser
14 calendar days,from receipt: of purchase order without notification by the Purchaser.
TO BE COMPLETED BY DEALERSHIP,
De.lershlp: _________________________ _
Address: __________________________ _
~ity; __________ State: ______ ~Zlp: _____ ~
C~Jritact Person:
~--~------~----~-------------------
Phon. Number: ___________ Fax: ~ __________ __
Specification No. ____ Type Vehide: _______________ __
Purchase order Number: ________ Purchase Order Received: _____ _
Order Was Placed With the Manufacturer on:
Under Production Number:
Deliver.y should occur within ___ , calendar days after receipt of Purchase Order.
A Copy of the Required Production Sneet(s) are Attached for Your Files.
COmmenu: _________________________ _
Agenq: __________________________ __
Contact Person: ___ ---'-____________________ _
Address: ______________________________ _
(tty: _____________________ State: ______ Zip: _____ _
Phone Number: ___________ Fax: ___________ __
E-mail: __________________________ _
A copy of this form should be attached and submitted with the Purchase Order as the last page.
FSA Cooperative Purchasing Program 2017-2018
Page 44
..
Name of Purchasing Agency
PageToial
FLORIDA SHERIFFS ASSOCIATION
Cooperative Purchasing Program
Contract Terms and Conditions Rov8-4-2017
Addendum D
IINSERT DEALERSHIP NAME HERE] ~nsed 7lJb.H_" Edll/
QUARTERLY REPORTfor BID #. (Enter Bid Number]
Effedive Datee: 0cI. 1, 2017111ru September 30, 2018
POt QIy. Spec.' Vehlcl. Type PO Date
$
TatalPO
Amount Admin, Fee
$ -
$ ·
$ ·
$ ·
$ ·
$ -
$ ·
$ ·
$ ·
$ ·
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -. $ .
Fees and reports are due no later than the 15th of the month following quarter end.
FSA Cooperative Purchasing Program 2017-2018
Pago 45
ATTACHMENTB
CONTRACT FOR POLICE RATED, ADMINISTRATIVE, UTILITY VEIllCLES,
TRUCKS AND VANS
1. CONTRACT PRICE, SPECIFICATION #51
2. CITY OF SOUTH MIAMI QUOTATION AND
SPECIFICATIONS
Thomas F. Pepe -01-11-16
Page 6 of6
~
FLORIDA
ASSOCLo\.'IlONOF
COUNTIES
All About Florida
FLORIDA SHERIFFS ASSOCIATION
& FLORIDA ASSOCIATION OF COUNTIES
1/2 TON 4-DOOR CREW CAB PICKUP TRUCK -4X4
SPECIFICATION #51
2018 Chevrolet Silverado 1500 (CKI5543)
2018 FordF-150 (WIE)
2018 GMC Sierra 1500 (TKI5543)
2018 Nissan Titan S (38018)
2018 Ram 1500 (DS6L98)
2018 Toyota Tundra Short Bed (8359)
THE FOLLOWING ITEMS WILL BE FACTORY INSTALLED ON THE BASE VEHICLE TO
MEET THE MODEL NUMBER AND BUILD CODES OF THE VEHICLE LISTED. PLEASE
REFER TO THE EMERGENCY VEHICLE LIGHTING AND SIRENS SECTION WITHIN
THIS CONTRACT FOR DESCRIPTIONS, SPECIFICATIONS AND AHARDED VENDOR
PRICING.
1. ENGINE:
a. Manufacturer's minimwn 6 cylinder gasoline engine, alternator, battery and cooling package.
2. TRANSMISSION/AXLES'
a. Manufacturers standard automatic transmission and axles.
b. Four wheel drive with automatic locking hub., includes an required options.
c. Limited slip differential on 4-wheel drive.
3. PERFORMANCE ITEMS'
a. Manufacturer's standard power steering.
b. Manufacturer's standard gauges.
4. COMFORT ITEMS:
a. Manufacturer's standard air conditioning with 134A system.
h. Manufacturer's standard tinted glass an around.
c. Manufacturer's standard AM!FM stereo.
d. Heavy duty rubber floor covering instead of carpet.
e. Manufacturer's standard production seats. Purchaser will select color at time of order.
f. Keys: two (2) per vehicle, single key locking system, (each vehicle keyed differently).
5. SAFETY ITEMS'
a. Dual outside mirrors and inside rearview mirror.
b. Interior dome lights with left and right door activated switches.
c. Manufacturer's standard air bags.
6. BRAKES'
a. Four wheel anti-lock brake ABS system.
1827
7. liliES AND WHEELS'
a. Manufacturer's standard tires and wheels.
b. Full size spare tire and rim, if available.
8. CHASSIS FRAME CAR'
a. Manufacturer's standard colors, factory painted. Colors to be determined by individual agencies.
b. Manutllcturer's standard fuel tank.
c. Manufacturer's standard front and rear bumpers.
d. Manufacturer's standard bed.
DISCLOSURE: THE FLORIDA SHERIFFS ASSOCIATION WORKING IN CONJUNCTION
WITH MANUFACTURERS, VENDORS AND DISTRIBUTORS OF VEHICLES/EQUIPMENT
DOES THEIR BEST TO ENSURE MODEL NAMES, NUMBERS AND CODES REPRESENT
THE LATEST INFORMATION AVAILABLE AT THE TIME THE BID DOCUMENTS ARE
PREPARED, IT IS RECOMMENDED THAT YOU CONFIRM THIS INFOIOIATION WITH
THE AWARDED VENDOR REPRESENTATIVE AT THE TIME YOU ARE REQUESTING A
CONFIRMING QUOTE.
1828
~
FLORIDA
ASSOClATIQNOF
COUNTIES
AIiAbout Florida
FLORIDA SHERIFFS ASSOCIATION
& FLORIDA ASSOCIATION OF COUNTIES
112 TON 4-DOOR CREW CAB PICKUP TRUCK -4X4
SPECIFICATION #51
2018 Ford F-150 (WIE)
The Ford F-\50 (W\E) purchased through this contract comes with all the standard equipmeot as specified by the manufacturer for
this model and FSA's base vehicle specification(s) requiremeots which are included and made a part of this contract's vehicle base
price as awarded by specification by zone.
ZONE:
BASE PRICE:
Western
$25,696.00
Northern
$25,596.00
Central
$25,789.00
Southern
$25,898.00
While the Florida Sheriffs Association and Florida Association of Counties have attempted to identify and include those equipment
items most often requested by participatiog agencies for full size vehicles, we relllize equipment needs and preferences are going to
vary from agency to ageocy. In an effort to incorporate flexibility into our program, we have created specific addIdelete options which
allow the purchaser to tailor the vehicle to their particular wants or needs.
The following equipment delete and add options and their related cost are provided here to assist you in approximating the total cost
of the typevehicle(s) you wish to order through this program. Simply deduct the cost of any of the following equipment items you
wish deleted from the base unit cost and/or add the cost of any equipment items you wish added to the base unit cost to determine the
approximate cost of the type vehicle(s) you wish to order.
NOTE: An official listing of all add/delete options and their prices should be obtained from the appropriate dealer in your zone wheo
preparing your order. Additional add/delete options other than those listed here may be available through the dealers, however, those
listed here must be honored by the dealers in your zone at the stated prices.
1847
VEHICLE:
DEALER:
ZONE:
BASE PRICE:
Order Code
XL6 1
Order Code
F-150 (WIE)
Coggin Ford
Western
$25,696.00
Delete Options
AMIFM slereoradio
Air conditioning
Full size spare tire and rim
Coggin Ford
Northern
$25,596.00
Limited slip differential on 4-wheel drive
Add Options
Prestige Ford
Central
$25,789.00
Coggin Ford
Southern
$25,898.00
AU Zones
NA
NA
NA
$100.00 1
AU Zones
Options are to be discounted below Manufacturer's Standard Retail
Pricing (MSRP) or manufacturers published list price for any factory
add options. Purchasers are encourage to negotiate pricing for
options. Additional discounts for each add option shall be decided by
the Vendor. Please refer to the Contract Terms and Conditions,
Section 2.14 Option Pricing.
995 I
98G I
98G I
98G/CNG I
98GILPG I
NONGV3 1
300A I
c l
85A I
Engineupgtllde -specify
Engine: 2.7L Vd' EcoBoost Includes auto start-stop technology. Includes: -3.55 Axle Ractio -QVWR: 6,600 Ibs: Payload .
l'aclaJge I " , ,
Engine upgtllde -specify
Engine: 5.0L V8 LATE AV.AILA1JIL/TY for flex-fuel capability. Includes auto start~top technology andflex-foel capability,
Includes: -3.3/ Axle Rndo -GVWR: 7,000 Ibs Payload Package 1
Bi_fuellllodel -specify
CNG model -specify
eNG conversion (discuss with dealer)
INCLUD$DCNG CONVERSION I
LPG conversion (discuss with dealer)
INCLUDED LPG CONVERSION I
! BatteI)', 650 cca or greater
I Dual batteries
I' 7,700 Ibs. GVWR
REQUIRES TRAILER TOW PKG & 5.0L VB ENGINE & I4l WHEELBASE (7600 GVWlI) I
I, Electric brake conttoller
, Traction control
i Manufacturer's model upgrade package (specify pkg. bid)
I, XLT TRIOM LEVEL 300A Base Includes: 4-way adjustable driver/passenger headrests. manual driver!passenger lumbar
and armrest wI storage, AM/FM Stereo/single-CD Player 6 speakers, SYNC w/enhanced voice recognition communication ! and entertainment system. 9 J J assist, 4.2" LCD display in center stack, Applink and J smrnt charging USB port. 1
: Seat trim upgrade -specify
i Powerwlndows/door locks
; XL Power Equipment Group: Power Windows (Front & Rear), Power Door Locks and Power MiTTOrs I
Speed control
I
$994.0 01 1
I
I I
I $1,994.00
I
I
I
$3/4.00 1 I
1 $314.00 1
$13,000.00 1
, ' I
$10,342.00 1
NAI I ,
NA[
I' $3,289.00 I
I
$274.00 1!
Sid '
I' $4,294.00 I
NcI
$1,169.00 I
$224.00 1
1848
VEHICLE:
DEALER:
ZONE:
BASE PRICE:
Wi
168 1
168/47R I
924157Q 1
58B 1
sse 1
3K 1
F-ISO (WIE)
Coggin Ford
Western
$25,696.00
: Tilt steering wheel
. Passenger dome !limp
1 Bucket seats in lieu of bench seat
; Cloth 40/Cansolel40 Front-Seals 1
Coggin Ford
Northern
$2S,S96.00
: Carpet in lieu of rubber floor covering
! Floormals
Prestige Ford
Ceotral .
$2S,789.00
Coggin Ford
Southern
$25,898.00
I Factory Mats_Included Carpeting -/1-WT/FL WeatherTech Floor Liners added/or $279. I
, Deep tinted gla,s . . .... ... . ! Factory Deep TilIt on Rear Glass wI Ireq. lUar Defroster. -/1-Dealer1nstalled [egalDeep Tint on all.Glass =; $320 .
l-//~ Limo / Dark Tint $369 with L,etter Authorlzingfrom Supervisor 1 ~
i
1 Sliding rear window
, AM/FM radio with ,ingleCD
On-Star
I
Satellite radio
Additional Key(s) or Key Fob(s) when applicable
TlDRD KEY PRICING IS FOR I KEY wrm NO PROGRAMMING. PLEASE cALL DEALER FOR KEY PRICING FOR
PROGRAhWlLE KEYS. $315 FOR KEY FOBS.1
'Side air bags .
. Cab Steps ! BLACK IN COLOR I
I
j Long bed in lieu of short bed I Left-hand pillar mounted 6" spotlight with clear halogen bulb, dealer installed
i Left & right-hand pillar mounted 6" spotlight with clear halogeo bulb, dealer installed
I Vent visors -stick-on style
l57WB 1
USPOT I
D/SPOT 1
RN-S 1
RN_Fl
BUGS!
54M-54Y I
WGG!
. i Rliinshields -flange style
I
ATB!
96W 1
'Bug shield
I
[ Trailer tow mirrors
! Wrap-around grille guard i ADD $375.00 FOR WINCH MOUNT PLATE I
I i Aluminum tool box
i HD Aluminum Diamond Plate Low Pro Tool Box /81/ Depth. -//-85 Gallon Fuel II Tool Combo with Whapedfuel
\.tant tool box. J 3GPMfoeJ transfer pump. hose. nozzle & GPI inline digitalflow meter = $1946 -/1-Saddle Box
i wlsingJe lid & 1Wo (2Jbed rail mounted side tool boxes $1,269 reqs. 1,7" WB. CaIJ/or options on sizes, depth or other :_1 . .
i Bedliner
i DROP IN BEDLINER 1
: SpraY-Qn bedliner (Rhino, Line-X or approved equivalent)
, Factory ---//-Dealer installed Spray in bed liner $560 I
. Tow hooks
SId!
Sid
$294.00 1 '
$144.00 1
$279.00 1
NA
$289.00·
NA
$484.00·
$100.00·
Sid I
$279.001 1
$1,300:00· :
S495.00ti
$870.00·1
$144.001 /
$169~00·1 I
$200.00· i
$394.00 1
1
I' $1,295.00 :
,
1 !
$396.00 :
$494.00· :
Sid '
1849
VEIDCLE:
DEALER:
ZONE:
BASE PRICE:
53Bt2BB I
SKJ-W I
F-150 (WIE)
Coggin Ford
Western
$25,696.00
Coggin Ford
Nmthern
$25,596.00
Class N hitch and ball .
Prestige Ford
Central
$25,789.00
Coggin Ford
Southern
$25,89S.00
Factory Rec. Hitch' w/7/olpm wire cotu:lector, 2"Drow Bar 2" Ball; -Pfl1"";"'//-2·5116" Bor & 801l0dd,$35 ~/I-Dealer
Installed HD ClasilYwl2.S" Receiver, 7 fin Wire Harness, Solid Steel ShqnkDraw ./Jar, 2 S116" Ball. pin &-Clip $695
· --/;.:.-;. UpgiYUiefrom Standard 2"-draw bar & 2"-baJl to 2'! ballrtife hook combo $169 ....... //-Upgradefrom standtud
draw bat & baJJ to 2 5/16" ball-pIlntile'hookcombo add $185. .
, 8,000 lb. winch with remote
: 8,OOOlb recovery winch with remote. (Reqs. Wrap around grill guard with winch mount plate 1
53A/2BB I Heavy duty towing Ilaclaigeup to 5,000 Ibs. with appropriate hitch
, Incl~t/ea 211 Bar& Bait l' .. .
53CIXL9t996 I : Heavy duty towing package up to 7,200 Ibs. with appropriate hitch
413 I
FTC I
FIfOpl
942 I
StCAP I
CtSLDS I
P/RCK I
SILR I
153 I
S5H I
BUA 1
76C I
BUC I
Max Trailer Tow Package (Includes Required 3.5L V6 EcoBoost®@ 10 speed trans) -XL Base: incl. Smart Trailer Tow
! Connector. 4-plnl7-pln wiring, Class, W trailer hitch receiver. upgradedfront stabilizer bar. auxiliary transmission oil I cooler (Pro Trailer Backup Assist (47E) is optional on XIE.101A (47£ requires 76C and ADD $394 I ,
iSkidplates
i I Fiberglass tonneau cover (painted to match)
I UTe= Undercover Black Composite Tonneau Cover = $1.390 -/1-Factory Hard Tri-Fold Tonneau Cover"" $ 1290
i -/1-For Retrax. Brand locking retractable cover use $1.446 -11-Roll-n-Iock brand use $1.546 1
! Fiberglass cabbigh topper with front, side .and rear windows (painted to match)
l Fornde ~eas wbidowa in.lleu o/ftxBdglass add $ 385 1
! ! Daytime running lights
i Immobilize daYtime running lights
~ All terrain tires in lieu of all season tires
: Nitrogen filled .tires including spare tire ,
: Full size spare tire and rim
1 Midbox body option ,
i Steel truck cap
i Leer or Equal Aluminum Commercial Topper (WHITE), 23" High, Front Window, Full Side Doors with Driver &
! Passenger Side Tool Boxes including (1) Vertical & One (1) Horizontal Divider, Rear lift Up Door wlWindow, -II-
i Fiberglass Commercial Topper Painted to Match add $420 -11-Double Swing Rear Doors w!vert. glass add ! '388SpaceKap or comparable -6' (I'ransferable Body), Body can be placed in any 8' truck bed. Easily transferable.. Also i (lI)ailablefor 8' truck bed -11--Add Contractor Bin Pkg/or $1,335. Add Service Pkgfor $2,985. I
, Cab shield headache rack (protects back of cab)
, Pipe rack w/expanded metal basket over cab (for pickup bed)
Pipe rack wtexpanded metal basket over cab (for utility body)
· Single ladder rack side mounted (specify street or curbside)
Fronllicense bracket
· Backup alarm, factory installed
· Backup alarm, dealer installed
Backup camera with 3.5" LCD (rear mounted camera to provide wide angle field of vision at rear
ofvehlcle) -factory installed
REQUIRES EQUIPMENT UPGRADE lOlA PKG I
· Backup camera with 3.5" LCD (rear mounted camera to provide wide angle field of vision at rear
of vehicle) -dealer installed
Ii $1,225.00 i
$598;00 1 ,
Ii $1,845.00 i
I
$159.00 1 )
fI $1,845.00 I
$1820.001i ,. ;
)
$44.00 1!
NA
Sid
NA
Sid ; ,
NA
1 $3,280.00
i
$598.00 1 :
1 : $1,792.00 !
NA·
I $1,160.00
NCI ·
$124.00 1 ;
$124.00 1 :
$249.00 1 ,
$695.00 1
1850
VEHICLE:
DEALER:
ZONE:
BASE PRICE:
LGl2 '
c/sm'
76R'
WRAP'
RSISK'
LABOR'
NEWT'
TRANS'
TEMP'
F-150 (WIE)
Coggin Ford Coggin Ford Prestige Ford Coggin Ford
Western Northern Central Southern
$25,696.00 $25,596.00 $25,789.00 $25,898.00
; Optional equipment -specity
1,200 Ibs capacity lift gate 1
Optional equipment -specity ..
Ram No~Drlll Laptop Computer Siand includes Installation., --//-600w PoWer"lnverter' installed add.$489 --I1-JOOOw
Power.Inverle,'instaUed add $848.1 ..
Optional equimnent -specity
Reverse Sensing 1
Optional equipment -speeity.
Wrap/or the Windows-or the entire vehicle. Call/or_pricing I
Optional equipment -speeity
DOT Road Side Safety Kit = Slbs ABC Fire Extinguisher, First Aid Kit & Three (3) Road Side Rejlective Triangle in a
Case'
Labor rate per hour
New state tag (specify state, county, city, sheriff, etc.) Admin Cost $7'.95'
Transfer existing registration (must provide tag number) Admin eoat $91.25'
Tempormy tag Admin Co.t 526.00'
MaiittenancePlan -specify
Maiittenanee Plan -specity
Maiittenance Plan -specity .
Warranty -specity
Warranty -Specify
Warranty -specify
" $2,795.00 ;
$569.00':
$274.00'
$1,000.00'
$269.00'
$100.00'
$189.00 i
$169.00'
$45.00'
1851
IliA
NA
NA
NA
NA
NA
Vendor: Coggin Ford
Address 9650 Atlantic Blvd.
Jacll:sonville. Fl. 32225
Off # (904) 608-4240
From: Rick Hoening
Email: RHoening@CogginAulo.com
FEID: 47-3473001
QUOTE
Requester: Steven Kulick
Date: 1/17/2018
Agency: City of South Miami
6130 Sunrise Dr
South Miami, FL. 33143
Contact # 305-663-6339
E-Mail skulick@soulhmiamifl.gov
FSA Contract 17-VEL2S.0
51 Truck 2018 ord F-1 rew ab 4W Model# W1E $38,725 $25,898 $25,898
Crew White Exterior
4WD
XL6 Limited Slip Rear Axle
Options
157 Long Bed
9SP 2.71tr v-a Ecoboost Eng Required wI 15?" LWB
a7T Electric Brake Controller
ATB Aluminum ToolBox
SSW Spray on Bed Liner
5381288 Glass IV Ree. Hilch & Ball
76C Backup Camera
aSH Backup Alann
LG12 1,200 Ibs Lift Gate Installed
8KIW 8,000 Ibs Capacity Winch Reqires WGG wI Plaia
WGG Grille Guard wI Winch Plaia
N/TAG New Tag & Titre
WARR Extra Care Ext Warranty 5 Yr/75,OOO 0 Oed
Multi Option Discount
Unless color Is spsclfled, the vehicle wIJI be 0IdeI8d While
Accepted By: _________ _
D.te' __ _
Included
$2,669 $1,300 $1,300
$995 $950 $950
$275 $274 $274
'449 $449
$495 $494 '494
$685 $655 $655
Included
$125 $124 $124
$2,795 $2,795
$1,225 $1,225
$1,350 $1,350
$189 $189
$1,990 $1,990
-$578
TOTAL $37,115
I
j
l , ,
1/17/2018 Detail by Entity Name
.u m:;J(J!'i of
CCjYfJW~.AT1()(f0
pepartment of State J DIVIsIon Qf Corngrn!!ons I Search Records I Detail By Document Nymber I
Detail by Entity Name
Foreign Limited Liability Company
ASBURY JAX FORD, llC
Filing Information
Document Number
FEUEIN Number
OateFiled
State
Status
pringlpal Addru.s
M15000002074
47-3473001
03/19/2015
DE
ACTIVE
2905 PREMIERE PARKWAY, STE 300
DULUTH. GA 30097-5240
Mailing Address
2905 PREMIERE PARKWAY, STE 300
DULUTH, GA 30097-5240
Registered Agent Name & AddreSS
CORPORATION SERVICE COMPANY
1201 HAYS STREET
TALLAHASSEE, Fl32301-2525
AUthorized PeT.onls) Detail
Name & Address
liHe MBR
ASBURY AUTOMOTIVE JACKSONVillE, L.P.
2905 PREMIERE PARKWAY, STE 300
DULUTH, GA 30097-5240
litle P, CEO
hUlT.DAVID
2905 PREMIERE PARKWAY, STE 300
DULUTH, GA30097-5240
TllleVP
MONAGHAN, CRAIG
2905 PREMIERE PARKWAY, STE 300
DULUTH. GA 30097-5240
DIVISION 010 CORI"ORATIONS
htlp:IIS&aro1>.SIJJlblz.oqj!JnquilylCorporationSearch/SearchResuHDelail?inquirylype=EntityName&dlrecHonType=lnIHal&searchNameOrder=ASBURYJA... 1/2
2017 FOREIGN LIMITED LIABILITY COMPANY ANNUAL REPORT
DOCUMENT# M15000002074
Entity Name: ASBURY JAX FORD, LLC
Current Principal Place of Business:
2905 PREMIERE PARKWAY, STE 300
DULUTH, GA 30097-5240
Current Mailing Address:
2905 PREMIERE PARKWAY, STE 300
DULUTH, GA 30097-5240
FEI Number: 47-'1473001
Name and Address of Currsnt Registered Agent:
CORPORATION SERVICE COMPANY
1201 HAY8STREET
TAUAHASSEE, FL 32301-2525 US
FILED
Apr 24, 2017
Secretary of State
CC4427778637
Certificate of Status Desired: No
ThfJ sbovs named entity 8ubmfts this statement for the purpose 01 changing its tegistered offlce or registeled sgenl, or both. In the State of Florida.
SIGNATURE:
~B~e-c~~.-n~~~~~g-nmu~~-m~R~~~I~~re-d~Age~n~t----------------------------------------nD.~~~--
Authorized Person(s) Detail :
Tolle
Name
Address
MBR
ASBURY AUTOMOTIVE
JACKSONVILLE, L.P.
2905 PREMIERE PARKWAY, STE 300
Clty-Stote-Zip: DULUTH GA 30097-5240
TiDe VP
Name MONAGHAN, CRAIG
Address 2905 PREMIERE PARKWAY, STE 300
Clty-Stote-Zlp: DULUTH GA 30097-5240
THIe SECRETARY
Name VILLASANA, GEORGE
Address 2905 PREMIERE PARKWAY, STE 300
Clty-State-Zip: DULUTH GA 30097-5240
Title TREASURER
Name PETTONI, MATTHEW
Address 2905 PREMIERE PARKWAY, STE 300
Clty-Stote-Zip: DULUTH GA 30097-5240
TIUe P,CEO
Name HULT, DAVID
Address 2905 PREMIERE PARKWAY, STE 300
Clty-State-Zip: DULUTH GA 30097-5240
Title VP
Name MEES, MATTHEW
Add", .. 2905 PREMIERE PARKWAY, STE 300
Clty-State-Zlp: DULUTH GA 30097-5240
TItle VP
Name KAROLlS, GEORGE
Address 2906 PREMIERE PARKWAY, STE 300
City-Stot&-Zlp: DULUTH GA 30097-5240
I h&r8hy certify IMr the InfoImafIon indicated on this reporl or supplemental report Is true and accurate Bnd thai myelectronfc Blgnsluro shall have 'he same legal effect ItS H made under
oath; that I am a mansgfng mtmber or mtlnBgfKoI the bled liability company or IIJfJ mcelwror trustoo emp(JIWitAld to exe~ th18 report .a, mquJTBd by Chapter 605. Ronda Statut&S; .and
that my nama appears shove, or on.an alI.acllmenf with .aIJ oIh.ar 1Ik& ampoW8$d.
SIGNATURE: MATTHEW MEES VP 04/24/2017
EIe~nic Slgnmu,e of Signing Authorized Person(.) Detail Dato