RFP for Ambulance Purchasef Y \*
REQUEST FOR PROPOSAL (RFP) for
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COMMUNITY* SERVICE* OPPORTUNITY
1400 SCHERTZ PARKWAY, SCHERTZ, TEXAS 78154
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Sealed Requests for PROPOSAL (RFD's) addressed to the Director of Purchasing, will be received
on June 19, 2014 until 11:00 a.m., at the Purchasing and Asset Management Department, 10
Commercial Place, Bldg. #1, Schertz, Texas 78154. All Requests for Proposal must be in the City of
Schertz's possession on or before the scheduled date and time (no late RFP's will be accepted).
Be advised that if your company is contemplating on responding to this RFP you MUST register as a
Schertz Vendor at www; ubGc urchase:com so any changes /additions via Addendum can be
accessed by your company. Vendor registration instructions can be found at www.schertz.com
Departments, Purchasing, Open Bids and click on the words "Vendor Registration Instructions'. Any
questions in reference to this Proposal maybe directed to Rita Duprat- Waldo, Director of Purchasing
& Asset Management at (210) 619 -1160.
Request for Proposal responses received after the deadline will not be considered. The City shall
evaluate the Request for Proposal on the basis of the ability to meet specifications and delivery
schedule, experience, and other factors identified within the attached request for Request for
Proposal solicitation.
The City of Schertz reserves the right to refuse and reject any or all responses, waive any or all
formalities or technicalities, accept the response or portions of the response determined to be the
best and most advantageous to the City, and hold the responses for a period of 120 days without
taking action. The City of Schertz reserves the right to accept responses from more than one firm
determined to be the best option for the City. Respondents are required to hold their responses firm
for the same period of time.
Hand- deliver Bids: Purchasing & Asset Management Department, 10 Commercial Place,
Bldg # 1, Schertz, TX 78154
If using Land Courier (i.e., Fed EX, UPS): Purchasing & Asset Management Department, 10
Commercial Place, Bldg. #1, Schertz, Texas 78154,
A Pre- Submittal Conference will not be scheduled for this proposal.
LABELING INSTRUCTIONS: Envelopes must be clearly marked:
CITT OF SUAERTZ Or PR(YP4SAJ
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AMBULANCE PURCHASE
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CITY OF SCHERTZ
Please read the requirements thoroughly and be sure that your response complies with all
requirements /specifications noted. Any variation from the solicitation requirements /specifications must
be clearly indicated by letter, on a point by point basis, attached to and made a part of your RFP: If no
exceptions are noted, and you are the successful respondent, the City of Schertz will require that the
service(s) be provided as specified.
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The purpose of these specifications /requirements and RFP documents are to award a Purchase
Agreement for:
"ATIM0 MIT
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The product to be provided under the RFP /Proposal shall be in accordance with and shall meet all
specifications and /or requirements as shown in this solicitation for Request for Proposal (RFP). There
is no intention to disqualify any respondent who can meet the requirements.
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RFP's shall be submitted in sealed envelopes as referenced on the attached solicitation. One (1)
signed original marked "ORIGINAL", five (5) complete sets marked "COPY 1, COPY 2, etc." and (1)
DVD or USD of the response is to be submitted complete with all supporting documentation. RFP's
submitted by facsimile (fax) or electronically WILL NOT be accepted. Submittal of a response to this
Request for Proposal (RFP) constitutes an offer by the respondent. Once submitted, RFP's become
the property of the City of Schertz and as such the City reserves the right to use any ideas contained
in any response regardless of whether that respondent/firm is selected. Submission of a proposal in
response to this solicitation, by any respondent, shall indicate that the respondent(s) has accepted
the conditions contained in the RFP, unless clearly and specifically noted in the RFP submitted and
confirmed in the contract between the City and the successful respondent. RFP's which do not
comply with these requirements may be rejected at the option of the City. RFP's must be filed with
the City of Schertz before the deadline day and hour. No late RFD's will be accepted. They will be
returned to respondent unopened (if properly identified). Failure to meet RFP requirements may be
grounds for disqualifying your proposal.
Hand - deliver RFP's: Purchasing & Asset Management Department, 10 Commercial Place,
Building #1, Schertz; TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management Department,
10 Commercial Place, Building #1, Schertz, Texas 78154
Respondent's are advised that the City of Schertz shall not allow the successful respondent to sell,
assign, transfer, or convey any part of any contract resulting from this RFD's in whole or in part, to a
third party without the written approval of the Purchasing and Asset Management Department for the
City of Schertz.
PREPARATION OF RFD's:
Responses MUST give full firm name and address of respondent, and be manually signed: Failure to
do so will disqualify your submittal. Person signing the response must show title or AUTHORITY TO
BIND HIS /HER FIRM IN A CONTRACT. Firm name and authorized signature must appear on each
page that calls for this information. The legal status of the Respondent/Bidder whether corporation,
partnership, or individual, shall also be stated in the submittal. A corporation shall execute the
submittal by its duly authorized officers in accordance with its corporate by -laws and shall also list the
state in which it is incorporated. A partnership Respondent/Bidder shall give full names and business
addresses of all partners. All partners shall execute the submittal. Partnership and Individual
Respondent /Bidder shall state in the submittal the names and addresses of all persons with a vested
interest therein. The place of residence of each respondent/ bidder, or the office address in the case
of a firm or company, with county and state and telephone number, shall be given after the signature.
Any costs associated with assembling this submittal will be at the sole expense of the respondent.
TIME ALLOWED FOR ACTION TAKEN:
The City of Schertz may hold RFP responses 120 days after submittal deadline without taking action.
Respondents are required to hold their proposals firm for same period of time.
RIGHT TO REJECT/ AWARD:
The City of Schertz reserves the right to reject any or all RFP's, to waive any or all formalities or
technicalities, and to make such awards of contract as may be deemed to be the best and most
advantageous to the City of Schertz.
AWARD:
Respondents are advised that the City of Schertz is soliciting Requests for Proposal in compliance
with Local Government Code 252 "Purchasing and Contracting Authority of Municipalities," and award
shall be made to the respondent(s) that in the opinion of the City of Schertz is the best qualified and
can provide the best product for the City.
ALTERATIONS /AMENDMENTS TO RFP:
RFP's CANNOT be altered or amended after the opening deadline. Alterations made before opening
time must be initialed by respondent guaranteeing authenticity. No RFP may be withdrawn after
opening time without reasonable exception in writing and only after approval by the City of Schertz.
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The respondent shall attach to his /her RFP a list of any exceptions to the specifications /requirements,
on a point by point basis.
INTERPRETATIONS:
Any questions concerning the requirements or scope of work with regards to this solicitation for
Requests for Proposal shall be submitted using the Questions button on the RFP for Ambulance
Purchase bid portal at vaww.publicpurchase.com. Interpretations, regarding this request for Request
for Proposal, shall be furnished in writing to all registered Respondents via Public Purchase, No
interpretation shall be considered binding unless provided in writing by the City of Schertz in
accordance with paragraph entitled "Addenda and Modifications ".
SYNONYM:
Where in this proposal, "RFP for SERVICES" is used; its meaning shall refer to
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I. PURPOSE
The City of Schertz, Texas requests submissions from qualified vendors for the purchase of
Emergency Medical Services ambulances.
1I. PROPOSAL REQUIREMENTS
Respondents are encouraged to submit concise, clear responses to this solicitation. Responses of
excessive length and /or complexity are discouraged. Each RFP must address, but not be limited to,
the following requested information. Proposals that do not include the required information may be
deemed non - responsive and may not be considered for contract award.
Respondents are encouraged to be specific about the firms' expertise as it relates to the request for
Request for Proposals. All documents and information must be complete.
1. Firm name, including the addresses of business, identifying location where the product will
be constructed, fabricated and shipped from.
2. Name; position, phone (including cell phone), fax numbers, e -mail contact of contact
person(s).
3. Names of principals and the number of years the company has been in business.
4. Number of staff in the company, by trade, that will be working to provide ambulances to the
City, respondents shall provide a description of the experience, and workload of the
employees assigned to provide ambulances to the City.
5. List and briefly describe at least reference clients, with dates and performance results for
each client. include names, addresses and phone numbers of representatives of these
clients who may be contacted as references.
B. Current delivery schedule and capacity to provide the product in a timely manner.
7. DBE / MBE/ WBE and Affirmative Action status of company.
8. Name and phone number of direct contact person who would be responsible for
interacting with City Staff on this proposal.
9. Any other items; which the respondent deems necessary.
10. Proposed cost structure for providing a finished product to the City of Schertz.
III. EVALUATION PROCESS
After the deadline for receipt of RFP's, an evaluation committee will review all submissions utilizing
the evaluation criteria noted below.
IV. EVALUATION CRITERIA
The following criteria and weight factors will generally be used to evaluate the RFP:
1. Experience in providing vehicles to the City of Schertz or any other U.S. government
entities. Include a list of vehicles previously provided to the City. (0 -15).
2. Delivered price of ambulance (0 -25).
1 Business references, particularly other municipal entities that purchased vehicles, (0 -15).
4. Key personnel's professional background, certifications; licenses and experience in
providing the requested products. (0 -1 "5).
5. Projected timeline for providing the finished product to the City. (0 -15)
6. Ability to provide products that meet or exceed United States standards for emissions,
safety, fuel economy, and warranty (0 -15).
V. SELECTION PROCESS
Based on the Evaluation Committee review, several companies may be short - listed, for further
consideration, and may be required to submit supplemental information and /or an interview or
presentation. The City reserves the right to reject all submissions.
VI. ADDITIONAL REQUIRED INFORMATION
The following Items must be included as part of your RFP Submittals:
Executive Summary
• List of local or office(s) and resources in the United States.
• Overview of product you can provide and approximate wait time.
Describe your organization's personnel
• Specify the number of full -time employees engaged in providing vehicles listed in this
proposal
References
• Provide at least three (3) references (entities) for which you have provided equipment.
These references should include the name of the contact person,: address, and phone
number.
• Any other information you consider pertinent to this RFP.
VII. CONTRACT AWARD
The selected vendor must be willing and able to execute a Purchase Agreement with the City of
Schertz, TX. The City does not guarantee that a contract (or contracts) will be awarded as a result
of the RFP. In the event that a contract award is made, but the contract is not executed, the City
does not guarantee that the contract will be re- awarded.
Responses to the RFP must be addressed to Rita Duprat - Waldo, Director of Purchasing & Asset
Management, City of Schertz, and received at the Purchasing and Asset Management Department,
10 Commercial Place, Building #1, Schertz, TX 78154, by 11:00 a.m., June 19, 2014 for
consideration. One (1) signed Original, five (5) complete sets of the response and a DVD or USB
copy must be submitted no later than this date and time in a sealed envelope indicating that its
contents are in response to the Request for Statement(s) of PROPOSAL Request, please refer to
Notioe for la;6etinp instructions.
RFP's will be accepted in person, by United States Mail, or by private courier service, RFP's will not
be accepted by oral communication, telephone, electronic mail, telegraphic transmission, or
facsimile transmission, RFP's may be withdrawn prior to the above scheduled time set for closing.
Alterations made before RFP closing must be initiated by respondents guaranteeing authenticity.
Hand- deliver Bids: Purchasing & Asset Management Department, 10 Commercial
Place, Building #1, Schertz; TX 78154
If using Land Courier (i.e., FedEx, UPS): Purchasing & Asset Management
Department, 10 Commercial Place, Building #1, Schertz, TX 78154
There is no expressed or implied obligation on the part of the City of Schertz to reimburse
responding firms for any expenses incurred in preparing Request for Proposal in response to the
request
IX. CLARIFICATION OF REQUIREMENTS
All requests for additional information or clarification concerning this RFP must be submitted, in
writing, no later than 4 :00 P.M., June 13, 2014 using the eProcurement site at
www. Publicou rchase: com:
l.IS1TiWlt �u #Fdffl V e k
Any changes, additions, or clarifications to the RFP are made by amendments (addenda) and will
be posted on the Public Purchase website. Any respondent in doubt as to the true meaning of any
part of the RFP or other documents may request an interpretation from the Purchasing and Asset
Management, Department. At the request of the respondent; or in the event the Purchasing and
Asset Management Department deems the interpretation to be substantive, the interpretation will be
made by written addendum issued by the Purchasing and Asset Management Department. Such
addendum will be attached to the original RFP in the Public Purchase file and will become part of
the RFP package having the same binding effect as provisions of the original RFP. It shall be the
respondent(s) responsibility to ensure that they have received all Addenda in respect to this project.
Furthermore, respondents are advised that they must recognize, comply with, and attach a signed
copy of each Addendum which shall be made part of their Submittal. Respondent(s) signature on
Addenda shall be interpreted as the respondent's "recognition and compliance to" official changes
as outlined by the City of Schertz and as such are made part of the original RFP documents. Failure
of any respondent to receive any such addendum or interpretation shall not relieve such
Respondent from its terms and requirements. Addendums are available online at
www.oublicpurchase:com, no verbal explanations or interpretations will be binding. In order to have
a request for interpretation considered, submit the request in writing via the Public Purchase bid
site. The request must be received by the City of Schertz Purchasing and Asset Management
Department no later than 4:00 P.M., June 13, 2014. The City does not assume responsibility for the
receipt of any addendum sent to respondents.
X1. REQUEST FOR PROPOSAL PREPARATION COSTS
Issuance of this RFP does not commit the City of Schertz, in any way, to pay any costs incurred in
the preparation and submission of an RFP. All costs related to the preparation and submission of
this RFP shall be borne by the respondent.
XII. EQUAL EMPLOYMENT OPPORTUNITY
Respondent agrees that it will not discriminate in hiring, promotion, treatment, or other terms and
conditions of employment based on race, sex, national origin, age, disability, or in any way violate
Title VII of 9964 Civil Rights Act and amendments, except as permitted by said laws.
X11. ANTI-LOBBYING PROVISION
During the period between RFP submission date and the contract award, respondents, including
their agents and representatives, shall not directly discuss or promote their RFP with any member
of the Schertz Council or City staff except in the course of City- sponsored inquiries, briefings,
interviews, or presentations, Violation of this provision shall result in the rejection of the
respondent's RFP and disqualification from future consideration of similar RFP's.
THE CITY OF SCHERTZ RESERVES THE RIGHT TO REFUSE AND REJECT ANY OR ALL
RFP'S, AND TO WAIVE ANY OR ALL FORMALITIES OR TECHNICALITIES, AND TO MAKE
SUCH AWARDS OF CONTRACT AS MAY HE DEEMED TO DE THE BEST AND MOST
ADVANTAGEOUS TO THE CITY OF SCHERTZ.
XIII. INDEMNIFICATION CLAUSE
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BUT IS INTENDED SOLELY TO PROVIDE FOR INDEMNIFICATION OF THE CITY FROM
LIABILITY FROM DAMAGES OR INJURIES TO THIRD PERSONS OR PROPERTY ARISING
FROM RESPONDENT'S PERFORMANCE HEREUNDER.
XIV. RESPONDENT'S EMPLOYEES
Neither the Respondent nor his /her employees engaged in fulfilling the terms and conditions of any
awarded contract shall be employees of the City. The method and manner of performance of such
undertakings shall be under the exclusive control of the vendor on contract. The City shall have the
right of inspection of said undertakings at any time.
XV. HUB CERTIFICATION
State Certified °HUB Vendor(s)" are required to provide a copy of their certification, if they have not
previously done so. Fax information to the Purchasing & Asset Management Department at 210-
619 -1169.
XVI. VERBAL THREATS
Any threats made to any employee of the City, be it verbal or written, to discontinue the providing of
item /material /services for whatever reason and /or reasons shall be considered a breach of contract
and the City will immediately sever the contract with the vendor.
XVII. CONFIDENTIAL INFORMATION
Any information deemed to be confidential by the respondent should be clearly annotated on the
pages where confidential information is contained. The City cannot guarantee that it will not be
required to disclose all or part of any public record under Texas Public Information Act, since
information deemed to be confidential by the bidder may not be confidential under Texas Law, or
pursuant to a Court order.
XVIII. RIGHT TO AUDIT
The City of Schertz reserves the right to audit the vendor's books and records relating to the
performance of this contract. The City of Schertz, at its own expense, shall have the right at all
reasonable times during normal business hours and upon at least twenty -four (24) hours' advance
notice, to audit, to examine, and to make copies of or extracts from the books of account and
records maintained by the vendor(s) with respect to the contract. If such audit shall disclose
overpayment by City to vendor, written notice of such overpayment shall .be provided to the vendor
and the amount of the overpayment shall be promptly reimbursed to the City. In the event any such
overpayment is not paid within ten (10) business days after receipt of such notice, the unpaid
amount of such overpayment shall bear interest at the rate of one percent (1 %) per month from the
date of such notice until paid.
XIX. PAST PERFORMANCE
Respondent's past performance will be taken into consideration in the evaluation of the Request for
Proposal submittal.
XX. JURISDICTION
Contract(s) executed as part of this solicitation shall be subject to and governed under the laws of
the State of Texas. Any and all obligations and payments are due and performable and payable in
Guadalupe County, Texas,
XXI. VENUE
The parties agree that venue for purposes of any and all lawsuits, cause of action, arbitration,
and /or any other dispute(s) shall be in Guadalupe County, Texas.
XXII. CONFLICT OF INTEREST
Effective January 1, 2006, Chapter 176 of the Texas Local Government Code requires that any
vendor or person considering doing business with a local government entity must disclose in the
Questionnaire Form CIQ, the vendor or person's affiliation or business relationship that might cause
a conflict of interest with a local government entity. This questionnaire must be filed, bylaw, with the
City Secretary of the City of'Schertz not later than the 7th business day after the date the person
becomes aware of facts that require the statement be filed: See Section 176.006, Local
Government Code. A person commits an offense if the person violates Section 176.006, Local
Government Code. An offense under this section is a Class C misdemeanor. For more information
or to obtain the Questionnaire C1Q go to the Texas Ethics Commission web page at
�ww, thlc5;state:tx ustforms /GIQ:adf.
IF YOU HAVE ANY QUESTIONS ABOUT COMPLIANCE, PLEASE CONSULT YOUR OWN
LEGAL COUNSEL. COMPLIANCE IS THE INDIVIDUAL RESPONSIBILITY OF EACH PERSON
OR AGENT OF A PERSON WHO IS SUBJECT TO THE FILING REQUIREMENT. AN OFFENSE
UNDER CHAPTER 176 IS A CLASS "C" MISDEMEANOR.
XXIII. CONFIDENTIALITY OF INFORMATION AND SECURITY
Should the successful respondent be awarded a contract and become the holder of, and have
access to; confidential information, (in the process of fulfilling its responsibilities in connection with
the contract), the successful respondent agrees that it shall keep such information confidential and
will comply fully with the laws and regulations of the State of Texas, ordinances and regulations of
the City, and any applicable federal laws and regulations relating to confidentiality.
XXIV. SUBSTITUTIONS /CANCELLATIONS OF PROPOSAL
No substitutions or cancellations are permitted without written approval of City of- Schertz.
XXV. TIME ALLOWED FOR EXECUTION OF CONTRACT
Number of days required for the successful respondent to execute a contract for "Ambulance
Purchase after receiving notification of award of contract shall be thirty (30) days.
XXVI. PERSONNEL
The successful respondent shall ensure that the work being performed in response to an executed
agreement shall be performed by competent and qualified personnel. Such personnel must be
licensed or certified within the State of Texas.
XXVII. CONTRACT
Successful Bidder shall be required to execute the Purchase Agreement with the City.
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