HomeMy WebLinkAbout8.4 Motion to Accept Joint Purchasing Contract for one new rotary, in ground truck liftBoardDocs® Pro
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V,.4 Motion to accept Joint Purchasing Contract for the purchase and installation of one (1) new
• in -ground, 75,000 • truck lift for an amount not to exceed $89,673.52
Public
Action
Feb 05, 2019
Feb 05, 2019
Yes
89,673.52
Yes
Capital Improvement Fund
• the Sourcewell • purchasing • result (contract award #061015 -RRL) and authorize the
purchase and • • • (1) new Rotary model 10210C, 75,000 • •• unit with motors
and requisite accessories, from Rotary Lift, of Madison, IN. at a cost not to exceed $89,673.52.
In the current Community Investment Program (CIP), there are sufficient funds available to replace one (1) in -ground, rotary
truck lift and ancillary piping. This lift is the second of two (2) truck lifts at the public works facility slated for replacement in the
CIP. Replacement of the first lift was approved by the Village Board last year (2018).
Both of these lifts are original equipment installed in the vehicle maintenance area when the building was constructed in 1988.
These truck lifts are utilized to elevate fire engines, ambulances, and large public works department trucks for undercarriage
maintenance/repair access.
In addition, the public works facility has three (3) car (small truck) lifts in the vehicle maintenance area. These lifts were also
installed when the building was originally constructed. Each of these lifts were replaced between 2014 and 2016.
These lifts have an average life expectancy of twenty (20) years. With effective maintenance, yearly inspections, and
corresponding repairs, these units have exceeded their life span by ten (10) years.
Existing in -ground truck lifts, when new, had a rated lift capacity of 54,000 lbs using dual 7.5 horsepower motors. Presently,
the performance of these lifts has diminished resulting in 20% less lift capacity due to age and wear. In addition, the
maintenance costs and downtime for these lifts has increased markedly in recent years.
The proposed replacement in -ground lift is the same style and model number, utilizes the same in -ground continuous trench
pit, but has more horsepower creating a total lift capacity of 75,000 lbs. This additional lifting capacity will be beneficial during
snow/ice operations when our highway trucks are fully loaded with salt (approximately 58,000 lbs).
Replacement Recommendation
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The replacement truck lift model staff recommends is a Rotary Lift 1021OC; which is a like -kind replacement. This new lift will
use the existing trenches in the floor with the concrete cut as needed to install new steel frames for the floor cover plates.
Additionally, the rear dual jack will need to be cut out of the concrete to remove the assembly as one piece. The new rear dual
jack will be set in new concrete and pinned to the existing concrete. The front jack will be placed in the existing trench and will
have the same style hydraulic adjustment for various wheelbases.
There is no local or State purchasing program for this in -ground lift. However, the public works department is part of a national
joint purchase cooperative, Sourcewell (formally called the National Joint Powers Alliance (NJPA)), through which the Village can
procure the replacement through Rotary Lift of Madison, IN.
Staff has examined other lift options, including above -ground mobile units, and have concluded these types of lifts are not
suitable for several reasons.
• Above -ground units will consume considerable floor space when crews are performing routine maintenance on snow
plows, salt spreaders, leaf machines, tractors, chippers and other equipment that does not need to be lifted in the air.
• To achieve adequate lifting capacity, twelve (12) mobile lifts (6 for each truck bay) are necessary.
Existing truck bays are sized for in -ground lifts and would need to be wider to accommodate mobile column lifts.
Performing routine tire and brake maintenance would require technicians to place the vehicle on jack stands to removc
the wheels.
The total estimated cost to implement a mobile lift solution is approximately $200,000. This estimate includes $120,000 fo
twelve (12) mobile lifts, $10,000 for requisite jack stands, and approximately $70,000 to remove existing lifts, hydrauli 11
systems, electrical systems, and restore concrete bay floors. The anticipated life expectancy of mobile lifts is 10-15 years
considerably less than in -floor truck lifts.
1. Accept joint bid results for the purchase of one (1) in -ground, 75,000 lbs, truck lift.
2. Action at discretion of Village Board.
Staff Recommendation
Staff recommends that the Village Board accept the Sourcewell joint purchasing bid result (contract award #061015 -RRL) and
authorize the purchase and installation of one (1) new Rotary model 10210C, 75,000 lbs. power unit with motors and requisitc
accessories, from Rotary Lift, of Madison, IN. at a cost not to exceed $89,673.52.
-i Sec&nd 1-ift SourcewelLpdf (105 KB)
New LnGrOLUnd Rrodh U re - Page 5.pdf (1,731 KB) QUotati&r
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1 -ruck I....ift'I'mages.pff (91779 KB)
061.01-5 Fleet Mai�nte�n&nce RFP.pdf (54-19 KB) Old East'
I..................
Administrative Content
Executive Content
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The ROTARY LIFT' Promise
1. We have the products you need — where you need them
Promise.
Vehicle Service Group's three global IS09001 manufacturing facilities insure that no
matter where you are, quality lifts, parts and service are not far away. With close to
a million sq. feet of manufacturing space, customer product demands can be met
worldwide. Additionally, because we own the factories, design, production and quality
are all controlled by our strict standards, giving you the outstanding products you need
and deserve.
2. We design and test our products to perform when you need
them - without letting you down. Promise.
Because you demand performance, every Rotary lift is designed and tested to with-
stand 20,000 cycles with the rated capacity load. That's over 15 years of service in the
average shop. Our arms are subjected to a 150% load test to demonstrate our com-
mitment to quality and safety where it counts. Don't believe it? Just look for the Gold
Label to see that 95% of our lifts are third party tested and verified by ETL.
3. We provide the highest quality available on the market
today. Promise.
Our IS09001 facilities maintain world-class quality control in every step of design,
purchased components, manufacturing and service and repair. Each of our products
is designed to double the applicable industry standards. Your lift is the lifeline to your
shop's productivity. Do you really want to take chances with poor quality?
4. We put our experience to work for you, so you can do what
you do best. Promise.
Rotary Lift's parent company, VSG, has over 1300 employees worldwide and is part of
the Dover Corporation — a Fortune 500 company. In 1925, the first automotive hydraulic
lift was built by us and we've never stopped offering innovative products to our cus-
tomers. Our 85 years of experience helps us to offer over 300 different lift models and
10,000 stocked part numbers for lifts with capacity ranges of 3000 —130,000 lbs.
We offer more environmentally friendly lifts than any other company. We led the way
with the introduction of the industry's first self-contained inground lift, the SmartLift°,
in 1995. Since then we've sold over 50,000 units to dealers and independent repair
shop owners who understand the importance of boosting productivity while protecting
the Environment we all share.
Over the last ten years, our customer satisfaction levels have
exceeded 96%! Work with us and you'll be satisfied as well.
We promise.
1,
EIbJi
www.rotarylift.com
V HD D S
Rotary invented the inground lift more than 85 years ago and
we've been reinventing and improving our lifts ever since.
Concern for the environment, functionality, space consideration and
improved productivity are key comp-
consider when investing in a new
heavy-duty lift.
Our designers and engineers have
taken all these considerations and
used them to develop the most
innovative and versatile heavy-duty
lift products on the market today.
All from a partner you've trustee
Rotary Lift.
Fast and Easy
Productivity Is the key for any shop, so our lifts are packed with
features that help your technicians get vehicles up on the lift and
back on the road faster and easier than anyone else.
• Rotary's patended Universal Saddle System L.
adjustment range and Is compatible with a w
adapters - spot hard to reach vehicles faster.t
• The MOD30 and EFX"s standing control consol
keeps lift operators off of the floor and uprigh
monitor the lift's rise and descent.
• Recessed designs allow for an unobstructed
floor when entering and exiting the bay
saving valuable time.
Environmentally Friendly
Today's Iinground lifts take protecting i�
he environment to a new level. L,.
• MOD30 - encapsulated in a 6" deep steel
enclosure sealed with EnviroGuard".
• EFX - an energy efficient system with the lowest oil
volume In the Industry.
• Traditional inground lifts - EnviroGuard" coated jacks are
standard protecting lift components and the environment.
• All lifts are bio fluid compatible.
shown 5rxsoc022nx iirr
- 00,000 Ibe. capacity
Shawn'. MUU30c5303b
.e 90,000lbs. capacity Clr;�
3 -past ing round lift
Three -post models are also available for lifting tandem
axle vehicles or articulated buses. See specs for details.
Superior by Design
• Rotary maintains the largest in-house mechanical, electrical and controls
engineering staff In the Industry using state of the art design, modeling
and analysis software to ensure you get a well designed, reliable product
• Rotary rigorously cycle tests its lifts and components for at least
10,000 cycles at rated load, giving you a robust, proven �-
and qua litytested lift that won't let you down
�;"
• The modular, encapsulated shallow pit design reduces
Installation costs and means easier, less costly maintenance
over the life of the lift
• Numerous pit, control and adapter options allow you to
customize your lift to meet your shop's needs
M0030c5302b
Third Party Certified Shown. so00i capaalty
The MOD30 and EFX lifts meet the ANSI/ALI ALCN 2011 2 nnst innr°°nd lift
standard, including the required third party validation.
Your assurance of certification is f
the gold ALI/ETL certified label. - -
Only Rotary offers the right combination of experience, quality product selection and service you've come
to expect from the world leader- - See the complete Rotary Lift Promise on the back page of this brochure.
Maximizing Service Space for Greater Efficiency rJor
and Productivity: That's assistPRO.
An accurate layout is critical to maximizing yeYr
your shop's space. Each year Rotary Lift p �,
assists hundreds of customers with planning
support for their vehicle service facilities,
You need the right equipment, the right
specifications, the right drawings, and
the right partner, or
,r
p �'�i���
You've found them. -J'�� J J o „
rofessionalfacility planning assistarg, %;,;,u,.,,,,t„
With Rotary assistPRO, you get:
• Custom layouts of your facility with vehicle turning radii and traffic flow analysis based on
the vehicles it will service.
• Online, CSI 3 part product specifications through ARCAT" Spec Wizard"
• Information rich Revit" BIM models
• Dedicated website for architects with 2-D CAD blocks, written 3 -part specifications and
product selection tools.
• Rotary is an approved AIA provider assisting architects in earning CE credits.
MOD30
60 000 Y0) 1 000 3"',') (," A 1, '
lel /I)()� el fl) G
For nearly ten years, the MOD30 has set the standard for
heavy-duty inground lifts. Its revolutionary design reflects
our commitment to technician productivity, safety and
environmental responsibility.
"Jefferson Count Public Schools has three MOD30 inground lifts
Y 9
and we would highly recommend this product to any support
facility. Rotary has always been there when we need support and
their product team always provides highly qualified personnel."
- Jim Engler
Assistant Director Vehicle Maintenance Department
Jefferson County Public Schools - Louisville, Kentucky
Containment Style Design
The MOD30 is totally contained In a 6' deep steel enclosure, Is
sealed Inside and outwith our exclusive EnviroGuard" coating,
and Is warranted against corrosion and electrolysis for 10 years.
The containment forms a barrier between the lift and the ground
which traps oil, other shop fluids and locks out groundwater,
protecting both the lift and the environment. The containment
housing reduces Installation costs and allows for easy access to
all lift components.
VE CT' Equalization
and Control System: wrwnf�eawo: aco��r
• Eliminates the need to manually adjust valves while controlling
multiple jacks
• Uses a panel mounted joystick to control location, speed and
heights of the jack
• Allows jacks to be controlled individually for vehicle spotting
or simultaneously for lifting
System Monitoring and Added Control Features
• Programmable wheelbase settings for up to 10 preset
vehicle locations
• Real time wheelbase and height display information
• Operation and maintenance information
• Onboard training guides to help new techs learn proper usage
of the Ilft
• Preventative maintenance reminders to help extend service
life of the lift
Unobstructed Floor ���
Both housings are recessed for "zero
clearance" dove-thru when the lift ism rr n
the down position. A wheel spotting dish
for axle positioning guides the placement of
the vehicle for lifting.
Shutter Plate Trench Covers
Automatic nitride shutter plates and covers Increase
productivity by eliminating the manual handling of the cover
plates. They are self -storing and adjust with the front piston ff'r�y
to keep the containment covered at all times has required by OSHA).
Auto Spotting System
Allows for automatic positioning
of the moveable piston without
crawling around on the floor—_
LDSTI System Liquid Detection
J
Our patented LDS system monitors the
liftand signals the technician as liquid
accumulates In the containment.
Built-in access ports allow for easy
Shown. Moo3oca3o2b
1'
fluid evacuation.
eo,000ms capaci
�wd�..mi �hwiu
modular & environmentally safe inground lift
i Patented Universal Saddle Adapter
The universal saddle adapter is designed for the front
or rear post. Aselectionofadapo 'r
dy P
' tersand'msertsflt'm
the saddle to lift most difficult heavy-duty vehicles.
Standard flip -up pads permit fastest setup with no need
to swap adapters. Most inserts rotate 360 degrees.�1�, r g i
d
A lower profile version is available for specific
r.G
mpy �A� The law profile saddle is designed for specific
�A transit applications. transit applications
Parc#Fo24o3
A selection of
adapters and inserts Ht In the saddle 5,
to
hftmeetheavy -duty vehicles
Rear saddle with
three -hole sliding insert for adapters. 'I
Ultrafiatlow
'
profile front saddle Part#FD2347
features a variety of adapter options. Wheel Spotting
Parc#Eo24oeMulti-Stage Cylinder t Built -In wheel
spotting dishes
Multi -Stage Locks
The multi -stage cylinder for accurate
Each design reduces lift housing �! vehicle spotting
1 jack has a 13 -position, y .
depth to only 6'
P every time.
dual -stage locking mechanism i
l which locks every 3"starting-
at 22 1/2" of rise. ,
Steel Containment Style
Design with exclusive
EnviroGuard" coating
Electric Drive Assembly
An energy efficient electric
drive allows for smooth
movement of the front jack
assembly to achieve multiple
exact wheelbase settings.
Shown.
Steel containment
with EG Coating
36" —
Concrete
2" —
Foam Board
35"—'1`
Pea Gravel Ii
Control Console
The upright control console eliminates
the need to bend down to run the Ilft.
It offers a bright, clear LCD display and
easily visible operational Information,
Instructions and lift status. '0
Joystick Controls
Operates the system with fu ly pro-
portional speed control by moving one nall
jack ata time or all of the jacks simultaneously.
Optional Pendant Controls
Allows for remote operation away
from the lift console.
III t0m.
•19 of
r
err �,L' -Is
adapters with an off set transaxle.
Rotary's EFX is breaking new ground in heavy-duty
scissor lifting technology. Proven by design, its
Greater adjustruentrange
exclusive patented features, shallow pit construction and flexibility
and environmental considerations make it the most
user-friendly, reliable and productivity boosting lift%. � Ja
j„
in its class. r----,,. „ a.
"We lockedat several different styles and manufacturers of liftsW
and chose the Rotary EFX Scissor L ift. Atter using this lift we
are pleased with our choice. The ease otpositioning the lift
and the multiple combinations on the saddles and adapters cut
down on set up time. This lift has a robust scissor section and
its shallow depth was a big tactor in our choosing this lift.
Our mechanics really like using this lift"
- Lee A. Peterson
Manager, Vehicle Maintenance
Clovis Unified School District - Clovis, California
Heavy -Duty Construction:
Rotary engineers have worked to provide you the most robust
�1llliillllllil
and reliable scissor lift in the industry making sure it's there
I iiiiiijlll
when you need It.
• Heavy-duty pivot pins with SmartGuard
• Heavier duty linkages
• Exclusive locking system
• Advanced bearing design
Cycle -Tested Trust:
V IIIIIIIIIIIIII Ii'p,'Iu
IIIIII,I ����I,II,I,
The EFX design is engineered foryour trust and safety with
over 30,000 tested cycles at rated load - a lifetime of quality.
Environmentally Responsible:
The EFX, is contained within a concrete trench,
tiFllyy providing protection for the lift and thewent.
Butthe biggest benefit is the efficient low
volume/high pressure hydraulic system that uses
i
3.5 gallons offluid per scissor.
�
' Heavy Duty
Control Console The upright control console eliminates
Locking System
U
locking system based
the need to bend down to run the lift -Exclusive
on the proven Parallelogram lift,
operates from a comfortable, standing
provides greater technician safety.
position. Shown with notional pendant controls.
i
Productivity Design Enhancements:
VERSATILITY and FLEXIBILITY
The EFX"s patented Universal Saddle System
recesses flush with the floor with the adapters In
place and provides quick and easy setup for your
technicians. Adapter versatility Is a result of
selecting Inserts and adapters to fit a variety of
heavy-duty vehicles with the greatest range of
adjustments and adapter combinations.
71
Lifting saddle adapters and insert
are fitted to lifttrostheavy -duty vehicles. ..
- Heavy Duty Linkage
Heavier, larger links for superior strength
are stronger than comparable lifts.
Heavy Duty Pivot Pins
Pivot pins are stronger than comparable
lift designs. Coated with SmartguardT"1
corrosion protection on pins keep lift
operational and productive.
EFX90 - P
90,000 LBS. CAPACITY*%�MODELSHOWN
TANDEM
SCISSOR LIFT
THE EFX90 IS OFFERED IN TANDEM AND
ARTICULATED AXLE CONFIGURATIONS.
Rotary engineers have worked to
provide you the most robust and
reliable scissor lift in the industry
making sure it's there every time you
need it. The EFX90 design is engineered for your trust and
safety with over 30,000 tested cycles at rated load providing a
lifetime of quality. Three heavy duty scissors provide
90,000 lbs. of lifting capacity.
Wheel Spotting
Bolt -on wheel spotting dish
Cover Plates for accurate vehicle
Are heavier capacity spotting every time a ..
and stronger than
comparable nground lifts.
Environmentally Friendly
EFX features an efficient low
volume / high pressure system
with the industry's lowest oil volume.
Shown EFx60co22AX
KOM Its. capacity
Shallow Pit Design
The EFX installs in a 3" deep concrete trench,
greatly reducing installation costs Also, because
everything is within easy reach, periodic and
routine maintenance Is quick and easy saving
you money over the life of the lift.
TRADITIONAL INGROUND
'l," 7 500 7500 0 I „'r l " , 114 s
Rotary heavy-duty inground lifts are designed to increase productivity by providing
an obstruction free shop and decades of service with minimum maintenance costs.
Each lift offers the adjustability needed to service a wide variety of vehicles in a
single bay. Whether fully hydraulic or electric hydraulic, two posts or three, numerous
options are available to let you customize your lift for your exact needs.
"Athens Transit purchased two traditional inground
lifts manufactured by Rotary Lift and were installed
in January 2010. The lifts are used daily to maintain
a fleet of transit buses. The inground lifts increase
productivity for technicians due to the lesser time
required to set up an above ground lift. Rotary Lift
meets our quality standards and I expect many years
of useful life from the Rotary Lifts Athens Transit
purchased in 2010."
- Terry W. Ferguson
Transit Maintenance Administrator
Athens Transit System -Athens, Georgia
Continuous Trench Design
The lift Is housed In a continuous concrete vault
which forms a barrier between the lift and the
ground, Increasing the life of the lift and protecting
the environment. This enclosed design allows for
easy access to all components for Inspection
and maintenance
Standard Front Pit Covers
Manually moveable pit covers are standard on
inground lifts. They can
be moved to eliminate �,;
dangerous pit openings as'�`
required by OSHA Alt,
Front Jack
Hydraulic adjustment allows for easy positioning
to meet various wheelbases. The lift is available
with an optional recessed front jack pocket which
provides an unobstructed floor when the lift Is In
the down position.
Removable Hydraulic Jack Assembly
The jack assembly In both the front and rear housing
Is removable for Inspection or repair without the need
to break concrete, and each jack has an 18 -position
locking leg which locks every 3". The jack can be
released automatically for lowering with going
under the lift.
Optional Shutter Plate Trench Covers
Increase productivity by eliminating manual
moving of the cover plates. They are self -
storing and adjust with the front piston to
keep the pit covered at al I times.
lAs required by OSHA) ,
a�
Shown. Au700
rWr 5'rO" lips. capacity continuous trench Ilk
shown with optional shutter plate trench covers
and intrench power unit
Patented Universal Saddle Adapter
Greater adjustment range a :�
The universal saddle adapter Is designed for the f
fronfit lntor rear post. the saddle t Alft most difficult slection of apters heavy-duoynserts // j/k
vehicles. Standard flip -up pads permit fastest setup
with no need to swap adapters. Most Inse s rotate
Front Jack y� c
Provides easy positioning 360 degrees. A lower profile version is available2v
rn H
to meet various wheelbases
ro r Na need to
Standard Flip
p-up Pads Aselection of
orspecific rand applications.
�„ rvvrrr switch adapters adapters and Inserts fit in the saddle
to lltt mast heavy-duty vehicles.
Rear Jack features a recessed pocket for an unobstructed floor when
the lift is in the down position. A wheel spotting dish, for axle positioning,
U guides the placement of the vehicle for lifting.
Exclusive EnviroGuardTM
protects both front and rear
jacks from electrolysis and
deterioration and Is warranted
for 10 years.
Optional In -Trench Equalized Power Unit
As an alternative to a surface -mounted power unit, an In -trench
unit offers many benefits:
• Eliminates the need forvaluable floor space
• No piping or trenches from the power unit to the lift, reducing
concrete work and cutting overall piping by 80%
• Can be removed for service or repairwithout breaking concrete
• Offers a low noise level with self -equalized operation, requires
no manual adjustment raising and lowering the lift and meets
NEC class 1. division 1 standards
Inground Options
Surface Mounted Power Unit
The power unit may be sized for one or
more lift hook-ups without equalized control.
Optional Push Button Equalized Controls
Simple push button controls eliminate manual
equalization of handles.The control box can be
mounted on either the floor or wall.
Identifying Model Numbers
Examples:
IRWU70Q I,m�essr d knnt
sulpel tlulturr wnll shuffel
plafe tiondhlnvrl
I�onflnuous ter III h design
Im an ell{uall/ed ul hn
x � x
povve[ unD w
J-
MtUID30 - Modular & u
fall 70 Q
environmentally Safe nground.
MOD 30
X(I'm
SPECIFICATIONS
Prefix Description:
MOD: Modular & Environmentally Safe Inground lift
EFX: Environmentally Friendly Scissor lift
None: Non -Recessed Front Superstructure
R: Recessed Front Superstructure
RU Recessed Front Superstructure with Shutter Plate Trench Covers
Suffix Description
C: Continuous Trench Design for a Surface Mounted Power Unit
P: Continuous Trench Design for an In -Pit Power Unit
Q: Continuous Trench Design for an Equalized In -Pit Power Unit
HC: Continuous Trench Design for an Air/011 Tank
Models:
MOD30/
EP%60
60C/60P
68C/68P
70C/70P/700
R70C/R70P/R700
Spring assisted caster wheels and u�
MOD303-Post
pf-,
60HC
height adjustment allow for captured in the lift containments
70HC
RU70P/RU700
Lifting Capacity
60,000 lbs. 12721sko
60,000 its, codeskg)
20,000 Its. Ism2kgl
32,000 Its 14515kg]
50,000 lips. 122seokg)
50,000 lips. 122seokg)
90,000 lbs. 14oez4kg)
pumps are located in each
,. 18,500 Its. 18332kg]
Shown: FD2361
24,0001bs. poee7kg)
jack housing.
Lifting Capacity
30,000 lbs. p3so8kgl
30,000 lbs, 113soakgl
8,0001bs 13szskg]
14,000 Its 16350kg]
25,000 lips. it 1340ko
25,000 lips. it 1340ko
Ifront piston)
• RS1852-18,000lap. capacity
6,5001 bs. 12MUM]
12,000lips. 15443ko
34.3"- 55.5" range
Lifting Capacity
30,000 lbs. p3so8ko
N/A
N/A
N/A
N/A
N/A
Iconter piston]
MOD 30 EFX60
TRADITIONAL
Lifting Capacity
30,000 lbs. 113so8ko
30,0001bs.{13eoolg)
12,000 Its. 15443kgl
18,000 Its. 18165kg]
25,000 lips. p 1340ko25,0001bs.
it 1340ko(roar
piston)
R703P/R7030
12,0001 its. 15443kg]
7030
12,000 lips. 15443ko
Lifting Capacity
Power Unit
Aor3(5hpis7ekw)
10hp{7457kw)
5hp1375kw1
1Ohp17-5kw]
1Ohs 17-4e7kw)
1Ohs 17-4e7kw)
Lifting Capacity
Iconter piston]
N/A N/A
25,000 lips. I134od)
N/A
Li ftl ng Capacity
boar piston)
N/A
N/A
Pressure
750/900
3,900psi '.
185
275
350 350
350 350
350
350
Oil Displacement
762 gal 79.3gal
72A gal
78.5gal
R i se Ifront piston)
Oil Displacement
19.3 gal
7gal
43 gal
41.5gal
49.5gal
5213 gal
R l se Ifront piston)
70"peo3mm)
70'J177ialm)
,,.70"p778mm]
60"p524mm]
66 1676mn)
66"1671'mn)
Rise (roar piston)
70" 118o3mm)
70'J177 iam)
;. 67" I1702mm]
69" I1753mm]
69"I1753mm)
69" I1753mm)
Plsto n D la meter Ifront piston)
91/16 77/8
7 c78,m)
81/2"1216mm]
81/2"1216mm]
105/8"1270un)
105/8"1270un)
14es-111emm)
1230 200mm)
Std. Adapter Adjustment191/8"-44"
N/A N/A
191/8"-44"
]toner piston]
Piston Diameter lco+wrpiston]
91/16 77/8
7 hmmru
N/A
N/A
N/A
N/A
(roar piston)
1230-200mm]
4H 1118mm)
4H 1118mm)
Drive-Thru/Over Clearance
41/4" Ooemm) recessed
41/4" Ooemm)
Piston Diameter lrearpiston)
91/16 -77/8
7 hmmnu
105/8"127omm]
105/8"127omm]
105/8"1270un)
105/8"1270un)
1230-200mm]
Std. Adapter Adjustment
1715/16"-441/4
283/8"-.52'
403/4"-583/4"
35"-561/2"
191/8"-44"
191/8"-44"
Ifront piston)
1456-1124mm)
(721 1321nini)
? 110351092mm]
18891435mm]
146&111Brun)
146&111Brun)
Std. Adapter Adjustment
1715/16"-441/4
283/8"-:52"
N/A
N/A
N/A
N/A
Iconter piston]
1456 1124mm)
DAA 132IMM)
Std. Adapter Adjustment
1715/16"-441/4
283/8"-.52'
191/8"-44"
14"-503/4"
191/8"-44"
191/8"-44"
(roar piston)
1456-1124mm)
{721 1321gYm)
I486-1118mm]
1356-1288mm]
I48s-111Brun)
I48s-111Brun)
Drive-Thru/Over Clearance
recessed
recessed'.
41/2"p14mm]
43/4"p21mm]
41/4"poemm)
recessed
Rotary Offers The Accessories Techs Need To Get The Most From Their Lift.
Tripod Stands
Liquid Evacuation Kit
Adapter Rack
Models RS18 and RS33 I This kit is designed to provide
Keeps the lift bay clear and
Spring assisted caster wheels and u�
automatic evacuation of fluids
pf-,
uncluttered and all your
height adjustment allow for captured in the lift containments
adapters in
easy positioning with 4"
and detected by the liquid'
one place ��
fine tune screw adjustment
detection system. Separate
• RS18 -18,000 lbs. capacity
pumps are located in each
Shown: FD2361
56.1" 82.3" range
jack housing.
• RS33 33,000 lbs. capacity
55.3x'-8228" range`
Pendant Controls
• RS1852-18,000lap. capacity
The pendant allows for remote
34.3"- 55.5" range
' operation away from the lift console
• For MOD30: MC10009
RS 33 versatile height adjustmentsshawn ..
•Up,LFX60:FFX-05-09160000
MOD 30 EFX60
TRADITIONAL
10210C/10210P R10210C
703C
R703C
Model:
R10210PIR102100
102100
703P
R703P/R7030
RU102100
7030
RU7030
Lifting Capacity
75,000 lips. l34020kg) 75,000 lips. l34020kg)
75,000 lips. l34020kg)
75,000 lips. l34020kg)
Lifting Capacity
tipiston)
25,0001bs.1I134od) 25,0001bs.1I134od)
25,0001bs.1I134od)
25,0001bs.1I134od)
Lifting Capacity
Iconter piston]
N/A N/A
25,000 lips. I134od)
25,000 lips. I134oko
Li ftl ng Capacity
boar piston)
50,000 lips. 122seokg) 50,000 lips. 122seoko
25,000 lips. h t34okg)
25,000 lips. h t34okg)
Power Unit
1 Ono I7-457kw) 1 Ono I7-457kw)
1 Ono I7-457kw)
1 Ono I7-457kw)
Pressure
350 350
350
350
Oil Displacement
762 gal 79.3gal
72A gal
78.5gal
R i se Ifront piston)
66"p676mm) 66"p676mm)
66"p676mm)
66"p676mm)
Rise Iconwrpiston]
N/A N/A
69" I1753mm)
69" I1753mm)
R i se boar piston)
69"I1753mm) 69"I1753mm)
66"p676mm)
66"I1676mm)
Piston Diameter Ifront piston)
105/8"1270mm) 105/8"1270mm)
105/8"1270mm)
105/8"1270mm)
Piston Diameter lco+wrpiston] N/A N/A
105/8"1270mm)
105/8"1270mm)
Piston Diameterlearpston)
(2)105/8"I270mml (2)105/8"I270mmT
105/8"I270mmT
105/8"I270mml
Std. Adapter Adjustment
191/8"-44" 191/8"-44"
191/8"-44"
191/8"-44"
lrrontp]ston)
I4es-111emm) 14es-111emm)
14es-111emm)
14es-111emm)
Std. Adapter Adjustment191/8"-44"
N/A N/A
191/8"-44"
]toner piston]
14es -111 emml
14es -111 emm)
Std. Adapter Adjustment
191/8"-44" 191/8"-44"
191/8"-44"
191/8"-44"
(roar piston)
I48s-1118mm) 1486-1118mm)
4H 1118mm)
4H 1118mm)
Drive-Thru/Over Clearance
41/4" Ooemm) recessed
41/4" Ooemm)
recessed
Models:
MOD30
Min.
Wheelbase
U Dimension
MOD30-18
Max. Wheelbase
MOD30-21
MOD30-24
108" (2743mm)
48" (1219mm)
222" (5039mm)
258" (0553mm)
294" (7409mm)
114" (2896mm)
54" (1372mm)
228" (5791 mm)
264" (0700mm)
300" (7020mm)
120" (3048mm)
60" (1524mm)
234" (5944mm)
270" (0859mm)
306" (7772mm)
126" (3200mm)
66" (1070mm)
240" (0090mm)
276" (7010mm)
312" (7925mm)
132" (3353mm)
72" (1829mm)
246" (0248mm)
282" (7103mm)
318" (8077mm)
138" (3503mm)
78" (1981 mm)
252" (0400mm)
288" (7315mm)
324" (8230mm)
144" (3058mm)
84" (2134mm)
258" (0553mm)
294" (7409mm)
330" (8382mm)
150" (381 Omm)
90" (2280mm)
264" (0700mm)
300" (782omm)
336" (8534mm)
156" (3962mm)
96" (2438mm)
270" (0858mm)
306" (7772mm)
342" (8087mm)
162" (4115mm)
102" (2591 mm)
276" (7010mm)
312" (7925mm)
348" (8839mm)
168" (4207mm)
108" (2743mm)
282" (7103mm)
318" (8077mm)
354" (8992mm)
174" (4420mm)
114" (2896mm)
288" (7315mm)
324" (823omm)
360" (9144mm)
180" (4572mm)
120" (3048mm)
294" (7408mm)
330" (8382mm)
366" (9290mm)
186" (4724mm)
126" (3200mm)
300" (7020mm)
336" (8534mm)
372" (9449mm)
192" (4877mm)
132" (3353mm)
306" (7772mm)
342" (8087mm)
378" (9001 mm)
198" (5029mm)
138" (3505mm)
312" (7925mm)
348" (8839mm)
384" (9754mm)
204" (5182mm)
144" (3058mm)
318" (8077mm)
354" (8992mm)
390" (99O6mm)
210" (5334mm)
150" (381 Omm)
1 324" (8230mm)
360" (9144mm)
396" (10058mm)
Frame Length (X dimension)
1 18' (5486mm)
21' (6401 mm)
24' (7315mm)
FOR 3 -POST OPTIONS, CONTACTA ROTARY LIFT HEAVY DUTY PRODUCT SPECIALIST AT 1-800-445-5438 - EXT. 2
MOD 30 Trench Design
FOR 3 -POST OPTIONS, CONTACT A ROTARY LIFT HEAVY DUTY PRODUCT SPECIALIST AT 1-800-445-5438 - EXT. 2
EFX60 Trench Design
Maximum Wheelbase �W/B)
�� Minimum W/B�
X I
6 easy steps to find your frame length
and overall trench length using your
minimum and maximum wheelhases.
After selecting your lift model from the
previous page, follow these 6 easy steps
to determine your frame length and overall
trench length. You must use your minimum
and maximum vehicle wheelbase.
1. Locate your Lift Model and the Overall
Trench Length Formula in areal.
2. Find your minimum wheelbase in �ii ori 2
(round down if your exact wheelbase is
not listed)
3. Move right to determine the U dimension
in box 3.
4. Continuing across the chart, select your
maximum wheelbase in (round up
if your exact wheelbase is not listed).
5. Move straight down to determine the
Frame Length (X dimension) in hox 5_
6. Plug the U dimension in box 3 and the X
dimension in hox5 into the formula area
1 to find your Overall Trench Length,
Example: Use the chart for model 52HC'.
If you worked with 114" min. 0 x 221"max.
wheelbases, you would use the Indicated Udlm.(&
and Xdlm. J to plug into the formula:
Z=U LFX+17.5"(9725"+147"+8.5"i
Adding these numbers up equals 252.75",
your Overall Trench Length @.
1
Models: 52C/52HC+
Trench Length IZI =1Ul Dimension +IXI Dimension+8.5" 1216mm1
Min. U Dimension
Wheelbase
Max. Wheelbase
Models: 1021UP/111021UP/10211)4/11102100
84" 12134mm1 67.25" I1700mml
167" 14242mm1
191 " 14051 mml
215" 15461 mml
80114" 12096mm1P' 97.25" 12470mml
197500gm j
.4221'" 15613mm1
245" 16223mm1
138" 13505mml 121.25" 13000mml 221 " i5613mm1
245" i6223mm1
269" 16033mm1
162" 14115mm1 145.25" 13609mm1 245" i6223mm1
269" 16033mm1
293" 17442mm1
Frame Length IX dimensionl
16' 3" i312gm Nbl2' 3" 13734mm] 14' 3" 14343mm]
Models: 52P
Trench Length IZI =1UI Dimension +IXI Dimension+8.5" 1216mm1
Min. U Dimension
Wheelbase
Max. Wheelbase
Models: 1021UP/111021UP/10211)4/11102100
96" 12206mm) 67.25" I1700mml
173" 14394mm1
197" 15004mml
221 " 15613mm1
126" 13040mm1 97.25" 12470mm1
263" 15156mm1
227" 15766mm1
251 " 16375mm1
144" 13650mm1 121.25" 13000mml 227' i5766mm1
251 " i6375mm1
275" I69051,m)
168"14267mm1 145.25"13609mm1 251"i6375mm1
275"I69051,m)
299"7595mm1
Frame Length IX dimensionl
16' 3" 13124mm1 12' 3" 13734mm] 14' 3" 14343mm]
Continuous Trench Wheelbases
Trench and Frame Length Chart
Non -Continuous Trench Wheelbases
Trench and Frame Length Chart
Models: 60C/60HC
Models: 1021UP/111021UP/10211)4/11102100
Trench Length IZI =1 UI Dimension+IXI Dimension+17.5"f4451m1
Trench Length IZI =1 UI Dimension+IXI Dimension +17.5"1445mm1
Min
U Dimension
Max. Wheelbase
Min U Dimension
Max. Wheelbase
Wheelbase
Wheelbase
87" f2210mm1 76.75" f1797mm1
171 " f4343m1
195" f4953mm1 219" f5563mm1
163" 12616mm1 78.5" (1994mm1
205"(5201 253" 16426mm1 301'" 17645mm1
117" 12910mmi 166.75" f2559mm1
261 " f5105mml
225" f5715mm1 249" f63251,0
133" 13370mm1 168.5" 12756mm1
235" 15969mm1 283" 17100mm1 331'" 10401
141 " f35mmm1 124.75" fslssmml
225" f5715mm1
249" f6325mm1 273" f69341,0
157' 13900mm1 132.5" mu mm1
259" 16579mm1 367' 17790mm1 355" I9017mml
165" f4191mm1 148.75" f3770mm1
249" f6325mm1
273" f6934mm1 297" 7544m0
181"14597mm1 156.5" 13975mm1
283" (7100mm) 331'" (0401 379" 19627mm1
Frame Length IX dimensionl
16' 3" f3124mm7 12' 3" f3734mm1 14' 3" f4343mm1
Frame Length IX dimensionl
12' 13650mm1 16' 14077mm1 20' IsOssmml
Models: 60P
Models: 1o21oDSE/111o21oDSE
Trench Length IZl=l Ul Dimension
+ IXI Dimension
+17.5"f4451 m1
Trench Length IZI =l Ul Di mension+IXI
Dimension +17.5"1445mm1
Min. U Dimension
Max. Wheelbase
Min
Wheelbase
Wheelbase U Dimension
Max. Wheelbase
94"f2300mm7 71"6003mm7
177"f44s6mml
261"f5105mml 225" 57151,0
78"11s01mm1 66.5"(1537mm)
186"14572mm1 228"15791 mm1 276"(7019mm)
124" f3150mm1 161 " f2565mm1
267" f5250mm1
231 " f5067mm1 255" f64771,0
84^ 12910mm1 66.5" (1 609,m)
186" 14724mm1 234" 15944mm1 282" 17163mm1
148" f3759mm1 125" f3175mm1
231 " f5067mm1
255" f6477mm1 279" 70071,0
90" 12206mm1 72.5" (1 342,m)
192" 14077mm1 246" 16096mm1 288" 17315mm1
172" f4369mm1 149" f3705mm1
255" f6477mm1
279" 70071,0 363" 76961,0
96" (2430mm1 78.5" (1 994,m)
198" 15029mm1 246" 16240mm1 294" 17477mm1
Frame Length IX dimensionl
16'3"131241,0
12'3"137341,0 14'3"1343mm1
162"(2591mm) 84.5"12146mm1
264"15102mm1 252"(6401mm) 366"17620mm1
168" 12743mm1 96.5" 12299mm1
216" 15334mm1 258" 16553mm1 366" 17772mm1
114" 12096mm1 96.5" (2451mm1
216" 15406mm1 264" 16706mm1 312" 17925mm1
Models: 7oC/R7oCpoHC
126" (301 162.5" (2601
222" 15639mm1 276" 16050mm1 318" (001
Trench Length IZI — I JI Dimension +IXI Dimension +17.5" 445mm1
126" 13299mm1 168.5" 12756mm1
228" (5791mm1 276" (7019mm) 324" 10239mm1
Min.
132" 13353mm1 114.5" 12990mm1
234" 15944mm1 282" 17163mm1 336" 10302mm1
Wheelbase U Dimension
Max. Wheelbase
138" 13505mm1 126.5" 13061mm1 246" I6Os6mml 288" 17315mm1 336" 1e534mm1
88" 12235mm1 76.75" I1797mml
196" 14026mm1
238" K0451 J 286" 7264-1
Frame Length IX dimensionl
12' 13650mm1 16' 14077mm1 20' IsOssmml
118" 12997mm1 166.75" 12559mm1
226" 15500mm1
268" 160071,m) 316" 18026mml
142" 13607mml 124.75" 13169,m1
244" 161971,m)
292" 7417mm1 346" 10636mm1
Models: RU102100 SHUTTER PLATE
1GG" 14216mm1 148.75"13770mm1
268" 60071,m)
316"18026mml 364"19246mm1
Trench Length IZI =Ul Dimension + IXI Dimension +7.5" (445mm1
Frame Length IX dimensionl
12' 13660mm1
16' (4077mm] 26' Isossmml
Min.
U Dimension
Max. Wheelbase
Wheelbase
Models: RU700 Shutter
Plate
126" 13299mm1 79" 12001
238" (601 274" 16960mm1 316" 17074mm1
Trench Length IZI — I JI Dimension +IXI Dimension +17.5" 445mm1
156" 13962mm1 169" 12769mm1
268" 16001 364" 17722mm1 346" 10636mm1
Min. UDimension
Wheelbase
Max. Wheelbase
186"14572mm1 133"13370mm1
292"7417mml 328"nm31mm1 364"19246mm1
264" 15102mm1 157' 13900mm1
316" 10026mm1 352" (0941 mm) 388" 19055mm1
118" 12997mm1 71" (I303mm)
236" 15042mm1
266" 16756mm1 362" 17671mm1
Frame Length IX dimensionl
18' 154e6mml 21' I6401mml 24' 17315mm1
148" 13759mm1 161"12565mm1
266" Iss04mml
296" 751emm1 332" 10433mm1
172" 14369mm1 125" 13175mm1
284" 17214mm1
326" 10120mm1 356" 190421,m)
196" 14970mm1 149" 13706mm1
368" 7023mm1
344" 10730mm1 386" 196521,m)
Models: RU102100 SHUTTER PLATE
Frame Length IX dimensionl
18'Ie406mm1
21'16401mml 24'7315mm]
Trench Length IZl=l Ul Dimension + IXI Dimension +775" (197mm1
Min. U Dimension
Max. Wheelbase
Models: 7oP/117oP/71)411171)0
Wheelbase
Trench Length IZI =1Ul Dimension +IXI Dimension +17.5" 445mm1
96" 12430mm1 78.5" (1 994,m)
198" 15029mm1 246" 16240mm1 294" 17460mm1
126" 13299mm1 168.5" 12756mm1
228" (5791mm1 276" (7019mm1 324" 10239mm1
Min. U Dimension
Wheelbase
Max. Wheelbase
156" 13010mm1 132.5" 133ssmml
252" I6401mml 366" 17620mm1 348" lee3smml
95" 12413mm1 76.75" I1797mml
197" 1500gm J
245" 16223mm1 293" 17442mm1
174" 14420mm1 156.5" 13975mm1
276" 17010mml 324" 10239mm1 372" 19449mm1
125" 13175mm1 166.75" 12559mm1
227" 15766mm1
275" 169051,m) 323"1020mmml
Frame Length IX dimensionl
12' 13650mm1 16' 14077mm1 20' 16096mm1
149" 13705mm1 124.75" 13169,m1
251" 163751,m)
299" 17595mm1 347" 10014mm1
173" 14394mm1 148.75" 13770mm1
275" 169051,m)
323" 10204mml 371 " 9423mm1
Frame Length IX dimensionl
12' 13650mm1
16' (4077mm] 26' Isossmm]
Quote # : 201964
Date: 1/18/2019
Requested By: Jim Breitzman
Quote Expires: 2/18/2019
Prepared By: Christine Bilz
If the completion of the installation is
delayed more than one month due to
Payment Terms: 1/2%-15th,NET 30 governmental entity delays (i.e. electrical
Warranty: lyr. Parts & Labor etc.), then Rotary can request partial
payment for the portion of work completed
Note: Quote for equipment and installation. (both equipment and installation).
Project Name: Village of Mount Prospect Member # 50010
Model Nb.
Desnrtptton
Unit, Pricb Ea. Qty.,
Extended Pfico'
10210C
Movable Plunger Lifts for Trucks and Buses
$
35,150.57 1
$
35,150.57
Continuous Trench
PR060265
Relief Valve
$
306.38 1
$
306.38
FA74-4
Mag Starter 10HP 220/240V
$
733.37 1
$
733.37
FA75
Push Button Station
$
143.19 1
$
143.19
3% Steel Surcharge
$
1,090.01 1
$
1,090.01
XXX01 CTT
Installation includes decommission second
$
52,250.00 1
$
52,250.00
existing lift, related lift piping andf twin motor
power unit, concrete floor cutting, replace-
ment of lift frame and one new lift, new surr-
ounding concrete floor, all labor at prevailing
wages, (NOTE: rear jack assembly on
second lift will be placed in same location as
existing lift), lift pits must be vac truck clean-
ed before work can begin, remove and re-
place old supply and return lines from power
unit to old front and rear jack assemblies,
install new control piping from power unit
through rear pit to both front and rear jacks,
east lift piping will be replaced at same time
to new lift, hookup power units to existing
electric
DISCLAIMER: quote is based on standard
sub -soil conditions, non standard conditions
such sandy soil, running sand, water excess-
ive concrete thickness (over 6") or hardness
frost, underground utility lines, vehicle ex-
haust systems, contaminated spoils, etc will
result in time and material expenses being
charged and a change order to be process-
ed to continue work, damage caused by en-
counters with any of the above conditions
including broken electrical lines are the res-
ponsibility of the owner
*does not include any fines associated
with EPA testing
*all electric is by others
*does not include any applicable sales tax
Freight Pre Paid By Rotary Lift
Total Price: $ 89,673.52
ADDITIONALTERMS AND CONDITIONS: By submitting a purchase order to Vehicle Service Group, LLC. (VSG),
customer accepts and agrees to these terms and conditions as additional terms to the extisting agreement between the
parties referenced on the face of this quotation (Existing Agreement), notwithstanding anything to the contrary contained therein.
All additional or different terms and conditions contained in Customer's purchase order are hereby rejected. No additional or
different terms or conditions, or any modifications, changes, or amendments to these terms of the existing agreement shall be
binding on VSG, unless expressly accepted by VSG in writing.
DISCLAIMER: Notwithstanding anything to the contrary in the Existing Agreement, VSG shall not be liable for any loss, damage or
additional costs arising from unforeseen conditions affecting installation, including but not limited to contaminated soil, bed rock,
in -floor heating system, high water conditions, or any othertype of in -ground conditions. Customer acknowledges and agrees that
Customer shall be responsible for any additional costs due to such conditions, in addition to the installation price set forth herein.
DELAY: Notwithstanding anything to the contrary in the Existing Agreement, if delivery of the equipment or completion of the work
is delayed by more than thirty (30) days due to the acts or ommission of Customer or any third party other than VSG or its sub-
contractors, VSG may require Customer to render payment for equipment manufactured or delivered, and portions of the work
completed, within thirty (30) days from the date of VSG's invoice, in the amounts set forth in such invoice.
*Cancelled orders or returned goods are subject to 20% restocking fee
Sourcewell # 061015 -RRL Rotary Lift
CAGE #: 7K311 2700 Lanier Dr.
Tax ID #: 90-0501347 Madison, IN 47250
DUNS #: 00-638-2634 Chris Bilz, Government Sales Leader
800.445.5438 x5655
800.578.5438
National Joint Powers Alliance® (herein NJPA)
REQUEST FOR PROPOSAL (herein RFP)
for the procurement of
FLEET -RELATED MAINTENANCE EQUIPMENT, SUPPLIES,
SERVICES, AND INVENTORY MANAGEMENT SOLUTIONS
RFP Opening
JUNE 11, 2015
8:00 a.m. Central Time
At the offices of the
National Joint Powers Alliance®
20212 th Street Northeast, Staples, MN 56479
The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential member agencies, which
includes all governmental, higher education, K-12 education, not-for-profit, tribal government, and all other public agencies
located in all fifty states, Canada, and internationally, issues this Request For Proposal (RFP) to result in a national contract
solution for the procurement of 4 061015 FLEET -RELATED MAINTENANCE EQUIPMENT, SUPPLIES, SERVICES,
AND INVENTORY MANAGEMENT SOLUTIONS. Details of this RFP are available beginning MAY 1, 2015. Details
may be obtained by letter of request to Jonathan Yahn, NJPA, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479,
or by e-mail at RFP@njpacoop.org. Proposals will be received until JUNE 10, 2015 at 4:30 p.m. Central Time at the above
address and opened JUNE 11, 2015 at 8:00 a.m. Central Time.
RFP Timeline
MAY 1, 2015 Publication of RFP in the print and online version of the UVA Today, in the print
and online version of the ,Salt Lake News within the State of Utah, in the print
and online version of the IDIh Journal of Commerce within the State of Oregon
(note: OR entities this pertains to:http://www.nipacoo�or /oreRon-advertisin , in
the print and online version of The Mate within the State of South Carolina, the
NJPA website, MERX, Noticetobidders.com, PubliePurchase.com, Biddingo, and
Onvia.
MAY 20, 2015 Pre -Proposal Conference (the we cast/conference call. The connection information
10:00 a.m. Central Time will be sent to all inquirers two business days before the conference).
JUNE 3, 2015 Deadline for RFP questions.
JUNE 10, 2015 Deadline for Submission of Proposals. Late responses will be returned unopened.
4:30 p.m. Central Time
JUNE 11, 2015 Public Opening of Proposals.
8:00 a.m. Central Time
Direct questions regarding this RFP to: Jonathan Yahn at)onathan.Mhn�a))n) acoo . org or (218)895-4144.
2..
i"M_U,J,1s OE,,
L. Shipping Requesting Pricing Changes
A. About NJPA
B. Joint Exercise of Powers Laws
C. Why Respond to a National Cooperative
Procurement Contract
D. The Intent of This RFP
E. Scope of This RFP
F. Expectations for Equipment/Products
and Services Being Proposed
G. Solutions Based Solicitation
A.
Contract
B.
Currency
C.
Exclusive Vendor
D.
FOB
E.
Hub Partner
F.
Proposer
G.
Request for Proposal
H.
Sourced Goods
I.
Time
J.
Total Cost of Acquisition
K.
Vendor
2..
i"M_U,J,1s OE,,
L. Shipping Requesting Pricing Changes
A. About NJPA
B. Joint Exercise of Powers Laws
C. Why Respond to a National Cooperative
Procurement Contract
D. The Intent of This RFP
E. Scope of This RFP
F. Expectations for Equipment/Products
and Services Being Proposed
G. Solutions Based Solicitation
2
V°,V/%a.0 V JA 1]0N 0V` V°"l1,0V'0`°,;/%a.0 `°
F011, YOUP
1111, 110`,;l%v.
_
A.
Inquiry Period
B.
Pre -Proposal Conference
C.
Identification of Key Personnel
D.
Proposer's Exceptions to Terms and
Marketing Plan
Conditions
E.
Proposal Format
F.
Questions & Answers About This RFP
G.
Modification or Withdrawal of a
Value Added
Submitted Proposal
H.
Proposal Opening Procedure
1.
NJPA's Rights Reserved
11 V ,11 `M
C
A.
Line -Item Pricing
B.
Percentage Discount From Catalog or
E.
Category
C.
Cost Plus a Percentage of Cost
D.
Hot List Pricing
E.
Ceiling Price
F.
Volume Price Discounts/
Additional Quantities
G.
Total Cost of Acquisition
H.
Sourced Equipment/Products/
Applicable Law
Open Market Items
I.
Price and Product Changes
J.
Payment Terms
K.
Sales Tax
2
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A.
Proposal Evaluation Process
B.
Proposer Responsiveness
C.
Proposal Evaluation Criteria
D.
Other Considerations
E.
Cost Comparison
F.
Marketing Plan
G.
Certificate Of Insurance
H.
Order Process and/or Funds Flow
I.
Administrative Fees
J.
Value Added
K.
Waiver of Formalities
A.
Subsequent Agreements
B.
NJPA Member Sign-up Procedure
C.
Reporting of Sales Activity
D.
Audits
E.
Hub Partner
F.
Trade -Ins
G.
Out of Stock Notification
H.
Termination of a Contract resulting from
this RFP
A.
Advertising a Contract Resulting From
This RFP
B.
Applicable Law
C.
Assignment of Contract
D.
List of Proposers
E.
Captions, Headings, and Illustrations
F.
Data Practices
G.
Entire Agreement
H.
Force Majeure
L
Gratuities
J.
Hazardous Substances
K.
Licenses
L.
Material Suppliers and Sub -Contractors
M.
Non -Wavier of Rights
N.
Protests of Awards Made
O.
Suspension or Disbarment Status
P.
Affirmative Action and Immigration
Status Certification
Q.
Severability
R.
Relationship of Parties
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A. CONT CT
"Contract" as used herein shall consist of this RFP, pricing, fully executed forms C, D, F & P from the
Proposer's response pursuant to this RFP, and a fully executed form E ("Acceptance and Award") with
final terms and conditions. Form E will be executed on or after award and will provide final clarification
of terms and conditions of the award.
.CURRENCY
All transactions are payable in U.S. dollars on U.S. sales. All administrative fees are to be paid in U.S.
dollars.
C. EXCLUSIVE VENDOR
A sole Vendor awarded in a product category. NJPA reserves the right to award to an Exclusive Vendor in
the event that such an award is in the best interests of NJPA Members nationally. A Proposer that exhibits
and demonstrates the ability to offer and execute an outstanding overall program, demonstrates the ability
and willingness to serve NJPA current and qualifying Members in all 50 states and comply with all other
requirements of this RFP, is preferred.
FOB stands for "Freight On Board" and defines the point at which responsibility for loss and damage of
product/equipment purchased is transferred from Seller to Buyer. "FOB Destination" defines that transfer
of responsibility for loss is transferred from Seller to Buyer at the Buyer's designated delivery point. FOB
does not identify who is responsible for the costs of shipping. The responsibility for the costs of shipping
is addressed elsewhere in this document.
E. HUB PARTNER
An organization that a member requests to be served through with an Awarded Vendor for the purposes of
complying with a Law, Regulation, or Rule to which that individual NJPA Member deems to be applicable
in their jurisdiction.
F. PROPOSER
A company, person, or entity delivering a timely response to this RFP.
G. REQUEST FOR O OSAL
Herein referred to as RFP.
H. SOURCED GOODS
A Sourced Good or Open Market Item is a product within the RFP's scope - generally deemed incidental
to the total transaction or purchase of contract items - which a member wants to buy under contract from
an Awarded Vendor that is not currently available under the Vendor's NJPA contract.
L TIME
Periods of time, stated as number of days, shall be in calendar days.
TOTAL COST OF ACQUISITION
The Total Cost of Acquisition for the equipment/products and related services being proposed is the cost
of the proposed equipment/products and related services delivered and operational for its intended purpose
in the end -user's location.
K. VENDOR
A Proposer whose response has been awarded a contract pursuant to this RFP.
3
2_1 NJPA shall advertise this solicitation: 1) once each in Oregon's Daily Journal of Commerce, South
Carolina's The State and Utah's Salt Lake Tribune, 2) on NJPA's website; 3) in the hard copy print and
online editions of the USA Today; and 4) on other third -parry websites deemed appropriate by NJPA. Other
third party advertisers may include Onvia, PublicPurchase.com, MERX and Biddingo.
2_2 NJPA also notifies and provides solicitation documentation to each State level procurement departments
for possible re -posting of the solicitation within their systems and at their option for future use and to meet
specific state requirements.
.....................
A. ABOUT NJPA
3_1 The National Joint Powers Alliance® (NJPA) is a public agency serving as a national municipal
contracting agency established under the Service Cooperative statute by Minnesota Legislative Statute
§ 123A.21 with the authority to develop and offer, among other services, cooperative procurement services
to its membership. Eligible membership and participation includes states, cities, counties, all government
agencies, both public and non-public educational agencies, colleges, universities and non-profit
organizations.
3_2 Under the authority of Minnesota state laws and enabling legislation, NJPA facilitates a competitive
bidding and contracting process on behalf of the needs of itself and the needs of current and potential
member agencies nationally. This process results in national procurement contracts with various Vendors
of products/equipment and services which NJPA Member agencies desire to procure. These procurement
contracts are created in compliance with applicable Minnesota Municipal Contracting Laws. A complete
listing of NJPA cooperative procurement contracts can be found at www.nJDacooD.org.
3_3 NJPA is a public agency governed by publicly elected officials that serve as the NJPA Board of
Directors. NJPA's Board of Directors calls for all proposals, awards all Contracts, and hosts those resulting
Contracts for the benefit of its own and its Members use.
3.3.1 Subject to Approval of the NJPA Board: NJPA contracts are awarded by the action
of NJPA Board of Directors. This action is based on the open and competitive bidding process
facilitated by NJPA. The evaluation and resulting recommendation is presented to the Board of
Directors by the NJPA Proposal Evaluation Committee.
3_4 NJPA currently serves over 50,000 member agencies nationally. Both membership and utilization of
NJPA contracts continue to expand, due in part to the increasing acceptance of Cooperative Purchasing
throughout the government and education communities nationally.
. JOINT EXERCISE OF POWERS LAWS
3_5 NJPA cooperatively shares those contracts with its Members nationwide through various Joint Exercise
of Powers Laws or Cooperative Purchasing Statutes established in Minnesota, other States and
Canadian Provinces. The Minnesota Joint Exercise of Powers Law is Minnesota Statute §471.59 which
states "Two or more governmental units... may jointly or cooperatively exercise any power common to
the contracting parties..." This Minnesota Statute allows NJPA to serve Member agencies located in
all other states. Municipal agencies nationally have the ability to participate in cooperative purchasing
activities as a result of specific laws of their own state. These laws can be found on our website at
hiip: //www.njpacoop. org/national-cooperative-contract-solutions/legal-authority/.
C. WHY RESPOND TO A NATIONAL COOPERATIVE PROCUREMENT CONTRACT
M
3_6 National Cooperative Procurement Contracts create value for Municipal and Public Agencies, as well
as for Vendors of products/equipment and services in a variety of ways:
3.6.1 National cooperative contracts potentially save the time and effort of Municipal and Public
Agencies who would have been otherwise charged with soliciting vendor responses to individual
RFP's, resulting in individual contracts, to meet the procurement needs of their respective
agencies. Considerable time and effort is also potentially saved by the Vendors who would have
had to otherwise respond to each of those individual RFPs. A single, nationally advertised RFP,
resulting in a single, national cooperative contract can potentially replace thousands of individual
RFPs for the same equipment/products/services that might have been otherwise advertised by
individual NJPA member agencies.
3.6.2 NJPA contracts offer our Members nationally leveraged volume purchasing discounts. Our
contract terms and conditions offer the opportunity for Vendors to recognize individual member
procurement volume commitment through additional volume based contract discounts.
3_7 State laws that permit or encourage cooperative purchasing contracts do so with the belief that
cooperative efficiencies will result in lower prices, better overall value, and considerable time savings.
3_8 The collective purchasing power of thousands of NJPA Member agencies nationwide offers the
opportunity for volume pricing discounts. Although no sales or sales volume is guaranteed by an NJPA
Contract resulting from this RFP, substantial volume is anticipated and volume pricing is requested and
justified.
3_9 NJPA and its Members desire the best value for their procurement dollar as well as a competitive price.
Vendors have the opportunity to display and highlight value added attributes of their company,
equipment/products and services without constraints of atypical individual proposal process.
D. THE INTENT OF THIS RFP
3.10. National contract awarded by the NJPA Board of Directors: NJPA seeks the most responsive
and responsible Vendor relationship(s) to reflect the best interests of NJPA and its Member agencies.
Through a competitive proposal and evaluation process, the NJPA Proposal Evaluation Committee
reviews and recommends vendors for to award a national contract by the action of the NJPA Board of
Directors. NJPA's primary intent is to establish and provide a national cooperative procurement contract
which offer opportunities for NJPA and our Member agencies to procure quality product/equipment and
services as desired and needed. The contracts will be marketed nationally through a cooperative effort
between the awarded vendor(s) and NJPA. Contracts are expected to offer price levels reflective of the
potential and collective volume of NJPA and the nationally established NJPA membership base.
3.11 Beyond our primary intent, NJPA further desires to:
3.11.1 Award a four year term contract with a fifth year contract option resulting from this RFP;
3.11.2 Offer and apply any applicable technological advances throughout the term of a contract
resulting from this RFP
3.11.3 Deliver "Value Added" aspects of the company, equipment/products and services as
defined in the "Proposer's Response";
3.11.4 Deliver wide spectrums of solutions to meet the needs and requirement of NJPA and NJPA
Member agencies.
3.11.5 Award an exclusive contract to the most responsive and responsible vendor when it is
deemed to be in the best interest of NJPA and the NJPA Member agencies
3.12 Exclusive or Multiple Awards: Based on the goals and scope of this RFP, NJPA is requesting
responders to demonstrate their ability to serve the needs of NJPA's national membership. It is NJPA's
intent and desire to award a contract to a single exclusive Vendor to serve our membership's needs. To
meet the goals of this RFP, NJPA reserves the right to award a Contract to multiple Proposers where the
result justifies a multiple award and multiple contracts are deemed to be in the best interests of NJPA
Member agencies.
3.13 Non -Manufacturer Awards: NJPA reserves the right to make an award related to this invitation to a
non -manufacturer or dealer/distributor if such action is in the best interests of NJPA and its Members.
3.14 Manufacturer as a Proposer: If the Proposer is a Manufacturer or wholesale distributor, the response
received will be evaluated on the basis of a response made in conjunction with that Manufacturer's
authorized Dealer Network. Unless stated otherwise, a Manufacturer or wholesale distributor Proposer is
assumed to have a documented relationship with their Dealer Network where that Dealer Network is
informed of, and authorized to accept, purchase orders pursuant to any Contract resulting from this RFP on
behalf of the Manufacturer or wholesale distributor Proposer. Any such dealer will be considered a sub-
contractor of the Proposer/Vendor. The relationship between the Manufacturer and wholesale distributor
Proposer and its Dealer Network may be proposed at the time of the proposed submission if that fact is
properly identified.
3.15 Dealer/Re-seller as a Proposer: If the Proposer is a dealer or re -seller of the products and/or services
being proposed, the response will be evaluated based on the Proposer's authorization to provide those
products and services from their manufacturer. Where appropriate, Proposers must document their
authority to offer those products and/or services.
E. SCOPE OF THIS
3.16 Scope: The scope of this RFP is to award a contract to a qualifying vendor defined as a manufacturer,
provider, or dealer/distributor, established as a Proposer, and deemed responsive and responsible through
our open and competitive proposal process. Vendors will be awarded contracts based on the proposal and
responders demonstrated ability to meet the expectations of the RFP and demonstrate the overall highest
valued solutions which meet and/or exceed the current and future needs and requirements of NJPA and its
Member agencies nationally within the scope of FLEET -RELATED MAINTENANCE EQUIPMENT,
SUPPLIES, SERVICES, AND INVENTORY MANAGEMENT SOLUTIONS.
3.17 Additional Scope Definitions: For purposes of the scope of this solicitation:
3.17.1 In addition to FLEET -RELATED MAINTENANCE EQUIPMENT, SUPPLIES,
SERVICES, AND INVENTORY MANAGEMENT SOLUTIONS, this solicitation should be
read to include, but not to be limited to:
3.17.1.1 vendor managed inventory, lifts, alignment machines, wheel balancers, tire machines,
brake lathes, hose reels, diagnostic equipment, lube services, and vehicle body -related parts
and services.
3.17.2 NJPA reserves the right to limit the scope of this solicitation for NJPA and current and
potential NJPA member agencies.
3.17.2.1 This solicitation should NOT be construed to include 1) inventory software systems
unless they also contain an on-site inventory management solution, or 2) vehicle -parts -only
solutions that do not include service options.
3.18 Overlap of Scope: When considering equipment/products/services, or groups of equipment/
products/services submitted as a part of your response, and whether inclusion of such will fall within a
"Scope of Proposal," please consider the validity of an inverse statement.
3.18.1 For example, pencils and post -it -notes can generally be classified as office supplies and
office supplies generally include pencils and post -it -notes.
3.18.2 In contrast, computers (PCs and peripherals) can generally be considered office supplies;
however, the scope of office supplies does not generally include computer servers and
infrastructure.
3.18.3 In conclusion: With this in mind, individual products and services must be examined
individually by NJPA, from time to time and in its sole discretion, to determine their
compliance and fall within the original "Scope" as intended by NJPA.
3.19 Best and Most Responsive — Responsible Proposer: It is the intent of NJPA to award a Contract to
the best and most responsible and responsive Proposer(s) offering the best overall quality and selection of
equipment/products and services meeting the commonly requested specifications of the NJPA and NJPA
Members, provided the Proposer's Response has been submitted in accordance with the requirements of
this RFP. Qualifying Proposers who are able to anticipate the current and future needs and requirements
of NJPA and NJPA member agencies; demonstrate the knowledge of any and all applicable industry
standards, laws and regulations; and possess the willingness and ability to distribute, market to and service
NJPA Members in all 50 states are preferred. NJPA requests proposers submit their entire product line as
it applies and relates to the scope of this RFP.
3.20 Sealed Proposals: NJPA will receive sealed proposal responses to this RFP in accordance with
accepted standards set forth in the Minnesota Procurement Code and Uniform Municipal Contracting Law.
Awards may be made to responsible and responsive Proposers whose proposals are determined in writing
to be the most advantageous to NJPA and its current or qualifying future NJPA Member agencies.
3.21 Use of Contract: Any Contract resulting from this solicitation shall be awarded with the understanding
that it is for the sole convenience of NJPA and its Members. NJPA and/or its members reserve the right to
obtain like equipment/products and services solely from this contract or from another contract source of
their choice or from a contract resulting from their own procurement process.
3.22 Awarded Vendor's interest in a contract resulting from this RFP: Awarded Vendors will be able
to offer to NJPA, and current and potential NJPA Members, only those products/equipment and services
specifically awarded on their NJPA Awarded Contract(s). Awarded Vendors may not offer as "contract
compliant," products/equipment and services which are not specifically identified and priced in their NJPA
Awarded Contract.
3.23 Sole Source of Responsibility- NJPA desires a "Sole Source of Responsibility" Vendor. This means
the Vendor will take sole responsibility for the performance of delivered equipment/products/ services.
NJPA also desires sole responsibility with regard to:
3.23.1 Scope of Equipment/Products/Services: NJPA desires a provider for the broadest possible
scope of products/equipment and services being proposed over the largest possible geographic area
and to the largest possible cross-section of NJPA current and potential Members.
3.23.2 Vendor use of sub -contractors in sourcing or delivering equipment/product/services: NJPA
desires a single source of responsibility for equipment/products and services proposed. Proposers are
assumed to have sub -contractor relationships with all organizations and individuals whom are external to
the Proposer and are involved in providing or delivering the equipment/products/services being proposed.
Vendor assumes all responsibility for the equipment/products/services and actions of any such Sub -
Contractor. Suggested Solutions Options include:
7
3.24.1 Multiple solutions to the needs of NJPA and NJPA Members are possible. Examples could
include:
3.24.1.1 Equipment/Products Only Solution: Equipment/Products Only Solution may
be appropriate for situations where NJPA or NJPA Members possess the ability, either in-
house or through local third party contractors, to properly install and bring to operation
those equipment/products being proposed.
3.24.1.2 Turn -Key Solutions: A Turn -Key Solution is a combination of
equipment/products and services which provides a single price for equipment/products,
delivery, and installation to a properly operating status. Generally this is the most desirable
solution as NJPA and NJPA Members may not possess, or desire to engage, personnel with
the necessary expertise to complete these tasks internally or through other independent
contractors
3.24.1.3 Good, Better, Best: Where appropriate and properly identified, Proposers are
invited to offer the CHOICE of good — better — best multiple grade solutions to NJPA and
NJPA Members' needs.
3.24.1.4 Proven — Accepted — Leading Edge Technology: Where appropriate and
properly identified, Proposers are invited to provide an appropriate identified spectrum of
technology solutions to compliment or enhance the functionality of the proposed solutions
to NJPA and NJPA Members' needs both now and into the future.
3.24.2 If applicable, Contracts will be awarded to Proposer(s) able to deliver a proposal meeting
the entire needs of NJPA and its Members within the scope of this RFP. NJPA prefers Proposers
submit their complete product line of products and services described in the scope of this RFP.
NJPA reserves the right to reject individual, or groupings of specific equipment/products and
services proposals as a part of the award.
3.25 Geographic Area to be Proposed: This RFP invites proposals to provide FLEET -RELATED
MAINTENANCE EQUIPMENT, SUPPLIES, SERVICES, AND INVENTORY MANAGEMENT
SOLUTIONS to NJPA and NJPA Members throughout the entire United States and possibly
internationally. Proposers will be expected to express willingness to explore service to NJPA Members
located abroad; however the lack of ability to serve Members outside of the United States will not be cause
for non -award. The ability and willingness to serve Canada, for instance, will be viewed as a value-added
attribute.
3.26 Contract Term: At NJPA's option a contract resulting from this RFP will become effective either
the date awarded by the NJPA Board of Directors or the day following the expiration date of an existing
NJPA procurement contract for the same or similar product/equipment and services.
3.26.1 NJPA is seeking a Contract base term of four years as allowed by Minnesota Contracting
Law. Full term is expected. However, one additional one-year renewal/extension may be offered
by NJPA to Vendor beyond the original four year term if NJPA deems such action to be in the best
interests of NJPA and its Members. NJPA reserves the right to conduct periodic business reviews
throughout the term of the contract.
3.27 Minimum Contract Value: NJPA anticipates considerable activity resulting from this RFP and
subsequent award; however, no commitment of any kind is made concerning actual quantities to be
acquired. NJPA does not guarantee usage. Usage will depend on the actual needs of the NJPA Members
and the value of the awarded contract.
3
3.28 Estimated Contract Volume: Estimated quantities and sales volume are based on potential usage by
NJPA and NJPA Member agencies nationally.
3.29 Contract Availability: This Contract must be available to all current and potential NJPA Members
who choose to utilize this NJPA Contract to include all governmental and public agencies, public and
private primary and secondary education agencies, and all non-profit organizations nationally.
3.30 Proposer's Commitment Period: In order to allow NJPA the opportunity to evaluate each proposal
thoroughly, NJPA requires any response to this solicitation be valid and irrevocable for ninety (90) days
after the date proposals were opened regarding this RFP.
F. EXPECTATIONS FOR U ENT/PO UC S AND SERVICES BEING PROPOSED
3.31 Industry Standards: Except as contained herein, the specifications or solutions for this RFP
shall be those accepted guidelines set forth by the FLEET -RELATED MAINTENANCE EQUIPMENT,
SUPPLIES, SERVICES, AND INVENTORY MANAGEMENT SOLUTIONS industry, as they are
generally understood and accepted within that industry across the nation. Submitted products/equipment,
related services, and their warranties and assurances are required to meet and/or exceed all current,
traditional and anticipated needs and requirements of NJPA and its Members.
3.31.1 Deviations from industry standards must be identified by the Proposer and
explained how, in their opinion, the equipment/products and services they propose will render
equivalent functionality, coverage, performance, and/or related services. Failure to detail all such
deviations may comprise sufficient grounds for rejection of the entire proposal.
3.31.2 Technical Descriptions/Specifications. Excessive technical descriptions and specifications
which, in the opinion of NJPA unduly enlarge the proposal response may reduce evaluation points
awarded on Form G. Proposers must supply sufficient information to:
3.31.2.1 demonstrate the Proposer's knowledge of industry standards;
3.31.2.2 identify the equipment/products and services being proposed; and
3.31.2.3 differentiate equipment/products and services from others.
3.32 New Current Model Equipment/Products: Proposals submitted shall be for new, current model
equipment/products and services with the exception of certain close-out products allowed to be offered on
the Proposer's "Hot List" described herein.
3.33 Compliance with laws and standards: All items supplied on this Contract shall comply with any
current applicable safety or regulatory standards or codes.
3.34 Delivered and operational: Products/equipment offered herein are to be proposed based upon being
delivered and operational at the NJPA Member's site. Exceptions to "delivered and operational" must be
explicitly disclosed in the "Total Cost of Acquisition" section of your proposal response.
3.35 Warranty: The Proposer warrants that all products, equipment, supplies, and services delivered under
this Contract shall be covered by the industry standard or better warranty. All products and equipment
should carry a minimum industry standard manufacturer's warranty that includes materials and labor. The
Proposer has the primary responsibility to submit product specific warranty as required and accepted by
industry standards. Dealer/Distributors agree to assist the purchaser in reaching a solution in a dispute over
warranty's terms with the manufacturer. Any manufacturer's warranty which is effective past the expiration
of the warranty will be passed on to the NJPA member. Failure to submit a minimum warranty may result
in non -award.
E
3.36 Additional Warrants: The Proposer warrants all products/equipment and related services furnished
hereunder will be free from liens and encumbrances; defects in design, materials, and workmanship; and
will conform in all respects to the terms of this RFP including any specifications or standards. In addition,
Proposer/Vendor warrants the products/equipment and related services are suitable for and will perform in
accordance with the ordinary use for which they are intended.
3.37 NJPA solicitations and contract process will not offer specific specifications for proposers to meet or
base your response on. This RFP is a "Solutions Based Solicitation." This means the proposers are asked
to understand and anticipate the current and future needs of NJPA and the nationally located NJPA
membership base, within the scope of this RFP, and including specifications commonly desired or required
by law or industry standards. Your proposal will be evaluated in part on your demonstrated ability to meet
or exceed the needs and requirements of NJPA and our member agencies within the defined scope of this
RFP.
3.38 NJPA does not typically provide product and service specifications; rather NJPA is requesting an
industry standard or accepted specification for the requested product/equipment and services. Where
specific line items are specified, those line items should be considered the minimum which can be expanded
by the Proposer to deliver the Proposer's "Solution" to NJPA and NJPA Members' needs.
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A. INQUIRY PERIOD
4_1 The inquiry period shall begin at the date of first advertisement and continue to the "Deadline for
Requests." RFP packages shall be distributed to Potential Bidders during the inquiry period. The purpose
for the defined "Inquiry Period" is to ensure proposers have enough time to complete and deliver the
proposal to our office.
4_2 A non -mandatory pre -proposal conference will be held at the date and time specified in the time line on
page one of this RFP. Conference call and web connection information will be sent to all Potential Proposers
through the same means employed in their inquiry. The purpose of this conference call is to allow Potential
Proposers to ask questions regarding this RFP and hear answers to their own questions and the questions of
other Potential Proposers. Only answers issued in writing by NJPA to questions asked before or during the
Pre -proposal Conference shall be considered binding.
C. IDENTIFICATION OF KEY PERSONNEL
4_3 Vendor will designate one senior staff individual who will represent the awarded Vendor to NJPA. This
contact person will correspond with members for technical assistance, questions or problems that may arise
including instructions regarding different contacts for different geographical areas as needed.
4_4 Individuals should also be identified (if applicable) as the primary contacts for the contents of this
proposal, marketing, sales, and any other area deemed essential by the Proposer.
D. O OSE 'S EXCEPTIONS TO TERMS AND CONDITIONS
4_5 Any exceptions, deviations, or contingencies a Proposer may have to the terms and conditions contained
herein must be documented on Form C.
10
4_6 Exceptions, deviations or contingencies stipulated in Proposer's Response, while possibly necessary in
the view of the Proposer, may result in disqualification of a Proposal Response.
E. PROPOSAL FORMAT
4_7 It is the responsibility of all Proposers to examine the entire RFP package, to seek clarification of any
item or requirement that may not be clear and to check all responses for accuracy before submitting a
Proposal. Negligence in preparing a Proposal confers no right of withdrawal after the deadline for
submission of proposals.
4_8 All proposals must be properly labeled and sent to "The National Joint Powers Alliance®, 202 12th ST
NE Staples, MN 56479."
4_9 Format for proposal response: All proposals must be physically delivered to NJPA at the above
address in the following form and with all required hard copy documents and signature forms/pages inserted
as loose pages at the front of the Vendor's response:
4.9.1 Hard copy original signed, completed, and dated forms C, D, F and hard copy signed signature
page only from forms A and P from this RFP;
4.9.2 Hard copies of all addenda issued for the RFP with original counter signed by the Proposer;
4.9.3 Hardy copy of Certificate of Insurance verifying the coverage identified in this RFP; and
4.9.4 A complete copy of your response on a CD (Compact Disc) or flash drive. The copy shall
contain completed Forms A, B, C, D, F & P, your statement of products and pricing (including
apparent discount) together with all appropriate attachments. Everything you send with your hard
copy should also be included in the electronic copy. As a public agency, NJPA proposals, responses
and awarded contracts are a matter of public record, except for that data included in the proposals,
responses and awarded contracts that is classified as nonpublic; thus, pursuant to statute, NJPA
policies and RFP terms and conditions, all documentation, except for that data which is nonpublic
is available for review by the public through a public records request. If you wish to request that
certain information that falls within Minnesota Statute §13.37 be redacted, such request must be
made within thirty -days of award/non-award.
4.10 All Proposal forms must be submitted in English and be legible. All appropriate forms must be
executed by an authorized signatory of the Proposer. Blue ink is preferred for signatures.
4.11 Proposal submissions should be submitted using the electronic forms provided. If a Proposer chooses
to use alternative documents for their response, the Proposer will be responsible for ensuring the content is
effectively equal to the NJPA form and the document is in a format readable by NJPA.
4.12 It is the responsibility of the Proposer to be certain the proposal submittal is in the physical possession
of NJPA on or prior to the deadline for submission of proposals.
4.12.1 Proposals must be submitted in a sealed envelope or box properly addressed to NJPA and
prominently identifying the proposal number, proposal category name, the message "Hold for
Proposal Opening", and the deadline for proposal submission. NJPA cannot be responsible for
late receipt of proposals. Proposals received by the correct deadline for proposal submission will
be opened and the name of each Proposer and other appropriate information will be publicly read.
4.13 Corrections, erasures, and interlineations on a Proposer's Response must be initialed by the authorized
signer in original ink on all copies to be considered.
11
4.14 Addendums to the RFP: The Proposer is responsible for ensuring receipt of all addendums to this
RFP.
4.14.1 Proposer's are responsible for checking directly with the NJPA website for addendums to
this RFP.
4.14.2 Addendums to this RFP can change terms and conditions of the RFP including the deadline
for submission of proposals.
F. QUESTIONS AND ANSWERS ABOUT THIS RFP
4.15 Upon examination of this RFP document, Proposer shall promptly notify NJPA of any ambiguity,
inconsistency, or error they may discover. Interpretations, corrections and changes to this RFP will be
made by NJPA through addendum. Interpretations, corrections, or changes made in any other manner will
not be binding and Proposer shall not rely upon such.
4.16 Submit all questions about this RFP, in writing, referencing FLEET -RELATED MAINTENANCE
EQUIPMENT, SUPPLIES, SERVICES, AND INVENTORY MANAGEMENT SOLUTIONS to
Jonathan Yahn, NJPA 202 12th Street NE, Staples, MN 56479 or RFP@njpacoop.org. Those not having
access to the Internet may call Jonathan Yahn at (218) 895-4144. Requests for additional information or
interpretation of instructions to Proposers or technical specifications shall also be addressed to Jonathan
Yahn. NJPA urges Potential Proposers to communicate all concerns well in advance of the deadline to
avoid misunderstandings. Questions received less than seven (7) days ending at 4:00 p.m. Central Time of
the seventh (7th) calendar day prior to proposal due -date cannot be answered; however, communications
permitted include: NJPA issued addenda or potential Vendor withdrawal of their response prior to RFP
submission deadline.
4.17 If the answer to a question is deemed by NJPA to have a material impact on other potential proposers
or the RFP itself, the answer to the question will become an addendum to this RFP.
4.18 If the answer to a question is deemed by NJPA to be a clarification of existing terms and conditions
and does not have a material impact on other potential proposers or the RFP itself, no further documentation
of that question is required.
4.19 As used in this solicitation, clarification means communication with a Potential Proposer for the sole
purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in the RFP.
4.20 Addenda are written instruments issued by NJPA that modify or interpret the RFP. All addenda issued
by NJPA shall become a part of the RFP. Addenda will be delivered to all Potential Proposers using the
same method of delivery of the original RFP material. NJPA accepts no liability in connection with the
delivery of said materials. Copies of addenda will also be made available on the NJPA website at
www.nipacoop.org by clicking on "Current and Pending Solicitations" and from the NJPA offices. No
questions will be accepted by NJPA later than seven (7) days prior to the deadline for receipt of proposals,
except Each Potential Proposer shall ascertain prior to submitting a Proposal that it has received all addenda
issued, and the Proposer shall acknowledge their receipt in its Proposal Response.
4.21 An amendment to a submitted proposal must be in writing and delivered to NJPA no later than the
time specified for opening of all proposals.
G. MODIFICATION OR WITHDRAWAL OF A SUBMITTED PROPOSAL
4.22 A submitted proposal may not be modified, withdrawn or cancelled by the Proposer for a period of
ninety (90) days following the date proposals were opened. Prior to the deadline for submission of
proposals, any proposal submitted may be modified or withdrawn by notice to the NJPA Contracts and
Compliance Manager. Such notice shall be submitted in writing and include the signature of the Proposer
and shall be delivered to NJPA prior to the deadline for submission of proposals and it shall be so worded
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as not to reveal the content of the original proposal. However, the original proposal shall not be physically
returned to the Potential Proposer until after the official proposal opening. Withdrawn proposals may be
resubmitted up to the time designated for the receipt of the proposals if they are then fully in conformance
with the Instructions to Proposer.
4.23 Examples of Value Added Attributes: Value -Added attributes, products and services are items
offered in addition to the products and services being proposed which adds value to those items being
proposed. The availability of a contract for maintenance or service after the initial sale, installation, and
set-up may, for instance, be "Value Added Services" for products where a typical buyer may not have the
ability to perform these functions. The opportunity to indicate value added dimensions and such
advancements will be available in the Proposer's Questionnaire and Proposer's product and service
submittal.
4.24 Value added equipment/products and services and expanded services, as they relate to this RFP, will
be given positive consideration in the award selection. Consideration will be given to an expanded selection
of FLEET -RELATED MAINTENANCE EQUIPMENT, SUPPLIES, SERVICES, AND INVENTORY
MANAGEMENT SOLUTIONS and advances to provide equipment/products/services or supplies meeting
and/or exceeding today's industry standards and expectations. A value add would include a program or
service that further serves the members needs above and possibly beyond standard expectation and
complements the equipment/products/services and training. Value added could include areas of equipment,
product and service, sales, ordering, delivery, performance, maintenance, technology, and service that
furthers the functionality and effectiveness of the procurement process while remaining within the scope of
this RFP.
4.25 Minority, Small Business, and Women Business Enterprise (WMBE) participation: It is the
policy of some NJPA Members to involve Minority, Small Business, and WMBE contractors in the process
to purchase equipment/products and related services. Vendors should document WMBE status for their
organization AND any such status of their affiliates (i.e. Supplier networks) involved in carrying out the
activities invited. The ability of a Proposer to provide "Credits" to NJPA and NJPA Members in these
subject areas, either individually or through related entities involved in the transaction, will be evaluated
positively by NJPA and reflected in the "value added" area of the evaluation. NJPA is committed to
facilitating the realization of such "Credits" through certain structuring techniques for transactions resulting
from this RFP.
4.26 Environmentally Preferred Purchasing Opportunities: There is a growing trend among NJPA
Members to consider the environmental impact of the equipment/products and related services they
purchase. "Green" characteristics demonstrated by responding companies will be evaluated positively by
NJPA and reflected in the "value added" area of the evaluation. Please identify any Green characteristics
of the equipment/products and related services in your proposal and identify the sanctioning body
determining that characteristic. Where appropriate, please indicate which products have been certified as
"green" and by which certifying agency.
4.27 On -Line Requisitioning systems: When applicable, on-line requisitioning systems will be viewed as
a value-added characteristic. Proposer shall include documentation about user interfaces that make on-line
ordering easy for NJPA Members as well as the ability to punch -out from mainstream e -Procurement or
Enterprise Resource Planning (ERP) systems that NJPA Members may currently utilize.
4.28 Financing: The ability of the Proposerto provide financing options forthe products and services being
proposed will be viewed as a Value Added Attribute.
H. PROPOSAL OPENING PROCEDURE
4.29 Sealed and properly identified Proposer's Responses for this RFP entitled FLEET -RELATED
MAINTENANCE EQUIPMENT, SUPPLIES, SERVICES, AND INVENTORY MANAGEMENT
SOLUTIONS will be received by Jonathan Yahn, Contracts and Compliance Manager, at NJPA Offices,
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202 12th Street NE, Staples, MN 56479 until the deadline for receipt of, and proposal opening identified
on page one of this RFP. We document the receipt by using an atomic clock; an NJPA employee
electronically time and date stamps all Proposals immediately upon receipt. The NJPA Director of
Contracts and Marketing, or Representative from the NJPA Proposal Evaluation Committee, will then read
the Proposer's names aloud. A summary of the responses to this RFP will be made available for public
inspection in the NJPA office in Staples, MN. A letter or e-mail request is required to receive a complete
RFP package. Send or communicate all requests to the attention of Jonathan Yahn 202 12th Street Northeast
Staples, MN 56479 or RFP(anjpacoop.org to receive a complete copy of this RFP. Method of delivery
needs to be indicated in the request; an email address is required for electronic transmission. Oral, facsimile,
telephone or telegraphic Proposal Submissions or requests for this RFP are invalid and will not receive
consideration. All Proposal Responses must be submitted in a sealed package. The outside of the package
shall plainly identify FLEET -RELATED MAINTENANCE EQUIPMENT, SUPPLIES, SERVICES, AND
INVENTORY MANAGEMENT SOLUTIONS. To avoid premature opening, it is the responsibility of the
Proposer to label the Proposal Response properly.
1. N A'S RIGHTS RESERVED
4.30.1 Reject any and all Proposals received in response to this RFP;
4.30.2 Disqualify any Proposer whose conduct or Proposal fails to conform to the requirements of this
RFP;
4.30.3 Have unlimited rights to duplicate all materials submitted for purposes of RFP evaluation, and
duplicate all public information in response to data requests regarding the Proposal;
4.30.4 Consider a late modification of a Proposal if the Proposal itself was submitted on time and if the
modifications were requested by NJPA and the modifications make the terms of the Proposal more
favorable to NJPA, and accept such Proposal as modified;
4.30.5 At its sole discretion, reserve the right to waive any non -material deviations from the requirements
and procedures of this RFP;
4.30.6 Extend the Contract, in increments determined by NJPA, not to exceed a total contract term of five
years; and
4.30.7 Cancel the Request for Proposal at any time and for any reason with no cost or penalty to NJPA.
4.30.8 Correct or amend the RFP at any time with no cost or penalty to NJPA. If NJPA should correct or
amend any segment of the RFP after submission of Proposals and prior to announcement of the
Awarded Vendor, all Proposers will be afforded ample opportunity to revise their Proposal to
accommodate the RFP amendment and the dates for submission of revised Proposals announced at that
time. NJPA will not be liable for any errors in the RFP or other responses related to the RFP.
4.30.9 Extend proposal due dates.
5_1 NJPA requests Potential Proposers respond to this RFP only if they are able to offer a wide array of
equipment/products and services and at prices lower and better value than what they would ordinarily offer
to single government agency, larger school district, or regional cooperative.
5_2 RFP is an Indefinite Quantity Equipment/Products and Related Service Price and Program Request with
potential national sales distribution and service. If Proposer's solution requires additional supporting
documentation, describe where it can be found in your submission. If Proposer offers the solution in an
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alternative fashion, describe your solution to be easily understood. All pricing must be copied on a CD or
thumb drive along with other requested information as a part of a Proposer's Response.
5_3 Regardless of the payment method selected by NJPA or NJPA Member, a total cost associated with any
purchase option of the equipment/products and services and being supplied must always be disclosed at the
time of purchase.
5_4 All Proposers will be required to submit "Primary Pricing" in the form of either "Line -Item Pricing,"
or "Percentage Discount from Catalog Pricing," or a combination of these pricing strategies. Proposers are
also encouraged to offer OPTIONAL pricing strategies such as but not limited to "Hot List," "Sourced
Product/Equipment" and "Volume Discounts," as well as financing options such as leasing. All pricing
documents should include an effective date, preferably in the top right corner of the first page of each
pricing document.
A. LINE -ITEM PRICING
5_5 A pricing format where specific individual products and/or services are offered at specific individual
Contract prices. Products/equipment and/or related services are individually priced and described by
characteristics such as manufacture name, stock or part number, size, or functionality. This method of
pricing offers the least amount of confusion as products/equipment and prices are individually identified
however, Proposers with a large number of products/equipment to propose may find this method
cumbersome. In these situations, a percentage discount from catalog or category pricing model may make
more sense and increase the clarity of the contract pricing format.
5_6 All Line -Item Pricing items must be numbered, organized, sectioned, including SKU's (when
applicable) and easily understood by the Evaluation Committee and members.
5_7 Submit Line -Item Pricing items in an Excel spreadsheet format and include all appropriate identification
information necessary to discern the line item from other line items in each Responder's proposal.
5_8 The purpose for a searchable excel spreadsheet format for Line -Item Pricing is to be able to quickly
find any particular item of interest. For that reason, Proposers are responsible for providing the appropriate
product and service identification information along with the pricing information which is typically found
on an invoice or price quote for such products/equipment and related services.
5_9 All products/equipment and related services typically appearing on an invoice or price quote must be
individually priced and identified on the line -item price sheet, including any and all ancillary costs.
5.10 Proposers are asked to provide both a published "List" price as well as a "Proposed Contract Price" in
their pricing matrix. Published List price will be the standard "quantity of one" price currently available to
government and educational customers excluding cooperative and volume discounts.
B. PERCENTAGE DISCOUNT O CATALOG OR CATEGORY
5.11 A specific percentage discount from a Catalog or List price" defined as a published Manufacturer's
Suggested Retail Price (MSRP) for the products/equipment or related services being proposed.
5.12 Individualized percentage discounts can be applied to any number of defined product groupings.
5.13 A Percentage Discount from MSRP may be applied to all elements identified in MSRP including all
Manufacturer Options applicable to the equipment/products or related services.
5.14 When a Proposer elects to use "Percentage Discount from Catalog or Category," Proposer will be
responsible for providing and maintaining current published MSRP with NJPA and must be included in
their proposal and provided throughout the term of any Contract resulting from this RFP.
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C. COST PLUS A PERCENTAGE OF COST
5.15 Cost plus a percentage of cost as a primary pricing mechanism is not desirable.
lNBMI mfrs'[ I N
5.16 Where applicable, a Vendor may opt to offer a specific selection of products/services, defined as Hot
List pricing at greater discounts or related advantages than those listed in the standard Contract pricing. All
product/service pricing, including the Hot List Pricing, must be submitted electronically provided in Excel
format. Hot List pricing must be submitted in a Line -Item format. Equipment/products and related services
may be added or removed from the "Hot List" at any time through an NJPA Price and Product Change
Form.
5.17 Hot List program and pricing when applicable may also be used to discount and liquidate close-out
and discontinued equipment/products and related services as long as those close-out and discontinued items
are clearly labeled as such. Current ordering process and administrative fees apply. This option must be
published and made available to all NJPA Members.
E. CEILING PRICE
5.18 Proposal pricing is to be established as a ceiling price. At no time may the proposed
equipment/products and related services be offered pursuant to this Contract at prices above this ceiling
price without request and approval by NJPA. Contract prices may be reduced to allow for volume
considerations and commitments and to meet the specific and unique needs of an NJPA Member.
5.19 Allowable specific needs may include competitive situations, certain purchase volume commitments
or the creation of custom programs based on the individual needs of NJPA Members.
F. VOLUME CE DISCOUNTS / ADDITIONAL IJAN I IES
5.20 Proposers are free to offer volume commitment discounts from the contract pricing documented in a
Contract resulting from this RFP. Volume considerations shall be determined between the Vendor and
individual NJPA Members on a case-by-case basis.
5.21 Nothing in this Contract establishes a favored member relationship between the NJPA or any NJPA
Member and the Vendor. The Vendor will, upon request by NJPA Member, extend this same reduced price
offered or delivered to another NJPA Member provided the same or similar volume commitment, specific
needs, terms, and conditions, a similar time frame, seasonal considerations, locations, competitively
situations and provided the same manufacturer support is available to the Vendor.
5.22 All price adjustments are to be offered equally to all NJPA Members exhibiting the same or
substantially similar characteristics such as purchase volume commitments, and timing including the
availability of special pricing from the Vendor's suppliers.
5.23 The contract awarded vendor will accept orders for additional quantities at the same prices, terms and
conditions, providing the NJPA Member exercises the option before a specific date, mutually agreed upon
between member and contract awarded vendor at time of original purchase order. Any extension(s) of
pricing beyond the specific date shall be upon mutual consent between the NJPA Member and the contract
awarded vendor.
G. TOTAL COST OF ACQUISITION
5.24 The Total Cost of Acquisition for the equipment/products and related services being proposed,
including those payable by NJPA Members to either the Proposer or a third party is the cost of the proposed
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equipment/products product/equipment and related services delivered and operational for its intended
purpose in the end -user's location. For example, if you are proposing equipment/products FOB Proposer's
dock., your proposal should identify your deviation from the "Total Cost of Acquisition" of contracted
equipment/products. The Proposal should reflect that the "contract does not provide for delivery beyond
Proposer's dock, nor any set-up activities or costs associated with those delivery or set-up activities." In
contrast, proposed terms including all costs for product/equipment and services delivered and operational
at to the end -user's location would require a disclosure of ' None."
H. SOURCED O UCT/EQ UIPMENT /OPEN SET ITEMS
5.25 A Sourced Good or an Open Market Item is a product that a member wants to buy under contract that
is not currently available under the Vendor's NJPA contract. This method of procurement can be satisfied
through a contract sourcing process. Sourcing options serve to provide a more complete contract solution
to meet our members' needs. Sourced items are generally deemed incidental to the total transaction or
purchase of contract items.
5.26 NJPA or NJPA Members may request product/equipment and/or related services that are within the
related scope of this RFP, which are not included in an awarded Vendor's line -item product/equipment and
related service list or catalog. These items are known as Sourced Product/Equipment or Open Market Items.
5.27 An awarded Vendor resulting from this RFP may "Source" equipment/products and related services
for NJPA or an NJPA Member to the extent they:
5.27.1 Identify all such equipment, products and services as "Sourced Products/Equipment " or
"Open Market Items" on any quotation issued in reference to an NJPA awarded contract, and
provided to either NJPA or an NJPA Member; and
5.27.2 Follow all applicable acquisition regulations pertaining to the purchase of such equipment,
products and services, as defined by NJPA or NJPA Member receiving quotation from Vendor; and
5.27.3 Ensure NJPA or the NJPA Member has determined the prices as quoted by the Vendor for
such equipment, products and services are deemed to be fair and reasonable and are acceptable to
the memberibuyer; and
5.27.4 Identify all product/equipment sourced as a part of an NJPA contract purchase with all
required NJPA reporting and fees applying.
5.28 Cost plus a percentage is an option in pricing of sourced goods.
L PRODUCT & PRICE CHANGES
5.29 Requests for equipment/products or service changes, additions or deletions will be allowed at any time
throughout the awarded contract term. All requests must be made in written format by completing the
NJPA Price and Product Change Request Form (located at the end of this RFP and on the NJPA website)
and signature of an authorized Vendor employee. All changes are subject to review and approval by the
NJPA Contracts & Compliance Manager, signed in acceptance by the NJPA Executive Director and
acknowledged by the NJPA Contract Council. Submit request via email to your Contract Manager and
PandP@njpacoop.org.
5.30 NJPA's due diligence in analyzing any request for change is to determine if approval of the request is:
1) within the scope of the original RFP and 2) in the `Best Interests of NJPA and NJPA Members." A
signed Price and Product Change form will be returned to vendor contact via email.
5.31 Vendor must complete this change request form and individually list or attach all items or services
subject to change, provide sufficiently detailed explanation and documentation for the change, and include
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a compete restatement of pricing document in appropriate format (preferably Excel). The pricing document
must identify all equipment/products and services being offered and must conform to the following NJPA
product/price change naming convention: (Vendor Name) (NJPA Contract 4) (effective pricing date); for
example, "COMPANY 012411-CPY eff 02-12-2013."
5.32 New pricing restatement must include all equipment/products and services offered regardless of
whether their prices have changed and include a new "effective date" on the pricing documents. This
requirement reduces confusion by providing a single, current pricing sheet for each vendor and creates a
historical record of pricing.
5.33 ADDITIONS. New equipment/products and related services may be added to a contract if such
additions are within the scope of the RFP. New equipment/products and related services may be added to a
Contract resulting from this RFP at any time during that Contract to the extent those equipment/products
and related services are within the scope of this RFP. Those requests are subject to review and approval of
NJPA. Allowable new equipment/products and related services generally include new updated models of
equipment/products and related services and or enhanced services previously offered which could reflect
new technology and improved functionality.
5.34 DELETIONS. New equipment/products and related services may be deleted from a contract if an item
or service is no longer available and thus not relevant to the contract; for example, discontinued, improved,
etc.
5.35 PRICE CHANGES: Request prices changes in general terms along with the justification by product
category for the change; for example, a 3% increase in XYZ Product Line is due to a 3% increase in
petroleum, or this list of SKUs/ product descriptions is increasing X% due to X% increase in cost of raw
materials.
5.35.1 Price decreases: NJPA expects Vendors to propose their very best prices and anticipates
price reductions are due to advancement of technologies and market place efficiencies.
5.35.2 Price increases: Typical acceptable increase requests include increases to Vendor input
costs such as petroleum or other applicable commodities, increases in product utility of new
compared to old equipment/product or service, etc. Vendor must include reasonable documentation
for the claims cited in their request along with detailed justification for why the increase is needed.
Special details for price changes must be included with the request along with both current and
proposed pricing. Appropriate documentation should be attached to this form, including letters
from suppliers announcing price increases. Price increases will not exceed industry standard.
5.36 Submit the following documentation to request a pricing change:
5.36.1 Signed NJPA Price and Product Change Form
5.36.2 Single Statement of Pricing Excel spreadsheet identifying all equipment/products and
services being offered and their pricing. Each complete pricing list will be identified by its
"Effective Date." Each successive price listing identified by its "Effective Date" will create a
"Product and Price History" for the Contract. Each subsequent pricing update will be saved using
the naming convention of "(Vendor Name) pricing effective XX/XX/XXXX."
5.36.2.1 Include all equipment/products and services regardless of whether their prices
have changed. By observing this convention we will:
5.36.2.1.1 Reduce confusion by providing a single, easy to find, current pricing
sheet for each Vendor.
5.36.2.1.2 Create a historical record of pricing.
5.37 NJPA reserves the right to review additional catalogs being proposed as additions or replacements to
determine if the represented products and services reflect and relate to the scope of this RFP. Each new
catalog received may have the effect of adding new product offerings and deleting products no longer
carried by the Vendor. New catalogs shall apply to the Contract only upon approval of the NJPA. Non -
approved use of catalogs may result in termination for convenience. New price lists or catalogs found to
be offering non -contract items during the Contract may be grounds for terminating the Contract for
convenience.
5.38 Proposers representing multiple manufacturers, or carrying multiple related product lines may also
request the addition of new manufacturers or product lines to their Contract to the extent they remain within
the scope of this RFP.
5.39 Proposers may use the multiple tabs available in an Excel workbook to separately list logical product
groupings or to separately list product and service pricing as they see fit.
5.40 All equipment/products and services together with their pricing, whether changed within the request
or remaining unchanged, will be stated on each "Pricing" sheet created as a result of each request for
product, service, or pricing change.
5.41 Each subsequent "Single Statement of Product and Pricing" will be archived by its effective date
therefore creating a product and price history for any Contract resulting from this RFP. Proposers are
required to create a historical record of pricing annually by submitting updated pricing referred to as a
"Single Statement of Product/Equipment and Related Services Contract Price Update". This pricing update
is required at a minimum of once per contract year.
J. PAYMENT TERMS
5.42 Payment terms will be defined by the Proposer in the Proposer's Response. Proposers are encouraged
to offer payment terms through P Card services if applicable.
5.43 If applicable, identify any leasing programs available to NJPA and NJPA Members as part of your
proposal. Proposers should submit an example of the lease agreement to be used and should identify:
K. SALES TAX
5.43.1 General leasing terms such as:
5.43.1.1 The percentage adjustment over/under an index rate used in calculating the
internal rate of return for the lease; and
5.43.1.2 The index rate being adjusted; and
5.43.1.3 The "Purchase Option" at lease maturity ($1, or fair market value); and
5.43.1.4 The available term in months of lease(s) available.
5.43.2 Leasing company information such as:
5.43.2.1 The name and address of the leasing company; and
5.43.2.2 Any ownership, common ownership, or control between the Proposer and the
Leasing Company.
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5.44 Sales and other taxes shall not be included in the prices quoted. Vendor will charge state and local
sales and other taxes on items for which a valid tax exemption certification has not been provided. Each
NJPA Member is responsible for providing verification of tax exempt status to the Vendor. When ordering,
NJPA Members must indicate that they are tax exempt entities. Except as set forth herein, no party shall
be responsible for taxes imposed on another party as a result of or arising from the transactions
contemplated by a Contract resulting from this RFP.
5.45 NJPA desires an attractive freight program. A shipping program for material only proposals, or
sections of proposals, must be defined as a part of the cost of equipment/products. If shipping is charged
to NJPA or NJPA Member, only the actual cost of delivery may be added to an invoice. Shipping charges
calculated as a percentage of the product price may not be used, unless such charges are lower than actual
delivery charges. COD orders will be accepted if both parties agree. It is desired that delivery be made
within ninety -days (90) of receipt of the Purchase Order.
5.46 Selection of a carrier for shipment or expedited shipping will be the option of the party paying for said
shipping. Use of another carrier will be at the expense of the party who requested.
5.47 Proposers must define their shipping programs for Alaska and Hawaii and any location not served by
conventional shipping services. Over -size and over -weight items and shipments may be subject to custom
freight programs.
5.48 All shipping and re -stocking fees must be identified in the price program. Certain industries providing
made to order product/equipment may not allow returns. Proposers will be evaluated based on the relative
flexibility extended to NJPA and NJPA Members relating to those subjects.
5.49 Proposer agrees shipping errors will be at the expense of the Vendor.
5.50 Delivery effectiveness is very important aspect of this Contract. If completed deliveries are not made
at the time agreed, NJPA or NJPA Member reserves the right to cancel and purchase elsewhere and hold
Vendor accountable. If delivery dates cannot be met, Vendor agrees to advise NJPA or NJPA Member of
the earliest possible shipping date for acceptance by NJPA or NJPA Member.
5.51 Delivered products/equipment must be properly packaged. Damaged equipment/products will not be
accepted, or if the damage is not readily apparent at the time of delivery, the equipment/products shall be
returned at no cost to NJPA or NJPA Member. NJPA and NJPA Members reserve the right to inspect the
equipment/products at a reasonable time subsequent to delivery where circumstances or conditions prevent
effective inspection of the equipment/products at the time of delivery.
5.52 Vendor shall deliver Contract conforming products/equipment in each shipment and may not substitute
products/equipment without approval from NJPA or the NJPA Member.
5.53 NJPA reserves the right to declare a breach of Contract if the Vendor intentionally delivers substandard
or inferior equipment/products which are not under Contract and described in its paper or electronic price
lists or sourced upon request to any member under this Contract. In the event of the delivery of non-
conforming equipment/products, NJPA Member will notify the Vendor as soon as possible and the Vendor
will replace non -conforming equipment/products with conforming equipment/products acceptable to the
NJPA member.
5.54 Throughout the term of the Contract, Proposer agrees to pay for return shipment on
equipment/products that arrives in a defective or inoperable condition. Proposer must arrange for the return
shipment of damaged equipment/products.
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5.55 Vendor may not substitute equipment/products unless agreed to by both parties.
5.56 Unless contrary to other parts of this solicitation, if the product/equipment or the tender of delivery
fail in any respect to conform to this Contract, the purchasing member may: 1) reject the whole, 2) accept
the whole or 3) accept any commercial unit or units and reject the rest.
A. PROPOSAL EVALUATION PROCESS
6_1 The NJPA Proposal Evaluation Committee will evaluate proposals received based on a 1,000 point
evaluation system. The Committee establishes both the evaluation criteria and designates the relative
importance of those criteria by assigning possible scores for each category on Form G of this RFP.
6_2 NJPA shall use a final overall scoring system to include consideration for best price and cost evaluation.
NJPA reserves the right to assign any number of point awards or penalties it considers warranted if a
Proposer stipulates exceptions, exclusions, or limitations of liabilities. Strong consideration will be given
to the best price as it relates to the quality of the product and service. However, price is ultimately only one
of the factors taken into consideration in the evaluation and award.
6_3 Responses will be evaluated first for responsiveness and thereafter for content. The NJPA Board of
Directors will make awards to the selected Proposer(s) based on the recommendations of the Proposal
Evaluation Committee. To qualify for the final evaluation, a Proposer must have been deemed responsive
as a result of the criteria set forth under "Proposer Responsiveness."
B. PROPOSER S ONSIVENESS
6_4 All responses are evaluated for level one and level two responsiveness. If a response does not
reasonably and substantially conform to all the terms and conditions in the solicitation or it requests
unreasonable exceptions, it may be considered non-responsive.
6_5 All proposals must contain answers or responses to the information requested in the proposal forms.
The following items constitute the test for "Level One Responsiveness" and are determined on the proposal
opening date. If these are not received, your response may be disqualified as non-responsive.
6_6 Level One Responsiveness includes:
6.6.1 received prior to the deadline for submission or it will be returned unopened;
6.6.2 properly addressed and identified as a sealed proposal with a specific opening date and
time;
6.6.3 pricing document (with apparent discounts), sample certificate of liability insurance and
all forms fully completed even if "not applicable" is the answer;
6.6.4 original signed, completed and dated RFP forms C, D, and F hard copy signed signature
page Only from forms A and P from this RFP and if applicable, all counter signed addenda
issued in relation to this RFP;
6.6.5 an electronic copy (CD or flash drive) of the entire response; and
6.6.6 falls within the scope as determined by the NJPAs Proposal Evaluation Committee.
6_7 "Level Two" responsiveness is determined through the evaluation of the remaining items listed under
Proposal Evaluation Criteria below. These items are not arranged in order of importance and each item
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may encompass multiple areas of information requested. Any questions not answered will result in a loss
of points from relevant Form G criteria and may lead to non -award if too many areas are unanswered
resulting in the inability for evaluation team to effectively review your response.
C. PROPOSAL EVALUATION CRITERIA
6_8 Evaluation Criteria: Forms A and P includes a series of questions encompassing, but not limited to, the
following categories:
6.8.1 Company Information & Financial Strength
6.8.2 Industry Requirements & Marketplace Success
6.8.3 Ability to Sell & Deliver Service Nationwide
6.8.4 Marketing Plan
6.8.5 Other Cooperative Procurement Contracts
6.8.6 Value Added Attributes
6.8.7 Payment Terms & Financing Options
6.8.8 Warranty
6.8.9 Equipment/Products/Services
6.8.10 Pricing & Delivery
6.8.11 Industry Specific Items
6_9 Evaluation of each Proposer's Response will take into consideration as a minimum response but not
necessarily limited to these items.
D. OTHER CONSIDERATIONS
6.10 The Proposer is required to have extensive knowledge and at least three (3) years of experience with
the related activities surrounding the selling of the equipment/products and/or related services.
6.11 NJPA reserves the right to accept or reject newly formed companies solely based on information
provided in the proposal and/or its own investigation of the company.
6.12 If a manufacturer or supplier chooses not to produce or supply a full selection and representation of
product/equipment and related services it has available which fall within the scope of this RFP, such action
will be considered sufficient cause to reduce evaluation points.
6.13 NJPA reserves the right to request and test equipment/products and related services from the apparent
successful Proposer. Prior to the award of the Contract, the apparent successful Proposer, if requested by
NJPA, shall furnish current information and data regarding the Proposer's resources, personnel, and
organization within three (3) days.
6.14 Past performance information is relevant information regarding a Proposer's actions under previously
awarded contracts to schools, local, state, and governmental agencies and non-profit agencies. It includes
the Proposer's record of conforming to specifications and standards of good workmanship. The Proposer's
history for reasonable and cooperative behavior and commitment to member satisfaction shall be under
evaluation. Ultimately, Past Performance Information can be defined as the Proposer's businesslike
concern for the interests of the NJPA Member.
6.15 NJPA shall reserve the right to reject any or all proposals.
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E. COST COMPARISON
6.16 NJPA uses a variety of evaluation methodologies, including but not limited to a cost comparison of
specific and deemed to be like equipment/products. NJPA reserves the right to use this process in the event
the Proposal Evaluation Committee feels it is necessary to make a final determination.
6.17 This process will be based on a point system with points being awarded for being low to high Proposer
for each cost evaluation item selected. A "Market Basket" of identical (or substantially similar)
equipment/products and related services may be selected by the NJPA Evaluation Committee and the unit
cost will be used as a basis for determining the point value. The "Market Basket" will be selected by NJPA
from all product categories as determined appropriate by NJPA.
F. MARKETING PLAN
6.18 A key element of an NJPA awarded a contract will be based on your marketing response to
this solicitation. An awarded Vendor's sales force will be the primary source of communication to
the customers and NJPA members directly relating to the contract success. Success in marketing
is dependent on delivery of messaging and communication relating to the contract value,
knowledge of contract, proper use and the delivery of contracted equipment/products and related
services to the end user. Much of the success and sales reward is a direct result of the commitment
to the Contract by the vendor and sales teams. NJPA reserves the right to deem a proposer non-
responsive or to not award based on an unacceptable or incomplete marketing plan
6.19 NJPA marketing expectations include:
6.19.1 Vendors ability to demonstrate the leveraging of a national sales force and/or dealer network.
Vendors must demonstrate the ability to sell, service and deliver products and equipment through
acceptable distribution channels to customers and NJPA members in all 50 states. Demonstrate
fully the sales and service capabilities of your company through your response; outline Vendor's
national sales force network in terms of numbers and geographic location and method of
distribution of the equipment/products and related services. Service may be independent of the
equipment/product sales pricing but is encouraged to be a part of your response and contract.
6.19.2 Vendor is invited to demonstrate the ability to successfully market, promote and
communicate the opportunity of an NJPA contract to current and potential members nationwide.
NJPA desires a marketing plan that communicates the value of the contract to members.
6.19.3 Vendor is expected to be receptive to NJPA sales trainings. Vendor shall provide a venue
for appropriate personnel from both management and the sales force who will be trained. NJPA
commits to providing contract sales training and awareness regarding all aspects of communicating
the value of the contract itself including: the authority of NJPA to offer the contract to its Members,
value and utility the contract delivers to NJPA Members, scope of NJPA Membership, authority of
NJPA Members to utilize NJPA procurement contracts, marketing and sales methods, and overall
vertical strategies.
6.19.4 Vendor is expected to demonstrate the intent to a commit to full embracement of the NJPA
contract. Identify the appropriate levels of sales management and sales force that will need to
understand the value of and the internal procedures necessary, to deliver the NJPA contract solution
and message to NJPA and NJPA Members. NJPA shall provide a general schedule and a variety
of methods surrounding when and how those individuals will be trained.
6.19.5 Vendor will outline their proposed involvement in the promotion of a contract resulting from
this RFP through applicable industry trade show exhibits and related customer meetings. Proposers
are encouraged to consider participation with NJPA at NJPA embraced national trade shows.
23
6.19.6 Vendor must exhibit the willingness and ability to actively market and develop contract
specific marketing materials including, but not limited to:
6.19.6.1 Complete Marketing Plan. Proposer shall submit a marketing plan outlining how
the Vendor will launch the NJPA contract to current and potential NJPA Members. NJPA
requires the Awarded Vendors to embrace and actively promote the Contract in
cooperation with the NJPA.
6.19.6.2 Printed Marketing Materials. Proposer will initially produce and thereafter
maintain full color print advertisements in camera ready electronic format including
company logo and contact information to be used in the NJPA directory and other approved
marketing publications.
6.19.6.3 Contract announcements and advertisements. Proposer will outline in the
marketing plan their anticipated contract announcements, advertisements in industry
periodicals and other direct or indirect marketing activities promoting the awarded NJPA
contract.
6.19.6.4 Proposer's Website. Proposer will identify how an Awarded Contract will be
displayed and linked on the Proposer's website. An on-line shopping experience for NJPA
Members is desired when applicable.
6.19.7 An NJPA Vendor Contract Launch will be scheduled during a reasonable time frame after
the award and held at the NJPA office in Staples, MN.
6.20 Proposer shall identify their commitment to develop a sales/communication process to facilitate NJPA
membership and establish status of current and potential agencies/members. Proposer should further
express their commitment to capturing sufficient member information as is deemed necessary by NJPA.
G. CERTIFICATE OF INSURANCE
6.21 Vendors shall provide evidence of liability insurance coverage identified below in the form of a
Certificate of Insurance or an ACCORD binder form with their proposal. Upon Award issued pursuant to
this contract and prior to the execution of any commerce relating to such award, Vendor will be responsible
for providing verification, in the form of a Certificate of Insurance identifying the coverage required below
and identifying NJPA as a "Certificate Holder." Vendor will be responsible to maintain such insurance
coverage at their own expense throughout the term of any contract resulting from this solicitation.
6.22 Any exceptions and/or assumptions to the insurance requirements must be identified on Attachment
C. Exceptions and/or assumptions will be taken into consideration as part of the evaluation process;
however, vendors must be specific. If vendors do not specify any exceptions and/or assumptions at time of
proposal submission, NJPA will not consider any additional exceptions and/or assumptions during
negotiations. Upon contract award, the successful vendor must provide the Certificate of Insurance
identifying the coverage as specified.
6.23 Insurance Liability Limits: The awarded vendor must maintain, for the duration of its contract, $1.5
million in General Liability insurance coverage or General Liability insurance in conjunction with an
Umbrella for a total combined coverage of $1.5 million. Work on the contract shall not begin until after
the awarded vendor has submitted acceptable evidence of the required insurance coverage. Failure to
maintain any required insurance coverage or acceptable alternative method of insurance will be deemed a
breach of contract.
6.23.1 Minimum Scope and Limits of Insurance: Vendor shall provide coverage with limits
of liability not less than those stated below. An excess liability policy or umbrella liability policy
24
may be used to meet the minimum liability requirements provided that the coverage is written on
a "following form" basis.
6.23.1.1 Commercial General Liability — Occurrence Form
Policy shall include bodily injury, property damage and broad form contractual liability and
XCU coverage.
6.23.1.2 Each Occurrence $1,500,000
6.24 Insurance Requirements: The limits listed herein are minimum requirements for this Contract and
in no way limit the indemnity covenants contained in this Contract. NJPA in no way warrants that the
minimum limits contained herein are sufficient to protect the Vendor from liabilities that might arise out
of the performance of the work under this Contract by the Vendor, his agents, representatives, employees
or subcontractors and Vendor is free to purchase additional insurance as may be determined necessary.
6.25 Acceptability of Insurers: Insurance is to be placed with insurers duly licensed or authorized to
do business in the State of Minnesota and with an "A.M. Best" rating of not less than A- VII. NJPA in
no way warrants that the above required minimum insurer rating is sufficient to protect the Vendor from
potential insurer solvency.
6.26 Subcontractors: Vendors' certificate(s) shall include all subcontractors as additional insureds under
its policies or Vendor shall furnish to NJPA separate certificates for each subcontractor. All coverage
for subcontractors shall be subject to the minimum requirements identified above.
H. OPROCESS AND/OR FUNDS FLOW
6.27 Please propose an order process and funds flow. The Business -to -Government order process and/or
funds flow model involves NJPA Members issuing Purchase Orders directly to a Vendor and pursuant to a
Contract resulting from this RFP. Administrative fees may also be used for purposes as allowed by
Minnesota State Law and approved by the Board of Directors.
6.28 Additional Terms and Conditions can be added at the PO level if both Vendor and Member agree.
1. ADMINISTRATIVE FEES
6.29 Proposer agrees to authorize and/or allow for an administrative fee payable to NJPA by an Awarded
Vendor in exchange for its facilitation and marketing of a Contract resulting from this RFP to current and
potential NJPA Members. This Administration Fee shall be:
6.29.1 Calculated as a percentage of the dollar volume of all equipment/products and services
provided to and purchased by NJPA Members or calculated as reasonable and acceptable method
applicable to the contracted transaction; and
6.29.2 Included in, and not added to, the pricing included in Proposer's Response to the RFP; and
6.29.3 Designed to offset the anticipated costs of NJPA's involvement in contract management,
facilitating marketing efforts, Vendor training, and any order processing tasks relating to the
Contract resulting from this RFP. Administrative fees may also be used for other purposes as
allowed by Minnesota law. Administrative fees may also be used for other purposes as allowed by
Minnesota law.
6.29.4 Typical administrative fees for a B -TO -G order process and funds flow is 2.0%. NJPA does
not mandate a specific fee percentage, we merely state that 2% is a typical fee across our contracts.
The administrative fee percent varies among vendors, industries and responses.
25
6.29.5 NJPA awarded contract holder is responsible for the Administrative Fee and related
reporting.
6.30 The opportunity to propose these factors and an appropriate administrative fee is available in the
Proposer's Questionnaire Form P.
J. VALUE ADDED
6.31 Examples of Value Added Attributes: Value -Added attributes, products and services are items
offered in addition to the products and services being proposed which adds value to those items being
proposed. The availability of a contract for maintenance or service after the initial sale, installation, and
set-up may, for instance, be "Value Added Services" for products where a typical buyer may not have the
ability to perform these functions.
6.32 Where to document Value Added Attributes: The opportunity to indicate value added dimensions
and such advancements will be available in the Proposer's Questionnaire and Proposer's product and
service submittal.
6.33 Value added equipment/products and services and expanded services, as they relate to this RFP, will
be given positive consideration in the award selection. Consideration will be given to an expanded selection
of FLEET -RELATED MAINTENANCE EQUIPMENT, SUPPLIES, SERVICES, AND INVENTORY
MANAGEMENT SOLUTIONS and advances to provide products/services, supplies meeting and/or
exceeding today's industry standards and expectations. A value add would include a program or service
that further serves the members needs above and possibly beyond standard expectation and complements
the equipment/products and services and training. Value added could include areas of product and service,
sales, ordering, delivery, performance, maintenance, technology, and service that furthers the functionality
and effectiveness of the procurement process while remaining within the scope of this RFP.
6.34 Minority, Small Business, and Women Business Enterprise (WMBE) participation: It is the
policy of some NJPA Members to involve Minority, Small Business, and WMBE contractors in the process
to purchase product/equipment and related services. Vendors should document WMBE status for their
organization AND any such status of their affiliates (i.e. Supplier networks) involved in carrying out the
activities invited. The ability of a Proposer to provide "Credits" to NJPA and NJPA Members in these
subject areas, either individually or through related entities involved in the transaction, will be evaluated
positively by NJPA and reflected in the "value added" area of the evaluation. NJPA is committed to
facilitating the realization of such "Credits" through certain structuring techniques for transactions resulting
from this RFP.
6.35 Environmentally Preferred Purchasing Opportunities: There is a growing trend among NJPA
Members to consider the environmental impact of the equipment/products and related services they
purchase. "Green" characteristics demonstrated by responding companies will be evaluated positively by
NJPA and reflected in the "value added" area of the evaluation. Please identify any Green characteristics
of the product/equipment and related services in your proposal and identify the sanctioning body
determining that characteristic. Where appropriate, please indicate which products have been certified as
"green" and by which certifying agency.
6.36 On -Line Requisitioning systems: When applicable, on-line requisitioning systems will be viewed as
a value-added characteristic. Proposer shall include documentation about user interfaces that make on-line
ordering easy for NJPA Members as well as the ability to punch -out from mainstream e -Procurement or
Enterprise Resource Planning (ERP) systems that NJPA Members may currently utilize.
6.37 Financing: The ability of the Proposerto provide financing options forthe products and services being
proposed will be viewed as a Value Added Attribute.
26
6.38 Technology: Technological advances, increased efficiencies, expanded service and other related
improvements beyond today's NJPA member's needs and applicable standards.
K. WAIVER OF FORMALITIES
6.39 NJPA reserves the right to waive any minor formalities or irregularities in any proposal and to accept
proposals, which, in its discretion and according to the law, may be in the best interest of its members.
11()^ V: AWAi?,]„)i ()14,V,iA' H'1,4C5
7_1 Purchase Order. Purchase Orders for equipment/products and/or related services may be executed
between NJPA or NJPA Members (Purchaser) and awarded Vendor(s) or Vendor's sub -contractors
pursuant to this invitation and any resulting Contract. NJPA Members are instructed to identify on the face
of such Purchase Orders that "This purchase order is issued pursuant to NJPA procurement contract
4XXXXXX." A Purchase Order is an offer to purchase product/equipment and related services at specified
prices by NJPA or NJPA Members pursuant to a Contract resulting from this RFP. Purchase Order flow
and procedure will be developed jointly between NJPA and an Awarded Vendor after an award is made.
7_2 Governing Law. Purchase Orders shall be construed in accordance with, and governed by, the laws of
a competent jurisdiction with respect to the purchaser. Each and every provision of law and clause required
by law to be included in the Purchase Order shall be read and enforced as though it were included. If
through mistake or otherwise any such provision is not included, or is not currently included, then upon
application of either parry the Contract shall be physically amended to make such inclusion or correction.
The venue for any litigation arising out of disputes related to Purchase Order(s) shall be a court of competent
jurisdiction to the Purchaser.
7_3 Additional Terms and Conditions. Additional terms and conditions to a Purchase Order may be
proposed by NJPA, NJPA Members, or Vendors. Acceptance of these additional terms and conditions is
OPTIONAL to all parties to the Purchase Order. The purpose of these additional terms and conditions is
to formally introduce job or industry specific requirements of law such as prevailing wage legislation.
Additional terms and conditions can include specific local policy requirements and standard business
practices of the issuing Member. Said additional terms and conditions shall not interfere with the general
purpose, intent or currently established terms and conditions contain in this RFP document.
7_4 Specialized Service Requirements. In the event service requirements or specialized performance
requirements such as e-commerce specifications, specialized delivery requirements, or other specifications
and requirements not addressed in the Contract resulting from this RFP, NJPA Member and Vendor may
enter into a separate, standalone agreement, apart from a Contract resulting from this RFP. Any proposed
service requirements or specialized performance requirements require pre -approval by Vendor. Any
separate agreement developed to address these specialized service or performance requirements is
exclusively between the NJPA Member and Vendor. NJPA, its agents, Members and employees shall not
be made party to any claim for breach of such agreement. Product sourcing is not considered a service.
NJPA Members will need to conduct procurements for any specialized services not identified as a part or
within the scope of the awarded Contract.
7_5 Performance Bond. At the request of the member, a Vendor will provide all performance bonds
typically and customarily required in their industry. These bonds will be issued pursuant to the
requirements of Purchase Orders for product/equipment and related services. If a purchase order is
cancelled for lack of a required performance bond by the member agency, it shall be the recommendation
of NJPA that the current pending Purchase Order be canceled. Each member has the final decision on
Purchase Order continuation. ANY PERFORMANCE BONDING REQUIRED BY THE MEMBER OR
CUSTOMER STATE LAWS OR LOCAL POLICY IS TO BE MUTUALLY AGREED UPON AND
SECURED BETWEEN THE VENDOR AND THE CUSTOMER/MEMBER.
27
B. NJPA MEMBER SIGN-UP PROCEDURE
7_6 Awarded Vendors will be responsible for familiarizing their sales and service forces with the various
forms of NJPA Membership documentation and shall encourage and assist potential Members in
establishing Membership with NJPA. NJPA membership is at no cost, obligation or liability to the Member
or the Vendor.
C. REPORTING OF SALES ACTIVITY
7_7 A report of the total gross dollar volume of all equipment/products and related services purchased by
NJPA Members as it applies to this RFP and Contract will be provided quarterly to NJPA. The form and
content of this reporting will provided by NJPA to include, but not limited to, name and address of
purchasing agency, member number, amount of purchase, and a description of the items purchased.
7.7.1 Zero sales reports: Awarded Vendors are responsible for providing a quarterly sales report
of contract sales every quarter regardless of the existence or amount of sales.
7_8 No more than once per calendar year during the Contract term, Vendor may be required to make
available to NJPA the invoice reports and/or invoice documents from Vendor pertaining to all invoices sent
by Vendor and all payments made by NJPA members for all equipment/products and related services
purchased under the awarded Contract. NJPA must provide written notice of exercise of this requirement
with no less than fourteen (14) business days' notice. NJPA may employ an independent auditor or NJPA
may choose to conduct such audit on its own behalf. Upon approval and after the auditor has executed an
appropriate confidentiality agreement, Vendor will permit the auditor to review the relevant Vendor
documents. NJPA shall be responsible for paying the auditor's fees. The parties will make every reasonable
effort to fairly and equitably resolve discrepancies to the satisfaction of both parties. Vendor agrees that the
NJPA may audit their records with a reasonable notice to establish total compliance and to verify prices
charged under of the Contract are being met. Vendor agrees to provide verifiable documentation and
tracking in a timely manner.
l;lll;allISMA byletatl
7_9 Hub Partner: NJPA Members may request to be served through a "Hub Partner" for the purposes of
complying with a Law, Regulation, or Rule to which that individual NJPA Member deems to be applicable
in their jurisdiction. Hub Partners may bring value to the proposed transactions through consultancy,
Disadvantaged Business Entity Credits or other considerations.
7.10 Hub Partner Fees: Fees, costs, or expenses from this Hub Partner levied upon a transaction resulting
from this contract, shall be payable by the NJPA Member. The fees, costs, or expenses levied by the Hub
Vendor must be clearly itemized in the transaction; and to the extent that the Vendor stands in the chain of
title during a transaction resulting from this RFP, the documentation shall be documented to show it is
"Executed for the Benefit of [NJPA Member Name] ."
7.11 The value in US Dollars for Trade-ins will be negotiated between NJPA or an NJPA Member, and an
Awarded Vendor. That identified "Trade -In" value shall be viewed as a down payment and credited in full
against the NJPA purchase price identified in a purchase order issued pursuant to any Awarded NJPA
procurement contract. The full value of the trade-in will be consideration.
G. OUT OF STOCK NOTIFICATION
7.12 Vendor shall immediately notify NJPA members upon receipt of order(s) when an out -of -stock occurs.
Vendor shall inform the NJPA member regarding the anticipated date of availability for the out -of -stock
item(s), and may suggest equivalent substitute(s). The ordering organization shall have the option
of accepting the suggested equivalent substitute, or canceling the item from the order. Under no
circumstance is Proposer permitted to make unauthorized substitutions. Unfilled or substituted item(s) shall
be indicated on the packing list.
H. TERMINATION OF CONTRACT RESUL ING FROM THIS
7.13 NJPA reserves the right to cancel the whole or any part of a resulting Contract due to failure by the
Vendor to carry out any obligation, term or condition as described in the below procedure. Prior to any
termination for cause, the NJPA will provide written notice to the Vendor, opportunity to respond and
opportunity to cure. Some examples of material breach include, but are not limited to:
7.13.1 The Vendor provides products/equipment or related services that does not meet
reasonable quality standards and is not remedied under the warranty;
7.13.2 The Vendor fails to ship the products/equipment or related services or provide the
delivery and services within a reasonable amount of time;
7.13.3 NJPA has reason to believe the Vendor will not or cannot perform to the
requirements or expectations of the Contract and issues a request for assurance and
Vendor fails to respond;
7.13.4 The Vendor fails to observe any of the material terms and conditions of the
Contract;
7.13.5 The Vendor fails to follow the established procedure for purchase orders, invoices
and/or receipt of funds as established by the NJPA and the Vendor in the Contract.
7.13.6 The Vendor fails to report quarterly sales;
7.13.7 The Vendor fails to actively market this Contract within the guidelines provided
in this RFP and the expectations of NJPA defined in the NJPA Contract Launch.
7.13.8 In the event the contract has no measurable and defining value or benefit to NJPA
or the NJPA member.
7.14 Upon receipt of the written notice of concern, the Vendor shall have ten (10) business days to provide
a satisfactory response to the NJPA. Failure on the part of the Vendor to reasonably address all issues of
concern may result in Contract cancellation pursuant to this Section. If the issue is not resolved within sixty
(60) days, contract will be terminated.
7.15 Any termination shall have no effect on purchases that are in progress at the time the cancellation is
received by the NJPA. The NJPA reserves the right to cancel the Contract immediately for convenience,
without penalty or recourse, in the event the Vendor is not responsive concerning the remedy, the
performance, or the violation issue within the time frame, completely or in part.
7.16 NJPA reserves the right to cancel or suspend the use of any Contract resulting from this RFP if the
Vendor files for bankruptcy protection or is acquired by an independent third party. Awarded Vendor will
be responsible for disclosing to NJPA any litigation, bankruptcy or suspensions/disbarments that occur
during the contract period. Failure to disclose may result in an immediate termination of the contract.
29
7.17 NJPA may execute Contract termination without cause with a required 60 -day written notice of
termination. Termination of Contract shall not relieve either party of financial, product or service
obligations incurred or accrued prior to termination.
7.18 NJPA may cancel any Contract resulting from this solicitation without any further obligation if any
NJPA employee significantly involved in initiating, negotiating, securing, drafting or creating the Contract
on behalf of the NJPA is found to be in collusion with any Proposer to this RFP for their personal gain.
Such cancellation shall be effective upon written notice from the NJPA or a later date if so designated in
the notice given. A terminated Contract shall not relieve either party of financial, product or service
obligations due to participating member or NJPA.
7.19 Events of Automatic termination to include, but not limited to:
7.19.1 Vendor's failure to remedy a material breach of a Contract resulting from this RFP within
sixty (60) days of receipt of notice from NJPA specifying in reasonable detail the nature of such
breach; and/or,
7.19.2 Receipt of written information from any authorized agency finding activities of Vendors
engaged in pursuant to a Contract resulting from this RFP to be in violation of the law.
....................................................................................................................................................................
8_1 Proposer/Vendor shall not advertise or publish information concerning this Contract prior to the award
being announced by the NJPA. Once the award is made, a Vendor is expected to advertise the awarded
Contract to both current and potential NJPA Members.
B. APPLICABLE LAW
8_2 NJPA's interest in a contract resulting from this RFP: Not withstanding its own use, to the extent
NJPA issues this RFP and any resulting contract for the use of its Members, NJPA's interests and liability
for said use shall be limited to the competitive proposal process performed and terms and conditions relating
to said contract and shall not extend to the products, services, or warranties of the Awarded Vendor or the
intended or unintended effects of the product/equipment and services procured there from.
8_3 NJPA Compliance with Minnesota Procurement Law: NJPA will exhaust all avenues to comply
with each unique state law or requirement whenever possible. It is the responsibility of each participating
NJPA member to ensure to their satisfaction that NJPA contracting process falls within these laws and
applicable laws are satisfied. An individual NJPA member using these contracts is deemed by their own
accord to be in compliance with their own requirements and procurement regulations.
8_4 Governing Law with respect to delivery and acceptance: All applicable portions of the Minnesota
Uniform Commercial Code, all other applicable Minnesota laws, and the applicable laws and rules of
delivery and inspection of the Federal Acquisition Regulations (FAR) laws shall govern NJPA contracts
resulting from this solicitation.
8_5 Jurisdiction: Any claims pertaining to this RFP and any resulting Contract that develop between NJPA
and any other party must be brought forth only in courts in Todd County in the State of Minnesota unless
otherwise agreed to.
8.5.1 Purchase Orders issued pursuant to a contract resulting from this solicitation shall be
construed in accordance with, and governed by, the laws of a competent jurisdiction with respect
to the purchaser.
30
8_6 Vendor Compliance with applicable law: Vendor(s) shall comply with all federal, state, or local laws
applicable to or pertaining to the transaction, acquisition, manufacturer, suppliers or the sale of the
equipment/products and relating services resulting from this RFP.
8_7 Other Laws, whether or not herein contained, shall be included by this reference. It shall be
Proposer's/Vendor's responsibility to determine the applicability and requirements of any such laws and to
abide by them.
8_8 Indemnity: Each party agrees it will be responsible for its own acts and the result thereof to the extent
authorized by law and shall not be responsible for the acts of the other parry and the results thereof. NJPA's
liability shall be governed by the provisions of the Minnesota Tort Claims Act, Minnesota Statutes, Section
§3.736, and other applicable law.
8_9 Prevailing Wage: It shall be the responsibility of the Vendor to comply, when applicable, with
prevailing wage legislation in effect in the jurisdiction of the purchaser (NJPA or NJPA Member). It shall
be the responsibility of the Vendor to monitor the prevailing wage rates as established by the appropriate
department of labor for any increase in rates during the term of this Contract and adjust wage rates
accordingly.
8.10 Patent and Copyright Infringement: If an article sold and delivered to NJPA or NJPA Members
hereunder shall be protected by any applicable patent or copyright, the Vendor agrees to indemnify and
hold harmless NJPA and NJPA Members against any and all suits, claims, judgments, and costs instituted
or recovered against it by any person on account of the use or sale of such articles by NJPA or NJPA
Members in violation or right under such patent or copyright.
C. ASSIGNMENT OF CONTRACT
8.11 No right or interest in this Contract shall be assigned or transferred by the Vendor without prior written
permission by the NJPA. No delegation of any duty of the Vendor shall be made without prior written
permission of the NJPA. NJPA shall notify members by posting approved assignments on the NJPA
website (www.ni acoo .org) within 15 days of NJPA's approval.
8.12 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 guarantee to perform all obligations under this Contract. NJPA
reserves the right to reject the acquiring person or entity as a Vendor. A change of name agreement will
not change the contractual obligations of the Vendor.
D. LIST OF PROPOSERS
8.13 NJPA will not maintain or communicate to a list of proposers. All interested proposers must respond
to the solicitation as a result of NJPA solicitation advertisements indicated. Because of the wide scope of
the potential Members and qualified national Vendors, NJPA has determined this to be the best method of
fairly soliciting proposals.
E. CAPTIONS, HEADINGS, AND ILLUSTRATIONS
8.14 The captions, illustrations, headings, and subheadings in this solicitation are for convenience and ease
of understanding and in no way define or limit the scope or intent of this request.
F. DATA PRACTICES
8.15 All materials submitted in response to this RFP will become property of the NJPA and will become
public record in accordance with Minnesota Statutes, section 13.591, after the evaluation process is
completed. If the Responder submits information in response to this RFP that it believes to be nonpublic
31
information, as defined by the Minnesota Government Data Practices Act, Minnesota Statute § 13.37, the
Responder must:
8.15.1 make the request within thirty days of award/non-award, and include the appropriate
statutory justification. Pricing is generally not redactable. The NJPA Legal Department shall review
the statement to determine whether the information shall be withheld. If the NJPA determines to
disclose the information, the Bids & Contracts department of the NJPA shall inform the Proposer,
in writing, of such determination; and
8.15.2 defend any action seeking release of the materials it believes to be nonpublic information,
and indemnify and hold harmless the NJPA, its agents and employees, from any judgments or
damages awarded against the NJPA in favor of the party requesting the materials, and any and all
costs connected with that defense.
8.16 This indemnification survives the NJPA's award of a contract. In submitting a response to this RFP,
the Responder agrees that this indemnification survives as long as the confidential information is in
possession of the NJPA. When the situation warrants, Proposer may be able redact additional nonpublic
information after the evaluation process if legal justification is provided and accepted by NJPA.
G. ENTIRE AGREEMENT
8.17 The Contract, as defined herein, shall constitute the entire understanding between the parties to that
Contract. A Contract resulting from this RFP is formed when the NJPA Board of Directors approves and
signs the applicable Contract Award & Acceptance document (Form E).
H. FORCE MAJEURE
8.18 Except for payments of sums due, neither party shall be liable to the other nor deemed in default under
this Contract if and to the extent that such party's performance of this Contract is prevented due to force
majeure. The term "force majeure" means an occurrence that is beyond the control of the party affected
and occurs without its fault or negligence including, but not limited to, the following: acts of God, acts of
the public enemy, war, riots, strikes, mobilization, labor disputes, civil disorders, fire, flood, snow,
earthquakes, tornadoes or violent wind, tsunamis, wind shears, squalls, Chinooks, blizzards, hail storms,
volcanic eruptions, meteor strikes, famine, sink holes, avalanches, lockouts, injunctions -intervention -acts,
terrorist events or failures or refusals to act by government authority and/or other similar occurrences where
such party is unable to prevent by exercising reasonable diligence. The force majeure shall be deemed to
commence when the parry declaring force majeure notifies the other parry of the existence of the force
majeure and shall be deemed to continue as long as the results or effects of the force majeure prevent the
parry from resuming performance in accordance with a Contract resulting from this RFP. Force majeure
shall not include late deliveries of equipment/products and services caused by congestion at a
manufacturer's plant or elsewhere, an oversold condition of the market, inefficiencies, or other similar
occurrences. If either parry is delayed at any time by force majeure, then the delayed party shall notify the
other party of such delay within forty-eight (48) hours.
1. GRATUITIES
8.19 NJPA may cancel an awarded Contract by written notice if it is found that gratuities, in the form of
entertainment, gifts or otherwise, were offered or given by the Vendor or any agent or representative of the
Vendor, to any employee of the NJPA.
J. HAZARDOUS SUBSTANCES
32
8.20 Proper and applicable Material Safety Data Sheets (MSDS) that are in full compliance with OSHA's
Hazard Communication Standard must be provided by the Vendor to NJPA or NJPA Member at the time
of purchase.
K. LICENSES
8.21 Proposer shall maintain a current status on all required federal, state, and local licenses, bonds and
permits required for the operation of the business that is anticipated to be conducted with NJPA and NJPA
members by the Proposer.
8.22 All responding Proposers must be licensed (where required) and have the authority to sell and
distribute offered equipment/products and related services to NJPA and NJPA Members nationally.
Documentation of required said licenses and authorities, if applicable, is requested to be included in the
proposer's response.
L. MATERIAL SUPPLIERS AND SUB -CONTRACTORS
8.23 The awarded Vendor shall be required to supply the names and addresses of sourcing suppliers and
sub -contractors as a part of the purchase order when requested by NJPA or the NJPA member.
M. NON -WAIVER OF RIGHTS
8.24 No failure of either parry to exercise any power given to it hereunder, nor to insistence upon strict
compliance by the other party with its obligations hereunder, and no custom or practice of the parties at
variance with the terms hereof, nor any payment under a Contract resulting from this RFP shall constitute
a waiver of either parry's right to demand exact compliance with the terms hereof. Failure by NJPA to take
action or assert any right hereunder shall not be deemed as waiver of such right.
N. PROTESTS OF AWARDS MADE
8.25 Protests shall be filed with the NJPA's Executive Director and shall be resolved in accordance with
appropriate Minnesota state statutes. Protests will only be accepted from Proposers. A protest must be in
writing and filed with NJPA. A protest of an award or proposed award must be filed within ten (10) calendar
days after the public notice or announcement of the award. A protest must include:
8.25.1 The name, address and telephone number of the protester;
8.25.2 The original signature of the protester or its representative (you must document the
authority of the Representative);
8.25.3 Identification of the solicitation by RFP number;
8.25.4 Identification of the statute or procedure that is alleged to have been violated;
8.25.5 A precise statement of the relevant facts;
8.25.6 Identification of the issues to be resolved;
8.25.7 The aggrieved parry's argument and supporting documentation;
8.25.8 The aggrieved parry's statement of potential financial damages; and
8.25.9 A protest bond in the name of NJPA and in the amount of 10% of the aggrieved parry's
statement of potential financial damages.
33
O. SUSPENSION OR DISBARMENT STATUS
8.26 If within the past five (5) years, any firm, business, person or Proposer responding to NJPA solicitation
and submitting a proposal has been lawfully terminated, suspended or precluded from participating in any
public procurement activity with a federal, state or local government or education agency the Proposer must
include a letter with its response setting forth the name and address of the public procurement unit, the
effective date of the suspension or debarment, the duration of the suspension or debarment and the relevant
circumstances relating to the suspension or debarment. Any failure to supply such a letter or to disclose
pertinent information may result in the cancellation of any Contract. By signing the proposal affidavit, the
Proposer certifies that no current suspension or debarment exists.
P. AFFIRMATIVE ACTION AND IMMIGRATION STATUS CERTIFICATION
8.27 An Affirmative Action Plan, Certificate of Affirmative Action or other documentation regarding
Affirmative Action may be required by NJPA or NJPA Members relating to a transaction from this
RFP. Vendors shall comply with any such requirements or requests.
8.28 Immigration Status Certification may be required by NJPA or NJPA Members relating to a transaction
from this RFP. Vendors shall comply with any such requirements or requests.
Q. SEVERABILITY
8.29 In the event that any of the terms of a Contract resulting from this RFP are in conflict with any rule,
law, statutory provision or are otherwise unenforceable under the laws or regulations of any government or
subdivision thereof, such terms shall be deemed stricken from an awarded Contract resulting from this RFP,
but such invalidity or unenforceability shall not invalidate any of the other terms of an awarded Contract
resulting from this RFP.
R. RELATIONSHIP OF PARTIES
8.30 No Contract resulting from this RFP shall be considered a contract of employment. The relationship
between NJPA and an Awarded Contractor is one of independent contractors each free to exercise judgment
and discretion with regard to the conduct of their respective businesses. The parties do not intend the
proposed Contract to create, or is to be construed as creating a partnership, joint venture, master -servant,
principal—agent, or any other relationship. Except as provided elsewhere in this RFP, neither parry may be
held liable for acts of omission or commission of the other party and neither party is authorized or has the
power to obligate the other party by contract, agreement, warranty, representation or otherwise in any
manner whatsoever except as may be expressly provided herein.
U,^ ii? M ^„
[THE REST OF THIS PAGE HAS BEEN LEFT INTENTIONALLY BLANK.]
34
Form A
.�
PROPOSER QUESTIONNAIRE- General Business Information
(Products, Pricing, Sector Specific, Services, Terms and Warranty are addressed on Form P
Proposer Name: Questionnaire completed by:
Please identify the person NJPA should correspond with from now through the Award process:
Name: E -Mail address:
Provide an answer to all questions directly below each question (do not leave blank, mark NA if not applicable) and address
all requests made in this RFP. Please supply any applicable supporting information and documentation you feel appropriate
in addition to answers entered to the Word document. All information must be typed, organized, and easily understood by
evaluators. Please use the Microsoft Word document version of this questionnaire to respond to the questions contained
herein.
Company Information & Financial Strength
1) Why did you respond to this RFP?
2) What are your company's expectations in the event of an award?
3) Provide the full legal name, address, tax identifications number, and telephone number for your business.
4) Demonstrate your financial strength and stability.
5) Are you now, or have you ever been the subject of a bankruptcy action? Please explain.
6) Provide a brief history of your company that includes your company's core values and business philosophy.
7) How long has your company been in the FLEET -RELATED MAINTENANCE EQUIPMENT, SUPPLIES,
SERVICES, AND INVENTORY MANAGEMENT SOLUTIONS industry?
8) Is your organization best described as a manufacturer or a distributor/dealer/re-seller for a manufacturer of the
products/equipment and related services being proposed?
a) If the Proposer is best described as a re -seller, manufacturer aggregate, or distributor, please provide evidence of
your authorization as a dealer/re-seller/manufacturer aggregate for the manufacturer of the products/equipment and
related services you are proposing.
b) If the Proposer is best described as a manufacturer, please describe your relationship with your sales/service force
and/or Dealer Network in delivering the products/equipment and related services proposed.
c) Are these individuals your employees, or the employees of a third parry?
d) If applicable, is the Dealer Network independent or company owned?
9) Please provide your bond rating, and/or a credit reference from your bank.
10) Provide a detailed explanation outlining the licenses and certifications that are both required to be held, and actually
held by your organization in pursuit of the commerce and business contemplated by this RFP.
11) Provide a detailed explanation outlining licenses and certifications both required to be held, and actually held, by third
parties and sub -contractors to your organization in pursuit of the commerce contemplated by this RFP. If not applicable,
please respond with "Not Applicable."
12) Provide all "Suspension or Disbarment" information as defined and required herein.
13) In addition to the $1.5 million in General Liability and/or in conjunction with umbrella insurance coverage, what level
of automobile and workers compensation insurance does your organization currently have? If none, please explain.
14) Within the RFP category there is potential to be several different sub -categories of solutions; list sub category title/s
that best describe your equipment/products, services and supplies.
Industry Requirements &Marketplace Success
15) List and document recent industry awards and recognition.
16) Supply three references/testimonials from customers of like status to NJPA Members to include Government and
Education agencies. Please include the customer's name, contact, and phone number.
35
17) Provide a list of your top 5 Government and/or Education customers (entity name is optional) including: entity type, the
state the entity is located in, scope of the projects, size of transaction/s and dollar volumes from the past 3 fiscal years.
18) What percentages of your current (within the past three (3) fiscal years) national sales are to the government and
education verticals? Indicate government and education verticals individually.
Proposer's Ability to Sell and Deliver Service Nationwide
19) Please describe your company sales force in terms of numbers, geographic dispersion, and the proportion of their
attention focused on the sale and services of the equipment/products contemplated in this RFP?
20) Please describe your dedicated dealer network and number of individual sales force within your dealer network in terms
of numbers, geographic dispersion, and the proportion of their attention focused on the sales distribution and delivery
of your equipment/products and related services contemplated in this RFP?
21) Please describe your dedicated company service force or dedicated network in terms of numbers, geographic dispersion,
and the proportion of their attention focused on the sale of the equipment/products and related services contemplated in
this RFP?
22) Please describe your dedicated dealer service force or network in terms of numbers geographic dispersion, and the
proportion of their attention focused on the sale of the equipment/products and related services contemplated in this
RFP? Additionally, please describe any applicable road service and do they offer the ability to service customers at the
customer's location?
23) Describe in detail your customer service program regarding process and procedure. Please include, where appropriate,
response time capabilities and commitments as a part of this RFP response and awarded contract.
24) Identify any geographic areas or NJPA market segments of the United States you will NOT be fully serving through the
proposed contract.
25) Identify any of NJPA Member segments or defined NJPA verticals you will NOT be offering and promoting an awarded
contract to? (Government, Education, Non-profit)
26) Define any specific requirements or restrictions as it applies to our members located off shores such as Hawaii and
Alaska and the US Islands. Address your off shore shipping program on the Pricing form P of this document.
Marketing Plan
27) Describe your contract sales training program to your sales management, dealer network and/or direct sales teams
relating to a NJPA awarded contract.
28) Describe how you would market/promote an NJPA Contract nationally to ensure success.
29) Describe your marketing material, and overall marketing ability, relating to promoting this type of partnership and
contract opportunity. Please send a few representative samples of your marketing materials in electronic format.
30) Describe your use of technology and the internet to provide marketing and ensure national contract awareness.
31) Describe your perception of NJPA's role in marketing the contract and your contracted products/equipment and related
services.
32) Describe in detail any unique marketing techniques and methods as a part of your proposal that would separate you
from other companies in your industry.
33) Describe your company's Senior Management level commitment with regards to embracement, promoting, supporting
and managing a resultant NJPA awarded contract
34) Do you view your products/equipment applicable to an E -procurement ordering process?
Yes No
a) If yes, describe examples of E -procurement system/s or electronic marketplace solutions that your
products/equipment was available through. Demonstrate the success of government and educations customers to
ordering through E -procurement.
35) Please describe how you will communicate your NJPA pricing and pricing strategy to your sales force nationally?
Other Cooperative Procurement Contracts
36) Describe your level of experience with national, state and local cooperative contracts.
37) What is the annual dollar sales volume generated through each of the contract(s) identified in your answer to the previous
question.
38) Identify any GSA Contracts held or utilized by the Proposer.
36
39) What is the annual combined dollar sales volume for each of these contracts'?
40) If you are awarded the NJPA contract, are there any market segments or verticals (e.g., higher education, K-12 local
governments, non -profits etc.) or geographical markets where the NJPA contract will not be your primary contract
purchasing vehicle? If so, please identify those markets and which cooperative purchasing agreement will be your
primary vehicle.
41) How would you leverage an NJPA awarded contract in your sales process?
42) Identify a proposed administrative fee payable to NJPA for facilitation, management and promotion of the NJPA
contract, should you be awarded. This fee is typically calculated as a percentage of Contract sales and not a line item
addition to the customers cost of goods.
Value Added
43) If applicable, describe any product/equipment training programs available as options for NJPA members. If applicable,
do you offer equipment operator training as well as maintenance training? Yes No
44) Is this training standard as a part of a purchase or optional?
45) Describe current technological advances your proposed equipment/products and related services offer.
46) Describe your "Green" program as it relates to your company, your products/equipment, and your recycling program,
including a list of all green products accompanied by the certifying agency for each (if applicable).
47) Describe any Women or Minority Business Entity (WMBE) or Small Business Entity (SBE) accreditations and the
general minority and small business program of your organization as it relates to a Contract resulting from this RFP.
48) Identify any other unique or custom value added attributes of your company or your products/equipment or related
services. What makes your proposed solutions unique in your industry as it applies to NJPA members?
49) Other than what you have already demonstrated or described, what separates your company, your products/equipment
and related services from your competition?
50) Identify and describe any service contract options included in the proposal, or offered as a proposed option, for the
products/equipment being offered.
51) Identify your ability and willingness to offer an awarded contract to qualifying member agencies in Canada specifically
and internationally in general.
52) Describe any unique distribution and/or delivery methods or options offered in your proposal.
Signature:
NOTE: Questions regarding Payment Terms, Warranty, Products/Equipment/Services, Pricing and
Delivery, and Industry Specific Items are addressed on Form P.
37
Date:
Form B
Company Name:
Address:
City/State/Zip:
Phone:
Toll Free Number:
Web site:
PROPOSER INFORMATION
Fax:
E-mail:
Voids sometimes exist between management (those who respond to RFPs) and sales staff (those who contact NJPA
Members) that result in communication problems. Due to this fact, provide the names of your key sales people, phone
numbers, and geographic territories for which they are responsible
COMPANY PERSONNEL CONTACTS
Authorized Signer for your organization*:
Name:
Email: Phone:
* By executing Form F, the "Proposer's Assurance of Compliance," you are certifying this person identified here has their
authorization to sign on behalf of your organization:
Author of your proposal response
Name:
Email:
Your Primary Contact person regarding your proposal:
Name:
Email:
Other important contact information:
Name:
Email:
Name:
Email:
Title:
Phone
Title:
Phone
Title:
Phone:
Title:
Phone:
Form C
Company Name:
EXCEPTIONS TO PROPOSAL TERMS, CONDITIONS
AND SOLUTIONS REQUEST (9i
Note: Original must be signed and inserted in the inside front cover pouch.
Any exceptions to the Terms, Conditions, Specifications, or Proposal Forms contained herein shall be noted in writing
and included with the proposal submittal. Proposer acknowledges that the exceptions listed may or may not be accepted
by NJPA and may or may not be included in the final contract. NJPA may clarify exceptions listed here and document
the results of those clarifications in the appropriate section below.
Term, Condition, or NJPA
Section/page Specification Exception ACCEPTS
Proposer's Signature:
NJPA's clarification on exception/s listed above:
39
Date:
Contract Award
RFP #061015
FORM D
Formal Offering of Proposal
(To be completed Only by Proposer)
FLEET -RELATED MAINTENANCE EQUIPMENT, SUPPLIES, SERVICES, AND INVENTORY MANAGEMENT
SOLUTIONS
In compliance with the Request for Proposal (RFP) for FLEET -RELATED MAINTENANCE EQUIPMENT, SUPPLIES,
SERVICES, AND INVENTORY MANAGEMENT SOLUTIONS, the undersigned warrants that I/we have examined this
RFP and, being familiar with all of the instructions, terms and conditions, general specifications, expectations, technical
specifications, service expectations and any special terms, do hereby propose, fully commit and agree to furnish the defined
equipment/products and related services in full compliance with all terms, conditions of this RFP, any applicable
amendments of this RFP, and all Proposer's Response documentation. Proposer further understands they accept the full
responsibility as the sole source of responsibility of the proposed response herein and that the performance of any sub-
contractors employed by the Proposer in fulfillment of this proposal is the sole responsibility of the Proposer.
Company Name:
Company Address:
City
Contact Person:
Authorized Signature (ink only):
Date:
State: Zip:
Title:
.m
(Name printed or typed)
Form E
NJPA 4016 1(11,1 f
..............................................
Contract Acceptance and Award
(To be completed only by NJPA)
Proposer's full legal name
Your proposal is hereby accepted and awarded. As an awarded Proposer, you are now bound to provide the defined
product/equipment and services contained in your proposal offering according to all terms, conditions, and pricing set forth
in this RFP, any amendments to this RFP, your Response, and any exceptions accepted or rejected by NJPA on Form C.
The effective start date of the Contract will be , 20 and continue for four years
from the board award date. This contract has the consideration of a fifth year renewal option at the discretion of NJPA.
National Joint Powers Alliance® (NJPA)
NJPA Authorized signature:
Awarded this day of
NJPA Authorized signature:
Executed this day of
NJPA Executive Director
20
NJPA Board Member
20
(Name printed or typed)
NJPA Contract Number 90161(1,1 „
(Name printed or typed)
NJPA Contract Number�,11�; 1(1,15
Proposer hereby accepts contract award including all accepted exceptions and NJPA clarifications identified on FORM C.
Vendor Name
Vendor Authorized signature:
Title
Executed this
day of 120
41
(Name printed or typed)
NJPA Contract Number 0I�,;;� 1(1,1 „
Form F
PROPOSER ASSURANCE OF COMPLIANCE
Proposal Affidavit Signature Page
PROPOSER'S AFFIDAVIT
The undersigned, representing the persons, firms and corporations joining in the submission of the foregoing proposal
(such persons, firms and corporations hereinafter being referred to as the "Proposer"), being duly sworn on his/her oath,
states to the best of his/her belief and knowledge:
1. The undersigned certifies the Proposer is submitting their proposal under their true and correct name, the Proposer
has been properly originated and legally exists in good standing in its state of residence, that the Proposer
possesses, or will possess prior to the delivery of any equipment/products and related services, all applicable
licenses necessary for such delivery to NJPA members agencies nationally, and that they are authorized to act on
behalf of, and encumber the "Proposer" in this Contract; and
2. To the best of my knowledge, no Proposer or Potential Proposer, nor any person duly representing the same, has
directly or indirectly entered into any agreement or arrangement with any other Proposers, Potential Proposers,
any official or employee of the NJPA, or any person, firm or corporation under contract with the NJPA in an
effort to influence either the offering or non -offering of certain prices, terms, and conditions relating to this RFP
which tends to, or does, lessen or destroy free competition of the Contract sought for by this RFP; and
3. The Proposer or any person on his/her behalf, has not agreed, connived or colluded to produce a deceptive show
of competition in the manner of the proposal or award of the referenced contract; and
4. Neither the Proposer nor any officer, director, partner, member or associate of the Proposer, nor any of its
employees directly involved in obtaining contracts with the NJPA or any subdivision of the NJPA, has been
convicted of false pretenses, attempted false pretenses or conspiracy to commit false pretenses, bribery, attempted
bribery or conspiracy to bribe under the laws of any state or federal government for acts or omissions after January
1, 1985; and
5. The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications
request and other documents of this solicitation and that any and all exceptions have been noted in writing and
have been included with the proposal submittal; and
6. If awarded a contract, the Proposer will provide the equipment/products and/or services to qualifying members
of the NJPA in accordance with the terms, conditions, scope of this RFP, Proposer offered specifications and
other documents of this solicitation; and
7. The undersigned, being familiar with and understand the expectations requested and outlined in this RFP under
consideration, hereby proposes to deliver through valid requests, Purchase Orders or other acceptable forms
ordering and procurement by NJPA Members. Unless otherwise indicated, requested and agreed to on a valid
purchase order per this RFP, only new, unused and first quality equipment/products and related services are to
be transacted with NJPA Members relating to an awarded contract; and
8. The Proposer has carefully checked the accuracy of all proposed products/equipment and related services and
listed total price per unit of purchase in this proposal to include shipping and delivery considerations. In addition,
the Proposer accepts all general terms and conditions of this RFP, including all responsibilities of commitment
as outlined and proposed; and
42
9. In submitting this proposal, it is understood that the right is reserved by the NJPA to reject any or all proposals and
it is agreed by all parties that this proposal may not be withdrawn during a period of 90 days from the date proposals
were opened regarding this RFP; and
10. The Proposer certifies that in performing this Contract they will comply with all applicable provisions of the
federal, state, and local laws, regulations, rules, and orders; and
11. The Proposer understands that submitted proposals which are marked "confidential" in their entirety, or those in
which a significant portion of the submitted proposal is marked "nonpublic" will not be accepted by NJPA.
Pursuant to Minnesota Statute §13.37 only specific parts of the proposal may be labeled a "trade secret." All
proposals are nonpublic until the contract is awarded; at which time, both successful and unsuccessful vendors'
proposals become public information.
12. The Proposer understands and agrees that NJPA will not be responsible for any information contained within the
proposal.
13. By signing below, the Proposer understands it is his or her responsibility as the Vendor to act in protection of
labeled information and agree to defend and indemnify NJPA for honoring such designation. Proposer duly
realizes failure to so act will constitute a complete waiver and all submitted information will become public
information; additionally failure to label any information that is released by NJPA shall constitute a complete
waiver of any and all claims for damages caused by the release of the information.
[The rest of this page has been left intentionally blank. Signature page below]
43
By signing below, Proposer is acknowledging that he or she has read, understands and agrees to comply with the terms
and conditions specified above.
Company Name:
Contact Person for Questions:
Must be individual who is responsible for filling out this Proposers Responseform)
Address:
City/State/Zip:
Telephone Number:
E-mail Address:
Authorized Signature:
Authorized Name (typed):
Title
Date
Notarized
Subscribed and sworn to before me this
Notary Public in and for the County of
My commission expires:
Signature:
Fax Number:
day of
20
State of
Form G 'f ""``
OVERALL EVALUATION AND CRITERIA
For the Proposed Subject FLEET -RELATED MAINTENANCE EQUIPMENT, SUPPLIES, SERVICES, AND
INVENTORY MANAGEMENT SOLUTIONS
Conformance to Terms & Conditions
50
Financial, Industry Requirements & Marketplace
Success
75
Proposer's Ability to Sell and Deliver Service
Nationwide
100
Proposer's Marketing Plan
50
Value Added Attributes
75
Warranty
50
Equipment/Products and Related Services
200
Pricing
400
TOTAL POINTS
1000
Reviewed by:
'k,
Its
Its
Form P Q 1 ` I
PROPOSER QUESTIONNAIRE
Payment Terms, Warranty, Products/Equipment/Services, Pricing and Delivery, Industry Specific
Proposer Name:
Questionnaire completed by:
Pavment Terms and Financing Options
1) Identify your payment terms if applicable. (Net 30, etc.)
2) Identify any applicable leasing or other financing options as defined herein.
3) Briefly describe your proposed order process for this proposal and contract award. (Note: order process may be
modified or refined during an NJPA member's final Contract phase process).
a. Please specify if you will be including your dealer network in this proposal. If so, please specify how involved
they will be. (For example, will he Dealer accept the P.O.?), and how are we to verify the specific dealer is
part of your network?
4) Do you accept the P -card procurement and payment process?
Warranty
5) Describe, in detail, your Manufacture Warranty Program including conditions and requirements to qualify, claims
procedure, and overall structure.
6) Do all warranties cover all products/equipment parts and labor?
7) Do warranties impose usage limit restrictions?
8) Do warranties cover the expense of technicians travel time and mileage to perform warranty repairs?
9) Please list any other limitations or circumstances that would not be covered under your warranty.
10) Please list any geographic regions of the United States for which you cannot provide a certified technician to perform
warranty repairs. How will NJPA Members in these regions be provided service for warranty repair? Please provide
a list of your network service providers for warranty work and repairs.
Equipment/Product/Services, Pricing, and Delivery
11) Provide a general narrative description of the equipment/products and related services you are offering in your
proposal.
12) Provide a general narrative description of your pricing model identifying how the model works (line item and/or
published catalog percentage discount).
13) Please quantify the discount range presented in this response pricing as a percentage discount from MSRP/published
list.
14) Provide an overall proposed statement of method of pricing for individual line items, percentage discount off
published product/equipment catalogs and/or category pricing percentage discount with regard to all
equipment/products and related services and being proposed. Provide a SKU number for each item being proposed.
15) Propose a strategy, process, and specific method of facilitating "Sourced Equipment/Products and/or related Services"
(AKA, "Open Market" items or "Non -Standard Options").
16) Describe your NJPA customer volume rebate programs, as applicable.
17) Identify any Total Cost of Acquisition (as defined herein) cost(s) which is NOT included "Pricing" submitted with
your proposal response. Identify to whom these charges are payable to and their relationship to Proposer.
M
18) If freight, delivery or shipping is an additional cost to the NJPA member, describe in detail the complete shipping and
delivery program.
19) As an important part of the evaluation of your offer, indicate the level of pricing you are offering.
Prices offered in this proposal are:
a. Pricing is the same as typically offered to an individual municipality, Higher Ed or school
district.
b. Pricing is the same as typically offered to GPOs, cooperative procurement organizations or
state purchasing departments.
c. Better than typically offered to GPOs, cooperative procurement organizations or state
purchasing departments.
d. Other; please describe.
20) Do you offer quantity or volume discounts?
YES NO Outline guidelines and program.
21) Describe in detail your proposed exchange and return program(s) and policy(s).
22) Specifically identify those shipping and delivery and exchange and returns programs as they relate to Alaska and
Hawaii and any related off shore delivery of contracted products/ equipment and related services
23) Please describe any self -audit process/program you plan to employ to verify compliance with your anticipated contract
with NJPA. Please be as specific as possible.
Industry -Specific Items
24) Describe your on-site inventory management solution, if applicable.
25) If you are proposing an on-site inventory management solution, can you customize it based on NJPA member
requests? If so, please provide an example(s) of when and how you have done this.
26) What is your parts fill rate, if applicable?
Signature:
47
Date:
a'
Electronic Copy
Check when
Hard Copy Required
Required - CD or
Completed
Contents of Your Bid Proposal
Signed and Dated
Flash Drive
Form A: Proposer Questionnaire with all
questions answered completely
X - signature page only
X
Form B: Proposer Information
X
Form C: Exceptions to Proposal, Terms,
Conditions, and Solutions Request
X
X
Form D: Formal Offering of Proposal
X
X
Form E. Contract Acceptance and Award
X
Form F: Proposers Assurance of Compliance
X
X
Form P: Proposer Questionnaire with all
questions answered completely
X -signature page only
X
Certificate of Insurance with $1.5 million coverage
X
X
Copy of all RFP Addendums issued by NJPA
X
X
Pricingforall Products/Equipment/Services
within the RFP being proposed
X
Entire Proposal submittal including signed
documents and forms.
X
All forms in the Hard Copy Required Signed and
Dated should be inserted in the front of the
submitted response, unbound.
Package containing your proposal labeled and
sealed with the following language:
"Competitive Proposal Enclosed, Hold for Public
Ope n i ng XX-XX-XXXX"
Response Package mailed and delivered priorto
deadline to:
NJPA, 20212th St NE, Staples, MN 56479
1IN EA'i/
viNJPA VENDOR PRICE AND PRODUCT CHANGE REQUEST FORM
Section 1. Instructions For Vendor
Pursuant the NJPA RFP, requests for equipment/products or service changes, additions or deletions will be allowed at any
time throughout the awarded contract term. All requests must be made in written format by completing sections 2, 3 and
4 of the NJPA Price and Product Change Request Form and signature of an authorized Vendor employee in section 5. All
changes are subject to review and approval by the NJPA Contracts & Compliance Manager, signed in acceptance by the
NJPA Executive Director and acknowledged by the NJPA Contract Council. Submit request via email to your Contract
Manager AND: PandP@njpacoop.org.
NJPA's due diligence in analyzing any request for change is to determine if approval of the request is: 1) within the scope
of the original RFP and 2) in the `Best Interests of NJPA and NJPA Members. 'A signed Price and Product Change form
will be returned to vendor contact via email.
Vendor must complete this change re nest form and individually list or attach all items or services subject to change, provide
sufficiently detailed explanation and documentation for the change, and include a compete restatement of pricing document
in appropriate format preferably Excel). The pricing document must identify all equipment/products and services being
offered and must conform to the following NJPA product/price change naming convention: (Vendor Name) ((NJPA Contract
4) (effective pricing date); for example, "COMPANY 012411-CPY eff 02-12-2013."
NOTE: New pricing restatement must include all equipment/products and services offered regardless of whether
their prices have changed and include a new "effective date" on the pricing documents. This requirement reduces
confusion by providing a single, current pricing sheet for each vendor and creates a historical record of pricing.
ADDITIONS. New equipment/products and related services may be added to a contract if such additions are within the
scope of the RFP.
DELETIONS. New equipment/products and related services may be deleted from a contract if an item or service is no
longer available and thus not relevant to the contract; for example, discontinued, improved, etc.
PRICE CHANGES: Request prices changes in general terms along with the justification byproduct category for the change;
for example, a 3% increase in XYZ Product Line is due to a 3% increase in petroleum, or this list of SKUs/ product
descriptions is increasing X% due to X% increase in cost of raw materials.
Price decreases: NJPA expects Vendors to propose their very best prices and anticipates price reductions are due
to advancement of technologies and market place efficiencies.
Price increases: Typical acceptable increase requests include increases to Vendor input costs such as petroleum or
other applicable commodities, increases in product utility of new compared to old equipment/products or service,
etc. Vendor must include reasonable documentation for the claims cited in their request along with detailed
justification for why the increase is needed. Special details for price changes must be included with the request
along with both current and proposed pricing. Appropriate documentation should be attached to this form, including
letters from suppliers announcing price increases.
Refer to section 4 of the RFP for complete "Pricing" details.
Section 2. Vendor Name and Type of Change Request
CHECK ALL CHANGES THAT APPLY:
AWARDED ❑ Adding Equipment/ Products
VENDOR NAME: /Services
❑ Deleting/Discontinuing
Equipment/Products/Services
❑ Price Increase
NJPA ❑ Price Decrease
CONTRACT
NUMBER:
Me
" J EA 'i
' � NJPA VENDOR PRICE AND PRODUCT CHANGE REQUEST FORM
Section 3. Detailed Explanation of Need for Changes
List equipment/products and/or services that are changing, being added or deleted from previous contract price list along
with the percentage change for each item or category. (Attach a separate, detailed document if more than 10 items.)
Provide a general statement and documentation explaining the reasons for these price and/or equipment/product/service
changes.
SAMPLES: 1 -All paper equipment/products and services increased 5% in price due to transportation and fuel costs (see
attached documentation of raw materials increase). 2 -The 6400 series floor polisher is added to the product list as anew
model replacing the 5400 series. The 6400 series 3% increase reflects technological improvements made that improve the
rate of efficiency and useful life. The 5400 series is now included in the "HotList" at a 20% discountfrom previous pricing
until remaining inventory is liquidated.
If adding equipment/products/services, rovide a general statement how these are in the scope.
If changing prices and/or adding equipment/products/services, provide a general statement that the pricing or
eq ui ment/ roducts/services is consistent with existing NJPA contract pricing.
" J EA 'i
, � NJPA VENDOR PRICE AND PRODUCT CHANGE REQUEST FORM
Section 4. Complete Restatement of Pricing Submitted
A COMPLETE restatement of the pricing including all new and existing equipment/products and services is attached and/or
has been emailed to PandP@njpacoop.org.
❑ Yes
Section 5. Signatures
❑ No
Vendor Authorized Signature
Print Name and Title of Authorized Signer
NJPA Executive Director Signature
51
Date
Date
Appendix A
NJPA The National Joint Powers Alliance® (NJPA), on behalf of NJPA and its current and potential
Member agencies to include all Government, Higher Education, K12 Education, Non -Profit, Tribal
Government, and all other Public Agencies located nationally in all fifty states, Canada, and
internationally, issues this Request For Proposal (RFP) to result in a national contract solution.
For your reference, the links below include some, but not all, of the entities included in this proposal:
htti)://www.usa.aov/Aaencies/Local Government/Cities.shtml
http://nces.ed.gov/globallocator/
htti)s://harvester.census. aov/imls/search/index.as])
http://nccsweb.urban.org/PubApps/search.php
htti)://www.usa.aov/Govemment/Tribal-Sites/index.shtml
http://www.usa.gov/Agencies/State-and-Territories.shtml
htti)://www.nreca.cooi)/about-electric-cooi)eratives/member-diEe� coop/about-electric-cooperatives/member-director/
Ore on
Hawaii
Washinaton
52