Extracted text (via ocr_local)
40211 characters
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
DON CHALMERS FORD, INC. DBA MHQ OF ARIZONA
This Linking Agreement (“Agreement”) is entered into as of this day of , 2023, between the
City of Glendale, an Arizona municipal corporation (“City”), and MHQ of Arizona, a New Mexico
corporation, authorized to do business in Arizona (“Contractor”), collectively, the “Patties.”
RECITALS
On May 18, 2020 the State of Arizona Procurement Office entered into the Law Enforcement
Vehicle Upfitting Services and Parts Purchase Contract No. CTR049798 (“Cooperative
Agreement”), which is attached hereto as Exhibit A. The Cooperative Agreement allows other
governmental agencies, including the City, to purchase law enforcement vehicle uplifting services
and parts on the same terms and conditions as the State Contract.
Section 2-149 of the City’s Procurement Code permits the Materials Manager to procure goods and
services by participating with other governmental units in cooperative purchasing agreements when
the best interests of the City would be served.
Section 2-149 also provides that the Materials Manager may enter into such cooperative agreements
without meeting the formal or informal solicitation and bid requirements of Glendale City Code
Sections 2-145 and 2-146.
The City desires to contract with Contractor for supplies or services identical, or nearly identical, to
the supplies or services Contractor is providing other units of government under the Cooperative
Purchasing Agreement. Contractor consents to the City’s utilization of the Cooperative Purchasing
Agreement as the basis of this Agreement, and Contractor desites to enter into this Agreement to
provide the supplies and services set forth in this Agreement.
AGREEMENT
NOW, THEREFORE, in consideration of the foregoing recitals, which are incorporated by reference, and
the covenants and promises contained in this Linking Agreement, the parties agree as follows:
1.
Term of Agreement. The City is purchasing supplies and/or services from Contractor pursuant to
the Cooperative Purchasing Agreement. According to the Cooperative Purchasing Agreement,
purchases can be made by governmental entities from the date of award, which was May 18, 2020,
until the date the contract expires which is May 18, 2025 if all extensions are exercised. The initial
period of this Agreement, therefore, is the period from the Effective Date of this Agreement until
the current extension expires on May 18, 2024. The City may extend the term of this Agreement for
one (1) one-year period if the State likewise extends the Cooperative Agreement. Glendale
extensions are not automatic and shall only occur if the City gives the Contractor notice of its intent
to extend this Agreement 30 days prior to the anniversary of the Effective Date.
05/10/2023
Scope of Work: Terms, Conditions, and Specifications.
A. Contractor shall provide City the supplies and/or services identified in the Scope of Work
attached as Exhibit B.
B. Contractor agrees to comply with all the terms, conditions and specifications of the
Cooperative Purchasing Agreement. Such terms, conditions and specifications are
specifically incorporated into and are an enforceable part of this Agreement.
Compensation.
A. City shall pay Contractor compensation at the same rate and on the same schedule as
provided in the Cooperative Agreement, as amended, which is attached hereto as Exhibit
Cc.
B. The total purchase price for the supplies and/or services putchased under this Agreement
shall not exceed six hundred thousand dollars ($600,000) for the entire term of the
Agreement (initial term plus any extensions).
Cancellation. This Agreement may be cancelled pursuant to A.RS. § 38-511.
Non-discrimination. Contractor must not disctiminate against any employee or applicant for
employment on the basis of race, color, religion, sex, national origin, age, marital status, sexual
orientation, gender identity or expression, genetic characteristics, familial status, U.S. military veteran
status or any disability. Contractor will require any Sub-contractor to be bound to the same
requirements as stated within this section. Contractor, and on behalf of any subcontractors, warrants
compliance with this section.
Insurance Certificate. A certificate of insurance applying to this Agreement must be provided to the
City prior to the Effective Date.
E-verify. Contractor complies with A.R.S. § 23-214 and agrees to comply with the requirements of
ARS. § 41-4401.
No Boycott of Israel. ‘To the extent A-R.S § 35-393 through § 35-393.03 ate applicable, the parties
hereby certify that they are not currently engaged in, and agree for the duration of the Agreement to
not engage in, a boycott of goods ot services from Israel, as that term is defined in A.R.S § 35-393.
Uyghur Forced Labor Prevention Act (UFLPA). Contractor certifies that it does not currently, and
during the term of this Agreement, will not use:
a. the forced labor of ethnic Uyghurs in the People’s Republic of China;
b. any goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; and
c. any contractors, subcontractors or suppliers that use the forced labor or any goods
or services produced by the forced labor of ethnic Uyghuts in the People’s Republic
of China.
05/10/2023
10. Attestation of PCI Compliance. When applicable, the Contractor will provide the City annually with
a Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate
signed by an officer of Contractor with oversight responsibility.
11. Notices. Any notices that must be provided under this Agreement shall be sent to the Parties’
respective authorized representatives at the address listed below:
City of Glendale
c/o Sandy Ressler — Fleet Management
6210 W. Myrtle Avenue, #111
Glendale, AZ 85301
and
Don Chalmers Ford, Inc. dba MHQ of Arizona
c/o Tom VanNess
550 N. 54" St.
Chandler, AZ 85226
IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the date and year set
forth above.
“City” “Contractor”
City of Glendale, an Atizona Don Chalmers Ford, Inc dba MHQ of Arizona,
municipal corporation a New Mexico corporation
By: By: CZ
Kevin R. Phelps Name: Tom VanNess
City Manager Title: Western Arizona Sales Manager
ATTEST:
City Clerk
APPROVED AS TO FORM:
Michael D. Bailey
City Attomey
05/10/2023
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
DON CHALMERS FORD, INC DBA MHQ OF ARIZONA
EXHIBIT A
STATE OF ARIZONA - CONTRACT NO. CTR049798
LAW ENFORCEMENT VEHICLE UPFITTING SERVICES AND PARTS PURCHASE
Request for Proposal ‘Atione Department of Administration
State Procurement Office
Solicitation No, BPM002168 | 400 .N 16th Ave., Sure 402
Law Enforcement Vehicle Upfitting Servicas and Parts Purchase Phoenix, AZ 85007
Offer and Acceptance Form
Soman ot Pe on sealed Neraby Offers and agrees to provide Law Enforcement Vehidie Uphting Services and Pai in
compliance with tye Solicitation indicated above and our Offer indicated by the Istest dated verdlcs wotene
Tata nallans scary
L ;
intl |*3/11/2020 | avs
{ (2.]x |x 3.x x [4 |x jx |
| Revised | donee | intiat | dato tt | tater | ate [mar |
| onere Ts Tx [x 6 x lx lax x
—jiwee | it | eres | | arote | tat |
| 8. | %3/11/2020
x MHQ of Arizona x Fucan M Shaw
Offeror company name ‘Signature of person authorized to sign Offer
x 550 N. 54th St. _ *_BrianH. Shaw
Address Printed name and tte
x Chandler, AZ 85226 _ _ x Brian Shaw, Territory Sales Manager
“Ciy/Suiejzp SSS Contact name end tte a ~
* 85-0428532 - _ * Bshaw@mhgaz.com * 480-848-9994
Federal tax identifier (EIN or SSN) Contact Email Address Contact phone number
CERTIFICATION: By signature In tha above, Offeror certifies that it:
1. wil not discriminate against any employee Or applicant for employment In violation of Federal Executive Order 11248, [Arizona] State
Executive Order 2009-9 or A.R.S. §§ 41-1481 through 1485; H
2 has hot given, offered to give, nor intands to give at any time hereafter any economic Opportunity, future employment, gift, loan, gratuity,
Special discount, trip, favor, Or Service to a pubic servant in connection with the eubsritted offer. Failure to provide 8 valid signature
Offer, any resulting contract, and may be subject to legal pengities under law,
3. complies with A.R.S, § 41-3532 when offering electronics or information technology products, services, or maintenance; and
4. la not debarred from, or otherwise prohibited from Participating in sny contract awarded by federal, State, or local govemment.
ACCEPTANCE OF OFFER: State hereby accepts the initial Offer, Revised Offer, or Best and Final Offer identified by the itest date and
number at the tap of this form (the Accepled Offer). Offeror is now bound (as Contractor) to cary out the Werk under the altached ontrack,
of which the Accepted Offer forms a part. Contractor Is cautioned not to commence any billabla wore Or to provide any material or perform
any service under the Contract until Contractor receives the applicable Order Or written notice te proceed from Procurement Officer,
. .iscT RO44798 SL ifae s/ie/ 2en0
State's Contract No. is:¢7 SOMITE Fe The effective date of the Contract is: oe Contract awarded
Procure: ‘Signature Pavicia Jonas, CPPB
PART 3 of the Solicitation Documents SECTION 3-8: Offer Forms
Fond (478 ry Page 15 of 46 3
Available online at: APP.LAZ. gg oy
ARIZONA DEPARTMENT OF PUBLIC SAFETY
2102 WEST ENCANTO BLVD. P.O. BOX 6638 PHOENIX, ARIZONA 85005-6638 (602) 223-2000
4
“Courteous Vigilance”
DOUGLAS A. DUCEY FRANK L MILSTEAD
Governor Director
May 18, 2020
Mr. Brian Shaw
MHQ of Arizona
550 N 54" Street
Chandler, AZ 85226
Re: Award of Contract No. CTR 049798 Law Enforcement Vehicle Upfitting Services
Dear Mr. Shaw:
Thank you for submitting a response to Request for Proposal No. BPM002158. The proposal
received from MHQ of Arizona was evaluated in accordance with the evaluation factors set forth
in the solicitation. 1 am pleased to inform you that your company’s bid has been selected for
award. The initial shall contract term shall begin on May 18, 2020 and terminate on May 17, 2021
(4 additional annual renewals are available through 5/18/25).
The procurement file for this solicitation, including evaluation documents and resultant contract,
are available via the State's e-Procurement system, APP.
In accordance with Special Term and Condition of the contract and prior to beginning work under
the contract, your company is required to submit a Certificate of Insurance. The certificate of
insurance shall indicate that your company is in compliance with all the insurance requirements
and language contained in the solicitation. Please submit your certificate of insurance to me
within five (5) days of receipt of this correspondence.
You are cautioned not to begin any services under the contract until a purchase order is executed
against the contract through APP.
If you have any questions regarding your company’s contract, please contact me at 602-223-
2451. On behalf of the State of Arizona and the Department of Public Safety, | congratulate you
on your contract award.
Sincerely,
(Een nero
Patricia Jonas, CPPB
Sr. Procurement Specialist
LINKING AGREEMENT
BETWEEN
THE CITY OF GLENDALE, ARIZONA
AND
DON CHALMERS FORD, INC DBA MHQ OF ARIZONA
EXHIBIT B
Scope of Work
PROJECT
To provide parts and upfitting services to emergency vehicles, fleet vehicles and equipment, on an as-
needed basis.
pa ARIZONA DEPARTMENT OF PUBLIC SAFETY P.O. Box 6638
@r CONTRACT AMENDMENT Phoenix, Arizoaa 85005
CONTRACT NO.: CTR049798
CONTRACTOR: Law Enforcement Vehicle Upfitting Services
DESCRIPTION: MHQ of Arizona
In accordance with the Special Terms and Conditions, the contract is hereby extended through May 18,
2024, with amended pricing as follows:
Description Previous Price Amended Price
Fixed Labor Rate Per Hour $85.00/hour $95.00/hour
All other contract terms conditions shall remain the same.
ACKNOWLEDGEMENT AND AUTHORIZATION: This change order shall be fully executed upon the
approval electronically in the Arizona Procurement Portal (APP) by an authorized representative of the
Contractor and applied to the contract in APP by the Procurement Officer or delegate.
ARIZONA DEPARTMENT OF PUBLIC SAFETY
CONTRACT AMENDMENT P.O. Box 6638
Phoenix, Arizona 85005
CONTRACT NO. CTR049798
TITLE: Law Enforcement Vehicle Upfitting Services
CONTRACTOR: MHQ of Arizona
In accordance with the Special Terms and Conditions, Contract Extensions, contract CTR049798
is hereby extended through May 18, 2023.
All other terms, conditions, specifications to remain unchanged.
ACKNOWLEDGEMENT AND AUTHORIZATION: This change order shall be fully executed upon
the approval electronically in the Arizona Procurement Portal (APP) by an authorized
representative of the Contractor and applied to the contract in APP by the Procurement Officer or
delegate.
7
ARIZONA DEPARTMENT OF PUBLIC SAFETY
CONTRACT AMENDMENT
i i CONTRACT NO. CTR049798
TITLE: Law Enforcement Vehicle Upfitting
CONTRACTOR: Don Chalmers Ford MHQ
P. O. Box 6638
Phoenix, Arizona 85005
In accordance with the Special Terms and Conditions, Contract Extensions, contract CTRO49798
is hereby extended through May 18, 2022.
All other terms, conditions, specifications to remain unchanged.
ACKNOWLEDGEMENT AND AUTHORIZATION: This change order shall be fully executed upon
the approval electronically in the Arizona Procurement Portal (APP) by an authorized
representative of the Contractor and applied to the contract in APP by the Procurement Officer or
delegate.
Solicitation No. BPM002158 State Procurement Office
Description: Law Emoroemenfivsiiais Upfitting Services and Parts ait near
Part 1
Solicitation Summary
1.0 What the State Is Soliciting
The Arizona Department of Administration, State Procurement Office division (the State),
as authorized under A.R.S.§ 41-2501 is seeking to establish one or more “statewide”
contracts to provide law enforcement vehicle upfitting services and parts purchase in
accordance with the terms, conditions, scope of work/specifications, for the price(s) offered
herein.
How State Anticipates Contracting:
The State anticipates to award one or more contracts. Whether or not it actually enters
into any contracts, how many contracts it enters into, and how work is awarded between
those contracts are all at the State’s discretion. Further, the State will use any awarded
contracts on an as-needed basis; it makes no guarantee as to its actual spending under
them.
The Special Terms and Conditions provide a more detailed definition of Eligible
Agencies.
List of all state agencies is available at: https://azdirect.az.qov/agencies
Persons With Disabilities
Persons with a disability may request a reasonable accommodation, such as a sign language
interpreter, by contacting the Solicitation contact person. Requests shall be made as early as
possible to allow time to arrange for the accommodation.
2.0 What's in the Solicitation
Part 1 BPM002158_OPEN_FIRST_ Law Enforcement Vehicle
Section 1: Solicitation Upfitting Services and Parts Purchase.pdf
Summary
Part 2 Section 2-A: Scope of
Part 2 BPM002158_RFP__ Law Enforcement Vehicle Upfitting
Work Services and Parts Purchase Scope of Work.pdf
Section 2-B: Pricing
Document
Section 2-C: Special
Terms and Conditions
Section 2-D: Uniform
Terms and Conditions
Part 3 Section 3-A: Part_3_BPM002158Offer_Forms_ Description: Law Enforcement
Instructions to Offerors Vehicle Upfitting Services and Parts Purchase.doc
Section 3-B: Offer
forms
Template version 6.0 (28-JAN-2020)
Request for Proposal Arizona Department of Administration
Req uest for Proposal Arizona Department of Administration
Solicitation No. BPM002158 State Procurement Office
Description: Law Enforcement Vehicle Upfitting Services and Parts ra ae
Purchase a
3.0
4.0
5.0
How and When Proposals Are Due
Proposals will only be accepted online in “The State’s e-Procurement System” at
https://app.az.gov until the “Bid/Offer Due Date” indicated in “The State’s e-
Procurement System” for the Solicitation No. shown at the top of this page.
Proposals must be in the State Procurement Office’s possession online no later than that
deadline.
Submit technical inquiries about navigating and/or submitting proposals in the State’s e-
Procurement System to the State’s e-Procurement System Help Desk:
e by phone at (602) 542-7600, option2; or
e by email to app@azdoa.gov
LATE PROPOSALS WILL NOT BE CONSIDERED. No extension or grace period will be
given for delays or incomplete proposals caused by internet connectivity problems, file
uploading difficulties, or misunderstanding of the requirements or procedures for online
submission in “The State’s e-Procurement System”.
Pre-Offer Conference
The State will not conduct a Pre-Offer Conference for this solicitation.
Inquiries
Any question related to this Request for Proposal shall be submitted utilizing the State’s
“Discussions with Buyer” Tab in the e-procurement system. The Offeror shall not
contact or ask questions of the department for which the requirement is being procured.
OFFERORS SHOULD READ THE ENTIRE SOLICITATION CAREFULLY.
End of Section 1
Template version 6.0 (28-JAN-2020)
Request for Proposal
Solicitation No. BPM002158
Description: Law Enforcement Vehicle Upfitting Services and Parts Purchase
Arizona Department of
Administration
State Procurement
Office
100 N 15th Ave., Suite 402
Phoenix, AZ 85007
Part 2: Scope, Pricing and Terms and Conditions
Table of Contents
SECTION 2-A: Scope Of WOK .......esssesesesssscsescessesenssssesesssesesssssssssussseusscsssssecnssensscacasseesassesers
1.0.2... INTRODUCTION wo... .eee se eeeesecessssseessseseseseseseesscssssecseseecsesessvevavesevaveveessetesensvenevavese
3.0 — 15.0 SCOPE OF SERVICES... eeeessseeseeessessseessesesesauesaueseuecovsvevecevavasetansesasaranesaes
SECTION 2-B: Pricing DOCUMENT ...........c.ssssssesesesecescceseeesetsseevscsescesssscscscscesavevevarcusecncasnsessees
SECTION 2-C: Special Terms and Conditions...........c.sssccscsesssesssssssssssesssssssssssssessuesceveessssesesesesessessucssaessssceneca cesses
SECTION 2-D: Uniform Terms and Conditions ...........c.ccccssesesssseessesesesscscsssasscsssecseserercasseenes
Template version 6.0 (28-JAN-2020)
sesessaeeeneeeseereenese 2
seseeeessees 2
seseeseeeses 2
Rasenesaets 2
seeseueeeeeeneeeeseneens 7
11
sbeaseeneneneessasseees 32
PART 2 of the Solicitation Documents Table of Contents
Page 1 of 39 2
Availabie online at APP.AZ. gov,
Arizona Department of
Administration
Request for Proposal State Procurement
Solicitation No. BPM002158 Office
Description: Law Enforcement Vehicle Upfitting Services and Parts Purchase 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
SECTION 2-A: Scope of Work
1.0 Introduction
The Arizona Department of Administration, State Procurement Office on behalf of the State of Arizona
(hereinafter referred to as the "State") is responsible for administering the contract (hereinafter the
"Program") for all state departments and agencies (hereinafter referred to as "Eligible Agencies") The
Program is self-funded for all eligible participants under A.R.S.§41-621.
The State is seeking proposals from qualified organizations to provide law enforcement vehicle upfitting
services and parts purchase for the State’s Program to assist the Procurement Office in administering and
maintaining a comprehensive and cost-effective Program.
2.0 Purpose and Background
The Department of Public Safety (DPS) on behalf of the eligible State departments and agencies seeks to
enter into a term type contract with a qualified firm(s) to provide as needed when needed fleet vehicle
upfitting services in accordance with the terms, conditions, scope of work/specifications, for the price(s)
offered herein.
DPS maintains a fleet of various makes and models of pursuit and support vehicles most of which require
initial, reconfiguration/modification, repair, disassembly and other related vehicle up-fitting services. The
estimated number of vehicles requiring these services is approximately 200 annually. Quantities
referenced are annual estimates only; no guarantee as to actual quantities is expressed or implied.
3.0 Brand Name Type Specification: This solicitation contains Brand Name type specifications as
specifically authorized under Arizona Administrative Code (A.A.C.) R2-7-403 for the parts, components
and assemblies specified herein.
4.0 Vehicle Types: various makes, models and years of cars, trucks and Jeeps to include, but not limited
to, Ford, Chevrolet, Dodge, Chrysler, Toyota, Nissan, and BMW and Honda motorcycles.
5.0 Scope of Services
Contractor shall furnish all labor, labor burdens, equipment, tools, materials, accessories, parts,
components, transportation, services, permits, insurance, per diem, all applicable taxes, and all other items
of expense required to provide:
Page 2 of 39
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work
Template version 6.0 (28-JAN -2020) 2
Available ontine at APP.AZ. gov
Anzona Department of
Administration
Request for Proposal State Procurement
Solicitation No. BPM002158 Office
Description: Law Enforcement Vehicle Upfitting Services and Parts Purchase 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
5.1 Vehicle upfitting services in accordance with terms, conditions, and pricing specified in the
Contract.
5.2. Supply parts, components and assemblies without upfitting services in accordance with discount
off catalog pricing specified on Price Sheet and/or
5.3. Contractor provided “on-site” at DPS Fleet Facility, optional upfitting services in accordance with
terms, conditions and pricing specified.
6.0 Specifications
Contractor shall furnish all labor, labor burdens, equipment, tools, materials, accessories, parts,
components, transportation, services, permits, insurance, per diem, all applicable taxes, and all other items
of expense required to provide:
6.1 Vehicle upfitting services in accordance with terms, conditions and pricing specified in the Contract;
6.2 Supply parts, components and assemblies without upfitting services in accordance with discount off
catalog pricing specified on Price Sheet Attachment B; and/or
6.3 Contractor provided “on-site” at DPS Fleet Facility, optional upfitting services in accordance with terms,
conditions and pricing specified.
7.0 General Specifications: Contractor Shall:
7.1 Have all services performed by qualified/experienced technicians and personnel;
7.2 Perform and complete all services in accordance with all applicable industry, best practice, OEM
vehicle, OEM equipment, specifications and standards as well as any DPS supplied specifications and
DPS/Fleet authorized task orders;
7.3 At DPS/Fleet request, pick up and deliver DPS vehicles to DPS Fleet Facility at 2610 S. 16" Street,
Phoenix, AZ 85034 (upon completion and buyoff by DPS);
7.4 Maintain, secure and store all DPS vehicles under its care and custody to prevent damage, vandalism
and theft;
7.5 Upon completion of services, clean, wash exterior and make ready for DPS buy off (i.e. removal of
excess grease/lubricants, finger/handprints, vacuum vehicle’s interior and trunk areas, etc.) of all
vehicles;
7.6 Be open for business during normal business hours, Monday through Friday (excluding state holidays);
7.7 Complete all installations within mutually agreed upon written timeframes;
7.8 Upon request, provide quotes for the purchase of parts, components and assemblies without up-fitting
services in accordance with terms, conditions and pricing specified in the Contract.
8.0 Technical Specifications: Contractor Shall:
8.1 Install all required antenna NMO mounts with rain caps for laptop computer systems; GPS and the
radio systems with rain caps. Any and all equipment installed outside of the interior cabin shall be
made weatherproof per OEM specifications. This includes pass through wiring from interior to exterior
(and/or contrariwise) of vehicle. Antennas, if specified, shall be shipped loose in vehicle(s).
Weatherproof, temporary covers shall be used if mount is not weatherproof without antenna.
8.2 On all fifty (50) amp or higher circuits, in addition to crimping the wire terminals, also solder all
terminals to reduce intermittent shorts caused by, but may not be limited to, road vibration. Soldered
connectors shall also be of the seamless variety and be shrink-wrapped for environmental protection;
8.3 Have all wiring run in protective wire looms and be secured through the use of wire clamps and/or
plastic nylon tie wraps;
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work
Template version 6.0 (28-JAN-2020) Page 3 of 39 2
Available online at: APP.AZ gav
Arizona Department of
Administration
Request for Proposal State Procurement
Solicitation No. BPM002158 Office
Description: Law Enforcement Vehicle Upfitting Services and Parts Purchase 100 N 15th Ave. Suite 402
Phoenix, AZ 85007
8.4 In the event that DPS/Fleet provides wiring diagram schematics for specific up-fitting requirements,
Contractor shall wire all associated vehicles according the wiring diagram schematics. Any proposed
revisions to DPS/Fleet wiring diagrams shall be requested in writing and preapproved in writing by
DPS/Fieet.
9.0 Task Order Scope of Work Requests (“TOSOWR”):
State Agencies may, at its sole option, issue an individual TOSOWR to a single Contractor or multiple
Contractors of its selection for TOSOWR’s anticipated to be under $10,000.00. TOSOWR’s anticipated to
be over $10,000.00 shall be issued to multiple Contractors in accordance with the Scope of
Work/Specifications of this Contract. TOSWR’s shall be issued on an as needed when needed basis.
Individual TOSOWR’s shall specify the following:
9.1 Description of the type of services (i.e. scope of work) to be performed;
9.2 Vehicle type (vehicle No., year, make, model and VIN #);
9.3 Parts, components and assemblies required for upfitting;
9.4 Completion date for services; and
9.5 Any other requirements specific to the TOSOWR.
10.0 Task Order Offers:
Upon receipt of individual TOSOWR’s, Contractor(s) shall submit a task order offer on or before the date
specified on TOSOWR. Offered pricing under a task order offer shall be all inclusive for completion of the
task order. Task order offers shall also, at a minimum:
10.1 Provide a detailed plan and schedule to complete the TOSOWR;
10.2 Specify the contract hourly rate multiplied by the total number of hours required to complete the
TOSOWR;
10.3 Specify net pricing (inclusive of all applicable discounts) for all parts, components and assemblies
supplied by the Contractor and specified in TOSOWR; and
10.4 All costs associated with responding to a TOSOWR shail be borne by the Contractor(s).
11.0 Task Order Offers; Review/Acceptance:
Upon receipt and review of individual task order offers, State Agencies may select the individual task order
offer determined to be fair and reasonable and in the best interest of the State for the specified task
(selections may include, but may not be limited to, lowest all-inclusive price offered, proposed schedules
for completion of the specified task, offered resources and project start dates). Task Order Offers accepted
shall be signed by both parties.
12.0 Task Order Revisions:
State Agencies may allow for revisions to individual task order offers in the event of unforeseen
circumstances. Should the State determine that revisions to original task order offers are necessary,
Contractor shall provide the following:
12,1 Written documentation detailing the additional tasks, schedules and basis (specific reasons) for the
revisions;
12.2 All pricing (hourly rate times the fixed number of hours) required to perform the revised up-fitting
services specified;
12.3 Net pricing (inclusive of all applicable discounts) for all parts, components and assemblies supplied
by the Contractor/required to perform the revised up-fitting services specified; and
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work
Template version 6.0 (28-JAN-2020) Page 4 of 39 2
Available online at: APP.AZ gov
Arizona Department of
Administration
Request for Proposal peer
Solicitation No. BPM002158 Office
Description: Law Enforcement Vehicle Upfitting Services and Parts Purchase 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
13.0
14.0
15.0
16.0
17.0
12.4 Revision documentation shall be mutually agreed upon and signed by both parties.
Approval, Inspection, Buy Off of Services: state Agencies shall have the final authority to:
13.1 Perform final inspection and buy off of services.
13.1.1 All rework that may be needed as a result of inspections shall be immediately corrected,
with all costs borne by the Contractor.
Contractor Provided “On-Site” (DPS Fleet Facility) Optional Upfitting
Services:
On-site upfitting services are those services provided as needed when needed by the Contractor at DPS
Fleet Services, 2610 South 16* Street, Phoenix, AZ 85034. When needed, Contractor shall:
14.1 Provide qualified/experienced technicians and personnel to perform specified services at the hourly
labor rate specified in price sheet of the Contract;
14.2 Perform and complete all services in accordance with all applicable industry, best practice, OEM
vehicle, OEM equipment, specifications and standards as well as any DPS supplied specifications and
task orders;
14.2.1 Upfitting services shall be those performed under Scope of Work/Specification paragraphs
7 through 8;
14.2.2 Contractor shall not be entitled to any costs, such as, but may not be limited to, times
relating to travel to and from DPS/Fleet and/or any times when on-site Contractor (i.e. all
on-site personnel) is not working under DPS/Fleet issued task orders.
14.2.3 All on-site Contractor personnel shall be subject to Criminal history records, fingerprint
background clearance and drug screening in accordance with paragraph 17.0.
Purchase of parts, components and assemblies:
DPS shall have the ability to purchase parts, components and assemblies without upfitting service contained
in contracted established catalogs at the contracted discounted rates on an as needed when needed basis.
Purchases shall be supported by a DPS issued direct release purchase order(s).
Delivery:
Unless stated otherwise in the contract generally or in the applicable Order particularly, Contractor shall
make delivery within 60 business days after receiving each Order. Notification shall be communicated to
the ordering agency when contractor is unable to meet delivery deadline.
Background Checks:
Personnel designated to work on site shall be subject to:
. A DPS and/or alternate law enforcement agency criminal history records clearance review;
. A DPS and/or alternate law enforcement agency fingerprint clearance review;
. A DPS initiated drug screen/testing and clearance review
All proposed on-site Contract personnel and/or subcontract personnel shall:
° Complete and submit a DPS confidential background/drug screening questionnaire/affidavit form;
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work
Template version 6.0 (28-JAN-2020) Page 5 of 39 2
Available ontine at: APP,AZ. gay
Administration
Request for Proposal State Procurement
Solicitation No. BPM002158 Office
Description: Law Enforcement Vehicle Upfitting Services and Parts Purchase 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
e Produce picture identification, such as a current state-issued driver’s license to validate the
individual's identity (required at time of fingerprinting/drug screening);
° Be subject to being fingerprinted
e Be subject to drug screening
Upon review of individual results, DPS shall issue either an “Eligible to Work” or “Not Eligible to Work” determination
to the Contractor and Contract Coordinator for that individual. Examples of areas that may result in “not eligible to
work” determinations are, but may not be limited to, certain:
Felony convictions;
Misdemeanor convictions (not including traffic or parking violations);
Outstanding warrants (including traffic and parking violations);
Current parole or probation statutes;
Current law enforcement investigative statutes; and
Driving history reports.
eoeeeese
In accordance with state law, all information obtained by these services shall not be divulged to any individual,
employer or unauthorized party. Contractor and Contract Coordinator shall only be advised of an individual’s
“Eligible to Work” or “Not Eligible to Work” status. Determinations shall be made on a case-by-case basis and shall
be final. DPS Human Resource bureau will assist the Contractor with testing facility locations times. Although every
effort will be made to minimize Contractor travel and processing times, no timeframes are expressed or implied.
DPS may also, at its sole discretion, request additional annual and/or periodic clearance reviews of onsite Contract
personnel. All associated costs shall be borne by the Contractor.
18.0 Reporting Requirements
Monthly reports, or more often as requested by agency, shall be provided concerning the status of open
purchase orders and causes for possible delivery delays.
SECTION 2-A SUPPLEMENTS:
(Offeror to insert as required and list here or type “None” on first line)
No. of
Title pages
1. | Enter or type “None”
Document Date Purpose in Offer
2. | Enter or delete row if not needed
3. | Enter or delete row if not needed
End of Section 2-A
PART 2 of the Solicitation Documents SECTION 2-A: Scope of Work
Template version 6.0 (28-JAN-2020) Page 6 of 39 2
Availabie online at -AZ g9Y¥
D>
~~
~~
Arizona Department of
Description: Law Enforcement Vehicle Upfitting Services and Parts Purchase
Administration
Request for Proposal
Solicitation No. BPM002158 Office
Phoenix, AZ 85007
SECTION 2-B: Pricing Document
1.0 Compensation
1.1 COMPENSATION METHOD
Contractor will be compensated based on the final detailed written quote approved by the Customer. Pricing
shall not exceed the labor rates indicated on the Pricing Document.
2.0 Pricing
2.1 | CONTRACTOR'S BEST PRICING. Supplier warrants that, for the term of the Contract, the prices and discounts set
out in Attachment 4 Price Sheet, including any subsequent agreed amendment to it (the “Contract Pricing”), will
be equal to or better than the lowest prices and largest discounts, both separately and in combination, at which
Contractor sells equivalent services, items of equipment and materials.
2.1.1
2.1.2
2.1.3
That price-plus-discount equivalence (“Contractor's Best Pricing”) is intended to be irrespective of
whether or not those other sales have special purchase terms, conditions, rebates or allowances.
If Contractor's Best Pricing for equivalent services, items of equipment and materials is better than the
Contract Pricing, then Contractor agrees to adjust the Contract Pricing to match the Contractor's Best
Pricing for all sales related to the Contractor made after the date when the Contractor's Best Pricing
was first better than the Contract Pricing.
For clarification of intent, that date is intended to be the date when the difference first occurred,
which might have been before the difference was first identified. If it was before, then Supplier agrees
to charge at less than the Contract Pricing until the extended difference that would have been realized
(ie., if the Contractor's Best Pricing had been applied when it should have been) has been settled.
2.2. PRICING-ALL-INCLUSIVE:
2.2.1
Pricing is all-inclusive, including any ancillary fees and costs required to accomplish the Scope of Work
and all aspects of Contractor's offer as accepted by State. Details of service not explicitly stated in the
Scope of Work or in Contractor's Offer, but necessarily a part of, are deemed to be understood by
Contractor and included herein. All administrative, reporting, or other requirements, all overhead costs
and profit and any other costs toward the accomplishment of the requirements in the Contract are
included in the pricing provided.
2.3. PRICE INCREASES:
2.3.1
PART 2 of the Solicitation Documents
The State may review a fully documented request for a price increase. The requested increase shall be
in writing and be based upon a cost increase to the contractor that was clearly unpredictable at the
time of the offer and is directly correlated to the price of the product concerned. Contractor must
provide conclusive evidence of a need for any price increases such as being substantiated by the
Producer Price Index, Consumer Price Index, or similar pricing guide.
(a) Initial Contract prices will be honored for one year after award of Contract.
(b) All written requests for price adjustments made by the contractor shall be initiated thirty (30)
days in advance of any desired price increase to allow State sufficient time to make a fair and
equitable determination to any such requests. This may be waived upon proper documentation
demonstrating the urgency of the request.
SECTION 2-B: Pricing Document 2
Template version 6.0 (28-JAN-2020) Page 7 of 39
Ava
abie online at: APP.AZ gov
Arizona Department of
State Procurement
100N 15th Ave., Suite 402
Arizona Department of
Administration
Request for Proposal State Procurement
Solicitation No. BPM002158 Office
Description: Law Enforcement Vehicle Upfitting Services and Parts Purchase 100 N 15th Ave., Suite 402
Phoenix, AZ 85007
3.0
4.0
2.4
2.5
2.6
{c) All price adjustments will be implemented by a formal contract amendment. State shall determine
whether the requested price increase or an alternate option is in the best interest of State.
PRICE REDUCTIONS:
2.4.1 Price reductions shall be immediately passed along to State and may be submitted in writing to State
for consideration at any time during the Contract period. The contractor shall offer State a price
reduction on the Contract product(s) concurrent with a published price reduction made to other
customers. State at its own discretion may accept a price reduction. The price reduction request shall
be in writing and include documentation showing the actual reduction of cost. Sales promotions
requests shall include difference in pricing, begin, and end date of promotion along with the products
covered.
ADDITIONAL CHARGES:
2.5.1 Any charges or fees not delineated in the Contract may not be added, billed, or invoiced under the
Contract.
TRAVEL:
2.6.1 Contractor shall get written approval prior to any travel under the Contract in which reimbursement of
expenses will be requested. Contractor will be reimbursed for actual expenses incurred in accordance
with the current rates specified in State’s Travel Policy. Contractor shall itemize all per diem and
lodging charges. State Travel Policy, including State rates, may be located at https://gao.az.gov/travel .
The Eligible Entity / Customer shall reject any claim for travel reimbursement without prior written
approval.
Funding
No particular funding considerations apart from paragraph 4.4 [Availability of Funds for the Next State fiscal year] and
4.5 [Availability of Funds for the current State fiscal year] of the Uniform Terms and Conditions have been identified as
of the Solicitation date.
Invoicing
4.1
4.2
INVOICES GO TO BUYING ENTITY. Contractor shall submit all billing notices or invoices to the ordering Eligible
Entity/Customer (e.g. Eligible Agency or Co-Op Buyer) at the address indicated on the applicable Order
document or by utilizing the Buying Entity’s purchasing tool/process.
MINIMUM INVOICE REQUIREMENTS. Every invoice must include the following information:
Item Required
Bill-to name and address e
Contractor name and contact information
Remit-to address
State contract number
Order number (typically the State’s e-Procurement System PO #)
Invoice number and date
Date the items shipped or services performed
PART 2 of the Solicitation Documents SECTION 2-B: Pricing Document
Template version 6.0 (28-JAN-2020) Page 8 of 39 2
Available o line at: APP.AZ g Vv