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C20-0292
AMENDMENT NO. 1
LINKING AGREEMENT
CITY OF GLENDALE, Contract No. C20-0292
‘This Amendment No. 1 (“Amendment”) to the Linking Agreement (“Agreement”) is made this
day of , 2024, (“Effective Date”), by and between the City of Glendale, an Arizona
municipal corporation (“City”) and Fire Truck Solutions, LLC, (“Fire Truck Solutions”) a Delaware
limited liability company, authorized to do business in Arizona (“Contractor”).
RECITALS
On March 24, 2020, City and H&E Equipment Services, Inc., (“Contractor”) entered into a
Linking Agreement, Contract No. C20-0292, to purchase the goods and setvices described in
the Fire Apparatus Maintenance and Repair Services Contract with City of Tempe, Contract
#120-053-01 (“Agreement”); and
On January 6, 2022, the City and Contractor entered into Contract Extension No. 1, extending
the term of the Linking Agreement from January 17, 2022 through January 13, 2023; and
On March 3, 2023, the City and Contractor entered into Contract Extension No. 2, extending
the term of the Linking Agreement from January 17, 2023 through January 16, 2024; and
As documented in the letter from H&E Equipment Services, Inc., dated October 27, 2023,
attached as Exhibit D, effective September 25, 2023, Fire Truck Solutions purchased all of the
right, title and interest and all or substantially all of the fire truck and apparatus business of
H&E Equipment Services, Inc., including the right and obligation to perform under this
Agreement. H&E retained only its equipment rental business. By executing this Amendment,
Fire Truck Solutions agreed to perform and be bound by all the terms and conditions of this
Agreement, including any amendment hereto; and
City and Contractor wish to modify and amend the Agreement subject to and strictly in
accordance with the terms of this Amendment to assign and substitute all rights, obligations,
performance requirements and liabilities hereunder to Fire Turck Solutions, LLC.
AGREEMENT
In consideration of the mutual promises set forth herein and other good and valuable consideration,
the receipt and sufficiency of which are hereby acknowledged, the City and Contractor hereby agree
as follows:
1.
Recitals. The recitals set forth above are not merely recitals but form an integral part of this
Amendment.
Term. The term of the Agreement is extended from January 17, 2024 through January 16,
2025.
Scope of Work. ‘The Scope of Work is unchanged.
05/10/2023
10.
Compensation. The Compensation Amount is unchanged.
Insurance Certificate. Current certificate will expire on September 25, 2024. A new
certificate applying to the extended term must be provided prior to this date to Materials
Management and the Contract Administrator.
Non-discrimination. Contractor must not discriminate 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 ot any disability. Contractor will require any Sub-contractor to be bound
to the same requitements as stated within this section. Contractor, and on behalf of any
subcontractors, wattants compliance with this section.
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 fot the duration of the
Agreement to not engage in, a boycott of goods or 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
(3) any contractors, subcontractors or suppliers that use the forced labor ot any goods or
setvices produced by the forced labor of ethnic Uyghurs in the People’s Republic of
China.
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.
Assignment and Ratification of Agreement. City and Contractor heteby agree that Fire
Truck Solutions, LLC shall be substituted for, shall comply with all terms and conditions, shall
perform all requirements and obligations the provisions of the Agreement and shall enjoy all
rights and benefits conferred on Contractor under this Agreement, including the assignment
of payment for any outstanding purchases or orders. This Agreement shall remain in full force
and effect and that if any provision of this Amendment conflicts with the Agreement, then
the provisions of this Amendment shall prevail.
[Signatures on the following page.]
05/10/2023
CITY OF GLENDALE, an Arizona
municipal corporation
Kevin R. Phelps, City Manager
ATTEST:
Julie K. Bower, City leak " (SEAL)
APPROVED AS TO FORM:
Michael D. Bailey, City Attorney
Fire Truck Solutions, LLC,
a Delaware limited liability company
By? Steven Slatzer 7
Its: Vice President, Administration
05/10/2023
LINKING AGREEMENT
BETWEEN THE CITY OF GLENDALE, ARIZONA
AND
FIRE TRUCK SOLUTIONS, LLC
EXHIBIT A
CITY OF TEMPE
CONTRACT NO. T20-053-01
FIRE APPARATUS MAINTENANCE AND REPAIR SERVICES
(
—
Financial Services
Procurement Office
Contract Renewal Notice 20 E 6" Street
Tempe, AZ 85281
Contract Number: T20-053-01 Date November 16, 2023
Contract Description: Fire Apparatus Maintenance and Repair Services
102117
Fire Truck Solutions LLC Renewal information
Steve Slatzer Beginning January 17, 2024
PO BOX 20396 Ending January 16, 2025
Phoenix, AZ 85036 Renewal 3 of 3
Contract Renewal Information
The City of Tempe is requesting renewal of the above mentioned contract under the same terms and conditions at either current contract
prices/discounts or at prices/discounts more favorable to the City of Tempe.
If the contractor has lowered the market price(s) of any item(s) on the City's contract, then such lowered prices should be offered to the
City of Tempe.
Where performance bonds and/or insurance coverage were requirements of the City's original solicitation/contract, a renewing contractor
must provide evidence of bonds and/or insurance extensions as applicable to ongoing City of Tempe contract. Failure to provide
insurance certificates as outlined below may result in contract cancellation.
Fire Truck Solutions LLC certifies that it is not currently engaged in, and agrees for the duration of this Contact/Agreement that it will not
engage in, a boycott of Israel, as that term is defined in A.R.S.§ 35-393
Contractor hereby acknowledges receipt and understanding of this Contract Renewal Notice and that a signed copy of this
notice must be filed with the City of Tempe Procurement Office within thirty (30) days from the above noted issue date and the
updated insurance certificates (City of Tempe included as additional insured) will be submitted.
Please note: If included, the Affidavit of Compliance form must be competed and returned with the renewal documents. This affidavit is
related to the City's new anti-discrimination ordinance that requires compliance from all City contractors.
Procurement Officer Lisa Goodman, NIGP-CPP, CPPO, CPPB 480-350-8533 lisa_goodman@tempe.gov
Procurement Specialist Paola Leyva 480-350-8682 paola_leyva@tempe.gov
Contract Renewal Notice Page 1 of 2
To Be Completed and Signed By Fire Truck Solutions LLC
Contract Number: 120-053-01
Contract Description: Fire Apparatus Maintenance and Repair Services
Contractor's Name: Fire Truck Solutions LLC
Contractor's Mailing Address: PO BOX 20396 = Phoenix, AZ 85036
Printed name of person signing Steven Slatzer
Phone Number 480-205-0727
Email Address steve.slatzer@firetrucksolutions.com
Saver Shae
Contractor's Authorized Signature
Steven Slatzer, VP Administration, Fire Truck Solutions, LLC
City of Tempe Contract Renewal Acceptance
hioe. Moodnw~ Michael Greene (Dec 77, 2023 13:25 MST)
Lisa Goodman, NIGP-CPP, CPPO, CPPB Date Michael Greene, CPM, CPPO Date
Procurement Officer Procurement Administrator
Contract Renewal Notice Page 2 of 2
(
fF Tempe.
Making waves in the desert
AFFIDAVIT OF COMPLIANCE WITH HOUSE BILL 2488
SUPPLIER AGREES TO NOT USE THE FORCED LABOR OF ETHNIC UYGHURS IN THE PEOPLE’S
Per House Bill 2488 approved by the Arizona Legislature, this law stipulates that a public entity may not enter into or
renew a contract with a company for the acquisition or disposition of supplies, services, goods, information
technology or construction unless the contract includes written certification that the company does not currently, and
agrees for the duration of the contract that it will not, use:
“The forced labor of ethnic Uyghurs in the People’s Republic of China;
Any services or goods produced by the forced labor of ethnic Uyghurs in the People’s Republic of China; and
*Ainy suppliers, contractors or sub-contractors that use the forced labor of any services or goods produce by the
forced labor of ethnic Uyghurs in the People’s Republic of China
Based on the above, the supplier certifies:
Staven S.
11/17/2023
Signature Date
Steven Slatzer VP, Administration - Fire Truck Solutions, LLC
Print Name Title
Fire Truck Solutions, LLC
Company Name
Procurement Office
20E 6" Street
Tempe, AZ 85281
Contract Number: T20-053-01 Date October 6, 2022
Contract Description: Fire Apparatus Maintenance and Repair Services
76026
H&E Equipment Services
Frankie Wynn Beginning January 17, 2023
4010 S. 22nd Street Ending January 16, 2024
Phoenix, AZ 85040 Renewal 2of3
Contract Renewal information
The City of Tempe is requesting renewal of the above mentioned contract under the same terms and condifions at elther current contract
prices/discounts of at pricesidiscounts more favorable to the City of Tempe.
tf the contractor has lowered the market price(s) of any Item(s) on the City’s contract, then such lowered prices should be offered to the
City of Tempe.
Where perfarmance bonds andor insurance coverage were requirements of the City's original solicitationfcontract, a renewing contractor
must provide evidence of bonds and/or insurance extensions as applicable to ongoing City of Tempe contract. Failure to provide
insurance certificates as oufined below may result in contract cancellation.
H&E Equipment Services certifies thal it is not currently engaged in, and agrees for the duration of this Contact/Agreement that it will not
engage in, a boycott of Israel, as that term is defined in AR.S.§ 35-393
Contractor hereby acknowledges receipt and understanding of this Contract Renewal Notice and that a signed copy of this
notice must be filed with the City of Tempe Procurement Office within thirty (30) days from the above noted issue date and the
updated Insurance certificates (City of Tempe included es additional insured) will be submitted.
Please note: If included, the Affidavit of Compliance form must be competed and retumed with the renewal documents. This affidavit is
related to the City's new anti-discrimination ordinance that requires compliance from all City contractors.
Procurement Officer Lisa Goodman, NIGP-CPP, CPPO, CPPB 480-350-8533 fisa_goodmangptempe.gov
Procurement Officer Cecile Lewis 480-350-8801 cecille_lewis@tempe.gov
Contract Renewal Notice Page 1 of2
To Be Completed and Signed By H&E Equipment Services
Contract Number: 120-053-01
Contract Description: Fire Apparatus Maintenance and Repair Services
Contractor's Name: H&E Equipment Services
Contractor's Mailing Address: 4010 S. 22nd Street Phoenix, AZ 85040
Printed name of person signing _ Frankie Wynn
Phone Number 225 298-5200
Email Address__ fwynn@he-equipment.com
Contractor's Authorized Signature ibe. Mtn —_—_
City of Tempe Contract Renewal Acceptance
Ghioc Moodun~ a
Lisa Goodman, NIGP-CPP, CPPO, CPPB Date ichael Greene, CPM, CPPO Date
Procurement Officer Procurement Administrator
Contract Renewal Notice Page 2 of 2
Making waves ba the desert
AFFIDAVIT OF COMPLIANCE WITH HOUSE BILL 2488
SUPPLIER AGREES TO NOT USE THE FORCED LABOR OF ETHNIC UYGHURS IN THE PEOPLE’S
Per House Bill 2488 approved by the Arizona Legislature, this law stipulates that a public entity may not enter Into or
renew a contract with @ company for the acquisition or disposition of supplies, services, goods, information
technology or construction unless the contract Includes written certification that the company does not currently, and
agrees for the duration of the contract that it will not, use:
“the forced labor of ethnic Uyghurs in the People’s Republic of China;
*Biny services or goods produced by the forced labor of ethnic Uyghurs in the People’s Republic of China; and
*Biny suppliers, contractors or sub-contractors that use the forced fabor of any services or goods produce by the
forced labor of ethnic Uyghurs in the People’s Republic of China
Based on the above, the supplier certifies:
Tighe Wate Nov 10, 2022
Signature Date
Frankie Wynn Dir. of Risk/Compliance Mgmt
Print Name Title
H&E Equipment Services, Inc.
Company Name
i Tempe.
Making waves in the descit
Internal Services
Py
Contract Renewal Notice ary poised
Tempe, AZ 85281
Contract Number: T20-053-01 Date November 3, 2021
Contract Description: Fire Apparatus Maintenance and Repair Services
76026
H&E Equipment Services
Mark Julien Beginning January 17, 2022
4010 S. 22nd Street Ending January 13, 2023
Phoenix, AZ 85040 Renewal 1of3
Contract Renewal Information
The City of Tempe Is requesting renewal of the above mentioned contract under the same terms and conditions at either current
contract prices/discounts or at prices/discounts more favorable to the City of Tempe.
if the contractor has lowered the market price(s) of any item(s) on the City's contract, then such lowered Prices should be offered
to the City of Tempe.
Where performance bonds and/or insurance coverage were requirements of the City’s original solicitation/contract, a renewing
contractor must provide evidence of bonds and/or insurance extensions as applicable to ongoing City of Tempe contract.
Fallure to provide insurance certificates as outlined below may result In contract cancellation.
H&E Equipment Services certifies that it is not currently engaged in, and agrees for the duration of this Contact/Agreement that it
will not engage In, a boycott of Israel, as that term Is defined In AR.S.§ 35-393
Contractor hereby acknowledges receipt and understanding of this Contract Renewal! Notice and that a signed copy of
this notice must be filed with the City of Tempe Procurement Office within thirty (30) days from the above noted issue
date and the updated insurance certificates (City of Tempe included as additional Insured) will be submitted,
Please note: If included, the Affidavit of Compliance form must be competed and returned with the renewal documents. This
affidavit is related to the City's new anti-discrimination ordinance that requires compliance from all City contractors.
Procurement Officer Lisa Goodman, NIGP-CPP, CPPO, CPPB 480-350-8533 lisa_goodman@tempe.gov
Procurement Specialist Ceclille Lewis 480-350-8801 cecille_lewis@tempe.gov
Contract Renewal Notice Page 1 of 2
To Be Completed and Signed By H&E Equipment Services
Contract Number: 120-053-01
Contract Description: Fire Apparatus Maintenance and Repair Services
Contractor's Name: H&E Equipment Services
Contractor's Mailing Addrass: 4010 S. 22nd Street Phoenix, AZ 85040
Printed name of person signing _ Frankle Wynn
Phone Number 225 298-5200
Email Address fwynn@he-equipment.com
Contractors Authorized Signature Bathe Wa eos 8923. 4627 TD
City of Tempe Contract Renewal Acceptance
Chloe, Moodr~
Micheal Greene {Dec 2, 2021.14:81 M57)
Lisa Goodman, NIGP-CPP, CPPO, CPPB Date Michael! Greene, CPM, CPPO
Procurement Officer Procurement Administrator
Contract Renewal Notice Page 2 of 2
Internal Services
Contract Award Notice Procurement Office
20 E. 6" Street
Tempe, AZ 85281
Ti
Asin wauwes the 62:
Contract Number: 120-053-01
Description: Fire Apparatus Maintenance and Repair Services
76026 Award Period
H&E Equipment Services Beginning: 01/17/2020
Attn: Mark Julien Ending: 01/16/2022
4010 S. 22™ Street
Phoenix, AZ 85040 Potential Renewals 3, 1-Year Renewais
Phone Number: 480-862-6313
Cellphone Number: 480-862-6313
Email Address: mjulien@he-equipment.com
This Contract Award Notice is issued for the purchase of goods, materials and/or services as requested by the above noted
solicitation/contract number. The contract shall remain in effect as noted in the award period block unless extended,
renewed or canceled per terms and conditions of the solicitation.
It is to be noted that any contracted vendor document(s) that conflict with the language and requirements of the City's
solicitation are not acceptable and will void the contract. In addition, contracted vendor is not to begin work or make delivery
of awarded Items until any and all required insurance and/or performance bonds are posted with the City Procurement
Office.
if contracted vendor has a change of address for mailing payments and/or for mailing future bid solicitations, itis the vendor's
responsibility to notify the City Procurement Officer identified with this contract and to ensure all such mailing address
information is kept current.
Please note that your City of Tempe contract number should appear on all shipping documents, invoices and statements.
Invoices are to be sent directly to the requesting department.
Award Information
item | Description Cost
1. Authorized American LaFrance Facility
Z e Hourly rate for labor to repair or replace equipment $115.00
e Hourly rate for scheduled maintenance $115.00
e % discount off replacement/maintenance parts Cost + 25%
2. Authorized E-One Facility
e Hourly rate for labor to repair or replace equipment $115.00
e Hourly rate for scheduled maintenance $115.00
e % discount off replacement/maintenance parts Cost + 25%
3. Authorized Saulsbury Facility
e Hourly rate for labor to repair or replace equipment $115.00
e Hourly rate for scheduled maintenance $115.00
¢ % discount off replacement/maintenance parts Cost + 25%
Item | Description Cost
4. Authorized Spartan Chassis Facility
e Hourly rate for labor to repair or replace equipment $115.00
e Hourly rate for scheduled maintenance $115.00
e % discount off replacement/maintenance parts Cost + 25%
5. | Authorized Hackney Facility
« Hourly rate for labor to repair or replace equipment $115.00
e Hourly rate for scheduled maintenance $115.00
e % discount off replacement/maintenance parts Cost + 25%
6. Authorized Hale Facility
e Hourly rate for labor to repair or replace equipment $115.00
e Hourly rate for scheduled maintenance $115.00
e % discount off replacement/maintenance parts 10%
7. Authorized Waterous Facility
e Hourly rate for labor to repair or replace equipment $115.00
e Hourly rate for scheduled maintenance $115.00
e % discount off replacement/maintenance parts 10%
joodman, CPPO, CPPB Michael Greene, C.P.M., CPPO
Procurement Officer Procurement Administrator
All terms and conditions of this Award Document are per the City's Solicitation Document
AMENDMENT NO. 1
LINKING AGREEMENT
(CITY OF GLENDALE, Contract No. C20-0292)
EXHIBIT B
Scope of Work
PROJECT
The Scope of Work is unchanged.
Tempe.
Making waves in the desert
REQUEST FOR PROPOSAL
RFP# 20-053
FIRE APPARATUS MAINTENANCE
AND REPAIR SERVICES
RFP ISSUE DATE:
OCTOBER 9, 2019
DEADLINE FOR INQUIRIES/QUESTIONS:
FRIDAY, NOVEMBER 1, 2019 AT 5:00 P.M. LOCAL ARIZONA TIME
RFP DUE DATE AND TIME:
TUESDAY, NOVEMBER 12, 2019, 3:00 P.M. LOCAL ARIZONA TIME
ALL INQUIRIES MUST BE DIRECTED TO:
LISA GOODMAN, CPPO, CPPB
EMAIL: lisa_qgoodman@tempe.gov
PHONE: 480-350-8533
SUBMITTAL LOCATION: CITY OF TEMPE PROCUREMENT OFFICE
20 EAST SIXTH STREET, 2"° FLOOR
TEMPE, ARIZONA 85281
Table of Contents
General INStructions ..........c.ccccccessescecescseescecescseseeeaveesesaesesseaeseaesaessaacaesassanasaesausesecesaesesassesescessescaseatcaeeatcaesecaeass 3
Standard Terms and Conditions .............cccececeecsseeseeeseeseesesseescseesoessecsssancsesssseuessesesancassesaassncaessaseaaeeeeceasenseeteass 8
Special Terms & Conditions and INStructions ......... ce eeeeceeseesseeseeeeeeeesesceeecsnsaeseesecsucesseeseuseseuseeeseaeeeesenseenseeses 17
Scope of Work
Proposal Questionnaire .........c cc ceccsccseeseesseeeeeeneesaeseeecsaeceeeceeeceescaeeseeessesssesecessecsesesseseeseeeaecsaecauseeeuseteseetensesess 25
Evaluation Criteria... ec eeecsseeessceseesesseesesscssecaeesevsecseesensesseeceecassaesaesseesescaesseesscsessseeaesaeeeesaegesessaecaeseaseseansens 26
Pricing S@Ction ..0......ceccecceecsssesseceeceeseeeeeseescseesaecetenesaussesaeesessessetsssnesaesseceesaessessesausuesesauseacasceesssecsuecasseaseaseanenss 27
Vendor's Offer
Anti-Discrimimation Policy ...........cceccceeseeceeeesceeeeseeseeeesaeeseeeecsecseeseeseeseeseessecseenesaeseusesaesaeseesessuceeatensseneeceneaasenes 31
Checklist for SUDMittal 0.0... cecsescseessseceeeeseeeeeeeeateesteceateateaecancseeseesesseeseesaeaessesseseeeessesaeceesecseecateaeeseeaeeseesnesas 33
Package Label oo... eee cceccseesseesssseecsneesnesseseseeeseeensseaeeesesueseaessaesaaesasecsuecseecsssaesssesaeeeaeeseseesseseaeeesseeeseueeaess 34
General Instructions
Failure to follow these instructions may result in rejection of proposal for non-responsiveness or cancellation of any Contract
awarded.
1. Preparation of Proposal:
A. Proposals shall be submitted to the City of Tempe (“City”) in the sequence specified herein, on the forms
attached hereto, including Vendor's Offer.
B. All proposals shall be submitted on the forms provided in this Request for Proposal, signed by an authorized
signer and returned with the proposal response to the City.
Cc. Completed and signed proposal forms for offer, acceptance and any solicitation addendums shall be signed
by an authorized individual. Such proposal constitutes an irrevocable Offer to sell the good and/or service
specified herein. Offeror shall submit all additional data, documentation, or information as requested by
the City, signifying its intent to be bound by the terms of the Request for Proposal.
D. Negligence in preparation of a proposal confers no right of withdrawal. Offeror is solely responsible for
seeking clarification of any requirement and presenting accurate information in the proposal response. The
City shall not reimburse any costs for a proposal, or its submission, presentation or withdrawal, for any
reason. Failure to read, examine and understand the Solicitation and any of its addenda will not excuse
any failure to comply with the requirements of the Solicitation or any resulting contract, nor shall such failure
be a basis for claiming additional compensation.
E. Offeror shall identify each subcontractor to be utilized in the services and/or work set forth herein, if
applicable.
2. Definitions: For purposes of this Request for Proposal and resultant Contract, the following definitions apply:
A. “City” means the municipal corporation of the City of Tempe, Arizona.
B. “Code Governance” means unless otherwise specified herein, the provisions of the Tempe City Code,
Chapter 26A shall apply and govern this Request for Proposal.
c. “Contract” means the agreement for the procurement of goods, equipment, materials, software,
maintenance, contracted services, professional services, or concessions.
D. “Contractor” means an Offeror responding to a Request for Proposal who has been awarded a Contract
with the City.
E. “Offer” means a written offer to furnish goods, equipment, materials, software, maintenance, contracted
services, professional services, or concessions to the City, in conformity with the standards, specifications,
delivery terms and conditions, and all other requirements established in a competitive solicitation.
“Offeror” means a business, entity or person who submits an Offer in response to a competitive solicitation.
G. “Public Record” means proposals and all other documents submitted in response to this solicitation shall
become the property of the City and shall be a matter of public record available for review following the
Contract award.
H. “Purchase Order” means a document issued by the Procurement Office directing the Contractor to deliver
the goods, equipment, materials, software, maintenance, contracted services, professional services or
concessions. to the City.
“Request for Proposal” means a competitive solicitation issued by the City for the procurement of goods,
equipment, materials, software, maintenance, contracted services, professional services or concessions.
RFP #20-053 FIRE APPARATUS MAINTENANCE AND REPAIR SERVICES 3 | Page
General Instructions
10.
Late, Unsigned and/or Incomplete Proposal: A late, unsigned and/or materially incomplete proposal will be
considered nonresponsive and rejected.
Inquiries: Questions regarding this Request for Proposal shall be directed to the Procurement Officer identified on
the cover page of this document, unless another City contact is specifically named. Inquiries shall be submitted in
writing (preferably via e-mail), identifying the appropriate Request for Proposal’s number, page and paragraph at
issue. PLEASE NOTE: Offeror must not place the Request for Proposal’s number on the outside of an envelope
containing questions. Oral responses provided by the City shall have no binding effect or legal effect. Inquiries
should be submitted within the designated timeframe noted on the front page of the solicitation. Those questions
received after the designated date may be considered at the sole discretion of the Procurement Officer. The City
reserves the right to contact Offerors to obtain additional information for use in evaluating proposal and solicitation
requirements.
Proposal Conference: If a proposal conference is scheduled, Offerors are strongly encouraged to attend to seek
clarification on any aspects of the documents that are not clear or questions that might pertain the specifications or
scope of work published. There are times when attendance at a proposal conference is mandatory and those
conferences shall be specially noted when applicable.
Withdrawal of Proposal: At any time before the specified proposal due date and time, an Offeror may withdraw
its proposal by way of written correspondence from the Offeror or its authorized representative.
Proposal Addenda: Receipt and acceptance of a Request for Proposal addendum shall be acknowledged by
signing and returning the document either with the vendor's proposal response or by separate envelope prior to
proposal due date/time. Failure to sign and return an addendum prior to the proposal due date/time may result in
the proposal being considered nonresponsive to that portion of the Request for Proposal and may result in rejection.
For all addenda published, the City will send electronic notification to those companies who have downloaded the
solicitation from the City’s web site. If a company receives the solicitation via a third- party plan holder organization,
it will be the responsibility of the company to download the solicitation from the City’s web site to ensure that their
company is included on any forthcoming addenda notification.
Compliance with City Solicitation Requirements: Unless stated otherwise in this Request for Proposal, the City
reserves the right to award by individual line item, by group of items, or as a total at the City’s discretion. The City
expressly reserves the right to waive any immaterial defect or informality, or reject any or all proposals, or portions
thereof, or reissue this Request for Proposal.
Compliance of Proposal Offeror/Contractor Forms: Any documents or forms (including separate Contract,
maintenance agreement or training agreement) intended by the Offeror to be utilized in any resulting Contract, must
be submitted with proposal. Any documents inconsistent with or taking exception to the terms, conditions,
specifications and/or other requirements stated within this Request for Proposal may cause the proposal to be
considered as nonresponsive and rejected. No documents will be considered unless submitted with vendor's
proposal Offer and approved by the Procurement Office.
Responsiveness to Specifications: Performance or feature requirements which are designated as mandatory or
minimums are needed in order to satisfy an identified task or performance need. A description is given for each
designated feature. This description shall be used to determine if the Offeror's proposed product(s) and/or
service(s) is/are capable of performing the function(s) specified in the Request for Proposal.
It is recognized that more than one method may be used to accomplish the sought-after task functionality.
lf Offeror has an alternate method of performing functional tasks, then Offeror shall list such method as an
"alternate" and described in full detail within the proposal. The City shall be the sole judge as to whether any
alternate methodology will be accepted.
“Must”, "shall", "will", "minimum", "required" and/or "mandatory" performance/feature statements must be met or
exceeded by the Offeror. Should no Offeror be found responsive to all designated Request for Proposal
requirements, the City at its option, may either award the Contract to the most responsive Offeror or cancel the
Request for Proposal and issue another Request for Proposal for the need under revised specifications.
RFP #20-053 FIRE APPARATUS MAINTENANCE AND REPAIR SERVICES 4| Page
General Instructions
11.
12.
13.
14.
15.
Questionnaire: Offeror must complete the Questionnaire portion of this Request for Proposal and provide any
documentation required to support the answers. Questionnaire items, which are designated as mandatory, are
needed to satisfy a required task or performance criteria. Items, which may be listed as desirable, are not required
to be responsive to the Request for Proposal and will be relatively evaluated against other proposals in making a
final award decision.
If supporting documentation is required, Offeror shall provide the documentation in the sequence set forth in the
Request for Proposal and ensure all technical literature and/or narrative explanations fully address the specifics of
the question. Vague or disorganized responses that do not allow sufficient information for evaluation purposes may
result in rejection of a proposal.
Clarifications and Negotiations with Offerors and Revisions to Proposal: Clarifications may be made with any
submitting firm at any time during the evaluation phase of this procurement. Clarifications are not negotiations and
may be utilized by the City to ensure thorough and complete understanding of, and responsiveness to, the
solicitation requirements. Negotiations may be conducted with responsible Offerors who submit proposals
determined to be reasonably susceptible of being selected for award. The purpose of negotiations is to allow the
City and the Offeror(s) to revise initial Offers through an exchange or series of exchanges. Should the City elect to
call for best and final offers, Offerors shall be accorded fair and equal treatment with respect to any opportunity for
negotiations and revision of proposals, and such revisions may be permitted after submissions and prior to award.
In conducting clarifications and negotiations there shall be no disclosure of any information derived from proposals
submitted by competing Offerors. The purposes of such negotiations shall include but not be limited to:
A. Determine in greater detail such Offeror's qualifications;
B. Explore with the Offeror the scope and nature of the project, the Offeror's proposed method of performance,
and the relative utility of alternate methods of approach;
Cc. Determine that the Offeror will make available the necessary personnel and facilities to perform within the
required time; and
D. Agree upon compensation which is fair and reasonable, taking into account the estimated value of the
required services, and the scope, complexity and nature of such services.
Proposal Opening: Proposals shall be opened at the time and place designated on the cover page of this Request
for Proposals. The name of each Offeror and the identity of the Request for Proposal for which the proposal was
submitted shall be publicly read and recorded in the presence of witnesses. Proposals, modifications and all other
information received in response to this Request for Proposal shall be shown only to City personnel having a
legitimate interest in its evaluation. Prices shall not be read. After Contract award, the proposals and the evaluation
documentation shall be open for public inspection, except where the City has determined that specific portions of
the proposal are confidential.
Technical Proposal Opening: Technical proposals (as received in step one of a two-step bidding process) shall
be opened at the time and place designated on the cover page of this document. The name of each Offeror and
the identity of the Request for Proposal for which the proposal was submitted shall be publicly read and recorded
in the presence of witnesses. Proposals, modifications and all other information received in response to this
Request for Proposal shall be shown only to City personnel having a legitimate interest in the evaluation. Evaluation
documentation to substantiate technical proposal selection(s) shall be open for public inspection.
Proposal Evaluation and Award: The City shall determine whether a proposal meets the specifications and
requirements of this Request for Proposal, at its sole discretion, and reject any proposals not meeting the intent or
requirements set forth herein. Award(s) shall be made to the responsible Offeror whose proposal is determined in
writing to be the most advantageous to the City, taking into consideration the evaluation factors set forth in the
Request for Proposal. The City shall be the sole judge as to the acceptability of the products and/or services
offered. The City reserves the right to reject any and all proposals.
RFP #20-053 FIRE APPARATUS MAINTENANCE AND REPAIR SERVICES 5 | Page