The bid from Modern Chevrolet was the lowest responsive, responsible bidder with a bid of $37, Attachments: Proposal/bid tab sheet RFP

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1 MEMORANDUM TO: FROM: SUBJECT: Board of County Commissioners Martha Lide, Interim County Manager Award of Cab and Chassis for Library Book Vehicle DATE: August 1, 2013 It is recommended that the Board award the contract for purchase of a cab and chassis for a new Library Book Vehicle to Modern Chevrolet Co. for $37, as they were the lowest responsive, responsible bidder. Funds for this purchase were budgeted in the Capital Improvements Fund in the budget. Also on tonight s agenda is the recommended award of a specialized body to be installed on this cab and chassis. County staff has been investigating options to replace the old bookmobile for the past year and a half. This analysis was impacted by the need to provide courier services which were formerly provided by the regional library system. The staff reviewed various options, including a full size bus-type vehicle, a Sprinter van-type vehicle, and a chassis and cab with a customized body/box vehicle. We are recommending a chassis and cab with a customized body/box vehicle because, over the long term, it will be the most economical solution, and it will be possible to remount the body/box on a new chassis rather than purchasing an entire new vehicle in the future. We solicited bids for the Chevrolet G4500 series cab and chassis because it is the chassis on our EMS vehicles, and we have had an excellent experience with them. The process for selecting this contractor was as follows: On June 14, 2013, Lincoln County issued informal sealed bid request RFB # Cab & Chassis. The RFB requested a new, model 2012 or newer, Chevrolet G4500series cab and chassis. The RFP documents and advertisement were posted on the County s website. The RFP was also mailed to the following five vendors: o Northwestern Emergency Vehicles o Everett Chevrolet Buick GMC o Earnhardt Chevrolet o Randy Marion Chevrolet Page 1 of 5

2 o Abernethy Chevrolet Bids were due July 15, Proposals were received from the following three vendors: Modern Chevrolet Advantage Truck Center Northwestern Emergency Vehicles The bid from Advantage Truck Center was determined to be non-responsive because they submitted a 2014 NF354 Isuzu vehicle, and the RFB specifically stated we wanted a new, model 2012 or newer, Chevrolet G4500series cab and chassis. The bid from Modern Chevrolet was the lowest responsive, responsible bidder with a bid of $37, Attachments: Proposal/bid tab sheet RFP Page 2 of 5

3 Request for Bid - # TITLE: Cab & Chassis USING AGENCY: Library ISSUE DATE: June 14, 2013 PROPOSAL TYPE: INFORMAL SEALED LINCOLN COUNTY ISSUING AGENCY: LINCOLN COUNTY MANAGER S OFFICE C/O JOHN ISENHOUR, CLGPO PURCHASING OFFICE THIRD FLOOR CITIZENS CENTER 115 WEST MAIN STREET LINCOLNTON, NC Phone: Informal Sealed Bids must be received at the above address on or before July 15, 2013 at 5:00 pm INSTRUCTIONS TO BIDDERS Bids are to be delivered in a sealed envelope to the address listed above no later than 5:00 pm on July 15, Please mark the envelope with the following: Proposal Enclosed: RFB # Cab & Chassis A. GENERAL INFORMATION Purchase Item: Lincoln County Government is soliciting bids to purchase one (1) Chevrolet G4500series cab and chassis. The vehicle shall be new and of a year model 2012 or newer with the meeting the following options and requirements. Express Ambulance Package Engine: 6.6 liter diesel Duramax Transmission: 6-speed automatic Wheelbase: 159 Page 3 of 5

4 GVW rating: 14,200 lbs. Payload rating: 8,100 lb. Cold Climate Package Exterior Color: White Medium Pewter The G4500 will be equipped for Lincoln County with a specialty body designed as a bookmobile. The manufacture of the body is Northwestern Emergency Vehicle, Inc., located at 1056 NC Highway 194 North, West Jefferson, North Carolina The vehicle (cab & chassis) is to be drop shipped or delivered to Northwestern Emergency Vehicles at the above address. Payment: The Vendor shall submit the invoice a minimum of five days prior to delivery. The county upon paying for the vehicle will receive the MANUFACTURES CERTIFICATE OF ORIGIN (MCO) (TITLE). The sales agreement will be as listed: Buyer: Lincoln County, address: 115 West Main Street, Lincolnton, NC Bid Price: Total bid price shall include all spec items, deliveries fees, documentation fees and any other fees that may be associated with sale of said vehicle or vehicles with the exception of taxes. The County will be responsible for filing and paying the vehicle tax, tag and title fees. Taxes: Any applicable taxes (HUT and Sales) will be paid by the County directly to the appropriate taxing agency. Freight: FREIGHT MUST BE INCLUDED IN PROPOSAL PRICE; VEHICLE IS TO BE DROP SHIPPED OR DELIVERED TO: NORTHWESTERN EMERGENCY VEHICLE, INC. LOCATED AT 1056 NC Highway 194 North, West Jefferson, North Carolina Bid Award: The County reserves the right to reject any and all bids or proposals, to waive any technicalities associated with the bid or proposal, and to make the award that it deems in the best interest of the County. Page 4 of 5

5 LINCOLN COUNTY - BID FORM Bid#: Cab & Chassis Cost: $ Year Model: Delivery (in days): (Business Name) (Authorized Signature) (Address) ( Address) (Telephone Number) (Date) (Receipt of addendum # 1) (If applicable) The County reserves the right to reject any and all bids or proposals, to waive any technicalities associated with the bid or proposal, and to make the award that it deems in the best interest of the County. You must submit you bid on this form Page 5 of 5

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