Town of South Windsor, Connecticut. Police Department

Transcription

1 Town of South Windsor, Connecticut Police Department May 2018 Bid Documents for Automobile Lease Unmarked Police Vehicles Up to Nine (9) - Four (4) Door, Mid-Size, All Wheel Drive SUV type vehicles

2 TOWN OF SOUTH WINDSOR 1540 SULLIVAN AVENUE SOUTH WINDSOR, CONNECTICUT INVITATION TO BID Town of South Windsor 1540 Sullivan Avenue South Windsor, Connecticut Invitation to Bid Notice is hereby given that the Town of South Windsor, Connecticut shall accept sealed bids for the lease of up to (9) 2018 or newer midsize, sport utility vehicles and up to (4) 2018 or newer midsize (4) door automobiles to be used as unmarked police and administrative town fleet vehicles. Bids shall be accepted at the Office of the Chief of Police, South Windsor Police Department, 151 Sand Hill Road, South Windsor, CT until June 13, 2018 at 09:00 a.m. at which time said bids shall be opened. Bids shall be in a sealed envelope marked, Bid- Police Vehicles. Specifications and Bid Forms may be obtained from the South Windsor Police Department at 151 Sand Hill Road, South Windsor, CT. or at The Town reserves the right to accept or reject any and all bids if in the best interest of the Town. This invitation to bid is offered by the Town Manager of the Town of South Windsor, CT in accordance with Section 714 of the Charter of South Windsor. Matthew B. Galligan, Town Manager Town of South Windsor, CT 1540 Sullivan Ave. South Windsor, CT May 25, 2018 Page 2 of 9

3 INTENT OF CONTRACT The Town of South Windsor is seeking to purchase a contract for the lease of up to nine (9) - Four (4) Door, Mid-Size, 2018 model year or newer, All -Wheel Drive SUV type vehicles. This Contract is intended to describe a complete unit with all of the manufacturer s standard equipment and any options as described in the detailed specifications and seeks to achieve competitive bids for similar units from various manufacturers. These specifications describe the minimum qualifications for our needs. Units that meet or exceed these qualifications may be considered. GENERAL CONDITIONS 1. The Town of South Windsor reserves the right to reject any or all bids, if deemed in the best interest of the Town. 2. Minor variations to the specifications not affecting the equipment s ability to perform properly will not disqualify a bid from consideration. 3. All Federal and State laws and regulations must be complied with. 4. Delivery of vehicles shall take place between July 1, 2018 and July 10, Once the bid is awarded and the delivery date established, the Town reserves the right to deduct $ per day from the first month s total lease price as quoted in the Agreement, for each day beyond July 10, 2018, that any vehicle is not in our possession. Page 3 of 9

4 INSTRUCTION TO BIDDERS 1. Proposals must be submitted to the Office of the Chief of Police in sealed envelopes marked Bid - Police Vehicles on, or before, the date and time specified in the Invitation to Bid. 2. Proposals must be made on the forms provided in the Bid Documents. 3. The lowest bid will be determined by the total of the base bid plus the cost of any options selected by the Town to be included with the vehicles for lease and delivery to the Town. 4. Bids may be withdrawn at any time prior to the time designated for the opening of bids upon delivery to the Town of a duly executed written notice of such withdrawal. 5. Unless a bid is formally withdrawn, it shall be deemed open for acceptance until the Contract Agreement has been executed by both parties thereto, or until the Town manifests that it does not intend to accept the bid. Notice of acceptance of a bid shall not constitute rejection of any other bid. 6. The right is reserved to reject any one or all bids if deemed in the best interest of the Town of South Windsor. 7. The person, or persons, to whom the Contract shall be awarded must execute said contract in duplicate within five (5) days of notification of such award; and in case of failure to do so, he or they will be considered to have abandoned the contract. 8. The Town of South Windsor shall be indemnified and thus be allowed to collect for damages resulting from the failure to deliver the minimum product specified under the terms of the contract, once signed. Page 4 of 9

5 GENERAL LEASE INFORMATION 1. The bid price, once submitted, shall be guaranteed not to change for the duration of the lease agreement. 2. The lease agreement shall be for three (3) years. Each vehicle shall have a separate lease agreement, with the Town having the option of purchasing any or all of the vehicles at the end of the lease period. 3. The minimum mileage allowance for each vehicle for the duration of the lease agreement shall be 45,000 miles. 4. The person, or persons, to whom the contract is awarded, shall agree to provide local service work and a loaner vehicle of equal size and performance for any lease vehicle which is delivered for repairs and is unavailable for more than five (5) days. 5. All equipment installed in the vehicle by the Town of South Windsor, subsequent to taking delivery, remains the property of the Town at the end of the lease agreement. All equipment shall be installed in such a manner so as to minimize or limit the amount of damage or excess wear. 6. The person or persons to whom the contract is awarded shall provide passenger registration plates for all vehicles. It is preferred that such plates be non-sequential. 7. The person, or persons, to whom the contract is awarded, shall agree to allow the Town of South Windsor to insure the leased vehicles with the same coverage that is currently carried on all other town vehicles. Page 5 of 9

6 VEHICLE SPECIFICATIONS The new 2018 model year (or newer) passenger vehicles (up to nine (9) required under the following specifications are to be used as unmarked police vehicles by Investigators and Administrative personnel, and Town staff members. The vehicles shall be basic production models, not police equipped packages. These vehicles shall be of neutral basic colors such as tan, silver, grey, charcoal, dark blue, dark brown or black. All vehicles shall conform to all Federal and State safety guidelines and meet or exceed the following minimum specifications. 1. Size: Mid-size, four (4) door, all wheel drive, five (5) passenger, SUV type vehicle with a minimum wheel base of 107 inches. 2. Engine: Minimum of 1.5 liter, 4 cylinder, electronic fuel injection 3. Fuel: Gasoline 4. Antifreeze: Permanent type to minus (-) 35 degrees Fahrenheit 5. Transmission: minimum of Four (4) speed automatic 6. Electrical: 120 amp alternator, 12 volt battery, 525 Cold Cranking Amps. 7. Tires: 17 inch wheels. Spare tire included. (minimum size). 8. Gauges: Full gauge / warning light package 9. Heater/Defroster: Passenger compartment heater and defroster; electric rear window defroster 10. Mirrors: heated, electric side view mirrors, passenger and driver side 11. Windshield Wipers: Intermittent 12. Interior: Cloth seats, split bench front seat with dual armrests or bucket seats; front and rear carpeted floor mats 13. Brakes Power assisted four (4) wheel disc anti-lock brakes (ABS) 15. Sound System: AM-FM Stereo, Bluetooth connectivity. Note: MUST HAVE HANDS-FREE CELLPHONE CONNECTION CAPABILITY. Page 6 of 9

7 16. Miscellaneous: Power locks, power windows, power steering, air conditioning, tinted glass, cruise control, tilt wheel, passenger compartment trunk release. 17. Color: Vehicles may vary in exterior and interior color - These vehicles shall be of neutral, basic colors, such as silver, grey, charcoal, dark blue, tan, brown, dark brown or black, to be chosen by the Town. 18. Warranty: Full Warranty - minimum 36 months / 36,000 miles Page 7 of 9

8 This form is to be submitted as part of your bid. SPECIFIC INFORMATION The information requested on this form will assist in the evaluation of the vehicle or equipment offered for bid. The items listed follow closely the details set forth in the required specifications that are intended to be the basis for consideration. Any additional information that may be of interest or value in the determination of the adaptability of the vehicle or equipment to the requirements should be noted in detail in the space provided. It should be understood that the information submitted herein must be accurate, and no amendments or additions will be accepted after the time of bid opening. All information regarding allied equipment must show in detail the exact equipment to be furnished. This form is in addition to other supporting information requested in the specifications, which must accompany the bid at time of opening. MAKE: SIZE: FUEL: TRANSMISSION: TIRES: DEFROSTER: WINDSHIELD WIPERS: SOUND SYSTEM/Bluetooth Connection: MODEL: ENGINE: ANTIFREEZE: ELECTRICAL: GAUGES: MIRRORS: BRAKES: COLORS AVAILABLE: INTERIOR: STANDARD EQUIPMENT: MISCELLANEOUS EQUIPMENT: ADDITIONAL INFORMATION: DELIVERY DATE: WARRANTY: Page 8 of 9

9 This form is to be submitted as part of your bid. BID PROPOSAL Monthly lease price for one (1) vehicle delivered to the Town of South Windsor: $ Amount in words: Monthly lease price for two (2) vehicles delivered to the Town of South Windsor: $ Amount in words: NAME OF FIRM NAME AND TITLE OF REPRESENTATIVE ADDRESS TELEPHONE DATE REPRESENTATIVE SIGNATURE Page 9 of 9