PROPOSAL REQUEST. Sumner County Emergency Medical Services Ambulances and Ambulance Chassis

Transcription

1 PROPOSAL REQUEST Sumner County Emergency Medical Services Ambulances and Ambulance Chassis SUMNER COUNTY GOVERNMENT SUMNER COUNTY, TENNESSEE Bid # September 12, 2011

2 Introduction Sumner County Government is hereby requesting a proposal for ambulances and ambulance chassis for the Sumner County Emergency Medical Services (EMS), 411 South Water Ave., Gallatin, Tennessee General Information I. Proposal Package All sealed proposal packages must include all of the following, when applicable. Any sealed proposals shall be rejected as a non-conforming bid if any applicable item is missing. Three (3) complete copies of proposal Evidence of a valid State of Tennessee Business License and/or Sumner County Business License Evidence of compliance with the Sumner County Government s Insurance Requirements, if work is performed on Sumner County Property Signed and completed Statement of Non-Collusion (Attachment 1) Properly completed Internal Revenue Service Form W-9 Evidence of the company s safety program and, if supported, a drug testing program (Attachment 2) Drug-Free Workplace Affidavit If bid is in excess of $25,000, a certification of non-debarment must be completed (Attachment 3) Certification Regarding Debarment, Suspension, and Other Responsibility Matters Certification of Contractor (Attachment 4) II. Responses Proposal must include point-by-point responses to the RFP. Proposal must include a list of any exceptions to the requirements. Proposal must include the legal name of the vendor and must be signed by a person or persons legally authorized to bind the vendor to a contract. If applicable, proposal must include a copy of the contract(s) the vendor will submit to be signed. Any and all proposal requirements must be met prior to submission. The bidder understands and accepts the non-appropriation of funds provision of the Sumner County Government. If noted in the section proposal requirements or later requested, the contractor will be required to provide a reference list of clients that have a current contract for services with their company. III. Clarification and Interpretation of RFP The words must and shall in this Request for Proposal indicate mandatory requirements. Taking exception to any mandatory requirement shall be grounds for rejection of the proposal. There are other requirements that Sumner County Government considers important but not mandatory. It is important to respond in a concise manner to each section of this document and submit an itemized list of all exceptions. In the event that any interested vendor finds any part of the listed specifications, terms, or conditions to be discrepant, incomplete, or otherwise questionable in any respect, it shall be the responsibility of the concerned party to notify Sumner County, via at purchasing@sumnertn.org, of such matters immediately upon receipt of this Request for Proposal. All questions must be received a minimum of five days before proposal s deadline. All responses to inquiries will be posted on the Sumner County website ( ) under Bids.

3 IV. Proposal Guarantee Vendors must guarantee that all information included in their proposal will remain valid for a period of 90 days from the date of proposal opening to allow for evaluation of all proposals. V. Related Costs Sumner County Government is not responsible for any costs incurred by any vendor pursuant to the Request for Proposal. The vendor shall be responsible for all costs incurred in connection with the preparation and submission of its proposal. VI. Insurance Requirements and Liability Each bidder or respondent to the RFP who may have employees, contractors, or agents working on Sumner County properties shall provide copies of current certificates for general and professional liability insurance and for workers' compensation for a minimum of $250,000. The owner or principal of each respondent must also be insured by workers' compensation if they perform any of the services on Sumner County properties. There will be no exceptions to the insurance requirements. VII. Payment Terms Payment terms shall be specified in the bid response, including any discounts for early payment. All payments, unless agreed upon differently, will be after receipt of service or product and Sumner County s approval of conformance with specifications. The Sumner County Finance Department does not allow the practice of picking up checks in person. Due to special funding procedures, payment for the ambulance chassis will not be made until or about January 15, VIII. Deadline Sealed proposals will be accepted until September 12, 2011 before 2:00 pm. Proposals received after that time will be deemed invalid and returned unopened to the vendor. Vendors mailing proposal packages must allow sufficient time to ensure receipt of their package by the time specified. There will be no exceptions. Proposals will be opened at an unspecified time after the deadline. IX. Withdrawal or Modification of Proposal A withdrawn proposal may be resubmitted up to the time designated for the receipt of proposals provided that it fully conforms to the same general terms and requirements. X. Package The package containing the proposal must be sealed and clearly marked PROPOSAL FOR SUMNER COUNTY EMS AMBULANCES AND CHASSIS and DO NOT OPEN on the outside of the package. Responses may be hand delivered or mailed to the following address. Sumner County Finance Department 355 North Belvedere Drive, Room 302 Gallatin, TN 37066

4 XI. Right to Seek a New Proposal Sumner County reserves the right to accept or reject any and all proposals for any reason. Proposals will be awarded to the best overall respondent as determined by that which is in the best interests of Sumner County. XII. Procedures for Evaluating Proposals and Awarding Contract In comparing the responses to this RFP and making awards, Sumner County may consider such factors as quality and thoroughness of a proposal, the record of experience, the references of the respondents, and the integrity, performance, and assurances in the proposal in addition to that of the proposal price. Proposals will be examined for compliance with all requirements set forth herein. Proposals that do not comply shall be rejected without further evaluation. Proposals will be subjected to a technical analysis and evaluation. Oral presentations and written questions for further clarifications may be required of some or all vendors. XIII. Discussions Discussions may be conducted with the vendors which have submitted proposals determined to be reasonably likely of being considered for selection to assure a full understanding of and responsiveness to the RFP requirements. Every effort shall be afforded to assure fair and equal treatment with respect to the opportunity for discussion and/or revision of their respective proposals. Revisions may be permitted after the submission and prior to the award for the purpose of obtaining the best offers. XIV. Open Records After the bid is awarded, all proposals will be subject to the Tennessee Open Records Act, and the proposals will be available to the public upon written request. Summary information on bids submitted will be posted on the Sumner County website at under the Bids link. XV. Assignment Neither the vendor nor Sumner County may assign this agreement without prior written consent of the other party. XVI. Liabilities The vendor shall indemnify Sumner County Government against liability for any suits, actions, or claims of any character arising from or relating to the performance under this contract by the vendor or its subcontractors. Sumner County Government has no obligation for the payment of any judgment or the settlement of any claim made against the vendor or its subcontractors as a result of obligations under this contract. XVII. Tax Status Sumner County is tax exempt.

5 XVIII. Invoicing Invoices are to be submitted to: Sumner County EMS 411 South Water Avenue Gallatin, TN The vendor must provide an invoice(s) detailing the terms and amounts due and the dates due. All invoices shall indicate payment terms and any prepayment discounts. XIX. Contract Nullification Sumner County Government may, at any time, nullify the agreement if, in the judgment of Sumner County Government, the contractor(s) has failed to comply with the terms of the agreement. In the event of nullification, any payment due in arrears will be made to the contractor(s), but no further sums shall be owed to the contractor(s). The agreement between Sumner County and the contractor(s) is contingent upon an approved annual budget allotment and is subject, with thirty (30) days notification, to restrictions or cancellation if budget adjustments are deemed necessary by Sumner County Government. XX. Applicable Law Sumner County, Tennessee is an equal opportunity employer. Sumner County does not discriminate towards any individual or business on the basis of race, sex, color, age, religion, national origin, disability or veteran status. The successful contractor(s) agrees that they shall comply with all local, state, and federal law statutes, rules, and regulations including, but not limited to, the Rehabilitation Act of 1973 and the Americans with Disabilities Act. In the event that any claims should arise with regards to this contract for a violation of any such local, state, or federal law, statues, rules, or regulations, the provider will indemnify and hold Sumner County harmless for any damages, including court costs or attorney fees, which might be incurred. Any contract will be interpreted under the laws and statutes of the state of Tennessee. Sumner County does not enter into contracts which provide for mediation or arbitration. Any action arising from any contract made from these specifications shall be brought in the state courts in Sumner County, Tennessee or in the United States Federal District Court for the Middle District of Tennessee. Additionally, it is a violation of state statues to purchase materials, supplies, services, or any other item from a vendor that is a commissioner, official, employee, or board member that has any financial or beneficial interest in such transaction. XXI. Detailed Specifications and Bid Forms Note: Specifications Type III Ambulance. Sumner County is also requesting bids to reflect trade-in allowance specified in this section.

6 SPECIFICATIONS TYPE II AMBULANCE This includes, but not limited to the following information. Any alternative recommendations may be so noted and priced separately from the basic request. The following chassis must comply with current KKK-A-1822 or the latest ambulance construction specifications adopted by the State of TN available at the time the vehicle is constructed. It is the responsibility of bidder to confirm that the vehicle being bid meets the requirements adopted by the State of TN. Should the delivered vehicle not comply with the specifications, it will not be accepted. All bid responses shall indicate if there is a provision to renew the initial bid, for up to three years at the current price, excluding increases due to actual chassis invoice changes. Any and all references to any name brand product are for example purposes only, and may be substituted with a like product that is an equal to or better than quality. Quantity bid should be for one (1) or two (2) units. Bid Price one (1) new unit: $ Bid Price two (2) new units: $ Company Name Complete Physical Address City State Zip Representative: Signature Date Printed Telephone Number Fax Number If Remittance address is Different Indicate Here:

7 1. CHASSIS 1 van chassis with ambulance builders prep (NO CARPET- REMOVE AND REPLACE WITH VINYL) 9400-pound GVWR 138 wheelbase Turbo diesel V8 engine Automatic transmission Power Steering, tilt wheel, and cruise control Power brakes with 4 wheel anti-lock disk braking system Parking brake, cable actuated variable ratio Heavy-duty factory air conditioning Extra engine cooling package Tinted glass, fixed, side and rear entrance doors Comfort ride suspension Seat belts, both lap and shoulder for driver and passenger Factory high back bucket seats Chrome front bumper with rubber coated bumper guards Exterior mirrors manual swing out telescopic trailer tow mirrors with built in convex mirrors. Alternator, dual OEM 130 amp Dual heavy-duty batteries 650 CCA, 78 amp hr. mounted under the chassis on the frame rails Gauges: voltmeter (showing total voltage), ammeter 300 AMP shunt, temperature, oil pressure, and fuel Single factory installed fuel tank with 35-gallon capacity Front axle 4600-pound capacity Rear axle 6340-pound capacity Rear axle ratio 4.10:1-limited slip Heavy-duty front springs with stabilizer bar Heavy-duty rear leaf springs Heavy-duty shock, front and rear Air bags driver and passenger A-Pillar interior grab handle driver and passenger AM/FM radio with digital clock and single CD player OEM idle control full function Intermittent windshield wipers LT245/75RX16E tubeless, BSW all season tires Factory electric horns Exterior sound package Inside hood release Dash mounted 12-volt power point Spare tire, wheel, and tire changing tools Black plastic step well inserts Remote Keyless Entry CHASSIS OPTIONS: Steel wheels with chrome wheel covers. Running boards 2. DRIVER COMPARTMENT: A. Padded entry door panels

8 B. Padded head knockers over entry doors. C. Lockable partition door with see thru window D. Fold down access to overhead electrical panel. 3. ROOF CONSTRUCTION: A. Fiberglass roof structure attached every 4 to chassis and sealed. B. Gel-coat to match chassis color. C. 4 x 5 ground plane laminated into fiberglass to insure proper radio reception and transmission. D. Fiberglass roof supported by full roll cage consisting of steel tubing running vertically and flat stock running horizontally E. All vertical supports welded to chassis framing structure. F. Certified to static school bus load test standard #001. G. Minimum of 66 interior headroom. H. Head liner constructed of white gel coated fiberglass with padded cover over center wire race. 4. WALL CONSTRUCTION A. Crash rails welded to each side of chassis interior wall used to secure squad bench and cabinets 5. FLOOR CONSTRUCTION 6. DOORS A. One piece, seven ply exterior grade, plywood floor B. Flooring extends full length and width of patient compartment. C. Commercial Lonseal brand gray Loncoin floor covering. D. Flooring to extend up side wall 3. A Double side doors on curbside with 250 square inches of safety glass per door B. Curbside and rear doors provide unobstructed access to and from patient compartment. C. Double rear doors with 250 square inched of safety glass per door D. Lower half of patient compartment doors are covered with heavy duty, marine, woven vinyl padded door panels burgundy in color E. All latches, hinges, and hardware shall comply with FMVSS REAR BUMPER STEP/TRIM: A. Center section to be aluminum open grate B. Capable of supporting 500 lb. Test weight without flexing 8. AMBULANCE LETTERING AND PAINT: A. Federal DOT Ambulance decal package B. 10 Belt line stripe C. Sumner County lettering and unit number 9. SCENE LIGHTS: A. Four scene lights, two per side. Whelen led opti-scene

9 B. Two load lights over rear doors Whelen led opti-scene C. One hand held 200,000 candle power spotlight hardwired into system. D. Load lights to automatically activate when rear or side entry doors are opened. E. Entire system to conform to current Federal KKK specifications 10. EXTERIOR WARNING LIGHTS: A. Eight (8) red LED lights-two front, two rears, and two each side of fiberglass roof all to be Whelen 700 series (or equivalent) led B. One forward facing clear lens LED light centered on front of fiberglass roof Whelen 700 series led C. One amber lens LED light on rear of module centered above doors on fiberglass roof Whelen 700 series led D. Two red LED grill mounted warning lights Whelen 700 series led E. Two red LED fender mounted intersection warning lights Whelen 700 series led F. All warning lights to be Whelen G. Primary/secondary function H. Entire emergency lighting system to conform to current Federal KKK specifications. 11. AUDIBLE WARNING EQUIPMENT (SIREN): A. 200 watt electronic siren, Southern VP SS-700, or equal, with full function, including PA, air horn, manual, wail, yelp, phaser, and horn override. B. Two cpi 100 watt speaker / grill light combo s mounted on the top of each side of the bumper. C. Horn/siren switch on control panel for siren control through horn ring. D. Entire system to conform to current Federal KKK specifications. 12. ELECTRICAL POWER SYSTEM: A. Batteries to have OEM protective heat shields. B. Dual factory alternators. C. Wiring looms to be high temperature Packard electric split type. D. GXL wiring with function code printed every 6. E. All wiring harnesses utilizing machine crimped amp style connectors. F. Power Control Panel (PCP) located in cab overhead. G. Power Control Panel to be easily accessible for service. H. All load bearing wiring minimum 12 awg. I. Wiring installation to be automotive harness design (minimum 3). J. Entire system to conform to current Federal KKK specifications. K. Automatic reset circuit breakers. L. Inverter pre-wiring with switch, cables, and transfer switch. M. Mount hi idle under driver s seat and set to automatic mode. 13. PATIENT COMPARTMENT ELECTRICAL: A. Seven (7)Whelen led interior lights, five in normal position on switch, one over attendant s seat, and one over side door on same switch B. Two 110 volt A.C. duplex wall outlets GFI protected with energized indicator light and wired to exterior shoreline. One shall be located in the action area and one in ALS compartment. C. Full length, padded wiring harness access panel.

10 D. Pre-wired with two medical radio antenna coax cables. E. Two 12 volt D.C. outlets on action wall. F. Swivel light over passenger seat in cab 14. DRIVER S CONSOLE A. Overhead gel-coated white fiberglass console with full width drop down access panel. B. All switches back lighted and permanently labeled. C. Lighted paddle type master switch. D. Warning light and scene light control switches. E. Horn/siren switch. F. Door ajar indicator. G. OEM electronic auto throttle H. Back-up alarm disable with momentary type switch that resets when reverse is disengaged I. Silent three light intercom, with buzzer. J. Patient compartment dome lights. K. Dash console for all switching L. Floor console for siren and radio mounting M. Two (2) cup holders 15. ACTION WALL A. Technician switch panel on hinged access door. B. Dome light intensity control switches. C. Electric suction motor switch. D. Power exhaust vent switch. E. Silent intercom. F. Dual recessed oxygen outlets. G. Single recessed suction outlet. H. Open work area with suction collection jar. I. EMT light with switch. 16. ENVIRONMENTAL EQUIPMENT A. High capacity heavy duty three-speed combination heater/air conditioner system conforming to current Federal KKK specifications, Hoseline or equal. B. Two vacuum-controlled automatic shut off valves for rear heater hoses C. Body sides, roof, and doors to be insulate with R-11 fiberglass batting. D. Electric power exhaust vent in patient compartment with switch at action wall panel 17. PATIENT COMPARTMENT MEDICAL: A. Dual medical oxygen outlets recessed into action wall. B. Single Ohio medical oxygen outlet recessed in wall over squad bench. C. Rico RS-4X suction system with 12-volt electric pump vented to exterior. D. Two IV hooks with restraining straps. E. Stryker Rugged cot model 6082 with iv pole and mounting hardware F. Stream light box SL 40 mounted in patient compartment and one stream light SL20 mounted in cab

11 18. SAFETY FEATURES: A. Padded vinyl door trim panels and head knockers. B. All vinyl to be heavy duty type with minimum thickness of.046. C. All seat cushions on squad bench and attendant seat are a minimum of 3 thick. D. Overhead grab rail 80 of single piece construction. E. Entry door grab handles F. Seat belts bolted to chassis structure. G. Two No Smoking signs. H. Two Fasten Seat Belts signs. I. Certified o2 cylinder retention device. J. safety triangle kit and K. two (2) 5lb fire extinguishers L. One Stream light Lite Box SL40 mounted in patient compartment. One Stream Light SL20 mounted in cab. M. spare tire and changing equipment. 19. TECHNICIAN SEAT: A. Padded vinyl seat and backrest shall be provided on a storage box. B. Retractable seat belt bolted to chassis structure. C. Under seat storage compartment containing, G.F.I., inverter pre-wire, and transfer switch. 20. SQUAD BENCH: A. Split bench lid with dual hold open devices. B. Padded full length back rest. C. Three sets of retractable seat belts. D. Stretcher post and wheel cups in squad bench lids. E. Under bench storage.21. PATIENT COMPARTMENT CABINETS: A. Street side wall cabinets, squad bench, and front wall cabinets to conform to attached drawings. B. Cabinetry constructed of ¾ seven ply plywood covered with 1/16 plastic laminate. C. Shelving to be adjustable. D. All Plexiglas to be 3/16 installed in extruded aluminum frames with replaceable track section. E. Sliding window between cab and patient compartment. F. ¾ x 1/4 groove and dadoes construction for strength and durability. G. All interior cabinets lined with white Formica. H. All exposed corners and edges broken with ½ radius or chamfer or covered with highly polished trim. 22. SAFETY FEATURES: A. Padded vinyl door trim panels and head knockers B. All vinyl to be heavy duty woven marine type blue in color. Squad bench cushions to be 3 high C. safety triangle kit D. 2 5lb fire extinguishers E. jack and spare tire 25. SPECIAL FEATURES:

12 A. Under module undercoating per current Federal KKK-1822 specifications. B. Headroom shall be a 66 interior minimum. C. Markings and data plates conforming to current Federal KKK specifications. D. Locking drug box. E. Three light/buzzer intercom system. F. Patient compartment sound level conforming to current Federal KKK specifications. 26. EXCEPTIONS TO SPECIFICATIONS: ANY AND ALL EXCEPTION TO THESE SPECIFICATIONS, AS WRITTEN OR DRAWN, SHALL BE NOTED AND REFERENCED BY PAGE, PARAGRAPH NUMBER, AND DESCRIBED IN DETAIL. FAILURE TO COMPLY WILL RESULT IN A NON-RESPONSIVE BID. Additional questions pertaining to the specifications in this request may be directed to Dale Allen at dallen@sumner-ems.org.

13 SPECIFICATIONS TYPE III AMBULANCE This includes, but is not limited to, the following information. The following ambulance and chassis must comply with current KKK-A-1822 or the latest ambulance construction specifications adopted by the State of TN available at the time the vehicle is constructed. It is the responsibility of bidder to confirm that the vehicle being bid meets the requirements adopted by the State of TN. Should the delivered vehicle not comply with the specifications, it will not be accepted. All bid responses shall indicate if there is a provision to renew the initial bid, for up to three years at the current price, excluding increases due to actual chassis invoice changes. Any and all references to any name brand product are for example purposes only, and may be substituted with a like product that is an equal to or better than quality. Proposed trade-in ambulances: Year Make/Model Mileage VIN Bid 2000 Ford/E ,067 1FDSE35F7YHA34213 $ 2003 Ford/E ,171 1FDSE35FX3HB57285 $ 2006 Ford/E ,149 1FDSE35P16DA80942 $ Trade-in units are currently operable. Viewing/inspection of these units is by appointment only by calling Keith Douglas at ext 118. Maintenance records available upon request to kdouglas@sumnerems.org New Ambulances: Quantity bid should be for two (2) or three (3) units. Bid Price two (2) new units: $ Bid Price three (3) new units: $ Total Trade Allowance (3 used ambulances): $ Sumner County reserves the right to reject the total trade allowance and choose only to purchase the new ambulances without trade-ins. In such case, the Bid Price X number of units will be the accepted bid. Company Name Complete Physical Address City State Zip Representative: Signature Printed Date Telephone Number Fax Number - 1 -

14 MINIMUM SPECIFICATION FOR TYPE III- AD, CLASS 1, CONFIGURATION A AMBULANCE 150 X 96 (68 INTERIOR) A. GENERAL STATEMENT AND CONSTRUCTION 1. Background - Sumner County is located in Gallatin, Tennessee and has a population of 145,000. Sumner County Emergency Medical Services provides advanced life support emergency medical services, and transport for the entire county. The Department currently operates 26 EMS units. We currently have an authorized strength of 108 paramedics, and support staff. In 2010 the Department responded to approximately 19,500 incidents, transported 15,900 patients and logged over 564,000 miles on a fleet of 26 vehicles. 2. Intent - It is the intent of this specification to describe a Type III-AD, Class 1, Floor Plan A, ALS ambulance to be built in accordance with the Federal Ambulance Specification KKK-A-1822E or the latest edition available at the time the vehicle is constructed, unless otherwise stated in the following specifications. The modular body is intended to be 150 long X 96 wide X 68 interior height. Sumner County is concerned with vehicles that provide ease of operation with as high as possible departure angles and fit in existing stations. The body should be mounted on a new, never titled or current year production model. The unit shall be two-wheel drive per the attached specification guideline. The specified chassis selection is based on the OEM providing an engineered, and application specific ambulance preparation package. All bidders shall be bidding their top-of-the-line quality production units. 3. Design - Sumner County is very concerned about purchasing vehicles that are safe, easy to use, dependable, requires a minimum of maintenance, provides top performance, and a long life cycle. When designing this vehicle, bidders shall pay particular attention to these requirements. The design of the equipment shall be in accordance with the best engineering practices. The equipment design and accessory installation shall permit accessibility for use, maintenance and service. All components and assemblies shall be free of hazardous protrusions, sharp edges, cracks or other elements that may cause injury to personnel or equipment. All oil, hydraulic and air tubing lines, and electrical wiring shall be located in protective positions properly attached to the frame or body structure and shall have protected loom or grommets at each point where they pass through structural members, except where a through frame connector is necessary. Parts and components should be located or positioned for rapid and simple inspection and recognition of excessive wear or potential failure. Whenever functional layout of operating components determines that physical or visual interference between items cannot be avoided, the item predicted to require the most maintenance should be located for the best accessibility. Cover plates, which must be removed for component adjustment or part removal, should be equipped with quick disconnect fasteners or hinged panels. Drains, filler plugs, grease fittings, hydraulic lines, bleeders and check points for all components should be located so that they are readily accessible and do not require special tools for proper servicing. When practical, drain lines shall be hard plumbed to the underside of the vehicle. Design practices should minimize the number of tools and amount of time required for maintenance. All components shall be designed, mounted and protected so that heavy rain or other adverse weather conditions will not interfere with normal service and operation. 4. Letter of Certification - Anyone responding to this bid invitation shall include a Letter of Certification with the bid. The Letter of Certification shall be written by a bonded independent testing laboratory nationally recognized within the ambulance industry. Certification provided shall match the chassis model & specifications of model requested for bid. Certification by employees of the ambulance manufacturer or by the manufacturer is not acceptable. The laboratory shall certify that the ambulance required by the bid specification has been examined and - 2 -

15 tested for compliance to the KKK-A-1822E specification. Certifications should be for ambulances built on the specified chassis. Body dimensions for the certification should be comparable to the size identified in this specification. Bids not providing certificate/letter with bid will not be considered. (No Exceptions) 5. Engineering - Anyone responding to this bid shall have at least one on-site engineer that has been employed in that position for a minimum of 3 years by the same manufacturer, or has a degree in engineering along with certification. These persons should be devoted to the design process of the vehicle and not utilized as production employees. Copies of the individual s certification papers will be made available upon request. 6. Vehicle, Ambulance Components, Equipment, and Accessories - The emergency medical care vehicles; including chassis, ambulance body, equipment, devices, medical accessories, and electronic equipment; shall be standard commercial products, tested and certified to meet or exceed the requirements of this specification. The ambulance shall comply with all Federal Motor Vehicle Safety standards (FMVSS) and federal and state regulations applicable or specified for the year of manufacture. The chassis, components, and optional items shall be as represented in the chassis manufacturer's current technical data. The ambulance body, equipment, and accessories shall be as represented in their respective manufacturer s current technical data. Data shall be limited to specifications and technical materials identical to that furnished to engineering/technical offices of the procuring activity and the supplier s (contractor s) offices prior to acceptance of the ambulance. The supplier shall provide total standardization and interchangeability between similar vehicles, equipment, items, and accessories specified for all ambulance units under each contract. Materials used shall be new and of a quality equal to or exceeding that of current engineering and manufacturing practices. Materials shall be free of defects and suitable for the service intended. No used or rebuilt materials shall be considered. 7. Recovered Materials All equipment, material, and articles required under this specification are to be new or fabricated from new materials produced from recovered materials. The term recovered materials means materials, which have been collected or recovered from solid waste and reprocessed to become a source of raw materials, as opposed to virgin raw materials. None of the above shall be interpreted to mean that the use of used or rebuilt products is allowed under this document. 8. Information and Descriptive Literature - Bidder must furnish all information requested in the space provided on the bid form. In addition, bidder should supply at least three (2) complete sets of drawings, descriptive literature and complete construction type specifications describing the products offered. Construction specifications shall include specific metal thickness and dimensions on structural members used in body fabrication. Each bidder shall also provide information as to the projected weight per axle, total weight, and payload capacity of the completed vehicles as delivered. Several methods may be utilized to calculate this weight. The only accepted method is as defined in the Federal Ambulance Specification KKK (payload allowance) The only available payload accepted by Sumner County will be considering the equipment and items listed in this specification, and built into this unit as a part of the production process ONLY. Any exclusion for optional equipment listed in KKK will not be allowed in calculating the 1,750 pound minimum payload for this vehicle. Only the vehicle with specified equipment and features within this specification shall be utilized in the calculation. Sumner County will only accept the curb weight of the completed vehicle as built according to this specification, subtracted from the total available weight carrying capacity of the vehicle, which will provide the total available payload. Provide the values listed below for the chassis, module and equipment as specified in this bid: Front Axle Rear Axle Total Payload 9. Single Source Supplier - To avoid divided responsibility, it is required that the body builder assume responsibility as the prime contractor. The prime contractor shall insure that all components used are compatible and suitable for the intended service

16 10. Bidder's Response - All bidders should insert a check mark ( ) at the COMPLY: YES NO space at the numbered specification paragraphs. If the bidder is not going to furnish the item EXACTLY as is described in this specification, he must indicate a NO ( ) even though he may feel he is bidding an item that equals or exceeds the requirements of this specification. For each "EXCEPTION" taken, the bidder must include a detailed technical description of what he will furnish as well as a full explanation of why his "EXCEPTION" equals or exceeds the item in the specifications. All "EXCEPTIONS" shall be listed by specification item number and noted on a separate sheet. All exceptions shall be clarified to provide Sumner County with the proposed alternative and expected outcome of each exception. All Exceptions will be detailed in explanation to clearly indicate what the bidder is offering. 11. Bidder's Responsibility - Each bidder is required before submitting its bid to be thoroughly familiar with the specifications contained herein. No additional allowances will be made because of lack of knowledge of these conditions. It is the responsibility of the bidder to ascertain if any part of these specifications is unsafe or does not meet the requirements of any federal law, state law, or federal specification KKK-A-1822E. If the bidder feels there are any elements of the specification which are unsafe or do not comply with state or federal law or the requirements of KKK-A-1822E, it should be explained thoroughly in the bid response. The successful bidder shall agree to provide all parts for warranty repairs to these vehicles locally or by overnight express delivery. The intent of this requirement is to assure that all necessary parts are available without delay and prevent vehicle down time. 12. Testing and Evaluation - Sumner County reserves the right to test and/or evaluate equipment for quality and compliance with the specification. Upon request, a demonstration ambulance shall be made available for examination and evaluation. If a demonstration ambulance is not made available for examination, within 10 calendar days of request, or if the demonstration ambulance fails to meet the basic requirements of this specification (paint colors and equipment variations being excepted), the bid is subject to rejection. 13. References - The bidder should furnish as references a minimum of ten (10) current owners of this type of ambulance. Reference list should include the department name, address, phone number, current department contact, and date of delivery. Bids will be accepted only from manufacturers who have a proven history of the capability to manufacturer this type of ambulance. Bids will be accepted only from manufacturers under the same ownership that have been actively and continuously engaged in manufacture of this type of ambulance for not less than ten (10) years and built at least 1000 ambulances. It is not the intent of these specifications to call for an experimental vehicle, nor is it the intent of this department to accept such a vehicle. (No Prototypes Will Be Considered.) Provide a notorized statement to this effect with the bid. 14. Questionnaire - A questionnaire has been provided that details manufacturer s capabilities, specific components, and materials that will be used in the vehicle. Bidders should furnish all information requested in the space provided. 15. Part Numbers - The successful contractor shall supply the original manufacturer part cross - over numbers for parts that are not manufactured by the equipment manufacturer at the time of acceptance. A complete apparatus parts list or materials build list shall be provided. 16. Preventive Maintenance - The successful contractor shall furnish a copy of the manufacturer's preventive maintenance schedule at the time of delivery. 17. Labels and Nameplates - All nameplates and instruction plates shall be metal or plastic with the information engraved, stamped or etched thereon. If metal, they shall be of a non-corrosive material. Plastic plates shall not be used in exposed positions where they are subject to weathering. Nameplates shall show make, model, serial numbers, and other such data necessary to positively identify the item. All plates shall be mounted in a conspicuous place with stainless steel screws, bolts or rivets

17 18. Insurance - The successful bidder should provide with their bid proof of product liability and general liability insurance in the minimum amount of $11,000, with this bid document. Sumner County should be shown as an additional insured on all certificates provided prior to award. The Insurance Company must have an A.M. Best Rating of A-6 or higher, and authorized to do business in Tennessee. 19. Late Delivery Penalty - Sumner County requires delivery to be made by the date shown on bidder's proposal. Failure to do so may result in a penalty of 1% of the unit price per day for up to ten (10) days being deducted from payment by Sumner County. No compensation will be given for early delivery. B. REFERENCES PROVIDE TEN (10) CURRENT OWNERS OF THIS DESIGN OF AMBULANCE 1 2 Name Name Address Phone Contact Name Vehicle In Service Date Address Phone Contact Name Vehicle In Service Date 3 4 Name Name Address Phone Contact Name Vehicle In Service Date Address Phone Contact Name Vehicle In Service Date 5 6 Name Name Address Phone Contact Name Vehicle In Service Date Address Phone Contact Name Vehicle In Service Date - 5 -

18 7 8 Name Name Address Phone Contact Name Vehicle In Service Date Address Phone Contact Name Vehicle In Service Date 9 10 Name Name Address Phone Contact Name Vehicle In Service Date Address Phone Contact Name Vehicle In Service Date C. QUALIFIED VEHICLE MODIFIER As additional evidence of the bidder s ability to meet an Original Equipment Manufacturer s minimum manufacturing qualifications; the manufacturer should be approved by as a "QVM" (Qualified Vehicle Modifier). A copy of their certificate should be included with the bid. D. TRANSFER OF CONTRACT AND LOCATION OF MANUFACTURER To assure ambulance quality and prompt response by the manufacturer on warranty claims and repair requests, the successful bidder may not assign, sell, or otherwise transfer any portion of this contract without written permission from Sumner County. Bidder shall state the Company name and exact location where all manufacturing will be performed. E. State of Tennessee Motor Vehicle Manufacturing License Bidder to furnish certificate (NO Exceptions) - 6 -

19 F. PRE - CONSTRUCTION CONFERENCE A pre-construction conference shall be held with the successful manufacturer. The pre-conference will allow Sumner County s representatives and the successful manufacturer s representatives to discuss this specification and the proposal document in detail for the purpose of the manufacturer developing an in house shop order for fabrication of this apparatus. It is intended that the pre-construction conference will be held at the manufacturer s facility, However; Sumner County reserves the right to conduct the pre-construction conference at the Sumner County s facility if the EMS representatives deem it necessary. Those in attendance at the conference shall include the sales representative, the manufacturers project manager, and additional engineering staff as may be required. The time spent on the conference shall be of a duration that will allow for complete review of these specifications and understanding of the construction requirements. The manufacturer shall be responsible for all costs incurred for their representatives to attend this conference. Sumner County will review documentation supplied by the manufacturer prior to and during construction, however; this specification, the manufacturer s proposal, and any clarification documents will be used during final inspections for each apparatus and shall prevail as the official requirement for apparatus construction and performance. Sumner County will approve manufacturers in house shop orders that may be necessary for apparatus fabrication. The manufacturer shall provide detailed and scaled engineering drawings of the apparatus to include all major features for approval by Sumner County prior to construction. All transportation costs (airfare, meals & board) shall be included in the bidder s price for up to 6 Sumner County representative / visits. G. PROJECT SCHEDULING AND COMPLETION It is critical that this project be started as soon as possible following award to the successful bidder. Sumner County needs to place the vehicle in service at the earliest possible date. It is expected that the vehicle be manufactured and delivered within 120 calendar days of the issuing of the Purchase Order from Sumner County. State Number of Days until the units will be delivered from receipt of Purchase Order: The successful bidder will be required to provide proof of chassis purchase including sales order and chassis option codes within one (1) week of the bid award. Documentation will be returned to Sumner County. Sumner County expects that all vehicles will be ready for shipment at the same time and it is expected that all will be delivered at the same time. H. VEHICLE INSPECTIONS Sumner County shall have the right to inspect the ambulance at all times during its construction and has approval or disapproval of engineering, design, and workmanship shall be binding upon the contractor. In addition, the Director of Sumner County Emergency Medical Services shall have the right to personally or designate any representative to inspect the equipment. It is intended that Sumner County will conduct a mid-term inspection of the ambulances. It is also intended that a pre-delivery inspection be conducted when any vehicle has completed all construction and quality control inspections and is ready for delivery. Sumner County will inspect all vehicles, individually, prior to leaving the manufacturing facility. The cost for up to 6 representatives per trip shall be included in the bid price. (No exceptions) During various stages of manufacturing, it is expected that the manufacturer provide Sumner County with VHS format video tapes and/or digital photos, weekly, to demonstrate the progress of construction. This type of communication may also be required should it become necessary to make clarifications during the construction process. A video tape or digital pictures of the entire completed vehicle is to be provided to Sumner County prior to traveling to the manufacturer s facility for the pre-delivery inspection. Final inspection of the vehicles will be a complete visual inspection of the unit in accordance with this specification. The vehicle shall be complete with all of the manufacturers inspections completed upon arrival of Sumner County - 7 -

20 Representatives. All loose equipment, manuals and schematics will be required as present with the vehicle prior to the initiation of the inspection. I. DELIVERY REQUIREMENTS Delivery of the completed vehicles is to be to Sumner County EMS, Gallatin, Tennessee, and is to be over the road drive away by the manufacturer or pick up by SUMNER COUNTY personnel. The manufacturer s electrical engineer is to assist during acceptance testing and shall provide a minimum of one (1) full day of training for maintenance personnel on preventive maintenance procedures, providing detailed explanation of vehicle electrical system, and wiring schematics. Prior to delivery, the manufacturer or dealer shall service and adjust each vehicle for operational use to include as a minimum the following. Documentation to confirm pre-delivery inspection shall be provided prior to acceptance. 1. Focusing of lights. 2. Tuning of engine. 3. Adjustment of accessories. 4. Checking of electrical, braking, and suspension system. 5. Charging of battery. 6. Proper alignment of front and rear axles. 7. Inflation of tires to recommended pressures. 8. Balancing of all wheels and tire truing, including spares, if needed. 9. Complete lubrication of engine, transmission, chassis and operating mechanisms. 10. Servicing of cooling system with engine manufacturers Extended Life Coolant for minus -30 degrees Fahrenheit protection. Ambulances shall be delivered in a ready to place in service condition with Sumner County needing to only load and mount the loose equipment. J. ACCEPTANCE, TESTING AND INSPECTION Sumner County reserves the right to test equipment as deemed necessary to verify quality, performance and compliance with the specifications. All performance testing shall be successfully completed without the vehicle demonstrating any signs of overheating, vibrations, or other abnormal conditions. Documents to be delivered prior to acceptance: 1. Exact as built wiring diagram for the body 12 volt DC system, two (2) sets per vehicle in 11 x 17 formats and three (3) total sets in large blue print size formats. The orientation of the drawings shall match the layout of the components and assemblies as mounted in the vehicle to provide ease of trouble-shooting and tracing wiring. 2. Chassis warranty documents and owners manuals 3. Body structural, general, and paint warranty statements 4. Cross - over part number listing 5. Ambulance owner / operators manuals, two (2) sets per vehicle 6. Technical shop type service manuals for mechanics, two (2) sets total for this specification. 7. Documentation of front and rear axle alignment 8. Completed vehicle weight distribution statement 9. Electrical load analysis report 10. Quality control inspection report 11. Any other specified manuals or documentation required in this specification K. WARRANTY REQUIREMENTS - 8 -

21 1. The chassis basic vehicle warranty shall be included. All warranties shall be covered at 100% parts and labor. Copy of warranty should be submitted with bid. 2. The diesel engine and engine operating computers (ECM) shall be warranted for a minimum of five (5) years, 100,000 miles. All warranties shall be covered at 100% parts and labor. The coverage shall be provided through either standard or included optional warranty programs. A copy of warranty should be submitted with bid. 3. The Transmission should be warranted for five (5) years. All warranties should not be pro-rated and will be calculated at 100%. Copy of warranty should be submitted with bid. 4. The Chassis electrical system should be covered as a part of the basic vehicle warranty. The specific warranty including parts should be included with this bid. 5. Where a chassis or body component manufacturer provides an independent warranty which exceed the standard chassis or body warranty period, the provision of this warranty shall not be allowed to diminish the normal longer warranty period that may be provided by any component manufacturer. Copy of warranty should be submitted with bid. 6. The successful bidder shall warranty the structural integrity of the modular body for a minimum of fifteen 15 years from the date the vehicle is placed into front line service in Sumner County. Warranty shall be renewed and extended if unit is remounted by the original manufacturer, A notarized statement to this effect shall be included with the bid. All warranties should not be pro-rated and will be calculated at 100%. Copy of warranty should be submitted with bid. 7. The vehicle exterior paint finish to include decals and stripping shall be warranted against blistering, peeling, bubbling, lack of adhesion, corrosion, rust, or any other manufacturing or material defects for a period of seven (7) years, unlimited mileage. All warranties should not be pro-rated and will be calculated at 100%. The coverage shall be 100% for materials and labor during this specified warranty period. Copy of warranty should be submitted with bid. 8. The warranty period for the ambulance manufacturer s workmanship and materials including all electrical components and wiring shall be for not less than two (2) years, unlimited mileage and unlimited engine operating hours. It is understood that light bulbs will be excluded from this warranty. Copy of warranty should be submitted with bid. 9. The manufacturer s representative shall address all requests for warranty repairs within forty-eight (48) hours of notification by Sumner County. Copies of warranties should be submitted with bid. 10. Manufacturer shall provide factory repairs for major structural damage caused if the vehicle is in an accident. Under no circumstance shall the manufacture use a sub-contractor or repair center for repairs. 11. The body manufacturer shall ship any parts that may be required to complete repairs to keep vehicle down time to a minimum

22 12. All warranties shall begin at the time the vehicle is placed in front line service by Sumner County. Copies of warranties should be submitted with bid. 13. The provisions of this warranty shall serve as an attachment to the Original Equipment Manufacturer s warranty. 14. Additional warranty or logistical services that the bidder might provide above and beyond the requirements of this specification may be listed below. 15. Signature of company official authorized to issue and certify the above listed warranty requirements. Authorized Dealer signature is not acceptable. Signature Date Print Name Title