COUNTY OF ALAMEDA/ZONE 7 WATER AGENCY

REQUEST FOR QUOTATION No. Z7-09-1002

SPECIFICATIONS, TERMS & CONDITIONS

for

STEP VAN for Electrician/Instrument Technician Use

NETWORKING/BIDDERS CONFERENCES

At

10:00 a.m.
on
August 3, 2009
At
Zone 7 Water Agency
100 North Canyons Parkway
Livermore, CA 94551

For complete information regarding this project see RFQ posted at or contact the person listed below. Thank you for your interest!

Contact Person:Karen Bartels, Buyer II

Phone Number: 925.454.5039

E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

August 10, 2009

at

Zone 7 Water Agency

100 North Canyons Parkway

Livermore, CA 94551

COUNTY OF ALAMEDA/ZONE 7 WATER AGENCY

REQUEST FOR QUOTATION No. Z7-09-1002

SPECIFICATIONS, TERMS & CONDITIONS

For

STEP VANfor Electrician/Instrument Technician Use

TABLE OF CONTENTS

Page 1 of 2

Page

I.ACRONYM AND TERM GLOSSARY...... 4

II.STATEMENT OF WORK

  1. Intent 5
  2. Scope 5
  3. Vendor Qualifications...... 6
  4. Specific Requirements...... 6
  5. Requirements List...... 7
  6. Reports and Deliverables...... 11
  7. Debarment and Suspension...... 11
  8. General Environmental Requirements...... 11

III.INSTRUCTIONS TO BIDDERS

  1. Agency Contacts...... 13
  2. Calendar of Events...... 13
  3. Networking/Bidders Conference...... 14
  4. Submittal of Bids...... 15
  5. Response Format...... 16
  6. Notice of Award...... 17
  7. Bid Protest / Appeals Process...... 17

IV.TERMS AND CONDITIONS

  1. Term / Termination / Renewal...... 18
  2. Brand Names and Approved Equivalents...... 20
  3. Quantities...... 20
  4. Pricing...... 20
  5. Award 21
  6. Method of Ordering...... 22
  7. Invoicing...... 22
  8. Bonds – “Intentionally Omitted”...... 23
  9. County Provisions...... 23
  10. Online Contract Compliance Management System...... 26
  11. Compliance Information and Records...... 27
  12. Account Manager/Support Staff...... 27
  13. General Requirements...... 28

COUNTY OF ALAMEDA/ZONE 7 WATER AGENCY

REQUEST FOR QUOTATION No. Z7-09-1002

SPECIFICATIONS, TERMS & CONDITIONS

For

STEP VAN for Electrician/Instrument Technician Use

TABLE OF CONTENTS

Page 2 of 2

ATTACHMENTS

Exhibit A – Acknowledgement

Exhibit B – Bid Form

Exhibit C – Insurance Requirements

Exhibit D1 – Current References“Intentionally Omitted”

Exhibit D2 – Former References“Intentionally Omitted”

Exhibit E – SLEB Certification Application Package

Exhibit F – Small and Local Business Subcontracting Information

Exhibit G – Request for Small and Local or Emerging Preference

Exhibit H – First Source Agreement

Exhibit I – Exceptions, Clarifications, Amendments

Exhibit J – Standard Agreement Contract Draft

Exhibit K – Environmental Certification

Exhibit L – RFQ Vendor Bid List

Exhibit M – Response/Content Submittal; Completeness Check List

Exhibit N – Debarment and Suspension Certification

Specifications, Terms & Conditions

for Step Van for Electrician/Instrument Technician Use

I.ACRONYM AND TERM GLOSSARY

Unless otherwise noted, the terms below may be upper or lower case. Acronyms will always be uppercase.

Bid / Shall mean the bidders’/contractors’ response to this Request
Bidder / Shall mean the specific person or entity responding to this RFQ
Board / Shall refer to the County of Alameda Board of Supervisors
Contractor / When capitalized, shall refer to selected bidder that is awarded a contract
CRTG / Cartridge
County / When capitalized, shall refer to the County of Alameda
Environmentally Preferable Products / Products manufactured in a manner such that the impact on the environment is minimized throughout the entire lifecycle of the product by implementing sustainable practices during material sourcing, manufacturing, transportation, and by providing products that can be used and disposed of in an environmentally sound manner
EPA / United States Environmental Protection Agency
FCR / Federal Code of Regulations (automotive)
Federal / Refers to United States Federal Government, its departments and/or agencies
F.O.B / Shall mean without charge for delivery to destination and placing on board a carrier at a specified point (Free On Board)
FR / Fire Resistant
ISO / International Organization for Standardization
Labor Code / Refers to California Labor Code
LED / Light Emitting Diode
LH / Left Hand
LTWT / Light Weight
MSDS / Refers to Material Safety Data Sheets
OSHA / Refers to California Occupational Safety and Health Administrations
OZ / Ounce(s)
PBTs / Persistent, Bioaccumulative Toxins including compounds such as dioxins, polychlorinated biphenyls, and mercury as defined by the United States Environmental Protection Agency and listed on the EPA’s website at
PO / Shall refer to Purchase Order(s)
PTFE / Refers to Polytetrafluoroethylene
Quotation / Shall mean bidder’s response to this RFQ
Request for Quotation / Shall mean this document, which is the County of Alameda’s request for contractors’/bidders’ proposal to provide the goods and/or services being solicited herein. Also referred herein as RFQ
Response / Shall refer to bidder’s quotation submitted in reply to RFQ
RFQ / Request for Quotation
SAE / Society of Automotive Engineers
SCBA / Self Contained Breathing Apparatus
SLEB / Small Local Emerging Business
Source Reduction / Refers to products that result in a net reduction in the generation of waste compared to their previous or alternate version and includes durable, reusable and remanufactured products; products with no, or reduced, toxic constituents; and products marketed with no, or reduced, packaging.
SST / Super Shell-tite
State / Refers to State of California, its departments and/or agencies
TPP / Thermal Protective Performance
UL / As used herein shall refer to the Underwriters Laboratories
VAC / Volts Alternating Current
VDC / Volts Direct Current
VEH / Vehicle
VLH / Valve-Lock Hose
Zone 7 / Zone 7 Water Agency

II.STATEMENT OF WORK

  1. INTENT

It is the intent of these specifications, terms and conditions to fully describe the step van required by Zone 7 Water Agency (Zone 7). This Request for Quotation (RFQ) shall provide all major details as to the type of construction and tests to which the successful bidder must conform. Minor details of construction and materials, where not otherwise specified, are left to the discretion of the contractor, who shall be solely responsible for the design and construction of all features.Zone 7 intends to select the lowest responsible bidder who has the necessary qualifications and abilities to provide a completed step van as specified herein.

Zone 7 intends to issue a one-time purchase order (PO) through Alameda County Purchasing Department to the bidder selected as the lowest responsive and responsible bidder meeting both the Agency’s and the County’s requirements as stated in this RFQ to purchase four (4) new step vans.

  1. SCOPE

Purchase four (4) new step vans. This may be the current model year; however vendor may bid a new previous year model if available. Vendor shall state the model year on the bid form.

All parts not specifically mentioned herein, but which are necessary in order to furnish a complete step van, shall be furnished.

Bidder must be in complete compliance, as deemed solely by Zone 7, with all stated product requirements outlined in Section D, Specific Requirements.

  1. VENDOR QUALIFICATIONS
  1. Contractor shall have a minimum of five (5) years business experience in the fabrication, manufacture and/or provision of vans of a similar scope to those described in this RFQ.
  1. SPECIFIC REQUIREMENTS

These specifications shall be construed as minimum. Throughout the term of the contract and any subsequent renewal terms, the vendor shall possess current and valid permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFQ

The following items are to be provided and/or adhered to for any bid submitted as part of this RFQ. Should the manufacturer's current published data or specifications exceed these, they shall be considered current and be furnished.

  1. Bidders shall furnish, with their bid, technical information graphs, charts, photographs, engineering diagrams, drive train certification, or other means to show that the equipment specified fully complies with this specification.
  1. In the event the published literature furnished by the bidder is at variance with the requirements of any item of this specification, the bidder shall explain in detail, with full engineering support data, the reasons why the proposed equipment will meet this specification and not be considered an exception thereto.
  1. All plans and specifications must be approved by Zone 7 prior to award of the contract.
  1. The specifications herein, along with manufacturer's specifications and any forms, questionnaires, and listed exceptions, shall be submitted as a part of the bidder's entire bid proposal. In no case shall a bidder photocopy County's specifications and submit as their proposal specifications and bid. Each bidder is required to provide in his bid a "complete and accurate description" of their own detailed product and engineering specifications.
  1. Where the following detailed specifications require specific dimensions or capacities of components such as: axles, brakes, spring suspension, frame, steering gear, drive line, universal joints, engine transmission, alternator, batteries, air brake system, they have been specified for the service because of their reliability/availability of replacement parts on a local basis. Since components specified by dimension, size or capacity, are readily available to all manufacturers and/or potential bidders, substitutes or alternates claimed to be equal may not be acceptable as deemed solely by Zone 7.
  1. REQUIREMENTS LIST

Bidders must submit, with their bid, a fully completed “Requirements List”, pages 8 thru 11. Bids which are submitted without a “Requirements List” will be disqualified.

A “Yes” response to a specification sentence in the “Complies?” column will mean that the bidder intends to comply with the exact specification, as described in the “Requirements List. If the bidder is able to comply with the specification stated, and states “yes” in the “Complies?” column, no further action is required.

A “No” response to a specification sentence in the “Complies?” column will mean that the bidder is unable to comply with the specification provided by Zone 7.

If a bidder intends to state any exceptions, clarifications or amendments to the Requirements List as described in Exhibit I, Exceptions, Clarifications, Amendments, the bidder is to state “No” in the “Complies?” column and “Yes” in the “Exceptions, Clarifications, Amendments" column. Bidder must then provide detailed information of their exceptions, clarifications or amendments onExhibit I. All exceptions, clarifications or amendments shall be described in full, using additional pages, as necessary, to provide complete descriptions. Bidder must clearly reference each exception, clarification or amendment by its corresponding item number from the “Number” column. Zone 7 and the County, at its sole discretion, shall have the right to deem acceptable any exceptions, clarifications or amendments stated by the bidder.

A response of “N/A” or no response to any specification column will mean that the bidder is unable to comply with the specification provided by Zone 7.

In the following “Requirements List,” These specifications are not meant to limit the vendor; they are guidelines to minimum qualifications. The bidder shall indicate their compliance or non-compliance for each line of the specification as described in the previous paragraphs of the Requirements List section. Any deviations from the requirements, specifications, or where submitted literature does not fully support the meaning of the specifications, must be clearly cited by the bidder, in writing, within Exhibit I of this RFQ as described in the previous paragraphs of the Requirements List section. An “equivalent or better” may be offered by the bidder, subject to evaluation and acceptance by Zone 7. It is the bidder’s responsibility to provide, at bidder’s expense, samples, test data, or other documentation which Zone 7 may require to fully evaluate and determine acceptability of an offered substitute. Zone 7 reserves the sole right to reject a substituted component that will not meet or exceed the Agency standards. Please refer to “IV. Brand Names and Approved Equivalents”, Section S, for further information on brand names and approved equivalents.

EXCEPTIONS, CLARIFICATIONSTO SPECIFICATIONS

Any and all deviations, exceptions or alternatives to the below requirements list must be clearly stated, as described above, or the proposal may be considered non-responsive. Reference all exceptions by item number, in Exhibit I of this RFQ using additional pages as necessary.

# / Requirements List / Complies?
Yes/No / Exceptions, Clarifications, Amendments Yes/No
GENERAL CONSTRUCTION AND DESIGN
The design of the vehicle shall be in accordance with the best engineering practices. The vehicle 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, which might cause injury to personnel or equipment.
Materials shall conform to the specifications listed herein. When not specifically listed, materials shall be of the best quality for the purpose of commercial practice. Materials shall be free of all defects and imperfections that might affect the serviceability of the finished product.
CHASSIS
The chassis provided shall be a new Ford E350 or equivalent.
VEHICLE LOAD CAPACITY
1,500 lbs. minimum
ENGINE
5.4 liter V8 or equivalent
TRANSMISSION/DRIVETRAIN
Automatic Transmission, two-wheel drive
SEATING CAPACITY
The seating capacity in the cab shall be two (2)
EXTERIOR COLOR
White
CARGO BOX DIMENSIONS
  • Interior Height: 74 inches minimum
  • Interior Volume: 400 cubic feet minimum
  • Rear door height: 72 inches minimum
  • Side door for curb-side ingress/egressby technician

Body construction must be steel-reinforced
Front and Rear Bumpers
Air Conditioning
Power Steering
AM/FM Radio
VEHICLE REGISTRATION
The State of California Vehicle Code section 11739 requires that the “dealer of a new motor vehicle sale is responsible for applying for the title, securing vehicle registration, and obtaining license plates for the County” through the Department of Motor Vehicles (DMV).
The dealership shall obtain and/or provide the documents and services stated above prior to final delivery.
QUANTITY
Four (4) vehicles meeting these specifications
WARRANTY
A copy of the manufacturer's warranty shall be included with the bid.
authorization of any changes to this specification will need Zone 7 written approval.
For bidding purposes: vendor is required to include a detailed description of any substitutes or alternatives on the bid form.
Bidder shall comply with all Insurance requirements as listed in Exhibit C of this RFP
DELIVERY
Failure by the successful contractor to notify Zone 7 immediately of any delivery beyond the stated date or terms is cause for the contractor to be held responsible for damages incurred as a result of an extended delivery time.
All equipment / material, spare parts and supplies shall be delivered F.O.B. to the following location:
Zone 7 Water Agency
100 North Canyons Parkway
Livermore, CA 94550
Delivery of the vehicles shall be as follows:
Two (2) such vehicles shall be delivered as soon as possible on or before August 31, 2009. The remaining two(2) vehicles shall be delivered on or before October 15, 2009.
Satisfactory delivery means that the vehicle arrives at the delivery location designated by Zone 7 and all work has been done to correct deficiencies from specifications or mechanical difficulties.
DEALER PREPARATION
Bid prices submitted in Exhibit B of this RFQ must include all necessary dealer preparation applicable to new equipment prior to final delivery to Zone 7. The dealer shall provide and/or complete the following services (if applicable to the specification):
Proposal Compliance - Inspect vehicle for compliance with proposal.
Fluid Levels - Inspect for correct capacities of the following: engine oil, coolant, power steering fluid, washer reservoir fluid, transmission fluid, rear end fluid, pump transmission oil, and primer oil.
Visual Inspection - Inspect tires and wheels for proper pressure and lug torquing. Tighten any loose hardware and repair reasonable paint scratches or chips. Lubricate valve rods and check doors for correct adjustment.
Electrical Inspection - Operate all lights, and other electrical accessories.
Fuel Tank - Fuel tank shall be filled to capacity prior to final delivery.
Cleaning / Detailing - The vehicle shall be thoroughly washed and detailed at the dealership prior to final delivery to Zone 7.
Zone 7 shall have the option to inspect the vehicle at the contractor’s service facility prior to final delivery.
ACCEPTANCE
Before acceptance of the vehicles to be furnished under this bid, Zone 7 shall have the right to inspect the vehicles to ascertain that all requirements of these specifications and the notice have been fully complied with and that the equipment is proper and complete in every respect and in perfect working order. It is understood and agreed that Zone 7 shall have the right to make such inspections of the vehicles.
In the event of disapproval or rejection by Zone 7, or the vehicles fail to meet the requirements of these specifications, the bidder shall, at its own expense, make such repairs or replacements Zone 7 considers necessary to conform to these specifications and a second inspection may be made at the option of the bidder with (30) days of the date of the first inspection.
Deviations from Specifications described herein will not be tolerated and will be cause for rejection of the vehicles unless there were change orders executed by Zone 7.
PAYMENT
Terms of payment shall be 100% payment to be made within thirty (30) calendar days upon receipt of the vendors invoice. The County will not enter into a contract that requires down payments or progressive payments.
All bids are to include applicable CaliforniaState sales tax for AlamedaCounty. State sales tax to the County shall be listed as a separate line item. Please see Exhibit B of this RFQ.

EXCEPTIONS TO SPECIFICATIONS

Any and all exceptions to the specifications must be clearly stated, referenced by item number, in Exhibit I of this RFQ. Use additional pages for exceptions, if necessary.

  1. REPORTS AND DELIVERABLES
  1. DEBARMENT/SUSPENSION POLICY:

In order to prohibit the procurement of any goods or services ultimately funded by Federal awards from debarred, suspended or otherwise excluded parties, each bidder will be screened at the time of RFP/RFQ response to ensure bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government in compliance with the requirements of 7 Code of Federal Regulations (CFR) 3016.35, 28 CFR 66.35, 29 CFR 97.35, 34 CFR 80.35, 45 CFR 92.35 and Executive Order 12549.

  • The County will verify bidder, its principal and their named subcontractors are not on the Federal debarred, suspended or otherwise excluded list of vendors located at and
  • Bidders are to complete a Debarment and Suspension Certification form, Exhibit N attached, certifying bidder, its principal and their named subcontractors are not debarred, suspended or otherwise excluded by the United States Government.
  1. GENERAL ENVIRONMENTAL REQUIREMENTS: The requirements outlined in this section apply to all product categories contained in this bid.
  1. Measure D Requirements:

It is the objective of the County to purchase products with the lowest overall environmental impact from manufacturing through end of life and to procure services that achieve this same objective. To meet this objective, environmental factors and product attributes are evaluated in the procurement process. The County is mandated under Measure D to divert seventy five percent (75%) of material from landfill by the year 2010 through recycling and source reduction and to encourage markets for environmentally preferable goods through its procurement process.