AMBULANCE REMOUNT SPECIFICATIONS
FOR
THREE (3) EMERGENCY MEDICAL VEHICLES
BID #: EMS 02-04
BID OPENED: DECEMBER 18, 2003 @ 2:05 P.M. (CST)
DESIGNED TO MEET OR EXCEED
FEDERAL SPECIFICATION KKK-E
AMD STANDARDS 001-009
NOTICE TO BIDDERS
Notice is hereby given that the Board of County Commissioners of Okaloosa County, Florida, will accept sealed bids until 2:05 p.m. (local time), December 18, 2003 for Three (3) Ambulance Module Remounts. Pursuant to copies of bid provisions, bid forms, and specifications may be obtained from the Okaloosa County Purchasing Department, 602-C North Pearl St., Crestview, FL 32536; Phone – 850-689-5960, or they may be downloaded from our website at (County Dept., Purchasing, Competitive Solicitation Information (lower left-hand corner) and then Current). At 2:05 p.m. (local time), December 18, 2003, the bids will be opened and read aloud. All bids must be in sealed envelopes reflecting on the outside thereof the bidder’s name and “Bid on Three (3) Ambulance Module Remounts to be opened at 2:05 p.m., December 18, 2003.” The Board of County Commissioners will consider all bids properly submitted at its scheduled Bid Opening in the Board of County Commissioners Meeting Room #120, at the Courthouse, 101 E. James Lee Blvd., Crestview, FL32536. Bids may be submitted in the Boards Meeting Room #120, prior to Bid Opening or delivered to the Clerk of Circuit Court, Office #118, at the Courthouse in Crestview, FL.
There is no obligation on the part of the County to award the bid to the lowest bidder, and the County reserves the right to award the bid to the bidder submitting a responsive bid with a resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa County, and to waive any irregularity or technicality in bids received. OkaloosaCounty shall be the sole judge of the bid and the resulting negotiating agreement that is in its best interest and the resulting negotiating agreement that is in its best interest and its decision shall be final.
Any bidder failing to mark outside of envelope as set forth herein may not be entitled to have their bid considered.
All bids should be addressed as follows:
Clerk of Circuit Court
Attn: Gary Stanford
OkaloosaCounty Courthouse
101 E James Lee Blvd. #118
CrestviewFL 32536
//Signed//
Richard L Brannon
Purchasing Director
BOARD OF COUNTYCOMMISSIONERS
OKALOOSACOUNTY
Paula Riggs
Chairman
REQUEST FOR BIDS
Sealed proposals should be clearly marked as such on the exterior envelope, and bids received after the specified date and hour will be returned unopened.
Bids will be opened, read aloud and will be taken under advisement. Purchaser reserves the right to reject any and all bids and select the proposal bid deemed in the best interest of the purchaser from among those received.
Detailed written technical information, required forms for bidding, and responses will be required from the Bidders as described in the specifications. Failure of any bidder to furnish all required information will disqualify that particular bidder.
Bids will be accepted from Vendors who submit bids for a complete new vehicle (chassis and module). All offerings will be considered provided they meet the same published specifications. Any additional cost feature specified in this bid and included as part of the quotation shall have itemized pricing indicated adjacent to the item so the Purchaser can evaluate each item.
INSTRUCTIONS TO BIDDERS
It is the intent of these specifications, and requirements listed herein to obtain bids on a vehicle to meet the local needs of the Purchaser, and to obtain bids that may be easily and completely evaluated on an equal competitive basis.
Because of the wide variances in types, configurations, options, and models available in the industry, the purpose of these specifications is to set a standard by which all proposals received may be evaluated, studied and compared equitably. Bidders are required to RETURN TWO (2) COPIES of the specifications correctly furnishing all required information and answering all attached questions. Any requested data, literature, drawings, samples, references, and detailed written lists of exceptions taken must also be enclosed.
Since bids from a number of suppliers are anticipated and the Purchaser cannot be expected to be familiar with all various technical details of all Bidders’ products, the only adequate method of evaluation will be to compare in this format. Vendors are cautioned that failure to submit proposals in format specified herein will be grounds to reject vendor’s proposal and remove from bid consideration.
Any questions for clarifications, etc. should be directed in writing to Jack Allen, Okaloosa County Purchasing Department, 602-C North Pearl St, Crestview, FL 32536 or , and responses will be furnished in writing to all prospective Bidders.
DOES YOUR BID COMPLY EXACTLY AS WRITTEN?Yes _____No _____
BIDS
The Purchaser created the following specifications in order to best describe a need. However, it is not the intent of the Purchaser to exclude any manufacturer from bidding on these specifications. Exceptions should be listed per instructions in this proposal.
Each bid shall be typed or legibly written or printed in ink on the form provided in this bound copy of proposed contract documents. No alterations in bids or in the printed forms wherefore by erasures, interpolations, or otherwise will be accepted unless each such alteration is signed or initialed by the bidder. If initialed the Purchaser may require the Bidder to identify any alteration so initialed. No alteration in any bid or in the form on which it is submitted shall be made after the bid has been submitted. All addenda to the contract documents, properly signed by the bidder, shall accompany the bid when submitted.
No bidder may submit more than one bid. Multiple bids for different manufacturers but represented by the same firm will not be accepted. Bids offered directly from manufacturers shall indicate if a local dealer/representative will be involved.
A Bid Bond or Certified Check for 5% of the amount of the bid must be submitted with the bid. Bids not including such a Bid Bond will not be considered. Bid Bonds will be returned to unsuccessful vendors after award of Bid. A 100% Performance Bond may be required of the vendor at the total discretion of the Purchaser. Pricing for Performance bond should be indicated separately in Bid and not included in the price for the vehicle. A Letter of Credit cannot be substituted in lieu of the Bid Bond.
DOES YOUR BID COMPLY EXACTLY AS WRITTEN?Yes _____No _____
WITHDRAWAL OF BID
A Bidder may withdraw a bid any time prior to expiration of the period during which bids may be submitted by a written request signed in the same manner and by the same person who signed the Proposal.
No bid may be withdrawn, modified, or otherwise changed once the bids have been opened. It will be assumed that each Bidder has thoroughly and completed familiarized themselves with these specifications at the time of the bid. Modifications to a bid, once submitted will not be permitted. Simply stated, if any item, feature, options, etc. is not stated in writing in the Bidder’s proposal, it will not be considered. Bidders are cautioned that verbal or written modifications to already opened bids are neither valid, nor considered ethical, nor the comparison and selection of bid award will proceed only from what is stated in Bidder’s written proposal.
DOES YOUR BID COMPLY EXACTLY AS WRITTEN?Yes _____No _____
1
11/17/03
REMOUNT SPECIFICATIONS
EMERGENCY MEDICAL CARE VEHICLE
BID NO. EMS 02-04
1.0 SCOPE, PURPOSE AND CLASSIFICATION1.1Scope: This specification covers the remounting and refurbishment of three commercially produced, surface medical care vehicles, hereinafter referred to as ambulance or vehicle. A vehicle in compliance with this specification shall be defined as a standard ambulance. This vehicle shall be in accordance with the Ambulance Design Criteria of the National Highway Traffic Administration, U.S. Department of Transportation, WashingtonD.C. This bid specification is based on the most current Federal Ambulance Specification KKK-E.
1.2Purpose: The purpose of this document is to provide minimum specifications and test parameters for the remounting and refurbishment of an emergency medical care vehicle that meets the needs and desires of this agency. It establishes essential criteria for the design, performance, equipment and appearance of the vehicles. The object is to provide a vehicle that is in accordance with nationally recognized guidelines. It is the intent to return the unit to a new or like new condition per the specification.
1.3Classifications: This specification calls for the following type of vehicles. It is in accordance with KKK- E which becomes effective December 2002.
Type I – Chassis Cab with modular ambulance body
Class I - Two rear wheel driven (4x2)
Configuration A (ALS) - Elevating cot and squad bench (3.1.5.1)
1.4General: This is an engineer, design, construct and deliver type specification and it is not the intention of this agency to write out vendors of similar or equal equipment of the types specified. It should be noted, however, that this specification is written around specific needs of this agency. With the intent to standardize certain components, therefore, in numerous places we have named specific brands of components. This has been done to establish a certain standard of quality. Other brands will only be accepted providing the vendor provides documentation in the bid that the particular brand offered meets or exceeds the quality of the actual brand called for in the specification.
1.5Materials: The emergency medical care vehicle, chassis, ambulance body, equipment, devices, medical accessories and electronic equipment to be delivered under this contract shall be standard commercial products, which meet or exceed the requirements of this specification. The ambulance shall comply with all Federal Motor Vehicle Safety Standards (FMVSS), the Federal regulations applicable or specified for the year of manufacture. The chassis, components and optional items shall be as represented in the manufacturer's current technical data. Materials used in the construction shall be new and not less than the quality conforming to current engineering and manufacturing practices. Materials shall be free of defects and suitable for service intended.
1.6Manufacturing Ability: It is the intent of these specifications that the remounters of these vehicles have the ability to remount and refurbish a complete ambulance within their plant facility, except for the chassis. The ambulance remounter must have significant experience in the remounting and refurbishment of modular ambulance bodies and performed a minimum of 60 remounts in the last two years. NO EXCEPTIONS.
1.7Quality Assurance: Remounter shall be a current member of the Ambulance Manufacturers Division of the National Truck Equipment Association, and Ford’s Qualified Vehicle Modifier program or be able to demonstrate industry participation in an evolving standards process through written references from reputable ambulance manufacturers and/or end users. Documentation must be submitted with bid.
NO EXCEPTIONS.
1.8Reference: As further evidence of remounter's ability to perform, the contractor shall submit a list of twenty-five (25) customers with similar type remounts. The references shall also include name of service, address, contact and phone number.
NO EXCEPTIONS.
1.9.Exceptions to Specifications: Any exceptions to these specifications indicated must be clearly pointed out. Otherwise, it will be considered that items offered are in strict compliance with these specifications and the successful bidder will be held responsible for delivering a vehicle meeting these specifications. Any exceptions must referenced by Paragraph Number and Line and be explained in detail on a separate sheet marked "Exceptions". Any bidder not complying shall not be considered as responsive.
(A)A complete “Specification Compliance Certification” form is to accompany each bid submitted. This is mandatory; omission of this form will render the bid incomplete.
1.10Pre-Bid Inspection: It must be understood by all potential bidders that they must come to OkaloosaCountyEMS to inspect units before submitting their quotations.
(A)This will allow all potential bidders to inspect the current condition of these units and to prepare their quotes accordingly in order to meet the needs of OkaloosaCountyEMS as outlined in these specifications.
(B)All potential bidders should schedule their appointments by contacting:
Al Herndon or Candy Falduto
Department of Public Safety, Emergency Medical Services
OkaloosaCounty
1250 N. Eglin Parkway, Suite G118
Shalimar, FL32579
(850) 651-7150
(C)For informational purposes, modules to be remounted are three Excellance modules and this will be the second remount for all three.
1993 Excellance module on 1999 F350 (countyID # 99I6487)
1993 Excellance module on 2000 F350 (countyID # 00I8839)
1995 Excellance module on 2000 F350 (countyID # 00I9194)
(D)If, at the time of pre-bid inspection, the remounter finds any condition, that in their opinion needs to be repaired or replaced for safety reasons, the remounter is to bring this to the attention of OkaloosaCountyEMS at that time. This is to allow for fair bidding by all remounters submitting a bid.
1.11On Site Inspection of Remount and Work:
(A)All travel and lodging costs associated with the inspection of the chassis and remounted vehicles prior to final acceptance will be borne by the prospective bidder.
(B)It must be understood by all bidders that two (2) people from OkaloosaCountyEMS will perform these tasks, and the vendor is responsible for the arrangements associated with this inspection and all costs incurred by the OkaloosaCountyEMS personnel connected with the inspection.
(C)If, in the event, the inspection reveals, in the opinion of OkaloosaCountyEMS personnel, an inferior final product, the vendor will correct all deficiencies identified by OkaloosaCountyEMS personnel. Any travel and lodging costs associated with follow-up on-site inspections will be borne by the vendor and at no expense to OkaloosaCountyEMS.
1.12Prices and Payments: All bid prices shall be complete and include warranty and delivery of the completed vehicle to this agency. A trade in allowance for the old chassis should not be included in the bid price. All chassises are to be returned to Okaloosa County Fleet Operations. Payment shall be made in accordance with these specifications and the Bid Proposal submitted by the Bidder. Payment** will be made upon acceptance of the vehicle(s) and equipment specified under these specifications. All bid prices and conditions must be specified on the Bid Proposal Form. Bid prices shall be valid for at least 90 days from the date of the Bid Opening, or as otherwise specified on the Bid Proposal form. Full payment** will be made as each unit is received, inspected and found to comply with procurement specifications, free of damage and properly invoiced. **While Fleet requires a 48 hour notice prior to delivery of vehicle(s) EMS requires a one week notice and an invoice in order to assure proper payment at time of delivery.
(A)MSO and Bill of Sale must be provided to OkaloosaCountyEMS upon delivery of units.
(B)Final approval rests with the Director of the Department of Public Safety, Emergency Medical Services as to whether or not remounts meet specifications.
1.13Warranty: The successful bidder shall provide remounter's warranty coverage for the ambulance or rescue vehicle conversion, which coverage shall, at a minimum include:
(A)A Limited Warranty shall be provided on the ambulance remount conversion. The Remounter shall warrant to the original retail purchaser that, for a period of sixty (60) months or sixty thousand (60,000) miles from the point of delivery, whichever first occurs, the ambulance remount shall be free of substantial defects in remount materials and remount workmanship, which are attributable to Warrantor remount work and which arise during the course of normal use and service. There shall be a copy of the Warranty specimen included with the bid documents. NO EXCEPTIONS.
(B)There shall be a five (5) year/100,000 mile warranty on the Ambulance Remount electrical wiring system effective the date this agency accepts delivery of the completed vehicle. It is the intent of this requirement that items not manufactured or installed by the ambulance Remounter be excluded. There shall be a copy of the Warranty specimen included as part of the bid documents. NO EXCEPTIONS.
(C)There shall be a five (5) year unlimited mileage paint warranty covering the ambulance conversion and any painting done to the chassis. There shall be a copy of the Warranty specimen included with the bid. NO EXCEPTIONS.
(D)The OEM module structural warranty shall remain in effect. There shall be a copy of the warranty specimen included as part of the bid document. NO EXCEPTIONS.
(E)Warranty on the chassis portion of the completed ambulance or rescue vehicle shall be the responsibility of the chassis manufacturer, FORD MOTOR COMPANY. The terms of such warranty are set forth in the Ford Warranty literature included in the owner's manual. The successful manufacturer's sole responsibility with regard to the chassis shall be to provide reasonable assistance to the purchaser in obtaining warranty from the chassis manufacturer or its authorized service center. Bidders failing to meet these requirements shall be considered non-responsive.
1.14Insurance: All bidders shall have in place product liability insurance in the minimum amount of two million dollars ($2,000,000.00). Copy of insurance certificate to be provided with bid. NO EXCEPTION.
1.15Delivery: The delivery of completed vehicle shall be a maximum of 60 days after delivery of the vehicle to the vendor doing the remount work. Vehicles will not be sent for remounting until the chassis are available. NO EXCEPTIONS.
(A)A one percent (1%) penalty will be assessed for each two (2) calendar days past the original deadline date. This penalty will be deducted from OkaloosaCounty’s final payment. NO EXCEPTIONS.
(B)Units must be delivered with KKK certification placards. Failure to provide this will result in non-acceptance.
1.16Anti-Collusion Statement: By executing and submitting this bid, the Bidder certifies that his Bid is made without reference to any other bid and without any agreement, understanding, collusion or combination with any other person in reference to such bidding.
1.17Questions or Clarifications: Any questions or clarifications of these specifications shall be answered by:
Al Herndon or Candy Falduto /OkaloosaCountyEMS
(850) 651-7150
2.0 TECHNICAL REQUIREMENTS – CHASSISMinimum technical specifications for the removal of Okaloosa County EMS Excellance modular ambulance and subsequent remount to a Ford Chassis Cab. Vehicles must comply with Federal and State laws and regulations and all safety regulations as applicable at time of delivery concerning automotive equipment and conditions and will be complete with standard equipment and all extra equipment as specified.