AGENDA REPORT
Meeting Date: October 20, 2026
Item Number:
To: Honorable Mayor & City Council
From: Michael V. Hensley, Interim Director of Public Works Harry Kalindjian, Fleet Supervisor
Subject: APPROVAL OF A PURCHASE ORDER TO NATIONAL AUTO
FLEET GROUP FOR A TOTAL NOT-TO-EXCEED AMOUNT OF
$191,779.65 FOR THE PURCHASE OF FIVE (5) POLICE
DEPARTMENT VEHICLES
Attachments: 1. Sourcewell Procurement Contract #081325-NAF
2. National Auto Fleet Ford Maverick Hybrid Price Quote
RECOMMENDATION
Staff recommend City Council waive the bidding requirements as the City is utilizing the Sourcewell bid process and approves a purchase order in the amount of $191,779.65 to National Auto Fleet Group for the purchase of specified Police Department replacement vehicles.
INTRODUCTION
The Public Works Fleet Services program supports City efforts to provide exceptional service to the community by procuring and maintaining over four-hundred and fifty (450) fleet vehicles and equipment. Each fleet vehicle has an estimated life expectancy based on the type of vehicle, its operational use and the effectiveness of ongoing preventative maintenance and repair. Fleet Services perform routine preventative maintenance to help ensure that vehicles meet or exceed their estimated life expectancy. Each vehicle is thoroughly inspected when it meets the anticipated replacement period to assess whether replacement is warranted or if the vehicle can continue to be used past the recommended lifecycle. The vehicles in this report have met the criteria for replacement. These replacement vehicles will be used by the Beverly Hills Police Department to help keep the community safe.
BEVERLW
HILLS
i
Meeting Date: October 20, 2026
DISCUSSION
Following an annual evaluation of the City’s vehicle and equipment fleet, Fleet Services staff has determined that the below-listed vehicles have exceeded their life expectancy and should be replaced:
ID # YEAR/MAKE/MODEL PROGRAM NO. / DESCRIPTION
149 2019 CHEVROLET COLORADO 00107301 / PRKNG ENFORCEMENT 150 2019 CHEVROLET COLORADO 00107301 / PRKNG ENFORCEMENT 157 2019 CHEVROLET COLORADO 00107301 / PRKNG ENFORCEMENT 158 2019 CHEVROLET COLORADO 00107301 / PRKNG ENFORCEMENT 159 2019 CHEVROLET COLORADO 00107301 / PRKNG ENFORCEMENT After a joint deliberation with the Police Department, Fleet Services concurred with the Police Department’s request to replace five (5) vehicles indicated above with selections to include Ford Maverick Hybrid Pickups for Traffic Control. The replacement vehicle selections were generated after conversations with National Auto Fleet Group to determine which manufacturer order banks and specific vehicles were available. Due to the sporadic nature of fleet purchasing, staff anticipate bringing additional replacement vehicles to City Council for consideration in the coming months, as order banks open.
After careful evaluation of various purchasing options and pricing, and in accordance with Section 3-3-205 of the Beverly Hills Municipal Code, staff determined that it is in the best interest of the City not to proceed with its own bid process and to utilize the bid process of the SourceWell Procurement Contract #081325-NAF (Attachment 1). Vehicle shortages combined with market inflation continue to keep new and used car prices high. Therefore, staff determined that leveraging Sourcewell purchasing power gives the City the best pricing opportunity, as the City lacks similar or better purchasing power on its own.
National Auto Fleet Group will extend the same terms, conditions and pricing stipulated in the SourceWell procurement contract to the City of Beverly Hills as noted in the Fiscal Impact section below. The City’s requests for additions, deletions, and additional keys have been accounted for in the proposed pricing.
FISCAL IMPACT
Funding for the purchase of these replacement vehicles is included in the FY2026/27 City Council approved Vehicle Replacement Fund budget. Fleet Services works closely with the Finance Department to ensure that sufficient funding is collected over the lifecycle of a vehicle to pay for a replacement. In some cases, the replacement collection schedules and amounts are adjusted to account for anticipated increases in replacement costs and upgrades to replacements when operational needs change.
A summary of the vendor’s price quotes for the vehicles specified by the City of Beverly Hills (Attachment 2) is as follows:
Meeting Date: October 20, 2026
One (1) 2027 or Newer, Ford Maverick XL AWD Hybrid, per the SourceWell Procurement Contract Specification (Attachment 1)
$33,700.62
City of Beverly Hills Additions and Deletions: Black & White Paint Scheme $900.00 Subtotal: $34,600.62
Tax (10.25%): $3546.56
Tire Fee: $8.75
Delivery Fee: $200.00
Unit Total: $38,355.93
Unit Total (x5): $191,779.65
Program # / Description of Fund Source Amount
49008501-850000-08502 / Vehicle Replacement $191,779.65 Michael V. Hensley,
Interim Director of Public Works
Approved By
Attachment 1
Rev. 6/2024 Sourcewell RFP #081325
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
RFP #081325
REQUEST FOR PROPOSALS
for
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
Proposal Due Date: August 13, 2025, 4:30 p.m., Central Time Sourcewell, a State of Minnesota local government unit and service cooperative, is requesting proposals for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories to result in a procurement solution for use by its Participating Entities. Sourcewell Participating Entities include thousands of governmental, higher education, K-12 education, nonprofit, tribal government, and other public agencies located in the United States and Canada. A full copy of the Request for Proposals can be found on the Sourcewell Procurement Portal [https://proportal.sourcewell-mn.gov]. Only proposals submitted through the Sourcewell Procurement Portal will be considered. Proposals are due no later than August 13, 2025 at 4:30 p.m. Central Time, and late proposals will not be considered.
SOLICITATION SCHEDULE
Public Notice of RFP Published: June 25, 2025
Pre-proposal Conference: July 22, 2025, 10:00 a.m., Central Time Question Submission Deadline: August 5, 2025, 4:30 p.m., Central Time Proposal Due Date: August 13, 2025, 4:30 p.m., Central Time Late responses will not be considered.
Opening: August 13, 2025, 4:30 p.m., Central Time
See RFP Section V.G. “Opening”
Rev. 6/2024 Sourcewell RFP #081325
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
I. ABOUT SOURCEWELL
A. SOURCEWELL
Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that facilitates a competitive public solicitation and master agreement award process for the benefit of its 50,000+ participating entities across the United States and Canada. Sourcewell’s solicitation process complies with State of Minnesota law and policies, conforms to Canadian trade agreements (including Canadian Free Trade Agreement, Ontario-Quebec Trade and Cooperation Agreement, and Canada-European Union Comprehensive Economic and Trade Agreement, as applicable), and results in cooperative purchasing solutions from which Sourcewell’s Participating Entities procure equipment, products, and services.
Cooperative purchasing provides participating entities and suppliers increased administrative efficiencies and the power of combined purchasing volume that result in overall cost savings. At times, Sourcewell also partners with other purchasing cooperatives to combine the purchasing volume of their membership into a single solicitation and master agreement expanding the reach of awarded suppliers’ potential pool of end users.
Sourcewell uses a website-based platform, the Sourcewell Procurement Portal, through which all proposals to this RFP must be submitted.
B. USE OF RESULTING MASTER AGREEMENTS
In the United States, Sourcewell’s master agreements are available for use by:
• Federal and state government entities1;
• Cities, towns, and counties/parishes;
• Education service cooperatives;
• K-12 and higher education entities;
• Tribal government entities;
• Some nonprofit entities; and
• Other public entities.
The following entities are listed in this solicitation to satisfy the procurement requirements of Oregon, Utah, and Virginia [Political Subdivision List - Oregon, Utah, and Virginia].
In Canada, Sourcewell’s master agreements are available for use by current and future members including:
1 Pursuant to HAR §3-128-2, the State of Hawaii, Department of Accounting and General Services, State Procurement Office, on behalf of the State of Hawaii and participating jurisdictions, has provided notice of its Intent to Participate in the solicitation as a participating entity.
Rev. 6/2024 Sourcewell RFP #081325
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
• Federal, provincial, and territorial government departments, ministries, agencies, boards, councils, committees, commissions, and similar agencies; • Indigenous self-governing bodies;
• Regional, local, district, and other forms of municipal government, municipal organizations, school boards, and publicly funded academic, health, and social service entities referred to as MASH sector (this should be construed to include but not be limited to the cities of Calgary, Edmonton, Toronto, Ottawa, and Winnipeg), as well as any corporation or entity owned or controlled by one or more of the preceding entities; • Crown corporations, government enterprises, and other entities that are owned or controlled by these entities through ownership interest; and • Canoe procurement group of Canada’s current and future members. Canoe members include:
o Federal, provincial and territorial government departments, ministries, agencies, boards, councils, committees, commissions, and similar agencies; o Crown corporations, government enterprises, and other entities that are owned or controlled by these entities through ownership interest; o Indigenous self-governing bodies;
o Airport authorities;
o Regional, local, district, and other forms of municipal government, municipal organizations, school boards, and publicly funded academic, health, and social service entities referred to as MASH sector (this should be construed to include but not be limited to the cities of Calgary, Edmonton, Toronto, Ottawa, and Winnipeg), as well as any corporation or entity owned or controlled by one or more of the preceding entities; and
o Canoe procurement group of Canada’s current and future partner associations, including Saskatchewan Association of Rural Municipalities, Association of Manitoba Municipalities, Local Authorities Services/Association of Municipalities Ontario, Nova Scotia Federation of Municipalities, Federation of Prince Edward Island Municipalities, Municipalities Newfoundland Labrador, Union of New Brunswick Municipalities, Northwest Territories Association of Communities, Association of Yukon Communities, CivicInfo BC, Association and their current and future members.
For a listing of current United States and Canadian Participating Entities visit Sourcewell’s website (note: there is a tab for each country): https://www.sourcewellmn.gov/sourcewell-for-vendors/agency-locator.
Participating Entities typically access master agreements for equipment, products, or services through a purchase order issued directly to the awarded supplier. A Participating Entity may request additional terms or conditions related to a purchase. Use of Sourcewell master agreements is voluntary and Participating Entities retain the right to obtain similar equipment, products, or services from other sources.
Rev. 6/2024 Sourcewell RFP #081325
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
To meet Participating Entities’ needs, Sourcewell broadly publishes public notice of all solicitation opportunities, including this RFP. In addition, where applicable, other purchasing cooperatives and procurement officials receive notice and are encouraged to re-post the solicitation opportunity.
Proof of publication will be available at the conclusion of the solicitation process.
C. INTERGOVERNMENTAL SUPPORT AGREEMENTS
Pursuant to 10 U.S.C. § 2679, United States Department of Defense authorized installations may access Sourcewell's awarded cooperative purchasing master agreements through an Intergovernmental Support Agreement with Sourcewell. All transactions completed through this Intergovernmental Support program are directly facilitated by Sourcewell and may be subject to additional terms and conditions.
II. SOLICITATION DETAILS
A. SOLUTIONS-BASED SOLICITATION
This RFP and contract award process is a solutions-based solicitation; meaning that Sourcewell is seeking equipment, products, or services that meet the general requirements of the scope of this RFP and are commonly desired or are required by law or industry standards.
B. REQUESTED EQUIPMENT, PRODUCTS, OR SERVICES
It is expected that proposers will offer a wide array of equipment, products, or services at lower prices and with better value than what they would ordinarily offer to a single government entity, school district, or regional cooperative.
1. Sourcewell is seeking proposals for Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories. Awards under this solicitation for Automobiles, SUVs, Vans, and Light Trucks will be in two (2) categories.
Proposers submitting a proposal in Category 1 as defined herein will be submitting in the broad category that includes all types of engines, fuel, and propulsion systems. For example, if a proposer offers vehicle solutions with Internal Combustions Engines (ICE) as well as vehicles with electric propulsion systems the Proposer should designate it is seeking an award in Category 1 ONLY.
Proposers seeking an award in Category 2, as defined herein, must include at least one solution offered within the scope of Category 2 for electric propulsion systems ONLY.
Rev. 6/2024 Sourcewell RFP #081325
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
Category 1: ALL engines, fuel, and propulsion type Automobiles, SUVs, Vans, and Light Trucks:
a. Vehicles of the following types and classifications:
i. Automobiles: mini, subcompact, compact, coupe, sedan, and full size; ii. Sport Utility Vehicles: cross-over, light duty, and heavy duty; iii. Vans: passenger and cargo; and
iv. Light Trucks: light duty, half-ton, three-quarter ton, and one ton. b. Vehicles of the types and classifications in subsections 1 a. i.-iv. above with upfitting designed for:
i. Public safety applications;
ii. ADA and paratransit applications;
iii. Service bodies and utility bed for light trucks; and iv. Equipment, lighting, technology, accessories, safety products, and upfitting services directly related to turnkey solutions for subsections 1 b. i-iii. c. A wide range of vehicles by seating or cargo configurations, drive train options, trim levels, and optional equipment offerings.
d. Proposers may include related equipment, accessories, supplies, parts, and services to the extent that the solutions are directly related to turnkey solutions for subsections 1.a. and 1.b. above.
Category 2: Electric Propulsion Systems ONLY Automobiles, SUVs, Vans, and Light Trucks:
e. Vehicles of the following types and classifications:
i. Automobiles: mini, subcompact, compact, coupe, sedan, and full size; ii. Sport Utility Vehicles: cross-over, light duty, and heavy duty; iii. Vans: passenger and cargo; and
iv. Light Trucks: light duty, half-ton, three-quarter ton, and one ton. f. Vehicles of the types and classifications in subsections 1 e. i.-iv. above with upfitting designed for:
i. Public safety applications;
ii. ADA and paratransit applications;
iii. Service bodies and utility bed for light trucks; and iv. Equipment, lighting, technology, accessories, safety products, and upfitting services directly related to turnkey solutions for subsections 1 f. i-iii. g. A wide range of vehicles by seating or cargo configurations, drive train options, trim levels, and optional equipment offerings.
h. Proposers may include related equipment, accessories, safety products, and upfitting services directly related to turnkey solutions for subsections 1.e. and 1.f. above.
Proposers may include related equipment, accessories, and services to the extent that these solutions are ancillary or complementary to the equipment, products, or services being proposed.
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Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
2. The primary focus of this solicitation is on Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories. This solicitation should NOT be construed to include:
a. Upfitting only solutions; and,
b. Equipment, accessories, or technology only solutions.
3. This solicitation does not include that equipment, products, or services covered under categories included in pending or planned Sourcewell solicitations, or in master agreements currently maintained by Sourcewell, identified below:
a. Firefighting Apparatus and Fire Service Vehicles (RFP # 113021); b. Fleet Management Services (RFP #030122);
c. School Buses with Related Accessories, Supplies, Parts, and Services (RFP #102623); d. Ambulance and Emergency Medical Service Vehicles (RFP #122123); e. Class 4-8 Chassis with Related Equipment (RFP #032824); f. Electric Vehicle Supply Equipment and Related Services (RFP #021825); and g. Used Rental Fleet Vehicles (RFP #031325).
Generally, the solutions for Participating Entities are turn-key solutions, providing a combination of equipment, products and services, delivery, and installation to a properly operating status. However, equipment-only or products-only solutions may be appropriate for situations where Participating Entities possess the ability, either in-house or through local thirdparty contractors, to properly install and bring to operation the equipment or products being proposed.
Sourcewell prefers suppliers that provide a sole source of responsibility for the equipment, products, and services provided under a resulting master agreement. If proposer is including the equipment, products, and services of its subsidiary entities, the proposer must also identify all included subsidiaries in its proposal. If proposer requires the use of distributors, dealers, resellers, or subcontractors to provide the equipment, products, or services, the proposal must address how the equipment, products or services will be provided to Participating Entities, and describe the network of distributors, dealers, resellers, and/or subcontractors that will be available to serve Participating Entities under a resulting master agreement.
Sourcewell encourages suppliers to offer the broadest possible selection of equipment, products, and services being proposed over the largest possible geographic area and to the largest possible cross-section of Sourcewell current and future Participating Entities.
C. REQUIREMENTS
It is expected that proposers have knowledge of all applicable industry standards, laws, and regulations and possess an ability to market and distribute the equipment, products, or services to Participating Entities.
1. Safety Requirements. All items proposed must comply with current applicable safety or regulatory standards or codes.
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Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
2. Deviation from Industry Standard. Deviations from industry standards must be identified with an explanation of how the equipment, products, and services will provide equivalent function, coverage, performance, and/or related services.
3. New Equipment and Products. Proposed equipment and products must be for new, current model; however, proposer may offer certain close-out equipment or products if it is specifically noted in the Pricing proposal.
4. Delivered and operational. Unless clearly noted in the proposal, equipment and products must be delivered to the Participating Entity as operational.
5. Warranty. All equipment, products, supplies, and services must be covered by a warranty that is the industry standard or better.
D. PROSPECTIVE MASTER AGREEMENT TERM
The term of any resulting master agreement(s) awarded by Sourcewell under this solicitation will be four years. Sourcewell and supplier may agree to up to three additional one-year extensions based on the best interests of Sourcewell and its Participating Entities. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances.
E. ESTIMATED MASTER AGREEMENT VALUE AND USAGE
Based on past volume of similar master agreements, the estimated annual value of all transactions from master agreements resulting from this RFP are anticipated to be USD 500 Million; therefore, proposers are expected to propose volume pricing. Sourcewell anticipates considerable activity under the master agreement(s) awarded from this RFP; however, sales and sales volume from any resulting master agreement are not guaranteed.
F. MARKETING PLAN
Proposer’s sales force will be the primary source of communication with Participating Entities.
The proposer’s Marketing Plan should demonstrate proposer’s ability to deploy a sales force or dealer network to Participating Entities, as well as proposer’s sales and service capabilities. It is expected that proposer will promote and market any master agreement award.
G. ADDITIONAL CONSIDERATIONS
1. Master agreements will be awarded to proposers able to best meet the need of Participating Entities. Proposers should submit their complete line of equipment, products, or services that are applicable to the scope of this RFP.
2. A proposer may submit only one proposal. If related, affiliated, or subsidiary entities elect to submit separate proposals, rather than a single parent-entity proposal, each such proposal must be prepared independently and without cooperation, collaboration, or collusion.
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3. If a proposer works with a consultant on its proposal, the consultant (an individual or company) may not assist any other entity with a proposal for this solicitation.
4. Proposers should include all relevant information in its proposal, since Sourcewell cannot consider information that is not included in the proposal. Sourcewell reserves the right to verify proposer’s information and may request clarification from a proposer, including samples of the proposed equipment or products.
5. Depending upon the responses received in a given category, Sourcewell may need to organize responses into subcategories in order to provide the broadest coverage of the requested equipment, products, or services to Participating Entities. Awards may be based on a subcategory.
6. A proposer’s documented negative past performance with Sourcewell or its Participating Entities occurring under a previously awarded Sourcewell master agreement may be considered in the evaluation of a proposal.
III. PRICING
A. REQUIREMENTS
All proposed pricing must be:
1. Either Line-Item Pricing or Percentage Discount from Catalog Pricing, or a combination of these:
a. Line-item Pricing is pricing based on each individual product or service. Each line must indicate the proposer’s published “List Price,” as well as the “Master Agreement Price.”
b. Percentage Discount from Catalog or Category is based on a percentage discount from a catalog or list price, defined as a published Manufacturer’s Suggested Retail Price (MSRP) for the products or services. Individualized percentage discounts can be applied to any number of defined product groupings. Proposers will be responsible for providing and maintaining current published MSRP with Sourcewell, and this pricing must be included in its proposal and provided throughout the term of any master agreement resulting from this RFP.
2. The proposer’s not to exceed price. A not to exceed price is the highest price for which equipment, products, or services may be billed to a Participating Entity. However, it is permissible for suppliers to sell at a price that is lower than the agreed upon price.
3. Stated in U.S. and Canadian dollars (as applicable).
4. Clearly understandable, complete, and fully describe the total cost of acquisition (e.g., the cost of the proposed equipment, products, and services delivered and operational for its intended purpose in the Participating Entity’s location).
Proposers should clearly identify any costs that are NOT included in the proposed product or service pricing. This may include items such as installation, set up, mandatory training, or initial inspection. Include identification of any parties that impose such costs and their relationship to the proposer. Additionally, proposers should clearly describe any unique distribution and/or delivery methods or options offered in the proposal.
Rev. 6/2024 Sourcewell RFP #081325
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
B. ADMINISTRATIVE FEES
Proposers awarded a master agreement are expected to pay to Sourcewell an administrative fee in exchange for Sourcewell facilitating the resulting master agreements. The administrative fee is normally calculated as a percentage of the total sales to Participating Entitiesfor all equipment, products, or services made during a calendar quarter, and is typically one percent (1%) to two percent (2%). In some categories, a flat fee may be an acceptable alternative.
IV. MASTER AGREEMENT
Proposers awarded a master agreement will be required to execute a master agreement with Sourcewell (see attached template). Only those modifications the proposer indicates in its proposal will be available for discussion. Much of the language in the Master Agreement reflects Minnesota legal requirements and cannot be altered. Numerous and/or onerous exceptions that contradict Minnesota law may result in the proposal being disqualified from further review and evaluation.
To identify any exception, or to request any modification, to Sourcewell’s standard master agreement terms, conditions, or specifications, a proposer must submit the proposed exception(s) or requested modification(s) via redline in the Master Agreement Template provided in the “Documents” section of the “Bid Details” page on the Sourcewell Procurement Portal and uploaded as part of its response. Only those exceptions noted at the time of the proposal submission will be considered.
Exceptions must:
1. Clearly identify the affected article and section.
2. Clearly note the requested modification; and as applicable, provide requested alternative language.
Unclear requests will be automatically denied.
Only those exceptions that have been accepted by Sourcewell will be included in the master agreement document provided to the awarded supplier for signature.
If a proposer receives a master agreement award resulting from this solicitation it will have up to 30 days to sign and return the master agreement. After that time, at Sourcewell’s sole discretion, the master agreement award may be revoked.
V. RFP PROCESS
A. PRE-PROPOSAL CONFERENCE
Sourcewell will hold an optional, non-mandatory pre-proposal conference via webcast on the date and time noted in the Solicitation Schedule for this RFP and on the Sourcewell Procurement Portal. The purpose of this conference is to allow potential proposers to ask questions regarding this RFP and Sourcewell’s competitive procurement process. Information Rev. 6/2024 Sourcewell RFP #081325
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
about the webcast will be sent to all entities that have registered for this solicitation opportunity through their Sourcewell Procurement Portal Vendor Account. Pre-proposal conference attendance is optional.
B. QUESTIONS REGARDING THIS RFP AND ORAL COMMUNICATION
All questions regarding this RFP must be submitted through the Sourcewell Procurement Portal.
The deadline for submission of questions is found in the Solicitation Schedule and on the Sourcewell Procurement Portal. Answers to questions will be issued through an addendum to this RFP. Repetitive questions will be summarized into a single answer and identifying information will be removed from the submitted questions.
All questions, whether specific to a proposer or generally related to the RFP, must be submitted using this process. Do not contact individual Sourcewell staff to ask questions or request information as this may disqualify the proposer from responding to this RFP. Sourcewell will not respond to questions submitted after the deadline.
C. ADDENDA
Sourcewell may modify this RFP at any time prior to the proposal due date by issuing an addendum. Addenda issued by Sourcewell become a part of the RFP and will be delivered to potential proposers through the Sourcewell Procurement Portal. Sourcewell accepts no liability in connection with the delivery of any addenda.
Before a proposal will be accepted through the Sourcewell Procurement Portal, all addenda, if any, must be acknowledged by the proposer by checking the box for each addendum. It is the responsibility of the proposer to check for any addenda that may have been issued up to the solicitation due date and time.
If an addendum is issued after a proposer submitted its proposal, the Sourcewell Procurement Portal will WITHDRAW the submission and change the proposer’s proposal status to INCOMPLETE. The proposer can view this status change in the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account. The proposer is solely responsible to check the “MY BIDS” section of the Sourcewell Procurement Portal Vendor Account periodically after submitting its proposal (and up to the Proposal Due Date). If the proposer’s proposal status has changed to INCOMPLETE, the proposer is solely responsible to:
1. make any required adjustments to its proposal;
2. acknowledge the addenda; and
3. ensure the re-submitted proposal is received through the Sourcewell Procurement Portal no later than the Proposal Due Date and time shown in the Solicitation Schedule above.
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D. PROPOSAL SUBMISSION
Proposer’s complete proposal must be submitted through the Sourcewell Procurement Portal no later than the date and time specified in the Solicitation Schedule. Any other form of proposal submission, whether electronic, paper, or otherwise, will not be considered by Sourcewell. Late proposals will not be considered. It is the proposer’s sole responsibility to ensure that the proposal is received on time.
It is recommended that proposers allow sufficient time to upload the proposal and to resolve any issues that may arise. The time and date that a proposal is received by Sourcewell is solely determined by the Sourcewell Procurement Portal web clock.
In the event of problems with the Sourcewell Procurement Portal, follow the instructions for technical support posted in the portal. It may take up to 24 hours to respond to certain issues.
Upon successful submission of a proposal, the Sourcewell Procurement Portal will automatically generate a confirmation email to the proposer. If the proposer does not receive a confirmation email, contact Sourcewell’s support provider at [email protected].
To ensure receipt of the latest information and updates via email regarding this solicitation, or if the proposer has obtained this solicitation document from a third party, the onus is on the proposer to create a Sourcewell Procurement Portal Vendor Account and register for this solicitation opportunity.
Within the Sourcewell Procurement Portal, all proposals must be digitally acknowledged by an authorized representative of the proposer attesting that the information contained in the proposal is true and accurate. By submitting a proposal, proposer warrants that the information provided is true, correct, and reliable for purposes of evaluation for potential master agreement award. The submission of inaccurate, misleading, or false information is grounds for disqualification from a master agreement award and may subject the proposer to remedies available by law.
E. GENERAL PROPOSAL REQUIREMENTS
Proposals must be:
1. In substantial compliance with the requirements of this RFP or it will be considered nonresponsive and be rejected.
2. Complete. A proposal will be rejected if it is conditional or incomplete.
3. Submitted in English.
4. Valid and irrevocable for 90 days following the Proposal Due Date.
Any and all costs incurred in responding to this RFP will be borne by the proposer.
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F. PROPOSAL WITHDRAWAL
Prior to the proposal deadline, a proposer may withdraw its proposal.
G. OPENING
The Opening of proposals will be conducted in the Sourcewell Procurement Portal immediately following the proposal due date and time. To view the list of proposers resulting from the opening, verify that the Sourcewell Procurement Portal opportunities list search is set to “All” or “Closed.”
Members of the public may attend the Opening at Sourcewell’s office located at 202 12th Street NE, Staples, MN to hear the results.
VI. EVALUATION AND AWARD
A. EVALUATION
It is the intent of Sourcewell to award one or more master agreements to responsive and responsible proposers offering the best overall quality, selection of equipment, products, and services, and price that meet the commonly requested specifications of Sourcewell and its Participating Entities. The award(s) will be limited to the number of proposers that Sourcewell determines is necessary to meet the needs of its Participating Entities.
Factors to be considered in determining the number of master agreements to be awarded in any category may include the following:
1. Total evaluation scores (giving consideration to natural breaks in the scoring of responsive proposals);
2. The number and geographic location of highest-scoring proposers that offer:
a. A comprehensive selection of the requested equipment, products, or services; b. A sales and service network ensuring availability and coverage for Participating Entities’ use; and
c. Other attributes of the proposer or contents of its proposal that assist Participating Entities in achieving environmental and social requirements, and goals.
Information submitted as part of a proposal should be as specific as possible when responding to the RFP. Do not assume Sourcewell has any knowledge about a specific supplier or product.
B. AWARD(S)
Award(s) will be made to the highest-scoring proposer(s) whose proposal conforms to all conditions and requirements of the RFP, and consistent with the award criteria defined in this RFP.
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Sourcewell may request written clarification of a proposal at any time during the evaluation process.
Proposal evaluation will be based on the following scoring criteria and the Sourcewell Evaluator Scoring Guide (a copy is available in the Sourcewell Procurement Portal):
Conformance to RFP Requirements Pass/Fail
Financial Viability and Marketplace Success 50
Ability to Sell and Deliver Solutions 150
Marketing Plan 100
Value Added Attributes 100
Depth and Breadth of Offered Solutions 200
Pricing 400
TOTAL POINTS 1000
C. PROTESTS OF AWARDS
Any protest made under this RFP by a proposer must be in writing, addressed to Sourcewell’s Executive Director, and delivered to the Sourcewell office located at 202 12th Street NE, P.O.
Box 219, Staples, MN 56479. All documents that comprise the complete protest package must be received, and time stamped at the Sourcewell office by 4:30 p.m., Central Time, no later than 10 calendar days following Sourcewell’s notice of master agreement award(s) or nonaward. A protest must allege a procedural, technical, or legal defect, with supporting documentation. A protest that merely requests a re-evaluation of a proposal’s content will not be entertained.
A protest must include the following items:
• The name, address, and telephone number of the protester; • Identification of the solicitation by RFP number;
• A precise statement of the relevant facts;
• Identification of the alleged procedural, technical, or legal defect; • Analysis of the basis for the protest;
• Any additional supporting documentation;
• The original signature of the protester or its representative; and • Protest bond in the amount of $20,000 (except where prohibited by law or treaty).
Protests that do not address these elements will not be reviewed.
D. RIGHTS RESERVED
This RFP does not commit Sourcewell to award any master agreement, and a proposal may be rejected if it is nonresponsive, conditional, incomplete, conflicting, or misleading. Proposals Rev. 6/2024 Sourcewell RFP #081325
Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
that contain false statements or do not support an attribute or condition stated by the proposer may be rejected.
Sourcewell reserves the right to:
• Modify or cancel this RFP at any time;
• Reject any and all proposals received;
• Reject proposals that do not comply with the provisions of this RFP; • Select, for master agreements or for discussion, a proposal other than that with the lowest cost;
• Independently verify any information provided in a proposal; • Disqualify any proposer that does not meet the requirements of this RFP, is debarred or suspended by the United States or Canada, State of Minnesota, Participating Entity’s state or province; has an officer, or other key personnel, who have been charged with a serious crime; or is bankrupt, insolvent, or where bankruptcy or insolvency are a reasonable prospect;
• Waive or modify any informalities, irregularities, or inconsistencies in the proposals received;
• Clarify any part of a proposal and discuss any aspect of the proposal with any proposer; and negotiate with more than one proposer;
• Award a master agreement if only one responsive proposal is received if it is in the best interest of Participating Entities; and
• Award a master agreement to one or more proposers if it is in the best interest of Participating Entities.
E. DISPOSITION OF PROPOSALS
All materials submitted in response to this RFP will become property of Sourcewell and will become public record in accordance with Minnesota Statutes Chapter 13, after negotiations are complete, including pricing and financial data. Sourcewell considers negotiations complete upon execution of a resulting master agreement.
Proposers are explicitly cautioned not to submit any data that they consider to be confidential, proprietary, or trade secret, as such data will not be treated as confidential and will be subject to public disclosure in accordance with Minnesota law.
07/23/2025
Addendum No. 1
Solicitation Number: RFP 081325
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Can you clarify whether this RFP is structured to award only vendors who can provide the full spectrum of vehicle types listed — including passenger vehicles, SUVs, vans, and light trucks — or whether Sourcewell intends to award specialty providers who offer niche, highly specialized solutions that meet critical municipal and utility needs not addressed by general fleet providers? For example, our company provides turnkey fiber splicing vans and underground trenchless inspection trucks — purpose-built solutions that OEMs like Ford or GM do not manufacture, and that municipalities, utilities, and public works departments specifically rely on. In many cases, we are among the few or only manufacturers in North America producing these specialized units.
Can you confirm whether Sourcewell intends to include or even prioritize such niche specialty suppliers in the award structure, alongside general vehicle vendors, to ensure members have access to the full range of solutions they need? Answer 1:
The RFP is open to any proposer that can provide the solutions outlined in RFP Section II, Article B. Requested Equipment, Products, or Services. Evaluations and awards will be made in the two categories outlined in this section of the RFP. Each proposal is evaluated based on the criteria stated in the RFP. It is the responsibility of the proposer to demonstrate their capability to deliver the requested solutions.
SourceweiL;
End of Addendum
Acknowledgement of this Addendum to RFP 081325 posted to the Sourcewell Procurement Portal on 07/23/2025, is required at the time of proposal submittal.
07/25/2025
Addendum No. 2
Solicitation Number: RFP 081325
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Is the equipment demand for this bid specifically for electric propulsion systems? Answer 1:
Refer to RFP Section II, Article B. Requested Equipment, Products, or Services.
Question 2:
Regarding Scope:
Section iv. in both Category 1 and Category 2 - Equipment, lighting, technology, accessories, safety products, and upfitting services directly related to turnkey solutions for subsections 1 b. i-iii
And ;
2. The primary focus of this solicitation is on Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories. This solicitation should NOT be construed to include:
SourceweiL;
a. Upfitting only solutions; and,
b. Equipment, accessories, or technology only solutions.
These seem to be contradictory. In one section the scope includes accessory equipment (warning devices, for example). In another section the scope excludes accessory equipment. Please clarify. We are a manufacturer of approved road warning lamps for 1st responder vehicles.
Answer 2:
Equipment, lighting, technology, accessories, safety products, and upfitting services are accepted if they are directly related to and in addition to the referenced turnkey solutions.
The primary focus of this solicitation is on automobiles, SUVs, vans, and light trucks and should not be construed to include upfitting only, or equipment, accessories, or technology only solutions.
End of Addendum
Acknowledgement of this Addendum to RFP 081325 posted to the Sourcewell Procurement Portal on 07/25/2025, is required at the time of proposal submittal.
07/28/2025
Addendum No. 3
Solicitation Number: RFP 081325
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Table 2B requests references who are eligible to be Sourcewell participating entities.
Please clarify if references need to be within the states announcing partnership with Sourcewell. If references must come from those participating states, where can we find a list of participating states?
Answer 1:
There is no requirement the references provided be from a particular geographic area.
However, if interested, a list of participating entities can be found at this link:
https://www.sourcewell-mn.gov/sourcewell-for-suppliers/agency-locator End of Addendum
Acknowledgement of this Addendum to RFP 081325 posted to the Sourcewell Procurement Portal on 07/28/2025, is required at the time of proposal submittal.
SourceweiL;
07/30/2025
Addendum No. 4
Solicitation Number: RFP 081325
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Regarding recent Federal elimination of DEI criteria, is consideration given (via-a-vis points awarded) for minority, disabled veteran, or woman-owned businesses? Answer 1:
It is left to the discretion of each proposer to determine the information or documentation necessary to best demonstrate their value-added attributes. Each proposer is asked in the questionnaire if their organization, hub partners, dealers, and/or resellers hold such certification. Proposals are evaluated per the criteria outlined in the RFP.
Question 2:
Question 23 states: List all state, cooperative purchasing agreements that you hold. What is the annual sales volume for each of these agreement over the past three years?
This question is timebound to the past 3 years, but some government contracts are only 1 year in length. Should bidding vendors include sales volumes for government contracts SourceweiL;
for the past 3 years, or should vendors also include contracts that they were recently awarded but haven't conducted sales yet?
Answer 2:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. It is left to the discretion of each proposer to determine the information necessary to best demonstrate their contract experience and financial viability and marketplace success. Proposals are evaluated per the criteria outlined in the RFP.
End of Addendum
Acknowledgement of this Addendum to RFP 081325 posted to the Sourcewell Procurement Portal on 07/30/2025, is required at the time of proposal submittal.
08/04/2025
Addendum No. 5
Solicitation Number: RFP 081325
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
In Section 16 of the Master Agreement template:
a) subsection (i), there are references to Executive Order 11246, which appears to have been rescinded by Executive Order 14173 on January 21, 2025. Does Sourcewell have an updated version of this section/template that reflects the current executive order, or should we propose updated language to align with the change? b) subsection (ii), since the Davis- Bacon act only applies to construction contracts, thus not applicable if response is specific to the sales and servicing of vehicles, OK to propose deleting this language? Or, was the intent to cover some aspect of vehicle sales/service.
If so, please provide more context.
Answer 1:
If a proposer would like to propose modifications to the master agreement they may do so within their proposal submission. Requested modifications are reviewed and are NOT automatically approved. Refer to the process outlined on page 10 of the FAQ document.
End of Addendum
Acknowledgement of this Addendum to RFP 081325 posted to the Sourcewell Procurement Portal on 08/04/2025, is required at the time of proposal submittal.
SourceweiL;
08/05/2025
Addendum No. 6
Solicitation Number: RFP 081325
Solicitation Name: Automobiles, SUVs, Vans, and Light Trucks with Related Equipment and Accessories
Consider the following Question(s) and Answer(s) to be part of the above-titled solicitation documents. The remainder of the documents remain unchanged.
Question 1:
Can we see an example of how our profile will look on Sourcewell? Answer 1:
All current and active contracts have a landing page and can be viewed on the Sourcewell website via the following link: www.sourcewell-mn.gov.
End of Addendum
Acknowledgement of this Addendum to RFP 081325 posted to the Sourcewell Procurement Portal on 08/05/2025, is required at the time of proposal submittal.
SourceweiL;
Attachment 2
Item Group Component/Functional Description Price Quote
1. Contract
2. Vehicle K7D One (1) 2027 or newer Ford Maverick (W8B) XL AWD ; to include all items specified in NJPA Master Vehicle Contract and all manufacturer's standard equipment, unless, specifically added or deleted herein $33,700.62
MAJOR STANDARD FEATURES
3. Powertrains 2.5L Hybrid INCL
Transmission CVT INCL
5. Seats/Interior Trim: Front bucket seats, 10-way power driver with manual-lumbar support, rear 60/40 split heavy-duty vinyl bench, Charcoal Black heavy-duty cloth w/ Medium Dark flint inserts,
INCL
6. Audio Audio – AM/FM stereo/single-CD player with MP3 capability, clock and 6 speakers INCL
7. Wheels/Tires: P255/65R18 AS BSW Mini Spare INCL
8. Brakes: 4-wheel heavy-duty power disc with hydraulic brake assist, 4-wheel Anti-Lock Brake System (ABS) (police-calibrated), electronic traction / stability control INCL
9. Electrical: 220A alternator; 78-amp-hr / 750CCA Maintenance Free Battery INCL
10. Safety: AdvanceTrac with RSC® (Roll Stability Control™); Airbags – Front-seat side, plus Safety Canopy® System (side-curtain airbags) and rollover sensor; Battery saver INCL
11. Convenience: Power windows & door locks; tilt & electric power assisted steering; adjustable pedals; (2) 12V powerpoints, power trunk release, dual power side view mirrors INCL
12. Comfort features: Manual A/C; Glass – Solar-tinted 1st row; privacy glass 2nd and 3rd rows INCL
13. Warranty Powertrain extended warranty INCL
City of Beverly Hills Options
14. Exterior White INCL
15. 53M SYNC Basic Communication System INCL
16. 21B Rear View Camera (Includes Electrochromic Rear View Mirror) INCL
17. INTERIOR (9W) BLACK INCL
18. 595 Remote Keyless Entry System - Key Fob INCL
19. 76R REAR PARKING SENSING INCL
20. 153 License Plate Bracket - Front INCL
21. Keys 3 Additional Keys W/Fob (FIVE TOTAL) $900.00
22. EMISSIONS CALIFORNIA EMISSIONS SYSTEM INCL
Subtotal : $34,600.62
Tax (9.0%): $3,373.56
Replacing shop # Tire Fee: $8.75
136/137/144/374/142/597 Delivery fee: $200.00
581/583/584/585/587/596 Total Purchase Price For (1)Unit: $38,182.93 588/589/590/593/594 Total Purchase for (5)Unit: $190,914.65 TERMS OF PAYMENT: NET 30
Date: 9/25/2025
Signature:
Print Name: Yesenia Covarrubias
Vendor: Watsonville Auto Fleet Group
Address: 1601 W Main St
City/State/Zip: Alhambra Ca 91801
Email: yesenia@watsonvilefleetgroup
Phone: 626 457 5590
NJPA MASTER CONTRACT 081325-NAF
FAX: (310) 278-1838
City of Beverly Hills
Department of Public Works Services, Fleet Services
PRICE QUOTE REQUEST
Telephone: (310) 285-2484
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