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RFP#082025
REQUESTFORPROPOSALS
for
FirefightingApparatusandFireServiceVehicles
ProposalDueDate:August20,2025,4:30p.m.,CentralTime
Sourcewell,aStateofMinnesotalocalgovernmentunitandservicecooperative,isrequesting proposalsforFirefightingApparatusandFireServiceVehiclestoresultinaprocurementsolution for use by its Participating Entities. Sourcewell Participating Entities include thousands of governmental,highereducation,KͲ12education,nonprofit,tribalgovernment,andotherpublic agencieslocatedintheUnitedStatesandCanada.AfullcopyoftheRequestforProposalscanbe found on the Sourcewell Procurement Portal [https://proportal.sourcewellͲmn.gov]. Only proposalssubmittedthroughtheSourcewellProcurementPortalwillbeconsidered.Proposals areduenolaterthan August20,2025,at4:30p.m.CentralTime,andlateproposalswillnotbe considered.
SOLICITATIONSCHEDULE
PublicNoticeofRFPPublished: July2,2025
PreͲproposalConference: July23,2025,10:00a.m.,CentralTime QuestionSubmissionDeadline: August12,2025,4:30p.m.,CentralTime ProposalDueDate: August20,2025,4:30p.m.,CentralTime Lateresponseswillnotbeconsidered.
Opening: August20,2025,4:30p.m.,CentralTime
SeeRFPSectionV.G.“Opening”
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I. ABOUTSOURCEWELL
A. SOURCEWELL
SourcewellisaStateofMinnesotalocalgovernmentunitandservicecooperativecreated underthelawsoftheStateofMinnesota(MinnesotaStatutesSection123A.21)thatfacilitates acompetitivepublicsolicitationandmasteragreementawardprocessforthebenefitofits 50,000+participatingentitiesacrosstheUnitedStatesandCanada.Sourcewell’ssolicitation processcomplieswithStateofMinnesotalawandpolicies,conformstoCanadiantrade agreements(includingCanadianFreeTradeAgreement,OntarioͲQuebecTradeand CooperationAgreement,andCanadaͲEuropeanUnionComprehensiveEconomicandTrade Agreement,asapplicable),andresultsincooperativepurchasingsolutionsfromwhich Sourcewell’sParticipatingEntitiesprocureequipment,products,andservices.
Cooperativepurchasingprovidesparticipatingentitiesandsuppliersincreasedadministrative efficienciesandthepowerofcombinedpurchasingvolumethatresultinoverallcostsavings.At times,Sourcewellalsopartnerswithotherpurchasingcooperativestocombinethepurchasing volumeoftheirmembershipintoasinglesolicitationandmasteragreement expandingthe
reachofawardedsuppliers’potentialpoolofendusers.
SourcewellusesawebsiteͲbasedplatform,theSourcewellProcurementPortal,throughwhich allproposalstothisRFPmustbesubmitted.
B. USEOFRESULTINGMASTERAGREEMENTS
IntheUnitedStates,Sourcewell’smasteragreementsareavailableforuseby: x Federalandstategovernmententities1;
x Cities,towns,andcounties/parishes;
x Educationservicecooperatives;
x KͲ12andhighereducationentities;
x Tribalgovernmententities;
x Somenonprofitentities;and
x Otherpublicentities.
Thefollowingentitiesarelistedinthissolicitationtosatisfytheprocurementrequirements ofOregon,Utah,andVirginia[PoliticalSubdivisionListͲOregon,Utah,andVirginia].
InCanada,Sourcewell’smasteragreementsareavailableforusebycurrentandfuturemembers including:
1 PursuanttoHAR§3Ͳ128Ͳ2,theStateofHawaii,DepartmentofAccountingandGeneralServices,StateProcurementOffice,onbehalfofthe StateofHawaiiandparticipatingjurisdictions,hasprovidednoticeofitsIntenttoParticipateinthesolicitationasaparticipatingentity.
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x Federal,provincial,andterritorialgovernmentdepartments,ministries,agencies, boards,councils,committees,commissions,andsimilaragencies; x IndigenousselfͲgoverningbodies;
x Regional,local,district,andotherformsofmunicipalgovernment,municipal organizations,schoolboards,andpubliclyfundedacademic,health,andsocialservice entitiesreferredtoasMASHsector(thisshouldbeconstruedtoincludebutnotbe limitedtothecitiesofCalgary,Edmonton,Toronto,Ottawa,andWinnipeg),aswellas anycorporationorentityownedorcontrolledbyoneormoreoftheprecedingentities; x Crowncorporations,governmententerprises,andotherentitiesthatareownedor controlledbytheseentitiesthroughownershipinterest;and x CanoeprocurementgroupofCanada’scurrentandfuturemembers.Canoemembers include:
o Federal,provincialandterritorialgovernmentdepartments,ministries,agencies, boards,councils,committees,commissions,andsimilaragencies; o Crowncorporations,governmententerprises,andotherentitiesthatareowned orcontrolledbytheseentitiesthroughownershipinterest; o IndigenousselfͲgoverningbodies;
o Airportauthorities;
o Regional,local,district,andotherformsofmunicipalgovernment,municipal organizations,schoolboards,andpubliclyfundedacademic,health,andsocial serviceentitiesreferredtoasMASHsector(thisshouldbeconstruedtoinclude butnotbelimitedtothecitiesofCalgary,Edmonton,Toronto,Ottawa,and Winnipeg),aswellasanycorporationorentityownedorcontrolledbyoneor moreoftheprecedingentities;and
o CanoeprocurementgroupofCanada’scurrentandfuturepartnerassociations, includingSaskatchewanAssociationofRuralMunicipalities,Associationof ManitobaMunicipalities,LocalAuthoritiesServices/AssociationofMunicipalities Ontario,NovaScotiaFederationofMunicipalities,FederationofPrinceEdward IslandMunicipalities,MunicipalitiesNewfoundlandLabrador,UnionofNew BrunswickMunicipalities,NorthwestTerritoriesAssociationofCommunities, AssociationofYukonCommunities,CivicInfoBC,Associationandtheircurrent andfuturemembers.
ForalistingofcurrentUnitedStatesandCanadianParticipatingEntitiesvisitSourcewell’s website(note:thereisatabforeachcountry):https://www.sourcewellͲmn.gov/sourcewellͲforͲ vendors/agencyͲlocator.
ParticipatingEntitiestypicallyaccessmasteragreementsforequipment,products,orservices throughapurchaseorderissueddirectlytotheawardedsupplier.AParticipatingEntitymay requestadditionaltermsorconditionsrelatedtoapurchase.UseofSourcewellmaster agreementsisvoluntaryandParticipatingEntitiesretaintherighttoobtainsimilarequipment, products,orservicesfromothersources.
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TomeetParticipatingEntities’needs,Sourcewellbroadlypublishespublicnoticeofall solicitationopportunities,includingthisRFP.Inaddition,whereapplicable,otherpurchasing cooperativesandprocurementofficialsreceivenoticeandareencouragedtoreͲpostthe solicitationopportunity.
Proofofpublicationwillbeavailableattheconclusionofthesolicitationprocess.
C. INTERGOVERNMENTALSUPPORTAGREEMENTS
Pursuantto10U.S.C.§2679,UnitedStatesDepartmentofDefenseauthorizedinstallations mayaccessSourcewell'sawardedcooperativepurchasingmasteragreementsthroughan IntergovernmentalSupportAgreementwithSourcewell.Alltransactionscompletedthrough thisIntergovernmentalSupportprogramaredirectlyfacilitatedbySourcewellandmaybe subjecttoadditionaltermsandconditions.
II. SOLICITATIONDETAILS
A. SOLUTIONSͲBASEDSOLICITATION
ThisRFPandcontractawardprocessisasolutionsͲbasedsolicitation;meaningthatSourcewell isseekingequipment,products,orservicesthatmeetthegeneralrequirementsofthescopeof thisRFPandarecommonlydesiredorarerequiredbylaworindustrystandards.
B. REQUESTEDEQUIPMENT,PRODUCTS,ORSERVICES
Itisexpectedthatproposerswillofferawidearrayofequipment,products,orservicesatlower pricesandwithbettervaluethanwhattheywouldordinarilyoffertoasinglegovernment entity,schooldistrict,orregionalcooperative.
1. Sourcewellisseekingproposalsfornew,remount,orrefurbishedFirefightingApparatus andFireServiceVehicles.ථThissolicitationisseekingsolutionsthatmayinclude completevehicles,chassis,firefightingspecificvehiclecomponents,accessories,and relatedservices.AwardsunderthissolicitationforFirefightingApparatusandFire ServiceVehicleswillbeinthree(3)categories.Proposerssubmittingaproposalin Category1asdefinedhereinwillbesubmittinginthecategorythatincludesStructural ApparatusandComprehensiveSolutions,per1.a.i–iii.below.Proposersseekingan awardinCategory2,offerSpecialtyApparatusandEquipment,per1.b.i–iii.below. ProposersseekinganawardinCategory3,offerBrushandWildlandUrbanInterface (WUI)Apparatus,per1.c.i–iii.below.ProposersmustchooseCategory1ORCategory 2ORCategory3,NOTmultipleCategories.
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a. Category1:StructuralApparatusandComprehensiveSolutions,including,butnot limitedto:
i. Pumpertrucks,aerialtrucks,tanker/tenderorwatersupplytrucks,andquints; ii. Equipment,options,accessories,components,andsuppliescomplementaryto theofferingoftheunittypesdescribedini.above; iii. Relatedservicesincludinginstallation,customization,remounting, refurbishment,inspection,maintenance,repair,training,andsupport,directly relatedtotheofferingini.–ii.above;and,
iv. Category1respondersMAYincludecomplementarySpecialtyApparatusand EquipmentandBrushandWildlandUrbanInterface(WUI)Apparatussolutionsin theirresponse.
b. Category2:SpecialtyApparatusandEquipment,including,butnotlimitedto: i. Specialtyapparatusincludingbutnotlimitedto:aircraftrescueandfirefighting (ARFF),commandandcommunicationunits,mobilefoamunits,andcustom rescuetrailers;
ii. Equipment,options,accessories,components,andsuppliescomplementaryto theofferingoftheunittypesdescribedini.above; iii. Relatedservicesincludinginstallation,customization,remounting, refurbishment,inspection,maintenance,repair,training,andsupport,directly relatedtotheofferingini.–ii.above;and,
iv. Category2respondersMAYincludecomplementaryBrushandWildlandUrban Interface(WUI)Apparatussolutionsintheirresponse.
c. Category3:BrushandWildlandUrbanInterface(WUI)Apparatus,suchas: i. Wildlandfirefightingapparatus,suchasbrushtrucksandwildlandurban interface(WUI)units;
ii. Equipment,options,accessories,components,andsuppliescomplementaryto theofferingoftheunittypesdescribedini.above; iii. Relatedservicesincludinginstallation,customization,remounting, refurbishment,inspection,maintenance,repair,training,andsupport,directly relatedtotheofferingini.–ii.;and,
iv. Category3respondersMAYincludecomplementarySpecialtyApparatusand Equipmentsolutionsintheirresponse.
2. TheprimaryfocusofthissolicitationisFirefightingApparatusandFireServiceVehicles withRelatedServices.ThissolicitationshouldNOTbeconstruedtoinclude services/installationͲonlysolutions.
3. Thissolicitationdoesnotincludeequipment,products,orservicescoveredunder categoriesincludedinpendingorplannedSourcewellsolicitations,orinmaster agreementscurrentlymaintainedbySourcewell,identifiedbelow:
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a. Electrical Energy Power Generation with Related Parts, Supplies, and Services (RFP#092222);
b. TrailerswithRelatedEquipment,Accessories,andServices(RFP#092922),withthe limitedexceptionofthepurposeͲbuiltfirefightingorrescuetrailersidentifiedin Section1.above;
c. AmbulanceandEmergencyMedicalServiceVehicles(RFP#122123); d. Firefighting
PersonalProtectiveEquipment,Apparel,andAccessories,withRelated CleaningandMaintenanceEquipment(RFP#010424);
e. FirefightingEquipmentandRescueToolswithRelatedSuppliesandAccessories(RFP #020124),withthelimitedexceptionoftheequipment,options,accessories,and suppliesSection1.above;
f. Class4Ͳ8ChassiswithRelatedEquipment,Accessories,andServices(RFP#032824), withthelimitedexceptionofthepurposeͲbuiltchassisidentifiedin1.above; g. PublicSafetyCommunicationsTechnologyandHardwareSolutions(RFP#020625); and,
h. Automobiles,SUVs,Vans,andLightTruckswithRelatedEquipmentandAccessories (RFP#081325).
Generally,thesolutionsforParticipatingEntitiesareturnͲkey solutions,providinga
combinationofequipment,productsandservices,delivery,andinstallationtoaproperly operatingstatus.However,equipmentͲonlyorproductsͲonlysolutionsmaybeappropriatefor situationswhereParticipatingEntitiespossesstheability,eitherinͲhouseorthroughlocalthirdͲ partycontractors,toproperlyinstallandbringtooperationtheequipmentorproductsbeing proposed.
Sourcewellpreferssuppliersthatprovideasolesourceofresponsibilityfortheequipment, products,andservicesprovidedunderaresultingmasteragreement.Ifproposerisincluding theequipment,products,andservicesofitssubsidiaryentities,theproposermustalsoidentify allincludedsubsidiariesin
itsproposal.Ifproposerrequirestheuseofdistributors,dealers, resellers,orsubcontractorstoprovidetheequipment,products,orservices,theproposalmust addresshowtheequipment,productsorserviceswillbeprovidedtoParticipatingEntities,and describethenetworkofdistributors,dealers,resellers,and/orsubcontractorsthatwillbe availabletoserveParticipatingEntitiesunderaresultingmasteragreement.
Sourcewellencouragessupplierstoofferthebroadestpossibleselectionofequipment, products,andservicesbeingproposedoverthelargestpossiblegeographicareaandtothe largestpossiblecrossͲsectionofSourcewellcurrentandfutureParticipatingEntities.
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C. REQUIREMENTS
Itisexpectedthatproposershaveknowledgeofallapplicableindustrystandards,laws,and regulationsandpossessanabilitytomarketanddistributetheequipment,products,orservices toParticipatingEntities.
1. SafetyRequirements.Allitemsproposedmustcomplywithcurrentapplicablesafetyor regulatorystandardsorcodes.
2. Deviation from Industry Standard. Deviationsfromindustrystandardsmustbe identifiedwithanexplanationofhowtheequipment,products,andserviceswillprovide equivalentfunction,coverage,performance,and/orrelatedservices.
3. Deliveredandoperational.Unlessclearlynotedintheproposal,equipmentand productsmustbedeliveredtotheParticipatingEntityasoperational.
4. Warranty.Allequipment,products,supplies,andservicesmustbecoveredbya warrantythatistheindustrystandardorbetter.
D. PROSPECTIVEMASTERAGREEMENTTERM
Thetermofanyresultingmasteragreement(s)awardedbySourcewellunderthissolicitation willbefouryears.SourcewellandsuppliermayagreetouptothreeadditionaloneͲyear extensionsbasedonthebestinterestsofSourcewellanditsParticipatingEntities.Sourcewell retainstherighttoconsideradditionalextensionsbeyondsevenyearsasrequiredunder exceptionalcircumstances.
E. ESTIMATEDMASTERAGREEMENTVALUEANDUSAGE
Basedonpastvolumeofsimilarmasteragreements,theestimatedannualvalueofall transactionsfrommasteragreementsresultingfromthisRFPareanticipatedtobeUSD250M; therefore,proposersareexpectedtoproposevolumepricing.Sourcewellanticipates considerableactivityunderthemasteragreement(s)awardedfromthisRFP;however,sales andsalesvolumefromanyresultingmasteragreementarenotguaranteed.
F. MARKETINGPLAN
Proposer’ssalesforcewillbetheprimarysourceofcommunicationwithParticipatingEntities. Theproposer’sMarketingPlanshoulddemonstrateproposer’sabilitytodeployasalesforceor dealernetworktoParticipatingEntities,aswellasproposer’ssalesandservicecapabilities.Itis expectedthatproposerwillpromoteandmarketanymasteragreementaward.
G. ADDITIONALCONSIDERATIONS
1. Masteragreementswillbeawardedtoproposersabletobestmeettheneedof ParticipatingEntities.Proposersshouldsubmittheircompletelineofequipment, products,orservicesthatareapplicabletothescopeofthisRFP.
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2. Aproposermaysubmitonlyoneproposal.Ifrelated,affiliated,orsubsidiaryentities electtosubmitseparateproposals,ratherthanasingleparentͲentityproposal,each suchproposalmustbepreparedindependentlyandwithoutcooperation,collaboration, orcollusion.
3. Ifaproposerworkswithaconsultantonitsproposal,theconsultant(anindividualor company)maynotassistanyotherentitywithaproposalforthissolicitation.
4. Proposersshouldincludeallrelevantinformationinitsproposal,sinceSourcewell cannotconsiderinformationthatisnotincludedintheproposal.Sourcewellreserves therighttoverifyproposer’sinformationandmayrequestclarificationfromaproposer, includingsamplesoftheproposedequipmentorproducts.
5. Dependingupontheresponsesreceivedinagivencategory,Sourcewellmayneedto organizeresponsesintosubcategoriesinordertoprovidethebroadestcoverageofthe requestedequipment,products,orservicestoParticipatingEntities.Awardsmaybe basedonasubcategory.
6. Aproposer’sdocumentednegativepastperformancewithSourcewellorits ParticipatingEntitiesoccurringunderapreviouslyawardedSourcewellmaster agreementmaybeconsideredintheevaluationofaproposal.
III. PRICING
A. REQUIREMENTS
Allproposedpricingmustbe:
1. EitherLineͲItemPricingorPercentageDiscountfromCatalogPricing,oracombinationof these:
a. LineͲitemPricingispricingbasedoneachindividualproductorservice.Eachlinemust indicate the proposer’s published “List Price,” as well as the “Master Agreement Price.”
b. PercentageDiscountfromCatalogorCategoryisbasedonapercentagediscountfrom acatalogorlistprice,definedasapublishedManufacturer’sSuggestedRetailPrice (MSRP) for the products or services. Individualized percentage discounts can be appliedtoanynumberofdefinedproductgroupings.Proposerswillberesponsible 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 masteragreementresultingfromthisRFP.
2. Theproposer’snottoexceedprice.Anottoexceedpriceisthehighestpriceforwhich equipment,products,orservicesmaybebilledtoaParticipatingEntity.However,itis permissibleforsupplierstosellatapricethatislowerthantheagreeduponprice.
3. StatedinU.S.andCanadiandollars(asapplicable).
4. Clearlyunderstandable,complete,andfullydescribethetotalcostofacquisition(e.g.,the costoftheproposedequipment,products,andservicesdeliveredandoperationalforits intendedpurposeintheParticipatingEntity’slocation).
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ProposersshouldclearlyidentifyanycoststhatareNOTincludedintheproposedproductor servicepricing.Thismayincludeitemssuchasinstallation,setup,mandatorytraining,orinitial inspection.Includeidentificationofanypartiesthatimposesuchcostsandtheirrelationshipto the proposer. Additionally, proposers should clearly describe any unique distribution and/or deliverymethodsoroptionsofferedintheproposal.
B. ADMINISTRATIVEFEES
ProposersawardedamasteragreementareexpectedtopaytoSourcewellanadministrativefee inexchangeforSourcewellfacilitatingtheresultingmasteragreements.Theadministrativefee isnormallycalculatedasapercentageofthetotalsalestoParticipatingEntitiesforallequipment, products,orservicesmadeduringacalendarquarter,andistypicallyonepercent(1%)totwo percent(2%).Insomecategories,aflatfeemaybeanacceptablealternative.
IV. MASTERAGREEMENT
Proposersawardedamasteragreementwillberequiredtoexecuteamasteragreementwith Sourcewell(seeattachedtemplate).Onlythosemodificationstheproposerindicatesinits proposalwillbeavailablefordiscussion.MuchofthelanguageintheMasterAgreement reflectsMinnesotalegalrequirementsandcannotbealtered.Numerousand/oronerous exceptionsthatcontradictMinnesotalawmayresultintheproposalbeingdisqualifiedfrom furtherreviewandevaluation.
Toidentifyanyexception,ortorequestanymodification, toSourcewell’sstandardmaster
agreementterms,conditions,orspecifications,aproposermustsubmittheproposed exception(s)orrequestedmodification(s)viaredlineintheMasterAgreementTemplate providedinthe“Documents”sectionofthe“BidDetails”pageontheSourcewellProcurement Portalanduploadedaspartofitsresponse.Onlythoseexceptionsnotedatthetimeofthe proposalsubmissionwillbeconsidered.
Exceptionsmust:
1. Clearlyidentifytheaffectedarticleandsection.
2. Clearlynotetherequestedmodification;andasapplicable,providerequested alternativelanguage.
Unclearrequestswillbeautomaticallydenied.
OnlythoseexceptionsthathavebeenacceptedbySourcewellwill beincludedinthemaster
agreementdocumentprovidedtotheawardedsupplierforsignature.
Ifaproposerreceivesamasteragreementawardresultingfromthissolicitationitwillhaveup to30daystosignandreturnthemasteragreement.Afterthattime,atSourcewell’ssole discretion,themasteragreement
awardmayberevoked.
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V. RFPPROCESS
A. PREͲPROPOSALCONFERENCE
Sourcewellwillholdanoptional,nonͲmandatorypreͲproposalconferenceviawebcastonthe dateandtimenotedintheSolicitationScheduleforthisRFPandontheSourcewell ProcurementPortal.Thepurposeofthisconferenceistoallowpotentialproposerstoask questionsregardingthisRFPandSourcewell’scompetitiveprocurementprocess.Information aboutthewebcastwillbesenttoallentitiesthathaveregisteredforthissolicitation opportunitythroughtheirSourcewellProcurementPortalVendorAccount.PreͲproposal conferenceattendanceisoptional.
B. QUESTIONSREGARDINGTHISRFPANDORALCOMMUNICATION
AllquestionsregardingthisRFPmustbesubmittedthroughtheSourcewellProcurementPortal. ThedeadlineforsubmissionofquestionsisfoundintheSolicitationScheduleandonthe SourcewellProcurementPortal.Answerstoquestionswillbeissuedthroughanaddendumto thisRFP.Repetitivequestionswillbesummarizedintoasingleanswerandidentifying informationwillberemovedfromthesubmittedquestions.
Allquestions,whetherspecifictoaproposerorgenerallyrelatedtotheRFP,mustbesubmitted usingthisprocess.DonotcontactindividualSourcewellstafftoaskquestionsorrequest informationasthismaydisqualifytheproposerfromresponding tothisRFP.Sourcewellwillnot
respondtoquestionssubmittedafterthedeadline.
C. ADDENDA
SourcewellmaymodifythisRFPatanytimepriortotheproposalduedatebyissuingan addendum.AddendaissuedbySourcewellbecomeapartoftheRFPandwillbedeliveredto potentialproposersthroughtheSourcewellProcurementPortal.Sourcewellacceptsnoliability inconnectionwiththedeliveryofanyaddenda.
BeforeaproposalwillbeacceptedthroughtheSourcewellProcurementPortal,alladdenda,if any,mustbeacknowledgedbytheproposerbycheckingtheboxforeachaddendum.Itisthe responsibilityoftheproposertocheckforanyaddendathatmayhavebeenissueduptothe solicitationduedateandtime.
Ifanaddendumisissuedafteraproposersubmitteditsproposal,theSourcewellProcurement PortalwillWITHDRAWthesubmissionandchangetheproposer’sproposalstatusto INCOMPLETE.Theproposercanviewthisstatuschangeinthe“MYBIDS”sectionofthe SourcewellProcurementPortalVendorAccount.
Theproposerissolelyresponsibletocheckthe
“MYBIDS”sectionoftheSourcewellProcurementPortalVendorAccountperiodicallyafter submittingitsproposal(anduptotheProposalDueDate).Iftheproposer’sproposalstatushas changedtoINCOMPLETE,theproposerissolelyresponsibleto:
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1. Makeanyrequiredadjustmentstoitsproposal;
2. Acknowledgetheaddenda;and
3. EnsurethereͲsubmittedproposalisreceivedthroughtheSourcewellProcurementPortal nolaterthantheProposalDueDateandtimeshownintheSolicitationScheduleabove.
D. PROPOSALSUBMISSION
Proposer’scompleteproposalmustbesubmittedthroughtheSourcewellProcurementPortal nolaterthanthedateandtimespecifiedintheSolicitationSchedule.Anyotherformof proposalsubmission,whetherelectronic,paper,orotherwise,willnotbeconsideredby Sourcewell.Lateproposalswillnotbeconsidered.Itistheproposer’ssoleresponsibilityto ensurethattheproposalisreceivedontime.
Itisrecommendedthatproposersallowsufficienttimetouploadtheproposalandtoresolve anyissuesthatmayarise.ThetimeanddatethataproposalisreceivedbySourcewellissolely determinedbytheSourcewellProcurementPortal
webclock.
IntheeventofproblemswiththeSourcewellProcurementPortal,followtheinstructionsfor technicalsupportpostedintheportal.Itmaytakeupto24hourstorespondtocertainissues.
Uponsuccessfulsubmissionofaproposal,theSourcewellProcurementPortalwillautomatically generateaconfirmationemailto
theproposer.Iftheproposerdoesnotreceiveaconfirmation email,contactSourcewell’ssupportproviderat[email protected].
Toensurereceiptofthelatestinformationandupdatesviaemailregardingthissolicitation,or iftheproposerhasobtainedthissolicitationdocumentfromathirdparty,theonusisonthe proposertocreateaSourcewellProcurementPortalVendorAccountandregisterforthis solicitationopportunity.
WithintheSourcewell
ProcurementPortal,allproposalsmustbedigitallyacknowledgedbyan authorizedrepresentativeoftheproposerattestingthattheinformationcontainedinthe proposalistrueandaccurate.Bysubmittingaproposal,proposerwarrantsthattheinformation providedistrue,correct,andreliableforpurposesofevaluationforpotentialmaster agreementaward.Thesubmissionofinaccurate,misleading,orfalseinformationisgroundsfor disqualificationfromamasteragreementawardandmaysubjecttheproposertoremedies availablebylaw.
E. GENERALPROPOSALREQUIREMENTS
Proposalsmustbe:
1. In substantial compliance with the requirements of this RFP or it will be considered nonresponsiveandberejected.
2. Complete.Aproposalwillberejectedifitisconditionalorincomplete.
3. SubmittedinEnglish.
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4. Validandirrevocablefor150daysfollowingtheProposalDueDate.
AnyandallcostsincurredinrespondingtothisRFPwillbebornebytheproposer.
F. PROPOSALWITHDRAWAL
Priortotheproposaldeadline,aproposermaywithdrawitsproposal.
G. OPENING
TheOpeningofproposalswillbeconductedintheSourcewellProcurementPortalimmediately followingtheproposalduedateandtime.Toviewthelistofproposersresultingfromthe opening,verifythattheSourcewellProcurementPortalopportunitieslistsearchissetto“All” or“Closed.”
Membersofthepublic
mayattendtheOpeningatSourcewell’sofficelocatedat20212th StreetNE,Staples,MNtoheartheresults.
VI. EVALUATIONANDAWARD
A. EVALUATION
ItistheintentofSourcewelltoawardoneormoremasteragreementstoresponsiveand responsibleproposersofferingthebestoverallquality,selectionofequipment,products,and services,andpricethatmeetthecommonlyrequestedspecificationsofSourcewellandits ParticipatingEntities.Theaward(s)willbelimitedtothenumberofproposersthatSourcewell determinesisnecessarytomeettheneedsofitsParticipatingEntities.
Factorstobeconsideredindeterminingthenumberofmasteragreementstobeawardedin anycategorymayincludethefollowing:
1. Totalevaluationscores(givingconsiderationtonaturalbreaksinthescoringofresponsive
proposals);
2. ThenumberandgeographiclocationofhighestͲscoringproposersthatoffer: a. Acomprehensiveselectionoftherequestedequipment,products,orservices; b. A sales and service network ensuring availability and coverage for Participating Entities’use;and
c. OtherattributesoftheproposerorcontentsofitsproposalthatassistParticipating Entitiesinachievingenvironmentalandsocialrequirements,andgoals.
Informationsubmittedaspartofaproposalshouldbeasspecificaspossiblewhenresponding totheRFP.DonotassumeSourcewellhasanyknowledgeaboutaspecificsupplierorproduct.
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B. AWARD(S)
Award(s)willbemadetothehighestͲscoringproposer(s)whoseproposalconformstoall conditionsandrequirementsoftheRFP,andconsistentwiththeawardcriteriadefinedinthis RFP.
Sourcewellmayrequestwrittenclarificationofaproposalatanytimeduringtheevaluation process.
Proposalevaluationwillbebased
onthefollowingscoringcriteriaandtheSourcewellEvaluator ScoringGuide(acopyisavailableintheSourcewellProcurementPortal):
ConformancetoRFPRequirements Pass/Fail
FinancialViabilityandMarketplaceSuccess 50
AbilitytoSellandDeliverSolutions 150
MarketingPlan 100
ValueAddedAttributes 100
DepthandBreadthofOfferedSolutions 200
Pricing 400
TOTALPOINTS 1000
C. PROTESTSOFAWARDS
AnyprotestmadeunderthisRFPbyaproposermustbeinwriting,addressedtoSourcewell’s ExecutiveDirector,anddeliveredtotheSourcewellofficelocatedat20212thStreetNE,P.O. Box219,Staples,MN56479.Alldocumentsthatcomprisethecompleteprotestpackagemust bereceived,andtimestampedattheSourcewellofficeby4:30p.m.,CentralTime,nolater than10calendardaysfollowingSourcewell’snoticeofmasteragreementaward(s)ornonͲ award.Aprotestmustallegeaprocedural,technical,orlegaldefect,withsupporting documentation.AprotestthatmerelyrequestsareͲevaluationofaproposal’scontentwillnot beentertained.
Aprotestmustincludethefollowingitems:
x Thename,address,andtelephonenumberoftheprotester; x IdentificationofthesolicitationbyRFPnumber;
x Aprecisestatementoftherelevantfacts;
x Identificationoftheallegedprocedural,technical,orlegaldefect; x Analysisofthe
basisfortheprotest;
x Anyadditionalsupportingdocumentation;
x Theoriginalsignatureoftheprotesteroritsrepresentative;and x Protestbondintheamountof$20,000(exceptwhereprohibitedbylawortreaty).
Proteststhatdonotaddresstheseelementswillnotbereviewed.
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D. RIGHTSRESERVED
ThisRFPdoesnotcommitSourcewelltoawardanymasteragreement,andaproposalmaybe rejectedifitisnonresponsive,conditional,incomplete,conflicting,ormisleading.Proposals thatcontainfalsestatementsordonotsupportanattributeorconditionstatedbythe proposermayberejected.
Sourcewellreservestheright
to:
x ModifyorcancelthisRFPatanytime;
x Rejectanyandallproposalsreceived;
x RejectproposalsthatdonotcomplywiththeprovisionsofthisRFP; x Select,formasteragreementsorfordiscussion,aproposalotherthanthatwiththe lowestcost;
x Independentlyverifyanyinformationprovidedinaproposal; x DisqualifyanyproposerthatdoesnotmeettherequirementsofthisRFP,isdebarredor suspendedbytheUnitedStatesorCanada,StateofMinnesota,ParticipatingEntity’s stateorprovince;hasanofficer,orotherkeypersonnel,whohavebeenchargedwitha seriouscrime;orisbankrupt,insolvent,orwherebankruptcyorinsolvencyarea reasonableprospect;
x Waiveormodifyanyinformalities,irregularities,orinconsistenciesintheproposals received;
x Clarifyanypartofaproposalanddiscussanyaspectoftheproposalwithanyproposer; andnegotiatewithmorethanoneproposer;
x Awardamasteragreementifonlyoneresponsiveproposalisreceivedifitisinthebest interestofParticipatingEntities;and
x Awardamasteragreementtooneormoreproposersifitisinthebestinterestof ParticipatingEntities.
E. DISPOSITIONOFPROPOSALS
AllmaterialssubmittedinresponsetothisRFPwillbecomepropertyofSourcewellandwill becomepublicrecordinaccordancewithMinnesotaStatutesChapter13,afternegotiations arecomplete,includingpricingandfinancialdata.Sourcewellconsidersnegotiations completeuponexecutionofaresultingmasteragreement.
Proposersareexplicitlycautionednottosubmitanydatathattheyconsidertobeconfidential, proprietary,ortradesecret,assuchdatawillnotbetreatedasconfidentialandwillbesubject topublicdisclosureinaccordancewithMinnesotalaw.
7/02/2025
Addendum No. 1
Solicitation Number: RFP 082025
Solicitation Name: Firefighting Apparatus and Fire Service Vehicles
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:
Do we have to start submission in order to see the documents that need to be completed or is there a different way?
Answer 1:
On the Sourcewell Procurement Portal login page, under the heading “Resource Materials”, follow the link “Submit Response Guide”.
End of Addendum
Acknowledgement of this Addendum to RFP 082025 posted to the Sourcewell Procurement Portal on 7/02/2025, is required at the time of proposal submittal.
7/03/2025
Addendum No. 2
Solicitation Number: RFP 082025
Solicitation Name: Firefighting Apparatus and Fire Service Vehicles
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 this RFP a continuation or renewal of RFP 113021, which is set to expire in February 2026? If so, are there any significant differences between the two RFPs? Answer 1:
Each solicitation is unique and stands alone. The published RFP articulates the requested equipment, products and services. The previous RFP is available at Search Sourcewell Awarded Contracts & Vendors | Sourcewell.
End of Addendum
Acknowledgement of this Addendum to RFP 082025 posted to the Sourcewell Procurement Portal on 7/03/2025, is required at the time of proposal submittal.
7/23/2025
Addendum No. 3
Solicitation Number: RFP 082025
Solicitation Name: Firefighting Apparatus and Fire Service Vehicles 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 confirm that any financial documents and disclosures provided are 100% confidential and the data will be adequately protected? Answer 1:
Refer to the RFP document Section I. E. DISPOSITION OF PROPOSALS for additional instruction. 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.
Question 2:
Our company offers helicopter firefighting with extensive night flight, tanking and bucketing experience. We are interested in offering our services to this RFP. We would like to confirm that these services would fit into Category #2 - Specialty Apparatus and Equipment, as our solutions would include pilots, aircraft mechanics and fuelers with the 'apparatus'.
Answer 2:
The Sourcewell RFP is an open and competitive solicitation process, and each RFP is an opportunity independent of any other prior, current, or future RFP. Each proposer, in its discretion, will propose the equipment, products, and services that it deems to fall within Sourcewell’s requested equipment, products, and services as described in the RFP. Only those products within the scope of the RFP will be included in any contract awarded by Sourcewell as a result of the solicitation and each Proposal will be evaluated based on the criteria stated in the RFP.
Question 3:
Could you please provide any available estimates or historical data on the expected quantity or volume for each of the three categories?
Answer 3:
The estimated value of all resultant contracts provided in Section II. E. of the RFP is based on past volumes of similar Sourcewell contracts. It is an estimate only, and no sales or sales volume are guaranteed. There is no separate estimate of Canadian volume or estimates by vertical or category.
Question 4:
Are you considering the FRI conference the week of August 12th, with the deadline for submission?
Answer 4:
The Sourcewell Procurement Portal is available 24/7 and allows multiple personnel to work on the same proposal, at the same time, just not the same table.
Question 5:
When does the 150 day irrevocable period start?
Answer 5:
The 150-day irrevocable period begins at the close of the open solicitation.
Question 6:
Prices in this current climate are heavily affected by government trade policies and geopolitics and are generally reviewed and adjusted quarterly. We will be submitting current list base prices on August 20th. Should we be awarded a Contract after 120 days of evaluation, effective Feb 1st of 2026, will we be able to submit the appropriate paperwork to bring our prices up to current list base price at that time? Answer 6:
Yes. Refer to the Master Agreement, Article 2, 2) Product and Price Changes Requirements.
Question 7:
Under the Addenda, Terms and Conditions section, there is a Yes / No radio button line.
Is the yes / no related to the sentence above saying yes or no that there is a conflict of interest OR is it for the section below asking if the Bidder agrees to the listed addendums?
Answer 7:
The yes / no radio buttons refer to the statement “The Proposer declares that there is an actual or potential Conflict of Interest relating to the preparation of its submission, and/or the Proposer foresees an actual or potential Conflict of Interest in performing the obligations contemplated in the solicitation proposal.”
End of Addendum
Acknowledgement of this Addendum to RFP 082025 posted to the Sourcewell Procurement Portal on 7/23/2025, is required at the time of proposal submittal.
7/25/2025
Addendum No. 4
Solicitation Number: RFP 082025
Solicitation Name: Firefighting Apparatus and Fire Service Vehicles
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 1, Line item 3 -- please clarify when asking for all subsidiaries, authorized affiliates responsible for offering and delivering solutions in this proposal. The question asks for entities that offer the Solutions but then later states will execute a master agreement. If there are divisions within the company and authorized dealers that offer and deliver Solutions in proposal, we can list, however, there will not be a separate master agreement with those divisions. Please clarify no separate master agreement is needed.
Answer 1:
Refer to “Master Agreement, Article 2: Sourcewell and Supplier Obligations” for clarification. No separate master agreements are needed.
Question 2:
Table 1, Line Item 6 - question on proposer's physical addresses. What are these addresses used for? Do we need to note addresses for company divisions? Are these noted on Sourcewell landing page for customer reference?
Answer 2:
These addresses are not noted on the Sourcewell awarded vendor landing page. It is for Sourcewell internal information during the contracting phase. Table 1 information is not scored.
Question 3:
Table 1, Line Item 10 - Proposer's other contacts. Are these to be used for contacts on the Sourcewell landing page, for potential customer quote requests? If so, will we need to list contacts for company divisions (example for other Categories like ARFF trucks)? Answer 3:
Other contacts are generally used on the Sourcewell awarded vendor landing page or for questions during the signing of the contract with Sourcewell. One or two additional names are all that are necessary.
End of Addendum
Acknowledgement of this Addendum to RFP 082025 posted to the Sourcewell Procurement Portal on 7/25/2025, is required at the time of proposal submittal.
7/31/2025
Addendum No. 5
Solicitation Number: RFP 082025
Solicitation Name: Firefighting Apparatus and Fire Service Vehicles
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:
What is the renewal cycle for this RFP?
Answer 1:
Refer to the Master Agreement Article 1: General Terms, 5) Term for the answer.
Question 2:
Can you give us clarity on the marketin g Plan Section? What documents should we provide?
Answer 2:
In the competitive process, Sourcewell will not advise a proposer on the content of the proposal. So, it is left to the discretion of each proposer to determine the information necessary to best demonstrate their ability to serve Sourcewell clients and that they are willing to include. The solicitation is a competitive process, and proposals are evaluated on the content submitted.
End of Addendum
Acknowledgement of this Addendum to RFP 082025 posted to the Sourcewell Procurement Portal on 7/31/2025, is required at the time of proposal submittal.
8/04/2025
Addendum No. 6
Solicitation Number: RFP 082025
Solicitation Name: Firefighting Apparatus and Fire Service Vehicles
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:
What is the preferred format for the specification submission? Is it a standard bid layout (proposal) in a word document type format? Spreadsheet with line items? I want to make sure that the submission is in the proper format. Thank you, Answer 1:
All proposals must be submitted through the Sourcewell Procurement Portal. Guidance on preparing a response in the Portal can be found in the:
1. “Submit Response Guide” on the “Bids Homepage” in the Resource Materials section.
2. RFP document section D. PROPOSAL SUBMISSION and section E. GENERAL
PROPOSAL REQUIREMENTS
3. Pre-Proposal Conference pdf of the PowerPoint or link to the video recording.
End of Addendum
Acknowledgement of this Addendum to RFP 082025 posted to the Sourcewell Procurement Portal on 8/04/2025, is required at the time of proposal submittal.
8/06/2025
Addendum No. 7
Solicitation Number: RFP 082025
Solicitation Name: Firefighting Apparatus and Fire Service Vehicles
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:
Line Item 73 - The Pricing Offered in this Proposal drop down questions are cut off, and hard to read. Can you please provide the drop down list of options to provide more clarity in what the responses are to choose from?
Answer 1:
The Line Item 73 drop down list choices are:
The pricing offered is as good as or better than pricing typically offered through existing cooperative contracts, state contracts, or agencies.
The pricing offered is consistent with standard market pricing typically offered to individual municipalities, universities, or school districts.
The pricing offered does not fit the categories above. Please specify the basis for the pricing offered, including any unique circumstances or justifications that apply.
Question 2:
Clarification required for Section 7B - Line item 81. Line 81 references the offering of unit type in line 77 above, however line 77 references detail warranties. Should it reference line 74 where you provide a detailed description of all the solutions offered?
Answer 2:
In the Portal, Table 7B:
Line item 81, should read “Equipment, option s, accessories, components, and supplies complementary to th e offering of the unit type s described in 80 above” Line Item 82 should read “Related services including installation, customization, remounting, refurbishment, inspection, ma intenance, repair, training, and support, directly related to the o ffering in 80 – 81 above”
In the Portal, Table 7C:
Line item 85, should read “Equipment, option s, accessories, components, and supplies complementary to th e offering of the unit type s described in 84 above” Line Item 86 should read “Related services including installation, customization, remounting, refurbishment, inspection, ma intenance, repair, training, and support, directly related to the o ffering in 84 - 85 above”
In the Portal, Table 7D:
Line item 89, should read “Equipment, option s, accessories, components, and supplies complementary to th e offering of the unit type s described in 88 above” Line Item 90 should read “Related services including installation, customization, remounting, refurbishment, inspection, ma intenance, repair, training, and support, directly related to the o ffering in 88 - 89 above”
End of Addendum
Acknowledgement of this Addendum to RFP 082025 posted to the Sourcewell Procurement Portal on 8/06/2025, is required at the time of proposal submittal.