REQUEST FOR BID
NOTICE TO PROSPECTIVE BIDDERS OF
RFB # ONS-2024-FORD TRANSIT VANS IN
STOCK
BIDS WILL BE RECEIVED UNTIL:
WEDNESDAY, JUNE 24, 2024
AT 2:00 P.M.
The City of Richmond has determined the following specifications for bid purposes. The specifications referenced are not intended to be restrictive but descriptive of the type and quality of goods the City of Richmond desires to purchase. Bids for similar items of like quality will be considered if the bid is fully noted with the manufacturer’s brand name and model including a detailed listing of their specifications. The City of Richmond reserves the right to determine products of equal value. Vendors will not be allowed to make unauthorized substitutions after award is made.
RFB# ONS-2024-FORD TRANSIT VANS
2 1.0 INTRODUCTION TO REQUEST FOR BID
1.1 Introduction & Specifications
The City of Richmond is soliciting bids from qualified Ford dealerships for (2) 2024 Ford Transit vans with a 148” wheelbase and a medium roof that are IN STOCK.
A successful bidder shall deliver the vehicles at the lowest price available. This RFB is not a contract. The City of Richmond reserves the right to accept, reject and/or award to multiple bidders for the product stated in this RFB.
All prices shall be F.O.B., Jobsite, Richmond, California. Do not add taxes to the vehicle cost for this Bid, it will be placed on a separate line. The sales tax rat e for the City of Richmond is currently 9.75%.
1.2 Bid Submittal Time and Date
The closing date and time for RFB# ONS-2024-FORD TRANSIT VAN is: June 24, 2024, 2:00 PM
Electronic Bids shall be submitted via the City’s secure online bidding system. All required sections must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late Bids and no exceptions shall be made. Contractors will receive an e -bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully. Late, telephone and/or faxed bids will not be accepted.
1.3 Contact Person
All
questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00pm PST, on June 17, 2024. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notification of addendum.
Otherwise, answers to questions received will be provided on the Q&A tab and notification will be sent by June 19, 2024. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible Addenda to the RFP that may have been posted.
Any party submitting a Bid shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the Bid. Any party attempting to influence or circumvent the bid submittal, and review process may have their Bid rejected for violating this provision of the Bid.
RFB# ONS-2024-FORD TRANSIT VANS
3 2.0 INTRUCTIONS TO BIDDERS
2.1 Bid Worksheet
Bids shall be submitted only on the furnished Bid Worksheet on an exact copy thereof and shall be based upon the specifications, scope of work and other pertinent information in this document (ATTACHMENT I).
2.2 Signatures
All Bids must be signed and dated in the Bidder’s handwriting or that of a duly authorized officer or agent. All information, prices, notations and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the Bid.
2.3 Terms of Bid
Bids shall be valid and binding upon the Bidder and irrevocable for ninety (90) days.
However, the City of Richmond, may award the work to another bidder or may call new Bids if:
• Bidder fails or refuses to execute the services acceptable to the City of Richmond in its sole discretions.
3.0 TERMS AND CONDITIONS
It is the sole responsibility of the Bidder to ensure compliance with the terms and conditions (if applicable) as stipulated below.
3.1 Disputes
Disagreements between the City of Richmond and Vendor concerning the meaning, requirements, or performance of this bid shall be subject to final determination, in writing, in accordance with the applicable procedures (if any) required by the State or Federal Government.
3.2 Bidder Agreement to Terms and Conditions
Submission of a signed bid will be interpreted to mean Bidder has agreed to all the terms and conditions set for in the pages of this solicitation.
RFB# ONS-2024-FORD TRANSIT VANS
4 3.3 Cancellation
The City of Richmond may cancel of any contract awarded following review of the bids WITHOUT CAUSE at any time by giving sixty(60)-day written notice to the supplier/contractor. The City, upon written notice to Contractor may immediately terminate the contract should the Contractor fail to perform properly any of its obligations hereunder. Cancellation for cause shall be at the discretion of the City and shall be for any reason including, but is not limited to, failure to supply the materials, equipment or service specified within the time allowed or within the terms, conditions or provisions of this contract. The successful Bidder may not cancel the contract without prior written consent of the City.
3.4 Compliance or Deviation to Specifications
Bidder hereby agrees that the material, equipment or services offered will meet all the requirements of the specifications in this solicitation unless deviations are clearly indicated in the Bidder’s response. Bidder may submit an attachment entitled “Exceptions to Specifications,” which must be signed by Bidder’s authorized representative. An explanation must be made for each item to which an exception is taken, giving detail the extent of the exception and the reason for which it is taken. Bids failing to comply with this requirement will be considered non -responsive. Submittal of brochure or other manufacturer literature is desirable but shall not be an acceptable substitution for this requirement.
3.5 Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code
(RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
3.6 Force Majeure
If execution of the contract shall be delayed or suspended and if such failure arises out of causes beyond the control o f and without fault or negligence of the Contractor, the Contractor shall notify the City of Richmond, in writing, within twenty -four (24) hours, after the delay. Such causes may include but are not limited to acts of God, war, acts of a public enemy, acts of any governmental entity in the sovereign or contractual capacity, fires, floods, epidemics, strikes and unusually severe weather.
RFB# ONS-2024-FORD TRANSIT VANS
5 3.8 Rejection of Bids
The City of Richmond reserves the right to reject any bids , all bids, or any part of a bid.
The City reserves the right to reject the bid of any Bidder who previously failed to perform adequately for the City of Richmond or any other governmental agency. The
City expressly reserves the right to reject the proposal of any Bidder who is in default on the payment of taxes, licenses, or other monies due the City of Richmond.
3.9 Safety
All articles delivered under the contract must conform to the Safety Orders of the State of California, Division of Industrial Safety.
3.10 Sell or Assign
The successful Bidder shall not have the right to sell, assign, or transfer, any rights or duties under the contract without the specific written consent of the City of Richmond.
3.11 Severability
If any provisions, or portions of any provisions, of the contract are held invalid, illegal, or unenforceable, they shall be severed from the contract and the remaining provisions shall be valid and enforceable.
3.12 Taxes, Federal Excise
The City of Richmond is exempt from Federal Excise Tax.
3.13 Taxes, Sales
California Sales Tax should be shown separately on the Bid Form, when and where indicated.
4.0 AWARD OF CONTRACT
4.1 General
The award of the Contract, if awarded, will be to the Bidder complying with these instructions and other prescribed requirements. Notification will be provided to the successful and unsuccessful Bidders.
The City of Richmond reserves the right to make award on the basis of the entire bid or partial awards to multiple bidders.
RFB# ONS-2024-FORD TRANSIT VANS
6 4.2 Bid Comparison
Qualified bids will be evaluated and compared on cost.
When comparing qualified bid submissions, Municipal Code 2.50.070 will be followed when a City of Richmond local business is present. This will only be applied during the comparison process only.
4.3 Vendor Forms
The winning bidder will submit a W -9 Request for Taxpayer Identification Number and Certification form and a Vendor Supplemental Questionnaire Form. These forms should be completed as soon as possible after the award announcement.
4.4 Standard Contract & Purchase Order
A written purchase order mailed or otherwise furnished to the responsible bidder who submits a responsive bid which conforms to the requirements stated herein and within the time for acceptance specified, results in a binding contract without further notice by either party. The contract shall be interpreted, construed and given effect in all respects according to the law of the State of California.
4.7 Invoices
Invoices submitted by the vendor for payments must reflect the established purchase order number. Taxes must appear on a separate line item on the invoice. Invoices contrary to this policy will be returned to the vendor for adjustment. Payment will be made thirty (30) days after receipt of an accurate and true invoice.
ATTACHMENT I Bid Worksheet for Ford Transit van