CITY OF SIMI VALLEY
MEMORANDUM
S
eptember 23, 2024
TO
: City Council
F
ROM: Police Department
S
UBJECT: AUTHORIZATION TO PURCHASE FORD POLICE UTILITY
INTERCEPTORS FROM FOLSOM LAKE FORD THROUGH THE STATE
OF CALIFORNIA DEPARTMENT OF GENERAL SER VICES
COOPERATIVE AGREEMENT, AUTHORIZE THE CITY MANAGER (OR
DESIGNEE) TO EXECUTE RELATED PURCHASING DOCUMENTS
STAFF RECOMMENDATION
It is recommended that the City Council authorize the Police Department to purchase six Ford Utility Interceptors at a not-to-exceed amount of $342,733.40, for Fiscal Year (FY) 2024-25, and approve future purchases, within the approved vehicle budget for FY 2025- 26, for Police vehicle replacements from Folsom Lake Ford through the State of California Department of General Services Cooperative Purchasing Agreement, Contract Number 1-22-23-14C (Attachment B, page 6) through the term of the State Contract which expires on May 10, 2026, and authorize the City Manager (or designee) to execute r elated purchasing documents.
BACKGROUND AND OVERVIEW
On June 3, 2024, the City Council approved $400,000 for SVPD fleet replacement purchases in FY 2024-25. Historically, the Department obtains the lowest price f or its black and white vehicles through cooperative purchasing agreements, and the City Council approved the vehicle purchasing agreement on State Contract 1-22-23-14C on August 28, 2023, for FY 2022-23. To date, the total amount for this cooperative contract, including this request, is $1,285,433.40. The FY 2024-25 request will allow for six vehicle replacement purchases, and the FY 2025-26 purchases will remain within the approved vehicle replacement budget.
The City Attorney’s Office has reviewed and approved t he cooperative agreement and associated documents, and it is the intent of the P olice Department to continue to purchase replacement vehicles through this agreement through FY 2025-26.
Folsom Lake Ford has a Cooperative Agreement with the State of California and provided quotes for five black and white Police Interceptor Utility Vehicles (PUV) and one white PUV (Attachment A, page 4) in the total amount of $342,733.40 for the purchase of the six police PUVs.
AGENDA ITEM NO.
Consent (5)
2 The additional PUV purchases for FY 2025-26 are calculated at an estimated value of $60,500.00 per unit, assuming future inflation costs, as current pricing for these vehicles is unavailable.
Section 2-9.201 (f) of the City’s Municipal Code allows the use of cooperative agreements when the sponsoring agency has conducted a competitive bid process. The Cooperative Agreement with the State of California has met this requirement and the City Attorney’s Office has reviewed and approved State of California cooperative contract 1- 22-23-14C.
Given that staff must approve acceptance of vehicles prior to payment, the City’s exposure to liability is minimal.
It should be noted that the Police Package Ford Utility Interceptor is a unique vehicle configuration. Prior attempts to invite bids through the City’s customary bidding process have been unsuccessful as no bids were received for Police Utility Interceptors.
FINDINGS AND ALTERNATIVES
The following alternatives are available to the City Council:
1. Authorize the P olice Department to purchase Ford Police Interceptor Utility Vehicles from Folsom Lake Ford through the State of California Department of General Services Cooperative Agreement 1-22-23-14C at a not-to-exceed amount of $342,733.40, for Fiscal Year (FY) 2024-25 and a not -to-exceed amount within the approved vehicle budget for FY 2025-26, and authorize the City Manager (or designee) to execute related purchasing documents;
2. Do not authorize the Police Department to purchase Ford Police Interceptor Utility Vehicles;
3. Provide staff with alternate direction.
Staff recommends Alternative No. 1.
SUGGESTED CITY COUNCIL MOTION
I move to authorize the Police Department to purchase six Ford Police Interceptor Utility Vehicles at a not -to-exceed amount of $ 342,733.40, for Fiscal Year (FY) 2024- 25, and approve future purchases, within the approved vehicle budget for FY 2025-26, for Police vehicle replacements from Folsom Lake Ford through the State of California Department of General Services Cooperative Purchasing Agreement, Contract Number 1-22-23-14C (Attachment B) through the term of the state contract which expires on May 10, 2026, and authorize the City Manager (or designee) to execute related purchasing documents.
SUMMARY
The Police Department seeks authorization for the purchase of six Police Interceptor Utility Vehicles in FY 2024-25 and future purchases through the end of FY 2025-26 3 utilizing the State of California Department of General Services Cooperative Agreement 1-22-23-14C. These purchases will be funded under the Council approved budget for the Police Department’s vehicle replacement fund. Therefore, staff recommends that the City Council authorize the Police Department to immediately purchase six Ford Police Interceptor Utility Vehicles from Folsom Lake Ford through the State of California Cooperative Agreement 1-22-23-14C at a price not-to-exceed $342,733.40, for FY 2024- 25, and approve future purchases, within the approved vehicle budget for FY 2025-26, for Police vehicle replacements from Folsom Lake Ford through the term of the State Cooperative agreement, and authorize the City Manager (or designee) to execute related purchasing documents.
____________________________________
S teven Charles Shorts
Chief of Police
P
repared by: Ryan Underwood, Police Maintenance Supervisor INDEX Page
A
ttachment A: Folsom Lake Ford Quotation .................................... 4 Attachment B: California Dept. of General Services
Cooperative Purchasing Agreement ........................ 6
ATTACHMENT A
4 5
Department of General Services
Procurement Division
707 Third Street, 2nd Floor
West Sacramento, CA 95605-2811
St
ate of California
STATEWIDE CONTRACT
USER INSTRUCTIONS
All changes to most recent Supplem ent are in bold red italic. Additi ons ar e enclosed in asterisks, *, and deleti ons are enclosed in br ackets, [].
MANDATORY
*Supplement 3*
*(Incorporates Supplements 1 – 3)*
ISSUE AND EFFECTIVE DATE: *7/29/2024*
CO NTRACT NUMBER: 1-22-23-14C
DES CRIPTION: Enforcement Vehicles, Police Pursuit
(Ford Explorer V6 AWD)
(F ord Explorer V6 AWD - HEV)
CO NTRACTOR: Folsom Lake Ford
CO NTRACT TERM: 5/11/2022 through *5/10/2026*
STATE CONTRACT ADMINISTRATOR: Rudolph Jimenez
(2 79) 946-8312
Ru [email protected]
The contract user instructions, products, and pricing are included herein. All purchase documents issued under this contract incorporate the contract terms and applicable California General Provisions:
Non-IT General Provisions, rev 06/08/2010
Cal eP
rocure link: www.caleprocure.ca.gov
ORDER PLACEMENT INFORMATION
Mailing Address:
Folsom Lake Ford
12755 Folsom Blvd.
Folsom, CA 95630
Fax/Email:
Fax: (916) 353-2078
Email:
Contact Information:
Folsom Lake Ford
Mark Paoli
Phone: (916) 351-4202
Email:
ATTACHMENT B
6 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
All changes to most recent Supplement are in bold red italic. Additions are enclosed in asterisks; deletions are enclosed in brackets.
SUMMARY OF CHANGES
Supplement
Number Description/Articles Supplement
Date
*3* *Subject contract for Enforcement Vehicles, Police
Pursuit is hereby modified to reflect the following
changes:
Cover Page: Contract expiration date has
been updated to extend contract.
Article 37, VETTED FORMS/CERTIFICATIONS
has been added.
*7/29/2024*
2 Subject contract for Enforcement Vehicles, Police
Pursuit is hereby modified to reflect the following
changes:
Cover Page Note
Attachment A – Contract Pricing, Supplement 2
has been updated to reflect a price increase.
Effective February 1, 2024, orders for 25MY will
be accepted.
1/30/2024
1 Subject contract for Enforcement Vehicles, Police
Pursuit is hereby modified to reflect the following
changes:
Attachment A – Contract Pricing, Supplement 1
has been updated to reflect a price increase.
Effective September 9, 2022, orders for 23MY will
not be accepted and 23MY vehicles will not be
available until further notice.
Note: The cut-off date to submit orders for 23MY is close of business September 8, 2022.
9/2/2022
N/A Original Contract Posted
5/11/2022
All other terms and conditions remain the same.
7 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
8 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
9 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
SCOPE
The State’s contract with (Contractor) provides Enforcement Vehicles, Police Pursuit at contracted pricing to the State of California and local governmental agencies in accordance with the requirements of Contract # 1-22-23-14C. The Contractor shall supply the entire portfolio of products as identified in the contract and will be the primary point of contact for data collection, reporting, and distribution of Enforcement Vehicles, Police Pursuit to the State.
The contract term is for three (3) years with an option to extend the contract for two (2) additional one (1) year period or portion thereof. The terms, conditions, and prices for the contract extension option shall be by mutual agreement between the Contractor and the State. If a mutual agreement cannot be met the contract may be terminated at the end of the current contract term.
CONTRACT USAGE/RULES
A. State Departments
The use of this contract is mandatory for all State of California departments. State departments must adhere to all applicable State laws, regulations, policies, best practices, and purchasing authority requirements, e.g. California Codes, Code of Regulations, State Administrative Manual, Management Memos, and State Contracting Manual Volume 2, as applicable.
Prior to placing orders against this contract, State departments must have been granted non-IT purchasing authority by the Department of General Services, Procurement Division (DGS-PD) for the use of this statewide contract. State departments that have not been granted purchasing authority by DGS-PD for the use of the State’s statewide contracts may contact DGS-PD’s Purchasing Authority Management Section by e-mail at [email protected].
State departments must have a Department of General Services (DGS) agency billing code prior to placing orders against this contract. Ordering departments may contact their Purchasing Authority contact or their department’s fiscal office to obtain this information.
B. Local Governmental Agencies
Local governmental agency use of this contract is optional. Local government agencies are defined in Public Contract Code Chapter 2, Section 10298 (a) (b) and 10299 (b); this includes the California State Universities (CSU) and University of California (UC) systems, K-12 schools and community colleges empowered to expend public funds for the acquisition of products While the State makes this contract available to local governmental agencies, each local governmental agency should determine whether this contract is consistent with its procurement policies and regulations.
10 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
Local governmental agencies shall have the same rights and privileges as State departments under the terms of this contract. Any local governmental agencies desiring to participate shall be required to adhere to the same responsibilities as do State departments and have no authority to amend, modify or change any condition of the contract.
A DGS issued billing code is not required for local governmental agencies to place orders against this contract.
C. Unless otherwise specified within this document, the term “ordering agencies” will refer to all State departments and/or local governmental agencies eligible to utilize this contract. Ordering and/or usage instructions exclusive to State departments or local governmental agencies shall be identified within each article.
DGS ADMINISTRATIVE FEES
A. State Departments
The DGS will bill each State department an administrative fee for use of this statewide contract. The administrative fee should NOT be included in the order total, nor remitted before an invoice is received from DGS.
Current fees are available online in the Price Book & Directory of Services (https://www.dgs.ca.gov/OFS/Price-Book) (go to Price Book Download and click on Purchasing under Procurement Division).
B. Local Governmental Agencies
For all local government agency transactions issued against the contract, the Contractor is required to remit the DGS-PD an Incentive Fee of an amount equal to
1.25 percent of the total purchase order amount excluding taxes and freight. This Incentive Fee shall not be included in the local governmental agency’s purchase price, nor invoiced or charged to the local governmental agency. All prices quoted to local governmental agencies shall reflect State contract pricing, including any and all applicable discounts, and shall include no other add-on fees.
SB/DVBE OFF-RAMP PROVISION
There is no SB/DVBE off ramp associated with this contract.
EXEMPT PURCHASES
There are no exempt purchases associated with this contract.
PROBLEM RESOLUTION/SUPPLIER PERFORMANCE
Ordering agencies and/or Contractor shall inform the State Contract Administrator of any technical or contractual difficulties encountered during contract performance in a timely manner. This includes and is not limited to informal disputes, supplier performance, 11 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
outstanding deliveries, etc. The ordering agency should include all relevant information and/or documentation (e.g., purchase documents).
CONTRACT ITEMS
All line items are listed on Attachment A – Contract Pricing.
SPECIFICATIONS
All products listed on Attachment A, Contract Pricing, conform to Attachment B1, Specifications 2310-5644, dated 9/30/2021 and Attachment B2, Specifications 2310-5712, dated 9/30/2021.
CUSTOMER SERVICE
Contractor will provide office and personnel resources for responding to requests, including telephone coverage weekdays during the hours of 8:00 AM through 5:00 PM (PT).
Contact Phone Email
Customer Service Unit (916) 351-4202 [email protected]
PRODUCT SUBSTITUTIONS
Product substitution shall be in accordance with the General Provisions (rev 06/08/10), Article 16 entitled “Substitutions”.
PROMOTIONAL PRICING
During special pricing promotions, the Contractor shall offer the ordering agency the promotional pricing or the discount percentage off list, whichever is lower.
The Contractor shall notify the State Contract Administrator of all promotional pricing changes. Notification shall include at a minimum:
Promotion start and end dates
Models, products, and services included in the promotion Promotional pricing
Promotional pricing shall not be cause for a permanent change in pricing. Promotional pricing shall not be cause for Contractor refresh.
Promotional items shall come with all benefits of the statewide contract terms and conditions and shall include all provisions such as warranty and delivery.
12 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
PURCHASE EXECUTION
A. State Departments
1) Std. 65 Purchase Documents
State departments not transacting in FI$CAL must use the Purchasing Authority Purchase Order (Std. 65) for purchase execution. An electronic version of the Std. 65 is available at the Office of State Publishing web site (https://www.dgsapps.dgs.ca.gov/osp/StatewideFormsWeb/Forms.aspx) (select STD Forms).
All Purchasing Authority Purchase Orders (Std. 65) must contain the following:
Agency Order Number (Purchase Order Number)
Ordering Agency Name
Agency Billing Code
Purchasing Authority Number
Leveraged Procurement Number (Contract Number)
Supplier Information (Contact Name, Address, Phone Number, Fax Number, E-mail)
Line Item number
Quantity
Unit of Measure
Commodity Code Number
Product Description
Unit Price
Extension Price
2) FI$CAL Purchase Documents
State departments transacting in FI$CAL will follow the FI$CAL procurement and contracting procedures.
3) Blanket Orders
The use of blanket purchase orders against this statewide contract is not allowed.
B. Local Governmental Agencies
Local governmental agencies may use their own purchase document for purchase execution. The purchase documents must include the same data elements as listed above (Exception: Purchasing Authority Number and Billing Code which are used by State departments only).
MINIMUM ORDER
The minimum order shall be one (1) vehicle
13 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
ORDERING PROCEDURE
Ordering agencies are to submit appropriate purchase documents directly to the Contractor via one of the following ordering methods:
U.S. Mail
Facsimile
Email
The Contractor’s Order Placement Information is as follows:
ORDER PLACEMENT INFORMATION
U.S. Mail:
Folsom Lake Ford
12755 Folsom Blvd.
Folsom, CA 95630
Facsimile: (916) 353-2078
Email:
When using any of the ordering methods specified above, all State departments must conform to proper State procedures.
ORDER ACCEPTANCE
The Contractor shall accept orders from any ordering agency. The Contractor shall not accept purchase documents for this contract that:
Are incomplete
Contain non-contract items
Contain non-contract terms and conditions
The Contractor must not refuse to accept orders from any ordering agency for any other reason without written authorization from the State Contract Administrator.
ORDER RECEIPT CONFIRMATION
The Contractor will provide ordering agencies with an email or facsimile order receipt confirmation within forty-eight (48) hours of receipt of purchase document. The Order Receipt Confirmation shall include the following information:
Ordering agency name
Agency order number (purchase order number)
Purchase order total cost
Anticipated delivery date
14 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
OUT OF STOCK REMEDY
Upon receipt of an order acknowledgment identifying out of stock items, the ordering agencies shall have the following options:
Request a back order
Cancel the item from the order with no penalty
The Contractor will provide notification to the ordering agencies regarding out-of-stock items which have been back ordered.
Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products.
DISCONTINUED ITEM REMEDY
Upon receipt of an order acknowledgment identifying discontinued items, the ordering agencies shall have the following options:
Amend purchase document to reflect State-approved substitute item (per Article 10, Product Substitutions)
Cancel the item from the order
Under no circumstance is the Contractor permitted to make substitutions with non-contract items or unauthorized products without approval from the State Contract Administrator.
DELIVERY SCHEDULES
Delivery for orders placed against this contract shall be in accordance with the following:
A. Pre-Delivery Checklist
Prior to delivery, each vehicle shall be completely inspected, serviced, and detailed by the delivering dealer and/or the manufacturer’s pre-delivery service center. A copy of the pre-delivery checklist shall be completed for each vehicle, signed by a representative of the organization performing the inspection/service, and delivered with the vehicle.
B. Delivery Documents
The following documents shall be delivered to the receiving agency with the vehicle:
Completed and signed pre-delivery service checklist, including the order number and Vehicle Identification Number (VIN)
“Line Set Tickets” or “Window Sticker” showing all options installed One (1) copy of the vehicle warranty
One (1) Owner’s Manual
Speed Calibration documentation for each vehicle
15 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
C. Locations
Deliveries are to be made (statewide) to the location specified on the individual purchase order, which may include, but not limited to inside garages and parking lots.
D. Schedule
Delivery made to any State department is to begin within ninety (90) days after receipt of order (ARO). State departments may limit delivery to a maximum of ten (10) units per working day.
Delivery to local agencies is to be completed in full within 150 days ARO.
Since receiving hours for each ordering agency will vary by facility, it will be the Contractor’s responsibility to check with each facility for their specific delivery hours before delivery occurs. The Contractor must notify the ordering agency within twelve (12) hours of scheduled delivery time, if delivery cannot be made within the time frame specified on the Order Confirmation.
Contractor is requested to make deliveries in Los Angeles County, Orange County, San Bernardino Metropolitan Area, and San Diego Metropolitan Area during off-peak hours. Off-peak hours are Monday through Friday, 10:00 AM to 4:00 PM.
E. Security Requirements
Deliveries may be made to locations inside secure grounds that require prior clearances or special entry procedures for delivery drivers.
Security procedures may vary from facility to facility. The Contractor will be responsible for contacting the secure location for security procedures, hours of operation for deliveries and service, dress code, and other rules of delivery.
Deliveries that are delayed due to drivers not being cleared to enter secure grounds may be cause for contract default.
FREE ON BOARD (F.O.B.) DESTINATION
All prices offered shall be F.O.B. destination; freight prepaid by the Contractor, to the ordering agency’s receiving point. Responsibility and liability for loss or damage for all orders shall remain with the Contractor until final inspection and acceptance, when all responsibility shall pass to the ordering agency, except the responsibility for latent defects, fraud, and the warranty obligations.
The Contractor will be required to deliver vehicles to State agencies or local agencies FOB Destination, Sacramento County. Additionally, delivery shall be FOB Destination to the California Highway Patrol (CHP), Fleet Operations, 3300 Reed Ave., West Sacramento, California 95605.
16 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
Vehicles shall be delivered from the factory to the Contractor’s place of business. If the purchase order indicates delivery outside an FOB point, the Contractor and agency will negotiate for delivery beyond the FOB point. This delivery may be subject to an additional delivery charge by the resulting contractor(s). This charge shall be shown as a separate item on the purchase order and invoice.
State agencies requesting delivery outside the FOB area must contact the Transportation Management Unit for freight rate comparisons if the Contractor is delivering the vehicle.
These delivery instructions will be provided on the purchase order. Contractors receiving a purchase order without specific transportation instructions must contact the ordering agency.
Caravan or drive-away method of delivery from the factory to a dealer is not acceptable.
The supplier shall insure that each vehicle reaches its delivery point with no less than five (5) gallons of fuel in the fuel tank.
Drop ship deliveries shall not be made without prior State inspection.
Vehicles delivered from a Contractor with more than 50 miles on the odometer will be charged 50 cents for each mile exceeding 50 miles. This charge shall be deducted from the order price for each vehicle delivered against each order. Vehicles delivered with more than 250 miles on the odometer will not be accepted.
SHIPPED ORDERS
All shipments shall be in accordance with the General Provisions, Article 12 entitled “Packing and Shipment”.
PACKING SLIP
A packing slip will be included with each shipment, which will include at least the following information in no particular order:
Agency order number (purchase order number)
Ordering agency name
Line item description
Quantity ordered
Quantity included in shipment
Any back ordered or out of stock items and availability date of unfilled and partial shipment
Number of parcels
Destination
All information contained on the packing label
17 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
PACKING LABEL
A packing label will also be included with each order shipped and include the following items, visible on the outside of the box:
Ordering agency name
Delivery address, unit, and/or floor
Department and floor
Ordering agency contact name
Ordering agency telephone number
SAFETY DATA SHEET
The Contractor shall provide a Safety Data Sheet for product(s) subject to Title 8 of the California Code of Regulations, Section 5194, Hazard Communication. The Safety Data Sheet is to be prepared and delivered in accordance with this Section.
INSPECTION AND ACCEPTANCE
Vehicles ordered for State use will be inspected by a State Inspector at the Contractor’s place of business. Inspection by local agencies will be at the Contractor’s place of business or as otherwise agreed to by the dealer and local purchasing agency. Inspection will commence within five (5) State working days of notification that a vehicle is ready for inspection. Inspection will include: specification compliance, workmanship, appearance, proper operation of all equipment and systems, and that all documents are present. In the event deficiencies are detected, the vehicle will be rejected and the delivering Contractor will be required to make the necessary repairs, adjustments or replacements. Payment and/or the commencement of a discount period (if applicable) will not begin until the defects are corrected and the vehicle is re-inspected and accepted.
Completion of inspection or acceptance by the State Inspector shall in no way release the Contractor from satisfying the requirements of the contract, specifications, and warranty.
Deviations from the specified requirements that are detected by the inspection shall be corrected by the Contractor in an expeditious manner at no expense to the owning agency.
Inspection by local agencies will be at the dealer’s place of business or as otherwise agreed to by the dealer and local purchasing agency.
CONTRACT ADMINISTRATION
Both the State and the Contractor have assigned contract administrators as the single points of contact for problem resolution and related contract issues.
18 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
Administrator
Information DGS-PD Folsom Lake Ford
Contact
Name:
Rudolph Jimenez Mark Paoli
Telephone: (279) 946-8312 (916) 951-4202
Facsimile: (916) 375-4613 (916) 353-2078
Email: [email protected] [email protected] Address: DGS/Procurement Division
Attn: Rudolph Jimenez
707 Third Street, 2nd Floor, MS 201
West Sacramento, CA 95605
Folsom Lake Ford
Attn: Mark Paoli
12755 Folsom Blvd.
Folsom, CA 95630
RETURN POLICY
The Contractor will accept all products for return at no cost to the ordering agency within thiry (30) calendar days of delivery, and refund the customer in full.
Products returned should be in the packaging as delivered and include all documentation.
Lost or damaged packaging materials and/or documentation shall be supplied by the Contractor. The Contractor shall not charge for these materials in excess of the Contractor’s cost or the 10 percent restocking fee, whichever is lower. The Contractor shall provide the State Contract Administrator and/or ordering agency a copy of the Contractor’s material cost, if requested, within ten (10) days of request.
All returns shall be picked up within seven (7) working days of notification. Notification is defined as notice in writing, by facsimile, or e-mail.
CREDIT POLICY
The Contractor shall offer a credit/refund for the following items:
Items shipped in error
Items that are returned within thirty (30) calendar days of delivery Defective or freight-damaged items
In all cases, the ordering agency shall have the option of taking an exchange or receiving a credit, or receiving a refund.
The Contractor will be responsible for the credit or replacement of all products, including those covered by manufacturer warranties. The Contractor cannot require the ordering agency to deal directly with the manufacturer.
19 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
RESTOCKING FEES
The Contractor will not impose a restocking fee on the ordering agency for the following situations:
Items returned that were damaged upon receipt
Incorrect items shipped
Items that are returned within thirty (30) calendar days of delivery Items that are returned, but exchanged for other items within thirty (30) calendar days Re-stocking fees for all other reasons shall be 10 percent of the value of the items to be re-stocked.
The packaging and documentation provisions in accordance with Article 27, Return Policy, shall apply to re-stocked items.
The Contractor will not be required to accept returns more than sixty (60) days after delivery. The ordering agency will be responsible for return transportation costs to the Contractor if so accepted after sixty (60) days after delivery.
INVOICING
Ordering agencies may require separate invoicing, as specified by each ordering agency.
Invoices will contain the following information:
Contractor’s name, address and telephone number
Leveraged Procurement Agreement Number (Contract Number) Agency order number (purchase order number)
Item and commodity code number
Quantity purchased
Contract price and extension
State sales and/or use tax
Prompt payment discounts/cash discounts, if applicable Totals for each order
PAYMENT
A. Terms
Payment terms for this contract are net forty-five (45) days. Cash Discount of $500 per unit for payment within twenty (20) days. Payment will be made in accordance with the provisions of the California Prompt Payment Act, Government Code Section 927, et seq. Unless expressly exempted by statute, the Act requires State departments to pay properly submitted, undisputed invoices not more than forty-five (45) days after the date of acceptance of goods, performance of services, or receipt of an undisputed invoice, whichever is later.
20 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
B. CAL-Card Use
Use of the CAL-Card for payment of invoices is not allowed under this statewide contract.
C. State Financial Marketplace
State departments reserve the right to select the form of payment for all procurements, be it either an outright purchase with payment rendered directly by the State, or a financing/lease-purchase or operating lease via the State Financial Marketplace (GS $Mart and/or Lease $Mart). If payment is via the financial marketplace, the Contractor will invoice the State department and the State department will approve the invoice and the selected Lender/Lessor for all product listed on the State's procurement document will pay the Contractor on behalf of the State.
D. Payee Data Record
Each State department’s accounting office must have a copy of the Contractor’s Payee Data Record (Std. 204) in order to process payments. State departments should forward a copy of the Std. 204 to their accounting offices. Without the Std. 204, payment may be unnecessarily delayed. State departments should contact the Contractor for copies of the Payee Data Record.
CALIFORNIA SELLER’S PERMIT
The California seller permit number for the Contractor is listed below. Ordering Agencies can verify that permits are currently valid at the following website: www.cdtfa.ca.gov.
State departments must adhere to the file documentation identified in the State Contracting Manual Volume 2.
Contractor Name Seller Permit #
Folsom Lake Ford 26-797640
WARRANTY
The manufacturer’s regular new vehicle warranty shall apply to all vehicles procured against the resulting contract.
The warranty shall be factory authorized and shall cover not less than 3 years/36,000-mile bumper to bumper, no charge parts and labor. All emission-related components shall be warranted in compliance with the California Air Recourses Board (CARB) and Federal requirements. Bids offering independent insurance or a statement indicating self-insurance will be deemed non-responsive and will be rejected.
This warranty shall be honored by all franchised dealers of the vehicle within the State of California. The State’s established preventative maintenance procedures and practices shall be acceptable to the manufacturer/dealers in lieu of the manufacturer’s prescribed 21 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
procedures, which may form a part of the warranty. All warranty certificates and/or cards shall be supplied with each vehicle delivered.
If an additional extended warranty is purchased, a warranty certificate, warranty card, or a statement indicating the extended warranty has been recorded with the manufacturer shall be furnished with each vehicle delivered.
Normal wear items such as tires, belts, hoses, headlamps, light bulbs, brake linings, brake discs/drums, etc. are excluded from warranty coverage. All other items not subject to normal wear or gross operator neglect and abuse, such as window, seat or wiper motors, chassis electrical switches (door, trunk lid), paint, hinges, locks, etc., shall be covered.
The State reserves the right to use re-refined lubrication oils, where available, in lieu of the virgin equivalent oils. The re-refined oils used by the State will meet all API and SAE standards and specifications as set forth by the vehicle manufacturer. The use of said oils shall in no way void or degrade the original manufacturer’s minimum 3-year/36,000-mile warranty.
The State reserves the right to use recycled content antifreeze/coolant, where available, in lieu of virgin equivalent antifreeze/coolant, in servicing its vehicles. The recycled antifreeze/coolant used by the State will meet all ASTM standards and specifications as set forth by the vehicle manufacturer. The use of said recycled antifreeze/coolant shall in no way void or degrade the original manufacturer’s minimum 3-year/ 36,000-mile warranty.
“Manufacturer’s Warranty Policy and Procedures Manual” shall be made available upon customer request. The solicitation shall also require each awarded Bidder to designate by name, a responsible contact and alternate assigned for the duration of the contract, who will resolve State warranty-related claims on a priority basis.
Note: Vehicles not placed in service immediately upon receipt shall be warranted from the date the unit is placed in service. The receiving agency shall notify the dealer in writing of the actual “in-service” date.
WARRANTY REPAIR PARTS
It shall be the responsibility of the Contractor to maintain an adequate stock of all regular and special parts to meet the continuing service and warranty repair parts needs of the State without undue delay. A special system shall be set up for expediting the procurement of back order items needed to repair an inoperative vehicle including a system to air freight parts at the Contractor’s expense when parts are not in stock in California parts depots.
Warranty replacement parts shall be available within three (3) working days after telephone notification.
RECYCLED CONTENT
There is no recycled content associated with this contract. 22 STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-22-23-14C
Contract User Instructions, *Supplement 3*
SB/DVBE PARTICIPATION
There is no Small Business (SB) or Disabled Veteran Business Enterprise (DVBE) participation for this contract.
VETTED FORMS/CERTIFICATION
The DGS-PD, as the awarding department, has assessed the Contractor and subcontractor forms, certifications, and compliance to performing a commercially useful function (CUF) during the solicitation evaluation process. Consequently, when executing purchase documents pursuant to this contract, it is not necessary for State departments operating under statewide contract purchasing authority to conduct a CUF evaluation or request the completion of the following required certifications and forms:
GenAI Disclosure & Factsheet (STD 1000)
Bidder Declaration Form (GSPD 05-105)
DVBE Declaration Form (DGS-PD 843)
Darfur Contracting Act Form
California Civil Rights Certification Form
Iran Contracting Act Certification
Russian Sanctions Agreement
Federal Debarment*
ATTACHMENTS
Attachment A – Contract Pricing
Attachment B1, Specifications 2310-5644, dated 9/30/2021 Attachment B2, Specifications 2310-5712, dated 9/30/2021 23