3 Ea. Tandem Axle Dump Trucks Equipped With Salt/Sand Spreader and Liquid Anti-Icing & De-Icing System

Agency: Sedgwick County
State: Kansas
Type of Government: State & Local
Caegory:
  • 23 - Ground Effect Vehicles, Motor Vehicles, Trailers, and Cycles
Posted Date: Feb 13, 2019
Due Date: Mar 5, 2019
Solicitation No: 19-0003
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFB/RFP Due Date Description Document Pre-bid Conference
19-0003 3/5/2019 1:45:00 PM 3 Ea. Tandem Axle Dump Trucks Equipped With Salt/Sand Spreader and Liquid Anti-Icing & De-Icing System A pre-bid meeting has been scheduled for Friday, February 15, 2019 at 12:00 p.m. in the Fleet Management conference room at 1021 Stillwell, Wichita, KS. This meeting is mandatory. Vendors who wish to have their proposals reviewed must have a representative from their firm present at this pre-proposal meeting.

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SEDGWICK COUNTY, KANSAS
FINANCE DEPARTMENT
Purchasing Section
525 N. Main, Suite 823 ~ Wichita, KS 67203
Phone: 316 660-7255 Fax: 316 383-7055
https://www.sedgwickcounty.org/finance/purchasing/requests-for-
bid-and-proposal/
REQUEST FOR PROPOSAL
#19-0003
3 EA. TANDEM AXLE DUMP TRUCKS EQUIPPED WITH SALT/SAND SPREADER AND LIQUID
ANTI-ICING & DE-ICING SYSTEM
February 12, 2019
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide three (3) Tandem
Axle Dump Trucks Equipped with Salt/Sand Spreader and Liquid Anti-icing & De-icing System for Public Works. If
your firm is interested in submitting a response, please do so in accordance with the instructions contained within the
attached Request for Proposal. Responses are due no later than 1:45 p.m. CST Tuesday, March 5, 2019.
To ensure that vendors have complete information prior to submitting a proposal, a pre-proposal meeting has been
scheduled for Friday, February 15, 2019 at 12:00 p.m. in the Fleet Management conference room at 1021 Stillwell,
Wichita, KS. This meeting is mandatory. Vendors who wish to have their proposals reviewed must have a
representative from their firm present at this pre-proposal meeting.
All contact concerning this solicitation shall be made through the Division of Purchasing. Proposers shall not
contact county employees, department heads, using agencies, evaluation committee members or elected officials with
questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the
Division of Purchasing in writing. Failure to comply with these guidelines may disqualify the Proposer’s response.
Sincerely,
Britt Rosencutter
Purchasing Agent
BR/ch
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Table of Contents
I.
About this Document
II. Background
III. Project Objectives
IV. Submittals
V. Scope of Work
VI. Sedgwick County’s Responsibilities
VII. Proposal Terms
A. Questions and Contact Information
B. Minimum Firm Qualifications
C. Evaluation Criteria
D. Request for Proposal Timeline
E. Contract Period and Payment Terms
F. Insurance Requirements
G. Indemnification
H. Confidential Matters and Data Ownership
I. Proposal Conditions
VIII. Required Response Content
IX. Response Form
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I. About this Document
This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a
solution, as described on the cover page and in the following Background Information section, not a bid or quotation meeting
firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As
defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around
the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or
capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal
evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements
and needs of the County. Criteria that will be used and considered in evaluation for award are set forth in this document. The
county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether
to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals.
A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves
the right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets
its required needs, quality levels and budget constraints.
The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public
facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become
public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to
public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses
and responders should understand this information will be considered prior to release, however no guarantee is made that
information will be withheld from public view.
II. Background
Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population
estimated at more than 511,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the
second highest per capita wealth among Kansas’ counties. Organizationally, the county is a Commission/Manager entity,
employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,
criminal justice, recreation, entertainment, cultural, human/social, and education.
III. Project Objectives
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide three (3) Tandem
Axle Dump Trucks Equipped with Salt/Sand Spreader and Liquid Anti-icing & De-icing System for Public Works.
IV. Submittals
Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms
in formulating a thorough response. Should you elect to participate, submit one (1) original AND one (1) electronic copy
(.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:
Britt Rosencutter
Sedgwick County Division of Purchasing
525 N. Main, Suite 823
Wichita, KS 67203
SUBMITTALS are due NO LATER THAN 1:45 p.m. CST, TUESDAY, March 5, 2019. Responses must be sealed and
marked on the lower left-hand corner with the firm name and address, proposal number, and proposal due date. Late or
incomplete responses will not be accepted and will not receive consideration for final award.
Proposal responses will be acknowledged and read into record at bid opening which will occur at 2:00 p.m. CDT, on the
due date. No information other than the respondent’s name will be disclosed at bid opening.
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V. Scope of Work
Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide three (3) Tandem
Axle Dump Trucks Equipped with Salt/Sand Spreader and Liquid Anti-icing & De-icing System for Public Works.
VI. Sedgwick County’s Responsibility
Provide information, as legally allowed, in possession of the County, which relates to the County’s requirements
or which is relevant to this project.
Designate a person to act as the County Contract Manager with respect to the work to be performed under this
contract.
Conduct final inspection and approve payment.
VII. Proposal Terms
A.
Questions and Contact Information
Any questions regarding this document must be submitted in writing to Britt Rosencutter at
britt.rosencutter@sedgwick.gov by 5:00 p.m. CST Wednesday, February 20, 2019. Any questions of a substantive
nature will be answered in written form as an addendum and posted on the purchasing website at
www.sedgwickcounty.org/finance/purchasing.asp, under view current RFQs and RFPs; to the right of the RFP number
by 5:00 p.m. CST Friday, February 22, 2019. Firms are responsible for checking the website and acknowledging any
addenda on their proposal response form.
B.
Minimum Qualifications
This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s)
and/or product(s) specified in this Request for Proposal. Firms must meet or exceed theses qualifications to be
considered for award. Any exceptions to the requirements listed should be clearly detailed in proposer’s response.
Proposers shall:
1. Have a minimum of 10 years of experience in providing services similar to those specified in this RFP.
2. Have an understanding of industry standards and best practices.
3. Have experience in managing projects of comparable size and complexity to that being proposed.
4. Have knowledge of and comply with all currently applicable, and as they become enacted during the contract
term, federal, state and local laws, statutes, ordinances, rules and regulations. All laws of the State of Kansas,
whether substantive or procedural, shall apply to the contract, and all statutory, charter, and ordinance provisions
that are applicable to public contracts in the county shall be followed with respect to the contract.
5. Municipal and county government experience is desired, however, the county will make the final determination
based on responses received and the evaluation process.
6. Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this RFP.
7. Provide project supervision (as required) and quality control procedures.
8. Have appropriate material, equipment and labor to perform specified services.
9. Wear company uniform or ID badge for identification purposes.
C.
Evaluation Criteria
The selection process will be based on the responses to this RFP. County staff will judge each response as determined
by the scoring criteria below. Purchasing staff are not a part of the evaluation committee.
Component
Vendors Reliability and Customer references
Meeting all required Specifications
Overall Warranty
Timeline for Delivery of Vehicle
Pricing
Total Points
Points
20
20
20
30
10
100
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Assume the following cost proposals (examples only)
A. $50,000.00
B. $38,000.00
C. $49,000.00
Company B with a total price of $38,000.00 is the low offer. Take the low offer and divide each of the other offers into
the low offer to calculate a percentage. This percentage is then multiplied by the number of points available for the
cost. In this case, 10 points are allocated to cost.
A. $38,000.00 divided by $50,000.00 =.76
B. $38,000.00 divided by $38,000.00 =1.00
C. $38,000.00 divided by $49,000.00= .77
.76*10
1.00*10
.77*10
7.6 points
10 points
7.7 points
Any final negotiations for services, terms and conditions will be based, in part, on the firm’s method of providing the
service and the fee schedule achieved through discussions and agreement with the county’s review committee. The
county is under no obligation to accept the lowest priced proposal and reserves the right to further negotiate services
and costs that are proposed. The county also reserves the sole right to recommend for award the proposal and plan that
it deems to be in its best interest.
The county reserves the right to reject all proposals. All proposals, including supporting documentation shall become
the property of Sedgwick County. All costs incurred in the preparation of this proposal shall be the responsibility of the
firm making the proposals. Sedgwick County reserves the right to select, and subsequently recommend for award, the
proposed service which best meets its required needs, quality levels and budget constraints.
D.
Request for Proposal Timeline
The following dates are provided for information purposes and are subject to change without notice. Contact the
Division of Purchasing at (316) 660-7255 to confirm any and all dates.
Distribution of Request for Proposal to interested parties
Pre-Proposal meeting (Mandatory), 1021 Stilwell Wichita KS at 2:00 p.m.
Questions and clarifications submitted in writing by 5:00 p.m. CST
Addendum Issued
Sealed Proposal due before 1:45pm CST
Evaluation Period
Board of Bids and Contracts Recommendation
Board of County Commission Award
Tuesday, February 12, 2019
Friday, February 15, 2019
Wednesday, February 20, 2019
Friday, February 22, 2019
Tuesday, March 5, 2019
March 6 thru March 11
Thursday, March 14, 2019
Wednesday, March 20, 2019
E.
Contract Period and Payment Terms
A contractual period will begin following Board of County Commissioners (BoCC) approval of the successful firm(s)
and continue for a period of two (2) Years bumper to bumper. Either party may cancel its obligations herein upon
thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any
time, and in the event that adequate funds are not available to meet the obligations hereunder, either party reserves the
right to terminate this agreement upon thirty (30) days prior written notice to the other. Payment will be remitted
following receipt of monthly detailed invoice.
Payment and Invoice Provisions
http://www.sedgwickcounty.org/purchasing/payment_and_invoice_provisions.pdf
F.
Insurance Requirements
Liability insurance coverage indicated below must be considered as primary and not as excess insurance. If required,
Contractor’s professional liability/errors and omissions insurance shall (i) have a policy retroactive date prior to the
date any professional services are provided for this project, and (ii) be maintained for a minimum of 3 years past
completion of the project. Contractor shall furnish a certificate evidencing such coverage, with County listed as an
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