Ford Vehicle Acquisitions and Services for Classes 1-5

RFP NOTICE
Polk County, a political subdivision of the State of Florida, requests the submittal of
proposals from vendors that are interested in providing Ford Vehicle Acquisitions and
Service for Classes 1-5 as described herein. Sealed proposals must be received in the
Procurement Division, prior to the due date and time listed below.
RFP Number and Title: 26-208, Ford Vehicle Acquisitions and Services for Classes 1-
5
Description: Provide Ford Vehicle Acquisitions and Service for Classes 1-5
Receiving Period: Prior to 2:00 p.m., Wednesday, May 20, 2026
Bid Opening: Wednesday, May 20, 2026, at 2:00 p.m. or as soon as possible
thereafter.
This form is for RFP registration only. Please scroll down for additional information.
Special Instructions: The Cost Sheet for this RFP is available on the following FTP
site: https://ftp3.polk-county.net, you will be prompted for a User ID and Password. The
User ID is procurevendor and the password is solicitation. After you have logged in to
the FTP site, double click on the file folder "RFP 26-208, Ford Vehicle.zip", select
"Open" or "Save As" to download the Bid documents, drawings, and technical
specifications. If you need assistance accessing this website due to ADA or any other
reason, please email Brad Howard at bradhoward@polkfl.gov.
Questions regarding this RFP must be in writing and must be sent to Brad Howard, Sr.
Procurement Analyst, via email at bradhoward@polkfl.gov or via fax at (863) 534-6789.
All questions must be received by, Monday, May 11, 2026, 5:00 p.m..
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RFP REGISTRATION
You must register using this form to receive notice of any addenda to these documents.
Please fax the completed form to the Procurement Division as soon as possible. It is the
vendor's responsibility to verify if addenda have been issued.
RFP Number: 26-208
RFP Title: Ford Vehicle Acquisitions and Services for Classes 1-5
This form is for bid registration only. Please scroll down for additional information.
Carefully complete this form and return it to the Procurement Division via e-mail to
procurement@polkfl.gov. You must submit one form for each solicitation that you are registering
for.
Company Name: __________________________________________________
Contact Name: ____________________________________________________
Mailing Address: ___________________________________________________
City: _____________________________________________________________
State: ____________________________________________________________
Zip Code: _________________________________________________________
Phone Number: ____________________________________________________
Email: ____________________________________________________________
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PROPOSAL SUBMITTAL INSTRUCTIONS
Proposers must submit their proposal prior to 2:00 p.m. on the receiving date. Proposals
must be submitted in a "sealed" parcel or electronically through Polk County's secure
website, Kiteworks. Proposals will be publicly opened at 2:00 p.m. on the receiving date.
Sealed Parcel Submittal:
If you are submitting a sealed parcel proposal submit one (1) original marked
ORIGINAL and five (5) copies marked COPY of the proposal in a sealed parcel to the
Procurement Division. The parcel should be labeled "RFP 26-208, Vehicle Acquisitions
and Services for Classes 1-5" and marked with the proposer's name and address. The
Proposals may be mailed or delivered to:
Polk County Procurement Division
330 West Church Street, Room 150
Bartow, FL 33830
To assist with labeling the sealed parcel, please cut along the outer border and affix this
label. Be sure to include the name of the company submitting the proposal where
requested.
Sealed Proposal. DO NOT OPEN
RFP Number 26-208
RFP Title Ford Vehicle Acquisitions and Services
for Classes 1-5
Due Date/Time: May 20, 2026, prior to 2:00 pm
Submitted by:
Deliver To: Polk County Procurement Division
330 West Church Street, Room 150, Bartow,
Florida 33830
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Proposals may be mailed, express mailed or hand delivered. It is the Proposers
responsibility to ensure their package is delivered to the Procurement Division prior to
2:00 p.m. on the Receiving date and time referenced above. Proposals delivered at 2:00
p.m. or later will not be accepted.
Electronic Proposals Submittal:
All prospective Proposers that are interested in submitting their proposals electronically
can do so via the County's secure electronic submittal website, Kiteworks. Proposers
must email to bradhoward@polkfl.gov at least 48 hours prior to opening to receive a link
to upload their submittal. Please only upload your documents as a PDF or Excel file for
the Cost Tab, if applicable. Please use the name convention of your files as follow:
"RFP 26-208 Tab 1"
"RFP 26-208 Tab 2"
"RFP 26-208 Tab 3"
"RFP 26-208 Tab 4"
For more instructions, a video tutorial has been produced to further explain the
electronic solicitation submittal process. It can be found by clicking here for RFP
Submittals: https://youtu.be/vkn_7AHgioE. If you need assistance accessing this
website due to ADA or any other reason, please email Brad Howard at
bradhoward@polkfl.gov.
Procurement recommends that Proposers submitting electronically double check the
documents submitted into Kiteworks to ensure all requested tab information has been
uploaded. Failure to upload the requested tab information may result in the proposal
being deemed nonresponsive.
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POLK COUNTY
Procurement Division
Fran McAskill
Procurement Director
REQUEST FOR PROPOSAL 26-208
Ford Vehicle Acquisitions and Services for Classes 1-5
Sealed proposals will be received in the Procurement Division, Wednesday, May 20, 2026, prior
to 2:00 p.m.
Attached are important instructions and specifications regarding responses to this Request for
Proposal (the "RFP"). The failure of a responding proposer (a "Proposer") to follow these
instructions could result in Proposer disqualification from consideration for a contract to be
awarded pursuant to this RFP.
This document is issued by Polk County (the "County") which is the sole distributor of this RFP
and all addenda and changes to the RFP documents. The County shall record its responses to
inquiries and provide any supplemental instructions or additional documents pertaining to this
RFP in the form of written addenda to the RFP. The County shall post all such addenda,
together with any other information pertaining to this RFP, on the County's website at
https://www.polkfl.gov/business/procurement/. It is the sole responsibility of each Proposer to
review the website prior to submitting a responsive proposal (a "Proposal") to this RFP to
ensure that that the Proposer has obtained all available instructions, addenda, changes,
supporting documents, and any other information pertaining to this RFP.
The County is not responsible for any solicitations issued through subscriber, publications, or
other sources not connected with the County and the Proposer should not rely on such sources
for information regarding the RFP solicitation.
Questions regarding this RFP must be in writing and must be sent to Brad Howard, Sr.
Procurement Analyst, via email to bradhoward@polkfl.gov. All questions must be received
by Monday, May 11, 2026, 5:00 p.m.
Proposers and any prospective proposers shall not contact, communicate with or
discuss any matter relating in any way to this RFP with any member of the Polk County
Board of County Commissioners or any employee of Polk County other than the County
Procurement Director or the individual designated above. This prohibition begins with
the issuance of the Request for Proposal and ends upon execution of the final contract.
Any such communication initiated by a Proposer or prospective proposer shall be
grounds for disqualifying the offender from consideration for a contract to be awarded
pursuant to this RFP and for contracts to be awarded pursuant to RFPs or Requests for
Bid that the County may issue in the future.
A Proposer's responsive Proposal to this RFP may be mailed, express mailed, or hand
delivered to:
Polk County Procurement Division
330 West Church Street, Room 150
Bartow, Florida 33830
(863)534-6757
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Introduction/Background
Polk County, a political subdivision of the State of Florida, is soliciting proposals from
qualified Ford Dealerships located within the boundaries of Polk County, Florida to
provide Ford vehicle acquisitions and services for Classes 1-5. The county currently
purchases approximately 115 vehicles of these types of vehicles annually. However, the
County does not guarantee a minimum or maximum number of vehicles. The resulting
contract with the successful Proposer may be used by other governmental agencies.
The County currently contracts with the Cities of Lake Wales, Fort Meade and
Auburndale to provide their fleet management services.
It is the intent of the County to enter into an agreement with one firm.
Qualifications:
1. Successful Proposer must be a Ford Dealership with both the dealership and service
facility located within the boundaries of Polk County, Florida.
Scope of Services
1. New Vehicle Acquisitions by the County:
a. Polk County Fleet Management (PCFM) will order and purchase standard Ford vehicles
that range in size from Class 1 to Class 5 (Gross Vehicle Weight Rating) and automobiles.
The Vendor agrees to specify, sell, deliver and otherwise supply Ford vehicles and
attached equipment (e.g. truck bodies and other associated upfit equipment) ranging in
vehicle size from Class 1 to Class 5 (19,500 lbs. Gross Vehicle Weight Rating (GVWR)
plus automobiles. The Vendor must invoice all units sold to the County and other
governmental agencies directly through their dealership.
The County reserves the right to make vehicle & equipment purchases or leases through
alternate sources when deemed in the best interest of the County.
2. New Vehicle Pricing:
a. The prevailing method for new vehicle pricing to be used is Net Invoice plus a percent
markup. In this pricing method the term "Net Invoice" is defined as the manufacturer to
dealer invoice minus holdback, Dealer Advertising Fund, finance, and fleet or Government
Price Concession. When fulfilling an order for any new vehicle the Vendor will obtain the
lowest, most competitive new vehicle pricing available given prevailing market conditions.
PCFM will make every effort to use all methods to lower costs obtained by the dealership,
providing the methods fall within the budgetary guidelines and governmental regulations
the County must follow. Vendor agrees to recommend methods that PCFM can utilize to
secure the most advantageous new vehicle pricing available. The prevailing method for
upfit vehicle needs is as follows:
b. Upfit Price Documentation Requirement: Some of the new vehicles that the County will
order and purchase from the Vendor must be equipped with specific equipment (the "Upfit
Equipment") so that the requested vehicle (an "Upfitted Vehicle") will be properly
configured for its intended use. An example of upfit equipment includes, but is not limited,
to, a specific truck body that will be attached to a vehicle's chassis. Vendor represents to
County that it will use its best efforts to obtain all equipment necessary so that it may have
the requested upfitted vehicle configured, sold, and delivered to the County in accordance
with the County's order and the terms and conditions that result from this RFP.
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c. Upfitted Vehicle Equipment Pricing. At the County's request, the Vendor shall obtain three
(3) or more competitive quotations for chassis mounted truck bodies (e.g. service, aerial)
and such other upfit equipment as may be requested to assure that the County is
purchasing the upfit equipment at the lowest cost available. The quotes must only be
secured from those entities or organizations (the "Qualified Upfitters") that are fully
competent and qualified to provide the necessary upfit configuration services. The Vendor
shall not be obligated to obtain at least three (3) competitive quotes if there are less than
three qualified upfitters that can provide the requested upfit equipment. The Vendor shall
include all the associated costs, including transportation with obtaining and installing the
additional upfit equipment into the overall cost of the upfitted vehicle invoice. Cost for these
services will be paid at the same percentage markup as the dealer percent markup for
new vehicles.
3. County Service and Priority:
a. Upon the County's request the Vendor shall service any fleet vehicles with vehicle
manufacturers trained and certified maintenance technicians in accordance with the
manufacturer's guidelines.
b. Upon receipt of the County's request the Vendor shall negotiate directly with qualified
upfitters to secure favorable service and parts for the upfitted vehicles, together with any
training and support that PCFM staff may require to perform those repairs and services it
typically undertakes for such vehicles. Costs for these services are included in the dealer's
percentage markup for new vehicles.
c. Upon delivery to the Vendor's service facilities, the Vendor shall give County vehicles and
those vehicles that Fleet Management services for other government agencies, service
work priority over other vehicles awaiting service from Vendor. Proposal must include the
proposer's strategy to meet this requirement. Costs for these services are included in the
dealer percent markup for new vehicles, not for the services performed. The work itself is
defined within the Scope of Services Item 6, Service Pricing. Polk County vehicles will
take precedence to be fixed.
4. Convoy Delivery:
a. Vendor will assure new vehicles (not subject to upfit treatment) are delivered directly to
PCFM's Bartow facility utilizing convoy/transport resources. PCFM will perform the new
vehicle inspection process upon delivery. The Vendor will deliver all new vehicles that
require upfit configuration services to the appropriate qualified upfitter, as defined in
section 2, New Vehicle Pricing, that will provide the necessary upfit equipment and
services. Vendor shall direct and ensure, where practical and possible, that the qualified
upfitter delivers the finished vehicle directly to Fleet Management's Bartow facility without
first being delivered to the Vendor. When delivered to Fleet Management all upfitted
vehicles must be accompanied by the requisite weight verification for the purpose of
securing the proper license tag. Upon receipt of the weight slip Fleet Management will
supply that document to the Vendor who will obtain the proper license tag for the upfitted
vehicle. Costs for these services are included in the dealer's percentage markup for new
vehicles.
5. Technical Support:
a. Vendor will, from time to time, be tasked with providing technical vehicle support to PCFM
technical staff in matters related to vehicle repairs and maintenance. Proposal offer must
include the Vendor's strategy and approach in handling such requests. Costs for these
services are included in the dealer percentage markup for new vehicles.
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6. Service Pricing:
a. For repairs not warranty related or dealership upfit work which will be invoiced to PCFM:
For those repairs and services that are not covered under any applicable warranty and for
which the County must pay, the Vendor shall charge the County at the following rates:
b. Labor Charge Rate: The hourly service rate will equal the Vendor's local prevailing
manufacturers approved warranty labor rate at the time service is delivered to PCFM. No
markup is permitted for the warranty labor rate time. These rates can be adjusted at the
time of manufacturer's adjustments. Proposal offer should include the Vendor's current
hourly warranty labor rate. Any warranty labor rate increase must include backup
documentation from the manufacturer for verification.
c. The repair time that will be charged for services rendered through the Vendor's service
facility will equal the manufacturer's standard labor times for services as published from
time to time in the manufacturer Labor Time Manual. For those operations not listed in the
manufacturer's Labor Time Manual, the Vendor will charge the actual labor time expended
on the repair unless the County and the Vendor have negotiated otherwise. No time and
material work shall be performed until the Fleet Management Director, or their designee
has approved the negotiated time.
d. Dealer will charge parts used in the service or upfit process at dealership cost plus a
percentage upcharge and will pay the warranty labor rate for installation. Proof of
dealership costs will be required with invoices. The percentage upcharge cannot exceed
10%.
e. Freight and surcharges will be reimbursed at cost. Backup documentation will need to be
submitted as verification for payment by the successful vendor.
7. Warranty/Recall Support:
a. The Vendor shall take all reasonable actions that will maximize the warranty benefits the
County receives from its purchase of the new vehicles and equipment from the Vendor.
The Vendor's actions must address both regular warranty adjustments and outside
warranty adjustments (also known as policy adjustments). In taking such actions, the
Vendor shall work diligently to assure that the County receives all available warranty
credits and policy credits.
b. If any vehicle or equipment item is recalled for any reason whatsoever, then the Vendor
shall coordinate with Fleet Management to ensure that all affected vehicles and items of
equipment are immediately serviced and repaired accordingly.
8. On-Line Technical Access:
a. Technical Support. From time to time, the County shall request and the Vendor shall
provide technical vehicle support to Fleet Management staff on matters related to vehicle
repairs and maintenance. The Vendor's Service Manager shall respond to all the County's
requests for technical support. Depending upon the County's support needs, the Vendor's
Service Manager shall enlist the aid of all additional resources (e.g., Support Hotline) that
may be required to address the County's technical support needs. Costs for these services
are included in the dealer's percent markup for new vehicles.
b. Access to Technical Information. Upon commencement of an agreement the Vendor shall
provide unlimited, real-time, on-line technical access privileges to all Fleet Management
facilities at no additional cost to the County. For purposes of this paragraph the term
''technical access" is defined as the same technical access to vehicle information that
Vendor's service and technical personnel receive at Vendor's service facilities. At a
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minimum, Vendor shall provide Fleet Management on-line access to the following
information: service manuals, wiring schematics, recall, warranty, and Technical Service
Bulletin, Special Service Bulletin (SSB), and manufactures technical sites. The Vendor
shall provide local support to ensure that access privileges are maintained for the duration
of this Agreement and that Fleet Management staff are trained to access all such
information. Costs for these services are included in the dealer percentage markup for
new vehicles.
9. Service Tool Support:
a. PCFM will utilize the manufacturer's software based on a laptop as a diagnostic service
tool for vehicle repair diagnostics and troubleshooting vehicles. PCFM will be afforded
direct on-line access to updates and service advice to ensure this tool is up to date at all
times. The Vendor will agree to support this program to ensure no service interruption in
this access occurs except for interruptions beyond their control. Costs for these services
are included in the dealer percentage markup for new vehicles.
10. Technical Training:
a. The successful Vendor will be required to arrange technical training; on subjects PCFM
needs additional information on or new technologies, utilizing manufacturers or other
resources routinely available. Proposal offer must include the costs to PCFM for this
training, if any. Training will be held centrally at the Bartow Facility or at the mutually
agreed upon location by the PCFM Director or their designee. This training will be provided
on an as needed basis and will be reimbursed at dealerships' actual cost. Proof of
dealership costs must be provided with invoices.
b. The Vendor shall provide Fleet Management staff web-based technical training with
respect to the vehicles and equipment that are the subject of this RFP utilizing resources
routinely available the manufacture vehicle service and technical personnel at the
Vendor's service facilities. The successful Vendor will be required to arrange this training.
This training will be provided on an as needed basis and will be reimbursed at dealerships
actual cost. Proof of dealership cost must be provided with invoices.
11. MSO & License Tag Support:
a. The Vendor shall obtain vehicle registration and license tags for each new vehicle the
County purchases from the successful Proposer. The County will reimburse the successful
Proposer the actual cost of the registration and license tags. The Vendor will not charge,
and the County will not pay any administration fee or any other fee for this service. If the
County elects to use the electronic registration for a regular or temporary tag, then the
County will pay the cost of the tag and the electronic fees.
b. The Vendor is responsible for obtaining and delivering vehicle registration and license tags
to the Fleet Management Division within 15 working days of receipt of payment for the
vehicle.
12. Service Summary:
Vendor will ensure the following to the Polk County Fleet:
Provide most cost-effective vehicles, in a timely manner, while maximizing quality and
level of service
Maximize advantage of manufacturer Programs
Achievement of vehicle and option standardization
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Simplified billing and payment process
On-line service manuals
On-line access to manufacturers technical information system
On-line access to recall, warranty, Technical Service Bulletin (TSB), Special Service
Bulletin (SSB) and local support for same
On-line access to wiring schematics for the manufacturer's chassis only
Local technical assistance utilizing local service personnel
13. Primary Contact for PCFM:
a. The primary contact for all matters related to vehicle orders, specifications, and vehicle
recommendations must be a representative with the authority to bind the dealership.
b. The primary contact for matters related to service, warranty, and technical matters must
be the Service Manager.
14. Invoice and Payment:
a. New Vehicles and Equipment. The Vendor will invoice all new vehicles and equipment
sold to the County directly through its dealership. The County, acting through Fleet
Management, will electronically remit payment to the Vendor for all vehicles and
equipment obtained pursuant to an agreement.
b. Repair Services. The County, through Fleet Management, will electronically remit payment
to the Vendor for all vehicle repair services not covered under any applicable warranty.
c. Other Agency Vehicles and Equipment. Vendor shall also directly invoice those other
governmental entities and agencies who utilize Fleet Management's services for all new
vehicles and equipment that Vendor sells to those entities and agencies.
d. Truck Chassis delivered to an upfitter for completion will be paid upon providing proof of
delivery by the receiving location.
15. Other Agency Use:
a. Upon request, the Vendor shall extend the same rights and benefits accruing to the County
under this RFP to other local entities or agencies operating within Polk County (e.g., Polk
County Sheriff's Office) and to municipalities located within Polk County. The requesting
entity, agency, or municipality must provide advance written notice to the Vendor of its
intent and must comply with all the corresponding duties and obligations of the County
and Fleet Management stated in this RFP. The Vendor may require that the requesting
entity, agency, or municipality execute a separate agreement with the Vendor. The County
and Fleet Management shall have no duty or obligation whatsoever to the Vendor with
respect to the performance (or non-performance) of any other local entity, agency, or
municipality who may engage Vendor's services.
16. Non-Compete Agreement:
During the term of this Agreement, the County's Fleet Management and the Vendor shall not
recruit or hire each other's current employees without receipt of the other party's prior consent,
which consent shall not be unreasonably withheld.
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