Freightliner Vehicle Acquisitions and Services for Classes 6-8

RFP NOTICE
Polk County, a political subdivision of the State of Florida, requests the submittal of
proposals from vendors that are interested in providing Freightliner Vehicle Acquisitions
and Service for Classes 6-8 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: 26-209, Freightliner Vehicle Acquisitions and Services for
Classes 6-8
Description: Provide Freightliner Vehicle Acquisitions and Service for Classes 6-8
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 26-209, Freightliner 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
Procurement Analyst, via email at bradhoward@polkfl.gov. 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: Freightliner Vehicle Acquisitions and Service for Classes 6-8
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 #26-209, Freightliner Vehicle
Acquisitions and Services for Classes 6-8" 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 26-209
RFP Title Freightliner Vehicle Acquisitions and
Services for Classes 6-8
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
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
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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 26-209 bradhoward@polkfl.org 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 26-209 Tab 1"
"RFP 26-209 Tab 2"
"RFP 26-209 Tab 3"
"RFP 26-209 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 26-209
Freightliner Vehicle Acquisitions and Service for Classes 6-8
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 at Ari Goldstein or via fax at (863) 534-6789. 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 Freightliner Dealerships located within fifty (50) miles of Bartow, Florida to
assist with classes 6 - 8 Freightliner vehicle acquisitions. Services include vehicle
design assistance, parts, service, on-line technical access and technical training for
Polk County Fleet Management (PCFM). PCFM currently purchases 4 - 18 new
Freightliner vehicles per year, 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 Freightliner dealership. The Freightliner dealership
and service facility must be located within fifty (50) miles of Fleet Management,
2470 Clower Lane, Bartow, Florida.
Scope of Services
1. New Vehicle Acquisitions by the County:
a. PCFM will order and purchase standard Freightliner trucks that range in size
from Class 6 to Class 8 (Gross Vehicle Weight Rating). The Successful Proposer
shall propose the most cost-effective Freightliner trucks for each example that
meets the requirements. The successful Proposer agrees to specify, sell, deliver
and otherwise supply Freightliner trucks and attached equipment (e.g. truck
bodies and other associated upfit equipment) ranging in vehicle size from Class 6
to Class 8 Gross Vehicle Weight Rating (GVWR). New vehicles in the class 6 to
8 range must include conventional cabs, component options from major truck
component manufacturers and engine/horsepower options to meet Fleets
requirements. The successful Proposer must invoice all units sold to Polk 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.
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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 successful Proposer will obtain the lowest, most competitive
new vehicle pricing available given prevailing market conditions. PCFM will make
every effort to use any and all methods to lower costs obtained by the dealership,
providing the methods fall within the budgetary guidelines and governmental
regulations the County must follow. Successful Proposer 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 Successful Proposer 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. Successful Proposer 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.
c. Upfitted Vehicle Equipment Pricing. At the County's request, the Successful
Proposer 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 successful Proposer 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
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successful Proposer shall include all costs associated, 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 successful Proposer 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 successful Proposer 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 successful Proposer's service facilities, the successful
Proposer shall give County vehicles and those vehicles that Fleet Management
services for other government agencies, service work priority over other vehicles
awaiting service from Successful Proposer. Proposal must include the proposer's
strategy to meet this requirement under Submittal Information, Tab 2, Experience
and Expertise. Costs for these services are to be 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 serviced.
4. Convoy Delivery:
Successful Proposer will ensure 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
successful Proposer will deliver all new vehicles that require upfit configuration
services to the appropriate qualified upfitter, as defined in Scope of Services,
Item 2, New Vehicle Pricing, that will provide the necessary upfit equipment and
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services. Successful Proposer 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 Successful
Proposer. 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 successful Proposer who will obtain the proper license tag
for the upfitted vehicle. Costs for these services are included in the dealer's
percent markup for new vehicles.
5. Technical Support:
Successful Proposer 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 Successful Proposer's strategy
and approach in handling such requests. Costs for these services are included in
the dealer's percentage markup for new vehicles.
6. Service Pricing:
a. For repairs, non-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 Successful Proposer
shall charge the County at the following rates:
b. Labor Charge Rate: The hourly service rate will equal the Successful Proposer'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 successful Proposer'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 successful
Proposer'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
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successful Proposer will charge the actual labor time expended on the repair
unless the County and the successful Proposer 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 cost 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 Proposer.
7. Warranty/Recall Support:
a. The Successful Proposer 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 successful Proposer. The successful Proposer's actions
must address both regular warranty adjustments and outside warranty
adjustments (also known as policy adjustments). In taking such actions, the
successful Proposer 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
successful Proposer 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 Successful
Proposer shall provide technical vehicle support to Fleet Management staff on
matters related to vehicle repairs and maintenance. The successful Proposer's
Service Manager shall respond to all the County's requests for technical support.
Depending upon the County's support needs, the successful Proposer'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 percentage markup for new vehicles.
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