State of Ohio
Department of Administrative Services
General Services Division
Office of Procurement Services
The Original Signed Bid must be submitted to the Office of
Procurement Services to receive consideration for award.
OPENING DATE (1:00 p.m.)
Check if remit address is different and list on separate sheet
March 6, 2020
General Services Division
Office of Procurement Services
4200 Surface Road
Columbus, OH 43228-1395
Attn: Bid Desk
BID NOTICE DATE
February 7, 2020
CONTRACTOR’S E-MAIL ADDRESS
MBE/EDGE CERTIFICATE NUMBER
TOLL FREE NO.
SELECT YOUR PREFERRED METHOD OF RECEIVING PURCHASE ORDERS AND ENTER THE E-MAIL OR FAX NUMBER INFORMATION (ONLY SELECT ONE METHOD)
In addition to the standard terms for payment, the payment terms for state agency(ies) will be 2%,10 Days, Net 30 Days unless
otherwise stated in the following space. If no discount is offered, bidder should circle “Net 30 Days”. _____%, ____Days, Net 30
PARTICIPATING AGENCY(IES): OHIO DEPARTMENT OF PUBLIC SAFETY, OHIO STATE HIGHWAY PATROL (OSHP)
1583 ALUM CREEK DRIVE COLUMBUS, OH 43209
THE DEPARTMENT OF ADMINISTRATIVE SERVICES, OFFICE OF PROCUREMENT SERVICES, IS SOLICITING BIDS FOR:
NEW, MODEL YEAR 2020 OR MANUFACTURER'S CURRENT PRODUCTION MODEL, POLICE MOTORCYCLE
TERM OF CONTRACT: This Invitation to Bid is to establish a requirements contract to procure the described supplies or services on behalf of the
above participating agency(ies). The agency(ies) may place orders against the Contract beginning 03/01/20 or upon the date when DAS signs the
Contract, whichever is later in time. The Contract will expire 02/28/21 unless DAS terminates the Contract based upon reasons set forth in the
Standard Contract Terms and Conditions. No agencies may place purchase orders against the Contract beyond the expiration date unless DAS
renews the Contract by amendment. The Contractor may begin performance under the Contract only upon receipt of a valid order from a participating
CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for
a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of
times and for any period of time. The cumulative time of all mutual renewals may not exceed twenty-four (24) months unless the Contracting Agency
determines that additional renewal is necessary.
INSTRUCTIONS TO BIDDERS and STANDARD TERMS AND CONDITIONS, Revised 05/29/19, are a part of this Invitation to Bid. Copies may be
downloaded by clicking the link above. All prior versions of Instructions to Bidders, Contract Terms and Conditions are null and void.
Contract Components. Once awarded, the Contract will consist of: the complete Invitation to Bid, including the Instructions to Bidders, the Standard
Contract Terms and Conditions, any Special Contract Terms and Conditions, the bid specifications and any written addenda or amendments to the
Invitation to Bid or Contract; the completed competitive sealed bid, including proper modifications, clarifications and samples; and applicable, valid
State of Ohio purchase orders or other ordering documents (“Contract”).
INQUIRIES: All inquiries should be submitted a minimum of five (5) working days prior to the bid opening date through the Procurement website,
http://procure.ohio.gov/. Locate the “Quick Links” menu on the right, select “Bid Opportunities Search”; Step 1, enter the “Bid Number; Step 2, click
“Search”; Step 3, click the “Document/Bid Number.” The “Submit Inquiry” button is at the bottom right of the Opportunity Detail page. Bidders will not
receive a personalized e-mail response to their question, nor will they receive notification when the question is answered. Responses may be viewed
by clicking the “View Q & A” button located beneath the “Submit Inquiry” button.
AUTHORIZED SIGNATURE (ORIGINAL SIGNATURE ONLY) (Please sign in blue ink)
The ORIGINAL signed Bid must be submitted to the Office of Procurement Services by 1:00 o'clock p.m., on the above listed opening date to receive
consideration for award. It is requested that the Bidder NOT sign their bid in BLACK ink. BIDDER CERTIFIES, by signature affixed to its bid, that the
information provided by it in its bid including the certified statements, is accurate and complete. Bidder declares to have read and understood and
agrees to be bound by all of the instructions, terms, conditions and specifications of this Invitation to Bid and agrees to fulfill the requirements of any
awarded contract at the prices bid.
Bidders claiming preference for Domestic Source End Products, the Ohio preference, and/or the Veteran Friendly Business
Enterprise (VBE) must complete the following information. Any bidder who intentionally submits false or misleading
information in an attempt to receive a bid preference will be immediately disqualified and may be subject to legal
action up to and including debarment. The state reserves the right to clarify any information during the evaluation process.
***BIDDERS MUST COMPLETE THE APPROPRIATE CERTIFICATION BELOW TO RECEIVE THE PREFERENCE.***
A. DOMESTIC PREFERENCE (BUY AMERICAN): Revised Code 125:11 and Administrative Code 123:5-1(K)
[Not applicable to “Excepted Products”]
1. Where is each product/services being offered mined, raised, grown, produced or manufactured?
(Go to B-1)
Other: (Specify Country)
(Go to A-2)
2. End product is manufactured outside the United States and at least 50% of the cost of its components are produced,
mined, raised, grown or manufactured within the United States. The cost of components may include transportation
costs to the place of manufacture and, in the case of components of foreign origin, duty whether or not a duty free
entry certificate is issued. Yes (Go to Section B-1)
No (Go to Section A-3)
3. The Bidder hereby certifies that each end product, except the products listed below, is a domestic source end
product as defined in the Buy American Act and that components of unknown origin have been considered to have
been mined, produced, grown or manufactured outside the United States.
(Country of Origin)
(Country of Origin)
B. OHIO PREFERENCE (BUY OHIO): Revised Code 125:09 and Administrative Code 123:5-1-06
1. The products/services being offered are raised, grown, produced, mined or manufactured in Ohio.
No (Go to B-2)
2. Bidder has significant economic presence within the state of Ohio. Yes (Answer a, b, c, d below) No (Go to B-3)
a) Bidder has paid the required taxes due the state of Ohio Yes
b) Bidder is registered with the Ohio Secretary of State
Yes (Charter/Registration No.:
Questions regarding registration should be directed to (614) 466-3910 or visit their web site at:
c) Bidder has ten or more employees based in Ohio or border state.
Yes No (Go to B-2d)
d) Bidder has seventy-five percent or more employees based in Ohio or border state. Yes No (Go to B-3)
3. Border state bidder: (Except products mined in Michigan)
Yes (Specify which state then go to B-2c): KY MI NY PA IN
No (Go to B-4)
4. Border state bidder: mined products mined in respective border state (Except for products mined in Michigan)
C. VETERANS PREFERENCE (BUY VETERAN): Revised Code 9.318 and Administrative Code 123:5-1-16
Is the bidder a certified Veteran Friendly Business Enterprise as defined in Administrative Code 123:5-1-01(KK)
Index No. DPS050
Page No.: 3
SPECIAL TERMS AND CONDITIONS
AMENDMENTS TO CONTRACT TERMS AND CONDITIONS: The following Amendments to the Contract Terms and Conditions do
hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment
DELIVERY AND ACCEPTANCE: Supplies will be delivered to the participating agency within timeframe noted on price schedule
after receipt of order. The delivery location will be noted on the purchase order issued by the participating agency. Acceptance
(transfer of title) will occur upon the inspection and written confirmation by the ordering agency that the supplies delivered conform
to the requirements set forth in the Contract. Unless otherwise provided in the Contract, acceptance shall be conclusive except as
regards to latent defects, fraud, or such gross mistakes as amount to fraud.
Contractor shall contact OSHP Fleet Management, (614) 466-4141, forty-eight (48) hours prior to making delivery of the purchase.
Orders for the Ohio Department of Public Safety, Ohio State Highway Patrol are to be delivered to:
Ohio Department of Public Safety
Ohio State Highway Patrol
ATTN: Paul Loar, Fleet Garage Supervisor
1583 Alum Creek Drive
Columbus, OH 43209
If requested by the ODPS, a manufacturer or dealer representative must be present at the time of delivery. The police motorcycles
will be inspected at the time of delivery, at the delivery site, by the ODPS. Any police motorcycle that shows defects, damage(s) or
does not meet the specifications and requirements, will not be accepted by the ordering agency.
DESCRIPTIVE LITERATURE: The Bidder may be required to submit descriptive literature of the supplies or services being offered.
If requested, the literature will be used in the evaluation process to determine the lowest responsive and responsible bidder. If not
provided as part of the bid response, the Bidder must provide said literature within ten (10) calendar days after request/notification
by the Office of Procurement Services to do so. Any references, that may appear in the descriptive literature, that may alter the
terms and conditions and specifications of the bid (e.g. F.O.B. Shipping Point or Prices Subject to Change), will not be part of any
contract and will be disregarded by the state of Ohio. Failure of the bidder to furnish descriptive literature either as part of their bid
response or within the time specified herein will deem the bidder not responsive.
EVALUATION: Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. In addition, the State will:
evaluate the bid based on low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in
the bid, including all options, and then adding each of the totals together to arrive at a total for all items. If estimated usages are
unknown a quantity of one (1) will be used for the evaluation. Bid price should include equipment installed, operational and adjusted
to factory specifications as well as the cost of freight, FOB Destination prepaid.
CONTRACT AWARD: The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will
be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to
arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.
FIRM FIXED-PRICE CONTRACT: The contract is a Firm Fixed-Price Contract. The Contractor is required to provide to the using
agency supplies or services at the listed price(s) for the duration of the contract, and any extensions thereto.
OPTION PRICING NOTE: Option prices bid shall be less than the manufacturer's suggested retail price(s) (MSRP). Bidder signifies
by their signature on page one (1) of the ITB that the option prices bid are less than MSRP. Bidders found to be over charging for
options during bid evaluation may have those options deleted from any award. Bidders found to be over charging for options at the
time of invoicing will be required to submit corrected invoices reflecting proper pricing.
Bidders must indicate “Included”, “Not Available”, or a Price for each option specified. Failure to enter a cost for the options with a
value in the units to evaluate field may deem your bid response as non-responsive and ineligible for an award for that item. If an
option is not available as original factory equipment and is supplied as an aftermarket item, the Dealer Option/Order Code is to
include an “AM” designation as a part of the code.
SERVICE: The police motorcycle will be completely dealer serviced and conditioned as per the manufacturer's pre-delivery
recommendations and all equipment is to be completely installed with all adjustments made which are required to prepare the police
motorcycle for immediate operation upon delivery. Unit shall conform to all current Federal Safety Regulations including
Occupational Safety & Health Administration (OSHA). All standard equipment not specifically mentioned is to be furnished.
Index No. DPS050
Page No.: 4
SPECIAL TERMS AND CONDITIONS (Cont’d)
SERVICE POLICY: The Contractor shall furnish the Manufacturer’s Owner Service Policy with each police motorcycle delivered, or
within three (3) days after the delivery of the police motorcycle(s). In addition, the Owner Service Policy shall be recognized and
accepted by all authorized dealers within the boundaries of the State of Ohio regardless of the location of the district under which
the police motorcycle is operated.
CERTIFICATE OF TITLE: The Contractor must submit application for certificate of title within one (1) business day after delivery of
vehicle(s) has been made to the ordering agency. The title shall be delivered within fifteen (15) days after delivery of vehicle(s) to
the ordering agency.
WARRANTY: A copy of warranty must be delivered with each police motorcycle purchased. Order will be considered incomplete
until warranty is delivered. There may be cases of delay, in which the police motorcycles are not placed into operation by the ODPS
until several weeks or months after acceptance. The normal warranty start date will become effective from the date the respective
police motorcycle is actually placed into operation as evidenced by the ODPS records, rather than originating upon delivery. Upon
request of the Contractor, ODPS shall provide documentation confirming such delays of placement of the police motorcycle into
operation. The Contractor will be responsible for all expenses incurred for pick-up and return, or transportation and/or service calls,
for repair of any of the equipment or components thereof, awarded as a result of this bid while said equipment is under warranty
VEHICLE DESIGN AND SAFTEY: The police motorcycles purchased and delivered are to comply with all current (at time of delivery)
U.S. Federal Motor Vehicle Safety Standards (FMVSS), State regulations, requirements and other regulations applicable to the
design and manufacture of police motorcycles.
ADVERTISEMENT: Dealer name and/or signs shall not be affixed to any part of the delivered police motorcycle and/or equipment.
AUTHORIZED DEALER STATEMENT: Bidders responding to this Invitation to Bid must be an authorized dealer or manufacturer
of the products they are bidding. Bidders should submit a letter with their bid response certifying that they are the manufacturer or
an authorized dealer of the manufacturer of the products being bid. This certification must be on the manufacturer’s letterhead and
must be signed by a duly authorized manufacturer‘s representative. The bidder will be required to provide said certification letter
within five (5) business days, after notification, to the Office of State Purchasing, if not submitted with the bid response. Failure to
submit the certification letter within the stated time period will result in the bid response being deemed as not responsive.
DEALER LICENSE: In reference to ORC 4517.12 DAS may ask for proof of a Dealer written authority from the manufacturer or
distributor to sell new vehicles.
BID AUTOMOBILE LIABLITY CHECKLIST:
Contractor will indicate, by checking the appropriate box(es) below, which mode of transportation will apply to this contract.
Bidder/Broker (“The Contractor”) or their Sub Contractor will make delivery or be performing services using a vehicle that
is owned, leased or rented. Provide Certificate of Insurance documenting automobile liability with a Combined Single Limit
Goods/Services will be delivered via common carrier.
No employee or representative of the contractor will have cause to be on state property to make deliveries or to perform
DISCLOSURE OF SUBCONTRACTORS / JOINT VENTURES (See Standard Contract Terms and Conditions, Section (roman
numeral) V. General Provisions:, Paragraph Q.,):
List names of subcontractors who will be performing work under the Contract.
By the signature affixed to Page 1 of this Bid, Bidder hereby certifies that the above information is true and accurate. The Bidder
agrees that no changes will be made to this list of subcontractors or locations where work will be performed or data will be stored
without prior written approval of DAS. Any attempt by the Bidder/Contractor to change or otherwise alter subcontractors or locations
where work will be performed or locations where data will be stored, without prior written approval of DAS, will be deemed as a
default. If a default should occur, DAS will seek all legal remedies as set forth in the Terms and Conditions which may include
immediate cancellation of the Contract. Failure to complete this page may deem your bid not responsive.
Index No. DPS050
Page No.: 5
SPECIAL TERMS AND CONDITIONS (Cont’d)
PLACEMENT OF ORDERS: Ordering entities are strongly encouraged to place orders as early as possible in the model year.
Purchase orders for any item(s) listed in a contract, awarded pursuant to this bid, will be placed directly with the Contractor by the
using agency. No order shall specify delivery to exceed thirty (30) days beyond the expiration and/or cancellation date of the
PURCHASE ORDERS: Purchase Orders for item(s) listed in this Contract will be placed directly with the Contractor by the ordering
agency. All purchases, made by state agencies only, will be placed using the official State of Ohio Purchase Order. The State will
not be obligated to pay for purchases of any supplies or services, made by any other method. No order shall specify delivery to
exceed thirty (30) days beyond the expiration, termination, or cancellation date of the contract. A Purchase Order will authorize the
Contractor to provide the required supplies or services and, upon delivery, acceptance and submission of a proper invoice, will
obligate the ordering agency to pay for the supplies or services furnished by the contractor.
When applicable, purchase orders may be placed for delivery to the Agency on a quarterly basis. Any orders issued prior to the
expiration, termination, or cancellation date of the contract, which require delivery up to ninety (90) days beyond the approved
expiration, termination, or cancellation date are to be fulfilled by the contractor.
All purchase orders placed against this contract are to contain verbiage exactly as to how the title, delivery instructions, etc. are to
AGENCY TAX NO.
In addition, list on each purchase order an agency contact person with phone number for dealer questions, delivery notification, etc.,
as shown above.
SUBMISSION OF INVOICES: Refer to the Standard Contract Terms and Conditions; III, Payment Provisions. Invoices will not be
issued prior to receipt of a purchase order.
USAGE REPORTS: Every six (6) months the contractor must submit a report (written or on disk) indicating sales generated by this
contract. The report shall list usage by customer, by line item, showing the quantities/dollars generated by this contract. The report
shall be forwarded to the Office of Procurement Services, 4200 Surface Road, Columbus, OH 43228-1395, Attn: Contract Analyst
(DPS050). The report should have the following format:
INDEX NUMBER CONTRACT NUMBER CUSTOMER ITEM NUMBER # UNITS SOLD $ VALUE
NOTE: THE ENERGY POLICY ACT WAS SIGNED INTO LAW IN 1992. Under the act, state and federal government fleets must
begin phasing in alternative fuel vehicles as replacements for petroleum fuel vehicles. The act recognizes methanol, ethanol and
other alcohol-gasoline blends, natural gas, liquefied petroleum gas and other fuels as sources of replacement ("reformulated
gasoline" and 10% ethanol are excluded from the definition of alternate fuels).