Agenda 12/08/2020 Item #16E 6 (Contract #20-7813 Capital Ford, LLC)12/08/2020
EXECUTIVE SUMMARY
Recommendation to award Invitation to Bid (“ITB”) No. 20-7813 to Capital Ford, LLC for the
purchase of a box truck with liftgate in the amount of $85,793.
OBJECTIVE: To procure a vehicle to assist with the movement of emergency response equipment and
supplies.
CONSIDERATIONS: The Division of Emergency Management received annual funding from the
Emergency Management Preparedness Assistance Grant for emergency management program
enhancement, approved by the Board on 6/23/20, Item 16.3.E. The grant allowed for the purchase of a
box truck which is needed to transfer supplies and equipment between the Emergency Management
warehouse, storage units, emergency shelters, staging areas, and other agencies as the need arises.
On October 9, 2020, the Procurement Services Division issued ITB 20-7813, “Box Truck with Lift Gate.”
The County sent notices to three thousand one hundred and forty-eight (3,148) vendors and forty-six (46)
vendors viewed the solicitation. The County received three (3) bid responses by the November 6, 2020
3:00 pm deadline, as summarized below.
RESPONDENTS:
Company Name City County State Bid Amount Responsive/Responsible
Capital Ford LLC Raleigh Wake NC $85,793 YES/YES
Orlando Freightliner Orlando Orange FL $89,371 YES/YES
Tamiami Ford, LLC Naples Collier FL $76,409.22 NO/YES
Staff reviewed the bids received and determined Tamiami Ford, LLC was non-responsive for failing to
meet the delivery date requirements of “road ready for immediate customer drive-away,” as outlined in
the solicitation. Staff determined that Capital Ford LLC is the lowest responsive and responsible bidder
and recommends award to Capital Ford LLC for the total contract amount of $85,793.
Florida Division of Emergency Management does not authorize grant extensions under any conditions
within this grant offering. Tamiami Ford was unable to provide a vehicle meeting the required
specifications within the timeframe necessary to meet all grant requirements.
A Purchase Order, with the County’s standards terms and conditions, will be issued for this award.
FISCAL IMPACT: Funds for this purchase are available in Admin Service Grant Fund (703), Project
33691.
LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is approved as to
form and legality, and requires majority vote for approval. -JAK
RECOMMENDATION: To award ITB No. 20-7813, for the purchase of a box truck with liftgate and
authorize staff to issue a standard County Purchase Order for the procurement as set forth above.
Prepared by: Christine Boni, Sr. Accountant, Emergency Management Division
ATTACHMENT(S)
1. 20-7813 Solicitation (PDF)
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12/08/2020
2. 20-7813 Bid Tabulation (XLS)
3. 20-7813_Notice_of_Recommended_Award (PDF)
4. Capital Submittal Final_ (PDF)
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12/08/2020
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.E.6
Doc ID: 14347
Item Summary: Recommendation to award Invitation to Bid (“ITB”) No. 20-7813 for the
purchase of a box truck with liftgate in the amount of $85,793.
Meeting Date: 12/08/2020
Prepared by:
Title: Accountant – Emergency Management
Name: Christine Boni
12/02/2020 9:49 AM
Submitted by:
Title: Division Director - Bureau of Emer Svc – Emergency Management
Name: Daniel Summers
12/02/2020 9:49 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 12/02/2020 10:00 AM
Administrative Services Department Paula Brethauer Level 1 Department Reviewer Completed 12/02/2020 10:01 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 12/02/2020 10:07 AM
Procurement Services Christine Boni Additional Reviewer Skipped 12/02/2020 10:09 AM
Procurement Services Evelyn Colon Additional Reviewer Completed 12/02/2020 10:11 AM
Emergency Management Daniel Summers Additional Reviewer Completed 12/02/2020 10:11 AM
Grants Valerie Fleming Level 2 Grants Review Completed 12/02/2020 10:46 AM
Administrative Services Department Len Price Level 2 Department Head Review Completed 12/02/2020 12:58 PM
County Attorney's Office Jeffrey A. Klatzkow Level 2 Attorney Review Completed 12/02/2020 2:13 PM
Office of Management and Budget Debra Windsor Level 3 OMB Gatekeeper Review Completed 12/02/2020 1:14 PM
Office of Management and Budget Laura Wells Additional Reviewer Completed 12/02/2020 1:30 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 12/02/2020 2:14 PM
Grants Therese Stanley Additional Reviewer Completed 12/02/2020 2:28 PM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 12/02/2020 2:57 PM
Board of County Commissioners MaryJo Brock Meeting Pending 12/08/2020 9:00 AM
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COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
INVITATION TO BID (ITB)
FOR
BOX TRUCK WITH LIFT GATE
SOLICITATION NO.: 20-7813
PATRICK BOYLE, PROCUREMENT STRATEGIST
PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FLORIDA 34112
TELEPHONE: (239) 252-8941
Patrick.Boyle@colliercountyfl.gov (Email)
This solicitation document is prepared in a Microsoft Word format. Any alterations to this
document made by the Bidder may be grounds for rejection of the bid, cancellation of any
subsequent award, or any other legal remedies available to the Collier County Government.
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Packet Pg. 3354 Attachment: 20-7813 Solicitation (14347 : Recommendation to award Invitation to Bid (“ITB”) No. 20-7813 for the purchase of a box truck with l)
SOLICITATION PUBLIC NOTICE
INVITATION TO BID (ITB) NUMBER: 20-7813
PROJECT TITLE: BOX TRUCK WITH LIFT GATE
DUE DATE: October 30th, 2020 at 3:00PM
PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FL 34112
All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:
https://www.bidsync.com/bidsync-cas/
INTRODUCTION
As requested by the Collier County Emergency Management Division (hereinafter, the “Division or Department”), the Collier County
Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter,
“ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and
specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specificat ions or Scope of Work
stated.
BACKGROUND
Collier County Emergency Management Division (CCEMD) is requesting bids for a Box Truck with a liftgate. The box truck will assist
in the delivery of emergency supplies and COVID-19 related items throughout Collier County. CCEMD will be using the box truck
year-around both for city and interstate travel to transport specialized disaster supplies and rolling cart styled containerized pre-packaged
disaster commodities.
TERM OF CONTRACT
The contract term, if an award(s) is/are made is intended to be for current needs only.
Prices shall remain firm for the initial term of this contract.
Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing s tructure.
The County Manager, or designee, may, at his discretion , extend the Agreement under all of the terms and conditions contained in this
Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the
County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.
All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply
with all carrier regulations. Risk of lo ss of any goods sold hereunder shall transfer to the COUNTY at the time and place of
delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.
AWARD CRITERIA
ITB award criteria are as follows:
➢ The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the
solicitation.
➢ It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to
the County.
➢ For the purposes of determining the winning bidder, the County will select the vendor with the lowest price as outlined below:
• Lowest Total Bid for Option A
• Lowest Total Bid for Option B
➢ Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for
16.E.6.a
Packet Pg. 3355 Attachment: 20-7813 Solicitation (14347 : Recommendation to award Invitation to Bid (“ITB”) No. 20-7813 for the purchase of a box truck with l)
quoting, or other options that represents the best value to the County; however, it is the intent to:
• Single Awardee per Option
➢ The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation .
DETAILED SCOPE OF WORK
The CCEMD is requesting bids for a time sensitive delivery of a new 2020 or 2021 model turn-key purchase of a 24-26ft., non-CDL,
dry freight box truck with lift gate including certain minimum specifications described in the scope of work.
The box truck with lift gate is to be road ready for immediate customer drive -away within 14 days of the issuance of a Purchase Order
from Collier County.
Minimum Specifications:
The specifications indicated in this bid invitation will be considered the minimum. Equal or similar vehicle(s) may be bid, provided
that the vehicle is found by the County to be equal or similar in quality, standard of performance, design, etc. to the item s specified.
All parts and components of the vehicle must be new, shall not be used, rebuilt or refurbished and shall not have been used as
demonstration equipment.
1. Industry Standard Non CDL Dry Freight Van and Engine and Chassis:
a. A 2,800-3,000 lb. heavy duty-level ride and extended length lift gate is required with a chassis integrated load ramp.
b. 30,000LB. GVR Cab and Chassis (Dual Rear Wheel) 4x2 or as required for 24ft -26ft dry freight van. Cab and Freight
Van color to match.
a. Paint – The CCEMD is requesting White but not required.
2. Year Model:
a. Option A shall be a 2020-year model and Option B shall be a 2021-year model with the minimum specifications met
as listed in the scope of work. Both options must be sold new with less than 600 miles on the odometer. At a
minimum Options A & B must provide the original factory warranty.
3. Engine/Cab Chassis:
a. Ford F-650 or 750 extended cab diesel or gasoline equivalent whereby the salient characteristics of each of the name
brand also include the following specific features that offers must provide.
i. Gasoline engine must produce a minimum of 350 horsepower :
1. Shall delete any power take-off
2. Shall have an extended cab
3. Shall have an enhanced gauge cluster with transmission temperature gauge and 110vac inverter
outlet.
ii. Diesel engine must produce a minimum of 270 horsepower
1. Shall delete any power take-off.
2. Shall have an extended cab
3. Shall have an enhanced gauge cluster with transmission temperature gauge and 110vac inverter
outlet.
b. Axel to cab length per specifications with freight van length and lift -gate per industry standards.
c. Driver and passenger entry steps and exterior grab rail.
4. Transmission:
a. Fully Automatic transmission- (6 or 8) speed Ford or Allison as recommended by factory for this application or
equal and whereby the salient characteristics of each name brand also include specific features that offerors must
provide.
i. Gasoline or Diesel Engine Transmission shall provide the following minimum features:
1. Operate automatically to address hill-climb without excessive shifting or manual shifting
2. Provide an automatic downhill shifting to conserve braking.
3. Provide a tow-haul shift pattern as needed for heavy up-hill starts.
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Packet Pg. 3356 Attachment: 20-7813 Solicitation (14347 : Recommendation to award Invitation to Bid (“ITB”) No. 20-7813 for the purchase of a box truck with l)
5. Air Brakes:
a. Compatible for transmission and GVW application.
6. Suspension:
a. Rear Air Ride Suspension per factory GVW requirements.
b. Full-size spare tire and rim mounted and balanced with under chassis storage holder.
7. Fuel Capacity:
a. Diesel- Minimum 45 gallon with multi-gallon DEF tank.
b. Unleaded- Maximum allowed by factory application.
8. Radio and Speed Control:
a. AM/FM Radio and Speed Control factory installed.
9. Air Conditioning/Heat/Defrost:
a. Factory installed
10. Power Steering/Powered Side View Mirrors/Windows
a. Factory installed power steering, tilt steering wheel, powered mirrors and windows.
b. Driver and Passenger side front hood or cowl mounted convex mirrors.
c. Maximum legal tinted windows.
11. Interior and Seating:
a. Drivers - Cloth air-ride seat with armrest.
12. Electrical Systems:
a. Factory standard high capacity for load demands in support of all accessories and lift -gate operations.
13. 24-26ft. Roll-up Dry Freight Box Van with 91” vertical clearance at roll-up door with the following:
a. All aluminum construction paint to match cab- White preferred
b. Diamond plate or similar reinforced van bow brow.
c. Fully undercoated 1 1/8’thick laminated oak floor.
d. Premium roll-up door with full perimeter weatherstripping.
e. 2 rows of galvanized 6,000lb rated E-track along both sides.
f. 3/8” x24 plywood wall kick/rub liner at floor and ceiling.
g. Diamond plate extend rear door sill for dock loading.
14. Load Ramp Specifications:
a. Integrated center chassis rail storage of 12’x 24” wide no-slip aluminum walk-load ramp.
b. Shall be easily removed and mounted on rollers and have a locking mechanism.
c. Will have a weight capacity of 1300 lbs.
d. Configured as to not interfere with lift-gate operations when stored.
15. Lift Gate Specifications:
a. Heavy duty commercial grade for daily use.
b. Shall fold and be spring assisted for tuck-away design
c. Unfolded platform shall be 67”X 88”.
d. Lift gate shall be load level during the load cycle and contain integrated wheel stops for pallet and cart loads.
e. Minimum Lift capacity will be 2,800-3,000 lbs and installed by an authorized dealer/installer with 1-year parts and
labor warranty.
f. Driver and Curbside flex assist steps with reachable chrome grab bar.
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Packet Pg. 3357 Attachment: 20-7813 Solicitation (14347 : Recommendation to award Invitation to Bid (“ITB”) No. 20-7813 for the purchase of a box truck with l)
16. Vehicle Pickup:
a. Dealer completed inspection report and reviewed with the CCEMD at time of pickup. The CCEMD requests the
selected bidder provide all inspection reports including but not limited to torque on wheels and box van attachments.
b. The vendor shall arrange pick up delivery date and time with the CCEMD after an award is made. The CCEMD will
pick-up the vehicle at the dealership with all travel cost borne by the County.
c. Specifications reference above will be used as part of pre-pick up inspection with exceptions or alternates noted.
d. All engine fluids topped-off and minimum ½ tank of fuel. DEF tank if applicable shall be full.
e. Dealer to provide twenty-day or as state appropriate temporary tag and registration for immediate drive -away.
f. CCEMD will provide proof of insurance at time of pickup.
g. The CCEMD requests owners’ manuals for cab, chassis, box van, lift ramp and all accessories to be provided .
h. Vehicle is to be clean and all plastic removed and all systems ready for immediate use.
i. Terms: Collier County Purchase order, Per Florida Statute - Net 45 days. Wire transfer upon request.
17. Build Sheet:
a. The CCEMD requests the vendor to provide a copy of the factory build sheet of an in -stock unit. The build sheet
must include a detailed list of all dealer or third-party modifications or accessories including the lift gate, dry freight
van, load ramp and any other accessories or options.
Lump Sum price will include all fees associated with the purchase and inspection of the vehicle.
Vehicle Shall be titled to:
Collier County Board of County Commissioners
3299 Tamiami Trail Suite 403
Naples, FL 34112
VENDOR CHECKLIST
***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***
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Packet Pg. 3358 Attachment: 20-7813 Solicitation (14347 : Recommendation to award Invitation to Bid (“ITB”) No. 20-7813 for the purchase of a box truck with l)
Project Manager:Dan Summers
Procurement: Patrick Boyle
20-7813 Box Truck with Lift Gate
Due Date: November 6th 2020 at 3:00PM
Notifications Sent: 3148
Viewed: 46
Submissions: 3
Lump Sum Price for 2020 Model
Option A
Form 6: Grant Forms
Insurance Requirements
$89,371.00 NO BID
Business Tax Reciept
Form 5: References
Truck Manuals and Manufactor Specifications
W-9
Vendor Checklist
Form 1: Vendor Declaration Statement
Form 2: Conflict of Interest Certification Affidavit
Form 3: Immigration Affidavit Certification
Form 4: Local Vendor Preference
Sun Biz
E-Verify
Bid Schedule
NO BID
NO BID $85,793.00 $76,409.22
YES
Yes/No
YES
YES
YES
N/A
N/A
N/A
N/A
YES
N/A
YES
NO
YES
YES
YES
Yes/No
YES
YES
YES
N/A
N/A
YES
N/A
YES
YES
NO NO
NO
NO
Option B
Lump Sum Price for 2021 Model
YES
Yes/No
NO
NO
NO
N/A
Orlando Freightliner Capital Ford Tamiami Ford
YES
NO
N/A
N/A
N/A
YES
1 of 1
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Packet Pg. 3359 Attachment: 20-7813 Bid Tabulation (14347 : Recommendation to award Invitation to Bid (“ITB”) No. 20-
Notice of Recommended Award
Solicitation: 20-7813 Title: Box Truck with Lift Gate
Due Date and Time: November 6th, 2020 at 3:00PM
Respondents:
Company Name City County State Bid Amount Responsive/Responsible
Capital Ford LLC Raleigh Wake NC $85,793.00 YES/YES
Orlando Freightliner, Inc Orlando Orange FL $89,371.00 YES/YES
Tamiami Ford, LLC Naples Collier FL $76,409.22 NO/YES
Utilized Local Vendor Preference: Yes No
Recommended Vendor(s) For Award:
On October 9th, 2020 Procurement Services Division released notices for Invitation to Bid 20-7813 Box Truck
with Lift Gate. Three thousand one hundred and forty-eight (3,148) notifications were sent, forty-six (46)
vendors viewed and three (3) bids were submitted on November 6th, 2020 at 3:00PM.
All bidders were contacted to clarify submitted documents and were deemed a minor irregularity.
Tamiami Ford was deemed non-responsive for failing to meet the deadline requirements of the solicitation.
Staff recommends award to Capital Ford LLC, the lowest responsive and responsible bidder.
Contract Driven Purchase Order Driven
Required Signatures
Project Manager:
Procurement Strategist:
Procurement Services Director:
__________________________________ _________________
Sandra Herrera Date
DocuSign Envelope ID: 6280BFF0-4CBF-4B67-B1B3-612E1AD73B4D
12/1/2020
12/1/2020
12/1/2020
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Packet Pg. 3360 Attachment: 20-7813_Notice_of_Recommended_Award (14347 : Recommendation to award Invitation to Bid (“ITB”) No. 20-7813 for the
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Packet Pg. 3379 Attachment: Capital Submittal Final_ (14347 : Recommendation to award Invitation to Bid (“ITB”) No. 20-7813 for the purchase of a box truck