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2016UtilityWalk-InStepVan VILLAGE OF OAK BROOK REQUEST FOR PROPOSAL 2016 UTILITY WALK-IN STEP VAN NOVEMBER 2016 Please mail all responses to: Rania Serences Senior Purchasing Assistant Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 SECTION I: OVERVIEW The Village of Oak Brook is seeking proposals from qualified vendors for a 2016 or newer utility walk-in step van. The Village of Oak Brook may also accept a used utility walk-in step van with low mileage if available on the lot of the dealership. For the purpose of this RFP and the anticipated Agreement, "Village" means the Village of Oak Brook and the selected Proposer that is awarded the Agreement is the “Proposer.” The selected Proposer will be invited to enter into an agreement with the Village in the form of a Purchase Order, to be provided by the Village (“Agreement”), to provide the items in accordance with the Project Scope section of this RFP. The Village Board has the ultimate authority to approve any proposal and to authorize execution of the purchase order. The Village reserves the right to reject any or all proposals, to waive technical or legal deficiencies, to proceed or not to proceed with any subsequent proposal process, or to negotiate without further process any contract as may be in the best interest of the Village. SECTION II: SPECIFICATIONS The following specification represents the Department's minimum requirements for the purchase of a 2016 or newer utility walk-in step van. A used utility walk-in van with low mileage that is currently on the lot can also be proposed as a substitute. Vendors who are interested in proposing "equal or better than" alternate products shall include detailed information on the proposed product with their proposal submittal. In addition, vendors who have specific exceptions to these specifications must identify those exceptions and list alternatives. The overall safety of the Fire Department's firefighters and the perceived efficiency of its operations will weigh heavily in the final determination of the acceptability of alternate products during the review process and the Fire Department's decision shall be final. Prior to December 2016 the Department intends to initiate the purchase of the vehicle. Minimum Vehicle Specifications General Information Type 2016 or newer Walk-In Step Truck Classification Medium Duty GVWR 25,500 Body Length 24’ (288 inches) Body Width 93.0 inches Cab Standard Seating Driver and Front Passenger Drivers Door Swing Passenger Door Swing Rear Doors Twin Swing Fuel Diesel Page 1 Fuel Tank Capacity 50 Gallons/227 Liter Rectangular Steel Standard Features Body Aluminum Floor Extruded Aluminum Clearance/Marker Lights OEM Driver’s Seat High Back Cloth w/Lumbar Support Passenger Seat High Back Cloth w/Lumbar Support Bulkhead Yes, w/Center Sliding Door w/Locking Latch Sliding Sash Windows Left and Right Cab Doors Side Mirrors Standard Dual Towing Capable Standard Towing Package Transmission Transmission Type Automatic Transmission Transmission Cooler Water to Oil Transmission Fluid Synthetic Rear Suspension Air Ride Yes Dump Valve Manual Rear Suspension Leveling Valves Yes Braking System Air Brakes Yes Air Dryer Yes, with Electric Heater Brake System Valves Standard Tires Radial 255/7DR22.5 15 Ply Wheels Front Aluminum Rear Aluminum Engine & Driveline Engine Cummins Overdrive Yes Alternator 200 Amp. Front Axle Capacity 8,000 lbs. Rear Axle Capacity 17,500 lbs. Cab Exterior Horns Dual Electric Marker Lamps Incandescent License Plate Holder Front & Rear Front Bumper Chrome Fender Skirts Rear, Rubber Cab Interior Radio AM/FM 12v Power Source On Dash Roof Vents Manual Dome Lights Cab and Cargo Area Page 2 Circuit Breakers / Fuses Auto Self-Reset Fasten Seat Belt Indicator Yes Steering Wheel 18 Inch Tilt Steering Yes Instruments & Controls Instrument Cluster Backlit Odometer Electronic Speedometer Electronic MPH/KPH Air Pressure Gauge Primary & Secondary, Integral to Instrument Cluster Engine Oil Pressure Gauge Electronic, Integral to Instrument Cluster Engine Coolant Temperature Gauge Integral to Instrument Cluster Voltage Display Digital, Integral to Instrument Cluster Low Fuel Indicator Lamp Integral to Instrument Cluster Fuel Gauge Electric, Integral to Instrument Cluster Engine Hour Meter Integral to Instrument Cluster RPM Control Programmable Wiper Blades Intermittent Color Entire Vehicle Red Preferred, Powder White Acceptable Warranty Chassis Each Vendor to Provide Specifics on their Warranty Compliance Certification U.S. FMVSS Certification Additional Options Accessories Heat and Air Conditioning Rear of vehicle Air Horns Dual trumpet Rear Bumper Chrome Side View Mirrors Electric Rear Windows (4) Installed on rear swinging doors, high and low (non opening) Extended Warranty Programs Extended Warranty Programs (please define packages if available) SECTION III: SUBMITTAL REQUIREMENTS All proposals must be signed by an authorized officer of the Proposer. Proposals that contain omissions, erasures, alterations, conditional quotes, or that contain irregularities of any kind may be rejected. The proposal should contain, without limitation, the following information at a minimum: A. Contact Information. Page 3 1. Name of Proposer; and 2. Office address, main telephone and fax numbers, e-mail address, and website address. B. List of Qualifications and Certifications, and Required Licensing. The Proposer shall provide the following: 1. General information about the Proposer, its history, and services; 2. The resume of the owner/supervisor of the Proposer and the person that would be responsible for overseeing and completing the Services, including these individuals’ certifications, degrees and experience. C. Letter. All Proposers shall include a letter indicating that all information in the proposal is true and complete and signed by the authorized owner, partner, officer of the corporation, or manager of the limited liability company submitting the proposal, with said signature duly notarized by a notary public. D. References. The Proposer shall provide a list of at least three public agencies for which the Proposer has provided similar utility walk-in step van in the greater Chicagoland area. The proposal must include the contact information for these references. SECTION IV: EVALUATION OF PROPOSALS Professional Village staff will evaluate all properly submitted proposals. The Village staff will then grade and rank all properly submitted proposals based on their responsiveness to the Project Scope, the total cost of the Services, and the factors listed in Section 1-7-4 of the Village Code of the Village of Oak Brook, Illinois. The Village will then select the top preferred Proposer, with whom the Agreement, on a form to be provided by the Village, will be negotiated. The Village Board of Trustees has the ultimate authority to approve any proposal and to authorize execution of the negotiated Agreement. The Village reserves the right to make clarifications, corrections, or changes in this RFP at any time prior to the deadline for the submission of proposals. All Proposers or prospective Proposers that register with the Village prior to the deadline for the submission of proposals will be informed of said clarifications, corrections, or changes. To register, Proposers must email their contact information to Rania Serences at rserences@oak-brook.org. SECTION V: SUBMITTAL PROCEDURES A. Questions and Clarifications. All questions regarding this RFP should be directed in writing to Chief Barry Liss, bliss@oak- Page 4 brook.org, and Battalion Chief Jeff Marciniak jmarciniak@oak-brook.org. Questions will be accepted until 12:00 p.m. CST on Monday, November 14, 2016. All questions and responses will be compiled and submitted to all Proposers electronically in one general response memorandum by Friday, November 18, 2016. In order to enable the Village to equitably respond to requestor questions, the Village requests that prospective Proposers register in advance with the Village via e-mail at rserences@oak-brook.org. C. RFP Submittals. All proposals shall be submitted in an opaque sealed envelope on or before the time stated and shall bear the name of the individual, firm, or corporation submitting the proposal. The envelope must state the project name: “2016 Utility Walk-In Step Van”. Four (4) copies of the proposal must be submitted to: Rania Serences Senior Purchasing Assistant Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 Proposals must be received no later than 3:00 p.m. CST on Tuesday, November 22, 2016. Proposals will not be opened publically. Proposals submitted after this time will not be opened. No oral, telephone, e-mail or facsimile proposals will be considered. C. Standard Terms and Conditions. Proposals submitted are offers only, and the decision to accept or reject is a function of quality, reliability, capability, reputation, and expertise of the Proposers submitting proposals. Issuance of this RFP does not obligate the Village to pay any costs incurred by a Proposer in its submission of a proposal or making any necessary studies or designs for the preparation of that proposal, or for procuring or contracting for the services to be furnished under this RFP. A Proposer may withdraw its proposal, either personally or by written request, at any time prior to the scheduled deadline for submittals. No proposal shall be withdrawn for 90 days after the date set for opening proposals. Proposals shall be subject to acceptance during this period. The Village reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of the Village and to the public; to reject the low price proposal; to accept any item of any proposal; to reject any and all proposals; and to waive irregularities and informalities in any proposal submitted or in the RFP process; provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposers should not rely upon, or anticipate, such waivers in submitting their proposal. The Village reserves the right to negotiate specifications, terms, and conditions which may be necessary or appropriate to the accomplishment of the purpose of the RFP. The Village may require the entire proposal be made an integral part of the resulting contract. This implies that all responses, supplemental information, and other submissions provided by the Proposer during Page 5 discussions or negotiations will be held by the Village as contractually binding on the successful Proposer. SECTION VI: ANTICIPATED PROJECT TIMELINE • RFP Released November 8, 2016 • Questions Due November 14, 2016 • Issuance of Responses to Questions November 18, 2016 • RFP Due Date November 22, 2016 @ 3:00 p.m. • Selection of Proposer December 13, 2016 • Approval of Agreement/Purchase Order December 14, 2016 SECTION V: ATTACHMENTS Attachment A – Price Sheet Attachment B – Vendor Questionnaire Page 6 Attachment A – Price Sheet Minimum Vehicle Specifications General Information Price Type 2016 or newer Walk-In Step Truck Classification Medium Duty GVWR 25,500 Body Length 24’ (288 inches) Body Width 93.0 inches Cab Standard Seating Driver and Front Passenger Drivers Door Swing Passenger Door Swing Rear Doors Twin Swing Fuel Diesel Fuel Tank Capacity 50 Gallons/227 Liter Rectangular Steel Standard Features Body Aluminum Floor Extruded Aluminum Clearance/Marker Lights OEM Driver’s Seat High Back Cloth w/Lumbar Support Passenger Seat High Back Cloth w/Lumbar Support Bulkhead Yes, w/Center Sliding Door w/Locking Latch Sliding Sash Windows Left and Right Cab Doors Side Mirrors Standard Dual Towing Capable Standard Towing Package Transmission Transmission Type Automatic Transmission Transmission Cooler Water to Oil Transmission Fluid Synthetic Rear Suspension Air Ride Yes Dump Valve Manual Rear Suspension Leveling Valves Yes Braking System Air Brakes Yes Air Dryer Yes, with Electric Heater Brake System Valves Standard Tires Page 7 Radial 255/7DR22.5 15 Ply Wheels Front Aluminum Rear Aluminum Engine & Driveline Engine Cummins Overdrive Yes Alternator 200 Amp. Front Axle Capacity 8,000 lbs. Rear Axle Capacity 17,500 lbs. Cab Exterior Horns Dual Electric Marker Lamps Incandescent License Plate Holder Front & Rear Front Bumper Chrome Fender Skirts Rear, Rubber Cab Interior Radio AM/FM 12v Power Source On Dash Roof Vents Manual Dome Lights Cab and Cargo Area Circuit Breakers / Fuses Auto Self-Reset Fasten Seat Belt Indicator Yes Steering Wheel 18 Inch Tilt Steering Yes Instruments & Controls Instrument Cluster Backlit Odometer Electronic Speedometer Electronic MPH/KPH Air Pressure Gauge Primary & Secondary, Integral to Instrument Cluster Engine Oil Pressure Gauge Electronic, Integral to Instrument Cluster Engine Coolant Temperature Gauge Integral to Instrument Cluster Voltage Display Digital, Integral to Instrument Cluster Low Fuel Indicator Lamp Integral to Instrument Cluster Fuel Gauge Electric, Integral to Instrument Cluster Engine Hour Meter Integral to Instrument Cluster RPM Control Programmable Wiper Blades Intermittent Color Entire Vehicle Red Preferred, Powder White Acceptable Page 8 Warranty Chassis Each Vendor to Provide Specifics on their Warranty Compliance Certification U.S. FMVSS Certification TOTAL PURCHASE COST $ Accessories Price Heat and Air Conditioning Rear of vehicle Air Horns Dual trumpet Rear Bumper Chrome Side View Mirrors Electric Rear Windows (4) Installed on rear swinging doors, high and low (non opening) Extended Warranty Programs Extended Warranty Programs (please define packages if available) TOTAL ACCESSORIES $ TOTAL PURCHASE COST PLUS ACCESSORIES $ In words: The Village reserves the right to reject any or all proposals, to waive technical or legal deficiencies, to proceed or not to proceed with any subsequent proposal process, or to negotiate without further process any contract as may be in the best interest of the Village. Vendors who have specific exceptions to these specifications must identify those exceptions and list alternatives and attach to their proposal. Page 9 Attachment B – Vendor Questionnaire FIRM NAME ________________________________________________ CONTACT PERSON ________________________________________________ ADDRESS ________________________________________________ ________________________________________________ ________________________________________________ PHONE NUMBER ________________________________________________ WHEN ORGANIZED ________________________________________________ WHERE ORGANIZED________________________________________________ LICENSED IN ILLINOIS? _____________________ NUMBER OF YEARS IN PRACTICE? _____________________ HAS THE FIRM EVER REFUSED A CONTRACT? If yes, please submit details ____________________ HAS THE FIRM EVER DEFAULTED ON A CONTRACT? If yes, please submit details ____________________ WHERE IS YOUR NEAREST OFFICE TO OAK BROOK? _____________________ HOW MANY PEOPLE ARE EMPLOYED IN THE NEAREST OFFICE TO OAK BROOK? _____________________ Page 10