HomeMy WebLinkAboutDocumentation_Regular_Tab 26_11/14/2024Agenda Item #26.
Regular Council
STAFF MEMO
Meeting:Regular Council - Nov 14 2024
Staff Contact:Marjorie Craig, Utilities Director Department:Utilities
TITLE
Consider Approval of a Purchase with Duval Ford for a 2025 Ford F250 Regular Cab 142 "WB 4x2 for
the Utilities Department through the Florida Sheriff's Association Contract for a Cost of $87,454
SUMMARY:
The Utilities Department (UD) recommends approving the purchase of a 2025 Ford F250 4x2 through
the Florida Sheriff’s Association contract for $87,454. This vehicle was budgeted and approved for
fiscal year 2025 (FY25) for $87,500. This truck will replace the existing unit UD64, a 2008 Ford F150,
which is over 16 years old and is approaching 141,255 miles.
The Utilities Department’s crews use full-sized F250 pickup trucks with tool storage compartments
and safety lighting packages for transportation and day-to-day maintenance activities, including
pulling heavy equipment. New vehicles are equipped with driver-assist features that help ensure
driver safety. The Village Council approved $87,500 to purchase the vehicle in the FY25 budget.
To ensure the lowest possible price, the Village piggyback’s the current Florida Sheriff's Association
contract that was awarded to various vendors (including Duval Ford). The vendor selection by the
Sheriff's Association & Florida Association of Counties was completed through a competitive selection
process.
The Utilities Department recommends moving forward with this purchase. The truck being replaced,
UD64, will move to the water treatment plant for use by the newly hired maintenance technician until
a newer vehicle can be assigned.
Funding - Vehicle Replacement, Renewal and Replacement: 501-411-664.602
This document and any attachments may be reproduced upon request in an alternative format by
completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-
768-0443.
BUDGET INFORMATION:
BUDGET AMOUNT $172,500 AMOUNT AVAILABLE EXPENDITURE AMOUNT:
$87,500$87,454
FUNDING SOURCES: 501-411-664.602 IS THIS A PIGGYBACK:
Yes N/A
DID YOU OBTAIN 3 QUOTES?
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Agenda Item #26.
Yes N/A
QUOTE 1 - BUSINESS NAME N/A QUOTE AMOUNT N/A
QUOTE 2 - BUSINESS NAME N/A QUOTE AMOUNT N/A
QUOTE 3 - BUSINESS NAME N/A QUOTE AMOUNT N/A
COMMENTS/EXPLANATION ON SELECTION Approval of purchase to piggyback Sheriff's state
contract for purchase
ATTACHMENTS:
1_Duval Ford F250 Quote
2_VEL32.0-Final-Award-Packet
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Agenda Item #26.
Village of Tequesta
Prepared for:Contract Holder
REV: 10/29/24
Village of TequestaDuval Ford
David TinocoJared Davis
dtinoco@tequesta.org(Work) 904-388-2144
561-768-0484(Fax) 904-387-6816
jared.davis@duvalmotor.com
405 Lane Avenue North
Jacksonville, FL 32258
We appreciate your interest and the opportunity to quote. Pricing references the FLORIDA SHERIFFS ASSOCIATION LIGHT VEHICLE
CONTRACT FSA 24-VEL-32. If you have any questions regarding this quote please call! Note, Vehicle will be ordered white exterior unless
specified on purchase order. Shipping and Invoicing instructions are required on agency purchase order.
CodeEquipmentUNIT PRICEEXTENDED
Item 120: 2025 Ford F250 Regular Cab 142"WB 4x2. Power Windows, Locks, Keyless Entry
1 F2A SOUTH$ 41,591.00$ 41,591.00
Oxford White
$ -
1 Z1$ -
Medium Dark Slate vinyl, 40/20/40
$ -
1 AS$ -
6.8L 2V DEVCT NA PFI V8 Gas (Flex Fuel)/TorqShift-G Ten- Speed Automatic with Selectable Drive Modes:
99A.44F$ -$ -
1
Normal, Eco, Slippery Roads, Tow/Haul, Trail (4x2), Off-Road (4x4) N/A on W3C
Availability: Optional on XL, XLT
.Includes (52B) Factory Trailer brake controller
1 534$ 1,736.00$ 1,736.00
.Includes trailer plug 6 or 7 way Trailer Plug
.Includes hardware pack: Class IV Ball Mount, 2"" Ball, Sleeve reducer, pin and clip
\[Recommend Locking Differential\]
Platform Running Boards
1 18B REG$ 318.00$ 318.00
VEHICLE INTEGRATION SYSTEM 2.0 (18A)
1. Safety Pkg 1: Includes Driver : Shift-Lock Seatbelt Interface
2. Safety Pkg 2: \[Optional\] Auto Light with Wiper, Low Volt/ Fuel alerts with horn chirp ($115)
$ 398.00
1 18A$ 398.00
3. Safety Pkg 3: Safety Stop: Key can be removed with vehicle idle. ($225)
SUPER DUTY PERIMETER LIGHTING + MINI BAR:
A: (2) SOUNDOFF: 3"" mpower screw mount EMPS1SMS3(Y) (DUAL COLOR) Location: Grille
B: (2) SOUNDOFF: XF flush mount EXFS10002-(Y) (DUAL COLOR) Location: Bumper
01 LED PKG 2$ 1,485.00$ 1,485.00
C: (1) SOUNDOFF: nROADS mini 17"" Lightbar Location: Roof, fixed mount. ~Ford Sync Vehicle
Integrated Controller Available with this package
COLOR: AMBER/WHITE ALTERNATING
NOTE:
Non-scheduled option: Utilize VIS (18A) to provide (3) in-cab lighting functions--Front, Rear, All
$ 150.00
01 NSO: ICC$ 150.00
Ship Thru Qualified body modifier, Discounts Available for Chassis Pre-Payment upon arrival at second stage
upfitter. Includes second stage mso, body certification label and pre-delivery inspection. Second Stage MSO
(31*)$ 625.00$ 625.00
01
required for Tag.
8' Knapheide 696 R3 (Srw) For 3000# Capacity Cranes Body Includes Installation, Single Manual Outrigger,
$ 17,927.00
01 CB 1$ 17,927.00
Body Reinforcement Spring Build Up And Step Bumper
Non-scheduled option: Reinforce body for crane to be mounted curbside rear compartment top
NSO:CRANE RFRCMT$ 1,530.00
01$ 1,530.00
Factory Camera Install (Requires (872) Camera Kit
$ 238.00
01 SBO 1$ 238.00
Spray Line Top & Cargo Area 8'
01 SBO 68$ 1,374.00$ 1,374.00
Spray Line Bumper
01 SBO 71$ 272.00$ 272.00
Removable Crane- Cap. 900#
01 SBO 83$ 7,480.00$ 7,480.00
Non-scheduled option: Upgrade to Venturo ET8KX with heavy-duty pull out and crank down outrigger;
NSO: VENTURO ET8KX$ 12,330.00
01$ 12,330.00
mounted on c/s rear top
TOTAL LABOR HOURS
0
Additional Notes
UNIT COST
$ 87,454.00
TOTAL QUANTITY1 TOTAL PURCHASE$ 87,454.00
F2A 10-29-24TEQUESTA JD.xlsx
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Agenda Item #26.
STANDARD EQUIPMENT
MECHANICAL
Electronic-Shift-On-the-Fly (ESOF) (4x4 only)
Engine
SE FSD A
Transmission
Normal, Eco, Slippery Roads, Tow/Haul (6.8L Gas)
Normal, Eco, Slippery Roads, Tow/Haul (6.7L Diesel)
EXTERIOR
Daytime Running Lamps
Front Box Step and Rear Bumper Step
Jack
Manually telescoping/folding trailer tow with power/heated glass, heated
convex spotter mirror, integrated clearance lamps/turn signals
Operator Commanded Regeneration Diesel engine only
SE FSD B
"Three-Blink" lane change signal
Trailer Sway Control
INTERIOR/COMFORT
4.2" LCD Productivity Screen: includes menus for Gauge Setup, Trip
Computer, Fuel Economy and Towing/Off-Road applications
Cabin Air Particulate Filter
Ǐ ector
Outside Temperature Display
Overhead console w/ storage bins and map lights
SE FSD C
up/down, power 2nd row (rear-seat) windows; power door-locks w/backlit
switches & accessory delay; power tailgate lock
Scu
w/integrated restraint
wheel/column; includes three (3) button message control
w/uncovered mirror
ǎ xed
SAFETY/SECURITY
Belt-Minder® (front safety belt reminder)
Center High-mounted Stop Lamp (CHMSL)
Driver and passenger frontal airbag; passenger side deactivation Switch
Engine Only Traction Control (DRW only)
ect halogen
only
SE FSD D
glass, heated convex spotter mirror, integrated clearance lamps/turn
signals
Rear View Camera
Remote keyless entry
Safety Canopy® System (incl. side-curtain airbags)
SecuriLock® Passive Anti-Theft System
Stationary Elevated Idle Control
Ford Security Package (1-year included with activation)
AutoLamp (Auto On/O Headlamps)
Autolock, Auto unlock
SE FSD E
Cruise Control
Hill Start Assis
FUNCTIONAL
six (6) with SuperCab and Crew Cab)
SE FSD F
F2A 10-29-24TEQUESTA JD.xlsx
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Rear axle
SYNC® 4
SE FSD G
F2A 10-29-24TEQUESTA JD.xlsx
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NOTICE OF FINAL AWARD
CONTRACT FSA24-VEL32.0 Pursuit, Administrative, and Other Vehicles
Date: October 1, 2024
To: All Prospective Bidders and Purchasers
From: Steve Casey, Executive Director
Sarrah Glassner, Deputy Executive Director of Administration
Hugh Oliver, Director of the Cooperative Purchasing Program
Re: Contract Number FSA24-VEL32.0 Pursuit, Administrative, and Other Vehicles: Contract Awards
We are pleased to announce that the Florida Sheriffs Association (FSA) has successfully completed its
latest nationwide cooperative bid for Pursuit, Administrative, and Other Vehicles. This contract is in
effect beginning October 1, 2024, through September 30, 2025.
This notification is for the Florida Sheriffs Association(FSA), Cooperative Purchasing Program (CPP)
Intent to Award for contract FSA24-VEL32.0 Pursuit, Administrative, and Other Vehicles. All bids were
received in a timely manner, reviewed, and evaluated by the FSA and its Fleet Advisory Committee.
The contract specifications include:
-In Hybrid Electric Vehicles: Administrative Sedans & Vans
-In Hybrid Electric Vehicles: Pickup Trucks & Utility Vehicles
4x2
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4x4
4x2
4x4 and AWD
The competitive process for this award began in January 2024, when the FSA Fleet Advisory Committee,
bidders, and stakeholders provided input regarding automotive and equipment procurement needs.
Specifications were developed based on prior years activity, and new additions were included based on
feedback from the FSA Committee, bidders, and stakeholders.
Advertisements of the Invitation to Bid (ITB) were placed on the FSA website on April 1, 2024, and within
the Florida Administrative Register on April 1, 2024, and May 1, 2024.
From the ITB, thirty-two bidders completed the pre-bid process. Of these respondents, twenty-six
submitted bids. Nineteen responsive bidders were awarded after bids were evaluated by the FSA Fleet
Advisory Committee and FSA staff.
The Florida Sheriffs Association Cooperative Purchasing Program has followed the Contract Terms and
Conditions to procure this contract.
Contract prices are extended and guaranteed to any local government or political subdivision of the
state, public educational institutions, other public agencies or authorities with the State of Florida, and
other entities approved by the manufacturer to participate in this contract.
Out-of-state sales are permitted under this contract. All purchasers are bound by their local governing
purchasing ordinances, rules, and regulations.
All awarded vendors are governed by their manufacturer agreements and the Contract Terms and
Conditions.
List of Intended Awards in Alphabetical Order:
1.Bachrodt FT, LLC. DBA Palmetto Ford of Miami
2.Bozard Ford
3.Carl Black of Orlando, LLC.
4.Duval Ford, LLC.
5.ETR, LLC.
6.Florida Transportation Systems, Inc.
7.Garber Ford, Inc.
8.Garber Chevrolet Buick GMC, Inc.
9.Garber Chrysler Dodge Truck, Inc.
10.Matheny Fire & Emergency
11.Recon Power Bikes
12.SAG Cocoa, LLC.
13.Seminole Toyota
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14.Step One Automotive DBA Kia Ft. Walton Beach
15.Tampa Truck Center
16.
17.Tesla
18.Treaty Oak Outdoors, LLC.
19.Woody Folsom of Douglas, Inc.
The final award page document for all awarded bid items is attached.
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CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
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CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 764 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 765 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 766 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 767 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 768 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 769 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 770 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 771 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 772 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 773 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 774 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 775 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 776 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 777 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 778 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 779 of 831
Agenda Item #26.
CONTRACT SIGNATURE FORM
By submitting a response to this Invitation to Bid and signing this form, the idder declares that he or
she has read, and the company understands, accepts and will comply with the terms, conditions and
specifications of this bid and any addenda issued. The failure or omission to review this document shall
in no way relieve the authorized agent of obligations with respect to this bid. The submission of a bid
and signature below shall be taken as evidence of acceptance of the terms and conditions of this bid.
The idder further declares that no other persons other than the authorized agent herein named has
any interest in this bid or in the contract to be taken, and that it is made without any connection with
any other person or persons making proposal for the same article, and is in all respects fair and without
collusion or fraud.
The idder further declares that they have carefully examined the specifications and is thoroughly
familiar with its provisions and with the quality, type and grade of materials required.
The dder further declares that they have provided a discount on all factory options included in this bid,
and such discount will be included in all purchase orders.
The idder further declares that the company understands the financial responsibility associated with
this bid as stated and further declares that it has the ability to meet the financial responsibility
associated with this bid.
The idder further declares that the company will furnish the items awarded for the price bid.
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
Business Address
Name of Authorized Agent
Email address of authorized agent
Signature
Date
FSA Contract Number
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
Bidder Company Name
13
Page 780 of 831
Agenda Item #26.
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
Page 781 of 831
Agenda Item #26.
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
FSA Base Specifications
Bid Item Groups
All bid items shall be built to manufacturer base specifications for the item or model number indicated
and shall include all standard manufacturer equipment unless otherwise specified. If not already
included in manufacturer standard equipment and base specifications, all vehicles shall include
manufacturer standard automatic transmission and power locks and windows. When requested by the
purchaser, vendors must submit detailed specifications for the item and options offered.
Administrative Sedans
Cab and Chassis Trucks: 1 Ton (DRW) 4x2
Cab and Chassis Trucks: 1 Ton (DRW) 4x4
Cab and Chassis Trucks: 15,000 lbs. GVWR (DRW) 4x2
Cab and Chassis Trucks: 15,000 lbs. GVWR (DRW) 4x4
Cargo & Passenger Vans Medium/High Roof
Cargo & Passenger Vans Standard/Low Roof
Electric & Plug-In Hybrid Electric Vehicles: Administrative Sedans & Vans
Electric & Plug-In Hybrid Electric Vehicles: Pickup Trucks & Utility Vehicles
Electric Bikes & Transporters: All-Terrain
Electric Bikes & Transporters: Cargo
Electric Bikes & Transporters: Commuter
Electric Bikes & Transporters: Patrol
Electric Bikes & Transporters: Transporters
Pickup Trucks – 4x2
Pickup Trucks – 4x4
Pursuit Rated Vehicles*
Pursuit Rated Motorcycles
Special Service Vehicles*
Utility & Hybrid Utility Vehicles – 4x2
Utility & Hybrid Utility Vehicles – 4x4 and AWD
*Indicates additional FSA base specification requirements
Page 782 of 831
Agenda Item #26.
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
FSA Base Specifications
Pursuit Rated Vehicles
In addition to the manufacturer base specification for the item or model number indicated, items in
this group must meet the following FSA base specification:
FSA Item Group Description
Standard two (2) keys and/or fobs with one (1) additional key/fob
Heavy duty rubber floor covering instead of carpet
Manufacturer’s standard production seats with power adjustable driver’s seat
Vinyl rear seat
Driver-side LED spotlight
Page 783 of 831
Agenda Item #26.
FSA24-VEL32.0: Pursuit, Administrative, and Other Vehicles
FSA Base Specifications
Special Service Vehicles
In addition to the manufacturer base specification for the item or model number indicated, items in
this group must meet the following FSA base specification:
FSA Item Group Description
Standard two (2) keys and/or fobs with one (1) additional key/fob
Heavy duty rubber floor covering instead of carpet
Manufacturer’s standard production seats with power adjustable driver’s seat
Page 784 of 831
Agenda Item #26.
2.03
Contract: FSA22-
VEL30.0 –
Pursuit,
Administrative
and Other
Vehicles
Contract: FSA22-
Page 785 of 831
Agenda Item #26.
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Contract Terms and Conditions
Table of Contents
1.0 GENERAL CONDITIONS ............................................................................................................ 5
1.01 BID CORRESPONDENCE ............................................................................................... 5
1.02PURPOSE.....................................................................................................................5
1.03TERM OF CONTRACT...................................................................................................5
1.04 JURISDICTION .............................................................................................................. 5
1.05 SHERIFF AS COUNTY CONSTITUTIONAL OFFICER ......................................................... 5
1.06 FUNDING ..................................................................................................................... 6
1.07 CURRENCY ................................................................................................................... 6
1.08 GENERAL DEFINITIONS ................................................................................................ 6
1.09 ELIGIBLE PURCHASERS OF CONTRACT ......................................................................... 8
1.10 LEGAL REQUIREMENTS ................................................................................................ 8
1.11 PATENTS & ROYALTIES ................................................................................................ 9
1.12 FEDERAL AND STATE STANDARDS ............................................................................... 9
1.13 UNDERWRITERS’ LABORATORIES ................................................................................ 9
1.14 AMERICANS WITH DISABILITIES ACT ........................................................................... 9
1.15 REASONABLE ACCOMMODATION ............................................................................... 9
1.16 DISADVANTAGED BUSINESSES .................................................................................... 9
1.17 ANTI-DISCRIMINATION .............................................................................................. 10
1.18 BEST COMMERCIAL PRACTICES ................................................................................. 10
1.19 PUBLIC ENTITY CRIMES (PEC) .................................................................................... 10
1.20 TAX EXEMPTION ........................................................................................................ 10
1.21 ORDER OF PRECEDENCE IN THE EVENT OF CONFLICT ............................................... 10
1.22 COMMUNICATIONS ................................................................................................... 11
1.23 CLARIFICATION AND ADDENDA ................................................................................. 11
1.24 SIGNED BID CONSIDERED AN OFFER ......................................................................... 11
1.25 ASSIGNMENT OF CONTRACT ..................................................................................... 12
1.26 TERMINATION OF PRODUCT LINE ............................................................................. 12
1.27 DEMONSTRATION OF COMPETENCY ......................................................................... 12
1.28 VENDOR ABILITY TO PERFORM .................................................................................. 13
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Cooperative Purchasing Program
Contract Terms and Conditions
1.29 FINANCIAL RESPONSIBILITY ....................................................................................... 13
1.30 QUALITY AND SAFETY ................................................................................................ 13
1.31 NONCONFORMANCE ................................................................................................. 14
1.32 GRATUITIES ............................................................................................................... 14
1.33 TIE BIDS ..................................................................................................................... 14
1.34 RIGHT TO AUDIT ........................................................................................................ 14
1.35 LICENSES AND PERMITS ............................................................................................. 15
1.36 PERFORMANCE BONDS ............................................................................................. 15
1.37 ELIMINATION FROM CONSIDERATION ...................................................................... 15
1.38 INDEPENDENT PREPARATION .................................................................................... 15
1.39 DEFAULT .................................................................................................................... 16
1.40 PROTESTS AND ARBITRATION ................................................................................... 16
1.41 NONPERFORMANCE .................................................................................................. 17
1.42 SEVERABILITY............................................................................................................. 18
1.43 TERMINATION FOR CAUSE ........................................................................................ 18
1.44 TERMINATION WITHOUT CAUSE ............................................................................... 18
1.45 CONTRACT ADVERTISEMENT AND USE OF FSA LOGO............................................... 19
2.0 BIDDER INSTRUCTIONS ......................................................................................................... 20
2.01 QUALIFICATION ......................................................................................................... 20
2.02 LICENSING AND FACILITIES ........................................................................................ 20
2.03 INSURANCE AND INDEMNIFICATION......................................................................... 21
2.04 SPECIFICATIONS ......................................................................................................... 23
2.05 SEALED BIDS .............................................................................................................. 23
2.06 MISTAKES .................................................................................................................. 23
2.07 EXCEPTIONS ............................................................................................................... 23
2.08 EQUIVALENTS ............................................................................................................ 24
2.09 MANDATORY PRE-BID MEETING ............................................................................... 24
2.10 PRICES QUOTED......................................................................................................... 24
2.11 COST-PLUS-PERCENT PRICING ................................................................................... 25
2.12 OPTION PRICING ........................................................................................................ 25
2.13 EMERGENCY LIGHTS AND SIRENS .............................................................................. 26
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Contract Terms and Conditions
2.14 BID SUBMISSION ....................................................................................................... 27
2.15 ZONE BIDDING ........................................................................................................... 28
2.16 EXECUTION OF BID .................................................................................................... 28
2.17 MODIFICATION OR WITHDRAWALS OF BIDS ............................................................. 28
2.18 LATE BIDS .................................................................................................................. 28
2.19 BID OPENING ............................................................................................................. 28
2.20 DETERMINATION OF RESPONSIVENESS ..................................................................... 29
2.21 RESPONSIBLE BIDDER CRITERIA ................................................................................. 29
2.22 BASIS FOR AWARD .................................................................................................... 29
2.23 BID TABULATIONS ..................................................................................................... 30
2.24 MINOR IRREGULARITIES/RIGHT TO REJECT ............................................................... 30
2.25 CONE OF SILENCE ...................................................................................................... 30
3.0 CONTRACT CONDITIONS ....................................................................................................... 31
3.01 GENERAL REQUIREMENTS ......................................................................................... 31
3.02 STATEMENT OF AUTHORITY ...................................................................................... 31
3.03 VENDOR CONTACT INFORMATION ............................................................................ 31
3.04 ADDITIONS OR DELETIONS ........................................................................................ 31
3.05 CONTRACT EXTENSION .............................................................................................. 31
3.06 PRICE ADJUSTMENT .................................................................................................. 32
3.07 CONDITIONS .............................................................................................................. 32
3.08 PRODUCTION CUTOFF ............................................................................................... 33
3.09 FACILITIES .................................................................................................................. 33
3.10 PURSUIT RATED VEHICLES & MOTORCYCLES............................................................. 33
3.11 SPECIAL SERVICE VEHICLES ........................................................................................ 33
3.12 CAB AND CHASSIS PURCHASES .................................................................................. 33
3.13 FACTORY-INSTALLED OPTIONS .................................................................................. 33
3.14 VENDOR-INSTALLED OPTIONS ................................................................................... 34
3.15 NON-SCHEDULED OPTIONS ....................................................................................... 34
3.16 FORCE MAJEURE ........................................................................................................ 34
3.17 PURCHASE ORDERS ................................................................................................... 34
3.18 REGISTRATION, TAG, AND TITLE ................................................................................ 35
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Contract Terms and Conditions
3.19 DELIVERY................................................................................................................... 35
3.20 INSPECTION AND ACCEPTANCE ................................................................................. 36
3.21 INVOICING AND PAYMENTS ...................................................................................... 37
3.22 WARRANTY ................................................................................................................ 37
3.23 QUARTERLY REPORTS ................................................................................................ 37
3.24 ADMINISTRATIVE FEE ................................................................................................ 37
3.25 LIQUIDATED DAMAGES ............................................................................................. 38
Appendix A: Zone Map ............................................................................................................ 40
Appendix B. Bid Calendar ........................................................................................................ 41
Appendix C: ACH Payments ..................................................................................................... 42
Appendix D: Federal Clauses ................................................................................................... 43
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Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
CONDITIONS
1.01 BID CORRESPONDENCE
All correspondence regarding this bid should be directed to the Florida Sheriffs Association, “FSA”. Please be sure
to reference the bid number and title and provide your contact information. Communication for this Invitation to
Bid should be identified by contract number and title and directed to:
Florida Sheriffs Association
Attn: Cooperative Purchasing Program Coordinator
2617 Mahan Drive
Tallahassee, FL 32308
E-mail: CPP@flsheriffs.org
1.02 PURPOSE
The Florida Sheriffs Association invites interested Bidders, including manufacturers and dealers or authorized
representatives to submit responses in accordance with these solicitation documents. The FSA Cooperative
Purchasing Program will conduct the solicitation process and administer the resulting contract. The purpose of this
bid is to establish contracts with manufacturers and manufacturers’ authorized dealers for contract terms specified
under Section 1.03 for the purchase of items on a “no trade-in basis.”
1.03 TERM OF CONTRACT
The term for Contracts FSA24-VEL32.0 Pursuit, Administrative and Other Vehicles shall remain in effect for one
year from date of contract execution by the FSA, and may be extended by mutual agreement, at the sole option
and discretion of the FSA. The initial term of these contracts begins October 1, 2024, and ends September 30,
2025.
Contract extensions will only be executed when the FSA determines, based on then-existing conditions, that it is in
the best interest of the FSA and the purchasers to do so.
1.04 JURISDICTION
This Agreement shall be governed by and construed in accordance with the laws of the State of Florida. Venue
shall lie in the appropriate court in and for Leon County, Florida.
1.05 SHERIFF AS COUNTY CONSTITUTIONAL OFFICER
The Offices of the Sheriff in the State of Florida are constitutional offices of the State of Florida. Each has the
authority either individually or collectively to execute contracts for all goods and services for the proper conduct of
that office. Section 30.53, Florida Statutes, exempts the sheriffs’ offices from the provisions of the Florida Statute
that would otherwise require sealed and competitive bidding procedures.
The Office of the Sheriff is not required by law to accept the lowest priced proposal and may reject any or all of the
proposals without recourse. Bidders are solely responsible for their own bid preparation costs and nothing in this
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Cooperative Purchasing Program
Contract Terms and Conditions
solicitation in any way obligates the participating sheriffs’ offices for any payment for any activity or costs incurred
by any Bidder in responding to this solicitation.
1.06 FUNDING
In the case of certain purchasers, including state agencies, funds expended for the purposes of the contract must
be appropriated by the Florida Legislature, the individual participating agency or the agency’s appropriating
authority for each fiscal year included within the contract period. For such agencies, their performances and
obligations to pay for products or services under any resulting contract, or purchase order, are contingent upon
such an annual appropriation by the Legislature, individual agency or by the appropriating authority. Therefore,
any contract or purchase order with such an agency shall automatically terminate without penalty or termination
costs in the event of non-appropriation.
1.07 CURRENCY
All transaction amounts, bids, quotes, provisions, payments or any part of this contract relating to currency are to
be made in United States Dollars.
1.08 GENERAL DEFINITIONS
The terms used in this contract are defined as the following:
A. Bidder: A business or enterprise that submits a formal bid to the Florida Sheriffs Association Cooperative
Purchasing Program in accordance with the Florida Sheriffs Association Cooperative Purchasing Program
Terms and Conditions. A bidder, that is not the manufacturer, must be authorized by the manufacturer to
market and sell an item for which they are bidding.
B. Bid System: The online forum used for the submission of bids and review of bid results for the
specifications connected to this Invitation to Bid. VendorLink is the software used for this bid.
C. Build Sheet: A document from the Bidder that confirms that the item submitted meets or exceeds the FSA
Base Specifications. Build sheets include, but are not limited to, the factory options list and door data
plate information for vehicles that include details such as engine size and transmission, paint codes,
production date, axle code, etc.
D. Dealer: An enterprise authorized by the manufacturer to market, sell, provide, and service the items for
the Florida Sheriffs Association Cooperative Purchasing Program. Dealers may be Vendor-owned and
controlled, in whole or in part, or independently owned and controlled.
E. End User: A term used to distinguish the person who ultimately uses or is intended to use a product or for
whom a product is designed for use.
F. Factory: Refers to the manufacturer produced products.
G. Fleet Advisory Committee (committee): An employee of a sheriff’s office or other local governmental
agency, or person who FSA CPP identifies as a subject matter expert who assists with the development of
bid specifications and evaluation of bid responses. The committee makes recommendations to the FSA
CPP and is not responsible for final awards.
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Cooperative Purchasing Program
Contract Terms and Conditions
H. Florida Sheriffs Association Cooperative Purchasing Program (FSA CPP): The entity that administers the
Invitation to Bid and contract administration functions for the resulting contract(s).
I. FSA Base Specifications: Written descriptions of the minimum requirements for each item or item group
developed by the FSA CPP for Bidders to bid on. These item requirements may be unique to FSA CPP and
require additional components to the manufacturer’s standard item.
J. Invitation to Bid: A competitive solicitation and award process established through the issuance of an
invitation to Bidders, vendors, dealers and manufacturers to submit a price offer on a specific product to
be provided. This term shall include the FSA Base Specifications available to Bidders on the Bid System
and references to solicitation documents. The term shall not include requests for proposals, requests for
quotes, requests for letters of interest, or the solicitation of purchase orders based on oral or written
quotations.
K. Manufacturer: The original producer or provider of items offered on this contract.
L. Manufacturer’s Suggested Retail Price (MSRP): The Manufacturer’s recommended retail selling price, list
price, published list price, or other usual and customary price that would be paid by the purchaser. The
following are acceptable sources of current MSRPs and MSRP Lists for use in submission of the bid
solicitation and the resulting contract:
a. Manufacturer’s Computer Printouts
b. Chrome Systems, Inc.’s PC Carbook Plus and PC Carbook Fleet Edition
c. Manufacturer’s Annual U.S. Price Book
d. Manufacturer’s official website
M. Non-Scheduled Option: Any optional new or unused component, feature or configuration that is not
included or listed in the FSA Base Specifications or options provided by the Vendor.
N. Production Cutoff: A date used by manufacturers to notify vendors and dealers that the manufacturer has
reached maximum capacity for orders or are discontinuing the production of an item. Vehicle
manufacturers use this term when referring to any given model year for production.
O. Published List Price: A standard “quantity of one” price currently available to government and educational
purchasers, excluding cooperative or volume discounts.
P. Purchase Order: An official request for order from a purchaser to an awarded Vendor for an item that has
been awarded on this contract. Purchase Orders placed using this contract formalize the terms and
conditions of this contract under which a Vendor furnishes items to a purchaser.
Q. Purchaser: A purchaser is an entity that seeks to obtain items awarded on this contract by meeting the
eligible user criteria.
R. Qualifications Packet: This document contains the required forms, attestations, authorizations, and
organizational information needed by Bidders to submit a successful and complete bid.
S. Terms & Conditions: This document, which serves as the governing Invitation to Bid and contract for the
identified FSA CPP Invitation to Bid and resulting contract(s). Standard regulations, processes, procedures,
and compliance requirements are identified herein. Bidders complete a Qualifications Packet during the
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Cooperative Purchasing Program
Contract Terms and Conditions
bid process indicating they agree to comply with the Terms & Conditions, and that this will serve as a
contract for both parties, should the Bidder(s) receive award.
T. Third Party Supplier: Businesses external to a Bidder or Vendor that provide products and services which
contribute to the overall finished item in this contract. Third Party Suppliers are contractors under the
direction and responsibility of the Bidder or Vendor.
U. Vendor: The Bidder(s) that receive award, who agree to provide the contract items that meet the
requirements and FSA Base Specifications of the contract. The Vendor must agree to the Terms &
Conditions, which will serve as the governing contract. If the Vendor is not the manufacturer, the Vendor
must be authorized by the manufacturer to market, sell, provide, and service all awarded items.
V. Vendor Installed: A product or service provided by the Vendor or other third party; not the factory.
1.09 ELIGIBLE PURCHASERS OF CONTRACT
Awarded bid contract pricing will be extended and guaranteed to the Florida Sheriffs Association, any unit of local
government, political subdivision or agency of the State of Florida. This includes, but is not limited to counties,
municipalities, sheriffs’ offices, clerks, property appraisers, tax collectors, supervisors of elections, school boards or
districts, water management districts, other special districts, police and fire departments, emergency response
units, state universities and colleges, or other state, local or regional government entities within the State of
Florida. Eligible purchaser also includes all Eligible Users as defined in F.A.C. 60A-1.001(2).
All purchasers are bound by applicable Federal and State law, local ordinances, rules and regulations for purchases
made under this contract. Participating agencies cannot guarantee any order other than those ordered by the
individual agency.
In addition, awarded bids can be extended and guaranteed to other entities, which can include out-of-state sales,
in accordance with Vendors’ individual manufacturers’ agreements. Vendors that wish to extend contract pricing
to entities other than those defined here are governed by their manufacturers’ agreements and must agree to the
Terms & Conditions.
1.10 LEGAL REQUIREMENTS
Federal, State, and local laws, ordinances, rules and regulations, including any applicable motor vehicle dealer
laws, that in any manner affect the items covered herein apply. Lack of knowledge by the Bidder of applicable legal
requirements will in no way be a cause for relief from responsibility.
Bidders have the option to certify that they are willing to accept purchase orders funded in whole or in part with
federal funds. By opting in, Bidders certify that they are willing to comply with the requirements outlined in
Appendix D upon receipt of a federally funded purchase order. This is not a requirement of the Invitation to Bid or
contract. Bidders are not required to opt-in; however, they are required to indicate whether they will opt-in or opt-
out of receiving federally funded purchase orders. FSA CPP has taken actions to provide and develop information,
materials, and resources for Bidders, Vendors and purchasers that will assist in the use of federal funding with this
contract. It is the responsibility of the purchaser to determine compliance for each Vendor, if they wish to use
federal funds for purchase or intend to request reimbursements using federal funds.
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Cooperative Purchasing Program
Contract Terms and Conditions
1.11 PATENTS & ROYALTIES
The Bidder/Vendor, without exception, shall indemnify and hold harmless the Florida Sheriffs Association (FSA)
and its employees from liability of any nature or kind, including costs and expenses for, or on account of, any
copyrighted, patented, or unpatented invention, process, or article manufactured or used in the performance of
the contract, including its use by the FSA or a purchaser.
If the Bidder/Vendor uses any design, device or materials covered by letters, patent, or copyright, it is mutually
understood and agreed, without exception, that the bid prices shall include all royalties or costs in any way arising,
directly or indirectly, from the use of such design, device, or materials in any way involved in the work.
1.12FEDERAL AND STATE STANDARDS
It is the intent of FSA CPP that all specifications herein are in full and complete compliance with all Federal and
State of Florida laws, requirements, and regulations applicable to the type and class of commodities and
contractual services being provided.
In addition, any applicable Federal or State legal or regulatory requirements that become effective during the term
of the Terms & Conditions, regarding the items and services specifications, safety, and environmental
requirements shall immediately become a part of the Terms & Conditions. The Vendor shall meet or exceed any
such requirements of the laws and regulations. If an apparent conflict exists, the Vendor shall contact the FSA CPP
immediately.
1.13 UNDERWRITERS’ LABORATORIES
Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall be Underwriters’
Laboratories, or U.L., listed or re-examination listing where such has been established by U.L. for the item(s)
offered and furnished.
1.14 AMERICANS WITH DISABILITIES ACT
To request this material in accessible format, sign language interpreters, information on access for persons with
disabilities, or any accommodation to review any document or participate in any FSA sponsored proceeding, please
contact FSA Human Resources at (850) 877-2165 five business days in advance to initiate your request. TTY users
may also call the Florida Relay Service at 711.
1.15 REASONABLE ACCOMMODATION
In accordance with the Title II of the Americans with Disabilities Act, any person requiring an accommodation
because of a disability at the bid opening must contact the FSA Human Resources at (850) 877-2165.
1.16 DISADVANTAGED BUSINESSES
As part of the solicitation process FSA CPP makes information publicly available to potentially qualified entities,
and conducts additional outreach to qualified:
Small businesses,
Minority-owned small businesses,
Women-owned small business enterprises, and
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Cooperative Purchasing Program
Contract Terms and Conditions
Disadvantaged business enterprises.
FSA CPP takes necessary affirmative steps to ensure that minority businesses, women’s business enterprises, and
labor surplus area firms are used, when possible, as recommended by 2 C.F.R. § 200.321. FSA CPP will:
Evaluate whether small, minority, and women’s businesses are potential sources,
Place those qualified small and minority businesses and women’s business enterprises on solicitation lists,
and
Search the Small Business Administration, Minority Business Development Agency, and Labor Surplus
Area reports for additional potential sources.
Bidders self-certify in the Qualifications Packet whether they meet the state and federal definitions of a small
business, minority-owned small business, women-owned small business enterprise, and disadvantaged business.
1.17 ANTI-DISCRIMINATION
The Bidder certifies that they are in compliance as applicable by federal or state law with the non-discrimination
clause contained in Section 202, Executive Order 11246, as amended by Executive Order 11375, relative to equal
employment opportunity for all persons without regard to race, color, religion, sex or national origin.
1.18 BEST COMMERCIAL PRACTICES
The apparent silence or omission of any description from the specifications shall be regarded as meaning that only
the best commercial practices, size, and design are to be used. All workmanship is to be first quality. All
interpretations of FSA Base Specifications shall be upon the basis of this statement.
1.19 PUBLIC ENTITY CRIMES (PEC)
In accordance with the Public Entity Crimes Act, Section 287.133, Florida Statutes, a person or affiliate who has
been placed on the convicted vendor list, maintained by the State of Florida Department of Management Services
following a conviction for public entity crimes, may not submit a bid on a contract to provide any goods or services
to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public
building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or
perform work as a vendor, supplier, sub-vendor, or consultant under a contract with a public entity, and may not
transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida
Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.
1.20 TAX EXEMPTION
Purchasers making a purchase pursuant to the awarded bid are generally exempt from Federal Excise and State
Sales Tax. It is the responsibility of the Vendor to verify that the purchaser is exempt by obtaining the purchaser’s
Federal Excise and State Taxes and Use Certificate Number.
The Florida Sheriffs Association is a 501(c)3 organization and is exempt from all Federal Excise and State Taxes. The
FSA State Sales Tax and Use Certificate Number is 85-8012646919C-3.
1.21 ORDER OF PRECEDENCE IN THE EVENT OF CONFLICT
In the event of conflict, the conflict may be resolved in the following order of priority (highest to lowest):
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
Addenda to Contract Terms & Conditions, if issued
Contract Conditions
General Conditions
Addenda to FSA Base Specifications, if issued
FSA Base Specifications
Bidder Instructions
1.22 COMMUNICATIONS
Communications between a Bidder, lobbyist or consultant and FSA are limited to matters of process or procedure
and shall be made in writing to the FSA CPP Staff.
Bidders should not rely on representations, statements, or explanations other than those made in this Invitation to
Bid or in any written addendum to this Invitation to Bid, and no oral representations, statements, or explanations
shall be deemed to bind the FSA or eligible users.
1.23 CLARIFICATION AND ADDENDA
Any questions or clarifications concerning the Invitation to Bid shall be submitted to FSA CPP by e-mail to
CPP@flsheriffs.org with the bid title and number referenced on all correspondence. Final questions must be
received by the date for Request for Clarification stated on the Bid Calendar. Questions and answers will be posted
to the FSA CPP website on the date indicated on the Bid Calendar. Questions received during the cone of silence
date listed on the bid calendar will not be addressed, except as provided herein.
Interpretation of the specifications or any solicitation documents will not be made to the Bidder verbally, and if
any verbal clarifications are provided, they are without legal effect. FSA CPP will make every attempt to e-mail
updates to registered Bidders. However, posting to the FSA CPP website or the Bid System constitutes proper
notice of addenda.
The FSA CPP shall issue a Formal Addendum if substantial changes that impact the submission of bids are required.
Any such addenda shall be binding on the Bidder and shall become a part of the solicitation document. In the
event of conflict with the original specifications, addenda shall govern to the extent specified. Subsequent Formal
Addenda shall govern over prior Formal Addenda only to the extent specified. The FSA will not be responsible for
any explanation or interpretation made verbally or in writing except those made through the posting of a Formal
Addendum.
The bid submission constitutes acknowledgment of addenda to the FSA Base Specifications. Bids that fail to
account for the specification addenda shall be determined to be nonresponsive; however, the FSA CPP may waive
this requirement when in its best interest.
After the start of the contract term, FSA CPP will notify all Vendors of any addenda and will require
acknowledgement of the new terms and conditions. If the Vendor does not agree to the new terms and conditions,
the Vendor’s award can be removed or replaced by another Vendor or qualified responsive bidder.
1.24 SIGNED BID CONSIDERED AN OFFER
The signed bid shall be considered an offer on the part of the Bidder, which offer shall be deemed accepted upon
approval by the FSA CPP. The bid submission must be signed by an authorized representative. Submission of a bid
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Cooperative Purchasing Program
Contract Terms and Conditions
in the FSA CPP Bid System constitutes a signed bid for purposes of bid evaluation. An electronic signature may be
used and shall have the same force and effect as a written signature.
1.25 ASSIGNMENT OF CONTRACT
No right or interest in this contract may be assigned, transferred, conveyed, sublet or otherwise disposed of,
without prior written consent of the FSA CPP.
If the original Vendor sells or transfers all assets or the entire portion of the assets used to perform this contract, a
successor-in-interest must perform all obligations under this contract. FSA CPP reserves the right to reject the
acquiring entity as Vendor. A change of name agreement will not change the contractual obligations of the Vendor.
In the event a manufacturer reassigns the product line to an alternate company, the Vendor is required to notify
the FSA CPP in writing of the change within 10 business days of the reassignment. If the Vendor is not already an
approved FSA CPP Vendor, the alternate company is required to submit a Qualifications Packet to the FSA CPP to
become an approved Vendor prior to conducting any qualified sales. FSA CPP may approve such assignments of
existing or new vendors at its discretion. The Vendor is required to honor the contract pricing and all of the
applicable Terms & Conditions throughout the remaining term of the contract.
1.26 TERMINATION OF PRODUCT LINE
If a Vendor terminates a product line (manufacturer or brand), the Vendor is required to notify the FSA CPP within
10 business days of the decision not to retain the product line. FSA CPP may remove the terminated products from
the contract.
1.27 DEMONSTRATION OF COMPETENCY
Bidders must be able to demonstrate a good record of performance for a reasonable period of time, and have
sufficient financial support, equipment and organization to ensure they can satisfactorily execute the services if
awarded a contract under the terms and conditions herein stated.
The terms "equipment” and “organization" as used herein shall be construed to mean a fully equipped and well-
established company in line with the best business practices in the industry and as determined by the FSA CPP.
The FSA CPP may consider any evidence available and may require submission of supporting documentation
regarding the financial, technical and other qualifications and abilities of a Bidder, including past performance with
the FSA CPP, in making the award.
FSA CPP may inspect the Bidder's facility prior to the award of contract. Bids will only be considered from firms
which are regularly engaged in the business of providing the goods or services described in this Invitation to Bid.
Information submitted in the bid may not be plagiarized and, except in the case of materials quoted from this
solicitation or developed by the manufacturer, must be the original work of the individual or company that submits
the bid for evaluation.
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Contract Terms and Conditions
1.28 VENDOR ABILITY TO PERFORM
The FSA CPP may require Bidders to show proof that they have been designated as authorized representatives of a
manufacturer or supplier, which is the actual source of supply. In these instances, the FSA CPP may also require
information from the source of supply regarding the quality, packaging and characteristics of the products. Any
conflicts between this material information provided by the source of supply and the information contained in the
bid submission may render the bid nonresponsive.
During the contract period, FSA CPP may review the Vendor’s record of performance and may require submission
of supporting documentation to ensure that the Vendor is providing sufficient financial support, equipment and
organization.
If the FSA CPP determines that the Vendor no longer possesses the financial support, equipment and organization
in order to comply with this section, FSA has the authority to immediately terminate the contract.
By responding to this Invitation to Bid, the Vendor warrants that, to the best of his or her knowledge, there is no
pending or threatened action, proceeding, or investigation, or any other legal or financial condition, that would in
any way prohibit, restrain, or diminish the Vendor’s ability to satisfy the obligations of a resulting contract. The
Vendor warrants that neither it nor any affiliate is currently on the convicted vendor list maintained pursuant to
Section 287.133 of the Florida Statues, or on any similar list maintained by any other state or the federal
government. The Vendor shall immediately notify the FSA CPP and purchaser in writing if its ability to perform is
compromised in any manner during the term of the contract.
1.29 FINANCIAL RESPONSIBILITY
Bidder affirms by the submission of the bid and by signature on the contract signature form that the Bidder:
Has fully read and understands the scope, nature, and quality of work to be performed or the services to
be rendered under this bid and has adequate facilities and personnel to fulfill such requirements.
Accepts the financial responsibility associated with this bid and declares that they have the access to
capital (in the form of liquidity or credit lines) in order to meet the financial demands of such award.
Has assessed the financial responsibility required to serve the contract as bid, including such details as the
obligations to perform all items bid, zones bid, and quantities that could be ordered, as well as timing of
payment from purchasers, which can be 45 calendar days from receipt of invoice.
1.30 QUALITY AND SAFETY
All materials used for the manufacture or construction of any supplies, materials or equipment covered by this bid
shall be new. The items bid must be new, the latest model, of the best quality, and highest-grade workmanship
that meet or exceed federal safety standards.
Items requiring certification should require certification of options in cases where non-certified options could
result in the decertification of the original product or warranty. In all cases where options are not certified, the
Vendor must disclose to the end user that the non-certified options are not required to be certified. All options
must meet or exceed federal safety standards.
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Cooperative Purchasing Program
Contract Terms and Conditions
1.31 NONCONFORMANCE
Items may be tested for conformance with specifications. Items delivered that do not conform to specifications
may be rejected and returned at the Vendor's expense.
Any violation of these stipulations may also result in:
Vendor's name being removed from the awarded vendor list.
FSA and purchasers being advised not to do business with Vendor.
1.32 GRATUITIES
Bidders shall not offer any gratuities, favors, or anything of monetary value to any official, employee, or agent of
the FSA, for the purpose of influencing consideration of this bid. Bidders shall disclose in writing any conflicts of
interest to FSA prior to any award, or as soon as practicable after learning of any such conflict, including any
contractual or employment relationships with FSA or potential purchasers of Bidders’ products or services.
1.33 TIE BIDS
FSA CPP has the right to award multiple Bidders the primary or alternate award in the event of a tie. In the event
the FSA CPP desires to break tie bids, and businesses have qualifying drug-free work programs, the award will be
made using the following criteria, in order:
Bidder within the State of Florida
Vendors’ performance record with purchasers
Coin Toss
1.34 RIGHT TO AUDIT
Vendor shall establish and maintain a reasonable accounting system that enables FSA CPP to readily identify
Vendor’s sales. FSA CPP and its authorized representatives shall have the right to audit and to make copies of all
related records pertaining to this contract, including all government sales and eligible user information, whether
kept by or under the control of the Vendor, including, but not limited to those kept by its employees, agents,
assignees, successors, sub-vendors, or third-party suppliers in whatever form they may be kept – written or
electronic. Such records shall include, but not be limited to:
Accounting records, including but not limited to purchase orders, confirmation of orders or
invoices, paid vouchers, cancelled checks, deposit slips, ledgers, and bank statements;
Written policies and procedures;
Subcontract files (including proposals of successful and unsuccessful Bidders, bid recaps, etc.);
Original estimates, quotes, or work sheets;
Contract amendments and change order files;
Insurance documents; or
Memoranda or correspondence.
Vendor shall maintain such records during the term of this contract and for a period of three (3) years after the
completion of this contract. At the Vendor’s expense and upon written notice from FSA CPP, the Vendor shall
provide such records for inspection and audit by FSA CPP or its authorized representatives. Such records shall be
made available to FSA CPP during normal business hours within three business days of receipt of the written
notice. FSA CPP may select the Vendor’s place of business or offsite location for the audit. The FSA CPP may also
request the Vendor provide requested records via e-mail.
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Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
Vendor shall ensure FSA has these rights with Vendor’s employees, agents, assignees, successors, and third-party
suppliers, and the obligations of these rights shall be explicitly included in any subcontracts or agreements formed
between the Vendor and any sub-vendors to the extent that those subcontracts or agreements relate to fulfillment
of the Vendor’s obligations to FSA.
Professional fees, personnel costs and travel costs incurred by FSA under its authority to audit and not addressed
elsewhere will be the responsibility of the FSA. However, if the audit identifies underreporting, overpricing or
overcharges (of any nature) by the Vendor to FSA or a purchaser in excess of three percent (3%) of the total
contract billings, the Vendor shall reimburse FSA for the total costs of the audit not to exceed $5,000. If the audit
discovers substantive findings related to fraud, misrepresentation, or non-performance, FSA may recoup all the
costs of the audit work from the Vendor.
Any adjustments or payments that must be made as a result of any such audit or inspection of the Vendor’s
invoices or records shall be made within a reasonable amount of time (not to exceed 60 calendar days) from
presentation of FSA’s findings to Vendor.
FSA has the right to assess damages or seek reimbursements or refunds based on audit results.
1.35 LICENSES AND PERMITS
The Bidder shall obtain and pay for all licenses, permits and inspection fees for this bid submission and any
resulting contract. Where Vendors are required to enter or go onto FSA or purchaser property to deliver materials
or perform work or services as a result of a bid award, the Vendor will assume the full duty, obligation and expense
of obtaining all necessary licenses, permits and insurance.
The Bidder must, by the time of award, be registered to do business in the State of Florida on SunBiz.gov.
1.36 PERFORMANCE BONDS
Purchasers may request a performance bond from a Vendor. Performance bonds are recommended with pre-
payment and will be at the expense of the requesting agency. Purchasers should determine the best practice in
comparing performance bond expense against any prior discounts that may be available.
1.37 ELIMINATION FROM CONSIDERATION
This Invitation to Bid shall not be awarded to any person or Bidder who has outstanding debts to the FSA, whether
in relation to current or previous bid awards or for other business purposes.
1.38 INDEPENDENT PREPARATION
A Bidder shall not, directly or indirectly, collude, consult, communicate or agree with any other Bidder as to any
matter related to the bid each is submitting. Additionally, a Bidder shall not induce any other Bidder to modify,
withdraw, submit, or not submit a bid.
Bidders or Vendors who are found to have engaged in these acts will be considered nonresponsive and will be
suspended or barred from bid participation. Any contract award resulting from these acts may be terminated for
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
default. Further, any such acts detected by the FSA may be reported to relevant law enforcement and/or
prosecutorial agencies.
Bidders may submit multiple bids without violating this provision if the bid submitted is not from the same
manufacturer and product line. Dealers that share the same ownership may submit multiple bids without violating
this provision if the Bidders are not in the same region featuring the same manufacturer and product line.
1.39 DEFAULT
In case of default on the part of Vendor, the FSA CPP may take necessary steps to otherwise procure the products
sought, including but not limited to procuring the products or services from the next highest ranked Bidder or from
other sources. A defaulting Vendor may be held liable for costs incurred by the FSA in procuring replacement
products.
1.40 PROTESTS AND ARBITRATION
Any person who is adversely affected by the decision or intended decision to award shall file a “Notice of Protest”
in writing to the FSA CPP within three (3) business days after the posting of the Intent to Award and shall file a
formal written protest within five (5) business days after filing the Notice of Protest. Failure to file both a notice of
protest and a formal written protest within the above referenced timelines shall constitute a waiver of
proceedings.
The burden is on the party protesting the award of the bid to establish grounds for invalidating the award(s). The
formal written protest must state with particularity the facts and law upon which the protest is based. Options are
for informational purposes only and will not serve as a basis for protest. Failure to do so will result in a denial of
protest. Formal written protest which states with particularity the facts and law upon which the protest is based
will be reviewed by FSA legal counsel for legal soundness and validity, and corrective action will be taken as
needed contingent upon the validity of such claims. However, any additional time required and cost incurred by
the FSA to substantiate a protesting party’s claim(s) beyond the normal scope of its legal review due to the vague
or inconclusive nature of the protesting party’s filing will be reimbursable to the FSA and deducted from the
protesting party’s bond or security which must accompany their filing.
Any Bidder who files an action protesting a decision or intended decision pertaining to this contract shall post a
bond, cashier’s check or money order payable to the Florida Sheriffs Association in the amount equal to ten
percent of the item being protested. The bond, cashier’s check or money order must be filed at the time of filing
the formal written protest or within the five (5) business day period allowed for filing the formal written protest.
FSA CPP will provide the amount required within two (2) business days of the notice of protest received. This bond
or security will be conditioned upon the payment of all costs which may be adjudged against the protesting party
in a court of law and/or to reimburse the FSA for additional legal expenses incurred and required to substantiate
the protesting party’s claim(s). Failure to post the bond or security requirement within the time allowed for filing
will result in a denial of protest. The filing of the protest shall not stay the implementation of the bid award by the
Florida Sheriffs Association.
Should the unsuccessful Bidder(s) decide to appeal the decision of the FSA, they shall file a notice to FSA CPP
within three (3) business days of the FSA bid protest decision regarding their intent to request arbitration. A
demand for arbitration with the American Arbitration Association’s (AAA) commercial panel under its rules and
regulations must be made within ten (10) business days of the FSA bid protest decision. Any person who files for
an arbitration with the AAA shall post with the Florida Sheriffs Association at the time of filing the formal written
arbitration request, a bond, cashier’s check or money order payable to the Florida Sheriffs Association in the
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Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
amount equal to ten percent of the product line being protested. This amount will be the same amount as the FSA
CPP provided at the time of filing the initial protest. Failure to provide written notice to FSA CPP, file a demand for
arbitration with the AAA, or failure to post the required bond and security requirement within the specified
timelines shall constitute a waiver of arbitration proceedings. By responding to this procurement, the Bidder
expressly agrees to the use of mandatory binding arbitration to resolve any appeals of the decision of the FSA, and
any claims arising from or in any way relating to the procurement process, and expressly waives any and all rights
that it may otherwise have to pursue such claims in any other forum, judicial or otherwise.
If the party filing for arbitration does not prevail, it shall pay all costs, legal expenses and attorney fees of the
prevailing party incurred in connection with the arbitration. However, if the filing party prevails, the parties shall
share equally the fees and expenses of the arbitration and AAA and each shall bear the cost of their own attorney
fees. The filing for arbitration shall not stay the implementation of the bid award by the Florida Sheriffs
Association.
1.41 NONPERFORMANCE
By virtue of the bid submission, Bidder acknowledges its obligation to sell items in all zones for which it is awarded.
Upon award, failure of the Vendor to comply with these requirements may result in the imposition of liquidated
damages of up to $1,000 per item, which amount the Vendor agrees is reasonable, or probation, suspension,
termination or a combination thereof from current and future bids at the FSA CPP’s discretion.
The Vendor shall at all times during the contract term remain responsive and responsible. In determining Vendor’s
responsibility, the FSA CPP shall consider all information or evidence that demonstrates the Vendor’s ability or
willingness to fully satisfy the requirements of the Terms & Conditions.
Vendors that are not in compliance with any of the provisions of this contract can be assessed liquidated damages,
suspended or terminated from the contract. The FSA CPP at its sole discretion may remove a noncompliant Vendor
from future competitive bid solicitations; or take other actions including suspension from the contract until
compliance issues are resolved, limit current or future vendor participation by items or zones, or other actions as
determined by FSA CPP at its sole discretion.
At FSA CPP’s discretion, Vendors may be required to develop corrective action plans to address contract
compliance. Failure to abide by corrective action plans will result in termination from the existing contract and
future competitive bid solicitations at the discretion of the FSA CPP.
In situations where there is evidence that the Vendor has engaged in egregious breaches of the contract with
respect to either the FSA CPP and/or the purchaser, the contract can be terminated and the Vendor will be
removed from future solicitations for a period of up to three (3) years, or a permanent ban from the bid process at
the sole discretion of FSA CPP.
Specific conditions for termination include, but are not limited to; failure to perform, refusal to accept orders
during the contract period while manufacturer orders are still being accepted for current model year or the new
year if the vehicle is price protected by the factory, charging amounts exceeding MSRP on factory or Vendor
installed items and packages, requiring the purchase of additional options over and above the base vehicle as a
condition of acceptance of order, providing aftermarket options where factory options are available without the
consent of the purchaser, any misrepresentation of optional equipment or service as being factory that fails to
meet the definition as described in this document, and any other practice deemed to be inconsistent with the
intent of the contract.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
Any Vendor presented with a valid Purchase Order consistent with Vendor bid quotes or other agreed upon terms
and pricing is required by this contract to accept such purchase order and deliver the product. Purchase Orders
must be fulfilled whether or not the Purchase Order includes options. The Vendor must deliver this product in
accordance with the Terms & Conditions – regardless of whether doing so will provide the Vendor with a profit or
loss.
Failure to deliver the item may result in the purchaser seeking damages for the difference of cost to issue a new
Purchase Order with another Vendor plus any legal fees and damages that may be incurred in the process to
facilitate a completed order. Additionally, FSA CPP may seek damages for nonpayment of administrative fees, to
which FSA CPP is entitled, according to Section 3.25, and any attorney’s fees incurred in the recovery of these
damages.
1.42 SEVERABILITY
In the event any provision of this contract is held to be unenforceable for any reason, the unenforceability thereof
shall not affect the remainder of the contract, which shall remain in full force and effect and enforceable in
accordance with its terms.
1.43 TERMINATION FOR CAUSE
If through any cause within the reasonable control of the Vendor, it shall fail to fulfill in a timely manner, or
otherwise violate any of the terms of this contract, the FSA CPP shall have the right to terminate the services
remaining to be performed. Written notice of the deficiencies shall be given to the Vendor and unless the
deficiencies are corrected within ten (10) business days, the contract may be terminated for cause immediately.
The right to exercise the option to terminate for cause shall be in the sole discretion of the FSA CPP, and the failure
to exercise such right shall not be deemed to constitute a waiver of this right.
In the event of a termination for cause, the purchaser shall compensate the successful Bidder in accordance with
the contract for all services performed by the successful Bidder prior to termination, net of any costs incurred by
the purchaser and FSA as a consequence of the default.
Notwithstanding the above, the Vendor shall not be relieved of liability to the FSA for damages sustained by the
FSA by virtue of any breach of the contract by the Vendor, and the FSA CPP may reasonably withhold payments to
the Vendor for the purposes of offset until such time as the exact amount of damages due the FSA from the
Vendor is determined.
1.44 TERMINATION WITHOUT CAUSE
The FSA CPP can terminate the contract in whole or part without cause by giving written notice to the Vendor of
such termination, which shall become effective thirty (30) calendar days following receipt by Vendor of such
notice.
In the event of a termination without cause, all finished or unfinished documents and other materials shall be
properly delivered to the FSA CPP.
The Vendor shall not furnish any product after it receives the notice of termination, except as necessary to
complete the continued portion of the contract, if any. The Vendor shall not be entitled to recover any lost profits
that the Vendor expected to earn on the balance of the contract or cancellation charges.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
Any payments to the Vendor shall be only to the total extent of the purchaser liability for goods or services
delivered prior to the date of notice to terminate the contract.
1.45 CONTRACT ADVERTISEMENT AND USE OF FSA LOGO
The FSA logo is an official logo of the Florida Sheriffs Association designed to promote the program. The logo may
be used by Vendors in accordance with this policy. Use of the logo is limited to the original version received from
the FSA. Modifications are not permitted.
Methods of use include, but are not limited to:
Electronic mediums such as websites, digital marketing campaigns, social media and e-mail; or
Print media such as forms, marketing campaigns, business cards, posters, banners, brochures, flyers and
postcards.
Vendors may request use of the logo by contacting cpp@flsheriffs.org, and should include a brief description of
how the Vendor intends to use the logo. The official FSA sheriff's star and wreath logo may not be used without
prior written permission.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
IN
2.01 QUALIFICATION
Bidders are required to complete the Qualifications Packet as part of the bid submission. A Bidder becomes a
qualified bidder if they comply with this section and Section 2.09, Mandatory Pre-Bid Meeting.
Qualifications Packet information required for bid qualification include:
Qualification form
o Contact Information
o Business Profile
o References
o Disqualifications & Defaults
o Warranty Service Plan Attestation
o Emergency Technician Attestation
Compliance Attestations
o E-Verify
o Sunbiz
o Drug-Free Workplace
o Workers Compensation
o Compliance with Applicable Federal, State, and Local Laws and Ordinances
Federal Compliance
If willing to comply with the requirements applicable to federally funded purchase orders, Federal
Compliance Certifications:
o Certification Regarding Debarment and Suspension
o Certification Regarding Lobbying
Contract Signature Form
Insurance Checklist
o Certificates of Insurance due five days prior to award
W-9 Form
The Qualifications Packet is located on the Bid System.
2.02 LICENSING AND FACILITIES
Bidders are required to obtain all required licenses, including any applicable motor vehicle dealer licenses, and
registrations, and comply with all applicable Federal, State, and local laws and ordinances, including any applicable
motor vehicle dealer laws, in order to bid on any motor vehicle.
Bidders must maintain a repair facility within the State of Florida to provide warranty service for the items bid. If
Bidders do not have a facility, the Bidder must be able to assist purchasers in obtaining warranty work as
authorized by the manufacturer.
If a Bidder does not maintain a facility within the State of Florida, the Bidder must have a plan as to how the Bidder
would service Florida purchasers if awarded the contract. This warranty service plan must demonstrate that the
warranty work will be timely and satisfactorily performed and should include:
Whether the warranty service provider is approved by the manufacturer;
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
If the Bidder plans to contract out for service, a copy of the service agreement; and
Zone specific service plans to include:
o Response time to initial call from purchaser,
o Number of personnel available to service the contract,
o Qualifications of personnel providing warranty work, and
o Any additional information that would detail how warranty service would be provided.
The sufficiency of the Warranty Service Plan may be evaluated by the FSA CPP. The FSA CPP reserves the right to
request additional information from a Bidder regarding the facility during the solicitation and the term of the
contract, if awarded. The FSA CPP may also exercise discretion in examining such facility as deemed necessary.
2.03 INSURANCE AND INDEMNIFICATION
Bidder/Vendor shall be fully liable for the actions of its agents, employees, partners, or third party suppliers and
shall fully indemnify, defend, and hold harmless the Florida Sheriffs Association, the participating agencies, and
their officers, agents, and employees from suits, actions, damages, and costs of every name and description,
including legal counsels’ fees, arising from or relating to personal injury and damage to real or personal tangible
property alleged to be caused in whole or in part by Bidder/Vendor, its agents, employees, partners, or third party
suppliers; provided, however, that the Bidder/Vendor shall not indemnify for that portion of any loss or damages
resulting directly from the negligent acts or omissions of the Florida Sheriffs Association and participating agencies
or proximately caused by intentional wrongful acts or omissions of the Florida Sheriffs Association and
participating agencies.
The Florida Sheriffs Association and/or participating agencies shall give the Bidder/Vendor (2) the opportunity to
take over and settle or defend any such action at Bidder’s/Vendor’s sole expense. When reasonable, the Florida
Sheriffs Association will give the Bidder/Vendor written notice of an action or threatened action. Bidder/Vendor
shall not be liable for any unreasonable cost, expense or compromise incurred by the Florida Sheriffs Association,
or participating agencies, in any legal action without Bidder’s prior written consent, which consent shall not be
unreasonably withheld, conditioned, or delayed.
The Insurance Checklist summarizes the Bidder’s/Vendor’s insurance coverage obligations, if awarded. Certificates
of Insurance, evidencing such coverages and endorsements as required herein, shall be provided no later than five
(5) business days prior to the contract award date. The Vendor may not begin performance under the contract
until such Certificates have been approved by the FSA CPP.
The certificate must state Bid Number and Title. FSA must be named as an additional insured for the duration of
the contract.
The Vendor shall maintain comprehensive general liability insurance and general aggregate insurance in the
amount and coverage levels specified on the Insurance Checklist.
The Vendor shall specifically and distinctly assume, and does so assume, all risks of damage or injury to property or
persons used or employed on or in connection with the work and of all damage or injury to any person or property
wherever located, resulting from any action or operation under the contract or in connection with the work. It is
understood and agreed that at all times the Vendor is acting as an independent contractor. The Vendor shall be
responsible for the work and every part thereof, and for all materials, tools, appliances and property of every
description, used in connection with this particular contract. The Vendor at all times during the full duration of
work under this contract, including extra work in connection with this contract, shall meet the requirements of this
section.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
The Vendor shall maintain automobile liability insurance including property damage covering all owned, non-
owned, hired and scheduled automobiles, when used in connection with the delivery or service of this contract.
The Vendor shall maintain insurance to cover garage operations in the amount specified on the Insurance Checklist
when the garage is used to complete work on this contract.
All insurance policies shall be issued by companies authorized to do business under the laws of the State of Florida
and these companies must have a rating of B+ or better per the AM Best Rating.
FSA CPP required insurance coverages must be maintained through the duration of the contract. Upon expiration
of the required insurance, the Vendor must email updated certificates of insurance for as long a period as any
work is still in progress. No change or cancellation in insurance shall be made without thirty (30) calendar days'
written notice to the FSA CPP.
It is understood and agreed that all policies of insurance provided by the Vendor are primary coverage to any
insurance or self-insurance the FSA possesses that may apply to a loss resulting from the work performed in this
contract. All policies issued to cover the insurance requirements herein shall provide full coverage from the first
dollar of exposure.
The liability insurance coverage shall extend to and include the following contractual indemnity and hold harmless
agreement:
The Vendor hereby agrees to indemnify and hold harmless the FSA, a 501(c)3, its officers, agents, and
employees from all claims for bodily injuries to the public and for all damages to the property per the
insurance requirement under the specifications including costs of investigation, all expenses of litigation,
including reasonable legal counsel fees and the cost of appeals arising out of any such claims or suits
because of any and all acts of omission or commission of any by the Vendor, his agents, servants, or
employees, or through the mere existence of the project under contract.
The foregoing indemnity agreement shall apply to any and all claims and suits other than claims and suits arising
out of the sole and exclusive negligence of the FSA, its officers, agents, and employees, as determined by a court of
competent jurisdiction.
The Vendor will notify the insurance agent without delay of the existence of the Hold Harmless Agreement
contained within this contract and furnish a copy of the Hold Harmless Agreement to the insurance agent and
carrier.
The Vendor will obtain and maintain contractual liability insurance in adequate limits for the sole purpose of
protecting the FSA under the Hold Harmless Agreement from any and all claims arising out of this contractual
operation.
The Vendor will secure and maintain policies of third-party suppliers. All policies shall be made available to the FSA
upon demand. Compliance by the Vendor and all third-party suppliers with the foregoing requirements as to
carrying insurance and furnishing copies of the insurance policies shall not relieve the Vendor and all third-party
suppliers of their liabilities and obligations under any section or provisions of this contract. Vendor shall be as fully
responsible to the FSA for the acts and omissions of the third-party suppliers and of persons employed by them as
they are for acts and omissions of persons directly employed by the Vendor.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
The FSA can request, and the Vendor shall furnish proof of insurance within seven (7) calendar days of receipt of
the written request from FSA. Should the Vendor fail to provide acceptable evidence of current insurance during
the contract term, the FSA CPP shall have the right to consider the contract breached and justifying the
termination thereof. If Bidder does not meet the insurance requirements, the FSA may consider alternate
insurance coverage.
2.04SPECIFICATIONS
All items covered by this Invitation to Bid and any resulting contract, and the specifications shall be the
manufacturer’s current basic production model, and shall, as a minimum, be equipped with all standard factory
equipment in accordance with the manufacturer’s latest literature unless otherwise noted in the Bid System or FSA
Base Specifications.
The FSA Base Specifications are contained in the FSA CPP Bid System, may be requested from FSA CPP, and are
retained within FSA CPP’s archive. As part of the bid submission, Bidders will be required to provide confirmation
that the item bid meets the FSA Base Specifications. FSA CPP may reject bids that fail to provide confirmation that
the item(s) bid meet the FSA Base Specifications.
FSA CPP develops the specifications with subject matter experts and publicly available information. However, FSA
CPP does not have access to full details from the manufacturer and relies on Bidders to assist in this process.
Bidders should immediately notify the FSA CPP of any inaccuracies in the specifications. All notifications of
inaccuracies must be in writing.
If awarded a contract, Vendor(s) must offer and supply an item that either meets or exceeds all the requirements
included in the applicable FSA Base Specifications, unless a purchaser specifically issues a Purchase Order for a
base item and Option that differs from the FSA Base Specifications. Failure of a Bidder to comply with these
provisions will result in Bidders being held responsible for all costs required to bring the item into compliance with
the contract specifications.
2.05 SEALED BIDS
For purposes of this solicitation, a sealed bid is considered a bid submitted using the FSA CPP Bid System.
2.06 MISTAKES
Bidders are expected to examine the FSA Base Specifications, delivery schedules, bid prices and all information
pertaining to servicing this contract before submitting a bid. Failure to do so will be at the Bidder’s risk.
2.07 EXCEPTIONS
Any requested exceptions, deviations, or contingencies a Bidder may have to the Terms & Conditions must be
documented in Bidder’s submission. Exceptions to the FSA Base Specifications at the time of the bid submission
shall reference the item number, make and model. FSA CPP has the discretion to grant or deny, in whole or in part,
the Bidder’s requested exception, deviation or contingency to the specifications or Terms & Conditions. Bidder
acknowledges that the bid may be disqualified if FSA CPP rejects the proposed exceptions.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
2.08 EQUIVALENTS
Prior to the opening of the Bid System, Bidders may request item equivalents. The Bidder must submit the
manufacturer name and model number (or product identifier) of each equivalent requested to FSA CPP. Complete,
descriptive, technical literature should demonstrate that the equivalent conforms with FSA Base Specifications. If a
bid uses equivalents without prior approval, the bid may be disqualified.
2.09 MANDATORY PRE-BID MEETING
Prospective Bidders are required to attend or participate in the mandatory Pre-Bid Meeting. The Pre-Bid Meeting
is designed for vendors, the Fleet Advisory Committee and the FSA CPP to clarify questions on the Terms &
Conditions and to confirm all FSA Base Specifications. Questions relating to the items, specifications, the bid
process, or award can be asked at the Pre-Bid Meeting. Bidders have the opportunity to suggest technical
modifications or corrections before the FSA Base Specifications are finalized.
FSA CPP reserves the right to grant attendance exceptions to the mandatory meeting if the Bidder has requested
authorization, agrees in writing to meet all the Terms & Conditions without exception and further waives their
right to protest the bid process in its entirety or any portion thereof.
2.10 PRICES QUOTED
Due to the changing market conditions, the FSA CPP has temporarily moved to a percent above cost, or “cost-
plus”, model for the Pursuit, Administrative and Other Vehicles Contract. The cost-plus model allows for Vendors
to sell items immediately when order windows open for the next model year, when the manufacturer changes
price during the contract term, or when new items come to market.
Bidders shall provide a Bid Price and a Percent for each item bid. The Bid Price will be used to evaluate the lowest,
responsive and responsible Bidder for each item and zone. The Percent will be used under an awarded contract to
determine the cost-plus pricing for the next model year, when the manufacturer changes price during the contract
term, or when new items come to market. The FSA CPP will use the percent feature of the Bid System as the field
to capture the percent above cost that the Vendor can expect to receive from the purchaser for the purchase of an
awarded item.
The FSA CPP has the discretion to disqualify Bidders if the proposed Percent is excessive. In order to determine if
Percent is excessive, FSA will compare the Percents proposed by Bidders for each item in each zone.
Prices and Percents bid for items and options should reflect the most complete item price, be below MSRP, and at
a minimum should at least cover the cost of the item or option bid.
Prices and Percents bid must be at least Item Cost, be Free on Board (FOB) destination, and must include delivery
to the purchaser.
As used in this provision, “Item Cost” is defined as the factory invoice price for the item, the Original Equipment
Manufacturer (OEM) destination and delivery to dealer, and the FSA Administrative fee, minus the OEM
government pricing concessions specific to this bid, all manufacturer incentives, discounts, rebates, concessions
and holdbacks.
As used in this provision, “Total Cost” is defined as the Item Cost, plus costs of dealer’s floorplan estimated
operational expense, and costs of dealer for preparation, cleaning, assembling, gas, and delivery to zone.
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As used in this provision, “Bid Price” is defined as the Total Cost and profit.
As used in this provision, “Percent” is defined as the markup over Item Cost.
Bid Prices will be used as the initial published pricing for awarded items. As windows open for the next model
year, the manufacturer changes price during the contract term, or as new items come to market, FSA CPP will work
with Vendors to update the published pricing for such items based on the awarded Percent, within a reasonable
period of time. Vendors may accept Purchase Orders for such items in accordance with these Terms & Conditions
before submitting updated published pricing to FSA CPP.
2.11 COST-PLUS-PERCENT PRICING
Due to the changing market conditions, the FSA CPP has temporarily moved to a percent above cost, or “cost-
plus”, model for the Pursuit, Administrative and Other Vehicles Contract. The cost-plus model allows for Vendors
to sell items immediately when order windows open for the next model year, when the manufacturer changes
price during the contract term, or when new items come to market.
The Bid System provides each Vendors’ percent above cost at which the Vendor will sell such items. The Percent
provided in the Bid System does not provide a percent discount for items bid.
If a Vendor fulfills a Purchase Order at other than published pricing, at purchasers’ request, the Vendor must
provide documentation substantiating the Item Cost, as defined in Section 2.10.
2.12 OPTION PRICING
FSA CPP requests Bidders include most frequently purchased options in the Bid System. Option pricing must
include the administrative fee. Bidders must provide a price for each option in addition to a percent below MSRP
for factory-installed options or a percent above cost for other options.
The FSA CPP has the discretion to disqualify Bidders if the option pricing is excessive. In order to determine if
pricing is excessive, Bidders agree to provide documentation to FSA CPP to verify cost at any time during the
solicitation process or during the contract term. This information is for comparison purposes and will not be
published.
Options are intended to add or delete equipment or features from the FSA Base Specifications. Options can
provide an upgrade or downgrade to a manufacturer’s model, such as a slightly different engine size or
horsepower, and should not be made available for purchase separate from the base vehicle or equipment. Options
may only provide a downgrade to a manufacturer’s model when specifically requested in a Purchase Order issued
in accordance with the Terms & Conditions by a purchaser. Bidders shall NOT use options to create an item that is
available as another item bid on this Invitation to Bid.
The use of options to facilitate the sale of an alternate manufacturer’s product which is outside the scope of the
FSA Base Specifications will be determined nonresponsive and the bid will be rejected in whole or part by the FSA
CPP. Bidders must disclose which options require the purchase of other options or are dependent on another
option in their bid submission. Option pricing will include all costs of labor associated with the option and cost of
labor should not be listed separately.
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Cooperative Purchasing Program
Contract Terms and Conditions
Bidder must use proper manufacturer codes for factory options. Options available through the factory should be
bid and supplied to purchaser as factory options, unless otherwise requested in writing by the purchaser. Factory
package options are permitted under this contract. Factory package options included in the bid submission must
detail what components the package includes.
When calculating the price for a manufacturer’s option requested in this bid that is not listed as an option in the
manufacturer’s order guide (i.e., model or engine upgrade), the Bidder must calculate the option price as the net
difference between vendor cost on the representative base vehicle and the total MSRP of the requested option
modifying the vehicle. A Bidder may bid less than this price, but at no time charge more than the calculation
provided here.
If a Bidder will offer registration and title services as a fee for service, government-imposed fees should be listed at
the exact cost and shall not include the FSA administrative fee.
If the Bidder wishes to offer credit to the purchaser for an option that is standard on the FSA Base Specifications,
the Bidder should include the word “Credit” at the beginning of the description field and continue to describe the
option being credited. For example, “Credit: one key fob” and enter the price the Bidder will credit the purchaser.
For purposes of this bid, Emergency Lights and Sirens will require a separate pricing sheet and option upload in the
Bid System. Section 2.13 contains specific instructions and exceptions for Emergency Lights and Sirens.
2.13 EMERGENCY LIGHTS AND SIRENS
Under Florida Statute 316.003(1), authorized emergency vehicles are defined as:
Vehicles of the fire department (fire patrol), police vehicles, and such
ambulances and emergency vehicles of municipal departments, public service
corporations operated by private corporations, the Fish and Wildlife
Conservation Commission, the Department of Environmental Protection, the
Department of Health, the Department of Transportation, and the Department
of Corrections as are designated or authorized by their respective departments
or the chief of police of an incorporated city or any sheriff of any of the various
counties.
Bidders that will provide or contract to provide emergency light and siren installation must only use installers that
possess a current Emergency Vehicle Technician Certification, or an approved equivalent. FSA CPP may request
certificates for a Vendor’s installers at any time during the contract term. Labor may be charged for the installation
of emergency lights and sirens. Labor rates must be disclosed as part of the bid submission. Bidders may not
charge for labor for vehicles that are manufactured with emergency lights and sirens, including motorcycles. Prices
submitted for emergency lights and sirens shall include all applicable government-imposed fees.
Bidders that install emergency lights and sirens are required to provide and install products that are Society of
Automotive Engineers (SAE) certified. SAE Certifications must include Class 1, Class 2 and Class 3 in order to be
eligible for participation in the contract. If a lighting or siren product installed on an emergency vehicle is not SAE
Certified, the Vendor can be found in default of the contract.
Bid Submission of Emergency Lights and Sirens
If offering emergency lights and sirens, Bidders will be asked to provide pricing by submitting a pricing sheet. An
emergency vehicle light and siren option pricing template is offered in the Bid System. Bidders are encouraged, but
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Cooperative Purchasing Program
Contract Terms and Conditions
not required to use the template. If item or specification group is helpful to display light and siren options, Bidders
may categorize the pricing sheet by item group.
Items listed below are required for the submission of the pricing sheet:
Order code
Description
Price (part only)
Estimated labor hours
Labor cost per hour
2.14 BID SUBMISSION
Bidders must submit a bid electronically using the Bid System. Bid submissions include a price for each item and
option bid in accordance with Sections 2.10, 2.11, 2.12, 2.13, 2.14, and 2.15. Each Bidder must submit a
Qualifications Packet for each bid. The bid must be received by the date and time specified on the Bid Calendar in
Appendix B. Failure to meet all submission requirements by the date indicated on the Bid Calendar will result in
rejection of the bid.
Bid System: VendorLink
The Bid System is located at https://www.myvendorlink.com. Bidders are encouraged to participate in training
provided. Usernames and passwords will be issued to Bidders after registering in the Bid System. Contact
VendorLink at support@evendorlink.com if technical issues arise during bid submission.
Prices are to be rounded to the nearest whole dollar. If a Bidder submits bid pricing using cents, the following
formula will be applied to round the bid pricing to the nearest whole dollar: $.01-.49 will be rounded down to the
dollar bid (e.g., $50.49 = $50) and $.50-.99 will be rounded to the next dollar (e.g., $50.50 =$51).
Bid Submission
To ensure correct bid submittal and formatting, Bidders shall:
o Bid Price for each item bid by zone, as defined in Section 2.10
o Percent for each item bid by zone, as defined in Section 2.11
Upload files as instructed in the Bid System; files requested will be in Excel or .pdf.
Follow all instructions outlined in this Invitation to Bid and provide all requested information.
The bid shall include the following documents:
Executed Qualifications Packet.
Build sheet for each item bid as a single .pdf
Pricing Sheet for Emergency Vehicle Lights and Sirens, if applicable.
Any requested exceptions or equivalents.
Option Upload
An option sheet should be submitted for each item bid. The Bid System will accept option information for each
item through a .pdf file upload. Each option sheet should include a header to identify the FSA CPP contract title
and number, the Bidder name, item number, make and model. Each option sheet should include:
Option
Description
Manufacturer order code or identifying code
Price
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Contract Terms and Conditions
Cost plus percent for all items not installed at the factory
Percent below MSRP for factory installed options
FSA CPP may ask awarded Bidders to supply one hard copy set with digital signatures and original compliance
forms, prior to the contract execution. Hard copy bids should not be submitted unless specifically requested by FSA
CPP. FSA is not responsible for Bidder’s improper use of the Bid System. Exceptions will be granted to this section
should any Bid System malfunctions occur.
2.15 ZONE BIDDING
Bidders may bid in one or more geographic zones. Bidders must submit pricing for each zone they wish to be
evaluated. The zone map is included in Appendix A. The geographic zones are in place to assist Bidders in
estimating costs of delivery, which must be included in the price bid and quoted to the purchaser. For the Pursuit,
Administrative and Other Vehicles Contract, the cost of delivery must be included in the Percent.
2.16 EXECUTION OF BID
By submitting a response to this Invitation to Bid, the Bidder agrees to the Terms & Conditions and to be bound by
such Terms & Conditions if selected for award. The Bidder must submit the Contract Signature Form with the
signature of an authorized representative no later than the bid submittal due date. All Terms & Conditions are
applicable throughout the term of the awarded contract and are not specific to any given year, make or model.
2.17 MODIFICATION OR WITHDRAWALS OF BIDS
A Bidder may submit a modified bid to replace all or any portion of a previously submitted bid until the due date
and time of the bid submission listed in the Bid Calendar. Modifications received after the bid due date and time
will not be considered.
Bids can be withdrawn in writing prior to the contract award. If a Bidder must withdraw the bid, the Bidder must
contact FSA CPP immediately. Bid withdrawals are handled on a case-by-case basis and can result in a limitation of
participation in future bids.
2.18 LATE BIDS
The responsibility for submitting a bid before the due date and time on the bid calendar is solely and strictly the
responsibility of the Bidder. The FSA is not responsible for delays caused by technical problems, any internet
outages or delays incurred by electronic delivery, or any other occurrence. Any reference to time will be based on
Eastern Time.
2.19 BID OPENING
Bids shall be opened on the date and time specified on the Bid Calendar. The bid opening may occur at the Florida
Sheriffs Association, 2617 Mahan Drive, Tallahassee, Florida, or may be offered online.
FSA CPP will provide a bid inspection period for Bidders following the bid opening. The date, time and duration will
be announced prior to the bid opening.
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Contract Terms and Conditions
2.20 DETERMINATION OF RESPONSIVENESS
Determination of responsiveness will take place at the time of bid opening and evaluation. In order to be deemed
a responsive bidder, the bid must conform in all material respects to the requirements stated in the Invitation to
Bid. As set forth in Section 2.24, FSA CPP reserves the right to waive or allow a Bidder to correct minor
irregularities.
2.21 RESPONSIBLE BIDDER CRITERIA
Bids will be evaluated to determine if qualifications and contract requirements are met. Responses that do not
meet all requirements of this Invitation to Bid or fail to provide all required information, documents or materials
may be rejected as nonresponsive. The FSA CPP will not request documentation or consider a Bidder’s social,
political or ideological interests in determining if the Bidder is a responsible bidder. FSA CPP will not give
preference to a Bidder based on the Bidder’s social, political, or ideological interests.
Bidders whose responses, past performance, or current status do not reflect the capability, integrity, or reliability
to fully and in good faith perform the requirements of the contract may be rejected as non-responsible. In
determining a responsible Bidder, the following factors may be considered:
Adequacy of facilities, staffing, and financial resources;
Previous experience with FSA contract or other similar government contracts;
Ability to provide excellent customer service, including on previous FSA contracts; and
Any other information relevant to the responsibility of a Bidder of which FSA CPP is aware.
In addition to the requirements set forth by these Terms & Conditions, FSA CPP reserves the right to request
staffing, performance and financial information from any Bidder during the evaluation process.
FSA CPP reserves the right to determine which responses meet the requirements, specifications, Terms &
Conditions of the solicitation, and which Bidders are responsive and responsible.
FSA CPP further reserves the right to limit participation of Bidders who, in FSA CPP’s sole discretion, are
determined to present responsibility concerns that call into question the Bidder’s ability to perform but that do not
rise to the level of requiring rejection of the Bidder as non-responsible.
2.22 BASIS FOR AWARD
The FSA CPP shall make award to the qualified, responsive and responsible Bidder(s) who submitted the lowest Bid
Price by item, manufacturer, and zone. Awards may also be made to subsequent lowest responsive and
responsible Bidders by item, manufacturer, and zone, when determined to be in the best interest of the FSA and
the purchaser(s). FSA CPP has the discretion to consider Percent and option pricing in making the award and to
disqualify bidders for proposing excessive Percent(s) or option pricing.
Awards will not be given to any parties listed on the government wide exclusion in the System for Award
Management.
FSA CPP reserves the right to accept or reject any and all bids, and to waive any minor irregularity, technicality or
omission if it determines that doing so will serve the purchaser’s best interest. FSA CPP reserves the right to make
multiple awards for each item, if determined to be in the best interest of the FSA and the purchasers.
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Contract Terms and Conditions
Awards will be posted on the FSA CPP website according to the date posted in the bid calendar.
2.23 BID TABULATIONS
The bid tabulation report will be posted on the FSA CPP website after the bid submission closes.
If there is a delay in posting the bid tabulation results, FSA CPP will post a notice of the delay and a revised date for
posting of results.
2.24 MINOR IRREGULARITIES/RIGHT TO REJECT
The FSA CPP has the right to accept or reject any and all bids, or separate portions thereof, and to waive any minor
irregularity, technicality or omission if the FSA CPP determines that doing so will serve its best interest or the best
interest of the purchasers. A minor irregularity is a variation from the Terms & Conditions of this procurement that
does not affect the price of the bid or give the Bidder a substantial advantage over other Bidders and thereby
restrict or stifle competition and does not adversely impact the interests of the FSA or the purchasers. At its
option, the FSA CPP may allow a Bidder to correct minor irregularities but is under no obligation to do so. In doing
so, the FSA CPP may request a Bidder to provide clarifying information or additional materials to correct the
irregularity. However, the FSA CPP will not request, and a Bidder may not provide the FSA CPP with additional
materials that affect the price of the bid or give the Bidder an advantage or benefit not enjoyed by other Bidders.
The FSA CPP may also reject any bids not submitted in the manner specified in this document.
2.25 CONE OF SILENCE
This Invitation to Bid is subject to the Cone of Silence that begins the date the bid submission opens through the
intent to award date as indicated in the Bid Calendar. During this period, all communications regarding this
solicitation between FSA and Bidder will cease, except for procedural questions, questions regarding problems
incurred in the use of the Bid System, or communications initiated by the FSA CPP. All permitted communications
during this period shall be made in writing to the contact identified in Section 1.01 of this Invitation to Bid.
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Cooperative Purchasing Program
Contract Terms and Conditions
3.01 GENERAL REQUIREMENTS
Once the bid has been awarded, the terms and conditions of this document become the contract between the FSA
CPP and the awarded Vendor. The Terms & Conditions apply to all items purchased from this contract.
3.02 STATEMENT OF AUTHORITY
Each person signing the contract warrants that they are duly authorized to do so and binds the respective party to
the contract.
3.03 VENDOR CONTACT INFORMATION
The Vendor shall maintain current contact information with FSA CPP at all times for sales and submission of
purchase orders, quarterly reports and administrative fee payments. If a change occurs during the contract, the
Vendor must notify FSA CPP immediately.
3.04 ADDITIONS OR DELETIONS
FSA CPP reserves the right to add or delete any items from this bid or resulting contract when deemed to be in the
best interest of FSA and purchasers, at its discretion. This decision to take action may be based upon and not
limited to few or no sales, product recalls and other safety issues, Vendor or manufacturer performance, or the
product’s lack of relevance.
For items that come to market during the contract term, FSA CPP may authorize qualified and awarded Vendors to
offer the new item under the existing contract terms and conditions, if the manufacturer authorizes a Vendor to
sell the item. FSA CPP will request awarded Vendors submit pricing and will evaluate the responses prior to
authorizing awarded Vendors to offer the new item.
3.05 CONTRACT EXTENSION
Contract Extension
The contract may be extended by mutual agreement for up to two (2) additional years, on a year-to-year basis. FSA
CPP reserves the right to execute a contract extension or to allow the contract to fully or partially terminate and
readvertise for bids, whichever is in the best interest of FSA.
The Vendor may request price adjustments for contract extensions as provided for herein. If no request is received
from the Vendor, the FSA CPP will assume that the Vendor has agreed that the optional term may be exercised
without a price adjustment. Any adjustment request received after the execution of an extension may not be
considered unless otherwise provided for in this contract.
Month-to-Month Continuation
In the event a new contract is not active at the time of this contract’s expiration, this contract’s terms and
conditions shall extend on a month-to-month basis and shall not constitute an implied extension of the contract.
Such a month-to-month continuation shall be upon the compensation and payment provided herein.
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Cooperative Purchasing Program
Contract Terms and Conditions
3.06 PRICE ADJUSTMENT
In addition to the cost-plus-percent pricing adjustments available, the Terms & Conditions provide the following
methods of price adjustments:
Annual Price Adjustments
Changes to Manufacturer Production or Design
Manufacturer Certified Adjustments
Equitable Adjustments
Price adjustment requests must clearly substantiate a need to increase or decrease the price. Price adjustments
will not be considered if Vendors are delinquent on administrative fee payments or have outstanding quarterly
reports.
Annual Price Adjustment
The FSA CPP may consider annual price adjustments due to:
Changes in the Producer Price Index (PPI) as published by the U.S. Department of Labor, Bureau of Labor
Statistics (BLS); or
As a result of changes to national or state standards that require substantial price adjustments.
FSA CPP may consider other documentation related to the change to national or state standards but is not
obligated to grant price changes without literature from the manufacturer. The FSA CPP will consider the request
and will make a final determination on the change in price.
Changes to Manufacturer Production or Design
Significant changes by the manufacturer to the production of and specification design may initiate a price
adjustment request. FSA CPP will consider order dates, production factors, model year, or other conditions, as well
as the replacement or complete redesign of items. Vendors must provide documentation from the manufacturer.
Manufacturer Certified Adjustments
Vendors must provide documentation from the manufacturer to FSA CPP that shows the additional costs or price
adjustments imposed by the manufacturer and substantiate the need for a related price adjustment for this
contract.
Equitable Adjustments
The FSA CPP may make an equitable adjustment to the contract terms or pricing at its discretion.
3.07 CONDITIONS
It is understood and agreed that any item offered or shipped as a result of this contract shall be the most current
model offered.
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Cooperative Purchasing Program
Contract Terms and Conditions
3.08 PRODUCTION CUTOFF
Vendors shall notify the FSA CPP in writing no less than sixty (60) calendar days prior to the close of final order
date by the manufacturer when the final order date is during the term of the contract. Purchase Orders received
by the Vendor ten (10) business days prior to the final order date must be accepted and entered into the order
system with the manufacturer. Purchase Orders issued and received after the production cutoff date will be
subject to availability. In this case, the Vendor and manufacturer have the discretion whether to choose to provide
next year’s model at current year’s prices until the end of the contract term. If the manufacturer cutoff date is
during the term of the contract and will affect the purchaser’s ability to obtain the items, FSA CPP may consider
substitutions from the same manufacturer.
3.09FACILITIES
The FSA CPP reserves the right to inspect the Vendor’s facilities at any time with prior notice.
3.10 PURSUIT RATED VEHICLES & MOTORCYCLES
Vehicles in this category have been reviewed by one or more of the nationally recognized authorities on Police
Vehicle Testing Program/Evaluation. These evaluations are not designed to recommend a particular product, but
to serve as a resource for vehicles which are currently being offered for law enforcement service. To see the full
detailed report, click or copy the links below. At the time of the bid there were two nationally recognized
authorities:
State of Michigan, Vehicle Test Team of the Michigan State Police (MSP) Precision Driving Unit
Los Angeles County Sheriff’s Department Law Enforcement Vehicle Test and Evaluation Program
Vehicles:
3.11 SPECIAL SERVICE VEHICLES
Vehicles in this category have been reviewed by one or more of the nationally recognized authorities on pursuit
vehicle testing program/evaluation. These vehicles are labeled as Special Service Vehicle (SSV) and often used in
public safety applications and other areas of government. Refer to manufacturers published information for
detailed information regarding these vehicles.
3.12 CAB AND CHASSIS PURCHASES
Vendors performing upfitting of cab and chassis should be licensed and certified to perform such work. Vendors
are responsible for tag and title work if the chassis is completed by the Vendor or the Vendor’s contracted third-
party supplier. The requirements of Florida Statute 319.21 related to the manufacturer statement of origin apply
to cab and chassis purchases.
Cab and chassis may be purchased from the Vendor without any required additional upfitting by the Vendor.
Vendors are not responsible for tag and title if an incomplete chassis is requested and sold to the purchaser.
3.13 FACTORY-INSTALLED OPTIONS
All options specified as factory-installed are to be installed on the item at the primary site of assembly and are to
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Cooperative Purchasing Program
Contract Terms and Conditions
be the manufacturer’s standard assembly-line product. Aftermarket and vendor-installed equipment will not be
accepted as factory-installed. Vendors found supplying aftermarket or vendor-installed equipment where factory-
installed are specified shall be required to retrieve all delivered items and supply new items meeting the
specifications.
All factory-ordered options are to be original equipment manufacturer (OEM) and installed at the primary site of
assembly unless otherwise noted by the Vendor and acknowledged in writing by the purchaser. Verbal agreements
will not be recognized.
3.14 VENDOR-INSTALLED OPTIONS
All vendor-installed accessories, equipment, or options shall be installed according to the manufacturer’s
specifications. All vendor-installed options must be manufactured by an established manufacturer of the product
provided. Vendors are required to disclose make and model of product being offered, the design and model must
be approved by the purchaser prior to installation. Prior to any purchase, the Vendor must also disclose the
warranty of any accessory, equipment or option that is less than or exceeds the factory or equipment warranty
coverage. Any Vendor that violates this provision will be considered in default of the contract. FSA CPP may
terminate the contract in accordance with these Terms & Conditions.
3.15 NON-SCHEDULED OPTIONS
A non-scheduled option is an option not listed on the FSA CPP published award. Vendors may provide non-
scheduled options at less than MSRP or the Published List Price. Non-scheduled options should be identified and
listed as a separate line item with the price and discount on the purchase order. Non-scheduled options are
covered under these Terms and Conditions.
3.16 FORCE MAJEURE
A Vendor shall not be penalized for a delay resulting from the Vendor’s failure to comply with delivery
requirements if neither the fault nor the negligence of the Vendor or its employees contributed to the delay and
the delay is due directly to acts of God, wars, acts of public enemies, strikes, fires, floods, or other similar cause
wholly beyond the Vendor’s control, or for any of the foregoing that third party suppliers if no alternate source of
supply is available to the Vendor.
3.17 PURCHASE ORDERS
To initiate a purchase, a purchase order must be issued to the Vendor, which includes:
FSA CPP contract title and number;
FSA CPP item number;
Make and model or item description; and
Purchaser name, phone number and email address.
The Vendor’s acceptance of a purchaser’s order will indicate that the Vendor agrees to deliver an awarded item
that will be fully compatible with all of its options. Production schedules and delivery dates should be discussed at
the time the quote is provided to the purchaser, or if no quote is provided, when the purchase order is delivered to
the Vendor. Vendor shall place the order with the manufacturer within ten (10) business days of receipt of the
purchase order. The Vendor shall assure that all orders are placed in full compliance with the specifications and the
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Cooperative Purchasing Program
Contract Terms and Conditions
terms and conditions of the contract and the purchase order. Any changes that are required to bring an item into
compliance with the various options due to an incorrect order will be accomplished at the Vendor’s expense.
A Confirmation of Order form shall be completed by the Vendor and provided to the purchaser and FSA CPP fifteen
(15) calendar days from receipt of purchase order without request by the purchaser. Any additional information
needed to complete this form should be obtained by the Vendor from the purchaser.
While it is recommended that an agency purchase from the zone which is closest to their location, it is not
mandatory to do so. If the purchaser determines that a Vendor in another zone can better serve their needs, the
purchaser may order from a Vendor in another zone. Vendors that provide awarded items outside of an awarded
zone may upon mutual agreement between the Vendor and the purchaser charge a delivery fee.
If a Vendor receives a purchase order for an item for which they were not awarded, the Vendor must notify the
purchaser and return the purchase order to the purchaser within three (3) business days.
The Vendor must submit electronic copies of Purchase Orders within fifteen (15) calendar days of the Purchase
Order issue date. Emails shall be sent to coop@flsheriffs.org. Purchase orders received by the Vendor after this
deadline must be submitted to FSA CPP as soon as possible with the date received by the Vendor and cause for the
delay. Purchase Orders should contain the following required information:
Purchaser name,
Purchase order number,
Purchase order issue date,
FSA CPP contract title and number,
Item number,
Item make and model, or item description,
Item price,
Options by item, and
Estimated delivery date.
Purchase orders vary in format and information provided. If a purchase order does not include the required
information, the Vendor must submit supplemental documentation to FSA CPP at the same time the purchase
order is due. Such information may be in bid quotes, equipment proposals, confirmation of orders, or other
documents. If a purchaser does not use purchase orders, written communication from the purchaser to the
Vendor will be provided to FSA CPP.
3.18 REGISTRATION, TAG, AND TITLE
Title items shall be the responsibility of the Vendor.If the purchaser is a government agency, the purchaser has the
right to choose to register and title the item. Costs of registration, tag and title shall not exceed the statutory rates.
FSA administrative fee does not apply to the cost of registration, tag and title.
3.19 DELIVERY
Vendors are to inspect the item to confirm the item meets or exceeds the FSA Base Specifications, manufacturer
specification, and purchase order. Deliveries not complying with these requirements may be rejected and will have
to be redelivered at Vendor’s expense.
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Cooperative Purchasing Program
Contract Terms and Conditions
Delivery shall be within the normal working hours of the user, Monday through Friday, excluding holidays. Delivery
schedules shall be agreed to by the purchaser and the Vendor. Vendor shall notify the purchaser no less than
twenty-four (24) hours prior to delivery of the time and location, which shall reflect the mutually agreed upon
delivery details. The Vendor shall be responsible for delivering items that are properly serviced, clean and in first
class operating condition. Items shall be delivered with each of the following documents completed or included:
1. Copy of the Purchase Order.
2. Copy of the FSA Base Specifications.
3. Copy of manufacturer’s Invoice, price sheet, build sheet or other documentation that verifies what
components are included on the item being delivered
4. Copy of the pre-delivery service report
5. Registration warranty certification
6. Owner’s manual
7. Registration, tag and title or an application for the registration, as applicable
All items with fuel tanks of thirty-five (35) gallons or less must contain no less than one quarter (1/4) tank of fuel as
indicated by the fuel gauge at the time of delivery. For items that have more than thirty-five (35) gallons, a
minimum of one eighth (1/8) of a tank of fuel must be provided. All electric vehicles must be delivered with a
minimum charge level of 10 percent. The purchaser has the option to reject a vehicle with more than 350
odometer miles or may deduct $0.51 cents per mile in excess of 350 miles from the invoice, unless distance above
350 miles was previously approved by the purchaser. Deliveries of less than 350 miles may be accomplished by
driving the vehicle. Any delivery accomplished by driving the vehicle must be supervised and the driver must
comply with manufacturer’s break-in requirements and all applicable traffic laws. Any delivery accomplished by
driving a pursuit-rated vehicle must use an “OUT OF SERVICE” cover on light bars. Deliveries in excess of 350 miles
shall be made by transport, or otherwise approved by the purchaser, however, this requirement shall not apply to
incomplete chassis.
Items with hour meters must be delivered with fewer than five (5) hours on the hour meter or may be rejected by
the purchaser. The purchaser may choose to negotiate a lower purchase price when the item exceeds five (5)
hours.
When items require service or adjustments upon delivery, the Vendor shall either remedy the defect, or be
responsible for reimbursing the manufacturer’s local authorized representative or other service provider to
remedy the defect. Such service or adjustments shall be initiated by the Vendor within 48 hours after notification
by a purchaser, not to include weekends and holidays. Delivery will not be considered complete until all services or
adjustments are satisfactory, and the item is redelivered or repaired. The cost of any transportation required to
address the defect shall be the responsibility of the Vendor until the items are satisfactory and accepted by the
purchaser.
3.20 INSPECTION AND ACCEPTANCE
Final acceptance shall be given only after the purchaser inspects or confirms the item meets contract
specifications. Delivery of an item to a purchaser does not constitute acceptance for the purpose of payment.
Inspection and acceptance will be at the purchaser’s destination unless otherwise previously agreed upon location
was provided in the purchase order. Should the delivered items differ in any respect from the FSA Base
Specifications, payment can be withheld until such time as the Vendor completes the necessary corrective action.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
3.21 INVOICING AND PAYMENTS
Invoicing and payments shall be the responsibility of the Vendor and purchaser placing orders using this contract.
Vendors must invoice each purchaser independently. The Vendor shall be paid upon submission of invoices to the
purchaser after satisfactory delivery and acceptance of the items. While the Local Government Prompt Payment
Act applies to ensure timely payment of Vendor invoices, the FSA CPP encourages purchasers to make payment
within thirty (30) days of acceptance of the item. The Local Government Prompt Payment Act is defined in Sections
218.70–218.79 of Florida Statutes.
3.22 WARRANTY
All warranties shall begin at the time of delivery and final acceptance by the purchaser. The purchaser’s warranty
should not be active for incomplete items and items delivered to a third-party supplier before final delivery.
3.23 QUARTERLY REPORTS
Quarterly reports are the contractual responsibility of each Vendor. Quarterly reports must be completed and
submitted electronically. All quarterly reports shall be sent to reports@flsheriffs.org. The quarterly report
template shall be submitted using an Excel workbook provided by FSA CPP. Quarterly reports which do not adhere
to the required format or are not complete of all purchase orders received and/or deliveries made during the
quarter will be returned to the reporting Vendor for correction.
Quarterly reports are due no later than the 15th day of the month following the end of the quarter. Quarterly
reports shall follow the schedule below for the duration of the contract. If a contract extension is executed, the
quarterly reports will maintain the same schedule for future reporting periods.
Contract Year: October 1, 2024 – September 30, 2025
Year 1 Quarter 1: October 1 – December 31 Q1 Report Due: January 15
Year 1 Quarter 2: January 1 – March 31 Q2 Report Due: April 15
Year 1 Quarter 3: April 1 – June 30 Q3 Report Due: July 15
Year 1 Quarter 4: July 1 – September 30 Q4 Report Due: October 15
Quarterly reports must be submitted even if there are no sales or no deliveries in a quarter. If a Vendor has no
sales within a quarter, the Vendor shall indicate “No sales this quarter” on the top row of the sales worksheet. If
the Vendor has no deliveries in a given quarter, the Vendor shall indicate “No deliveries this quarter” on the top
row of the delivery worksheet.
FSA CPP reserves the right to modify the procedure for submitting quarterly reports during the term of the
contract. Such a change shall not materially modify the substance of the information to be reported but may
change the method by which future quarterly reports are to be submitted. In the event of such a change, FSA CPP
will provide written notice to all Vendors of the method by which future quarterly reports are to be submitted.
3.24 ADMINISTRATIVE FEE
The FSA CPP charges three quarters of one percent (.0075) to procure, process and administer the contract. The
administrative fees are the contractual responsibility of each awarded Vendor.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
After receipt of payment from contract purchases, the Vendor shall remit all administrative fees to the FSA CPP no
later than fifteen (15) calendar days after the end of each quarter. All fees payable to the FSA CPP during any given
quarter will be accompanied and supported by a quarterly report.
The administrative fee will remain payable to FSA CPP and no relief from payment of the administrative fee, nor
any additional charge to recoup the administrative fee, will be permitted if a Vendor fails to incorporate the
administrative fee in its bid pricing. The administrative fee should never be listed as a separate line item on any
purchase order or invoice.
The administrative fee is based on the total purchase order amount of new items. This fee excludes any value
given to purchasers for trade-ins. Trade-ins, extended warranties and other exchanges will not reduce or impact
the fee calculation.
The ACH form for electronic payment or wiring of funds is included in Appendix C. It is the preference of FSA CPP
that all payments be electronically paid and submitted. If ACH is not available, checks for the administrative fee
can be sent to:
Florida Sheriffs Association
Cooperative Purchasing Program
2617 Mahan Drive
Tallahassee, FL 32308
3.25 LIQUIDATED DAMAGES
The Vendor warrants that the item supplied to the purchaser shall conform in all respects to the standards set
forth and the failure to comply with this condition will be considered as a breach of contract. Any liquidated
damages levied because of inadequacies or failures to comply with these requirements shall be borne solely by the
Vendor responsible for same.
Failure to submit the administrative fee with accompanying quarterly reports to FSA CPP within fifteen (15)
calendar days following the end of each quarter may result in the imposition of liquidated damages. Vendors
failing to submit administrative fees and/or quarterly reports will incur liquidated damages in the amount of $25
th
for each calendar day that fees and reports are past due, beginning on the 16 day following the end of the
quarter.
If a civil action is initiated by the FSA to recover administrative fees or liquidated damages as set forth in this
section, the prevailing party shall be entitled to its reasonable attorneys’ fees and costs incurred in the litigation.
The venue shall lie in the Circuit Court for the Second Judicial Circuit in and for Leon County, Florida.
When quarterly reports are late, liquidated damages are to be included in Vendor’s Quarterly Report and
administrative fee submission. Liquidated damages that remain unpaid beyond forty-five (45) calendar days can
result in FSA CPP, at its sole discretion, implementing contract compliance actions, including but not limited to,
suspension, limited participation by specifications or zones, disqualification from future solicitations, or
termination for cause pursuant to the Terms & Conditions.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
Schedule of Liquidated Damages
Failure to submit quarterly report on time $25 per calendar day
Failure to submit administrative fee on time $25 per calendar day
Failure to report a Purchase Order to FSA CPP within $100 per Purchase Order
15 calendar days of the purchase order issue date
Failure to Report Sales.0075 of the sales price plus 1.5% each month
following the delivery date.
Vendor agrees and acknowledges that its failure to take any of the actions specified in the above schedule will
result in liquidated damages to this contract. Vendor agrees and acknowledges that these liquidated damages are
not intended to be and do not constitute a penalty and that these amounts are reasonably calculated to
compensate the FSA for the damages that it will incur as a result of the Vendor’s failure to take the specified
actions.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
Appendix A: Zone Map
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
Appendix B. Bid Calendar
FSA24-VEL32.0 Bid CalendarDate
Bid Announcement 4/1/2024
Voluntary Interested Bidder Workshop FSA24-VEL32.0 6/12/2024
New Items & Specifications Submissions Due 6/20/2024
Mandatory Pre-Bid FSA24-VEL32.0 7/10/2024
Requests for Clarifications Due to FSA 7/17/2024
FSA Response to Requests for Clarifications 7/24/2024
VendorLink Bidder Training Session7/18/2024
Bid System Opens7/29/2024
Cone of Silence7/29/2024 - 9/3/2024
8/31/2024
Bid Submissions Due
(11:59:59pm)
Bid Tabulations Posted 9/3/2024
Public Bid Opening 9/3/2024
Bid Evaluations 9/9/24 - 9/13/24
Intent To Award 9/16/2024
Final Award10/1/2024
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
Appendix C: ACH Payments
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
Appendix D: Federal Clauses
Applicability of Third-Party Contract Provisions*
(Excludingmicro-purchases, except Davis-Bacon requirements apply to construction contracts exceeding $2,000.)
In addition to other provisions negotiated with purchasers placing federally funded purchase orders, Vendors must
comply with the following provisions upon award of a federally funded purchase order:
Professional Operations/ Materials &
Construction
PROVISION Services/A&E Management Supplies
Equal Employment Opportunity All
Davis-Bacon Act >$2,000
Copeland “Anti-Kickback” Act >$2,000
Contract Work Hours and Safety>$100,000 >$100,000 >$100,000 >$100,000
Standards Act
Rights to Inventions Made Under a If the purchase If the purchase If the purchase If the purchase
Contract or Agreement order involves order involves order involves order involves
performance of performance of performance of performance of
experimental, experimental, experimental, experimental,
developmental developmental developmental developmental
or research or research or research or research work
work work work
Clean Air Act >$150,000 >$150,000 >$150,000 >$150,000
Federal Water Pollution Control >$150,000 >$150,000 >$150,000 >$150,000
Act
Debarment and Suspension All All All All
Byrd Anti-Lobbying Amendment >$100,000 >$100,000 >$100,000 >$100,000
Procurement of Recovered All All All All
Materials
Prohibition on Certain All All All All
Telecommunications and Video
Surveillance Services or Equipment
Domestic Preferences for All All All All
Procurements
*References to the code of regulations (CFR) or United States Code (USC) were accurate at the time of publication.
It is the responsibility of the Bidder to ensure compliance is met of the referenced state and federal laws within the
published rules.
EQUAL EMPLOYMENT OPPORTUNITY: Except as otherwise provided under 41 CFR Part 60, all contracts that meet
the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 must include the equal opportunity
clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment
Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375,
“Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41
CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of
Labor.” The clause set forth in 41 CFR 60-1.4(b) is incorporated herein by reference. Vendor must comply with this
clause and include this clause in all lower-tier federal assisted construction contracts.
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
DAVIS-BACON ACT, as amended (40 U.S.C. 3141-3148): When required by Federal program legislation, all prime
construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance
with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor
regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and
Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and
mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of
Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity
must place a copy of the current prevailing wage determination issued by the Department of Labor in each
solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage
determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding
agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C.
3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on
Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act
provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed
in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she
is otherwise entitled. The non-Federal entity must report all suspected or reported violations to the Federal awarding
agency. Vendors performing construction must comply with all applicable provisions of the Davis-Bacon Act and
include this clause in all lower-tier subcontracts for construction.
CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C., chapter 37): Vendor shall comply with Sections
102 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C., chapter 37), as supplemented by
Department of Labor regulations (29 CFR part 5).
(a) Overtime requirements. Neither Vendor nor any contractor or subcontractor contracting for any part of the
purchase order work which may require or involve the employment of laborers or mechanics shall require or permit
any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of
forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one
and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek.
(b) Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in
Paragraph 15(a), Vendor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition,
Vendor or such subcontractor shall be liable to the United States (in the case of work done under the Contract for
the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated
damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards,
employed in violation of the clause set forth in Paragraph 15(a), in the sum of $29 for each calendar day on which
such individual was required or permitted to work in excess of the standard workweek of forty hours without
payment of the overtime wages required by the clause set forth in Paragraph 15(a) of this section.
(c) Withholding for unpaid wages and liquidated damages. Purchaser shall upon its own action or upon written
request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any
moneys payable on account of work performed by Vendor or a subcontractor under the purchase order or any other
Federal contract with Purchaser, or any other federally-assisted contract subject to the Contract Work Hours and
Safety Standards Act, which is held by Purchaser, such sums as may be determined to be necessary to satisfy any
liabilities of Vendor or its subcontractor for unpaid wages and liquidated damages as provided in the clause set forth
in Paragraph (a).
(d) Subcontracts. Vendor shall insert in any subcontracts over $100,000 for construction and other purposes that
involve the employment of mechanics or laborers, the clauses set forth in Paragraphs (a) through (d) and also a
clause requiring the subcontractors to include these clauses in any lower-tier subcontracts.
RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT: If the Federal award meets the definition of
“funding agreement” under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of
experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must
comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small
Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing
regulations issued by the awarding agency. Vendor shall comply with these requirements when performing a
purchase order involving experimental, developmental or research work and flowdown this clause to lower-tier
subcontractors performing such work.
CLEAN AIR ACT (42 U.S.C. 7401 et seq.) and the FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. 1251 et seq.),
as amended: Vendor agrees to comply with all applicable standards, orders or regulations issued pursuant to the
Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251 et
seq.). Violations shall be reported to the Federal awarding agency and the Regional Office of the Environmental
Protection Agency (EPA). Vendor shall comply with the requirements of Clean Air Act and the Federal Water Pollution
Control Act and include this clause in all lower-tier subcontracts with a value over $150,000.
DEBARMENT AND SUSPENSION (E.O.s 12549 and 12689): By accepting or performing this purchase order, Vendor
certifies that it is not identified in the Exclusions area of the System for Award Management as being currently
debarred, suspended, proposed for debarment, or otherwise excluded (“SAM Exclusion”). Vendor shall obtain
similar certifications from its lower-tier subcontractors for each subcontract in excess of $25,000 and Vendor shall
not award lower-tier subcontracts in excess of $25,000 to an entity subject to a SAM Exclusion.
LOBBYING RESTRICTIONS (31 U.S.C. 1352): By accepting or performing this purchase order, Vendor certifies that it
will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting
to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an
employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award
covered by 31 U.S.C. 1352. Vendor shall also disclose to Purchaser any lobbying with non-Federal funds that takes
place in connection with obtaining any Federal award or contract. Vendor shall flow down this clause and require
this certification for lower-tier subcontractors with a subcontract of $100,000 or more. Vendor shall provide its
disclosure and all disclosures received from lower-tier subcontractors to Purchaser.
PROCUREMENT OF RECOVERED MATERIALS: A non-Federal entity that is a state agency or agency of a political
subdivision of a state and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended
by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items
designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest
percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where
the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year
exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource
recovery; and establishing an affirmative procurement program for procurement of recovered materials identified
in the EPA guidelines. Vendor shall comply with this clause and include this clause in all lower-tier subcontracts.
PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT:
(a) Recipients and subrecipients are prohibited from obligating or expending loan or grant funds to:
(1) Procure or obtain;
(2) Extend or renew a contract to procure or obtain; or
(3) Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or
systems that uses covered telecommunications equipment or services as a substantial or essential
component of any system, or as critical technology as part of any system. As described in Public Law 115-
232, section 889, covered telecommunications equipment is telecommunications equipment produced by
Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities).
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Agenda Item #26.
Florida Sheriffs Association
Cooperative Purchasing Program
Contract Terms and Conditions
(i) For the purpose of public safety, security of government facilities, physical security surveillance
of critical infrastructure, and other national security purposes, video surveillance and
telecommunications equipment produced by Hytera Communications Corporation, Hangzhou
Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or
affiliate of such entities).
(ii) Telecommunications or video surveillance services provided by such entities or using such
equipment.
(iii) Telecommunications or video surveillance equipment or services produced or provided by an
entity that the Secretary of Defense, in consultation with the Director of the National Intelligence
or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned
or controlled by, or otherwise connected to, the government of a covered foreign country.
(b) In implementing the prohibition under Public Law 115-232, section 889, subsection (f), paragraph (1), heads of
executive agencies administering loan, grant, or subsidy programs shall prioritize available funding and technical
support to assist affected businesses, institutions and organizations as is reasonably necessary for those affected
entities to transition from covered communications equipment and services, to procure replacement equipment
and services, and to ensure that communications service to users and customers is sustained.
(c) See Public Law 115-232, section 889 for additional information.
DOMESTIC PREFERENCES FOR PROCUREMENTS:
(a) As appropriate and to the extent consistent with law, the non-Federal entity should, to the greatest extent
practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or
materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other
manufactured products). Vendor agrees to comply with the requirements of this clause and include the
requirements of this clause in all subawards including all contracts and purchase orders for work or products under
this award.
(b) For purposes of this section:
(1) “Produced in the United States” means, for iron and steel products, that all manufacturing processes,
from the initial melting stage through the application of coatings, occurred in the United States.
(2) “Manufactured products” means items and construction materials composed in whole or in part of non-
ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe;
aggregates such as concrete; glass, including optical fiber; and lumber.
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