CHARLOTTE COUNTY SHERIFF’S OFFICE

7474 Utilities Rd. PUNTA GORDA, FLORIDA 33982

REQUEST FOR PROPOSAL

RFP# 19-01

FOR

Fleet Maintenance and Repair

Request for Proposal Solicitations

1

Charlotte County Sheriff’s OfficeBureau of Support Services

7474 Utilities Road, Punta Gorda, Florida 33982Phone (941) 833-6318 Fax (941) 833-6310

PROPOSAL NUMBER: RFP #19-01

To: All Prospective ProposersFrom: Sheriff William PrummellSubject: Solicitation Number RFP# 19-01Reference: Fleet Maintenance and RepairDate: September 12, 2019

Dear Potential Proposer:

The Charlotte County Sheriff’s Office, an Equal Employment Opportunity (EEO) employer does hereby announce that it is accepting written proposals from all qualified firms or individuals interested in providing the services generally described herein and specified in the “Scope of Services” section of the Request for Proposals (RFP) document. The successful Proposer shall prove by their qualifications, experience, availability, approach and plan for the work that he/she will best serve the overall needs of the Sheriff’s Office. The selection of the successful Proposer shall be at the Sheriff’s discretion and shall be made in a prompt manner after receipt and evaluation of all responses.

If you are interested in preparing a response to the RFP, please complete in the manner prescribed with all the requirements set forth in this RFP document. Please note that your response is a binding offer to perform in the manner you describe in the proposal response for a period not to exceed one hundred eighty (180) days from the public opening date and time. Also please be aware that under the competitive proposal process that stipulations set forth herein are fully binding on the Proposer to the extent that you confirm acceptance by your signature on the Acceptance of Conditions page.

All Proposers are advised that under Chapter 119 Florida Statutes, all responses are deemed a public record and opened to public scrutiny as provided for in said statute.

We welcome your responses to this RFP. The Charlotte County Sheriff’s Office reserves the right to reject any proposal found to be non-responsive, vague, non-conforming or irresponsible. The Charlotte County Sheriff’s Office may withdrawal all or part of this proposal at any time to protect its best interest. The desire of the Charlotte County Sheriff’s Office to pursue proposals shall in no way obligate the Sheriff neither to compensate you for your efforts nor to execute a contract with you. All proposers are asked to be thorough yet concise in their response. Failure to provide your response in manner not prescribed herein may be grounds for disqualification.

2

INSTRUCTIONS TO PROPOSERS

Included herein are General Terms and Provisions (Part A); the Special Terms and Conditions (Part B); the Technical Specifications (Part C); the Service Specifications (part D); and the Proposal Response Forms (Part E), which together with all attachments, constitute the entire “Proposal Package.” Said proposal package must be the basis upon which all proposals are offered and the same (the entire proposal package) must be kept together and returned, intact by the time and at the place herein specified. The Proposer must manually sign the General Terms and Provision (Part A) and Proposal Response (part E). The Sworn Statement on Public Entity Crime must be both signed and notarized.

When awarded, this proposal package will become part of the “Contract Document.” The Proposers signature on the proposal constitutes Proposers agreement to the terms therein. READ THE ENTIRE PROPOSAL CAREFULLY BEFORE SIGNING.

NOTICE TO PROPOSERS

WHEN SUBMITTING A SEALED PROPOSAL, ALL PROPOSALS SHOULD BE CLEARLY MARKED AS A PROPOSAL DOCUMENT. THIS IDENTIFICATION SHOULD INCLUDE THE PROPOSAL NUMBER, PROPOSAL TITLE AND DATE DUE ON THE OUTSIDE OF THE ENVELOPE.

3

TABLE OF CONTENTS

PART A

1. GENERAL TERMS AND CONDITIONS

2. SCHEDULE OF PROPOSAL

PART B

SPECIAL TERMS AND CONDITIONS

1. General Requirements

2. Scope

3. Preparation and Submittal of Proposal

4. Bond of Requirements

5. Evaluation of Proposal

6. Method of Award

7. Terms of Contract

8. Exceptions to Proposal

9. Grievance to Proposal

10. Award Without Discussion

PART C

TECHNICAL SPECIFICATIONSSpecifications and Service Requirements

PART D

SERVICE SPECIFICATIONSVendor Service and Requirements

PART E

PROPOSAL RESPONSE FORMSAll required forms to be completed, including pricing forms of various options requested.

Part FFleet breakdown

4

CHARLOTTE COUNTY SHERIFF’S OFFICEBureau of Support Services

7474 Utlities RoadPunta Gorda, Florida 33982

VENDOR_____________________________________________________________________

(Include your company name and address here)

Subject: Request for Proposal # 19-01

Proposal Title: Vehicle repair and Service

CLOSING DATE AND TIME: 5:00 P.M., local time, Friday, October 18, 2019

PLEASE NOTE: The Charlotte County Sheriff’s Office is located in the Eastern Time Zone

PLACE: Charlotte County Sheriff's Headquarters

VIA U/S/ MAIL, COURIER OR HAND DELIVERED

Charlotte County Sheriff’s Office7474 Utilities Rd.Punta Gorda, Florida 33982

Proposals will be received until the time and date shown and will be read aloud Immediately thereafter at the “Place” indicated above.

Proposers Conference: MANDATORY BIDDERS CONFERENCE9:00 A.M., local time, Monday, October 7, 2019

Charlotte County Sheriff's Office conference room, 7474 Utilities Road,Punta Gorda, Florida 33982 for purposes of scheduling, it is anticipated that the Bidders Conference may require two hours to complete. (This is an estimated time.)

5

PART A – GENERAL TERMS AND PROVISIONS:

1. ProposalsAll proposals must be contained in a SEALED package addressed to: Charlotte County Sheriff's Office Attn: Captain Matthew Dowling, 7474 Utilities Road, Punta Gorda, Florida 33982. Sealed proposals must be received by October 18, 2019, 5:00 PM EST. To prevent inadvertent opening, the proposal package must be marked as a PROPOSAL DOCUMENT (including the proposal number) on the package.

If our specifications, when included in our Request for Proposal, are not returned with your proposal, and no specific reference is made to them in your proposal, it will be assumed that all specifications will be met. When material, sketches, cuts, descriptive literature, vendor’s or manufacturer’s specifications which accompany the proposal contain information that can be construed or is intended to be a deviation from our specifications, such deviations must be specifically referenced in your proposal response.

2. Vendor ResponsibilityThe responsibility for getting the proposal to the Sheriff’s Office on or before the stated time and date will be solely and strictly the responsibility of the vendor. The Sheriff will in no way be responsible for delays caused by the United States Postal Service or a delay caused by any other occurrence, or any other method of delivery. The vendor shall be responsible for reading very carefully and understanding completely the requirements in the specifications. Proposals will not be accepted after the time specified for receipt. Such proposals shall be returned to the vendor unopened with the notation “This proposal was received after the time designated for the receipts and opening of proposals.”

3. Postponement of Date for Presentation and Opening of Proposals The Sheriff reserves the right to postpone the date for receipts and opening of proposals and will make a reasonable effort to give at least five (5) calendar days’ notice of any such postponement to each prospective Proposer.

4. On-Line DocumentsThe Charlotte County Sheriff’s is publishing documents on its web page, www.ccso.org for the convenience of vendors wanting to do business with the Sheriff and to save tax dollars. This service is public record and the Sheriff is responsible only for documents as published. Any modification or alterations to the original document language may be cause for rejection of a proposal.

6

5. Time for ConsiderationVendors warrant by virtue of proposing that the process quoted in their proposal will be good for an evaluation period of sixty (60) calendar days from the date of proposal opening unless otherwise stated. Vendors will not be allowed to withdraw or modify their proposals after the opening time and date.

The Charlotte County Sheriff’s Office requires that, at the conclusion of the selection process, the contents of all proposals be placed in the public domain and be open to inspection by interested parties.

6. PricesAll proposals submitted must show the net proposal price after any and all discounts allowable have been deducted. State sales tax and federal excise taxes shall not be included as the Sheriff’s Office is tax-exempt for materials sold directly to them. The Sheriff will issue exemption certificates to the successful vendor when requested.

The Vendor’s attention is directed to the fact that the tax laws of the State of Florida, including but not limited to Chapter 212. Florida Statute, apply to this proposal matter and that all applicable taxes and fees shall be deemed to have been included in the Vendor’s proposal as part of his material cost, when applicable.

7. Proposal ErrorsWhen errors are found in the extension of the proposal process, the unit price will govern. Proposals having erasures or corrections must be initialed in ink by the vendor.

8. Proposal Obligation and DispositionThe contents of the proposal and any clarifications thereto submitted by the successful vendor shall become part of the contractual obligation and incorporated by reference into the ensuing contracts. All proposals become the property of the Charlotte County Sheriff’s Office and will not be returned to the vendor.

9. Laws, Statutes and OrdinancesThe terms and conditions of the Request for Proposal and the resulting contract or activities based upon the Request for Proposal shall be construed in accordance with the laws, statutes and ordinances applicable to Charlotte County. Where State Statutes and Regulations are referenced, they shall apply to this Request for Proposal and to the resulting contract.

10. Information and Descriptive LiteratureVendors must furnish all information requested in the proposal. If specified, each vendor must submit cuts, sketches, descriptive literature and / or complete specifications covering the products/services offered. Reference to literature submitted with previous proposal will not satisfy the provision. Proposals which do not comply with these requirements will be subject to rejection.

7

11. Proposal Submittal CostsSubmittal of a proposal is solely at the cost of the vendor and the Sheriff’s Office in no way is liable or obligates itself for any cost accrued to the vendor in coming up with the submitted proposal.

12. Public Entity CrimesPursuant to Florida Statute 287.132-133 (1) (a), effective July 01, 1989, the Charlotte County Sheriff, as a public entity, may not accept any proposal from, award and contract to, or transact any business in excess of the threshold amount proved in Section 287.017, F. S., for category two (currently $25,000) with any person or affiliate on the convicted vendor list for a period of 36 months from the date that person or affiliate was placed on the convicted vendor list unless that person or affiliate has been removed from the list pursuant to Section 287.132 and 287.133 does note restrict your submission.

13. No ProposalIf the receipt of this request for Proposal is not acknowledged, Vendor’s name may be removed from the vendors’ mailing list.

14. Compliance with Occupational Safety and Health ActVendor Certifies that all material, equipment, etc., contained in their proposal meets all O.S.H.A. requirements.

15. Acceptance and RejectionThe Sheriff of Charlotte County, Florida, reserves the right to reject any or all proposals, for cause, to waive irregularities, if any, in any proposal or proposals which in the judgment of the Sheriff is in the best interest of Charlotte County. The Sheriff reserves the right to select the Vendor that will most meet the needs of the Charlotte County Sheriff’s office, and the selection will not necessarily be made solely on the cost as the proposal process utilized is not a competitive bid process. Persons or entities submitting proposals which do not meet the mandatory requirements will be considered in non-compliance and will be disqualified. After evaluation of proposals and approval by the Sheriff’s Office, all vendors will be notified of the selected vendor.

16. Public RecordAny and all material submitted in response to this Request for Proposal will become a public document pursuant to Section 119.07, Florida Statute. This includes material which the respondent might consider to be confidential or trade secret. Any claim of confidentiality is waived upon submission, effective after opening pursuant to Section 119.07, Florida Statute.

17. Licenses, Permits, and Taxes

8

Proposer shall be responsible for all costs associated with obtaining all licenses, permits, and taxes required to operate in the State of Florida. Also, Proposer shall comply with all Federal, State, and local codes, laws, ordinances, regulations, and other requirements at no cost to the Sheriff’s Office.

18. AssignmentProposer shall not assign the contract between the Sheriff’s Office and Proposer, in whole or in part, to a third party without the written consent from the Sheriff’s Office. Upon the Sheriff Office's consent, any such purchaser, may assign any and all of the right and responsibilities of the proposer. The Sheriff may assign any and all rights and obligations hereunder without the consent but upon written notice thereof to the other party (1) to an Affiliate; (2) pursuant to any sale or transfer of all or substantially all of its business or assets; (3) to any merger or reorganization; or (4) as part of a bona fide pledge to a third party lending institution of collateral of the assignor’s rights hereunder. The parties acknowledge that proposer is an independent contractor. Nothing in this RFP is intended nor shall be construed to create an agency relationship, an employer / employee relationship or a joint venture relationship among the parties.

19. DefaultThe contract may be cancelled by the Sheriff’s Office in whole or in part by written notice of default to the proposer upon no-performance or violation of the contract terms. An award may be made to the next most compliant and responsible Proposer, or articles specified may be purchased of the open market similar to those terminated. Failure of the Proposer to deliver materials or services within ten (10) days as described in the RFP, unless extended in writing by the Sheriff’s Office, shall constitute contract default. Proposer shall be responsible for any cost difference incurred by the Sheriff’s Office between the awarded contract amount and any new proposer whose services may be used for the remainder of the contract period.

20. Termination The Sheriff, in his sole discretion, and with or without cause therefore, may terminate the contract at any time by giving written notice of such termination and specifying the effective days thereof, at least ninety (90) days before the effective date of such termination. Upon receipt of written notice of contract termination, the parties hereto shall mutually review, within thirty (30) days, all outstanding commitments and other matters relative to the services contemplated in the RFP.

21. DiscrepanciesShould there be any discrepancy in the responses provided to the RFP and the resulting Agreement, the terms and conditions contained in the Agreement and its Amendment will prevail over the RFP, and the RFP will prevail over the responses to the RFP.

9

22. Specifications are attached.

23. General terms and provisions outlined above are acknowledged. Our proposal is attached.

William Prummell, Sheriff Charlotte County, Florida

Signature on File

By________________________________

Date______________________

Signed_____________________________ Company Officer

_____________________________ Company Name

NOTE: THIS MUST BE RETURNED WITH YOUR PROPOSAL AFTER COMPLETION OF PARAGRAPH 23. EACH VENDOR PROPOSAL AND ANY CLARIFICATIONS TO THAT PROPOSAL SHALL BE SIGNED BY AN OFFICER OF THE COMPANY OR A DESGINATED AGENT EMPOWERED TO BIND THE FIRM IN CONTRACT. EXCEPTIONS TO THE SPECIFICATIONS, IF ANY, NOTED ON THE SPECIFICATION PAGE OR ON THE EXCEPTION FORM.

10

SCHEDULE OF PROPOSAL PROCESS

The following is a schedule of events concerning the proposal process.

EVENT DATE

RFP distribution / available on CCSO Web Site (www.ccso.org) September 12, 2019

Questions due regarding RFP October 4, 2019

Mandatory attendance of vendor conference October 7, 2019 9:00AM

Proposal closing October 18, 2019

Award Notification November 15, 2019

Contract Negotiations Completed December 6, 2019

Commence Services TBD

11

PART B- SPECIAL TERMS AND CONDITIONS

1. GENERAL REQUIREMENTS

The purpose of these specifications is to solicit sealed proposals for Sheriff's Office Fleet Service and repairs. The specifications set forth are for informational purposes and are provided as a general description of the requirement. Proposer shall be responsible to submit proposal(s) based upon their design that will accomplish the intended purpose as set for the herein.

All questions about the meaning of intent of the Request for Proposal are to be directed, in writing, to:

Captain Matthew Dowling Charlotte County Sheriff’s Office

Bureau of Support Services 7474 Utilities Rd.

Punta Gorda, Florida 33982 Telephone: (941)-575-5255

Fax :( 941)-575-5303 E-Mail: mdowling@ccsofl.net

Interpretations or clarifications considered necessary by the Charlotte County Sheriff’s Office in response to such questions will be issued by addenda, mailed or delivered to all parties recorded by the Fiscal Bureau as having received the Request of Proposal. Questions received less than ten (10) days prior to the date of the opening of proposals may not be answered. Oral or other interpretations or clarifications will be without legal effect.

Proposers will meet at the Sheriff's Headquarters which is located at 7474 Utilities Road, Punta Gorda Florida. The purpose of the conference will be to offer all interested parties an opportunity to discuss the proposal process, conditions of the Request for Proposal, and to answer additional questions about the current service/fleet needs. Attendance is mandatory at the conference for any firms wishing to be considered. All questions to be discussed at the conference shall be submitted in writing prior to the Proposer's

12

Conference. Unofficial responses to verbal questions will be offered, however, any substantive questions will be addressed officially in written response.

Any changes made to the Request for Proposal will be shared with all registered Proposers within five (5) working calendar days following the conference. Any and all changes will be addressed officially in writing.

2. SCOPE

The Charlotte County Sheriff’s Office currently operates a diversified fleet of marked and unmarked vehicles used for law enforcement purposes.

The scope of these specifications involves providing comprehensive fleet services to include repair and routine maintenance service outside of any warranty coverage for approximately 350 vehicles. This fleet includes SUVs, vans, trucks and sedans.

Breakdown of current fleet attached.

3. PREPARATION AND SUBMITTAL OF PROPOSAL

A. All proposals shall be signed in ink by the authorized principles of the firm.

B. All attachments to the Request for Proposals requiring executing by the Proposer are to be returned with the proposal.

C. Proposals are to be submitted in a sealed container. The face of the container shall indicate the RFP name, number, time, and date of public opening.

D. Proposals must be received by the Charlotte County Sheriff’s Office Bureau of Support Services no later than the time and date shown on Part A. Request for extensions of this time and date will not be granted. Firms mailing their proposals should allow for normal mail time to ensure receipt of their proposals prior to the time and date fixed for the acceptance of the proposals. Proposals or unsolicited amendments to proposals, received by the Charlotte County Sheriff’s Office after the acceptance date will not be considered. Proposals will be publicly opened at the time and date specified.

E. All proposals will be submitted in Four (4) copies on the forms proved in the document and assembled, in page number order, to insure that each proposal is reviewed and evaluated properly. The original copy will be marked as such on the front of the document. If additional pages are required for further description, 8-1/2” x 11” sheets must be used. If a cover letter is provided, it shall be no longer than two

13

(2) pages in length and shall serve as an introduction to and summary of the proposal. DO NOT DEVIATE FROM THIS FORMAT. Proposals should be as concise as possible without omitting any necessary detail.

4. EVALUATION OF PROPOSALS

An Awards Committee will evaluate all proposals and make a recommendation to the Charlotte County Sheriff based on the following criteria.

A. All proposals submitted will initially be evaluated for the following:

1) Evidence that the appropriate licenses, permits, or other documents required to operate in the State of Florida and Charlotte County have been obtained by the proposer or evidence that such documents can be obtained in sufficient time to commence operations immediately.

2) Financial statement and evidence that the proposer has sufficient financial resources to execute the contract should it be awarded.

B. Proposals which the committee judges to be deficient in either of the above may be rejected without further evaluation.

C. Proposals which the committee judges to have satisfactorily complied with the above minimum requirements will then be evaluated based on a three hundred and fifty point scale listed below:

1) Fleet repair and service (60 Points Maximum):

a) Proposer's qualifications (10 Points);

b) Prior experience in delivering Fleet Repair and maintenance service, including documentation confirming service delivery (10 Points);

c) Documentation of institutional accreditation and/or certifications (10 Points).

d) Outline of services to be provided for fleet repair and service (10 Points);

e) Timeframes to complete repairs and service (5 Points);

f) Diagnostic services (5 Points);

14

h) Routine maintenance and servicing (5 Points);

i) Parts accessibility (5 Points);

2) Organizational Structure and Capability (25 Points Maximum):

e) Liaison plan (5 points)

g) Staff training and skills evaluation (10 points)

h) Current vacancy and turnover rates (10 points)

3) Cost of Service and Financial Plan (100 points)

5. METHOD OF AWARD

The Charlotte County Sheriff’s Office reserves the right to award this contract to the Proposer submitting the proposal that in the opinion of the Sheriff, best serves the requirements of the Sheriff’s Office. The successful proposal will be determined utilizing the evaluation criteria outlined in paragraph five (5) above. Once each member of the Awards Committee have independently read and rated each proposal to determine compliance with technical, service and administrative requirements, a proposal evaluation matrix will be completed. A composite evaluation will then be prepared which indicates the committee’s collective ranking of the highest rated proposals in a descending order. At this point, the Awards committee may conduct interviews with the top ranked firms they have determined are technically and administratively compliant with our requirements. The Sheriff’s Office intends to make a selection announcement no later than thirty (30) calendar days after the closing date for proposals. Upon selection, the Sheriff’s Office will issue a Letter of Intent to the Selected Contractor. Contract negotiations must be completed no later than thirty (30) calendar days or the Sheriff’s Office may elect to cancel the Letter of Intent and award the contract to the next most successful Proposer.

6. TERMS OF CONTRACT

A. The initial contract shall cover a twenty four (24) month period. Upon mutual agreement, the contract may be renewed for two (2) additional two-year extensions based upon negotiations of service delivery and costs. Changes in the contractual provision or services to be furnished under the contract may be made only in writing, and must be approved by the Sheriff and the agent of the contractor. Should a decision be made to increase the scope of the

15

contract, the sheriff and the contractor will mutually agree, in writing, to an adjusted contract price.

B. Hold Harmless Clause - Proposals shall provide for the firm holding harmless the Sheriff’s Office and the representatives thereof from all suits, actions, or claims of any kind brought on account of any injuries or damages sustained by any person or property in consequence of any neglect in safeguarding contract work, or on account of any act or omission by the firm or its employees, or from any claims or amounts arising or uncovered under any law, by-law, ordinance, regulation or decree.

C. Insurance – the Awardees shall not commence any work in connection with this contract until Proposer has obtained all the following types of insurance and such insurance has been approved by the Charlotte County sheriff’s Office, nor shall the Awardees allow any sub-contractor to commence work on his/her sub-contract until all similar insurance required of the sub-contractor has been so obtained and approved. All insurance policies shall be with insurers qualified and doing business in the State of Florida.

Required Insurance

The Awardees shall take out and maintain during the life of the contract, Worker’s Compensation Insurance for all of Proposer’s employees connected with the work of this project and, in case any work is sublet, the Awardees shall require the sub-contractor similarly to provide Worker’s Compensation Insurance for all the latter’s employees unless such employees are covered by the protection afforded by the Awardees. Such insurance shall comply fully with the Florida Worker’s Compensation Law. In case any hazardous work under this contract at the site of the project is not protected under the Worker’s Compensation statute, the Awardees shall provide, and cause each sub-contractor to provide adequate insurance, satisfactory to the Charlotte County Sheriff’s Office, for the protection of Proposer employees not otherwise protected.

Worker's Compensation and Employer's Liability Statutory Coverage for Florida $1,000,000 Employer's Liability Broad Form All States Endorsement

Contractor's Public Liability and Property Damage Insurance

The Awardee shall take out and maintain during the life of this Contract, Comprehensive General Liability Insurance and Comprehensive Automobile Liability Insurance and shall protect him from claims for damage for personal injury, including accidental death, as well as claims for property damage

16

which may arise from operations under this Contract whether such operations be by himself or by anyone directly or indirectly employed by himself, and the amounts of such insurance shall be the minimum limits as follows:

$300,000 Comprehensive General - bodily injury and property Liability damage combined single limit.

$300,000 Automobile - bodily injury and property damage combined single limit.

$1,000,000 per occurrence Professional Liability$3,000,000 aggregate

Extended Business Liability EndorsementBroad Form Contractual LiabilityPersonal Injury Liability

D. Equal Employment Opportunity – the successful Proposer shall comply with all provision of Federal, State, and local regulations to ensure that no employee or applicant for employment is discriminated against because of race, religion, color, sex, age handicap or national origin.

E. Warranty Against Contingent Fees – The successful Proposer will agree to warrant that no person or selling agency has been employed or retained to solicit this contract upon an agreement of understanding for commission, percentage, brokerage or contingency, except bona fide employees or selling agents maintained by the Proposer for the purpose of securing business.

F. Subcontracts - The Charlotte County Sheriff’s Office must approve, in advance, all subcontracts entered into by the Proposer for the purpose of completing the provisions of the contract. The Proposer will not sell, assign, transfer, nor convey any of its rights except with the written consent of the Sheriff or his designee.

G. Proposer Cooperation – The successful Proposer shall, at all times observe and comply with all Federal, State, and local municipal laws, ordinances, rules and regulations in any way affecting the contract. The Proposer shall maintain regular communications with the Sheriff's Office Fleet Manager, or his designees, and shall actively cooperate in all matters pertaining to this contract.

H. Termination – The Charlotte County Sheriff’s Office may terminate the contract resulting from this Request for Proposal at any time the Proposer fails to carry out its provisions. The Sheriff’s Office shall give the Proposer notice of such termination with stated reasons for the termination. If, after such

17

notice the Proposer fails to cure the conditions within the specified time period contained in the notice, it shall be the discretion of the Sheriff’s Office to order the Proposer to stop work immediately or to reinstate the contract based upon corrective action. Either party may terminate the agreement, without cause, upon giving the other party not less than ninety (90) calendar day’s written notice of termination.

I. Failure to Perform – The services rendered under this contract will be critical to the mandated responsibilities of the Sheriff. Therefore, the proposer will reimburse the Sheriff for all expenses incurred by the Charlotte County Sheriff's Office in providing services which are the responsibility of the proposer. Such expenses shall be reduced from the monthly payment due the proposer. In the event the agreement is terminated prior to its expiration, all finished or unfinished documents, studies, correspondence, reports and other products prepared by or for the contractor under this agreement shall become the exclusive property of the Sheriff's Office. Notwithstanding the above, the proposer shall not be relieved of liability to the Sheriff for damage sustained by the Sheriff's Office by virtue of any breach of the agreement by the proposer.

J. Immunity from Liability – The successful Proposer agrees to indemnify and hold harmless the Sheriff, his agents, servants and employees from any and all claims, actions, lawsuits, judgments or liabilities of any kind whatsoever deriving from acts or omissions of the Proposer, its agents or sub-contractors. The Proposer shall carry professional liability insurance with the limits set forth in their proposal, evidenced by additional insured indorsement adding the Sheriff’s Office and its officers and employees as additional insured.

K. Public Information – Neither the Proposer nor the Sheriff shall publish any findings based on data obtained from the operation of a contract agreement without the prior consent of the other party, whose written consent shall not be unreasonably withheld.

L. Access to Management Information – The Sheriff shall have the complete and unlimited right to access any and all information maintained by Proposer which may be needed to insure compliance with the contract terms and conditions, and to monitor contractual compliance. The Proposer shall make available all records or data requested. Upon termination of contract, the proposer is responsible for conversion of all electronic information into appropriate format for records retention requirements.

M. Permits and Licenses – All permits and licenses required by Federal, State, local laws, rules, and regulations necessary for the implementation of the work undertaken by the Proposer pursuant to the contract shall be served and paid from by the Proposer. It is the responsibility of the Proposer to have and maintain the appropriate certificate(s) valid for work to be performed and

18

valid for the jurisdiction in which the work is to be performed for all persons working on the job for whom a certificate is required.

N. Payment for Services - The Charlotte County Sheriff's Office shall pay the successful proposer for provision of designated services during the term of the contract, in the amount of the proposal or other agreed upon sum, which shall be payable monthly.

8. EXCEPTIONS TO PROPOSAL

All proposals must clearly and with specificity detail all deviations to the exact requirements imposed upon the Proposer by (Part A) the General Terms and Provisions, (Part B) the Special Terms and Conditions, (Part C) the Technical Specifications, (Part D) Service Specifications, and (Part E) Proposal Response Forms. Such deviations should be stated upon or appended thereto. Proposers are hereby advised that the Office of the Sheriff, Charlotte County will only consider proposals that meet the specifications and other requirements imposed upon them by this package. In instances where an exception is stated upon the Proposal Response Forms (Part E), said proposal will be subjected to rejection by the Office of the Sheriff, Charlotte County in recognition of the fact that said proposal does not meet the exact requirements imposed upon Proposer.

9. GREIVANCE TO PROPOSAL

Any complaint or grievance concerning a question of fact arising out of the RFP process or performance of this contract, not otherwise disposed of by agreement, shall be submitted in writing to the Vendor. If the Vendor is dissatisfied with the remedies provided by the Support Services Commander, the Vendor may appeal, in writing to the Sheriff of Charlotte County. The decision of the Sheriff shall be final.

10. AWARD WITHOUT DISCUSSION

Vendors are hereby advised, although the RFP permits discussion and/ or negotiations, the Sheriff’s Office expressly reserves the right to make an award without holding any such discussions. Therefore, Vendors are cautioned to construct its proposal as a complete and prepared offer to conduct services.

19

PART C – TECHNICAL SPECIFICATIONS

BACKGROUND INFORMATION

A) THE CHARLOTTE COUNTY SHERIFF'S OFFICE FLEET – The Charlotte County Sheriff's Office currently has a fleet of marked patrol vehicles as well as unmarked vehicles for patrol, detectives and specialty units. The Sheriff's Office mission is diverse and therefor the fleet is diverse with specialty vehicles such as trucks and vans.

The majority of the fleet consists of Ford Explorer Interceptors. There are also Transport vans, Ford F-150 Interceptors, Ford F-250s and miscellaneous other vehicles used for specialty units. A complete breakdown of the Sheriff's fleet is attached.

B) EXPANSION – The Sheriff's Office fleet expands periodically based on special mission requirements as well as increases in staff

1. REQUIRED MAINTENACE AND MANAGEMENT STAFFING

Proposer(s) should provide staffing that meets timely completion of vehicle maintenance and repairs to ensure Sheriff's operational tempo is not impeded.

2. RESPONSIBILITIES OF THE SHERIFF

The Charlotte County Sheriff's Office owns the existing Fleet. All repairs and services must be approved by the Sheriff's Office Fleet Manager or designee.

3. PRICE: To assist with the determination of proposed contract price, population projections and ranges listed below should be utilized

All Federal and INS offsite costs are pass thru and not the responsibility of the bidder and should be reflected in Charlotte County Sheriff's Office bid.

4. OBJECTIVES OF THE REQUEST FOR PROPOSAL (RFP)

20

A. To provide prospective proposers data necessary for preparation of proposals;

B. To provide a fair method for objectively analyzing submitted proposals;

C. To result in a contract between the successful proposer and the Charlotte County Sheriff's Office that will provide generally for the following:

1. Quality fleet services for relevant vehicles;

2. Development and implementation of a fleet service plan with clear objectives, policies and procedures that are compatible with those of the Sheriff's Office, and with a process for documenting ongoing achievement of contract obligations;

3. Utilization of appropriate personnel in accordance with their scope of practice who are certified and licensed by the appropriate bodies as required in the State of Florida;

4. Administration leadership that provides for both cost accountability and responsiveness to the contract administrator (Sheriff or his designee);

5. Assurance that Federal, State, and local requirements and standards are met;

6. Indemnification and insurance.

5. PROPOSER QUALIFICATIONS

Proposals shall be considered only from firms who can clearly demonstrate to the Sheriff's Office a professional ability to perform the type of work specified within the Request for Proposal. Proposers must be able to demonstrate adequate organization, facilities, equipment and personnel to ensure prompt and efficient service to the Sheriff. In the determination of the evidence of responsibility and ability to perform the contract by the proposer, the Sheriff reserves the right to investigate the financial condition, experience record, personnel, equipment, facilities and organization of the proposer. The Sheriff shall determine whether the evidence of responsibility and ability to perform is satisfactory, and will make awards only when such evidence is deemed satisfactory. The Sheriff reserves the right to reject a proposal when evidence indicates the inability to perform the contract by a proposer.

6. SPECIFICATIONS AND PROGRAM REQUIREMENTS

The successful proposer will be expected to meet the following specifications and program requirements. This listing is not intended to be all inclusive, but serves as a guideline with recommendation for the development of a fleet service and repair program for the vehicles of

21

the Sheriff of Charlotte County. This includes the responsibility for providing scheduled maintenance as well as incidental repairs not covered by warranty.

A. Administrative Requirements

1) A singular designated liaison with responsibility for assuring the appropriateness and adequacy of fleet maintenance and repair services.

2) Copies of clearly defined written agreements or understanding for types of repairs and maintenance along with associated costs.

4) Well defined operational policies and procedures to include, at a minimum, The Sheriff's Office shall develop the policies and procedures necessary to specify the role of fleet services and to provide liaison between the provider and Sheriff's Office.

5) A comprehensive annual statistical report will be forwarded to the Sheriff itemizing services rendered and associated costs. In addition, monthly reports will also be required.

6) On a scheduled basis, the administrative staff shall have documented Quarterly meetings with Liaison staff to evaluate statistics, cost of services, program needs, problems, and coordination between the provider and the Sheriff's Office.

B. Level of Service

1) Level of staffing to perform all requirements shall be proposed by the bidder, Technical Specifications. Final staffing for the delivery of fleet services will be as mutually agreed upon by written contract between the proposer and the Charlotte County Sheriff's Office. In any event, adequate fleet service personnel are required.

2) Fleet Services must be sufficient to provide the required needs of the day and assure vehicles are serviced, maintenance and/or repaired in a timely manner.

3) Fleet services must be available to provide for the following:

a) Routine scheduled maintenance;b) Unscheduled maintenance;c) Diagnostic services; Repair

4) Sufficient clerical staff must be available to support the fleet services contract.

22

5) Recording documenting all maintenance and repairs to include listing of replacement parts, time involved and associated costs. These records will be made available to the Sheriff's Office following completion.

C. Quality/Assurance Requirements

A quality assurance program will be on-going consisting of regularly scheduled audits of fleet maintenance and repair services with documentation of deficiencies and plans for correction of deficiencies. The quality assurance plan shall include a provision for program and contract monitoring for Sheriff's Office personnel on a quarterly basis, the results of which shall be made available to the Sheriff and the Bureau of Support Services Commander.

D. Financial Requirements

The successful proposer will be responsible for all up-front costs related to fleet maintenance services and repair including, but not limited to:

1) Parts, fluids, etc;2) Office equipment and supplies to include forms, books, etc;

3) Personnel/labor;5) Required off-site repair. 6) Repair and maintenance of equipment.

FLEET SERVICES CONTRACT

The successful proposer must enter into a contract with the Sheriff, the terms and conditions of which must be acceptable to the Sheriff, whether addressed in this request for proposal or not. A tentatively selected proposer that fails to meet the contractual terms of the separate needed subcontract shall be rejected.

PART D - PROPOSAL SHERIFF'S OFFICE FLEET MAINTENANCE AND REPAIR SERVICE

The undersigned understands that this Proposal must be signed in ink and that the unsigned Proposal will be considered incomplete and subject to rejection by the Charlotte County Sheriff's Office.

SUBJECT TO DEVIATIONS STATED BELOW, THE UNDERSIGNED, BY THE SIGNATURE EVIDENCED, REPRESENTS THAT THE PROPOSER ACCEPTS THE TERMS, CONDITIONS, MANDATES, AND OTHER PROVISIONS OF THE FOREGOING GENERAL TERMS AND CONDITIONS (PART A), THE SPECIAL PROVISIONS (PART B) AND THE TECHNICAL SPECIFICATIONS (PART C), SAID

23

DOCUMENTS BEING THE STRICT BASIS UPON WHICH THE SAID PROPOSER MAKES THIS PROPOSAL.

* * * USE INK ONLY * * *

ALL THE FOLLOWING INFORMATION MUST BE HEREUPON GIVEN FOR THIS

PROPOSAL TO BE CONSIDERED BY THE CHARLOTTE

COUNTY SHERIFF'S OFFICE

EXCEPTIONS TO PROPOSAL: NOTES - ANY REPRESENTATION (BELOW) OR EXCEPTION (S) MAY CAUSE THIS PROPOSAL TO BE REJECTED BY THE CHARLOTTE COUNTY SHERIFF'S OFFICE. ALL PROPOSERS SHOULD CAREFULLY READ PARAGRAPH 8 OF THE SPECIAL PROVISIONS (PART B).

1. The following represents every deviation (itemized by number) to the foregoing General Terms and Provisions (Part A), the Special Conditions (Part B) and the Technical Specifications (Part C), upon which this Proposal is based, to wit:________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________2. Proposal for Fleet Maintenance and repair Services

VEN (Insert your company name and address here)DOR

The undersigned has carefully examined the proposal package and all conditions affecting the cost of the service required by the Charlotte County Sheriff's Office.

24

The undersigned certifies that any exceptions to the proposal specifications are noted on the attached exceptions form. All specifications not noted thereon are as requested. The undersigned also understands that any exceptions presented after the award, may be cause for cancellation of award.

We hereby propose to furnish the services described herein in accordance with the proposal package, except as noted on attached Exceptions Form:

Capped Annual CPI _________% starting Year Two.

LIST ADDITIONAL EQUIPMENT REQUIRED PRIOR TO START UP, DO NOT INCLUDE COST OF EQUIPMENT IN PROPOSAL, PRICING NEEDS TO BE LISTED SEPARATELY:______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

3. Include here an overview of your company indicating the background of your general management and staff. Provide insight as to how you propose to begin your service to our facilities.

We would expect to see reference to prior experience in this field along with documentation of staffing and personnel turnover.

Use back of page, or additional sheet(s) if necessary.

25

5. We require a copy of your audited financial statement from your most recent fiscal year, specific to company providing the service, not parent company or subsidiary. Indicate by what state(s) you are licensed (use back of page, or additional sheet(s) if necessary).

6. Indicate if you have any lawsuits pending and the nature of same. Describe all claims against you which have been adjudicated in favor of the plaintiff or have been otherwise settled in the past five (5) years. Describe all pending claims (use back of page, or additional sheet(s) if necessary).

26

REFERENCES

Provide business references on this form. References shall be entities of comparable size currently or previously under contract where same or similar services have been provided.

Firm Name _____________________________________ Contact ________________________________ Title ______________________________________ Mailing Address ________________________________ Phone _____________________________________ FAX _____________________________________

Firm Name _____________________________________ Contact _______ ________________________________ Title _____________________________________ Mailing Address _______________________________ Phone _____________________________________ FAX _____________________________________

Firm Name _____________________________________ Contact _______________________________ Title _____________________________________ Mailing Address ________________________________ Phone ______________________________________ FAX ______________________________________

Firm Name ______________________________________ Contact ________________________________ Title ______________________________________ Mailing Address ________________________________

27

Phone ______________________________________ FAX ______________________________________

ACCREDITATION

List all professional accreditations your company holds:

LETTER OF INTENT

The undersigned acknowledges the General Terms and Provisions of the Proposal and intends to respond to the Proposal for the Charlotte County Sheriff’s Office. We understand that any changes, clarification and addenda to the Proposal will be promptly communicated to the individual authorized below to receive this information.

Name ____________________________________________________________

Company name ____________________________________________________________

Address ____________________________________________________________

____________________________________________________________

____________________________________________________________

Telephone # ____________________________________________________________

Fax # ____________________________________________________________

Email ____________________________________________________________

28

Number of persons attending the Bidders conference ________________

NOTE: THIS FORM SHOULD BE RETURNED IF YOU PLAN ON ATTENDING THE PROPOSAL CONFERENCE. THIS FORM MAY BE SENT BY FAX TO 941-575-5303

DECLARATION: FLEET MAINTENANCE AND REPAIR

VENDOR: ______________________________________________ ( ) Individual ( ) Partnership ( ) Corporation

Federal taxpayer identification: _____________________________

Fax Number: _____________________________

Contact Person: ______________________________

Company has been in business under its present name since: _______

At this present time we understand all requirements and state that as a serious proposer we will comply with all the stipulations included in the proposal package.

The above named Proposer affirms and declares:

1. That the Proposer is of lawful age and that no other person, firm or corporation has any interest in this proposal or in the contract proposed to be entered into.

2. That this proposal is made without any understanding, agreement, or connection with any other person, firm or corporation making a proposal for the same purpose, and is in all respect fair and without collusion or fraud.

3. That the Proposer is not in arrears to Charlotte County or the Sheriff upon debt or contract and is not a defaulter, as surety or otherwise, upon any obligation to the Sheriff;

4. That no officer or employee or person whose salary is payable in whole or in part from the County Treasury is, shall be or become interested, directly or indirectly, surety or otherwise in this proposal; in the performance of the contract; in the supplies, materials, equipment, and work or labor to which they relate; or in any portion of the profits thereof.

The undersigned also agrees that this proposal shall remain open for an evaluation period of sixty (60) calendar days following the opening of proposal.

29

Respectfully submitted,

By_______________________________________ (PLEASE PRINT)

Title______________________________________

Date______________________________________

Signature__________________________________

STATEMENT OF NO PROPOSAL

NOTE: If you do not intend to respond to this requirement, please return this form immediately to:

CHARLOTTE COUNTY SHERIFF’S OFFICEATTN: CAPTAIN MATTHEW DOWLING

7474 UTILITIES ROADPUNTA GORDA, FLORIDA 33982

We, the undersigned, have declined to respond to your Proposal #19-01 for Fleet Maintenance and Repair Services for the following reasons:

_____Specifications too "tight", i.e., geared toward one brand or manufacturer only (explain below).

_____ Insufficient time to respond to the Invitation for Proposal.

_____We do not offer this service.

_____Our work schedule would not permit us to perform.

_____Unable to meet specifications.

_____Unable to meet Bond Requirements.

_____Specifications unclear (explain below).

_____Remove our company from your vendor list.

_____Other (specify below)

______________________________________________________________________________

______________________________________________________________________________

30

We understand that if the “no proposal “ letter is not executed and returned, our name may be deleted from the list of qualified vendors for the Charlotte County Sheriff’s Office

PLEASE PRINT: COMPANY NAME___________________________________________COMPANY OFFICER_________________________________________TELEPHONE NUMBER_______________________________________DATE______________________________________________________

SIGNATURE________________________________________________

31