HomeMy WebLinkAbout07-13-2022 CC Minuteson.v
BAST
HOME OF PELICAN ISLAND
SEBASTIAN CITY COUNCIL
REGULAR MEETING
MINUTES
W EDNESDAY, JULY 13, 2022 — 6:00 P.M.
CITY COUNCIL CHAMBERS
1225 MAIN STREET, SEBASTIAN, FLORIDA
I. Mayor Hill called the meeting to order at 6:00 p.m.
2. A moment of silence was held.
3. Council Member McPartlan led the Pledge of Allegiance.
4. ROLL CALL
Mayor Jim Hill
Vice Mayor Fred Jones
Council Member Ed Dodd
Council Member Bob McPartlan
Council Member Chris Nunn
Staff Present:
City Manager Paul Carlisle
City Attorney Manny Anon, Jr.
City Clerk Jeanette Williams
Administrative Services Director/CFO Ken Killgore
Asst. Administrative Services Director Cindy Watson
City Engineer/Public Works Director Karen Miller
Community Development Director Lisa Frazier
Police Chief Dan Acosta
MIS Manager Barbara Brooke -Reese
5. AGENDA MODIFICATIONS
There was no objection from Council to adding the request to purchase of a 2022 Ford F-
150 Crew Cab for the Police Department and a community service award for Dr. Farhat
Khawaja.
6. PROCLAMATIONS. AWARDS, BRIEF ANNOUNCEMENTS
22.117 A. Proclamation - Treasure Coast Waterway Cleanuo Week - July 16-24. 2022
Mayor Hill read and presented the proclamation to Kimberly Haigleq Environmental
Planner for the City of Sebastian. Ms. Haigler invited the public to join the Natural
Regular City Council Meeting
July 13, 2022
Page 2
Resources Board team for the Treasure Coast Cleanup on Saturday, July 23 at 8:00 a.m.
at the Main Street boat ramp.
B. Presentation of a Community Service Award to Dr. Farhat Khawaia. M.D..
Recoanizine his 47 Years of Pmcticine Specialized Cardiovascular Medicine in
the Communitv
Added Mayor Hill presented an award to Dr. Khawaja recognizing his community service to the
Sebastian area for the past 47 years.
22.088 C. Presentation - Substance Abuse Free Indian River Coalition Director. Substance
Awareness Center of IRC - Michele Buldo. Phillis Schneider. and Kvleiah Savoie
Ms. Buldo introduced herself and presented a PowerPoint presentation on the coalition's
mission, team members and initiatives to reduce the use of alcohol, marijuana, and other
drugs by the youth of Indian River County. (See attached)
7. PUBLIC INPUT - None
6:23 pm
8. CONSENT AGENDA
A. Approval of Minutes — June 22, 2022 Regular City Council Meeting
22.118 B. Approve the Purchase of a Scale Computing HC/Hypercore System and Software
from Eola Technology Partners in the Amount of $113,875.66 Using
Discretionary Sales Tax Reserves (Transmittal, Quotes, Flyer, Slide Deck)
22.119 C. Approve Alcoholic Beverages at the Yacht Club for the Hinzman Family Event
on August 6, 2022 from 6:00 to 10:00 pm - DOB Verified (Transmittal,
Application, Receipt)
22.123 D. Approve the Piggyback of the Charlotte County Contract #2021000541 for the
Purchase of One 2022 Ford F-150 Police Responder Crew Cab for the Police
Department (Transmittal, Letter, Notice, Quote, Bid Does, Source of Supply)
Council Member Nunn asked to pull Item #B.
MOTION by Council Member Dodd and SECOND by Council Member McPartlan to
approve consent agenda items A, C, and D.
Roll call: Vice Mayor Jones
- aye
Council Member Dodd
- aye
Council Member McPartlan
- aye
Council Member Nunn
- aye
Mayor Hill
- aye
Motion carried. 5-0
Regular City Council Meeting
July 13, 2022
Page 3
Item #B - Purchase of a Scale Contouring HClHvoercwre Svstem and Software
The City Manager stated the software program would help with the backing up of the
City's computer system and protect the data. Council Member Nunn said protecting
computer systems is one of the things that he does for a living and he wanted the public
to understand what the large amount of money was about.
MOTION by Council Member Nunn and SECOND by Vice Mayor Jones to approve
Item #B, the purchase of a scale computing HC/Hypercore System and software from
Eola Technology Partners.
Roll call: Council Member Dodd - aye
Council Member McPartlan - aye
Council Member Nunn - aye
Mayor Hill - aye
Vice Mayor Jones - aye
Motion carried. 5-0
9. COMMITTEE REPORTS & APPOINTMENTS - None
10. PUBLIC HEARINGS
A. Update to the Policies and Regulations of the Citv's Boards and Committees
22.114 i. Second Reading and Public Hearing of Ordinance No. 0-22-09 —
Amending Code of Ordinances Chapter 2 — Administration, Article VI —
Boards, Commissions, Committees, Division 7 - Veterans Advisory Board
AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER
COUNTY, FLORIDA, AMENDING CITY OF SEBASTIAN CODE OF
ORDINANCES CHAPTER 2 - ADMINISTRATION, ARTICLE VI - BOARDS,
COMMISSIONS, COMMITTEES, DIVISION 7 - VETERANS ADVISORY
BOARD; AMENDING SECTION 2-253 - REPEALED; PROVIDING FOR
CONFLICTS; PROVIDING FOR SEVERABB,ITY; PROVIDING FOR
SCRIVENER'S ERRORS; PROVIDING FOR CODIFICATION; AND
PROVIDING FOR AN EFFECTIVE DATE.
The City Attorney read the title to Ordinance No. 0-22-09. The City Manager said this
ordinance was to reactivate the Veterans Advisory Board and asked for approval.
MOTION by Vice Mayor Jones and SECOND by Council Member Dodd to approve
Ordinance No. 0-22-09.
There was no public input.
Regular City Council Meeting
July 13, 2022
Page 4
Roll call: Council Member McPartlan
- aye
Council Member Nunn
- aye
Mayor Hill
- aye
Vice Mayor Jones
- aye
Council Member Dodd
- aye
Motion carried. 5-0
22.115 ii. Second Reading and Public Hearing of Ordinance No. 0-22-10 -
Amending Code of Ordinances Chapter 2 - Administration, Article VI -
Boards, Commissions, Committees, Division 1 - Generally, Amending
Section 2.166 - Definitions; Amending Section 2-167 - Appointments;
Amending Section 2-170 - Qualifications; Amending Section 2-172 -
Removal; Amending Section 2-173 - Attendance Requirement
AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER
COUNTY, FLORIDA, AMENDING CITY OF SEBASTIAN CODE OF
ORDINANCES CHAPTER 2 - ADMINISTRATION, ARTICLE VI -
BOARDS, COMMISSIONS, COMMITTEES, DIVISION 1 - GENERALLY,
AMENDING SECTION 2-166 - DEFINITIONS; AMENDING SECTION 2-167
- APPOINTMENTS; AMENDING SECTION 2-170 - QUALIFICATIONS;
AMENDING SECTION 2-172 - REMOVAL; AMENDING SECTION 2-173 -
ATTENDANCE REQUIREMENT; PROVIDING FOR SEVERABILI Y,
PROVIDING FOR CODIFICATION, PROVIDING FOR CONFLICTS,
PROVIDING FOR SCRIVENERS ERRORS, AND PROVIDING AN
EFFECTIVE DATE.
The City Attorney read the title to Ordinance No. 0-22-10. The City Manager said this
ordinance would define the residency requirement, remove the requirement for an
interview before the Council appointment, and require alternate members to attend
meetings to ensure quorum.
There was no public input.
MOTION by Council Member Nunn and SECOND by Council Member Dodd to approve
Ordinance No. 0-22-10.
Roll call: Council Member Nunn - aye
Mayor Hill - aye
Vice Mayor Jones - aye
Council Member Dodd - aye
Council Member McPartlan - aye
Motion carried. 5-0
22.061 iii. Second Reading and Public Hearing of Ordinance No. 0-22-11 -
Amending the City of Sebastian Code of Ordinances, Chapter 2 -
Administration, Article VI - Boards, Commissions, Committees, Division
2 - Code of Ordinances; Adopting Section 2-178 - Special Magistrate -
Additional Jurisdiction, Pertaining to Lien Reduction and Appeal
Regular City Council Meeting
July 13, 2022
Page 5
AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER
COUNTY, FLORIDA, AMENDING THE CITY OF SEBASTIAN CODE OF
ORDINANCES, CHAPTER 2 - ADMINISTRATION, ARTICLE VI -
BOARDS COMMISSIONS COMMITTEES, DIVISION 2 - CODE OF
ORDINANCES; ADOPTING SECTION 2-178 - SPECIAL MAGISTRATE -
ADDITIONAL JURISDICTION, PERTAINING TO LIEN REDUCTION AND
APPEAL; PROVIDING FOR SEVERABILITY, PROVIDING FOR
CODIFICATION, PROVIDING FOR CONFLICTS, PROVIDING FOR
SCRIVENERS ERRORS, AND PROVIDING AN EFFECTIVE DATE.
The City Attorney read the title to Ordinance No. 0-22-11. The City Manager said this
was a process developed to find a way to deal with those that would like to come before
Council for a reduction in liens upon their properties. He noted that a change suggested
by staff since the first reading, was to include a $500 filing fee for those that wish to
appeal the magistrate's ruling to City Council.
MOTION by Vice Mayor Jones and SECOND by Council Member Nunn to approve
Ordinance No. 0-22-11.
There was no public input.
Roll call: Mayor Hill - aye
Vim Mayor Jones - aye
Council Member Dodd - aye
Council Member McPartlan - aye
Council Member Nunn - aye
Motion carried. 5-0
22.116 iv. Second Reading and Public Hearing of Ordinance No. 0-22-12 -
Amending the City of Sebastian Code of Ordinances, Chapter 26 -
Buildings. and Building Regulations, Article II - Building Codes;
Amending Sec. 26-31 - Technical Codes Adopted; Amending Article VI -
Contractors, Division 2 - Construction Board; Adopting a New Section
26-171- Prohibited Activities; Adopting a New Section 26-172 - Causes
for Disciplinary Action; Repealing Section 26-174 - Enforcement of
Article; Amending Section 26-175 - Penalties and Appeals; Amending
Section 26-197 - Powers and Duties
AN ORDINANCE OF THE CITY OF SEBASTIAN, INDIAN RIVER
COUNTY, FLORIDA, AMENDING THE CITY OF SEBASTIAN CODE OF
ORDINANCES, CHAPTER 26 - BUILDINGS AND BUILDING
REGULATIONS, ARTICLE 11 - BUILDING CODES; AMENDING SEC. 26-
3E - TECHNICAL CODES ADOPTED; AMENDING ARTICLE VI -
CONTRACTORS, DIVISION 2 - CONSTRUCTION BOARD; ADOPTING A
NEW SECTION 26-171 - PROHIBITED ACTIVITIES; ADOPTING A NEW
SECTION 26-172 - CAUSES FOR DISCIPLINARY ACTION; REPEALING
SECTION 26-174 - ENFORCEMENT OF ARTICLE; AMENDING SECTION
26-175 - PENALTIES AND APPEALS; AMENDING SECTION 26-197 -
Regular City Council Meeting
July 13, 2022
Page 6
POWERS AND DUTIES; PROVIDING FOR SEVERABILITY, PROVIDING
FOR CODIFICATION, PROVIDING FOR CONFLICTS, PROVIDING FOR
SCRIVENERS ERRORS, AND PROVIDING AN EFFECTIVE DATE.
The City Attorney read the title to Ordinance No. 0-22-12. The City Manager said these
changes were designed to eliminate unlicensed contractors and fraud.
MOTION by Council Member Dodd and SECOND by Council Member Nunn to approve
Ordinance No. 0-22-12.
Roll call: Vice Mayor Jones - aye
Council Member Dodd - aye
Council Member McPartlan - aye
Council Member Nunn - aye
Mayor Hill - aye
Motion carried. 5-0
11. UNFINISHED BUSINESS —None
12. NEW BUSINESS
22.120 A. Recuest Direction for Citv Council on the Offer to Purchase the Property Located
at 1528 Indian River Drive (Transmittal. F.S.166.045. Charter Sec. 1.02)
The City Manager said at the previous meeting, Council asked him to come back for
direction after receiving the appraisal of 1528 Indian River Drive.
MOTION by Council Member Dodd and SECOND by Vice Mayor Jones to direct the
City Manager to obtain a second appraisal and begin negotiations to see if it is possible
that the City can purchase this property.
Council Member Nunn said this was one of those double edged swords that they should
preserve the riverfront view but on the other side it might be considered too much money.
He said he has heard that most people feel comfortable with the City buying this
property; they should move forward while they have the opportunity.
Council Member McPartlan said he was still opposed to this as they still have the salary
study and stormwater master plan to finish up. He said they have a beautiful piece of the
waterfront to walk from Mulligan and it was a nice long view.
Vice Mayor Jones said people come to Sebastian to walk along the river and this was
right next to Fisherman's Landing, it will enhance the City if the price is right.
Zoom Input
Charles Stadehnan, Sebastian, said he was in favor of purchasing the property. He
suggested there may be other ways of raising money such as hot chain financing.
Regular City Council Meeting
July 13, 2022
Page 7
Mayor Hill recalled the City's missed opportunity to purchase the entire CavCorp
property (where the gas station now sits) at a price for less than the piece the City did
purchase a few years later and he could agree with Council Member McPartlan that they
have a lot of things coming up so he was very torn on purchasing the property. He said
he also agreed with Council Member McPartlan that the City has a piece on Main Street
(the Harbor Lights Motel) that needs to be sold and nothing has been done yet; and when
it does sell, the new owner might block the view of the river. He said if there is an
opportunity to secure the property and it does not exceed the appraised value, it Council
can sell the west side and it would prevent history from repeating itself.
Council Member Dodd clarified that if the property wasn't next door to the Working
Waterfront he was not sure he would be willing to pursue it. He agreed that they should
purchase the property with intent to sell the west side and have the east side to protect the
waterfront. He said he was not interested in being property owners unless the citizens
receive a direct advantage in which they will with the purchase of this property.
Roll call: Council Member Dodd - aye
Council Member McPartlan - nay
Council Member Nunn - aye
Mayor Hill - aye
Vice Mayor Jones - aye
Motion carried. 4-1
22.121 B. Hiring Incentives and Sim -On Bonuses (Transmittal, HR Memo, IRCSO
Agreement. Stuart's Acknowledgement)
The City Manager said offering signing bonuses and sponsoring the police academy was
a step in filling some of the positions that are currently vacant in the City.
Council Member Dodd said he was opposed to the reimbursement of background checks
and physicals because it is not required now. He said when he owned his business; one
of the worst things he experienced was having an employee that was disgruntled who
couldn't leave because they couldn't reimburse the bonus and training cost.
Discussion followed on the time frame that would trigger the repayment of the sign on
bonuses and training costs.
6:51 pm
Council Member Nunn also said the background checks and physicals should not be
included in the reimbursement but he would like to see the successful passage of the state
certification exam be required for the police recruits. He said if this will attract recruits it
was the way to go.
Vice Mayor Jones said if the City doesn't sponsor police candidates other agencies will
and then Sebastian will receive the left over candidates.
Regular City Council Meeting
July 13, 2022
Page 8
Council Member McPartlan said he didn't have a problem requiring the reimbursement
of the background check and physicals because other municipalities will offer to buy out
the expenses if the recruit goes to work for them. He asked if this applied to all positions.
The City Manager said this would apply to any vacant position that have been open for a
while; but not management staff.
Council Member Dodd noted on page 84, the police recruits would be hired at the
minimum hourly rate based on the compensation study which hasn't been settled yet. He
asked to remove that reference. He also said he would prefer that the policy be reviewed
by staff annually.
MOTION by Council Member Nunn and SECOND by Council Member Dodd to approve
the hiring incentives and sign -on bonus policy with the following changes:
-remove the reimbursement requirement of pre -employment physical and
background check-
-police recruits must pass the state exam
-the policy is to be reviewed by staff annually
-the reference to the compensation study is to be removed
Roll call: Council Member McPartlan - aye
Council Member Nunn - aye
Mayor Hill - aye
Vice Mayor Jones - aye
Council Member Dodd - aye
Motion carried. 5-0
22.122 C. Award RFO 22-06 to Building Time Construction. LLC for the Design Build of
the Building Department's Office Imorovements and Authorize the Citv Manager
to Negotiate a Guaranteed Maximum Price Contract (Transmittal. RFO. Bid Tab)
The City Manager said this was to redesign the building department's front lobby to add
some security features and make it more user-friendly.
There was no public input.
MOTION by Council Member Dodd and SECOND by Council Member McPardan to
authorize the City Manager to negotiate a guaranteed maximum price contract with
Building Time Construction, LLC to design the building department's office.
Roll call: Council Member Nunn - aye
Mayor Hill - aye
Vice Mayor Jones -aye
Council Member Dodd - aye
Council Member McPartlan - aye
Motion carried. 5-0
Regular City Council Meeting
July 13, 2022
Page 9
13. CITY ATTORNEY MATTERS
The City Attorney advised that negotiations with the PBA union are going forward with an
election in late July, middle of August; and with the general employees they are still waiting for
Public Employee Relation Commission's order on the appropriateness of the union.
14. CITY MANAGER MATTERS - None
15. CITY CLERK MATTERS - None
16. CITY COUNCIL MATTERS
A. Vice Mayor Jones - None
B. Council Member MCPartlan asked when the Harbor Lights Motel would be
demolished. The City Manager said an asbestos removal contract has been signed and
once the asbestos is removed, the police department will use the structure for training
exercises.
C. Council Member Nunn - None
D. Council Member Dodd - None
E. Mayor Hill noted for the public that Council did not purchase the Indian River
Drive property earlier in the meeting but only direct the City Manager to get another
appraisal and negotiate the purchase for a number within or under the appraised value of
the property.
He thanked staff, the police department and maintenance staff for the wonderful work
that they do to make the City such a wonderful place to live.
17. Being no further business, Mayor Hill adjourned the regular City Council meeting at 7:05 p.m.
Approved at the July 27, 2022 Regular City Council meeting.
Mayor Jim - - - —
A7TTEpS�T:
J ette Williams, City Clerk
The City Manager will ask to add the following item to the agenda Wednesday night:
Approve the Piggyback of the Charlotte County Contract #2021000541 for the Purchase of One
2022 Ford F-150 Police Responder Crew Cab for the Police Department (Transmittal, Letter,
Notice, Quote, Bid Does,. Source of Supply)
HOME OF PEIIICANT ISIANo CITY COUNCIL AGENDA TRANSMITTAL
Council Meetina Date: July 13, 2022
Aaenda Item Title: Piggyback Purchase of Vehicle for Police Department
Recommendation: The Procurement Division, on behalf of the Police Department & Fleet
Division, provides notification to City Council on the Piggyback purchase of
an unmarked 2022 Ford F-150 Police Responder, Crew Cab-4X4-145",
WB-XL for the Police Department from Bartow Ford under the Charlotte
County contract #2021000541
Backaround: In accordance with City Ordinance Sec. 2-10(c) (2) Piggyback, The purchasing officer shall
have the authority to utilize contracts or master agreements of state, federal or other local governments or
other public entities to procure goods and services, if the contract or agreement has been awarded through
procedures substantially equivalent to the requirements of this section. This order was processed due to a
"sudden unexpected event causing an interruption in the delivery of an essential governmental service;
normal function and operation of any city department that would result in a work stoppage or other substantial
monetary loss."
Unit #47, an unmarked 2011 Chevrolet Malibu, has experienced catastrophic engine failure requiring a new
engine. The vehicle is out of warranty and the costs will exceed $5000.00 for a replacement engine. The
engine failure was believed to be caused by an electric coolant fan failure causing overheating and resulting
in a crack in the engine cylinder head. Two-(2) of the four-(4) cylinders are now without compression. Kelly
Blue Book value of this Malibu, with 116,876 miles and with a running engine, is estimated at $4,500.00. The
Malibu will be sold at auction to the highest bidder. The F-150 was chosen not only to serve as a replacement
unmarked administrative vehicle, but as a utilitarian vehicte as well, i.e. pulling PD training trailer, COPE
trailers and patrol boat. The vehicle quoted is currently in stock and can be delivered within 10 to 12 weeks.
That is the time needed to order equipment and up -fit the vehicle as opposed to one year through normal
ordering procedures. The City of Sebastian is still receiving all the savings by 'PIGGYBACKING' the
Charlotte County contract.
The use of 'Piggybacking" contracts guarantees that pricing and contract terms remain the same while the
contract is active; this includes any contract extensions or renewals. Consistent with the Citys Ordinance
Section 2-10(c)(2), the procurement procedures carried out by the awarding agency are equivalent to that of
Sebastian's procurement process Pricing from other cooperatives, Co -Operative contracts and local vendors
were considered. The recommended vendors are the most advantageous to meet the needs of the City.
If Aaenda Item Reauires Expenditure of Funds:
Total Cost: $42,995.53
Fund to Be Utilized for Appropriation: General Fund Renewal and Replacement Reserve
Attachments:
1. Charlotte County "Piggyback Approval Letter"
2. Charlotte County Notice of Acceptance
3. Bartow Ford Quote Providing Discounts
4. Charlotte County Bid Document 2021000541
5. Charlotte County Agenda Summary with Bid Tabulation
6. Charlotte County Source of Supply and Subcontractors
Administrative Services Department PAAOgelt Re " w:
City Manager Authorization:
City Attorney Authorization: //ZZ
Date:
May 16, 2022
City of Sebastian
1226 Main Street
Sebastian, FI 32958
Attn: Don Wixon, Procurement/Conlrads Manager
e?1LSfa "7 7i
Par your request, please accept this letter as authorization from Charlotte County for the City of Sebastian to
'piggyback, Bid #21.641, Vehicles —Annual Contract. It Is understood that the City of Sebastian will establish Its
own contract with the successful bidder(s), place its own orders, be Invoked therefrom and make Its own
payments to the successful bidder In accordance with the terms of the contract established between the City of
Sebastian and the successful bidder. it Is also hereby mutually understood and agreed that Charlotte County Is
not a legally bound party to any contractual agreement made between a successful bidder and any local entity
other than Charlotte County Board of County Commissioners.
If you have any questions, please feel free to contact the Charlotte County Purchasing Division at 941-743-1374.
Sincerely,
4�c��-
Kimbedy Corbett, C.P.M., CPPB
Senior Divlslon Manager — Purchasing
/at
PUnC HAS NG
18500 Murdock Circle, Suite 344 I Fort
Charlotte, FL 33%8
Phone: 941.743.1374 1 Fax: 941.743.1384
Rlchard Welssinger, Commerical Fleet Sales
BARTOW FORD
28DO US Hwy 98 North
Bartow, FL 3383D
RE: NOTICE OF ACCEPTANCE
Dear Mr. Weissinger.
This letter shall serve as notification of official acceptance by the Board of County Commlaslonera of your Bid No.
2021000541, Vehicles — Annual Contract, with your firm. The acceptance of your bid. prepmy executed by an sutlwdzed
representative of the company, constitutes a binding contract -
Your signature below represents your concurrence with and acceptance of the terms satfoM Int* lettaand bid K&nlOed
by your company on August 11, 2021. Please elfin and realm to this office by smell @ alisa Irk, ; hvrinnrc�up1�411+m
Purchase Orders will be Issued on an 'as required' basis, and payment shall be made in snce WRh Ore Local
Oovemmenl Prompt Payment Act of the Florida State Statutes.
The contract shall become effective Immediately and shall remain In full force and effect through and Including September
30, 2022, with option to renew for lwo additional onsloer terms, by mutual consent.
If you have any questions or conceme, please do rat hesitate to contact AIIse L. True, CPPB, Senior Contract Specialist
at 041-743-1549.
i let-rtv.fq.
mbedy rbett P,M., CPPB
Senior sion Manager - Purchasing
KACfat
co: File
ACCEPTED:
Gf%a�a�ie8aw,
Richard Welasinger, Commerical Fleet Sea
Date: 08/21 /2021
18500 Murdock Circle, Suite 344 1 Port
Charlotte, FL 33948
Phone: 941.743.1374 1 Fax: 941,743.1384
June 28, 2022
sovolip
City of Sebastian
1+n1 N1II-INt`1•I111%1 1;
Rachel Cannon
I W1P 2022 F-150 Poke ReWnder, Crew Cab 4x4 145- WS Id
998 3.51. V6 EmBB0000sst IDi))p(cn�e1 tI
44G Equipment P cka aag Iiixlude nudes selectable drive modes: nor aVitrw-haul/snow
wet/EwSdect/sport and SdectShlR automatic with progressive range sdec4 Electronic Locking
w/331 Ade Ratio, Tires: LT265/70R18 BSW Afr, Wheels: IS' 6-Spoke SINer Aluminum, Cloth
40/BlardV40 Fro* Seats Includes reduced bolsters, Sway power ddver/manual passenger, center.
150Assectlon deleted. (Restraint control module cove provided) and vinyl rear bench, Radio: AM/FM
Stereo w/6 Speakers, SYNC 4Includes B' LCD capacitive bouder een with swipe capability, wireless
phone connection, cloud connected, Apptink with App Catalog, 911 assist, Apple CarPlay and
Android Auto compatibility, digital owners manual and wireless software updates capability.
Ijbill
4(7J��ogm
Ih
Detection
*eote
er Corntroller
1 -t
I I I
I [Factory Imroice 1
46 768.00
I [Government Price Concession Discount
7.6(l
1 14.27% Contract Dlsmrvt
1,672.47
Whelan Inneredge Llghtbar Red/Blue with (2) LED Take Down, Whelan 295SLSA6 Siren Controller,
Whelan 100 Watt Speaker with Bracket, (1) Whelan Thin ION (1) Red (1) Blue Mounted Forward In
Grill Area, (2) Whalen Sbiplite+ Red/Blue Mounted in Rear Bed Area, Havis C-2410 Console
(Includes All Faceplates), CUP2-1001 Se1FAd)usting Double Cup Holder, C-l/SB-2 Dual LISS Charge
Module. Havls C-ARM-101 Side Mount Arm Rest, (2) Magnet Mk Clips (SHIPPED LOOSE), Bartow
$5,500.00
Ford Custom Installation, 100 AMP Breaker, Fuse Bkxic, A6 Shop Supplies & Shipping, 6' Running
Boards, Spray In Bedlkler, Deep Window Tln
I I I to.00
1 0.00
I
Pricing In accordance with the Charlotte County contract p 2021000541
If you have any questlons.or need any additional lnformWon please feel free contact
me anytime.
Sincerely Yours,
Richard Welssinger
Commercial Fleet Sales
Direct Une (813) 477-0052
Fax (863) 533-MS
2800 US Nwy North
Bartow, Florlda 33830
Charlotte County Purchasing Division
18500 Murdock Circle, Suite 344
Port Charlotte, Florida 33948-1094
Phone 941.743.1378
Fax 941.743.1384
NOTICE OF AVAILABILITY OF BID SPECIFICATIONS
REQUEST FOR BIDS
CHARLOTTE COUNTY, FLORIDA
The County of Charlotte will be receiving sealed bids at the Purchasing Division, Suite 344, Charlotte County
Administration Center,185W Murdock Circle, Port Charlotte, FL 33948-1094, for.
BID NO.2021000541
VEHICLES —ANNUAL CONTRACT
It Is the Intent of Charlotte County to purchase vehicles, on an 'as required' basis, from a Ford Motor Company
dealer. it is the specific purpose of this bid to establish a conditional contract for the required materials and to
secure the cost and availability of the requirements for procurement from a source of supply that will give prompt
and convenient service.
There will not be a Pre -Bid Conference for this project. Please send all questions to my small address
below.
BID OPENING: 2:00 p.m., AUGUST 11, 2021
PURCHASING DIVISION CONFERENCE ROOM
Bid Documents may be obtained by accessing the Charlotte County Purchasing Division's website at
htt. c://, urchasin hids.chadottacount i., ov under "Purchasing Bids Online', document number 215412. Any
questions can be answered by contacting Miss L. True. CPPB, Senior Contract Specialist at 941.743.1549 or
small: Alisa.lris,_ChariotteCountk Fl�ov.
Notice of Availability
Posted: July 23, 2021
Bid No. 20210DD541
Charlotte County Purchasing Division
18500 Murdock Circle, Suite 344
Port Charlotte, Florida 33948-1094
Phone 941.743.1378
Fax 941.743.1384
STATEMENT OF NO BID
If you do not Intend to bid on this commodhylservice, please realm this form to the above address Immediately. if this
statement Is not completed and returned, your company may be deleted from the Charlotte Comfy Vendors' list for this
commodflyfservice.
We the undersigned, have declined to bid on requested commodlly/service Bid #2021000541. VEHICLES — ANNUAL
CONTRACT, for the following mason(s):
Specifications too fight°. Le. geared toward one brand or manufacturer only (explain below).
Insufficient time to respond to the Invitation to Bid.
We do not offer this product or service.
Our schedule would not permit us to perform.
Unable to meet bondfareurence requirements.
Unable to meet specifications.
Specifications are unclear (explain below).
Remove us from your vendors' list for this commoditylservics.
Other (specify below).
Ramft:___—
Company Name:
Contact Parson (typed or printed):
Contact Person Signature:
Phone: _ _. Fax:
E-Mall Address:
Note: Statement of No Bid may be amailed to mis.g.True ivChadotteCount, F i or faxed in to the Purchasing Division at
941.743.1384.
2 Bid No. 2021000541
PURCHASING DIVISION
Charlotte County Administration Center
18500 Murdock Circle
Port Charlotte, Florida 33948-1094
Telephone (941) 743-1378
Facsimile (941)743-1384
July 28, 2021
TO: PROSPECTIVE BIDDERS
RE: BID 2021000541, VEHICLES — ANNUAL CONTRACT
BID DUE DATE: AUGUST 11, 2021 ADDENDUM NO. 1
Bidders are hereby notifled that this addendum shall be made a part of the above -named proposal and contract documents
The following Is Issued to modify, and/or clarify the proposal and contract documents. These Items shell have the same force
and effect as the original bld and contract documents, and bids to be submitted on the specified date shall conform with the
addhions, deletions and revisions as listed herein.
hem 1: QUESTIONSIANSWERS
01. You're looking for a flat discount percentage for a8 vehicle types?
Al. Yes.
Q2. The delivery time frames as stated on page 16. It states that you expect vehicles to be delivered within 90 days for
vehicles of normal production and 120 days for vehicles with dealer installed options. With the current production delays we
are seeing on various vehicles, what happens If that time frame is not matt
A2. We understand that delays on the Ford production lines are beyond any dealershlp's control, and the dealer would
not be penalized for that. However, we do expect vehicles to be ordered when a purchase order Is Issued, and that any
aftermarket equipment and/or services necessary are scheduled to arrive(be serviced at the time of the vehicles arrival to the
dealership.
Previous contract prices can be obtained by accessing the Charlotte County Purchasing Division's webfte at
hf ;_s://I urchssln;lWds.chedottemunt,8.jov under 'Purchasing Bids Online', Historical Catalog. The previous Contract
number fir this project Is 18-608 and Is entitled Wehleles—Armusl Contract'.
This addendum Is binding and Is to be considered as if contained within the original bid documents of Bid No. 20210001)08.
Bidders are required to acknowledge recelpt of this addendum on their bid forme.
Kimheriy A iCorbett, C.P.M., CPP9
Senior Division Manager - Purchasing
KAC/at: Clerk's Office, Minutes Division
Fife
Bid No. 2021000541
TABLE OF CONTENTS
VEHICLES - ANNUAL CONTRACT
BID NO.2021000541
Notice of Availability 1
'No Bid" Response Page 2
Table of Contents 3
INSTRUCTIONS TO BIDDERS 4-8
TECHNICAL SPECIFICATIONS 6 CONDITIONS 9-11
INSURANCE REQUIREMENTS 1243
SAFETY AND HEALTH REQUIREMENTS 14.15
I-11 �77•; a51
1648
Bid Nm 2021DO0541
INSTRUCTIONS TO BIDDERS
VEHICLES — ANNUAL CONTRACT
BID NO. 2021000541
IB-01 QUALIFICATIONS OF BIDDERS: It Is the Intent of the County to award this contract to the lowest responsible
bidder, qualified by experience and solvency, with proven reliability and the ability to guppy an Noma within a reasonable time
Items acceptable to Chadotte County. Bidder may be required to supply Information In writing at the request and discretion
of the County prior to award of bids, In order bo verify above requirements.
I9-02 GENDER DESIGNATION: The County, and the Contractor are treated throughout these Documents as lt each were
of the singular number and masculine gender.
I8-09 EXAMINATION OF DOCUMENTS -
A. Prior to the submission of a bid form, bidders shall carefully examine the bid package Including the Request for Bids,
Instructions to Bidders, Technical Specifications & Conditions, Insurance Requirements, and all other related bid documents,
Including all modifications thereof, Incorporated in the bid package.
B. Discrepancies, omleslons, or questions about the Intent of the documents should be submitted to the Purchasing
Division In written form as a request for interpretation no later then live (6) calendar days prior to bid opening (or shalt be
verbally addressed at the pre-bld conference, If appllable).
C. Interpretations of any of the bid documents made will be In the form of a written addendum to the documents, winch
will be posted on the purchasing websdle. Receipt of any addenda by each bidder must be acknowledged on the bid form,
indicating the addendum number and date of issue, therein becoming a pert of the contract. No oral explanations shah be
binding. The County will attempt to rwtify all prospective bidders of addenda Issued to the bidding documents; however, it
shell be the responsibility of the bidder, prim to submitting their bid, to determine If addenda were Issued, acknowledging and
Incorporating it Into their bid.
18-04 PREPARATION AND SUBMISSION OF BID FORM REQUIREMENTS:
A Bids span be SubmMed on the bid forth supplied by the County, or dupficadon thereof and attached thereto, or as
odterwdse specified. Bidders shah indicate the number of calendar days regWrsd for delivery and acknowledge receipt of any
addenda received during the bid period.
Each bid must give the full business address of the bidder and State whether bidder Is an Individual, corporation or
Partnership. Bid Forms by a corporation must be signed in the name of the corporation, followed by the original signature and
designation of the officer or other person authorized to bind the corporation.
Bid Forms by partnerships shah show the names of all partners. The partnership tine shell be followed by the original
signature of each partner.
Any erasures or other connections in the bid form must be explained or noted over the signature of the bidder. Bid Forms
containing any conditions, omisslons, unexplained erasures, alterations, or megularfties of any kind may be rejected by the
County.
Bid documents and tonne shall be submitted Sealed. and the envelope/package clearly marked with the Bid Number and the
Name and Business Address of the Individuallfirm submitting the bid. Bids postmarked prior to said time and date but not
received shall not be considered and will be returned to bidder unopened.
B. Bid Guarantee - The bid form shall be signed where Indicated guaranteeing that the bidder will not withdraw his bid
for a period of 60 days after the scheduled time of opening of bids.
IS46 WITHDRAWAL OF BIDS: Bids may be withdrawn by request of the bidder prior to the time fixed for opening. Error
or negligence on the pan of the bidder in preparing the bid confers no right for the withdrawal of the bid after it has been
opened.
Sid No. 2021000541
19-H BID TABULATIONS: In accordance with Florida Statues, Section 119(1)(b)2: Sealed bids, proposals, a replies
recelvad by an agency pursuant to a competitive solicitation are exempt from a. 119.0-t(l) and a. 24(a), Art. I of the State
Constitution until such time as the agency provides notice of an Intended decision or until 30 days after opening the bide,
proposals, or final replies, whichever Is ealler. Those bidders Interested In receiving a copy of the results of this bid once
they are released may do so by visiting our websfte at htins://nwchasinynids.charlonecounty;l..:try under 'Purchasing Bids
Online', Document Number 216414. No Information regarding thesubmittalwig be "ad over the telephone.
IB-07 RESERVED RIGHTS: The County reserves the right to accept or reject any andfor all bide, to walve Ineguladties
and technicalities, and to request resubmlaslon of bids. Also, time County reserves the right to accept all or any part of the bid
and to Increase or decrease quantities to meet additional or reduced requirements of the County. Any sole response
received the first submission date may be rejected by the County depending on avanable competition and timely needs of the
County.
I6-08 FORM OF CONTRACT: The submitted Bid Form signed by the Bidder, together with the complete bid package
furnished by the County, shall constitute a binding contrecL The Bidder shag be required to perfomm according to the Bidder's
submlded Bid Form and the Counlys bid package when a purchase order, signed by the Senior Division Manager -
Purchasing or his/her designee. Is transmitted to the Bidder. The transmitted purchase order shell serve as both a Notice at
Acceptance and Notice to Proceed to the Bidder. Failure to comply with Me conditions set forth in the purchase order shall
be deemed a breach of contract subjecting the Bidder to forfeiture of the bid bond or other posted security and other possible
penalties.
IS-09 NOTICE TO PROCEEDIDELIVERY: After award of bid, a purchase order shall be Issued bearing the toms, of
delivery. Upon recept of purchase order, successful bidder shall acknowledge receipt of same by either fax or mall, and
shag commence prosecution of order so that the agreed upon delivery date wig be satisfied.
IB-10 PAYMENT: Request for payment must be submitted to the Chadofte County Purchasing Division on a form
approved by the County. Price shall be net and all Invulces payable according to the Local Government Prompt Payment Act
(F.S218.74).
IS-11 PERFORMANCE EVALUATION: At the and of the contract, the recelving deparfineni will evaluate the successful
bldder'a performance. This evaluation win become public record.
8.12 ARITHMETIC OISCREPANCIES:
A. For the purpose of initial evaluation of bids, the following will be utilized In resolving arithmetic discrepancies found
on the fees of the bid forms as submitted by bidders:
1. Obviously misplaced dedmal points will be corrected.
2. In case of discrepancy between unit price and extended price, the unit price will govern. Apparent errors In
extension will be connected.
3. Apparent errors in addition of lump sum and extended prime will be corrected.
B. Far the purpose of bid evaluation, the County will proceed on the assumption that the bidder Intends his old be
evaluated on the basis of the unit prices, extensions, and totals enived at by resolution of arithmetic discrepancies as
provided above, and tfe bid wig be so reflected on the tabulation of bide.
IS-13 DESCRIPTIVE INFORMATION: Unless otherwise specifically provided in the speclgoanons, all equipment,
materials and articles Incorporated In the work covered by the contras are to be new and of the most suitable grade for the
purpose blended. Unless otherwise spedgcalty provided In the specifications, reference to any equipment, material, article
of patemul process, by trade name, make or catalogue number, shall be regarded as establishing a standard of quality and
shall not be construed as Ilmlting competition. If the bidder wishes to make a substitution to the sped lea1me, the bidder
shall furnish to the County the name of the manufacturer, the model number, and other IdwftVng date and Information
necessary to add the County In evaluating the substitution, and such substitution shall be subject to County approval.
Substitutions shall be approved only If determined by the County to be equivalent to the specifications. A bid containing a
substitution Is subject to disqualification tithe substitution Is not approved by the County.
Specified items bid shall be Identified by brand name, number, manufacturer and model, and shall include full descriptive
Information, brochures, or appropriate attachments.
Bid No. 202100O541
I6-14 QUALITY GUARANTEE: If any product delivered does not most applicable specifications, or If the product will not
produce the effect that the successful bidder represents to the County, the successful bidder shall pick up the product from
the County at no expense to the County. Also, the successful bidder shall refund to Charlotte County any money which has
been paid for same. The successful bidder will be responsible for reasonable County attorney fees expended to obtain
compliance with this provision in the event the successful bidder defaults under this provision.
8.15 REGULATIONS:
A. it shall be the responsibility of each supplier to assure compliance with any OSHA, EPA, and/or other Federal or
State of Florida rules, regulations or other requirements, as each may apply.
B. Bidder must be authorized to transact business and be properly licensed In the State of Florida, All applicable laws
and regulations of the State of Florida and ordinances and regulations of Charlotte County will apply to any resulting contract.
IS•16 CODE OF ETHICS: With respect to this bid, if any bidder violates or is a party to a violation of the State of
Florida/Florida Statutes, Chapter 112, Part III, Code of Ethics for Public Officers and Employees, such bidder may be
disqualified from furnishing the goods or services for which the bid Is submitted and shall be further disqualified from
submitting any future bids for goods or services for Charlotte County.
IS-17 COLLUSION: By offering a submission to this Invitation for bid, the bidder certifies the bidder has not divulged to,
discussed or compared his bid with other bidders and has not colluded with any other bidder or parties to this bid whatsoever.
Also, bidder certifies, and In the case of a joint bid each party thereto certifies as to his own organization, that In connection
with this bid:
• any prices and/or cost data submitted have been arrived at Independently, without consuketlon, communication, or
agreement, for the purpose of restricting competition, as to any matter relating to such prices and or cost data, vdtth any
other bidder or with any competitor;
• any prices arid/or cost data quoted for this bid have no been knowingly disclosed by the bidder and will not knowingly be
disclosed by the bidder prior to the scheduled opening directly or Indirectly to any other bidder or to any competitor,
• no attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a
bid for the purpose of restricting competition;
• the only person or persons Interested in this bid, principal or principals Islam named therein and that no person other
than therein mentioned has any interest in this bid a In the contract to be entered into; and
• no persona agency has been employed or retained to solicit or secure the contract upon an agreement or
understanding for a commission, percentage, brokerage, or contingent fee excepting bona fide employees or established
commercial agencies maintained by the Purchaser for the purpose of doing business.
IB48 SOURCE OF SUPPLY AND SUBCONTRACTORS: Bidders are to complete the attached Source of Supply and
Subcontractors torn. This form must be completed and Included with the bid forth. If bidder does not have a source of
supply or subcontractor, insert "to be determined". When source or subcontractor is determined, selection will be subject to
County approval.
I8-19 DRUG FREE WORKPLACE FORM: It Is strongly suggested that the attached Drug Free Wodgdace Form be signed
and retuned to this office with the bid form. In the event of a fie bid, the presence of a valid and accurate forth may be used
as a basis for awarding the contract.
I8-20 PUBLIC ENTITY CRIMES: In accordance with Florida Statutes Sec. 287.133(2)(a), "A person or affiliate who has
been placed on the convicted vendor fist following a conviction for a public entity crime may not submit a bid on a contract to
provide any goods/services to a public entity, may not submit a bid on a contract with a public entity for 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 Contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not
transact business with any public entity In excess of the threshold amount provided In Section 287.017, for Category Two, for
a period of 36 months from the date of being placed on the convicted vendor list.
IB.21 CANCELLATIONRERMINATION OF CONTRACT: The County shall have the tight to cancel, terminate or suspend
the contract, In whole or in part, by providing the Contractor 30 days written nolios by certified mail.
Bid No. 2021000541
It la expressly understood by the County and the Contractor that funding for any successive fiscal years of the contract is
contingent upon appropriation of monies by the Charlotte County Board of County Commissioners. In the event that funds
are not available or are not appropriated, the County reserves the right to terminate the contract. The County will be
responsible for payment of any outstanding Invoices and work completed by the Contractor prior to such termination.
Pursuant to Section 287.135(3)(a)4 of the Florida Statutes, Charlotte County may, at Its sole option, terminate any
Agreement valued at $1,000,000 or more If the Contractor Is found to have submitted a false certification, has been placed on
the Scrutinized Companies with Activities in Sudan List, or the SmOnIzed Companies with Activities In the Iran Petroleum
Energy Sector List, or has been engaged in business operations In Cuba or Syria or a boycott of Israel.
Pursuant to Section 287.135(3)(b) of the Florida Statutes, Charlotte County may, at its sole option, terminate any Agreement
In any amount If the Contractor Is found to have been placed on the Scrutinized Companies that Boycott Israel List, or Is
engaged In a boycott of Israel.
10-22 INDEMNIFY: After notification of award, the successful bidder shall indemnify and hold harmless the County, Its
officers, employees, agents and volunteers, from action, Including any court coats or attorneys' fees arising from, or as a
result of, any act or omission by bidder, Its officers, employees, Ilcensess, invitees, Contractors, agents or assignees, in the
performance of the services and/or the delivery of goods for which the resulting agreement was entered into. Bidder agrees
that the first ten dollars ($10.00) of compensation received under the moutting agreement represents specific oonslderatlon
for the Indemnification obligation. Nothing In the award, resulting agreement, contract or Purchase Order shall be deemed to
affect the rights, privileges and Immunities of the County as set forth In Florida Statute 768.28.
IB-23 TAXES: The Contractor shell assume liability for Local, State, or Federal Tax that Is applicable to the work.
113-24 ASSIGNMENT: This agreement, or any interest herein, shall not be assigned, transferred or otherwise encumbered,
under any elrcumsfancea by Contractor without the prior written consent of the County.
1845 EQUAL EMPLOYMENT OPPORTUNITY: Charlotte County, Florida, in accordance with the provisions of Title A of
The Clvll Rights Act of 1984 (78 StaL 252) and the Regulations of the Department of Commerce (15 CFR, Part 8) Issued
pursuant to such Act, hereby notifies, all bidders that it will affirmatively ensure that In any contract entered into pursuant to
this advertisement, minority business enterprises will be afforded fitll opportunity to submit bids in response to this
advertisement and will not be discriminated against on the grounds of race, color or national origin In consideration for an
award.
All bidders are hereby notified that the successful bidder (Contractor) must and shall comply with the Civil Rights Act of 1964,
the Age Dlsalminatlon in Employment Act, the Rehabilitation Act of 1973, the Americans with Disabilities Act and the Florida
Civil Rights Act, all as emended. Specifically, Contractor agrees that:
• No person shall, on the grounds of race, color, sex, religion, age, disability, national origin or marital status, be excluded
from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program, acWfty or
aer 4ce funded through the contract.
• Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex,
age, disability, natonat origin or marital status. Contractor agrees to post In a oorepkxrous place, aveliabie to employees
and applicants for employment, notices setting forth the provisions of this non-discrimination clause.
• Contractor will, In all solicitations or advertisements regarding program activities, services provided or applications for
employment. state that all qualitied applicants will receive consideration for services or employment without regard to
race, color, religion, sex, age, disability, national origin or medial status.
• County may require Contractor to submit reports as may be necessary to Indicate non-discrimination. County officials will
be permitted access to Contractor's books, records, accounts and other sources of Information and its facilities as may
be pediment to ascertain compliance with non-discrlmine0on laws.
It Is expressly understood that County shall have the right to terminate the contract upon receipt of evidence of discrimination.
IB-26 EMPLOYEE BACKGROUND CHECK: If an owner, except a stockholder In a publicly traded corporation, or an
employee of the Contractor has been convicted of any oBenses requiring registration as a sexual offender or sexual predator,
regardless of the location of conviction, the Contractor shall ensure that the offender's or precisions work on the project Is
consistent with the terms of his probation and registry requirements.
Bid No. 2021000541
IB427 PUBLIC RECORDS CLAUSE TO CONTRACTORS "ACTING ON BEHALF OF THE COUNTY": Pursuant to
Section 119.0701 of the Florida Statutes, Contractors soling on behalf of the County must comply with the public records
lave, specifically: a) keep and maintain public records required by the County to perform the contracted services: b) upon
request from the County's custodian of public records, provide the County with a copy of the requested records or allow the
records to be Inspected or copied within a reasonable time at a cost that does not exceed the cost provided In Chapter 119 of
the Florida Statutes or as od*rwlee provided by law: c) ensure that public records that are exempt or confidential from public
records disclosure requirements are not disclosed except as authodzed by law for the duration of the contract term and
fo6owing completion of the contract; and d) upon completion of the contract, keep mid maintain all public records required by
the County to perform the service, and meet all applicable requirements for retaining pudic records.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO RETAIN
AND PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE
COUNTY'S CUSTODIAN OF PUBLIC RECORDS AT (941) 743-1441, E-MAIL TO
RECORDSQCHARLOTTECOUNTYFL.GOV, 18500 MURDOCK CIRCLE, BLDG. B,
Suite 109, PORT CHARLOTTE, FLORIDA 33940.
Bld No. 2021000541
TECHNICAL SPECIFICATIONS A CONDITIONS
VEHICLES —ANNUAL CONTRACT
BID NO. ant000ui
TO-01 PURPOSE: It Is the Intent of Charlotte County to purchase vehicles, on an 'as raquired' basis, from a Ford Motor
Company dealer. It is he specific purpose of this bid to establish a conditional contract for the required materials and to
secure the cost and availability of the requirements for proourement from a source of supply that WAN give prompt and
convenient service.
T&82 BID PRICES/TERMS OF CONTRACT: Bidders shell bid unit prices, F.09., to Charlotte County Fleat
Management, IBM Paulson Drive, Port Charlotte, FL 33954. The prices bid shall Include all costa for all transportation,
labor, materials and equipment used In supplying and delivering said materials.
Bid prices shall be considered firm from October 1, 2021 through and including September 30, 2(W. This bid trey be
eMandecilmnewed for two (2) additional one (1) year periods, by mutual agreement, provided there ere no changes In terms,
conditions and prims.
Previous contract prices can be obtained by accessing the Charlotte County Purchasing Division's websits at
httt,sRuurchasin.,bids.chailottecount,l,,;ov under 'Purchasing Bids ONIr , Historical Catalog. The previous Contract
number for this project is 18-M and Is enNded'Vehlcles — Annual Contract'.
TE-03 DELIVERY: All bids will Indicate the lead time required for the established quantities to be delivered. Successful
bidder will be held to delivery dates. Failure to meet delivery or lead time necessitating Charlotte County to make purchases
from other sources, shall muse sucrossktl bidder to be held liable for the difference of cost between awarded bid prim and
the cost of the required purchase from another source.
Successful bidder shell notify the Feei Manager or his designee, at a number to be provided to the awarded Bidder at least
24 hours prior to delivery. AN deliveries shall be made between the hours of 8:00 a.m. and 3:00 p.m., Monday through
Friday, exeNding legal holidays, unless othervdse agreed to by the moo" department.
TS•04 ESTIMATEb QUANTITIES: The exact quantities for this bid cannot be determined at this time. No minimum
amount Is guaranteed aImplied. Purchase orders will be Issued on an'm required' basis.
T348 SCOPE:
A. GENERAL: The vehicles to be purchased under this bid am sutomobila, sport utility vehicles, passenger vans,
light duty vane, light duty tucks, and light duty rab2hassls. Light duty vans, sucks, and catdchassla cover all models up to
and Including Class 6 (19,601 to 26,000 be. QVW).
Contractors shell bid a percentage discount off of the Ford factory Invoice, which shall Include the vehkls base prim, freight
charges, and all factory production options. The Invoice submitted will be vergled by the County by using Kelley Blue Book's
New Car Pricing. In the event of a discrepancy, the Kelley Blue Book New Car Pricing shall supersede the submitted Invoice.
Charlotte County shall participate In all fleet Incentives, price Incentives, and/or rebates available to the bidder in additioh to
the percentage discount bid. Each vehicle purchased under this contract shall Include as pert of the base vehicle prim:
• vehicle preparation costs
a delivery
• three (3) complete sets of keys
The percentage discount submitted by Bidder should take these 1180t0m Into account.
From the date of the purchase order, ins bidder shall have 48 hours to place the vehicle(s) order with the Ford Motor
Company, and shall provide the order number provided by Ford to Charlotte County along with the expected production time.
For those vehicles requiring fabrication, the fabrication schedule shall be coordinated with a Charlotte County Fleet
Department representative. The Awarded Contractor shall make awry effort to provide Charlotte County with the vehicles
ordered in a timely manner and shall keep Charlotte County up to data on all information regarding vehktle delivery including,
but not limited to, production and/or fabrication delays.
Bid No. 2021000541
B. DEALER INSTALLED OPTIONS: Dealer Installed options may Include but are not limited to strobe lights, bedllners,
utility bodies, and cranes. See TM6, Criteria for Award, for the approved Ilse of authorized menulecturere to be used for
dealer Installed options. Only manufacturers on this list will be accepted. The Fleet Management Division will provide the
awarded bidder with updated lists of approved manufecturere for dealer installed options as needed throughout the contract
period. At prospective bidders must provide a percentage figure above 'actual Involce' for any dealer Installed options
performed by a sub-contrector. Copies of actual invoices must be provided as backup.
Charlotte County Fleet Management will provide the awarded bidder a list of dealer installed options required for each vehicle
ea they are ordered. Upon request of these Items, the dealer shall provide Fleet Management pricing, excluding markup,
within three (3) working days. Responses must be either taxed to 941-5753671 or electronically mailed to Fleet
Management.
C. VEHICLE CONDITION: The bidder shall be responsible for delivering vehicles that ere new and unused, properly
serviced, dean, and In Post class operating condition. Pre -delivery service, at a minimum, shag Include the following:
t. Complete lubrication and check all fluid levels to assure proper fill
2. Adjustment of engine to proper operating condition
3. Inflate tires to proper pressure
4. Check for proper operation of all accessories, gauges, lights, mechanical and hydraulic features
5. Cleaning of vehicle, If necessary, and removal of all unnecessary Items such as lags, stickers and papers. DO NOT
REMOVE WINDOW PRICE STICKER
6. Overall check for safe operating condition
T. All units must contain no lees then 1/2 tank of fuel as Indicated by the vehicle's Nei gauge at the time of delvary. if a
vehicle is delivered with leas than 112 tank of fuel as indicated by the veldde's fuel gauge, the bidder shall be
assessed $40.00 dollars.
S. Vehicles not requiring fabrication shall be delivered with lees then 250 miles as indicated by the vehicle's odometer.
Allowances will be made for vehicles that require off-ake fabrication, but vendor shall make the effort to keep mileage
to a minimum. Vehicles with 1,000 miles or more as Indicated by the vehicle's odometer may not be accepted without
prior approval from Charlotte County.
9. All vehicles shall be delivered with three (3) complete sets of keys. if a vehicle Is delivered without three (3) complete
sets of keys, the bidder shall be assessed
10, Delivery does not constitute acceptance. Acceptance and authorization of payment will be given only after a thorough
Inspection Indicates that the vehicle meets specifications and conditions listed herein.
If. Vehicles shall be delivered with each of the following documents satisfactorily completed:
• Temporary license plate and/or county plate
• Owner and/or operator manual(s).
• Warranty carlifications, including rustprooflng, If applicable.
• Copy of pre -delivery service report
• Window price sticker (efill a0sed).
12. AD vehklea shall be equipped with all standard squlpment as specified by the manufacturer for this model. All
vehicles shell comply with the EPA Emission Standards, and all Motor Vehicle Safety Standards as established by
the U.S. Department of Transportation regarding the manufacture of motor vehicles, and OSHA standards CFR 29
191011926.
The bidder understands that the bid covers a complete, fully operative unit as spedfled by the purchase order and
enclosures, including the mounting of all attachments and connections to the chassis.
0. TITLE, REGISTRATION, AND PLATES: All vehicles delivered under this contract shall be titled and registered by
the successful bidder In accordance with Florida Statutes Chapters 319 and 320, Awarded bidder shag send any necessary
fomn(s), which must be signed by an authorized representative of the Charlotte County Board of County Commissioners, with
the vshlde upon delivery. Awarded bidder shall obtain necessary signature(s) and complete the title and registration process
for the County, provide a 30-day tBmpomry tag, and return a County license plate within twenty-five days of the delivery of
each vehicle.
The County shall reimburse the Contractor for the actual fees Involved In the title application, registration, and obtaining of
new license plates as charged by the State of Florida. The cost shall be fisted as a separate line Rom on the Invoice
presented for payment on each vehicle. Separate Invoicing for this reimbursement will no be accepted.
NOTE: Charlotte County is seif4naured; therefore, e'Pmof of Insurance' form Is not required.
10 Bid Ma. 2021000541
TS-0S CRITERIA FOR AWARD: The award of this bid will be made to the lowest, responsive, responsible Bidder, who
meets or exceeds the requirements, of these sped9cetlons.
The County reserves the right to reject the bid proposal of any bidder who has previously failed to perform properly. or on
time, contracts of similar nature; or who is not In a position to satisfactorily perform the contract. If, after bid opening, the
lowest bidder Is deemed non -responsible by the County, such bidder shall recelve written notice from the Courdy of this
determination. The bidder shall have five (5) business days from the date of this notice to dispute the determination and to
provide to the County any additional Information it deems relevant regarding the bidders responsibility. The County shall
make a final determination regarding the bidder's responsibility at the Urns of award of the contract.
LIST OF AUTHORM MANUFACTURERS TO BE USED FOR DEALER INSTALLED OPTIONS includes, but Is not
Ilmited to:
EFFECTIVE 10/01/2021
1, EMERGENCY AND WARNING LIGHTS:
A. STROBE -NORTH AMERICAN SIGNAL
COMPANY
B. LIGHT BARS 6 MOUNTING BRACKETS -
WHELEN
C. CORNER INTERCEPT— NOVA ELECTRONICS
2. BEDLINERS:
A. DURALINER
B. RHINO LININGS
C. LINEX SPRAY IN
3. TOOL BOXES:
A. DELTA
B. DAYTON
4. TRAILER HITCHES:
A. DRAW-TITE
B. REESE
5. LIFT GATES:
A. TOMMY GATE
S. ALUMINUM DUMP BODY INSERTS:
A. TRUCK CRAFT
B. EZDUMPER
7. UTILITY AND STAKE BODIES:
A. KNAPHEIDE
B. READING
C, ROYAL
S. CRANES:
A. AUTO -CRANE
B. LIFT MOORE
9. DUMP AND FLAT BED DUMP HOISTS:
A. VENCO CONVERSION HOISTS
B. RUGBY
10. TRUCK AND VAN ACCESSORIES:
A. SILVER SHIELD SYSTEMS
B. TAILGATERS
C. MASTERACK
D. AMERICAN VANS
11. SERVICE 6 PARTS MANUALS (CD OR HARD
COPY):
A. HELMS PUBLISHING
12. LAPTOP MOUNTS
A. KODIAK MOBILE CF31 (DOCK
B. JOTTO DESK
13. REAR MOUNTED CAMERA
A. ZONE DEFENSE
11
Sid No. 2021000611
I INSURANCE —ANNUAL
CONTRACT
1 VEHICLES10 NO, 2O2100D541
Contractor and subcontractors shall procure and maintain until all of their obligations have bran discharged, Including any
mnanly periods under this Contact ere satisfied, Insurance against claims for injury to persons or damage to property which
may arise from or In connection with the performance of the work hereunder by the Contactor, his agents, representatives,
employees or subormtradors.
The Insurance requirements herein are minimum requirements for this Contract and In no way limit the Indemnity covenants
contained In this Contract. The County in no way warrants that the minimum limits contained herein are sufficient to protect
the Contactor from liabilities that might arise out of the performance of the work under this Contract by the Contactor, his
agents, representatives, employees, or subcontractors. Contractor Is tree to purchase such additional insurance as may be
determined neM$ce�Fsslary, �pA $$ /���
A.
than Moss steed beGlt less
axPE AnNexcess Ge6111ty pollcyR or umbrella liability policy may beCE - Contractor shall provide vused rto mewith ettheminits of bmumnlietil8y
requirements provided that the coverage is writan on a Toilowing form' basis.
t. Commamlal Gemrel IJabllity—Oseumnce Forrn (CG 00 Ot)
Policy shall Include bodily Injury, property damage, broad forth contmclual liability and Explosion. Collapse and
Underground (XCU) coverage. The general aggregate limit shall apply separately to this project/location or the
general aggregate Bmk shall be twice Me required occurrence Ilmh.
Minimum Requlremenb:
General Aggregate $ 500,000
• Each Occurrence $ 500,000
a. The policy shall be endorsed to Include the following additional Insured language: 'Charlotte County a
political subdivision of the state of Florida and Its officers, employees, agents and volunteers' shag be named
as an additional Insured with respect to liability arising out of the activities performed by, or on behalf of the
Contractor.
b. Contractor's subcontra tore shall be subject to the same minimum requirements Identified above.
c. Pollcy shag be endorsed for a waiver of subrogation against the Charlotte County.
2. Autonmbiis Llablilty,
Bodfly injury and properly damage for any owned, hired, and non -owned vehicles used in the performance of this
Contract. Automobile liability must be written on a standard ISO form (CA 00 01) covering any auto (Code 1), or If
Contactor has no owned autos, hired (Code 8) and non,owned (Coda 9) autos.
Combined Single Limit (CSL) $ 600,000
a. The policy shall be endorsed to include the following additional Insured language: 'Charlotte County a political
subdivision of the state of Florida and its officers, employees, agents and volunteers' shall be named as an
additional tr sured with respect to liability arising out of the activities performed by, or on behalf of the
Contactor, Including automobiles owned, leased, hired or borrowed by the Contractor'.
b. Contractors sub-contmctom shall be subject to the same minimum requirements identified in this section.
c. POW shall contain a walver of subrogation against the Charlotte County.
3. Workers Compensation and Employers' Liability
Workers' Compensation
Employers' Llability
Each Accident, bodily injury or disease $ 500,000
a. Policy shall contain a waiver of subrogation against the Charlotte County.
b. Projects on or along navigable waters an endorsement for US Longshoremen and Harbor Workers and
Jones Act Is required.
12 Bid No. 2021000541
C. Contractor's sub -contractors shall be subfed to the same minimum requirements identified in this section.
d. ti the Contractor has no employees the Contractor must submit to the County the Workers Compensation
Exemption from the State of Florida.
I�tlo% "rod - AD policies, g for the Workers Compensation shall Contain endorsements naming the County is
o�cera, bm�byeea, agents and volunteers as additional Insured win respect to Ilabllllies arising out of the performance of
services contained herein. The additional Insured endorsements' shag not limit the scope of Coverage for the County to
vicarious liability but shall allow coverage for the County to full extent provided by the policy, even I those limits exceed those
required by this Contract. Such additional Insured coverage shall be at least as broad as Additional Inused(Form B)
endorsement Pone ISO, CG 20 10 11 85 or both CG 20 10 and CO 20 39 0 later revisions used.
W�tIIwer of Subrgq�tlon RI his - The Contractor shall require the Camera of required coverage's to waive all rights of
subrogation ageln§t the Cduny, Its officers, employees, agents and volunteers. Contractor agrees to obtain any
endorsement that may be necessary to affect this waiver or subrogation. All general or auto liability insurance coverage
provided shall not prohibit the Contractor and Contractors employees or agents from waiving the right of subrogation prior to
a loss or claim. The Contractor hereby waives all rights of subrogation against the County.
Policies Prbrury and Non{aMrib font - For any claims related to this contract, the Contractor's Insurance coverage shell
be primary Insurance as respects the County, is officers, employees, agents and volunteers. Any Insurance or set -
insurance maintained by the County, ft officers, employees, agents or volunteers shall be excess of the Contractor's
Insurance and shall not Contribute with K.
90 ylty of I The Contractor agrees to ensure that Coverage provided to meet these requirements is
tole aepdrah6ij� 1 94dh Insured and there wit be no =as liability exclusions that preclude Coverage for suits between
tits Contactor aM the County or between the County and any other Insured or additional Insured under the poky.
Prom( q/ C1I - Prior to the commencement of performance of services the Contractor shag furnish to the County
Pu U Certlgcates of Insurance and amendatory endorsements or copies of the applicable potties. These
oerhffloata shall provide that such Insurance shall not be terminated or expire without notice thereof In accordance with the
policy provisions and Contractor shall maintain such Insurance from the time the Contractor Commences performance of
services Ling Completion of such services.
Accootahlmry''Iry of Insuaanca Carrier - Unless otherwlse approved by Risk Management Insurance shall be written by
Insurers authorized to do business In the Stab of Florida and with a minimum Best Insurance Guide rating ofA. VIP.
Deductibles and S61114 /ad gTjtbn —Any and all deductibles or setansured retentions In excess of E10A00 shall be
declared to and apprevetl 6y R(sk Management The County may require the Contractor M purchase Coverage with a lower
deductible or retention or provide proof of ability to pay bases and related investigations, claim administration and defense
expenses within the deductive or retention.
Falturs to Procure C4��sue - In the event that any policy of Insurance mqulmd under this Contract does not Comply with
the requirements, Is not pfxured or Is Corbelled and not replaced, the County has the right but not the obligation or duty to
terminate the Contract or obtain Insurance If it deems necessary and any premiums paid by the County will be promptly
reimbursed by the Contractor or County payments to the Contractor will be reduced to pay for County purchased Insurance.
Inouranseqq Rwlew - Insurance requirements are subject to periodic review by the County. The Ask Manager or designee Is
authorized, but not required, to reduce, waive, a suepend any Insurance requirements whenever Risk Management
determines that any of the required Insurance is not avallable, is unreasonably priced or Is not needed to protect the Interests
of the County. In addition, N Risk Management detemnines that heretofore, unreasonably or unavailable types of insurance
coverage or Coverage limits become reasonably priced or available. the Risk Manager or designee Is authalzed, but not
required, to change the above Insurance requiremerha to require addWonal types of Insurance Coverage or higher coverage
I"Its, provided that any such change Is reasonable In light of past chime against the County, Inflation, or any otter tom
reasonably related to the Countys risk. Any change requiring addtanal types of Insurance Coverage or higher Coverage
limits must be made by amendment to this contract Contractor agrees to execute any such amendment within thirty (30)
days of receipt.
Any failure, actual, or alleged, on part of the County to monitor or enforce Compliance with any of the Insurance and
Indemnification requirements will not be deemed as a waiver of any rights on the per to the County
1a Bid No. 2021000541
SAFETY AND HEALTA RMURENIATS ��
vFJ11CLE8—ANNUAL CONTRACT
BID NO.2021000541
SH-01 HEALTH AND SAFETY PLAN: It $hall be the responelbtity of the Contractor to comply with OSHA, EPA, DOT and
otter applicable Federal and State of Fbdda laws, rules, regulations or other requirements. This Includes, but Is not limited
to, 29 CFR 1926 (Safety and Heath Regulations for Construction) Ind 1910 (Safety and Heath Regulations for General
Industry). Contractors ere required to have a written Health and Safety Program that Is jobste specific. The elements of this
written program shall be in accordance with OSHA 1926 and 1910. A fist of program elements can be obtained from
Charlotte County Risk Management.
The Contractor will designate a responsible member of his organization whose duty shall be the prevention of accidents at
the site. This person shell be the Contractors superintendent unless otherwise designated in writing by the Contractor to the
Project Manager.
A copy of the Contractors Heath and Safety Plan will be submitted to Charlotte County at [seat 10 days prior to
commencement of work. Contractor shag provide documentation that his employees and subcontractors received training
(been informed of) on the Contractors Heath and Safety Plan. The Contractor will be responsible for conducting a site
safety briefing for all visit= to the site. Documentation of these site safety briefings are to be maintained by the Contractor
and made available to Charlotte County upon request
Contractor wilt post, where appropriate, all necessary job -site Heath and Safety notices. The Lose Control Coordinator will
conduct unannounced joi Inspections during the course of the project. Minor safety violations may be addressed
Immediately with the onsite supervisor and Project Manager. Major safety violations will result In written notification to the
Contractor and Charlotte County Department Director under which the project Is being performed. Hazardous condifions that
are considered by the Loss Control Coordinator to be Immediately dangerous to life or limb will result In immediate stoppage
of work until the hazardous conditions ere carrecfed.
SH-02 ACCIDENTAL SPILLS: In the event of an accidental release or split of chemicals or other hazardous materials the
Contractor shall:
• Immediately take action as appropriate to contain the spit it this action can be taken Wound jeopardizing the heath
or aafety of employees,
• Notify the Flre/EMS, or other entities as needed or required,
• Contact the Project Manager/Coordinator, and
• Contact Charlotte County Risk Management and Loss Control Coordinator.
The following phone numbers may be used in the event of an emergency:
Risk Management 941.764A19'1
Environmental Health and Safety Manager 941.743.1381 (or Call 941.223.5535)
SH-03 CONTROL OF FUORNE EMISSIONS: The Contractor shall take all reasonable precautions necessary to control
fugitive emissions from the job she. Fugitive emissions include, but are not limited to: nulsance dust, chemical
odorsWapomfgases, hazardous materials such as lead or asbestos, and notes. Where the product(s) or materials) to be
used by the Contractor has a permissible exposure limit (PEL) established by OSHA the Contractor shall take all reasonable
steps to maintain emiselons of the products) or materials balm the OSHA PEL To verity that emissions are maintained
below the OSHA PEL, the Contractor shall monitor, or shall contract to have mordtomd, work area exposure conditions.
Monitoring shall ocour, at a minimum, during the start of work and whenever flora is a change In procedure, process, or
chemical or material used. If It is deemed not practical to maintain exposures below the PEL, the Contractor shell restrict
access to all areas where exposures exceed the PEL to authorized personnel only.
14 Bid No. 2021000541
A. ASBESTOS AND SUSPECT ASBESTOS CONTAINING BUILDING MATERIALS: Contractors shall, under no
circumstances, damage or disturb suspect or known asbestos containing material (ACM) unless they are a licensed Florida
Asbestos Abatement Contractor and have been specifically employed to perform asbestos repair or removal. It Is the
responsibility of the Contractor to provide his or her own asbestos awareness program in accordance with 29 CFR
1926.1101. Where required by Federal and State regulations, the Contractor le required to have asbestos surveys performed
prior In, any work that Includes, but is not limited to, renovation, and demolition. The asbestos survey must be performed by a
firm that Is licensed In the State of Florida to perform such surveys. A copy of the asbestos survey shell be submitted to the
Couri pm)ect manager. Asbestos materials may not be used or installed In any Charlotte County facilities.
B. LEAD -CONTAINING BUILDING MATERIALS: Contractors that will disturb lead-conlelnkre building materials during
the course of work shag take all necessary precautions to protect Charlotte County employees and the public from exposure
to lead dust or contamination. These measures shall conform, at a minimum, to the OSHA requirements detailed In 29 CFR
1926.62 and applicable local, state and federal regulations. Where the Contractor Is engaged In work in chlldbccupled
facilities, such work shall be performed In accordance with 40 CFR 745, and Clearance testing shall be performed by the Loss
Control Coordinator or a licensed consultant at the conclusion of the projecl In accordance with the requirements of this
regulation.
C. SAMPLING AND MONITORING RESULTS: The results of all personal and area monitoring and or other samples
collected for health and safely compliance required by OSHA or any other state or federal regulatory agency shell be
provided to Charlotte County.
1s Bid No. 2021000541
BID FORM
VEHICLEB—ANNUAL CONTRACT
BID NO. 2021000541
TO: Senior Division Manager - Purchasing
Board of County Commissioners
Charlotte County Administration Center
18500 Murdock Circle
Pon Charb0e, Fl. 33948-1094
The undersigned, as bidder, does hereby declare that he has read the Request for Bide, Imbucdons to Bidders. Technical
Specifications & Conditions, Insurance, Safety & Health Requirements, Bid Form, and any other documentation for
VEHICLES —ANNUAL CONTRACT
and further agrees to furnish all Items listed on the attached Bid Form in accordance with the unit price(s) submitted. The
above specified documents are herein Incorporated Into the Bid Form and shall be defined as the contract documents.
Pleass Nos: For bid evaluation purposes, award will be based an the lowest total of the following vehicle and dealer
Installed option purchases, calculated at the parcarri discount (for vehicles) and percentage merkyup (for dealer
hwWkd options) submitted by each blddar. These quantFlfes and descriptions am not actual and may vary
considerably. They am only given as a nseans of determining 1 calculating the lowest responsive, responsible
bidder.
PERCENTAGE DISCOUNT OFF OF FORD FACTORY tHVOICE (NEW VEHICLE PURCHASES) _ %
PERCENTAGE MARKUP ON DEALER INSTALLED OPTIONS , __,_%
Reminder. From the date of the purchase order, the bidder &hall hews ninety (00) days to deliver (Including
acceptance) normal production vehicles and ww hundred twenty (1201 days to deliver (including acceptance)
vehicles with dealer Installed options.
NOTE: In accordance with Florida Statue&, Section 119.071(1)(b)2: Sealed bids, proposals, or replies received by an agency
pumuant to a competitive solicitation are exempt from a. 119_071(1Nb)2 and a. 24(a), An. I of the State Constitution except
as provided by Florida Statutes 255,0518, until such time as the agency provides notice of an Intended decision or unti130
days after opening the bids, proposals, or final replies, whichever Is earlier. Upon release of the Intended decision, If you
wish to obtain the quote results, you may do so by visiting our Webslle at l r: urchasin,hids.charinitecounhl,, owl under
"Purchasing Bide Online", document number 215414. No Information regarding the submatai will be divulged over the
telephone.
Name of Bidder.
(This form to be returned)
16 Bid No. 2d2100DS41
tt notified of the acceptance of this bid form the undersigned agrees to execute a Contract for the stated compensation In the
form as prescribed by the County, within the time constraints outlined In Instructions to Bidders.
The signature below is a guarantee that the Bidder will not withdrew his/her bid for a period of sixty (60) days after the
scheduled time for opening the bids.
In accordance with section 287.135, Florida Statutes, the undersigned certifies that the company Is not on the Scrutinized
Companies with Activities In Sudan List, the Scrutinized Companies with Activities In the Iran Pe"Istim Energy Sector List,
and does not have business operations In Cuba or Syria (If applicable) or the Scrutinized Companies that Boycott Israei List,
or is not participating In a boycoft of Israel.
AN contract documents (IA.; paAormanu and paymant bond, caahter's check, bid bond) shall ba in the name at
"ChadoW County".
The undersigned acknowledges receipt of the following addenda, and the cost, If any, of such revisions has been included in
the price bid.
Addendum No. _, Dated_; Addendum No. �, Dated—; Addendum No. Dated
Addendum No. _, Dated_; Addendum No. Dated_; Addendum No. _, Dated
HOLD HARMLESS AGREEMENT: The bidding firm as Indicated below, through the signing of this document by any
authorized party or agent, Indemnffy, hold harmless and defend Charlotte County, a political subdivision of the State of
Florida, its officers, agents, employees, and volunteers from all suite and actions, Including attorneys fees and all costs of
Iltigation and Judgment of every name and description brought against the County as a result of lose, damage a Injury to
person or property by reason of any act or failure to act by the bidding firm, its agents, servants or employees.
Type of Organization (Pies" Check One): Individual Ownershlp _ Joint Ventura
Partnership _ Corporation _
Name of Bidding Flmt _
Mailing Address
Location Address
Cray a State
Telephone: Fax Number: Einag:
Signature of person authorized to bind the Compai
Print Namerritle of person authorized to bind the Company:
Date:
(this form to be mtumad)
ZIP
17 Bid No. 2021000541
SOURCE OF SUPPLY AND SUBCONTRACTORS
The following sources of supply and subcontractors shall be used for the VEHICLES — ANNUAL CONTRACT pre)ec1. If
bidder does riot have a source of supply or subcontractor, Insert 'to be determined'. When a source or subcontractor Is
determined, selection will be subject to County approval. (t not applicable, state WA).
Source of Supply
DRUG FREE WORKPLACE FORM
Subcontractor(s)
The undersigned vendor In accordance with Florida Statute 287.087 hereby certifies that
(name of bushass) does:
t. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use
of a controlled substance Is prohibited In the workplace and specifying the actions that will be taken against
employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the buslness's policy of maintaining a drug -free
workplace, any available drug counee8ng, rehabllltalon, and employee assistance programs, and the penalties that
may be Imposed upon employees for drug abuse violstions.
3. Give each employee engaged In providing the commodites or contractual services that are under bid a copy of the
statement specified in subsection (1).
4. In the statement specified In subsection (1), notify the employees tha4 as a condition of working on the commodities
w ocontractuai services that are under bid, the employee will abide by the terms of the statement and will notify the
employer of any conviction of, or plea of gully or nolo contenders to, any violation of Chapter M or of any controlled
substance law of the United States or any state, for a vlolaflon occurring In the workplace no later than five (5) days
altar such oorwollon.
S. Impose a sanction on, or require the satisfactory participation In a drug abuse assistance o rehabilitation program It
such Is available In the employee's community, by any employee who Is so convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through Implementation of this section.
As the person authorized to sign the statement, I certify that this firm compiles fully with the above requirements.
Signature
Dated
Name of Bidder: _
(Thte form to be returned)
1e
Bid No. 2021000541
File tlk 2021-2733
DEPARTMENT MAKING REQUEST
Budget & Admin Services
Charlotte County
Agenda Rem Summary
Agenda Deb: 9/1402021
Title
21-541, Award, Vehicles - Annual Contract (Fleet)
REQUESTED MOTIONIACTION
comlwsWn ch&A YR,
Room 11e
Isso0Mumod Web
Port Chvlotle, FL 33848
CheAoeeCoumyn..eov
Agenda Item #: 13.
Recommended Action:
a) Approve award of Request for Bids #21-641, Vehicles - Annual Contract to Bartow Ford, for a
4.27% discount off of Ford Factory Involve, and a 0% mark-up on dealer Installed options. Term of
contract is from October 1, 2021 through and Including September 30, 2022; and
b) Authorize the County Administrator to approve the renewal options for up to two additional one-
year terms, at the same prices, terms, and conditions, by mutual consent. This annual contract allows
for the purchase of Ford vehicles on an as needed basis.
Budgeted Action:
No action needed. Purchases will be facilitated by Fleet, and then charged to the department as
budgeted in the FY2022 budget process.
BACKGROUND (Why Is this Action Necessary, and What Action will be accomplished)
Background:
This is an annual contract that allows for the purchase of Ford vehicles on an as needed basis.
Contractors bid a percentage discount off of the Ford Factory Invoice, and a percentage mark-up on
dealer Installed options. Bartow Ford was the lowest responsive/responstble bidder, which is the
highest discount.
P�b ftk - 1
Laca88n 1manne' I
IDasaiption •
1% Discountoff of Ford Facton, Invoice
1% Mark-up on Dealer Installed Options
CHARLOTTE COUNTY BOARD OF COMMISSIONERS
OFFICIAL BID TABULATION
ANNUAL CONTRACT FOR VEHICLES
BID NO.2021000UI
DUE DATE AUGUST 11, =1 DEFT: FLEET
Tmnlaml Fad, Im Bartow Fad
Naples, FL Bartow. FL
2.25%
9.00 %
4.27%
0.00%
Yftm es: KatlAeen Undoa* CPPS. Coact Sped" and Stacey Trowbridge, Contract Specialist
r,
INTEGRITY•TRLIST•HONESTY
___ _ StecSt
We're 011Ferent ff e II Prove III
nn oi2021
Charlotte County Purchasing Division
Kimberly A. Corbett, C.P.M.,CPPB
Senior Division Manager - Purchasing
18500 Murdock Circle
Part Charlotte, Fl. 33948
R": BID 2021000541, VEHICLES - ANNUAL CONTRACT
I'nrlow Ford will extend the Ford 5-year 60,000-mile limited powerlrain warranty to 5-years, 100,000 miles on
the following fleet vehicles for no additional charge:
Model Yew F-150 (Excluding Raptor)
Model Year Super Duty (F-250 through F-600, pickups, and chassis cabs)
Model Year F•59 Stripped Chassis
Model Year F-53 Stripped Chassis
- - Model Year Transit (Excluding E-Transit)
Model Year Transit Connect
Model Year E-Series
'his limited powenrain warranty will be included In Bartow Ford's bid price for no additional charge. This
extension applies to both gas and diesel powerhains.
If you have any questions or need any additional information, please feel free to contact me any time.
Aesprrtfully yours
Richard Weissinger
U,minrercial Fleet Sales
LVEHICLES
—ANNUALCONTRACT
BIO NO.2M000541
TO- Senior Division Manager - Purchasing
Board of County Commissioners
Charlotte County Administration Center
18500 Murdock Clmle,
Port ChadoOe, FI. 33MB-1094
The undersigned, as bidder, does hereby declare that he has reed the Request for Bide. Instructions to Bidders, Technical
Specifications & Conditions, Irrsurence, Safety & Health Requirements, Bid Form, and any other documentation for
VEHICLES —ANNUAL CONTRACT
and further agrees to furnish all items listed on the attached Bid Forth in attendance with the unit prl*s) submitted. The
abnve specified documents are herein incorporated Into the Bid Form and shell be defined as the contract documents.
Please Note: For bid evaluation purposes, award will be bawd on the lowest total of the following vehicle and dealer
installed option purchases, calculated at the percentage discount (for vehicles) and percentage mark-up (for dealer
Installed options) submitted by each bidder. These quentHias and deeodpllons are not actual and may vary
considerably. They are only given as a means of determining I calculafhp the lowest rasPonsive, responsible
bidder.
PERCENTAGE DISCOUNT OFF OF FORD FACTORY INVOICE (NEW VEHICLE PURCHASES) 4.27 %
PERCENTAGE MARK-UP ON DEALER INSTALLED OPTIONS 0.00 %
Reminder: From the data of the purchase order, the bidder shall have ninety (90) days to deliver (Including
acceptance) normal production vehicles and one hundred twenty (120) days to deliver (including acceptance)
vehicles with dealer Installed options.
NOTE: In accordance with Florida Statues, Section 119.071(1)(b)2: Sealed bids, proposals, or replies received by an agency
pursuant to a competitive solicitation are exempt from a. 119,071(1)(b)2 and s. 24(a), Art. I of the State Constitution, except
as provided by Fonda Statutes 255.0818, until such time as the agency provides notice of an Intended decision or until 30
days after opening the bids, proposals, or Mel replies, whichever is earlier. Upon release of the Intended decision, 8 you
wish to obtain the quote results, you may do so by visiting our Webslte at h#01c.0 q;La9njIbIds.cheno (ea liatWtoo it under
'Purchasing Bids Online', document number 216414. No information regarding the submittal will be divulged over the
telephone.
Name of Bidder: Bartow Ford Co
(Thls loner to be returned)
16 Bid No. 2021000641
SOURCE OF SUPPLY AND SUBCONTRACTORS
The following sources of supply and subcontractors shall be used for the VEHICLES - ANNUAL CONTRACT project. It
bidder does not have a soume of supply or subcontractor. Invert'to be determtried'. When a source or subcontract, Is
d1 ontrried, selection will be subject to County approval. (N not applicable, state NIA).
Bourn of supply
1. EMERGENCY 6 WARNING LIGHTING
BEDIJNERB
2.TRAII.ERI r
UTILITI'✓( Ur BODIES
3. CRANES
DUMP BODIES
a. uFrGATES
T�JR�UQCKK & VA(yN/JA{C,�C'ESSORIES
5: Ss�llit�rAf�IS MANUALS
REAR MOUNTED CAMERA
&60wftacmr(s)
SOUNDOFF I FED SIG I NOVA
2 FORD/DRAW
17dI;rl3:T J"iW_TR4 TT'
INSTALLED ITEM
The undersigned vend, in accordance with Flodds Statute 287.087 hereby cerfi ise that Bartow Ford Co
(name of business) does:
I Publish a statement notifying employees that the unlawful manufacture, distribution, dlspenaing, possession, or use
of a controlled substance Is prohibited in the workplace and specifying the actions that will be taken against
employees for violations of such prohibition.
2 Infomr employees about the dangers of drug abuse in the workplace, the business's poky of maWalning a drug -tree
workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the ponahies that
may be Imposed upon employees for drug abuse violations.
,. Give each employee engaged In providing the commodities or contractual services that are under bid a copy of the
statement specified In subsodion (1).
4 In the statement spedited In subsection (1), notify the employees that, as a condition of working on the commodities
, commctual seMces that are under bkl, the employee wf3 abide by the terms of the statement and will notify the
employer of any conviction of, or plea of guiity or nolo contenders to, any vloletlon of Chapter 893 or of any controlled
substance law of the United States or any stale, for a violation occurring in the workplace no later than five (5) days
after such convcton.
G. Impose a sendlon on, or require the satisfactory participation In a drug abuse assistance or reheblfsa8on program If
such is evallabie in the employee's community, by any employee who is so convicted.
Make a good faith ~ to mnt(nue to maintain a drug -free workplace through Implementation of this section.
Ps His. pawn authorized to sign the statement, I cerdfy that this firm complies fully with the above requirements.
Signature
Dated DB/10f2021 _
k'xire of Bidder: Bartow Ford Cc
- — -- (This form M be ratumed)
1e Bid No. 2021000Ul
II nolited of the acceptance of this bid form, the undersigned agrees to execute a Contract for the stated compensation In the
form as prescribed by the County, within the time constraints outlined in Instructions to Bidders.
"Ihe signature below Is a guarantee that the Bidder will not withdrew hterher bid for a period of stilly (60) days after the
scheduled time for opening the bide.
In accordance with section 287.135, Florida Stables, the undersigned certifies that the company Is not on the Scrutinized
Companies with AcRAM In Sudan List, the Scrutinized Companies with Acdvit" in the Iran Petroleum Energy Sector List,
and does no have business operations in Cube or Syria if applicable) or the Scrutinized Companies that Boycott Israel List,
or is not participating In a boycoe of Israel.
All contract documents (i.e.; performance and payment bond, cashler's check bid bond) shell be In the name of
•Charlotte County".
the undersigned acknowledges receipt of the follmving addenda, and the cost, d any, of such revisions has been induced in
the price bid.
Addendum No. DatedZEL12P1 Addendum No. Dated_; Addendum No. _, Dated
A.ddenrklm No. _, Dated__ Addendum No. � Dated_ ; Addendum No. Doled
rIOLD HARMLESS AGREEMENT: The bidding firm as indicated below, through the signing of this document by any
authorized pony or agent, indemnify, hold harmloss and defend Charlotte County, a political subdivision of the State of
Florida, its of8cere, agents, employees, and volunteers from all suits and actions, including amomey'a few and ail costa of
litigation and judgment of every name and description brought agabul the County es a result of bee, damage or Injury to
person or property by reason of any act or failure to act by the bidding fimn, its agents, semanu or employees.
Type of Organization (Please Check One): Individual Ownership _ Jolnt Venture _
Partnership _ Corporation X
Name of Bidding Firm Bartow Fad Co
Malling Address 2800 US Hwy 98 North
Location Address ;! 00 US Hwy 98 North
city &state _ BaAow FL_.._____—_—.__ _ — _. _ 23P 33830
Telephone: 813-477-OD52 Fa: Number: BS&SSS-1038 .. E+nall: thefordhuWcgu mall.com
eignature of person authorized to bind the Company: Ridrerd Welasi gar
Print Namerritie of person authorized to bind the Company: CommerclW Float Sales
Date: oehO2mi _ _.. .._.. _
(This toms b be retumed)
11. Bid No. 2021000541
N
SOURCE Of SUPPLY AND SUBCONTRACTORS
The following sources of supply and subcontractors shell be used for the VEHICLES — ANNUAL CONTRACT project If
bidder does not have a source of supply or subcontractor, Insect 'to be determined'. When a source or subcontractor is
determined, selection will be subject to County approval. (if not applicable, state WA).
Source of Supply
1 EMERGENCY& WARNING LIGHTING
BEOLINERS
2.TR�_LER HITgi.
CUTI�TIILALIINTY & STAKE BODIES
IS
3 Dl1MP BODIES
4. LIFTGATES
TRUU�C�jKp& VAN ACCESSORIES
5 S�KVIC:[ 5 YliR I S MANUALS
REAR MOUNTED CAMERA
Bubcontratftor(s)
1 WHELEN I SOUNDOFF I FED SIG I NOVA I STAR
FORD / DURA LINER / RHINO LININGS I LINER
2. FORD / DRAW TIGER I REESE
KNAPHEIDE I READING / PREMIER
S. VENTURO/AUTO CRANE/LIFT MOORE
KNAPHEIDE I RUGBY I VENCO/GODWIN
4... TOMMY GATE / WALTC0
(�{M��ATER RACK I RANGER / M3DIEN STEEL
5. FfELi$///JOTTOI GAMBER
THIS IS NOW A FACTORY INSTALLED ITEM
DRUG FREE WORKPLACE FORM
The undersigned vardor In accordance with Florida Statute 287.087 hereby card ies that Bartow Ford CO
(name of business) does!
1 Publish a statement ratifying employees that the unlawful manufacture, distribution, dispensing, possession, or use
of a controlled substance is prohibited In the workplace and specifying the actions mat will be taken against
employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse In the workplace, the bualness's policy of maintaining a drug -free
workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penehies that
may be Imposed upon employees for drug abuse violations.
:�. Give each employee engaged In providing the commodities or contractual services that ere under bid a copy of the
statement specified In subsection (1).
4 In the statement specified In subsection (1), notify the employees that, as a condition of working on the commodities
or contractual services that are under bid, the employes wig abide by the terms of the statement and will notify the
employer of any conviction of, or plea of guilty or nolo oontendero to, any vloledon of Chapter 893 or of any controlled
substance law of the United States or any state, for a violation occurring In the workplace no later then five (5) days
after such oonvkdion.
5. Impose a sanction on, or require the satisfactory participation In a drug abuse assistance or rehabill agon program S
such Is available In the employee's community, by any employee who Is so convicted.
Make a good faith effort to continue to maintain a drug4me workplace through Implementation of this section,
the person authorized to sign the statement, I certify that this firm complies fully with she above requirements.
Signature
Dated O8110/2021
hurt'%& of Bidder: Badow Ford Co
T is torm to bs retu nso)
18 Bid No. 2021000541
CHARLOTTE COUNTY BOARD OF COMMISSIONERS
ifo.Vkk
OFFICIAL BID TABULATION
ANNUAL CONTRACT FOR VEHICLES
W
BID NO.201S000500
DUE DATE:
2016
DEPT. FLEET
o �Conpany NaP .
I
F DON OASOAR7H CHARLOTTE COUNTY FORD
Location ►
I of Barlow. FL
of Pot Chedo0e, FL
poscripthm
DlSoountoft of Ford Fack,,v Involoe
4.05%
I
0.75%
1% Mark-up on Dealer Instaped OOdons
1 0.00%
&50%
A Bid was reoeWed from Desoto Auto Map. IM, which was deemed nonresponsive
WMassea: KalNeen Lindback, CPPB, Contract Spadalist and Art Markham. Contract Spedapst