HomeMy WebLinkAboutCity of Tamarac Resolution R-2014-109Temp. Reso. #12549
September 9, 2014
Page 1 of 5
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-2014/ 0 q
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF TAMARAC, FLORIDA, AUTHORIZING THE
APPROPRIATE CITY OFFICIALS AWARD THE PURCHASE
OF A REPLACEMENT TRAILER MOUNTED VACUUM
MACHINE FROM SEINER EQUIPMENT COMPANY OF
AMERICA (SECA) FOR UNIT NUMBER 0857, UTILIZING
THE NATIONAL JOINT POWERS ALLIANCE (NJPA)
COOPERATIVE PURCHASE AGREEMENT FOR TRAILER
MOUNTED VACUUM MACHINES; AUTHORIZING AN
EXPENDITURE IN AN AMOUNT NOT TO EXCEED
$145,575.65 FROM THE APPROPRIATE ACCOUNTS;
PROVIDING FOR CONFLICTS; PROVIDING FOR
SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, funding will be appropriated from contingency in the Water and Sewer
Fund in the FY15 Budget for the replacement of a Trailer Mounted Vacuum Machine (Unit
Number 0857); and
WHEREAS, the timely replacement of City vehicles and equipment is necessary in
order to ensure the effective and efficient delivery of services by City departments; and
WHEREAS, Sewer Equipment Company of America (SECA) is the only vendor able
to meet the City's specifications for a Trailer Mounted Vacuum Machine; and
WHEREAS, City of Tamarac Code, §6-148 (b) permits Purchasing and Contracts
Manager to purchase equipment from single source vendors; and
Temp. Reso. #12549
September 9, 2014
Page 2 of 5
WHEREAS, City of Tamarac Code, §6-148 (d) allows the Purchasing and Contracts
Manager the authority to waive purchasing procedures and purchase equipment which is
the subject of cooperative purchasing programs; and
WHEREAS, it has been proven in the marketplace that formal competitive bids
available for cooperative purchase provide the lowest prices as well as the most efficient
method for purchasing vehicles and heavy equipment; and
WHEREAS, approval and award of City -issued competitive bids, if utilized, shall be
subject to City Manager and/or City Commission approval per City of Tamarac Code §6-
148 (d); and
WHEREAS, the Director of Public Services, Director of Financial Services, and
Purchasing and Contracts Manager have determined that it is in the City's economic
interests to purchase a Trailer Mounted Vacuum Machine to replace City Unit Number
0857 utilizing a current agreement available through the National Joint Powers Alliance
(NJPA) for cooperative procurement of Trailer Mounted Vacuum Machines, included herein
as "Exhibit 1 "; and
WHEREAS, Sewer Equipment Company of America (SECA), was awarded the bid
for Trailer Mounted Vacuum Machine units by National Joint Powers Alliance (NJPA); and
WHEREAS, the City has received a bid price of $145,575.65 from Sewer Equipment
Company of America (SECA) Inc., for the purchase of a Trailer Mounted Vacuum Machine
Temp. Reso. #12549
September 9, 2014
Page 3 of 5
based on the contract pricing; and
WHEREAS, the Purchasing and Contracts Manager has conducted a marketplace
review, pursuant to Section 6-148 (d) of the Tamarac Procurement Code, and has
determined that the National Joint Powers Alliance (NJPA) Cooperative Purchase
Agreement is currently the most financially advantageous agreement in place at this time;
and
WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in
the best interest of the citizens and residents of the City of Tamarac that the appropriate
City Officials award a purchase in the amount of $145,575.65 to Sewer Equipment
Company of America (SECA), for the replacement of Unit Number 0857, Trailer Mounted
Vacuum Machine as identified in "Exhibit 2" herein, utilizing the current cooperative
purchase agreement available from the National Joint Powers Alliance (NJPA).
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF TAMARAC, FLORIDA, THAT:
SECTION 1:
The foregoing "WHEREAS" clauses are hereby ratified and
confirmed as being true and correct and are hereby made a specific part of this resolution
upon adoption hereof and the exhibits referenced and attached hereto are incorporated
herein and made a specific part of this resolution.
SECTION 2:
The appropriate City Officials are authorized to award a
purchase in the amount of $145,575.65 to Sewer Equipment Company of America (SECA),
Temp. Reso. #12549
September 9, 2014
Page 4 of 5
for the replacement of Unit Number 0857, a Trailer Mounted Vacuum Machine, identified in
"Exhibit 2" herein, utilizing the current cooperative purchase agreement available from the
National Joint Powers Alliance (NJPA).
SECTION 3:
Funds totaling $145,575.65 will be funded by contingency within
the Water and Sewer Fund in the Fiscal Year 2015 Budget for the purchase of the
replacement of Unit Number 0857, a Trailer Mounted Vacuum Machine.
SECTION 4:
An expenditure in the amount of $145,575.65 to Sewer
Equipment Company of America (SECA), for said purpose is hereby authorized.
SECTION 5:
All Resolutions or parts of Resolutions in conflict herewith are
hereby repealed to the extent of such conflict.
SECTION 6: If any provision of this Resolution or the application thereof to
any person or circumstance is held invalid, such invalidity shall not affect other provisions
or applications of this Resolution that can be given effect without the invalid provision or
application, and to this end the provisions of this Resolution are declared to be severable.
SECTION 7:
passage and adoption.
This Resolution shall become effective immediately upon its
1
PASSED, ADOPTED AND APP
ATTEST:
,CMC
CITY CLERK
-I HEREBY CERTIFY THAT I HAVE
APPROVED THIS RESOLUTION
AS TO FORM
8AMUEL S. GOREN
CITY ATTORNEY
i
Temp. Reso. #12549
September 9, 2014
Page 5of5
ROVED this day of , 2014.
RRY DRESSLER
MAYOR
RECORD OF COMMISSION VOTE:
MAYOR DRESSLER V-1
DIST 1: COMM. BUSHNELL
DIST 2: VICE MAYOR GOMEZ
DIST 3: COMM. GLASSER�
DIST 4: COMM. PLACKO i
www.njpocooporg
Date of opening: February 21, 2014
"EXHIBIT 1"
TR #12549
Proposal Opening Witness
JPA
National Joint Powers Alliance
200 First Street NE
rtot?lr s, MN 56479
The witnesses signed below hereby witness they were present on the above date and in witness of the public
opening of all responses received to the Request For proposal #022114 for the procurement of SEWER
VACUUM, HYDRO -EXCAVATION AND/OR STREET SWEEPER EQUIPMENT WITH RELATED
ACCESSORIES AND SUPPLIES by NJPA and NJPA Members.
Proposals are evaluated first on responsiveness then on the other criteria included in. the RFP. Responsiveness
consists of the following criteria:
1. Was the response received prior to the deadline of submission?
2. Was the response properly packaged and addressed?
3. Did the response contain the proper bid bond?
4. Did the response include documents with original signatures that were required?
Responses were received from the following:
Atlantic Machinery, Inc. — received 2/17/14 at 11:19am
Bidder deemed responsive
Envirosight, LLC — received 2/19/14 at 11:40am
Bidder deemed responsive
Federal Signal Corporation --- received 2/19/14 at 1:16pm
Bidder deemed responsive
Gap Vax, Inc. — received 2/20/14 at 11:00am
Bidder deemed nonresponsive
Forms — no electronic copy
Global Environmental Products, Inc. — received 2/17/14 at 12:34pm
B idder deemed responsive
Gradall Industries, IncJVacall Product Line —received 2/18/14 at 11:1 Sam
Bidder deemed responsive
HimVac Corporation -- received 2/20/14 at 11:0.1 am
Bidder deemed responsive
RapidView, LLC — received 2/20/14 at 11:00am
Bidder deemed responsive
Ring-O-Matie, Inc. — received 2/20/14 at 11:04am
Bidder deemed responsive
SB Manufacturing, Inc. — received 2/12/14 at 9:24am
Bidder deemed responsive
Sewer Equipment Co. of America received 2/17/14 at 11:06am
Bidder deemed responsive
r&ft-,L•~�`"-~--%- Vtluipment Ca. — received 2fZ4/14 at 11:01am
nned responsive
www.nipacoop.org
wPacooP•onJ
Responses continued
National Joint Powers Alliance
Super Products, LLC -- received 2/18/14 at 11:14am
Bidder deemed responsive
Thompson Pump & Manufacturing Co., Inc. -- received 2/19/14 at 1:16pm
Bidder deemed non -responsive -out of scope
WITNESSES:
e
2/21/04
Mo tofer, CPPC, Bids WContracts Officer, NJPA
2/21/14
Tracy Plinske, Contracts Specialist, NJPA
N
2/21/14
ila
istoffersen, Administrative Specialist, NJPA
c. /
.._._.2: 21 /14
Kelly Busker, Administrative Specialist, NJPA
200 Fi fst Strer,.t N P
19a Ics, MN 56479
SEWER VACUUM, HYDRO -EXCAVATION, AND/OR STREET SWEEPER EQUIPMENT
WITH RELATED ACCESSORIES AND SUPPLIES
The following advertisement was placed in the Minneapall ,INN Star Tribune an January 9,, 2013 and January 16,
2014 and Oregon's Daly Journal of Commerce on January 10,, 2014, The Salt Lake Tribune on January 9, 4 and
on the TPA website wwwnioacoon4om, Onvia website ww &D ,
� Notice to Bidders es�t
w . tl etb.1ddgrj..,cg.M, P bli Purchase.ca , Merx and Biddi * 4
The National Joint Pagers AllianceO (NJPA), on behalf of NJPA and Its current and potential Member agencies to
include all Government, Higher Education, K12 Education, Non -Profit, and all other ,public Agencies located
nationally in allfifty states and ateat ll bete r�atla It hl a es r c► xl ` t re It In a
national contract solution for the procurement of SEWED' VACUUM, HYDRO-EXCAVA TION, ANDIOR. STREET
WEEPER EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES. Details of this RFP are available beginning
Januory 9, 2014 and continuing until February 13, 2014.. Details may be. obtained by letter of request to moureen
Knight. NJ A,, 202 12th Street Northeast, P.O. Box 219,, Staples, MN , or by e-mail t ' ac mar _
Proposals will he received until February 2 , 2014 at 430 p.m. Central Time at the above address and opened '
February .2 , 201.4 at 8:00 A.M. Ce n teal Time.
RFPs were requested from and distributed to:
Alamo Group, Inc Atlantic I a chir ry, Inc,
Federal SII.Rnal Corp. Grad a11 Industries, Inc.
zainni Bayer Ford Trui cks
CAR Operations Cobra Technologies
EKA Envirdsi.ghat, LL
dap Va,XLInc, Global Environmental: Products, Inc,
HI -Vac Corporation Hol- ac Corp. Pac-Mac
Ingram Equipment Co., LLC Johnston forth America
Macdonald Equipment Co. NliteHawk sweepers.
Prime Vendor Inc. Rapid le , LLC
Ring-O-Matic, _Inc. Sanitat on Products, Inc,
S.8 Manufacturing,. Inc. Sewer Equipment company of America
SFG Road Maintenance Stewart -Amos Equipment Co.
Super Products LLC T s co
Thompson PUMP &Manufktuflng Co. Inc. Vector Technologies, Ltd.
Warne Sweepers
202 1to,.Street P.O. Boy 219 * staples, MN 56479 * w..n pa'coop or
Bids were opened on February 21, 2014 at the NJPA offices located at 202 12th Street Northeast in Staples,
Minnesota 56479. Bids were received from the following:
Atiantic Machinery, Inc
Envirosight, LLC
Federal Signal Corporation
Gap Vax, Inc.
Global Environmental Products, Inc.
Gradall Industries, Inc./Vacall Product Line
Hi -Vac Corporation
RapidView, LLC
Ring-O-Matic, Inc.
SB Manufacturing, Inc.
Sewer Equipment Co. of America
Stewart -Amos Equipment Co.
Super Products, LLC
Thompson Pump & Manufacturing Co., Inc.
Bids were reviewed by the Proposal Evaluation Committee consisting of:
Ginger Line, CPPB, NJPA Contract Specialist
Gregg Meierhofer, CPPO, NJPA Bids and Contracts Officer
Tracy Plinske, NJPA Contract Specialist
Keith Hanson, CPA, NJPA Accounting Manager
Maureen Knight, BBA and JD, NJPA Contracts and Compliance Manager
The findings of the Proposal Evaluation Committee are summarized as follows:
The Proposal Evaluation Committee used the established NJPA RFP evaluation criteria and determined that Gap
Vax, Inc. and Thompson Pump & Manufacturing Co., Inc. did not meet Level One Responsiveness. Gap Vax, Inc. had
missing electronic files and Thompson Pump & Manufacturing, Inc. was deemed Out Of Scope. All other
responders did met Level One Responsiveness and Level Two Responsiveness.
Hi -Vac Corporation provided an exceptionally strong overall response with very competitive pricing and
demonstrated exceptional industry and marketplace success. They also manage a nationwide sales force and utilize
an extensive dealer network for sales, training and service. They offer a wide array of products and equipment for
use in wastewater and storm sewer maintenance, lead pickup, road spill response and hydro -excavation including
Aquatech combination jet/vac cleaning equipment, O'Brien Jet cleaning equipment and a full range of X-Vac Hydro
Excavation equipment.
Atlantic Machinery, Inc. provided strong overall response with very competitive pricing and demonstrated an
exceptional ability to sell and service nationwide through their large sales and service network. They offer a wide
variety of quality products including combo jet vacuums, basin cleaners, rodders, pumper trucks and a variety of
street sweepers from VacCon, Schwarze and Cues.
Sewer Equipment Co. or America submitted a strong overall response with very competitive pricing and offered a
wide variety of products and equipment including enclosed and heated jet trucks, jet trailer nozzles, rodder trucks
and trailers, bucket machines and easement machines. They also exhibited a solid ability to sell and service
nationwide.
202 12thStreet NE * P.O. Box 219 9 Staples, MN 56479 9 www.nj'pacoop.org
RapidView., LL : provided a solid overall response with competitive pricing, great: selection of products and the
ability to sell_aod service nationwide through established dealerships. Th-e offered nigh duality sewers water,
industrial and other pipeline inspection cameras, :sewer Inspection software and sewer pipe rehabilitation robotics..
r dall Industries, Inc. submitted solid overall response with competitive Pricing and strong industry and
marketplace success along: with the ability to sell and service nationwide through their large dealer network.
Through Gradall/Vacall they offer a specialized lire of vacuum trucks, combo unites, street sweepers and catch
sins
Federal s*final Corp. provided a solid overall response with competitive Pricing, exception industry and marketplace
success, and a demonstrated ability to sell and service nationwide through their very extensive dealer network
including f in d ' a for dealers n y f'ered a full range o � 1'� -an" .a � �r ��c� and her tiv sir sw e �
produ
cts in various suesand quality nib pressure seer clea_ ners,
Super Products, LLC lead a good response with very competitive pricing and the ability to sell, service and strongly
market nationwide. They offer unique, nigh quality equipment sewer and catch basin cleaner, ejector,
and hydro excavation products. In addition to the purchase of products, they also submitted a rent to own option,
n iro i nt, L hard a good response with competitive pricing and the abllity � sell, er�i e, and market across the
U.S. thrown an established dealer network. They offer a variety or serer inspection equipment Including
panoramic cameras and pipe cutters to inspect underground infrastructure.
For these reasons the SPA Pro osal Preview Committee recommends award o )PA #011014 to
Atlantic Machinery, Inc 02 14-AMI
Envilrosight, LLB 022014-EVS
Federal Signal Corporation o o1 -FCC
€era all Industries, Inc. 022014-GRD
HI -Vac Corporation 0220141-HVC
Rapid ie , LLC 022014-RVL
Seder Equipment Co, of America 014-S A
Super -Products, LLC 02 0:1-SPA.
Gin Line , ll' o tray specialist Date
Greggernof r, CPP90
P,
IPA, Bids and Contracts Officer
Tracy Plin , JPA Contracts specialist
Keith Manson, CPA, NiPA Accountinig Manager
Maureen Knight, BBA & JD,)PA Contracts and Compliance, Manager
Date
Date
0z Ll
Dace
212.1hStree NE # P.O. Box 219 * Staples, IVIN S6479 9 www.nj*pacoop.org.
Regular Meeting &Retreat Minutes of the
NATIONAL JOINT POWERS ALLIANCEOO
Board of Directors
Tuesday, March 18, 2014
Executive Conference Room
Chair Wolden called the Regular Board meeting to order at 5:53 p.m, with the following members
present: Brian Lehman, Mike Wilson, Wayne Woiden, Mary Freeman, Scott Veronen, and Barb
Neprud. Also present were Mary Klamm, Ex-officio; Chad Coauette, Susan Nanik, .Paul Drange, Diana
Pihlaja, David Jessop, Paul Anderson, Misty Myers, and Deb Cervantez, NJPA staff.
Ms. Neprud moved, seconded by Mr. Veronen to accept the agenda as amended. Motion carried.
Mr. Lehman moved, seconded by Mr. Wilson to accept the minutes of the Regular Board Meeting held
on February 18, 2014. Motion carried.
Ms. Pihlaja presented the monthly Financial Reports.
Ms. Neprud moved, seconded by Mr. Veronen to accept the Resolution of Signed Authority. Motion
carried.
Mr. Wilson moved, seconded by Mr. Lehman to approve the check register and Treasurer's Report of
Cash, Revenues, and Expenditures and to pay al.l vendor disbursements #80940 to #81170, Motion
carried.
Mr. Lehman moved, seconded by Ms. Neprud to approve all Wire Transfers #243 to #259. Motion
carried.
Mr. Lehman moved, seconded by Mr. Wilson to accept the Consent
Agenda as follows:
Updated Membership Agreements Members added February
1-28, 2014
Approve Authorization to Re -Bid:
o Facilities, Maintenance, Repair and Operating Related
Supplies
o Ag Tractors and Implements with Related Equipment
and Accessories
Approve Bid Evaluation Committee's Recommendation that no responders be awarded RFP
#013014 for Medication Therapy Management (MTM) Services and/or other Health Related
Screenings
• Approve Bid Evaluation Committee's Recommendation to Award RFP #022014 for Sewer
Vacuum, Hydro -Excavation, and/or Street Sweeper Equipment with Related Accessories and
Supplies to:
o Atlantic Machinery, Inc.
022014
o EnviroSight, LLC
022014
o Federal Signal Corporation
022014
o Gradall Industries, Inc.
022014
o Hi -Vac Corporation
022014
o RapidView, LLC
022014
o Sewer Equipment Co. of America
022014
o Super -Products, LLC
022014
Approve Bid Evaluation Committee's Recommendation to Award RFP #031814 for Power ezIQC
in Kansas to:
o
The
Wilson
Group
KSOIE-031814
o
Kellogg Brown Root
o
The Wilson Group
• Approve Bid Evaluation Committee's Recommendation to Awa
Sand
Diego and Riverside Counties, California to:
o
ABC Construction Co., Inc.
o
Grondin Construction, Inc.
o
Tiller Constructors
• Approve Bid Evaluation Committee's Recommendation to Awa
West
Central Florida Housing to:
o
Johnson-Laux Construction, LLC
o
GFH Enterprises, Inc.
o
Bayshore Contracting Corporation
• Approve Renewal of Agreements with
o
See Appendix A
• Approve ezIQC Renewal of Agreements with
o See Appendix B
Motion carried.
KS02 E-031814
KS01 W-031814
rd RFP #031814 for ezIQC in
CA-SD01-031814
CA-SD02-031814
CA-RS01-031814
rd RFP #031114 for ezIQC in
FL-WCH01-031114
FL-WCH02-031114
FL-WCH03-031114
Mr. Jessop gave the Risk Management update and reviewed minutes of the March 12, 2014 RMPEC
meeting.
Ms. Neprud moved, seconded by Mr. Veronen to:
• Approve refunding the PSIP account balances of Bertha Hewitt ISD, Mid -State Education
District, Pequot Lakes ISD, Pillager ISD and Northland Community Schools
• Approve the July 1, 2014 health insurance renewal at an overall 0.13% increase in rates
• Approve moving the cost of the dental subsidy out of the operating budget and into the RSR
beginning with the FY 2014-2015 budget year
• Approve the July 1, 2014 dental renewal with $4,50 per contract per month subsidy
• Appoint Andrew- Nelson as the School labor Representative on the. N]PA Risk Management
Executive Committee
Motion carried.
Mr. Anderson gave an update on the Contract Purchasing department and discussed National
Procurement Month,
Mr. Drange gave an update on Regional Services and discussed the worlds Best Workforce Education
Solutions Summer Programming catalog, and the Teacher Recognition Banquet in May, He also
a Y
updated on Anna Gruber's first few weeks working with the cities and counties to identify their needs.
Ms. Neprud moved, seconded by Mr. Wilson to approve the NJPA 2014-2015 Staffing &Program
Recommendations and Rationale. Motion carried.
The board reviewed and
discussed the
Board Member Employment Application
Procedure.
Recommendations were
made for edits
and the procedure will
be approved at
a later meeting.
Dr. Coauette informed the board that the MPPA Termination Agreement has been signed b both
parties.
9 Y
Dr. Coauette reviewed the board retreat draft schedule for April 10, 2014.
Dr. Coauette presented the Strategic Planning Framework with Values information added..
Mr. Veronen moved, seconded by Ms. Neprud to approve the Resolution Extending Board Member
Terms. Motion carried.
Mr. Lehman moved, seconded by Mr. Wilson to approve the Resolution to Adopt a Records Retention
Schedule. Motion carried.
Mr. Lehman moved, seconded by Ms. Neprud to approve the Marketing Specialist position description
and open position. Motion carried.
Mr. Lehman moved, seconded by Mr. Wilson to accept the resignation of Molly Burke, Collaborative
Service Worker, effective March 28, 2014 and open position. Motion carried.
Ms. Nanik gave an update on current staffing efforts.
Dr. Coauette reported on MSBA, ORB interior design and space utilization, and an upcoming meeting
with the Initiative Foundation and Region 5 Development Commission.
Board members all reported on the high points in their area's within the Last month.
Mr. Lehman moved, seconded by Ms. Freeman to adjourn the meeting at 8:12 p.m. Motion carried.
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other Public Agencies: mated nauonally in all fifty stales and poterWally Wftma*ngy
F1M!;o1VkV,% Eq0iPftM.t Request For P(pposal (RFP) to rosuft. In a national conlraot-soOutio n for the prawremant of SEWER
VACUUM, HYDRO -EXCAVATION-, ANDIOR STREET SWEEPER EOUIPMENT WITH RELATED.
ark volla-ble beglorting January., 9. 2014 aid
ACCSS$ORIES AND SUPPLIES. Details of this RFP
oo-afting until February 13, 2014. Details. may be obtained by lettet of request to Maureen Knight.
rat NJPA, 202 12th Stwt Northeast,: P.0, Box. 219, Slaples, MN 604.79, or by s-maji at
HcAouuw Pharmacy Solutions RFPG(4patoopor9. Proposals will be recelved until Februxy 20,2D14 at 4:30 p,.m* Central Tkm at.
the above address and opened February 21 2014 at 800 A.M. Central Time.
1-1-CAVY Utility Equipawnt
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Equipawat.
To Obtain RFP documents:
Send a letter of req uest to
soluflum
National joint Powers Alhiance
Attn: Maureen Kni* At
202 12Ch Street NE ta..• M 9 plesN 56479zz
t&.*+1QCns c cta a r by e-Ma+,11 at B or
join N)PA > Prep Proposal Conference:: February 6,201.4 at 1000 a.m.
Sealed pro osals due.-, February 20,2014 at 4-.30p.m
Get io Krow N)PA
Proposals will be publicly opened-. Febmary 21,, 2014 at 8-:00am
Curmni & Pending Solidlittions CST
IV atcftr4ff with kdalla+d NJ reserves the right to "ect any and aft proposals..
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littp://www.tij'pacoo-p.Lorg/tiatio,nal-cooperat.ive-contract:-solution,s+/b.ecome-vetidor/current-pe,,.. 1/9/2014
Alikomie to Notice bIlidtim-t it-obske. Ply and *11quesdans or rommenis toMaurew.Kalght at 2 49f 114 or �n�tr ��. ��Rh���,��► ��a .:o�
e Notiml Joint Powers Allian (N)PA), on belhalrotMPA and its cur et aopd potential MernberaderiCt to i4dudeall 0mverh inont, Hi , r Educatkoi,'K12 Education Nan-
Profit, ad all "er Public Agencies located nationidly in all filly swam and pptatWly internationally, inmes th Request For Proposal (K P) to resub le a nattowl +bract solution
for the procurasem ofSEWER VACUUM, HY RO-EXCANIAT'IO t ANMR STREET SWEEPER EQUIPMENT ' WIT" R LATRO CM.591F.1; ANO SUPPLIES, tails of
this 1FP tug available beginning Jmuaq 9,'20I4 andcoat ritig until F by lettcr of r u€cst to Mnumen giu, N`JPA, 203- 124hStreet
Northam, P.O. Box 1%. Staples, MIN 3647% or by e-awa l at RCP40jpo pp orp; P wposals will'bc received until Febru;ny 20. 2014 at 4:30 p<ssh. Central That at the aWye address
*ad opeswd February ?I, 2014 a! 8:00 A.M Ceotts-1 Time.
btu T11R:RA.PY hln`NINIEN"r GRMO SERVICES ANW'OR 0TIIE.R. HEALTH RELATED SERVICES AND S PPLIE
The National tort Pmen. Alliance*1PA1, on behalf bf1+I1PA its rhrm t tmrd'prsturttittl l"i�et r agencies to include all Government, Bigler Education, KI2 Education, Moat.
Pratt, and all other Pubttc Asocits locate nationally
ational Rio all fifty s4atez and potentially internationally, bwes tkislk4ued For ftpml (RFP) to rtsult irs A a io"0 M(Ma 1O60"
Rw Me pmeormost orMEDICAL THERAMMAIMAGEMENT (MTX-tl SERVICES ANIVM OT14E-R HEALTH RELATED SPRWES AND SUPPLIES. retails bfthis YP are
available beginning asber 2.0.2013 nod toad cue until, mwwy:22, 2014. Details in* be a byloner+ f te" t to I�lar�n Knight. N)PA. 262 :l� tb Stred lortlstast, P.t0.
Box 219, 'tarp ,'IN 564791, or by e-mail at RM, pacoopArp, Proposals W:111 be received until l tshary .30, 2014 at 430 pm. C ontral Time at the above mesa and "tried Jm
.31. 2014 at 9;00 A.M. C'erst l Time.
PONVER TRANSMISSION COMPONENTS WITH RELATEO ACCESSORIES, SERVICES AND SUPPLIES
The Nalkeal kial f*yers All tcelO (NJP.ot), on bftl:fotNN)PA md4sconvaland pocatiol Mere a teles to includc all Government. H lscr Ed stioa, K12 fduooli h, Non
P Rt, and all other Pablic Agencies located nationally in all fifty states and potentially internationally* issues this Rogwst Fot I'mpa l (R.I" P) to result in a I trial clotwo $01119 '"
for the pwCutt a al OrPONVER TRANSMISSION C OIN1110NE S ���1"1'i l RELATED .AC`P`SS I. S, SEIRVI S, AND SUPPLIES. .eta is orth Kf`P a ava-i le g no€a,
December 5, 2013 and coatiou.ing. until January 94 2014. Details inay be obtakied by letter of tMwst to Maurcen Kai t, NJPA 20212th Street hlwthtast, P.O. Roo 219t Stapim MN
56479. or by e-mail at RFP40ft .s�rp. Prop is Mll be received until .lanoxy tb. 2014 at 430 p.m. Centntl Time at the above addte and opened 'January 174 2014 at 0 A.M.
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11te INational Joint Powers Allian k (N)PA) moues this Invitatioit For Rid (1FB) on behalfo , and to prow hi&f n*' Quantity C'oostnss Lion Co te* IIQC `l se�"i s to all
tweet and p hti I N)PA ltletnbrc ihss~ludhtS all �e E to a; r%*' :9, cd w.ttipn a�wYes to iu collepcss and uoivvrrsida, � no" -pro it ageac in d State" ofColif+arnia< .lt Is
the inteatlan ofNJPA to uwwd iaultipkcororacts foe Mili ttion h of°the ate: Iwach �•urctra�t #tar ancostitn�t+ l o f gat of f►and the t+
of the tonimt is foor ycars. One additional one-ycar al-cxt s tnay be offerod by )PA to Vendor beyond the ori0a) four year kerinrl ifNJPA *cms wckattioa, to be is the
hest inkuMs or N)PA ,and hsMember.
IQCC is at constmetion, systern that piovides facality owneW wress to competitively bid 42on-call., gel cot*actors to peovide urthnrd to Wit "
setvKvs over an eat icat ritriod of that,
lattendl: bit cry are r"airM toattend the Pre-bW seminar for t1w purpow of diwassJut the IQCC procumawat system, the eaotrovi documents.' and bid tor .
Mandatory pre-bld seminar uid be held as lollows#-
A Ps Rld �Nlehlaar or0i oe hosted by MPA on December 17, 12:30 p-^ S t'* The Weblear will rcqule the Contractor to pre-r%ister ofpA;jijMjjLq1, Go to the Nv slteo_seled the appropriate lVeldnar and filly -in the inrormation
A etectrortie (CO) espy ofthe _IFS 0 oments which Iht0Iude the gn:aruetioas for Barb "itl a bid and Ow.� bid dstr�sts +Mir v be ed by let*,r tst` "tt to.' tttd Isift .
N) PA. 20212th Stet NE, Staples. NIN $ 79. or by visiting our website at wuw nE' R "? Wit. dea it bid documents from drop down Sst no
cosshplefe f1w retpcested k4owation. All requesu mast ntalade4 mafl€ng address-� eme' ll addren,, contact naoset phone number. Rim am dtsee by 4;V pees CST on January 7, 2014 and
will be opened at 9:tlli am on Ja nuatry S. 2014. IF9 0ocuutionts will be Table until ,la nvany 7, 2014..
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FI TRUCKS AND FIR AP1� T �1°I°1t RELATED ACCESSORIES ,� ND SUPPLIES
:ht€haI 3srtt Powellutt fJPAI� vet ltf 1PA gal hs surrctht whet dial slctu:r apectelcs to Inc os�emtttt, 111 Eratit,1dueatx
Prork, and all other Public Agencies located nationally Aim all R < states and potentially inwmatiqually. issues this Request for Proposal (RF-0) to result to a National Matract solution
fir the Pracurenient of ViRE J,KrUC KS AND FIRE A1'`PAILATUS WITH RELATED ACCESSORIES AND SUPPLIES. Details ot'dsis F.' �c hh�ailab 'i�PohtE p (No°v�h°22,
20111 ahrd sorhtiauis tratil;J3ahhuary 9t 20141, Detzills, hhhny to obtai + by .later e�i'reap�est to &.1aun l nirJit..N1JPA, 20112`tth. Sovel NNortltr t P. , Box 219, S►t des. NfN S6479,tar
by c-hhhnh'l at R P I>rh p.s p> Proposal; will be -ive€l until Jauumy 16, 2014 at 4:30 p,at> Control Time e at the eve :addriess and opmed ,lanes 17. 2014 .at S AM. Comm
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Thk Powen Alfianw* (N)PA),j ryas bdt4lf of N:Jlkf�� and its. camtol a W powat-U-1 hiciabcr ►q,�ncks. to vitctudr. all Uovvrnawalt flisher Edisotion, K 17. Edwatim, Non-
profit and all other Publh-, Agpowles located nationally in all 1`10y sun esand pow"tially this Request For-wopow tup) to wstat in otwimiat-c"tract saiwon
for 11w par waten-wot of MULTIAMODC MONIINGIAND TRANSPOKUTION RELATEM Sr -A -VICE& Cktails ofthisRIEP are avaibble Noveful"r I S' 2-013 and
ca-Woum*j; natil January, 3,220-1.4. Details may bo obtained by letter 0. rt"Mest I* iklouwn Knight, 011A. 202, 12do Street Northeast, P.O.- Box. 2 19, StViles, MIN 564? of by C14410 at
4. ('oniml Time,
at the BWVC j jlrt*% a nedlanvaq 00 P.F,P@1qjp&coqp<ft!, Nap anuaty 10, _20 14 at 4'-30 0120142t#' AA osals will be wtived unut J. P.M. Centm. I Time w.1 M*
The INAlional Joint Pa re AlliaM00 (N)PA.), on bebalf N. )PLA M Wils cuffoat mid poticalial Mesolv.t ugencies to ii-AE Judcall Goveim.awat. Higher Education. KII Wwaion, Nan-
Prorst, and all othtr PuMic Atomics 1"ed andonallyin all fifty states and potionlially itnernationalIV i a th: . s Requ Wrap :(R") 10 feSU.1t in a n . atiq"31 VWlt.att $0.10(jop
$6. es .1 , q.sl For Pro. 1,
for 6w procum-weat WNIVNICIPAL WATER ANWOR SEMER INFRASTRUCTURE WMI RELATED SUPPUU.S. ANMOR. EQUINMENT" Detaik orft Up Art avalaaw
Wginn*# October 11.2013 and rorainuiq# until November 27,2013. Velai s. took be obtained by lettior ofrequest to Nlaurcen: Xnighl, NVA, 202 1 2ib Swot Northeast, P.O. Box 2 19.
lw-**or#.Propmkwi' be at 4�-30 p.m. Cot o I T'i ic at the above adchew and opwd MwWw'S, 11 tweived until Beceutber4, IA13
013 at 8:00 A, M, Con tml Tie.
D. Upptj�E'S
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COMMERCIAL 1 X
The ational Joint Powers Alfianco* (NIVA), on behalf of'NJPA and4:11S Car of a d poleatial Mein Ag uwks to inciade all Governownt Higher Edam ationo K-12 Fducalim:, on-
gees anal potootial' iakrt afion4lly. issue. thisRoqu Mpso RF
ly s tv.. for P I P) V rtsult In a national coffAract $010604
fior the procum-ment of'CONIMERCIAL, KIT CHEN EQUIPIMENT & RELATED SUPPLIES, itkWis. ortbis RFP are avaibble beginning Septembtr 17, :201.3 and coptistaing until
:Wdber 23,2013. Details may be obtained -by letter ottvipest whisumen Knight, NjPA* 202 12111 Street Nwthtat" P.O. Box 219, Sloplics, N1,N1.56479.,..or by e-mail -at
vI11.1 aptil CI.r :10, r 2013 at 4:30 p.m. n.( I Tinto At the above adtimssand opewd Octobe. r 11. 2013 at, 1 :0.0 AA1, Central TMae.
O*k'
CURRICULUM AND EDUCATIOXAL EQUIMMEN-Tt RELATED SUPPLIES4 14CCESSORIES. AND SERVICES
UP �wdi oncat -and powial Member agencits to ina.. lode, -all: Government, Higher Edowi K12 d N -
')*he National, JOW Powm Allianc0o (NIVA), on. behalf of N A ts to 10111.E ucatw. on,
1.*OrLpf*W 'p I r" Ull in 4,
'efor1j, 10.4dilir 011,WY Pablic Agencies k* "-tcd notioan%$ -in al: fifty states and poteotkolly afloually., iSAW4 this ontru
-for the procuranetwofCUMUCULUM AND EDUCATIONAL EQUIMIENT, R. ELATED SUPPLIES, ACCEMSORI M AND ERA, IC Doulits of W's RFP we: availikk
beginnins Seplek0w 4, "13 and M16MIUMS until 00ob" 1:0. V2 13, Details may be 0%ained Oy letior o(ft-quesik to Ntww% Knight., NIP A, 202 12th -Stmet NoMmist, P.O. Box 219
,
Son-ples., MN 56179, cw by U-N porg. Proposats '11 be imived unto 0ctober 17.2013 at 4 wo it 10:
2013 -at, 8:00 &M. CeiurO Time.
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119/2014
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Bid RFP #022014 - SEWER VACUUM, HYDROOW
EXCAVATIONr AND/OR STREET SWEEPER
PA.
EQUIPMENT WITH RELATED ACCESSORIES AND � Aft
National Joint [lowers Altisince" SUPPLIEmrx
Bid Type RFP
Questions
Bid Number 022014
0 Questions
[Vie%ov/►r"r
Title SEWERVACUUMI, A
HYDRO -EXCAVATION, Questions]
AND/OR STREET
SWEEPER EQUIPMENT
WITH RELATED
ACCESSORIES AND
SUPPLIES
Start Date Jan 91 2014 9:284#51 A.141
CST
End Date Fab 20, 2014 4**30:00. PM
CST
Agency N3PA
Bid Contact Ginger Line
(2-18) 894-5483
ginger. lineOnjpacooporg
202 12th Street NE
P.O. Box 219
Staples.. MN 56479-0219
Description
The National Joint Powers Alliance @ (NJPA), on behalf of NJPA and its
current and potential Member agencies to. include all Government.. Higher
Education, K12 Education,, Non -Profit, and all other Public Agencies located
states and potentially
nationally In all fifty internationally, nally, Issues this
Request For Proposal (RFP) to result In a national contract solution for the
procurement of SEWER VACUUM, WDRO -EXCAVATION, AND/OR STREET
SWEEPER EQUIPMENT WrTH RELATED ACCESSORIES AND SUPPLIES. Details
of this RFP are available beginning January 9., 2014 and continuing until
February 13, 2014. Details may be obtained by letter of request to Maureen
Knight, NIPA,. 202 12th Street Northeast, P.O. Box 219., Staples, MN 56479"
or by e-mail at RFP@njpacoop.org . Proposals will be received until February
20, 2014 at 4.*30 pm. Central Time at the above address and opened
February 21, 2014 at 8:00 A.M. Central Time,
Delivery Information
http.-Hwww.pubhc urcliase.coii.i./gems/bi(Vb'dV'c%v?bidld=26024 1/9/2014
—_ a__ w r• vrry w . __ . r ira t.. . - -%.0 %_i %--&V&' &A L Li L%.I iJ/ a%I• i f t L L L'kJ1 ♦, • it ♦... L M5V 6r vl Ar
Maureen Knight, NJPA, 202 12th Street Northeast,
P.O. Box 219, Staples, MN 56479
Pre -Bid Conference
Date Feb 6, 2014 10:00:00 AM CST
Location Webcast - Conference Call
Notes Connection info sent with the RFP and also
two business days before the pre -bid.
We request that you please register with the agency before viewing the bid
documents.
This process takes only a couple of minutes. [Register with this agency]
Documents
No Documents for this bid
Customer Support: vendorsupport@publicpurchase.com I Copyright 1999-2013 c- 1 The Public Group, LLC. All rights reserved.
http://www.publicpurchase.con-lgems/bid/bidView?bidld=26024 1/9/2014
Minneapolis l St. Paul
425 PoMand Avenue
STATE Or, MINNESOTA ) Minne*ark% MN W88
COUNTY OF HENNEPIN )
Karen Greenhoe, being dilly sworn, on oath says she is and during all times Herein stated has been
an employee of Star Tribune Media Company LLC, a Delaware limited liability company with
offices at 425 Portland Avenue, Minneapolis, Minnesota 55488, publisher and printer of the Stal-
Ti•ibune newspaper (the "Newspaper"), published 7 days a week, and has full knowledge of the
facts herein stated as follows:
l . The Newspaper meets the following qualifications:
(a) The Newspaper is printed in the English language in newspaper fonnat and in column
and sheet form equivalent in printed space to at least 1,000 square inches;
(b) The Newspaper is printed daily and distributed at least five days each week;
(c) In at least half of its issues each year, the Newspaper has no more than 75 percent of its
printed space comprised of advertising material and paid public notices. In all of its
issues each year, the Newspaper has not less than 25 percent of its news columns devoted
to news of local, interest to the community that it purports to serve. Not more than 25
percent of the Newspaper's non -advertising column inches in any issue duplicates any
other publication;
(d) The Newspaper is circulated in the local public corporation which it purports to serve,
and has at least 500 copies regularly delivered to paying subscribers;
(e) The Newspaper has its known office of issue established in either the county in which it
lies, in whole or in part, the local public corporation which the Newspaper purports to
serve, .or. in an adjoining county;
(t� The Newspaper files a copy of each issue immediately with the state historical society;
(g) The Newspaper is made available at single or subscription prices to any person,
corporation, partnership, or other unincorporated association requesting the Newspaper
and making the applicable payment;
(h) The Newspaper has complied with all the foregoing conditions for at least one year
immediately preceding the date of the notice publication Which is the subject of the
Affidavit; and
(i) Between September 1 and December 31 of each year, the Newspaper publishes and
submits to the secretary of state, along with a filing fee of $25, a sworn United States
Post Office periodical class statement of ownership and circulation.
2. The printed copy of the matter attached hereto (the "Notice") was copied from the columns of
the Newspaper and was printed and published in the English language on the'following days
and dates: Thursda , January 9, 2014; and Thursda ,_January lh, 2014,
3. Except as otherwise directed by a particular stattiite requiring publication of a public notice,
the Notice was printed in a typeface no sinaller than six point with a lowercase alphabet of
90 point.
4. The Newspaper's lowest classified rate paid by commercial users for space comparable to
the space in which the Notice was published is $305.10.
Subscribed and sworn to before me on January 16, 2014
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4770 S. 5600 W.
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WEST' VALL1?Y CITY, UTAI-I 84170
FED.TAX 1.D.# 87.0217663
801 204-6910
she AkilffAt atrihow
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PROOF OF PUBLICATION
NATIONAL JOINT POWERS ALLIANCE,
ACCOUNTS PAYABLE
PO BOX 219
STAPLES MN 56479
MED1�yj
w•aM
A MtwiiAPRI AdtttCI COrtrat.V
WWO-00tpl-►018111146M LUM
AFFIDAVIT OF PUBLICATION
.oil
Deseret News
wwtr. DEIIaIINVHS.COM
CUSTOMER'S COPY
L/9/2014
AS NEWSPAPER AGENCY COMPANY, LLC dbe MEDIAONF OF UTAH LEGAL, HOOKER, I CERTIFY THAT THE ATTACHED ADVERTISEMENT OF
BBQ(.jE—W. F R PI&QPOSALS The ion Powers Allinjoce INJU),» behalf of NJIIIAr • t and 12tentialr ill encles to hicludc all
GovenjBient, Ill& bolt NA'IYONAL JOINT EQAVERS Aa,i.IANCE4 WAS PUBLISHED BY THE NEWSPAPER AGENCY COMPANY, LLC dbR MEDIAONE 01:
U'I'Ali, AGENT FOR THE SALT LAKE TRIBUNE AND DLS M L-"I' NEWS, DAILY NEWSPAPEMS PIGNTED IN'Tl113 ENGLISH LANGUAGE WITH GENERAL
CIRCULATION IN UTAH, AND PUBLISHED IN SALT LAKE CITY, SALT LAKE COUNTY IN T14E STA'1'L Ol" UTAII. NOTICE IS ALSO POSTED ON
UTAHLEGALS.COM ON T1-IE SAMEDAY AS THE FIRSTNEWSPAPER PUB1,ICATION DATE AND REMAINS ON UTANLEOALS.COM INDEFINAI'EL-Y.
COMPLIES WITH UTAH DIGTCAL SIGNATURE ACT UTAH CODE 46-2-101; 46.3-104.
Start 01 /09/2014 End 01 /09/2014
PUBLISHED ON
SIGNATURE
DA*I•E 1 /9/2014
THIS IS NOT A STATEME-N1' BUT A 11PROOFOF I'U13LICADON"
PLEASE PAY FROM BILLING STATEMENT
41RU1N1Ak�RAI t
rl0taryPubl lc stateof Ptah
{,ommisslon#581409.
myComrnlssio"Expltes
Jonuecyl2.2014� J
In ... ... .. .. Aft.
NOTARY SIGNATURE
A6N
c
National Joint Powers Alliance (herein NJPA)
RE ""UEST FORPROPOSA... L ("herein
I' r the prow.rement of
SEWER VACUUM,, HYDRO -EXCAVATION, AND/OR STREET SWEEPER
EQUIPMENT WITH RELATED ACCE
RFP Ooenina
February 21, 2014
8*-00 A.M. Central Time
At the offices of the
National Joint Powers Alliance@
202 12di Street Northeast, Staples, MN 56479
RFY #i12201 a
PPLIES
The'National JoInt Powers Alliance:0 (NJPA),, on behalf of N)PA and its current and potential Member agencies to
roc tide all Government, Higher Educatrion. KI 2 Education, Non -Profit, and all other Public Agencies located nationally in
all -fitly states. and potentially internationally, issues this Request For Proposal (R.FP) to result in a national contract
solution for the procurement of SEWERVACUUM,, HYDRO -EXCAVATION, AND/OR STREET SWEEPER
EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES. Details of this RFP are available beginning January
9, 2014 and co trotting unti I Febrtiaty 13, 2014. Detai Is may be obtained by letter of request to Maureen Knight, 'NJPA.,
202 J 2th Street Northeast, P.G. Box 21.9, Staples, MN 56479, or by e-mail at RFP @qj"pacoop.org, Proposals will be
recemed untifl, February 20, 2014 at 430 p.m. Central Time at the above address and opened February 21,2014. at 8.-00
A.M. Central Time. -
lama 14
February 6,2014
10-VOO A.M. Central Time
February 13, 2014
February 20, 2014;
4:3LO P.M. Central Time
February 21., 2014
8:00 A.M.Central Time
RFP Tinteline
0 1.k
]'�ii.bfi'c*afion of RFT'in Me ptll*nt and onfirte AMinewpo& Star-Trollane,
.01 he ,int erA1 1"th"'1)tah
f nd o ift th e p.rj.Lj. 1* a n1i e &d1'PJ(.)-urna1 of (*.'ontoterer n4i tin the State Of
Oregotf, the A1JP/.4 website: anrel t
I the tvebsife qf noficetobidderv-.rom
Piv-141-piposal (."onftrenW*e1)cav coqference Col/ r- Connection info
sent it); (it/ tnquirerst.tvo bum"ness- tkys prior to the event)
J)eadlble fi�r R1"'P requevis and qiiestions.
Dea-Vine ftw Sunmissioin 0_f 11roposals
llublk 01,ienh oj'1"r(.)j)o1 als
1119 .
Dil-ect ques-h*ons rq!,,arding th " Rf'11 to: IS
Maureen Ki-fight tit maurVe or (2.18)8,95-4114
A.
About N P. •
B.
Joint. Exercise of Powers 1,aws
:i
Why Respond to a Natio.rta.l Cooperative
.Procurement. Contract
D.
The Intent of Thils. RFP
E.
Scope of This R.FP
F.
Expectations -;for Equipment/Products,
and Services Being Proposed
G,
Solutions .Based S01.1cftatfon
H.
Inquiry Period
1.
are -Proposal Conference
A.
Proposer — Vendor
B.
Contract
C.
Time
D.
Proposer"s Response
E
Currency
F*
O
A.
Pre -Proposal Conference
Be
nne
Identification. of Key Personnel
C.
Proposer*s: Exceptions to Terms and
Conditions
i
Fonnal Instructions to Proposers
E.
Ques-tIon a•nd ns ers About This
P
P.
Modification or W ithd.ra a•l o a.
Submitted Proposa l
G.
Value added Attributes,
Products/Services
H.
Certificateof .n urance
lx
Order Process andlor Funds Flow
J.
Administrative Fees
A.
Line-1 tem Pricing
B.
Percentage Discount From Catalog or
Category
C.
I -lot last Prue"n
D.
Ceiling Price
E.
Volume Price Discounts
P.
Sourced Pro uct/Eq ui pten:t / pen
.Market Item.s.
0.
Cost Plus a. Percentage of Cost
i.
Total Cost of Acquisition
1.
Requesting Product and Service
Additions eleti.ons
„ .
Requesting Pricing Changes
K.
Pace and Product Changes Format
L.
Ingle tatement o Pricing — Historical
Record of Pricing,
M.
Payment_Ternis
N,
N.
ales Tax
0.
Shipping and ram
f�w6
i
Norina.l Working �:: outs
I
011,11(
.A..
Proposal EvaluaAlion Process
B.
Proposer Responsiveness
C.
'Proposal Criteria
D.
Other Consideration
E.
Cost Comparion.
F,
Product Testing
G.
Past :Performance Information
H.
Wmer of Formalities
A,
Subsequent Agreements
B.
NJPA Member Si n-up Procedure
C.
Reporting of Sale Activity.
. •
Audits
E.
dub Partner
F.
Trade -Ins
G.
Out of Stock. Notification
H .
Termination of a. Contract. resultiner from
this FP
� X.
• • ;i .R. R O : N. x:. S -
.,. .
k
.N)
Advertiseinent of R.FP
. .
Advertising a Contract Resulting From
This RPP
C.
Appl cable La
D
Assignment ssi nment o t. Contrac
E.
Tz
P.
Captions, leadin, s, and Illustrations
Hf
ent.
Entire Agreement
1.
Force Ma"ellre
aaMMff.
*:. :
ftt. ]``
ra�l�7•�•es
1.
Hazardous Substances
L.
Legal Remedies
M.
Licenses
N.
.Material Suppliers and Sub -Contractors
♦
Non-Wavierobi l ht'!.�.
iiirrr�TT'
,b i
Protests lwF.fF Awards Made
Q.
Provisions Requilred by Law
R.
kig t to Assurance
S.
Suspension or Disbarment Status
T.
Affirmative action.
U.
everability
Y.
Relationsb rp of Parties
., . ,y am{ • Y Y D. E, $ �, G 1p
A- ABOUl" NJPA,
1.1, The National Joint Powers Allianceg- (I NJPA)I- Is a public agency serving as a national municipal
contracting agency established under the Service Cooperative statute by Minnesota Legislative
Statute § I 23A..21 with the authority to develop and offer, among other services, cooperative
procurement services to; its, membership. Eligible membership and participation includes states, cites,
counties, all government agencies, both public and non-public educational agencies,, colleges,
universities and non-profit organizations.
�9 I
Ir.2 Under the authority of Minnesota state laws and enabling le islafion, NJPA faCilitates a conipetifive
bidding and contracting process on behalf of the needs of itself and the needs of current and potential
member agencies nationally. Th is process results in national procurement contracts with various
Vendors of products/equipment and services which NJ'.PA:Me-mber agencies desire to procure.. These
procurement contracts are created in. compliance with applicable Minnesota Municipal Con-tractina
Laws. A complete listing of NJP A cooperative procurement contracts Can be found at
www.nipaco2 .or
1.3 *NJ'PA is a public agency governed by publicly elected officials that serve as the NJ'PA Board of
Directors. ts own and its Members use, NJPA' ' s Board of Directors calls for all proposals, awards all Contracts, and hosts those
i
resulting Contracts for the benefit of 1.
1*3*1 Subject to Approval of the NJPA Board.- NJ'PA contracts are awarded by the action
of NJPA Board of Directors. This action is based on the open and competitive bidding
process falcirlitated 'by NJPA. The evaluation and resulting recommendation is
presented to the Board of Directors by the NJPA Proposal Evaluation CoMmIttee*
1.4, NJPA currently serves over 47,000 member agencies nationally. Both membersbi'l) o and utIlization I f
NJPA contracts continue to expand, due in part to the increasing acceptance of Cooperative
ies nationally.
Purchasi. throughout the government and educat*
ion communit
B. JOINT EXER.CISE OF POWERS 1,..,AWS
1v.5 NJPA cooperatively shares those contracts with its Members na,11011WI'de through arious "Joint
Exercise of Powers Laws" established air Minnesota and other States. The Minnesota "Joint Exercise
of Powers [,aw"' is Minnesota Statute §471-59 which states "Two or more governmental units...may
jointly or cooperatively exercise any power common to the contracting parties..."" Similar Jo,,1*0
Exercise of Powers Laws exists within the laws of each State of the United States, This Minnesota
Statute allows NJPA to serve Member agencies located in all. other states. Municipal agencies
nationally have the abil ity to participate 'in, cooperative purchasing activities as a result of specific,
laws of their own state. These laws can he found on our website at h Hw-ww.ni
M-ra,tive-coti*trac.t-solul-l'.o.tis/.Iep, al--Auth o - -
C. WHY RESPOND TO A NAIIONAI-, COOPERATIVE PROCUREML-IN'T CONI llx R,AC**f`
1.6 National Cooperative Procurement Contracts create value for Municipal and Public Agencies, as well
as for Vendors of prod ucts/equ 1* pme nt and. services in a variety of ways:
1.6.1 National cooperative contracts potentially save the time and effort of Municipal and
Public Agencies who would have been otherwise charged with soliciting vendor responses to
Individual RFP's, resulting in individual contracts, to meet the procurement needs of their
respective agencies. Considerable time and effort is also potentially saved by the Vendors who
would have had to; otherwise respond each of those *Individual RFPs. A single, nationally
advertised RF.P, resultin.g in a single, national cooperatIve contract can potentially replace
thousands of 'Individual RFPs for the sane products/services that might have been otherwise
advertised by individual NJPA member agencies.
A_
1.6.2 N1.PA contracts offier our Members nationally leveraged volunte as*gg disco nts.
R. urch 1 U
�i i
Our contract terms and conditions offer the opportunity for Vendors to rec*ndvidual
ognize *
member procurement volume commitment through additional volume based contract discounts.
1.7 State laws that permit or encourage cooperative purchasing contracts do so with. the belief that
cooperative effliciencles will result in lower price.$, better overall value, and considerable time savi V. ngs'.
1.8 The collective purchasing power of thousands of NJPA Member agencies nationwide offers the
opportunity for volume pricing discounts. Although no sales or sales volume. is guaranteed b an NJP.
Y
esand
Contract resulting from this RFP., substantial volume is anticipated and volume pricing is requted.
justified.
1.9 NJPA and its Members desire the best value fir the
ir procurement dollar as well as a competitive
price. Pre -competed procurement contracts ofTer NJ and its Member agencies the ability to -directly
1 04
compare non -price factors In their procurement analysis. Vendors have the opportunity to display and
0 #1
highlight value added attributes of thew company,,, I equipment/products and services without constraints of
a typical individual proposal process.
D,THE INTENT OF THIS RFP
A national contract awarded by the NJPA Board of Directors.- The intent of this RFP is to
r"S -
award a national r contract by the action of the NJPA Board of Directors. .1 his action '11 be influenced
by.
to ion wi I
the recommendation of the NJPA'Proposal Evaluation Committee, andas a result of the competitive
proposal. and evaluation process which has been designed to reflect the best interests of NJ`PA and its
Member agencies. NJ'PA is seeking the. most responsive Wndorrelationship(s) to meet this need. The
goal and intent of this, .FP is to follow through with an award and contract, which will be marketed
nationally through a cooperative effort between the awarded vendor(s): and NPA.
toll NJPA.s primary 'Intent is to establish and. -provide a national cooperative procurement contract,,
offering opportunities for NJ PA and our Member agencies to procure quality product/equipment and
services as desired and needed,, Contracts are expected to off-er price levels re-flective of the potential and
collective volume of NJPA and the nationally established NJ'PA mein bers*.hip base.
1.114 Be ond our primary intent, NPA'Airther desire-S to.'
* Award. a four year term contract with a fifth year contract option resulting. from this; RFP,-..
* Offer and apply any applicable technological advances throughout the term of a contract
resulting from this RFP;
Deliver "Value Added" aspects of the company',, equipment/products and services as
defined in the "Proposer"s Response":
Deliver wid.e spectrums of solutions to meet the needs and requirement of NJPA and
'NJ 'PA Member agencies.
Award an exclusive cotitract to the most responsive vendor when it is deemed to- be 'in the
best interest of NJPA and the NJp Member agenc:ies,,
1NJ reserves the right to make an award related to this 'nv*tat* .1.2 Non -Manufacturer Awards.# I I lonto
a non -manufacturer or dealer/distributor if such action Is in the bestinterests of NJPA and its Membe is.
1.13 Exclusive or Multiple Awards-,
Based on the goals and scope of this
R.FP NJPA
'i's
-ing
request"
responders
to demonstrate their
ability
to serve the
needs
of NJPA's
national
membership.
It
is NJPA's
12
intent and desire to award a contract to a single exclusive Vendor to serve our membership's needs. To
meet the goals of this RFP, NJPA reserves the right to award a Contract to multiple Proposers where the
result of the. responding Proposersjustifies a multiple award and multiple contracts are deemed to be in
the best interests of NJPA Member agencies.
E. SCOPE OF THIS RFP
1.14 The scope, goal and 'Intent of this R.FP is to award a contract to a qualify * ing -vendor defined as a
manufachirer, provider, or dealer/distributor, established as a Pro -poser, and deemed responsive through
our open and competitive proposal process. Vendors will be awarded contracts based on the proposal and
responders demonstrated ability to meet the expectations of the R'FP and demonstrate the overall highest -
valued solutions which meet and/or exceed the current and future needs and requirements of NJPA and its
Member agencies nationally within the scope of SEWER VACUUM, H*VDRO- EXCAVATION I
AND/OR STREET SWEEPER EQUIPMENT WITH RELATED ACCESSORIES AND
SUPPLIES. Qualif Eng Proposers who are able to anticipate the current- and future needs an ' d
.requirements of NJPA and NJPA mern.ber agencies; demonstrate the knowledge of and all applicable
industry standards, laws and regulations; and possess the willingness and ability to distribute, market to
and service NJPA Members in all 50 states are preferred. NJPA requests proposers submit their entire
product line as it applies and relates to the scope of this RFP. All proposals deemed responsi've will be
:evaluated based on their ability to provide the overall highest value to NJPA and NJPA Member agencies.
One of the measures of overall highest value will be the proposed breadth and depth; of products and
services.
1.15 Best and Most Responsive — Responsible Proposer,* It is the intent of NJPA to award a Contractto
the best and most responsible and responsive Proposer(s) offering the best overall quality and selection of
equipment/products and services meeting the commonly requested specifications of the NJP.A and NJPA.
Members,, provided the Proposer's Response has been submitted in accordance with the requirements of
this RFP.
1.16 Sealed Proposals: NJPA, will receive sealed. proposal responses to thisr R.FP in accordance with
OMMI"
accepted standards set forth in the Minnesota Procurement Code and Uniforrn Municipal Contracting
Law. Awards may be made to responsible and responsive Proposers whose proposals air determined in
writing to be the most advantageous to NJPA and its current or qualifyingfuture NJPA Member agencies.
1.17. Use of Contract Any Contract r resulting from this solicitation shall be awarded with the
understanding that it is for the sole convenience of NJPA and its'Membe.m. NJPA and/or its members
reserve the right to obtain like product/ ent and services solely r
equipm from this Con -tract, or from another
contract source of their choice or from a contract resultinpfrom their own procurement: process.
W
L18 NJPA's interest in a contract resulting from this R.FP.- Not withstanding its own -use, to the extent,
NJPA -issues this RF'P and any resulting contract for the use of its Members, NJPA'*s interests and liability
for said use shall be limited to the competitive proposal process performed and terms and conditions
relating to said contract and shall not extend to the products, services, or warranties of the Awarded
Vendor or the intended or unintended effects of the product/equipment and services procured there from.
1.19 Awarded Vendor's interest in a contract., resulting from this RF*P-, Awarded Vendors will be able
to offer to NJPA., and current and, potential NJPA. Members, only those prod ucts/equ ipment and services
s ffically awarded on -their NJPAAwa.rded Contract(s). Awarded Vendors may not offer as '"contract
pect
compliant", products/equipment and. services which are not specifically identified and priced in their
NJPA Awarded Contract.
1.20 Sole Source of Responsibiliky- NJPA desires a "'Sole Source of Responsibility" Vendor meaning the
Vendor will take sole responsibility
I ly for the performance of delivered products/services. NJPA also desires
sole responsibility with regard to.,-
1.24.1 Scope of Products/Services: NJPA desires a provider for the broadest possible scope of
products/equipment and services being proposed over the largest possible geographic area and to
the largest possible cross-section of NJPA current and potential Members.
1.� Vendor use of sub -contractors in sourcing or delivering product/equipment and
services: NJPA desires a single source of responsibility for equipment/products and services
proposed. Proposers are assumed to have sub -contractor relationships with all organizations and
individuals whom are external to the Proposer and are involved in providing or delivering the
product/equipment and services being proposed. Vendor assumes all responsibility for the
equipment/products and services and actions of any such Sub -Contractor.
1.21, Additional Definitions for the scope of this solicitation.
1.21.1 In addition to SEWER VACUUM, HYDRO -EXCAVATION, AND/OR STREET
SWEEPER EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES, this
solicitation should be read to include, but not limited to:
1.21.1.1 N/A
1.212 NJPA reserves the right to limit the scope of this solicitation for NJPA and current and
potential NJPA member agencies.
1_;22 Suggested Solutions options
1.2_2.1 All potential Proposers are assumed to be professionals in their respective fields. As
professionals you are deemed to be intimately familiar with the spectrum of NJPA and NJPA
Members' needs and requirements with respect to the scope of this RFP.
1.2122 With this intimate knowledge of NJPA and NJPA Members' needs, Proposers are
instructed to provide their proposal response in a format describing their solutions to those current
and future needs and requirements. Proposers should take care to be economical in their response
to this RFP.
12_ Multiple solutions to the needs of NJPA and NJPA Members are possible. Examples
could include:
1.22.3.1 Equipment/Products only Solution: Equipment/products Only Solution may
be appropriate for situations where NJPA or NJPA Members possess the ability, either in-
house or through local third party contractors, to properly install and bring to operation
those equipment/products being proposed.
1.22.3.2 Turn -Key Solutions: A Turn -Key Solution is a combination of
equipment/products and services which provides a single price for equipment/products,
delivery, and installation to a properly operating status. Generally this is the most
desirable solution as NJPA and NJPA Members may not possess, or desire to engage,
personnel with the necessary expertise to complete these tasks internally or through other
independent contractors
1.22.3.3 Good, Better, Best: Where appropriate and properly identified, Proposers are
invited to offer the CHOICE of good -- better — best multiple grade solutions to NJPA and
NJPA Members' needs.
1.22.3.4 Proven -- Accepted — Leading Edge Technology: Where appropriate and
R
properly identified, Proposers are invited to provide an appropriate identified spectrum of
technology solutions to compliment or enhance the functionality of the proposed
solutions to NJPA and NJPA Members' needs both now and into the future.
123 Overlap of Scope:
1.23.1 When considering equipment, products, or groups of product/equipment and services
submitted as a part of your response, and whether inclusion of such will fall within a "Scope of
Proposal", please consider the validity of an inverse statement.
• For example, pencils and post -it -notes can generally be classified as office
supplies and office supplies generally include pencils and post -it -notes.
• In contrast, computers (PCs and peripherals) can generally be considered office
supplies; however, the scope of office supplies does not generally include
computer servers and infrastructure.
• In conclusion: With this in mind, individual products and services must be
examined individually by NJPA, from time to time and in its sole discretion, to
determine their compliance and fall within the original "Scope" as intended by
NJPA.
1.24 Area to be Proposed: This RFP invites proposals to provide SEWER VACUUM,
HYDRO -EXCAVATION, AND/OR STREET SWEEPER EQUIPMENT WITH RELATED
ACCESSORIES AND SUPPLIES to NJPA and NJPA Members throughout the entire United States and
possibly internationally. Proposers will be expected to express willingness to explore service to NJPA
Members located abroad; however the lack of ability to serve Members outside of the United States will
not be cause for non -award. The ability and willingness to serve Canada, for instance, will be viewed as a
value-added attribute.
1.25 Manufacturer as a Proposer: If the Proposer is a Manufacturer or wholesale distributor, the
response received will be evaluated on the basis of a response made in conjunction with that
Manufacturer's authorized Dealer Network. Unless stated otherwise, a Manufacturer or wholesale
distributor Proposer is assumed to have a documented relationship with their Dealer Network where that
Dealer Network is informed of, and authorized to accept, purchase orders pursuant to any Contract
resulting from this RFP on behalf of the Manufacturer or wholesale distributor Proposer. Any such dealer
will be considered a sub -contractor of the Proposer/Vendor. The relationship between the Manufacturer
and wholesale distributor Proposer and its Dealer Network may be proposed at the time of the proposed
submission if that fact is properly identified.
126 Dealer/Re-seller as a Proposer: If the Proposer is a dealer or re -seller of the products and/or
services being proposed, the response will be evaluated based on the Proposer's authorization to provide
those products and services from their manufacturer. Where appropriate, Proposers must document their
authority to offer those products and/or services.
1.27 ,Contract Tern: At NJPA's option a contract resulting from this RFP will become effective either;
1) The date awarded by the NJPA Board of Directors, or 2) The day following the expiration date of an
existing NJPA procurement contract for the same or similar product/equipment and services.
1_27 1 NJPA is seeking a Contract base term of four years as allowed by Minnesota Contracting
Law. Full term is expected. One additional one-year renewal -extension may be offered by NJPA
to Vendor beyond the original four year term if NJPA deems such action to be in the best interests
of NJPA and its Members. NJPA reserves the right to conduct periodic business reviews
throughout the term of the contract.
7
1.2.8 Minimum Contract Value: NJPA anticipates considerable activity resulting ftorn this RFP and
subsequent award-,, however, no commitment of an kind is made concellune actual quantities to be
acquited.. NJPA does not guarantee usa.ge. Usage will. depend on the actual needs of the NJPA Members
and the value of the awarded contract.
1.29 Estimated Contract Volume.- Estimated quantities and sales volume are. based o.n potential usage
by NJPA and NJPA Member agencies nationally.
1.30 La.rgest Possible Solution-, If applicable, Contracts w. 1*11 be awarded to Proposer(s) able to deliver a
pjoposal meefing the entire needs of'NJPA and,its Members with.in the scope of this RFP, NJPA prefers
Proposers submit their complete product line of products and services described 'in. -the scope of this R.F.P.
NJPA reserves the. right -to reject individual, or groupings --of specific equipment/products and services
proposals as a, part of the award.
Contract Avaffabilfty$# Thlis Contract must be available to all current and potential NJPA Members
who1
choose to utilize this NJPA Contract to include a1l mental and public agencies, public and
private primary and. secondary education agencies, and all noii-profit organizations nationally.
1.32 Proposers Commitment Period: In order to a.11ow'NJPA the opportunity to evaluate each proposal
thoroughly,NJPA requires any response to this solicitation be valid and irre-vocable fior ninety (90") days
after the date proposals were opened regarding this RFR
0r.DUC,,*rS, AND SERVICES BE-ING PROPOSED
F. EXII EXTA.11 ON� S FOR EQU I 'MEN"I"MR
1.33 Industry Standards: Except as contained hvreln, the specifications or solutions flor this RVI
shall be those accepted guidelines set forth by the WE
he SEWS VACUUM, HYDRO-EXCAVATIO
TREE N,
AND/OR STT SWEEPER EQUIPMENT WITH RE..LATED AC�CESSORIES AND
SUPPLIES industry, as they are generally understood and accepted within that industry across the nation.
Submitted ptoducts/equipment, related services, and their warranties and assurances are required to meet
and/or exceed all current,. ' flonal and anfic' and its MemberS.
, tra-di i i ipated needs and requirements of NJPA an
1.33.1 Deviat,ions from inm
Y
.dustr standards ust be identified by the Proposer and
explained how, in their opinion, the equipment/products and services the: propose will render
equivalent functionality,. coverage., performance, and/birelated services. Failure to detail all Such
deviations may comprise sufficient grounds for rejection of t
I hc enfire proposal.
L Pr posers must supply luffic W. information. to: Tee ho ical[Descri ptions/Speci ficatio.us. 0
Demonstrate the Proposer's knowledge of industry standards,. and
ldentl[(v the equipment/products and services being proposed, and
Di-f-Terentiate those products and services f r 0in others.
Excessive technical
descriptions and specifications
which,
in the opinion of NJPA -unduly
enlarge
the
proposal
response may reduce evaluation
points
awarded
on Forin G.
1.34.1mportant note-.* NJPA does not typicall yprovide product and service specifications,- rather NJPA is
requesting an, industry standard or accepted specification for the requested product/equipment, and
services. Where specific. line items are specified, those line items should be considered the minimum
SO
which can 'be, expanded by the Proposer to deliver the P4
roposer's ut� Iojj"�to NJPA and NJPA.
Members' needs,
* 1.35 Commonly used Product /Eq uipment- and Services,, it is important that the equipment/products
and services submitted are the equipment/products and services commoni used by pub -lie sector entities.
1.36 New Current Model Prod uct/Eq uipment: Proposals submitted shall be for new, current model
products and, services with the exception of certain close-out products aflowed to be offered on the
Proposer's""ot List" described herein.
1.37 Compfiance with laws and standards: All items supplied on this Contract shall comply with any
current applicable safety or regulatory standards or codes.
1.38 Dellivered and operational; Products/equipment offered bere.1n. are to be proposed based upon being
delivered and operational at the NJPA Member's site. Exceptions to "delivered and operational" must be
explicitly disclosed in the "Total Cost of Acquisition'" section of your proposal response.
1.39 Warranty-. The Proposer warrants that all products, equipment, supplies, and services delivered
under this Contract shall be covered by the industry standard or better warranty. Allproducts and
equipment should carry a rn inimum. industry standard manufacturer's warranty that includes materials and
labor. The Proposer has the primary responsibility to submit product specific warranty as required and
accepted by industry standards. Dealer/Distributors agree to assist the purchaser in reaching a solution in
a di putt over warranty's terms with the manufacturer. Any manufacturer"s warranty which i's eMctive
Past the expiration of die warranty will be passed on to the NJPA inember. Failure to submit a minimum
warranty may result in non -award.
1.40 Proposer's Warrants: 'rhe: Proposer warrants all products/equipment and related services furnished
hereunder will be free from liens and encumbrances; deflects in design, materials, and or and
will conform in all respects to the terms of 'this -including any specifications or standards. In addition,
I 1 .10 11011,
ProposerNendor warrants the prod ucts/equipment and related services are suitable for and will perform
in accordance with the purposes for which they were intended.
G. S0L,*LYri(_YNS BASED SOLJC1"rA"110`N
1.41 NJPA solicitations and. contract process will not offer specific specifications for proposers to meet or
base your response on. This RFP is a "Solutions used Solicitation." This means the proposers are asked,
to understand and anticipate the current and future, needs of NJPA and the nationally located NJPA
membership base, within the scope of this RAP, and including specifications commonly desired or
required by law or industry standards. Your proposal will be evaluated, in part on your demonstrated.
ability to meet or exceed the needs and requirements of NJPA and our member agenclies, within the
defined scope of this RFP.
H. INQUIRY PER10D
L42 The inquiry- period shall begin at the date of first advertisement, and continue to the "Deadline -for
Requests." R.PP packages shall be distributed to Potential Bidders during the inquiry period. The purpose
for the defined "Inquiry Period" is to ensure proposers have enough tirne to complete and deliver the
proposal to our offlice.
1. PRE -PROPOSAL CONFERENCE
1.43 Potential Proposers inquiring before the optional "'Pre -Proposal Conference"" will be invited via the
e-mail address used to make their inquity.. The purpose of the pre -proposal conference is to allow:
Potential Proposers to ask questions and hear answers from their own questions and the questions of other
Potential Proposers.
DNS
A. PROPOSER - VENDOR
9
2.1 Exclusive Vendor- A sole Vendor awarded in a product category. NJPA reserves the right to .ward
-
to an Exclusive 'Vendor in the event that such an award is in the best interests of NJP A Members
nationally. A Proposer that exhibits and det-a. onstrates the ability -to offer and execute an outstanding
overall program., demonstrate s. the ability and willingness. to serve. JPA. current and qualifying Members
in all 50states and comply with all other requirements of this RFP',, is preferred.
2.2 Potential Proposer- Aperson or entity'requesting a copy oft s RFP*
2.3 Proposer- A cornpaiiiy. person, or entity- delivering a timely tusponse to this RFP.
1.4 Vendor- One of a number of Proposers who proposal has been awarded a. contract pursuant to this
2.5 Request for Proposal- Herein referred to as,RFP.
8. CONTRACT
2.6 "Contract" as used herein shall can this RFP,, C, D and E
pneing, and fully executed forms P., ,
("'Acceptance and Award"') with final terms and conditions. Form E will be executed on or after award
and will provide final clarification of terms and conditions of the award.
C. TIME
2.7 Periods, of time, stated as- number of days, shall be in calendar 83
d vs.
.
D,,PROPOSEWS RESPONSE
2.8 A Pro -poser's Response. is the entire collection of documents as -they are received by NJPA from a
Potential. Proposer in response to this RFP.
QURRENCY
2,9 All. transactions are payable in. (J.S. dollars on LLS. sales, All administrative -fees are to be paid in
U.S. dollars.
2. FOB stands for "'Freight On Board" and defines the point at which responsibility fiDr Ion And
damage of prod uct/eq u ipment purchased is transferred from Seller to Buyer. "FOB Destinati...on" defines
that transfer of.responsibility for loss is transferred. from Seller to her at the Buyer's designated
delivery point.
2-11 FOB does not identify who 'is responsible for the costs of shipping. The responsibility for the costs of
shipping is addressed elsewhere in this document.
A. PRE-PIU)POSAI. C"ONFERENCE
3.1 A non -mind for pre -proposal conference will be held at the date and time specified in the time line.
on page one of this RFP, Conference call and web connectionin.formation will be sent to all Potential
Proposers through the same means empJoyed in their inquity, i lie purpose of this conference call is to
allow Potential Proposers to ask questions regard ing this RFP. Only answers issued in writing by NjPA
to questions asked before or during the Pre. -proposal Conference shall be considered binding.
'10
1 RSONNUiJ,
13. 11)1*A-NJ`1 1-11("N A TION OF Kl'.'*'Y P'*"`J
3,2 Vendor will designate one senior staff individual who will represent the awarded, Vendor to NJPA.
This. contact person will correspond with members -for technical assistance, questions or problems that
may arise including instructions regarding different contacts for diffi-erent geographical areas as needed.
3.3 Individuals should also be identified (if applicable) as the primary contacts for the contents of this
proposal, marketing, sales, and any other area deemed essential by the Proposer,
-'.,XCE,P'1`10NS el!`() 71"ERMS AND DITIONS
3A Any exceptions, deviations, or contingencies a Proposer may have to the tens and conditions
MONO
contained herein must be documented on Form C.
3.5 Exceptions, deviations ations or contingencies stipulated in Proposer"s Response, while possibly necessary
in the view of the Proposer, may result in disqualification of a Proposal Response.
.. : .4
"I"ION'S 1`0 PR(`)1PC)S1R.S
3.6 It is the responsibility of all Proposers to examine the entire RFP package, to seek. clarification of any
item or requirement that may not be clear and to check all responses for accuracy before submitting a.
Proposal. Negligence in preparing a Proposal confers no right of withdrawal after the deadline fior
submission of proposals.
3.7 A-11 10, proposals must be sent to ,-Orhe National Joint Powers AllianceO, 202 12th ST NE Staples, MN
56479*'�1
3.8 Format for proposal response,: All proposals inust be physically delivered to NJPA at the above
addres,,s, In the following fornlat-,
3.8.1 Hard copy original signed, completed, and dated forms C,D,F, and hard copy signed
Signature page: only from forms A and P from this RFP,
3 Ulard copies of a] I addenda issued for the RFP With original counter signed by the Proposer,
3.8.3 Certificate of insurance verifying the coverage identified in this RFP,
3.8.4 A complete copy of your response on a CD (Compact Disc) or flash drive. The copy shall
contain completed Forms A,B,C,D,,F & P,, your statement of products and pricing (including.
apparent discount) together with all appropriate attachments. Everything you send with. your hard
copy should also be included in the electronic copy. As a public agency., 'NJ.PA proposals,
res•
ponses and awarded contracts are a matter of public record, except for that data included'in the
proposals, responses and awarded contracts that is classified as nonpublic;, thus, pursuant to NJPA
Policies and .PP terms and conditions, ti , all documentation, except for that data which is nonpublic
is availarble for review by the public through a public records request. If you wish to request that
certain information that falls Within Minnesota Statute §13.37 be redacted, such request must be
made within thirty -days of award/non-award.
2..9. All Proposal forms, must be submitted in Englisb and be legible. A.11 appropriate forms must be
executed by an author lizedsiwiatory of the Proposer. Blue ink is preferred for si natures.
9
3.10 Proposal submissions should be submitted using the electronic forms provided. lf*a Proposer chooses
UM
to use altematIvedocuments for their response, the proposer will be responsible for ensuring the content
is effectively equal to the MP form and the docurnent is in a formal readable by NJPA.
I I
3.11 It 'is, the responsibility of the Proposer to be certain the proposal submittal 'is in the physical
possession of NJPA on or prior to the deadline for submission of proposals..
3.11.1. Proposalsmust be submitted in a sealed envelope or box properly addressed to NJPA and.
d f
prominently identifyI *.ng the -proposal number, propossal category nave, the message Holor
Proposal Opening", and the deadline for proposal submi'ssion. NJPA ca-nnot be responsible for
.late receipt of proposals. Proposals received by the . correct deadline for proposal submission will
be openedand the name of each Proposer and other appropriate information will be publicly read.
3.12 Corrections., erasures, and interlineations on a Proposers Response must be initialed by the
authorized signer in original ink on all copies to be considered,
3.13 Addendums to the R.FPI-, The Proposer is responsiDle I for ensuring, receipt of all addends to this
.RFP.
Proposer's are responsible for checking directly with the NJPA websitle for addendums to
this RF'P,
Addendums to this 'RFP can change terms and conditions of the I including the
deadline for submission of proposals.
F.,.QUESTJONS AND ANSWEORS ABOUT THIS RFP
3.1.4 tJpon examination of this, RFP document, Proposer shall promptly notr*
.Ify the NJ.PA of any
ambiguity, inconsistency, or error they may discover, Interpretations, corrections and changes to, this RFP
will be made by NJP through -addendum.. Interpret iationsco rrections, or changes made in any other
,,
manner will not be binding and proposer shall notrely, upon such,
3.15 Submit all questions about this RFP., in writing, referencing "'SEW,ER VACUUM, HYDRO -
EX ' CAVATION, AND/OR STREET SWEEPER EQUIPMENT WITWRELATLD ACCESSORIES
AND SUPPLIES to Maureen Knight, NJPA 202 12th Street NL-, Staples, MN 56479 br
,RFP@tijpacoop.org. Those not having, access to tli.elbternet may call Maureen Knight at ('! 81) 895-4114.
Requests for additional infohnation. or interpretation of instructions to Proposers . or technical
sped ificat ions shall also be addressed to Maureen Kni hti N)PA urges. Potential Proposers to
I Questions
communicate all concerns well in advance of the deadline to avoid inkunderstandings.
received less than seven (7) daysending at 4.-00 p.m. Central Time of the seventh (7"') calendar day prior
to proposal due -date cannot be .answered.
3.16 If the answer to a question is deemed by NJPA to have a material impact on. other potential proposers
o, the *RFP itself, the iswer to the question will become an addendum, to this RFP.
r t I ai
If the answer to a question is deemed by NJPA to be a clarification -of existing terms and conditi 6 ons
and does not have a material 'Impact on other oterifial proposers or the RFP itself, no further
p
documentation of that question is required.
3.18 As used in this solicitation, clarification Means COMMu nI cat *I
on With. a Potential. Proposer for the sole
"own"
purpose of eliminating minor irregularities, 'Informal ities, or apparent clerical mistakes in the RFP.
Addendaarewritten instruments issued by JP A that tnodlior interpret the RFP. All addenda
issued by NJPA shall. become a part of the R,FP,, Addenda will be delivered to all Potential Proposers
I y in
using the same method of delivery of the original .PP material. NJP A accepts no liabifit connection
with the delivety of said materials. Copies of addenda will also be made availableon the NNAwebsate.
at www..njpacoop.or by clicking on .`Current and Pending Solicitations" and from the NJPA offices. No
questions will be accepted by. NJPA later than seven (7) days prior to the deadline for receipt of
proposals,, except an addendum withdrawing -the request for proposals or one that includes. Postponement
of the date of receipt of proposals. each Potential Proposer shall ascertain prior to submitting a. Proposal
12
that, it has received all addenda. issued, and the Proposer shall acknowledge their receipt in its proposal
Response.
120 An amendment to a submitted proposal. must be in writing and delivered to NJPA no later than the
time specified for opening of all proposals.
K MODIFICAT'ION OR WIT11DRAWAL OF A suBmirTED PROPOSAL
311 A submitted proposal may not- be modified, withdrawn from or cancelled by the Proposer for a
period of ninety (90) days following the date proposals were opened regarding this RFP.. r or to the
deadline for submission of proposals, any proposal submitted may be modified or withdrawn by notice
to; .the N JPA Manager of Bids and Contracts. Stich notice shall be submitted in writing and include the
signature of the Proposer and shall be delivered to NJPA prior to the deadline for submission of
proposals and it shall be so wordedas not to reveal r the content, of the original proposal, However, the
Original -proposal shall not be physically returned to the Potential Proposer until after the of r--tcial
proposal opening. Withdrawn proposals may be resubmitted up to the time designated for the receipt of
the proposals if they are then fully in conformance with the Instructions to Proposer.
G. VA.I.,UE ADDE'D. ATI`RI'BUTES� PRODUCTS/SERV ICES
3.22 Examples of Value Added Attributes:: 'value -Added attributes, products and services are items
offered in addition. to the products and services being proposed which adds value to those items being
proposed. The availability of a contract for maintenance or service after the initial sale, 'Installation, and
set-up may, tor instance, be "Value Added Services" for products where a typical buyer may not have the
ability to perf9rm these functions.
3.23 Where to document Value Added Attributes.* The opportunity to indicate value added dimensions
and * such advancements will be, available in the Proposer's Questionnaire and Proposer's product and
service submittal.
3.24 Value added equipment/products and services and expanded services, as they relate to this R.FP, will
be given positive consideration in -the award selection. Consideration will be griven to an expanded
selection of ""SEWER VACUUM,` HYDRO -EXCAVATION., AND/OR STREET SWEEPER
EQUIPMENT WITH. RE,1,ATED ACCESSORIES AND SUPPUES"", and advances to provide
products/sery ices, supplies ineetina. and/or- exceeding today's industry standards and eXpeCta flons. A
value add would include a program or, service that further serves the members needs above and possibly
beyond Strandard expectation and complements the equipment/products and Services and training. Value
1W
added could include areas of product and service, sales, ordering, delivery, perforMance, maintenance.,
r
technology, and service that furthers the functionality and effectiveness of the procurement process while
remaining within the scope of this RFP.
3.25 Minority, Small Business, and Women, Business Enterprise (WMB,E) Participation*, It is the
policy of some NJPA. Meinbers to involve Minority, Small Business, and 'MBE contractors in the
process to purchase, produ ' ct/equipment and related services. Vendors; should document WMBE status for
g I an
their orization AND any such status oftheir affiliates (i.e. SUPPlier networks) involved 1*11, carryine out
the activities invited. The bill of a. Proposer to provide "Credits" to NTPA and NJP A Members, in these
subject areas, either individually or through related e"titities involved in the transaction, will be evaluated
p 't'v-ely by NJPA and reflected in the "value added", area of the evaluation. NJPA is comini 0 tted to
osl I
fiacilitat'j.1g the realization of such "Credits" through certain structuring techniques for transactions
restilting firom this RFP.
3.26 Env-'
ironmentally Preferred Purchasing Opportunitties: There. is a growing trend among NJPA.
13
Members to consider the environmental impact of the uipn nt/- roducts and related services, they
purchase. "Green" characteristics demonstrated by responding companies will be evaluatedpositively b
NJPA and: reflected in the "'value add d" area of the evaluation. Please id-entify any Green characteristics
of the prod uct/equipn ent and related services in your pr p sal and . identify the sanctioning body
determining that characteristic. Where appropriate, please indicate which products have been certified as
4 recn", and by which certifyin cnc .
3.27 On -Line Requisitioning systems* When applicable,on-line re uish'
ton-ing systems,will be viewed
s a value, -added characteristic. Proposer shall include documentation about riser interfaces that makeon.-
line ordering easy for*NJPA Members as well as the ability to punch -out from mainstreame-Procurement
r enterprise Resource Planning (ERP) systems that NJP : *e b rs may current: utilize.
3.28 in•ancin K The ability of the Proposer to provide flinancing options for the products and services
being proposed will be dewed as a Value g Added Attribute
H. CERTIFICATE OF INSUR-ANCE
3.29, Vendors shill provide evidence of"liability insurance coverage, identified below in the farm of an
ACCORD binder f rig ith. their proposal. upon Award issued pursuant: to this contract, and prior to tlx:
execution of any commerce relating to such award, Vendor will be responsible for providing verification.
In the for of an ACCORD b1hider't4cnfifying th coverage required below and Wentifying NJPA as a
"Certifitcate older." Vendor will be, r sponsIme try maintain ain such insurancc coveraLx.,e at their own
expense ns lrrbu hout the term of any contract -from this eta inn
3.30 Any exceptions and/or assumptions to the 'insurance requirements l be Wen i i d on Attachment
C. E ceptions and/or assumptions will be taken into consideration as past of the. evaluation pro s
however~, vendors must be specific. If'vendors. do not sp cif anyexcept'bns and/or assumptions dnat time
of proposal SUbj`niISSionr"NJPA will not consider any additional exceptions said/or assumptions during
negofiations. Upon contract ward, the SrUcCeSSlful vendor Must provide the Certi ficate of Insurance
int:if i.rtg the coverage as speidL
131 The awarded vendor must maintain., for the duration of its contract, l .5 million in General Liability
insurance coverage or General LiabilityLiabifity ins urance i.h conjunction with it Umbrella for .a total combined.
era ��` l.. � i. l l i� �` r. on the contract shall not begin U-11ti l after the awarded vendor has
submilittcd acceptable evidence oafthe required insurance. era , Failure to maintain any required
insurance coverage or acceptable alternative method of I sur, n e will be deemed a breach ofcontract.
.L1N MUD SCOPE ANC LIMITS OF INUNCE: Vendor shall provide r with .limits o
liability of less than those stated below. n excess liab"pity Poll r ur�breli li�bili� p li � be
used to meet the. mi*nimu °r liability requi:r tints: provided that the covera is written or a. a �`fnll� in
form". bars:�
Commercial General Liability` — 0ccurrence Form
Policy shall include bodily 1*11 ur , property dada a and bred fr;� rm contractual liablility and XC
vra:e,
Each Occurrence S1_55001000
The insurance requirements herein. are rn n.: r r:rt r uirL*me its for this Contract and in no why lie it
the indemnity covena t ontain d in this Contract. NJPA in no waywarrants that the ininj4tnum li.1bit
contained herein are ui"n i nt to protect the Vendor from liabilities that might arise out of the
performance f the work under this Contract by the Vendor, hiIS ag nts} represent ativcs* employees or
subcontractors and Vendor 'is free tab purchase additional 'insurance as may be determined -necessary.
3.33 Acceptability of Insurers.- Insurance is to be placed with insurers duly licensed or authorized to
do business in the State of Mibnesota and with an "A.M. Best" rating of not less than A- VII. *NJPA in
0%e"
no way warrants that the above required m linimum insurer rating is sufficient to protect the Vendor from
potential insurer solvency.
3.34 Subcontractors,. Vendors' certificate(s) shall include all subcontractors as additional insureds
under its policies or Vendor shall ftirnish to NJPA separate certificates for each subcontractor.. All
- above
coverage for subcontractorsshall be subject to the minimum ieqt * itreinents identified .
1, ORDER PROC,ES,S AND/OR. FUNDS FLOW
3.32 Please propose an order process and funds flow. Please choose from one of the following-,
3.32.1 H-TO-G: The Busilness-to-Government order process and/or funds flow model. involves
JP A Members issuing Purchase Orders directly to a Vendor and pursuant to a Contract resulting
from this RFP.. Administrative fees may also be used for purposes as allowed by Minnesota State
Law and approved by the Board of Dil rectors.
3.32.3 Othev please- fully identify.
J. ADMr Ili ISOMATIVE FEES
3.33 Proposer agrees to authorize and/or allow, for an administrative fee payable to NJPA by an Awarded
Vendor in exchange for its facilitation and marketing of a Contract resultg from this RFP to current and
potential NIPA Members. This Administration Fee shall be:
3 Calculated as a. percentage of the dollar volume of all equiptnent/products and services
provided
rovi ed to and purchased by NjPA Members or calculated as reasonable and acceptable method
applicable to the contracted transaction, and
3.33.2 Included in, and not added to, the pricing included in Proposer's Responsc to this RFP, and
3 Designed to offset the anticipated costs of NJ'PA**s involvement in contract, manageinent,,,,
-facilitating marketing efforts, Vendor training, and any order processi.ng, tasks relating to the
W
Contract resulting from this R.FP. Administrative -fees may also be used for other purposes as
allowed by Minnesota law. Administrative fees may also be used for other purposes as allowed
by Minnesota law.
3.33.3.,l Typical administrative fees for a B-TO-G order process and finds flow is 201/0.
3.34 The opportunity to propose these factors and an appropriate administrative fee is available in the
Proposer's Quest ionna ire.
II S
4.1 NJPA requests Potential Proposersrespond to this RFP only if they are able -to offer a wide array of
equipment/products. and -services and at prices lower and better value than what they would ordinarily
offier to single government agency,, larger school district, or regional cooperative.
4.2 RFP is an. "Indefinite Quantity Product/Equipment and Related Service,, Price and Prograin Request",
with potential. national sales distribution and service. Proposers are agreeing to fulfill Contract obligations
0.
regarding each prod uct/eq u ipment to which you provide a description and a price. If Proposer's solution
requires additional supporting documentation, describe where it can be found in your submission. If
41
Proposer offers the solution in an altemafive. fa
shion, ashion, describe your solution to be easily understood All
pricing must be copied on a CD along with other requested information as a part of a Proposers
15
Response.,
4.3 Regardless of the payment method selected by NJPA or NJP`A Member, :a total cost associated with
any purchase option of the equipment/products and services and being supplied rust always be disclosed
at the time of purchase.
.4 Primary Pri" l g/Seeo dar Mcing Strategies- All. Proposers will be required to submit "Primary
ar,
pricing" in the form of either "'Line- itemPricing," or "'Percentage Discount t r r Catalog pricing," or a
combination of these pricing strategies. Proposers are also u encouraged to of erg OPTIONAL pricing
strate It e � a ► but rout limited t "Hot List,"' tr*pureed Praoduet/.l qu'Ipr�ent"' and �`' lu a Discounts,"'
as well as financing options such as leasing.
A. tJ.' l T PRICING
Line-Item.pricing- A priein formatwhere p C individual products and/or" services are offered at
spee'fit individual Contract prices. products/ uiprn t a.nd ur related. services are indi id a.l priced and
described by characteristics such as manufacture aeture name, stock or part number, size. or tunctibnalit . This
method of pricing offers the least amount of confusion as products./equipment and prices are 10nd vid ali
identi ed however, proposers with a large number of prod ucts u Ipment to propose may rid this
method cumbersome* In these situations, a percentage discount from catalog or category pricing model
may make more sense and increase the clarity of the contract pricing format.
..6 All ire -Item Pric.i.ma items must be numbered, organized., sectioned, including KU "'s (when
applicable). and easily understood by the Evaluation Commi :ee and members.
x
.7 Line - Item Pricing items are to be submitted in an excel spreadsheet f rr-n t provided and are to
include all appr .pri to "dent i� tibu. i n t' rmati n necessary to di c�er�a the l in item 'rom other i ine item
in each l . sp rid. is proposal.
A& The purpose for the excel spreadsheet format ` ► Line -Item Pricing is to be able to use the "Find"
function to quickly find any particular items: of interest. For that reason., Proposers are ' responsible for
providing the appropriate product and service identification in `orr-nation aloud with the pricing
information whichis typically forted on are invoice or price quote for such pr��r+�t e��iip e t d related
4.9 All prod ucts/equipment and related services typically appearing on an invoice or price quote must be
individually priced and identified on the lime -item price sheet, including any and all ancillary gusts.
, 0 Proposers :re asked t provide both a published "List'" price as well as a "Proposed Contract Price"
irr their pricing matrix,- 't'l° a publ l ed l ist' price will be the standard "quantity' of ode"' price currently
available 't vernment and educational customers excluding cooperative and volume discounts.
B. PE RCEN'I'AGE DISCOUNT FR.0..MCATALOG OR CA"I"EGORY
4.1.LPercent DiSCOUnt rFrom Catalog, list or Category Pricing- A specificpercentage discount from
"Cat .loaue or List price" de�rned as a published Manufacturer-Manufacturer-s Suggested Retail .orrice (MR.p) fbr the
prod cts equipment or related services being proposed.
2 Individualized percentage discounts can be applied to any number ofd rtned product groupings.
4.13 . ere-enta a Discount from MSRP may be applied to all elements identified in MSR,Pincluding all
Manufacturer Options ns applicable to the product/equipment or related servicer.
4.14 Accessoty options requested by the customer and :related to the getteral cope of this. RFP but are
not under the current contract will be priced using a "Sourced Product/equipment pricing model" as
16
4
defined herein. See Section F
4,J5 When a Proposer elects to use ",Percentage Discount from Catalog or Category," Proposer will. be
responsible for providing and maintaining current published "MSRP"' with NJPA and must be included
in their proposal and provided throughout the term of any Contract resulting from this.RFP..
4.16 NJPA reserves the right to review catalogs submitted to determine if the represented Products and
services reflect and relate to the scope of this RFP. Each new catalog, received may have the effect of
adding new product offerings. and deletin.g products no longer carried by the Vendor. New catalogs shall
apply to the Contract only upon approval of the NJPA. Non -approved use of catalogs may result in
terimination for convenience. New price lists or catalogs found to be offiering non -contract items during
the Contract may be- grounds for- terminating the Contract for cony ra ence. New opti'Otial accessories for
product/equipment and related services may be added to the Contract through the NJPA approval process
at the time they become available.
C. HOT LIST PRICING
4.17 Where applicable, NJPA also 'Invites the Vendor, at t I heir option,, to offer a specific selection of
prod ucts/services., defined as a Hot List selection ofTer pricing at greater discounts or related advantages
than those listed in the standard Contract pricing. All product/service pricing, ng, including the Hot List
Pricing,, must be submitted electronically provided in Excel format, Hot List pricing must be submitted in
a LI* ne-Item format. Providing or offering a ".1-lot List Selection' of equipment/products and related
.4
services Is optional. Equipment/products and related services inay be added or removed from the "Hot
List"' at any time.
4.18 Hot 1,...I*s1 program and pricing when applicable may also be used to discount and liquidate close-out
and discontinued equipment/products and related services as long as those close-out and discontinued
items are clearly labeled as SUChr. Current ordering, process and administrative fees apply. This option
must be published and made available to all NJPA Members,
4. flot Li.st Program and Pricing is allowed to change at the discretion of the Vendor within the
definition of Hot List Pricing, The Vendor is responsible to maintain current Hot List product/equip-ment
and related service descriptions and Pricing with NJPA.
'16
D. C IPRICE*,...$,
4.20 Proposal pricing is to be established as a ceiling price. At no time may the proposed.
equips i.ient/Pro-ducts and related services be offered pursuant to this Contract at prices above this ceiling
price without request and approval by NIP.A. IM.PORTANT NOTE: Contract prices. may be. reduced to
allow fior volume considerations and coni.mitmentsand to meet the specific and unique needs of an NJPA
Member.
Allowable specific needs may include competitive situations, certain purchase volume
commitments or the creation of custom: programs based on the individual needs of NJPA Members,,
E. VOIXM.E, PRICE DISCOUNTS
4.22 Proposers are free to offer volume commitment discounts firoin the contract pricing documented in a
Contract, resulting from this :RFP. Volume considerations shall be determined between the Vendor and
individual 'NJPA 'Members on a case -by -case. basis,
4.23 Nothing in this Contract establishes a favored member relationship between the NJPA or any NJPA
Memberand the Vendor. The Vendor will, upon request by NJPA Member, extend this same reduced
price offered or delivered to another NJPA Member provided the same or similar volume commitment,
s ff" I pecl ic needs, terms, and conditions, a, similar time fratne. seasonal considerations, locations,,
r 17
competitively situalions, and ided the same manti.facturer support is available to the Vendor.
prov
4.24. All price adjustments are to be offered equally to all N Members exhibiting the same or
substantially similar characteristics such as purchase volume Commitments, and timing including the
a vaHaWl' ty of special. pric*ng from the Vendor's suppliers. l I I I I
4.25 Additional Quantities:
Thecontract awarded vendor will accept orders for additional quantities at the same prices.,
terms and conditions, providinthe'NJPA Member exercises the option before a specific date,
mutually agrevd upon between mcmb r and contract awarded vendor at time of original purchase
order.
A
ev Is lly extension(s) of pricing beyond the specitic date shall be upon mutual consent between
W
,the NJPA Member and the contract awarded vendor.
R S(.)URCIE4D.P.,RO[);(.JC*]'/*[:�IQ'LJ'IPM'ENT/`0"`PFN MARKE�.T ITEMS
4.26 NJPA or NJPA Members may frorn time to tune, request prod uct/equ*pment and/or
equipment/products and related services that are within the related scope of this RFP, which are not
included in an awarded Vendor's line-fteni product/equIpment and telated service listing or "list or
catalog." These items are known as Sourced product/Eq ulipment or Open Market, Items.
4.27 An awarded Vendor resulting from this RFC may "*Source" equipment/prod c;ts and related services
NAWWNWAWWX
for NJ.PA or an NJPA Member -to the extent they:
4.27.1 Identify all such equipment, products and services as "Sources Product/Equipment " or
"'Open, Market Items"" on any quotation. issued in reference town NJPA awarded contract, and
providedto ei*ther'NJPA or an NJPA Member, and
1.11 applicable acqttisition regulations. pertaininR to the purchase of such equipment',
Products and services have been. fiollowed, as defined by NJPA or the NPA Member receiving
quotation from Vendor., and
4.27.3 NJP`A or the NJP,A Member has determined the prices as quoted by Vendor for such
equipment, products and services. are, deemed to be fair and reasonable and are acceptable to the
mernber..
G. COSTPI.,US A PERCENTAGE OF COST
4.28 Cost p] us a percentage of cost as a primary prig; i ng tnechan ism. is. not des trable.
R TOTAL COST OF ACQUISITION
it
4.29 The Total Cost of Acqu.islition for the equipment/products and rela*ted services, being proposed.
including those. payable by'NJPA Members to either the Proposer or a third party, shall be defined as:
The, cost of the proposed equipment/products prod tict/eq u ipm ent and related services delivered
and operational for its in -tended purpose 'in the end-user"s location..
4.30 F4or example, if you are proposing equipment/products only (lE, FOB Proposers dock) your
proposal would identify your dev`aflon ftom the "Total Cost of Acquisition" of contracted
equipment/products. The ""Proposal should reflect that the; contract doe riot provide for delivery beyond
Im
Proposer's dock, not any set-up activities or costs associated with those delivery or set-up activitlesi..Vt In
contrast, proposed terms including all costs for prod uct/equ Went and services delivered and operational
at to the end -user's location would require a disclosure. of "None."'
1. REQUESTIN�G PRODUCT/EQUIPMENTAND REI..ATED SERVICE ADDITIONS/DELETIONS
431 Requests for product/equipment and related services, price changes, additions, deletions, or any
related contract changes must be made in. written form and shall be subject to approval by NJPA.
4,32 New equiprent/products and related services may be added to a Contract resulting from this RFP at
any time during, that Contract, to the extent those equipment/products and related servicesarc within the
scope of this RFR Those requests are subject to review and approval of NJPA. Allowable new
equipment/products and related services generally include new updated models of equipment/products
and related services and or enhanced services previously of tred which could reflect new technology and
improved functionality.
4.33 Proposers representing multiple manufacturers, or carrying multiple related product lines may also
request the addition of new manufacturers or product lines to their Contract to the extent they remain
w Rh in the scope of th * Is RFP.
I . .1
4.34 NJPA's due diligence in analyzing any request for change is to determine if approval of the request
is 1) within the scope of the original RFP, and 2) in the "'Best Interests of NJPA and NJP A Members."'
We are looking for consistent pricing and delivery mechanisms and an understanding' of what value the
proposal brings to NJPA and NJP A Members.
4.35 Documenting the "Best Interests of NJPA and NJPA Members" when outdated equipment is being
deleted is fairly straight forward since the product is no longer available and not relevant to the
procurement Contract,
4.36 Requests must be in the form of 1) an NJPA. Vendor Price and Product Change Request Form which
includes a request to add the product/equipment line, ageneral statement identifying how the products to
be ad-ded are- within the scope of the original RFP, and making a general statement identifying that, if
appropriate, the pricing is consistent with the existing Contract pricing. Further, provide detail as to what
is being added at what price in the request form. Pending approval of your request by NJPA you will need
to pto ide a complete re -statement of all pricing including all new prices/products AN*D existing prices
and prod ucts/equ ipment.
4.37 NJPA"s 'Intent. is to encourage Proposers to provide and document NJPA's due diligence in a clear
and concise one page -format on which we can approve and sign our acknowledgment and acceptance.
'his information must. ultimately come from Proposers, and NJPA is requiring it In this fonnat.
1. REQUESTING PRIC'ING CHANGES
4 Pn*ce Decreases.* Requests for standard Contract price decrease adjustments (percentage discount
increases) are encouraged and will be allowed at any time based on market place effiCiencies, market
place competitiveness, improved technologies and/or improved methods of delivery or *if Vendor engages
in Innovative procurement practices such as strategic c sourcing, aggregate I and volume purchasing. NJPA
expects Vendors to propose their very best prices and anticipates price reductions due to the advancement
of technologies and market place efficiencies. Documenting the "Best Interests of NJP A and NJPA
Members"' is highly valued when we. are documenting price reductions.
4.39 Price increases: Requests fir standard contract price increases (or the inclusion of new generation
prod ucts/eq ul' pmen t/sery ices at higher prices) can be made at any time. "rhese requests will again be
evaluated by NJPA based on the best interests of JP, and NJPA Members. As. an example, typically
19
'increase to
acce or price increases fore equipme
'ptable requests f ot./products. and services may cite S.
the Vendor of *Input costs such as petroleum or other applicable commodlities. Typically acceptable
requests for price increases for new equipment/products and services enhance or improve on the current
Solutions cuff-eiitly o-flered as well as cite increases in utitity of the new compared to the old. Vendors are
requested to reasonably document the claims cited in their requesm, Your written request for a price
in
rease, there -fore, is an exercise in describing what you need, and a dust fic 4tion for why you need i
.sufficient detail for NJPA to dean such change to be in the best interests of ourselves and out Members.
4.40PAce Change Request Format: An awarded Proposer will use the format of a NJPA Vendor Price
and Pro -duct Change Request Form to request price 'increases in general terms (a 5% increase in product
line X) and stating their Justification -for that price inerease (due to -the recent, increase in petroleum or raw
material costs) by product category.. Specific details -far the requested price change must be attached to
the request letter i'dentifying product/sery ices where appropriate, both current and proposed pricing.
increases 01
Attachments such as letters from suppliers announcing price are appropriate for docuent.-Ing
your requests here.
K. PRICE AND PRODUCT CtIANGES. FORMAT
4.41 All price and product change requests must be submitted using the N F ENDOR PRICE AND
PRODUCT CHANGE REQUEST FORM found at the very end of th.lis solicitation, NJPA*-s due .
diligence regarding product and -price change requests is, to consider the reasonableness of the request and
document consideration on behalf of our members. Submit the following documentation'to request a
pricing change.
4.41.1 An excel spreadsheet identifying all equipment/products and services being o5ered and,
their pricing. Each subsequent pricing update will.] be saved using the naming convention of
"'(Vendor Name) pricting effective X,X/X.X/XXXX"
a. Include all equipment/products and services regardless of whether their prices have
Ott
changed. By observing this convention we will:
jr, Reduce confusion. by providing a single, easy to find, current pricing sheet for
each Vendor.
it. Create a. historical record of "ci pri Ing.
L. SINGLE STATEMENT OF PRICIN(.1WHISTORICAL RECORD OF PRICIN(i
Initially.- and again with each request for product add itioii,, deletion, and/or pricing changei, you must
state all pricing for alt-equipment/products and services available, The request for price changes described
above Will serve as -the documentation for those -requested changes., Each complete pricing list will be
4 1�t
identified by its "'Effiective Date." Each succe'ssive Price listing ident1fied by its "EtTective Date will.
create a "'Product and Price 1-lisfor y"for the Contract.
4. Proposers may use the multiple tabs, available in an Excel workbook to separately list logical product
groupings or to separately list product and. service pricing as they see fit.
44 All equipment/products and services together with -their pricing, whether changed within the request
or remaining unchanged, will be stated on each "Pricing" sheet created as a result of each request f r
product, service, or pricing change.
4, Each subsequent "Single Statement of Product and Pricing- - will 'be archived by its effective date
therefore creating a product and -price history flor any Contract resulting from this RFP. Proposers are
required to create a historical record of pricing annually by submitting up -dated pricing referred,to as a
(4S'ingle Statement of Product/Equipment and Related Services Contract Price Update". This pricing,
#
update is required at a ininti M*uin of once per contract year.
M. PAYMENT TERMS
KE
4.46 Payment terms will be defined by the Proposer in the Proposer's
encouraged to offer payment 'terms through P Card services lid' applicable to
procurement relatIng to the. contracted irn and related services,
Response. Proposers
the customary method
are
of
,4.47 Leasing- If available, identif�i any leasing programs available to NJPA and NJ'PA Members as part of
your proposal. Proposers should submit an example of the lease agreement to be used, Proposers should
identify:
General leasing terms such as:
The percentage adjustment over/under an index rate used in calculating the internal rate
of return for the lease., and
o The *Index rate being ad usted- and
o The "Purebase Option" at lease maturity ($1 1 or fair market value),- and
o "he available term in months of lease(s) available.
It
Leasing company information such as,,,
* The name and address of the leasing company-, and
* Any ownership, common ownership, or control between the
Company.
N. SALES 17AX"
Proposer and the Leasing
4.48 Sales and other taxes, where applicable, shall not be inclarded 'in the prices quoted. Vendor will
01
charge state and local sales and other taxes on items for which a. valid tax exemption certification has not
been r proivded. Each NJPA Member is responsible for providing verification of tax exempt status to
Vendor, When ordering, If applicable, NJPA Members must indicate that they are tax exempt entities.
Except as set forth herein, no party shall be responsible for taxes imposed on another party as a result of
or arising from the transactions contemplated by a Contract resulting from this R.FP.
0. SHIPPINGAND S141-PPING PROGRAM
4.49 Shipping program for material only proposals, or sections of proposals, must be defined as a part of
the cost of prod uct/eq u ipment. If shipping is charged to NJPA or NJPA Member, only the actual cost of
delivet�v may be added to at..-i invoice. Shipping charges calculated as a percentage of the product price
may not be used, unless such charges are lower than actual delivery charges. No COD orders will be
accepted. It is desired that delivery be made, Within ninety -days (90) of receipt of the Purchase Order. See
"'The'l"Otal Cost, of Acquisition" for the equipment/products and related services.
4*50 Any shipping cost charged to *NJ'PA or NJPA Members will be considered to be part of "proposal
-pricing,
4.5.1 Add*flonal Costs r
I I for expedited deliveries will. be at the additional shipping or handling expense to the
NJPA Member,
4.52 Selection of a carrier for shipment will be the option of the party paying for said shipping. Use of
another carrier will be at the expense of the requester.
4.53 Proposers must define their shipping programs for Alaska and Hawaii and any location not served by
conventional shipping services, Over -size and over -weight items and shipments may be subject to
custom freight programs.
4.54 Proposals containing restocking fees are less advantageous than those not containing re-stock,in
fees. That being said, certain industries cannot avoid restocking fees. Certain industries providing made to
order prod uct/equ ipment may not allow returns., With regard to returns and restocking fees, Proposers will
be evaluated based on the relative flexibility extended to NJPA and N'JPA Members relating to those
I considered excessive, Restocking -fees may
subjects. Where used, restocking fees in excess of 15% will be con I I I
21
be waived, at the opti On of the Proposer/Vendor. Indicate all shipping and re -stocking fees, in price
ce
program.
4.55 Proposer agrees shipping errors will be at the expense of the. Vendor, For example, if a Vendor ships
a.product that was not ordered by the meinher, lt is the respollsibility of the Vendor to pay for return mail
or shipment at the convenience of the member.
4.56 Unless specifica.11y stated otherwise i7n the "Shipping Program" of a Prop oser's Response, aIrl prices
quoted must be V0.13. destination with the freight prepaid by the Vendor. Delivery effiectiveness 'is very
important aspect of this Contract. If completed deliveries are not trade at the: time agreed, NJPA or NJPA
Member reserves the right to cancel and purchase elsewhere and hold Vendor accountable. If delivery
dates cannot be met, Vendor agrees to advise NJPA or NJPA 'Member of the earliest possible shipping
date -for acceptance by 'NJPA or NJPA Member.
4.57 Delivered products/equipment must be properly packaged. Damaged products/equipment will not be
accepted, or if the damage is not., readily apparent at the time of dell
ivery, the prod ucts/e.qu ipm ent
product/ quip entshall be returned at no cost to NJPA. or NJPA Member. NJPA and'NJPA Members
reserve the right to inspect the prod tict/equipment at, a reasonable time subsequent to delivery where
circumstances or conditions prevent effective 'inspection of the product/equipment at the time of delivery..
4.58 Vendor shall deliver Contract conforming products./equipment in eacti shipment and may not substitute
prod ucts/eq u ipment without approval from NJPA Member..
4.1.59 NJPA reserves the right to declare a breach of Contract. if the Vendor intentionally delivers
I 'o
substandard or inferior productVequipment which are, not tin Its paper rinder Contract and described
electronic price fists or sourced upon request to any member under this Contract. In the: event of the
detiveryof a non-conflorming product/equipment., NJPA Member will immediately notify Vendor and the
Vendor will replace non-conf6rrning product/equipment with conforming, product/equiptnent acceptable
to the NJPA member.
4.60 Throughout the term of the Contract, Proposer agrees to pay for return shipment on
prod uct/eq u ipment that arrives in a. defective or inoperable condition. Proposer must affangr the return
shipment of damaged product /equ.ipmeat,
4.61 Unless contTary to other parts 01 this solicitatt"ort, if the prod uctleq tuipment or the tender of deli'very
fail ai in any respect to conform to this. Contract, thepurchasing member may-. 1) reject the whole. 2) accept
the whole or 3) accept any commercial unit or units and reject the rest.
P. NORMAL WORKING HOURS
4.L2. Prices quoted are for a uipmeut/pr ducts and services delivered during normal business hours.
Normal Business hours will be as specifically defined herein, defined through industry standards OR
defined through staCement contained in the purchase/work. order tssued - furs ant to a Contract resulting
from this. RFP.
"'. MAI(KtA�'711N,1111(' I 1,AN
S .,J. Jinternal MaAefing Plan- If you are awarded a contract based on this Solie*itation., your sales force
mill b- t I . e the primary source of the contract -success. Your sales force needs to be aiAlare that the value of tile
contract inc ludest-
The use of the NJPA Contract will save their -.customer (NJPA"s Member ) the time. and eflbrt of
ging new brie i ividual Request For Proposal (R.FP).
a. indi i
The use of the NJPA Contract will save you and your sales f6rce the time and effort of
responding to individual Request For Proposals (RFPs).*
22
• The use of the NJPA Contract will offer NJPA members the opportunity to have the ability to
choose your company's contracted product/equipment and related services.
An award of Contract resulting from this RFP is an opportunity for the awarded Vendor to pursue
commerce with, and deliver valued contracted products/equipment and related service solutions to NJPA
and NJPA Members nationwide. Your internal marketing plan should serve to:
5.1 1 Identify the appropriate levels of sales management whom will need to understand the value
of, and the internal procedures necessary to deliver your Contract solution to _NJPA and NJPA
Members through your marketing and sales efforts.
5_ 12 Identify, in general, your national footprint and dedicated feet -on -the -street sales force that
will be carrying this Contract message and opportunity in the field to NJPA Members. Outline the
sale force network in terms of numbers and geographic location and distribution of the
product/equipment and related services. Service may be independent of the sales of the product/
equipment. Demonstrate fully the sales and service capabilities of your company through your
response.
5.1.2.1 Identify whether your sales force are employees or independent contractors.
Identify whether your dealers are company owned or independently owned.
5.1.3 Identify your plan for delivering training to these individuals.
5.1.3_1 will you have your sales force or dealer network gathered at national or regional
events in the near future? Does you sales force or dealer network have the ability to
participate in sales training webinar or webcast events?
5.1.3.2 NJPA is prepared to provide our personnel for sales training and/or on a webinar
or webcast or other methodologies to effectively reach the appropriate groups within your
sales management, dealer network and sales force.
5,., 1.4 Sales Management Contract Training.
51_ NJPA will commit to providing contract sales training regarding all aspects of
communicating the value of the Contract itself, the authority of NJPA to offer the
Contract to its Members, the value the Contract delivers to NJPA Members, the scope of
NJPA Membership, and the authority of NJPA Members to utilize NJPA procurement
contracts.
5.1�.4.2_ Your Sales Management will be needed to provide training regarding employee
compensation and internal procedures when delivering the Contract opportunity, and how
this Contract purchasing opportunity relates with other such opportunities available.
5_2 Success in marketing is dependent upon 1) the delivery of value as defined in section 1.4, 2) the
delivery of knowledge of the contract and its proper use and utility, and 3) the delivery of the contracted
products/equipment and related services and the sales reward which creates a personal commitment to the
contract. NJPA desires a marketing plan that:
52.1 identifies the value to a member of a delivered a
cooperative procurement contract that reduces the need by 1
Vendor/Vendor's sales staff of the responsibility to facilitate
similar individual RFP's;
competitively proposed national
)oth the NJPA Member and the
and responding to multiple and
52_2 identifies the appropriate Vendor personnel from both management and sales staff who will
be trained on the sales and marketing methods, strategy, use and utility of such a contract and a
23
general schedule of when and how those individuals will be trained; and
5.2.3 identifies in general how the reward system for the marketing, delivery, and service chain of
the Vendor will be affected by the implementation of the proposed Contract and how that will be
proposed to those individuals in terms of the value created for them and their departments in 5.1.1
above.
5.3 External Marketing Plan: NJPA is seeking the ability to serve all our current and potential members
nationwide. The Proposer must demonstrate the ability to both market and service their
products/equipment and related services to NJPA current and potential members nationwide. As a part
of your Marketing Plan, demonstrate your sales and service network and the capability to staff,
communicate and offer the contract opportunity while demonstrating your commitment to serving NJPA
and NJPA Members nationwide through the awarded contract.
5.4 The Proposer must exhibit the willingness and ability to develop marketing materials and participate
in marketing venues such as:
5.,_ Printed Marketing Materials. Proposer will initially produce and thereafter maintain full
color print advertisements in camera ready electronic format including company logos,
identifying the Vendor, the Vendor's general utility for NJPA and NJPA Members, and contact
information to be used by NJPA and NJPA Members in a full page, half page, and quarter page
formats. These advertisements will be used in the NJPA directory and other marketing
publications.
5_4.2 Contract announcements and advertisements. Proposer will identify a marketing plan
identifying their anticipated contract announcements, advertisements in industry periodicals, or
other direct or indirect marketing activities.
5... 4.3 Proposer's Website. Proposer will identify how an Awarded Contract will be displayed on
the Proposer's website. An on-line shopping experience for NJPA and NJPA Members is desired
when applicable and will be viewed as a value-added attribute to a Proposer's Response.
5.4.4 Trade Shows. Proposer will outline their proposed involvement in the promotion of a
Contract resulting from this RFP through applicable trade shows. Proposers are encouraged to
identify tradeshows and other appropriate venues for the promotion of any such Contract.
Proposers are encouraged to consider participation with NJPA at NJPA embraced national trade
shows. Examples of such could include:
NAEP National Association of Education Procurement
I-ASBO International Association of School Business Officials
NIGP National Institute of Government Purchasing
5.5 Proposer must also work in cooperation with NJPA to develop a marketing strategy and provide
avenues to equally market and drive sales through the Contract and program to all NJPA Members
nationally. Awarded Vendor agrees to actively market in cooperation with NJPA all contracted
equipment/products and services to current and potential NJPA Members. NJPA reserves the right to
deem a Proposer non -responsive or to waive an award based on an unacceptable marketing plan.
5.6 As a part of this response, submit a complete Marketing Plan on how you would help NJPA roll out
this program to current and potential NJPA Members. NJPA requires the Awarded Vendors actively
promote the Contract in cooperation with the NJPA. Proposers are advised to consider marketing efforts
in the areas of I) Website Link from Proposer's website to NJPA's website, 2) Attendance and
participation with a display booth at national and regional trade shows and meetings when the event is
F
applicable to the Proposer's customer vertical, and 3) Sales team and sales training, programs involvin.p.
both Pr poser's sales management and NJPA staff.
5.7 Facilitatin 0 I g NJPA Membership- Proposer should express their commitment to develop a process to
establish membership status of current and potential agencies with NJP.A as a part of the sales or customer
communication process.
5.7.1. Membership inforination: Proposer should further express their commitment to capturing
sufficient inember Information as is deemed necessary by NJPA to approprliately facilitate
membership.
6.1 Sealed and properly identified Pr poser's Responses for this RFP entitled "SEWER VACUUM,
HYDRO -EXCAVATION, ANI)/0R STREET SWEEPER EQUIPMENT WITH RELATED
ACCESSORIES AND SUPPLIES"' will be received b y Maureen Kni*ght, Contracts and Compliance
Manager, at NJPA Offices, 202 l2th Street NE, Staples, MN 56479 until the deadline for receipt of, and
proposal opening identified on page one of this RFP. We document the receipt by using an atomic
clock* an NJPA employee electronically time and date stamps all Proposals immediately upon
receipt. J`he NJPA Director of Contracts and Marketing,' or Representative from the NJPA Proposal
Evaluation Committee, will then read the Proposer"s narnes aloud, A summary of the responses to this
R W,11 be
FP I made available for public *Inspection in the NJ'PA. office in Staples, MN. A letter or e-mail
request is required to receive a complete RFP package. Send or communicateall requests to the attention
of Maureen Knight 202 12th Street Northeast Staples, MN 56479 or RFP@njpacoop.org to receive a
complete copy of this RFP. Method of delivery needs to be indicated in the request; an email address is
required for electronic transmission. Oral, facsimile, telephone or telegraphic Proposal Submissions or
requests for this RFP are invalid and will not receive consideration. All Proposal Responses must be
submitted in a sealed package. The outside of the package shall plainly identify
y "SEWER VACUUM,,
HVDRO-EXCAVATION, AND/OR STREET'SWEEPER EQUIPMENT WITH' RELATED
ACCESSORIES AND SUPPLIES"' To avoid premature opening, it is the responsibility of the Pro -poser
to label the Proposal. Response properly.
P()SA1 S
A. PROPOSAL EVALUATION PROCESS
Ovtrall Evaluation (FORM G) - The NJPA. Proposal Evaluation Committee will evaluate proposals
received based on a 1,000 point evaluation system. The. Committee will establish both the evaluation
criteria and desianate: the relative importance of those criteria by assigning possible scores for each
Category.
7.2 NJPA will use, a. 1,000 Point Evaluation System to help determinc the best overall Proposer(s)
selection.
7.31 'NJPA slia.11 use a final overall scoring system
evaluation. The total possible score is 1,000 points.
point awards or penalties it considers warranted if
limitations of liabilities.
include cons*detafion for best price and cost
NJPA reserves the right to assign any number of
a Proposer stipulates exceptions, exclusions, or
7A.Responses will be evaluated first for responsiveness and thereafter for content. The NJPA Board of
Directors will make awards to the selected Proposer(s) based on the recommendations of the Proposal
Evaluation Committee.
7.5 To qualify for the final evaluation, a Proposer must have been deemed responsive as a result of the:
& 1�*
criteria set forth tinder "Proposer Responsive ri I'lesS.
25
` NJPA. uses a variety of evaluation methodologies, including��t not limited t a cyst comparison of
specie and deemedto e like equipment/products. 01"hese processes establish final points `or s bm, it ed
price levels.
7.7 The procurement ent activities of the NJPA Proposal Evaluation Committee are limited to document
preparation, answering Proposer questions, advertising the solicitation, distribution of this Rp upon
request, _c nnductin.g an evaluation and making reCorrnmendation for possible approval to NjrPA. Board of
Directors.
B. PROPOSER RESPONSIVENESS
7.8 prop user's Response received after the deadline for submission will be invalid and returned to the
Potential proposer unopened.
7.9 n essential part of the proposal evaluation process is an evaluation to qualm the Proposer being
considered. All proposal must contain answers or responses to the in a�:rr� at on requested its theproposal
forms. Any proposer failing to provide the required, documentation may be considered non -responsive.
71.0 De iatic►ns or exceptions stipulated in Proposer's Response may result in the proposal being
classred as non -responsive.
�e
7.1 To al.i 7._ for evaluation, a proposal tnust have been submitted on time and materially satisfy all
mandatory requirements identified in this document. A proposal must reasonably and substantially
conform. to. all the terms and conditions In the solicitation to be cori id red responsive.
7 � The Proposal Eva.l uat on Committee sell. utilize the evaluation criteria indicated in: section T 14
below. The following,items constitute the test for "'Level One Responsiveness" and are determined, on tie
p r po a.l open rt , d, te. If these are not received .your response may a d.is al i ed as on
responsive.. Level One Responsiveness includes:
1. The proposal. response is received prior. to the deadline for ub nissien.
. Yl he prnppsa package was properly adressed and. identified as a sealed pr -p a.1 witn
pe 'fie opening date and tiro .
3. i
The proposal :repute contains tile re+qui.red eerti�icae o liability insurance, pricing
document (with apparent discounts), answer to the level of dise unt (Form P, question
1 ) and all -f6rms fu l ly completed ted_ even if "not: applicable" is the answer.
t The proposal response contains original signed, completed and dated RFP fortus. C,
and. F hard copy signed signature page only from f4on-ri s A and p from this .l•� P alld if
applicable, all counter si ed addenda. issued is relation to thisP.
.. The proposal, response contains an electronic copy (C*D or flash. drive.) of the entire
response.
733 "Level " responsiveness is determined througli the evaluation of tie remaining Items listed tinder
Proposal Evaluation criteria. These items are not arranged in order of importance and each item may
encompass multiple areas of information ion requested. any questions not answered will result in a lass .of
points f"rom relevant l"orr criteria and r�na lead to non -award ifs too many areas :are unanswered
resulting. in the inability for evaluation team toeffectively review your response.
C. PROPOSAL EVA,LUATION CRITERIA
1 Reducti n of valuatio Points. The ollo ihitems will �e suff1clen cause to reduce evaluation
points._
70,14.1 If a manuffieturer or 5supplier h-opses not to produce
or supply a. full
selection
and
representation of
prod
uct// uipment and
related services it has
available which
tali within
the
26
scope of this I PP., such action will be considered suf icient cause to reduce evaluation points.
7.15 Evaluation Cn*'ten* Evaluation of each Proposer'Proposer's Response will take into consideration as a
minimum, response but not necessarily limited to the following.:
1.
Adherence to all requirements of'this R P as defined by industr standards.
.
Prior knowledge of and experience with a Proposer in terms of past performance and ni.arket
place success.
.
Capability of ineeting or exceeding current and future needs or requirements of NJPA and.
PA Members.
.
Evaluation ofProposer"s ability to market to and provide service to all I PA Men1bers
nationally.
.
Financial condition of the Proposer.
.
Nature and extent of company data furnished in Proposer's Response.
.
Quality of products, equipment, and services offered including value added related services.
8.
history of member service to NJPA type customers.
9.
Overall ability to perform sales, solutions and contract support as submitted.
10.
Ability to meet service and warranty needs.
l L
History of meeting shipping and delivery expectations of contracted products/ services.
12.
'rechnol .gy advancements and related provisions,
1..
Ability to market and promote the Contract within current business practices.
14.
Willingness to develop and eater into NJPA Contract and business relations..
15,
Favorable bond rating; and applicable industry standard licensing ability,
16.
Past market place successes and brand recognition.
17.
Demonstrated warranty and product/service responsibility.
18.
Possesses qualifications as a responding Proposer that meets or exceeds those set within the
solicitation.
19:
Information from government and education references and past performance information
including past agency approval,
o. Demonstrates that they offer the most current industry standard equipment/products and related
services and/or services.
21. Demonstrates financial stability as a company ,and a favorable banking line ofcred t.,
22. Demonstrates theirequipment/products, and related services proposed. meet and/or exceed
industry standards accepted by educational or governmental agencies nationally.
2.3. emonstrates market place success and their past performance exhibits an acceptable reputation
nationally within the government and education market place.
4. Demonstrates that the company po§sesses the background, knowledge, capacity, and ability to
sell., deliver, and support equipment/products and related services offered to government and
education and related agencies.
25, response's conformance to terns and conditions as described in the solicitation, lnc:luding
documentation.
26. Has provided documentation defining, outlining, and describing their concept of a national
marketing program they will be implementing to facilitate and coordinate the cooperative
activities require: by an awarded NJPA Contract.
, Has provided: all of the required and applicable documentation required i.e. insurance
certificates, licenses, and/or registration certificates :required to do business nationally.
8. Line -Item Pricing, or acceptable pricing model in approved excel format, listing of all of the
proposed equipment/products and related services and warranty provisions with their associated
yy
units of costs.
9. Hot List .Pricing equipment/products and related services in a Line -Item pricing format (when
applicable).
30. Contract Pricing submitted. as requested to include selection of products/equipment and: related
services in a Line -item Pricing and/or Percentage Discount front a published gov/ed price list or
Catalog.
D. OTHER. CONS UDE RA"tION
7
7.16 Consideration will be given in the award based on. the completion and degree of Ikformation
provided regarding available products/equipment, and accessories, and related ssemtices as well as,
applicable parts of the. Proposer In.formation and Questionnaire.
The Proposer is required to have extensive knowledge and at least three (3) years- of experience with
-the related activities surrounding the selling of the product/equipment, related services or related
prod ucts/equ ipment offffiered.,
NJPA. reserves the right to: accept or reject newly formed companies solely based on information
previded the proposal and/or 'its own. investigation ofthe compan .
I in 'Y
7.19 The fact a manufacturer or supplier chooses not to produce or provide equipment products or
h I OW10 �
services tomeet the intent and scope of'th*s RFP will not be considered surrictent. cause to adjudge this
RFP as restrictive.
710 Consideration will be given. in the proposal evaluationbased upon, the he: selection, variety,
technological advances, and demonstrated quality of products subinitted, technological advances, and
pricing. A positive review will. reflect the ability of the Proposer to communicate the va-lue of these
gs
factors and to demonstrate. how the depth:and breadth of the -it product and service offed roe NJPA.
npro i.
and N.JP Members comfort and assurance understanding that the proposer accepts the sole source of
responsi.
T%
Nlity ofthe response to the scope of this P.
.1
71.1 Consideration will also be given to proposals demonstrating technologicaladvances, provide
increased efficiencies, expanded service and other related improvemen ts beyo-nd, today's NJPA niember's
needs and applic.'able standards.
7.22 Strong consideration will be given to a Proposse-r's past performance, distribution. model, and the.
$1
demo nstration'the.ir ability to effectively market and service NJP:A Membership nationally.
7.23 Strong, consideration will be given to the best price as it'relates to the quality of the product and
epricy i I -he factors taiken into consideration jin the evaluation
ice, How vet, s uffirnately only one of t
and award.
The Proposer's ability tofiollow the proposal preparation instructions set forth 'in this solicitation will
also be considered to b an indicator of the Proposer's ability to follow other ftiture should
they receive an award as a result of this solicitation. Any Contract between NJ+PA and a Proposer requires
the delivery of information and data. The quality of organization and writing reflected in the proposal
w ill be considered an 'indication of the qualit of organization and. writing which would bc. prevalent if a
Y
Contract was awarded. As a result, the proposa Vi 11 r be evaluated as a sample. ofdata. submission.
7.25 Proposer's financial strengthand stability is requested and reviewed to get a general feel for the size,
strength, and probable scope of the Proposer.
7.26 NJPA reserves the right to reiect the. Proposer"s Response of the apparent successful Proposer where
the available evidence or information does not exhibit the abilit or intent to satisfy N*.J*PA that the
_Y I
potential 'Vendor is, unable to properly carry out the ternu of th.I*s'RFP and potential Contract..
7.27 NJPA shall reserve the right to ject any or all proposals.. NJPA also reserves the right to reject a.
rej :
proposal not accompanied by required certificate of insurance., other data required by this R,FP, or if a
Proposer's Response. is , incomplete or Irregular, The.NJPA shall reject all proposals where there has been
proven or suspicion of collusion among the Ptoposers.
E. COST COMPARIS01 N
.2 8
7.28 NJPA reserves the right to use this process in the event the Proposal Evaluation Committee feels it
4
is necessary to make a final determ. 1 nation.
7.29 This process will be based on a point systems with points being awarded for being low to high Proposer
for each cost evaluation item selected., A ""Market Basket'' of identical (or substantially sirjnflar)
equIpment/products and. -related services may be selected by the NJPA Evaluation Comm.ittee and the unit
cost wtill be used as a basis for determining the point value. The "'Market Baskeir' will be selected by
NJPA from all product categories as determined appropriate by NJPA., The. low priced Proposer will
I I
receive the full point value and al.1 other Proposers will receive points as follows: Lowest price Proposal
5
I 'Scre. (where -there are, five proposers), and inferior proposaIs 41,31 2, 1 points each. the Total ofor
each proposer will be the sum of all points earned. The -result of this -process s.ha.11 not be the sole
determination for award.
F. 'PRODUCT TESTING
NjPA reserves the right to request and test equipment/products and related services from the
apparent successful Proposer. Prior to the award of the Contract, the apparent successful Proposer., if
.requested by NJPA, shall furnish current- 'information and data regarding the Proposer's resources,
personnel, and organization within three (3) days.
G. PAST PERFOKMANCE INFORMATION
7.31 Past performance iof ormation is relevant information regarding a Proposer's actions under
previously awarded contracts to schools, local, state, and governmental agencies and non-profit agencies.
It includes the Proposer's record of conforming to specifications and standards of good workmanship.
The Proposer"s history for reasonable and cooperative behavior and commitment to member satisfaction
shall be under evaluation.. Ulthnatcly, Past Performance laforination can be defined as the Proposer's
businesslike concern for theinterests of the NJ*PA Member..
H. OF FORMALrrIES
7.32 NJPA reserves the right to waive any minor forma lities or irregularities *in any proposal and to accept
proposals,, which., in its discretion and according to the law, may be in the best interest of its metri.bers,
A. SUBSEQUENT AGREEMENTS
8.1 Purchase Order- Purchase Orders for prod uct/equ ipment and related services may be executed
between NJPA or NJPA Members (Purchaser) and awarded. Vendor(s) or Vendor's sub -contractors
pursuant to this invitation and any resulting, Contract. NJPA Members are instructed to identify on the
face of such Purchase orders that ""This purchase order is issued pursuant to NJPA procurement contract
#XXXXXXII A Purchase. Order is an offer :to purchase prod tict/equ ipment and related services at
s pecl ified prices by NJPA or NJPA Members pursuant to a Contract resulting from.. this RFP. Purchase
Order flow and procedure will be developed ,jointly between NJPA. and, an Awarded Vendor after an
award is made.
8.2 Go ern:in aw- Purchase Orders, as identified above, shall be construed in accordance with., and
governed by, the laws of a competentJurisdiction with respect to the purchaser. Each and every provision.
of law and clause required by law to be included in -the Purchase Order shall he read and -enforced as.
though it were included. If through mistake or otherwise any such provision is not included, or is not
currently 'Included., then upon application of either part the Contract shall be i7hysically amended to make
such inchision or correction. The venue for any litigation arising out of disputes related to Purchase
29
Order(s) shall be a. court of competent ju.risdto the Purchaser.
8.3 Additional Terrns andConditions- Additional terms and conditions to a Purchase Order may be
proposed by NJP , NJPA. Menibers. or Vendors. Acceptance of these additional terns and conditions
OPTIONAL to all parties to the Purchase Order. 17he purpose ofthese additional terms and conditions
toy. among other: things, formally introduce nd stry spwific requirements of law such.prevailing
wage legislation.. . .d iti nal terms and conditions can include specific local policy requirements and
standard business practices of the issuing Member. er. Said additional terms and cundi.tions shall not interfere
with the general `
purpose, intent or currently established terms and conditions contain in this :PP
document..
1.4 pe tat Service e r went the event se:r Ice �r . ricer er is gar pecia i�d perfc►rr an e
requirements such as e-commerce specifications, specialized delivery requirernents., or other
specifications and requirements not addressed in the Contract resulting from this RFP, NJ.PA Member and
Vendor may ester i trto a:separate, standa-lone a reef entl apart from a Contract resu Iting from this RFP.
n r ed service requirements r specialized perfor ante re :ire:r en require -a pr��alby
Vendor. Any separate a ;re ment developed .to address these specialized service or performance
requirernentsE is exclusively between the N*JPA Member and Vendor, NJP , its agents, Members and
employees shall, not be made party to any claim for breach of such agreement. Product sourcing is not
considered a service. NJPA Members will reed to conduct procurements for any specialized services not
identified a part cr itliu the scope of the awarded Contract
8.5 Performance Bond At the request of the member, a. Vender will provide all performance bonds
pi l aid cu t � t'il re uir d iir heir i du t °. "rh: s bond w: li a issued pursuant to the
requirements of Purchase Orders for product/equipment and related :services. If a. purchase ase order i
cancelled for lack of a required performance bond by the member a er cy, it shall be the r cornrne dation
of NJPA. that the current pending Purchase Order be canceled. Each member has the final decision on
Purchase Order continuation. AN'Y PERFORMANCE BONDING REQUIRED BY THE . EN1. ER OR
CUSTOMER STATE LAWS OR LOCAL POLICY IS TO BE MUTUALLY AGREED UPON AND
SECURED.BETWEEN E EN THE VENDOR ANDTHE CUSTOMER/MEMBER.
Awarded Vendors will be responsible for familiarizing their sales and service forces with the various
forilas of N P . Membership documentation and shall. encourage and assist potential. Members. in
establishing Membership with: NJPA. NJP . membership is at no cost, obligation or liability to the.:
member or the vendor.
C. REPORTING F N. AL.E' . `M icy ' 7 ITY
7 A report of the total gross dollar volume of all e u pment/pr duct acid related services purchased by
NJPA Members as it applies to this FP and Contract will be providedquarterly to NP .. The form and
content of this reprtin.g will be developed by IJP: 'in Cooperation with the Vendor to include, but not
lire ite-to,, name and address ofper t �.i. _a ed ani unt of purchase, and a description of the item
purchased.
8.7.1 Zero sales
reports:
Awarded Vendors. are,
:r"eSonsible for providing a quarterly sales report
of
contract t sale
�
�
't$
t re' ardless
o
the
existence or amount: of
sales.
D. AUDITS
8.8 During the Term, however no more than. once per calendar yearVendor(s) nray be required to make
available o I JPA at the 'vendor's corporate offices (during, normal business lours)the invoice reports
and/or, invoice docuinents -from Vendor pertaining to all invoices seat b 'Vendor and all payments made
by NP ►. members for all equipment/products equipment/productsand related services purchased under the awarded Contract.
30
NJPA m.ust provide written notice ot'exercise of this requirement with no less than fourteen (14) business
days* notice. NJPA may employ an independent auditor or NJPA may choose to conduct such audit on its
own behalf Vendor shall have the right to approve the independent auditor, which approval shall not he
unreasonably withheld. Upon approval and after the auditor has executed an appropriate confidentiality
agreement, Vendor will permit the auditor to review- the relevant. Vendor documents. NJPA shall be
responsible for paying the sudl*tor*.s fees. T-he parties will make every reasonable effort to fairly and
equitably resolve discrepancies to the satisfaction of both parties. Vendor agrees- that the NJPA may audit
their records with a reasonable notice to establish total compliance and to eri� prices charged hereunder
of the Contract are being met. Vendor agrees to provide verifiable documentation and tracking 1*11 a
timely manner.
E� [IUB PARTNER
8.9 dub Partner; Where applicable, NJPA Members may, from time to time", request to be served in
sonic way through a "Hub Partner" for the purposes of complying with a Law,, Regulation, or Rule to
which that *Individual NJPA Member deems to be applicable in their Jurisdiction. Hub.Partners may bring
*
value to the proposed transactions through consultancy, Disadvantaged Business Entity Credits, or other
c iderat'IOIIS.
onsi
8.10 Hub Partner Fees,* Fees, costs, or expenses from this Hub Partner levied upon a transaction
resulting from this contract., shall bepayable by the NJPA Member provide that,, -
The fees, costs, or expenses levied -by the Hub Vendor in'tist be clearly itemized in the
transaction; and
8.10.2 To the extent that the Vendor stands in the chain of title during a transaction resulting from
oftom""Im"
this R.FP, the documentation shall be documented to show it is "Executed for the Benefit of
[NJPA Member Name]."
F. "I"R.ADE-I'NS
8.11 Where Appropriate, the value in US Dollars for 1'rade-ins will be negotiated behleteen NJPA. or an
NJ.PA Member, and an Awarded Vendor. That identified "Trade -In" value shall be credited in full against.
the NJPA purchase price 'Identified in a purchase order 'Issued pursuant to any Awarded NJPA
procurement contract. The ftill value of the trade-in will be consideration to. that purchase order,
OUT OF S*T(-.).C.K N01"ll""ICATION
8.12 Vendor shall immediately notify NJPA, members upon receipt of order(s) when an out -of -stock
occurs. Vendor shall inform the NJPA member regarding the anticipated date of availability for the out -
of -stock item(s), and. inay suggest equivalent substitute(s).
0 The ordering organization shall have the option of accepting thesuggested equivalent
substitute, or canceling the itein from the order.
0 Under no circumstance is Proposer perms itted to rnake unauthorized substitutions.
Unfilled or substituted item(s) shall be indicated on the packing list,
I't TERMI'NATION OFCONTRACI` RES'ULrfNG FROM':THIS RFP
8.13 NJPA reserves the right to cancel the whole or any part of a resulting Contract due to failure by the
Vendor to carry out any obligation, term or condition as described in the below -procedure. Prior to any
termination for cause, I , the NJPA wilt provide written notice to the Vendor, opportunity to respond and
opportunity to cure according to the steps in the procedure In this Cancellation Section, Some examples
of material breach are the following,:
The Vendor provides prod acts/equipment or related services that does not meet reasonable
quality standards and is, not remedied under the warrant),;
31
• The Vendor fails to ship the products/equipment or related services or provide the delivery and
services within a reasonable amount of time;
• NJPA has reason to believe the Vendor will not or cannot perform to the requirements or
expectations of the Contract and issues a request for assurance as described herein and Vendor
fails to respond;
• The Vendor fails to observe any of the material terms and conditions of the Contract;
• The Vendor fails to follow the established procedure for purchase orders, invoices and/or receipt
of funds as established by the NJPA and the Vendor in the Contract.
• The Vendor fails to report quarterly sales;
• The Vendor fails to actively market this Contract within the guidelines provided in this RFP and
the expectations of NJPA defined in the NJPA Contract Launch.
• In the event the contract has no measurable and defining value or benefit to NJPA or the NJPA
member.
814 Each party shall follow the below procedure if the Contract is to be terminated for violations or
non-performance issues:
Step l: Issue a warning letter outlining the violations and/or non-performance and state the length of
time (10 days) to provide a response and correct the problem(s) if reasonably possible in such time
frame.
Step 2: Issue a letter of intent to cancel Contract, if the problem(s) is not resolved within fifty (50)
days.
Step 3: Issue letter to cancel Contract for cause.
8,,, .15 Upon receipt of the written notice of concern, the Vendor shall have ten (10) business days to
provide a satisfactory response to the NJPA. Failure on the part of the Vendor to reasonably address all
issues of concern may result in Contract cancellation pursuant to this Section.
8_16 Any termination shall have- no effect on purchases that are in progress, at the time the cancellation is
received by the NJPA. The NJPA reserves the right to cancel the Contract immediately for convenience,
without penalty or recourse, in the event the Vendor is not responsive concerning the remedy, the
performance, or the violation issue within the time frame, completely or in part.
817 NJPA reserves the right to cancel or suspend the use of any Contract resulting from this RFP if the
Vendor files for bankruptcy protection or is acquired by an independent third party. Awarded Vendor
will be responsible for disclosing to NJPA any litigation, bankruptcy or suspensions/disbarments that
occur during the contract period. Failure to disclose may result in an immediate termination of the
contract. Prior to commencing services under this Contract, the ProposerNendor must furnish NJPA
certification from insurer(s) proving level of coverage usual and customary to the specific industry. The
coverage is to be maintained in full effect during the Contract period. Vendor must be willing to provide,
upon request, certification of insurance to any NJPA member or member using this Contract..
818 Either party may execute Contract termination without cause with a required 60-day written notice of
termination. Termination of Contract shall not relieve either party of financial, product or service
obligations incurred or accrued prior to termination.
8,_ NJPA may cancel any Contract resulting from this solicitation without any further obligation if any
NJPA employee significantly involved in initiating, negotiating, securing, drafting or creating the
Contract on behalf of the NJPA is found to be in collusion with any Proposer to this RFP for their
personal gain. Such cancellation shall be effective upon written notice from the NJPA or a later date -if so
designated in the notice given. A terminated Contract shall not relieve either party of financial, product
or service obligations due to participating member or NJPA.
8.20 Events of Automatic termination to include:
32
• Vendor's failure to remedv a material breach of a Contract resulting from this RFP within
W
sixty (60) days of receipt of notice from NJPA specifying in reasonable detail the nature.of
such breath; and/or,
. Receipt of Written Information from any authorized agency finding activities of Vendors
engaged in pursuant to a Contract resulting frorn this RFP to be in violation of the law,
R A 1.... 9., (J"IAt 14 N D
A. A D'V.E,,.R'INISEM ENT OF RFP
NJPA shall advertise this solicitation 1) for two consecutive weeks in both the hard copy print and on-
line editions of the MINNEAPOLIS STAR TRIBUNE, 2) Once each in Oregon's Daily Journal of
Commerce- and Utah's halt Lake TribLitv, and the Des I t
--- ----- - a News 3.) it shall be placed on a national wire
S 4) it shall be posted oil NJPA's webs*te,
service and website by the MIN'NEAPOLIS � TAR TRIBU 1
5) it shall be posted to the "Not icetobidders. co m"' website, and 6) it shall be posted to other third -party
websites deemed appropriate by NJPA. Other third party advertisers may include nvia and.Bidsync.
NJPA. also notifies and provides solicitation documentation to each. State level procurement- departments
for possible, re -posting of the solicitation within their systems and at their option for future use and to
meet specific state requirements.
B.- ADVERTISINGOF A CONTRAC14 RESU'LTING FROM THIS RFP
ProposerNend.or shall not advertise or publish information concerning this Contract prior to the
4"N"Now
award being announced by the JPA. Once the award is made, a Vendor is expected to advertise the
awarded Contract to both current and potential NJPA Members.
C. APP1,1CABLE [...A
9.3 NJPA Compliance with M.innesoto Procurement Law,,- Contracts awarded through NJPA are
intended to meet the procurement laws of all states and NJPA will exhaust all avenues to comply with
each unique state law or requ.irement whenever possible. It is the responsibility of each participating
NJPA. member to ensure to their satisfktion that. NJPA Contracting process falls within these laws and
applicable laws are satisfied. An individual NPA member using these contracts is deemed by their owe.
accord to be in compliance with their own requirements and procurement regulations.
9.4 Governing Law with respect to delivery and acceptance: All applicable portions of the Minnesota
Uniform Commercial Code, all other applicable Minnesota laws, and the applicable laws and rules of
delivery and inspection of the Federal Acquisition Regulations (FAR) laws shall govern NJPA contracts
resulting from this solicitation.
9-5.3urisdiction.-Any claims pertainingto this RFP and any resulting Contract that develop between
'NJPA and any other party must be brought forth only in courts in Todd County in the State of Minnesota.
9r.".J._j Purchase Orders issued pursuant to a contract resulting from this solicitation shall be
construed in. accordance with,. and governed by, the laws of a competent 4 1.urisdiction with respect
to the purch&ser.
9.6 Vendor Compliance -with applicable law: Vendor(s) shall comply with all federal, state., or local
laws applicable to or pertaining to the transaction, acquisition, manufacturer. suppliers or the sale of the
equipment./products and relating services resulting from this RFP.
9.7 Applicable.La ws. whether or
not herein contained, shall be
included by this
reference. It shall be
Proposer 's/Vendor's
responsibility
to determine
the
applicability
and
requirements
of
any such
laws
and
33
to abide by there,
9,8 n e:mn Each ch party agrees t will be responsible for its n. acts a.� the milt thereof to theextent
authorized b law and shall. ii.Qt. be responsible -for the acts of the other party and the results
thereof � liability l hgoverned the 46
prnv istons. of the Minnesota Tort Claims Act,
Minnesota Statutes, ection§1736,and other applicable law.
9.9 Prevoifing Wage: e; It sham be the responsibility, of the Vendor to comply,, when applicable., with
prevailing wage legislation in effe in the, uri dicti n of the purchaser (. Jp . r NJ Member). It shall
be the crib lit' the `endd: t ntiitor tle ritilin : a rates as es�bihd: b� the a�ppr�r.ite
y
department of labor for any increase .*in rates wring the term of this Contract and adjust wage rates
accordingly.
t r g the , lay an article sold and delivered to NJP or NJPA. !ember
hereunder shall be protected by any applicable patent or copyright, the vendor agrees to indemnify and.
save harmless NJ: . and NJPA Members against any and all suits, claims, judgments, and costs n t ttrt d,
or recovered a faint it by any person whosoever on account of the use. or sale of such articles by NJ . . or
J' Members burs in violation or right : rider such patent or copy right.
9.11 t o right or interest 'in. this Contract shall be sr ned or transferred by the 'vendor without prier,
written pen-nisssi n by the NJPA. . o delegation of any duty of the Vendor shall he made without prior
written permission of the NJP . The NJPA shill notify the members within fifteen (15) days ofreeeipt f
written notice by the Vendor. Amer issuance the awarded Contract ma he reassigned to a comparable
and acceptable Vendor at the discretion of
', If the original Vendor or ell r tranS&rrs. all assets or the entire portion. of the assets used to perform
this Contract, a sufCCessor in interest must guarantee to perforin all obligations under this Contract. NJp .
reserves the right to reject the acquiring person or entity as a. Vendor. A simple change of name
agreement will not change die contractual obligations of the Vendor.
E, LIST OF PROPOSERS
NJPrA w 1.1 not � ainta n or communicate -to a list of roposers. All 'interested proposers must responn -01
to the' solicitation a result. ofNJPA solicitation advertisements in ica:ted. Because of the wide scope of
the potential members and qual.ifited natJonal Vendors., *Nip has determined this tobe the best mthod of
flairly Soliciting: proposals.
K CAP171"ONS, H:NGS., AN'D ILLUSTRATIONS
The. captions, llu �tr�ati ►ns, head* s� and subhead' s iin this sc licitati i are fir convenience at d
ease of understanding and its no waydefine orlimit it the scope or intent of this request..
G. DATA PRACTICES
9AJ All materials s rbm. fitted inresponse to this R.F P will bee me ,� proper f the NJPA .and will become
publics record in accordance with 1' ituies to Statutes, section 13.591, after theevaluation process Is
completed. If the Responder submits in -formation in response to this. RFP that it believes to be nonpublic
inf€ rtnation, as defined b tie M im nnes to Government ent Data Pia tices Act:, :M innosota Statute: 13-37,the
Responder must.
make the request within -thirty days of award/non-award, and include tile. appropriate statutory
Y
Justification.. °t h NJ'P . regal Department shall review thestatement to. determine whether the
information shall be withheld, If the NJPA determines to disclose the information, the Contracts
department of the NJPA shall inforin the Proposer, in writing, of such. determination
defend any action seeking release of the materials. it believes to be nonpublic inform . ation, and
indemnify and hold harmless the NJPA, its agents and employees, from any j : udgments or
lama es awarded against the NJPA in favor of the party requesting the mater"als, and any and all
costs connected with that defense.
This indemnification survives the NJPA's award of a contract. In submitting a response to this R.FP, the
it
Responder agrees that this indemnification survives as long as the confidential 'information are in
possession of -the NJPA. Proposer can redact- additional nonpublic information at any time after the
evaluation process if appropriate legal Justification is provided.
1-1, ENTIRE AGREEMENT
9.16 The Contract, as defined herein., shall constitute the entire understanding between tile parties to that
Contract.
9.1.7 A Contract resulting from this RFP is formed when the NJPA Board of Directors approves and signs,
the applicable Contract Award Form document (see Form E).
1. FORCE MAJEURE
9.18 Except for payments of sums due, neither party shall be liable to the other nor deemed in default
under this Contract Wand to the extent that such party's performance of this Contract is prevented due to
X
force tnajeure. The term ""force majeure" means an occurrence that is beyond the control of the party
affected and occurs without its fault or negligence including, but not limited to, the f61lowiing,* acts of
God, acts of the public enemy, war, riots, strikes, mobilization, labor disputes, civil disorders, fire, flood,
snow, earthquakes, tornadoes or violent wind, tsunamis, wind shears, squalls, Chinooks, bliZzards, hail
storms, volcanic eruptions, meteor strikes, fiarrii n-e,. stink holes, avalanches, lockouts, injunctions-'
intervention -acts, terrorist events or failures or refusals to act by government authority and/or other
similar imlilar occurrences where such party is unable to prevent by exercising reasonable diligence. The force
to
majeure shall be deemed to commence when the party declaring force ma, eure notifies the other party of
the existence of the force majeure and shall be deemed to conti inu e as long as the results or effects of the
forcer * jetire prevent the party from resuming, performance in accordance with a Contract resulting frogn
this RFP.. Forcemajeure shall not include late deliveries of equipment/products and services caused by
congestion at a manufacturer's, plant or elsewhere, an oversold condition of the market, inefficiencies, or
other similar occurrences,. If either party I's delayed at any time by force Mrajeure, then the delayed party
shall notify the other party of such delay within forty-eight (48) hours.
J. GRATUITIES
NJPA may cancel an awarded Contract by written notice if it is found that gratuities, [n the form of
entertainment, gifts or otherwise, were offered or given by the Vendor or any agent or representative- of
the Vendor, to any employee of the NJPA are deemed to be excessive with a view or demonstrated intent
toward securing a. contract or with respect to the performance of a pending or awarded Contract,.
K. UIAZARDOUS SUBS"17ANCES
9.20 Proper and applicable Material Safety Data Sheets (M*SDS) that are in full compliance with 0SHAs
Hazard Communication Standard I'Mist be provided by the. Vendor to NJPA or NJPA Member at the: time
of purchase.
35
L LEGALREMEDIES
9.21 A14 claims and controversies between *NJ -.PA and Vendor shall be subject to the laws of the State of
Minnesota and are to be resolved in #17odd County, M Innesota, the county in which N*JPA is located and
domiciled.
M. LICEN'SES
9.22 Proposer shall maintain a curre, nt status on all required- federal, state, and local Rcenses, bonds and
permits required for the oper atio'n of the business that is anticipated to be conducted with NJPA and
N members by the Proposer.
9.23 All responding Proposers must be licensed (where requited) and have the authority to sell and
distribute offered equipment/products and related services to NJPA and 'NJPA Members nationally.
Documentation of required said Hcenses and authorities, if applicable, is requested to be included in the
proposer's response.
ON11"RACTORS N. MA17 R, AL SUPPLIERS AND SUB4.'.7
9.24 The awarded Vendor shall be required to supply the names and addresses of so tire ing Suppliers and
sub-contractots as a part of the purchase order when re nested by NJPA or the NIPA member,
9.25 Awarded Vendors under this R,FP will be the sole source of responsibility for transaction's
originating that award. The Awarded Vendor is solely responsible for equipmenvproducts and related
services and prod cts eq u ipme tit and related services provided by third. -party sourcing or service
providers.
0. NON -WAIVER OF RIGHTS
9.2.6 No fAiftr.c nsistenee upon strik.;'t of either party, to exercise any power given to it hereunder, nor to i
compliance by the other party with its obligations hereunder, and nocustoin or practice of the parties at.
variance with the terms- here -of, nor any payt-n-ent under a Contract resultilIg from, -this FP shall constitute
a -waiver of either party's rightto derrand exact compliance with the terms hereof. Failure by NJPA to
- t -e t hereunder shall not be deemed as waiver of such fight.
ak , action or assert any righ I I
P. PROTESTS OF AWARDS MA.DE
9.27.Protests .shall be riled with the NJPA's Executive, Director and shal.1 be resolved 1*1ft accordance with
appropriate Minnesota state statutes, Protests will only be accepted from Proposers, A protest must be in
w 'fing and filed with NiPA. A, protest of an award or proposed award must be riled, within ten -(,1:0) day
ri I ro .0
after the public notice or announcement of the,award. No protest shall He for a claim that the selected
it
Proposer is not a responsible Proposer. A protest must loclude:
The name, address and telephone number of the protester;
W I . must document the authority.
I The or inal signature of the protester or its representat*ve (you
of the R presentat e
3. Identit"icatfion of -the solicitation by RFP number-,
4. Identification of the statute or procedure that is alleged to. have been violated-,
S. A precise statement of the rele'vant, facts;
6. Ide t1 ication of the issues to be resolved,
7, The aggrieved party"s argument and supporting documentation.;
8. The; aggrieved party's statement of potential financial damages' 9. A protest bond in the name of 'NJ PA and in the amount of 10% of the aggrieved party's
statement of potential financial damages.
36
Q. PROVISIONS REQUIRED BY LAW
9.28 Proposer agrees in the pertbri-nance of a. Contract resulting from this RFP, it has complied with or
will comply with all applicable statutes, laws, regulations, and orders of the United States and any State
thereof.
R. A.SISURANCf.,
9.29 Whenever one party to the awarded Contract has reason to question the. other partyisintent to
perform, he/she inay demand a written assurance of this intent. In the event a demand is made and no
written assurance Is given, the demanding party may treat this failure as an anticipatory repudiation of the
Contract provided, however, in order to be effective, any such demand shall be addressed to the
authorized signer for the party from whom the assurance is being sought, and sent via U.S. Postal Service,
certified mad, return receipt requested or national overnight delivery service with proof of delivery.
S. SUSPENSION OR DISBARMENT STA71JIS
930 If within the past rive (5) years, any firm, business, person or Proposer responding to NJPA
solicitation and submitting a proposal has been lawfully teniiinated, suspended or precluded.- from
participating in any public procurement activity with a federal, state or local government or education.
agency the Proposer must include a letter with its response setting forth the name and address of the
public procurement unit, the effective date of the suspension or debarment'.
I , the duration of the suspension
or debarment and the relevant ci rc utin stances relating to the suspension or debarment. Any failure to
supply such a letter or to disclose pertinent information may result. in the cancellation of any Contract. By
signing the: proposal afflidavit, the Proposer certifies that no current suspension or debarment exists.
1'. AFFIRMA11VEACTION AND IMMIGRATION STATUS CERTIFICATION
9.32 An Affirmative Action Plan, Certificate of Affirmative Action or other documentation regarding
Affirmative Action may be required by certain Members. may be required by NJPA or NJPA Members
relatinp, to a transaction relating to this. RFP. Vendors shall comply with any such requirements or
requests.
933 Immigration Status Certification may be required by NJPA or NJPA Members relating to a
transaction relating to this Rr-P. Vendors shall comply with any such requirements or requests..
U. SEV.F,.R,A BI L IT VX
4a
In the event that any of the terms of a Contract resulting from this UP are in conflict with any rule,
law, statutory provision or are otherw'. e unenforceable under the laws or regulations of any government
or subdivision thereof, such terms shal.1 be deemed stricken from an awarded Contract resulting from this
RFP, but such invalidity or unen.-forceability shall not invalidate any of the other tern of an awarded.
Contract resulting from this RFP.
V. RELATIONSHIP OF PARTIES
9.35 No Contract resulting from this RFP shall be considered a contract of employment'. The relationship
between NJPA and an Awarded Contractor is one of independent contractors each free to exercise
judgment and discretion with regard to the conduct of their respective businesses. The parties do not
intend the proposed Contract to create,, or is to be construed as creating a partnership, Joint venture.,,
master -servant, principal -agent, or any other relationship. Except as provided elsewhere- in. this RFP1
neither party may be held liable for acts of omission or cornmissi 0 on of the other party and neither party is
authorized or has the power to obligate the. other party by contract, agreement, warranty, representation or
otherwise in any manner whatsoever except as may be expressly provided herein.
37
10. FORMS
[THE REST OF THIS PAGE WAS LEFT INTENT.10NALLY BLANK., FORMS BEGIN ON
NEXT PAGE]
Form A
PROPOSER QUESTIONNAIRE- Creal Business Information
(Products, Pricing, Sector Specific, Se,,rviees, Termsand Waiwan�y are addressed on
Proposer Name: Questionnaire completed by.-
Pleaseidentify the person NJPA,,%h.ould correspond with from now through the Award proud
E Mail addres-s:
Please provide an answer to all questions below and. address all requests. made in this FP. ' e, use the Microsoft
prov 1 P leas
Word/Excel document version of this questionnaire to respond to the questions contained Derain. Please provide your
answer to each question indented below the question. Please supply any applicabire Supporting in and
documentation you feel appropriate in addition to answers entered to the Word document. All information must, be typed,
organized, and easily understood by evaluators.
Coin: are Information
1) Why did you respond to this RFP *9
2) What are Your cony panylls, expectations in theevent of an award?:
3) Provide the full legal namel address, tax ild.entlificabons number, and telephone number for your business.
4) Demonstrate your financial strength and stability.
5) Are you now, or have you ever been the subject of a bankruptcy action"? Please. explain.
,6) Provide a.. brief history of your company that 'Includes your company's core values and business philosophy.
7) How long has your -company been in the "'SEWER VACUUM, H Ro-EXONl NIVOR STREET
SWEEPEREQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES", 'Industry?
8) Is your organization best described as, a Manl1facturer or a. d istributor/dea-ler/re-se 1; ter for a manufacturer of the
products/equipment and related services being proposea-!
a) If the Proposer is best dcscrihed as a re -seller, manufacturer aggregate, -or distributor, please: provide evidence of
your authorization as a dea.le.r/re-seller/man.ufac.tu-.rer aggregate for the manufacturer of the prods is e u1pment
and re latedsery ices you ate proposing.
b) If the Proposer is best described as a nianufacturer, please describe your relationship with your sales/service force
and/or Dealer Network in delivering the products,/equipme.nt and related services proposed..
c) Are these individuals your employees, or the employees of a third party
d) If applicable, is the *.Dealer Network,. independent or company owned?
9) Please provide your bond rating, and/or a credit re-ference -from your bank..
10) Provide a detailed explanation outlining the licenses and certifications that are both- required to be. held, and.actually
held by your organization in pursuit of the commerce and burines contemplated by this R14"P.
I I 1 0
Provide a detailed explanation outfining licenses. and cerfifi.cations both required to be held, and actually held, by third-.
parties and sub -contractors to your organization in Pursuit of the conimerce conternplated by this RFP. If not
appl.icable, please respond with "Not Applicable."
'12) Provide all "Suspension or Disbarment" information as defined and required herein.
13) In addition to the $1.5 million in General Liability and/or in Conjunction with umbrella insurance coverage, what level
of autornobile and workers compenSration itisurance does your organization zation curi-ently have? If none, please explain.
14) Within the RFP category there 'is potential to be several different sub-cate gorles of solutions. What sub category, title/s
RM
would best describe your products, services and supplies?
Ind ustry-Marketplace _Successes
15) List and document recent industry awards and recognition.
16) Supply three references/testimonials from customers of like status to NJPA Members to include Government and
Education agencies. Please include the customer's name, contact, and phone number.
17) Provide names and addresses of the top five (5) government or education agency customers to include the scope of
projects, size of transaction, and dollar volumes from the past three (3) fiscal years.
18) What percentages of your current (within the past three (3) fiscal years) national sales are to the government and
education verticals? Indicate government and education verticals individually
Proposer's ability to sell and service nationwide
19) Please describe your company sales force in terms of numbers, geographic dispersion, and the proportion of their
attention focused on the sale and services of the equipment/products contemplated in this RFP?
20) Please describe your dedicated dealer network and number of individual sales force within your dealer network in
terms of numbers, geographic dispersion, and the proportion of their attention focused on the sales distribution and
delivery of your equipment/products and related services contemplated in this RFP?
21) Please describe your dedicated company service force or dedicated network in terms of numbers, geographic
dispersion, and the proportion of their attention focused on the sale of the equipment/products and related services
contemplated in this RFP?
22) Please describe your dedicated dealer service force or network in terms of numbers geographic dispersion, and the
proportion of their attention focused on the sale of the equipment/products and related services contemplated in this
RFP? Additionally, please describe any applicable road service and do they offer the ability to service customers at
the customer's location?
23) Describe in detail your customer service program regarding process and procedure. Please include, where
appropriate, response time capabilities and commitments as a part of this RFP response and awarded contract.
24) Identify any geographic areas or NJPA market segments of the United States you will NOT be fully serving through
the proposed contract.
25) Identify any of NJPA Member segments or defined NJPA verticals you will NOT be offering and promoting an
awarded contract to? (Government, Education, Non-profit)
26) Define any specific requirements or restrictions as it applies to our members located off shores such as Hawaii and
Alaska and the US Islands. Address your off shore shipping program on the Pricing form P of this document.
Marketine Plan
27) Describe your contract sales training program to your sales management,- dealer network and/or direct sales teams
relating to a NJPA awarded contract.
28) Describe how you would market/promote an NJPA Contract nationally to ensure success.
29) Describe your marketing material, and overall marketing ability, relating to promoting this type of partnership and
contract opportunity. Please send a few representative samples of your marketing materials in electronic format.
30) Describe your use of technology and the internet to provide marketing and ensure national contract awareness.
31) Describe your perception of NJPA's role in marketing the contract and your contracted products/equipment and
related services.
32) Describe in detail any unique marketing techniques and methods as a part of your proposal that would separate you
from other companies in your industry.
33) Describe your company's Senior Management level commitment with regards to embracement, promoting, supporting
and managing a resultant NJPA awarded contract
34) Do you view your products/equipment applicable to an E-procurement ordering process? Yes/ No.
a) If yes, describe examples of E-procurement system/s or electronic marketplace _ solutions that your
products/equipment was available through. Demonstrate the success of government and educations customers to
ordering through E-procurement.
35) Please describe how you will communicate your NJPA pricing and pricing strategy to your sales force nationally?
39
Other Cooperative Procurement Contracts Held
36) Identify all cooperative contracts hosted by any government or education agency or government or education
cooperative or by a third party marketing company, which are marketed in more than one state, held or utilized by the
Proposer.
3 7) What is the annual dollar sales volume generated through each of the contract(s) identified in your answer to the
previous question.
3 8) Identify awarded WSCA or specific state procurement contracts held or utilized by the Proposer with any State of the
United States.
39) What is the annual combined dollar sales volume for each of these contracts?
40) Identify any GSA Contracts held or utilized by the Proposer.
41) If you are awarded the NJPA contract, are there any market segments or verticals (e.g., higher education, K-12 local
governments, non -profits etc.) or geographical markets where the NJPA contract will not be your primary contract
purchasing vehicle? If so, please identify those markets and which cooperative .purchasing agreement will be your
primary vehicle.
42) If you are awarded the NJPA contract, is it your intention and commitment to lead with your NJPA contract?
Yes No Explain and demonstrate your commitment and/or restrictions.
43) Identify a proposed administrative fee payable to NJPA for facilitation, management and promotion of the NJPA
contract, should you be awarded. This fee is typically calculated as a percentage of Contract sales and not a line item
addition to the customers cost of goods.
Value Added Attributes
44) If applicable, describe any product/equipment training programs available as options for NJPA members. If
applicable, do you offer equipment operator training as well as maintenance training? Yes No
45) Is this training standard as a part of a purchase or optional?
46) Describe current technological advances your proposed equipment/products and related services offer.
47) Describe your "Green" program as it relates to your company, your products/equipment, and your recycling program,
including a list of all green products accompanied by the certifying agency for each (if applicable).
48) Describe any Women or Minority Business Entity (WMBE) or Small Business Entity (SBE) accreditations and the
general minority and small business program of your organization as it relates to a Contract resulting from this RFP.
49) Identify any other unique or custom value added attributes of your company or your products/equipment or related
services.
50) Other than what you have already demonstrated or described, what separates your company, your products/equipment
and related services from your competition? What makes your proposed solutions unique in your industry as it applies
to NJPA members?
51) Identify and describe any service contract options included in the proposal, or offered as a proposed option, for the
products/equipment being offered.
52) Identify your ability and willingness to offer an awarded contract to qualifying member agencies in Canada
specifically and internationally in general.
53) Describe any unique distribution and/or delivery methods or options offered in your proposal.
(Products, Pricing, Sector Specific, Services, Terms and Warranty are addressed on Form P
Signature: _ Date:
M
Form B
Company Name:
Address:
City/State/Zip:
Phone:
Toll Free Number:
Web site:
PROPOSER INFORMATION
Fax:
E-mail:
Voids sometimes exist between management (those who respond to
Members) that result in communication problems. Due to this fact,
numbers, and geographic territories for which they are responsible
RFPs) and sales staff (those who contact NJPA
provide the names of your key sales people, phone
COMPANY PERSONNEL CONTACTS
Authorized Signer for Your organization*:
Name:
Email:
Phone:
* By executing Form F, the "Proposer's Assurance of Compliance," you are certifying this person identified here has their
authorization to sign on behalf of your organization:
Author of your iproposal response
Name: Title:
Email', -
Phone:
Your Primary Contact verson regarding our ro osal:
Name: Title:
Email: Phone:
Other important contact information:
Name:
Email:
Name:
Title:
Phone:
Title:
Email: Phone:
41
Form C
EXCEPTIONS TO PROPOSAL, TERMS, CONDITIONS
AND SOLUTIONS REQUEST
Company Name. -
Note: Original must be signed and inserted in the inside front cover pouch.
Any exceptions to the Terms, Conditions, Specifications, or Proposal Forms contained herein shall be noted in writing
and included with the proposal submittal. Proposer acknowledges that the exceptions listed may or may not be accepted
by NJPA and may or may not be included in the final contract. NJPA may clarify exceptions listed here and document
the results of those clarifications in the appropriate section below.
Section/ a e Term, Condition, or Specification Exception
Proposer's Signature:
NJPA's clarification on exception/s listed above:
Contract Award
RFP #022014
42
Date:
FORM D
Formal Offering of Proposal
(To be completed Only by Proposer)
R VACUUM, HYDRO -EXCAVATION, AND/OR STREET SWEEPER
ACCESSORIES AND SUPPLIES
In compliance with the Request for proposal (RFP) for "SEWER VACUUM, HYDRO --EXCAVATION, AND/OR
STREET SWEEPER EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES", the undersigned warrants that
I/we have examined this RFP and, being familiar with all of the instructions, terms and conditions, general specifications,
expectations, technical specifications, service expectations and any special terms, do hereby propose, fully commit and
agree to furnish the defined equipment/products and related services in full compliance with all terms, conditions of this
RFP, any applicable amendments of this RFP, and all Proposer's Response documentation. Proposer further understands
they accept the full responsibility as the sole source of responsibility of the proposed response herein and that the
performance of any sub -contractors employed by the Proposer in fulfillment of this proposal is the sole responsibility of
the Proposer.
Company Name: Date:
Company Address:
City: State:
Contact Person: Title:
Authorized Signature (ink only):
43
Zip:
(Name printed or typed)
Form E
NJPA
Contract Acceptance and and
To be completed only Jky NJPA)
Proposer's -full legal name
Your proposal is hereby accepted and awarded. As an awarded Proposer, you are, now bound to provide the defined
product/equipment and services contained in your proposal offiering according to all terms, conditions, and pricing set forth
in this R.FP, any amendments to this R.FP, your Response, and any exceptions accepted or rejected by NJPA on Form C.
The effective start date of the Contract will be 20 and continue for our years
iron the board award date. This contract has the consWeration of a fifth year renewal option at the discretion of''NOA.,
0
National Jolint Powers AllianceO (NJPA)
NJPA Atithorize*d signature-,
'NJ' PA Executive Director (Name printed or typed)
Awarded this day of 20 NJ'PA Contract Number # 02201.4
NJ'PA Authorized signature.-
NJ*PA Board Member (Name printed or typed)
Executed this 1.1.111I.-I" .... . dav of . ..... . ..... 2.0 NJPA. Contract Number # 0220:14
Proposer hereby accepts contract award including all accepted exceptions and *NJ*PA clarifications identifted -on FORM C.
Vendor Name
Vendor Authorized signature-,
Title: (Name printed or typed.)
Executed this day of 20 NJ'.PA Contract Number # 022014
44
Form F
PROPOSER ASSURANCE OF COMPLIANCE
Proposal Affidavit Signature Page
PROPOSER' S AFFIDAVIT
The undersigned, representing the persons, firms and corporations joining in the submission of the foregoing
proposal (such persons, firms and corporations hereinafter being referred to as the "Proposer"), being duly sworn on
his/her oath, states to the best of his/her belief and knowledge:
1. The undersigned certifies the Proposer is submitting their proposal under their true and correct name, the
Proposer has been properly originated and legally exists in good standing in its state of residence, that the
Proposer possesses, or will possess prior to the delivery of any product/equipment and related services, all
applicable licenses necessary for such delivery to NJPA members agencies nationally, and that they are
authorized to act on behalf of, and encumber the "Proposer" in this Contract, and
2. To the best of my knowledge, no Proposer or Potential Proposer, nor any person duly representing the same, has
directly or indirectly entered into any agreement or arrangement with any other Proposers, Potential Proposers,
any official or employee of the NJPA, or any person, firm or corporation under contract with the NJPA in an
effort to influence either the offering or non -offering of certain prices, terms, and conditions relating to this RFP
which tends to, or does, lessen or destroy free competition in the letting of the Contract sought for by this RFP,
and
3.. The Proposer or any person on his/her behalf, has not agreed, connived or colluded to produce a deceptive show
of competition in the manner of the proposal or award of the referenced contract, and
4. Neither I, the Proposer, nor, any officer, director, partner, member or associate of the Proposer, nor any of its
employees directly involved in obtaining contracts with the NJPA or any subdivision of the NJPA, has been
convicted of false pretenses, attempted false pretenses or conspiracy to commit false pretenses, bribery,
attempted bribery or conspiracy to bribe under the laws of any state or federal government for acts or omissions
after January 1, 1985, and
5. The Proposer has examined and understands the terms, conditions, scope, contract opportunity, specifications
request and other documents of this solicitation and that any and all exceptions have been noted in writing and
have been included with the proposal submittal, and
d. If awarded a contract, the Proposer will provide the equipment/products and services and/or services to
qualifying members of the NJPA in accordance with the terms, conditions, scope of this RFP, Proposer offered
specifications and other documents of this solicitation, and
7. The undersigned, being familiar with and understand the expectations requested and outlined in this RFP under
consideration, hereby proposes to deliver through valid requests, Purchase Orders or other acceptable forms
ordering and procurement by NJPA Members. Unless otherwise indicated, requested and agreed to on a valid
purchase order per this RFP, only new, unused and first quality equipment/products and related services are to
be transacted with NJPA Members relating to an awarded contract, and
8. The Proposer has carefully checked the accuracy of all proposed products/equipment and related services and
listed total price per unit of purchase in this proposal to include shipping and delivery considerations. In
addition, the Proposer accepts all general terms and conditions of this RFP, including all responsibilities of
commitment as outlined and proposed, and
9. In submitting this proposal, it is understood that the right is reserved by the NJPA to reject any or all proposals
45
and it is agreed by all parties that this proposal may not be withdrawn during a period of 90 days from the date
proposals were opened regarding this RFP, and
10. The Proposer certifies that in performing this Contract they will comply with all applicable provisions of the
federal, state, and local laws, regulations, rules, and orders, and
11. The Proposer understands that submitted proposals which are marked "confidential" in their entirety, or those in
which a significant portion of the submitted proposal is marked "nonpublic" will not be accepted by NJPA.
Pursuant to Minnesota Statute §325C.01, subd. 5 and § 13.03, subd. 1, only specific parts of the proposal may be
labeled a "trade secret". All proposals are nonpublic until the contract is awarded; at which time, both
successful and unsuccessful vendors' proposals become public information.
12. The Proposer understands and agrees that NJPA will not be responsible for any information contained within
the proposal. Should Vendors not comply with the labeling and packing requirements, proposals will be
released as submitted.
13. By signing below, the Proposer understands it is his or her responsibility as the Vendor to act in protection of
labeled information and agree to defend and indemnify NJPA for honoring such designation. Proposer duly
realizes failure to so act will constitute a complete waiver and all submitted information will become public
information; additionally failure to label any information that is released by NJPA shall constitute a complete
waiver of any and all claims for damages caused by the release of the information.
[The rest of this page has been left intentionally blank. Signature page below]
,e
By signing below, Proposer is acknowledging that he or she has read, understands and agrees to comply with the terms
and conditions specified above.
Company Name:
Contact Person for Questions:
(Must be individual who is responsible for filling out this roposer s Responseform)
Address:
City/State/Zip:
Telephone Number: Fax Number:
E-mail Address:
Authorized Signature:
Authorized Name (typed):
Title:
Date:
Notarized
Subscribed and sworn to before me this
Notary Public in and for the County of
My commission expires:
Signature:
day of
47
, 20,
State of
Form G.
OVERALL EVALUATION AND CRITERIA
For the Proposed Subject "SEWER ,.VACUUM,HYDRO: EXCAVATION, AND/OR STREET SWEEPER
EQUIPMENT WITH RELATED ACCESSORIES AND SUPPLIES"
Conformance to terms and conditions to include documentation
50
Pricing 1
400
Financial, Industry and Marketplace Successes
75
Bidder's Ability to Sell and Service Contract Nationally
100
Bidder's Marketing Plan
50
Value Added Attributes
75
arranty Coverages and Information.
50
Selection
and
Variety of Products and
Services Offered
200
Total Points
1000 0
Reviewed by: Its
Its
Form P
PROPOSER QUESTIONNAIRE
Products/Equipment, Pricing, Sector Specific, Services, Terms and Warranty
Proposer Name:
Questionnaire completed by:
Pavment Terms and Financing Options
1) Identify your payment terms if applicable. (Net 30, etc.)
2) Identify any applicable leasing or other financing options as defined herein.
3) Briefly describe your proposed order process for this proposal and contract award. (Note: order process may be
modified or refined during an NJPA member's final Contract phase process).
a. Please specify if you will be including your dealer network in this proposal. If so, please specify how
involved they will be. (For example, will he Dealer accept the P.O.?), and how are we to verify the specific
dealer is part of your network?
4) Do you accept the P-card procurement and payment process?
Warranty
5) Describe, in detail, your Manufacture Warranty Program including conditions and requirements to qualify, claims
procedure, and overall structure.
6) Do all warranties cover all products/equipment parts and labor?
7) Do warranties impose usage limit restrictions?
8) Do warranties cover the expense of technicians travel time and mileage to perform warranty repairs?
9) Please list any other limitations or circumstances that would not be covered under your warranty.
10) Please list any geographic regions of the United States for which you cannot provide a certified technician to
perform warranty repairs. How will NJPA Members in these regions be provided service for warranty repair?
Eauipment/Products and Related Services and Pricing
11) Provide a general narrative description of the equipment/products and related services you are offering in your
proposal.
12) Provide a general narrative description of your pricing model identifying how the model works (line item and/or
published catalog percentage discount).
13) Please quantify the discount range presented in this response pricing as a percentage discount from MSRP/published
list.
14) Provide an overall proposed statement of method of pricing for individual line items, percentage discount off
published product/equipment catalogs and/or category pricing percentage discount with regard to all
equipment/products and related services and being proposed. Provide a SKU number for each item being proposed.
15) Propose a strategy, process, and specific method of facilitating "Sourced Product/Equipment and Related Services"
(AKA, "Open Market" items or "Non -Standard Options").
16) Provide your NJPA customer volume rebate programs, as applicable.
17) Identify any Total Cost of Acquisition (as defined herein) cost(s) which is NOT included "Pricing" submitted with
your proposal response. Identify to whom these charges are payable to and their relationship to Proposer.
18) If freight, delivery or shipping is an additional cost to the NJPA member, describe in detail the complete shipping
and delivery program.
19) As an important part of the evaluation of your offer, you must indicate the level of pricing you are offering.
Prices offered in this proposal are (Your proposal will be deemed "Non -Responsive" if this question is not
answered):
a. Pricing is the same as typically offered to an individual municipality, Higher ed or school
district.
b. Pricing is the same as typically offered to GPOs, cooperative procurement organizations or
state purchasing departments.
c. Better than typically offered to GPOs, cooperative procurement organizations or state
purchasing departments.
20) Do you offer quantity or volume discounts? YES NO Outline guidelines and program.
2 1 ) Describe in detail your proposed exchange and return program(s) and policy(s).
22) Specifically identify those shipping and delivery and exchange and returns programs as they relate to Alaska and
Hawaii and any related off shore delivery of contracted products/ equipment and related services
23) Please describe any self -audit process/program you plan to employ to verify compliance with your anticipated
contract with NJPA. Please be as specific as possible.
Industry or Sector Specific Questions
24) NA
Signature: Date;
50
,Ere-su.bmi*ss-"NOLO.'Cbec*.klis. t
0 Have you read, and do you understand the 'intent this RFP 19;
LJ Have you attended the Pre -Proposal Conference for this RF'
LI Have you completed the questionnaires (Forms A & P) to the best of your ability .9
U Ulave you submitted pricing for all of the prod tict/eq uipment and related services you are proposing
w ithin.* the scope ofthis RFP?
U Have you packaged your Proposal submission identifying conspicuously '-Competitive Proposal
Enclosed, Please bold for public opening XX-XX-XXX"'7.
LJ Have you sent your package in sufficient time for Physical delivery at 202 l2th ST E. Staples, M'N
56479 to occur prior to the deadline for delivery
L-3 Have you submitted hard copy original signed, completed, and dated form,sic, D, E, and hard copy signed
signature page only frog forPms A and P of this RF"
U
R Have you submitted verification of liability 'insurance with the coverage and limits required in the * FP"?
LI If any addendum/s to RFP were issued, have you submitted a signed copy of such addendum/s9
LI Have y ou provided an e lectro n *ic copy (saved on a C D or flash drive) of your proposal including,
but not limited to, Forms A, B, C, D,'E. F's & P in your proposal
Contents of :nor Pro gosall resR2Ms
4
U Hard copy original signed', completed, and dated forms C, D. F, and hard copy signed signature page
on-Ily- fromforms A and P.
U Electronic submission off` proposal forms A,, 81 -C, D, E, & P (CD or flash drive).
U Certlificate of Insurance (demonstration of insurability)
FORM TITLES
Form A Pro -poser Questionnaire — General Business hiformation.
Form .13 Proposer Information
Form C Exceptions to Proposal, Ternis, Conditions, and Solutions Request
Form D Formal Offering of Proposal
Fonn E Contractcceptance and Award
Form'F Proposer Assurance ofCompliance
Form G Overall Evaluation and Criteria
Form P Proposer Quesfionnaire — Products/equipment, Pricing, Sector Specific, Services, Ten ps and Warranty
51
NJPA VENDOR PRICE AND PRODUCT CHANGE REQUEST FORM
Section 1. Instructions For Vendor
Pursuant to section 4 of the NJPA RFP, requests for equipment/products or service changes, additions or deletions will be
allowed at any time throughout the awarded contract term. All requests must be made in written format by completing
sections 2, 3 and 4 of the NJPA Price and Product Change Request Form and signature of an authorized Vendor employee
in section 5. All changes are subject to review and approval by the NJPA Contracts & Compliance Manager, sipecl in acceptance by the NJPA Executive Director and acknowledged by the NJPA Contract Council. Submit request via email
to your Contract Manager AND: PandP a@n j pacoop.org.
NJPA's due diligence in analyzing any request for change is to determine if approval of the request is: 1) within the scope
of the original RFP and 2) in the Best Interests of NJPA and NJPA Members. A signed Price and Product Change form
will be returned to vendor contact via email.
Vendor must complete this change request form and individually list or attach all items or services subject to change, ,
rove sufficiently detailed g documentation h include a com ete restatement of pricing
de su a ed explanation and for the change, e and
p Y, pg� P, P g
document in appropriate format (preferably Excel). The pricing document must identify all equipment/products and
services being offered and must conform to the following NJPA product/price change naming convention: (Vendor
Name PA n i pricing at • for x "COMPANY 012411-CPY eff 02-12-2013."
(NJ Contract #} (effect ve p c ng date); o example, C .
NOTE:. New pricing restatement must include all equipment/products and services offered regardless of whether
their prices have changed and include a new "effective date" on the pricing documents. This requirement reduces
confusion by providing a single, current pricing sheet for each vendor and creates a historical record of pricing.
ADDITIONS. New equipment/products and related services may be added to a contract if such additions are within the
scope of the RFP.
DELETIONS. New equipment/products and related services may be deleted from a contract if an item or service is no
longer available and thus not relevant to the contract; for example, discontinued, improved, etc.
PRICE CHANGES: Request prices changes in general terms along with the justification by product category for the
change; for example, a 3% increase in XYZ Product Line is due to a 3% increase in petroleum, or this list of SKUs/
product descriptions is increasing X% due to X% increase in cost of raw materials.
Price decreases: NJPA expects Vendors to propose their very best prices and anticipates price reductions are due
to advancement of technologies and market place efficiencies.
Price increases: Typical acceptable increase requests include increases to Vendor input costs such as petroleum
or other applicable commodities, increases in product utility of new compared to old equipment/product or
service, etc. Vendor must include reasonable documentation for the claims cited in their request along with
included detailed justification for why the increase is needed. Special details for price changes must be c uded with the
request along with both current and proposed pricing. Appropriate documentation should be attached to this
form, including letters from suppliers announcing price increases.
Refer to section 4 of the RFP for complete "Pricing" details.
Section 2. Vendor Name and Type of Change Request
CHECK ALL CHANGES THAT
APPLY:
AWARDED VENDOR ❑ Adding Products/Services
NAME:
❑ Deleting/Discontinuing
Products/services
❑ Price Increase
52
NJPA VENDOR PRICE AND PRODUCT CHANGE REQUEST FORM N%W
NJPA CONTRACT ❑ Price Decrease
NUMBER:
Section 3. Detailed Explanation of Need for Changes
List equipment/products and/or services that are changing, being added or deleted from previous contract price list along
with the percentage change for each item or category. (Attach a separate, detailed document if more than 10 items.)
Provide a general statement and documentation explaining the reasons for these price and/or product changes.
SAMPLES: 1-All paper equipment/products and services increased 5% in price due to transportation and fuel costs (see
attached documentation of raw materials increase. 2-The 6400 series floor polisher is added to the product list as anew
model replacing the 5400 series. The 6400 series 3% increase reflects technological improvements made that improve
the rate of efciency and useful life. The 5400 series is now included in the "Hot List " at a 20% discount from previous
pricing until remaining inventory is liquidated.
If adding product/s, provide a general statement how these are in the scope.
If changing prices and/or products, provide a general statement that the pricing is consistent with existing NJPA contract
pricing.
53
NJPA VENDOR PRICE AND PRODUCT CHANGE REQUEST FORM
Section 4. Complete Restatement of Pricing Submitted
A COMPLETE restatement of the pricing including all new and existing equipment/products and services is attached
and/or has been emailed to PandP@njpacoop.org.
❑ Yes
Section 5. Signatures
❑ No
Vendor Authorized Signature
Print Name and Title of Authorized Signer
NJPA Executive Director Signature
54
Date
Date
ADDENDUM ONE (I)
To that certain
NJPA RFP #022014
Issued by
National Joint Powers Alliance*
For the procurement of
SEWER VACUUM, HYDRO-EXCAVAT110N. AND/OR' STREET SWEEPER EQUIPMENT WITH: RELATED ACCESSORIES AND
SUPPLIES
Consider the following to be part of the: above titled RFP:
1) Questions submitted by Potential Responders at the Pre -Proposal Conference on February 6, 2014 are
fisted In black font and NJPA Answers are listed in blue:
Q: What percentage of your client base are public works departments versus school systems.
A Approxitt)atelye 30% of NJPA's membership is in Government and about 40% of mernbership is in.
Education,
Q. How many contracts do you expect to award in this category?
A: Per section 1,13 of the RFP,, NJPA's intent is to award acontract to a single exclusive vendor but reserves
the right to award .to multiple Proposers where the result of the responding
I Proposers justifies a Mltip]e
award and multiple contracts are deomed to be in the best interests of the NJPA member agencies.
Q*, Clarify the normal purchase order and payment flow for a manufacturer that utilizes
distributors,, manufacturer accepts order from distributor, and manufacturer pays admin fee to NJPA
quarterly?
A.- When a vendor is awarded an NJPA contract all authorized distributors,/dealers are able to sell through
-the contract:. The PO would be accepted at the distribut.or/dealer level and the administrator/manufacturer
would be responsible to submit a cumulative sales report to NJPA on a quarterly basis with admirn fee
payment.,
Q: How and where in your point scale will you recognize a successful previous NJPA awarded vendor?
A. Form A questions address this and could be reflected in a number of different criteria including but riot:
n (A 1
litnited to, S.t ,y& Marketplace Success and Ability to Sell and Service Nationwide,
ACKNOWLEDGMENT OF ADDENDUM ONE (1) TO RFP DISTRIBUTED VIA EMAIL. ON FEBRUARY 6, 2.0,14
COMPANY NAME:
SIGNATU RE.-
41
DATE.
September 22nd, 2014
"EXHIBIT 2"
TR ##12549
City of Tamarac
Mr. Scott London
Purpose: NJPA Contract# 022014-SCA for SECA Ramvac
Dear Mr. London,
We are pleased to submit this quotation for a new Sewer Equipment Company of
America (SECA) trailer mounted vacuum excavation system. Quotation is based off of
the current NJPA (National Joint Powers Alliance) contract.
RAMVAC 2000 - Standard Features
Caterpillar 122 hp diesel engine
Engine shroud
2400 cf n PD vacuum blower
Boom assembly with power rotation
6" vacuum hose system
Gauge package
NEMA4 control panel
Pendant control
6" x 10' flat discharge hose
1250 gallon 6 cubic yard debris tank
Hydraulic door locks
Hydraulic dump
Fold down pipe racks
Tandem axle 18,000 lb GVWR
Electric brakes
2 5/ 16" ball hitch
Steel tongue mounted toolbox
7000 lb hydraulic tongue jack (electric/hydraulic)
LED DOT approved lighting
(1) 6" x 16' boom hose
(1) 6" crown nozzle
(2) 6" x 6 extension tubes
$10%003.00
EPOFC IS NOW IN FORT LAUDERDALE 1
2525 Clarcona Road ♦ Apopka, FL 32703
Phone: 407-798-0004 ♦ Fax: 407-798-0014
4405 Loma Vista Drive* Valrico, FL 33594
Phone: 813-299-6264 ♦ Fax: 813-689-2498
450 NW 271" Avenue ♦ Fort Lauderdale, FL 33311
Phone: 954-518-9923 ♦ Fax: 954-518-9926
www.EPOFC.com
?7nr��ronmef
(1)6 x 4" extension tube
(1) 6" x 4' air induction tube
(1) Owners manual
RAMVAC 2000 — Options
HIGH PRESSURE WATER SYSTEM
(INCLUDES HIGH PRESSURE WATER PUMP
(5 GPM / 2000 PSI), 150 GALLON WATER TANK
& HIGH PRESSURE HAND GUN, WATER TANK
CONSTRUCTED OF DURAPROLENE
WIRELESS PENDANT CONTROL INCLUDES, ENGINE
THROTTLE UP/DOWN, WATER PUMP ON/OFF, BOOM
EXTEND/RETRACT, BOOM LEFT/RIGHT, BOOM
RAISE/LOWER AND EMERGENCY KILL
DEBRIS BODY PUMP OFF SYSTEM AND ACCESSORIES
POWER EXTENSION FOR BOOM AND ACCESSORIES
OPERATOR STATION LIGHT
BOOM MOUNTED WORK LIGHT (2)
LED STROBE LIGHT (FACTORY STANDARD)
LED ARROW STICK (FACTORY STANDARD)
UPGRADE TO ALUMINUM TOOLBOX
(TONGUE MOUNTED)
SPARE TIRE AND RIM
CD-ROM OPERATORS MANUAL
$149427.00
$3,917.00
$41,901.00
$4,164.00
$263.00
$705.00
$455.00
$19100.00
$308.00
$473.00
$49.00
EPOFC IS NOW IN FORT LAUDERDALE 2
2525 Clarcona Road ♦ Apopka, FL 32703
Phone: 407-798-0004 ♦ Fax: 407-798-0014
4405 Loma Vista Drive* Valrico, FL 33594
Phone: 813-299-6264 ♦ Fax: 813-689-2498
450 NW 27th Avenue ♦ Fort Lauderdale, FL 33311
Phone: 954-518-9923 ♦ Fax: 954-518-9926
www.EPOFC.com
EXTENDED WARRANTY
Total price per NJPA contract:
Less 3 % NJPA Discount
$1,450.00
$5,931.03
$147,146.03
$ 49414.38
Freight $ 2,844.00
Total delivered price $1459575.65
Environmental Products of Florida Corporation will get the Yellow, City tag.
Please contact me with any questions
Sincerely,
Pau/ 4. >�are
Paul A. Hart
South Florida -- Territory Manger
EPOFC
561-719-1395 Cell
phart@gpofc.com
EPOFC IS NOW IN FORT LAUDERDALE 3
2525 Clarcona Road ♦ Apopka, FL 32703
Phone: 407-798-0004 ♦ Fax: 407-798-0014
4405 Loma Vista Drive* Valrico, FL 33594
Phone: 813-299-6264 ♦ Fax: 813-689-2498
450 NW 27�" Avenue ♦ Fort Lauderdale, FL 33311
Phone: 954-518-9923 ♦ Fax: 954-518-9926
www.EPOFC.com
RAMVAC 2000, PAGE 1 of 2
RAMVAC 2000
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BASE UNIT AS OUTLINED ABOVE $1099003.00 U'I ] $109,003.00
FOR ALL NON STANDARD OPTIONS PLEASE CONTACT FACTORY FOR PRICING
i J 1101J 0 IC
LIST PRICE QTY TOTAL
DEDUCT FOR 625 GALLON DEBRIS TANK *LIMITS WATER CAPACITY IF WATER SYSTEM IS
ALSO ADDED*
1 500.00
:: ,. '
$0.00
HIGH PRESSURE WATER SYSTEM (INCLUDES HIGH PRESSURE WATER PUMP (5 GPM /
2000 PSI), 150 GALLON WATER TANK & HIGH PRESSURE HAND GUN
$14 427.00
$14 427.00
HYDRO -EXCAVATION DIGGING WANDS &ACCESSORIES
$2,454.00
$0.00
DIRECTIONAL BORING TOOL FOR POTHOLING
3,073.00
p,pp
CENTRAL LUBRICATION SYSTEM
$2,209.00
$0.00
WIRELESS PENDANT CONTROL INCLUDES, ENGINE THROTTLE UP/DOWN, WATER PUMP
ON/OFF, BOOM EXTEND/RETRACT, BOOM LEFT/RIGHT, BOOM RAISE/LOWER AND
EMERGENCY KILL
917.00
' ir:
3 917.00
DEBRIS BODY PUMP OFF SYSTEM AND ACCESSORIES
$4 901.00
$4,901.010
HIGH PERFORMANCE BLOWER SILENCER LOWERS NOISE PRESSURE UP TO 4 db AT 1511
$3 454.00
$0.00.
HYDRAULIC POWERED OPEN/CLOSE REAR DOOR
$2,350.00
$0.00
POWER EXTENSION FOR BOOM AND ACCESSORIES
$4,164.00
1: °'
$4164.00
LOW PRESSURE WATER WASHDOWN SYSTEM (10 gpm @ 60 psi) INCLUDES: (2) 75 GALLON
TANKS, 25' HOSE, TRIGGER STYLE NOZZLE, DRAIN VALVES
$4 731.00
$0.00
UPGRADE LOW PRESSURE WATER WASHDOWN SYSTEM TO INCLUDE AIR PURGE
SYSTEM (PLUMBED TO QUICK CONNECT FITTING, INCLUDES ADAPTERS)
$556.00
$0.00
UPGRADE LOW PRESSURE WATER WASHDOWN SYSTEM TO INCLUDE WATER
RECIRCULATING SYSTEM
$556.Op
$0.00
HYDRAULIC TOOL CIRCUIT (RATED AT 9.5 GPM, SYSTEM ENGAGED VIA MANUAL DIVERTER
VALVE AND SUPPLIED W/ PARKER 60 SERIES CONNECTORS)
1
.00
OPERATOR STATION LIGHT
$263.00
$263.00
BOOM MOUNTED WORK LIGHTS 0
$705.00
$705.00
LED FLOOD LIGHT (FACTORY STANDARD)
$390.00
$0.00
LED ROTATING BEACON (FACTORYSTANDARD)
$470.00
$0.00
LED STROBE LIGHT (FACTORY STANDARD)
$455.00
$455,0p
LED ARROW BOARD FACTORY STANDARD
925.00
.00
mvawsw�LED ARROW STICK FACTORY STANDARD
1 100.00
$1,100.00
HANDHELD WIRELESS 12v/110v RECHARGABLE LED SPOTLIGHT WITH STORAGE BRACKET
$290.00 1
$0.00
UPGRADE TO ALUMINUM TOOLBOX (TONGUE MOUNTED)
$308.00
pg,pp
SPARE TIRE AND RIM
$473.00
1
$473.00
CHIP GUARD COATING
695.00
$0.00
1;7_1WIN01:110
FREIGHT AND/OR APPLICABLE TAXES NOT INCLUDED
EFFECTIVEAS OF 01101114
RAMVAC 2000, PAGE 2 of 2
STANDARD WHITE PAINT
INCLUD D
ALL OTHER COLORS (EXCEPT METALLIC PAINT)
1 595.00
$0.00
�1_► ;1_3 I ►
3 year extended parts and labor warrant (non -published option)
$5,931.03
'`' ; ;
$5 931.03
CD-ROM OPERATOR'S MANUAL
49.00
1.
$49.00
ONSITE FACTORY TRAINING (1 DAY)
$1,450.00
$1 450.00
ONSITE FACTORY TRAINING (ADDITIONAL DAY)
$1,080.00
$0.00
LIST PRICE OF SELECTED OPTIONS: $ 147,146.03
LESS 3% NJPA DISCOUNT: $ (4,414.38)
NET PRICE OF UNIT: $ 142.73165
ESTIMATED FREIGHT' $ 2.844.00
ESTIMATED TOTAL:
FREIGHT AND/OR APPLICABLE TAXES NOT INCLUDED EFFECTIVE AS OF 01/01/14