HomeMy WebLinkAboutCity of Tamarac Resolution R-2014-028Temp. Reso. # 12464
February 25, 2014
Page 1 of 4
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-2014 *0A91
A RESOLUTION OF THE CITY COMMISSION OF THE CITY
OF TAMARAC, FLORIDA, AUTHORIZING THE
APPROPRIATE CITY OFFICIALS AWARD REPLACEMENT
AND REHABILITATION OF THE SEWER TV AND SEALING
EQUIPMENT ON BOARD VEHICLE 4042 FROM ATLANTIC
MACHINERY, INC., UTILIZING THE NATIONAL JOINT
POWERS ALLIANCE COOPERATIVE PURCHASE
AGREEMENT FOR SEWER TV INSPECTION UNITS;
AUTHORIZING AN EXPENDITURE IN AN AMOUNT NOT TO
EXCEED $100,000 FROM THE APPROPRIATE
ACCOUNTS; PROVIDING FOR CONFLICTS; PROVIDING
FOR SEVERABILITY; AND PROVIDING FOR AN
EFFECTIVE DATE.
WHEREAS, funds were appropriated in the Adopted Fiscal Year 2014 Budget for
the rehabilitation and replacement of the TV and Sealing equipment on -board Vehicle
4042, a Sewer TV and Sealing unit; and
WHEREAS, the timely replacement of City equipment is necessary in order to
ensure the effective and efficient delivery of services by City departments; and
WHEREAS, the National Joint Powers Alliance (NJPA), a not -for -profit consortium
for government agencies has competitively bid and awarded an agreement for the
purchase of TV and Sealing equipment on board a Sewer TV and Sealing unit; and
WHEREAS, City of Tamarac Code, §6-148 (f) allows the Purchasing and Contracts
Manager the authority to make purchases from contracts awarded by other governmental
or not -for -profit entities by a competitive solicitation process; and
Temp. Reso. # 12464
February 25, 2014
Page 2 of 4
WHEREAS, the Purchasing and Contracts Manager has conducted a marketplace
review, pursuant to Section 6-148 (f) of the Tamarac Procurement Code, and has
determined that the National Joint Powers Alliance (NJPA) Agreement is currently the
most financially advantageous agreement in place at this time; 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 replace/rehabilitate the on -board equipment in Vehicle 4042 as identified in
"Exhibit 1 ", attached hereto, utilizing a current agreement available through the National
Joint Powers Alliance (NJPA) Consortium for the cooperative procurement of specialized
vehicles and equipment, included herein as "Exhibit 2"; and
WHEREAS, Atlantic Machinery, Inc., was awarded the bid for Sewer TV inspection
units by National Joint Powers Alliance (NJPA); and
WHEREAS, the City has received a not to exceed price of $100,000 from Atlantic
Machinery, Inc., for the purchase of a Sewer TV inspection vehicle and equipment based
on the contract pricing and in accordance with terms and conditions of the National Joint
Powers Alliance (NJPA) Agreement; 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 $100,000 to Atlantic Machinery, Inc., for
the replacement and rehabilitation of the equipment on board Vehicle 4042, a Sewer TV
inspection and sealing unit as identified in "Exhibit 1" herein, utilizing the current
cooperative purchase agreement available from the National Joint Powers Alliance (NJPA).
Temp. Reso. #12464
February 25, 2014
Page 3 of 4
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 all 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 $100,000 to Atlantic Machinery, Inc., for the replacement and
rehabilitation of TV and sealing equipment on board Vehicle 4042, a specialized Sewer TV
inspection vehicle and equipment identified in "Exhibit 1" herein, utilizing the current
cooperative purchase agreement available from the National Joint Powers Alliance (NJPA).
SECTION 3: Funds totaling $100,000 were appropriated in the Adopted
Fiscal Year 2014 Budget for the replacement and rehabilitation of TV and sealing
equipment on board Vehicle 4042, a specialized Sewer TV inspection and sealing unit
identified in the Utilities Fund.
SECTION 4:
An expenditure in the amount of $100,000 to Atlantic
Machinery, Inc., 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
Temp. Reso. # 12464
February 25, 2014
Page 4 of 4
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: This Resolution shall become effective immediately upon its
passage and adoption.
PASSED, ADOPTED AND APPROVED this day of ,
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ATTEST. / / M l l
PATRICIA TEUF�L, CMC
CITY CLERK
I HEREBY CERTIFY THAT I HAVE
APPROVED THIS RESOLUTION
AS TO FORM
�MU�S,/�REN
ITY A C6RNEY
HARRY DRESSLER
MAYOR
RECORD OF COMMISSION VOTE:
MAYOR DRESSLER
DIST 1: COMM. BUS ELL
DIST 2: VICE MAYOR GOM
DIST 3: COMM. GLASSERj
DIST 4: COMM. PLACKO (
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"The Standard of the Industry"
NPJPA
National Joint Powers Alliance*
Pricing for TV Truck Retrofit of Customer's Existing Unit
CUES
DESCRIPTION
PRICE
QTYJ
TOTAL
EVOII'Control` Room with Kemlite & Lonseal, Bulkhead Wall & Desktop
$15,445
0
Quigley 4x4 Conversion
$13,200
0
Flatbed Transport for Quigley Conversion
$3,000
4
LED Traffic Director
$1,181
0
Hide A Way Strobe Kit
$998
0
Pintel Hitch
$415
0
Slide Out Drawer for Cutter
$1.200
0
Lockable Storage Cabinet under Chassis
$750
0
Rear Awning
$1, 329
� 0
Bumper Mounted Safety Cone Holder
$150
0
Cool Cat Side Mount AC
$21428
0
Cool Cat Side Mount AC In Lieu of Roof Mount AC
$1,095
0
WaI Mounted Heater
$430
0
Eye Wash Station
$136
0
12 x 12 tAccess Door
$278
0
Foul Weather Door
$386
0
Kemlite for V1lalls
$'1;800
0
Lonseal Flooring
$19900
0
Upper._Cabinet, Control Room -
$750
Desk Top, Control Room
$695
0
1oset
$1,206
0
Double Closet
$11800
0
Wash.po�n with lorkt�► end U per Cabinet
P l�
$2,900
0
5 Drawer Tool Chest
$750
0
7 D.rawer'ooI Chest
$1,202
{
Spotlight
$446
0
Vise
$219
0
New TV Reel
$120250
1
$12,250
1000 FT Gold TV Cable
$5,211
1
$5,211
Auto Payout for New TV Reel
$2,900
1
$2,900
Rear View Flat Screen Monitor in Equipment Room with Mount
$1,850
1
$11850
Summit PCU & CCU Assembly with Wired Controller
$140750
1
$14,750
Wireless Controller
$450
1
$450
Upgrade Existing Reel to Summit Controls
$1,900
0
Auto Payout for Existing Reel
$5,900
0
OZII Camera
$17,900
0
Adapter Tube to use OZIII on Steerable or Non-Steerable US21 Track or Steerable PR
$2,380
0
OZIII Camera
$18,800
1
$18,800
Compact Pipe Ranger
$20,663
1
$20,663
8" High Traction Steel Wheels for CPR
$1,550
1
$1,550
8" Rubber Wheel Kit
$1,064
1
$1,064
10" -15" Rubber Wheel Kit
$1,124
1
$1,124
6" -15" Pipe Size Spacer Kit
$1, 793
1
$1,793
Mechanical Lift for Standard Wheeled Transporter
$11785
0
Mechanical Lift for Compact Wheeled Transporter
$29850
0
Electric Lift for Compact Wheeled Transporter
$5,900
0
Rear View Camera for Compact or Standard Wheeled Transporter
$3,500
0
Built -In Sonde for OZII and OZIII Cameras
$2,850
0
Granite XP Software, Rack Mount Computer Including Printer, 2 Days Training
$18,500
1
$18,500
Customer Supplied Computer to Granite XP Specs
41,800
0
Granite-XP Software License Only
$14000
0
Enhanced Support Plan for Software
$1,800
1
$1,800
Grout Module for Granite XP Software
$2950
1
$2,950
Granite XP Scheduler Module
$600
0
Granite XP Laterol.Module
$21,905
0
Engineering Module for Granite XP
$695
0
Enterprise Office Module for Granite XP
$8,500
0
Granite XP Mapping Stick and GPS Module
$10,446
0
'CAT 5,'Connection
$85 -
0
Fold Down Safety Bumper
$21250
0
Workbench on TV Reel
$7.50
0
Reel Crane
$41015
0
400 CFM, Air Compressor with 30 Gallon Tank and Air Hose Reel
.$4,273
1
$4,273
Retractable Air Hose Reel
$474
0
Factory Lsbor:R t , Per Hour (Orlando, Atlanta, or California)
$120
0
On -Site Labor Rate, Includes Transportation: $1180 per Day
$1,180
0
Delivery to Ctstom.er
$30Q
2
$ea0
SUBTOTAL
$110,528
The below Items are Considered CUSTOM ITEMS and are not included in NJPA Pricing
DESCRIPTION
PRICE
QTY
TOTAL
82 Gallon Water Tan �wrth Steeh Fixtures
1;0
-1
Miscellaneous Wire & hardware for Retrofit
_9
$11500
1
$1,500
Labor to_ Remove EXisting _System & Install New System
$8,940
1
$8 900
Abilityto Operate ExistingAries Camera and Transporter, Interface AssemblyRequired
$348
1
$348
,S OT�►L `
f1'I 75700
,.--
TOTAL FROM ABOVE
$1229285
3�iTIGIAL`�tSC�IT€rUT`IiER'
GRAND
TOTAL
$ 1 00, 000
PA
AWAR"
#i
"EXHIBIT" 2" r O N T R A C
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3PVER CONTACT SUMMARY
"""rr A
DATE
01 7 1
AWARDED Cf3 i7"i ACT NUMBED NJPA R� TITLE & CATEGORY
03 i...! 10-Ah, ,1 141 iSa 4.•�I F�F�:� �c t)'�.����.. ��ir.41� .�� � � �� i'� k
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NJPA CONTRACT'S CONSIST OF THE FOLLOWING
�tE�..ATE� C't�I�TR�.C'� DM ME
T��TATIOP
DOCUMENTS
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r ` Yg tFkF gypYj(
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� OW�'�)�R.tl�1l���d i✓9.• F� T�jA.Ji.I F�
:U' +l . 'AT 011 i .''[ IYTRAC.T MAINTENANCE
ADDITIONAL 1INFOR ATION,
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WE�Pi
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National Joint Power Alliance
Contrract Nmhasing Department
ANrrv,A,x, RENEWAL of AGREEMENT
Atlantic i chinwy, Inc. (Vesdor)
2628 Garfield Ave,
S1Yr Spring, Mn 20910
National J'eWPawers AWmem (NJFA) .
702 da Street ATE
Staples, bhaaoh 56179
PDoaet {xis 894-I930
yl�
"Vend' and NNJPA'' have a *m5d into an "AvawWm and Award #D31710-AAW fbar the
prod ro t of Pub�la Ud ty VeWolm and a Saviaea, s, B and vac
Aa�eesorles and haft a matudW data ofMay 27, 20I41, and which are mWeot to 4muid
romwala at dw OptM of both pardw.
"Veudozz" and "NJPA't hmvby chair* aad agm to a wd a ct mm the above deed oonbmt
1br the prlod of May 279 2013 through May 26, 20140
Nam
Nam prinkd or
Hate 041 gq, &
wwwM.rwr r•w w 1�r• w• •• •1 • r w•wwrw Ir ri Mfra�aA wri1M l� n1l�wwrn�r•w�w pAwN wrr w ww•
um ski
dod ". .td &WAROkkiii4i" fi*4-, -
ANNUAL RENEWAL OF AGREEMENT
made by and between
Atlantic Machinery, Inc. (Vendor)
2628 Garfield Ave.
Silver SprinM MD 20910
and
National Joint Powers Alliance* (NJPA)
200 First Street NE
Staples, Minnesota 56479
Phone: (218) 894-S482
whereas:
"Vendore" and "NJ Pal" have entered into 1) an "Acceptance of Bid and IFB Award #0317 i 0-
Amr' For Public Utility Vehicles and/or Services, Aparatus, Equipment and/or Accessories, and
2) an `Vperating Agreement" with an effective date of May 27, 2010, and a maturity date of May
27, 2014, and which are subject to annual renewals at the option of both parties.
Now therefore:
"Vendor" and "NJPA" bereby desire and ,agree to extend and renew the above defined coatracts
for the period of May 279 2012 through May 27, 2013.
�latfooal Joiet Powers AI[i�pce�tNdl� i
y.
Name printed or typed: �---,�
Date (`%.
M
Name ed 4 UL.f : •
Date __ 06t112
Its: __!QK & f,,..t-f
W• w r w w w w a. as M r go w w w r w w Y. do w w� w w w w w w .o ft.--+ w• -mr w m O w M w 0• 0 ft w w w an� w �. w•• •
If you do not want to extend contract, please sign below and return this agreement
Disconttnve: We desire to di:conttnne the contract.
Signature: Date:
i
ANNUAL RENEWAL OF AGREEMENT
made by and between
Atlantic Machinery, Inc. (Vendor)
2628 Carlleld Ave.
Silver Spring, MD 20910
and
National Joint Powers Alliance* (NJPA)
f/Wa North Central Service Cooperative (iN"CSC)
200 First Street NE
Staples, Minnesota 56479
Phone: (218) 8945482 Fax: (218) 894-3045
re s:
` Vendoe' and "NJPA" have entered into 1) an "Acceptance of Bid and IFI3 Award #031710-
AMI ; and 2) an "Operating Agreement" with an effective date of May 27, 2010, and a maturity
date of May 27, 2014, and which are subject to annual renewals at the option of both parties.
Now there sre�
"Vendor'' and `%IJPA"` hereby desire and agree to extend and renew the above defined contracts
for the period of May 27, 2011 through May 27, 2012.
By:
Name printed or typed:
Date- y / ► 3 % I
&1astic MachineM Inc.
00
•
Name printed or type:
Date IN-1 ! ,1 11 _.._
5 C.4 .
OM*6 L) P-3
Olin*
Its: C�'Art4JPj.,`
its. ot Dial
0
www•w ww••awi•sw walla ww•w mar r w• *a aft 4pow a wm • w•wa"is •�•••• •••� w•w �•�.w
If you do not want to extend contract, please sign below and return this agreement,
Discontinue: We desire to discontinue the contract.
Signature: Date:
ACHINERY ING,
Sewer
Maivh % 2012
National Joint Powers AllimiceS
20212►!' Street NE
PA Box 219
Staples, MN 56479
Attn: Andy Campbell
A
Dear Andy,
,0116amip 0OX 9
SOO
104
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e Yleta Avenue
Woo Rarlda 35808
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PursUant to your requircme"t for die above mforonced Contso% f am writing- on behalf of
Atlantic. Machinery, Inc. This ietrer sWl he considored a cornmitmont darn Cues, Inc. to the
. National JoInt Powers Alliance for Atlatic Mechimry, Ine► to represent us as Contract
Administrator for the duration of thecontract,
We aro a committod to the advertisement of the INJPA 1tract held by Atlantic Machinery
and will parUcIpate with any shows and meethigs to further enhance our nies on this colitrac
tt
We sdso commit to educate our Internal cues Sales 'f =m and Dealer's on tune workings or this
cnntract and has die expectation of Rill pardclpation,
Atlantic Machinery, Inc. should 6e looked upon as Cues, Ine"s authorized Dealer/Negotiator for
the National Jo1nt Powers Alliance and will handle all equipment and/or purrs, quotes, sales and
commitments for the C:oittract,
Should you have imy f'urdier questions or concernk please do not ljesitate to contact nee at 800.
327-7791, ext. 260,
Paul Stgizler
DTP Sale, CUES
Ps/tlni
co; David Doolittle, Sandy Milley, Terri Mooney
mow, Unbu.20M
An EgMVI OpporttMIty EMpla ar
MAG]XY1VIW"v 1nvV
Sewer and Stet l
March 9, 2012
National Joint Powers Alliance
20212 th Street NE
P.O. Box 219
Staples, MN 56479
Attu:
Andy Campbell
Request Addition to Existing NJPA Contract No 031710-AMI
.dear ,Andy,
Pursuant -to the terms of our NJPA Contract, I am writing to request em addition to our current NJPA. Contract.
We would like to and Cues, Ines entire product line. Cues, Lric. is a n iufacturer of Sewer Television
Inspection Equipment. These types of equipment are considered Public U ' 'ty Vehicles and fits within the
scope of our Contract.
The Cues equipment is used for the inspection and diagnosis of conditions which exist in utility lines, water
lines and storm sewer lines.
I am attaching a Commitment Letter from. Cues showing their interest in being added to our contract and their
commitment to the success of our relationship with NJPA. I am also attaching a current list price for the Cues
Product Line. At this time, Cues, Inc, does hold an HGAC contract on which they are offering a 10% discount
from. their list price. we would lilce to offer the same discount to the NJPA. This would consist of a 10%
discount on the base unit prices from the latest published Cues Price List. I believe because the NJPA contract
is a coiling based contract that your members will ultimately see larger discounts than that offered thtu the
HGAC/Cues Contract. There will be no discount on items that are not manufactured by Cues themselves, ie:
chassis, box bodies, etc.
I propose that the contract administration fee should be 1 % of the Purchase Order price for Cues Products. we
will be receiving profit for only the body portion of the sale. The fee of 1 % would be collected on both the body
and the components that are not manufactured by Cues. This 1 % fee is exactly as the other manufacturers on
our contract are charged. Atlantic Machinery will be solely responsible for the collection and payment of this
fee to the NJPA.
Page 1 of 2
Cues and Atlantic Machinery, Inc recognize the mutual benefit of having this product line added to an NJPA
contract. we believe that your members will have a great need for the products we are offering and will receive
a much lower price than can be obtained in the regular bid process. we appreciate the benefit of the many
educational classes, advertising and Vetted bid to increase our sales and customer base and are committed to
participate in and promote the Contract.
Thank you for your consideration
Sincerely.,
AT%ANnC MACHINERY, INC.
M. J: DuBois
National Sales Manager
Page 2 of 2
TAB 2 INDUSTRY -MARKETPLACE SUCCESSES
9) List and document recent industry awards and recognition.
Industry Awards and Recognition: Atlantic Machinery, Inc.
Manufacturer's Dealership Awards:
Vac -Con, Inc. Top 5 Dealers - 20 Years
Individual Salesperson Awards - 20 Years
ENZ USA, Inc Top 5 Dealer - 6 Years
Schwarze Industries ## I Dealer - 5 Years
Top 5 Dealers -10 Years
Individual Salesperson Awards - 10 Years
Cues, Inc. ## 1 Dealer - 2 Years
Individual Salesperson Awards - 2 Years
Industry Awards and recognition: Vac -Con, Inc.
Jacksonville Lean Consortium - 2009 Most Improved Journey Award
For expanding Lean into all areas of operations and taking on a major Green Project cif
water conservation
Excellence in Manufacturing - 2008 Manufacturer of the Year Nominee, First Coast
Manufacturers Association
(See attached award and recognition certificates)
Industry Awards and recognition: Schwarze Industries, b1c.
Schwarze Industries, Inc. has received several industry awards for our sponsorship
"American Sweeper Magazine" as well as several additional awards for advertising from
"Government Product News", "Stormwater" and "Better Roads Magazines".
16
TAB 1: COMPANY INFORMATION
1) Company formation:
Atlantic Machinery, Inc.
2702 Garfield Avenue
Silver Spring, Maryland 20910
301-585-0800
301-585-7681 Fax
2) Primary Contact:
M.J. DuBois, National Sales Manager
2702 Garfield Avenue
Silver Spring, Maryland 20910
301-585-0800
301-585-7681 Fax
301-370-5536 Cell
3) Histor,and Philoso„p
www.atianticmachineryinc.com
Federal ID Number: 52-1190648
DUNS Number: 05-736-7484
mjduboiscatlanticmachineryinc.com
Atlantic Machinery, Inc. was founded in 1980 to provide a highly specialized sales and service
capability for the sewer and street cleaning industry. The company's goal has always been to
achieve its success through providing superior equipment and backing it with exemplary service
and parts support. Throughout its 29 year history, Atlantic Machinery has maintained its focus as
a specialist in sewer and street equipment. Whilc sales initialiy were mostly municipal and
contractor based, they are today almost equally divided between municipal/non profit/contractor
and Federal/Military.
The dealership's original territory was Maryland, Virginia, and Washington D.C. As the company
grew, the states of Delaware and West Virginia were added. The 1990's success in providing
significant quantities of equipment to local Federal and Military installations, led to Atlantic
Machinery obtaining General Services Administration (GSA) and Department of Defense
(DSC-P) contracts for several manufacturers within the sewer and street cleaning industry. As a
result of these contracts, the company has delivered equipment throughout the world for over 10
years.
Atlantic Machinery, Inc. has been a dealer representing Vac -Con, Inc. since 1988. Due to the
successes that Atlantic Machinery has had in the representation of the Vac -Can product line both
nationally and internationally, Vac -Con has asked Atlantic Machinery, Inc to represent them in
the proposed NJPA Contract.
Atlantic Machinery, Inc. has been a dealer representing Schwarze Industries, Inc. since 1999, Due
to the successes that Atlantic Machinery has had in the representation of the Schwarze product
line both nationally and internationally, Schwarze has asked Atlantic Machinery, Inc. to represent
them in the proposed NJPA Contract.
ENZ USA, Inc. has also requested Atlantic Machinery represent them nationally in this proposed
NJPA Contract. Atlantic Machinery has represented ENZ products since 1998 locally,
nationally and internationally. (See attached manufactured letters)
TAB 1: COMPANY INNFORMATION
4) Key Personnel
Mary4ulia "M.J." DuBois National Sales Manager
Ms. DuBois was hired as an Office Manager at Atlantic Machinery, Inc in 1991. She has progressed in
the company to the position of National Sales Manager. She manages the sales of all equipment to all
Federal and Military installations.
Atlantic Machinery, Inc. has been awarded and still maintains the General Services Administration
(GSA) and the Department of Defense Multiple Award Schedules for several manufacturers within the
Liquid Waste Industry. Ms. DuBois initiated and was instrumental in obtaining these contract awards
and has been the Contract Administrator for those contracts since their inception. She plans and
coordinates the company's exhibits at all Federal and military trade shows. Under her management the
G SAIDoD sales have grown approximately 3 5% annually.
The manufacturer's that Atlantic Machinery, Inc. represents have recognized her accomplishments and
given her multiple awards over her many years of representation.
Trevor Gardner, Jr. President
Mr. Gardner has been in the equipment business since 1973 and founded Atlantic Machinery, Inc. in
1980 to provide highly specialized sales and service to the sewer and street equipment industry. Mr.
Gardner has always served as President and has provided the guidance, administration and capitalization
for the company since its inception.
Mr. Gardner received his Bachelor of Science Degree in Business Administration from American
University in 1966. Ile is an active member of both the local and national chapters of the American
Public Works Association as well as the Silver Spring Maryland Chamber of Commerce.
Trevor Gardner, III
Vice President/Sales Manager
Mr. Gardner III joined AtlanticMachinery in 1990 after graduating from Lynchburg College with a
Bachelors Degree in Business Administration. He was hired to work in the parts department. He
became parts ' manager in 1993. By 1996, he had become a salesman and in 2000 he became Sales
Manager. Mr. Gardner was named Vice President in 2008. Mr. Gardner, III manages all of the
m un is ipal/contractor sales personnel,
2
TAB 1: COMPANY INFORMATION
5) How long has your company been in the PUBLIC UTILITY AND/OR SERVICES,
APPARATUS, EQUIPMENT AND/OR ACCESSORIES, industry?
Length in Business
Atlantic Machinery, Inc. was established in 1980 and has been in the public utilities and/or
services, apparatus, equipment and/or accessories business since then.
Atlantic Machinery, Inc. is a bonded, licensed and insured Motor Vehicle Dealer (see attached
samples of licenses held).
G) Is your organization best described as a manufacturer or a distributor/dealer; re -seller for a
manufacturer of the products and services being proposed?
Atlantic Machinery, Inc. is the only authorized dealer for the NJPA proposed contract. We will
exclusively represent the manufacturers proposed for this contract.
Please see the attached authorization for the proposed manufacturers attached.
71 For publW com parries, pr ovWe your most recent annual reperlto shareholders.
Public Company Annual .Report.
Atlantic: Machinery, Inc. is a privately held corporation therefore there is no annual report.
�) For private companies, provide your most recent year-end financial statements, your bond rating,
and/or a credit reference from your bank.
Financial Statement
The most recent year end financial statement and credit reference from our bank is provided (see
attached documents).
3
TAB 3: PROPOSER'S ABILITY TO SELL AND SERVICE NATIONWIDE
13) Sales Force Description_: Atlantic Machinery, Inc.
Atlantic Machinery's sales force consists of two full time sales managers and five sales representatives.
Each of the sales person's concentration is on different geographic areas. The sales manager is
responsible for the overseeing of all the sales staff and also has the 'Washington DC regional sales
responsibility. The National Sales Manager is responsible for all National Contract administration and
sales both nationally and internationally. Outside sales people have territories within the local
dealership's Maryland, Delaware, Virginia, DC and West Virginia region. There is an in-house Parts
Manager who is responsible for the support of the machines sold worldwide, as well as, within our local
territory. Atlantic Machinery also employs support staff for the sales department and has support staff
in the service department.
Within the realm of Federal Sales, the National Sales Manager acts as the "quarterback" for all of the
contractual administrative responsibilities and direct sales for the federal contracts. Federal Sales, after
awarded, are then distributed within the national dealer network for delivery, training, service, and parts
support. This system gives a single point of contact for the administration, ordering and follow up of all
the federal sales. This gives the customer (end user) the security of local support for their equipment
and a direct "single contact" for orders, parts and problems. This system has been in place for over 10
years and has proven to be successful. It is proposed that this same procedure would apply to the NJPA
contract.
Atlantic Machinery specializes in sewer and street cleaning equipment; Vac -Con and Schwarze
Industries are our largest product lines in terms of number of units sold and dollar volume. Our sales
force is focused on these product lines and will advertise the N.TPA if a. contract is awarded.
13) Sales Force Descriptr ion: Vac -Con, Inc.
The Vac -Con sales force is comprised of three traveling regional sales managers, broken down into three
geographic regions and bases of operation: West (Seattle), Mid -West (Indianapolis) and South
(Florida). The East is handled internally from the home office. The traveling sales staff" is also supported
by two traveling sales technicians, responsible for assisting with the demonstration of new products. In
addition, Vac -Con employs a traveling product responsible manager for the Industrial and
g
Hydro -excavation products. All of these people are employed by Vac -Con, Inc., and are supported by a
staff of seven inside sales managers, assistants, coordinators and executives.
Vac-Con's dealers (35 dealers within the U.S., and more than 60 international representatives) employ
from two to eight sales people, who actively call on prospective clients in their areas of responsibility.
These salespeople are not employed by Vac -Con, Inc. As mentioned previously, Vac -Con and its dealers
are highly specialized, so the sales force is focused almost exclusively on the products represented in the
RFP.
13) Sales Force Descri tion: ENZ USA, Inc.
ENZ USA Inc. has professional office staff and Sales Representatives that cover North America. These
Sales Representatives are on call to serve their Dealers and customers in all 50 US states and Canada.
m
13) Sales Force Description: Schwarze Industries, Inc.
The Schwarze Industries sales force is comprised of a Director of Sales & Marketing (National Sales
Manager) one assistant to the Director, five Regional Sales Managers broken down into geographic
regions, one Product Manager and one Demonstration Specialist. Schwarze Industries also employs "In
House" small product sales personnel that consist of one National Sales Manager, one Product Manager
and five Sales Representatives,
Schwarze Industries' dealers (42 dealers within the U.S and more than 14 international representatives)
employ from two to eight sales people, who actively call on prospective clients in their areas of
responsibility. These salespeople are not employed by Schwarze Industries.
39
TAB 3: PROPOSER'S ABILITY TO SELL AND SERVICE
14) Please describe your service force in terms of numbers, geographic dispersion, and the proportion
of their attention focused on the sale of the products/services contemplated in RFP? a) Are these
individuals your employees, or are they employees of a third party?
Service Force Description: Atlantic Machinery, Inc.
Atlantic Machinery's service force consists of a Service Manager, two full time service
technicians, Parts Manager and support staff. The Service Manager handles the supervision of
each service employee, as well as, warranty issues for our local customers and provides phone
diagnosis/consultation for our national and international end users. The Parts Manager's
responsibility consists of maintaining over $500,000.00 in parts inventory to support our sold
equipment, and supervision of the support staff. Both the Service Manager and Parts Manager
work with our overseas customers in extended diagnosis issues and parts shipping to international
locations. Atlantic Machinery has over 200 machines in operations at military installations
around the world.
Service Force Description* Vac -Con, Inc.
The Vac -Con service force is comprised of a service director, national service manager, three
technical service managers and a product improvement manager, all y
employed b Vac -Con, Inc.
These employees travel as required to assist in resolving technical problems and to provide service
trainin to the dealers in all regions. Van -Con, Inc. also maintains a service center at the home
office to assist dealers with service issues and complete restoration of used equipment. Each
Vac -Con dealer/distributor is required to provide warranty parts and serivice support in each, area
of responsibility as prescribed by Vac --Con, Inc. The dealers employ from two to five service
technicians, and maintain, at least on service facility, to service their customers. Again, because
of the specialized nature of Vac -Con and its dealers, the service personnel are focused almost
exclusively on the products represented in this RFP.
Vac -Con maintains 35 dealers within the U.S. and more than 60 international representatives
servicing local customers in their individual territories. This enables service coverage around the
world.
Service Force Descript_,: ENZ, Inc.
ENZ USA maintains more than 50 dealers within the U.S. and Canada. ENZ has international
representation serving customers throughout the world.
Service ForceDes�cri tion: Schwarze Industries, Inc.
Schwarze Industries, Inc has an internal team dedicated to the success of their products sold both
through our dealer network as well as our sold thru the direct sales force. This team includes three
Service/Warranty Technicians that assist the customer both internally and if required, travel
extensively worldwide in support of their products as challenges develop. Schwarze also
maintains over 20 servicing dealers that all have services locations spread within their perspective
territories.
TAB 3 - PROPOSER'S ABILITY TO SELL AND SERVICE NATIONWIDE
15) Describe in detail your customer service program regarding process and procedure. Please
include, where appropriate, response time commitments.
Customer Service Program: Atlantic Machinery, Inc.
Atlantic Machinery's business has been successful for many years because of our customer
service. Our concentration is to provide superior customer service to gain the trust of our
customers, in order to have repeat business not just an initial sale. Our Sales Department, Service
Department and Parts Department have received awards from the manufacturers we represent for
superior customer service. We will maintain this standard to NJPA customers. Our expectation is
to support all sales, warranty issues and parts concerns as the "quarterback" for this contract. We
intend to receive the initial contact for support, then pass on the request to either the local dealer,
the manufacturer or handle the call ourselves. We will then follow up with the dealer/manufacturer
and customer to make sure any issue has been resolved. We have been able to provide this
assistance worldwide for our current customers.
After receiving an initial contact from a customer, we will respond within 48 working hours.
Within that time frame, we will let the customer know how their issue will be handled; provide the
appropriate means for resolution, and an expected time frame for resolution. We will provide
warranty support in this fAsiion as well. Atlantic Machinery will then contact the customer to
make sure that the issue has been addressed within 48 hours of the expected resolution.
16) identify any geographic areas or NJPA market segments of the United States you will NOT be
serving through the proposed contract.
Geographic Areas Not Serviced Under This Contract
We do not expect that there will be any geographical segments that will not be serviced under this
contract. We currently handle these products worldwide.
17) Identify any of NJPA Member segments you will NOT be serving? (Government, Education,
Non-profit)
NJPA Members Not Serviced Under This Contract
We do not expect that there will be any NJPA members that will not be serviced under this
contract. We currently serve Federal, State and local governments as well as non-profit agencies.
41
TAB 4: MARKETING PLAN
18) Describe your training program for both greet -the -public and sales management levels relating
to a NJPA award.
Atlantic Machinery, Inc. proposes to train all of the dealer sales force and manufacturer sales
force for all of the manufacturers represented. This will be accomplished both thru one on one
meetings and by group sales meetings. Atlantic Machinery, Inc. has been training all of these
dealerships and manufacturers for many years in the sales and marketing of the Federal
Contracts held by Atlantic Machinery. We have been exceptionally successful in meeting the
needs of all of the Federal Customers due to this educational process,
We will propose to greet -the -public in the same manner in which we represent the Federal
Contracts. This will be accomplished as a routine that has been in practice for over 20 years.
The greet the public training consists of the education of both the sales person as well as the
customer. We will be able to educate and train all involved for successful transactions on the
proposed NJPA contract as actively demonstrated in the Federal Sales Awards.
19) Describe your general marketing program strategy to promote the proposed contract nationally:
Atlantic Machinery's general marketing strategy encompasses manv venues. Overall, our
products and services are specific to the liquid waste industry. Due to our industry
specialization, we have found trade publications, trade shows and word of mouth to be our
most successful advertising. We are currently marketing our products nationally to the same
participants that the NJPA looks to attract as members. We believe that Atlantic Machinery's
participation in this proposed contract will add to your existing membership.
It is our intention to add signage, as a NJPA contract holder, to our exhibits at trade shows both
locally and nationally. We will promote the NJPA contract in dealer meetings through
presentations to all participating dealerships for any products contained under this contract. We
will maintain our extensive advertising and include any NJPA contract awarded to it. It is our
belief that our success with this contact will be the product of our efforts in promoting its
existence (see "Marketing Strategy for the NJPA" contract below for more detail).
Go To Market Process and Strategy:
Atlantic Machinery, Inc. is a premier dealership for the Schwarze Industries, ENZ USA and
Vac -Con lines of equipment. Atlantic Machinery holds all of the Federal Government
contracts for these product lines. This allows the Vac -Con, ENZ and Schwarze product lines to
be represented locally and federally worldwide.
Vac -Con, Inc. was established in 1986, and has sold more than 5,500 machines.
Approximately 80% of those machines have been sold to municipal authorities, including
federal, state, county, city and local governments. In addition to that, many machines
have been sold to public utilities, public -private partnerships and other fee -based not -for -
profit groups. Most importantly, this is all that Vac -Con does, essentially a single focus -
truck mounted vacuum equipment to service underground infrastructure.
42
Vac -Con distributes exclusively through a nationwide network of 35 dealers, virtually all
of which are "government houses", meaning that they specialize in equipment purchased
by government entities. In addition to Vac -Con products, most of the dealers represent
typical municipal equipment related to the sewer and catch basin cleaning segment, such
as street sweepers, trailer -mounted sewer jets, and related tools and accessories, but the
Vac -Con product is the primary product represented by these dealers. There are
representative dealers in virtually every major population center, with some dealers
covering more than one state and some having more than one location. The Vac -Con
strategy is to continually train the dealer sales and service personnel to maintain a high
standard of performance and customer satisfaction. In addition to that training, Vac -Con
offers annual extensive local service training for end user personnel to ensure that entities
operating this equipment are familiar with the operation, repair and maintenance. Vac -
Con trains approximately 1500 students per year from an end user base. The primary
market strategy is to provide superior performance at a competitive price, followed by
superior customer service.
Over thirty years ago, the founder of Schwarze Industries, Bob Schwarze, was a
sweeping contractor. Because he wasn't able to find a sweeper design that truly met his
needs, he built the company's first sweeper for his own use in cleaning parking areas.
Within a decade, the combination of engineering craftsmanship, integrity, and strong
customer services elevated Schwarze Industries to its position as the largest manufacturer
of parking area sweepers in the United States. Due to the excellent reputation of its
sweepers, Schwarze industries is fast becoming one of the world's leading manufacturers
of road sweepers as well. The Schwarze family credited its success with building
innovative, simple -to -operate sweepers and backing them with good old4ashioned
attention to detail and customer support.
In 2000, Schwarze Industries, Inc. was purchased by the Alamo Group (stock sign SLG),
a publically-traded company whose various lines of commercial mowers are world-
renowned for ruggedness and dependability. That means they can now additionally offer
the financial strength and stability of a public company. All Schwarze sweepers are
proudly built in Huntsville, Alabama. Schwarze Industries sweepers are in use
throughout North America and over 35 countries around the world.
Schwarze Industries distributes their "large" sweeper products exclusively through a
worldwide dealer network, most of which are "government houses" specializing in
equipment purchased by government entities.
Atlantic Machinery, Vac -Con, Schwarze and ENZ USA are exhibitors in many industry
trade shows to include but not limited to:
• The National American Public Works Association - Geared towards the municipal
public works industry
• Local American Public Works Association - 20 or more individual trade shows
geared toward the local area municipal public works municipalities
• WEFTEC - Water Environment Federation's Annual Technical Exhibition and
Conference
43
• Pumper & Cleaner Show - Geared toward the national arena of liquid waste
customer base
• Fed Fleet - Geared toward international Federal Government Fleet Vehicle
Managers
• Canadian Public works Association - Municipal Canadian public works industry
• Various other local trade shows geared toward the liquid waste industry
Atlantic Machinery intends to market the NJPA Contract through the 35 Vac -Con, 40+
Schwarze dealers and 50 ENZ USA dealers within the United States, and more than 60
representatives around the world. This will provide local sales, service, training and parts
nationwide while providing national management of the contract.
WLEA]
TAB 4: MARKETING PLAN
20) Describe your marketing material, and overall marketing ability, relating to promoting
this type of partnership and contract opportunity.
Vac -Con, Schwarze and ENZ advertise extensively in trade publications identified with
the specific industry it targets, such as Cole Publishing (Cleaner Magazine, Pumper
Magazine), as well as, advertising in government specific national media, (Government
Product News, Municipal Sewer and Water, American City chi County). All of these
media will serve well to advertise Atlantic Machinery's participation in the NJPA
contract. In addition to advertising on its own, in the above mentioned media and others,
Vac -Con. Schwarze and ENZ USA assist their dealers (Atlantic Machinery included)
with cooperative programs in advertising at the local level. Atlantic Machinery, ENZ
USA, Schwarze and Vac -Con also participate in national trade shows, where this contract
can be promoted as well. Although Vac -Con, Schwarze and ENZ USA produces
extensive printed collateral in the form of brochures and flyers, it is no secret that the
trend is away from distributing printed material, and the electronic networks are growing
rapidly. The Atlantic Machinery, Schwarze, ENZ and Vac -Con strategy is to use its
printed advertising primarily to direct the potential customers to web sites and social
networks, where they can get detailed information about our products, exclusive features,
marketing initiatives and industry news. It is our intent to promote the NJPA contract
extensively in these media. (see attached advertising examples).
2I Describe your use of technology and the internet to provide marketing and product
awareness.
In addition to the preceding mentioned information, Atlantic Machinery intends to initiate
a web site dedicated to the proposed NJPA contract. This site will encompass available
products, descriptions, ordering data, membership information and more. This will enable
access to all NJPA members as well and entice new memberships. Atlantic Machinery
has participated in similar campaigns available internationally via a web site that is
provided by the General Services Administration (GSA). We will ask Vac -Con,
Schwarze and ENZ USA to add the proposed site URL to their printed media campaigns,
web site and trade show exhibits. Atlantic Machinery, Inc. will promote the proposed
site URL at trade shows, existing web site and thru our entire sales force including all
participating dealers.
22) Describe your perception of NJPA's role in marketing the partnership and your
products/services.
We believe that the NJPA should self -promote to add credibility to our suggested
advertising projects. Your website should continue to identify the details and advantages
of the contract, and membership. NJPA should publish our proposed site URL in any
printed media applications, as well as, your existing web site. We will seek NJPA staff to
assist in educating our sales force as outlined above by either web conference or by
presence at our National Sales Meetings.
TAB 4: MARKETING PLAN
23) Unique Qualities
As stated previously in the Customer Service Program, Atlantic Machinery's unique quality
consists of our superior customer service that enables us to obtain repeat business and the ability
to maintain this quality worldwide. For twenty-nine years, we have been dedicated to long term
customer satisfaction. Because we have an outstanding reputation within this industry due to our
experience and product knowledge, we are sought out by manufacturers to represent their
product lines. Atlantic Machinery has the unique opportunity to choose the products that it
represents. We look for quality in manufacturing, exemplary performance, as well as, superior
support after the sale. In this respect, we believe we represent the best of the industry, and
therefore can present the NJPA with the best available products in this market.
Vac -Con, Inc. started out with the philosophy that it would provide superior performance, ease
of maintenance, ease of operation and a customer -first attitude. Twenty-three years later, this
philosophy prevails. Vac -Con has a reputation for being the innovator in the market, and
responding to its customers' ideas to develop new products and features. Vac -Con has introduced
exclusive features, and created industry standards in quality and performance to include: modular
construction, the use of Corten _ steel, three -stage centrifugal compressor, 270 degree rotating
and 10' telescoping boom assembly, hydrostatic drive systems, cross -linked polyethylene water
tanks, true high dump system, 180 degree articulating hose reel, and the latest exclusive Vac -Con
feature, the Omnibus w multiplex control system. These features are backed in some cases by
standard extended warranties. It is for this reason that Vac -Con, Inc. is confident in representing
the merits of its own products, rather than comparing itself to its competitors, and feels ,justified
in stating that these products will enhance the NJPA contract.
For 30 years, through innovative designs, ENZ has assisted the sewer and pipe cleaning industry,
around the world, remain on the forefront of new and creative technologies. This ensures
superior duality and gives the customer, a product that is efficient and durable. ENZ will accept
any new challenges to help keep their customers on the forefront of the newest techniques
available. Our product knowledge and superior dealer network assures your success when
considering the right tools for any application.
Schwarze Industries is known worldwide for providing quality products with more power when
compared to our competitors. This power is generated from our industry leading Whisper Wheel
Fan System (patented), Angled Blast Orifice Suction Dead, and Can Bus Control System just to
name a few. Schwarze continues to develop our products through close contact with both the
dealer network and end users to allow them to continue to be the leader in sweeping and patching
technology.
TAB 5: VALUE ADDED ATTRIBUTES
24) Describe any training programs available as options for members.
Training PE2grams,Available
Our belief is that a well trained customer is an asset. If a customer is well informed on the operation and
maintenance of the equipment, the equipment will perform better and be less costly to operate and
maintain. This, in turn, makes a satisfied customer which is imperative for repeat business.
A wide variety of training programs are available. Training is provided with the delivery of any
mechanical product when delivered within the contiguous U.S. This training consists of operator and
maintenance programs. This is free of charge when a truck is purchased. This training is provided by
factory trained representatives either employed by the factory or provided thru the local dealer.
Vac -con offers "After the initial installation" programs such as service and safety schools. These
programs, in the last year alone, provided additional training to over 1500 participants. These programs
were provided at a nominal expense to the customer (approximately $250.00 per person). Last year,
these programs were held in three regional locations around the U.S. and three programs were held at the
Vac -Con factory near Jacksonville Florida.
By customer request, we will provide service and safety schools at the customer's location. The fees for
this service will be determined on an individual case basis (determined by travel expenses required).
Each local dealer will also provide training at any of the 35 U.S, locations.
Schwarze Industries Training programs other an extensive in house training opportunity tar both the
operators and service staff. we also offer with every delivery, an on -site training with the operators and
service personnel. This on -site training is included in the purchase price of each unit. The "in-house"
Schwarze training programs are $150.00 per person for the 2-3 days course. See course listing attached.
ENZ USA Inc. has professional office staff and Sales Representatives that cover North America. These
Sales Representatives are on call to serve their Dealers and customers in all 50 US states and Canada. We
are prepared to survey problems, provide training and demonstrate how to properly use ENZ tools at the
customer location. ENZ also has a network of distributors in 50 countries for comprehensive service
thru out the world and are educated to properly train our customers in the safe and proper use of each
tool.
25) Describe technological advances your proposal products/services offer.
Technological Advances
Our manufacturers provide an extensive list of features and options that represent the latest
technology in the liquid waste field. These include larger hydrostatic drive systems, multiplex
operating systems, automatic lubrication systems, on -board scales, and many others. We are
currently working on a system of satellite remote diagnostics. We have many advances in our
products that are not available on any other manufacturer's equipment.
Schwarze Industries, Inc. continues
to develop new
ideas and technology for the
sweeper and
patcher industry. Over the
past few
years, Schwarze
has brought to
the market
a
new patented
M
V.
dustless regenerative air technology with the Model . DX swee per as well as the new Cana us:
control system for the Roadpatcher and M6000 models. As for new projects that are in. the works,
chwarze is restricted :from talking about these projects due to their public company status and the
effect this information could have on their stock pricing.
All ENZ tools are specifically calibrated to the customer's water jetting system- Gallons per
minute (GY.M.), Pressure (PSI) and hose (LD. I ", /4 ...... and length of hose). No ENZ nozzle is
shipped without these facts. ENZ tools are guaranteed to clean in the applications they are
designed for. Thereby, ottering the customer a tool built for them and their specific application.
ENS tools are made Frith hardened steel, and utilize replaceable jets that are ceramic lined. The
ceramic jets- areguaranteed for 5 years against wear.
Z) Describe your "Green": program as it relates to your company, your products/services, and
your recycling program.
reen a`ro ram
Our manufacturersmanufactuMrs are always looking for ways to make the operations and products more
environmentally friendly. The Vac -Con facility in Florida has beer, involved, for the last decade,
in lean manufacturing, and continuous improvement initiatives. These initiatives help to improve
the efficiency of manufacturing and the products} which also sere to improve the "Green"
footprint. For example, each machine is tested. for proper _ operation before leaving the
manufacturing -plant. A state of thearttest stand has been created to recycle and More the water
used in this testing process. This not only reduces the amount of fresh grater required, but reduces
the amount of "used" water being introduced into the environment. The paint faci ity :uses the
latestdown-draft spay booth technology to effecavely filter and capture the paint solids. The
plasma and laser cutting equipment used In fabrication has the latest and most effective filtration
systems to eliminate smoke pollution. In the office, Vac -Con has nearly completed a document
imaging projects in which all of the paper sales, service and engineering files for 5500 machines
(over 15,000 files and millions of sheets of paper) have been electronically scanned, entered into a
single comprehensive central file, then the paper has been shredded and recycled. Going forward,
they will no longer be generating paper files.
These initiatives carry over to vac-Con's products, Most recently, a new hydrostatic system
reduces the operating RPM of the equipment, thereby reducing fuel use (conservation), noise
levels (operator & community safety) and exhaust emissions (clean air). The added efficiency o
this system also reduces time on the job, with to safe net effects. The new Omnibus Control
66
System also helps manage the machine operation, improving efficiency, production and saves
time. Vac -Con also continues to introduce and improve features that help reduce weight, which
impacts the highway infrastructure.
Vac -Con actively promotes the idea of using less water on the job. Where many other systems may
be as high as 120 GPM, Vac -Con offers a water system which uses 50 GPM @ 3000 PSI, and is
effective for most sanitary sewer applications. This Vac -Con system capitalizes on the idea that
pressure cleans and volume moves the material. Testing has proved that 50 GPM is just as
effective as 80 GPM in moving material in an 8" pipe. This system provides a water savings of
approximately 40%. When used by the customers, the 50 GPM system will reduce the fresh
water usage, as well as, reducing the amount "of "used" water being introduced into the
environment.
Schwarze Industries, Inc. is committed to the green movement and their products reflect their
progress. The Schwarze BXR dustless regenerative air sweeper utilizes the most aggressive
technology with reference to dustless/waterless sweepers in the world. This process allows
Schwarze to use no water for dust control while still maintaining the industry leading pickup
efficiency. With the utilization of no water, they eliminate the usage of 1200-1800 gallons of
clean drinking water that would normally be utilized for dust control by regular sweepers daily.
Schwarze's manufacturing process and their commitment to green continues to progress.
Schwarze now captures and re -uses all of the test water used for their quality control process in
testing their equipment.
EivsZ uses replaceable jets that are ceramic lined in their nozzles. This eliminates waste by
allowing the customer to replace the wear components in their nozzles and not to discard the
nozzle itself. In most ether liquid waste nuzzles, there is no way to replace the Nozzle jets making
them a "throw -away" item.
27) Describe any Women or Minority Business Entity (WMBE) or Small Business Entity
(SBE) accreditations of your organization directly involved in a Contract resulting from this RFP.
WBE/MBE and SBE Participation
Atlantic Machinery, Inc. is a small business enterprise. With the proposed contract, Atlantic
Machinery, Inc. will utilize local dealers as sub -contractors. Most of the local dealers that will be
involved in this process are SBE, MBE, WMBE or Veteran owned businesses. The actual
participation of each will be dictated by the customer's delivery area. That actual percentage of
SBE, MBE, WMBE or Veteran owned business information will be provided to the customer prior
to the order being placed.
28) Identify any other value added attributes.
Other Value Added Attributes - Vac -Con, Inc.
M
Corten Steel Body- While the industry standard is mild steel or exten steel, Vac -Con uses "corten".
It is the most abrasion and corrosion resistant steel makeable. When not painted, it develops a
"rusty" coating which actually protects it. Corten is used very often in bridge construction, as it
will require no maintenance.
Positive Seal Vacuum Breaker- Vac -Con introduced the positive seal vacuum breaker in 1991.
When Debri's the body is full, a switch actuates the vacuum breaker sealing off the suction system.
This not only keeps you from overfilling, but it protects the suction unit and the atmosphere. The
industry standard is simply a float with an arrow on the outside for the operator to watch.
Hydrostatic Drive- Vac -Con introduced hydrostatic drive of the suction system in 1992. This
feature provides a highly efficient fluid drive without any modifications or alterations to the
chassis. The industry standard, even today, is a transfer case mounted in the driveline which
results in excessive transmission wear.
Inspector Cam- Vac -Con was the first company to offer a camera system for pipe inspection
propelled by the jet nozzle. This allows cleaning and inspection simultaneously. The industry
norm is jetting only.
Articulating (lose Reel- This feature allows the jet hose reel to be articulated about the front of the
chassis so that it can be aimed directly at the manhole regardless of the chassis position. This
allows the operator to work anywhere within a.180 degree arc. It also allows the reel to extend 3.5
feet beyond the width of the chassis to facilitate the cleaning of catch basins or cleaning along
medians. This reel is equipped with an outrigger support log which stabilizes the reel and protects
the frame and suspension from any damage. The industry standard is a fixed reel mounted
parallel to the front bumper.
10' 'Telescoping Boom -- 8 inch Dia- In 1997 Vac -Con introduces the industry's longest
telescoping suction boom. This unit has 2 telescoping sections of suction pipe which extends 10
feet in length and can reach over 25 feet from the center of rotation. Even today this is still the
industry's longest boom. This boom can also rotate up to 270 degrees. The industry standard
boom does not telescope and can rotate only 120 degrees.
10 inch Dia Suction boom- In 2009 Vac -Con introduced a 2 inch larger diameter suction boom for
customers who need to be able to load larger objects without having to worry about stopping up the
boom. In all other respects, this boom is like the above 10 inch Boom, no other manufacturer
offers this feature.
Exhaust Silencer- Vac -Con offers a silencer for the centrifugal vacuum system which significantly
reduces noise levels. This makes it friendlier and "greener". This feature is not offered by other
manufacturers.
Polyethylene Water Tanks- Vac -Con introduced polyethylene water tanks in 1986 and continues
to use them today. These tanks are light weight, provide a very low center of gravity and come
standard with a 10 year warranty. The industry standard is coated mild steel tanks mounted much
higher on the unit making a higher center of gravity.
.
Auxiliary Engine water Pump Drive- Vac -Con offers auxiliary engine water pump drive as this
provides quiet jetting operation and better fuel efficiency than the industry standard. Another
feature of this system is that it enables the use of a smaller chassis engine which reduces chassis
cost and increases fuel mileage. No other manufacturer offers this and the industry standard is for
all systems to be powered by a single chassis engine.
High Dump- This feature enables the Vac -Con to dump into a standard roll off container. The
body moves back and up via a parallelogram hydraulic design. When retracted or lowered the body
is in the standard height position, so the center of gravity remains very low.
Omnibus Control System Option- Introduced in 2009 the Omnibus control system applies
Controller Area Network (CAN) technology to all Vac -Con operations. All machine functions
are controlled by a central controller which substantially reduces the complexity of the hydraulic
and electrical systems. A typical Omnibus equipped Vac -Con will have 5300 fewer feet of
wiring and 124 fewer wiring connections. A front reel mounted monitor displays information
on all hydraulic, electric, water, tile and lighting systems. No other manufacturer offers such an
advanced control system.
Other Value Added Attributes - Schwarze Industries, Inc.
Schwarze offers many value added options including the largest hopper capacities, various steel
offerings (carbon or 304 series stainless steel), thicker steel when compared to the competition,
gutter broom extension override systems, -whisper wheel fan system (patented), hand hose
attachments, etc. These options are too many to list independently.
29) Identify any service contract options included in the proposed price., or offered as a
proposed option, for the products or services being offered.
At this time, we are not planning to offer any service contracts. Due to the extensive daily
maintenance required for all of the equipment/supplies offered, it would be cost prohibitive and
not practical.
We do offer extended warranties based on the customer's individual needs. These warranties would be
considered optional and would be priced based on the customer's requirements. These include but are
not limited to: Extended base warranty extensions up to five years covering body and chassis components.
30} Identify your ability and willingness to service Canada specifically and internationally in
general.
International and/or Canadian Service Availability
Atlantic Machinery, Inc. is already servicing many international locations. We have provided many units
overseas to numerous countries. Schwarze, Vac -Con and ENZ have participating dealerships around the
world. At this time, there are four Vac -Con dealers servicing Canada. ENZ products are supported by
12 dealers in Canada. Schwarze Industries has 4 dealerships in Canada. We have extensive
representation in Latin and South America, the Middle East, Egypt, the Far East, Europe and China. All
of the manufacturers we propose to represent have been building and manufacturing equipment for
distribution into foreign markets since their inception, are fully experienced in international business and
employs distributors throughout the world to support the equipment. We are quite willing to service any
overseas market.
31) Describe any unique distribution method employed in your proposal.
Unique Distribution Method
Atlantic Machinery has in place and maintains both a national and international distribution method.
These methods already in place will ensure customer support and satisfaction with both the responsible
single point of contact and benefit from local dealer representation in their areas.
We will execute this method of distribution:
The customer will contact Atlantic Machinery, M.J, DuBois, for initial information, contract questions,
and ordering item/s*.
*Most o, f the equipment that will be purchased on this ro osed contract will be special order items.
p p pe
For any items that are not special order, Atlantic Machinery, Inc. will till the order, ship the order to the
customer, and invoice for the item/s to the customer. Atlantic Machinery will then notify the customer's
local dealer to "in service" the item at the customer's location, train the customer on its use, operation and
maintenance at the customer location, as well as, check for accuracy of the ordered items. Atlantic
Machinery has a Dealer in Service Report required to be filled out by the local dealer and signed by the
customer. once that form has been returned and signed by the customer, the customer's warranty will be
started,
For items that are special order, Atlantic Machinery will contact the manufacturer• and order the
items as required by the customer. The manufacturer will ship out the item/s to Atlantic
Machinery or the local dealer. ,atlantic Machinery or the local dealer will check the shipped
item/s for order accuracy, inspect the item/s and contact the customer to make delivery. 'At
delivery, Atlantic Machinery or the local dealer will "in service" the item/s at the customer
location, train the customer on its use, operation and maintenance at the customer location. A
Dealer in Service Report will be filled out by the local dealer and signed by the customer. Once
that form is returned and signed by the customer, the customer's warranty will he started,
This system allows for several quality control check points, order accuracy and introduce the local
dealer to the customer. This local dealer contact is integral to the support of the equipment and
customer satisfaction. The local dealer will provide warranty service, parts support and technical
support directly to the customer. If at any time, further assistance is needed by the customer, the
backup support and ultimate responsible party is and will be provided by Atlantic Machinery.
70
TAB 6: PAYMENT TERMS AND FINANCING OPTIONS
32) Payment Terms
Atlantic Machinery's payment terms are net 30 days. The Certificate of Origin for truck
mounted equipment will be transferred to the customer after receipt of payment in full.
33) Leasing and Financing Opti_'ons:
We do have municipal and non-profit leasing available thru a third party vendor if there is a
customer interest. We are not quoting rates or terms for leasing, however it should be known to
customers that we have this service available to them.
34) Pr nosed Order Process:
Sample ENZ product procurement form attached
Sample Vac -Con product procurement form attached
Sample ENZ product invoice attached
Sample Vac -Con product invoice attached
Sample Schwarze product invoice attached
Order process and funds flow 12MRosal:
ENZ tJSA Products:
1) The customer will contact M.J. DuBois at Atlantic Machinery, either by email or phone to
initiate a purchase or quotation. (This contact can also be accomplished thru the proposed
web site for NJPA customers once established).
2) The customer will be sent the (quote/Order Ii orm for ENZ USA products either
electronically or by customer direction. (This can also be accomplished thru the proposed .
web site for NJPA customers once established).
3) Customer will provide the necessary information via Order Form for ordering or
quotation. This information will be checked for order and price accuracy. We will
provide the customer a confirmation of the order once a Purchase Order is received by
Atlantic Machinery. (This can also be accomplished thru the proposed web site for NJPA
customers once established). Then the local dealer will be notified of the order has been
received.
4) Atlantic Machinery, Inc. will fill the order or order the product from ENZ USA. After the
order is shipped, we will Invoice the customer based on the NJPA contract pricing.
5) Atlantic Machinery will notify the local dealer to contact the customer to ensure
product satisfaction and set up training with the customer.
6) Customer will pay invoice the invoice to Atlantic Machinery within 30 days of
71
invoice. A check will be forwarded to the local dealer for compensation of the sale
by Atlantic Machinery. A check will be forwarded to ENZ USA from Atlantic
Machinery to pay for the product.
Vac --Con Products:
1) The customer will contact M.J. DuBois at Atlantic Machinery, either by email, or
phone to initiate a purchase or quotation. (This contact can also be accomplished
thru the proposed web site for NJPA customers once established.).
2) The customer will be contacted by phone or email to initiate the Completion of the
Vac -Con Order Form. It is suggested that the customer get direction on this
process due to the complexity of the products offered. We have found that this is
required in order for the customer to get accurate equipment to meet their
specifications. We will provide the customer with a quotation and order form for
their review to verify order and price accuracy. The customer will then provide a
Purchase Order to Atlantic Machinery. Then the local dealer will be notified that
the order has been received.
3) Atlantic Machinery will place the order with Vac -Con, Inc. Atlantic Machinery
will coordinate with the customer and local dealer to determine the trucks delivery
location. It is preferred that the truck be delivered to the local dealer for inspection
of truck for order accuracy, operation of systems, and complete, dealer service. If
the customer would prefer thte unit shipped direct to then, we can also dispatch the
local dealer to the customer -facility for inspection, operation and service. j f the
delivery is made to the local dealership, Atlantic: Machinery will coordinate with
the customer and local dealership for installation of the unit to the customer
(delivery and training).
4) Once the actual delivery to the customer has taken place, Atlantic Machinery will
invoice the customer pursuant to the NJPA contract pricing.
5) The customer will pay Atlantic Machinery within 30 days of the invoice. A check.
will be forwarded to the local dealer from Atlantic Machinery for compensation of
the sale. A check will be forwarded to Vac -Con from Atlantic Machinery for
payment of the product.
Schwarze Products.
1) The customer will contact M.J. DuBois at Atlantic Machinery, either by email, or
phone to initiate a purchase or quotation. (This contact can also be accomplished
thru the proposed web site for NJPA customers once established.).
2) The customer will be contacted by phone or email to initiate the Completion of the
Schwarze order Form. It is suggested that the customer get direction on this
72
process due to the complexity of the products offered. We have found that this is
required in order for the customer to get accurate equipment to meet their
specifications. We will provide the customer with a quotation and order form for
their review to verify order and price accuracy. The customer will then provide a
Purchase Order to Atlantic Machinery. Then the local dealer will be notified that
the order has been received.
3) Atlantic Machinery will place the order with Schwarze. Atlantic Machinery will
coordinate with the customer and local dealer to determine the trucks delivery
location. It is preferred that the truck be delivered to the local dealer for inspection
of truck for order accuracy, operation of systems, and complete dealer service. If
the customer would prefer the unit shipped direct to therm, we can also dispatch the
local dealer to the customer facility for inspection, operation and service. If the
delivery is made to the local dealership, Atlantic Machinery will coordinate with
the customer and local dealership for installation of the unit to the customer
(delivery and training).
4) Once the actual delivery to the customer has taken place, Atlantic Machinery will
invoice the customer pursuant to the NJPA contract pricing.
5) The customer will pay Atlantic Machinery within 30 days of the invoice. A check
will be forwarded to the local dealer from Atlantic Machinery for compensation of
the sale. A cheek will be forwarded to Schwarze from Atlantic Machinery for
payment of the product.
73
TAB 7 - WARRANTY
35) WarraM Program
Please see attached 'Warranty Certificates from the proposed manufacturers. Warranty will be
pending the return of defective parts and or materials. If items are not returned, the customer
will be responsible for all charges.
36) Warranty, Coverage
Warranty labor is covered under the conditions stated within the Warranty Certificates. In most
cases all labor will be covered.
37) Warranty usage limits
See attached warranty statements for coverage limitations.
3 8) Travel Time coverage under warranty
Warranty coverage does not include travel time. The customer is responsible to bring in the
equipment to a local dealer. The local dealer will then provide the parts and labor for warranty
repair. If there is no local dealer available for repair, the manufacturers will typically pay the
current warranty hourly rate to the customer for doing an "in-house" repair. Parts will be
Provided directly to the customer in these circumstances and will be evaluated on a case by case
basis.
39) Limitations to wart -an overage
This item is covered in the warranty Certificates provided.
40} Geographic warranty coverage not,prov; ed
Most all of the United States is covered by local dealerships. We do not expect that there will be
any geographic limitations to our coverage's. If one does ovcur and there is no local dealer
available for warranty repair, the manufacturer will typically pay the current pay the customer the
current warranty hourly rate to do an "in-house" repair. If the customer is unable to do the
warranty repair, the manufacturer will send out a technician to the customer location to complete
the repair. This will be evaluated on a case -by -case basis.
M
P'or m B
PROP O R INFORMATION
Ccm an Name: Atlantic Machin,
Address: 2702 Garfield Ave
Ci /Stat Zi : Silver Sprinz MD 20910
Phone- 30 l _5 - -0800 Fax: 301 - 8
Toll Free Number: 800-423-8903 E-rn H.- rn'du QisQatlanticm diner inc.corn
Web site. Et't��wli C 'lk
Voids sometimes exist between management (those .who respond to P.FPs) and sales staff (1hose who contact NJPA
Members) that result in communication problems. Due to this fact, provide the names of your key sales people, phone
numbers, and geographic territories for which they are responsible
COMPANY PERSONNEL CONTACTS
Contract l-anager;----.i_ DuBois
Email: acigh i P t 301-58 -080(
a�revor Gardner. � fir. Title: Presuiertt
.ail: ti-eve * r ia� tic -nac.�i , it ; } :
�M.....w �........�.........�.... Phone: 301-8-08t0
Name.* Trevor Gardner., III Title: dice President
Emadt ��� ��flan� i��. nachi ..: .,.,.w Phone: 301-585-0800
Name. Title
Email: Phone:
Name: Title:
m i1� Phone.
Nanxe.-
'i"itle:
��.
Email; Phone:
Name. Title. -
Email; Phone.
Proposal Offering
And Acceptance and Award
RFP #011510
IPU
YT C &OR SERVICL� S A U TU L PMZNT WOR A C S RIZS
.,.` _ sal Offe ' . .o be cornj)lgkd Q& by Pr per)
In compliance with the Request for proposal (RFP) for PUBLIC UTILITY VEHICLES ANDIOR SERVICES,
APAR.ATUS, EQUIPMENT ANDICR ACCESSPRIES, the undersigned warrants that I/we have examined this RFP and,
berg farWhar with all of the instructions, terms and conditions, general specifications, expectations, technical
specifications, service expectations and any special ems, do hereby offer and agree to fumish the defined
products/services and services in compliance with all terms, condition$ of this RFP, any applicable a�mendra�en'ts of thhis
RFP, and all Proposer's Response documentation. Proposer further uaderst Inds they are the sole offeror herein and that
the performance of any sub -contractors employed by the Proposer in fulfillment of this offer is the sole responsibility of
the Proposer.
Company Name;
ATIMTIC MACHIN MY r INC* Date. 3/31/10
Company g.
2628 GARFI AVE*
an A fires .
SILVER SPRING State: M Zip: , 20910
City,. State. �p.
Contact Person:
m: j, awls
Authorized Signature (ink
Title: NATIONAL *SALES -VW:
N.J's DUBOIS
.�.w...r..sa�rr.w.+warr.�i..�u... sue...—+.+,....•a.w+....�•.wwr�
(Name printed or typed)
ggjd= AllateLce im& Awardaohe c2mgLiM onl hl N&A)
Your proposal offering is hereby accepted and awarded. As the awarded Proposer, you axe now bound to provide the
defined goods and services contained in your proposal offering according to all terms, condtaions, and pricing set forth in
this RFP, any amendments to this RFP, and the Proposeor's Regxmse. The team of the Contractshall commence on the date
of this award and continue for four year, AND which is subject to annual renewal at the option of both parties.
National Joint Powers AlllanwA (NJ'A'
NJPA Authorized
Title: Executive Doctor NJPA
Awarded this ]7)�,
NJPA Authorized signature:
Title:
_Gwy" ;- vit
(Tame printed or typed)
day of � Contract Number # 031710
Lod", (Name printed or typed
loox8 Ck�'1�
Executed this
day of tlq-i4
Page 42 of 47
Contract Number J 031710
.d' $ .. .a �.: :,: C. ..v
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Norm F.
Proposal A ftir< av it 4 g1aiat tore Page
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(suela plor'Sorls, firm.-i 'and ct:rt c:mutions hereiraaaltcr being reed rrcd to as tlacs "Proposict'"). bOng dull mccn•ra on iaistlaca
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lairs bcert properly otiglimited farad legally emst-s err glood xuatidiIlg In its of re -de -me. tlt;.rt .the Proposer
,gar' will . ossc* 'prior tt:a 01C dcl i veq orally aaaa r �t�(Ass and ser %ices all l applicable l icaable licems s r* " �4�° o • S
1 I� I � � , � I � �. ray �. � gat �° f r Such
delivc:iy. and tlaaat they are altarla��r .rs cl 10 pact talj ela all'cal* ail(l crtc€rraab�:r tiac ''Pr•oposel "' ira tlr�:� �::Ratt1ttaci and
1. To the best ot•'rray kitowledr e . I-lo proposer t.n. Pr lentital Proposton- nor army per -scam duly re -presenting the xatttre lr«rs
cllrCCllY rrr- ira€Iir � �tl � .*rttcxr•c� t ittt Irt � a .i°�; prat Ott eta- arcall +r3af rot � itla �tra ' c�tlacr l't"�:tl��.� ► r ,. 1'c3tctati rl !'r tl a ;� �t' ,
any, of cl al or crawl..iloyee ol" tlac NJPA, or any person. firm of corporation under tytarttr act %"111 tltt• �.11�:�► in an
01' m to 41fluvoce, Other the offur•irt� tar rtcaat_r:tf��rira� cal' cc�rtatira ptti�-ct�, tc�r�ns. tiara€1 4•tara�liticara� rc�lsatira� t�:a tlai� I�l4 �'
%k-Iiich tends it), or i es, lc$ssoti or destroy fimCompetition f1) the letlina f Of the t:.ontraaet mir ! at Ij)r b�= this R-1 I=,
ftracl
.. 'Flie Proposer or itoy lx*rmon out his/her behalf, hus ra r«t agreed, conjuved us- colluded it l:arodtrcc a %ceptfive show
ofir;carailx�titloll itt (he r111,11 atr ofthe Imni s,,ul or la%v and of"ibe refi�rencetl collimm arctic#
¢f. Nelilict, 1, itte 1''rojioser'.. liar, any o ilver. dir•cc lor•. patrtncr. unember or aNIS at.�iata of tla : 111•(=posor•, 114,"• 'ally of ils
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c.aarac t� le(l cal iaals 1. t� ts.rr, c.s" -ad mptc €1 talst,. pro-e ase's tit conspir.av to Vogl-artart 1111sc l�t� te�rr,�t � ��r tl�c.r � . itttetaaptarfl
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larrar;ar.»�} l . I �, aarrd
'• l�lacProposer has ex micted And fac tgt s, ctm io s, scope. contract r
tttta ty. sl��€.• r l rc�att i€iris
mtri -st and 4#lher �loctrttaer7ts (.,)C thi.� �*��Nic�itait��ara and Hum an a 1 _ • ":� ii � s :, w _i � .
1 any � �� all c�E� tic rt 1t�ar� bc..c.n r�c.t�,ct rta ���i`ittra�. 4rrtcl
lta ve. beartt invilldc-d 'v0dt tlaC proposal Strbmittaal, a lld
6. If a%-,aardcd at comraact, ilac Proposcr• will prtac°itle lbe prutltRasftimiCe. aaracar ,Wrvv cos to quilliVyirag ratt:ulbem. (al.
the NJPA Ili accomiaancc with tlac tarries. conditions, st:o1w. of this RIT, Profx)scr oll'46- cl speelficaations mid cAlaet•
elf ctamcrtts of this solicitation, and
7. 'N•ltc c ndersi tacd, locirt #;actsile ar with coxpcctattisart� atoll spov lic�ati`arts ropiest ou lii-ml in tlt s Rf under
consideration. lacte-by proposespropos-es to deliver tlamger h %4:--3lid wrOve request. Pumbase Orders ()r- rortt�as I'M NJPA
Member a tlti� 14 '"I only lace. ll3 r.���,d and f 1-st quality � . � 1 �'s r,� is s �designated � ;.t
., , .,� Per , 1, �• � r used � c �x clliaa rt�.� 1 r c r`tt +.•t, � � +�� • �lcc, aatatl services .tc.a l� • 1''
Members.. and
S. The Prcivoser No; curclUlly checked the accuracy cy if till 11CMI 4111l lrsmi tmul pice per Item ill 111 s 1-u-oluosarl. Ira
Ltddition, the Prcalxwesr aCUTAs a11 ttrtta.N and is of RIAT. including will responsibilities lities cal
cotxtraaitment and deli cry ol`Scrvicci ,rs tatttliriecl. L.11,1
la-r submatl in 0118 : r `OS41 rt r ► irtad tzattd pit It t - _ �; , ,. , } , a M ,
P " , •.� ear . tlt- t c right is Nerved hr tlac. � .11 A to re' -Cl ally or all pro t�s�rl;� land
ii is agreed feed b will �aar� es that rlai.s ro � 'sol ra�aaa ra�:at lie %vitlacli�t��� a during a . , to � '90 = . r � date x} .
� � ) 1 l .� r t � 1 �: tc d c f days I rc rat tla� d*ate. l�r c�p�.... jai •
",ere oported r tiding, this R F 11. and
10. .L.lac arc;t�jas car• cert.ili ��► Haut ira I tMliar°ra3ira t1a : .`tartta tc4t tl�c will cicaraal l ' � �itat ;fll xtlal lr�<ahlc� pr� c-isions gal, tlac%
1'etI �a•�al• stale, .rrad local litre-, regill"tticrr�s, rtiles,: raracl' orders. arras#
I L If Propos-car l is 11101•C Hawaii t) etas aloycos in ttac st:me in which their principal plaacc cal' hltsilwLSs is locatm1. Proposer
l'c ga. 43 cat 1.4
hereby vertifics their compltancc With federal al rrna.tive action requircmcrrtss,
12. Prolvscr cerytifiow they: have disclosed all rebates, re-imbursements, coo reductions and any other s4ources of
reventr4 to the; Proposer, or organization known to Proposer, reelating to the goods and services c:onte-ni latcd for
rocuroment by JPA and aPA Members associated with NJPA R ' 031710.
13. tlroposer certifies they will continuc to disclose nevi spumes, of` rebat , re-imbursements, marketting fees, cost
reductions, and any other source of revenue to the Proposer, oj- orgu izati n known to Proposer, relating to , md
a, d services conternplated for pros ur�enr l i'A aid 1. +c her s, ctciatc:ci wi h I.fPA 'f f °!� t33 17
during the term orany contract awarded pursuant to this RF11.
�C' r z r Namel,
ATLANTIC WINERY o INC 9
ontact Person for Questions: Mom:
(Must. tv individual who is rt:;�p�rr�st ��c t�r��lrn €�t�t t�rrs Pro�c��r �� �c�►p�n�c� �`�xrrn
Address: 628 GARPrEID. AVE.
`'ELVER SPRING, M 20910
Telephone Nunibm Sol—585-0800 Fax Numbel..301-585-7681
N..W..................,aa N _
1. -mail Address jd i ati nticmachir in . m
Authorized Signature: � ..
�.n.. <uYw.w.:...n... .Y....: 1w _.:._...... .✓: a ...w.v. .. ....:.:. ...... ._i .w....v....:..N W.. .........w .. .. ...yA .:.,...: :.•-av:.a ...� .. ............... .,..
Au wr zed Naine C tvpcd is TREVOR GARDNE J . r
PRMIDEW
t:4/10`/2010
Notarized
,aubscribed and smoo rn to bef ore me this �.ot(fie a of APRI�, 20
�,0
Notary Public in anti ror tits (*Ounty or TAL" State 0rMARY
My conimiss4on expires., pUgLIC ATE of mARYLAND
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WSW
iot L 'e
'age 44 of 47
I
Form G. OVERALL EVALUATION AND CRITERIA
In accordance with accepted standards of competitive sealed proposal awards as set forth in the
Minnesota Procurement Code, competitive sealed bids/awards will be made to responsible Proposer s
whose bids are determined in writing to be responsive and also be the most advantageous to NJPA and
its NJPA Members. To qualify for the final evaluation, a Proposer must have been deemed responsive as
a result of the criteria set for "Proposer Responsiveness." A proposal must have been submitted on tune
and materially satisfy all mandatory requirements identified in this document.
Evaluation for: All responses
For the Proposal Subject Public ILtfflt!vYeWel s nn&r SEtAM tgls EqwlDment or
Accessories
The evaluation criteria for this solicitation, not arranged in order of importance:
Atlantic
Machinery,
Alliam Inc.
Federal
Contracts
Feral
Signal Coro. Alamn Genie
Co3aorinance to terms and candi#ians to
include do
50.0 40.0
45.0
38.3
38.3
38,3
38.3
Pri '
400.0 333.3
350.0
316.7
NNOW-Mim38.3
183.3
3SO.0
83.3
358.3
Indus and Marko lace Succe w
0.0 16.7
18.0
15.7
8.3
20.0
757,
19.0
Hiddars �A►biNty to Sell and Service
Cantmot Nadondl
100.0 78.3
60.0
70.0
38.3
73.3
73.3
83.0
Bidders Marked Plan
75.0 63.3
62.7
55.0
46.7
56.7
51.7
51.7
Value Added attribuWa
75.0 64.3
66.0
55.0
53.3
55:0
57.7
58.3
Invoicing Payment Tems and Fit�aming
lions
25.0 18.3
18.8
20.4
19.2
17.5
19.2
19.2
Ew=tCov es and Information
50.0 40.0
38.3
40.0
40.0
43.3
40.0
40.0
Selection and Variety of Products and
Services offered
200.0 178.3
180.0
173.31
68.3
175.0
8.3
180.0
Total Points 1000.0 832.7 839.8 784A 495.8 929.2 387.5 847.8
Overall EVOuation Points
P axAimar" Mt.,-
877.7
Its
It
861.3 796.9 523.3 851.7 400.0 862.8
, Md
+����► ►►
www.n fpacooporg
COMMENT AND REVIEW
To the
REQUEST FOR PROPOSAL (RFP) #031710
Entitled
PUBLIC UTILITY VEHICLES AND/OR SERVICES,
APARATUS, EQUIPMENT AND/OR ACCESSORIES
National Joint Power$ Ailirt'
200 first Street NE
Staples, MN 56479
The following advertisement was placed in the Star Tribune on February 18, 2010 and February 2 5, 2010,
in the Oregon Daily .Tournal of Commerce (DJC) for a seven-day run betweenn the dates of February 18 and
February 26, 2010, in the Honolulu Star Bulletin for a seven-day run between the dates of February 19 and
February 25, 2010, on the NJPA website www.nipacoop.ore Onvia and on noticetobidders.com website:
The National Joint Powers Alliance@ (NJPA) issues this request for proposal (RFP) to provide PUBLIC
UTILITY VEHICLES AND/OR SERVICES, APARA.TUS, EQUIPMENT AND/OR ACCESSPRIES,
to NJPA, and current and potential NJPA Members from government, education to include Colleges and
Universities, and non-profit agencies in all 50 states, and ;vith potential international distribution.
Specarications and details of this RFP are available beginning FEERUARY 15, 2010 and conthtuing
until March 8, 2010. Details and Specifications may be obtained by leer of request to Gregg .
Meierhofer, NJPA, 200 First Street Northeast, Staples, MN 56479, or roistering and requesting. RFP
documents at www.noti, cetoproposedders.com, or e-mail at a)nacoo .or . Steed Proposals will
be received until lyiarch 17, 2010 at 2.-00 p.m. at the above address. NJPA reserves the right to reject
any and all Proposals.
RFP's were requested from and distributed to:
Alamo Industrial
Atlantic Machinery, Inc,
Euclid Infotech
Federal Signal Corporation -- ESG
G radall Industries, Inc.
J &D's Hydraulic
PipeHunter
Prime Vendor, Inc.
Terex Aerial Work Platforms (Genie)
Volvo
Late inquires were received from:
Ditch Witch
Allianz Sweeper Company
Ditch witch
Federal Contracts Corp.
Funk Company
Hampton Roads Transit
NW Truckstell Sales, LLC
Polaris Defense
Spaulding Manufacturing
Vermeer
GranTurk Equipment Company
www.njpacoopong
Nadonal Joint Powers Aftnce
200 First Street NE
Staples, MN 56479
Bids were opened. on April 15, 2010 at the offices of NJPA offices 200 1st Street Northeast in Staples,
Minnesota 56479. All bids received were deemed responsive. Bids were received from the following:
Alamo Group (TX) Inc. DBA Alamo Industrial
Atlantic Machinery, Inc.
Federal Signal Corporation
Gradall Industries, Inc.
Allan Sweeper Company
Federal Contracts Corp.
Genie Industries, Inc.
Bids were reviewed by the Bid Review committee consisting of:
Keith Hanson, CPA, NJPA Assistant to the Manager of Financial Services
Jilene Fiemeyer, NJPA Coordinator of Legal Contract Communications
Ginger Line, NJPA Coordinator of Bids and Contracts.
Gregg Meierhofer, NJPA Manager of Bids and Contracts
The findings of the Bid Review Committee are summarized as follows:
In our opinion, we received a number excellent responses to our Request for Proposals. The majority of
the bid responses were strong, well prepared and we feel dedicated to long -ten custorner satisfaction.
As illustrated in our Evaluation (FORM G), the strongest bidders demonstrated their commitment to
driving value to our members in areas such as pricing, the ability to market the contract nationally and
the selection of products available. Highlighted value added attributes included items such as alternative
fuel configurations, hybrid products, strong reputations within their industries, technological and
innovative features, national awards, ability to service a global market, strong training programs and a
commitment to our environment.
As the evaluation committee, we are confident a multiple bid will provide the strongest offering in terms
of price and depth and breadth of product line to our members. As a result of the above factors and total
evaluation points, the Bid Evaluation Committee recommends award of #031710 for PUBLIC UTILITY
VEHICLES AND/OR SERVICES, APARATUS, EQUIPMENT AND/OR. ACCESSORIES to Auianz
Sweeper Company as contract #031710-AS W, Genie Industries, Inc. as contract #031710-0II, Atlantic
Machinery, Inc. as contract #031710-AMI, Federal Signal Corp. as contract #031710-FSC and Gradall
Industries, Inc. as contract #031710-GRD.
We believe individually each awarded vendor will bring unique qualities and market segments to NJPA
and its Members and we are confident that collectively the awarded vendors represent the best in the
industry and will provide the vast selection, variety and quality of products that will satisfy the needs of
our members today and far into the future.
warty*nip*op.or9
Keith Hanson, CPA, Assistant to the Manager of Financial Services Date
LIM..
J' ne Fiemeyer, Coor�r of egal Contract Communications Date
Ginger Li
t
2
fr
of Bids and Contracts
Bids and Contracts
ARM
National Joint Powers Alliance
S-%-- 20�10
Date
Date
200 First Street NE
Staples, NNU 56479
National Joir7t Powers AllianceC�z� (herem'N.JPA)
REQUEST' FOR, PROPOSAL (herein RFP)
PUBLIC UTILITY VEHICLES AND/OR SERVICE APARATUS,
EQUIPMENT AND/OR ACCESSPRIES
I I t411111
March 17 9 2010
2:00 p.m. CST
At the offices, of the
National Joint Powers Alliance@
200 First Street Northeast, Staples, MN 56479
RF #04317:1
0
The National Joint Powers Allimice(D (NJPA) issues this request for proposal (RFP) to provide PUBLIC UT1161W
VEHICLES AND/Olt SERVICES, APARATUS, EQUIPMENT AN WOR ACCESSPRIES, toN.JPA, aund current and
potential NJPA Members from goverment, edLication to include Colleges and Universities, and non- refit agencies, in all
50 states, and with potentlia) international distirlibutimt. Specifications -and details of this OFF are available beginning
FEE RUARY 15, 2010 and contlinuing until March 8,2010. Details and Specifications may be obtained by letter of request
to Gregg Meierhofer, JPA, 200 First Street Northmt, Staples, MN 56479, or registering and requesting RFP docin"ents
at w, %A.,'w,'.noticet.0p
seddc, aj
,p orn, or e-m -I at RF- P C@ org. Sealed Proposals will be received until March 17,
. _ q I njpacoop
10 at 2:00i. . at the above address. NJPA reserves the right to reject any and all Proposals.
The text above b the Publk Notice to Proposen., to be used by NJPA*
l,'T,"BR UA R Y.15,201 0 and
February 22, 20-10
March 8, 2010
March /0, 2010 104-0MAICST
Alumh 17. 2010 2: 00 p. m, CS,?''
AF.P Lle�ine
.! X
Publication ty'RI in the 1,n-int and onfine Minneal)(dis I rtbwie, the
WPA web site, and on the websik q1'Propavednot, 1(j1.7r(j1
fee
Deadline or RFP requests
fi
Pre-Propm-al ConJ�:rence 6vebcaV .- coql�rence cal�)
Deadline po
fibrStibinissionofPro vejjv, and Public Opening (#'Propaveils
Direct questions regarding this RFP to;
GreggUejerhqferartj fi Wat...'ol r 1 or (218)894-1930
RFP Procedures offers the methods for submitting questions.
Page I of 47
. 1N1R(,. )U_. j ()N. Sales Tax
A. about NJPA f). lei_ in .
B. Joint Exercise of Piers Laws �' Shipping Program
P. Normal Working Hours
C. Why Propose a National CooperativMARK
[�1 I'll -AN
Procurement Contract gg ff
D. The Intent of this RFP
. Scope of this RFP
A. Proposal evaluation process
. expectations for aducts/er�rices B
Proposer Responsiveness
being Propose C.Proposal evaluation cater � .
G. ertiflcat*on - Firm offer to co
.;
ntract host cs i ngEvaluation
I E. Product
A. Proposer — Vendor Testing
B. Contract
�y] ■q� P. Past performance information
0. Waiver of fonallities
(:.# S (11.. E
D. Proposer"s Response A. Subsequent
E. Currency � Agreements
B. NJPA Member sign-up procedure
C. Reporting of sale activity
A. Pre -Proposal Conference D. Audits
B. Identification of key personnel E. Hub Partner
C. Proposers exceptions to terrris and F = Trade-Ins
of Stock NotifG. ication
..
cat on
conditions H. Termination nati
Formal instructions to Proposers ion ofa Contract resulting from
.
this RFP
E Content's and tabbing of Proposal
Submission A. Advert*
F. :er�ser��e��t- of RFP
F . Questions and answers about. this RP y
Advertising a Contract Resulting From
Modification or withdrawal oft�
� ;s RFP
.
submitted Proposal � . ,
�, Applicable lam
H. Value added attributes,
D. Assignment of Contract
products/services
E. List
I. Rid. Security Proposers List
J. Certificate of InsuranceP. Captions, Headings, and Illustrations
G. Confidential Information
K. Order Process and/or Funds ion
L. Administrative Pees H. data Privacy•
It Entire A.greennent
1, force lajeure
A. Line -items. Pricing . .
K. Gratuities
B. Percentage discount from catalog or
L. Hazardous ubstwices
category
. Legal Remedies. Core Lift Pacing `
N. Licenses
D. Hot List Pricing 0. Material Suppliers ers andSub-Contractors
E. Ceiling Price P, Nona -Wavier '
P. Volume Prue DiscountsQ. Awards
Rights
G. Sourced Goods Protests �f ar�ds made
s R. Provisions Required by Lave
H. Total Cast of Acquisition S. Public
Record
1. Requesting Product and Service T. Right to Assurance
additions/deletions U.
Suspension or Disbament Status
J. Requesting pricing Changes
_. Rights Certificate
K. Pricing and Products Changes Pout Human
W. Sever
L. Single statement of Pricing - Historical
X. Relationship of Parties
Record of Pricing
M. Payment Terms
2 of 47
IN
11 The National Joint Powers Alliance (NJPA)- is a public agency serving as a rational municipal
contracting agency established under the Service Cooperative statute by Minnesota Legislative Statute
123A.21 with the authority to develop and offer, among other services, cooperative procurement
services to its membership. Eligible membership includes cities, counties, governmental agencies, both
public and non-public educational agencies, colleges,, universities and non-profit organizations. This
Minnesota Statute :also allows for service to NJPA Member agencies in Minnesota and all other states.
1.2 To this end, NJPA has established a series of procurement contracts with various Vendors of
products/services which NJPA Members desire to procure. These procurement contracts are created in
compliance with applicable Minnesota Municipal Contracting Laws. A complete listing of NJPA.
cooperative procurement contracts can be found atM.nj;flur.
13 NJPA's publicly elected Board. of ;Directors calls for all proposals, awards all Contracts, and host:
those resulting Contracts and offers them for the benefit of its Membership.
1.44 NJPA currently serves over 30,000 member agencies. Both membership and utilization of NJPA
Contracts continues to expand at exponential rates. The value of our Contracts driven to our Members is
reflected in our growth.
1 MIPA cooperatively shares those contracts with its Members nationwide through various `'Joine
xeivise of Powers, Laws" established in Minnesota and most, other Mates. 'fhe Minnesota "Jo nt xercise
of powers Law" is Minnesota Statute. §4.71.59 which states "Two or more governmental un ts...may
jointly or cooperatively exercise any power tom.-mon to the contracting paftie ..." Similar Joint Exercise
of Powers Laws for each State of the United Mates can be fou:fid on -our website at
�3 s ' ' t ` 4 e € t i a ' :: a l R N. w OLI I.Mand clicking on that .state at the bottom of the web -
page.
11Y l:' 't. :.. A. r i (IAi.;
16 National Cooperative Procurement Contracts create value for both Municipal buyers and their
Vendors of products/services in two ways.,
ewe save the time &Lad effort of many municipal buyers bringing individual procurement
proposals AND the time and effort of the Vendors in responding individually to those
invitations. A single invitation for a cooperatively held contract can replace potentially
thousands of invitations for the same items from individual NJPA Members.
1�we earn volume urehasiu d coub#s which are passed on to our Members. A single
awarded Proposal is likewise exposed to thousands of potential Municipal purchasing units
nationwide creating efficiency and savings to the business community as they sell products and
services to government and education agencies.
L.7 Mate laws that permit or encourage cooperative purchasing contracts do so with the belief that lower
prices, better overall value and time savings will be the result,
leg The collective l purchasing power of thousands of NJPA umbers nationwide offers the opportunity
for volume pricing discounts. Although no volume is guaranteed by a Contract resulting from this RFP,
substantial volume is anticipated and volume pricing is requested and justified.
3 of47
1.9 NJPA and its 'embers desire the best value for their procurement dollar as well as a competitive
price. Pre -competed procurement contracts offer NJPA and its Members the ability to more directly
compare non -price factors in their procurement analysis and it offers Vendors the opportunity to display
-
those attributes without the timing and interpretation constraints of typical individual proposal process.
1 The, inter f his Pis to award an Exclusive Single Award Contract to quali 'yin manufacturer
or distributer Proposer demonstrating a_solution which. meets andlor exceeds the requirements. of NJPA
and its Members within the scope of PUBLIC tJTILffY VEHICLE AND/OR SERVICES,
APARATUS, EQUIPMENT AND/OR ACCESSPRIES. Qualifying Proposers must he able to
demonstrate the knowledge of any and all applicable industry standards, laws and regulations and the
ability to bath market to and service NJPA Members in all 50 states, All proposals received will be
evaluated based on (wriong several other factors) their ability to provide the greatest utility to NJPA and
NJPA Members and across the widest spectrum of products and services}
LUA response to this RPP can be in the form of a Line -Beni Pricing and/or Percentage Discount from
Catalog or Category Pricing purchasing contract, N.1PA desires a relationship with a vendor prodding a
broad array of equipment, products, supplies, accessories and services anticipated and generally requested
and desired by NNJPA. members from the PUBLIC UTILITY VEHICLES AND/OR SERVICES,
A A A'T-US$ EQUIPMENT AND/OR ACCESSPRIES industry. Those products and services must
include those most commonly used and desired by NJPA and its Members.. NJPA is seeking a Prune and
fxclusive Vendor relationship to best serve the overall needs of NJ.PA and NJPA Members nationally.
L, 2„ Non -Manufacturer Awards-, NJP'A reserves the right to make an award related to this invitation to
a non -manufacturer such as a mass distributor if such action is in the best interests of NJPA and. its
l embers,
I Iti.p a Awards: Although "t is NJPA4s nten to award a contract to a singic Vendor, NJPA
reserves the right to award a. Contract to multiple Proposers where the responding Proposers are deemed
to lack the ability to appropriately service a national contract or such action is deemed to. be in. the best
interests of NJPA and its Members
1 Award by Board of Directors: An. Award of Contract may be made by the NJPA Board of
Directors based on the recommendation of the NJPA Proposal Review Committee and on the best
interests of NJPA and its Members. NJPA is seeking a Prime, exclusive Vendor relatidnship(s) to meet
this need. The goal and intent of this RPM' is to follow through. with a proposal award and contract to be
marketed nationally through a cooperative effort between the awarded vendor(s) and NJPA to its
participating members
!j Best Responsive - Responsible Proposer It is the intent of NJPA to award a Contrast to the best
responsible and responsive Proposers offering the best overall quality and selection of products/services
and services meeting the commonly requested specifications of the NJPA acid NJPA Members, provided
the .Proposer's Response has been submitted in accordance with the requirements of this RFP
I Sealed Proposals: NJPA will receive sealed proposal responses to this RFP in accordance with
accepted standards set forth in the Minnesota Procurement Code and Uniform Municipal Contracting
Law. Awards may be made to responsible ,and responsive proposers whose proposals are determined in
writing to he the most advantageous to NJPA and its current or qualifying future NJPA Members.
1, ,,....17 Use of Contract, Any Contract resulting from this solicitation shall be awarded With the
understanding that it is for the sole convenience of NJPA and its Members. NJPA and/or its members
reserve the right to obtain like goods and services solely from this Contract or from another contract
source of -their choice,
4 of 47
L.1.1 NJPA's Interest in a contract resulting from th163RFP: Not withstanding, its own use, to the
extent NJPA issues this RFP and any resulting contract for the use of its Members, NJPA's interests and
liablillity for said use shall belimited to the competitive ve 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 goods and services procured them from.
%%Vxw.1.19 Sole Source of responsibiRty- NJPA desires a ':Sole Source of Responsibility" Vendor meaning the
�
Vendor will take sole responsibility for the performance of delivered products/services. NJPA also desires
sole responsibility With regard to:
Scope of Products/Services: NJPA desires a single provider for the broadest possible
scope of the goods and services being proposed over the largest possible geographic area and to
the largest possible cross-section of NJPA Members,
Vendor use of sub -contractors in sourcing or delivering goods and services: NJPA
desires a single source of responsibility for products/services proposed. Proposer's 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 goods and services being proposed.
Vendor assumes all tesponslibility for the products/servim and actions of any such Sub -
Contractor.
11", SCIOPIF OF' 1141S R1, 1)
ZQ Solutions Based Invitation:
M&
All potential Proposers are. assumed to be professi,,,I, in their respective fields. As
professionals you are deemed to be intimately fandlincir with the spectrum af'NIPA and NJPA
Member's needs and require.ments, with respect to the swipe of this RFRO
With this intimate knowledge of NJPA and NJPA Member"s needs, Proposers are
instructed to provide the* irproposal response in a fonnat describing their solutions to those current
and future needs and requirements.. Proposers should. take cm to be economical in their response
to this RFP.
1 Multiple solutions to the: needs of NJPA and NJPA. 'Member's are possible. Example$
could Include:
1.20,31 Materlab Only Solution* A Materials Only Solution may be appropriate for
I a I Y
situations where NJPA or NJPA Members possess the ability, either in-house or through
local third party contractors, to property install and bring to operation those materials
'being proposed.
1 Turn -Key Solutions: A Turn -Key Solution is combination of materials and
services which provides a single price for mateflals, 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 intemally or through other independent contractors
L-20 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 Member's needs.
1. 20 Proven — Accepted — Leading Edge Technology,* Where appropriate and
properly identified, Proposers are invited to provide the CHOICE of an appropriately
5 of 47'
identified spectrum of technology solutions to NJPA and NJPA Member's needs both
now and into the future.
121 Geographic Area to be Proposed: This RFP invites proposals to provide PUBLIC UTILITY
VEHICLES ANDIOR SERVICES, APARATUS, EQUIPMENT AND/OR ACCESSPRIES 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 to
serve Canada, for instance, will be viewed as a value-added attribute.
122 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 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.
12 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.
124Contract Term: A contract resulting from this RFP will become effective the date of execution by
NJPA.. of the " Offerirq and Award" (Forty, D)_ NJPA is seekhig a Contract base term of fora year; subject
to annual renewals as allowed by Minnesota Contracting Law. Full term is expected, however will only
occur through successful annual renewals. One additioonal one-year renewal --extension niay be offered by
NJPA to Vendor beyond the original four year term if N.r'PA deems such action to be in the best interests
of NJPA and its Members.
1.25 Contract Value: NJPA anticipates considerable activity resulting from this RFP and
subsequent award; however no commitment of any kind is made concerning actual quantities to be
acquired. NJPA does not guarantee usage. Usage will depend on the actual needs of the NJPA Members
and the value of the awarded contract.
1.26 Estimated Contract Volume: Estimated quantities and sales volume are based on potential usage
by NJPA and NJPA Members.
1..27 Largest Possible Solution: If applicable, Contracts will be awarded to Proposer(s) able to deliver a
proposal meeting the entire needs of NJPA and its Members within the scope of this RFP. NJPA prefers
Proposers submit their complete product line of products and services described in the scope of this RFP.
NJPA reserves the right to reject individual, or groupings of specific products/services proposals as a part
of the award.
128 Contract Availability: This Contract must be available to all current and potential NJPA Members
who choose to utilize this NJPA Contract to include all governmental agencies, public and private
primary and secondary education agencies, and all non-profit organizations nationally.
1.29 Proposer's Commitment Period: In order to allow NJPA the opportunity to evaluate each proposal
thoroughly, NJPA requires any response to this solicitation be valid and irrevocable for ninety (90) days
after the date proposals were opened regarding this RFP.
6 of 47
2 .0
Industry Ston dards.o- Except as contained herein, the specifications or soluuons for this R.FP
shall be those accepted guidelines set forth by the PUBLIC UTILITY VEHICLES ANDIOR
SERVICES, APARATUSt EQUIPMENT AND/OR ACCESSPRIES 'industry,, as they are generally
understood and accepted within that industry across the nation. Submitted products/services, related
services, and their warranties and assurances are required to meet and/or exceed all current traditional
and anticipated needs and requirements of NJPA and its Members.
Deviations from Industry standards must be identified by the Proposer and
explained how, in their opinioll, the products/services they propose will render equivalent
functionality, coverage, performance, and/or service. Failure to detail all such deviations may
comprise suincient grounds for rejection of the entire proposal.
I3 Important note: NJPA does not typically offer specific product and service specifications.; rather
131 $
NJPA is requesting an industry standard or accepted specification for the requested products and services.
Where specific, line items are specified, those fine items should be considered the minimum which can be
41
expanded by the Proposer to deliver the Proposer's "Solution" .to NJPA and NJPA Member's needs.
Commonly used Goods and Services: It is important that the products/services submitted are the
products/setvices commonly used by publictsector entities.
New Current Model Goods: Proposals submitted shall be for new, current model products
and services with the exception of certain close-OUt 4products allowed to be offered on the
Proposer's "'Hot list' described herein.
Compliance with laws and standards: All items supplied on this Contract shall Comply with any
current applicable satet y or regulatory standards or codes.
1.35 Delivered and operational- Products offered herein are to be proposed based upon being delivered.
9
and operational at the NJPA Member's site, Exceptions to "delivered and operational" must be explicitly
disclosed in your proposal response.
Warranty: The ProposerNendor warrants that all products, equipment, supplies, and services
delivered under this Contract shall be covered by the industry standard or better warranty. Ail products
mid equipment should my a minimum industry standard manufacturer's warranty that includes materials
and labor. The Proposer has the primary responsibility to submit, t, as a part of Tab 9, product specific
warranty as required and accepted by industry standards. Dealer/Distributors agree to assist the purchaser
In reaching a solution in a. dispute over warranty"s terms with the manufacturer. Any inwitifacturer's
warranty which is effective past the expiration of the warranty Will be passed on to the NJPA member.
Failure to submit a minimuin warranty may result in the -non-award.,
Proposer's Warrants: The Proposer warrants all goods and services furnished hereunder will be
free from liens and encumbrances,- and defects in design, materials, and workmanship; and Will conform
in all respects to the terms of this RFP including any specifications or standards. In addition,
Proposer/Vendor warrants the goods and services are suitable for and will perform in accordance with the
purposes for which they were intended.
By execution and delivery of a proposal, Proposer certifies:
1. The submission of the offer did not involve collusion or any other anti- competitive practices;
2. The ProposerN'endor shall not discriminate against any employee or applicant for employment
in violation of Federal and State Laws (see Federal Executive Order 11246);
3. The Proposer has not. given, offered to give, nor intends to give at any time hereafter any
7 of 47
economic opportunity, future employment, gilt, loan, gratuity, special discount, trip favor or
service to a public servant in connection with the submitted offer (See gratuities), and,
4. The proposer agrees to promote and offer to Members only those products/service.s and/or
services as previously stated., allowed, and deemed a. resultant of the contract(s) as 1 JPA
contract items or services. This clause shall include any future product or service additions as
allowed through Contract additions.
.3 A response to this FP is a firm offer to Contract with the I JPA based upon the goals, intent terms
and conditions and scope of products/services, contained in and referenced to in this inv10
itation.
1.40 All stated terms and conditions, " ectations to include the ,foals, intent and scope of this RFP as
described as a part of this RFP, are to be considered binding under the signatures of authorized partite and
are part of the Contract.
::: N FIX,
1 Exclusive Vendor- A sole Vender awarded in a product category. NJPA reserves. the right to ward
to an Exclusive Vendor ill the event that such an award is in the best interests of NJPA Members. Such a
Proposer toast exhibit the ability to offer an outstanding overall program and.demonstrate the ability and
willingness to serve NJP : embers in all 50 states, and comply with all other requirements of this RFP*
2.2 PotentialProposer- A person or entity requesting a copy of this RFP.
,j Proposer- A company, person, r eatity delivering a timely �*es onse t() this Rr.P.
4 Vendor- One of a number of .!posers whose proposal his been awarded a contract pursuant to this
F`p6
2.5 Request for Proposal- Herein refeiTed to as P'p
"Contract" as used herein shall mean cumulative documentation consisting of this lip3 an entire
Proposer's 'response, and a fully executed "Acceptance and A%, rd, ,
Z ' e *ods of'time, stated, as number of days, shall he in calendar days.
8► lroposer's lespc►nsc is the entire collection -of document as they a received b ltil.JA from a
Potential propo er in response to this RFP.
4.
All transactions are payable in U.S. dollars on U.S. sales. All administrative fees are to be paid in
U.S. dollars.
8 of 47
1.1 A. non -mandatory pare -proposal conference will be held at the date and time specified in the time line
on page one of this R1K P. Conference call and web connection information will be seat to all potential
:proposers through the same means employed in their inquiry. The purpose of this conference call is to
allow .potential Proposers to ask questions regarding this RFP. Only answers issued in writing by NJPA
to questions asked before or during the pre -proposal Conference shall be considered binding.
3.2 'vendor will designate one senior staff individual who will represent the awarded vender to NJPA.
This contact person will correspond with members for technical assistance, questions or problems that
may arise including instructions regarding different contacts for different geographical areas as needed.
3 Individuals should also be identified cif applicable) as the primary contacts for the contents of this
proposal, marketing, sales, and any other area deemed essential by the proposer.
3.4 Any exceptions, deviations, or contingencies a proposer may have to the teas and conditions
contained herein must be documented on Form C.
, 5 Exceptions, Deviations or contingencies stipulated ire Proposer's Response, while possibly necessary
in the view of the Proposer, may result in disqualircation of Proposal Response.
6 It is the responsibility of all proposers to examine the entire RFP package, to seek clatiification of any
item or requirement that inay not be clear and to check all responses for accuracy before Submitting a
Proposal. Negligee: in preparing a proposal confers no right of withdrawal after the deadline for
submission of proposals.
3.7 All proposals nest be sent to `'The National Joint Powers Alliance , 200 l" ST NE Staples; M
6479."
3.8 All proposals must be submitted in both hard copy and electronic formats (on a compact disc (CD)),
Both .hard copy and electronic proposals must be tabbed (in appropriately named files in the case of the
CD) as identifted herein. Electronic proposal submissions should be submitted in a nested file structure
where the root file is entitled "Proposal Response". Files contained in the root file should be entitled "Tab
1, Tab 2," Documents within the nested files should Abe individual documents or folders appropriately
titled ass to their content.
J..9 Two complete copies of each proposal must be submitted with the exception of a single original bid
security submitted in one response copy with a copy of the bid security to the second response copy. All
Proposal forms must be legible. All appropriate forms roust be executed by an authorized signatory of the
Proposer. Blue ink is preferred for signatures.
Electronic proposal submissions should be submitted using the electronic forms provided., If a
Pro
poser chooses to use alternative documents for their response,, the proposer will be responsible for
ensuring the content is effectively equal to the NJPA form and the document is in a format readable by
NJPA.
3.11,lP'roduct descriptions, fact sheets, and catalogs should be submitted in electronic format only in an
9 of 47
effort to limit the use of paper resources 'in the hard copy response. Price lists in excess of Pages
should be submitted in electronic format only
It is the 'responsibility of the Proposer ► be certain the proposal submittal is in the physical
possession of NJPA. on or prig to the deadline for submission of proposals. Proposals must be submitted
in a sealed envelope or box properly addressed to NJPA and prominently identifying the proposal
number, proposal category name, the message "Hold for Proposal Opening". and the deadline for
proposal submission. NJPA cannot be responsible for late receipt of proposals. Proposals reeei red the
Correct deadline for proposal submission will be opened and the name of each Proposer and other
appropriate information will be publicly read.
drrections, erasures, and interlineat ons on a. Proposer's Response must be initialed by the
authorized signer in original ink on all copies. to be considered.d
Addendum• to the RFP-.- The Proposer is responsible for ensuring receipt of all addendums to this
RFP
`opos+er's are responsible for checking directly with NJPA, or checking the NJPA website
for addendums to this Rr- P,
3 Add+endums to this RFP can change terms and conditions of the RFP *including the
deadline for submission of 'proposals.
3 to order to insure ever); proposal receives a fair, evaluation and comparison, it is required each
Proposer tab and label their proposal as indicated on Form A "Proposer Questionnaire."
,pooavintof this RFP docunent, Plow=hal prom. zoti the. manager of bids and
ontmet.s of any ambiguity, iniconsistency, or error they may discover. Interpretations, corrections and
changes to this RFP must be *name by addendum. Interpretations, corrections, or changes jade in any
other manner will not be binding and Proposer shall not rely upon such.
Submit all questions about this .FP, in writing, referencing "PUBLIC UTILITY VEHICLES
AND/OR AP RAWS0 EQUIPMENT ANWOR ACCESSPRIES to Gregg Meierhofer,
JPAj 200 First Street NE, Staples, MN 56479 or RFP njpacoop.org. Those not having access to the
Internet may call Gregg Meierhofer at 218) 894- I93o to determine if addenda have been issued or to
request copies of the RFP. Requests for additional information or interpretation of instructions to
Proposers or technical specifications shall also be addressed to Gregg l cierhofer. NJPA. urges Potential
Proposers to communicate all concerns well in advance of the deadline to avoid misunderstandings.
Quations received less than seven (7) days ending at 4s00 p.m. Central Time of the seventh (7"h) calendar
day prior to proposal due -date cannot be answered,
If the answer to a question is deemed by NJPA to have a material impact on other potential proposers
or the RFP itself, the answer to the question will become an addendum to this RFP.
. 9 If the answer to a question is deemed by NJPA to be a clarification of existing terms and conditions
and does not have a material impact on other potential proposers or the RFP itself, no further
documentation of that question is required.
As used in this solicitation, clarification means communication with a Potential Proposer for the sole
purpose of eliminating minor irregularities, informalities, or apparent clerical nn istakes in the RFP.
Addenda are written instruments issued by IA that nnodfy or interpret the RFP. All addenda
issued by NJPA shall become a part of the RFP. Addenda will be delivered to all Potential Proposers
10 of 4
using the satne method of delivery of the original RPP material. NJPA accepts no liability in connection
with the delivery of said materials. Copies of addenda Will also be made available on the NJPA website
at ��� ��� .Wp4g�). by clicking on "Current Proposals" and from the NJPA offices, No addenda will be
issued later than five (5) 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 that it has received all
addenda issued, and the Proposer shall acknowledge their receipt in its Proposal Response.
An amendment to a submitted proposal must be in Ming and delivered to NJPA no later than the
time specified for opening of all proposals.
(J, 40DIl lt:.::A l"10 (.-) `t't t:t,t RAWA > OF A S(J13M11`[* i') PlO)POP i.:
3.23 A► submitted proposal may not be modified, withdrawn from or cancelled by the Proposer for a
period of ninety (9) days following the date proposals were opened regarding this RPP. Prior to the
deadline for submission of proposals, any proposal submitted may be modified or withdrawn by notice
to the NJPA Manager of Bids and Contracts. Such notice shall be submitted in writing and include the
signature of the proposer acid shall be delivered to JPPA prior to the deadline for submission of
proposals and it shall be so worded as not to reveal the content of the original proposal. However, the
original proposal shall not be physically returned to the Potential Proposer until after the official
proposal opening. withdrawn proposals may be resubmitted up to the time designated for the receipt of
the proposals if they are then fully in conformwice with the Instructions to Proposer,
? J...' .♦R1f.3(F1...FtS,. l'IROR")I..`(...^I';,3./S["IR T ICFY,;S
3�.24 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 iterns being
proposed. `[be availability of a contract for maintenance or . txMi ;e after the initial We, installation, and
set-up may, for instance, be "Value Added Services" for products where a typical buyer may not have the
ahi l i ty to perform thesse functions.
3. 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 and must be tabbed under Tab 9.
Value added Products/services and expanded services, as they relate to this RFP, will be given
positi��e consideration in the award selection. Consideration will be given to an expanded selection of
PUBLIC UTILITY VEHICLES AND/CAR SERVICES, APARATUS, EQUIPMENT AND/OR
ACC gSP'RI S, and advances to provide products/services, supplies meeting and/or exceeding today's
industry standards and expectations. A value add would include a program or service that further serves
the members needs above and possibly beyond standard expectation and complements the
products/services and training. Value added could include areas of product and service, sales, ordering,,
delivery, performance, maintenance, technology, and service that furthers the functionality and
effectiveness of the procurement process while remaining within the scope of this RJFP,
Minority, Small Business, and Women Business Enterprise (WB ) , rticlpa�tion.: It is the
policy of some NJPA Members to involve Minority, Small Business, and WMBE contractors in the
purchase of goods and services. Vendors should document WMBE status for their organization AND any
such status of their affiliates (i,e. Supplier networks) involved in carrying out the activities invited. The
ability of a Proposer to provide. ;'Credits" to NJPA and NJPA Members in these subject areas, either
individually or through related entities involved: in the transaction, will be evaluated positively by NJPA,
NJPA, is committed to facilitating the realization of such "Credits" through certain structuring, techniques
for transactions resulting from this R.FP.
3. environmentally Preferred Pumbasing Opportunities: There is a growing trend among NJPA
Members to consider the environmental impact of the product services they purchase. Please identify
i l of' 4 t
any "Green characteristics of the goads and services in your proposal and identlify the sanctioning body
determining that characteristic. "here appropriate, please indicate which products have, been certified as
"green"' and by which certifying agency.
On -Line Requisitioning systems. When applicable, on-line requisi Joning systems will be viewed
as a value-added characteristic. proposer shall include documentation about user interfaces that make on-
line ordering easy for NJPA Members as well as the ability to punch --out from mainstream eProcurernent
or Enterprise Resource Planning (:ARP) systems that NJPA Members may currently utilize
3.30 Financing: The ability of the .proposer to provide financing options for the products and services
p p
being proposed will be viewed as a value Added Attribute.
31 A bid security in the amoun; of 10,000, in the form of a hid securityor a cashier's check payable �y
N PA, will be required of all Proposers to insure the proposer's performance in completing the
"Contract"' contemplated i security (or cashier's check) ll be released. to the Proposer
c.ontern fated herein, The bid
following the execution of all documents required to complete the proposed "Contract' or the end of the
required o day commitment period, whichever comes first. Bid securities must be issued y b an Admitted'
Surety rated A or better (an insurance organ nation authorized by the Insurance Commissioners in all 50
states to transact surety insurance during this calendar year).
ACCEFrAHLE BID SECURITY MUST BE,. PROVIDED WITH THE PROPOSAL
SUBMITTAL.
INDUSTRY STANDARD DOCUMENTS ARE ACCEPTABLE
+ THE AID EC: R J*,fry SHADE IDENTIFY NJPA AS THE OBLIGEE/PAYEE.
HE BID SECURITY SHALL 14AVE. 1H PROPOSIFA I NTIFIF-1) AS THE
OBLIGOR/P ► ''+CAR.
'THE PURPOSE OF THE NJPA SOLICITATION R E("WRITY IS TO ENSURE THAT
THE AWARDED PROPOSER FOLLOWS THROUGH IN THE DEVELOPMENT AND EXECUTION
OF T14EIR MARKETING PLAN NJPA RESERVES THE RIGHT TO ACTIVATE THE CAS.H
VALUE OF THE AID SECURITY OR CASHIERS CHECK IN THE EVENT THE AWARDED
PROPOSER FAILSTO INITIATE AND EMBRACE SAID MARKETING PLAN TO THE
SATISFACTION OF NJPA.
,3.33, .Proposer shall procure and maintain insurance which shall protect the Proposer and NJPA as a
additional insured) from any claims for bodily ,,jury, property damage, or personal injury covered by the
indemnification obligations set forth herein. The Proposer shall procure and maintain the insurance
policies described below at the Proposer's own expense and shall furnish to NJPA an insurance certificate
listing the 'NJPA as certificate holder and as an additional insured. The insurance certificate roust
document that the Commercial General Liability insurance coverage purchased by the Proposer includes:
contractual liability coverage applicable F
P to this Contract. In addition, the insurance certificate roust
provide the following information: the name and address of the insured; P
name, address, telephone number
:and signature of the authorized agent, name of the insurance company (authorized to operate in al fifty
United States); a description of coverage in detailed standard terminology (inclu.d*ng policy period,
policy
number, limits of liability, _ exclusions and endorsements); and an acknowledgment of notice of
cancellation to the NJPA.
,3.3 Proposer is required to malintain: the following insurance coverage's during NJ the tern of the A
Contract:
( I) Workers Compensation Insurance (Occurrence) with .the following, minimum coverage's- Bodily
injury by accident --per employee $ l 0 ,000 Bodily injury by disease —per employee $1 oo,00 ; Policy
12 of 4
limits $500,000. In addition, Proposer shall require all subcontractors occupying the premises or
performing work under the contract to obtain an insurance certificate showing proof of workers
Compensation Coverage with the following minimum coverage's: Bodily injury by accident -per
employee $1 oo,000; Bodily injury by disease --per employee $100,000; Policy limits $500,000.
(2) Commercial General Liability Pol icy per occurrence $1,000,000.
(3) Business Auto Policy to include but not be limited to liability coverage on any owned, non -
owned and hired vehicle used by Proposer or Proposer" s personnel in the performance of this
Contract. The .Business Automobile Policy shall have a per occurrence limit of $ l ,€1 ,000.
3 The foregoing policies shall contain a provision that coverage afforded under the policies will not be
canceled, or not renewed or allowed to lapse for any reason until at least thirty (30) days prior written
notice has been given to NJPA. Certificates of Insurance showing such coverage to be in force shall be
filed with NJPA prior to commencement of any work under the contract. The foregoing policies shall be
obtained from insurance companies licensed to do business nationally and shall bewith companies
acceptable to NJPA, which must have a minimum AM Best rating of A-. All such coverage shall remain
in full force and effect during the term and any renewal or extension thereof
within ten (10) days of contract award, the Proposer must provide NJPA with two (2) Certificates of
Insurance. Certificates, must reference NJPA RFP 031710 by number.
e ()l i I`-� R P .0 `1. S A N]" to FUNDS ND ! "i .t:;t '
3Please propose an order process and funds floe in Tab 9 for your proposal. Please choose from one
of the following:
.3?a B-TO-G: The Dusi ness•to-Government order process and/or funds flow model invol vas
NJPA Members issuing purchase Orders directly to a Vendor and pursuant to a Contract resulting
from this RFP.
Other: Please fully identify,
1, A I.A4 I N I STRA
8 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 resulting from this RFP to current and
potential NJPA Members. This Administration Fee shall be.,
�i�rr. Calculated as a percentage of the dollar volume of allproductslservices provided to and
purchased by NJPA. Members or calculated as reasonable and acceptable method applicable to the
contracted transaction, and.
3.38 2 included in., and not added to, the pricing included in Proposer's response to this RFP, and
3 get based on the anticipated costs of NJPA's involvement in facilitating the establishment.,
Vendor training, and the order/product/funds flow of the Contract resulting from this RFP.
3 38.3.1 Typical administrative fees for a B-TO—G order process and funds flow is 2.0%.
3l The opportunity to propose these factors and are appropriate administrative fee- is available in the
Proposer's Questionnaire, and submitted in Tab 9 of your response.
I. I" (71 C) S I�.
4.1 NJPA requests Potential Proposers respond: to this RFP only if they are able to offer a wide array of
products/services and at prices lower and better value than what they would ordinarily offer to single
government agency, larger school district, or regional cooperative.
42 RFP is an "Indefinite Quantity Product/Service Price Requesf' with potential national sales
13 of 47
distribution and service. proposers are agreeing to fulfill Contract obligations regarding each
product/service 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 Proposer gaffers the
A.solution in an alternative fashion, describe your solution to be easily understood. All pricing must be
tabbed and organized under Tab 9, and copied on a CD along with other requested information as a part
of .a Proposer's Response.
4.3 Regardless of the payment method selected by NVA or NJPA Member, a total cost associated with
any purchase option of the products/services and being supplied must alwaysbe disclosed at the time of
purchase,
4.4 Primary Pricing/Secondary Pricing/SecondaryPricing Strategies- All Proposers will be required to submit. "'Primary
Pricing" in the fora of either "Line -Item Pricing, "'Percentage Discount from Catalog Pricing," or a
combination of these two pricing strategies. Proposers are also encouraged to offer OPTIONAL pricing
strategies including ",Hot List," "SourcedGoods," and "Volume Discounts,' as well as financing options
k
such as leasing.
4.5 e-Itempricing- pricing format where specie ndiviclual products and/or vices offered at
specific individual Contract prices. Products and/or servim are individually priced and descr"bed by
IV
characteristics such as manufacture name, stock or part number, size, or functionality. This method. of
pricing offers the least t amount of confusion as products and prices are individually identified, however
Proposers with a large number of products to propose may find this method cumbersome, in these
situations, a percentage discount from catalog or category pricing model may make more se se.
4,6 `nit PrIcing, Unit Pricing is a line -Item technique of pricing for services including; the relate _
materials for hose services on a unitized basis. The unitized basis may be per quantitative measure such
as: per square foot, per lineal Foot or per occurrence. As; aft example tjtot necessa i y :related to the scope
of this RFP, , shectrock may be line item priced as a product only, delivered to the end users location,
AND unit priced delivered and installed at that end' users ration, The s eetruck, hung and taped, is a
logical combination of product and service and could be priced per square foot.., Whether pricing services,
or logical combinations of products and services, pricing per unit of product and services must be quoted
{r,e, cost per square foot ofsheetrck .hung and taped},
WNWO"4.7 All Line -Item Pricing items must be numbered, organized, sectioned, including SK 's (when
applicable) and easily understood by the Proposal' Review Committee and. members.
8 Line -item Pricing teens are. to be submitted in an :excel spreadsheet format :and are to include all
appropriate identification infomation necessary to discern the line item. from other line items in each
Proposers. proposal.
9 The purpose for the excel spreadsheet format for Line -Item. Pricing is to be able to use the ``Find"
function to quickly find any particular itemof Interest., For that reason, Proposers are responsible for.
providing the appropriate product and service identification infor ation . along with the pr. ici n
nfor ation ' hicla is typically found on an invoice or price quote for such products and services
All products and services typicallyappearing on an invoice or price quote must be individually
priced and 'identified on the line -item price sheet, including any and all ancillary costs.
4.11 Proposers are asked to provide both a `List" price as well as a. ``proposed. Contract Price" in their
pricing matrix. "mist" price will be. the standard "quantity of one" price currently available to government
and educational customers excluding cooperative and. volume discounts
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4.12.Pereent Discount From Catalog, list or Category Priclne- A specific percentage discount from a
`'Base or List Price' defined as a published manufacturers list, or catalog price for the products or services
bang proposed. The "Base or List Price" is the price charged to an average governmentleducation
huger absent reductions for cooperative or volume purchasing agreements.
4, L3 Individualized percentage discounts can be applied individually to any number of defined product
groupings. Product groupings can be defined by manufacturer, product type, or other factor as long as
the Proposer sufficiently defines those product groupings
4,A Percentage Discount from Catalog or Category pricing offered by the Proposer is acceptable if
the products and equipment are far too numerous to name and price individually.
4 Percentage Discount from Catalog or Category Pricing identifies a percentage discount to be
applied to a "Base Price' for products from one or more published catalogs. The "Base Price' will be the
priee generally applicable to government and education customers absent the discounts contemplated
herein. The catalog may be published by the Proposer or by the Proposers supplier. `Published'" means
generally available to a dealer network distributing those products and services being proposed in either
print or electronic Bats where an "'Auditor" may verify the "Base Price'' of a product proposed during
the tern, of a Contract.
4.16 When a proposer elects to use "Percentage Discount from Catalog or Category," Proposer will 'be
responsible for providing and maintaining current "Base or List Pricing" with NJPA both in their prop
and tbxotaghout the tern of any Contract resulting from this RFP.
4, t7 New "Base or List Price"s Catalogs may be submitted for review througbout the tejTn of the CoiOwt.
IPA reserves the right to review subsequent catalogs submitted to determine if the represented products
reflect the contracted products and a tuiprnent. Each new catalog recel ved may have the effect pf adding
new product offerings and deleting producLe no longer can7ied by the Vendor. New cata.[W sha l apply to
the Contract only upon approval of the NJPA. Nan -approved use of catalogs will result in termination for
convenience. New price lists or catalogs found to be offering non-contw items during the Contract
would be grounds for terminating the Contmet for convenience. New optional accessories for equipment
may be added to the Contract at the time they become available,
Based on NJPA Members needs, e "CORE LIST" which contains a selection of most commonly
used products/services is requested. Proposer trust submit their anticipated ` +EAR LIST, including
SK 's and pricing in a Line -item format, in a separate spreadsheet labeled as "Care List." Consideration
and valuation points will be given to the most advanced selection of commonly purchased Core list
products/services.
, � 0 1- I..IS*'(* 3tt R. I (::
4 where applicable, NJPA also invites the Vendor, at their option., to offer a specific selection of
products/services, defined as a Hot List Pricing, at greater discounts than those listed in the standard
Contract pricing. All product/service pricing, 'including the blot List Pricing, must be submitted in hard
copy as well as electronically provided in Excel format, Hot List pricing must be submitted in a Line -
Item format. Providing a `Hot List!' of pr+oductsl'servicres is optional. Products/services may be added or
removed from the "Hot List" at any time provided that current "Hot List" prices are provided to NJPPA at
all times.
4020 Plot List pricing when
.applicable
may
also be used
to discount and liquidate close-out and
discontinued
products/services
as long as
those
close-out
and
discontinued
items are clearly
labeled
as
15 of 47
such.. Current ordering process and administrative fees apply. This option must be published and made
avalflable to all NJPA Members.
4 loot List 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/service descriptions and .Pricing
with NJPA..
Proposal pricing is to be established aspceding price. At no tine may the prop' os d
productslserviceS be offered pursuant to this Contract. at:prices above this ceiling price without approval
by NIPA. Prices may be reduced to allow for volume considerations and to meet the specific and unique
needs of an NJPA Member..
4,� Allowable speck needs may include certain purchase volume considerations or the creation of
custom programs based on, the individual needs of NJPA Members.
1`� V(`)I. t.:1 I I' It:::.'tY :: t :.: '
4 Proposers are free to offer volume discounts from the quantity -of -one pricing documented in a
Contract resulting from this RJ- P, Volume considerations shalt be determined between the eendor and
individual NJPA Members on a case -by -case basis,
Nothing in this Contract establishes a favored: member relationship between the NJPA or any NPA
Member and the Vendor. The 'Vendor will, upon request by NJPA .l ember, extend this sane reduced
: price offered or delivered to another NJPA Member provided the same or similar volume commitment.
specific needs, Seri ns, ,and conditions, a s ! 'Mri 'or time firame., �,;,easona.l cons'derations and provided the sa me
manufacturer support is available to the Vendor.
' . All price adjustments wtto be offered equal l;to all INJPA Mem be; m ex ihi ting due, same or
substantially similar characteristics such as purchase volume commitments, and timing including the
av► ta.bil t r + f special rising from the Vendor's suppliers.
SO
II : :
&27 „ NJPA and NJPA Members may. from time to time, request g,e o&s and/or pr dr
uOts/setvices within.
the scope of this RFP which are not included in an awardedVendor's line -item product 'service listing or
`=l ist or eataloC known as Sourced Goods.
4.28 An awarded Vendor resulting from this RFP may "Source's these products/services for NJPA or
NJPA Member to the extent they:
4, &2 Provide as. many quotes for the Me ber's "Total Cast of Acquisition" for the goods and
services to be sourced as may reasonably be required by NJPA Member.
4.2.1..3 Provide "SourcedGoods" only to the extent that they are incidental to the total transaction
being contemplated.
The Total Cost of Acquisition for the produets/serviees being proposed, 'including those payable b
NJPA Members to either the .proposer or a third party, shall he disclosed in the Proposer's Response
including but not limited to:
* The capitalized cost of the listed products/'services being proposed,
• The cost of accessories, alterations, and custornizations typically incurred in the acquisition of the
16 of 47
products/services being proposed.
The cost of delivery, setup and installation (where applicable) of the products/services and any
accessories being proposed'.
• Other costs, where applicable, typically associated with the purchase, delivery, set-up, and
installation of the products/services being proposed and making it operational at the purchaser's
site.
4 The Total Cost of Acquisition is to be stated "'As Proposed." As an example, a materials only
proposal, or portions of proposals, must include the tote cost of acquisition for those materials delivered.
In contrast the Total Cost of Acquisition for a tum-key proposal must include the total costs to be
incurred in the process of delivering that combination of products/services.
__F1 NO" [IR-01"H A N1* SU"R VIC"F-A A 1.)D11J0NS/1)H_F
!1 40 #
Requests for product, service, and price aaaftions, deletions, or changes must be made in written
forin and shall be subject to approval by NJPA.
4.3
New products/services mto ay be added a Contract resulting from this RFP at any time during that
w
Contract to the extent those, products/services are within the scope of this RFP. Those requests are subject
to review and approval of NJPA. Allowable new products/services generally include new updated
models of Products/services and or enhanced services previously offered 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
within the srope of this RFPS
ence in anali 4* (T dw .34 NJPA's due difi zing any request for change s to determine approval of the request
9 IV
Wj* th, JS I V �n the scope of the, original RFP. and 2) In the "Best Interests of NJFA and NJPA Members."
We are looking tbr consistent pricing and defivei7i mechanisms and an understanding of what value the
proposal brings to NJPA and NJPA Members.
Documenting the 4"Hest Interests of NJPA and NJPA Members" when out -dated equipment is being
deleted is fairly straight forward since the product is no longer available and not relevant to the
procurement Contract.
3b Requests must be in the form of 1) a covet letter to NIPA a) asking to add the product line, b)
making a general statement identifying how the products to be added are within the scope of the original
0 lb i RFP, and c) making a general statement identifying that, if appropriate, the pacing s consistent with the
existing Contract pricing and 2) the detail as to what is, being added at what price will then be an
attachment to that cover letter..
NJPA's intent here is to encourage Proposers to provide and document NJPA's due diligence in a
clear and concise one page format on which we can. stamp and sign our acknowledgment and acceptance.
Thi's information must ultimately come from Proposers, and PArequiring it in this fomat.
,J, R F`*Q1 ) F',S]" I N(JI 11i I C" I N(*.*'l (.`l I I A W"'
Price 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 sourcing, aggregate 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 NJPA and NJPA.
Members" is pretty easy when we are documenting price reductions.
17 of 47
4.39 Price increases: Requests for standard contract price increases (or the inclusion of new generation
products/services/services at higher p�rlces) can made at any time.'These requests will again be
evaluated by NJPA based on the best interests of NJPA and NJPA Members. As an: example, typically
acceptable requests for price increases for existing_ productsiservices may cite increases to the Vendor of
input costs such as petroleum or other applicable commodities. Typically acceptable requests for price
increases for new products/services enhance or improve on the current solutions currently offered as well
as cite increases in utility of the new compared to the cold. 'vendors are requested to reasonably document
the claims cited in their requests. Your written request for a orrice increase, therefore, is an exercise in
describing ghat you need, and a Justification for why you need it in. sufficient detail for NJPA to deems
such change to be in the,'hest interests of our self and our Members.
4.40 Price Change Request Format; An. awarded Proposer will use the format of a cover letter
requesting price increases :in general terms (a % increase In product line ) and stating their, usftif cation
for that price increase (due to the recent increase in petroleum costs) by product category. Specific details
for the requested price change must be attached to the request letter identifying. product/services where
appropriate, both current and proposed pricing. Attachments such as letters from suppliers announcing
price increases are; rappropriate for documenting your requests here.
ill . i' I.:: �:!U1AN '*F 1"t rRMA:l:
4, 1 N A's duc diligence waling product and price change requests 's to consider the reasonableness
of the request acid document consideration on behalf of our members. We would .appreciate it if you:
would send the following documentation to request a pricing; change.
4.41.1 A cover letter:
a. please ddress the fibilowing subjects in your cover leer:
i. 'what produet service prices are changing7
it. f.tow much are the paces changing?
i i . Why the prices changing"
IV. Any additions or deletions fmrn the previous product list and the reason for
:the changes
b. The specifics or the product/services and price changes will be listed in the excel
spreadsheets i ndentif ed below* :please take a more general "'Disclosure" approach to
identifying changes in the cover letter.
i. if appropriate, for example, state, "All paper products/secvtices increased 5 %
IF
in. price due to transportation costs."
I If appropriate, for instance, state, ` 'he 6400 series flour polisher added to the
product list is the new model replacing the 5400 series. The 400's % price
increase reflects the gate of inflation over the past year. The 5400 series is now
included in the "Hot Lisf" at a. 20% discount. from previous pricing until
remaining. nventory is liquidated.�
4.41.2 .An excel spreadsheet identifying all products/services being offered and their pricing.
Each subsequent pricing update will be saved using they naming convention of "[Vendor Name
pricing effective X/ X/XXXX.
a.. Include all products/services regardless of whether their prices have changed, By
observing this convention we will:
i. Reduce confusion by providing a single, easy to find, current pricing sheet for
each Vendor.
ii Create a. historical record of pricings
4.42, Initially, and with each request for product: addition, deletion, and pricing change; all
18 of 47
products/services and services available, and the prices for those products/services and services will be
stated in an Excel workbook. The request for price changes described above will serve as the
documentation for those requested changes. Each complete pricing list will be identified by its "Effective
Date." Each successive price listing identified by its "Effective Date' will create a "Product and Price
History" for the Contract.
443. 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.
4 All products/services together with their pricing, whether ehanged within the request or remaining
WANWANNNUM
unchanged, will be stated on each "Pricing" sheet created as a result of each request for product, service,
or pricing +charge.
4 . Each subsequent "Single Statement of .Product and Pricing" will be archived by its effective date
WANtherefore creating a product and price history for any Contract resulting from this RFP.
4 13.A Y,1 l *,� l"1._ �l l R l S
4.46 Payment terms will be defined by the Proposer in the Proposer's Response. Proposers are
encouraged to offer ,payment terms through P Card services.
4.47Leasing- if available, identify any ling programs available to NJPA and NJPA Members as part of
your proposed. Proposers must subm a an example of the lease agreement to be used. Proposers must
i dent fy i
General leasing; terns such as.-
* The perc ntage adjwnnent over/under an i idex rate used in calculating (lie intellial rate
of return for the lease: and
* The index rate being ad, tLstad; and
The "Purchase Option" at lease maturity. (}, or fair nldrkwi value); and
o The available term In months of lease(s) available.
�► Leasing company information such as
.-
o The name and address of the leasing company; and
o Any ownership, common ownership, or control between the Proposer and the Leasing
Company
4„�Sales and other taxes, where applicable, shall not be included in the pricesquoted. Vendor will
charge Mate and local ,ales and other taxes on items for which a valid tax exemption certification has not
been provided. 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 RFP.
4* Shipping program for material only proposals, or sections of proposals, must be defined and tabbed
under Tab 9 as a part of the cost of goods. If shipping is charged to NJPA or NJPA Member, only the
actual cost of delivery may be added to an 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.
,Any shipping cost charged to NJPA or NJPA
pricing."
19 of 47
Members will be considered to be part of "proposal
4.gl Additional costs for expedited deliveries will be at the additional shipping or handling expense to the
NJPA Member.
Selection of a carrier for shipment will be the option of the party paying for said shipping. Use o
another carrier will be at the expense of the requester.
.� proposers musudefine their shipping programs for Alaska and Hawaii and any location not served by
conventional shipping services. Over -size and over -weight ite its and shipments may be subject. to
custom freight programs,
4 Proposals curtaining restocking fees are less advantageous than those not containing re -stocking
fees. That being said, certain industries cannot avoid restocking fees. Certain industries providing made to
order goods may not allow returns. With regard to returns and: restocking tees, Proposers will: be
evaluated bast on the relative flexibility extended to NJPA and NJPA Members relating to those
subjects. Where used, restocking fees in excess of 15% will not be considered excessive. Restocking fees
may be waived, at the option of the Proposer/vendor. Indicate all shipping and re -stocking fees in prig
progrm. n under 'fake 9.
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 metuber, it is the responsibility of the Vendor to pair for return maid
or shipment at the convenience of the member.
4.56 Unless specifically stated otherwise in the `{Shipping Program" of a Proposer's Response, all prices
quoted must be F.O.H. destination with the freight prepaid by the 'vendor. Time is of the essence on this
Contract. If comoletcd deliveties are not made at the time a ved, NJPA or NJPA Member reserves the
right to cancel and purchase else.,w sere. and bold Vendor accountable. If delivery dates cannot be met,
Vendor agrees to advise NJPA or NJPA A Member of the earliest possible shipping date for a cep nee by
NJPA or NJPA Member.
4.57 Goods and materials must be property packaged. Damaged goods and materials will not
accepted, or if the damage is not, readily apparent at the item of delivery, the goods shall. be rc tuned at no
cost to NJPA or NJPA Member. NJPA. and NJPA Members reserve the right to inspect the goods at a
Treasonable time subsequent to deliver where circumstances or conditionsprevent effective inspection of
the goods at the time of delivery,
Vendor shall deliver Contract conforming products in each shipment and may not substitute products
without ,approval from NJPA Member.
NJPA reserves the right to declare a breach of Contract if the Vendor intentionally deliver
substandard or inferior products which are not under Contract and described in its paper or electronic
price lists or sourced upon request to any member under this Contract. In the evert of the delivery of a
non -conforming product, NJPA Member will immediately notify Vendor and Vendor will replace non-
conforming product with conforming product.
4.60 Throughout the tern' of the Contract, Proposer agrees to pay for ;return shipment on goods that arrive
in a defective or inoperable condition. Proposer roust arrange for the return shipment of damaged goods.
Unless contrary to other parts of this solicitation, if the goods or the tender of delivery fait in any
respect to conform to this Contract, the purchasing member may; 1 ) :reject the whole, 2) accept the whole
or 3} accept any commercial unit or units and reject the rest:.
4.62 Prices quote are for products/services delivered during normal business hours, Normal Business
0 of4
hours will be as specifically defined herein, defined through 'industry standards OR defined through
statement contained in the purchase/work order 'issued pursuant to a Contract resulting from this .PP.
&L Internal Marketing Plan.- An award of Contract resulting from this RFP is an opportunity for the
awarded contractor to pursue commerce with, and deliver value to NJPA and NJPA Members nationwide.
An award of Contract is not an opportunity to see how much business NJPA can drive to an awarded
Vendor's door. Your internal marketing plan should serve to:
5 Identify the appropriate levels of sales management whom will need to understand the value
of, and the internal procedures necessary to deliver this Contract opportunity to NJPA and NJPA
Members through your sales force.
5J.21 Identify, in general, your national foot print and dedicated feet -on -the -street sales force that
w ill be carrying this Contract message and opportunity in the field to NJPA Members. Outline the
I
sale force in terms of numbers and geographic distribution.
Identify whether your sales force are employees or independent contractors.
Identify your plan for delivering training to -these individuals.
Will you have your sales force gathered at national or regional events in the near
future? Does you sales force have the ability to participate, in webinar or wobcast events?
U.jj. NJPA is prepared to provide our peisotuiel in yout location for sales training
and/or on a webinar or %vabcast when sufficient efficiencies- can be shown I 'g_ n reaching t fie
appropriate groups within your employee base, mid sufficient numbers of personnel
trained..
Identify your personnel 'involved in training.
S*1o4.1 NJPA can provide personnel to deliver training mgarding the Contract itself, the
authority of NJPA to offer the Contract vehicle to its Members, the value the Contract
vehicle delivers to NJPA and NJPA Members, the scope of NJPA Membership, and the
authority of NJPA Members to utilize our procurement contracts.
Your personnel will be needed to provide trm*nii% regarding employee
compensation and **internal procedures when delivering the Contract opportunity, and how
this Contract purchasing opportunity relates with other such opportunides available.
Success in marketing is dependent upon 1) the delivery of value as defined in section 1.4, 2) the
delivery of knowledge of the proMm, and its proper use and utility, and 3) the delivery of opportunity
and reward which creates a personal commitment to the program. NJPA desires a marketing plan that:
.&Ll identifies the value delivered in a competitively proposed national cooperative procurement
contract by relieving both the NJPA Member and the VendorNendoes sales staff of the
61
responsibility for bringing and answering many similar and individual RFP's and
S.2.2 identifies the appropriate Vendor personnel from both management and sales staff S who
will be trained on the use and utility of such a contract and a general schedule of when and how
those individuals will be trained; and
5.2.A 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
21 of 47
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/services/services nationwide. Please demonstrate your sales and service force contains sufficient
people in sufficient proximities, to receive the knowledge, opportunity, and reward in order to make a
personal commitment to serving NJPA and NJPA Members nationwide.
5.4 The Proposer must exhibit the willingness and ability to develop marketing materials and participate
in marketing venues such as:
5_ 4.1 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 Catalog and publications.
S 4 Z Press releases and advertisements. Proposer will identify a marketing plan identifying their
anticipated press releases, contract announcements, advertisements in industry periodicals, or
other direct or indirect marketing activities.
5 4 3 Proposer' We eblte. Proposer will identify how an Awarded Contract will be displayed on
the Proposer's website. An on-line shopping experience for NJPA and N.TPA Members is desired
when applicable and will be viewed as a value-added attribute to a Proposer's Response.
S 4 4 Trade Shows. Proposer -MIJ outline their proposed involves ent in the promotion of a
Contract resulting from this RFP through trade shows. Vendors are encouraged to identify trade -
show, and other appropriate venues, for the promotion of any such Contract. Vendors are
strongly encouraged to participate in cooperation with NJPA at the following NJPA embraced
trade shows:
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 available
products/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 rollout
this program to current and potential NJPA Members. NJPA requires the Vendor actively promote the
Contract in cooperation with the NJPA. Vendors are advised to consider marketing efforts in the areas of
1) Website Link from Vendors website to NJPA's website, 2) Attendance and participation with a display
booth at national trade shows as agreed upon/required by NJPA, and 3) Sales team and sales training
programs involving both Vendor sales management and NJPA staff. NJPA requires awarded Vendors to
offer the NJPA Contract opportunity to all current and qualified NJPA Members.
5 77 Facilitating NJPA Membership: Proposer should express their commitment to determine the
membership status of their customers whom are eligible for NJPA Membership, AND their commitment
to establishing that membership.
22 of 47
5.7.1 Membership information: Proposer should further express their commitment to capturing
dNWWX#1fi1^*W
sufficient member information as is deemed necessary by NJPA to appropriately facilitate
membcrshilp and certain marketing, activities as agreed to by NJPA and an Awarded contractor.
6.1 Sealed and properly identified Proposer's Responses for this RFP entitled "'PUBLIC 'UTILITY
VEHICLES AND/OR SERVICES, APARATUS, EQUIPMENT AND/OR ACCESSPRIES" will be
received by Gregg Mcierhofer, Manager of Bids and Contracts,. at NJPA Offices., 200 First Street NE,
Staples, MN 56479 until the deadline for receipt of, and opening of proposals at. 20600 p.m. on Mareb 17,
2010. The NJPA Director of Contracts and Marketing, or Representative from the 'NJPA Proposal
Review Committee, will then mad the Proposer's names aloud. A summary of the responses to this RFP
will be made available for public inspection -in the NJPA office in Staples, MN. Speeffications are
available for pick up or mail delivery beginning February,15, 2010 and continuing Until 4:00 p.m.
on March 8,, 201% A letter or e-mail request is required to receive a complete RFP package. Send or
communicate all requests to the attention of Gregg Melierho-fer 200 1 " Street Northeast Staples, MN
56479 or RFP@nj�pacoop.org to receive a complete copy of this RFP. Method of delivery needs to be
indicated in the request; an email address is roquired for electronic transmission.. Oral, facsimile,
4 44A
telephone or telegrapbic 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 specify "PUBLIC UTILITY VEHICLES AND/OR SERVICES, APARATUS,
EQUIPMENT AND/OR ACCE. SSPRIZ S" To avoid premature opening, it. is the responsiblility of the
Proposer to label the Proposal Response property.,
A
ZA NJWk will use a 1,000 Point Evaluation System to help dowrmine the best overall Proposer(s)
selection. Bonus polints may be available for specific proposal characteristics identified such as kVireen
Mvduct Certifications."
L1 NJPA reserves the right to use a "Cost Scoring Evaluation" through a product comparison process of
like products/services. This process will establish points for submitted price levels. See Cost Scoring
Evaluation.
7.3 NJPA shall use a final overall scoring system to include consideration for best price and cost
evaluation. The total possible score is 1,000 points, NJPA reserves the right to assign any number of
point awards or penalties it considers warranted if a Proposer stipulates exceptions, exclusions, or
limitations of liabilities.
7s4 To qualify for the final evaluation, a Proposer must have been deemed responsive as a result of the
criteria set forth under "'Proposer Responsiveness."
-7.A.Responses will be evaluated first for responsiveness and thereafter for content'.. The NrJPA Board of
Directors will make awards to the selected Proposer(s) based on the recommendations of the Proposal
Review Committee.
7.6 The procurement activities of the NJPA Proposal Review Committee are limited to document
ONNUMMUMM
16
preparation, answering Proposer questions, advertising the solicitation, distribution of this RFP upon
request, conducting an evaluation and making recommendation for possible approval to NJPA Board of
Directors.
23 of 47
7.7 proposer#s Responses received after the deadline for submission will be invalid and returned to the
Potential Proposer unopened.
7.8 n essential part of the proposal evaluation process is are evaluation to q l i the Proposer being
considered. All proposals must contain answers or responses to the information guested in the proposal
forms.AnyProposer failing to provide therequired documentation may be considered non -responsive.
7.9 Deviations or exceptions stipulated in roposer's Response may result in the proposal being classified
as non responsive.
7.10 To qualify for evaluation, a proposal must 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 terns and conditions in the solicitation to be considered responsive.
7.11 The Proposal Review Committee shall adlize the following criteria to evaluate all proposals
received. Items 1-4 constitute the test for "Level one espons +enem" and ,are determined on the
proposal opening date. "Level 211 responsiveness is determined through the evaluation of the
remaining, items listed below. These items are not arrange in order of Importance and each item
may encompass multiple areas of Information re4uested.
1. The proposal response is received prior to the deadline for submission.
The proposal package was properly addressed and Jidentifted.
3 Ilie proposal response contains the required proposed secunity.
4. The proposal response contains original signatures on all documents requiring Such.
5* Certifi.cate of Insurance as required. herein..
6. response's conformance to terms and conditions as described in the solicitation including
docurnentat�
ton.
7. Possesses quallifications as a responding Proposer that treets or exceeds those set within the
solicitation.
S. Information from references and past performance. infonnation including pmt member
approval
. Demonstrates that they offer the most current industry standard products/services and/or
services.
10. Demonstrates financial stability and a favorable banking tine off'credit.
1, Demonstrates their productsiserviees and/or services proposed meet and/or exceed industry
standards accepted by educational or governmental institutions
12, Has demonstrated n arlcet place success and their past performance exhibit an. acceptable
reputation.
13. Demonstrates the company possesses the background, knowledge, capacity, and ability to sell,
deliver, and support products/services offered to Members.
14. Has provided documentation defining, outlining and describing their concept of a national
marketing program they will be implementing to facilitate and coordinate thecooperative
activities required by an awarded Contract.
154 Has provided all of the required and applicable documentation required i.e. proposed: security,
insurance certificates, licenses, and/or registration certificates required to do business
nationally.
16. dine -Item Pricing, in approved excel format, listing of all of the proposed productslservices and
warranty provisions with their associated units of costs.
174 Core List selection of products/services in Line -Item pricing format
18. Hot. List Pricing products/services in a Line -Item. Pricing format (were, applicable),
19. Contract Pricing submitted as requested to include core list or products/services, Line -Item
Pricing and/or Percentage Discount from published govled. price list or Catalog.
24 of 47
-t. ISA I A I t A I I C R
7.12 If a manufacturer or supplier chooses not to produce or supply goods and services to meet the scope
r# 1L-.
of this RFP, such action will be considered sufficient cause to reduce evaluation points.
Consideration will be given in the award based on the completion and degree of information
provided regarding available products, equipment, and accessories, as well as, applicable parts of the
rovi I
Proposer Information and Questionnaire.
' The fact a manufacturer or supplier chooses not to produce or provide equipment products or
services to meet the intent and scope of this RFP will not be considered sufficient cause to adjudge this
RFP as restrictive.
L.L5 The Proposer is required to have extensive knowledge and at least three (3) years experience.with the
related activities surrounding the selling of the equipment, service or related products offered.
7.16 NJPA reserves the right to accept or reject newly formed companies solely based on information
provided in the proposal and/or its own investigation of the company.
Consideration will be given in the proposal evaluation based upon the selection, variety,,
technological advances, and demonstrated. quality of products submitted, technological advances, and
pricing. The ability of the Proposer to communicate the value of these factors and to demonstrate how the
depth and breadth of their product and service offerings provide NJPA and NJPA Members with a sole
source of responsibility within the scope of this RFP will be positively reviewed.
Colmident tion will also 1.v given to proposals demonstrating technological advances, provide
increased efficiencies, expanded service and other related improvements. beyond today's NJPA mcmber"s
needs and applicable standards. -
7.19 Strong consideration will be given to a mposer's past performance, distribution model, and the
demonstration their ability to effectively market and service NJPA Membership nationally.
7.20 Strong consideration will be given to the best price as it relates to the quality of the product. and
service, However, price is ultimately one of the factors taken into consideration in evaluation and award.
Evaluation of a Proposer's Responses will take into consideration as a mininium response but not
necessarily limited to the following:
I Adberence to all requirements of this RFP as defined by industry standards.
6.4
2. Prior knowledge of and experience with a Proposer in terms of past performance and market
place success.
3. Capability of meeting or exceeding current and future needs or requirements of JPA and
NJPA Mem bers.
4. Evaluation of Proposer"s ability to market to and provide service to all NJPA Members
nationally.
5. Financial condition of the Proposer.
6. Nature and extent of company data fumished in Proposer's Response.
7. 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.
11. History of meeting shipping and delivery expectations of contracted products/ servic
es.
fees.
12. Technology advancements and related provisions.
13. Ability to market and promote the Contract within current business practices.
14-9 iilingness to develop and enter into NJPA Contract and business relations.
25 of 47
l 5. Favorable bond gating and applicable industry standard licensing ability.
16. Past market place successes and brand recognition.
17. Demonstrated warranty and product/service responsibility.
7 he proposers ability to follow the proposal preparation instructions set forth in this solicitation
will also be considered to be an indicator of the :'Proposer's ability to follow other future instructions
shouldthey receive an award as a result of this solicitation. Any Contract between NJPA and a Proposer
requires the delivery of information and data. The quality of organization and writing reflected in the
proposal will be considered an indication of the quality of organisation and writing which would b
prevalent if a Contract was awarded. As a result, the proposal will be evaluated as a sample of data
submission.
, 7.23 A proposal must havebeen submitted on time and materially satisfy all mandatory requirements
identified in this documen€;
NJPA reserves the right to reject the Proposer's Response of the apparent successful proposer where
the available evidence or infomation does not exhibit the ability or intuit to satisfy NJPA that the
potential 'vendor is unable to properly carry out the terms of this RFP and potential Contract.
7.25 NJPA shall reserve the right to reject any or all proposals. NIPA also reserves the right to reject a
proposal not accompanied 'b by required bid security, other data required by this RFP, or if a Proposer's
Response is incomplete or irregular. The. NJPA shall reject all proposals where there has been collusion
among the Proposers.
Overall. Evaluation (FOR G) - The NJPA Proposal ,review Committee will evaluate proposal
received based on a 1 000 point evaluation system. The Committee will establish both the evaltiatinn
cr te�rla and designate the, relative itriportanc a of those criteria %,v assigning possible scores for each
categor�.
7 27 Bonus Evaluation Points- Roiws evaluation points may be awarded by the NJPA Proposal Review
Committee based on criteria identified as being both "optional" and "having additions value' �
SC
Cost evaluation niay be usedd to make a best val Eye determination. NJPA reserves the right to use this
Process in the event the evaluation committee feels it is necessary to make a final determination
This process will be based on a point system with points being awarded for being low to high Proposer
for each cost evaluation item selected. A "Market Basket" of identical (or substantxatly solar
products/services shall be selected by the NJPA proposal Review Committee and the unit east will be
used as a basis for determining the point value The "Market Basket:" will be selected by NJPA from all
product categories as determined appropriate by NJPA. The low priced proposer Will receive the full
point value and all other Proposers will receive ports as follows: lowest price Proposal = 5 (where there
are five proposers), and. inferior proposals � 4, 3, 2, t paints each. The Total Score for each. proposer will
be the sum of all points earned. The result of this process shall not be the sole determination for award.
730 NJPA reserves the right to request and test products/services and/or 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
u6 of 47
A V1 kl A I I N 1
7.31 Past performance information 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. Ultimately, Past Performance Information can be defined as the Proposer's
businesslike concern for the interests of the NJPA Member.
NJ A 1 1111,
7.32 NJPA reserves the right to waive any minor formalities or irregularities ire n any proposal and to accept
proposals, which, in its discretion and according to the law, may be in the best interest of its members.
&I Purchase Order- Purchase Orders for goods and services may be executed between NJPA or NJPA
Members (Pumhaser) 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 #XXXXXX." A Purchase Order is
an offer to purchase goods and services at specified prices by NJPA or NJPA Members pursuant to a
Contractresulting from this RFP. Purchase Order flow and procedure will be developed jointly between
NJPA and an A%Ym-ded Vendor after an au;W is made.
8.2, Governing f.,QrW_ Purchase Orders,
as identifted above, shall be construed in accordance -%,ith, and
governed by, the laws of a competent with respect to the purchaser. Each and every provision
of law and clause required by 1mv to be included in the Purchase Order .:hall be. read and enforced as
though "t were included. If through m*stake or otherwise any such provision is not i
I I I "r I included, or is not
currently included, then upon application of either part the Contract shall be physically amended to make
such inclusion or correction. 1 e venue for any litigation arising out of disputes related to Purchase
Order(s) shall be a court of competent jurisdiction to the Purchaser.
.8.3 Additional Terms and. Conditions- Additional terms and conditions to a Purchase Order may be
proposed by NJPA., NJPA Members, or Vendors. Acceptance of these additional terms and conditions is
OPTIONAL to all parties to the Purchase Order, The purpose of these addifional terms and conditions is
to, among otlier things; formerly introduce job or Ind ustr y specific requirements of law such as prevailing
wage leg:is 1. iation. Additional terms and conditions can include specific local policy requirements and
standard business practices of the issuing Member. Said additional terms and conditions shall not interfere
with the general purpose and intent of this RFP.
8-4 Asset Management Contraeft: Asset Management type contracts can be initiated pursuant to a
Contract resulting from this RFP at any time during the term of said Contract. The establishment of such
Asset Management Contracts cannot exceed the authorized term of a Contract resulting from this RFP;
however the Asset Management Contract term may extend beyond the maturity date of a Contract
resulting from this RFP.
Specialized Service Requirements- In the event service requirements or specialized perfomance
requirements such as e-commerce specifications, specialized delivery requirements, or other
specincations and requirements not addressed in the Contract resulting from this RFP, NJPA Member and
Vendor may enter into a separate, stand alone agreement, apart from a Contract resulting from this RFP.
Any proposed service requirements or specialized performance requirements require -pre-approval by
Vendor. Any separate agreement developed to address these specialized service or performance
requirements is exclusively between the NJPA Member and Vendor. NJPA, its agents, Members and
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employees shall not be made party to any claim for breach of such agreement. Product sourcing is not
considered a service. NJPA Members will need to conduct procurements for any specialized services not
identified in this Contract.
9.6 Performance Bond- At the request of the member, a Vendor will provide all performance bonds
typically and customarily wired in their industry. These bonds will be issued pursuant: to the
requirements of Purchase Orders for goods and slices. If a purchase order is cancelled for lack of a
rewired performance bond, it shall be the recommendation of NJPA that pending Purchase Girders with
all NJPA: Members be considered for cancellation:. Each member has the final decision on Purchase
Order continuation. ANY PERFORMANCE BONDING REQUIRED BY THE MEMBER O
CUSTOMER STATE LAWS OR LOCAL POLICY IS MUTUALLY AGREED UPON AND
SECURED BET E N THE VENDOR AND THE CUSTOMER/MEMBER.
7 A Potential NJPA Member is generally stated as any unit of government, education, or non-profit
organization nationwide (and with possible international distribution). A properly executed Membership
creates the necessary "'Paper Trail" connection between the Member and NJPA. Membership in NJPA is
required to participate in any NJPA contract. Any Member of NJPA who is in compliance with: the terms
and conditions of membership shall have the caption and freedom to mess any of the procurement
contracts of NJPA*
8 Awarded Vendors must agree to facilitate In the NJPA Membership process as part of connecting
NJPA members to NJPA contracts. Potential NJPA. Members may request membership with NJPA
through the following methods:
* Potential members can complete their membership through on-line sub imion or through a
Printable form available on-line at t jipaeoop.org.
* Potential Members may also submit proposed membersh`p documentation wl� +cl) con). Ies with,
their State and :local ,bows, rules and regulations for NJP ► re tie .
8.9 As pare of the Contract award, It is the responsibility of the Vendor to facilitate the membership
process.
80-10 It is agreed the completion. of a Member Sign-up form expressing the Qualifying Member's decision
to participate under a Contract resulting from this RFP, signifies the NJPA ember's acceptance of a
Contract resulting fro this RFP, and all its specifications, terns and, conditions therein.
„ 1 A report of the total gross dollar volume of all products/services purchased by NJPA Members as it
applies to this RFP and Contract will be provided quarterly to NJPA. The form and content of this
reporting will be developed by NJPA in cooperation with the Vendor to include, but not limited to, name
and address of purchasing agency, amount of purchase, and a description of the items purchased.
a:
12 During the Term, Vendor will, upon not less an fourteen (14) business nays' prior written request,
make avalViable to NJPA no more than one per calendar year, at Vendor's corporate offices, during
normal business hours, the invoice reports and/or invoice documents from Vendor pertaining to all
invoices sent by Vendor and payments made *by NJPA members for all products/services purchased under
this Contract. 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 auditors which. approval shall not
be 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 auditor's. fees. The parties will make every reasonable effort to
fairly and equitably resolve discrepancies to the satisfaction of both parti . Vendor agrees that the NJPA
28 of 47
may audit their records with a reasonable notice to establish total compliance and to verify prices charged
hereunder of the Contract are being, met. Vendor agrees to provide verifiable documentation and tracking
in a timely manner.
,1 Hub Partner: when Applicable, NJPA Members may, from time to time, request. a Vendor
resulting from this R.PP to serve then through a "Hub partner' for the purposes of complying with a Law,
Regulation, or Rule to which the individual 'NJ'PA Member deems to be applicable in their jurisdiction.
An. Awarded Vendor resulting from this RFP may reject such a request provided they provide written
notice of that rejection,
Bob Partner :fees: Pees, costs, or expenses levied upon the NJPA Member OR the Vendor for the
services provided by the Hub Partner in the transaction provide that:
gThe NJPA Member be notified by the Vendor that additional charges may apply; and
1..14.2 The Vendor document the transaction to be "`Executed for the Benefit of[NJPA member
Name]" on the face of all transactional and warranty documentation.
Where Appropriate,. the valve in US Dollars, of 'Trade-ins will be negotiated between NJPA or an
NJPA ember, and an Awarded Vendor. That identified value shall credited :in full against
l
the NJPA purchase price identified in a purchase order issued pursuant to any Awarded NJPA
procurement contract. The full value of the trade-in %411 be consideration to that purchase order.
8.16 Vendor shall immediately notify NIPA members upon receipt of order(s) when an out -of -stock
occurs. Vendor shall inform the NJPA member regarding the anticipated (late of availability for the out-
of- stock items), and may suggest equivalent substitute(s).
The ordering organization shall have the option of accepting the suggested equivalent
substitute, or canceling the item from the order.
Cinder no cimurnstance is proposer permitted to snake unauthorized substitutions.
Unfilled or substituted item(s) shall be indicated on: the packing list.
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, the NJPA will 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 material that does not meet reasonable quality standards and is not
remedied under the warranty;
The Vendor fails to ship the products or provide the services within a reasonable amount of
time,
NJP.A has reason to believe the Vendor will not or cannot performm to the requirements 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; and/or,
« 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 faits to report quarterly sales volume,
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The "vendor fails to actively market this Contract within the guidelines provided in this PLFP and
the expe+ctat'ons of NJPA.
Each party shall follow the below procedure if the Contract is to be terminated for violations or
non-performance issues
Step 1: Issue a warning letter outlining, the violations and/or non-performance and state the ler th of
time (10 days) to provide a response and correct the problem(s) ifreasonably possible in such time
frame.
Step .2. Issue a letter of intent to cancel Contract, if the problem(s) i:s not resolved within fifty (50
days.
Step 1: Issue letter to cancel Contract fbr cause.
Ripon receipt of the written notice of concern, the Vendor shall have ten (l o) 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.
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 mmediately 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,
N1 JPA 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. Prior to commencing
services under this Contract, the Proposers endor must furnish NJPA certification from insurer(s)'
proving le el of coverage usual and customary to the specific industry. The cov ra e is to be maintained
vi full eft'ect during the. C'optract: period. Vendor must be. W111 1 to provide., upon request.., ce rication of
� g p P ,
insurance to any NJPA member or member using this Contract.
8.22 Either pang msy execute Contract. termination without cause with a required - day written notice of
termination. Termination of Contract shall not. relieve either party of financial, product or service
obligations incur -red or accrued prior to termination.
g NJPA may cancel any Contract resulting from this solicitation without any further obligation if any
N.FPA employee signi ticantly 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 she notice wen. A terminated Contract shall not relieve either partyof financial,product
or service obligations due to participating member or NJPA
„ Events of Automatic termination to include.
Vendor's or NJPA's voluntary or involuntary bankruptcy or insolvency
* Vendor's failure to remedy a material breach of a Contract resulting from this RFP within
sixty (60) days of receipt of notice from NJPA specifying in reasonable detail the nature of
such breach; and/or,
�► Receipt of written information from any authorized agency finding activities of Vendors
engaged in pursuant to a Contract resulting from this RFP to be in violation of thelaw,
91 As a policy, NJPA shall advertise this solicitation l fdr two consecutive weeks in both the print and
on-line editions of the M.IN `EAPOLI TA ' ` l t +l it shall be placed on a. national moire service
30 of 47
'by the MIrN. APO tS STAR TRI3) it shall be posted on rJPA's website, 4) it shall be posted to
the NJPA website and "Noticetobidders.corn," and 5) it shall be posted to other third -party websites
deemed appropriate by NJPA. tither third party advertisers may include Onvia and Bidsync.
2.2, Proposer endor shall not advertise or publish information concerning this Contract prior to the
award being announced by the NJPA. Once the award is made, a 'vendor is expected to advertise the
awarded. Contract to both cunt and potential NJPA Members.
9.3 NJPA Compliance with Minnesota P cu cement Law: Contracts awarded through NJPA are
intcnded to rneet the procurement laws of all sues and NJPA will exhaustall avenues to comply with as
many state tags as possible. It is the responsibility of each participating NJPA member to insure to their
satisfaction that these laws are satisfied. An individual NJPA member using these contracts is deemed by
their own accord to be in compliance with proposal regulations. NJPA encourages the ;awarded Vendor to
assist NJPA and the NJPA member in this research to the benefit of all involved.
2d Governing ,haw: All applicable portions of the Minnesota Uniform Commercial Code and all other
applicable Minnesota .laws shall govern contracts with the rational Joint Powers Alliancet. Any claims
pertaining to this RPP and any resulting Contract that develop between NIPA and any other party must be
brought forth only in courts in Todd County in the State of Minnesota.
9.5 'vendor Compliance with aPPlieable bcw.o Vendor(s) shall comply with all federal, state, or local
laws applicable to or pertaining to the sale of the products/sety- ices resulting from this RFR, Ali such
laws, whether or not herein contained, shall be included by this reference. * It shall be Proposer's/Vendor's
responsibility to dotermine the applicability and rquirements of any such laws and to abide by then.
9 Indemnity* -each party agrees it will be. responsible for its own acts and the result thereof to the extent
authorized by law and shall not be responsible for the acts of the other party and the results thereof,
rJPA's liability shall be governed by the provisions of the Minnesota Tart Clams Act, Minnesota
Statutes, Section §3.730', and other applicable law.
2..7 Prevailing wage: It shall be the responsibility of the Vendor to comply, when applicable, with
prey piling wage legislation in effect in the, jurisdiction of the purchaser (NJPA or NJPA ember). It shall
be the responsibility of the Vendor to monitor~ the prevailing wage rates as established by the appropriate
department of labor for any increase in rates during the terin of this Contact and adjust wage rates
accordingly.
9.8 Patent and Copyright infringement: If an article sold and defivered to NJPA or NJPA Members
hereunder shall be protected by any applicable patent or copyright, the Vendor agrees to indemnify and
save harmless NJPA and NJPA Members against any and all suits, claims, judgments, and costs instituted
or recovered against it by any person whosoever on account of the use or sale of such articles by NJPA or
NJPA Members in violation or right under such patent or copyright.
9 No right or interest in this Contract shall be assigned or transferred by the Proposer/Vender without
prior written permission by the NJPA. No delegation of any duty of the Proposer/Vendor shall be made
without prior written permission of the NJPA. The NJPA shall notify the members within fifteen (15)
days of receipt of written notice by the Vender. After issuance the awardedContract may be reassigned
to a comparable Vendor at the discretion of NJPA.
31 of47
If the original ''vendor sells or transfers all assets or the entire portion of the assets used to perform
this Contract, a successor in interest must guarantee to perform all obligations under this Contract. NJPA
reserves the right to reject the acquiring person or entity as a Vendor. A simple change of name
agreement Will not change the contractual obligations of the Vendor,
1
911 NJPA will not Maintain or communicate to a proposers list. All interested proposers must respond to
the solicitation as a result of one of the methods of proposal advertisements listed above. Because of the
scope of the potential Members and national Vendors, NJPA has detemined this to be the best method of
fairly soliciting proposals.
NN
The captions, illustrations, headings, and subheadings in this solicitation are for convenience and
ease of understanding and in no way define or limit the scope or intent of this request.
f a proposer wishes to withhold any part of its proposal from public inspection, then a statelvent
advising the NJPA of this, fact shall accompany the submission. NJPA shall 'review the statement to
determine whether the information shall be withheld., If NJPA determines to disclose the information, the
Executive Director of NJPA shall inform the Proposer, in writing, o f such determination prior to award of
Contract to Proposer.
9.14 Proposer agrees to abide by al applicable STATE and Fl UIERA tames and regWations including
HIPPA conceming the handling at -ad discio►sure of private and confidentlial ihfor ► atioo regarding
individuals, Proposer agrees to hold NRA harmless from its, unlawful (1*11% iosu re and/or Erse dt"
privatelcontidential information.
The Contract, as defined herein, shall constitute the entire understanding between the parties to that
Contract.
Contract resulting from this RFP is formed when the NJPA Board of Directors approves and signs
the applicable Accciotange,and Awardf orni document (see Form i ).
9 FAcept for payments of suns due, neither party shall be liable to the other nor deemed in default
under this Contract if and to the extent that such party's performance of this Contract is prevented due to
forte majeure. The term "force aieure" means an occurrence that is beyond the control of the paw
affected and occurs without its fault or negligence including, but not limited to, the following: 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, famine, sink holes, avalanches, lockouts, injunctions -
intervention -acts, terrorist events or failures or refusals to act by government authority and/or other
similar occurrences where such party is unable to prevent by exercising reasonable diligence. The force
majeure shall be deemed to commence when the party declaring force majeure notifies the other " of
the existence of the force maj'eure and: shall be deemed to continue as long as the results or effects of the
force majeure prevent the party from resuming performance in accordance with a- Contract resulting from
this RFP. Force majeureshall not include late deliveries of products/services caused by congestion at a
32 of 47
ma..nufacturer's plant or elsewhere, an oversold condition of the rnarket, inefficiencies, or other similar
occurrences. if either party is delayed at any time by force :majeure, then the delayed party shall notify
the other party of such delay within forty-eight (48) hours.
9I NJPA may cancel this Contract by written notice if it is found that gratuities, in the fom of
entertainment, gifts or otherwise, were offered or given by the Proposer(Vendor or any agent or
representative of the Proposer/Vendor, to any employee of the NJPA are deemed to be excessive with a
view toward securing a contract or with respect to the performance of this contract.
9 Proper M aterial Safety Data Sheets (MSDS), in compliance with SHA's Hazard Communication
Standard, must be provided by the Vendor to NJPA or'NJPA Member at the time of purchase.
9..22 All claims and controversies between NJPA and Vender shall be subject to the laws of the State of
IN41'iinesota and are to be resolved in Todd County, klimiesota, the county in which NJPA. is domiciled.
9 Proposer/Vendor shall maintain a current status on all required federal, state, and local licenses,
bonds and permits required for the operation of the business conducted by the Proposer'Vendor.
All responding Proposers must be iicensed (where required) and have the authority to sell kind
distribute offered products/serviccs to 14JPA. and N.IP.A Members in all states. Documentation of said
lic.onses and antborities, if applicable, is requested.
11:411"RS NJ)
9023 The apparent successful Vendor shall be required to supply the names and addresses of sourcing
suppliers and sub -contractors when requested.
24 Awarded Vendors under this RFP will be the sole source of responsibility for transactions
originating that award. The Awarded Vendor is solely responsible for products/services and services
provided by third party sourcing or service providers.
y:''k, Y1
99 No failure of either party to exercise any power given to it hereunder, not to insistence upon strict.
compliance by the other party with its obligations hereunder, and no custom or practice of the parties at
variance with the terms hereof, nor any -payment under a Contract resulting from this RFP shall constitute
a waiver of either party's right to demand exact compliance with the tens hereof. Failure by NJPA to
take action or asset: any right hereunder shall not be deemed as waiver of such right.
9. Protests shall be fled with the NJPA's Executive Director and shall be resolved in accordance with
appropriate state statutes of Minnesota. A protest must be in writing and filed with NJPA. A protest of
an award or proposed award roust be riled within ten. (10) days after -the public notice or announcement of
the award. 'No protest shall lie for a claim that the selected Proposer is not a responsible Proposer. A
protest must include:
33 of 47
I - The name, address and telephone number of the protester;
2. The original sibanature of the protester or its representative,:
3. Identification of the solicitation by RFP number,
4. A detailed statement of the legal and factual grounds of protest including copies of any
relevant documents; and, the proposal form of relief sought.
I � Y\.; S -1 1 %t, I I I 1- 14 Y I . � Xr,"
Proposer/Vendor agrees in the perfomance of a Contract resulting from this RFP, it has complied
with or will comply with all applicable statutes, laws, regulations, and orders ofthe [Jnited States and any
State thereof.
9.4 All proposals submitted to this invitation shall become the property of the NJPA and will become a
matter of public record and available -for review subsequent to the award notification. Proposals may be
viewed by apPO intment at the NJPA offices Monday through Friday from 8:30 a.m. to 3:30 p.m.
11
%IhcneVer one party to this Contract has reasonto question the other party's 'Intent to perform, helshe
may 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 Contme provided,
however, in order to be effective, any such demand shall be addressed to the authorized siper for the
party from whom the assumnee is being sought, -and sent via U.S. Postal Service, certified maj), return
receipt requested wr national overnight ddiveiy: servier-kith proof of deNety.
If within fhe past five (5) years., any firm., busimess,, person or PruV.)scr submitting a proposal has
been lawfully precluded from participating in any public procurement activity with a federal., state or local
governme-M, the Prolx)sier 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, the duration of the suspension
or deban-nent and the relevant circumstances relating tothe suspension or debarment. Any failure to
supply such a letter or to disclose pertinent info ngnat ion may resultinthe canceflation of any Contract. By
signing the proposal affirdavit, the Proposer certifies that no current suspension or debarment exists.
1.1 * I *S ('Ir" I � 111 1- 1 CA I I M i\ N R I
If Proposer is not domiciled in Minnesota and has NOT on any single working day in the past year,
employed more than 40 employees in the State of Minnesota, Proposer must provide a statement to that
effect.
If Proposer is not domiciled in Minnesota and has on any single working day in the past year,
employed more than 40 employees in the State of Minnesota, Proposer must document their application
for a Human Rights Certificate issued by theNnnesota. Commissioner of Human Rights. Proposer must
also document receipt by the Minnesota. Commissioner of Human Rights of that application and the
Proposees affirmative action plan for the employment of minority persons, women, and qualified
disabled 'Individuals.
If Proposer is domiciled in Minnesota and has on any single -working day in the past year, employed
more than 40 employees in the State of Minnesota, Proposer must provide a copy of their "Certificate of
Compliance" from theCommissiones of the Minnesota Department of Human Rights,
34 of 47
,,, 34 In the event that any of the terms of a Contract resulting from this RFP' are in conflict with any rule,
law, statutory provision or are otherwise unenforceable under the laws or regulations of any government
or subdivision thereof, such terms shall be deemed stricken from a Contract resulting from this RFR, but
such invalidity or unenforceability shall not invalidate any of the ether terms of a Contract resulting from
this R.F P.
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- ogent, or :any other relationship. Except as provide elsewhere in this RFP,
neither party may be held liable for acts of omission or commiPssion of the other party and neither party is
authorised or has the power to obligate the other party by contract, agreement, warranty, representation or
otherwise in miy manner whatsoever except as may be expressly provided herein..
35 of47
PROPOSER QUESTIONNAIRE
Form A
Proposer Name:
Questionnaire completed by:
Please provide an answer to all questions below and address all requests made in this RFP. Please use the Microsoft Word
document version of this questionnaire to respond to the questions contained herein. Please provide your answer to each
question indented below the question. Please supply any applicable supporting information and documentation you feel
appropriate in addition to answers entered to the Word document. Please place your proposal response in a three -ringed
binder tabbed as indicated below. Two complete copies are required. All information must be typed, organized, and easily
understood by evaluators. Please limit your answer and documentation as they directly relate to this RFP.
INSIDE FRONT COVER (pocket or 3-ringed binder sleeve)
• Original executed forms D, E, H & I.
• Electronic submission of proposal (CD).
• Bid Security (or Cashier's Check)
• Certificate of Insurance
Please insert a table of contents
Tab 1: Company Information
1) Provide the full legal name, address, and telephone number for your business.
2) Provide contact information for the Frimm contact person, from your business relating to this RFP. (Form B)
3) Provide a brief history of your company thatincludes its goals and philosophy.
4) Provide profiles and an organizational chart for ley sales and marketing executives of your company that will oversee
the jimplementation and operation of a Contract resulting from this RFP.
5) How long has your company has been in the PUBLIC UTILITY VEHICLES AND/OR SERVICES, APARATUS,
EQUIPMENT AND/OR ACCESSPRIES, indusuy`1
6) Is your organization best described as a manufacturer or a distributor/dealer/re-seller for a manufacturer of the
products and services being proposed?
a) If the Proposer is best described as a re -seller, manufacturer aggregate, or distributor, please provide evidence of
your authorization as a dealer/re-seller/manufacturer aggregate for the manufacturer of the products you are
proposing.
b) If the Proposer is best described as a manufacturer, please describe your relationship with your sales/service force
and/or Dealer Network in delivering the products and services proposed. Are these people your employees, or the
employees of a third party?
7) For public companies, provide your most recent annual report to shareholders.
8) For private companies, provide your most recent year-end financial statements, your bond rating, and/or a credit
reference from your bank.
Tab 2: Industry -Marketplace Successes
9) Dist and document recent industry awards and recognition.
10) Supply three references/testimonials from customers similar to NJPA Members. Please include the customer's name,
contact, and phone number.
11) Provide names and addresses of the top five (5) governmental or education customers and dollar volumes from the
past year.
12) Provide documentation indicating the total dollar volume for each of your sales to government, education, and non-
profit agencies for the last three (3) fiscal years.
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Tab 3: Proposer's ability to sell and service nationwide.
13) Please describe your sales force in terms of numbers, geographic dispersion, and the proportion of their attention
focused on the sale of the products/services contemplated in this RFP? a) Are these individuals your employees, or
are they employees of a third party?
14) Please describe your service force in terms of numbers, geographic dispersion, and the proportion of their attention
focused on the sale of the products/services contemplated in this RFP? a) Are these individuals your employees, or are
they employees of a third party?
15) Describe in detail your customer service program regarding process and procedure. Please include, where
appropriate, response time commitments.
l 6) Identify any geographic areas or NJPA market segments of the United States you will NOT be serving through the
proposed contract.
17) Identify any of NJPA Member segments you will NOT be serving? (Government, Education, Non-profit)
Tab 4: Marketing Plan
18) Describe your training program for both greet -the -public and sales management levels relating to a NJPA award.
19) Describe your general marketing program strategy to promote the proposed Contract nationally,
20) Describe your marketing material, and overall marketing ability, relating to promoting this type of partnership and
contract opportunity. As much as possible, please send marketing materials in electronic format only to save paper.
21) Describe your use of technology and the internet to provide marketing and product awareness.
22) Describe your perception of NJPA's role in marketing the partnership and your products/services.
23) Describe the unique quality of the products/services in your proposal in relationship to others available in the market.
Tab 5: Value Added Attributes
24) Describe any tri airing programs available as options for members.
25) Describe technological advances your proposal productsiservices otf'er.
26) Dcscribe your "Green" program as it relates to your company, yotsor products, and your re -cycling program, including a
list of all green products accompanied by the certifying agency for each.
27) Describe any 'Women or Minority Business Entity (WMBE) or Small Business Entity (SBE) accreditations of your
organization directly involved in a Contract resulting from this RFP.
28) Identify any other unique or custom value added attributes.
29) Identify any service contract options included in the proposed price, or offered as a proposed option# for the products
or services being offered.
30) Identify your ability and willingness to service Canada specifically and internationally in general.
31) Describe any unique distribution method employed in your proposal.
Tab 6: Payment Terms and Financing Options
32) Identify your payment terms. (Net 30, etc.)
33) Identify any applicable leasing or other financing options as defined herein.
34) 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).
Tab 7: Warranty
35) Describe, in detail, your Warranty Program including conditions to qualify, claims procedure, and overall structure.
36) Do all warranties cover all material and labor?
37) Do warranties impose usage limit restrictions?
38) Do warranties cover the technicians travel time to perform warranty repairs?
39) Please list any other limitations or circumstances that would not be covered under your warranty.
40) Please list any geographic regions of the United States for which you cannot provide a certified technician to perform
warranty repairs. How do NJPA Members in these regions receive warranty work?
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Tab 8: other Cooperative Procurement Contracts Held
41) Identify all cooperative governmental procurement contracts which are marketed in more than one state held or
utilized by the Proposer.
42) Identify all government or state procurement contracts held or utilized by the Proposer with any State of the United
States.
43) Identify any GSA Contracts held or utilized by the Proposer.
44) If you are awarded the NJPA contract, are there any market segments (e.g., higher education, county governments,
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.
Tab 9: Products/Services and Pricing
45) Provide a general narrative description of the products/services and services you are offering in your proposal.
46) Provide a general narrative description of your pricing model identifying how the model works (line item and/or
percentage discount).
47) Propose a strategy, process, and specific method of facilitating "Sourced Goods" solution as defined herein.
48) Provide an overall statement of method of pricing for individual line items, catalogs and category pricing with regard
to all products/services and being proposed. Provide a SKU number for each item being proposed.
49) Provide a "CORE LIST" of products/services (as anticipated and defined by Proposer to meet or exceed the NJPA
members needs) as a separate and named spreadsheet. Include special pricing, if any, on these items.
50) Provide, if any, your volume abate programs
51) 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 items are payable and their relationship to Proposer.
52) As an important part of the evaluation of your offer, you trust indicate the level of pricing you are offering.
Prices offered in this proposal are:
a. The same as typically offered to an individual municipalit i or school district.
_ b. The same as typically offered to cooperative procurement organizations or state purchasing
departments.
c. Better than typically offered to cooperative procurement organizations or state purchasing
departments.
(Your proposal will be considered "Non -Responsive" if this question is not answered)
53) Do you offer quantity or volume discounts? - YES NO outline guidelines and program.
54) Describe your shipping, exchange and return program(s) and policy(s). Also specifically identify those programs as
they relate to Alaska and Hawaii.
55) Identify the Proposer's proposal for an administrative fee payable to NJPA for facilitation and promotion of the
Contract opportunity invited here. This fee should be calculated as a percentage of Contract sales.
Authorized Signature (Same signature as on Proposal Affidavit Signature and Acceptance Form)
38 of 47
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 RFPs) and sales staff (those who contact NJPA
Members) that result in communication problems. Due to this fact, provide the names of your key sales people, phone
numbers, and geographic territories for which they are responsible
COMPANY PERSONNEL CONTACTS
Contract Manager:
Email: Phone:
Nwme:
Title:
E-mail:
Phone:
Nance:
Title:
Email:
Phone:
Name:
Title:
Email:
Phone:
Name:
Title:
Email:
Phone:
Name: Title:
Email: Phone:
Name:
Email:
Title:
Phone:
39 of 47
n X i:.f L.ter ' a s t:s 1 ... 4 � •` " ¢. A
In accordance with accepted standards of competitive sealed proposal awards as set forth in the Minnesota Procurement
Code, competitive sealed proposals/awards will be made to responsible Proposers ease proposals are determined in
writing to be responsive and also be the most advantageous to dPA and its NJPA Members. To qualify for the final
evaluation, a Proposer must have been deemed responsive as a reset of the criteria set for"ProposerResponsiveness." A
proposal must have been submitted an time and materially satisfy y :all mandatory requirements identified in this document.
va:l cation -for.-
For the proposed SubjectEUBLIC....U�TILITYNEHICLES.. OR SERVI AP'A.RAT IPMENTI
AM/L)RACCESSERIJES,
The evaluation criteria for this solicitation, not arranged in order ofimportance:
Available Points Points Awarded
Conibrmance to terms and conditions to include
documentation
Pricing 400
Industry and Marketplace Successes .25
Bidder's Ability to Sell and SerAce Contract Nationally 100
Bidder's Marketino Plan 75
Value Add Attributes 7
in ibin Payment Terms and Financing Options 26
Warranty C"r ges and-Infopormation. At 5
Selection and Variety of Products and SetmAces Of%=' 00
Total Pointy
Bonus points awarded tor:
Bidders "Green" characteristics
.r.�.ra+wwwpy�«.._. �r�r.r.rr.^+w»wer+�a+rwc;rw�wr�+!+wire��.+!.ieamwex�-w«��.,.•.v�,au+w.�wvw., :.;,t.r�..�+�.
wrall Evaluation Points
Proposed
1000
1050
Reviewed by its
Its
W
A
wwww~ -00 .00...w«�i,.�wnwFws.�ww
A
EXCEPTIONS TO PROPOSAL, TERMS, CONDITIONS
AND SPECIFICATIONS REQUEST
Form C
Company Name:
Responding Name: _ Phone:
Note: This is a sample form. Actual data may be provided on disk and printed. Original must be signed and inserted in
the proposal after it is printed. Any exceptions to the Terms, Conditions, Specifications, or Proposal Forms contained
herein shall be noted in writing and included with the proposal submittal.
RFP
Page
Number Section Term, Condition, or Specification Exception
Page 41 of 47
Proposal Offering
And Acceptance and Award
RFP #0I1510
flU
C1MIL11L(ANnl
QJt SER.WCESe.&PAR&W -3 KOLIEMEN-TANR/OR ACCESS=&
P osal eri.n o tLe. coax le : Qn.ly h l er
..)
In compliance with the Request for proposal ('RFC') for PUBLIC UTILIT* VEHICLES AN IOR SERVICES,
A:PARAT S, EQUIPMENT AND/OR ACCESSPRIES, the undersigned a ants that I/we have examined this RFP and,
being familiar with all of the instructions, terns and conditions, general specifications, expectations, technical
specifications, service expectations and any special terms, do hereby offer and agree to furnish the defined
products/services and services in compliance with all terms, conditions of this RFP, any applicable amendments of this
RFP, and all Proposer's Response documentation. Proposer further understands they are the sole offeror herein and that
the performance of any sub -contractors employed by the Proposer in fulfill ent of this offer is the sole respons*ibility of
the Proposer.
Company Name: Date;
Co .pang Address
�vww1LL':K'�YY.v.:�i�,w•�,vavw+rY�:+r�.vww•M.�Ywv.+YY..W�4r-•tiF'�M.w�W�.':.=.:.w•VMF��'1�=�Aw.M�V�Y.M�+YW..wwW►.e+Ow 11_w-w.vr+��YWw�.-.wMwwNwwr�M..W'Mw.��1�.w .ww�+wH�. ww:. •M`Vw��n+•M-✓�TwwwP+.�w.MwW.rMr^Ifw".a�WV-�MMw�. !A.1M"='w�•w�Y: +�+�
City: :state. zip:
Contact Person-, 'I'ttle.
.�: w.. ..v:..,....�...__..... k�..._... ,.,.,.... ___ .p .:..� .....: '.u.:,.ash•'w.�.•:..w..:V.+wa'nu'a':::.'._v•w.•:..�w's:v,..war.:Y �rtl,w';:,v..v..•YY�'♦:..MY.rMl.wRN/rAv.wW�n✓�Mvw..�rM.+M^la+�:•n. �'mr.�a.:w
Authoriztd Signature (ink only):
Nitnc printed or typed)
ontract :Acre tan a an€ Awarda+ a co 11 d on h JEA.
--
Your proposal offering is hereby accepted and awarded. As the awarded proposer, :you are now bound to provide the
defined goods and services contained in your proposal offering according to all terms, conditions, and pr cina set forth in
this RFP, any amendments to this RFP, and the 'Proposers Response. The term of the Contact shall commence on the date
of this award and continue for four yeah AND which is subject to annual renewal at the option of both parties.
National Joint Powers Alliance (NJPA)
NJPA Authorized signature: Carr L. yte..
(Name printed or 'typed)
Title: Executive Director NJPA
Awarded this day of Contract Number # 03' 171
NJPA Authorized signature.
(Name printed or typed)
r e.
Executed this
day o
Page 42 of 47
F'orrr►
Prop0821 Affidavit Signature Page
PROPOS R#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 posses prior to the delivery of any goods and services, all applicable licenses necessary for such
delivery, and that they are authorized to ;act on behalf of, and encumber the'`Proposer" in this Contract, and
20 To the best: of nay knowledge, no Proposer or Potential Proposer, nor any person duly representing the sane, has
directly or indirectly entered into any agreement or arrangement with any other Proposers, Potential Proposers,
r
under contract with the NJPA 'in an
any official or employee of the NJPA, or any person, firm or corporation
effort to influence either the offering or noit-offering of certain prices, terms, and conditions relating to this RFP
which tends to, or does, lessen or destroy tree competition in the lettin.9 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 1, the Proposer, nor, any officer, director, partner, member or associate of the Proposer, nor any of its
employees directly involved n. obtaining; contracts with the NJPA or any subdivision of the VI RA, has been
convicted of false pr cnses, attempted false pretenses or conspiracy to commit false ptetenses, bribery, attempted.
bribed or conspiracy to bribe ender the laws of w:y state or federal govei�ent for acts or omissions after
January l , 1985, and
S. The Proposer has examined and understands the terms, conditions, scree, 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
6. if awarded a contract, the Proposer will provide the products/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 expectations and specifications request outlined in this RFP under
consideration, hereby proposes to deliver through valid service request, Purchase Orders or forms for NJPA
Members per this RFP, only new, unused and first duality products/services and services to designated NJPA
Members, and
8. The Proposer has carefully checked the accuracy of all items and listed total price per item in this proposal. In
addition, the Proposer accepts all general terms and conditions of this RFP, including all responsibilities of
P
cornmhinent and delivery of services as outlined, and
. In submitting proposal, this it is understood that the right is reserved by the NJPA to reject any or all proposals 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
o. The Proposer certifies that in performing this Contract they will comply with all applicable provisions of the
federal, state, and local lays, regulations, rules., and orders, and
l I . if Proposer has more than 40 employees in the state in which their principal place of business is located, Proposer
Page 43 of 47
hereby certifies their compliance with federal affirmative action requirements.
12. Proposer certifies they have disclosed all rebates, re-imbursements, cost reductions and any other sources of
revenue to the Proposer, or organization known to Proposer, relating to the goods and services contemplated for
procurement by NJPA and NJPA Members associated with NJPA RFP 031710.
13. Proposer certifies they will continue to disclose new sources of rebates, re-imbursements, marketing fees, cost
reductions, and any other source of revenue to the Proposer, or organization known to Proposer, relating to goods
and services contemplated for procurement by NJPA and NJPA Members associated with NJPA RFP 031710
during the term of any contract awarded pursuant to this RFP.
Company Name:
Contact Person for Questions: Phone:
(Must be individual who is responsible for filling out this Proposers Responseform)
Address:
City/State/Zip:
Telephone plumber: Fax Number:
E-mail Address:
Authorized Signature:
Authorized Name (typed):
Title:
Date:
Notarized
Subscribed and sworn to before me this
the day of
920
Notary Public in and for the County of State of
My commission expires:
Signature:
Page 44 of 47
FORM H State Of Minnesota -- Affirmative Action Certification
If your response to this solicitation is or could be in excess of $100,000, complete the information requested below to determine whether you are
subject to the Minnesota Human Rights Act (Minnesota Statutes 363A.36) certification requirement, and to provide documentation of compliance if
necessary. It is your sole responsibility to provide this information and --if required —to apply for Human Rights certification prior to the
due date and time of the proposal or proposal and to obtain Human Rights certification prior to the execution of the contract. The State of
Minnesota is under no obligation to delay proceeding with a contract until a company receives Human [tights certification BOX A — For
companies which have employed more than 40 full-time employees within Minnesota on any single working day during the previous 12 months. All
other companies proceed to BOX B.
Your response will be rejected unless your business:
has a current Certificate of Compliance issued by the Minnesota Department of Human Rights (MDHR)
—or-
has submitted an affirmative action plan to the MDHR, which the Department received prior to the date and time the responses
are due.
Check one of the following statements if you have employed more than 40 full-time employees in Minnesota on any single working day during the
previous 12 months:
13 We have a current Certificate of Compliance issued by the MDHR. Proceed to BOX C. Include a copy of your certificate with your
response.
❑ We do not have a current Certificate of Compliance. However, we submitted an Affirmative Action Plan to the MDHR for approval, which the
Department received on (date). [If the date is the same as the response due date, indicate the time your plan was
received: (time). Proceed to BOX C.
❑ We do not have a Certificate of Compliance, nor has the MDHR received an Affirmative Action Plan from our company. We acknowledge
that our response will be rejected. Proceed to BOX C. Contact the Minnesota Department of Human Rights for assistance. (See below
for contact information.)
Please note: Certificates of Compliance must be issued by the Minnesota Department of tiuman Rights. Aiiitmative Action Plans approved by the
Fedcml government, a county, or a municipality must still be rccei-nd, reviewed, and approved by the Minnesota Department of Human Right's
before a certificate can be issued.
BOX B -- For those companies not described in BOX A
Check below.
❑ We have not employed more than 40 full-time employees on any single working day in Minnesota within the previous 12 months. Proceed to
BOX C.
BOX C — For all companies
By signing this statement, you certify that the information provided is accurate and that you are authorized to sign on behalf of the responder. You
also certify that you are in compliance with federal affirmative action requirements that may apply to your company. (These requirements are
generally triggered only by participating as a prime or subcontractor on federal projects or contracts. Contractors are alerted to these requirements by
the fedcml government.)
Name of Company: Date
Authorized Signature: _ Telephone number:
Printed Name:
For assistance with this form, contact:
Minnesota Department of Human Rights, Compliance Services Section
Mail: 190 Fast Yh St., Suite 700 St. Paul, MN 55101
Web: www.humanrights.state.mn.us
TC Metro:
Fax:
Page 45 of 47
Title:
(651) 296-5663 Toll Free: 800-657-3704
(651) 296-9042 T"TY: (651) 296-1283
`9
&All. of.Minnesogta.-.—� IrrMnti ration %atILs!Cjr.(.IfIcatson
By order of the Governor's Executive Order 08-01, vendors and subcontractors MUSS`" certify compliance with the Immigration
Reform and Control Act of 1986 (8U.S.C, 1101 et seq) and certify use of the -Verifysystem established by the Department of
Homeland Security.
E-Yerify program information can be found at http.liwww.dhs.gov/xiin � ggLa qs.
If any response to a solicitation is or could be in excess of $50,000, vendors and subcontractors must certify compliance with items 1
and 2 below. to addition, prior to the delivery of the product or initiation of services vendors MUST obtain this certification from all
subcontractors who will participate in the performance of the contract. All subcontractor certifications must be kept on file with the
contract vendor and made available to the state upon request.
l . The company shown below is in compliance with the firimi ration Reform and Control Act of 1986 in relation to all
employees performing work in the United States and does not knowingly employ persons in violation of the United States
immigration laws. The company shown below will obtain this certification from all subcontractors who will participate in the
performance of this contract and maintain subcontractor certifications for inspection by the state if such inspection is requested;
and
2. By the date of the delivery of the product and/or performance of'services,, the company shown below will have IMP le ented
r well be io the process of implementingthe program for all newly hired employees in a United. States who will
pe-rfom work on behalf of the State of'Minnesota.
i certify that Ilse company shown below is in compliance with ittins, I and 2 above and that I am authorized to sign on its
hehasll',
Name of Company:
Authorized Signature-,
Printed name:
Date
"elephone-Narnb r:
irile:
If the contract vendor and/or the subcontractors are not in compliance with the Immi ration Reform and Control Act, or knowingly
employ persons in violation of the United States limmigration laws, or have. not begun or, implemented the -Venn„ ' program for all
newly hired employees in support of the contract, the state reserves the right to determine what aeon it tray take. This action could
include, but would not be limited to cancellation of the contract. andlorsuspending or debatring the contract vendor ftom state
purchasing.
For assistance with the-Verj& Program
Contact the 14ational Customer Service Center (NECSC) at 1-800-375- g (rt""1"Y 1- 00- 67-18 3 ).
For assistant with the form, contact: -
Mai I . 1 12 Administration Bldg.,So Sherburne Ave. St. Paul, MN 55155
E-mail: x♦ RIM( lam+' at nl3mss
Telephone: 651.2 'i.2600
Persons with a hearing or speech disability may contact us by dialing 711 or 1.800.6273529
Page 46 of 47
Proposal Award Recommendation(s)
for NJPA Membership Approval
The following are the recommendations of the Proposal Review Committee regarding RFP #031710 for the procurement
of
PUBLIC UTILITY VEHICLES AND/OR SERVICES, APARATUS, EQUIPMENT
AND/OR ACCESSPRIES
The Proposal Review Committee for this RFP consists of:
Chairman: Member:
Member: Member:
The findings of the Committee are as follows:
A. Proposals rejected as non -responsive and the reason for that determination:
B. Methodologies used by the committee for evaluation:
C. Proposals recommended for approval with r+easona for recommendation:
It is there, fare recomimnded by the. Proposal Review Comte Nee that a Contract be approvedfor the above Prej)oserft).
L
z
3.
4.
S.
Page 47 of 47
Addendum #030510
To that certain
RFP #031710
Issued by
The National Joint Powers Alliance QD
For the procurement of
PUBLIC UTILITY VEHICLES AND/OR SERVICES, APARATUS,
EQUIPMENT AND/OR ACCESSORIES
Please be advised the timeline for this RFP has been changed as follows:
FEBRUARY 1S, 2010 and
.February 22, 2010
April 6, 2010
April 8, 2010 1Q: 00" CST
AFM A 2010 2: 00 la. m. CCT-
• Aiblication of RFP in the. print and online
Minneapolis Star Tribune, the
NJPA website, and on the website of
Proposedno d cetoproposedders, com
Deadline for RF1' requests
• P�e-Proposal Coq erence (webcast --
conference call)
is Deadline for SubmisSSI of l'roposalrh and
Atblic Opening of ,Proposals
Please read all timelines and dates throughout the RFP to reflect the above changes,
The National Joint Powers Alliance@
It
0 r
Dated March 3, 2010
X
Addendum #040510
To that certain
RFP #031710
Issued by
The National Joint Powers Alliance@
For the procurement of
PUBLIC UTILITY VEHICLES AND/OR SERVICES, APARATUS,
EQUIPMENT AND/OR ACCESSORIES
Please be advised as follows:
NJPA has had recent contact with certain cab -and -chassis manufacturers relating to a
solicitation issued by NJPA for "Mass Transit Vehicles' and particularly cutaway busses.
All Potential Bidders are encouraged to contact the Cab -And -Chassis Manufacturers
regarding potential special pdcing for sales through an NJPA contract. Please contact
your local dealers or, with regard to GM, please contact the GM Bid Center.
The National Joint Powers Alliance@
BYA its Manager of Bids and Contracts
Dated April 5, 2010
1
A
4'
'.1V Tiruch Ubass WHU 12't 14' or 16, box body
Summit System
Sprinter Dft`S0
Base Configuration includes TV Truck with Summit power control system, w1irelto remote control of all ea�era trans o e
`
TY►
aantit of Above Base t+e
$144,000
1
$1.44,000
NotesAbove. Price inldes s t:rainin aid Belie
HOO
Instal Diesel Chassis acid Onan Quiet Diesel T.s kw genset in lied of gas
$ i 9,867
0
$0
Reap* view 7" flat screest inunitor in Equipment roots with mount
$1,550
0
$
16 It body in lieu of 14 iIt, lode
1200.0
0
$0
Spare Pon and Tilt Camera
$17,940
0
$0
Adapter Tube to use OZ 111 on gteerhle or nail gteerahle rUS 21 track or Steerahie
2
$�,3gfl
0
$fl
Pipe Ranger
Spare Zoom Pan and Tilt Camen
$18,800
0
$0
Substitute non steeroble compact wheeled transporter for "-24" pipe for the
$�,�f#
$
track tram torter
Substitute non steerable standard wheeled transporter for 8`140" pipe for the
$�,.90�i
�
$0
track tra.� rter
po
Add standard non steering wheeled transporter for 8=s60" pig
$ l 329
0
$0
Add compact non steering wheeled trarisporter for 6"-24" pipe
$125,890
0
$0
Add steering to wheeled transporter_ for V-6011 pipe
$4961.0
t}
$0
Add steering to wheeled transporter for 6„-30" pipe
$51,610
0
$0
8„ high tmct on steel tires for compact or standard wheeled transporter
$10320
0
$0
I 0"- S" high traction tires for eompact or standard Wheeled importer
$11425
0
$
" high traction tires for compact or standard wheeled tmnsporter
$19334
0
$
Pneumatic Fires for compact or std wheeled transporter (use with liff)
$1,138
0
$0
Mechanical Camera lift for compact or standard wheeled tmn:sporter:
$21,850
0
$0
Electric Lift for compact or standard wheeled transporter
$5,900
0
$0
Track conversion kit wl transmission for compact non -steering wheeled transporter
$39600
0
$0
Autom is payout for video cable reel
$21,900
0
$0
Rear view camera for compact or standard steerable wheeled transporters
$39500
0
$0
Built in inclinometer to detect and display pipeline gradient, OZ 11 or (3 III
$4,200
0
$0
Lasser craci/offsetlsepamtidn measurement system for OZ 11 or OZ 111
$61,500
0
$0
Laser Profiler System, 6 -241' pipe, all hardware, software, 3 days training
$22,900
0
$0
Laser Proffier System, 12"-48" pipe, all hardware, software, 3 days training
$48,000
0
$'0
Built in Sonde for locating in OZ 11 or OZ. III camera.
$19994
0
$0
Granite XP Software,, rack mt. computer, monitor, printer, 2 days training,
$16,900
0
$0
Customer Supplied Computer to Granite XP Specifications
($ I ,900 )
0
$0
Add PACP module for Granite XP"'
$2,450
0
$o
Add inclinometer module for Granite XP
$1,"0
0
$0
Add Granite ;XP ESR1 Module, query module, map module, 2 days train.
$99900
0
$0
Enhanced Granite MCP Software Support Package
$1,800
0
$0
Manhole Assets Module for Granite XP
$2,950
0
$0
Grout Module for Granite XP
$2,9$0
0
$0
Granite XP Scheduler Module
$600
0
$0
Granite XP Scoring Module with Training (Requires Enterprise Module)
$2,995
0
$0
Lateran Module far Granite XP
$,950
0
$0
Engineering Module for Granite edits inspection in office
$695
0
$0
Enterprise Office Module for Granite XP --edits, creates inspections, compatible
0
$
with ACCESS Oracle Sequel Server Data bases
$80500
Granite XP Mapping Stick with GAS Software
$81,900
0
$0
Lite Stick Pale Camera with wireless tranmissio n to truck
$51,532
0
$a
Quick Zoom Pole Camera, with l)V`R, Vest, LCD Screen, wireless to truck
$14,900
0
$0
Quick Zoom Pole Camera, no DVR, Vest, LC.O Screen, wireless to truck
$13,900
0
$0
Fold Down Safety Entry / exit two step bumper
$2,250
0
$0
Pell out transporter l cameraa transporter draw in krckplate with grated bottom
$1 050
0
so
Workbench can TV Heel
$750
0
$0
LA. 11 wheeled Lat. Launcher, Zoom for 6 - l 5 pipe/ 3 -8 " .laterals, 1 train.
$68,000
0
$0
LAMP I track Lateral Launcher for 8"-30 pipe/ Y-8" laterals; I train
$49 90+0
0
$0
Double Data foi LAMP lateral and Mainline footage, LAMP I O 11
$4*400
.0
$0
$48,000
0
$€1
Grout Systems pneumatic, controller, tanks, pump system for rnainlines,2 twain.
$ I l ,200
0
$0
Lateral Grout System, for Logiball, control, 314 hp vacuum pump, I day train.
0
$0
.utter System, lateral cutter, 6"-15" pipe, cut reel, 500 ft. air boss,, I day tram
$38,400
Ford E-450 gas chassis
$299000
0
$0
Ford F-550 diesel chassis
$39,000
0
$0
.Ford F-450 chassis
$37,500
0
$0
E•350 Ford cargo van, extended wheele base
$28,500
0
$0
Chevy or G C extended wheel. base Vic► van
$28,300
0
$0
Freightliner Sprinter 3500 vain
$43,900
0
$0
0
$0
.Add Bubble Top for +GMC, Chevy, or Ford Cargo Van Chassis
$4,800
Chevy or G C 3500 DRW Chassis
$26,500
0
$0
Spare Kangaroo Cutter- Cutter Only
$13,900
0
$
Chevy Van, Exd wheel base in lieu of Ford E450 gas
$1,80.1
0
$0
Ford Cargo Van, ext. wheel base in lieu of Ford E-450 gas chassis
($1, 00)
0
$0
3500 DRW gas chassis,12000 GVw, 12 ft. body in lieu of Ford .E-450 gas
{$ l 000)
0
$0
$22,000
0
$0
Sprinter Chassis 3500 inverter,in lieu of Ford E-450, 24 ft. body, and. gas Gen..
Ford F-550 diesel chassis, Onan QD, 19000 GVW lgen in lieu of Ford E-450 gas
0
$4
chassis, gas gen with 14 ft. body
$2 I ,500
Chevy Express gas Chassis, 14,200 GV W, 14 ft. body in lieu of Ford E•450 gas
0
$o
chassis, gas gen with 14 ft. body
$0
Ford F-450 diesel chassis, (nsn QD gen, 14 ft, body in lieu of Ford E-50 gas
0
$0
Chassis with 14 ft. body
$'I 6,9W
12', 1.41 or 161 Truck Box body
$89000
0
$Q
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Regular Meeting Minutes of the
NATIONAL JOINT POWERS ALLIANCEp
Board of Directors
Thursday, May 27, 2010
Maple Room
Chair Wolden called the meeting to order at 5:30 p.m. with the following members
present: Mike Wilson, Barb Schmitt, Randy Pepin, Wayne Wolden, Mike Domin and
Lane Waldahl. Also present were David Jessop, Jenny Holmes, Diana Pihlaja, Mark
Schmitz, Mike Hajek and Susan Nanik, staff; Mike Gibson, Gibson Consulting; and
Melinda Jezierski, Crosby -Ironton School.
Ms. Schmitt moved, seconded by Mr. Waldahl to accept the agenda as amended.
Motion carried.
Mr. Pepin moved, seconded by Mr. Domin to accept the minutes of the Regular Board
Meeting held on April 15, 2010. Motion carried.
Mr. Gibson was introduced to the Board. Mr. Gibson reported he initially met With Mr.
Schmitz and Ms. Nanik regarding pay equity, pay structure, and comparable worth. He
then met with Mr. Hajek, Ms. Pihlaja, Ms. Nanik and Mr. Schmitz on May 11t' to gain
knowledge of the history of NJPA's system and discuss pros and cons and explore
options for change. He suggested this group as the "'core committee" to Work with as
this process moves forward. He also discussed a timeline with an end date of June 30,
2011. Mr. Waldahl moved, seconded by Ms. Schmitt to support the core committee of
Mr. Hajek, Ms. Pihlaja, Ms. Nanik and Mr. Schmitz and approve the timeline, noting it is
subject to change, as presented. Motion carried,
Ms. Pihlaja presented the monthly Financial Reports. She also distributed the proposed
final budget for FY2009-2010 for review and stated she will ask for approval at the .tune
Board meeting.
Ms. Schmitt moved, seconded by Mr. Domin to approve the check register and
Treasurer's Report of Cash, Revenues, and Expenditures and to pay all vendor
disbursements #72565 to #72773, Motion carried. Ms. Schmitt moved, seconded by
Mr. Waldahl to approve Wire Transfers #363 to #399. Motion carried.
Ms. Schmitt moved, seconded by Mr. Pepin to accept the Consent Agenda as follows:
• Approve updated Membership Agreements, adding 447 new members for a
total NJPA membership of 34,041 as of April 30, 2010
• Authorize Invitations for Bid for
a. Express Courier, Overnight, and/or Ground Delivery Services
• Approve Bid and Award RFP #031210 to
a. Staples Contract and Commercial, Inc.
• Approve Bid and Award RFP #031710 to
a. Allianz Sweeper Company
b. Atlantic Machinery, Inc.
C. Genie Industries, Inc.
d. Gradall Industries, Inc.
e. Federal Signal Corp.
• Approve Bid and Award RFP #022209 to
a. ABC Bus Inc. — Category 1:1-2; Category 8:8-1
b. Motor Coach Industries, Inc. — Category 8:8-1
c. International Bus Group, Inc. — Category 1:1-2; Category -o 3:35 3-10
9 ,
d. New Flyer of America, Inc. — Category 2:2-1, 2-5, 2-7 2-9
e. ElDorado National -California, Inc. — Category 2:2-5, 2-71 2-9
f. Eldorado National — Category 3:3-5, 3-10
g. National Bus Sales and Leasing, Inc. — Category 3:3-5, 3-10; Category
8.8-3
• Approve Renewal of Agreements with
a. Capitol Supply (NAPA) IFB #050208
b. Playpower LT Farmington, Inc. IFB #051409
c. Schooldude.com IFB #031006
• Approve EZIQC Contracts RFP #041310
a. Bliss Construction, Inc. AK01-041310
b. Consolidated Enterprise, Inc. AK02-041310
• Approve EZIQC Renewals
a. Angotti & Reilly CA01-B I-042609
b. F.H. Paschen FL05-042909
C. Omega Service Maintenance Corp. NJ02G-031809
d. Sorenson Gross Construction Services, LLC R101-042909
Motion carried.
Mr. Hajek gave the Construct Purchasing update. He reviewed the AASA Agreement
and SharpCon g
Consultant Services Agreement. Mr. Wolden moved, seconded b Mr.
Waldahl to approve Y
pp ove the AASA Agreement. Motion Carried. Mr. Wilson moved,
seconded by Mr. Pepin to approve the Sharp Consultant Services Agreement. Motion
.
g tion
carried
Mr. Jessop gave the Risk Management update. He reported he has been in cont
act
fiact
with Education Minnesota, received a quote from Alliant on a request for P&C
iq
Insurance, and s fallowing Health Care Reform legislation changes.
Ms. Nanik
presented an
Employee
Confidentiality Agreement that was drafted b i 9 y Kristi
Hastings,
PemLaw.
No
action was
taken.
Ms. Nanik discussed revisions to the NJPA Employee Handbook. Mr. Wolden move
d,
seconded by Mr. Domin to approve the Employee Handbook as presented. Motion
carried.
Ms. Nanik requested a determination of payment for securities licensure for FY2010-
2011. Mr. Wolden moved, seconded by Ms. Schmitt to discontinue payment of
securities lic:ensure as of July 1, 2010. Motion carried.
Ms. Nanik presented a request from Wadena County Sheriff's Office for donation for K--9
purchase and training. The Board has been advised regarding gifting and donating and
so denied the request.
Ms. Nanik asked to set a date for a July Regular Board meeting. Thursday, July 22nd
was chosen. The June Regular Board meeting date was also changed to Tuesday, June
22"d due to conflicts in scheduling.
Mr. Wilson moved, seconded by Mr. Waldahl to approve hiring Mr. Kelly McAllister as
Contract Manager starting May 17, 2010. Motion carried.
Ms. Nanik
presented a pay
scale for approval for
FY2010-2011.
Ms. Schmitt moved,
seconded
by
Mr.
Wilson to
approve the pay scale
as presented.
Motion
carried.
Ms. Holmes reported on the MASA 5 meeting and in-service held April 30t' and the
Leadercast event attended by many NJPA employees held May 7th. She stated Rebate
packets have been distributed. She also compiled information on all Minnesota Service
Cooperatives and distributed at the request of Mr. Schmitz,
Mr. Wolden reported he, Ms. Schmitt, Mr. Schmitz and Ms. Nanik met with Jeremy
Kovash, Executive Director of Lakes Country Service Cooperative and David Schornack,
Lakes Country Service Cooperative Board Chair, on Friday, May 21�. The meeting was
well received and discussion was mainly on working collaboratively.
Ms. Schmitt moved, seconded by Mr. Dornin to adjourn the meeting at 9;10 p.m.
Motion carried.