Request for Bid - SUV/Crossover Vehicle

                                                              REQUEST FOR BID
                   SAUK COUNTY CONSERVATION, PLANNING & ZONING DEPARTMENT

                                                     SUV/CROSSOVER VEHICLE

                                                   Wednesday, January 22, 2014

I.          Point of contact:         Brian Cunningham, Brentt Michalek, Gina Templin
                                               Additional contact: Penny Pohle
                                               Conservation, Planning & Zoning Department
                                               Sauk County West Square Building
                                               505 Broadway
                                               Baraboo, WI  53913
                                               608-355-3245

II.        Bid Due Date:             Two sealed copies of the Bid must be received and date stamped not later than 4:30 p.m., Central Standard Time, Monday, February 3, 2014.  Proposals or amendments received by Sauk County after that time will not be considered.  Public Opening of bids will be conducted by the Sauk County Conservation, Planning & Zoning Department, Tuesday, February 4, 2014 at 8:30 a.m. at the Sauk County West Square Building, 505 Broadway, Baraboo, Wisconsin 53913.

III.       ALL PROPOSALS MUST BE ADDRESSED TO:

                                                Sauk County Conservation, Planning & Zoning

                                                Attn: Brian Cunningham/Gina Templin

                                                Sauk County West Square Building

                                                505 Broadway

                                                Baraboo, Wisconsin  53913

            The words "SUV/CROSSOVER" must be marked on the opaque, sealed envelope.

PART ONE

            INTRODUCTION AND GENERAL INFORMATION

1.         INTRODUCTION

1.1       This document constitutes a request for competitive, sealed bids from qualified dealers to supply the Conservation, Planning & Zoning Department with a SUV/Crossover vehicle in accordance with the terms and conditions set forth herein.

2.         ORGANIZATION

2.1       This document, referred to as a Request for Bid (RFB), has been divided into the following parts for the convenience of the purchaser:

                        2.1.1  Part One            -           Introduction and General Information

                        2.1.2  Part Two           -           Specifications

                        2.1.3  Part Three          -           Bid Submission Information

                        2.1.4  Part Four            -          Exhibits / Pricing Page                  

3.         DEFINITIONS

            3.1       For the purpose of this RFB the bidder will be referred to as “Bidder”, and Sauk County and the Sauk County Conservation, Planning & Zoning Department will be referred to as “County”.

4.         BACKGROUND INFORMATION

            4.1       Sauk County is one of 72 units of county government in the State of Wisconsin and is a municipal corporation existing pursuant to the authority of Chapter 59 of the Wisconsin Statutes.  Sauk County encompasses 840 square miles including 22 towns, 13 villages, and 2 cities.  The County has an estimated population of 55,255.  County operations include a skilled nursing facility, a human services department, a law enforcement agency, a state circuit court system, a highway department, a parks department, a tax administration and collection office, and other government related functions.

PART TWO

            SPECIFICATIONS

1.0       DOCUMENTATION OF MAKE AND MODEL:  Vendors are requested to identify each make and model of SUV/Crossover vehicle being proposed and to provide brief statements which identify the reason(s) Sauk County should consider the proposed makes and models over other makes and models likely to be considered.

            1.1       The Conservation, Planning & Zoning Department is interested in acquiring one SUV/Crossover vehicle with the equipment options listed below.

2.0       SUV/CROSSOVER VEHICLE FUNCTIONAL SPECIFICATIONS:

            2.1       New    

                        Four Wheel Drive (may show AWD option pricing)

                        ABS Brakes

                        4 Cycl Engine (may show 6 cycl option pricing)

                        Air Conditioning

                        Automatic Transmission (overdrive option)

                        Power Steering

                        Cruise Control

                        AM/FM Radio

                        Rubber Floor Mats

                        5 passenger seating minimum

                        Must list cargo space in detail                

            2.2       Delivery.  The county requires delivery by April 15, 2014.

PART THREE

            BID SUBMISSION INFORMATION

1.         BIDDER'S REPRESENTATION

1.1       The Bidder by making a Bid represents that he or she has read and understands the Request For Bid and the Bid is made in accordance therewith.

2.         INTERPRETATION OR CORRECTION OF BID DOCUMENTS

2.1       Bidders requiring clarification or interpretation of the Bidding Documents shall make a written request which shall reach the Point of Contact at least seven days prior to the date for receipt of Bids.

2.2       Interpretations, corrections and changes of the Bidding Documents will be made by Addendum.  Interpretations, corrections and changes of the Bidding Documents made in any other manner will not be binding and Bidders shall not rely upon them.

2.3       Failure to request clarification or interpretation of Contract Documents will not relieve Purchaser of responsibility.  Signing of Bid will be considered as implication that Purchaser has thorough comprehension of full intent of scope of requirements and documents.

2.4       The County will not be responsible for oral instructions. Only a written interpretation or correction by Addendum shall be binding.  No Bidder shall rely upon any interpretation or correction given by any other method.

3.         ADDENDA

3.1       Addenda will be mailed or delivered to all bidders who are known by the County to have received Request For Bid documents.

3.2       Copies of Addenda will be made available for inspection wherever Bidding Documents are on file for that purpose.

3.3       Each Bidder shall acknowledge receipt of all Addendum issued on Bid Form, or Bid may be rejected.

4.         SUBMISSION OF BIDS        

4.1       One original bid and one (1) copy shall be sealed in an opaque envelope.  The envelope shall be addressed to the address specified for receiving Bids and shall be identified with the words “SUV/CROSSOVER” written plainly on the front of the envelope.  If the Bid is sent by mail, the sealed envelope shall be enclosed in a separate envelope with the notation "Sealed Bid Enclosed" on the face thereof.  The Bidder shall not submit a bid by fax machine because only sealed bids are acceptable in response to this RFB.

4.2       Bids are due in the Conservation, Planning and Zoning office prior to the time and date stated on first page.  Bids received after the time and date for receipt of Bids will be returned unopened.

4.3       The Bidder shall assume full responsibility for timely delivery at the location designated for receipt of Bids.

4.4       Oral, telephonic, facsimile or telegraphic Bids are invalid and will not receive consideration.

4.5       Any form containing a signature line must be manually signed and returned as part of the bid.

4.6       All blanks on the Bid form shall be filled in by typewriter or manually in ink.  If the items to be filled in are unintelligible, the Bid shall be rejected.  The Bidder shall make no additional stipulations on the Bid form nor qualify the Bid in any other manner.

4.7       Where so indicated by the makeup of the Bid form, the sums shall be expressed in both words and figures, and in case of discrepancy between the two, the amount written in words shall govern.

4.8       Interlineation, alterations and erasures must be initialed by the signer of the Bid.

4.9       The Bid shall include the legal name and address of the Bidder.  A Bidder may be a sole proprietor, partnership, corporation or other legal entity.  Each Bid shall be signed by a person or persons legally authorized to bind the Bidder to a contract.

5.         MODIFICATION OR WITHDRAWAL OF BID

5.1       Prior to the time and date designated for receipt of Bids, a Bid submitted may be modified or withdrawn by notice to the County at the place designated for receipt of Bids.  Such notice shall be in writing over the signature of the Bidder or by facsimile; if by facsimile, written confirmation over the signature of the Bidder shall be mailed and postmarked on or before the date and time set for receipt of Bids.  A change shall be so worded as not to reveal the amount of the original Bid.

5.2       After the time bids are due, a Bidder shall not be allowed to correct a bid.

5.3       Upon authorization of the appropriate legislative oversight authority, Contract shall be effective upon execution by the Purchaser and the County.

5.4       Bids shall be effective and open for acceptance for a period of 30 days after date and time set for receipt of bids.

6.         CONSIDERATION OF BIDS

6.1       The properly identified Bids received on time will be opened publicly and will be read aloud.

6.2       The County shall have the right to reject any or all Bids, or to waive informalities or irregularities in Bids received and to accept the Bid which, in the County's judgment, is in the County's best interests.  The County shall have the right to reject a Bid not accompanied by other required data.

6.3       It is intended that award of Contract will be made to the lowest Bidder, meeting all criteria requested, who is responsible, and responsive.

PART FOUR

            EXHIBITS/PRICING PAGE

1.0       The Vendor shall, as part of this purchase contract, agree that Sauk County shall not be subject to any price increases, from the time the contract is accepted by Sauk County and  during the term of the contract.  Sauk County shall be able to acquire the equipment and services at the new price in the event of  price reductions during this same period.

2.0       The equipment and services listed below will be provided to the County at the prices stated as follows:

3.0       The vendor hereby agrees to provide the services and/or items at the prices quoted, pursuant to the requirements of this document and further agrees that when this document is countersigned by an authorized official of Sauk County, a binding contract, as defined herein, shall exist between the vendor and Sauk County.

_____________________________________          _____________________

AUTHORIZED SIGNATURE                                             Date

_____________________________________          _____________________

PRINTED NAME                                                             Title

_________________________________________________________________

VENDOR

_____________________________________          ___________________

  Brentt P. Michalek,                                                     Date

  Director, Sauk County Conservation, Planning & Zoning Department

NOTICE OF AWARD (This section for Sauk County use only)

This proposal is accepted by Sauk County as follows: