SLED Opportunity · TEXAS · HOUSTON-GALVESTON AREA COUNCIL
AI Summary
HGACBuy seeks qualified manufacturers, distributors, installers, and service providers for medium and heavy trucks, truck bodies, and trailers under cooperative purchasing contracts. The solicitation includes options for equipment acquisition, turnkey projects, and related services.
The Cooperative Purchasing Program (HGACBuy) of the Houston-Galveston Area Council of Governments is soliciting offerings for the furnishing of products/services as described in this Solicitation. Texas Local Government Code (Title 7, Chapters 771 and 791) establishes the authority for H-GAC to provide cooperative contract products and services to local governments and certain non-profit organizations anywhere in the United States, if their statutes allow. With that authority, HGACBuy makes varied categories of contracted products and services available.
H-GAC is soliciting Responses for selecting qualified manufacturers, distributors, installers and service providers to make the referenced types of products and services available to Customers of the HGACBuy Cooperative Purchasing Program under blanket type contracts. Customers may require selective acquisitions of equipment and/or services OR full turnkey projects necessitating additional services, training and maintenance agreements. This solicitation may include a request for a discount percent off price catalog, category, or manufacturer, or price list for supplies, materials, or not to exceed hourly rates for installation or repair. Respondents are not required to provide offerings on all categories.
H-GAC is a government agency which provides a Cooperative Purchasing Program as part of its service to other government agencies. The Program currently makes blanket type contracts covering products and services for the use of its membership of more than 10,000 local government participants nationally (Our Customers) which include cities, counties, emergency services districts, school districts, and non-profit organizations. Any local government or non-profit organization (providing one or more governmental services) may participate in the Program if their state and local laws allow. There is no cost to join and become a member of the H-GAC Cooperative Purchasing Program.
H-GAC's Cooperative Purchasing Program, known as HGACBuy, was established pursuant to Texas Interlocal Cooperation Act [Texas Local Government Code, Title 7, Chapter 791]. The Act allows local governments and certain non-profits to contract or agree under the terms of the Act to make purchases or provide purchasing services and other administrative functions appropriately established by another government entity. The Interlocal Contract (ILC) is the required legal document that establishes a link between the Customer (local governments and certain non-profits) and HGACBuy and gives the Customer access to HGACBuy contracts.
HGACBuy contracts are established based on the requirements of Texas Local Government Code, Chapter 252 and/or other applicable State of Texas or Federal procurement requirements. Products and services are contracted after having been subjected to either a competitive bid (ITB); competitive proposal (RFP); or Request for Qualification and Pre-Qualification (RFQ) depending on the category type.
Contracts are blanket type and issued as Master Agreements. Use of HGACBuy for purchases by any Customer is strictly at the discretion of that entity. Customers issue purchase orders and pay the HGACBuy Contractor directly. The Customer also sends HGACBuy a copy of the purchase order and the Contractor is responsible for reporting the sale to HGACBuy as a contract requirement.
Price is competitive and all information is completed on the pricing sheets as set out in the submittal section of this solicitation. Demonstrated ability to deliver services at a reasonable cost and all elements of cost detail are provided. If offering services, reasonable total fee schedule/not to exceed hourly rates. Any travel associated expenses that may be incurred for additional offered services are priced separately and cannot exceed current U.S. General Services Administration established rates. For more information please visit: https://www.gsa.gov/travel-resources
Detailed acceptable information is provided on Respondent’s history, practices, and philosophies, demonstrating the ability to effectively support this contract and HGACBuy members’ needs; information is provided related to organizational structure, and includes key staff responsibilities. All licenses and certificates are satisfactory and are provided as required by the Solicitation. Details are provided on any bankruptcies, plus safety and insurance claims with which Respondent has been involved during the past five (5) years.
Provides details about Respondent's value-added services, product and service innovations, awards and recognitions, and planned activities or campaigns to pursue an increased level of excellence in products and services. Provides details that clearly show a level of distinction and how Respondent's business operates above the minimum/average standards within their industry.
Detailed geographic coverage is provided and demonstrates the ability to meet the needs of Customers throughout the United States. If applicable, dealer network (nationwide) is provided and describes how it will be used to promote this program and provide products/services to H-GAC members nationwide. Approval letter from each manufacturer is submitted (when applicable); authorization letters include the regions in which equipment may be sold or serviced. A listing of all planned retailers/distributors (if applicable), etc. that may be used during the term of this contract to deliver goods or services is provided.
An evaluation will be conducted of the Respondents previous contract performance as an HGACBuy contractor based on the performance measured listed below. Those with no history will receive the maximum for this criterion. NOTE: For joint responses, each party will be scored as outlined above and an overall average will be taken of all companies submitting a signed signature page to determine the overall score for each joint submission.
PERFORMANCE MEASURES (2% each)
Five (5) adequate references and examples of government sales to government customers in comparable size and minimum requirements are provided.
Please complete each section listed below and upload/respond to the questions or provide the information as directed.
Please select an option in accordance with Section 3.7 Structure of Response.
If proposing as a Single Respondent, please state n/a.
Provide a summary of key aspects of the Contractor’s qualifications and indicate the Respondent’s commitment to provide the services proposed and certify that all statements and information prepared and submitted in the response to this Solicitation are current, complete, and accurate; and that the proposed solution for the project meets all the requirements of this Solicitation.
1.4.1 H-GAC Pricing Forms
1.4.2 Trailers
This Solicitation utilizes a catalog-type approach. Respondent must adhere to the following when submitting its proposal. Pricing requirements:
(1) H-GAC Pricing Form:
The H-GAC Trailers Response Pricing Form must be used. Respondent must show the catalog/MSRP/list price book name and description, as well as the proposed percentage discount off list price that will be applied to purchase orders.
“Catalog Discount” Section:
“Options” Section:
For pricing equipment and/or services that fall outside of the manufacturer’s equipment catalog. Show the options (including replacement parts, service/labor fees, etc.) and the MSRP/list price for option.
(2) MSRP / List Price Book:
As noted above, Respondent must reference the proposed catalog list price book on the Trailers Response Pricing Form and the MSRP/list price book must also be included SEPARATELY in Response.
1.4.3 List Price Books
Respondent must reference the proposed catalog(s) on the applicable H-GAC pricing form and the applicable percentage discount off list price. Accordingly, the list price book must also be included separately in Response. Respondents who are awarded contracts will be required to provide pricing/product updates to HGACBuy throughout the entire contract period to keep the catalog/price lists current. All pricing must be clear, easily understood, and represent the total price (excluding HGAC Member option upgrades) to acquire the products/services covered in this contract.
1.4.4 Freight
Proposed pricing must be exclusive of freight. Shipping cost to the final H-GAC member location will be recognized at the time of each individual H-GAC purchase order, unique to each end user's delivery location and will not be included in equipment pricing. Unless otherwise specified by Respondent, freight will be assumed by H-GAC, and H-GAC Members, to be calculated as per commercial carrier invoice.
Provide detailed information on your organization’s history, practices, and philosophies, demonstrating the ability to effectively support this contract and HGACBuy members’ needs.
Provide organizational structure chart, identifying key staff and their responsibilities, and how they would be involved in fulfilling this contract if awarded.
Provide any and all licenses and certificates as required by the Solicitation.
Provide detailed information on all bankruptcies and safety and insurance claims with which your organization has been involved during the past five (5) years.
Provide information on the locations of your sales offices. Provide details about value added services, product and service innovations, awards and recognitions, and planned activities or campaigns to pursue an increased level of excellence in products and services.
Provide information on the locations of your factory and service centers.
Provide detailed information on the technical and maintenance services provided after a sale, and on what basis.
Provide detailed information on policies and procedures for handling problems and returns. Provide details that clearly show a level of distinction and how Respondent's business operates above the minimum/average standards within the industry.
Provide detailed information on delivery procedures.
Provide detailed information on customer training provided, and on what basis.
Attach an approval letter from each manufacturer; authorization letters must include the regions in which equipment may be sold or serviced.
If no authorized distributors are planned for use during a subsequent, then please provide a statement in your response that indicates no intent to use retailers/distributors, etc.
Please download the below documents, complete, and upload.
If Respondent submits a warranty which does not meet any minimum stated requirements in the Solicitation, Respondent agrees by submission of the Response that such warranty is automatically amended to meet the minimums.
Provide detailed factory specifications, covering the standard features and capabilities of the equipment, as priced in Response. For proposals with more detailed and/or custom/response-specific solutions, detailed quote sheets must be included.
The documents/certifications/confirmations below are required for every Solicitation.
Submission must be signed by a duly authorized representative(s) of the respondent, which must be the actual legal entity that will perform the contract if awarded and any total fixed price contained therein will remain firm for a period of one-hundred eighty (180) days following the submission due date and can be further extended by mutual written agreement.
A signature (electronic) constitutes acknowledgement and acceptance of all the Solicitation Terms and Conditions. Respondents, their authorized representative, and their agents are responsible for obtaining, and will be deemed to have, full knowledge of the conditions, requirements, and specifications of this Solicitation at the time a response is submitted to H-GAC. This Solicitation does not commit H-GAC to award a contract, issue a Purchase Order, or pay any costs incurred in the preparation of a submission to this Solicitation. The submission will become part of H-GAC’s official files without any obligation on H-GAC’s behalf. All Submissions will be held confidential from all parties other than H-GAC, and only released in accordance with Public Information Act requirements.
Respondent agrees and understands the above requirements, and by confirming, I certify that I am legally authorized to bind the entity to the Terms and Conditions of the Proposal as submitted. I also agree that any other related documents entered into in connection with this Proposal, which include a digital acknowledgement or electronic signature, are to be treated in all respects as having the same force and effect as original signatures.
Signature of the person authorized to bind Respondent company to any contract/purchase order that may result from this Solicitation and acknowledgement and acceptance of the full Solicitation Terms and Conditions.
Please type (sign) Authorized Signor Name and Title Here:
To ensure a fair and competitive environment, direct communication between H-GAC employees other than the Solicitation Contact or any party able to create an unfair advantage to Respondent or disadvantage to other Respondents with respect to the Solicitation process, or the award of a Contract is strictly prohibited. This restricted period of communication begins on the issue date of the Solicitation and for Respondent(s) not selected for award ends with the conclusion of the protest period identified in the Solicitation document and for Respondents(s) selected for award ends with the Contract execution. This restriction does not apply to communications to other H-GAC employees during a Pre-Proposal/Bid or Response conference or other situations where the Solicitation Contact has expressly authorized direct communications with other staff. A Respondent who intentionally violates this requirement of the Solicitation process or otherwise deliberately or unintentionally benefits from such a violation by another party may have its Submission rejected in accordance with H-GAC Procurement Policy. Respondent(s) will not offer any gratuities, favors, or anything of monetary value to any official or employee of H-GAC (including any and all members of the evaluation committee) for the purposes of influencing consideration of any Submission.
Respondent agrees and understands the above requirement.
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Debarment and Suspension (Executive Orders 12549 and 12689) – A contract award (2 CFR 180.220) must not be made to parties listed on the government-wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR Part 1966 Comp. p. 189) and 12689 (3 CFR Part 1989 Comp. p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549. Respondent certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency or by the State of Texas and at all times during the term of the Contract neither it nor its principals will be debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency or by the State of Texas. Respondent shall immediately provide the written notice to H-GAC if at any time the Respondent learns that this certification was erroneous when submitted or has become erroneous by reason of changed circumstances. H-GAC may rely upon a certification of the Respondent that the Respondent is not debarred, suspended, ineligible, or voluntarily excluded from the covered contract, unless the H-GAC knows the certification is erroneous.
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The undersigned certifies, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form- LLL, "Disclosure of Lobbying Activities," in accordance with its instructions.
(3) The undersigned shall require that the language of this certification be included in the award documents of all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all sub- recipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, United States Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Respondent represents and warrants that it shall comply with the applicable provisions of the Drug-Free Workplace Act of 1988 (41 U.S.C. § 701 et seq.) and maintain a drug-free work environment. H-GAC may request a copy of this policy upon contract award.
The grantee certifies that it will provide a drug-free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee’s workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing a drug-free awareness program to inform employees about— (1) The dangers of drug abuse in the workplace; (2) The grantee’s policy of maintaining a drug-free workplace; (3) Any available drug counseling, rehabilitation and employee assistance programs, and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace. (c) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will— (1) Abide by the terms of the statement; and (2) Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after each conviction; (e) Notifying the agency within ten days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction; (f) Taking one of the following actions, within 30 days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted— (1) Taking appropriate personnel action against such an employee, up to and including termination; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug-free workplace through implementation of paragraphs (a), (b), (c), (d), (e) and (f).
Respondent represents and warrants its compliance with all applicable duly enacted state and federal laws governing equal employment opportunities. The equal opportunity clause provided under 41 CFR 60-1.4(b) is hereby incorporated by reference.
No officer, member or employee of the Contractor or Contractors subcontractor, no member of the governing body of the Contractor, and no other public officials of the Contractor who exercise any functions or responsibilities in the review or Contractor approval of this Master Agreement, shall participate in any decision relating to this Master Agreement which affects his or her personal interest, or shall have any personal or pecuniary interest, direct or indirect, in this Master Agreement.
As required by Section 2252.908 of the Texas Government Code. H-GAC will not enter a Contract with Contractor unless (i) the Contractor submits a disclosure of interested parties form to H-GAC at the time the Contractor submits the contract H-GAC, or (ii) the Contractor is exempt from such requirement. The required form and instructions are located at the Texas Ethics Commission website https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm. Respondents who are awarded a Contract must submit their Form 1295 with the submission to H-GAC.
Please download the below document, complete, and upload. Download a blank Form here:
No officer, member or employee of the Contractor or Contractors subcontractor, no member of the governing body of the Contractor, and no other public officials of the Contractor who exercise any functions or responsibilities in the review or Contractor approval of this Master Agreement, shall participate in any decision relating to this Master Agreement which affects his or her personal interest, or shall have any personal or pecuniary interest, direct or indirect, in this Master Agreement.
Chapter 176 of the Texas Local Government Code requires contractors contracting or seeking to contract with H-GAC to file a conflict-of-interest questionnaire (CIQ) if they have an employment or other business relationship with an H-GAC officer or an officer's close family member. H-GAC officers include its Board of Directors and Executive Director, who are listed on the H-GAC website. Respondent must complete and file a CIQ with the Texas Ethics Commission if an employment or business relationship with H-GAC officer or an officer's close family member as defined in the law exists. The required questionnaire and instructions are located on the Conflict of Interest page on the Texas Ethics Commission website. https://www.ethics.state.tx.us/forms/conflict/
Please confirm to acknowledge that the form will be filed if applicable.
Respondent represents and warrants that all statements and information prepared and submitted in this response are current, complete, true, and accurate. Submitting a Response with a false statement or material misrepresentations made during the performance of a contract is a material breach of contract and may void the submitted Response and any resulting contract.
Pursuant to Section 2155.004(a) of the Texas Government Code, Respondent certifies that neither Respondent nor any person or entity represented by Respondent has received compensation from H-GAC to participate in the preparation of the specifications or solicitation on which this Response or contract is based. Under Section 2155.004(b) of the Texas Government Code, Respondent certifies that the individual or business entity named in this Response or contract is not ineligible to receive the specified contract and acknowledges that the contract may be terminated and payment withheld if this certification is inaccurate.
Respondent will not collude, in any manner, or engage in any practice, with any other Respondent(s) which may restrict or eliminate competition or otherwise restrain trade. Respondent also represents and warrants that, in accordance with Section 2155.005 of the Texas Government Code, neither Respondent nor the firm, corporation, partnership, or institution represented by Respondent, or anyone acting for such a firm, corporation or institution has (1) violated any provision of the Texas Free Enterprise and Antitrust Act of 1983, Chapter 15 of the Texas Business and Commerce Code, or the federal antitrust laws, or (2) communicated directly or indirectly the contents of this Response to any competitor or any other person engaged in the same line of business as Respondent.
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Effective September 1, 2017, Chapter 2252 of the Texas Government Code provides that a Texas governmental entity may not enter into a contract with a company engaged in active business operations with Sudan, Iran, or a foreign terrorist organization – specifically, any company identified on a list prepared and maintained by the Texas Comptroller under Texas Government Code §§806.051, 807.051, or 2252.153. (A company that the U.S. Government affirmatively declares to be excluded from its federal sanctions regime relating to Sudan, Iran, or any federal sanctions regime relating to a foreign terrorist organization is not subject to the contract prohibition.)
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The 85th Texas Legislature approved new legislation, effective Sept. 1, 2017, which amends Texas Local Government Code Section 1. Subtitle F, Title 10, Government Code by adding Chapter 2270 which states that a governmental entity may not enter into a contract with a company for goods or services unless the contract contains a written verification from the company that it: 1) does not boycott Israel; and 2) will not boycott Israel during the term of the contract Pursuant to Section 2270.001, Texas Government Code: 1. “Boycott Israel” means refusing to deal with, terminating business activities with, or otherwise taking any action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not include an action made for ordinary business purposes; and 2. “Company” means a for-profit sole proprietorship, organization, association, corporation, partnership, joint venture, limited partnership, limited liability partnership, or any limited liability company, including a wholly owned subsidiary, majority-owned subsidiary, parent company or affiliate of those entities or business associations that exist to make a profit.
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Respondent agrees that it has read, understands, and fully intends to comply with the solicitation terms and conditions, and any additional terms and conditions (as applicable and included as additional sections, attachments or additional documents) of this solicitation as applicable to any subsequent contract or funding agency requirements or agreements. Exceptions to these Terms and Conditions are not permitted and will not be reviewed.
By submitting a response to this Solicitation, respondent agrees that it has thoroughly read and fully intends to comply with the General and Special provisions of the Sample Master Agreement that respondent will be required to sign if awarded a cooperative contract. The awarded contract will be the same or similar to the sample. H-GAC reserves the right to update the actual contract with any additional required terms and conditions as required for compliance to agency and funding source requirements. Exceptions to these Master Agreement General and Special provisions are not permitted and will not be reviewed. Please view the Sample Master Agreement located in the Additional Resource Documents/Attachments section.
Please upload a current company W9.
The Houston-Galveston Area Council (H GAC) is the region-wide voluntary association of 133 local governments and local elected officials in the 13-county Gulf Coast Planning region of Texas. Local elected officials organized H GAC in 1966 after authorization by State enabling legislation. Its service area is 12,500 square miles and includes more than 7-million residents. H GAC is governed by a 36-member Board of Directors composed of local elected officials, who serve on the governing bodies of member local governments. All H GAC programs are carried out under the policy direction of its Board of Directors. H GAC’s mission is to serve as the instrument of local government cooperation, promoting the region’s orderly development and the safety and welfare of its residents. H GAC is the regional organization through which local governments consider issues and cooperate in solving area-wide problems. Agency programs emphasize local government concerns, such as transportation, air and water quality, criminal justice, demographic analysis, mapping programs, and intergovernmental purchasing. H GAC also serves its citizens through workforce development programs, services to the aging and elderly, and small business finance programs.
H-GAC is soliciting Responses for selecting qualified manufacturers, distributors, installers and service providers to make the referenced types of products and services available to Customers of the HGACBuy Cooperative Purchasing Program under blanket type contracts. Customers may require selective acquisitions of equipment and/or services OR full turnkey projects necessitating additional services, training and maintenance agreements. This solicitation may include a request for a discount percent off price catalog, category, or manufacturer, or price list for supplies, materials, or not to exceed hourly rates for installation or repair. Respondents are not required to provide offerings on all categories.
H-GAC is soliciting Responses for selecting qualified manufacturers, distributors, installers and service providers to make the referenced types of products and services available to Customers of the HGACBuy Cooperative Purchasing Program under blanket type contracts. Customers may require selective acquisitions of equipment and/or services OR full turnkey projects necessitating additional services, training and maintenance agreements. This solicitation may include a request for a discount percent off price catalog, category, or manufacturer, or price list for supplies, materials, or not to exceed hourly rates for installation or repair. Respondents are not required to provide offerings on all categories.
H-GAC is soliciting Bids for selecting competitively priced contract providers to make various types of products available to Customers of the HGACBuy Cooperative Purchasing Program under single awarded contracts based on the items requested for Bid. By submission of a response, Respondent certifies that offered pricing is as good as, or better, than pricing offered to local government customers through any other program under normal circumstances. If such is not the case, Respondent must explain how offered pricing differs from “best” pricing, and by how much.
H-GAC is soliciting Bids for selecting competitively priced contract providers to make various types of products available to Customers of the HGACBuy Cooperative Purchasing Program under single awarded contracts based on the items requested for Bid. By submission of a response, Respondent certifies that offered pricing is as good as, or better, than pricing offered to local government customers through any other program under normal circumstances. If such is not the case, Respondent must explain how offered pricing differs from “best” pricing, and by how much.
It is the objective of this Request for Qualifications to solicit responses to provide a qualified list for (Insert Product Line) that meet or exceed the expectations laid out in this Solicitation. The qualified lists will require the Customer to contact multiple contractors for pricing quotes and compete providers within the contract.
It is the objective of this Request for Qualifications to solicit responses to provide a qualified list for (Insert Product Line) that meet or exceed the expectations laid out in this Solicitation. The qualified lists will require the Customer to contact multiple contractors for pricing quotes and compete providers within the contract.
This selection will populate the warranty and Licensing and Permitting Requirements for Vehicle Sales.
Q (Truck Bodies): Are there any specific brands of beds you are looking for? Bedrock/CM/RKI
A: No specific brands. As far as bodies are concerned, the goal is to have the chassis proposers supply pricing on a variety of bodies for which they commonly receive requests from their government agency clients.
Q (Mercedes Benz Sprinter Vans & Cab Chassis): Would this RFP consider the Sprinter commercial vans & Cab Chassis?
A: No. This solicitation is relegated to trucks that fall under commercial classes “4” (GVWR between 14,001 and 16,000 pounds) through “8” (GVWR between 33,001–80,000 pounds). The Mercedes "Sprinter" series and similar are Class 2-3.
Q (Freight/Delivery Charges): The current FOB destination requirements do not permit the cost discounts of delivery of multiple units. Further, we must factor the cost of a single unit to the furthest location in the country. "Local" customers would incur the furthest distance charge. Please permit FOB Destination: Prepaid and Add. That way the customer only pays the exact shipping charge to deliver, not the cost of furthest distance as a single unit.
A: HGAC contracts use FOB destination, Prepaid and Add (i.e. title /ownership of equipment passes from seller to buyer upon delivery, with the seller arranging and paying for shipping, and the cost of shipping added to the invoice.) Equipment proposed in response to this solicitation shall be priced exclusive of freight, which will be specific to the end users' locations.
Q (Truck Bodies): If we are bidding only as a truck body manufacturer using the Truck Bodies Options Pricing Form for third-party bodies, and we are not bidding the chassis or acting as the Texas franchised dealer, are we eligible to receive an award for that body-only portion? If yes, can that award include Texas sales, or only sales outside Texas?
A: This solicitation and contract targets franchised chassis dealers. A body company must be represented indirectly, through the truck dealer's options pricing.
Q (Trailer List Pricing Structure ): Currently my manufacturer does not have a list price catalog that can be provided for the purpose of the discount off of list structure for trailers. How would you suggest we go about submitting proof to the stable structure of our pricing offered to HGAC members. Is the list pricing structure a "hard stop" or will other methods of pricing structure be entertained for award of contract?
A: Submit a separate, detailed pricing document of your own showing your standard pricing for the baseline trailers and options. Also, reference this document on the H-GAC trailer pricing form with a % off standard pricing that will apply at the point of purchase.
Q (Terms & Conditions): Will we have the ability to take exception to the terms & conditions of the contract? Or will any exceptions to the terms & conditions lead to disqualification?
A: Exceptions may be addressed during the contract negotiation phase, subject to mutual agreement.
Q (No subject): For specialty vehicles such as mobile clinics, food trucks, and custom trailers, can respondents structure pricing as a base model with configurable options and/or defined customization categories (e.g., option packages or labor-based ranges), rather than fixed, fully predefined units?
A: (1) Equipment priced shall be consistent with what a local government agency typically (historically) purchases; (2) As noted in the terms and conditions, bodies must be priced by the truck chassis dealer-proposer and trailers may be priced by any entity as long as the trailers are empty commercial trailers ( tandem utility, flatbed, low-lying (hot shot), dry van, drop-deck step, dry van trailer, curtain-side, ball hitch-mounted/gooseneck, 5th wheel, and plus specialized configurations, etc.); (3) any priced 'options' associated with a body may be included by the chassis proposer
Q (No subject): Can concession trailers, food trailers, and mobile kitchen trailers be submitted as part of the Trailers category, including fully equipped turnkey units with integrated electrical, plumbing, and kitchen systems?
A: Yes, if the Repondent's position is that these trailers are consistent with what a local government agency typically (historically) purchases.
Q (No subject): Are motorhome-based platforms (e.g., RV chassis such as Winnebago or similar) acceptable when converted into commercial-use specialty vehicles (e.g., mobile clinics or outreach units), provided they meet applicable safety and regulatory standards?
A: No. This solicitation targets Class 4-8 bare frame/chassis cab-chassis vehicles
Q (No subject): Some of the files referenced in the HT07 26_Medium_and_Heavy_Trucks,_Truck_Bodies,_and_Trailers.pdf prompt an error message : " AccessDenied" and cannot be accesed. ie 1295.pdf, References_v7.18.23.pdf, etc. Can these files be available in the Downloads section of this bid?
A: Please download the documents directly from the online posting section “Submission Uploads/Required Documents”. The links in the downloaded PDF will not work.
Q (No subject): In which form do we input the base price of the trailer ? We see the form where the discount and options go but we don’t see a form to put the base price.
A: The HGAC trailer response pricing form. Reference directions on the form and in the specifications (Section 10, subsection 1.4)
Q (Truck Bodies): For the Truck Body Price list: If bodies are not included and the body manufacturer does not submit, can we still quote the body to the end user?
A: For an HGAC PO, an HGAC chassis vendor will be relegated to the contracted pricing submitted in its original HGAC solicitation proposal (i.e. bodies priced by chassis dealer in its original proposal on the HGAC body form)
Q (Truck Bodies): Do we need to submit every length body we would like to submit or can we submit the shortest and longest and then utilize the customization option for each defined category, i.e. Dry Van, and include a min/max for customization to include the additional lengths?
A: The goal is to be thorough (as practicality allows), but to price, at a minimum, popular, common bodies -- including common body configurations, lengths, etc. More bodies/versions that are priced in the proposal equates to more choices for the HGAC Member and higher potential for sales of a body option. You may submit additional min/max customization pricing in your response to address additional sizes.
Q (Truck Bodies): If the body prices increase are we able to pass the increase onto the end user as long as we can show proof of the increase? It is high risk for a chassis dealer to be held accountable for body manufacturer pricing.
A: Yes, but through a contract amendment. During the life of a contract, HGAC allow for vendors to submit contract price change amendment requests to address that issue.
Q (MSRP/List price book proposal response): The forms referred that the "Manufacturer Price Book (MSRP/List price book SHALL be included separately, in proposal response)". Do we have the freedom to generate this proposal response as desired, (if so, is there a sample we can use as reference) or is there a form missing where we need to fill out the proposal response for the MSRP/List price book?
A: Yes, a proposer may submit a standard pricing book, which shall be referenced on the applicable HGAC form and the % off that will be applied at the point of purchase.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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