Qualified Vendor List (QVL) for the Purchase of New Vehicles

The City of Tucson (the City) is requesting proposals from qualified vendors to develop a Qualified Vendor List (QVL) for the purchase of various new vehicles. The QVL will be used for new vehicle purchases in accordance with the provisions, specifications, and instructions as stated in this solicitation. The City seeks to contract with qualified vendors who can provide new vehicles that may be of various fuel types (gasoline, hybrid, electric, etc.) including, but not limited to:

• Automobiles: mini, subcompact, compact, coupe, sedan, and full-size
• Pickup Trucks: light duty, half ton, three-quarter ton, and one ton
• Cab and Chassis: class 4, class 5, and class 6
• Vans: passenger and cargo
• Sport Utility Vehicles (SUVs): compact, mid-size, full-size, and crossovers
• Police Pursuit-Rated SUVs, Sedans, and Trucks
• Police and Fire Special Service Vehicles (SSVs), not pursuit-rated

Proposals will be evaluated based on the evaluation criteria set forth within the solicitation. Offerors must obtain a minimum score of 70 points out of 100 possible points in order to be considered for award and placed on the QVL.

Open and Continuous Solicitation

This solicitation will be open and continuous through February 23, 2027, meaning that the City will accept proposals from prospective offerors at any time through February 23, 2027. The initial submittal period is open through 2:00pm Local AZ Time on February 23, 2023. After the initial submittal period, the City intends to review submissions every 90 days. Offers may be evaluated sooner or later than 90 days at the City's discretion. Successful offers will be awarded a contract and placed on the City's Qualified Vendor List. No awards will be made after August 23, 2027.

Project Details

• Reference ID: 230022
• Department: EGSD
• Department Head: Carlos DeLa Torre (Director)

Important Dates

• Questions Due: 2027-02-18T21:00:00.000Z
• Pre-Proposal Meeting: 2023-02-09T17:00:00.000Z — Microsoft Teams Virtual Meeting

Addenda

• Addendum #1 (released 2023-08-24T19:55:03.712Z) —

  ITEM ONE (1): UPDATED TERM AND RENEWAL

  • The Term and Renewal has been updated with the following language:

  "The term of the Contract will commence when awarded to Contractor and remain in effect until August 13, 2024, after contract award, unless terminated, canceled, or extended as otherwise provided herein. The City may, at its sole option, extend the Contract’s term for additional one-year periods or portions thereof, with a final term completion date of August 13, 2028. All contracts resulting from this solicitation will expire on August 13, 2028, regardless of when the contract is executed."

   

Evaluation Criteria

• Method of Approach (50 pts) —
  1. Provide the vehicle manufacturer(s) you can supply. Include information on the types of vehicles you can offer that meet the following Scope of Work requirements:
     • Vehicles including but not limited to the following categories:
       • Automobiles: mini, subcompact, compact, coupe, sedan, and full-size
       • Pickup Trucks: light duty, half ton, three-quarter ton, and one ton
       • Cab and Chassis: class 4, class 5, and class 6
       • Vans: passenger and cargo
       • Sport Utility Vehicles (SUVs): compact, mid-size, full-size, and crossovers
       • Police Pursuit-Rated SUVs, Sedans, and Trucks
       • Police and Fire Special Service Vehicles (SSVs), not pursuit-rated
     • Vehicles including but not limited to the following fuel types:
       • Electric Vehicles (EVs), also called Battery Electric Vehicles (BEVs)
       • Plug-in Hybrid Electric Vehicles (PHEVs)
       • Hybrid Electric Vehicles (HEVs)
       • Flexible Fuel Vehicles (FFVs), also called Ethanol or E85
       • Fuel Cell Vehicles (FCVs)
       • Compressed Natural Gas (CNG) Vehicles
       • Diesel
       • Gasoline
  2. Describe your capacity to deliver products in a timely manner and any special processes you have in place to expedite the turn-around time for Fleet/Special Orders.
  3. Provide information detailing the type(s) and extent(s) of coverage under each manufacturer's standard warranty. State the warranty year/miles for each of the following:
     1. Chassis
     2. Emission Controls
     3. Engine
     4. Differential
     5. Transmission
     6. Frame
     7. Electrical System
     8. Air Conditioning
     9. Body
     10. Other: Emissions, Safety Restraint
• Qualifications and Experience (40 pts) —
  1. Provide a brief history of your business, including, but not limited to, number of years in business, facility location(s), hours of operation, etc.
  2. Provide a list of agencies or companies for whom you have provided fleet purchasing for within the last three (3) years. Include a minimum of three (3) contact names and phone numbers for reference purposes.
  3. List the key personnel who will manage this contract, should your firm be awarded. Provide their resumes and/or biographies.
  4. Disclose involvement in any legal proceedings, lawsuits or governmental regulatory actions, taken or pending, and any contractual demands for assurance regarding provision of similar services in the last five (5) years.
• Price Proposal (10 pts) —
  1. Complete the Price Page found as an attachment to this solicitation.
  2. Explain what additional discounts and/or incentive programs you expect to offer for the types of vehicles that meet the Scope of Work requirements.

Submission Requirements

• Discounts —

  As stated in the Instructions to Offerors - Discounts, the price(s) herein can be discounted by _______%, if payment is made within ______ days. These payment terms shall apply to all purchases and to all payment methods.

• Cooperative Purchasing Program
• Cooperative Purchasing Program —

  Cooperative Purchasing allows other public agencies to piggyback on the City of Tucson’s contracts. Will your firm provide the City of Tucson, as the lead agency on this regional contract, a rebate in the form of a percentage of sales based upon the other agencies sales?

• If yes, state the percentage discount.
• City of Tucson Business License
• Does your firm have a City of Tucson business license?
• City of Tucson Business License —

  If you answered yes to the question above, please upload your business license.

• Credit Card Payment
• Will payment be accepted via commercial credit card?
• If yes, can commercial payment(s) be made online?
• Will a third party be processing the commercial credit card payment(s)?
• If yes, indicate the fee percentage per transaction ___________ (as allowable, per Section 5.12.2 of the MasterCard Transaction Processing Rules).
• If you answered "no" to question 4.2, will consideration be given to accept the card?
• Forms to be filled out —

  Please ensure that all required information is included with your offer.

  1. Technical Proposal
  2. Pricing Proposal
  3. Offer and Acceptance Form
• Technical Proposal (required) —

  Please upload your Vendor Response to the Evaluation Criteria.

• Pricing Proposal (required) —

  Please upload your Pricing Proposal.

• Offer and Acceptance Form (required) —

  Please upload your signed Offer and Acceptance Form.

• Living Wage (required) —

  Will Living Wage Requirements be a part of the resulting contract?

• Will the resultant contract have Federal Funding? (required)
• Special Terms and Conditions (required) —

  Please select the required language that should be included under Special Terms and Conditions for this project. Please select all that apply.

• Insurance Requirements (required) —

  Please select the additional insurance coverages required for this project. Please select all that apply.

• Initial Term of Contract (required) —

  What is the initial term of the contract?

  Please use the following format: one (1)

  Even if you selected auto renewal, you need to add the initial term, i.e. one (1)

• Renewal Options (required) —

  Will renewal options be given with this contract?

  If you selected Auto Renewal, select No.

• RenewalTerm (required) —

  What is the renewal term of the contract?

  Please use the following format: four (4)

  If no extension options will be given or you selected automatic renewals, please enter "N/A".

• Pricing (required) —

  Will you build the pricing in OpenGov Procurement (OG Pro)?

• Separate Pricing Document (required) —

  If you will be requesting the pricing to be provided by the vendor outside of the OpenGov system, have you attached the required document to this solicitation?

• Attachments (required) —

  Do you have any attachments?

• Offer & Acceptance (required) —

  Do you need an Offer & Acceptance Form? Default should be yes.