Statewide Contract Information Sheet - Wade Ford, Inc. - January 13, 2025 - DCSD Board Meeting Archive

Statewide Contract Information Sheet
Statewide NIGP
99999-SPD-40199373
Contract Number Code See NIGP Tab
Administrative Vehicles, Regular and Alternatively
Name of Contract Fueled

Effective Date 11-15-2013 Expiration Date 11-30-2024

Contract Table of Contents
Contract
6
Vendors Awarded Information: Mandatory Contract
Click to Link to
Contract Information for Vendor Page

Wade Ford 2

Additional Contract Information

Contract Renewals, Extensions, Changes 3

NIGP Codes 3

Detailed Pricing and Order Sheets “My Vehicle” 3

Vehicle Specifications 5-6

Special Contract Terms and Conditions 7-11

Issuing Officer 11

1
Supplier Contract Information

Statewide Contract Number 99999-SPD-ES40199373-009S
Location
PeopleSoft Vendor Number 0000011786 Code 000001
Vendor Name & Address

Wade Ford, Inc.
3860 S Cobb Dr
Smyrna, GA 30080

Contract Administrator
Roger Moore
Phone: 678-460-3881
Fax: 770-433-2412
Email: rmoore@wade.com

Contact Details

Ordering Information Wade Ford Inc.
3860 S Cobb Drive
Smyrna, GA 30080

Remitting Information Wade Ford Inc.
3860 S Cobb Drive
Smyrna, GA 30080
Orders will be shipped within
Delivery Days 120 days after receipt of Purchase
Order

Discounts 0%

Payment Terms Net 30 days

Bid Offer includes State and Local Governments

Acceptable payment method Purchase Orders, EFT

2
Contract Renewals/ Extensions/ Changes

8-1-2014 Contract amended to allow suppliers to sell any option in their inventory at dealer invoice cost or
below,plus 1°/o

Contract Renewal #1: 12/01/2014-11/30/2015
Contract Renewal #2: 12/01/2015-11/30/2016
Contract Renewal #3: 12/01/2016-11/30/2017

Extension 1: 12/01/2017 - 11/30/2018
Extension 2: 12/01/2018 - 11/30/2019
Extension 3: 12/01/2019 - 11/30/2020
Extension 4: 12/01/2020 - 11/30/2021
Extension 5: 12/01/2021 - 11/30/2022
Extension 6: 12/01/2022 - 11/30/2023
Extension 7: 12/01/2023 - 11/30/2024

Amendment #10: Contract amended to temporarily modify the vehicle
ordering process due to supply chain disruptions. See page below for
details of the Request to Use Modified Vehicle Ordering Process.

NIGP CODES:

07104 --- Sedans
07201--- Class 1 Trucks (6,000 lb. GVWR or less. (F-150 F-250)
07202 --- Class II Trucks (6,001-10,000 lb. GVWR (F-350)
07180 --- SUV’s, Crossover SUV’s
07190 --- Vans, Cargo
07192 --- Vans, Passenger (Regular and Handicapped Equipped)

Detailed Pricing and Order Sheets "My Vehicle"

See Detailed Pricing Sheet (Ordering Instructions)

AWARD: Please refer to the Notice of Award Document.

3
Request to Utilize Modified Vehicle Ordering Process
Only for Use Administrative Vehicles Statewide Contract #99999-SPD-ES40199373

a. Agency Buyers are required to utilize the mandatory statewide contract to purchase
vehicles. Awarded suppliers within each vehicle class/category must be used to purchase
the vehicle desired by the Agency.
b. Suppliers in the awarded vehicle class/category have up to ten (10) business days to
commit in writing their ability to fulfill orders received by Agency. If the awarded supplier
cannot commit to fulfill orders received by the Agency Buyer within the ten (10) business
day window, the Agency Buyer must receive written documentation that the order cannot
be fulfilled.
c. After the Agency has received documentation from the awarded supplier that the order
cannot be fulfilled, the Agency can submit an Authority To Utilize an Alternative SWC
Supplier request to Contract Management requesting the ability to submit orders to any of
the other statewide contract vehicle suppliers who were not in the awarded vehicle class/
category to determine if they have available inventory.
d. The request submitted to Contract Management from the Agency must be in writing and
include:
• Proof that the supplier in the awarded vehicle class/category was contacted and
provided an opportunity to respond.
• Documentation from the awarded supplier indicating it could not fulfill the order.

e. If the request is approved by Contract Management, the Agency must then reach out to all
the non-awarded statewide contract vehicle suppliers within the vehicle class/category to
determine if they have available inventory to meet Agency needs. The non-awarded
vehicle statewide contract suppliers can choose to respond to Agency request and offer to
provide a vehicle at either the current awarded SWC price or provide their best available
price. Agency will choose the best supplier based on pricing and time of delivery.
f. This process may be utilized by all Authorized Users provided its local laws, rules, and
regulations allow.
Please Note: This process change is effective beginning July 11, 2022 and will remain in effect until the State
Purchasing Division determines the change is no longer needed.

4
VEHICLE SPECIFICATIONS

Instructions for Finding Standard Equipment

Instructions for Ford Standard Equipment
1. Click on
http://www.ford.com/
2. Select Vehicle Class
3. Select Vehicle
4. Select “ Specs” from menu bar
5. Select “View all”

Instructions for Chevrolet Standard Equipment
1. Click on
http://www.chevrolet.com/
2. Select Vehicle Class (ie. Car, Crossover SUV, SUV etc.)
3. Select Vehicle
4. Click “Learn More”
5. Click “ Models & Specs”
6. Click “Standard and Optional Equipment”

Instructions for Kia Standard Equipment
1. Click on
http://www.kia.com/us/en/#/home?series=soul&year=2014
2. Select “Vehicles” → “See all Vehicles”
3. Select Vehicle
4. Click “ Features & Specs” in menu bar

5
Instructions for Mazda Standard Equipment
1. Click on
http://www.mazdausa.com/MusaWeb/displayHomepage.action
2. Select “ All Vehicles” from menu bar
3. Select Vehicle class
4. Select “Explore More”
5. Select “Specs” from menu bar

Instructions for Jeep Patriot Standard Equipment
1. Click on http://www.jeep.com/en/
2. Select “ Vehicles” from the menu bar
3. Select “2014 Patriot”
4. Select “Specs” from the menu bar

6
STATE OF GEORGIA GENERAL SPECIFICATIONS
for
AUTOMOBILES, SPORT UTILITY VEHICLES AND LIGHT DUTY TRUCKS

NOTE: Requirements specified herein shall apply to all automobiles and station
wagons purchased by the State of Georgia. This specification is not complete without
specific requirements in the detail specifications. In the event of conflict between this
specification and the detail specifications, the detail specification shall apply.

APPLICABLE DOCUMENTS: Reference to publications in the detail specifications shall
apply to those issues in effect on the date of the invitation to bid, unless otherwise
specified.

DESIGN: New models in current production, complete with all necessary operating
components and accessories customarily furnished, together with such modifications
as may be necessary to enable the vehicle to function reliably and efficiently in
sustained operation. Design to permit accessibility for maintenance purposes with
minimal disturbance of other components or assemblies. The term "heavy duty" as
used to describe an item, shall be defined to mean in excess of the usual performance,
quantity, quality or capacity that is normally supplied with the standard production
item.

COMPONENTS, ASSEMBLIES AND ACCESSORIES: The vehicle shall have all of its
components, assemblies and accessories installed and shall be delivered to the State
meeting or exceeding all applicable requirements of the Environmental Protection
Agency Regulations, Federal Motor Vehicle Safety Standards, Federal Motor Carrier
Safety Regulations and Industry Specifications, Standards and Regulation that are in
effect on the date of manufacture. NOTE: All Components, assemblies, and accessories
shall be Factory Installed unless otherwise noted. All pick up trucks shall have
Fleetside type cargo boxes with step type bumpers. Standard size pick up trucks shall
have a minimum of forty-nine (49) inches width between cargo box wheel housings.
Bumpers may be factory or locally installed. In the event bumpers are locally installed,
they shall meet or exceed factory standards, particularly with regard to tongue weight
and tow weight.

STANDARD EQUIPMENT: The vehicle shall include all components, assemblies and
accessories as offered by the vehicle manufacturer and referred to as "standard
equipment or features".

EMISSION CONTROLS: All vehicles must be certified to the low emission vehicle (LEV),
ultra-low emission vehicle (ULEV), or zero emission vehicle (ZEV) standards as
defined by the United States Environmental Protection Agency in 40 CFR Part 88
Subpart A and qualify as a Clean Fueled Vehicle under Georgia Rules for Clean Fueled
Fleets, Chapter 391-3-22.

7
INTERIOR & EXTERIOR SOUND LEVEL: Vehicles shall comply with Federal Interstate
Noise Standards.
COOLING SYSTEMS: Liquid pressurized forced circulation type, consisting of the
necessary components of such design and capacity to maintain the engine at optimum
safe temperature under all operating conditions without any loss of coolant. Optimum
engine temperatures shall be maintained with the vehicle loaded and continuously
operating at all driveable altitudes and grades in ambient temperatures ranging from
minus 30 to 120 degrees F. Thermostat controlled and suitable for operation with
permanent type antifreeze solution. Easily accessible drain outlets shall be provided to
allow complete cooling system drainage. Coolant recovery system to be furnished.
WHEELS: Manufacturers recommended size and capacity for the vehicle offered. Rim
contours and sizes shall conform to the current recommendations of the Tire and Rim
Association, Inc.

TIRES: All tires furnished shall be blackwall, tubeless type, steel belted radial, with
standard highway tread design. Capacity to the maximum load imposed by the evenly
and fully loaded vehicle. Conform to the Tire and Rim Association, Inc. Spare tire and
wheel, factory installed, shall be furnished.

TOOLS: Jack and Lug Wrench, Factory Installed, for each vehicle.

EXHAUST SYSTEM: Manufacturer's heaviest duty system available for engine
furnished. Corrosion resistant and securely fastened and routed to protect
components from hazards. System shall comply with Federal Motor Vehicle Safety
Regulations.

CONTROLS, INSTRUMENTS AND OPERATING MECHANISMS: Located for left hand drive.
Complete and conveniently accessible to driver. Instruments and controls clearly
identified as to function.

HEATER AND DEFROSTER: Hot water heating systems with fresh air intakes. Discharge
outlets to floor and defroster louvers shall be provided. Systems shall be equipped
with variable temperature control and multiple speed blowers.

EXTERIOR FINISHES: Standard production colors.

MATERIALS: New and of quality conforming to current engineering and manufacturing
practice. No defects and suitable for the intended service.

SERVICE AND REPAIR: The State of Georgia shall expect the manufacturer to have
adequate stocks of replacement parts available to service State vehicles and to make
delivery within a reasonable time of all normal replacement parts to their dealers who
may service State vehicles. The State further expects that warranty service and
repairs as well as non warranty service and repairs will be handled without prejudice
by local dealerships throughout the United States.

8
WARRANTY: Vehicles shall be fully warranted against defective materials and
workmanship by the manufacturer for the period stated in the “Instructions to Bidders
from the date of delivery and acceptance. However, if additional warranty coverage on
the whole or any components of the vehicle, in the form of time and/or mileage
including any prorata arrangements, is normally extended to commercial customers,
the state shall receive corresponding warranty benefits.
RESPONSIBILITY FOR INSPECTION: Unless otherwise specified in the contract or
purchase order, the supplier shall be responsible for the performance of all inspection
and test requirements necessary to ensure compliance with requirements of this and
the applicable detail specifications. This action does not preclude subsequent
inspection and testing by the State of Georgia to further determine conformance with
specification requirements for performance, quality standards of workmanship,
material and construction techniques.

PRE-DELIVERY SERVICING AND ADJUSTMENT: The dealer shall not attach any dealer
identification, advertising or similar material to the vehicle. Prior to acceptance by the
State inspector, the dealer shall service and adjust each vehicle for operational use, to
include as a minimum, the following:

Focusing of lights Tuning of
engine Adjustment of
accessories
Checking of electrical, braking and suspension systems. Charging
of battery
Alignment of front end
Inflation of tires
Balancing of all wheels, including the spare
Complete servicing of engine, chassis and operating mechanisms with recommended
grades of lubricants or fluids for the ambient air temperature at the point and time of
delivery.
Servicing of cooling system with permanent type antifreeze and summer coolant for
minus 20 degrees F. protection.
Servicing of windshield washer reservoir with water and appropriate additives. A
minimum of 1/4 tank of fuel.
DOCUMENTS: Each vehicle shall be delivered with complete certification of origin, tag
application, warranty, owner's manual and any other necessary credentials.
SPECIAL CONTRACT TERMS AND CONDITIONS

1. CONTRACT PERIOD
The initial contract performance period is from date of award for a period of (2) model
years (2009 and 2010). The Department has the option to renew the contract up to
two (2) additional consecutive one (1) model year periods under the same terms and
conditions with mutual consent from the vendor. Renewals for lease purchase
agreements will occur annually and will be subject to appropriations and terms of the
attached contract.

2. SPECIFICATIONS AND TECHNICAL SUPPORT

9
Awarded vendors will provide commercial bumper to bumper warranty for 36 months
or 36,000 miles. Commercial power train warranty will be 5 years or 60,000 miles and
rust through warranty shall cover 72 months or 100,000 miles. All other commercial
warranties will apply.

3. INSURANCE AND BONDING

a. Offeror is required to maintain the following insurance coverage’s during the term
of the contract:

Workers Compensation Insurance (Occurrence) in the amounts of the statutory limits
established by the General Assembly of the State of Georgia (A self-insurer must
submit a certificate from the Georgia Board of Workers Compensation stating that the
Awarded Offeror(s) qualifies to pay its own workers compensation claims.) In
addition, the Offeror 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 $100,000;
Bodily injury by disease--per employee $100,000; Policy
limits $500,000.

Commercial General Liability Policy per occurrence $1,000,000.

Business Auto Policy to include but not be limited to liability coverage on any owned,
non-owned and hired vehicle used by the Offeror or Offeror‘s personnel in the
performance of this contract. The Business Automobile Policy shall have a per
occurrence limit of $1,000,000.

b. 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 the State Entity.
Certificates of Insurance showing such coverage to be in force shall be filed with the
State Entity prior to commencement of any work under the contract. The foregoing
policies shall be obtained from insurance companies licensed to do business in Georgia
and shall be with companies acceptable to the State Entity, 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.
4. PRICES
a. Optional Equipment Bidders must provide a price for optional equipment for each
vehicle bid. These prices shall be at dealer's cost and will remain firm during the life
of the contract. All optional equipment shall be factory installed unless otherwise
noted.

b. FOB - Regional Delivery

10
Bidders must provide a fixed rate for delivery to Facilities and/or State Agencies
within each region. Exceptions to this requirement will not be considered and will
result in disqualification of bid.

5. ORDERS
a. Within five (5) days after the awarded vendor receives an order from a State
Agency and the order has been placed with the manufacturer, the awarded vendor
shall by fax or certified letter notify the agency with the date and time along with all
other pertinent information confirming that the order has been placed.

b. State invoices will have the purchase order referenced.

6. VEHICLE EQUIPMENT DATA SHEET
This document shall be submitted with bid for every type of vehicle bidding on. Failure
to provide information as required will result in rejection of the bid line item.

7. EMISSION CONTROL
Throughout model years of production during the term of this contract, all vehicles
provided under this contract must be certified to the low emission vehicle (LEV), ultra-
low emission vehicle (ULEV), or super ultra-low emission vehicle (SULEV); not
California Phase II gasoline, and zero emission vehicle (ZEV) emission standards as
defined by the United States Environmental Protection Agency. For additional
information see the attached State of Georgia General Specifications titled
Automobiles and Station Wagons.

8. PURCHASE ORDER APPROVALS
Purchase orders and lease agreements for motor vehicles submitted by any state of
Georgia Executive branch agency require prior approval by the Department of
Administrative Services (DOAS) Office of Fleet Management (OFM) before the
purchase order or lease may be accepted by a vendor. Approval is indicated by an
"APPROVED" datestamp and signature from DOAS OFM. Vehicle purchases or leases
from statewide contracts by county and municipal government agencies, and by the
state of Georgia Judicial Branch do not require this approval. Questions concerning
validity of purchase orders or lease agreements received without a date-stamp
indicating approval should be referred to the DOAS, OFM.

DOAS CONTRACT INFORMATION
Name: Emily Harris
Contract Management Specialist
Phone: 470-668-2663
Email: emily.harris@doas.ga.gov

Procurement HelpDesk
Telephone-: 404-657-6000
Email:procurementhelp@doas.ga.gov

Agenda Item