Agenda Item
i. Contract ~ Cooperative Agreement ~ Georgia Statewide Contract ~ Wade Ford Inc. (99999-SPD-ES40199373-009S) and Allan Vigil Ford Lincoln, Inc. (99999-SPD-ES40199373-002) ~ Acquisition of Operations Division Support Service Vehicles (Not to exceed $2,000,000)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education (“the Board”) approve the use of Georgia Statewide Contract-99999-SPD-ES40199373-009S (Wade Ford Inc.) and 99999-SPD-ES40199373-002 (Allan Vigil Ford) for the purchase of support vehicles for the Operations Division in an amount not to exceed $2,000,000.
Why: Approval of the use of the Georgia Statewide Contract 99999-SPD-ES40199373-009S- Wade Ford, Inc., and 99999-SPD-ES40199373-002- Allan Vigil Ford, through a Cooperative Agreement, allows DeKalb County School District (“DCSD”) Operations Division to purchase support vehicles through fixed pricing that has been competitively solicited and awarded. This purchase will support staff transportation needs in maintaining the fleet lifecycle management.
The approval of the use of this Cooperative agreement meets Strategic Goal Area 6: Organizational Excellence
Details: The Division of Operations is requesting approval to utilize the State of Georgia - Department of Administrative Services - Statewide Standard Contract through Wade Ford, Inc. and Allan Vigil Ford Lincoln, Inc.
On November 1, 2013, the State of Georgia awarded Solicitation # ES-40199-373 for Administrative Vehicles, Regular and Alternatively Fueled from which the suppliers Wade Ford, Inc. and Allan Vigil Ford Lincoln, Inc. were awarded contracts.
These contracts are between the State of Georgia and Wade Ford, located at: 3860 Cobb Drive, Smyrna, GA 30080 and Allan Vigil Ford Lincoln, Inc. located at 6790 Mt. Zion Blvd., Morrow, GA 30260.
In accordance with Board Policy DJE (Purchasing), Paragraph III D.3.(d), exceptions to competitive selection are allowed when the purchase is made through contracts formally solicited and obtained by the State of Georgia, the Federal Government, or other government agencies.
Financial impact: This purchase will be allocated under the general fund from cost code 100.2700.573000.00011.7190.1320.8013.040.0000 for an amount not to exceed $2,000,000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678-676-1447
Dr. Chardra Carter, Assistant Director of Fleet Services, Division of Operations, 678-676-1387
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
Supplier Information Sheet
Statewide Contract NIGP
Number 99999-SPD-ES40199373 Code See NIGP Tab
Administrative Vehicles
Name of Contract
Effective Date 11-15-2013 Expires 11/30/2024
Contract Table of Contents
Contract
5 Mandatory Contract
Active Suppliers Information:
Contract Information for Supplier
Allan Vigil Ford Lincoln, Inc. 2
Additional Contract Information
Contract Renewals, Extensions, Amendments 3
NIGP Codes 3
Pricing / Ordering Instructions 4
Vehicle Specifications 5-7
Special Contract Terms and Conditions 8
DOAS Contact Information 9
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Contact Information
Statewide Contract Number 99999-SPD-ES40199373-002
PeopleSoft Vendor Number 0000011950 Location Code 000001
Vendor Name & Address
Allan Vigil Ford Lincoln, Inc. Fleet &
Government Sales 6790 Mt.
Zion Blvd.
Morrow, Georgia 30260
TIN: 58-1606549-001
Contract Administrator
Mike Brown
mike.brown@vigilford.com
Telephone: 678-364-3986
Fax: 678-364-3920
Contract Details
Government Sales
6790 Mt. Zion Blvd
Ordering Information Morrow, GA. 30260
ATTN: Mike Brown
Government Sales
6790 Mt. Zion Blvd
Remitting Information Morrow, GA. 30260
ATTN: Mike Brown
Supplier is responsible for communicating with
authorized user about production window, delivery to
Delivery Days dealer lot from manufacturer, and delivery dates to
customer.
Price Structure Firm, Fixed Line-Item Pricing
Payment Terms Net 30
Vendor does not accept P-card. Payment must be
Acceptable payment method made through ACH/check.
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Contract Renewals/ Extensions/ Amendments:
Amendment #1 Pricing
Amendment #2 Contract amended to allow suppliers to sell any option in their
inventory at dealer invoice cost or below, plus 1%
Renewal #1: 12/01/2014 - 11/30/2015
Renewal #2 12/01/2015 - 11/30/2016
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
Amendment #10: Modified Vehicle Ordering Process
Extension #6: 12/01/2022 - 11/30/2023
Amendment #12 Pricing
Extension #7 12/01/2023 - 11/30/2024
Amendment #13 Pricing
Amendment #14 Pricing
Amendment #15 Pricing
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)
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Pricing
The Vehicle Availability Matrix contains the current base pricing for the statewide fleet
contracts. Please make sure that you are on the tab specifically for the vehicle(s) that you are
looking to purchase.
You can find the most up to date version of the Vehicle Availability Matrix on the DOAS
website at this link (https://doas.ga.gov/state-purchasing/statewide-contracts). Just scroll down
to the section that looks like this image below and it is hyperlinked at the end of the paragraph.
Ordering Instructions
1. Review current order window and base pricing according to the Vehicle Availability Matrix.
2. Reach out to the supplier for a quote.
a. The quote should contain all options listed that the authorized user is requesting.
b. Note: If the base price listed on the quote does not reflect the price listed on the
Vehicle Availability Matrix, PLEASE reach out to the contract manager to resolve
this.
3. Any state of Georgia Executive branch agency must submit purchase order for prior
approval by the Department of Administrative Services (DOAS) Office of Fleet Management
(OFM) before the purchase order may be accepted by a vendor. Approval is indicated by an
"APPROVED" date, stamp, and signature from DOAS OFM.
a. OFM Contact: Bobby Arrington, bobby.arrington@doas.ga.gov
4. Authorized user submits a purchase order to the dealership for the vehicle.
5. Supplier submits order to the manufacturer and provides confirmation to the authorized
user that the order has been placed.
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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 Reference to publications in the detail specifications shall apply to those
DOCUMENTS: 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 more than the usual performance, quantity,
quality or capacity that is normally supplied with the
standard production item.
COMPONENTS, The vehicle shall have all its components, assemblies and accessories
ASSEMBLIES installed and shall be delivered to the State meeting or exceeding all
AND applicable requirements of the Environmental Protection Agency
ACCESSORIES: 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 pickup trucks shall have Fleetside type cargo
boxes with step type bumpers. Standard size pickup 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 about tongue weight and tow weight.
The vehicle shall include all components, assemblies and accessories as
STANDARD offered by the vehicle manufacturer and referred to as "standard
EQUIPMENT: equipment or features".
EMISSION All vehicles must be certified to the low emission vehicle (LEV), ultra-low
CONTROLS: 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.
TOOLS: Jack and Lug Wrench, Factory Installed, for each vehicle.
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EXHAUST Manufacturer's heaviest duty system available for engine furnished.
SYSTEM: Corrosion resistant and securely fastened and routed to protect
components from hazards. System shall comply with
Federal Motor Vehicle Safety Regulations.
CONTROLS, Located for left hand drive. Complete and conveniently accessible to
INSTRUMENTS drivers. Instruments and controls clearly identified as to function.
AND OPERATING
MECHANISMS
HEATER AND Hot water heating systems with fresh air intake. Discharge outlets to the
DEFROSTER floor and defroster louvers shall be provided.
Systems shall be equipped with variable temperature control and multiple
speed blowers.
EXTERIOR Standard production colors.
FINISHES
MATERIALS: New and of quality conforming to current engineering and
manufacturing practice. No defects and suitable for the intended
service.
SERVICE AND The State of Georgia shall expect the manufacturer to have
REPAIR 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.
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 overall or any
components of the vehicle, in the form of time and/or mileage
including any proportional arrangements, is normally extended to
commercial customers, the state shall receive
corresponding warranty benefits.
RESPONSIBILITY Unless otherwise specified in the contract or purchase order, the
FOR supplier shall be responsible for the performance of all inspection
INSPECTION and test requirements necessary to ensure compliance with the
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.
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PRE-DELIVERY The dealer shall not attach any dealer identification, advertising or
SERVICING AND similar material to the vehicle. Prior to acceptance by the State
ADJUSTMENT 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 batteries
• 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 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.
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SPECIAL CONTRACT TERMS AND CONDITIONS
1. SPECIFICATIONS AND TECHNICAL SUPPORT: Awarded vendors
will provide commercial bumper to bumper warranty for 36 months or 36,000 miles.
The 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.
2. PRICES: Optional Equipment Bidders must provide a price for optional equipment
for each vehicle bid. These prices shall be at the dealer’s cost and will remain firm
during the life of the contract. All optional equipment shall be factory installed
unless otherwise noted.
3. FOB - Regional Delivery: 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.
4. ORDERS: 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.
a. State invoices will have the purchase order referenced.
5. VEHICLE EQUIPMENT DATA SHEET: This document shall be submitted with a
bid for every type of vehicle bidding on. Failure to provide information as required
will result in rejection of the bid line item.
6. 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.
7. 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" date, stamp,
and signature from DOAS OFM
a. 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.
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DOAS CONTACT INFORMATION
DOAS Contract Manager
Name: Emily Harris
Phone: 470-668-2663
Email: emily.harris@doas.ga.gov
Procurement Help Desk
Telephone: 404-657-6000
Email: procurementhelp@doas.ga.gov
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