Attachment E - Program Requirements Document - June 15, 2026 - DCSD Board Meeting Archive

Attachment E - Program Requirements Document
for
Administrative Vehicles with Related Options, Equipment, and
Accessories, #99999-001-SPD0000218

1.0 Solicitation Intent

The purpose and intent of this eRFP is to establish statewide contracts with one or more qualified
suppliers who will provide current Model Year Administrative Vehicles, Regular Fueled, Alternatively
Fueled and Electric Vehicles. The Georgia Department of Administrative Services (DOAS) desires to
award statewide contracts that provide the best value and services to state and local agencies. The
current statewide contract was not built to withstand the effects of manufacturing facilities closing down
due to the COVID-19 epidemic which caused worldwide supply chain issues. Due to lack of availability of
vehicle types and current market conditions on the current statewide contract, DOAS expects to make
multiple awards in each Line Item within each category that will provide the variety and quantity to
ensure continuity of supply for Authorized Users. Furthermore, this solicitation will also provide the
options of purchasing from the Dealer’s inventory (on Dealer’s lot) and purchasing certified pre-owned
vehicles (on Dealer’s lot). The State desires Suppliers that can navigate, manage, and adjust to these
issues while still servicing the State and its Authorized Users.

2.0. Contract Structure
2.1. Categories/Line Items: The solicitation and resulting statewide contracts will be structured with
individual line items for administrative vehicles within the six (6) categories outlined below.
(1) Sedans/Hatchbacks
(2) SUV-Crossover
(3) SUV-Traditional
(4) Van
(5) Trucks
(6) Electric and Alternative Fuel Vehicles
2.2. Scope: Robust Variety and Supply Chain Continuity: This solicitation is designed to structure
statewide contracts that will provide Authorized Users considerable flexibility in purchasing
administrative vehicles and related options, equipment, and accessories. This flexibility will come
from establishing a robust selection of multiple line items of vehicles offering multiple brands and
makes/models per manufacturer. This will be an "a la carte menu" style ordering process that allows
Authorized Users to build the vehicle they want by the addition of preferred options. Furthermore, this

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solicitation will also provide the options of purchasing new vehicles from the Dealer’s inventory (on
Dealer’s lot) and purchasing certified pre-owned vehicles (on Dealer’s lot).

As this industry evolves and advances, and manufacturing processes become more efficient, the
State reserves the right to add new product subcategories to the statewide contract(s) awarded
pursuant to the eRFP that embrace new products that are consistent with, and do not materially
deviate from the general scope of products set forth in this eRFP, provided that the price(s) for such
products are determined to be fair and reasonable. Such determination will be at the sole discretion
of DOAS.

2.3. Specifications: The specifications for all vehicles within this solicitation will be the
manufacturer's standard equipment, unless otherwise stated.

Certified Pre-Owned vehicles will:

1. Be five years old or less from the current year model, and
2. Have 80,000 miles or less, and
3. Require a complete and thorough manufacturer backed dealer certified vehicle inspection

3.0. Qualifications and Requirements

Suppliers are expected to sell vehicles that meet all Federal, State, Local and Authorized Users
requirements. Suppliers submitting a response to this solicitation must meet the below-listed
requirements:

a) Supplier must have experience as a licensed dealer /manufacturer to sell the vehicles
proposed in response to the solicitation., and
b) Per the Official Code of Georgia Annotated, Title 10, Chapter 1, Article 22, Part 5, 10-1-
664.1(a) [subject to change]: It shall be unlawful for any manufacturer or franchisor or any
parent, affiliate, wholly or partially owned subsidiary, officer, or representative of a
manufacturer or franchisor to own, operate, or control or to participate in the ownership,
operation, or control of any new motor vehicle dealer in this state within a 15 mile radius of
an existing dealer of such manufacturer or franchisor; to own, operate, or control, directly or
indirectly, more than a 45 percent interest in a dealer or dealership in this state; to establish
in this state an additional dealer or dealership in which such person or entity has any interest;
or to own, operate, or control, directly or indirectly, any interest in a dealer or dealership in
this state unless such person or entity has acquired such interest from a dealer or dealership
which has been in operation for at least five years prior to such acquisition; provided,
however, that this subsection shall not be construed to prohibit:
a. (8) The ownership, operation, or control by a manufacturer of not more than
five locations licensed as new motor vehicle dealerships for the sale of new
motor vehicles and any number of locations that engage exclusively in the
repair of such manufacturer’s line make of motor vehicles, provided that such
manufacturer was selling or otherwise distributing its motor vehicles at an
established place of business in this state as of January 1, 2015, and:
i. (A) The manufacturer manufactures or assembles zero emissions
motor vehicles exclusively and has never sold its line make of motor
vehicles in this state through a franchised new motor vehicle dealer;
and
ii. (B) The manufacturer has not acquired a controlling interest in a
franchisor or a subsidiary or other entity controlled by such franchisor

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or sold or transferred a controlling interest in such manufacturer to a
franchisor or subsidiary or other entity controlled by such franchisor.

The Supplier and State Purchasing Division’s implementation team shall develop a statewide
contract implementation schedule that will implement the statewide contract in Team Georgia
Marketplace within 90 days of award unless the State grants additional time.

3.1. Business Requirements:

a) Supplier will ensure that all invoices will contain the (1) DOAS assigned Statewide Contract
Number, (2) Authorized User purchase order number and (3) Supplier FEIN (Federal
Employee Identification Number) number, (4) Pricing broken out by Made-to-Order (Percent
off MSRP for Vehicle and Percent off MSRP for Options), Purchased from Dealer Inventory
(Percent off MSRP for Vehicle), and Certified Pre-Owned Vehicles (Percent off National
Automobile Dealers Association rates/values), delivery price, and (5) Contact person and
contact information.
b) Authorized Users are responsible for orders placed under the statewide contract. An
Authorized User entity's failure to pay, or delay in payment, shall not, in and of itself,
constitute a breach of the statewide contract or relieve the Supplier of its obligations to DOAS
or other Authorized User entities.
c) Supplier shall place the purchasing entity on the vehicle’s registration title for each vehicle
bought.

3.2. Adding New Vehicles:

Following contract award and subject to DOAS’ approval, new or different vehicles may be
offered by the awarded supplier(s) provided such vehicles comply with all requirements of
the statewide contract.

3.3. Customer Service Requirements: The State desires Suppliers that can provide a high level of
customer service support before and after the sale of goods/services and effective administrative and
internal operations to efficiently service Authorized Users of the State.

a) DOAS will measure the customer satisfaction of Authorized User(s) during the contract term.
The Supplier must agree to work with DOAS in resolving any issues resulting from such
performance measurement activities to ensure the Supplier meets the expectations of DOAS
throughout the performance of the contract. The minimum requirements to be considered for
a high level of customer service are:

1. Supplier must assign a Contract Administrator as a primary contact person for
contract management purposes and an alternate contact person. Supplier must notify
DOAS within 3 business days of any changes in contact persons.
2. The Supplier shall notify the State’s Purchasing Division Contract Management team
and the purchaser in writing (e-mail) of production order cutoffs, order start dates, and
any other production events that influence the Supplier's ability to provide
uninterrupted ordering and service delivery, including any delays in delivery.
3. Supplier shall provide the following types of Customer Support options:

a. Manned telephone support by English-Speaking personnel

1) 8:00 A.M. to 5:00 P.M. EST Monday – Friday

2) Calls received out of office hours will be forwarded to a backup answer phone
service in case of no answer. (Supplier will respond to, and acknowledge service-

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related inquiries, incidents, and request submitted by Authorized Users within 24
hours after the initial contact.)
3) Supplier will respond to, and acknowledge service-related inquiries, incidents,
and request submitted by Authorized Users within 24 hours after the initial contact.
These inquiries can include product information, billing disputes, delivery disputes or
problems, product returns, pricing information, adding, or deleting account names,
addresses, and numbers, and training requests.
4) If onsite assistance via a service technician is required, the customer must be
notified within 24 hours after initial contact of when the service technician will be
available on site.

b. Monitored Email Support

1) Monitored 8:00 A.M. to 5:00 P.M. EST Monday – Friday
2) Emails received outside of office hours will be collected; however, no action can
be guaranteed until the next working day.
3) Supplier will respond to, and acknowledge service-related inquiries, incidents,
and requests submitted by Authorized Users within 24 hours after the initial
contact. These inquiries can include product information, billing disputes,
delivery disputes or problems, product returns, pricing information, adding, or
deleting account names, addresses, and numbers, and training requests.

c. Web Site support

Supplier shall have and maintain a website that provides the Authorized User
basic vehicle information such as contact information, specification information,
and warranty information.

d. Supplier shall serve as a single point of contact when resolving customer issues.

3.4. Technical Requirements

a) Supplier shall furnish an owner's manual and operating instructions at the time of delivery for
each vehicle sold to the Authorized User(s).
b) The vehicles sold by the supplier must have the capability to support Global Positioning
System (GPS) Telematic devices. This would include the capability of using 3rd party external
hardware components, or OEM provided components that allows for Telematics data to be
retrieved for analysis.
c) All vehicle conversions shall be done by a Qualified System Retrofitter (QSR) and where
applicable must be compliant with the Environmental Protection Agency.
d) Where applicable, all conversion personnel shall be certified by Chassis Manufacturer's
Qualified Vehicle Modifier (QVM) Program at the time of the proposal submission and those
certifications must be current at the time of any vehicle modifications.

3.5. Warranty

a) Supplier will ensure that the warranty for all vehicles sold to Authorized Users for this
solicitation and resulting contracts is the Original Equipment Manufacturer (OEM) standard
warranty.
b) The Manufacturer’s standard warranty shall cover all vehicles sold by the Supplier under any
ensuing statewide contracts. The Manufacturer’s standard warranty is required to provide
coverage against defective material, workmanship, and failure to perform in accordance with
the specifications required performance criteria.

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c) Supplier will provide a copy of the Manufacturer’s standard warranty program including
conditions to qualify, claims procedure, and overall structure (inclusions and exclusions of the
warranty) at time of purchase to the Authorized User.
d) Supplier will provide a copy of the Certified Pre-Owned warranty program including conditions
to qualify, claims procedure, and overall structure (inclusions and exclusions of the warranty)
at time of purchase to the Authorized User.
e) The warranty period for all coverage shall begin on the date the vehicle is accepted by the
Authorized User. NOTE: Delivery does not constitute acceptance. Acceptance occurs after
the delivery inspection (delivery receipt, odometer statement, customer acknowledgement
form, tag registration form, etc.) and all deficiencies have been corrected.
f) The Supplier shall be responsible for all warranty claims related to the vehicles as provided
by the Supplier at the time of delivery. All components supplied by the Supplier shall be
included and covered by a basic warranty.
g) OEM replacement parts are to be new, not remanufactured, unless the OEM has specified
that a replacement part be remanufactured, or prior written approval has been granted by
the Authorized User.
h) All warranties shall cover all labor and parts replacement during the warranty period. Normal
wear and tear items shall be warranted in accordance with the manufacturer’s standard
warranty.
i) Supplier will have at least one factory-authorized service center or servicing dealer within
the State of Georgia to perform warranty repairs and adjustments throughout the statewide
contract term. The Supplier shall promptly notify the Department of Administrative Services,
Statewide Contract Manager of any changes thereto. The Supplier shall be responsible for
all service performed, regardless of whether the Supplier or their authorized representative
actually performed the service and/or repair.
j) Supplier will have written procedures in the event of a product recall and further agrees to
provide these recall procedures to DOAS, upon award of a statewide contract resulting from
this solicitation. Additionally, Supplier(s) shall have a reliable and tested sales notification
system that can quickly identify each customer that has received recalled products.
Supplier(s) shall immediately notify the DOAS Contract Administrator of any such recall or
safety hazard. Supplier(s) shall, at the earliest stages of a recall, immediately send out
notifications by FAX, E-mail, and/or telephone. Recalled automobiles and products will be
picked up, tested, destroyed or returned to the manufacturer at no expense to Authorized
Users or the State of Georgia. If the Authorized User has paid for the product, the
Authorized User shall be issued a credit or refunded the full or prorated (amount based on
the current value according to NADA).

3.6. Delivery

a. Supplier and Authorized Users shall agree on the delivery timeline before issuing a Purchase
Order.
b. Vehicles must be delivered strictly in accordance with the contract specifications and shall
be "Ready for Use," and/or as requested by the Authorized User.
c. All vehicles delivered under any ensuing statewide contract shall be clean, lubricated,
serviced, fuel gauge registering no less than one half recommended capacity, all adjustments
completed, all mechanical and electrical motors and components fully functional and
operational, and the Vehicle shall be "road ready" for immediate use. If Diesel, the Diesel
Exhaust Fluid (DEF) tank must be no less than three quarters capacity. If EV, the EV will be
charged to the full usable capacity based on the advertised gross capacity of the vehicle at
time of delivery for the EVs in tab C6, in the Cost Workbook (Attachment D).
d. The product(s) delivered by Awarded Supplier(s) may be inspected by the ordering Authorized
User(s). If latent defects are discovered, the State Entity may require the Awarded supplier(s)
to replace the defective product(s) with Industry Standard replacement product(s), at the
Awarded Supplier(s) expense.

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e. All vehicles delivered shall be free from all dealer signs/emblems and/or advertising.
f. All vehicles delivered must include a copy of the OEM warranty and service policy with all
warranty vouchers, certificates, and coupons.
g. Supplier must Include the forms required to apply for a title at the Authorized User titling
location and for obtaining license plates. All title papers shall be properly prepared and
executed.
h. All deliveries will be at the price provided for each regional delivery price. Supplier may
charge less than the established regional delivery price for special situations or orders of
quantities.
i. Supplier will place the purchasing entity on the vehicle’s registration title for each vehicle
bought (reference PRD Section 3.1(c)).

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