Summary of Specifications:
REQUEST FOR QUALIFICATIONS & PROPOSALS (RFQ/P) FOR COMMERCIALLY BUILT AMBULANCE ________________________________________
The City of Birmingham, Michigan is accepting sealed qualifications and proposals from qualified Ambulance manufacturing firms to perform ambulance construction services.
Submissions of Qualifications & Proposals for Commercially Built Ambulance will be accepted at the Birmingham Fire Department, 572 S. Adams, Birmingham, MI 48009, until 3:00 p.m. on Tuesday, February 22, 2011, after which time proposals will be publicly opened and read at 3:30 p.m. in the training room, 572 S. Adams. Please submit one (1) original and four (4) copies of the Qualifications & Proposal.
Electronic copies of the RFQ/P, including specifications, may be obtained online from the Michigan Intergovernmental Trade Network at www.mitn.info, or from the Contact Person listed below.
The acceptance of any proposal made pursuant to this invitation shall not be binding upon the City until City approvals have been made and an agreement has been executed.
Submitted to MITN: February 3, 2011
Deadline for Questions: 3:00 p.m. on Tuesday, February 8, 2011
Responses to Questions: To be posted as an addendum on MITN website by 5:00 p.m. on Thursday, February 10, 2011
Deadline for Submissions: 3:00 p.m. on Tuesday, February 22, 2011
Contact Person: John Connaughton, Assistant Fire Chief 572 S Adams, Birmingham MI 48009
Phone: 248.530.1903 Fax: 248.530.1950 E-mail: jconnaughton@ci.birmingham.mi.us REQUEST FOR QUALIFICATION & PROPOSALS COMMERCIALLY BUILT AMBULANCE ________________________________________ Table of Contents Introduction 2 Request for Qualifications & Proposals 3 Invitation to Submit Qualifications & Proposal 4 Instructions to Contractors 4 Evaluation Procedure and Criteria 5 Terms and Conditions 5 Contractor’s Responsibilities 6 City Responsibilities 7 Settlement of Disputes 7 Insurance Requirements 8 Continuation of Coverage 8 Execution of Contract 8 Term and Termination 8 Indemnification 8 Conflict of Interest 8 Examination of Proposal Materials 9 Scope of Work 9 ATTACHMENT A - SERVICE AGREEMENT 9 ATTACHMENT B - BIDDER’S AGREEMENT 16 ATTACHMENT C - PRICING SCHEDULE 17
Introduction
For the purposes of this proposal, the City of Birmingham will hereby be referred to as “City” and the private firm will hereby be referred to as “Contractor”. The Birmingham Fire Department may be referred to as “Department”.
The City of Birmingham, Michigan is accepting sealed qualifications and proposals from qualified Ambulance manufacturing firms to perform ambulance construction services.
The purpose of this request is to provide commercially built ambulance to the Birmingham Fire Department for services rendered by the Department through its Emergency Medical Services operations. The EMS operations currently serve a residential population of 19,291 (2000 U.S. Census) and a busy downtown, with a daytime service population of approximately 40,000.
The Department currently provides a wide range of EMS services, including Advanced Life Support (ALS), and will soon begin transport services for all runs. In 2009, the Department responded to 278 Basic EMS runs and 648 ALS runs.
During the evaluation process, the City reserves the right, where it may serve the City’s best interest, to request additional information or clarification from contractors, or to allow corrections of errors or omissions. At the discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation.
It is anticipated the selection of a firm will be completed by February, 2011. A Service Agreement will be required with the selected Contractor. A copy of the Agreement is contained herein for reference (Attachment A). Contract services will commence upon execution of the Service Agreement by the City.
Request for Qualifications & Proposals
The purpose of this Request for Qualifications & Proposals (RFQ/P) is to request qualifications and proposals from qualified parties presenting their qualifications, capabilities, and cost structures to provide commercially built ambulance for the City of Birmingham, Michigan to assist the Birmingham Fire Department in their emergency medical services.
Invitation to Submit Qualifications & Proposal
Sealed Qualifications & Proposals shall be submitted no later than 3:00 p.m. on Tuesday, February 22, 2011, to:
Birmingham Fire Department Attn: John Connaughton, Assistant Fire Chief 572 S. Adams Birmingham, Michigan 48009
Electronic or faxed proposals will not be accepted. One (1) original and four (4) copies of the proposal shall be submitted. The proposal should be firmly sealed in an envelope, which shall be clearly marked on the outside, “Commercially Built Ambulance”.
Any proposal received after the due date cannot be accepted and will not be reviewed by the City. Contractors may submit more than one proposal provided each proposal meets the functional requirements.
Instructions to Contractors
1. Any and all forms requesting information from the contractor must be on the attached forms contained herein. If more than one proposal is submitted, a separate proposal form must be used for each.
2. Any request(s) for clarification of this RFQ/P shall be made in writing and delivered to: John Connaughton, Assistant Fire Chief, City of Birmingham, 572 S. Adams, Birmingham, MI 48009 or at jconnaughton@ci.birmingham.mi.us. Such request(s) for clarification shall be delivered, in writing, no later than 3:00 p.m. on Tuesday, February 8,2011
3. All proposals shall provide the information as requested in this document including the instruction to respondents and general information sections. Additional information may be provided at the contractor’s discretion, provided the additional information is consistent with the intent of this document.
4. The contract will be awarded by the City of Birmingham to the most responsive and responsible contractor with the lowest price in accordance with the evaluation criteria outlined herein and the contract will require the completion of the work pursuant to these documents.
5. Each respondent shall include in his or her proposal, in the format requested, the cost of performing the work. Municipalities are exempt from Michigan State Sales and Federal Excise taxes. Do not include such taxes in the proposal figure. The City will furnish the successful company with tax exemption information when requested.
6. Each respondent shall include in their proposal the following information: Firm name, address, city, state, zip code, telephone number, and fax number. The company shall also provide the name, address, telephone number and e-mail address of an individual in their organization to whom notices and inquiries by the City should be directed as part of this proposal.
Evaluation Procedure and Criteria
The City will evaluate the proposals based on, but not limited to, the following criteria:
1. Ability to provide Commercially Built Ambulance as outlined in the “Contractor’s Responsibilities” (p. 6) and “Scope of Work” (p. 9) sections of this document.
2. Related experience providing similar services to other public agencies.
3. Consideration of additional service offered.
4. Overall costs.
5. References.
6. Proximity to repair facilities
Terms and Conditions
1. The City reserves the right to reject any or all proposals received, waive informalities, or accept any proposal, in whole or in part, it deems best. The City reserves the right to award the contract to the next most qualified Contractor if the successful Contractor does not execute a contract within ten (10) days after the award of the proposal.
2. The City reserves the right to request clarification of information submitted and to request additional information of one or more Contractors.
3. The City reserves the right to terminate the contract at its discretion should it be determined that the services provided do not meet the specifications contained herein. The City may terminate this Agreement at any point in the process upon notice to Contractor sufficient to indicate the City’s desire to do so. In the case of such a stoppage, the City agrees to pay Contractor for services rendered to the time of notice, subject to the contract maximum amount.
4. Any proposal may be withdrawn up until the date and time set above for the opening of the proposals. Any proposals not so withdrawn shall constitute an irrevocable offer, for a period of ninety (90) days, to provide the services set forth in the proposal.
5. The cost of preparing and submitting a proposal is the responsibility of the Contractor and shall not be chargeable in any manner to the City.
6. Payment will be made within thirty (30) days after invoice has been received and accepted by the City. Acceptance by the City is defined as authorization by the designated City representative to this project that all the criteria requested under the Scope of Work contained herein have been provided.
7. The City reserves the right to conduct an audit of any and all financial records related to ambulance construction services provided on its behalf.
8. The successful contractor shall enter into and will execute the contract as set forth and included as Attachment A.
Contractor’s Responsibilities
