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Home My WebLink AboutItem 03 Police Dept Vehicle PurchasesAGENDA ITEM SUMMARY SPRINGFIELD CITY COUNCIL Meeting Date: Meeting Type: Staff Contact/Dept.: Staff Phone No: Estimated Time: Council Goals: 10/18/2021 Regular Meeting Andrew Shearer 541-726-3721 Consent Calendar Provide Financially Responsible and Innovative Government Services ITEM TITLE: POLICE DEPARTMENT INITIATED VEHICLE PURCHASES IN FISCAL YEAR 2022 ACTION Approve the purchase and authorize the City Manager to sign purchase orders for REQUESTED: the procurement of vehicles initiated by the police department in fiscal year 2022. ISSUE The Springfield Police Department seek to replace a totaled patrol vehicle, purchase STATEMENT: a new CAHOOTS van, and purchase a vehicle to be used by the Professional Standards Sergeant. ATTACHMENTS: ATTACHMENT 1: C2890-3, Ford Vehicle Purchase Order ATTACHMENT 2: Toyota Vehicle Purchase Order -Draft DISCUSSION/ The Springfield Police Department (SPD) submitted a supplemental budget 1 FINANCIAL request for funding of vehicles previously unanticipated within fiscal year 2021-22. IMPACT: In the event the supplemental budget request is approved, the new CAHOOTS van, the replacement patrol vehicle and the new Professional Standards Division unit vehicle may utilize the attached purchase orders in accordance with State of Oregon Price Agreements 1660 and 1646 for a total cost of $148,615. The proposed vehicle description and pricing are detailed in the following table. Vehicle Description Qty Unit Price Date of Quote 2022 Ford Police Interceptor Utility AWD — general police patrol fleet 1 $36,245.76 8/31/21 2022 Ford Transit 250 w/ modifications meetings CAHOOTS van requirements 1 $84,902.47 10/4/21 2021 Toyota Rav4 Hybrid LE AWD 1 $27,466.22 10/5/21 The Ford Police Interceptor Utility vehicle will continue to use the same model of patrol vehicle and incorporate the new silver patrol fleet color. The Ford Transit 250 van will meet CAHOOTS van specifications and vehicle modification needs, cooperatively developed between the White Bird Clinic CAHOOTS team and Springfield City mechanics. The Toyota Rav4 Hybrid vehicle was reviewed and approved by Springfield City mechanics and furthers the Police Department's options of varied non -patrol vehicle models, while evaluating a cost-conscious hybrid fuel opportunity. The purchase order is in draft form pending an updated quote regarding plate costs. The additional three vehicles will be ordered pending City Council approval of the supplemental budget request, as well as approval of a contract modification greater than 30% of the original contract amount. Staff requests Council authorize the vehicle purchases and grant the City Manager approval to sign the final purchase orders. SPltiNGFIELD QREGON VENDOR: City of Springfield 225 Fifth Street Springfield, Oregon 97477 Phone: 541-726-3622 Fax: 541-726-3782 COMPANY NAME: Landmark Ford SALES CONTACT: Diane Pohl STREET ADDRESS: 12000 S W 66" Ave CITY,ST,ZIP: Tigard, OR 97223-8599 PHONE/EMAIL: 503-639-1131, dpohl@landmarkford.com This purchase is placed against the following Price Agreement: State of Oregon (ORCPP) Price Agreement #1660 NPPGov Price Agreement # Sourcewell (NJPA) Price Agreement # Other: # Cooperative Agreement Purchase Order P.O. NUMBER: C2890-3 [The P.O. number must appear on all related correspondence, shipping papers, and invoices] SHIP TO: RECIPIENT NAME: Springfield Police Department ICO/ Springfield City Shops STREET ADDRESS: 295 S 18th Street CITY,ST,ZIP: Springfield, OR 97477 PHONE: 541.726-3763 The general terms and conditions and special contract terms and conditions (T's & C's) contained in the Price Agreement are hereby incorporated by reference and shall apply to this purchase and shall take precedence over all other conflicting T's & C's express or implied. P.O DATE REQUISITIONER SHIPPED VIA F.O.B. POINT TERMS 10/11/21 Jessica Crawford (jcrawfordQpringfield-or.gov, 541-744-4176) K8A Destination Net 30 QTY UNIT DESCRIPTION DELIVERY SCHEDULE UNIT PRICE TOTAL 1 K8A 2022 Police Interceptor Utility AWD, Attached Quote ID SPRINGK8A By 2/28/22 $36,245.76 $36,245.76 1 R3X 2022 Transit -250, Attached quote dated 10/4/21, including RC Display Van Upfit. By 2/28/22 $84,902.47 $84,902.47 SUBTOTAL $121,148.23 SHIPPING AND HANDLING Included OTHER TOTAL $121,148.23 INVOICING ADDRESS Email Mailing PAYMENT DETAILS ap(a)springfield-or.gov 2255 0 Street Springfield, OR 97477 Voucher (internal use only) G/L Account# $36,245.76,713-06100-9000-723001 $18,685,204-06100-1166-723001- G31292 $30,000,204-06100-1166-723001 $27,500,204-06100-1166-723001 $8,717.47,713-06100-9000-723001 A/P Approval Code # 363 Authorized Purchaser Signature Date Name and Title (Print) Attachment 1, Page 1 of 25 C2890-3, Page 1 of 25 Prepared for: Price Agreement 1660, Government Pricing 2022 Police Interceptor Utility AWD Base (K8A) Price Level: 215 Client Proposal Prepared by: Diane Pohl Office: 503-639-1131 Quote ID: SPRINGK8A Date: 08/31/2021 Landmark Ford Lincoln 112000 S W 66th Ave, Tigard, Oregon, 972238599 Attachment 1, Page 2 of 25 C2890-3, �2�� tlt Y-639-1131 1 Prepared for: Price Agreement 1660, Government Pricing Prepared by: Diane Pohl 08/31/2021 Landmark Ford Lincoln 112000 S W 66th Ave Tigard Oregon 1972238599 2022 Police Interceptor Utility AWD Base (K8A) Price Level: 215 1 Quote ID: SPRINGK8A As Configured Vehicle Code Description MSRP Invoice Base Vehicle K8A Base Vehicle Price (K8A) $40,980.00 $39,751.00 Packages 500A Order Code 500A N/C N/C Includes: - 3.73 Axle Ratio - GVWR: 6,840 lbs (3,103 kgs) - Tires: 25516OR18 AS BSW - Wheels: 18" x 8" 5 -Spoke Painted Black Steel Includes polished stainless steel hub cover and center caps. - Unique HD Cloth Front Bucket Seats w/Vinyl Rear Includes reduced bolsters, driver 6 -way power track (fore/aft. up/down, tilt with manual recline, 2 -way manual lumbar), passenger 2 -way manual track (fore/aft. with manual recline) and built-in steel intrusion plates in both driver/passenger seatbacks. - Radio: AM/FM/MP3 Capable Includes clock, 4 -speakers, Bluetooth interface with hands-free voice command support (compatible with most Bluetooth connected mobile devices), 1 USB port and 4.2" color LCD screen center stack smart display. Powertrain 99B Engine: 3.3L V6 Direct- -$3,450.00 -$3,243.00 Injection (FFV) (136 -MPH top speed). Note: Deletes regenerative braking and lithium -ion battery pack; adds 250 -Amp alternator, replaces H7 AGM battery (800 CCA/80-amp) with H7 SLI battery (730 CCA/80-amp) and replaces 19 - gallon tank with 21.4 -gallon. 44U Transmission: 10 -Speed N/C N/C Automatic (44U) STDAX 3.73 Axle Ratio STD STD STDGV GVWR: 6,840 lbs (3,103 Included Included kgs) Wheels & Tires STDTR Tires: 255/60R18 AS BSW Included Included STDWL Wheels: 18" x 8" 5 -Spoke Included Included Painted Black Steel Includes polished stainless steel hub cover and center caps. Seats & Seat Trim 9 Unique HD Cloth Front Included Included Bucket Seats w/Vinyl Rear Includes reduced bolsters, driver 6 -way power track (fore/aft. up/down, tilt with manual recline, 2 -way manual lumbar), passenger 2 -way manual track (fore/aft. with manual recline) and built-in steel intrusion plates in both drivedpassenger seatbacks. Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer's computer system. See salesperson for the most current information. Attachment 1, Page 3 of 25 C2890-3, Page 3 of 25 2 Prepared for: Price Agreement 1660, Government Pricing Prepared by: Diane Pohl 08/31/2021 Landmark Ford Lincoln 112000 S W 66th Ave Tigard Oregon 1972238599 2022 Police Interceptor Utility AWD Base (K8A) Price Level: 215 1 Quote ID: SPRINGK8A As Configured Vehicle (cont'd) Code Description MSRP Invoice Other Options PAINT Monotone Paint Application STD STD 119WI3 119" Wheelbase STD STD STDRD Radio: AM/FM/MP3 Included Included Capable Includes clock, 4 -speakers, Bluetooth interface with hands-free voice command support (compatible with most Bluetooth connected mobile devices), 1 USB port and 4.2" color LCD screen center stack smart display. 66A Front Headlamp Lighting $895.00 $841.00 Solution Recommend using ultimate wiring package (67U). Includes LED low beam/high beam headlamp, wig -wag function and (2) red/blue/white LED side warning lights in each headlamp (factory configured: driver's side white/red/passenger side white/blue). Wiring and LED lights included (in headlamps only; grille lights not included). Controller not included. Includes: - Grille LED Lights, Siren & Speaker Pre -Wiring 66C Rear Lighting Solution $455.00 $428.00 Recommend using ultimate wiring package (67U). Includes (2) backlit flashing linear high-intensity LED lights (driver's side red/passenger side blue) mounted to inside liftgate glass and (2) backlit flashing linear high-intensity LED lights (driver's side red/passenger side blue) installed on inside lip of liftgate (lights activate when liftgate is open). LED lights only. Wiring and controller not included. 43D Dark Car Feature $25.00 $24.00 Courtesy lamps disabled when any door is opened. 17T Switchable Red/White $50.00 $47.00 Lighting in Cargo Area Deletes 3rd row overhead map light. 60A Grille LED Lights, Siren & Included Included Speaker Pre -Wiring 51 R Driver Only LED Spot $395.00 $371.00 Lamp (Unity) 92R 2nd Row Only Solar Tint $85.00 $80.00 Glass Includes privacy glass on rear quarter and liftgate window. 76D Underbody Deflector Plate $335.00 $315.00 Engine and transmission shield. 87R Rear View Camera N/C N/C Not recommended with option (47E) 12.1" integrated computer screen. Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer's computer system. See salesperson for the most current information. Attachment 1, Page 4 of 25 C2890-3, Page 4 of 25 3 Prepared for: Price Agreement 1660, Government Pricing Prepared by: Diane Pohl 08/31/2021 Landmark Ford Lincoln 112000 S W 66th Ave Tigard Oregon 1972238599 2022 Police Interceptor Utility AWD Base (K8A) Price Level: 215 1 Quote ID: SPRINGK8A As Configured Vehicle (cont'd) Code Description MSRP Invoice Displayed in rear view mirror. Note: This option replaces the standard display in the center stack area. Note: Camera can only be displayed in the center stack (std) or the rear view mirror (87R). Includes: - Electrochromic Rear View Mirror Video is displayed in rear view mirror. 52P Hidden Door -Lock Plunger $160.00 $150.00 Includes rear -door controls inoperable (locks, handles and windows). Note: Can manually remove window or door disable plate with special tool. Note: Locks windows operable from driver's door switches. 68G Rear -Door Controls N/C N/C Inoperable Locks, handles and windows. Note: Can manually remove window or door disable plate with special tool. Note: Locks windows operable from driver's door switches. 18D Global Lock/Unlock N/C N/C Feature Door -panel switches will lock/unlock all doors and rear liftgate. Eliminates overhead console liftgate unlock switch and 45 -second timer. Also eliminates the blue liftgate release button if ordered with remote keyless entry. 59E Keyed Alike - 1435x $50.00 $47.00 549 Heated Sideview Mirrors $60.00 $56.00 47A Police Engine Idle Feature $260.00 $244.00 This feature allows you to leave the engine running and prevents your vehicle from unauthorized use when outside of your vehicle. Allows the key to be removed from ignition while vehicle remains idling. 60R Noise Suppression Bonds $100.00 $94.00 (Ground Straps) Emissions 425 50 State Emission System STD STD Flexible Fuel Vehicle (FFV) system is standard equipment for vehicles equipped with the 3.3L V6 Direct -Injection engine. Interior Color 9601 Charcoal Black N/C N/C Exterior Color TN -02 Silver Gray Metallic N/C N/C SUBTOTAL $40,400.00 $39,205.00 Destination Charge $1,245.00 $1,245.00 TOTAL $41,645.00 $40,450.00 Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer's computer system. See salesperson for the most current information. Attachment 1, Page 5 of 25 C2890-3, Page 5 of 25 4 Prepared for: Price Agreement 1660, Government Pricing Prepared by: Diane Pohl 08/31/2021 Landmark Ford Lincoln 112000 S W 66th Ave Tigard Oregon 1972238599 2022 Police Interceptor Utility AWD Base (K8A) Price Level: 215 1 Quote ID: SPRINGK8A Pricing Summary - Single Vehicle MSRP Vehicle Pricing Base Vehicle Price $40,980.00 Options -$580.00 Colors $0.00 Upfitting $0.00 Fleet Discount $0.00 Destination Charge $1,245.00 Subtotal $41,645.00 Pre -Tax Adjustments Code Description MSRP 1660 State Contract 1660 Discount -$5,968.00 DEL Sp Delivery to Springfield $100.00 Subtotal $35,777.00 Sales Taxes Code Description MSRP CAT Tax Oregon Corp Activity Tax $132.37 This is a new tax imposed as of January 1st 2020. PT Oregon Privilege Tax $178.89 Subtotal $36,088.26 Post -Tax Adjustments Code Description MSRP E -Plates 3 E -Plates with MPG 20-39 $157.50 Subtotal $36,245.76 Total $36,245.76 Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer's computer system. See salesperson for the most current information. Attachment 1, Page 6 of 25 C2890-3, Page 6 of 25 5 Prepared for: Price Agreement 1660, Government Pricing Prepared by: Diane Pohl 08/31/2021 Landmark Ford Lincoln 112000 S W 66th Ave Tigard Oregon 1972238599 2022 Police Interceptor Utility AWD Base (K8A) Price Level: 215 1 Quote ID: SPRINGK8A Pricing Summary - Single Vehicle Customer Signature Acceptance Date Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer's computer system. See salesperson for the most current information. Attachment 1, Page 7 of 25 C2890-3, Page 7 of 25 6 Prepared for: Price Agreement 1660, Government Pricing 2022 Transit -250 Cargo RWD High Roof Ext. Van 148" WB Base (R3X) Price Level: 220 Client Proposal Prepared by: Diane Pohl Office: 503-639-1131 Date: 10/04/2021 Landmark Ford Lincoln 112000 S W 66th Ave, Tigard, Oregon, 972238599 P�� Attachment 1, Page 8 of 25 C2890-3, cQ-639-1131 1 Prepared for: Price Agreement 1660, Government Pricing Prepared by: Diane Pohl 10/04/2021 Landmark Ford Lincoln 112000 S W 66th Ave Tigard Oregon 1972238599 2022 Transit -250 Cargo RWD High Roof Ext. Van 148" WB Base (R3X) Price Level: 220 As Configured Vehicle Code Description MSRP Invoice Base Vehicle R3X Base Vehicle Price (R3X) $42,345.00 $40,228.00 Packages 101A Order Code 101 A N/C N/C Includes: - Engine: 3.5L PFDi V6 Flex -Fuel Includes port injection. -Auto Start -Stop Switch Delete Deletes button on dash which disables auto start -stop technology. Deletes auto stop -start technology disable button on dash, however, the feature remains permanently active. - Transmission: 10-Spd Automatic w/OD & SelectShift Includes auxiliary transmission oil cooler. - 4.10 Limited -Slip Axle Ratio - GVWR: 9,070 lbs - Tires: 235/65R16C 121/119 R AS BSW - Wheels: 16" Silver Steel w/Black Hubcap - Dark Palazzo Gray Vinyl Bucket Seats Includes 2 -way manual driver seat, 2 -way manual passenger seat and driver armrest only. - Vinyl Front Bucket Seats - Radio: AM/FM Stereo Includes 4.0" multi -function display, Bluetooth, dual USB ports and 4 speakers (front). Powertrain 998 Engine: 3.51- PFDi V6 Flex- Included Included Fuel Includes port injection. Includes: - Auto Start -Stop Switch Delete Deletes button on dash which disables auto start -stop technology. Deletes auto stop -start technology disable button on dash, however, the feature remains permanently active. 44U Transmission: 10-Spd Included Included Automatic w/OD & SelectShift Includes auxiliary transmission oil cooler. X4L 4.10 Limited -Slip Axle Included Included Ratio STDGV GVWR: 9,070 lbs Included Included 57A Auto Start -Stop Switch Included Included Delete Deletes button on dash which disables auto start -stop technology. Deletes auto stop -start technology disable button on dash, however, the feature remains permanently active. Wheels & Tires STDTR Tires: 235/65R16C Included Included 121/119 R AS BSW Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer's computer system. See salesperson for the most current information. Attachment 1, Page 9 of 25 C2890-3, Page 9 of 25 2 Prepared for: Price Agreement 1660, Government Pricing Prepared by: Diane Pohl 10/04/2021 Landmark Ford Lincoln 112000 S W 66th Ave Tigard Oregon 1972238599 2022 Transit -250 Cargo RWD High Roof Ext. Van 148" WB Base (R3X) Price Level: 220 As Configured Vehicle (cont'd) Code Description STDWL Seats & Seat Trim Wheels: 16" Silver Steel w/Black Hubcap I M RiZU Included Invoice Included V Vinyl Front Bucket Seats Included Included 21G Dark Palazzo Gray Vinyl Included Included Bucket Seats Includes 2 -way manual driver seat, 2 -way manual passenger seat and driver armrest only. Other Options PAINT Monotone Paint Application STD STD 148WB 148" Wheelbase STD STD 545 Short -Arm Manual -Folding $160.00 $145.00 Heated Pwr Adjusting Mirrors Includes turn signals. 68J Extended Length Running $655.00 $596.00 Boards Covers the A-8 pillar driver -side and A -C pillar passenger -side. 17F Fixed Windows -All -Around $625.00 $569.00 Includes: - Rear -Window Defroster - Rearview Mirror 92E Privacy Glass $500.00 $455.00 Provides protection of vehicle occupant(s) and occupant personal belongings. The glass also provides occupant comfort by helping to reduce vehicle cool -down time. Includes: - Rear -Window Defroster 66C D -Pillar Assist Handles $30.00 $28.00 Located on the driver and passenger -side. Due to space requirements, the driver -side handle is deleted if front/rear aux a/c and heater (driver controlled) (57G) is also ordered. 66D Front Overhead Shelf $75.00 $69.00 53K Modified Vehicle Wiring $75.00 $69.00 System Includes modified vehicle connections for customized wiring harness provisions. 57G Driver Controlled $860.00 $782.00 Front/Rear Aux A/C & Heater Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer's computer system. See salesperson for the most current information. Attachment 1, Page 10 of 25 C2890-3, Page 10 of 25 3 Prepared for: Price Agreement 1660, Government Pricing Prepared by: Diane Pohl 10/04/2021 Landmark Ford Lincoln 112000 S W 66th Ave Tigard Oregon 1972238599 2022 Transit -250 Cargo RWD High Roof Ext. Van 148" WB Base (R3X) Price Level: 220 As Configured Vehicle (cont'd) Code Description MSRP Invoice Heat is distributed from rear of front -passenger seat. A/C is distributed from the rear of van. 58U Radio: AM/FM Stereo Included Included Includes 4.0" multi -function display, Bluetooth, dual USB ports and 4 speakers (front). 91 L 6 Speakers (4 Front/2 $25.00 $23.00 Rear) 63E Dual AGM Batteries (70 $295.00 $269.00 Amp -hr Each) 61 C Vehicle Maintenance $45.00 $41.00 Monitor Includes engine hour meter. Depending on the engine, this feature will display engine hour meter, oil life, oil level and tire pressure status. 43R Reverse Sensing System $295.00 $269.00 43B Back Up Alarm $145.00 $132.00 Ford accessory, pre-installed. Includes 102 dB(A) warning capability. Emissions 425 50 -State Emissions STD STD System Interior Color VK 01 Dark Palazzo Gray N/C N/C Exterior Color YZ 01 Oxford White N/C N/C SUBTOTAL $46,130.00 $43,675.00 Destination Charge $1,695.00 $1,695.00 TOTAL $47,825.00 $45,370.00 Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer's computer system. See salesperson for the most current information. Attachment 1, Page 11 of 25 C2890-3, Page 11 of 25 4 Prepared for: Price Agreement 1660, Government Pricing Prepared by: Diane Pohl 10/04/2021 Landmark Ford Lincoln 112000 S W 66th Ave Tigard Oregon 1972238599 2022 Transit -250 Cargo RWD High Roof Ext. Van 148" WB Base (R3X) Price Level: 220 Pricing Summary - Single Vehicle MSRP Vehicle Pricing Base Vehicle Price $42,345.00 Options $3,785.00 Colors $0.00 Upfitting $0.00 Fleet Discount $0.00 Destination Charge $1,695.00 Subtotal $47,825.00 Pre -Tax Adjustments Code Description MSRP 1660 State Contract 1660 Discount -$9,040.00 SPGUARD Front and Rear Molded Splash Guards $269.00 RCDV RC Display Van Upfit $44,965.00 Subtotal $84,019.00 Sales Taxes Code Description MSRP PT Oregon Privilege Tax $420.10 CAT Tax Oregon Corp Activity Tax $310.87 This is a new tax imposed as of January 1st 2020. Subtotal Post -Tax Adjustments $84,749.97 Code Description MSRP E -Plates 2 E -Plates MPG 0-19 $152.50 We area licensing dealer. If you would like Oregon Exempt License Plates at the time of delivery add $147.50 After January 1st part of this number is based off MPG and this number could change. Subtotal $84,902.47 Total $84,902.47 Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer's computer system. See salesperson for the most current information. Attachment 1, Page 12 of 25 C2890-3, Page 12 of 25 5 Prepared for: Price Agreement 1660, Government Pricing Prepared by: Diane Pohl 10/04/2021 Landmark Ford Lincoln 112000 S W 66th Ave Tigard Oregon 1972238599 2022 Transit -250 Cargo RWD High Roof Ext. Van 148" WB Base (R3X) Price Level: 220 Pricing Summary - Single Vehicle Customer Signature Acceptance Date Prices and content availability as shown are subject to change and should be treated as estimates only. Actual base vehicle, package and option pricing may vary from this estimate because of special local pricing, availability or pricing adjustments not reflected in the dealer's computer system. See salesperson for the most current information. Attachment 1, Page 13 of 25 C2890-3, Page 13 of 25 6 RICDK THE COMMERCIAL VEHICLE OUTFITTERS RC DISPLAY VANS INC CUSTOM VEHICLES 5420 N. Lagoon Portland, Oregon 97217 Ph: 503-285-5119 * 503-285-8521 (Fax) BID FOR CAHOOTS City if springfield ROBERT COLLINS QUOTE 09/16/21 EXPIRATION DATE: 30 Days JOB NAME VEHICLE Cahoots upfit client transport Transit START DATE THANK YOU FOR GIVING US THE OPPORTUNITY TO BID THIS PROJECT! Attachment 1, Page 14 of 25 C2890-3, Page 14 of 25 UANTITY DESCRIPTION 1.00 Item #5.03 upgrade to Rigid® lights x6 comply See note 1.00 item #5.04 comply 1.00 item #14.04 relocate rear speakers modified 1.00 item #14.10 comply 1.00 item #14.11 linex floor along with walls in item #15.04 comply 1.00 item #14.21 modify rear doors comply 1.00 item #14.22 comply 1.00 item #14.23 moved to left side behind driver comply See note 1.00 item #14.26 comply 1.00 item #14.27 comply 1.00 item #14.28 comply 1.00 item #15.01 comply 1.00 item #15.02 move rearward approx 4" to allow for cabinetry. comply See note 1.00 item #15.03 total of 3 seats and extended storage box comply See note 1.00 item #15.04 extra protection for OEM exposed wiring comply see note 1.00 item #15.05 add security screening to vent comply See note 1.00 item #15.06 remove beacons and add (4) VTX lights to four corners comply See note 1.00 item #15.07 comply 1.00 Added: back up alarm cut off switch @ dash area comply user requested 1.00 Added: protective screen on cargo area vent comply user requested 1.00 Added: mount customer supplied flash lights by passenger seat comply user requested 1.00 Added: Espar D4 air heater in rear client area with protective covering thermostat @ cockpit area Quotation prepared by: BRENT A ROBBINS To accept this quotation, sign here and return: Comply user requested SUBTOTAL $ 44,965.00 SALES TAX TOTAL $ 44,965.00 THANK YOU FOR GIVING US THE OPPORTUNITY TO BID THIS PROJECT! Attachment 1, Page 14 of 25 C2890-3, Page 14 of 25 REQUIREMENTS/SPECIFICATIONS A. REQUIREMENTS The City of Springfield, Police Department requires one (1) van equivalent to the specifications provided. B. APPROVED EQUAL Items bid other than specified must be determined by the buyer as an approved equal. Submit to the buyer no later than five (5) dgys prior to bid closing your intent to bid an approved equal. Include detailed specifications, cut sheets, and modifications necessary that would make the proposed item equal to the desired specifications. Determination of approved equal will be made prior to bid closing. Bids submitted as equal which have not obtained approval will be considered non-responsive. C: BID AWARD Award will be made to the lowest responsive, responsible bidder based on the Base Bid Price. Upon award and acceptance of the Purchase Order the Contractor shall be responsible to meet all of the terms, conditions and requirements of this solicitation including delivery of equipment that meets all of the specifications of the solicitation within the agreed upon time frame. Failure to adhere to the solicitation terms and conditions may affect an offerors status as a Responsible Offeror. City Administrative Order, Article 5.3.2 (b), requires that an Offeror has a satisfactory record of performance to meet the Standards of Responsibility. An offeror who does not meet the Standards of Responsibility may not be considered for award on future City solicitations. Pursuant to ORS27913.070, Award will be made to the offeror whose quote will best serve the interest of the City, taking into account [Base Bid] price as well as considerations including but not limited to the anticipated delivery schedule. ��.YI 17:�►17:: � y The trucks must meet or exceed all current applicable requirements of the following organizations: ➢ Federal Motor Vehicles Safety Standards (FMVSS) ➢ Environmental Protection Agency (EPA) ➢ State of Oregon Motor Vehicle Code ➢ Oregon Occupational Safety and Health code ➢ Society of Automotive Engineers (SAE) ➢ Tire and Rim Association (T&RA) ➢ American Society of Mechanical Engineers (ASME) ➢ American Welding Society Standards (AWS) ➢ American National Standards Institute (ANSI) ➢ American Petroleum Institute (API) E. EQUIPMENT AND WARRANTY Equipment shall be new. A new vehicle warranty, as offered by the manufacturer Please include a brochure with the model bid, and a copy of the manufacturer's warranty at the time of bid submittal. F. MANUALS Two copies of complete operating manuals, one complete copy of all factory shop repair manuals, and a complete copy of the factory parts manual shall be provided. Include all manuals for components added to the vehicle. Likewise, an electronic (pdf) file of each manual shall be provided on a CD. The CD shall Attachment 1, Page 15 of 25 C2890-3, Page 15 of 25 be accompanied with the hard copy manuals upon delivery. In addition to hard copy and electronic manuals, it is the preference of the City to maintain equipment safety training videos, if these media are available please provide them in a CD format. Submittal requirement: -- Please list manuals that you are providing and the format that they will be provided in: 1. 2. 3. 4. 5. 6. 7. 8. G. PARTS AND MAINTENANCE All parts should be available by shipping within twenty-four (24) hours. Parts availability should be guaranteed for the life of the unit, approximately (12 years). H. DELIVERY • Delivery shall be scheduled with Ryan Sederlin — (541) 726-3763 or Rsederlin(iDsnrin fig eld- or.gov and delivered to, Fleet Services, at 201 S. 18th Street, Springfield, Oregon. • 4 complete sets of keys shall be provided for all locks/ignition. • Installation of all component equipment items shall be the responsibility of the successful bidder. Vendor shall also conduct a pre -delivery inspection (PDI) at the factory service center prior to delivery. • A PDI report shall be provided upon delivery • At time of delivery a warranty should be included stating the start and end dates. This should include all items added I. LICENSING REQUIREMENTS License plates publicly owned (E plates) must be furnished and installed by dealer upon delivery. Registered owner shall be the City of Springfield, 201 S. 18th Street, Springfield, Or 97477. J. FINAL ACCEPTANCE & INSPECTION The completed vehicle will be subject to a complete inspection by the City of Springfield Fleet services staff to ensure that the vehicle provided, meets our specifications and that the unit is in accordance with industry standards. If the inspection reveals substandard quality, Fleet services will document such qualities that are substandard and seek remedy with the contractor. If contractor fails to make remedy of the substandard conditions within 15 days, the City reserves the right to have those qualities remedied by another contractor and withhold the cost of such remedies from the final payment. SPECIFICATIONS REQUIRED SPECIFICATIONS BID 1.0 - CHASSIS MODEL 1.01 - New unused current model year Ford Transit cargo van equal to the below specifications. A van that requires cutting the roof or doors and adding metal to them to meet the height requirements will not be acce table. With a minimum GVWR of 9,000 lbs. 2.0 — ENGINE Attachment 1, Page 16 of 25 C2890-3, Page 16 of 25 2.01 - Shall be a V6 naturally aspirated 2.02 - Subject to all current applicable EPA standards. 3.0 - FUEL TANKS 3.01 - Shall have a minimum capacity of 25 gallons. 4.0 - DIMENSIONS 4.01 - Wheel base to be approximately 148 Please specify 4.02 - Overall length to be approximately 263". Please specify 4.03 - Interior: head clearance at rear door to be approximately of 60 ". Please specify 4.04 - Interior: ceiling height to be approximately of 74.3 ". Please specify 4.05 - Interior: Length of rear compartment (Partition back) to be approximately 96". Please specify 4.06 - Interior: Length of mid-section back (from back of driver's seat to partition) to be approximately 76". Please specify 5.0 - ELECTRICAL 5.01 - 12 -volt, heavy duty dual batteries 5.02 - 220 -amp heavy duty alternator minimum 5.03 - There shall be high intensity low profile flush mount flood lights installed on the exterior of the van. ➢ Two in the rear and two on the right and left side spaced evenly apart. ➢ The lights shall be controlled from the front driver's seat, and the right rear of the body. ➢ All exterior light switches to be weatherproof. ➢ The lights should be able to work independently or all at once. 5.04 - There shall be a map light installed between the drivers and passenger seat. The light shall be on a flexible mast. 5.05 - There shall be an inverter to power a computer and GPS. 5.06 - Where possible ALL lighting shall be LED 6.0 - TRANSMISSION 6.01 - Shall be minimally equipped with a 10 speed automatic transmission. 6.02 - Heavy duty oil cooler to be installed. 7.0 - WHEELS & TIRES 7.01 - Factory standard wheels and tires for model bid 7.02 - All tools necessary to change a flat tire shall be included 8.0 - BRAKES 8.01 - Front and rear disc brakes. 8.02 - 4 -wheel ABS and traction control. 9.0 - STEERING 9.01 - Power rack and pinion steering 10.0 - COOLING SYSTEM Attachment 1, Page 17 of 25 C2890-3, Page 17 of 25 10.01 - Heavy duty with recovery system. Anti -freeze, each vehicle to have sufficient ethylene glycol type antifreeze installed to protect the cooling system to 0 degrees F. 11.0 -REAR AXLE 11.01 - Axel ratio tailored to meet the vehicle use 11.02 - Factory heavy duty option to support GVW 12.0 - FRONT AXLE 12.01 - Factory heavy duty option to support GVW 13.0 — PAINT 13.01 - The complete unit should be white in color and of a high enough grade as to not readily chip or peal during day-to-day use 14.0 - INTERIOR/EXTERIOR 14.01 — Molded Mud flaps front and rear 14.02 - 2 front grey or black cloth bucket seats with armrest. 14.03 - No center console 14.04 - AM/FM CD Player with MP3 hook up — there shall be speakers in the front driver's area and also roof mounted speakers for the rear compartment behind the partition. 14.05 - Power port in lieu of a cigarette lighter with 3 hook ups 14.06 - Sun visors on each side of windshield 14.07 - Driver and passenger air bags 14.08 - Factory installed air conditioning system, Aftermarket Heater ➢ Systems shall be capable of heating and cooling all interior compartments. ➢ Additional ducting and heating/cooling unit shall be added if needed to ensure rear compartment stays temperature controlled. ➢ All ducting and piping shall be enclosed within the occupancy compartment. ➢ Heater shall be a Espar D4 or comparable ➢ Any use of aftermarket systems must have approval from the City of Springfield. 14.09 - 1 USB charger minimum 14.10 - Front Dome light, activated by front doors and side slider. Rear compartment lights shall be activated by rear doors. There shall also be a remote external switch that the driver can control to turn on all dome lights. External switch shall be weatherproof 14.11 - Heavy-duty spray in line -ex in the rear compartment. Black or gray rubber flooring on the front side of the partition. 14.12 - Horn, dual electric horns 14.13 - Power Door Locks 14.14 - Power windows 14.15 - Cruise control 14.16 - Intermittent electric windshield wipers and washers. 14.17 - Day and night inside rear-view mirror 14.18 — Short -arm power heated mirrors with turn signals Attachment 1, Page 18 of 25 C2890-3, Page 18 of 25 14.19 - Two front cup holders 14.20 - Daytime running lights 14.21 - The rear doors shall be double doors and have a door stay system to hold the doors open under all conditions, even on an incline. The doors shall not be operable from the inside. The rear doors shall have factory installed privacy glass windows for visibility. On the inside there shall be Plexiglas's covering the windows. 14.22 - There shall be a storage system on the left side (street side) in the forward compartment. It shall be capable of storing the following items at a minimum: 1. Oxygen/airway/ventilation bag. Approximate size 26"x14"x12" 2. Medical kit. Approximate size 20"x12"x11" 3. Jump kit. Approximate size 21"x16"x11" Overall dimensions to be approximately: Lower width to be 45" and the upper six boxes to be 27" Depth to be 15" Height to be 70" Please see Diagram below In addition to the above storage compartments, we need 6 bins to house various miscellaneous items. Bins should have sliding Plexiglas's doors with latches to prevent accidental opening during normal motion to the vehicle. The lower compartments shall have rubber webbing Attachment 1, Page 19 of 25 C2890-3, Page 19 of 25 Attachment 1, Page 20 of 25 C2890-3, Page 20 of 25 C dlne ry . L side of pan ??Wdscdaoq SiX s&d hips Gide,-! by PIMIO�f SkAl9 doars m a Four far a 6Ifis � y rcr�d�r wc� brn� Twe haxcs fir Sue t} 14.23 There shall also be a storage compartment on the left side (street) on the front side of the partition. The openings shall be covered by rubber webbing. Width to be 27" Depth to be 16" Height to be 36" Please see Diagram below Attachment 1, Page 20 of 25 C2890-3, Page 20 of 25 Attachment 1, Page 21 of 25 C2890-3, Page 21 of 25 ��6i��.' Rrgkt side of v6+a »ue�cflon T'w�+ l�G bihf pa�t;� by nz66rr wrb bias I 14.24 - There shall be a sliding door on the right side. The door shall be in front of the partition. There shall be a privacy glass window installed in the right -side sliding door. 14.25 — Factory installed back-up camera with proximity alert system. 14.26 — All windows in the rear compartment behind the partition shall have Plexiglas's installed over the inside of the windows to prevent them from being broken out. 14.27 — There shall be windows installed along both side in the rear compartment with privacy glass and Plexiglas's on the inside covering the windows. 14.28 — Where privacy glass is listed, this tint shall be dark enough as to avoid someone seeing into the rear compartment. If factory options are not this dark, then "Limo Tint" shall be installed. 15.0 - REAR CONFIGURATION 15.01 - There shall be a third seat installed. ➢ It shall be placed behind the passenger seat and placed as close to the center line of the van as possible and leaving room for the partition and side doors to open. ➢ The seat should swivel 180' deg. Seat belts shall also be installed for this seat. ➢ There shall be a window installed on the left side for this position to have visibility. A sample drawing is below: Attachment 1, Page 21 of 25 C2890-3, Page 21 of 25 Attachment 1, Page 22 of 25 C2890-3, Page 22 of 25 14.23 27" xI 6"x36'i Q 0 0 0 0) attendant 1: seat _0 5" 15"x36' 14.22 27"x'I 5"x34' 15.02 - Partition ➢ A clear partition shall be installed according to the measurements already given. ➢ The partition shall be clear and have a clear door to enter the rear compartment. ➢ The partition shall completely seal off the front and rear compartment. ➢ The partition shall have a spill guard in the rear section so that the rear can be washed out without any water of fluid being transitioned to the front section ➢ The partition shall be built strong enough so as to withstand rear passengers beating on the screen. ➢ Partition door shall be hinged on the left side. ➢ Plexiglas's shall cover any opening areas in the partition. 15.03 - There shall be a three (3) person plastic bench seat installed on the left wall going front to back. The seat shall have seatbelts. Under the bench seat there shall be a lockable storage box running the full length and width of the seat frame. Attachment 1, Page 22 of 25 C2890-3, Page 22 of 25 15.04 - The rear compartment walls shall be paneled and covered with line -ex to ensure the ability to hose out the rear. 15.05 - One roof exhaust vent shall be installed in the rear compartment behind the divider with a minimum of a 10" fan. Should be a cage around fan to prevent people from tearing the fan or mesh off. 15.06 — Four LED amber warning lights shall be installed. Two fronts in grille and two on the rear mounted on either side of the 31 brake lamp. They shall be controlled by a switch in the driver's compartment. There shall also be a weatherproof switch installed on the right rear of the exterior to turn on the lights. The lights "shall be visible from a distance of not less than 1,000 feet under normal atmospheric conditions at night. 15.07 — There shall be grab rails on the inside at the rear doors to aid people stepping in and out of the van 15.08- There shall be a roof panel in rear compartment to cover all wires and to incorporate led light fixtures with enough light to completely illuminate the rear compartment with a switch in the front and another weatherproof switch on the rear of the body. 16.0 - EXAMPLES OF CURRENT SET UP Ar r :�! Attachment 1, Page 23 of 25 C2890-3, Page 23 of 25 4 UOM I Item Description 4 1 i1 \ a Ford Transit Van $ 17.0 - ADDITIONAL REQUIREMENTS Total Price 17.01 - Back up alarm, with cut out switch in drivers' compartment. 17.02 - Our current van can be made available for viewing should that be necessary. 17.03 - 4 complete sets of keys shall be provided at time of delivery. 17.04 - Vehicle warranty — )0- This unit must be able to have warranty work performed within a 20 -mile radius of Springfield. ➢ If not, then the City would need the ability to perform warranty work and be reimbursed for the costs related to the repair at standard warranty billable times. ➢ Any work not able to be performed locally or at our shop will be the responsibility of the selling dealer. ➢ All costs associated with getting the unit to and from the repair facility shall be at no expense to the City. Qty UOM I Item Description Price 1 Ea. Ford Transit Van $ Total Price $ Will you allow us to perform in-house warranty repairs and reimburse the City of Springfield for those costs incurred? Attachment 1, Page 24 of 25 C2890-3, Page 24 of 25 YES NO Attachment 1, Page 25 of 25 C2890-3, Page 25 of 25 FIELD City of Springfield 225 Fifth Street 6kFax: Springfield, Oregon 97477 F.O.B. POINT Phone: 541-726-3622 QREGON 541-726-3782 VENDOR: Jessica Crawford (icrawfordQpringfield-or.gov, 541- COMPANY NAME: Ron Tonkin Toyota SALES CONTACT: Jon Geffen STREET ADDRESS: 750 SE 122nd CITY,ST,ZIP: Portland, OR 97233 PHONE/EMAIL: jgeffen@tonkin.com This purchase is placed against the following Price Agreement: State of Oregon (ORCPP) Price Agreement #1646 NPPGov Price Agreement # Sourcewell (NJPA) Price Agreement # Other: # Cooperative Agreement Purchase Order P.O. NUMBER: C#### [The P.O. number must appear on all related correspondence, shipping papers, and invoices] SHIP TO: RECIPIENT NAME: Springfield Police Department ICO/ Springfield City Shops STREET ADDRESS: 295 S 18th Street CITY,ST,ZIP: Springfield, OR 97477 PHONE: 59AE26-3763 The general terms and conditions and special contract terms and conditions reference and shall apply to this purchase and shall take precedence over all contained in the Price AgreeflWe hereby incorporated by cting T' C's express or imph d. P.O DATE REQUISITIONER SHIPP F.O.B. POINT TERMS 10/5/21 Jessica Crawford (icrawfordQpringfield-or.gov, 541- 6) Destination Net 45 INVOICING ADDRESS Email ap(Wsprinclfield-or.gov Mailing 225 5" Street Springfield, OR 97477 PAYMENT DETAILS Voucher (internal use only) G/L Account# 713-06100-9000-723001 A/P Approval Code # 361 Credit Card Name CC # Exp Date: Authorized Purchaser Signature Date Name and Title (Print) Email Attachment 2, Page 1 of 3 Page 1 Ron Tonkin Toyota 750 SE 12211d Ave Portland,OR 97233 543-572-4397 To: City of Springfield ML -a, nnam�_A„ FORMAL QUOTE Under Oregon State Contract # PA 16 46 Ship To: Received x 1 112% interest charge per month will be assessed for past due invoices. Make all checks payable to: Ron Tonkin Toyota Mail to: Ron Tonkin Toyota 750 SE 122nd Portlznd OR 97233 Attention Jon Geffen THANK YOU FOR YOUR BUSINESS! Attachment 2, Page 2 of 3 1015121, 9:23 AM Pricing Simulator Manage Your Fleet Account I Toyota.com Simulation Date: 1 010 5120 21 Performed By: JON GEFFEN : Ron Tonkin Toyota Program Code: H7 - GOVERNMENT PROGRAM Model Year: 2021 Model: 4435 RAV4 HYBRID LE AWD SUV - CVT -E - Cont Variable Trans Destination: Oregon Standard Features MECHANICAL & PERFORMANCE 2.51- 4 -Cylinder Engine 219 Combined Net Horsepower Electronic Continuous Var. Tran. (ECVT) Electronic On -Demand All -Wheel Drive SAFETY & CONVENIENC - Toyota Safety Sense 2.0. Lane Departure Alert w1 S 8 Airbags; Star Safety S) Backup Camera LATCH -Lower Anchor & Safety Connect w11 -Yea EXTERIOR LED Headlights LED Daytime Running Li 17 -in Five -Spoke Silver INTERIOR - Audio - 7 -in Touchscreer Access Trial, Android Aute Dual Zone Auto AIC wl I Fabrio-Trimmed Seats Remote Keyless Entry For Full Product Details, NOTE: Standard features without notice. Attachment 2, Page 3 of 3 https:llfleet.toyota.comlRclauthlfleet1protectedlpricingSimulator. htm IrX