IFB12 2588A Accessible Van DPHHS Final

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STATE OF MONTANA
INVITATION FOR BID (IFB)
(THIS IS NOT AN ORDER)

IFB Number: IFB Title:
IFB12-2588A Handicap Accessible Minivan-DPHHS Voc Rehab
IFB Due Date and Time:
May 11, 2012 Number of Pages: 30
2:00 p.m., Local Time

ISSUING AGENCY INFORMATION
Procurement Officer: Issue Date:
Jeannie Lake April 23, 2012
State Procurement Bureau
General Services Division
Department of Administration Phone: (406) 444-2575
Room 165, Mitchell Building Fax: (406) 444-2529
125 North Roberts Street TTY Users, Dial 711
P.O. Box 200135
Helena, MT 59620-0135 Website: http://vendor.mt.gov/

INSTRUCTIONS TO BIDDERS
Mark Face of Envelope/Package:

IFB Number: 12-2588A
COMPLETE THE INFORMATION BELOW AND IFB Due Date: May 11, 2012
RETURN THIS PAGE WITH YOUR BID AND Special Instructions:
ANY REQUIRED DOCUMENTS TO THE After the purchase order is issued and the vendor has
ADDRESS LISTED ABOVE UNDER "ISSUING signed the acceptance of the award, the vendor will
have until June 15, 2012 to deliver the vehicles. The
AGENCY INFORMATION."
DELIVERY DATE space on the cover sheet must
be completed to indicate day, month, and year, or
a specific number of days after receipt of order
(ARO)

BIDDERS MUST COMPLETE THE FOLLOWING
Payment Terms: Net 30 days Delivery Date:
Bidder Name/Address: Authorized Bidder Signatory:

(Please print name and sign in ink)
Bidder Phone Number: Bidder FAX Number:

Bidder E-mail Address:

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS
IFB template
Revised 1/11
TABLE OF CONTENTS

PAGE

Standard Terms and Conditions ................................................................................ 3

Section 1: General Requirements ............................................................................. 6
1.0 Introduction ................................................................................................................................ 6
1.1 Instructions to Bidders ................................................................................................................ 6
1.2 Bid Submission........................................................................................................................... 6
1.3 Change or Withdrawal of Bids .................................................................................................... 7
1.4 Bid Awards ................................................................................................................................. 7
1.5 Standard Vehicle Requirements ................................................................................................. 8
Section 2: Delivery Requirements .......................................................................... 11
2.0 Delivery Requirements ............................................................................................................. 11
Section 3: Special Terms and Conditions .............................................................. 13
3.0 Preference Not Applied ............................................................................................................ 13
3.1 Contract Termination ................................................................................................................ 13
Section 4: Specifications and Pricing Schedule .................................................... 14
4.0 Scope ....................................................................................................................................... 14
4.1 Equivalent Products.................................................................................................................. 14
4.2 Descriptive Literature................................................................................................................ 14
4.3 Prices ....................................................................................................................................... 14
4.4 Specifications ........................................................................................................................... 14
4.5 Trade-In or Private Party Sale (Would Apply to Butte Vehicle) ................................................. 26
4.6 Item by Item Award................................................................................................................... 27

IFB Checklist ............................................................................................................. 29
Attachment “A” Trade In and Private Sale Information and Pictures ................... 30

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 2
Standard Terms and Conditions
By submitting a response to this invitation for bid, request for proposal, limited solicitation, or
acceptance of a contract, the vendor agrees to acceptance of the following Standard Terms
and Conditions and any other provisions that are specific to this solicitation or contract.

ACCEPTANCE/REJECTION OF BIDS, PROPOSALS, OR LIMITED SOLICITATION RESPONSES: The
State reserves the right to accept or reject any or all bids, proposals, or limited solicitation responses, wholly or
in part, and to make awards in any manner deemed in the best interest of the State. Bids, proposals, and
limited solicitation responses will be firm for 30 days, unless stated otherwise in the text of the invitation for bid,
request for proposal, or limited solicitation.

ACCESS AND RETENTION OF RECORDS: The contractor agrees to provide the department, Legislative
Auditor, or their authorized agents, access to any records necessary to determine contract compliance.
(Section 18-1-118, MCA). The contractor agrees to create and retain records supporting the services rendered
or supplies delivered for a period of five (5) years after either the completion date of the contract or the
conclusion of any claim, litigation, or exception relating to the contract taken by the State of Montana or third
party.

ALTERATION OF SOLICITATION DOCUMENT: In the event of inconsistencies or contradictions between
language contained in the State’s solicitation document and a vendor’s response, the language contained in
the State’s original solicitation document will prevail. Intentional manipulation and/or alteration of solicitation
document language will result in the vendor’s disqualification and possible debarment.

ASSIGNMENT, TRANSFER AND SUBCONTRACTING: The contractor shall not assign, transfer or
subcontract any portion of the contract without the express written consent of the department. (Section 18-4-
141, MCA.)

AUTHORITY: The attached bid, request for proposal, limited solicitation, or contract is issued under authority
of Title 18, Montana Code Annotated, and the Administrative Rules of Montana, Title 2, chapter 5.

COMPLIANCE WITH LAWS: The contractor must, in performance of work under the contract, fully comply
with all applicable federal, state, or local laws, rules and regulations, including the Montana Human Rights Act,
the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990,
and Section 504 of the Rehabilitation Act of 1973. Any subletting or subcontracting by the contractor subjects
subcontractors to the same provision. In accordance with section 49-3-207, MCA, the contractor agrees that
the hiring of persons to perform the contract will be made on the basis of merit and qualifications and there will
be no discrimination based upon race, color, religion, creed, political ideas, sex, age, marital status, physical or
mental disability, or national origin by the persons performing the contract.

CONFORMANCE WITH CONTRACT: No alteration of the terms, conditions, delivery, price, quality, quantities,
or specifications of the contract granted without prior written consent of the State Procurement Bureau.
Supplies delivered which do not conform to the contract terms, conditions, and specifications may be rejected
and returned at the contractor’s expense.

DEBARMENT: The contractor certifies, by submitting this bid or proposal, that neither it nor its principals are
presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction (contract) by any governmental department or agency. If the contractor cannot
certify this statement, attach a written explanation for review by the State.

DISABILITY ACCOMMODATIONS: The State of Montana does not discriminate on the basis of disability in
admission to, access to, or operations of its programs, services, or activities. Individuals who need aids,
alternative document formats, or services for effective communications or other disability related

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 3
accommodations in the programs and services offered are invited to make their needs and preferences known
to this office. Interested parties should provide as much advance notice as possible.

FACSIMILE RESPONSES: Facsimile responses will be accepted for invitations for bids, small purchases, or
limited solicitations ONLY if they are completely received by the State Procurement Bureau prior to the time set
for receipt. Bids, or portions thereof, received after the due time will not be considered. Facsimile responses to
requests for proposals are ONLY accepted on an exception basis with prior approval of the procurement
officer.

FAILURE TO HONOR BID/PROPOSAL: If a bidder/offeror to whom a contract is awarded refuses to accept
the award (PO/contract) or fails to deliver in accordance with the contract terms and conditions, the department
may, in its discretion, suspend the bidder/offeror for a period of time from entering into any contracts with the
State of Montana.

FORCE MAJEURE: Neither party responsible for failure to fulfill its obligations due to causes beyond its
reasonable control, including without limitation, acts or omissions of government or military authority, acts of
God, materials shortages, transportation delays, fires, floods, labor disturbances, riots, wars, terrorist acts, or
any other causes, directly or indirectly beyond the reasonable control of the nonperforming party, so long as
such party is using its best efforts to remedy such failure or delays.

HOLD HARMLESS/INDEMNIFICATION: The contractor agrees to protect, defend, and save the State, its
elected and appointed officials, agents, and employees, while acting within the scope of their duties as such,
harmless from and against all claims, demands, causes of action of any kind or character, including the cost of
defense thereof, arising in favor of the contractor’s employees or third parties on account of bodily or personal
injuries, death, or damage to property arising out of services performed or omissions of services or in any way
resulting from the acts or omissions of the contractor and/or its agents, employees, representatives, assigns,
subcontractors, except the sole negligence of the State, under this agreement.

LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will
automatically be disqualified from further consideration. It solely the vendor’s risk to ensure delivery at the
designated office by the designated time. Late bids and proposals will not be opened and may be returned to
the vendor at the expense of the vendor or destroyed if requested.

PAYMENT TERM: All payment terms will be computed from the date of delivery of supplies or services OR
receipt of a properly executed invoice, whichever is later. Unless otherwise noted in the solicitation document,
the State is allowed 30 days to pay such invoices. All contractors will be required to provide banking
information at the time of contract execution in order to facilitate State electronic funds transfer payments.

RECIPROCAL PREFERENCE: The State of Montana applies a reciprocal preference against a vendor
submitting a bid from a state or country that grants a residency preference to its resident businesses. A
reciprocal preference is only applied to an invitation for bid for supplies or an invitation for bid for
nonconstruction services for public works as defined in section 18-2-401(9), MCA, and then only if federal
funds are not involved. For a list of states that grant resident preference, see
http://gsd.mt.gov/ProcurementServices/preferences.mcpx.

REDUCTION OF FUNDING: The State must terminate this contract if funds are not appropriated or otherwise
made available to support the State's continuation of performance in a subsequent fiscal period. (See section
18-4-313(4), MCA.)

REFERENCE TO CONTRACT: The contract or purchase order number MUST appear on all invoices, packing
lists, packages, and correspondence pertaining to the contract.

REGISTRATION WITH THE SECRETARY OF STATE: Any business intending to transact business in
Montana must register with the Secretary of State. Businesses that are incorporated in another state or
country, but which are conducting activity in Montana, must determine whether they are transacting business in

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 4
Montana in accordance with sections 35-1-1026 and 35-8-1001, MCA. Such businesses may want to obtain
the guidance of their attorney or accountant to determine whether their activity is considered transacting
business.

If businesses determine that they are transacting business in Montana, they must register with the Secretary of
State and obtain a certificate of authority to demonstrate that they are in good standing in Montana. To obtain
registration materials, call the Office of the Secretary of State at (406) 444-3665, or visit their website at
http://sos.mt.gov.

SEPARABILITY CLAUSE: A declaration by any court, or any other binding legal source, that any provision of
the contract is illegal and void shall not affect the legality and enforceability of any other provision of the
contract, unless the provisions are mutually dependent.

SHIPPING: Supplies shipped prepaid, F.O.B. Destination, unless the contract specifies otherwise.

SOLICITATION DOCUMENT EXAMINATION: Vendors shall promptly notify the State of any ambiguity,
inconsistency, or error which they may discover upon examination of a solicitation document.

TAX EXEMPTION: The State of Montana is exempt from Federal Excise Taxes (#81-0302402).

TECHNOLOGY ACCESS FOR BLIND OR VISUALLY IMPAIRED: Contractor acknowledges that no state
funds may be expended for the purchase of information technology equipment and software for use by
employees, program participants, or members of the public unless it provides blind or visually impaired
individuals with access, including interactive use of the equipment and services, that is equivalent to that
provided to individuals who are not blind or visually impaired. (Section 18-5-603, MCA.) Contact the State
Procurement Bureau at (406) 444-2575 for more information concerning nonvisual access standards.

TERMINATION OF CONTRACT: Unless otherwise stated, the State may, by written notice to the contractor,
terminate the contract in whole or in part at any time the contractor fails to perform the contract.

U.S. FUNDS: All prices and payments must be in U.S. dollars.

VENUE: This solicitation is governed by the laws of Montana. The parties agree that any litigation concerning
this bid, request for proposal, limited solicitation, or subsequent contract, must be brought in the First Judicial
District in and for the County of Lewis and Clark, State of Montana, and each party shall pay its own costs and
attorney fees. (Section 18-1-401, MCA.)

WARRANTIES: The contractor warrants that items offered will conform to the specifications requested, to be
fit and sufficient for the purpose manufactured, of good material and workmanship, and free from defect. Items
offered must be new and unused and of the latest model or manufacture, unless otherwise specified by the
State. They equal in quality and performance to those indicated herein. Descriptions used herein are specified
solely for the purpose of indicating standards of quality, performance, and/or use desired. Exceptions will be
rejected.

Revised 2/10

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 5
SECTION 1: GENERAL REQUIREMENTS

1.0 INTRODUCTION
The STATE OF MONTANA, Department of Public Health and Human Services, DPHHS Voc Rehab
(hereinafter referred to as “the State”) is soliciting bids for a Handicap Accessible Minivan. A more complete
description of the supplies and/or services sought is provided in Section 4 of this IFB. Bids submitted in
response to this solicitation must comply with the instructions and procedures contained herein.

1.1 INSTRUCTIONS TO BIDDERS
1.1.1 Procurement Officer Contact Information. Contact information for the procurement officer is
as follows:
Procurement Officer: Jeannie Lake
Telephone Number: 406-444-0110
Fax Number: 406-444-2529
E-mail Address: JeannieLake@mt.gov

1.1.2 Examination of Solicitation Documents and Explanation to Bidders. Bidders are
responsible for examining the solicitation documents and any addenda issued to become informed as to all
conditions that might in any way affect the cost or performance of any work. Failure to do so will be at the sole
risk of the bidder. Should the bidder find discrepancies in or omissions from the solicitation documents, or
should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the
solicitation documents, the bidder shall promptly notify the procurement officer in writing. The bidder making
such request will be solely responsible for its timely receipt by the procurement officer. Replies to such notices
may be made in the form of an addendum to the solicitation.

1.1.3 Interpretation or Representations. The State of Montana assumes no responsibility for any
interpretation or representations made by any of its officers or agents unless interpretations or representations
are incorporated into a formal written addendum to the solicitation.

1.1.4 Acknowledgment of Addendum. If the IFB is amended, then all terms and conditions which
are not modified remain unchanged. It is the bidder's responsibility to keep informed of any changes to the
solicitation. Bidders must sign and return with their bid an Acknowledgment of Addendum for any
addendum issued. Bids that fail to include an Acknowledgment of Addendum may be considered
nonresponsive.

1.1.5 Extension of Prices. In the case of error in the extension of prices in the bid, the unit price will
govern. In a lot bid, the lot price will govern.

1.1.6 Bid Preparation Costs. The costs for developing and delivering responses to this IFB are
entirely the responsibility of the bidder. The State is not liable for any expense incurred by the bidder in the
preparation and presentation of their bid or any other costs incurred by the bidder prior to execution of a
purchase order or contract.

1.2 BID SUBMISSION
1.2.1 Bids Must Be Sealed and Labeled. Bids must be sealed and labeled on the outside of the
package to clearly indicate that they are in response to. Bids must be received at the receptionist’s desk of
the State Procurement Bureau, 125 North Roberts, Room 165 Mitchell Bldg, Helena, MT 59601 prior to
2:00 p.m., MST, Friday May 11, 2012. All prices and notations must be printed in ink or typewritten. Errors
should be crossed out, corrections entered, and initialed by the person signing the bid.
IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 6
1.2.2 Late Bids. Regardless of cause, late bids will not be accepted and will automatically be
disqualified from further consideration. It the bidder’s sole risk to assure delivery at the receptionist's desk
at the designated office by the designated time. Late bids will not be opened and may be returned to the bidder
at the expense of the bidder or destroyed if requested.

1.2.3 Bidder’s Signature. The solicitation must be signed in ink by an individual authorized to legally
bind the business submitting the bid. The bidder’s signature on a bid in response to this IFB guarantees that
the offer has been established without collusion and without effort to preclude the State of Montana from
obtaining the best possible supply or service.

1.2.4 Alternate Bids. Vendors may submit alternate bids (a bid on supplies other than specified).
Alternate bids are considered only if the vendor is the lowest responsible vendor on their primary bid. Bids
must be clearly identified as "Primary" and "Alternate."

1.2.5 Descriptive Literature. Complete manufacturer’s descriptive literature sufficient in detail to
establish quality and compliance with all specifications must be submitted with each bid. The State reserves
the right to examine products further to determine compliance with the stated specifications.

1.3 CHANGE OR WITHDRAWAL OF BIDS
1.3.1 Change or Withdrawal PRIOR to Bid Opening. Should any bidder desire to change or
withdraw a bid prior to the scheduled opening, the bidder may do so by making such request in writing to the
procurement officer listed in Section 1.1.1 above. This communication must be received prior to the date and
hour of the bid opening by a request in writing or facsimile to the procurement officer (e-mail notices containing
prices are not allowed and will be disqualified).

1.3.2 Change AFTER Bid Opening But Prior to Bid Award. After bids are opened, they may not be
changed except to correct patently obvious mistakes and minor variations as allowed by ARM 2.5.505. The
bidder shall submit verification of the correct bid to the State prior to the final award by the State.

1.4 BID AWARDS
1.4.1 Basis for Award. Bid award, if made, will be to the responsive and responsible bidder who
offers the lowest cost to the State in accordance with the specifications set forth in the invitation for bid.

1.4.2 Rejection of Bids. While the State has every intention to award a contract as a result of this
IFB, issuance of the IFB in no way constitutes a commitment by the State of Montana to award and execute a
contract. Upon a determination such actions would be in its best interest, the State, in its sole discretion,
reserves the right to:

 Cancel or terminate this IFB (18-4-307, MCA);
 Waive any undesirable, inconsequential, or inconsistent provisions of this IFB which would not have
significant impact on any bid (ARM 2.5.505); or
 If awarded, terminate any contract if the State determines adequate state funds are not available
(18-4-313, MCA).

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 7
1.5 STANDARD VEHICLE REQUIREMENTS
1.5.1 Delivery. After purchase order is awarded, the vendor will have until June 15, 2012 to deliver
vehicles. Bidders must submit a firm date of delivery after receipt of order. Failure to deliver within the
specified time may result in removal from the list of vendors on file in this office.

Units driven from the factory to the destination WILL BE ACCEPTED provided they:
 Meet specifications
 Pass all inspections
 Are delivered by agreed upon date unless exception is granted

The State reserves the right to reject vehicles delivered with over 2,000 miles. Vehicles can be
delivered with mileage to the following locations: Butte, MT and Bozeman, MT.

Pre-delivery service and inspection certificates, signed by the manufacturer or the manufacturer's local
authorized dealer, must be furnished with the unit delivered to the State before payment can be made.

A single copy of all vehicle and conversion build sheets will be required at time of delivery. "Factory invoice
sheets" listing equipment and accessories will be required to accompany the vehicle at the time the unit is
delivered. Prices are not required to be listed on the factory invoice sheet.

1.5.2 Current Production. All vehicles must be new, from current production and in first-class
running condition. Dealer demonstration models are not acceptable! All parts, which are required to compose
a complete working unit, furnished on each vehicle, whether herein stipulated or not. All equipment classified
as "standard" is furnished and included in the purchase price of each vehicle bid.

Do not include FEDERAL EXCISE TAXES when bidding. The State of Montana is exempt from this tax.
EXEMPTION CERTIFICATES will be furnished in lieu of taxable amount upon request.

1.5.3 Applicable Standards. (All standards referenced in this section reflect the most current
revisions.)

1.5.3.1 Government
a. Federal Motor Vehicle Safety Standards (FMVSS)
b. Environmental Protection Agency (EPA)
c. State of Montana Motor Vehicle Code (MMVC)
d. Montana Occupational Safety and Health Administration (MOSHA)

1.5.3.2 Industrial
a. Society of Automotive Engineers (SAE)
b. Tire and Rim Association (T&RA)

1.5.4 Quality Assurance.

1.5.4.1 Mandatory U.S. Government requirements shall apply to all units ordered by these
specifications, such as: FMVSS and EPA, which are current and applicable at the scheduled manufacturing
and/or assembly period. The units shall comply with all applicable State of Montana motor vehicle codes.

1.5.4.2 The apparent silence of this specification and supplemental specifications as to any
detail, or the apparent omission from it of a detailed description concerning any point regarded as meaning
that only the best commercial practice is to prevail and that only materials and workmanship of first quality are
to be used.

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 8
1.5.4.3 ALL DEVIATIONS FROM THE REQUIREMENTS LISTED HEREIN MUST BE SO
STATED ON THE RETURNED BID. Unless stated otherwise by the bidder, the State of Montana will assume
that all of the requirements have been met and shall hold the bidder to each part of the specification.

1.5.4.4 Heavy duty, as applied to these specifications, means that the item to which the term is
applied is the heaviest duty available.

1.5.4.5 All units will be of standard production and completely prepared for customer delivery
through the selling dealer prior to acceptance by the State.

1.5.4.6 All units offered against these specifications will be identical in style, quality, and
appointment as those offered to the public during the course of the model year.

1.5.4.7 All accessories listed herein will be identical to those regularly supplied to the dealer by
the original equipment manufacturer, and constructed with identical quality and design as those normally
installed on vehicles for sale through normal commercial channels.

1.5.4.8 All items are to be factory installed. If factory installation isn't available, "dealer
installation" must be noted on the bid. Dealer installation is subject to acceptance by the State. Failure to
document “dealer installation” may result in rejection of the bid.

1.5.4.9 During the warranty period, orders for urgently needed replacement parts must be filled
within seven (7) working days. The State shall not be charged for transportation and communication expenses
incurred by the supplier when expediting delivery to meet this requirement.

1.5.4.10 In the event of a conflict between these specifications and other requirements, these
specifications shall prevail.

1.5.5 Warranty.

1.5.5.1 The manufacturer of the chassis and manufacturer of the conversion shall provide a
warranty on the unit(s) purchased which is current to the industry but not less than three (3) years or 36,000
miles in duration from the point-in-time the unit(s) is put into service by the State of Montana. A signed
Warranty of Service Policy that will be honored at any manufacturer's authorized dealership must be furnished
for each vehicle. All charges covered under warranty paid by the manufacturer of the vehicle being serviced.

1.5.5.2 The manufacturer's warranty, as stated in Section 1.5.5.1, must be honored by all
franchised dealers of the units purchased by the State of Montana.

1.5.5.3 Warranty adjustments will be made promptly within the agreed warranty period. Any
malfunction of parts, or failure discovered beyond the stated warranty period, which is reasonably attributed to
a manufacturer's fault, will be subject to corrective action on a cost-sharing basis at an agreed percent of
sharing.

1.5.5.4 The vendor and/or manufacturer will not be held liable for delivery delays caused by
strikes, Acts of God, illegal acts by public disturbances, or demands placed by the U.S. Government in national
emergencies.

1.5.5.5 In an emergency, if the vendor or authorized dealer is unable to furnish a serviceman
and parts and make necessary warranty repairs within a three (3) day period, the State may elect to have
emergency repairs made elsewhere and hold the damaged parts for the vendors' or dealers' inspection,
together with sufficient documentation, to justify or verify the repairs. The dealer, or factory, shall reimburse
the State for all costs related thereto (including travel time).

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 9
1.5.5.6 If the in-service date of the vehicle will exceed thirty (30) days from delivery, the vendor
will be notified in writing by the Agency indicating the "in-service date", as stated in Section 1.5.5.1, not to
exceed six (6) months from date of delivery.

1.5.5.7 Vehicles are to be F.O.B. Destination as indicated on bid sheets.

1.5.5.8 Vehicles must have a full tank of gas, regardless of the size of vehicle.

1.5.5.9 The awarded vendor will provide a name of a company (contact person, phone number,
address, and email) that is authorized to do warranty work on the chassis and on the conversion part of the
vehicle. The warranty company will have to be within a 60 mile one way trip to be an authorized dealer.

1.5.5.10 Upon agreement between the successful vendor and the Department, and with
concurrence from the Department of Administration State Procurement Bureau, the purchase order will be
issued.

1.5.5.11 All vendors must acknowledge receipt of all purchase order(s) by signing on the signature
block provided and faxing it to the State Procurement Bureau at 406-444-2529. Failure to acknowledge purchase
order(s) within ten (10) calendar days may be grounds for cancellation. Failure to deliver any vehicle may result in
the vendor having to pay the State the difference between their bid and the next low bid and/or all actual damages
incurred due to nonperformance along with the risk of being removed from the State’s vendor list for a period of
three (3) years.

1.5.6 Payment.

1.5.6.1 Units delivered to the agencies will be visually inspected for specification compliance.
Units visually meeting specifications will be paid in full. Units not meeting specifications may receive partial
payment on a unit-by-unit basis or may be rejected entirely.

1.5.6.2 Build sheets are required for the chassis and conversion and must be attached to each
bid line item with bid response. Build sheets are the vendor’s itemized work sheets that are sent to the
manufacturer when ordering a new vehicle. Failure to provide build sheets may result in bid disqualification. In
the event of any conflict or discrepancy between the submitted build sheet and the vehicle specifications, the
vehicle specifications shall prevail.

1.5.8 Reports. The successful vendor(s) must supply to the State Procurement Bureau a
“Status/Delivery Report” and an order confirmation upon request. This report must include the State of
Montana’s purchase order number, agency name, vehicle model, delivery status, and delivery date or
anticipated delivery date. Failure to supply this report upon request may result in removal from the State’s
vendor list for a period of three (3) years.

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 10
SECTION 2: DELIVERY REQUIREMENTS

2.0 DELIVERY REQUIREMENTS
2.0.1 Delivery Date. After the purchase order is issued and the vendor has signed the acceptance of
the award, the vendor will have until June 15, 2012 to deliver the vehicles. The DELIVERY DATE space on
the cover sheet must be completed to indicate day, month, and year, or a specific number of days after
receipt of order (ARO). Failure to comply with the requirements may invalidate a bidder’s quotation for any or
all items. Where the vendor is unable to meet the required maximum delivery requirements, the vendor shall
advise the State Procurement Bureau of the estimated delivery date, whereupon the State may cancel the
applicable order, in whole or in part, without cost or liability on the part of the State to the vendor. Should the State
choose to accept the late delivery, in lieu of actual damages, the vendor shall pay the State as fixed, agreed, and
liquidated damages and not as a penalty, the amount of $50.00 for each State work day (Monday through Friday,
except State holidays). This amount is the State’s best estimate of a replacement vehicle to cover costs incurred
by the State due to the vendor’s failure to deliver.

Any and all units may be delivered on or before the agreed dates. The State, relying on these delivery dates, will
incur an unknown, difficult, or impossible to determine amount of damages should delivery be delayed. Damages
may include, but are not limited to, payment of fees for personal use of vehicles, rental vehicles and additional
staffing requirements.

2.0.2 Shipping. Weekends and holidays excepted, deliveries shall be F.O.B. DESTINATION, to the
location shown below. The term "F.O.B. destination, within the State's premises," as used in this clause,
means free of expense to the State and delivered to the location specified. Delivery between 7:30 a.m. and 3:00
p.m., Monday through Friday, except holidays observed by the State of Montana.

The contractor shall:

Pack and mark the shipment to comply with specifications; or if the specifications do not contain specific
packing or marking instructions, pack and mark the shipment in accordance with prevailing commercial
practices and in such a manner as to ensure delivery in good condition and as required by this IFB.

Deliver the shipment in good order and condition to the point of delivery specified in the IFB; Units delivered
must meet or exceed all specifications. If applicable, manufacturer's statement of origin (MSO) must accompany
each unit at the time of delivery.

Be responsible for any loss of and/or damage to the goods occurring before receipt of the shipment by the
State at the delivery point specified in the IFB.

Furnish a delivery schedule and designate the mode of delivering carrier: Any and all units may be delivered on
or before the agreed dates. The State, relying on these delivery dates, will incur an unknown, difficult, or
impossible to determine amount of damages should delivery be delayed. Damages may include, but are not
limited to, payment of fees for personal use of vehicles, rental vehicles, and additional staffing requirements;
Where the vendor is unable to meet the required maximum delivery requirements, the vendor shall advise Jeannie
Lake, State Procurement Bureau at 406-444-0110, of the estimated delivery date, whereupon the State may
cancel the applicable order, in whole or in part, without cost or liability on the part of the State to the vendor; and
The bidder and/or manufacturer will not be held liable for delivery delays caused by strikes, Acts of God, illegal
acts by public disturbances, or demands placed by U.S. government action in national emergencies.

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 11
Pay and bear all charges to the specified points of delivery.

2.0.3 Delivery Locations.

DPHHS Voc Rehab DPHHS Voc Rehab
700 Casey Street 220 West Lamme Suite 1E
Butte, MT. 59701 Bozeman, MT. 59715

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 12
SECTION 3: SPECIAL TERMS AND CONDITIONS

3.0 PREFERENCE NOT APPLIED
Reciprocal preference will not be applied to this purchase because federal funds are involved (ARM 2.5.408).

3.1 CONTRACT TERMINATION
3.1.1 Termination for Cause. The State may, by written notice to the contractor, terminate this
contract in whole or in part at any time the contractor fails to perform this contract.

3.1.2 Reduction of Funding. The State must terminate this contract if funds are not appropriated or
otherwise made available to support the State's continuation of performance of this contract in a subsequent
fiscal period. (See section 18-4-313(4), MCA.)

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 13
SECTION 4: SPECIFICATIONS AND PRICING SCHEDULE

4.0 SCOPE
Provide and deliver F.O.B. to Butte, and Bozeman, two (2) current year 2012 models, Minivan Conversions to
each of the locations as specified herein.

F.O.B. LOCATION NUMBER REQUESTED

Butte Vehicle-4.4.6 #3; Captain's Seat Removed:
DPHHS Voc Rehab 1
700 Casey Street
Butte, MT 59701

Bozeman Vehicle-4.4.6 #3; Co-Captain's Seat Removed:
DPHHS Voc Rehab 1
220 West Lamme, Suite 1E
Bozeman, MT. 59715

4.1 EQUIVALENT PRODUCTS
Requirements designated in this bid must be satisfied, or a functional equivalent bid submitted, which is
acceptable to the State. Bidders who do not meet this criterion may be disqualified from further consideration.
A bidder must state if they are unable or unwilling to meet any requirement. Inability or unwillingness to meet
any requirement, in part or total, may be cause for disqualification of the entire response. Any exceptions taken
by the bidder must be clearly identified on the bid forms.

Where specific brands are specified, bidders may submit an equivalent product.

4.2 DESCRIPTIVE LITERATURE
Complete manufacturer’s descriptive literature sufficient in detail to establish quality and compliance with all
specifications must be submitted with each bid. The State reserves the right to examine products further to
determine compliance with the stated specifications. Brochures from the Chassis Manufacturer, Conversion
Manufacturer, EZ Lock Manufacturer or equal, Six (6) way power driver’s seat or equal, and Hand Controls will
be submitted at the time of bid.

4.3 PRICES
4.3.1 Taxes, Shipping, and Invoicing. The prices herein specified, unless otherwise expressly
stated, shall exclude all taxes and duties of any kind which either party is required to pay with respect to the
sale of products covered by this IFB, but shall include all charges and expenses in connection with the packing
of the products and their carriage to the place of delivery to the State unless specifically excluded. Bid prices
shall include any and all transportation costs. The contractor paid, except as otherwise stated in this IFB, upon
submission of a proper invoice, the prices stipulated herein for products, and/or services delivered to and
accepted at the specified State location(s).

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 14
4.4 SPECIFICATIONS
MINIVAN CONVERSION VEHICLE SPECIFICATIONS

4.4.1 Scope (Per Each Vehicle).

4.4.1.1. The purpose of these specifications is to provide for two (2) current year 2012 models
Minivan Conversion. These two (2) vehicles will have already been built and will not
have more than 500 miles on them at the time of the bid submittal. The State of
Montana will allow no more than 2,000 miles on the vehicle at the time of delivery.

4.4.1.2. These vans will be able to seat four forward facing ambulatory adults which means it
will have a rear seat for two passengers and two front seats (Captain and Co-captain
seats). The Captain’s seat and Co-Captain seat will be removable. The Captain's seat
for the Butte vehicle will be removable and will have an EZ Lock installed so the
person occupying the wheelchair will be able to drive the vehicle. The Captain's seat
for the Bozeman vehicle will have a six (6) way power seat so the person using the
wheelchair will be able to transfer so they are able to drive the vehicle. The Co-Captain
seat will also be removable and an EZ lock will be installed so the person using the
wheelchair will be able to occupy that position as a passenger.

4.4.1.3. Provide the following vehicle identification:

Make:
Model:
Year:

4.4.1.4. The vehicles must meet all applicable Federal and State Motor Vehicle Safety
Standards.

4.4.1.5. The successful bidder(s) shall quick title the vehicles to the purchaser or provide at
least a 40 day temporary Permit legal in the State of Montana, and deliver the vehicles
to the location specified in this Invitation for Bid.

4.4.2 General Specifications (per Each Vehicle).

4.4.2.1 Pre-delivery Service and Inspection: Pre-delivery service and inspection certificates,
signed by the manufacturer or the manufacturer’s local authorized dealer must be
furnished with each unit at no additional cost to the State before payment can be
made.

4.4.2.2 Warranty Policy: A signed Warranty of Service Policy, which will be honored at any of
the manufacturer’s authorized dealer, must be furnished for each vehicle. The
manufacturers or the selling dealer shall pay any charges under warranty other than
grease and oil.

4.4.2.3 Parts and service are requested to be available in the State of Montana.

4.4.3 Minimum Technical Requirements (per Each Vehicle). Bidders must provide information in
all blocks in the “Furnished” columns below. Bidders must provide the information requested in
the “Specifications” blocks and/or address the specifications listed in one of the following ways:

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 15
4.4.3.1 Indicate “Yes” which means that the bidder will comply with that particular
specification.

4.4.3.2 Indicate “No” which means that the bidder will not comply with that particular
specification.

4.4.3.3 Indicate “Equivalent” and list any and all equipment to the specification you wish the
Purchaser to consider. Any and all equivalent equipment to the specifications MUST
be listed.

4.4.3.4 Indicate “Exception” and list any exception to the specification you wish the
Department to consider. Any and all expectation to the specifications MUST be listed.

4.4.3.5 Provide the specific information requested in the block (i.e. Wheelbase; 118 inches).

Some “blocks” may require that the bidder provide specific information and also respond as noted in
4.4.3.1. through 4.4.3.5 above.

If an explanation will not fit in the “block”, then enter “See attached explanation” in the “block” and
attach another sheet for your explanation. The attached sheet must state the specification that you are
addressing and the supporting explanation/details (i.e. Section 4.4.3., # 4.4.3.1).

4.4.4 Chassis (per Each Vehicle).

SPECIFICATIONS FURNISHED
1. Wheelbase 1. List Wheelbase:
- 118 inches minimum and 123 inches maximum

2. Engine 2.
- 3.6L EFI V-6 minimum

3. Transmission 3.
- Six speed automatic with overdrive minimum

4. Radiator/Coolant System 4.
- Heavy-duty with coolant recovery kit
- Cooling system to be winterized for 40 degrees
below zero
- 180-degree thermostat

5. Alternator 5.
- 105 AMP minimum
- 12 Volt

6. Suspension System 6.
- Heavy-duty front and rear

7. Fuel Tank 7.
- A minimum of 20 U.S. gallons, CARB-compliant
- Full tank at time of delivery

8. Brakes 8.
- Power assisted hydraulic dual system
- 4-wheel ABS
IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 16
- Disc front and rear drum minimum

9. Block Heater 9.
- 400-watt minimum, with easily accessible cord

10. Horn 10.
- OEM standard

11. Wheels and Tires 11.
- Wheel and tire size and rating must be of sufficient
size and strength to meet GVW rating of chassis
- Tires to be steel-belted, all season radial minimum.
- Minimum size P225/65R16
- The vehicle will also come with a spare tire jack and
lug wrench that will be OEM

12. Battery 12.
- Heavy-duty 600 CCA minimum
- 12-volt “Maintenance Free”

13. Steering 13.
- Power assisted with cruise control
- Tilt steering

14. Gauges 14.
- Vehicle shall be equipped with the following OEM
needle-type gauges:
a. AMP meter or Voltmeter. Warning light is a.
acceptable if OEM needle-type gauge is not
available b.
b. Headlight on indicator and headlight high
beam indicator; and directional signal and
flasher action light c.
c. Oil pressure gauge. Warning light is
acceptable if OEM needle-type gauge is not
available d.
d. Fuel tank level gauge e.
e. Speedometer with odometer f.
f. Engine temperature gauge. Warning light is
acceptable if OEM needle-type gauge is not
available.

15. Hood 15.
- To have latch release from inside of vehicle

16. Wipers 16.
- Front: three (3) speed (to include intermittent
setting) with dual jet washers
- Rear: Multi-speed wiper with jet washer

17. Parking Brake 17.
- Mechanical rear wheel and dash mounted warning
light.

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 17
18. Radio 18.
- OEM standard AM/FM radio with Compact Disk
player and at least four (4) total speakers for
passenger and driver area

19. Wiring 19.
- All cable and wiring shall be OEM standard and
coded. Secondary ignition wires must be radio
suppression type, electronic or equal.

4.4.5 Body (per Each Vehicle).

SPECIFICATIONS FURNISHED
1. Floor 1.
- Premium vinyl flooring with 3/8 inch marine grade
plywood underlayment or high density foam
insulation that must withstand a weight limit of 600 List Drop Floor:
lbs.

- Shall be lowered a minimum average of 10
inches to a maximum 13 inches (between 10 to
13 inches on average)
- Floor drop shall not diminish factory values
- Floor-to-ceiling at center of van height minimum is
56 inches with a maximum height of 60 inches
- There will be floor mats in the Captain and Co-
Captain seats.
- The floor should have an anti-slip material installed
on the floor to prevent any person from slipping
when entering/exiting the vehicle
- Road noise shall be like an OEM vehicle with the
conversion completed

2. Interior Trim 2.
- All interior trim shall match OEM material and
certificate of compliance with FMVSS fire codes
shall be supplied

3. Driver (Captain) and Co-Captain Seating 3.
- Captain and Co-Captain seats to be OEM standard
and covered with the same material as the back
passenger seat.
- Butte Vehicle: Captain and Co-Captain seat will be
removable
-Bozeman Vehicle: Captain seat will be fixed and
Co-Captain seat will be removable
- Seats will have been scotch guard protected by the
vendor before delivery.

5. Third Row Seating 5.
- Shall be OEM two (2) passenger split bench seat
- Seats will have been scotch guard protected from
IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 18
the vendor before delivery
- All seats will be of matching color
- Shall include a fold up step/foot rest

6. Seatbelts 6.
- Seatbelts, one (1) set per passenger
- All belts shall be of sufficient length for adults
- Certified shoulder and lap belt with automatic
retractor shall be provided for all passenger seats.
- The third row seat belts will be OEM standard
certified should and lap belt with automatic retractor.

7. Interior Lights 7.
- Overhead entrance and step-well light shall be
provided to ensure illumination of step-well. These
lights shall illuminate automatically when door is
open

8. Exterior Lights 8.
- Lights shall be in accordance with Federal Motor
Carrier Safety requirements

9. Turn Signals and Backup Lights 9.
- Two (2) front and two (2) rear OEM standard
- Must provide adequate illumination for nighttime
operation

10. Windows 10.
- Side passenger windows shall be provided
throughout the passenger compartment
- All windows to be the safety-type and be tinted
MINIMUM 31%

11. Paint 11.
- Vehicle(s) shall be finished in OEM standard
enamel.
 Black minivan will NOT be accepted in
either location (Butte or Bozeman)

12. Bumpers 12.
-OEM standard front and rear bumpers shall be
supplied

13. Doors and Tailgate 13.
- All doors must be equipped with inside release
mechanism
- Must include emergency rear hatch release
- Duel sliding doors will be provided on the
Captain and Co-Captain sides of the vehicle.
Doors will be power.
- It is required that sliding doors can be opened
automatically with an option of manual override if
IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 19
the door is needed to be opened.
- Sliding doors must open a minimum 54 inch vertical
opening; passenger door opening must be a
minimum of 30 inches wide.
- Captain and Co-Captain doors shall be sedan style

14. Body Frame 14.
- The entire body frame understructure of the vehicle
is to be rustproof and fully undercoated with non-
flammable material that conforms to MIL Spec MIL-
C-00883933A
- Such material shall be applied in continuous and
uniform coating to all metal panels and splash pans
under the vehicle for protection against rust and
corrosion

4.4.6 Other Equipment and Accessories (per Each Vehicle).

SPECIFICATIONS FURNISHED
1. Safety and Other Equipment 1.
a. Butte vehicle will be equipped with an EZ a.
Lock system or equal in the Captain’s position
and also in the Co-Captain's position. An
emergency release lever will be provided so if
the vehicle loses power the person using the
wheelchair will be able to exit the vehicle. The
vendor will need to make adjustments or
install at the time of vehicle delivery.
 (Butte Wheelchair) Jazzy1120 2000
made by Pride Mobility

Bozeman vehicle will be equipped with an
EZ lock system or equal in the Co-Captain's
position. An emergency release lever will be
provided so if the vehicle loses power the
person using the wheelchair will be able to
exit the vehicle. The vendor will need to
make adjustments or install at the time of
delivery.
 (Bozeman Wheelchair) Permobil
C300 made by Permobil Inc

b. The EZ lock or equal will also have a docking
IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 20
system control panel. This control panel will
be mounted in an area that is readily visible to
the driver of the vehicle. The control panel will
have the following on it.
 Green Light indicates the docking pin
on the wheelchair is fully engaged
 Yellow light indicates only partial
docking pin is engaged. Must re-
attempt entry in the docking station
 Red Light indicates system has been
deactivated
 Release switch unlocks the docking
base for five (5) seconds allowing the
system user to exit.
 Deactivate switch the docking base
alarm and release.

c.
c. Bozeman vehicle will have a six (6) way
power seat base or equal for the Captain’s
seat. The power seat base will have Bi-
directional Telescopic Linear Rails-Central
wiring routing including the OEM seat
harness-Lower offset swivel pivot promotes
rigidity and B-pillar clearance-quick mount
design, used floor strikers.

d. Hand controls will also be supplied for the d.
driver to use. A hand control for the operation
of the gas, and another hand control for the
operation of the braking system. An extension
spinner knob will also be provided. The
vendor will need to make adjustments or
install these items at the time of vehicle
delivery.

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 21
e.

e. A power ramp will be provided on the Co-
Captain's side of the vehicle. The powered g.
ramp must be able to support loads of at least
700 pounds
f. The powered ramp will be operated by using h.
the key pad when the Co-Captain's sliding
door is opened.
g. the vehicles will be equipped with a kneeling
system
h. Butte vehicle will be equipped with a remote
car starter system. If this interferes with the
electronic system of the conversion (of the
ramp/door) this option will not be needed for
the vehicle.
i. Bozeman vehicle will be equipped with a
receiver hitch system with wiring for a four (4)
way standard light system. If this interferes
with the conversion of the vehicle it is not
needed.

2. Keys 2.
- The vendor will supply two (2) sets of keys for the
vehicle each on their own key ring
3. Mirrors 3.
- Dual low-mount rear view mirrors OEM standard
with adjustment being electrical
- An interior conversation mirror OEM standard shall
be provided
- Mirrors shall have metal backing and frame with
rounded corners and protected edges

4. Door and Step Well Design 4.
- Rear passenger doors to be sliding with a flexible
soft rubber cushion at least one (1) inch in width on
the meeting edge and at bottom of doors for seal to
step-well
- Driver's entry shall include a step for ease of
entry

5. Heater 5.
- Fresh air type front mounted OEM standard
- Must include front defroster with multiple speed
blower
- Auxiliary heater for passenger section of van
IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 22
6. Air Conditioning 6.
- Fresh air front mounted OEM standard with manual
control multiple speed fan
- Heavy-duty OEM auxiliary air for cooling passenger
compartment

7. Rear Defroster 7.
- The vehicle will have a rear defroster on the rear
window

9. Insulation 9.
- Walls, ceiling and firewall will be adequately
insulated with fire resistant non-hygroscopic material
- Insulation will be thoroughly sealed preventing
condensation. Air drafts during normal operation are
not acceptable

4.4.7 Information to be Furnished at Delivery (per Each Vehicle).

SPECIFICATIONS FURNISHED
1. All items listed below must be in one (1) three (3) ring 1.
binder for the customer/State of Montana. Owner’s
manual is not adequate, but will be provided.
a. Drawing showing wiring schematics of a.
auxiliary circuits
b. Maintenance and inspection schedule b.
incorporating the required maintenance and
inspection schedule of the basic vehicle and
its subsystems (i.e. air conditioning,
conversion, power ramp, kneeling feature,
hand controls, six (6) way power seat, and EZ
Lock) c.
c. A list of dealerships authorized to do the
warranty work in Montana within a 60 mile
one way trip d.
d. Original Bill of Sale e.
e. Official Odometer Reading f.
f. Original Manufacturer’s Statement of
Origin (MSO) g.
g. Original invoice from vendor
h. The vendor will have the responsibility of h.
activating all warranties. .

4.4.8 Misc Info (per Each Vehicle).

SPECIFICATIONS FURNISHED
1. Warranty Information 1.
- Description of warranty including time and mileage
limits for body and chassis, a list of authorized
dealerships in the local area that will have
responsibility for warranty work, and an outline of
IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 23
the procedure involved in the fulfillment of warranty
work
- A letter stating that warranty start date and
mileage will be provided at time of delivery

2. Inspections 2.
- Vehicles shall be thoroughly inspected upon
delivery to ensure that all equipment is installed and
operating properly. Tests shall be performed to
ensure that the unit is dust proof, watertight and
fume proof
Inspection time may exceed one (1) hour per vehicle
delivered

3. Exceptions to Minimum Specifications 3.
- List of any exceptions to the specification you wish
the Purchaser to consider. Any and all exceptions to
the specifications MUST be listed. If no exceptions
are listed, the equipment bid will be considered to
meet or exceed the specifications

4. Equivalent Equipment 4.
- List of any equivalent equipment to the specification
you wish the Purchaser to consider. Any and all
equivalent equipment to the specifications MUST be
listed. If no equivalent equipment is listed, the
equipment bid will be considered to meet or exceed
the specifications

5. Delivery Extensions 5.
- Delivery extensions require written proof of delay
-Must be sent to Jeannie Lake. See Section 2.2.2,
Shipping

6. Other Equipment 6.
- Unit requested to be new and standard equipment
unless otherwise specified. To be dealer prepared
and ready to be placed into service when delivered

7. Other Information 7.
- If more space is needed, attach additional sheets

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 24
4.4.9 Floor Plan Diagram (per Each Vehicle).

SPECIFICATIONS/FLOORPLANS FURNISHED
1. Diagram 1.

Butte Vehicle

This is showing the Captain's seat has been removed and
the person using the wheelchair is in the Captain's
position. This is the area that the EZ Lock (or equal) will
be installed.

Butte and Bozeman Vehicle

This is showing the passenger seat has been removed and
is showing the person using the wheelchair as a passenger
in the Co-Captain area in which they would be using the
EZ lock (or equal).

Bozeman Vehicle

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 25
Transfer Seats are specially designed to help a person
with a disability transfer from their wheelchair or scooter
into a regular OEM vehicle seat in order for them to get the
best seating position once they are in their wheelchair van.
People often choose transfer seats as an alternative to
driving or riding while seated in their wheelchair because it
is more comfortable.

4.5.0 Trade-In or Private Party Sale (Would Apply to Butte Vehicle).
See Attachment “A” for information and pictures of the vehicle.

1. Trade-In – Information ONLY – Optional to the State: 1.
There is a 2004 van that might be used as a trade in
to help offset the price of the new mini-van
conversion.
It is up to the client if they want to proceed with using
the vehicle as a trade in and towards the payment
reimbursement that they must make.

2. Private Party Seller – Information Purposes ONLY- 2.
Optional to the State:
If the client chooses not use the vehicle as a trade-in,
they may opt to sell it to a third party. Please review
photos in Attachment “A” and advise how much they
could sell the accessible vehicle for in a private party
sale.

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 26
ANTICIPATED DATE OF DELIVERY AGREEMENT

In the event that delivery of vehicles is not made by June 15, 2012, the Department shall assess
liquidated damages of $100.00 per working day per vehicle.

In cases where the delivery of vehicles is delayed because of strikes, injunctions, governmental control,
natural disasters, or by reason of any cause or circumstances beyond the control of the successful
bidder, the time of deliver shall be extended by the number of days of delay resulting from such cause.
The successful bidder must document delays. EXTENSIONS MUST BE REQUESTED AND GRANTED
IN WRITING IN ADVANCE OF THE DELAY. In no event shall exceptions be granted after the delivery
date.

Delivery notice must be given to the purchaser, five (5) working days prior to delivery.

4.6 ITEM-BY-ITEM AWARD
Awards will be made on an Item-by-item basis. Failure of a bidder to provide prices for all line items listed on
the Schedule may be cause for rejection of the entire bid. However, a bidder may enter "No Cost" in the unit
price and extended amount columns to indicate that the item is being offered at "No Cost."

QUOTE SECTION

Provide and deliver F.O.B. Butte, MT, and Bozeman, MT 2012 Minivan Conversion as specified above to each
location. All prices shall be F.O.B. destination and shipping prepaid.

GENERAL INFORMATION
Provide the following information for the minivan that you are bidding.
Bozeman Conversion Type:

Make

Model

Year

CHASSIS:

Make

Model

Year

GVW:

Wheelbase

Vehicle Length

Seat Design Layout

Six (6) Way Power Seat (or equal)

Cost for Bozeman Minivan Conversion: $__________________
IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 27
GENERAL INFORMATION
Provide the following information for the minivan that you are bidding.
Butte Conversion Type:

Make

Model

Year

CHASSIS:

Make

Model

Year

GVW:

Wheelbase

Vehicle Length

Seat Design Layout

EZ Lock (or equal)

Cost for Butte Minivan Conversion: $___________________

Optional to the State (for Informational Purposes Only):

Trade-In Quote for 2004 Dodge Minivan: $__________________

Private Sale Quote for 2004 Dodge Minivan: $_______________

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 28
ATTACHMENT A: Photos Trade In Van

Note: This document is provided in PDF format as a separate file and may be found with
IFB No. 12-2588A at
http://svc.mt.gov/gsd/OneStop/SolicitationDefault.aspx.
This attachment is a critical and necessary element of this IFB.

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 29
IFB Checklist

Have you remembered to:

 Check our website for the latest addendum to the IFB
 Sign each "Acknowledgment of Addendum" if required
 Sign your bid on our cover sheet
 Mark your mailing envelope or box with the IFB number and the opening date under your return address
 Carefully review the "Standard Terms and Conditions"
 Carefully review all listed requirements to ensure compliance with the IFB
 Initial all bid/pricing changes you made
 Bid F.O.B. Destination (Ship To: Address) Freight Prepaid

IFB12-2588A, Handicap Accessible Minivan-DPHHS Voc Rehab, Page 30