Central Pierce Fire & Rescue Request for Proposal Asset Financing Pierce County Fire Protection District #6 (Central Pierce Fire & Rescue) is accepting SEALED PROPOSALS from qualified providers of financing services. Submittals will be received and time stamped in writing only at Station 60 Headquarters, located at 17520 22 nd Ave E, Tacoma, WA 98445-4444, Attn: Brian Caldier. Proposals will be received until 4:00 p.m. Pacific Standard Time, April 6 th, 2015, at which time they will be recorded and forwarded for evaluation and selection. Proposals are not opened and read aloud. An electronic copy of the complete solicitation document may be viewed and obtained by accessing the Central Pierce Fire & Rescue website at www.centralpiercefire.org. Desired capabilities are detailed in the Scope of Services section contained in this document. 1.0 Language: For the duration of this document the language shall be as addressed below: 1.1 Request for Proposal as RFP 1.2 Central Pierce Fire & Rescue as CPFR and/or the District 1.3 Company submitting proposal as Bidder or Bidding agency or Vendor 1.4 Company awarded the contract as Successful Bidder or Successful Applicant 2.0 Introduction: CPFR is seeking proposals for asset financing services. Financing services shall pertain to: financing the purchase and/or lease of fire, rescue and emergency equipment, software, apparatus and facilities including but not limited to: real property, fire engines/pumpers, aerial ladder apparatus, ambulances, staff vehicles, paramedic units, rescue apparatus, extrication equipment, fire suppression protective equipment, selfcontained breathing apparatus systems and other such equipment necessary for the delivery of emergency services. 3.0 General Terms and Conditions 3.1 Submittals must be marked RFP Asset Financing and will be received no later than 4:00 p.m. Pacific Standard Time, April 6 th, 2015. 3.2 Proposals shall be mailed or hand delivered to Central Pierce Fire & Rescue - Station 60 at 17520 22 nd Ave E. Tacoma, Washington 98445-4444, Attn: Brian Caldier. Proposals will not be accepted via fax machine or internet e-mail. 3.3 The written proposal, including any attachments or exhibits, shall be submitted as follows: one (1) bound original, two (2) bound copies, and one (1) unbound copy. CPFR Asset Financing Pg. 1
3.4 Any proposal (or addendum pertaining thereto) received after the announced time and date (4:00 p.m. Pacific Standard Time, April 6 th, 2015) at the announced location (CPFR - Station 60) for submittal, whether by mail or otherwise, will be rejected. 3.5 Vendor s proposal shall contain the minimum information: Letter of interest. Complete proposal identifying how the bidders will meet the needs defined in the scope. Qualifications, including references outlined in scope. Any proposed exceptions to the RFP. The Bidder shall complete the Signature Sheet (Attachment A) included in these specifications. The Bidder shall complete the Bidder Responsibility Form (Attachment B) included in these specifications. 3.6 CPFR is fully compliant with the Americans with Disabilities Act (ADA) and will make reasonable accommodations as required, if such requests are made known to us by phone at 253.538.6400 or via email at bcaldier@centralpiercefire.org at least three (3) weekdays prior to any required need. 3.7 Nothing within this RFP is intended to exclude any reasonable bid or responsible firm from submitting a bid, or in any way restrict competition. CPFR reserves the right to reject any or all proposals for lack of responsiveness or responsibility, and the right to waive any immaterial irregularities. 3.8 Minority Bidders: CPFR encourages all businesses, including minority owned businesses, to respond to this RFP. 3.9 Indemnification: The successful bidder shall, and hereby expressly agrees, to hold harmless and indemnify CPFR and any of its associates against all losses, claims, actions, judgments, and any liability for injuries to persons, including wrongful death, damage to property or both, occurring during or in consequence of the performance of this contract if such injury or damage is related to or arises out of any mistakes or defect in service delivery or to the actions or negligence of the Bidder, Bidder s employees, subcontractors, or agents. 3.10 The contract, when awarded, will be a yearly contract renewable annually at the mutual consent of both parties. 3.11 Proposals should be prepared simply and economically, providing a straight forward, concise description of service provider capabilities to satisfy the requirements of the request. Colored displays, promotional materials, etc. are not required or desired. Emphasis should be on completeness and clarity of content. Use recycled paper for responses and any printed or photocopied material created pursuant to a contract CPFR Asset Financing Pg. 2
with the District whenever practicable. Use both sides of the paper for any submittal to the District whenever practicable. 3.12 Bidders are encouraged to provide contact information with their proposal. Providing contact information will allow the District to provide notification if an addendum to the RFP is issued or the RFP is cancelled. Those who choose not to provide contact information are solely responsible for checking the District s website for any issued addenda or a notice of cancellation. 3.13 The Bidder shall comply with all applicable State, Federal, and District laws, ordinances, regulations, and codes. 3.14 The Bidder shall not assign, transfer, convey, pledge, or otherwise dispose of this Agreement or any part of this Agreement without prior written consent of the District 3.15 Any proposal may be withdrawn up until the date and time set in Section 3.4. Any proposal not so timely withdrawn shall constitute an irrevocable offer, for a period of one hundred and twenty (120) days to sell to the District the services described in the attached specifications, or until one or more of the proposals have been approved by the District administration, whichever occurs first. 3.16 If a selection is made as a result of this RFP, a contract with fixed/known prices will be negotiated. Negotiations may be undertaken with the Bidder who is considered to be the most suitable for the work. This RFP is primarily designed to identify the most qualified firm. Price and schedule will be negotiated with the first choice Bidder. Negotiations may be instituted with the second choice and subsequent Bidder until the project is canceled or an acceptable contract is executed. 3.17 The contents of the proposal of the selected Bidder shall become contractual obligations if a contract ensues. Failure of the Bidder to accept these obligations may result in cancellation of their selection. 3.18 The District reserves the right to award any contract to the next most qualified bidder, if the successful provider does not execute a contract within 30 days of being notified of selection. 3.19 The contract resulting from acceptance of a proposal by the District shall be in a form approved by the District, and shall reflect the specifications in this RFP. The District reserves the right to reject any proposed agreement or contract that does not conform to the specifications contained in this RFP and/or which is not approved by the District s governing body or legal counsel. 3.20 The District shall not be responsible for any costs incurred by the Bidder in preparing, submitting or presenting its response to the RFP. 3.21 Proposals and evaluation materials submitted under this RFP shall be considered public documents and with limited exceptions proposals that are recommended for contract award will be available for inspection and copying by the public. The District CPFR Asset Financing Pg. 3
may request an electronic copy of your proposal response at a later time for this purpose. 4.0 Scope of Services The services to be provided by the financial services provider shall include, but are not limited to, the following: Evaluate & advise the District regarding possible financing options, including tax exempt municipal leasing. Evaluate and assist in obtaining financing. Recommend timing of securing interest rates advantageous to the District. Review, monitor and advise the District regarding proposed/negotiated interest rates. 4.1 The responses to be provided by the Bidder shall include: 4.1.1 Breakdown of all fees and costs 4.1.2 Length of financing terms available 4.1.3 Breakdown of financing process timeline, application through dispersal of funds. 4.1.4 Penalties or clauses regarding early pay off and/or pre-payment penalties 4.1.5 Timeline for asset title transfer to the District 4.1.6 Any collateral requirements 4.1.7 Assets that can be financed 4.1.8 Current and estimated interest rates 4.1.9 Ability to finance the purchase of pre-owned or used apparatus and equipment 4.1.10 Ability to finance the refurbishment of existing apparatus 4.1.11 Ability to finance apparatus inventory (fire hose, suppression equipment, tools, etc.) 4.1.12 Ability to finance real property 4.1.13 Ability to finance computer software 4.1.14 Minimum finance amount 4.1.15 First payment due date 4.1.16 Required down payment 4.1.17 Certification of applicable insurance, licensing requirements, registrations, compliance and/or credentials necessary for Bidder to provide services in Washington State. 5.0 Selection Procedure 5.1 Selection shall be made on the basis of the following factors involved in the RFP, including price information such as discounts. CPFR shall select the Bidder who, in its opinion, has made the best proposal and award the contract to the lowest responsible bidder that demonstrates best conformity with all factors involved, upon approval by the Board of Commissioners. 5.2 CPFR reserves the right(s) and has the sole discretion to: 5.2.1 Award an asset financing agreement for all, any, or any combination of components described within the RFP. CPFR Asset Financing Pg. 4
5.2.2 Reject any and all Proposals considered by CPFR to be non-responsive or not in the best interest of CPFR. 5.2.3 Supplement, amend, or otherwise modify this RFP or cancel this RFP without substitution. 5.2.4 Waive any or all informalities in the Vendor s Proposal for failures to comply with the RFP requirements. 5.2.5 Request further information or presentations from Vendors as needed to support CPFR s selection of a preferred Vendor. 5.2.6 Select any Proposal, or elements of any Proposal that in the opinion of CPFR represents the best value to CPFR and its stakeholders. 5.2.7 Modify the procurement schedule. 6.0 Basis for Award 6.1 Information and/or factors gathered during interviews, negotiations, reference checks, responsiveness to the RRP, experience and business history, ability to perform the services required, in addition to the any other criteria stated in this RFP, and any other information or factors deemed relevant by CPFR, shall be utilized in the final award. 7.0 No Contact Policy 7.1 After the date and time established for receipt of proposals by CPFR, any contact initiated by any Bidder with any CPFR representative, other than the District representative listed herein, concerning this RFPs is prohibited. Any such unauthorized contact may cause the disqualification of the Bidder from this procurement transaction. 8.0 Further Information 8.1 Any questions which arise as a result of this RFP may be addressed to Brian Caldier at 253.538.6417, email bcaldier@centralpiercefire.org. 8.2 Attachments: (A and B must be included with Bid Proposal to be considered for award) Attachment A: Signature Sheet (Required) Attachment B: Bidder s Qualification Certificate (Required) 9.0 Timeline The District will attempt to follow this timetable: Deadline for submitting questions: March 27 th, 2015 Deadline for submitting proposals: April 6 th, 2015 Preliminary selection of short list: Week of April 6 th, 2015 Interviews: Week of April 13 th, 2015 Final Selection: April 17 th, 2015 CPFR Asset Financing Pg. 5
Attachment A CENTRAL PIERCE FIRE & RESCUE PIERCE COUNTY FIRE PROTECTION DISTRICT 6 Asset Financing RFP Signature Sheet My signature certifies that the proposal as submitted complies with all Terms and Conditions as set forth in this RFP. My signature also certifies that the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with another person or company engaged in the same line of business or commerce, or any act of fraud punishable by law. My signature also certifies that this firm has no business or personal relationships with any other companies or persons that could be considered as a conflict of interest or potential conflict of interest to CPFR there are no principals, officers, agents, employees, or representatives of this firm that have any business or personal relationships with any other companies or persons that could be considered as a conflict of interest of a potential conflict of interest to CPFR pertaining to any and all work or services to be performed as result of this request and any resulting contract with CPFR. I hereby certify that I am authorized to sign as a representative for below referenced company: Complete Legal Name of Firm: Remit to Address: Fed ID No.: Signature: Name (Type/print): Title: Telephone: ( ) Fax No: ( ) E-mail: Date: To receive consideration for award, this signature sheet must be returned to CPFR as part of Bidder s response. CPFR Asset Financing Pg. 6
Attachment B CENTRAL PIERCE FIRE & RESCUE PIERCE COUNTY FIRE PROTECTION DISTRICT 6 Asset Financing RFP BIDDER S QUALIFICATIONS FORM The undersigned hereby certifies and submits the following qualifications: 1. Years in business of financing above listed assets: 2. Number of full time employees: 3. Experience with similar contracts, including contracts with local governments: 4. List references: Bank reference(s): 5. Identify the location of the base office and the individual who will initially serve as the primary point of contact with the District under this contract and the other individuals of the team who are expected to work on District transactions. Describe the type of work each is expected to perform. By (Authorized Signature): Title: CPFR Asset Financing Pg. 7