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RFP for Hybrid SUV

• Friday, November 29, 2024, 9:00 AM - 4:30 PM

- Bids will be opened and reviewed at 9:30am on Monday December 2, 2024 at 369 East Main Street, Waterloo, NY 13165 -

Scope and Goal

The scope of this RFP is for Seneca County Cornell Cooperative Extension (CCE) to receive at least three (3) comparable estimates for a new hybrid SUV so as to satisfy local and state policies governing large purchases by public agencies. The most cost-effective hybrid SUV that satisfies this RFP will be considered for purchase. Seneca County CCE reserves the right to not purchase any hybrid SUV for any reason.

The goal of this RFP process is for CCE to purchase a vehicle that satisfies Environmental, Social, and Governance parameters including but not limited to: safety, sustainability, fuel efficiency, multi-purpose functionality, and transportation for people and cargo relevant for educational programming.

Description and Agency Fleet

Seneca County CCE is a tax-exempt public agency that provides public education programming in Seneca County and across the Finger Lakes Region and sometimes across state boundaries. The office is comprised with one executive director, one in-house finance manager, and up to 10 staff and volunteers; each person has access to use office fleet.

The current fleet includes a minivan and small hatchback. The Dodge minivan has easy to stow-away seating, front wheel drive, automatic transmission, and other standard features. The Nissan Versa is a hatchback with rear-folding seat, front wheel drive, and automatic transmission.

Fleet is used for numerous purposes including transportation for one to several staff at one time to meetings, conferences, public events, or farmer’s markets, and to transport cargo such as computers, projectors, projector screens, large plastic totes, backyard compost totes, boxes of books and handouts, school supplies, children’s crafts and games, crates of vegetables/fruits, kitchen ware, etc.

The planned purchase of a new hybrid SUV is to replace the hatchback, and upgrade the available cargo space, fuel efficiency, and safety features. However, we expect this purchase will be a “smaller” SUV compared to a “large” SUV.

Challenge

The most pressing challenge is procuring a vehicle that satisfies the physical parameters for a multi-purpose vehicle (seating capacity AND cargo space), while meeting or exceeding the environmental aspirations of maximum fuel efficiency and dependability commonly associated with a gasoline powered vehicle.

Administrative Requirements

Candidates should respond to this Request For Proposals by emailing both bauder@cornell.edu and ryan.staychock@cornell.edu who are the Executive Director, and Environmental/ Natural Resources Educator, respectively. Candidates can contact directly by telephone Ave Bauder, Executive Director, or for more information by calling 315-539-9251.

Candidates should provide a description of the hybrid SUV including safety features, standard features, bonus features or services if any, all customary documentation, and total price and discounts including all total costs to be paid by Seneca County CCE to any dealership, along with addressing the features as described in Table 1 of this document titled Evaluation Criteria and Minimum Specifications for Seneca County CCE SUV.

Bids will be opened and reviewed at 9:30am on Monday December 2, at 369 East Main Street, Waterloo, NY 13165. 

Timeline

Seneca County CCE wishes to have a purchase agreement in place by the end of year 2024.

Table of Evaluation Criteria

Candidates should reference the features in the table below when pricing-out the SUV for this RFP.

TABLE 1. Evaluation Criteria and Minimum Specifications for Seneca County CCE SUV

Standard Features

• Standard Safety Features
• Rearview Camera
• 4-door
• Spare tire
• Automatic Transmission

MUST HAVE Features - these features must come on the SUV to be considered for this RFP.

• Hybrid (Gasoline and Electric) powertrain
• Automatic Shifting Transmission
• Abundant Cargo Space
• Rear seat area can merge with back cargo area to increase total cargo area.
• All Wheel Drive
• Air Conditioning

Nice to Have Features -These features would be nice to procure but would not disqualify a product if it is not included.

• Flat-load floors
• Automatic emergency braking
• Lane Assist
• Adaptive Cruise Control
• Bluetooth connectivity
• Easy to clean flooring
• Color- RED, WHITE or BLACK

Availability and Pricing Template Requested

Candidates should indicate if any SUV Vehicle quoted is in-stock and ready for purchase, or if a vehicle would be a special order.

Pricing should be itemized for features, including non-standard features, and should indicate if the feature can be removed from the purchase or is a standard feature on the vehicle. 

Non-Collusion Certificate

Candidates should include this non-collusion certificate in any bid. It should contain the following statements and be signed by the bidder:

"By submission of this bid each bidder or person signing on behalf of the bidder, certifies that to the best of his/her knowledge and belief:

1. The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement with any other bidder or with a competitor for the purpose of restricting competition.

2. Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the bidder and will not knowingly be disclosed by the bidder prior to opening, directly or indirectly, to any other bidder or to any competitor.

3. No attempt has been made or will be made by the bidder to induce any other person, partnership or corporation to submit or not to submit a bid for the purpose of restricting competition."

Last updated November 18, 2024