REQUEST FOR PROPOSALS (RFP) 16007A FOR DENVER WATER S. Vehicle Lease, Fleet Management and Short Term Rentals.

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1 REQUEST FOR PROPOSALS (RFP) 16007A FOR DENVER WATER S Vehicle Lease, Fleet Management and Short Term Rentals. Issue Date: April 30, 2015 Proposal Due Date: May 18, 2015 by 2:00 P.M. Mountain Time to: Denver Water Main Administration Building Attention: Brandon Maulis / RFP No A 1600 West 12 th Avenue Denver, CO To be considered for selection, a duly authorized agent of the Proposer must complete and sign this page and submit it with the Proposal. Signature below indicates that the Proposer has read and understands the requirements set forth in this Request for Proposals. Proposer s Business Name: By / Title: Duly authorized agent s name and title must be typed or clearly written Signature: Date: Phone: Fax No.: Business Address:

2 SOLICITATION INTRODUCTION: The City and County of Denver, acting by and through its Board of Water Commissioners (also Denver Water and the Board ), is issuing this Request for Proposal ( RFP ) for leasing and fleet management service for general purpose vehicles. The lease shall be structured as a full-service, closed-end lease. Denver Water is also interested in the sale/trade in of the current general purpose motor vehicles and short term rental services. The Board is seeking Proposals from qualified Proposers who have specific experience in the area(s) identified in this RFP. To be eligible for consideration, the Proposer must be capable of meeting all requirements specified in this RFP. SCHEDULE OF EVENTS*: RFP Issued April 30, 2015 Deadline to Submit Intent to Propose via to: Deadline to Submit Requests for Clarification and Additional Information Response to Written Requests for Clarification and Additional Information Friday, May 08, 2015 Thursday, May 07, 2015 Tuesday, May 12, :00 P.M. 2:00 P.M. 2:00 P.M. Proposal Due Date Monday, May 18, :00 P.M. *All dates are tentative and subject to change and/or cancellation at Denver Water s sole discretion. Denver Water will notify potential Proposers of any and all necessary changes and/or cancellations via written addendum. All times included on this Schedule of Events are Mountain Time. Page 2 of 28

3 TABLE OF CONTENTS SECTION 1 GENERAL INFORMATION INTRODUCTION TO DENVER WATER: INTENT TO PROPOSE SOLICITATION DOCUMENTS AND ADDENDA ADDENDA PROPOSAL PREPARATION COST ACCEPTANCE WITHDRAWAL OR MODIFICATION OF PROPOSALS RIGHT TO REJECT PROPOSALS RIGHT TO NEGOTIATE AGREEMENT TERM AGREEMENT PRICING INSURANCE REQUIREMENTS 6 SECTION 2 SPECIAL REQUIREMENTS 7 SECTION 3 INSTRUCTIONS FOR RESPONDING TO RFP REQUESTS FOR CLARIFICATION AND ADDITIONAL INFORMATION PROPOSAL DUE DATE PROPOSAL SUBMISSION ALTERNATE PROPOSALS PROPRIETARY OR CONFIDENTIAL INFORMATION 9 SECTION 4 EVALUATION AND SELECTION PROCESS AGREEMENT REQUIRED EVALUATION AND SELECTION PROCESS INTERVIEWS/SHORT LIST/SITE VISITS/PRESENTATIONS 11 SECTION 5 PROPOSED PRICING / FEE SCHEDULE PROPOSED PRICING / FEE SCHEDULE FORMAT 12 SECTION 6 COMPLETION OF PROPOSAL REQUIRED PROPOSAL FORMAT EXHIBIT A Scope of Work 21 EXHIBIT B Service Area 26 Exhibit C Sample Agreement Exhibit D MWBE/SBE Form 28 (Attached Separately) Page 3 of 28

4 SECTION 1 GENERAL INFORMATION 1.1 INTRODUCTION TO DENVER WATER: Denver Water is a municipal corporation and a political subdivision of the State of Colorado, under the control of a five-member Board appointed by the Mayor of Denver. As such, it is governed by the Denver Charter and other laws applicable to governmental entities. The Denver Charter grants the Board all the powers of the City and County of Denver including those granted by the Constitution and by the law of the State of Colorado and by the Charter. Specifically, the Charter gives the Board complete charge and control of a water works system and plant for supplying the City and County of Denver and its inhabitants with water for all uses and purposes. It is the largest municipal public utility in Colorado, serving water to more than one million people, about one-quarter of the state s population. 1.2 INTENT TO PROPOSE: Interested parties should submit their intent to propose via to the Contract Specialist at Brandon.Maulis@denverwater.org, including the following information for RFP communication purposes: Proposer s business name Contact name and title Contact address Contact phone number 1.3 SOLICITATION DOCUMENTS AND ADDENDA: Potential Proposers should obtain all relevant documents pertaining to this solicitation and all issued addenda from the Rocky Mountain E- Purchasing System website at ADDENDA: In the event it becomes necessary to revise, change, clarify, provide additional information about, and/or cancel this RFP, Denver Water will issue a written addendum. It is the sole responsibility of the Proposer to attach to its Proposal(s) a signed copy of all addenda. 1.5 PROPOSAL PREPARATION COST: Denver Water will not be responsible for any costs incurred by Proposers in the preparation of Proposals. All costs, including but not limited to printing, materials, travel and expenses, incurred in the preparation and submission of a Proposal must be borne solely by the Proposer. 1.6 ACCEPTANCE: By submitting a Proposal in response to this RFP, Proposer acknowledges that its Proposal is valid for a period of 120 calendar days from the Proposal due date. 1.7 WITHDRAWAL OR MODIFICATION OF PROPOSALS: Proposals may be withdrawn or modified by Proposers prior to the Proposal due date, but only upon written request. After the Proposal due date, Denver Water will not return Proposals or other information supplied to Denver Water. Page 4 of 28

5 1.8 RIGHT TO REJECT PROPOSALS: The Board may choose to reject any or all Proposals, either in whole or in part, and to waive any formality in Proposals received, if deemed in the best interest of the Board. Basis for rejection may include but is not necessarily limited to the following: Any Proposal conditioned upon the Board s acceptance of terms and conditions deemed by the Board to be unacceptable. Any Proposal from a Proposer who is in arrears to the City and County of Denver or the Board upon debt or contract, or who is a defaulter as surety or otherwise, upon any obligation to the City and County of Denver or the Board. Any Proposal from Proposers determined to be financially unable to perform the required work. This determination will be at Denver Water s sole discretion and may be based upon analysis of the Proposer s Certified Financial Statements, Dun and Bradstreet reports, and/or other requested financial information. Any Proposal received after the specified Proposal due date and time. Any Proposal so received may be returned to the Proposer unopened. Any Proposal that does not meet the requirements specified in this RFP and/or has been determined to be unsatisfactory, in whole or in part, by Denver Water at its sole discretion. 1.9 RIGHT TO NEGOTIATE: Denver Water may select one or more Proposals, and may negotiate any and all elements of a Proposal, if deemed to be in the best interest of Denver Water AGREEMENT TERM: Denver Water expects the term of the resulting Agreement to be two (2) years, commencing on the date the Agreement is executed by the Board, with an option to extend the agreement an additional one (1) to two (2) years AGREEMENT PRICING: Pricing submitted with the Proposal must be as specified in Section 6 Proposed Pricing / Fee Schedule and may be incorporated in whole or in part into the resulting Agreement. Page 5 of 28

6 1.12 INSURANCE REQUIREMENTS: The following list represents the Board s standard requirements for insurance coverage. The Board has the discretion to change these insurance requirements or accept alternative types of insurance if the Board deems such changes or alternatives to be sufficiently protective of its interest. A. Commercial General Liability Insurance: Proposer shall have commercial general liability insurance with limits not less than $1,000,000 per occurrence and $2,000,000 aggregate. B. Automobile Liability Insurance: Proposer shall maintain automobile liability insurance as required by Colorado law. The Board does not require a certificate of insurance unless this subparagraph (b) requires insurance that exceeds the statutory requirements. C. Workers Compensation and Employer s Liability Insurance: The Proposer shall maintain workers compensation insurance, as required under the laws of the State of Colorado. The selected Proposer will be required to maintain the required insurance in full force and effect during the entire term of the resulting Agreement. The selected Proposer must provide to the Board a certificate of insurance showing evidence of the required coverage and limits before work may commence. Page 6 of 28

7 SECTION 2 SPECIAL REQUIREMENTS (LEFT INTENTIONALLY BLANK) Page 7 of 28

8 SECTION 3 INSTRUCTIONS FOR RESPONDING TO RFP 3.1 REQUESTS FOR CLARIFICATION AND ADDITIONAL INFORMATION: All requests for clarification or additional information must be made in writing to the Contract Specialist at the address shown below: Contract Specialist: Brandon Maulis Brandon.Maulis@denverwater.org Phone: The Denver Water Contract Specialist listed above is the sole point of contact between Denver Water and all Proposers. Proposers may not contact any other Denver Water personnel regarding this RFP during the RFP process without prior written authorization of this Contract Specialist. Responses to requests for clarification and additional information and/or changes to the RFP received before the deadline specified in the SCHEDULE OF EVENTS will be made by written addendum. All responses to requests for clarification and additional information from any Proposer will be provided to all Proposers. Oral explanations, interpretations or representations given by Denver Water employees cannot be construed as a change to the RFP requirements. 3.2 PROPOSAL DUE DATE: Proposals must be received no later than the date and time stated on the cover sheet of this RFP, at the address listed below. 3.3 PROPOSAL SUBMISSION: Proposer must submit one (1) Proposal in digital/electronic format such as CD or flash drive, marked original, plus one (1) hard copies. Proposals, including the electronic version, are to be in either a sealed envelope or box, labeled with the RFP number and name, and addressed as indicated below. Denver Water will not be responsible for any Proposal not addressed as indicated below. Proposals may be mailed or hand-delivered. Proposals sent via electronic method such as e- mail or fax will not be accepted. Submit Proposals to: Denver Water Main Administration Building Attention: Brandon Maulis / RFP No A 1600 West 12 th Avenue Denver, CO ALTERNATE PROPOSALS: Denver Water recognizes that there may be alternate arrangements or approaches to the requested work that may offer cost savings and/or additional benefits while still satisfying the requirements of this RFP. Accordingly, Proposers may submit alternate Proposals for Denver Water s consideration that offer such cost savings and/or additional benefits. However, alternate Proposals must be identified as such, identify their benefits, and be in addition to the requested Page 8 of 28

9 primary Proposal. The alternate Proposals will be evaluated in conjunction with the primary Proposal. 3.5 PROPRIETARY OR CONFIDENTIAL INFORMATION: Proposers acknowledge that Denver Water may be required to disclose any or all of the documents submitted with a Proposal, pursuant to the Colorado Open Records Act, C.R.S , et seq. Under C.R.S (3)(a)(IV), Denver Water may deny inspection of any confidential commercial or financial information furnished to Denver Water by an outside party. Therefore, a Proposer must clearly designate any documents submitted with its Proposal that the Proposer deems proprietary or confidential, to aid Denver Water in determining what must be disclosed in response to a request for documents under the Colorado Open Records Act. The Proposer s designation of material as confidential must be reasonable or it will not be honored. For example, a Proposer may not designate the entire Proposal to be confidential and proprietary. Page 9 of 28

10 SECTION 4 EVALUATION AND SELECTION PROCESS 4.1 AGREEMENT REQUIRED: This RFP is not a contractual offer. Any Proposer selected in response to this RFP will be required to execute an Agreement with Denver Water. 4.2 EVALUATION AND SELECTION PROCESS: Proposals will be evaluated by criteria described in this RFP. Proposals considered responsive will be evaluated for completeness of information provided, the Proposer s adherence to RFP requirements, support for claims made, and the overall approach taken. Denver Water s objective is to select the Proposal(s) judged to be in the best interest of Denver Water. Proposals may be evaluated using criteria including but not limited to: Pricing/Fee schedule: Monthly Lease Cost Monthly maintenance, fleet management and reporting fee Short term rental rates Leasing Terms and Conditions Ability to negotiate terms Option to adjust lease terms at mid-term Option have an aggregate mileage limit/cap for the whole fleet Ability to meet Denver Water s Vehicle Specifications Date in service - earliest date available/ availability schedule for all vehicles requested Fleet Management Services Ability to meet Denver Water s maintenance/service requirements Service level Reporting capabilities Rental services, availability of vehicles, range of vehicles Rental Availability Accident, claims services, roadside assistance, loner vehicle programs Additional services offered Cost reduction services Understanding of Work Project Plan Experience in industry Proposal quality Proposers fleet management values/qualifications/specialization/skills Proposer's use of Small Business Enterprises (SBE) Trade In/Sale Value Financial condition of the proposer Any other relevant and appropriate factors as determined by Denver Water This list does not reflect or imply any weighting or relative importance of criteria. While price may be a consideration, the Board is not bound to accept the lowest-priced Proposal. Page 10 of 28

11 4.3 INTERVIEWS/SHORT LIST/SITE VISITS/PRESENTATIONS: Denver Water may request test drives, interviews, oral or visual presentations, site visits, demonstrations, and/or the opportunity to ask additional questions of Proposers as deemed necessary during the evaluation process. Denver Water may require additional information from Proposers after the Proposal due date as necessary to complete the evaluation process. Denver Water will schedule test drives of vehicles after proposals have been received. Denver Water may elect not to test drive all vehicles. Page 11 of 28

12 SECTION 5 PROPOSED PRICING / FEE SCHEDULE 5.1 PROPOSED PRICING / FEE SCHEDULE FORMAT: INDICATE NO-BID ON ANY SCHEDULE YOU ARE NOT BIDDING ON. Fill out attached excel sheet. **Below tables are for reference only, submitted proposals must have excel spreadsheets with pricing**. (THE REMAINDER OF THE PAGE IS INTENTIONALLY LEFT BLANK) Page 12 of 28

13 Schedule I Vehicle Lease and Fleet Management Pricing Fill out attached excel sheet. Manufacturer Make(S)/Model(S): MSRP: $ Lease Pricing Option 1 Option2 Lease Term 24 months 24 months Mileage Allowance per vehicle/per year 15,000 miles 20,000 miles Monthly Lease Cost Indicative interest rate Expected residual market value at term Other Fees Monthly Maintenance, Fleet Management and Reporting Fee per vehicle Excess wear and tear fee at lease term per vehicle Excess Mileage Fee per mile per vehicle Early Termination Fee per vehicle Page 13 of 28

14 Schedule II Short Term Rental s Pricing Short term Rental Pricing Fill out attached excel sheet. Colorado Safety Fee ($/Day)$ Rental Vehicle Classification Compact Intermediate Standard Full size Premium Standard SUV Midsize SUV Crossover SUV Minivan Passenger Van Light Duty Truck Class 1 Light Duty Truck Class 2 Light Duty Truck Class 3 Medium duty Class 4 Medium duty Class 5 Medium duty Class 6 Heavy duty Class 7 Heavy duty Class 8 Make/Model Daily Rate Weekly Rate Monthly Rate Page 14 of 28

15 Aggregate Price for all vehicles: $ Schedule III Fleet Trade In / Sale Value Trade in/sale value: Fill out attached excel sheet. Page 15 of 28

16 SECTION 6 COMPLETION OF PROPOSAL 6.1 REQUIRED PROPOSAL FORMAT: Proposals must conform to the following format. The extent to which Proposers follow these instructions is relevant as part of the evaluation process. The Proposal must conform to the following submission format and each tab must be clearly marked as indicated below: Tab 1 Cover Letter Tab 2 Proposer Introduction Tab 3 Understanding of Work Tab 4 Project Plan: Tab 5 Similar Contract List Tab 6 Proposal Rates Section 6 Proposed Pricing / Fee Schedule Tab 7 Small Business Enterprise / Minority and Women Business Enterprise Status Tab 8 Proposer s Lease Agreement Tab 9 -- Exceptions to Denver Water s Terms and Conditions Tab 10 Required Question Submission Tab Required Documents Tab 1 Cover Letter: Proposer must submit a cover letter of no more than one (1) page printed on Proposer s letterhead. The letter must be signed by a duly authorized agent of the Proposer. Tab 2 Proposer Introduction: Proposer must submit information about the Proposer s experience and background. Include complete information regarding experience with this type of work, number of years in business, number of employees, etc. Also include a main point of contact for all RFP correspondence, including name, title, phone number and address. This section must be no more than two (2) pages in length. Tab 3 Understanding of Work: Proposer must provide a brief narrative of understanding of the project and the key issues involved. This section must be no more than seven (7) pages in length for each section. The goal of each section is to outline how you well you understand the fleet needs and how your service can provide value. Proposer is require to insert a page for each schedule and clearly mark No Bid as appropriate. Tab 3a Schedule I Fleet Management and Lease Tab 3b Schedule II Short Term Rentals Tab 3c Schedule III Trade in of Fleet Vehicles Tab 4 Project Plan: Proposer must submit a project plan for rolling out the new service. This section must be no more than three (3) pages in length. The goal of this section is to outline how you will implement the service. Include any training, schedule required. Proposer is require to insert a page for each schedule and clearly mark No Bid as appropriate. Page 16 of 28

17 Tab 4a Schedule I Fleet Management and Lease Tab 4b Schedule II Short Term Rentals Tab 4c Schedule III Trade in of Fleet Vehicles Tab 5 Similar Contract List: Proposer must provide a minimum of two (2) similar contracts that have been awarded to your organization, within the last two years, that include the following information: organizations name, Project location. Include the industry they work in, amount of vehicles in the fleet, total contract amount, cost savings achieved, customer satisfaction with the service. The goal of this section is to show how well you have performed in the past and if you have worked in our industry. Tab 6 Proposal Rates: Proposer must include Proposal rates as specified in Section 6 Proposed Pricing / Fee Schedule. Proposer must submit a flash drive or CD with a copy of the pricing file Excel spreadsheet. Tab 7 Small Business Enterprise (SBE) / Minority and Women Business Enterprise (MWBE) Status: Denver Water has SBE and MWBE programs that are described on our web site. Proposers should include relevant SBE and MWBE information at this Tab. Found in Exhibit E. Tab 8- Proposer s Lease Agreement Proposers must insert a copy of all lease terms and conditions in this section, if applicable. Tab 9- Exceptions to Denver Water s Terms and Conditions contained in EXHIBIT C Sample Agreement EXHIBIT C Sample Agreement is included as a separate document. Proposer shall review EXHIBIT C and submit a letter signed by an authorized agent of the Proposer stating that, if selected, it intends to comply with all terms and conditions contained in EXHIBIT C. This signed letter must be submitted with the Proposal in Tab 9. If Proposer takes exception to any of the terms and conditions in EXHIBIT C Sample Agreement, the Proposer shall instead submit a letter signed by an authorized agent of the Proposer that indicates that exceptions are being taken. Additionally, the Proposer must include a list of each exception, including page number, paragraph number, and sentence number from the Sample Agreement along with proposed modified verbiage. Please note that the project schedule is such that it requires an extremely efficient proposal review and negotiation period. Any Proposal that does not conform to the requirements described here in Tab 9 may be considered non-responsive. Tab 10 Required Question Submission This section addresses information necessary to gain a full understanding of the Proposer s service. In making its evaluation of the responsiveness of the Proposal, Denver Water will place considerable emphasis on all of the answers to the following listed questions. The quality and detail of responses will figure significantly in the overall evaluation of proposals. Page 17 of 28

18 Proposers are encouraged to give examples and provide additional information to support capabilities on each point. In an effort to standardize the format of all proposals, responses should be provided to all items in the order given. Please list each item number, and restate the question prior to the response. Proposers responding to this RFP are require to submit the following: Schedule I Vehicle Lease and Fleet Management Services I. Vehicle Specifications 1. Include a detailed summary of Make/Model/Trim offered and specifications for those models. 2. Multiple make and models are acceptable for this RFP, but would prefer one model how can you accommodate this request? 3. Denver Water prefers to have all leased vehicles affixed with the Denver Water Logo on the vehicles. Do you have a process for delivering vehicles with corporate logo? II. Lease Questions 1. What is the lead-time for complete delivery of leased vehicles? 2. How do you handle mid-term adjustments? a. What is your process for handling these requests? 3. Do you offer aggregate mileage limit/cap for the whole fleet? Is that included in your proposal? III. Maintenance/Fleet Services Questions 1. Describe your vehicle maintenance program: loaner vehicle service, vehicle drop off, driver pick up, etc. 2. Describe how you ensure that vehicles are maintained in accordance with manufacturer recommendations and how maintenance is schedule. 3. How will you handle OEM recalls? 4. What is your process for documenting the vehicle repair service from initiation to closure? 5. What is your strategy for minimizing repair times and driver downtime? 6. Do you offer a driver safety program? 7. Describe other maintenance/fleet services you will provide (if not covered already). 8. Describe how you handle a collision or accident of a leased vehicle. IV. Reporting Questions 1. Do you have monthly reports and summary cost reports for body repairs, mechanical repairs, glass, car rentals, etc.? 2. Do you can you create Custom Reports? 3. How do you track customers Quarterly Metrics? 4. Describe how you track Denver Water trends (daily usage mileage usage, average cost of repairs, average number of days for repairs, etc.) 5. Describe how you track Denver Water performance vs. other accounts. 6. How do you track your performance vs. Industry (average cost of repairs, average number of days for repairs, etc.)? Page 18 of 28

19 a. What key performance indicators do you have to evaluate your performance for customer accounts? 7. Describe how you track your vehicles with GPS system. Can Denver Water access this system to view information? 8. How do you help customers track cost savings? 9. Describe other valuable reporting capabilities you will provide (if not covered already). V. Customer Service / Organizational Questions 1. Do you hold quarterly, semi-annual or annual fleet reviews for clients? a. If so, will you offer that service to Denver Water? 2. How will your service reduce costs and improve our operations? 3. Describe the value of your customer service (if not covered already). 4. How do you promote continuous improvement with your customers? 5. Do you have a quality program or an ISO certification? 6. What is your Dun and Bradstreet number? 7. How do you separate yourself from your competition? Schedule II Short Term Rentals Rental Questions 1. How what is the lead-time to rent vehicles? 2. Describe process from the vehicle request, to the drop off of the vehicle to Denver Water. 3. How large is your rental fleet? 4. Can you guarantee rental of vehicles availability? 5. What is your Designated Vehicle Return Facility address? (Where you would like your rented vehicles, if not being rented) 6. What is your Designated Vehicle Repair Facility address? (Where you repair your rented vehicles) 7. What is your Preferred Towing Company and their contact information? 8. What is your process for renting short term vehicles? (in your response describe how your process provides or maximizes ease of use to the customer) 9. Can you provide on-line access for reservation of car rental services? 10.How do you handle special requests such as tow packages, covered beds? 11.How do you process billing for daily/weekly/monthly prices if the rental term is unknown at time of rental? Schedule III Trade In / Sale of Fleet: Trade In Questions 1. Describe the process for the sale. 2. How will you pick up the vehicles? 3. When will you be able to purchase the vehicles? 4. Will you need to view the vehicles before purchase? 5. How do you handle vehicles that do not meet expected quality? 6. How do you determine the Fair Market Value of the vehicles? Page 19 of 28

20 Tab Required Documents 1. W-9 2. Certification of Insurance 3. SBE/MWBE Form 4. Any Addenda acknowledgements Page 20 of 28

21 EXHIBIT A SCOPE OF WORK 1. Introduction/Background Denver Water would like to standardize our general purpose motor pool vehicles approximately 65 vehicles that include fleet management services. The program may expand at a later time This request for proposal is separated into three schedules, which may be awarded to one or multiple Proposers: 2. Service Area Schedule I is the lease and fleet management services. Schedule II is the short-term rental of cars and trucks. Schedule III is the sale/trade in value of our current motor pool vehicles. All the scheduled vehicles have or will be used in Denver Water s Combined Service Area as shown in Exhibit B. Vehicles may infrequently drive to facilities in mountain locations that include, but are not limited to: Dillon, West Creek, Lake George, Fraser, Grant, and Parshall. 3. General Usage The vehicles will be used as general purpose vehicles, which includes, but not limited to: driving to water treatment plants, conduit repairs, pump stations, customers service calls, supplier visits and conferences. A majority of the mileage will be on paved roads; infrequent mileage may occur on dirt roads. Only Denver Water employees will be operating the vehicles. Overnight parking will be on Denver Water guarded facilities. Schedule I Vehicle Lease and Fleet Management Services 1. Number of Vehicles Denver Water estimates that we will lease around 65 vehicles. Denver Water reserves the right to lease more or less vehicles depending on our needs. 2. Estimated Miles per Year Estimated annual miles per year for each vehicle: 15,000 miles 3. Vehicle Specifications/Requirements: o 2015 Models o Domestic Make only o Classification(s): Compact and Midsize SUV o Color: White o Automatic Transmission o Drive: AWD or 4WD Page 21 of 28

22 o Unleaded fuel only, hybrids are acceptable o Only Colorado Plates on vehicle o Required Options: AC, Power Locks, Power Windows, Anti-lock brakes, all-season tires and airbags. o Preferred Options: Navigation systems, cruise control, parking-assist, and keyless entry. 4. Vehicle Lease The lease shall be structured as a full-service, closed-end lease. 5. Applicable Fees Proposer will supply only an early termination fee, an excess mileage fee and an excess wear and tear fee. All other fees must be in the fixed monthly lease pricing of the proposal. 6. Delivery Requirements Vehicles need to be delivered to the below location: 1600 West 12 th Avenue Denver, Colorado Delivery shall be made between the hours of 8:30 A.M. and 3:00 P.M., Monday through Friday. Vehicles will be accepted only during the hours listed, excluding Denver Water holidays. 7. Vehicle Maintenance and Fleet Services Denver Water is looking for a full service fleet management proposal for our general purpose motor vehicles. Denver Water requires the below services to be rendered, at a minimum. 8. Maintenance of Fleet The proposer will perform all manufacturer-required maintenance at the manufacturerprescribed intervals. It will be the proposer s responsibility to ensure the maintenance schedule is met. Proposer will also include in the proposal/pricing maintenance fee, the replacement of wear and tear items such as, but not limited to; wiper blades, tires, brake pads, belts, hoses, spark plugs, emission components, light bulbs, fuses, filters and fluids. Items shall be per original equipment manufacturers specifications or better. Proposer will also facilitate the repair or modification of any vehicle recall issued by the original equipment manufacturer. Proposer shall be responsible for repairs of all damage to any vehicle. Proposer will have to coordinate the pickup and drop off of vehicles that need repair; Denver Water will require 48 hours notice before pick up. Vehicles will be available for pickup at our Denver Water administration building or in our defined service area. Page 22 of 28

23 9. Emergency Road Side Assistance Proposer shall supply emergency road side assistance to all leased/fleet/rented vehicles. Your emergency roadside assistance should include towing, flat tire service, battery jumpstart, out of fuel service, lost keys and locksmith/locked vehicle service. 10. Loaner / Replacement Vehicles A loaner vehicle will be provided when a leased vehicle is undergoing repairs or maintenance. Loner vehicles must be white and have Colorado plates. Loaner vehicles will be provided at no additional cost, while leased vehicles are undergoing repairs or maintenance. Loaner shall be the same vehicle classification or larger. 11. Collision and Comprehensive Damage The proposer will be responsible for all administrative details for all accident reports/repairs, subrogation and insurance processes including: 1. Towing arrangements 2. Car/van rental arrangements 3. Appraisals and photographs 4. Salvage 5. Claims recovery assistance 6. Coordination of subrogation and loss recovery 7. Third party physical damage claims 8. Reporting associated with accident, repair, subrogation claims, recoveries and legal proceedings involving physical damage to the vehicles. 9. Accident activity reports 10.Work with insurance companies. Denver Water requires that the proposer cooperate with Denver Water s legal, safety and security team in the investigation and administration of any claims or lawsuits arising from the operation of a vehicle. 12. Term Vehicle Damage Definitions At a minimum, the following definitions will apply to this proposal: Normal wear and tear is defined as dents, dings, paint chips, or scratches three inches (3 ) or less in size, pitted (but not cracked) windshields, and interior wear such as soiled carpets and seats normally incurred by a motor vehicle used in both rural and metropolitan areas over a period of 12 to 48 months. No fee at the end of the lease. Excess wear and tear is defined as dents, dings, paint chips, or scratches more than three inches (3 ) in size, cracked or punctured bumpers, chipped or cracked windshields, interior holes, burns, rips, tears, or stains requiring heavy cleaning or replacement of fabric, interior damage such as gouged steering wheels or dashboards, missing equipment, and any exterior or interior damage attributable to collision. (in pricing) Page 23 of 28

24 A Total Loss Vehicle is defined as a vehicle that the estimated cost to repair the vehicles equal to at least 80 percent of the Fair Market Value of the vehicle prior to the damage as determined by using Kelly Blue Book Value. 13. Minimum Reporting/Analysis Proposer shall at a minimum, be able to report on maintenance costs, vehicle usage/mileage and accident/collision reporting. Schedule II Short Term Rentals 1. Rental Services Proposer must be able to provide and enter into an indefinite-delivery, indefinite-quantity type contract with firm-fixed rates. Proposer shall be able to facilitate daily, weekly and monthly rentals with no mileage restrictions/unlimited mileage. Denver Water cannot guarantee a maximum or minimum number of rental days or vehicle rentals in resulting contract. 2. Vehicle Requirement Vehicles must be 2014 models or newer with power windows and door locks and all standard equipment including radio, automatic transmission, and air conditioning. Denver Water can choose to waive this requirement on a case by case basis. 3. Delivery Requirements: Vehicles Rented need to be delivered to the below location: 1600 West 12 th Avenue Denver, Colorado Delivery shall be made between the hours of 8:30 A.M. and 3:00 P.M., Monday through Friday. Vehicles will be accepted only during the hours listed, excluding Denver Water holidays. This shall be coordinated with Denver Water. 4. Pick up Requirements: Pick up shall be arranged by the Proposer and within 48 hours notice West 12 th Avenue Denver, Colorado Pick up shall be made between the hours of 8:30 A.M. and 3:00 P.M. This shall be coordinated with Denver Water. Denver Water will not pay for vehicles that the Proposer failed to pick up. Failure to pick up vehicles within one week after receiving written notice, Denver Water reserves the right to have the vehicles towed to Proposer s Designated Vehicle Return Facility, at Proposer s expense. Page 24 of 28

25 5. Vehicle Maintenance: All preventative maintenance shall be provided by the Proposer. Proposer and Denver Water will mutually agree upon the maintenance schedule. Proposer scheduled maintenance shall not, exceed two business days per vehicle. Denver Water will not pay for days while the vehicle is in maintenance. The Board will not reimburse the Proposer for any normal wear and tear of Rented Vehicles. Proposer will work with the Board to schedule oil changes every 7,000 miles. 6. Vehicle Non-Scheduled Downtime: Proposer will be responsible for any non-scheduled repairs to the vehicle. Including flat tires, mechanical issues, electrical issues, drivability issues or any car problem that impacts the vehicles ability to perform. This includes vehicles damaged due to an accident. Denver Water will not pay for any inoperable vehicles. Proposer will estimate the time of repairs, it will be up to Denver Waters sole discretion to continue the lease of the vehicle. Should an accident occur, Denver Water will inspect the vehicle and send a written notice to the Proposer to pick up the vehicle. The rental of that vehicle will end at that time, unless both parties mutually agreed upon to maintain the rental. Proposer agrees to pick up/tow vehicle within 48hrs of notice that the vehicle is inoperable/damaged. Proposer will pay for all charges to send vehicle to their Designated Repair Facility. If Proposer does not pick up/tow vehicle within the 48hrs, Denver Water may elect to contact a towing company to send the vehicle to Proposers Designated Repair Facility. Denver Water will instruct the towing company to invoice the Proposer directly. Denver Water will use Proposer s Preferred Towing Company, if possible. 7. Vehicle Insurance: The Board is self-insured; no charges for damage waivers or insurance may be added to the rental of vehicles. Proposer will provide no-cost Collision Damage Waiver (CDW) and up to $1,000,000 Liability Damage Waiver (LDW). 8. Reporting: Proposer must be able to send Denver Water usage reports based on the vehicles rented. Schedule III Trade In / Sale Denver Water has several vehicles to offer as trade-ins/for sale. A description of the vehicles is found in the Pricing Sheet excel file. A check for aggregate value of the trade in vehicles will be issued once the vehicles are turned over to the Proposer along with assigned title and another document needed to transfer ownership. Denver Water s logos must be removed before vehicles are sold. Proposer will be required to pick up the vehicles at our 1600 west 12 th Avenue, Denver Colorado Page 25 of 28

26 EXHIBIT B Service Area Page 26 of 28

27 EXHIBIT C Sample Agreement (Attached) Page 27 of 28

28 Exhibit D MWBE/SBE Form Page 28 of 28