Contract Details: # 072-A1 exp 8/31/2016

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Number 072-A1 exp 8/31/2016
Description Fleet Trucks
Category TxSmartBuy
Type Term
Start Date 6/17/2013
End Date 8/31/2016
Purchasing Category Codes (Agencies Only) PCC A
Optional Renewal Terms
September 1, 2017 through August 31, 2018
Purchase Orders Only purchase orders issued through TxSmartBuy are eligible for contract pricing. The Contractor will not ship any products or provide related services until receipt of a Purchase Order generated by the TxSmartBuy system.
NIGP Code(s)
072-01  072-02 072-03 072-04
072-05 072-06 072-07 072-08
CPA Contract Management

Questions regarding contract management issues, price changes, amendments or other post-award concerns should be directed to:

TPASS Contract Management Office (TCMO)
Texas Comptroller of Public Accounts (CPA)
Fax: (512) 936-0040
Email: tpass_cmo@cpa.state.tx.us

Questions concerning technical specifications should be directed to: 

Charlene Rendon
Phone: 512-463-3653
Email: Charlene.Rendon@cpa.texas.gov

    Contract Specific/Notes

    VEHICLE SPECIFICATIONS: This contract is established by a Vehicle Series number outlined in the Texas Fleet Specification(s) Please note the effective dates on each. Each vehicle series lists the make and model and all minimum equipment required by the State. The Texas Fleet Specification is referenced throughout these instructions and can be accessed online at:

    TEXAS FLEET SPECIFICATION NO. 071-072-AT-2016 (pdf)


    TEXAS FLEET SPECIFICATION NO. 071-072-AT-2017 (pdf)

    COLORS: Base prices include the manufacturer's standard solid colors. Customers should contact the Contractor for available colors and shades. The color must be specified by the Customer at the ordering time and can be entered in the Line Item note.


    OPTIONS:
     Options will be available in the Add to Cart view for each vehicle. Quotes or Charges can also be added in the Add to Cart - Charges section.

    Any option which is not part of the Texas Standard Equipment including the ones offered by the Contractor at "no cost" must be entered into the system.

    This contract is intended to cover the State's normal requirements for fleet vehicles with options that have historical usage and to offer best value for vehicles with options. Items/options that are not specifically listed in this contract may be purchased from the manufacturer's catalog provided by the Contractor. The Contract price for the catalog items offered by each awarded contractor can be found by going to the Contractor's link shown below:

    CONTRACTOR CATALOG ITEMS:

    Caldwell Country Chevrolet (xls)

    Caldwell Country Ford (xls)

    Johnson Whitesboro Ford (xls)

    Reliable Chev (2) (xls)

    CBS 2 (xls)

    Cowboy Dodge Jeep (xls)

    DOGGETT Freightliner of South Texas, LLC (xls)

    Grande (xls)

    Gunn v2 (xls)

    Johnson-Grayson Automotive (xls)

    McKinney Dodge (xls)

    Meador (xls)

    National Bus Sales (xls)

    Reliable (xls)

    RoundRockNissan(xls)

    Sam Pack (xls)

    Silsbee Ford (xls)

    Silsbee Toyota (xls)

    VED Heritage (xls)

    CBS (xls)

    NOTE: Discount-from-Catalog is a percentage (%) discount deducted from the manufacturer's suggested or list price (MSRP). The discount must be for all items available for purchase in the manufacturer's catalog.

    MANUFACTURER'S BUILD OUT SCHEDULE: The vehicle manufacturers publish build out schedules for the vehicles listed under this Contract. The order cut-off dates for the current model year and the order start dates for the upcoming model year are listed in this schedule. Please note that if a model is being discontinued by the manufacturer, the build out schedule will show no order start date for the upcoming model year. CPA will remove all line items related to the discontinued model soon after the build out date has passed. The build out schedule submitted by the manufacturers can be found by going to each manufacturer's link shown below.

    American Honda (pdf)

    Chrysler Corp (pdf)

    Ford Motor Company (pdf)

    Nissan Build-Out Schedule (pdf)

    GM Cutoff / Buildout Date (pdf)


    STATE AGENCY EMISSIONS REQUIREMENTS: Effective September 1, 2007, Texas Govt. Code 2158.009 requires that state agencies shall purchase a certain percentage of low-emissions passenger vehicles based on its total vehicle purchases during any state fiscal biennium. 
    Govt Code 2158.009, LOW-EMISSIONS VEHICLES PURCHASING REQUIREMENT

    (a) Repealed by Acts 2009, 81st Leg., R.S., Ch. 900, Sec. 7, eff. September 1, 2009.

    (b) A state agency authorized to purchase passenger vehicles or other ground transportation vehicles for general use shall ensure that not less than 25 percent of the vehicles the agency purchases during any state fiscal biennium, other than vehicles the purchase of which is exempted from this subsection by Subsection (c) or (d), are vehicles that meet or exceed the emissions standards necessary to be rated by the United States Environmental Protection Agency as a Tier II, Bin 3, emissions standard vehicle that has a greenhouse gas score of eight under regulations of that agency as they existed September 1, 2007.

    (c) A state agency is exempt from Subsection (b) to the extent that a vehicle described by that subsection that meets the agency's operational needs is not commercially available.

    (d) Subsection (b) does not apply to a state agency's purchase of a vehicle to be used by a peace officer, as defined by Article 2.12, Code of Criminal Procedure, whose duties include the apprehension of persons for violation of a criminal law of this state.


    STATE AGENCY DOCUMENTATION:
     Texas Fleet Management program requires that the State Agency's procurement file must be documented with one of the following clauses: 

    • This agency operates 15 or less motor vehicles, excluding law enforcement or emergency vehicles, and is not subject to alternative fuel requirements.
    • This agency operates more than 15 vehicles, excluding law enforcement or emergency vehicles. This purchase is for an alternative fuel vehicle.
    • This agency operates more than 15 vehicles, excluding law enforcement or emergency vehicles. This purchase is for a vehicle that will be converted to alternative fuel prior to being placed in service.
    • This agency operates more than 15 vehicles, excluding law enforcement or emergency vehicles. This purchase is for a law enforcement or emergency vehicle.
    • A valid, current waiver number is on file with the Comptroller of Public Accounts (CPA) for this vehicle.
    • This agency is exempt from Texas Government Code, Chapter 2158, and Section 2158.009, Subsection (b) to the extent that a vehicle described by that subsection is either not commercially available or the primary vendor does not meet the agency's operating requirements. A detailed written justification must be included in the procurement file which is subject to audit.


    DELIVERY:
     The delivery schedule shown below is based upon the type of the vehicle being ordered and can be referenced in Texas Fleet Specification, Section A.5


    CALENDAR DAYS DELIVERY AFTER RECEIPT OF ORDER:


    120 days

    • General Purpose Automobiles
    • Carryalls, Utility Vehicles , Cargo Vans
    • Passenger Vans, Lightduty
    • Light Duty and Crew Cab Trucks
    • Light and Medium Duty Chassis with No Bodies


    150 days

    • Special Purpose Automobiles (LE)
    • OEM Alternative Fuel Vehicles


    180 days

    • Light and Medium Duty Chassis with Optional Bodies


    All shipping shall be F.O.B. destination freight prepaid and allowed. Normal delivery time for most customers is Monday through Friday, 8:00 a.m. through 4:00 p.m. (CT) except for State and/or Federal Holidays. Delivery destinations will be indicated on each purchase order.


    PRE-DELIVERY SERVICE (Reference Specification 071-072-AT-2013/2014):

    • All fluid levels checked and maintained with the proper grade and type of fluids
    • Pre-delivery inspection and service on chassis
    • The interior and exterior shall be cleaned and freshly washed at time of delivery. A minimum of ¼ tank must show on the fuel gauge when delivered.


    VEHICLE INSPECTION (Reference Specification 071-072-AT-2015):
     The contractor shall have each vehicle (except cab and chassis units delivered without bodies) properly inspected in compliance with Texas motor vehicle laws. Texas Inspection Sticker shall be attached prior to delivery to the receiving entity (2 year Inspection Sticker for vehicles through ¾ ton pickups and 1 year Inspection Sticker for 1 ton trucks and up, excluding cab and chassis units delivered without bodies).

    Warranty Details Unless the Customer has purchased an extended warranty, the warranty shall be in accordance with the Texas Fleet Specification, Section A.12.
    Adding New Products to Contract Following the contract award, additional products or services of the same general category that could have been encompassed in the award of this contract, and that are not already on the contract, may be added. TPASS customers are encouraged to request additional items by contacting the TPASS Contract Management Office.
    Delivery Delays by Contractor If delay is foreseen, Contractor shall give written notice to the Customer and must keep Customer advised at all times of status of order.

    Default in promised Delivery Days After Receipt of Order (ARO) without accepted reasons or failure to meet specifications authorizes the Customer to purchase goods and services of this contract elsewhere and charge any increased costs for the goods and services, including the cost of re-soliciting, to the Contractor.

    Failure to pay a damage assessment is cause for contract cancellation and/or debarment or removal of the contractor, as applicable, from the State's Centralized Master Bidders List (CMBL).
    Compliant Products by Contractor

    Delivery does not occur until the Contractor delivers products, materials or services in full compliance with the specifications to Customer’s F.O.B. destination, unless delivery is specifically accepted, in whole or in part, by the Customer. Providing products, materials or services which do not meet all specification requirements does not constitute delivery.

    Customer reserves the right to require new delivery or a refund in the event that materials or products not meeting specifications are discovered after payment has been made.

    Purchase Order Cancellations The Customer may request that a Contractor cancel a specific line item or an entire purchase order. There shall be no fees charged for cancellation of an item and/or order prior to shipment by the Contractor. A Purchase Order Change Notice should be processed and sent to Contractor.
    Restocking Fee The Customer may request that a Contractor accept return of products already delivered. If the return is required through no fault of the Contractor, the Contractor may request a reasonable restocking charge. The Customer may pay a restocking charge if the CPA or Customer determines that the charge is justifiable. As a guideline, such charges shall not exceed 10%.
    Substitutions During the Contract term, the Contractor shall not substitute a product or brand unless the Contractor has obtained prior written approval from the CPA Contract Manager in coordination with the Customer. The Contractor must have written confirmation from the CPA Contract Manager of the substitution before making delivery.
    Contract Performance

    The Statewide Procurement Division Contract Management Office (SCMO), a division of the Comptroller of Public Accounts (CPA), administers a vendor performance program for use by all customers per Texas Government Code (TGC), §2262.055, and 34 Texas Administrative Code (TAC), §20.108. The Vendor Performance relies on the customer's participation in gathering information on vendor performance. State agency customers shall report vendor performance on purchases of $25,000 or more from contracts administered by CPA, or any other purchase of $25,000 or more made through delegated authority granted by CPA (TAC 20.108), or purchases exempt from CPA procurement rules and procedures. State agencies are additionally encouraged to report vendor performance on purchases under $25,000.

    Vendor Performance shall be reported through the CPA VENDOR PERFORMANCE TRACKING SYSTEM.

    The purpose of the Vendor Performance Tracking System is to:
    • Identify vendors that have exceptional performance 
    • Aid purchasers in making a best value determination based on vendor past performance 
    • Protect the state from vendors with unethical business practices
    • Track vendor performance for delegated and exempt purchases

    Contractors Information