PRE-RESPONSE CONFERENCE

1. PRE-RESPONSE CONFERENCE SWC 209 Vehicles Charles Key, Category Specialist | 8/3/17

2. Pre-Response ConferenceSWC 209 Vehicles, Event 32110-10027WRS TN Tower, 3rd Floor Conference Room D8/3/2017 – 9:00am*Please Sign In

3. Welcome & Introductions ITB Solicitation Coordinator Charles Key Department of General Services Central Procurement Office 312 Rosa L Parks Avenue, 3rd Floor Nashville, TN 37243 615-741-1433 Charles.Key@tn.gov

4. Agenda • Welcome & Introductions • Diversity Business • Schedule of Events • Terms & Conditions Overview • Bid Factors • Specifications Overview • Questions

5. Disclaimer • All answers provided during the Pre-Response Conference are not official until the State answers in writing and amends the solicitation. • Questions must be submitted in writing prior to the Written “Questions & Comments” Deadline (August 10th) in order to receive an official answer from the State. • Read all solicitation documents in Edison, including all terms and conditions, specifications, bid factors, and attachments.

6. Diversity Business Richard Van Norman Diversity Business Liaison 615-253-4654 Richard.VanNorman@tn.gov http://www.tn.gov/generalservices/topic/governors-office-of-diversity-business-enterprise-godbe

7. Schedule of Events

8. Terms and Conditions • Respondents should review all Terms and Conditions • Below are selected Terms and Conditions • Not all Terms and Conditions will be covered today

9. Terms and Conditions • 2. Term of Contract – Multi-Year [Page 8] • Total Number of Years if all Options are Exercised: 2 • Start Date: October 1, 2017 • Final End Date: September 30, 2019 • 3. Volume, Multi-Year [Page 8] • State of Tennessee Purchases through Contract, Current Contract Period: $32,837,189.09 for FY16 and FY17.

10. Terms and Conditions • 8. Delivery Time (Days) [Page 10] • All items must be delivered within approximately 120 days after receipt of a purchase order (ARO). • 11. Statewide Contract Reports [Page 10] • All reports shall be submitted electronically in Microsoft Excel format. Reports shall include the ability to sort or summarize data in accordance with the Contract Administrator’s specifications. All reports shall be provided at no additional cost to the State. • (1) Monthly Reports • (2) Diversity Business and Subcontractor Usage Reports • (3) Custom Reports

11. Terms and Conditions • 14. Department of Revenue Registration [Page 12] • The contractor shall be registered with the Department of Revenue for the collection of Tennessee sales and use tax. This registration requirement is a material requirement of award of this Contract. • 15. Insurance [Page 12] • Contractor shall provide the State a certificate of insurance (“COI”) evidencing the coverages and amounts specified below. • The Contractor agrees to name the State as an additional insured on any insurance policies with the exception of workers’ compensation (employer liability) and professional liability (errors and omissions) (“Professional Liability”) insurance. • i. Commercial General Liability Insurance – injury/property damage $500,000 per occurrence and $1,000,000 aggregate • ii. Workers’ Compensation and Employer Liability Insurance – employer liability of $500,000

12. Terms and Conditions • 19. Single Award – Per Dealer Per Manufacturer Per Region OR Per Dealer Per Manufacturer Per Group Per Region [Page 13] • Lowest responsive and responsible dealership per manufacturer in each region. • May be awarded per manufacturer, per group, per region. • Dealers may win awards in more than one region. • 25. Contract Cancellation [Page 15] • Termination for Convenience:The State shall give the vendor/contractor at least thirty (30) days written notice before the effective cancellation date. • Termination for Cause: If the vendor/contractor fails to fulfill its obligations under this contract in a timely or proper manner, or if the vendor/contractor violates any terms of this contract, the State shall have the right to immediately terminate the contract upon written notice of intent to cancel. • At the end of any fiscal year any contract may be canceled by the state without notice, in the event that funds to support the contract become unavailable.

13. Terms and Conditions • 30. Additional Lines, Items, or Options [Page 18] • At its sole discretion, the State may make written requests to the Contractor to add lines that are needed and within the Scope but were not included in the original Contract. Such lines will be added to the Contract through a Memorandum of Understanding (“MOU”), not an amendment. • Optional Equipment Term to be added

14. Bid Factors • Bid Factors / Bid Questions in Edison that must be completed in order to be deemed responsive: • Diversity Business Form • Revenue Registration • Acceptance of P-Card • Open to Local Users • Specifications • Pricing Proposal

15. Specifications • General Requirements [Page 1]: • 1.3 Scope • All 2018 and 2019 manufacturer model year vehicles • Includes compact, mid-size, and full size sedans, police SSV/interceptor/pursuit vehicles, Class 1 – 7 trucks, vans up to 1 ton, SUV’s, and other models normally sold by each dealership; • Hybrids, Electrics, Flex Fuel Vehicles (FFV), Diesel, Compressed Natural Gas (CNG), and other Alternative Fuel Vehicles (AFV); • Does not include buses, heavy trucks (semis & trucks with more than 8 wheels), luxury, and sport vehicles (as specified on page 2).

16. Attachments Overview • Attachment A – Purchasing Regions • Attachment B – General Specifications • Attachment B – Groups 1 - 7 Specifications • Attachment C – Sample Pricing Sheet • Terms & Conditions

17. Survey Monkey • We request feedback on your procurement experience with the State of Tennessee. • You will be provided information on how to complete the survey through surveymonkey.com via the event. • Please take a few moments to complete this survey so we can improve our processes. • https://www.surveymonkey.com/r/CPOCustomerServiceSatisfactionSurvey • Note that your responses will remain anonymous, and will have NO bearing or consideration in the awarding of this procurement.

18. Questions ITB Solicitation Coordinator Charles Key Department of General Services Central Procurement Office 312 Rosa L Parks Avenue 3rd Floor Nashville, TN 37243 615-741-1433 Charles.Key@tn.gov Questions & Comments Deadline 8/10/2017 at 4:30 pm (CST)