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HomeMy WebLinkAboutResolution - 2011-R0077 - Contract - Pollary Friendly Ford - Police Vehicle Equipment Installation - 02_10_2011Resolution No. 2011—R0077 February 10, 2011 Item No. 5.30 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Contract No. 9913 for police vehicle equipment installation service, by and between the City of Lubbock and Pollard Friendly Ford of Lubbock, Texas, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on February 10, 2011 TOM MARTIN, MAYOR ATTEST: +Rebcca Garza, City Secre a APPROVED AS TO CONTENT: Mark Ye rwood, Xssistant City Manager Chief Information Officer APPROVED AS TO FORM: Z" kad Weaver, Assistant City Attorney vwxcdocs/RES.Contract-Pollard Friendly Ford January 24, 2011 ITB No. 9913-111-1 Police Vehicle Equipment Installation Service Resolution No. 2011—R0077 CITY OF LUBBOCK CONTRACT FOR SERVICES For Police Vehicle Equipment Installation Service Bid No. 9913 THIS CONTRACT, made and entered into this 10th day of February, 2011, pursuant to a resolution heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and Pollard Friendly Ford, ("Contractor"). WITNESSETH: WHEREAS, the City of Lubbock duly advertised for bids for Police Vehicle Equipment Installation Service and bids were received and duly opened as required by law; and WHEREAS, after careful consideration of the bid submitted by Contractor, the City of Lubbock has heretofore adopted a resolution authorizing the acceptance of such bid, and the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase and delivery of the said Police Vehicle Equipment Installation Service. NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the financial consideration hereinafter referred to, the parties hereby covenant and agree as follows: 1. In accordance with City's specifications and Contractor's bid, copies of which specifications and bid are attached hereto and made part hereof, Contractor will deliver to the City the Police Vehicle Equipment Installation Service specifically referred to as Item(s) No. 1 and more particularly described in the bid submitted by the Contractor or in the specifications attached hereto. 2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done the work provided for in this Contract and to complete and finish the same according to the attached specifications, offer, and terms and conditions contained herein. The City agrees to pay the Contractor according to the payment schedule attached; said payment schedule does not include any applicable sales or use tax. 3. The Contractor shall perform the work according to the procedure outlined in the specifications and Invitation to Bid attached hereto and incorporated herein. 4. The contract shall be for a period for one (1) year, said date of term beginning upon City Council date of formal approval. 5. This contract shall remain in effect until the expiration date, performance of services ordered, or termination of by either party with a thirty (30) day written notice. Such written notice must state the reason for cancellation. The City of Lubbock reserves the right to award the canceled contract to the next lowest and best bidder as it deems to be in the best interest of the city. 6. Contractor shall at all times be an independent contractor and not an agent or representative of City with regard to performance of the Services. Contractor shall not represent that it is, or lT13 No. I1-9913-BH, Police Vehicle Equipment Installation 1TB No. 9913-RH Police Vehicle Equipment Installation Service hold itself out as, an agent or representative of City. In no event shall Contractor be authorized to enter into any agreement or undertaking for or on behalf of City. The contractor shall obtain and maintain in full force and effect during the term of the contract, commercial general liability coverage with insurance carriers admitted to do business in the State of Texas. The insurance companies must carry a Best's Rating of A- VII or better. The policies will be written on an occurrence basis, subject to the following minimum limits of liability: TYPE AMOUNT Worker's Compensation Statutory and Employers Liability and/or $ 500,000 Occupational Medical and Disability Garage Liability/Comprehensive Automobile Combined single limit for Liability insurance, including bodily injury and property Coverage for loading and unloading or its equivalent. of $200,000 per occurrence hazards, for: a. Owned/leased vehicles b. Non -owned vehicles Commercial General Liability Combined Single Limit: $200,000 Annual Aggregate The City of Lubbock shall be named as Primary Additional Insured on Auto/General Liability with Waiver of Subrogation in favor of the City of Lubbock on all coverages to include Product and Completed Operations. The contractor will provide a Certificate of Insurance to the City as evidence of coverage. The certificate will provide 34 days notice of cancellation, and under the cancellation section, the wording "endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives" will be crossed out. A copy of the additional insured endorsement attached to the policy will be included with the certificate. The contractor shall also maintain workers compensation insurance in the statutory amount. If at any time during the life of the contract or any extension, the contractor fails to maintain the required insurance in full force and effect, all work under the contract shall be discontinued immediately. Any failure to maintain the required insurance may be sufficient cause for the City to terminate the contract. S. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments ITB No. 11-9913-111i, Police Vehicle Equipment Installation ITB No. 9913-RU Police Vehicle Equipment Installation Service by the City, Contractor shall refund the City the full amount of such overpayments within thirty (30) days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor. 9. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests accruing from this Contract without the written consent of the other. 10. This Contract consists of the following documents set forth herein; Invitation to ITB No. 1I- 9913-RH, General Conditions, Specifications, and the Bid Form. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first above written. Executed in triplicate. CITY OF LUBBOCK Tom Vartin, Mayor ATTEST: Rebe ca Garza, City Secret APPROVED AS TO CONTENT: CONT CTO r BY Aut orized Representative 7 - q Address , e4� — CIA�- -( - 4�1 Mark Yea ood, C of Inf rmation Officer/ Assistant City Manager APPROVED AS TO FORM: Assistant City Attorney ITB No. 11-9913-RI-L Police Vehicle Equipment installation ITB NO. 11-9913-RH Police Vehicle Equipment Installation Resolution No. 2011—R0077 City of Lubbock, Texas Purchasing & Contract Management 1 1Vva Police Vehicle Equipment Installation ITB No. 11-9913-RH BID FORM In compliance with the Invitation to Bid No. 11-9913-RH, the undersigned Bidder having examined the Invitation to Bid and Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at the locations and for the prices set forth on this form. The Invitation to Bid No. l 1-9913-RH is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. Item Quantity (+/-) Service Flat Rate ( per unit) EXTENDED PRICE 1. 57 Installation of Equipment as described in bid specification $ $ 1 TOTAL RID�— J/ a PAYMENT TERMS AND DISCOUNTS - Bidder alters a prompt payment discount of 7767� _%, net "calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS, The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged anyone else, including its most favoured customer, for like quality and quantity of the products/services; does not include an element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality and quantity, and does not include any provision for discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower price(s) on all deliveries made during the period in which such lower price(s) is effective. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as provided for by the [nterlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have interests in this contract are Frenship Independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock independent School District, South Plains Association of Governments, City of Texarkana, Tex ech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. YES NO • If you (the bidder) checked YES, the following will apply: • Governmental entities utilizing bnterlocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City of Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City of Lubbock will not be responsible tier another governmental entitv's debts Fach vemmenial enti will order (heir own materials/service as needed. 'PHIS BID IS SUBMITTED BY PO 11a f4 Pr Ij6 a corporation organized under the laws of the Stale of or a partnership consisting of or an individual trading as `I— , of the CttN of i1 OC Firm Address. 36 Cit, ha)c/'l _ State: _ zipw ITB II-9913-RH ITO NO, 11-9913-RH Police Vehicle Equipment Installation .N1/%VBE Firm: I l Woman can By Officer Name and Title: Busines E-Mai I Black American Asian Pacific American - mrrsr n by hand 'irdi CC> Print Native American Other (Specify) LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. ITB I1-9913-11H ITB NO. 11-9913-RH Police Vehicle Equipment Installation Resolution No. 2011-RO07 CITY OF LUBBOCK, TX MINIMUM SPECIFICATIONS �[jJ POLICE, MARKED PATROL SUV, FULL-SIZE UPFIT MAKE: Chevrolet Tahoe Defender MODEL: 2011 IT IS THE INTENT OF THIS SPECIFICATION, REFERENCED DOCUMENTS, REQUIREMENTS AND CONDITIONS SECTIONS TO DESCRIBE MINIMUM PERFORMANCE REQUIREMENTS. THE VEHICLE OR PRODUCT MUST MEET OR EXCEED THE PERFORMANCE OR CONSTRUCTION DESCRIBED HEREIN. THE VENT)OR SHALL BE REQUIRED TO MARK COMPLIANCE OR NON-COMPLIANCE TO EACH ITEM DESCRIPTION IN THE SPACE PROVIDED. ALL EQUIPMENT FURNISHED AS STANDARD TO THE GENERAL PUBLIC ON THE PRODUCT BY THE MANUFACTURER SHALL BE INCLUDED, EVEN WHEN NOT SPECIFICALLY IDENTIFIED IN THIS SPECIFICATION. ANY DEVIATIONS FROM THE WRITTEN SPECIFICATION WITH DATE AS SHOWN IN THE INVITATION TO BID (ITB) SHALL BE NOTED ON THE ATTACHED EXCEPTIONS TO THE SPECIFICATION. IN ORDER TO RECEIVE FULL CONSIDERATION, ITB RESPONSE QUOTATION MUST FOLLOW THIS SPECIFICATION AND THE INVITATION TO BID'S TERMS AND CONDITIONS, NO. ITEM MINIMUM REQUIREMENTS SELLER COMPLIANCE YES NO GENERAL THE FOLLOWING DESCRIBES MULTIPLE POLICE EMERGENCY EQUIPMENT ITEMS THAT SHALL BE INSTALLED ON THE TAHOES. ALL EQUIPMENT W[LL BE FURNISHED BY THE CITY OF LUBBOCK. ALL WIRING, FUSES, CONNECTORS, AND NEEDED HARDWARE WILL BE FURNISHED BY THE CITY OF LUBBOCK, THE FIRST VEHICLE WILL BE DELIVERED TO THE CITY OF L GBBOCK FOR INSPECTION AND ACCEPTANCE L! BEFORE ANY OTHER UNITS ARE COMPLETED. PROPER INDUSTRY WIRING PRACTICES SHALL BE FOLLOWED. 1. LIGHTBAR WHELEN LIBERTY LIGHTBAR THE LIGHTBAR SHALL BE MOUNTED, CENTERED OVER THE" B "PILLAR OF THE TRUCK. CABLING FOR THE LIGHTBAR SHALL BE RUN THROUGH A 1/3/$"' HOLE IN THE ROOF. THE ACCESS HOLE WILL HAVE A BUSHING INSTALLED TO PROTECT THE CABLING. THE ACCESS HOLE SHALL BE SEALED WITH CLEAR SILICONE RTV. PHYSICAL MOUNTING AND WIRING OF THE LIGHTBAR WILL FOLLOW THE MANUFACTURER'S GUIDELINES. 2. SIREN / LIGHT WHELEN CENCOM SIREN/LIGHTBAR CONTROL UNIT CONTROLLER THE CENCOM UNIT SHALL BE LEFT UNMOUNTED, IN THE CENTER OF THE REAR CARGO AREA WITH A MINIMUM OF 30 INCHES OF LEAD WIRING. WIRING SHALL BE ENCASED IN THE PROPER SIZED SPLIT LOOM WIRE SHIELDING. THE CONTROL UNIT CABLING; AND CONTROLLER SHALL BE LEFT UNMOUNTED, CENTERED BETWEEN THE TWO FRONT SEATS. CABLING SHALL BE RUN UNDER THE FACTORY FLOOR COVERING. ELECTRICAL CONNECTIONS SHALL FOLLOW MANUFACTURERS GUIDELINES. 1T8 1I-9913-RH ITB NO. 11-99MRH; Police Vehicle Equipment Installation NO. ITEM MINIMUM REQUIREMENTS SELLER COMPLIANCE YES NO 3. SPEAKER WHELEN SA-315 SIREN SPEAKER THE SIREN SPEAKER SHALL BE MOUNTED CENTERED ON THE PUSH BAR. THE SPEAKER WILL BE MOUNTED TO REAR OF THE PLATFORM TO PROVIDE PROTECTION IN THE EVENT OF AN IMPACT. 4. HEADLIGHT WHELEN SSFPOS16 FLASHER THE FLASHER SHALL BE INSTALLED AS PER MANUFACTURER'S RECOMMENDATION. FLASHER IS LOLLED BY THE CENCOM. TAILLIGHT WHELEN SSFPOS16 FLASHER 5 THE REAR FLASHER IS INTEGRATED INTO THE FRONT FLASHER. IT SHALL BE CONTROLLED INDEPENDENT OF THE FRONT FLASHER. 6. REAR HATCH WHELEN M4J LIGHTING (2) LIGHTS SHALL BE MOUNTED ON EITHER SIDE OF THE LICENSE PLATE, CENTERED VERTICALLY WITH THE LICENSE PLATE HORIZONTAL CENTER LINE. THESE LIGHTS ARE CONTROLLED BY THE CENCOM. LIGHTS SHALL BE SYNCED WITH EACH OTHER. 7. WEAPON LOCK A TWO CONDUCTOR COLOR CODED CABLE (ZIP CORD) OF AT LEAST 18 GA. SHALL BE ROUTED FROM THE CENCOM TO A CUTOUT IN THE FLOOR COVERING CENTERED BETWEEN THE FRONT SEATS. THIS CABLE CAN EXIT THE SAME OPENING AS THE CENCOM CONTROL CABLE. 24 INCHES OF WIRE SHALL BE LEFT BETWEEN THE SEATS TO ALLOW ATTACHMENT TO THE EQUIPMENT. 8. RIGHT THE RIGHT SPOTLIGHT (PASSENGER SIDE), SHALL BE SPOTLIGHT CONTROLLED BY THE CENCOM. THE FACTORY INPUT WIRE MODIFICATIONS MUST BE CUT, AND A WIRE ADDED TO THE SPOTLIGHT SIDE, AND ROUTED TO THE CENCOM. THE FACTORY +12VOLT WIRE MUST BE CAPPED TO PREVENT SHORT CIRCUIT CONDITION. 9. COMPLETED VENDOR MUST DEMONSTRATE THE ABILITY TO PICK-UP AND DELIVERY TIME DELIVER A COMPLETED VEHICLE AT THE RATE OF ONE FRAME VEHICLE EVERY ONE AND ONE HALF DAYS. TTB I l-9913-RH ITB NO. 11-9913-RH Police Vehicle Equipment Installation THE CENCOM LIGHTING SEQUENCE SHALL BE AS FOLLOWS: LEVEL I- ALL REAR FACING LIGHTING INCLUDING TAILLIGHT FLASHER LEVEL 2- FORWARD RED BLUE LIGHTING LEVEL 3- HEADLIGHT FLASHER AND FLASHING TAKEDOWN OUTLET 4 - LEFT ALLEY OUTLET 5 - TAKE DOWN OUTLET 6 - RIGHT SPOTLIGHT OUTLET 7 - RIGHT ALLEY OUTLET 8 - WEAPON LOCK FRONT EQUIPMENT WIRING SHALL USE A (4) CONDUCTOR PARALLEL BONDED CABLE. TWO CONDUCTORS WILL PROVIDE THE SPEAKER WIRING. THE REMAINING TWO WIRES WILL BE USED TO CONTROL THE HEADLIGHT FLASHER AND THE TAILLIGHT FLASHER. PER UNIT INVENTORY 2011 TAHOE PARTS AND EQUIPMENT TO BE PROVIDED BY THE CITY OF LUBBOCK TO UPFITTER FOR INSTALLATION: (I) WHELEN DUO 54" LIBERTY LIGHTBAR W/ STRAP KIT (1) SSFPOSI6 FLASHER (2) WHELEN M4J LIGHTS (I) SA-315 SPEAKER W/BRACKET (1) WHELEN CENCOM GOLD SIREN/ LIGHT CONTROLLER ALL WIRING, CONNECTORS, RELAYS, SPLIT LOOM, HARDWARE, AND ANY OTHER SUPPLIES DEEMED NECESSARY, SHALL BE SUPPLIED BY THE CITY OF LUBBOCK. EXCEPTIONS TO THE SPECIFICATIONS OF ANY ITEMS STATED HEREIN SHALL BE FULLY DESCRIBED IN WRITING BY THE BIDDING VENDOR IN THE SPACE PROVIDED BELOW. LIST ITEMS BY ITEM NUMBERS. ITB 11-9913-RH