HomeMy WebLinkAboutResolution - 2003-R0454 - Letter Of Award For Lube And Oil Services - Bolton Oil Company - 10_09_2003Resolution No.
October 9, 2003
Item No. 77
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock BE and is hereby authorized and
directed to execute for and on behalf of the City of Lubbock, a Letter of Award for Tube
and oil services, by and between the City of Lubbock and Bolton Oil Company of
Lubbock, Texas, and related documents. Said Letter of Award 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 this 9th
ATTEST:
Re ecca Garza, City Secretary
APPROVED AS TO CONTENT:
'V
Victor E!ilikan, Purchasing Manager
APPROVED AS TO FORM:
City Attorney
gs:/ccdocs/Ltr of Award -Bolton Oil Co.res
Sept. 26, 2003
day of October
Cs
2003.
GAL, MAYOR
Resolution No. 2003-RO454
Office of
Purchasing
P.O. Box 2000
Lubbock, Texas 79457
(806) 775-2167 • Fax (806) 775-2164
October 9, 2003
SCOTT BOLTON
BOLTON OIL COMPANY
PO BOX 3176
LUBBOCK TX 79452
RE: ITB #161-03/RS — LUBE & OIL SERVICES —ANNUAL PRICING
Dear Mr. Bolton:
BOLTON OIL COMPANY has been awarded the items noted below for Lube & Oil
Services —Annual Pricing based on your response to the City of Lubbock Invitation to ITB #161-
03/RS.
1. This agreement covers the category of items shown below, and no other, during the
period beginning October 9, 2003 and ending October 8, 2004. The City of Lubbock
shall not be responsible for payment of any invoices except those orders placed
pursuant to this agreement.
2. Category of Items: SEE ATTACHED
3. BOLTON OIL COMPANY bid dated September 22, 2003, is incorporated into and
made a part of this agreement.
4. Prices: As quoted.
5. All invoices shall be directed to:
City of Lubbock
Accounts Payable
PO Box 2000
Lubbock, Texas 79457
6 The City of Lubbock reserves the right to enforce the performance of this contract in
any manner prescribed by law or deemed to be in the best interest of the City of
Lubbock in the event of breach or default of this agreement. The City of Lubbock
reserves the right to terminate this agreement with a thirty (30) day written notice in
the event that Bolton Oil Company fails to perform in accordance with their bid
dated September 22, 2003.
CITY OF LUBBOCK:
01
M c 66oug
Mayor
APPROVED AS NTENT:
Robert Robinson
Interim Fleet Services Manager
APPROVED AS TO FORM:
cc: Vendor File
ATTEST:
,:Z��
Rebecca Garza
City Secretary
ITB #151-021RS, Lube & Oil Services-Annuai Pricing
SUBMIT TO:
, K Y O Resolution No. 2003-RO454
CITY OF LUBBOCK
CITY OF LUBBOCK, TEXAS
PURCHASING DEPARTMENT
(� 11
1625 13TH STREET, RM L04
LUBBOCK, TX 79401-3830
AN EQUAL
OPPORTUNITY
INVITATION TO B I D
CONTACT PERSON:
Ron Shuffield, Senior Buyer
EMPLOYER
LL 161-0 3/RS
TEL: 806.775.2167
FAX: 806.775.2164
http://purchasing.ci.lubbock.tx.us
TITLE:
SUBMITTAL DEADLINE:
Lube and Oil Services -Annual Pricing
September 23, 2003, 3:00 p.m. CST
RE BID DATE, TIME AND LOCATION: September 17, 2003 at 10:00 a.m.,
Any bids received after the time and date listed
in the Municipal Building, 1625 131h Street, Training Room L01,
above, regardless of the mode of delivery, shalt be
Lubbock, Texas.
returned unopened.
RESPONDED 1Jf6N
OIL COMPAY
IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN
THE "STATEMENT OF NO BID".
MAILING A63htSWX3T7U
LUBBOCK, TX
CITY - STATE - ZIP:
THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY
AND ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY iN THE
COMPETITIVE BID PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO
ENTER INTO ANY CONTRACT DEEMED TO BE IN THE BEST INTEREST OF THE
CiTY.
TELEPHONE N0: �r
IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS
FAX NO:
,
>> L %
a 7 Z- I
I RESPONSIBILITY
REQUEST PERMITS COMPETITIVE BIDS.7 Z
IS THEBIDDEMAN
—
TO ADVISE THE CITY OF LUBBOCKOCK PURCHASING ER ANY
LANGUAGE, REQUIREMENTS, ETC., OR ANY COMBINATIONS THEREOF,
E-MAIL:
INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS
tjA
ITB TO A SINGLE SOURCE. SUCH NOTIFICATION MUST BE SUBMITTED IN
WRITING AND MUST BE RECEIVED BY THE PURCHASING MANAGER NO LATER
FEDERAL TAX ID NO. OR SOCIAL SECURITY NO.
0 0
THAN FIVE (5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE.
THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON THE FOLLOWING ADDENDA:
#1 #2� #3ZS444 #5 (Please Initial
The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the
municipality or be interested in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or
employee of the City, or member of their immediate family, benefit from the award of this bid to the above firm?_ YES NO
IN COMPLIANCE WITH THIS SOLICITATION, 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 ON THE ATTACHED BiD FORM AND AGREES TO
DELIVER SAID ITEMS AT THE LOCATIONS AND FOR THE PRICES SET FORTH ON THE BID FORM. AN INDIVIDUAL AUTHORIZED TO BIND THE
COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTiON.
By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm,
business entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and
without collusion or fraud. I further agree that if the offer is accepted, the offeror will convey, sell, assign, or transfer to the City of
Lubbock all right, title, and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United
States and the State of Texas for price fixing relating to the particular commodity(s) or service (s) purchased or acquired by the City of
;fhorize
. t th , ity°s discretio uch assignment shall be made and become effective at the time the City tenders final payment to the
h -;2t0—A,2!f
Signature Title
.se _ Z Al 4���T� 3
Print/Type Name Date
THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE.
161-03IRS.doc
ITS #151-02/RS, Lube & Oil Services -Annual Pricing
BID FORM
Lube and Oil Services -Annual Pricing
CITY OF LUBBOCK, TEXAS
ITB #161-03/RS
In compliance with the Invitation to Bid #161-03/RS, 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 #161-03/RS is by reference incorporated in this contract. The Bid
Form must be completed in blue or black ink or by typewriter.
Full Service Lube/Oil/Filter (Cost Per Vehicle):
The following vehicles are typical of the City fleet. Provide costs excluding tax. Your rates below should be
representative of the rates that would be given for any type of vehicle in the fleet. Assume 5 quarts of oil for
standard pricing.
ITEM
QTY
UNIT
VEHICLE TYPE
COST PER UNIT
1.
12P
Each
Non -Police Sedans
$ 5
2.
312
Each
Police Sedans
$
3.
229
Each
'k Ton Pickups & SUV's
$
4.
77
Each
N Ton Pickups & SUV's
s ,
5.
112
Each
1 Ton Pickups & SUV's
E g5
6.
63
Each
Vans (all sizes) P P �` O j
b
7.
500
Quart
Oil. Bidder to list price for each additional quart of oil (beyond 5 quarts)
$ ,2, po
8.
50
Each
Additional cost for diesel engine oil filter >?i G e
s
OPTIONAL SERVICES:
100
Each
Transmission filter meeting O.E.M requirements
700
Quart
Transmission fluid meeting O.E.M requirements
100
Each
Transmission oil pan gasket (when needed)
200
Each
Wiper Blade Replacementto
100
Each
Air filter --�r f J 2►i( IT
6— -�
Indicate the number of days from award of contra& that you wou) to start-up operations: —DAYS
PAYMENT TERMS AND DISCOUNTS Bidder offers a prompt payment discount w 19 net _calendar days. Discounts will
not be considered in determining low bid. Unless otherwise indicated o the Bid Form, ent terms wilt be NET THIRTY DAYS. The
City wilt pay the successful bidder within thirty days after the receipt of a ice 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 witl 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.
n
95
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 property authorized interlocat purchasing agreements as provided
for by the Intertocat 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 wilt
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, Texas Tech University, West Texas Municipal Power Agency, Lynn County,
City of otfforth.
YES NO
21f0you(the bidder) checked YES, the following wilt apply:N I y �y A*2` Ue
161-031RS.doc 3
ITS #151-02/RS, Luba & Oil Services -Annual Pricing
• Governmental entities utilizing Interlocal 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 for another
govemmentat entity's debts. ch govern een al entity w 11 order th owns m erials/servi a a; r}eeded.
THIS BID IS SUBMITTED BY �� ///�(�U. �� �" A te` _�-r 3e-4fIYr�
of-the-State-0 , or a partnership consisting of
of the City of A 11 45rAIED106 /C.
Firm: PO am nim
Address: LUBBQCK, U 7W2
City:
M/WBE Firm:
Officer Name and Title:
State --Zip
Woman I IBlack American I I Native American
Hisoanic American I I Asian Pacific American I i Other (SDecifv)
Authorized Representative - must sign by hand
_1D
��, ' J Please Print
Business Telephone Number �J 6 — 77 7 2 / FAX: ge)6 �7 ?�y��oc✓
161-03/RS.doc 4
ITB #151.02/RS. Lube & Oil Services -Annual Pricing
CITY OF LUBBOCK
INSURANCE REQUIREMENT AFFIDAVIT
To Be Completed by Bidder
And Attached to Bid Submittal
I, the undersigned Bidder, certify that the insurance requirements contained in this bid
document have been reviewed by me with the below identified Insurance Agent/Broker. If I
am awarded this contract by the City of Lubbock, I will be able to, within ten (10) days after
being notified of such award by the City of Lubbock, furnish a valid insurance certificate to
the City meeting all of the requirements defined in this bid/proposal.
r
Col
ntractor (S ture) Contractor (Print)
CONTRACTOR'S NAME:
(Print or Type) BOLTON OIL COMPANY LfCl`
PO BOX 3176
CONTRACTOR'S ADDRESS: LUBBOCK, TX 79452
Name of Agenti
Address of Ager
City/State/Zip:
Agent/Broker Telephone Number: ( ) ZZ577L % 7 7 7
Date: 63a9--,f`�`
NOTE TO CONTRACTOR
If the time requirement specified above is not met, the City has the right to reject this
bid/proposal and award the contract to another contractor. If you have any questions
concerning these requirements, please contact the Purchasing Manager for the City of
Lubbock at (806) 775-2165.
161-03/RS.doc 16
ITB #161-03/RS, Lube and Oil Services -Annual Pricing
CITY OF LUBBOCK
NON -COLLUSION AFFIDAVIT
STATE OF TEXAS
ss
LUBBOCK COUNTY
/rQ7` :e_292� T, dam being first duly sworn, on his/her
oath, says that the bid above submitted is a genuine and not a sham or collusive bid, or
made in the interest or on behalf of any person not therein named; and s/he further says
that the said bidder has not directly induced or solicited any bidder on the above work or
supplies to put in a sham bid, or any other person or corporation to refrain from bidding;
and that said bidder has not in any manner sought by collusion to secure to self an
advant ge over any other bidder or bidders.
19AJ (2 I � Z-74
AME OF FIRM
UR F R
1112o-4 2/v,k_
TITLE
Subscribed and sworn to before me this day of , 2002
Notary Public in and for the State
of Texas residing at
NOTE: THIS FORM MUST BE COMPLETED AND INCLUDED IN WITH THE BID/PROPOSAL
161-031TBRS.doc