Loading...
HomeMy WebLinkAboutResolution - 2003-R0456 - Letter Of Award For Lube And Oil Services - Rapid Oil Change Of Lubbock - 10_09_2003Resolution No. 2003-RO456 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 lube and oil services, by and between the City of Lubbock and Rapid Oil Change 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 day of October , 2003 u ,55 i . ATTEST: Rebecca Garza, City Secretary APPROVED AS TO CONTENT: 1- Victor Kil , Purchasing Manager APPROVED AS TO FORM: ohn Knigkf,-Assisfant City Attorney gs:/ccdocs/Ltr of Award -Rapid Oil Change.res Sept. 26, 2003 Resolution No. 2003—RO456 Office of Purchasing P.O. Box 2000 Lubbock, Texas 79457 (806) 775-2167 • Fax (806) 775-2164 October 9, 2003 BOB WINCHELL RAPID OIL CHANGE, INC. 3408 50T" ST LUBBOCK TX 79413 RE: ITB #161-03/RS — LUBE & OIL SERVICES —ANNUAL PRICING Dear Mr. Winchell: RAPID OIL CHANGE, INC. 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. RAPID OIL CHANGE, INC. 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 Rapid Oil Change, Inc. fails to perform in accordance with their bid dated September 22, 2003. CITY OF LUBBOCK: APPROVED AS TENT: Robert Robinson Interim Fleet Services Manager APPROVED AS TO FORM: Attorney cc: Vendor File ATTEST: R becca Garza City Secretary ITB #151-02/RS, Luba & Oil Services -Annual Pricing SUBMIT TO: Resolution No. 2003-RO456 CITY OF LUBBOCK CITY OF LUBBOCK, TEXASPURCHASING DEPARTMENTift 1625 13T" STREET, RM L04 LUBBOCK, TX 79401-3830 AN EQUAL OPPORTUNITY INVITATION TO BID CONTACT PERSON: Ron Shuffield, Senior Buyer EMPLOYER # 161-03/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 13d' Street, Training Room L01, above, regardless of the mode of delivery, shall be Lubbock, Texas. returned unopened. RESPONDENT NAME: ,g p.TD osl- C114A)6'E T,.0 IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE "STATEMENT OF NO BID". MAILING ADDRESS: 3 yQ 8 Sok0 - CITY - STATE - ZIP: THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY L u is g gp c /� TX 7 g`/i AND ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY iN THE COMPETITIVE BID PROCESS. FURTHER, THE CiTY RESERVES THE RIGHT TO TELEPHONE NO: / P't ENTER INTO ANY CONTRACT DEEMED TO BE IN THE BEST INTEREST OF THE 71 - / CITY. IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS FAX NO: /� 7 9 REQUEST PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S RESPONSIBILITY TO ADVISE THE CITY OF LUBBOCK PURCHASING MANAGER IF ANY LANGUAGE, REQUIREMENTS, ETC., OR ANY COMBINATIONS THEREOF, E-MAIL: d f JV1 h C� e-11 & e 4l-A ) ; N k , A)e 4- INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS P 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. c' 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/AV #2 #3 #4 #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 atl 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 Lubbock. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final payment to the vendor, Authorized St nature Title ,� ii-.heL 9-2,2.3 Print/Type Name Date THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE. ��l� r L�C��ir1�s� �yc ��� 9/f204, S-7 tl, 161-03/RS.doc ITB #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. 12� Each Non -Police Sedans $ / / 9-5- 2. 312 Each Police Sedans S S 3. 229 Each �k Ton Pickups & SUV's $ 5' 4. 77 Each N Ton Pickups & SUV's E % 9. 95 5. 112 Each 7 Ton Pickups & SUV's $ H q S 6. 63 Each Vans (all sizes) $ If % 5' 7. 500 Quart Oil. Bidder to list price for each additional quart of oil (beyond 5 quarts) $ Z '_- S 8. 50 Each Additional cost for diesel engine oil filter $ 4100 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 Replacement 100 Each Air Filter ! Q $— Indicate the number of days from award of contract that you would be ready to startup operations _DAYS PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of %, 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 wilt 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. 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 intertocal purchasing agreements as provided for by the Interlocal 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 shalt 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, and City of Wo fforth YES NO • If you (the bidder) checked YES, the following will apply: 161-03/RS.doc 3 ITB #151-02/11S. 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 governmental entity's debts. Each governmental entity will order their own materials/service as needed. THIS BID IS SUBMITTED BY /7_%�iP —P G.Z"L c"f�i3,i/GE" ,/-I- a corporation organized under the laws of the State of % c� X Ai , or a partnership consisting of or an individual trading as of the City of Firm: 1Qf+//�-4ry 4'rL c—/ .gNT Ir - Address: •� T� o -r() City: L Wag d G K State: M/WBE Firm: Woman Black American _JNative American_ Hispanic American I Asian Pacific American I Other (Soecifvl By. Authorized Representative - must sign by hand Officer Name and Title: % res Please Print Business Telephone Number. 8Q 6 - 79j ` `V y'S 161-03/RS.doc 4 FAX: ITS #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. P1,1174fItLL Contractor (Signature) Contractor (Print) CONTRACTOR'S NAME:—XAP_Z: /) U rL C.hAV0,67 (Print or Type) CONTRACTOR'S ADDRESS: Iva -S© f-4 5-11A 14, BBock- -rx- 7 5 y/3 Name of Agent/Broker: Address of Agent/BrokeJr: ADD% 14757- 5'z "'d S'r! €' /v© City/State/Zip: �a c'SS'%4 7�r %�P7,:�2- Agent/Broker Telephone Number: ( 413Z ) 362- — F800 Date: i- 22"3 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 ITS #161-031RS, Lube and Oil Services -Annual Pricing CITY OF LUBBOCK NON -COLLUSION AFFIDAVIT STATE OF TEXAS ss LUBBOCK COUNTY &z� W1h _h CL L 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 advantage over any other bidder or bidders. k'q,P_,;rP 45716 eAotl�e NAME OF FIRM If - SIGNATURE OF BIDDER TITLE Subscribed and sworn to before me thid day of 2002 'C)�(r ` �`►Ar' MOTVA ROOi2iGUQ otary Public in and for the tare Notary P� ,ryo of Taxis of Texas residing at +,� ,�• ►�y commnw Evm 10.18.2 LLbhn1_ LA o, NOTE: THIS FORM MUST BE COMPLETED AND INCLUDED IN WITH THE BID/PROPOSAL 161-031TBRS.doc ITB #161-031RS, Lube and Oil Services -Annual Pricing City Of Lubbock Lube and Oil Services -Annual Pricing Light Duty Vehicle 1 Ton And Less GENERAL DESCRIPTION AND REOIREMENTS Description - It is the intent of the City of Lubbock to seek competitive bids for Lube, Oil, and Filter services for light automotive vehicle having a Gross Vehicle weight (GVW) of one ton or less. The bid includes the requests for pricing the additional optional services for transmission service, air filter replacement and windshield wiper blade replacements. Light automotive vehicles, which includes compact through full size automobiles and light trucks with the maximum GVW classification of one ton and with engines that are operating on either gasoline or diesel, require routine lubrication services. These service requirements are based on the manufacturers, and the City of Lubbock Fleet Services requirements. For purposes of this request, bidders should prepare the quotation with the intent of providing a minimum of three and a maximum of four oil change services annually per vehicle. Also, include the cost of providing at least one transmission service annually per city vehicle. Service Requirements: Full -Service Lubrication and Oil change Service: The following listing includes services and items that shall be included in your bid. These services shall include the basic engine oil, and oil filter, air cleaner replacement, chassis lubrication, vehicle inspection, and preventative maintenance checks: Drain engine oil and remove engine oil filter. Dispose of these in accordance with Federal and State requirements. install new engine oil filter and fill engine with oil. Oil shall meet all OEM warranty, and viscosity level requirements for 5W-20W through 15W-40W as required by the vehicle manufacturer's requirements for service. The service is to include up to five quarts of oil meeting O.E.M warranty requirements. The service will include an engine oil filter that meets or exceed all OEM engine manufacturers warranty requirements. 1) Additional oil as required, price of individual quart @ $ .2 z S each. a) Check air cleaner, and replace only if dirty or contaminated. b) Check windshield wiper blades, and replace if damaged or worn out. c) Lubricate chassis as recommended by chassis manufacturer. d) Perform "under hood visual inspection" for possible mechanical problems. e) Perform under chassis visual inspection" for possible mechanical problems. f) Check and top off oil level of transmission and/or transaxle. g) Check and top off power steering reservoir oil level. h) Check and top off oil levels in differentials, rear and front, as equipped. i) Check and top off windshield washer fluid level. j) Clean windshield and all windows. k) Check and adjust tire pressures to requirements as marked on the tire. 161-031TBR5.doc ITB #161-03/RS, Lube and Oil Services -Annual Pricing Check the following items and advise the operator of any requirements. The operator shall be required to bring the vehicle to the Fleet Services Garage for assistance or maintenance in these areas. 2) Vendor shall NOT add to or change these items: a) Check brake master cylinder reservoir and advise operator of need for additional fluid. b) Check Cooling system and advise operator of need for additional fluid. c) Check lights and lens, and advise operator of any that are malfunctioning or damaged. 3) Vendor shall utilize products meeting or exceeding vehicle manufacturer specifications for support of warranty requirements. All components shall be of name brand manufacturer, to include liability coverage in the event of a failure and dispute over components or products utilized. Vendor shall provide a list of products, including Manufacturers Brand names that are intended to be used to complete this bid request and if awarded used to service the vehicles. Product listing shall include all items identified above: 4) Vendor,shall provide the operator with a copy of the services performed, identifying the City 'V' number, located on the rear of the front fenders of vehicles with the City logo, or from the operator of un-marked vehicles. The vendor shall also forward a copy of each ticket to Fleet Service with the billing statements. The information shall include the current mileage and if equipped, the hour meter reading. At each service and before the vehicle leaves the vendor will install a windshield sticker reminder on the windshield and it shall have the next oil change required based on miles and date. Optional Services 5) Transmission filter meeting OEM requirements$ /each 6) Transmission fluid meeting OEM requirements$ /Quart 7) Transmission oil pan gasket (when needed) $ 8) Wiper Blade Replacement (each)$ 4,t o' Set (2):$ l Zr -00 9) Air Filter:$ J4 9S The City of Lubbock reserves the right to accept or reject any or all bids. 161-031TBRS.doc