HomeMy WebLinkAboutResolution - 2003-R0457 - Letter Of Award For Lube And Oil Services - Complete Car Care - 10_09_2003Resolution No. 2003-RO457
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 Scott's Complete Car Care 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
MAYOR
ATTEST:
Rebecca Garza, City Secretary
APPROVED AS TO CONTENT:
Victor K1:166n, Purchasing Manager
APPROVED AS TO FORM:
S
City Attorney
gs:/ccdocs/Ltr of Award -Scotts Complete Car Care.res
Sept. 26, 2003
Resolution No. 2003—RO457
Office of
Purchasing
P.O. Box 2000
Lubbock, Texas 79457
(806) 775-2167 • Fax (806) 775-2164
October 9, 2003
SCOTT EGERT
SCOTT'S COMPLETE CAR CARE
7002 INDIANA AVE
LUBBOCK TX 79413
RE: ITB #161-031RS — LUBE & OIL SERVICES — ANNUAL PRICING
Dear Mr. Egert:
SCOTT'S COMPLETE CAR CARE 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. SCOTT'S COMPLETE CAR CARE bid dated September 23, 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 Scott's Complete Car Care fails to perform in accordance with their bid
dated September 23, 2003.
CITY OF LJOBBOCK:
Mayor
ROVED AST NTENT:
1 �.
Robert Robinson
Interim Fleet Services Manager
APPROVED AS TO FORM:
Attorney
cc: Vendor File
ATTEST: -
Rebecca Garza
City Secretary
ITB #151-02JRS, Lube & Oil Services -Annual Pricing
SUBMIT TO:
, t r O Resolution No. 2003—RO457
CITY OFSINGDELUBBOCK
: � �
CITY OF LUBBOCK, TEXAS
PURCHASING DEPARTMENT
�/
1625 13TH STREET, RM L04
I
LUBBOCK, TX 79401-3830
AN EQUAL
OPPORTUNITY
INVITATION TO BID
CONTACT PERSON:
Ron Shuffield, Senior Buyer
EMPLOYER
# 161-03/11S
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 131' Street, Training Room 1.01,
above, regardless of the mode of delivery, shalt be
Lubbock, Texas.
returned unopened.
RESP�DNDEN,T NAME:
F,6E-A,I-
"NO
,V077
IF RETURNING AS A BID", PLEASE COMPLETE AND RETURN
THE "STATEMENT OF NO BID".
MAILING ADDRES '
CITY - STATE. - ZIP: L,
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
TIE�EPHPNE 0: /� �
CITY.
IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS
REQUEST PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S RESPONSIBILITY
F NO:
(
To ADVISE THE CITY OF LUBBOCK PURCHASING MANAGER IF ANY
LANGUAGE, REQUIREMENTS, ETC., OR ANY COMBINATIONS THEREOF,
E-/M'AA%iiL:
INADVERTENTLY OR ITS THE STATED THIS
MUST
ITS, TO NGL SOURCE SUCHNOTIFICATION BE SUBMITTS TN
ED IN
WRITING AND MUST BE RECEIVED BY THE PURCHASING MANAGER NO LATER
FEDERAL TAX ID NO. OR CIAL SECURITY N0.
7,6_
THAN FIVE (5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE.
THE BIDDER HEREBY ACKNOG=-GES RF£� 0-A�ID AG&EE� ITM(Please
BASED ON THE FOLLOWING ADDENDA:
#1 #Z'/�_ #3/-r` #47jG # 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, fine,
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 ail causes of action it may now or hereafter acquire under the Anti -tent laws of the United
States and the State of xas for price fixing relating to the particular commodity(s) or service (s) purchased or acquired by the City of
Lubbock. At the Ci discretion, su h assignment shall be made and become effective at the time the City tenders final payment to the
vendor.
FJ��L j
Authoriz gnatu Title
, 7T EOfk'T _ ql _�3/03
Print/Type Name Date
THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE.
161-03/RS.doc
ITB #151-02/RS, Luba & 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 famitiar with the conditions to be met, hereby submits the following Bid for furnishing the material,
equipment, tabor 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.
129
Each
Non -Police Sedans
$ —7 Q S
2.
312
Each
Police Sedans
$ f S
3.
229
Each
h Ton Pickups & SUV's
$ (7 Q j
4.
77
Each
N Ton Pickups & SUV's
$
5.
112
Each
T Ton Pickups & SUV's
6.
63
Each
Vans (all sizes)
$ I 1-Cl 5'
7.
500
Quart
Oil. Bidder to list price for each additional quart of oil (beyond 5 quarts)
$ 1. I q
8.
50
Each
Additional cost for diesel engine oil filter
$ tp ,'7 4
OPTIONAL SERVICES:
100
Each
Transmission filter meeting O.E.M requirements
1 t l
700
Quart
Transmission fluid meeting O.E.M requirements
�9
100
Each
Transmission oil pan gasket (when needed)
, �Q
200
Each
Wiper Blade Replacement
100
Each
Air Filter
indicate the number of days from award of contract that you would be ready to start-up 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 wilt 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.
INTERLOCAL PURCHASING (optional): The City desires to make available to other tocat 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 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 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, Texas Tech University, West Texas Municipal Power Agency, Lynn County,
and City of lfforth.
YES / NO
• If you (the bidder) checked YES, the following will apply:
161-03/RS.doc 3
ITS #151-021RS, Lube & Oil Services -Annual Pricing
• Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock wilt 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 bitted 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.
r tUtiirr�`iJh �'� corporation THIS BID IS SUBMITTED BY�� �i � �J L C � a co oration organized under the laws
of the State of - �- i;(, �,-, , or a partnership consisting of
or an individual trading as of the City of
Firm: Cam' Caug,
Address:__7VD.�, 1 mtar—UU, ALL _
City: Stater_ zip '%4 13
M/WBE Firm: 1 j 1 Woman Black
q I Hispanic American Asian
Representative - must sign by hand
Officer Name and Title: �Ve-ff
Please Print
Business Telephone Number i `fit% 1 l 5 �' FAX:
161-03/RS.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 REQIREMENTS
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 @ $ 11 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.
fl 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.
161-031TBRS.doc
ITB #161-031RS, 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 O.E.M requirements$ /each
6) Transmission fluid meeting OEM requirements/quart
�Yj
7) Transmission oil pan gasket (when need) _$_ 0
$ 8) Wiper Blade Replacement (each)Set (2):$
9) Air Filter:$
The City of Lubbock reserves �ght to accept or reject any or all bids.
161-031TBRS.doc
ITB #161-03/RS, Lube and Oil Services -Annual Pricing
CITY OF LUBBOCK
NON -COLLUSION AFFIDAVIT
STATE OF TEXAS
ss
LUBBOCK COUNTY
iA 1 ,/WIT C_a Q` 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.
NAMEOFFIRM
.:..
TITLE
4
Subscribed and sworn to before me this %3' day of <1r ,. , 2001-511
d
Notary Public in and for the State
of Texas residing at
MINERVA PALACIOS
Notary
Y Public, State of Texaz
My Commission Expires 09.0/-2008
NOTE: THIS FORM MUST BE COMPLETED AND INCLUDED IN WITH THE BID/PROPOSAL
161-031TBRS.doc