HomeMy WebLinkAboutResolution - 2005-R0083 - Letter Of Award - Express Car Care Inc. - Lube And Oil Services - 02_24_2005Resolution Igo. Z�00-1U0`
February 24, 200
Item 30
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
TI4AT 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 — annual pricing, by and between the City of Lubbock and Express Car
Care, Inc. 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 24th day of
ATTEST:
R 5>s'
ReI16cca Garza, City Secretary
APPROVED AS TO CONTENT:
Victor Kilm , Purchasing Manager
APPROVED AS TO FORM:
a.
G. Vandiver,
gs/cdocs/Ltr of Award -Express Car Care.res
Jan. 14, 2005
Resolution No. 2005-R0083
CITY OF LUBBOCK
CONTRACT FOR SERVICES
For
Lube and Oil Services -Annual Pricing
Bid No. 04-213-MA
CONTRACT #5739
THIS CONTRACT, made and entered into this 2e day of February, 2005, pursuant to a resolution
heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and Express
Car Care, Inc. of Lubbock, Texas, ("Contractor").
WITNESSETH:
WHEREAS, the City of Lubbock duly advertised for bids for Lube and Oil Services - Annual Pricing 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 Lube and
Oil Services - Annual Pricing.
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 Lube and Oil
Services - Annual Pricing specifically referred to as Items) No. 1 through 8 and more particularly
descsribed 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. 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 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:
Commercial General Liability:
$1,000,000 Annual Aggregate
The City of Lubbock, its agents, elected and appointed officials, and employees are to be listed as
additional insureds under the policies.
The contractor will provide a Certificate of Insurance to the City as evidence of coverage. Insurance
polices through policy endorsement must include wording which states that the policy shall be primary
and non-contributing with respect to any insurance carried by contractor. The Certificate of Insurance
must reflect that the above wording is included in evidenced policies.
The certificate will provide 30 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.
6. 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.
7. This Contract consists of the following documents set forth herein; Invitation to Bid #04-213-MA,
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
McDougal,
ATTEST:
Rebecca Garza, City Secretary
APPROVED AS TO FORM:
Don Vandiver, Attorney of Counsel
APPROVED AS TO CO TENT:
Z14ts.�*C�
Victor Kilman, Purchasing Manager
CONTRACTOR
Express Car Care, Inc.
7235 Quaker Avenue
Lubbock, TX 79424
Prepared by Purchasing Department for February 24, 2005 City Council Meeting
Advertised: 12/19/04 & 12/26/04
Prebid: 12/30/04
Closed: 01/13/05
LUBE AND OIL SERVICES - ANNUAL PRICING
Fleet Services
ITB #04-213-MA
Bid Item QTY
U/M DescriptionNendor(s)
Vendor Location
Unit Cost
Total Amount
135
EA Non -Police Sedans
Scott's Complete Car Care*
Lubbock, TX
$17.95
$2,423.25
Lube Zone*
Lubbock, 7X
$18.95
$2,558.25
Woody Tire Company, Inc.*
Lubbock, TX
$19.25
$2,598.75
Rapid Oil Change, Inc.*
Lubbock, TX
$20.95
$2,828.25
Logan's Automotive Full Service*
Lubbock, TX
$20.95
$2,82825
Bolton Oil Company, Ltd.*
Lubbock, TX
$21.99
$2,968.65
Express Car Care, Inc.*
Lubbock, TX
$21.99
$2,968.65
Deltran Auto and Transmission*
Lubbock, TX
$24.75
$3,341.25
2 397
EA Police Sedans
Scott's Complete Car Care*
Lubbock, TX
$17.95
$7,126.15
Lube Zone*
Lubbock, TX
$1 & 95
$7, 523.15
Woody Tire Company, Inc.*
Lubbock, TX
$19.25
$7,642.25
Rapid Oil Change, Inc.*
Lubbock, TX
$20.95
$8,317.15
Logan's Automotive Full Service*
Lubbock, TX
$20.95
$8,317.15
Bolton Oil Company, Ltd.*
Lubbock, TX
$21.99
$8,730.03
Express Car Care, Inc.*
Lubbock, TX
$21.99
$8,730.03
Deltran Auto and Transmission*
Lubbock, TX
$24.75
$9, 825.75
3 235
EA 1/2 Ton Pickups & SUV's
Scott's Complete Car Care*
Lubbock, TX
$17.95
$4,218.25
Lube Zone*
Lubbock, TX
$18.95
$4,453.25
Woody Tire Company, Inc.*
Lubbock, TX
$19.25
$4,523.75
Rapid Oil Change, Inc.*
Lubbock, TX
$20.95
$4,923.25
Logan's Automotive Full Service*
Lubbock, TX
$21.95
$5,158.25
Bolton Oil Company, Ltd.*
Lubbock, TX
$21.99
$5,167.65
Express Car Care, Inc.*
Lubbock, TX
$21.99
$5,167.65
Deltran Auto and Transmission*
Lubbock, TX
$25.75
$6,051.25
4 77
EA 3/4 Ton Pickups & SUV's
Scott's Complete Car Care*
Lubbock, TX
$17.95
$1,382.15
Lube Zone*
Lubbock, TX
$18.95
$1,459.15
Woody Tire Company, Inc.*
Lubbock, TX
$19.25
$1,482.25
Rapid Oil Change, Inc.*
Lubbock, TX
$20.95
$1,613.15
Logan's Automotive Full Service*
Lubbock, TX
$21.95
$1,690.15
Bolton Oil Company, Ltd.*
Lubbock, TX
$21.99
$1,693.23
Express Car Care, Inc.*
Lubbock, TX
$21.99
$1,693.23
Deltran Auto and Transmission*
Lubbock, TX
$25.75
$1, 982.75
5 112
EA 1 Ton Pickups & SUV's
Scott's Complete Car Care*
Lubbock, TX
$17.95
$2,010.40
Lube Zone*
Lubbock, TX
$18.95
$2,122.40
Woody Tire Company, Inc.*
Lubbock, TX
$19,25
$2,156.00
Rapid Oil Change, Inc.*
Lubbock, TX
$20.95
$2,346.40
Logan's Automotive Full Service*
Lubbock, TX
$21.95
$2,458.40
Bolton Oil Company, Ltd.*
Lubbock, TX
$21.99
$2,462.88
Express Car Care, Inc.*
Lubbock, TX
$21.99
$2,462.88
Deltran Auto and Transmission*
Lubbock, TX
$25.75
$Z884.00
6 63
EA Vans (All Sizes)
Scott's Complete Car Care*
Lubbock,TX
$17.95
$1,130.85
Lube Zone*
Lubbock, TX
$16.95
$1,193.85
Woody Tire Company, Inc.*
Lubbock, TX
$19.25
$1,212.75
Rapid Oil Change, Inc.*
Lubbock, TX
$20.95
$1,319.85
Logan's Automotive Full Service*
Lubbock, TX
$21.95
$1,382.85
Bolton Oil Company, Ltd.*
Lubbock, TX
$21.99
$1,385.37
Express Car Care, Inc.*
Lubbock, TX
$21.99
$1,385.37
Deltran Auto and Transmission*
Lubbock, TX
$28.50
$1, 795.50
Page 1 of 3
Prepared by Purchasing Department for February 24, 2005 City Council Meeting
Advertised: 12/19/04 & 12/26/04
Prebid: 12/30/04
Closed: 01/13105
LUBE AND OIL SERVICES - ANNUAL PRICING
Fleet Services
ITB #04-213-MA
Bid Item QTY U/M Description/Vendor(s)
Vendor Location
Unit Cost
Total Amount
ption 5 10 it i ter
Lube Zone'
Lubbock, TX
$8.00
$800.00
Deltran Auto and Transmission'
Lubbock, TX
$9.95
$995.00
Rapid Oil Change, Inc.'
Lubbock, TX
$11.50
$1,150.00
Woody Tire Company, Inc.'
Lubbock, TX
$12.00
$1,200.00
Scott's Complete Car Care'
Lubbock, TX
$12.99
$1,299.00
Express Car Care, Inc.'
Lubbock, TX
$16.99
$1,699.00
Bolton Oil Company, Ltd.'
Lubbock, TX
$26.99
$2,699.00
Logan's Automotive Full Service'
Lubbock, TX
$30.00
$3,000.00
All or None, Items 1-8
Scotts Complete Car Care"
Lubbock, TX
$20,074.05
Lube Zone"
Lubbock, TX
$20,360.05
Woody Tire Company, Inc."
Lubbock, TX
$21,040.75
Rapid Oil Change, Inc.*
Lubbock, TX
$22,673.06
Logan's Automotive Full Service"
Lubbock, TX
$23,310.05
Express Car Care, Inc'
Lubbock, TX
$23,907.81
Bolton Oil Company, Ltd.'
Lubbock, TX
$23,907.81
Deltran Auto and Transmission'
Lubbock, TX
$26,978.00
Bid Withdrawn:
All Tune and Lube
This bidder has agreed to sell this item to other governmental entities that have cooperative
purchasing agreements with the City of Lubbock.
Page 3 of 3
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
BID FORM
Lube and Oil Services - Annual Pricing
CiTY OF LUBBOCK, TEXAS
ITB #04-213-MA
In compliance with the Invitation to Bid #04-213-MA, 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 #04-213-MA is by reference incorporated in this contract. The Bid Form must be completed in blue or
buck 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
CITY
UNIT
VEHICLE TYPE
COST PER UNIT
1.
135
Each
Non -Police Sedans
$ 12A951
2.
397
Each
Police Sedans
$
w
3.
235
Each
1i Ton Pickups It SUV's
$ A
4.
77
Each
Y4 Ton Pickups Et SUV's
$
5.
112
Each
1 Ton Pickups Et SUV's
$
6.
63
Each
Vans (all sizes)
$ A
7.
500
Quart
Oil. Bidder to list price for each additional quart of oil (beyond 5
quarts)
$
a-�Q
8.
50
Each
Additional cost for diesel engine oil filter
$ Q t
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
Indicate the number of days from award of contract that you would be ready to start-up rations:
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 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 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 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 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, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth.
YES 'C NO
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
City Of Lubbock
Oil And Lube Service
Light Duty Vehicle 1 Ton And Less
Budget Year 2004-2005
GENERAL DESCRIPTION AND REQJIREMENTS
Description:
It is the intent of the City of Lubbock to seek competitive proposals for Lube, Oil, and Filter services for light
automotive vehicles having a Gross Vehicle weight (GVW) of one ton or less. The proposal 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 @ $ o`�.�Jd 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.
h. Check and top off windshield washer fluid level.
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
City of Lubbock Fleet (approximated numbers)
Item
Qty
Unit
Vehicle Type
1.
135
Each
Non -Police Sedans
2.
397
Each
Police Sedans
3.
235
Each
'fi TON PICKUPS AND SUVS
4.
77
Each
Y4 TON PICKUPS AND SUVS
5.
112
Each
1 TON PICKUP AND SUVS
6.
63
Each
VANS ALL SIZES .
7.
500
Quart
OIL VENDOR TO LIST PRICE OF OIL PER QUART BEYOND 5 QUARTS
8.
50
Each
ADDITIONAL COST FOR DIESEL OIL FILTER
Optional services:
100
Each
TRANSMISSION FILTER MEETING OEM REQUIREMENTS
700
Quart
TRANSMISSION FLUID MEETING OEM REQUIREMENTS
100
Each
TRANSMISSION OIL PAN GASKET WHEN NEEDED
200
Each
WIPER BLADES REPLACEMENT
100
Each
AIR FILTER REPLACEMENT
04-213-MA.doc
!TB#04-213-MA, 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.
J�A, i
ntra r (Signature) Contractor (Print
CONTRACTOR'S NAME: p, r.,gr.
-
(Print or Type)
CONTRACTOR'S ADDRESS: ,9-
23az 92-d v0q�
Name of Agent/Broker:
Address of Agent/Broker: 4'---gsz asA %Z04�Pya,4 S'�ic o"xoG
City/State/Zip: G� , �.�' -�;p 4 ' 7 5e
Agent/Broker Telephone Number: 22.s=S2-Z4
Date: / 7--d5-�
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.
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services - Annual Pricing
Lube and Oil Services -Annual Pricing
CITY OF LUBBOCK, TEXAS
ITB #04-213-MA
IV. Contract Specifications
1. Scope and Intent: The City of Lubbock seeks bids for a one-year contract (with four additional one-year
extension options), to provide full -service lubrication and oil services for the City of Lubbock, servicing
approximately 135 non -police sedans, 397 police sedans, 424 pickups and SLIV's, and 63 vans throughout
each calendar year.
2. Multiple Awards: In order to assure adequate coverage for remote locations throughout the City, the City
may make multiple awards, selecting multiple vendors to provide the services desired, if multiple awards are
in the best interest of the City. Cost and location will be used in making this determination. A decision to
make a multiple award of this Bid, however, is an option reserved by the City, based on the needs of the
City.
3. Responsible Bidder Criteria: The City shall consider only responsible Bidders. Responsible Bidders are
those that have, in the sole judgment of the City, the financial ability, experience, resources, skills,
capability, reliability and business integrity necessary to perform the requirements of the contract. The City
may also consider references and financial stability in determining a responsible Bidder. No contract will be
awarded to a Bidder if any owner of any Bidder has been convicted within the past ten years of a crime that
impugns honesty or integrity, or if the Bidder has unsatisfied tax or judgment liens.
4. Contract Term: The period of this contract shall be for a period of one year from its effective date, and
thereafter from year to year for four additional years, provided, however, that either party may at any time
during the life of this contract, or any extension thereof, terminate this contract by giving thirty (30) days
notice in writing to the other party of its intention to cancel. Prices shall remain firm for the first twelve
month period of the contract unless an exception is stated in the bid.
5. Interlocal Purchasing: It is also the intent of this bid document to make available to other local government
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 shall indicate on the Bid form in the space provided below if he will honor Political
Subdivision orders in accordance with contract terms and conditions, in addition to orders from the City of
Lubbock.
Yes 0 No
6. Price Increases: If an exception is stated in the Bid and prices are not firm for the first twelve month period
of the contract and any renewals thereof, any price increase requests must be in writing and approved by
the City Purchasing Manager. Vendors shall be allowed to adjust prices, provided proof of manufacturer's
price increase can be furnished to the City. If approved, the price increase shall take effect thirty (30) days
after notification was received by the City.
7. Price Decreases: During the contract period and any renewals thereof, any price declines at manufacturer's
level shall be reflected in a reduction of the contract price to the City, retroactive to the date they were
effective to the vendor.
8. Other City Departments/Like Items Added: At any time during the term of this contract, or any extension
thereof, other City departments may be served under these same terms and conditions. Additional like
items may be added at the request of the Purchasing Manager.
04-213-MA-doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
CITY OF LUBBOCK
NON -COLLUSION AFFIDAVIT
STATE OF TEXAS
ss
LUBBOCK COUNTY
-j_ !M L�qi /' 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.
GCXP/'�SS' err' �A✓'� C .
NAME OF FIRM
Subscribed and sworn to before me this day of , 2005
/)/j,// /w -J/"/ � &Z� y
Notary Pubtfc in and for the St e
of Texas residing at
ASHLEY GUILLORY
Nobly PAk Sw of Toads
My Canxds m EVhm 11.2-2008
NOTE: THIS FORM MUST BE COMPLETED AND INCLUDED IN WITH THE BID/PROPOSAL
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
SUBMIT TO:
CITY OF LUBBOCK
CITY OF LUBBOCK TEXAS
PURCHASING DEPARTMENTift
1625 13TH STREET, RM L04
LUBBOCK, TX79401-3830
AN EQUAL
OPPORTUNITY
INVITATION TO BID
CONTACT PERSON:
Marta Alvarez, Senior Buyer
EMPLOYER
#04- 213 -MA
TEL: 806.775.2167
FAX: 806.775.2164
http://purchasing.ci.tubbock.tx.us
TITLE:
SUBMITTAL DEADLINE:
Lube and Oil Services - Annual Pricing
January 13, 2005, 3:00 p.m. CST
PRE BID DATE, TIME AND LOCATION: December 30, 2004 at 11:00 a. M.
Any bids received after the time and date fisted above,
206 Municipal Drive, City of Lubbock Garage Conference Room,
regardless of the mode of delivery, shall be returned
unopened.
Lubbock, Texas.
RESPONDENT NAME:
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE
CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS.
MAILING ADDRESS:
IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE
"STATEMENT OF NO BID".
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
TELEPHONE NO:
BE IN THE BEST INTEREST OF THE CITY.
IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS REQUEST PERMITS
COMPETITIVE BIDS. IT IS THE BIDDER'S RESPONSIBILITY TO ADVISE THE CITY OF
FAX NO:
LUBBOCK PURCHASING MANAGER IF ANY LANGUAGE, REQUIREMENTS, ETC., OR ANY
COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS
STATED IN THIS ITB TO A SINGLE SOURCE. SUCH NOTIFICATION MUST BE SUBMITTED IN
E-MAIL:
WRITING AND MUST BE RECEIVED BY THE PURCHASING MANAGER NO LATER THAN FIVE
(5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE.
FEDERAL TAX ID NO. OR SOCIAL SECURITY NO.
THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON ANY ADDENDA POSTED ON RFPDEPOT.COM
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 taws 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 Signature
Title
Print/Type Name Date
THIS FORM MUST BE COMPLETED AND RETURNED WiTH YOUR RESPONSE.
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
• If you (the bidder) checked YES, the following wilt apply:
• Governmental entities utilizing Intertocal 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
corporation organized under the laws of the
State of or a partnership consisting of or an individual
trading as of the City of
Firm:
Address:
City: State: Zip
M/WBE Firm: woman Black American Native American
Hispanic American Asian Pacific American Other (Specify)
By Date:
Authorized Representative - must sign by hand
Officer Name and
Please Print
Business Telephone Number F.
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND
YOUR COMPANY NAME AND ADDRESS.
04-213-MA.doc
IT13#04-213-MA, Lube & Oil Services — Annual Pricing
2.3 The City of Lubbock does not discriminate against person with disabilities. City of Lubbock
pre -bid meetings are available to all persons regardless of disability. If you would like
information made available in a more accessible format or if you desire assistance, please
contact the City of Lubbock ADA Coordinator, 1625 13th Street, (806)775-2018 at least forty-
eight (48) hours in advance of the conference.
3 CLARIFICATION OF REQUIREMENTS
3.1 It is the intent and purpose of the City of Lubbock that this 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, inadvertently restricts or limits
the requirements stated in this ITB to a single source. Such notification must be submitted in
writing and must be received by the Purchasing Manager no later than five (5) business days
prior to the bid closing date. A review of such notifications will be made.
3.2 ALL REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION CONCERNING THIS
INVITATION TO BID (ITB) MUST BE SUBMITTED IN WRITING NO LATER THAN FIVE (5)
BUSINESS DAYS PRIOR TO THE BID CLOSING DATE AND ADDRESSED TO:
Marta Alvarez, Senior Buyer
City of Lubbock
1625 13th Street
Lubbock, Texas 79401
Fax: (806) 775-2164
RFPDepot: http://www.RFPdepot.com
4 ADDENDA Ft MODIFICATIONS
4.1 Any changes, additions, or clarifications to the ITB are made by ADDENDA information
available over the Internet at http://www.RFPdepot.com. We strongly suggest that you
check for any addenda a minimum of forty-eight hours in advance of the response
deadline. BUSINESSES WITHOUT INTERNET ACCESS may use computers available at most
public libraries.
4.2 Any offeror in doubt as to the true meaning of any part of the ITB or other documents may
request an interpretation thereof from the Purchasing Department. At the request of the
offeror, or in the event the Purchasing Department deems the interpretation to be
substantive, the interpretation will be made by written addenda issued by the Purchasing
Department. Such addenda issued by the Purchasing Department will be available over the
Internet at htti)://www.RFPdepot.com and will become part of the proposal package having
the same binding effect as provisions of the original ITB. No verbal explanations or
interpretations will be binding. In order to have a request for interpretation considered, the
request must be submitted in writing and must be received by the City of Lubbock.
4.3 All addenda, amendments, and interpretations of this solicitation shall be in writing. The City
of Lubbock shall not be legally bound by any amendment or interpretation that is not in
writing. Only information supplied by the City in writing or in this ITB should be used in
preparing bid responses. All contacts that a bidder may have had before or after receipt of
this ITB with any individuals, employees, or representatives of the City and any information
that may have been read in any news media or seen or heard in any communication facility
regarding this bid should be disregarded in preparing responses.
4.4 The City does not assume responsibility for the receipt of any addendum sent to bidders.
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
7 BID PREPARATION COSTS
7.1 Issuance of this ITB does not commit the City of Lubbock, in any way, to pay any costs
incurred in the preparation and submission of a bid. Also, should a bidder bid an alternate,
any test costs to prove equality of product will be at the expense of the bidder, not the City
of Lubbock.
7.2 The issuance of this ITB does not obligate the City of Lubbock to enter into contract for any
services or equipment.
7.3 All costs related to the preparation and submission of a bid shall be paid by the bidder.
8 TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC INFORMATION ACT
8.1 If you consider any portion of your bid to be privileged or confidential by statute or judicial
decision, including trade secrets and commercial or financial information, clearly identify
those portions.
8.2 The City of Lubbock will honor your notations of trade secrets and confidential information
and decline to release such information initially, but please note that the final determination
of whether a particular portion of your bid is in fact a trade secret or commercial or financial
information that may be withheld from public inspection will be made by the Texas Attorney
General or a court of competent jurisdiction. In the event a public information request is
received for a portion of your bid that you have marked as being confidential information, you
will be notified of such request and you will be required to justify your legal position in
writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code.
In the event that it is determined by opinion or order of the Texas Attorney General or a court
of competent jurisdiction that such information is in fact not privileged and confidential
under Section 552.110 of the Government Code and Section 252.049 of the Local Government
Code, then such information will be made available to the requester.
8.3 Marking your entire bid CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas
Open Records Act.
9 LICENSES, PERMITS, TAXES
9.1 The price or prices for the work shall include full compensation for all taxes, permits, etc.
that the bidder is or may be required to pay.
10 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) REQUIREMENTS
10.1 The City of Lubbock hereby notifies all bidders that in regard to any contract entered into
pursuant to this ITB, Historically Underutilized Businesses (HUB's) will be afforded equal
opportunities to submit bids and will not be discriminated against on the grounds of race,
color, sex, disability, or national origin in consideration of an award.
10.2 A HUB is defined as a small business concern which is at least 51% owned and controlled by
one or more socially and economically disadvantaged individuals, or in the case of any
publicly owned business, at least 51% of the stock of which is owned by one ore more socially
and economically disadvantaged individuals. Socially and economically disadvantaged include
Women, Black Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans,
and Asian -Indian Americans.
11 CONFLICT OF INTEREST
11.1 The bidder shall not offer or accept gifts or anything of value nor enter into any business
arrangement with any employee, official or agent of the City of Lubbock.
11.2 By signing and executing this bid, the bidder certifies and represents to the City the bidder
has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value
04-213-AMA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
GOODS OR SERVICES, UNLESS SPECIFICALLY SANCTIONED BY THE REQUIREMENTS OF THIS
INVITATION TO BID.
13.7 Responsible Bidder Criteria: The City shall consider only responsible Bidders. Responsible
Bidders are those that have, in the sole judgment of the City, the financial ability,
experience, resources, skills, capability, reliability and business integrity necessary to
perform the requirements of the contract. The City may also consider references and
financial stability in determining a responsible Bidder.
13.8 In order to assure adequate coverage for remote locations throughout the City, the City may
make multiple awards, selecting multiple vendors to provide the services desired, if
multiple awards are in the best interest of the City. Cost and location will be used in making
this determination. A decision to make a multiple award of this Bid, however, is an option
reserved by the City, based on the needs of the City.
14 EQUAL EMPLOYMENT OPPORTUNITY
14.1 Bidder agrees that it will not discriminate in hiring, promotion, treatment, or other terms and
conditions of employment based on race, sex, national origin, age, disability, or in any way
violative of Title VII of 1964 Civil Rights Act and amendments, except as permitted by said
laws.
15 SPECIFICATIONS
15.1 Any catalog, brand name or manufacturer's reference in the specifications is descriptive and
NOT restrictive, and is used to indicate type and quality level desired. Bids on brands of like
nature and quality may be considered unless specifically excluded.
15.2 If bidding on other than reference or specifications, bid must show manufacturer, brand,
trade name, catalog and/or lot number, etc., on article offered and certify article offered is
equivalent to specifications. If other than specified brand of items are offered,
specifications, catalog sheets, illustrations and complete descriptive literature must be
submitted with bid.
15.3 Bidders taking exception to any part or section of the specifications shalt indicate such
exceptions on the specifications. Failure to indicate any exception will be interpreted as the
bidder's intent to comply fully with the requirements as written. Conditional or qualified
bids, unless specifically allowed, shall be subject to rejection in whole or in part.
15.4 Minor deviations from written specifications shall not necessarily disqualify a vendor's bid.
The City of Lubbock specification committee will be the sole determiner of what constitutes a
minor deviation. The City has the right to waive minor defects or variations of a bid from the
exact requirements of the specifications that do not affect the price, quality, quantity,
delivery, or performance time of services being procured.
15.5 The City may deem it necessary to specify Approved Brands after conclusive testing, prior
usage or standardization. The City may test any sample(s), supplied free of charge, to qualify
for the Approved Brand list. Each sample must be marked with bidder's name and address. At
bidder's request and expense, the sample(s) not destroyed or used in examinations and testing
will be returned.
15.6 When specifications call for samples to be submitted, samples must be delivered by the
bidder, at bidder's expense, to the Purchasing Manager no less than seven days prior to the
opening of bids. Each sample must be clearly tagged to show bidder's name and address, item
number, and the name of the item being substituted. The name of the manufacturer and
brand name, technical data, intended use, and other pertinent data for product evaluation
must accompany each sample.
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
expressly understands and agrees that any bond required by the contract, or otherwise
provided by Contractor, shall in no way limit the responsibility to indemnify, keep and save
harmless and defend the City as herein provided.
19 UTILIZATION OF LOCAL BUSINESS RESOURCES
The City desires, as much as practicable, to stimulate growth in all sectors of the local business
community. Bidders are strongly encouraged to explore and implement methods for the utilization of
local resources.
20 PROTEST
20.1 All protests regarding the bid solicitation process must be submitted in writing to the City
Purchasing Manager within five (5) business days following the opening of bids. This includes
all protests relating to advertising of bid notices, deadlines, bid opening, and all other related
procedures under the Local Government Code, as well as any protest relating to alleged
improprieties with the bidding process.
This limitation does not include protests relating to staff recommendations as to award of this
bid. Protests relating to staff recommendations may be directed to the City Council by
contacting the Executive Assistant to the City Council.
All staff recommendations will be made available for public review prior to consideration by
the City Council as allowed by law.
20.2 FAILURE TO PROTEST WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY
PROTEST.
The City of Lubbock is aware of the time and effort you expend in preparing and submitting bids to the City.
Please let us know of any bid requirement causing you difficulty in responding to our Invitation to Bid. We
want to facilitate your participation so that all responsible vendors can compete for the City's business.
Awards should be made approximately two to six weeks after the opening date. If you have any questions,
please contact the City of Lubbock Purchasing Manager at (806) 775-2165.
04-213-MA.doc
iTB#04-213-MA, Lube & Oil Services — Annual Pricing
through policy endorsement must include wording which states that the policy shall be primary and
non-contributing with respect to any insurance carried by contractor. The Certificate of Insurance
must reflect that the above wording is included in evidenced policies.
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees, and
elected representatives for injuries, including death, property damage, or any other loss to the extent
same may be covered by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care together
with the indemnification provision, shall be underwritten by contractual liability coverage sufficient
to include such obligations within applicable policies.
f. All copies of the Certificates of Insurance shall reference the project name or bid number for which
the insurance is being supplied.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices not less
than 30 days prior the change, which notice must be accompanied by a replacement CERTIFICATE OF
INSURANCE.
All notices shall be given to the City at the following address:
Victor Kilman - Purchasing Manager
City of Lubbock
1625 13`h Street, Room L04
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by the
Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents as set
forth in the contract documents. Neither shalt the bankruptcy, insolvency, or denial of liability by the
insurance company exonerate the Contractor from liability.
04.213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
III. GENERAL CONDITIONS
**** PLEASE READ CAREFULLY ****
These General Conditions apply to all bids and become a part of the terms and conditions of any bid
submitted. The City shall mean the City of Lubbock.
Requirements Contract: During the period of the contract, the Contractor shall provide all the services
described in the contract. The Contractor understands and agrees that this is a requirements contract
and that the City shall have no obligation to the Contractor if no services are required. Any quantities
that are included in the scope of work reflect the current expectations of the City for the period of the
contract. The amount is only an estimate and the Contractor understands and agrees that the City is
under no obligation to the Contractor to buy any amount of the services as a result of having provided this
estimate or of having any typical or measurable requirement in the past. The Contractor further
understands and agrees that the City may require services in an amount less than or in excess of the
estimated annual contract amount and that the quantity actually used, whether in excess of the estimate
or less than the estimate, shall not give rise to any claim for compensation other than the total of the
unit prices in the contract for the quantity actually used. In making its bid hereunder, the Contractor
expressly recognizes the rights of the City provided herein, and further recognizes that the Contractor
shall have no claims against the City for anticipated profits for the quantities called for, diminished or
deleted.
2 Nonappropriation: All funds for payment by the City under this contract are subject to the availability of
an annual appropriation for this purpose by the City. In the event of nonappropriation of funds by the
City Council of the City of Lubbock for the goods or services provided under the contract, the City will
terminate the contract, without termination charge or other liability, on the last day of the then -current
fiscal year or when the appropriation made for the then -current year for the goods or services covered by
this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the
continuance of this contract, cancellation shall be accepted by the Seller on thirty (30) days prior written
notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this
contract beyond the date of termination.
Invoices: Contractor shall submit separate invoices, in duplicate, on each purchase order or purchase
release after each delivery. Invoices shall indicate the purchase order or purchase release number and
the supply agreement number if applicable. Invoices shall be itemized and transportation charges, if any,
shall be listed separately. A copy of the bill of lading, and the freight waybill when applicable, shall be
attached to the invoice. Mail to Accounts Payable, City of Lubbock, P.O. Box 2000, Lubbock, Texas
79457. Payment shall not be due unless and until the Contractor shall not be in default under the terms
of the contract, and until the above instruments are submitted after delivery. CITY MAY MAKE PAYMENTS
FOR PURCHASES UNDER THIS CONTRACT USING THE CITY'S MASTERCARD PURCHASING CARD (PCARD). THE
SELLER AGREES TO ACCEPT PCARD PAYMENTS WITHOUT ANY ADDITIONS OR SURCHARGES.
4 No Warranty By The City Against Infringements: As part of the contract for sate, Contractor agrees to
ascertain whether goods manufactured in accordance with the specifications attached to the contract will
give rise to the rightful claim of any third person by way of infringement of the like. The City makes no
warranty that the production of goods according to the specification will not give rise to such a claim, and
in no event shall The City be liable to Contractor for indemnification in the event that Contractor is sued
on the grounds of infringement or the like. If Contractor is of the opinion that an infringement or the like
will result, he will notify the City to this effect in writing within two weeks after the signing of the
contract. If the City does not receive notice and is subsequently held liable for the infringement or the
like, Contractor will save The City harmless. If Contractor in good faith ascertains the production of the
goods in accordance with the specifications will result in infringement or the like, the contract shalt be
null and void.
5 Material Safety Data Sheets: Contractor shall provide Material Safety Data Sheets (MSDS) for all chemicals
to comply with provisions of the Texas Hazard Communication Act, Title 6, Subchapter D, Chapter 502,
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
Lube and Oil Services -Annual Pricing
CITY OF LUBBOCK, TEXAS
ITB #04-213-MA
IV. Contract Specifications
1. Scope and Intent: The City of Lubbock seeks bids for a one-year contract (with four additional one-year
extension options), to provide full -service lubrication and oil services for the City of Lubbock, servicing
approximately 135 non -police sedans, 397 police sedans, 424 pickups and SUV's, and 63 vans throughout
each calendar year.
2. Multiple Awards: In order to assure adequate coverage for remote locations throughout the City, the City may
make multiple awards, selecting multiple vendors to provide the services desired, if multiple awards are in the
best interest of the City. Cost and location will be used in making this determination. A decision to make a
multiple award of this Bid, however, is an option reserved by the City, based on the needs of the City.
Responsible Bidder Criteria: The City shall consider only responsible Bidders. Responsible Bidders are those
that have, in the sole judgment of the City, the financial ability, experience, resources, skills, capability,
reliability and business integrity necessary to perform the requirements of the contract. The City may also
consider references and financial stability in determining a responsible Bidder. No contract will be awarded to
a Bidder if any owner of any Bidder has been convicted within the past ten years of a crime that impugns
honesty or integrity, or if the Bidder has unsatisfied tax or judgment liens.
4. Contract Term: The period of this contract shall be for a period of one year from its effective date, and
thereafter from year to year for four additional years, provided, however, that either party may at any time
during the life of this contract, or any extension thereof, terminate this contract by giving thirty (30) days notice
in writing to the other party of its intention to cancel. Prices shall remain firm for the first twelve month period
of the contract unless an exception is stated in the bid.
5. Interlocal Purchasing: It is also the intent of this bid document to make available to other local government
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
shall indicate on the Bid form in the space provided below if he will honor Political Subdivision orders in
accordance with contract terms and conditions, in addition to orders from the City of Lubbock.
0 Yes 0 No
6. Price Increases: If an exception is stated in the Bid and prices are not firm for the first twelve month period of
the contract and any renewals thereof, any price increase requests must be in writing and approved by the City
Purchasing Manager. Vendors shall be allowed to adjust prices, provided proof of manufacturer's price increase
can be furnished to the City. If approved, the price increase shall take effect thirty (30) days after notification
was received by the City.
7. Price Decreases: During the contract period and any renewals thereof, any price declines at manufacturer's
level shall be reflected in a reduction of the contract price to the City, retroactive to the date they were effective
to the vendor.
8. Other City Departments/Like Items Added: At any time during the term of this contract, or any extension
thereof, other City departments may be served under these same terms and conditions. Additional like items
may be added at the request of the Purchasing Manager.
04-213•MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
V. CITY OF LUBBOCK, TEXAS
STATEMENT OF NO BID
The City of Lubbock is very conscious and extremely appreciative of the time and effort you expend in
preparing and submitting bids to the city. If you do not intend to bid on this requirement, please complete
and return this form prior to date shown for receipt of bid to: Victor Kilman, Purchasing Manager, City of
Lubbock, P.O. Box 2000, Lubbock, Texas 79457.
We, the undersigned, have declined to bid on your ITB # for the following reason(s):
Specifications too "tight", i.e. geared toward one brand or manufacturer only. (Please explain reason
below)
Specifications unclear. (Please explain below)
Insufficient time to respond to Invitation to Bid.
We do not offer this product/s or equivalent. (if you wish to remain on bidders list for other
commodities and/or services, please state particular product and/or service under which you wish to
be classified.)
Our product schedule would not permit us to perform.
Unable to meet specifications.
Job too large.
Job too small.
Cannot provide required bonding.
Cannot provide required insurance.
Bidding through dealer.
Do not wish to do business with the City of Lubbock. (Please explain below)
Other (Please specify below)
REMARKS:
Company Name:
Address:
City:
Contact Name:
Business Telephone Number
Internet Address:
Company's Internet Web Page URL:
State: Zip
Title:
FAX:
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
CITY OF LUBBOCK
CONTRACT FOR SERVICES
For
Lube and Oil Services -Annual Pricing
Bid No. 04-213-MA
THIS CONTRACT, made and entered into this day of , 2005, pursuant to a
resolution heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and
("Contractor").
WITNESSETH:
WHEREAS, the City of Lubbock duty advertised for bids for 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
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
specifically referred to as Item(s) No. and more particularly descsribed 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. 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 shalt not represent that it is, or 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.
5. 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 wilt be
written on an occurrence basis, subject to the following minimum limits of liability:
Commercial General Liability:
$1,000,000 Annual Aggregate
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
City Of Lubbock
Oil And Lube Service
Light Duty Vehicle 1 Ton And Less
Budget Year 2004-2005
GENERAL DESCRIPTION AND REQIREMENTS
Description:
It is the intent of the City of Lubbock to seek competitive proposals for Lube, Oil, and Filter services for light
automotive vehicles having a Gross Vehicle weight (GVW) of one ton or less. The proposal 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 @ $ 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.
04-213-MA.doc
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
City of Lubbock Fleet (approximated numbers)
Item
Qty
Unit
Vehicle Type
1.
135
Each
Non -Police Sedans
2.
397
Each
Police Sedans
3.
235
Each
'/: TON PICKUPS AND SUVS
4.
77
Each
3/4 TON PICKUPS AND SUVS
5.
112
Each
1 TON PICKUP AND SUVS
6.
63
Each
VANS ALL SIZES
7.
500
Quart
OIL VENDOR TO LIST PRICE OF OIL PER QUART BEYOND 5 QUARTS
8.
50
Each
ADDITIONAL COST FOR DIESEL OIL FILTER
Optional services:
100
Each
TRANSMISSION FILTER MEETING OEM REQUIREMENTS
700
Quart
TRANSMISSION FLUID MEETING OEM REQUIREMENTS
100
Each
TRANSMISSION OIL PAN GASKET WHEN NEEDED
200
Each
WIPER BLADES REPLACEMENT
100
Each
AIR FILTER REPLACEMENT
04.213-MA.doc