HomeMy WebLinkAboutResolution - 2005-R0084 - Letter Of Award - Woody Tire Company - Lube And Oil Services - 02_24_2005Resolution No. 2005-ROO84
February 24, 2005
Item 30
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 — annual pricing, by and between the City of Lubbock and Woody Tire
Company, 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
ATTEST:
Re ecca Garza, City Secretary
APPROVED AS TO CONTENT:
Victor KilnFpp, Purchasing Manager
APPROVED AS TO FORM:
G. Vandiver, Attorney of Counsel
gs/cdocs/Ltr of Award -Woody Tire Co.res
Jan. 14, 2005
day of February ,
MAYOR
Resolution No. 2005-R0084
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 24TH 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 Woody
Tire Company, 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 Item(s) No. i 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.
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 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.
ATTEST:
Rebecca Garza, City Secretary
APPROVED AS TO FORM:
I
Don andiver, EvnqgXF*�/ Attorney of Counsel
APPROVE AS TO CONTENT:
V1
ff
Victor Kilman, Purchasing Manager
r/1AITn Ar rnn
Woody Tire Company, Inc.
1606 50`h Street
Lubbock, TX 79412
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
Description/Vendor(s)
Vendor Location
Unit Cost
Total Amount
Non -Police Sedans
Scott's Complete Car Care*
Lubbock, TX
$17,95
$2,423.25
Luba Zone*
Lubbock, TX
$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
$2,828,25
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
Luba Zone*
Lubbock, TX
$18.95
$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
Luba 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, 7X
$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
Luba 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
Luba Zone*
Lubbock, TX
$18.95
$2,122.40
Woody Tire Company, Inc.*
Lubbock, TX
$1915
$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
$2, 884.00
6 63 EA
Vans (All Sizes)
Scott's Complete Car Care*
Lubbock, TX
$17.95
$1,130.85
Luba Zone*
Lubbock, TX
$18.95
$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: 01/13/05
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
Option 5 100 EA Air Filter
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
Scotts 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
Scott's 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
$22,673.05
Logan's Automotive Full Service
Lubbock, TX
$23,310.06
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
City of Lubbock
PURCHASING DEPARTMENT
ROOM L04, MUNICIPAL BUILDING
162513"" STREET
LUBBOCK, TEXAS 79401
PH:(806)775-2167 FAX: (806)775-2164
http: / /purchasing.d.lubbock.U.us
ADDENDUM # 1
ITB # 04-213-MA
Lube and Oil Services - Annual Pricing
DATE ISSUED: January 6, 2005
CLOSING DATE It Time: January 13, 2005 at 3:00 p.m.
The following items take precedence over specifications for the above named Invitation to Bid
(ITB). Where any item called for in the ITB documents is supplemented here, the original
requirements, not affected by this addendum, shall remain in effect.
Under General Description and Requirements, Optional Services the follow has been revised:
Item# 6 - as been omitted.
Item# 8 - as been changed to read as follows:
8) Pan Drop Transmission Service
Gasket replacement: include the cost of the gasket $ S2°
Cost of the Fluid $ Iq 70
Cost of Labor $ ap a'
Item# 10 has been changed to read as follows:
10) Air Filter (Average cost of filters for the vehicles listed) I Is ►aq0
Y2 Sedans, ton trucks, 1 ton trucks and diesel engines.
All requests for additional information or clarification must be submitted in writing and
directed to:
Marta Alvarez, Senior Buyer, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457
Questions may be faxed to (806) 775-3338 or Email to malvarez@mylubbock.us
THANK YOU,
CITY OF LUBBOCK
Marta Alvarez
Senior Buyer
It is the intent and purpose of the City of Lubbock that this request permits competitive bids.
It shall be the bidder's resoonsibility to advise the Citv of Lubbock Purchasine Manager if anv
laneuaee. reauirements, etc., or anv 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 close date. A review of such notifications will be made.
ITB#04-213-MA, Lube & Oil Services - Annual Pricing
• If you (the bidder) checked YES, the following will 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 wilt 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 wilt order their own materials/service as needed.
► T
THIS BID IS SUBMITTED BY a corporation organized under the laws of the
State of or a partnership consisting of or an individual
trading as -�- of the City of
Firm: "0 . � / 1 r � COS noc,-
4
Address:�r/o�� .,0 I<
City: LIA 116C,14- Stater zip % 9
M/WBE Firm: Woman Black American Native American
Hispanic American Asian Pacific American Other S eci )
" /_? - ;4C)�
— / / Authorized Representative • must sign by hand
Officer Name and Title:_ _ _LJ (sJ,. Pere S -'j,'✓.-
dF Please Print
Business Telephone Number ���CD 2y % - yscr(0 FAX: k([- - 24V1--11— DSO 7
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
ITB#04-213-MA, Lube & Oil Services — Annual Pricing
i. Clean windshield and all windows.
k. Check and adjust tire pressures to requirements as marked on the tire.
Check the following items and advise the operator of any requirements. The operator shall be required to
take the vehicle to their "Authorized Service Vendor" 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 Y
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 Services 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
Transmission Service: including transmission filter and up to seven quarts of
7p
transmission
fluid meeting O.E.M requirements.
$� 1
6
Transmission oil pan gasket when needed
$,j00
.
7
Transmission Flush
$ V
8)
Gasket replacement: include the cost of the gasket
$ SSO
Cost of the Fluid
$ / It °O
Cost of Labor
$ Q °p
9)
Wiper Blade Replacement (each)
$ L/44'
Set 2
$ °°
10
Air Filter
$
The City of Lubbock reserves the right to accept or reject any or all of the bid
proposals.
04.213-MA.doc
ITB#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.
/'-) n
"g;-
Contract (Signature) Contractor (Print)
CONTRACTOR'S NAME: / t
(Print olf Type)
CONTRACTOR'S ADDRESS: 14DQ6 ) 14
'kz6e'1 Ty
Name of Agent/Broker:
Address of Agent/Broker
City/State/Zip: QUe-r/0'QUI Aq"/ - , /e-S
Agent/Broker Telephone Number:
Date: /- IR-
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
9. Standard Warranty: Any materials and labor provided, shall carry standard warranty coverage furnished by
the trade in general.
10. OSHANVISHA: The Contractor agrees to comply with the conditions of the Federal Occupational Safety
and Health Act of 1970, the Texas Industrial Safety and Health Act of 1970, and the standards and
regulations issued thereunder, and certifies that all items furnished and purchased under the order will
conform to and comply with said standards and regulations. Contractor further agrees to indemnify and hold
harmless Purchaser from damages assessed against Purchaser as a result of Contractor's failure to comply
with the Acts and the standards issued thereunder and for the failure of the items furnished under this order
to so comply.
11. Hazardous Chemicals: The City of Lubbock requires each shipment of hazardous chemicals to be
accompanied by a material safety data sheet.
12. Payments/Invoicing: To ensure prompt payment, each invoice should cite purchase order number, bid
number, description of item purchased, unit and total price, discount terms and include the vendor's name
and return remittance address. Vendor is to submit properly completed invoice(s) to the address listed
below:
City of Lubbock
Accounts Payable
P.O. Box 2000
Lubbock, TX 79457
15. Drug and Alcohol Testing Program: Vendor shall have a Drug and Alcohol Testing Program in place.
a. Explain how you plan to meet requirements for driver testing and safety sensitive employees.
Include plan for the pre -employment, probable cause, post -accident, and random testing.
b. List name of certified laboratory used for testing and chain of custody procedures.
C. Attach a copy of your company's Drug Free Work Place Policy.
16. Late Bids and Modifications: Any modification or late submittal received after the time of opening will not be
accepted.
17. Examination of Bid Request and Contract Documents: The submission of a bid shall constitute an
acknowledgment upon which the City of Lubbock may rely that the Bidder has thoroughly examined and is
familiar with the requirements and contract documents, and reviewed and inspected all applicable statutes,
regulations, ordinances, and resolutions dealing with or related to the work and services to be provided.
Failure or neglect of a submitter to examine such documents, work site(s), statues, regulations, ordinances
or resolutions, shall in no way relieve the submitted from any obligations with respect to the offer or to the
contract. No claim for additional compensation will be allowed which is based upon a lack of knowledge of
the same. A signed purchase order or contract furnished to the successful offer results in a binding contract
without further action by either party.
18. Offer Price: The offer price shall include everything necessary for the execution and completion of the
contract; including, but not limited to, furnishing all materials, equipment, tools and other facilities, and all
management, superintendent's, labor and service, except as may be provided otherwise in the contract
documents. In the event of a discrepancy between the unit price and the total price, the unit price will
govern and the total price will be adjusted accordingly.
04.213-MA.doc
City of Lubbock
PURCHASING DEPARTMENT
ROOM L04, MUNICIPAL BUILDING
1625 13h' STREET
LUBBOCK, TEXAS 79401
PH: (806)775-2167 FAX:(806)775-2164
http://purchasing.ci.lubbock.tx.us
ITB #04-213-MA, Addendum #1
ADDENDUM # 1
ITB # 04-213-MA
Lube and Oil Services - Annual Pricing
DATE ISSUED: January 6, 2005
CLOSING DATE Et Time: January 13, 2005 at 3:00 p.m.
The following items take precedence over specifications for the above named Invitation to Bid (ITB).
Where any item called for in the ITB documents is supplemented here, the original requirements, not
affected by this addendum, shall remain in effect.
Under General Description and Requirements, Optional Services the follow has been revised:
Item# 6 - as been omitted.
Item# 8 - as been changed to read as follows:
8) Pan Drop Transmission Service
Gasket replacement: include the cost of the gasket $
Cost of the Fluid $
Cost of Labor $
Item# 10 has been changed to read as follows:
10) Air Filter (Average cost of filters for the vehicles listed) $
Sedans,'/z ton trucks, 1ton trucks and diesel engines.
All requests for additional information or clarification must be submitted in writing and directed to:
Marta Alvarez, Senior Buyer, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457
Questions may be faxed to (806) 775-3338 or Email to malvarez@mylubbock.us
THANK YOU,
CITY OF LUBBOCK
Marta Alvarez
Senior Buyer
It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It shall
be the bidder's responsibility to advise the City of Lubbock Purchasing Manager if anv language.
requirements. etc., or anv combinations thereof, inadvertently restricts or limits the reauirements
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 close date. A
review of such notifications will be made.
04-213-MAAddend.doc
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
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.
135
Each
Non -Police Sedans
$
2.
397
Each
Police Sedans
$
3.
235
Each
1i Ton Pickups Ft SUV's
$
4.
77
Each
3/4 Ton Pickups Ft SUV's
$
5.
112
Each
1 Ton Pickups If SUV's
$
6.
63
Each
Vans (all sizes)
$
7.
500
Quart
Oil. Bidder to list price for each additional quart of oil (beyond 5
quarts)
$
8.
50
Each
Additional cost for diesel engine oil filter
$
OPTIONAL SERVICES:
100
Each
Transmission filter meeting O.E.M requirements
700
1 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 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 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 NO
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Lube and Oil Services -Annual Pricing
CITY OF LUBBOCK, TEXAS
ITB #04-213-MA
THE CITY OF LUBBOCK APPRECIATES YOUR TIME AND EFFORT IN PREPARING YOUR BID. ALL BIDDERS
SHOULD FAMILIARIZE THEMSELVES WITH THE FOLLOWING INSTRUCTIONS TO BIDDERS, GENERAL
CONDITIONS, AND ATTACHED SPECIFICATIONS.
1. INSTRUCTIONS TO BIDDERS
BID DELIVERY, TIME i3 DATE
1.1 The City of Lubbock is seeking written and sealed competitive bids to furnish Lube and Oil
Services -Annual Pricing per the attached specifications. Sealed bids will be received no later
than 3:00 p.m. CST, January 13, 2005, if date/time stamped on or before 3:00 p.m. at the
office listed below. Any bid received after the date and hour specified will be rejected and
returned unopened to the bidder. EACH BID AND SUPPORTING DOCUMENTATION MUST BE IN
A SEALED ENVELOPE OR CONTAINER PLAINLY LABELED IN THE LOWER LEFT-HAND CORNER:
"ITB #04-213-MA, Lube and Oil Services -Annual Pricing" AND THE BID OPENING DATE AND
TIME. BIDDERS MUST ALSO INCLUDE THEIR COMPANY NAME AND ADDRESS ON THE OUTSIDE
OF THE ENVELOPE OR CONTAINER. Bids must be addressed to:
Victor Kilman, Purchasing Manager
City of Lubbock
1625 13th Street, Room L-04
Lubbock, Texas 79401
1.2 Bidders are responsible for making certain bids are delivered to the Purchasing Department.
Mailing of a bid does not ensure that the bid will be delivered on time or delivered at all. If
bidder does not hand deliver bid, we suggest that he/she use some sort of delivery service
that provides a receipt. The City of Lubbock assumes no responsibility for errant delivery of
bids, including those relegated to a courier agent who fails to deliver in accordance with the
time and receiving point specified.
1.3 Bids will be accepted in person, by United States Mail, by United Parcel Service, or by private
courier service. No bids will be accepted by oral communication, telephone, electronic mail,
telegraphic transmission, or telefacsimile transmission. THE CITY WILL NOT ACCEPT FAX BIDS.
The Bid Form must be completed in blue or black ink or by typewriter.
1.4 Bids may be withdrawn prior to the above scheduled time set for closing of the bids. Bids
CANNOT be withdrawn, altered, or amended after bid closing. Alteration made before bid
closing must be initiated by bidder guaranteeing authenticity.
1.5 The City of Lubbock reserves the right to postpone the date and time for opening bids through
an addendum.
2 PRE -BID MEETING
2.1 For the purpose of familiarizing bidders with the requirements, answering questions, and
issuing addenda as needed for the clarification of the Invitation to Bid (ITB) documents, a pre -
bid meetine will be held at 11:00 a.m.. December 30, 2004. in 206 Municipal Drive. Citv of
Lubbock Garage Conference Room, Lubbock, Texas. All persons attending the conference will
be asked to identify themselves and the prospective bidder they represent.
2.2 It is the bidder's responsibility to attend the pre -bid meeting though the meeting is not
mandatory. The City will not be responsible for providing information discussed at the pre -
bid meeting to bidders who do not attend the pre -bid meeting.
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5 EXAMINATION OF DOCUMENTS AND REQUIREMENTS
5.1 Each bidder shall carefully examine all ITB documents and thoroughly familiarize itself with
all requirements prior to submitting a bid to ensure that the goods and/or services being bid
meet the intent of these specifications.
5.2 Before submitting a bid, each bidder shall be responsible for making all investigations and
examinations that are necessary to ascertain conditions and requirements affecting the
requirements of this Invitation to Bid. Failure to make such investigations and examinations
shall not relieve the bidder from obligation to comply, in every detail, with all provisions and
requirements of the Invitation to Bid.
6 BID SUBMITTAL
6.1 BIDDERS MUST SUBMIT THE ORIGINAL AND ONE COPY OF THE SEALED BID TO THE PURCHASING
DEPARTMENT PRIOR TO RESPONSE DUE DATE/TIME. FAILURE TO SUBMIT THE ADDITIONAL
COPY MAY RESULT IN THE BID BEING DECLARED UNRESPONSIVE TO SPECIFICATION AND MAY
NOT BE FURTHER EVALUATED. The original must be clearly marked "ORIGINAL" and the copy
must be clearly marked "COPY".
6.2 Bids must be submitted on the Bid Form and the Bidder must sign and date their bid in the
space provided. Identify the item bid, including brand name and model number, if applicable.
Enter unit price, extended cost, and delivery days in the columns provided. In the event of
discrepancies in extension, the unit price shall govern. THE BID FORM MUST BE COMPLETED IN
BLUE OR BLACK INK OR BY TYPEWRITER.
6.3 The City is exempt from Federal Excise, State Sales and Transportation taxes. TAX MUST NOT
BE INCLUDED IN BID. Tax exemption certificates will be executed by the Purchasing Manager
upon request.
6.4 Any information regarding warranties and/or maintenance agreements pertaining to said bid
item(s) are to be included in the bid.
6.5 Bids will not be considered unless bid F.O.B. delivered and include all delivery and packaging
costs. The number of calendar days required to place the materials in the City's receiving
point under normal conditions must be shown on the Bid Form. DO NOT quote shipping dates.
Failure to indicate delivery days on the Bid Form will obligate Bidder to complete delivery in
two weeks. A minimum of five days better delivery will automatically break a tie bid.
Unrealistically short or undue long delivery promises may cause bid to be disregarded.
Consistent failure of a bidder to meet delivery promises without a valid reason may cause
removal from the bid list.
6.6 Bid prices must be firm for a minimum period of sixty (60) days. Bids subject to price
increases will not be considered.
6.7 All bids, responses, inquiries, or correspondence relating to or in reference to this ITB, and all
reports, charts, and other documentation submitted by bidders shall become the property of
the City of Lubbock when received.
6.8 If there are any additional charges of any kind, other than those mentioned above, specified
or unspecified, offeror MUST indicate the items required and attendant costs or forfeit the
right to payment for such items.
6.9 LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND
TIME, AND YOUR COMPANY NAME AND ADDRESS.
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for the receipt of special treatment, advantage, information, recipient's decision, opinion,
recommendation, vote or any other exercise of discretion concerning this bid.
12 AUTHORIZATION TO BIND SUBMITTER OF BID
12.1 Bids must show vendor name and address of bidder. Bids must be manually signed by an
officer of the company authorized to bind the submitter to its provisions. Person signing bid
must show title or AUTHORITY TO BIND THEIR FIRM IN A CONTRACT. Failure to manually sign
bid will disqualify it.
12.2 The bid submitted by the bidder shalt become an integral part of the contract between the
City and the Bidder and the representations, covenants, and conditions therein contained
shall be binding upon the person, firm or corporation executing the same.
13 BID AWARD
13.1 The contract may be awarded either to the lowest responsible bidder or to the bidder who
provides goods or services at the best value for the City of Lubbock. In determining the best
value for the City of Lubbock, the City may consider;
a) The purchase price;
b) The reputation of the of the bidder and of the bidder's goods or services;
c) The quality of the bidder's goods or services;
d) The extent to which the goods or services meet the City's needs;
e) The bidder's past relationship with the City;
f) The impact on the ability of the City to comply with laws and rules relating to contracting
with Historically Underutilized Businesses and non-profit organizations employing persons
with disabilities;
g) The total long-term cost to the City to acquire goods or services; and
h) Any relevant criteria specifically listed in the Invitation to Bid.
13.2 The City of Lubbock reserves the right to reject any or all bids, reject any particular item on a
bid, and to waive immaterial formalities and to accept the offer most advantageous to the
City of Lubbock in its sole discretion. Unless otherwise specified herein, the City may award
the bid for any item or group of items shown on the Bid Form.
13.3 All bids are evaluated for compliance with specifications before the bid price is considered.
Failure to comply with the listed General Conditions may result in disqualification of bid.
13.4 In case of tie bids, preference will be given to local bidders. Consistent and continued tie
bidding on any commodity could be cause for rejection of bids by the City of Lubbock and/or
investigation by the Attorney General to determine possible Anti -Trust violations.
13.5 Before the City may award a bid to a nonresident bidder, the nonresident bidder's bid must be
lower than lowest bid submitted by a responsible Texas bidder by the same margin or amount
that a Texas bidder would be required to underbid the nonresident bidder in the nonresident
bidders' home state.
13.5 Any contract made, or purchase order issued, as a result of this Invitation to Bid, shall be
entered into the State of Texas and under the laws of the State of Texas. In connection with
the performance of work, the Bidder agrees to comply with the Fair Labor Standard Act, Equal
Opportunity Employment Act, and all other applicable Federal, State, and Local laws,
regulations, and executive orders to the extent that the same may be applicable.
13.6 NO INDIVIDUAL OF ANY USING DEPARTMENT HAS THE AUTHORITY TO LEGALLY AND/OR
FINANCIALLY COMMIT THE CITY TO ANY CONTRACT, AGREEMENT OR PURCHASE ORDER FOR
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16 QUALIFICATIONS OF BIDDERS
16.1 The Bidder may be required before the award of any contract to show to the complete
satisfaction of the City of Lubbock that the Bidder or his Subcontractor has the necessary
facilities, ability, and financial resources to provide the service specified therein in a
satisfactory manner. The Bidder may also be required to give a past history and references in
order to satisfy the City of Lubbock in regard to the Bidder's or his Subcontractor's
qualifications.
16.2 The City of Lubbock may make reasonable investigations deemed necessary and proper to
determine the ability of the Bidder or his Subcontractor to perform the work, and the Bidder
shall furnish to the City of Lubbock all information for this purpose that may be requested.
The City of Lubbock reserves the right to reject any bid if the evidence submitted by, or
investigation of, the Bidder fails to satisfy the City of Lubbock that the Bidder or his
Subcontractor is properly qualified to carry out the obligations of the contract and to
complete the work described therein. Evaluation of the Bidder's or his Subcontractor's
qualifications shall include:
a) The ability, capacity, skill, and financial resources to perform the work or provide the
service required;
b) The ability of the Bidder or his Subcontractor to perform the work or provide the service
promptly or within the time specified, without delay or interference;
c) The character, integrity, reputation, judgment, experience, and efficiency of the Bidder
or his Subcontractor;
d) The quality of performance of previous contracts or services.
17 ANTI -LOBBYING PROVISION
17.1 DURING THE PERIOD BETWEEN THE BID CLOSE DATE AND THE CONTRACT AWARD, BIDDERS,
INCLUDING THEIR AGENTS AND REPRESENTATIVES, SHALL NOT DIRECTLY DISCUSS OR PROMOTE
THEIR BID WITH ANY MEMBER OF THE LUBBOCK CITY COUNCIL OR CITY STAFF EXCEPT iN THE
COURSE OF CITY -SPONSORED INQUIRIES, BRIEFINGS, INTERVIEWS, OR PRESENTATIONS, UNLESS
REQUESTED BY THE CiTY.
17.2 This provision is not meant to preclude bidders from discussing other matters with City
Council members or City staff. This policy is intended to create a level playing field for all
potential bidders, assure that contract decisions are made in public, and to protect the
integrity of the bid process. Violation of this provision may result in rejection of the bidder's
bid.
18 BONDS, INSURANCE AND INDEMNITY
18.1 No bonds are required to be submitted with this bid.
18.2 The successful bidder shall meet the minimum insurance requirements as defined in Section II.
A City of Lubbock Insurance Requirement Affidavit completed by the bidder's insurance
agent/broker(s) must accompany each bid.
18.3 The successful bidder agrees to indemnify, defend, keep and save harmless the City, its
agents, officials and employees, against all injuries, deaths, loss, damages, claims, patent
claims, suits, liabilities, judgments, costs and expenses, which may in anywise arise or accrue
against the City in consequence of the granting of the contract or which may anywise result
there from, whether or not it shall be alleged or determined that the act was caused through
negligence or omission of the Contractor or its employees, or of the subcontractor or assignee
or its employees, if any, and the Contractor shall, at his own expense, appear, defend and
pay all charges of attorneys and all costs and other expenses arising there from or incurred in
connection therewith, and, if any judgment shall be rendered against the City in any such
action, the Contractor shall, at its own expenses, satisfy discharge the same. Contractor
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Lube and Oil Services -Annual Pricing
CITY OF LUBBOCK, TEXAS
ITB #04-213-MA
11. INSURANCE
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed
Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named
underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall furnish and
contain all required information referenced or indicated thereon. THE CITY SHALL HAVE NO DUTY TO PAY OR
PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED TO THE CITY.
INSURANCE COVERAGE REQUIRED
SECTION B. The City reserves the right to review the insurance requirements of this section during the
effective period of the contract and to require adjustment of insurance coverages and their limits when
deemed necessary and prudent by the City based upon changes in statutory law, court decisions, or the claims
history of the industry as well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are
approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration of this
contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by companies
approved by the State of Texas and acceptable to the City, in the following type(s) and amount(s):
1. Worker's Compensation - The Contractor shall elect to obtain workers compensation coverage
pursuant to Section 406.002 of the Texas Labor Code. Further, Contractor shall maintain said
coverage throughout the term of the Contract and shall comply with all provisions of Title 5 of the
Texas Labor Code to ensure that the Contractor maintains said coverage. Any termination of worker's
compensation insurance coverage by contractor or any cancellation or non -renewal of workers
compensation insurance coverage for the Contractor shall be a material breach of this Contract." The
contractor may maintain Occupational Medical and Disability Insurance in lieu of Workers'
Compensation. In either event, the policy must be endorsed to include a wavier of subrogation in
favor of the CITY OF LUBBOCK.
2. Garage Liability Auto and Other coverage in the amount of $1,000,000
The City of Lubbock shall be named as additional insured on Auto/General Liability
ADDITIONAL POLICY ENDORSEMENTS
The City shall be entitled, upon request, and without expense, to receive copies of the policies and all
endorsements thereto and may make any reasonable request for deletion, revision, or modification of
particular policy terms, conditions, limitations, or exclusions (except where policy provisions are established
by taw or regulation binding upon either of the parties hereto or the underwriter of any of such policies).
Upon such request by the City, the Contractor shalt exercise reasonable efforts to accomplish such changes in
policy coverages, and shalt pay the cost thereof.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the
following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional
insureds, (as the interest of each insured may appear) as to all applicable coverage. insurance polices
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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.
Contractor (Signature)
CONTRACTOR'S NAME:
(Print or Type)
CONTRACTOR'S ADDRESS:
Name of Agent/Broker:
Address of Agent/Broker:
City/State/Zip:
Agent/Broker Telephone Number:
Date:
Contractor (Print)
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. 11
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Texas Health and Safety Code Ann. (This Act is corollary to OSHA Standard 29 CRF 1910.1200, which is
generally known as the Right to Know Law.)
6 Gratuities: The City may, by written notice to the Contractor, cancel the contract or purchase order
without liability to Contractor if it is determined by the City that gratuities, in the form of entertainment,
gifts or otherwise, were offered or given by the Contractor, or any agent or representative of the
Contractor, to any officer or employee of the City of Lubbock with a view toward securing a contract or
securing favorable treatment with respect to the awarding or amending, or the making of any
determinations with respect to the performing of such a contract. In the event the Contract is canceled
by the City pursuant to this provision, the City shall be entitled, in addition to any other rights and
remedies, to recover or withhold the amount of the cost incurred by Contractor in providing such
gratuities.
7 Force Maieure: Neither party shall be held responsible for losses or damages hereunder, if the fulfillment
of any terms of provisions of the contract is delayed or prevented by strike, walkouts, acts of God, or
public enemy, fire, or flood.
8 Assignment -Delegation: No right or interest in the contract shall be assigned or delegation of any
obligation made by Contractor without the written permission of the City. Any attempted assignment or
delegation by Contractor shall be wholly void and totally ineffective for all purposes unless made in
conformity with this paragraph.
9 Waiver: No claim or right arising out of a breach of the contract can be discharged in whole or in part by
a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by
consideration and is in writing signed by the aggrieved party.
10 Right To Assurance: Whenever one party to the contract in good faith has reason to question the other
party's intent to perform he may demand that the other party give written assurance of this intent to
perform. In the event that a demand is made and no assurance is given within five (5) days, the
demanding party may treat this failure as an anticipatory repudiation of the Contract.
11 Unsatisfactory Work: If, at any time during the contract term, the service performed or work done by the
Contractor is considered by the City to create a condition that threatens the health, safety, or welfare of
the community, the Contractor shall, on being notified by the City, immediately correct such deficient
service or work. In the event the Contractor fails, after notice, to correct the deficient service or work
immediately, the City shall have the right to order the correction of the deficiency by separate contract
or with its own resources at the expense of the Contractor.
12 Time: It is hereby expressly agreed and understood that time is of the essence for the performance of the
contract, and failure by Contractor to meet the time specifications of the contract will cause Contractor
to be in default of the contract.
13 Silence of Specification: The apparent silence of specifications as to any detail, or the apparent omission
from it of a detailed description concerning any point, shall be regarded as meaning that only the best
commercial products and practices are to prevail and that only material and workmanship of the finest
quality are to be used. All interpretations of the specifications in this bid shall be made on the basis of
this statement. The items furnished under this contract shall be new, unused, of the latest product in
production to commercial trade, and shall be of the highest quality as to materials used and
workmanship. Manufacturer furnishing these shall be experienced in design and construction of such items
and shall be an established supplier of the item bid.
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9. Standard Warranty: Any materials and labor provided, shall carry standard warranty coverage furnished by the
trade in general.
10. OSHA/WISHA: The Contractor agrees to comply with the conditions of the Federal Occupational Safety and
Health Act of 1970, the Texas Industrial Safety and Health Act of 1970, and the standards and regulations issued
thereunder, and certifies that all items furnished and purchased under the order will conform to and comply
with said standards and regulations. Contractor further agrees to indemnify and hold harmless Purchaser from
damages assessed against Purchaser as a result of Contractor's failure to comply with the Acts and the
standards issued thereunder and for the failure of the items furnished under this order to so comply.
11. Hazardous Chemicals: The City of Lubbock requires each shipment of hazardous chemicals to be accompanied
by a material safety data sheet.
12. Payments/Invoicing: To ensure prompt payment, each invoice should cite purchase order number, bid number,
description of item purchased, unit and total price, discount terms and include the vendor's name and return
remittance address. Vendor is to submit properly completed invoice(s) to the address listed below:
City of Lubbock
Accounts Payable
P.O. Box 2000
Lubbock,TX 79457
15. Drug and Alcohol Testing Program: Vendor shall have a Drug and Alcohol Testing Program in place.
a. Explain how you plan to meet requirements for driver testing and safety sensitive employees.
Include plan for the pre -employment, probable cause, post -accident, and random testing.
b. List name of certified laboratory used for testing and chain of custody procedures.
C. Attach a copy of your company's Drug Free Work Place Policy.
16. Late Bids and Modifications: Any modification or late submittal received after the time of opening will not be
accepted.
17. Examination of Bid Request and Contract Documents: The submission of a bid shall constitute an
acknowledgment upon which the City of Lubbock may rely that the Bidder has thoroughly examined and is
familiar with the requirements and contract documents, and reviewed and inspected all applicable statutes,
regulations, ordinances, and resolutions dealing with or related to the work and services to be provided. Failure
or neglect of a submitter to examine such documents, work site(s), statues, regulations, ordinances or
resolutions, shall in no way relieve the submitted from any obligations with respect to the offer or to the
contract. No claim for additional compensation will be allowed which is based upon a lack of knowledge of
the same. A signed purchase order or contract furnished to the successful offer results in a binding contract
without further action by either parry.
18. Offer Price: The offer price shall include everything necessary for the execution and completion of the contract;
including, but not limited to, furnishing all materials, equipment, tools and other facilities, and all management,
superintendent's, labor and service, except as may be provided otherwise in the contract documents. In the
event of a discrepancy between the unit price and the total price, the unit price will govern and the total price
will be adjusted accordingly.
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CITY OF LUBBOCK
NON -COLLUSION AFFIDAVIT
STATE OF TEXAS
ss
LUBBOCK COUNTY
being first duty 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.
NAME OF FIRM
SIGNATURE OF BIDDER
TITLE
Subscribed and sworn to before me this day of , 2005
Notary Public in and for the State
of Texas residing at
NOTE: THIS FORM MUST BE COMPLETED AND INCLUDED IN WITH THE BID/PROPOSAL
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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
Marc McDougal, Mayor
ATTEST:
Rebecca Garza, City Secretary
APPROVED AS TO FORM:
Don Vandiver, Contract Manager/ Attorney of Counsel
CONTRACTOR
BY
Authorized Representative
Address
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h. Check and top off windshield washer fluid level.
i. Clean windshield and all windows.
k. Check and adjust tire pressures to requirements as marked on the tire.
Check the following items and advise the operator of any requirements. The operator shall be required to
take the vehicle to their "Authorized Service Vendor" 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 Y
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 Services 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
Transmission Service: including transmission filter and up to seven quarts of
transmission fluid meeting O.E.M requirements.
$
6
Transmission oil pan gasket when needed)'
$
7
Transmission Flush
$
8)
Gasket replacement: include the cost of the gasket
$
Cost of the Fluid
$
Cost of Labor
$
9)
Wiper Blade Replacement (each)
$
Set 2
$
10
Air Filter
$
The City of Lubbock reserves the right to accept or reject any or all of the bid
proposals.
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