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HomeMy WebLinkAboutResolution - 2005-R0085 - Letter Of Award - Bolton Oil Company - Lube And Oil Services - 02_24_2005xesotunon No. 2005-R0085 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 Bolton Oil Company, Ltd. 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: Rebe ca Garza, City Secretary APPROVED AS TO CONTENT: V` Victor Kilm Purchasing Manager APPROVED AS TO FORM: G. Vandiver, Attorney of Counsel gs/cdocs/Ltr of Award -Bolton Oil Co.res Jan. 14, 2005 Resolution No. 2005-ROO85 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 24T" 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 Bolton Oil Company, Ltd. 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. 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 shalt 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 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 Marc ATTEST: Re ecca Garza, City Secretary APPROVED AS TO FORM: Don andiver, Gaftirr/ At orney of Counsel APPR VED AS TO C TENT: 1 Victor Kilman, Purchasing Manager CONTRACTOR Authorized Representative Printed Name Bolton Oil Company, Ltd. PO Box 3176 Lubbock, TX 79452 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 ITS #04-213-MA Bid Item QTY U/M Description/Vendor(s) Vendor Location Unit Cost Total Amount 135 F-A Non -Police Sedans, Scott's Complete Car Care' Lubbock, TX $17.95 $2,423.25 Lube 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 Dettran Auto and Transmission' Lubbock, 7X $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, 7X $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, 7X $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, 7X $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 Lube Zone' Lubbock, 7X $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, 7X $25.75 $1,98Z 75 5 112 EA 1 Ton Pickups & SUV's Scott's Complete Car Care' Lubbock, TX $17.95 $2,010.40 Lube Zone" Lubbock, 7X $18.95 $Z 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, 7X $25.75 $2,884.00 6 63 EA Vans (Ail Sizes) Scott's Complete Car Care' Lubbock, TX $17.95 $1,130.85 Lube Zone' Lubbock, 7X $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 ✓3< 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 CITY U/M DescriptionNendor(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 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 ScofXs Complete Car Care* Lubbock, TX $20,074.05 Lube Zone" Lubbock, TX $20,360.05 Woody Tire Company, Inc.* Lubbock, TX $21,040.76 Rapid Oil Change, Inc.' Lubbock, TX $22,673.05 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 CERTIFICATE OF LIABILITY INSURANCE DATE°'ADD20 04 PRODUCER 30E SCHOENIG AGENCY 7402 UNIVERSITY AVE LUBBOCK, TX 79423 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE *QED BOLTON OIL COMPANY, LTD B&B AUTO SALES, BOLTON OIL CHANGES 1316 54TH STREET LUBBOCK, TX 79412 INSURERA_ "WZERB-'TRUCK INSURANCE EXCHANGE INSURERC: INSURER INSURER E CCVJMACFS THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED !VANED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREIYENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LMTTS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAMS. TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS A GENERAL LIABILITY COMMERGAL GENERAL LIABILITY CLAIMS MADE I OCCUR 6932 99 27 04-01-04 04-01-05 EACH OCCURRENCE f 1,000,000 FIRE DAMAGE (Any one fire) S MED EJIP (My one persm) S 5,000 PERSONAL &ADYINJURY s 1-.0001,000 GENERAL AGGREGATE S 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: POLICY LOC PRODUCTS - COMPIOP AGG $ C AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS SCHEDULED AUTOS HIRED AUTOS NON-owNEDAuros GARAGEKE MERE 6932 99 29 04-01-04 04-01-05 COMBINISD SINGLE LIMIT CO $ (Per ILY Pew)INJURY S ®DOILY INJURY PROPERTY DAMAGE (- aoeidenl) f GARAGE LIABILITY ANY AUTO AUTO ONLY - EA ACCIDENT S OTHER THAN EA ACC AUTO ONLY: AGG f f D EXCESS LIABILITY OCCUR CLAIMS MADE DEDUCTIBLE RETENTION S 10s BE2987591 04-01-04 04-01-05 EACH OCCURRENCE $ AGGREGATE $ S $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY B2307 50 90 04-01-04 04-01-05 X I TORY LIMITS I I ER E.L. EACH ACCIDENT $ E.LDISEASE- EAEMPLOYE $ EL DISEASE - POLICY LIMIT S so OTHER DESCRIPTION OF OPERATKW-%I OCATKW NMICLE&EXCLUSIONS ADDED BY ENOORSEMENTISPECIAL PROVISIONS The City of Lubbock, its agents, elected and appointed officials, and 'employees are named as additional insureds and are favored with a waiver of subrogation. ADDITIONAL INSURED: INSURER City Of Lubbock P.O. Box 2000 Lubbock, Texas 79402 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATI DATE THEREOF. THE ISSUING INSURER WII L ENDEAVOR TO MAIL 30__ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR iCORD 25—S (7197) ITB#04-213-MA, Lube & Oil Services —Annual Pricing • If you (the bidder) checked YES, the following will apply: • Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City of Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City of Lubbock w411 not be responsible for another governmental entity's debts. Each governmental entity will order their o materialsl ��e^was n edJI THIS BID IS SUBMD BY rW t f L,4 BOat ) i � � ITTE state of or a partnership consistin of"RIOSi1� 1U or arr4adividbaE tr"Rl as of the City of ICU t o 0 Fi rm: BOLTON OIL COMPANY Lfb Address: P O BOX 3176 City: LUBBOCK TX 7945Q State: Zip MIME Finn: I I Woman I I Black American I I Native American ��� Representative - must sign by hand Officer Name and — / Please Print �_1 Business Telephone Numbe 4' - r �[ FAX: gob` 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 CITY OF LUBBOCK NON -COLLUSION AFFIDAVIT STATE OF TEXAS ss LUBBOCK COUNTY 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 ver any other bidder or bidders. 27A-) 1��? NAME OF FIRM C SIGNATURE OF BIDDER TITLE and sworn to before me this 1�gay of 10, 200t Notary Public in And(f�r the State of Texas residing at +,;"• l,,n, VICKI TIJERINA NotoyPubNc State of Texas `«. MY Corrm"M Novt ExQlres rnb4r 12, 2005 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 City Of Lubbock Oil And Lube Service Light Duty Vehicle 1 Ton And Less Budget Year2004-2005 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. �O 1) Additional oil as required, price of individual quart @ 5 2 each. ,a. Check air cleaner, and replace only if dirty or contaminated. ,b. Check windshield wiper blades, and replace if damaged or worn out. mac. Lubricate chassis as recommended by chassis manufacturer. mod. 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, Addendum #1 City of Lubbock PURCHASING DEPARTMENT ROOM L04, MUNICIPAL BUILDING 162513r" STREET LUBBOCK, TEXAS 79401 PH:(806)775-2167 FAX:(806)775-2164 http://purchasing.ci.tubbock.tx.us ADDENDUM # 1 ITB # 04-213-MA Lube and Oil Services - Annual Pricing DATE ISSUED: January 6, 2005 CLOSING DATE&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 S Cost of Labor $ Item# 10 has been changed to read as follows: 10) Air Filter (Average cost of filters for the vehicles listed) $ Sedans, '/2 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 malvarezCmylubbock.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 resaonsibility to advise the Citv of Lubbock Purchasing Manager if anv language. reauirements. 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 '/2 Ton Pickups l7 SUV's $ 4. 77 Each Y4 Ton Pickups Ft SUV's $ 5. 112 Each 1 Ton Pickups Et 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 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 intertocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Govemment 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 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 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. (. INSTRUCTIONS TO BIDDERS BID DELIVERY, TIME 8 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 wit( 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. 04-213-MA.doc ITB#04-213-MA, Lube & Oil Services — Annual Pricing 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. 04-213-MA.doc ITB#04-213-MA, Lube & Oil Services — Annuai Pricing 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 shall become an integral part of the contract between the City and the Bidder and the representations, covenants, and conditions therein contained shalt 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 taws 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 04-213-MA.doc ITB#04-213-MA, Lube & Oil Services — Annual Pricing 16 17 18 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. 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. 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 If. 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 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 II. 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 worker's 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 worker's 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 law 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 shall exercise reasonable efforts to accomplish such changes in policy coverages, and shall 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 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. 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. 04-213-MA.doc ITB#04-213-MA, Lube & Oil Services — Annual Pricing 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.) 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. 04.213-MA.doc ITW4-213-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. 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. 1 1. 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 ITB#04-213-MA, Lube & Oil Services — Annual Pricing CITY OF LUBBOCK NON -COLLUSION AFFIDAVIT STATE OF TEXAS ss LUBBOCK COUNTY 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. 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 04-213-MA.doc ITB#04-213-MA, Lube & Oil Services — Annual Pricing 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 04-213-MA.doc ITB#04-213-MA, Lube & Oil Services — Annual Pricing 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 'V' number, located on the rear of the front fenders of vehicles with the City logo, or from the operator of un-marked vehicles. The vendor shall also forward a copy of each ticket to Fleet 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 $ 4) 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. 04-213-MA.doc