HomeMy WebLinkAboutResolution - 2008-R0407 - Contract For Repair And Maintenance - Mcwhorters, LTD - 10_23_2008Resolution No. 2008-RO407
October 23, 2008
Item No. 5.10
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LU13BOCK:
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 Contract for the repair and
maintenance of City of Lubbock light duty vehicles, by and between the City of Lubbock
and McWhorters, LTD, of Lubbock, Texas, and related documents. Said Contract 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
23rd day of October 2008.
<; I �.-- A�
TOM MARTIN, MAYOR
ATTEST:
Rebe-eck Garza, City Secretary
APPROVED AS TO CONTENT:
Mart Yearw d, Assi tant City Manager/
Chie Information Officer
APPROVED AS TO FORM:
Weaver, Assistant City Attorney
gs/ccdocs/Chad/Resolutions/RES. Contract -Mc Whorters,LTD
10.16.08
ITB #08-068-MA , Repair and Maintenance of City of Lubbock Light Duty Vehicles
Contract: 8 742
CITY OF LUBBOCK Resolution No. 2008—RO407
CONTRACT FOR SERVICES
For
Repair and Maintenance of City of Lubbock Light Duty Vehicles
Bid No. 08-68-MA
THIS CONTRACT, made and entered into this 2P day of October, 2008, pursuant to a resolution
heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and
McWhorters. LTD ("Contractor").
WITNESSETH:
WHEREAS, the City of Lubbock duly advertised for bids for Repair and Maintenance of
City of Lubbock Light Duty Vehicles 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
Repair and Maintenance of City of Lubbock Light Duty Vehicles.
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:
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 Repair and
Maintenance of City of Lubbock Light Duty Vehicles specifically described in the bid submitted by
the Contractor and "Exhibit A" attached hereto.
1. 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.
2. The Contractor shall perform the work according to the procedure outlined in the specifications
and Invitation to Bid attached hereto and incorporated herein.
3. The contract shall be for a term of five years, said date of term beginning upon City Council
date of formal approval.
4. This contract shall remain in effect until the expiration date, performance of services ordered,
or termination of by either party with a thirty (30) day written notice. Such written notice must
state the reason for cancellation. The City of Lubbock reserves the right to award the canceled
contract to the next lowest and best bidder as it deems to be in the best interest of the city.
08-068-MA Repair and Maintenance of City of Lubbock Light Duty Vehicles
ITB #08-068-MA , Repair and Maintenance of City of Lubbock Light Duty Vehicles
5. 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.
6. 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:
TYPE
AMOUNT
1. Worker's Compensation Statutory
and
Employers Liability 500,000
2. Automotive Liability:
500,000
3. Garage Liability insurance including coverage for the following:
500,000
The City of Lubbock shall be named a primary additional insured with a waiver of subrogation in favor of
the City on all coverage's. All copies of the Certificates of Insurance shall reference the or bid number for which
the insurance is being supplied.
The contractor will provide a Certificate of Insurance to the City as evidence of coverage. 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 #08-068-
MA, General Conditions, Specifications, and the Bid Forni.
08-068-MA Repair and Maintenance of City of Lubbock Light Duty Vehicles 2
ITB #08-068-MA , Repair and Maintenance of City of Lubbock Light Duty Vehicles
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
�� //y.04&�
Tom Martin, Mayor
ATTEST:
IQ
- e- ' S)7)�
Rebe ca Garza, City Secretary
APPROVED AS TO CONTENT:
(-,-^ "i "
M4 Yearvvqbd, C ief Information Officer
Assistant City Manager
APPROVED AS TO FORM:
Assistant City Attorney
[619X419 T4009) 3
BY 1
illm
Au iho V'16�4jRepresentati
Address /-t49,
08-068-MA Repair and Maintenance of City of Lubbock Light Duty Vehicles 3
Resolution No. 2008—RO407
ITB #08-068-MA , Repair and Maintenance of City of Lubbock Light Duty Vehicles
SUBMIT TO:
CITY OF LUBBOCK
` ` CITY OF LUBBOCK, TEXAS
Purchasing 1@ Contract Management
1625 13" Street, Rm 204
Lubbock, Tx 79401-3830
AN EQUAL INVITATION TO BID
CONTACT PERSON:
OPPORTUNITY
Marts Alvarez
Q
EMPLOYER #08--068—MA
TEL: 806.775.2167
FAX: 806.775.2164
http://purchasing.ci.lubbock.tx.us
TITLE:
SUBMITTAL DEADLINE:
Repair and Maintenance of City of Lubbock Light Duty Vehicles
September 23, 2008, 3:00 p.m. CST
PRE BID DATE, TIME AND LOCATION: September 16, 2008 at 10:00
Any bidr received after the rune and date listed above, regardfea of tke erode of
a.m., 206 Municipal Drive, City Of Lubbock
Garage, Conference
dellmy, shall be returned unopened
Room, Lubbock,Texas.
RESPONDENT NAME:
Mew
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE
oTra-i
CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS.
MAILING ADDRESS:
F
IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE
O.13OX 7.g74
"STATEMENT OF NO BID".
CITY -- STATE — ZIP: .�
_.}d"
THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY
�,,(,( ocu_ I
AND ALL BIDS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY IN THE
COMPETITIVE BID PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO
TELEPHONE NO:
So6-7•62 -OZ3)
ENTER INTO ANY CONTRACT DEEMED TO BE IN THE BEST INTEREST OF THE
CITY.
IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS
FA NO'
64• ,-7I _ 6-75 1
REQUEST PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S RESPONSIBILITY
TO ADVISE THE CITY OF LUBBOCK PURCHASING MANAGER IF ANY
E-MAIL:
• 1 rn ('Q MrW ho► +tf fS 14at • C 0b61
LANGUAGE, REQUIREMENTS, ETC., OR ANY COMBINATIONS THEREOF,
INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS
EDERAL TAX ID NO. OR SOCIAL SECURITY NO.
ITB TO A SINGLE SOURCE. SUCH NOTIFICATION MUST BE SUBMITTED IN
1— 7 S- r25 - 6W -I—THAN
WRITING ST BE RECEIVED BY THE PURCHASING MANAGER NO LATER
S B SINESS
FIVE DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE.
THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON ANY ADDENDA POSTED ON
RFPDEPOT.COM
The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the municipality or be interested
in the sale to the City of any supplies, equipment, material or articles purchased. Will any officer or employee of the City, or member of their immediate family,
benefit from the award of this bid to the above firm? YES V NO
IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED BIDDER HAVING EXAMINED THE INVITATION TO BID AND
SPECIFICATIONS, AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING BID FOR FURNISHING
THE MATERIAL, EQUIPMENT, LABOR AND EVERYTHING NECESSARY FOR PROVIDING THE ITEMS LISTED ON THE ATTACHED BID FORM
AND AGREES TO DELIVER SAID ITEMS AT THE LOCATIONS AND FOR THE PRICES SET FORTH ON THE BID FORM. AN INDIVIDUAL
AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID
REJECTION.
By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person
submitting an offer for the same materials, supplies, equipment, or services), and is in all respects fair and without collusion or fraud. I further agree that if the
offer is accepted, the offeror will convey, sell, assign, or transfer to the City of Lubbock all right, title, and interest in and to all causes of action it may now or
hereafter acquire under the Anti-trust laws of the United States and the State of Texas for price fixing relating to the particular commodity(s) or service (s)
purchasq or alquined by the gi"f Lubbock. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final
WOR
Prmt fype Name
Date
THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR RESPONSE.
08-068-MA Repair and Maintenance of City of Lubbock Light Duty Vehicles 7
08-068-MA ADDENDUM # I — REVISED BID FORM
Repair and Maintenance of City of Lubbock Light Duty Vehicles
CITY OF LUBBOCK, TEXAS
ITB #08-068-MA
In compliance with the Invitation to Bid #084068-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 408-068-MA is by reference incorporated in this contract. The Bid Form must be completed in
blue or black ink or by typewriter.
QTY
Estimated
UNIT OF
MEASURE
DESCRIPTION
UNIT PRICE* BID
500
EA
Passenger Vehicles
Scheduled Maintenance Service
$
Change Engine Oil & Filter
Multi -Point Inspection & Chassis Lubrication
$ .
Power Train/Body Lubrication & Visual Inspection
1:5
Tire Rotation
p
Brake Lining Inspection
O O
Clean & Lubricate Caliper Slide Rails
0. 00
2 — Wheel Brake Replacement
1 - 00
4 — Wheel Brake Replacement
. 00
Inspection Parking Brake System
30.
Replace Air Filter
A9, 00
Replace Crank Case Ventilation Filter, If equipped
. C70
Cooling System Inspection
Change Engine Coolant — addition to cooling system inspection
. 00
Spark Plug Replacement — 6 cylinder
417,150
Spark Plug Replacement - 8 cylinder
., 5-0
Inspect and Repack Wheel Bearings
5.0 0
Service Battery Terminals, Cables, Apply anti -corrosion treatment
20, DO
Electronic Fuel Injection — Fuel Filter Replacement
,00
Automatic Transmission Service — Clean filer & change fluid
15-0
Manual Transmission Oil Change
�.
Zf,j .00
Transfer Case Oil Change
Z s OC)
Front Wheel Alignment
2�
Four Wheel Alignment
/ �y
1 49 45
Steering & Suspension Inspection — tie rods, steering linkage, ball
joints, related components
/Z �o
State Inspection
HVAC Inspection & Leak Detection
-3 ,(o
HVAC Refrigerant Removal, Replace Dryer, Add Refrigerant
Z 97—co
Maintain On -Hand Inventory of Tire Chains. Install and remove tire
chains as required.
/V"/t
2
08-068-MA ADDENDUM #1 —REVISED BID FORM
UNIT PRICE* BID
QW
UNIT OF
DESCRIPTION
(Estimated
MEASURE
Continued Passenger Vehicles $
Non -Scheduled Maintenance Service
Hourly Labor Rate Charge: (when performing non-scheduled f OO
maintenance repairs) ,
Name/Version
Flat Rate Labor Guide (If left blank, vendor will not be �GG Off'T-r�
considered)
Passenger Vehicles
Road Maintenance Service(Non-Warranty Repairs)
Vendor shall provide towing service upon request
S'o do
��1 Git� Gii•+ i�
3
08-068-MA ADDENDUM # 1 — REVISED BID FORM
ITEM
QTY
Estimated
UNIT OF
MEASURE
DESCRIPTION
UNIT PRICE* BID
2.
354
Light Duty Trucks
Scheduled Maintenance Service
$
Change Engine Oil and Filter
, $
Mufti -Point Inspection and Chassis Lubrication
/S
Power Train / Body Lubrication & Visual Inspection
Tire Rotation
O
Brake Lining Inspection
.00
Clean and Lubricate Caliper Slide Rails
2.0100
2-Wheel Brake Replacement
e:0 00
4-Wheel Brake Replacement
Z00: 00
Inspect Parking Brake System
. 00
Replace Air Filter
Replace Crank Case Ventilation Filter, if equipped
p v
Cooling System Inspection
O OO
Change Engine Coolant — addition to cooling system
inspection
Spark Plug Replacement — 6 cylinder
570
Spark Plug Replacement — 8 cylinder
.5-0
Inspect & Repack Wheel Bearings,?js.0
U
Service Battery Terminals, Cables, Apply Anti-Corrision
Treatment
20. Dv
Electronic Fuel Injection — fuel filter replacement
100
Automatic Transmission Service — clean filter and change
fluid
f%O Jr D
Manual Transmission Oil Change
$. O
Front Wheel Alignment
2
Four Wheel Alignment
, r/
Steering & Suspension Inspection — tie, rods, steering linkage,
ball joints, related components
Z ,5-0
State Inspections
HVAC Inspection & Leak Detection
HVAC Refrigerant Removal, Replace Dryer, Add Refrigerant
/ ,570
Maintain On -Hand Inventory of Tire Chains. Install and
remove tire chains as required.
/IA
08-068-MA ADDENDUM # 1 - REVISED BID FORM
Continued
Light Duty Trucks
Non -Scheduled Maintenance Service
UNIT PRICE* BID
Hourly Labor Rate Charge: (when performing non-scheduled
maintenance repairs)
$ ��
7,
NameNersion
Flat Rate Labor Guide (If left blank, vendor will not be
considered)
$
AST
Light Duty Trucks
Road Maintenance Service(Non-Warranty Repairs)
Vendor shall provide towing service upon request
08-068-MA ADDENDUM #I — REVISED BID FORM
rrEM
QTY
Estimated
UNIT OF
MEASURE
DESCRIPTION
UNIT PRICE* BID
3.
180
Medium Duty Trucks
Scheduled Maintenance Service
$
Change Engine Oil and Filter Gasoline
Change Engine Oil and Filter Diesel
Multi -Point Inspection and Chassis Lubrication
S
Power Train / Body Lubrication & Visual Inspection
Tire Rotation Ej
PY00
Brake Lining Ins tion
�00
Clean and Lubricate Caliper Slide Rails
2-Wheel Brake Replacement
4-Wheel Brake Replacement
3 S U
Inspect Parking Brake System
30,00
Replace Air Filter Gasoline
-.5 Z. 0 O
Replace Air Filter Diesel
. D U
Replace Crank Case Ventilation Filter, if equipped
Cooling System Inspection Gasoline
2D. too
Cooling System Inspection Diesel
2 .DO
Change Engine Coolant — addition to cooling system
inspection Gasoline
Change Engine Coolant — addition to cooling system
inspection(Diesel)
Spark Plug Replacement — 6 cylinder
(Nonl
Spark Plug Replacement — 8 cylinder
.5
Inspect & Repack Wheel Bearings
0 a
Service Battery Terminals, Cables, Apply Anti-Corrision
Treatment
O e
Electronic Fuel Injection — fuel filter replacement Gasoline
_C5,0, c> O
Electronic Fuel Injection — fuel filter replacement Diesel
Automatic Transmission Service — clean filter and change
fluid Gasoline
Z' S v0
Automatic Transmission Service — clean filter and change
fluid F �.$F
� cD
T 5,
Mafival Transmission Oil Change
. 0 0
Front Wheel Alignment
3570 0
Four Wheel Alignment
70 - v v
Steering & Suspension Inspection — tie, rods, steering linkage,
ball joints, related components
/ 7. SO
State Inspections
. SO
HVAC Inspection & Leak Detection
5" 00
HVAC Refrigerant Removal, Replace Dryer, Add Refrigerant
15F7, So
Maintain On -Hand Inventory of Tire Chains. Install and
remove tire chains as required.
Alrf
Vrid
%�
?7Nu rc
08-068-MA ADDENDUM # I -REVISED BID FORM
Continued
Medium Duty Trucks
Non -Scheduled Maintenance Service
Cost
Hourly Labor Rate Charge: (when performing non-scheduled
maintenance repairs)
S
S d a
NameNersion
Flat Rate Labor Guide (If left blank, vendor will not be
considered)
la T/ i9
Medium Duty Trucks
Road Maintenance Service(Non-Warranty Repairs)
Vendor shall provide 24-7 towing service upon request
�s6a
08-068-MA ADDENDUM # 1 - REVISED BID FORM
Non -Emergency Vehicles
Cost
TIRE SERVICE CALLS
Vendor shall respond within 60 minutes to all fire service calls within
the city limits. Vendor shall have the appropriate tire information and
$
proper replacement tire on -board prior to being dispatched so that in
the event the tire can not be repaired, it can be replaced immediately
on-site./.yli�n
,
Glj
Vendor shall only accept Tire Service Calls from the Fleet Services
Department. Fleet Services will issue a work request number for
approval to proceed. Fleet Services will n issue Purchase Order
numbers for repair approvals.
TIRE SERVICE CALL REPAIRS
Vendor is required to use patches only. Tire plugs are not acceptable.
No side wall repairs. Nail hole repairs are acceptable. If any tire
f
requires replacing, the vendor must replace with the same
manufacturer, application, size, tread design, load, speed range and
rated miles.
Vendor is not permitted to change out all four (4) tires on service
calls. This is a maintenance service and shall be completed in a shop
environment only after a preventative maintenance inspection
determines replacement.
Vendor is prohibited from making any repairs to anyone fire in excess
of 50% of the cost of a new tire. Vendor shall notify the fleet
department when repair cost exceeds replacement cost.
In the event a fire is replaced, Vendor is required to return it to the
fleet services department tacjged with the vehicle's number and work
request number.
IN -SHOP TIRE REPLACEMENTS
When installing four (4) new tires as a result of normal wear, vendor
is required to match the replacement tires with the same application,
size, tread design, load, speed range and rated miles. Vendor has the
p
option to provide an alternate manufacturer in cases where
performance measures listed above meet or exceed that of the tires
being removed as long as there is a cost savings.
All tires must be property balanced prior to installing on the vehicle.
mO�Ad'
The cost of balancing all tires/wheels shall be included in the cost of
the tire replacement:
0�
It is the vendor's responsibility to determine that the wheel alignment
is correctly set to the manufacturer's recommendations and that all
related front-end parts are not worn beyond manufacturees
recommendations to cause premature fire wear prior to installing new
tires on any vehicle.
The vendor is required to dispose of all used tires removed from
service due to normal wear.
IN -SHOP TIRE CHAIN INSTALLS & REMOVALS
The vendor shall install and remove tire chains at fhe request of the
q
city. The vendor shall keep an inventory of tire chains so that city
1 "
employees can stop by without the need of an appointment Drive-in
and install or removal time shall not exceed 60 minutes total time.
08-068-MA ADDENDUM # I - REVISED BID FORM
Emergency Vehicles
Cost
TIRE SERVICE CALIS
Vendor shall respond within 60 minutes to all fire service calls within
$ O
�� a
the city limits. Vendor shall have the appropriate fire information and
J
proper replacement fire on -board prior to being dispatched so that in
the event the fire can not be repaired, it can be replaced immediately
on -site.
/-
Vendor shall only accept Tire Service Calls from the Beet Services
Department. Fleet Services will issue a work request number for
lIA* /
approval to proceed. Fleet Services will n issue Purchase Order
numbers for repair approvals.
TIRE SERVICE CALL REPAIRS
Vendor is required to use patches only. Tire plugs are not acceptable.
d
No side wall repairs. Nail hole repairs are acceptable. If any fire
requires replacing, the vendor must replace with the same
manufacturer, application, size, tread design, load, speed range and
rated miles.
Vendor is not permitted to change out all four (4) tires on service
calls. This is a maintenance service and shall be completed in a shop
environment only after a preventative maintenance inspection
determines replacement.
Vendor is prohibited from making any repairs to anyone fire in excess
of 50% of the cost of a new tire. Vendor shall notify the fleet
department when repair cost exceeds replacement cost.
In the event a fire Is replaced, Vendor is required to return it to the
fleet services department tagged with the vehici's number and work
request number.
IN -SHOP TIRE REPLACEMENT
When installing four (4) new fires as a result of normal wear, vendor
is required to match the replacement tires with the same application,
size, tread design, load, speed range and rated miles. Vendor has the
option to provide an alternate manufacturer in cases where
�d
performance measures listed above meet or exceed that of the tires
G
being removed as long as there is a cost savings.
All tires must be properly balanced prior to installing on the vehicle.()(,�1V'
The cost of balancing all tires/wheels shall be included in the cost of
the fire replacement.
It is the vendor's responsibility to determine that the wheel alignment
/�s��f�
is correctly set to the manufacturer's recommendations and that all
I
related front-end parts are not wom beyond manufacbuer's
recommendations to cause premature tire wear prior to installing new
A.. �, S
tires on any vehicle.
;'L7�
fW4(/crin
The vendor is required to dispose of all used tires removed from
service due to normal wear.
IN -SHOP TIRE CHAIN INSTALLS & REMOVALS
The vendor shall install and remove tire chains at the request of the
city. The vendor shall keep an inventory of tire chains so that city
/V
employees can stop by without the need of an appointment. Drive-in
and install or removal time shall not exceed 60 minutes total time.
*PRICE: F.O.B. Destination, Freight Pre -Paid and Allowed **Days After Receipt of Order (ARO)
411f
08-068-MA ADDENDUM # I -REVISED BID FORM
PAYMENT TERMS AND DISCOUNTS -Bidder offers a prompt payment discount of %, netAZalendar 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.
MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged anyone else,
including its most favoured customer, for like quality and quantity of the products/services; does not include an element of profit on the
sale in excess of that normally obtained by the Bidder on the sale of products/services of lice quality and quantity; and does not include
any provision for discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale to any
other customer, an equal or less quantity of similar contract products of like or better quality, at a lower net price(s) than provided
herein, supplier agrees to notify the City and sell same product(s) at the lower price(s) on all deliveries made during the period in which
such lower price(s) is effective.
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 W fforth.
YES INO
• 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 will not be responsible for another governmental entity's debts. Each governmental entity
will order their own materials/service as needed.
THIS BID IS SUBMITTED BY !/► C �flrT�l L t% a corporation organized under the laws of the
State of A-5 , or a partnership consisting of or an individual
trading as GW/��y of the Cityof Z_ 4( A?W�
Firm: �d%1� >J -/ Z'
Address:___
C ity:
Firm
UA
M/W
694-- State lir Zip !%"mi %l
BE Woman Black American Native American
Hispanic American Asian Pacific Other (Specify)
American
3 - oY
Authorized Representative - must sign by hand /�
Officer and Title: �J //�%% �&Ar.V / 1/
�
Please Print
Business Telephone Number �(% f7 —162 — O25/ FAX: —7-7/
10
3 - oY
Authorized Representative - must sign by hand /�
Officer and Title: �J //�%% �&Ar.V / 1/
�
Please Print
Business Telephone Number �(% f7 —162 — O25/ FAX: —7-7/
10
08-068-MA ADDENDUM 41 - REVISED BID FORM
FOR CITY USE ONLY
Bid Form Item Number(s) Awarded to Above Named Firm/Individual:
Date of Award by City Council (for bids over $25, 000): Date P.OJContract Issued:
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND
YOUR COMPANY NAME AND ADDRESS.
11
/ {/ I, Gj. L or I —IT8�08-f rrf�pair and Maintenance of City of Lubbock Light Duty Vehicles
THIS BID IS SUBMITTED BY ! y�,/ /1 �/��/ (y a corporation organized under the
laws of the State of Tex A S , or�a�partnership consisting of
or an individual trading as. WV 49Vw-fl lrG of the City of
City:
Firm
By.
V)hoy*'r_� LTD
o s TE-x -Ass
Bo�h-
State: ?x Zin 7 a
M/W
BE Woman Black American Native American
Hispanic American Asian Pacific Other (Specify)
American
- Z3-DJk
Na
/ A�rthorize'd�Rjepresentative - must sign by hand
Officer Name eaand dTTitle: `r✓ f M'F( f -51n- VICE -?J�Z s
Please Print
Business Telephone Number 906 - I ` D ` �1 FAX: 'R0'b- 771- 15/
FOR CITY USE ONLY
Bid Form Item Number(s) Awarded to Above Named Firm/Individual:
Date of Award by City Council (for bids over $25,000): Date P.O./Contract Issued:
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND
TIME, AND YOUR COMPANY NAME AND ADDRESS.
08-068-MA Repair and Maintenance of City of Lubbock Light Duty Vehides 14
- Z3-DJk
Na
/ A�rthorize'd�Rjepresentative - must sign by hand
Officer Name eaand dTTitle: `r✓ f M'F( f -51n- VICE -?J�Z s
Please Print
Business Telephone Number 906 - I ` D ` �1 FAX: 'R0'b- 771- 15/
FOR CITY USE ONLY
Bid Form Item Number(s) Awarded to Above Named Firm/Individual:
Date of Award by City Council (for bids over $25,000): Date P.O./Contract Issued:
LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND
TIME, AND YOUR COMPANY NAME AND ADDRESS.
08-068-MA Repair and Maintenance of City of Lubbock Light Duty Vehides 14
No Text
ITB #08-068-MA , Repair and Maintenance of City of Lubbock Light Duty Vehicles
Additional Services
Additional Service
Can you Comply with the Following
Yes
No
• Police Department must be allowed
to park pre -designated spare
vehicles at vendor's location for use
of the officers. These vehicles will
need to be kept and maintained by
the Vendor.
• If work is needed is under warranty,
the vendor must take the vehicle to
the warranty dealer for repair. When
work is complete, the dealer must
pick up the vehicle and return to
vendor's site.
• If work on the vehicle will not be
completed in less than 2 days, the
Fleet department must be notified.
V
• Police vehicles will take priority over
other vehicles received by the
/
Vendor.
• Vendor shall provide labor manual
guide, if proprietary, access must be
granted to the COL Fleet
Department.
• Vendor must provide a copy of the
work order as well as the invoice
/
after work has been performed and
before payment is made.
• Vendor must call COL Fleet
Department for approval of repairs
/
above and beyond the initial
evaluation and work identified of the
vehicle
08-068-MA Repair and Maintenance of City of Lubbock Light Duty Vehicles 25
ITB it08-068-MA , Repair and Maintenance of City of Lubbock Light Duty Vehides
Additional Service
Can you Comply with the Following
Yes
No
• Vendor wiA need to call COL for WO
number before performing work on
vehicle.
• If work is not normal service or
extreme price, Fleet will contact
Department for approval.
• All departments will need to sign off
of the invoice before payment is
made to the vendor.
►/
• The City of Lubbock reserves the right
to access and inspect any city vehicle
/
under repair or maintenance and to
1I//
discuss such repairs with the Technician
and the Shop Manager.
• Vendor cannot perform any "Scheduled
Maintenance Services" in excess of the
Manufacturer's recommended stated
intervals whether in miles and/or time.
V
In such instances, the vendor is
responsible for all costs incurred.
08-068-MA Repair and Maintenance of City of Lubbock Light Duty Vehicles 26
78 #08-068-MA , Repair and Maintenance of City of Lubbock Light Duty Vehicles
CITY OF LUBBOCK, TEXAS
STATEMENT OF NO BID
The City of Lubbock is very conscious and extremely appreciative of the time and effort you expend in preparing and
submitting bids to the city. If you do not intend to bid on this requirement, please complete and return this form prior to
date shown for receipt of bid to: Marta Alvarez, Purchasing Manager, City of Lubbock, P.O. Box 2000, Lubbock, Texas
79457.
We, the undersigned, have declined to bid on your ITB # for the following reason(s):
Specifications too "tight", i.e, geared toward one brand or manufacturer only. (Please explain reason below)
Specifications unclear. (Please explain below)
Insufficient time to respond to Invitation to Bid.
We do not offer this products or equivalent. (If you wish to remain on bidders list for other commodities and/or
services, please state particular product and/or service under which you wish to be classified)
Our product schedule would not permit us to perform.
Unable to meet specifications.
Job too large.
Job too small
Cannot provide required bonding.
Cannot provide required insurance.
Bidding through dealer.
Do not wish to do business with the City of Lubbock_ (Please explain below)
Other (Please speck below)
Company
City:,
State: Zip
Contact Name: Title:
Business Telephone Number Z FAX:
Internet Address:
Company's Internet Web Page URL:
08-068-MA Repair and Maintenance of City of Lubbock Light Duty Vehictes 29
City of Lubbock, TX
Fleet Services
Tabulation Analysis
October 23, 2008
Item Fleet Description/Vendor
Location
Service Fee
Annual Pricing
1 500 Passenger Vehicles Category
Change Engine Oil & Filter & Filter
Glen's Automotive Repair, LLC
Lubbock, TX
$ 19
9,475
Woody's Tire Company
Lubbock, TX
26
12,875
McWhorters LTD
Lubbock, TX
27
13,475
Scott's Complete Car Care
Lubbock, TX
27
13,475
Flores Tire Service
Lubbock, TX
29
I4,500
Pinkerton's Garage & Body Shop
Lubbock, TX
32
15,750
Multi Point Inspection
Glen's Automotive Repair, LLC
Lubbock, TX
N/C
N/C
Scott's Complete Car Care
Lubbock, TX
N/C
N/C
Pinkerton's Garage & Body Shop
Lubbock, TX
N/C
N/C
Flores Tire Service
Lubbock, TX
10
5,000
McWhorters LTD
Lubbock, TX
16
7,975
Woody's Tire Company
Lubbock, TX
20
10,000
Power Train
Glen's Automotive Repair, LLC
Lubbock, TX
N/C
N/C
Scott's Complete Car Care
Lubbock, TX
N/C
N/C
Flores Tire Service
Lubbock, TX
10
5,000
McWhorters LTD
Lubbock, TX
16
7,975
Woody's Tire Company
Lubbock, TX
25
12,500
Pinkerton's Garage & Body Shop
Lubbock, TX
30
15,000
Tire Rotation
Scott's Complete Car Care
Lubbock, TX
8
4,000
McWhorters LTD
Lubbock, TX
8
4,000
Glen's Automotive Repair, LLC
Lubbock, TX
10
5,000
Flores Tire Service
Lubbock, TX
15
7,500
Pinkerton's Garage & Body Shop
Lubbock, TX
15
7,500
Bill Williams Tires
Lubbock, TX
20
10,000
Woody's Tire Company
Lubbock, TX
20
10,000
Brake Lining Inspection
Glen's Automotive Repair, LLC
Lubbock, TX
N/C
N/C
Scott's Complete Car Care
Lubbock, TX
N/C
N/C
Pinkerton's Garage & Body Shop
Lubbock, TX
N/C
N/C
McWhorters LTD
Lubbock, TX
8
4,000
Flores Tire Service
Lubbock, TX
10
5,000
Woody's Tire Company
Lubbock, TX
20
10,000
EXHIBIT A
City of Lubbock, TX EXHIBIT A
Fleet Services
Tabulation Analysis
October 23, 2008
Item Fleet DescriptionNendor
Location
Service Fee
Annual Pricing
1 500 Caliper Clean & Lubricate
Glen's Automotive Repair, LLC
Lubbock, TX
N/C
N/C
Scott's Complete Car Care
Lubbock, TX
N/C
N/C
McWhorters LTD
Lubbock, TX
20
10,000
Flores Tire Service
Lubbock, TX
25
12,500
Woody's Tire Company
Lubbock, TX
30
15,000
Pinkerton's Garage & Body Shop
Lubbock, TX
50
25,000
2 - Wheel Brake Replacement
Pinkerton's Garage & Body Shop
Lubbock, TX
70
35,000
Flores Tire Service
Lubbock, TX
74
37,000
McWhorters LTD
Lubbock, TX
100
50,000
Glen's Automotive Repair, LLC
Lubbock, TX
130
64,975
Scott's Complete Car Care
Lubbock, TX
130
64,975
Woody's Tire Company
Lubbock, TX
140
70,000
4 - Wheel Brake Replacement
Pinkerton's Garage & Body Shop
Lubbock, TX
140
70,000
Flores Tire Service
Lubbock, TX
165
82,500
McWhorters LTD
Lubbock, TX
200
100,000
Scott's Complete Car Care
Lubbock, TX
250
124,975
Glen's Automotive Repair, LLC
Lubbock, TX
260
129,950
Woody's Tire Company
Lubbock, TX
280
140,000
Inspection Parking Brake System
Glen's Automotive Repair, LLC
Lubbock, TX
N/C
N/C
Scott's Complete Car Care
Lubbock, TX
N/C
N/C
Pinkerton's Garage & Body Shop
Lubbock, TX
N/C
N/C
Flores Tire Service
Lubbock, TX
10
5,000
Woody's Tire Company
Lubbock, TX
25
12,500
McWhorters LTD
Lubbock, TX
30
15,000
Air Filter Replacement
Glen's Automotive Repair, LLC
Lubbock, TX
14
6,975
Scott's Complete Car Care
Lubbock, TX
15
7,475
Flores Tire Service
Lubbock, TX
15
7,500
McWhorters LTD
Lubbock, TX
18
9,000
Pinkerton's Garage & Body Shop
Lubbock, TX
25
12,500
Woody's Tire Company
Lubbock, TX
25
12,500
Crank Case - Replacement
Glen's Automotive Repair, LLC
Lubbock, TX
6
2,975
Scott's Complete Car Care
Lubbock, TX
7
3,475
McWhorters LTD
Lubbock, TX
9
4,500
Flores Tire Service
Lubbock, TX
15
7,500
Pinkerton's Garage & Body Shop
Lubbock, TX
20
10,000
Woody's Tire Company
Lubbock, TX
30
15,000
City of Lubbock, TX
Fleet Services
Tabulation Analysis
October 23, 2008
Item Fleet DescriptionNendor Location Service Fee Annual Pricing
500 Cooling System
Glen's Automotive Repair, LLC
Lubbock, TX
N/C
N/C
Scott's Complete Car Care
Lubbock, TX
N/C
NIC
Pinkerton's Garage & Body Shop
Lubbock, TX
N/C
N/C
Flores Tire Service
Lubbock, TX
10
5,000
Woody's Tire Company
Lubbock, TX
13
6,250
McWhorters LTD
Lubbock, TX
20
10,000
Change Engine Coolant & Inspection
Pinkerton's Garage & Body Shop
Lubbock, TX
30
15,000
Flores Tire Service
Lubbock, TX
35
17,500
McWhorters LTD
Lubbock, TX
45
22,500
Woody's Tire Company
Lubbock, TX
45
22,500
Glen's Automotive Repair, LLC
Lubbock, TX
60
29,975
Scott's Complete Car Care
Lubbock, TX
60
29,975
Spark Plug 6 Replacement
McWhorters LTD
Lubbock, TX
50
24,750
Glen's Automotive Repair, LLC
Lubbock, TX
70
34,975
Scott's Complete Car Care
Lubbock, TX
70
34,975
Pinkerton's Garage & Body Shop
Lubbock, TX
85
42,500
Woody's Tire Company
Lubbock, TX
89
44,500
Flores Tire Service
Lubbock, TX
100
50,000
Spark Plug 8 Replacement
McWhorters LTD
Lubbock, TX
70
34,750
Glen's Automotive Repair, LLC
Lubbock, TX
90
44,975
Scott's Complete Car Care
Lubbock, TX
90
44,975
Woody's Tire Company
Lubbock, TX
97
48,500
Flores Tire Service
Lubbock, TX
115
57,500
Pinkerton's Garage & Body Shop
Lubbock, TX
130
65,000
Inspection & Repack Wheel Bearings
Glen's Automotive Repair, LLC
Lubbock, TX
35
17,500
McWhorters LTD
Lubbock, TX
35
17,500
Woody's Tire Company
Lubbock, TX
40
20,000
Flores Tire Service
Lubbock, TX
47
23,500
Scott's Complete Car Care
Lubbock, TX
48
24,000
Pinkerton's Garage & Body Shop
Lubbock, TX
63
31,250
Service Battery Terminals, Cables and Anit-Corrosion Treatment
Scott's Complete Car Care
Lubbock, TX
9
4,250
Flores Tire Service
Lubbock, TX
10
5,000
Glen's Automotive Repair, LLC
Lubbock, TX
13
6,475
McWhorters LTD
Lubbock, TX
20
10,000
Woody's Tire Company
Lubbock, TX
20
10,000
Pinkerton's Garage & Body Shop
Lubbock, TX
30
15,000
EXHIBIT A
City of Lubbock, TX
Fleet Services
Tabulation Analysis
October 23, 2008
Item Fleet DescriptionNendor Location Service Fee Annual Pricing
500 Electronic Fuel Injection & Fuel Filter Replacement
Flores Tire Service
Lubbock, TX
15
7,500
Woody's Tire Company
Lubbock, TX
30
15,000
Glen's Automotive Repair, LLC
Lubbock, TX
40
19,975
McWhorters LTD
Lubbock, TX
45
22,500
Scott's Complete Car Care
Lubbock, TX
50
24,975
Pinkerton's Garage & Body Shop
Lubbock, TX
60
30,000
Automatic Transmission Service
McWhorters LTD
Lubbock, TX
65
32,500
Glen's Automotive Repair, LLC
Lubbock, TX
70
34,975
Scott's Complete Car Care
Lubbock, TX
70
34,975
Flores Tire Service
Lubbock, TX
72
36,000
Pinkerton's Garage & Body Shop
Lubbock, TX
100
50,000
Woody's Tire Company
Lubbock, TX
130
65,000
Manual Transmission Oil Change
McWhorters LTD
Lubbock, TX
45
22,500
Flores Tire Service
Lubbock, TX
48
24,000
Glen's Automotive Repair, LLC
Lubbock, TX
50
24,975
Scott's Complete Car Care
Lubbock, TX
50
24,975
Pinkerton's Garage & Body Shop
Lubbock, TX
50
25,000
Transfer Case Oil Change
McWhorters LTD
Lubbock, TX
25
12,500
Glen's Automotive Repair, LLC
Lubbock, TX
60
29,975
Flores Tire Service
Lubbock, TX
45
22,500
Scott's Complete Car Care
Lubbock, TX
50
24,975
Pinkerton's Garage & Body Shop
Lubbock, TX
58
29,000
Woody's Tire Company
Lubbock, TX
75
37,500
Front Wheel Alignment
McWhorters LTD
Lubbock, TX
25
12,475
Woody's Tire Company
Lubbock, TX
55
27,475
Pinkerton's Garage & Body Shop
Lubbock, TX
55
27,500
Scott's Complete Car Care
Lubbock, TX
60
29,975
Four Wheel Alignment
McWhorters LTD Lubbock, TX 49 24,475
Woody's Tire Company Lubbock, TX 65 32,475
Scott's Complete Car Care Lubbock, TX 80 39,975
Pinkerton's Garage & Body Shop Lubbock, TX 125 62,500
EXHIBIT A
City of Lubbock, TX
Fleet Services
Tabulation Analysis
October 23, 2008
Item Fleet DescriptionNendor
Location
Service Fee
Annual Pricing
1 500 Steering & Suspension Inspection
Glen's Automotive Repair, LLC
Lubbock, TX
N/C
N/C
Scott's Complete Car Care
Lubbock, TX
N/C
N/C
Pinkerton's Garage & Body Shop
Lubbock, TX
N/C
N/C
Flores Tire Service
Lubbock, TX
10
5,000
McWhorters LTD
Lubbock, TX
13
6,250
Woody's Tire Company
Lubbock, TX
20
10,000
State Inspection
Flores Tire Service
Lubbock, TX
15
7,250
Glen's Automotive Repair, LLC
Lubbock, TX
15
7,250
Scott's Complete Car Care
Lubbock, TX
15
7,250
McWhorters LTD
Lubbock, TX
15
7,250
Pinkerton's Garage & Body Shop
Lubbock, TX
15
7,250
Woody's Tire Company
Lubbock, TX
15
7,250
HVAC Inspection & Leak Detection
Glen's Automotive Repair, LLC
Lubbock, TX
N/C
N/C
Scott's Complete Car Care
Lubbock, TX
N/C
N/C
McWhorters LTD
Lubbock, TX
35
17,500
Pinkerton's Garage & Body Shop
Lubbock, TX
55
27,500
Woody's Tire Company
Lubbock, TX
90
45,000
HVAC Refrigerant Removal and Add
Glen's Automotive Repair, LLC
Lubbock, TX
120
59,975
Scott's Complete Car Care
Lubbock, TX
120
59,975
Woody's Tire Company
Lubbock, TX
178
88,750
McWhorters LTD
Lubbock, TX
188
93,750
Pinkerton's Garage & Body Shop
Lubbock, TX
200
100,000
Tire Chain Installation & Removal
Glen's Automotive Repair, LLC
Lubbock, TX
N/C
N/C
Scott's Complete Car Care
Lubbock, TX
N/C
N/C
Woody's Tire Company
Lubbock, TX
10
5,000
Hourly Labor
Flores Tire Service
Lubbock, TX
45
22,500
Glen's Automotive Repair, LLC
Lubbock, TX
48
24,000
Scott's Complete Car Care
Lubbock, TX
59
29,500
Pinkerton's Garage & Body Shop
Lubbock, TX
63
31,250
McWhorters LTD
Lubbock, TX
65
32,500
Woody's Tire Company
Lubbock, TX
65
32.500
Flat Rate
Flores Tire Service
Lubbock, TX
45
22,500
Glen's Automotive Repair, LLC
Lubbock, TX
48
24,000
McWhorters LTD
Lubbock, TX
50
25,000
Scott's Complete Car Care
Lubbock, TX
59
29,500
Woody's Tire Company
Lubbock, TX
60
30,000
Pinkerton's Garage & Body Shop
Lubbock, TX
63
31,250
EXHIBIT A
Resolution No. 2008-RO407
City of Lubbock, TX EXHIBIT A
Fleet Services
Tabulation Analysis
October 23, 2008
Item Fleet Description/Vendor Location Service Fee Annual Pricing
1 500 Passenger Vehicles Category
Bill Williams Tires Lubbock, TX 10,000
Only Bid on Tire Rotations
Flores Tire Service Lubbock, TX 494,750
No Bid
Front Wheel Alignment
Four Wheel Alignment
HVAC Inspection
HVAC Refrigerant
Tire Chain Installation & Removal
Glen's Automotive Repair, LLC Lubbock, TX 600,875
No Bid
Front Wheel Alignment
Four Wheel Alignment
McWhorters LTD Lubbock, TX 657,625
Scott's Complete Car Care Lubbock, TX 662,625
Pinkerton's Garage & Body Shop Lubbock, TX 780,750
Woody's Tire Company Lubbock, TX 840,600
No Bid
Manual Transmission