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HomeMy WebLinkAboutResolution - 2012-R0048 - Contract - Pollard Friendly Ford - Police Vehicle Equipment Installation - 01_26_2012Resolution No. 2012—R0048 j January 26, 2012 Item No. 5.21 RESOLUTION IBE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Contract No. 10398 for police vehicle equipment installation, by and between the City of Lubbock and Pollard Friendly Ford, 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 on January 26, 2012 TOM MARTIN, MAYOR ATTEST: Garza, City S V ED AS TO CONTENT: City Manager Information Officer APPROVED AS TO FORM: Weaver, Xssistant City Attorney :ccdocs/RES.Contract-Pollard Friendly Ford January 6, 2012 Resolution No. 2012-ROO48 CITY OF LUBBOCK, TX CONTRACT FOR POLICE VEHICLE EQUIPMENT INSTALLATION CONTRACT No. 10398 THIS CONTRACT, made and entered into this 26th day of January, 2012, pursuant to a resolution heretofore adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and Pollard Friendly Ford, ("Contractor"). WITNESSETH: WHEREAS, the City of Lubbock duly advertised for bids for Police Vehicle Equipment Installation 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 service of the said Police Vehicle Equipment Installation. 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 the City's specifications and Contractor's bid, copies of which are attached hereto and made part hereof, Contractor will provide to the City the Installation of the Police Vehicle Equipment specifically referred to as Item No.I and more particularly described in the bid submitted by the Contractor 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 contained herein. 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. The contract shall be for a period of one (1) year, said date of term beginning upon City Council date of formal approval. 5. 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. 6. 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. 7. 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 Garage Liability: Any Auto -Each Accident $100,000 Other Than Auto Only $100,000 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. 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. 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. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractors records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall refund the City the full amount of such overpayments within thirty (30) days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor. 9. 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. 10. This Contract consists of the following documents set forth herein; Invitation to Bid No. 12- 10398-RH, 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: Tom MartiA, Mayor ATTEST: - C� -a'� 2-� Rebec Garza, City Secret APPROVED AS TO CONTENT: MarlWearVbod, Chiel Information Officer/ Assistant City Manager APPROVED AST FORM. Assistant City Attorney CONTRACTOR: BY 4 lz465� Sign re of Autho'rl4zed Representative Address City, State and Zip Code rrB 12-103WRH. Police Vettiek Equipment Imtallatba Resolution No. 2012-R0048 BID FORM City of Lubbock, TX Purchasing and Contract Management Police Vehicle Equipment Installation ITB No. 12-10398-RH In compliance with the levitation to Bid No. 12-10393-RK 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 famishing the material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said itcrns at the locations and for the prices set forth on this form. The Invitation to Aid No. 12- 10398-RH is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. Item Quantity +1- Service Flat Rate r unit)_PRICE EXTENDED 1. 50 Installation of Equipment as S described in bid specification Off' 30� i TOTAL BID S3p�Ac� PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of 9it, net _ calendar days. Discounts will not be considered In determining low bid. Unless otherwise indicated on the Bid Form, payment genre will be NET TIURTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of w=ptarrec, 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 Pater. 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 clement of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality and quantity; and does not include any provision fbr discounts to selling agents. If at any tirne during the contract period, the supplier shouid sell or offer for sate to any other customer, an equal or less quantity of similar contract products of like or better quality, of a lower net pri*s) them provided herein, supplier agrees to notify the City and sell sane produd(9) at the tower price(s) on sit 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 interiocal purchasing agreements as provided for by the Intedocal 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 Wshe will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this corrauct, would you (the bidder) agree that all terms, conditions, specificatkno, and pricing would apply? Other governmental entities that might have interests Is this contract are Frtnsbip Independent School Distrk4 Lubbock Housing Autiorlty, Lubbock Cove Lubbock County Hospftah Distriet, Lubbock independent School District, South Plains Association or Governments, City of Texariaata, To Tech University, Weat Texas Municipal Power Agency, Lyme County, and City of WolhTortlr. YES NO o if you (the bidder) checked YES, the following will apply: o Governmental entities utilizing Interiocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase matcriaWservioes under the conbact(s) awarded as a result of this solicitation. All purchases by govemmentrd 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 governments! aflity's debtfs. ach hggovernments! entity will order their own matcrials/serviae as needed. THIS, B/ID_ �IS�SUBMITTF,D BY �oW rA411e WtsV �1!'�Y a corporation organized under the laws of the State of AGK�S or a partnership consisting of or an individual trading as — of the Cifyof Firm; Address: 3 to City / : G a Statc: _ Zip ."BE Firm: Woman I J Blade Amterican I I Native American Q/PURCf1ASE/Sid Om/Robin/2012 ITB I2-103WRK Police Vehicle Egdpownt I.sdB.thm Authorised ftWrsentairve -- ffnw sign by hand officer Now and Title: /V ��"/'7 �C�pk h*/ , Plrasr print j{ Q�J Business Telephone: Number w"' JT/ !, FAX 9`^�`� 7 E-Mail Addrrss S rrtt:Se+�t'Fs�� l.�f LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. Q/PURCHASE/Bid Docs/Robin/2012 ITH 12,1039&RH, Poike Velklr P.quipmcwt instalLtiow CITY OF LUBBOCK, TX MINIMUM SPECIFICATIONS POLICE VEHICLE EQUIPMENT INSTALLATION FOR POLICE, MARKED PATROL SUV, FULL-SIZE MAKE: Chevrmlet Tahoe Defender MODEL: 2012 IT IS THE INTENT OF THIS SPECIFICATION, REFERENCED DOCUMENTS, REQUIREMENTS AND CONDITIONS SECTIONS TO DESCRIBE MINIMUM PERFORMANCE REQUIREMENTS. THE VEHICLE OR PRODUCT MUST MEET OR EXCEED THE PERFORMANCE OR CONSTRUCTION DESCRIBED HEREIN, THE VENDOR SHALL HE REQUIRED TO MARK COMPLIANCE OR NON-COMPLIANCE TO EACH ITEM DESCRIPTION IN THE SPACE PROVIDED. ALL EQUIPMENT FURNISHED AS STANDARD TO THE GENERAL PUBLIC ON THE PRODUCT BY THE MANUFACTURER SHALL BE INCLUDED, EVEN WHEN NOT SPECIFICALLY IDENTIFIED IN THIS SPECIFICATION. ANY DEVIATIONS FROM THE WRITTEN SPECIFICATION BELOW SHALL BE NOTED ON THE ATTACHED EXCEPTIONS ]p THE SPECIFICATION. NO. ITEM MINIMUM REQUIREMENTS SELLER COMPLIANCE YES NO THE FOLLOWING DESCRIBES MULTIPLE POLICE EMERGENCY GENERAL EQUIPMENT ITEMS THAT SHALL BE INSTALLED ON THE TAHOFS. ALL EQUIPMENT WILL BE FURNISHED BY THE CITY OF LUBBOCK. ALL WIRING, FUSES, CONNECTORS, AND NEEDED HARDWARE WILL BE FURNISHED BY THE CITY OF LUBBOCK THE FIRST VEHICLE WILL BE DELIVERED TO THE CITY OF LUBBOCK FOR INSPECTION AND ACCEPTANCE BEFORE ANY OTHER UNITS ARE COMPLETED. PROPER INDUSTRY WIRING PRACTICES SHALL BE FOLLOWED. WHELEN LIBERTY LIGHTBAR THE LIGHTBAR SHALL BE MOUNTED, CENTERED OVER THE" B "PILLAR OF THE TRUCK. CABLING FOR THE LIGHTBAR SHALL BE RUN I. LIGHTBAR TOUGH A 1/3/8'" HOLE IN THE ROOF. THE ACCESS HOLE WILL HAVE A BUSHING INSTALLED TO PROTECT THE CABLING. THE ACCESS HOLE SHALL HE SEALED WITH CLEAR SILICONE RTV. PHYSICAL MOUNTING AND WIRING OF THE LIGHTBAR WILL FOLLOW THE MANUFACTURER'S GUIDELINES. WHELEN CENCOM SIREN/LIGHTBAR CONTROL UNIT THE CENCOM UNIT SHALL BE LEFT UNMOUNTED, IN THE CENTER OF THE REAR CARGO AREA WITH A MMIMUM OF 30 INCHES OF LEAD SIREN / LIGHT WIRING. WIRING SHALL BE ENCASED IN THE PROPER SIZED SPLIT 2. CONTROLLER LOOM WIRE SHIELDING. THE CONTROL UNIT CABLING AND CONTROLLER SHALL BE LEFT UNMOUNTED, CENTERED BETWEEN THE TWO FRONT SEATS. CABLING SHALL BE RUN UNDER THE FACTORY FLOOR COVERING. ELECTRICAL CONNECTIONS SHALL FOLLOW MANUFACTURERS GUIDELINES. Q/PURCHASE/Bid Docs/Robin/2012 ITS 12-10396-RK Pulim Vehicle Equipment lmtallmtWo NO. ITEM MINIMUM REQUIREMENTS SELLER COMPLIANCE YES NO WHELEN SA-315 SIREN SPEAKER 3• THE SIREN SPEAKER SHALL BE MOUNTED CENTERED ON TII£ PUSH f SPEAKER BAR -TIRE SPEAKER WILL BE MOUNTED TO REAR OF THE PLATFORM TO PROVIDE PROTECTION IN THE EVENT OF AN IMPACT. WHELEN SSFPOS16 4 HEADLIGHT THIS FLASHER SHALL BE INSTALLED AS PER FLASHER MANUFACTURER'S RECOMMENDATION, FLASHER IS CONTROLLED BY TIIE CENCOM. WHELEN SSFPOSI6 TAILLIGHT THE REAR FLASHER IS INTEGRATED INTO THE FRONT FLASHER. / S. FLASHER IT SHALL BE CONTROLLED INDEPENDENT OF THE FRONT FLASHER. WHELEN M4J REAR HATCH THESE (2) LIGHTS SHALL BE MOUNTED ON EITHER SIDE OF 7NE 6• LIGHTING LICENSE PLATE, CENTERED VERTICALLY WITH THE LICENSE PLATE HORIZONTAL CENTER LINE. LIGHTS ARE CONTROLLED BY THE CENCOM. LIGHTS SHALL BE SYNCED WITH EACH OTHER A TWO CONDUCTOR COLOR CODED CABLE (ZIP CORD) OF AT LEAST 19 GA_ SHALL BE ROUTED FROM THE CENCOM TO A CUTOUT IN THE FLOOR COVERING CENTERED BETWEEN THE FRONT SEATS. THIS 7. WEAPON LOCK CABLE CAN EXIT THE SAME OPENING AS THE CENCOM CONTROL CABLE. 24 INCHES OF WIRE SHALL BE LEFT BETWEEN THE SEATS TO ALLOW ATTACHMENT TO THE EQUIPMENT. THE RIGHT SPOTLIGHT (PASSENGER SIDE). SHALL BE CONTROLLED RIGHT BY THE CENCOM. THE FACTORY INPUT WIRE MUST BE CUT, AND A 8. SPOTLIGHT WIRE ADDED TO _n4E SPOTLIGHT SIDE, AND ROUTED TO THE MODIFICATION CENCOM. THE FACTORY +12VOLT WIRE MUST BE CAPPED TO PREV`FNT SHORT CIRCUIT CONDITION. COMPLETED VENDOR MUST DEMONSTRATE THE ABILITY TO PICK-UP AND 9. DELIVERY TIME DELIVER A COMPLETED VEHICLE AT A RATE OF ONE VEHICLE FRAME EVERY ONE AND ONE HALF DAYS. THE CENCOM LIGHTING SEQUENCE SHALL BE AS FOLLOWS: LEVEL 1- ALL REAR FACING LIGHTING INCLUDING TAILLIGHT FLASHER LEVEL 2- FORWARD RED / BLUE LIGHTING LEVEL 3- HEADLIGHT FLASHER AND FLASHING TAKEDOWN OUTLET 4 - LEFT ALLEY OUTLETS- TAKE DOWN OUTLET 6 - RIGHT SPOTLIGHT WPURCHASE/B1d Docs/Robin/2012 ITH 12-1I3914RH, Police Vchick Egsipmms Iostmostim OUTLET 7 - RIGHT ALLEY OUTLETS- WEAPON LOCK FRONT EQUIPMENT WIRING SHALL USE A (4) CONDUCTOR PARALLEL BONDED CABLE. TWO CONDUCTORS WILL PROVIDE THE SPEAKER WIRING. THE REMAINING TWO WIRES WILL BE USED TO CONTROL THE HEADLIGHT FLASHER AND THE TAILLIGHT FLASHER. PER UNIT INVENTORY 2012 TAHOE PARTS AND EQUIPMENT TO BE PROVIDED BY THE CITY OF LUBBOCK TO UPFITTER FOR INSTALLATION: (1) WHELEN DUO54" LIBERTY LIGHTBAR W/STRAP KIT (1) SSFPOS16 FLASHER (2) WHELEN M4J LIGHTS (1) SA-315 SPEAKER W/BRACKET (1) WHELEN CENCOM GOLD SIREN/ LIGHT CONTROLLER ALL WIRING, CONNECTORS, RELAYS, SPLIT LOOM, HARDWARE, AND ANY OTHER SUPPLIES DEEMED NECESSARY, SHALL BE SUPPLIED BY THE CITY OF LUBBOCK. EXCEPTIONS TO THE SPECIFICATIONS OF ANY ITEMS STATED HEREIN SHALL BE FULLY DESCRIBED IN WRITING BY THE BIDDING VENDOR IN THE SPACE PROVIDED BELOW. LIST ITEMS BY ITEM NUMBERS. Q/PURCHASE/Sid Docs/Robin/2012