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HomeMy WebLinkAboutResolution - 2003-R0342 - Contract For Repair For Fleet Vehicles - Scott's Complete Car Care - 08_28_2003 (3)Resolution No. 2003—RO342 August 28, 2003 Item No. 40 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 Contract for repair and servicing of police department fleet vehicles, by and between the City of Lubbock and Scott's Complete Car Care 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 28th day of August , 2003. ,�o Z( MARCDO GAL, MAYOR ATTEST: Cr Rebecca Garza, City Secretary APPROVED AS TO CONTENT: Victor Kilman, rchasing Manager APPROVED AS TO FORM: Knight, distant City Attorney gs/ccdocs/res-Contract-Scotts Complete Car Care-09503VK.res Aug. 15, 2003 Resolution No. 2003—RO342 August 28, 2003 Item No. 40 CITY OF LUBBOCK CONTRACT FOR SERVICES Repair £t Servicing of Police Department Fleet Vehicles THIS AGREEMENT, entered into this 28th day of August, 2003, between the City of Lubbock ("City"), and Scott's Complete Car Care ("Contractor"). WITNESSETH: The parties, in consideration of the terms and conditions herein, do hereby covenant and agree as follows: I. Compensation. 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. II. Scope of Work. The Contractor shall perform the work according to the procedure outlined in the specifications and Invitation to Bid #095-03/VK attached hereto and incorporated herein. III. Contract Term: The period of this contract shall be for a period of one year beginning October 1, 2003, and thereafter from year to year for four additional years, provided, however, that either party may at any time during the life of this contract, or any extension thereof, terminate this contract by giving thirty (30) days notice in writing to the other party of its intention to cancel. Prices shall remain firm for the first twelve-month period of the contract unless an exception is stated in the bid. IV. Relationship between City and Contractor. 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. V. Workers' Compensation and Insurance. Contractors Liability Insurance_ 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: General Aggregate: $1,000,000 Automotive Liability: Combined Single Limit: $500,000 Page 31 of 32 Bidder's Initial: Garage Liability: Other: Auto Only: $500,000 Each Accident Other than Auto: $500,000 Each Accident Bailee's Insurance: $500,000 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. 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. VI. Successors And Assigns: 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. VII. Entire Contract This Contract consists of the following documents set forth herein; Invitation to Bid #095-03, General Conditions, Specifications, and the Bid Form. IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed the day and year first above written. Executed indicate. CITY OF LUBBO SCOTT'S COMPLETE CAR CARE BY � �,Alz #� A a ayor Aut riz,pd epresentative ATTEST: Q Reb cca Garza, City Secretary APPROVED AS TO FORM: Attorney Page 32 of 32 Address. APPROVED AS TO CONTENT: � Z e4 — *tt7N��� Victor Kilman, P rchasing Manager Bidder's Initial: Reslutioa No. 2003—RO342 rM AIMMRA/K Rannir R SandHnn of Pnnra namdniAnt RpAt Vahreleu SUBMIT TO: CITY OF LUBBOCK CITY OF LUBBOCK TEXAS PURCHASING DEPARTMENTift 1625 13TH STREET, RM L04 "•._ LUBBOCK, TX 79401-3830 AN EQUAL OPPORTUNITY INVITATION TO BID CONTACT PERSON: Victor Kilman EMPLOYER #095-03NK TEL: 806.775.2167 FAX: 806.775.2164 http://purchasing.cl.lubbock.tx.us TITLE: SUBMITTAL DEADLINE: Repair 8t Servicing of Police Department Fleet Vehicles July 8, 2003, 3:00 P.M. CST PRE BID DATE, TIME AND LOCATION: Any bids received after the time and date listed above, June 24, 2003 at 9:00 A.M. —1625 13'h Street, Room 103 regardless of the made of delivery, shall be returned unopened. RESPONDENT NAME: SC01T EJ 69-7 IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE "STATEMENT OF NO BID". MAILING ADDRESS: '100a IK IAUA PNENUE CITYZIP: THE CITY OF LUBBOCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AND ALL ,-//��S,,/T/��AT�E +- ,1 �(b6oct, TEX (iS -7114 (3 BIDS IN WHOLE OR IN PART AND WAIVE ANY INFORMALITY IN THE COMPETITIVE BID PROCESS. FURTHER, THE CITY RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO BE IN THE BEST INTEREST OF THE CITY. TELEPHONE NO:: I��VJ I "I uA IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS REQUEST PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S RESPONSIBILITY TO ADVISE THE FAX N Q �"1 CITY OF LUBBOCK PURCHASING MANAGER IF ANY LANGUAGE, REQJIREMENTS, ETC., W OR ANY COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS STATED IN THIS m3 TO A SINGLE SOURCE. SUCH NOTIFICATION E-MAIL: p �WILs a045L �q V.(au Co. •') MUST BE SUBMITTED IN WRITING AND MUST BE RECEIVED BY THE PURCHASING MANAGER NO LATER THAN FIVE (5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE. FAILURE TO PROVIDE THE APPROPRIATE INFORMATION WITHIN THE TIME FEDERAL TAX ID NO. OR SOCIAL SECURITY NO. ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY PROTEST. THE BIDDER HEREBY ACKNOL+�'4�14— ITSS(PBASED OrN; THE FOLLOWING ADDENDA: 87rPT 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 their spouse, benefit from the award of this bid to the above firm? YES NO IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED BIDDER HAVING EXAMINED THE INVITATION TO BID AND SPECIFICATIONS, AND BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING BID FOR FURNISHING THE MATERIAL, EQUIPMENT, LABOR AND EVERYTHING NECESSARY FOR PROVIDING THE ITEMS LISTED ON THE ATTACHED BID FORM AND AGREES TO DELIVER SAID ITEMS AT THE LOCATIONS AND FOR THE PRICES SET FORTH ON THE BID FORM. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTION. By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person submitting an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. 1 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) purchased or acquired by the City of Lubbock. At the City's discretion, such assignment shams made aro bej!omggffgtLve at the time the City tenders final payment to the vendor. 5 � rj Z V1 UNEK Au ed S at a Title 6 f�,dc-pj Mf L�- VI.- I q-145 Print/Type Name Date PLEASE COMPLETE THIS FORM AND RETURN WITH YOUR RESPONSE. Page 1 of 32 Bidder's Initial: ITB #095-03/VK, Repair & Servicing of Police Department Fleet Vehicles This Page Intentionally Left Blank Page 2 of 32 Bidder's Initial: 0- SCOTT'S COMPLETE CAR CARE 7002 INDIANA and 34TH & UNIVERSITY L UBBOCK, TEAS 797-9882 785-9882 RE: BID REPLY (095-03/VK) Our current bid offers OEM parts. However, we also have available many national brand replacement parts that could further reduce the cost of auto repairs. All listed parts come with the same 12 month /12000 mile warranty as the OEM parts and labor. A partial list of these replacement parts is as follows: BENDIX WAGNER STANDARD FELPRO A.T.P. RAYBESTOS AUTO LITE BOSCH Again we appreciate the opportunity to service the Lubbock Police Department vehicles. Anything we at Scott's Complete Car Care find that we can do to help save costs will be available for your consideration. Addendum #4 BID FORM Repair It Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK In compliance with the Invitation to Bid #095-03, 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 provide automotive repairs/services for the City of Lubbock Police Department vehicles at the labor rate and parts discount listed below and/or attached. The Invitation to Bid #095-03 is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. Failure to provide the appropriate information in the format requested shall be just cause for rejection of bid. DESCRIPTION Please check the services your company can perform and list the number of certified mechanics available for each service. Provide Number of Service? Mechanics? Engine Repair Automatic Transmission l W" Trans -Axles and Rear Axles I Front End 11 12( Brakes It 'N( Electrical Systems It 4 Heating and Air Conditioning Bi Gasoline Engine Tune -Up l� State Inspection Service State Inspection Fee $ a 50 �l '( Tire Services (see next page for itemized list) _[ 9 Courtesy Pickup and Delivery within City Limits of Lubbock, Texas Standard Labor Rate Per Hour: Percent Discount on Labor Rate % or Flat Rate Per Hour Offered for this Bid: $ �'o-i.5D Trouble Shooting and Diagnostic Work (using diagnostic equipment) Per Hour Labor Rate: $ ."� Method of Calculating Discount on Parts Costs (choose one): Cost Plus % (or) List Price Minus IS % (or) Other: Name of Flat Rate Manual or Software Used for Costing Services WI e 11 on 1)e r rd Note: The successful bidder shall provide the City with manual at time of award. Warranty on Parts: � � 1 Warranty on Labor:_ 1 a I I )_1 Bid Form Page 1 of 6 Bidder's Initial: Addendum #4 a • i►► Repair It Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK TIRE SERVICES Please check the following services your company can perform and indicate if 24/7 service is available: 24/7 available: YES NO o Rotate tires y/ o Mount and balance V o Wheel balance o Tubeless Valve o Install Tire Chains o Remove Tire Chains 17 Pull Street Tires and Mount Snow Tires 13 Tire Change Service (Nights) V o Tire Change Service (Days) o Battery, alternator, and starter replacements r. Bid Form Page 2 of 6 Bidder's Initial. Addendum #4 BID FORM Repair 6t Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095.03/VK DESCRIPTION Use the following example vehicle for the purpose of costing the services listed below. All services performed and/or parts supplied shall meet or exceed the original equipment manufacturer's warranty requirements. If you do not have the ability to repair and service this make of vehicle, write or type NO BID on this page. 2000 Ford Crown Victoria, V-8 Gasoline Engine: r. Bid Form Page 3 of 6 Bidder's Initial: / J Addendum #4 BID FORM Repair & Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TDCAS ITB ff095.03/VK DESCRIPTION Use the following example vehicle for the purpose of costing the services listed below. All services performed and/or parts supplied shall meet or exceed the original equipment manufacturer's warranty requirements. If you do not have the ability to repair and service this make of vehicle, write or type NO BID on this page. 2002 Chevrolet Impala, V-6 Gasoline Engine: Service Parts Brand Hours Labor Cost Parts Cost Total Cost Required 1. Service Transmission , -1 i a .'15 4-7.11 , g Parts Re uired: Transmission Kit Fluid QQaeo 2. Engine Tune-u 3. I4D• 5 1Qa44$ ID - Parts Required: Plus (� Rotor G DektO Fuel Filter C, tR v Air Cleaner 3. Brake Repair (Including wheel o �a •5D 3 �� - S 3a l • 3 S bearingack)• Parts Required: Wheel Seals kc, IV Front Pads -Ion NC, Rear Shoes PC C-,, of o Turn Rotors 2 Front or Rear DD • 00 Replace Rotors 2 Front or Rear 0 0 1161. o o • 06 Turn Rear Drums 2 t S' a.l • a5 a I. as' 4. Front End Alignment front only) 1, D 0-5D -0- a -SD Parts Required: Front/Rear Shims AC 5. Lube Oil Filter °s l a A S 1 b Parts Required: 05-30W OEM recommended API Motor Oil (attach list of brands offered) Oil Filter 6. Air Conditioner Recharge (partial)1 • D 4a.5o D.q� 4 slb- Parts Required: Refrigerant, 12 oz. TZ64— Air Conditioner Recharge q �• �g �•qi (evacuate and complete)�- •�D 7. Flat Repair olice sedan / . 40D0 8. Balance Rotate 4 tires a.o6 9. Tire Chain Installation 2 tires)-f�- r. Bid Form Page 4 of 6 Bidder's Initial. Addendum #4 BID FORM Repair It Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK PREVENTATIVE MAINTENANCE (See pages 27 8 28) Write or type NO BID on each line for any vehicle that you do not have the ability to service. PM PM PM LEVEL LEVEL LEVEL ITEM ITEM DESCRIPTION "A" "BB" " C., 1. SUBCOMPACT AUTOMOBILES W�,- �QLY-fj) , m 2. INTERMEDIATE AUTOMOBILES the;_L Itst i . m sery�tces 3. 2WD COMPACT TRUCKS 4. 4WD COMPACT TRUCKS 2WD STANDARD PICKUP TRUCKS: CHEV. C10/1500, FORD F150 CHEV. C20/2500, FORD F250 CHEV. C30/3500, FORD F350 6. 4WD STANDARD PICKUP TRUCKS: CHEV. K10/1500, FORD F150 CHEV. K20/2500, FORD F250 CHEV. K30/3500, FORD F350 7. STANDARD VAN: FORD E150, OR EQUIVALENT FORD E250, OR EQUIVALENT FORD E350, OR EQUIVALENT 8. SUVs Mini Vans 4WD, AWD Et RWD • List your service facilities within Lubbock, Texas, capable of performing the P services: • Vehicle drivers may deliver vehicles to any of the facilities listed in 9., above: Yes; No If no, please explain limitations: • Indicate here the amount of time required to perform the PM services: Level "A" PM:_5D—minutes. Level "B" PM: 30 minutes. Level "C" PM:—W—minutes. • Indicate here the brand(s) of products to be'wsed for the PM services: Lubrication products: D L M Filter elements: Of- M Bid Form Page 5 of 6 Bidder's Initial: Addendum #4 PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of %, net calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract.. Each bidder shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have interests in this contract are Frenship Independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. YES NO • 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 BEN UINE kMMME SERVICE a corporation organized under the laws of the State of or a partnership consisting of or an Individual, trading as of the City of City: L 4166nu- State: :JE&I zip 'A I 13 M/WBE Firm: Woman Black American Native American Hispanic American Asian Pacific Qther (Specify) American It) !i'fM1►ci/►cu h By Officer Name and Please Print Business Telephone Numbe(gou) -10 l'' us FAX:(W6) 7 So-j tqb Bid Form Page 6 of 6 Bidder's Initial: CITY OF LUBBOCK NON -COLLUSION AFFIDAVIT STATE OF TEXAS ss LUBBOCK COUNTY Im • -jW l I L I] I-, K. I 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. Scm� carcwe NAME OF FIRM i l i1�_ • . 10 . P WACr TITLE ) Subscribed and sworn to before me this day of .�AI 14 2003 ,4?/I 6 Notard-Public i"nd for the State of Texas residing at r!.nw..., MARLA SIDES Notary Public, State of Texas My Plvnmiecim FYnirm &23.05 NOTE: PLEASE COMPLETE THIS FORM AND INCLUDE WITH YOUR BID. Page 30 of 32 Bidder's Initial: —;z SCOTT'S COMPLETE CAR 7002INDIANA and 34TH & L UBBOCK.9 TEXAS 797-9882 785-9882 RE: BID REPLY (095-03/VK) CARE UNIVERSITY The management and staff at Scott's Complete Car Care appreciate the opportunity to bid on the repair and servicing of the Lubbock Police Department fleet vehicles (#095-03/VK). We have been pleased to provide limited services to the Department in the past, and we look forward to expanding our role in the future. Scott's Complete Car Care offers the combination of convenient locations, experienced technicians and emergency access, together providing you the superior service you expect and deserve. Our locations at 7002 Indiana Avenue and 2506 34 h Street are open from 8 a.m. to 6 p.m. Monday through Friday and 8 a.m. to 2 p.m. on Saturday, but we will be available at all times for any emergency situation which may occur (See Attachment A for a list of contact personnel). Scott's experienced and knowledgeable technicians are very familiar with procedures required by governmental regulations, having provided service to various government entities in the past (See Attachment B). Our equipment and products are of superior quality and are updated on a regular basis. All of us here at Scott's Complete Car Care look forward to working with the Lubbock Police Department and meeting all you service and repair needs. We thank you for allowing us to bid on #095-03/VK. Please feel free to contact us with any additional questions you may have. Scott Egert, owner SCOTT'S COMPLETE CAR CARE 7002 INDIANA and 34TH & UNIVERSITY LUBBOCK ., TEXAS 797-9882 785-9882 RE: BID REPLY (095-03NK-) ATTACHMENT A: EMERGENCY CONTACT PERSONNEL Scott Egert H 863-4156 M 777-9882 W 797-9882 Jason Simmons H 797-3765 M 438-8298 W 797-9882 Ruben Palacios H 794-6467 M 632-6150 W 785-9882 Texas Wrecker W 747-4033 SCOTT'S COMPLETE CAR CARE 7002 INDIANA and 34TH & UNIVERSITY L UBBOCK, TEXAS 797-9882 785-9882 RE: BID REPLY (095-03/VK) ATTACHMENT B : GOVERNMENT AGENCIES SCOTT'S CURRENTLY SERVICES See below a list of contact personnel for each agency: U.S. MARSHALL SERVICE David Mead W 472-7655 DPS Louis Cardinal W 472-2700 ezt.2743 TDJC MONTFORD UNIT Mr. Spencer W 745-1021 ezt.1157 UMC SECURITY Denny Milam W 775-8200 TABC Captain Dan Colors W 793-3221 ATTORNEY GENERAL'S OFFICE Steve Maines W 761-4711 M 773-2590 M 543-1424 �, CERTIFICATE OF LIABILITY INSURANCE 07A2/200 ) PRODUCER (806)762-0544 FAX (806)741-1527 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Grimes Insurance Agency, Inc. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 1651 Broadway ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Lubbock, TX 79401 INSURED Genuine AUtOmOtive lervlces, lnc. DBA: Scott's Complete Car Care; Greater 7002 Indiana Ave. Lubbock, TX 79413 nnVFRAnFA INSURERS AFFORDING COVERAGE NAIC # INSURERA American States of Texas 19712 INSURERB: American States Ins. Co. 19704 INSURER C: INSURER D: INSURER E: THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDIN ANY REQUIREMENT, 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 LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR DVL TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS GENERAL LIABILITY EACH OCCURRENCE $ COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED $ CLAIMS MADE OCCUR MED EXP (Any one Person) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMP/OP AGG $ POLICY 7 PROECT LOC J AUTOMOBILE LIABILITY ANY AUTO COMBINED SINGLE LIMIT (Ea accident) $ BODILY INJURY (Per person) $ ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per accident) $ HIRED AUTOS NON -OWNED AUTOS PROPERTY DAMAGE (Per accident) $ GARAGE LIABILITY 04GL40276750 11/28/2002 11/28/2003 AUTO ONLY - EA ACCIDENT $ 11000,01 A ANY AUTO OTHER THAN EA ACC $ 1,000,01 $ 2,000,01 AUTO ONLY: AGG EXCESS/UMBRELLALIABILITY OISU18948970 11/28/2002 11/28/2003 EACH OCCURRENCE $ 1,000,01 X OCCUR F] CLAIMS MADE AGGREGATE $ 1,000,01 $ B $ DEDUCTIBLE $ RETENTION $ WORKERS COMPENSATION AND O STATUS ITS OTH- EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYE $ OFFICER/MEMBER EXCLUDED? If yes, describe under SPECIAL PROVISIONS below E.L. DISEASE - POLICY LIMIT 1 $ A OTHER aragekeepers Legal Iability -Primary 04GL40276750 11/28/2002 11/28/2003 $225,000 Comprehensive limit $225,000 Collision limit limit applies per location DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS oc.#1 7002 Indiana Ave., Lubbock Loc.#2 2508 34th St., Lubbock ertificate holder is named as Additional Insured, as their interest may appear. City of Lubbock, its agents, elected and appointed officials, and employees P.O. Box 2000 Lubbock, TX 79408 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE Richard Duncan/DMB ACORD 26 (2001/08) OACORD CORPORATION 1f ITB t1095.03JVK, Repair & Servicing of Police Department Fleet Vehicles Repair R Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03NK I. INSTRUCTIONS TO BIDDERS 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. BID DELIVERY, TIME R DATE 1.1 The City of Lubbock is seeking written and sealed competitive bids to furnish Repair 11 Servicing of Police Department Fleet Vehicles per the attached specifications. Sealed bids will be received no later than 3:00 p.m. CST, July 8, 2003, 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 comer: "ITB #095-03, Repair R Servicing of Police Department Fleet Vehicles" 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. Failure to provide the appropriate information in the format requested shall be just cause for rejection of the bid. 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 re- bid meetine will be held at 9:00 a.m.. June 24. 2003 in Committee Room 103. 1625 13'h Street 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. 2.3 The City of Lubbock does not discriminate against person with disabilities. City of Lubbock pre -bid meetings are available to all persons regardless of disability. If you wohid like Page 7 of 32 Bidder's Initial: z ITB #095-=W. Repair & Servicing of Police Depaftent Fleet vehicles information made available in a more accessible format or if you desire assistance, please contact the City of Lubbock ADA Coordinator, 1625 13th Street, (806)775-2018 at least forty- eight (48) hours in advance of the conference. 3 CLARIFICATION OF REQUIREMENTS 3.1 It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It is the bidder's responsibility to advise the City of Lubbock Purchasing Manager if any laneuaae, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this ITB to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid closing date. A review of such notifications will be made. FAILURE TO PROVIDE THE APPROPRIATE INFORMATION WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY PROTEST. 3.2 ALL REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION CONCERNING .THIS: INVITATION TO BID (ITB) MUST $E SUBMITTED IN WRITING : -NO iAT.ER THAN FIVE_. (5) BUSINESS DAYS PRIOR TO`THE:BID CLOSING RATE.AND ADDRESSER TO: Victor Kilman, Purchasing Manager City of Lubbock 1625 13`h Street Lubbock, Texas 79401 Fax: (806)775-2164 Email: vkilman@mail.ci.lubbock.tx.us FAILURE TO PROVIDE THE APPROPRIATE INFORMATION WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY PROTEST. 4 ADDENDA Et MODIFICATIONS 4.1 Any changes, additions, or clarifications to the ITB are made by bid amendments (addenda). 4.2 Any bidder in doubt as to the true meaning of any part of the specifications or other documents may request an interpretation thereof from the Purchasing Department. At the request of the bidder, or in the event the Purchasing Department deems the interpretation to be substantive, the interpretation will be made by written ADDENDA issued by the Purchasing Department. Such addenda issued by the Purchasing Department will be sent to all bidders who are known to have received a copy of the original invitation to Bid (ITB) and will become part of the bid package having the same binding effect as provisions of the original ITB. No verbal explanations or interpretations will be binding. In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the City of Lubbock Purchasing Department no later than five (5) days prior to the bid closing date. Failure to provide the appropriate information within the time allotted shall constitute a waiver of any protest. 4.3 All addenda, amendments, and interpretations of this solicitation shall be in writing. The City of Lubbock shall not be legally bound by any amendment or interpretation that is not in writing. Only information supplied by the City in writing or in this ITB should be used in preparing bid responses. All contacts that a bidder may have had before or after receipt of this ITB with any individuals, employees, or representatives of the City and any information that may have been read in any news media or seen or heard in any communication facility regarding this bid should be disregarded in preparing responses. 4.4 The City does not assume responsibility for the receipt of any addendum sent to bidders. 5 EXAMINATION OF DOCUMENTS AND REQUIREMENTS 5.1 Each bidder shall carefully examine all ITB documents and thoroughly familiarize itself with all requirements prior to submitting a bid to ensure that the goods and/or services being bid meet the intent of these specifications. Page 8 of 32 Bidder's Initial: ITB #095.03/VK, Repair & SeMdng of Police Department Fleet Vehides 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. SHOULD YOU CHOOSE NOT TO BID, FAILURE TO RETURN THE FORM STATING YOUR REASON FOR NOT BIDDING BEFORE THE RESPONSE DUE DATE/TIME MAY RESULT IN REMOVAL OF YOUR FIRM FROM THE BIDDERS LIST. 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. Failure to provide the appropriate information in the format requested shall be just cause for rejection of the bid. 6.3 The City is exempt from Federal Excise, State Sales and Transportation taxes. TAX MUST NOT BE INCLUDED IN BID. The Purchasing Manager upon request will execute tax exemption certificates. 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 aackaainu costs. The number of calendar days required to place the materials in the Cites 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 Bids shall 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 is 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. 7 BID PREPARATION COSTS 7.1 Issuance of this ITB does not commit the City of Lubbock, in any way, to pay any costs incurred in the preparation and submission of a bid. Also, should a bidder bid an alternate, any test costs to prove equality of product will be at the expense of the bidder, not the City of Lubbock. 7.2 The issuance of this ITB does not obligate the City of Lubbock to enter into contract for any services or equipment. 7.3 All costs related to the preparation and submission of a bid shall be paid by the bidder. Z/ Page 9 of 32 Bidder's Initial: RB #095-03NK, Repair & Servtang of Police Department Fleet Vehicles 8 TRADE SECRETS, CONFIDENTIAL INFORMATION AND THE TEXAS PUBLIC INFORMATION ACT 8.1 If you consider any portion of your bid to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions. 8.2 The City of Lubbock will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your bid is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction. In the event a public information request is received for a portion of your bid that you have marked as being confidential information, you will be notified of such request and you will be required to justify your legal position in writing to the Texas Attorney General pursuant to Section 552.305 of the Government Code. In the event that it is determined by opinion or order of the Texas Attorney General or a court of competent jurisdiction that such information is in fact not privileged and confidential under Section 552.110 of the Government Code and Section 252.049 of the Local Government Code, then such information will be made available to the requester. 8.3 Marking your entire bid CONFIDENTIAL/PROPRIETARY is not in conformance with the Texas Open Records Act. 9 LICENSES, PERMITS, TAXES The price or prices for the work shall include full compensation for all taxes, permits, etc. that the bidder is or may be required to pay. 10 HISTORICALLY UNDERUTILIZED BUSINESS (HUB) REQUIREMENTS 10.1 The City of Lubbock hereby notifies all bidders that in regard to any contract entered into pursuant to this ITB, Historically Underutilized Businesses (HUB's) will be afforded equal opportunities to submit bids and will not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award. 10.2 A HUB is defined as a small business concern which is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51% of the stock of which is owned by one ore more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian -Pacific Americans, and Asian -Indian Americans. 11 CONFLICT OF INTEREST 11.1 The bidder shall not offer or accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the City of Lubbock. 11.2 By signing and executing this bid, the bidder certifies and represents to the City the bidder has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value 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 shall 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 shall be binding upon the person, firm or corporation executing the same. Page 10 of 32 Bidder's Initial: ITB 00954M. Repair & Servicing of Police Department Fleet Vehicles 13 BID AWARD 13.1 The contract may be awarded either to the lowest responsible bidder or to the bidder who provides goods or services at the best value for the City of Lubbock. In determining the best value for the City of Lubbock, the City may consider: a) The purchase price; b) The reputation of the of the bidder and of the bidder's goods or services; c) The quality of the bidder's goods or services; d) The extent to which the goods or services meet the City's needs; e) The bidder's past relationship with the City; f) The impact on the ability of the City to comply with laws and rules relating to contracting with Historically Underutilized Businesses and non-profit organizations employing persons with disabilities; g) The total long-term cost to the City to acquire goods or services; h) The extent of services you are capable of providing; i) The equipment available to perform the services; j) Past experience with your firm or reference materials; k) Overall costs of labor and parts to City of Lubbock; l) The number and locations of service facilities available throughout the City of Lubbock, in order to reduce City employees' travel time and expense. m) The time required to perform each PM service, to reduce the period during which vehicles are out of service. n) The quality of products to be used by the contractor to ensure reliable performance of the vehicles; o) Warranty on parts and labor; p) Travel time to and from the contracted vendor; and q) 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. 13.6 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. 13.7 NO INDIVIDUAL OF ANY USING DEPARTMENT HAS THE i AUTHORITY TO LEGALLY AND/OR FINANCIALLY COMMIT THE CITY TO ANY CONTRACT, AGREEMENT OR PURCHASE ORDER FOR Page 11 of 32 Bidder's Initial• rTB #095 0M, Repair & Servicing of Pope Department Fleet Vehicles GOODS OR SERVICES, UNLESS SPECIFICALLY SANCTIONED BY THE REQUIREMENTS OF THIS INVITATION TO BID. 13.8 Responsible Bidder Criteria: The City shall consider only responsible Bidders. Responsible Bidders are those that have, in the sole judgment of the City, the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The City may also consider references and financial stability in determining a responsible Bidder. 13.9 In order to assure adequate coverage for remote locations throughout the City, the City may make multiple awards, selecting multiple vendors to provide the services desired, if multiple awards are in the best interest of the City. Cost and location will be used in making this determination. A decision to make a multiple award of this Bid, however, is an option reserved by the City, based on the needs of the City. 14 EQUAL EMPLOYMENT OPPORTUNITY Bidder agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of employment based on race, sex, national origin, age, disability, or in any way violative of Title VII of 1964 Civil Rights Act and amendments, except as permitted by said laws. 15 SPECIFICATIONS 15.1 Any catalog, brand name or manufacturer's reference in the specifications is descriptive and NOT restrictive, and is used to indicate type and quality level desired. Bids on brands of like nature and quality may be considered unless specifically excluded. 15.2 If bidding on other than reference or specifications, bid must show manufacturer, brand, trade name, catalog and/or lot number, etc., on article offered and certify article offered is equivalent to specifications. If other than specified brand of items are offered, specifications, catalog sheets, illustrations and complete descriptive literature must be submitted with bid. Failure to provide appropriate information may be just cause for rejection of bid. 15.3 Bidders taking exception to any part or section of the specifications shall indicate such exceptions on the specifications. Failure to indicate any exception will be interpreted as the bidder's intent to comply fully with the requirements as written. Conditional or qualified bids, unless specifically allowed, shall be subject to rejection in whole or in part. 15.4 Minor deviations from written specifications shall not necessarily disqualify a vendor's bid. The City of Lubbock specification committee will be the sole determiner of what constitutes a minor deviation. The City has the right to waive minor defects or variations of a bid from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery, or performance time of services being procured. 15.5 The City may deem it necessary to specify Approved Brands after conclusive testing, prior usage or standardization. The City may test any sample(s), supplied free of charge, to qualify for the Approved Brand list. Each sample must be marked with bidder's name and address. At bidder's request and expense, the sample(s) not destroyed or used in examinations and testing will be returned. 15.6 When specifications call for samples to be submitted, samples must be delivered by the bidder, at bidder's expense, to the Purchasing Manager no less than seven days prior to the opening of bids. Each sample must be clearly tagged to show bidder's name and address, item number, and the name of the item being substituted. The name of the manufacturer and brand name, technical data, intended use, and other pertinent data for product evaluation must accompany each sample. 15.7 The City of Lubbock reserves the right to determine which specific items on any specification requirements require strict adherence, or are most important, and those that are not, or requiring a lesser degree of importance (i.e., the shade of paint is far less importa t an the Page 12 of 32 Bidder's Initial: A rrB il095.03/VK, Repair & Servicing of Police Department Fleet Vehicles horsepower of a motor). Such determination can and will be a basis for evaluating, recommending and making award. The City will, at its sole discretion, assess warranty offered, and utilize life -cycle costing and/or performance factors as the evaluation method and basis for award. The low bid most closely meeting specifications is usually the bid given the award, although delivery time is sometimes a necessary factor (i.e., a low bid that best meets specifications will not do us much good if delivery is two years from now). Should a requested specification sheet not be submitted with a bid, this is considered non -responsive and therefore may not be considered. PLEASE READ AND RESPOND TO SPECIFICATION REQUIREMENTS CAREFULLY. 16 QUALIFICATIONS OF BIDDERS 16.1 The Bidder may be required before the award of any contract to show to the complete satisfaction of the City of Lubbock that the Bidder or his Subcontractor has the necessary facilities, ability, and financial resources to provide the service specified therein in a satisfactory manner. The Bidder may also be required to give a past history and references in order to satisfy the City of Lubbock in regard to the Bidder's or his Subcontractor's qualifications. 16.2 The City of Lubbock may make reasonable investigations deemed necessary and proper to determine the ability of the Bidder or his Subcontractor to perform the work, and the Bidder shall furnish to the City of Lubbock all information for this purpose that may be requested. The City of Lubbock reserves the right to reject any bid if the evidence submitted by, or investigation of, the Bidder fails to satisfy the City of Lubbock that the Bidder or his Subcontractor is properly qualified to carry out the obligations of the contract and to complete the work described therein. Evaluation of the Bidder's or his Subcontractor's qualifications shall include: a) The ability, capacity, skill, and financial resources to perform the work or provide the service required; b) The ability of the Bidder or his Subcontractor to perform the work or provide the service promptly or within the time specified, without delay or interference; c) The character, integrity, reputation, judgment, experience, and efficiency of the Bidder or his Subcontractor; d) The quality of performance of previous contracts or services. 17 ANTI -LOBBYING PROVISION 17.1 DURING THE PERIOD BETWEEN THE BID CLOSE DATE AND THE CONTRACT AWARD, BIDDERS, INCLUDING THEIR AGENTS AND REPRESENTATIVES, SHALL NOT DIRECTLY DISCUSS OR PROMOTE THEIR BID WITH ANY MEMBER OF THE LUBBOCK CITY COUNCIL OR CITY STAFF EXCEPT IN THE COURSE OF CITY -SPONSORED INQUIRIES, BRIEFINGS, INTERVIEWS, OR PRESENTATIONS, UNLESS REQUESTED BY THE CITY. 17.2 This provision is not meant to preclude bidders from discussing other matters with City Council members or City staff. This policy is intended to create a level playing field for all potential bidders, assure that contract decisions are made in public, and to protect the integrity of the bid process. Violation of this provision may result in rejection of the bidder's bid. 18 BONDS, INDEMNITY AND INSURANCE 18.1 No bonds are required to be submitted with this bid. 18.2 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 subcontracto r ssignee Page 13 of 32 Bidder's Initial: ITB i1095-03/VK. Repair & Servking of Police Department Fleet Vehicles 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 expressly understands and agrees that any bond required by the contract, or otherwise provided by Contractor, shall in no way limit the responsibility to indemnify, keep and save harmless and defend the City as herein provided. 18.3 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: General Aggregate: $1,000,000 Automotive Liability: Combined Single Limit: $500,000 Garaue Liability: Other: Auto Only: $500,000 Each Accident Other than Auto: $500,000 Each Accident Bailee's Insurance: $500,000 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. 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. 19 UTILIZATION OF LOCAL BUSINESS RESOURCES The City desires, as much as practicable, to stimulate growth in all sectors of the local business community. Bidders are strongly encouraged to explore and implement methods for the utilization of local resources. 20 PROTEST 20.1 All protests regarding the bid solicitation process must be submitted in writing to the City Purchasing Manager within five (5) business days following the opening of bids. This includes all protests relating to advertising of bid notices, deadlines, bid opening, and all other related procedures under the Local Government Code, as well as any protest relating to alleged improprieties with the bidding process. This limitation does not include protests relating to staff recommendations as to award of this bid. Protests relating to staff recommendations may be directed to the City Cou cil by contacting the Executive Assistant to the City Council. Page 14 of 32 Bidder's Initial: ITB 1W95-03/VK, Repair & Servicing of Police Department Fleet Vehicles All staff recommendations will be made available for public review prior to consideration by the City Council as allowed by law. 20.2 FAILURE TO PROVIDE THE APPROPRIATE INFORMATION WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY PROTEST. Page 15 of 32 Bidder's Initial. 1TB f1095-03NK, Repair & Servicing of Police Department Fleet Vehicles This Page Intentionally Left Blank Page 16 of 32 Bidder's Initial: iTB #095.OM, Repair & Servicing of Police Department Fleet vehicles Repair & Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK II. GENERAL CONDITIONS **** PLEASE READ CAREFULLY **** These General Conditions apply to all bids and become a part of the terms and conditions of any bid submitted. The City shall mean the City of Lubbock. Requirements Contract: During the period of the contract, the Contractor shall provide all the services described in the contract. The Contractor understands and agrees that this is a requirements contract and that the City shall have no obligation to the Contractor if no services are required. Any quantities that are included in the scope of work reflect the current expectations of the City for the period of the contract. The amount is only an estimate and the Contractor understands and agrees that the City is under no obligation to the Contractor to buy any amount of the services as a result of having provided this estimate or of having any typical or measurable requirement in the past. The Contractor further understands and agrees that the City may require services in an amount less than or in excess of the estimated annual contract amount and that the quantity actually used, whether in excess of the estimate or less than the estimate, shall not give rise to any claim for compensation other than the total of the unit prices in the contract for the quantity actually used. In making its bid hereunder, the Contractor expressly recognizes the rights of the City provided herein, and further recognizes that the Contractor shall have no claims against the City for anticipated profits for the quantities called for, diminished or deleted. Nonappropriation: All funds for payment by the City under this contract are subject to the availability of an annual appropriation for this purpose by the City. In the event of nonappropriation of funds by the City Council of the City of Lubbock for the goods or services provided under the contract, the City will terminate the contract, without termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made for the then -current year for the goods or services covered by this contract is spent, whichever event occurs first. If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the Contractor on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City shall not be obligated under this contract beyond the date of termination. 3 Invoices: Contractor shall submit separate invoices, in duplicate, on each purchase order or purchase release after each delivery. Invoices shall indicate the purchase order or purchase release number and the supply agreement number if applicable. Invoices shall be itemized and transportation charges, if any, shall be listed separately. A copy of the bill of lading, and the freight waybill when applicable, shall be attached to the invoice. Mail to Accounts Payable, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457. Payment shall not be due unless and until the Contractor shall not be in default under the terms of the contract, and until the above instruments are submitted after delivery. 4 No Warranty By The City Against Infrinuements: As part of the contract for sale, Contractor agrees to ascertain whether goods manufactured in accordance with the specifications attached to the contract will give rise to the rightful claim of any third person by way of infringement of the like. The City makes no warranty that the production of goods according to the specification will not give rise to such a claim, and in no event shall The City be liable to Contractor for indemnification in the event that Contractor is sued on the grounds of infringement or the like. if Contractor is of the opinion that an infringement or the like will result, he will notify the City to this effect in writing within two weeks after the signing of the contract. If the City does not receive notice and is subsequently held liable for the infringement or the like, Contractor will save The City harmless. If Contractor in good faith ascertains the production of the goods in accordance with the specifications will result in infringement or the like, the contract shall be null and void. 5 Material Safety Data Sheets: Contractor shall provide Material Safety Data Sheets (MSDS) for all chemicals to comply with provisions of the Texas Hazard Communication Act, Title 6, Subchapter D, r 502, Page 17 of 32 Bidder's Initial: ITB #09M3NK, Repair & Servicing of Police Department Fleet Vehicles Texas Health and Safety Code Ann. (This Act is corollary to OSHA Standard 29 CRF 1910.1200, which is generally known as the Right to Know Law.) 6 Gratuities: The City may, by written notice to the Contractor, cancel the contract or purchase order without liability to Contractor if it is determined by the City that gratuities, in the form of entertainment, gifts or otherwise, were offered or given by the Contractor, or any agent or representative of the Contractor, to any officer or employee of the City of Lubbock with a view toward securing a contract or securing favorable treatment with respect to the awarding or amending, or the making of any determinations with respect to the performing of such a contract. in the event the Contract is canceled by the City pursuant to this provision, the City shall be entitled, in addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Contractor in providing such gratuities. 7 Force Maieure: Neither party shall be held responsible for losses or damages hereunder, if the fulfillment of any terms of provisions of the contract is delayed or prevented by strike, walkouts, acts of God, or public enemy, fire, or flood. 8 Assignment -Delegation: No right or interest in the contract shall be assigned or delegation of any obligation made by Contractor without the written permission of the City. Any attempted assignment or delegation by Contractor shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph. 9 Waiver: No claim or right arising out of a breach of the contract can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party. 10 Right To Assurance: Whenever one party to the contract in good faith has reason to question the other party's intent to perform he may demand that the other party give written assurance of this intent to perform. In the event that a demand is made and no assurance is given within five (5) days, the demanding party may treat this failure as an anticipatory repudiation of the Contract. 11 Unsatisfactory Work: If, at any time during the contract term, the service performed or work done by the Contractor is considered by the City to create a condition that threatens the health, safety, or welfare of the community, the Contractor shall, on being notified by the City, immediately correct such deficient service or work. In the event the Contractor fails, after notice, to correct the deficient service or work immediately, the City shall have the right to order the correction of the deficiency by separate contract or with its own resources at the expense of the Contractor. 12 Time: It is hereby expressly agreed and understood that time is of the essence for the performance of the contract, and failure by Contractor to meet the time specifications of the contract will cause Contractor to be in default of the contract. 13 Silence of Specification: The apparent silence of specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial products and practices are to prevail and that only material and workmanship of the finest quality are to be used. All interpretations of the specifications in this bid shall be made on the basis of this statement. The items furnished under this contract shall be new, unused, of the latest product in production to commercial trade, and shall be of the highest quality as to materials used and workmanship. Manufacturer furnishing these shall be experienced in design and construction of such items and shall be an established supplier of the item bid. 14 Product Guarantee: Contractor guarantees equipment or product offered will meet or exceed specifications identified in this bid invitation. The Contractor shall, upon request, replace any equipment or product proved to be defective and make any and all adjustments necessary without any expense to the City. If at any time, the equipment or product cannot satisfactorily meet the requirements of the specifications, the Contractor shall upon written request from the City, promptly remove such equipment or product without any further expense to the City. At the Citys request, Contractor will provide evidence sufficient to demonstrate such equipment or product meets the foregoing. Page 18 of 32 Bidder's Initial: nB g095-03/VK, Repair & Servicing of Police Department Fleet Vehicles Repair & Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK III. SPECIFICATIONS SCOPE - The City of Lubbock is requesting bids for the purpose of contracting out for the repair and servicing of, but not limited to, the Lubbock City Police Department fleet of vehicles. While it is the intent of this contract to be full service, the following are not authorized: body work, painting, window glass replacement, purchase of parts for stock, or service/parts for City employee owned vehicles. 2. GENERAL BIDDER REQUIREMENTS - To be considered responsive, bidder must be, at the time of bid opening, an established national or regional vehicle maintenance firm with all required licenses, bonding, facilities, equipment, and trained personnel necessary to perform the requirements specified herein. For all locations bid, bidder shall have and include under the terms of this contract, a network of owned/franchise company locations operating under one corporate name, each familiar with the terms and conditions of the contract. In addition, the responsive bidder must have the following state of the art equipment available to provide required services: For Lube, Oil &t Filter (LOF) and check only services: 1) Brake Lathe. 2) Air conditioning service center. 3) Starting and charging system tester. 4) Complete diagnostic services center. For tire services: 1) Front end alignment equipment. 2) Complete diagnostic equipment. 3) Complete tire repair 6t replacement 3. STANDARDS - All services will be performed in accordance with best industry practices and all parts installed will be genuine, original manufacturer, or equal. If any used, rebuilt, or reconditioned parts are supplied, the invoice shall clearly state this fact. Vendor will return or provide inspection of all replaced parts. Service/parts guarantees and warranties shall be stated therein. 4. PERIOD - The period of this contract shall be for a period of one year from its effective date and thereafter from year to year for up to four additional years, provided it is not terminated earlier for unacceptable vendor service/practices or insufficient volume of service to justify vendor retention. 5. PAYMENT - Vendor is to submit properly completed invoice(s) to the address specified on the purchase order. To ensure prompt payment, each invoice should cite purchase order number, bid number, description of work completed along with parts prices, unit and total price, discount terms and include the vendor's name and return remittance address. Page 19 of 32 Bidder's Initial: v ITB #095-03NK, Repair & Servicing of Pope Department Fleet vehicles Payment will be mailed within thirty (30) days of (1) the receipt and acceptance of the equipment repair or maintenance, and (2) properly completed invoice. 6. PRICE/CHANGES - The rates and discounts shown on the application and bid catalog pricing shall be consistently applied and remain firm throughout the first twelve months of the contract. Incidental charges for such things as shop supplies, rags, miscellaneous nuts, bolts, charges for making out the work orders, etc., are not authorized. Invoices must show the exact number of hours used to perform each operation and show net prices. Failure to abide by the above may be cause for cancellation of the contract. if requested by the vendor, on the anniversary date of the contract, labor rates may be adjusted per the West C, Urban Wage Earners and Clerical Workers Consumer Price Index -- 50,000 to 330,000 population. NO DISCOUNT ADJUSTMENTS WILL BE ALLOWED. 7. ESTIMATES/AUTHORIZATION - Vendor shall provide a written price estimate to the City of Lubbock Vehicle Control Monitor, or his designee, of all repairs estimated to exceed $100.00. Vendor shall not charge for work done or parts supplied which are not a part of the written price estimate and may not charge the customer more than one hundred percent (100%), exclusive of sales tax, of the total price shown on the written price estimate without obtaining prior oral or written authorization of the customer to exceed the original estimate. 8. USE OF CONTRACT - The contract is for the Police Department use and no guarantee of dollar volume or frequency of use is expressed or implied by acceptance of a firm's bid. At any time during the term of this contract. other City departments may be served under these same terms and conditions with authorization of the Fleet Services Manager, or his designee. 9. REPORTS - Vendor, upon request, will furnish the City Purchasing Manager a written report of the total dollar volume of business. Such reports are to be submitted within 15 days of request. Vendor personnel will promptly respond orally or in writing, as fits the circumstances, to all inquiries regarding service bills and performance of work under contract. All information, reports and listings requested will be provided free of charge. 10. The City of Lubbock reserves the right to make contract award on all groups of materials listed on the bid form or award based on any group or based on any combinations of groups. 11. The City of Lubbock reserves the right to reject any or all bids or accept any presented which meet or exceed these specifications, and which would be in the best interest of the City and will not necessarily be bound to accept the low bid. 12. The intent of this contract is to provide full service, including pick up and delivery anywhere within the city limits of the City of Lubbock. Applications from specialists who do not provide a variety of services are not normally accepted, as such service/products are separately purchased as needed. 13. These specifications are intended to be precise where a specific make, model or trade name is requested. Whenever a make, model or trade name is used, it shall be that or equal, or approved equal. Equal or approved equal means that the make, model or trade name will be given consideration if they fulfill the same performance requirements. The City reserves the right to make the decision on acceptability. Each vendor shall clearly identify make, model or trade name of equipment bid on the face of his or her bid. Any equipment proposed as an equal to that herein specified must be substantiated with supporting data to justify such request for substitution. 14. TERMINATION - Time and convenience of the purchaser is of the essence. Repetitive substantiated complaints of delays, inefficient operating procedures, poor service and/or incorrect billings may be grounds for termination of the contract in whole or in part. This contract may be terminated by either party by giving thirty (30) days written notice of such intent and will become effective thirty (30) days from the date such written notice is deliver the applicable party to the contract. Page 20 of 32 Bidder's Initlal: fr6 #095-031VK. Repair & Servicing of Polloe Department Fleet Vehides The City reserves the right to terminate this contract at any time, upon written notice, in the event that the services of Contractor are deemed by the City to be unsatisfactory, or upon failure to perform any of the terms and conditions contained in this agreement. In addition to the foregoing right of termination, the City may terminate this contract, with or without cause, upon thirty (30) days written notice to Contractor. 15. GIFTS/GRATUITIES - Purchasers will not be offered or entitled to earn or receive personal gifts, gratuities, credits or other benefits of economic value by reason of their official business. 16. Any additional work found necessary that is not specified in this bid specification must be listed on a separate sheet entitled "Additional Materials/Labor Required". 17. ASSIGNMENT/TRANSFER/CHANGES - Not authorized without written approval of the Purchasing Manager, City of Lubbock. Other services may be added as needed to this contract. Any changes or additions are not authorized without written approval of the City of Lubbock Purchasing Manager. 18. PARTS - The vendor shall maintain an adequate stock of normal replacement parts and shall ensure availability as required for the required work. 19. RECORDS - Bidders should clearly describe the record -keeping system and forms. The City needs to have very clear, easy -to -read records of the lubrication work performed. The records must track the mileage of the vehicle, date of service, services performed, and next service due dates. Vendor shall provide the driver/operator with a copy of the services performed, identifying the a) 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; b) current mileage; c) hour meter reading (if equipped); and d) signature, printed name, and badge number of City employee authorizing the work. The vendor shall also forward a copy of each ticket to Fleet Service with the billing statements. The vehicle shall be furnished with the vendors windshield sticker identifying the date and mileage of the next service due, based on a 3,000 mile interval. 20. DISPOSAL - All fluids, used parts and oils must be disposed of in a safe and legal manner. 21. All materials used by the contractor shall be of a quality currently used commercially conforming to current engineering and manufacturing practices; and shall be free of defects which will adversely affect the function or appearance of the finished article. a) Lubrication products shall be of the weight, viscosity and type recommended by the vehicle manufacturer meeting or exceeding the original equipment manufacturer (OEM), and shall conform to SAE specifications as applies to each vehicle category. b) Bids will be accepted for the use of the following brand names only: Castrol GTX, Amoco, Chevron, Conoco, Mobil, Pennzoil, Phillips 66, Quaker State, Shell, Sun, Texaco and Gulf. c) No blended mixtures, re -brands or re -packaging of original brand name products will be accepted; and bids offering a private label brand shall not be considered. Page 21 of 32 Bidder's Initial: ITB #095-031VK. Repair & Servicing of Police Deparhnent Fleet Vehum d) All filter elements shall be of premium quality materials and construction by a nationally recognized manufacturer; and shall be of correct size and capacity as recommended by the vehicle manufacturer (OEM or equal). e) The same brand of materials shall be used at all locations to provide for consistent service and performance. f) Any substitutions of products indicated on the Bid Form must be approved in advance by the City of Lubbock Fleet Services Manager, or his designee. 22. Contractor shall be responsible for the proper disposal of used fluids, filters and other items in accordance with all current health and safety regulations. 23. The City reserves the right to spot check the quality of services performed and the compliance with specifications of products being used by the contractor; and may require the contractor to make necessary corrections to services and/or products at the Lubbock Fleet Services, 302 Municipal Drive, Lubbock, Texas, during the term of the agreement. 24. The contractor is encouraged to report any necessary repairs they discover to the vehicle driver; however, contractor should not request permission of the operator to perform services and repairs not outlined in the service schedule. ALL SAFETY RELATED REPAIRS MUST BE REPORTED IMMEDIATELY TO THE DRIVER AND TO THE FLEET SERVICES MANAGER, OR HIS DESIGNEE. 25. Contractor shall prepare a service report itemizing the following information: • date of service • City vehicle number • City department • vehicle mileage • service charges • services performed • all defects located as a result of inspections. • the service report shall be signed by the City vehicle driver. One copy of the service report shall be given to the vehicle driver immediately upon completion of the PM service. Contractor shall mail one copy of all service reports for the preceding month to the Fleet Services Manager for review and payment. Mailing address is: Lubbock Fleet Services 302 Municipal Drive Lubbock, TX 79401 Attn: Fleet Services Manager The monthly report must be received at the Fleet Services Department before 12:00 noon of the fifth day of the following month. Page 22 of 32 Bidder's Initial: rrB #085-03/VK. Repair & Servicing of Police Department Fleet Vehicles Repair & Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK IV. VEHICLES The following section is for information only. No dollar figures are required in this section. The Police Department has a fleet of 312 police sedans and 255 pursuit vehicles have high priority. These vehicles are driven approximately 36,000 miles per year. It is essential that they be serviced on a priority basis to ensure minimum time out of service. The remainder of the fleet, which includes other undercover vehicles, are driven an average of 12,000 miles or less per year and would need less service calls per year. All tires will be purchased by the City and provided to the successful vendor movidine tire service. The successful vendor shall provide storage space for a minimum of 40 tires. The current fleet of Police vehicles is as follows: QUANTITY YEAR MAKE MODEL TIRE SIZE 51 2003 FORD CRN-VIC P225/601116 V RATED 1 2003 CHEV IMPALA P225/601116 1 2003 CHEV C2500 PICK UP LT255/701116 1 2003 S&H TRAILER 750X16 50 2002 CHEV IMPALA P225/601116 V RATED 2 2002 GO-4 INTERCEPTOR/3 WHEELER P185/751113 2 2002 S8H CARGO TRAILER 750X16 1 2002 TEXAS BRAGG 16' FLATBED TRAILER 20 2001 FORD CRN-VIC P225/601116 V RATED 1 2001 FORD EXPEDITION LT265/751116 1 2001 FORD E250 VAN LT245/751116 1 2001 FORD F250 PICK UP LT254/751116 1 2001 CHEV C1500 PICK UP LT235/751116 38 2000 FORD CRN-VIC P225/601116 V RATED 2 2000 FORD F150 PICK UP P235/701116 3 2000 FORD EXCURSION LT265/751116 2 2000 CHEV IMPALA P225/601116 V RATED 2 2000 KAWASAKI MULE 20X10-10 23 1999 FORD CRN-VIC P225/601116 V RATED 1 1999 CHEV 5-10 BLAZER P235/70HR15 7 1999 CHEV LUMINA P215/651115 Page 23 of 32 Bidder's Initial: rrB f1095-03/VK. Repair & Servicina of Police Deoarhnent Fleet Vehicles 1 1999 CHEV SUBURBAN P235/751115 1 1999 CHEV G2500 VAN LT225/751116 1 1999 GO-4 INTERCEPTOR/3 WHEELER P185/751113 20 1998 FORD CRN-VIC P225/601116 V RATED 15 1998 CHEV LUMINA P215/651115 2 1998 GO-4 INTERCEPTOR/3 WHEELER P185/751113 2 1997 CHEV 5-10 BLAZER P205/751115 1 1997 CHEV LUMINA P215/651115 1 1997 WHITE BEAR 3 WHEELER P185/751113 44 1997 FORD CRN-VIC P225/701115 H RATED 14 1996 CHEV CAPRICE P225/701115 H RATED 25 1996 FORD CRN-VIC P225/701115 H RATED 1 1996 CHEV G3500 VAN LT225/75R16 1 1995 CHEV G2500 VAN LT225/75R16 3 1995 FORD TAURUS P205/651115 1 1995 FORD E350 VAN LT725/751116 4 1995 FORD CRN-VIC P225/701115 H RATED 5 1995 CHEV CAPRICE P225/701115 H RATED 2 1994 FORD F150 PICK UP P235/751115 5 1994 FORD CRN-VIC P215/701115 1 1994 OLDSMOBILE CIERA P185/751114 1 1994 CHEV C1500 PICK UP P235/751115 1 1993 CHEV BLAZER LT245/751116 1 1993 CHEV SUBURBAN P235/751115 1 1993 SHOPMADE HORSE TRAILER 2 1992 CHEV CAPRICE P215/751115 1 1991 CHEV G3500 VAN LT735/751115 1 1989 CHEV CAPRICE P215/751115 1 1988 GMC C1500 PICK UP P235/751115 1 1973 BELSHIE EQUIPMENT TRAILER 750X16LT HWY 10 1 1971 AMERICAN/GENERAL TANK 1 1968 STEVENS MFG. TRAILER 900X20 MIL I Page 24 of 32 Bidder's initial: /�/ �/� ITB #095-Mr,. Repair & Servicing of Police Department Fleet Vehicles Repair @ Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK V. VEHICLE MAINTENANCE DESCRIPTION VEHICLE MAINTENANCE Types of vehicle maintenance to be included in this contract are as follows: 1. Oil and filter change 2. Complete tune-up a) 4 cylinder b) 6 cylinder c) 8 cylinder 3. Replace Air Filter. 4. Front end alignment (front and rear wheel drive) 5. Major maintenance items: a) Brakes b) Transmission c) Engine 6. Lubrication (wheel pack). 7. Tire Services (please indicate in your bid response which of the following items 24/7 service is available): a) Rotate tires b) Mount and balance c) Wheel balance d) Tubeless Valve e) Install Tire Chains f) Remove Tire Chains g) Pull Street Tires and Mount Snow Tires h) Tire Change Service (Nights) i) Tire Change Service (Days) Page 25 of 32 Bidder's Initial: .9 6— - ITB #095-03/VK, Repair & Servicing of Police Department Fleet Vehicles Repair @ Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK VI. BASIC LURE, OIL, FILTER DESCRIPTION BASIC LOF REQUIREMENTS Basic LOF (tube, Oil, Filter) Services to be performed: 1. For the flat fee identified for the Basic LOF, vendor will perform on Lubbock City Police vehicles all items listed below. Such service will be routinely completed within thirty (30) minutes of vehicle arrival during vendor's normal hours of operation. Reservations will not be required. All services performed/parts supplied to meet or exceed original equipment manufacturer's warranty requirements: a) Drain oil and refill with up to 5 quarts of major brand premium quality oil (Multigrade 10-40 W, 15-40 W or 5-30 W with highest API rating available). b) Install new top quality oil filter. c) Lubricate chassis. d) Inflate tires to proper pressure and check for foreign objects. e) Wash exterior of windows. f) Vacuum vehicle interior. The following items are checked only: 2. Check and fill fluid levels, including: a) Battery. b) Radiator. c) Transmission. d) Differential. e) Brakes. f) Power Steering. g) Windshield Washer with antifreeze protected solution. 3. Check air filter and PCV valve. 4. Check Wiper Blades. 5. Check head/tail lights. Page 26 of 32 Bidder's Initial: rrB A095-OWK. Repair & Servicing of Police Department Fleet vehicles Repair 13 Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK VII. PREVENTATIVE MAINTENANCE SERVICES The preventative maintenance levels of service and frequencies are as follows: LEVEL "A" SERVICE a) Frequency of service: Every 3,000 miles or six (6) months, which ever comes first. b) Service Requirements: Replace engine oil and filter and check for fluid leaks. Lubricate chassis and universal joints, and "CV" joints if applicable. Clean zerk fittings before adding lubricant. Check and fill fluids to proper levels: "Transmission 'Differentials 'Power Steering and radiator overflow tank. `Clutch and Brake master cylinder reservoir. "Windshield washer 'Battery `4-Wheel drive transfer case Inspect for wear, proper operation, leaks, valid State Inspection, and note defects on service report and report defects to vehicle driver: `Engine, air filter, drive belts 'Undercarriage `Exhaust system `Lights and turn signals `Valid State Inspection Inflate tires to recommended pressure Vacuum interior Wash windows, inside and out Page 27 of 32 Bidder's Initial: ITB #095-03NK, Repair & Servicing of Police Department Fleet Vehicles LEVEL V SERVICE a) Frequency of Service: every 12,000 miles or twelve (12) months whichever comes first. b) Service Requirements: All Level "A" Services, plus: "Replace air filter "Inspect: Fuel filter; Shock abosorbers; Drive shafts; U-joints; and Test antifreeze and ensure protection levels are +265 degrees Feherenheit for summer boil - over protection and -34 degrees Feherenheit for winter freeze protection. LEVEL "C" SERVICE a) Frequency of Service: every 24,000 miles or twenty-four (24) months which ever comes first. b) Service Requirements: All Level "A" and Level 'T Services, plus: "Replace transmission fluid and filter; "Drain and replace differential and transfer case fluids; and "Drain, flush and refill engine cooling system. Page 28 of 32 Bidder's Initial: ITB #095-031VK, Repair & Sendcing of Police Department Fleet 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: Victor Kilman, Purchasing Manager, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457. We, the undersigned, have declined to bid on your ITB # for the following reason(s): Specifications too "tight", i.e. geared toward one brand or manufacturer only. (Please explain reason below) Specifications unclear. (Please explain below) Insufficient time to respond to Invitation to Bid. We do not offer this product/s or equivalent. (if you wish to remain on bidders list for other commodities and/or services, please state particular product and/or service under which you wish to be classified.) Our product schedule would not permit us to perform. Unable to meet specifications. Job too large. Job too small. Cannot provide required bonding. Cannot provide required insurance. Bidding through dealer. Do not wish to do business with the City of Lubbock. (Please explain below) Other (Please specify below) REMARKS: Company Name: Address: City: State: Zip Contact Name: Title: Business Telephone Number. Internet Address: FAX: Company's Internet Web Page URL: Page 29 of 32 Bidder's Initial: Sample City Contract For Repair ft Servicing of Police Department Fleet Vehicles ITB #095-03NK CITY OF LUBBOCK CONTRACT FOR SERVICES THIS AGREEMENT, entered into this day of 2003, between the City of Lubbock ("City"), and , ("Contractor'). WITNESSETH: The parties, in consideration of the terns and conditions herein, do hereby covenant and agree as follows: I. Compensation. 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. II. Scope of Work. The Contractor shall perform the work according to the procedure outlined in the specifications and Invitation to Bid attached hereto and incorporated herein. III. Contract Term: The period of this contract shall be for a period of one year beginning , 2003, and thereafter from year to year for four additional years, provided, however, that either party may at any time during the life of this contract, or any extension thereof, terminate this contract by giving thirty (30) days notice in writing to the other party of its intention to cancel. Prices shall remain firm for the first twelve-month period of the contract unless an exception is stated in the bid. IV. Relationship between City and Contractor. 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. V. Workers' Compensation and Insurance. Contractors Liability Insurance_ 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: General Aggregate: $1,000,000 Automotive Liability: Page 31 of 32 Bidder's Initial: Combined Single Limit: $500,000 Garage Liability: Other: Auto Only: $500,000 Each Accident Other than Auto: $500,000 Each Accident Bailee's Insurance: $500,000 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. 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. VI. Successors And Assigns: 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. VII. Entire Contract This Contract consists of the following documents set forth herein; Invitation to Bid #095-03, General Conditions, Specifications, and the Bid Form. IN WITNESS WHEREOF, the parties hereto have caused this agreement 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, First Assistant City Attorney Page 32 of 32 CONTRACTOR BY Authorized Representative Address Bidder's Initial: 14 City of Lubbock PURCHASING DEPARTMENT ROOM L04, MUNICIPAL BUILDING 1625 13TM STREET LUBBOCK, TEXAS 79401 PH:(806)775-2167 FAX: (806)775-2164 http://purchasing.ci.lubbock.tx.us ITB #095-03NK ADDENDUM #5 Repair Et Servicing of Police Department Fleet Vehicles MAILED TO VENDOR: July 7, 2003 CLOSE DATE: July 8, 2003 at 3:00 P.M. CST 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. All requests for additional information or clarification must be SU hiftted=in writing and directed to- 1. The sentence "The City of Lubbock, its agents, elected and appointed officials, and employees are to be listed as additional insureds under the policies" is changed to read: "The City of Lubbock is to be listed as additional insured under the policies." The City of Lubbock needs to be named as an additional insured for the following reasons: 1. Under auto liability, if the contractor is driving our unit, or towing our unit, and there is an incident involving another party and the vendor and the City is sued, we want the vendor to provide the City with a defense for their actions. 2. Under Garage Liability, if the city picks up a unit that has had break work done and when we drive it, the wheel falls off causing us to have an incident with another party, we want the contractor to defend us for their actions. Only the City of Lubbock shall be named as an additional insured. We are not looking for coverage for our employees, only for the contractor to defend us if we are sued because of something the contractor did. THANK YOU, kk��191 t�� �, Victor Kilman Purchasing Manager It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It shall be the bidder's responsibility to advise the City of Lubbock Purchasing Manager if any ldngUdge, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this ITB to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid close date. A review of such notifications will be made. Bidder's Initial: City of Lubbock PURCHASING DEPARTMENT ROOM L04, MUNICIPAL BUILDING 1625 13TH STREET LUBBOCK, TEXAS 79401 PH: (806)775-2167 FAX: (806)775-2164 http://purchasing.ci.lubbock.tx.us ITB #095-03NK ADDENDUM #4 Repair £t Servicing of Police Department Fleet Vehicles MAILED TO VENDOR: July 1, 2003 CLOSE DATE: July 8, 2003 at 3:00 P.M. CST 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. 1. The list of vehicles in Section IV on Pages 23 and 24 of the ITB is for INFORMATION PURPOSES ONLY. Because the City may award contracts to multiple bidders in order to provide repair and service for all Police Department equipment and it is understood that not all bidders may have the ability to repair and service every make and type of vehicle shown on the vehicle list, a bidder is NOT required to have the ability to repair and service every make and type of vehicle shown on the vehicle list. 2. On Bid Form Page 3 of 6 and Page 4 of 6 in Addendum #2, Line 3 Brake Repair, Replace Rotors (2) Front or Rear, the space for the Parts Cost is blacked out in error. A REVISED Bid Form is attached that includes a space for the cost of parts. 3. Bidders must complete the attached REVISED Bid Form and include it with their bid. The revised Bid Form replaces all previously issued Bid Forms and is the ONLY Bid Form that needs to be completed and returned with your bid. 4. Your bid should include: a. completed and signed cover page (Page 1 of 32) of the ITB; b. completed and signed revised Bid Form from Addendum #4; c. completed and signed Non -Collusion Affidavit (Page 30 of 32) of the ITB; and d. all other pages of the ITB excluding the original Bid Form (Pages 3-6 of the ITB). Be sure to initial each page of the ITB and the revised Bid Form from Addendum #4. The City of Lubbock appreciates your time and effort in preparing your bid response. THANK YOU, uc�rn qvt�� Victor Kilman Purchasing Manager It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It shall be the bidder's resDonsibility to advise the Citv of Lubbock Purchasing Manaeer if anv lanewee, requirements, etc., or anv combinations thereof, inadvertently restricts or limits the requirements stated in this ITB to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid close date. A review of such notifications will be made. Addendum #4 BID FORM Repair EiServicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK In compliance with the Invitation to Bid #095-03, 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 provide automotive repairs/services for the City of Lubbock Police Department vehicles at the labor rate and parts discount listed below and/or attached. The Invitation to Bid #095-03 is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. Failure to provide the appropriate information in the format requested shall be just cause for rejection of bid. DESCRIPTION Please check the services your company can perform and list the number of certified mechanics available for each service. Provide Number of Service? Mechanics? ❑ Engine Repair ❑ Automatic Transmission ❑ Trans -Axles and Rear Axles ❑ Front End ❑ Brakes ❑ Electrical Systems ❑ Heating and Air Conditioning ❑ Gasoline Engine Tune -Up ❑ State Inspection Service State Inspection Fee $ ❑ Tire Services (see next page for itemized list) ❑ Courtesy Pickup and Delivery within City Limits of Lubbock, Texas Standard Labor Rate Per Hour: $ Percent Discount on Labor Rate % or Flat Rate Per Hour Offered for this Bid: $ Trouble Shooting and Diagnostic Work (using diagnostic equipment) Per Hour Labor Rate: $ Method of Calculating Discount on Parts Costs (choose one): Cost Plus % (or) List Price Minus % (or) Other: Name of Flat Rate Manual or Software Used for Costing Services Note: The successful bidder shall provide the City with manual at time of award. Warranty on Parts: Warranty on Labor: Bid Form Page 1 of 6 Bidder's Initial: Addendum #4 BID FORM Repair Et Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK TIRE SERVICES Please check the following services your company can perform and indicate if 24/7 service is available: 24/7 available: YES NO 0 Rotate tires 0 Mount and balance Wheel balance Tubeless Valve 0 Install Tire Chains Remove Tire Chains E3 Pull Street Tires and Mount Snow Tires Tire Change Service (Nights) Tire Change Service (Days) E3 Battery, alternator, and starter replacements Bid Form Page 2 of 6 Bidder's Initial: Addendum #4 11-111W61C7►1FA Repair Et Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK DESCRIPTION Use the following example vehicle for the purpose of costing the services listed below. All services performed and/or parts supplied shall meet or exceed the original equipment manufacturer's warranty requirements. If you do not have the ability to repair and service this make of vehicle, write or type NO BID on this page. 2000 Ford Crown Victoria, V-8 Gasoline Engine: Bid Form Page 3 of 6 Bidder's Initial: Addendum #4 11Mj7ul Repair 13 Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-031VK DESCRIPTION Use the following example vehicle for the purpose of costing the services listed below. All services performed and/or parts supplied shall meet or exceed the original equipment manufacturer's warranty requirements. If you do not have the ability to repair and service this make of vehicle, write or type NO BID on this page. 2002 Chevrolet Impala, V-6 Gasoline Engine: Bid Form Page 4 of 6 Bidder's Initial: Addendum #4 BID FORM Repair ft Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK PREVENTATIVE MAINTENANCE (See pages 27 Et 28) Write or type NO BID on each line for any vehicle that you do not have the ability to service. PM PM PM LEVEL LEVEL LEVEL ITEM ITEM DESCRIPTION "A" "B" " C., 1. SUBCOMPACT AUTOMOBILES 2. INTERMEDIATE AUTOMOBILES 3. 2WD COMPACT TRUCKS 4. 4WD COMPACT TRUCKS 5. 2WD STANDARD PICKUP TRUCKS: CHEV. C10/1500, FORD F150 CHEV. C20/2500, FORD F250 CHEV. C30/3500, FORD F350 6. 4WD STANDARD PICKUP TRUCKS: CHEV. K10/1500, FORD F150 CHEV. K20/2500, FORD F250 CHEV. K30/3500, FORD F350 7. STANDARD VAN: FORD El50, OR EQUIVALENT FORD E250, OR EQUIVALENT FORD E350, OR EQUIVALENT 8. SUVS 9. Mini Vans 4WD, AWD 8: RWD • List your service facilities within Lubbock, Texas, capable of performing the PM services: • Vehicle drivers may deliver vehicles to any of the facilities listed in 9., above: Yes ; No If no, please explain limitations: • Indicate here the amount of time required to perform the PM services: Level "A" PM: minutes. Level "B" PM: minutes. Level "C" PM: minutes. • Indicate here the brand(s) of products to be used for the PM services: Lubrication products: Filter elements: Bid Form Page 5 of 6 Bidder's Initial: Addendum #4 PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of %, net calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have interests in this contract are Frenship Independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. YES NO • 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 a corporation organized under the laws of the State of , or a partnership consisting of individual trading as Address: of the City of City: State: Zip M/WBE Firm: Woman I I Black American Native American Hispanic American Asian Pacific Other (Specify) American By Date: Authorized Representative - must sign by hand Officer Name and Title: Please Print Business Telephone Number Bid Form Page 6 of 6 Bidder's Initial: or an City of Lubbock PURCHASING DEPARTMENT ROOM L04, MUNICIPAL BUILDING 1625 13TH STREET LUBBOCK, TEXAS 79401 PH:(806)775-2167 FAX:(806)775-2164 http://purchasing.ci.lubbock.tx.us ITB #095-03NK ADDENDUM #3 Repair Et Servicing of Police Department Fleet Vehicles MAILED TO VENDOR: June 30, 2003 CLOSE DATE: July 8, 2003 at 3:00 P.M. CST 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. All requests for additional information or clarification must be submitted in writing and directed to: 1. The requirement for Commercial General Liability coverage is deleted and the requirement for Garage Keepers Liability is added. In addition, other acceptable insurance may be offered as an alternative to workers compensation coverage. Paragraph 18.3 of the Instructions to Bidders on page 14 of 32 of the ITB is changed to read: The contractor shall obtain and maintain, in full force and effect during the term of the contract, the following insurance 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: Automotive Liability: Combined Single Limit: $500,000 Garage Liability: Other: Auto Only: $500,000 Each Accident Other than Auto: $500,000 Each Accident Garage Keepers Legal Liability (primary): $200,000 Each Accident 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. A copy of the additional insured endorsement attached to the policy will be included with the certificate. The Contractor shall elect to obtain worker's compensation coverage pursuant to Section 406.002 of the Texas Labor Code, or other acceptable alternative insurance. 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 Bidder's Initial: said coverage by contractor or any cancellation or nonrenewal of said insurance coverage for the Contractor shall be a material breach of this Contract. 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. Questions may be faxed to Victor Kilman at (806)775-2164 or Email to vkilman@mail.ci.lubbock.tx.us THANK YOU, Victor Kilman Purchasing Manager It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It shall be the bidder's responsibility to advise the City of Lubbock Purchasing Manager if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this ITB to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid close date. A review of such notifications will be made. Bidder's Initial: City of Lubbock PURCHASING DEPARTMENT ROOM L04, MUNICIPAL BUILDING 1625 13TH STREET LUBBOCK, TEXAS 79401 PH:(806)775-2167 FAX:(806)775-2164 http://purchasing.ci.lubbock.tx.us ITB #095-03NK ADDENDUM #2 Repair £t Servicing of Police Department Fleet Vehicles MAILED TO VENDOR: June 27, 2003 CLOSE DATE: July 8, 2003 at 3:00 P.M. CST 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. All requests for additional information or clarification must be submitted in writing and directed to: 1. Paragraph 13.9 of the Instructions to Bidders on page 12 of 32 of the ITB is changed to read: In order to assure adequate coverage for remote locations throughout the City and for all makes and models of Police Department vehicles (see Section IV VEHICLES), the City may make multiple awards, selecting multiple vendors to provide the services desired, if multiple awards are in the best interest of the City. Cost and location will be used in making this determination. A decision to make a multiple award of this Bid, however, is an option reserved by the City, based on the needs of the City. 2. Paragraph 18.3 of the Instructions to Bidders on page 14 of 32 of the ITB is changed to read: 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: Automotive Liability: Combined Single Limit: $500,000 Garage Liability: Auto Only: $500,000 Each Accident Other than Auto: $500,000 Each Accident 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. 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. 3. Bidders must complete the attached REVISED Bid Form and include it with their bid. Revisions are shaded on the form. The revised Bid Form replaces all previously issued Bid Forms. 4. In the event a tow truck is required to transport a vehicle to the contractor's facility, the contractor must either 1) use the City of Lubbock tow contractor and the City's tow contractor shall bill the City, or 2) use either the contractor's own equipment at no -charge or the contractor's tow contractor at no -charge. Questions may be faxed to Victor Kilman at (806)775-2164 or Email to vkilman@mail.ci.lubbock.tx.us THANK YOU, Victor Kilman Purchasing Manager It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It shall be the bidder's_ responsibility to advise the City of Lubbock Purchasing Manager if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this ITB to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid close date. A review of such notifications will be made. Addendum #2 BID FORM Repair Et Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK In compliance with the Invitation to Bid #095-03, 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 provide automotive repairs/services for the City of Lubbock Police Department vehicles at the labor rate and parts discount listed below and/or attached. The Invitation to Bid #095-03 is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. Failure to provide the appropriate information in the format requested shall be just cause for rejection of bid. DESCRIPTION Please check the services your company can perform and list the number of certified mechanics available for each service. Provide Service? Number of Mechanics? ❑ Engine Repair ❑ Automatic Transmission ❑ Trans -Axles and Rear Axles ❑ Front End ❑ Brakes ❑ Electrical Systems ❑ Heating and Air Conditioning ❑ Gasoline Engine Tune -Up ❑ State Inspection Service State Inspection Fee $ ❑ Tire Services (see next page for itemized list) ❑ Courtesy Pickup and Delivery within City Limits of Lubbock, Texas Standard Labor Rate Per Hour: $ Percent Discount on Labor Rate or Flat Rate Per Hour Offered for this Bid: % $ Trouble Shooting and Diagnostic Work (using diagnostic equipment) Per Hour Labor Rate: $ Method of Calculating Discount on Parts Costs (choose one): Cost Plus % (or) List Price Minus % (or) Other: Name of Flat Rate Manual or Software Used for Costing Services Note: The successful bidder shall provide the City with manual at time of award. Warranty on Parts: Warranty on Labor: Bid Form Page 1 of 6 Bidder's Initial: Addendum #2 BID FORM Repair @ Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK TIRE SERVICES Please check the following services your company can perform and indicate if 24/7 service is available: 24/7 available: YES NO o Rotate tires 13 Mount and balance o Wheel balance 13 Tubeless Valve o Install Tire Chains o Remove Tire Chains o Pull Street Tires and Mount Snow Tires o Tire Change Service (Nights) o Tire Change Service (Days) o Battery, alternator, and starter replacements Bid Form Page 2 of 6 Bidder's Initial: Addendum #2 1 I] Repair & Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB rY095-03/VK DESCRIPTION Use the following example vehicle for the purpose of costing the services listed below: 2000 Ford Crown Victoria, V-8 Gasoline Engine: All services performed and/or parts supplied shall meet or exceed the original equipment manufacturers warranty requirements. Bid Form Page 3 of 6 Bidder's Initial: Addendum #2 BID FORM Repair @ Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK DESCRIPTION Use the following example vehicle for the purpose of costing the services listed below: 2002 Chevrolet Impala, V-6 Gasoline Engine: All services performed and/or parts supplied shall meet or exceed the original equipment manufacturers warranty requirements. Bid Form Page 4 of 6 Bidder's Initial: BID FORM Repair Et Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK PREVENTATIVE MAINTENANCE (See pages 27 Et 28) PM PM LEVEL LEVEL ITEM ITEM DESCRIPTION "A" "B" 1. SUBCOMPACT AUTOMOBILES 2. INTERMEDIATE AUTOMOBILES 3. 2WD COMPACT TRUCKS 4. 4WD COMPACT TRUCKS 5. 2WD STANDARD PICKUP TRUCKS: CHEV. C10/1500, FORD F150 CHEV. C20/2500, FORD F250 CHEV. C30/3500, FORD F350 6. 4WD STANDARD PICKUP TRUCKS: CHEV. K10/1500, FORD F150 CHEV. K20/2500, FORD F250 CHEV. K30/3500, FORD F350 7. STANDARD VAN: FORD E150, OR EQUIVALENT FORD E250, OR EQUIVALENT FORD E350, OR EQUIVALENT 8. SUVs 9. Mini Vans 4WD, AWD & RWD • List your service facilities within Lubbock, Texas, capable of performing the PM services: • Vehicle drivers may deliver vehicles to any of the facilities listed in 9., above: Yes ; No, If no, please explain limitations: • Indicate here the amount of time required to perform the PM services: Level "A" PM: minutes. Level "B" PM: minutes. Level "C" PM: minutes. • Indicate here the brand(s) of products to be used for the PM services: Lubrication products: Filter elements: Bid Form Page 5 of 6 Bidder's Initial: Addendum #2 PM LEVEL 11 C" Addendum #2 PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of %, net calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have interests in this contract are Frenship Independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. YES t>j • 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 a corporation organized under the laws of the State of , or a partnership consisting of or an individual trading as Address: of the City of City: State: Zip M/WBE Firm: Woman Black American Native American Hispanic American Asian Pacific Other (Specify) American By Date: Authorized Representative - must sign by hand Officer Name and Title: Please Print Business Telephone Number FAX: Bid Form Page 6 of 6 Bidder's Initial: City of Lubbock PURCHASING DEPARTMENT ROOM L04, MUNICIPAL BUILDING 1625 13TH STREET LUBBOCK, TEXAS 79401 PH: (806)775-2167 FAX: (806)775-2164 http://purchasing.ci.lubbock.tx.us ITB #095-03NK, Repair &`, cing of Police Department Fleet Vehicles ITB #095-03NK ADDENDUM #1 Repair It Servicing of Police Department Fleet Vehicles MAILED TO VENDOR: June 26, 2003 CLOSE DATE: July 8, 2003 at 3:00 P.M. CST 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. All requests for additional information or clarification must be submitted in writing and directed to: 1. Paragraph 13.9 of the Instructions to Bidders on page 12 of 32 of the ITB is changed to read: In order to assure adequate coverage for remote locations throughout the City and for all makes and models of Police Department vehicles (see Section IV VEHICLES), the City may make multiple awards, selecting multiple vendors to provide the services desired, if multiple awards are in the best interest of the City. Cost and location will be used in making this determination. A decision to make a multiple award of this Bid, however, is an option reserved by the City, based on the needs of the City. 2. Bidders must include the attached REVISED Bid Form with their bid. Revisions are shaded on the form. 3. Paragraph 23 of the Specifications on page 22 of 32 of the ITB is changed to read: The City reserves the right to spot check the quality of services performed and the compliance with specifications of products being used by the contractor; and may require the contractor to make necessary corrections to services and/or products at the Lubbock Fleet Services, 206 Municipal Drive, Lubbock, Texas, during the term of the agreement. 4. Paragraph 25 of the Specifications on page 22 of 32 of the ITB is changed to read: Contractor shall prepare a service report, for each visit, itemizing the following information: " date of service * City vehicle number * City department * vehicle mileage * service charges * services performed * all defects located as a result of inspections. * the City vehicle driver shall sign the service report. ITB #095-03NK, Repair & � zing of Police Department Fleet Vehicles One copy of the service report shall be given to the vehicle driver immediately upon completion of the PM service. Contractor shall mail one copy of all service reports for the preceding month to the Fleet Services Manager for review and archive. Mailing address is: Lubbock Fleet Services P 0 Box 2000 206 Municipal Drive Lubbock, TX 79401 Attn: Fleet Services Manager The monthly report must be received at the Fleet Services Department before 12:00 noon of the fifth day of the following month. VEHICLE MAINTENANCE described on page 25 of 32 of the ITB includes all types of light automotive vehicles. 6. Paragraph 5 in Section V on page 25 of 32 of the ITB is changed to read: Major maintenance items: a) Brakes b) Transmission c) Transaxles, CV joints and shafts d) Engine e) Drive shafts, rear axles and differentials 7. Paragraph 6 in Section V on page 25 of 32 of the ITB is changed to read: Lubrication (including wheel bearing inspection and pack). 8. Paragraph 1(a) in Section VI on page 26 of 32 of the ITB is changed to read: Drain oil and refill with up to 5 quarts of major brand premium quality oil (Multigrade 10-30 W, 15-40 W or 5-30 W, meeting OEM recommended API rating). 9. Paragraph 1(b) in Section VI on page 26 of 32 of the ITB is changed to read: Install new oil filter meeting OEM warranty requirements. 10. Service Levels "A", "B", and "C" described in Section VII on pages 27 and 28 of the ITB are Preventative Maintenance levels of service. Questions may be faxed to Victor Kilman at (806)775-2164 or Email to vkilman@mail.ci.lubbock.tx.us THANK YOU, Victor Kilman Purchasing Manager It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It shall be the bidder's responsibility to advise the City of Lubbock Purchasing Manager if any language, requirements, etc., or any combinations thereof, inadvertently restricts or limits the requirements stated in this ITB to a single source. Such notification must be submitted in writing and must be received by the Purchasing Manager no later than five (5) business days prior to the bid close date. A review of such notifications will be made. ITB #095-03NK, Repf.. servicing of Police Department Fleet Vehicles BID FORM Repair 8 Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK In compliance with the Invitation to Bid #095-03, 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 provide automotive repairs/services for the City of Lubbock Police Department vehicles at the labor rate and parts discount listed below and/or attached. The Invitation to Bid #095-03 is by reference incorporated in this contract. The Bid Form must be completed in blue or black ink or by typewriter. Failure to provide the appropriate information in the format requested shall be just cause for rejection of bid. DESCRIPTION Please check the services your company can perform and list the number of certified mechanics available for each service. Provide Number of Service? Mechanics? 13 Engine Repair 13 Automatic Transmission W i N 9- NTarAides anL l 0 Front End O Brakes 13 Electrical Systems 13 Heating and Air Conditioning 13 State Inspection Service State Inspection Fee $ O Tire Services (see next page for itemized list) ❑ Courtesy Pickup and Delivery within City Limits of Lubbock, Texas Standard Labor Rate Per Hour: $ Percent Discount on Labor Rate % or Flat Rate Per Hour Offered for this Bid: $ Trouble Shooting and Diagnostic Work (using diagnostic equipment) Per Hour Labor Rate: $ Method of Calculating Discount on Parts Costs (choose one): Cost Plus % (or) List Price Minus % (or) Other: Name of Flat Rate Manual or Software Used for Costing Services Note: The successful bidder shall provide the City with manual at time of award. Warranty on Parts: Warranty on Labor: Bid Form Page i of 6 Bidder's Initial: ITB #095-03NK, RepL. Servicing of Police Department Fleet Vehicles BID FORM Repair Et Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK TIRE SERVICES Please check the following services your company can perform and indicate if 24/7 service is available: 24/7 available: YES NO 11 Rotate tires 11 Mount and balance 11 Wheel balance 11 Tubeless Valve 11 Install Tire Chains 11 Remove Tire Chains 11 Pull Street Tires and Mount Snow Tires 11 Tire Change Service (Nights) 11 Tire Change Service (Days) 11 Battery, alternator, and starter replacements Bid Form Page 2 of 6 Bidder's Initial: ITB #095-03NK, Reps: Servicing or Police Department Fleet Vehicles BID FORM Repair 8 Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK DESCRIPTION Use the following example vehicle for the purpose of costing the services listed below: 2000 Ford Crown Victoria, 1% 01, Gasoline Engine: All services performed and/or parts supplied shall meet or exceed the original equipment manufacturer's warranty requirements. Bid Form Page 3 or 6 Bidder's Initial: ITB #095-03NK, Repo. .servicing of Police Department Fleet Vehicles BID FORM Repair & Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB N095-03/VK All services performed and/or parts supplied shall meet or exceed the original equipment manufacturer's warranty requirements. Bid Form Page 4 of 6 Bidder's Initial: ITEM 1. 2. 3. 4. ITB #095-03NK, Repo. Servicing of Police Department Fleet Vehicles BID FORM Repair Et Servicing of Police Department Fleet Vehicles CITY OF LUBBOCK, TEXAS ITB #095-03/VK PREVENTATIVE MAINTENANCE (See pages 27 Et 28) PM PM LEVEL LEVEL ITEM DESCRIPTION "A" "B" SUBCOMPACT AUTOMOBILES INTERMEDIATE AUTOMOBILES 2WD COMPACT TRUCKS 4WD COMPACT TRUCKS 5. 2WD STANDARD PICKUP TRUCKS: CHEV. C10/1500, FORD F150 CHEV. C20/2500, FORD F250 CHEV. C30/3500, FORD F350 6. 4WD STANDARD PICKUP TRUCKS: CHEV. K10/1500, FORD F150 CHEV. K20/2500, FORD F250 CHEV. K30/3500, FORD F350 7. STANDARD VAN: FORD E150, OR EQUIVALENT FORD E250, OR EQUIVALENT FORD E350, OR EQUIVALENT 8. SUVs 9. Mini Vans 4WD, AWD Et RWD • List your service facilities within Lubbock, Texas, capable of performing the PM services: • Vehicle drivers may deliver vehicles to any of the facilities listed in 9., above: Yes ; No If no, please explain limitations: • Indicate here the amount of time required to perform the PM services: Level "A" PM: minutes. Level "B" PM: minutes. Level "C" PM: minutes. • Indicate here the brand(s) of products to be used for the PM services: Lubrication products: Filter elements: Bid Form Page 5 of 6 Bidder's Initial: PM LEVEL ,. C., ITB #095-03NK, RePL Servicing of Police Department Fleet Vehicles PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of %, net calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have interests in this contract are Frenship Independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. YES NO • 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 the State of individual trading as Firm: Address: City: M/WBE Firm: a corporation organized under the laws of or a partnership consisting of of the City of State: Zi Woman Black American Native American Hispanic American Asian Pacific Other (Specify) American By Date: Authorized Representative - must sign by hand Officer Name and Title: Please Print Business Telephone Number Bid Form Page 6 of 6 Bidder's Initial: or an