HomeMy WebLinkAboutResolution - 2003-R0343 - Contract For Fleet Vehicles - York Tire Company, Inc. - 08_28_2003Resolution No. 2003-RO343
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
York Tire Company, Inc. 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.
C „*ebCA JGAL, MAYOR
ATTEST:
e ecca Garza, City Secretary
APPROVED AS TO CONTENT:
- � If - K
Victor Kilman, P chasing Manager
APPROVED AS TO FORM:
Knight,
Attorney
gs/ccdocs/res-Contract-York Tire Inc-09503 VK.res
Aug. 15, 2003
Resolution No. 2003—RO343
August 28, 2003
Item No. 40
CITY OF LUBBOCK
CONTRACT FOR SERVICES
Repair Et Servicing of Police Department Fleet Vehicles
THIS AGREEMENT, entered into this 28th day of August, 2003, between the City of Lubbock ("City"),
and York Tire Company, Inc. ("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:
Auto Only: $500,000 Each Accident
Other than Auto: $500,000 Each Accident
nthar-
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.
VI1. 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
ATTEST:
Re ecca Garza, City Secretary
APPROVED AS TO FORM:
y Attorney
YORK TIRE COMPANY, INC.
4brized
epresentative
; 7/a -
Address
APPROVED AS TO CONTENT:
Victor Kilman, OLIrchasing Manager
Page 32 of 32
Bidder's Initial: 9A..
Resolution No. 2003—RO343
Rs 90954MW Rensk a. serridnn of Po m Denrtrrwu FLd w,icim
SUBMIT TO:
CITY OF LUBBOCK
CITY OF LUBBOCK, TEXASPURCHASING
DEPARTMENT
ift
1625 '13TH STREET, RM L04
LUBBOCK, TX 79401-3830
AN EQUAL
OPPORTUNITY
INVITATION TO BID
CONTACT PERSON:
Victor Kalman
EMPLOYER
#095-031VK
TEL: 806.775.2167
FAX: 806.775.2164
http://purchasing.d.lubbock.tx.us
TITLE:
SUBMITTAL DEADLINE:
Repair a Servicing of Police Department Fleet Vehicles
Juty 8, 2003, 3:00 P.M. CST
PRE BID DATE, TIME AND LOCATION:
any bkb reorhwd after the dme and dmr tUsted above,
June 24, 2003 at 9:00 A M. — 1625 1 a Street, Room 103
r Wr de of dw mode dWhvey, 9W be reoxnea
RESPO DENT NAME:
p r' ;Qj7j rj 4L.
IF RETURNING AS A "NO BID•, PLEASE COMPLETE AND RETURN THE
"STATEMENT OF NO BID".
MAID ADDRESS:
l >R
CITY - ST -ZIP:
THE CITY OF LU88= RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AND ALL
% `f 0
BIDS IN WHOLE OR IN PART AND WAIVE ANY mmitwALITY IN THE COMPETITIVE BID
PROCESS. FURrHEit, THE CITY RESERVES THE RIGHT TO ENTER INTO ANY
TELEPHONE NO'a'
CONTRACT DEDNED TD BE IN THE BEST INTEREST OF THE CITY.
- 7
FT IS THE INTENT AND PURPOSE OF THE CITY OF LU88= THAT TM REQUEST
POWM COMPETITIVE BIDS. IT 5 THE BIDDER'S RESPONSIBILITY TO ADVISE THE
FAX NO:
�v
CITY OF LUBWa PURCHASIW5 MANAGER IF ANY LANGUAGE, REQUIREMENTS,
O 1P
Err., OR ANY CQ%WNATXM THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE
REQUIREMENTS STATED IN THIS TTB TO A SINGLE SOURCE SUCH NOTIFICATION
E-MAIL:
`
r M �YGLSII f' bf�� f1NEC,O. COIJ
IMUST BE SUBAYTTED IN WRITING AND MUST BE RECEIVED BY THE PURIDIASING
MANAGER NO LATER THAN FIVE (5) BUSINM DAYS PRIOR TO THE ABOVE
SU&MTTAL DEADLINE. FAILURE TO PROVIDE THE APPROPRIATE INFORMATION
FEDERAL TAX ID NO. OR SOCIAL SE URITY NO.
WITHIN THE TUAE ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY PROTEST.
THE BIDDER HEREBY ACKNOWLE�IGCES RECEIPT OF AI D AGREES ITS BID IS BASED ON THE FOLLOWING ADDENDA:
M1 i/ N2 #3 ✓ #4 •/ A5y (Wear Infdal)
The City of Lubbock Charter states that no officer or employee of the City an benefit from any contract, job, worts or service for the
munktpatity or be interested in the sale to the City of any supplies, equipment, rnaterial purchased. Will any officer or employee of
the City, or their spouse, benefit from the award of this bid to the above firrnt 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 FURIlISFRNG 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. M INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE FOLLOWING SECTION.
FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTION.
By my signature 1 certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, bi
entity, or person subrrrittfng an offer for the same materials, supplies, equipment, or seryce(s), and i3 in all respects fair and without eoti shon
or fraud. 1 further a4ree that ff the offer is accepted, the offeror wRt 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 heneafter acquire under the Anti -bust laws of the United States and the State of Tuns for
price fbdng relating to the particular eonrrrodity(s) or service (s) purchased or soquired by the City of Lubbock At the City's discretW4 such
t it be made a ective at the time the City tenders flnai payment to the vendor.
SW attire Title
Print/Type Name Date
PLEASE COMPLETE THIS FORM AND RETURN WffH YOUR RESPONSE.
Pap 1 of 33 Bidder's tnft4—
ITB #095-03NK, Repair & Servicing of Police Deparbnent Fleet Vehicles
This Page Intentionally Left Blank
Page 2 of 33
Bidder's Initia 4
W maL kip" c� Ix) lmxt oo��
mt) ov Un[x Me) m ahh U,gi JAu� utl/!4
�uM douw kvL_) a nc( Wlia" CUuAc� Cv /sue �l
P��
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 Et 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,
vl�
qv��
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
resaonsibility to advise the City of Lubbock Purchasing Manager if anv language, 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 marde.
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.
t1r.
Bidder's Initial:
Addendum #4
BID FORM
Repair & 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
S
Automatic Transmission
W Trans -Axles and Rear Axles
_
M" Front End
Z
Brakes
Electrical Systems
3
[YHeating and Air Conditioning
S
19*Gasoline Engine Tune -Up
�r
State Inspection Service State Inspection Fee $ So
/off.
[H�Tir Services (see next page for itemized list)
Courtesy Pickup and Delivery within City Limits of Lubbock, Texas
_. o
Standard Labor Rate Per Hour:
Percent Discount on Labor Rate
or
Flat Rate Per Hour Offered for this Bid:
%
pe
$ .SJr
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: &C-0 %' %D% A 9"66e...
Name of Flat Rate Manual or Software Used for Costing Services. `�L �'`�"dl�,?��.L )! /h �
Note: The successful bidder shall provide the City with manual at time of award.
Warranty on Parts: 49vv /C21 voAD Warranty on Labor: 42�,v /cla • 0
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
4V'/ Rotate tires
Mount and balance
M/ Wheel balance
Tubeless Valve
Install Tire Chains Yl
Remove Tire Chains
a A/
Pull Street Tires and Mount Snow Tires .1
Tire Change Service (Nights) •�`!/%
-Tire Change Service (Days)
Battery alternator, and starter replacements �% ✓ '
.42a44..'/�
f.
Bid Form Page 2 of 6
Bidder's Initial:
Addendum #4
BID FORM
Repair Et Servicing of Police Department Fleet Vehicles
CITY OF LUBBOCK, TEXAS
ITB N095.03/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 Eneine:
Service
Parts Brand
Hours
Required
Labor Cost
Parts Cost
Total Cost
1.
Service Transmission
Parts Required:
Transmission Kit
Fluid
Engine Tune-up
7P
3.;L
�7G.
3d.1-c -
2.
Parts Required:
Plus
Rotor
Fuel Filter
Air Cleaner
Brake Repair (Including wheel
bearing pack)
- 1P G
- Le
X
.•
3.
Parts Required:
Wheel Seats
Front Pads
UeN
Rear Shoes
Turn Rotors 2 Front or Rear
o
40
Replace Rotors 2 Front or Rear
7Y„'Co
4",7,0
7•2-c
Turn Rear Drums 2
O
=
d. O
4.
Front End Alignment front only)
Parts Re uired•
Front/Rear Shims
Lube Oil Filter
�rlrt
o
o
Ap.9-5
5.
Parts Required:
05-30W OEM recommended API"`
Motor Oil (attach list of brands offered)
Oil Filter
Air Conditioner Recharge(partial)
-
h
.3
-20. "
pee
O•
6.
Parts Required:
Refrigerant, 12 oz.
Air Conditioner Recharge
evacuate and complete)
7.
Flat Repair olice sedan
/O. ee
/ • �o
8.
Balance Rotate 4 tires
, 9
9.
Tire Chain Installation 2 tires
, .o
D.. o
Bid Form Page 3 of 6 Bidder's Initia .
Addendum #4
BID FORM
Repair Q 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 manufacturers 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 Enizine:
Service Parts Brand Hours Labor Cost Parts Cost Total Cost
Required
1. Service Transmission to 7.too
Parts Required:
Transmission Kit
T
Fluid
S fit.
2.
En ine Tune-up
,Q5
IS
Parts Required:
Plugs
Rotor -
Fuel Filter
Air Cleaner
Jr
3.
Brake Repair (including wheel
Ae
bearing pack)
Parts Required:
Wheel Seals
Front Pads
Rear Shoes
C�9 ,rleo�
Turn Rotors 2 Front or Rear
Replace Rotors 2 Front or Rear
7S. X z
I cz/ 4. oQ
Turn Rear Drums 2
4.
Front End Alignment front only)
Parts Required:
Front/Rear Shims
5.
Lube Oil Filter
d5
Parts Required:
05-30W OEM recommended API
Motor Oil (attach list of brands offered)
Oil Filter
6.
Air Conditioner Recharge (partial)
J17
Parts Required:
Refrigerant, 12 oz.
Air Conditioner Recharge
i
Id
40,�5a
ZO
SO
(evacuate and complete)
!
7.
Flat Repair lice sedan
—,
O, iv
D '"
8.
Balance Rotate 4 tires
—�
S
9.
Tire Chain Installation (2 tires)
.OW. •o
a.?o. '•
r"
Bid Form Page 4 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
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
3.5�
SS
/70
2.
INTERMEDIATE AUTOMOBILES
3.
2WD COMPACT TRUCKS
4.
4WD COMPACT TRUCKS
�O
G
�7-Ir
5.
2WD STANDARD PICKUP TRUCKS:
CHEV. C10/1500, FORD F150
35
SS
1%
CHEV. C20/2500, FORD F250
3S—
_S'S
/710
CHEV. C30/3500, FORD F350
170
6.
4WD STANDARD PICKUP TRUCKS:
�e0
/%S
CHEV. K10/1500, FORD F150
CHEV. K20/2500, FORD F250
P
Go
CHEV. K30/3500, FORD F350
dO
40
l%S
7.
STANDARD VAN:
. v
5�
4�
FORD E150, OR EQUIVALENT
FORD E250, OR EQUIVALENT
FORD E350, OR EQUIVALENT
GD
8.
SUVs
4�io
Go
/7S
9.
Mini Vans 4WD, AWD Et RWD
List your service facilities within Lubbock, Texas, capable of performing the PM services:
?/00 3i- 0��-ac�f .fs•'G4. S�.�I ire C 1%7.C�lC
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:.30 minutes.
Level "B" PM:minutes.
Level "C" PM: minutes.
Indicate here the brand(s) of products to be wsed for the PM services:
Lubrication products:_ UWtAW ;;� el -
Filter elements: �kw-f
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 V 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 �� �r F— �� rE 1, �� i �C,. a corporation organized under the laws of
the State of T�. X_ , or a partnership consisting of or an
individual trading as of the City of 1,.1 _� ���_ r I }(Q5
Fi
i
- Y
Address: / J`I•
City: L— Lxbbock State:_ Zip
M/WBE Firm:
By
Authorized Representative) - must sign by hand
American
-3-®
Officer Name and Title: V ir20. / of fy '
�) Please Print �-7/ rr�%�]Business Telephone Number d ( IS FAX:&�)tp (tR J- / � r /
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
ADDENDUM #3
Repair l:t 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:
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:
Auto Only: $500,000 Each Accident
Other than Auto: $500,000 Each Accident
Other:
Garage Keepers Legal Liability (primary)- $200,000 Each Accident
The City of Lubbock, its agents, elected and appointed officials, and employees are to be [is d 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
f.
Bidder's it l:
ITS #095.03NK, Repair & Servicing of Police Departrnent FW Vehicles
Repair Ft Servicing of Police Department Fleet Vehicles
CITY OF LUBBOCK, TEXAS
ITS #095-03/YX
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 Et DATE
1.1 The City of Lubbock is seeking written and sealed competitive bids to fumish Repair a
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: "ITS
#095-03, Repair Et Servicing of Police Department Fleet Vehicles" and the bid opening date
05
_and Bidders must also include their company name and address on t e ou sr
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 are.
bid meeting 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 would like
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ITB 0095-03NK, Repair & Senricing of Police Department 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
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 fe 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.
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ITB #095-03NK Repair & Servicing of Police Depart nest Fleet Vehicles
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 Packastine
costs. The number of calendar days required to place the materials in the City's receiving
point under normal conditions must be shown on the Bid Form. DO NOT quote shipping dates.
Failure to indicate delivery days on the Bid Form will obligate Bidder to complete delivery in
two weeks. A minimum of five days better delivery will automatically break a tie bid.
Unrealistically short or undue long delivery promises may cause bid to be disregarded.
Consistent failure of a bidder to meet delivery promises without a valid reason may cause
removal from the bid list.
6.6 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.
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iTB g095.03NK, Repair & Servkft 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.
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ITB #095.03NK, Repair & Servicing of Police Departrnent 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 AUTHORITY TO LEGALLY AND/OR
FINANCIALLY COMMIT THE CITY TO ANY CONTRACT, AGREEMENT OR PURCHASE ORDER FOR
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ITB A095.03NK, Repair & Servicing of Police Departlnent 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 VI 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 importanj than the
CA -
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ITB 0095-03NK, 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 or assignee
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ITB #095-031VK, Repair & Servicing of Police Departrnent 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: v
Combined Single Limit: $500,000
Garage Liability
Auto Only: $500,000 Each Accident
Other than Auto: $500,000 Each Accident
Ot gr:
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 Govemment 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 ouncil by
contacting the Executive Assistant to the City Council.
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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.
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Repair i3 Servicing of Police Department Fleet Vehicles
CITY OF LUBBOCK, TEXAS
lTB #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.
Nonawropriation: 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.
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 Infringements: 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, hapter 502,
Page 17 of 33 Bidder's Initial:
ITO #095-03NK Repair & Sevioing of Police Departrnent 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.)
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 Maaieure: 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
parry'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 City's request, Contractor will provide
evidence sufficient to demonstrate such equipment or product meets the foregoing.
Page 18 of 33 Bidder's Initial:
ITS #09"31VK, Repair $ Servicing of Polioe Depar"errt Fleet Vehicles
Repair & Servicing of Police Department Fleet Vehicles
CITY OF LUBBOCK, TEXAS
ITB #095-03/VK
III. SPECIFICATIONS
1. S OPE - 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.
GENERAL BIDDER REQUIREMENTS - To be considered responsive, bidder must be, at the time of bid
opening, an established national or regional vehicle maintenance fine 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 terns 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 Et 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. V
2) Complete diagnostic equipment.
3) Complete tire repair Et 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 tenninated earlier for
unacceptable vendor service/practices or insufficient volume of service to justify vendor retention.
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 tenns and include the
vendor's name and return remittance address.
Page 19 of 33 Bidder's Initial:
ITB 1f095.03NK, Repair & Servicing of Police 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 Eamers 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 fumish 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 delivered to the
applicable party to the contract.
Page 20 of 33 Bidder's Initial
ITB #095-03NK, Repair & Servicing of Police 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 Y 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: Castro[ GTX, Amoco,
Chevron, Conoco, Mobil, Pennzoil, Phillips 66, Quaker State, Shell, Sun, Texaco and Gulf.
c) No blended mixtures, re -brands or repackaging of original brand name products will be
accepted; and bids offering a private label brand shall not be considered.
Page 21 of 33 Bidder's Initiat:
ITB #00 03NK, Repair & Servicing of Police Department Fleet Vehicles
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 tern 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 33
Bidder's Initial:
ITB If095MNK, Repair & Servicing of Police Depart nent Fleet Vehides
Repair Et 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 providing 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
SEtH
TRAILER
750X16
50
2002
CHEV
IMPALA
P225/601116 V RATED
2
2002
GO-4
INTERCEPTOR/3 WHEELER
P185/751113
2
2002
SEtH
CARGO TRAILER
750X16
1
2002
TEXAS BRAGG
16' FLATBED TRAILER
20
2001
FORD
CRN-VIC
P225/601116 V RATED
1
2001
FORD
EXPEDITION
LT265/75R16
1
2001
FORD
E250 VAN
LT245/751116
1
2001
FORD
F250 PICK UP
LT254/751116
1
2001
CHEV
C1500 PICK UP
LT235/75R16
38
2000
FORD
CRN-VIC
P225/601116 V RATED
2
2000
FORD
F150 PICK UP
P235/701116
3
2000
FORD
EXCURSION
LT265/75R16
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
P215/65 15
Page 23 of 33 Bidder's Initial:
ITB #095-03/VK. ReoWr & Servicina of Police DwarbT e A Fleet Vehicles
1
1999
CHEV
SUBURBAN
P235/751115
1
1999
CHEV
G2500 VAN
LT225/75R16
1
1999
GO-4
INTERCEPTOR/3 WHEELER
P185/75R13
20
1998
FORD
CRN-VIC
P225/60R16 V RATED
15
1998
CHEV
LUMINA
P215/65R15
2
1998
GO-4
INTERCEPTOR/3 WHEELER
P185/751113
2
1997
CHEV
5-10 BLAZER
P205/75R15
1
1997
CHEV
LUMINA
P215/65R15
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
19%
FORD
CRN-VIC
P225/701115 H RATED
1
19%
CHEV
G3500 VAN
LT225/75R16
1
1995
CHEV
G2500 VAN
LT225/75R16
3
1995
FORD
TAURUS
P205/651115
1
1995
FORD
E350 VAN
LT225/75R16
4
1995
FORD
CRN-VIC
P225/701115 H RATED
5
1995
CHEV
CAPRICE
P225/70R15 H RATED
2
1994
FORD
F150 PICK UP
P235/75R15
5
1994
FORD
CRN-VIC
P215/70R15
1
1994
OLDSMOBILE
CIERA
P185/75R14
1
1994
CHEV
C1500 PICK UP
P235/75R15
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
LT235/75R15
1
1989
CHEV
CAPRICE
P215/75R15
1
1988
GMC
C1500 PICK UP
P235/751115
1
1973
BELSHIE
EQUIPMENT TRAILER
750X16LT HWY 10
1
1971
AMERICAN/GENERAL
TANK
Page 24 of 33
Bidder's Initial:
1968 1 STEVENS MFG.
ITB ii/VK, Repair &
TRAILER
of Police Department Fleet Vehicles
90OX20 MIL RIB
Page 25 of 33
Bidder's Initial:
ITB g095-03A K Repair & Servicing of Police Departrnent Fleet vehicles
Repair ft 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
9)
Pull Street Tires and Mount Snow Tires
h)
Tire Change Service (Nights)
i)
Tire Change Service (Days)
Page 26 of 33 Bidder's Initial:
ITB #095-03NK, Repair & Servicing of Police Department Fleet Vehicles
Repair 8t 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 (Lube, 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 27 of 33
Bidder's Initial:
ITB #095-03NK Repair & Servicing of Police Department Fleet Vehicles
Repair Et 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 28 of 33
Bidder's Initia
ITS #09503fVK, Repair & Servicing of Police Department Fleet Vehicles
LEVEL "B" SERVICE
a) Freguency 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 'Wand Level "B" Services, plus:
"Replace transmission fluid and filter;
*Drain and replace differential and transfer case fluids; and
"Drain, flush and refill engine cooling system.
Page 29 of 33
i
Bidder's initia .
ITB #095.03fVK, Repair & Servicing of Police Depa tnent 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 FAX:
Internet Address:
Company's Internet Web Page URL:
Page 30 of 33 Bidder's Initial-
CITY OF LUBBOCK
NON -COLLUSION AFFIDAVIT
STATE OF TEXAS
ss
WBWCK COUNTY
gre b r L being first du
his/her oath, � that the bid above submitted is a genuine and n
collusive bid, or made in the interest or on behalf of any person not tt
and s/he further says that the said bidder has not directly induced or
bidder on the above work or supplies to put in a sham bid, or any of
corporation to refrain from bidding; and that said bidder has not in any r
by collusion to secure to self an advantage over any other bidder or bidd
A r k— 1 i E e,
NAME OF . f i RM
SIGNATURE 1B1D R
1l�'C �gi���
TITLE
Subscribed and sworn to before me this day of �kul�._,
Notary Public in and for the State
of Texas residing at
NOTE. PLEASE COMPLETE THIS FORM AND INCLUDI< WITH YOUR BID.
worn, on
sham or
n named;
cited any
person or
ter sought
PW31of33
S1d lot:
Sample Cjty Contract
for
Repair 8t Servicing of Polite Department Fleet Vehicles
I-M #0195-03/VK
CITY Ot LUSBOCK
CONTKAC71 FOR SERVICES
THIS AGREEMENT, entered into this 7+4-)dayi of �Su` 2003,
Lubbock (-City`), and )�QE re-�Tf�r ("Contracto ).
City of
WITHESSETH:
The parties, in consideration of the terms and conditions herein, do hereby covenant agree as
follows:
1. Compensation.
The City promises and agrees to employ, and doej employ, the Contractor to cause tb be the work
provided for in this Contract and to comple: and finish the same according to attached
specificatiwr, offer, and torms And conditinnc rnrtainpd herein. The City agrees to pay Contractor
according to the payment schedule attached; said payment schedule does not include applicable
sales or use tax.
11. Scope of Work.
The Contractor shall perform the work according to the procedure outlined in the tions and
Invitation to Bid attached hereto and incorporateq 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 fair additional Mears, provided, however, that either may at any
time during the life of this contract, or any extosion thereof, terminate this contract wing thirty
(30) days notice in writing to the other party of its intention to cancel. Prices shall remirfirm for the
first tyuRlve-month venod of the contract artless 0ex eption is statgdjn the bid.
IV. Relationship between City and Contractor.
Contractor shall at all times be an independent contractor ante not an agent or represe it ktfye of City
with regard to performance of the Services. Contractor shall not represent that it is, or It Kd itself out
as, an agent or representative of City. In no ej ent shall Contractor be authorized to Dr ter into any
agreement or undertaking for or on behalf of City4
V. Workers' Compensation and Insurance.
Contractors Liability Insurance: The contractq r shall obtain and maintain in full f and effect
during the term of the contract, commensal &"rat liability coverage with insurance ca rs admitted
to do business in the State of Texas. The insurance companies must carry a Best's Re of A• VII or
better. The policies will be written on an occuriience basis, subject to the following mi m limits of
liability:
Commercial General Liability:
General Aggregate: $h,000,000
Automotive Liability
PW 31 of 33
e t ittel•
Combined Single Limit: S�M'000
Garagg Liability:
Auto Only: S500,000 Each Accident
Other than Auto: 000,000 Each Accident
Q
Bailee's Insurance: $500,000
The City of Lubbock, its agents, elected and appointed officials, and employees are
additional insureds under the policies.
listed as
The contractor wM provide a Certificate of Insurance to the City as evidence of erage. The
certificate will provide 30 days notice of cancellation, and under the cancellation se�cti , the wording
"endeavor to" and "but failure to mail such notice shall impose no obligation or habit of any kind
upon the company, its agents or representatives" will be crossed out. A copy of the ad ai insured
endorsement attached to the polity will be included with the certificate.
The contractor shall also maintain workers compensation insurance in the statutory am
If at any time during the life of the contract at any extension, the contractor fails t aintain the
required insurance in full force and effect, all work under the contract shall scontinued
immediately. Any failure to maintain the required insurance may be sufficient cause the City to
terminate the contract.
VI. Successors And Assigns:
Neither the City nor the Contractor shall assign; transfer or encumber any rights, dutil M or interests
accruing from this Contract without the written consent of the other.
mi. Entire Contract
This Contract consists of the following documents set forth herein; Invitation to Bid 3, General
Conditions, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed t ay and year
first above written. Executed in triplicate.
CITY OF LUMM CONTRACTOR 1
BY
Marc AkDousal, Mayor Authorized
ATTEST:
Address � � t
Rebecca Garza, City Secretary bbDa-,iTX, iD
APPROVED AS TO FORK -
Don Vandiver, First Assistant City Attorney
Pap 93 at 33
bidder tfal:
City of Lubbock
PURCHASING DEPARTMENT
ROOM L04, MUNICIPAL BUILDING
1625 13T' 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 infol Ration or Glarificatio'n m�St be suh:mitted 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��tql 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 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 13r" 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 b and Page 4 of b 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-b 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,
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 Citv of Lubbock Purchasing Manager if anv language, 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 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 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 i of 6 Bidder's Initial:
Addendum #4
BID FORM
Repair i3 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
El Remove Tire Chains
El Pull Street Tires and Mount Snow Tires
El Tire Change Service (Nights)
11 Tire Change Service (Days)
El Battery, alternator, and starter replacements
Bid Form Page 2 of 6 Bidder's Initial:
Addendum #4
BID FORM
Repair tt 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
BID FORM
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.
2002 Chevrolet Impala, V-6 Gasoline Engine:
Bid Form Page 4 of 6 Bidder's Initial:
Addendum #4
BID FORM
Repair rt Servicing of Police Department Fleet Vehicles
CITY OF LUBBOCK, TEXAS
ITB #095-03/VK
PREVENTATIVE MAINTENANCE (See pages 27 It 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 E150, OR EQUIVALENT
FORD E250, OR EQUIVALENT
FORD E350, OR EQUIVALENT
8. SUVS
9. Mini Vans 4WD, AWD It 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
Firm:
Address:
City:
M/WBE Firm:
of the City of
State: Zip
Woman J 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:
or an
Bid Form Page 6 of 6 Bidder's Initial:
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 #3
Repair It 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.iubbock.tx.us
ITB #095-03NK
ADDENDUM #2
Repair Et 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.ciAubbock.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 ft 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
E3 Automatic Transmission
13 Trans -Axles and Rear Axles
E3 Front End
Brakes
C3 Electrical Systems
0 Heating and Air Conditioning
0 Gasoline Engine Tune -Up
0 State Inspection Service State Inspection Fee $
0 Tire Services (see next page for itemized list)
0 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 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
13 Rotate tires
13 Mount and balance
13 Wheel balance
13 Tubeless Valve
13 Install Tire Chains
13 Remove Tire Chains
13 Pull Street Tires and Mount Snow Tires
13 Tire Change Service (Nights)
13 Tire Change Service (Days)
13 Battery, alternator, and starter replacements
Bid Form Page 2 of 6 Bidder's Initial:
Addendum #2
BID FORM
Repair & Servicing of Police Department Fleet Vehicles
CITY OF LUBBOCK, TD(AS
ITB #095-03/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 manufacturer's 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 manufacturer's warranty requirements.
Service I Parts Brand I Hours I Labor Cost I Parts Cost I Total Cost
Required
1. Service Transmission
Parts Required:
Transmission Kit
Fluid
2. Engine Tune-up
Parts Re uired:
Plugs
Rotor
Fuel Filter
Air Cleaner
3. Brake Repair (Including wheel
bearingpack)
Parts Required:
Wheel Seals
Front Pads
Rear Shoes
Turn Rotors 2 Front or Rear
Replace Rotors 2 Front or Rear
Turn Rear Drums 2
4. Front End Alignment front only)
Parts Required:
Front/Rear Shims
5. Lube, Oil Filter
Parts Required:
05-30W OEM recommended API
Motor Oil (attach list of brands offered)
Oita i�
6. Air Conditioner Rechar a f'art(iC
Parts Required:
Refrieerant 112-
Flat Repair(police sedan)
Balance, Rotate ,4�iI e-
Tire Chain Installation (2 ti
Bid Form Page 4 of 6 Bidder's Initial:
Addendum #2
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)
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 E150, OR EQUIVALENT
FORD E250, OR EQUIVALENT
FORD E350, OR EQUIVALENT
8.
SUVs
9.
Mini Vans 4WD, AWD It 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
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
Firm:
Address:
City:
M/WBE Firm
By.
of the City of
State: Zip
Woman Black American Native American
Hispanic American Asian Pacific Other (Specify)
American
Authorized Representative - must sign by hand
Officer Name and
Please Print
Business Telephone Number
FAX:
or an
Bid Form Page 6 of 6 Bidder's Initial:
ITB #095-03NK, Repair 8`, cing of Police Department Fleet Vehicles
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 Et 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 & . king 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.
5. 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, Rep&. Servicing of Police Department Fleet Vehicles
BID FORM
Repair Bt 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
Front End
Brakes
Electrical Systems
Heating and Air Conditioning
b�=� �
�; aso ni' ngip une�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 t of 6 Bidder's Initial:
ITB #095-03NK, Reps 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)
Tire Change Service (Days)
Battery, alternator, and starter replacements
Bid Form Page 2 of 6 Bidder's Initial:
ITB #095-03NK, RepL Servicing of Police Department Fleet Vehicles
BID FORM
Repair rt 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, IN8 Gasoline Engine:
All services performed and/or parts supplied shall meet or exceed the original
equipment manufacturer's warranty requirements.
Bid Form Page 3 of 6 Bidder's Initial:
ITB #095-03/VK, Repo. Servicing of Police Department Fleet Vehicles
BID FORM
Repair @ Servicing of Police Department Fleet Vehicles
CITY OF LUBBOCK, TEXAS
ITB //095-03/VK
OW8710
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:
ITB #095-03NK, Repo. Servicing of Police Department Fleet Vehicles
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)
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 E150, OR EQUIVALENT
FORD E250, OR EQUIVALENT
FORD E350, OR EQUIVALENT
8. SUVs
9. Mini Vans 4WD, AWD It 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:
ITB #095-03NK, Reps 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 a corporation organized under the laws of
the State of
individual trading as
Firm:
Address:
City:
M/WBE Firm:
or a partnership consisting of
of the City of
State: Zip
Woman Black American Native American
Hispanic American Asian Pacific Other (Specify)
American
By Date:
Authorized Representative - must sign by hand
Officer Name and
Please Print
Business Telephone Number FAX:
or an
Bid Form Page 6 of 6 Bidder's Initial: