HomeMy WebLinkAboutResolution - 2010-R0078 - Contract 9406 Dalton's Automotive For Oil Change Services - 02/09/2010Resolution No. 2010-R0078
February 9, 2010
Item No. 5.20
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, Contract No. 9406 for oil
change services, by and between the City of Lubbock and Dalton's Automotive 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 on —_ February 9, 2010
*r` Z.
TOM MARTIN, MAYOR
ATTEST:
Rebec Garza, City Secretary
APPROVED AS TO CONTENT:
�2
Mark Y wood, ssistant City Manager
Chief Infbrmation Officer
APPROVED AS TO FORM:
Chad Weaver, Assistant City Attorney
vwxcdocs'RES.Contract-Dalton's Automotive
January 27, 2010
Resolution No. 2010-R0078
CITY OF LUBBOCK
CONTRACT FOR SERVICES
OIL CHANGE SERVICES -ANNUAL PRICING
CITY OF LUBBOCK, TEXAS
ITB NO. 10-043-RH
Contract 9406
THIS CONTRACT, made and entered into this 9th day of February. 2010, pursuant to a resolution heretofore
adopted by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and Dalton's
Automotive, ("Contractor").
WITNESSETH:
WHEREAS, the City of Lubbock duly advertised for bids for Oil Change Services -Annual Pricing and
bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City of Lubbock has
heretofore adopted a resolution authorizing the acceptance of such bid, and the execution, in the name of the
City of Lubbock a contract with said Contractor covering the purchase and delivery of the said Oil Change
Services -Annual Pricing.
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the
financial consideration hereinafter referred to, the parties hereby covenant and agree as follows:
1. In accordance with City's specifications and Contractor's bid, copies of which specifications and bid are
attached hereto and made part hereof, Contractor will deliver to the City the Oil Change Services -
Annual Pricing specifically referred to as Item(s) No. 1 through 9 and more particularly described in the
bid submitted by the Contractor or in the specifications attached hereto.
2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done the work
provided for in this Contract and to complete and finish the same according to the attached
specifications, offer, and terms and conditions contained herein. The City agrees to pay the Contractor
according to the payment schedule attached; said payment schedule does not include any applicable
sales or use tax.
3. The Contractor shall perform the work according to the procedure outlined in the specifications and
Invitation to Bid attached hereto and incorporated herein.
4. The contract shall be for a period of one year, said date of term beginning upon City Council date of
formal approval. The City and Contractor may, upon written mutual consent, extend the contract for
four additional one-year periods. The rates may be adjusted upward or downward at this time at a
percentage not to exceed the effective change in the Consumer Price Index (CPI) or Product Price Index
(PPI), whichever is most appropriate for the specific contract for the previous 12 -months. At the City's
discretion, the effective change rate shall be based on either the local or national index average rate for
all items. If agreement cannot be reached, the contract is terminated at the end of the current contract
period. This contract shall remain in effect until the expiration date, performance of services ordered, or
termination of by either party with a thirty (30) day written notice. Such written notice must state the
reason for cancellation. The City of Lubbock reserves the right to award the canceled contract to the
next lowest and best bidder as it deems to be in the best interest of the city.
5. Contractor shall at all times be an independent contractor and not an agent or representative of City with
regard to performance of the Services. Contractor shall not represent that it is, or hold itself out as, an
agent or representative of City. In no event shall Contractor be authorized to enter into any agreement
or undertaking for or on behalf of City.
6. The contractor shall obtain and maintain in full force and effect during the term of the contract,
commercial general liability coverage with insurance carriers admitted to do business in the State of
Texas. The insurance companies must carry a Best's Rating of A- VII or better. The policies will be
written on an occurrence basis, subject to the following minimum limits of liability:
TYPE AMOUNT
Worker's Compensation: The Contractor shall elect to obtain worker's compensation coverage pursuant
to Section 406.002 of the Texas Labor Code. Further, Contractor shall maintain said coverage
throughout the term of the Contract and shall comply with all provisions of Title 5 of the Texas Labor
Code to ensure that the Contractor maintains said coverage. Any termination of worker's compensation
insurance coverage by Contractor or any cancellation or non -renewal of worker's compensation
insurance coverage for the Contractor shall be a material breach of this Contract." The Contractor may
maintain Occupational Medical and Disability Insurance in lieu of Workers' Compensation. In either
event, the policy must be endorsed to include a wavier of subrogation in favor of the CITY OF
LUBBOCK. The Contractor shall also provide to the CITY OF LUBBOCK proof of Employers'
Liability in an amount no less than $500,000.
Garage Liability Auto and Other coverage $1,000,000
The City of Lubbock shall be named a primary additional insured Products/Comp/Op must be
included with a waiver of subrogation in favor of the City on all coverage's. All copies of the
Certificates of Insurance shall reference the project name or bid number for which the insurance
is being supplied.
The Contractor will provide a Certificate of Insurance to the City as evidence of coverage. The
certificate will provide 30 days notice of cancellation, and under the cancellation section, the wording
"endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind
upon the company, its agents or representatives" will be crossed out. A copy of the additional insured
endorsement attached to the policy will be included with the certificate.
The Contractor shall also maintain workers compensation insurance in the statutory amount.
If at any time during the life of the contract or any extension, the Contractor fails to maintain the
required insurance in full force and effect, all work under the contract shall be discontinued
immediately. Any failure to maintain the required insurance may be sufficient cause for the City to
terminate the contract.
7. 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.
This Contract consists of the following documents set forth herein; Invitation to Bid #10-043-RH,
General Conditions, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year
first above written. Executed in triplicate.
CITY OF LUBBOCK:
Tom Martin , Mayor
ATTEST:
Rebelza Garza, City Secretary
APPROVED AS TO CONTENT:
Mark Yeood, O, Assistant City Manager
APPROVED AS, FO
Assistant City Attorney
CONTRACTOR:
BY
Authr`zed epresentative
Address
ITB No. 10-043-RH, Oil Change Services -Annual Pricing
BID FORM
OIL CHANGE SERVICES -ANNUAL PRICING
CITY OF LUBBOCK, TEXAS
ITB NO. 10-043-RH
In compliance with the Invitation to Bid No. 10-043-RH, the undersigned Bidder having examined the Invitation to Bid and
Specifications, and being familiar with the conditions to be met, hereby submits the following Bid for furnishing the
material, equipment, labor and everything necessary for providing the items listed below and agrees to deliver said items at
the locations and for the prices set forth on this form. The Invitation to Bid No. I0-043-RH is by reference incorporated in
this contract. The Bid Form must be completed in blue or black ink or by typewriter.
Full Service Oil Change/Filter (Cost Per Vehicle): The following vehicles are typical of the City fleet. Provide costs
excluding tax. Your rates below should be representative of the rates that would be given for any type of vehicle in the
fleet. Assume 6 quarts of oil for standard pricing.
ITEM
QTY
(More or
Less)
UNIT
VEHICLE TYPE
COST PER UNIT
EXTENDED COST
1.
135
Each
Non -Police Sedans
$ qq, -
$
2.
397
Each
Police Sedans
$ 15
$
3.
235
Each
'/ Ton Pickups & SUV's
$ q 5—
$
4.
77
Each
3/4 Ton Pickups & SUV's
$ 3q. 9S
$
5.
112
Each
1 Ton Pickups & SUV's
$
$
6.
63
Each
Vans (all sizes)
$
$
7.
500
Quart
Oil. (Price for each additional quart of oil
beyond 6 quarts)
$
$
Optional Services: Transmission Service including transmission filter and up to seven quarts of transmission fluid meeting
O.E.M requirements. Please give an estimated average cost per unit based on the varying types of vehicles listed above.
ITEM
QTY
(More or
Less)
UNIT
VEHICLE TYPE
AVERAGE
COST PER UNIT
AVERAGE
EXTENDED COST
8.
50
Each
Additional cost for diesel engine oil filter
$ ()i
$
9.)a
100
Each
Transmission filter meeting O.E.M requirements
$ .
$
9.)b
700
Quart
Transmission fluid meeting O.E.M requirements
$ S ,E)o
$
9.)c
100
Each
Transmission oil pan gasket (when needed)
$ a?j. Op
$
9.)d
100
Each
Transmission Flush
$ r7 ?5'
$
9.)e
200
Each
Wiper Blade Replacement (single blade)
$ '( qs
$
9.)f
100
Each
Air Filter
$ 47
$
Indicate the number of days from award of contract that you would be ready to start-up operations: DAYS_
The City of Lubbock is seeking a contract for Oil Change Services -Annual Pricing with one or more contractors. 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.
ITB No. 10-013-11H, Oil Change Services -Annual Pricing
PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of -.2 %, netOcalendar days.
Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms
will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct
invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by
the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days
after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements,
whichever event occurs later. Discounts for payment in less than ten days will not be considered.
MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged
anyone else, including its most favoured customer, for like quality and quantity of the products/services; does not include an
element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality
and quantity; and does not include any provision for discounts to selling agents. If at any time during the contract period, the
supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products of like or
better quality, at a lower net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the
lower price(s) on all deliveries made during the period in which such lower price(s) is effective.
INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the
State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as
provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at
the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if
he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other
governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions,
specifications, and pricing would apply?
Other governmental entities that might have interests in this contract are Frenship Independent School District,
Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School
District, South Plains Association of Governments, City of Texarkana, Texas Tech University, West Texas
Municipal PP 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 �v �o� s ,L.Co MD TI✓ei a corporation organized under the
laws of the State of - x� 5 , or a partnership consisting of or an
individual trading as
Firm:
of the City of L U b�ocJ =
Address:/ /�/�
City: � ��( K// State: :ZR zip
M�VBE Firm:
M
Woman Black American Native American
Hispanic American Asian Pacific Other (Specify)
American
Authori_ed Representative - must sign
Officer Name and Title: --% P ` 14, , r
Please Print
Business Telephone Number 90(" - 7 9 V- 5 -5 -co FAX: FSQ_., _-)o9 - 00 Y
E -Mail