HomeMy WebLinkAboutResolution - 2004-R0536 - Contract For Repair And Servicing Of Light Duty Fleet Vehicles - 01_28_2004Resolution No. 2004—RO536
October 28, 2004
Item No. 32
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 per ITB #04-129-
VK for repair and servicing of light duty fleet vehicles by and between the City of
Lubbock and Scott's Complete Car Care of Lubbock, Texas, and related documents. Said
contract is attached hereto and incorporated in this resolution as if fully set forth herein
and shall be included in the minutes of the City Council.
Passed by the City Council this 28th
ATTEST:
Rebecca Garza, City Secretary
APPROVED AS TO CONTENT:
�Clld
Victor Kilbian, Purchasing Manager
APPROVED AS TO FORM:
Drnald G. Vandiver
Attorney of Counsel
ke/ccdocs/Scott's Complete Car Care ITB 04-129VK.res
October 18, 2004
rlav of nntnhpr
Resolution No. 2004-RO536
October 28, 2004
Item No. 32
Contract
For
Repair Et Servicing of Light Duty Fleet Vehicles
CITY OF LUBBOCK
CONTRACT FOR SERVICES
THIS AGREEMENT, entered into this 28th day of October, 2004 ("Effective Date"), between the City of
Lubbock ("City"), and Scott's Complete Car Care, ("Contractor").
WITNESSETH:
The parties, in consideration of the terms and conditions herein, do hereby covenant and agree as
follows:
I. Compensation.
The City promises and agrees to employ, and does employ, the Contractor to cause to be done the work
provided for in this Contract and to complete and finish the same according to the attached
specifications, offer, and terms and conditions contained herein. The City agrees to pay the Contractor
according to the payment schedule attached; said payment schedule does not include any applicable
sales or use tax.
II. Scope of Work.
The Contractor shall perform the work according to the procedure outlined in the specifications and
Invitation to Bid #04-129-VK attached hereto and incorporated herein.
III. Contract Term:
The term of this contract shall be for a period beginning the Effective Date and ending September 30,
2005, and thereafter from year to year for up to four additional one-year terms, provided, however,
that either party may at any time during the life of this contract, or any extension thereof, terminate
this contract by giving ninety (90) days notice in writing to the other party of its intention to cancel.
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.
The Contractor shall elect to obtain workers 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 nonrenewal of worker's compensation insurance coverage for the
Contractor shall be a material breach of this Contract.
Contractors Liability Insurance: The contractor shall obtain and maintain in full force and effect
during the term of the contract, 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:
Garage Liability:
Auto Only:
Other than Auto:
Other:
Garage Keepers Legal Liability (primary):
$500,000
$500,000 Each Accident
$500,000 Each Accident
$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. The
certificate will provide 30 days notice of cancellation, and under the cancellation section, the wording
"endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind
upon the company, its agents or representatives" will be crossed out. A copy of the additional insured
endorsement attached to the policy will be included with the certificate.
The contractor shall also maintain workers compensation insurance in the statutory amount.
If at any time during the life of the contract or any extension, the contractor fails to maintain the
required insurance in full force and effect, all work under the contract shall be discontinued
immediately. Any failure to maintain the required insurance may be sufficient cause for the City to
terminate the contract.
VI. Successors And Assigns:
Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests
accruing from this Contract without the written consent of the other.
VII. Entire Contract
This Contract consists of the following documents set forth herein; Invitation to Bid #04-129-VK,
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.
rITY nF I IIRRnck
Rebecca Garza, City Secretary
CONTRACTOR
BY
Autho ed epresentatrve
Address 7 a e G
z v;hVclk -n,/
APPROVED•FORM:
APPROVED AS TO CONTENT:
C
Robert Robinson, Interim Fleet Manager
SUBMIT TO:
CITY OF LUBBOCK CITY OF LUBBOCK, TEXAS Resolution No. 2004-RO536
PURCHASING DEP/
1625 13T" STREET,
October 28, 2004
LUBBOCK, TX7940. INVITATION
TO BID Item No. 32
CONTACT PERSON
Victor Kilman #04-1 29-VK
TEL: 806.775.2167
FAX: 806.775.2164
hftp://purchasing.ci.lubbock.b(.us
TITLE:
SUBMITTAL DEADLINE:
Repair & Servicing of Light Duty Fleet Vehicles
October 5, 2004 at 1:00 p.m. CST
PRE BID DATE, TIME AND LOCATION:
Any bids received after the time and date listed above, regardless of the
September 21, 2004 at 10:00 a.m., 1625 13'h Street, Room 203E
mode of delivery, shall be returned unopened.
SPONDENT NAME:
IF RETURNING AS A "NO BID", PLEASE COMPLETE AND RETURN THE
"STATEMENT OF NO BID".
MAILING ADDRESS:
ITY — STATE — ZIP:
THE CITY OF LUB13OCK RESERVES THE RIGHT TO ACCEPT OR REJECT ANY AND ALL BIDS
C '!�
IN WHOLE OR IN PART AND WANE ANY INFORMALITY IN THE COMPETITIVE BID PROCESS.
FURTHER, THE CITY RESERVES THE RIGHT TO ENTER INTO ANY CONTRACT DEEMED TO
ONE NO:
q
BE IN THE BEST INTEREST OF THE CITY.
--C
IT IS THE INTENT AND PURPOSE OF THE CITY OF LUBBOCK THAT THIS REQUEST
PERMITS COMPETITIVE BIDS. IT IS THE BIDDER'S RESPONSIBILITY TO ADVISE THE CITY
AAXX NO:
r�� �1 l%} j ,
D `'I
OF
OF LUBBOCK PURCHASING MANAGER IF ANY LANGUAGE, REQUIREMENTS, ETC., OR ANY
r (f L U/
COMBINATIONS THEREOF, INADVERTENTLY RESTRICTS OR LIMITS THE REQUIREMENTS
STATED IN THIS ITB TO A SINGLE SOURCE. SUCH NOTIFICATION MUST BE SUBMITTED IN
MAIL:
C ^
WRITING AND MUST BE RECEIVED BY THE PURCHASING MANAGER NO LATER THAN FIVE
(5) BUSINESS DAYS PRIOR TO THE ABOVE SUBMITTAL DEADLINE. FAILURE TO PROVIDE
THE APPROPRIATE INFORMATION WITHIN THE TIME ALLOTTED SHALL CONSTITUTE A
FEDERAL TAX ID NO. OR SOCIAL SECURITY NO.
-
7F3'- 2-5 -7 w7
WAIVER OF ANY PROTEST.
THE BIDDER HEREBY ACKNOWLEDGES RECEIPT OF AND AGREES ITS BID IS BASED ON ANY ADDENDA POSTED ON RFPDEPOT.COM
The City of Lubbock Charter states that no officer or employee of the City can benefit from any contract, job, work or service for the municipality or be interested in the
sale to the City of any supplies equipment, material or articles purchased. Will any officer or employee of the City, or their spouse, benefit from the award of this bid to
the above firm? YES NO
IN COMPLIANCE WITH THIS SOLICITATION, THE UNDERSIGNED BIDDER HAVING EXAMINED THE INVITATION TO BID AND SPECIFICATIONS, AND
BEING FAMILIAR WITH THE CONDITIONS TO BE MET, HEREBY SUBMITS THE FOLLOWING BID FOR FURNISHING THE MATERIAL, EQUIPMENT, LABOR
AND EVERYTHING NECESSARY FOR PROVIDING THE ITEMS LISTED ON THE ATTACHED BID FORM AND AGREES TO DELIVER SAID ITEMS AT THE
LOCATIONS AND FOR THE PRICES SET FORTH ON THE BID FORM. AN INDIVIDUAL AUTHORIZED TO BIND THE COMPANY MUST SIGN THE
FOLLOWING SECTION. FAILURE TO EXECUTE THIS PORTION MAY RESULT IN BID REJECTION.
By my signature I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm, business entity, or person submitting
an offer for the same materials, supplies, equipment, or service(s), and is in all respects fair and without collusion or fraud. I further agree that H the offer is accepted,
the offeror will convey, sell, assign, or transfer to the City of Lubbock all right, Oft, and interest in and to all causes of action it may now or hereafter acquire under the
Anti-trust laws of the United States and the State of Terms for price fixing relating to the particular commodfty(s) or service (s) purchased or acquired by the City of
Lubbock. Mthediscretion, such nment shall be made and becomes effective at the
time the City tenders final payment to the vendor.
re
if WI C-t--�
Autho ed Signature Title
'RClrr tCf-,T
Print(Type Name Date
PLEASE COMPLETE THIS FORM AND RETURN WITH YOUR RESPONSE.
Page 1 of 40
Bidder's Initial:
BID FORM
Repair & Servicing of Light Duty Fleet Vehicles
CITY OF LUBBOCK, TEXAS
In compliance with the Invitation to Bid 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
fisted below and agrees to provide automotive repairs/services for the City of Lubbock Light Duty vehicles at the labor rate and parts discount listed
below and/or attached. The Invitation to Bid 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?
VEngine Repair
W Automatic Transmission ( +
9 Manual Transmission 14-
[f Trans -Axles and Rear Axles
[� Front End l
Brakes _
Electrical Systems_
Heating and Ai r Conditioning
Gasoline Engine Tune -Up
State Inspection Service r� State Inspection Fee $ 7-
[� Tire Services t' 1 24/7 Service Available _14—_
V Courtesy Pickup and Delivery within City Limits of Lubbock, Texas
Standard Labor Rate Per Hour. $ �3
Percent Discount on Labor Rate %
or Q
Flat Rate Per Hour Offered for this Bid: $ U o
Trouble Shooting and Diagnostic Work (using diagnostic equor mw) Per Hour Labor Rate:
Method of Calculating Discount on Parts Costs (choose one):
Cost Plus % (or) List Price Minus _[L_% (or)
Other:
Nar of Flat (late Manual or Software Used for Costing Services
Note: The successful bidder shah provide the City with manual at time of award.
Warranty on Parts: I Z I Z Warranty on
Labor:
$ 4-9.00
Page 3 of 40 Bidder's Initial:
BID FORM
Repair & Servicing of City of Lubbock Light Duty Fleet vehicles
CITY OF LUBBOCK, TEXAS
DESCRIPTION
Use the following example vehicle for the purpose of costing the services listed below..
2003 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.
i�
BID FORM
Repair & Servicing of City of Lubbock Light Duty Fleet Vehicles
CITY OF LUBBOCK, TEXAS
DESCRIPTION
Use the following example vehicles for the purpose of costing the services listed below.
2003 Chevy C1500, V-8 Gasoline Engine
All services performed and/or parts supplied shall meet or exceed the original
equipment manufacturer's warranty requirements.
BID FORM
Repair & Servicing of City of Lubbock Light Duty Fleet Vehicles
CITY OF WBBOCK, TEXAS
DESCRIPTION
Use the following example vehicles for the purpose of costing the services listed below.
2004 2500 Dodge Ram, V-8 Gasoline
All services performed and/or parts supplied shall meet or exceed the original
equipment manufacturer's warranty requirements.
ona
.`�.
►�
i�
BID FORM
Repair 3 Servicing of City of Lubbock Light Duty Fleet Vehicles
CITY OF LUBBOCK, TEXAS
DESCRIPTION
Use the following example vehicles for the purpose of costing the services listed below.
2003 Chevy Malibu, V-6 Gasoline Engine
All services performed and/or parts supplied shall meet or exceed the original
equipment manufacturer's warranty requirements.
Hours
Service Parts Brand Required Labor Cost Parts Cost Total Cost
1. Service Transmission (Pan
Drop) 5 7-
Service Transmission_(Flushl $ 1 • Let) -5G I 1 q -q "
-
.'
1
,74
ai
Engine Tune-up
NON04
sofa
�d� 4
l
M
Air Cleaner
A"wrt
MR
Mi
Turn Rear Drums (2)
0Front
End •(front1
:-::.�
• /
• x I •
Parts Required:
Front/Rear
IMMUNE.
•arts Required-
V.
N t W
}�
•EM Recommended I • •
'
ME
^�
v
M!
-Oil Filter
fklf�
DAW
Air Conditioner Recharge
(evacuate and compiete recharge)
_ . •
+
W
•
•
b _
-
tea' t
,.-
O'�
BID FORM
Repair & Servicing of City of Lubbock Light Duty Fleet Vehicles
CITY OF LUBBOCK, TEXAS
PREVENTATIVE MAINTENANCE
PM
PM
PM
LEVEL
LEVEL
LEVEL
ITEM
ITEM DESCRIPTION
"A" inypcct«n
st,�ker
"B"
it C"
1.
SUBCOMPACT AUTOMOBILES
1 �I , ho
2.
INTERMEDIATE AUTOMOBILES
I2 •Cl`I
L
3.
2WD COMPACT TRUCKS
A 12.5E)
11.CAq
1�`�•�i
4.
4WD COMPACT TRUCKS
L�I•�C 17—
1 ti�tq
Gift I �L
5.
2WD STANDARD PICKUP TRUCKS:
`� •C�q
CHEV. C10/1500, FORD F150
CHEV. C20/2500, FORD F250
I C1 S b k 11 •Sb
16 . C161
I Ci . l
CHEV. C30/3500, FORD F350
1Cl � D -I 17-JD
► `� �I1
;�, ) .1uZ
6.
4WD STANDARD PICKUP TRUCKS:
CHEV. K10/1500, FORD F150
5G } t2 ��
, CICI
l '3 Z
CHEV. K20/2500, FORD F250
-t I Z .S D
► .Ci`l
,o 1 L1 • bL
CHEV. K30/3500, FORD F350
1q .5b-I IZ , �
1 `b •CiC1
yn� .� L
7.
STANDARD VAN:
1 5D } 2 SD
I "� .qC1
k'A
FORD E150, OR EQUIVALENT
FORD E250, OR EQUIVALENT
I9.5 O + (2. 5b
_
�/1 I Cl It"
FORD E350, OR EQUIVALENT
i e1.�G
8.
SUVs
tQ•h"G+ t2.L7-6
9.
Mini Vans 4WD, AWD & RWD
1 5 D -+• 12.5b
List your service facilities within Lubbock, Texas, capable of performing the PM services:
� �lit� 12t .1f��; �-� �. L.�.'�'� •Z 5C (� �i--��1 S��T�
Vehicle drivers may deliver vehicles to any of the facilities listed in 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: ")U minutes.
Level "C" PM: 110 minutes.
• Indicate here the brand(s) of products to be used for the PM services:
Lubrication products:
Filter elements:
i�'
BID FORM
Repair 3 Servicing of City of Lubbock Light Duty Fleet Vehicles
CITY OF WBBOCK, TEXAS
FIELD REPAIR
The City of Lubbock fleet vehicles occasionally suffer break downs due to minor items such as broken fan belts,
alternator failures, burst radiator hoses, and hydraulic lines. Please describe in details your company's ability to respond
and perform minor maintenance at the field location of the City vehicle. Include the following:
Does you company provide field service Yes No ❑
If Yes, please answer the following questions.
1. Number of field service vehicles
2. Number of certified mechanics available for field service
3. The labor rate (not including parts) for field service
4. Mileage rate if applicable tk5
5. Description of the types of field services provided by your company.
V-- L pj s, )P Ez ), P--) wCT(C (L L vS, PA C)� z yzk o A t p-
6. What are your company's hours of operation for field service?
24 hours? Yes V/No 0
If yes, is there a labor rate increase or trip charge? 1J0
5�
PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of %, net calendar days.
Payment 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 �c Ponsidetre�d'.
THIS BID IS SUBMITTED BY(A A � IVrul , n u)11`pnVt SC-yict,. a corporation organized under the laws of
the State of R-A AS or a partnership consisting of
of the City of
or an individual trading as
City: U)'Pp ?)U(.I- State: FPS Zip 1 q 413
M/WBE Firm:
By
Woman
Black American
Native American
Hispanic American
Asian Pacific
American
,Q ther (Specify)
Ut MULAA
Representative - must sign by hand
Officer Name and Title: � 1.� � C5►, .i2�C U_IWA (1VT
Please Print
Business Telephone Number ; U �; (�� ' �� D FAX: C1 LP
CITY OF LUBBOCK
NON -COLLUSION AFFIDAVIT
STATE OF TEXAS
ss
LUBBOCK COUNTY
t')'�� l� �GG�-� being first duly sworn, on
his/her oath, says that the bid above submitted is a genuine and not a sham or
collusive bid, or made in the interest or on behalf of any person not therein named; and
s/he further says that the said bidder has not directly induced or solicited any bidder on
the above work or supplies to put in a sham bid, or any other person or corporation to
refrain from bidding; and that said bidder has not in any manner sought by collusion to
secure to self an advantage over any other bidder or bidders.
NAME O�Ff IRM
SIMATURE OF BIDDER
PL. iDr wr
TITLE
Subscribed and sworn to before me this day of ��, 2004
Notary Public in and for the State =ot,Y°° SANDRA L. LEWIS
of Texas residing at * *#= Notary Public. Stale of Texas
My Commission Expires 04.2MO07
NOTE: PLEASE COMPLETE THIS FORM AND INCLUDE WITH YOUR BID.
Page 38 of 40
Bidder's Initial: —4
SCOTT'S COMPLETE CAR
7002 INDIANA and 34TH &
L UBBOCK.9 TEXAS
797-9882 785-9882
CARE
UNIVERSITY
RE: BID REPLY ITB #04-129-VK
Scott's Complete Car Care and its employees once again appreciate the
opportunity to bid on servicing additional City of Lubbock vehicles. We
hope our service in the past with the Lubbock Police Dept has proven to be
satisfactory — both time wise and budget efficient.
Scott's offers two convenient locations, experienced technicians, and
emergency access to provide you with the superior service you deserve. Our
locations at 7002 Indiana and 2506 341n Street are open from 8 a.m. to 6 p.m.
Monday through Friday and 8 a.m. to 2 p.m. on Saturday, but we will be
available at all times for any emergency situation which may occur (See
Attachment A for a list of contact personnel). Our experienced technicians
are very familiar with governmental regulations, having provided service to
various government entities in the past (See Attachment B). Our equipment
and products are of the best quality and are updated on a regular basis. To
insure quality and safety, we only use OEM or equal or more superior auto
parts (See attachment Q.
All of us here at Scott's Complete Car Care look forward to working with
the City of Lubbock and will strive to meet all your servicing and repair
needs. We thank you for allowing us to bid on ITB # 04-129-VK. Please
feel free to contact us with any additional questions you may have.
Scott Egert, Owner
797-9882
777-9882
SCOTT'S COMPLETE CAR CARE
7002 INDIANA and 34TH & UNIVERSITY
LUBBOCK
,q TEXAS
797-9882 785-9882
RE: BID REPLY ITB # 04-129-VK
ATTACHMENT A:
EMERGENCY CONTACT NUMBERS:
24 Hr Towing Service
Lubbock Wrecker 748-1044
After Hours Minor Repair
Bob Moore m 787-1445
pgr 1-800-216-3133 pin # 545-8401
All Other Emergency Numbers
Glenn Davis
m 777-2246
h 687-8880
Ruben Palacios
m 632-6150
h 794-6467
Jason Simmons
m 438-8298
-h 797-3765
Scott Egert
m 777-9882
h 863-4156
SCOTT'S COMPLETE CAR CARE
7002 INDIANA and 34TH & UNIVERSITY
LUBBOCK
, TEXAS
797-9882 785-9882
RE: BID REPLY ITB #04-129-VK
ATTACHMENT B:
GOVERNMENT AGENCIES SCOTT'S CURRENTLY
SERVICES
See below the list of contact personnel for each agency:
LUBBOCK POLICE DEPT.
Roger Ellis w 775-2764
Neal Brumley w 775-2875
DPS
Charlene Pinkerton
w 472-2700
TDJC MONTFORD UNIT
Mr. Spencer
w 745-1021 ext. 1157
UMC SECURITY
Denny Milam
w 775-8200
TABC
Captain Dan Colors
w 793-3221
..........................
ATTORNEY GENERAL'S OFFICE
Steve Maines
w 761-4711
TEXAS RANGERS
Captain De Los Santos
w 472-2880
U.S. MARSHALL SERVICE
David Mead w 472-7655 m 773-2590
SCOTT'S COMPLETE CAR CARE
7002 INDIANA and 34TH & UNIVERSITY
L UBBOCK, TEXAS
797-9882 785-9882
RE: BID REPLY ITB #04-129-VK
ATTACHMENT C:
LIST OF AUTO PART MANUFACTORS
Mopar, Standard, Monroe, Walker, Gabriel, TRW, Moog, AC
Delco, Motor Craft, Interstate, Gates
LIST OF LUBRICANTS
Pennzoil, Quaker State, Valvoline, Motor Craft, Mopar, AC
Delco, Havoline, Rotella - plus any others offered
All brands of synthetic lubricants are available at an additional
amount.
ITB #04-129-VK
Repair @ Servicing of Light Duty Fleet Vehicles
CiTY OF LUBBOCK, TEXAS
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 It DATE
1.1 The City of Lubbock is seeking written and sealed competitive bids to furnish Repair Ft Servicing of
Light Duty Fleet Vehicles of approximately 356 vehicles per the attached specifications. Sealed bids
will be received no later than October 5 at 1:00 p.m. CST if date/time stamped on or before October 5
at 1:00 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 corner: Repair Et Servicing of Light
Duty Fleet Vehicles and the bid opening date and time. Bidders must also include their company name
and address on the outside of the envelope or container. Bids must be addressed to:
Victor Kilman, Purchasing Manager
City of Lubbock
1625 13th Street, Room L-04
Lubbock, Texas 79401
1.2 Bidders are responsible for making certain bids are delivered to the Purchasing Department. Mailing of
a bid does not ensure that the bid will be delivered on time or delivered at all. If bidder does not hand
deliver bid, we suggest that he/she use some sort of delivery service that provides a receipt. The City
of Lubbock assumes no responsibility for errant delivery of bids, including those relegated to a courier
agent who fails to deliver in accordance with the time and receiving point specified.
1.3 Bids will be accepted in person, by United States Mail, by United Parcel Service, or by private courier
service. No bids will be accepted by oral communication, telephone, electronic mail, telegraphic
transmission, or telefacsimile transmission. THE CITY WILL NOT ACCEPT FAX BIDS. The Bid Form must
be completed in blue or black ink or by typewriter. Failure to provide the appropriate information in
the format requested shall be just cause for rejection of the bid.
1.4 Bids may be withdrawn prior to the above scheduled time set for closing of the bids. Bids CANNOT be
withdrawn, altered, or amended after bid closing. Alteration made before bid closing must be initiated
by bidder guaranteeing authenticity.
1.5 The City of Lubbock reserves the right to postpone the date and time for opening bids through an
addendum.
2 PRE -BID MEETING
2.1 For the purpose of familiarizing bidders with the requirements, answering questions, and issuing
addenda as needed for the clarification of the invitation to Bid (iTB) documents, a pre -bid meeting will
be held on September 21. 2004 at 10:00 a.m._ in Room 203B at 1625 13th 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 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.
Page 10 of 40 Bidder's initial:
CLARIFICATION OF REQUIREMENTS
3.1 It is the intent and purpose of the City of Lubbock that this request permits competitive bids. It is the
bidder's responsibility to advise the City of Lubbock Purchasing Manager if any 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 closing date. A review of such
notifications will be made. FAILURE TO PROVIDE THE APPROPRIATE INFORMATION WITHIN THE TIME
ALLOTTED SHALL CONSTITUTE A WAIVER OF ANY PROTEST.
3.2 ALL REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION CONCERNING THIS INVITATION TO
BID (ITB) MUST BE SUBMITTED IN WRITING NO LATER THAN FIVE (5) BUSINESS DAYS PRIOR TO THE
BID CLOSING DATE AND ADDRESSED TO:
Victor Kilman, Purchasing Manager
City of Lubbock
1625 13th Street
Lubbock, Texas79401
Fax: (806) 775-2164
Email: vkilman@mylubbock.us
RFPDepot: http://www.RFPdepot.com
4 ADDENDA 8 MODIFICATIONS
4.1 Any changes, additions, or clarifications to the ITB are made by ADDENDA information available over
the Internet at http://www.RFPdepot.com. We strongly suggest that you check for any addenda a
minimum of forty-eight hours in advance of the response deadline. BUSINESSES WITHOUT INTERNET
ACCESS may use computers available at most public libraries.
4.2 Any offeror in doubt as to the true meaning of any part of the ITB or other documents may request an
interpretation thereof from the Purchasing Department. At the request of the offeror, 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 available over the Internet at http://www.RFPdepot.com and will become part of
the proposal 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.
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.
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
Page 11 of 40 Bidder's Initial:
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 packaging 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.
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
Page 12 of 40 Bidder's Initial:
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.
13 BID AWARD
13.1 The contract may be awarded either to the lowest responsible bidder(s) or to the bidder(s) 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;
Page 13 of 40 Bidder's Initial:
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 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 and for all makes and
models of 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.
14 EQUAL EMPLOYMENT OPPORTUNITY
Bidder agrees that it will not discriminate in hiring, promotion, treatment, or other terms and conditions of
employment based on race, sex, national origin, age, disability, or in any way violative of Title VII of 1964 Civil
Rights Act and amendments, except as permitted by said laws.
15 SPECIFICATIONS
15.1 Any catalog, brand name or manufacturer's reference in the specifications is descriptive and NOT
restrictive, and is used to indicate type and quality level desired. Bids on brands of like nature and
quality may be considered unless specifically excluded.
Page 14 of 40 Bidder's Initial:
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 important than the 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 Subcontractors 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;
Page 15 of 40 Bidder's Initial:
17
18
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.
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.
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 subcontractor or assignee 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:
Automotive Liability:
Combined Single Limit:
Garage Liability:
Other:
Auto Only:
Other than Auto:
Bailee's Insurance:
$500,000
$500,000 Each Accident
$500,000 Each Accident
$500,000
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 shall elect to obtain workers compensation coverage pursuant to Section 406.002 of the
Texas Labor Code, or other acceptable alternate 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 said
coverage by contractor or any cancellation or non -renewal of said insurance coverage for contractor
shall be a material breach of contract.
Page 16 of 40 Bidder's Initial:
If at any time during the life of the contract or any extension, the contractor fails to maintain the
required insurance in full force and effect, all work under the contract shall be discontinued
immediately. Any failure to maintain the required insurance may be sufficient cause for the City to
terminate the contract.
19 UTILIZATION OF LOCAL BUSINESS RESOURCES
The City desires, as much as practicable, to stimulate growth in all sectors of the local business community.
Bidders are strongly encouraged to explore and implement methods for the utilization of local resources.
20 PROTEST
20.1 All protests regarding the bid solicitation process must be submitted in writing to the City Purchasing
Manager within five (5) business days following the opening of bids. This includes all protests relating to
advertising of bid notices, deadlines, bid opening, and all other related procedures under the Local
Government Code, as well as any protest relating to alleged improprieties with the bidding process.
This limitation does not include protests relating to staff recommendations as to award of this bid.
Protests relating to staff recommendations may be directed to the City Council by contacting the
Executive Assistant to the City Council.
All staff recommendations will be made available for public review prior to consideration by the City
Council as allowed by law.
20.2 FAILURE TO PROVIDE THE APPROPRIATE INFORMATION WITHIN THE TIME ALLOTTED SHALL
CONSTITUTE A WAIVER OF ANY PROTEST.
Page 17 of 40 Bidder's Initial:
This Page Intentionally Left Blank
Page 18 of 40 Bidder's Initial:
ITB #04-129-VK
Repair rt Servicing of Light Duty Fleet Vehicles
CITY OF LUBBOCK, TEXAS
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.
2 Nonappropriation: All funds for payment by the City under this contract are subject to the availability of an annual
appropriation for this purpose by the City. In the event of nonappropriation of funds by the City Council of the City
of Lubbock for the goods or services provided under the contract, the City will terminate the contract, without
termination charge or other liability, on the last day of the then -current fiscal year or when the appropriation made
for the then -current year for the goods or services covered by this contract is spent, whichever event occurs first.
If at any time funds are not appropriated for the continuance of this contract, cancellation shall be accepted by the
Contractor on thirty (30) days prior written notice, but failure to give such notice shall be of no effect and the City
shall not be obligated under this contract beyond the date of termination.
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, Chapter 502, Texas Health and
Safety Code Ann. (This Act is corollary to OSHA Standard 29 CRF 1910.1200, which is generally known as the Right
to Know Law.)
6 Gratuities: The City may, by written notice to the Contractor, cancel the contract or purchase order without
liability to Contractor if it is determined by the City that gratuities, in the form of entertainment, gifts or
Page 19 of 40 Bidder's Initial:
otherwise, were offered or given by the Contractor, or any agent or representative of the Contractor, to any officer
or employee of the City of Lubbock with a view toward securing a contract or securing favorable treatment with
respect to the awarding or amending, or the making of any determinations with respect to the performing of such a
contract. In the event the Contract is canceled by the City pursuant to this provision, the City shall be entitled, in
addition to any other rights and remedies, to recover or withhold the amount of the cost incurred by Contractor in
providing such gratuities.
7 Force Maieure: Neither party shall be held responsible for losses or damages hereunder, if the fulfillment of any
terms of provisions of the contract is delayed or prevented by strike, walkouts, acts of God, or public enemy, fire,
or flood.
8 Assignment -Delegation: No right or interest in the contract shall be assigned or delegation of any obligation made
by Contractor without the written permission of the City. Any attempted assignment or delegation by Contractor
shall be wholly void and totally ineffective for all purposes unless made in conformity with this paragraph.
9 Waiver: No claim or right arising out of a breach of the contract can be discharged in whole or in part by a waiver
or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in
writing signed by the aggrieved party.
10 Right to Assurance: Whenever one party to the contract in good faith has reason to question the other party's intent
to perform he may demand that the other party give written assurance of this intent to perform. In the event that
a demand is made and no assurance is given within five (5) days, the demanding party may treat this failure as an
anticipatory repudiation of the Contract.
11 Unsatisfactory Work: If, at any time during the contract term, the service performed or work done by the
Contractor is considered by the City to create a condition that threatens the health, safety, or welfare of the
community, the Contractor shall, on being notified by the City, immediately correct such deficient service or work.
In the event the Contractor fails, after notice, to correct the deficient service or work immediately, the City shall
have the right to order the correction of the deficiency by separate contract or with its own resources at the
expense of the Contractor.
12 Time: It is hereby expressly agreed and understood that time is of the essence for the performance of the
contract, and failure by Contractor to meet the time specifications of the contract will cause Contractor to be in
default of the contract.
13 Silence of Specification: The apparent silence of specifications as to any detail, or the apparent omission from it of
a detailed description concerning any point, shall be regarded as meaning that only the best commercial products
and practices are to prevail and that only material and workmanship of the finest quality are to be used. All
interpretations of the specifications in this bid shall be made on the basis of this statement. The items furnished
under this contract shall be new, unused, of the latest product in production to commercial trade, and shall be of
the highest quality as to materials used and workmanship. Manufacturer furnishing these shall be experienced in
design and construction of such items and shall be an established supplier of the item bid.
14 Product Guarantee: Contractor guarantees equipment or product offered will meet or exceed specifications
identified in this bid invitation. The Contractor shall, upon request, replace any equipment or product proved to be
defective and make any and all adjustments necessary without any expense to the City. If at any time, the
equipment or product cannot satisfactorily meet the requirements of the specifications, the Contractor shall upon
written request from the City, promptly remove such equipment or product without any further expense to the
City. At the City's request, Contractor will provide evidence sufficient to demonstrate such equipment or product
meets the foregoing.
Page 20 of 40 Bidder's Initial:
ITB #04-129-VK
Repair @ Servicing of Light Duty Fleet Vehicles
CITY OF LUBBOCK, TEXAS
IIi. SPECIFICATIONS
SCOPE - The City of Lubbock is requesting bids for the purpose of contracting out for the repair and servicing of
its light duty vehicles (approximately 356), which are described as any vehicle with a Gross Vehicle Weight
rating of one (1) ton or less, excluding vehicles for Lubbock Power & Light, Lubbock International Airport,
Lubbock Fire Department, and Lubbock Police Department. 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. THE QUANTITY OF VEHICLES INCLUDED IN THIS
CONTRACT (APPROXIMATELY 356) SHALL BE PHASED IN DURING THE INITIAL CONTRACT TERM WITH
APPROXIMATELY 89 THROUGH DECEMBER 31, 2004; APPROXIMATELY 178 THROUGH MARCH 31, 2005;
APPROXIMATELY 267 THROUGH JUNE 30, 2005; AND APPROXIMATELY 356 THROUGH SEPTEMBER 30, 2005.
2. GENERAL BIDDER REQUIREMENTS - To be considered responsive, bidder must be, at the time of bid opening, an
established national or regional vehicle maintenance firm with all required licenses, bonding, facilities,
equipment, and trained personnel necessary to perform the requirements specified herein. For all locations bid,
bidder shall have and include under the terms of this contract, a network of owned/franchise company
locations operating under one corporate name, each familiar with the terms and conditions of the contract.
In addition, the responsive bidder must have the following state of the art equipment available to provide
required services:
For Lube, Oil 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.
2) Complete diagnostic equipment.
3) Complete tire repair £t 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 term of this contract shall be for a period beginning the Effective Date and ending September 30,
2005, and thereafter from year to year for up to four additional one-year terms, provided, however, that either
party may at any time during the life of this contract, or any extension thereof, terminate this contract by
giving ninety (90) days notice in writing to the other party of its intention to cancel.
PAYMENT - Vendor is to submit properly completed invoice(s) to the address specified on the purchase order.
Page 21 of 40 Bidder's Initial:
To ensure prompt payment, each invoice should cite purchase order number, bid number, description of work
completed along with parts prices, unit and total price, discount terms and include the vendor's name and
return remittance address.
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.
PRICE/CHANGES - The rates and discounts shown on the application and bid catalog pricing shall be consistently
applied and remain firm throughout the first twelve months of the contract. Incidental charges for such things
as shop supplies, rags, miscellaneous nuts, bolts, charges for making out the work orders, etc., are not
authorized. Invoices must show the exact number of hours used to perform each operation and show net
prices. Failure to abide by the above may be cause for cancellation of the contract. If requested by the
vendor, on the anniversary date of the contract, labor rates may be adjusted per the West C, Urban Wage
Earners and Clerical Workers Consumer Price Index -- 50,000 to 330,000 population. NO DISCOUNT
ADJUSTMENTS WILL BE ALLOWED.
7. ESTIMATES/AUTHORIZATION - Vendor shall provide a written price estimate to the City of Lubbock Vehicle
Control Monitor, or his designee, of all repairs estimated to exceed $500.00. 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 Repair rs servicing of city or Lubbock Light Duty Fleet vehicles and no guarantee
of dollar volume or frequency of use is expressed or implied by acceptance of a firm's bid.
9. REPORTS - Vendor, upon request, will furnish the City Purchasing Manager a written report of the total dollar
volume of business. Such reports are to be submitted within 15 days of request. Vendor personnel will promptly
respond orally or in writing, as fits the circumstances, to all inquiries regarding service bills and performance of
work under contract. All information, reports and listings requested will be provided free of charge.
10. The City of Lubbock reserves the right to make contract award(s) 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. In the event a tow truck is
required to transport a vehicle to the contractor's facility, the contractor must use either the contractor's own
equipment at no -cost to the City or the contractor's tow contractor at no -cost to the City.
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 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.
Page 22 of 40 Bidder's Initial:
This contract may be terminated by either party by giving ninety (90) days written notice of such intent and
will become effective ninety (90) days from the date such written notice is delivered to the applicable party to
the contract.
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 ninety (90) 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 maintenance and lubrication work performed. The records must track the
mileage of the vehicle, date of service, services performed, and next service due dates.
Vendor shall provide the driver/operator with a copy of the services performed, identifying the
a) City 'V' number, located on the rear of the front fenders of vehicles with the City logo, or from the
operator of un-marked vehicles;
b) current mileage;
c) hour meter reading (if equipped); and
d) signature, printed name 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) requirements, 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: Amoco, Castro GTX, Chevron,
Conoco, Gulf, Mobil, Pennzoil, Phillips 66, Quaker State, Shell, Sun, Texaco, and Valvoline.
c) No blended mixtures, re -brands or re -packaging of original brand name products will be accepted;
and bids offering a private label brand shall not be considered.
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).
Page 23 of 40 Bidder's Initial:
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, 206 Municipal Drive,
Lubbock, Texas, during the term of the agreement.
24. The contractor is encouraged to report any necessary repairs they discover to the vehicle driver;
however, contractor should not request permission of the operator to perform services and repairs not
outlined in the service schedule. ALL SAFETY RELATED REPAIRS MUST BE REPORTED IMMEDIATELY TO
THE DRIVER AND TO THE FLEET SERVICES MANAGER, OR HIS DESIGNEE.
25. Contractor shall prepare a service report, 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 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 archive. 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.
26. Repair Priorities
Priorities can change on a daily basis depending on emergency situations, work priorities, and availability of
backup units. The successful vendor(s) will be responsible for adhering as much as possible to the repair
priorities. As a general guideline, the normal repair priorities are as follows:
1. Top Priority - Emergency response vehicles
2. Second Priority - Construction equipment, backhoes, bucket trucks and dump trucks.
3. Third Priority - Work trucks, picks, utility vehicles, landscape management vehicles and equipment; and
4. Fourth Priority - All other vehicles and equipment units, such as administrative sedan and small
engine equipment.
Page 24 of 40 Bidder's Initial:
ITB #04-129-VK
Repair l3 Servicing of Light Duty Fleet Vehicles
CITY OF LUBBOCK, TEXAS
IV. Vehicles
(Excludes vehicles for Lubbock Power Et Light, Lubbock International Airport,
Lubbock Fire Department, and Lubbock Police Department)
DEPT NO. AND
MAKE
MODEL
UNIT NO.
MODEL YEAR
2242
RADIO SHOP
1990
CHEV
G2500
V900115
1996
CHEV
K1500
V960084
2002
CHEV
S10 BLAZER
V020058
2411
PUBLIC INFO/CUST SER
2003
FORD
E 150
V030113
2510
BUILDING SERVICES
1994
CHEV
C1500
V940068
1989
CHEV
C1500
V890184
1989
CHEV
G2500
V890164
2004
CHEV
G2500
V040064
1993
CHEV
K3500
V930143
1995
FORD
F150
V950081
2004
FORD
F150
V040063
1992
FORD
F150
V920109
1995
FORD
F250
V950095
3113
SELF INSURANCE
2003
CHEV
K1500
V030116
3211
MUNICIPAL COURT
2002
CHEV
IMPALA
V020131
1996
CHEV
LUMINA
V960063
2003
FORD
C RN-V I C
V030036
1998
FORD
TAURUS
V980056
3410
INFORMATION TECH
2000
CHEV
ASTRO
VY20144
2003
CHEV
ASTRO
V030175
2003
CHEV
ASTRO
V030174
1997
CHEV
S10 BLAZER
V970059
3511
PURCHASING
1994
OLDS
CIERA
V940061
3522
CENTRAL WAREHOUSE
1992
FORD
F150
V920122
3526
FLEET SERVICES
1991
CHEV
BLAZER
V910074
1989
CHEV
C1500
V890163
1981
CHEV
K3500
V810090
1997
CHEV
LUMINA
V970052
1997
CHEV
LUMINA
V970054
1997
CHEV
S10 BLAZER
V970056
1995
FORD
E350
V950093
1997
FORD
EXPEDITION
V970096
1991
FORD
F150
V910045
1994
OLDS
CIERA
V940050
1994
OLDS
CIERA
V940054
2002
TOYOTA
PRIUS
V020145
Page 25 of 40
Bidder's Initial:
3530
FLEET - PARTS
1994
CH1=V:
01600
V940113
1994
CHEV
C1500
V040089
4111 '
COMPREHENSIVE PLAN
1992
CHEV
LUMINA-. ;
V020062
4211
ENV INSPECTION
SERVICES
1998
CHEV
C1500
V980049
1996
GHEV
C1500
V960078
1996
CHEV"
C1060
V960083
'2002`
CHI=V
C1500,V020071
2003
CHEV
C1500
V030078
2003
CHEV
C100"01
V030098
2003
CHEV
C1500
V030103
2003
CHEV
C16001
V030109
20013
CHEV
C1500
V630108
2003+
CHEV
C1500
V030102
2003
CHEV
C1500
V630097
2002`,
CHEV 1,1
C1500
V020072
2002
CHEV
C1500
V020070
1994
CHEV
C1500
V946060
2003
CHEV
C2500
V030146
1996
CHEV
G2500
V986081
1997
FORD
E150
V970095
2003
FORD
0150'
V030070
2003
FORD
F150
V030071
2003
FORD
F150
V030072
2003
FORD
F150
V036073
4311
BUILDING INSPECTION
2003
CHEV
BLAZER
V030176
2001
CHEV
C1500
V010073
2001
CHEV
C1500
V010074
2001
CHEV
C1500
V010076
2002
CHI_V
C1500
V020069
2001
CHEV
C1500
V010077
1996
CHEV
LUMINA
V960070
2001
DODGE
1500
V010036
2003
FORD
F150
V030069
4464
COMM DEV FIELD SERV
02-03
2003
CHEV
ASTRO
V030135
1998
CHEV
C1500
V980051
2002
CHEV
C1500
V020076
1997
CHEV
LUMINA
V97$.-
__2000
VY20063
2000
FORD
F150
VY20041
2001
FORD
F150
V010055
4511"
TRANSIT
1906
CHEV
ASTRO
V960079
1991
CHEV
CAPRICE
V910123
1997
CHEV
G1600
V970101
1988
CHEV
G3500
V880104
1997
FORD
CRN-VIC
V970097
2000
FORD
CRN-VIC
VY20158
1997 `
FORD
CRN-VIC
V970099
1997
FORD
CRN-VIC
V970098
2000
FORD
E350
VY20150
2001
VAN
E150
V010040
Page 26 of 40
Bidder's Initial:
4523
ENGINEERING & DESIGN
1999
CHEV
C2500
V990083
2003
CHEV
C2500
V030068
4525
TRAFFIC OPERATIONS
1996
CHEV
ASTRO
V960080
1998
CHEV
C2500
V980070
2003
CHEV
C2500
V030082
2000
FORD
F150
VY20049
1997
FORD
F350
V970141
4531
PAVED STREETS
1994
CHEV
C1500
V940071
2003
CHEV
C1500
V030154
2003
CHEV
C1500
V030104
1994
CHEV
C3500
V940106
1994
FORD
BRONCO
V940110
1993
FORD
F150
V930086
4533
UNPAVED STREETS
2003
CHEV
K1500
V030132
2003
FORD
EXPEDITION
V030064
4539
CONCRETE CONST
1996
FORD
F250
V960060
4541
STREET DRAINAGE
1994
CHEV
C1500
V940075
2002
CHEV
C1500
V020074
2003
CHEV
C1500
V030126
2004
CHEV
C1500
V040072
2003
CHEV
C1500
V030127
1997
CHEV
SUBURBAN
V970100
1998
FORD
F150
V980058
5214
LIBRARY/MAHON
2003
CHEV
ASTRO
V030136
2003
CHEV
ASTRO
V030173
5220
LAH RECREATION AREA
2000
CHEV
K2500
VY20068
5221
PARK MAINT/ROW
1994
CHEV
C1500
V940083
1994
CHEV
C1500
V940085
1994
CHEV
C1500
V940076
1994
CHEV
C1500
V940084
2002
CHEV
C1500
V020066
2002
CHEV
C1500
V020068
2003
CHEV
C1500
V030096
2003
CHEV
C1500
V030095
2003
CHEV
C1500
V030106
2003
CHEV
C1500
V030105
2003
CHEV
C1500
V030100
2003
CHEV
C1500
V030099
2002
CHEV
C1500
V020067
1994
CHEV
C1500
V940077
1997
CHEV
C2500
V970133
2003
CHEV
C2500
V030151
2003
CHEV
C2500
V030149
2003
CHEV
C2500
V030163
2003
CHEV
C2500
V030162
2003
CHEV
C2500
V030155
2001
CHEV
C2500
V010080
2003
CHEV
C2500
V030143
2003
CHEV
C2500
V030144
2003
CHEV
C2500
V030150
Page 27 of 40
Bidder's Initial:
2002
CHEV
C2500
V020091
2001
CHEV
C2500
V010079
1993
CHEV
C3500
V930148
1999
CHEV
C3500
V990089
1990
CHEV
K1500
V900105
2000
CHEV
K2500
VY20069
1996
CHEV
K3500
V960118
1993
FORD
F-250
V930054
1993
FORD
F-250
V930052
1997
FORD
F150
V970081
1997
FORD
F150
V970083
1997
FORD
F150
V970085
2000
FORD
F150
VY20056
2000
FORD
F150
VY20055
1993
FORD
F150
V930082
1993
FORD
F150
V930081
1995
FORD
F150
V950076
1995
FORD
F150
V950082
1995
FORD
F150
V950079
1995
FORD
F150
V950078
1999
FORD
F150
V990036
1996
FORD
F150
V960064
1996
FORD
F150
V960066
1996
FORD
F150
V960065
1997
FORD
F150
V970087
1997
FORD
F150
V970084
1997
FORD
F150
V970082
2001
FORD
F250
V010043
2001
FORD
F250
V010044
1996
FORD
F350
V960086
1996
FORD
F350
V960074
1994
FORD
F350
V940078
5223
PARK DEVELOPMENT
2000
FORD
F150
VY20045
5225
INDOOR RECREATION
1992
CHEV
G3500
V920068
2000
FORD
E350
VY20085
2000
FORD
E350
VY20087
2000
FORD
E350
VY20086
5227
OUTDOOR RECREATION
2002
CHEV
C1500
V020065
1992
CHEV
G3500
V920069
2003
CHEV
MALIBU
V030090
2000
FORD
F150
VY20051
5228
CEMETERY
1994
CHEV
C1500
V940086
2003
CHEV
C1500
V030107
1993
CHEV
C3500
V930146
1994
CHEV
K3500
V940122
1993
FORD
F150
V930085
2001
FORD
F450
V010059
2003
FORD
RANGER
V030080
2003
FORD
RANGER
V030081
1995
FORD
TAURUS
V950071
5241
CIVIC CENTER
2003
CHEV
C1500
V030101
2003
CHEV
C2500
V030156
2003
CHEV
G1500
V030128
5243
AUDITORIUM/COLISEUM
Page 28 of 40
Bidder's Initial:
2002
CHEV
C1500
V020064
5313
ANIMAL SERV FIELD
1995
CHEV
ASTRID
V950087
1999
CHEV
C2500
V990082
1998
CHEV
C2500
V980068
1998
CHEV
C2500
V980069
1998
CHEV
C2500
V980067
2004
CHEV
C2500
V040079
2004
CHEV
C2500
V040081
2004
CHEV
C2500
V040080
1992
CHEV
C3500
V920081
2002
CHEV
G2500
V020114
2003
CHEV
G2500
V030055
2003
CHEV
G2500
V030057
2003
CHEV
G2500
V030056
2002
CHEV
G2500
V020116
2002
CHEV
G2500
V020115
2002
CHEV
K2500
V020095
5417
LAB SERVICES
1996
CHEV
C1500
V960091
1996
CHEV
C1500
V960077
1992
CHEV
CAPRICE
V920042
1998
CHEV
G2500
V980083
2003
CHEV
MALIBU
V030087
2003
CHEV
MALIBU
V030088
2003
CHEV
MALIBU
V030089
2000
FORD
F150
VY20052
2000
FORD
F150
VY20054
2001
FORD
F150
V010054
1994
OLDS
CIERA
V940057
5419
VECTOR CONTROL
1998
CHEV
C1500
V980047
1994
CHEV
C1500
V940087
1996
CHEV
C1500
V960076
2004
CHEV
K1500
V040073
2003
CHEV
K2500
V030170
2003
CHEV
K2500
V030172
2003
CHEV
K2500
V030171
1996
CHEV
K3500
V960102
1992
CHEV
K3500
V920141
1994
CHEV
K3500
V940094
1993
CHEV
K3500
V930149
2003
FORD
EXPEDITION
V030065
1995
FORD
F150
V950084
1993
FORD
F150
V930080
1995
FORD
F150
V950085
5511
RESIDENTIAL COLLECT
1999
CHEV
C1500
V990087
2002
CHEV
G3500
V020104
2002
CHEV
K1500
V020120
2000
CHEV
K2500
VY20143
1998
FORD
F150
V980060
2001
FORD
F150
V010057
2000
FORD
F150
VY20042
2001
FORD
F250 4X4
V010068
Page 29 of 40 Bidder's Initial:
5515
SOLID WASTE
DISPOSAL
2002
CHEV
C3500
V020063
2004
CHEV
K1500
V040074
2003
CHEV
K2500
V030133
2003
CHEV
K2500
V030134
1999
CHEV
K3500
V990088
2000
CHEV
K3500
VY20074
1998
FORD
F150
V980059
2001
FORD
F150
V010058
2002
FORD
F250
V020052
2002
FORD
F350
V020056
5519
RECYCLING
COLLECTION
2000
CHEV
C2500
VY20062
6111
WATER
ADMINISTRATION
2003
CHEV
G2500
V030157
2003
CHEV
G2500
V030158
2001
CHEV
G3500
V010035
1995
CHEV
TAHOE
V950101
6211
WATER ENGINEERING
2003
CHEV
BLAZER
V030161
1998
CHEV
C1500
V980048
2002
CHEV
C1500
V020123
1998
CHEV
K3500
V980077
1998
CHEV
S10 BLAZER
V980064
1998
CHEV
SUBURBAN
V980085
1997
FORD
F150
V970086
6311
METER & CUST SERV
1998
CHEV
C1500
V980057
2003
CHEV
C1500
V030153
2002
CHEV
C2500
V020092
2002
CHEV
C2500
V020093
2002
CHEV
C2500
V020094
2001
CHEV
G20
V010060
2003
CHEV
K2500
V030165
2004
CHEV
K2500
V040082
1997
CHEV
K3500
V970115
1997
CHEV
S10 BLAZER
V970092
1997
FORD
E150
V970094
2000
FORD
E250
VY20134
2001
FORD
F250
V010042
2001
FORD
F250
V010045
2001
FORD
F250
V010046
6321
EQUIPMENT MAINT
2002
CHEV
C1500
V020122
2001
CHEV
K3500
V010085
6331
PIPELINE MAINT
1997
CHEV
C2500
V970062
2003
CHEV
C2500
V030148
2003
CHEV
C2500
V030147
1997
CHEV
G2500
V970063
1994
CHEV
K1500
V940123
2000
CHEV
K3500
VY20076
1998
CHEV
S10 BLAZER
V980075
1995
CHEV
TAHOE
V950102
2004
DODGE
2500
V040077
Page 30 of 40
Bidder's Initial:
1998
FORD
F150
V980045
1997
FORD
F150
V970091
1993
FORD
F150
V930077
1992
FORD
F150
V920123
1996
FORD
F150
V960069
1996
FORD
F250
V960068
1990
FORD
F350
V900142
6343
PUMPING $ CONTROL
1997
CHEV
C2500
V970060
2000
CHEV
C3500
VY20036
2002
CHEV
C3500
V020061
2002
CHEV
C3500
V020060
2001
CHEV
K2500
V010048
2004
CHEV
K2500
V040083
2003
CHEV
K2500
V030152
2001
CHEV
K2500
V010089
2001
CHEV
K2500
V010088
1999
CHEV
S10 BLAZER
V990085
2000
FORD
F150
VY20043
2000
FORD
F350
V010072
6345
WATER TREATMENT
2000
CHEV
K3500
VY20073
6347
WATER PRODUCTION
2001
CHEV
K2500
V010090
2004
CHEV
K2500
V040084
2002
FORD
F350
V020057
6349
WATER RESERVOIR
2004
CHEV
K1500
V040075
2000
FORD
F150
VY20058
6411
WATER RECLAMATION
1994
CHEV
C1500
V940091
2002
CHEV
C1500
V020073
2003
CHEV
C1500
V030094
1998
CHEV
C2500
V980071
2000
CHEV
C2500
VY20133
2003
CHEV
C2500
V030164
2000
CHEV
C2500
VY20132
1997
CHEV
K2500
V970061
1997
FORD
F250
V970104
6413
WASTEWATER COLL
1999
CHEV
C2500
V990077
2002
CHEV
C3500
V020062
2000
FORD
E250
VY20135
2001
FORD
F250
V010049
6415
LAND APPLICATION SIT
2001
CHEV
K2500
V010081
2001
CHEV
K2500
V010082
2003
CHEV
K2500
V030169
2003
CHEV
K2500
V030167
2003
CHEV
K2500
V030166
2001
CHEV
K2500
V010084
2001
CHEV
K2500
V010083
1997
CHEV
SUBURBAN
V970093
1988
FORD
F350
V880101
2002
FORD
F350
V020055
2002
FORD
F350
V020051
2002
FORD
F350
V020054
2002
FORD
F350
V020049
2002
FORD
F350
V020050
Page 31 of 40
Bidder's Initial:
1990
FORD
F450
V900157
6417
IND
MONIT/PRETREATME
1995
CHEV
K2500
V950099
1994
FORD
F250
V940080
2001
FORD
F250 4X4
V010050
6421
SAMPLING &
MONITORING
2001
CHEV
K2500
V010086
2003
CHEV
K2500
V030168
2001
CHEV
K2500
V010087
6511
STORMWATER MGMT
1994
CHEV
K3500
V940105
1994
CHEV
K3500
V940107
2001
CHEV
S10
V010061
1994
OLDS
CIERA
V940056
6512
STREET CLEANING
1990
CHEV
C1500
V900102
1992
FORD
E350
V920300
6513
STORM SEWER
MAINTENANCE
1994
CHEV
C1500
V940072
83027
LIBRARY TECHNICAL
ASST 03-04
1997
CHEV
LUMINA
V970055
87005
EMERGENCY
MANAGEMENT
2003
CHEV
SUBURBAN
V030058
Note: The list of vehicles is for INFORMATION PURPOSES ONLY. Because the City may award contracts to multiple
bidders in order to provide repair and service for all fleet vehicles 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, the bidder is NOT required to
have the ability to repair and service every make and type of vehicle shown on the vehicle list.
THE QUANTITY OF VEHICLES INCLUDED IN THIS CONTRACT (APPROXIMATELY 356) SHALL BE PHASED IN DURING THE
INITIAL CONTRACT TERM WITH APPROXIMATELY 89 THROUGH DECEMBER 31, 2004; APPROXIMATELY 178 THROUGH
MARCH 31, 2005; APPROXIMATELY 267 THROUGH JUNE 30, 2005; AND APPROXIMATELY 356 THROUGH SEPTEMBER
30, 2005.
Page 32 of 40 Bidder's Initial:
ITB #04-129-VK
Repair Et servicing of Light Duty Fleet Vehicles
CITY OF LUBBOCK, TEXAS
V. VEHICLE MAINTENANCE DESCRIPTION
VEHICLE MAINTENANCE (for all types of light duty automotive vehicles)
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
d) Transaxles, CV joints and shafts
e) Drive shafts, rear axles and differentials
6. Lubrication (including wheel bearing inspection and pack).
7. Tire Services (please indicate in your bid response which of the following items 24/7 service is available):
a) Rotate tires
b) Mount and balance
c) Wheel balance
d) Tubeless Valve
e) Install Tire Chains
f) Remove Tire Chains
g) Pull Street Tires and Mount Snow Tires
h) Tire Change Service (Nights)
i) Tire Change Service (Days)
Page 33 of 40 Bidder's Initial:
ITB #04-129-VK
Repair l3 Servicing of Light Duty Fleet Vehicles
CITY OF LUBBOCK, TEXAS
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 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 meeting OEM recommended API rating).
b) Install new top quality oil filter meeting OEM recommended API rating.
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 and serviced as needed:
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.
h) Vehicle lights:
All headlights high and low beam
All turn signals
All dash lights
Any auxiliary lights
License plate lights
Any and all emergency lights
3. Check air filter and PCV valve (replace as needed).
4. Check Wiper Blades (replace as needed).
Page 34 of 40 Bidder's Initial:
ITB #04-129-VK
Repair @ Servicing of Light Duty Fleet Vehicles
CITY OF LUBBOCK, TEXAS
VII. PREVENTATIVE MAINTENANCE SERVICES
The Preventative Maintenance (PM) levels of service and frequencies are as follows:
LEVEL "A" PM 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 35 of 40 Bidder's Initial:
LEVEL "B" PM SERVICE
a) Frequency of Service: every 12,000 miles or twelve (12) months which ever comes first.
b) Service Requirements:
All Level "A" PM 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" PM SERVICE
a) Frequency of Service: every 24,000 miles or twenty-four (24) months which ever comes first.
b) Service Requirements:
All Level "A" and Level "B" PM Services, plus:
*Replace transmission fluid and filter;
*Drain and replace differential and transfer case fluids; and
*Drain, flush and refill engine cooling system.
Page 36 of 40 Bidder's Initial:
CITY OF LUBBOCK, TEXAS
STATEMENT OF NO BID
The City of Lubbock is very conscious and extremely appreciative of the time and effort you expend in
preparing and submitting bids to the city. If you do not intend to bid on this requirement, please
complete and return this form prior to date shown for receipt of bid to: Victor Kilman, Purchasing
Manager, City of Lubbock, P.O. Box 2000, Lubbock, Texas 79457.
We, the undersigned, have declined to bid on your ITB # for the following reason(s):
Specifications too "tight", i.e. geared toward one brand or manufacturer only. (Please explain
reason below)
Specifications unclear. (Please explain below)
Insufficient time to respond to invitation to Bid.
We do not offer this product/s or equivalent. (if you wish to remain on bidders list for other
commodities and/or services, please state particular product and/or service under which you
wish to be classified.)
Our product schedule would not permit us to perform.
Unable to meet specifications.
Job too large.
Job too small.
Cannot provide required bonding.
Cannot provide required insurance.
Bidding through dealer.
Do not wish to do business with the City of Lubbock. (Please explain below)
Other (Please specify below)
REMARKS:
Company Name:
Address:
City:
State: Zip
Contact Name: Title:
Business Telephone Number.
Internet Address:
Company's Internet Web Page URL:
FAX:
Page 37 of 40 Bidder's Initial:
CITY OF LUBBOCK
NON -COLLUSION AFFIDAVIT
STATE OF TEXAS
ss
LUBBOCK COUNTY
being first duly sworn, on
his/her oath, says that the bid above submitted is a genuine and not a sham or
collusive bid, or made in the interest or on behalf of any person not therein named;
and s/he further says that the said bidder has not directly induced or solicited any
bidder on the above work or supplies to put in a sham bid, or any other person or
corporation to refrain from bidding; and that said bidder has not in any manner
sought by collusion to secure to self an advantage over any other bidder or bidders.
NAME OF FIRM
SIGNATURE OF BIDDER
TITLE
Subscribed and sworn to before me this day of , 2004
Notary Public in and for the State
of Texas residing at
NOTE: PLEASE COMPLETE THIS FORM AND INCLUDE WITH YOUR BID.
Page 38 of 40 Bidder's Initial:
Sample City Contract
For
Repair Ft Servicing of Light Duty Fleet Vehicles
CITY OF LUBBOCK
CONTRACT FOR SERVICES
THIS AGREEMENT, entered into this day of , 2004 ("Effective Date"),
between the City of Lubbock ("City"), and , ("Contractor").
WITNESSETH:
The parties, in consideration of the terms and conditions herein, do hereby covenant and agree as
follows:
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 #04-129-VK attached hereto and incorporated herein.
III. Contract Term:
The term of this contract shall be for a period beginning the Effective Date and ending September 30,
2005, and thereafter from year to year for up to four additional one-year terms, provided, however,
that either party may at any time during the life of this contract, or any extension thereof, terminate
this contract by giving ninety (90) days notice in writing to the other party of its intention to cancel.
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 39 of 40 Bidder's Initiat:
U
Garage Liability:
Auto Only: $500,000 Each Accident
Other than Auto: $500,000 Each Accident
Other:
Bailee'sInsurance: $500,000
The City of Lubbock, its agents, elected and appointed officials, and employees are to be listed as
additional insureds under the policies.
The contractor will provide a Certificate of Insurance to the City as evidence of coverage. The
certificate will provide 30 days notice of cancellation, and under the cancellation section, the wording
"endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind
upon the company, its agents or representatives" will be crossed out. A copy of the additional insured
endorsement attached to the policy will be included with the certificate.
The contractor shall also maintain workers compensation insurance in the statutory amount.
If at any time during the life of the contract or any extension, the contractor fails to maintain the
required insurance in full force and effect, all work under the contract shall be discontinued
immediately. Any failure to maintain the required insurance may be sufficient cause for the City to
terminate the contract.
VI. Successors And Assigns:
Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests
accruing from this Contract without the written consent of the other.
VII. Entire Contract
This Contract consists of the following documents set forth herein; Invitation to Bid #04-129-VK,
General Conditions, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this agreement to be executed the day and year
first above written. Executed in triplicate.
CITY OF LUBBOCK
Marc McDougal, Mayor
ATTEST:
Rebecca Garza, City Secretary
APPROVED AS TO FORM:
Attorney
CONTRACTOR
BY
Authorized Representative
Address
Page 40 of 40 Bidder's Initial: