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HomeMy WebLinkAboutResolution - 2013-R0217 - Contract - Warren Cat - Vehicle And Equipment Maintenance And Repair - 07/11/2013Resolution N0. 2013RO217 July 11, 2013 Item No. 5.10 RESOLUTION BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK: THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute for and on behalf of the City of Lubbock, Contract No. 11258-2 for maintenance & repair on City heavy vehicles and equipment, by and between the City of Lubbock and Warren Cat, of Midland, Texas, and related documents. Said Contract is attached hereto and incorporated in this resolution as if fully set forth herein and shall be included in the minutes of the City Council. Passed by the City Council on -Iiilv ii, 9nii 10 G ROICATSON, MAYOR ATTEST: R+; ecca (Glarza, City Secre APPROVED AS TO CONT N Scott Snider, Assistant City Manager Community Services APPROVED AS TO FORM: Chad Weaver, Assistant City Attorney vwxcdocs RES.Contract-Warren Cat June 5, 2013 Resolution No. 2013-RO217 Contract 11258-2 City of Lubbock, TX Contract for Maintenance & Repair on City Heavy Vehicles and Equipment THIS CONTRACT made and entered into this 111n day of July, 2013, by and between the City of Lubbock ("City"), and Warren Cat, ("Contractor"). WITNESSETH: WHEREAS, the City of Lubbock duly advertised for bids for Maintenance & Repair on City Heavy Vehicles and Equipment and bids were received and duly opened as required by law; and WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase and delivery of the said Maintenance & Repair on City Heavy Vehicles and Equipment. NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the financ'.al consideration hereinafter referred to, the parties hereby covenant and agree as follows: 1. In accordance with City's specifications and Contractor's bid, copies of which are attached hereto and made part hereof, Contractor will deliver to the City, Maintenance & Repair on City Heavy Vehicles and Equipment and more specifically referred to as Exhibit A and the bid submitted by the Contractor or in the specifications attached hereto. 2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done the work provided for in this Contract and to complete and finish the same according to the attached specifications, offer, and terms and conditions contained herein. 3. The Contractor shall perform the work according to the procedures outlined in the Bid Form and Specifications attached hereto. The contract shall be for a term of one year with an option to renew four additional one year terms, said date term beginning upon formal approval. The City does not guarantee any specific amount of compensation, volume, minimum or maximum amount of services under this contract. 4. This contract shall remain in effect until the expiration date, performance of services ordered, or termination of by either party with a thirty (30) day written notice. Such written notice must state the reason for cancellation. The City of Lubbock reserves the right to award the canceled contract to the next lowest and best bidder as it deems to be in the best interest of the city. 5. Contractor shall at all times be an independent contractor and not an agent or representative of City with regard to performance of the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of City. In no event shall Contractor be authorized to enter into any agreement or undertaking for or on behalf of City. 6. The contractor shall obtain and maintain in full force and effect during the term of the contract, commercial general liability coverage with insurance carriers admitted to do business in the State of Texas. The insurance companies must carry a Best's Rating of A- VII or better. The policies will be written on an occurrence basis, subject to the following minimum limits of liability: TYPE AMOUNT 500,000 General Liability Commercial General Liability General Aggregate Garage Keepers Combined Single Limit Auto Only — Each Accident 500,000 Workers Compensation Statutory Amounts The City of Lubbock shall be named as additional insured on Auto/General Liability on a primary and non-contributory basis, with a waiver of subrogation in favor of the City of Lubbock on all coverages. All copies of the Certificates of Insurance shall reference the project name or bid number for which the insurance is being supplied. Copies of all endorsements are required. The contractor will provide a Certificate of Insurance to the City as evidence of coverage. The certificate will provide 30 days notice of cancellation, and under the cancellation section, the wording "endeavor to" and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives" will be crossed out. A copy of the additional insured endorsement attached to the policy will be included with the certificate. The contractor shall also maintain workers compensation insurance in the statutory amount. If at any time during the life of the contract or any extension, the contractor fails to maintain the required insurance in full force and effect, all work under the contract shall be discontinued immediately. Any failure to maintain the required insurance may be sufficient cause for the City to terminate the contract. 7. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or interests accruing from this Contract without the written consent of the other. 8. The City reserves the right to exercise any right or remedy available to it by law, contract, equity, or otherwise, including without limitation, the right to seek any and all forms of relief in a court of competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict between this provision and another provision in, or related to, this document, this provision shall control. 9. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit representative of the City or the State of Texas, at its expense and at reasonable times, reserves the right to audit Contractor's records and books relevant to all services provided to the City under this Contract. In the event such an audit by the City reveals any errors or overpayments by the City, Contractor shall refund the City the full amount of such overpayments within thirty (30) days of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing the City from any payments due Contractor. 10. This Contract consists of the following documents set forth herein; Invitation to Bid No. 13- 11258 -CP, Specifications, and the Bid Form. IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first above written. Executed in triplicate. CITY OF LU OCI 111- Glen C obertso ayor ATTEST: Rebckca Garza, City Secretary CONTRACTOR BY thorized Represental6e Print Name 202 �4014-F,71J Rb Address favcl, `� D �� APPP,OVED AS TO CONTE Ty City, State, Zip FoCe Scott Snider, Assistant City Manager APPRO ,S T FORM: ,.-��..-�'v�-'--ice Assistant City Attorney 2. Category: Off -Road Equipment (Tractors, Backhoes, Loaders, Excavators, Dozers, Graders, Scrapers, and Cranes) Current Fleet: 146 (please print your information) 1. What is you labor rate per hour? (Billed in increments offull, halfand % hours) $100 shop $112.50 field per hour 2. What is your % markup above/below parts "jobber" list? 5-30 % 3. Do you provide pickup and delivery of vehicles? If yes, what is the roundtrip charge? Yes No $ X 4. Do you offer a tow -service? If so, what would be your roundtrip tow charge? Yes No $ X 5. Could you respond to a pickup 24 hours a day? Yes No X 6. Miles from your location to City Fleet Services Garage 22 miles (206 Municipal Dr., Lubbock TX 79403) 7. Is a trip charge included in the bid price? If not, what would be your service call fee and mileage fee? Yes No Service call fee $55 an hour Mileage fee $ 2.50 per mi X Q PURCHASEVBID DOCS 13 -11258 -CP MAIN PENANCE & REPAIR ON CITY IIEAVY VEHICLES AND EQUIPMENT Vendor shall mark the appropriate services offered by their company in the corresponding boxes under "General Repairs" and/or "Specific Service Repairs." Category I Trucks General Renairs 7 1 Snecific Service Renairs Chassis Group Heating, Ventilation, Ai - Conditionin X Drive Train Group H ics H draul' Engine Group Electrical X Accesso 'roup Alignments Alignments Welding /Fabricatin Welding / Fabricating Category 2 Off -Road Equipment Category 3 Trailers Category 4 Forklifts General Renairs FTII Snerifir. Rervir.e. Renairc I j- I Chassis Group X Heating, Ventilation, Air- Conditionin H draul' Drive Train Group X Hydraulics Alignments Engine Group Welding / Fabricating Electrical X Accessories Group X Alignments Welding / Fabricating X General Renairs 71 Remise Renairc Chassis Group Heating, Ventilation, Air - Conditioning Drive Train Group H draul' Engine Group ectrical Accessories Alignments Welding / Fabricating Welding / Fabricating General Renairs F47 Snecific Service Renairs I v 1 Chassis Group Heating, Ventilation, Air - Conditioning Drive Train Group H cs Engine Grou Electrical sones Group Ali nments Welding / Fabricating Q\PURCHASE\BID DOCS 13 -11258 -CP MAINTENANCE & REPAIR ON CITY HEAVY VEHICLES AND EQUIPMENT 8 *PRICE: F.O.B. Destination, Freight Pre -Paid and Allowed **Days After Receipt of Order (ARO) Unless otherwise specified herein, the City may award the bid either item-by—item or on an all -or -none basis for any item or group of items shown on the bid. The City of Lubbock is seeking a contract for Maintenance & Repair on City Heavy Vehicles and Equipment with one or more contractors. In order to assure adequate coverage, the City may make multiple awards, selecting multiple vendors to provide the products desired, if multiple awards are in the best interest of the City. 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. PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of 0 %, net calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later. Discounts for payment in less than ten days will not be considered. MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price charged anyone else, including its most favoured customer, for like quality and quantity of the products/services; does not include an element of profit on the sale in excess of that normally obtained by the Bidder on the sale of products/services of like quality and quantity; and does not include any provision for discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower price(s) on all deliveries made during the period in which such lower price(s) is effective. INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would apply? Other governmental entities that might have interests in this contract are Frenship Independent School District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock Independent School District, South Plains Association of Governments, City of Texarkana, Texas Tech University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth. YES X NO • If you (the bidder) checked YES, the following will apply: • Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s) awarded as a result of this solicitation. All purchases by governmental entities other than the City of Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City of Lubbock will not be responsible for another governmental entity's debts. Each governmental entity will order their own materials/service as needed. THIS BID IS SUBMITTED BY warren Power & Machinery a corporation organized under the laws of the State of Delaware , or a partnership consisting of or individual trading as Warren Cat of the City of Midland Firm: Warren Cat Address: 10325 Younger Road Q\PURCHASMBID DOCS 13-11258 CP MAINTENANCE & REPAIR ON CITY HEAVY VEHICLES AND EQUIPMENT 9 City: L U&4676, State:—:Ix— tats -- Zip Bidder acknowledges receipt of the following addenda: Addenda No. _� Date Addenda No. Date Addenda No. Date Addenda No. Date M/WBE Any entity or person that manufactures, distributes, converts new motor vehicles (or represents an entity that manufactures, distributes, or converts new motor vehicles) or is in the business of buying, exchanging, or selling new motor vehicles is required under the Tex. Occ. Code. Chapter 2301 to be licensed by Motor Vehicle Division of the Texas Department of Transportation. In order for a bid to be in compliance with the Motor Vehicle Commission Code, the bidder must hold and provide all applicable current valid licenses issued by the State of Texas: 1. Name and Manufacture's License No. 2. Name and Converter's License No. 3. Name and Representative's License No. 4. Name and Franchise Dealer's License No. General Distinguishing No. (Franchised TX dealer) !.sW-540=11111MAWAR Authorized Reprdientative - moist sign by hand / Officer Name and Title:, Tom(/1��L l--/�i�o S Please Print Q¢- / !'/ �&,L-? j r� Business Telephone Number U� (� 7 , / .2 5 FAX jp �y E-mail Address: C0619,12 -a Ma 21 i M WCLI2C-MCQ77Ce en FOR CITY USE ONLY Bid Form Item Number(s) Awarded to Above Named FIravindividual: Date of Award by City Council (for bids over d25.000): Date P.OJContract Issued: RETURN COMPLETED & SIGNED BID FORM ALONG WITH CITY OF LUBBOCK SPECIFICATIONS. LABEL THE OUTSIDE OF YOUR SEALED BID WITH THE ITB NUMBER, THE CLOSING DATE AND TIME, AND YOUR COMPANY NAME AND ADDRESS. QIPURCHASIASID DOCS113-112311CP MAINTENANCE 4 REPAIR ON CITY HEAVY VEHICLES AND EQUIPMENT 10 City of Lubbock, TX Warren Cat of Midland, Texas Exhibit A Hourly Labor Maintenance and Repair on Heavy Vehicles and Equipment Services Rate Off -Road Equipment Chassis Drive Train Engine Accessories Heating, Ventilation, Air -Conditioning Hydraulics Electrical Alignments Welding/Fabricating Q:\PURCHASE\Bid DocumenW3uyer - Cynthia\-1013VTB 13 -11258 -CP Maintenance on City Heavy Vehicles and Equipment Exhibits, Warren Cat $ 100 100 100 100 100 100 100 100