HomeMy WebLinkAboutResolution - 2017-R0208 - American Equipment - 06/08/2017Resolution No. 2017-RO208
Item No. 5.15
June 8, 2017
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT City of Lubbock Bid No. ITB 17 -13226 -KW is awarded to American Equipment
and Trailer, of Lubbock, Texas, for Heavy Duty PM Services and Repairs for the City of
Lubbock Fleet.
BE IT FURTHER RESOLVED BY THE CITY COUNCIL OF THE CITY OF
LUBBOCK:
THAT the Mayor of the City of Lubbock is authorized and directed to execute, for and on
behalf of the City of Lubbock a contract for said activities with the terms of the bid submittal
attached hereto and incorporated herein, and related documents.
Passed by the City Council on June 8, 2017
DANIEL APOPE,OR
ATTEST:
RRec Garza, City Secretary
APPROVED AS TO CONTEN
VIA
Scott Snider, Assistant City Manager
APPROVED AS TO FORM:
Kelli Leisure, Assistant City Attorney
RES.Bid Award ITB 17-13226AmericanEquipment
03.22.17
Resolution No. 2017-RO208
Contract 13226
City of Lubbock, Tx
Contract For Services
For Heavy Duty PM Services and Repair for City of Lubbock Fleet
THIS CONTRACT, made and entered into this 8" day of June, 2017, pursuant to a resolution heretofore adopted
by the City of Lubbock, Texas, by and between the City of Lubbock ("City"), and American Equipment and
Trailer ("Contractor")
WITNESSETH:
WHEREAS, the City of Lubbock duly advertised for bids for Heavy Duty PM Services and Repairs of
City of Lubbock Fleet and bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City bid, and authorized
the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase and
delivery of the said Heavy Duty PM Services and Repairs of City of Lubbock Fleet.
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well as the financial
consideration hereinafter referred to, the parties hereby covenant and agree as follows:
1. In accordance with City's specifications and Contractor's bid, copies of which specifications and bid are
attached hereto and made part hereof, Contractor will provide to the City, Heavy Duty PM Services and
Repair of City of Lubbock Fleet, and more specifically referred to as items 1-9 on the bid submitted by
the Contractor or in the specifications attached hereto.
2. The Contractor shall perform the work according to the procedure outlined in the Bid Form or in the
specifications attached hereto.
3. The contract shall be for a term of one (1) years, with the option of two (2), one (1) year extensions, said
date of term beginning upon formal approval. The rates may be adjusted upward or downward at this time
at a percentage not to exceed the effective change in the Consumer Price Index (CPI) or Product Price
Index (PPI), whichever is most appropriate for the specific contract for the previous 12 -months. Written
consent from both parties is required for all price adjustments. At the City's discretion, the effective
change rate shall be based on either the local or national index average rate for all items. If agreement
cannot be reached, the contract is terminated at the end of the current contract period. All stated annual
quantities are approximations of usage during the time period to be covered by pricing established by this
bid. Actual usage may be more or less. Order quantities will be determined by actual need.
4. This contract shall remain in effect until the first of the following occurs: (1) the expiration date, (2)
performance of services ordered, or (3) termination of by either party with a 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 the 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 the City. In no event shall Contractor be authorized to enter
into any agreement or undertaking for or on behalf of the City.
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:
7. INSURANCE COVERAGE REQUIRED
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed Insurance Certificate to the City,
which shall be completed by an agent authorized to bind the named underwriter(s) to the coverages, limits, and termination provisions
shown thereon, and which shall furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE
NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE SHALL HAVE BEEN DELIVERED
TO THE CITY.
SECTION B. The City reserves the right to review the insurance requirements of this section during the effective period of the contract
and to require adjustment of insurance coverages and their limits when deemed necessary and prudent by the City based upon changes in
statutory law, court decisions, or the claims history of the industry as well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as are approved by the City, the
Contractor shall obtain and maintain in full force and effect for the duration of this contract, and any extension hereof, at Contractor's sole
expense, insurance coverage written by companies approved by the State of Texas and acceptable to the City, in the following type(s) and
amount(s):
TYPE OF INSURANCE
GENERAL LIABILITY
® Commercial General Liability
❑ Claims Made ® Occurrence
❑ W/Heavy Equipment
❑ To Include Products of Complete Operation Endorsements
PROFESSIONAL LIABILITY
AUTOMOTIVE LIABILITY
® Any Auto
❑ Scheduled Autos
❑ Non -Owned Autos
❑ All Owned Autos
❑ Hired Autos
COMBINED SINGLE LIMIT
General Aggregate 1.000.000
Products-Comp/Op AGG
Personal & Adv. Injury
Contractual Liability
Fire Damage (Any one Fire)
Med Exp (Any one Person)
General Aggregate
Per Occurrence
Aggregate 1.000.000
EXCESS LIABILITY
❑ Umbrella Form Each Occurrence
Aggregate 1.000.000
GARAGE LIABILITY
® Any Auto
❑ BUILDER'S RIS
❑ INSTALLATION FLOATER
❑ CARGO
® WORKERS COMPENSATION
OR _OCCUPATIONAL MEDICAL AND DISABILITY
® EMPOYER'S LIABILITY
Auto Only - Each Accident
Other than Auto OnlyAccident
Aggregate
❑ 100% of the Total Contract Price
❑ 100% of the Total Material Costs
OTHER: COPIES OF ENDOSEMENTS ARE REQUIRED
® City of Lubbock named as additional insured on Auto/General Liability on o primary and non-contributory bases.
® To include products of completed operations endorsement.
0 Waiver of Subrogation in favor of the City of Lubbock on all coverages, except
1.000.000
IMPORTANT: POLICY ENDORSEMENTS
The Contractor will provide copies of the policies without expense, to the City and all endorsements thereto and may make
any reasonable request for deletion, revision, or modification of particular policy terms, conditions, limitations, or
exclusions (except where policy provisions are established by law or regulation binding upon either of the parties hereto or
the underwriter of any of such policies). Upon such request by the City, the Contractor shall exercise reasonable efforts to
accomplish such changes in policy coverages, and shall pay the cost thereof. Any costs will be paid by the Contractor.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and certificate(s) of insurance
will contain and state, in writing, on the certificate or its attachment, the following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional insureds, (as the
interest of each insured may appear) as to all applicable coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees, and elected
representatives for injuries, including death, property damage, or any other loss to the extent same may be covered
by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care together with the
indemnification provision, shall be underwritten by contractual liability coverage sufficient to include such
obligations within applicable policies.
f. All copies of the Certificates of Insurance shall reference the proiect name or bid number for which the
insurance is being supplied.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices not less than 30 days
prior the change, which notice must be accompanied by a replacement CERTIFICATE OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing & Contract Management
City of Lubbock
1625 13" Street, Room 204
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by the Contractor shall
not relieve the Contractor of full responsibility or liability for damages and accidents as set forth in the contract documents.
Neither shall the bankruptcy, insolvency, or denial of liability by the insurance company exonerate the Contractor from
liability.
8 The contractor shall not assign or sublet the contract or any portion of the contract without written
consent from the Director of Purchasing and Contract Management. Should consent be given, the
Contractor shall insure the Subcontractor or shall provide proof of insurance from the Subcontractor that
complies with all insurance requirements
9 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.
10 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.
11 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 Seller on 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.
12 This Contract consists of the following documents set forth herein; Invitation to Bid No. 17 -13226 -KW,
Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first
above written. Executed in triplicate.
CITY OF LUBBOCK:
Daniel M. Pope, Mayor
ATTEST:
Reb cca Garza, City Secretar
APPROVED AS TO CONTENT:
— T17644
Billy Taylor, Director of Fleet Operations
AP V D As TO FORM:
Kelli Leisure, Assistant City Attorney
CONTRACTOR:
BY
Authorized Representati s nature
Print Name
3-7c -7 mitKJ, 3 /✓�
Address
LL,� 60 Ck Tll�-_ (D
City, State, and Zip Code
City of Lubbock
Cite of Lubbock, Texas
Purchasing and Contract Nianagetnent
131D DORM
Bid 17 -13226 -KW
In compliance with the Imitation to Bid 17-13226-1<N1', 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 furnishin° the material.
equipment, labor and everything necessary for providing the items listed below and agrees to provide Authorized
maintenance and repairs to City of Lubbock for, Heavy Duty & Off Road Fquipnlent - (a list of types of vehicles and
equipment is included in the specifications) at the labor rate and parts markup as listed below and or attached. The Invitation
to Bid 17-13226-KNNI is by reference incorporated in this contract. A bid will be subject to being considered irregular and
may be rejected if it shows omissions, alterations of form, conditional alternate bids, additions or alternates in lieu of the
items specified, if the unit prices are obviously unbalanced (either in excess of or below reasonably expected values), or
irregularities of any kind. The Bid Form must be completed in blue or black ink or by typewriter.
The City owns and operates equipment manufactured by but not limited to the following list of manufactures : AI -Jon, Alliance,
Altec, ATI, Belshe, Bobcat, Bomag, Brado, Bush Hog, Case, International, JCB, John Deere, Kubota, Land Pride, Leeboy,
MCFA, Vermeer, Red, Maxx, Skyjack, Volvo, New Holland, Kobelco, Linkbelt, Mahindra.
BIDDER'S INITIALS: 4�
PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of %, net _ calendar days.
Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will
be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or
after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City
Within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date
of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event
occurs later. Discounts for payment in less than ten days will not be considered.
Page 3 of 40
2/24/2017 4:03 PM P F3
Heavy Duty & Off Road Equipment
Installation, Repair and Services
Hourly Labor Rate
I.
In -Shop repairs
$ 81.00
2.
On -Site repairs
$ 81.00
3.
Preventive Maintenance Services
$ 81.00
Delivery Fees
4.
Do you provide towing services? Circle (Yes or No) State the per mile Delivery Fee
$ /Per Mile
5.
On -Site repairs for vehicles traveling outside of City of Lubbock city limits. Cost per mile
$ 0.00 /per Mile
Parts Cost
6.
Original Equipment Manufacturer (OEM) DlcoUnt (%)
0 %
7.
Third Party (not OEM) and Unpublished Option Discount MUNICIPAL
10 %
LA 1�• i 3•--�..�;t 915 n..�b'�1� H _ t .i3E .}¢+.��v!1$l rfLv: t.,. .t�,rJ� . TAY 1��%F1�zL ! r�� '1. •.�, R -x8 �i�' �
;S'��j�a.`
8.
Initial fee for first time call out on Preventive Maintenance Services
$ 81.00
9.
10.
11.
Could you respond to a pick-up 24 hours a day? Circle (Yes or o)
Vendor must attach a list of Specific Brands authorized to perform maintenance and repair on.
Vendor must attach a list of vehicles & equipment they are bidding for the maintenance and repair for.
12.
Name of Labor Guide Software and Version used to provide repair cost:
2017 NTDA NATIONAL TRAILER DEALERS ASSOCIATION GUIDE
The City owns and operates equipment manufactured by but not limited to the following list of manufactures : AI -Jon, Alliance,
Altec, ATI, Belshe, Bobcat, Bomag, Brado, Bush Hog, Case, International, JCB, John Deere, Kubota, Land Pride, Leeboy,
MCFA, Vermeer, Red, Maxx, Skyjack, Volvo, New Holland, Kobelco, Linkbelt, Mahindra.
BIDDER'S INITIALS: 4�
PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of %, net _ calendar days.
Discounts will not be considered in determining low bid. Unless otherwise indicated on the Bid Form, payment terms will
be NET THIRTY DAYS. The City will pay the successful bidder within thirty days after the receipt of a correct invoice or
after the date of acceptance, whichever event occurs later. Discounts for prompt payment requiring payment by the City
Within a stipulated number of days will be interpreted as applying within the stipulated number of calendar days after the date
of receipt by the City of a correct invoice or after the date of acceptance that meets contract requirements, whichever event
occurs later. Discounts for payment in less than ten days will not be considered.
Page 3 of 40
2/24/2017 4:03 PM P F3
City of Lubbock
Bid 17-13226-KVV
f,
MOST FAVOURED PRICING: The Bidder certifies that the price quoted is not in excess oft Ile lowest price charged anyone
else, including its most favoured customer, for like quality and quantity of the products/services: docs 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, Nest Texas Municipal
Power Agency, Lynn County, and City of Wolfforth.
YES ✓ NO
If you (tile 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 ofthis 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. [:ach governmental entity will order their own materlals.'service as needed.
THIS BID IS SUBMITTED B1' AMERICAN EQUIPMENT AND TRAILER corporation organized under
the laws of the State of TEXAS or a partnership consisting of STAN MAYFIELD & RANDY SLUDER
or an individual trading as
Firm: AMERICAN EQUIPMENT AND TRAILER
Address: 3707 MLK BLVD
City: LUBBOCK
Bidder acknowledges receipt of the following addenda:
Addenda No.
Date
Addenda No.
Date
Addenda No.
Date
Addenda No.
Date
111/1YBE
Firm:
By
of the City of LUBBOCK
State: TX Zip 79404
whori_ecl Represema/ive - musl sign hr hand
Officer Name and Tid
EARL BRATCHER-BRANCH MANAGER
Please /'i•in/
Page 4 of 40
03/10/17
2/24/2017 4:03 PM p 7
Wonsan
Black American
Native American
Hispanic American
Asian Pacific
American
✓
Other (Specify)
WHITE
whori_ecl Represema/ive - musl sign hr hand
Officer Name and Tid
EARL BRATCHER-BRANCH MANAGER
Please /'i•in/
Page 4 of 40
03/10/17
2/24/2017 4:03 PM p 7
City of Lubbock
(I
f3usiness'fcicphonc Numbcr
806-747-2991
I -Nlail Address: STAN(a)AET.US
FOR CITY USE ONLY
[aid Form Item NUmber(s) Awardcd to Above Named Pirm/Indkidual:
FAX: 806-747-3715
Date of Award by Cite Council (Jr',r h0v nre!• 550.0 0)1 _ )atc P.O. Contract Issued:
Bid 17 -13226 -KVO/
LABEL THE OUTSIDE OF YOUR SEALED RID WITH THE ITR NUMBER, THE CLOSING
DATE AND TIME, AND YOUR COMPANY NAME, AND ADDRESS.
Page 5 of 40
2!2412017 4 03 PM p ;�
City of Lubbock, TX
ITB 17 -13222 -KW
Heavy Duty PM Services and Repairs for The City of Lubbock Fleet
General Specifications
Scope
The City of Lubbock ("the City) is seeking a contract for Heavy Vehicle & Equipment Maintenance and
Repair, including hydraulics, welding and fabricating. The successful bidder ("the Vendor") will provide
corrective maintenance and repairs to heavy vehicles and equipment not covered under any
manufacturer's warranty, unless the Company is the authorized warranty dealer, to maintain fleet
availability for the City. Maintenance and repairs include, but are not limited to, the following:
• Axles
• Brakes, Hubs & Bearings
• Steering
• Suspension
• Drive Shafts
• Automatic Transmissions
• Charging Systems
• Cranking Systems
• Ignition Systems
A. PM Service Intervals
• Lighting Systems, Electrical
Accessories
• Engines
• Exhaust Systems
• Fuel Systems
• Power Take -Off (PTO)
• Buckets / Booms
• Air Conditioning, Heating, &
Ventilating System
PMs and repairs will need to performed on the owner's site. Based on the specialty of the some
of the equipment, mostly located at the Landfill, additional work may need to be performed at
certain PM levels, i.e. belly pan drops.
In general, PMs should be done on the following intervals and should include but not limited to
the following:
1. 250hr Interval
➢ Check & sample engine oil
➢ Check all fluid levels
➢ Grease the machine
➢ Change engine oil & filter
➢ Replace secondary fuel filter
➢ Inspect & test machine operation
2. 500hr Interval — All from above level plus
➢ Check & sample oil compartments
➢ Sample Level I coolant
➢ Replace transmission & hydraulic filter
➢ Clean engine breather
➢ Inspect & test machine operation
3. 1000hr Interval — All from above levels plus
➢ Sample Level II coolant
➢ Drain & refill transmission oil compartment
➢ Clean transmission & torque converter
Page 31 of 40
ITB 17 -13266 -KW Heavy Duty PM Services and Repairs of the City of Lubbock Fleet
➢ Inspect & test machine operation
4. 2000hr Interval — All from above levels plus
➢ Drain & refill hydraulic oil compartment
➢ Drain & refill final drive oil compartment
➢ Check valve adjustment on engine
➢ Inspect & test machine operation
B. Factory Authorized
Please be prepared to present a letter from the manufacture for the equipment Bidder is factory
authorized to repair and service.
C. Work Orders
All invoices for work performed will be required to have a City of Lubbock work order
number, a Vehicle number and a detailed description of work performed. Failure to provide any
of this information on invoices will result in delay of payment or non-payment.
D. Equipment & Truck Categories
The following is a list of the year models and types of vehicles and equipment that could be
included in this maintenance and repair contract. This list does not cover the entire scope of
equipment the City of Lubbock operates but merely serves as a reference for bid:
Yr
Description
Yr
Description
2009
ALJN 500C1 COMPACTOR
1984
Kickoff Sweeper
2008
BOBCAT LOADER S300
2004
Volvo Articulated hauler
2005
BOMAG BC772RB
2006
Caterpillar D7R 2
2007
BOMAG COMPACTOR
2006
Kubota F2880
2009
CASE 580SM
2006
Caterpillar 627G
2002
CASE 721C WHEELED LDR
1995
Daewoo Forklift
2009
CASE 721E Z -BAR LOADER
2008
Case -IH Puma 165
2008
CASE LDR 821E
2013
Tennant M20 Scrubber
2006
CAT 613 SCRAPER
2011
Volvo M120 Grader
2008
CAT D6K DOZER
2012
Caterpillar 627H
2009
CAT D8T D8 DOZER
2016
Kubota MX5200
1999
CAT GRADER
1995
Geff Chip Spreader
2001
CLARK FORKLIFT
2000
Dynapac Roller
2006
DOZER D7R II
2003
Case 621D
2004
DUMP A25D
2007
John Deere Mill Machine
2009
DYNAPAC ROLLER CC 142
2010
LeeBoy Roller
1997
EXCAVATOR
2011
Bobcat Skid Steer
1996
FORD 675D BACKHOE
2007
Linkbelt Excavator
1975
GALION 160 GRADER
2011
Komatsu Excavator
2008
GRADALL EXCAVATOR
2016
Vermeer Screener
1984
HIGHLIFT FORKLIFT
2016
ALJON Compactor
2010
HYUNDAI WHEEL LOADER
Page 32 of 40
ITB 17 -13266 -KW Heavy Duty PM Services and Repairs of the City of Lubbock Fleet
Work Authorization
Vehicle shop repairs will be estimated on a per job basis with a fixed LABOR RATE per hour as stated
on the Bid Form. Prior to the start of any vehicle repair, the vendor must provide a written repair estimate
by a trained technician. Estimates must include parts at the quoted cost rate and labor. All estimates
shall be at no charge to the City. The vendor must obtain a work order number and authorization to
perform the work from the City of Lubbock fleet department designee before making any repairs. The
vendor must also obtain City approval for the type of repairs and the cost of repairs before proceeding
with the work. The vendor must submit a copy of the work order along with the vendor's invoice
itemizing the labor hours, hourly labor rate, supplies, cost of supplies, parts list, and price for each part.
The work order must contain the vehicle number assigned by the City, the VIN number, and the current
vehicle mileage or hours. If any of the information is missing or incorrect, the vendor will not be
reimbursed for any services, parts, or supplies.
Repair Time Notifications
The vendor must make a determination of the repairs, costs and times and notify the City within 24 -
hours after receiving the vehicle or equipment.
Repeat Repairs
The vendor will be responsible for correcting all previous repairs performed by the vendor that were
incorrectly repaired or the repair failed to correct the reported deficiency. The vendor will be responsible
for the total cost of the repair including any replacement parts.
In the event of a Repeat Repair, the vendor shall open a new vendor work order. The new vendor work
order must indicate on the work order "repeat" or "return" work. Copies of the original City and vendor
work orders and any applicable invoices shall be attached to the new work order.
Pick -Up and Delivery
The bidder's bid may include a separate price for pick-up and delivery of heavy vehicles or equipment.
The bidder must indicate on the Bid Form, if any, for this pick-up and delivery service. The City reserves
the right to use this service as needed. Vehicles must be picked up by City personnel or delivered to a
City location within 24 -hours after the vehicle has been repaired.
Parts, Supplies and Services
The vendor must use their own parts and/or supplies in completing all repairs. The vendor's invoice
must include charges for all parts, supplies, and services used in making repairs. The vendor must return
all parts that were removed and replaced during the repair of the vehicle or equipment upon completion
of the repair(s) and the parts must accompany the vehicle or equipment. The vendor is responsible for
all core returns and credits.
Bid submissions
Bids will be awarded by category of vehicles and equipment. Bidders need to list the type of vehicles
and equipment in which they would like to bid on. Bidders are responsible for submitting all relevant,
factual and correct information with their bid. If additional sheets are attached to the bid submittal
package, the bidder shall clearly cross-reference the appropriate location in the bid solicitation (i.e. page
number, paragraph, subject, etc.)
Invoices
Invoices will show only the cost rates indicated on the Bid Form. Any additional charges or fees not
listed will be disallowed from any invoice. Vehicle shop repairs will be billed per the approved estimate.
An individual Purchase Order shall be issued for vehicle shop repairs. No delivery or repair shall be
performed without proper authorization. Invoices for parts purchased by the Vendor for all repairs to
City vehicles and equipment will be made available for inspection by a City representative upon request.
Invoices must display the Vendor's name imprinted on the face, the parts purchased and the date of the
purchase. Repair invoices should match the parts invoice when there were replacement parts required
for the repair. If a request is submitted by the City to review a particular invoice, that request will be met
within 24 hours from the time of the request.
Vehicle Pickup
The vendor is responsible for any damage to the vehicle or equipment while in the vendor's control. The
City shall be responsible for damages after the vehicle or equipment has been delivered to a City
representative and said representative has inspected the vehicle or equipment and has verified that no
damage occurred during the repair process.
In the event that a vehicle is scheduled to be picked up from the City for repairs, the vehicle will be:
(1) picked up by tow vehicle/wrecker, or
(2) driven to the repair destination by a licensed and insured individual representing the vendor.
Special Requirements
1. Vendor to provide secure shelter for City vehicles.
2. Estimate must be submitted to Fleet Services within 24-hour period of request.
3. All furnished parts must be OEM or OEM re -cycled parts.
4. All suspension or steering components must be OEM only.
5. All repairs and parts shall be covered under the recommended OEM warranty. The vendor is
required to submit the warranty documentation for each repair and part(s) used for repair to the
City of Lubbock Fleet Services Department.
6. Will there be an initial fee for the first time out for the PM? If so, what will the fee be based
on?
Page 34 MAO
ITB 17 -13266 -KW Heavy Duty PM Services and Repairs of the City of Lubbock Fleet
7. After work is performed on the equipment, testing of the equipment must be completed with
City of Lubbock staff present before the vendor leaves the site.
A PM inspection sheet outlining what was performed on each PM will need to be provided to the City
of Lubbock signed by the vendor's technician who completed the work
Page 35 of 40
ITB 17 -13266 -KW Heavy Duty PM Services and Repairs of the City of Lubbock Fleet
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
10f1
Complete Nos. 1- 4 and 6 if there are interested parties.
Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties.
OFFICE USE ONLY
CERTIFICATION OF FILING
Certificate Number:
2017-186649
Date Filed:
Date Acknowle ed:
05/23/2017
1 Name of business entity filing form, and the city, state and country of the business entity's place
of business.
AMERICAN EQUIPMENT AND TRAILER
LUBBOCK, TX United States
2 Name of governmental entity or state agency that is a party to the contract for which the form is04/03/2017
being filed.
CITY OF LUBBOCK
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
17-13226-KW
HEAVY DUTY PM SERVICES OF THE CITY OF LUBBOCK FLEET
4 Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling
I Intermediary
5 Check only if there is NO Interested Party.
X
6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct.
Signature of authorized agent of contracting business entity
AFFIX NOTARY STAMP / SEAL ABOVE
Sworn to and subscribed before me, by the said this the day of
20 , to certify which, witness my hand and seal of office.
Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us
Version V1.0.883
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
loft.
Complete Nos. 1.4 and 6 if there are interested parties.
OFFICE USE ONLY
Complete Nos. 1. 2, 3, 5, and 6 if thele are no interested parties
CERTIFICATION OF FILING
Certificate Number:
1 Name of business entity filing form, and the city, state and country of the business entity's place
of business.
2017-186649
AMERICAN EQUIPMENT AND 1 -RAILER
LUBBOCK, TX United States
Date Filed:
04/03/2017
2 Name of governmental entity or state agency that is a party to the contract for which the form is
being filed.
CITY OF LUBBOCK
Date Acknowledged:
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
17 -13226 -KW
HEAVY DUTY PM SERVICES OF THE CITY OF LUBBOCK FLEET
4
Name of Interested Party
City, State, Country (place of business)
Nature of interest
(check applicable)
Controlling I
Intermediary
5 Check only if there is NO Interested Party.
X
6 AFFIDAVIT I swear, or affirm, under penalty of perjury, that the above disclosure is true and correct.
STAN L. MAYFIELD
NOTARY PUBLIC,
STATE OF TEXAS
05-27-2018
My Commission Expires
Si nature of aulllonierl agent of contracting business entity
AFFIX NOTARY STAMP / SEAL ABOVE
Sworn to and subscribed before me, by lite said I^ �T)a—" this the NY day of
20 1 'T _, to certify which, witness my hand and seal of office.
�h
7 44Y c,—' 0 W4 (f
Signature of officer ad r ;tering oath Printed name of officer admi ' tering oath Title of officer administering oath
r-urnis pruviueu oy i exas times Lommission www.etntcs.state,tx.us Version V1.0.883