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Purchasing Agent:
INVITATION TO BID BID TITLE: VEHICLE SERVICE & REPAIRS BID NUMBER: I.T.B. 2008 - 111 OPENING DATE: JUNE 12, 2008 OPENING TIME: 2:00 P.M. The Taylor County Commissioners Court is soliciting bids for furnishing the merchandise, supplies, services, and/or equipment set forth in this Invitation to Bid. All bids must be received in the Taylor County Purchasing Office, 2nd floor, Taylor County Courthouse, 300 Oak Street, Abilene, Texas, 79602, no later than 2:00 P.M., Thursday June 12, 2008. Public Opening of the bids will be held in the Commissioners Courtroom, Taylor County Courthouse, at that time. All bids which are mailed, shipped, etc. should be addressed as follows: Taylor County Purchasing Department Taylor County Courthouse 300 Oak Street, 2 nd Floor Abilene, Texas, 79602 All bids must be in sealed envelopes clearly marked with Bid Number and Bid Title. Completed Bids must contain one (1) original and one (1) copy. Original bid must be clearly marked "ORIGINAL" and contain all original signatures. The Taylor County Commissioners Court reserves the right to reject in whole or in part any or all bids, waive minor technicalities, and award the bid which best serves the interest of Taylor County. Late bids will be returned to the Bidder unopened. Taylor County will not be responsible for un-marked, or improperly marked bids or bids delivered to the wrong location. Bids may be withdrawn at any time prior to the official opening. Alterations made before opening time must be initialed by the Bidder to guarantee authenticity. After the official opening, bids may not be amended, altered, or withdrawn without the recommendation of the Purchasing Agent and the approval of the Taylor County Commissioners Court. All bids become the property of Taylor County and will not be returned to the Bidder. Taylor County is exempt from Federal excise and sales tax; therefore, tax must not be included in this bid. The undersigned agrees, if this bid is accepted, to furnish any and all items upon which prices are offered, at the price(s) and upon the terms and conditions contained in the Invitation to Bid. The period of acceptance of this bid will be forty-five- (45) calendar days minimum unless the Bidder notes a different period. Bids must be submitted on the attached Bid Worksheet. By returning the signed Bid Worksheet, bidders certify that: 1. A packing list or other suitable shipping documents shall accompany each shipment and shall show (a) name and address of vendor, (b) name and address of the receiving department, (c) Taylor County Purchase Order Number (if applicable), and (d) the description of the material shipped, including item number, quantity, etc. 2. Delivery terms and transportation charges are to be FOB Destination Freight Prepaid. All charges for delivery and transportation are to be included in the bid price. 3. Invoices shall be sent directly to Taylor County, Purchasing Department, 300 Oak Street, Abilene, Texas, 79602. Payments will be processed within 30 days after receipt of the invoice or items, whichever is later. Invoices must be itemized and must reference the Taylor County Purchase Order Number in order to be processed. 4. Payment shall not constitute an acceptance of the item(s) bid nor impair the Countys right to inspect or any of its remedies. 5. Goods, supplies, equipment pertaining to this contract shall be F. O. B. inside delivery to: Taylor County 300 Oak Street Abilene, Texas, 79502 ATTN: Purchasing & Accounts Payable Department 6. Hours of delivery/service shall be between 8:00 a.m. and 5:00 p.m., Monday through Friday, unless otherwise stipulated. 7. All prices are to be firm for thirty (30) calendar days. 8. Bids should be priced item by item using the Bid Worksheet form included with this bid. Purchases will be made on a cash basis. In case the unit price of an item differs from the extended price for the quantity bid, the unit price shall govern. 9. The price to be paid by the County shall be that contained in the Bid Worksheet. The Bidder warrants to be no higher than Bidders current prices on orders by others for products of the kind and specification covered by this agreement for similar quantities under similar or like conditions and methods of purchase. 10. A list of references of current users is to be furnished in the bid worksheet. Failure to do so may render the bid unresponsive. Current Taylor County vendors may omit this requirement. 11. The bidder shall attach to the Bid Worksheet, and it shall be made a part of this bid, regularly printed literature as published by the manufacturer, which sets out and describes the goods, equipment, or supplies to be furnished by the bidder. 12. Any bids not conforming to the specifications shall be rejected. It will be the responsibility of the bidder to conform to the specifications unless deviations have been specifically cited by the vendor and acceptance made on the basis of the exception. 13. The Commissioners Court will award the bid, which will be followed by the issuing of a Purchase Order or a letter noting the award. The purchase order or letter of award, together with the signed Bid Worksheet will be construed as the contractual agreement. Taylor County may sign a contract provided by the successful bidder, however any part of bidders contract which contradicts any part of the terms, conditions and specification requirements of this Invitation to Bid shall be considered null and void. 14. Special Notation: A comparative performance evaluation may be required to assist in the determination of overall efficiency of similar units. This may include, but is not limited to, samples of supplies or field test of equipment. 15. Item(s) bid is subject to the County inspection and approval within a reasonable amount of time. If specifications are not met, material may be returned at bidders expense and risk for all damages incidental to the rejection. 16. Evaluation Criteria shall include, but is not limited to the following: A. Unit Price B. Delivery C. Vendors past performance record with Taylor County D. Taylor Countys evaluation of vendors ability to perform E. Taylor Countys experience with product(s) bid F. Special needs and requirements of Taylor County G. Results of performance evaluation (if requested or needed) Taylor County reserves the right to select evaluation methods deemed most appropriate. Each bid will be evaluated on a case-by-case basis, regardless of any previous evaluation method. 17. All insurance requirements, including Workers Compensation, as outlined in the Texas State Statutes shall be met prior to any delivery and shall remain in effect during the life of this contract. 18. Whenever an article or material is defined by describing a proprietary product or by using the name of a manufacturer, the term "or equal" if not inserted shall be implied. The specific article or material shall be understood as descriptive, not restrictive. 19. Quantities indicated on the Bid Worksheet are estimates based upon the best available information. The County reserves the right to increase or decrease the quantities to meet its actual need without any adjustments in the bid price. 20. Title and Risk of Loss of goods, supplies, equipment, or services shall not pass to Taylor County until Taylor County actually receives and takes possession of the goods, supplies, equipment, or services at the point(s) of delivery. 21. Continuing non-performance of the vendor in the terms of this Contract shall be a basis for the termination of the contract by the County. Taylor County shall not pay for work, equipment, or supplies, which are unsatisfactory. Vendors will be given a reasonable opportunity before termination to correct deficiencies. This, however, shall in no way be construed as negating the basis for termination for non-performance. 22. Either party upon sixty- (60) days written notice prior to cancellation may terminate the Contract. 23. The Bidder warrants that the product sold to the County shall conform to the standards promulgated by the U. S. Department of Labor under the Occupational Safety and Health Act of 1970. 24. The Bidder agrees that the goods, equipment, supplies, or services furnished under this contract shall be covered by the most favorable commercial warranties offered by the Bidder to any customer for such goods, equipment, supplies, or services. 25. Contractor shall provide the defense for and indemnify and hold harmless Taylor County from all claims, suits, causes or action, and liability arising out of the execution of this contract or in connection with Contractors use of the premises thereunder. 26. The Bidder shall not limit or exclude any express, written, or implied warranties and any attempt to do so shall render this contract voidable at the option of Taylor County.
SPECIFICATIONS I.T. B. 2008- 111 VEHICLE SERVICE & REPAIRS It is the intent of these specifications to describe in sufficient detail vehicle service and repairs in order to obtain competitive bids from qualified vendors for the furnishing and delivery of said materials, service & equipment to be used by Taylor County.
All materials, equipment used and services rendered shall be in accordance with the manufacturers instructions and generally accepted industry practices. #1 OIL CHANGES & PREVENTIVE MAINTENANCE SERVICES/INSPECTION:
1.1 OIL & LUBE SERVICES
Sheriff vehicles use only synthetic oils. Synthetic Oil: Shall meet or exceed the following specifications
1.2 PREVENTIVE MAINTENANCE SERVICES/INSPECTION
Check brake fluid, and fill if needed, note on service report and notify driver. Check power steering fluid and fill, if needed. Check window washer fluid and fill, if needed. Check battery and fill, if needed. Check air filter, replace if needed, Check windshield wiper blades, replace if needed Inflate tires to proper pressure and check for wear Check and fill the vehicles radiator overflow reservoir. Check the operation of all lights, replace bulbs if needed Inspect the undercarriage of the vehicle for obvious damage, leaks, etc. Check cooling fans or fan clutch for proper operation. Check belts and tensioner, replace if needed.
#2 DETAILED SERVICE & REPAIR REPORT: REQUIRED FOR ALL VEHICLES
#3 REPAIRS: ALL
#4 PRICE PER HOUR FOR REPAIRS: Due to the different Labor Standard Guides that vendors are using, it will be
#5 WARRANTY: Required, specifications are minimums Minor Repairs & parts:
Engine Replacement or overhaul
Transmission Replacement or overhaul
#6 VENDOR FACILITIES
#7 Certification REQUIREMENTS:
#8 Insurance Requirements:
#9 WRECKER SERVICE:
#10 DELIVERY & PICK-UP OF VEHICLES:
#11 TERM OF THE CONTRACT:
BID WORKSHEET (Pages 11 through 14) I.T. B. 2008 - 111 VEHICLE SERVICE & REPAIRS In accordance with the terms and conditions of Invitation to Bid, I.T.B. 2008 - 111 (Vehicle Service & Repairs) and with full knowledge of the terms and conditions, we agree to furnish and deliver the following materials, service and/or equipment for the prices indicated below: Delivery terms and transportation charges are to be FOB Destination Freight Prepaid. All charges for delivery on parts are to be included in the bid price. VEHICLE SERVICE & REPAIRS: (OIL CHANGES, PREVENTATIVE MAINTENANCE, DIAGNOSTIC, REPAIRS & PARTS) ****All blanks must be filled in. If any blanks are omitted the response to the bid will be rejected. ****Taylor County reserves the right to periodically audit the hourly rate and parts cost of the vendor who is awarded the bid. "A" - Hourly rate for service: Labor per flat rate hour: $ Labor Standard Guide being used: Compute Example of Repairs for Labor Guide Comparison: 2006 Chevrolet Impala, 3.8L, V6 Replace front disc brake pads Replace both rotors Vendors Standard Labor Guide recommended time: Hours Replace transmission with rebuilt Vendors Standard Labor Guide recommended time: Hours Replace lower ball joint Replace inner tie rod end Replace pitman arm Replace idler arm Vendors Standard Labor Guide recommended time: Hours "B" REPAIR PARTS: Taylor Countys percentage above or below MFG. list (above +) % or (below -) % Compute Example of Repairs for Parts Cost Comparison: 2006 Chevrolet Impala, 3.8L, V6 Replace front brake pads and rotors, driver & passenger: Replace front disc brake pads, Brand: Part # Mfg. List : Taylor Countys price for part: Replace both rotors, Brand: Part # Mfg. List : Taylor Countys price for part: Replace Transmission with rebuilt: Mfg. List : Taylor Countys price for part: Replace front- end parts: Replace lower ball joint, Brand: Part # Mfg. List : Taylor Countys price for part: Replace inner tie rod end, Brand: Part # Mfg. List : Taylor Countys price for part: Replace pitman arm, Brand: Part # Mfg. List : Taylor Countys price for part: Replace idler arm, Brand: Part # Mfg. List : Taylor Countys price for part: "C" - Price for wrecker service:Price flat rate local pick-up (within city limits): $ Price per mile outside pick-up (outside City limits): $ "D" - Price per Oil change & Lube: Includes filter, oil, lube, all fluid levels & laborName brand filter: Fram, Hasting, AC Delco, Motorcraft & etc, no private labels Gasoline engine 8 cylinder: $ (regular oil) $ (synthetic oil) 6 cylinder: $ (regular oil) $ (synthetic oil) 4 cylinder: $ (regular oil) $ (synthetic oil) Diesel Engine: 8 cylinder: $ (regular oil) $ (synthetic oil)6 cylinder: $ (regular oil) $ (synthetic oil) 4 cylinder: $ (regular oil) $ (synthetic oil) Turnaround time for oil change & repairs: Oil Change: Hours or Day (circle one) Minor Repairs: Hours or Day (circle one) Major Repairs: Hours or Day (circle one) "E" - Warranty: Warranties, which are required, are listed on page 9 of the specifications. Vendor will either agree or disagree with the warranties. Circle one: Agree or Disagree If the Vendors warranties are different from those listed on page 9, list the warranties that are offered by your organization: Minor Repairs & Parts: Engine Repairs or Replacement Transmission Repairs or Replacement References: List two (2) references for which bidder have supplied similar equipment and/or supplies. Please include phone number and name of contact person. Other governmental units are preferred. Business Contact Person Phone Number The undersigned affirms that they are duly authorized to execute this bid on behalf of their company and, that this bid has not been communicated to any other vendor prior to the official opening of this bid. The undersigned affirms that the Company they represent agrees to the terms, conditions and specification requirements of this bid and if the bid is awarded the bid will be construed as the contractual agreement. Name and Address of Bidder All unsigned bids will be disqualified Signature: Name: Title: Phone No: ATTACHED EXHIBIT "A"LIST OF VEHICLES RETURN PAGES 11 through 14 &Copies of Master Mechanics Certificates, #7 page 9 Copy of Certificate of Insurance, #8 page 10
Purchasing Agent: |