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Bids may be withdrawn at any time prior to the official opening.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 After the official opening, bids may not be amended, altered, or withdrawn without the recommendation of the Purchasing Agent and the approval of the Taylor County Commissioners’ Court.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 County’s 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

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 Bidder’s 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 bidder’s 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 bidder’s 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. Vendor’s past performance record with Taylor County

D. Taylor County’s evaluation of vendor’s ability to perform

E. Taylor County’s 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) day’s 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 Contractor’s 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.

TECHNICAL SPECIFICATIONS:

All materials, equipment used and services rendered shall be in accordance with the manufacturer’s instructions and generally accepted industry practices.

#1 OIL CHANGES & PREVENTIVE MAINTENANCE SERVICES/INSPECTION:

Oil changes and vehicle inspections shall be performed on vehicles from all major automotive manufacturers, including, but not limited to: Ford, Chevrolet, Chrysler, Dodge and International. The types of vehicles range from passenger cars to light duty trucks, buses and SUVs.

1.1 OIL & LUBE SERVICES

Drain the vehicle’s oil and remove the oil filter. Install a new oil filter and fill the engine with the required amount of new oil. Lubricate the chassis.

Only new organic oil (detergent base oil) with the API designation SG Energy Conserving II detergent oils is acceptable. The SG designation may be shown alone or in combination with others such as SG/CC, SG/CD, or SF, SG, CC etc. (Non-detergent oils are not acceptable). Only oils from major refineries are acceptable such as Pennzoil, Quaker State, Mobil, etc. The oil shall meet the Original Equipment Manufacturer’s specifications and requirements for motor oil.

Sheriff vehicles use only synthetic oils.

Synthetic Oil: Shall meet or exceed the following specifications

API SH, CD

ILSAC GF-1

MIL-L-46152E

ACEA G-4, G-5, PD-2, D-4

CHRYSLER MS6395F

FORD ESE M2C-153E

GM 4718-M & 6094-M

The acceptable oil viscosity is 10W-30 for all vehicles.

Oil filters shall be the Original Equipment Manufacturers recommended part or an equivalent commercially available after market part that meets or exceeds the Original Equipment Manufacturer’s specifications. Taylor County requires a name brand filter such as Fram, Hasting, AC Delco, Motorcraft and etc, no private labels.

Power steering fluid and all other fluids/lubricants shall be the manufacturer’s recommended fluid/lubricant or equivalent commercially available after market fluid/lubricant that meets or exceeds the Original Equipment Manufacturer’s specifications.

1.2 PREVENTIVE MAINTENANCE SERVICES/INSPECTION

Topping off fluid levels is to be included in the cost of preventive maintenance, oil and lube. Miscellaneous replacement parts (bulbs, wiper blades and etc.) are to be considered as part of the contract but only under regular repairs.

Check transmission fluid and fill, if needed.

Check differential fluid and fill, if needed. Some vehicles are four wheel drives. This check requires all differentials to be checked.

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 vehicle’s 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

Date of the service,

Vehicle number

Mileage

Service or repair performed

Hours to perform specific job

Cost of labor and materials

Time arrived and time completed

Results of the inspections performed,

Recommendations on repairs

These reports shall be completed on each vehicle and copies shall be given to the driver when he/she leaves the facility. Also, a copy of this signed report must accompany the invoice or the driver’s signature may be incorporated into the invoice.

#3 REPAIRS: ALL

Vendors operation must be capable of handling major repairs as well as minor repair. Taylor County will have approximately 103 vehicles that at one time or another will need some sort of major or minor repair as well as oil changes and preventative maintenance services.

New replacement parts and fluids must meet manufacturer’s specifications. All parts are to be OEM quality or equivalent.

Brake repairs: includes pads, cylinders, rotors & etc

Analyze engine performance, which includes computer system

Tune up on engines

Starter and charging system repairs

Water pump replacement

Cooling system testing and repairs which includes dryers and compressors

Steering and suspension replacement or repairs

Changing all belts

Exhaust system repairs

Complete engine overhaul

Complete valve repair

Battery replacement

Shock replacement

Transmission repairs or replacement

State Inspections

All the above but not limited to other repairs

Due to the different Labor Standard Guides that vendors are using, it will be

necessary for each vendor to pay particular attention to the rate that is placed on the Bid Worksheet. For example if the rate is listed at $60.00 per flat rate hour then that is what will be billed on the invoices to Taylor County. Vendors need to be aware that Taylor County’s audit system will be looking at invoices assuring correct pricing. Vendors will be required to compute examples of repairs on the Bid Worksheet.

The vendor shall warrant materials and service rendered for a period of 12 months or 12,000 miles whichever occurs first.

The vendor shall warrant materials and service rendered for a period of 36 months or 36,000 miles whichever occurs first.

The vendor shall warrant materials and service rendered for a period of 24 months or 24,000 miles whichever occurs first.

Under this provision, the vendor agrees to repair or replace without cost during the warranty period, any part, feature or product found to be defective or unsuitable for the service intended at no cost to the County.

#6 VENDOR FACILITIES

All application, material handling and associated equipment shall conform to and be operated in accordance with Occupational Safety and Health Administration (OSHA) safety requirements. Contractor shall comply with all Federal, State and local fire and safety requirements. Contractor shall maintain good housekeeping at all times.

Vendors are required to employ a minimum of two-(2) ASC Certified Master Mechanics. Copies of the Certificates for the master mechanics are to be included with the Bid Worksheet.

#8 Insurance Requirements:

Vendors are required to carry Garage Liability Insurance in the amount of one million dollars ($1,000,000.00). Vendors will be required to furnish a certificate of the insurance with the Bid Worksheet.

Vendor must own or have at their disposal a wrecker service available 24 hrs per day. The Sheriff department has 41 vehicles that are on the road daily. Vendor will be required to provide a phone number for an available wrecker service. Taylor County has approximately 204 vehicles, see attachment "A".

#10 DELIVERY & PICK-UP OF VEHICLES:

Taylor County will be responsible for delivery and pick-up of vehicles that are in need of servicing or repairs. If vehicles are not moveable, the wrecker service will be notified for pick-up.

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)

****Taylor County reserves the right to periodically audit the hourly rate and parts cost of the vendor who is awarded the bid.

Labor per flat rate hour: $

Labor Standard Guide being used:

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

Replace front disc brake pads, Brand: Part #

Mfg. List :

Taylor County’s price for part:

Replace both rotors, Brand: Part #

Mfg. List :

Taylor County’s price for part:

Mfg. List :

Taylor County’s price for part:

Replace lower ball joint, Brand: Part #

Mfg. List :

Taylor County’s price for part:

Replace inner tie rod end, Brand: Part #

Mfg. List :

Taylor County’s price for part:

Replace pitman arm, Brand: Part #

Mfg. List :

Taylor County’s price for part:

Replace idler arm, Brand: Part #

Mfg. List :

Taylor County’s price for part:

Price flat rate local pick-up (within city limits): $

Price per mile outside pick-up (outside City limits): $

Name 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)

Diesel Engine:

6 cylinder: $ (regular oil) $ (synthetic oil)

4 cylinder: $ (regular oil) $ (synthetic oil)

Oil Change: Hours or Day (circle one)

Minor Repairs: Hours or Day (circle one)

Major Repairs: Hours or Day (circle one)

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: