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Home My WebLink AboutRESPONSE - RFP - 8390 OIL CHANGE SERVICESfd*-R�EASE MONKEY. Grease Monkey & Carwash at Rigden Farm 2626 South Timberline Road Fort Collins, Colorado 80525 Phone 225-1416 City of Fort Collins Doug Clapp, We appreciate our current business relationship and how it has evolved over the past ten years. We also understand the difficulty in meeting the City's contract requirements regarding billing issues. Our Point of Sale terminal is not as flexible as we would like. Based on that understanding our RFP response includes two options. The first option is basically a "business as usual" response to the RFP. The second is an "out of the box" proposal to greatly simplify the billing process. This option will "once and for all" end the billing problems we occasionally encounter. This was developed after reviewing 85 invoices covering the prior six months. The challenge - We understand that this RFP and previous agreements have been attempts to eliminate up selling and excessive over charging for extra quarts of oil, drain plugs, etc. and to eliminate billing errors. The problem we encounter is that every vehicle (invoice) has essentially infinite prices based on the oil type, additional oil required (we add based on manufacturer recommendations but fill to the full line on the oil dip stick), drain plugs, gaskets, etc. Unfortunately, our Point of Sale system (and every other Quick Lube POS) cannot handle both infinite pricing options and maintaining caps on extra qts of oil, etc. Therefore, we are forced to develop various discount schemes and train our employees to use them such that every invoice is accurate to the penny. As you know, this process is prone to errors. The solution — fixed (flat) pricing. We are offering the City a streamlined process — one we call Option B. For a flat price we will include all extra quarts of oil and any required drain plugs or gaskets so the price is always the same. The resulting invoice will be automatically emailed at the time of service. Summary Pricing: Conv (5 qts) Semi Synthetic F ulI Synthetic Other Current Agrement $32 $42 $52 Option A - RFP response $32 $42 $56 Option B - Fixed Pricing $35 $45 $60 $4for all add qts of oil. Drain plugs and gaskets extra $4for all add qts of oil. Drain plugs and gaskets extra Flat pricing - any additional oil, drain plugs and gaskets all included We are open to other pricing options that also address the billing issues but we think Option B is the simplest option. In addition to our pricing and proven track record with your fleet we offer the following advantages: 1. Our location is centrally located and is especially convenient for the city Police Services employees. 2. We use top quality Mobil oil and Purolator oil filters. 3. We understand your service and billing expectations and have a proven track record of following the billing process and not attempting any upsell. In addition, we will reprogram our POS terminal so all invoices are automatically emailed to you at the time of service. 4. We are offering free nitrogen for all city vehicles. We believe that the fuel and tire savings provided by this service totally offsets the annual costs of oil changes. Other RFP Issues and Timing Guarantee: 1. Grease Monkey is the only Quick Lube business that offers a 20-minute service guarantee. We have timing systems installed to monitor the service time of every vehicle once it enters the service bay. A tv monitor is installed in the lobby so that customers can track wait times. Our employees are trained to meet the 20-minute guarantee. 2. Grease Monkey has over 100 active commercial fleet accounts including the City of Fort Collins, three branches of the US Forest Service, Fort Collins Heating and Air, Conahan's Driving School, etc. References are available upon request. Please let me know if this proposal meets your needs and if there is anything else we can do to win your business. Regards, Mark and Susan Hynes — Owners/Operators A - EXHIBIT B PRICING AND PROPOSAL INFORMATION Standard Oil Change and Service $ # 32 Price for oil change service including filter, up to five quarts of oil and all t-� services listed as Services in the Scope of Services. $ I Price for each additional quart of oil for capacity greater than five quarts. Semi -Synthetic Oil Change and Service $ 2— Price for oil change service including filter, up to five: quarts of semi - synthetic oil and all services listed as Services in the Scope of Services. �y$ Price for each additional quart of oil for capacity greater than five quarts. Full Synthetic Oil Change and Service $ d 5� Price for oil change service including filter, up to five quarts of synthetic oil and all services listed as Services in the Scope of Services. k I-7I $ 1 Price for each additional quart of oil for capacity greater than five quarts. Other $ _ Q� Replace drain plug gasket $ -- 1� Replace drain plug and gasket Brand and trade name of oil to be used in City vehicles: P '/� ob t Brand and trade name of oil filters to be used in City vehicles: Pura (t102o Include, with your proposal, a specification sheet for the oil to be used in City vehicles and any pertinent technical information about the oil filters to be used. ** Please provide a list of at least three commercial reference contacts ** Please provide average time to service a City vehicle: ';�o t `lll,iP5 ** Please provide a written description of how you plan to handle servicing City vehicles including scheduling, wait times etc. RFP 8390 Oil Change Services Page 6 of 18 EXHIBIT B ' dV ICA/� Q PRICING AND PROPOSAL INFORMATION Standard Oil Change and Service Price for oil change service including filter, up to five quarts of oil and all services listed as Services in the Scope of Services. U/ Price for each additional quart of oil for capacity greater than five quarts. Semi -Synthetic Oil Change and Service $ Y 5 Price for oil change service including filter, up to five quarts of semi - synthetic oil and all services listed as Services in the Scope of Services. $ Price for each additional quart of oil for capacity greater than five quarts. Full Synthetic Oil Change and Service $ 460 Price for oil change service including filter, up to five quarts of synthetic oil and all services listed as Services in the Scope of Services. $ Price for each additional quart of oil for capacity greater than five quarts. Other $ Replace drain plug gasket $ Replace drain plug and gasket Brand and trade name of oil to be used in City vehicles: Brand and trade name of oil filters to be used in City vehicles: Po"C.1 a -k' Include, with your proposal, a specification sheet for the oil to be used in City vehicles and any pertinent technical information about the oil filters to be used. "" Please provide a list of at least three commercial reference contacts 1 20 M'( ,\ d aS " Please provide average time to service a City vehicle: " Please provide a written description of how you plan to handle servicing City vehicles including scheduling, wait times etc. RFP 8390 Oil Change Services Page 6 of 18 Additional Services: List any additional services not stated as requirements in the Scope of Services you will include with the Services at no extra charge. A', +1 0 0 9 0 Facility Locations: Street address: Phone No. Contact person: q%-Y?)j-`1720 Nar�+�vt�s RFP 8390 Oil Change Services Page 7 of 18 EXHIBIT D VENDOR STATEMENT I have read and understand the specifications and requirements for Request for Proposal 8390 Oil Change Services and 1 agree to comply with such specifications and requirements. I further agree that the method of award is acceptable to my company. I have received and reviewed the provided copy of the City's standard Services Agreement, and agree to complete said Services Agreement should I be awarded this project. I understand that if the contract is not completed and signed within 15 days following my receipt of said contract, the City reserves the right to cancel and award to the next highest qualified firm. COMPANY NAME: �e(o`^ J W A o`e ADDRESS:')62-(;5o? *, CITY, STATE, ZIP Ivv\\00'LV�c Poad III f\S, coI0'-C�A0 '�()S)(a PHONE: —aD S I I (? CONTACT'S NAME: I V la( �— HkAV')PS SIGNATURE: 1� IA1 TELEPHONE:70-`f )1 17?0 CELL: ] EMAIL: T p p AOL , Co vv\ RFP 8390 Oil Change Services Page 12 of 18 ACORO® CERTIFICATE OF LIABILITY INSURANCE DAM(MMIDDNYYY) 12/30/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: if the Certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Flood and Peterson PO Sox 578 Greeley CO 80632 NAME. Teresa Berry, CISR PHONE C,, (970)356-0123 1 Fffl No: (970)330-1867 E-MAIL Y ADDRESS: TBerry@FloodPeterson.com INSURER(S) AFFORDING COVERAGE NMC# INSURERA:IInion Insurance CompanyCampany 25844 INSURED Second Wave Automotive Care, LLC Endless Suer Properties, LLC 4711 E Falcon Drive, #231 Mesa AZ 8521$ INSURER B INSURER C: INSURER D: INSURER E: 1 INSURER F: COVERAGES CERTIFICATE NUMBER CL1692213491 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSIR LTR TYPE OF INSURANCE D POLICY NUMBER POLICY EFF MMIDD POLICY UP MWDD LIMITS X COMMERCWLGENERALLIABILITY EACH OCCURRENCE $ 1,000,000 A CLAIMS -MADE OCCUR UAMAGE TO RENTED PREMISES Eapccunence $ 300,000 MED EXP(Any one person) $ 10,000 W304413723 10/1/2016 10/1/2017 PERSONAL &ADV INJURY $ 1,000,000 GEML AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2, 000,000 X POLICY ❑ JEOT F I LOG PRODUCTS-COMPIOP AGO $ 2,000,000 Employee Benefits S 1,000,000 OTHER AUTOMOBILE LIABILITY CEaOMBINEDSINGLE LIMIT accident $ 1,000,000 BODILY INJURY (Per person) $ A ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS W304413723 10/1/2016 10/1/2017 J BODILY INJURY (Per accident) $ PROPERTY DAMAGE Per accident S NON -OWNED HIRED AUTOS Jx HIRED AUTOS AUTOS 4X UMBRELLA LIAR OCCUR EACH OCCURRENCE $ 1,000,000 AGGREGATE $ A EXCESS LIAB CLAIMS -MADE DED I I RETENTIONS $ G0304413723 10/1/2016 10/1/2017 WORKERS COMPENSATION J PER OTH- ANDEMPLOYERSIJABIUTY YIN ANY PROPRIETOWPARTNER/FXECUTNE STATUTE ER E L EACH ACCIDENT $ OFFICERIMEMBER EXCLUDED? ❑ NIA EL. DISEASE - EA EMPLOYE $ (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS loci. E.L. DISEASE -POLICY LIMB 1 $ DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Sebedule, may be Mlaebed it more space is mr,mod) City of Fort Collins Police Services PO Box 580 Fort Collins, CO 90522 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. Berry, CISR/TBERRY ACORD 25 (2014101) The ACORD name and logo are registered marks of ACORD INS025f2014011