HomeMy WebLinkAboutBID - 5770 TOWING SERVICES ANNUALCity of Fort Collins
Administrative Services
Purchasing Division
CITY OF FORT COLLINS
INVITATION TO BID
BID #5770
TOWING SERVICES
BID OPENING: MARCH 11, 2003, 2:30P.M. (our clock)
Sealed bids will be received and publicly opened at the office of the Director Of Purchasing and Risk
Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80522, at the
time and date noted on the bid proposal and/or contract documents. If delivered, they are to be sent
to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O.
Box 580, Fort Collins, 80522-0580.
Bids must be received at the Purchasing Office prior to 2:30p.m. (our clock), March 11,
2003.
A copy of the Bid may be obtained as follows:
Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #25770. (The bid number must be preceded by a 2 when
using the Fax -line.)
2. Download the Bid from the Purchasing Webpage, Current Bids page, at:
www.fcgov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2nd floor., Fort Collins, and request
a copy of the Bid.
Special Instructions
All bids must be properly signed by an authorized representative of the company with the legal
capacity to bind the company to the agreement. Bids may be withdrawn up to the date and hour
set for closing. Once bids have been accepted by the City and closing has occurred, failure to
enter into contract or honor the purchase order will be cause for removal of supplier's name from
the City of Fort Collins' bidders list for a period of twelve months from the date of the opening.
The City may also pursue any remedies available at law or in equity. Bid prices must be held
firm for a period of forty-five (45) days after bid openings.
Submission of a bid is deemed as acceptance of all terms, conditions and specifications
contained in the City's specifications initially provided to the bidder. Any proposed modification
must be accepted in writing by the City prior to award of the bid.
Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly
identified by the bid number and bid name contained in the bid proposal.
No proposal will be accepted from, or any purchase order awarded, to any person, firm or
corporation in default on any obligation to the City.
Bids must be furnished exclusive of any federal excise tax, wherever applicable.
Bidders must be properly licensed and secure necessary permits wherever applicable.
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Cj)Ilins, CO 80522-0580 • (970) 221-6775 • FAX (770) 221-6707
within the scope of his or her authority, all necessary and proper decisions with reference to the
services provided under this agreement. All requests concerning this agreement shall be directed to
the City Representative.
7. Independent Service provider
The services to be performed by Service Provider are those of an independent service provider and
not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any
portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's
Compensation or other taxes or benefits or for any other purpose.
8. Personal Services
It is understood that the City enters into the Agreement based on the special abilities of the Service
Provider and that this Agreement shall be considered as an agreement for personal services.
Accordingly, the Service Provider shall neither assign any responsibilities nor delegate any duties
arising under the Agreement without the prior written consent of the City.
9. Acceptance Not Waiver
The City's approval or acceptance of, or payment for any of the services shall not be construed to
operate as a waiver of any rights or benefits provided to the City under this Agreement or cause of
action arising out of performance of this Agreement.
10. Warranty
Service Provider warrants that all work performed hereunder shall be performed with the highest
degree of competence and care in accordance with accepted standards forwork of a similar nature.
11. Default
Each and every term and condition hereof shall be deemed to be a material element of this
Agreement. In the event either party should fail or refuse to perform according to the terms of this
agreement, such party may be declared in default thereof.
12. Remedies
In the event a party has been declared in default, such defaulting party shall be allowed a period of
ten (10) days within which to cure said default. In the event the default remains uncorrected, the
party declaring default may elect to:
a. Terminate the Agreement and seek damages;
b. Treat the Agreement as continuing and require specific performance; or
C. Avail himself of any other remedy at law or equity. If the non -defaulting party
commences legal or equitable actions against the defaulting party, the defaulting
party shall be liable to the non -defaulting party for the non -defaulting party's
reasonable attorney fees and costs incurred because of the default.
13. Binding Effect
This writing, together with the exhibits hereto, constitutes the entire agreement between the parties
and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure
to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of
said parties.
14. Indemnity/insurance
a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents
and employees against and from any and all actions, suits, claims, demands or liability of
any character whatsoever brought or asserted for injuries to or death of any person or
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persons, or damages to property arising out of, result from or occurring in connection with
the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work hereunder
to prevent injury to persons and property.
C. Without limiting any of the Service Provider's obligations hereunder, the Service Provider
shall provide and maintain insurance coverage naming the City as an additional insured
under this Agreement of the type and with the limits specified within Exhibit "A", consisting of
one (1) page, attached hereto and incorporated herein by this reference. The Service
Provider before commencing services hereunder, shall deliver to the City's Director of
Purchasing and Risk Management, 256 West Mountain Avenue, Fort Collins, Colorado
80521 one copy of a certificate evidencing the insurance coverage required from an
insurance company acceptable to the City.
15. Entire Agreement
This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute
the entire Agreement of the parties. Covenants or representations not contained in this Agreement
shall not be binding on the parties.
16. Law/Severability
The laws of the State of Colorado shall govern the construction interpretation, execution and
enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or
unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render
unenforceable any other provision of this Agreement.
17. Special Provision
This agreement will be canceled and the Service Provider removed from the Towing Priority List if
the Service Provider cannot routinely provide towing services as specified in the current Towing Bid,
if the Service Provider attempts to over charge the City or private citizens for towing and/or storage
services, or if the Service Provider assigns uncleared drivers to provide towing services.
City:
Service Provider:
City of Fort Collins Purchasing
PO Box 580
Fort Collins, CO 80521
Company Name:
Corp., DBA, Partnership, LLC or PC?
Address:
By:
James B. O'Neill II, CPPO
By:
Print Name:
Director of Purchasing & Risk Management
Date:
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Exhibit A: Insurance Requirements
1. The Service Provider will provide, from insurance companies acceptable to the City, the
insurance coverage designated hereinafter and pay all costs. Before commencing work
under this bid, the Service Provider shall furnish the City with certificates of insurance
showing the type, amount, class of operations covered, effective dates and date of
expiration of policies, and containing substantially the following statement"
The insurance evidenced by this Certificate will not be cancelled or materially altered,
except after ten (10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its
option, may take out and maintain, at the expense of the Service Provider, such
insurance as the City may deem proper and may deduct the cost of such insurance from
any monies which may be due or become due the Service Provider under this
Agreement. The City, its officers, agents and employees shall be named as additional
insureds on the Service Provider's general liability and automobile liability insurance
policies for any claims arising out of work performed under this Agreement.
2. Insurance coverage shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall
maintain during the life of this Agreement for all of the Service Provider's
employees engaged in work performed under this agreement:
1. Workers' Compensation insurance with statutory limits as required by
Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident,
$500,000 disease aggregate, and $100,000 disease each employee.
3. Cargo coverage with limits of $25,000 per occurrence.
4. Garage keeper's liability with limits of $25,000 per occurrence.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain
during the life of this Agreement such commercial general liability and automobile
liability insurance as will provide coverage for damage claims of personal injury,
including accidental death, as well as for claims for property damage, which may
arise directly or indirectly from the performance of work under this Agreement.
Coverage for property damage shall be on a "broad form" basis. The amount of
insurance for each coverage, Commercial General and Vehicle, shall not be less
than $500,000 combined single limits for bodily injury and property damage.
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Bidders not responding to this bid will be removed from our automated vendor listing for the
subject commodities.
The City may elect where applicable, to award bids on an individual item/group basis or on a
total bid basis, whichever is most beneficial to the City. The City reserves the right to accept or
reject any and all bids, and to waive any irregularities or informalities.
Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material,
supplies or services where such officer or employee exercises directly or indirectly any decision -
making authority concerning such sale or any supervisory authority overthe services to be rendered.
This rule also applies to subcontracts with the City. Soliciting or accepting any gift, gratuity, favor,
entertainment, kickback or any items of monetary value from any person who has or is seeking to do
business with the City of Fort Collins is prohibited.
Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All
freight charges must be included in prices submitted on proposal.
Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid figures and
not entered as separate pricing on the proposal form.
Purchasing restrictions: your authorized signature of this bid assures your firm's compliance
with the City's purchasing restrictions. A copy of the resolutions are available for review in the
Purchasing Office or the City Clerk's Office. Request Resolution 91-121 for cement restrictions.
Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and
reported to authorities as such. Your authorized signature of this bid assures that such bid is
genuine and is not a collusive or sham bid.
Bid results: for information regarding results for individual bids send a self-addressed,
self -stamped envelope and a bid tally will be mailed to you. Bid results will be posted in our
office 7 days after the bid opening.
�James'B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
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BID PROPOSAL
BID #5770
TOWING SERVICES
BID OPENING: March 11, 2003, 2:30P.M. (our clock)
We hereby enter our bid for the City of Fort Collins' requirements for Towing Services, per the
bid invitation and any referenced specifications:
Background:
The City of Fort Collins has a wide variety of towing requirements and towing may be requested by
any City department. However, the bulk of towing services will be provided to three departments:
Streets - for relocating vehicles during street rehab or street sweeping operations and during winter
storms; Fleet Services — for towing City vehicles to a repair facility; and Transfort— for towing buses
to a repair facility. Police vehicles requiring towing services are not included in this bid.
Specifications:
The type of towing services required will vary by type of vehicle and type of tow. Automobiles and
light to medium duty trucks may be towed using a tilt -bed wrecker or a standard wrecker with
underbody or wheel dolly equipment. A tilt -bed wrecker may be specified by the City whenever the
requesting personnel judge that to be the most appropriate method. Wreckers dispatched to tow
single -axle, heavy duty trucks and mini -buses must have a rated minimum towing capacity of 32,000
lbs. Those dispatched to tow tandem -axle trucks and full-size buses must have a rated towing
capacity of 50,000 lbs. or more.
Full-size buses may be flat -towed using a tow bar attached to the eyelets at the front of the bus. If
that is not appropriate, the wrecker must be able to lift the front end of the bus and tow it safely
without damaging the wheelchair lift in the front of the bus.
Vehicles will occasionally need to be towed long distances to a repair facility. At the sole discretion
of the City, Service Providers may be required to transport the vehicle on a trailer or using a tilt -bed
wrecker with sufficient load capacity.
Service Provider personnel may enter vehicle to be towed only when necessary to prepare the unit
for towing. For Relocation Towing, the vehicle must be safely parked in the new location, windows
closed, and locked securely. For Winter Storm or Street Sweeping Towing, the vehicle must be
safely parked in the Service Provider's storage lot, windows closed, and securely locked.
Service Provider shall maintain true and accurate records according to the daily record requirements
of CRS Section 42-5-105. For Relocation Towing Service Provider must forward relocated vehicle
make, color, and license number to the Department Representative who requested the towing.
Towing shall be done so as to prevent damage to towed vehicles or to minimize further damage to
vehicles which are already damaged.
The Service Provider shall have a fenced, secure vehicle storage lot. Stored vehicles shall not be
released until the rightful ownership of the vehicle is clearly established. The City shall not be
responsible for payment of towing or storage fees for vehicles towed to the Service Provider storage
lot.
If the Service Provider cannot be reached at the designated phone number three or more times in a
30-day period, or if the Service Provider fails to respond to a towing request within the time limits
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established in these Specifications more than three times in a 30-day period, the Service Provider
may be terminated from the City's towing priority list for the balance of the current year.
Service Provider shall:
1. Provide towing services, on an as -needed basis, from the location of the disabled vehicle to the
designated repair facility. Drivers must be familiar with the four main City shop locations
although vehicles are sometimes towed to other locations.
2. Make all vehicle hook-ups according to manufacturer's specifications contained in the vehicle
"Owner's Manual" or according to the most current edition of the "AAA Towing Manual".
3. Have a valid Tow Permit issued by the Colorado Public Utilities Commission and comply with all
applicable Federal, State, and local regulations
4. Provide the City with a single telephone number to be used for requesting towing services 24
hours a day, seven days a week. This phone number must be answered by a person who can
dispatch a tow truck and give the requesting employee an accurate estimated time of arrival
(ETA), or schedule towing when immediate service is not being requested. Answering services,
messaging services, automated paging systems, or any other systems of voice messaging are
not acceptable.
5. Dispatch tow trucks using radio or cellular phone.
6. Be at the disabled vehicle location within 45 minutes of receiving a request for towing services,
unless the City employee initiating the request authorizes additional time.
7. Immediately, upon receiving a request for tow, advise the City employee if a tow truck cannot be
at the disabled vehicle location within 45 minutes so service can be requested elsewhere.
8. Provide towing using equipment appropriate to the type of vehicle being towed. City
Representative shall be informed of any change in company equipment.
City employees will:
1. Call the listed Service Provider number to request appropriate towing services.
2. Provide dispatch personnel with the disabled vehicle type, location, vehicle damage, and any
other information pertinent to the requested tow.
3. Ensure access to City repair facility if the vehicle is to be towed to one of those locations.
4. Provide directions and contact information when a vehicle is to be towed to any other location.
5. Provide lists of relocated vehicles to the Police Department.
Other Requirements:
1. Service Providers must notify the City Representative when towing equipment is added or
deleted from their inventory so the Towing Priority List may be kept up to date.
2. Service Provider must obtain a clearance from Fort Collins Police Services for drivers prior to
assigning them to tow City vehicles. Police Services will check all sources of information they
deem relevant and appropriate before issuing a clearance. The Service Provider shall provide
the City Representative with the following information about each person seeking clearance:
• Full name, date of birth, social security number, and valid driver's license number.
3. No person may tow City vehicles if that person has:
• An active criminal arrest warrant.
• A conviction for any felony, on parole for such felony, or who has been released from custody for
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such felony within the previous ten years.
• A misdemeanor conviction on drug related charges within the previous five years.
• A non -drug -related misdemeanor or petty offense conviction within the past three years.
Definitions:
1. Normal Towing — Flat towing, towing by lifting either end of a vehicle, towing using a dolly, or
transporting the disabled vehicle using a tilt -bed wrecker.
2. Long Distance Tow — Towing to or from a repair facility outside the Fort Collins Towing Area.
This type of towing will normally be done with a tilt -bed wrecker or by trailer.
3. Relocation Towing — Moving vehicles out of the path of street rehab operations.
4. Winter Storm and Street Sweeping Towing — Moving vehicles off of Snow Emergency routes
and streets to be swept. Towed vehicles must be taken to a secured area and stored until
reclaimed by the owner.
5. Fort Collins Towing Area — Geographical area where hookup prices and local trip fees apply.
Outside this area hookup fees are calculated on a per mile basis, as specified for Long Distance
towing. This area is bounded by the foothills on the west, 1-25 on the east, by CR 54 on the
north, and on the south by CR30, plus anyplace within the City limits lying outside that area.
Change Notifications:
Notify the City Representative when adding or removing vehicles and equipment from your fleet
equipment listing for these services.
Provide the City Representative with the driver information specified above and do not assign any
new drivers to City towing until a clearance has been received from Police Services. The City
Representative will notify you when such clearance is received.
The City Representative for this agreement is: Eric Tacorante, Fleet Services, 221-6613.
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Bid Proposal: (Revised)
Bid #5770, Towing Services
Type of
Towing
Towed Vehicle Type
Towing Equipment
Price per
Price per
Hookup
Loaded Mile
Normal Tow
Car, Van, SUV, Truck to
20,000 GVWR
Std Wrecker or Tilt -Bed
$ each
N/A
Normal Tow
Truck, Single Axle, over
Wrecker or Tilt -Bed — tow
$ each
N/A
20,000 GVWR, or Mini Bus
rating, 32,000 lbs.
Normal Tow
Truck, Tandem Axle, or
Wrecker or Tilt -Bed — tow
$ each
N/A
Full-size Bus
rating, 50,000 lbs.
Long Distance
Car, Van, SUV, Truck to
Std Wrecker, Tilt -Bed, or
$ /mile
$
20,000 GVWR
trailer
Long Distance
Truck, Single Axle, over
Tilt -Bed or Trailer, 32,000
$ /mile
$
20,000 GVWR, or Mini Bus
lbs. GVWR
Long Distance
Truck, Tandem Axle, or
Tilt -Bed or Trailer, 50,000
$ /mile
$
Full-size Bus
lbs. GVWR
Relocation
Car, Van, SUV, Light Truck
Std Wrecker or Tilt -Bed
$ each
N/A — tow less
than one mile
Winter Storm &
Street Sweeping
Car, Van, SUV, Light Truck
Std Wrecker or Tilt -Bed
$ each
$
Miscellaneous
Char
Vehicle Type
Cost
es
Dolly Fee
As required, enter cost in addition to hookup fee
$
Storage Fee
Enter fee per day, week, and month
$ day
$ wk.
$ mo.
Hourly Labor Rate
To be used in calculating all additional labor costs
$ /hour
Jump Start
Car, Van, SUV, & Light Truck, Enter Trip Fee plus 15 minutes labor
$ Trip
$ Lab.
Jump Start
HD Trucks and Equipment, Trip Fee plus 30 minutes labor
$ Trip
$ Lab.
Tire Changes
Car, Van, SUV, & Light Truck, Trip Fee plus 15 minutes labor per tire
$ Trip
$ Lab.
Signature:
Title:
Company:
Date:
Street:
City/State/Zip:
Phone #:
Fax #:
Equipment and Driver Information Sheet:
Bid #5770, Towing Services
Equipment List: List all vehicles which will be used for towing City vehicles.
Type: Wrecker, HD
Make Model Year GVW Wrecker,
Tilt -Bed Wrecker, Trailer
Driver List: Provide information on all driver's who will be assigned to City towing.
Drivers may not tow City vehicles until they have been cleared by Police Services.
Full Name Date of Birth SSN Driver's License #
It is the Service Provider's responsibility to notify the City Representative of changes or
additions to Equipment and to obtain clearance for new drivers prior to assigning them to
City towing.
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Method of Award:
This bid will NOT be awarded to one vendor. Each responsible Bidderwho meets the requirements
listed in the bid will be placed on a Towing Priority list, ranked by type of towing services that Bidder
can provide along with applicable pricing. The lowest responsible Bidder in each category will be
contacted first, then next lowest responsible Bidder contacted, etc., until the required services are
obtained. If the listed vendor cannot be contacted immediately, the person requesting service will
contact the next vendor on the list.
Towing Services Master Agreement
The attached Towing Services Master Agreement must be filled out, signed, and returned along with
your bid. If there are questions concerning the Master Agreement, please contact Jim Hume, Buyer
at 970-221-6776.
Submittals:
Bidders must submit:
• Completed Bid Proposal.
• Signed Towing Services Master Agreement.
• Completed Equipment and Driver Information Sheet.
• Insurance information as specified in Exhibit A.
For questions concerning this bid, contact Jim Hume, Buyer, 970-221-6776.
Eric Tacoronte, Fleet Services will be the City Representative under this bid and the Towing
Services Master Agreement. He can be reached at 221-6613.
For questions relating to Streets rehab and winter storm towing, contact Dave Lang, Mobile phone,
222-7007. Refer Transfort bus towing questions to Dave Leicester, 221-6625. Fleet Services
towing questions (all types up to heavy truck) may be directed to Eric Tacoronte, 221-6613.
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2003 TOWING SERVICES MASTER AGREEMENT
(supersedes all previous towing agreements)
THIS AGREEMENT made and entered into the day and year set forth below by and between THE
CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the
"City" and , hereinafter referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by and
between the parties hereto as follows:
1. Scope of Services
The Service Provider agrees to provide services in accordance with the Specifications contained in
the current City of Fort Collins Towing Services bid.
2. Contract Period
This Agreement shall commence April 1, 2003, and shall continue in full force and effect until March
31, 2004, unless sooner terminated as herein provided. Towing services will be bid each year and
this agreement shall automatically renew for additional one year periods, provided the Service
Provider submits a new bid each year and, providing the agreement has not been canceled as
provided herein. Pricing changes shall be negotiated by and agreed to by both parties. Written
notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) days
prior to contract end.
3. Compensation
The City shall pay the Service Provider for the performance of this Contract, subject to additions and
deletions provided herein, according to the rates established in the current Towing Priority List.
4. Delay
If either party is prevented in whole or in part from performing its obligations by unforeseeable
causes beyond its reasonable control and without its fault or negligence, then the party so prevented
shall be excused from whatever performance is prevented by such cause. To the extent that the
performance is actually prevented, the Service Provider must provide written notice to the City of
such condition within fifteen (15) days from the onset of such condition.
5. Early Termination by City/Notice
Notwithstanding the time periods contained herein, the City may terminate this Agreement at any
time without cause by providing written notice of termination to the Service Provider. Such notice
shall be delivered at least fifteen (15) days prior to the termination date contained in said notice
unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be
effective when mailed, postage prepaid and sent to the addresses listed at the end of this
agreement.
In the event of early termination by the City, the Service Provider shall be paid for services rendered
to the date of termination, subject only to the satisfactory performance of the Service Provider's
obligations under this Agreement. Such payment shall be the Service Provider's sole right and
remedy for such termination.
6. City Representative
The City will designate, prior to commencement of the work, its representative who shall make,
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