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HomeMy WebLinkAboutBID - 7157 OIL CHANGE SERVICES - 2010Cs}`/ o� Financial Services i• F6rt Purchasing Division 215 N. Mason St. 2nd Floor Collins PO Box 580 Fort Collins, CO 80522 970.221.6775 Purchasing 970.226707 fcgov.com/Purchasing INVITATION TO BID 7157 Oil Change Services - 2010 BID OPENING: 2:30 P.M. (our clock), July 26, 2010 The City of Fort Collins extends an invitation to bid for supplying oil change services for City light duty vehicles. 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, 2nd 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 2:30 p.m. (our clock), July 26, 2010. Questions regarding bid submittal or process should be directed to James R. Hume, CPPO, Senior Buyer (970) (970)221-6776. A copy of the Bid may be obtained as follows: Download the Bid from the Purchasing Webpage, Current Bids page, at: http://fcgov.com/eprocurement 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 Bids may be withdrawn up to the date and hour set for closing.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. where renewal is a way of life Bid 7157, Pricing: Price for oil change service including filter, up to five quarts of oil and all services listed as Standard Service, above. 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 Include, with your bid, a specification sheet for the oil to be used in City vehicles and any pertinent technical information about the oil filters to be used. Additional Services: List any services you will include with the Standard Service at no extra charge. 1. 2. 3. 4. Facility Locations: Street address: Phone No. Contact person: 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. 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 over the 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 is 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 BID PROPOSAL BID # 7157 BID OPENING: July 26, 2010, 2:30pm (our clock) We hereby enter our bid for the City of Fort Collins' requirements for Oil Change Services, per the bid invitation and any referenced specifications The City is seeking to enter into an agreement with local oil change facilities to handle routine vehicle servicing. For a single standard price, this routine service will include an oil and filter change, checking and topping off most other vehicle fluids, washing exterior windows, vacuum interior and conducting a general safety inspection. City Fleet maintenance personnel are trained and equipped to handle comprehensive services, inspection, and repairs. It is not the City's intent that selected oil change facilities should attempt to conduct any in-depth inspections and repair of vehicle brake systems, shocks and struts, or any other mechanical components. Services are to be restricted to routine oil changes as set forth below. Vendor personnel must not attempt to sell the drivers of City vehicles any replacement parts or additional services. The bid will be awarded based on offered price and location of facility. It will not be possible to ensure that each selected facility receives the same amount of business as other facilities. Bidder's Instructions: Fill out the blanks as indicated in the attached service agreement, Oil Change Services - 2010, sign the agreement, complete the Pricing section of Exhibit A: Scope of Services and return this complete bid and agreement along with any other requested technical information. For questions concerning this bid, contact Jim Hume, Buyer, 970-221-6776. SERVICES AGREEMENT Oil Change Services 2010 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 Oil Change services in accordance with the Scope of Services attached hereto as Exhibit "A", consisting of two (2) pages, incorporated herein by this reference. 2. Contract Period. This Agreement shall commence August 1, 2010 and shall continue in full force and effect until July 31, 2011, unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be extended for additional one year periods not to exceed four (4) additional one year periods. Renewals and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide. Written notice of renewal shall be provided to the Service Provider and mailed no later than sixty (60) days prior to contract end. 3. 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 following addresses: City: City of Fort Collins Operations Services PO Box 580 Fort Collins, CO 80522 Service Provider: Company Name: Street Address: City/State/Zip Phone: Fax: Email: 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. 4. Contract Sum. The City shall pay the Service provider for the performance of this Contract, subject to additions and deletions provided herein, per the attached Exhibit "A". 5. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, 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. 6. 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. 7. 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. 8. 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. 9. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. 10. 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. 11. 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. 12. 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. 13. 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 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 B, 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, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 14. 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. 15. 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. 16. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider will participate in either the e-Verify program created in Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "e-Verify Program") or the Department Program (the "Department Program"), an employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment eligibility of all newly hired employees to perform work under this Agreement. b. Service Provider shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement. c. Service Provider is prohibited from using the e-Verify Program or Department Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed. d. If Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider has actual knowledge that the subcontractor is employing or contracting with an illegal alien; and 2. Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien; except that Service Provider shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien. e. Service Provider shall comply with any reasonable request by the Colorado Department of Labor and Employment (the "Department") made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17.5-102 (5), C.R.S. f. If Service Provider violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this Agreement is so terminated, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. Company Name: By: Print Name: Title: CITY OF FORT COLLINS By: James B. O'Neill, Il, CPPO Director of Purchasing and Risk Mgt. Exhibit A: Scope of Services Standard Service: At a single standard price for FWD, AWD, RWD and 4WD vehicles, oil changes must include: 1. Drain engine oil and refill with up to five (5) quarts of oil 2. Replace oil filter 3. Check and top off: - power steering fluid - windshield washer fluid - engine coolant - battery fluid (except for sealed batteries) - transmission/transaxle fluid - differential oil 4. Check and adjust tires to recommended pressure 5. Inspection of: - brake fluid (transparent reservoirs) - serpentine belts - exterior.lights - windshield wiper blades 6. Chassis lubrication (where applicable) 7. Clean: -exterior windows - vacuum interior floors Oil Quality Oil used in the Standard Service must be a major brand oil such as Shell, Mobil, Conoco, Valvoline, and Pennzoil in SAE 5W30 weight for the City's light duty vehicles, unless a different weight oil is specified by the vehicle manufacturer. Oil must meet ILSAC GF-4 and API SM requirements for any oil used. In addition, the oil used must meet or exceed the specifications for FormulaShell Engine Oils of the same SAE grade. Additional charges: Oil: for engines with an oil capacity exceeding five quarts, the vendor may charge up to $4.00 for each additional quart required. The City will not pay for oil added in excess of the specified oil capacity of the vehicle. Drain plug and/or gasket: The City will pay up to $1.00 for a drain plug gasket and up to $3.00 for a replacement drain plug with gasket. Observed Problems Vendors are expected to immediately advise City Fleet contact personnel by phone if any of the following items are noted: - low brake fluid level (do not refill) - worn serpentine belts - worn or damage windshield wiper blades - inoperative lights - serious fluid leaks - safety concerns or damaged components These issues should also be noted on the billing invoice. Training of vendor personnel: Each selected vendor will be expected to train their employees in the proper procedures to follow for servicing City vehicles and billing for those services. Credit cards will not be used to pay for oil change services. "Next Service" stickers must indicate a 5,000 mile service interval. Do not enter a date. Invoicing: Invoices must show the price for the Standard Service and the cost of any additional oil, drain plug gasket, or drain plug with gasket. No other services or parts will be paid for. Note observed maintenance issues on the invoice. Identify vehicle by at least two of the following: Unit number, VIN, or license plate number. Invoice must include the printed name and signature of the City driver. Fax or email invoice to Jan at Operations Services within five working days. Fax: 970-221-6534, email: jwatson(c�fcgov.com