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HomeMy WebLinkAbout09/18/2007, C8 - INVITATION FOR BIDS - SEVEN COMPACT PICKUP TRUCKS SPECIFICATION NO. 90794 COUnCII pt.18, 2007 j Agcnda Report N-1- 6 e CITY OF SAN LUIS OBISPO FROM: Department Head: Jay Walter, Public Works Directo Prepared By: Dave Smith, PW Administrative Se ices Manager SUBJECT: INVITATION FOR BIDS—SEVEN COMPACT PICKUP TRUCKS SPECIFICATION NO. 90794 CAO RECOMMENDATION 1. Approve the Notice Inviting Bids for Seven Compact Pickup Trucks under Specification No. 90794 2. Authorize the City Administrative Officer to award a purchase order to the lowest responsible bidder if the bid price does not exceed the amount budgeted by more than ten percent. DISCUSSION Typically the City acquires new compact pickup trucks through a cooperative purchasing contract like the California Multiple Award Schedule (CMAS). Because of delays involved with a review of alternative powertrains in an effort to improve fuel economy and vehicle emissions. The CMAS order cutoff dates for these trucks have passed, and other cooperative purchasing contracts are not currently available. Rather than wait until a new round of CMAS contracts are available, which could be as late as 2008,Public Works has prepared an invitation for bids to furnish these vehicles. The Fleet CIP Review Committee reviewed potential alternative powertrains for all 2007-08 fleet procurements. The seven trucks involved in this procurement were originally specified with V-6 engines. The committee concluded that for light-duty trucks such as these, inline engines would be suitable. The seven trucks to be purchased have inline 4 cylinder engines with significantly . better fuel economy and tailpipe emissions than the V-6 engines originally proposed. FISCAL IMPACT Appendix B Estimated Amount Unit Type Program Pae Cost Budgeted Regular Cab Pickup Street Maintenance 3-233 $14,000 $17,200 Regular Cab Pickup Parkin 3-327 14,000 14,100 Extended Cab Pickup Water Reclamation Facility 3-169 15,400 16,600 Extended Cab Pickup Creek and Flood Protection 3-317 15,400 16,500 Extended Cab Pickup Natural Resources Protection 3-480 15,400 16,500 Extended Cab Pickup Building and Safe 3-483 15,400 17,500 Extended Cab Pickup CIP Project Engineering 3485 15,400 16,500 Totals $105,000 1 $114,900 IFB-Seven Compact Pickup Trucks, Specification 90794 Page 2 In general the amounts budgeted are higher than the estimated costs because they were originally based on units with larger engines or have additional minor equipment to be added by the Fleet mechanics after the purchase and delivery. ATTACHMENT Invitation for bid G:\Staff-Reports-Agendas-Minutes\_CAR\2007\Fleet\7 Light Trucks CMAS - IFB\CAR - IFB for Seven Compact Pickup Trucks Spec 90794.DOC G ATTACHMENT' �Illlllllllllll pIIIIIII City or i San LUIS omp0 990 Palm Street 6 San Luis Obispo,CA 93401 Notice Inviting Bids for Compact.Pickup Trucks Specification No. 90794 The City of San Luis Obispo is inviting sealed bids to furnish seven compact pickup trucks pursuant to Specification No. 90794. All bids must be received in the Department of Finance by 3:00 p.m. Wednesday,October 3,2007, when they will be opened publicly in the City Hall Council Chamber,990 Palm Street, San Luis Obispo,CA 93401. Bids received after said time will not be considered. To guard against premature opening,each bid shall be submitted to the Department of Finance in a sealed envelope plainly marked with the bid title, specification number, bidder name,and time and date of the bid opening. Bids shall be submitted using the forms provided in the specification. Download FREE at the City's website: www.slocity.org-Bid packages under Bids & Proposals. Bid packages may also be obtained at the Public Works Department, 919 Palm St., San Luis Obispo, CA at no charge, or by calling the Public Works Department at 805/781-7200 or pking@slocity.org . Additional information may be obtained by calling Dave Smith at 805/781- 7209 or dsmith@slocitv.ore . C �"3 ATTACHMENT , Specification No. 90794 CONTENTS A. Description of Equipment 1 B. General Terms and Conditions 2 C. Special Terms and Conditions 5 Bid Form 6 �--y - ATTACHMENT Section A DESCRIPTION OF EQUIPMENT The City of San Luis Obispo is inviting bids to furnish seven new rear-wheel-drive compact pickup trucks that are the manufacturer's current year latest models, meet the minimum specifications listed in this section,and are complete, serviced, fitted with all standard equipment as published on the manufacturer's website, and ready for service. Examples of models that should meet the standards listed in this section are Ford Ranger,Chevrolet Colorado,GMC Canyon, Mazda B-Series,Nissan Frontier, and Toyota.Tacoma. Two of the trucks shall be standard cab models with two doors, front seats only, and seating for two to three adults. Five of the trucks shall be extended cab(not crew cab)models with two to four doors,front and rear seats,and seating for four to five adults. Minimum Specifications; Required engine type: In-line 4-cylinder Minimum engine displacement: 2.3 liters Transmission type: Automatic Maximum overall length for standard cab: 193 inches Maximum overall length for extended cab: 209 inches Exterior color: White Interior color; Gray Seat upholstery material: Vinyl split or bucket seats Air conditioning: Included Full factory warranty period on vehicle: 3 years or 36 months Full factory warranty period on drivetrain: 5 years or 60 months The Contractor shall pay for all incidental expenses associated with warranty service,including, but not limited to,a)transportation and b) City labor and City-supplied parts if the Contractor elects to have the City perform warranty service. Section B GENERAL TERMS AND CONDITIONS I. Requirement to Meet All Provisions. Each individual or firm submitting a bid (bidder) shall meet all of the terms and conditions of this specification. By virtue of its bid submittal,the bidder acknowledges agreement with and acceptance of all provisions of this specification. 2. Bid Submittal. Each bid must be submitted on the form provided in this specification and accompanied by any other'required submittals or supplemental materials. Bid documents shall be enclosed in an envelope that.shall be sealed and addressed to the Department of Finance,City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA,93401. In order to guard against premature opening,the bid should be clearly labeled with the bid title,specification number, name of bidder, and date and time of bid opening. No FAX submittals will be accepted. 3. Bid Quotes and Unit Price Extensions. The extensions of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the bid form. Any lump sum bid shall be stated in figures. The bid form must be fully completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder's intention and the bid total will be corrected to conform to the specified unit price. 4. Bid Withdrawal and Opening. A bidder may withdraw its bid without prejudice prior to the time specified for the bid opening by submitting a written request to the Director of Finance for its withdrawal, in which event the bid will be returned to the bidder unopened. No bid received after the time specified or at any place other than that stated in the "Notice Inviting Bids"will be considered. All bids will be opened and declared publicly. Bidders or their representatives are invited to be present at the opening of the bids. 5. Submittal of One Bid Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one bid, except an alternative bid when specifically requested 6. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any such oral communication shall not be binding on the City. 7. Bid Retention and Award. The City reserves the right to retain all bids for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any bid,to reject any or all bids,to reject or delete one part of a bid and accept the other, except to the extent that_bids are qualified by specific limitations. See the "special terms and conditions" in Section C of this specification for bid evaluation and purchase order award criteria.. 8. Competency and Responsibility of Bidders. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially,of bidders. Bidders will provide, in a timely manner, any and all information that the City deems necessary to make such a decision. -2- ��r- ATTACHMENT, 9. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts; all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state,county, city,and special district laws, ordinances,and regulations. 10. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. IL Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. 12. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. 13. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Contractor(net 30). 14. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest direct or indirect or otherwise, which would conflict in any manner or degree with the performance of the work hereunder.The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder,the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 15. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to the Contractor's employees,agents or officers which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of the Contractor, and its agents, officers or employees, in performing the work or services herein,and all expenses of investigating and defending against same; provided, however,that the Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents,officers or employees. 16. Purchase Order Assignment. The Contractor shall not assign,transfer, convey or otherwise dispose of the purchase order,or its right, title or interest,or its power to execute such a purchase order to any individual or business entity of any kind without the previous written consent of the City. 17. Termination. If, during the term of the purchase order the City determines that the Contractor is not faithfully abiding by any term or condition contained herein,the City may notify the Contractor in writing of such defect or failure to perform; which notice must give the Contractor a ten calendar day notice of time thereafter in which to perform said work or cure the deficiency. -3- C, �� ATTACHMENT ' If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the purchase order and the City may terminate the purchase order immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties, obligations,responsibilities, or rights under the purchase order except, however, any and all obligations of the Contractor's surety shall remain in full force and effect,and shall not be extinguished,reduced,or in any manner waived by the termination thereof. In said event,the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the purchase order payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall workscope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its bid. 4- ATTACHMENT' Section C SPECIAL TERMS AND CONDITIONS 1. Purchase Order Award. Subject to the reservations set forth in paragraphs 7 and 8 of the general terms and conditions(Section B of this specification), a purchase order will be awarded to the lowest responsible, responsive bidder. 2. Sales Tax Adjustment. For sales occurring within the City of San Luis Obispo,the City receives sales tax revenues. Therefore, forbids from retail firms located in the City at the time of bid closing for which sales tax is allocated to the City, 1.5 percent of the taxable amount of the bid will be deducted from the bid by the City in calculating and determining the lowest responsible, responsive bidder. 3. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and conditions of this specification shall include delivery F.O.B. San Luis Obispo by the successful bidder. Delivery must occur within 90 days of the date a purchase order is issued. 4. Accuracy of this Specification. This specification is believed by the City to be accurate and to contain no affirmative misrepresentation or any concealment of fact. In preparing its bid, the bidder and all subcontractors named in its bid shall bear sole responsibility for bid preparation errors resulting from any misstatements or omissions in this specification which could easily have been ascertained. Although the effect'of ambiguities or defects in this specification will be as determined by law,any patent ambiguity or defect shall give rise to a duty of the bidder to inquire prior to bid submittal. Failure to so inquire shall cause any such ambiguity or defect to be construed against the bidder. An ambiguity or defect shall be considered patent if it is of such a nature that the bidder,assuming reasonable skill, ability, and diligence on its part, knew or should have known of the existence of the ambiguity or defect. Furthermore, failure of the bidder or subcontractors to notify City in writing of specification defects or ambiguities prior to bid submittal shall waive any right to assert said defects or ambiguities subsequent to submittal of the bid. In the event that,after award of the purchase order, any dispute arises as a result of any actual or alleged ambiguity or defect in this specification,or any other matter whatsoever, the Contractor shall immediately notify the City in writing,and the Contractor and all subcontractors shall continue to perform, irrespective of whether or not the ambiguity or defect is major, material, minor or trivial,and irrespective of whether or not a change order,time extension,or additional compensation has been granted by City. Failure to provide the hereinbefore described written notice within one working day of the Contractor becoming aware of the facts giving rise to the dispute shall constitute a waiver of the right to assert the causative role of the defect or ambiguity in this specification concerning the dispute. -5- ��-9 - ATTACHMENT BID FORM The undersigned, who is authorized to represent the bidding firm and has carefully examined Specification No. 90794,agrees to furnish the equipment described in Section A of Specification 90794 for the following price quoted in full: Standard Cab Extended Cab Base Price $ $ Fees $ $ Sales Tax @ 7.75 percent $ $ Total Unit Price $ $ Total Units to be Ordered 2 5 Extended Price $ $ Additive Alternate—Power window option * -unit price $ $ Prices shall be FOB 25 Prado Road, San Luis Obispo,California. Equipment delivery time in calendar days after receipt of purchase order Bidding Firm Name and Address Contact Phone Si nature o Authorized Representative Date * This to be quoted as the additional price per unit to add electric window controls. If this must be included with trim package, state to per unit cost of trim package. -6- C -io MACHMENT,. SPECIFICATION CONFORMANCE Proposing firms must fill in the"Proposed"column below to show how the equipment to be furnished will conform to the standards listed in Section A of this specification. Use additional sheets if necessary to explain deviations from minimum standards required. Item Standard Proposed Required engine type: In-line 4-cylinder Minimum engine displacement: 2.3 liters Transmission type: Automatic Maximum overall length-standard cab: 193 inches Maximum overall length-extended cab: 209 inches Exterior color: White . Interior color: Gray Seat upholstery material: All cloth Air conditioning: Included Full factory warranty period on vehicle: 3 years or 36 months Full factory warrantyperiod on drivetrain: 5 years or 60 months ATTACHMENT BIDDERS LIST COMPACT PICKUP TRUCKS—SPECIFICATION NO. 90794 Coast BMW Nissan 12150 Los Osos Valley Road San Luis Obispo,CA 93405 Attn: Dave Swayne Phone: (805)543-4423 Fax: (805) 543-8294 Cole Chrysler Dodge Mazda 3550 Broad Street San Luis Obispo,CA 93401 Attn: David Jones Phone: (805)544-6770 Fax: (805) 543-1949 Kimball Motor Company 1423 Calle Joaquin San Luis Obispo,CA 93405 Attn:Nick Russell Phone: (805)543-5752 Fax: (805) 543-1179 Perry Ford 12200 Los Osos Valley Road San Luis Obispo, CA 93405 Attn: Harvey Green Phone: (805)544-5200 Fax: (805) 544-7548 Rancho Grande Motors 1404 Auto Parkway San Luis Obispo, CA 93405 Attn: Mary Stagnitto Phone: (805) 543-4745 Fax: (805)543-1566 Toyota of San Luis Obispo 12350 Los Osos Valley Road San Luis Obispo, CA 93405 Attn: Layton Crittendon Phone: (805) 543-7001 Fax: (805)543-3047 G:\Asset-Management\Fleet\Spec 90794 IFB Compact Pickup Trucks 07-08.doc C 0 ��