HomeMy WebLinkAbout04/20/1999, C8 - PURCHASE OF PARKING METER HOUSINGS council "�°"°'"
j ac En as REpont 'C8
CITY OF SAN LUIS O B I S P O
FROM: Mike McCluskey,Director of Public Worms
Prepared By: Keith Opalewski, Parking Manager
SUBJECT: PURCHASE OF PARKING METER HOUSINGS
CAO RECOMMENDATION
Approve specifications for purchase of parking meter housings and authorize soliciting of bids,
and authorize contract award by the CAO if the lowest responsible bid is within the engineer's
cost estimate of$54,000.
DISCUSSION
In January 1998, the Public Works Department completed a city-wide installation of state-of-the-
art electronic parking meter mechanisms. This meter conversion was approved as part of the
1997-99 Financial Plan. In addition to the mechanism replacement, the Financial Plan also
approved the purchase of new parking meter housings to upgrade the field integrity of some of
our outdated parking meters. A number of the existing parking meter housings are no longer
manufactured and cannot be replaced when they break or are damaged. The older housings are
also more susceptible to theft and vandalism due to their construction. Therefore, a formal bid
process needs to be initiated in order to upgrade our older parking meter housings.
FISCAL IMPACT
The Financial Plan formally approved $22,000 to upgrade approximately 150 meter housings.
The Plan also approved $348,000 for the new electronic mechanisms. Through the competitive
bid process, we were able to procure all of the new electronic meters and support software for
less than the engineer's estimate. As a result, a surplus of approximately $32,000 is available to
purchase additional parking meter housings. The new total of$54,000 would allow the purchase
of approximately 150 additional meter housings (300 total). The additional housings would
replace some of our peripheral long-term meter housings that were not included in the original
budget request. The upgraded models are more durable and less susceptible to theft and
vandalism. The new housings are also more versatile because the newer models come in two
sections (upper and lower units). This allows for more cost effective replacement when they are
damaged because only one component may need to be replaced as opposed to a complete
housing. In addition, the components can be used on both the single and duplex (two meters)
units. Thus, staff recommends the use of the surplus funds to purchase additional meter housings
that are more secure,versatile and cost effective.
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a
Council Agenda Report-rho-king Meter Housings
Page 2
ALTERNATIVES
Do not purchase additional housings or reduce the number.of additional housings. The surplus
funds would.not be expended and.held for some:future.project. However, given that the monies
have been approved for meter and housing upgrade, it would be more appropriate to purchase the
additional housings to help protect the city's investment in new electronic mechanisms.
ATTACHMENT:. Specification Package(Council Reading File)
I:carmeterhousingbid
C8-2
111111 1111l111111111city of
is san Luis ompo
990 Palm Street ■ San Luis Obispo,CA 93401
Notice Inviting Bids for
PARTING METER HOUSINGS
The City of San Luis Obispo is inviting sealed bids for the purchase of approximately 250 single and 50
duplex parking meter housings pursuant to Specification No. 99859. All bids must be received by the
Department of Finance by 3:00 p.m. on Friday, May 21, 1999, when they will be opened publicly in the
City Hall Council Chambers,990 Palm Street, San Luis Obispo,CA 93401.
Proposals received after said time will not be considered. To guard against premature opening, each
proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked with the
proposal title, specification number, bidder name, and time and date of the proposal opening. Proposals
shall be submitted using the forms provided in the specification package.
Specification packages and additional information may be obtained by contacting Keith Opalewski at
(805) 781-7234.
® The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities.
Telecommunications Device for the Deaf(805)781-7410. C8-3
Specification No. 99x59
TABLE OF CONTENTS
A. Description of Work 1
B. General Terms and Conditions 4
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 8
Invitation for Bids
Estimated Quantities
Use of Brand Names
Performance Standards
References
D. Agreement 11
E. Insurance Requirements 13
F. Proposal Submittal Form 14
Proposal Submittal Summary
References
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Section A
DESCRIPTION OF WORK
The City is requesting bids for the purchase of parking meter housings which shall include the following
features:
1. GENERAL SPECIFICATIONS:
PARJUNG METER UPPER HOUSING(ZINC)
The entire mechanism shall be enclosed in a rugged, substantially weather resistant case
constructed of corrosion resistant non-brittle metal of such a thickness as to resist tampering or
abuse. The meter housing shall have an impact strength equal to or exceeding zinc alloy Zamac
#3 in rating.
Mechanism housing cap assemblies shall fit onto the mechanism housing portion with a metal-to-
metal tongue and groove design. The tongue portion, that portion on the mechanism housing
itself, shall be at least 1/8' inch high and be continuous, unbroken except where the mechanism
extends through the mechanism housing. This area is not to exceed 2 3/16/ inches. The cap
assembly shall overlap the mechanism tongue portion fully 1/8 inch deep to insure maximum
shedding of the elements and provide maximum security. The cap assembly shall be hinged to
the mechanism housing. The cap assembly when in its hinged open position to allow for
inspection, removal or replacement of the meter mechanism shall remain hinged and attached to
the cap assembly in order to install or remove meter mechanisms.
The cap-strap of the mechanism housing cap assembly shall be capable of being removed by the
removal of four internal screws so the cap-strap may be color coded or painted without the need
to mask off any portion of the cap assembly.
Mechanism housing compartment assemblies shall be interchangeable,at random, from one meter
to another, from single meter to single meter, from single meter to duplex or vice versa.
The Coin Chute/Coin Guide guides the coins from the upper housing to the lower housing and
shall be no smaller than 9/.16"x 1 '/2"I. D. and not larger than 11/16"x 15/8"I.D.
Mechanism housings of double meter units shall be capable of being repositioned to at least two
different housing positions other than the original by simple means from within the mechanism
housing.
Access to the mechanism shall be through separate lock combination and key and shall in no way
allow access to the coin compartment housing, or in any way impair the coin compartment
security.
Viewing Lens
The cap assembly dome lens shall be a one-piece flat sided anti-glare lens for electronic
mechanisms made of high impact polycarbonate materials or lexan with vent holes and sealed
into place on the lower portion of the lens with a sponge neoprene gasket.
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All upper housing pans must be interchangeable with Duncan Model No. 76S and 60D meter
housing parts. All upper housings must be assembled with new parts and no used or
remanufactured parts will be accepted.
PARKING METER LOWER HOUSING( .MQ
Single Meter Coin Compartment Vault Housine
The entire coin compartment vault housing shall be a one-piece integral casting. The entire
housing shall be rugged in construction, substantially weather resistant case constructed of
corrosion resistant non-brittle metal of such thickness as to resist tampering or abuse. The coin
compartment vault housing shall have an impact strength equal to or exceeding the rating of zinc
alloy Zamac #3. Coin compartment doors shall be hinged to the vault compartment using two
rolled split steel pins to hinge the door to the coin vault, with a steel set screw located between
these two pins to prevent removing these pins with ordinary hand tools and is accessible only
when the coin compartment door is unlocked and opened. It shall not be possible to drill out
these rolled split steel pins to gain access to the coin compartment using common hand held drill
and bits. The door locking mechanism shall be so designed as to have at least two locking points
and an interlocking bar that is contained between a lock cam and latch arrangement to prevent the
door from being opened with an ordinary screw driver. The coin compartment door shall have an
impact strength equal to or exceeding the rating of zinc alloy Zamac#3.
All single meter lower housing parts must be completely interchangeable with Duncan Model No.
76S lower housing parts. All lower housings must be assembled with new parts and no used or
remanufactured parts will be accepted.
Double Meter Coin Compartment Vault Housing
The coin compartment vault shall be so designed as to have an upper positioning plate attached to
the lower portion of the coin vault. The entire housing shall be rugged in construction,
substantially weather resistant case constructed of corrosion resistant non-brittle metal of such
thickness as to resist tampering or abuse. The coin compartment vault shall have an impact
strength equal to or exceeding the rating of zinc alloy Zamac#3. The door shall have heavy duty
hinges and a door locking mechanism that has at least two locking points. The door shall hinge
from the top of the coin compartment vault to allow easy access to the coin collection box. The
door lock shall be equipped with a stainless steel lock shield to prevent the lock from being
drilled with a common hand held drill and bits. The coin compartment door shall have an impact
strength equal to or exceeding the rating of zinc alloy Zamac#3.
All double meter lower housing parts must be completely interchangeable with Duncan Model
60D lower housing parts. All lower housings must be assembled with new parts and no used or
remanufactured parts will be accepted.
Paint Finish
The painted parts shall be processed through a five stage clean/iron phosphate system prior to
paint. The parts shall be painted using a Nordson NC-8 Powder Paint system which applies a
polyester TGIC powder paint to the parts electrostatically at a thickness of 2.5 - 3.5 Mils.
Following the application of the powder, the parts shall be run through a curing oven prior to
assembly and shipment.
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Approved colors for housings are:
1. Standard Gun Metal Gray or equal
2. RAL 6024 Traffic Green or equal
WARRANTY SERVICE RE=REMENTS
Warranty Length
The Contractor shall warrant the parking meter housing against defects for one (1) year after
delivery and acceptance by the City.
Location of Warranty Service
The location of the Contractor's warranty service center shall be as noted in the Contractor's bid.
Warranty Express
The Contractor shall pay for all incidental expenses associated with warranty services, including,
but not limited to,City labor,City-supplied parts,and transportation.
2. DELIVERY REQUIREMENTS
Vendor will supply to the City of San Luis Obispo upon delivery:
a. Two(2)complete sets of all technical repair manuals and parts price lists.
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Section B -
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder)
shall meet all of the terms, and conditions of the Invitation for Bids (IFB)package. By virtue of
its proposal submittal, the bidder acknowledges agreement with and acceptance of all provisions
of the IFB specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental materials.
Proposal documents shall be enclosed in an envelope which 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 proposal should be clearly labeled with the
proposal title, specification number, name of bidder, and date and time of proposal opening. No
FAX submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
C. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the bidder's insurance
coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are
not required until contract award. The City's insurance requirements are detailed in Section E.
4. Proposal 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 Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The
Proposal Submittal Form(s) must be totally 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 proposal total will be corrected to conform to the
specified unit price.
5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice
prior to the time specified for the proposal opening, by submitting a written request to the
Director of Finance for its withdrawal, in which event the proposal will be returned to the bidder
unopened. No proposal received after the time specified or at any place other than that stated in
the"Notice Inviting Bids/Requesting Proposals" will be considered. All proposals will be opened
and declared publicly. Bidders or their representatives are invited to be present at the opening of
the proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed
to make or file,or to be interested in more than one proposal,except an alternative proposal when
specifically requested; however, an individual or business entity which has submitted a sub-
.proposal to a bidder submitting a proposal, or who has quoted prices on materials to such bidder,
is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders
submitting proposals.
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7. Cooperative Purchasing. During the term of the contract, the successful bidder will extend all
terms and conditions to any other local.governmental agencies upon their request. These
agencies will issue their own purchase orders,will directly receive goods or services at their place
of business, and will be directly billed by the successful bidder.
8. 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.
CONTRACT AWARD AND EXECUTION
9. Proposal Retention and Award. The City reserves the right to retain all proposals for a period
of 60 days for examination and comparison. The City also reserves the right to waive
non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one
part of a proposal and accept the other, except to the extent that proposals are qualified by
specific limitations. See the "special terms and conditions" in Section C of these specifications
for proposal evaluation and contract award criteria.
10. Competency and Responsibility of Bidder. 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 which the City deems necessary to make
such a decision.
11. Contract Requirement. The bidder to whom award is made(Contractor) shall execute a written
contract with the City within ten (10) calendar days after notice of the award has been sent by
mail to it at the address given in its proposal. The contract shall be made in the form adopted by
the City and incorporated in these specifications.
12. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages, and amounts specified in Section E of these specifications within 10 (ten) calendar
days after notice of contract award as a precondition to contract execution.
CONTRACT PERFORMANCE
13. 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 cavy out
and complete the work hereunder in compliance with any and all federal, state, county, city, and
special district laws,ordinances,and regulations.
14. 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.
15. Payment of Taxes. The contract prices shall include full compensation for all taxes which the
Contractor is required to pay.
16. Permits and Licenses. The Contractor shall procure all permits and licenses,pay all charges and
fees,and give all notices necessary.
17. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
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18. Public and Employee Safety. Whenever the Contractor's operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the City,
furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other
devices and take such other protective measures as are necessary to prevent accidents or damage
or injury to the public and employees.
19. Preservation of City Property. The Contractor shall provide and install suitable safeguards,
approved by the City,to protect City property from injury or damage. If City property is injured
or damaged as a result of the Contractor's operations, it shall be replaced or restored at the
Contractor's expense. The facilities shall be replaced or restored to a condition as good as when
the Contractor began work.
20. Immigration Act of 1986. The Contractor wan-ants on behalf of itself and all subcontractors
engaged for the performance of this work that only persons authorized to work in the United
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws
shall be employed in the performance of the work hereunder.
21. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it
will not engage in,nor permit such subcontractors as it may employ, to engage in discrimination
in employment of persons because of age, race, color, sex, national origin or ancestry, sexual
orientation,or religion of such persons.
22. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes,
fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or
labor due to federal government restrictions arising out of defense or war programs, then the time
of completion may, at the City's sole option, be extended for such periods as may be agreed upon
by the City and the Contractor. In the event that there is insufficient time to grant such extensions
prior to the completion date of the contract, the City may, at the time of acceptance of the work,
waive liquidated damages which may have accrued for failure to complete on time, due to any of
the above, after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.
23. Payment Terms. The City's payment terns 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).
24. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to
ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if any,
shall be subject to the City's inspection and approval. The inspection of such work shall not
relieve Contractor of any of its obligations to fulfill its contract requirements.
25. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by Contractor in preparing its invoices to City as a condition precedent to any
payment to Contractor.
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26. Interests of Contractor. The Contractor covenants that it presenuy 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.
27. 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.
28. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of
the contract, or its right, title or interest,or its power to execute such a contract to any individual
or business entity of any kind without the previous written consent of the City.
29. Termination. If, during the term of the contract, 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 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
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 contract and the City may terminate the contract
immediately by written notice to the Contractor to said effect. Thereafter,neither party shall have
any further duties, obligations, responsibilities, or rights under the contract 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
Agreement 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
Ml and complete accounting of costs. In no event, however, shall the Contractor be entitled to
receive in excess of the compensation quoted in its proposal.
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Section C
SPECIAL TERMS AND CONDITIONS
INVITATION FOR BIDS
1. Contract Award. Subject to the reservations set forth in paragraph 8 of the general terms and
conditions (Section B of these specifications), the contract will be awarded to the lowest
responsible,responsive bidder.
2. Sales Tax Reimbursement. For sales occurring within the City of San Luis Obispo, the City
receives sales tax revenues. Therefore, for bids from retail firms located in the City at the time of
proposal closing for which sales tax is allocated to the City, I% of the taxable amount of the bid
will be deducted from the proposal by the City in calculating and determining the lowest
responsible,responsive bidder.
3. Labor Actions. In the event that the successful bidder is experiencing a labor action at the time
of contract award (or if its suppliers or subcontractors are experiencing such a labor action), the
City reserves the right to declare said bidder is no longer the lowest responsible, responsive
bidder and to accept the next acceptable low proposal from a bidder that is not experiencing a
labor action,and to declare it to be the lowest responsible,responsive bidder.
4. Failure to Accept Contract. The following will occur if the bidder to whom the award is made
(Contractor) fails to enter into the contract: the award will be annulled; any bid security will be
forfeited in accordance with the special terms and conditions if a bidder's bond or security is
required; and an award may be made to the next lowest responsible, responsive bidder who shall
fulfill every stipulation as if it were the party to whom the first award was made.
ESTIMATED QUANTITIES
5. Estimated Quantities. The quantities indicated in the Detail Proposal Submittal Form are
estimates based on past purchasing experience, and will be used to determine the lowest overall
proposal. Actual quantities purchased during the period of this contract may vary from these
estimated amounts as required by the City.
6. Supplemental Purchases. Supplemental purchases may be made from the successful bidder
during the contract term in addition to the items listed in the Detail Proposal Submittal Form. For
these supplemental purchases, the bidder shall not offer prices to the City in excess of the
amounts offered to other similar customers for the same item. If the bidder is willing to offer the
City a standard discount on all supplemental purchases from its generally prevailing or published
price structure during the contract term, this offer and the amount of discount on a percentage
basis should be provided with the proposal submittal.
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USE OF BR,4ND NAMES
7. Unrestrictive Brand Names. Any manufacturer's names, trade names, brand names, or catalog
numbers used in the specifications are for the purpose of describing and establishing general
quality levels. Such references are not intended to be restrictive. Proposals will be considered for
any brand which meets or exceeds the quality of the specifications given for any item. In the
event an alternate brand name is proposed, supplemental documentation shall be provided
demonstrating that the alternate brand name meets or exceeds the requirements specified herein.
The burden of proof as to the suitability of any proposed altematives is upon the bidder, and the
City shall be the sole judge in making this determination.
PERFORMANCE STANDARDS
8. Delivery. Prices quoted for all supplies or equipment to be provided under the terms and
conditions of this IFB package shall include delivery charges, to be delivered F.O.B. San Luis
Obispo by the successful bidder and received by the City within 75 days after authorization to
proceed by the City.
9. Start and Completion of Work. Work on this project shall begin within 15 calendar days after
contract execution and shall be completed within 60 calendar days thereafter.
10. Liquidated Damages. In the event that the bidder does not meet the work completion date
specified in its proposal, the award amount shall be reduced in the amount of One Hundred
dollars ($100.00) per calendar day for each and every day which exceeds the completion date
specified in the bidder's proposal. As the delay in the completion of work could seriously affect
the public and the efficient operation of the City to an extent incapable of precise calculation, said
reduction is established as the nearest measure of damages for such delay that can be fixed at this
time, and is not established as a penalty or forfeiture for the breach of agreement to complete the
work. Said reductions may be invoked if completion of work exceeds the specified time for any
reason.
11. Submittal and Evaluation of Sample Housing. Each bidder shall submit three (3) samples of
parking meter housings which meet the requirements listed in Section A of Specification 99859.
Those samples will be one(1) single gray,one(1) duplex gray and one(1)single green. JU
sample housing malfunctions or fails to meet all requirements. the bidder may be
disqualified.
12. Change in Work. The City reserves the right to change quantities of any item after contract
award. If the total quantity of any changed item varies by 25% or less, there shall be no change
in the agreed upon unit price for that item. Unit pricing for any quantity changes per item in
excess of 25%shall be subject to negotiation with the Contractor.
13. Quality Assurance. Prior to final acceptance of the meter housings the City shall conduct a
random sample test (10%) of the entire shipment to ensure housings meet all specifications.
Sample testing shall include the following:
A. Color match(Gray& Green)
B. Lock fit and function of Upper and Lower units
C. Vault door and Coin Vault acceptance
D. Interchange of upper housings from single to duplex
E. Coin chute tolerance
F. Mechanism acceptability
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Uthe.imdividualhousmg fall, to meet the gaality assurance test.and/or specifications,the unit shall
be returned to the manufacturer::Replacement will be at the manufacturer's expense. If more than
5% of the units fail-to meet.the City's_.specif cations, the entire shipment shall be rejected and
returned to the manufacturer at their expense. The contract would be awarded to the next lowest
responsible and responsive bidder.
REFERENCES
1. Submittal of References. Each bidder shall submit a statement of qualifications and references
on the form provided in the IFB/RFP package.
2. Statement of Contract Disqualifications. Each bidder shall submit a statement regarding any
past governmental agency bidding or contract disqualifications on the form provided in the
IFB/RFP package.
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Section D
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day
of ' by and between the CITY OF SAN LUIS OBISPO, a municipal
corporation, hereinafter referred to as City, and , hereinafter referred to as
Contractor.
WITNESSETH:
WHEREAS,on City invited bids for Parking Meter Housings per Specification No.
99859.
WHEREAS, pursuant to said invitation, Contractor submitted a proposal which was accepted by City for
said parking meter housings.
NOW THEREFORE, in consideration of their mutual promises, obligations, and covenants hereinafter
contained,the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date of this Agreement is made and
entered,as first written above,until acceptance or completion of said parking meter housings.
2. INCORPORATION BY REFERENCE. City Specification No. 99859 and Contractor's
proposal dated ,are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing parking meterr housing as specified in this Agreement,
City will pay and Contractor shall receive therefor payments based upon the actual quantities ordered and received
by City and the unit prices bid by Contractor.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the
payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City
to provide parking meter housing as described in Exhibit"A"attached hereto and incorporated into this Agreement.
5. AMENDMENTS. Any amendment,modification, or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the City Administrative Officer of the City.
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6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding,or representation not reduced to writing and specifically incorporated herein shall be of
any force or effect,nor shall any such oral agreement, understanding, or representation be binding upon the parties
hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified mail addressed as follows:
City Finance Department
City of San Luis Obispo
990 Palm Street
San Luis Obispo,CA 93401
Contractor [ ]
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that
each individual executing this agreement on behalf of each party is a person duly authorized and empowered to
execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first above written.
CITY OF SAN LUIS OBISPO,A Municipal Corporation
By:
City Administrative Officer
APPROVED AS TO FORM: CONTRACTOR
By:
City Attorney
C846-
-12-
Section E
INSURANCE REQUIREMENTS: Supply and Equipment Contracts
The Contractor shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property which may arise from or in connection with the products and
materials supplied to the City. The cost of such insurance shall be borne by the Contractor.
Minimum Scope of Insurance. Coverage shall be at least as broad as Insurance Services Office
Commercial General Liability coverage("occurrence" form CG 0001).
Minimum Limits of Insurance. Contractor shall maintain limits no less than $1,000,000 per occurrence
for bodily injury, personal injury and property damage. If Commercial General Liability or other form
with a general aggregate limit is used, either the general aggregate limit shall apply separately to this
project/location or the general aggregate limit shall be twice the required occurrence limit.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared
to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its officers,officials, employees and volunteers;
or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim
administration and defense expenses.
Other Insurance Provisions. The general liability policy is to contain, or be endorsed to contain, the
following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as
respects: products and completed operations of the Contractor. The coverage shall contain no
special limitations on the scope of protection afforded to the City, its officers, officials,
employees,agents or volunteers.
2. The Contractor's insurance coverage shall be primary insurance as respects the City, its officers,
officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the
City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's
insurance and shall not contribute with it.
3. Any failure to comply with reporting or other provisions of the policies including breaches of
warranties shall not affect coverage provided to the City, its officers, officials, employees, agents
or volunteers.
4. The Contractor's insurance shall apply separately to each insured against whom claim is made or
suit is brought,except with respect to the limits of the insurer's liability.
S. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty
(30) days' prior written notice by certified mail, return receipt requested, has been given to the
City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no
less than ANII.
Verification of Coverage. The Contractor shall furnish the City with original endorsements effecting
coverage required by this clause. The endorsements are to be signed by a person authorized by that
insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City
before work commences.
17-
-13-
PROPOSAL SUBM11 i AL FORM
The undersigned declares that she or he has carefully examined Specification No. 99859, which is hereby
made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the
proposing firm;and agrees to perform the specified work for the following cost quoted in full:
Description Quantity Unit Price Total
Single housings 250
Duplex housings 50
TOTAL BASE PRICE
Sales tax @ 7.25%
Other(provide detail below)
TOTAL $
Delivery of equipment to the City to be within calendar days after contract execution and written
authorization to proceed.
❑ Certificate of insurance attached; insurance company's A.M. Best rating:
Firm Name and Address
Contact Phone
;S nature of Authorized Representative
Date
-14-
PROPOSAL SUBMITTAL FORM
The undersigned declares that she or he:
■ has carefully examined Specification No. 99859,which is hereby made a part of this proposal.
■ is thoroughly familiar with its contents.
■ is authorized to represent the proposing firm.
■ agrees to perform the work as set forth in this proposal.
❑ Certificate of insurance attached;insurance company's A.M. Best rating:
Firm Name and Address
Contact Phone
Si nature o Authorized Representative
Date
-15-
REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name:
Describe fully the last three contracts performed by your firm which demonstrate your ability to provide
the services included with the scope of the specifications. Attach additional pages if required. The City
reserves the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code
Description of services provided
including contract amount,when
provided and project outcome
Reference No.2
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code
Description of services provided
including contract amount,when
provided and project outcome
Reference No.3
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code
Description of services provided
including contract amount,when
provided and project outcome
-16-
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The bidder shall state whether it or any of its officers or employees who have a proprietary interest in it,
has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal,
state, or local government project because of the violation of law, a safety regulation, or for any other
reason, including but not limited to financial difficulties, project delays, or disputes regarding work or
product quality, and if so to explain the circumstances.
■ Do you have any disqualification as described in the above paragraph to declare?
Yes ❑ No ❑
■ If Yes, explain the circumstances.
Executed on at under penalty
of perjury of the laws of the State of California,that the foregoing is true and correct.
Signature of Authorized Bidder Representative
_17_
BIDDERS LIST
PARKING METER HOUSINGS-SPECIFICATION NO. 99859
J.J. MacKay Canada Limited Tri-State Meter, Inc.
1342 Abercrombie Road Kevin Dawe
P. O. Box 338 2023 W. Guadalupe Road, Suite 11-208
New Glasgow,Nova Scotia Mesa,AZ 85202
Canada B2H 5E3 Phone No. (213)245-67778
Phone No. (902) 752-5124 Fax No. (818) 956-0578
Fax No. (902) 752-5955
Duncan Industries
Donna Geldmacher
P. O.Box 3863
Glendale, CA 91221-0863
C8-22
C8-23