**IMPORTANT NOTICE**
ONLINE BIDDING PROCESS
§ Bid pricing must be submitted online through Alameda County Strategic Sourcing Supplier Portal.
§ The following pages require signatures and must be scanned and uploaded to Alameda County Strategic Sourcing Supplier Portal:
1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance page
a. Must be signed by Bidder
2. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
a. Must be signed by Bidder
b. Must be signed by SLEB Partner if subcontracting to a SLEB
Please read EXHIBIT A – Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.
COUNTY OF ALAMEDA
REQUEST FOR QUOTATION No. 901287
for
Apparatus Parts Suppliers – Body Repairs & Paint Services
For complete information regarding this project, see RFQ posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the County representative listed below. Thank you for your interest!Contact Person: Gina Temporal, Procurement & Contracts Specialist
Phone Number: (510) 208-9606
E-mail Address:
RESPONSE DUE
by
2:00 p.m.
on
September 5, 2014
through
Alameda County, GSA–Procurement & Support Services
Strategic Sourcing Supplier Portal
https://ezsourcing.acgov.org/psp/SS/SUPPLIER/ERP/h/?tab=DEFAULT
Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
COUNTY OF ALAMEDA
REQUEST FOR QUOTATION No. 901287
SPECIFICATIONS, TERMS & CONDITIONS
for
Apparatus Parts Suppliers – Body Repairs & Paint Services
TABLE OF CONTENTS
Page
I. STATEMENT OF WORK 4
A. INTENT 4
B. SCOPE/BACKGROUND 4
C. BIDDER QUALIFICATIONS 4
D. SPECIFIC REQUIREMENTS 5
E. DELIVERABLES / REPORTS 6
II. CALENDAR OF EVENTS 7
F. NETWORKING / BIDDERS CONFERENCES 7
III. COUNTY PROCEDURES, TERMS, AND CONDITIONS 8
G. NOTICE OF RECOMMENDATION TO AWARD 8
H. TERM / TERMINATION / RENEWAL 9
I. QUANTITIES 9
J. PRICING 9
K. AWARD 11
L. METHOD OF ORDERING 12
M. WARRANTY 13
N. INVOICING 13
O. ACCOUNT MANAGER / SUPPORT STAFF 13
IV. INSTRUCTIONS TO BIDDERS 14
P. COUNTY CONTACTS 14
Q. SUBMITTAL OF BIDS 15
R. RESPONSE FORMAT 16
ATTACHMENTS
EXHIBIT A - BID RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - VENDOR BID LIST
Specifications, Terms & Conditions
for Apparatus Parts Suppliers – Body Repairs & Paint Services
I. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms and conditions to describe the body repair and paint services being requested by the Alameda County Fire Department (ACFD).
The County intends to award a three (3)-year contract (with option to renew) to the bidder(s) selected as the lowest responsible bidder whose response meets the County’s requirements.
B. SCOPE/BACKGROUND
The Alameda County Fire Department (ACFD) Fleet Management Division is responsible for maintaining the operational readiness of the Department’s fleet of apparatus and support vehicles. Performing routine and emergency repairs, safety inspections, preventative maintenance, communications equipment installation, and emergency apparatus outfitting.
ACFD is seeking to enter into contracts with qualified vendors to provide body repair and paint services on an as needed basis. The services shall be for fire trucks and support vehicles of various sizes. The fleet of vehicles are used for emergency response and support to the community.
Body repair and paint services contracts for the fleet of vehicles will be awarded to a pool of vendors in or near Alameda County. Upon award of the contract, ACFD will request repair estimates on an as needed basis from the awarded contractors. Contractors will be given an opportunity to provide a quote for each repair required by the County. The repair work will be assigned to the contractor based on the lowest repair estimate provided by the contractor.
C. BIDDER QUALIFICATIONS
1. BIDDER Minimum Qualifications
a. Bidder shall be regularly and continuously engaged in the business of providing auto and apparatus body repair and paint services for at least five (5) years.
b. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFQ.
D. SPECIFIC REQUIREMENTS
Contractor requirements include, but are not limited to the following:
1. Contractor shall inspect vehicle at the County facility within 48 hours of request.
2. Contractor must provide a repair estimate within 24 hours after vehicle inspection.
3. Contractor shall be responsible for the pick-up and delivery of the County vehicles from their current location to the repair shop, and back to the location.
a. Vehicles may be driven to and from repair shop if the vehicles are road worthy.
4. All vehicles shall be repaired to their original conditions as specified by the County.
5. Contractor who provides poor quality repair may be dropped from the program.
6. Supplemental estimates, additional cost of repair from hidden damage beyond the original estimate, will be reviewed on a case-by-case basis. Contractors that have an excessive number of supplemental estimates may be dropped from the program.
7. Contractor must notify the County of any delays to the repair of the vehicle. Contractors who have excessive delays may result in being dropped from the program.
8. Parts shall consist of both foreign and domestic automotive spare parts in conformity with the composition of the County’s fleet of vehicles.
9. Parts shall consist of original equipment manufacturer (OEM) parts or aftermarket equivalents. Equivalents shall meet or exceed the OEM designed specifications for the particular replacement part application, and shall contain warranties equivalent to or exceeding OEM parts warranty coverage.
10. Remanufactured or rebuilt parts may be acceptable for certain items (starters, alternators, drive axles, etc.); however, County must agree to the use of such remanufactured or rebuilt parts in Contractor’s quotation for repair. Other critical items (water pumps, oil pumps, fuel pumps, etc.) shall only be new parts and of recognized brand names acceptable to the County.
11. All parts and supplies provided shall be warranted for a minimum period of six (6) months or eight thousand (8,000) miles, or for any manufacturer warranty period, whichever is greater. Warranted parts shall be replaced with new parts. All warranty information will be made available to the County.
12. Parts may consist of automotive parts sold only by dealers of certain vehicle manufacturers (“Dealer Only” parts). County shall notify Contractor if any part(s) requested shall be Dealer Only parts.
13. When suspension damage is involved, contractor shall repair vehicle alignment to meet factory specifications. The contractor shall provide alignment sheets with specifications showing all alignment angles, both before and after repair.
14. Contractor shall use waterborne paint for all paint work. Polyurethane paint, water base, or standard paint may be used where legal.
E. DELIVERABLES / REPORTS
1. Repair Estimate
a. Contractor must provide a repair estimate within 24 hours after vehicle inspection.
2. Completion of Work Report
a. Contractor shall provide a report itemizing the parts and/or services provided within 72 hours of completion of work performed.
3. Invoices shall contain the following:
a. Invoice number and date of invoice;
b. County Purchase Order (PO) number;
c. Remit to address;
d. Vehicle make, model, series, license number, and vehicle mileage;
e. Description of all work performed;
f. Itemized list of parts including part numbers;
g. Total labor hours at the hourly labor rate;
h. Total cost for labor and parts including sales tax on parts/materials payable by the County;
i. Attached copy of approved quotation; and
j. An acceptable proof of delivery.
II. CALENDAR OF EVENTS
EVENT / DATE/LOCATIONRequest Issued / August 1, 2014
Written Questions Due / by 5:00 p.m. on August 13, 2014
Networking/Bidders Conference #1 / August 12, 2014 @ 2:00 p.m. / at: Public Works Agency
Conference Room 405
4825 Gleason Drive
Dublin, CA 94568
Networking/Bidders Conference #2
(Online conference option enabled for remote participation) / August 13, 2014 @ 10:00 a.m. / at: General Services Agency
Room 1107, 11th Floor
1401 Lakeside Drive
Oakland, CA 94612
OR remotely @ http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog
Addendum Issued / October 21, 2014
Response Due / September 5, 2014 by 2:00 p.m.
Evaluation Period / September 5-30, 2014
Board Letter Recommending Award Issued / October 21, 2014
Board Consideration Award Date / November 4, 2014
Contract Start Date / November 15, 2014
Note: Award and start dates are approximate.
F. NETWORKING / BIDDERS CONFERENCES
1. The bidders conference held on August 13, 2014 will have an online conference option enabled for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog. In order to get the best experience, the County recommends that bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone. Bidders may also attend this conference in person.
2. Networking/bidders conferences will be held to:
a. Provide an opportunity for Small Local Emerging Businesses (SLEBs) and large firms to network and develop subcontracting relationships in order to participate in the contract(s) that may result from this RFQ.
b. Provide an opportunity for bidders to ask specific questions about the project and request RFQ clarification.
c. Provide the County with an opportunity to receive feedback regarding the project and RFQ.
d. Provide the bidders with tutorials on how to bid online through Alameda County’s Strategic Sourcing Supplier Portal.
3. All questions will be addressed, and the list of attendees will be included, in an RFP/Q Addendum following the networking/bidders conference(s).
4. Potential bidders are strongly encouraged to attend networking/bidders conference(s) in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.
III. COUNTY PROCEDURES, TERMS, AND CONDITIONS
G. NOTICE OF RECOMMENDATION TO AWARD
1. At the conclusion of the RFQ response evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail or fax, and certified mail, of the contract award recommendation, if any, by GSA–Procurement & Support Services. The document providing this notification is the Notice of Recommendation to Award.
The Notice of Recommendation to Award will provide the following information:
a. The name of the bidder being recommended for contract award; and
b. The names of all other parties that submitted proposals.
2. At the conclusion of the RFQ response evaluation process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid.
a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.
b. Debriefing may include review of successful bidder’s proposal with redactions as appropriate.
3. The submitted proposals shall be made available upon request no later than five (5) calendar days before approval of the award and contract is scheduled to be heard by the Board of Supervisors.
H. TERM / TERMINATION / RENEWAL
1. The term of the contract, which may be awarded pursuant to this RFQ, will be three (3) years.
2. By mutual agreement, any contract which may be awarded pursuant to this RFQ, may be extended for an additional two (2)-year term at agreed prices with all other terms and conditions remaining the same.
I. QUANTITIES
Quantities listed herein are estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.
J. PRICING
1. Prices quoted shall be firm for the first thirty-six (36) months of any contract that may be awarded pursuant to this RFQ.
2. Price escalation for the second and third years of any contract awarded as a result of this RFQ shall not exceed the percentage increase stated by Bidder on the Bid Form.
3. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFQ.
4. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.
5. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.
6. Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term.
7. Taxes and freight charges:
a. The price(s) quoted shall be the total cost the County will pay for this project including Sales, Use, or other taxes, and all other charges.
b. No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid.
c. Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County; as such papers may be accepted by the carrier as proof of the exempt character of the shipment.
d. Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will furnish an exemption certificate.
8. All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions.
9. Price quotes shall include any and all payment incentives available to the County.
10. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.
11. Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.