FLEET VEHICLES PARTS & LABOR- FILE NO. 3908- THURSDAY, JANUARY 26, 2006 @11:00 AM
ITEM/SCHEDULE
TERM OF CONTRACT
OPTIONS
PERF. BOND PYMT BOND
INSURANCE YES NO
FORMAL BID
FILE NO. 3908
COMMODITY: FLEET VEHICLES PARTS & LABOR
NAME OF BIDDER:
BIDDER'S FED. ID. OR
SOCIAL SECURITY NO.:
TO: Cynthia H. Griffin, Purchasing Agent
City Hall, Cambridge, MA 02139
PH: (617)349-4310 FX: (617)349-4008
The undersigned submits this sealed bid to provide the commodity or services identified above, described in the specifications herein and advertised in the CAMBRIDGE CHRONICLE on
JANUARY 5, 2006, which is to be opened and publicly read at the Office of the Purchasing Agent, City Hall, 795 Mass. Ave., Room 303, Cambridge, MA at 11:00 a.m. on THURSDAY,
JANUARY 26, 2006.
The undersigned certifies that this bid is made without collusion with any other person, firm or corporation making any other bid or who otherwise would make a bid. The undersigned agrees to furnish the commodity or services in strict accordance with the bid documents, which consist of this Formal Bid and all attachments hereto.
The envelope containing the bid must be labeled: "This envelope contains a bid for FLEET VEHICLES PARTS AND LABOR opened at 11:00 a.m. on THURSDAY, JANUARY 26, 2006.
If a percentage or dollar amount is indicated in this box, this bid must be accompanied by a BID DEPOSIT in the form of a bid bond or a treasurer's, certified or bank check made payable to the City of Cambridge in the amount of NONE REQUIRED.This bid process and the award of the contract are made in conformity with M.G.L. c. 30B, unless otherwise stated.
See other side of this form for General Terms and Conditions that shall become part of any Contract awarded through this Formal Bid.
SIGNATURE OF BIDDER:
TITLE OF SIGNATORY
ADDRESS OF BIDDER
TELEPHONE NUMBER
FAX NUMBER:
Please check one of the following and insert the requested information:
( ) Corporation, incorporated in the State of:
( ) Partnership. Names of partners:
( ) Individual.
/ GENERAL TERMS AND CONDITIONS /LAWS: / All deliveries shall conform in every respect with all applicable laws of the Federal government, Commonwealth of Massachusetts and City of Cambridge. /
EQUAL
OPPORTUNITY: / The Vendor in the performance of the contract shall not discriminate on the grounds of race, color, religion, national origin, age or sex in employment practices or in the selection or retention of subcontractors, and in the procurement of materials or rental of equipment. The City may cancel, terminate or suspend the contract in whole or in part for any violation of this paragraph
TAXES: / Purchases made by the City are exempt from the payment of Federal excise tax and the payment of Commonwealth of Massachusetts sales tax (except for gasoline) and any such taxes must not be included in the bid prices.
QUANTITIES: / Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY. The City reserves the right to purchase the commodity(ies) specified in any amount less than the estimated amount.
BID PRICES: / Bid prices shall include transportation and delivery charges fully prepaid to the City of Cambridge destination. Where the unit price and the total price are at variance, the unit price will prevail.
DELIVERY AND
PACKAGING: / Deliveries must be made in such quantities as called for in the purchase order and in the manufacturer's original packages. All deliveries must be “inside” delivery with no assistance from City personnel. Tailgate deliveries will not be accepted. Rejected material will be returned to the vendor at the vendor's expense.
MODIFICATION OF BIDS: / Prior to bid opening, a bidder may correct, modify or withdraw its bid by making the request in writing prior to the time and date for the bid opening. All corrections and modifications must be delivered to the Purchasing Department in a sealed envelope indicating that it contains a modification or correction of the original bid submitted for the particular commodity and indicating the time and date of the bid opening.
REJECTION OF
BIDS: / The City reserves the right to reject any and all bids if it is in best interest of the City to do so.
AWARD OF CONTRACT: / Contract(s) will be awarded within forty-five days of the bid opening unless award date is extended by consent of all parties concerned.
INDEMNITY: / Unless otherwise provided by law, the Vendor will indemnify and hold harmless the City against any and all liability, loss, damages, costs or expenses for personal injury or damage to real or tangible personal property which the City may sustain, incur or be required to pay, arising out of or in connection with the performance of the Contract by reason of any negligent action/inaction or willful misconduct by the Contractor, its agents, servants or employees
TERMINATION OF CONTRACT: / Except as otherwise provided in the Articles of Agreement, the City may terminate the contract upon seven days notice.
ASSIGNABILITY: / The Vendor shall not assign, sell, subcontract or otherwise transfer any interest in this contract without the prior written consent of the City.
MATERIAL SAFETY DATA SHEETS: Pursuant to M.G.L. c. 111F, ss. 8, 9, and 10, any vendor who receives a contract resulting from this invitation agrees to submit a Material Safety Data Sheet for each toxic or hazardous substance or mixture containing such substance when deliveries are made. The vendor agrees to comply with all requirements set forth in the pertinent laws above.
City of Cambridge
Purchasing Department
TO: Cynthia H. Griffin, Purchasing Agent
City Hall, Cambridge, Massachusetts 02139
The undersigned hereby proposes to furnish and deliver FLEET VEHICLE PARTS AND LABOR to the City of Cambridge, all in accordance with the following specifications and proposal schedule.
Contract will be for a period of ONE YEAR and will commence on the date of the execution of the contract by the City of Cambridge. Contract may be renewed for two additional one-year periods at the sole discretion of the awarding authority. The payment and performance obligation for each succeeding year of the multi-year contract will be subject to the appropriation and other available funds. All rates and discounts must remain firm for the life of the contract.
Contracts will be awarded for each section. The City will award multiple contracts and the departments will utilize the contracts for these items based on department's preference. An award of a contract does not guarantee that the City will utilize the contractor's services.
Contract will be awarded within forty-five days of the bid opening, unless award date is extended by consent of all parties concerned.
LIVING WAGE REQUIREMENTS
The City of Cambridge has a living wage Requirements that establishes minimum hourly rates for all Personnel that work inside the City limits. The City of Cambridge living Wage as of March 1, 2005 is $12.19 per hour. The Living Wage Requirements are attached.
Prior to bid opening, a bidder may correct, modify or withdraw its bid by making the request in writing prior to the time and date for the bid opening. All corrections and modifications must be delivered to the Purchasing Department in a sealed envelope with a notation on the envelope indicating that it contains a modification or correction of the original bid submitted for the particular commodity and indicating the date and time of the bid opening.
A sample contract is attached hereto.
NOTE: In accordance with the City's recycling policy, these bid pages are printed on both sides.
PLEASE SUBMIT YOUR BID IN DUPLICATE.
Delivery charge must be included in bid price.
Except as otherwise provided in Article V of the Articles of Agreement, the City may terminate the contract upon seven (7) days' notice.
General Information and Instructions to Bidders
THIS BID CAN BE ELECTRONICALLY SENT. SEND YOUR REQUEST TO THE HARD COPY WILL BE SENT BY MAIL. PLEASE NOTE:
THOUGH VENDORS CAN RECEIVE A COPY OF THE BID ELECTRONICALLY RESPONSES TO BIDS MUST BE IN PAPER FORM, DELIVERED TO THE PURCHASNG DEPARTMENT PRIOR TO THE SPECIFIED BID OPENING TIME
It is the intent of the City to combine the Fleet Vehicles Parts & Labor and the Automotive and Truck Parts into one bid covering all commodities. The bid will be separated into two sections: Section One will provide for parts and labor for the City's fleet of trucks and automobiles and associated equipment. Section Two will be utilized in circumstances where the City requires parts, not labor.
Bidders for Section One must be authorized parts and repair centers for the original equipment manufacturer and will be required to submit, with their bid, proof of this authorization.
Bidders for Section Two must be authorized parts distributors for the original equipment manufacturer, and will be required to submit, with their bid, proof of this authorization.
Award of a contract does not guarantee that the City will utilize your company's services.
The discounts and hourly rates for labor set forth in the bid must remain FIRM for the entire contact period. Price list replacements must be submitted to the Purchasing Agent for approval. New price lists will not be effective until 30 days after the Purchasing Agent's approval. Bidders must maintain a REASONABLE stock of parts available for delivery within a twenty-four hour period, however, on special non-stock items; delivery shall not exceed ten working days.
An invoice for any part or group of parts for one repair in excess of $5,000.00 must be accompanied by a copy of the price sheets if the sheets are not already in the possession of the City.
In the event that copies of price lists or parts books are not available to the City, the successful bidders agree to furnish a copy of any page or group of pages upon request from the Purchasing Agent.
Prices bid are to include pick-up and delivery charges, if any, except for special orders. Documentation of actual costs for pick-up and delivery for such special orders must be provided with the invoice.
All items purchased must carry a standard manufacturer’s warranty.
This is not an attempt to identify all the equipment or manufacturers that will be covered by the awarded bidders under this contract
Labor rates must be within industry standards
QUARTERLY REPORTS:
Vendor will be required to submit semi-annual activity reports to the Purchasing Department.
The report will cover the following time periods no more than fifteen (15) days after the end
of the identified reporting period below:
Reporting period: Jan 1 thru June 31 Report due: July 15
July 1 thru Dec 31 Jan. 15
Each report shall contain the following information. Contract number, user department, items
purchased, price with totals for each department for each reporting period, as well as total dollar expenditure for the contract for the reporting period
BIID SUBMISSIONS REQUIREMENTS:
THE CITY OF CAMBRIDGE WILL REJECT ANY BID THAT DOES NOT COMPLY WITH THE BID SUMISSION REQUIREMENTS1. Bidders for Section One have attached proof that they are authorized parts and repair centers for the original equipment manufacturer and will be required to submit, with their bid, proof of this authorization.
2. Bidders for Section Two have attached proof that they are authorized parts distributors
for the original equipment and equipment manufacturer.
3. W-9 Request for verification of Taxation Reporting information. (See attached)
QUALITY REQUIREMENTS:
A “NO” RESPONSE OR A FAILURE TO RESPOND TO ANY OF THE FOLLOWING QUALITY REQUIREMENTS WILL RESULT IN A REJECTION OF YOUR BID.
CIRCLE YES OR NO FOR EACH OF THE FOLLOWING REQUIREMENTS:
1. Bidder has 3 years experience in the sale and installation/repair of fleet vehicles.
YES NO
2. Bidder has submitted manufactures’ authorization documents as required.
YES NO
ADDENDUM NO.1, REVISED
The City currently utilizes parts in the categories listed from the manufacturers listed below:
Air Conditioning Parts / Belts & HosesDelco / Gates
Mopar / Bendix
Motorcraft / Dayco
Red Dot Hose Line / Delco
Goodyear
Motorcraft
Brake Parts / Exhaust Systems / Filters, Air & Oil
Bendix / Arvin / AC
Delco / A/P / Farr
Euclid / Bosel / Fleetguard
Greylock / Maremount / Fram
Motorcraft / Riker / International
Raybestos / Walker / Luberfiner
Red Line / Motorcraft
Wagner
Ignition / Lights, Strobe / Shocks, Struts, Suspension
Filko / Dietz / Arvin
Motorcraft / Grote / Maremount
Standard / Signal Stat / Monroe
Wagner / Target Tech
Whelen
Spark Plugs & Wires / Wiper Blades & Accessories
AC / Anco
Autolite / Trico
Champion / Tridon
Motorcraft
SECTION ONE- FLEET VEHICLE PARTS AND LABOR
TITLE &
NUMBER OF HOURLY RATE
ITEM NO MANUFACTURER DISCOUNT % PRICE LIST BID FOR LABOR
FV-1 / Allison Transmission / $FV-2 / Ariens Power Mower / $
FV-3 / Auto Crane / $
FV-4 / Briggs & Stratton / $
FV-5 / Bunton / $
FV-6 / Caterpillar / $
FV-7 / Chevrolet / $
FV-8 / Continental / $
FV-9 / Cummins / $
FV-10 / Cushman / $
FV-11 / Dayton / $
FV-12 / John Deere / $
FV-13 / Detroit Diesel / $
FV-14 / Dodge, Chrysler, Plymouth / $
FV-15 / Eager Beaver / $
FV-16 / Echo / $
FV-17 / Federal Signal / $
SECTION ONE- FLEET VEHICLE PARTS AND LABOR