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HomeMy WebLinkAbout19- Public Works ORIGINAL CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION From: Randy Kuettle,Acting Director of Subject: Resolution of the Mayor and Common Public Works Council of the City of San Bernardino authorizing the execution of an Agreement and Dept: Public Works—Fleet Division issuance of an Annual Purchase Order in the amount of $75,000, with three (3) one-year Date: August 9,2010 extensions at the City's option to McCray Enterprises of San Bernardino pursuant to Section 3.04.010-B3 of the Municipal Code for medium and heavy duty equipment and truck repair, including purchase of various related parts. Meeting date: August 16,2010 Synopsis of Previous Council Action: January 8,2001, per Resolution 2001-2—the Mayor and Common Council approved Annual PO to McCray with(2)year renewal options. July 6,2004, per Resolution 2004-221 -the Mayor and Common Council approved Annual PO to McCray with(2)year renewal options. April 16,2007,per Resolution 2007-122 -the Mayor and Common Council approved a$32,000 PO increase to McCray. Recommended motion: Adopt Resolution. sigd ture Contact person: Don Johnson, Fleet Manager Phone: 5220 Supporting data attached: Staff Report, Resolution,Agreement and Attachment Ward: ALL FUNDING REQUIREMENTS: Amount: $75,000 Source: 635-400-5173-0000-0100 (Outside Vehicle Maintenance) Finance: l Council Notes: p�a o2 p/D —07 E t Agenda Item No. " I �-Ile -told CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION Staff Report Subject: Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the execution of an Agreement and issuance of an Annual Purchase Order in the amount of$75,000, with three (3) one-year extensions at the City's option to McCray Enterprises of San Bernardino pursuant to Section 3.04.010-B3 of the Municipal Code for medium and heavy duty equipment and truck repair, including purchase of various related parts. Background: McCray Enterprises of San Bernardino was the successful bidder for Bid No. F-05-002 on July 6, 2004, and was awarded an Annual Purchase Order, with two single year renewal options, in the amount of $23,500 for FY 04/05, FY 05/06 and FY 06/07. On April 16, 2007, the Mayor and Common Council approved Resolution #2007-122 authorizing an increase of$32,000 to the Annual Purchase Order. McCray Enterprises of San Bernardino was awarded a selected source Annual Purchase Order on August 20, 2007, with two single year renewal options, in the amount of$75,000 for FY 07/08, FY08/09 and FY 09/10. Since McCray Enterprises is a local City vendor, the Public Works Department, Fleet Division is requesting that McCray Enterprises be recognized as a selected source vendor and be issued an Annual Purchase Order beginning in FY 10/11. Attached for your review of services is the bid summary and McCray Enterprises response to Bid No. F-05-002 (see attachment "1"). McCray Enterprises is an independent heavy equipment repair facility that has provided outstanding support to the Fleet Division for the past fourteen (14) years. They have provided excellent repair and autobody services and have proven to be reliable. There workmanship is outstanding and they are timely and cost effective. McCray Enterprises provides top priority of equipment return. McCray Enterprises is the only authorized Cummins engine warranty dealer located in the City, all of the City's heavy-duty trucks have Cummins Diesel or Natural Gas engines. Staff recommends that the Mayor and Common Council authorize the execution of an Agreement and issuance of an Annual Purchase Order in the amount of$75,000,with three (3) one-year extensions at the City's option to McCray Enterprises of San Bernardino pursuant to Section 3.04.010-B3 of the Municipal Code for medium and heavy duty equipment and truck repair, including purchase of various related parts. Financial Impact: Funds for this annual purchase order are contained in the Public Works Department, Fleet Division Fiscal Year 2010/2011 Budget, Account No. 635-400-5173-0000-0100 (Outside Vehicle Maintenance) in the amount of$75,000. Recommendation: Adopt Resolution. j CITY OF SAN BERNARDINO OFFICE OF THE PUBLIC SERVICES DIRECTOR INTER-OFFICE MEMORANDUM TO: Charles McNeeley, City Manager FROM: Don Johnson, Public Works Fleet Division DATE: July 27, 2010 SUBJECT: City Manager's Approval of Process — Purchases made pursuant to Section 3.04.010(B)(3) and Section 3.04.075 of the City's Municipal Code (Purchases approved by the Mayor and Common Council and emergency purchases approved by the City Manager). DDL Number 82. COPIES: Randy Kuettle, Acting Director of Public Works McCray Enterprises was selected as a Selected Source for the following reasons: 1. McCray Enterprises is an independent heavy equipment repair facility that has provided outstanding support to the Fleet Division for over fourteen (14) years. 2. McCray Enterprises is the only authorized Cummins engine warranty dealer located in the City of San Bernardino, all of the City's heavy-duty trucks have Cummins Diesel or Natural Gas engines. 3. McCray Enterprises of San Bernardino was awarded a selected source Annual Purchase Order on August 20, 2007, with two single year renewal options, in the amount of $75,000 for FY 2007/2008. A Request for Council Action entitled, 'Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the execution of an Agreement and issuance of an Annual Purchase Order in the amount of $75,000, with three (3) one-year extensions at the City's option to McCray Enterprises of San Bernardino pursuant to Section 3.04.010-133 of the Municipal Code for medium and heavy duty equipment and truck repair, including purchase of various related parts' has been submitted and placed on the August 16, 2010 agenda calendar for review and approval. Don W. Johnson Fleet Services Division Manager App oved By. es Mc eeley City Manager ¢-1 LP- 2010 �k Bh. Hill IN III milli .aEi Olewel Repelr 6 Bady Shop �f 0 PY 2 5th Street City Of San Bernardino San Bernardino, CA 82410 TECHNICAL SPECIFICATIONS PROPOSAL SPECIFICATION NO. F-05-002 REQUISITION NO. 8715 - 8721 GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP SUPPORT; MEDIUM-HEAVY EQUIPMENT AND TRUCK REPAIR; RADIATOR/HEATER CORE REPAIR NOTICE : "SPECIAL INSTRUCTIONS TO THE OFFEROR" Services: Offeror shall complete right-hand column indicating brief reasoning for exceptions to requirements when not acceptable. State "Acceptable" if requirements are agreeable as set forth in left-hand column. Equipment: Offeror shall complete right-hand column indicating specific size and or make and model of all components when not exactly as specified. State "As Specified" if item is exactly as set forth in the left-hand column. r FAILURE TO COMPLETE RIGHT HAND COLUMN SHALL INVALIDATE OFFEROR'S PROPOSAL ACCEPTABLE I AS SPECIFIED 1. SCOPE The City of San Bernardino is soliciting proposals from qualified Automotive Service Providers to provide services in three (3) categories: General Automotive Repair and Machine s Shop Support; Medium-Heavy Equipment and Truck Repair; 1AeAwm—Hen Radiator/Heater Core Repair. ¢Tioc K -7jepa% Offerors may propose to provide services for one, some or all categories described in this RFP. 2. MINIMUM REQUIREMENTS Q Have specific expertise in General Automotive Repair, Pr l and/or Medium-Heavy Equipment and Truck Repair, and/or Radiator, A/C Condenser and Heater Core Repair. Have no record of unsatisfactory performance as videnced by complaints filed with.Sate of California Bureau [of Automotive Re airs BAR and any related local agencies ring the last three years. CITY BACKGROUND The City of San Bernardino owns and maintains a vehicle fleet that includes various models of cars and light trucks as well as various medium to heavy duty equipment and vehicles. These vehicles include 102 Patrol cars, 106 miscellaneous law enforcement vehicles, 391 general- purpose fleet cars and light trucks, and 147 miscellaneous medium to heavy-duty equipment. The majority of the fleet consists of 1986 to 2000 year models of Ford, GM, Dodge, Peterbilt and Volvo White-model vehicles and lighttmedium and heavy-duty trucks. Some of the vehicles are alternate/multi-fuel and diesel powered. CATEGORY GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP SUPPORT REQUIREMENTS: (In Addition to the General Requirements) a. The successful offeror(Contractor) shall perform engine repair/overhauls, heater core repair, machine shop support, valve jobs and brake work on a variety of light and medium duty vehicles/trucks to include all makes and models not currently under manufacturer warranty. b. The charge for service, repair, or overhaul shall include labor and any parts required to complete repair. All parts removed shall be returned with the repaired vehicle. c. All repairs shall be completed within a seven (7) day time frame. Longer time frames shall be agreed to prior to initiation of repair. d. The Contractor shall pick up and deliver at no cost, and be located within a seven-(7) mile radius of the City Yard to facilitate transportation to and from the City Yard. e. The Contractor shall be responsible for the security of any City vehicle and its contents while in its possession and in a fenced compound. f. Warranties—Repair work performed by the Contractor shall be warranted at a minimum for the lesser of 90 days or 4,000 miles for defective parts or workmanship, unless parts have warranty coverage for longer periods. All repeat repairs that fall within the above warranty period shall be corrected timely by the Contractor at no additional cost to the City. Road test vehicles—All vehicles that have been in the shop for repairs, including safety related re airs or F ents such as brakes, steering, etc., shall pass a t before they are returned to the City. The nature st and the test results shall be noted on the work Road test personnel shall have proper licensing, training and familiarization with operational characteristics of the vehicle. CATEGORY II MEDIUM/HEAVY EQUIPMENT AND TRUCK REPAIR REQUIREMENTS: ( In Addition to the General Requirements) a. The Contractor shall perform all types of diesel engine overhauls and repairs, suspension repairs and have the capability to R&R transmissions. Contractor capabilities shall include walking beam bushing replacement, leaf spring replacement, water pump replacement, transmission leaks, engine oil leaks, and fuel leaks and steering component repair. b. The charge for service, repair or overhaul shall include labor and any parts required to complete repair. All parts removed shall be returned with the repaired vehicle. c. All repairs shall be completed within a seven-(7) day time frame. Longer time frames shall be agreed to prior to initiation of repairs. d. Contractor shall pick up and deliver at no cost. cc o �}� t , e. The Contractor shall be responsible for the security of any ^� � city vehicle and its contents while in its possession and in a fenced compound. f. Warranties— Repair work performed by the Contractor shall be warranted at a minimum for the lesser of 90 days or 4,000 miles for defective parts or workmanship, unless parts have warranty coverage for longer periods. All repeat repairs that fall within the above warranty period shall be corrected timely by the Contractor at no additional cost to the City. g. Road test vehicles — All vehicles that have been in the shop for repairs, including safety related repairs or adjustments such as brakes, steering, etc., shall pass a road test before they are returned to the City. The nature of the test and the test results shall be noted on the work order. Road test personnel shall have proper licensing, training and familiarization with operational characteristics of the vehicle. CATEGORY III RADIATOR REPAIR REQUIREMENTS - In addition to the General Requirements) F or shall perform radiator and heater core, and A/C er repair on a variety of light, medium, and heavy- y icles/trucks. b. The contractor shall have capability to perform pressure and immersion testing on all size radiators, heater cores, etc. 6 (� D c. Contractor shall have the ability to evacuate and recharge A cc ebbs A/C systems if needed. All Freon shall be recycled. d. The Contractor shall have the capability to rod out, recore, and manufacture custom radiators as needed. e. The cost for service., repair, or overhaul shall include labor and any parts required to complete the repair. f. All repairs shall be completed within a three-(3) day time frame. Longer time frames shall be agreed to prior to initiation of repairs. g. Contractor shall pick up and deliver at no cost and be located within a seven-(7) mile radius to facilitate transportation to and from the city yard. h. Contractor shall be responsible for the security of any city vehicle and its contents while in its possession and in a fenced compound. GENERAL REQUIREMENTS (ALL CATEGORIES) Inspection of Vehicles: The Contractor shall evaluate the entire vehicle in accordance with industry/OEM standards. Vehicle shall be required to be road-tested as part of this evaluation unless it is non-operational or unsafe. Written Estimates: Contractor shall prepare a detailed ���� written estimate upon completion of the inspection process A LL� and prior to start of work. This report shall provide an estimate of cost and time of recommended work. The estimate shall list parts, labor (hours and rate), sublet work, any and all miscellaneous charges (with explanation), and tax. It shall also include an expected completion date. Approval Required Prior to Repair: The Contractor shall obtain verbal authorization or approval and a purchase order number from the Fleet Manager or his designee before any work is started. The Contractor shall note the name and title of the person who authorized the repair along with the purchase order number, date and time of said approval. The ity shall not be responsible for any charges resulting from repairs made without 2roper a roval and purchase order F-o mberrk to be Performed: The Contractor shall furnish the facility and all necessary supervision, labor, parts, tools, vehicle manuals and supplies required to provide the repairs and service to all vehicles. The Contractor shall not perform any work at City facilities. Security of Vehicles: The Contractor shall-be responsible for vehicles accepted for repair. Responsibility entails ensuring reasonable steps are taken to secure vehicles from ! theft and vandalism. The Contractor shall inspect all vehicles for traffic accident damage, missing communications and/or emergency equipment. Contractor shall note all damage and missing equipment and inform the City of such. The Contractor shall be held responsible for the repair and replacement of all damaged/missing equipment, unless it has been reported to the City. Incidents of theft or vandalism to the City vehicles in the Contractor's care shall be reported to the City immediately a-d the Contractor shall notify and report theft/vandalism to I law enforcement. The Contractor may be held liable for the replacement/repair of vehicles damaged while under the control of the Contractor. Subcontracting of Repairs: The Contractor shall be responsible for the performance of subcontractors as well as arranging, managing and paying for the performance of subcontracted repairs. Contractorshall ensure that all subcontractors comply with City insurance requirements, and have copies available to the City upon request. Inspection of Work: The City shall have the right at all times to inspect or otherwise evaluate the work being performed and parts or equipment used by the Contractor. The City reserves the right to reject materials and workmanship found, at City's sole discretion, to be unacceptable. Contractor shall immediately remedy unacceptable workmanship at no expense to City. Damage to City Property, Facilities, Buildings or C nds. The Contractor shall repair, or cause to be repaired, at its own cost, all damage to City vehicles, facilities, ildings or grounds caused by the will or negligent acts of contractor or employees or agents of the Contractor. Such epairs shall be made immediately after Contractor becomes aware of such damage, but in no event later than thirty (30) days after the occurrence. If the Contractor fails to make timely repairs the City may make any necessary repairs. All costs incurred by the City, as determined by the City, for such repairs shall be repaid by the Contractor by cash payment upon demand or City may deduct such costs from any amounts due to the Contractor from the City. Parts: All parts shall meet or exceed OEM manufacturer's specifications. No used parts shall be installed. The City reserves the right to determine whether a part or brand of part is equivalent to OEM specifications. Rebuilt/Overhauled Parts: Parts may be sent to the Contractor for rebuilding or overhauling without the entire vehicle being sent for repair or service. The City requires that Contractors shall adhere to all terms outlined in this section. In addition, the warranty for rebuilt/overhauled parts shall be the same as for any other repair and the period of warranty shall begin from the re-installation date of such parts into a vehicle. The City shall provide Contractor with proof of re- installation date upon such warranty claims. Response Time: Under normal circumstances, a response time shall not be longer than seventy-two (72) business hours. The City expects repairs to be performed within 24 to 36 hours on the average from receipt of vehicle, inspection and authorization.. Some departments require, in an emergency, the ability for 24-hour service. Please provide information on the ability to provide such service and telephone number for service and appropriate charges for such service on your bid form. 6. LICENSES AND CERTIFICATIONS All offerors shall be registered with the State of California Bureau of Automotive Repair (BAR)for all of the trades that AE Z10�34 they desire to be considered for this RFP. Please provide the (BAR) registration number(s) in the right hand :olumn. All individuals performing service on vehicles shall be certified 'credited program such as ASE or equivalent, to ork on the trade that they shall be providing. {provide the type and level of certification that your ty requires for each type of trade that you shall be miffing a proposal for. 10. NOTICE OF DELAYS Except as otherwise provided herein, when either party has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, that party shall, with twenty-four (24) hours, give notice thereof, including all relevant information with respect thereto, the other party. 11. INSURANCE Insurance -Without in anyway affecting the indemniTof C provided and in addition thereto, the Contractor shal and maintain throughout the contract the following ty insurance with limits as sh own: Workers' Compensation -A program of Workers' ;ompensation insurance or a State-approved Self-Insurance rogram in an amount an form to meet all applicable requirements of the Labor code of the State of California, including Employer's Liability with $250,000 limits, covering all persons providing services on behalf of the consultant and all risks to such person under this Agreement. Comprehensive General and Automobile Liability Insurance - This coverage to include contractual coverage and automobile liability coverage for owned, hired and non-owned vehicles. The policy shall have combined single limits for bodily injury and property damage of not less than one million dollars ($1,000,000). Proof of Coverage - Contractor shall immediately furnish certificates of insurance to the City Department administering the contract evidencing the insurance coverage, including endorsements, above required prior to the commencement of performance services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty(30) days written notice to the Department, and Contractor shall maintain such insurance from the time ;ontractor commences performance of services hereunder until the completion of such services. Within sixty (60) days of the commencement of this Agreement, the Contractor shall Fln rtified copies of the policies and all endorsements. Review - The above insurance requirements are periodic review by the City. The City's Risk Manager is authorized, but not required, to reduce or waive any of the above insurance requirements whenever the Risk Manager determines that any of the above insurance is not available, is unreasonably priced, or is not needed to protect the interests of the City. In addition if the Risk Manager 1✓IC determines that heretofore unreasonably priced or (� '✓ unavailable types of insurance coverage or coverage limits become reasonable priced or available, the Risk Manager is authorized, but not required to change the above insurance requirement, to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against the City, inflation, or any other item reasonably related to the City's risk. 12. REFERENCES Contractors shall submit the names of at least five present clients as references, including Company or Agency name, address, contact person and phone number. These clients should be selected by the Contractor from their accounts as those presently most closely obtaining services being requested in this proposal. These references should preferably be from government, city, school district, water district or other public agency AND references for your private sector businesses. 13. INACCURACIES OR MISREPRESENTATIONS If in the course of the RFP process or in the administration of a resulting agreement, City determines that Contractor has made a material misstatement or misrepresentation, or that materially inaccurate information has been provided to the City, Contractor may be terminated from the RFP process or in the event a contract has been awarded, the contract may be immediately terminated. 14. SUBMISSION OF PROPOSALS Submit an original, signed copy of your proposal, and TWO COMPLETE COPIES OF YOUR ENTIRE PROPOSAL. To ��� be considered for this RFP, offeror shall return the signed Proposal Forms and attach the following information and completed forms: Copies of BAR Registration Certificate Copies of Insurance Certificates C. Price form, submitted in a separate, sealed envelope. D. All other required Proposal forms, including but not limited to list of references, non-collusion affidavit. CL� tCJ Failure to submit this information may result in your proposal being disqualified in the bidding process. QUESTIONS REGARDING TECHNICAL ASPECTS OF THIS BID SHALL BE DIRECTED TO THE TECHNICAL AUTHORITY LISTED BELOW. Technical Authority Don Johnson - Fleet Manager (909) 384-5220 �r i r ^ PRICE FORM REQUEST FOR QUOTES: RFQ F-05-002 DESCRIPTION OF RFQ: General Automotive & Medium-Heavy Equip. and Truck Repair BIDDER'S NAME/ADDRESS: #7111112—IL �1 N/Li P eysnap 24260 5th Street NAME/TELEPHONE NO. OF AUTHORIZED REPRESENTATIVE ANNUAL PURCHASE ORDER 6,,.,,tive on or about July 1, 2004 through June 30, 2005 plus two single-year options, for City's partial requirements, on an as-needed basis, with no guaranteed usage for General Automotive & Medium-Heavy Equip. and Truck Repair. Option year one, if exercised, shall be effective July 1, 2005 through June 30, 2006. Option year two, if.exercised, shall be effective July 1, 2006 through June 30, 2007. Actual option year pricing shall be negotiated with the successful Bidder(s) prior to exercising of any given option year. Option years shall become effective only upon issuance by the City of a duly authorized Purchase Order. Please provide detailed Firm Fixed Price cost information in the spaces provided below, and any other incidental or additional costs required to complete the Technical Specification requirements. F05-002 Automotive Service Bid Form page 1 of 4 Company Name } 1C — - LS Street Address 5 City,State,ZIP 24t Name and Address of Vendor Exact name and address as it appears Telephone Number _ `1 on your invoice Fax Number E-mail address CC �Yl 24 Hour Contact Ric Y AA cEms\ 24 hour Phone _ 3 __ Remit to Address Remit to Name Indicate remittance address for Street Address payment(if different from vendor address above) City,State,ZIP f, 1 O #of Years in # of Years at this #of Years in Auto Industry Business location \, (List b T e of Service and#of r. V\ ( Type of Service Machine Shop Radiator/ Heater Medium-Heavy Duty YP e air Support Core Repair Equipment Repair Circle all that you are biddiiq If your company do es not perform a full range of repairs for the category(s)your are applying for, please indicate in spaces below the e of work that you can do and include your rate schedule. 05 002 Automotive Service Bid For pace 2 of 4 Enter below your quotation for furnishing the City of San Bernardino with labor and parts for the repair, maintenance and overhaul of City-owned vehicles. Your quotation will be evaluated on a competitive basis, price and other factors will be considered for awarding work for individual vehicles. Based on: (circle) Chilton Flat Rate Manual Hourly Flat Rate: $ 7Q, r Motor Flat Rate Manual an Mitchell Basic Flat Rate Manua National Auto Glass Calculator Other(specify) 1_% Discount off of Parts Manufacturer Retail Price list ( Parts: parts and material will be billed to San Bernardino City at time of repair) OR at a set discount from the suggested current Parts Manufacturer Retail Price List at the time of repairs. The Other Pricing Structure(specify): vendor may be required to furnish copies of parts invoices at any time during the term of this agreement. -1 Repair: Is field repair available? circle a list rates below or No _.ving up to 12,000GV W $ ° Charge per mile $ Towing over 12,000 GVW $ rj, "( Charge per mile $ Lowboy Towing $ oa Charge per mile $ Service calls, under 12,000 GVW $ Service calls,over 12,000 GVW $ Service calls,over 26,000 GVW $ Other Charges: Additional Services you provide: List charges for shop supplies, Gas/Oil/Grease, tear down List service and cost below charges, etc. Car Wash Vendors-List vour Pricin Here. Description Unit $cost Description Unit $cost (eaJhr/ (eaJhr etc) etc l o r 0 .05-002 Automotive Service Bid Form page 3 of 4 BAR Registration: Bar Registration Number List your registration number Expiration date 131 INCLUDE A COPY OF YOUR REGISTRATION WITH THE BID Certification of Mechanics and Technicians: List the type of certifications and number of technicians/mechanics that hold these certificates. Certificate type: Specialty area: Number of Technicians/Mechanics ASE or Other leasespecify) List specific areas of certificate that have this certificate renees: Please list the names of at least five (5)present clients. (Preferably references from government, city, �I district,water district or other public agency AND references from your private sector businesses. Name Address Contact Person I Telephone# 1334 Stj.1� Cszs�'cra\ PNe.. R� v � oZ 13-744-� L05 e•e. 2 aI-387- S, .37?o 160 S, tort, StYeJ+ 15� {G-en Connt a�! 370 - Ct o� Callen Col 3 1050 col vMbl4 Yli C V— Opq--7911 R�de� CA C42-So- ¢ 6-7971iocA+, vi�1*�r;o man Manuel I (ctCor5. K' hl 2 x r 2 Automotive Service Bid Form page 4 of 4 rmation: Please provide our standard warran for the trades that you will be submitting a bid for. r Labor mo. &miles Parts mo. &miles Exceptions utomotiv e Mde L�Ix�ine5� brans �+ Med./Hvy. Equipment 6n �� Tfbf6Mis5 Oco,nn s Machine Shop Support Radiator/Heater Core Repair ( �MOfti�(LS I�,MU�� Other Heavy Duty Brake w nd Gear Repair Other Acknowledgment: The vendor is hereby requested to acknowledge that they have received, read and will accept all the terms and conditions, and will comply with all terms, conditions and clauses as listed in this Bid package. By signing this document, I declare that this proposal is made without collusion with any other person, firm or corporation. epted Date: An 41QQ4 Taxpayerl Title: �Inl� number:—a. �,-C) I ?_677 Bid Submission Check List: To be considered for this bid you must return this signed Bid Form and attach the following information and completed forms. Please initial here that you have included the followin Items: ITEM TO INCLUDE INITIALS 1. Com lsted—Si ned Automotive Bid Form all 4 pages 2. C0 131W of BAR Registration Certificate 3. Copies of your Insurance Certificates 4. Completed Non-Collusion Affidavit 5. Completed Technical Specification Section This offer shall remain firm for 90 days from RFQ close date. Terms and conditions as set forth in this RFQ apply to this bid. Cash discount allowable a % l C 1 days; unless otherwise stated, payment terms are: Net thirty (30) days. t" F g this bid, Bidder warrants that all certifications and documents requested herein are attached perly completed and signed. From time to time, the City may issue one or more addenda to this RFQ. Below, please indicate all Addenda to this RFQ received by your firm, and the date said Addenda was/were received. Verification of Addenda Received Addenda No: Received on: Addenda No: Received on: Addenda No: Received on: IF SUBMITTING A "NO BID", PLEASE STATE REASON (S) BELOW: NON - COLLUSION AFFIDAVIT TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO In accordance with Title 23, United States Code, Section 112, the undersigned hereby states, under penalty of perjury: That he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken action in restraint of free competitive bidding in connection with RFQ F- 05-002. Business Name C 11 r��1 " Business Address �,4Tg SW 4T'( L,, �n ` Acac,(-"`(3j Cfi 9/Z C5 Signature of bidder X Place of Residence Subscribed and sworn before me this day of 20O Notary Public in and for the County of n� A �A. , State of California. My commission expire/x 20d�/ . �Enrar�ltlonnas --- F Commts10n#7264783. . 4 ""- Notray Pub9c Ccoomia San 0 ma dm Cotmly MyCarM59*mN10y78,M 1 RESOLUTION OF THE RESOLUTION AND NO. COMMON COIL OF THEY y 2 OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREE MENT AND ISSUANCE OF AN ANNUAL PURCHASE ORDER IN THE AMOUNT OF 3 $75,000, WITH THREE (3) ONE-YEAR EXTENSIONS AT THE CITY'S OPTION TO MCCRAY ENTERPRISES OF SAN BERNARDINO PURSUANT TO SECTION 4 3.04.010-113 OF THE MUNICIPAL CODE FOR MEDIUM AND HEAVY DUTY EQUIPMENT AND TRUCK REPAIR, INCLUDING PURCHASE OF VARIOUS 5 RELATED PARTS. 6 WHEREAS, McCray Enterprises is an independent heavy equipment repair facility in 7 San Bernardino and has provided outstanding support to the Fleet Division for over fourteen 8 9 (14) years. 10 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 11 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized to 12 13 execute on behalf of said City an Agreement between the City of San Bernardino and McCray 14 Enterprises, a copy of which is attached hereto, marked Exhibit"A" and incorporated herein by 15 reference as fully as though set forth at length. 16 SECTION 2. This purchase is exempt from the formal contract procedures of Section 17 3.04.010 of the Municipal Code, pursuant to Section 3.04.010. 13.3 of said Code "Purchases 18 approved by the Mayor and Common Council." 19 SECTION 3. The Purchase Order shall reference this Resolution number and shall 20 21 read, "McCray Enterprises for medium and heavy duty equipment and truck repair, including 22 purchase of various related parts." P.O. not to exceed $75,000 and shall incorporate the terms 23 and conditions of the Agreement. 24 SECTION 4. The authorization to execute the above referenced Agreement and 25 Purchase Order is rescinded if not issued within sixty (60) days of the passage of this 26 Resolution. 27 28 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AUTHORIZING THE EXECUTION OF AN AGREEMENT 1 AND ISSUANCE OF AN ANNUAL PURCHASE ORDER IN THE AMOUNT OF 2 575,000, WITH THREE (3) ONE-YEAR EXTENSIONS AT THE CITY'S OPTION TO MCCRAY ENTERPRISES OF SAN BERNARDINO PURSUANT TO SECTION 3 3.04.010-113 OF THE MUNICIPAL CODE FOR MEDIUM AND HEAVY DUTY EQUIPMENT AND TRUCK REPAIR, INCLUDING PURCHASE OF VARIOUS 4 RELATED PARTS, 5 6 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor 7 and Common Council of the City of San Bernardino at a meeting thereof, held 8 on the day of , 2010, by the following vote,to wit: 9 Council Members: AYES NAYS ABSTAIN ABSENT 10 MARQUEZ 11 DESJARDINS 12 BRINKER 13 14 SHORETT _ 15 KELLEY 16 JOHNSON 17 MCCAMMACK 18 19 Rachel G. Clark, City Clerk — 20 The foregoing resolution is hereby approved this day of 21 2010. 22 Patrick J. Morris, Mayor 23 City of San Bernardino 24 Appr e s to Form: 25 26 7 es I. Penman, City Attorney 27 28 1 VENDOR SERVICE AGREEMENT 2 This Vendor Service Agreement is entered into this 16th day of August 2010, by and 3 between McCray Enterprises_ ("VENDOR') and the City of San Bernardino ("CITY" or "San 4 5 Bernardino"). 6 WITNESSETH: 7 WHEREAS, the Mayor and Common Council has determined that it is advantageous 8 and in the best interest of the CITY to contract for medium and heavy duty equipment and 9 truck repair, including purchase of various related parts; and 10 WHEREAS, McCray Enterprises is an independent heavy equipment repair facility in 11 San Bernardino and has provided outstanding support to the Fleet Division for over fourteen 12 13 (14) years; and © 14 WHEREAS, this purchase is exempt from the formal contract procedures of Section 15 3.04.010 of the Municipal Code, pursuant to Section 3.04.010. B.3 of said Code "Purchases 16 approved by the Mayor and Common Council." 17 NOW,THEREFORE,the parties hereto agree as follows: 18 1. SCOPE OF SERVICES. 19 20 For the remuneration set forth in Paragraph 2, San Bernardino hereby engages the 21 services of VENDOR to provide those products and services as set forth in City of San 22 Bernardino Technical Specifications, Proposal Specifications F-05-002, a copy of which is 23 attached hereto as Attachment 1, and by this reference made a part hereof. 24 2. COMPENSATION AND EXPENSES. 25 a. For the services delineated above, the CITY, upon presentation of an invoice, shat 26 pay the VENDOR the not to exceed amount of $75,000. Compensation shall b 27 28 earned at the Labor rate of$85.00 per hour; parts are cost plus 20 percent. Exhibit"A" I 1 b. No other expenditures made by VENDOR shall be reimbursed by CITY. ... 2 3. TERM; TERMINATION. 3 The term of this agreement shall be from August 16, 2010 through June 30, 2011, with 4 5 three (3) one-year extensions at the City's option. Option year one, if exercised, shall be 6 effective July 1, 2011 through June 30, 2012. Option year two, if exercised, shall be effective 7 July 1, 2012 through June 30, 2013. Option year three, if exercised, shall be effective July 1, 8 2013 through June 30, 2014. 9 This Agreement may be terminated at any time by thirty (30) days' written notice by 10 either party. The teens of this Agreement shall remain in force unless amended by written 11 agreement of the parties executed on or before the date of expiration of current term of the 12 13 agreement. 14 4. INDEMNITY. 15 Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, 16 agents or representatives, free and harmless from all claims, actions, damages and liabilities o 17 any kind and nature arising from bodily 'mJu , includin g death, or property damage, based o 18 asserted upon any or alleged act or omission of Vendor, its employees, agents, o 19 20 subcontractors, relating to or in any way connected with the accomplishment of the work o 21 performance of service under this Agreement, unless the bodily injury or property damage w 22 actually caused by the sole negligence of the City, its elected officials, employees, agents o 23 representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at i 24 own expense, including attorney's fees the City, its elected officials, employees, agents o 25 representatives from any and all legal actions based upon such actual or alleged acts o 26 omissions. Vendor hereby waives any and all rights to any types of express or implie 27 V 28 indemnity against the City, its elected officials, employees, agents or representatives, witl Exhibit"A" 2 1 respect to third party claims against the Vendor relating to or in any way connected with the 2 accomplishment of the work or performance of services under this Agreement. 3 5. INSURANCE. 4 5 While not restricting or limiting the foregoing, during the term of this Agreement, 6 VENDOR shall maintain in effect policies of comprehensive public, general and automobile 7 liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory 8 worker's compensation coverage, and shall file copies of said policies with the CITY's Risk 9 Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an 10 additional named insured in each policy of insurance provided hereunder. The Certificate of 11 Insurance furnished to the CITY shall require the insurer to notify CITY of any change or 12 13 termination in the policy. Insurer shall give CITY 30 days notice prior to enactment and any 14 change or termination of policy. 15 6. NON-DISCRIMINATION. 16 In the performance of this Agreement and in the hiring and recruitment of employees, i 17 VENDOR shall not engage in, nor permit its officers, employees or agents to engage in ig discrimination in employment of persons because of their race, religion, color, national origin 19 20 ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender o 21 sexual orientation, or any other status protected by law. 22 7. INDEPENDENT CONTRACTOR 23 VENDOR shall perform work tasks provided by this Agreement, but for all intents an 24 purposes VENDOR shall be an independent contractor and not an agent or employee of th 25 CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment o 26 Income Tax, Social Security, State Disability Insurance Compensation, Unemployme 27 `J Compensation, and other payroll deductions for VENDOR and its officers, agents, an { 28 Exhibit"A" 3 I employees, and all business licenses, if any are required, in connection with the services to be 2 performed hereunder. 3 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. 4 5 VENDOR warrants that it possesses or shall obtain, and maintain a business registration 6 certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, 7 qualifications, insurance and approval of whatever nature that are legally required of VENDOR 8 to practice its business or profession. 9 NOTICES. 10 Any notices to be given pursuant to this Agreement shall be deposited with the United 1] States Postal Service,postage prepaid and addressed as follows: 12 13 TO THE CITY: Public Services Director 300 North"D" Street 14 San Bernardino, CA 92418 © Telephone: (909) 384-5140 15 16 TO THE VENDOR: McCray Enterprises 24268 5th St. 17 San Bernardino, CA 92410 Telephone: (909) 885-2551 18 Contact: Rick McCray 19 9. ATTORNEYS' FEES. 20 In the event that litigation is brought by any party in connection with this Agreement 21 the prevailing party shall be entitled to recover from the opposing party all costs and expenses 22 including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any o 23 24 its rights or remedies hereunder or the enforcement of any of the terms, conditions o 25 provisions hereof. The costs, salary and expenses of the City Attorney and members of hi 26 office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys 27 fees"for the purposes of this paragraph. 28 Exhibit"A" 4 1 10. ASSIGNMENT. 2 VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or 3 encumber all or any part of the VENDOR's interest in this Agreement without CITY'S prior 4 5 written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void 6 and shall constitute a breach of this Agreement and cause for the termination of this 7 Agreement. Regardless of CITY'S consent, no subletting or assignment shall release VENDOR 8 of VENDOR's obligation to perform all other obligations to be performed by VENDOR 9 hereunder for the term of this Agreement. 10 11. VENUE. 11 The parties hereto agree that all actions or proceedings arising in connection with this 12 13 Agreement shall be tried and litigated either in the State courts located in the County of San 14 Bernardino, State of California or the U.S. District Court for the Central District of California, 15 Riverside Division. The aforementioned choice of venue is intended by the parties to be 16 mandatory and not permissive in nature. 17 12. GOVERNING LAW. 18 This Agreement shall be governed by the laws of the State of California. 19 20 13. SUCCESSORS AND ASSIGNS. 21 This Agreement shall be binding on and inure to the benefit of the parties to this Agreement 22 and their respective heirs, representatives, successors, and assigns. 23 14. HEADINGS. 24 The subject headings of the sections of this Agreement are included for the purposes of 25 convenience only and shall not affect the construction or the interpretation of any of it 26 27 provisions. O 28 Exhibit"A" 5 1 15. SEVERABILITY. % r 2 If any provision of this Agreement is determined by a court of competent jurisdiction to 3 be invalid or unenforceable for any reason, such determination shall not affect the validity or 4 5 enforceability of the remaining terms and provisions hereof or of the offending provision in any 6 other circumstance, and the remaining provisions of this Agreement shall remain in full force 7 and effect. 8 16. ENTIRE AGREEMENT; MODIFICATION. 9 This Agreement constitutes the entire agreement and the understanding between the 10 parties, and supercedes any prior agreements and understandings relating to the subject manner 11 of this Agreement. This Agreement may be modified or amended only by a written instrument 12 13 executed by all parties to this Agreement. 14 15 16 I 17 18 19 1 20 1 21 } 22 23 24 26 27 ? 28 Exhibit"A" 6 i 1 VENDOR SERVICE AGREEMENT 2 MCCRAY ENTERPRISES 3 IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and 4 date set forth below. 5 6 Dated: 12010 MCCRAY ENTERPRISES 7 By: 8 9 10 Dated 12010 CITY OF SAN BERNARDINO 11 By: Charles E. McNeely, City Manager 12 Approved as to Form: 13 14 By. James F. Penman, City Attorney 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Exhibit"A" 7 1 VENDOR SERVICE AGREEMENT 2 This Vendor Service Agreement is entered into this 16th day of August 2010, by and 3 between McCray Enterprises ("VENDOR") and the City of San Bernardino ("CITY" or "San 4 Bernardino"). 5 6 WITNESSETH: 7 WHEREAS, the Mayor and Common Council has determined that it is advantageous 8 and in the best interest of the CITY to contract for medium and heavy duty equipment and 9 truck repair, including purchase of various related parts; and 10 WHEREAS, McCray Enterprises is an independent heavy equipment repair facility in 11 San Bernardino and has provided outstanding support to the Fleet Division for over fourteen 12 13 (14) years; and 14 WHEREAS, this purchase is exempt from the formal contract procedures of Section © i5 3.04.010 of the Municipal Code, pursuant to Section 3.04.010. B.3 of said Code "Purchases 16 approved by the Mayor and Common Council." 17 NOW,THEREFORE,the parties hereto agree as follows: 18 1. SCOPE OF SERVICES. 19 For the remuneration set forth in Paragraph 2, San Bernardino hereby engages the 20 21 services of VENDOR to provide those products and services as set forth in City of San 22 Bernardino Technical Specifications, Proposal Specifications F-05-002, a copy of which is 23 attached hereto as Attachment 1, and by this reference made a part hereof. 24 2. COMPENSATION AND EXPENSES. 25 a. For the services delineated above, the CITY, upon presentation of an invoice, shall 26 pay the VENDOR the not to exceed amount of $75,000. Compensation shall be 27 �.. 28 earned at the Labor rate of$85.00 per hour; parts are cost plus 20 percent. 1 1 b. No other expenditures made by VENDOR shall be reimbursed by CITY. 2 3. TERM; TERMINATION. 3 The term of this agreement shall be from August 16, 2010 through June 30, 2011, with 4 three (3) one-year extensions at the City's option. Option year one, if exercised, shall be 5 6 effective July 1, 2011 through June 30, 2012. Option year two, if exercised, shall be effective 7 July 1, 2012 through June 30, 2013. Option year three, if exercised, shall be effective July 1, g 2013 through June 30, 2014. 9 This Agreement may be terminated at any time by thirty (30) days' written notice by 10 either party. The terms of this Agreement shall remain in force unless amended by written 11 agreement of the parties executed on or before the date of expiration of current term of the 12 13 agreement. 14 4. INDEMNITY. C15 Vendor agrees to and shall indemnify and hold the City, its elected officials, employees, 16 agents or representatives, free and harmless from all claims, actions, damages and liabilities of 17 any kind and nature arising from bodily injury, including death, or property damage, based or 18 asserted upon any or alleged act or omission of Vendor, its employees, agents, or 19 subcontractors, relating to or in any way connected with the accomplishment of the work or 20 21 performance of service under this Agreement, unless the bodily injury or property damage was 22 actually caused by the sole negligence of the City, its elected officials, employees, agents or 23 representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its 24 own expense, including attorney's fees the City, its elected officials, employees, agents or 25 representatives from any and all legal actions based upon such actual or alleged acts or 26 omissions. Vendor hereby waives any and all rights to any types of express or implied 27 indemnity against the City, its elected officials, employees, agents or representatives, with 28 2 1 respect to third party claims against the Vendor relating to or in any way connected with the 2 accomplishment of the work or performance of services under this Agreement. 3 5. INSURANCE. 4 While not restricting or limiting the foregoing, during the term of this Agreement, 5 6 VENDOR shall maintain in effect policies of comprehensive public, general and automobile 7 liability insurance, in the amount of $1,000,000.00 combined single limit, and statutory 8 worker's compensation coverage, and shall file copies of said policies with the CITY's Risk 9 Manager prior to undertaking any work under this Agreement. CITY shall be set forth as an 10 additional named insured in each policy of insurance provided hereunder. The Certificate of 11 Insurance furnished to the CITY shall require the insurer to notify CITY of any change of 12 13 termination in the policy. Insurer shall give CITY 30 days notice prior to enactment and any 14 change or termination of policy. 15 6. NON-DISCRIMINATION. 16 In the performance of this Agreement and in the hiring and recruitment of employees, 17 VENDOR shall not engage in, nor permit its officers, employees or agents to engage in, 18 discrimination in employment of persons because of their race, religion, color, national origin, 19 ancestry, age, mental or physical disability, medical conditions, marital status, sexual gender or 20 21 sexual orientation, or any other status protected by law. 22 7. INDEPENDENT CONTRACTOR. 23 VENDOR shall perform work tasks provided by this Agreement, but for all intents and 24 purposes VENDOR shall be an independent contractor and not an agent or employee of the 25 CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of 26 Income Tax, Social Security, State Disability Insurance Compensation, Unemployment Q 27 Compensation, and other payroll deductions for VENDOR and its officers, agents, and 28 3 I employees, and all business licenses, if any are required, in connection with the services to be 2 performed hereunder. 3 8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. 4 5 VENDOR warrants that it possesses or shall obtain, and maintain a business registration 6 certificate pursuant to Chapter 5 of the Municipal Code, and any other licenses, permits, 7 qualifications, insurance and approval of whatever nature that are legally required of VENDOR 8 to practice its business or profession. 9 NOTICES. 10 Any notices to be given pursuant to this Agreement shall be deposited with the United 11 States Postal Service, postage prepaid and addressed as follows: 12 TO THE CITY: Public Services Director 13 300 North"D" Street San Bernardino, CA 92418 14 Telephone: (909) 384-5140 TO THE VENDOR: McCray Enterprises 16 24268 5" St. San Bernardino, CA 92410 17 Telephone: (909) 885-2551 18 Contact: Rick McCray 19 9. ATTORNEYS' FEES. 20 In the event that litigation is brought by any party in connection with this Agreement, 21 the prevailing party shall be entitled to recover from the opposing party all costs and expenses, 22 including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of 23 24 its rights or remedies hereunder or the enforcement of any of the terms, conditions or 25 provisions hereof. The costs, salary and expenses of the City Attorney and members of his 26 office in enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' 27 fees" for the purposes of this paragraph. 28 4 1 10. ASSIGNMENT. 2 VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or 3 encumber all or any part of the VENDOR's interest in this Agreement without CITY'S prior 4 written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void 5 6 and shall constitute a breach of this Agreement and cause for the termination of this 7 Agreement. Regardless of CITY'S consent,no subletting or assignment shall release VENDOR 8 of VENDOR's obligation to perform all other obligations to be performed by VENDOR 9 hereunder for the term of this Agreement. 10 11. VENUE. 11 The parties hereto agree that all actions or proceedings arising in connection with this 12 13 Agreement shall be tried and litigated either in the State courts located in the County of San 14 Bernardino, State of California or the U.S. District Court for the Central District of California, 15 Riverside Division. The aforementioned choice of venue is intended by the parties to be 16 mandatory and not permissive in nature. 17 12. GOVERNING LAW. 18 This Agreement shall be governed by the laws of the State of California. 19 13. SUCCESSORS AND ASSIGNS. 20 21 This Agreement shall be binding on and inure to the benefit of the parties to this Agreement 22 and their respective heirs, representatives, successors, and assigns. 23 14. HEADINGS. 24 The subject headings of the sections of this Agreement are included for the purposes of 25 convenience only and shall not affect the construction or the interpretation of any of its 26 provisions. (� 27 1 28 5 - i 1 15. SEVERABILITY. 2 If any provision of this Agreement is determined by a court of competent jurisdiction to 3 be invalid or unenforceable for any reason, such determination shall not affect the validity or 4 enforceability of the remaining terms and provisions hereof or of the offending provision in any 5 6 other circumstance, and the remaining provisions of this Agreement shall remain in full force 7 and effect. 8 16. ENTIRE AGREEMENT; MODIFICATION. 9 This Agreement constitutes the entire agreement and the understanding between the 10 parties, and supercedes any prior agreements and understandings relating to the subject manner 11 of this Agreement. This Agreement may be modified or amended only by a written instrument 12 13 executed by all parties to this Agreement. 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 6 1 VENDOR SERVICE AGREEMENT (� 2 MCCRAY ENTERPRISES �✓ 3 IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day and 4 date set forth below. 5 6 Dated: 2010 MCCRAY ENTERPRISES 7 By: 8 9 10 Dated 12010 CITY OF SAN BERNARDINO 11 By' Charles E. McNeely, City Manager 12 Approved as to Form: 13 `r 14 By. /V k James r1hman, City Attorney 15 16 17 18 19 20 21 22 23 24 25 26 27 28 7 Attachment "1" 1� 15'# O O � O O N C v - Q E p r >N 0 r > Co d Cn of i 4 L— N LLI o Q W Ea :._. o O a U) D w 2 D t0 CO .6 ° U U 5 s,. Q , E o e } C N Q U) O y. O O O :5 9\ w Q p r -° O` i CO Q N O? w r c W o ro Q P N io W ltJ` m m m v C v Co XQ U51 l .x l"'- .T.q' p ROOM".u:t(Yi y={.W. Diesel Repair&Body stela. C 0 PY 2erna 5th Street City of San Bernardino San Bernardino, CA 92410 TECHNICAL SPECIFICATIONS 4 PROPOSAL SPECIFICATION NO. F-05-002 REQUISITION NO. 8715 - 8721 GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP SUPPORT; MEDIUM-HEAVY EQUIPMENT AND TRUCK REPAIR; RADIATOR/HEATER CORE REPAIR NOTtCE "SPECIAL INSTRUCTIONS TO THE OFFEROR" Services: Offeror shall complete right-hand column indicating brief reasoning for exceptions to requirements when not acceptable. State "Acceptable" if requirements are agreeable as set forth in left-hand column. Equipment: Offeror shall complete right-hand column indicating specific size and or make and model of all components when not exactly as specified. State "As Specified" if item is exactly as set forth in the left-hand column. r'^ FAILURE TO COMPLETE RIGHT HAND COLUMN SHALL INVALIDATE OFFEROR'S PROPOSAL ACCEPTABLE I AS SPECIFIED 1. SCOPE The City of San Bernardino is soliciting proposals from qualified Automotive Service Providers to provide services in three (3) categories: General Automotive Repair and Machine Shop Support; Medium-Heavy Equipment and Truck Repair; N1e� um-I�ea��9u Radiator/Heater Core Repair. 9-Tto� K "7epat r Offerors may propose to provide services for one, some or all categories described in this RFP. 2. MINIMUM REQUIREMENTS Q Have specific expertise in General Automotive Repair, ,Pc and/or Medium-Heavy Equipment and Truck Repair, and/or Radiator, A/C Condenser and Heater Core Repair. rl Have no record of unsatisfactory performance as idenced by complaints filed with.Sate of California Bureau of Automotive Re airs BAR and any related local agencies rning st thre e years. CKGROUND The City of San Bernardino owns and maintains a vehicle fleet that includes various models of cars and light trucks as well as various medium to heavy duty equipment and vehicles. These vehicles include 102 Patrol cars, 106 miscellaneous law enforcement vehicles, 391 general- purpose fleet cars and light trucks, and 147 miscellaneous medium to heavy-duty equipment. The majority of the fleet consists of 1986 to 2000 year models of Ford, GM, Dodge, Peterbilt and Volvo White-model vehicles and Iighttmedium and heavy-duty trucks. Some of the vehicles are alternate/multi-fuel and diesel powered. CATEGORYI GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP SUPPORT REQUIREMENTS: (In Addition to the General Requirements) a. The successful offeror (Contractor) shall perform engine repair/overhauls, heater core repair, machine shop support, valve jobs and brake work on a variety of light and medium duty vehicles/trucks to include all makes and models not currently under manufacturer warranty. b. The charge for service, repair, or overhaul shall include labor and any parts required to complete repair. All parts removed shall be returned with the repaired vehicle. c. All repairs shall be completed within a seven (7) daytime frame. Longer time frames shall be agreed to prior to initiation of repair. d. The Contractor shall pick up and deliver at no cost, and be located within a seven-(7) mile radius of the City Yard to facilitate transportation to and from the City Yard. e. The Contractor shall be responsible for the security of any City vehicle and its contents while in its possession and in a fenced compound. f. Warranties—Repair work performed by the Contractor shall be warranted at a minimum for the lesser of 90 days or 4,000 miles for defective parts or workmanship, unless parts have warranty coverage for longer periods. All repeat repairs that fall within the above warranty period shall be corrected timely by the Contractor at no additional cost to the City. ,. Road test vehicles—All vehicles that have been in the shop for repairs, including safety related repairs or adjustments such as brakes, steering, etc., shall.pass a road test before they are returned to the City. The nature of the test and the test results shall be noted on the work order. Road test personnel shall have proper licensing, training and familiarization with operational characteristics of the vehicle. CATEGORY II MEDIUM/HEAVY EQUIPMENT AND TRUCK REPAIR REQUIREMENTS: ( In Addition to the General Requirements) a. The Contractor shall perform all types of diesel engine overhauls and repairs, suspension repairs and have the capability to R&R transmissions. Contractor capabilities shall include walking beam bushing replacement, leaf spring replacement, water pump replacement, transmission leaks, engine oil leaks, and fuel leaks and steering component repair. b. The charge for service, repair or overhaul shall include labor and any parts required to complete repair. All parts removed shall be returned with the repaired vehicle. c. All repairs shall be completed within a seven-(7) day time frame. Longer time frames shall be agreed to prior to - initiation of repairs. d. Contractor shall pick up and deliver at no cost. hecP r tAe e. The Contractor shall be responsible for the security of any �1' city vehicle and its contents while in its possession and in a fenced compound. f. Warranties— Repair work performed by the Contractor shall be warranted at a minimum for the lesser of 90 days or 4,000 miles for defective parts or workmanship, unless parts have warranty coverage for longer periods. All repeat repairs that fall within the above warranty period shall be corrected timely by the Contractor at no additional cost to the City. g. Road test vehicles — All vehicles that have been in the shop for repairs, including safety related repairs or adjustments such as brakes, steering, etc., shall pass a road test before they are returned to the City. The nature of the test and the test results shall be noted on the work order. Road test personnel shall have proper licensing, training and familiarization with operational characteristics of the vehicle. CATEGORY III RADIATOR REPAIR REQUIREMENTS - In addition to the General Requirements) Contractor shall perform radiator and heater core, and A/C condenser repair on a variety of light, medium, and heavy- duty vehicles/trucks. b. The contractor shall have capability to perform pressure and immersion testing on all size radiators, heater cores, etc. - c. Contractor shall have the ability to evacuate and recharge A/C systems if needed. All Freon shall be recycled. d. The Contractor shall have the capability to rod out, recore, and manufacture custom radiators as needed. e. The cost for service, repair, or overhaul shall include labor and any parts required to complete the repair. f. All repairs shall be completed within a three-(3) day time frame. Longer time frames shall be agreed to prior to initiation of repairs. g. Contractor shall pick up and deliver at no cost and be located within a seven-(7) mile radius to facilitate transportation to and from the city yard. h. Contractor shall be responsible for the security of any city vehicle and its contents while in its possession and in a fenced compound. GENERAL REQUIREMENTS (ALL CATEGORIES) Inspection of Vehicles: The Contractor shall evaluate the entire vehicle in accordance with industry/OEM standards. Vehicle shall be required to be road-tested as part of this evaluation unless it is non-operational or unsafe. Written Estimates: Contractor shall prepare detailed written estimate upon completion of the inspection process and prior to start of work. This report shall provide an estimate of cost and time of recommended work. The estimate shall list parts, labor (hours and rate), sublet work, any and all miscellaneous charges (with explanation), and tax. It shall also include an expected completion date. Approval Required Prior to Repair: The Contractor shall obtain verbal authorization or approval and a purchase order number from the Fleet Manager or his designee before any work is started. The Contractor shall note the name and title of the person who authorized the repair along with the 'urchase order number, date and time of said approval. The Iity shall not be responsible for any charges resulting from re airs.made without ro era roval and urchase order tuber. 1 . de of Work to be Performed: The Contractor shall furnish the facility and all necessary supervision, labor, parts, tools, vehicle manuals and supplies required to provide the repairs and service to all vehicles. The Contractor shall not perform any work at City facilities. Security of Vehicles: The Contractor shall be responsible for vehicles accepted for repair. Responsibility entails ensuring reasonable steps are taken to secure vehicles from j theft and vandalism. The Contractor shall inspect all vehicles for traffic accident damage, missing communications and/or emergency equipment. Contractor shall note all damage and missing equipment and inform the City of such. The Contractor shall be held responsible for the repair and replacement of all damaged/missing equipment, unless it has been reported to the City. Incidents of theft or vandalism to the City vehicles in the Contractor's care shall be reported to the City immediately -4 the Contractor shall notify and report theft/vandalism to .l law enforcement. The Contractor may be held liable for the replacement/repair of vehicles damaged while under the control of the Contractor. Subcontracting of Repairs. The Contractor shall be responsible for the performance of subcontractors as well as arranging, managing and paying for the performance of subcontracted repairs. Contractor shall ensure that all subcontractors comply with City insurance requirements, and have copies available to the City upon request. Inspection of Work: The City shall have the right at all times to inspect or otherwise evaluate the work being performed and parts or equipment used by the Contractor. The City reserves the right to reject materials and workmanship found, at City's sole discretion, to be unacceptable. Contractor shall immediately remedy unacceptable workmanship at no expense to City. DP-,age to City Property, Facilities, Buildings or G .nds: The Contractor shall repair, or cause to be repair d, at its own cost, all damage to City vehicles, facilities, 01� uildings or grounds caused by the willful or negligent acts of Contractor or employees or agents of the Contractor. Such repairs shall be made immediately after Contractor becomes aware of such damage, but in no event later than thirty (30) days after the occurrence. If the Contractor fails to make timely repairs the City may make any necessary repairs. All costs incurred by the City, as determined by the City, for such repairs shall be repaid by the Contractor by cash payment upon demand or City may deduct such costs from any amounts due to the Contractor from the City. Parts: All parts shall meet or exceed OEM manufacturer's specifications. No used parts shall be installed. The City reserves the right to determine whether a part or brand of part is equivalent to OEM specifications. Rebuilt/Overhauled Parts: Parts may be sent to the Contractor for rebuilding or overhauling without the entire vehicle being sent for repair or service. The City requires that Contractors shall adhere to all terms outlined in this section. In addition, the warranty for rebuiltloverhauled parts shall be the same as for any other repair and the period of warranty shall begin from the re-installation date of such parts into a vehicle. The City shall provide Contractor with proof of re- installation date upon such warranty claims. Response Time: Under normal circumstances, a response time shall not be longer than seventy-two (72) business hours. The City expects repairs to be performed within 24 to 36 hours on the average from receipt of vehicle, inspection and authorization.. Some departments require, in an emergency, the ability for 24-hour service. Please Provide information on the ability to provide such service and telephone number for service and appropriate charges for such service on your bid form. 6. LICENSES AND CERTIFICATIONS All offerors shall be registered with the State of California Bureau of Automotive Repair (BAR) for all of the trades that they desire to be considered for this RFP. Please provide the (BAR) registration number(s) in the right hand column. 1AII individuals performing service on vehicles shall be certified _ -credited program such as ASE or equivalent, to ork on the trade that they shall be providing. rovide the type and level of certification that your ty requires for each type of trade that you shall be miffing a proposal for. 10. NOTICE OF DELAYS Except as otherwise provided herein, when either party has knowledge that any actual or potential situation is delaying orI� threatens to delay the timely performance of this contract, that U, l party shall, with twenty-four(24) hours, give notice thereof, including all relevant information with respect thereto, the other party. 11. INSURANCE Insurance -Without in anyway affecting the indemnity herein provided and in addition thereto, the Contractor shall secure C and maintain throughout the contract the following types of insurance with limits as shown: Workers' Comoensation -A program of Workers' ,ompensation insurance or a State-approved Self-Insurance Program in an amount an form to meet all applicable requirements of the Labor code of the State of California, including Employer's Liability with $250,000 limits, covering all persons providing services on behalf of the consultant and all risks to such person under this Agreement. Comprehensive General and Automobile Liability Insurance - This coverage to include contractual coverage and automobile liability coverage for owned, hired and non-owned vehicles. The policy shall have combined single limits for bodily injury and property damage of not less than one million dollars ($1,000,000). Proof of Coverage - Contractor shall immediately furnish certificates of insurance to the City Department administering the contract evidencing the insurance coverage, including endorsements, above required prior to the commencement of performance services hereunder, which certificates shall provide that such insurance shall not be terminated or expire without thirty (30) days written notice to the Department, and Contractor shall maintain such insurance from the time :ontractor commences performance of services hereunder until the completion of such services. Within sixty (60) days of the commencement of this A reement, the Contractor shall FIns tified copies of the policies and all endorsements. Review-The above ins urance requirements are periodic review by the City. The City's Risk Manager is authorized, but not required, to reduce or waive any of the above insurance requirements whenever the Risk Manager determines that any of the above insurance is not available, is unreasonably priced, or is not needed to protect the interests of the City. In addition if the Risk ManagerIn�n determines that heretofore unreasonably priced or unavailable types of insurance coverage or coverage limits become reasonable priced or available, the Risk Manager is authorized, but not required to change the above insurance requirement, to require additional types of insurance coverage or higher coverage limits, provided that any such change is reasonable in light of past claims against the City, inflation, or any other item reasonably related to the City's risk. 12. REFERENCES Contractors shall submit the names of at least five present clients as references, including Company or Agency name, address, contact person and phone number. These clients should be selected by the Contractor from their accounts as those presently most closely obtaining services beinge�lC0.�J 1 requested in this proposal. These references should preferably be from government, city, school district, water district or other public agency AND references for your private sector businesses. 13. INACCURACIES OR MISREPRESENTATIONS If in the course of the RFP process or in the administration of a resulting agreement, City determines that Contractor has made a material misstatement or misrepresentation, or that materially inaccurate information has been provided to the �` City, Contractor may be terminated from the RFP process or CC �J in the event a contract has been awarded, the contract may be immediately terminated. 14. SUBMISSION OF PROPOSALS Submit an original, signed copy of your proposal, and TWO COMPLETE COPIES OF YOUR ENTIRE PROPOSAL. Tom^ be considered for this RFP, offeror shall return the signed 1T Proposal Forms and attach the following information and completed forms: Copies of BAR Registration Certificate Copies of Insurance Certificates C. Price form, submitted in a separate, sealed envelope. D. All other required Proposal forms, including but not limited to list of references, non-collusion affidavit. CL l Failure to submit this information may result in your Proposal being disqualified in the bidding process. QUESTIONS REGARDING TECHNICAL ASPECTS OF THIS BID SHALL BE DIRECTED TO THE TECHNICAL AUTHORITY LISTED BELOW. Technical Authority Don Johnson - Fleet Manager (909) 384-5220 v- 6 PRICE FORM REQUEST FOR QUOTES: RFQ F-05-002 DESCRIPTION OF RFQ: General Automotive & Medium-Heavy Equip.and Truck Repair BIDDER'S NAME/ADDRESS: BI •Ina^^,^�w�ny snap 24266 5th Street -man Bernardino CA92440 i NAME/TELEPHONE NO. OF i AUTHORIZED REPRESENTATIVE (Y�eC C L acS�-��1-1q F�4 ANNUAL PURCHASE ORDER L... ctive on or about July 1, 2004 through June 30, 2005 plus two single-year options, for City's partial requirements, on an as-needed basis, with no guaranteed usage for General Automotive & Medium-Heavy Equip. and Truck Repair. Option year one, if exercised, shall be effective July 1, 2005 through June 30, 2006. Option year two, if exercised, shall be effective July 1, 2006 through June 30, 2007. Actual option year pricing shall be negotiated with the successful Bidder(s) prior to exercising of any given option year. Option years shall become effective only upon issuance by the City of a duly authorized Purchase Order. Please provide detailed Firm Fixed Price cost information in the spaces provided below, and any other incidental or additional costs required to complete the Technical Specification requirements. r 5-002 Automotive Service Bid Form page 1 of 4 Company Name MC Street Address rJ City,State,ZIP n 2 Name and Address vendor Telephone Number Exact name and address e P ss as it appears on your invoice Fax Number E-mail address C �,� 24 Hour Contact Ric z IACCf 24 hour Phone goq-5-59-bom Remit to Address - Remit to Name Indicate remittance address for Street Address payment(if different from vendor address above) City, State,ZIP i #of Years in # of Years at this #of Years in Auto Industry Business location - List byType of Service and #of r. 6A J Type of Service r0ther Machine Shop Radiator/ Heater - Medium-Heavy Duty tive Re air Support Core Repair Equipment Repair Circle all that you are biddinn If your company does not perform a full range of repairs for the category(s)your are applying for, please indicate in s aces below the type of work that you can do and include your rate schedule. i 05-002 Automotive Service Bid Form page 2 of 4 Enter below your quotation for furnishing the City of San Bernardino with labor and parts for the repair, maintenance and overhaul of City-owned vehicles. Your quotation will be evaluated on a competitive basis, price and other factors will be considered for awarding work for individual vehicles. Based on: (circle) Chilton Flat Rate Manual Hourly Flat Rate: S 7Q, r Motor Flat Rate Manual len Mitchell Basic Flat Rate Manua National Auto Glass Calculator Other(specify) Discount off of Parts Manufacturer Retail Price list Parts: parts and material will be billed to San Bernardino City (at time of repair) at a set discount from the suggested current Parts OR Manufacturer Retail Price List at the time of repairs. The Other Pricing Structure (specify): vendor may be required to furnish copies of parts invoices at any time during the term of this agreement. I Repair: Is field repair available? circle Ye list rates below or No owing up to 12,000GV W $ o Charge per mile $ Towing over 12,000 GVW $ S Charge per mile $ Lowboy Towing $ x OD,cqoLr Charge per mile $ Service calls, under 12,000 GVW $ Service calls,over 12,000 GVW $ Service calls,over 26,000 GVW $ Other Charges: Additional Services you provide: List charges for shop supplies,Gas/Oil/Grease,tear down List service and cost below charges, etc. Car Wash Vendors- List your Pricin Here. Description Unit $cost Description Unit $ cost (eaJhr/ (ea./hr etc) etc S to 80 05-002 Automotive Service Bid Form page 3 of 4 BAR Registration: Bar Registration Number List your registration number Expiration date r—, 9 06131 INCLUDE A COPY OF YOUR REGISTRATION WITH THE BID Certification of Mechanics and Technicians: List the type of certifications and number of technicians/mechanics that hold these certificates. Certificate type: Specialty area: Number of Technicians/ Mechanics ASE or Other leasespecify) Listspecific areas of certificate that have this certificate r rences: Please list the names of at least five (5)present clients. (Preferably references from government, city, .ol district,water district or other ublic agency AND references from your rivate sector businesses. Name Address Contact Person Tele hone# 1334 SW}\(\ CSZ(*Cck\ No., (� v � aI344A- w Lod e-f, 2 S,P�.Sk�(IFfs t ,� (>55 E. 'MA 5ree'f- -3�7- n r d/ U A\ ar el 37-2o \60S' loan 51v�zei *kI5f. oa 370 - G o� COI c.0� 3 Ken Col�luctj 1oS0 ColtiM 4 Y)i( V- --794- vcr tc�e IF CA 2 0 man Manuel (ClJOn' f' 6-2a7PJoi-1 vjc4ore� Ave, pj0N1()S,nen}41 cg-&4 Co sr Ht' hl Z b x S1 -7 FAutomotive Service Bid Form a e 4 of 4 rmation: Please provide Your standard warranty for the trades that you will be submitting a bid for. Trade Labor mo. a miles Parts mo. &miles Exceptions If 0 General Automotive "Ile 45rY1rte51 Tran5Mr95 Med./Hvy. Equipment �n �� Tf�IITiM1S5 OWAA S Machine Shop Support Radiator/Heater Core Repair � "" / �tv�01'��fLS �jJti011� Other Heavy Duty Brake and Gear Repair Other Acknowledgment: The vendor is hereby requested to acknowledge that they have received, read and will accept all the terms and conditions, and will comply with all terms, conditions and clauses as listed in this Bid package. By signing this document, I declare that this proposal is made without collusion with any other person,firm or co oration. ;epted Date: Hy � . c < - , Title: —�-- Taxpayerl ©In��O number: E ?,-(-)5l ?"7 7 Bid Submission Check List: To be considered for this bid you must return this signed Bid Form and attach the following information and corn leted forms. Please initial here that you have included the following items: ITEM TO INCLUDE 1. Corn leted—Si ned mve rth all 4 panes) INITIALS 2. Co !as of BAR Re istration Certificate 3. Co !as of ur Insurance Certificates — Corn feted Non-Collusion)Affidavit 5. Corn feted Technical Spa fill ion Section This offer shall remain firm for 90 days from RFQ close date. Terms and conditions as set forth in this RFQ apply to this bid. Cash di s.ount allowable % k days; unless otherwise stated, payment terms are: Net thirty r g this bid, Bidder warrants that all certifications and documents requested herein are attached erly completed and signed. From time to time, the City may issue one or more addenda to this RFQ. Below, please indicate all Addenda to this RFQ received by your firm, and the date said Addenda was/were received. Verification of Addenda Received Addenda No: Received on: Addenda No: Received on: Addenda No: Received on: IF SUBMITTING A"NO BID", PLEASE STATE REASON (S) BELOW: a.- NON - COLLUSION AFFIDAVIT TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO In accordance with Title 23, United States Code, Section 112, the undersigned hereby states, under penalty of perjury: That he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken action in restraint of free competitive bidding in connection with RFQ F- 05-002. Business Name C Business Address rjp� 7 _��fln��� t (_A 9`ZA-13 Signature of bidder X (�/` , Place of Residence Subscribed and sworn before me thist�day of 2012Y Notary Public in and for the County of n ,c ca '�o , State of California. My commission expires-- , 20() t JEANNE THOMAS q COMMWon 0 7264183... § �f� Notory FuMo-California myv- San BCfior:Mm County MyCaTM64* ,7a,=4 g� 1n/