HomeMy WebLinkAbout10- Police 10.a
Consent Calendar
d
City of San Bernardino
Request for Council Action
Date: October 4, 2017 U)
y
To: Honorable Mayor and City Council Members
From: Andrea M. Miller, City Manager f i-,fA 0
By: Jarrod Burguan, Chief of Police ;,
Eric Fyvie, Sergeant �°
0
d
Subject: Authorization to issue Purchase Order to Universal Specialty
Vehicles, Inc., and execution of a Vendor Service Agreement
for refurbishment and repairs to the Police Mobile Command a'
Post
W
Recommendation
Adopt a Resolution of the Mayor and City Council of the City of San Bernardino, 0
California, authorizing the issuance of a Purchase Order to Universal Specialty .0
Vehicles, Inc., in the amount of $54,074.00; and the execution of a Vendor Services N
Agreement between the City of San Bernardino, California, and Universal Specialty s
Vehicles, Inc. a
Background 00
The FY 2017 Edward Byrne Memorial JAG grant includes approval to make repairs and
improvements to the Police Department's Mobile Command Post (MCP), a 2001 a
Bluebird motorhome conversion purchased new using UASI grant funds in 2002. The 0
MCP has not had any significant improvements since its initial purchase. A large portion
of the improvements will replace aging lights and electrical equipment on the vehicle, o
including the awning. A major addition to the MCP will be installation of an exterior w
television monitor which will be very useful for monitoring media coverage during
emergencies. LU
Discussion
Request for Quotes were sent through the formal bid process under RFQ F-17-29 on a
July 24, 2017, attached hereto as Attachment 2. Quotes were submitted by two a
vendors; Universal Specialty Vehicles, Inc. is the selected vendor as the lowest bidder.
The selected bid is lower than the amount authorized under the grant agreement. Staff a
requests that the total grant amount approved be allocated to the Purchase Order to �
allow for unexpected issues during the project. w
Z
c
a
E
a
Packet Pg. 58
S
Fiscal Impact d
Funding for the project is available through grant funding included in the Adopted
FY2017/2018 Budget. Grant funds from the FY 2017 Edward Byrne Memorial JAG >
grant are included in the City's adopted budget.
C.
Conclusion
Authorize the Director of Finance to issue a Purchase Order to Universal Specialty L
Vehicles, Inc. in the amount of $ 54,074.00, and Authorize the City Manager to execute
a Vendor Service Agreement between the City of San Bemardino, California, and
Universal Specialty Vehicles, Inc. 0
L
M
L
Attachments O
Attachment 1 — Resolution, Exhibit A -Vendor Service Agreement U)
Attachment 2 — RFP F-17-29 s
U
L
3
a
d
Ward: 0
0
r
Synopsis of Previous Council Actions: o
Insert information in list form if applicable.
Q
cc
00
T
Q.
0
U
H
O
a
W
x
W
J
Q
U
W
a
J
Q
N
Q'
W
Z
r
c
m
r
Q
Packet Pg. 59
D 0.b
1 RESOLUTION NO. 5-
2
2 c
RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN
3 BERNARDINO, CALIFORNIA,AUTHORIZING THE ISSUANCE OF A PURCHASE W
°'
ORDER TO UNIVERSAL SPECIALTY VEHICLES, INC. AND THE EXECUTION
4 OF A VENDOR SERVICE AGREEMENT BETWEEN THE CITY OF SAN >
BERNARDINO,CALIFORNIA AND UNIVERSAL SPECIALTY VEHICLES,INC. '
5
6 WHEREAS, the City of San Bernardino, California received 2016 JAG grant funds in the N
amount of$154,574.00 for the purpose of enhancing law enforcement services. A total of M
7 $54,074.00 of the grant was approved for Mobile Command Post improvements.
8 WHEREAS,the FY2017-2018 Adopted budget includes sufficient funding for the requested
9 purchase.
a�
10 WHEREAS,RFQ for the Mobile Command Post improvements was issued on July 24,2017. 0
d
11 WHEREAS,the lowest bidder is Universal Specialty Vehicles, Inc. 2
12 '
WHEREAS, the City of San Bernardino, California is authorized to use the lowest bidder CD
13 from RFQ F-17-29. N
0
14 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY c
15 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
N
L
16 SECTION 1. The City Manager is hereby authorized to execute a Vendor Service °,
17a
Agreement between the City of San Bernardino, California, and Universal Specialty Vehicles,
00
18
Inc., attached hereto and incorporated herein as Exhibit"A".
19
SECTION 2. The Director of Finance is authorized to issue a Purchase Order to
20
21
Universal Specialty Vehicles, Inc. in the amount of$54,074.00. Q
J
22 v
W
23
J
24 a
N
R
W
25 Z
26
E
27
28 a
1
Packet Pg. 60
10.b
RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN
1 BERNARDINO, CALIFORNIA, AUTHORIZING THE ISSUANCE OF A PURCHASE 1°
2 ORDER TO UNIVERSAL SPECIALTY VEHICLES, INC. AND THE EXECUTION c
OF A VENDOR SERVICE AGREEMENT BETWEEN THE CITY OF SAN
3 BERNARDINO,CALIFORNIA AND UNIVERSAL SPECIALTY VEHICLES,INC.
s
4 >
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
CL
a�
6 and City Council of the City of San Bernardino, California, at a N
7
_ meeting thereof, held on the day of
8
2017,by the following vote, to wit: °
9
10 Council Members: AYES NAYS ABSTAIN ABSENT
d
�o
11 MARQUEZ2
12 -- a
BARRIOS _
13 N
14 VALDIVIA
15 SHORETT
16 NICKEL w
17a
RICHARD
00
18
MULVIHILL
o
19 SD
20
21 Georgeann Hanna,CMC, City Clerk
a
22 The foregoing Resolution is hereby approved this day of ,2017. w
23 y
a
24
R. Carey Davis, Mayor w
25 City of San Bernardino z
26 Approved as to form: c
27 Gary D. Saenz, City Attorney E
28 By: - -
2
Packet Pg. 61
10.b
VENDOR SERVICES AGREEMENT BETWEEN THE CITY OF SAN BERNARDINO
c
AND UNVIERSAL SPECIALTY VEHICLES,INC. FOR COMMAND POST
REFURBISHMENT AND REPAIRS c
v;
This Vendor Services Agreement is entered into this_day of by and 2
between Universal Specialty Vehicles. Inc. ("VENDOR")and the City of San Bernardino
("CITY" or"San Bernardino").
0
NOW, THEREFORE, the parties hereto agree as follows: a
Cn
1. SCOPE OF SERVICES. N
The scope of services shall be the Command Post Vehicle refurbishment and repairs on a
2001 Bluebird Motorhome per quote on RFQ F-17-29, attached hereto as Attachment 1.
0
2. COMPENSATION AND EXPENSES. d
a. For the services delineated above, the CITY, upon presentation of an invoice, shall
pay the VENDOR up to the amount of$ 54.074.00 for materials&labor.
b. No other expenditures made by VENDOR shall be reimbursed by CITY.
3. TERM; TERMINATION. a
The term of this Agreement shall be for a period of one year. N
This Agreement may be terminated at any time by thirty (30) days' written notice by N
either party. The terms of this Agreement shall remain in force unless mutually amended. The r
duration of this Agreement may be extended with the written consent of both parties. o
N
4. INDEMNITY. o
Vendor agrees to and shall indemnify and hold the City, its elected officials, employees,
agents or representatives, free and harmless from all claims, actions, damages and liabilities of a
any kind and nature arising from bodily injury, including death, or property damage, based or
00
asserted upon any actual or alleged act or omission of Vendor, its employees, agents, or
subcontractors, relating to or in any way connected with the accomplishment of the work or C
performance of services under this Agreement, unless the bodily injury or property damage was
actually caused by the sole negligence of the City, its elected officials, employees, agents or •-
representatives. As part of the foregoing indemnity, Vendor agrees to protect and defend at its Q
own expense, including attorney's fees, the City, its elected officials, employees, agents or
representatives from any and all legal actions based upon such actual or alleged acts or a
omissions. Vendor hereby waives any and all rights to any types of express or implied w
indemnity against the City, its elected officials, employees, agents or representatives, with N
respect to third party claims against the Vendor relating to or in any way connected with the
accomplishment of the work or performance of services under this Agreement. y
UJ
5. INSURANCE. >
z
c
d
E
UniversalSpecialtyVeh.ExihibitB 1 a
Packet Pg. 62
10.b
While not restricting or limiting the foregoing, during the term of this Agreement,
VENDOR shall maintain in effect policies of comprehensive public, general and automobile 1°
liability insurance, in the amount of$1,000,000.00 combined single limit, and statutory worker's c
compensation coverage, and shall file copies of said policies with the CITY's Risk Manager d
prior to undertaking any work under this Agreement. CITY shall be set forth as an additional
named insured in each policy of insurance provided hereunder. The Certificate of Insurance
furnished to the CITY shall require the insurer to notify CITY at least 30 days prior to any >,
change in or termination of the policy.
6. NON-DISCRIMINATION. N
In the performance of this Agreement and in the hiring and recruitment of employees, N
VENDOR shall not engage in, nor permit its officers, employees or agents to engage in,
discrimination in employment of persons because of their race, religion, color, national origin,
ancestry, age, mental or physical disability, medical condition, marital status, sexual gender or r
sexual orientation, or any other status protected by law. d
E
7. INDEPENDENT CONTRACTOR. o
VENDOR shall perform work tasks provided by this Agreement, but for all intents and
purposes VENDOR shall be an independent contractor and not an agent or employee of the 2
CITY. VENDOR shall secure, at its expense, and be responsible for any and all payment of a
Income Tax, Social Security, State Disability Insurance Compensation, Unemployment N
Compensation, and other payroll deductions for VENDOR and its officers, agents, and y
employees, and all business license, if any are required, in connection with the services to be
performed hereunder.
w
N
8. BUSINESS REGISTRATION CERTIFICATE AND OTHER REQUIREMENTS. o
VENDOR warrants that it possesses or shall obtain prior to execution of this Agreement,
and maintain a business registration certificate pursuant to Chapter 5 of the Municipal Code, and a
any other licenses, permits, qualifications, insurance and approval of whatever nature that are
00
legally required of VENDOR to practice its business or profession.
0
9. NOTICES.
Any notices to be given pursuant to this Agreement shall be deposited with the United
States Postal Service,postage prepaid and addressed as follows: a
a
TO THE CITY: TO THE VENDOR: v
W
a
City of San Bernardino Universal Specialty Vehicles, Inc
290 North"D" Street 19052 Harvill Ave a
San Bernardino, CA 92418 Perris, CA 92570 W
Telephone: (909) 384-5242 Telephone: (951)943-7747 >
z
M
d
E
2
UniversalSpecialtyVeh.ExihibitB
Packet Pg. 63
10.b
_ 10. ATTORNEYS' FEES =
In the event that litigation is brought by any party in connection with this Agreement,the `6
prevailing party shall be entitled to recover from the opposing party all costs and expenses,
including reasonable attorneys' fees, incurred by the prevailing party in the exercise of any of its v;
rights or remedies hereunder or the enforcement of any of the terms, conditions or provisions
hereof. The costs, salary and expenses of the City Attorney and members of his office in
enforcing this Agreement on behalf of the CITY shall be considered as "attorneys' fees" for the
purposes of this paragraph.
2
CLd
11. ASSIGNMENT. V)i
VENDOR shall not voluntarily or by operation of law assign, transfer, sublet or N
encumber all or any part of the VENDOR's interest in this Agreement without CITY's prior
written consent. Any attempted assignment, transfer, subletting or encumbrance shall be void
and shall constitute a breach of this Agreement and cause for the termination of this Agreement. 0
Regardless of CITY's consent, no subletting or assignment shall release VENDOR of a)
VENDOR's obligation to perform all other obligations to be performed by VENDOR hereunder o
for the term of this Agreement.
N
t
12. VENUE.
The parties hereto agree that all actions or proceedings arising in connection with this a.
Agreement shall be tried and litigated either in the State courts located in the County of San y
Bernardino, State of California or the U.S. District Court for the Central District of California, N
Riverside Division. The aforementioned choice of venue is intended by the parties to be 0
mandatory and not permissive in nature. `0_
r
a
N
13. GOVERNING LAW. o
This Agreement shall be governed by the laws of the State of California. 3
a
14. SUCCESSORS AND ASSIGNS.
00
This Agreement shall be binding on and inure to the benefit of the parties to this
Agreement and their respective heirs,representatives, successors, and assigns. 0
d
15. READINGS.
The subject headings of the sections of this Agreement are included for the purposes of a
convenience only and shall not affect the construction or the interpretation of any of its
provisions.
a
U
16. SEVERABILITY. a
If any provision of this Agreement is determined by a court of competent jurisdiction to co
be invalid or unenforceable for any reason, such determination shall not affect the validity or <
enforceability of the remaining terms and provisions hereof or of the offending provision in any w
other circumstance, and the remaining provisions of this Agreement shall remain in full force >
z
and effect.
r
E
3 V
UniversalSpecialtyVeh.ExihibitB a
Packet Pg. 64
17. REMEDIES;WAIVER. 1°
All remedies available to either party for one or more breaches by the other party are and c
shall be deemed cumulative and may be exercised separately or concurrently without waiver of
any other remedies. The failure of either party to act in the event of a breach of this Agreement
by the other shall not be deemed a waiver of such breach or a waiver of future breaches, unless
such waiver shall be in writing and signed by the party against whom enforcement is sought.
w
L
18. ENTIRE AGREEMENT; MODIFICATION. a
This Agreement constitutes the entire agreement and the understanding between the Un
parties, and supersedes any prior agreements and understandings relating to the subject matter of N
this Agreement. This Agreement may be modified or amended only by a written instrument
executed by all parties to this Agreement.
O
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the day 4)
and date set forth below. o
d
t
Dated: 92017 VENDOR.
IL
d
By:
Its: _
R
N
O
Dated . 2017 CITY OF SAN BERNARDINO
a
By:
Andrea M.Miller, O
City Manager d
Approved as to Form: a
Gary Saenz, City Attorney
J
Q
U
W
By: N
J
Q
N
1X
W
Z
Z.;
c
a
E
t_
4
UniversalSpecialtyV eh.ExihibitB
Packet Pg. 65
10.c
MEMORANDUM C
DATE: September 13, 2017 x
LU
TO: Eric Fyvie, Police Department
FROM: Vanessa Slouka, Accounting Assistant
c
SUBJECT: RFQ F-17-29 Command Post Vehicle Refurbishment &
Repairs N
U_
t
>
Attached, please find the proposed schedule and final draft for the subject
RFQ. Please review these documents as a whole, and forward your a
signature, concurrencelcomments no later than 3:00 m July 17, 2017. cn
Please email or call me with any questions at ext. 5346. y
L
�. '
_
1. Issue RFQ July 24, 2017 0
0
L
2. Advertise in Sun July 24, 2017 a
0
3. Mandatory Pre-Proposal Mtg & Job Walk August 1, 2017
r
U
4. Written Questions from Vendors due August 3, 2017 a
5. Responses Due from City August 8, 2017
0
6. Proposals Due August 14, 2017 a@ 3:00 PM, PST
0
7. RFQ Evaluation and Negotiations To Be Determined N
•L
0
8. Vendor Selection To Be Determined
a
9. Request for Council Action Due To Be Determined co
Ln
10. Council Approval To Be Determined
11. Vendor Award To Be Determined a
I concur with the RFQ as written 1 with the attached comments a
U
(circle one). w
a
Grant Funded? Yes 1 No (circle one) a
W
X w
Dept. Signature Date Signed
X
Grant Authorization Signature Date Signed t
a
Packet Pg. 66
10.c
N U
t w
1- Oe'' v
U) Z 1= a
aLLI
> a
0 0
M _ __. ch t
0 0 0 0 0 0 0 0 0 0 0 0 0 Ln o o >+ v
D a O O o 0 Cl 0 0 0 0 0 0 0 Ln 0 O 0 O .!> >
o O O L6 O 0 0 0 0 0 0 0 0 1" 0 Lo
++ O 0) O 0) CO 0) LA N O N O N LA 00 1` N to O
pf 'T , (0 t LO OD 0 O LO N M M e- N Q)
N r r r N r 0 y
C to N
N U v
N E `
v 4) ;
c o
d
0 0 O O o 0 0 w a o 0 0
W to O O O O 0 o 0 o N O a O � O O O O o O y
C Lt) to tCj N C O O r O M 0 0 0 0 O to o
W ��o M to O N O 1� T- �p OD N t0 O O CV C O r
O N v qt N 00 t0 co O C M N � CO It c0 V- Co 2
= O C6 c0 d' '' V- M M LO Y
M N
C 01 o r
C U)
Q LL N LL bi
`R Lo 4) LL r
Cl) LL
LL a
� w
CO)
N
0 a o
m t
y.
r
� a
v to
_ -
v c =
E o N
H 0 Q
C ¢ _ 'D
3 v v Z v v 0 J
sCL v } ui
Z ¢ o N
> 'v c�a -a c�a Q m W M W N
w V Q> v w v Z > O > O > w
m � a° E d o Q: > E a E I _ >
O M v p E 0 o w v W v Z v ¢ v z
E O z c a d o ._ LL E O m w m CL m E �
m E o ZoCL EO O ° H ° � 0. O 0 w `o o, a
v ¢CL F- ~ E vs ' z N 0 N ¢ N = U V N p m as
V D! v � Lu O o I~— ,�
v V o W Q CO L.$ Y " � " w L- W L a W L U o as
F-
W -0 a -0 0 Z �° U .a w .no Z .0 n° } �° E- a
0 w v wmv ca O mad v caO co m v z o 0
a. � r� o � � 3 � � a -j ¢ - � � F- I -i0 0 _3 z 1U 0.P_
N M c0 P� 00 O 0 � N M er to to 1- O
T- `— 'o `— � Packet Pg. 67
10.c
c
0
r
Nix
U)
LU
M p M
Q a Z
Z _
a >
O N
O �
M t
O O O O O O O O O O O O Co
O O O O O O O O O O (o N m lilt >
O O O O O O O Co N ` - MCD O
� C14 IOC) a LN 0 0) 1- Nr 0 r N v
N e- V: N
tZ
N
N N U U R
N d N
t0
:E U_
L
•C o
L
C) o a OO a a O a a a a _ O
IA a o 0 o a O o o a O
O N O O Ln N O LO In � O O O O O to
O N e-
C M 0 O r O Imo- O n. Ln 6 I-Z r O t
m N N O N 't: 't: O O O N0 M O N M N L
U
C - �- r :3(V
tL
G 0
C C 3
t � N N � y
N
d E
N CD
m cc C
o
Y
a `o
p � a
cCo
� O c
ET-
0 C N
07 U U Z Q U U U U U U J
` tC Co p CO U ca W Lo m ca to !6 'a Q
m Q 0 = N 0 F- N U 4) I' U U a) 0 0 m w
s W wW W N p ai
"0 -j 'i7 .0 "a C 'O p 'D J J
U C C C C C (/� C C C O C
i Q fa Q f6 p 0 M Q M p N H C M m m <
N U 0 U N N U N CO U = I-- fJ) fv w
> > > > > > (' > > > (/> > W
0 a o w o 0 0 0 U) o � o o = o ~ o � >- >
IL = E > E cu z E _ E = E J E p E _ E _ 9) Z
w o a� w a m m t� o C� °' E p
z U �' U (� U Q' O` � 0' } Or J J r 0 z
p Q O _p H 0 O -� O —J 0 Y O U O J O O m W p c
E rn W of W w -j cn g N Q N Q v1 Q m W N Q to Q to d Q a E
V w 0O 8 o w/ 8 F- v fes'/ 8 Amy c8 8 � 8 8 � — W L)
V L J L- L IL L Or L Li L LL L LL L Y L L V' U w
> o w V o 0 o Q o Q o Q o W o v o w o � C �-
w .o p .c W a
D I- J M W Cu J �' J � J of J w Cu W J M J fn Cu a L
O N M O Co ^ O O o N M � O O � O
N N N N N N N N N N M M M M M M M M �'� Packet Pg. 68
10.c
U
x
o w
� c�a
Q
ci
c
N
_d
d4 2
t
d
O O 0 0 0 0 O LO
>
lqr O O O O O O
Co U) U) f)M LN 0 04
dN' ',V. v
C N O � N 'E
O N
U v _
vi Z d
.E N
t m >
> a
0
L
d
0 0 0 0 0 0 0 0 0 0
0 00 �n o 0 0 o u� o ti ti y
O Go N CO O O O N CO
N O Ln
M d r O N � 0 d COD Y
U M M M
o O O 0
C 0
E Z � ui
Co Cn r
Cu 0
> 0
r
m
N
'L
0
w
Q
.r d Co
d
C LO
E
C N
y C
1C Q
F�-
U C) U d0'
` ca
COns U)a- w CL uj cv t6 fA ca 0 Q
CL a OL C
m w
CL a
t J .p w -0W
'C 'a Q. 'O U J
f1) tC U) 0 Rf ns Cn M N
LU > > I-- > > od >I w
W
a w CL wc7 O m >
w Z
N J 0 J 0 0 y C)
J J 2rl_ -0E J .2 Q o Q 0 Ur 0 0 0 0 d
Q N N J N m N C >
U Liz L- Z " Z 8 8 0 > o
O O O Q
(n J LL J LL J U- J I N J I I I U)IJ O
M et ICT— �M d d d Packet Pg. 69
10.c
C
0
U
d
x
W
C
�a
u
C
vi
d
_U
t
d
r
lC
0
d
Q
f0
N
d
C
O
d
0
d
N
R
L
U
i
7
a
d
N
O
C
O
co
N
O
t
a+
Q
Co
r
LO
NN
QQ
J
Q
U
W
CL
Cn
J
Q
N
W
Z
J
Awk
C
d
E
O
ce
Q
Packet Pg. 70
d
X
LU
-a
c
ci
BID DATA SHEET
N
d
_V
t
Department: Police Department >
r
RI=R I RFQ #F-17-29 Description: Command Post Vehicle Refurbishmei T
& Repairs d
CL
Bid Issue(advertisement) Date: 07/24/17 Bid Due Date: 08/21/17
d
Methods of Public Advertisement: 0
0
The SB County Sun
SB Area Chamber of Commerce (SBACC)
City of SB Website & SB Connect o
N
R
"Notice Inviting Bids / Proposals" sent by Purchasing: L
Fax '
Email
0
Local Vendors(within s6 city Limits): 00 c
Non-Local Vendors: 01 N
0
Total Vendors 01
a
Number of Bids 1 Proposals Received: W
N
Local Vendors(within SB city Limits): 00 a
Non-Local Vendors: 02 Q
U
Total Bid Packages Received: 02 a
J
a
#of Vendors who declined to bid (No Bid): 00 W
Prepared by: Vanessa Slouka Date: 08/22/17
d
a
Packet Pg.71
10.c
0
3
DEPARTMENT d
AWARD W
CHECKLIST
�a
BID# RFg F-17-29 Description: Command Post Vehicle Refurbishment& U;
Rhe air 2
r
d
® Vendor Debarment Verification (Grants only)
d
a
❑ Local Vendor Verification -within SB City limits
L
d
❑ Local Vendor Preference (LVP) given? (IXcompanles within our City limits;for comparison
purposes only:I%credit for goods or materials,or 5%for services'must be reflected on bid/quote sheet) r
16.0
T.
❑ City of San Bernardino Business License Verification(2) 0
d
U)
s
® W-9 Form (2)
a
d
❑ Faithful Performance/Bid Bond Required? (') Yes ❑ No ❑
0
0
❑ Contractor's License(where applicable)(') N
0
t
r
(1)Comprehensive,public,general&auto liability
El $1,000,000 Insurance Policy a
00
❑ Worker's Compensation Insurance
a
® Vendor/Consultant Agreement Required? (2) Yes ® No ❑
a
U
W
1) Must be obtained prior to Council award n.
2) Must be obtained prior to issuance of a purchase order,commencement of service,or receipt of goods, U)
J
supplies,materials,and payment of invoices. N
This checklist may not be reflective of all documents necessary for submittal
z
All insurance certificates must be approved by Risk Management D
c
d
v
o
03/09/10 drm a
Packet Pg. 72
10.c
n X
$� w
• } c
v
c
y
July 24, 2017
SUBJECT: NOTICE INVITING BIDS (RFQ) F-17-29
The City of San Bernardino (City) invites bids from qualified vendors for: cn
Command Post Vehicle Refurbishment and Repairs
Parties interested in obtaining a copy of this RFQ F-17-29 may do so by accessing the c
City of San Bernardino Web Page at www.sbcity.or > How Do I > Request> for Bids >
City Finance Department-Purchasing beginning July 24, 2017 or by faxing their request a
to (909) 384-5043, attention Vanessa Slouka, Accounting Assistant. Please include the O
following information in your request: name and address of firm; name, telephone and U)
facsimile number of contact person; specify RFQ F-17-29.
3
Copies of the RFQ may also be obtained by calling Vanessa Slouka at (909) 384-5346 or
in person at Vanir Tower, 290 N. "D" St., San Bernardino, CA 92401.
From the issuance date of this Request for Bid until a Vendor is selected and the o
selection is announced, Proposers are not permitted to communicate with any City staff or o
officials regarding this procurement, other than during interviews, demonstrations, and/or N
site visits, except at the direction of Vanessa Slouka, Accounting Assistant the designated
representative of the City of San Bernardino. Contact with anyone not designated will°,
result in elimination from the bid process. a
Mandatory Pre-Bid Job walk: A mandatory Pre-Bid job walk will be held on August 1, 00
2017, at 10:00 A.M. at 710 N. "D" St. San Bernardino, Ca. 92401. This meeting is to LO
serve as a pre-bid review for prospective bidders. All prospective bidders must attend the
entire Pre-Bid Conference/Job Walk to be eligible to bid on this project. a
Closing Date: Bids must be submitted before 3:00 PM, PST, August 14, 2017 at 290 _J
North "D" Street 3rd Floor, Finance Department, San Bernardino, CA 92401. U
W
a.
Issuance of this RFQ and/or receipt of bids do not commit City to award a contract. Cn
J
Sincerely,
w
Vanessa Slouka >
z
Accounting Assistant
c
i a
Packet Pg. 73
c
O
d
x
w
v
c
m
c
vi
d
r
d
SECTION I. MG
d
INSTRUCTIONS TO BIDDERS v°i
�a
d
O
4)
O
d
N
m
t
V
7
a
m
H
y
O
c
O
r
O
N
O
t
r
7
a
co
w
r
{A
N
rQ
F-
J
a
U
w
a
in
J
Q
N
Lu
Z
r
c
d
v
to
2 Q
Packet Pg. 74
t
1O.c
City of San Bernardino, Finance Department
Purchasing Division w
c
Bid Documents to Be Returned by_Bidder
RFQ F-17-29
Command Post Vehicle Refurbishment and Repairs
❑ Bidder Experience, Competency, Qualification and Profile (Vendor Document)
III Bid Content and Forms 'R
0
O_
to
❑ Cost/ Price Form (City Form) III Bid Content and Forms y
d
❑ Authorized Signatures Z
D
❑ III Bid Content and Forms O
Bidder Identification
❑ Addendum Received (City Form) III Bid Content and Forms 0
m
v,
❑ 120 Day Bid Validity Statement "'Bid content and Forms
s
L
❑ Authorized Signatures(City Form) III Bid Content and Forms
❑ References III Bid Content and Forms N
O
❑ Proper Identification and Submittal of Proposal/Bid Package, and Price Form .°
Instructions to Bidders ria
N
O
❑ Copy of Manufacturer's and/or dealer warranty and/or guarantee (if applicable) VI General r
Speci icatons#10
Q
cc
00
T
N
Bidders are requested to submit this checklist completed with all bid documents.
a
This list may not be reflective of all documents necessary for submittal.
" J
a_
U
W
CIL
to
J
a
W
Z
r
c
d
3 Q
Packet Pg. 75
10.c
c
0
U
d
I. INSTRUCTIONS TO BIDDERS w
c
A. Pre-Bid Conference/Job Walk t°
A mandatory Pre-Bid Job walk will be held on August 1, 2017, at 10:00 A.M., at
710 N. "D" St. Police Department San Bernardino, California 92401. This
meeting is to serve as a pre-bid review for prospective bidders. Late arrivals will not
be accepted. ;,
Y
B. Examination of Bid Documents
CL
V)
1. By submitting a bid, the Bidder represents that it has thoroughly examined M
and become familiar with the items required under this RFQ and that it is
capable of quality performance to achieve the City's objectives. 2
D
2. The City reserves the right to remove from its mailing list for future RFQs, for °
an undetermined period of time, the name of any Bidder for failure to accept 10
a contract, failure to respond to two (2) consecutive RFQs and/or o
unsatisfactory performance. Please note that a "No Bid" is considered a
response.
°
1 C. Addenda
N
Any City changes to the requirements will be made by written addendum to this o
RFQ. Any written addenda issued pertaining to this RFQ shall be incorporated into
the terms and conditions of any resulting Purchase Order. The City will not be °
Y
bound to any modifications to or deviations from the requirements set forth in this N
RFQ as the result of oral instruction. 0
Y
°
2. Submitting Requests a
a. All questions, clarifications or comments shall be put in writing and Ln
must be received by the City no later than 3:00 PM, August 3. 2017 N
and emailed or faxed to: Q
Vanessa Slouka:
Slouka va(cusbcity.org a
Fax: (909)384-5043 a
b. The fax cover sheet or email Subject line of all requests for a
clarifications, questions and comments must be clearly labeled, "Not
an Offer." The City is not responsible for failure to respond to a >
request that has not been labeled as such.
C. Inquiries received after 3:00 PM August 3, 2017 will not be accepted.
L
U
M
4 Q
Packet Pg. 76
10.c
d
x
w
3. City Responses
Responses from the City will be communicated in writing to all recipients of
this RFQ, by a posting to our website, www.sbcit..or by the close of v;
business August 8. 2017.
d
For automatic electronic notifications, please visit our Homepage and >
register for SB Connect. If you are not registered for SB Connect, you may
view or download any Addenda at www.sbcity.org > How Do I > Request>
for Bids > City Finance Department-Purchasing. C
D. Submission of Bids
C
1. Date and Time M
0
All bids are to be submitted to the City of San Bernardino, Attention:
Vanessa Slouka, Accounting Assistant, BEFORE 3:00 PM, PST, Auqust o`
14, 2017, bids received at or after 3:00 PM will be rejected by the City as y
non-responsive.
L
3
2. Address
Bids shall be addressed as follows:
0
c
Vanir Tower g
Finance Department N
290 N. D St. 3`d Floor L0
San Bernardino, CA 92401
Q
Bids may be delivered in person to the above address.
3. Identification of Bids N
Bidder shall submit a SEALED bid package consisting of: a
J
a) one (1) signed original of Quote and Price Form a
b) two (2) copies of each W
w
a
The bid package shall be addressed as shown above, bearing the Bidder's
name and address and clearly marked as follows: W
LU
RFQ F-17-29: z
-Command Post Vehicle Refurbishment and Repairs,,
r
s Q
Packet Pg. 77
10.c
c
0
4. Acceptance of Bids d
X
W
a. The City reserves the right to accept or reject any and all bids, or any
item or part thereof, or to waive any informalities or irregularities in `0
bids. c
N
b. The City reserves the right to withdraw this RFQ at any time without
prior notice and the City makes no representations that any contract
will be awarded to any Bidder responding to this RFQ. >
C. The City reserves the right to postpone bid opening for its own
convenience. �-
U)
E. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Bidder in: D
0
1. preparing its bid in response to this RFQ;
0
2. submitting that bid to City; U)
r
3. negotiating with City any matter related to this bid; or
a
d
4. any other expenses incurred by the Bidder prior to date of award, if any of N
the Agreement. U)
0
The City shall not, in any event, be liable for any pre-contractual expenses incurred g
by Bidder in the preparation of its bid. Bidder shall not include any such expenses
as part of its bid.
r
a
F. Contract Award00
Issuance of this RFQ and receipt of bids does not commit the City to award a N
Purchase Order. The City reserves the right to postpone bid opening for its own a
convenience, to accept or reject any or all bids received in response to this RFQ,
and to negotiate with other than the selected Bidder(s) should negotiations with the J
selected Bidder(s) be terminated. The City also reserves the right to apportion a
the award among two or more Bidders. a
J
Q
N
W
Z
r
C
m
E
U
l6
6 Q
Packet Pg. 78
10.c
U
X
W
G. Acceptance of Order
The successful Bidder will be required to accept a Purchase Order in accordance =
with and including as a part thereof the published Notice Inviting Bids, and the RFQ
documents including all requirements, conditions and specifications contained
therein, with no exceptions other than those specifically listed in the written
purchase order. >
2
H. Business License
a
U)
The City's Business Ordinance requires that a Business doing business
with the City, obtain and maintain a valid City Business Registration Certificate
during the terms of the Agreement. Bidder agrees to obtain such Certificate prior to
undertaking any work under this Agreement.
0
I. Local Vendor Preference
0
The City of San Bernardino gives any formal or informal bid submitted by a local N
bidder a one percent (1%) credit for goods and materials, where labor and/or
installation is incidental; and a five percent (5%) credit on Contractual services, for
comparison purposes with other bidders, as authorized in the San Bernardino
Municipal Code Section 3.04.125, and Executive Order 2003-1, respectively.
For the purposes of this section, "local bidders" shall be bidders for which the point °
of sale of the goods, materials or services shall be within the limits of the City of San 2
Bernardino. N
0
r
a
co
N
a
}
H
J
a
U
W
a
J
a
o:
W
Z
d
7 a
Packet Pg. 79
10.c
c
O
d
K
w
c
ci
c
N
SECTION 11. °;
r
d
TECHNICAL SPECIFICATIONS >
d
c.
N
d
�c
O
r
O
E
O
d
y
O
t
V
7
a
d
N
N
O
a.+
C
O
r
N
N
.i-
0
`O
r
3
Q
t0
00
Ln
N
Q
J
Q
U
W
a
Cn
J
Q
N
W
Z
r
c
m
t
v
is
8 Q
Packet Pg. 80
10.c
City of San Bernardino
w
TECHNICAL SPECIFICATIONS M
Command Post Vehicle Refurbishment and Repairs.
NOTICE : "SPECIAL INSTRUCTIONS TO THE BIDDER" �.
20
Services: a
Bidder shall complete right-hand column indicating brief reasoning for exceptions to U)
requirements when not acceptable. State "Acceptable" if requirements are agreeable
as set forth in left-hand column.
'c
Equipment:
Bidder 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. a)
L
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
CATEGORY I QTY ACCEPTABLE/AS SPECIFIED w
1. DRIVER DOOR LOCK
Front entry door does not lock and secure properly. o
Replace locking mechanism. Labor cost to Remove and 1 N
Replace. 'o
z
Q
2. REPAIR WINDOW to
Window is cracked. Labor cost to Remove and Replace u,
window and weather stripping.
1 �
Q
3. MINI BLINDS FOR ENTRY DOOR
Window blinds are damaged. Labor cost Remove and 1 g
Replace. a
J
Q
4. POCKET DOOR&HARDWARE
Mid and Rear pocket doors damaged. Do not open and >
close properly.Labor cost to Remove and Replace z
d
9 Q
Packet Pg. 81
10.c
c
0
r
Description Qq, ACCEPTABLE 1 AS SPECIFIED
5. A&E WEATHER PRO AWNING W
(EXACT SIZE TO BE DETERMINED)
Remove existing awning,Replace with powered awning 1
Labor cost to Remove and Replace and run electrical
power to new awning and new switch.
s
d
b. WINEGUARD IN-MOTION ANTENNA r
Labor to Remove and Replace existing antenna. 2
d
Bid to include all delivery/freight costs associated with 1 N
delivery of all project material to the Police Department.
a�
0
7. TOILET
W
a
Labor cost to Remove and Replace Toilet 0
1 U)
L
7
a
0
(A
8. GRAPHICS o
C
REPAIR OF RIGHT SIDE UPPER DRIP RAIL,REPAIR
OF RIGHT SIDE REAR DOOR CREASE,REPAIR OF
ENTRY DOOR LOWER PANEL,REMOVE/REPLACE 0
RIGHT SIDE FRONT LOWER BUMPER a
RUBBER,REPAIR OF REAR CAP,REFINISH RIGHT 1
SIDE READ UPPER AT DRIP RAIL, REFINISHco
LOWER BLACK TO ORIGINAL SCHEME, REFINISH ='
UPPER BLACK STRIPE,PREP AND PRIME AS r-
NEEDED,COVER FOR OVERSPRAY,AND PAINT a
MATERIAL EXEL PRO SINGLE STAGE.
J
Q
U
W
a.
U)
J
Q
N
W
W
Z
r
C
m
v
R
10 Q
Packet Pg. 82
10.c
Description ntV ACCEPTABLE/AS SPECIFIED
---- d
W
9. DRIVER COMPARTMENT LED LIGHT c
R
Install new overhead LED light. Labor cost 1 c
to Remove and Replace
:c
d
10. HNT CLOSET SHELVES
20
Install new shelves in closet. Labor cost to
add shelves to existing closet.
3
d
DIMENSIONS:
0
Measurements to be taken by vendor during
jobwalk
O
W
N
l0
V
11. TRI VIEW BACK UP CAMERA 3
Remove existing camera. Labor cost to
Remove and Replace. 0
c
p N
t
12. 32" EXTERIOR VIEWABLE HDTV Q
�o
32" Exterior viewable HDTV with Door to
enclose TV. Labor cost to Remove and
Replace.
1 N
Labor to fabricate custom door. a
a
0.v
w
U)
J
a
LU
z
c
d
I1 Q
Packet Pg.83
10.c
r-
0
r
U
Description Qty ACCEPTABLE/AS SPECIFIED
f— x
c
13. REAR EMERGENCY DIRECTIONAL 10
Remove existing emergency lights. Labor cost to c
Remove and Replace 1
_U
t
G1
14. REAR TAIL LIGHTS CASTING CAST 3 2
Remove existing tail lights. Labor cost to Remove a
and Replace
2
d
0
r
15. REAR TAIL LIGHTS 600 SERIES 4)
Remove existing tail lights.Labor cost to Remove and E
Replace. Labor cost to Remove and Replace 0
a �
6
a
a�
0
0
r
c
r
16. REAR BACK UP LIGHTS -
M6BNM Series. Remove existing back up lights. °,
Labor cost to Remove and Replace. a
2 CO
Ln
Q
a
v
LU
a
Q
N
Q'
W
2
r
C
E
U
m
12 Q
Packet Pg. 84
10.c
(D
X
w
Description Qty ACCEPTABLE/AS SPECIFIED
17. EMERGENCY LIGHTS
Back wall blue and red lights. Remove
existing emergency lights.SERIES 70 labor 6
cost to Remove and Replace.
r
JR
d
CL
U)
M
In
m
O
18. BACK WALL LIGHTS
d
M9LZC lights. Remove existing emergency o
lights. Labor cost to Remove and Replace. 2 d
N
R
s
f/J
O
r
19. SIDE WALL LIGHTS M9LZC c
Remove existing emergency lights. Labor cost
to Remove and Replace.
4 =
Q
m
00
N
20.SIDE WALL 70 SERIES LIGHTS Q
Remove existing emergency lights.Labor cost
to Remove and Replace.
4 Q
V
w
(L
U)
J
Q
Z
r
C
d
t+
13 Q
Packet Pg. 85
10.c
C
0
r
0
d
K
_ w
Description Qty ACCEPTABLE/AS SPECIFIED c
21. FRONT WALL LIGHTS SERIES 70
Remove existing emergency lights. Labor cost to w
Remove and Replace. 2 2
M
r
0
a
22. FRONT WALL LIGHTS SERIES 40
Remove existing emergency lights.Labor cost to >
C
Remove and Replace n
4 °
d
V
O
0
U)
M
t
a
23. FRONT LIGHT BAR
N
Remove existing light bar and control head. Labor cost
to Remove and Replace °
1 0
�a
N
O
t
00
7
Q
_.
�O
24.20 AMP BREAKER&SUPPLIES
Labor cost to Remove and Replace CM
1
Q
J
Q
U
W
CL
w
J
Q
N
W
Z
r
C
d
E
Mv
co
14 Q
Packet Pg. 86
10.c
m
x
w
v
c
R
ci
c
N
d
z
t
d
SECTION III. >
20
BID CONTENT AND FORMS
CL
U)
m
m
'c
O
d
O
am
s
vi
O
w
c
O
m
N
.i-
0
`O
t
a
co
N
a
J
Q
U
w
IL
U)
J
Q
N
w
Z
c
d
15 Q
Packet Pg. 87
10.c
C
0
r
d
X
W
a
c
A. BID FORMAT AND CONTENT 10
c
1. Presentation
d
Bids should not include any unnecessarily elaborate or promotional material. d
Information should be presented in the order in which it is requested. >
Lengthy narrative is discouraged, and presentations should be brief and
An
concise. Bids shall contain the following:
a
a. identification of Bidder, including name, address and telephone;
N
i
b. proposed working relationship between Bidder and subcontractors, if
'c
applicable;
0
C. acknowledgment of receipt of all RFQ addenda, if any; �
0
d. name, title, address and telephone number of contact person during y
period of bid evaluation;
e. a statement to the effect that the bid shall remain valid for a period of a
not less than 120 days from the date of submittal; and N
f. signature of a person authorized to bind Bidder to the terms of the
bid. g
N
Bidder may also propose enhancement or procedural or technical o
innovations to the Technical Specifications which do not materially 3
deviate from the objectives or required content of the project. a
CO
LO
2. Exceptions/Deviations N
State any exceptions to or deviations from the requirements of this RFQ, Q
stating "technical" exceptions on the Technical Specifications form, and
"contractual" exceptions on a separate sheet of paper. Where Bidder wishes a_
to propose alternative approaches to meeting the City's technical or w
contractual requirements, these should be thoroughly explained.
J
Q
N
Q'
W
Z
D
c
d
E
16 Q
Packet Pg. 88
10.c
5
W
X
W
a
c
3. Qualifications. Related Experience and References of Bidder 1°
This section of the bid should establish the ability of Bidder to satisfactorily
perform the required work by reasons of experience in performing work of a
similar nature; demonstrated competence in the services to be provided;
strength and stability of the firm; staffing capability; work load; record of >
meeting schedules on similar projects; and supportive client reference.
Bidder shall:
a
a
a. provide a brief profile of the firm, including the types of services
offered; the year founded; form of the organization (corporation,
partnership, sole proprietorship); number, size and location of offices;
number of employees; M
0
b. describe the firm's experience in performing work of a similar nature
to that solicited in this RFQ: p
a
C. provide, as a minimum, three (3) references from current customers
of a similar size as the City as related experience; reference shall ;
furnish the name, title, address and telephone number of the
person(s) a the client organization who is most knowledgeable about
the work performed
0
c
0
4. Appendices N
.L-
0
`0
Information considered by Bidder to be pertinent to this RFQ and which has
not been specifically solicited in any of the aforementioned sections may be Q
placed in a separate appendix section. Bidders are cautioned, however, that
this does not constitute an invitation to submit large amounts of extraneous
materials; appendices should be relevant and brief. N
B. LICENSING AND CERTIFICATION REQUIREMENTS
By submitting a bid, bidder warrants that any and all licenses and/or certifications w
required by law, statute, code or ordinance in performing under the scope and N
specifications of this RFQ are currently held by bidder, and are valid and in full a
force and effect. Copies or legitimate proof of such licensure and/or certification
shall be included in bidder's response. Bids lacking copies and/or proof of said w
licenses and/or certifications may be deemed non-responsive anti may be Z
rejected.
c
17 ¢
Packet Pg. 89
10.c
c
d
x
W
c
�a
C. COST AND PRICE FORMS
Bidder shall complete the Cost/Price Form in its entirety including: 1) all items listed
and total price; 2) all additional costs associated with performance of
specifications; and 3) Bidder's identification information including a binding >
signature.
0
d
CL
U)
Bidder shall state cash discounts offered. Unless discount payment terms are M
offered, payment terms shall be "Net 30 Days". Payment due dates, including
discount period, will be computed from date of City acceptance of the required >_
services or of a correct and complete invoice, whichever is later, to the date City's
check is mailed. Any discounts taken will be taken on full amount of invoice, r
unless other charges are itemized and discount thereon is disallowed.
Em0
Freight terms shall be F.O.B. Destination, Full Freight Allowed, unless otherwise N
specified on price form.
a
d
U)
N
0
r
c
0
r
ca
N
O
Q
�O
00
r
N
Q
J
Q
U
W
a
J
a
U)
W
z
c
d
E
t
1s a
Packet Pg. 90
i
10.c
J
V
K
W
PRICE FORM
REQUEST FOR RFQ: RFQ F-17-29 =
vi
DESCRIPTION OF RFQ: Command Post Vehicle Refurbishment & Repairs
a)
BUSINESS NAME/ADDRESS: >
2
CL
N
L
C1
NAME
AUTHORIZED REPRESENTATIVE
L
a�
REPRESENTATIVE SIGNATURE 0
TELEPHONE: t
L
EMAIL:
FAX: y
0
c
0
r
N
1-
0
7
Q
00
Price Form on next page Yi
cm
LU F
a
J
Q
U
W
a
J
Q
N
w
W
Z
C
a�
2i
19 Q
Packet Pg. 91
10.c
c
0
_ Price Form x
DRIVER DOOR LOCK $
Labor cost to Remove and Replace. $
REPAIR WINDOW $
I r
Labor cost to remove and replace window $ >
and weather stripping. '
MINI BLINDS FOR ENTRY DOOR $ N
Labor cost Remove and Replace. $
POCKET DOOR & HARDWARE $
Labor cost to Remove and Replace $
o
ME WEATHER PRO AWNING $ d
N
Labor cost to Remove and Replace $
WINEGUARD IN-MOTION ANTENNA j $
Labor to Remove and ReplaceTOILET
$
I $
Labor cost to Remove and Replace o
$ r
GRAPHICS $ '
a
DRIVER COMPARTMENT LED LIGHT $ Go
Go
Labor cost to Remove and Replace $
HNT CLOSET SHELVES $ a
`Cost of labor $ a
U
W
TRI VIEW BACK UP CAMERA $ a
Labor cost to Remove and Replace. $ N
32" EXTERIOR VIEWABLE HDTV WITH $ >_
DOOR TO ENCLOSE TV
Labor cost to Remove and Replace. $ u
c
d
E
Labor to fabricate custom door. $
20 a
Packet Pg. 92
REAR EMERGENCY DIRECTIONAL $
d
Labor cost to Remove and Replace $
_ c
REAR TAIL LIGHTS CASTING CAST 3 $ 1°
c
TLabor cost to Remove and Replace $
uid
REAR TAIL LIGHTS 600 SERIES $
Labor cost to Remove and Replace $ .
--- . --
REAR BACK UP LIGHTS $
a�
c.
Labor cost to Remove and Replace. $
EMERGENCY LIGHTS v $
Labor cost to Remove and Replace $
0
BACK WALL LIGHTS $
Labor cost to Remove and Replace. $ O
d
U)
- M
SIDE WALL LIGHTS M9LZC $
Labor cost to Remove and Replace. $
SIDE WALL 70 SERIES LIGHTS $ '�
0
Labor cost to Remove and Replace. $ c
r
— M
FRONT WALL LIGHTS SERIES 70 $ "c
0
_ _ r
Labor cost to Remove and Replace. $ Q
FRONT WALL LIGHTS SERIES 40 $
Labor cost to Remove and Replace $
FRONT LIGHT BAR $�
Labor cost to Remove and Replace $ a
20 AMP BREAKER& SUPPLIES $ N
Labor cost to Remove and Replace $ N
8.25% Sales Tax $ w
Tota I $
2i
21 Q
Packet Pg. 93
10.c
c
0
d
PRICE LIST (continued) w
c
Are there any other additional or incidental costs, which will be required by your firm in 14
order to meet the requirements of the Technical Specifications? Yes / No (circle
one). If you answered "Yes", please provide detail of said additional costs:
t
CL
Cn
Please indicate any elements of the Technical Specifications that cannot be met by your 76
firm.
d
M
0
d
M
6-
0 O
d
U)
Have you included in your bid all informational items and forms as requested? Yes / No
(circle one). If you answered "No", please explain:
a
0
U)
N
r
C
O
This offer shall remain firm for 120 days from RFQ close date. N
0
Terms and conditions as set forth in this RFQ apply to this bid.
a
Cash discount allowable % days; unless otherwise stated, payment terms are:
CO
Net thirty(30) days.
In signing this bid, Bidder warrants that all certifications and documents requested
herein are attached and properly completed and signed. a
From time to time, the City may issue one or more addenda to this RFQ. Below, a
please indicate all Addenda to this RFQ received by your firm, and the date said w
Addenda was/were received. a
J
Q
U)
of
W
Z
D
r
C
d
E
V
to
22 Q
Packet Pg. 94
10.c
m
PRICE LIST(continued) W
c
Verification of Addenda Received 0
Addenda No: Received on: H
Addenda No: Received on:
Addenda No: Received on:
r
JR
This bid has been reviewed and found to be correct and final. The undersigned is a
authorized to providing pricing: rn
m
N
AUTHORIZED SIGNATURE:
0
PRINT SIGNER'S NAME AND TITLE:
4)
0
d
N
R
DATE SIGNED:
COMPANY NAME ADDRESS:
0
c
PHONE: FAX:
N
EMAIL: Web Address: 0
r
Q
�o
IF SUBMITTING A"NO BID", PLEASE STATE REASON(S) BELOW: C14
Q
J
Q
U
W
a
rn
J
Q
N
W
>
Z
D
c
23 a
Packet Pg.95
10.c
c
0
m
x
W
M
c
ca
c
vi
SECTION IV.
r
INSURANCE
d
a
d
O
d
M
O
0
N
t6
t
V
7
a
U)
O
c
O
ccw
N
.I-
O
t
7
Q
ca
00
r
N
I
Q
H
J
Q
U
W
(L
U)
J
a
Lu
z
D
u
c
W
24 Q
Packet Pg. 96
10.c
15
Coverage. Coverage shall be at least as broad as the following: w
_
a. Commercial General Liability. Insurance Services Office Commercial General f°
Liability Coverage (occurrence Form CG 0001). This coverage shall include:
N
i. Manufacturers and Contractors liability,
ii. Broad form property damage in any case where the Contractor has any property
belonging to the City in the Contractor's care, custody, or control,
a
iii. Owners and Contractors' protective liability,
iv. Blanket contractual liability,
V. Products and completed operations coverage, and rn
vi. Coverage for collapse, explosion, and excavation.
N
d
b. Automobile Liability. Insurance Services Office Automobile Liability Coverage 2
(Form CA 0001), covering Symbol 1 (any auto). This coverage shall include:
0
i. Coverage for owned, non-owned, and hired automobiles
0
Limits. The Contractor shall maintain limits no less than the following: U)
t
a. Commercial General Liability. One million dollars ($1,000,000) per occurrence and
two million dollars ($2,000,000) aggregate for bodily injury(including death), personal
injury and property damage, unless otherwise authorized by the City's Risk Manager, or
his designee.
0
If Commercial General Liability insurance or other form with a general aggregate
limit or products-completed operations aggregate limit is used, either the general N
aggregate limit shall apply separately to the work (with the ISO CG 2503, or ISO CG `0
2504, or insurer's equivalent endorsement provided by the City) or the general aggregate
limit and products-completed operations aggregate limit shall be twice the required Q
occurrence limit.
00
Ln
b. Automobile Liability. One million dollars ($1,000,000) per occurrence for bodily N
injury(including death), and property damage for each accident/incident, unless otherwise a
authorized by the City's Risk Manager, or his designee. }
J
Q
Required Provisions. w
a
Cn
a. Policies shall include premises/operations, products, completed operations, a
independent contractors, owners and contractors' protection, explosion, collapse, N
underground hazard, broad form contractual, personal injury with employment exclusion w
deleted, and broad form property damage. Z
_
25 Q
Packet Pg. 97
2
0
:r
b. The policy shall be endorsed to waive any right of subrogation against the City, and
its Subconsultants, employees, officers, agents and directors for work performed under w
this Contract. _
C. The policy shall specify that the insurance provided by Contractor will be
considered primary and not contributory to any other insurance available to the City.
d
d. The policy shall include the following provision:
"Solely as respects WORK done by and on behalf of the named insured for the
City of San Bernardino, it is agreed that the City of San Bernardino and its officers,
employees and agents are added as additional insured under this policy."
Cn
e. If policies are written on a claims made basis, the certificate should so specify and
the policy must continue in force for one year after completion of the project. The >_
retroactive date of the coverage must also be listed.
0
Expiration, Cancellation or Material Change. The policies shall not be canceled unless
thirty (30)days prior written notification of intended expiration, cancellation or material 0
change has been given to the City of San Bernardino by certified or registered mail. W
Deductibles and Self-Insured Retentions. Any deductible or self-insured retention must
be declared to and approved by the City of San Bernardino. The City reserves the right to a
either approve, reduce, or eliminate such deductibles or self-insured retentions. N
N
WORKERS' COMPENSATION / EMPLOYER'S LIABILITY INSURANCE 0
C
0
General. The Contractor and all subcontractors shall insure (or be self-insured), under the N
applicable laws relating to workers' compensation insurance, all of their employees 0
performing the work, in accordance with the "Workers' Compensation and Insurance Act",
Division IV of the Labor Code of the State of California and any Acts amending thereof. a
co
Insurance Requirements. LO
N
a. Secure and Maintain Insurance. Prior to City's execution of the Agreement,
Contractor shall secure, and shall thereafter maintain without lapse of coverage until Q
completion of the Contract such workers' compensation and/or employer's liability J
insurance. a
U
W
b. Provide Certificates of Insurance. Prior to the City's execution of the Agreement, N
Contractor shall submit an original certificate of insurance, or self-insurance, to the City a
verifying that Workers' Compensation insurance is in effect in the required limits with the U)
required provisions as stated below, or that Contractor is self-insured for such coverage. LU
z
If Contractor has no employees, a certified statement to that affect shall be
submitted to the City, acknowledging that if Contractor does employ any person a C
certificate of insurance shall be submitted as provided in this section. E
26 a
Packet Pg. 98
10.c
C. Workers' Compensation Certification. Contractor shall comply with Labor Code
Section 1861. w
c
Proper Insurance Company. All worker's compensation/employer's liability insurance t0
shall be issued by an insurance company or companies authorized to transact insurance
business in the State of California with a policy holder's rating of A or higher and a
Financial Class VII or larger.
t
Limits. Statutory limits are required for Workers' Compensation. Employer's Liability shall >
be no less than one million dollars ($1,000,000). Y
a�
Required Provisions. N
a. The policy shall be endorsed to waive any right of subrogation against the City, and
its Subconsultants, employees, officers, agents and directors for work performed under >_
this Contract. D
0
Garage keepers' Legal Liability Insurance.
0
Contractor shall obtain, at Contractor's expense and keep in effect during the term of this y
Contract, Garage keepers Legal Liability Coverage for vehicles left for service, repair, s
storage or safekeeping, with a combined single limit of not less than $500,000 per
location.
0
c
O
ca
N
.L-
0
`O
t
r
Q
r
N
Q
N
J
a_
U
W
M
J
Q
U)
W
W
Z
y
C
d
Y
7� Q
Packet Pg. 99
9
10.c
m
x
w
c
�a
c
ui
m
SECTION V.
GENERAL SPECIFICATIONS
.T
a�
a
U)
N
G1
O
d
O
d
N
R
s
v
7
a
d
N
N
O
C
O
r
R
N
6.O
t
a+
7
Q
m
co
r
Ln
N
a
J
Q
U
W
a
J
Q
N
W
>
Z
r
C
d
v
28 Q
Packet Pg. 100
10.c
1. Each bid shall be in accordance with Request for Quotes (RFQ) Number F-17-29. All
specifications are minimum. Bidders are expected to meet or exceed these w
specifications as written. Bidder shall attach to their bid a complete detailed
itemization and explanation for each and every deviation or variation from the RFQ 14
specifications and requirements. Conditional bids, or those that take exception to the
RFQ specifications and requirements, may be considered non-responsive and may be
rejected.
2. The City reserves the right to accept or reject any and all bids and to award a contract
to the bidder whom best meets the City's requirements. This may include waiver of >
minor irregularities or discrepancies, or nonconformity to specifications in appropriate
circumstances. Purchase shall be on a best buy basis after due consideration of all
relevant factors, including but not limited to, workmanship, accessibility of parts and cn
service, known evidence of manufacturer's responsibility and record, durability and
known operational record of product and suitability as well as conformity to City needs
and requirements. In all cases the best interest of the City shall prevail in all contract
awards.
3. The City of San Bernardino reserves the right to purchase more or less than the °
quantities specified at unit prices bid.
4. Bids shall be firm offers, subject to acceptance or rejection within 120 days of the p
opening thereof. y
5. Regular dealer. No bidder shall be acceptable who is not a reputable manufacturer or
dealer of such items as submitted for bid consideration. 3
6. All materials, workmanship and finish entering into the construction of the equipment
must be of the best of these respective kinds and must conform to the character of the
equipment and the service for which it is intended to be used and shall be produced by 0
use of the current manufacturing processes. "Seconds", factory rejects, and °
substandard goods are not acceptable. `g
7. Each bidder shall submit with their bid a copy of the proposed product specifications, N
complete detailed drawings, and other descriptive matter in sufficient detail to clearly o
describe the equipment, materials and parts offered.
8. Manufacturer and/or Contractor shall defend any and all suits and assume all liability a
for any and all claims made against the City of San Bernardino or any of its officials or
CO
agents for the use of any patented process, device or article forming a part of
equipment or any item furnished under the contract. N
9. Each bidder must state in their bid the guaranteed delivery date of product and/or
services in number of calendar days from the date of contract execution by the City of a
San Bernardino, time is of the essence relative to this contract. Contractor shall
prosecute the work continuously and diligently and shall deliver the items at the a
earliest possible date following the award of the contract. w
10. Each bidder shall list in their bid all factory, manufacturer's and/or dealer's warranty N
and/or guarantee coverage and shall submit such written documents evidencing the a
same attached to the bid. U)
11. Successful bidder(s) (Contractor) shall furnish and deliver to the City complete
equipment as bid and awarded, ready for installation and fully equipped as detailed in Z
these specifications.
a�
r
29 Q
Packet Pg. 101
10.c
0
12. Price shall be quoted F.O.B. San Bernardino (all transportation charges shall be fully
prepaid), and shall include all discounts. Bid shall include California sales tax, where w
applicable, (effective January 1, 2013) computed at the rate of 8.25%, (this will
normally be shown as a separate line item on the price form). f6
13. City shall make payment within thirty(30)days after the complete delivery and
acceptance of the specified items by the City of San Bernardino and receipt of the y
Contractor's priced invoice.
14. All "standard equipment" is included in any bid. Bidders furnishing bids under these
specifications shall supply all items advertised as "standard" equipment even if such >
items are not stipulated in the specifications, unless otherwise clearly accepted in the
bid.
15. The items which the bidder proposes to furnish the City must comply in all respects
with the appropriate safety regulations of all regulatory commissions of the Federal
Government and the State of California, whether such safety features and/or items
have been specifically outlined in these specifications or not. >_
16. Contractor delivering equipment pursuant to these RFQ specifications shall guarantee
that equipment meets specifications as set forth herein. If it is found that equipment °
r
delivered does not meet requirements of these specifications the Contractor shall be
required to correct the same at their own expense. o
17. By submitting a bid, each bidder agrees that in the event complete delivery is not y
made within the time or times set forth pursuant to this specification, damage will be s
sustained by the City, and that it is, and will be impractical and extremely difficult to,
ascertain the actual damage which the City will sustain in the event of and by reason a
of such delay. N
18. In case the delivery of the items under this contract is delayed due to strikes, N
injunctions, government controls, or by reason of any cause or circumstance beyond
the control of the Contractor, the time for delivery may be extended (in the City's sole o
discretion) by a number of days to be determined in each instance by mutual written N
agreement between the Contractor and the Purchasing Manager of the City of San o
Bernardino. The City shall not unreasonably refuse such extension.
19. Contract. Each bid shall be submitted and received with the understanding that a
acceptance by the City of San Bernardino of bid in response to this solicitation shall
00
constitute a contract between the Contractor and the City. This shall bind the
Contractor to furnish and deliver at the price bid and in complete accordance with all N
provisions of RFQ No. F-17-29. In most cases the basis of award will be the City's
standard purchase order that may or may not incorporate this solicitation by reference. a
20. Prohibited interest. No member, officer, or employee of the City or of any agency of
the City during his tenure or for one year thereafter shall have any interest, direct or a
indirect in this contract or the proceeds thereof. Furthermore, the parties hereto w
covenant and agree that to their knowledge no board member, officer or employee of N
the City has any interest, whether contractual, non-contractual, financial or otherwise, a
in this transaction, or in the business of the contracting party other than the City, and
that if any such interest comes to the knowledge of either party at any time, a full and w
complete disclosure of all such information will be made in writing to the other party or z
parties, even if such interest would not be considered a conflict of interest under D
Article 4(commencing with Section 1090)or Article 4.6 (commencing with Section
1120) of Division 4 of Title I of the Government Code of the State of California. E
U
Y
{ 30 Q
Packet Pg. 102
A.
10.c
21. One Document. These specifications, the notice inviting bids, RFQ F-17-29, the
Contractor's bid, any written agreement executed by the parties, the purchase order W
and all documents referred to in the complete specifications and purchase order, and
all written modifications of said documents shall be construed together as one
document. Anything called for in any one of said documents shall be deemed to be
required equally as if called for in all. Anything necessary to complete the work
properly shall be performed by the contractor, whether specifically set out in the
contract or not. All sections of the specifications shall be read as constituting a whole
and not as an aggregation of individual parts, and whatever is specified in one section >
shall be construed as applying to all sections. r
22. The City of San Bernardino reserves the right to accept or reject any and all bids.
23. Prompt payment. Each bidder may stipulate in their bid a percentage prompt payment C
discount to be taken by the City in the event the City makes payment to the Contractor
within ten (10) working days of receipt of material and approval of invoice. For the
purpose of this provision, payment is deemed to be made on the date of mailing of the >_
City check. NOTE: prompt payment discounts will only be used during bid
evaluation in the case of ties. °
0
24. Inquiries. Direct all inquiries to Vanessa Slouka at 909-384-5346. Technical questions
may be sent via fax to 909-384-5043 or email to Slouka va sbcit..or r. The answers p
to material questions will be provided to all potential bidders. N
25. Bid/Price forms. No bid will be acceptable unless prices are submitted on the pricing
forms furnished herein, and all required forms are completed and included with bid. ;
Deliver all bids, SIGNED and SEALED, to 290 N "D" Street P Floor, Vanir Tower, San
Bernardino, California 92401 Attn: Vanessa Slouka. CLEARLY MARK THE RFQ
SPECIFICATION TITLE: COMMAND POST VEHICLE REFURBISHMENT AND
REPAIR and Number F-17-29 ON THE OUTSIDE OF THE ENVELOPE. °
c
26. Time. All bids must be received in the Purchasing Division no later than 3:00 PM. g
PST, August 14, 2017, where at such time and said place bids will be publicly N
opened, examined and declared. Any bid may be withdrawn by bidder prior to the
above scheduled time for the opening of bids. Any bid received after that time and
date specified shall NOT be considered. a
27. The City of San Bernardino reserves the right at its own discretion to award separate
00
contracts for each category, or to award multiple contracts, or to award one contract
for furnishing and delivering of all equipment and/or services in all categories. N
28. Equipment. In the purchase of equipment, Contractor shall be required to furnish one a
(1) OPERATORS MANUAL and one (1) PARTS MANUAL for all equipment bid.
29. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the
bid is accepted, it will assign to the purchasing body all rights, title, and interest in and a
to all causes of action it may have under Section 4 of the Clayton Act (U.S.C. Sec 15) a
or under the Cartwright Act(Chapter 2, commencing with Section 16700 of Part 2 of cn
Division 7 of the Business and Professions Code), arising from purchases of goods, a
materials, or services by the bidder for sale to the purchasing body pursuant to the bid.
o:
Such assignment shall be made and become effective at the time the purchasing body W
tenders final payment to the bidder z
D
r
c
m
V
31 Q
Packet Pg. 103
10.c
I �
0
30. Contractor shall indemnify, defend and hold City, its officers, employees and agents
harmless from any claim, demand, liability, suit,judgment or expense (including, w
without limitation, reasonable costs of defense) arising out of or related to Contractor's
performance of this agreement, except that such duty to indemnify, defend and hold °
harmless shall not apply where injury to person or property is caused by City's willful
misconduct or sole negligence. The costs, salary and expenses of the City Attorney y
and members of his office in enforcing this Agreement on behalf of the City shall be
considered as "attorney's fees"for the purposes of this paragraph.
Fn >
r
statutow
U
16hall file G90996 of said P4 GieG Withthe Q
t sk ManaaeF to N
f6
notifir.ation to the City if said poliGies are teFminated or mateFially altered.
N
L
°
s sheGk, eeFlif�ied GheGk eF faithful perform-an.- -9 d i bid bond made
O O L
ef the
d
to insuFe the
1 d surety L
pelfQFmaRGe 9f 0
a)
N
with GFd*nanGe No. 1 SeGtien f and the Gerperatien issuing said bond shall
.�
1insuranGe guide
"A"
9F betteF.
L
33. Written contract documents, duly authorized and signed by the appropriate authority, a
constitute the complete and entire agreement(s)that may result from the RFQ. y
34. City may, at its discretion, exercise option year renewals for up to three (3) years, in N
one-year increments. °
r
35. By submitting a bid, bidder warrants that any and all licenses and/or certifications o
required by law, statute, code or ordinance in performing under the scope and N
specifications of this RFQ are currently held by bidder, and are valid and in full force o
and effect. Copies or legitimate proof of such licensure and/or certification shall be
included in bidder's response. Bids lacking copies and/or proof of said licenses and/or a
certifications may be deemed non-responsive and may be rejected.
00
36. Once the award has been made and prior to the commencement of the job, the City's
Ln
Municipal Code (M.C. 5.04.005) requires that a Business doing business with the City, N
obtain and maintain a valid City Business Registration Certificate during the term of
the Agreement. Q
37.Vendor(Contractor)/Consultant services agreement(s) (VSA/CSA). A signed J
vendor/Consultant service agreement may be required between both parties prior to g
commencement of the job. w
a
J
a
U)
ix
LU
Z
r
c
U
32 Q
Packet Pg. 104
10.c
U
d
W
-ageUi
j
�.
v
r
San Beriv ino '
am 2U
d
August 10, 2017 cn
d
ADDENDUM #1 c
TO c
Request for Quotation (RFQ) F-17-29
Command Post Vehicle Refurbishment & Repair
0
Notice is hereby given that the following changes, additions, deletions, or
clarifications are incorporated as an Addendum to the Request for Quotation 2-
(RFQ) F-17-29
Bid due date has been postponed from
August 14, 2017 to August 21, 2017 y
0
1. Item # 12 - Exterior Television. What are the specifications for outdoor visibility, o
video input ports, speakers, brand of this device?
240
Answer:
Vendor will provide recommended product based on current industry standards. a
w
Ln
2. Item # 12 -What video sources need to feed the television? Typically agencies N
will have Off air television, satellite television, mast camera, other video sources,
or an output from computer(s) that feed the monitors. What video feeds will be a
utilized in this project?
a
Answer:
W
At this time the television will be utilize to display a satellite television system. N
J
a
N
3. Item # 12 - How many exterior, GFCI protected outlets are required for the UJ
outside television enclosure? Z
Answer: c
d
a
Packet Pg. 105
10.c
0
One GFCI protected outlet is required for the outside television.
4. Item # 6 - Is there a preferred Satellite television service provider or will that w
recommendation come from the selected vendor?
Answer: c
Satellite television service provider to be selected at a later date, past service (6,
provider was DIRECTV
t
5. Item # 6: A new service box is not indicated. is this mandatory or shall it be >
determined by the electrical system needs by the selected vendor?
d
Answer: a
Vendor will provide recommended product based on current industry standards.
N
d
C
6. Item # 14-23 - For exterior emergency and scene lighting, are LED light heads D
desired? Is there a preferred manufacturer of emergency lighting? 0
Answer: 0
LED light heads are preferred; Vendor will provide recommended product based y
on current industry standards.
a
7. Item # 10 - Finish of closet shelving. Is there a specific finish (bare wood, stain, 3
N
paint, laminate)for the required shelving? y
0
r
C
Answer: g
Match finish of closet. N
0
t
0
8. Item # 19120 - Four exterior lights are specified in the bid document, however a
there are actually six light heads on the vehicle (3 street side, 3 curb side). Is
Co
four the correct number of light heads to replace?
N
Answer:
a
Please quote for the 4 exterior lights that are specified in the bid document. We
will amend the number of lights after the bid is completed. a
U
W
CL
Cn
a
Cn
W
Sincerely, W
Vanessa Slouka
z
Purchasing Division
C
0
E
0
a
Packet Pg. 106
This Page Is left Intentionally Blank