HomeMy WebLinkAbout2018-0421
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RESOLUTION NO. 2018-42
RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF &
BERNARDINO, CALIFORNIA, AUTHORIZING THE DIRECTOR OF FINANCE 7
ISSUE A PURCHASE ORDER TO MOSS BROTHERS DODGE IN THE AMOUNT I
$51,537.50 FOR THE PURCHASE OF TWO POLICE FORENSIC VEHICLES
WHEREAS, on October 24, 2017, a Request for Bids (No. F-17-35), attached hereto
Exhibit A, was issued with a closing date of November 13, 2017; and
WHEREAS, in response to the Request for Bids, a total of two bids were received
interested vendors; and
WHEREAS, Moss Brothers Dodge was selected as the lowest bidder through formal bi
F-17-35 on October 24, 2017.
NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND CIT'
COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, AS FOLLOWS:
SECTION 1. The Director of Finance is hereby authorized to issue an annual Purchase
Order to Moss Brothers Dodge in the amount of $51,537.50, for the purchase of two Police
forensic vehicles.
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RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SA'
BERNARDINO, CALIFORNIA, AUTHORIZING THE DIRECTOR OF FINANCE T1
ISSUE A PURCHASE ORDER TO MOSS BROTHERS DODGE IN THE AMOUNT O
$51,537.50 FOR THE PURCHASE OF TWO POLICE FORENSIC VEHICLES
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor ar
City Council of the City of San Bernardino at a Joint Regular Meeting thereof, held on the 21
day of February 2018, by the following vote, to wit:
Council Members:
AYES
MARQUEZ
X
BARRIOS
x
VALDIVIA
Y(5-)
SHORETT
NICKEL
X CM
RICHARD
X
MULVIHILL
NAYS ABSTAIN ABSENT
Georgeann arena, CM .pity Clerk
The foregoing Resolution is hereby approved this 21St day of February 2018.
R. Carey Davi ayor
City of San Bernardino
Approved as to form:
Gary D. Saenz, City Attorney
n
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A
October 24, 2017
SUBJECT: NOTICE INVITING BIDS RFQ F-17-35
The City of San Bernardino (City) invites bids from qualified vendors for:
Forensic Cargo Vans
Parties interested in obtaining a copy of this RFQ F-17-35 may do so by accessing the
City of San Bernardino Web Page at www.sbcity.o[g > How Do I > Request> for Bids >
City Finance Department -Purchasing beginning October 24, 2017 or by faxing their
request to (909) 384-5043, attention Vanessa Slouka, Accounting Assistant. Please
include the following information in your request: name and address of firm; name,
telephone and facsimile number of contact person; specify RFQ F-17-35.
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., 3`d floor, Finance Department, San Bernardino,
CA 92401.
From the issuance date of this Request for Bid until a Vendor is selected and the
selection is announced, Proposers are not permitted to communicate with any City staff or
officials regarding this procurement, other than during interviews, demonstrations, and/or
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.
Closing Date: Bids must be submitted before 3:00 PM, PST, November 13, 2017 at 290
North "D" Street, 1st Floor, information Center, San Bernardino CA 92401.
Issuance of this RFQ and/or receipt of bids do not commit City to award a contract.
Sincerely,
Vanessa Slouka
Accounting Assistant
SECTION I.
INSTRUCTIONS TO BIDDERS
City of San Bernardino, Finance Department
Purchasing Division
Bid Documents to Be Returned by Bidder
RFQ F-17-35
FORENSIC CARGO VANS
❑ Bidder Experience, Competency, Qualification and Profile (Vendor Document)
III Bid Content and Forms
❑ Cost / Price Form (City Form) III Bid content and Forms
❑ Authorized Signatures
❑ Bidder Identification III Bid Content and Forms
❑ Addendum Received (City Form) III Bid content and Forms
❑ 120 Day Bid Validity Statement III Bid content and Forms
❑ Authorized Signatures (City Form) III Bid Content and Forms
❑ References III Bid Content and Forms
❑ Proper Identification and Submittal of Proposal/Bid Package, and Price Form
Instructions to Bidders
❑
Copy of Manufacturer's and/or dealer warranty and/or guarantee (if applicable) vi General
Speci ications #10
Bidders are requested to submit this checklist completed with all bid documents.
This list may not be reflective of all documents necessary for submittal.
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I. INSTRUCTIONS TO BIDDERS
A. Pre -Bid Conference/Job Walk
N/A
B. Examination of Bid Documents
1. By submitting a bid, the Bidder represents that it has thoroughly examined
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. 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
a contract, failure to respond to two (2) consecutive RFQs and/or
unsatisfactory performance. Please note that a "No Bid" is considered a
response.
C. Addenda
Any City changes to the requirements will be made by written addendum to this
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
bound to any modifications to or deviations from the requirements set forth in this
RFQ as the result of oral instruction.
2. Submitting Requests
a. All questions, clarifications or comments shall be put in writing and
must be received by the City no later than 3:00 PM October 30.
2017 and emailed or faxed to:
Vanessa Slouka:
(a-)sbcity.org
Fax: (909)384-5043
b. The exterior envelope or email Subject line of all requests for
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 October 30, 2017 will not be
accepted.
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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.sbcity.oM by the close of
business November 6, 2017.
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.
D. Submission of Bids
1. Date and Time
All bids are to be submitted to the City of San Bernardino, Attention:
Vanessa Slouka, Accounting Assistant, BEFORE 3:00 PM, PST, November
13, 2017, bids received at or after 3:00 PM will be rejected by the City as
non-responsive.
2. Address
Bids shall be addressed as follows:
City of San Bernardino
Finance Department
290 N. D St. 3rd Floor
San Bernardino, CA 92401
Bids may be delivered in person to the 1St floor of the above address,
Information Center.
3. Identification of Bids
Bidder shall submit a SEALED bid package consisting of:
a) one (1) signed original of Quote and Price Form
b) two (2) copies of each
The bid package shall be addressed as shown above, bearing the Bidder's
name and address and clearly marked as follows:
RFQ F-17-35:
"Forensic Cargo Vans"
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4. Acceptance of Bids
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
bids.
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.
E. Pre -Contractual Expenses
Pre -contractual expenses are defined as expenses incurred by the Bidder in:
preparing its bid in response to this RFQ;
2. submitting that bid to City;
3. negotiating with City any matter related to this bid; or
4. any other expenses incurred by the Bidder prior to date of award, if any of
the Agreement.
The City shall not, in any event, be liable for any pre -contractual expenses incurred
by Bidder in the preparation of its bid. Bidder shall not include any such expenses
as part of its bid.
F. Contract Award
Issuance of this RFQ and receipt of bids does not commit the City to award a
Purchase Order. The City reserves the right to postpone bid opening for its own
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
selected Bidder(s) be terminated. The City also reserves the right to apportion
the award among two or more Bidders.
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.
H. Business License
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.
I. Local Vendor Preference
The City of San Bernardino gives any formal or informal bid submitted by a local
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
Bernardino.
SECTION 11.
TECHNICAL SPECIFICATIONS
City of San Bernardino
TECHNICAL SPECIFICATIONS
BID SPECIFICATION NO.
NOTICE: "SPECIAL INSTRUCTIONS TO THE BIDDER"
Services:
Bidder shall complete right hand column indicating brief reasoning for
Exceptions to requirements when not acceptable. State "Acceptable" if
Requirements are agreeable as set forth on left hand column.
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.
GENERAL
Bid prices must be valid for 120 days due to processing requirements.
FAILURE TO COMPLETE RIGHT HAND COLUMN WILL INVALIDATE BID
CATEGORYI
ACCEPTABLE/AS
SPECIFIED
1. SCOPE — Furnish and deliver two 2018 Dodge
RAM 1500 Promaster Cargo Van
2. Base Vehicle -
Exterior Color: White clear coast
Interior Color: Gray, cloth bucket seats- gray
Engine: 3.6 Liter V6 24 Valve VVT enging
Transmission: 6 -speed automatic,
62TE Transmission
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3. Standard Equipment —
Advanced Front Airbags
Supplemental Front Seat — Mounted Side
Airbags.
Supplemental Side — Curtain Front Airbags
Electronic Stability Control
Electronic Roll Mitigation
Trailer Sway Damping
Tire Pressure Monitoring display
4 -wheel Anit-Lock Disc Power Brakes
Medium Duty Suspension
24 -gallon Fuel Tank
180 -Amp Alternator
95 -Amp Battery
Remote Keyless Entry
Rear View Camera
4. Interior Features
Forward Cabin Air Conditioning
AM/FM/MP3 Radio
4 Speakers
Media Input Hub
12 -volt Power Outlet Mounted in Instrument
Panel
Tachometer
4 -way Adjustable Driver Seat
4 -way Adjustable Passenger Seat
Power Windows with front one -touch -down
Telescoping Steering Column
Cargo Lamp
Upfit Interface Connector
5. Exterior Features
260 -Degree opening rear Hinged Doors
16" x 6.0" in Steel Wheels
225/75R16C BSW All -Season Tires
Full Size Spare Tire
Front Clearance Lamps
Rear Clearance Lamps
Manual Fold Away Mirrors
Tinted Windshield Glass
Dark Gray Grille
Dark Gray Front Fascia
Dark Gray Rear Bumper
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6. Warranty:
5 -Year or 60,000 mile powertrain limited
warranty
3 -Year or 36,000 mile basic limited warranty
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SECTION Ill.
BID CONTENT AND FORMS
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A. BID FORMAT AND CONTENT
1. Presentation
Bids should not include any unnecessarily elaborate or promotional material.
Information should be presented in the order in which it is requested.
Lengthy narrative is discouraged, and presentations should be brief and
concise. Bids shall contain the following:
a. identification of Bidder, including name, address and telephone;
b. proposed working relationship between Bidder and subcontractors, if
applicable;
C. acknowledgment of receipt of all RFQ addenda, if any;
d. name, title, address and telephone number of contact person during
period of bid evaluation;
e. a statement to the effect that the bid shall remain valid for a period of
not less than 120 days from the date of submittal; and
f. signature of a person authorized to bind Bidder to the terms of the
bid.
Bidder may also propose enhancement or procedural or technical
innovations to the Technical Specifications which do not materially
deviate from the objectives or required content of the project.
2. Exceptions/Deviations
State any exceptions to or deviations from the requirements of this RFQ,
stating "technical" exceptions on the Technical Specifications form, and
"contractual" exceptions on a separate sheet of paper. Where Bidder wishes
to propose alternative approaches to meeting the City's technical or
contractual requirements, these should be thoroughly explained.
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3. Qualifications, Related Experience and References of Bidder
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. 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;
b. describe the firm's experience in performing work of a similar nature
to that solicited in this RFQ:
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.
4. Appendices
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
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.
B. LICENSING AND CERTIFICATION REQUIREMENTS
By submitting a bid, bidder warrants that any and all licenses and/or certifications
required by law, statute, code or ordinance in performing under the scope and
specifications of this RFQ are currently held by bidder, and are valid and in full
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
licenses and/or certifications may be deemed non-responsive and may be
rejected.
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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.
Bidder shall state cash discounts offered. Unless discount payment terms are
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,
unless other charges are itemized and discount thereon is disallowed.
Freight terms shall be F.O.B. Destination, Full Freight Allowed, unless otherwise
specified on price form.
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PRICE FORM
REQUEST FOR RFQ: RFQ F-17-35
DESCRIPTION OF RFQ: Forensic Cargo Vans
BUSINESS NAME/ADDRESS:
NAME
AUTHORIZED REPRESENTATIVE
REPRESENTATIVE SIGNATU
TELEPHONE:
EMAIL:
FAX:
Price Form (continued)
All pricing shall be firm and fixed including shipping and 8.25% sales tax.*
Description
Qty_Per
Firm Fixed
Price
Unit*
Total
2018 Dodge Ram ProMaster
Cargo Van
2
Total:
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PRICE LIST (continued)
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.
Are there any other additional or incidental costs, which will be required by your firm in
order to meet the requirements of the Technical Specifications? Yes / No
(circle one). If you answered "Yes", please provide detail of said additional costs.
Please indicate any elements of the Technical Specifications that cannot be met by your
firm.
Have you included in your bid all informational items and forms as requested? Yes / No
(circle one). If you answered "No", please explain:
This offer shall remain firm for 120 days from RFQ close date.
Terms and conditions as set forth in this RFQ apply to this bid.
Cash discount allowable % days; unless otherwise stated, payment terms are:
Net thirty (30) days.
In signing this bid, Bidder warrants that all certifications and documents requested
herein are attached and properly 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.
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PRICE LIST (continued)
Verification of Addenda Received
Addenda No:
Addenda No:
Addenda No:
Received on:
Received on:
Received on:
This bid has been reviewed and found to be correct and final. The undersigned is
authorized to providing pricing:
AUTHORIZED SIGNATURE:
PRINT SIGNER'S NAME AND TITLE:
DATE SIGNED:
COMPANY NAME & ADDRESS:
PHONE:
EMAIL:
FAX:
Web Address:
IF SUBMITTING A "NO BID", PLEASE STATE REASON(S) BELOW:
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SECTION IV.
GENERAL SPECIFICATIONS
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1 Each bid shall be in accordance with Request for Quotes (RFQ) Number F-17-35. All
specifications are minimum. Bidders are expected to meet or exceed these
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
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
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
opening thereof.
5. Regular dealer. No bidder shall be acceptable who is not a reputable manufacturer or
dealer of such items as submitted for bid consideration.
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
use of the current manufacturing processes. "Seconds", factory rejects, and
substandard goods are not acceptable.
7. Each bidder shall submit with their bid a copy of the proposed product specifications,
complete detailed drawings, and other descriptive matter in sufficient detail to clearly
describe the equipment, materials and parts offered.
8. Manufacturer and/or Contractor shall defend any and all suits and assume all liability
for any and all claims made against the City of San Bernardino or any of its officials or
agents for the use of any patented process, device or article forming a part of
equipment or any item furnished under the contract.
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
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
earliest possible date following the award of the contract.
10. Each bidder shall list in their bid all factory, manufacturer's and/or dealer's warranty
and/or guarantee coverage and shall submit such written documents evidencing the
same attached to the bid.
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
these specifications.
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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
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).
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
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
delivered does not meet requirements of these specifications the Contractor shall be
required to correct the same at their own expense.
17. By submitting a bid, each bidder agrees that in the event complete delivery is not
made within the time or times set forth pursuant to this specification, damage will be
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
of such delay.
18. In case the delivery of the items under this contract is delayed due to strikes,
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
discretion) by a number of days to be determined in each instance by mutual written
agreement between the Contractor and the Purchasing Manager of the City of San
Bernardino. The City shall not unreasonably refuse such extension.
19. Contract. Each bid shall be submitted and received with the understanding that
acceptance by the City of San Bernardino of bid in response to this solicitation shall
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
provisions of RFQ No. F-17-35. 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.
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
indirect in this contract or the proceeds thereof. Furthermore, the parties hereto
covenant and agree that to their knowledge no board member, officer or employee of
the City has any interest, whether contractual, non -contractual, financial or otherwise,
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
complete disclosure of all such information will be made in writing to the other party or
parties, even if such interest would not be considered a conflict of interest under
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.
21
21. One Document. These specifications, the notice inviting bids, RFQ F-17-35, the
Contractor's bid, any written agreement executed by the parties, the purchase order
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.
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
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.
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 , ity.org- The answers
to material questions will be provided to all potential bidders.
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 the Information Center at 290 N "D" Street,
1 st Floor, Vanir Tower, San Bernardino, California 92401. CLEARLY MARK THE RFQ
SPECIFICATION TITLE: FORENSIC CARGO VANS and Number F-17-35 ON THE
OUTSIDE OF THE ENVELOPE.
26. Time. All bids must be received in the Purchasing Division no later than 3:00 PM,
PST, November 13, 2017, where at such time and said place bids will be publicly
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.
27. The City of San Bernardino reserves the right at its own discretion to award separate
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.
28. Equipment. In the purchase of equipment, Contractor shall be required to furnish one
(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
to all causes of action it may have under Section 4 of the Clayton Act (U.S.C. Sec 15)
or under the Cartwright Act (Chapter 2, commencing with Section 16700 of Part 2 of
Division 7 of the Business and Professions Code), arising from purchases of goods,
materials, or services by the bidder for sale to the purchasing body pursuant to the bid.
Such assignment shall be made and become effective at the time the purchasing body
tenders final payment to the bidder.
22
30. Contractor shall indemnify, defend and hold City, its officers, employees and agents
harmless from any claim, demand, liability, suit, judgment or expense (including,
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
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.
2-1. Whole not r-p-strig-tiRg or limiting the faFegeing, dUFiRq the ter.m. nef this AoFeemp_4
auteffle-hnie "ability the aFneunt of $1,000 .000 e+embmRed sinerle,listatutew mi+ +nri
,
un
p
the ity's Dint Man.�erer rior to edertakon'er any work under this. Aerreelm. t.. Th
Pelorames shall Rame the Gity as aR additieFial insured- and shall pr-evide f9F teR (10) day
37 C IT_Hr= II P8- FmGR AANGr—= 8-r1AIP1/8-111 8-x1 for Will her q aired tee
L: r-A,�-r„�-�R, o�-�k}e-Oer�tr�6�,--Q���,�Q
payable to the Qty 9f S_aAR R_P_rRaAr4_J0RA_ OR aR ameURt equal to 0i 10%
ef the bidPF6r.e to iRSUFe the ,
S faithful peftrmanrse of this rentraeA. Said surety 6
with Qrd'nanGe No. 821, SeWen 2400, and the GeFpeFatueR issuing said bGRd shall
have a ruiner in Best's most repent insuFanne guide of 1iA" or hotter.
33. Written contract documents, duly authorized and signed by the appropriate authority,
constitute the complete and entire agreement(s) that may result from the RFQ.
34. City may, at its discretion, exercise option year renewals for up to three (3) years, in
one-year increments.
35. By submitting a bid, bidder warrants that any and all licenses and/or certifications
required by law, statute, code or ordinance in performing under the scope and
specifications of this RFQ are currently held by bidder, and are valid and in full force
and effect. Copies or legitimate proof of such licensure and/or certification shall be
included in bidder's response. Bids lacking coies and/or proof of said licenses and/or
certifications may be deemed non-responsive and may be reiected.
36. Once the award has been made and prior to the commencement of the job, the City's
Municipal Code (M.C. 5.04.005) requires that a Business doing business with the City,
obtain and maintain a valid City Business Registration Certificate during the term of
the Agreement.
37. Vendor (Contractor)/ Consultant services agreement(s) (VSA/CSA). A signed
vendor/Consultant service agreement may be required between both parties prior to
commencement of the job.
23
MEMORANDUM
DATE: January 23, 2018
TO: Sue Stevens, Police Department
FROM: Vanessa Slouka, Accounting Assistant
SUBJECT: RFQ F-17-35 Forensic Cargo Vans
Attached, please find the proposed schedule and final draft for the subject
RFQ. Please review these documents as a whole, and forward your
signature, concurrence/comments no later than 5:00 pm, October 18 2017.
Please email or call me with any questions at ext. 5346.
1. Issue RFQ
2. Advertise in Sun
3.
4.
Mandatory Pre -Proposal Mtg & Job Walk
Written Questions from Vendors due October 30, 2017
November 6, 2017
November 13, 2017 @ 3:00 PM, PST
To Be Determined
October 24, 2017
October 24, 2017
N/A
5. Responses Due from City
6. Proposals Due
7. RFQ Evaluation and Negotiations
8. Vendor Selection
9. Request for Council Action Due
10. Council Approval
To Be Determined
To Be Determined
To Be Determined
11. Vendor Award To Be Determined
---------------------------------------------------------------------------------------------------------
I concur with the RFQ as written / with the attached comments
(circle one).
Grant Funded? Yes / No (circle one)
X
Dept. Signature
X
Grant Authorization Signature
Date Signed
Date Signed
DEPARTMENT
AWARD
CHECKLIST
BID # RFQ F-17-35 Description: Forensic Caro Vans
❑ Vendor Debarment Verification (Grants only) (1)
® Local Vendor Verification - within SB City limits (')
❑ Local Vendor Preference (LVP) given? (1)(Companies within our city limits; for comparison
purposes only: 1 % credit for goods or materials, or 5% for services' must be reflected on bid/quote sheet)
® City of San Bernardino Business License Verification (2)
❑ W-9 Form (2)
❑ Faithful Performance/Bid Bond Required? (') Yes ❑ No ❑
❑ Contractor's License (where applicable)(')
❑ $1,000,000 Insurance Policy (1) Comprehensive, public, general & auto liability
❑ Worker's Compensation Insurance (1)
❑ Vendor / Consultant Agreement Required? (2) Yes ❑ No ❑
1) Must be obtained prior to Council award
2) Must be obtained prior to issuance of a purchase order, commencement of service, or receipt of goods,
supplies, materials, and payment of invoices.
This checklist may not be reflective of all documents necessary for submittal.
All insurance certificates must be approved by Risk Management
03/09/10 dnn
BID DATA SHEET
Department: Police Department
PX -12 / RFQ # F-17-35
Bid Issue (advertisement) Date: 10/24/17
Description: Forensic Cargo Vans
Bid Due Date: 11/13/17
Methods of Public Advertisement:
The SB County Sun
SB Area Chamber of Commerce (SBACC)
City of SB Website & SB Connect
"Notice Inviting Bids / Proposals" sent by Purchasing:
Fax
Email
US Postal Maul
Local Vendors (within SB city Limits): 02
Non -Local Vendors: 00
Total Vendors 02
Number of Bids / Proposals Received:
Local Vendors (within SB city Limits): 02
Non -Local Vendors: 00
Total Bid Packages Received: 02
# of Vendors who declined to bid (No Bid): 00
Prepared by: Vanessa Slouka Date: 11/14/17