HomeMy WebLinkAboutStaff Report 3.E 01/07/2008CITY OF PETALUMA, CALIFORNIA
AGENDA BILL
Aeenda Title:
Resolution Authorizing the Purchase of One (1) 2008 Ford 4X2 Hybrid from
Henry Curtis Ford, 1120 Auto Center Drive, Petaluma, CA, in the Amount
of $27,922.44, for Public Works Supervisor
&E
January 7, 2008
MeetinE Date:
January 7, 2007
Meetine Time: ® 3:00 PM
❑ 7:00 PM
CateeorY: ❑ Presentation M Consent Calendar ❑ Public IIearing ❑ Unfinished Business ❑ New Business
Department:
Admin. Services
Public Works
Cost of Proposal:
Amount Budeeted:
:N
Difector:
St ve Carmichael
V nice arengo
$27,922. 4
Contact Person:
Sue Simmons
Kevin Homick
$27,922.44 (mid year adjustment)
Attachments to Aeenda Packet Item:
Phone Number:
778-4322
778-4303
Account Number:
3350-6220
Name of Fund:
Vehicle and Equipment
Replacement Fund
A. Resolution (Attachment 1)
B. Invitation to Bid #08-006 for two Inspector vehicles, approved by Council on November 19, 2007
(Attachment 2)
C. Bid Proposal from Henry Curtis Ford, Petaluma, for PW Inspector purchase of two identical vehicles,
approved by Council on Nov. 19, 2007 (Attachment 3)
D. Letter from Henry Curtis Ford honoring original bid of ITB#08-006 October 30, 2007 for $27,922.44 for
an additional 2008 Ford Escape (Attachment 4)
Summary Statement:
On November 19, 2007, City Council authorized a formal bid submitted by Henry Curtis Ford, Petaluma, for the
purchase of two 2008 Ford' Escape 4X2 hybrids for two new Public Works Inspectors. Under the same
competitive bid process, Henry Curtis Ford has agreed to honor the previous bid price for the purchase of a third
vehicle for the Public Works Supervisor, to be used in performance of his daily duties. The competitive bid
process for the two vehicles consisted of an Invitation to Bid, sent to fourteen vendors, and printed in the Argus
Courier. Three vendors responded with bids, including Henry Curtis Ford, Petaluma; San Francisco Ford Lincoln
Mercury, San Francisco; and Senator Ford, Inc, Sacramento. After reviewing the bids, staff recotmnended
awarding the bid to the lowest bidder, Henry Curtis Ford, Petaluma, in the amount of $55,844.88 for the two
vehicles. The bid included a $1,335.00, six-year, 100,000 mile, premium care, extended warranty with a $100.00
deductible for each vehicle. Staff has found that the 2008 Ford 4X2 Escape Hybrid is very fuel-efficient, low -
emission, and suitable for driving in the field.
Recommended Citv Council Action/Sueeested Motion:
Adopt resolution authorizing the purchase of one (1) 2008 Ford Escape 4X2 hybrid from Henry Curtis Ford, 1120
Auto Center Drive, Petaluma, CA, in the amount of $27,922.44.
Revitwed by Admin. Svcs. Df •
Date: (2 (l0 Lam(
Rev. # I Date Last Revised:
Reviewed by City Attornev:
Date:no
Approved bWQitv Manaeer:
Date: el
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CITY OF PETALUMA, CALIFORNIA
JANUARY 7.2007
AGENDA REPORT
FOR
RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) 2008 FORD 4X2 HYBRID
FROM HENRY CURTIS FORD, 1120 AUTO CENTER DRIVE, PETALUMA, CA, IN THE
AMOUNT OF $27,922.449 FOR PUBLIC WORICS SUPERVISOR
EXECUTIVE SUMMARY:
On November 19, 2007, City Council authorized a formal bid submitted by Henry Curtis
Ford, Petaluma, for the purchase of two 2008 Ford Escape 4X2 hybrids for two new
Public Works Inspectors. Under the same competitive bid process, Henry Curtis Ford
has agreed to honor the previous bid price for the purchase of a third vehicle for the
Public Works Supervisor, to be used in performance of his daily duties. The competitive
bid process for the two vehicles consisted of an Invitation to Bid, sent to fourteen
vendors, and printed in the Argus Courier. Three vendors responded with bids, including
Henry Curtis Ford, Petaluma; San Francisco Ford Lincoln Mercury, San Francisco; and
Senator Ford, Inc, Sacramento. After reviewing the bids, staff recommended awarding
the bid to the lowest bidder, Henry Curtis Ford, Petaluma, in the amount of $55,844.88
for the two vehicles. The bid included a $1,335.00, six-year, 100,000 mile, premium
care, extended warranty with a $100.00 deductible for each vehicle. Staff has found that
the 2008 Ford 4X 2 Escape Hybrid is very fuel-efficient, low -emission, and suitable for
driving in the field
2. BACKGROUND:
In the past, the City of Petaluma has purchased Ford Escape Hybrids, which are a proven
commodity. They perform flawlessly, have an excellent fuel record, and reduce exhaust
emissions. The Public Works Supervisor is in need of a new vehicle to carry out his daily
duties.
3. ALTERNATIVES:
Council could reject this request.
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4. FINANCIAL IMPACTS:
This will result in a Vehicle and Equipment Replacement Fund expenditure in the amount
of $27,922.44.
5. CONCLUSION:
Upon approval of this resolution, the City will proceed with the process of purchasing the
specified vehicle.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR
COMPLETION:
The City will purchase the fuel efficient vehicle and place it into Public Works' service.
RECOMMENDATION:
Adopt resolution authorizing the purchase of one (1) 2008 Ford 4X2 hybrid from Henry
Curtis Ford, 1120 Auto Center Drive, Petaluma, CA, in the amount of $27,922.44.
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Attachment 7
RESOLUTION
AUTHORIZING THE PURCHASE OF ONE (1) 2008 FORD 4X2 HYBRID FROM
HENRY CURTIS FORD, 1120 AUTO CENTER DRIVE, PETALUMA, CA, IN THE
AMOUNT OF $27,922.44, FOR PUBLIC WORKS SUPERVISOR
WHEREAS, on November 19, 2007, City Council authorized a formal bid submitted by
Henry Curtis Ford, Petaluma, for the purchase of two 2008 Ford Escape 4X2 hybrids; and
WHEREAS, a competitive bid process was used, in conformance with the City Charter,
Petaluma Municipal Code, and other applicable law; three bids were received; and staff
determined that Henry Curtis Ford submitted the lowest responsive bid in the amount of
$55,844.88 for the two vehicles.
WHEREAS, the Public Works Supervisor is in need of a new vehicle; and
WHEREAS, under the same competitive bid process, Henry Curtis Ford has agreed to
honor the previous bid price of $27,922.44 per unit, for the purchase of a third vehicle for the
Public Works Supervisor.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of
Petaluma hereby authorizes the purchase of one (1) Ford 4X2 Escape Hybrid vehicle in the
amount of $27,922.44.
1027582
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CITY OF PETALUMA, CALIFORNIA
INVITATION TO BID
Two (2) New 2007-2008 / Hybrid / SUV/ 4 Door
4X2 Wheel Drive Vehicles
BID DATA
BID NUMBER: 08-006
COMMODITY TITLE:
Attachment 2
Purchasing Office
Finance Department
Steven Carmichael,
Director of Admin Services
Two (2) New 2007-2008 / Hybrid /
SUV/ 4 Door 4X2 Wheel Drive
Vehicles
BUYER: Sue Simmons
BUYER TELEPHONE: 707-778-4322/Fax 707-778-4428
ISSUE DATE:
BID OPENING
DAY/DATE: Tuesday, October 30, 2007
TIME: 2:00 PM
LOCATION/ City Clerk's Office
MAIL ADDRESS: City of Petaluma
11 English Street
Petaluma, CA 94952
BID CONTENTS
Section A: Instructions to Bidders
Section B: Terms and Conditions
Section C. Bid
Section D: Specifications
Section E: Exceptions to Specifications
Section F. Additional Information
Sealed written responses must be received at the address above no later than the date, time and
location indicated for the Bid Opening. Submittal by fax is not acceptable. Do not avail bids to
Purchasing Office.
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SECTION A
INSTRUCTION TO BIDDERS
THIS IS NOT AN ORDER, BUT AN INVITATION FOR BID.
General: This Invitation to Bid (ITB) serves as a notice inviting bids in accordance with Petaluma
Municipal Code 4.04.080. The City of Petaluma is seeking bids for the following:
ITB 08-006
Two (2) New 2007-2008 / Hybrid / SUV/ 4 Door/ 4X2 Wheel Drive Vehicles
A firm fixed price purchase order will be issued for Two (2) New 2007-2008 / Hybrid / SUV/ 4 Door/ 4X2
Wheel Drive Vehicles per specifications, terms and conditions, and other provisions outlined below.
1. Bid Preparation
A. Bid format: Bids must be typewritten or prepared in ink and must be submitted on the forms
provided in this Invitation for Bid. No oral, telegraphic, telephone or facsimile bids will be
accepted.
B. Conformance to bid requirements: Bids must conform to the requirements of the Invitation
for Bid. All necessary attachments (certifications, bid bond, list of subcontractors, etc.) must
be submitted with bid and in the required format. Failure to comply with all requirements may
result in bid rejection.
C. Exceptions: Any deviation from the bid specifications, plans, terms and conditions may
result in bid rejection.
D. Signature on bid: Bids must be signed in ink by an authorized representative of the bidder
Signature on a bid certifies that the bid is made without connection with any person, firm or
corporation making a bid for the same project and is in all respects fair and without collusion
fraud.
Signature on the bid also certifies that bidder has read and fully understands all bid
specifications, plans, terms and conditions.
E. Modifications: Modifications or erasures made before bid submission must be initialed in
ink by the person signing the bid. Bids, once submitted may be modified in writing before the
time and date set for bid closing. Any modifications shall be prepared on company letterhead,
signed by an authorized representative and state the new document supersedes or modifies the
prior bid. Modification must be submitted in a sealed envelope clearly marked "Bid
Modification" and identifying the ITB number and closing date. Bidders may not modify bids
after the bid deadline.
F. Bid withdrawals: Bids may be withdrawn in writing on company letterhead signed by an
authorized representative and received by the City Clerk's office prior to the deadline. Bids
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may be withdrawn in person before bid closing time upon presentation of appropriate
identification.
2. Bid Submission
Bids must be received prior to the deadline noted on the cover sheet and below. No bid
received after the deadline time and date will be considered. To assure vour bid is Drooerly
received, note the ITB number (08-006) date and time of the deadline in the lower left
hand corner of vour envelope.
3. Bid opening: The bids received will be onened after the 2:00 P.M. deadline on Tuesday.
October 30, 2007.
4. Bid Evaluation and Award
A. Award of Purchase or Contract: Purchases or contracts shall be awarded to the lowest
responsible bidder. In determining the lowest responsive and responsible bidder, the following
shall be taken into consideration:
1. The quality, suitability and efficiency of the item;
2. The total life cycle cost of the equipment;
3. The delivery, discount terms and all other conditions submitted in the bid;
4. The reputation of the equipment, the service reputation of the bidder, and all other
information and data required to prove the responsibility of the contractor.
B. The City Council shall reserve the right to reject any or all bids in whole or in part and may
waive any irregularities or informalities in any bids.
5. Results of the ITB: A tabulation of all bids received shall be open for public inspection
during regular business hours for a period of not less than 30 calendar days after bid
opening.
6. If you have any questions pertaining to the material contained herein, contact Sue Simmons,
Commercial Services Manager, 707-778-4322.
7. The deadline for submitting bids is 2:00 PM on Tuesday. October 30. 2007. at the Citv of
Petaluma. Clerk's Office. Citv Hall. 11 Enelish Street. Petaluma CA 94953. Do not send bids to
the Purchasine Office.
8. SECTIONS C (Bid). D (SDecifications). E (Executions to SDecifrcations), and F (Additional
Information) ARE TO BE COMPLETED IN FULL AND SUBMITTED. Failure to complete all
sections, submit all required information prior to the deadline will result in your bid not being
considered for evaluation. Please retain SECTIONS A & B.
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SECTION B
TERMS AND CONDITIONS
1. DEFINITIONS: "Contract' means the entire written agreement between the parties, including but not limited
to the Invitation to Bid or Request for Quotation and its specifications, terms and conditions; instructions to
bidders; change notices, if any; the accepted bid; and the purchase order or price agreement document:
"Contractor" means a person or organization with whom the City of Petaluma has contracted for the purchase of
equipment, material and supplies.
"City" means the City of Petaluma, California
2. STANDARD AND SPECIAL TERMS AND CONDITIONS: The terms and conditions on these pages are
standard to City contracts for the purchase of equipment, materials and supplies. There may also be special terms
and conditions in an Invitation to Bid or Request for Quotation which apply only to this contract.
3. MATERIAL AND EOUIPMENT SPECIFIED BY NAME: Whenever any material or equipment is specified
by patent or proprietary name or by the name of the manufacturer, unless stated differently. such specification shall
be considered as if followed by the words "or acceptable equal". whether or not such words appear. The Contractor
may offer material or equipment with equal or better qualities and performance in substitution for those specified
which he considers would be in the City's interest to accept. No verbal offers for substitution will be acknowledged
or considered from contractors, distributors, manufacturers or subcontractors. Any such offers shall be made in
writing to the Purchasing Officer for consideration with the submission of the proposal and the Contractor shall
include sufficient data which, together with any other data the City may require, will enable the City to assess the
acceptability of the material or equipment. Such acceptance by the City shall not relieve the Contractor from full
responsibility from the efficiency and quality and performance of the substitute material or equipment, in the same
manner and degree as the material and equipment specified by name.
It should be understood that specifying a brand name, components and/or equipment in these specifications shall not
relieve the Contractor from full responsibility to produce the products in accordance with the performance warranty
and contractual requirements. The Contractor is responsible for notifying the City of any inappropriate brand name,
component and/or equipment that may be called for in the specifications, and to propose a suitable substitute for
consideration.
4. MATERIALS & WORKMANSHIP: Materials used shall be of the best quality and applied in accordance with
approved recommendations of the manufacture thereof.
5. AWARD: The City of Petaluma reserves the right to accept bids on individual items listed, on group items, or on
the proposal as a whole; to reject any and all bids; to waive any informality or irregularity in the bids; and to accept
the bid that appears from all consideration to be in the best interest of the City of Petaluma.
In determining and evaluating the best bid, the prices will not necessarily be controlling, but quality, equality,
efficiency, utility, general terms, delivery, suitability of the equipment/material offered, maintainability of the
equipment/material offered, and the reputation of the equipment/material in general use will also be considered with
any other relevant factors.
6. ORDER ACKNOWLEDGMENT: The successful Contractor, after receipt of a City of Petaluma Purchase
Order, shall be required to furnish the City Purchasing Officer, when made available, a copy of the factory order
acknowledgment or production date(s) for the equipment/material ordered.
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7. NOTICES: Except as otherwise specifically provided in this Invitation to Bid and the resulting Purchase
Contract or Purchase Order, any notice, submittal or communication required or permitted to be served on a party
hereto, may be served by personal delivery to the person or the office of the Contractor. Service may also be made
by certified mail or recognized overnight delivery service, postage prepaid, to the person and address stated in the
Invitation to Bid and/or the resulting Contract or Purchase Order.
8. OPTION TO INCREASE OUANTITY OF ORDERED UNITS: The City reserves the right to increase the
quantity of ordered units shown on this Invitation to Bid by issuance on the original purchase order or an additional
purchase order not later than thirty (30) days after award of bid. The successful Contractor agrees to famish to the
City the additional ordered units at the unit price offered in this bid.
9. MODIFICATION: The City of Petaluma, at any time prior to the delivery date specified on the resulting
Purchase Order or Purchase Contract, may issue a written change order for any modifications. Such modifications
shall be the result of negotiation and agreement between both parties.
Oral change orders are not permitted. No change in this Invitation to Bid or resulting Purchase Order or Purchase
Contract shall be made unless the City of Petaluma gives its prior written approval from the Purchasing Office. The
Contractor shall be liable for all costs resulting from any unauthorized changes to the Invitation to Bid, Purchase
Order or Purchase Contract.
10. BREACH OF CONTRACT: Should Contractor breach any of the provisions of this contract, the City
reserves the right to cancel this contract upon written notice to Contractor. Contractor shall be liable for any and
all damages incidental and consequential suffered by the City as the result of the Contractor's breach of contract.
The City shall have any and all remedies provided under the law in the event of a breach of contract by
Contractor. In the event of repeated breach of public and/or private contracts, Contractor shall be subject to
disqualification as a bidder on City contracts
11. TERMINATION OF CONTRACT TO PURCHASE: If at any time, in the opinion of the City Manager, 1)
Contractor fails to conform to the requirements of this contract; 2) Contractor seeks relief under any law for the
benefit of insolvents or is adjudicated bankrupt; 3) any legal proceedings are commenced against Contractor which
may interfere with the performance of the contract; or 4) Contractor has failed to supply an adequate working force,
or material of proper quality, or has failed in any other respect to prosecute the work with the diligence and force
specified and intended in any by the terms of the contract, notice thereof in writing may be served upon the
contractor; and should he neglect or refuse to provide means for a satisfactory compliance with the contract as
directed by the Purchasing Officer within the time specified in such notice, the City Manager in any such case shall
have the right and power, at its option and without prejudice to any other right it may have, to terminate the contract.
Any excess of the cost arising there from will be charged against the Contractor and contractor's sureties, who will
be liable thereof. In the event of such termination, all monies due the Contractor or retained under terms of the
contract shall be forfeited to the City; but such forfeiture will not release the Contractor or Contractor's sureties from
liability for failure to fulfill the contract.
12. TITLE: Title to the equipment/material shall pass to the City at the F.O.B. Destination point designated under
the delivery clause below, subject to the right of the City to reject upon inspection.
13. WARRANTIES: Unless otherwise stated, all equipment shall be new and current model and shall carry full
factory warranties. Contractor warrants all equipment and supplies delivered to be free from defects in labor,
material and manufacture and to be in compliance with the warranty stipulated in the bid specifications. All
implied and expressed warranty provisions of the Uniform Commercial Code are incorporated in this contract.
All warranties shall run to the City.
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14. DELIVERY: All deliveries shall be F.O.B. destination with all transportation and handling charges prepaid
by the Contractor. Responsibility and liability for loss or damage shall remain with Contractor until final
inspection and acceptance by the City when responsibility shall pass to the City except as to latent defects, fraud
and Contractor's warranty obligations.
15. INSPECTION AND TESTING: The City reserves the right and shall be at liberty to inspect and test all
materials and workmanship at times and places determined by the City, and shall have the right to reject all
materials and workmanship which do not conform with the equipment/material specification provided; however, the
City is under no duty to make such inspection. Should it be determined, after inspection, that corrections are needed
to bring the equipment/material up to the specifications of the bid award, the City, for the purpose of earning the
discount, may extend the date of complete acceptance beyond the date of delivery. If Contractor is unable or refuses
to correct such goods within a time deemed reasonable by the City, the City may cancel the order in whole or in
part. Nothing is this paragraph shall adversely affect the City's right as buyer.
16. ACCEPTANCE AND PAYMENT: Acceptance shall be made at the time all equipment/material is operational
and in proper working order as determined by and to the satisfaction of the City of Petaluma. Acceptance of the
equipment/material shall be determined on the basis of technical completeness, -performance and adherence to the
operational requirements and functions of the specifications.
Payment will be scheduled within thirty (30) days upon complete delivery and acceptance of all equipment/material
and receipt of an original invoice for the equipment/material complying with the terms and conditions of the award.
The City reserves the right to withhold up to ten percent (10%) of the purchase price in the event there is a
conditional acceptance.
In connection with any cash discount specified on the bid form, time will be computed from the date of complete
acceptance of the equipment/material, or from date correct invoices are received in the City Finance Office_ 11
Enalish Street. P.O. BOX 61. Petaluma CA 94952, if the latter date is later than the date of complete acceptance. For
the purpose of earning the discount, payment is deemed to be made on the date of mailing of the City check or
transfer of funds.
17. ASSIGNMENT AND SUBCONTRACTING: The Contractor shall not assign or subcontract the work, or any
part thereof, without the previous written consent of the City, nor shall he/she assign, by power of attorney or
otherwise, any of the money payable under this contract unless written consent of the City has been obtained. No
right under this contract, nor claim for money due or to become due hereunder shall be asserted against the City, or
persons acting for the City, by reason of any so-called assignment of this contract or any part thereof, unless such
assignment has been authorized by the written consent of the City. In case the Contractor is permitted to assign
monies due or to become due under this contract, the instrument of assignment shall contain a clause subordinating
the claim of the assignee to all prior liens for services rendered or materials supplied for the performance of work.
Should any subcontractor fail to perform in a satisfactory manner the work undertaken by the subcontractor,
Contractor's subcontract shall be immediately terminated by the Contractor upon notice from the City. The
Contractor shall be fully responsible and accountable to the City for the acts and omissions of Contractor's
subcontractors, and of persons directly or indirectly employed by them, as the Contractor is for the acts and
omissions of persons directly employed by him. Nothing contained in this contract shall create any contractual
relation between any subcontract and the City.
18. FEDERAL AND STATE TAX: The City is exempt from excise taxes and transportation tax. Tax exemption
certificates will be signed for merchandise delivered to the City upon request. Kindly bid without these taxes.
Transportation tax requires no exemption certificates, but goods must be consigned to the City. California sales tax
of 7.5% will be paid in accordance with the contract payment schedule.
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19. SEVERABILITY: If any provision of this contract is declared by a court to be illegal or in conflict with any
law, the validity of the remaining terms and provisions shall not be affected; and the rights and obligations of the
parties shall be construed and enforced as if the contract did not contain the particular provision held to be invalid.
20. COMPLIANCE WITH APPLICABLE LAWS: Contractor shall comply with all federal, state and local
laws, codes, regulations and ordinances applicable to the provision of goods to be purchased under this contract.
Failure to comply with such requirements shall constitute a breach of contract and shall be grounds for contract
cancellation. Damages or costs resulting for noncompliance shall be the sole responsibility of Contractor.
21. GOVERNING LAW, JURISDICTION. VENUE: This contract shall be governed and construed in
accordance with the laws of the State of California, without resort to any jurisdiction's conflict of laws rules or
doctrines. Any claim, action, suit, or proceeding (collectively "the claim") between the City (and/or other agency
or department of the City) and the Contractor that arises from or relates to this contract shall be brought and
conducted solely and exclusively within the Superior Court of Sonoma County for the State of California.
Provided, however, if the claim must be brought in a federal forum, then it shall be brought and conducted solely
and exclusively within the United States District Court for the District of Northern California. Contractor hereby
consents to thejurisdiction of said courts.
22. WAIVER: Failure of the City to enforce any provision of this contract shall not constitute a waiver or
relinquishment by the City of the right to such performance in the future nor of the right to enforce any other
provision of this contract.
23. CALIFORNIA OSHA RULES AND REGULATIONS: All machinery, materials, supplies and equipment
furnished shall be in full accordance with all currently applicable Cal/OSHA rules and regulations. Contractor or
Contractor warrants that he and each of his subcontractors shall, in performance of this contract or purchase order,
comply with each and every compliance order issued pursuant to Cal/OSHA. The Contractor or Contractor
assumes full and total responsibility for compliance with Cal/OSHA standards by his subcontractors as well as
himself. The cost of complying with any compliance order and payment of any penalty assessed pursuant to
Cal/OSHA and the cost of placing non -conforming machinery, supplies, materials and equipment in compliance
with Cal/OSHA shall be borne by the Contractor or Contractor. Contractor or Contractor shall save, keep and hold
harmless the City, and all officers, employees and agents thereof, from all liability, cost or expenses in law or in
equity which may at any time arise or be set up because of Contractor's or Contractor's, or his subcontractors',
non-compliance or alleged non-compliance with Cal/OSHA requirements, or failure to provide machinery,
materials, supplies or equipment which conforms to Cal/OSHA. Nothing contained herein shall be deemed to
prevent the Contractor or Contractor or his subcontractors from otherwise allocating between themselves
responsibility for compliance with Cal/OSHA requirements; provided, however that the Contractor or Contractor
shall not thereby be, in any manner whatsoever, relieved of his responsibility to the City as hereinabove set forth.
24. SAFETY AND HEALTH REOUIREMENTS: Equipment and supplies supplied shall comply with all
federal Occupational Safety and Health Administration (OSHA) requirements.
25. MATERIAL SAFETY DATA SHEETS: Contractor shall provide the City with a Material Safety Data
Sheet for any equipment and/or supplies provided under this contract, which may release or otherwise result in
exposure to a hazardous chemical under normal conditions of use. In addition, Contractor must label, tag or mark
such. goods.
26. PATENTS AND ROYALTIES: The Contractor, if his bid is accepted, shall defend any and all suits and
assume all liability for the use of any patent process, device or article forming a part of the apparatus or any
appliance furnished under the contract. All costs involved in fees, royalties or claims for any patented invention,
article, process or method that may be used upon or in any manner connected with the supply of this
material/equipment shall be paid by the Contractor. Should the Contractor, his agent or employees or any of them
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be enjoined from furnishing or using any invention, article, material or plans supplied or required to be supplied or
used under the contract, the Contractor shall promptly substitute other articles, materials or appliances in lieu thereof
equal finish, efficiency, quality, suitability and market value, and satisfactory in all respects to the City. Or in the
event that the City elects, in lieu of such substitution, to have supplied and to retain and use any such inventions,
articles, materials or plans as may be required to be supplied, the Contractor shall pay such royalties and secure such
valid licenses as may be requisite for the City, its officers, agents, and employees, or any of them to use such
invention, article, materials or appliances without being disturbed or in any way interfered with by any proceeding in
the law or equity on account thereof. Should the Contractor neglect or refuse to make the substitution promptly or to
pay such royalties and secure such licenses as may be necessary, then in the event the City shall have the right to
make such substitution or the City may pay such royalties and secure such licenses and charge the Contractor even
though final payment under the contract may have been made.
27. INDEMNITY AND HOLD HARMLESS AGREEMENT: Contractor agrees to accept all responsibility for
loss or damage to any person or entity, and to defend, indemnify, hold harmless and release the City, its officers,
agents and employees, from and against any and all actions, claims, damages, disabilities, or costs of litigation that
may be asserted by any person or entity, arising out of or in connection with the performance by Contractor
hereunder, whether or not there is concurrent, passive or active negligence on the part of the City, but excluding
liability due to the sole active negligence or willful misconduct of the City. This indemnification obligation is not
limited in any way by any limitation on the amount or type of damages or compensation payable to or for Contractor
or its agents under Workmen's Compensation acts; disability benefits acts or other employee's benefits acts.
Contractor shall be liable to the City for any loss or damage to City property arising from or in connection with
Contractor performance hereunder.
28. FORCE MAJEURE: Neither party to this contract shall be held responsible for delay or default caused by fire,
riot, acts of God and /or war, which is beyond that party's reasonable control. The City of Petaluma may terminate
this contract by written notice after determining such delay or default will reasonably prevent successful
performance of the contract.
29. BUSINESS TAX: Contractors who are awarded a City contract, must pay a City business tax pursuant to
City Ordinance.
30. YEAR 2000 COMPLIANCE: All products offered by the contractor as well as third party components of the
solution must be Year 2000 Compliant. The software/hardware design to ensure year 2000 compliance shall
include, but not be limited to, century recognition of dates, calculations that correctly compute same century and
multi century formulas and date values, and interface values that reflect the century, None of these products
should require any modification because of date issues arising between now and the next one -hundred years into
the future. In any changes are required, the contractor will make the changes at no cost and in a time frame that is
acceptable to the City.
SPECIAL TERMS AND CONDITIONS
1. ILLUSTRATIVE AND TECHNICAL DATA: Bidder shall submit with his bid complete and current
illustrative and technical data on the proposed equipment/material. Failure to provide this information
may be sufficient to declare the bid non-responsive.
2. DEALER PREPARATION: Bid prices must include all necessary dealer preparation applicable to
new equipment, and destination delivery charges from the factory to the dealer.
3. DELIVERY: Failure by the successful Contractor to notify the City of Petaluma immediately of any
delivery beyond the stated date or terms is cause for him to be held responsible for damages incurred as a
result of an extended delivery time.
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Prior to delivery the equipment /material shall be completely assembled as necessary to assure proper
operation and function.
All equipment/material, spare parts and supplies shall be delivered F.O.B. destination, delivery charges
prepaid and added, to the following location:
CITY OF PETALUMA
PUBLIC WORKS DEPARTMENT
840 HOPPER STREET
PETALUMA CA 94952
4. DELIVERY CHARGES: Delivery charges to the City of Petaluma shall be listed as a separate line
item in Section C.
5. EXTENDED WARRANTY: The required warranty is described in Section D, and shall be listed as a
separate line item in Section C.
6. OTHER AGENCY "PIGGY -BACK" PROCUREMENTS: Other municipalities, fire districts or public
agencies may be interested in participating in this bid. Such "piggy -back" awards will be made independently by
each agency, and the City is not an agent, partner or representative of these agencies and is not obligated or liable for
any action of debts that may arise out of such independently negotiated "piggy -back" procurements. Section D
includes a space for making the vendors willingness to allow other agencies the opportunity to "piggy -back."
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SECTION C
Two (2) New 2007-2008 / Hybrid / SUV/ 4 Door/ 4X2 Wheel Drive Vehicles
The City desires to purchase Two (2) New 2007-2008 / Hybrid / SUV/ 4 Door/ 4X2 Wheel
Drive Vehicles in accordance with the specifications and terms and conditions contained in this
IIIY:?
Make
Model
2. Sales Tax
3. Delivery
4. TOTAL
5. Extended Warranty
Delivery Information
calendar days after receipt of purchase order.
Bid Item Available For Other Agency "Piggy -Back" Procurement: Yes No
%#####;;;#S;SYki2i##k###;#;;;;SkYtk##;;4;24;4k3223#k2#k#####;;SSSk2k#4#####;k;;2YYkiitkkYkkk##KK;;S;;ii;k YSSY
The undersigned declares that before preparing this bid, he/she carefully read the specifications
and requirements for Bidders and that this bid is made with full knowledge of the kind, quality
and quantity of services and equipment to be furnished, and this bid is as stated on documents
submitted in response to the City's Invitation to Bid. The undersigned offers and agrees, if this
bid is accepted, within forty-five (45) calendar days from date of opening, to furnish any or all of
the items upon which prices are offered at the price set opposite each item, delivered at the
designated point(s) within the tune specified.
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Discounts will be allowed for prompt payment:
percent, 20 calendar days;
COMPANY:
ADDRESS:
CITY, STATE, ZIP CODE:
percent, IO calendar days;
percent, 34 calendar days.
SIGNATURE OF PERSON AUTHORIZED TO SIGN:
TYPED NAME OF SIGNER:
TELEPHONE #:
FAX #
TITLE:
DATE:
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SECTION D
SPECIFICATIONS
TWO (2) NEW 2007-2008 /HYBRID I SUV/ 4 DOOR/ 4X2 WHEEL DRIVE VEHICLES
GENERAL: It is the intent of these specifications to describe the minimum requirements for two
(2) New 2007-2008 / Hybrid / SUV/ 4 Door/ 4X2 Wheel Drive Vehicles. The vehicles shall be a
new model, current year production. The Two (2) New 2007-2008 / Hybrid / SUV/ 4 Door 4X2
Wheel Drive Vehicles shall be supplied with all equipment and accessories indicated as standard
equipment in the manufacturer's published literature.
All equipment/options are to be factory installed. If the equipment/options are not available as
factory installed, dealer installed equipmentlaccessories may be acceptable. The bidder is to
specify those items which will be dealer installed. Special items needed to bring the vehicles up to
the specifications herein shall be accepted only if they are the manufacturer's regular or approved
factory options.
The Two (2) New 2007-2008 / Hybrid / SUV/ 4 Door/ 4X2 Wheel Drive Vehicles shall meet or
exceed the construction and performance specifications described in the following specifications.
Contractor shall indicate below, by marking yes or no, whether the vehicles it proposes to sell to
the City comply with the Specifications listed below.
Any deviations from the specifications set forth herein shall be noted and explained in Section E,
Exceptions to the Specifications.
In order to receive full consideration, bid must follow these specifications and the Invitation to
Bid's Terms and Conditions and instructions.
SPECIFICATIONS: To be completed by bidder and attached to Section C (Bid)
1.) Two (2) New 2007-2008 / Hybrid / SUV/ 4 Door/ 4X2 Wheel Drive Vehicles
Ifspecification is not met, attach explanation with submittal, orprovide reason for comparable replacement.
Does
Not
Two (2) New 2007-20081 Hybrid / SUV/ 4 Door/ 4X2 Wheel Drive Vehicles Meets Meet
Specs Specs
Exterior body color to be white -white
Interior color to be gray
Drive: 4x2 / wheel drive
Wheelbase: 103.1
Height: 67.7"
Minitnuln running ground clearance: 8.6"
Power train
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2.31, gasoline engine or equivalent/ 133Horsepower @ 6000 RPM/ 124
Torque @ 4250 RPM
Electric Motor 94 Horsepower @ 5000 RPM
Electronic controlled automatic Continuously Variable Transmission
4x2 Front wheel drive
Axle
4 -Wheel independent suspension
Steering
I Power steering
Tires/Rims
1 (5) P235/70R-16 all -season BSW tires/ 1 of 5 rims to be the spare tire.
(5) Standard 16" Steel or Aluminum rims / 1 of 5 rims to be the spare
tire.
Brakes
Power 4 -wheel disc brakes with Anti-lock Braking System (ABS)
Parking brake (rear brakes) foot operated, hand release
Fuel Tank
16.5 -gallon fuel tank minimum
Exhaust System
I Aluminized stainless steel exhaust system
Exterior
Power side view mirrors with manual -fold feature.
Chrome front grill
Composite halogenheadlamps clear -lens.
Engine compartment light..
Windshield wipers/ Front: variable intermittent with washer / Rear: 2 speed
with washer.
Insulation in dash, doors, under hood, instrument panel, and cote/fender seal
Lift gate with flip up glass
Rear -window defogger
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Interior
Front seat to be heavy-duty grade cloth bucket seats. (Gray)
Rear seat to be heavy-duty grade cloth/ 60-40/ to lean down for storage
Floor covering to be heavy-duty carpet front and rear. (Color coded)
Heavy-duty removable rubber floor mats front and rear. (color coded)
Floor console -storage bin.
Remote keyless -entry system with 4 integrated key bobs.
Gauges incl: speedometer, odometer, trip odometer, tachometer, voltmeter, fuel
level, engine temperature, oil pressure
Warning light incl: safety belt, parking brake/ABS, direction/hazard, high beam;
warning tones incl: headlights on, turn signal on
Flash to pass feature
Air conditioning
AM/FM stereo seek -scan, digital clock, (4) speakers
Glove box
Power windows and door locks.
Cigarette lighter
(2) Dash -mounted covered power outlets
(2) Rear stowage compartments
Manual day/night inside rearview mirror
LHRH color -keyed molded plastic door trim panels with cloth upper inserts,
integral padded armrest, molded pockets
Color -keyed cloth headliner
RIVLH color -keyed padded cloth sunshades
R/H visor mirror
I Lamps incl: dome, under hood, glove box, ashtray
Center dome light with map lights and cargo area light.
Illuminated entry/exit feature
EPA Fuel Economy Ratings
To meet or exceed EPA fuel standards
To meet Califomia/Federal emissions
To meet California Air Resource Board
Safety
4 -wheel anti-lock brakes
Driver and front passenger airbags
Front/rear lap/shoulder seat belt restraint system for all seating positions.
Side impact door beams I
Battery saver with headlight -off delay
Safety canopy system with side -curtain airbags and rollover sensor.
Tire pressure monitoring system.
Dual tone horn
Back up alarm to meet Cal-OSH industrial standard
Other
Tools to include: mechanical 2 ton jack, wheel wrench, gloves, and courtesy
mat
4 complete sets keys for ignition, doors & remote entry controls
Full set of factory repair and parts manuals: service, electrical, emission,
Powertrain, engine, body, etc.
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Warranty
6 -year 100,000 mile bumper -to -bumper on Vehicle / 10 -year 150,000 mile
bumper -to -bumper on Hybrid system.
Bidder responsible For second and third party equipment installed on this
equipment bid.
Onsite repairs or service to be preformed at the City of Petaluma's
Maintenance Facility.
Offsite repair to be picked up at the City of Petaluma's facility and taken
for repair and delivered back to the City of Petaluma's Maintenance
Facility by bidder at bidders expense
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SECTION E
EXCEPTIONS TO THE SPECIFICATIONS
Exceptions to the specifications of any items state herein shall be fully described and explained
in writing by the contractor in the space provided below:
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SECTION F
ADDITIONAL INFORMATION
1. Warranty: Please provide in the space below, or attach a copy of a complete description of
the warranty terms and conditions. Also, as a part of this bid, you are required to provide
warranty service contact individual(s). In all purchases made by the City, availability and
accessibility of warranty service and service after warranty may be considered in determining the
lowest responsible quoter.
2. Extended Warranty: Please provide in the space below, or attach a copy of a complete
description of extended warranty options, terms and conditions, and costs.
3. Replacement Parts: The availability and location of replacement parts shall be stated in the
space provided below:
4. Accessories: Include below a detailed list of accessories provided with the vehicles.
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Attachment 3
SE MON C
RM
Two (2) New 2007-2008 / Hybrid / SDV14 Door/ 4X2 Wheel Drive Vehicles
The City desires to purchase Two (2) New 2007-20081 Hybrid / SUS 14 Door! 4X2131beel Drive
Vehicles in accordance; with the specifications and terms and conditions contained in this ITB.
Mabe /"If�Cln},� r9 �I i j� ,r'J� 1 //,,
Moder 6561 t'r/.K ����4'-'>`. rt%J $ /T 4YG./�/7
2. Sales Tax �n///�j ,
3. Delivery (/ S lVl A
4. TOTAL ��-A-Lkt S ,�C�J � 1 t? .
I� L�
5. Extended lYarrnnty 6A-61, $
/ y, /�
Delivery information: U'Z) L9 calendar days after receipt ofpurchnse aruer.- ,sac'
Bid Item Available For Other Agency "Piggy-Bacle' Procurement: Yes No
.................................................................................. ..................
The undersigned declares that before preparing this bid, he/she carefully read the specifications end
requirements for Bidders and that this bid is made with full knowledge of the kind, quality and quantity of
services and equipment to be furnished, andthis bid is as stated au documents submitted in response to the
City's Invitation to Bid. The undersigned offers and agrees, if flus bid is accepted, within forty-five (45)
calendar days from date of opening, to famish any or all of the items upon which prices are offered at the
price set opposite each item, delivered at are designateedd(P�oint(s) within the time specified.
Disc s will be allowed for prompt payme - percent, I O calendar days;
91 ercen4 20 calendar days; / percent, 30 calendar days.
COMPANY: MBTIC F1lRl1 rfiERe-mv
ADDRESS: 1120 AUTO CENTER DRIVE
iCIAtU(N(H, VH W4 �t11.'
CITY, STATE, ZIP CODE: ( �j/1 II7/!
SIGNATURE OF PERSON AUTT�B+ORIZED,��/Cy},'SI t -'t`
TYPED NAME OF SIGNER: J % C'�It.!A (1rL OeL �:'� T1TLG:
TELLPI-IONEM OTFA.Y#��/�i�'���%.$ DATE:
11231108-004 10 1019/2007
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20118 Ford 4X2 Escape Hybrids.doc
z.,p �.
satwanl=_s
Sup?rpup
Elena Curtis Fort) h,tercur,%
November 16, 2007
City of Petaluma
11 English
Petaluma, CA 94952
Re: 2008 Ford Hvbrid- ITB# 08-006
To Whom 'ItMay Concern:
Attachment 4
Henry Curtis Ford will honor the numbers of original bid of ITB# 08-006 October 30,
2007, S27,9222.44 for an additional 2008 Ford Escape.
Should you bAVAny further questions please feel free to contact me.
Fleet Department Director
(707) 769-2300
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1-tnutc ts,ec:lnnaa:ri ,_jIu,uuustgd coin Euaii-uu„ limn on fold cmn
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