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HomeMy WebLinkAboutAgenda Bill 3.F 04/07/20034 4 CITY OF PETALIIMA CALIFORNIA , AP �3 - ���� 3 __ 0 AGENDA SILL F Agenda Title Meeting Date April 7, 2003 Resolution authorizing the purchase of four 2003 Ford F450 Extended Cab, Truck Cab and Chassis Vehicles from Henry Curtis Meeting Time X 3:00 PM Ford Mercury, Petaluma in the amount of $106,366.10. ❑ 7:00 PM Category (check one) X Consent Calendar ❑ Public Hearing ❑ New Business ❑ Unfinished Business ❑Presentation Department Director Contact Person Phone Number Water Resources and Michael Ban Ste_ ve Simmons 778 -4560 Conservation Finance William Thomas 778 -4323 Cost of Proposal $106,366.10 Account Number 70 8400- 8280 -7201 Amount Budgeted $110,000.00 Name of Fund: Vehicle Replacement Attachments to.Agenda Packet Item Agenda Bill Resolution ITB 03 -044 for Four Extended Cab, Truck Cab and Chassis Vehicles (Attachment 1) Bid proposal from Henry Curtis Ford Mercury, Petaluma (Attachment 2) Summary Statement As part of the 2002 -2003 Vehicle Replacement Program, the Water Resources and Conservation Department identified a need for four extended cab, truck cab and chassis vehicles. The new vehicles will replace current vehicles. These include one 1987, one 1988 and two 1989 vehicles with approximately 99,000, 109,000, 87,000 and 85 miles. Twelve potential bidders were sent an Invitation to Bid, with four bids being received. The lowest bidder did not offer an extended warranty plan and was declared non- responsive: After reviewing the bids,. staff ;recommends awarding the bid to the second lowest bidder, Henry Curtis Ford Mercury, Petaluma, in the amount of $106,366.10. Recommended City Council ActionlSuggested Motion Recommend the Council approve °the authorization to purchase four 2003 Ford F450 Extended Cab, Truck Cab and Chassis Vehicles from Henry Curtis Ford Mercury, Petaluma:in the amount of $106,366.10. Reviewed by Finance Director: Rev' ' orne : te: : Avvroved bk/Citv Mana er: Date: te oday's Date - Revision # and Date Revised: File Cod_ e: # Wednesday, March 19, 2003 ITB 03 -044, Four Extended Cab, Truck. Cab and Chassis Vehicles CITY OF PETALLUMA, CALIFORNIA MONDAY, APRIL 7, 2003 AGENDA DEPORT FOR RESOLUTION AUTHORIZING THE PURCHASE OF FOUR 2003 FORD F450 EXTENDED CAB, TRUCK CAB AND CHASSIS VEHICLES FROM HENRY CURTIS FORD MERCURY, PETALUMA IN THE AMOUNT OF $106,366.10. EXECUTIVE SUMMARY As part of the 2002 -2003 Vehicle Replacement Program, the Water Resources and Conservation Department identified a need for -four extended cab, truck cab and chassis vehicles. The new vehicles will replace- current vehicles. These include one 1987, one 1988 and two 1989 vehicles with approximately 99,000, 109,000, 87,000 and 85,000 miles. Twelve potential bidders were sent an Invitation to Bid, with four bids being received. The lowest bidder did not offer an extended warranty plan and was declared non- responsive. After reviewing the bids; staff recommends awarding the bid to the second lowest bidder, Henry Curtis Ford Mercury, Petaluma, in the amount of $106,366.10. 2. BACKGROUND Water Resources and Conservation staff have identified certain vehicles and equipment that require replacement. They have worked closely with the City's Vehicle Maintenance Department on developing new vehicle specifications to maximize future reuse of the vehicles and equipment being purchased. After the four new vehicles are received, two will be sent out for the installation of dumping flat beds and the other two will be sent out for the installation of'utility dump beds. The vehicles and equipment being replaced will be recycled to other departments on an as needed basis. 3. ALTERNATIVES Council could reject this request and give.staff direction. 4. FINANCIAL IMPACTS 708 - 400 -8280 -7201 (Vehicle and Equipment Replacement Fund) 5. CONCLUSION Request City Council authorize the purchase of four 2003 Ford F450 Extended Cab, Truck Cab and Chassis Vehicles from Henry Curtis Ford Mercury, Petaluma in the amount of $106,366.10. 6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION' After Council approval, a purchase order will be issued to Henry Curtis Ford Mercury, Petaluma. The Water Resources and Conservation Department will take delivery of the Vehicle. 7. RECOMMENDATION Approve the resolution authorizing the purchase of four 2003 Ford F450 Extended Cab, Truck Cab and Chassis Vehicles from Henry Curtis Ford Mercury, Petaluma in the amount of $106,366.10. • g: /forms /2003 agenda bill RESOLUTION AUTHORIZING THE PURCHASE OF FOUR 2003 FORD F450 EXTENDED CAB, TRUCK CAB AND CHASSIS VEHICLES FROM HENRY CURTIS FORD MERCURY, ,PETALUMA IN THE AMOUNT OF $106 WHEREAS, as part of the 2002 -2003 Vehicle Replacement Program, the Water Resources and Conservation Department identified a need for four extended cab, truck cab and chassis vehicles, and,. WHEREAS, the funding for the four extended cab, truck cab and chassis vehicles 'is available from the Vehicle Replacement Fund, and, WHEREAS, Staff developed specifications and bids were solicited from responsible vendors, and, WHEREAS, after reviewing the bids, staff recommended. that the Council authorize the purchase of four 2003 Ford,F450 Extended Cab, Truck Cab and Chassis Vehicles from Henry Curtis Ford Mercury, Petaluma in the amount of $106,366.10. NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the purchase of four 2003 Ford F450 Extended Cab, Truck Cab and Chassis Vehicles from Henry Curtis Ford Mercury, Petaluma in the'amount of $106,366.10. • • • CITY OF PETALUMA, CALIFORNIA INVITATION TO BID FOUR (4) EXTENDED CAB, TRUCK CAB AND William J. Thomas, CHASSIS Finance Director/Purchasing Officer BID DATA BID NUMBER: 03 -044 COMMODITY TITLE: Four (4) Extended Cab, Truck Cab and Chassis BUYER: Sue Simmons BUYER TELEPHONE: 707- 778- 4322/Fax 707- 778 -4428 . ISSUE DATE: BID OPENING DAY/DATE: TIME: LOCATION/ MAIL ADDRESS: Tuesday, March 4, 2003 2:00 PM City Office City of Petaluma 11 English Street Petaluma CA 94952 BID CONTENTS Section A Section B: Section. C: Section D: Section E: Section F. 0 Instructions to Bidders Terms and Conditions Bid Specifications Exceptions to Specifications Additional Information Purchasing Office Finance Department 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 mail bids to Purchasing Office. SATB #03 -044 1 1/22/2003 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 03 -044 FOUR (4) EXTENDED CAB, TRUCK CAB AND CHASSIS A firm fixed price purchase order will be issued for four (4) extended cab, truck cab and chassis per specifications, terms and conditions, and other provisions outlined below. Note: An Extended Warranty for the vehicles being bid is requested. Pricing is. being requested for 6- years /100,000 miles with bumper -to- bumper coverage and no deductible. 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 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. • SATB #03 -044 2 1/22/2003 F. Bid withdrawals."' Bids. maybe withdrawn in writing on company letterhead signed by an authorized representative and received by the City'Clerk's office prior to the deadline. Bids may be withdrawn in person before bid closing time upon presentation o"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 properly received, note the" ITB number (03 -044) date and time; of the deadline in the lower left hand corner of your envelope. 3. Bid opening: The bids received will be opened'• after the 1-00 P.M. deadline on Tuesday, March 4, 2003. 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 consid "eration: 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 rej ect 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 •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 1 :00. PM on Tuesday, March 4, 2003, at the City of Petaluma, Clerk's Office,, City Hall, 1 -1 English Street, P,eWuma CA 94953. Do not send bids to the PurchasinOffice M to nd F (Additional Failure to complete IN all sections,, submit all required information prior to the deadline considered for evaluation. Please retain SECTIONS A & B. result in your bid not being . SATB #03 -044 3 1/22/2003 SECTION >B TERMS AND CONDITIONS 1. DEF MDONS: "`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. MATERAAL, AND EQIJIP1VIENT SPECIFIED >BY NAME Whenever any material or equipment is specified by patent, or proprietary name of by the name of the mani facturer;,' 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 acl.mowledged, or considered from contractors distributors, manufacturers ,or subcontractors. Any such offers shall be made in writin g to the Purchasing ;Officer - for consideration with the submission of the proposal and the Contractor shall incIude suffi a e cceptabil tyof themate al or qui nt . Such acceptance by the City shall not� ena a relieveth the Contractor from fulr 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 byname. 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 form 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 reservesthe right to accept bids on individual items listed, on ,group items, or on the proposal as a whole; to reject any and all bid's; to waive any informality or irregularity in the bids; and to accept thebid 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. ACIKNOWLEDGMMNT 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 acImowledgment or production date(s) for the equipment/material ordered. SATn A3 -044 4 1/22/2003 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 parry 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 QUANTITY OF ORDERED UNITS The City reserves the right to increase the quantity of ordered units shown on'this lnnvitation 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 furnish 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 xepeated. breach of public :and/or private contracts, Contractor shall be subject to • disqualification as a bidder on City contracts 11. TERNUNATION, 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 ha& 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 mayhave, 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 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. S:/1TB #03 -044 5 1/22/2003 14. DELIVERY: All deliveries shall be F.O.B. destination with all transportation and handling charges prepai� by the Contractor. .Responsibility and liability for loss or. damage shall remain with Contractor until fins 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 deternned 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 detemvned 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 terns 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 'complet* acceptance of the equipment/material, or from date correct invoices are received in the City Finance Office; 11 English Street, P.O. BOX 61', Petaluma CA 94552 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 attomey 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 ANU 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 nil accordance with the contract payment schedule. SATB #03 -044 6 1% 14. SEVERABILITY If an y'p this contract is . declared by a court to be illegal or in conflict with any rovision• of law,, the validi of the remainin terms and provisions shall riot be affected; and the rights ,and obligations of the ' g 0. 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 /OSPIA 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. REQUIREMENTS 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 SATE #03 -044 7 1/22/2003 be enjoined from, furnishing or using any invention, article, material or plans supplied or required to be supplied o used under the, contract, the Contractor shall promptly substitute other articles, materials or. appliances iri lieu there 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 inventi on, article, materials or without being disturbed or m any way interfered with by anyproceeding 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.rnay pay such royalties and, secure such licenses and charge Contractor even though final payrrentunderthe contract'mayhave been made. 27. INDEMNITY AND =HOLD HARMLESS AGREEMENT Contractor agrees to accept all;responsibilityfor loss, or damage to any person or entity, . and to defend, indemnify; hold harmless .and release. the City, its officers, agents and employees, f om.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 wayby 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'sbenefits 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 te'rminat 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 C.OMP.LIANCE : .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 20.00 cornpliarice shall include, but.not be limited to, century recognition of dates; calculations that correctly compute same century and multi century formulas and date =vdlues and` interface values that reflect the century, None of these products should require any.modi;fication because of date issues arising between, now and the next one- hundred year 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 prep_ aration applicable to new equipment, and destination delivery charges from the factory to the dealer. 3. DELIVERY Failure bythe 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 result of an extended deliver time. SATB #03-04'4 - 8 '1/22'/2003 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 CORPORATION YARD 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 D. 5. EXTENDED WARRANTY The Warranty being requested for pricing is for 6 years /100,000 miles, bumper to bumper coverage with no deductible cost. 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." • • S ATB #03 -044 9 1/22/2003 �P SECTION C • BID ITB 03 -044 FOUR (4) EXTENDED CAB, TRUCK CAB AND CHASSIS The City desires to four (4) Extended Cab, Truck Cab and Chassis in accordance with the specifications and terms and conditions contained in this ITB. 1. Four (4) Extended Cab, Truck Cab and Chassis $ 3 0SC�� Make TZr° C Model FL-1 l� .� - - Ipp -,r eCL.6 2. Sales `Tag $ �. e p 0 3. 'Delivery 4. Total $ ( 5. Extended Warranty $ Eq C �k vM �-�-- Six years /100,000 miles, bumper -to- bumper coverage,. no deductible Delivery Information: 6� Q calendar days after receipt of purchase order Bid Item Available For Other Agency "Piggy- Back" Procurement: Yes t-- + www+ ww+ rtrtwrtw+ wrtwwrtrt++ rt�w+ a+ rtrt+ wrt* r+ w+ wwwwwrt+ www++ wxw*+ www+ rtwrtw+ wwrtwww+ w+ rtww+ www+ rt +wwrt + + + + +rtrtw ++�+�w +wrt +rt��wrt +www The undersigned declares thatbefore preparing this bid, he /she carefully read the specifications and requirements for Bidders and that this bid is made with full knowledge of the land, quality andquantity 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 time specified. Discounts will be allowed for prompt payment: fi : 5 percent, 10 calendar days; ercent, 20 calendar days; percent, 30 calendar_days. COMPANY: ADDRESS: . CITY, STATE, ZIP CODE: POM � W 1 �_ SIGNATURE OF PERSON AUTHORIZED TO SIGN: i �. • TYPED NAME OF SIGNER S'�ReV Q_ t-41 TITLE N� ( e ►& M Ct ` c t TELEPHONE #: 707 7 &'1 23 6 ( D DATE: /'C.� C' Lr o )_0O� FAX # -7 0 7 — 7 (p ;L _ S � � S • S:/ITB #03 -044 10 1/22!2003 M SECTION D ITB _03 =044 MINIMUM SPECIFICATIONS FOR FOUR (4) EXTENDED CAB, TRUCK CAB AND CHASSIS GENERAL: It is the intent of these specifications to describe the minimum requirements for four (4) Extended Cab, ,Truck Cab and Chassis. The vehicles shall be new 2003 current model year production and .equivalent in style, quality and appointments to those offered to the general public. The 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 equipment /accessories may be acceptable. The bidder is to specify those items which will be dealer installed. Special items needed to bring the vehicles up to specifications shall be accepted only if they . are the manufacturers regular or approved factory�options. The vehicles shall meet or exceed the construction and 'performance :specifications described in the following minimum specifications:. Contractor shall indicate below, by marking yes or no, • whether the vehicles it. proposes to sell to the City comply with the Minimum Specifications listed below. Any deviations from the written specifications show in the Invitation for Bid shall be noted in the Exceptions section, Section E of the invitation. In order to receive full consideration, bids must follow these specifications and the Invitation to Bid's Terms and Conditions and instructions. MINIMUM SPECIFICATIONS: To be completed by bidder and attached to Section C (Bid) Y °S NO 1. Wheel Base between 1,60 and 1.63 inches. ✓n 2. Gross Vehicle Weight minimum GWR of 15,000 pounds. Towing CVWR of 9 pounds. Combined GVWR of 24,000 pounds. h' 3. Engine; electronic, fuel injected 8- cylinder gasoline engine with a displacement of 6.2 liters, minimum. 4. Transmission/ heavy duty 4 -speed automatic with overdrive. Will include an auxiliary heavy -:duty transmission cooler. Dual rear wheel drive. SATB #03 -044 11 1/22/2003 S: /ITB #03 -044 12 '1/22/2003 5. Alternator minimum of 13.0 amps. • 0 5 6. Battery : . the suppher_shall ; furnish. a heavy -duty 12- volelectrical system specifically designed to handle the load requirements of thewehicle, equipped with options specified herein. The battery shall be maintenance free with .areserve capacity of 83 minutes minimum per SAE J537. 7. Cooling System the system shall be a liquid pressurized forced circulation type. The manufacturer shall.. provide the maximum duty cooling system available for the vehicle being bid. A coolant recovery system shall `be furnished. The cooling system shall be protected with a solution of permanent anti -freeze proving protection to —20' degrees F. 8: Steering vehicle, shall be equipped with the supplier''s standard hydraulic power assist steering. The steering shall "return to center" when the driver's , grip on the steering Wheel is relaxed. 9. Brakes /ABS front /near dual piston pin - spider calipers,. bolt -on :adapters,; wrap- around tie bars. Parking brake (rear 10. brakes). foot operated, hand (7) new `all season radial wheels and Tires: seven elease: 4-wheel ABS. Wheels a • and :tires installed on the vehicle shall provide a .miuurnum • "reserve load'' of 4.0 percent as defined in the .Code of Federal Regulations, Title 49, Chapter 5, Part 572.102. Drive wheel-Aire :clearance shall be adequate for normal operations of'the vehicle when loaded to' capacity: Road . tires shall -be radial tires meeting the following requirements: the tread design shall be engineered to give maximum wear with ' acceptable skid resistance, stopping. ability, and noise level. All tires shall contain anti-oxidants and anti- ozonates of a quality to provide standard commercial resistance to weathering in all geographical areas of California. Tires will be, black wall only. Raised white lettering is acceptable. Tires shall be manufacturer's standard OEM' radial tire line having a minimum UTQC of 1.80 B -C. - Ply and belt .material may be nylon, rayon, polyester, fiberglass, steel or a combination thereof. Vehicle shall include 'an' inflated spare tire with built -in storage. The manufacturer's published guarantee for these tires shall apply to all tires furnished. 11. Suspension front and rear springs shall be the heaviest standard package available. Limit slip rear differential. Rear stabilizer bar. 12. Front Bumper factory production chrome bumper. S: /ITB #03 -044 12 '1/22/2003 SATB #03 -044 13 1/22/2003 y v E -� 5 13. Exhaust System aluminized stainless steel exhaust system. r 14. Miscellaneous Equipment 14.1 Inside Mirror: inside rear view mirror, day and night. S 14.2 Outside Mirrors: manual telescoping trailer tow mirrors with forward tilt features.. Visor 14.3 Mirror: visor mirror (1) to be located on passenger side. 5 14:4 Dome Light: with driver's door actuated switch. 5 14.5 S'eating/Upholstery and S'ea't belts: front full bench, 3- passenger, vinyl. Three (3) seat belts, with outside belts installed with boot -type retractors: ' 14.6 Gauges: to be equipped with all standard truck gauges. Amp meter, temperature and oil pressure gauges to be 'S included. 14.7 Cab insulation: standard manufacturer cab insulation to be included. 5 14.8 Mu16 -e speed fresh air heater and windshield defogger 1 system. 5 14.9 Sun visors for both driver and front passenger positions. S 14.10 Windshield washer., 14.1=1 - Intermittent wipers • r°S 5 14.12 ;' Light tinted glass all around. <� S 14.13 Radio: Manufacturer's standard AM -FM radio with antenna. C, 14.14 Airbag: dual air bags. y s 14.17 12 VDC interior power outlet (cigar lighter) 14.18 Auxiliary power point: outlet. 14.19 Rear'storage compartments. S 14:20 Air conditioning. 15. Back -up :Alarm: equipped with electronic back -up alarm to meet OSHA safety requirements. 16. Color exterior color to be white - white. Interior color to be gray. 5 17. Safety Equipment truck shall be equipped with all necessary safety equipment to meet CAL OSHA and Federal regulations. M Quality Assurance Provisions 18.1 Pre - Delivery Checklist: prior to delivery, the vehicle shall be completely inspected and serviced by the dealer and /or manufacturer's pre- delivery service center. A copy of the ,pre- delivery service checklist shall be completed, signed by a representative of the organization performing the • inspection/service and delivered with the vehicle. SATB #03 -044 13 1/22/2003 S: /1TB #03 -044 14 1/22/2003 18.2 Receiving Inspection: inspection will ' include: specification compliance, workmanship, appearance and proper operation of all equipment and systems and that all documents are present. In the event deficiencies are detected, the vehicle will be rejected and delivering dealer will: be ,required to make the necessary repairs;, adjustments or replacements. Payment and/or the commencement' of ' a discount period (if .applicable) will not be made: until the defects are corrected and the vehicle re- inspected and accepted. Completion of inspection or acceptance, by the inspector shall in no way release the dealer from safisfying the requirements of the contract, specifications and warranty. Deviations' form, the specified requirements that are detected by thei City shall be corrected by the dealer in _ an expeditious manner atno expense to the City. 18.3 Preparation for delivery: Delivery of the vehicle .to. the City shall be in accordance with the following provisions: caravan or drive -away method of delivery from the _factory to a dealer is not acceptable: vendors shall insure that vehicles reach their point of delivery with no less than 5 gallons of fuel in the tank. Vehicles delivered with more than 50 miles on the odometer will be charged 5- cents for • each mile exceeding 50 miles. This charge shall be deducted from the purchase order price for each vehicle' delivered against each purchase order. 19. Documents 19.1 Completed and signed Pre - Delivery Inspection: checklist including the purchase order number and vehicle S identification number.. "Line "Window 19.2 Set. Tickets" or Sticker" showing all options installed. 19.3 Deliver original new car "Report of Sale" to the City prior �,— to delivery of the vehicle. l� 20. Warranty the manufacturer's regular new vehicle warranty shall apply to all vehicles procured against this specification. This warranty shall be honored. by all franchised dealers of the vehicle within the State of California. All warranty certificates and/or cards shall be supplied with each vehicle delivered. The warranty shall be factory authorized and shall cover not less than 3 years /36,000 miles bumper to bumper, no charge parts and labor. All emission components shall be warranted in compliance with CARB and Federal requirements.. Bids offering independent insurance or a statement indicating •' self- insurance will be deemed non- responsive and will be S: /1TB #03 -044 14 1/22/2003 rejected. If an additional extended warranty is purchased, a • warranty certificate, warranty card, or a statement indicating the extended warranty has been recorded with the manufacturer shall be furnished with the vehicle. Normal war 'items such as tires, belts, hoses, headlamps, light bulbs, brake linings, brake disc /drums, etc., are excluded from warranty coverage. All other items not subject to normal wear or gross operator neglect and abuse, .such as window, seat or wiper motors, chassis electrical switches (door, 'trank lid), paint, hinges, locks, etc., shall be covered. The ITB will require each vendor to designate by name, his responsible contract and alternate assigned for the duration of the contract who will resolve City warranty related claims on a priority basis. 21. Extended Warranty this ITB requests pricing and information for an Extended Warranty of 6 years /100,000 miles, bumper -to- bumper coverage, no deductible. Only a manufacturer's extended warranty is acceptable. No "after market" extended warranty will be considered. 22. "In- Service" Notification vehicles not placed in service immediately upon receipt shall be warranted from the date • the vehicle is placed in service. The City shall notify the �S 23. vendor in writing of the actual "in- service" date. Keys two (2) 2 -sided keys for ignition, doors, and tailgate. _ 24. Manuals full set of factory repair and parts manuals: service, electrical emission, power train, engine, and body. One (1) owner's manual will also be included. 25. 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. 26. California Use/Registration vehicle must have been designed and manufactured for use n California. Vehicle shall be in compliance with all provisions of the latest California Vehicle Code, the State of California Division of Industrial Safety, and the Federal Motor Vehicle Standards. Note: there shall be no exception to these requirements. SATB #03 -044 15 1/22/2003 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: re U ' CA o- ,k S cam S C, h a C � A v.C76 L r� SATB #03 -044 16 1122/2003 • SECTION F ITB 02 -190 ADDITIONAL INFORMATION 1. Warranty: Please provide in the space below, or attach a copy of a complete description of the standard 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 maybe considered in determining the lowest responsible quoter. CZ. t�e� 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. �_ Arm l ��c. M 4�1-G e t /��.� sst tr►� Cku 0s ��, - c � CIL 1 l - ms s V 0 r 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 vehicle. PQ_r • S: /1TB #03 -044 17 1/22/2003 11 Warr Summary mite Wa It e es Mllei�`Jn';Service, 'Bum e rfo Bum P t TRUCK INARRaNTblf !' � r>i t�>, 4 003 I War Corrosion Perforation f µ` his 111 abo !-: S 6 OL Power Stroke Diesel En the r g s t s it S7 h 7w tit, W arra nty w 11 Warr Summary mite Wa It e es Mllei�`Jn';Service, 'Bum e rfo Bum P P Safety Restraint xfi L,'' �, I �i i✓.f..i 50 000 / .P ^ �, ^ 1� 5 / Corrosion Perforation f µ` 5 /Unitmtted $ !-: S 6 OL Power Stroke Diesel En the r g s t s it S7 h 7w tit, w k 7 3L Power (dir'ect mlection) n y i ,� ! 5 /1,00,000tZt r, sr xr, Dtesel Engine (F 250 -550 'E SenesJ t� t 'o',y F t 8; 71 I 4 `Audio �'� �a 1 t id (1) Late availability. (2) 5 years or 100,000 miles, whichever occurs first on certain direct injection diesel engine components. .A'$100 deductible per repair visit applies after the Bumper- to-Bumper warranty coverage.period (3 years or 36,000 miles). Refer to Parts Coverage Directory of Warranty and Policy Manual* for a list of parts covered by the Diesel Warranty. (3) Certified heavy -duty engines are covered for 5,years or 50,000 miles. (4) C6talytic converter, compuvalve, electronic emissions control unit, onboard emissions diagnostic device, and vehicle communication link (VCL) module for passenger cars and light - duty trucks with Gross Vehicle Weight Rating (GVWR) less than 8500 lbs. (required 8 -year/ 80,000 -mile coverage per the Clean Air Act). (5) Selected on the basis; of their estimated replacement cost at the time the California Air Resources Board certified the vehicle for sale in California. (6) Diesel engine vehicles over 14,000 -lb. GVWR'are covered for 5 years or 100,000 miles. • The chart above shows only general information. Refer to the detailed information for what is covered and what is not covered under each of these warranties. 6 July 2002 pppyyg� .. - .w.i 200a i mck ' � �1 Yrti k.�'Ff'p"'� T i fl I This page is "about: ESP Powertrain(ARE ESP BaseCARE ESP Extra(ARE ESP Premium(ARE Standard Features EXTENDED � 4 mj@ SERVICE PLAN Peace of Mend Protection: Extended Service Plans (ESP) Four Plans to Choose From Ford offers four core Extended Service Plans (ESP) that give your customer a range of options and protection.. With ESP, your customer can have as much — or as little — coverage as they want, whatever it takes for their peace of mind and overall satisfaction. ESP PowertrainCARE ESP PowertrainCARE is the foundation for all new - vehicle component plans. It covers 29 critical powertrain components and is recommended for customers who want to know "the big things" are covered down the road. Standard Features Besides protecting against unexpected repair bills during and after the New Vehicle Limited Warranty, here are some standard features of the four core plans. The' most important are the first three, the three R's: Roadside Assistance (21 Services are provided through _Ford Auto Club and include: • Flat tire change • Battery jump - starts • Towing assistance up to $100 • Travel expense reimbursement up to $500 ESP BaseCARE BaseCARE is the next step up in coverage with 84 major ponents protected. It's for the customer who wants basic, yet thorough extended coverage. ESP ExtraCARE ESP ExtroCARE covers 113 key components, which includes many high -tech items. It's for the customer who wants the advantages of ESP and the security of a more comprehen- sive plan. ESP PremiumCAREI' ESP PremiumCARE provides the ultimate coverage:, With over 500 key components protected, this plan is so complete that we generally discuss only what's not covered. It's for the customer who wants the most comprehensive Extended .Service Plan. • • Destination assistance covers taxi, shuttle or rental car expense up to $75 Rental Car Reimbursemenf" If the vehicle must be kept overnight for a covered repair, the customer will be reimbursed up to $28 per day for up to 10 days. Rental reimbursement also applies for repairs covered by the New Vehicle Limited Warranty, including recalls and customer satisfaction programs involving an ESP - covered component. Road Hazard Tire Coveragelsi On eligible vehicles, covers the repair or replacement of a tire that is damaged by a road hazard. Coverage begins on the date that this service contract is sold. Deductible Choices for Your Customer New Ford vehicles have a $50 standard deductible. $0, $100, $200 and disappearing deductible options are available. May Add Resale Value to the Vehicle If the vehicle is sold, the remaining ESP coverage may be transferred to the new owner. Financing Options In most cases the plan may be included in the finance contract. Convenient interest -free alternative payment plans are also available for 6, 12 or 18 months. Cancelable (1) Not available for E /F-450 vehicles and above. (2) Not available on F -650 and F -750 trucks. For more information please contact your dealership finance manager or refer to the ESP Program Manual. 8 July 2002 I 1 0' k aydn �J �s r� � x.� , ri d� d i rt _, a ,i 1 4 k �� t� ��xE y i This a e is about: P9 ESP Reference Chart For further Peace of Mind Extended Service Plans (ESP) c®nt'd ESP Reference Chart (1) Ford vehicles. (2) Transfer fees may vary according to, state. Refer. to the ESP Program Manual for complete details. (3) $0, $100 and disappearing deductible options are available. $200 deductible option for 75,000 -.and 100,000 -mile plans. (4) These are,the only components not "covered by ESP PremiumCARE: MECHANICAL — Service adjustments and cleaning, battery and cables, belts and hoses, brakes (front hub, drums, shoes, linings, disc rotors, pads), coolant; exhaust system (includes catalytic converter); filters, fluids, lubricants lights (bulbs, sealed beam, lenses), manual clutch disc, shock. absorbers„ spark plugs and wires, squeaks and rattles, tires, tune-ups, wheel balancing, wheel alignment, wiper blades wheel studs, and compressed natural ,gas /liquid propane fuel,system components. EXTERIOR — Service adjustments (glass and body parfs),'bright metal bumpers, door handles; glass, moldings, ornamentation, paint, rust, sheet metal, sideview mirrors (glass.and housing) water leaks, wind noise,.wedtherstrips wheel covers, and ornaments, convertible top, fabric, liners, zippers and'fasteners. INTERIOR — Buttons, carpets, dash pad, door and window handles, knobs, rearview mirror (glass and housing), trim, upholstery. For Further :Peace of Mind Two additional plans are also available to work in conjunction with other Extended Service. Plans or stand alone. The QualityCARE Maintenance Protection Plan (QCMPP)j" covers a comprehensive list of scheduled maintenance items and gives your customer the security of knowing that their vehicle is getting the proper maintenance when it needs it. The plan can optimize their vehicle's performance and help protect their investment. If your customer wants the convenience of knowing that a rental car will always be available for New Vehicle Limited Warranty repairs, including recalls and customer satisfaction programs, then RentaICAREj" is for that person. RentaICARE offers immediate first -day coverage at up to $28 a day for • up to 3 days. (5) Not available on E/F -450 vehicles and above. For more information, please go to esourcebook .dealerconnection.com July 2002 9 Ford owners' wishing t expand their vehicle's.component The ESP choices include six levels of protection to satisfy coverage may purchase an Extended Service Plan (ESP). virtually any customer need.