HomeMy WebLinkAbout111714_ca05Department of Central Services
O Consent Agenda
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Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Frank Gifford, Central Services Director..
Agenda Date: November 17, 2014
Subject: Pickup Trucks, 60 -month Contract Award
Statement of issue:
Award of contract for the supply of pickup trucks as needed from time to time over five years
by various County departments for which bids were opened on November 3rd.
Analysis /Strategic Goals /Pros 13 Cons:
The recommendation of the Fleet Services Manager is to award the contract to the lowest
responsive bidder, Legacy Ford. The recommendation is to accept Bid Lines #1 through #6
while rejecting Bid Line #7, labor to perform repair services, for which was proposed an
estimated hour rate rather than the fixed rate required. In doing so, the recommendation is
to reject the bid from Valley Ford Truck, Inc., which had the lowest total bid cost but only
because of its failure to quote four of the seven Bid Lines.
Fiscal Impact/Cost Benefit Analysis:
The low bidder, recommended here for award, proposed a total cost of $1,097,278.11, well
below our estimate. White similar vehicles can be purchased using Washington State contracts
at similar costs, it is necessary to put in place a contract controlled by the County to allow
flexibility in vehicle purchases and long -term consistency for these optionally propane-
powered vehicles.
Recommendation:
Execute the attached contract.
Department Contact:
Matt Stewart, Manager of Fleet Services, 344 -9713
Reviewed By:
Philip Morley )� 6untylAdministrator Da to
C. CONTRACTUAL TERMS AND OBLIGATIONS
The BIDDER and Jefferson County, a political subdivision of the State of Washington, agree and contract, for good
and valuable consideration bargained for and exchanged, that Sections C and D of this "Specifications and Bid
Documents" document form and create an enforceable Agreement obligating each of them to conform to its terms
and obligations. Therefore, the parties acknowledge and agree that this Agreement remains effective after the bid
opening date and obligates all parties to conform to it as they would any other contract or agreement.
1. General Specifications:
This Agreement provides for the supply of Pickup Trucks, as may be required from time to time, which must be
delivered to 371 Chimacum Road, Port Hadlock, WA 98339. The complete unit must be supplied and delivered by
one company responsible for the performance, warranty, parts, and service as specified. The Bidder must be a
factory - authorized dealer for the major components of the vehicles or equipment provided. All integral components
and parts must work together as a complete and balanced unit.
The vehicles or equipment must be ready for service upon delivery. The vehicles or equipment must meet or exceed
the minimum Detailed Specifications in Section B of this "Specifications and Bid Documents" document, which is
attached hereto and made a part hereof.
2. Definitions
"County" means Jefferson County, Washington.
"Manager" means the manager of Fleet Services Division of the Jefferson County Department of Central Services.
"Bidder" is a person, firm, or entity submitting a Bid in response to an invitation for bids; for RFPs and RFQs,
references may be made to "Respondents." Once the Contract is awarded the Contractor shall assume that all
references to a Bidder or Respondent and such attendant obligations apply to the Contractor.
"Contractor" means the Bidder or Proposer (person, firm, or entity) that is awarded the Contract by the County. Any
references to the Bidder or Proposer in the Contract Documents is understood to apply to the Contractor.
"Subcontractor" means any person or entity with whom the Contractor contracts to provide any part of the goods,
services or work to be provided by Contractor under the Contract, including subcontractors of any tier, suppliers and
material men, whether or not in privity with the Contractor.
"Bid Documents" means this document, including all exhibits, attachments, the invitation for bids, legal
advertisement notice, project proposal, bidder contact information and bid data, project addenda, confirmation of
receipt of project addenda, proposal execution and county acceptance of proposal, certification regarding debarment,
suspension, ineligibility, and voluntary exclusion, insurance requirements, special conditions and all clarifications
and addenda issued by the County.
"Specification" means the Bid Documents, including but not limited to the Detailed Specifications.
"Contract" means, upon notice of award from the Manager, the contract consisting of all Bid Documents relating to a
specific invitation for bids or proposals, and all amendments, modifications, or revisions made from time to time in
accordance with the terms thereof. All such documents comprising the Contract are referred to as the "Contract
Documents ".
3. Compensation
Compensation shall be paid according to the Unit Prices listed in the Bid Proposal of the accepted and awarded
contract.
4. Insurance
Prior to commencing work, the Contractor shall obtain at its own cost and expense the following insurance from
companies licensed in the State with a Best's rating of no less than ANII. The Contractor shall provide to the County
Risk Manager certificates of insurance with original endorsements affecting insurance required by this clause prior to
the commencement of work to be performed.
The insurance policies required shall provide that thirty (30) days prior to cancellation, suspension, reduction or
material change in the policy, notice of same shall be given to the County Risk Manager by registered mail, return
receipt requested, for all of the following stated insurance policies.
PICKUP TRUCKS, PAGE 16 OF 27
23. Risk of Loss
The risk of loss from any casualty to the goods, regardless of cause, shall be on the Contractor until the goods have
been delivered and accepted by the County.
PICKUP TRUCKS, PAGE 21 OF 27
A PROJECT PROPOSAL
1. Proposal Pricing
Bidder must complete Unit Price column with its quoted price for each Bid Line. Bidder must complete Extended
Price column by multiplying its Proposed Price by the County's Estimated Quantity.
Proposed Billing Rates must be expressed as 100% plus the percentage markup; negative markups (discounts off the
specified cost) must be expressed as 100% minus the percentage discount proposed. Bidder must complete Extended
Price column by multiplying its Proposed Billing Rate by the County's Estimated Quantity. For example, in the Bid
Line for OEM Options, a markup of 1% over the specified cost would be expressed as a Billing Rate of 101 %, with
an Extended Price equal to the Estimated Quantity multiplied by 1.01.
Bidder must complete Sum of Extended Prices cell by adding the Extended Prices. Bidder must complete
Washington State and Local Sales Taxes cell by multiplying the Sum of Extended Prices by the total of all applicable
taxes. Bidder must complete Total Bid cell by adding the Sum of Extended Prices and the Washington State and
Local Sales Taxes.
All proposals include Washington State Sales Tax; Jefferson County is exempt from the payment of Federal Excise
Tax.
In the event of conflict between Unit Price and Extended Price data, Unit Prices will prevail, and the Manager's
discretion will be used to correct arithmetical errors, including correction of the Total Bid and any other cells where
necessary to correct such errors.
Bid
Proposed Price/
Estimated
Line
Description
Billing Rate
Quantity
Extended Price
1
Half -ton pickup truck i/G��
-} •�—
$ each
15
✓✓ / o
�3
fl` f
2
Three-quarter-ton pickup tnAck W3
r
15
$
$ each
3
One -ton pickup truck;
5
$
1~
$ h
$
4
Prop a fuel sys n
r.o,
1 F
$ (�% f each
15
its
°C
�% L
5
OEM Options — Billing Rate
%
$35,000
$
of cost
6
Repair Parts — Billing Rate
l'e"
%
$25,000
_ of cost
7
Labor to Perform Repair Services
/hour
350
$
�
$
Sum of Extended Prices:
$ Low
Washington State and Local Sales Taxes Z .y $ °fo }:
$ 0
Total Bid:
$
PICKUP TRUCKS, PAGE 22 OF 27
� " J
G
2. Bidder Contact Information and Bid Data
Bidder is required to complete the appropriate information for the products proposed herein on the bid data pages.
Failure to fill out all of the information requested may, at the discretion of the Manager, result in the bidder being
deemed non - responsive. The County will use the information contained in the bid data pages and elsewhere in the bid
to evaluate the responsiveness of the bidder.
NOTE: WHERE ITEM IS NOT APPLICABLE, INDICATE WITH "N /A."
2.1, Person to Contact Regarding This Bid:
NAME: t� PHONE:
TITLE: 1 %" CELL:
COMPANY: ? _ _ / E -MAIL: 1st; r
ADDRESS: �� . ; y, l� f Q fi C C i
State of Washington Business Registration Number:
Federal ID Number: -^
r C
` A
Labor & Industries Number: J D Q
7
UBI Number: �i) 0';i
� SO
2.2. Makes and Models Proposed, Major Components and Systems:
Provide for each line item and goods, work or services proposed. Attach additional sheets as needed.
2.3. Subcontractors:
Attach additional sheets as needed. .
Exceptions to the Detailed Specifications:
PICKUP TRUCKS, PAGE 23 OF 27
Exceptions to Any Other Section of This Document:
2.6. Manufacturer, Manufacturer's Authorized Distributor /Service Representative
INDICATE IF YOU ARE:
Manufacturer Yes: No:
Manufacturer's Exclusive Distributor*
Manufacturer's Authorized Distributor*
Manufacturer's Authorized Service Representative*
Licensed New Vehicle Dealer
2.7. Warranty
Yes:
No:
Drivetrain
Yes:
No:
Yes:
No:
Yes:
No:
At a minimum, the specified unit(s) and all mounted/fumished equipment must be warranted against defective
design, material or workmanship to the full extent of the respective Original Equipment Manufacturer's standard
published warranty.
The bidder will indicate, below, the length of warranty coverage offered for each item and /or components furnished
under this specification. In the event of conflict between the warranty information specified by the Contractor and the
respective Original Equipment Manufacturers standard warranty, the warranties deemed most advantageous to the
County will control.
NOTE: Indicate "N /A" for Proposed Coverage ONLY for a Component/Feature that is not present in the proposed
vehicle /equipment or for a Component /Feature without Minimum Acceptable Coverage and with no coverage
proposed. In all other cases, each Minimum Acceptable Coverage constitutes a minimum requirement of this
specification, and not equaling or exceeding that coverage will be considered a material exception and sufficient
reason to reject the proposal.
Component/Feature Minimum Acceptable Coverage Proposed Coverage
Complete base unit
3 years /36,000 miles parts & labor
Drivetrain
5 years /60,000 miles parts & labor
A
Rust - through
5 years/ 100,000 miles parts & labor
Emissions
As required by federal and state law
Roadside assistance
Describe if included
Scheduled maintenance
Describe if included
IJIJ� v�
Other
Described if included
2.8. Source, Type, Curriculum and Other Details of Technician Training
PICKUP TRUCKS, PAGE 24 OF 27
.1
2.9. Location and Description of Repair and Maintenance Shop(s):
2.10. Proposed Method of Transportation/Delivery of Completed Unit to Fleet Services Division
facility:
/ya o-r° 3
2.11. References:
List below at least three (3) references (U.S.A. West Coast fleet customers are preferred):
COMPANY NAME CONTACT NAME PHONE NUMBER
1.
2.
3.
a
X-
i—
I Confirmation of Receipt of Project Addenda:
I acknowledge receipt of Addendum Number(s) all of which are included in this
bid price.
4. Non - collusion Declaration
I, by signing the proposal, hereby declare, under penalty of perjury under the laws of the United States that the
following statements are true and correct:
4.1. That the undersigned person(s), firm, association or corporation has (have) not, either directly or
indirectly, entered into any agreement with any other bidder (proposer) or prospective bidder (proposer)
or with any other person, firm or corporation relating to the price named in this proposal or any other
proposal, nor any agreement or arrangement under which any act or omission in restraint of freedom of
competition among bidders (proposers) and has not disclosed to any person, firm or corporation the
terms of this bid (proposal) or the price named herein.
4.2. That by signing the signature page of this proposal, I am deemed to have signed and have agreed to the
provisions of this declaration.
PICKUP TRUCKS, PAGE 25 OF 27
S. Proposal Execution and County A ceptance Proposal
This agreement is between I [BIDDER'S FULL
LEGAL NAM
[BIDDER'S
FULL LEGAL ADDRESS], hereinafter referr to as CONTRA OR, and JEFFERSON CO Y, 1820 Jefferson
Street, Port Townsend, WA 98368, the undersigned, hereinafter referred to as COUNTY.
WITNESSETH:
For good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties hereto
do agree as follows:
This Agreement contains the entire agreement and understanding concerning the subject matter hereof between the
parties and supersedes and replaces all prior negotiations, proposed agreements and agreements, written or oral. Each
of the parties hereto acknowledges that no other party hereto or any agent or attorney of such party has made any
promise, expressed or implied, not contained in this Agreement to induce it to execute this Agreement. Each of the
parties further acknowledges that it is not executing this Agreement in reliance on any promise, representation or
warranty not contained in this Agreement. This Agreement is to be construed as if it were prepared and reviewed by
both parties.
Contractor hereby acknowledges having received this specification containing a full set of Contract Documents and
Addendum Nos. and affirms that Contractor shall be bound by all the terms and
conditions contained in the Contract Documents, regardless of whether a complete set thereof is attached to this
proposal or bid, except only to the extent that the bidder has taken express written exception thereto in the sections of
this specification designated for that purpose. The bidder is hereby advised that by signature of this proposal he/she is
deemed to have acknowledged all requirements and signed all certificates contained herein.
County hereby accepts the foregoing bid items as identified in the proposal.
IN WHEREOF, the parties here -to have executed this Agreement to be effective on the date of its signing by the
COUNTY.
i
Contracto Nam 6r lease print)
Name of Contractor's Representative (Please print)'
Title offiontractor's Repres ative's (Please print)
Signature (Sign)
Date
JEFFERSON COUNTY
BOARD OF COMMISSIONERS
John Austin, Chair
Phil Johnson, Member
David W. Sullivan, Member
Date
Approved as to form only: t
123
David Alvarez Date
Deputy Prosecuting Atto '
Proposals must be submitted with original signatures in the space provided. Proposals not properly signed will be
rejected. Complete each blank line as applicable; otherwise enter the words "not applicable ".
PICKUP TRUCKS, PAGE 26 OF 27
EXHIBIT "A"
CERTIFICATION REGARDING
DEBARMENT, SUSPENSION, INELIGIBILITY, AND VOLUNTARY EXCLUSION
The Vendor certifies to the best of its knowledge and belief, that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded
from covered transactions by any Federal department or agency;
2. Have not within a 3 -year period preceding this proposal been convicted of or had a civil judgment rendered
against them for commission of fraud or a criminal offense in connection with obtaining, attempting to
obtain, or performing a public (Federal, State, or local) transaction or Agreement under a public transaction;
violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery,
falsification or destruction of records, making false statements, or receiving stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal,
State, or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and
4. Have not within a 3 -year period preceding this Agreement had one or more public transactions (Federal,
State, or local) terminated for cause or default.
Where the Vendor is unable to certify to any of the statements in this certification, such Vendor shall attach an
explanation.
Name of
0-v-)
Name and Title of AuthoriAed Representative
Signature of AutfioriN Representative
R I am unable to certify to the above statement. An explanation is attached.
PICKUP TRUCKS, PAGE 27 OF 27