CITY OF HAMTRAMCK DEPARTMENT OF POLICE REQUEST FOR QUOTE VEHICLE REPAIR SERVICES

Transcription

1 CITY OF HAMTRAMCK DEPARTMENT OF POLICE REQUEST FOR QUOTE VEHICLE REPAIR SERVICES 1

2 CITY OF HAMTRAMCK REQUEST FOR QUOTE FOR VEHICLE REPAIR SERVICES FOR THE CITY OF HAMTRAMCK ADVERTISE DATE: October 25, 2013 QUESTION(S) DEADLINE: November 1, 2013 BID DUE DATE: November 5, 2013 (Questions regarding this RFQ should be submitted in writing to: 3:00 p.m. City of Hamtramck Office of the City Clerk 3401 Evaline Street Hamtramck, MI PUBLIC RECORDING: November 6, 2013 at 10:00 a.m. To be held in the Hamtramck City Hall City Council Chambers, 2 nd Floor 3401 Evaline Street Hamtramck, MI Proposals must be in the actual possession of the City Clerk at the location indicated on, or prior to, the exact date and time indicated above. Late proposals shall not be accepted. Bid submitted will not be available for review. The public recording will be the contractor s opportunity to be informed as to the contractors that submitted proposals in response to this RFQ. 2

3 TABLE OF CONTENTS DESCRIPTION PAGE(S) RFQ Key Dates 2 Table of Contents 3 Introduction 4 Background 4 Minimum Qualifications 4 Personnel 4 Scope of Work and Deliverables 5 Furnish Repair Services 5 Labor 5-6 Estimated Repair Time 6 Materials 6 Discounts and/or Markups from Price Lists 6 Price List 6-7 Term of Contract 7 Takeover of Contractor s Equipment and Storage Facilities 7 ADA Compliance 7 Insurance 8 Price Proposal 9 Evaluation Criteria 9 Evaluation Procedure 9 Proposal Content Requirements 9-10 Proposal Disclaimers and Conditions 11 Rejections, Modifications, Cancellations 11 News, Releases and Other Communications 11 Confidentiality of Proposals 11 Signature Page Appendix A

4 INTRODUCTION INTRODUCTION The City of Hamtramck (City) is seeking a licensed, experienced contractor in automotive repair to provide maintenance services for City of Hamtramck motor vehicles. The successful Contractor will be required to obtain approved clearances and affidavits (and insurances) from the Income Tax and Revenue Collections Divisions prior to final approval of a contract. Approved clearances and insurances are not required when submitting a response to the RFQ but will be required of the successful Contractor prior to final approval. The City expressly reserves the right to modify, add, or delete any item(s) from the bid it deems necessary, including completely cancelling the RFQ, prior to the issuance of an award. The term of the contract will be three (3) years, with two (2) one-year renewal options. Any renewal option exercised under this contract is effective only after approval of the Hamtramck City Council. BACKGROUND All services under this contract must end coterminous with the end date of this agreement. The City offers no guarantee of the number of repairs. The City reserves the right to procure services from any of the contracts executed for these purposes at the discretion of the City. Contractor is expected to conform to the City s policies, procedures and standards. Contractor shall comply with all City of Hamtramck security standards. The vehicle repair services, in general, will be administered by the Hamtramck Police Department. MINIMUM QUALIFICATIONS Bids will only be accepted from those firms demonstrating a minimum of three (3) years of experience providing the services requested in this RFQ for projects of similar scope and size. The Contractor shall be licensed, if required, by the State of Michigan. The Contractor must process other licenses or permits required by any other governmental unit for the operation of a vehicle repair facility within the City of Hamtramck or elsewhere as may be required to fulfill the contract. Personnel shall be properly licensed by the State of Michigan for services performed. The Contractor will, within ten (10) days, obtain a business license issued by the City Clerk and provide copies of any and all permits and/or licenses as requested by the City of Hamtramck. PERSONNEL Contractor shall be responsible for staffing. Contractor s employees shall: A. not be addicted to intoxicating liquors, drugs, or narcotics, and be morally fit; B. be able to read, write, and speak the English language; C. pass a criminal check by the City of Hamtramck Police Department; D. be sufficiently trained in vehicle repair of vehicles of different years, makes and models. 4

5 SCOPE OF WORK SCOPE OF WORK AND DELIVERABLES The City of Hamtramck is seeking a licensed, experienced contractor in automotive repair to provide maintenance services for City of Hamtramck motor vehicles. The contractor shall have a minimum of three years experience and be licensed in repairing both automobiles and light trucks. Contractor must be able to repair and install police equipment in scout cars and unmarked vehicles, must have a certified mechanic on duty at all times during regular business hours. If repairs are expected to exceed 24 hours, the contractor, along with the City, must agree on a projected finish date. The contractor shall be licensed and certified in areas of engine and transmission repair, brakes, oil changes, cooling systems, suspensions, etc. Experience in the installation and repair of police equipment such as light bars, protective barriers, push bars, radios, mobile data terminals and in-car camera systems is desired. The contractor is to perform all work in accordance with generally accepted standards and practices. Contractor shall be prepared to give priority to repair of City of Hamtramck vehicles. All contractors must be properly licensed and certified including a motor vehicle repair facility license. Contractor is expected to do repairs in-house with no subcontracting without prior written approval from the City. Contractor must have a sustained business of at least three years within the Corporate Limits of the City of Hamtramck or at a convenient location near the City. Contractor must be in good standing and current with all licensing and taxes. The Hamtramck Police Department utilizes several undercover vehicles. The contractor and his/her employees shall not discuss nor make mention to anyone regarding these vehicles. If the contractor or his/her employees compromise these vehicles, this will be considered a breach of contract making same void. FURNISH REPAIR SERVICE - AS DESCRIBED ABOVE, AND AS FOLLOWS: All vehicles are to be picked up/towed and delivered Monday thru Friday between the hours of 8:00 a.m. and 1:30 p.m. Estimated hours and parts costs are for award purposes and not guaranteed. Parts are to be supplied only when labor is performed. LABOR: Monday thru Friday from 8:00 a.m. until 4:00 p.m. Labor rate is $ per hour Labor rate is paid at straight time only **LABOR RATES ARE FIRM** 5

6 ESTIMATED REPAIR TIME: Engine/transmission repair hours Brakes hours Oil Changes hours Cooling systems hours Suspensions hour Repair of police equipment hours (light bars, protective barriers, push bars, radios, mobile data terminals & in-car camera systems) MATERIALS: Paragraph 2 under the Scope of Work provides a partial listing of common repairs required by the City of Hamtramck. The contractor s price for material must be based on the Manufacturer s Published Price List. For price list purposes please use the latest manufacturer s model year published. Bid must provide the discount or markup from the Manufacturer s Published Price List. These prices will be considered in the bid evaluation. Parts and materials will be charged on the following basis: Please provide the discount and/or markup from the Manufacturer s Price that will be charged to the City of Hamtramck for repair parts: FORD discount % or markup % CHEVROLET discount % or markup % CHRYSLER discount % or markup % OTHER discount % or markup % PARTS PRICE: DISCOUNTS and/or MARKUPS FROM PRICE LIST ARE FIRM. Prices are SUBJECT TO ADJUSTMENT in accordance with manufacturer's superseding published price lists and supplements. Such changes must be requested and must be substantiated by manufacturer's printed price list, received in the City no later than ten (10) days after the effective date of the price change. If the request and superseding price lists are received beyond 10 days of the effective date shown on the price list, such change shall be effective 10 days prior to change and receipt of superseding lists. If during the period of this contract, the parties cannot mutually agree on the extent of any change in the price lists, the City of Hamtramck reserves the right to terminate the contract without prejudice. PRICE LISTS: Each contractor shall submit copies of the most recent price list (and catalog) and supplement in an electronic format with their bid. Failure may be cause for rejecting your bid. Copies of manufacturer s price lists and/or computer printouts must be clear and legible. 6

7 The successful contractor, upon receipt of award notice, must furnish additional copies of the above price lists and supplements of all superseding manufacturer's published price lists during the period of the contract to the City of Hamtramck, upon request at no cost to the City. ( ) Price Lists are enclosed. ( ) Price Lists are not furnished for the following reason, and we offer the following method of price verification: The lowest bidders will be determined by computing the lowest total estimated cost for labor and parts. Blank spaces are considered to be no offer. The City of Hamtramck reserves the right to delete any item(s) from the award. The City of Hamtramck reserves the right to award vehicles based on low bid (total repair cost), estimated repair time, date returned, and each bidder's past performance of vehicles repaired. TERM OF THE CONTRACT The life of the contract entered into between the City of Hamtramck and the Contractor will not extend beyond a period of three years, except that the City, with the Contractor s concurrence, reserves the right to extend the life of said contract for an additional period of two one-year periods without the necessity of opening new bids. Labor and fees in the Request for Quote shall be held firm for the duration of the contract. Any increase in fees after the first year, must be approved by the Chief of Police and City Council. TAKEOVER OF CONTRACTOR S EQUIPMENT AND STORAGE FACILITIES When, in the opinion of the Police Chief or his authorized representative, the services or any part of the services to be provided under this contract has been abandoned or is unnecessarily delayed, or the Contractor is willfully violating any provision of this agreement, is carrying terms out in bad faith, has been adjudged as bankrupt, or if the vehicle repair company should make a general assignment for the benefit of its creators, then the Police Chief or his authorized representative shall declare the Contractor in default of this agreement and so notify. The City may then call upon the Sureties to complete the services or may complete it by other means. The City may take over and use materials, equipment, and storage facilities of the Contractor and all else necessary for the performance of services until such time as other services can be obtained. The City may recover the cost of completing the services by deducting the amount thereof from any funds due or which may become due the Contractor under this agreement. When such funds are insufficient to pay such cost, the Contractor shall pay the amount of cost in excess. ADA COMPLIANCE The City of Hamtramck will provide necessary reasonable auxiliary aids and services, and provide assistance in filling out forms, to individuals with disabilities when doing business with the City of Hamtramck. Individuals with disabilities requiring such auxiliary aids or services, should contact the City of Hamtramck by writing or calling the following: City Clerk, City of Hamtramck 3401 Evaline Hamtramck, MI (313) , option 3 7

8 INSURANCE The Contractor shall not commence work under this contract until it has obtained the required insurance under this paragraph. All coverage shall be with insurance companies licensed and admitted to do business in the State of Michigan. All coverage shall be with carriers acceptable to the City of Hamtramck: A. Workers Compensation Insurance. The Contractor shall procure and maintain during the life of this contract, Workers Insurance, including Employers Liability Coverage, in accordance with all applicable statutes of the State of Michigan. B. Commercial General Liability Insurance or Garage Liability Insurance. The Contractor shall procure and maintain during the life of this contract, Commercial General Liability Insurance, Commercial General Liability Insurance or Garage Liability Insurance on an Occurrence Basis with limits of liability not less than $2,000,000 per occurrence and/or aggregate combined single limit. Personal Injury, Bodily Injury and Property Damage, coverage shall include the following extensions: (A) Contractual Liability; (B) Products and Completed Operations; (C) Independent Contractors Coverage; (D) Broad Form General Liability Extensions or equivalent: (E) Deletion of all Explosion, Collapse and Underground (XCU) Exclusions, if applicable; (F) Per project aggregate. C. Motor Vehicle Liability. The Contractor shall procure and maintain during the life of this contract Motor Vehicle Liability Insurance, including Michigan No-Fault Coverage, with limits of liability of not less than $2,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles. D. Garage keepers Legal Liability Insurance: The Contractor shall procure and maintain during the life of this contract Garage keepers Legal Liability Insurance in an amount of not less than $80,000. E. Additional Insured: Commercial General Liability, Garage Liability, Garage Keepers Legal Liability and Motor Vehicle Liability Insurance, as described above, shall include an endorsement stating the following shall be Additionally Insured: The City of Hamtramck, all elected and appointed officials, all employees and volunteers, all boards, commissions, and/or authorities and board members, including employees and volunteers. F. Cancellation Notice: All policies described above shall include an endorsement stating the following: It is understood and agreed that Thirty (30) days Advance Written Notice of Cancellation, Non-Renewal, Reduction and/or Material Change shall be sent to City Manager, City of Hamtramck, 3401 Evaline, Hamtramck, Michigan G. Insurance Certificates: The Contractor shall submit a copy of the company s standard insurance certificate with their bid. H. Proof of Insurance Coverage: The Contractor shall provide the City of Hamtramck, at the time the contracts are returned for execution, certificates for all coverage listed above. 1. Two (2) copies of Certificate of Insurance for Workers Compensation Insurance 2. Two (2) copies of Certificate of Insurance for Commercial General Liability Insurance, Garage Liability Insurance and Garage keepers Legal Liability Insurance; 3. Two (2) copies of Certificate of Insurance for Vehicle Liability Insurance; 4. If so requested, certified copies of all policies mentioned above will be finished. I. Expiration of Policies: If any of the above coverage lapses during term of this contract, the Contractor shall deliver renewal certificates and/or policies to the City of Hamtramck at least ten (10) days prior to the expiration date. J. Indemnification: To the extent permitted by law, the towing company shall indemnify and hold the City harmless of and from all claims, losses, liability, demands, costs, loss of service, expense, and compensation on account of or in any way growing out of any damage, including, but not limited to, bodily injury or property damage which may result from the towing company s towing services, In addition, the towing company shall cover all costs incurred by the City in defense of any litigation covered under this letter of agreement, including attorney fees and court costs. 8

9 PRICE PROPOSAL Refer to Scope of Work above EVALUATION CRITERIA Points Labor rate per hour 40 Material discount/markup 20 Qualification of Personnel (attach qualifications of technical personnel) 20 Equipment and facilities 10 Services 10 EVALUATION PROCEDURE Following the receipt of proposals from qualified firms, a City designated Evaluation Committee will evaluate each response. All Proposals, which meet the required format of this RFQ, will be evaluated. Any Proposals determined to be non-responsive to the specifications or other requirements of the RFQ, including instructions governing submission and format, will be disqualified unless the City determines, in its sole discretion, that non-compliance is not substantial or that an alternative proposed by the Contractor is acceptable. The City may also at its discretion, request oral presentations, make site visits at Contractor s facility and may request a demonstration of Contractor s operations. A final determination will be made after the oral presentations and/or demonstrations are complete, if same has been scheduled. All decisions reached by the Evaluation Committee will be by consensus. PROPOSAL CONTENT REQUIREMENTS To be considered responsive, each proposal must, at a minimum, present and/or respond to the following RFQ sections in their entirety (including attachments). All pages of the submission must be numbered, excluding exhibits, drawings and other supplemental information, which may be added as Attachments. The instructions contained in this RFQ must be strictly followed. Accuracy and completeness using the format listed below (a f) is essential. a) Signature Page (See Page 19) b) Statement of Submission In your Statement of Submission, please include, at a minimum, the following information and/or documentation: 1) A statement to the effect that your proposal is in response to this RFQ; 2) A brief description of your firm, including the Federal Employer Identification Number, the age of the firm s business and the average number of employees during each of the last three (3) years; 3) The location of the firm s principal place of business and, if different, the location of the place of performance of the contract; 4) A commitment to perform the requested work in accordance with the requirements outlined in this RFQ; and 9

10 5) The name and contact information of the firm s partner and or manager(s) that will be in charge of this project. c) Scope of Work Proposals must respond to all sections outlined in Scope of Work section. d) Pricing Proposal Proposals must provide a Pricing Proposal, including the cost all activities as indicated by completing Appendix A. e) Contractor Performance History 1) Provide three (3) references, including contact information, for work performed that is similar to this RFQ Scope of Work; 2) Identify vendor s key personnel working on the projects as identified above; 3) Identify any projects in which the vendor s contract was terminated for any reason; 4) Identify any claims or lawsuits that have been brought against your organization as a result of any services provided within the last five (5) years; and 5) Provide an organization chart indicating the key personnel who will provide services resulting from this RFQ. Also provide a resume for each of the key personnel. f) Contractor Financial and Operational Stability 1) Provide copies of the vendor s financial statements (CPA Certified) for the previous three (3) years or other evidence, accepted by the City, indicating financial viability; 2) Certificate of Good Standing (Corporation) or Certificate of Existence (Limited Liability Company) issued by the Michigan Secretary of State (if Contractor is a joint venture, a Certificate of Good Standing or Certificate of Existence, as applicable must be submitted for each entity comprising the joint venture.); and 3) Evidence of any licenses or registrations required to provide the services under this contract g) Appendix A See Pages below. 10

11 PROPOSAL DISCLAIMERS AND CONDITIONS A. REJECTIONS, MODIFICATIONS, CANCELLATIONS The City of Hamtramck expressly reserves the right to: 1) accept or reject, in whole or in part, any and all proposals received; 2) waive any non-conformity; 3) re-advertise for proposals; 4) withhold the award for any reason the City determines; 5) cancel and/or postpone the REQUEST FOR QUOTEs, in part or in its entirety, and/or, 6) take any other appropriate action that is in the best interest of the City. This RFQ does not commit the City to award a contract, to pay any cost incurred in the preparation of a proposal under this request, or to procure or contract for services. B. NEWS RELEASES AND OTHER COMMUNICATIONS News releases pertaining to these Proposals specifications or the provisions to which they relate shall not be made without prior approval of the City and then only in coordination with the City. Contractors are advised that no oral interpretation, information or instruction by an officer or employee of the City of Hamtramck shall be binding upon the City of Hamtramck. C. CONFIDENTIALITY OF PROPOSALS Proposals shall be opened with reasonable precautions to avoid disclosure of contents to competing offers during the process of evaluation. Once proposals have been publicly recorded they are subject to disclosure as per the requirements of the Michigan Freedom of Information Act. ***UNSIGNED BIDS CANNOT BE CONSIDERED** 11

12 SIGNATURE PAGE The undersigned, as bidder, declares that, having carefully examined the sire of the proposed work and informed himself fully in regard to conditions to be met in the performance of the work, and having read and examined the advertisement, form of contract, specifications and other related documents pertaining to this work, proposes to furnish all materials, tools, equipment, transportation, labor, supervision and all else necessary for satisfactory and complete performance of certain work as described herein, in full accordance with, and in conformity to the specifications and requirements for this work at and for the following prices named to within. The undersigned agrees that this proposal is firm for the period of sixty (60) days. The undersigned agrees that, if the foregoing proposal is accepted by the City of Hamtramck, it will within ten (10) days, (Sundays and legal holidays excepted) after receiving notice of such acceptance enter into the attached Form of Contract to do all the work specified at the prices named in the Proposal. In submitting this bid, it is understood by the undersigned that the right is reserved by the City to accept or reject any or all bids, to accept bids again, and to waive any minor irregularities or informalities in bidding, at the sole discretion of the City. Upon notice of proposed award, bidder shall, within five (5) days, provide a check or performance bond in the amount of two thousand dollars ($2,000.00) If the undersigned fails to execute the contract or furnish bonds within the time limit, fails to fulfill agreements concerning proposed work, it is agreed that the City may, at its option, determine that the undersigned has abandoned its interest in the proposed contract and that the bid bond accompanying this proposal may be retained by the City. The bid bond shall be returned, without interest, to the undersigned upon the execution of the contract and acceptance of the bonds. Signature Dated and signed at,(city and state) this day of, 20. Name of Bidder Title Address Telephone Cell Phone The full names and addresses of persons interested in the foregoing bid as principals follow: In partnership, give names of: In corporation, give names of: PARTNER PARTNER ADDRESS ADDRESS PARTNER PARTNER ADDRESS ADDRESS STATE IN WHICH INCORPORATED 12

13 CONTRACTOR AGREES TO COMPLY WITH ALL STATE OF MICHIGAN AND FEDERAL LAWS REGARDING THE CONTRACT, INCLUDING PAYMENT OF WAGES, EQUAL EMPLOYMENT OPPORTUNITY, ETC., AND SHALL WITHHOLD HAMTRAMCK CITY INCOME TAXES FOR EMPLOYEES. The contractor agrees that this bid shall be good and may not be withdrawn for a period of sixty (60) calendar days after the scheduled closing time for receiving bids. Upon receipt of written notice of the acceptance of this bid, contractor will return signed document to the city of Hamtramck within fifteen (15) days. Respectfully submitted: By: (Name) 13

14 APPENDIX A BID SHEET LABOR: Monday thru Friday from 8:00 a.m. until 4:00 p.m. Labor rate is $ per hour Labor rate is paid at straight time only **LABOR RATES ARE TO REMAIN FIRM** MATERIALS: Paragraph 2 under the Scope of Work provides a partial listing of common repairs required by the City of Hamtramck. The contractor s price for material must be based on the Manufacturer s Published Price List. For price list purposes please use the latest manufacturer s model year price list published. Bid must provide the discount or markup from the Manufacturer s Published Price List. These prices will be considered in the bid evaluation. Parts and materials will be charged on the following basis: Please provide the discount and/or markup from the Manufacturer s Price that will be charged to the City of Hamtramck for repair parts: FORD discount % or markup % CHEVROLET discount % or markup % CHRYSLER discount % or markup % OTHER discount % or markup % PARTS PRICE: DISCOUNTS and/or MARKUPS FROM PRICE LIST ARE FIRM. Prices are SUBJECT TO ADJUSTMENT in accordance with manufacturer's superseding published price lists and supplements. Such changes must be requested and must be substantiated by manufacturer's printed price list, received in the City no later than ten (10) days after the effective date of the price change. If the request and superseding price lists are received beyond ten (10) days of the effective date shown on the price list, such change shall be effective ten (10) days prior to change and receipt of superseding lists. If during the period of this contract, the parties cannot mutually agree on the extent of any change in the price lists, the City of Hamtramck reserves the right to terminate the contract without prejudice. PRICE LISTS: Each contractor shall submit copies of the most recent price list (and catalog) and supplement in an electronic format with their bid. Failure may be cause for rejecting your bid. Copies of manufacturer s price lists and/or computer printouts must be clear and legible. The successful contractor, upon receipt of award notice, must furnish additional copies of the above price lists and supplements of all superseding manufacturer's published price lists during the period of the contract to the City of Hamtramck, upon request at no cost to the City. 14

15 ( ) Price Lists are enclosed. ( ) Price Lists are not furnished for the following reason, and we offer the following method of price verification: The lowest bidders will be determined by computing the lowest total estimated cost for labor and parts. Blank spaces are considered to be no offer. The City of Hamtramck reserves the right to delete any item(s) from the award. The City of Hamtramck reserves the right to award vehicles based on low bid (total repair cost), estimated repair time, date returned, and each bidder's past performance of vehicles repaired. ESTIMATED REPAIR TIME: Engine/transmission repair Brakes Oil Changes Cooling systems Suspensions Repair of police equipment (light bars, protective barriers, push bars, radios, mobile data terminals & in-car camera systems) per hour per hour per hour per hour per hour per hours 15