REQUEST FOR QUOTATION - Services For Water Truck Tank Removal and Replacement PW

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1 REQUEST FOR QUOTATION - Services For Water Truck Tank Removal and Replacement PW All quotes due by Monday, February 18, 2014, by 3:00 PM. CITY OF AVONDALE Finance and Budget Department W. Civic Center Drive Avondale, AZ Phone Fax lbrowning@avondale.org The City of Avondale (the City ) Public Works Department is seeking a licensed and qualified vendor to provide all material and labor required for removal and replacement of a City owned water truck tank. The City yard is located at 395 E Lower Buckeye Road. Section I Introduction The City owns a 1999 Volvo WG42 water truck that has a damaged tank that needs to be removed and replaced along with some improvements to the truck. Section II Pricing and Specifications Quotations shall meet specifications as included in the attached Table 1. Pricing and Specifications Bid List. Vendor shall note any exceptions. Any line item not filled in will be considered a No Bid for that line item. Section III Special Terms and Conditions: 1. Indemnification. To the fullest extent permitted by law, the Contractor shall indemnify, defend and hold harmless the City and each council member, officer, employee or agent thereof (the City and any such person being herein called an Indemnified Party ), for, from and against any and all losses, claims, damages, liabilities, costs and expenses (including, but not limited to, reasonable attorneys fees, court costs and the costs of appellate proceedings) to which any such Indemnified Party may become subject, under any theory of liability whatsoever ( Claims ), insofar as such Claims (or actions in respect thereof) relate to, arise out of, or are caused by or based upon the negligent acts, intentional misconduct, errors, mistakes or omissions, in connection with the work or services of the Contractor, its officers, employees, agents, or any tier of subcontractor in the performance of this Agreement. The amount and type of insurance coverage requirements set forth below will in no way be construed as limiting the scope of the indemnity in this Section. 2. Insurance. a. Insurer Qualifications. Without limiting any obligations or liabilities of Contractor, Contractor shall purchase and maintain, at its own expense, hereinafter stipulated minimum insurance with insurance companies authorized to do business in the State of Arizona pursuant to ARIZ. REV. Stat , as amended, with an AM Best, Inc. rating of A or above with policies and forms satisfactory to the City. Failure to maintain insurance as specified herein may result in termination of this Agreement at the City s option. b. All insurance coverage and self-insured retention or deductible portions, except Workers Compensation insurance and Professional Liability insurance, if applicable, shall name, to the fullest extent permitted by law for claims arising out of the performance of this Agreement, the City, its agents, representatives, officers, directors, officials and employees as Additional Insured as specified under the respective coverage sections of this Agreement. Page 1 of 6

2 c. All insurance required herein shall be maintained in full force and effect until all work or services required to be performed under the terms of this Agreement are satisfactorily performed, completed and formally accepted by the City, unless specified otherwise in this Agreement. d. Primary Insurance. Contractor s insurance shall be primary insurance with respect to performance of this Agreement and in the protection of the City as an Additional Insured. e. Waiver. All policies, except for Professional Liability, including Workers Compensation insurance, shall contain a waiver of rights of recovery (subrogation) against the City, its agents, representatives, officials, officers and employees for any claims arising out of the work or services of Contractor. Contractor shall arrange to have such subrogation waivers incorporated into each policy via formal written endorsement thereto. f. Policy Deductibles and/or Self-Insured Retentions. The policies set forth in these requirements may provide coverage that contains deductibles or self-insured retention amounts. Such deductibles or self-insured retention shall not be applicable with respect to the policy limits provided to the City. Contractor shall be solely responsible for any such deductible or self-insured retention amount. g. Use of Subcontractors. If any work under this Agreement is subcontracted in any way, Contractor shall execute written agreement with its subcontractors containing the indemnification provisions set forth in this Section and insurance requirements set forth herein protecting the City and Contractor. Contractor shall be responsible for executing any agreements with its subcontractors and obtaining certificates of insurance verifying the insurance requirements. h. Evidence of Insurance. Prior to commencing any work or services under this Agreement, Contractor will provide the City with suitable evidence of insurance in the form of certificates of insurance and a copy of the declaration page(s) of the insurance policies as required by this Agreement, issued by Contractor s insurance insurer(s) as evidence that policies are placed with acceptable insurers as specified herein and provide the required coverages, conditions and limits of coverage specified in this Agreement and that such coverage and provisions are in full force and effect. Confidential information such as the policy premium may be redacted from the declaration page(s) of each insurance policy, provided that such redactions do not alter any of the information required by this Agreement. The City shall reasonably rely upon the certificates of insurance and declaration page(s) of the insurance policies as evidence of coverage but such acceptance and reliance shall not waive or alter in any way the insurance requirements or obligations of this Agreement. In the event any insurance policy required by this Agreement is written on a claims made basis, coverage shall extend for two years past completion of the Services and the City s acceptance of the Contractor s work or services and as evidenced by annual certificates of insurance. If any of the policies required by this Agreement expire during the life of this Agreement, it shall be Contractor s responsibility to forward renewal certificates and declaration page(s) to the City 30 days prior to the expiration date. All certificates of insurance and declarations required by this Agreement shall be identified by referencing the RFQ number and title or this Agreement. Additionally, certificates of insurance and declaration page(s) of the insurance policies submitted without referencing the appropriate RFQ number and title or a reference to this Agreement, as applicable, will be subject to rejection and may be returned or discarded. Certificates of insurance and declaration page(s) shall specifically include the following provisions: non-owned vehicles assigned to or used in the performance of the Contractor s work or services under this Agreement. Coverage will be at least as broad as ISO coverage code 1 any auto policy form CA or equivalent thereof. To the fullest extent allowed by law, for claims arising out of the performance of this Agreement, the City, its agents, representatives, officers, directors, officials and employees shall be cited as an Additional Insured under ISO Business Auto policy Designated Insured Endorsement form CA or equivalent. If any Excess insurance is utilized to fulfill the requirements of this subsection, such Excess insurance shall be follow form equal or broader in coverage scope than underlying insurance. i. Professional Liability. If this Agreement is the subject of any professional services or work, or if the Contractor engages in any professional services or work adjunct or residual to performing the work under this Agreement, the Contractor shall maintain Professional Liability insurance covering negligent errors and omissions arising out of the Services performed by the Contractor, or anyone employed by the Contractor, or anyone for whose negligent acts, mistakes, errors and omissions the Contractor is legally liable, with an unimpaired liability insurance limit of $2,000,000 each claim and $2,000,000 annual aggregate. In the event the Page 2 of 6

3 Professional Liability insurance policy is written on a claims made basis, coverage shall extend for two years past completion and acceptance of the Services, and the Contractor shall be required to submit certificates of insurance and a copy of the declaration page(s) of the insurance policies evidencing proper coverage is in effect as required above. j. Workers Compensation Insurance. Contractor shall maintain Workers Compensation insurance to cover obligations imposed by federal and state statutes having jurisdiction over Contractor s employees engaged in the performance of work or services under this Agreement and shall also maintain Employers Liability Insurance of not less than $500,000 for each accident, $500,000 disease for each employee and $1,000,000 disease policy limit Cancellation and Expiration Notice. Insurance required herein shall not expire, be canceled, or materially change without 30 days prior written notice to the City. 12. Applicable Law; Venue. In the performance of this Agreement, Contractor shall abide by and conform to any and all laws of the ed States, State of Arizona and City of Avondale, including but not limited to, federal and state executive orders providing for equal employment and procurement opportunities, the Federal Occupational Safety and Health Act and any other federal or state laws applicable to this Agreement. This Agreement shall be governed by the laws of the State of Arizona and suit pertaining to this Agreement may be brought only in courts in the State of Arizona. 3. Termination; Cancellation for City s Convenience. This Agreement is for the convenience of the City and, as such, may be terminated without cause after receipt by Contractor of written notice by the City. Upon termination for convenience, Contractor shall be paid for all undisputed services performed to the termination date. 4. Non-owned vehicles assigned to or used in the performance of the Contractor s work or services under this Agreement. Coverage will be at least as broad as ISO coverage code 1 any auto policy form CA or equivalent thereof. To the fullest extent allowed by law, for claims arising out of the performance of this Agreement, the City, its agents, representatives, officers, directors, officials and employees shall be cited as an Additional Insured under ISO Business Auto policy Designated Insured Endorsement form CA or equivalent. If any Excess insurance is utilized to fulfill the requirements of this subsection, such Excess insurance shall be follow form equal or broader in coverage scope than underlying insurance. a. Professional Liability. If this Agreement is the subject of any professional services or work, or if the Contractor engages in any professional services or work adjunct or residual to performing the work under this Agreement, the Contractor shall maintain Professional Liability insurance covering negligent errors and omissions arising out of the Services performed by the Contractor, or anyone employed by the Contractor, or anyone for whose negligent acts, mistakes, errors and omissions the Contractor is legally liable, with an unimpaired liability insurance limit of $2,000,000 each claim and $2,000,000 annual aggregate. In the event the Professional Liability insurance policy is written on a claims made basis, coverage shall extend for two years past completion and acceptance of the Services, and the Contractor shall be required to submit certificates of insurance and a copy of the declaration page(s) of the insurance policies evidencing proper coverage is in effect as required above. 5. Independent Contractor. The Contractor acknowledges that the Services provided under this Agreement are being provided as an independent contractor, not as an employee or agent of the City. Both parties agree that this Agreement is nonexclusive and that Contractor is not prohibited from entering into other contracts nor prohibited from practicing its profession elsewhere. 6. Laws and regulations. The Contractor shall keep fully informed and shall at all times during the performance of its duties under this Agreement ensure that it any person for whom the Contractor is responsible remains in compliance with all rules, regulations, ordinances, statues or laws affecting the Services including the following: (i) existing and future City and County ordinances and regulations, (ii) state and federal laws and (iii) Occupational Safety and Health Administration ( OSHA ) Standards. 7. Vendor Licensing and Registration. Prior to award of the award or acceptance of the agreement, the successful Vendor shall (a) be licensed with the Arizona Corporation Commission to do business in Arizona and (b) have completed a Request for Vendor Number on file with the City Financial Services Department. The Vendor shall provide licensure information with the RFQ. Corporations and partnerships shall be able to provide a Certificate of Good Standing from the Arizona Corporation Commission. Page 3 of 6

4 8. Material and equipment purchased will be inspected by the receiving activity as to meeting the quality and quantity requirements of the request for quotations. When deemed necessary, samples of supplies or materials will be taken at random from stock received for submission to commercial laboratory for analysis and test as to whether the material conforms in all respects to the specifications. 9. New Equipment: All items bid shall be new equipment supplied from the manufacturer. Bids for remanufactured equipment will be considered as non-responsive and rejected. 10. Quality: Contract expressly warrants that all good or services furnished under this contract shall conform to the specifications, appropriate standards, and will be new and free form defects in material or workmanship. Contractor warrants that all such goods or services will conform to any statements made on the containers or labels or advertisements for such goods, or services and that any goods will be adequately contained, packaged, marked and labeled. Contractor warrants that all goods or services furnished hereunder will be merchantable, and will be safe and appropriate for the purpose which goods or services of that kind are normally used. If Contractor knows or has reason to know the particular purpose for which City intends to use the goods or services, Contractor warrants that goods or services furnished will conform in all respect to samples. Inspection, test, acceptance of use of the goods or services furnished hereunder shall not affect the Contractor s obligation under this warranty, and such warranties shall survive inspection, test, acceptance and use. Contractor s warranty shall run to City, its successors, and assigns. 11. Agreement Subject to Appropriation: The provisions of this Agreement for payment of funds by the City shall be effective when funds are appropriated for purposes of this Agreement and are actually available for payment. The City shall be the sole judge and authority in determining the availability of funds under this Agreement and the City shall keep the Contractor fully informed as to the availability of funds for the Agreement. The obligation of the City to make any payment pursuant to this Agreement is a current expense of the City, payable exclusively from such annual appropriations, and is not a general obligation or payable exclusively from such annual appropriations, and is not a general obligation or indebtedness of the City. If the City Council fails to appropriate money sufficient to pay the amounts as set forth in this Agreement during any immediately succeeding fiscal year, this Agreement shall terminate at the end of the then-current fiscal year and the City and the Contractor shall be relieved of any subsequent obligation under this Agreement. 12. E-verify Requirements. To the extent applicable under ARIZ. REV. STAT , the Contractor and its Subcontractors warrant compliance with all federal immigration laws and regulations that relate to their employees and compliance with the E-verify requirements under ARIZ. REV. STAT (A). Contractor s or its Subcontractor s failure to comply with such warranty shall be deemed a material breach of this Contract and may result in the termination of this Contract by the City. Section IV Instructions and Conditions 1. Bid price shall be made F.O.B. Avondale to the designated delivery points within the City. Deliveries shall be made to the location designated by the City. FOB POINT City of Avondale 395 E Lower Buckeye Road Avondale, AZ Quantities as shown in form are estimates only based upon available information. The City reserves the right to adjust the quantities as necessary to meet its needs. 3. Materials and equipment are for delivery not later than 90 days after receipt of a City purchase order unless otherwise stated. 4. Vendors must state the manufacturer of each product quoted on in conformity with the specifications. 5. All quotations must be signed with the firm name and by a responsible officer or employee. Obligations assumed by such signature must be fulfilled. 6. Payment Terms are net 30 unless otherwise specified by vendor. 7. Material and equipment purchased will be inspected by the receiving activity as to meeting the quality and quantity requirements of the request for quotations. When deemed necessary, samples of supplies or Page 4 of 6

5 materials will be taken at random from stock received for analysis and test as to whether the material conforms in all respects to the specifications. 8. Award will be made on an individual or overall low basis whichever is most advantageous to the City of Avondale. 9. These price quotations are confidential and will not be divulged to others except as the accounts are settled through the auditing department. 10. Quotes must be valid for one (1) year from the date the bid is awarded. 11. The original term of the contract shall be from February 18, 2014 through and including February 18, Please submit the Request for Quotation to the address above. If you need additional information or have questions please contact Loretta Browning or by This offer will remain in effect for a period of 365 calendar days from the bid opening date and is irrevocable unless it is the City s best interest to do so. Note: s offered shall not include applicable state and local taxes. The city will pay all applicable taxes. For the purposes of determining the lowest cost, the city will take factor in traveling distance however, tax is not a consideration. Taxes must be listed as a separate item on all invoices. x Signa Signature of Authorized Agent Typed Typed or Printed Name / / Telep Telephone No Date Title Company Name: Address: City: State Zip: Address: (City Manager Signature required for awards over $25,000.00). Quotations resulting in $50,000. or greater will not be authorized and will require a formal procurement process. ACCEPTANCE OF OFFER AND CONTRACT AWARD (For City of Avondale Use Only) The Contractor Offer is hereby accepted. The Contractor shall not commence any billable work or provide any materials or service under this Contract prior to the date this Contract is executed. City of Avondale, an Arizona municipal corporation. Charles McClendon, City Manager Page 5 of 6

6 Table 1. Pricing and Specifications Water Truck Tank Replacement Replace 3,000 gallon "B" style 15' long steel non-potable water tank assembly 1 painted installed on supplied chassis. 2 3/16" A36 steel semi elliptical tank shell 1 3 3/16" A36 offset heads 100% welded 2 4 3/16" A36 baffle 20" crawl hole tear pads and clips 2 5 3/16" A36 long baffle 100% welded 1 6 1/4" A36 full length tank bottom plate 100% welded 1 7 1/4" A36 U Shaped subframes 100% welded Durometer rubber pads between tank and frame " Circular Manway 1 10 Non-skid Walkway top of tank /2" Hydrant Fill with swivel swing spout 1 12 Rear mounted sight gauge with shut offs 1 13 Rear mounted ladder with handrails 1 14 Tandem axle fenders with DOT LED lighting 2 15 Tank mounts rear solid mounted 4 16 Tank mounts front spring mounted 2 17 DOT Conspicularity tape required 1 18 Rear mounted mud flaps 2 19 Tank painted one color white to match cab 1 20 Weld baffles 100% on all stainless steel water tanks Sandblast & Food Grade Epoxy Coat interior of tank 3,000 gal. installed Berkeley B4ZRKS 4X4 self priming hydraulic driven 500 GPM 50 PSI 20 HP Truck pumping system; mounted on rear tank pump mount platform installed on supplied chasis GPM 50 PSI Berkeley water pump 1 24 Air Shift PTO Cab Controlled " pump intake plumbing " pump discharge plumbing X4 suction loading system valving " suction hose with strainer 1 29 Hydraulic gear pump 1 30 Hydraulic gear motor gallon Hydraulic tank 1 32 Return filter 1 33 Suction Strainer 1 34 All hydraulic hoses & fittings for a complete system 1 35 Upgrade from Air Shift to Hot Shift PTO installed " 5 Star valve water truck distribution system installe on supplied chassis " 5 Star Water/Air Valves cab controlled 6 38 Victaulic distribution manifold 1 39 Front sprayers with adjustable fan heads 2 40 Rear sprayers with adjustable fan heads 2 41 Drivers side spray with adjustable duckbill 1 42 Passenger side spray with adjustable duckbill /2" Discharge gate valve drivers side 1 44 Cab mounted 8 spray head control panel 1 45 DOT rear push block storage area with lid 1 46 DOT rear ICC under run protection 1 47 Frame and components painted black 1 48 All plumbing components schedule 40 welded pipe with grove couplers. 1 50' X 1-1/2" Cox manual rewind hose reel with hose & DJ nozzle installed on frame 49 behind the cab on the passenger side Install 12K Air lift tag axle One year warranty on plumbing & 5 year Warranty on Tank construction. 1 Delivery within days Subtotal Taxes Grand Total Page 6 of 6