City of Redlands. Request for Quotation AUTOMOTIVE PARTS & SUPPLIES
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1 City of Redlands Request for Quotation AUTOMOTIVE PARTS & SUPPLIES Quote #2013-PS1314 Issued By: Equipment Maintenance Division (909) ~ Fax (909) Date of Issue: June 27, 2013 Due Date & Time: Monday, July 8, :00 p.m. Responses Received: City of Redlands Equipment Maintenance Division 1270 West Park Ave Building E Redlands, CA 92373
2 REQUEST FOR QUOTE AUTOMOTIVE PARTS & SUPPLIES REQUEST FOR QUOTATION TIME LINE Listed below are the important dates and times by which the actions noted must be completed. All dates are subject to change by the Equipment Maintenance Division. Questions regarding this Request for Quote should be directed to Aaron Jenkins, Fleet Coordinator (909) or Jocelynn Santa Cruz, Administrative Technician at (909) ACTION: COMPLETE DATE: Issue RFQ #2013-PS1314 Thursday, June 27, 2013 Quote Response due Monday, July 8, :00 P.M. INTENT AND GENERAL INFORMATION BACKGROUND The City of Redlands Equipment Maintenance Division is soliciting quotes to establish a vehicle repair parts supplier for the City s Fleet Maintenance Division. The Redlands Equipment Maintenance Division has an active fleet of over 350 vehicles and equipment which includes: Police department squad cars, code enforcement units, animal control trucks, light to medium duty trucks vans and SUV s. The City is seeking a capable vendor to work collaboratively with staff to supply parts to repair various makes and models of passenger to light and medium duty trucks to SUV s and Vans. REQUEST FOR QUOTE Quotes will be received by the City of Redlands at the Office of the Equipment Maintenance Division City of Redlands, 1270 W. Park Ave., Building E Redlands, CA until 3:00 p.m., Monday, June 8, 2013 for: QUOTE #2013-PS1314 Automotive Parts and Supplies. Submissions by fax or other electronic media are acceptable. Late submissions will not be accepted under any circumstances. Vendors may withdraw and/or replace quote at any time until the deadline for submission of quotes. The City reserves the right to reissue the RFQ if not enough responses are received. PLANS, FORMS & SPECIFICATIONS Vendors are required to use the official QUOTE FORMS and all attachments itemized herein are to be submitted as a single document CONTRACT TERM OF PURCHASE ORDER: Service Period The initial purchase order period will be for one (1) year. 1
3 INSURANCE REQUIREMENTS The vendor/contractor shall secure the minimum insurance coverage described below, and such insurance shall be primary with respect to any insurance or self-insurance programs maintained by the City. Worker s Compensation and Employer s Liability insurance in the amount that meets the statutory requirement shall be in force with an insurance carrier acceptable to the City. Comprehensive Commercial General Liability insurance in the amount of one million dollars ($1,000,000) per occurrence and two million dollars ($2,000,000) aggregate shall be in force with an insurance carrier acceptable to the City and name the City as additional insured. {Three million dollars ($3,000,000) aggregate for projects with greater exposure.} Commercial Automobile Liability insurance with minimum limits of one million dollars ($1,000,000) per occurrence combined single limit for bodily injury liability and property damage liability shall be in force and name the City as additional insured. This coverage shall include all owned vehicles, hired and non-owned vehicles, and employee non-ownership vehicles. The vendor/contractor shall instruct their insurance agent/broker to furnish properly executed certificates of insurance to the City. THE REST OF THIS PAGE LEFT BLANK INTENTIONALLY 2
4 QUOTATION DOCUMENTS QUOTATION COVER PAGE Name of Firm, Entity or Organization: Federal Employer Identification Number (EIN): State of California License Number (if applicable): Name of Contact person: Title: address: Mailing Address: Street Address (if different): City, State, Zip: Telephone: Fax: Organization: Corporation: Proprietorship: Other: (check one) Partnership: Joint Venture: If Corporation: Date of Incorporation: State of Incorporation: States Registered in as Foreign Corporation: Authorized Signature: Print Name: Signature: Title: Phone: This document must be completed and returned with your submittal. 3
5 NAME TITLE OFFICE PHONE CELL FAX HOURS AVAILABLE NAME TITLE OFFICE PHONE CELL FAX HOURS AVAILABLE NAME TITLE OFFICE PHONE CELL FAX HOURS AVAILABLE NAME TITLE OFFICE PHONE CELL FAX HOURS AVAILABLE FIRM INFORMATION/ORGANIZATION CONTRACT MANAGEMENT CONTACT INFORMATION SHOP OWNER OR MANAGER CONTRACT MANAGER ALTERNATE CONTACT EMERGENCY CONTACT/ AFTER HOURS CONTACT 4
6 SCOPE OF WORK The City of Redlands is soliciting Request for Quotations for Automotive Parts & Supplies. Vendor shall supply a quote for the parts as listed below, or equal. See attached list Quote List. Vendor will be expected to perform inventory servicing of bins and stock supplies on a monthly basis or as needed at no charge to the City. Vendor shall maintain sufficient stock to meet demand. If requested, Vendor shall provide a catalog or listing of all products available including technical information and pricing. Vendor shall document any additional costs associated with these price quotes for complete evaluation purposes. Undocumented additional costs will not be honored. Vendor shall indicate specific size and or make and model of all components when not exactly as specified. The Purchase Order period will be for one (1) year from date of issue to the lowest responsible quote. Vendor Name: QUOTE LIST Quan Make/Yr Model Part Name Part # List if OEM or Aftermarket Unit cost Price per unit X quantity in first column 100 Ford / 98, 02-04, Head lights Ford / 98, 02-04, 07 Tail lights 3157LLBP 100 Ford / 06 Tail lights BP4157LL 50 Ford / 98, 02-04, side marker light bulb 194LL 10 Ford / 02-04, water pump Ford / 98 water pump Ford / 98, 02-04, wiper blades Ford / 98, 02-04, spark plugs Ford / 98, 02-04, Ignition Coil Ford / 98, 02-04, Tie Rod End Roots G 50 Ford / 98, 02-04, Spark Plug Boots Ford / 98, 02-04, CV Joint Boot Clamp Kit 3635 Cont d 5
7 Vendor Name: QUOTE LIST Quan Make/Yr Model Part Name Part # List if OEM or Aftermarket Unit cost Price per unit X quantity in first column 50 Ford / 98, 02-04, Gas Cap FC Ford / 98, 02-04, A/C Flush Solvent Ford / 2002 Alternator Ford / Alternator Ford / 2006 Alternator Ford / 2007 Alternator Ford / 03-04, Disc Brake Pads Rear D Ford / 1998, 2002 Disc Brake Pad D Ford / 03-04, Disc Brake Pads Front D Ford / 1998, 2002 Disc Brake Pad MKD748 2 Ford / 2001 Explorer Side Exterior Mirror 61014F 2 Ford / Explorer Side Exterior Mirror Ford / 99-01, Explorer Gas Cap Ford / 99-01, Explorer Fuel Filter Ford / 1999 Ranger Transmission Filter F05R55S 10 Ford / 2006 Ranger Air Filter MGA Ford / 02, 05-07, 09 F250 Oil Filter PH2 10 Ford / 02, 05-07, 09 F250 Front Brakes MKD Ford / 02, 05-07, 09 F250 Rear Brakes 1068 Cont d 6
8 Vendor Name: QUOTE LIST Quan Make/Yr Model Part Name Part # List if OEM or Aftermarket Unit cost Price per unit X quantity in first column 10 Ford / 02, 05-07, 09 F250 Wheel Seal Ford / 02, 05-07, 09 F250 Fuel Filter Ford / 02, 05-07, 09 F250 Side Marker Lamp Ford / 02, 05-07, 09 F250 Lenses A11ABP 10 Dodge / Van Head Lamp Dodge / Van Side Marker Lamp Dodge / Van Tail Lamps Chevrolet / 03, Silverado Air Filter MGA8755A 10 Chevrolet / 03, Silverado Oil Filter PH Chevrolet / 03, Silverado Front Brakes SC Chevrolet / 03, Silverado Rear Brakes SC785 Subtotal: $ Tax : $ Discounts: $ GRAND TOTAL: $ 7
9 What is your warranty on parts? What is your warranty on labor? What is your parts mark up? % Time is of the essence when parts are ordered. How quickly can you deliver the part (if in stock)? Does your company provide a program that allows someone from your organization to come in, track and maintain inventory at no charge to the City? If so, how does this program work? Use additional sheets if necessary. Company Name: Authorized Person: Signature of Authorized Person: Date: 8
10 NO RESPONSE FOR QUOTE: AUTOMOTIVE PARTS AND SUPPLIES Quote #2013-PS1314 Issued By: Equipment Maintenance Division (909) ~ Fax (909) If for any reason, you are unable to provide this quote please complete here and fax back to (909) attention: Jocelynn Santa Cruz: We, the undersigned, have declined to submit a bid for this quote for the following reason(s): We not offer this product, service, or equivalent Insufficient time to respond to request for quote Unable to meet specifications Other Company Name: Name: Address: Signature: Phone: ( ) Date: END OF DOCUMENT 9
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