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Item 4I CITY OF SOUTHLAKE MEMORANDUM February 2, 2016 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 41 Authorize Contract Renewal with Grapevine Ford for City of Southlake preventative maintenance and general repair services for heavy and specialty vehicles Action Requested: Authorize contract renewal for preventative maintenance and general repair services for City heavy duty, specialty and hybrid vehicles. Background Information: The City Council approved the original contract with Grapevine Ford on February 21, 2012. The original contract allows four (4), one-year contract renewals at the City's option. This is the fourth and final available renewal. This contract provides preventative maintenance and general repair services for heavy and specialty vehicles for the City. No increase in pricing is requested at this renewal. Financial Considerations: Costs for City of Southlake preventative maintenance and general repair services are funded through budgeted department maintenance accounts. In FY 2015 total expenditures with the vendor was $53,868. Strategic Link: C1 —Achieve the highest standards of safety and security. B2 — Collaborate with select partners to implement service solutions. F2 — Invest to provide and maintain high quality public assets Citizen Input/ Board Review: None Legal Review: Attorney reviewed original bid documents as to form Alternatives: Deny and re-bid preventative maintenance services Supporting Documents: Current contract documents with Grapevine Ford Staff Recommendation: Approve the renewal of this contract for preventative maintenance and general repair services with Grapevine Ford. Crnr OF SOLMH AKE December 31,2015 Grapevine Ford 801 E.Highway 114 Grapevine,Texas 76051 Attn: Mr.Clarence Diggs Subject: Notification of Contract Extension for Preventative Maintenance and General Repair Services for City of Southlake Vehicles RFP1107B200TS110018 Mr.Diggs: The City of Southlake is providing notification of contract extension, pending City Council approval, for Preventative Maintenance and General Repair Services for City of Southlake Vehicles RFP1107B200TS110018, copy included. This extension shall become effective February 21, 2016 and after City Council approval (CC Award date and shall continue in full force based on the terms and conditions of the initial award. As a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. Your company has indicated no increase shall be requested at this renewal. As such, all current pricing, terms and conditions shall remain in effect during the term of this renewal. The terms and conditions proposed and accepted in this renewal agreement are as follows: Line Items Awarded: Line Items Awarded: 11, 12, 13, 17,26,27,28,29,30,31,32,33,34,35,36,39,40,42 Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal City Contact: TIM SLIFKA 817-748-8312 Send all billing to: City of Southlake 1400 Main Street,Suite 440,Accounts Payable Southlake,TX 76092 or Email:accountspavablekci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka Purchasing Manager CPPD,CPPB City of Southlake 1400 Main Street,Suite 440 Southlake,Texas 76092 tslifka(a ci.southlake.tx.us Attest: Fax:817-748-8048 Lori Payne,TRMC City Secretary Contract and Award Accepted: Signed: Date: Approved as to Form and Legality: Mayor Laura Hill City of Southlake City Attorney 12/21/2015 Ci.southlake.tx.us Mail-PM Services Contract Renewal 19[.QTY OF SOUTHILAKE Timothy Slifka <tslifka@ci.southlake.tx.us> PM Services Contract Renewal 4 messages Timothy Slifka <tslifka@ci.southlake.tx.us> Thu, Dec 17, 2015 at 6:36 AM To: "Diggs, Clarence" <CDiggs@vtaig.com>, Kevin Magee <KMagee@vtaig.com> Good afternoon Clarence and Kevin. It is time to get started on the upcoming final contract renewal. have attached the pricing sheet for you to complete and return to me with your requested increases. Per your original submission documents you indicated a 6% increase may be requested however that is not allowed. A maximum of a 4% increase may be requested to be considered by our City Council. Please complete and return the updated sheet to me by January 6th, 2016 so I may complete my presentation to Council on February 2, 2016. If pricing is to remain the same please respond with "No Increase Requested" and I will start the renewal process. Please let me know if you have any questions. Tim Timothy Slifka CPPD, CPPB Purchasing Manager City of Southlake 1400 Main Street Suite 440 Southlake, Texas 76092 817-748-8312 817-748-8048 Fax tslifka@ci.southlake.tx.us www.cityofsouthiake.com Please take a few moments and click on the appropriate link below to complete our Purchasing Department Survey. Your answers will help us to continually improve our services. City Staff Survey and Internal Bid Survey Vendor Survey GRAPEVINE FORD Contract Renewal Pricing Sheet 12-15-2015.xis 52K Diggs, Clarence <CDiggs@vtaig.com> Fri, Dec 18, 2015 at 7:31 AM To: Timothy Slifka <tslifka@ci.southlake.tx.us> Cc: "Magee, Kevin" <KMagee@vtaig.com> Tim, https://m ail.google.com/m ai I/u/0/?ui=2&i k=1 dc9780fd9&view=pt&search=i nbox&th=151 affl4a266c97f&si m l=151 affl4a266c97f&si m l=151 b549c74f2afda&si m l=... 1/3 12/21/2015 Ci.southlake.tx.us Mail-PM Services Contract Renewal We are not requesting an increase and look forward to another great year working with you and The City of Southlake. �i�a�e7ee F���s Commercial Sales & Service Manager Cell-214-533-54311 Off-817-481-9966 irapevin Ford Uncolk From:Timothy Slifka [mailto:tslifka@ci.southlake.tx.us] Sent:Thursday, December 17, 2015 6:37 AM To: Diggs, Clarence <CDiggs@vtaig.com>; Magee, Kevin <KMagee@vtaig.com> Subject: PM Services Contract Renewal [Quoted text hidden] Timothy Slifka <tslifka@ci.southlake.tx.us> Fri, Dec 18, 2015 at 7:48 AM To: "Diggs, Clarence" <CDiggs@vtaig.com> Excellent news Clarence! will get the renewal processed and send you a copy after Council approval in February. Thanks for all you and Kevin do for the City! Tim [Quoted text hidden] Diggs, Clarence <CDiggs@vtaig.com> Fri, Dec 18, 2015 at 7:55 AM To: Timothy Slifka <tslifka@ci.southlake.tx.us> Thanks, https://m ail.google.com/m ai I/u/0/?ui=2&i k=1 dc9780fd9&view=pt&search=i nbox&th=151 affl4a266c97f&si m l=151 affl4a266c97f&si m l=151 b549c74f2afda&si m l=... 2/3 12/21/2015 Ci.southlake.tx.us Mail-PM Services Contract Renewal Hope you and yours have a great Holliday Season. ('I�e�ree Commercial Sales & Service Manager Cell-214-533-54311 Off-817-481-9966 min From:Timothy Slifka [mailto:tslifka@ci.southlake.tx.us] Sent: Friday, December 18, 2015 7:49 AM To: Diggs, Clarence <CDiggs@vtaig.com> Subject: Re: PM Services Contract Renewal [Quoted text hidden] https://m ail.google.com/m ai I/u/0/?ui=2&i k=1 dc9780fd9&view=pt&search=i nbox&th=151 affl4a266c97f&si m l=151 affl4a266c97f&si m l=151 b549c74f2afda&si m l=... 3/3 ORIGINAL DOCUMENT SOL1nrf t' .AICE CITY OF SOUTHI KE Council Actio .Y Ord./Res. No. D,atc Approved—JaL--�LQ:-�Z�5 January 13,2015 Grapevine Ford 801 E.Highway 114 Grapevine,Texas 76051 Attn: Mr.Clarence Diggs Subject: Notification of Contract Extension for Preventative Maintenance and General Repair Services for City of Southlake Vehicles RFP1107B200TS110018 Dear: Mr.Diggs: The City of Southlake is providing notification of contract extension, pending City Council approval, for Preventative Maintenance and General Repair Services for City of Southlake Vehicles RFP1107B200TS110018, copy included. This extension shall become effective February 21, 2015 and after City Council approval (CC Award date 1and shall continue in full force based on the terms and conditions of the initial award. As a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. Your company has indicated no increase shall be requested at this renewal. As such, all current pricing, terms and conditions shall remain in effect during the term of this renewal. The terms and conditions proposed and accepted in this renewal agreement are as follows: Line Items Awarded: Line Items Awarded: 11, 12, 13, 17,26,27,28,29,30,31,32,33,34,35,36,39,40,42 Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RF13 DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to one(1)more one (1)year annual renewal. City Contact: TIM SLIFKA 817-748-8312 Send all billing to: City of Southlake 1400 Main Street,Suite 440,Accounts Payable Southlake,TX 76092 or Email:accountspayable alci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely/ Tim Slifka ��.``% uTH ''�•,, Purchasing Manager C O,CPPB C-10 ..°.°;�?� •,� City of Southlake 1400 Main Street,Suite 440 � 0' Southlake,Texas 76092 = DD Attest: :f/1= tslifka a ci.southlake.tx.us Fax: 817-748-8048 Lori Payne, °° City Secretary Contract and Award Accepted: '��'lit,,n,```���. Signed: Date: fJ / ' O��f✓ Approved as or' L ality: Mayor John Ter ell l City of Southlake City Attorney 1/13/2015 Ci.southlake.tx.us Mail-Contract Renewal for Maintenance W60THLAKE Timothy Slifka <tslifka@ci.southlake.tx.us> Contract Renewal for Maintenance Diggs, Clarence <CDiggs@vtaig.com> Tue, Jan 6, 2015 at 8:16 AM To: Timothy Slifka <tslifka@ci.southlake.tx.us> Cc: "Magee, Kevin" <KMagee@vtaig.com> No increase requested. Looking forward to another great year. czaeeKGc f 0�jf Commercial Sales&Service Manager Cell-214-533-5431 Off-817-481-9966 Fated ._ LOW From:Timothy Slifka [ma ilto:tslifka@ci.south lake.tx.us] Sent:Tuesday,January 06, 2015 7:01 AM To: Diggs, Clarence; Magee, Kevin Subject: Re: Contract Renewal for Maintenance [Quoted text hidden] https:Hmail.google.com/mail/u/0/?ui=2&ik=ldc9780fd9&view=pt&as from=CDiggs%4Ovtaig.com&as sizeoperator=s_sl&as_sizeunit=s smb&as subset=all&... 1/1 � ruyCyr ORIGINAL DOCUMENT UTHLAKE CITY OF SOUTHLAKE Council Action:N Ord./Res. No._ Date Approvedaot3- November 26,2013 Grapevine Ford 801 E.Highway 114 Grapevine,Texas 76051 Attn: Mr.Clarence Diggs Subject: Notification of Contract Extension for Provide Preventative Maintenance and General Repair Services for City of Southlake Vehicles RFP1107B200TS110018 Dear: Mr.Diggs: The City of Southlake is providing notification of contract extension,pending City Council approval,for Provide Preventative Maintenance and General Repair Services for City of Southlake Vehicles RFP1107B200TS110018, copy included. This extension shall become effective February 21, 2014 and after City Council approval (CC Award date t'L-19-2ol and shall continue in full force based on the terms and conditions of the initial award. As a condition of contract renewal, a price adjustment may be requested by the vendor and considered by the City. Price adjustments may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the vendor's cost, not profit. Your company has not requested an increase at this renewal. The terms and conditions proposed and accepted in this renewal agreement are as follows: Line Items Awarded: Line Items Awarded: 11, 12, 13, 17,26,27,28,29,30,31,32,33,34,35,36,39,40,42 Payment Terms: Net 30 days(Unless otherwise noted-such as pre-and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to two(2)more one (1)year annual renewals. City Contact: TIM SLIFKA 817-748-8312 Send all billing to: City of Southlake 1400 Main Street,Suite 440,Accounts Payable Southlake,TX 76092 or Email:accountspayable(a_ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka Purchasing Manager CPPO,CPPB %NNnppJ, City of Southlake a�•`��$pUTH 11%i, 1400 Main Street, Suite 440 •••` �,.•••'••• �'.,� Southlake,Texas 76092 tslifka(a)ci.southlake.tx.us Attest: t -Q-1 i Fax:817-748-8048 Alicia Richardson, _ City Secretary fir. t Contract and Award Accepted: �'•., ••'•...•�..•`'� •.`•• Signed: 99( Date: �Z-1�- 2020\3 Approved as to o and e Mayor John Ten City of Southlake Ci Atto y ORIGINAL DOCUMENT -' SIX.TI7-il.AKE �a� CITY OF SOUTHLAKE Coed Action:&N Ord./Res. No. 19 Date Approved January 29,2013 Grapevine Ford 701 E.Highway 114 Grapevine,Texas 76051 Attn: Mr.Clarence Diggs Subject: Option to Extend Notification for RFP1107B200TS110018 Provide Preventative Maintenance and General Repair Services for City of Southlake Vehicles Dear: Mr.Diggs: The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting from your "RFP I107B200TS110018 Provide Preventative Maintenance and General Repair Services for City of Southlake Vehicles",copy included for Fiscal Year 2013.This extension shall become effective February 21,2013 and after City Council approval(CC Award date - -13 and shall continue in full force based on the terms and conditions of the initial award. Additionally as a condition of contract renewal a price adjustment may be requested by the vendor and considered by the City. In support of a price adjustment,vendor may submit documentation as to the need of the price adjustment. Requests for price adjustments may only occur at the time of renewal and only upon securing the approval of the City in writing. Requests for price adjustments must be solely for the purpose of accommodating an increase in the vendor's cost,not profit.Your company has not requested an increase at this renewal. The terms and conditions proposed and accepted in this renewal agreement are as follows: Line Items Awarded: Line Items Awarded: 11, 12, 13, 17,26,27,28,29,30,31,32,33,34,35,36,39,40,42 Payment Terms: Net 30 days(Unless otherwise noted-such as pre-and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to three(3)more one(1)year annual renewals. City Contact: TIM SLIFKA 817-748-8312 Send all billing to: City of Southlake 1400 Main Street,Suite 440,Accounts Payable Southlake,TX 76092 or Email:accountspayablela?ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely Tim Slifka -T yvt ,,,1/111111111/1��,', Purchasing Manager,CPPB uTHUut , City of Southlake g0.••°"•••.•� 1400 Main Street,Suite 440 k %� Southlake,Texas 76092 tslitkaru,.ci.southlake.tx.us Attest: OR :!fin Phone:817-748-8312 Fax:817-748-8048 •e Alicia Richards�op,TQC;o-. •' Contract d ed: City Secretary Signed: Date:�G�iJ " ��� Approved artorm dy1iV Mayor John Terrell City of Southlake City Attorney ORIGINAL DOCUMENT CITY OF SOUTHLAKE Crr,,CV cincil Action: ON Ord./Res. No. Date Approved 0�i ! OI February 15, 2012 Grapevine Ford 701 E. Highway 114 Grapevine,Texas 76051 Attn: Mr. Clarence Diggs Subject: RFP1107B200TS110018 Provide Preventative Maintenance and General Repair Services for City of Southlake Vehicles Dear Mr. Diggs: The City of Southlake is pleased to inform you that Grapevine Ford of Grapevine Texas is one of three (3) vendors being awarded "RFP1107B200TS110018 Provide Preventative Maintenance and General Repair Services for City of Southlake Vehicles". The award and this agreement are based on your proposal to the City RFP11076200TS110018, copy enclosed. This is a multiple vendor award contract.Your company's portion of the award is attached.This award was approved by the City of Southlake City Council on • I•I The terms and conditions proposed and accepted in this agreement are as follows: Line Items Awarded Line Items Awarded: 11, 12, 13, 17,26,27,28,29,30,31,32,33,34,35,36,39,40,42 Payment Terms: Net 30 days(Unless otherwise noted—such as pre-and/or partial payment) Estimated Quantities: The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing the awarded items exclusively during the term of the contract from the successful vendors. Method of Payment: Shall be made by City procurement card or purchase order Delivery Terms: FOB Destination Delivery Locations: Vendor Delivery or City employee pick-up. Term of Contract: The term of awarded contract shall remain in effect for twelve months from date of award and is eligible for up to four(4)one(1)year annual renewals. City Contact: TIM SLIFKA 817-748-8312 Send all billing to: City of Southlake 1400 Main Street,Suite 440,Accounts Payable Southlake,TX 76092 or via email to accountspayable(5ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal,state,and local sales taxes. All other specifications,terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka Purchasing Manager,CPPB City of Southlake 1400 Main Street,Suite 440 Southlake,Texas 76092 tslifka(cDci.southlake.tx.us Phone:817-748-8312 Fax:817-748-8048 Contract and Award Accept . nn Signed. Date: Attest: Mayor John Terrell son, City of Southlake CitySeeretafy— "������ 1400 Main Street,Suite 440 Southlake,Texas 76092 Appendix B—Proposal SmbM& i CbeddW fr*dekaieirc vaidity of proponQ AReaft S QmWX_ll_ine* 22_}mint be bKbWkd i•de p 'sobmftd Amon:C Cmd"of LMerest Tae=(pie T2,aet re iwclsid lw ie pr*oeal a,MiltaL RFP N A RFP1107B200TS110018 PROVIDE PREVENTATIVE MAINTENANCE AND p`roject GENERAL REPAIR SERVICES FOR CITY OF SOUTHLAKE VEHICLES Submit#al Diet 3:00 P.M.(CM FRIDAY JANUARY 2 2012 City Secretary's Office Submit to 1400 Main Street,Suite 270 TX 76092 81 748-8016 s Lew Namm rj,) Address: (� r - Federal Faq�ioyen Ideati5catleas Nsasbar#x753 x » e i U-r , Go rn ties alae d,bve tie ,,,,,y toe ea a tih Prap"ft lb awrdyn eubadded'sad ester into a eestract em behaffaf tiie Prope,er. P Nmme sod Posifixi of Aodorrabd :L� ftaattue of Authorized Rv+e: . Lg—(day) fL1fYi j uft e (moorlr ) I kwwd of ads Repo*for ftgmala by tie fotlow*means: ❑ Newsma A&afi=mcnt K City E-mm1 No6fication ❑ smadake welmite ❑ Cold Call to City ❑ maw)&a Copy ❑ (tber City of See}tihke - RFP1107WWSHM1S - Page 11 of 23 i Appendix B—Propmal(—Ar.-d) L RE EIRED PROPOSAL MFORAATION. I1V ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE,AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY,PROPOSER MMT SUMAUT ALL OF THE FOLLOWING INFORIWATTON: 1. Proposed Products and/or Services A. Em&g or Service Description: Proposers sbould utilise this section to describe the technical aspects, capabilities, features and options of the product and/or service proposed m accordance with the regaired Scope of Services as identified in Appeodi K A. Proextionat titaadme, brochures,or other technical iafonmalion may be used. B. Additional U Dom: Proposers should also include in flus section a detailed description of what addihoual hardware and/or software, if any,would be required by the City in order to fully utilize the goods and/or services proposed. C. Guarantees and warranties: Each Proposer shall submit a complete copy of any warranties or guarantees provided by the manufacturer or Proposer with the Proposal sabamitt+ed. D. Proxxt Schedule/Delivery Date: Proposer mud provide a project schedule noting all projected completion dates for segownts of the Project,froar start-up to ocanpiction,and all delivery dates for goods covered by the RFP. The Proposal must show the number of days required to deliver and install the product or equipment alter the receipt of the City's Purchase Order. 2. Cost of Proposed Products and/or Service A. Prig: Pricing shall reflect the fall Scope of Services Wined herein, inclusive of all associated cost for delivery,labor,insn<auce,taxes,overhead,and pro& B. of Pricing Proposer shall quote unfit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: hem#. of Product or Service Umlt.Cat Per Service 1. Ford F-150 Series Vehide Uukaded Fad 2WD Per Svc PM Level A per Scope of Services S Per Svc PM Level C per Scope of Services S n 2. Ford F-150 Series Vehide Unkaded Fad 4WD Per Svc PM Level A per Scope of Services S Q$� Per Svc PM Level C per Scope of Services $ 3. Ford F-250 Series Vehicle Unleaded Fuel 2WD Per Svc PM Level A per Scope of Services S Per Svc PM Level C pa Scove of Services S3 q qO U 4. Ford F TSO Series Vehicle Unleaded Fad 4WD Per Svc PM Level A per Scope of Services S CI Per Svc PM Level C per Scope of Services S U 5. Ford F-250 Series Veiide Died Fad 2WD Per Svc PM Level A per Scope of Servicers S D D Per Svc PM Level C.per Scope of Services S 410 9 , 00 City of somislce - BFFI M128YT8118618 - Page 12 of 23 6. Ford F 250 Series Vehide Diesd Fud 4WD Per Svc PM Level A pa Scope of Services S nU Per Svc PM Level C per Scope of Services S 7. Ford F-350 Series Vehicle Diesel Fud 2WD Per Svc PM Level A per Scope of Services $ lv 00 Per Svc PM Level C M Scopc of Services $ 00 & Ford F-350 Series Vehicle Diesel Fuel 4WD Per Svc PM Level A pa ScWe of Services S v Per Svc PM Level C pa SCOW of Services $ v 9. Ford F450 Series Vehide Diesd Fud 2WD Per Svc PM Level A per ScWc of Services S u 4 Per Svc PM Level C per Scope of Services $ 10. Ford F450 Series Vehicle Dmd Fad 4WD Per Svc PM Level A pa Scope of Services S D PerSvc PM Level C per Scope of Services S o U 11. Ford F-550 Series Vehide Diesd Fuel Per Svc PM Level A per Scope of Services $ 149, 00 Per Svc PM Level C pa Scope of Services $ v d 12. Ford F-650 Series Diesd Fad Per Svc PM Level A per Scope of Services S O U Per Svc PM Level C per Scope of Services S #6 91 O [� 13. Ford F 750 Series Vehicle Dmd Fad Per Svc PM Level A per Scope of Services $ 169 , 00 Per Svc PM Level C per Scope of Services S O 14. Ford Freestar Mmi-Van Unleaded Fad Per Svc PM Level A per Scope of Services Per Svc PM Level C pa§CM2E of Services S o 15. Ford Escape Unleaded Fad 2WD Per Svc PM Level A per Scopc of Services $ Per Svc PM Level C per Scope of Services $ D 0 16. Ford Escape Unleaded Fud 4WD Per Svc PM Level A per§M of Services $ .5` Per Svc PM Level C pa Scope of Services $ O Q 17. Ford Hybrid Unkaded Fad Pea Svc PM level A of Services $ ' Per Svc PM Level C va Scope of Services is t9 D City of Sm*btke - RFP1197B2W7S11N18 Page 13 of 23 I& Ford Explorer Unleaded Fad 2WD Per Svc PM Level A per Scope of Services Slog 1,95- Per Svc PM Level C per ScMe of Services S D (� 19. Ford Explorer Unlet Fad 4WD Per Svc PM Level A per Scope of Services S , Per Svc PM Level C per Scope of Scrvices S . 0 0 Ford E-150 throw E-350 Series Van Unleaded 20. Fuel Per Svc PM Level A per Soope of Services S , Per Svc PM Level C per Scope of Samces S O 2L Ford E-350 Series Van Chassis Diesel Fad Per Svc PM Level A W Scope of Services $ 9' '6 J Per Svc PM Level C.per Scope of Services S a v 22. Polios Vehide Unleased Feel Per Svc PM Level A per Scope of Services Per Svc PM Level C per Scope of Services S 23- Reft Maomm Pelice Vehide Unleaded Fad Per Svc PM Level A pa Scope of Services $ , Per Svc PM Level C per SM of Services $ , O 24. Chevrolet Tahee Police Vemen Unleaded Fad Per Svc PM Level A per Scope of Services S Per Svc PM Level C pa Scope of Services S U 25. Chevrolet Tahoe 4x4 Unleaded Fud Per Svc PM Level A per Scope of Services $ to 9, Per Svc PM Levet C pa Scope of Services S o o 26. Chevrolet 23 P Baa Unleaded Fad Per Svc PM Level A per Scope of Services S Per Svc PM Levet C per Scope of Services S , 27. GMC TC6C042 Diesel Fad Per Svc PM Level A per ScW of Services S d C� Per Svc PM Level C per Scope of Services $ D 28. GMC C7500 Series Dwsd Fuel Per Svc PM Level A per Scope of Services S 42 1) Per Svc PM Level C per Scope of Services S O a City of$outilakc - RM107B2W811/018 - Page 14 of 23 29. Inlermttieoal Track 4400 Series Diesel Fud Per Svc PM Level A per Scope of Services $ C� Per Svc PM Level C per Scope of Services S O C) 30. 1 lermitiemd Track 7400 Series Diesel Fad Per Svc PM Level A ver Scope of Services $ , D Per Svc PM Level C per Scope of Services S d C) 3L Peldfik 357 Series Dmp Track Diad Fad Per Svc PM Level A per Scope of Services $ . o v Per Svc PM Level C per Scope of Services $ O U 32. Toyota C Unleaded Fad Per Svc PM Level A per Scope of Services S Per Svc PM Level C IS Sco of Services S ADDITIONAL SERVICES Saes Ease Puwered Unit PM Services as 33. This shell include labor costs only.Parts and supplies Per Svc shall be additional cost item based on parts and $ S09 o C) supplies cost rate listed below. Labor Only 34. Electric Crane PM Services This shall include labor costs only.Parts and supplies Per Svc shall be additional cost item based on parts and S SC? supplies cost rate listed below. Labor Only 3& Hourly Labor Rabe for'Of Oft'General Repairs Per Hr Ifourly labor rate at vendors location $ 9 1 o d 0 Per Hr Afle r Hears Hourly Labor Rale for`Off-Site' 36. General Repairs Per Hr After Homs hourly labor rate at vendors location $ 0 19 Per Hr Hourly Labor Bate for General Repairs 37. Performed`On-Site'at City Location ,� ! Per Hr Hourly labor rate at City location $ /V Per Hr City of souti<lake - RM 107820018110018 - Pogo 15 of 23 Atter Hann Heady Labor Rale for General 38. Repairs Performed'On-Site'at Chy lAcxiae Per Hr After Hours houdy labor rate at City location S Per Hr Parts and Supplies Coat for General Fleet List Price Minna Repairs.IM Price Minns Pere.List-% % 3 © Discount 39. Discount Pads and Sappges Cost for PM Services for Small List Price Mural EaSiene and Electric Crane Usits.List Prinz Mims _ % Discount 40. Perces List-%Discount Vendor Ve h ide Pick Up and Drop Off Fez Per Rud. Vehide Pick Up and Drop Off Fee for City Vehicles 41. Tjip Per Round Trip S -- p - Other Veeder Cliarres.Please Describe. lal. 11 nit_� 1 i � D Q 42. Per Svc S Other Vender Charges.Please De K ibe. 43. Per Svc S Other Ven"r man Descraw- 44. Per Svc S Other Venier Please DCKrUW. 45. 1 Per Svc S city of Soambke - RM107BZNr UN18 - P9ge 16 of 23 3. Term of Contract and Option to Extend Any contract resulting from On RFP shall be effective for twdve eseaths from daft of awudL The City aatscipates that contract shall be renewed parsnent to the ava7abE*of funds and at the discretion of the City. The following clauses shall be inchided in the contract A tett Clause: R is agreed that City will have the optica to extend the contract for up to four(4) additional years, in one-year intervals.To exercise this option,the City shall serve notice 30 days prior to contract termination or to the end of any one-year extension.The Option to Extend will not be considered if finding is unavailable or if the contractor's past performance is not within the inthtshY standard. B. Fscaiabion Clause: Should mares conditions prevail which dictate an increase, the successful erector may submit documentation requesting permission to increase pricing no later than 30 days after receiving notice from the City of its intent to extend the agreement. Escalation may only occur at the time of renewal and only upon securing the approval of the City in writing.Requests for price adjustments must be solely for the purpose of accommodating an mcresse in the contractor's cost,not profits. Vendors shall show in this quote their acticipmed percent of escalation d7when the option to extend is exercised.. 'The percent quoted will be a minimum. In addition,the percentage proposed will be a factor in determining the best value to the City. It is the average price over the period of the contract that will be the price factor considered in the evaluation of this quote.Quotes in which negative or no escalation is shown will be considered as 0Y.escalation. C. Priced UM E gg If approved by tie City, the Contractor shall modify the rates charged by the Cocdractor to reflect any changes shown in the cove statement delivered to the City. The maxum increase allowed under this provision shall be four percent(4%)per year. The City shall have authority,in its reasonable discretion,to determine the validity of any change in Coatraetor's rtes.City cannot exercise the Option to Extend with any price increases unless fire Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. FIRST ADDITIONAL YEAR(FY 12-13)ESCALATION........................... �D % SECOND ADDITIONAL YEAR(FY 13-14)ESCALATION....................... 6 % THIRD ADDITIONAL YEAR(FY 14.15)ESCALATION % FODRMADDITIONAL YEAR(FY 15.1 ESCALATION......... .............. % ova 004 rX f��GT ,� ..©TL C'�NTinyu�s T 4. Prolwser's Experience I Staff o /nota i A. Project Team: Identify all members of the Proposer's team (including both team members and maasgenumt)who will be providing any services proposed and imclade kfotmation which details their experience. B. Ramove or Remslaoemeet of Staff.Nan assigned staff person neer be removed or replaced for any rearon,the repkc ment person must be approved by City prior to joining the project. C. Busies Establis t State ft number of years the Proposer's bass has been established and operating. If Proposer's business has charged Hames or if the principals operating the busmegs operafe any similar businesses minder names, or have operated any other businesses or charged the legal status or form of the business within tie last five (5) years, all Hames, of predecessor business names, affiliated entities, and previous business entities operated by the principals,if different than present,must be provided; Cit'of Seudda e - RFP1187B20MI10618 - Page 17 of 23 State the nmmber of years experience the business has: and the nmmber of employees: D. PrDia;t Related F-y=ieece: All Proposals most iftC]WC detailed i13fbMM ion that details the Proposer's experience and emwttse in providing the requested services that demonstrates the Proposer's ability to logically plan and complete the requested project 5. Befe renes Proposer shall provide four(4)references where Proposer has pef'ormed similar to or the same types of services as described herein. Reference#1: Client/Company Naeem: D9 vNsT�Nc .S Contact r Ph=: — 9 6793 Email: _�.r r Date an Qd Scope c D of t�Work� � �!o <-cjkipc=� d1i of Thei2 /5a ieNckf q,v Cn�pl��pn f�l►'1 a.vr> )pct COSO ao Reference#2: Client/Company Name: )��S_J4-)/7 P Cantsct N Contact T Phone: Itirl _a F.miail: Date and Scope of work Provided: -�T!-Rrr� trJa1 i W4 JCif� MA) /rl a i N'ta;a o f P fv\ G+N D e pa i RS ©� �, I , 'c d Reference#3: Client/Company Name. © R 2 A 7P vo 'e C.Onuwt11 zE Contact Title• - - L t. 771 A1 iS Phase: : Date and Scope of Work Provided: WpRt�; 'W;4A`�Da� `tY rnntii QSck eS Ve.hic jes , eow p)eati Pr) d— f ,,� OJ CrORD Reference#4: Client/Company Nam: Contact Nam • Contact Ae L Lo -PAC--A17- phone: As =A/ -Phone: $ -, LAa ' is '- a,n Date and Scope of Work Provide(LkAPl e!` w;f!� M 4l�L- �✓ 4 J�,�s s C'a r -i- E _a i 25 p u 4 I t, 7-rk uCS Fe �on,)s 7-Aue til y,�JSpP f ao I?Ppe(R a uD M DN all --rauck5 Lal 0 1vIGQ SCt' City of Soetbfake - RFP1107B2§Ml1Nl8 - Page i8 of 23 6. Trade Secrets araltor Confidential Information Trade Secrets and/or CaoGdcnUiai Formation:This proposal_(does)_(does not)contain trade secrets and/or mal information. if applicable, describe such trade secreta aad confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure. 7. Federal,State and/or Load Iddon Irfformabon A. Centralized Master Bidders List regisftatiaa rmrnber. B. Prime eon HUB/MWBE registration number . N� C. An indi�l acting as a sole proprietor must also enter the Proposer's Social Security Number:# - IL COACT TERMS AND CONDITION& EXCEPT WHERE PROPOSER MAIM SPEaMC EXCEPTION IN THE SUB HTTP.D PROPOSAL,ANY CONTRACT RESULTING FROM THIS RFP WILL CONTAIN TRE FOLLOWING TERMS AND CONDPPIONS� WINCH PROPOSER HEREBY A0ENOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A PROPIOW: 1. Delivers+of Products andlor Services A. Payment Terms Unless otherwise specified in the Scope of Services or oerwm agreed to in writing by the City,payment terms for the City are Net 30 days upon receipt of invoice. B. Why of Products and Services:All products fim ished tunneler this contract shall be warranted to be merchantable and good quality and fit for the purposes inteu ded as described in this Proposal,to the satisfacbm of City and in accordance with the Sans, terms, and coodgioas of the Scope of Services,and all services performed shall be warranted to be of a good and workahanhke quality,in addition to,and not in lien of,any other express written warranties provided. C. Late Delivery or Perftnu acne: If Proposer fails to delis acceptable goods or services within the timeframes established in the Project Schedule,the City shall be authoriimd to perchm the goods or services fium smother sm ce and assess any increase in costs to the defmolting Proposer,who agrees to pay such costs within ten days of invoice. D. Title to Goods and Risk of Loss For goods to be provided by Proposers hereunder,if any,the title and risk of loss of the goods shall not pass to City until City actually receives, takes possession, and accepts the hoods and the insbdiation of such goods,has tested the system,and determined that it is in good and acceptable working order. 2. MRKellaneoas A k4god=Contractor Proposer agrees that Proposer and Proposer's employees and agents;have no employer-mployee relationship with City. Proposer agaves that if Proposer is selected and awarded a cxrttrac� City shall not be responsible for the Federal Insurance Contribution Act (FICA) payments, Federal or State onemployineiit tomes, iocame tax widrholdiag, Wo&as Compmation %smmwce payments, or any other ince payments, tor will City furnish any medical or retirement benefits or any paid vacation or sick leave. B. Assiaaments: The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchumg Mmhager. Such consent shall not relieve the assigner of liability in the event of default by the assigee. City of Sowttilake - RFP1107B2@MII 1@18 - Page 19 of 23 C. Ian: Proposer shall indemnify and save harmless the City against any and all liens and encambraoccs for all labor,goods,and services which may be provided to the City by Proposer or Proposer's vendor(s),and if the City nxpests,a proper release of all liens or satisfawary evidence of freedom from liens shall be delivered to the City. D. Gratuities / Bribee Proposer certifies that no bribes in the form of enent, gifts, or otherwise,were offered or given by the successful Proposer,or its agent or rive,to any City officer,employee or elected tepreseatadye,with respect to this RFP or any contract with the City,and that if any such bribe is found to have been made this shall be grounds for voiding of the contract E. Financial ?_wt IjfiM: Proposer certifies that it has not received compensation from the City to participate in preparing the speed or RFP on which the Proposal is based and acknowledges that this contract may be termisiated and/or payment withheld if this caWmation is inaccurate. F. Reaaimed Licenses:Proposer certifies that he holds an licenses requite by the State of Texas for a provider of the goods and/or services dcscxml>ed by the Scope of Services herein. G. Avb-qM to Subent Prouosal and Enter Cont aci t The person signing ou behalf of Proposer certifies that the sigt>m has and city to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract. H. Compliance i mpA pficable Law: Proposer agrees that the contract will be subject to, and Proposer will strictly comply with, all applicable federal, stale, and local laws, ordinances, rales, and regulations. 3. Finamcial Begoosabfty Provisions A. : The Proposer, consistent with its status as an independent coutrsctrr, shall carry, and shall require my of As subeonuwtors m carry,at least the following insurance in such form,with such companies,and in such amounts(unless odmerwise specM4 as City may require: Worker's Comm and Employer's Liability insurgence, inctud n All States eooe L.1;� Fndorsement, to the ase nt required by federal law and complying with the laws of the State of Texan;, ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad CO1f l;12 t-' Form Property Dmmage, Personal Iryury, Completed Operateorrs/Products Liability, Wib i ?t'zaV=,P tr Premises L.ratbilrty, Medical Payments, Interest of Employees as addidoisal insureds, and Broad Farm General Liability fib,for at least One Million Dollars(x1,000,000) �+ C Q,j s r 3 co t Combined Single Limit Bodily Injury aad Property Damage on an occurrence basis; iii. Conprchensive AutomLiability ir►scuance covering all owned, non-owried or hired 00 V C Q is}7 automobiles to be used by the Com aclor, with cov=W for at least One Million Dollars { DUzV (x1,000,000)Cambiaed Single Limit Bodily Injury and Property Image. C L R Ts FA QT Propow agrees M drfesK ,and bW harms the City,A of its °fficerx, Cotmdi members,ageoft and employees frena said against a R clames, ,mss, demands, per, daunics and times, induding reasonable attwaeys' fees, coact costs and related expenses,arising out of,connected with,or resulting from mW seta or omissions of Proposer or army agent,employee,fir,or supplier of Proposer in the execution or pdformnom of this contrad without regard to whether such persons are ander the direction of City atgdaka or employees. city of soaddake - RM 1A7R MT3111618 - Page 20 of 23 RFP1107B200TS110018 PM & REPAIR FOR CITY OF SOUTHLAKE All services and repairs to be performed at Grapevine Ford Shop, we have all necessary equipment to service all vehicles listed. Storage containers to comply with all Federal, State, and Local Regulations covering the Disposal of all waste fluids, filters and parts that have been replaced. All vehicles to be transported by our staff, we have 4 drivers and a shuttle van that will be used to pick up and drop off vehicles. We plan to be at your facility at 4:00pm the day of scheduled PM service and will pick up 3-4 vehicles to transport to our shop. When a vehicle is completed a driver will return vehicle and, pick up another for service until the vehicles scheduled are completed or out of time for that day. This is the plan for each day, on Saturday we will start at 8:00am with the same process being followed. We plan to run until 10:00pm or 11:00pm, time being dictated by need. All drivers are covered under Grapevine Ford's Insurance. Attached you will find copies of our complete training certifications from Ford with Technicians names showing their expertise in each field. We have 2 Senior Master Technicians John Wilhouse and Andrew Collins We have several Technicians with their Masters in a specific field. Ford has expanded their training program into all fields. They have moved away from ASE training and require that all training be thru Ford. We do have one Technician in the process of updating his ASE That has recently expired, will provide updated certificate when available. Attached Small Equipment PM Inspection Sheet Gas Vehicle PM Inspection Sheet Diesel Vehicle PM Inspection Sheet We believe these Inspections Sheets will work for both the A and C Inspection All parts and fluids will meet or exceed all OEM specifications. Having worked with Fleet and Commercial Customers for the past 6 years we understand the importance of having equipment out of service and doing it right the 15' time. Working with Companies such as Kiewit, KSWRP, Northgate Corporate Floors, Mass Electric, City of Grapevine, DFW Marriot Structured Foundation, City of Coppell.. City of Euless, Pro Tow Wrecker Service and others have given us the experience and knowledge to facilitate maintenance and repairs in accordance with our Customers expectations.