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Item 4F MemoM E M O R A N D U M January 19, 2021 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4F Approve Contract Renewal for Preventative Maintenance and General Repair Services with Blagg Tire and Service Action Requested: Approve contract renewal for preventative maintenance and general repair services for City vehicles with Blagg Tire and Service. Background Information: The City Council approved the original contract with Blagg Tire and Service on February 21, 2017. The original contract allows two (2), one-year contract renewals at the City’s option. This is the second available renewal. The contract provides preventative maintenance and general repair services for light and medium duty vehicles for the City. No increase 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. FY 2020 spend $137,500. 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 Blagg Tire and Service Staff Recommendation: Approve the renewal of contract for preventative maintenance and general repair services with Blagg Tire and Service. December 28, 2020 Blagg Tire and Service 604 Main Street Grapevine, Texas 76051 Attn: Perry Leonard Subject: Notification of Contract Renewal for Preventative Maintenance Services for City of Southlake Vehicles RFP1608B200TS160018 Dear: Mr. Leonard: The City of Southlake is providing notification of contract renewal, pending City Council approval, for “Preventative Maintenance Services for City of Southlake Vehicles RFP1608B200TS160018”. This renewal shall become effective February 21, 2021, (CC Approval 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. 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. All current terms and conditions remain in effect. The terms and conditions proposed and accepted in this renewal agreement are as follows: 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 RFP 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 420, Accounts Payable Southlake, TX 76092 or Email: accountspayable@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 City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 tslifka@ci.southlake.tx.us Attest: ________________________ Fax: 817-748-8010 Amy Shelley, TRMC City Secretary Contract Renewal Accepted: Signed: ____________________ Date: ______________ Approved as to Form and Legality: Mayor Laura Hill _____________________ City of Southlake City Attorney 1 Timothy Slifka From:pleonard@carconceptsinc.com Sent:Wednesday, December 23, 2020 10:18 AM To:Timothy Slifka Cc:'John Gallagher (Blagg)'; terry.kozich@blaggtire.com; pleonard@carconceptsinc.com Subject:FW: Contract Renewal Information Attachments:Blagg Tire and Service Renewal 2020.pdf Tim, Blagg Tire will continue for 2021 with no changes. Let me know if you have questions. Thanks for your time today. Merry Christmas! Perry Leonard President/COO Car Concepts, LLC 12 DFW Locations to Serve you www.carconceptsinc.com From: Timothy Slifka <tslifka@ci.southlake.tx.us> Sent: Wednesday, December 23, 2020 8:54 AM To: pleonard@carconceptsinc.com Subject: Contract Renewal Information Here is the current contract. Timothy Slifka, CPPO, CPPB Purchasing Manager 1400 Main Street Suite 420 Southlake, Texas 76092 Phone: 817-748-8312 Fax: 817-748-8010 tslifka@ci.southlake.tx.us CityofSouthlake.com * Current Bidding Opportunities * Please take a moment 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 * * Internal Staff Bid Survey * * Vendor Survey - How are we Doing? * SOUTHLAKE ORIGINAL DOCUMENT CITY OF SOUTHLAKE Council Action:ON Ord./Res.No. February 10,2020 Date Approved 1141 Blagg Tire and Service 604 Main Street Grapevine,Texas 76051 Attn: Perry Leonard Subject: Notification of Contract Renewal for Preventative Maintenance Services for City of Southlake Vehicles RFP1608B200TS160018 Dear: Mr. Leonard: The City of Southlake is providing notification of contract renewal, pending City Council approval, for "Preventative Maintenance Services for City of Southlake Vehicles RFP1608B200TS160018". This renewal shall become effective February 21, 2020, (CC Approval date ?'t ) ) 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 requested an increase in labor rates at this renewal. Updated pricing has been included with the renewal.All other terms and conditions remain in effect. The terms and conditions proposed and accepted in this renewal agreement are as follows: 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 RFP DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for 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 420,Accounts Payable Southlake,TX 76092 or Email: accountspayableAci.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. ncerely, tzt p,KE T im Slifka 0 1' Purchasing Manager C 0, CPPB co City of Southlake 0 1400 Main Street, Suite 420VVV Southlake,Texas 76092 i %•.•••• •.•,•*i ` ' ' tslifka@ci.southlake.tx.us i ki1. Fax: 817-748-80 0 Amy ey,TRM..11111>> ` City Secretary Contract Rene l Ac` etc• Signed: , ( `'Date: pa 7-0 fov a t Fo L gality: Mayor Laura Hill City of Southlake City Attorn ELAGG IRF S 12.'711 5FA1 OF 411 W Dallas Road Grapevine, Texas 76051 Perry Leonard 817-454-4183 President/Chief Operating Officer pleonard(&carconceptsinc.com February 1, 2020 Tim Slifka City of South lake Service Contract with City of Southlake & Blagg Tire & Service Tim, in response to your request on the extension of the contract for the next year, Blagg Tire will agree to keep the maintenance services unchanged. We would request a small labor rate increase to fund increased cost in payroll, benefits, etc. Blagg has not requested a price increase since inception in 2016. Blagg does not want to create any disruption with the City other than the increase to the following labor items on the contract: 33. $49.50 New Rate $52. 35. $79.00 New Rate $83 36. $119.50 New Rate $124.00 37. $79.00 New Rate $83. 38. $119.50 New Rate $124.00 Please acknowledge the change and let me know if you need any additional documentation from me. Thanks for the consideration and we appreciate your business. Best Regards, Perry Leonard President/COO Blagg Tire Wholesale 817-454-4183 pleonardcarconceptsinc.com CELL- TM, L ifl SEPL!!E An ESOP Company cm,or ORIGINAL DOCUMENT SOU`rHLAKE CITY OF SOUTHLAKB Council Actio 4' Ord./Res.No. Date Approved February 9, 2017 Blagg Tire and Service 604 Main Street Grapevine,Texas 76051 Attn. Mr Perry Leonard Subject: Contract Award Notification for Preventative Maintenance Services for City of Southlake Vehicles RFP1608B200TS160018 Dear Mr Leonard. The City of Southlake is pleased to inform you that Blagg Tire and Service of Grapevine,Texas is one of two(2)vendors being awarded "Preventative Maintenance Services for City of Southlake Vehicles RFP1608B200TS160018" The award and this agreement are based on your proposal to the City, copy enclosed. This is a multiple vendor award contr ct. Your company's portion of the award is attached.This award was approved by the City of Southlake City Council on Z 2 The terms and conditions proposed and accepted in this agreement are as follows Line Items Awarded All Items as listed 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 thirty six months(36)from date of award and is eligible for up to two(2)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(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, sem' uNse tie SOUTHLA..47/k Tim Slifka, CPPO, CPPB a, AOPurchasingManagerC4 * City of Southlake ni 1400 Main Street, Suite 440 J 41/ k ti— Southlake,Texas 76092 tslifkaa(.ci.southlake.tx.us Attest: ..j10/1"CV yJ ti.iwe>f:JO Lori Payne,TRMC Contract and A Accepted: City Secretary Signed:di Date 2l2-iii ero d a o Fo an lity. Mayor Laura Hill City of Southlake City Attorn Appendix B— Proposal Submittal Checklist: (To determine validity of proposal) Appendix B(pages_12_through_25J must be included in the proposal submittal Appendix C Conflict of Interest Form(page_25j must be included in the proposal submittal. Form 1295 Certificate of Interested Party must be included in the proposal submittal.See Page 2 Item I.E. All proposals submitted to the City of Southlake shad include this page_with the submitted Proposal.:. RFP Number: RFP1608B200TS160018 Project Title: Preventative Maintenance Services for City of Southlake Vehicles Submittal Deadline:3:00 P.M. (CST), Friday December 9, 2016 Submit electronically* to: www.securebidusa.com Requires email account login and password. Proposer Information: Proposer's Legal Name: Blagg Tire&Service Address: 604 S Main Street City,State&Zip Grapevine,Texas 76051 Federal Employers Identification Number# 1-75-1458621 Phone Number: 817-481-4578 Fax Number: ' 817-481-2366 E-Mail Address: pleonard@carconceptsinc.com Proposer Authorization I,the undersigned,have the authority to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Proposer. Printed Name and Position of Authorized Representative: Pe Leonard Pr•sident/COO Signature of Authorized Representative: Perry Leonard 77,1—=--=--- t Signed this 18th (day)of November month), 2016 (year) I learned of this Request for Proposals by the following means: C Newspaper Advertisement City E-mail Notification Southlake Website Cold Call to City Mailed Me a Copy Other SecureBid City of Southlake RFP1608B200TS160018 Page 12 of 26 Appendix B—Proposal(continued) REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE,AND TO BE EVALUATED FOR A CONTRACT AWARD BY THE CITY,PROPOSER MUST SUBMIT ALL OF THE FOLLOWING INFORMATION: 1. Proposed Products and/or Services A. Product or Service Description: Proposers should utilize this section to describe the technical aspects, capabilities, features and options of the product and/or service proposed in accordance with the required Scope of Services as identified in Appendix A. Promotional literature, brochures,or other technical information may be used. B. Additional Hardware Descriptions: Proposers should also include in this section a detailed description of what additional 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 submitted. D. Project Schedule/Delivery Date: Proposer must provide a project schedule noting all projected completion dates for segments of the Project,from start-up to completion,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 after the receipt of the City's Purchase Order. 2. Cost of Proposed Products and/or Services A. Pricing: Pricing shall reflect the full Scope of Services defined herein, inclusive of all associated cost for delivery,labor,insurance,taxes,overhead,and profit. B. Schedule of Pricing: Proposer shall quote unit pricing in accordance with the itemized listing of products or contract segments stated in the Scope of Services and using the following format: Item Quantity Description of Product:or Service - Unit Cost_-. 1. Ford F-150 Series Vehicle Unleaded/Flex-Fuel 2WD Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 135.00 2. Ford F-150 Series Vehicle Unleaded/Flex-Fuel 4WD Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 135.00 3. Ford F-250 Series Vehicle Unleaded/Flex-Fuel 2WD Per Svc PM Level A per Scope of Services 338.50 Per Svc PM Level C per Scope of Services 160.00 4. Ford F-250 Series Vehicle Unleaded/Flex-Fuel 4WD Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 160.00 City of Southlake RFP1608B200TS160018 Page 13 of 26 Item Quantity '. Description of Product-or Service Unit Cost- 5. Ford F-250 Series Vehicle Diesel Fuel 2WD Per Svc PM Level A per Scope of Services 95.00 Per Svc PM Level C per Scope of Services 359.00 6. Ford F-250 Series Vehicle Diesel Fuel 4WD Per Svc PM Level A per Scope of Services 95.00 Per Svc PM Level C per Scope of Services 359.00 7. Ford T-250 Series Vehicle Unleaded Fuel 2WD Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 155.00 8. Ford F-450 Series Vehicle Diesel Fuel 2WD Per Svc PM Level A per Scope of Services 95.00 Per Svc PM Level C per Scope of Services 405.00 9. Ford F-450 Series Vehicle Diesel Fuel 4WD Per Svc PM Level A per Scope of Services S 95.00 Per Svc PM Level C per Scope of Services 405.00 10. Ford F-550 Series Vehicle Diesel Fuel Per Svc PM Level A per Scope of Services 95.00 Per Svc PM Level C per Scope of Services 405.00 11. Ford F-650 Series Diesel Fuel Per Svc PM Level Aper Scope of Services NA Per Svc PM Level C per Scope of Services 12. Ford F-650 Series Unleaded Fuel Per Svc PM Level A per Scope of Services NA Per Svc PM Level C per Scope of Services 13. Ford F-750 Series Vehicle Diesel Fuel Per Svc PM Level A per Scope of Services NA Per Svc PM Level C per Scope of Services 14. Ford Escape Unleaded Fuel 2WD Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 140.00 City of Southlake RFP1608B200TS160018 Page 14 of 26 Item tyuanti Description of Product or Service'-Unit Cost 15.Ford Escape Hybrid Unleaded Fuel Per Svc PM Level A per Scope of Services 38 40 Per Svc PM Level C per Scope of Services 140.00 16. Toyota Camry Hybrid Unleaded Fuel Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 135.00 17.Ford Taurus Interceptor Flex Fuel Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 135.00 18.Ford Explorer Unleaded Fuel 2WD Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 135.00 19.Ford Explorer Unleaded Fuel 4WD Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 135.00 20. Ford E-150 through E-350 Series Van Unleaded Fuel Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 155.00 21. Ford E-350 Series Van Chassis Diesel Fuel Per Svc PM Level A per Scope of Services 95.00 Per Svc PM Level C per Scope of Services 375.00 22. Dodge Charger Police Vehicle Unleaded Fuel Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 135.00 23. Dodge Magnum Police Vehicle Unleaded Fuel Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 135.00 24. Chevrolet Tahoe Police Version Unleaded/Flex-Fuel Per Svc PM Level A per Scope of Services S 38.50 Per Svc PM Level C per Scope of Services 150.00 City of Southlake RFP1608B200TS160018 Page 15 of 26 Item :Quantity Description of Product or Service Unit Cost 25. Chevrolet Tahoe Police Version 4x4 Unleaded/Flex-Fuel Per Svc PM Level A per Scope of Services 38.50 Per Svc PM Level C per Scope of Services 150.00 26. Chevrolet 23 Passenger Bus Unleaded Fuel Per Svc PM Level A per Scope of Services 60.00 Per Svc PM Level C per Scope of Services 180.00 27. GMC TC6C042 Diesel Fuel Per Svc PM Level A per Scope of Services NA Per Svc PM Level C per Scope of Services 28. GMC C7500 Series Diesel Fuel Per Svc PM Level A per Scope of Services S NA Per Svc PM Level C per Scope of Services 29. International 7400 Series Vacuum Truck Diesel Fuel Per Svc PM Level A per Scope of Services NA Per Svc PM Level C per Scope of Services 30.Freightliner 108SD Vacuum Truck Diesel Fuel Per Svc PM Level A per Scope of Services NA Per Svc PM Level C per Scope of Services S_ 31. Mack GU 713 Dump Truck Diesel Fuel Per Svc PM Level A per Scope of Services NA Per Svc PM Level C per Scope of Services 32. Isuzu Street Sweeper Diesel Fuel Per Svc PM Level A per Scope of Services S 95.00 Per Svc PM Level C per Scope of Services 369.00 City of Southlake RFP1608B200TS160018 Page 16 of26 Item :Quantity Description.of Product or Service Unit Cost ADDITIONAL SERVICES 33. Small Engine Powered Unit PM Services as Required This shall include labor costs only.Parts and supplies shall Per Svc be additional cost item based on parts and supplies cost 49.50 rate listed below. Labor Only 34. Electric Crane PM Services This shall include labor costs only. Parts and supplies shall Per Svc be additional cost item based on parts and supplies cost 5 49.50 rate listed below. Labor Only 35. Hourly Labor Rate for `Off-Site' General Repairs Per Hr. Hourly labor rate at vendors location S 79.00 Per Hr After Hours Hourly Labor Rate for`Off-Site' General 36. Repairs Per Hr. After Hours hourly labor rate at vendors location 119.50 Per Hr Hourly Labor Rate for General Repairs Performed 37. On-Site' at City Location Per Hr. Hourly labor rate at City location 79.00 Per Hr After Hours Hourly Labor Rate for General Repairs 38. Performed `On-Site' at City Location Per Hr. After Hours hourly labor rate at City location 119.50 Per Hr Parts and Supplies Cost for General Fleet Repairs.List List Price Minus 39. Price Minus Percentage. List- % Discount 0 Discount Parts and Supplies Cost for PM Services for Small List Price Minus Engine and Electric Crane Units.List Price Minus 40. Percentage.List- %Discount 0 Discount Vendor Vehicle Pick Up and Delivery Fee Vehicle Pick-Up and Delivery Fee for Any City Vehicle 41. Each Per Each Way to/from City location to/from Vendor Way location 19.75 Vendor Transport of City Vehicle to Non-City Location Vehicle Delivery Fee for Any City Vehicle From Vendor 42. Per Mile location to Non-City location S 0 Per Mile City of Southlake RFP1608B200TS160018 Page 17 of 26 Item Quantity Description of Product or Service__ Unit Cost 43. Other Vendor Charges.Please Describe. Per Svc NA 44. Other Vendor Charges. Please Describe. Per Svc S NA 45. Other Vendor Charges.Please Describe. Per Svc NA 46. Other Vendor Charges.Please Describe. Per Svc NA 3. Term of Contract and Option to Extend Any contract resulting from this RFP shall be effective for thirty six (36) months from date of award. The City anticipates that contract shall be renewed pursuant to the availability of funds and at the discretion of the City. The following clauses shall be included in the contract: A. Option Clause: It is agreed that City will have the option to extend the contract for up to two(2) 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 funding is unavailable or if the contractor's past performance is not within the industry standard. B. Escalation Clause: Should market conditions prevail which dictate an increase, the successful contractor 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 increase in the contractor's cost,not profits. Vendors shall show in this quote their anticipated percent of escalation if/when the option to extend is exercised. The percent quoted will be a maximum. 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 0%escalation. C. Price Increases Upon Extension: If approved by the City, the Contractor shall modify the rates charged by the Contractor to reflect any changes shown in the comparative statement delivered to the City. The maximum 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 Contractor's rates.City cannot exercise the Option to Extend with any price increases unless the Vendor completes the section of the Quote requesting anticipated percentage of annual escalation. City of Southlake RFP1608B200TS160018 Page 18 of 26 First Additional Year(FY 2020-2021) Escalation 4 Second Additional Year(FY 2021-2022) Escalation 4 4. Proposer's Experience/Staff A. Project Team: Identify all members of the Proposer's team (including both team members and management)who will be providing any services proposed and include information which details their experience. B. Removal or Replacement of Staff: If an assigned staff person must be removed or replaced for any reason,the replacement person must be approved by City prior to joining the project. C. Business Establishment: State the number of years the Proposer's business has been established and operating. If Proposer's business has changed names or if the principals operating the business operate any similar businesses under different names, or have operated any other businesses or changed the legal status or form of the business within the last five (5) years, all names, of predecessor business names, affiliated entities, and previous business entities operated by the principals,if different than present,must be provided; State the number of years' experience the business has: 30yrs ; and the number of employees: 20 D. Project Related Experience: All Proposals must include detailed information that details the Proposer's experience and expertise in providing the requested services that demonstrates the Proposer's ability to logically plan and complete the requested project. City of Southlake RFP1608B200TS160018 Page 19 of 26 5. References Proposer shall provide four(4) references where Proposer has performed similar to or the same types of services as described herein. Reference#1: Client/Company Name: City of Grapevine Contact Name: Contact Title: Mark Zivin Parts Manager Phone: Email: 817-410-3338 Date and Scope of Work Provided: Tires&Service Repair Reference#2: Client/Company Name: Bombardier Transportation Contact Name: Contact Title: Jackie Bracken CARP Supervisor Phone: Email: 972-947-1311 jackie.bracken@rail.bombardier.com Date and Scope of Work Provided: Tires&Service Repair Reference#3: Client I Company Name: DPW Airport Contact Name: Contact Title: Robbie White Purchasing Phone: Email 972-973-6265 rowtute@dfwairport.com Date and Scope of Work Provided: Tires&Service Repair Reference#4: Client/Company Name: Tarrant County Contact Name: Contact Title: Tim Jones purchasing Phone: Email: 817-884-2620 tjones@tarrantcounty.com Date and Scope of Work Provided: Tires&Service Repair City of Southlake RFP1608B200TS160018 Page 20 of26 6. Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This proposal _(does) X (does not) contain trade secrets and/or confidential information. If applicable, describe such trade secrets and confidential information, and the basis for your assertion that such material qualifies for legal protection from disclosure. 7. Federal,State and/or Local Identification Information A. Centralized Master Bidders List registration number: B. Prime contractor HUB/MWBE registration number: NA C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security Number: # NA - 8. Emergency Business Services Contact Notice During a natural disaster, or homeland security event, there may be a need for the City of Southlake to access your business for products or services after normal business hours and/or holidays. The City may request City employee pick up or vendor delivery of product or services. For this purpose,a primary and secondary emergency contact name and phone number are required. It is critical the vendor's emergency contact information remains current City shall be contacted by E- mail with any change to a contact name or phone number of these emergency contacts. Updates may be emailed to vendors ii ci.southlake.tx.us. All products or services requested during an emergency event are to be supplied as per the established contract prices. terms and conditions. The vendor shall provide the fee (pricing) for an after-hours emergency opening of the business, if any. In general. orders will be placed using a City of Southlake procurement card (Master Card) or City issued Purchase Order. The billing is to include the emergency opening fee, if applicable. The contractor shall provide the names, phone numbers and fee (pricing), if any, for an after-hours emergency opening of the business listed below. Business Name: Blagg Tire&Service,Inc. Contract#: 1608B200TS160018 Description: Preventative Maintenance Service for City of Southlake Vehicles Primary Contact(Name): Scott South Primary Contact Phone Numbers: Home: 817-937-2192 Cell: 817-538-3840 Secondary Contact(Name): Perry Leonard Secondary Contact Phone Numbers: Home: 817-337-8231 Cell: 817-454-4183 After Hours emergency opening fee, if applicable:$ 0 City of Southlake RFP1608B200TS160018 Page 21 of 26 9. Cooperative Governmental Purchasing Notice Other governmental entities maintaining interlocal agreements with the City, may desire, but are not obligated, to purchase goods and services defined in this RFB from the successful Bidder. All purchases by governmental entities, other than the City, will be billed directly to and paid by that governmental entity. The City will not be responsible for another governmental entity's debts. Each governmental entity will place their own orders with the successful Bidder and be responsible for ensuring full compliance with the RFB specifications. Prior to other governmental entities placing orders,the City will notify the successful Bidder of their intent. Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. Ix] Yes, Others can purchase No, Only the City can purchase II. CONTRACT TERMS AND CONDITIONS. EXCEPT WHERE PROPOSER MAKES SPECIFIC EXCEPTION IN THE SUBMITTED PROPOSAL,ANY CONTRACT RESULTING FROM THIS RFP WILL CONTAIN THE FOLLOWING TERMS AND CONDITIONS, WHICH PROPOSER HEREBY ACKNOWLEDGES, AND TO WHICH PROPOSER AGREES BY SUBMITTING A PROPOSAL: 1. Delivery of Products and/or Services A. Payment Terms: Unless otherwise specified in the Scope of Services or otherwise agreed to in writing by the City,payment terms for the City are Net 30 days upon receipt of invoice. B. Warranty of Products and Services:All products furnished under this contract shall be warranted tobemerchantableandgoodqualityandfitforthepurposesintendedasdescribedinthisProposal,to the satisfaction of City and in accordance with the specifications, terms, and conditions of the Scope of Services,and all services performed shall be warranted to be of a good and workmanlike quality,in addition to,and not in lieu of,any other express written warranties provided. C. Late Delivery or Performance: If Proposer fails to deliver acceptable goods or services within the timeframes established in the Project Schedule,the City shall be authorized to purchase the goods or services from another source and assess any increase in costs to the defaulting 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 goods and the installation of such goods,has tested the system,and determined that it is in good and acceptable working order. 2. Miscellaneous A. Independent Contractor: Proposer agrees that Proposer and Proposer's employees and agents have no employer-employee relationship with City. Proposer agrees that if Proposer is selected and awarded a contract, City shall not be responsible for the Federal Insurance Contribution Act FICA) payments, Federal or State unemployment taxes, income tax withholding, Workers Compensation Insurance payments, or any other insurance payments, nor will City furnish any medical or retirement benefits or any paid vacation or sick leave. B. Assignments: The rights and duties awarded the successful Proposer shall not be assigned to another without the written consent of the Purchasing Manager. Such consent shall not relieve the assigner of liability in the event of default by the assignee. City of Southlake RFP1608B200TS160018 Page 22 of 26 C. Liens: Proposer shall indemnify and save harmless the City against any and all liens and encumbrances for all labor,goods,and services which may be provided to the City by Proposer or Proposer's vendor(s),and if the City requests,a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise,were offered or given by the successful Proposer, or its agent or representative, to any City officer,employee or elected representative, 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 Participation: Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein. G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract. H. Compliance with Applicable Law: Proposer agrees that the contract will be subject to, and Proposer will strictly comply with, all applicable federal, state, and local laws, ordinances, rules, and regulations. 3. Financial Responsibility Provisions A. Insurance: The Proposer, consistent with its status as an independent contractor, shall carry, and shall require any of its subcontractors to carry,at least the following insurance in such form,with such companies,and in such amounts(unless otherwise specified)as City may require: i. Worker's Compensation and Employer's Liability insurance, including All States Endorsement, to the extent required by federal law and complying with the laws of the State of Texas; ii. Commercial General Liability insurance, including Blanket Contractual Liability, Broad Form Property Damage, Personal Injury, Completed Operations/Products Liability, Premises Liability, Medical Payments, Interest of Employees as additional insureds, and Broad Form General Liability Endorsements,for at least One Million Dollars($1,000,000) Combined Single Limit Bodily Injury and Property Damage on an occurrence basis; iii. Comprehensive Automobile Liability insurance covering all owned, non-owned or hired automobiles to be used by the Contractor, with coverage for at least One Million Dollars 51,000,000)Combined Single Limit Bodily Injury and Property Damage. B. Indemnification: Proposer agrees to defend,indemnify and hold harmless the City,all of its officers, Council members, agents and employees from and against all claims, actions,suits, demands, proceedings, costs, damages and liabilities, including reasonable attorneys' fees, court costs and related expenses,arising out of,connected with,or resulting from any acts or omissions of Proposer or any agent,employee, subcontractor, or supplier of Proposer in the execution or performance of this contract without regard to whether such persons are under the direction of City agents or employees. City of Southlake RFP1608B200TS160018 Page 23 of 26 Appendix C — Form CIQ INFORMATION REGARDING VENDOR CONFLICT OF INTEREST OUESTIONNAIRF WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the pet-son has an employment or business relationship with an officer of the City that results in taxable income exceeding$2,500 during the preceding twelve—month period,or an officer or a member of the officer's family has accepted gifts with an aggregate value of more than$250 during the previous twelve—month period and the person engages in any of the following actions: 1. contracts or seeks to contract for the sale or purchase of property,goods or services with the City, including any of the following: a. written and implied contracts,utility purchases,purchase orders,credit card purchases and any purchase of goods and services by the City; b. contracts for the purchase or sale of real property,personal property including an auction of property; c. tax abatement and economic development agreements; 2. submits a bid to sell goods or services,or responds to a request for proposal for services; 3. enters into negotiations with the City for a contract;or 4. applies for a tax abatement and/or economic development incentive that will result in a contract with the City THE FOLLOWING ARE CONSIDERED OFFICERS OF THE CITY: I. Mayor and City Council Members; 2. City Manager; 3. Board and Commission members and appointed members by the Mayor and City Council; 4. Directors of 4A and 4B development corporations; 5. The executive directors or managers of 4A and 4B development corporations;and 6. Directors of the City of Southlake who have authority to sign contracts on behalf of the City. EXCLUSIONS: A questionnaire statement need not be filed if the money paid to a local government official was a political contribution,a gift to a member of the officer's family from a family member;a contract or purchase of less than$2,500 or a transaction at a price and subject to terms available to the public;a payment for food,lodging, transportation or entertainment; or a transaction subject to rate or fee regulation by a governmental entity or agency. WHAT: A person or business that contracts with the City or who seeks to contract with the City must file a Conflict of Interest Questionnaire"(FORM CIQ)which is available online at www.ethics.state.tx.us and a copy of which is attached to this guideline.The form contains mandatory disclosures regarding"employment or business relationships" with a municipal officer. Officials may be asked to clarify or interpret various portions of the questionnaire. WHEN:The person or business must file: 1. the questionnaire—no later than seven days after the date the person or business begins contract discussions or negotiations with the municipality,or submits an application, responds to a request for proposals or bids,correspondence,or other writing related to a potential contract or agreement with the City;and 2. an updated questionnaire—within seven days after the date of an event that would make a filed questionnaire incomplete or inaccurate. It does not matter if the submittal of a bid or proposal results in a contract.The statute requires a vendor to file a FORM CIQ at the time a proposal is submitted or negotiations commence. WHERE: The vendor or potential vendor must mail or deliver a completed questionnaire to the Finance Department. The Finance Department is required by law to post the statements on the City's website. ENFORCEMENT: Failure to file a questionnaire is a Class C misdemeanor punishable by a fine not to exceed 500. It is an exception to prosecution that the person files a FORM CIQ not later than seven business days after the person received notice of a violation. NOTE:The City does not have a duty to ensure that a person files a Conflict of Interest Questionnaire. City of Southlake RFP1608B200TS160018 Page 24 of 26 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 1491. BOth Leg..Regular Session. OFFICE USE ONLY This questionnaire is being filed in accordance with Chapter 176.Local Government Code Date Recei.cd by a person who has a business relationship as defined by Section 176.00111-a)'r.ith a local governmental entity and the person meets requirements under Section 176.006(a). By law this questionnaire must be filed withith the records administrator of the local governmental entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed See Section 176.006.Local Government Code A person commits an offense if the person knov:'ingly violates Section 176 006. Local Government Code.An offense under this section is a Class C misdemeanor J Name of person who has a business relationship with local governmental entity. Blagg Tire&Service Staff X Check this box if you are filing an update to a previously filed questionnaire. The law requires that you fire an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the onginally filed questionnaire becomes incomplete or inaccurate ) Name of local government officer with whom filer has employment or business relationship. Tim Slifka and other City of Southlake Staff Name of Officer This section (item 3 including subparts A. B. C & D) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section {76001(1-al, Local Government Code Attach additional pages to this Form CIO as necessary A Is the local government officer named in this section receiving or likely to receive taxable income other than investment income from the filer of the questionnaire? Yes X No 6 Is the filer of the questionnaire receiving or likely to receive taxable income,other than investment income from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes I x ( No C Is the filer of this questionnaire employed by a corporation or other business entity with respect to which 'he local government officer serves as an officer or director,or holds an ownership of 10 percent or more? Yes X No D Describe each employment or business relationship with the local government officer named in this section Perry Leonard . .- -Cot "' N/Lib i„ Signature of person doing business with the governmental entity Date Adopted 06129/2007 City of Southlake RFP1608B200TS160018 Page 25 of 26 Appendix D —No Intent to Submit Form If your firm has chosen not to submit a proposal for this procurement,please complete this form and submit to: City of Southlake Purchasing Division,Department of Finance 1400 Main Street,Suite 440 SouthIake,Texas 76092 Please check all items that apply: Do not sell the item(s)required Cannot provide Insurance required Cannot be competitive Cannot provide Bonding required Cannot meet specifications highlighted in the attached Cannot comply with Indemnification request requirement Job too large Job too small Do not wish to do business with the City of Southlake _- Other: Cannot submit electronically Company Name(Please print): Authorized Officer Name(Please print): Telephone: ( ) Fax:( City of Southlake RFP1608B200TS160018 Page 26 of 26 City of Southlake Level "A" Service OK Maintenance Review Work Order Inspection Yes ri No 1 1 VIN# Record Vehicle information Engine Size 2WDt4WD Install Interior Protection Tire Rotation Yes n No n Test Drive(if applicable) Good Recmnc Trans Type Auto Man T. Review maintenance schedule Inspect Wipers and tire fitment Inspect Headlights A/C PIS AIP Perform inspection indicatedL.-, Inspect Bulbs Record findings/review history Inspect Air Filters Make recommendations per MAP Inspect Belts Battery Load Test Uniform Inspection Guide Inspect Hoses Return W/O to appropriate individualInspect&Test Battery Spec Perform service requested Inspect Tires Actual Test Drive Of applicable) Inspect Wheel Bearing Torqued to Vehicle Specification for looseness Specification Inspect Shocks 1 I Drum I Rotor Specs Emp#1 Struts LF RF RR LR Emp#2 Inspect Suspension 1 Spec Inspect Brakes Actual PSI Registration 32nd in Out Condition State Inspection LF Fluids Good Add Recmnd RF Washer Quality Control RR Power Steering RESET LRCoolant/Antifreeze OIL LAMP SP Differential TPMS Transmission QC SIZE Brake Tech# TYPE Oil Signature Exhaust Fluid Description Comments Map Service Categories 1 2 3 4 Map Service Categories 1 PartsiSystem Failure-Senncesreplacement is required now 3 Improve System Performance-Service/replacement suggested 2 Preventative Maintenance-Service/replacement is suggested 4 Diagnostic Procedures-Determines condition/performance of parts/system 4,4) CARCONC-01 NATALIE A`f© CERTIFICATE OF LIABILITY INSURANCE DATE 11/18/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: if the certificate holder is an ADDITIONAL INSURED,the policy(les)must have ADDITIONAL INSURED provisions or be endorsed If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Tammy Mullins Bell Insurance Group AMB 16980 Dallas Parkway INC,No,Eatl: I FAX No): Suite 210 A DRESS tmullinsbellgroup.com Dallas,TX 7524E INSURER(S)AFFORDING COVERAGE 1 NAIC C _ INSURER A:Southem Ins.Company X19216 INSURED INSURER B:Technology Insurance Co 42376 Car Concepts,Inc.,etal I INSURER C: 624 E Pipeline Rd I INSURER 0: Hurst,TX 76053 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTIMTHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.UMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. I« TYPE OF INSURANCE INSD ISWVD POLICY NUMBER I IMMIDOfPOLICYYYYIF I fNIMIDWYOLICY TYY1P I LIMITS A X I COMMERCIAL GENERAL LIABILITY 1 1,000,000 f 1 EACH OCCURRENCE $ I CLAIMS-MAGE ; X OCCUR I DAMAGE TO RENTED 100,000558562309/22/2016109122/2017 I DAPARA? 1I s IMED EXP(Any oneperscnW I S 5,000 I PERSONAL&ADV INJURY •S 1,000,000 GENt AGGREGATE LIMIT APPLIES PER I GENERAL AGGREGATE I S 2,000,000 I PCLICY n/PER& [X 1 LOC f I PRODUCTS-COMI PIOPAGG 15 I—I OTHER: 2,000,000 I I S A AUTOMOBILE LIABILITY I I COMBINED SINGLE LIMIT $1,000,000 1Ed3Plde 0 X ANY AUTO 5585624 t.09/22/2016 09122/2017 BODILY INJURY(Per poison) S OWNED SCHEDULEDt. AUTOSfEE ONLY 1111- 1III AUTOS BODILYpINJURY Per aatdW)_$ 1 X AURTOS ONLY f {AUTOS ONLY I Per e codentDAMAGE I S Is A X 1 UMBRELLA LIAB I X OCCUR I EACH OCCURRENCE S 5,000,000 I EXCESS UAB f CLAIMS MADE 15585625 09/22!2016 09/2212017 AGGREGATE S 5,000,000 DED I XI RETENTION S 10,0001 i I I I$ B WORKERSCOMPENSATIDN I X I PER I I ERS IANDEMPLOYERS'LIABILITY YINZANYPROPRIETORIPARTNERIEXECUTIVE TWC3562874 0912212016 09/22/2017 E.L EACH ACCIDENT {S 1,000,000 OFFlCERIME)M ER EXCLUDED?N 1 N!A 1 mtetory n NI LJ EL.DISEASE-EA EMPLOYES 1'000.000 My .dost oe‘6,I I 1,000,000 DESCRIPTION OF OPERATIONS below i I E.L.DISEASE•POLICY LIMIT 5 I I DESCRIPTION OF OPERATIONS I LOCATIONS f VEHICLES(ACORD 161,Additional Remarks Schedule,may be attached If more spam Is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Cityof SOuthlak@ THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 1400 Main Street#270 Southiake,TX 76092 AUTHORED REPRESENTATIVE l, liAC ACORD 25(2016103) 091988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD