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Item 4E MemoCITY OF SOUTHLAKE MEMORANDUM April 19, 2022 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4E Approve Contract for Preventative Maintenance and General Repair Services for City Vehicles and Equipment to Grapevine Ford Lincoln Action Requested: Approve new contract for preventative maintenance and general repair services for City vehicles and equipment with Grapevine Ford Lincoln. Background Information: The City released a request for proposal in December 2021 and received two submissions. Over 2,000 vendors were notified through our Bonfire bidding platform, 4 vendors provided an intent to bid and there were 26 document takers. The contract provides preventative maintenance and general repair services for City vehicles. Financial Considerations: Costs for City of Southlake preventative maintenance and general repair services are funded through budgeted department maintenance accounts. FY 2021 spend $57,191. 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: Contract documents for Grapevine Ford Lincoln Staff Recommendation: Approve the contract for preventative maintenance and general repair services with Grapevine Ford Lincoln CITY OF SOUTHLAKE March 30, 2022 Grapevine Ford Lincoln 801 E. Hwy 114 Grapevine, Texas 76051 Attn: Mr. Tom Dickson Subject: Contract Award Notification for Preventative Maintenance and Repair Services for City of Southlake Vehicles and Equipment RFP2201 B200TS220001 Dear Mr. Dickson: The City of Southlake is pleased to inform you that Grapevine Ford Lincoln, of Grapevine, Texas, is one of two (2) vendors being awarded "Preventative Maintenance and Repair Services for City of Southlake Vehicles and Equipment RFP2201 B200TS22000 I ". The award and this agreement are based on your proposal to the City, 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 The terms and conditions proposed and accepted in this agreement are as Follows: Line Items Awarded All Items 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 (36) months 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 ail billing to: City of Southlake accountspayable[�7a ci.south Iake.tx.us (preferred) or 1400 Main Street, Suite 420, Accounts Payable, Southlake, TX 76092 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, CPPO, CPPB Purchasing Manager City of Southlake 1400 Main Street, Suite 420 Southlake, Texas 76092 t s l i fkaAc i. so uth lake. tx. us Contract and Award Accepted: Signed: Mayor John Huffman City of Southlake Date: Attest: Amy Shelley, TRMC City Secretary Approved as to Form and Legality: City Attorney Appendix B — Proposal Submittal Cheeklist: (To determine validity of proposal) Appendix B (pages _12_ through _21_) must be included in the proposal submittal Appendix C Conflict of Interest Form (page _21) must be included in the proposal submittal. Form 1295 Certificate of Interested Party must be included in the proposal submittal. See Page _2_. HB 89, SB 252, SB 13, and SB 19 Acknowledgement. See Page _18_. 1 I 1 11 1 ! I I 1 1 { F I I! RFP Number: RFP220IB200TS220001 Project Title: Preventative Maintenance and Repair Services for City of Southlake Vehicles and Equipment Submittal 3:00 P.M. (CST), Friday January 21, 2022 Deadline: Submit Electronically* to: https:Hsouthlake.bonfirehub.com/login Requires email account login and password. Pro oser Informatiion. Pro oser's Le of Name: led- ;1i t.__ e i1_1 -,i7__1L'C: e,: /- 4,�' Address: City, State & 23 = �rj L Federal Employers Identification Number # rr Phone Number: `� , _ 3 •� ] Fax Number: 7 • 3 E-Mail Address: ` C� %= t' N[ r7 L A, c:vG-.� 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 Represe ve: �J�C_ fCStJrt,� d j2f S ¢ J= 1j� �tI Signature of Authorized Representative Signed this _(day) of ftAJ L- A-? y (month), !J�2jyear) City of Southlake - RFP220IB200TS220001 - Page 12 of22 Primary Responses Success: All data is valid! PM Services Fees for Vehicles per Scope of Services Success: All values provided Bid #�-� Ford F-150 Series Vehicle Unleaded/Flex-Fuel $ 59.95 Na $ 59.95 2WD PM Level A Success: All Bid #1-2 Ford F-150 Series Vehicle Unleaded/Flex-Fuel values provided 2WD PM Level C 1 $ 349.00 n-a $ 349.00 Success: All values provided Bid #1_3 Ford F-150 Series Vehicle Unleaded/Flex-Fuel t $ 59.95 n/a $ 59.95 4WD Level A Success: All Bid #1-4 Ford F-150 Series Vehicle Unleaded/Flex-Fuel values provided 4WD Level C $ 349.00 n/a $ 349.00 Success: All Bid #1_5 Ford F-150 Series Police Vehicle Unleaded/Flex- values provided Fuel 2WD Level A $ 59 95 nla $ 59.95 Success: All Bid #1_6 Ford F-150 Series Police Vehicle Unleaded/Flex- values provided Fuel 2WD Level C 1 $ 349.00 n/a $ 349.00 Success: All Bid #1-7 Ford F-250 Series Vehicle Unleaded/Flex-Fuel values provided 2WD Level A 1 $ 59.95 n/a $ 59.95 Success: All Bid #t-$ Ford F-250 Series Vehicle Unleaded/Flex-Fuel values provided 2WD Level C t $ 349.00 Na $ 349.00 Success: Bid #1_9 Ford F-250 Series Vehicle Diesel Fuel 2WD Level All values provided 1 $ 169.00 Na $ 169.00 Ford F-250 Series Vehicle Diesel Fuel 2WD Level Success: All values provided Bid #1_10 1 $ 469.00 Na $ 469.00 All Bid #1_11 Ford F-250 Series Vehicle Diesel Fuel 4WD Level Success: values provided 1 $ 169.00 Na $ 169.00 All Bid #1-12 Ford F-250 Series Vehicle Diesel Fuel 4WD Level Success: values provided C 1 $ 469.00 Na $ 469.00 All Bid #1_13 Ford T-250 Series Vehicle Unleaded Fuel 2WD Success: values provided Level A 1 $ 59.95 Na $ 59.95 Success: All Bid #1-14 Ford T-250 Series Vehicle Unleaded Fuel 2WD 1 Na values provided Level C $ 349.00 $ 349.00 Success: All Bid #1-15 Ford T-350 Series Vehicle Unleaded Fuel 2WD values provided Level A 1 $ 59.95 Na $ 59.95 Success: All Bid #1-16 Ford T-350 Series Vehicle Unleaded Fuel 2WD values provided Level C 1 $ 349.00 na $ 349.00 Success: All Bid #1-17 Ford F450 Series Vehicle Diesel Fuel 2WD Level 1 $ 169.00 Na values provided $ 169.00 Ford F450 Series Vehicle Diesel Fuel 2WD Level Success: All values provided Bid #1_18 1 $ 469.00 Na $ 469.00 Ford F450 Series Vehicle Diesel Fuel 4WD Level Success: All values provided Bid #1-19 1 $ 169.00 Na $ 169.00 Bid #1-20 Ford F-450 Series Vehicle Diesel Fuel 4WD Level 1 $ 469.00 Na Success: All values provided C $ 469.00 Success: All values provided Bid #1-21 Ford F-550 Series Vehicle Diesel Fuel Level A 1 $ 169.00 nla $ 169.00 Success: All values provided Bid #1-22 Ford F-550 Series Vehicle Diesel Fuel Level C 1 Bid #1-23 Ford F-550 23 Passenger Bus Unleaded]Flex-Fuel 1 Success: All values provided Level A Success: All values provided Bid #1-24 Ford F-550 23 Passenger Bus UnleadedtFlex-Fuel 1 Level C Not Bidding to ;y ; + #1-25 Ford F-650 Series Diesel Fuel Level A 1 Not Bidding j i cal #1-26 Ford F-650 Series Diesel Fuel Level C 1 Not Bidding t . i,d #1-27 Ford F-650 Series Unleaded Fuel Level A 1 Not Bidding i,, €'E #1-28 Ford F-650 Series Unleaded Fuel Level C 1 Not Bidding a, '?;i-v1 #1-29 Ford F-750 Series Vehicle Diesel Fuel Level A 1 Not Bidding •;�,: ; #1-30 Ford F-750 Series Vehicle Diesel Fuel Level C 1 Success: All values provided Bid #1-31 Ford Escape Unleaded Fuel 2WD Level A 1 Success: All values provided Bid #1-32 Ford Escape Unleaded Fuel 2WD Level C 1 Success: All values provided Bid #1-33 Ford Taurus interceptor Flex Fuel Level A 1 Success: All values provided Bid #1-34 Ford Taurus Interceptor Flex Fuel Level C 1 Success: All values provided Bid #1-35 Ford Explorer Unleaded Fuel 2WD Level A 1 Success: All values provided Bid #1-36 Ford Explorer Unleaded Fuel 2WD Level C 1 $ 469.00 n/a $ 469.00 $ 169.00 n/a $ 169.00 $ 469.00 n/a $ 469.00 $ 59.95 n/a $ 59.95 $ 349.00 n/a $ 349.00 $ 59.95 n/a $ 59.95 $ 349.00 n1a $ 349.00 $ 59.95 n/a $ 59.95 $ 349.00 n/a $ 349.00 Success: All values provided Bid #1-37 Ford Explorer Unleaded Fuel 4WD Level A Success: All values provided Bid #1-38 Ford Explorer Unleaded Fuel 4WD Level C Bid #1�s Ford E-150 through E-350 Series Van Unleaded Success: All values provided Fuel Level A All Bid #1-40 Ford E-150 through E-350 Series Van Unleaded Success: values provided 1 Fuel Level C Success: All values provided Bid #1-41 Ford E-350 Series Van CAhassis Diesel Fuel Level 1 Success: All values provided Bid #1-42 Ford E-350 Series Van CChassis Diesel Fuel Level 1 Not Bidding $:is:i #1-43 Toyota Camry Hybrid Unleaded Fuel Level A 1 Not Bidding Nci #1-44 Toyota Camry Hybrid Unleaded Fuel Level C 1 Not Bidding #1-45 Dodge Charger Police Vehicle Unleaded Fuel 1 Level A Dodge Charger Police Vehicle Unleaded Fuel Not Bidding;;,::; #1-46 1 Level C Chevrolet Tahoe Police Version Unleaded/Flex- Not Bidding °d,:- - #1-47 1 Fuel Level A Chevrolet Tahoe Police Version Unleaded/Flex- NotBidding ;,• _. #1�8 Fuel Level C 1 $ 59.95 n/a $ 59.95 $ 349.00 nla $ 349.00 $ 59.95 n/a $ 59.95 $ 349.00 nla $ 349.00 $ 169.00 nla $ 169.00 $ 469.00 n/a $ 469.00 Chevrolet Tahoe Police Version 4x4 Not Bidding ;, ,r -r #1�g 1 Unleaded/Flex-Fuel Level A Chevrolet Tahoe Police Version 4x4 Not Bidding :7 #1-5o 1 Unleaded/Flex-Fuel Level C Not Bidding 114L,' L„ Ls #1-51 Kenworth T370 Vac Truck Level A 1 Not Bidding >;, +?:: #1-52 Kenworth T370 Vac Truck Level C 1 Not Bidding !'. C; #1-53 International 4400 SBA 6x4 Level A 1 Not Bidding #1-54 International 4400 SBA 6x4 Level C 1 Not Bidding .�, _,. #1-55 Freightliner 114SD Level A 1 Not Bidding #1-56 Freightliner 114SD Level C 1 Not Bidding u•', 8 +a: #1-57 Freightliner 108SD Level A 1 Not Bidding jo„';;;;. c'>, #1-58 Freightliner 108SD Level C 1 Not Bidding N' v z 4 #1-59 Mack GU 713 Dump Truck Level A 1 Not Bidding _., _. #1-60 Mack GU 713 Dump Truck Level C 1 Broom Badger Isuzu Street Sweeper Diesel Level Not Bidding _ . 1*1 61 1 Broom Badger Isuzu Street Sweeper Diesel Level Not Bidding �'!�; '�5+;� #1�2 C 1 Not Bidding #1_63 International M1224 MRAP Level A 1 Additional Services Success: All values provided Bid #2-1 Small Engine Powered Unit PM Services as 1 Required Labor Only Success: All values provided Bid #2-2 Electric Crane PM Services Labor Only 1 IMBidding � #2-3 Hourly Labor Rate for'OffSite' General Vehicle C1_ Repairs Per Hour Bidding �;:'i #2-4 Hourly Labor Rate for `OffSite' General 1 Equipment Repairs Per Hour Not Bidding u ;-;_5 After Hours Hourly Labor Rate for'OffSite' 1 General Vehicle Repairs Per Hour Not Bidding - - #2-6 After Hours Hourly Labor Rate for'OffSite' 1 General Equipment Repairs Per Hour Not Bidding - '' ?-� Hourly Labor Rate for General Vehicle Repairs 1 Performed 'OnSite' at City Location Per Hour Not Bidding #2-8 Hourly Labor Rate for General Equipment Repairs 1 Performed 'On -SW at City Location Per Hour After Hours Hourly Labor Rate for General Not Bidding #2-9 Vehicle Repairs Performed 'OnSite' at City 1 Location Per Hour $ 91.00 n/a $ 91.00 $ 91.00 n/a $ 91.00 After Hours Hourly Labor Rate for General Not Bidding #2-10 Equipment Repairs Performed 'On -Site' at City Location Per Hour Parts and Supplies Cost for General Fleet Success: All values provided Bid #2-11 Repairs. List Price Minus Percentage. List - % Discount Parts and Supplies Cost for PM Services for Success: All values provided Bid #2-12 Small Engine and Electric Crane Units. List Price Minus Percentage. List - % Discount Parts and Supplies Cost for all other Services not Success: All values provided Bid #2-13 specifically listed. List Price Minus Percentage. List - % Discount Vendor Vehicle Pick Up for Service at Vendor Not Bidding ".... #2-14 Location and Delivery to Southlake Facilities Fee (Pre Trip Each Way. May not be required in all cases) Not Bidding q, I: #2-15 Vendor Transport of City Vehicle to Non -City Location Per Mile Not Bidding ;rn.-, az;.._ #2-16 Mobile Alignment Service Light Duty Vehicles 0 0 0 1 1 Not Bidding ',i 1 r; #2-17 Mobile Alignment Service Medium Duty Vehicles 1 Not Bidding a c> „3: a ;s #2-1 a Mobile Alignment Service Heavy Duty Vehicles 1 Not Bidding E. ; �a #2-19 Mobile Alignment Service Heavy Duty Vehicles � .. :1 Tandem Rear Axle -$ 0.30 n/a -$0.30 -$ 0.30 Na -$ 0.30 Additional Vendor Fees Not Listed Not Bidding - s: c #3--1 Additional Vendor Fee Not Specifically Requested Not Bidding i'�-��k%=Sy3_ #3-2 Additional Vendor Fee Not Specifically 1 Requested Not Bidding #33 Additional Vendor Fee Not Specifically Requested Not Bidding > !i= - #34 Available Additional Vendor Items or Fees Not Specifically Listed Not Bidding {,;;,-, mx:g 5 Available Additional Vendor Items or Fees Not Specifically Listed Not Bidding qs, r: ; { #3-6 Available Additional Vendor Items or Fees Not Specifically Listed Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) Appendix B (pages _12_ through _21J must be included in the proposal submittal Appendix C Conflict of Interest Form (page _21J must be included in the proposal submittal. Form 1295 Certificate of Interested Party must be included in the proposal submittal. See Page _2_. HB 89, SB 252, SB 13, and SB 19 Acknowledgement. See Page _18_. r777.. RFP NuRFP2201B200TS220001 Preventative Maintenance and Repair Services for Project Title: Ci of Southlake Vehicles and Equipment Submittal 3:00 P.M. (CST), Friday January 21, 2022 Deadline. Submit Electronically* to: https://southlake.bonfirehub.com/login * Requires email account login and password. Proposer Information: Proposer's Legal Name: Address City, State & Zip Federal Employers Identification Number # Phone Number: E-Mail Address: Proposer Authorization 1, 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: Signature of Authorized Representative: Signed this (day) of (month), (year) City of Southlake - RFP2201B200TS220001 - Page 12 of 22 Appendix B — Proposal (eantinued) 1. 2. 3. 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: 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 Lit il ize 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. 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 Pricins. 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: For this procurement the schedule of pricing is not available in hardeopy. You may access it via the online portal(https://southiake.bonfirehub.com/login). To submit your schedule of pricing, please download the Bid Table and fill it in accordingly per the sample below. For instructions on how to complete Bid Tables, please refer to this article on Sonfire's Support Website. Please note: even if you do not have additional responses, you must download and re - upload the blank document. This is to confirm that you do not require any additional costs. if you have any additional items, please fill out the Additional Responses template accordingly. 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: City of Southinke - RFP2201B200TS220001 - Page 13 of 22 A. Option Clause: It is agreed that City will have the option 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 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. First Additional Year Escalation Percentage ............................................. % Second Additional Year Escalation Percentage ............................................. % 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: ; and the number of employees: 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 - RFP2201B200TS220001 - Page 14 of 22 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: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: Reference #2: Client / Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: Reference #3: Client / Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: Reference #4: Client / Company Name: Contact Name: Contact Title: Phone: Email: Date and Scope of Work Provided: City of Southlake - RFP2201B200TS220001 - Page 15 of 22 6. Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information: This proposal _ (does) T (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 qualities 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: C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security Number: # - - S. 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 vendorsQci.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: Contract #: Description: Primary Contact (Name): Primary Contact Phone Numbers: Home: Secondary Contact (Name): Cell: Secondary Contact Phone Numbers: Home: _ Cell: After Hours emergency opening fee, if applicable: $ City of Southlake - RF'P220I B200-1-S220001 - Page 16 of 22 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 RFP from the successful Proposer. 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 Proposer and be responsible for ensuring full compliance with the RFP specifications. Prior to other governmental entities placing orders, the City will notify the successful Proposer of their intent. Please indicate below if you will permit other governmental entities to purchase from your agreement with the City. [ ) 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: 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 to be merchantable and good quality and fit for the purposes intended as described in this Proposal, 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 - RFP220IB200TS220001 - Page 17 of 22 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 UP 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. I. Compliance with HB 89: Proposer agrees per HB 89 vendor shall not boycott Israel at any time while providing products or services to the City of Southlake. [ ] Yes, we agree [ ] No, we do not agree [ ] N/A J. Compliance with SB 252: Proposer agrees per SB 252 vendor shall not do business with Iran, Sudan or a foreign terrorist organization while providing products or services to the City of Southlake. [ ] Yes, we agree [ ] No, we do not agree K. Compliance with SB 13: Proposer agrees per SB 13 vendor does not boycott energy companies as those terms are defined in the Texas Government Code § 809.001, and will not boycott energy companies during the term of any contract with the City of Southlake. [ ] Yes, we agree [ ] No, we do not agree L. Compliance with SB 19: Proposer agrees per SB 19 vendor does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association as those terms are defined in the Texas Government Code § 2274.001, and that vendor will not so discriminate during the term of any contract with the City of Southlake. [ ] Yes, we agree [ ] No, we do not agree 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; City of Southlake - RFP2201B200TS220001 - Page 18 of 22 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 ($1,000,000) Combined Single Limit Bodily Injury and Property Damage. iv. Garage Keeper's Legal Liability Insurance, with coverage for at least One Million Dollars ($1,000,000) per occurrence or its equivalent on a combined single limit. 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 - RFP220I B200TS220001 - Page 19 of 22 Appendix C — Form CIQ WHO: The following persons must file a Conflict of Interest Questionnaire with the City if the person 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: 1. 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 webs ite. 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 - RFP2201 B200TS220001 - Page 20 of 22 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, Bath Leg., Regular Session. OFFICE USE ONLY This questionnaire is being filed in accordance with Chapter 176, Local Government Code Date Received by a person who has a business relationship as defined by Section 176.001 (1-a) with a local governmental entity and the person meets requirements under Section 176.006(a), By law this questionnaire must be filed with 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 knowingly violates Section 176.006. Local Government Code. An offense under this section is a Class C misdemeanor. 1 Name of person who has a business relationship with local governmental entity. 2 ❑Check this box if you are filing an updateto a previously filed questionnaire, (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate ) 3 Name of local government officer with whom filer has employment or business relationship. Name of Officer This section (item 3 including subparts A, B. C & 0) must be completed for each officer with whom the filer has an employment or other business relationship as defined by Section 176.001(1-a), Local Government Code Attach additional pages to this Form C14 as necessary. A Is the local government officer named in this section receiving or likely to receive taxable income, other than investment ulcolne. from the filel of (tie queshonliaire7 F7Yes 7�No B. Is the filer of the questionnaire receiving or likely to receive taxable income, other than Investment income, [Tom or at the direction of the Iota[ government officer named m this section AND the taxable income is not received from the local governmental entity9 Yes F7No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of 10 percent or morel F7Yes F� No D Describe each employment or business relationship with the local government officer named In this section 4 Signature of person doing business with the governmental entity Date Adopted 0612W2007 ['ity of Southlake - Rl= P220[B200'['S220001 - Page 21 of 22 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 420 Southlake, Texas 76092 Please check all items that apply: ❑ Do not sell the item(s) required ❑ Cannot be competitive ❑ Cannot provide Insurance required ❑ 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 - RFP220IB200TS220001 - Page 22 of 22 Current Vehicles 12-2021 YEAR DEPT MAKE MODEL FUEL ENGINE SIZE VIN # 2019 PD BMW R12RTP Gas WBlOJ6306LZG39785 2019 PD Harley Davidson Electra Glide Motorcycle Gas 1HD1FMP10KB634651 2019 PD Harley Davidson Electra Glide Motorcycle Gas 1HDlFMP17KB634324 2019 PD Harley Davidson Electra Glide Motorcycle Gas 1HDlFMPlXKB634267 2019 PD Harley Davidson Electra Glide Motorcycle Gas 1HDlFMP14KB634619 2013 PD Chevy Tahoe Flex Fuel 1GNLC2E06DR214055 2013 PD Chevy Tahoe Flex Fuel 1GNLC2E04DR214698 2013 PD Chevy Tahoe Flex Fuel 1GNLC2E04DR214751 2014 PD Chevy Tahoe Flex Fuel 1GNLC2E07ER183156 2014 PD Chevy Tahoe Flex Fuel 1GNLC2E09ER188536 2014 PD Chevy Tahoe Flex Fuel 1GNLC2E07ER183187 2014 PD Ford F-150 Flex Fuel 1FTFX1EF9EKD40798 2014 PD Ford Taurus Flex Fuel 1FAHP21-86EG150551 2014 PD Ford Taurus Flex Fuel 1FAHP2182EG148246 2014 PD Ford Taurus Flex Fuel 1FAHP2L80EG148245 2015 PD Ford Taurus Flex Fuel 1FAHP2L8XFG141000 2016 PD Chevy Tahoe 4X4 Flex Fuel 1GNSKDEClGR250583 2016 PD Chevy Tahoe 4X4 Flex Fuel 1GNSKDEC6GR250448 2016 PD Chevy Tahoe 4X4 Flex Fuel 1GNSKDEC2GR251631 2016 PD Chevy Tahoe Flex Fuel 1GNLCDEC9GR254057 2007 PD International MRAP M1224 Diesel 1HTWEADR58J665365 2017 PD Chevy Tahoe 4x4 Flex Fuel 1GNSKDEC8HR201706 2017 PD Chevy Tahoe Flex Fuel 1GNLCDEClHR192185 2017 PD Chevy Tahoe Flex Fuel I 1GNLCDECXHR190709 2017 PD Chevy Tahoe Flex Fuel 1GNLCDEC6HR190688 2017 PD Chevy Tahoe Flex Fuel 1GNLCDEC6HR192019 2017 PD Chevy Tahoe Flex Fuel 1GNLCDEClHR191506 2018 PD Chevy Tahoe Flex Fuel 1GNLCDEC5JR371710 2017 PD Chevy Tahoe Flex Fuel 1GNLCDEC4HR189779 2018 PD Chevy Tahoe Flex Fuel 1GNLCDEC6JR204921 2018 PD Chevy Tahoe Flex Fuel 1GNLCDEC2JR205385 2018 PD Chevy Tahoe Flex Fuel 1GNLCDEC6JR205776 2018 PD Chevy Tahoe Flex Fuel 1GNLCDECXJR206641 2018 PD Chevy Tahoe Flex Fuel 1GNLCDEC4JR205839 2018 PD Chevy Tahoe Flex Fuel 1GNLCDECOJR207328 2008 PD Dodge Charger Gas 3.51 2B3LA43G68H280168 2020 PD Chevy Tahoe 4X4 Flex Fuel 1GNSKDEC6LR294699 2020 PD Chevy Tahoe 4X4 Flex Fuel 1GNSKDEC5LR294581 2020 PD Chevy Tahoe 4X4 Flex Fuel 1GNSKDEC8LR294560 2020 PD Chevy Tahoe 04 Flex Fuel 1GNSKDEC4LR286732 2008 PD Ford Explorer Gas 4.01 1FMEU63E38UB28897 2021 PD Chevy Tahoe Flex Fuel 5.31 1GNSCLEDXMR314471 2009 PD Chevy Tahoe Gas 5.31 1GNEC03039R145056 2021 PD Chevy Tahoe Flex Fuel 5.31 1GNSCLED6MR314354 2009 PD Dodge Charger Gas 5.7L 2B3LA43T99H567261 2009 PD Dodge Charger Gas 5.7L 2B3LA43T59H567256 2009 PD Toyota Camry Hybrid 2.41 4T166461<491.1100137 2009 PD Toyota Camry Hybrid 2.41- 4T1BB46K19U099920 2009 PD Toyota Camry Hybrid 2.41 4T1 BB46K39U098395 2010 PD Ford E350 Box Truck Gas 5.41- 1 FDSE3FLOADA27427 2018 PD Chevy Tahoe Flex Fuel 1GNLCDECXJR368267 2012 PD Ford Explorer Flex Fuel 1 1 FMHK7B82CGB03212 2012 PD Chevy Tahoe Flex Fuel 1GNLC2E07CR188130 2012 PD Chevy Tahoe Flex Fuel 1GNLC2EOOCR188826 2012 PD Chevy Tahoe Flex Fuel 1GNLC2EO6CR186983 2012 PD Chevy Tahoe Flex Fuel 1GNLC2E05CR188806 2012 PD Chevy Tahoe Flex Fuel 1GNLC2EOOCR191290 2012 PD Chevy Tahoe Flex Fuel 1GNLC2E09CR190137 2012 PD Chevy Tahoe Flex Fuel I 1GNLC2E02CR191341 2012 FIRE Chevy Tahoe 4x4 Flex Fuel 1 GNSK2E09CR175894 2018 FIRE Chevy Tahoe 4X4 Flex Fuel 1GNSKDECXJR213443 2008 FIRE Ford F450 Flat Bed Diesel 6.4 1FDXX47R88EE05877 2020 FIRE Ford F550 Brush Truck Diesel 1 FDOW5HT4LEE47976 2011 FIRE Chevy Tahoe Flex Fuel 1GNSK2EO5BR207917 2018 FIRE Chevy Suburban Flex Fuel 1GNSKKEC8JR205538 2014 FIRE Chevy Tahoe Flex Fuel 1GNSK2E06ER204951 2015 FIRE Ford F150 4x4 Flex Fuel 1FTFX1EF9FKD38258 2015 FIRE Chevy Tahoe 4x4 Flex Fuel 1GNSK3EC5FR545498 2011 FIRE Dodge 4500 Ambulance Diesel 3D6WA6EL3BG593763 2015 FIRE Ford F450Ambulance I Diesel 1FDUF4GT3FEA41334 2003 FIRE Ford Fraizer Type -1 Rehab Unit Diesel 1FDXF46P63ED46601 2019 FIRE Ford F450 Ambulance Diesel 1FDUF4GT3KDA10777 2015 FIRE Ford F250 Diesel 1FT7W2BTOFEB89177 2017 FIRE Ford F450 Ambulance Diesel 1FDUF4GT5HDA02866 2015 FIRE Chevy Tahoe 4x4 Flex Fuel 1GNSK3EC4FR545525 2015 FIRE Chevy Tahoe 4x4 Flex Fuel 1GNSK3EC3FR545418 2014 IT Ford Escape Flex Fuel 1FMCUOF75EUD50631 2016 IT Ford T250 Cargo Van Gas 1FTYR1ZG9GKA61635 2007 IT Ford Explorer Gas 1FMEU63E97UB45136 2015 PW WW Ford F150 Flex Fuel 1FTEWlCFXFFA42076 2016 PW W Ford F150 Flex Fuel 1FTEX1CF2GKD34391 2020 PWW Kenworth T370 Diesel 2NKHHJ7X8LM395538 2011 PWW Ford F450 Diesel 6.7L 1FDUF4GT8BEB90588 2012 PW WW Ford F450 Diesel 1FDOW4GT2CEB23498 2008 PWW Ford F750 W/Service Body Diesel 6.7L CUM 300 HP 3FRPW75F68VO75293 2020 PWW Ford F550 W/Service Body Diesel 1FDOW5HT8LED09065 2009 PWW Ford F450 Diesel 6.4L 1FDAW47R79EA32406 2008 STREET Ford F250 Diesel 6.4L 1FTSW20RO8EB34457 2011 PW WW International VAC Truck Diesel 1HTMSAZR2BJ432639 2008 PWW Ford F450 Diesel 6.4L 1FDXF46RX8EE05870 2015 PWW Ford F250Crewcab Diesel 1FT7W2AT8FEB89073 2008 PWW Ford F450 W/Service Body Diesel 6.4L 1FDXW47R98EE05874 2019 PWW Ford F550 W/Service Body Diesel 6.7L 1FDOW5HT8KED95380 2017 PW W Ford Explorer Flex Fuel 1 FM5K7B8XHGB71803 2008 PW WW Ford F550 W/Service Body Diesel 6.4L 1FDAF56RO8EE05873 2019 PW WW Ford F550 W/Service Body Diesel 6.7L 1FDOW5HT1KED95379 2017 PWINSP Ford F-150 Flex Fuel 1 FTFX1 EF4HKC48339 2011 PWW Ford F250 4X4 Diesel 6.7L 1 FT7X2AT2BEB75824 2021 PWW Ford F350 4X4 Service Body Diesel 1FT8X36T2MED51315 2019 PWW Ford F550 W/Service Body Diesel 6.7L 1FDOW5HTXKED95378 2020 PW WW Freightliner 114SD Diesel 1FVAG3FE9LHLH5721 2015 PW WW Ford F250 Diesel 1 FT7W2BT1 FEB89074 2000 STREET Ford F750 Dump Truck Diesel 7.2L CAT 3126E 250 3FDXF75R4YMA42608 2014 PWW Ford F450 Crew Cab Diesel 1FDOW4GT5EEB27659 2016 PWW Ford F250 Pick Up w/servicebody Diesel 1FTBF2ATOGEB62168 2014 PW WW Ford F150 Gas 1FTEX1CM7EKD40795 2005 PW WW Ford F750 Dump Truck Diesel 7.2 CAT C7 3FRXF75S35V107464 2011 PWW Ford F450 Diesel 6.7L 1FDOW4GT9BEB75936 2018 PW WW Freightliner 114SD Diesel 1 FVAG3FE9JHJS 1167 2008 PW WW Ford E350 Box Truck Diesel 6.OL 1FDSE35P38DB19873 2017 PWW Ford F250 Diesel 1FT7W2BT2HEC32873 2020 PWW Ford F150 Flex Fuel 1FTEX1C5XLKD80617 2016 BLD INSP Ford Explorer Gas 1FM5K7B80GGB75938 2011 PW WW Ford F750 Diesel 3FRXF7FC86V120908 2018 PWW Freightliner 114SD Diesel 1FVHG3DV1JHJS1360 2013 PWW Freightliner 108SD Diesel 1FVAG5BS2DHFB4261 2015 PWW Mack GU 713 Dump Truck Diesel 1M2AX04CXFMO26168 2019 BLD MAIN Ford T250 Cargo Van Flex Fuel 1 FTBW2CM6JK622188 2015 PW INSP Ford F150 4 x 4 Flex Fuel 1 FTFX1 EF5FFA42095 2011 PWW Ford F150 Flex Fuel 1FTFXICF8BFB46948 PWINSP Ford F150 Flex Fuel 5.OL 1FTFX1EF4BKD22964 PWW Ford F150 Flex Fuel 1 FTFX1 E58MKD59591 r201 BLD MAIN Ford F250 Ext Cab. 4x4 Diesel 1FT7X2BT7FEC55754 BLD MAIN Ford F150 Pick-up w/Lift Gate Flex Fuel 5.4L 1FTVX12V29KB23218 BLD MAIN Ford E250 Cargo Van Flex Fuel 4.6L 1 FTNE24WX9DA35720 2008 BLD MAIN Ford E250 Cargo Van Flex Fuel 4.6L 1 FTNE24W88DB17248 1995 STREET Ford F650 Dump Truck Gas 1 FDNF70J2SVA09953 2008 STREET Ford F450 Flatbed Dump Diesel 6.4L 1FDXW46R18EB34455 2019 STREET Ford F450 Pickup with Iiftgate Diesel 6.7L 1FT8W4DT3KED85606 2008 STREET Ford F250 Diesel 6.4L 1 FTSX21 RX8EE05875 2019 STREET Ford F250 Pickup with liftgate Diesel 6.7L 1FT7W2BT8KED85605 2008 STREET Ford F450 Flatbed Dump Diesel 6.4L 1FDXW46R38EB34456 2011 STREET Ford F450 Diesel 1FD0W4GT6CEB23407 2013 STREET Freightliner SD180 Diesel 1FVAGOBS7DHFH1994 2012 STREET Ford F2504X4 Diesel 1FT7X2BT3CEB00906 2008 STREET Ford F450 Flatbed Dump Diesel 6.41- 1FDXW46R28EB86046 2013 STREET Ford F550 Diesel 1FDUF5GT5DEA26529 2014 STREET Mack GU713 Dump Truck Diesel 1 M2AX04C9EM021297 2014 STREET Mack GU713 Dump Truck Diesel 1M2AX04C7EM021296 2017 STREET Mack GU713 Dump Truck Diesel 1M2AX07C3JM038134 2009 STREET Ford F-250 Diesel 6.41- 1FTSX21R19EA32405 2008 STREET Ford F750 Water Truck Diesel 7.21- CAT C7 3FRXF75T78V075292 2020 STREET Isuzu Street Sweeper Diesel JALE5W1661-7303047 2020 STREET Kubota Pony Motor Diesel 2007 PLANNING Ford Explorer Gas 1FMEU63E07UB45137 2014 CODE Ford F1504X4 Flex Fuel 1FTEX1CM3EKD40793 2018 CODE Ford F150 Flex Fuel 5.01 1FTEX1C52JKC97437 2018 PWINSP Ford F1504X4 Flex Fuel 5.01 1FTFX1E54JKC97439 2009 CODE Ford F1504X4 Flex Fuel 5.4L 1FTPX14V49FA31560 2017 BLDINSP Ford F150 Flex Fuel 1FTEX1CF9HFA76557 2021 BLDINSP Ford F150 Flex Fuel 1FTFX1E58MFB02861 2009 BLDINSP Ford F150 Flex Fuel 5.41- 1FTRX12V39FA31559 2011 BLDINSP Ford F150 Flex Fuel 1 FTFX1 CF6BFB46947 2011 PARKS Ford F150 Flex Fuel 1FTFXlCFXBF846949 2013 PARKS Ford F250 Diesel 6.7 1FT7W2AT4DEA23985 2008 PARKS Ford F250 4x4 crew Diesel 6.41- 1 FTSX21 RX8EB34459 2020 PARKS Ford F150 Ext Cab 4x4 Flex Fuel 1 FTFX1 ESXLKD80621 2015 PARKS Ford F250 w/Svc Body Diesel 1FTBF2AT4FEB89176 2008 PARKS Ford F250 Diesel 6.41 1 FTSW20R1 8EE05879 2010 PARKS Ford F250 crew w/service body Diesel 6.41 1 FDSX2AROAEA95690 2018 PARKS Ford F150 Flex Fuel 5.01 1FTEX1C50JKC97436 2012 PARKS Ford F450 Diesel 1FDOW4GTOCEB23497 2008 PARKS Ford F250 Diesel 6.41 1FTSW20R28EB34458 2013 PARKS Ford F250 Diesel 6.7 1FT7W2AT6DEA23986 2014 PARKS Ford F150 Flex Fuel 1FTEX1CM5EKD40794 2014 PARKS Ford F250 Diesel 1FT7W2ATOEEB19727 2016 PARKS Ford T350 12 Pass Van Gas 3.5L 1FBZX2CGOGKA56627 2009 Facilities Ford Escape Gas 2.5L 1FMCU02749KA10006 2010 PARKS Chevy BUS Gas 1 GB9G5AG3A1 163608 2020 PARKS Ford F550 Bus Gas 1FDUF5GN4LEC32523 2012 PARKS Ford F150 Flex Fuel 1FTNF1CF7CKD31614 2015 PARKS Ford F150 Crew Cab Flex Fuel 1FTEX1CF8FKE06094 2020 PARKS Ford F150 Ext Cab 4x4 Flex Fuel 1FTFX1E51LKD80622 a 4. 7 Appendix A — Scope of Services Project Title: Preventative Maintenance and Repair Services for City of Southlake Vehicles and Equipment Scope of Services Contact Questions about the technical nature of the Scope of Services, etc. may be directed to TIM SLIFKA, Phone. 817.748.8312, e-mail: tslifka@ci.southlake.tx.us. Special Conditions The following special conditions shall prevail over areas of conflict in previous pages: This proposal does not include fire apparatus. Proposal Evaluation Factors Emphasis Factor 35% Vendor Overall Price for Services 30% Vendor Experience Providing Required Services 30% Vendor Ability to Provide Required Services 5% Vendor Past Experience with City Brand Manufacture Reference The City has determined that any manufacturer's brand defined in the Scope of Services meets the City's product and support need. The manufacturer's reference is not intended to be restrictive and is only descriptive of the type and quality the City desires to purchase. Quotes for similar manufactured products of like quality will be considered if the Proposal is fully noted with the manufacturer's brand name and model. The City reserves the right to determine products and support of equal value, and whether other brands or models meet the City's product and support needs. Key Events Schedule Proposal Release Date Deadline for Submittal of Written Questions Sealed Proposals Due to and Opened by City Anticipated Committee Evaluation Review Date Anticipated City Council Award Scope of Services December 29, 2021 January 12, 2022 Shown on First Page of this RFP February 2022 February 2022 The City of Southlake is seeking proposals from qualified vendor(s) to provide preventative maintenance (PM) services and general repairs for City vehicles and equipment. The City would prefer 'on -site' PM services but realizes without a City shop facility, the available services provided may be limited. The City shall consider vendor transport of City vehicles ('off -site' servicing) to vendor's location for PM and repair services to be performed. The City is also seeking to set repair labor rates and replacement parts pricing discount percentage off of list price as part of this proposal. Proposers should submit their repair service labor rates and replacement parts pricing discount percentage provided as part of this proposal. City of Southlake - RFP220IB200TS220001 - Page 6 of 22 For `on -site' services, vendor shall perform services at multiple locations throughout the City. These locations are all exterior locations and shall vary between concrete, asphalt, dirt and/or gravel. For `off -site' PM services, vendor pick-up and delivery locations shall be located throughout the City. Exact pick-up and delivery locations shall be provided to awarded vendor(s). Vendor may be responsible for pick-up and delivery of City vehicles for PM services and general repairs. At times, City staff may deliver or pick-up vehicles at the City's discretion. Any vendor personnel transporting City vehicles shall have a valid Texas driver's license with required class ification/endorsement for vehicle being operated and have good/clean driving record. Copies of vendor transport personnel driver licenses and driving records shall be furnished to City upon City's request. Additional pick-up and delivery services may be required. These include but are not limited to; delivery of vehicle to specialized vendor for work beyond the scope of services provided by vendor. This service fee shall be listed as a per mile charge in the Schedule of Pricing. Service Times for Preventative Maintenance Services Service times for PM services shall vary. Emphasis shall be given to vendor(s) who will provide after hours or weekend PM services. After hours services shall start after 4:00 PM Monday - Friday and all -day Saturday and Sunday and may include Holidays. Vehicles may be available at other times for PM Service, but the intent is to have vehicles available for City use during regular business hours. Vendor shall indicate when they shall perform PM Services within their submitted proposal. Scheduling of PM Services Vehicles shall be scheduled for PM services according to mileage, hours and/or date, or a combination thereof. Each unit may have its own unique requirements as to scheduling of PM. This may include manufacturer's recommendations and/or City's requirements. City Purchasing Manager or his designee shall be contact person for scheduling PM services. No minimum number of units is guaranteed per `on -site' or 'off -site' PM Service. Multiple units may be scheduled at one time to suit City of Southlake operating requirements. Maintenance schedule shall be coordinated with awarded vendor(s). Individual City departments shall be notified of services required and dates of such services and shall be responsible to ensure vehicles are available to vendor for required services. TWO LEVELS OF PREVENTATIVE MAINTENANCE SERVICES The City has identified two (2) levels of preventative maintenance (PM) services which shall be required of the vendor(s): Level `A' and `C' as defined below. All PM and general repair replacement parts shall meet or exceed Original Equipment Manufacturer (OEM) specifications. Oils, lubricants and other fluids shall meet or exceed OEM specifications and requirements. Level `A' PM Service and Inspection shall consist of, but is not limited to: Oil change, oil filter replacement, lubrication of entire chassis or unit, top off of all fluid levels, check antifreeze protection level, and completion of a standard vehicle inspection report to include inspecting all systems. Vendor shall provide vendor's PM Level `A' inspection report with proposal. Vendor pricing for Level `A' PM Service shall include all costs for the above listed items. Top off of all fluids shall mean all vehicle fluids are topped off to required levels as part of PM Service and shall be included in total cost. No additional fees are City of Southlake - RFP2201B200TS220001 - Page 7 of 22 allowed for Level 'A' PM services. This includes any miscellaneous charges or disposal fees. Vendor cost of Level `A' PM service shall be all inclusive. Diesel Exhaust Fluid (DEF) is not included in top -off fluids and should be priced as per additional parts. Level 'C', or annual PM shall consist of, but is not limited to: All services as listed in Level 'A' PM service, if required (based on mileage, hours or date); plus, replace fuel filter(s), replace coolant filter(s) (if applicable), replace water separator filter (if applicable), complete brake inspection, tire rotation (if applicable), pressure test cooling system and notate protection level, small engine powered unit PM Service (if required), electric crane PM Service (if required) and completion of a standard vehicle PM Level 'C' inspection report for all vehicle systems, including small engine powered units and electric cranes as required. Vendor shall provide their PM Level 'C' inspection report with proposal. Vendor pricing for Level 'C' PM Service shall include all costs for the above listed items. Top off of all fluids shall mean all vehicle fluids are topped off to required levels as part of PM Service and shall be included in total cost. No additional fees are allowed for Level 'C' PM services. This includes any miscellaneous charges or disposal fees. Vendor cost of Level 'C' PM service shall be all inclusive. Diesel Exhaust Fluid (DEF) is not included in top -off fluids and should be priced as per additional parts. Inspection reports for each PM service completed shall be submitted to Purchasing Manager or his designee upon completion of PM Service or within two to three (2-3) days after services have been completed. All units shall be started, and fluid levels checked and topped off after any PM Service has been performed. Vendor shall immediately tag vehicles "Out of Service" if an unsafe or dangerous situation is found and as noted during PM Service inspection. "Out of Service" criteria shall be based on generally accepted Fleet standards. Vendor shall place an "Out of Service" tag within the vehicle describing in detail the reason(s) for the "Out of Service" designation. Vendor(s) shall contact City Purchasing Manager or his designee, during normal business hours, with details once a vehicle is taken out of service. Vendor(s) shall be supplied with 24-hour contact numbers, which are to be used with discretion for after hour concerns or issues which require immediate attention. Small Engine Powered Equipment When any level of PM Service is performed (A or C) on any vehicle which has one (1) or more permanently attached small engine powered units, these small engine powered units shall have a PM service (if required or requested) performed on them. This PM Service shall include, but not be limited to, change engine oil and filter, inspect air filter and replace as required, inspect/replace fuel filter as equipped and overall general unit inspection. The term permanently attached small engine powered unit shall mean any device or apparatus permanently bolted or otherwise attached to a vehicle or piece of equipment which has a small internal combustion engine powering the unit. These units include, but are not limited to, air compressors and welding units. PM services for these units shall be billed as a separate cost item. Regular inspection and topping off of fluids for these units shall be included as part of vehicles 'A' or 'C' PM Service. Please include pricing information for permanently attached small engine powered unit PM Service. Since these types of units shall vary, the pricing listed shall be for labor services only. Parts and fluids used during a full PM Service for small engine powered units shall be billed at stated parts cost. Please include City of Southlake - RFP2201B200TS220001 - Page 8 of 22 vendor PM inspection list for small engine powered units with your proposal submission. These small engine powered units may be unleaded, or diesel fueled. Electric Crane Services Some vehicles are outfitted with electric cranes permanently attached to their service bodies. When any level of PM Service is performed (A or C) on any vehicle which has an electric powered crane attached, this crane equipment shall be inspected to determine if a PM Service is required. PM services for these electric cranes shall include, but not be limited to, fluid changes (if required), overall crane operation, inspection and lubrication of crane and cable, (as required), wiring, connections, batteries (as equipped) and overall general condition. These services shall be billed at a separate rate as listed within Schedule of Pricing. A full crane PM Service should be performed any time a Level 'C' PM Service is completed on the vehicle. Additional Work / Normal Repair Work not identified and/or included in this request for proposals on City of Southlake vehicles shall require 'pre -authorization' by the City Purchasing Manager or his designee. Vendor shall submit an 'estimate' which includes vendor's total charges for such repairs. This 'estimate' may be provided via a phone call, text, fax, scan and/or email to Purchasing Manager or designee. The City will provide authorization or denial of any additional repairs and/or services usually within 24 hours, Monday through Friday and as quickly as possible Saturday and Sunday if notification is received by the City prior to noon. City will provide vendor with a verbal authorization to proceed followed by written authorization, as required, sent to vendor via text, fax and/or email from the Purchasing Manager or his designee. Tires may be included as part of this proposal at City discretion. Cost for additional services should be based on vendor's hourly labor rate and stated parts pricing discounts. If vehicle repair is beyond the scope of services provided by the awarded vendor, transportation to a vendor who can repair the issue may be required. An example of this would be warranty/extended warranty repairs. Vendor, if required, would transport vehicle to and from dealer for warranty work unless authorized to process warranty repairs. Repairs performed by a vendor which are eligible for warranty coverage may not be reimbursed. Vendor shall be responsible to confirm warranty/extended warranty coverage for eligible repairs. City shall determine if vehicle may be sent to another vendor for warranty or additional repairs beyond the ability of initial awarded vendor. Attachment 'A' Vehicle List Vehicle list shall be used solely as a guideline by all Proposers to determine their proposal pricing. Any new vehicle acquisitions and/or deletions will be updated to the City's current vehicle list in a timely fashion. The City reserves the right to add or delete any vehicle to or from its fleet inventory at any time. PM Services for any additional units shall be charged at the rate of a similar unit. If no such similar unit exists, pricing for the additional unit shall be set by mutual agreement between the City and vendor and added to the contract by means of a contract amendment. Vehicle list 'Attachment A' shall provide vehicle model year, manufacturer, model or series, fuel type and vehicle identification number. Vendor shall be responsible for determining requirements for parts and supplies to establish pricing to perform PM services. City of Southlake - RFP2201B200TS220001 - Page 9 of 22 Vendor Qualifications Vendor shall have under their employ and assigned to this contract at least one (1) National Institute for Automotive Service Excellence (ASE) certified technician. Certification should be as Master Technician, but individual area ASE certifications may be accepted. Vendor shall submit ASE certification information for their staff with their proposal. Vendor Service Vehicles for On -Site services Vendor shall indicate in their proposals the number and type of on -site service vehicles they shall utilize for performing services under this contract. This should include, but not be limited to, number of vehicles, model year, vehicle class or model and services available from this unit or units. Vendor service vehicles should be self-sufficient. Utility services, water, electrical, etc... are not available for use at on -site service locations. Anticipated Service Locations for On -Site Services Public Works Facility 1950 E. Continental Blvd - Parking Lot DPS Police/Fire HQ East Facility 600 State Street - Parking Lot Parks Facility 200 Unity Way - Parking Lot Vendor Facility for Off -Site services Vendor shall describe within their proposal their off -site facility to be utilized for performing services under this contract. This should include, but not be limited to, location, number of service bays and services available. Vendor must also provide detailed information of their plan to transport City vehicles including insurance information, hours of work, dedicated staff, etc... Anticipated Vehicle Pick -Up and Drop -Off Locations Public Works Facility 1950 E. Continental Blvd DPS East Facility 600 State Street DPS West Facility 2100 W. Southlake Blvd DPS North Facility 100 E. Dove Road Parks Facility 200 Unity Way Bob Jones Park 3901 N. White Chapel West Parking Garage 3`d Floor 300 Block State Street Environmental Standards Vendor shall comply with all environmental standards specifically required by Federal, State and Local jurisdictions pertaining to PM and repair services. Vendor shall dispose of all waste products generated during PM or repair services and repairs to include, but not be limited to, used oil (all types), used anti -freeze and used oil filters (all types), replaced parts, etc.., according to Federal, State and Local rules and regulations. City of Southlake - RFP2201B200TS220001 - Page 10 of 22 For `on -site' services vendor must explain in detail how all hazardous materials, inclusive of oils, fuels, fluids, lubricants and replacement parts are handled during their disposal process. Vendor PM and Replacement Parts and Supplies All PM and general repair replacement parts shall meet or exceed Original Equipment Manufacturer (OEM) specifications. Oils, lubricants, and other fluids shall meet or exceed OEM specifications and requirements. City of Southlake - RFP220IB200TS220001 - Page 11 of 22 CITY OF SOUTHLRI-�' E 9 City of Southlake REQUEST FOR PROPOSALS Proposal Reference Number: RFP2201 B200TS220001 Project Title: Preventative Maintenance and Repair Services for City of Southlake Vehicles and Equipment Proposal Closing Date: 3:00 P.M.(CST), Friday, January 21, 2022 TABLE OF CONTENTS Tableof Contents................................................................................................................................ Page 1 Request for Proposals (1) Introduction.............................................................................................................................. Page 2 (2) Definitions................................................................................................................................ Page 3 (3) General Information................................................................................................................. Page 3 (4) UP Withdrawals and/or Amendments.................................................................................... Page 3 (5) Estimated Quantities................................................................................................................ Page 3 (6) Proposal Submittal Requirements............................................................................................ Page 3 (7) Proposal Evaluation and Contract Award................................................................................ Page 4 Appendix A — Scope of Services (1) Project Title.............................................................................................................................. Page 6 (2) Scope of Services Contact........................................................................................................ Page 6 (3) Special Conditions.................................................................................................................... Page 6 (4) Proposal Evaluation Factors..................................................................................................... Page 6 (5) Brand Manufacture Reference.................................................................................................. Page 6 (6) Key Events Schedule................................................................................................................ Page 6 (7) Scope of Services..................................................................................................................... Page 6 Appendix B — Proposal (-) Label Format for Submittal Packet's Sealed Envelope........................................................... Page 12 I Required Proposal Information (1) Proposed Product................................................................................................................... Page 13 (2) Cost of Proposed Product....................................................................................................... Page 13 (3) Term of Contract and Option to Extend................................................................................. Page 13 (4) Proposer's Experience / Staff................................................................................................. Page 14 (5) References.............................................................................................................................. Page 15 (6) Trade Secrets and/or Confidential Information...................................................................... Page 16 (7) Federal, State and/or Local Identification Information......................................................... Page 16 (8) Emergency Business Services Contact Notice....................................................................... Page 16 (9) Cooperative Governmental Purchasing Notice...................................................................... Page 17 II Contract Terms and Conditions (1) Delivery of Products and/or Services.................................................................................... Page 17 (2) Miscellaneous........................................................................................................................ Page 17 (3) Financial Responsibility Provisions...................................................................................... Page 18 AppendixC — Form CIQ................................................................................................................ Page 20 Appendix D — No Intent to Submit Form...................................................................................... Page 22 Attachment A — Current Vehicle List.......................................................................................................... City of Southlake - RFP220IB200TS220001 - Page I of 22 Southlake, Texas Request for Proposals Introduction A. Project Overview: The City of Southlake is requesting Proposals with the intent of awarding a contract for the purchase of goods and services contained in Appendix A — Scope of Services. B.Questions: Following are contacts for questions as identified. RFP Clarifications: All questions related to requirements or processes of this RFP should be submitted in writing to the Purchasing Manager identified in section 2 below. ii. Scope of Service Questions: All questions related to the scope of services should be submitted in writing to the contact person(s) noted in Appendix A — Scope of Services. iii. Replies: Responses to inquiries which directly affect an interpretation or effect a change to this RFP will be issued in writing by addendum posted to City website. All such addenda issued by City prior to the submittal deadline shall be considered part of the RFP. The City shall not be bound by any reply to an inquiry unless such reply is made by such formal written addendum. iv. Acknowledgement of Addenda: The Proposer must acknowledge all addenda by signing and returning such document(s) or by initialing appropriate area of the Proposal. C. Notification of Errors or Omissions: Proposers shall promptly notify the City of any omissions, ambiguity, inconsistency or error that they may discover upon examination of this RFP. The City shall not be responsible or liable for any errors and/or misrepresentation that result from the solicitations which are inadvertently incomplete, ambiguous, inconsistent or obviously erroneous. D. Conflict of Interest Questionnaire (Form CIQ): A person or business, and their agents, who seek to contract or enter into an agreement with the City, are required by Texas Local Government Code, Chapter 176, to file a conflict of interest questionnaire (FORM CIQ) which is found in Appendix C. The form must be filed with the City Secretary no later than seven (7) days after the date the person or business begins contract discussions or negotiations with the City, or submits an application, response to a request for proposals or bids, correspondence, or other writing related to any potential agreement with the City. E. Form 1295 Certificate of Interested Parties: In 2015, the Texas Legislature adopted House Bill 1295, which added section 2252.908 of the Government Code. The law states that a governmental entity or state agency may not enter into certain contracts with a business entity unless the business entity submits a disclosure of interested parties to the governmental entity or state agency at the time the business entity submits the signed contract to the governmental entity or state agency. The law applies only to a contract of a governmental entity or state agency that either (1) requires an action or vote by the governing body of the entity or agency before the contract may be signed or (2) has a value of at least $1 million. The disclosure requirement applies to a contract entered into on or after January 1, 2016. Please go to the Texas Ethics Commission webpage (www.ethics.state.tx.us) for full instructions and to complete the required steps for creation of Form 1295. Once the form is completed online, printed, and signed please return the form with your proposal submission. City of Southlake - RFP220IB200TS220001 - Page 2 of 22 2. Definitions Proposal: The signed and executed submittal of the entirety of Appendix B — Proposal. Proposer: The Proposer and the Proposer's designated contact signing the first page of the Proposal. City of Southlake ("City"): The City of Southlake. Texas. City Secretary's Office: The office of the City Secretary of the City. located at 1400 Main Street, Suite #270, Southlake, Texas 76092. PH: (817) 748-8016, Fax.: (817) 748-8270. Pr❑iect: The name of this Request for Proposals as identified on the cover sheet and first page of Appendix A — Scope of Services, Purchasing Manager: The City of Southlake Purchasing Manager is Timothy Slifka CPPO, CPPBB, Phone: (817) 748-8312, E-Mail: tslifka(s ci.southlake.tx.us; Fax (817) 748-80I0. Request for Proposals (RFP): The entirety of this document, including all Appendices and Addenda. Scope of Services: The entirety of Appendix A — Scope of Services. 3. Generallnformation A. Tax Exempt Status: City purchases are exempt from State Sales Tax and Federal Excise Tax. Do not include tax in the Proposal. City will furnish Excise Tax Exemption Certificate upon request. B. Pub[ic Inspection of Protosals: The City strictly adheres to the Texas Public Information Act (Texas Government Code Chapter 552.001, et seq.) and all other governing statutes. regulations, and laws regarding the disclosure of RFP information. Proposals are not available for public inspection until after the contract award. If the Proposer has notified the City, in writing, that the Proposal contains trade secrets or confidential information, the City will generally take reasonable steps to prevent disclosure of such information, in accordance with the Public Information Act. This is a statement of general policy only, and in no event shall the City be liable for disclosure of such infonnation by the City in response to a request, regardless of the City's failure to take any such reasonable steps, even if the City is negligent in failing to do so. 4. RFP Withdrawals and/or Amendments A. RFP Withdrawal: The City reserves the right to withdraw this RFP for any reason. B. RF'P Amendments: The City reserves the right to amend any aspect of this RFP by formal written Addendum prior to the Proposal submittal deadline and will endeavor to notify all potential Proposers that have registered with the City, but failure to notify shall impose no obligation or liability on the City. 5. Estimated Quantities The City does not guarantee to purchase any minimum or maximum quantity but does contemplate purchasing exclusively during the term of the contract from the successful vendor. 5. Proposal Submittal Requirements A. Submittal_Packet —Reg uired Content: All proposals must be submitted electronically. The Proposer must visit https://southiake.bonfirehub.com/login and register. Once registered for this City of Southlake - RFP220IB200TS220001 - Page 3 of 22 complimentary service, the Proposer may submit Proposal Documents electronically by selecting the appropriate Proposal Identification. B. Submittal Deadline: The deadline for submittal of Proposals shall be as identified on page 12 (twelve) of Appendix B-Proposal. It is the Proposer's responsibility to have the Proposal Documents correctly electronically submitted by the submittal deadline. No extensions will be granted and no late submissions will be accepted. C. Proposals Received Late: Proposers are encouraged to submit their proposals as soon as possible. The time and date of receipt as recorded within the Bonfire electronic system shall be the official time of receipt. The City is not responsible for late submission regardless of the reason. Late Proposals will not be considered under any circumstances. D. Alterations or Withdrawals of Proposal Document: Any submitted Proposal may be withdrawn or a revised proposal substituted prior to the submittal deadline. Proposal Documents cannot be altered, amended or withdrawn by the Proposer after the submittal deadline, unless such alteration, amendment or withdrawal notice is approved in writing by the Purchasing Manager. E. Proposal Document Format: All Proposal Documents must be prepared in single-space type, on standard 8-1/2" x I1" vertically oriented pages, numbered at the bottom. The City only accepts electronic submissions via https://southlake.bonfirehub.com/login. Any other format (via telephone, fax, email, etc.) may be rejected by the City at its discretion. F. Validity Period: Once the submittal deadline has passed, any Proposal Document shall constitute an irrevocable bid to provide the commodities and/or services set forth in the Scope of Services at the price(s) shown in the Proposal Document. Such proposal shall be irrevocable until the earlier of the expiration of ninety (90) days from the submittal deadline, or until a contract has been awarded by the City. 7. Proposal Evaluation and Contract Award A. Proposal Evaluation and Contract Award Process: An award of a contract to provide the goods or services specified herein will be made using competitive sealed proposals, in accordance with Chapter 252 of the Texas Local Government Code and with the City's purchasing policy. The City will evaluate all proposals to determine which proposers are reasonably qualified for the award of the contract, applying the anticipated evaluation factors and emphasis to be placed on each factor as identified in the Scope of Services. The City may, at its option, conduct discussions with or accept proposal revisions from any reasonably qualified proposer. The City reserves the right to determine which proposal will be most advantageous to the City. B. Completeness: If the Proposal is incomplete or otherwise fails to conform to the requirements of the RFP, City alone will determine whether the variance is so significant as to render the Proposal non- responsive, or whether the variance may be cured by the Proposer or waived by the City, such that the Proposal may be considered for award. C. Ambiguity: Any ambiguity in the Proposal as a result of omission, error, lack of clarity or non- compliance by the Proposer with specifications, instructions and all conditions shall be construed in the favor of the City. In the event of a conflict between these standard RFP requirements and details provided in Appendix A — Scope of Services or Appendix B — Proposal, the Appendices shall prevail. D. Unit Prices and Extensions: If unit prices and their extensions do not coincide, the City may accept the price most beneficial to the City, and the Proposer will be bound thereby. City of Southlake - RFP220IB200TS220001 - Page 4 of 22 E. Additional Information: City may request any other information necessary to determine Proposer's ability to meet the minimum standards required by this RFP. F. Partial Contract Award: City reserves the right to award one contract for some or all the requirements proposed or award multiple contracts for various portions of the requirements to different Proposers based on the unit prices proposed in response to this request, or to reject any and all Proposals and re -solicit for Proposals, as deemed to be in the best interest of City. G. Terminate for Cause: The occurrence of any one or more of the following events will justify termination of the contract by the City of Southlake for cause: i) The successful proposer fails to perform in accordance with the provisions of these specifications; or ii) The successful proposer violates any of the provisions of these specifications; or iii) The successful proposer disregards laws or regulations of any public body having jurisdiction; or iv) The successful proposer transfers, assigns, or conveys any or all of its obligations or duties under the contract to another without written consent of the City. v) If one or more of the events identified in Subparagraphs G i) through iv) occurs, the City of Southlake may, terminate the contract by giving the successful proposer seven (7) days written notice. In such case, the successful proposer shall only be entitled to receive payment for goods and services provided before the effective date of termination. The successful proposer shall not receive any payment on account of loss of anticipated profits or revenue or other economic loss resulting from such termination. vi) When the contract has been so terminated by the City of Southlake, such termination shall not affect any rights or remedies of the City then existing or which may thereafter accrue. H. Terminate for Convenience: This contract may be cancelled or terminated at any time by giving vendor thirty (30) days written notice. Vendor may be entitled to payment for services actually performed; to the extent said services are satisfactory. City of Southlake - RFP220IB200TS220001 - Page 5 of 22