Item 4B Memo)D CITY OF
SOUTHLAKE
MEMORANDUM
February 21, 2012
To: Shana Yelverton, City Manager
From: Sharen Jackson, Director of Finance
Timothy Slifka, Purchasing Manager
Subject: Item 4B Approve a Service Contract for Fleet Preventative Maintenance and
Repair Services to multiple vendors: On -Site Fleet Services, Blagg Tire and
Service and Grapevine Ford.
Action
Requested: Approve multiple contract awards for preventative maintenance and
Repair Services for City Vehicles to On -Site Fleet Services, Blagg Tire
and Service and Grapevine Ford.
Background
Information: In December 2011 the City advertised and released a Request for
Proposal (RFP) to provide preventative maintenance services for all City
fleet. The RFP was sent to 15 vendors, from whom the City Secretary's
Office received four (4) qualified responses.
City staff scored and assessed each submission based on RFP
published evaluation factors, including "Best Value." Once the
evaluations were completed, staff met with each vendor to negotiate final
terms, conditions and pricing.
Due to the critical nature of emergency vehicles, it was determined that
On -Site Fleet Services, our current vendor, would continue to provide
services for our DPS fleet. They offer preventative maintenance and
repair services at our DPS locations minimizing the need to place
emergency vehicles out of commission.
Blagg Tire and Services are recommended for the award for smaller fleet
and light trucks. Their proposal offered the potential to save up to 50% of
the maintenance costs for these types of vehicles. The best option for
our heavier, non - emergency fleet was determined to be Grapevine Ford,
whose proposal estimated a reduction in heavy vehicle maintenance
costs at 2 %.
Financial
Considerations: The fleet maintenance services will be funded through each
department's vehicle maintenance budget for FY 2012 which totals over
$364,000.
Strategic Link: C1 —Achieve the highest standards of safety and security.
B4 — Provide high quality customer service.
B5 — Improve performance of delivery and operational processes.
F2 — Invest to provide and maintain high quality public assets.
Citizen Input/
Board Review: None
Legal Review: None
Alternatives: Reject award recommendation and reissue RFP for services
Supporting
Documents: Proposal document and tabulation form.
Staff
Recommendation: Approve multiple contract awards for preventative maintenance and
repair services to On -Site Fleet Services, Blagg Tire and Service and
Grapevine Ford.
CITY OF SOUTHLAKE DEPARTMENT: I Finance
BID TABULATION FORM PROPOSAL DUE: 1/20/2012
RFP JF: RFP1107B200TS110018
Form Prepared By: Tim Slifka Name of Vendor
ON -SITE FLEET BLASS TIRE AND FIRST VEHICLE
Date Prepared: 1 -27 -2012 SERVICES SERVICE GRAPEVINE FORD SERVICES
NO INTENT: City of Fart
Contact Name: Werth. NO RESPONSE
Contact Number: FROM: Classic Ckavralat, CLS
Sav ercpaviw Dadga,
Physical Address: Wi Egaipmant, K ik Kar,
Taxes Tayata, Unilad
ITEM Description: Raara1 , DPW H-, Dal
Item 1
Ford F -150 Serial Vehicle Unleadd Fuel 2WD
N.Hk T.. Flaat Sanchez,
,74D Mabila Flaat 5arvi-
PM Level A per Scope of Services
$ 81.50
$ 78.00
$ 69.
$ 104.1
HUBS: Narw Paad.
PM Level C per Scope of Services
NO BID
$ 184.50
$ 349.0
$ 141.1
Item 2
Ford F -150 Serial Vehicle Unleadd Fed 4WD
PM Level A per 5oope of Services
$ 81.50
$ 78.00
$ 69.
$ 104.1
PM Level C per Scope of Services
NO BID
$ 184.50
$ 349.0
$ 141.1
Item 3
Ford F -250 Serial Vehicle Unleaded Fual 2WD
PM Level A per Scope of Services
$ 81.50
$ 78.00
$ 69.9
$ 104.1
PM Level C per Scope of Services
NO BID
$ 204.50
$ 349.0
$ 141.1
Item 4
Ford F -250 Serial Vehicle Unleaded F -I 4WD
PM Level A per Scope of Services
$ 81.50
$ 75.00
$ 69.9
$ 104.1
PM Level C per Scope of Services
NO BID
$ 204.50
$ 349.00
$ 141.17
Item 5
Ford F -250 Serial Vehicle Diesel Fuel 2WD
PM Level A per Scope of Services
$ 163.00
$ 134.50
$ 169.0
$ 140.1
PM Level C per Scope of Services
NO BID
$ 423.50
$ 469.0
$ 177.1
Item 6
Ford F -250 Serial Vehicle Diesel Fuel 4WD
PM Level A per Scope of Services
$ 163.00
$ 134.50
$ 169.0
$ 140.1
PM Level C per Scope of Services
NO BID
$ 423.50
$ 469.0
$ 177.1
Item 7
Ford F -550 Series Vehicle Dieul Fud 2WD
PM Level A per Scope of Services
$ 163.00
$ 134.50
$ 169.0
$ 140.1
PM Level C per Scope of Services
NO BID
$ 423.50
$ 469.0
$ 177.1
Item 8
Ford F -950 Series Vehicle Dieu) Fud 4WD
PM Level A per Scope of Services
$ 163.00
$ 134.50
$ 169.00
$ 140.1
PM Level C per Scope of Services
NO BID
$ 434.50
$ 469.00
$ 177.1
Item 9
Ford F -450 Serial Vehicle Dieul Fud 2WD
PM Level A per Scope of Services
$ 192.00
$ 174.50
$ 169.00
$ 140.1
PM Level C per Scope of Services
NO BID
$ 463.50
$ 469.00
$ 177.1
Item 30
Ford F -450 Serial Vehicle Diaul Fual 4WD
PM Level A per Scope of Services
$ 192.00
$ 174.50
$ 169.00
$ 140.1
PM Level C per Scope of Services
NO BID
$ 463.50
$ 469.00
$ 177.1
Item 11
Ford F -550 Serial Vehicle Dieu) Fuel
PM Level A per Scope of Services
NO BID
$ 174.50
$ 169.00
$ 140.1
PM Level C per Scope of Services
NO BID
$ 463.50
$ 469.00
$ 177.1
Item 12
Ford F -650 Series Diesel Fuel
PM Level A per Scope of Services
NO BID
NO BID
$ 169.00
$ 127.6
PM Level C per Scope of Services
NO BID
NO BID
$ 469.00
$ 164.6
Item 13
Ford F -750 Serial Vehicle Dieu) Fuel
PM Level A per Scope of Services
NO BID
NO BID
$ 169.00
$ 182.9
PM Level C per Scope of Services
NO BID
NO BID
$ 469.00
$ 219.9
Item 14
Ford Freestar Mini -Van Unlaadd Fuel
PM Level A per 5oope of Services
$ 81.50
$ 78.00
$ 69.
$ 104.0
PM Level C per Scope of Services
NO BID
$ 184.50
$ 349.0
$ 141.0
Item 15
Ford Escape Unlmdd Fuel 2WD
PM Level A per Scope of Services
$ 102.00
$ 78.00
$ 69.
$ 105.6
PM Level C per Scope of Services
NO BID
$ 197.50
$ 349.0
$ 1426
Item 16
Ford Escape UN-dad Fuel 4WD
PM Level A per Scope of Servi
$ 102.00
$ 78.00
$ 69.
$ 105.6
PM Level C per Scope of Services
NO BID
$ 197.50
$ 349.0
$ 142.6
Item 17
Ford Escape Hybrid Unleadd Fuel
PM Level A per Scope of Services
$ 102.00
$ 78.00
$ 69.
$ 110.7
PM Level C per Scope of Services
NO BID
$ 197.50
$ 349.0
$ 147.7
Item 18
Ford Expl mr Unleadd Fual 2WD
PM Level A per Scope of Services
$ 81.50
$ 78.00
$ 69.
$ 104.0
PM Level C per Scope of Services
NO BID
$ 174.50
$ 349.0
$ 141.
Item 19
Ford ExpI r Unkadad Fud 4WD
PM Level A per Scope of Services
$ 81.50
$ 78.00
$ 69.
$ 104.0
PM Level C per Scope of Services
NO BID
$ 174.50
$ 349.0
$ 141.
Item 20
Ford E -150 through E -350 Series Van Unloaded Fuel
PM Level A per Scope of Services
$ 79.00
$ 77.80
$ 69.
$ 103.7
PM Level C per Scope of Services
NO BID
$ 204.50
$ 349.0
$ 140.7
Item 21
Ford E -350 Series Van Chassis Diasal Fuel
PM Level A per Scope of Services
$ 163.00
$ 134.50
$ 169.0
$ 132.9
PM Level C per Scope of Services
NO BID
$ 423.50
$ 469.0
$ 169.9
Item 22
Dodges Charger Police Vehicle UM-dad Fuel
PM Level A per Scope of Services
$ 81.50
$ 78.00
$ 69.
$ 99.7
PM Level C per Scope of Services
NO BID
$ 174.50
$ 349.0
$ 136.7
Item 23
Dodges Magnum Police Vahick Unkadad Fuel
PM Level A per Scope of Services
$ 81.50
$ 78.00
$ 69.
$ 99.6
PM Level C per Scope of Services
NO BID
$ 174.50
$ 349.0
$ 136.6
Item 24
Chevrolet Tahoe Police V-I.. Unleaded Fuel
PM Level A per Scope of Services
$ 76.00
$ 78.00
$ 69.
$ 99.91
PM Level C per Scope of Services
NO BID
$ 194.50
$ 349.0
$ 136.91
Item 25
Chevrolet Tahoe 4.4 Unlmded Fuel
PM Level A per Scope of Services
$ 76.00
$ 78.00
$ 69.
$ 99.91
PM Level C per Scope of Services
NO BID
$ 194.50
$ 349.0
$ 136.91
Item 26
Chevrolet 23 Passenger Bus Unleaded Fuel
PM Level A per Scope of Services
$ 85.00
$ 99.50
$ 69.9
$ 101.2
PM Level C per Scope of Services
NO BID
$ 234.50
$ 349.0
$ 138.
Item 27
GMC TC6C042 Diesel Fuel
PM Level A per Scope of Services
NO BID
NO BID
$ 191.0
$ 141.3
PM Level C per Scope of Services
NO BID
NO BID
$ 491.0
$ 178.3
Item 28
GMC 07500 Series Diesel Fuel
PM Level A per Scope of Services
NO BID
NO BID
$ 191.0
$ 190.0
PM Level C per Scope of Services
NO BID
NO BID
$ 491.0
$ 227.0
Item 29
Irt. -ti-I Truck 4400 Sark. Dia.el Fuel
PM Level A per Scope of Services
NO BID
NO BID
$ 287.0
$ 237.7
PM Level C per Scope of Services
NO BID
NO BID
$ 687.0
$ 274.7
Item 30
Int- -ti.-I Truck 7400 Sark. Diesel Fuel
PM Level A per Scope of Services
NO BID
NO BID
$ 244.0
$ 237.7
PM Level C per Scope of Services
NO BID
NO BID
$ 557.0
$ 274.7
Item 31
Petarbilt 357 Sarias Dump Truck Diasal Fuel
PM Level A per Scope of Services
NO BID
NO BID
$ 251.0
$ 216.5
PM Level C per Scope of Services
NO BID
NO BID
$ 615.0
$ 253.5
Item 32
Toyota Camry Hybrid Unlaadad Fuel
PM Level A per Scope of Services
NO BID
$ 78.00
$ 69.9
$ 99.1
PM Level C per Scope of Services
NO BID
$ 214.50
$ 295.00
$ 136.1
ADDITIONAL SERVICES
Item 33
Small Engine Powarad Unit PM Services as Required
This shall include labor costs only. Parts and supplies shall be additioml
cost item based on parts and supplies cost rate listed below.
NO BID
$ 49.50
$ 59.0
$ 74.0
Item 34
Electric Crane PM Service.
This shall include labor costs only. Parts and supplies shall be additioml
cost item based on parts and supplies cost rate listed below.
NO BID
$ 49.50
$ 59.0
$ 74.0
Item 35
Hourly Labor Rate for'Off - Site' Ganeneral Repairs
Hourly labor rateat vendors location
NO BID
$ 79.00
$ 91.0
$ 74.0
Item 36
After Hours H-ly Labor Rate for'Off - Site' General Repairs
After Hours hourly labor wteatvendors location
NO BID
$ 119.50
$ 91.0
$ 74.0
Item 37
Hourly Labor Rate for General Repairs Parformad 'On -Site' at City
L-ti..
Hourly labor rateat City lowtian
NO BID
$ 90.50
NO BID
$ 74.0
DID NOT BID ON -SITE
REPAIRS
DID NOT BID ON -SITE
REPAIRS
Item 38
After Hours Hourly Labor Rata for Gen 1 Repairs Performed 'On-
Site at City Location
After Hours hourly labor rot..t City location
NO BID
1 $ 119.50
NO BID
1 $ 74.0
DID NOT BID ON -SITE
REPAIRS
DID NOT BID ON -SITE
REPAIRS
DID NOTFOLLOW
Part. and Supplies Co.t for General Fleet Repair.. List Price Minus
NO BID
0.00%
- 30.00%
REQUESTED PRICING.
Item 39
Percentage. List- %Discount
COST +20%
DID NOTFOLLOW
Parts and Supplies Cost for PM Services far Small Engine and Electric
NO BID
0.00%
- 30.00%
REQUESTED PRICING.
Item 40
Crane Unit.. List Price Minus Percentage. List - % Discount
COST+ 20%
Item 41
Vander Vehick Pick Up and Drop Off Fee
Vehicle Pick Up and Drop Off Fee for City Vehicles Per Round Trip
NO BID
$ 39.50
NO CHARGE
NO CHARGE
Other Vendor Charge.. 2.5 GALLONS OF DEF DIESEL FLUID FOR
Item 42
2011 AND NEWER DIESEL POWERED UNITS AS REQUIRED.
NONE
NONE
$ 13.50
NONE
Item 43
Other Vendor Charge.. Plaaze Describe.
NONE
NONE
NONE
AT COST NO MARK -UP
Item 44
Other Vendor Charge.. Please Describe.
NONE
NONE
NONE
NONE
Item 45
Other Vendor Charge.. Please Describe.
NONE
NONE
NONE
NONE
TOTAL COST FOR PM A SERVICE TO INCLUDE PICK UP AND DROP
OFF FEE IF APPLICABLE. DOLLAR AMOUNT FOR 1 EACH PM A
Item 46
SERVICE FOR EACH VEHICLE TYPE.
$ 2,554.5
$ 2,540.3
$ 4,043.1
$ 4,202.0
DID NOT BID ALL
DID NOT BID ALL PM
ITEMS PM
ITEMS. COST INCLUDES
BID ALL ITEMS
BID ALL ITEMS
SERVICES
$39.50 PICK UP AND DROP
OFF FEE PER VEHICLE
LISTED.
DID NOT BID OFF -SITE
OFF -SITE SERVICES LOCATION
SERVICES
GRAPEVINE
GRAPEVINE
DALLAS
Item 47
3.65 MILES AND 8
5.43 MILES AND 10
23.68 MILES AND 27
MINUTESAWAY
MINUTES AWAY
MINUTES AWAY
TOTAL COST FOR PM C SERVICE TO INCLUDE PICK UP AND DROP
OFF FEE IF APPLICABLE. DOLLAR AMOUNT FOR 1 EACH PM C
DID NOT BID PM C
Item 48
SERVICE FOR EACH VEHICLE TYPE.
SERVICES
$ 6,814.5
$ 13,410.00
$ 5,386.0
DID NOT BID ALL PM C
SERVICES. COST
BID ALL PM C SERVICES
BID ALL PM C SERVICES
INCLUDES $39.50 PICK UP
AND DROP OFF FEE.
TOTAL COST FOR PM A AND PM C SERVICE TO INCLUDE PICK UP
Item 49
AND DROP OFF FEE IF APPLICABLE
$ 2,554.50
$ 9,354.8
$ 174531E
$ 9,588.0
SERVICES AND DID NOT
BID PM C SERVICES AT
DID NOT BID ALL PM A
BID ALL PM A AND PM C
BID ALL PM A AND PM C
ALL
OR PM C SERVICES
SERVICES
SERVICES
Item 50
IFIRST YEAR ESCALATION PERCENTAGE
0.00%
4.00%
6.00%
2.00%
Item 51
SECOND YEAR ESCALATION PERCENTAGE
3.00%
4.00%
6.00%
2.00%
Item 52
THIRD YEAR ESCALATION PERCENTAGE
3.00%
4.00%
6.00%
2.00%
Item 53
FOURTH YEAR ESCALATION PERCENTAGE
3.00%
4.00%
6.00%
2.00%
ON -SITE AND OFF
SITE SERVICES
ON -SITE SERVICES OFF -SITE PM AVAILABLE.
ONLY. NO SERVICES. 50ME ON VENDOR LOCATION
ADDITIONAL REPAIR SITE REPAIR OFF -5ITE REPAIR FOR OFF -SITE
SERVICES. SERVICES. SERVICES ONLY. SERVICES NOT
RENEWAL FEASIBLE FOR
PERCENTAGE LISTED GENERAL REPAIRS
AS 6% - NOT AT THIS POINT.
ALLOWED.
NOTE TO PURCHASING MANAGER:
Request MULTIPLE VENDOR award to ON -SITE FLEET SERVICES, BLAGG TIRE AND SERVICE AND GRAPEVINE FORD for the following reason(s):
Low Bid
Delivery Time X_ Other BEST VALUE AND IN THE BEST INTEREST OF THE CITY
(explain other)
CITY OT
SOUTHLAKE
City of Southlake
REQUEST FOR PROPOSALS
Proposal Reference Number: RFPI107B200TS110018
Project Title: PROVIDE PREVENTATIVE MAINTENANCE AND
GENERAL REPAIR SERVICES FOR CITY OF
SOUTHLAKE VEHICLES
Proposal Closing Date: 3:00 P.M.(CST), FRIDAY JANUARY 20, 2012
TABLE OF CONTENTS
Tableof Contents ................................................................................................. ............................... Page 1
Request for Proposals
(1) Introduction .................................................................... ............................... ........................... Page 2
(2) Definitions ................................................................................. ............................... ................ Page 2
(3) General Information .................................................................................. ............................... Page 3
(4) RFP Withdrawals and /or Amendments .......................... ............................... ........................... Page 3
(5) Proposal Submittal Requirements ............................................................. ............................... Page 3
(6) 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 11
I Required Proposal Information
(1) Proposed Product .................................................................................... ............................... Page 12
(2) Cost of Proposed Product ........................................................................ ............................... Page 12
(3) Term of Contract and Option to Extend .................................................. ............................... Page 16
(4) Proposer's Experience / Staff .................................................................. ............................... Page 16
(5) References .............................................................................................. ............................... Page 17
(6) Trade Secrets and /or Confidential Information ....................................... ............................... Page 18
(7) Federal, State and /or Local Identification Information .......................... ............................... Page 18
II Contract Terms and Conditions
(1) Delivery of Products and /or Services ..................................................... ............................... Page 18
(2) Miscellaneous ......................................................................................... ............................... Page 18
(3) Financial Responsibility Provisions ....................................................... ............................... Page 19
AppendixC — Form CIQ .................................................................................. ............................... Page 20
Appendix D — No Intent to Submit Form ........................................................ ............................... Page 23
Attachment`A' —Vehicle List ....................................................................................... ...............................
City of Southlake - RFP1107B200TS110018 - Page 1 of 23
Southlake, Texas
Request for Proposals
1. 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 and mailed to all parties recorded by City as
having received a copy of the RFP. 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.
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
4270, Southlake, Texas 76092. PH: (817) 748 -8016; Fax: (817) 748 -8270.
Project The name of this Request for Proposals as identified on the cover sheet and first page of
Appendix A — Scope of Services.
City of Southlake - RFP1107B200TS110018 - Page 2 of 23
Purchasing Manager The City of Southlake Purchasing Manager is Timothy Slifka CPPB, PH: (817)
748 -8312, E -Mail: tslifka&ci.southlake.tx.us Fax (817) 748 -8048.
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. General Information
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. Public Inspection of Proposals 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 information 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. RFP 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. Proposal Submittal Requirements
A. Submittal Packet — Required Content Proposer must submit one (1) signed original Proposal and
five (5) copies. This submittal packet shall be submitted in a sealed envelope with a completely
signed and executed page eleven (11) B -1 affixed to the outside of the envelope.
B. Submittal Deadline The deadline for submittal of Proposals shall be as identified on page eleven
11 of Appendix B- Proposal. It is the Proposer's responsibility to have the Proposal correctly
marked and delivered to the City Secretary's Office by the submittal deadline. No extensions will
be granted and no late proposals 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 in the City Secretary's Office shall be the official time of
receipt. The City is not responsible for late delivery of mail or other carrier. Late Proposals will
not be considered under any circumstances.
D. Alterations or Withdrawals of Proposal Any submitted Proposal may be withdrawn or a revised
proposal substituted if a written notice is submitted to the City Secretary prior to the submittal
deadline. Any interlineations, alteration, erasure or other amendment made before the submittal
deadline, must be signed or initialed by the Proposer or the Proposer's authorized agent,
guaranteeing authenticity. Proposals 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.
City of Southlake - RFP1107B200TS110018 - Page 3 of 23
E. Proposal Format All Proposals must be prepared in single -space type, on standard 8 -1/2" x I F
vertically oriented pages, using one side of the paper only. Pages shall be numbered at the bottom.
Entries shall be typed, or legibly written in ink. 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 shall constitute an
irrevocable proposal to provide the commodities and /or services set forth in the Scope of Services
at the price(s) shown in the Proposal on the terms set forth in the Proposal, such proposal to 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.
6. 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.
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
City of Southlake - RFP1107B200TS110018 - Page 4 of 23
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 - RFP1107B200TS110018 - Page 5 of 23
Appendix A — Scope of Services
1.
2.
3.
4.
5.
0
7.
Project Title Provide Preventative Maintenance and General Repair Services for City of
Southlake Vehicles
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: tslifkakci.southlake.tx.us
Special Conditions
The following special conditions shall prevail over areas of conflict in previous pages:
This contract may be awarded to multiple vendors. Various vehicle classes may be
awarded separately.
Proposal Evaluation Factors
Emphasis
Factor
35%
Vendor Overall Cost for Providing Required Services
45%
Vendors Ability to Provide Required Services
10%
Vendors Experience with Like Services
10%
Vendor References
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 Approval Date
Anticipated Contract Start Date
Scope of Services
December 2, 2011
January 4, 2012
Shown on First Page of this RFB
Week of January 23, 2012
February 21, 2012
March 5, 2012
The City of Southlake is seeking proposals from qualified vendor(s) to provide preventative
maintenance (PM) services and general repairs for City vehicles. 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.
City of Southlake - RFP1107B200TS110018 - Page 6 of 23
For `on -site' services, vendor shall perform services at one of three (3) 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 drop -off locations shall be located throughout
the City. Exact pick -up and drop -off locations shall be provided to awarded vendor(s). Vendor
shall be responsible for pick -up and delivery of City vehicles for PM services and general
repairs. At times, City staff may drop -off 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 classification /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.
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 shall 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 are 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 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. Fluid level top off shall mean all fluids are topped off to required
levels as part of PM Service and shall be included in total cost.
City of Southlake - RFP1107B200TS110018 - Page 7 of 23
Level `C', or annual PM will 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.
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 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
City of Southlake - RFP1107B200TS110018 - Page 8 of 23
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
for any additional services not covered under this PM contract. 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 then 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 be required to transport
vehicle to and from dealer for warranty work unless authorized to process warranty
repairs. This service shall be included as part of the original pick -up and drop -off fee if
applicable_ 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 which vendor vehicle may be sent to for
warranty or additional repairs beyond the ability of initial awarded vendor.
Exhibit `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 `Exhibit 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.
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 Tech but individual area certifications may be accepted.
Vendor shall submit ASE certification information for their staff with their proposal.
City of Southlake - RFP1107B200TS110018 - Page 9 of 23
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 400 N. White Chapel - 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 1200 W. Southlake Blvd
Parks Facility 400 N. White Chapel
Bob Jones Park 3901 N. White Chapel
West Parking Garage 3 rd 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.
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 - RFP1107B200TS110018 - Page 10 of 23
Appendix B — Proposal
Submittal Checklist: (To determine validity of proposal)
Appendix B (pages _ll_ through _22_) must be included in the proposal submittal
Appendix C Conflict of Interest Form (page _22, must be included in the proposal submittal.
All proposals submitted to the City of Southlake shall include this page with the submitted
Proposal and affix a copy of this form to the outside of the submittal packet's sealed envelope.
RFP Number: RFP1107B200TS110018
PROVIDE PREVENTATIVE MAINTENANCE AND
Project Title: GENERAL REPAIR SERVICES FOR CITY OF
SOUTHLAKE VEHICLES
Submittal Deadline: 3:00 P.M. (CST), FRIDAY JANUARY 20, 2012
City Secretary's Office
Submit to: 1400 Main Street, Suite 270
Southlake, TX 76092
817 748 -8016
Proposer Information:
Pro poser's Legal Name:
Address:
City, State & Zi
Federal Employers
Identification Number #
Phone Number:
Fax Number:
E -Mail Address:
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:
Signature of Authorized Representative:
Signed this (day) of (month), (year)
I learned of this Request for Proposals by the following means:
❑ Newspaper Advertisement
❑ Southlake Website
❑ Mailed Me a Copy
❑ City E -mail Notification
❑ Cold Call to City
❑ Other
City of Southlake - RFP1107B200TS110018 - Page 11 of 23
Appendix B — Proposal (continued)
I. REQUIRED PROPOSAL INFORMATION IN ORDER FOR A PROPOSAL TO BE
CONSIDERED COMPLETE, AND TO BE EVAL DATED 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 Per Service
1.
Ford F -150 Series Vehicle Unleaded Fuel 2WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
2.
Ford F -150 Series Vehicle Unleaded Fuel 4WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
3.
Ford F -250 Series Vehicle Unleaded Fuel 2WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
4.
Ford F -250 Series Vehicle Unleaded Fuel 4WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
5.
Ford F -250 Series Vehicle Diesel Fuel 2WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
City of Southlake - RFP1107B200TS110018 - Page 12 of 23
6.
Ford F -250 Series Vehicle Diesel Fuel 4WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
7.
Ford F -350 Series Vehicle Diesel Fuel 2WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
8.
Ford F -350 Series Vehicle Diesel Fuel 4WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
9.
Ford F -450 Series Vehicle Diesel Fuel 2WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
10.
Ford F -450 Series Vehicle Diesel Fuel 4WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
11.
Ford F -550 Series Vehicle Diesel Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
12.
Ford F -650 Series Diesel Fuel
Per Svc
PM Level A per Scope of Services
$
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
$
Per Svc
PM Level C per Scope of Services
$
14.
Ford Freestar Mini -Van Unleaded Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
15.
Ford Escape Unleaded Fuel 2WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
16.
Ford Escape Unleaded Fuel 4WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
17.
Ford Escape Hybrid Unleaded Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
City of Southlake - RFP1107B200TS110018 - Page 13 of 23
18.
Ford Explorer Unleaded Fuel 2WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
19.
Ford Explorer Unleaded Fuel 4WD
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
20.
Ford E -150 through E -350 Series Van Unleaded
Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
21.
Ford E -350 Series Van Chassis Diesel Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
22.
Dodge Charger Police Vehicle Unleaded Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
23.
Dodge Magnum Police Vehicle Unleaded Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
24.
Chevrolet Tahoe Police Version Unleaded Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
25.
Chevrolet Tahoe 4x4 Unleaded Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
26.
Chevrolet 23 Passenger Bus Unleaded Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
27.
GMC TC6C042 Diesel Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
28.
GMC C7500 Series Diesel Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
City of Southlake - RFP1107B200TS110018 - Page 14 of 23
29.
International Truck 4400 Series Diesel Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
30.
International Truck 7400 Series Diesel Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
31.
Peterbilt 357 Series Dump Truck Diesel Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
32.
Toyota Camry Hybrid Unleaded Fuel
Per Svc
PM Level A per Scope of Services
$
Per Svc
PM Level C per Scope of Services
$
ADDITIONAL SERVICES
33.
Small Engine Powered Unit PM Services as
Required
Per Svc
This shall include labor costs only. Parts and supplies
shall be additional cost item based on parts and
supplies cost rate listed below.
$
Labor Only
34.
Electric Crane PM Services
Per Svc
This shall include labor costs only. Parts and supplies
shall be additional cost item based on parts and
supplies cost rate listed below.
$
Labor Only
35.
Hourly Labor Rate for `Off -Site' General Repairs
Per Hr
Hourly labor rate at vendors location
$ Per Hr
36.
After Hours Hourly Labor Rate for `Off -Site'
General Repairs
Per Hr
After Hours hourly labor rate at vendors location
$ Per Hr
37.
Hourly Labor Rate for General Repairs
Performed `On -Site' at City Location
Per Hr
Hourly labor rate at City location
$ Per Hr
City of Southlake - RFP1107B200TS110018 - Page 15 of 23
38.
After Hours Hourly Labor Rate for General
Repairs Performed `On -Site' at City Location
Per Hr
After Hours hourly labor rate at City location
$ Per Hr
39.
Parts and Supplies Cost for General Fleet
Repairs. List Price Minus Percentage. List - %
Discount
List Price Minus
o
�o Discount
40.
Parts and Supplies Cost for PM Services for Small
Engine and Electric Crane Units. List Price Minus
Percentage. List - % Discount
List Price Minus
— o �o Discount
Vendor Vehicle Pick Up and Drop Off Fee
41.
Per Rnd.
Trip
Vehicle Pick Up and Drop Off Fee for City Vehicles
Per Round Trip
$
Other Vendor Charges. Please Describe.
42.
Per Svc
$
Other Vendor Charges. Please Describe.
43.
Per Svc
$
Other Vendor Charges. Please Describe.
44.
Per Svc
$
Other Vendor Charges. Please Describe.
45.
Per Svc
$
City of Southlake - RFP1107B200TS110018 - Page 16 of 23
3. Term of Contract and Option to Extend
Any contract resulting from this RFP shall be effective for twelve 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 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 (FY 12 -13) ESCALATION ........................... %
SECOND ADDITIONAL YEAR (FY 13 -14) ESCALATION ....................... %
THIRD ADDITIONAL YEAR (FY 14 -15) ESCALATION ......................... %
FOURTH ADDITIONAL YEAR (FY 15 -16) ESCALATION ......................... %
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;
City of Southlake - RFP1107B200TS110018 - Page 17 of 23
State the number of years experience the business has: ; and the number of employees:
5.
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.
References
Proposer shall provide four (4) references where Proposer has performed similar to or the same types
of services as described herein.
Reference Al:
Client / Company Name:
Contact Name: Contact Title:
Phone: Email:
Date and Scope of Work Provided:
Reference 42:
Client / Company Name:
Contact Name: Contact Title:
Phone: Email:
Date and Scope of Work Provided:
Reference 93:
Client / Company Name:
Contact Name: Contact Title:
Phone: Email:
Date and Scope of Work Provided:
Reference 44:
Client / Company Name:
Contact Name: Contact Title:
Phone: Email:
Date and Scope of Work Provided:
City of Southlake - RFP1107B200TS110018 - Page 18 of 23
6. Trade Secrets and /or Confidential Information
Trade Secrets and /or Confidential Information: This proposal (does) (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:
C. An individual Proposer acting as a sole proprietor must also enter the Proposer's Social Security
Number: # - -
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 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 - RFP1107B200TS110018 - Page 19 of 23
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 REP 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
($1,000,000) 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 - RFP1107B200TS110018 - Page 20 of 23
Appendix C — Form CIQ
INFORMATIONREGARDING VENDOR CONFLICT OFINTEREST QUESTIONNAIRE
WHO: A person must file a conflict of interest questionnaire with the City if the person has a
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 appointed by the Mayor or City Council members;
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 officer 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
W: 1SouthlakeWiseellaneouslChapter 176Attachment C1Q.092608.doc Page 1 of 3
City of Southlake - RFP1107B200TS110018 - Page 21 of 23
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 internet 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.
W: \Southlake\Miscella"eOas \Chapter 176.Attachment C1Q.092609.doc Page 2 of 3
City of Southlake - RFP1107B200TS110018 - Page 22 of 23
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, 80th Leg., Regular session.
OFFICEUSEONLY
This questionnaire is being filed in accordance with Chapter 176, Local GcvemmentCode
naie aecewE�
bya person who has a business relationship as defined by Section 176.001(1 - 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_{)06, Local
GovemmentCode.An offense underthis section is a Class C misdemeanor.
1 j Name of person who has a business relationship with local governmental entity.
2
❑ Check this box if you are filing an update to a previously filed questionnaire.
(The law requires that you file an updated completed questionnaire with the appropriate fling 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 subpars 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 176.00i(1 -a). Local 4ovemment 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 = No
B. Is the filerof 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 No
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 officet or director, or holds an ownership of 10 percent 6f more?
Yes No
I]_ Describe each employment or business relationship with the local government officer named in this section_
4 _-
Signature of person doing business Mh the governmental entity Date
,adopted 02f2812007
W : \SouthlakeNisccllaneouslChapter 176.At1:achmentC1Q.092608.doc
Page 3 of 3
City of Southlake - RFP1107B200TS110018 - Page 23 of 23
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 9440
Southlake, Texas 76092
tslifka e ,ci.southlake.tx.us
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:
COMPANY NAME (Please print):
Authorized Officer Name (Please print):
Telephone: ( ... )
Fax: ()
City of Southlake - RFP1107B200TS110018 - Page 24 of 23
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