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Item 4FCITY OF SOUTHLAKE MEMORANDUM December 17, 2013 To: Shana Yelverton, City Manager From: Sharen Jackson, Chief Financial Officer Timothy Slifka, Purchasing Manager Subject: Item 4F Authorize Contract Renewal with Euless B&B Wrecker Service for City of Southlake Tow Services Action Requested: Authorization to renew current contract for City tow services with Euless B&B Wrecker Services. Background Information: The City Council approved the original contract with Euless B&B Wrecker Services on February 2, 2010. The original contract was for an initial three-year term and allows two (2), one-year annual renewals at the City's option. This is the second and final renewal. The contract provides towing services for the City of Southlake for vehicle accidents and accident scene cleanup, towing of seized vehicles due to arrests or other reasons, abandoned vehicle removals, vehicle lock out services, tire changes, storage services of above vehicles if necessary, auction and disposal services of above vehicles and tow services for City vehicles and equipment. The contract renewal includes the same pricing, terms and conditions of the original contract approved on February 2, 2010. Financial Considerations: Costs for City of Southlake tow services are funded through budgeted department maintenance accounts. Strategic Link: C1 — Achieve the highest standards of safety and security. B2 — Collaborate with select partners to implement service solutions. B4 — Provide high quality customer service B5 — Enhance service delivery through continual process improvement. 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 renewal and re -bid tow services Supporting Documents: Current contract with Euless B&B Wrecker Services Staff Recommendation: Approve the renewal of this contract for tow services with Euless B&B Wrecker Services. November 26, 2013 Euless B&B Wrecker Service 1201 W. Euless Blvd. Euless, Texas 76040 Attn: Mr. Andy Chesney Subject: Notification of Contract Extension for Provide Wrecker Service for City of Southlake RFP090913200TS900031 Dear: Mr. Chesney: The City of Southlake is providing notification of contract extension, pending City Council approval, for Provide Wrecker Service for City of Southlake RFP0909B200TS900031, copy included for Fiscal Year 2013-2014. This extension shall become effective March 1, 2014 and after City Council approval (CC Award date ) and shall continue in full force based on the terms and conditions of the initial award. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal City Contact: TIM SLIFKA 817-748-8312 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or Email: accountspavable&ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka Purchasing Manager CPPO, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka&ci.southlake.tx.us Attest: Fax: 817-748-8048 Alicia Richardson, TRMC Contract and Award Accepted: City Secretary Signed: Date: Approved as to Form and Legality: Mayor John Terrell City of Southlake City Attorney .. >. ORIGINAL DOCUMENT SC UTHLAKE CITY F SOUTHLAKE Cow, icil Action:N Ord./Res. No. 19 Date Approved January 29, 2013 Euless B&B Wrecker Service 1201 W. Euless Blvd. Euless, Texas 76040 Attn: Mr. Andy Chesney Subject: Option to Extend Notification for RFP0909B200TS900031 Provide Wrecker Service for City of Southlake Dear: Mr. Chesney: The City of Southlake is providing notification they intend to extend the contract, pending City Council approval, resulting from your RFP0909B200TS900031 Provide Wrecker Service for City of Southlake, copy included for Fiscal Year 2013. This extension shall become effective March 1, 2013 and after City Council approval (CC Award date e2" S_ /3 ) and shall continue in full force based on the terms and conditions of the initial award. The terms and conditions proposed and accepted in this renewal agreement are as follows: Payment Terms: Net 30 days (Unless otherwise noted — such as pre- and/or partial payment) Method of Payment: Shall be made by purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: IF STATED IN RFB DOCUMENT Term of Contract: Shall be effective for twelve months from date of renewal and is eligible for up to one (1) more one (1) year annual renewal. City Contact: TIM SLIFKA 817-748-8312 Send all billing to: City of Southlake 1400 Main Street, Suite 440, Accounts Payable Southlake, TX 76092 or Email: accountspUableCq,,ci.southlake.tx.us Other Charges: The City of Southlake is a tax exempt municipal corporation and is exempt from all federal, state, and local sales taxes. All other specifications, terms and conditions shall be as provided in the original procurement documents. No other attachments to or in response to this agreement will be accepted unless approved in writing by the Purchasing Manager or an authorized representative of the City of Southlake. Thank you for participating in our procurement process. Please call 817-748-8312 with any questions. Sincerely, Tim Slifka Purchasing Manager, CPPB City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 islitka i)ci.southlake.tx.us Phone:817-748-8312 Fax:817-748-8048 Contract and A ted: C� Signe . ate: w r /'3 Mayor John Terrell City of Southlake Attest:" Alicia Richardson, City Secretary O ......� Q •• O: Approved gLs to FgrVi and Legality: i CityAttorney ? 1400 Main Street, Suite 440 Southlake, Texas 76092 ,aeteea�N Original document is too dark to get a good image February 3, 2010 Euless B&B Wrecker Service 1201 W Euless Blvd. Euless, Texas 76040 ATTN: Mr. Andy Chesney SOUTHLAKE 19 OFFICIAL RECORD Subject: RFP0909B200TS900031 PROVIDE WRECKER SERVICE FOR CITY OF SOUTHLAKE Dear Mr. Chesney: The City of Southlake is pleased to inform you that Euless B&B Wrecker Service of Euless, Texas is the awarded vendor for "RFP0909B200TS900031 PROVIDE WRECKER SERVICE FOR CITY OF SOUTHLAKE". The award and this agreement are based on your proposal to the City, copy enclosed. This is a single vendor award contract. Your company's award is attached. This award was approved by the City of Southlake City Council on February 2, 2010. This contract for wrecker services shall begin on March 1, 2010 and shall continue for 36 months at which time it will be eligible for the first of two possible one year renewals. This Option to Extend will not be considered if funding is unavailable or if the contractor's past performance is not within the industry standard. The terms and conditions proposed and accepted in this agreement are as follows 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 purchasing card or purchase order. Delivery Terms: FOB Destination Delivery Locations: Vendor Delivery or City employee pick-up. Term of Contract: The term of awarded contract shall remain in effect for thirty six months from contract start date City Contact: Russell Daniels 817-748-8133 or Tim Slifka 817-748-8312 Send all billing to: City of Southlake 1400 Main Street, Suite 440, 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, G� Tim Slifka Purchasing Manager City of Southlake 1400 Main Street, Suite 440 Southlake, Texas 76092 tslifka(a-)ci.south lake.tx.us Phone / Fax: 817.748.8312 / 817.748.8048 Contract and -Award Ac pted. Signed. Mayor John Terrell Cc: Originator File (2 copies) DATE: CA 1400 Main Street, Suite 440 Southlake, Texas 76092 Appendix B — Proposal Submittal Checklist: (To determine validity of proposal) X Appendix B (pages_17_ through 25_) shall be included in the proposal submittal Appendix C (page _25—) shall be included in the proposal submittal. t � f RFP:.Nluw6er: > ': RFP0909B200TS900031 PROVIDE WRECKER SERVICE FOR CITY OF Protect Title: SOUTHLAKE Submittal Deadline: 3:00 P.M. (CST), TUESDAY DECEMBER 29, 2009 City Secretary's Office Submit to: 1400 Main Street, Suite 270, Southlake, TX 76092 $17 748-8016 Proposer Information: Proposer's Legal Name: Euless Wrecker Service Inc. Address: 1201 W. Euless Blvd. City, State & Zip Euless T% 76040 Federal Employers Identifiestion Number # 75-1840160 Phone Number: 1 -2 - 121 Fax Num r;, , .,< 81.7-283--8821 E-Mail Address: tovsrus sbc 1 b al ::.. ,. Proposer Authorization I; the_undersigned, have the t3uthority to execute;&is Proposall:in'it9,.entirety-as submitted and enter Into a contract on behalf of the Proposer. '. . Printed Name and Position of Authorized Representative: d sney Signature of Authorized Representative: Signed this 21 (day) of December (month), 2009 (year) I learned of this Request for Proposals by the following means: ❑ Newspaper Advertisement ❑- City,E-mail Notification ❑ Southlake Website ❑ Cold Call to City Mailed Me a Copy ❑ Other City of Southlake - RFP09098200TS900031 - Page 17 of 27 Appendix B — Proposal (continued) I. REQUIRED PROPOSAL INFORMATION. IN ORDER FOR A PROPOSAL TO BE CONSIDERED COMPLETE, AND TO REEVALUATED FOR A CONTRACT AWARD BY THE CITY, PROPOSER SHALL 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 shall 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 shall 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 #-_ Description of l?roducts/Services Charge/Price 1. Base charge for tows requiring a tow truck rating of up to '/< tons normal tow truck within two 2 miles of the city limit ' $ 135.00 2. Additional charges after basic charge 2.a. Use of doll $ 27.50 2.b. Drop drive shaft $ Charge 2.c. Waiting time (after initial 15 r» iri $ 15 in 2.d. Winch time after initial 10 minutes $ 2.e. Char a for up -righting an overturned vehicle $ 30 On 3. Base charge for tows requiring rollback with a tow truck rating to % tons within two 2 miles of city limit $ 135.00 3.a. Mileage rate Eaid one wa only $ 3.00 4, Base charge for heavy duty tows within two (2) miles of city limit $ 250.00 4.a. Mileage rate paid one way only__. $ 5.00 parmt 5. Additional charges after basic charges on tows requiring a heavy duty truck City ofSouthlake RFP0909B200TS900031 Page 18 of 27 i 5.a. Waiting time after initial 15 min $ Per Hour 5.b. Winch time after initial 10 min $ 5.c. Drop drive shaft(heavy du $ 25.00 5.d. Charge for up -righting an overturned vehicle utilizing a heavy duty truck $ Per u 6. Motorcycles moved on trailer $ 95.00 +2.75 mi 7. Flat bed trailer up to sixteen 16 foot $ 135.00 S. Additional manpower(perperson) $ 9. Road service ex: tire change) $ 65.00 10. Clean U $ Per Hour I L Unlock on Abandoned Vehicles $ No Charge 12. Child Unlock $ No Charge 13. Absorball or other Fluid Clean-up Material $ 10.00 14. Fuei service charge $ 65.00 + 15. Labor — small/medium duty $ 16_ Preservation fee state imposed fee $ 17. Notification fee state imposed fee $ 18. Daily storage fee $70-110 19. Storage facility (number of parking spaces) 20. Number of tow trucks in ready condition 29 21. Number of Miles from City of Sovthlake City Limits 8.5 22. Any other applicable vendor charges. Please list and describe. Attach separate sheet if required. 22.a. All normal tows for city vehicles under $ 22.b. unlock & jump Start for City Vehicles $ 22c All tows for city vehicles over 15,000gvw $ Discounted Rate 22.d. All additional services for city vehicles $nimrountpd Rate TOTAL ALL LINE ITEMS $ 1310.50 City of Southlake - RFP0909B200TS900031 Page 19 of 27 3. Proposer's Experience / Staff A. Proiect 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 shall 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: 55 ; and the number of employees: 32 D. Project Related Experience: All Proposals shall 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. 4. References Proposer shall provide four (4) references where Proposer has performed similar to or the same types of services as described herein. Reference #1 Client / Company Name: City of Euless Contact Name: Contact Title: Chief Make Brown Chief of Police PH: 817-685-1500 M. mbrown@ci.euless.tx.us Date and Scope of Work Provided: Contracted with the City of Euless to service all towing and recovery needs since 1954. Reference #2- Company Name: Flientc-1 of Hurst t Name: Title: Richard W: nstanleyAsst. Chief of Police PH: L!ontact 817-788-7129 ichardw@ci.hurst.tx.us Date and Scope of Work Provided: Contracted with therCiry of Hurst to service all towing and recovery needs since 1990. City ofSouthlake - RFP0909B200TS900031 - Page 20 of 27 Reference #3- Client / Company Name: City of Bedford Contact Name: Contact Title: David Flory Chief of -Police PH: EM: 817-952-2400 dflory@ci.bedford.tx.us Date and Scope of Work Provided: Contracted with the City of Hurst to service all towing and recovery needs since 1990. Reference 44: Client/ Company Name: City of Grapevine Contact Name: Contact Title: Mike Looper Lieutenant PH: EM: 817-271-0745 mikel@grapevinetexas_gov Date and Scope of Work Provided: On rotation with the City of Grapevine to service towing and recovery needs since 1988. City of South lake - RFP0909B200TS900031 - Page 21 of 27 5. Trade Secrets and/or Confidential Information Trade Secrets and/or Confidential Information• This proposal a (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. 6. 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: # H. 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 AKNOWLEDGES, 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. A.ssi nments: 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. 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 City of Soudstake - RFP0909B200TS900031 - Page 22 of 27 Proposer's vendor(s), and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City. D. Gratuities / Bribes: Proposer certifies that no bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Proposer, or its agent or representative, to any City officer, employee or elected representative, with respect to this RFP or any contract with the City, and that if any such bribe is found to have been made this shall be grounds for voiding of the contract E. Financial Participation: Proposer certifies that it has not received compensation from the City to participate in preparing the specifications or RFP on which the Proposal is based and acknowledges that this contract may be terminated and/or payment withheld if this certification is inaccurate. F. Required Licenses: Proposer certifies that he holds all licenses required by the State of Texas for a provider of the goods and/or services described by the Scope of Services herein. G. Authority to Submit Proposal and Enter Contract: The person signing on behalf of Proposer certifies that the signer has authority to submit the Proposal on behalf of the Proposer and to bind the Proposer to any resulting contract. H. Compliance with Annlicable 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 - RFP0909B200TS900031 - Page 23 of 27 OIL