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
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