Request for Proposal (RFP) For Routine Vehicle Maintenance
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1 Request for Proposal (RFP) For Routine Vehicle Maintenance Posting Date: July 18, 2012 Response Deadline: August 1, :00 a.m. Central Standard Time (CST) To: John Machnik Marinette County Facilities Director 1926 Hall Ave Marinette, WI 54143
2 I. BACKGROUND Marinette County is requesting proposals for routine maintenance on vehicles owned by the county. Notwithstanding any other provisions of the RFP, Marinette County reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or a combination of items when doing so would be to the advantage of Marinette County or its taxpayers. It is further within the right of Marinette County to reject proposals that do not contain all elements and information requested in this document. Marinette County shall not be liable for any losses incurred by the contractor making the proposal throughout this process. The cost of preparing a response to this RFP is not reimbursable in part or in whole to the contractor. Any proposal received will become the property of Marinette County and a matter of public record. Any proprietary material or information should be marked and submitted as a supplement to the proposal to allow the County to protect the information as warranted. II. III. TENTATIVE PROJECT TIMELINE RFP posted by 4:30 p.m. July 18, 2012 RFP questions due by 10:00 a.m. July 25, 2012 RFP questions answered by 4:30 p.m. July 27, 2012 RFP responses due from vendors and opened at 10:00 a.m. August 1, 2012 Committee approval August 14, 2012 Board of Supervisors final approval August 28, 2012 Send out thank you and intent to award letter(s) August 29, 2012 RFP SUBMISSION REQUIREMENTS Any deviation from these requirements may result in the proposal being considered non-responsive, thus eliminating the vendor from further consideration. Each proposal must be received by the due date and time set for this RFP. A proposal received after the established deadline will not be considered. The proposal shall be sealed and labeled with the following information: Name of Vendor Address Contact Person Telephone and Facsimile Number Address The vendor must specify the total cost for the material and delivery. Upon award of the contract, the selected vendor will be required to submit to the county a federal W-9 Form (request for taxpayer information) and the address where Page 2 of 5
3 payments should be sent. Businesses already established with the county as a vendor may have this requirement waived. Proposals should be clearly marked Marinette County 2012 Routine Vehicle Maintenance. It is the vendor s responsibility to ensure their proposal is received by the Marinette County Facilities Director by the due date and time. There will be no exceptions regardless of the circumstance. The proposal must include a signed statement (Attachment A). Proposals can be hand delivered, mailed, or sent electronically via . To facilitate evaluation of proposals, submit one clearly marked original along with six (6) sealed copies. The proposal shall be prepared with a straightforward, concise delineation of the vendor s capabilities to satisfy the requirements of this RFP. All communications concerning this RFP shall be submitted to the Marinette County Facilities Director via to jmachnik@marinettecounty.com, or by phone at Withdrawal or modification of proposal: A vendor may withdraw or modify its proposal prior to the proposal due date. Any changes or withdrawals must be made prior to the proposal deadline and requested in writing. Thereafter, a proposal may not be withdrawn or modified during the proposal holding period. IV. RFP DUE DATE Proposals are due to the Marinette County Facilities Director by no later than 10:00 a.m. central time on Wednesday, August 1, Delivery Address for Hand Delivery, USPS, UPS, DHL, Fed X, etc.: John Machnik Marinette County Facilities Director 1926 Hall Ave Marinette, WI PDF proposals may be ed to jmachnik@marinettecounty.com, and must be received by no later than 10:00 a.m., CST, on Wednesday, August 1, V. RFP QUESTIONS All questions related to this RFP must be in writing and received by the Marinette County Facilities Director by no later than 10:00 a.m., CST, July 25, 2012, via to jmachnik@marinettecounty.com. Clearly mark the Questions for Marinette County 2012 Routine Vehicle Maintenance. Phone call and faxed questions will not be accepted. Answers to all written questions will be re-issued in the form of an addendum and entered on the Marinette County website ( on July 27, 2012, no later than 4:30 p.m., CST. It is the responsibility of all interested vendors to Page 3 of 5
4 access the website for this information. Calls for assistance with the website can be made to (715) VI. PROPOSAL FORMAT All proposals must be typewritten on standard 8½ x 11 paper (larger paper is permissible for charts, spreadsheets, etc.) separating each section. Proposals should be prepared in a simple, cost effective format providing a straightforward, concise description of the vendor s capabilities to satisfy the requirements of the RFP. The use of elaborate materials and the inclusion of additional information that has no direct bearing on the project are not desired. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. VII. VIII. IX. SCOPE OF SERVICES Marinette County desires to have vendor provide the following services for the attached list of vehicles: 1) Labor and materials for engine oil change, oil filter replacement and chassis lubrication to meet or exceed manufactures specifications. Vendor to list in proposal manufacturer and description of products used. 2) Tire rotations per manufacturers specified pattern. 3) Safety inspection: provide an itemized list of inspection points as part of proposal. 4) Provide labor cost per hour in proposal for additional services. METHOD OF PAYMENT The county will pay the vendor upon delivery of supplies and receipt of an invoice. The county will provide the vendor with any necessary committee meeting dates tied to the payment process to allow payments in a timely manner. CONTRACT TERMS The county desires to perform these services under a simple contract. X. OTHER Taxes: Marinette County and its departments are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes. Insurance: Contractor must provide proof of worker s compensation and liability insurance. Contractor shall provide satisfactory proof to the County that it has in effect at least the following insurance coverage. The County does not represent that these amounts are sufficient and contractor should exercise judgment about the adequacy of insurance coverage. WORKERS COMPENSATION INSURANCE: Contractor shall provide statutory workers compensation insurance coverage for its employees who will not be considered employees of Marinette County in any way. Page 4 of 5
5 AUTO LIABILITY INSURANCE: Minimum of $300,000 per occurrence to cover bodily injury and property damage arising out of ownership, maintenance, or use of any motor vehicle, including non-owned and hired. GENERAL LIABILITY INSURANCE: Minimum limit of $1,000,000 per occurrence. This shall be broad form coverage. XI. XII. PROJECT CHANGES Marinette County reserves the right to make changes to the project. Any changes in the scope of services shall be mutually agreed upon by the Vendor and the County. ATTACHMENTS A. Statement of Understanding of Proposal B. Proposal Summary & Pricing Sheet C. List of County Vehicles Page 5 of 5
6 Attachment A Statement of Understanding of Proposal Vendor Name Contact Person Title Address City State Zip Code Address Phone Number Fax Number We have read the County s Request for Proposals (RFP). We certify that we have adequate personnel, equipment, facilities and license to provide required services. We understand that our ability to meet the criteria and provide required services shall be judged solely by Marinette County. In addition, we certify that: Our proposal is not made in the interest or on behalf of any person not named therein; We have not directly or indirectly induced or solicited any person to submit a false or misleading proposal or to refrain from proposing; We have not in any manner sought by collusion to secure an advantage over any other vendor; We have thoroughly examined the RFP requirements, and our proposed fees cover all the services that we have indicated we can provide; and We acknowledge and accept all the terms and conditions included in the RFP We acknowledge receipt of the following addendums Addendum Addendum Dated Dated Signature of Authorized Representative Date
7 Proposal Summary and Pricing Sheet Attachment B Vendor Name: We propose to provide the following services at the following price for each vehicle: Oil Change (Provide Material Description & Manufacturer) Tire Rotation Safety Inspection (Provide itemized list) Labor charge per hour for other services
8 Marinette County Vehicles Tail # Year Make/Model Motor Pool Ford Fusion Ford Escape Ford Escape Dodge Caravan Dodge Caravan Ford Fusion Ford Transit # Caravan # Dodge Dakota # Chevrolet Malibu # Ford Econoline # Ford Freestar # Ford Freestar # Chevrolet Malibu # Chevrolet Malibu # Ford Fusion # Ford Fusion # Ford Fusion # Ford Fusion # Ford Taurus # Chevy Colorado Ford Explorer Ford Expedition # Ford F Ford F-150 4X4 Super crew Chev ½ ton short box 4X4 Reg. cab # GMC Sierra 4x4 # GMC Sierra Ford F150 # F150 4x F150 4x4 # GMC Sierra
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