PLEASE READ ALL SPECIFICATIONS AND REQUIREMENTS OF THIS BID CAREFULLY AS CHANGES, ADDITIONS OR DELETIONS TO THIS BID MAY HAVE BEEN MADE.

Size: px

Start display at page:

Download "PLEASE READ ALL SPECIFICATIONS AND REQUIREMENTS OF THIS BID CAREFULLY AS CHANGES, ADDITIONS OR DELETIONS TO THIS BID MAY HAVE BEEN MADE."

Everett Merritt
5 years ago
Views:

3 ATTENTION BIDDERS: PLEASE READ ALL SPECIFICATIONS AND REQUIREMENTS OF THIS BID CAREFULLY AS CHANGES, ADDITIONS OR DELETIONS TO THIS BID MAY HAVE BEEN MADE. Please note that the vendor selected by the bid process will provide GPCOG with periodic and endof contract period sales reports for the municipalities and other participating members as described in Item 16 in the TIRE BID SPECIFICATIONS section. 2

4 GENERAL REQUIREMENTS The Greater Portland Council of Governments (GPCOG) is a regional service agency that, for purposes of this invitation, is acting on behalf of participating Municipalities, School Systems, and Transportation Service Agencies. GPCOG is not a party to the invitation and will not be a party to the Contract unless otherwise specifically stated herein. Sales will be between the vendor and the participating entity. GPCOG will have full authority to supervise the performance of vendors under this bid. 1. INTENT TO BID Intent to Bid Form is included with this bid package. Please return this form upon receipt to indicate whether or not your company will be bidding. 2. SUBMISSION OF BIDS Bids must be submitted on the forms included with this bid package. Bidders should understand that the submission of a bid represents an offer that may be accepted in whole or in part by the Participants. The acceptance of a bid either in whole or in part constitutes the formation of a Contract. A bid may not be withdrawn after the date and time of bid opening and no bids will be accepted after the deadline. Bids must be mailed or hand delivered in sealed envelopes to the GPCOG office. Bids transmitted by facsimile machine will not be accepted. 3. NEEDS OF PARTICIPANTS Bidders must rely on their own investigation of the needs of Participants if more information is required than is provided in this package. No consideration will be granted for any alleged misunderstanding of the product or service to be sold and/or delivered. 3

5 4. PRICES The Participants are seeking offers as a cooperative bid to obtain the most favorable prices. Contractors shall include in their offers any and all discounts, trade or otherwise. The Participants are exempt from the payment of Federal and State sales taxes and prices shall be exclusive of any such taxes. All prices are to be net, with all discounts including but not limited to discounts for trade and time, reflected in the offered price. All prices are to include the cost of delivery and all other associated charges. All prices shall be firm until the end of the contract period. 5. PARTICIPANTS Eligible participants in this bid include GPCOG member municipalities, affiliated schools, and associated nonprofits in Cumberland County; Southern Maine Regional Planning Commission members in York County; and Midcoast Council of Governments members along the Midcoast. There are a few exceptions; if you have any questions as to the eligibility of a participant, please contact GPCOG Cooperatives Services. 6. INSURANCE Contractors shall be required to have during the full term of this contract adequate insurance to ensure that Participants are protected from any and all liability and damage, whether willful or not, resulting from negligence, error or omission on the part of Contractor or any subcontractor engaged by Contractor. Such coverage may include, but shall not be limited to, Workers Compensation, Employer Liability, Product Liability, Comprehensive and Property Damage. Contractor shall furnish, upon request, a copy of its coverage as are appropriate to the product or service delivery contained in this bid. 7. BID AWARDS Bid awards are made on the basis of a combination of considerations price, service ability, vendor reputation and ability to meet the terms of this Contract. Bidders should understand that although price is an important 4

6 consideration, it is not the sole determining factor in making any GPCOG bid award. GPCOG reserves the right to accept or reject any or all offers, cancel the request for offers and/or to submit another request for offers, whichever is in the Participants best interests. 8. SUBLETTING Contractors shall not assign, transfer, convey, sublet or otherwise dispose of its Contract or its right, title, or interest therein to any other person, firm or corporation without prior consent of the Participants. In no case shall any such consent relieve the Contractor from its obligations or change any of the terms of the Contract. 9. REPORTING REQUIREMENTS Periodic reporting of products or services sold is a requirement of this and all bids administered by GPCOG. The frequency and specific reporting needs for this bid are stated herein. 10. BID PERFORMANCE The Contractor agrees to bear all costs incurred by the GPCOG or the Participants arising from the failure of the Contractor through omission or commission to comply with all Federal, State, and local statutes, regulations, ordinances or rules. The Contractor further agrees to hold GPCOG and the Participants harmless and to indemnify GPCOG and the Participants for these costs as well as all costs of collection, including but not limited to reasonable attorneys fees. If the Contractor fails to fulfill its obligations under this Contract properly and on time, or otherwise violates any provision of this Contract, the Participants may terminate the Contract by written notice to the Contractor. The notice shall specify the acts or omissions relied on as cause for termination. The Participants shall pay the Contractor fair equitable compensation for satisfactory performance prior to receipt of notice of termination less the amount of damages caused by the Contractor's breach. If the damages are more than the compensation payable to the Contractor, the Contractor will 5

7 remain liable after termination and the Participants may collect damages, including costs of collection and reasonable attorney fees. It is expected that once a bid award or awards are made and Participants have been notified of such award(s), the primary relationship in this bid shall be between awarded bidder(s) and Participants. GPCOG shall retain a secondary relationship with respect to problems arising out of the primary relationship. Except as may be provided elsewhere in this Contract, any dispute concerning a question of fact arising under this Contract which is not disposed of by agreement shall be decided by GPCOG, which shall mail or otherwise furnish its decision to the Contractor. The decision of the GPCOG shall be final. 11. EQUAL OPPORTUNITY The Greater Portland Council of Governments and the participants named in this bid are equal opportunity employers and shall not discriminate against an applicant as to race, creed, age, sex, sexual preference, disability, national origin, religion, veteran status, political affiliation or any other basis prohibited by law. Vendors and contractors or their agents doing business with GPCOG and its members shall not violate the above clause or the Civil Rights Act of Violations by vendors shall be reviewed on a case by case basis and may mean an automatic breach of contract. Many of the Participants in the GPCOG Cooperative Service Purchasing Program have adopted Minority Business Enterprise DBE/WBE Programs. These programs either mandate minimum DBE/WBE participation in individual procurements or have established DBE/WBE participation goals for the purchasing departments. It is incumbent upon all participating jurisdictions to be aware of a lead jurisdiction's DBE/WBE program (if any) and to include their own program (if any) in a cooperative purchase as required by their own purchasing policies and procedures. 12. ADDITIONAL INFORMATION Bidders needing more information than is found in these specifications should contact Jennifer P. Brennan at the Greater Portland Council of Governments at or jpuser@gpcog.org. 6

8 2015 TIRE BID SPECIFICATIONS 1. INTENT It is the intent of these specifications to obtain Class "A" current production tires and tubes of latest design and construction. 2. QUALITY A. New Tires and Tubes. All new tires and tubes, and associated materials shall be of a Class "A" type and recognized in the trade as first line, first grade 150 level, and be of no lower quality than that furnished by original equipment tire manufacturers as standard original equipment for automobiles, trucks, tractors, and similar motor vehicles. Tubes shall be heavy duty. Truck tires shall be equal to State of Maine specifications. Participants reserve the right to determine if tires meet these standards. Private brands or labels are not acceptable and should not be offered as an alternate. All new products shall be from major U.S. brands or U.S. manufacturer and shall conform to Department of Transportation specifications. B. Retreads. All retread tires shall be grade "A" Camel back meeting industry standards for materials, process and stretch test limits appropriate to the retread process used, i.e., BANDAG. Retreads shall be on original casings provided by the participant. No vendor casing exchange permitted without consent of owner for re treading purposes. Net price quoted shall include casing, if applicable. C. Workmanship. All products provided will show no evidence of poor workmanship or materials. All tires and tire plies, including the cap or breaker, shall be smoothly and evenly laid, free of buckles, wavy cords, air pockets, or other imperfections. Products shall have been manufactured during the six months prior to delivery. Vendors shall provide code to tire age branding upon request. 7

9 3. MARKING Each tire shall have the following information cast into the body of the tire: name of manufacturer, the style or model number and identification number, load rating, the number of plies and date of manufacture. In addition, passenger tires must be marked in accordance with the Tire Grading Rules established by the Federal Government. 4. SPECIAL SERVICES Participants in this bid may require special services such as mounting, balancing, alignment, flat repairs and emergency road service, during the term of the contract. Vendors shall be able to demonstrate the ability to provide these services in a timely and professional manner. Vendors shall include in the bid proposal form costs, if any, for these services. Failure to provide a full range of services may be cause for rejection of a bid. 5. GUARANTEES Vendors shall state in their proposal the extent of the guarantee or warranty on the tires and tubes to be furnished and the basis for making adjustments on tires and tubes that fail to give satisfactory service. 6. TECHNICAL ASSISTANCE The vendor shall, when requested, provide technical assistance to the participants at no additional cost to solve any tire or service problem resulting from the use of vendor's products. 7. INCLUSION OF OTHER ENTITIES Other communities, schools or special districts may be included under this bid, but only with permission of the Greater Portland Council of Governments. 8. CONTRACT PERIOD The contract period shall be as stated unless extended by agreement between the awarded vendor(s) and GPCOG. 8

10 9. ESTIMATED VOLUME Participants have provided estimated numbers of the types of tires they anticipate purchasing through this bid. However, these are estimates only, and under no circumstances should bidders construe these quantities as actual amounts to be purchased. 10. DETERMINATION OF LOW BID The low bid will be determined and an award will be based on cumulative prices and discounts offered according to the Bid Form, and which establishes the basis of this bid package. Prices quoted will be in effect during the contract period. 11. VENDOR'S PRICE LIST will be the Bid Form. 12. VENDOR SERVICE To accommodate any servicing needs of the participants in this bid, the vendor shall be required to provide service to participants within the region being served under this bid. 13. PRICES Prices are to be F.O.B. the vendor's service department or F.O.B. the ordering municipal location as specified by the participant when ordering. Prices shall include all transportation charges. Extended prices must agree with unit number and unit price. Rounding will not be permitted and will be cause for disqualification of bid. All prices quoted under the bid proposal shall be firm for the contract period unless otherwise agreed to by the vendor and the individual participants. Should a new line of tires be manufactured during the contract period which supersedes or replaces in design or specifications any line to be furnished and bears a list price higher or lower than the existing price for the superseded line, the vendor shall immediately offer such new line to all participants at net prices resulting from the structure quoted in their proposal against the list prices for the superseded lines. 9

11 14. MAINTENANCE OF ADEQUATE SUPPLY AND DELIVERIES The vendor shall maintain an adequate stock or be able to obtain tires and tubes to meet the continuous needs of the participants in this bid. Deliveries of standard sizes shall be within two working days after receipt of the participant's order and within five working days for all other tires. 15. PURCHASES AND INVOICES All purchases will be initiated on the basis of written purchase orders unless the participant indicates otherwise to the vendor. All invoices shall be furnished in the number of copies required by the participant to ensure prompt payment. It is the custom of the participants to pay bills within thirty days following receipt of acceptable invoices for the products or services rendered. Discounts, if any, should be stated for payment of bills within time frames listed in bid form. 16. REPORTING REQUIREMENTS The awarded vendor(s) must at the conclusion of this contract period furnish a report that provides the total sales made during the contract period to each of the GPCOG bid participants. Reports shall state the contract period start and end dates, the name of each purchasing entity, and the total dollar value of their purchases. Reports are to be submitted to: Jennifer P. Brennan, Director GPCOG Cooperative Services 970 Baxter Blvd. Portland, ME jpuser@gpcog.org 17. CANCELLATION The participants reserve the right to cancel any unfilled portion of the contract if the vendor fails to provide products or services in accordance with these specifications and requirements. Any such cancellation resulting from vendor's failure to perform shall not constitute a waiver by the participants of any rights or recourse against the vendor. 10

12 18. EXCEPTIONS Any exceptions to these bid requirements and specifications shall be clearly indicated by the vendor. In the absence of clearly noted exceptions, vendors will be obligated to comply with all provisions contained herein. 19. RESERVATION The participants reserve the right to accept the bid on any one or more classes of items of the proposal, on all classes of items of the proposal, or on any combination thereof. The participants further reserve the right to waive any informality in bids, to accept any bid and to reject any or all bids should it be deemed in their mutual best interest to do so. 20. PENALTY If the vendor, having been awarded the contract for an item, is unable or fails to provide the tire or service as ordered per the specifications, the participant shall have the right to purchase the item on the open market, and the vendor shall be obligated to reimburse the participant for any differential between the bid price and the amount the participant was required to pay. 11

15 2015 GPCOG TIRE BID FORM Vendor Name: NO. DESCRIPTION ESTIMATED QUANTITY LIST PRICE EACH BID PRICE EACH BRAND CODE Police Pursuit Certified 125 mph Original Equipment or Equivalent 1 225/60R16 Rib (Police) /60R18 Rib (Police) 6 $ $ 3 235/55R17 Rib (Police) 23 $ $ 4 235/50R18 Rib (Police) /55R18 Rib (Police) 42 Police Winter Radial Original Equipment or Equivalent 1 235/55R17 Snow (Police) /60R18 Snow (Police) /55R18 Snow (Police) 76 $ $ Truck & Bus Radial Tires New 1 11R Ply M/S 0 $ $ 2 11R Ply Rib 14 $ $ 3 11R Ply M/S 0 $ $ 4 11R Ply Rib 10 $ $ 5 12R Ply M/S 21 $ $ 6 12R Ply Rib 8 $ $ Page 1

16 2015 GPCOG TIRE BID FORM Vendor Name: NO. DESCRIPTION ESTIMATED QUANTITY LIST PRICE EACH BID PRICE EACH BRAND CODE 7 315/80R22.5 Rib LR L 8 $ $ 8 385/65R22.5 Rib 7 $ $ 9 425/65R22.5 Rib R Ply Rib 0 $ $ 11 11R Ply M/S 10 $ $ //75r22.5 G661 HAS FRT. 1 Fuel Efficient Low Resistance Tire Example: Goodyear Fuel Max 1 11R Ply Rib R Ply M/S R ply Rib R Ply M/S 0 5 P215/50R17 90V (Nissan LEAF) 0 Auto Radial New All Season Fuel Efficient Tire Example: Goodyear Fuel Max 1 215/60R /60R /65R16 0 Page 2

17 2015 GPCOG TIRE BID FORM Vendor Name: NO. DESCRIPTION ESTIMATED QUANTITY LIST PRICE EACH BID PRICE EACH BRAND CODE 4 235/55R17 0 Auto Radial New Snow Tire 1 215/60R /60R /65R16 0 $ $ 4 235/55R17 0 Light Truck Radial New 1 LT225/75R16 M/S 10 Ply 12 $ $ 2 LT225/75R16 Rib 10 Ply 0 3 LT215/85R16 M/S 10 Ply 0 4 LT215/85R16 Rib 10 Ply 0 5 LT235/85R16 M/S 10 Ply 4 $ $ 6 LT235/85R16 Rib 10 Ply 0 7 LT245/75R16 M/S 10 Ply 51 $ $ 8 LT245/75R16 Rib 10 Ply 0 $ $ 9 LT265/75R16 Rib 10 Ply 0 10 LT265/75R16 M/S 10 Ply 5 $ $ Page 3

18 2015 GPCOG TIRE BID FORM Vendor Name: NO. DESCRIPTION ESTIMATED QUANTITY LIST PRICE EACH BID PRICE EACH BRAND CODE 11 LT275/65R18 10 Ply 4 $ $ 12 LT 265/70R17 4 $ $ 13 LT 245/75 R17 4 $ $ 19.5 Radial Truck New R19.5 Rib R19.5 M/S Traction 6 $ $ 3 245/70R19.5 Rib /70R19.5 M/S Traction 0 Ind/Farm/Backhoe/Skid Steer 1 10/16.5 NHS Skid Steer 4 $ $ 2 12/16.5 NHS Skid Steer L-24 R L-24 R L-24 R /80-18 Sure-Grip All-Weather 0 Page 4

19 2015 GPCOG TIRE BID FORM Vendor Name: NO. DESCRIPTION ESTIMATED QUANTITY LIST PRICE EACH BID PRICE EACH BRAND CODE Ind/Farm/Backhoe/Skid Steer /80-18 Sure Grip 0 $ $ /80-20 Sure Grip 0 Loader/Grader New Ply Bias Grader R24 Radial Grader /25 SGG 12 Ply L R 25 Loader/Grader R25 Snowplus M/S LT3 0 $ $ R25 Snowplus M/S LT3 4 7 New Tires R/17 8 $ $ Retreads Truck & Bus 1 11R22.5 Gripper 40 $ $ 2 12R22.5 Gripper 30 $ $ 3 11R24.5 Gripper 0 $ $ 4 395/75 R22.5 Gripper 4 $ $ 5 New Tires 205/15R/14 4 $ $ Page 5

20 2015 GPCOG TIRE BID FORM Vendor Name: NO. DESCRIPTION ESTIMATED QUANTITY LIST PRICE EACH BID PRICE EACH BRAND CODE Retreads Light Truck 1 225/75R16 Gripper 2 215/85R16 Gripper /85R16 Gripper /75R16 Gripper 0 5 New Tires 215/70R/ Retreads 1 225/70R19.5 Gripper /70R19.5 Gripper 0 $ $ 3 225/65R17 4 OTHER 1 $ $ 2 $ $ 3 $ $ 4 $ $ 5 $ $ 6 $ $ 7 $ $ 8 $ $ Page 6

21 2015 GPCOG TIRE BID FORM Vendor Name: NO. DESCRIPTION ESTIMATED QUANTITY LIST PRICE EACH BID PRICE EACH BRAND CODE Special Services BID PRICE 1 Mounting $ 2 Balancing $ 3 Alignment $ 4 Flat Repairs $ 5 Studding $ 6 Emergency Road Service $ 7 Loading Calcium / Gal. $ Page 7

PLEASE READ ALL SPECIFICATIONS AND REQUIREMENTS OF THIS BID CAREFULLY AS CHANGES, ADDITIONS OR DELETIONS TO THIS BID MAY HAVE BEEN MADE.

ATTENTION BIDDERS: PLEASE READ ALL SPECIFICATIONS AND REQUIREMENTS OF THIS BID CAREFULLY AS CHANGES, ADDITIONS OR DELETIONS TO THIS BID MAY HAVE BEEN MADE. GPCOG ASSUMES NO RESPONSIBILITY FOR BIDDERS MISUNDERSTANDING