INVITATION TO BID (ITB) MONTROSE COUNTY TOWING SERVICES

Transcription

1 INVITATION TO BID (ITB) MONTROSE COUNTY TOWING SERVICES BIDDER INSTRUCTIONS Montrose County is accepting sealed bids from qualified vendors to provide vehicle towing, impound, and storage services for the Montrose County Sheriff s Office for an initial term of one year, with the option to renew for two additional one-year time periods. Sealed bids are due no later than 2:00 PM (our clock) on Thursday, October 8, ITB PACKAGE CONTENTS This bid package contains the Invitation to Bid and Sample Contract. If a Bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in the ITB, the Bidder must immediately notify the County of such error and request modification or clarification. Any questions on this bid should be directed to Lt. Ben Halsey, Montrose County Sheriff s Office, bhalsey@montrosecounty.net no later than 2:00 PM on Wednesday, September 30, Answers to questions of general interest will be posted as an addendum on the Montrose County website ( no later than 2:00 PM on Friday, October 2, Any clarifications or modifications will also be posted as addenda. Click the I Want To tab, then View Bids, and Related Documents at the bottom of the page to locate all addenda. CONSIDERATION FOR AWARD To be considered for award, bidders must: 1. Guarantee bid for a minimum of one (1) year. 2. Comply with all requirements specified in the ITB. Failure to do so may result in disqualification. 3. Return the attached forms and any Acknowledgment of Addenda (if issued). Addenda may be issued up to seven (7) calendar days prior to the ITB deadline. Respondents are responsible for checking the website to ensure they have all addenda before submitting their bid. 4. Submit one (1) original and two (2) copies of the bid, for a total of three (3). 5. Mark sealed bid package: Towing Services, DUE 10/26/15, 2:00 PM. 6. Return the sealed bid package to Montrose County Sheriff s Office, Attn: Lt. Halsey, 1200 N. Grand Avenue, Montrose, CO no later than 2:00 PM, our clock, Monday, October 26, All bid material shall become the property of Montrose County and shall not be returned. BID OPENING/AWARD Bids will be publicly opened and read aloud on Monday, October 26, 2015 at 2:15 PM at Montrose County Sheriff s Office, 1200 N. Grand Avenue, Montrose, CO It is anticipated that award will be made within six (6) weeks of the bid opening during a regularly scheduled meeting of the Board of County Commissioners. Meetings are open to the public and meeting schedules and agendas are available on the County website at All bidders will be notified of the decision by mail. Upon award, a contract will be issued to the successful bidder, and all contract documents will be due back within one (1) week. The Board of County Commissioners may award the bid to the lowest responsive, responsible bidder. In reviewing the bids it receives, the County reserves the right to reject, for any reason whatsoever, any and all bids, and to waive any informality or irregularity in a bid. The action to award a contract is subject to approval by the Board of County Commissioners. The submission of a bid does not in any way commit the County to enter into an agreement with that bidder. INVITATION TO BID, Montrose County Towing Services Page 1

2 PROJECT TIMELINE Invitation to Bid (ITB) Available Monday, September 21, 2015 Written Questions Deadline Wednesday, September 30, 2015 at 2:00 PM Written Answers Provided Friday, October 2, 2015 by 2:00 PM BIDS DUE ON OR BEFORE Monday, October 26, 2015, 2:00 PM our clock Bid Opening Monday, October 26, 2015, 2:15 PM BOCC Meeting/Contract Award (estimated) Monday, November 16, 2015 Contract Begins Monday, January 1, 2016 SCOPE OF SERVICES OVERVIEW Montrose County is seeking bids from qualified contractors for towing, impounding and storing vehicles that pose a traffic hazard, violate traffic laws, or may have been involved in criminal activity. Montrose County Regional Dispatch Center, at the request of the Officer on scene, will contact the towing contractor to respond. Montrose County intends to contract with a qualified vendor capable of providing the required services for an initial term of one (1) year. At the County's sole discretion, the agreement may be renewed for two (2) additional one-year time periods, for a total contract term not to exceed three (3) years. The County cannot guarantee the actual frequency or number of vehicles to be towed, impounded or stored. SCOPE The Contractor shall provide all labor, materials, equipment and tools required to tow, impound and store vehicles which include, but may not be limited to passenger cars and trucks, semi-tractors, trailers, recreational vehicles, motorcycles, all-terrain vehicles, and evidentiary items deemed necessary for prosecution of criminal activity. Acting upon a request from the Officer on scene, the Montrose Regional Dispatch Center will notify the Contractor of a service requirement and provide direction. The Contractor must be able to respond as detailed below. Lt. Ben Halsey has been designated as the County Representative (and in his absence, the On-Duty Sergeant). These individuals will be the central points of contact and are authorized to make decisions, coordinate information, and if necessary, settle questions or concerns. The 24/7 phone number for Montrose Regional Dispatch Center is GENERAL REQUIREMENTS The Contractor must comply with all applicable city, state and federal motor carrier regulations; must have been in business a minimum of three (3) years; have all applicable licenses, registrations, inspections and insurance required for the towing, impounding and storing of vehicles, all must remain current throughout the contract term. Any additions, deletions or changes to the applicable licenses, registrations, inspections and/or insurance must be reported immediately to the County Representative or designee. (Please refer to the Indemnification, Insurance, Warranty section for additional information.) All work must be performed in a professional, workmanlike manner. If County Representative deems the vehicles, equipment or procedures used by the Contractor in the performance of the work at any time to be unsatisfactory, violate integrity or reflect negatively on the County, the County Representative (or designee) shall provide the Contractor in writing proper notification, including the expected resolution and a reasonable length of time for the Contractor's correction. Montrose County reserves the right to cancel the contract if the Contractor violates any contract terms. The Contractor understands that he or she is an independent contractor, not an employee of Montrose County, and assumes full responsibility for payment of sales tax, permits, and any royalties or license fees required. In addition, the Contractor agrees to comply with all applicable Colorado Revised Statutes, including (CRS) , which prohibits the use of illegal alien labor on public contracts. SPECIFICATIONS - VEHICLES The Contractor must utilize vehicles and equipment capable of towing passenger cars, trucks, semitractors, trailers, recreational vehicles, motorcycles, all-terrain vehicles, and evidentiary items safely and with minimal or no damage to towed vehicles. INVITATION TO BID, Montrose County Towing Services Page 2

3 The Contractor must have access to, either by ownership or lease agreement, a minimum of one (1) wrecker and one (1) rollback. If vehicles are leased, the lease agreement must contain language agreeing to comply with terms of the County contract. All vehicles must have a company name, phone number and PUC number on the side. All vehicles must be equipped with a radio, cell phone or other communication system acceptable to Montrose County to allow for on-the-road communication between the Montrose Regional Dispatch Center and the Contractor. The Contractor must comply with all state and local codes relating to vehicle maintenance. Vehicles used in towing will be subject to inspection by the County at any time. All vehicles used in towing must be in proper operating condition and contain the following: Properly mounted and charged fire extinguisher. Safety reflectors and/or flares. Clear windshield (free of cracks). Working lamps/lights. Operating windshield wipers. Properly protected wiring system. Operable exhaust, heat, and defrost systems. Properly maintained suspension. Tires with minimum acceptable tread depth. Properly secured cargo. SPECIFICATIONS - EMPLOYEES/DRIVERS In order to meet the required thirty- (30) minute response requirement, the Contractor must employ adequate personnel and equipment to answer phone calls/pages/text messages and drive to the scene. The Contractor shall provide the County Representative with business and employee contact information. In addition, the Contractor must inform the County Representative of any additions, deletions, or status changes to the information, including but not limited to, insurance coverage, licensing, inspections and forwarding of phone calls to backup employees. Work must be performed by the Contractor and his/her employees; no work may be subcontracted. All employees must pass background checks, to be conducted by the Montrose County Sheriff s Office, prior to beginning work. Individuals who have been convicted of a felony or any crime involving taking, using, tampering with or converting a motor vehicle are ineligible to perform the work. All drivers must have identification, visible on their person, at all times, and a current Colorado driver's license, properly endorsed, for presentation if asked. All work must be performed in a professional, workmanlike manner using proper towing, impounding, and storing techniques. Additional care must be taken for all vehicles involved in criminal investigations or evidentiary purposes. SPECIFICATIONS - CALL RESPONSE, REPORTING, RATES The Contractor shall respond to calls from the Montrose Regional Dispatch Center as requested, twentyfour (24) hours per day, seven (7) days per week, holidays included. Acceptable response is arrival on scene within thirty (30) minutes of receiving notification from the Dispatch Center. On occasion, response may be required to simultaneous calls within the 30-minute time period. Exceptions to the 30-minute response time may be made in the event of extreme weather or other unforeseen conditions. All exceptions will be determined by the County Representative (Lt. Ben Halsey) or in his absence, the On-Duty Sergeant, and will be provided to the Contractor in writing. If the Contractor is unable to respond within the required thirty (30) minutes, the County reserves the right to contact an alternative provider. INVITATION TO BID, Montrose County Towing Services Page 3

4 The Officer on scene shall furnish the towing service a written account of the vehicle, to include vehicle contents and any pre-existing damage, if applicable, prior to releasing the vehicle to the towing contractor. If the Contractor discovers any dangerous items, such as weapons, or items of value, such as handbags, checkbooks, credit cards, the Contractor must immediately turn them over to the Officer on scene prior to towing. If any additional items are discovered after leaving the scene, the Contractor must notify the Dispatch Center as soon as possible. The Officer on scene (or alternately, the Dispatch Center) will direct the Contractor to 1) tow the vehicle to the Contractor's impound and storage facility, 2) to deliver the vehicle to an alternate secure location (for example, if needed for further criminal investigation), or 3) to dispose of the vehicle, at the Contractor's discretion. The Contractor must remove and dispose of any glass, car parts or other debris at the response scene that could pose a safety hazard to others. If, in the opinion of the Contractor, the towing of a vehicle presents a risk of injury to the occupants or property damage, the Contractor may refuse to perform the service until a safe working agreement can be reached. When removing a vehicle as directed by the on-scene Officer or Dispatch Center, the Contractor shall immediately record, keep on file for one year (or for as long as the impound continues) or as required by applicable law (whichever is longest), and make available to the Sheriff's Office as needed the following: Vehicle make, model and year. Vehicle license plate number and VIN. Location from which the vehicle was towed. Location to which the vehicle was taken. Date and time of tow. Billing amount. Any extraordinary or unusual circumstances. The Contractor will be responsible for billing applicable towing and storage charges according to the rates provided in the Contractor's bid. The total towing charge shall include mileage calculated from the response scene to the storage facility, and a separate charge based on the size of the vehicle towed. Storage charges must be computed on an hourly (not daily) rate, per 24 hours or fraction of 24 hours, and not per calendar day. The hourly storage rate must begin at the time the vehicle reaches the storage facility. The Contractor may not charge the vehicle owner for any other miscellaneous storage charges, such as "valet service". IMPOUND AND STORAGE FACILITY The Contractor's impound and storage facility must be located within close proximity of the city limits of Montrose. The facility must be lighted, secure and large enough to safely store more than one vehicle of varying size. If the facility is leased, the Contractor must provide a copy of the lease, which must be acceptable to Montrose County. The impound and storage facility must be open for business, at a minimum, Monday through Friday, 8:00 AM 5:00 PM. Saturday and Sunday hours would be required only in cases of emergency, as determined by the County Representative or designee. Operating hours must be posted on the door. When a vehicle is claimed, the Contractor shall furnish to the vehicle owner an itemized statement of all charges and if applicable, a receipt showing all personal property found in the vehicle. The Contractor shall obtain a signed release from the vehicle owner. If directed to dispose of a vehicle, the Contractor shall do so at no charge to the county and in accordance with all applicable laws, regulations, and ordinances. INVITATION TO BID, Montrose County Towing Services Page 4

5 SUBMITTALS The following must be submitted with the bid: Copies of all applicable licenses/registrations Proof of ownership (or, if applicable, proof of lease) for each vehicle Qualifications form Bid schedule Acknowledgement form. In the event addenda are issued, an Acknowledgement of Addenda will be included and must also be completed and returned. Copy of storage facility lease, if applicable. INDEMNIFICATION, INSURANCE, WARRANTY REQUIREMENTS Indemnification. The Contractor must agree to hold harmless Montrose County, its elected officials, officers, and employees from any claims as a result of the Contractor's negligence. Insurance. The Contractor must purchase and maintain, at their own cost, primary insurance(s) with the minimum coverage limits described below. Insurance(s) must be with insurers and formats acceptable to Montrose County, covering all premises and operations, and in force from the beginning of the project through the warranty period. The Contractor will be responsible for any deductible losses required in its insurance(s). Commercial General Liability Combined single limits of one million dollars ($1,000,000) each occurrence. Two million dollars ($2,000,000) aggregate. Coverage must include bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products and completed operations. The policy must also contain a provision for severability of interests. Montrose County must be named on the certificate as additional insured. Contractor Liability One million dollars ($1,000,000) each occurrence. Two million dollars ($2,000,000) aggregate. Worker's Compensation (Evidence of qualified self-insured status may be substituted) meeting the limits of the state of Colorado must also be provided. Comprehensive Automobile Liability - bodily injury and property damage Combined single limit of $1,000,000, $2,000,000 aggregate. Coverage shall be for each owned, non-owned or hired Contractor vehicle (including employeeowned vehicles) used for the project and shall also contain a provision for severability of interests. Montrose County, must be named on the certificate as additional insured. Certificates of insurance must be received and approved by Montrose County prior to the beginning of Contractor services. Certificate(s) must identify the project and indicate that cancellation, termination or material change to the policy will not occur without 30-days prior written notice to the County. If asked, the Contractor must provide a certified copy of any policy and/or endorsement. Should the Contractor fail to purchase or maintain insurance(s) as required, the County may either terminate the contract or purchase the required insurance and recover the cost from the Contractor. The County reserves the right to approve variations in the above insurance coverages. Warranty. The Contractor must warrant that the services provided will be performed in a professional manner. INVITATION TO BID, Montrose County Towing Services Page 5

6 QUALIFICATIONS Bidder Company Name Company Address Date Established Vehicles/Equipment Information: complete all fields. Attach additional sheets, if necessary: Type Description Quantity Leased/Owned Employee Information: Complete for each employee. Attach additional sheets, if necessary. Name Position/Title D/L # Class Impound Facility Hours of Operation: List 2 references for whom you have provided continuous service within the past 3 years. 1. Business Name Phone Address Contact Project Description 2. Business Name Phone Address Contact Project Description Is your firm capable of reaching the scene within 30 minutes on a 24-hours per day, 7-day per week basis, holidays included, when contacted by Montrose County dispatch Center or the Officer on scene? THIS FORM MUST BE RETURNED WITH YOUR BID INVITATION TO BID, Montrose County Towing Services Page 6

7 BID SCHEDULE Towing Rates Passenger Vehicles $ per hour Trucks over 1 Ton $ per hour Semi-tractors $ per hour Recreational Vehicles $ per hour Motorcycles $ per hour All-Terrain Vehicles $ per hour Towing Mileage Charge $ per mile (from response scene to storage facility) Please list and explain any exceptions or additional charges Impound & Storage Rates Passenger Vehicles Outside $ per hour Inside $ per hour Trucks over 1 Ton Outside $ per hour Inside $ per hour Semi-tractors Outside $ per hour Inside $ per hour Recreational Vehicles Outside $ per hour Inside $ per hour Motorcycles Outside $ per hour Inside $ per hour All-Terrain Vehicles Outside $ per hour Inside $ per hour Please list and explain any exceptions or additional charges THIS FORM MUST BE RETURNED WITH YOUR BID INVITATION TO BID, Montrose County Towing Services Page 7

8 ACKNOWLEDGEMENT The undersigned, having carefully read and considered the Invitation to Bid for Montrose County Towing Services, does hereby offer to perform such services on behalf of the County of Montrose, in the manner described and subject to the terms and conditions set forth in the Invitation to Bid. The undersigned gives permission for Montrose County to contact business references provided in this bid, and any others for whom the undersigned has performed work. The undersigned further states that this bid is made in good faith and is not founded on, or in consequence of, any collusion, anticompetitive agreement or other type of anticompetitive activities between themselves and any other interested party, in restraint of free competition. Business Name Authorized Representative Signature Authorized Representative Name & Title (print) Address Date Fax Phone THIS FORM MUST BE RETURNED WITH YOUR BID INVITATION TO BID, Montrose County Towing Services Page 8