Purchasing Division 300 West Third Street Oxnard, CA 93030 (805) 385-7538 www.oxnard.org March 28, 2017 Ladies and Gentlemen: The City of Oxnard invites qualified vendors to submit bids for three (3) One-half ton super cab pickups. This request for bids is made up of the following sections: Instructions to Bidders, General Terms & Conditions, Bid Documents/Specifications and the following attachment: Small Local Business Purchasing Preference, Sample Purchase Order, and City of Oxnard Terms & Conditions. Bidders will be responsible to carefully examine the requirements contained herein. Bids will be received in the City of Oxnard Purchasing Office located at 300 W. Third St., Suite 202, Oxnard, CA 93030 by 5:00 p.m. on Thursday, April 20, 2017. A copy of the requirements and specifications may be obtained from the Purchasing Office or the City of Oxnard website: http://www.oxnard.org. Any inquiries regarding this notice should be directed to Patricia Garcia, Buyer at (805) 385-7538 or email at Patricia.garcia@oxnard.org. The envelope containing your bid must be marked Bid No. PW17-26. Bids will not be opened publicly. If you have any questions, please call (805) 385-7538 or email patricia.garcia@oxnard.org. Sincerely, Patricia Garcia Buyer City of Oxnard
CITY OF OXNARD BID NO. PW-17-26 BID DOCUMENTS AND INSTRUCTIONS PLEASE READ CAREFULLY INSTRUCTIONS TO BIDDERS GENERAL TERMS & CONDITIONS BID DOCUMENTS SPECIFICATIONS FOR THREE (3) ONE-HALF (1/2) TON SUPER CAB PICKUPS BID ENVELOPES MUST DESIGNATE BID NUMBER AND DESCRIPTION TITLE FOR WHICH THE BID IS SUBMITTED BIDS MAY BE MAILED OR DELIVERED IN PERSON TO THE PURCHASING OFFICE AT 300 WEST THIRD ST., SUITE 202, OXNARD, CA 93030 BIDS MUST BE RECEIVED BY 5:00 P.M. ON THE DATE INDICATED BELOW: April 20, 2017 3
CITY OF OXNARD BID NO. PW17-26 INSTRUCTIONS TO BIDDERS PAGE RECEIPT AND OPENING OF BIDS...1 EXAMINATION OF REQUIREMENTS...1 PREPARATION OF BID...1 ADDENDA AND INTERPRETATION...2 BID OPENING...2 AWARD OF CONTRACT...2 DISCRETION TO AWARD...2 GENERAL TERMS & CONDITIONS BID DOCUMENTS/SPECIFICATIONS ATTACHMENTS: SMALL LOCAL BUSINESS PURCHASING PREFERENCE SAMPLE PURCHASE ORDER CITY OF OXNARD TERMS & CONDITION i
RECEIPT AND OPENING OF BIDS CITY OF OXNARD BID NO. PW17-26 INSTRUCTIONS TO BIDDERS The City of Oxnard invites qualified vendors to submit a bid for the item described herein. Bids will be received in the Purchasing Office by 5:00 p.m. on Thursday, April 20, 2017. Envelopes containing the bid must be sealed and addressed to Buyer, City of Oxnard, Purchasing Office, 300 W. Third St., Suite 202, Oxnard, CA 93030, and must designate the bid number for which the bid is submitted. The envelope must show the bidder s name and address. Late bids will be rejected. Bids may be withdrawn upon written request at any time prior to the time stated for closing of bids. The bidder or the bidder s authorized agent must sign such request. EXAMINATION OF REQUIREMENTS Each bidder must carefully examine the requirements contained herein. Upon receipt of responses hereunder, each bidder shall be thoroughly familiar with all requirements contained herein. The failure or omission to examine any form or document shall in no way relieve a bidder from any obligation in respect to this bid as submitted. Any misinterpretation of the requirements is solely that of the bidder s. PREPARATION OF BID In addition to responding to other sections of this request for bid, bidder shall submit sections C and D, in its entirety, which includes the bid documents and specifications. Failure to do so may cause rejection of the bid. All information, prices, notations, signatures, and corrections must be in ink or typewritten. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person signing the bid. Bidder s response shall state on a point-by-point basis whether the bid is in compliance with the requirements and specifications of this request for bid. Deviations to the requirements and specifications may be considered, provided that the vendor submits full description and explanation of, and or justification for the proposed deviation supported by specifications and descriptive literature that fully describes the item(s) offered. Bidders are allowed to submit more than one bid but not more than four bids. Bidders may submit one Base Bid and up to three Alternate Bids. Bidders may reproduce sections C to submit alternate bids. 1
The bid must be signed and dated in ink by an authorized agent. ADDENDA AND INTERPRETATION No interpretation of the meaning of the specifications or other bid documents will be made to any bidder orally. Bidders are not to contact any individual other than the Buyer. Every request for such interpretation must be in writing and addressed to: Patricia Garcia, Buyer, City of Oxnard, 300 W. Third St., Suite 202, Oxnard, CA 93030 and, to be given consideration, must be received at least 7 calendar days prior to the date fixed for the closing of bids. Requests for interpretation may be faxed to the Buyer at (805) 385-7495 or emailed to patricia.garcia@ oxnard.org. Any and all such interpretations and any supplemental instructions will be in the form of written addenda which, if issued, will be mailed or emailed to all known prospective bidders, no later than 7 calendar days prior to the date fixed for the closing of bids. Addenda required later than 7 calendar days prior to the bid closing date may cause a postponement in the bid closing date. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under this bid as submitted. All addenda so issued shall become part of the purchase order documents. BID OPENING Bids will not be opened publicly. Bid results will be available after bids have been reviewed. AWARD The award of the bid shall be made to the lowest responsible and responsive bidder whose bid complies with all the requirements prescribed. The award may be contingent upon availability (earliest delivery date). Minor bid irregularities may be waived. The City shall be the sole judge as to the successful bidder. The City s purchase order will be the contract document incorporating the requirements, terms and conditions of this Request for Bid. The Purchasing Office or Department will notify the successful bidder of the award. The City reserves the right to combine various bid items and/or alternates, increase or decrease the quantity and to purchase separate items where bids are more favorable to the City. DISCRETION TO AWARD The City shall have full discretion to determine the responsiveness of each bid and may reject any or all bids and make no award at all. 2
CITY OF OXNARD BID NO. PW17-26 GENERAL TERMS AND CONDITIONS The specifications provides for furnishing vehicles, equipment and labor in the anticipated amounts as indicated. The following terms and conditions are applicable to all items offered: 1. Vehicles and equipment covered by these specifications shall be complete with all accessories necessary for satisfactory operation. Vehicles and equipment shall be standard products of manufacturers regularly engaged in the production of such vehicles. Vehicles and equipment shall be serviced, cleaned and ready for immediate operation when delivered. 2. Successful bidder must be an authorized distributor for the product offered, or submit documentation from an authorized distributor from whom the specified product was purchased from. Said documentation must state that the distributor will honor all manufacturers warranties. 3. Vehicles and equipment offered shall be new, unused and of current year s production unless otherwise specifically indicated. 4. Vehicles and equipment offered shall in all respects meet all requirements of the California Vehicle Code, California Air Pollution Control Board and Exhaust Emission Control Regulations, Federal Motor Vehicle Safety Standards, and CAL-OSHA Standards as applicable. 5. All regular pre-delivery and warranty services shall be provided. Bidder shall state terms and conditions of warranties. 6. The bidder shall comply with all applicable federal, state and local laws, ordinances regulations and codes. 7. Technical specifications contained herein, including brand references, are not the City s absolute requirements but represent a level of performance desired. Comparable equipment options/features to satisfy the specifications herein in alternate ways will be considered. Alternate offers are to be supported by specifications and descriptive literature that fully describes the item(s) offered. 8. At the time of delivery, the successful bidder shall furnish one copy of the operator s instruction, maintenance and parts manuals for each item offered. All deliveries shall be F.O.B. Destination; Oxnard, CA. The bidder shall be responsible for all freight claims. 9. The successful bidder shall register the vehicle and obtain exempt plates from the Department of Motor Vehicles. 3
Registered owner is: City of Oxnard 300 W. Third St. Oxnard, CA 93030 Lien holder is: City of Oxnard 300 W. Third St. Oxnard, CA 93030 10. At the option of the successful bidder, other cities, counties, school districts or government agencies ( Agencies ) may enter into separate agreements with successful bidder at the same prices, terms and conditions of this bid ( piggyback ). There is not guarantee of usage by Agencies. Agencies utilizing this bid will place their orders directly with the successful bidder. All Agencies requirements, purchase orders, invoices and payments will be handled directly with successful bidder. The City of Oxnard will not be a party to any contract between AGENCIES and successful bidder. The City of Oxnard is not an agent, partner or representative of AGENCIES and is not obligated or liable for any payment, order or contract between AGENCIES and successful bidder. The successful bidder will hold harmless the City of Oxnard from all claims, demands or causes of action of every kind resulting directly or indirectly, arising out of or in any way connected with, use of this bid by other AGENCIES. Bidder s agreement or disagreement must be stated on the bid form and will no way affect consideration of the bid. 4
CITY OF OXNARD BID NO. PW17-26 BID DOCUMENTS FOR THREE (3) ONE-HALF (1/2) TON SUPER CAB PICKUPS Item Quantity Description Unit Cost Item Total # 1 3 One-half (1/2) Ton Super Cab Pickup $ $ SUBTOTAL $ 7.75% CA Sales Tax $ CA Tire Recycling Fee $ Other Costs (List): $ GRAND TOTAL $ The grand total is subject to verification. If any discrepancy is found, the sum of the item totals will govern. The following addenda are acknowledged: (Enter # & date or None if appropriate) No. Date No. Date ( ) Check here if NO Bid. Return this form to remain active in Vendor File. ( ) Check here if your bid will be extended to other public agencies. Your response will in no way affect consideration of your bid. The undersigned agrees to provide the above items and/or services to the City of Oxnard at the price quoted hereon, hold the price firm for 60 days after the designated date to receive bids, and provide the above items and/or services upon receipt of a City of Oxnard purchase order. Bidder s Signature Printed Name & Title Business Name Business Address Date Telephone No. Federal Taxpayer Identification No. Fax No 5
CITY OF OXNARD BID NO. PW17-26 SIGNATURE SHEET, AFFIDAVIT I, depose and say that I am of ( Sole Owner, A Partner, President, or other proper title) Name of Bidder Whoever submits this proposal to the City of Oxnard declares: 1. That the bidder has read these bid documents and specifications, will abide by and agrees to the conditions herein, and does hereby propose to furnish all equipment required for the item totals listed in the Bid Proposal. 2. That this bid is genuine, and not sham or collusive, nor made in the interest or in behalf of any person not herein named, and that the bidder has not directly or indirectly induced or solicited any other bidder to put in a sham bid, or any other person, firm or corporation to refrain from bidding, and that the bidder has not in any manner sought by collusion to secure an advantage over any other bidder. 3. That the addenda indicated on page C-1 of this proposal are acknowledged. I certify or declare under penalty of perjury that the foregoing is true and correct and I am an authorized agent to submit bids. Signature Date 6
City of Oxnard Fleet Services Division THREE (3) ONE-HALF (1/2) TON SUPER CAB PICKUPS These specifications are not meant to limit the vendor; they are to be guidelines to minimum qualifications. Bids on equipment differing in minor detail from these specifications will be considered. Difference or alterations shall be correctly stated and described in detail by the bidder. Bidders shall fill in all boxes under the column marked "Comply or Alternate." Alternates to the following specifications must be explained in detail. Alternates may be detailed on a separate page and referenced to the appropriate section number. Failure to furnish this information may be cause for rejection of bid. Answer "Comply or Alternate" Indicate Proposed Make: Indicate Proposed Model: VEHICLE SPECIFICATION: Specifications cover a gasoline powered, one-half(1/2) ton cab super cab pickup 1.0 MANUFACTURER S STANDARD EQUIPMENT: All equipment and components listed as standard by the manufacturer for model proposed shall be furnished whether or not such items are detailed herein, e.g., special wrenches, tool kits, jacks adequate to safely lift the vehicle when loaded to rated capacity, etc. Optional equipment as necessary to meet the following requirements of this specification shall also be supplied. Specifications on the following pages are written with intent to meet all applicable documents, but the final certification to comply shall rest with the vendor and not the City of Oxnard. Should requirements as specified not comply, the manufacturer is required to refigure and revise the specifications to meet all laws, rules, and regulations where it applies to items such as the ratings of axles, tires, wheels, brakes, batteries, cooling capacity, etc., and the City of Oxnard is to be notified thereof. Purchaser will not accept any part, component, or system, which is not an established standard product of the proposing manufacturer. By this is meant that any item or assembly which, relative to the supplying manufacturer s standard line of products, could be described as first of 7
its kind, experimental, only one of its kind to be built, especially modified to comply with this specification, prototype, or synonymous categoric descriptions, shall not be acceptable. All parts and components of the system offered and delivered must conform to the manufacturer s standard production or be off-shelf available as a standard hardware production item. 1.1. Hose And Wiring Routing: All hoses, wires and pipes shall be routed to be clear of heat sources and shall be routed, secured, or otherwise protected from any present or potential source of snags, abrasions, or sharp edges. 1.2. Control Labeling: All operator controls shall be clearly labeled as to function and operational position(s). 1.3. Capacity: Manufacturer s gross vehicle weight rating not to exceed 10,000 lbs. when equipped with specified tires. 1.4. Cooperative Purchasing: If mutually agreeable to both parties, the use of any result contract may be extended to other government agencies. It shall be understood that all terms and conditions as specified herein shall apply. The City of Oxnard will not be an agent, partner, or representative of any other government agency as it relates to this specification and is not obligated or liable, including, but not limited to, payment for an order placed by any other government agency. 2.0 ENGINE: 2.1. 3.5L EFI V6 engine or equivalent. 2.2. Engine must be certified to meet current California emission standards. Indicate Proposed Make, Model, HP/Torque 2.3. Vehicle to operate most economically at 55 MPH. 3.0 FUEL SYSTEM: Minimum full tank capacity of 23 gallons 4.0 TRANSMISSION: 4.1. 6 Speed Automatic 5.0 FRONT AXLE: 5.1 Independent front suspension 5.2 FRONT WHEELS and TIRES: P245/70R17 radial tire. Wheels to be steel painted silver 6.0 REAR AXLES: 6.1. Solid Axle w/ leaf springs 6.2. 3.15 ratio single regular axle 8
6.3. REAR WHEELS and TIRES: P245/70R17 radial tire. Wheels to be steel painted silver 7.0 BRAKES: 7.1. Four wheel disc brakes - Front/Rear 8.0 ELECTRICAL: 8.1. Circuit breakers wherever possible. 8.2. Electric trailer brake controller 8.3. All wires, terminals, or connectors exposed to dirt and moisture shall be adequately protected. Whenever possible, wires shall be grouped into harnesses and properly supported on rigid members to prevent abrasion and flexural failure 9.0 CAB SPECIFICATIONS: Left - hand drive 9.1. Wheel base 163.7 approximate. 9.1.1. Specify wheelbase: 9.2. Rear Seat Access Doors, each side 9.3. Eight(8ft) foot bed 9.4. Air Conditioning 9.5. AM-FM radio with AUX input 9.6. Manual fold mirrors 9.7. Power windows and power door locks 9.8. Vinyl 40/20/40 bench seat 9.8.1 Seat color gray or black. 9.9. Cab color Oxford White Z1 or equal. 9.10. Rubber floor mat covering full compartment. 9.11. Dual Air Bags 9.12. Side Curtain Air Bags 9.13. Trailer Tow Package 10.0 MISCELLANEOUS: 10.1. License plates: Exempt license plates and certified weight certificate shall be furnished to City at the time of vehicle delivery before payment can be made. Vehicle shall be registered to: City of Oxnard, 300 West Third Street, Oxnard, CA 93030. Vendor shall obtain unit number and lien holder information from City representative before registering vehicle 11.0 MANUALS AND DOCUMENTATION: Vendor shall furnish at time of delivery for each vehicle: 9
11.1. One (1) operator manual for cab, chassis. 11.2. Completed DMV Application for Registration of New Vehicle. 11.3. Odometer disclosure statement. 11.4. Three (3) copies of invoice. 11.5. Four sets of keys Vendor shall furnish at time of delivery for each order: 11.6. One (1) repair manual for cab, chassis, and body, DVD electronic version. 11.7. One (1) parts manual for cab, chassis, and body, DVD electronic version. 11.8. Complete electrical schematics for cab and chassis, and body systems. 12.0 ADDITIONAL EQUIPMENT: Vendor shall furnish and install the following 0-02 12.1. Weather Guard Saddle Box Extra Wide, Aluminum Part# 117-12.2. Bed Rhino Coat 13.0 BODY GENERAL: 13.1. This unit and all components must be current standard production model with all major improvements installed and have been manufactured within the last twelve (12) months. Unit and accessories shall conform to the State of California Vehicle Code, Department of Transportation and, if applicable, to the Safety Orders of the Division of Industrial Safety and current requirements of CAL OSHA. 13.2. Prior to painting of unit, bidder shall notify: City of Oxnard Fleet Services Division Attn: Bill Birch 1060 Pacific Ave., Bldg. 2 Oxnard, CA 93030 TEL: 805-385-8047 Bill.Birch@oxnard.org FOR INSPECTION OF THE UNIT(S) 10
Year, Make & Model Offered: Estimated Delivery Date ARO (F.O.B. Destination): Note exceptions to above specifications: 11
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