VEHICLE MAINTENANCE & REPAIR Due to the estimated cost of this procurement falling under the State and Federal Small Purchase Threshold of $100,000.00, the Housing Authority of the County of San Joaquin (HACSJ) is procuring these services using a non-formal request for Quotes for Small Purchase (QSP) process. This informal QSP process means formal Request for Proposals (RFP) requirements and formal protest procedures do not apply (i.e., bid bonds, public bid opening, etc.). The HACSJ reserves the right to issue modifications to this QSP at any time, award the proposed project to more than one firm, reject any or all quotes, and ask for any clarifications or verifications from Proposers at any time. Introduction: The HACSJ is seeking quotes from qualified firms and/or individuals to provide preventive vehicle maintenance and repair services for our fleet of vehicles. HACSJ is only requesting that the attached Quote Form be submitted by Thursday April 9, 2015 at 12 P.M. A single copy may be submitted by email to quotes@hacsj.com, by fax to 209-948-6224, or by mail or hand delivery to the HACSJ Business Office located at 421 S. El Dorado Street, Suite B, Stockton, CA 95203. By submitting a quote response, the Contractor agrees to abide by all applicable laws, ordinances, and regulations. This includes, but is not limited to, HUD Form 5370 EZ and HACSJ PO Terms (Rev.2010.03.15) which are available at the following HACSJ website: (http://www.hacsj.com/vendor/vendor.html) Due Date for Quotes: Thursday April 9, 2015 at 12 P.M Anticipated Start Date: Monday April 13, 2015 (Actual Date to Be Determined) Services and Payment 1.1 Scope of Services: The services provided pursuant to this contract generally consist of those services as described herein and within the Appendices. These services shall include those listed in the HACSJ s informal Quote for Small Purchase (QSP) and the Contractor s response (hereinafter Quote ). Note that the HACSJ does not guarantee any minimum or maximum amount of work; rather, this contract is a Requirements Contract, in that the HACSJ shall retain the right to order from the Contractor any amount of services that the HACSJ requires. 1.1.1 General Scope: 1.1.1.1 The Contractor shall be responsible for Vehicle Maintenance and Repair Services as detailed below. This contract is for labor only, except as noted herein. 1.1.1.2 Replacement parts and fluids shall be purchased by Contractor under the HACSJ s account at specified local (TBD) stores, and if such parts are not available through this venue, the Contractor shall procure them from a dealer of the brand of manufacture of the vehicle being serviced. In such cases, the Contractor shall add the dollar amount for the parts to the service invoice at cost. Page 1 of 8
1.1.1.3 In the case of fluid changes, if the needed fluids are not available through (TBD) stores, or if it is more economical for the Contractor to supply them, the Contractor shall supply them at cost (without additional mark-up) to the Housing Authority. 1.1.2 LOF Specifications: LOF services shall include fluids, filters, and labor as specified below, and shall be at the flat fee submitted by the Contractor in the Quote. Contractor shall also be responsible for scheduling LOF fleet services every 4 months or per manufacturer s recommendation. Note that the "LOF" prices shown herein shall include any and all pertinent taxes, disposal fees, etc. Lube, Oil, and Filter ("LOF") service shall include: 1.1.2.1 Removal and replacement of motor oil with new major-brand multigrade motor oil, 1.1.2.2 Removal of old oil filter and replacement with a new major-brand oil filter, 1.1.2.3 Lubrication of chassis and steering components, 1.1.2.4 Rotation of all tires, 1.1.2.5 Check of air filter and replacement with new one if necessary, 1.1.2.6 Performance of a bumper-to-bumper vehicle safety inspection and advise the HACSJ of any findings, including lights, brakes, and tire wear. 1.1.2.7 Run air conditioning system and record output air temperature, and make recommendations for repair if output air temp is above spec. 1.1.2.8 Check and top off other fluids as necessary. 1.1.3 Repairs Specifications: The hourly Shop Rate shown herein shall be charged by Contractor in accordance with the following: 1.1.3.1 Skilled labor to perform general troubleshooting and repair work. 1.1.3.2 Any additional services required outside the scope of this proposal (transmission services, air-conditioning service, tune-ups, etc.) must be approved in advance by the HACSJ Contractor Officer or designee. 1.1.3.3 Assist HACSJ in coordinating tire replacement, towing and other vehicle related services. 1.1.3.4 Body and paint repairs are expressly excluded from this Contract. 1.1.4 Pick up & Delivery Services: Pick-up & delivery of HACSJ vehicles in the Stockton, Tracy and Lodi areas (and parts needed for repairs or maintenance) shall be performed by the Contractor at no charge to the HACSJ. The Contractor shall pick up & deliver said vehicles from the HACSJ s various sites at the following addresses: 1.1.4.1 Sierra Vista Homes (2436 S. Belleview, Stockton) 1.1.4.2 Conway Homes (741 Flint Ave., Stockton) 1.1.4.3 Thornton Homes (26188 N. Manor Dr., Thornton) 1.1.4.4 Tracy Homes (311 West St. Tracy) 1.1.4.5 Administration/Central Office (421 S. El Dorado, Ste. B, Stockton) Page 2 of 8
1.1.5 Performance Specifications 1.1.5.1 Company Standards: The Contractor shall perform in good faith in accordance with the proposed services found in the Contractor s Quote. 1.1.5.2 Personnel Standards: Services shall be performed by personnel who are trained and otherwise qualified to perform the assigned tasks. 1.1.6 Supervision: Contractor shall furnish the necessary qualified supervision to oversee all of Contractor s operations performed in conjunction with this Contract. 1.1.7 Equipment: Contractor shall furnish all equipment necessary to perform the services in accordance with these specifications. Reservation of Rights: The HACSJ reserves the right to reject any or all proposals, to waive any informalities in the QSP process, or to terminate the QSP process at any time if deemed by the HACSJ to be in its best interests. The HACSJ reserves the right not to award a contract pursuant to this QSP. The HACSJ reserves the right to terminate a contract awarded pursuant to this QSP, at any time for its convenience upon 10 days written notice to the successful proposer(s). The HACSJ reserves the right to determine the days, hours and locations that the successful proposer(s) shall provide the services called for in this QSP. The HACSJ reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of the HACSJ Contracting Officer (CO). The HACSJ reserves the right to reject and not consider any proposal that does not meet the requirements of this QSP, including, but not necessarily limited to, incomplete proposals and/or proposals offering alternate or non-requested services. The HACSJ shall have no obligation to compensate any proposer for any costs incurred in responding to this QSP. The HACSJ shall reserve the right to at any time during the QSP or contract process prohibit any further participation by a proposer or reject any proposal submitted that does not conform to any of the requirements detailed herein. Warranty/Guarantee: All work provided by the Contractor pursuant to any contract that ensues from this QSP shall be warranted or guaranteed by the Contractor for a period of time of not less than 180 days. Page 3 of 8
Quantities: All quantities entered by the HACSJ herein are for calculating purposes only. The ensuing contract will be an Indefinite Quantities Contract (IQC), in that HACSJ shall retain the right to form a pool of potential Contractor that HACSJ may make awards to, on a task order basis, any amount of services HACSJ requires. Contract Form: HACSJ will not execute a contract on the Contractor s form--contract will only be executed on HACSJ form and by submitting a proposal the Contractor agrees to do so (please note that HACSJ reserves the right to amend this form as HACSJ deems necessary). However, HACSJ will consider any contract clauses that the Contractor wishes to include therein and submits in writing a request for HACSJ to do so; but the failure of HACSJ to include such clauses does not give the Contractor the right to refuse to execute HACSJ s contract form. It is the responsibility of each prospective Contractor to notify HACSJ, in writing, prior to submitting a proposal, of any contract clause that he/she is not willing to include in the final executed contract and abide by. HACSJ will consider and respond to such written correspondence, and if the prospective Contractor is not willing to abide by HACSJ's response (decision), then that prospective Contractor shall be deemed ineligible to submit a proposal. Unauthorized Sub-Contracting Prohibited: The Contractor shall not assign any right, nor delegate any duty for the work proposed pursuant to this QSP (including, but not limited to, selling or transferring the contract) without the prior written consent of the CO. Any purported assignment of interest or delegation of duty, without the prior written consent of the CO shall be void and may result in the cancellation of the contract with HACSJ, or may result in the full or partial forfeiture of funds paid to the Contractor as a result of the proposed contract; either as determined by the CO. Right to Negotiate Final Fees: HACSJ shall retain the right to negotiate the amount of fees that are paid to the Contractor, meaning the fees proposed by the top-rated Contractor may, at HACSJ's options, be the basis for the beginning of negotiations. Such negotiations shall begin after HACSJ has chosen a top-rated Contractor. If such negotiations are not, in the opinion of the CO successfully concluded within 5 business days, HACSJ shall retain the right to end such negotiations and begin negotiations with the next-rated Contractor. HACSJ shall also retain the right to negotiate with and make an award to more than one Contractor, as long as such negotiation(s) and/or award(s) are addressed in the above manner (i.e. top-rated first, then next-rated following until a successful negotiation is reached). Selection and Award: Process: If a Purchase Order/Contract is awarded pursuant to this QSP, the procedures shown in Chapter 5 of HUD Procurement Handbook No. 7460.8 REV 2 (http://portal.hud.gov/hudportal/hud?src=/program_offices/administration/hudclip s/handbooks/pihh/74608) and within the HACSJ Procurement Policy (http://www.hacsj.com/vendor/procurement_policy_2009.pdf) shall be followed. Contract Conditions: The following provisions are considered mandatory conditions of any contract award made by HACSJ pursuant to this QSP: Required Clauses: At a minimum, the attached "HACSJ Purchase Order Terms & Conditions" and "HUD Table 5.1: Mandatory Contract Clauses for Small Purchases Other Than Construction" will be applicable to any Purchase Order and/or Contract issued by the HACSJ. Page 4 of 8
Assignment of Personnel: The HACSJ shall retain the right to demand and receive a change in personnel assigned to the work if the HACSJ believes that such change is in the best interest of the HACSJ and the completion of the contracted work. Contractor shall select and employ the replacement personnel. Licensing and Insurance Requirements: Prior to award (but not prior to submission of the proposal) the Contractor will be required to provide: Licensing: Contractor must hold a valid California Contractor s License for the appropriate trade listed in this QSP with all appropriate bonding and insurance required by the State of California and have the ability to obtain all required permitting either through local, state and federal agencies and being in good standing with all governing agencies. The Contractor shall provide to the HACSJ copies of these and any other required current City, State and/or Federal licenses. Failure to maintain these licenses in a current status during the term(s) of this contract shall constitute a material breach thereof. Proof of Insurance: Contractor shall maintain throughout the course of any Contract resulting from this Request for Quotes for Small Purchase (QSP), at a minimum, insurance coverage shown on the attached Insurance Requirements for Consultants Exhibit. Proof of such coverage must be presented to the HACSJ upon request. Contract Service Standards: In performing all services, the Contractor shall comply with all applicable federal, state, county, and city statutes, ordinances, and regulations. If such compliance is impossible for reasons beyond its control, the Contractor shall immediately notify the HACSJ of that fact and the reasons therefore. Requirements Contract/Task Order Basis: The HACSJ does not at this time know the full extent of the work that the HACSJ will need the successful proposer to perform. The quantities listed in the cost proposal area shall be considered to be calculation factors only. The HACSJ will evaluate each proposer's cost proposal on an equitable basis. Therefore, the proposed contract shall be considered to be a requirements contract (RC) with work ordered on a task order basis. This means that the HACSJ will order work on an as-needed basis, and the successful proposer will provide the work pursuant to the unit costs proposed and/or negotiated. The HACSJ reserves the right to order any quantity of work pursuant to the proposed contract. This means that there shall be no minimum or maximum amount of work that will be ordered, either on an individual order basis or in total. However, any such work ordered will be in conformance with an HACSJ Board-approved budget, a specific not-toexceed (NTE) amount approved by the HACSJ Board of Commissioners and shall not exceed the NTE amount listed on the current contract. Page 5 of 8
PERFORMANCE SPECIFICATIONS COMPANY STANDARDS 1. Contractor shall possess the appropriate Contractor s/business License issued by the California Contractors State License Board for all work performed. 2. Contractor shall provide detailed work orders indicating what problems were discovered and what services were provided. PERSONNEL STANDARDS 1. Services shall be performed by personnel who are trained and otherwise qualified to perform tasks assigned. 2. Contractor s employees shall wear clearly visible identification while performing duties. 3. All personnel shall be neat in appearance and shall conduct their work in a professional manner with minimal disturbance to the contracting party. If any of the Contractor s personnel are not satisfactory to the HACSJ or its managers, Contractor shall replace such personnel with those who are satisfactory. 4. Contractor shall use all reasonable care, consistent with his/her right to manage and control his/her operation, not to employ any persons or use any labor, or use or have any equipment or permit any condition to exist which shall or may cause or be conductive to any labor complaints, troubles, safety issues, disputes or controversies at the owner s place of business or which interfere or are likely to interfere with the operations of business. 5. Contractor shall immediately give such notice to the CO to be followed by written reports, as shall be reasonably necessary to advise the manager of any and all impending or existing labor complaints, troubles, disputes, or controversies and the progress thereof that Contractor, in his/her opinion, believes may interfere with the operation of the business. Contractor shall use his/her best efforts to resolve any such complaints, troubles, disputes, or controversies. SUPERVISION 1. Contractor shall furnish the necessary qualified supervision to oversee all operations. 2. Contractor shall be available to attend a minimum of two meetings per year with the CO or his/her designee, to coordinate, plan and discuss the contracted services performance. EQUIPMENT Contractor shall furnish all equipment necessary to perform the services in accordance with these specifications, and warrants that all equipment will be of such type as to cause no hazard or danger. Page 6 of 8
PROPERTY DAMAGES Contractor shall be responsible for any damages to HACSJ property, damaged as a result of the actions of the Contractor, his/her employees and/or equipment. All repairs of damages shall be at the Contractor s expense. NON-COLLUSION Contractor shall complete an affidavit in proof that he/she has not entered into any collusion with any person in respect to this quote or any other quote or the submitting of quotes for the contract for which this quote is submitted. SECTION 3 CONTRACT The work to be performed under this contract is on a project assisted under a program receiving direct Federal financial assistance from the Department of Housing and Urban Development and is subject to the requirement of Section 3 of the Housing and Urban Development Act of 1968 which requires that, to the greatest extent feasible, opportunities for training and employment will be given to residents of the area of the Section 3 covered project. AWARD OF THE CONTRACT Subject to Other Documents. The contract is subject to the terms and conditions of the State of California as they exist at the time the agreement is signed. Conflict of Interest. The Contractor warrants that it presently has no interest and will not acquire any interest direct or indirect, which would conflict in any manner or degree with the performance of services under this contract. Responsibility. It shall be the responsibility of the Contractor to see that his/her quote is received by HACSJ by the date and time set forth for the opening of the quotes. Quotes received after the time stated shall not be considered. Page 7 of 8
QUOTE FORM By submitting a quote response the Proposer agrees to abide by all applicable laws, ordinances, and regulations, including those pertinent to conflict of interest, and general accounting practices and regulations pertinent to the services being requested. The proposer must submit at least three client references that the proposer has worked with in the last two years. Quote proposals must be received in the HACSJ Business Office no later than the submittal deadline stated herein or within any ensuing addendum. Proposals submitted after the deadline will not be accepted. Quote proposals are to be submitted on the form below no later than Thursday April 9, 2015 at 12 P.M. (Pacific Standard Time) via fax, or scanned and emailed, to: Email to quotes@hacsj.com; or Fax (209) 948-6224; or Deliver to 421 S. El Dorado Street, Suite B, Stockton, CA 95203 LOF Service, 4-Cylinder/Small Vehicle: $ per Each LOF Service, 6-cylinder/Mid-Size Vehicle): $ per Each LOF Service (8-cylinder/Large Vehicle/Trucks): $ per Each Hourly Shop Rate for General Vehicle Repairs: $ per Hour In submitting this quote, it is understood that the right is reserved by the HACSJ to reject any and all quotes. If written notices of the acceptance of this quote is mailed, faxed or delivered to the undersigned within sixty (60) days after the opening thereof, or at any time thereafter before this quote is withdrawn, the undersigned agrees to execute and deliver a contract in the prescribed form within ten (10) days after the contact is presented for signature. Quote Submitted By: Company: By (Print Name): Address: City, State, Zip: Date: Email: Telephone: Fax: Signature: Authorized Principal or Officer Page 8 of 8