REQUEST FOR QUOTES FOR MAINTENANCE SPARE PARTS FOR THE CITY OF COMMERCE

Transcription

1 REQUEST FOR QUOTES FOR MAINTENANCE SPARE PARTS FOR THE CITY OF COMMERCE I. INTRODUCTION The City of Commerce is requesting quotes for the purchase of maintenance spare parts. The contract will be administered by the Transportation Department. A. DEFINITION OF TERMS Whenever the terms listed below appear in the Contract Documents, they shall be defined as follows: 1. Agreement shall mean the Agreement and all designated Contract Documents for the purchase of spare parts. 2. Change Ordershall mean written order, issued by the City to the Contractor, signed by the Purchasing Manager, and authorizing an addition, deletion or revision in the scope of work. 3. City shall mean the City of Commerce, California, as it now exists oras its boundaries may from time to time be changed. 4. City Attorney shall mean the City Attorney of the City of Commerce. 5. City Clerk shall mean the City Clerk of the City of Commerce. 6. City Council shall mean the City Council of the City of Commerce. 7. City Administrator shall mean the City Administrator of the City of Commerce. 8. Code shall mean the Commerce Municipal Code 9. Contract Documents shall mean this Request for Quotes, any addenda, the Notice of a Request for Quotes, the Quote, MAINTENANCE SPARE PARTS-Request for Quotes (RFQ) Page 1

2 theagreement, the Notice to Proceed and any required Bonds and/or Certificate of Insurance. 10. Contractor, Bidder or Proposer shall mean the person, firm, corporation, or partnership with whom the City has executed the Agreement and who is fully responsible for performance of the work. 11. Director of Transportation shall mean the official designated as the Director of Transportation of the City or his/her authorized representative. II. SCOPE OF WORK The Scope of Work is contained in Exhibit A, Bidder s Quote for Maintenance Spare Parts. III. RIGHT TO REJECT ALL QUOTES The City reserves the right to reject any or all quotes submitted; and no representation is made hereby that any contract will be awarded pursuant to this Request for Quotes, or otherwise. All costs incurred in the preparation of the quote, in the submission of additional information and/or in any other aspect of a proposal prior to the award of a written Agreement will be borne by the respondent. The City will provide only the staff assistance and documentation specifically referred to herein and will not be responsible for any other cost or obligation of any kind that may be incurred by a respondent. All proposals submitted to the City in response to this Request for Quotes shall become the property of the City. IV. RATE OF COMPENSATION The City will compensate the Contractor at the rates contained in the Proposed Rate Schedule contained in the Scope of Work section. V. COMPLIANCE WITH LAWS All proposed contractors shall comply with all applicable laws, ordinances, and codes of the State of California and local governments, including the South Coast Air Quality Management District and California Air Resources Board, as well as all regulations and rules relating to affirmative action and prevailing wages (to the extend applicable), and shall commit no trespass on any public or private property in performing any of the work embraced by the Agreement. MAINTENANCE SPARE PARTS-Request for Quotes (RFQ) Page 2

3 This project is partially funded by Federal Transit Administrator (FTA) 5307 capital funds. Exhibit B contains the FTA contract clauses that apply to this procurement. VI. NOTICE TO PROCEED The City will issue a Purchase Order once the quotes have been approved by the Commerce City Council. VII. TERM OF CONTRACT The Agreement will commence on the date of the Notice to Proceed and will terminate one(1) year thereafter. VIII. TERMINATION The Agreement may be terminated by mutual consent of both parties. IX. CANCELLATION CLAUSE In the event that any of the provisions of this Agreement are violated by the Vendor, the City may terminate the Agreement by serving written notice upon the Vendor, listing the violation(s) and its intent to terminate such Agreement unless within ten (10) days after the serving of such notice, such violation shall cease or be rectified, the contract shall upon the expiration of an additional thirty (30) days cease and terminate. Violations which cannot be corrected within ten (10) days, said contract shall at the option of the City cease and terminate upon the giving of like notice. In the event of any such termination for anyreason, the City may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of the Contractor. The Contractor and his sureties shall be liable to the City for any excess cost occasioned in the event of any such termination. This change shall not be construed to prevent the termination, for other causes authorized by law or other provisions of this contract. X. INTERPRETATION OF INSTRUCTIONS AND GENERAL CONDITIONS If any vendor contemplating submitting a proposal for such spare parts is in doubt as to the true meaning of any part of the Proposal or finds discrepancies in, or omissions from, said documents, contractor may submit to the City a written request for interpretation or correction thereof. Any interpretation or correction of these documents shall be made by the Purchasing Manager or his/her duly authorized representative. The City will not be responsible for any other explanation or interpretation of these documents. MAINTENANCE SPARE PARTS-Request for Quotes (RFQ) Page 3

4 XI. QUOTE FORMAT AND CONTENT REQUIREMENTS A. The Contractor s response to the City s Request for Quote should provide the following information, using the same format and sequence. 1. Bid Sheet The Proposer shall complete and submit all pages included in the Scope of Work, whichinclude the following sections or items: Cummins Engine Computer Cylinder Head Radiator Altro floor AC condenser motors AC evaporator motors AC compressor Transmission cooler Alison Transmission Cummins engine Meritor axle third member Meritor axel carrier Meritor rear axle complete Air compressor Air Dryer Turbo Charger Fuel mixers Exhaust muffler/cat Wheelchair electrical assembly Wheelchair actuator assembly Wheelchair ramp power unit Wheelchair assemblies Wheelchair platform 2. Additional Information Additional information that is not presented elsewhere and is essential to a fair evaluation must appear in the last Section of the Proposal and be labeled "Additional Information." If there is no additional information the Proposer wishes to present, this Section will consist of the statement:"there is no additional information we wish to present." MAINTENANCE SPARE PARTS-Request for Quotes (RFQ) Page 4

5 B. Quotes Submission 1. Quotes shall be submitted with four complete sets (one original and three copies) of the Quotes and any related information. Proposals received after the closing date and time specified in the Notice of Request for Quotes will be rejected by City as nonresponsive. 2. Submit Quotes to the City Clerk Office located at 2535 Commerce Way, Commerce, California, 90040, in a package that clearly identifies the bidder and this RFQ. Quotes are received only when accepted and time stamped by the City Clerk Office. All other indications ofapparent timely delivery may be disregarded. 3. It is the responsibility of the Proposer to instruct delivery services, such as United Parcel Service and Federal Express, to deliver Quotes directly to the City Clerk Office. Proposals submitted via facsimile or will not be accepted. 4. Proposals delivered by other means, including United States Postal Service, may be delayed in City's mail system, resulting in untimely delivery to the City Clerk and possible failure to meet the Quotes submission deadline. Delayed and missed deadlines for submission of quotes not delivered in strict compliance with this RFP shall be the sole responsibility of the Proposer, not of the City. XII. SUBMITTAL OF QUOTES Four(4) copies of the quotes shall be presented in a sealed envelope bearing the name, address and telephone number of the individual or entity submitting the proposal and shall be addressed to the CITY OF COMMERCE, CITY CLERK 2535 COMMERCE WAY COMMERCE CA, The proposal shall include all pages in Attachment I, which includes Proposed Rate Schedule. The envelope shall be clearly marked with the notation DO NOT OPEN QUOTE. The proposal shall be delivered to the addressee on or before 12p.m. on Monday, November 12, MAINTENANCE SPARE PARTS-Request for Quotes (RFQ) Page 5

6 XIII. SELECTION PROCEDURES AND EVALUATION CRITERIA Criteria for the evaluation of the proposals may include, but need not be limited to, the following items listed in this section. All proposals will receive a composite score (rating) and be ranked in numerical sequence from high to low based on the following criteria: 1. Proposed Price (100 points) The proposed price should accurately reflect the Proposer's cost of providing the required products and services and any profit expected during the contract term. 2. Additional Criteria Thiscriteriais not exclusive. The City reserves the right to apply additional evaluation criteria. MAINTENANCE SPARE PARTS-Request for Quotes (RFQ) Page 6