City of asheville north carolina

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City of Asheville North Carolina

REQUEST FOR BIDS AND PROPOSALS FORMAL BID REQUEST NO. FBR 975-15

FLEET VEHICLES FOR THE CITY OF ASHEVILLE

BID OPENING DATE:

Thursday, May 7, 2015

AT 3:00 PM LOCAL TIME

ISSUED BY: CITY OF ASHEVILLE PURCHASING DIVISION P. O. BOX 7148

ASHEVILLE, NC 28802 PHONE: (828) 259-5950 AMY PATTERSON, PURCHASING MANAGER

BIDS ARE TO BE SEALED AND MAILED TO THE ABOVE POST OFFICE BOX OR HAND DELIVERED SEALED TO THE PURCHASING DIVISION OFFICE LOCATED AT NO. 3 HUNT HILL PLACE, ASHEVILLE, NC 28801

NOTE: IF MAIL OR DELIVERY BY ANY OTHER MEANS IS DELAYED BEYOND THE DATE AND HOUR SET FOR THE BID OPENING PROPOSALS DELAYED WILL NOT BE CONSIDERED.

CITY OF ASHEVILLE, NORTH CAROLINA PURCHASING DIVISION

Page 1

Bid Request No. FBR 975-15

Date: April 24, 2015

REQUEST FOR BIDS AND PROPOSALS FOR MULTIPLE FLEET VEHICLES FOR THE CITY OF ASHEVILLE

Pursuant to General Statutes of North Carolina, Section 143-129, as amended, sealed bids and proposals, subject to the conditions and specifications herein, are invited for furnishing the following equipment, materials, services or repair work. All bids will be received by the City of Asheville Purchasing Division until: 3:00 p.m. local time on Thursday, May 7, 2015 at which time they will be publicly opened and read.

TERMS:

Net 30 Days

CITY OF ASHEVILLE, N. C.

DELIVERY: ASAP - Bidder Specify Best Delivery

Amy Patterson, Purchasing Manager

______________________________________________________________________________________________________

POSITIVELY NO BIDS CONSIDERED UNLESS SUBMITTED ON THIS FORM

NOTICE TO BIDDERS: All tax imposed upon any article on which you are bidding shall be shown as separate items and in no

case included with price bid. Failure to comply with these conditions will be considered grounds for rejection.

MULTIPLE FLEET VEHICLES FOR THE CITY OF ASHEVILLE PER THE ATTACHED SPECIFICATIONS, TERMS AND CONDITIONS.

All Items are subject to Separate award

Required paperwork to include Manufacturer's Statement of Origin, North Carolina Title Application (MRV-1) and a copy of the invoice. Original invoice to be mailed

directly to the Finance Department as indicted on the purchase order. "City of Asheville" is the owner on all paperwork. The physical address is 173 S. Charlotte

St., Asheville, NC 28801. All required paperwork must be submitted with the vehicle at the time of delivery. Any questions, contact Fleet Management directly at

(828) 259-5700.

PLEASE CONTACT DONNA MARTIN, PURCHASING AGENT, BY E-MAIL IN WRITING WITH ANY QUESTIONS REGARDNG THE BID AT DMARTIN@

Company Name Address City State Zip Telephone No. Web Address Delivery to City __________ calendar days after receipt of order

Bid Submitted By (Signature) Printed Name and Title Email Address Fax No. Federal Taxpayer ID No. Payment Terms: Net ____________ Discount:_______% Net ________

FBR 975-15

ITEM NO. QUANTITY

CITY OF ASHEVILLE, NORTH CAROLINA PURCHASING DEPARTMENT

REQUEST FOR FORMAL PROPOSALS

DESCRIPTION

UNIT

PAGE -2-

UNIT PRICE

EXT. PRICE

1.

1

2015 Ford F-150 pickup Truck; 4 X 4 Regular

Cab, with all standard equipment per the

following specifications on page 13.

To include in pricing a Bed Protection to be Spray-in-type of bed liner only. List specific brand and warranty

Manufacturer_______________________

Warranty___________________________

Each $_________ $________

COMPANY NAME:_____________________________________________________________________ SIGNED:__________________________________________________TITLE:______________________

FBR 975-15

ITEM QUANTITY NO.

CITY OF ASHEVILLE, NORTH CAROLINA PURCHASING DEPARTMENT

REQUEST FOR FORMAL PROPOSALS

DESCRIPTION

UNIT

PAGE -4-

UNIT EXTENDED

PRICE

PRICE

2.

1

2016 Ford F-550 4WD Chassis, duel rear

wheel, extended cab with service body with all standard equipment per the specifications

EACH $________ $_________

on pages 14-15.

Provide and install Knapheide model 6108D54J or Reading model U108-DW Service

Body, include the following options, Master Locking System, Class IV Receiver Hitch and Galva-Grip with Recess Rear Bumper. Body to be painted white to match factory chassis

color Note: The Knapheide Body is available on State of

North Carolina State Contract 065A and can be purchased from Knapheide Truck Equipment

Midsouth, Midland, NC 704.888.3130 Contact:

Chris Todd-866.394.5321

ctodd@

OPTIONAL PRICING

1

Provide price to include a VMAC manufactured under hood air compressor

Each $________ $_________

system, model 150G, with all necessary

hookups, controls and associated

components necessary to operate, include

50' hose reel mounted on curbside front of

utility bed.

COMPANY NAME:_____________________________________________________________________ SIGNED:__________________________________________________TITLE:______________________

FBR 975-15

CITY OF ASHEVILLE PURCHASING DIVISION

PAGE -7-

SPECIAL TERMS AND CONDITIONS FOR FOR THE CITY OF ASHEVILLE

1.

DETAILED SPECIFICATIONS: Detailed specifications for this equipment are included within the bid request.

Bids to be submitted in accordance with these specifications and Special Terms and Conditions, both of which require doing all that is necessary, proper, or incidental to the furnishing of the equipment identified herein. All things not expressly stated in the attached specifications or Special Terms and Conditions but involved in carrying them out must be included in bidder's proposal as though they were specifically stated.

2.

NOTICE TO BIDDERS: All bids are subject to the provisions of the instructions to Bidders, special terms and

conditions specific to this Invitation for Bids, the specifications, and General Contract Terms and Conditions. The

City of Asheville objects to and will not evaluate or consider any additional terms and conditions submitted with a

bidder response. This applies to any response appearing in or attached to the document as part of the bidder's

response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS. By execution and delivery of a

proposal, the bidder agrees that any additional terms and conditions, whether submitted purposely or

inadvertently, shall have no force or effect. It shall be the bidder's responsibility to read this entire document,

review all enclosures and attachments, and comply with all requirements specified herein.

3.

ISSUING OFFICE: This bid request is issued by the City of Asheville Purchasing Division, No. 3 Hunt Hill Place,

P. O. Box 7148, Asheville, North Carolina 28802. All correspondence and inquiry should be made to this

address.

4.

CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be in writing and

addressed to Donna Martin, Purchasing Agent with the City of Asheville Purchasing Division. Technical inquiries

may be directed to the individual named herein. Any and all revisions to this document shall be made only by

written addendum from the City of Asheville Purchasing Division. Therefore, no oral statements by any person

shall modify or otherwise affect the terms, conditions, or specifications stated in this request for bids and

proposals. The bidder is cautioned that the requirements of this bid can be altered only by written addendum

and that verbal communications from any source are of no effect.

5.

COMPLIANCE WITH RULES AND REGULATIONS: The equipment furnished must comply with all applicable

provisions of the Occupational Safety and Health Act (OSHA), the American National Standard Institute (ANSI)

and the Federal Motor Vehicle Standards of the U. S. Department of Transportation. The equipment furnished

shall be capable of passing any applicable N. C. State motor vehicle inspection.

6.

GENERAL REQUIREMENTS: The proposed Vehicle shall be new, unused and manufacturer's latest production

model or production model spec'd and furnished complete and ready for use as required by the terms of these

specifications.

The equipment furnished shall be the manufacturer's latest listed and published stock model, or models which meet all the applicable requirements of these specifications. Specifications may require that certain makes and models of vehicles, auxiliaries and/or accessories be provided. All design, materials, and workmanship shall in every respect be in accordance with the best current practices in the industry and all materials used shall be new.

7.

Review of bid specification sheets will focus on the compliance column with deviations noting where

specifications exceed minimum requirements ONLY. Compliance deviations that do not meet or exceed

the minimum requests will not be accepted.

8.

The City of Asheville reserves the right to postpone bid openings for its own convenience. In the event of

inclement weather and the City offices are closed, the bid opening will be held at 3:00 p.m. the next business

day that the City Offices are open. Please check the city's website for details:

FBR 975-15

PAGE -8-

9.

NONCONFORMING TERMS AND CONDITIONS: A bid response that includes terms and conditions that do not

conform to the terms and conditions in this bid document is subject to rejection as nonresponsive.

10. BLACK OUT PERIOD: Vendors must not make any contact with any City of Asheville Personnel other than those listed in the bid between the date the bid is issued and the actual bid opening date to ensure fairness to all vendors. There will also be no vendor contact during the evaluation period until after the contract award, unless the City has a need to seek clarification from a vendor regarding their bid.

11. EXPENSES INCURRED IN PREPARING BID: The City of Asheville accepts no responsibility for any expense incurred by the bidder in the preparation and presentation of a bid. Such expenses shall be borne exclusively by the bidder.

12. CONTRACT/AWARD: Pursuant to the laws governing public contracts in North Carolina, the successful bidder's/vendor's response to this Request for Bids and Proposals and any addenda thereto, plus the issuance of a City of Asheville Purchase Order for the proposed goods and/or services shall constitute a binding contract.

13. OPTION TO PURCHASE ADDITIONAL REQUIREMENTS: Subject to the successful bidder's acceptance, the City reserves the option to purchase additional equipment as specified herein at the price bid and awarded in this Request for Bids and Proposals up to 12 months from date of award. For this bid, all Items are subject to Separate award.

14. INDEMNIFICATION: The bidder/vendor covenants to save, defend, keep harmless, and indemnify the City of Asheville and all of its officers, departments, agencies, agents, and employees from and against all claims, loss, damage, injury, fines, penalties and cost - including court costs and attorney's fees, charges, liability, and exposure, however, caused resulting from, arising out of, or in any way connected with the bidder's/vendor's negligent performance or nonperformance of the terms of the contract.

15. ASSIGNMENT: During the performance of the contract, the bidder/vendor shall not assign, transfer, convey, sublet, or otherwise dispose of any award or any or all of its rights, title, or interest therein, without the prior written consent of the City of Asheville.

16. VENDOR APPLICATION AND LICENSES: All bidders are asked to submit a vendor application and return it with bid response. Bidders may download the form from the City's website at the following link: . Select "Vendor Application" located at the bottom of the page. Directions for submittal are available on this page. Please include commodity codes on your application.

NC Certificate of Authority: All out of state vendors are required to have a NC Certificate of Authority. If you already have a certificate please submit with your bid. If you do not have one you must apply once you are awarded the bid. You may register with the State of NC at: and submit a copy to Purchasing immediately after it is received.

E-Verify Employer Compliance: Per NC HB 786 Session Law 2013-418, Employers and their subcontractors with 25 or more employees as defined, must comply with E-Verify requirements to contract with governmental units. E-Verify is a Federal program and can be accessed via this link: .

17. The vendor shall be responsible for seeing that any and all laws of the State of North Carolina concerning certificate of origin, title, transit or transportation documents, et al, are complied with in all respects.

18. Where reference is made to equipment to be "furnished" or "provided" by the bidder these words shall be read to mean suitably installed on each piece of equipment.

19. WARRANTY: Bidder to include the warranty provisions as outlined in bid specifications.

The City of Asheville reserves the right to postpone bid openings for its own convenience.

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