B2626718 Tire Recapping and Repair Services~1.pdf

Ronald Hovey

Procurement Commissioner Page 1

Tire Recapping and Repair Services

B2626718

Issued by: City of Philadelphia Procurement Department

Required by: Citywide

Pre-Bid Meeting: N/A

Bid Opening Date: Wednesday, April 29, 2026

Bid Opening Time: 10:30 AM Philadelphia Local Time

Location for Bid Opening: Held via Video Conference

Buyer: Chen Huang

Quotations must be submitted through PHLContracts no later than the above cited bid opening date and time.

Bid Questions

All questions concerning this Invitation and Bid (I&B) Solicitation, including specifications and conditions, must be presented through PHLContracts within the prescribed time stipulated in the

I&B’s Questions Tab.

Bidder agrees to comply with all conditions of this bid.

Invitation and Bid

City of Philadelphia

Procurement Department

Philadelphia, PA 19102-1685

Bid B2626718: Tire Recapping and Repair Services Page 2

Table of Contents

Section 1 General Bid Submission

1.1 Title

1.2 Contract Term:

1.3 Contract Type

1.4 Methodology of Acquisition:

1.5 Statement of Direction

1.6 Quotation Information

1.7 Bid Security

1.8 Bid Information

1.9 Bid Submission

1.10 Seller Qualification

1.11 Virtual Pre-Bid/Pre-Proposal Meeting

1.12 Site Inspection

Section 2 Specifications

2.1 General Specifications

2.2 Scope of Work

Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.2 Evaluation and Award

Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.2 Vendor Responsibility

4.3 Price Increase or Decrease:

4.4 Vendor Acceptances:

Section 5 Pricing

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Section 1 General Bid Submission

1.1 Title

Tire Recapping and Repair Services

Schedule Number: 33-01

1.2 Contract Term: 06/01/2026 – 05/31/2027 (“Initial Term”), with an option to renew for up to four (4) additional one (1) year periods, (“the Renewal Term”) exercisable, at the City’s sole discretion, as of the expiration of the Initial Term or the current Renewal term. The City may, at its sole discretion, renew the contract for up to three (3) months at the beginning of each renewal period(s) (the “Additional Performance Period”), if a decision has been made not to renew the contract for an entire year. Further, the City may, at its sole discretion renew the contract for up to three (3) months after all renewal periods have expired, in order to prevent a lapse in coverage until a new contract is in place.

1.2.1 The City shall exercise such sole option to renew the Contract Term by issuing a change order

“Renewal Notice” through www.phlcontracts.phila.gov (“PHLContracts”) notifying the successful seller that the Contract is renewed for the Renewal Term or Additional Performance

Period (identified by commencement and termination dates) that is specified in the Renewal

Notice. The Contract shall be deemed to be renewed for such Renewal Term or Additional

Performance Period, and successful seller shall be obligated to perform all terms and conditions of the Contract throughout such Renewal Term or Additional Performance Period, as of the effective date indicated on the City's Renewal Notice, whether or not successful seller has agreed, verbally or in writing, to such renewal of the Contract term.

1.2.2 If an individual Performance Bond and/or Payment Bond is required under this Invitation and

Bid, such bond(s) shall be and remain in full force and effect throughout the Initial Term, all

Renewal Terms, any Additional Performance Period, and the period of any unexpired warranty provided or required under the Contract, without notice of Contract renewal by the City to the surety or the consent of the surety thereto. It is the sole responsibility of the successful bidder to ensure that such bond(s) remain in full force and effect as provided in this Section, and failure to do so shall be an event of default pursuant to Paragraph 19, Default and Termination, of the attached SS&E Terms and Conditions of Bidding and Contract.

http://www.phlcontracts.phila.gov/

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1.3 Contract Type

1.3.1 Requirements Contract

The following items are required as ordered. Exact quantities cannot now be determined but estimates thereof are listed herein.

Quantities listed may be increased or decreased to meet the requirements of the City during the period of this contract. A minimum is not guaranteed. Purchase orders issued as a result of this bid will be for materials or services to be delivered generally on an as-needed basis. Successful seller(s) are cautioned not to deliver any materials or services without first being advised to do so by the ordering agency through a purchase order or other authorized document from the

Procurement Department.

1.3.2 It is the intent of the Procurement Department to make an award for the period as stated above subject to the appropriation of funds in the succeeding fiscal year(s) by City Council. The City’s fiscal year is from July 1st to June 30th, inclusive.

Materials or services to be ordered after the end of the fiscal year are subject to the issuance of purchase orders for the following fiscal years. The City is not liable for the award involving following fiscal years' funds until such orders are issued.

The obligation to deliver on such purchase orders shall not take effect until the orders are issued.

To simplify the contract procedure, however, the successful seller(s) will be required to furnish an Individual Performance Bond or Performance Security Fee to cover units awarded to them.

1.4 Methodology of Acquisition: Purchase only.

1.5 Statement of Direction

It is the intent of the City of Philadelphia to make an award for Recapping/ Repair Tire Service, Emergency Road/OTR Service and Outright Purchase of Cap and Casings for the various City agencies and departments as specified herein during the contract period.

1.6 Quotation Information

1.6.1 All information concerning this quote will be contained in this response document as issued or amended.

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1.6.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

1.6.3 Any questions or concerns about this Bid Solicitation should be directed to the Procurement employee listed on the cover letter. Please address all questions to him/her prior to returning the document, so all questions may be addressed and answered.

1.6.4 Estimated expenditures for contract period: $86,160.77

1.7 Bid Security

In order to be eligible to sell Services, Supplies and Equipment, all vendors must be enrolled in the City's Annual Bid Security Program. The program covers the City’s fiscal year from July 1, 2025 – June 30, 2026. All sellers must pay the non-refundable Annual Bid Security Program fee of one hundred dollars ($100.00). The fee must be paid through the Revenue Department payment center at: https://www.phila.gov/make-a-payment/

Completed application should be submitted to: PHLcontracts@phila.gov

The fee should be submitted, under separate cover, to the attention of “FY26 Annual Bid

Security Program” prior to the first opening date that the seller wants to submit a quote and be covered under the program. Enrollment and payment of the Annual Bid Security Program must be completed in order to be eligible for award in accordance with Paragraph 2 of the

“Services, Supplies, and Equipment (SS&E) Terms and Conditions of Bidding and

Contract”.

Fees can be paid by:

(a) Electronic check

(b) Credit or debit card, incurring an additional $2.25 processing fee

Please upload or note the payment confirmation to your bid response.

1.8 Bid Information

1.8.1 All information related to this bid will be contained in the Bid Solicitation as issued or amended in PHLContracts.

1.8.2 Information provided verbally by any City official shall not be binding, relevant, or in any way considered to be a commitment by the City. The City will provide, in writing, any clarifications, changes, and/or other information deemed to be necessary.

https://www.phila.gov/make-a-payment/ mailto:PHLcontracts@phila.gov

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1.9 Bid Submission

1.9.1 All quotes submitted to the City of Philadelphia must adhere to all bid submission requirements.

It is the seller's responsibility to ensure all bid submission requirements are met. Failure to adhere to these instructions may result in the quote being disqualified.

1.9.2 All quotes must be electronically submitted to PHLContracts by a seller with legal authority to bind the seller's Company as that authority is more fully described in the “Consent and

Authorization Agreement,” which Company has completed, signed and submitted to the City at the time of vendor registration or as an attachment to the first submitted quote; in no event will the City accept a quote from seller unless City has received a duly completed and signed Consent and Authorization Agreement by the time of bid opening. The Contract shall not be legally binding upon the City of Philadelphia unless and until it is executed in accordance with

Paragraph 13 of the attached Terms and Conditions.

1.9.3 Quotes to advertised sealed bids shall be submitted through PHLContracts and opened publicly at 10:30 AM Philadelphia local time via online video conference on the bid opening date.

1.9.4 Sellers must submit their electronic quote to the City of Philadelphia through PHLContracts no later than 10:30 AM on the date that the bid opens.

1.9.5 It is the seller's responsibility to ensure that the quote is submitted in a timely manner prior to the bid opening date and time in accordance with Paragraph 1 of attached Terms and Conditions. All quotes must be submitted electronically to the correct bid opportunity established for this Bid, through the PHLContracts online application process at: www.phlcontracts.phila.gov. Sellers who have failed to file complete applications through the PHLContracts online application process will not be considered for the contract. Be advised that the unavailability of timely help through our Customer Service will not extend an advertised deadline for electronic submission of your quote on PHLContracts. Please allow sufficient time prior to any application deadline for an adequate response to your inquiry or request for assistance.

1.9.6 Seller's quote should be complete and include all information required as described in the various sections of the bid solicitation, including but not limited to, specifications, Terms and

Conditions of Bidding and Contract, pricing, and all amendments. All pricing must be completed as specified in the bid solicitation. Every submitted quote the seller must fully accept the terms and conditions contained in the bid solicitation. Failure to accept all of the terms and conditions is a matter of responsiveness in accordance with Paragraph 8 of the attached Terms and

Conditions.

1.9.7 Processing Fee

In addition to enrollment in the City's Annual Bid Security Program, sellers must pay, for each submitted quote, a non-refundable Bid Processing Fee of $25.00. Sellers can pay this fee http://www.phlcontracts.phila.gov/

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Bid B2626718: Tire Recapping and Repair Services Page 7 electronically through the Revenue Department payment center at:

https://www.phila.gov/make-a-payment/

Receipt of payment must be uploaded to the quote on PHLContracts.

Failure to submit the bid processing fee may result in the seller's disqualification from bidding.

In addition, if an award is made pursuant to the Bid Solicitation, any unpaid processing fees owed by the seller to the City must be paid prior to the City's release of any payments to the seller under the Contract.

1.9.8 Local Bidding Preference

In accordance with Chapter 17-109 of The Philadelphia Code relating to Local Bidding

Preferences this bid may be subject to a local bid preference1. In order to determine eligibility to receive the preference, if applicable, the seller must be certified as a Local Business Entity

(“LBE”) at the time of the bid opening.

Further, through submission of a quote in response to this bid, seller makes the following certification in connection with the grant of any local bidding preference which certification is incorporated into any contract resulting from this bid:

“Throughout the entirety of the contract, my company or my LBE certified subcontractor(s)2 will perform the majority of any work on the subject contract within the geographic limits of the City of Philadelphia and my company or my LBE certified subcontractor(s) will maintain within the City a majority of the inventory or equipment that will be used on the contract or the amount of inventory that is customary for that industry.”

If the Procurement Commissioner determines that the awarded seller fails to comply with its certification at any time during the term of its contract, the awarded seller's LBE certification will be revoked and the awarded seller shall be deemed in substantial breach of such contract, shall be required to pay liquidated damages of 10% of the awarded contract amount, and may be debarred by the Procurement Commissioner in accordance with the Procurement Department

Debarment Regulation for a period up to three years.

1 For applicable bids of One Million Dollars or less, the preference is ten percent (10%); for all other applicable bids the preference is five percent (5%).

2 If the Seller relies upon LBE subcontractor(s) to perform the majority of the work and maintain the majority of the inventory or equipment within the City, the subcontractor(s)’ LBE Certification Number and most recent annual affidavit of continuing eligibility must be submitted to the Procurement Department.

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To apply for Local Business Entity (LBE) certification, go to:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/get-certified-as-a-local-business-entity/

Please provide sufficient time prior to bidding for the processing of the LBE application. The

Procurement Commissioner reserves the right to request any additional or clarifying information at any time prior to the award of the contract, and during the performance of the contract.

1.9.9 Price List

Sellers are to submit, with the bid, representative sections of the price list seller intends to use for the purposes of this bid. The representative sections must show the list price of all those items appearing on the bid in the sections upon which seller places a bid.

Seller agrees that any price list or other literature to be submitted with the quote is for verification of price, product or specifications only. Any additional terms or conditions contained therein, including, but not limited to, disclaimers or limitations of liability, do not become part of the quote.

1.9.10 Questions or Problems

In preparing the bid response, should any seller need clarification on the bid requirements, identify a discrepancy in the specifications, determine that a specified product has been discontinued or an alternate procedure is advised, etc.; then the seller is strongly encouraged to bring these issues to the attention of the Procurement Department prior to the bid opening by submitting questions on the Q&A tab of the applicable bid posted through PHLContracts.

Questions must be received no later than seven (7) calendar days prior to the scheduled opening date of the bid. The City reserves the right to only respond to those questions submitted prior to the stated deadline. The City will respond to questions it considers appropriate to this Bid Solicitation and of interest to all sellers, but reserves the right, in its discretion, not to respond to any question. The City reserves the right, in its discretion, to revise questions. No oral response to any seller question by any City employee or agent shall be binding on the City or in any way considered to be a commitment by the City.

If it is in the City's best interest to do so, the bid may be amended to reflect the proposed changes/modifications. Exceptions taken do not obligate the City to change the specifications.

The City of Philadelphia Procurement Department will post all amendments to the Bid on

PHLContracts regarding any interpretations/changes made to specifications or instructions. The

City will not accept responsibility for oral instructions, suggestions, or changes by any City agency.

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Otherwise, the successful seller will have to provide the product or service exactly as defined in the Bid Solicitation including any and all specifications and requirements listed.

1.10 Seller Qualification

1.10.1

All sellers must be bona fide manufacturer of, or dealer in, the article or service specified within this bid. To demonstrate this, sellers should submit the Seller Customer

Reference Form with their bid. The form is located in PHL Contracts under the

Attachments Tab. References provided should be pertinent to the commodity or service requested in this Invitation and Bid; and demonstrate the seller’s ability to perform on a contract of this size and scope.

Please note that reference information in each section must be completed. Failure to submit this information may result in the seller’s disqualification.

1.10.2

Upon request of the City of Philadelphia, successful seller(s) must be prepared to demonstrate competency in the repair for which a bid is submitted, as well as ability to handle services to be awarded.

Seller shall have adequate facilities, personnel, and equipment necessary to perform all requirements of this contract.

Facilities, equipment, staffing and/or samples of completed work may be inspected by the

City of Philadelphia prior to award of contract for compliance with the intent of these specifications. Failure to comply will be the cause for rejection of bid.

Section A only: Seller must have proper equipment (boom truck) and be fully insured to install loader and earthmover tires.

Seller’s facility must be located within fifty (50) miles of the City limits of the City of

Philadelphia.

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1.10.2.1 Medium/ Heavy Truck Tires

All sellers must be an authorized dealer in, the Bandag, Goodyear, or Michelin retreading process. No subletting or outside purchasing of retreads to fulfill this contract will be acceptable. No generic, associate, or second line rubber will be accepted. To prove that a dealer is an authorized agent, he/she must get a signed letter from the manufacturer stating that the dealer is an authorized agent, and it shall be submitted with the bid. The letter must be on the manufacturer’s letterhead.

1.10.2.2 Earthmover

These tires should be processed with the same rubber as the original manufacturer of tire provided by DFS for service. The recapping process should either mold cut, computer cut or mold cure. Manufacturing process must be stated in PHL Contracts under the Questions Tab.

Note: Because of the specialty in the earthmover retread process, outside manufacturers may be used for retread only. Seller’s personnel must be qualified and capable of both repairing and servicing off the road tires.

1.10.2.3

Sellers must verify that they are fully qualified to service what they sell. This includes all light truck, medium truck, and off the road tire sizes.

1.10.2.4

Sellers shall have at a minimum five (5) years of experience performing this type of service and repair on contracts of similar size and scope. To demonstrate this, sellers should submit reference information as stated in Section 1.10.1 that is applicable to the service called for in this Invitation and Bid.

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1.11 Virtual Pre-Bid/Pre-Proposal Meeting

No Pre-Bid Meeting

There is no pre-bid meeting scheduled for this Bid.

1.12 Site Inspection

A site inspection is not applicable to this bid.

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Section 2 Specifications The successful seller(s) shall be required to supply the City of Philadelphia’s Department of

Fleet Services (DFS) with a Recapping/ Repair Tire Service, Emergency Road/ Off the Road

(OTR) Service and Outright Purchase of Cap and Casings as listed in PHL Contracts and Section

2 of this Invitation and Bid.

2.1 General Specifications

It is the intent of this specification to provide the Department of Fleet Services with a recapping/repair service, road/ Off the Road (OTR) repair service and the ability to purchase cap and casings.

2.1.1 Safety

The successful seller shall in the performance of his work follow all standard safety practices of the trades. He/she shall at all times comply with the requirements of the Occupational Safety and

Health Act 1970 (OSHA).

2.2 Scope of Work

2.2.1 Section A – Road/OTR Service

Road service is defined as a call that must be done in the field with repairs made on site. This service is utilized by the Department of Fleet Services to provide coverage for after hours and

City holidays or when the DFS tire operation staff is utilized in other areas.

Seller shall provide road service with a maximum dispatch time of 45 minutes.

All possible safety precautions shall be followed in carrying out the road side service.

Road service repairs shall be performed on, but not be limited to: tire repairs and tire changes in the field for automobiles, fire vehicles, refuse trucks, dump trucks, tire type loaders, water trucks and related equipment.

Seller shall supply all labor and supplies to perform complete on-site road/OTR service. Supplies shall include valves, patches, wheel hardware, and OTR “O” rings. The seller shall be paid for said supplies at cost plus a mark-up to acquisition cost to be stated in PHL Contract Items Tab.

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The Department of Fleet Services purchases tires for City vehicles under a separate contract.

DFS will supply the seller awarded the road service repairs with a stock of common usage tires that will be kept on seller’s service truck for City replacements. In extreme emergency situations to get a vehicle back in service during off hours when the DFS Maintenance Tire Shop Supervisor or his personnel are not available, the seller shall be permitted to supply a new tire. The seller shall be paid at cost plus a mark-up to acquisition cost to be stated in PHL Contract Items Tab.

Subcontracting: there are City vehicles that must travel outside of City limits. In the instance that a vehicle breaks down due to a tire problem, the awarded seller will provide for service on the vehicle. This may be achieved by the seller dispatching a network associate or providing a local agent for repair. This agent will bill the awarded seller. The awarded seller shall be allowed a 5% mark-up to their cost to allow for the administrative fees of covering this service.

2.2.2 Section B – Recapping, Repair Service, and Outright Purchase of Cap and Casing

All tire retreading and repairing is to be in full accordance with industry standards. Retreads shall be a pre-cure (top-cap) or mold-cure process.

Successful seller shall certify that all buffing equipment used at the plant with proximity sensors used to eliminate excess heat build-up in retread casings to ensure the lowest possible under tread. The under tread must be capable of accepting two or more retreads/ recaps. The approximate under tread should be no less than 5/32. This will allow for cooler running temperatures and the ability to accept multiple re-treads/recaps.

Extruders must be used to apply an uniform layer of cushion gum on the tire before tread is applied.

Retread is to be applied with a full splice match. Multiple splicing will not be accepted.

Retread cure temperature should be no less than 200 and no greater than 230 degrees F.

All full-size tread caps must be equal to tire tread as manufactured. Tread depths should be no less than 22/32 for traction tires and 15/32 for conventional treads unless otherwise specified by DFS.

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Prior to any recapping/ retreading, the successful seller must perform non-destructive testing on all casings. This testing should include bead-to-bead shearography scan and inspection prior to buffing.

2.2.2.1 Repairs

Repairs are to be completed prior to recapping/ retreading. Repairs shall include but not be limited to the following:

Spot Repairs: A repair that is in the rubber portion of the casing only; can be to, but not through any ply.

Nail Holes: A penetration in the tread area caused by a small object, not to exceed ¼’’ in a passenger tire or 3/8’’ in a light or medium truck tire.

All spot repairs and nail holes shall be included in the bid price for the retread tire.

Patches: A small patch inside the tire to cover a cut. Small patches shall be larger than a nail hole, but smaller than a section repair.

Section Repairs: Repairs other than nail holes or patches, made to the casing when an injury has extended through 75% or more of the actual piles, or completely through the casing in the tread or sidewall areas.

Up to two (2) major section repairs are permitted. There can be no more than one major repair per quadrant in a tire.

Of the Road (OTR) section repairs shall be required at the request of the DFS designee for larger tires.

2.2.2.2 Tire Sizes

To include but not limited to:

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Tires, trucks, retread, highway tread (conventional tread) 15/32 or higher tread depth:

11R24.5 21575R17.5 25570R22.5

12R22.5 24570R19.5 31580R22.5

11R22.5 9R225 38565R22.5

12R24.5 10R225 42565R22.5

44565R22.5

Tires, truck, retread, mud & snow (traction tread) 22/32 or higher tread depth:

21575R17.5 385/65R225

22570R19.5 425/65R225

24570R19.5 11R24.5

23580R22.5 12R24.5

24575R22.5 9R22.5

29575R22.5 10R22.5

27580R22.5 44565R225

11R22.5 31580R22.5

12R22.5

Earth mover, retread. Equal to new manufacturer tread depth.

23.5 x 25 17.5 x 25

20.5 x 25 26.5 x 25

2.2.2.3 Identification

Manufacturer’s brand name MUST be molded into the tread rubber. Completed retread must be permanently marked near original DOT# with re-manufacturer’s number and date.

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A scannable label/barcode with the City’s part number should be affixed with every retreaded casing that is in inventory. A scanning label/ barcode with a serial or part number specific to that individual number should be affixed to every retread casing that is in inventory.

NOTE: All tires processed must have re-manufacturer’s label indicating number and type of repairs or reason for rejection on all tires that are “returned as received” (RAR).

2.2.2.4 Cap & Casing Outright Purchase

Casing price must meet current market value. Casing price and quality can be rejected by using agency.

Certification of the Quality of Tires:

Michelin, Bridgestone, Goodyear and General/ Continental Casings will be the only acceptable manufacturers. The City also reserves the right to specify acceptable ply ratings or various sizes of casings.

All casings must be devoid of repairs. The City reserves the right to accept or reject casings.

To qualify for purchase, cap and casing must be of same tread depth as the retread cap provided under the recapping process.

2.2.2.5 Adjustments/ Reporting

A worksheet/ computer printout that provides a listing of City inventory at the dealer shall be mandatory. Worksheet shall include retreaded casings, scrap tires, and retreads in process. Upon every pick up, worksheet will be updated by successful seller’s agent and authorized City personnel. A reconciliation meeting between the successful seller and tire supervisor shall take place in order to keep accurate inventory.

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During monthly reconciliation, scrap tire analysis listing the following shall be provided:

• Number of treads per casing, broken down by tire brands

• Out of service conditions listed for all scrap tires

• Average age for each scrap tire brand

The City shall request the successful seller install traction (mud & snow) or conventional (highway) type treads.

Adjustments for failed/rejected recaps shall be handled as follows:

Recaps that are returned for adjustment due to failures that are correctable such as bubbles, slow leaks, faulty or missed repairs etc. will be rerun by seller at no additional cost to DFS.

If the City requests a credit in place of rerunning a failed recap the successful seller will credit the cost of the recap and any repairs made in conjunction with the recapping. Good cases will be credited based on true market value, age, and condition etc.

If adjusted cases are found to be faulty/ no good the successful seller will credit the City for the cost of the recap and any repairs made in conjunction with the recapping.

All failed or bad “returned as received” (RAR) casings shall be returned to DFS.

2.2.2.6 Casing Trade-in

Upon mutual agreement between the awarded seller and DFS Maintenance Tire Shop

Supervisor, the awarded seller shall accept from DFS, all old casings as a buy-back from the City. The awarded seller shall provide a credit for all items based on current market value.

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2.2.2.7 Repaired Armored Vehicle Run Flat System

2.2.2.7.1 26068 002 006

56-Composite Run Flat System Service

Furnish and install composite run flat inserts into DFS supplied tires. The

CRF shall be mounted inside a standard tubeless tire on a traditional

“drop center style” wheel using normal tire mounting tools.

Application of special lubricant between the tire and run flat to reduce heat buildup and friction, prolonging tire life and maximizing run flat performance shall be applied.

2.2.2.7.2 26068 006 001

Run flat insert 19.5

Ref. only: Hutchinson CRF195

2.2.2.7.3 26068 001 002

Run flat insert 22.5

Ref. only: Hutchinson CRF225

2.2.3 Section C – Tir Scrapping/ Recycling

Service used for the removal of old tires. These tires will be deemed scrap by the DFS and DFS will request them to be scrapped / recycled for a removal fee. Awarded seller will provide a receipt to DFS stating what type of tire was scrapped and how many. For example (8) light trucks

$15.00 x 8.

Tire sizes to be scrapped to include but limited to:

Heavy Truck Tires:

10R22.5

11R22.5

12R22.5

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Loader Tires:

195X24

205R25R

21LX24

Car Tires:

P21565R17

P22550R17

P22560R17

P23555R18

P25565R18

P26560R18

Light Truck Tires:

LT22575R16GY

LT24570R17GY

LT26570R17GY

LT27565R18GY

27560R20

2.2.4 Pricing Instructions for PHL Contracts Items Tab and Section 5 Pricing Sheet

2.2.4.1

For item 1 in PHL Contracts Items Tab and item 5.1.1 in Section 5 Pricing Sheet, sellers shall state regular labor rate per hour (Monday through Friday, 7:30 am through 5:00 pm).

2.2.4.2

For item 2 in PHL Contracts Items Tab and item 5.1.2 in Section 5 Pricing Sheet, sellers shall state overtime labor rate per hour (Monday through Friday, 5:00 pm through 7:30 am and Saturdays).

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2.2.4.3

For item 3 in PHL Contracts Items Tab and item 5.1.3 in Section 5 Pricing Sheet, seller shall state labor rate per hour for holidays and Sundays.

2.2.4.4

For item 4 in PHL Contracts Items Tab and items 5.1.4.1 through 5.1.4.6 in Section 5

Pricing Sheet, sellers shall provide a unit price for the item listed. This unit price shall be used in calculating the basis of award and determining the low seller plus the estimated expenditures with the mark-up % factored in for item 5.1.4 in Section 5 Pricing Sheet.

Upon award, seller’s mark-up shall prevail. Seller must submit manufacturer’s original invoice with their invoice to the City. In no case shall parts cost exceed the actual cost from the supplier + mark-up %.

2.2.4.5

For item 5 in PHL Contracts and item 5.1.5 in Section 5 Pricing Sheet, the seller shall be paid cost plus a 5% mark-up for administrative fees. Seller must submit subcontractor’s original invoice to the City. In no case shall cost exceed the actual cost from the subcontractor + 5% mark-up.

Section 2.2.4.1 through 2.2.4.5: Requested information/pricing must be entered into the attached pricing – Section A sheet.

2.2.4.6

For items 6 – 10 in PHL Contracts Items Tab and items 5.2.1 through 5.2.3 in Section 5

Pricing Sheet, the City has selected a representative sample of the types of items it requires. This sample is used to determine overall pricing and award information. Items to be acquired ARE NOT LIMITED TO THOSE LISTED IN THE PRICING SECTION.

For each item listed, the seller MUST SUBMIT the following:

A price for the item based upon the current Manufacturer’s price list for that item.

The price that the seller will charge to the City for the item (i.e., the net price to the City).

This computed percentage discount will apply to all items ordered by the City.

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An award will be made to that seller offering the lowest total net price to the City.

The computed percentage discount will apply to all items on the price list, TO INCLUDE

THE REPRESENTATIVE SAMPLE LISTED IN THIS INVITATION AND BID,

submitted by the seller with their bid.

Discount MUST remain firm for the life of this contract, although list may be updated in the event of price changes in the published price lists established by the manufacturer.

The manufacturer’s list price shall be the current published price list at the time of the bid opening. Discount will remain firm for the entire period of the contract to include any subsequent renewal and/or extension period(s).

2.2.4.7

For items 11 – 13 in PHL Contracts Items Tab and items in 5.2.4 of Section 5 Pricing

Sheet, sellers shall provide a unit price for each item listed.

The City of Philadelphia reserves the sole right NOT to purchase the part/item in question if the City finds the pricing cost prohibitive and in its best interests.

The City of Philadelphia reserves the right, solely and in its best interest, to purchase the part/ item in the open, competitive market.

Section 2.2.4.6 through 2.2.4.7: requested information/ pricing must be entered into the attached pricing – Section B sheet.

2.2.4.8

For item 14 in PHL Contracts Items Tab and items in 5.3.1 of Section 5 Pricing Sheet, the

City has selected a representative sample of the types of items it requires. This sample is used to determine overall pricing and award information. Items to be acquired ARE NOT

LIMITED TO THOSE LISTED IN THE PRICING SECTION. For each item listed the seller MUST SUBMIT the following:

A price for the item based upon the seller’s price list for that item.

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The price that the seller will charge to the City for the Item (i.e., the net price to the City).

This computed percentage discount will apply to all items ordered by the City.

An award will be made to the seller offering the lowest total net price to the City.

Section 2.2.4.8: Requested information/ pricing must be entered into the attached pricing – Section C sheet.

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Section 3 Bid Evaluation and Award

3.1 Bid Evaluation

3.1.1 Bids will be evaluated by the Procurement Department.

3.1.2 Bids will be evaluated for responsiveness to the bid specifications and the responsibility of the sellers.

3.1.3 Bids may be disqualified if they are deemed to be non-responsive without notice. All decisions regarding responsiveness are final and are not appealable.

A bid may be deemed non-responsive for any of the following:

(a) improper bid security

(b) improper bid execution

(c) incompleteness

(d) offering counter terms and conditions

3.1.4 Sellers whose bids are determined to be non-responsible for reasons of seller qualification shall be notified by the City of the reasons for the determination and may contest the finding of non-responsibility through the prescribed procedures described in paragraph 9 of “SS&E Terms and

Conditions of Bidding and Contract”.

3.2 Evaluation and Award

3.2.1 This Invitation and Bid shall be awarded to multiple sellers. The lowest responsive and responsible seller shall be primary, while all other sellers are secondary in the order of pricing.

3.2.2 While the contract will be awarded to the lowest responsive and responsible seller as otherwise provided in this Invitation and Bid, the City aspires to purchase articles manufactured in the City of Philadelphia or in the Commonwealth of Pennsylvania.

3.2.3 Application of LBE Preference

In applying the 10% preference, if applicable, the bid price of the LBE will be multiplied by .90 and rounded to the second decimal place. In applying the 5% preference, if applicable, the bid price of the LBE will be multiplied by .95 and rounded to the second decimal place. The adjusted bid price of the LBE will then be used in determining the lowest responsive and responsible seller. If the bid is awarded as a whole or by section, the local bid preference may be applicable.

If the bid is awarded by line item, the local bid preference is not applicable.

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Unless the Procurement Commissioner determines to waive the preference for the reasons stated in subsection 7b. of the LBE Regulation, an LBE, whose bid is otherwise responsive and responsible and who has submitted the required information, shall be granted the applicable bid preference on competitive bid(s) awards that are awarded as a whole or by section.

3.2.4 Basis of Award for Evaluation Purposes

Section A

Awarded as a whole to the most responsible seller whose total aggregate is the lowest cost to the

City.

Unit price x quantity for items 5.1.1 through 5.1.3. plus estimated expenditures of $5,000.00 with the applicable mark-up factored in for item 5.1.4, plus unit price x quantity for items 5.1.4.1 through 5.1.4.6, plus estimated expenditures of $2,000.00 with the applicable mark-up factored in for item 5.1.5.

Section B

Net price total for items 5.2.1.1, plus net price total for item 5.2.1.2, plus net price total for item

5.2.1.3, plus net price total for item 5.2.2., plus estimated expenditures with applicable discount factored in for item 5.2.3, plus net price total for items 5.2.4.1 through 5.2.4.3.

Section C

Net price total for item 5.3.1

3.2.5 Performance Security and Bond

In this bid, Performance Security in the amount of $25 is required as outlined in paragraph 13 of

“SS&E Terms and Conditions of Bidding and Contract”. Any applicable performance security shall be required for any subsequent renewal periods.

Fees are paid electronically through the Revenue Department payment center at:

Type of Fee Fee Amount

Bid Processing Fee $25.00

Annual Master Bid Security Fee $100.00

Performance Security Fee $25.00

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3.2.6 Required Disclosures

In accordance with Philadelphia Code Section 17-104, the successful seller, after award of the

Contract, is required to disclose the following:

(a) Slavery Era Records. The seller will complete an affidavit certifying and representing that the seller (including any parent company, subsidiary, exclusive distributor or company affiliated with seller) has searched any and all records of the seller or any predecessor business entity regarding records of investments or profits from slavery or slaveholder insurance policies during the slavery era. The names of any slaves or slaveholders described in those records must be disclosed in the affidavit. The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this

Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, Section 17-104 of The Philadelphia Code) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A. Section

4904.

(b) Female Executives and Board Members. The seller must provide the following information:

i. the current percentage of female executive officers in the company and the current percentage of females on the company's executive and full boards;

ii. the company's aspirational goals for the inclusion of females in executive positions and on the executive and full boards; and

iii. the intended efforts by the contractor to achieve the aspirational goals. This information should be submitted with the bid but the City reserves the right to allow seller to submit this information at any time prior to award of Contract.

(c) Demographic Data Disclosures. The seller agrees to provide the following information before formally accepting the Contract:

i. Seller’s and each subcontractor’s prior years of experience performing on City contracts in any capacity during the five calendar years prior to the date of the opening of bids for the Contract;

ii. Demographic data on the workforce of the seller (race, ethnicity, gender identity, salary range, Philadelphia residence, and other categories that may be established by regulation), as of the Report Date (June 30th immediately preceding the date the bid is filed); and

iii. Demographic data on the board of the seller

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The above disclosure requirements can be fulfilled via electronic form:

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

For Sole Source contracts, the seller is subject to additional disclosure requirements established under Chapter 17-1400 of The Philadelphia Code.

The seller expressly understands and agrees that any false certification or representation in connection with this disclosure and/or any failure to comply with these requirements shall constitute a substantial breach of this Contract entitling the City to all rights and remedies provided in this Contract or otherwise available in law (including, but not limited to, the “City of

Philadelphia Policy and Procedures for Debarment and Suspension of Vendors and

Contractors”) or equity and the Contract will be deemed voidable. In addition, it is understood that false certification or representation is subject to prosecution under Title 18 Pa.C.S.A.

Section 4904.

3.2.7 Anti-discrimination and Equal Opportunity in Contracting

The City, acting through its Office of Economic Opportunity (“OEO”), works to ensure that all businesses desiring to do business with the City have an equal opportunity to compete under the

City’s procurement process free from unlawful discrimination. In furtherance of this goal, the

City will track the participation of small and local businesses of all tiers of City contracting. In accordance with City requirements and all applicable law, seller agrees to comply with the City’s requirements for the Collection, retention, and reporting of data relating to contracting at any tier, including subcontracts.

Nothing in this Section shall be interpreted as (i) imposing mandatory quotas or percentages tied to protected group status, (ii) limiting the City’s ability to periodically review, amend, or update its contracting policies consistent with applicable law and evolving policy objectives, or (iii) limiting the City’s ability to issue additional guidance on the collection, retention, and reporting of contracting data pursuant to this Section.

Seller agrees that the City may, in its sole discretion, conduct periodic reviews to monitor seller’s compliance with the collection of data relating to contracting at any tier, including subcontracts.

Seller agrees that in the event the City determines that seller has failed to comply with any of the requirements of this Section, the City may exercise any rights and remedies it may have under this contract which includes withholding payment, suspension or termination.

https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/ https://www.phila.gov/services/business-self-employment/bidding-on-a-city-contract/file-transparency-in-business-act-disclosure-forms/

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The City has no direct actual contractual relationship with any subcontractor, and the Contract does not give any subcontractor any legal rights or remedies pursuant to this Section except the rights or remedies pursuant to this Section except the rights or remedies such subcontractor may be entitled to under its contract with seller. The remedies outlined in this Contract are for the

City’s benefit only. The failure of the City to enforce or the indulgence of any non-compliance with this Section shall not constitute a wavier of the City’s rights nor give rise to actions by any third parties, including subcontractors.

Seller hereby verifies that all information submitted to the City in connection with this Section is true and correct and is notified that the submission of false information is subject to the penalties of 18 Pa.C.S. § 4904 relating to unsworn falsification to authorities, which may include payment of a fine of at least $1,000 and a term of imprisonment of not more than two (2) years.

3.2.8 Insurance:

Insurance is a requirement for this bid in accordance with Paragraph 15 of the “SS&E Terms and

Conditions of Bidding and Contract”. No contract will be executed nor purchase order issued unless and until all required insurance certificates, in the required amount, are received.

All insurance must meet the following requirements:

• Insured must be in the same name and address as the successful seller.

• The insurance carrier must be rated “A” or better by AM Best.

• The certificate holder must be the City of Philadelphia, and specifically named as an additional insured on the certificate in the "Description of Operations section".

• Certificate must be signed by an authorized representative of the insurance company/carrier.

All certificates are to be uploaded to PHLContracts or sent to Proc.Contracts@phila.gov

3.2.9 Upon request of the buyer, apparent low seller must submit the manufacturers' list price book in a PDF file. The seller must indicate the company name and bid number on the price list and the list must be submitted within seven (7) calendar days from the issuance date of the request by the buyer. Failure to submit the list within that time frame will render the seller ineligible for award.

For all invoices submitted, the successful seller must agree that pricing can be verified in the price list(s) submitted. If, during the term of the contract, a using agency orders an item that cannot be found on the manufacturer's price list, the successful seller must, at the time of the order placement:

mailto:Proc.Contracts@phila.gov

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(a) notify the using agency that the item cannot be found on the price list; and

(b) provide to the using agency and the Procurement Department written proof from the manufacturer of the list price of the item.

The successful seller must submit copies of all amendments, updates, etc. to the submitted price list(s) to the buyer.

All amendments, updates, etc. must reference the appropriate bid number and contract number.

To any Using Agency from whom successful seller receives a purchase order.

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Section 4 Contract Management

4.1 City of Philadelphia Responsibility

4.1.1 City departments and/or agencies will be notified by the Procurement Department of award(s) and will be provided with the name of successful seller(s), successful seller contact(s), and applicable pricing. Departments will be prepare and submit through the appropriate review channels, a requisition or purchase order detailing their specific needs and requirements to the

Procurement Department. The Procurement Department shall then apply the requisition against the contract and issue a purchase order.

Order Against Contracts

Subsequent to contract conformance of a requirements bid, purchase orders will be issued at such time that the product and/or service is needed. Such purchase orders will indicate whether if delivery is to be made upon receipt of order, or only after notification by the using department.

4.1.2 The using agencies and departments are responsible for monitoring the services and/or products delivered as described in the contract. If any problems arise, a letter should be sent to the seller requesting resolution by a specific date. A copy should be sent to the buyer. If seller does not resolve the breach of contract by the requested date the matter should be turned over to the buyer.

4.1.3 The Department of Fleet Services shall be responsible for numbering the tires listed on each pickup slip; in addition to inspecting the tires with seller representative at the time of pickup.

4.1.4 Invoices

Invoices shall be submitted after delivery and acceptance of the product or service by the City.

The City makes all efforts to process invoices in a timely manner. Incomplete or inaccurate information may result in invoice processing delays.

Invoices must contain the information specified in section 4.2.14 in order for the City to process payments as quickly as possible.

Payments will only be made to the entity name as shown on the…