Bid _ 14_23_24a Filters for Warehouse Contrac.docx

INVITATION TO BID

PURCHASING DEPARTMENT

P. O. BOX 1125

216 E. CENTRAL AVENUE

SECOND FLOOR

VALDOSTA, GEORGIA 31601

BID # 14-23-24a

FOR: Annual Automotive Filter Contract

BID OPENING DATE: June 11, 2024

TIME: 10:00 AM EST

TEFFANY EDWARDS

PURCHASING AGENT

(229) 259-3525 • Fax (229) 259-5460 www.valdostacity.com/bidopportunities

NOTICE TO DEALERS/VENDORS

1. Any prices bid by dealer/vendor on any items offered to the City of Valdosta shall be the price effective at the date of delivery.

2. No delivery date of “ASAP” (As Soon As Possible) shall be considered acceptable on items that have a maximum delivery date listed in the specifications.

3. The City of Valdosta reserves the right to accept alternate bids on any or all items where maximum delivery date, as listed in the specifications is not met by dealer/vendor.

4. Signature below of authorized agent for dealer/vendor shall constitute recognition and acceptance of all conditions of the sale as listed above.

5. All shipping is to be FOB Valdosta, GA 31601 and included in total price unless otherwise stated in the bid document.

6. Please be aware that private and public mail carriers are not always reliable on next day delivery in our area. Please assure your response is sent in plenty of time to reach us. As you know, late responses are not acceptable. If you utilize the US Postal Service please mail your response to the post office box so allow extra time for delivery. Private carries will deliver to the physical address but include “Purchasing, 2nd Floor” in your delivery address and be aware that although you pay overnight fees, overnight delivery is not always successful although you are told the delivery time will be met.

Dealer/Vendor

Authorized Agent

GENERAL SPECIFICATIONS

It is the intent of these specifications to furnish the City of Valdosta with the following requisitioned equipment, according to the attached. It is clearly understood that the following are minimum specifications and are made to show the exact quality through specifications of the equipment proposed.

The City of Valdosta reserves the right to accept any or all bids or to choose the bid considered to be in their best interest.

The final decision of purchase will be made upon the award of the City of Valdosta Mayor and Council if the item or items total are greater than $25,000.

Cooperative Procurement

By signing this bid package, Vendor agrees it will permit piggyback purchases to this bid/contract for other government entities where governmental discounts apply such as city, county, local authorities, agencies, non-profits, boards of education, or other governmental agencies not listed offering the same prices, terms, and conditions offered to the City of Valdosta. Piggybacking shall only be available where competition was used to secure the contract and only for a period of 12-months following award date, or during renewals or extension periods of the contract. Also, the piggybacking will only be for the item(s) in the original bid/quote as they are specified with the exception of very minor changes. Changes such as engine size, pump size, different body style, etc. will not be allowed. This provision shall not apply to any contract where otherwise prohibited or mandated by state law.

NO BID WILL BE CONSIDERED IF RECEIVED AFTER THE DATE AND TIME SPECIFIED.

Be sure to put the Bid Number on the outside of your return envelope.

Please view the City Website at www.valdostacity.com for other bid opportunities

INSTRUCTIONS TO BIDDERS

1. Proposals must be made upon the form of the proposal attached hereto. They must be enclosed in a sealed plain envelope, with the bid number written on the outside and endorsed with the title of the proposal and must be filed with the Purchasing Agent of the City of Valdosta, located at 216 E. Central Ave 2nd floor. In the event you choose to mail your proposal, it should be mailed to Teffany Edwards, P.A., P.O. Box 1125, Valdosta, Ga. 31603.

2. No bidder will be allowed to withdraw his proposal for any reason whatsoever after the bids have been opened.

3. The specifications represent the minimum general size, weight, capacity and performance characteristics desired in the equipment to be purchased. These requirements are not intended to prevent obtaining fair prices or to eliminate competition, but to insure, if possible, that all bids submitted shall not be subject to correction or alteration after the bid has been filed, opened, and publicly read. In view of an unusual wide disparity in details of design and manufacture, complete descriptive literature and manufacturer’s specifications must be submitted on each type of equipment offered. The City of Valdosta reserves the right to evaluate any or all bids, particularly where there is a range in specifications. Special consideration will be given to the ready availability of repair parts and service.

4. Federal or State taxes are not applicable to Georgia Municipalities under the United States Code Title 26 and Georgia Exemption Certificate Number 3-465-686-300-1.

5. It is expressly understood by the bidder that written notice of the award or purchase order by the City of Valdosta will constitute an agreement and consummate the transaction and will serve together with the proposal, the advertisement, these instructions and the detailed specifications, as the entire form of contract between the parties.

6. The bidder agrees that the City of Valdosta reserves the right to reject any or all proposals, or to accept the part of the bid considered to be in the best interest of the City.

7. Specifications referred to minimum, therefore unless otherwise indicated by the bidder, the City will assume proposals meet or exceed all specifications.

8. The names of a certain brand, make or definite specifications are to demote quality standard of the article desired, but do not restrict bidders to be specific brand, make or manufacturer named; it is to set forth and convey to prospective bidders the general style, type, character and quality of the article desired.

9. The award of the contract will be made to the lowest responsible bidder taking into consideration quality performance and the time specified in the proposals for the performance of the contract. The City of Valdosta reserves the right to reject all bids as appears in its own best interest and to waive technicalities. In cases of a tie, the bid in the best interest of the City will be awarded.

NON-COLLUSION AFFIDAVIT

The following affidavit is to accompany the bid:

Owner, Partner or Officer of Firm Company Name, Address, City and State Being of lawful age, being first duly sworn, on oath says that he/she is the agent authorized by the bidder to submit the attached bid. Affiant further states as bidder, that they have not been a party to any collusion among bidders in restraint of competition by agreement to bid at a fixed price or to refrain from bidding. Affiant also states as bidder, that they have not been a party to any collusion with any officer of the City of Valdosta or any of their employees as to quantity, quality or price in the prospective contract; and that discussions have not taken place between bidders and any office of the City of Valdosta or any of their employees concerning exchange of money or other things of value for special consideration in submitting a sealed bid for:

Subscribed and sworn to before me this ______ day of _____________________, 20____.

GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

Contract No. and Name:

Contractor’s Name:

City of Valdosta Georgia Contractor Affidavit

(Contractor Name)

Title of Authorized Officer or Agent of Contractor

Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN

BEFORE ME ON THIS THE

____DAY OF _______________, 202__

_______________________________ [NOTARY SEAL]

Notary Public My Commission Expires:______________ *any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United Sates Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Contract Act of 1986 (IRCA), P. L. 99-603

SPECIFICATIONS

GENERAL:

It is the intention of these specifications to furnish FILTERS to the City of Valdosta for an initial period of (2) two years. This contract can be renewed for (2) two, (1) one year additional periods if there are not any price increases and both parties are in agreement. The City will warehouse the filters and order as needed which the awarded contractor will deliver within a two-hour period with no minimum order required. Delivery is to be FOB the City shop or central warehouse located on Myrtle Street in Valdosta, GA and figured into each individual filter price. Customer pick up is also requested as some times the situation is an emergency and calls for a City employee to physically go to the store for a needed item. Physical store must be located within what the City deems acceptable and carry an adequate supply of bid items so personnel can drive to the store in a timely manner for pick up. The original contract will begin from July 1, 2024, thru June 30, 2026. The City reserves the right to cancel this contract with 15 days written notice for any reason. The City reserves the right to receive or reject any and or all bids, waive irregularities, or to accept that part of a bid that is most favorable to the City. The City requests that vendors take a City procurement card as payment with no increases in pricing because of this. Vendor agrees to also offer same pricing and terms to any fully or partially funded City of Valdosta entity such as the Airport, Industrial Authority, Convention and Visitors Bureau, Parks, and Recreation, etc.

WARRANTY:

Factory warranty in writing shall be included and will be considered part of this bid.

PRICES:

Prices are to be firm for the period, bidder is to include published jobber price list and give the percent of discount from the list vendor is willing to sell to the City. This will be a major part of the award. The sampling pricing will also be used to figure award. The City will not pay for any deliveries or surveys dealing with this contract. In the case of a tie, the City will award in their best interest.

SURVEY:

It shall be the responsibility of the successful bidder to make a survey of filters to be used accordingly to equipment operated at the City when so instructed. A copy will be sent to Mr. John Burton at the City of Valdosta Maintenance Center.

LIABILITY:

It shall be the sole responsibility of each bidder to recommend the proper filters for the equipment to be operated.

EFFICIENCY:

This bid shall include efficiency ratings on each type of filter, to include: % filtering, bursting rate, and any other rating available. This shall be considered a part of the bid as well and could be grounds for rejection if deemed necessary by the Purchasing Agent.

OBSOLETE INVENTORY:

To be returned for credit or replacement at least two (2) times a year. Filters bid shall be same as or approved equal to Wix, NAPA, Fram, or AC. It shall be the responsibility of each bidder to offer a full line of filters that the City is currently using as well as any new filters needed. Inability to offer a complete line or quality that is desired could be grounds for disqualification.

SAMPLE PRICING

Please fill in the price that would be charged to the City for the filters listed below

FILTERS

Napa Part # Your Part # Qty Jobber Price City Price Ext. City Price

1372 500 $ $ $

1348 100 $ $ $

1748 160 $ $ $

7182 100 $ $ $

1042 40 $ $ $

6134 10 $ $ $

9883 10 $ $ $

6418 10 $ $ $

9666 20 $ $ $

3965 50 $ $ $

3966 20 $ $ $

3697 5 $ $ $

7502 80 $ $ $

3936 30 $ $ $

6883 5 $ $ $

9173 35 $ $ $

7060 80 $ $ $

2725 40 $ $ $

9148 21 $ $ $

9149 15 $ $ $

2803 5 $ $ $

2804 5 $ $ $

9746 160 $ $ $

FF63009 30 $ $ $

4048 70 $ $ $

7750 50 $ $ $

100010 40 $ $ $

FF63009 30 $ $ $

25-083-01S 30 $ $ $

6433 30 $ $ $

3604 30 $ $ $

7746 30 $ $ $

400-10 30 $ $ $

FS1098 20 $ $ $

BF46263 15 $ $ $

6562 15 $ $ $

2809 15 $ $ $

RS5756 10 $ $ $

400-30 10 $ $ $

1029 10 $ $ $

R61709 10 $ $ $

1085 10 $ $ $

3023 10 $ $ $

9666 10 $ $ $

1516 10 $ $ $

7309 10 $ $ $

25-083-04S 10 $ $ $

2812 10 $ $ $

PA5359 10 $ $ $

6770 10 $ $ $

1459 10 $ $ $

1734 10 $ $ $

1522 5 $ $ $

6569 5 $ $ $

1791 5 $ $ $

2691 5 $ $ $

6761 5 $ $ $

7076 5 $ $ $

B7379 5 $ $ $

9007 5 $ $ $

9675 5 $ $ $

9883 5 $ $ $

CV50628 5 $ $ $

CV52001 5 $ $ $

2487 5 $ $ $

3651 5 $ $ $

5055 5 $ $ $

1792 5 $ $ $

1799 5 $ $ $

4579 5 $ $ $

9082 5 $ $ $

9189 5 $ $ $

9190 5 $ $ $

600123 5 $ $ $

29545779 5 $ $ $

PA1895 5 $ $ $

FA1928 5 $ $ $

3595 5 $ $ $

3638 5 $ $ $

7203 5 $ $ $

46106 5 $ $ $

230266 5 $ $ $

BF9891D 5 $ $ $

1334 5 $ $ $

1356 5 $ $ $

2253 5 $ $ $

3013 5 $ $ $

3296 5 $ $ $

3352 5 $ $ $

3360 5 $ $ $

3422 5 $ $ $

3546 5 $ $ $

6478 5 $ $ $

7947 5 $ $ $

100290 5 $ $ $

7949D 5 $ $ $

390 5 $ $ $

1064 5 $ $ $

1394 5 $ $ $

TOTAL CITY PRICE$

PROPOSAL

We/I have examined the specifications and agree to furnish the City of Valdosta with the equipment/services accordingly. Any deviations from the specifications will be marked exception on the bid sheet. We/I propose to furnish the City of Valdosta with said equipment/ service for:

Brand of Filter:

DISCOUNT OFFERED OFF OF JOBBER PRICE: .__ __ __ __ %

TOTAL PRICE OF SAMPLE PRICING ABOVE $

Address of filter warehouse where City personnel can pick up:

COMPANY INFORMATION

Date:

Company Name:

Address:

Phone Number: Fax:

Cell Number:

Emergency Phone Number (24 hours):

Signature: Title:

Printed Name:

Email:

Bidder must be licensed to do work in the State of Georgia.

E-Verify Number: (include a copy of your printed form with bid)

W-9 Number: (include a copy of your printed form with bid)

Will you accept a City Credit Card for payment? Yes No

Have you or are you currently debarred from performing any work for any governmental entity?

Yes ____ No ____

VENDORS

Automotive Parts Bid Department John Dennis Wetherington 406 E. Hill Ave.

Valdosta, GA 31601

Autozone 1107 N. Ashley St.

Valdosta, GA 31601

Advanced Auto Parts 2145 N. Ashley St.

Valdosta, GA 31601

The Parts House 1108 W. Hill Ave.

Valdosta, GA 31601

O’Reilly Auto Parts Attn: Clint Riley 1100 N. Ashley St.

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