Bid_Specs_Event_4255.pdf

BID SPECIFICATIONS

Truck Parts and Repairs

Event: 4255

OVERVIEW/PURPOSE:

The City of Minneapolis and its Boards are accepting bids to furnish and deliver OEM parts and services for Freightliner trucks.

CONTRACT TERM:

Basis of Award

The bid will be awarded to the lowest responsive and responsible bidders. The low bidders will be determined by the total sum as totaled on the Bid Form. The City reserves the right to award multiple bidders to serve the best interest of the City. This contract could be used by any City Department but most likely will be Solid Waste, Fleet or Park Board.

The successful bidder(s) will be awarded an initial one (1) year contract with the option to extend for two (2) additional 12-month periods if agreeable to both parties.

Price Escalation:

Prices shall be firm for the first year of the contract. After the initial contract period, an escalation may be allowed for any extensions based upon a demonstrable industry wide, regional, or operational increases in the contractor’s costs. For documentary evidence to be considered, it must be submitted to the City of Minneapolis Purchasing Department sixty

(60) days prior to the end of the current contract year. The exact amount of escalation, if any, will be governed by the validity of the documentary evidence submitted. No price increase will be effective until approved by the City of Minneapolis Purchasing Department.

With the exception of extraordinary circumstances, the amount of any increase shall not exceed the Consumer Price Index (CPI) or five (5) percent, whichever is higher.

Rights of the City:

The City reserves the right to reject all or any part of any bid, waive informalities, and award the contract to the lowest responsive and responsible Bidder(s) to best serve the interest of the City. Informality shall mean a minor defect or variation of a bid from the exact requirements of the Request for Bid which does not affect the price, quality, quantity, or delivery schedule for the goods being procured.

SCOPE OF WORK:

The City of Minneapolis and its Boards require delivery of OEM Freightliner parts and service (or interchangeable like parts) on various City and Board owned vehicles. Various vehicles will require parts and services during this contract period. Parts and services will be expected to be delivered and performed during the contract period.

MINIMUM REQUIREMENTS FOR BIDDERS:

To be considered as a “qualified” bidder, the Bidder must meet the minimum qualifications. The City of Minneapolis reserves the right to declare non-responsive and reject any Bid that in the judgment of the City, fails to meet the following minimum criteria.

Bidders that don’t meet minimum requirements should not submit a bid.

• Bidder(s) must have two hundred and fifty thousand dollars ($250,000.00) or more in Freightliner parts inventory.

• It is preferred that the Bidder(s) are able to handle requests for parts and service from 7:00am to 11:00pm Monday through Friday. See the line on the Bid Form to input your hours if they are different.

• Bidder(s) must be a Cummins OEM authorized engine repair dealership.

• Bidder(s) must be an authorized Freightliner dealership with five (5) years or more providing truck parts and service to include the chassis and engine(s) listed.

• For the OEM Service & Repair the responsible bidder(s) must operate and support a complete factory authorized service and repair facility within 45 miles of the City of Minneapolis. This facility should have factory trained personnel and sufficient OEM (original equipment manufacturers) parts inventory and be available to perform all aspects of vehicle service from routine maintenance to major breakdown repairs.

• For the OEM Freightliner Parts, the responsible bidder(s) must operate and support a complete factory authorized parts or service and repair facility within 45 miles of the City of Minneapolis.

• Bidder(s) must comply with a 3-5-day turn-around time for repairs, unless pre-approved by the using department

• Upon request by the using department, a phone estimate will be given for cost of repairs prior to work.

• All repairs must utilize OEM parts unless pre-approved by the using Department.

• Bidder(s) must have at least two (2) Minnesota D.O.T. certified inspectors / mechanics on staff.

• Bidder(s) must be able to provide service, technical training and support in the field as requested.

• All Parts Pricing will include delivery to the using department unless next day air is requested.

• Parts delivery to be two (2) working days or less from the order day unless there is special order.

• If requested, bidder(s) will pick up and return vehicles needing repair. Vehicles will be located at various locations throughout the City. The bidder(s) must pick up vehicles to be repaired within one business day after notification.

• The successful bidder(s) will be responsible for ensuring that their driver possesses the required driver’s license and endorsements when driving the City of Minneapolis & Board vehicles.

• Bidder(s) must state on the bid form if there is an additional charge for Vehicle Pick-Up & Delivery Service.

• All Bidders must include additional labor, shop charges, environmental fees or incidental fees in their rates on the bid form.

WARRANTY:

Bidder(s) to provide a minimum of a one (1) year warranty on parts and labor depending on the repair. All warranties will begin from the installation or repair date.

INVOICE AND PAYMENT:

Invoicing must be fully itemized and show the breakdown for all labor hours, machine hours, materials, shop supplies incidental fee and tax, if applicable. Billing will be processed per the attached instructions.

All work requested under this Contract shall be placed on a City issued Purchase Order.

Bidder shall make all reasonable efforts to submit invoices and documentation in an electronic format, such as PDF or other format compatible with City software capabilities, in lieu of paper invoices and documentation, when so requested by City. Upon delivery and acceptance of the materials, the Bidder shall submit an invoice detailing the appropriate charges.

Invoices shall be submitted to:

City of Minneapolis – Accounts Payable 505 Fourth Ave. S, Room 310 Minneapolis, MN 55415 Email: submitinvoices@minneapolismn.gov

Upon receipt of invoice and final inspection and acceptance of the materials, the City will render payment within thirty (30) days unless any items thereon are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The Supplier shall provide complete cooperation during any such investigation.

mailto:submitinvoices@minneapolismn.gov