IFB15-25.pdf

DOUGLAS COUNTY GOVERNMENT

Finance Department ~ Purchasing Division

100 Third Street, Suite 130 Castle Rock, Colorado 80104

Telephone: 303-660-7434 www.douglas.co.us

INVITATION FOR BID (IFB)

NO. 015-25

LIGHT-DUTY TIRES, WHEELS, & RELATED SERVICES

YOUR BID RESPONSE MUST BE RECEIVED NO LATER THAN

APRIL 23, 2025 @ 3:00PM

BIDDER'S CERTIFICATION

We offer to furnish to Douglas County the materials, supplies, products and/or services requested in accordance with the specifications and subject to the terms and conditions of the purchase(s) described herein:

BIDDER:

ADDRESS:

CITY: STATE: ZIP:

TELEPHONE NUMBER: FAX NUMBER:

EMAIL:

BY:

(Printed or Typed Name)

(Written Signature)

TAXPAYER I.D. NUMBER:

Signature constitutes acceptance of all terms and conditions listed on this form and all documents attached.

Bids shall be received ELECTRONICALLY ONLY through the Rocky Mountain E-Purchasing/BidNet System website at (www.bidnetdirect.com/colorado/douglas-county-government). All bid responses should consist of one (1) PDF document with the bidders name as the first word in the document name. It is the sole responsibility of the bidder to see that their bid response is received on time. Bids will not be considered which are received after the time stated.

Douglas County officially distributes solicitation documents through the Rocky Mountain E-Purchasing System only. Copies of solicitations obtained from other sources are not considered official copies and the County cannot attest to their accuracy. All BidNet website/system questions must be addressed with BidNet Vendor Support at 800-835-4603, option 2.

Douglas County Government reserves the right to reject any or all bids, to waive formalities, informalities, or irregularities contained in a said bid and furthermore, to award a contract for items herein, either in whole or in part, if it is deemed to be in the best interest of the County to do so. Additionally, we reserve the right to negotiate optional items and/or services with the successful bidder.

http://www.douglas.co.us/ http://www.bidnetdirect.com/colorado/douglas-county-government

OVERVIEW:

Through this Invitation for Bid (IFB), Fleet Services, within the Facilities, Fleet, and Emergency Support Services Department of Douglas County Government, hereinafter referred to as the County, respectfully requests bids from responsible qualified vendors for the provision of the purchase of light-duty tires, wheels, and related services.

Services will be utilized on an as-needed basis.

The initial contract, issued as a result of this IFB, will be for a period of approximately twenty (20) months, beginning in May 2025 to and including December 31, 2026. The County shall have the option to renew this contract for four (4) additional periods of one (1) year each, with the same terms and conditions. All prices proposed shall be firm and fixed for the initial contract period and may be re-negotiated after the initial contract period. This agreement and/or extension to the original period of a subject contract shall be contingent upon annual funding being appropriated, budgeted and otherwise made available for such purposes and subject to the County’s satisfaction with services received during the preceding contract period.

BID CONDITIONS AND PROVISIONS:

All bids must be submitted on the forms provided and in accordance with all terms, conditions, specifications, and stipulations contained herein. Bidders shall carefully read and be familiar with all terms, conditions, specifications, and stipulations contained in this IFB, which shall become part of the final contract.

All bids must be signed by a duly-authorized official of the company. The completed and signed bid (together with all required attachments) must be upload to the Rocky Mountain E-Purchasing System before the due date and time shown on Page 1.

All participating bidders, by their signature hereunder, shall agree to comply with all of the conditions, requirements and instructions of this IFB as stated or implied herein. Any alteration, erasure or interlineation by the bidder in this IFB shall constitute cause for rejection by the County. Exceptions or deviations to this IFB must not be added to the IFB pages and must be on company letterhead and accompany the bid response.

All bidders are required to complete all the information requested in this IFB. Failure to do so may result in the disqualification of the bid. When omitting a bid on an item, please insert the words “NO BID”.

Prices stated must be in the units specified. In the case of a discrepancy between the unit price and extension, the unit price shall be considered correct. Minor details omitted by oversight will not constitute an excuse for their omission.

Bids shall be firm quotations subject to acceptance or rejection within ninety (90) days of the bid opening date.

The County will not be responsible for any goods delivered or services performed without its purchase order, signed by an authorized representative of the County’s Purchasing Division.

The County reserves the right to negotiate optional items and/or services with the successful bidder.

The successful bidder will be required to provide proof of and the required limits of liability insurance, including Workers’ Compensation. This proof of insurance must be in the form of a “Certificate of Insurance” and must show coverage in the amounts specified by the Laws of the State of Colorado for the duration of a contract issued as a result of this IFB. Additionally, the County must be notified of any changes occurring in this coverage and the successful bidder must demonstrate to the County that such changes do not in any way affect the minimum liability insurance required for this bid.

All information submitted in response to this IFB may be subject to disclosure under the Open Records Act.

Bidders are discouraged from providing information that they consider confidential and/or privileged as part of a response to this IFB. If any portion of your response is identified as proprietary and/or confidential, a redacted copy must be uploaded to the Rocky Mountain E-Purchasing System with your original response.

The successful bidder may be required, as a provision of this IFB, to submit proof of compliance with governmental health and safety codes, regulations and standards, as appropriate.

The County reserves the right to waive any technical or formal errors or omissions and to reject any and all bids, or to award a contract for the items herein, either in part or in whole, if it deems it to be in the best interest of the County to do so.

The successful bidder shall be in complete compliance with all of the specifications, terms and conditions of this IFB as outlined above. The County shall have the right to inspect the facilities and equipment of the successful bidder to ensure such compliance.

No bid shall be accepted from, and no contract will be awarded to, any person, firm or corporation that is in arrears to the County, upon debt or contract, or that is a defaulter, as surety or otherwise, upon any obligation to the County, or that has failed to attain or demonstrate compliance with any law, ordinance, regulation, or contract term or condition as may be provided for or required in any County contract, or that may be deemed irresponsible or unreliable by the County. Bidders may be required to submit satisfactory evidence that they have a practical knowledge of the particular work bid upon and that they have the necessary financial resources to perform and complete the work outlined in this IFB.

The contractor agrees to abide by all the laws, regulations and administrative rulings of the United States, the State of Colorado and the County of Douglas, securing all necessary licenses and permits in connection with this IFB.

All materials furnished or services performed under the terms of a contractual agreement issued as a result of this IFB shall comply with the requirements and standards specified in the Williams-Steiger Occupational Safety and Health Act of 1970 (Public Law 91-596), as well as with other applicable federal, state and local codes.

In the event that this IFB requires a formal contract to be prepared by the County, the successful bidder will properly sign and furnish any bonds, insurance, Workers’ Compensation, etc. as may be required by the County within ten (10) days (unless a longer period is allowed by the County) from the date of receipt of the formal contract forms.

All bidders must take into consideration that only the County’s contract documents will be used in the finalization of any agreement issued as a result of this IFB. Bidders are responsible for reviewing such documents prior to submitting their response.

All bidders must submit written disclosure of any known potential conflicts of interest that may result during the course of performance of the services listed herein.

ETHICAL STANDARDS:

It shall be a breach of ethical standards for any person to offer, give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other capacity in any proceeding of application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or IFB therefore.

It shall be a breach of ethical standards for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

In the event that any gratuities or kickbacks are offered or tendered to any County employee or representative, the bid response shall be disqualified and shall not be reinstated.

ETHICSPOINT/NAVEX GLOBAL:

Douglas County is committed to an environment where open, honest communications are the expectation, not the exception. Douglas County has implemented a phone and Internet-based reporting system called EthicsPoint/Navex Global. The reporting system allows employees to report issues or concerns that they may have in an anonymous and confidential manner. We consider it a critical component in providing a safe, secure, and ethical workplace.

An option within the system allows for vendors to also report an issue. As a vendor, you are in a position to observe not only questionable or unethical behavior by our employees but also identify areas that you would like to make a suggestion for change. By calling 1-888-337-3094 or logging-in on the Internet to www.ethicspoint.com and entering Douglas County Government, you can file a report, offer a suggestion or voice a concern. Online instructions are available on how to use the system. The EthicsPoint/Navex Global system also offers a follow-up/response mechanism. You can be assured that this is a fast, easy, and confidential system.

NON-COLLUSIVE BIDDING CERTIFICATION:

By the submission of this bid, the bidder certifies that:

1) The bid has been arrived at by the bidder independently and has been submitted without collusion with any other bidder.

2) The contents of the bid have not been communicated by the bidder; nor, to its best knowledge and belief, by any of its employees or agents, to any person not an employee or agent of the bidder or its surety on any bond furnished herewith, and will not be communicated to any such person prior to the official opening of this bid.

3) No bidder shall submit more than one bid, to include an alternate bid or bids, for this purchase.

NON-DISCRIMINATION IN EMPLOYMENT:

In connection with the performance of work under a contract issued as a result of this IFB, the successful bidder must agree not to refuse to hire, discharge, promote or demote, or to discriminate in matters of compensation against any person otherwise qualified, solely because of race, color, religion, national origin, gender, age, military status, sexual orientation, marital status, or physical or mental disability. The successful bidder must further agree to insert the foregoing provision in all subcontracts hereunder.

INDEMNIFICATION:

Indemnification by the County. The County cannot and by this agreement does not agree to indemnify, hold harmless, exonerate or assume the defense of the bidder or any other person or entity whatsoever, for any purpose whatsoever.

Indemnification by the Bidder. The bidder shall defend, indemnify and hold harmless the County, its officers, agents and employees from any and all claims, demands, suits, actions or proceedings of any kind or nature whatsoever, including Workers’ Compensation claims, in any way resulting from or arising out of any agreement issued as a result of this IFB; provided, however, that the bidder need not indemnify or save harmless the County, its officers, agents and employees from damages resulting from the negligence of the County’s officers, agents and employees.

INDEPENDENT CONTRACTOR:

The bidder is an independent contractor. Notwithstanding any provision of this Agreement, all personnel assigned by the bidder to perform work under this Agreement shall be and remain at all times, employees of the bidder for all purposes. THE INDEPENDENT CONTRACTOR IS NOT ENTITLED TO WORKERS’ COMPENSATION

BENEFITS THROUGH THE COUNTY AND IS OBLIGATED TO PAY FEDERAL AND STATE INCOME

TAX ON ANY MONIES EARNED PURSUANT TO THE CONTRACT RELATIONSHIP.

http://www.ethicspoint.com/

ASSIGNMENT OF PURCHASE ORDER OR CONTRACT:

A bidder may not assign or otherwise transfer any of its rights or obligations under any purchase order or contract made and entered into pursuant to the County IFB without the prior written approval of the County Purchasing Division.

CANCELLATION:

The County reserves the right to cancel the whole or any part of a contract issued as a result of this IFB due to failure of the bidder to carry out any term, promise or condition of the contract. The County will issue a written notice of default to the bidder for failing to act in compliance with the terms and conditions of such contract.

EXAMINATION OF RECORDS:

The bidder agrees that the County shall, until the expiration of three (3) years after the final payment under an agreement issued as a result of this IFB, have access to and the right to examine any directly pertinent books, documents, papers and records of the bidder involving transactions of such agreement.

PRICE, PAYMENT, AND DELIVERY:

1) All prices shall be firm and fixed for the specified time frame.

2) All payment terms shall be “Net 30”; consideration will be given to any discounts offered for payments made earlier than “Net 30”, please explain.

3) In an effort to improve efficiency, Douglas County encourages the use of purchasing cards to make payments.

Under this method, payments are made after the verification of the receipt of the goods and services and following the receipt of a proper invoice. Please confirm if this would be an acceptable payment option.

4) All deliveries will be “F.O.B. ~ Destination”

TAXES:

All price quotations shall reflect all applicable tax exemptions for Douglas County:

1) Federal Registration Number: 84-6000761

2) State Registration Number: 98-04428

COOPERATIVE PURCHASING:

Douglas County encourages cooperative purchasing in an effort to assist other agencies to reduce their cost of bidding and to make better use of taxpayer dollars through volume purchasing. Contractor(s) may, at their discretion, agree to extend the prices and/or terms of the resulting award to other state or local government agencies, school districts, or political subdivisions in the event they would have a need for the same product/service. Usage by any entity shall not have a negative impact on Douglas County in the current term or in any future terms. The Contractor(s) must deal directly with any governmental agency concerning the placement of purchase orders/agreements, freight/delivery charges, contractual disputes, invoices, and payments. Douglas County shall not be liable for any costs or damages incurred by any other entity.

REFERENCE LISTING:

Bidders shall furnish a list of three (3) current references to include name, title, address, telephone number, and email address for which they are currently furnishing or have in the past sold products and/or furnished services on a same or similar contract or agreement. The inability to contact references may be cause for rejection of your bid response.

QUESTIONS/INQUIRIES/ADDENDUMS:

All questions related to this IFB must be submitted ELECTRONICALLY ONLY through the Rocky Mountain E- Purchasing System website at (www.bidnetdirect.com/colorado/douglas-county-government). Please enter only one (1) question per line.

Questions will be received until 5:00pm MDT on Friday, April 11, 2025. Responses to all questions will be posted on the Rocky Mountain E-Purchasing System no-later-than Wednesday, April 16, 2025.

If it becomes necessary to revise any part of this IFB or if additional data is necessary to enable an exact interpretation of the provisions of this request, an addendum will be issued. It is the responsibility of the respondent to ensure that they have received all addendums prior to submitting their IFB response.

http://www.bidnetdirect.com/colorado/douglas-county-government

INVITATION FOR BID (IFB) #015-25

SCOPE OF SERVICES/INSTRUCTIONS TO BIDDERS

INTRODUCTION:

Douglas County Fleet Services is requesting bids from qualified vendors for light-duty tires, wheels, and related services. The awarded vendor must provide tires and wheels as part of a full-service tire program for assorted vehicles. These specifications cover new radial tires for mounting on County-owned wheels.

Pricing and products shall meet or exceed those available through nationally recognized cooperative agreements such as:

a) Sourcewell #082521-MLN

b) NASPO #24155, #24156, #24157, and #54158

BRAND NAME OR TRADE NAMES:

If the County includes brand/trade names as a part of the description of any item, any participating vendor may submit a bid on other brand/trade-named products, providing they are equivalent tread, quality, and warranty.

LOCAL OFFICE SHALL BE REQUIRED:

Due to the service level required in conjunction with this IFB, the vendor shall maintain an office/service center within the Metro Denver, Colorado area. This office shall be staffed by a competent company representative who can be contacted during normal working hours and is authorized to discuss matters about the contract. Metro Denver consists of the City and County of Denver, the City of Ft. Collins and surrounding counties, the City of Colorado Springs and surrounding counties, Arapahoe County, Jefferson County, Adams County, Boulder County, Douglas County, City and County of Broomfield, Clear Creek County, and Gilpin County, Colorado.

SERVICE REQUIREMENTS:

The awarded vendor/service provider shall be capable of providing mobile services at Douglas County facilities and meet the following minimum requirements:

a) Be able to provide light-duty tires and wheels.

b) Service Frequency - Once a week, check in with a weekly turnaround for tire stock.

c) Maintain a business in compliance with all federal, state, and local laws, including zoning and legal requirements governing the particulars of the type of business conducted.

d) Be responsible for obtaining any necessary licenses, fees, or permits without additional expense to Douglas County.

All equipment shall be properly licensed and insured, carry the appropriate permits, and be placarded as required by law.

e) Normal business hours, at a minimum, must be Monday through Friday, 8:00 a.m. to 5:00 p.m.

PRIMARY SERVICE LOCATIONS:

a) Castle Rock Fleet Services ~ 3030 North Industrial Way, Castle Rock, CO 80109

b) Parker Fleet Services ~ 9040 Tammy Lane, Parker, CO 80134

WRITTEN ESTIMATES SHALL INCLUDE:

a) Itemized list and description of tires with associated costs.

b) All incidentals or miscellaneous shop supplies and charges.

c) All additional expenses, fees, and recurring charges.

d) Time frame for delivery of tires.

DELIVERY CONSIDERATIONS:

a) Timely fulfillment of Douglas County orders is critical and must be given the highest priority by the awarded vendor/service provider(s).

b) The vendor/service provider is expected to have consistent turnaround times.

c) The vendor/service provider shall immediately report any anticipated delays to the Douglas County

Representative.

d) All deliveries shall be made between the hours of 8:00 A.M. and 5:00 P.M., Monday through Friday, excluding holidays.

e) The vendor/service provider(s) will maintain an adequate local inventory of tires and wheels available for immediate delivery.

f) Fulfillment of nonstock tire orders should be fulfilled within twenty-four (24) hours.

EMERGENCY PURCHASES:

a) Douglas County reserves the right to purchase from other sources, those items which are required on an emergency basis and cannot be supplied immediately from local inventory by the vendor.

WARRANTY:

a) The awarded vendor/service provider shall state the maximum warranty offered for all materials and workmanship in their bid response.

INVOICING:

The vendor/service provider shall provide an itemized invoice to the County representative upon the delivery of products and/or the completion of work. Invoices shall be accurate and include the following information:

a) Itemized list and description of tires and/or services provided.

b) All incidentals and/or miscellaneous shop supplies and charges.

c) Email all supporting documentation, including invoices and estimates, to Douglas County Representative.

d) Invoices will be paid by credit card or on a Net 30 schedule.

INVITATION FOR BID (IFB) #015-25

FEE SCHEDULE

PLEASE NOTE: The award placed with the successful bidder, as a result of this IFB, shall be a Blanket Purchase Agreement. The Blanket Purchase Agreement authorizes, but does not obligate, the County to purchase any minimum or maximum, dollar amount or quantity of tires, wheels, and/or related services.

Prices should not include disposal fees

New Tires

Estimated Annual

Quantity Price Each Equivalent Description

P265/70R17 Goodyear Eagle Enforcer All Weather V-rated or Equivalent 400

P265/70R17 Goodyear Work Horse A/T or Equivalent 200

P275/55R20 Goodyear Eagle Enforcer All Weather V-Rated or Equivalent 200

SL245/70R17 Goodyear Adventure A/T or Equivalent

LT245/70R17 BFG A/T K02 or Equivalent

LT245/75R17 BFG A/T K02 or Equivalent

Fee’s

Disposal Fee

Additional Fee? ____________________

Additional Fee? ____________________

Additional Fee? ____________________

Additional Fee? ____________________

Additional Fee? ____________________

Additional Fee? ____________________