RFQ-0000000006 Supplies, Parts, Service, Preventative Maintenance for Car Wash Facilities .doc

Bid 2410-007 Car Wash Parts and Service

EQUIPMENT SERVICES DEPARTMENT

3325 West Durango Street

Phoenix AZ 85009

REQUEST FOR QUOTATION FOR: PARTS AND SERVICE FOR MARICOPA COUNTY CAR WASH FACILITIES

1.0 INTENT:

The intent of this Request for Quotation (RFQ) is to establish a pricing agreement for Supplies, Parts, Services, and Preventive Maintenance, in the repair of all Car Wash Facilities operated by Equipment Services for Maricopa County. In addition, Preventative Maintenance is a required part of this bid. The service portion requirement will be for overflow work and warranty work. The contract will be awarded in part, sections, or multiple awards where such action serves the County’s best interest. Purchases are authorized by purchase order or purchase credit card only.

2.0 SPECIFICATIONS, GENERAL:

2.1 AUTHORIZED SERVICE FACILITIES:

2.1.1 The service facility must be in the metropolitan area.

2.1.2 The service facility must be authorized by the manufacturer to perform service on all the car washing facilities offered.

2.1.3 The service facility business hours must be Monday through Friday 8:00 a.m. to 5:00 p.m.

2.1.4 The contractor shall provide hourly rates for normal business hours and overtime hours.

2.1.5 Overtime service must be approved prior to performing service.

2.1.6 No volume of business is a guarantee.

2.2 WORK ORDER ASSIGNMENTS:

2.2.1 Equipment Service Department Procurement Specialist will coordinate and issue a work order to the contractor as authorization to perform service. Do not perform any service without a work order or directly conversing in writing through the procurement Specialist. The contractor shall contact 602-506-4674 on all questions or additional repair approval or in relation to the ordering of supplies for car wash facilities.

2.3 RESPONSE TIME:

2.3.1 The contractor will be given an expected timetable for the repair to include a timetable for shipping of parts needed. If the turn-around time cannot be met, the contractor shall inform the designated County employee at that time.

2.4 EQUIPMENT:

The Car washes within Maricopa County vary based on size and components

2.5 PARTS FOR IN-HOUSE REPAIR:

All parts replaced must be itemized and priced to reflect “discount pricing offered”.

2.6 BLANKET PRICING:

This price agreement covers a full line of parts and services If a percentage of discounts are offered for each manufacturer, indicate in the section “Discounts Pricing”. The County reserves the right to request verification on pricing at any time. DISCOUNT PRICING IS STRONGLY ENCOURAGED TO ALLOW THE COUNTY GREATEST VENDOR UTILIZATION.

2.7 BRAND NAMES:

Brand names listed are to define the quality of products desired and are not intended to be restrictive or limit competition. The listing should not be considered all-inclusive. A low bid may not prevail (such as quality and service). Bids on brands other than those listed are subject to approval based on the evaluation.

2.8 DELIVERY/RESPONSE TIME:

The majority of the deliveries will be at the main Equipment Service maintenance shop.

2.8.1 It shall be the contractor’s responsibility to meet the County’s delivery requirements of F.O.B. Destination on normal deliveries within two (2) hours of ordering.

2.8.2 If the Contractor does not offer delivery indicate “No Delivery”. This is not part of the award criteria.

2.8.3 The County is not responsible for any freight (overnight, airfreight, UPS direct, etc.) with the exception of priority deliveries authorized by the designated employee, and their name must be listed on the invoice(s) for payment.

2.8.4 Contractor(s) shall notify Equipment Services of all delays on parts orders to the designated service center Car wash being repaired.

2.8.5 Equipment Service’s Car Wash locations and business hours:

2.8.5.1 Mesa Service Center, 155 E. Coury, Mesa

6:00 a.m. TO 2:30 p.m. (602-506-4794)

2.8.5.2 Downtown Service fuel station, 910 W Madison St, Phoenix AZ 24 hour service (602-506-4481)

2.8.5.3 Avondale Service Center, 695 N 105th Ave, Phoenix, AZ 7:30 Am TO 4:00 pm (602-506-6420

2.8.5.4 Durango Fuel Facility 2750, S 27th Ave, Phoenix, AZ 7:30 AM TO 4:00 PM (602-506-4481

2.9 PRODUCT DEFINITION:

Products covered in this RFQ shall be Original Equipment Manufacturer (OEM) parts. Equipment Services has the option to purchase after-market parts. If aftermarket parts are acceptable, they shall meet or exceed the OEM requirements. Any item(s) bid shall be “new” unless identified otherwise by the bidder.

2.10 WARRANTY:

2.10.1 The minimum warranty shall be 90 days or the manufacturer’s warranty, whichever is greater.

2.10.2 Defective parts shall be available within 24 hours of notification; except for production or manufacturer backorders.

2.10.3 The effective date on all warranties shall begin at the date of installation by the County or Contractor. The warranty changes when defective parts are replaced.

2.11 INVOICING REQUIREMENTS:

All invoices shall include the following information:

Equipment Services

3325 West Durango St.

Phoenix, Arizona, 85009

Problems regarding billing shall be directed to Equipment Services Accounts Payable, at 602-506-4668 or 506-8693. Invoices must be legible.

2.11.1 Quote Number

2.11.2 County purchase order number (not required if paid by credit card)

2.11.3 Work order number and Equipment number

2.11.4 Site Address

2.11.5 Part#/quantities/description

2.11.6 Unit cost listed w/discount

2.11.7 Hourly rate with hours

2.11.8 Sales tax and tax rate

Freight: If freight is applied on an invoice(s) the following are required on the invoice(s):

· Identify the expedited delivery (overnight, airfreight, UPS direct, etc.) on the invoice(s)

· Full Name of the County employee authorizing this method of delivery.

2.12 RETURN POLICY:

The County’s return policy overrides the contractor’s return policy.

2.12.1 No minimum quantities or minimum values on the return part(s) are allowed.

2.12.2 The invoice shall reflect the original purchase price for each part returned.

2.12.3 All credit shall reference the original invoice or return slip number.

2.12.4 The County’s working conditions may cause the original packaging to be altered. The contractor shall accept the part(s) for full credit.

2.12.5 The County accepts responsibility for a restocking fee (if applicable) if a special-order part or a non-stock part is ordered and received than cancelled/returned. If the County has not received the part no restocking fee is allowed.

2.12.6 Damaged, broken or unsealed packages shall not be accepted.

2.13 SETTING UP COUNTY ACCOUNT:

2.13.1 It shall be the responsibility of the contractors to communicate with their parts department, service area, and accounts receivable and other areas involved in compliance with this pricing agreement.

2.13.2 The parts pricing shall be programmed in the contractor’s financial system as awarded.

2.13.3 If the required information cannot be programmed on the invoice hand write the information or submit a separate sheet with the requirements (reference section 2.7).

2.14 TAX:

Taxes shall be imposed on parts purchased by the County. No tax shall be levied against labor.

2.15 ADDITIONAL CHARGES/FEES:

Maricopa County will allow a max of $50.00 per invoice for Miscellaneous charges or fees (i.e., shop supplies, environmental fees, fuel surcharges, etc.), in addition to any Arizona State or federally mandated charges.

2.16 AUTHORIZED DISTRIBUTOR:

The Contractor shall be an authorized distributor of manufacturers offered and hold inventory to meet the requirements of this contract.

2.17 CONTRACT COMPLIANCE MONITORING:

The Materials Management Department and Equipment Services Department shall monitor the quotation compliance with, and performance under, the terms and conditions of the contract. The contractor shall make available for inspection and/or copying by the County all records and accounts relating to the commodities provided in this contract.

2.18 SITE VISITS:

The County reserves the right to visit the Contractor(s) facilities at any time during the award determination and after an award has been made to inspect such warehouse/distribution center(s) to ensure compliance with terms and conditions of this solicitation.

2.19 SPECIAL TERMS & CONDITIONS:

This Request for Quotation is for awarding a firm, fixed price purchasing quotation to cover a one (1) year period.

2.19.1 OPTION TO EXTEND:

The County may, at their option and with the approval of the Contractor, extend the period of this Quotation up to a maximum of two (2), one (1) year options, (or at the County’s sole discretion, extend the contract on a month-to-month basis for a maximum of six (6) months after expiration). The Contractor shall be notified in writing by the Materials Management Department of the County’s intention to extend the contract period at least thirty (30) calendar days prior to the expiration of the original quotation period.

3.0

PRICING:

CAR WASH Facilities Equipment, in accordance with the specifications:

DISCOUNT PRICING: The manufacturers published price list's for a full line of Car Wash Parts offered to provide the greatest coverage. Price lists will be requested upon award. The County accepts catalog(s), CD-ROM (excel formatted) or website access. Do not use the term "current pricing", for the information required below. Additional lines are provided to include other manufacturers not listed.

N/S CORPORATION

Aqua Lab

ADDITIONAL MANUFACTURER OFFERED:

Business Hours:

Delivery hours (if no deliveries indicate N/A):

Ordering Department Phone number and contact person: