SE12099_Attachment_5_-_Special_Bid_Conditions_Equipment.pdf

SPECIAL BID CONDITIONS FOR EQUIPMENT - Attachment 5

Bid No. 0000012099 Reply Required All Items Checked Apply To This Bid Return With Bid

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1. BID NO. 0000012099

Are you including all attachments and accessories as specified? Yes No .

2. EXCEPTIONS

Unless exceptions are taken on the bid, and such exceptions accepted by Purchaser, items furnished shall be exactly as specified with all optional equipment as specified.

A. Bidders who intend to substitute accessories, bodies, features of a different brand or model will be considered if such substitutions are noted as exceptions.

B. Such exceptions will be considered to be alternates, and will be evaluated as per Solicitation Document, Section IV, C.

C. Bids omitting options included in our specifications and available from manufacturer will not be considered.

3. SPECIFICATIONS

The intent of specification to describe the equipment specified in the bid, in sufficient detail to secure bids on comparable equipment. All parts not specifically mentioned which are necessary to provide the complete equipment specified shall be included in the bid and shall conform in strength, quality of workmanship to what is usually provided the trade in general. The specifications herein shall not be construed in any way to sanction the degrading or elimination of accepted standards of engineering and craftsmanship in configuration and construction.

A. Dimensions given are approximate, unless specifically indicated otherwise by words such as "minimum", "maximum", or the indication of a range, but deviations must be minor.

B. Specially fabricated items must be made and assembled in accordance with first class quality and workmanship and best practices of the trade.

C. Each equipment shall be a new and currently advertised model of the manufacturer’s latest design, equipped with all standard component items identified in the manufacturer’s description and specification publications, whether or not specifically requested and except where optional components are specified herein.

D. Where applicable, each unit shall be equipped with all legal devices required for highway operation and meet all D.O.T., State of California, CALOSHA, and federal standards and requirements.

E. The drawing and/or specifications that are a part of this bid describe an item(s) suitable for the City's needs.

4. DELIVERY

Pre-delivery services are required. The equipment is to be thoroughly checked, lubricated and washed, and filled with a minimum of ¾ of a tank of fuel (if applicable) ready for use when delivered.

5. REQUIRED DOCUMENTS

The following documents, items and information, as applicable must be delivered with each vehicle.

A. Individual vehicle stock number on a piece of paper in the vehicle and on the vehicle key ring.

B. Statement of Manufacturer’s Warranty.

C. Operation and maintenance manuals.

D. Monroney Sticker (manufacturer window label).

The following documents, items and information, as applicable must be delivered to Central Shops at 555 Selby Street, San Francisco, CA 94124, regardless of the delivery location of the vehicle and in original form.

A. Completed Dealer’s Report of Sale.

B. Front Plate Bracket and Paper License Plate

Acknowledgement.

C. DMV Form REG 397 Application for Registration of New Vehicle.

D. DMV 5050 Exempt License Plate Request.

E. REG 4008 Declaration of Gross Vehicle Weight

(if required by law)

F. Weight certificate from a State Approved Scale, if vehicle weight exceeds 5,000 pounds.

G. Completed VIN Verification Form, when required to complete equipment registration.

H. Any of the documents listed above that require the buyer’s name and address must use those listed in the previous section “5. Vehicle Registration.”

I. The correct VIN must be shown on all documents listed above. If a vehicle has been assigned an incorrectly computed VIN, the selling dealer must contact the manufacturer for follow-up reporting with the National Highway Traffic Safety Administration (NHTSA).

J. All required forms must be completed, signed and dated by vendor as required by California DMV and State Statutory guidelines.

K. Any of the above documents requiring buyer’s name and address must show:

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CTY/CNTY SAN FRANCISCO

555 Selby Street San Francisco, CA 94124

6. BID PRICE

Bid prices shall be F.O.B. Destination to the delivery address indicated in the bid request. Unless otherwise stated, over-the-road "drive away" deliveries from points over 125 miles from San Francisco will not be acceptable. Shipment of such equipment should be full mounted or in tandem on non-driving axle or railcar or other similar non-drive method where no mileage is placed on the drive axle. City equipment may not be the mule or pulling truck.

7. BID EVALUATION

The Purchaser reserves the right, when evaluating bids, to consider factors other than bid prices.

Such other factors include but are not limited to the following:

A. Delivery time

B. Adequacy of an authorized dealer’s service department (equipment and personnel) where warranty and other repair work would be performed.

C. Location of an authorized dealer’s parts supply and service department. To minimize City's subsequent expenditure of time and money, location to be within 125 road miles from Central Shops.

D. Vendor’s ability and willingness to provide substitute equipment during servicing.

8. DEPARTMENT OF TRANSPORTATION (D.O.T)

United States Department of Transportation requirements (FTA) apply per the attached 5-page addendum. The Buy American Certificate must be completed and returned with bid documents for contract proposals over $100,000.00.

9. LEASE/PURCHASE

The City and County of San Francisco intends to lease/purchase the equipment covered by this bid.

The bidder agrees to sell the equipment specified in the bid, to a 3rd party lessor of the City’s choice. The bidder also agrees that the benefit of any and all warranties shall be passed through to the City and County of San Francisco.

The “Dealer’s Report of Sale” must show the following Lienholder:

U.S Bank National Association Corporate Trust Services One California Street, 10th FL, Suite 1000 San Francisco, CA 94111

Mail Code SF-CA-SFCT

10. REQUIRED DELIVERY TIMELINE

The equipment purchased as a result of the Contract Proposal shall be delivered within 000 calendar days from the date of the purchase order.

11. LIQUIDATED DAMAGES

By entering into this Agreement, Contractor agrees that in the event the delivery of the equipment purchased as a result of this Contract Proposal is delayed beyond the timeline as required in Special Bid Conditions for Equipment No.10, City will suffer actual damages that will be impracticable or extremely difficult to determine; further, Contractor agrees that the sum of $000 per day, per unit, for each day of delay of each unit, beyond the scheduled timeline is not a penalty, but is a reasonable estimate of the loss that the City would incur based on the delay, established in light of the circumstances existing at the time the contract is awarded. City may deduct a sum representing the liquidated damages from any money due to Contractor. Such deductions shall not be considered a penalty, but rather agreed monetary damages sustained by City because of failure to deliver to City within the time fixed or such extensions of time permitted by Purchasing.

12. MANUFACTURER’S WARRANTY

If the bidder is not the manufacturer, the bidder should furnish with its bid, a manufacturer’s written guarantee on manufacturer’s letterhead to the City that the manufacturer’s warranty and service will be passed onto the City. Failure to provide this document within 5 working days of notification may result in the rejection of bidder’s bid.

13. WARRANTY LABOR AND TRAVEL EXPENSES

Contractor or authorized dealer of City’s choice shall be responsible to the City for all warranty service, parts, labor, and travel applicable to the equipment provided by bidder under this award.

The responsible contractor or dealer shall be responsible for ensuring that warranty work is performed and that services, parts, labor, and travel are available and provided to meet the City’s schedules. This does not limit or reduce in any manner, the manufacturer’s warranty or use of manufacturer’s warranty service. Warranty repairs and parts shall be initiated with 48 hours of initial notification. All work required under warranty shall be promptly accomplished at no expense to the City. An adequate stock of repairs parts shall be available in the Northern California for the equipment offered.

14. SUCCESSFUL BIDDER

The successful bidder must be a manufacturer’s certified authorized dealer/distributor. Upon written request, bidder shall provide a copy of certification as an authorized dealer from the manufacturer (on manufacturer’s letterhead) within 3 working days from date of request.

Failure to provide certification within the requested time may result in rejection of the bid.

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In addition, if equipment will be a CA street legal unit, successful bidder must be currently certified as a manufacturer’s dealer and licensed as a California DMV vehicle dealer for vehicle sales. All sales representatives must have a current California DMV Vehicle Salesperson License The successful bidder shall provide warranties on all equipment, parts, and materials furnished under this bid and guarantee they will meet all contract requirements and is free of defects in equipment, material, or workmanship and is fit for its intended purpose. The successful bidder shall be fully responsible for all warranty work on the purchased equipment which includes but not limited to, after market installations as required by the contract specifications.

15. COPY OF UPFITTER’S QUOTATION

A copy of your upfitter’s quotation should be included with your bid response. Disclosure of price is not necessary. Failure to include a copy of your upfitter’s quotation may deem your bid non-responsive.

16. PRE-CONSTRUCTION MEETINGS

The successful vendor shall coordinate a pre-construction meeting between the City and the body company prior to the start of any body construction. If necessary, the vendor may also be required to coordinate any additional meetings prior to the installation of equipment, painting, etc.

17. CONTRACT AMENDMENT

Any proposed change(s) in this contract shall be submitted to the Purchaser for prior approval.

18. PAYMENT

Contractor shall provide an invoice to the City for all furnished deliverables. Payment shall be made within 30 calendar days of receipt of the invoice, unless the City notifies the Contractor that a dispute as to the deliverables and/or invoice exists.

In no event shall City be liable for interest or late charges for any late payments.

A. Payments to Contractor by City shall not excuse Contractor from its obligation to replace unsatisfactory deliverables, including equipment, components, or materials even if the unsatisfactory character of such deliverables, equipment, components, or materials may not have been apparent or detected at the time such payment was made.

B. Deliverables, equipment, components, and materials that do not conform to the requirements of the City’s agreement may be rejected by City and in such case must be replaced by Contractor without delay at no cost to the City.

C. If Contractor fails to provide deliverables in accordance with Contractor's obligations under the City’s agreement, the City may withhold any and all payments due Contractor until such failure to perform is cured, and Contractor shall not stop work as a result of City's withholding of payments as provided herein.

For more information, call the buyer whose name appears on the title page of this bid package.

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