Vendor_B25-17-Tires and Tire Repair Services.docx

INVITATION TO BID (ITB)

ITB #B25-17

Tires and Tire Repair Services

ITB SUMMARY:

To enter into an agreement with one (1) or more Contractor(s) for tire purchase and tire repair services in Larimer County.

QUESTION DEADLINE: October 27, 2025 @ 10:00 a.m. (MT) All questions regarding this solicitation must be emailed to the Contact Person identified below. If you do not receive a confirmation email of receipt, please call the Contact Person to verify receipt of your questions. No questions will be accepted after the date and time referenced above. All questions received will be answered via Addendum only.

DEADLINE FOR SUBMITTALS/BID OPENING: November 4, 2025 @ 2:00 p.m. (MT) The Board of Larimer County Commissioners will only be accepting Bids electronically submitted via the Rocky Mountain E-Purchasing System (BidNet, BidNet Direct) portal, up to the date and time referenced above, at which time they will be publicly opened and read aloud.

TO ATTEND THE VIRTUAL BID OPENING:

Join Zoom Meeting https://larimer-org.zoom.us/j/95112522815?pwd=Dzs9mIKad25CoMkQdzG9BXtSoOyXtv.1

Meeting ID: 951 1252 2815 Passcode: 841278

BIDNET PORTAL / ITB OFFICIAL WEBSITE:

To submit your bid and view official solicitation documents and addenda only available on the BidNet portal, use the following link: https://www.bidnetdirect.com/colorado/larimer-county/

CONTACT PERSON:

Purchasing Agent Les Brown, brownxld@co.larimer.co.us, 970-498-5954

NOTE: Unauthorized contact with a County employee other than the Contact Person listed above or Purchasing Manager regarding this bid may result in disqualification of your bid.

1. GENERAL INSTRUCTIONS FOR BIDDERS:

1.1 Artificial Intelligence (AI) Disclosure:

Portions of this solicitation may have been prepared or modified with the assistance of Artificial Intelligence (AI) technologies. All such content has been reviewed, verified, and approved for accuracy and compliance by the Purchasing Agent prior to issuance.

1.2 Bid Preparation:

Bidders are responsible for all costs associated with preparing and submitting their bid. Bids must be completed in ink or typewritten on County-provided forms and must not include conditions outside the specifications unless specifically requested. Non-conforming bids may be rejected. All bid prices must be furnished exclusive of Federal, State, and Local taxes.

1.3 Bid Submission:

Bidders must be registered with BidNet in order to submit a bid; registration is free. Larimer County strongly recommends bidders register well in advance of the submittal deadline to ensure they have adequate time to upload and submit their bid.

It is the sole responsibility of the Bidder to ensure all required Bid documents are submitted through BidNet by the submission deadline. Bids will be time-stamped by BidNet upon receipt; BidNet does not allow for uploading or submitting Bid documents after the Bid submittals deadline has passed, so allow adequate time to upload and submit your Bid prior to the deadline. Larimer County will not accept uploads that are “saved” but not “submitted”. To verify that a Bid has been submitted successfully, Bidders may contact BidNet Support, or verify, via the Bid Management tab in the Bidder’s account, that the documents are not in “Draft” status.

1.4 Consideration of Bids:

It is understood that Larimer County reserves the right to reject any and/or all bids and to waive informalities and irregularities in bids, and to accept the bid that, in the opinion of the Larimer County, is in the best interests of Larimer County. No bid is contingent on the purchase of all items listed. Prices and terms must remain in effect until a contract has been executed.

If, in the sole judgment of the Board of County Commissioners, the bids are substantially equal, the Board may grant the contract to a company(ies) located in Larimer County, however this is not applicable in the case that Federal funds are used.

1.5 Cooperative Use

Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The entity will deal directly with the award vendor concerning the placement of Purchase Orders, freight charges, contracting and disputes, invoicing, and payment. Larimer County will not be held liable or responsible for any liability, claims, costs, damages, demands, actions, losses, judgments or expenses incurred by the vendor or any government entity relating to such use.

1.6 Equal Opportunity Employer (EEO) / Disadvantaged Business Opportunities:

Larimer County, in accordance with Federal and State laws, is an Equal Opportunity Employer and does not discriminate. Larimer County strongly encourages the use of small and minority firms, women's business enterprises, and labor surplus area firm services.

Larimer County hereby notifies all Bidders they will be afforded full and fair opportunity to submit a Bid in response to this ITB and they will not be discriminated against on the basis of age 40 and over, race, sex (including pregnancy), color, religion, national origin, disability, genetic information, sexual orientation, gender identity, gender expression, military or veteran status, or any other applicable status protected by Federal, State, or local law in consideration for award.

1.7 Payment:

Payment for work performed or goods sold to Larimer County can be expected within 30 days after receipt of the invoice and satisfactory acceptance by the Department receiving the service or goods (unless otherwise stated and agreed to by County).

1.8 Public Records:

All information submitted in response to this bid is subject to disclosure under the Colorado Open Records Act (“CORA”).

1.9 Reasonable Accommodations:

Per the Americans with Disabilities Act (ADA), Larimer County will provide reasonable accommodation to qualified individuals with a disability who need assistance. Services can be arranged with at least seven (7) business days’ notice. Please email the Contact Person listed on the page 1 or call Relay Colorado 711. “Walk-in” requests for auxiliary aids and services will be honored to the extent possible but may be unavailable if advance notice is not provided.

1.10 Regulatory and Legal Compliance Requirements:

No vendor awarded a solicitation will be federally debarred. Such debarment will be checked through the System for Award Management, at www.sam.gov.

All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm.

The Contractor certifies that by submitting an offer, neither the contractor nor subcontractors, the organization nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal government and do not appear on the Excluded Parties List System (EPLS) maintained by the General Services Administration (GSA).

2. INTENT:

Larimer County intends to enter into an agreement with one (1) or more Contractor(s) for tire purchase and tire repair services in Larimer County. These services will be for various tires and tire services (including servicing both multi-piece and single-piece rim wheels) for various types of equipment (including heavy equipment). There is no guaranteed minimum amount of work.

Larimer County has standardized most of their fleet with the tires listed below; however, those listed are not the only tires utilized.

· 97643 - 315/80R22.5 BFG CROSS CONTROL S

· M53173 - 1400R24 MICHELIN X SNOPLUS M&S

· 05230560000 - CONTINENTAL SCANDINAVIA HD3 11R22.5 DRIVE TIRE

· 25935 - LT245/75R17 BFG KO3 E RATED

· 312-023-027 - LT245/75R17 GOODYEAR DURA TRAC 10 PLY TIRES

· 03930 - 265/65R18 BFG KO3 D RATED

· 166-585-530 - P225/60R18 GOODYEAR ULTRA GRIP GW3 SNOW TIRE

3. QUALIFICATIONS:

Qualifications, at a minimum, include the following:

1. Must be licensed with State of Colorado and City/Town where they are conducting business.

2. Must be able to service various tires (including multi-piece and single-piece rim wheels) and various types of equipment (including heavy equipment).

3. Must have a vendor’s service location/yard within 25 miles driving distance of Larimer County’s Fleet Yard, 6994 Rickenbacker Road, Loveland, CO 80538; we will use Google Maps to calculate distance.

4. You must be able to provide tire service within 25-minutes of notification (for urgent requests) at Larimer County’s Fleet Yard.

5. Must be able to provide mobile tire service anywhere within the geographic boundaries of Larimer County.

6. Must be able to able to complete dismounting and mounting heavy equipment Off The Road (OTR) tires.

7. Must be able to complete weekly tire checks at the Fleet Services Main Shop (6994 Rickenbacker Road, Loveland, CO 80538) and Larimer County Solid Waste Department (5887 S. Taft Hill Road, Fort Collins, CO 80526).

4. SCOPE OF WORK:

The County expects the Contractor(s), at a minimum, to provide all the following services:

1. Furnish all licenses, fees, materials, supplies, labor, transportation, equipment (maintenance, repair, and fuel for their equipment), tools, services and supervision necessary to perform the tire purchase and tire repair service requested by the County.

2. Ensure all safety measures are used to ensure the safety of all personnel and equipment in and around the servicing area. Follow OSHA section 1910.177(a), ‘Servicing multi-piece and single-piece rim wheels’, at https://www.osha.gov/laws-regs/regulations/standardnumber/1910/1910.177.

3. Provide as-needed tire repair services on County equipment, including servicing multi-piece and single- piece rim wheels, at Larimer County’s Fleet Yard, 6994 Rickenbacker Road, Loveland, CO.

4. Provide as-needed mobile tire services anywhere within the boundaries of Larimer County.

4.1. Larimer County has multiple departments that operate within and throughout Larimer County; there may be occasions when mobile tire service is needed at a remote location.

5. Provide tire service for urgent requests at Larimer County’s Fleet Yard within 25-minutes of receipt of notification.

6. Provide tire service for urgent remote requests; vendor must be on the road to location of service within 20minutes after receipt of notification.

7. Provide written repair/service reports for every service call.

7.1. Report must be signed by Larimer County personnel at the time of service.

8. Submit an invoice at the completion of service call.

8.1. The invoice will be submitted to the Larimer County representative, as identified in the contract/purchase order, for approval.

5. INSURANCE REQUIREMENTS:

BEFORE submitting your company bid, confirm with your insurance carrier that your company can meet the insurance requirements published in the solicitation. Your company insurance coverages should be correctly noted in the most current Evidence of Coverage (EOC). NOTE: All Larimer County contracts require that the Award Vendor possess appropriate insurance at all times during the contract; these coverages are purchased at the company's expense. The County’s insurance requirements may necessitate a company adding or increasing coverage/limits, and those changes may impact pricing for the proposed project. These costs must be included in your pricing at the time of submission and will not be permitted to be added later.

5.a. INSURANCE REQUIREMENTS:

Prior to commencement of any work, contractor/vendor shall provide a Certificate of Insurance issued to Larimer County, 200 West Oak St., Suite 4000, Fort Collins, Colorado 80521 as the Certificate Holder. The insurance required herein shall be procured and maintained in full force and effect for the duration of the Contract or Agreement and shall be written for not less than the following amounts, or greater if required by law. Such certificate shall be delivered to InsuranceCert@larimer.org.

1. Workers' Compensation and Employers' Liability

1.3. Waiver of Subrogation in favor of Larimer County

1.4. If the contractor/vendor is not required to carry Workers’ Compensation coverage per Colorado Workers’ Compensation Act 8-40-202(2)(b) a signed Workers’ Compensation waiver must be provided.

2. Commercial General Liability on an Occurrence Form with minimum limits as follows:

5. Contractor/Vendor agrees that the insurance afforded the County is primary non-contributory.

6. Automobile Liability Insurance including coverage for all owned, non-owned, & hired autos. Limits to be as follows:

6.1. Bodily Injury & Property Damage Combined Single Limit $1,000,000

6.2. Lower limits may be accepted if automobiles are not used for transport in relation to goods/service provided as outlined in agreement (i.e. only commuting to job site).

7. Garagekeepers Legal Liability $1,000,000

8. Minimum required limits set forth herein may be met by utilizing a combination of excess/umbrella policies in conjunction with primary insurance policies if necessary.

9. General Liability and Automobile Liability insurance policies shall include Larimer County and its elected and appointed officials and employees as additional insureds as their interests may appear.

10. The County reserves the right to reject any insurer it deems not financially acceptable by insurance industry standards. Insurance Companies shall be licensed to do business in the State of Colorado and shall have an AM Best rating of not less than A- VII.

11. Notice of Cancellation: Each insurance policy required by the insurance provision of this Contract or Agreement shall provide the required coverage and shall not be suspended, voided, or canceled. Should any of the required policies be cancelled before the expiration date, notice shall be delivered to Larimer County, 200 West Oak St. Suite 4000, Fort Collins, CO 80521 or InsuranceCert@larimer.org.

12. Subcontractors: If subcontractors are used by contractor/vendor in the performance of contracted services, all subcontractors are required to carry insurance coverage consistent with the limits as listed in this document and the subcontractor must include Larimer County an additional insured as described in section V.

ANY DEVIATIONS FROM THE STANDARDS GIVEN ABOVE MUST BE APPROVED BY THE LARIMER COUNTY RISK MANAGEMENT DIVISION.

Proof of Auto Liability and Workers’ Compensation insurance is waived if goods/products are not delivered to a County facility (delivery is made to roadway or private staging area), or they are delivered by a common carrier (i.e., private shipper or freight forwarder, etc.).

6. AWARD & CONTRACT:

This solicitation will be awarded to the vendor with the most responsive, responsible, reasonable, lowest BID PRICE meeting all specifications, deemed the best fit and most advantageous to Larimer County. To assist in the decision for award: interviews may be held, background checks may be performed, references may be contacted, and other inquiries may be taken to determine the abilities of the Contractor.

The term of the agreement will be one (1) year from the date the agreement is executed. The County, at its sole option, may offer to extend this Contract for up to four (4) additional one-year terms. The extension option may be exercised providing satisfactory service is given, and must be mutually agreed upon in writing, by and between the County and the Award Vendor

A Larimer County Purchase Order, this Invitation to Bid document, and the Award Vendor’s response, all of which will be incorporated by reference therein, will serve as the Agreement between the Board of County Commissioners of Larimer County, Colorado and the Award Vendor.

Upon Notice of Award, the Award Vendor will be required to submit a valid Certificate of Insurance (COI) that meets, at a minimum, the Insurance Requirements published in the solicitation. This valid COI must be received by Larimer County within 10 calendar days of the Notice of Award and must include Larimer County listed as Additional Insured and Certificate Holder.

7. BIDDING INSTRUCTIONS:

It is not necessary to return the entire Bid document for the bid opening. Submittals of the following are requested:

· BID FORM (submit all four (4) pages)

· Attachment A - Contractor's Qualification Statement

BID FORM: B25-17 – (Page 1 of 4) Bids must be furnished exclusive of any Federal, State, or Local taxes.

Complete and submit all four (4) pages of the BIDFORM.

Vendors - remember to submit the following:

· Completed BID FORM (all 4 pages)

· Completed Attachment A - Contractor's Qualification Statement

Mobilization Pricing

Normal-Hours Trip Charge (round-trip) to perform repair at Larimer County’s Fleet Yard, 6994 Rickenbacker Road, Loveland, CO 80538

Per each

Normal-Hours Trip Charge (round-trip) charge to provide tire service for urgent requests to Larimer County’s Fleet Yard within 25-minutes after receipt of notification

After-Hours Trip Charge (round-trip) charge to perform repair at Larimer County’s Fleet Yard

Normal-Hours Mileage Fee for mobile tire service performed anywhere within the boundaries of Larimer County (County will pay for the mileage from awarded vendor’s shop to the equipment only, not the return trip; price accordingly)

Per mile

Urgent Requests (may be during Normal-Hours or After-Hours) Mileage Fee: be on the road to location of service need within 25-minutes after receipt of notification s of mobile tire service to be performed anywhere within the boundaries of Larimer County (County will pay for the mileage from awarded vendor’s shop to the equipment only, not the return trip; price accordingly)

After-Hours Mileage Fee for mobile tire service performed anywhere within the boundaries of Larimer County (County will pay for the mileage from awarded vendor’s shop to the equipment only, not the return trip; price accordingly)

Pricing for Standardized Tires Used by the County If you do not sell a specific tire listed below, please write N/A in the dollar amount

BID FORM: B25-17 – (Page 2 of 4) Bids must be furnished exclusive of any Federal, State, or Local taxes.

Service Pricing

General Response Time Information

What is your approximate normal availability for tire service repair on heavy equipment at the Fleet Yard, from the time the request was made?

BID FORM: B25-17 – (Page 3 of 4) Based upon the mobilization, tire, and service pricing provided above, PROVIDE PRICING FOR THE TWO HYPOTHETICAL SERVICE SCENARIOS LISTED, below.

HYPOTHETICAL SCENARIO #1:

The firefighters have set up a base camp at the US Ranger Station at 274 Dowdy Lake Road, Red Feather Lakes, CO 80545. This location is approximately 53 miles from downtown Fort Collins, CO. The County has an urgent services request at base camp. Two (2) tires on equipment are melted and one (1) tire is flat; all need repaired/fixed.

Urgent Request (maybe during Normal-Hours or After- Hours) be on the road to location of service need within 20 minutes after receipt of notification of mobile tire service to be performed anywhere within the boundaries of Larimer County (County will only pay for mileage from awarded vendor’s shop to the equipment, not the return trip, price accordingly)

Use Google Maps to calculate mileage from your shop

TOTAL HYPOTHETICAL SCENARIO #1 =

HYPOTHETICAL SCENARIO #2 - URGENT REQUEST:

Vendor is to provide service at Larimer County’s Fleet Yard, 6994 Rickenbacker Road, Loveland, CO 80538 within 25-minutes of receipt of call. Equipment ran over object and destroyed all four (4) tires and is located at Larimer County’s Fleet Yard.

Description

Price Per Quantity needed

Extended total

Normal-Hours Trip Charge (round-trip) to provide tire service for urgent requests to Larimer County’s Fleet Yard within 25 miles after receipt of notification of requested service

HYPOTHETICAL L SCENARIO #2 =

BID FORM: B25-17 – (Page 4 of 4)

ADDENDA:

The bidder acknowledges receipt of the following Addenda:

The undersigned is an authorized representative of the firm identified below and certifies that they have examined the specifications and instructions to bidders and submitted a bid in full compliance and without collusion with any other person, individual or corporation.

For all employees hired to perform labor or services in the United States after November 6, 1986, firm will have completed Form I-9, Employment Eligibility Verification.

SIGNED: _____________________________________ TITLE: ___________________________________

PRINTED NAME: ________________________________________________________________________

FIRM: _____________________________________ UNIQUE ENTITY ID (DUNS): ____________________

ADDRESS:______________________________________________________________________________

CITY: _______________________________ STATE: ______________________ ZIP: ________________

DATE: _____________________________________ TELEPHONE NUMBER: ______________________

EMAIL ADDRESS:________________________________________________________________________

Provide the following information for the individual who will serve as the primary contact for your organization for technical and contractual clarifications during the ITB process, if different than the signatory:

PRIMARY CONTACT NAME:

TITLE:

ADDRESS:

PHONE NUMBER:

FAX NUMBER:

EMAIL ADDRESS:

For further information regarding this invitation to bid, B25-17, please contact Purchasing Agent Les Brown at 970-498-5954, or brownxld@co.larimer.co.us.

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