Bid #2291 ANNUAL VEHICLE BID FOR CURRENT MODEL YEAR OR NEWER

Agency: City of Alexandria
State: Louisiana
Type of Government: State & Local
NAICS Category:
  • 541330 - Engineering Services
  • 541690 - Other Scientific and Technical Consulting Services
Posted Date: May 31, 2020
Due Date: Jul 7, 2020
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
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Sealed bids and electronic submitted bids for the above will be received until 10:00 AM CDT, Tuesday, July 07, 2020, and publicly opened in the City of Alexandria Council Chambers or Council Committee Room.

Document:
Deadline:
Tuesday, July 7, 2020 - 10:00am

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COVER PAGE
Bid #2291
ANNUAL VEHICLE BID FOR CURRENT MODEL YEAR OR NEWER
Sealed bids and electronic submitted bids for the above will be received until 10:00 AM CDT, Tuesday,
July 07, 2020, and publicly opened in the City of Alexandria Council Chambers or Council Committee Room.
Please file bid by one of the following means:
Hand-Delivered or Express Delivery:
Mailed via USPS:
Attention: Donna Jones, City Clerk
City of Alexandria - City Hall
915 Third Street, First Floor
Alexandria, LA 71301
Phone: 318-449-5090
Attention: Donna Jones, City Clerk
City of Alexandria - City Hall
PO Box 71
Alexandria, LA 71309-0071
Electronic Bid Submission: Central Bidding
Pursuant to Louisiana R.S. 38:2212 B.(6)(a) through E. (1-7) and R.S. 38:2212.1 B.(4)(a), vendors/contractors
have the option to submit their bids and bid bonds electronically. Bids and bonds to be filed electronically shall
be posted with Central Bidding at www.centralauctionhouse.com (phone 1-225-810-4814). Registration will
need to be completed prior to posting of bid.
Complete bid specifications are available for viewing and downloading at the City of Alexandria’s website
www.cityofalexandriala.com ; on the left hand side of the opening page, go to the heading “Business” then
drop down to “RFP/RFQ/Bids”; the current bids will be listed for your convenience.
City of Alexandria Buyer Name:
Phone Number:
Fax Number:
E-Mail Address:
Christine Sims, Buyer
(318) 441-6183
(318) 619-3414
christine.sims@cityofalex.com
Wilma Kelly
Interim Purchasing Manager
City of Alexandria
Purchasing Department
P.O. Box 71
Alexandria, Louisiana
71309-0071
Office: (318) 441-6180
Fax: (318) 441-6185
Sealed bids will be received until 10:00 AM CDT,
Tuesday, July 07, 2020, and publicly opened in
the Council Chambers or Council Committee Room.
City of Alexandria Bid Proposal #2291
Page: 1 of 71
Date Specifications Prepared: May 29, 2020
Bid Bond Requirements: A bid bond or check
for N/A% of the total amount of bid.
Performance Bond Requirements: In the event bid
is accepted, a performance bond shall be required
in the amount of N/A%.
Please file bid with the following:
Donna Jones, City Clerk
City of Alexandria - City Hall
915 Third Street
P.O. Box 71
Alexandria, LA 71309-0071
Phone: 318-449-5047
INTRODUCTION
ANNUAL VEHICLE BID FOR CURRENT MODEL YEAR OR NEWER
It is the intent of the City of Alexandria to secure pricing on Annual Vehicle Bid for Current Model Year or Newer, for
use by all City of Alexandria departments. Vehicle purchases are made on an “As Needed” basis only; NO quantities are
given or guaranteed. The successful bidder must supply the vehicles at the prices as bid, for the current or newer model
year, for a period of one (1) year from bid award date. Contingent upon the ability of the successful bidder to honor the
prices bid, the City reserves the right to renew the existing contract for an additional twelve (12) month period.
All vehicles shall be new, un-used. Bid prices shall be for a complete unit ready for use. Each unit shall be equipped with
the manufacturer’s equipment and accessories which are included as “standard” in the advertised and published literature
for the unit. No such item(s) of equipment shall be removed or omitted for the reason that it was not specified in the bid
documents.
Vendors shall submit bid prices on ALL specified vehicles which are available from their manufacturer, as well as ALL
listed options available from their manufacturer for each of these vehicles.
All bid prices shall include any and all freight charges. All products are to be shipped F.O.B., freight pre-paid, to the
City of Alexandria Motor Pool, located at 2021 Industrial Park Road, Building V, Alexandria, LA 71303.
In comparing proposals, consideration will not be confined to price only. Award will be made to the most qualified bidder
determined by the City of Alexandria to have the best bid based upon price, delivery, experience, service and other
considerations pertinent to the acceptability of the contract.
Questions and/or clarifications of bid specifications are to be in written form only, either mailed, faxed,
or emailed to the attention of Christine Sims, City of Alexandria Purchasing Department, PO Box 71,
Alexandria, LA 71309-0071; Fax 318-619-3414; email to Christine.sims@cityofalex.com and must be
received by 5:00 PM, CST Wednesday, June 17, 2020.
City of Alexandria Bid Proposal #2291
Page 2 of 71
CITY OF ALEXANDRIA BID SPECIFICATIONS FOR:
ANNUAL VEHICLE BID FOR CURRENT MODEL YEAR OR NEWER
________________________________________________________________________________________________________________________
GENERAL CONDITIONS FOR BIDDERS - PLEASE READ CAREFULLY
1.
Pursuant to LA R.S 38:2212.1. C.(1)(2), any manufacturer's preference in this proposal is descriptive, but non-
restrictive, and is used only to indicate minimum requirement for type, grade and quality unless otherwise specified.
2.
Pursuant to LA R.S. 38:2212 B.(1), the provisions and requirement of this bid shall not be considered as
informalities and shall not be waived by the City of Alexandria. Therefore, conditions and specifications on this bid form
shall be strictly enforced and any and all alterations, deviations, and non-compliance to said conditions and specifications,
either on the bid form or by separate attachment, shall be grounds for immediate disqualification.
3.
Preference shall be given to bidders quoting F.O.B. Destination (the City of Alexandria using department),
FREIGHT PREPAID, unless otherwise requested.
4.
Each bidder shall submit his proposal on the proposal form furnished by the City of Alexandria Purchasing
Department. The complete bid package must be returned as issued by the City with all pages intact and all specification
response columns filled in. Incomplete columns or missing pages, to include addendum pages, shall result in the vendor's
entire bid package being rejected.
5.
Literature, brochures, and other related paperwork attached to the bid should be identified with the name of the
bidder and bid item number.
6.
In case of a mathematical discrepancy between unit price and extensions, the unit price shall prevail.
7.
Pursuant to LA R.S. 38:2212 F., the bid specifications may contemplate a fixed escalation or de-escalation in
accordance with the United States Bureau of Labor Statistic's Consumer Price Index or the Producer Price Index. Bids
based on specifications which are subject to a recognized escalation index shall be legal and valid for any item of a public
work, at the discretion of the City.
8.
Pursuant to LA R.S. 38:2212.1. F., any public procurement unit may participate in a cooperative purchasing
agreement with the City of Alexandria to acquire quantities of the above listed items under a contract with the City of
Alexandria for items awarded by public bid, pursuant to the cooperative purchasing provisions of Part VII of Chapter 17
of Subtitle III of Title 39 of the Louisiana Revised Statures of 1950, R.S. 39:1701 et seq.
9.
The City of Alexandria reserves the right to award by item or by total bid, unless otherwise specified in the bid
specifications. (Price(s) should be itemized.)
10. All erasures or corrections on the bid form must be initialed and the City of Alexandria may rely on the apparent
authority represented by the initials.
11. The City of Alexandria reserves the right to reject for cause any and all bids or parts of bids, or accept bids most
beneficial to the City.
12. Any bid submitted which contains additions, conditional or alternate bids, or irregularities which may make the
proposal incomplete, indefinite, or ambiguous as to its meaning, thus requiring clarification after the specified date and
time of bid opening shall be rejected.
13. Bids shall be opened publicly in the City Council Chambers or Council Committee Room.
14. Cash discounts may be accepted, but SHALL NOT be considered in making award.
City of Alexandria Bid Proposal #2291
Page 3 of 71
CITY OF ALEXANDRIA BID SPECIFICATIONS FOR:
ANNUAL VEHICLE BID FOR CURRENT MODEL YEAR OR NEWER
________________________________________________________________________________________________________________________
General Conditions for Bidders - Please Read Carefully (Continued)
15. Regarding a bid for purchase of materials, supplies or services, not to include construction of any public works, a
written notice of acceptance mailed or otherwise furnished to the successful bidder shall result in a binding contract
without further action by either party.
16. When any bid is accepted for the construction or doing of any public works, a written contract shall be executed
by and between the City of Alexandria and the Contractor. No contract shall be binding upon the City until it has been
executed by the City and delivered to the successful bidder. Should the bidder to whom the contract is awarded fail to
execute the contract, the award shall then be made to the next lowest responsible bidder, or re-advertised for public bid,
said decision to be in the sole judgment of the City of Alexandria. This action may result in the loss of bidding privileges
for a period of one (1) year.
17. The City of Alexandria shall schedule for payment the invoices for articles or services purchased under this bid
within thirty (30) days after due and proper delivery accompanied by invoice.
18. The City of Alexandria is exempt from all sales taxes. A sales tax exempt form shall be furnished by the City of
Alexandria Purchasing Department, if requested.
19. Bidder(s) awarded item(s) by the City of Alexandria shall be responsible for supplying all products at the awarded
price(s). Failure may result in the City's cancellation of the remaining items awarded.
20. Regarding Service Contracts and Procurement Contracts, the terms of the contract shall be binding upon any and
all parties involved until goods and supplies are delivered, services have been rendered, and/or work has been completed
and accepted by the Mayor on behalf of the City of Alexandria and all payments required to be made to the Contractor
have been made. However, a contract may be terminated under any and all of the following conditions:
(a) By mutual agreement and consent of either party upon thirty (30) days written notice to the other party;
(b) By the Mayor, on behalf of the City of Alexandria, as a consequence of the failure of the Contractor to
comply with the terms and conditions of the contract or the progress or quality of work to be performed in
a satisfactory manner, proper allowance being made for circumstances beyond the control of the
Contractor; or
(c) By satisfactory completion of all services and obligations described in the contract.
If the contract is terminated for any of the terms and conditions authorized in sub-paragraph (b) above,
Contractor shall be formally notified in writing by the City of Alexandria Purchasing Department by means of certified
mail informing him of cancellation of the contract, giving specific reasons for said
cancellation. Contractor shall
have the right to appeal to the City Council within ten (10) days from the date that said notification is placed in the U.S.
Mail. Contractor's appeal shall be accomplished by means of a letter addressed to the City Council and delivered to the
City Clerk, stating that an appeal to the decision of cancellation is desired. The City Council shall thereafter hold a
hearing on the appeal, giving all parties the opportunity to present any and all evidence concerning the decision of
cancellation. After hearing the appeal, the city Council may, by a majority vote, sustain, modify, or reverse the findings
for said decision and shall provide, if requested by Contractor, a written determination of its findings.
21. Contractors submitting bids for Public Works construction projects in excess of $1.00 must show his Contractor's
License Number on the front of the bid envelope, except for certain projects for which a Contractor's License Number is
not required by the State Contractor's Licensing Board. Failure to comply with this directive shall result in automatic bid
rejection, furthermore, any Contractor who submits a bid for a type of construction for which he is not properly licensed
shall be acting in violation of LA R.S. 37:2163, and shall be subject to all provisions for violation and penalties thereof.
City of Alexandria Bid Proposal #2291
Page 4 of 71
CITY OF ALEXANDRIA BID SPECIFICATIONS FOR:
ANNUAL VEHICLE BID FOR CURRENT MODEL YEAR OR NEWER
________________________________________________________________________________________________________________________
General Conditions for Bidders - Please Read Carefully (Continued)
Contractors who are owned by, and are submitting a bid as a subsidiary of a parent company, whose name is listed in the
State of Louisiana's Roster of Licensed Contractors, may do so by including a letter of proof of ownership from the parent
company with the submitted bid package. The letter must be signed as per LA R.S. 38:2212 B.(5)(a)(b)(c) (see Item #22
below).
22. All bids submitted via USPS (registered or certified), overnight courier or hand delivered, shall be signed by hand
and in ink by an authorized company representative per LA R.S. 38:2212 B.(5)(a)(b)(c), which states:
(c)(i) Evidence of agency, corporate, or partnership authority shall be required for submission of a bid to the
division of administration or the State of Louisiana. The authority of the signature of the person submitting the bid shall
be deemed sufficient and acceptable if any of the following conditions are met:
(aa) The signature on the bid is that of any corporate officer listed on the most current annual report on file
with the Secretary of State, or the signature on the bid is that of any member of a partnership or partnership in
commendam listed in the most current partnership records on file with the Secretary of State.
(bb) The signature on the bid is that of an authorized representative of the corporation, partnership, or other
legal entity and the bid is accompanied by a corporate resolution, certification as to the corporate principle, or other
documents indicating authority which are acceptable to the public entity.
(cc) The corporation, partnership, or other legal entity has filed in the appropriate records of the Secretary of
State in which the public entity is located, an affidavit, resolution, or other acknowledged or authentic document
indicating the names of all parties authorized to submit bids for public contracts. Such document on file with the
Secretary of State shall remain in effect and shall be binding upon the principal until specifically rescinded and
canceled from the records of the office.
23. In-State preferences shall not apply to procurements involving federal funds.
24. Pursuant to LA R.S. 38:2212 O.(2)(a)(b), any modifications of plans and specifications will be made through an
addendum. No addendum shall be issued within seventy-two (72) hours of the bid opening, excluding weekends and legal
holidays, without the extension of the bid opening date. An extension of at least seven (7) but no more than thirty (30)
working days is required but, re-advertising is not required. The addendum shall be transmitted by any one of the
following methods: (1) facsimile transmission; (2) e-mail; (3) by hand; or (4) posted on the City of Alexandria’s website
(www.cityofalexandriala.com) and posted on Central Bidding’s website (www.centralauctionhouse.com) if applicable.
25. All Federal Transit Administration (FTA) funded procurements, including operating assistance funding contracts,
are to follow the Master Agreement, to include all applicable federal clauses.
a.
Any bidder that is found listed on the Federal Government’s System for Award Management (SAM)
website, at www.sam.gov/portal/sam , under the advanced search feature for Excluded Parties List System
(EPLS), shall automatically be rejected for the award of this bid, by Category and/or in its entirety. This
applies to any portion of the bid that is a procurement funded by FTA.
26. Under the City's AFEAT (Alexandria Fairness, Equality, Accessibility, and Teamwork Program),
participation by minority and/or disadvantaged business enterprise firms is encouraged. Inquiries about the
AFEAT Program should be directed to the Division of Finance. As a part of its RFP response, each Bidder shall
submit documentation of its bona fide effort to secure subcontractors that meet the City’s AFEAT goals. Each
bidder shall also submit proof of engagement of any subcontractor selected because of its solicitations. The
Bidder’s bona fide efforts and engagement(s) are a consideration in bid review and rating.

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