6/16/21 - Bid #05-20-21-04 ¡°RFP ? Automotive and Truck Replacement Parts¡±

Agency: City of Danbury
State: Connecticut
Type of Government: State & Local
NAICS Category:
  • 423120 - Motor Vehicle Supplies and New Parts Merchant Wholesalers
  • 441310 - Automotive Parts and Accessories Stores
  • 811111 - General Automotive Repair
Posted Date: May 28, 2021
Due Date: Jun 16, 2021
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6/16/21 - Bid #05-20-21-04 “RFP – Automotive and Truck Replacement Parts”

REQUEST FOR PROPOSALS

“Automotive and Truck Replacement Parts”

Bid #05-20-21-04

The City of Danbury, CT is seeking proposals from qualified vendors to establish a contract or contracts covering the purchase of Miscellaneous Non-OEM Automotive and Truck Parts.

For a copy of the complete bid package click here

Interested parties are requested to submit five (5) copies of their proposal to the Office of the Purchasing Agent, 155 Deer Hill Avenue, Danbury, CT 06810, during normal working hours by no later than 2:00 PM on Wednesday, June 16, 2021.

Envelopes should be marked: Bid #05-20-21-04 “RFP – Automotive and Truck Replacement Parts”

Dated: May 28, 2021

Charles J. Volpe, Jr.
Purchasing Agent
City of Danbury

Attachment Preview

The City of Danbury, CT
Sealed Bid Request
BID TITLE: Bid #05-20-21-04 ”RFP – Automotive and Truck Replacement Parts”
DATE BID OPENING: Wednesday, June 16, 2021
TIME: 2:00 PM
LOCATION: Purchasing Department, City Hall, 155 Deer Hill Avenue, Danbury, CT 06810
Bid Bond or Certified Check required with bid: Not Applicable
Performance Bond required if awarded bid: Not Applicable
The City of Danbury reserves the right to accept or reject any or all bids or any portion thereof, to waive
technicalities, and to award the contract as deemed to best serve the public interest.
Omit State and Federal Taxes
All prices quoted shall be F.O.B. Danbury, CT
Dated in Danbury: May 28, 2021
Purchasing Agent
Charles J. Volpe, Jr.
Pursuant to and in accordance with the Invitation to Bid, Instructions to Bidders, and specifications relating thereto,
the undersigned agrees to furnish automotive and truck replacement parts at the prices stated below:
Complete accompanying proposal pages
Company: ___________________________________________ Phone: ________________________________
Address: ___________________________________________ Fax: __________________________________
___________________________________________ E-mail: ________________________________
Submitted By (signature): _______________________________ Payment Terms: _________________________
Signed By (print/type): __________________________________
Title: __________________________________
Dated: ____________________
1
Bid #05-20-21-04 ”RFP – Automotive and Truck Replacement Parts”
SCOPE OF SERVICES
The City of Danbury, CT is seeking proposals to establish a contract covering Miscellaneous Non-OEM Automotive and
Truck Parts, Automotive Accessories, Automotive Batteries and Tire Chains.
The intent of this request is to solicit proposals for the above-mentioned commodities that will maximize the City’s
selection while achieving the best value.
Franchises
It is understood by the City that there are Franchiser/Franchisee relationships that exist in the auto parts industry. It is the
City’s intention that the Franchiser submits the response to this proposal with an authorized list of Franchisees that will
honor the discounted pricing structure offered.
The City of Danbury reserves the right to allow or disallow contract participation by new franchisees that emerge during
the term of this contract.
Bid Participation, Pricing and Restrictions
Proposals will only be accepted from businesses that operate with an actual “storefront” or warehouse. Internet-type
brokers and sellers will be disqualified. Proposals for items other than Non-OEM Automotive and Truck Parts, Automotive
Accessories, Automotive Batteries and Tire Chains will be disqualified. The price structure will be in the form of a
discount off of a price list. Proposers must identify the name or type of list for which the stated discount applies. Discount
percentages must be shown in whole numbers. All items that show discounts with fractioned percentages will be rejected.
Bidding vendors must submit manufacturer’s parts catalog and corresponding price lists with their bid return.
Basis for Award of Contract
After an evaluation of each completed Bid, a multiple award will be made to those vendors who receive a score that
has been predetermined to affirm compliance with all the minimum requirements set forth herein.
2
Bid #05-20-21-04 ”RFP – Automotive and Truck Replacement Parts”
PRODUCT AND/OR SERVICE SPECIFICATIONS (CONTRACT EXHIBIT A)
SPECIAL REQUIREMENTS
The bidding vendors must be an established, authorized distributor of the product lines they are offering at the time of the
bid opening and for the duration of the contract period. Bidding vendors must maintain adequate stock levels IN THE
CATEGORY IN WHICH THEY BID to meet the needs of the City.
DELIVERY
Orders shall be delivered at the option of the requisitioner. The successful bidder shall make deliveries of items ordered
within:
One (1) hour of the request on emergency request, and within
Twenty-four (24) hours of the request of normal requests.
Orders for unusual or proprietary items to be filled within reason (1-2 weeks, according to item). The City will not pay for
UPS charges. If vendor is unable to supply requested material within the designated allowed time, due to factory delay,
strike or any unforeseen circumstances, vendor must notify the Purchasing Department, 203-797-4571, of delay and
anticipated delivery date. The City will not pay any additional charges for items not in stock.
The vendor shall be responsible for the delivery of material in first class condition at the point of delivery and in
accordance with good commercial practices. Deliveries made against a City issued purchase order must be individually
packaged and marked with the applicable purchase order number and the delivery location. A detailed packing slip or
invoice must be included with the merchandise.
PICK UP
Awarded vendors are required to allow pickup of any item classified under this contract by City employees at any one of
their locations. Vendors are to provide a listing of pickup sites available under the terms of this contract.
PRICE ADJUSTMENTS
Whole discount percentages must remain firm for the first year of the contract period on the specific catalog and price list
bid. After the first year of the contract period, the awarded vendor(s) may file for a price adjustment consistent with and
relative to price changes originating with the manufacturer and/or the market trends on an annual basis. The new pricing
medium must be sent with the request for adjustment. Requests for such adjustment must be fully and properly
documented and, if approved, shall be firm until the next annual anniversary date of the contract. The City reserves the
right to reject any requested price adjustments if deemed excessive.
To request a price adjustment, the vendor(s) must submit a formal request to the Purchasing Department, City Hall, 155
Deer Hill Avenue, Danbury, CT 06810, within thirty (30) days of the annual anniversary date of the contract. If approved,
price adjustments shall become effective ten (10) days after the approval. Retroactive adjustments shall not be allowed.
Any purchase orders issued by the City prior to the effective date will be honored by the Vendor at the price in effect at the
time of the issuance of the purchase order.
WARRANTY
All parts and accessories supplied by the vendor(s) shall be warranted against defects in material and/or workmanship.
The warranty will provide the full cost of the part(s) required to replace the defective part(s). Bidders are to specifically list
their company warranty with the bid return.
IDENTIFICATION
Every part shall bear a label or stamp clearly identifying the manufacturer’s trade name and part number.
3
Bid #05-20-21-04 ”RFP – Automotive and Truck Replacement Parts”
PROPOSAL REQUIREMENTS
CONTRACT PERIOD
The City intends that this contract shall be in effect for a period beginning with the award of the contract through
June 30, 2022, and may be extended by mutual agreement one (1) year at a time for a maximum of four (4) additional
years.
QUANTITIES AND/OR USAGES
Any quantities displayed in this proposal are estimated quantities and/or usages only and in no way represent a
commitment and/or intent to purchase. Actual quantities may vary and will be identified on individual purchase orders
issued by the requesting department.
BRAND NAME SPECIFICATIONS AND/OR REFERENCES
Brand names or catalogs reference or implied in the specifications of this request for proposal are for the purpose of
describing and establishing general performance and quality levels. Such references are not intended to be restrictive.
Proposals are invited on these and comparable brands or products provided the quality of the proposed products meet or
exceed the quality of the specifications listed for each item. All proposed manufacturers must meet or exceed OEM
standards – the City desires the top-of-the-line/premium items in each category. Proposers must submit complete
documentation on the specifications and quality levels of the proposed products. Proposals submitted that do not contain
this documentation are subject to rejection.
CATALOG MANAGEMENT
Vendors receiving awards from this bid will be required to complete a catalog management price and inventory form. The
City will contact all contracted vendors regarding this process shortly after the award at which time a mandatory meeting
between the contracted vendors and City personnel will be arranged.
4
Bid #05-20-21-04 ”RFP – Automotive and Truck Replacement Parts”
SELECTION CRITERIA
A selection committee will review and score all proposals. The following information, in addition to the requirements,
terms and conditions identified throughout this bid document will be considered as part of the selection process.
Applicable Content
Demonstrated ability to meet specifications, requirements, terms and conditions.
Demonstrated ability to properly service account
Business Information
Length of time in business
References
Account Management
Strategy for managing contract / account and customer service approach
Value
Price Schedule
Delivery
Ability to adhere to delivery requirements
Extent of ability to fulfill geographic areas
VENDOR RATING:
(0) Vendor does not meet requirements
(1) Uncertain if vendor meets requirements
(2) Vendor meets some of the requirements
(3) Vendor meets requirements
(4) Vendor exceeds requirements
EVALUATION CRITERIA
Ability to Meet Specifications
Length of Time in Business
References
Management Strategy
Prices
Delivery Ability
Geographic Fulfillment
TOTAL SCORE
WEIGHTED CATEGORIES
20%
10%
5%
10%
20%
20%
15%
100%
5

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