Informal Bid No: DH020819
Bid for: Radiator Repair Services
Bid Due (no later than): February 25, 2019 by 10:00 AM, local time
Buyer: Duane Hansen, (612) 673-2197
User Department: Solid Waste
Scope: To provide all materials, labor, equipment and incidentals necessary to provide
Radiator Repair Services for the City of Minneapolis from March 1, 2019 through February 29,
2021; all in accordance with the provided specifications and bid form.
All questions must be submitted in writing to: firstname.lastname@example.org
Please return a signed Prevailing Wage Certificate with your bid response. The winning vendor(s) will
be required to provide a Certificate of Insurance naming the City of Minneapolis as an additional insured
for these services.
Online Posting of Informal Bids:
City of Minneapolis Website - http://www.minneapolismn.gov/finance/procurement/bidopenings
− All addendums can be found online; please check the above website BEFORE submitting your
completed bid response. Vendors are responsible for acknowledging bid addendums.
Informal Bids Can Be Submitted By:
− Email: email@example.com
− Mail: Finance – Purchasing Office, 330 2nd Ave South, Room 552, Minneapolis, MN 55401
Automatic Bid/RFP Notification:
Visit the Purchasing website at - http://www.ci.minneapolis.mn.us/finance/procurement/index.htm to sign
up for e-mail updates and to view Formal Bids, Informal Bids and RFPs
Effective January 1, 2014, State of Minnesota requires vendors to obtain an ST-3 exemption certificate to
substantiate a full (State & Local) sales tax exemption on sales to Minnesota cities, counties, and
townships. This form can be found on the City of Minneapolis website at
TERMS OF PURCHASE
1. Definitions: The term "Purchaser" means the City of Minneapolis and the several departments and boards of the City, and the term "Seller"
means the person, firm or corporation from whom the merchandise or service has been ordered or the construction work is to be performed.
2. Taxes: The City of Minneapolis is exempt from sales tax. For more info, please refer to the Sales Tax Fact Sheet 176 at:
3. Contract: Seller’s copy of Purchase Order and/or contract when properly signed, is the only form which will be recognized by Purchaser as
authority for charging merchandise to its account, supersedes all previous communications and negotiations, and constitutes the entire
agreement between the parties. No terms stated by Seller in accepting or acknowledging an order shall be binding upon Purchaser unless
accepted in writing by Purchaser. Seller may not assign order without Purchaser's prior written consent. No waiver of a breach of any provision
of order shall constitute a waiver of any other breach of such provision or of any other provision. If this Purchase Order is issued under a
contract with the city, all terms, conditions and requirements in the contract will prevail over the terms and conditions set forth in this Purchase
Order. Time is of the essence on order or work performed.
4. Quantity: The quantity of merchandise delivered shall not be greater than the amount specified unless an additional amount is first ordered by
Purchaser in writing on its "Purchase Order Change" form. Purchaser may return quantities in excess of amounts specified to Seller at Seller's
5. Shipment: A notice of shipment shall be sent to Purchaser at the time of shipment which shall state the number of the order, the kind and
amount of merchandise, and the route by which the shipment is being made. All merchandise shall be suitably packed, marked, and shipped in
accordance with shipping instructions specified herein and the requirements of common carriers in a manner to secure the lowest transportation
cost. Seller shall be liable for any difference in freight charges arising from its failure to (a) follow the shipping instructions specified herein or
(b) properly describe the shipment. Purchaser and Seller mutually agree to assist each other in obtaining documents and other information
necessary for the prosecution of claims against carriers.
6. Invoice: Invoices must be emailed or mailed to the “bill to” address shown in the Purchase Order. Invoices must show the name of the city
division to which the merchandise was delivered or shipped and the Purchase Order number. If any sales, use, duty, excise or other similar tax
or charge, for which Purchaser has not furnished or agreed to furnish an exemption certificate, is applicable to order, it must be stated separately
on the invoice.
7. Responsibility: Seller shall be responsible for any and all loss or damage to the merchandise until delivered to Purchaser at the F.O.B.
destination point specified on the face of order; or, if no such F.O.B. destination point is specified, until delivered to a common carrier or to
Purchaser's plant, whichever may first occur.
8. Inspection: All merchandise is subject to Purchaser's inspection within a reasonable time after arrival at the ultimate destination. If upon
inspection any merchandise is found to be unsatisfactory, defective, or of inferior quality or workmanship, or fails to meet the specifications or
any other requirements of order, Purchaser may return such merchandise to Seller at Seller's expense. Payment for merchandise prior to
inspection shall not be construed to be an acceptance of unsatisfactory or defective merchandise. Upon the return of any unsatisfactory or
defective merchandise, Seller shall reimburse Purchaser for (a) any amounts paid by Purchaser on account of the purchase price of such returned
merchandise and (b) any costs incurred by Purchaser in connection with the delivery or return of such merchandise.
9. Warranty: Seller warrants that the merchandise will conform to its description and any applicable specifications shall be of good merchantable
quality and fit for the known purpose for which it is sold. This warranty is in addition to any standard warranty or service guarantee given by
Seller to Purchaser, or any warranty provided by law.
10. Title: Seller warrants that the merchandise is free and clear of all liens and encumbrance and that Seller has a good and marketable title to the
11. Compliance: Contractor agrees that during the life of this contract it will not discriminate against any employee or applicant for employment or
do any other act which is prohibited by, or fail to comply with the provisions of all applicable federal, state and local laws and regulations
pertaining to discrimination which shall be considered a part of this agreement as if more fully set forth herein. Contractor agrees that it will
include a provision similar to the above paragraph in all subcontracts entered into for the performance hereof. Contractor hereby agrees that
this contract may be cancelled or terminated by the city and all money due or to become due hereunder may be forfeited for violation of the
above statutes and ordinances or this paragraph.
12. Termination for Default: In the event of a breach of any of the terms of order including Seller's warranties, Purchaser may, at its option and
without prejudice to any of its other rights, cancel any undelivered merchandise.
13. Patents, Trademarks, and Copyrights: Seller warrants that the sale or use of this merchandise will not infringe or contribute to the
infringement of any patents, copyrights or trademarks in either the United States or foreign countries. Seller shall indemnify Purchaser against
any loss or damage (including reasonable attorney's fees and other costs of defending an action) arising from the breach of this warranty.
14. Contract Security: If required by specifications, a bond must be filed in the full amount of contract for the use of the City of Minneapolis, and
of all persons during work or furnishing or engaging skill, tools, machinery, materials, insurance premiums, equipment or supplies, under or for
the purpose of this contract pursuant to Section 574.26 Minnesota Statutes annotated, for the strict and faithful performance of contract by the
contractor or his employees or agent. The form, content and execution of said bond to be approved by the City Attorney. The bond shall be
approved by the proper City officers, signing and counter signing the contract.
15. Insurance: Evidence of insurance must be filed with the Purchasing Agent showing compliance with all insurance requirements which have
been set forth in specifications. Where there are no specifications, or they do not set forth insurance requirements, evidence of the following
insurance shall be furnished by all contractors when the purchase order includes any labor or services.
• Commercial General Liability Insurance: $1,000,000 per occurrence for bodily injury and property damage including coverage for
premises/operations and products/completed operations
• Auto Liability: $1,000,000 combined single limit for bodily injury and property damage. (If no Auto Liability, the Commercial
General Liability policy should cover Non-Owned Auto Liability)
• Waiver of Subrogation in favor of the City of Minneapolis should be included on the ACORD Form (if applicable) for the
Insurance listed above (excluding Worker’s Compensation Insurance).
• Workers’ Compensation Insurance as required by law.
Instructions to Bidders
IF the Call for Bids, indicates a bid deposit is required, the bid deposit should be in the form of a certified
check, cashiers check or bidder's corporate surety bond. If certified check or cashier check is used, it shall be
made payable to the Party named in the Call for Bids. Said bid deposit shall be retained by the City of
Minneapolis or Board as liquidated damages and not a penalty, in the event the bid is selected by the City of
Minneapolis or Board and the bidder fails to execute a contract, therefore, and upon request of the City of
Minneapolis or Board, a performance bond and payment bond, as may be required by the City of Minneapolis
subsequent to award of contract.
By submitting a bid, bidder agrees that said liquidated damages shall cover only the damages sustained by
the City of Minneapolis or Board, from additional administrative costs, expenses or re-advertising and re-
bidding and other damages sustained by the City of Minneapolis or Board as a result of failure of successful
bidder to execute a written contract, and a performance bond and payment bond when so required, but shall
not cover nor preclude the City of Minneapolis or Board from claiming damages on account of delay, price
change, loss of other contracts, loss of income, inability of City of Minneapolis or Board to fulfill other
contracts, loss of other benefits of this contract, or damages, direct or consequential arising out of breach of
contract by the successful bidder.
Whenever separately numbered categories as to materials, equipment or services are set forth in the
specifications and in the bid form, unless specifications or bid form is qualified by the statement "ALL OR
NONE", bidder may submit a bid upon each, or all, or any selected number of categories, and in such case
separate category shall be considered as a separate bid letting procedure, and the City of Minneapolis shall
have the right to make separate awards to the lowest and best bidder in any particular category, or to the
overall lowest and best bidder where it is found to be in the best interest of the City.
Bidder is responsible to ensure they are in receipt of all addenda. Contact the buyer if questions.
Visit the MN Department of Revenue website, Sales Tax Fact Sheet 176, for tax updates for Local
Governments – Cities, Counties and Townships -
If a lump sum bid for materials and/or equipment includes labor and all incidentals, the bidder is responsible
for all applicable sales tax on taxable items required in the performance of the bid and should be included in
the total amount bid.
Unless qualified by the provision "NO SUBSTITUTE", the use of the name of a manufacturer brand and/or
catalog description in specifying any item does not restrict bidders to that manufacturer, brand or catalog
description identification. This is used simply to indicate the character, quality, and/or performance
equivalence of the commodity desired, but the commodity on which bids are submitted must be of such
character, quality, and/or equivalence that it will serve the purpose for which it is to be used equally well as
that specified, and be acceptable to the using department.
In submitting a bid on a commodity other than specified, bidder shall furnish complete data and identification
with respect to the commodity he proposes to furnish. Consideration will be given to bids submitted on
commodities to the extent that such action is deemed to serve the best interest of the department or boards of
the City of Minneapolis.
If a Bidder does not indicate that the commodity he proposes to furnish is other than specified, it will be
construed to mean that the bidder proposes to furnish the exact commodity as described.
For a copy of the latest Prevailing Wage Rates - visit the Federal Website:
Use the Rates for State of Minnesota - Hennepin County
PREVAILING WAGE CERTIFICATE
SUBMIT WITH ORIGINAL COPY OF YOUR BID
Laborers and Mechanics shall be paid according to the Contracts for Public Works Ordinance, Minneapolis Code of
Ordinances, Chapter 24, Section 24.200 through 24.260, as amended, and the minimum wage rates and fringe
benefits paid to the various classes shall be as determined by the Secretary of Labor of the United States, for work
in the City, subject to and upon compliance with all requirements provided in the Rules of the Office of the
Secretary of Labor of the United States. Apprentices may be paid less than the predetermined wage rate for the
work performed. Apprentices must participate in a registered apprenticeship program (See 29 CFR, Parts 5 and
29). In addition to the certificates and other evidences of compliance which are required under these specifications
and under Minneapolis Code of Ordinances, Section 24.240, it shall be required that the person or company
representative submitting a bid for this contract shall certify in writing that both she/he/it and their Subcontractors
shall comply with the wage and labor standard provision of Minneapolis Code of Ordinances, Section 24.200
through 24.260 as amended. Failure to comply with this ordinance shall mean the City may, by written notice to the
Contractor, terminate the Contractor's right to proceed with the work and the Contractor and his Sureties shall be
liable to the City for any excess cost occasioned to the City for the completion of the work.
By submitting this bid, it is understood and agreed that if it is accepted, in whole or in part, by the City of
Minneapolis or Board, as designated, that any work done by the Contractor or by the Contractor's agent or
Subcontractor under a contract with the City of Minneapolis or Board as designated shall be done in conformity with
provisions of Minneapolis Code of Ordinances, Chapter 24, Section 24.200 through 24.260, or, if applicable Park
Board Code of Ordinances, Chapter 6, Section PB 6-1 through PB 6-5. Specifically, it is agreed that payment of
wages to employees or agents of the Contractor or any Subcontractor shall be no less than the amounts set forth in
the current U.S. Department of Labor, General Wage Decision for the State of Minnesota - Hennepin County.
BY SUBMITTING YOUR BID AND SIGNING THE BID FORM, YOU ARE AGREEING TO ALL OF THE ABOVE
RETURN THIS FORM WITH YOUR BID
Specifications for Radiator Repair Service - 2019
The City of Minneapolis is accepting bids to provide new and repair service for radiators, heater cores, condensers
intercoolers and various other heat exchangers as needed and called for by the City of Minneapolis, Public
Works departments (Street, Equipment, Traffic, and Sewer) and Boards all in accordance to the Bid Specifications
and Bid Form. Contract for service will be for two years with the option to extend.
Provide parts, cleaning, and repair services for Automotive, Truck & Heavy Equipment radiators, heater cores, condensers,
intercoolers and mounting hardware.
Provide new Automotive, Truck & Heavy Equipment radiators, heater cores, condensers, intercoolers mounting hardware,
Pick-up and Delivery of products and repairs will be provided at "No Charge".
Turnaround Time on Jobs with parts stocked locally, shall be three (3) days following receipt of order.
Service call or "on-site repair" is defined as occurring at any City of Minneapolis facility or a remote location outside of the
successful bidder's place or business. The service call response time must be no more than 1 working day.
Invoices shall be process per City of Minneapolis Procedures and must include a description of the repair with Parts, Labor,
Taxes and Miscellaneous. Total amounts to be itemized.
The City of Minneapolis will engage in an annual contract with the successful bidder with the option to extend this contract.
A. If required by the using department the vendor shall prepare a written estimate to for the items to be repaired or replaced.
B. If required by the using department the vendor, will not proceed with the repair or replacement until authorization has been
received from the using department. (FAX authorization OK)
Bidder must have a minimum of five (5) year repairing and re-coring truck and heavy equipment radiators. Prior to award,
winning Bidder must list three (3) references and the type of work performed.
1.3 Company Location:
Vendor must operate and or support a complete authorized service and repair facility within thirty (30) miles of the City of
Minneapolis. All Repairs must be done in house. No subcontracting will be accepted.
Repair of work shall be protected by a warranty period of one (1) year from the installation date.
New parts and or products shall be protected by the existing material/product warranty for one (1) year
from the installation date. If there is a question about the length of a warranty, the warranty with the
longest period of coverage will be honored.