Harley Davidson Motorcycle Repairs

Agency:	City of Fairfax
State:	Virginia
Type of Government:	State & Local
NAICS Category:	441228 - Motorcycle, ATV, and All Other Motor Vehicle Dealers
Posted Date:	Jan 16, 2024
Due Date:	Jan 19, 2024
Solicitation No:	24054
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

City of Fairfax, Virginia

Office of Procurement Services

10455 Armstrong Street

Fairfax, Virginia 22030

Title

Invitation for Bid

Commodity Code

Contract Administrator

Issue Date

Questions Deadline

Due Date/Time

Harley Davidson Motorcycle Repairs

IFB 24054

92962, Motorcycle, Maintenance

and Repair

David Kundid

January 2, 2024

Submit all questions no later than

January 10, 2024, at 3:00 P.M. to

David.kundid@fairfaxva.gov

January 19, 2024, at 1:00 P.M.

PAPER OR HAND-DELIVERED BIDS WILL NOT BE ACCEPTED IN RESPONSE TO THIS

SOLICITATION. ALL BIDS MUST BE SUBMITTED ELECTRONICALLY VIA THE VIRGINIA

PROCUREMENT SITE WHICH CAN BE FOUND AT HTTPS://EVA.VIRGINIA.GOV. ANY

ASSISTANCE SUBMITTING BIDS THROUGH THIS SYSTEM MUST BE DIRECTED

SOLELY TO EVA SUPPORT/HELPDESK.

• Your business must be eVA registered and in active status.

• Start by clicking the Register Now link on the eVA website (www.eVA.virginia.gov).

The City of Fairfax does not discriminate against faith-based organizations in accordance with the Code of Virginia, §

2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, or any other

basis prohibited by state law relating to discrimination in employment in the performance of its procurement activity.

IFB 24054

1. PURPOSE ............................................................................................................................................... 1

2. CONTRACT TERM .................................................................................................................................. 1

3. BIDDER QUALIFICATIONS ...................................................................................................................... 1

4. RESPONSE TIME .................................................................................................................................... 1

5. WORK LOCATION .................................................................................................................................. 1

7. BID SUBMISSION: .................................................................................................................................. 2

8. AWARD.................................................................................................................................................. 2

9. RENEWAL OF CONTRACT ...................................................................................................................... 2

10. BID ACCEPTANCE PERIOD ................................................................................................................. 3

11. DELIVERY ........................................................................................................................................... 3

12. INSPECTION AND ACCEPTANCE ........................................................................................................ 3

13. WARRANTY........................................................................................................................................ 3

14. PROMPT PAYMENT DISCOUNTS ....................................................................................................... 3

15. PURCHASE ORDER:............................................................................................................................ 4

16. APPLICABLE LAWS AND COURTS....................................................................................................... 4

17. ANTI-DISCRIMINATION ..................................................................................................................... 4

18. ETHICS IN PUBLIC CONTRACTING ..................................................................................................... 5

19. IMMIGRATION REFORM AND CONTROL ACT OF 1986 ..................................................................... 5

20. DEBARMENT STATUS ........................................................................................................................ 5

21. ANTITRUST ........................................................................................................................................ 5

22. MANDATORY USE OF CITY FORM AND TERMS AND CONDITIONS ................................................... 5

23. CLARIFICATION OF TERMS ................................................................................................................ 6

24. PAYMENT .......................................................................................................................................... 6

25. UNREASONABLE CHARGES................................................................................................................ 6

26. PRECEDENCE OF TERMS.................................................................................................................... 6

27. QUALIFICATIONS OF BIDDERS........................................................................................................... 6

28. ASSIGNMENT OF CONTRACT ............................................................................................................ 6

29. CHANGES TO THE CONTRACT: .......................................................................................................... 6

30. DEFAULT............................................................................................................................................ 7

31. TAXES ................................................................................................................................................ 7

32. INSURANCE ....................................................................................................................................... 7

33. ANNOUNCEMENT OF AWARD .......................................................................................................... 7

34. DRUG-FREE WORKPLACE .................................................................................................................. 7

IFB 24054

35. NONDISCRIMINATION OF CONTRACTORS ........................................................................................ 8

36. AVAILABILITY OF FUNDS ................................................................................................................... 8

37. COOPERATIVE PROCUREMENT ......................................................................................................... 8

38. BIDDER INTERESTED IN MORE THAN ONE BID: ................................................................................ 9

39. AUTHORIZATION TO CONDUCT BUSINESS IN THE COMMONWEALTH ............................................ 9

40. AUDIT ................................................................................................................................................ 9

41. INDEMNIFICATION ............................................................................................................................ 9

42. REFERENCES ...................................................................................................................................... 9

43. SUBCONTRACTS ................................................................................................................................ 9

44. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER ................................................... 10

45. E-VERIFY PROGRAM ........................................................................................................................ 10

46. LEGAL ACTION:................................................................................................................................ 10

47. WITHDRAWAL OF BID DUE TO ERROR:........................................................................................... 10

48. TERMINATION OF CONTRACTS: ...................................................................................................... 10

IFB 24054

GENERAL TERMS AND CONDITIONS

1. PURPOSE: The intent of this solicitation is to establish a term contract for time and material

repairs of Fairfax City, VA Police Department Harley Davidson Motorcycles to be used on an as-

needed basis.

2. CONTRACT TERM: The term of the contract shall be from date of award. The initial term of the

contract shall be for a three (3) year period. The City of Fairfax shall have the sole option to renew

the contract upon the same or more favorable terms and conditions for up to three (3) one-year

periods. The contract may be awarded to multiple vendors at the sole discretion of the City of

Fairfax.

3. BIDDER QUALIFICATIONS: The City may make such reasonable investigations as deemed proper

and necessary to determine the ability of the bidder to perform the services/furnish the goods

and the bidder shall furnish to the City all such information and data for this purpose as may be

requested. The City reserves the right to inspect bidder’s physical facilities prior to award to

satisfy questions regarding the bidder’s capabilities. The City further reserves the right to reject

any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the City that

such bidder is properly qualified to carry out the obligations of the contract and to provide the

services and/or furnish the goods contemplated therein.

a. Bidders shall include a letter of authorization or certification from the manufacturer allowing

distribution of OEM parts and performing proprietary work on the vehicles.

b. Bidders shall have five (5) years of experience maintaining and repairing Law Enforcement

motorcycles. All technicians performing work on City motorcycles shall be qualified for the

work intended and have the appropriate Manufacture certification. Proof of these

certification shall accompany all bids.

c. The Contractor shall have secured and or gated garage to ensure the safekeeping of City

property. The Contractor’s shop shall not be more than thirty (30) miles away from City of

Fairfax and shall be equipped with the latest diagnostic tools and equipment. The Contractor

shall have road capability. City may elect to inspect bidder’s facility prior to contract award.

i. The contractor shall provide indoor storage upon increment weather conditions to

prevent motorcycle exposure from potentially hazardous conditions.

4. RESPONSE TIME: The City of Fairfax shall contact the vendor for motorcycle repair service. The

vendor shall acknowledge the repair call within two (2) hours from 8:00 A.M – 4:00 P.M. Monday

– Friday and repair calls from 4:00 P.M. – 8:00 A.M. shall be acknowledged by 10:00 A.M. on the

next business day. The vendor will have (2) business days to arrange pick up and diagnose any

repairs. The vendor shall supply an available date for the motorcycle repair to begin and the date

when the motorcycle repairs shall be completed. Repairs are to be completed within the shortest

timeframe possible but not to exceed (5) business days after approval has been given by the city.

5. WORK LOCATION: All work, service and warranty, performed under these contracts will be

performed at the vendor’s facilities. The contractor will pick up and deliver motorcycles to

vendor’s facilities and deliver back to the city fleet garage. A repair order (or invoice) must be

provided on delivery stating what work was completed and any parts used. The City may request

IFB 24054

GENERAL TERMS AND CONDITIONS

detailed information on the above repair order (or invoice) to be provided to the City within two

(2) business days. The City of Fairfax shall allow the vendor to charge a fee to pickup the

motorcycle and deliver (drop off) the motorcycle. The fee shall be a firm price. It shall not change

based on the amount of time it takes to pickup or deliver (drop off) the motorcycle. Motorcycles

will be located at 3410 Pickett Road, Fairfax, VA 22031. l Any traffic violations charged to the

contractor are solely the responsibility of the contractor.

6. PARTS: Stock items are to be defined as items that Bidders keep in their local warehouses. In

addition, a list of most commonly used items by the City will be provided to successful bidders

upon award. Contractors are expected to keep these items in their local warehouses. Bidders

must insert a definitive time frame, IN DAYS, on the Pricing Schedule within which delivery will be

made after receipt of order (ARO) for all non-stock and special order items. Indefinite terms such

as "promptly," "stock," "without delay," etc., will not be given consideration. FAILURE TO PROVIDE

A DEFINITIVE DELIVERY TIME WILL RESULT IN THE DISQUALIFICATION OF THE BIDDERS’ BID FOR

THE ITEM SPECIFIED. The City may authorize the contractor to expedite parts deliveries through

air freight, UPS, or other method for speedy delivery of critical parts. This authorization will only

be granted on an exception basis. The City will pay the cost of special shipping. Should any order

take longer than the stated delivery time listed in one business day, for stock items, or the delivery

time provided by the Bidder on the Pricing Schedule, for nonstock and special order items,

notification must be provided before the original window has expired so that City staff can pursue

other options to procure the item in an acceptable timeframe.

7. BID SUBMISSION: Sealed Bids shall be received and time stamped online through the eVA

website, no later than the posted “Bid Closing” and will be publicly posted, following the Bid

Closing. Bidders are responsible for ensuring its submission prior to Bid Closing. The time a Bid is

received shall be determined by the time stamp on the Bid receipt by the time clock on the eVA

Sourcing and Contracting website. The City of Fairfax is not responsible for any technical

difficulties which may result in the Bidders response not uploading in time, or any responses that

are not properly uploaded. Late bids will not be accepted. The City will not receive any bids in

person and paper bids will not be accepted. Any paper bids received will be not be considered

and will be returned, unopened, to the bidder. Bids received after the Bid Closing shall not be

considered. Conditional bids may be rejected in whole or in part.

8. AWARD: An award will be made to the lowest responsive and responsible bidder. Evaluation will

be based on net prices. Unit prices, extensions and grand total must be shown. In case of

arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered, it

must be clearly shown in the space provided. Discounts for prompt payment will not be

considered in making awards. The City reserves the right to reject any and all bids in whole or in

part, to waive any informality, and to delete items prior to making an award. The Purchasing

Agent reserves the right to make award on all items in the aggregate or on any of the items on an

individual basis, whichever is in the best interest of the City.

9. RENEWAL OF CONTRACT: This contract may be renewed by the City for three (3) successive one

year periods under the terms and conditions of the original contract except as stated below. Price

increases may be negotiated on the contract anniversary date. Written notice of the City’s

intention to renew shall be given approximately 90 days prior to the expiration date of each

contract period.

Harley Davidson Motorcycle Repairs

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also