Request For Bid - Mechanic Services

RFP #202604-595 Mechanic Services
Taney County, Missouri
Request for Bid Title: MECHANIC SERVICES
PLEASE MARK YOUR ENVELOPE "SEALED BID #202604-595"
RETURN ONE (1) ORIGINAL & THREE (3) HARD COPIES.
Bid Submission
Location / Mail Address: Taney County Purchasing Department (Second Floor)
P. O. Box 1630 (PO Box MUST be used for U.S.P.S .delivery.)
132 David St. (Physical Address MUST be used for Courier delivery.)
Forsyth, MO 65653
Bid Opening
Location / Address: Taney County Commission Hearing Room (Old Courthouse)
Forsyth, MO 65653
The undersigned certifies their authority to bind this vendor in an agreement to supply the products, or
services, in accordance with all terms, conditions, and pricing specified herein or to offer a "No Bid."
Bidder is REQUIRED to complete, sign and return this form with their submittal to our solicitation as
well as initial all pages. *An authorized signature and email address, printed clearly is mandatory, lack
thereof may result in a determination of "Non-Responsive" and disqualify from participation.
Company Name Authorized Person (Print)
Address *Signature
City / County / State / Zip Title
Telephone # Fax # Date Tax ID #
*E-mail (MUST be legible.) Entity Type (Corporation, LLC, Sole
Proprietor, Partnership)
INTRODUCTION & BASIC PRO CESSING INFORMATION:
Sealed bids cannot be emailed and must either be delivered by hand, courier, or U.S.P.S.
All formal invitations for bid are handled by the Taney County Purchasing Department. However,
technical requirements and product specifications are the responsibility of the specific requesting
department as listed in Section 2. Specifications.
Read ALL solicitation documents closely. Note any/all special dates and submit your response as soon
as possible. See Items 1.21-1.22 for the process to submit questions.
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RFP #202604-595 Mechanic Services
Taney County, Missouri
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
Section #1 includes instructions, conditions, guidelines, requirements and other key factors.
Use a checkmark (), in the box adjacent to the section number, in order to acknowledge each
of the following items. Any item unchecked in this section, will be considered non-responsive
and may be disqualified.
Section 1. INSTRUCTIONS AND GENERAL CONDITIONS
1.1
Sealed responses may be submitted to the Taney County Purchasing Office until the solicitation closing
date and time indicated herein, subject to Instructions and General Conditions and any special
conditions.
1.2
Closing: Sealed Responses must be delivered before "Closing Date/Time" as listed on page one, to the
Taney County Purchasing Department as listed on page two.
1.3
United States Postal Service ("U.S.P.S.") WARNING: Because there is no mail delivery service at our
offices, we strongly discourage bidders from using the U.S.P.S. If a Bidder elects to use the U.S.P.S.,
do NOT send "return receipt requested." The Post Office only recognizes the P.O. Box address. Other
delivery services require the physical address. It is the Bidder's responsibility to ensure responses are
delivered in a timely fashion to the Purchasing Department. Courier or hand delivery is recommended.
1.4
Late Packages: The County will not accept any response received after the listed closing date/time.
Late arrivals are considered "NON-RESPONSIVE" and will not be opened or returned.
1.5
Opening: Bids will be opened publicly at "Opening Date/Time" and read aloud. All responses will be
considered public information as soon as they are opened and become a part of the public record to
be released to any person or firm who formally requests a copy.
1.6
Award/Timeline: Recommendation for award will be made formally to the Taney County Commission
as soon as possible after a complete departmental review. Updates may be sent via email should the
award process become delayed, 10 or more days, for any reason.
1.7
Withdrawals: Responses may be withdrawn on written request from the Bidder at the address shown
prior to the time of acceptance of the response. Once a response is opened, and accepted, it can only
be withdrawn by order of the Taney County Commission.
1.8
Sealed & Marked: Responses must be submitted in a sealed envelope identified with the bid number
and dates of closing & opening. List the bid number on the outside surface of the box or envelope and
note "Response to Request for Bid enclosed" with a return name & address. No fax or electronic
transmitted responses will be accepted.
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RFP #202604-595 Mechanic Services
Taney County, Missouri
1.9
Bidder Expenses: This County is not responsible for any expenses, which Bidders may incur in
estimating, inspecting, or preparing information to respond to this solicitation.
1.10
Presentations/Inspections: The County reserves the right to conduct personal interviews or require
presentations, inspections, of or from any/all Bidders prior to selection. The County will not be liable for
ANY costs incurred by the Bidder in connection with such interviews, presentations, or inspections.
1.11
Bid Term: All Responses submitted shall be binding and remain firm for ninety (90) calendar days
following the opening, unless otherwise indicated. Pricing/Costs submitted with a response must be
honored for that set timeframe. Submitted pricing, once opened, cannot be changed for any reason.
Any such changes will disqualify that response.
1.12
Bid Rejection: The Taney County Commission reserves the right to reject any or all responses when
such rejection is in the best interest of the County.
1.13
Multiple Awards: Responses may be awarded to one company or multiple companies, when such
award is deemed in the best interest of the County.
1.14
Payment Terms: Standard payment terms are Net 30 after receipt of an invoice. The County cannot,
and will not, agree to any other payment terms. Once products, or services, are received and accepted,
Taney County will process payment in full. Invoices need to be issued and mailed to the requesting
department - not Purchasing.
1.15
Requests for credit applications and deposits are not necessary and will - in most cases - not be
processed or accepted.
1.16
Any award agreement shall take effect upon the approval by the Taney County Commission.
1.17
Alterations: Any alterations, changes, lining out, or margin notes to any items within these instructions
may result in the response being disqualified.
1.18
Direct Email Address: An email address, not a website, MUST be provided in order to receive award
results. Final award results are by email only and will be emailed to all responding Vendors. Please do
not call for results.
1.19
Results are always posted at: www.taneycounty.org
1.20
All questions for this solicitation must be submitted by the time indicated on page 1. Questions must be
emailed to the department point of contact listed within this request as well as copied (cc) to the
Purchasing Director at: nikki.lawrence@taneycountymo.gov
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RFP #202604-595 Mechanic Services
Taney County, Missouri
1.21
If it becomes necessary to revise any part of this solicitation due to a significant question received which
could impact specifications; a written Addendum will be issued to explain any new/necessary
modifications.
1.22
Any/all solicitation questions that result in modifications will be combined into one written Addendum
with answers and explanations to cover any/all new issues.
1.23
Addenda are valid only if in writing and issued by the Taney County Purchasing Department.
1.24
Any necessary Addendum will be emailed as close as possible to the day following the question
submission deadline to all parties who had previously been part of the original Direct Bid Invitation email
or had made email contact during the open questioning timeframe.
1.25
When an Addendum is necessary, Bidders are required to formally respond. Follow the instructions as
indicated in the Addendum.
1.26
Any necessary Addendum will be posted on the Taney County website with the original solicitation. An
indication will be in red and placed at the end of the affected proposal.
1.27
Award of Contract: Multiple awards may be made on the basis of a primary, secondary, and tertiary
vendor. The primary vendor shall furnish the County's requirements until such time as the County
determines that it is in the best interest of the County to seek performance from the secondary vendor,
then tertiary vendor. The County's decision to utilize the secondary and tertiary sources shall be final
and conclusive. In addition, the resulting contract from this solicitation will be considered "Non-
Exclusive". The County reserves the right to obtain service, or product(s), from other vendors when it
is in the best interest of the County.
1.28
Agreement: The selected vendor(s) will be required to enter into a written agreement with the County,
in cooperation with the County's Legal Services Department and completed to the mutual satisfaction
of the parties, consistent with the RFP and response. The RFB and response documents submitted
by the successful Bidder will become a part of any contract award as a result of this solicitation. These
signed documents will be binding. Bidder shall initial all pages where the document denotes "Bidder's
Initials: ___" at the bottom of the page after completing said page. Any responses not complying with
this condition may be considered non-responsive.
1.29
Response Content: In order to enable direct comparison of competing responses, Bidders must submit
responses in strict conformity to the requirements stated herein. Failure to adhere to all requirements
may result in Bidder's Response being disqualified as non-responsive. All responses must be submitted
using the forms provided herein. Every question should be answered. If not applicable, the section
should contain "N/A."
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RFP #202604-595 Mechanic Services
Taney County, Missouri
1.30
Advice of Award: The County's Responses, Bid Tabulations, and Bid Award information may be viewed
on our website at www.taneycounty.org. (Purchasing Department Page.) If a Vendor wants a copy
of the bid tabulation they must include a direct email address, not website, in order to receive results.
1.31
Response Clarification: The County reserves the right to request additional written or oral information
from Bidders in order to obtain clarification of responses.
1.32
Rejection or Correction of Responses: Minor irregularities or informalities in any response which are
immaterial or inconsequential in nature, neither affected by law nor at substantial variance with bid
conditions, may be waived at the County's discretion whenever it is determined to be in the best interest
of Taney County, Missouri.
1.33
Evaluation Process: The County's sole purpose in the evaluation process is to determine from among
the responses received which one is best suited to meet the County's needs at the lowest possible
cost.
1.34
Acceptability: The County reserves the sole right to determine whether goods and/or services offered
are acceptable for County use.
1.35
Sunshine Law: All responses to this request will be considered public information as soon as they are
opened and become a part of public record subject to disclosure to any person or firm that requests it.
Requests for copies of responses, must be made through the Taney County Clerk's Office (417-546-
7202) by submitting a Public Service Request Form (PSR). Charges for time spent as well as a cost
per page apply and may be collected prior to the making of copies.
Section 2. SPECIFICATIONS
The Taney County Purchasing Department will accept and review responses to this RFB in an effort to
complete the purchase of:
Mechanic Services, Maintenance and Repair for all Taney County vehicles, to be supplied by an
individual(s) or organization(s), hereinafter referred to as "Contractor" for a Term and Supply contract
on an "as needed" basis. This MAY include some heavy equipment, and certain other unexpected
County vehicle needs.
For questions concerning the below listed specifications, or any other technical questions, please feel
free to contact:
Department Contact:
Jack Cole, Administrator
Taney County Road & Bridge
417-546-7268 (off) / 417-545-1160 (cell)
jack.cole@taneycountymo.gov
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RFP #202604-595 Mechanic Services
Taney County, Missouri
Please check () off the appropriate box to indicate compliance with the specifications. The
County will always look for 100% COMPLIANCE. These "SPECIFICATIONS" and "STANDARD
TERMS AND CONDITIONS" are critical to all County solicitations. If after reviewing each of the
following items a potential participant is not able to comply with ALL requirements, reconsider
whether to submit a bid response to the solicitation. All "D" check () marks will be considered toward
disqualification. Check every item. Any blank item in this section will be considered non-responsive
and may disqualify.
C = Comply with item. (In some cases this will serve as a simple acknowledgement.)
D = Do not / cannot comply with item.
C D
Indicate with a ( ), vehicle category agreeing to supply Service for:
_____ Passenger Car & Pickup Trucks Repair Service
_____ Large Truck Repair Service
_____ Heavy Equipment Repair Service
_____ All of the Above
__ __ 2.1 BACKGROUND: The maintenance and repair of County vehicles is currently performed at County
facilities as well as private repair shops within Taney County. This Request for Bid is intended to
secure the services of an experienced Contractor to provide repair service as requested by Taney
County Departments on an "as needed" basis. The intent is for the Contractor to provide mechanic
repair service when Taney County mechanics are not available or the work is such that additional
mechanics are required. This solicitation includes an hourly charge for service provided at the
maintenance garage facility and a mileage charge that will be paid in addition to the hourly
mechanic charge for service calls provided to various equipment located within the County.
__ __ 2.2 Responding Vendors must be operating an automotive-type repair business within a 60 mile radius
limit to Forsyth, Missouri 65653.
__ __ 2.3 Responding Vendors must be able to offer repair facilities, at their business, located within the
above 60 mile radius limit range.
__ __ 2.4 Firm bids are desired. Bids which are not subject to any form of escalation may receive favorable
consideration during the evaluation of bids. Any bid which is subject to an open or unlimited
escalator clause WILL be rejected.
__ __ 2.5 REPAIR LOCATIONS: On rare occasions, on site repair work may be needed for Sheriff's vehicles,
located at the Taney County Sheriff's Dept., 266 Main St. Forsyth, Mo. 65653, at the County Road
& Bridge Facilities, and other various locations within the County. See item #3.15 on page #8 for
additional details pertaining to onsite repairs.
__ __ 2.6 Contractor Qualifications and Experience: Bidders must provide evidence that they have past
experience in the type of work as outlined, for a minimum of three (3) years. Bidder shall submit,
with the bid, the name, address, telephone number and point-of-contact for a minimum of three
firms for which the bidder has provided mechanic repair service within the preceding 36 months.
(Please use a separate sheet to supply references.)
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RFP #202604-595 Mechanic Services
Taney County, Missouri
__ __ 2.7 The County reserves the right to consider any bid which may be offered subject to an escalator
clause which is based on a nationally recognized, reasonable, index which permits both upward
and downward escalation. Include written support documentation if offering this clause.
__ __ 2.8 Please complete pricing information at your lowest possible repair service and labor rate as
requested for in this solicitation - below.
ITEM DESCRIPTION
UNIT PRICE
a. Material/Parts (Total Cost plus %) $0-$749 ________________%
b. Material/Parts (Total Cost plus %) $750-$4,499 ________________%
c. Material/Parts (Total Cost plus %) $4,500 and up ________________%
~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~
State Your Standard Mechanic Labor Rate Per Hour
Name of Flat Rate Manual Used for Costing Services:
d.
______________________________ (Manual shall be provided by
Contractor at time of award). $_________/hour
Flat Mechanic Service Labor Rate Per Hour (Straight Time) offered for
e.
this bid. $_________/hour
f. Flat Mechanic Service Labor Rate Per Hour (Nights and Weekends). $_________/hour
g. Flat Mechanic Service Labor Rate Per Hour (Holidays). $_________/hour
Service call mileage charge, if any, for onsite repairs located throughout
the County. Mileage calculated from the Awarded Vendor location to
h.
where our equipment is needing repair work. (This may only rarely come
up.) $_________/mile
NOTE: Bidders must procure and maintain, at a minimum, the following policies of insurance against all
claims for injuries against persons or damage to property which may arise from or in connection with
the performance of the subject matter of the request for bid: (1) workers' compensation insurance for all
employees as required by state law; (2) comprehensive general liability insurance in an amount not less
than $500,000 per occurrence and $3,000,000 in aggregate, covering both bodily injury and property
damage, including accidental death; (3) automobile liability insurance during the term of the Agreement
not less than $500,000 per occurrence and $3,000,000 in aggregate, covering both bodily injury,
including accidental death, and property damage to protect themselves from any and all claims; and (4)
insurance for loss of materials, supplies, tools and equipment during the term of the Agreement in an
amount which will adequately cover the potential loss or damage to such items. The bidder shall furnish
the County with Certificates of Insurance establishing the insurance requirements as set forth in this
section. Each policy of insurance must contain a thirty (30) day mandatory cancellation notice.
Bidder's Initials _____
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RFP #202604-595 Mechanic Services
Taney County, Missouri
3. STANDARD TERMS AND CONDITIONS
C D
__ __ 3.1 The awarded bidder shall furnish the goods or services described in Section 2. Specifications.
__ __ 3.2 All pricing MUST remain in effect, without increase, for at least one year from the date of the
effective date of the awarded contract. Do not include Federal Excise Tax or Sales and Use Taxes
in Bid process, as the County is exempt.
__ __ 3.3 The County will not be required to purchase any/all from a specific vendor, nor be held to any
minimums/maximums, even if quantities are listed within the RFB or response.
__ __ 3.4 Total bid price MUST include delivery to the address set forth in Section 2. Specifications.
Responses shall include all charges for packing, delivery, installation, etc., (unless otherwise
specified) to the County Department identified in this Request for Bid.
__ __ 3.5 Include an updated W-9 form with company information and signature, with formal, legal, company
name.
__ __ 3.6 The Taney County Commission has the right to accept or reject any part or parts of all bids, to
waive any informalities or technicalities and to accept the offer the County Commission considers
the most advantageous to the County. Taney County reserves the right to award this bid on an
item-by-item basis, or an "all or none" basis, whichever is in the best interest of the County.
__ __ 3.7 Bidders must use the bid forms provided, must return the completed bid and bid sheets, provide
the unit price, quantity and extended totals, and sign the bid.
__ __ 3.8 When products or materials of any particular manufacturer are mentioned in specifications, such
products or materials are intended to be descriptive of type or quality and not restricted to those
mentioned.
__ __ 3.9 The delivery date shall be identified by specific date, unless otherwise indicated.
__ __ 3.10 The County Commission reserves the right to cancel all or any part of an order if delivery is not
made or work is not started or completed as guaranteed. In case of delay, the Contractor must
notify the Purchasing Department.
__ __ 3.11 The County may utilize state or federal grant funds in the procurement of goods and services which
may require a provider of goods or services to comply with certain state or federal laws, rules and
regulations applicable to the funds and may require inclusion and compliance with certain contract
clauses required by the state or federal government to an agreement with the County. Any
questions regarding the applicability of state or federal requirements should b directed to the
Purchasing Department.
__ __ 3.12 In the event of a discrepancy between a unit price and an extended line item price, the unit price
shall govern.
__ __ 3.13 Should an audit of invoices during the term of the Agreement, and any renewals thereof, indicate
that the County has remitted payment on invoices that constitute an over-charge to the County
above the contract terms, the Contractor shall issue a refund check to the County for any over-
charges within 30 days of notification.
__ __ 3.14 Cooperative Procurement: The vendor should indicate by checking "Yes" or "No" if the vendor
will honor the submitted prices and terms for purchase by other entities that participate in
cooperative purchasing with Taney County, Missouri.
Yes______ No_______
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RFP #202604-595 Mechanic Services
Taney County, Missouri
4. FINAL COMPLIANCE CHECKLIST
By using the below table as a checklist you will help to insure that your proposal is fully compliant
before you seal it for submission. Your full proposal response needs to comply with all of the
below listed requirements or it may not be included for consideration. Use a checkmark ()
next to each item to avoid leaving out required information or missing an instruction which
could cause your response to be disqualified. Please call or email me with any questions
pertaining to these requirements or any other written instructions.
Nikki Lawrence, Director of Purchasing
Office: 417-546-7281 / FAX: 417-546-3931
nikki.lawrence@taneycountymo.gov
() = Acknowledge intent to comply with the following item:
ITEM FINAL COMPLIANCE CHECKLIST ()
#
6.1 T he County will not accept any late proposals. Late packages will not be opened or returned.
6.2 N o fax or electronic transmitted proposals will be accepted.
Please include a current/signed W-9 form with your company information. Taney County
Accounts Payable Department cannot process payment(s) without a current W9. The name and
6.3
address on your W9 will be used as the formal name/address on any subsequent post-award
Agreement.
6.4 R emember to sign the mandatory proposal sheet. Missing signatures WILL disqualify.
6.5 U n-readable responses, including an unreadable email address, WILL disqualify.
Submit the original bid response plus three complete copies of the bid response. Please indicate
6.6
copies versus original. One sided copies ONLY - no double-sided responses.
ALL pages of the bid document must be initialed by hand, not typed, on the bottom of each
6.7
page. Incomplete responses may result in disqualification.
NO BID RESPONSE FORM: Completion of this form is optional and is included within solicitations as
an additional tool to improve future solicitation processes. If you, or your company, have decided not
to participate and not offer a proposal, please complete the below form and return it to the Purchasing
Department by email.
RFB #202604-595 Mechanic Services
Business Name:
Address:
Telephone:
Contact Person:
Date:
Reason(s) for not Submitting:
Would you like to be removed from our list(s) for future proposals/bids? (_____Yes or _____No.)
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