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HomeMy WebLinkAboutG.EIGHT NEW VEHICLES/POLICECITY OF PORT ARTHUR, TEXAS MAYOR AND CITY COUNCIL COMMUNICATIONS Date: Reference No. 1-11-05 Subject AWARDING OF BID FOR POLICE DEPARTMENT VEHICLES Pagel RECOMMENDATIONS: The Police Department recommends that the Port Arthur City Council award the bid for eight (8) vehicles for the bid price of $188,702 to Philpott Ford of Port Neches, Texas. BACKGROUND: Each year the Police Department replaces vehicles with excessive mileage and/or high maintenance cost. These eight (8) vehicles are replacing unreliable/high mileage vehicles. The specifications included the installation of the following equipment: protection partitions, emergency lights and sirens, instrument consoles, shotgun racks and mobile video recorders. The Purchasing Division advertised in the Port Arthur News December 12, 2004 and December 19, 2004, the following bids were received and opened December 29, 2004. Vendors Vehicles Philpott Ford 6 Crown Victorias, 2 Taurus Baby Jack Ford 6 Crown Victorias, 2 Taurus H-GAC 6 Crown Victorias, 2 Taurus Bids Vehicle Prices Total Avg Cost/Unit $26,525-$14,776 $188,702 $23,588 $27,459 -$14,989 $194,732 $24,341 $28,260- $15,768 $201,096 $25,i37 Philpott Ford submitted the lowest and best bid. BUDGET/FISCAL EFFECT: Funds in the amount of $196,000 were approved in the 2005 budget account 625-1801-521.93-00 for the purchase of these eight (8) vehicles. STAFF/EMPLOYEE EFFECT: Approval of the police vehicle purchase will not affect staffing. SUMMARY: The Police Department recommends that the Port Arthur City Council award the bid for eight (8) police vehicles for the total bid price of $188,702 to Philpott Ford c , Texas. John~Tvler~~ ~ Broussard Rebecca Underhill Chief of Police Purchasing Coordinator Director of Finance Prepared by: Disposition by Council: Processed by City Secretary Approved by: ~,---~ ( ) Approve ( ) Other (Describe) Date: Revised 2/02 12/29/2004 19:58 14097240934 PHILROTT FORD FLEET PAGE 02 End User: CI1--~ OF PORT AP. TlCPJR Contact: CLIFF WIJj~IAM,S produC~ ~scrlption: FOI~D TAURUS CUSTOMIZED PRODUCT PRICING sUMMARY BASED ON CONTRACT Car~ ~md Ligh! Trucks H-CrA C BID VE10413 p~tlpott Rep: DA. VID REAGAN A. ]gase Prle~: ~ $ 11,?13.00I B. Published Opiions [ltcm~e ~c~ oeiov¢ I C~ ~s ~ COD~ ~ti~ Bid ~ 65 ?A S~ $ 299.~ FH ~R ~ $ 374.~ 70 ~p~ $ 265.00 LOT ~T ~ $ 70.~ 54 ~ S ~5 ~ 56 S~O~ S 265.00 ~ ~ ~ $ 2~-~ ~1 ~W~ $ 195.~ Total of ig Published Opciouz: S[S 2,413,$2~ not io ~_~,a 2,5% $~- 9.5 % Options [ Bid prie~ Options l~id Price i- KEYS $ 1~,~ 552 - ~ L~ B~S $ ~0.~ CO~ ~ ~ $ 1~.~ Total of C, Unpublished Optlons:[ $ 1,~4L09 14897248834 PHILPOTT FORD FLEET P~E 83 Product De~criptiou: L cuSToMT/,ED PRODUCT PRICING SUMMARY BASED ON CONTRACT Car~ and Light Trucks H-GAC ~ pl~lpott Rep: DA~ ~G~ FO~ CRO~ ~O ~CE PA~OL ~ ~e Pri~:[~ 18,8,1.~ [ K PubllshM Options ['~'?~ eac~ C~e ~t[oos ' ' ~d P~ CODE Opfioas B~d ~i~ 45C L~ S~ D~'~ $ 90.~ 55 ~,n~ S~OD~ $ 99.00 187 ~r ~ ~Ss S 125.~ PW ~w~ ~ $ 395.~ 5lB S~O~ $ 38.~ { ~ ~S $ 295.00 5lA ~ SPOT $ 151.~ 86 d~R~E ~IO~ C~ $ 3~995.~ 53M ~IO S~STON $ ~.~ 5~ ~ / FM ~IO S 71 ~R~COP~ ~ ~SI $ 295 ~ 65 P~O $ 299 O0 97 ~gG~C SHOTO~ ~ $ 289.00 ~ ~ow~ s 1~,~ Total of B. Published Op~ons: $ 8,267.09 ;ubli,~h~l 0 ,.,~i~e e~ch bt~iow not M exceed 25*/0] $~ 3.7 % Contz~ct Price Adlu~tm*n~ Delivery Charges: 0 To~I af A+B+C+D*E=F Qutufi~ O~er~, 6 x F = H~AC Admi.i~tive F~ [fr~ F~ ~hed~e, Ta~ A] Non-Equip ~ & C~ TOT~ P~C~E P~ ~CL~G H-GAC ~ 'rom] of c. Unpublished Options: miles ~ $.~3/mlie C / P TRADE-INS WELCO~ $ 1,002.10 $ 28,160.10 1~8,960.60t INVITATION TO BID December 14, 2004 Vendors: Sealed Bids, subject to the General Instructions, Conditions and Specifications, as provided will be addressed to the City Secretary of the City of Port Arthur, Texas in DUPLICATE. Sealed BIDS shall be received no later than 3:00 P. M. December 29, 2004 at the City Secretary Office and ali bids received will thereafter be opened and read aloud on December 29, 2004 in the City Council Chambers, 5th Floor, City Hall, Port Arthur, Texas for the following: PURCHASE 8 POLICE VEHICLES BIDS SHALL BE PLACED IN A SEALED ENVELOPE, with the bidder's name and address in the upper left-hand comer of the envelope. FACSIMILE TtLANSMITTALS SHALL NOT BE ACCEPTED. BIDS MUST BE submitted on the pricing form included for that purpose in this packet and SIGNED BY A PERSON HAVING THE AUTHORITY TO BIND THE FIRM IN A CONTRACT. MARK ENVELOPE: POLICE VEHICLES Sealed Bids shall be submitted: CITY OF PORT ARTHUR CITY SECRETARY P. O. BOX 1089 PORT ARTHUR, TX 77641-1089 CITY OF PORT ARTHUR CITY SECRETARY 444 4TH STREET PORT ARTHUR, TX 77640 ALL BIDS MUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. Page 1 of 19 Bids received after the closing time specified will be returned to the bidder unopened. Award will be made as soon as practicable after opening. To obtain results, or if you have any questions, please contact Clifton Williams at the City of Port Arthur Purchasing Office, at (409) 983-8160. The City of Port Arthur reserves the right to reject any or all Bids and [o waive informal/ties or defects in bids, or to accept such bids as it shall ~eem to be in the best Interests of the City of Port Arthur. Sincerely, Joseph Broussard Purchasing Coordinator Page 2 of 19 CITY OF PORT ARTHUR GENERAL SPECIFICATIONS GENERAL INFORMATION: NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the City of Port Arthur the required information specified in the Bid or Proposal Specifications listed in this Bid Package. The intent of this INVITATION TO BID (ITB) is to provide bidders with sufficient information to prepare SEALED BIDS 1N DUPLICATE for furnishing: PURCHASE 8 POLICE VEHICLES Bids must be in a sealed envelope addressed to the City Secretary, City of Port Arthur, P. O. Box 1089, Port .Arthur, Texas 77641. Bids shall be received no later than 3:00 P. M. December 29, 2004. Bid proposal MUST BE SIGNED BY THE BIDDER. Ail bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS, SHALL STATE THESE EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The absence of such a Iist shall indicate that the bidder has not taken exception and the City shall hold the bidder responsible to perform in strict accordance with the specifications of the invitation. The City reserves the right to accept any and al! or none of the excepfion(s)/substitufions(s) deemed to be in the best interest of the City of Port Arthur. Bids cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. The City reserves the right to: 1. Reject any and all bids, and to make no award if it deems such action to be in its best interest. 2. Award bids on the lump sum or trait price basis, whichever is in the best interest of the City. 3. Reject any or all bids and to waive informalities or defects in bids, or to accept such bids as it shall deem to be in the best interests of the City. 4. Award bids to bidders whose principal place o£business is in the City o£Port Arthur and whose bid is within 3% o£the lowest bid price. This preference can't be granted for purchases involving Federal Funds. The award shall be made to the responsible vendor(s) whose bid is determined to be the lowest offer; taldng into consideration the relative importance of price, conformance to specifications and capability and experience of the contractor. Page 3 of 19 TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid' and Proposal" shall be equivalent. Bidders are cautioned to read the information contained in this ITB carefully and to submit a complete response to all requirements and questions as directed. CONFLICT OF INTEREST: No public official shall have interest in this contract, ~n accordance with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. ..ETHICS: The bidder shall not offer or accept gifts or anything of value, nor enter into any business arrangement with any employee, official or agent of the City of Pat Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDER S: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedu/e. 2. Have a satisfactory record of performance. 3. Have a satisfactory record of integrity and ethics. 4. Be otherwise qualified and eligible to receive an award. 5. Be engaged in a full time business, and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in ks obligations to the City. 7. No payments shall be made to any person of public moneys under any contract by the City with such person until such person has paid all obligations and debts owed to the City, or has made satisfactory arrangements to pay the same. Any interpretations, corrections or changes to the ITB and Specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. Addenda will be mailed to ali who are known to have received a copy of the ITB. Offerers shall acknowledge receipt of all addenda. PRICES: The bidder should show in the proposal both the trait price and total amount, where required, of each item listed. In the event of error or discrepancy in the mathematics, the unit price shall prevail. PURCHASE ORDER: A purchase order(s)shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: Ail invoices shall be mailed directly to the City of Port Arthur, Attn.: Police Department, P. O. Box 1089, Port Arthur, Texas 77641. Payment: Payment will be made upon receipt of the original invoice and the acceptance of the goods or services by the City of Port Arthur. Page 4 of 19 SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax, therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF CITY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in cormecrion with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract; and. the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to anyone owing delinquent taxes, paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as pan of this ITB. CONTRACT: The following will comprise the contract between the City and the successful bidder: 1. Information for Bidders 2. Bid Sheet 3. Notice of Awards 4. Specifications 5. Addenda QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantities are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the supplier shall not have any claim against the City of Port Arthur for quantities less than the estimated alnount. All bids will remain in effect for sixty (60) days after the bid opening date. If through any cause the Bidder fails to fulfill in a timely and proper manner, his obligations under this Contract, or fails to perform in accordance with these specifications, the City reserves the right to terminate this Contract by giving written notice to the Bidder of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination Page 5 of 19 No person has the authority to verbally alter these specifications. Any interpretations, corrections or changes to this ITB and specifications will be made in writing by the Purchasing Division of the City of Port Arthur and sent to each person having a bid package. The vendor must be an authorized dealer for all products offered. The vendor must give the manufacturers name and product description of all items. Inferior products, products which perform at a substandard level, or poor quality products will be rejected. SHIPPING INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, Texas 77640 INCORPORATION OF PROVISIONS REQUIRED BY LAW: Each provision and clause required by law to be inserted into the Contract shall be deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provision is not inserted or is not correctly inserted, the Contract shall be amended to make such insertion on application by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein otherwise expressly specified, necessary or proper to perform and complete ail the work required by this Contract, in accordance with the provisions of this Contract and said specifications. The apparent silence of these specifications as to any detail or to the apparent omission from it ora detailed description concerning any point, shall be regarded as meaning that only the best cmrnmercial practices are to prevail. All interpretations of these specifications shall be made on the basis of statement. While the purpose of the specifications is to indicate minimum requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered most suitable for the purpose involved. In the event of conflicts between the written bid proposal and information obtained verbally, the vendor is specifically advised that the written bid proposal will prevail in the determination of the successful bidder. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. Questions concerning th/s ITB or additional information should be directed R. Balsamo at 409-983-8673. Page 6 of 19 2005 PATROL VEHICLE EQUIPMENT 1. Pro-Copper model designed for vehicle type and model being outfitted. This will be a center instrument holding console with armrest. Equipment installed will include siren controls, overhead light bar controls, with enough space for a 800mhz radio to be installed later. 2. Whelen 48" lightbar configured with c/ear/white alley and takedown lights. All other lights are to be strobe type lights in red and blue. This will include at least 2 strobe lights to the rear, two strobe lights to the front and one strobe light to both ends. This light will also include an "arrow stick" in the rear. 3. Control box with sufficient scapacity to control all lights on the light bar with Individual switches. This box will be mounted in the center console. 4. Stobe lights in each corner lens of the vehicle, with a power supply controlled by a switch o the above control box. Federal model PA-300 siren with controls mounted in the center console and a 100 watt compatible speaker mounted in the forward area of thc engine/grill area. Whelen brand may be substituted, however all vehicles will be equipped with the same brand. 6. Pro-Gard model 2B2106 Vehicle protection partition with seat protector and Acrylic side panels. 7. Shotgun rack, electronic and key controlled, with switch located on center Console, made and adjusted for the Remington 870, pump action shotgun. Mobile Vision brand video recorder system including rear sear microphone And the digital transmitter. Instructions on installation will be provided Upon awarding of the bid. 9. Fire Extinguisher, 5 pound, dry chemical to be mounted in the trunk. 10. After market wind Page 7 of 19 2005 PATROL VEHICLE SPECIFICATIONS Air Bags: equipped with both driver and passenger supplemental restraint system. Air Conditioning: equipped with CFC free refrigerant, heavy duty system designed to prevent component damage due to high speed driving. Alternator ~: Transistorized regulator 135 amp minimum output, minimum curb idle output of 80 amps, heavy duty design. Battery 12 volt, with a minimum of 750 CCA. ..Body Side Molding: Vehicle to be equipped with body side molding, which will be attached after thc vehicle decals are applied. Brakes: Power assisted, anti-locking brakes using disc brakes on all four wheels. Cigarette lighter/Power Point: Located as to be accessible to the operator after installation of electronics equipment console, with minimum of 3 outlets. Color: Vehicle exterior body color is to be white with dark interior color. ~: Vehicles to have the maximum size cooling system (heavy duty) available, with a coolant recovery system. Differential: Heavy duty, limited slip, rear wheel drive. Electrical System: Vehicles are to be equipped with an auxiliary fuse box to supply electrical power for auxiliary equipment. In addition, there will be a dedicated ground wire, hot all the time battery wire and a hot key off auxiliary wire routed to the floor console area to be dedicated to mobile radio installation. .Engine: Manufacturers 4.6 liter V-8. Flooring: Synthetic rubber flooring throughout, including a full floor trunk mat. No floor carpet is to exist in any compartment. ~: Vehicles are to be equipped with factory installed Oil pressure, temperature and electrical system voltage gauges. Fuel filler door: Vehicles are to be equipped with a remotely controlled fuel filler door, accessible to the driver. Page 8 of 19 Keys: All vehicles are to be keyed alike. One key will operate the doors, ignition and trunk locks. 6 keys to be provided for each vehicle. Lights, Interior: Vehicles are to be equipped with a dome light mounted on the headliner on the centeriine, just rearward of the rearview mirror, with enough clearance to allow installation ora mobile camera system console. Automatic door operated courtesy lamp feature is to be disabled. Lights, Engine & Trunk: Vehicles are to be equipped with a light system that illuminates the trunk compartment and he engine area in hours of darkness. Lock~.: All doors must have power door locks, with the rear inside door handles and window controls to be inoperative (only controlled by driver's door console). Mirrors: Vehicles are to be equipped with remotely control (power) outside mirrors, controlled from the driver's position and a day/night inside rearview mirror. Radio: Vehicles to be equipped with a two-way radio noise suppression package including grounding straps and manufacturers AM-FM radio. Rear Window Defroster: Vehicles to be equipped with an electrical grid type rear window defroster. Seats: Vehicles to be equipped with Severe/Heavy duty front bucket seats with dark cloth material. The rear seat must be a bench type covered in a dark colored heavy duty vinyl. Spare Tire: Full size conventional tire only. Speedometer: A calibrated speedometer accurate to plus or minus 3 mph. With a scale of 0-140 mph. Digital instruments shall use 1 mph increments. Sootlieht: High intensity type mounted on the driver's side. wired independently of the ignition switch. Mounted as to not interfere with the opening or closing of the door or the hood. Steering Wheel: Tilt type required. Steering: Power assisted steering, designed for high speed and pursuit driving. Suspension System: Manufacturer specifications for special service (police) package. Tires: Speed rating to meet or exceed performance capabilities. Page 9 of 19 Transmission: Fully automatic, with overdrive, steering column shift controlled, with heavy duty oil cooler. Trunk Release: Vehicles are to be equipped with a remotely controlled electronic trunk release, accessible to the driver. Wheelbase: A minimum 112" wheelbase. Wheels and covers: Heavy duty wheels, designed for police use with chrome centerpiece or hubcaps that cover the lug nuts. Windows: Power windows required, with control and lockout for all windows within reach of the driver. Rear door windows control to be made inoperative. Windshield Wipers: Multiple speed electric wipers to include an intermittent feature and windshield washer. Warranty: Vehicle and equipment shall include a minimum of 36 month 36000 mile warranty. Police marking: Vehicle shall have applied the reflective blue markings that are standard on all P.A. Police units. In addition, the lower rear bumper cover shall be marked by strips of reflective orange. These strips shall be app. 45 degrees off of vertical on both sides of the center. Page 10 of 19 ADMINISTRATION/CID VEHICLE EQUIPMENT Set of two (2) Code Three brand, Deckblaster model dual strobe light systgems, configured with red and blue lenses. One unit to be mounted in the inside of the windshield at the center point, but so as to not interfere with the function or movement of the rearview mirror. The second unit is to be mounted in the inside of the vehicle affixed to the top center of the rear windshield. Both units to be wired to function at the same time, using one switch mounted in convenient reach of the driver (center consold area). The switch should activate these lights along wit the strobe lights. 2. Strobe lights in all corner lanps of the vehicle, powered by an independent power supply, with switch positioned in the center console area (see above). Federal Signal model PA-300 siren system with controls mounted in the center Console area. including a compatible external speaker mounted facing forward in the forward area of the grill/engine compartment. Installer to provide one ground, one hot and one hot switched by the ignition switch, wires of suitable size and protected by a 15amp fuses to the center console for later installation of a radio. 5. Fire Extinguisher, 5 pound, dry chemical, mounted in truck. 6. After market window tint which complies with state law on all windows. Page 11 of 19 SPED F CATIONS - 2005 ADMINISTRATION / DETECTIVE VEHICLES Air ba~ .Driver and passenger supplemental restraint system. Air conditioning...Manual controls, CFC free refrigerant. ~attery: 12 volt, minimum 730 cold cranking amps. Body Side Molding: Vehicle to be equipped with Body Side Molding. Brakes: Vehicle shall be equipped with power assisted, anti-locking brakes using disc brakes on all four wheels (ABS - Preferred). Colors: Upon award of bid, colors will be chosen from manufacturer selection. Engine: 6 cylinder, fuel injection (minimum 3.0 liter). Gauge Package: Oil pressure, coolant temperature and electrical system voltage displayed in dash gauges. Glass: All windows shall be heat absorbing (tinted) type. Headlights: To be equipped with high and low beam quartz-halogen type. Hood-latch Release: To be equipped with inside hood latch release. Keying: All locks to be ofthe same type utilizing the same key type. Each vehicle shall be keyed differently. Six keys shall be furnished with each vehicle. Two keys must be dealer supplied on original equipment blank only. Lights, Engine & Trunk Compartment: Vehicle to be equpped with engine compartment and trunk lighting controlled by hood and trunk lid switches. Locks: All doors to be equppped with power door locks. Mirror: Rearview Inside - Day/Night type. Mirrors: Rearview Outside - Installed on the left hand and right hand doors. Remote control type (power) preferred. Power Windows and Locks: Side door windows and locks to be electrically powered with each window/door having its own control. The drivers door to have controls for all windows and locks. Radio: Manufacturers standard AM/FM radio. Page 12 of I9 Seats: Vehicle will be equipped with 60/40 split front bench seat or bucket seats (front) with cloth upholstery. ~ Tilt type steering wheel required. .Steering Power Assisted Steering. Tires: Speed rated to meel or exceed vehicle performance capabilities. 15" or 16", with conventional full size spare tire including wheel, wrench and jack. Transmission: Four speed automatic with overdrive. Trunk lock release: Trunk to be equipped with a electrically operated remote control trunk release. Wheelbase: A minimum wheelbase of 107" is acceptable. Windshield Wipers/Washers: Multiple speed electric wipers to include intermittent feature and windshield washer. Warranty: Vehicle and equipment shall have a minimum of 36 month, 36000 mile warranty. Page 13 of 19 BID PROPOSAL PAGE 1 of 2 BID OPENING DATE December 29, 2004 Bid Proposal For: EIGHT (8) POLICE PATROL VEHICLES The undersigned /~]q/5~ J~c~-.. ~l/~ ~dd[-/O~/~O~]~IIC2 (d~'4 business in the City/Town of//016{}~O, ~[37t ~y~ submits herewith, in conformity with the General Instructions, Conditions, and Specifications for the following Bid: , doing OUTLINE OD BID DATA: ITEM # QUAN. DESCRIPTION UNITCOST TOTAL COST 1. 6 2. 6 3. 6 4. 2 5. 2 6. 2 POLICE PATR~OLVEHICLES EQUIPMENT LIST TOTAL POLICE ADMIN VEmCLES EQUIPMENT LIST----- TOTAL Signature Date Page 14 of 19 BID PROPOSAL PAGE 2 of 2 Receipt of addenda is acknowledged: DAYS AFTER AWARD No. 1 Dated Received COMPANY NAME STREET ADDRESS PO. BOX (PRINT OR TYPE NAME) CITY STATE ZIP TITLE AREA CODE TELEPHONE NO. Page 15 of 19 BID OPENING DATE: December 30, 2003 CITY OF PORT ARTHUR INSTRUCTIONS TO BIDDER Bidders are requested to furnish their complete REMIT TO ADDRESS and TAX IDENTIFICATION NUMBER as indicated below: REMIT PAYMENT TO: ADDRESS ~. ~x SEND PURCHASE ORDER TO: TAX IDeNTIfICATION NUMB~ / --d>~ - t~ ? l/? 7- ? INCORPORATED YES Page 115 of 19 AFFIDAVIT Ail pages in the offerer's bid proposal containing statements, letters, etc., shall be signed by a duly authorized officer of the company, whose signature is binding on the bid proposal. The undersigned offers and agrees to one of the following: I hereby certify that I do not have outstanding debts with the City of Port Arthur. Further, I agree to pay succeeding debts as they become due during this agreement. I hereby certify thatI do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due. __ I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree to pay succeeding debts as they become due. NAME OFOFFERER:~,L,~ ~-~ ~h~/]q~//l~j~ ~d zss -z7 crrY/sTxr /zip g/drvetl -'/¢ 77 SU}S~Cm,~Ep/ANrLSWOUN to before me by the a,b~e~named [4[[(~r~/' ~ qP~) on this the ~: ~.;;~;.:,~: Rtm4~at~ry b~c in and fo,;..~ Stat,¢-qf ~' *:"~" } ~Y COMM SS ON EXPIRES t, ' :~!,,:r~."~:"' ..~:'' ,,~nua~ 1.,5, 200~ :l . ~ . RETURN THIS AFFIDAVIT AS PART OF THE BID PROPOSAL Page 17 of 19 CONFLICT OF INTEREST STATEMENT Please delineate all owners of your company. If you have any contractual business relationship or family relationship with any member of the governing body of the City or if you expect this to occur, please so state: Page 18 of 19 EXCEPTIONS PAGE PLEASE STATE ANY EXCEPTIONS TO THE BID Page 19 of 19 INVITATION TO BID December 14, 2004 Sealed Bids, subject to the General Instructions, Conditions and Specifications, as provided will be addressed to the City Secretary of the City of Port Arthur. Texas in DUPLICATE. Sealed BIDS shall be received no later than 3:00 P. M. December 27, z004 at the City Secretary Office and all bids received will thereafter be opened and read aloud on December 29, 2004 in the City Council Chambers, 5th Floor, City Hall, Port Arthur, Texas for the following: PURCHASE 8 POLICE VEHICLES BIDS SHALL BE PLACED IN A SEALED ENVELOPE, with the bidder's name and address in the upper left-hand comer of the envelope. FACSIMILE TRANSMITTALS SHALL NOT BE ACCEPTED. BIDS MUST BE submitted on the pricing form included for that purpose in this packet and SIGNED BY A PERSON HAVING THE AUTHORITY TO BIND THE FIRM IN A CONTRACT. MARK ENVELOPE: POLICE VEHICLES Seal'ed Bids shall be submitted: CITY OF PORT ARTHUR CITY SECRETARY P. O. BOX 1089 PORT ARTHUR, TX 77641-1089 ,CITY OF PORT ARTHUR CITY SECRETARy 444 4TH STREET PORT ARTHUR, TX 77640 ALL BIDS lVIUST BE RECEIVED IN THE CITY SECRETARY'S OFFICE BEFORE OPENING DATE AND TIME. Page 1 of 19 Bids received after the closing time specified will be returned to the bidder unopened. Award will be made as soon as practicable after opening. To obtain results, or if you have any questions, please contact Clifton Williams at the City of Port Arthur Purchasing Office, ar (409) 983-8160. The City of Port Arthur reserves the right to reject any or all Bids and to waive informalities or defects in bids. or to accept such bids as it shall deem to be in the besl interests of the City of Port Arthur. Sincerely, Joseph Broussard Purchasing Coordinator Page 2 of 19 CITY OF PORT ARTHUR GENERAL SPECIFICATIONS GENERAL INFORMATION: NOTE: It is extremely important that the Vendor, Bidder, and/or Contractor furnish the City of Port Arthur the required information specified in the Bid or Proposal Specifications listed in this Bid Package. The/ntent of this INVITATION TO BID (ITB) is to provide bidders with sufficien~ information to prepare SEALED BIDS IN DUPLICATE for furnishing: PURCHASE 8 POLICE VEHICLES Bids must be in a sealed envelope addressed to the City Secretary, City of Port Arthur, P. O. Box 1089, Port Arthur, Texas 77641. Bids shall be received no later than 3:00 P. M. December 29, 2004. Bid proposal MUST BE SIGNED BY THE BIDDER. All bids meeting the intent of this request for bid will be considered for award. BIDDERS TAKING EXCEPTION TO THE SPECIFICATIONS, OR OFFERING SUBSTITUTIONS. SHALL STATE THESE EXCEPTIONS BY ATTACHMENT AS PART OF THE BID. The absence of such a list shall indicate that the bidder has not taken exception and the City shall hold the bidder responsible to perform in strict accordance with the specifications of the invitanon. The City reserves the right to accept any and ali or none of the exception(s), substitutions(s) deemed to be in the best interest of the City of Port Arthur. Bids cannot be altered or amended after submission deadline. Any interlineation, alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. The City reserves the right to: 1. Reject any and all bids, and to make no award if it deems such action to be in its best interest. 2. Award bids on the lump sum or unit pr/ce basis, whichever is in the best interest of the City. 3. Reject any or ali bids and to waive informalities or defects in bids, or to accept such bids as it shall deem to be in the best interests of the City. 4. Award bids to bidders whose pr/ncipal place of business is in the City of Port Arthur and whose bid is wittfin 3% of the lowest bid price. This preference can't be granted for purchases involving Federal Funds. The award shall be made to the responsible vendor(s) whose bid is determined to be the lowest offer; taking into consideration the relative importamce of price, conformance to specifications and capability and experience of the contractor. Page 3 of 19 TERMINOLOGY: "Bid" vs. "Proposal"--For the purpose of this ITB, the terms "Bid" and Proposal" shall be equivalent. Bidders are cautioned to read the information contained in this ITB carefully and to submit a complete response to all requirements and questions as directed. CONFLICT OF INTEREST: No public official shall have interest in this contract, in accordance with Vernon's Texas Code Annotated, Local Government Code Title 5, Subtitle C, Chapter 171. ETHICS: The bidder shall not offer or accept gifts or anything of value, nor enter into any business arrangement with any employee, official or agent of the City of Port Arthur. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A prospective bidder must affirmatively demonstrate bidder's responsibility. A prospective bidder must meet the following requirements: 1. Be able to comply with the required or proposed delivery schedule~ 2. Have a satisfactory record ofperformance 3. Have a satisfactory record of integrity and eth/cs. 4. Be otherwise qualified and eligible to receive an award. 5. Be engaged in a full time business, and can assume liabilities for any performance or warranty service required. 6. The City Council shall not award a contract to a company that is in arrears in its obligations to the City. ~,,~ t~ayrn~l~L~ shall be made to any person of public moneys under any contract by the City with such person until such person has paid all obliganons and debts owed to the City, or has made satisfactory arrangements to pay the same. Any interpretations, corrections or changes to the ITB and Specifications will be made by addenda. Sole issmng authority of addenda shall be vested in the City of Port Arthur Purchasing Manager. Addenda will be mailed to all who are known to have received a copy of the ITB. Offerers shall acknowledge receipt of all addenda. PRICES: The bidder should show in the proposal both the unit price and total amount, where required, of each item listed. In the evem of error or discrepancy m the mathematics, the unit price shall prevail. PURCHASE ORDER: A purchase order(s)shall be generated by the City of Port Arthur to the successful bidder. The purchase order number must appear on all itemized invoices. INVOICES: All invoices shall be mailed directly to the City of Port Arthur, Attn.: Police Department, p. O. Box 1089, Port Arthur. Texas 7764~. _Pavmen_t: Payment will be made upon receipt of the original invoice and the acceptance of the goods or sermces by the City of Port Arthur. Page 4 of 19 SALES TAX: The City of Port Arthur is exempt by law from payment of Texas Sales Tax and Federal Excise Tax, therefore the proposal shall not include Sales Tax. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Port Arthur, Texas, Jefferson County. COMPLIANCE WITH LAWS: The Contractor shall comply with all applicable laws, ordinances, rules, orders, regulations and codes of the federal, state and local governments relating to performance of work herein. INTEREST OF MEMBERS OF C1TY: No member of the governing body of the City, and no other officer, employee or agent of the City who exercises any functions or responsibilities in connection with the planning and carrying out of the program, shall have any personal financial interest, direct or indirect, in this Contract; and, the Contractor shall take appropriate steps to assure compliance. DELINQUENT PAYMENTS DUE CITY: The City of Port Arthur Code of Ordinances prohibits the City from granting any license, privilege or paying money to anyone owing delinquent taxes,' paving assessments or any money to the City until such debts are paid or until satisfactory arrangements for payment has been made. Bidders must complete and sign the AFFIDAVIT included as part of this ITB. CONTRACT: The following will comprise the contract between the City and the successful bidder: 1. Information for Bidders 2. Bid Sheet 3. Notice of Awards 4. Specifications 5. Addenda QUANTITIES: Quantities shown are estimated, based on projected use. It is specifically understood and agreed that these quantifies are approximate and any additional quantities will be paid for at the quoted price. It is further understood that the supplier shall not have any claim against the City of Port Arthur for quantifies less than the estimated amOlllll.. All bids Mi1 remain m effect for sixty (60) days after the bid opening date. if through any cause the Bidder fails to fulfill in a timely and proper manner, his obligations under this Contract, or fails to perform in accordance with these specifications, the City reserves the right to terminate this Contract by giving written notice to the Bidder of such termination and specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. Page 5 of 19 No person has the authority to verbally alter these specifications. Any interpretations, corrections or changes to this ITB and specifications will be ma~le in ~vriting by the Purchasing Division of the City of Port Arthur and sent to each person having a bid package. The vendor must be an authorized dealer for all products offered. The vendor must give the manufacturers name and product description of alt items. Inferior products, products which perform at a substandard level, or poor quality products will be rejected. SH[PP1NG INFORMATION: All bids are to be F.O.B., City of Port Arthur, Port Arthur, Texas 77640 INCORPORATION OF PROVISIONS REQUIS~D BY LAW: Each proviston and clause required by law to be inserted into the Contract shall he deemed to be enacted herein and the Contract shall be read and enforced as though each were included herein. If, through mistake or otherwise, any such provismn is not inserted or is not correctly inserted, the Contract shall be amended to make such insertion on apphcation by either party. CONTRACTOR'S OBLIGATIONS: The Contractor shall and will, in good workmanlike manner, perform all work and furnish all supplies and materials, machinery, equipment, facilities and means, except as herein othervase expressly specified, necessary or proper to perform and complete all the work required by t~s Contract, in accordance with the provismns of this Contract and said specifications The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail All interpretations of these specifications shall be made on the basis of statement. While the purpose of the specifications is to indicate nun/mm requirements in the way of capability, performance, construction, and other details, its use is not intended to deprive the City of Port Arthur the option of selecting goods which may be considered most suitable for the purpose involved. In the event of conflicts between the written bid proposal and informanon obtained verbally, the vendor is specifically advised that the written bid proposal will prevail in the determination of the successful bidder. Under the Title VI of the Civil Rights Act of 1964, no person shall, on the gromads of race, color, or national origin, be excluded from participation in, be den/ed the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial assistance. Questions concerning this ITB or additional information should be directed R. Balsamo at 409-983-8673. Page 6 of 19 2005 PATROL VEHICLE EQUIPMENT I. Pro-Copper model designed for vehicle type and model being outfitted. This will be a center instrument holding console with armrest. Equipment installed will include siren controls, overhead light bar controls, with enough space for a 800mhz radio to be installed later. 2. Whelen 48" lightbar configured with clear/white alley and takedown lights. All other lights are to be strobe type lights in red and blue. This will include at least 2 strobe lights to the rear, two strobe lights to the front and one strobe light to both ends. This light will also include an "arrow stick" in the rear. o Control box with sufficient scapacity to control all lights on the light bar with Individual switches. This box will be mounted in the center console. Stobe lights in each corner lens of the vehicle, with a power supply controlled by a switch o the above control box. Federal model PA-300 siren with controls mounted in the center console and a 100 watt compatible speaker mounted in the forward area of the engine/grill area. Whelen brand may be substituted, however all vehicles will be equipped with the same brand. Pro-Gard model 2B2106 Vehicle protection partition with seat protector and Acrylic side panels. Shotgun rack. electronic and key controlled, with switch located on center Console, made and adjusted for the Remington 870, pump action shotgun. Mobile Vision brand video recorder system including rear sear microphone And the digital transmitter. Instructions on installation will be provided Upon awarding of the bid. 9. Fire Extinguisher, 5 pound, dry chemical to be mounted in the trunk. 10. After market wind Page 7 of 19 2005 PATROL VEHICLE SPECIFICATIONS Air Bags: equipped with both driver and passenger supplemental restraint system. Air Conditioning: equipped with CFC free refrigerant, heavy duty system designed to prevent component damage due to high speed driving. Alternator System: Transistorized regulator 135 amp minimum output, minimum curb idle output of 80 amps, heavy duty design. Battery: 12 volt, with a minimum of 750 CCA. Body Side Molding: Vehicle to be equipped with body side molding, which will be attached after the vehicle decals are applied. Brakes: Power assisted, anti-locking brakes using disc brakes on all four wheels. Cigarette lighter/Power Point: Located as to be accessible to the operator after installation of electronics equipment console, with minimum of 3 outlets. Color: Vehicle exterior body color is to be white with dark interior color. Cooling System: Vehicles to have the maximum size cooling system (heavy duty) available, with a coolant recovery system. Differential: Heavy duty~ limited slip, rear wheel drive. Electrical System: Vehicles are to be equipped with an auxiliary fuse box to supply electrical power for auxiliary equipment. In addition, there will be a dedicated ground wire, hot all the time battery wire and a hot key off auxiliary wire routed to the floor console area to be dedicated to mobile radio installation. Engine: Manufacturers 4.6 liter V-8. Flooring: Synthetic rubber flooring throughout, including a full floor trunk mat. No floor carpet is to exist in any compartment. Gauee Packaee: Vehicles are to be equipped with factory installed Oil pressure, temperature and electrical system voltage gauges. .Fuel filler door: Vehicles are to be equipped with a remotely controlled fuel frier door, accessible to the driver. Page 8 of 19 Keys: All vehicles are to be keyed alike. One key will operate the doors, ignition and trunk locks. 6 keys to be provided for each vehicle. .Lights, Interior: Vehicles are to be equipped with a dome light mounted on the headliner on the centerllne, just rearward of the rearview mirror, with enough clearance to allow installation of a mobile camera system console. Automatic door operated courtesy lamp feature is to be disabled. _Lights, Eneine & Trunk: Vehicles are to be equipped with a light system that illuminates the trunk compartment and he engine area in hours of darkness. Locks: All doors must have power door locks, with the rear inside door handles and window controls to be inoperative (only controlled by driver's door console). Mirrors: Vehicles are to be equipped with remotely control (power) outside mirrors, controlled from the driver's position and a day/night inside rearview mirror. Radio: Vehicles to be equipped with a two-way radio noise suppression package including grounding straps and manufacturers AM-F3! radio. Rear Window Defroster: Vehicles to be equipped with an electrical grid type rear window defroster. Seats.: Vehicies to be equipped with Severe/Heavy duty front bucket seats with dark cloth material. The rear seat must be a bench type covered in a dark colored heavy duty vinyl. Spare Tire: Full size conventional tire only. Speedometer: A calibrated speedometer accurate to plus or minus 3 mph. With a scale of 0-140 mph. Digital instruments shall use 1 mph increments. Spotlight: High intensity type mounted on the driver's side, wired independently of the ignition s*vitch. Mounted as to not interfere with the opening or closing of the door or the hood. Steerin~ Wheel: Tilt type required. Steering: Power assisted steering, designed for high speed and pursuit driving. Suspension System: Manufacturer specifications for special service (police) package. Tires: Speed rating to meet or exceed performance capabilities. Page 9 of 19 Transmission: Fully automatic, with overdrive, steering column shift controlled, with heavy duty oil cooler. Trunk Release: Vehicles are to be equipped with a remotely controlled electronic trunk release, accessible to the driver. Wheelbase: A minimum 112" wheelbase. Wheels and covers: Heavy duty wheels, designed for police use with chrome centerpiece or hubcaps that cover the lug nuts. Windows: Power windows required, with control and lockout for all windows within reach of the driver. Rear door windows control to be made inoperative. Windshield Wipers: Multiple speed electric wipers to include an intermittent feature and windshield washer. Warranty: Vehicle and equipment shall include a minimum of 36 month 36000 mile warranty. Police markin~: Vehicle shall have applied the reflective blue markings that are standard on all P.A. Police units. In addition, the lower rear bumper cover shall be marked by strips of reflective orange. These strips shall be app. 45 degrees off of vertical on both sides of the center. Page 10 of 19 ADMINISTRATION/CID VEHICLE EQUIPMENT Set of two (2) Code Three brand, Deckblaster model dual strobe light systgems, configured with red and blue lenses. One unit to be mounted in the inside of the windshield at the center point, but so as to not interfere with the function or movement of the rearview mirror. The second unit is to be mounted in the inside of the vehicle affixed to the top center of the rear windshield. Both units to be wired to function at the same time, using one switch mounted in convenient reach of the driver (center consold area). The switch should activate these lights along wit the strobe lights. 2. Strobe lights in all corner lanps of the vehicle, powered by an independent power supply, with switch positioned in the center console area (see above). 3. Federal Signal model PA-300 siren system with controls mounted in the center Console area, including a compatible external speaker mounted facing forward in the forward area of the grill/engine compartment. 4. Installer to provide one ground, one hot and one hot switched by the ignition switch, wires of suitable size and protected by a 15amp fuses to the center console for later installation of a radio. 5. Fire Extinguisher, 5 pound, dry chemical, mounted in truck. 6. After market window tint which complies with state law on all windows. Page 11 of 19 SPEDIFICATIONS - 2005 ADMINISTRATION / DETECTIVE VEHICLES Air bags~ Dual: .Driver and passenger supplemental restraint system. Air conditioning: .Manual controls, CFC free refrigerant. Battery: 12 volt, minimum 730 cold cranking amps. Body Side Molding: Vehicle to be equipped with Body Side Molding. Brakes: Vehicle shall be equipped with power assisted, anti-locking brakes using disc brakes on all four wheels (AILS - Preferred). Colors: Upon award of bid, colors will be chosen from manufacturer selection. Engine: 6 cylinder, fuel injection (minimum 3.0 liter). Gauge Package: Oil pressure, coolant temperature and electrical system voltage displayed in dash gauges. Glass: All windows shall be heat absorbing (tinted) type. Headlights: To be equipped with high and low beam quartz-halogen typ_ e. Hood-latch Release: To be equipped with inside hood latch release. Keying: All locks to be of the same type utilizing the same key type. Each vehicle shall be keyed differently. Six keys shall be furnished with each vehicle. Two keys must be dealer supplied on original equipment blank only. Lights, Engine & Trunk Compartment: Vehicle to be equpped with engine compartment and trunk lighting controlled by hood and trunk lid switches. Locks: All doors to be equppped with power door locks. Mirror: Rearview Inside - Day/Night type. Mirrors: Rearview Outside - Installed on the left hand and right hand doors. Remote control type (power) preferred. Power Windows and Locks: Side door windows and locks to be electrically powered with each window/door having its own control. The drivers door to have controls for all windows and locks. Radio: Manufacturers standard AM/FM radio. Page 12 of 19 Scats: Vehicle will be equipped with 60/40 split front bench seat or bucket seats (front) with cloth upholstery. Steering Wheel: Tilt type steering wheel required. Steering: Power Assisted Steering. Tires: Speed rated to meet or exceed vehicle performance capabilities, 15" or 16", with conventional full size spare tire including wheel, wrench and jack. Transmission.'. Four speed automatic with overdrive. Trunk lock release: Trunk to be equipped with a electrically operated remote control trunk release. Wheelbase: A minimum wheelbase of 107" is acceptable. Windshield '*VipersfWashers: Multiple speed electric wipers to include intermittent feature and windshield svasher. Warranty: Vehicle and equipment shall have a minimum of 36 month, 36000 mile warranty. Page 13 of 19 BID PROPOSAL PAGE 1 of 2 BID OPENING DATE: December 29, 2004 Bid Proposal F~zEIGHT (8) POLIC .E/JPATROL VEHICLES .>" -z ./ ' business in the City/Town of fi~[/e~z~th-/o~&fl submits herewith, in conformity v~ith the General Instructions, Conditions, and Specifications for the following Bid: doing OUTLINE OD BID DATA: ITEM # QUAN. DESCRIPTION UNITCOST TOTAL COST 1. 6 2. 6 3. 6 4. 2 5. 2 6. 2 POLICE PATROLVEHICLES EQUIPMENT LIST TOTAL POLICE ADMIN VEHICLES EQUIPMENT LIST TOTAL /- Date Page. 14 of 19 BID PROPOSAL PAGE 2 of 2 DELIVERY WILL BEGIN y~ -' Receipt of addenda is acknowledged: DAYS AFTER AWARD No. 1 Dated Received COMPA~ NAME (P~'T OR T~'PE ~A~ME~ [ STREET ADDRES,8 PO. BOX CITY STATE ZIP AREA CODE TELEPHONE NO. Page 15 of 19 OPENING DATE: December 30, 2003 CITY OF PORT ARTHUR INSTRUCTIONS TO BIDDER Bidders are requested to furnish their complete REMIT TO ADDRESS and TAX IDENTIFICATION NUMBER as indicated below: REMIT PAYMENT TO: COMPANY ADDRESS CITY/STATE/ZIP SEN~) PURCHASE ORDER TO: / INCORPORATED YES NO ~age 16 of 19 AFFIDAVIT Ail pages in the offerer's bid proposal containing statements, letters, etc., shall be signed by a duly authorized officer of the company, whose s~gnature is binding on the bid proposal. The u~ersigned offers and agrees to one of the following: r ~/ I hereby certify that I do not have outstanding debts with the City of Port Arthur. Further, I agree to pay succeeding debts as they become due during this agreement. __ I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to pay said debts prior to execution of this agreement. I further agree to pay succeeding debts as they become due. __ I hereby certify that I do have outstanding debts with the City of Port Arthur and agree to enter into an agreement for the payment of said debts. I further agree t~l~ay succeeding debts as they be~ due. CITY/STATE/ZIP SIGNATURE S.~UBSC~R.IBE~D AND SWORN to before me by the above r~mned day of ~ ,20 Gq . Notary Public in and for the State of My commission expires: RETURN THIS AFFIDAVIT AS PART OF TH~~pires 11-16-2006 ] Page 17 of 19 CONFLICT OF INTEREST STATEMENT Please delineate all owners of your company. If you have any contractual business relationship or family relationship w/th any member of the governing body of the City or if you expect this to occur, please so state: Signature Page 18 of 19 EXCEPTIONS PAGE PLEASE STATE ANY EXCEPTIONS TO THE BID SIGNATURE Page 19 of 19