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HomeMy WebLinkAbout01/06/2026 08.E. Resolution - agreements for Quote 22555 Vehicle Maintenance and Lube and Oil Services for YPD ''i i 'V 1� • r1. y/I i � `` BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. 8.E. For Meeting of: January 6, 2026 ITEM TITLE: Resolution authorizing multiple award and agreements for Quote 22555 Vehicle Maintenance and Lube and Oil Services for the city Police Department (General Fund) SUBMITTED BY: *Lt. Tory Adams, Police Department Christina Payer, Buyer II, Purchasing SUMMARY EXPLANATION: If awarded, the term contract will establish unit prices over the next five years for vehicle maintenance and lube and oil services. Services provided under this contract include, but are not limited to; oil change and filter change, complete tune-up, tire services and as needed front end alignment and repairs not covered by vehicle manufacturer warranty and major maintenance services -suspension, engine, transmission, cooling systems and brakes. Purchasing staff completed a formal quote process and a multiple award was made to Commercial Tire LLC and Price Ford of Yakima Valley. The approximate annual contract value of this award is $100,000. ITEM BUDGETED: Yes STRATEGIC PRIORITY 24-25: A Resilient Yakima RECOMMENDATION: Adopt Resolution. ATTACHMENTS: Resolution 22555 Agreement_Commercial Tire_FINAL.pdf 22555 Agreement_Price Ford_FINAL.pdf Tab 22555_FINAL.pdf 165 RESOLUTION NO. R-2026- A RESOLUTION authorizing multiple awards and agreements for Quote 22555 Vehicle Maintenance and Lube and Oil Services for the city Police Department. (General Fund) WHEREAS, the City Purchasing Division published notice on September 29, 2025, on the city's webpage, through Public Purchase, that Quote No. 22533 was open to receive competitive quote submittals; and WHEREAS, quotes were due by October 13, 2025, 2:00:00PM PDT. Timely quotes that were received via Public Purchase, the city's web-based e-procurement software system, were unencrypted and opened in the City Purchasing Division; and WHEREAS, quotes that were received and deemed to be responsive are included on the attached quote tabulation; and WHEREAS, recommendation of award was made to one primary and one secondary vendor. After reviewing the approved recommendation of award and quote submittals, the Purchasing Manager signed his signature of approval on the attached quote tabulation, dated November 24, 2025; and WHEREAS, multiple awards are recommended to ensure that the city receives the lowest overall pricing and vendor capacity to meet the level of service demands that are required under this contract. Quote submittals received from Commercial Tire Inc and Price Ford of Yakima Valley, meet the needs, requirements and available budget of the City of Yakima Police Department for these services, now, therefore, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager is hereby authorized to execute Agreements with Commercial Tire Inc and Price Ford of Yakima Valley. This is a potential five-year award, with an approximate annual value of$100,000. ADOPTED BY THE CITY COUNCIL this 6th day of January, 2026. Mayor ATTEST: Rosalinda Ibarra, City Clerk 1 166 AGREEMENT CITY OF YAKIMA Quote 22555 Vehicle Maintenance and Lube&Oil Services THIS AGREEMENT, entered into on the date of last execution, between the City of Yakima, a Washington municipal corporation ("City"), and Commercial Tire, ("Contractor"). WITNESSETH: The parties, in consideration of the terms and conditions herein, do hereby covenant and agree as follows: 1. Statement of Work The Contractor shall perform all work and service(s) and furnish all tools, materials, labor and equipment (collectively referred to as "Services") according to the procedure outlined in Quote 22555 Vehicle Maintenance and Lube&Oil Services. Specifications which are attached as Exhibit A, and the most recent edition of the ANSI/TIA/EIA and NEC Standards, all of which are incorporated herein by this reference, and shall perform any alterations in or additions to the work provided under this Contract and every part thereof. The Contractor shall provide and bear the expense of all equipment; work and labor of any sort whatsoever that may be required for the transfer of materials and completing the work provided for in this Contract and every part thereof, except such as are mentioned in the specifications to be furnished by the City of Yakima. 2. Compensation The City agrees to pay the Contractor according to Exhibit B, attached hereto and incorporated herein, which Exhibit includes the deliverables and payment schedule of itemized prices as listed in the Contractor's Quote submittal at the time and in the manner and upon the conditions provided for the Contract. 3. Contract Term The period of this Contract shall be for a period of one (1) year from its effective date. The City may, at its option, extend the Contract on a year-to-year basis for up to three (3) additional years. Contract extensions shall be automatic, and shall go into effect without written confirmation, unless the City provides advance notice of the intention to not renew or unless the Services have been completed to the City's satisfaction prior to any automatic renewal. 4. Agency Relationship between City and Contractor Contractor shall, at all times, be an independent Contractor and not an agent or representative of City with regard to performance of the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of City. In no event shall Contractor be authorized to enter into any agreement or undertaking for, or on, behalf of City. 5. Successors and Assigns a. Neither the City, nor the Contractor, shall assign, transfer, or encumber any rights, duties, or interests accruing from this Contract without the prior written consent of the other. b. The Contractor for itself, and for its heirs, executors, administrators, successors, and assigns, does hereby agree to the full performance of all the covenants herein contained upon the part of the Contractor. 5. Property Rights All records or papers of any sort relating to the City and to the project will at all times be the property of the City and shall be surrendered to the City upon demand. All information concerning the City and said project which is not otherwise a matter of public record or required by law to be made public, is confidential, and the Contractor will not, in whole or part, now or at any time disclose that information without the express written consent of the City. 6. Records a. The records relating to the Services shall, at all times, be subject to inspection by and with the approval of the City, but the making of (or failure or delay in making) such inspection or approval shall not relieve Contractor of responsibility for performance of the Services in accordance with this Contract, notwithstanding the City's knowledge of defective or non- 22555 Agreement Page 1 of 8 167 complying performance, its substantiality or the ease of its discovery. Contractor shall provide the City sufficient, safe, and proper facilities, and/or send copies of the requested documents to the City. Contractor's records relating to the Services will be provided to the City upon the City's request. b. Contractor shall promptly furnish the City with such information and records which are related to the Services of this Contract as may be requested by the City. Until the expiration of six (6) years after final payment of the compensation payable under this Contract, or for a longer period if required by law or by the Washington Secretary of State's record retention schedule, Contractor shall retain and provide the City access to (and the City shall have the right to examine, audit and copy) all of Contractor's books, documents, papers and records which are related to the Services performed by Contractor under this Contract. If any litigation, claim, or audit is started before the expiration of the six-year period, or for the required perioud outlined by the Washington Secretary of State's record retention period if longer, the records shall be retained unitl all litigation, claims or audit findings involving the reocrds have been resolved. c. All records relating to Contractor's services under this Contract must be made available to the City, and the records relating to the Services are City of Yakima /Yakima County records. They must be produced to third parties, if required pursuant to the Washington State Public Records Act, Chapter 42.56 RCW, or by law. All records relating to Contractor's services under this Contract must be retained by Contractor for the minimum period of time required pursuant to the Washington Secretary of State's records retention schedule. d. The terms of this section shall survive any expiration or termination of this Contract. 7. Work Made for Hire All work the Contractor performs under this Contract shall be considered work made for hire, and shall be the property of the City. The City shall own any and all data, documents, plans, copyrights, specifications, working papers, and any other materials the Contractor produces in connection with this Contract. On completion or termination of the Contract, the Contractor shall deliver these materials to the City. 8. Warranty Unless otherwise specifically stated by the Bidder, all goods and services furnished shall be warranted against defects or faulty workmanship and materials by the Contractor for one (1) year following inspection and acceptance of the products by the City. Warranty shall include all costs incurred, including shipping, for repair or replacement except that which is damaged by misuse or abuse. This one-(1) year warranty shall in no way affect normal extended or manufacturer's warranty exceeding this one (1) year period. Contractor warrants that all goods and services furnished under this Agreement are new, conform strictly to the specifications herein, are merchantable, good workmanship, free from defect, comply with all applicable safety and health standards established for such products, all goods are properly packaged, and all appropriate instructions or warnings are supplied. If a defect is found, a component failure occurs, or workmanship is found to cause failure, the Vendor shall replace the product at their own expense, including shipping charges. Any replacement product will be warrantied for one (1) year from the date it is delivered. All implied and expressed warranty provisions of the Uniform Commercial Code are incorporated into this Agreement. Contractor further warrants that no violation of any federal, state or local law, statute, rule, regulation, ordinance or order will result from the manufacturer, production, sale, shipment, installation or use of any other goods. Contractor's warranties (and any more favorable warranties, service policies, or similar undertaking of Contractor)shall survive delivery, inspection, and acceptance of the goods or services. 9. Compliance with Law Contractor agrees to perform all Services under and pursuant to this Contract in full compliance with any and all applicable laws, rules, and regulations adopted or promulgated by any governmental agency or regulatory body, whether federal, state, local, or otherwise. Contractor shall procure and have all applicable and necessary permits, licenses and approvals of any federal, state, and local government or governmental authority or this project, pay all charges and fees, and give all notices necessary and incidental to the due and lawful execution of the work. a. Procurement of a City Business License. Contractor must procure a City of Yakima Business License and pay all charges,fees, and taxes associated with said license. Contractor must provide proof of a valid Washington department of Revenue state excise tax registration number, as required in Title 85 RCW. b. Contractor must provide proof of a valid Washington State Contractor Registration number. 22555 Agreement Page 2 of 8 168 c. Contractor must provide proof of a valid Washington department of Revenue state excise tax registration number, as required in Title 82 RCW. d. Contractor must provide proof of a valid Washington Unified Business Identification (UBI) number. Contractor must have a current UBI number and not be disqualified from bidding on any public works contract under RCW 39.06.010 or 39.12.065(3). e. Contractor must provide proof of a valid Washington Employment Security Department number as required by Title 50 RCW. f. Foreign (Non-Washington) Corporations: Although the City does not require foreign corporate proposers to qualify in the City, County or State prior to submitting a proposal, it is specifically understood and agreed that any such corporation will promptly take all necessary measures to become authorized to conduct business in the City of Yakima at their own expense, without regard to whether such corporation is actually awarded the contract, and in the event that the award is made, prior to conducting any business in the City. 10. Nondiscrimination Provision During the performance of this Contract, the Contractor agrees as follows: The Contractor shall not discriminate against any person on the grounds of race, creed, color, religion, national origin, sex, age, marital status, sexual orientation, gender identity, pregnancy, veteran's status, political affiliation or belief, or the presence of any sensory, mental or physical handicap in violation of the Washington State Law Against Discrimination (RCW chapter 49.60) or the Americans with Disabilities Act(42 USC 12101 et seq.). This provision shall include but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, selection for training, and the provision of Services under this Agreement. Contractor agrees to comply with the applicable provisions of State and Federal Equal Employment Opportunity and Nondiscrimination statutes and regulations. In the event of the Contractor's noncompliance with the non-discrimination clause of this contract or with any such rules, regulations, or orders, this Contract may be cancelled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for any future City contracts. No provision of this Contract shall require or prohibit action or inaction by either party, or the agent(s) or subcontractor(s) of either party, that would violate Federal, State, or local law or that would affect the City's eligibility for any federal program or receipt of federal funds. The following provisions are included as required by Washington State law for any public work or improvement exceeding the sum of$10,000.00, or$15,000.00 for construction of water mains. RCW 35.22.650: Contractor agrees that the Contractor shall actively solicit the employment of minority group members. Contractor further agrees that the Contractor shall actively solicit bids for the subcontracting of goods or services from qualified minority businesses. Contractor shall furnish evidence of the Contractor's compliance with these requirements of minority employment and solicitation. Contractor further agrees to consider the grant of subcontracts to said minority bidders on the basis of substantially equal proposals in the light most favorable to said minority businesses. The Contractor shall be required to submit evidence of compliance with this section as part of the bid. Nothing in this Agreement shall require Contractor or any of its subcontractor(s)to take action that would be deemed discrimination or preferential treatment in violation of RCW 49.60.400. Pursuant to RCW 49.60.400(6), this Section does not prohibit action that must be taken to establish or maintain the City's eligibility for any federal program, if ineligibility would result in a loss of federal funds to the City. 11. Pay Transparency Nondiscrimination Provision: The Contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in 22555 Agreement Page 3 of 8 169 response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c)consistent with the contractor's legal duty to furnish information. 12. Indemnification and Hold Harmless a. Contractor shall take all necessary precautions in performing the Services to prevent injury to persons or property. The Contractor agrees to release, indemnify, defend, and hold harmless the City, its elected and appointed officials, officers, employees, agents, representatives, insurers, attorneys, and volunteers from all liabilities, losses, damages, and expenses related to all claims, suits, arbitration actions, investigations, and regulatory or other governmental proceedings arising from or in connection with this Agreement or the acts, failures to act, errors or omissions of the Contractor, or any Contractor's agent or subcontractor, in performance of this Agreement. b. Industrial Insurance Act Waiver. It is specifically and expressly understood that the Contractor waives any immunity that may be granted to it under the Washington State industrial insurance act, Title 51 RCW, solely for the purposes of this indemnification. Contractor's indemnification shall not be limited in any way by any limitation on the amount of damages, compensation or benefits payable to or by any third party under workers' compensation acts, disability benefit acts or any other benefits acts or programs. Contractor shall require that its subcontractors, and anyone directly or indirectly employed or hired by Contractor, and anyone for whose acts Contractor may be liable in connection with its performance of this Agreement, comply with the terms of this paragraph, waive any immunity granted under Title 51 RCW, and assume all potential liability for actions brought by their respective employees. The Parties acknowledge that they have mutually negotiated this waiver. c. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City, the Contractor's liability, including the duty and cost to defend, shall be only to the extent of the Contractor's negligence. d. Nothing contained in this Section or this Contract shall be construed to create a liability or a right of indemnification in any third party. e. The terms of this Section shall survive any expiration or termination of this Contract. 13. Contractor's Liability Insurance At all times during performance of the Services and this Contract, Contractor shall secure and maintain in effect insurance to protect the City and Contractor from and against any and all claims, damages, losses, and expenses arising out of or resulting from the performance of this Contract. If Contractor carries higher coverage limits than the limits stated below, such higher limits shall be shown on the Certificate of Insurance and Endorsements and the City shall be named as an additional insured for such higher limits. Contractor shall provide and maintain in force insurance in limits no less than that stated below, as applicable. The City reserves the right to require higher limits should it deem it necessary in the best interest of the public. Contractor shall provide a Certificate of Insurance to the City as evidence of coverage for each of the policies and outlined herein. A copy of the additional insured endorsement attached to the policy shall be included with the certificate. This Certificate of insurance shall be provided to the City, prior to commencement of work. Failure to provide the City with proof of insurance and/or to maintain such insurance outlined herein shall be a material breach of this agreement and a basis for termination. Failure of City to demand such verification of coverage with these insurance requirements or failure of City to identify a deficiency from the insurance documentation provided shall not be construed as a waiver of Contractor's obligation to maintain such insurance. Contractor's insurance coverage shall be primary insurance with respect to those who are Additional Insureds under this Agreement, and any insurance, self-insurance or insurance pool coverage maintained by the City shall be in excess of the Contractor's insurance and neither the City nor its insurance providers shall contribute to any settlements, defense costs, or other payments made by Contractor's insurance.All additional insured endorsements required by this Section shall include an explicit waiver of subrogation. The following insurance is required: 22555 Agreement Page 4 of 8 170 a. Commercial Liability Insurance Before this Contract is fully executed by the parties, Contractor shall provide the City with a certificate of insurance and additional insured endorsements as proof of commercial liability insurance with a minimum liability limit of Two Million Dollars ($2,000,000.00) per occurrence, combined single limit bodily injury and property damage, and Two Million Dollars ($2,000,000.00) general aggregate. If Contractor carries higher coverage limits, such limits shall be shown on the Certificate of Insurance and Endorsements and the City, its elected and appointed officials, employees, agents, attorneys and volunteers shall be named as additional insureds for such higher limits. The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The certificate of insurance and additional insured endorsements shall name the City of Yakima, its elected and appointed officials, employees, agents, attorneys and volunteers as additional insureds, and shall contain a clause that the insurer will not cancel or change the insurance without first giving the City prior written notice. The insurance shall be with an insurance company or companies rated A-VII or higher in Best's Guide and admitted in the State of Washington. The requirements contained herein, as well as City of Yakima's review or acceptance of insurance maintained by Contractor is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this contract. b. Automobile Liability Insurance Before this Contract is fully executed by the parties, Contractor shall provide the City with a certificate of insurance as proof of automobile liability insurance with a minimum liability limit of Two Million Dollars ($2,000,000.00) per occurrence. If Contractor carries higher coverage limits, such limits shall be shown on the Certificate of Insurance and Endorsements and the City, its elected and appointed officials, employees, agents, attorneys and volunteers shall be named as additional insureds for such higher limits. The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The certificate of insurance and additional insured endorsements shall name the City of Yakima, its elected and appointed officials, employees, agents, attorneys and volunteers as additional insureds, and shall contain a clause that the insurer will not cancel or change the insurance without first giving the City prior written notice. The insurance shall be with an insurance company or companies rated A-VII or higher in Best's Guide and admitted in the State of Washington. The requirements contained herein, as well as City of Yakima's review or acceptance of insurance maintained by Contractor is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this contract. The business auto liability shall include Hired and Non-Owned coverage if necessary. c. Employer's Liability(Stop Gap) Contractor and all subcontractor(s) shall at all times comply with all applicable workers' compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable, and shall maintain Employer's Liability insurance with a limit of no less than $1,000,000.00. The City shall not be held responsible in any way for claims filed by Contractor or its employees for services performed under the terms of this Contract. Contractor agrees to assume full liability for all claims arising from this Contract including claims resulting from negligent acts of all subcontractor(s). Contractor is responsible to ensure subcontractor(s) have insurance as needed. Failure of subcontractors(s)to comply with insurance requirements does not limit Contractor's liability or responsibility. Contractor's insurance coverage shall be primary insurance with respect to those who are Additional Insureds under this Contract. Any insurance, self-insurance or insurance pool coverage maintained by the City shall be in excess of the Contractor's insurance and neither the City nor its insurance providers shall contribute to any settlements, defense costs, or other payments made by Contractor's insurance. If at any time during the life of the Contract, or any extension, Contractor fails to maintain the required insurance in full force and effect, all work under the contract shall be discontinued immediately. Any failure to maintain the required insurance may be sufficient cause for the City to terminate the Contract. All additional insured endorsements required by this Section shall include an explicit waiver of subrogation. 22555 Agreement Page 5 of 8 171 14. Severability If any term or condition of this Contract or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Contract are declared severable. 15. Contract Documents This Contract, the Invitation to Quote 22555, Scope of Work, conditions, addenda, and modifications and Contractor's proposal (to the extent consistent with City of Yakima documents) constitute the Contract Documents and are complementary. Specific Federal and State laws and the terms of this Contract, in that order respectively, supersede other inconsistent provisions. These Contract Documents are on file in the Office of the Purchasing Manager, 129 No. 2nd St., Yakima, WA, 98901, and are hereby incorporated by reference into this Contract. 16. Termination Termination for Cause In the event the Contractor breaches this Contract, the City may terminate the Contract at its sole discretion in such event that it provides the Contractor with written notice of Contractor's breach and the Contractor fails to cure its breach within 30 days of this notice. In the event of the City breaches this Contract, the Contractor may terminate the Contract at its sole discretion in such event that it provides the City with written notice of City's breach and the City fails to cure its breach of the Contract within 60 days of this notice. The following represents a non-exclusive, illustrative list of instances that shall be considered a breach by the Contractor: a. Defaults on an obligation under the Contract; b. Fails to perform any material obligation required under the Contract; c. Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity; d. Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30-day notice; e. Makes an assignment for the benefit of creditors; f. Fails to follow the sales and use tax certification requirements of the State of Washington; g. Incurs a delinquent Washington tax liability; h. Becomes a State or Federally debarred Contractor; i. Is excluded from federal procurement and non-procurement Contracts; j. Fails to maintain and keep in force all required insurance, permits and licenses as provided in the Contract; k. Fails to maintain the confidentiality of the City information that is considered to be Confidential Information, proprietary, or containing Personally Identifiable Information; I. Contractor performance threatens the health or safety of a City, County or municipal employee; or Termination for Convenience The City may terminate the Contract, without cause, by providing 30 days written notice of termination. In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any fees owed under the Contract. The Contractor shall also be compensated for partially completed services. In this event, compensation for such partially completed services shall be no more than the percentage of completion of the services requested, at the sole discretion of the City, multiplied by the corresponding payment for completion of such services as set forth in the Contract. Alternatively, at the sole discretion of the City, the Contractor may be compensated for the actual service hours provided. The City shall be entitled to a refund for goods or services paid for but not received or implemented, such refund to be paid within 30 days of written notice to the Contractor requesting the refund. Change in Funding In addition to the above termination provisions, if the funds upon which the City relied to establish this Contract are withdrawn, reduced, 22555 Agreement Page 6 of 8 172 or limited, or if additional or modified conditions are placed on such funding, the City may terminate this Contract by providing at least five business days written notice to the Contractor. The termination shall be effective on the date specified in the notice of termination. 17. Dispute Resolution In the event that any dispute shall arise as to the interpretation of this agreement, or in the event of a notice of default as to whether such default does constitute a breach of the contract, and if the parties hereto cannot mutually settle such differences, then the parties shall first pursue mediation as a means to resolve the dispute. If the afore mentioned methods are either not successful then any dispute relating to this Agreement shall be decided in the courts of Yakima County, in accordance with the laws of Washington. If both parties consent in writing, other available means of dispute resolution may be implemented. 18. Re-Award When the contract is terminated by the Contractor upon providing the written notice as herein required, the City, pursuant to City ordinance, may re-award the contract to the next most responsible Proposer within 120 days from original award. When a Contractor is unable to supply goods and/or services to the City and is in breach of the contract, or when the contract is terminated by the City for cause as herein provided, the City reserves the right to re-award the contract to the next most responsible Proposer within 120 days from original award. 19. Force Majeure Contractor will not be responsible for delays in delivery due to acts of God, fire, strikes, epidemics/pandemics, war, riot, delay in transportation or railcar transport shortages, provided Contractor notifies the City immediately in writing of such pending or actual delay. Normally, in the event or any such delays (acts or God, etc.) the date of delivery will be extended for a period equal to the time lost due to the reason for delay. 20. Governing Law This Contract shall be governed by and construed in accordance with the laws of the State of Washington. 21. Venue The venue for any judicial action to enforce or interpret this Contract shall lie in a court of competent jurisdiction in Yakima County, Washington. 22. Authority The person executing this Contract, on behalf of Contractor, represents and warrants that they have been fully authorized by Contractor to execute this Contract on its behalf and to legally bind Contractor to all the terms, performances and provisions of this Contract. 23. Notice of Change in Financial Condition If, during the Contract Term, the Contractor experiences a change in its financial condition that may affect its ability to perform under the Contract, or experiences a change of ownership or control, the Contractor shall immediately notify the City in writing. Failure to notify the City of such a change in financial condition or change of ownership or control shall be sufficient grounds for Contract termination. 24. Change or Notice Any alterations, including changes to the nature of the service, made to the Contract shall be rendered in writing and signed by both responsible parties; no changes without such signed documentation shall be valid. No alterations outside of the general scope and intent of the original Request for Proposals or in excess of allowable and accepted price changes shall be made. In no event shall the Contractor be paid or be entitled to payment for services that are not authorized herein or any properly executed amendment. Notice of Business Changes: Contractor shall notify the City in writing within three (3) business days of any change in ownership of the facilities of the Contractor or of the facilities of any subcontractor. The Contractor shall notify the City in writing as soon as possible, and in no event later than three (3) business days, after any decision by the Contractor to change or discontinue service that will affect services provided to the City under this Contract. 22555 Agreement Page 7 of 8 173 The City shall have the right to renegotiate the terms and conditions of this Contract to the extent required to accommodate a change in governing law or policy that, in the sole discretion of the City, either substantially and unreasonably enlarges the Contractor's duties hereunder, or renders performance, enforcement or compliance with the totality of the Contract impossible, patently unreasonable, or unnecessary. Notices and demands under and related to this Contract shall be in writing and sent to the parties at their addresses as follows: TO CITY: TO CONTRACTOR: Christina Payer, CPPB Commercial Tire Buyer II Chris Parks, Director of Sales City of Yakima Purchasing Division 1411 S 1st Street 129 North 2nd Street Yakima, WA 98901 Yakima, WA 98901 25. Survival The foregoing sections of this Contract, 1-24 inclusive, shall survive the expiration or termination of this Contract in accordance with their terms. IN WITNESS WHEREOF, the parties hereto execute this Contract as of the day and year first above written. CITY OF YAKIMA COMMERCIAL TIRE By: City Manager Date: Date: Attest: (Print name) City Clerk List of Exhibits attached to this contract Exhibit A—Specifications Exhibit B—Contractor's Quote Form 22555 Agreement Page 8 of 8 174 EXHIBIT A - SPECIFICATIONS (EXCLUDING ATTACHMENT F - SAMPLE AGREEMENT) 175 City of Yakima NOTICE TO BIDDERS QUOTE 22555 Notice is hereby given by the undersigned that electronic sealed Quotes will be accepted via PublicPurchase.com until the hour of 2:00:00 PM PDT on October 13, 2025 At such time, quotes received through Public Purchase will be opened by the Procurement Manager or their designee and witnessed by another staff member in Yakima City Hall, 129 N 2nd Street, Yakima WA 98901 for: Vehicle Maintenance and Lube & Oil Services. Instructions to register with PublicPurchase.com are available at www.yakimawa.gov/services/purchasing. The City of Yakima reserves the right to reject any & all QUOTEs. The City hereby notifies all Bidders that it will affirmatively ensure compliance with WA State Law Against Discrimination (RCW chapter 49.60) & the Americans with Disabilities Act (42 USC 12101 et set.) Dated September 29, 2025 Christina Payer, CPPB Buyer II 22555 Vehicle Maintenance and Lube&Oil Services Page 1 of 30 176 �ic ^.' CITY OF YAKIMA�k >? INVITATION TO QUOTE 22555 `,. ' _"* . COVER SHEET THIS IS NOT AN ORDER QUOTE Release Date: September 29, 2025 Quote Receipt: Bidders must first register with PublicPurchase.com. Quote submittal shall be completely uploaded into PublicPurchase.com no later than the date and time listed below. Register as early as possible and do not wait until the due date to upload your documents, as this may take some time Late Quotes will not be accepted or evaluated. If you try to submit a Quote late, the electronic system will not receive it. Quotes shall be firm for acceptance for ninety (90) days from the date of Quote opening, unless otherwise noted. Quote openings are not public. Purchasing For: Buyer in charge of this procurement(Contact for further information): City of Yakima Police Department Christina Payer, CPPB 200 S 3rd Street Buyer II Yakima, WA 98901 Quotes Must be completely uploaded by: Phone E-Mail Address October 13, 2025, 2:00:00 PM PDT (509) 576-6696 Christina.payer@yakimawa.gov Public Opening ❑ PROJECT DESCRIPTION SUMMARY Vehicle Maintenance and Lube & Oil Services for Yakima Police Department Enter Prompt Payment Discount: % net days Services to start within days after receipt of order. ❑ I hereby acknowledge receiving addendum(a) , (use as many spaces as addenda received) In signing this Quote we also certify that we have not,either directly or indirectly,entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition;that no attempt has been made to induce any other person or firm to submit or not to submit a Quote;that this Quote has been independently arrived at without collusion with any other Bidder,competitor or potential competitor; that this Quote has not been knowingly disclosed prior to the opening of Quotes to any other Bidder or competitor;that the above statement is accurate under penalty of perjury. Furthermore, the Washington State Interlocal Cooperative Act (RCW 39.34) provides that other governmental agencies may purchase goods or services on this solicitation or contract in accordance with the terms and prices indicated therein if all parties agree. The City does not accept any responsibility or involvement in the purchase orders or contracts issued by other public agencies. We will comply with all terms,conditions and specifications required by the City of Yakima in this Invitation to Quote and all terms of our Quote. Company Name Company Address Name of Authorized Company Representative(Type or Print) Title Phone ( ) Fax ( ) Signature of Above Date Email Address 22555 Vehicle Maintenance and Lube&Oil Services Page 2 of 30 177 Contents Contents 3 II. GENERAL INFORMATION 5 1. Purpose 5 2. Scope and Objectives 5 3. Contracting Agency and Point of Contact 5 4. New and Unused 5 5. Best Modern Practices 5 6. Equal/Approved Equal 5 7. More or Less 6 8. Published List Prices 6 9. Delivery/Completion 6 10. Contract Term 6 11. Pricing and Discount 6 12. Price Clarifications 6 12. Price Increases 6 13. Price Decreases 7 14. Expansion Clause 7 15. Warranty 7 16. Warranty Coverage 8 17. Permits 8 18. Regulations and Codes 8 19. Prompt Payment 8 20. Payments 8 21. Payment Method -Credit Card Acceptance 8 22. Acceptance of Terms 8 23. Sales Tax 8 24. Tax Revenues 9 25. Clarifications and/or Revisions to Specification and Requirements 9 26. Incurring Costs 9 27. No Obligation to Contract 9 28. Retention of Rights 9 29. Points Not Addressed 9 30. Other City Departments/Like Items Added 9 31. Services Bought from Different Supplier 10 32. Re-Award 10 33. Errors and Omissions 10 34. Changes 10 35. Inspection of Bidder's Facility 10 22555 Vehicle Maintenance and Lube&Oil Services Page 3 of 30 178 III. QUOTE PREPARATION AND SUBMISSION 10 1. General Instructions 10 2. Submitting a Quote 10 3. Prohibition of Bidder Terms &Conditions 11 4. Multiple Quotes 11 5. Withdrawal of Quotes 11 IV. BIDDERS CHECKLIST 11 V. EVALUATION AND CONTRACT AWARD 11 1. Quote Evaluation 11 2. Offer in Effect for Ninety (90) Days 12 3. Protest Procedure 12 VI. PERFORMANCE REQUIREMENTS 13 1. VEHICLE MAINTENANCE 13 2. Basic Lube, Oil & Filter(LOF) Services 15 VII. QUOTE FORM BIDDER NAME: 16 VIII. VENDOR QUESTIONNAIRE 18 IX. VENDOR REFERENCES 22 ATTACHMENT A—SERVICE QUESTIONNAIRE 23 ATTACHMENT B—LIST OF EQUIPMENT 24 ATTACHMENT C—SAMPLE WORK ORDER (REQUIRED WITH SUBMITTAL) 25 ATTACHMENT D - DEBARMENT AND SUSPENSION ATTESTATION FORM 26 ATTACHMENT E- SAMPLE INSURANCE 27 ATTACHMENT F- SAMPLE CONTRACT 30 22555 Vehicle Maintenance and Lube&Oil Services Page 4 of 30 179 II. GENERAL INFORMATION 1. Purpose It is the intent and purpose of these specifications to describe Vehicle Maintenance and Lube and Oil Services in sufficient detail to secure Quotes on comparable units, equipment parts and material. All parts which are necessary in order to provide a complete unit, ready for operation, shall be included in the Quote and shall conform in strength, quality of workmanship and material to that which is usually provided by the trade in general. Any variance from the specifications or standards of quality must be clearly pointed out in writing by the Bidder. 2. Scope and Objectives The Yakima Police Department is requesting Vehicle Maintenance and Lube and Oil services to be provided as a yearly contract. Contractor shall be an independent Contractor under the terms of this contract. This agreement is for, but not limited to, repairs and service to City of Yakima Police Department owned motor vehicles at Contractor's facility. The following are not authorized: body work, painting, window glass replacement, purchase of parts for stock, or service/parts for City employee- owned vehicles. To accommodate the volume of vehicles that require lube and oil services, Schedule 1 and Schedule 2 may be awarded separately. Additionally, Schedule 2 may be awarded to one primary contractor and one secondary contractor. The Secondary contractor would only be used if the Primary contractor cannot accommodate or is unavailable to perform services. Contractors do not need to bid on both schedules. 3. Contracting Agency and Point of Contact This QUOTE is issued by the City of Yakima Purchasing Division. The person responsible for managing this QUOTE process from beginning to end is the Buyer listed on page 2 of this solicitation. From the date of release of this QUOTE until a Contract is issued, all contacts (pertaining to this solicitation) with City's employees, and other personnel performing official business for the City regarding this QUOTE shall be made through the Buyer listed on page 2. Contact with other City personnel regarding this QUOTE is not permitted during the procurement process and violation of these conditions may be considered sufficient cause for rejection of a Quote and disqualification of the Bidder. 4. New and Unused All units, equipment, parts and material shall be new, unused, manufacturer's current model year and in current production. All materials shall have physical and chemical properties to withstand the intended purpose. Equipment design shall have sufficient excess capacity for durability and safety. 5. Best Modern Practices All work, including design, shall be performed and completed in accordance with the best modern practices, further, no detail necessary for safe and regular operation shall be omitted, although specific mention thereof may not be made in these specifications. 6. Equal/Approved Equal These specifications are intended to be precise where a specific make, model or trade name is requested. Whenever a make, model or trade name is used, it shall be that or equal, or approved equal. Equal or approved equal means that the make, model or trade name will be given consideration if they fulfill the same performance requirements. The City reserves the right to make the decision on acceptability. Each bidder shall clearly identify make, model or trade name of equipment bid on the Quote form. Any equipment proposed as an equal to that herein specified must be substantiated with supporting data to justify such request for substitution. 22555 Vehicle Maintenance and Lube&Oil Services Page 5 of 30 180 7. More or Less Quantities are estimated only and shall be bid on a MORE OR LESS basis. For the purpose of comparison, Quotes shall be made in the quantities listed in this specification. Listed quantities shall not be considered firm estimates of requirements for the year, nor shall the City be bound or limited to quantities listed. Payment will be made only for quantities actually ordered, delivered, and accepted, whether greater or less than the stated amounts. 8. Published List Prices If applicable, a copy of your published list prices shall be included in the Quote package. Each Bidder shall bid a percentage discount based on this published list in the space provided on the Price /Cost Sheet. It is understood that the discount quoted on this Quote shall be based on the attached published list price and these shall be the prices paid during the life of the contract. 9. Delivery/Completion Each bidder is required to list on the Quote form the number of calendar days they expect delivery to be made at the destination, in terms of time interval, following placement of order. Time of delivery/completion is important and will be considered in the evaluation of the Quotes. Failure to include a specific number of calendar days may be sufficient grounds for rejection of Quote. 10. Contract Term See section 3 of contract. 11. Pricing and Discount Pricing: Pricing shall be prepared with the following terms. The successful Bidder shall provide and bear the expense of all equipment; work and labor of any sort whatsoever that may be required for the transfer of materials/products and completing the work provided for in this Quote and every part thereof, except such as are mentioned in the specifications to be furnished by the City of Yakima. Surcharges for fuel, delivery/hauling, hazardous material disposal, environmental fees or similar will not be allowed. Relevant charges for these items shall be included in the base bid price. All successful Bidders are subject to the minimum insurance requirements as outlined in the sample contract. BIDDERS MUST INCORPORATE THE COST TO COMPLY WITH THE INSURANCE REQUIREMENTS IN THE BID PRICE. Requests for lower insurance limits will be denied Prices established in continuing agreements and term agreements may be lowered due to general market conditions, but prices shall not be subject to increase for twelve (12) months from the date of award. Discounts: The City qualifies for governmental discounts. Unit prices shall reflect these discounts. 12. Price Clarifications The City reserves the right to clarify any pricing discrepancies related to assumptions on the part of Bidders. Such clarifications will be solely to provide consistent assumptions from which an accurate cost comparison can be achieved. Unit prices shown on the Quote or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the Quote form. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price shall govern in the Quote evaluation and contract administration. 12. Price Increases Requests for Rate Increases must be delivered to the Buyer listed on Page 2, in accordance with the rules below. The Purchasing Manager may exempt these requirements for extraordinary conditions that 22555 Vehicle Maintenance and Lube&Oil Services Page 6 of 30 181 could not have been known by either party at the time of Quote or other circumstances beyond the control of both parties, as determined in the opinion of the Purchasing Manager. Any proposed increase shall be submitted to the Buyer listed on page 2, thirty (30) calendar days before the proposed effective date of the price increase and shall be limited to fully documented cost increases to the Contractor which are demonstrated to be industry wide. The conditions under which price increases may be granted shall be expressed in Quote documents and contracts or agreements. No other employee may accept a rate increase request on behalf of the City. Any invoice that is sent to the City with pricing above that specified by the City in writing within this Contract or specified within an official written change issued by Purchasing to this contract, shall be invalid. Payment of an erroneous invoice does not constitute acceptance of the erroneous pricing, and the City would seek reimbursement of the overpayment or would withhold such overpayment from future invoices. Pricing and discounts shown on Quote shall be consistently applied and remain firm throughout the first twelve (12) months of the contract. If requested by the Contractor in writing thirty (30) days before the anniversary date of each year of the contract, the City will consider increasing the Contractor's rates per the Seattle-Tacoma-Bellevue Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-VV) for the previous twelve months. The CPI Calculator is available at: https://beta.bls.gov/dataViewer/view/timeseries/CWURS49DSA0 . The City, in its sole discretion, will decide whether to approve or deny the rate increase request or any part thereof within thirty (30) days of receipt of the request. If approved, increase shall take effect thirty (30) days after approval. Price increases for any other justifiable reason will be considered on a case-by-case basis. Price increase requests will not be considered or granted until any outstanding required financial reports have been submitted to the City. No discount adjustments will be allowed. The adjustment (if any) shall remain firm and fixed for at least 365 days after the effective date of the adjustment. 13. Price Decreases During the contract period and any renewals thereof, any price declines at manufacturer's level shall be reflected in a reduction of the contract price to the City, retroactive to the date they were effective to the bidder. 14. Expansion Clause Any resultant contract may be further expanded by the Purchasing Manager in writing to include any other item normally offered by the bidder, as long as the price of such additional products is based on the same cost/profit formula as the listed item(s). At any time during the term of this contract, other City departments may be added, if both parties agree. 15. Warranty Unless otherwise specifically stated by the Bidder, all goods and services furnished shall be warranted against defects or faulty workmanship and materials by the Contractor for one (1) year following inspection and acceptance of the products by the City. Warranty shall include all costs incurred, including shipping, for repair or replacement except that which is damaged by misuse or abuse. This one-(1) year warranty shall in no way affect normal extended or manufacturer's warranty exceeding this one (1) year period. Contractor warrants that all goods and services furnished under this Agreement are new, conform strictly to the specifications herein, are merchantable, good workmanship, free from defect, comply with all applicable safety and health standards established for such products, all goods are properly packaged, and all appropriate instructions or warnings are supplied. If a defect is found, a component failure occurs, or workmanship is found to cause failure, the Vendor shall replace the product at their own expense, including shipping charges. Any replacement product will be warrantied for one (1) year from the date it is delivered. All implied and expressed warranty provisions of the Uniform Commercial Code are incorporated into this Agreement. Contractor further warrants that no 22555 Vehicle Maintenance and Lube&Oil Services Page 7 of 30 182 violation of any federal, state or local law, statute, rule, regulation, ordinance or order will result from the manufacturer, production, sale, shipment, installation or use of any other goods. Contractor's warranties (and any more favorable warranties, service policies, or similar undertaking of Contractor) shall survive delivery, inspection, and acceptance of the goods or services. 16. Warranty Coverage Warranty coverage will not commence until the date the completed unit is put into service as reported by the City; or thirty (30) days after final payment for the unit(s); whichever occurs first. 17. Permits All necessary permits required to perform work are to be supplied by the Contractor at no addition cost to the City. 18. Regulations and Codes To the extent applicable, all equipment or materials shall comply with Washington State vehicle regulations, Federal regulations, OSHA and WISHA requirements, to include EPA standards and City safety codes. 19. Prompt Payment Bidders are encouraged to offer a discount for prompt payment of invoice. Please indicate your discount proposal on page 2 of this document. If awarded by the City, period of entitlement begins only after: • Receipt of a properly completed invoice • Receipt of all supplies, equipment or services ordered • Satisfactory completion of all contractual requirements 20. Payments Contractor shall submit properly completed invoice(s) to: City of Yakima, Accounts Payable, 129 N. 2nd Street, Yakima, WA 98901. To ensure prompt payment each invoice should cite purchase order number, Quote number, description of item purchased, unit and total price, discount terms and include the Contractor's name and return remittance address. Payment will be mailed within thirty (30) days of (a) the receipt and acceptance of the equipment, (b) properly completed invoice, and (c) all papers required to be delivered with equipment. 21. Payment Method —Credit Card Acceptance The City, in its sole discretion, will determine the method of payment for goods and/or services as part of this agreement. The City's preferred method of payment is by procurement (credit) card. Respondents may be required to have the capability of accepting the City's authorized procurement card as a method of payment. No price changes or additional fee(s) may be assessed when accepting the procurement card as a form of payment. 22. Acceptance of Terms Acceptance of a City Purchase Order (PO) for any units affiliated with this purchase constitutes acceptance of, and agreement with, all of the general and specific requirements and stipulations listed in this boiler plate, and in the attached equipment specification(s); including all penalties mentioned. 23. Sales Tax The City of Yakima's Sales Tax rate is currently 8.3%. However, the amount of sales tax will not be considered in determining which Quote is the lowest and best bid. 22555 Vehicle Maintenance and Lube&Oil Services Page 8 of 30 183 24. Tax Revenues RCW 39.30.040 allows the City to consider the tax revenue that is generated by a purchase of supplies, materials, and equipment, including those from a local sales tax or from a gross receipts business and occupation tax, if determining which Quote in the lowest bid, after the tax revenue has been considered. 25. Clarifications and/or Revisions to Specification and Requirements If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the Bidder has a duty to immediately notify the Buyer of such concern and request modification or clarification of the QUOTE document. Unless instructions are specifically provided elsewhere in this document, any questions, exceptions, or additions concerning the subject matter of the QUOTE document(s) shall not be considered unless submitted via e-mail (no phone calls) to the Buyer listed on page 2, a minimum of five (5) business days prior to the submittal due date. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this QUOTE, supplements or revisions will be provided to all known Bidders in the form of an Addendum. All Addenda are posted on www.yakimawa.gov/services/purchasing and sent directly to interested parties who have registered (per instructions on website) for updates to this QUOTE. If any requirements of the QUOTE are unacceptable to any prospective Bidder, they may choose not to submit a Quote. 26. Incurring Costs The City is not liable for any cost incurred by a Bidder in the process of responding to this QUOTE, including but not limited to the cost of preparing and submitting a response, in the conduct of a presentation, in facilitating site visits or any other activities related to responding to this QUOTE. 27. No Obligation to Contract This QUOTE does not obligate the City to contract for service(s), or product(s) specified herein. City reserves the right to cancel or reissue this QUOTE in whole or in part, for any reason prior to the issuance of a Notice of Intent to Award. The City does not guarantee to purchase any specific quantity or dollar amount. Quotes that stipulate that the City shall guarantee a specific quantity or dollar amount will be disqualified (e.g. "all-or-none".) 28. Retention of Rights The City retains the right to accept or reject any or all Quotes or accept any presented which meet or exceeds these specifications, and which would be in the best interest of the City and will not necessarily be bound to accept the low Quote. All Quotes become the property of City upon receipt. All rights, title and interest in all materials and ideas prepared by the Bidder for the Quote to City shall be the exclusive property of City and may be used by the City at its option. 29. Points Not Addressed Bidders are encouraged to list any points not addressed in these specifications that they feel improve or enhance the operation of their units. 30. Other City Departments/Like Items Added At any time during the term of this contract, or any extension thereof, other City departments may be served under these same terms and conditions. Additional like items may be added at the request of the Purchasing Manager. 22555 Vehicle Maintenance and Lube&Oil Services Page 9 of 30 184 31. Services Bought from Different Supplier Should the Contractor be unable to or refuse to supply materials, on any given day, against this predetermined delivery schedule to which the supplier has agreed and the City is forced to do the work with materials bought from a different supplier, the difference in the Quote price of the materials and that paid the new supplier, in order to do the work, shall be charged to and paid for by the Contractor holding the Quote award for these products. Contractor shall not, however, be responsible for delays in delivery due to: • Unavoidable mechanical breakdowns • Strikes • Inability to secure component materials • Acts of God • Fire Provided the Buyer listed on Page 2 is notified in writing by the Contractor of such pending or actual delay. In the event of any delay, the date of delivery shall be extended for a period equal to the time lost due to the reason for the delay. 32. Re-Award When the contract is terminated by the City or the Contractor upon providing the written notice as herein required, the City may re-award the contract to the next most responsible bidder within 120 days from original award. 33. Errors and Omissions The City reserves the right to correct obvious ambiguities and errors in the Bidder's proposal and to waive non-material irregularities and/or omissions. In this regard, if the unit price does not compute to the extended total price, the unit price shall govern. 34. Changes Any proposed change in this contract shall be submitted in writing to the Buyer listed on Page 2 for prior approval. If approved, she will make the change by a contract modification that will become effective upon execution by the parties hereto. Any oral statement or representation changing any of these terms or conditions is specifically unauthorized and is not valid. 35. Inspection of Bidder's Facility Prior to awarding the contract, the City and/or its representative(s) may inspect the manufacturing and/or service facility of the apparent low bidder to verify that the apparent low bidder has the facility, equipment, personnel, and experience to repair, service and support the equipment offered. III. QUOTE PREPARATION AND SUBMISSION 1. General Instructions Failure to conform to the QUOTE specifications and respond to each of the submittal requirements may be the basis for rejection of a bid. Refer to Section IV Bidder's Checklist to ensure your Quote is responsive. 2. Submitting a Quote Quotes shall be completely uploaded to Public Purchase.com no later than the date and time listed on Page 2 of this QUOTE. Late Quotes will not be accepted or evaluated. If you try to submit a Quote Late, the electronic system will not receive it. If City Hall is closed for business at the time scheduled for opening, for whatever reasons, Bidder's response will be opened on the next business day of the City, at the originally scheduled hour. 22555 Vehicle Maintenance and Lube&Oil Services Page 10 of 30 185 Bidders must submit their Quote electronically through PublicPurchase.com where they will be kept in an electronic lockbox until date and time of opening. To register as a Vendor/Bidder with Public Purchase, go to www.publicpurchase.com or the City of Yakima website at www.YakimaWA.Gov/Services/Purchasinq. The City is not responsible for late Quotes due to operator error, electronic malfunction, system errors or interruptions affecting the Public Purchase site and the processing of any Quotes. The Purchasing Manager reserves the right to make exceptions for extenuating circumstances. Quotes are not considered to be confidential according to the Washington State Public Records Act (RCW 42.56 et seq.) All sections of the response shall be made available to the public immediately after contract opening. 3. Prohibition of Bidder Terms & Conditions A Bidder may not submit the Bidder's own contract terms and conditions in a response to this Invitation to Quote. If a Quote contains such terms and conditions, the City, at its sole discretion, may determine the Quote to be a nonresponsive counteroffer, and the Quote may be rejected. 4. Multiple Quotes Multiple Quotes from a Bidder will be permissible; however, each Quote must conform fully to the requirements for Quote submission. Each such Quote must be submitted separately and labeled as Quote#1, Quote#2, etc. on the first page of their response. 5. Withdrawal of Quotes Bidders may withdraw or supplement their Quote at any time up to the Quote closing date and time. If a previously submitted Quote is withdrawn before the Quote due date and time, the Bidder may submit another Quote at any time up to the Quote closing date and time. After Quote closing date and time, all submitted Quotes shall be irrevocable until contract award. IV., BIDDERS CHECKLIST Bidder must complete and upload, as part of their Quote submittal, all required forms listed below in accordance with Section III —Quote Preparation and Submission The list below may not be all inclusive. Be sure to READ the entire Quote document and include everything that is required. • Cover Sheet/Signature Page Page 2 • Quote Form Pages 16-17 • Vendor Questionnaire Pages 18-21 • Vendor References Pages 22 • Attachment A —Service Questionnaire Page 23 • Attachment B — List of Equipment Page 24 • Attachment C —Sample Work Order Page 25 • Attachment D — Debarment & Suspension Attestation Page 26 V. EVALUATION AND CONTRACT AWARD 1. Quote Evaluation The evaluation and selection of a Bidder will be based on the information submitted in the Quote. Award will be made to a responsible Bidder with the lowest responsive Quote. Evaluation of Quotes and determination of Bidder responsibility shall be based on past experience with Bidder, proposed manufacturer's service availability, parts availability, equipment design and functionalism, effect on productivity, and Bidder's supporting documentation. 22555 Vehicle Maintenance and Lube&Oil Services Page 11 of 30 186 2. Offer in Effect for Ninety (90) Days A Quote may not be modified, withdrawn or canceled by the Bidder for a ninety (90) day period following the deadline for Quote due date, or receipt of best and final offer, if required, and Bidder so agrees by submittal of a Quote. 3. Protest Procedure Any protest must be made in writing, signed by the protestor, and state that the Bidder is submitting a formal protest. The protest shall be filed with the City of Yakima's Purchasing Manager at 129 No. 2nd St., Yakima, WA 98901, or by fax: 509-576-6394 or email to: rudv.silva©vakimawa.gov. The protest shall clearly state the specific factual and legal ground(s) for the protest, and a description of the relief or corrective action being requested. Protests based on specifications/scope of work, or other terms in the QUOTE shall be filed at least five (5) calendar days before the solicitations due date, and protests based on award or after the award shall be filed no more than five calendar (5) days after Award Announcement (see below for details). The following steps shall be taken in an attempt to resolve the protest with the Bidder: Step I. Purchasing Manager and Division Manager of solicitation try resolving matter with protester. All available facts will be considered and the Purchasing Manager shall issue a written decision. Step II. If unresolved, within three (3) business days after receipt of written decision, the protest may be appealed to the Department Head by the Purchasing Manager. Step III. If still unresolved, within three (3) business days after receipt of appeal response, the protest may be appealed to the Executive. The Executive shall make a final determination in writing to the Protester. Award Announcement Purchasing shall announce the successful Bidder via Website, e-mail, fax, regular mail, or by any other appropriate means. Once the Award is released by Purchasing, the protest time frame begins. The timeframe is not based upon when the bidder received the information, but rather when the announcement is issued by Purchasing. Award Regardless of Protest When a written protest against making an award is received, the award shall not be made until the matter is resolved, unless the City determines that one of the following applies: • The supplies or services to be contracted for are urgently required; • Delivery or performance will be unduly delayed by failure to make award promptly; • A prompt award will otherwise be advantageous to the City. If the award is made, regardless of a protest, the award must be documented in the file, explaining the basis for the award. Written notice of the decision to proceed shall be sent to the protester and others who may be concerned. The City retains the right to enter into any contract, and nothing herein shall be construed to limit that authority in any manner. 4. Sample Contract and Terms and Conditions The Sample Contract provided with this Quote Specification represents the terms and conditions which the Owner expects to execute in a contract with the successful Bidder. Bidders must accept or submit point-by-point exceptions along with proposed alternative or additional language for each point. The Owner may or may not consider any of the Bidder's suggested revisions. Any changes or amendment to any of the Contract Terms and Conditions will occur only if the change is in the best interest of the Owner. 22555 Vehicle Maintenance and Lube&Oil Services Page 12 of 30 1 87 VI. PERFORMANCE REQUIREMENTS 1. Vehicle Maintenance A. Vehicles The Police Department (YPD) has a fleet of approximately 179 gas operated vehicles. Contractors should have the capacity to service and maintain this volume of vehicles. There are approximately 130 pursuit vehicles for YPD. These vehicles are driven approximately 12,000 miles per year, which operate on average 12 hours per day, 4 days per week, under severe duty driving conditions. It is essential that they be serviced on a priority basis to ensure minimum time out of service. The remainder of the police fleet, which includes undercover vehicles, are driven an average of 10,000 miles or less per year under non-pursuit conditions and would need fewer service calls per year. Current Police Department fleet inventory is as follows: Quantity Year Model 1 2025 Ford Transit 350 Cargo AWD EcoBoost 1 2024 Toyota Tundra 4 2023 Ford F-150 XL 4x4 75 2022-2025 Ford Police Interceptor Utility EcoBoost 7 2022-2025 Ford F150 Police Responder 1 2021 Toyota RAV4 1 2020 Ford Police Interceptor Utility EcoBoost 4 2020 Ford Police Interceptor Utility 1 2019 Nissan Pathfinder 1 2018 Nissan Murano 1 2017 Honda Accord 8 2016-2019 Chevrolet Impala FWD 11 2016-2018 Ford Police Interceptor Utility AWD 1 2015 Toyota Camry 1 2015 Ford F250 4WD 14 2014-2017 Ford Police Interceptor Sedan AWD 32 2014 Ford Police Interceptor Utility AWD 1 2014 Dodge Caravan 2 2013 Ford Police Interceptor Sedan FWD 1 2013 Chevrolet Express 1500 Van 1 2013 Chevy Impala FWD 1 2011 Ford Escape 4WD 3 2009-2010 Ford Crown Victoria 2 2007 Chevrolet Impala 1 2006 Ford E150 Van 1 1995 Honda Civic 1 1992 Chevrolet G30 Van 2WD 1 1992 Chevrolet P30 Van 2WD B. Equipment Contractor must have the following state-of-the-art equipment available to provide required services: 1. For check only services — inspect and recommend replacement as needed: a. Brake Lathe b. Air conditioning service center c. Starting and charging system tester d. Complete diagnostic services center 22555 Vehicle Maintenance and Lube&Oil Services Page 13 of 30 188 2. For tire service: a. Front end alignment equipment b. Complete Diagnostic equipment The Contractor shall maintain in good mechanical condition, the minimum equipment required. Prior to the recommendation of award, the City may inspect the equipment to verify that it meets these requirements. If the Bidder's equipment is not satisfactory, the City reserves the right to reject the Quote submittal. The Bidder shall supply a list of the equipment to be utilized in carrying out this contract on the attached List of Equipment form (Attachment B, below). C. Tires The current types and sizes of tires the City Police Department currently utilize are: 1. Sizes Steel Belt/Radial a. 225/60R16 —V Rated d. 245/55R18 —V Rated b. 225/70R16 —V Rated e. 255/60R18 —V Rated c. 235/55R17 —V Rated f. 265/70R18 — H Rated All tires will be purchased by the City and provided to the successful Contractor providing tire service. The successful Contractor shall provide storage space for a minimum of 40 tires. The City may, at its sole option, purchase tires from the successful Contractor at State of Washington Contract pricing or better. Contractor must be able to supply Goodyear branded tires in addition to other manufacturers available. D. Services Types of vehicle maintenance to be included in this contract are as follows: 1. Oil and filter change Complete tune-up a. 4 cylinder b. 6 cylinder c. 8 cylinder d. Replace air filter e. Cabin air filter—check each service and replace as needed 2. Major maintenance items a. Drivetrain / Suspension b. Engine c. Transmission d. Cooling systems (Engine, Oil, Transmission) e. Brakes 3. On an as needed basis a. Front end alignment b. Repair of major vehicle components not covered by vehicle manufacturer warranty 4. Tire Services a. Tire rotation (each service) b. Mount and balance c. Flat repair d. Tubeless valve e. Tire change service (days) 22555 Vehicle Maintenance and Lube&Oil Services Page 14 of 30 189 f. Diagnose, repair TPMS System g. Wheel straightening for minor bends 2. Basic Lube, Oil & Filter(LOF) Services A. Services For the flat fee identified for the Basic LOF, Synthetic Blend LOF and Full Synthetic LOF, Contractor will perform on Yakima City Police vehicles all items listed below. Such service will be routinely completed within sixty (60) minutes of vehicle arrival during Contractor's normal hours of operation. Reservations will not be required. All services performed and parts supplied shall meet or exceed original equipment manufacturer's warranty requirements. Contractor must be willing to install city supplied parts if provided. 1. Drain and refill with up to 5 quarts of major brand premium quality oil (Penzoil Multi-grade) 10- 40 W, 15-40 W or 5-30 W with the highest AP rating available. Synthetic Blend is required for all Police Pursuit Vehicles, Full Synthetic required for turbocharged Police Pursuit Vehicles. 2. Install new top quality oil filter. 3. Lubricate Chassis (when applicable) 4. Rotate and inflate tires to proper pressure and check for foreign objects. 5. Inspect suspension drivetrain components for wear and recommend replacement as needed. B. Fluid Levels - Check Only Report any needed repair or replacement and fill fluid levels, including: 1. Battery Health 2. Radiator 3. Transmission 4. Differential 5. Brakes 6. Power Steering 7. Windshield washer and antifreeze protected solution C. Filters, Wiper Blades, Lights Check and report any needed repair or replacement. 1. Air Filter, Cabin Filter, PCV Valve 2. Wiper Blades 3. Head and Taillights 22555 Vehicle Maintenance and Lube&Oil Services Page 15 of 30 190 VII. QUOTE FORM BIDDER NAME: INVITATION TO QUOTE NO. 22555 TO BIDDER: PLEASE QUOTE YOUR LOWEST PRICE, BEST DELIVERY DATE AND PAYMENT DISCOUNT TERMS FOR THE FOLLOWING. THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL QUOTES AND TO ACCEPT ANY OR ALL ITEMS AT THE PRICE QUOTE. THE CITY INTENDS TO AWARD THIS CONTRACT WITHIN NINETY (90) CALENDAR DAYS. Quote your lowest price for the following: SCHEDULE 1—Vehicle Maintenance Item Description Qty. Unit Total Price No. (without tax) 1. Standard labor rate per hour: $ Percent discount on labor rate (or) Flat rate per hour offered for this bid $ 2. Trouble shooting & diagnostic work per hour labor $ rate: 3. Method of calculating discount on parts costs (choose one): Cost plus (or) List price minus (or) Other: 4. Name of flat rate manual used for costing services: (Manuals shall be provided by the successful contractor at time of award). Sub Total Schedule A: $ WA State Sales Tax @ 8.3%: $ Total Schedule A: $ SCHEDULE 2—Lube, Oil& Filter Services(LOF) Bidder offers to provide the following Lube, Oil & Filter Services. Manufacturers may recommend Synthetic Blend or Full Synthetic on certain vehicles included in Police fleet. Please indicate below when applicable. City of Yakima reserves the right to make a multiple award based on the best value and geographical location. Item Description Qty. Unit Total Price No. (without tax) Conventional Oil: Flat Rate Price Per Lube, Oil & Filter Change: (Flat Rate Price to include a maximum of 5 5' quarts of oil. Any additional quarts IF NEEDED will be 1 EA $ paid separately). 5a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ 22555 Vehicle Maintenance and Lube&Oil Services Page 16 of 30 191 List vehicles, year/make/model, that require conventional oil: 6. Synthetic Blend: Flat Rate Price Per Lube, Oil & Filter 1 EA $ Change: (Flat Rate Price to include a maximum of 5 quarts of oil. Any additional quarts IF NEEDED will be paid separately). 6a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ List vehicles, year/make/model, that require synthetic blend oil: 7. Full Synthetic: Flat Rate Price Per Lube, Oil & Filter 1 EA $ Change: (Flat Rate Price to include a maximum of 5 quarts of oil. Any additional quarts IF NEEDED will be paid separately). 7a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ List vehicles, year/make/model, that require full synthetic oil: Sub Total Schedule B: $ WA State Sales Tax 8.3%: $ Total: $ OIL/LUBRICANTS PROPOSED: State brands and weights of premium quality oil and list lubricants that will be available, both with the highest AP rating available. (Add additional sheet if needed). Brands Weights Lubricants Conventional, Blend or Full Synthetic Mechanical Repairs Contractor must identify if mechanical repairs are covered by manufacturer warranty prior to completing repairs. All major repairs exceeding standard lube, oil and filter services must be approved by Police Fleet Manager prior to repair. Acknowledged by: Print Name,Title Signed Name 22555 Vehicle Maintenance and Lube&Oil Services Page 17 of 30 192 VIII. VENDOR QUESTIONNAIRE Page 1 of 4 INSTRUCTIONS: Provide the requested information, sign and date. If the Owner requires further description,the Owner may request Proposer to provide such information within a mandatory due date. You must submit this completed form to the Owner with your Proposal. Failure to submit this form fully complete may result in disqualification of Proposal. VENDOR INFORMATION Proposer's Legal Name: Company's dba: (if applicable) CEO/President Name: Business Federal Credit Cards (Visa) accepted? License No. UBI No. EIN No. Yes No Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Mailing Address City State Zip + 4 Physical Address City State Zip + 4 Name the person to contact for questions concerning this proposal. Name Title Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Mailing Address City State Zip + 4 Physical Address City State Zip + 4 22555 Vehicle Maintenance and Lube&Oil Services Page 18 of 30 193 VENDOR: VENDOR QUESTIONNAIRE Page 2 of 4 OWNERSHIP Is your firm a subsidiary, parent, holding company, or affiliate of another firm? Yes: No: Please explain: FINANCIAL RESOURCES AND RESPONSIBILITY 1 Within the previous five years, has your firm been the debtor of a bankruptcy? Yes: No: Please explain Is your firm in the process of or in negotiations toward being sold? Yes: No: Please explain Within the previous five years, has your firm been debarred from contracting with any local, state, or federal government contract? Yes: No: Please explain Within the previous five years, has your firm been determined to be a non- responsible bidder for a proposal for any government contract? Yes: No: Please explain Within the previous five years, has a governmental or private entity terminated your firm's contract prior to contract completion? Yes: No: Please explain Within the previous five years, has your firm used any subcontractor to perform work on a government contract when that subcontractor had been debarred by a governmental agency? Yes: No: Please explain 22555 Vehicle Maintenance and Lube&Oil Services Page 19 of 30 194 VENDOR: VENDOR QUESTIONNAIRE Page 3 of 4 DISPUTES Within the previous five years, has your firm been the defendant in court on a matter related to any of the following? • Payment to subcontractors? Yes: No: Please explain • Work performance on a contract? Yes: No: Please explain Does your firm have any outstanding judgments pending against it? Yes: No: Please explain Within the previous five years, has your firm been assessed liquidated damages on a contract? Yes: No: Please explain Has your firm received notice of and/or in litigation about patent infringement for the product and/or service that your firm is offering to the County? Yes: No: Please explain COMPLIANCE Within the previous five years, has your firm or any of its owners, partners, or officers, been assessed penalties or found to have violated any laws, rules, or regulations enforced or administered by a governmental entity? This does not include owners of stock if your firm is a publicly traded corporation. Yes: No: Please explain License(s) are required to perform the services sought by this solicitation. Within the previous five years, has your firm had a license suspended by a licensing agency or been found to have violated licensing laws? Yes: No: Please explain 22555 Vehicle Maintenance and Lube&Oil Services Page 20 of 30 195 VENDOR: VENDOR QUESTIONNAIRE Page 4 of 4 BUSINESS INTEGRITY Is a governmental entity or public utility currently investigating your firm for false claims or material misrepresentations? Yes: No: Please explain Within the previous five years, has a governmental entity or public utility determined your firm made a false claim or material misrepresentation? Yes: No: Please explain Within the previous five years, has your firm or any of its owners, partners or officers been convicted of a crime involving the bidding on a government contract, the awarding of a government contract, the performance of a government contract, or of a crime of fraud, theft, embezzlement, perjury, bribery? This does not include Owners of stock if your firm is a publicly traded corporation. Yes: No: Please explain 22555 Vehicle Maintenance and Lube&Oil Services Page 21 of 30 196 IX. VENDOR REFERENCES Provide at least three (3) references for organizations with whom your company has provided similar services over the last three (3) years. Include a clear and concise description of the project. The Owner will determine which, if any, references are contacted to assess the quality of work performed. The results of any reference checks will be provided to the Selection Team for this RFP and will be used when scoring the written proposal. 1) Company Name Address (include Zip + 4) Contact Person Phone No. Email address Describe experience with reference: 2) Company Name Address (include Zip + 4) Contact Person Phone No. Email address Describe experience with reference: 3) Company Name Address (include Zip + 4) Contact Person Phone No. Email address Describe experience with reference: 22555 Vehicle Maintenance and Lube&Oil Services Page 22 of 30 197 ATTACHMENT A—SERVICE QUESTIONNAIRE Please check the services your company can perform and list the number of certified mechanics available for each service. Provide Number of Certified Service? Mechanics? ❑ Engine Repair ❑ Automatic Transmission ❑ Manual Transmission and Rear Axle ❑ Front End ❑ Brakes ❑ Electrical Systems ❑ Heating and Air Conditioning ❑ Engine Tune-Up 22555 Vehicle Maintenance and Lube&Oil Services Page 23 of 30 198 ATTACHMENT B - LIST OF EQUIPMENT Contractor must list equipment owned and which is available for use on proposed work as required: Detail of Equipment to be Used Condition Location (Name, Type, Model, Year) For LOF and Check Only Services: 1. Brake Lathe: 2. Air conditioning service center: 3. Starting and charging system tester: 4. Complete diagnostic services center: For Tire Services: 1. Front end alignment equipment: 2. Complete Diagnostic equipment: 22555 Vehicle Maintenance and Lube&Oil Services Page 24 of 30 199 ATTACHMENT C-SAMPLE WORK ORDER (REQUIRED WITH SUBMITTAL) Use 2022 FORD INTERCEPTOR AWD UTILITY ECOBOOST as an example vehicle for the purpose of costing services listed below: Service Parts Brand Hours Labor Cost Parts Cost Total Cost Required 1. Service Transmission $ Parts Required: Transmission Kit Fluid 2. Engine Tune-up $ Parts Required: Plugs Rotor Fuel Filter Air Cleaner 3. Brake Repair(Including wheel $ pack) Parts Required: Wheel Seals Front Pads Rear Shoes Turn Rotors(2) $ Turn Rear Drums(2) $ 4. Front End Alignment(front only) $ Parts Required: Front/Rear Shims 5. Lube,Oil, Filter $ Parts Required: 5-30 Synthetic Blend Oil Filter 6. Air Conditioner Recharge $ Parts Required: Freon,5 lbs. 7. Mount Snow Tires, Balance, Rotate $ (2 tires) 22555 Vehicle Maintenance and Lube&Oil Services Page 25 of 30 200 ATTACHMENT D - DEBARMENT AND SUSPENSION ATTESTATION FORM la CITY OF YAKIMA PURCHASING DIVISION 129 North 2nd Street • Yakima,Washington • 98901 (509)575-6093 DEBARMENT AND SUSPENSION ATTESTATION If this Contract qualifies as a covered transaction under federal y funded grar:-aquirements,the Contractor certifies compliance with the following: 1. Neither the Contractor,its principals(as defined in 2 CFR§180.995),nor its affiliates(as defined in 2 CFR§180.905)are excluded or disqualified as specified in 2 CFR§180.940 and§180.945. 2. The Contractor agrees to comply with the requirements of 2 CFR Part 180,Subpart C,as adopted and supplemented by 2 CFR Part 200(Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards),and further ensures that any lower- tier covered transactions entered into as part of this Contract will include a requirement for compliance with these regulations. 3. The debarment and exclusion status of entities can be verified at https://www.sam.gov. The Contractor hereby certifies that all information provided in this attestation i5 true,accurate,and complete to the best of their knowledge and acknowledges that this representation is a material fact upon which the City of Yakima relies. The Contractor affirms its commitment to remain in full compliance with the requirements of 2 CFR Part 180,Subpart C,and all applicable federal regulations throughout the duration of this Contract and to require compliance in all lower-tier covered transactions.Furthermore,if it is discovered that the Contractor knowingly provided false certification,the City of Yakima and the Federal Government may pursue all available remedies,including,but not limited to,suspension or debarment. Signed this day of , . Contractor's Name Name and Title of Authorized Representative Signature of Authorized Representative o:509�1 575-60•93 F 1509)576-6393 E purchetyakimawa.gov W www.yakimawa_gosrfserwiceslpurchaseng Last Modified:iifi8/24 22555 Vehicle Maintenance and Lube&Oil Services Page 26 of 30 201 ATTACHMENT E - SAMPLE INSURANCE AC".Coice CP CERTIFICATE OF LIABILITY INSURANCE ISSuE DATE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW_ THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURERgS),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER IMPORTANT: If the certificate holder Is an ADD ITIONA-INSURED,the policyplee)must have ADDITIONAL INSURED provisions or be endorsed If SUBROGATION IS WAIVED, subject to the terms and condRlons or the policy,certain polictee may require an errdoaeement A etatenlant on this certificate close not confer rights to the certlllrate helder In lieu of such endoraemenge). mower" L'Uk FAmower" kA.�l. Insurance wge11t Contact'.-F,—elicn INSURANCE AGENCY ISiUAG CERTFICATE IlMO%Law I ADDRESS G-1.14I1. AUCHGYa. r0SLIIERB,AMFORLIN_L'C'.ERA.OE .. M'Su2iFA. era. a'.atie%aanlikacara' INSJKtD W illeY Id ENTITY 11ISLRED r.1suR>tJlc ADDRESS WIWI to RAMBLA E: MUM*P: COVERAGES CERTIFICATE NUMBER REVISION NUMBER Trio ca TO CERTIFY THAT THE POLICIES 0= INSURANCE Lr3TED BELOW HAVE BEEN*BALED TO THE INSURED NAMED AE - _:T-.==:L_ =_ti..OD INDICATED. NOTWITMSTANDPI3 ANY REQUIREMENT,TERM OR CONDITION OF ANY OONTRACT OR OTHER DOCUMENT Vii7r7 RE3PEC 70 I%'riICH THD8 CERTIFICATE MAY BE ISSUED OR MAY PERTAN,THE INSURANCE AFFORDED BY THE POLOIE3 DESCRIBED HEREIN IS SUBJECT TO NL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICES.LMnB SHOWN MAY HAVE BEEN REDUCED BY PAID CLAWS. N Type OP IMatWFANcE lI v e Policy NHIIetR �i% nL YV'Y�1 LIEIE x▪ COMMEPOIN.GENERAL LIABILITY x UCH C7CCURRENCE 32ODpa CLAIMS-WIDE ❑x UCCLR P'G_CYNUMt START STOP r A Et REN a dl i Sao,-x DATE DATE N o DP4,re ma mnrnl I 5,')0 P131292lwLLADY P a a 2 000 ODD U _ F. GENPAILA1fiOREaATE S ^nmflll7 LI FdCY v PRODUCTS-COIA SP A00 E ODER. IEi�`�II Ir� a « AIJIO$ .a L LJ1y' A�R`Iaira31NOLE uMIT f 2,100,10ANY _ MIMI I OIAr�O — SCHEDULED PO7I.=NJIH�t -__- -_ _ BODILY BURY LEY Ow a _AH�JpE�pE ONLY _ AUTOS ED _•__ _ __ BODILY FLURYY5P rrdtlrej S 2903 ONLY L' �'M FSsidFr/l E =_taeextb CLANS-Vat.. I IRETSMON* s NJ'.KHGKY LCNP'tNSATIGN . AND eYPLOYe116"LIABILITY -. . ___ :-ART AI Y PRCPRICTLR PA'NlM+0[4.111, :QTE DATE e Jcta 1,100,10h pAOgirrNgexc E�tlaaFaAc_Fik FJlFt;fele�* 1,M0xi0 A daasyw,aasr 1,000,030 PTMCN of CYERATCHS binv EL DISEASE-POLICY LINT $ A Geier L'ehifIV $1,000203 Ge ge KeePCFa Laatiffj FLO_ -ART 5200;000 Cn'a=x Ib o 'LTE DLr=_ $50,1n st5L'1.91.IY:;N Ur UI'tttrit'45=LXAll Clka'4GFiC_Ga rA L'UIIL'191 A dIbc,,al ara .�dROMlaawks'.et.d,ia.rare SE ad IF RY aaaca s-niurmdi The City of Yakima,Its agents.employ authcrtmd volunteers.elected&appolnled cffIclate are Incuded as Pn rr'LarylNcn-conti lbutory Addtional Insureds. See attached Adlllicnal insured Endoraert%Bnt CERTIFICATE I4C'LEIE CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFCF City of Yakima THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED y ACCORDANCE WITH THE POLICY PROVISION*. Purchasing Deparbnent 125 N.2nd Street — Yakima,WA 38501 AUFHWILGe KLFo.u.Na TIM'e SIGNATURE ACORD 25(201G O3) o 198E-2015 ACORD CORPORATION. All rights reserved_ The ACORD name and logo are registered marks of ACORD 22555 Vehicle Maintenance and Lube&Oil Services Page 27 of 30 202 P=L t_Y N._F.EE COMMERCIAL GENERAL LIABILITY CG20100704 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): Location(s)/� Of Covered Operations The City of Yakima,its agents,employees,authorized volunteers,elected and appointed officials are included as PrirnarylNon-Contributory additional insured. tof Information required to complete this Schedule,if not shown above.will be shown in the Declarations. A. Section II — Who Is An Insured is amended to B. Wrih respect to the insurance afforded to these include as an additional insured the persons) or additional insureds, the following additional exclu- organization(s) shown in the Schedule, but only sions apply: with respect to liability for"bodily injury'. "property This insurance does not apply to "bodily injury' or damage' or "personal and advertising injury' "property damage"occurring after: caused,in whole or in part,by. 1. Your acts or omissions;or 1. All work, including materials. park or equip- ment furnished in connection with such work, 2. The acts or omissions of those acting on your on the project(other than ser4'ice, maintenance behalf: or repairs) to be performed by or on behalf of in the performance of your ongoing operations for the additional insured(s) at the location of the the additional insured(s) at the location(s) desig- covered operations has been completed;or nated above. 2. That portion of "your work" out of which the injury or damage arises has been put to its in- tended use by any person or organization other than another contractor or subcontractor en- gaged in performing operations for a principal as a part of the same project. CG 20 10 07 04 ©ISO Properties, Inc.,2004 Page 1 of 1 ❑ 22555 Vehicle Maintenance and Lube&Oil Services Page 28 of 30 203 POLICY NUMBER:CGD300084907 COMMERCIAL GENERAL LIABILITY CG 24 04 12 19 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ CT CAREFULLY. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US (WAIVER OF SUBROGATION) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART ELECTRONIC DATA LIABILITY COVERAGE PART LIQUOR LIABILITY COVERAGE PART POLLUTION LIABILITY COVERAGE PART DESIGNATED SITES POLLUTION LIABILITY LIMITED COVERAGE PART DESIGNATED SITES PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART RAILROAD PROTECTIVE LIABILITY'COVERAGE PART UNDERGROUND STORAGE TANK POLICY DESIGNATED TANKS SCHEDULE Name Of Person(s) Or Organizati on(s): Where required by written contract or agreement executed prior to loss(except where not permitted by law)_ Information required to complete this Schedule, if not shown above,will be shown in the Declarations. The following is added to Paragraph 8. Transfer Of Rights Of Recovery Against Others To Us of Section IV—Conditions; We waive any right of recovery against the person(s) or organization(s) shown in the Schedule above because of payments we make under this Coverage Part.Such waiver by us applies only to the extent that the insured has waived its right of recovery against such person(s) or organization(s) prior to loss. This endorsement applies only to the person(s) or organization(s)shown in the Schedule above. CG 24 04 12 19 b Insurance Services Office,Inc.,2018 Page 1 of 1 22555 Vehicle Maintenance and Lube&Oil Services Page 29 of 30 204 ATTACHMENT F - SAMPLE CONTRACT Excluded 22555 Vehicle Maintenance and Lube&Oil Services Page 30 of 30 205 EXHIBIT B - CONTRACTOR'S QUOTE SUBMITTAL 206 2:.. ^w et CITY OF YAKIMA �`> INVITATION TO QUOTE 22555 COVER SHEET THIS IS NOT AN ORDER QUOTE Release Date:September 29, 2025 Quote Receipt: Bidders must first register with PublicPurchase.com. Quote submittal shall be completely uploaded into PublicPurchase.com no later than the date and time listed below. Register as early as possible and do not wait until the due date to upload your documents, as this may take some time. Late Quotes will not be accepted or evaluated. If you try to submit a Quote late, the electronic system will not receive it. Quotes shall be firm for acceptance for ninety (90) days from the date of Quote opening, unless otherwise noted. Quote openings are not public. Purchasing For Buyer in charge of this procurement(Contact for further information): City of Yakima Police Department Christina Payer, CPPB 200 S 3rd Street Buyer II Yakima, WA 98901 Quotes Must be completely uploaded by: Phone E-Mail Address October 13, 2025, 2:00:00 PM PDT (509) 576-6696 Christina.paverAyakimawa.gov Public Opening 0 PROJECT DESCRIPTION SUMMARY Vehicle Maintenance and Lube & Oil Services for Yakima Police Department Enter Prompt Payment Discount: % net days Services to start within 1 days after receipt of order. ® I hereby acknowledge receiving addendum(a) , (use as many spaces as addenda received) In signing this Quote we also certify that we have not,either directly or indirectly,entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition;that no attempt has been made to induce any other person or firm to submit or not to submit a Quote;that this Quote has been independently arrived at without collusion with any other Bidder,competitor or potential competitor;that this Quote has not been knowingly disclosed prior to the opening of Quotes to any other Bidder or competitor;that the above statement is accurate under penalty of perjury. Furthermore, the Washington State Interlocal Cooperative Act (RCW 39.34) provides that other governmental agencies may purchase goods or services on this solicitation or contract in accordance with the terms and prices indicated therein if all parties agree. The City does not accept any responsibility or involvement in the purchase orders or contracts issued by other public agencies. We will comply with all terms,conditions and specifications required by the City of Yakima in this Invitation to Quote and all terms of our Quote. Company Name Company Address Commercial Tire 1411 S 1st ST, Yakima, WA 98901 Name of Authorized Company Representative(Type or Print) Title Phone ( 209 ) 981-1728 Director Of Sales Chris Parks Fax ( )n/a Signature of Above Date Email Address /6'a 10/07/2025 cparks@commercialtire.com 22555 Vehicle Maintenance and Lube& Oil Services Page 2 of 39 207 VII. QUOTE FORM BIDDER NAME: Commercial Tire INVITATION TO QUOTE NO. 22555 TO BIDDER: PLEASE QUOTE YOUR LOWEST PRICE, BEST DELIVERY DATE AND PAYMENT DISCOUNT TERMS FOR THE FOLLOWING. THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL QUOTES AND TO ACCEPT ANY OR ALL ITEMS AT THE PRICE QUOTE. THE CITY INTENDS TO AWARD THIS CONTRACT WITHIN NINETY (90) CALENDAR DAYS. Quote your lowest price for the following: SCHEDULE 1—Vehicle Maintenance Item Description Qty. Unit Total Price No. (without tax) 1. Standard labor rate per hour: $ 160 Percent discount on labor rate 10 (or) Flat rate per hour offered for this bid $ 2. Trouble shooting & diagnostic work per hour labor $ 0 rate: Most case is under lhr 3. Method of calculating discount on parts costs (choose one): Cost plus (or) List price minus (or) Other: 4. Name of flat rate manual used for costing services: (Manuals shall be provided by the successful Pro Demand contractor at time of award). Sub Total Schedule A: $ 144.D0 WA State Sales Tax @ 8.3%: $1 1 .95 Total Schedule A: $ 155.95 SCHEDULE 2—Lube,Oil&Filter Services(LOF) Bidder offers to provide the following Lube, Oil & Filter Services. Manufacturers may recommend Synthetic Blend or Full Synthetic on certain vehicles included in Police fleet. Please indicate below when applicable. City of Yakima reserves the right to make a multiple award based on the best value and geographical location. Item Description Qty. Unit Total Price No. (without tax) Conventional Oil: Flat Rate Price Per Lube, Oil & Filter Change: (Flat Rate Price to include a maximum of 5 $ 5' 1 EA quarts of oil. Any additional quarts IF NEEDED will be paid separately). 47.95 5a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ 6.55 22555 Vehicle Maintenance and Lube & Oil Services Page 16 of 39 208 List vehicles, year/make/model,that require conventional oil: 6. Synthetic Blend: Flat Rate Price Per Lube, Oil & Filter 1 EA $67.95 Change: (Flat Rate Price to include a maximum of 5 quarts of oil. Any additional quarts IF NEEDED will be paid separately). 6a. Price for each additional quart of oil beyond 5 quarts. 1 EA $6.95 List vehicles, year/make/model, that require synthetic blend oil: 7. Full Synthetic: Flat Rate Price Per Lube, Oil & Filter 1 EA $ Change: (Flat Rate Price to include a maximum of 5 87.95 quarts of oil. Any additional quarts IF NEEDED will be paid separately). 7a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ 10.55 List vehicles, year/make/model,that require full synthetic oil: Sub Total Schedule B: $ 173.40 WA State Sales Tax 8.3%: 14.39 Total: $ 187.79 OIL/LUBRICANTS PROPOSED: State brands and weights of premium quality oil and list lubricants that will be available, both with the highest AP rating available. (Add additional sheet if needed). Brands Weights Lubricants Conventional, Blend or Full Synthetic Service Pro 5w20, 5w30, 5w40 Engine Oil Full Synthetic Service Pro 5w20, 5w30 Engine Oil Blend Shell Rotella 15w40 Engine Oil Blend Service Pro 0w30 Engine Oil Full Synthetic Service Pro Auto Transmission Fluid Mechanical Repairs Contractor must identify if mechanical repairs are covered by manufacturer warranty prior to completing repairs. All major repairs exceeding standard lube, oil and filter services must be approved by Police Fleet Manager prior to repair. Acknowledged by: Chris Parks Director Of Sales e/vuz- i0 Print Name,Title Signed Name 22555 Vehicle Maintenance and Lube& Oil Services Page 17 of 39 209 VIII. VENDOR QUESTIONNAIRE Page 1 of 4 INSTRUCTIONS: Provide the requested information, sign and date. If the Owner requires further description,the Owner may request Proposer to provide such information within a mandatory due date. You must submit this completed form to the Owner with your Proposal. Failure to submit this form fully complete may result in disqualification of Proposal. VENDOR INFORMATION Proposer's Legal Name: Commercial Tire Inc Company's dba: (if applicable) CEO/President Name: Trent Schwenkfelder Business Federal Credit Cards (Visa) accepted? License No. A04088225 UBI No. 601-383-324 EIN No. 82-0289818 Yes x No Phone ( 208 ) 888-8800 Toll Free Phone ( ) N/A FAX ( ) N/A E-Mail Address cparks@commercialtire.com Mailing Address 2095 E. Commercial St. City Meridian State Idaho Zip +4 83642 Physical Address 2095 E. Commercial St. City Meridian State ID Zip +4 83642 Name the person to contact for questions concerning this proposal. Name Chris Parks Title Director Of Sales Phone ( 208) 888-8800 Toll Free Phone ( ) N/A FAX ( ) N/A E-Mail Address cparks@commercialtire.com Mailing Address 2095 E. Commercial St. City Meridian State ID Zip+4 83642 Physical Address 2095 E. Commercial St. City Meridian State ID Zip +4 83642 22555 Vehicle Maintenance and Lube & Oil Services Page 18 of 39 210 VENDOR: Commercial Tire VENDOR QUESTIONNAIRE Page 2 of 4 OWNERSHIP Is your firm a subsidiary, parent, holding company, or affiliate of another firm? Yes: No: NO Please explain: FINANCIAL RESOURCES AND RESPONSIBILITY Within the previous five years, has your firm been the debtor of a bankruptcy? Yes: No: NO Please explain Is your firm in the process of or in negotiations toward being sold? Yes: No: NO Please explain Within the previous five years, has your firm been debarred from contracting with any local, state, or federal government contract? Yes: No: NO Please explain Within the previous five years, has your firm been determined to be a non- responsible bidder for a proposal for any government contract? Yes: No: NO Please explain Within the previous five years, has a governmental or private entity terminated your firm's contract prior to contract completion? Yes: No: NO Please explain Within the previous five years, has your firm used any subcontractor to perform work on a government contract when that subcontractor had been debarred by a governmental agency? Yes: No: NO Please explain 22555 Vehicle Maintenance and Lube & Oil Services Page 19 of 39 211 VENDOR: Commercial Tire VENDOR QUESTIONNAIRE Page 3 of 4 DISPUTES Within the previous five years, has your firm been the defendant in court on a matter related to any of the following? • Payment to subcontractors? Yes: No: NO Please explain • Work performance on a contract? Yes: No: NO Please explain Does your firm have any outstanding judgments pending against it? Yes: No: NO Please explain Within the previous five years, has your firm been assessed liquidated damages on a contract? Yes: No: NO Please explain Has your firm received notice of and/or in litigation about patent infringement for the product and/or service that your firm is offering to the County? Yes: No: NO Please explain COMPLIANCE Within the previous five years, has your firm or any of its owners, partners, or officers, been assessed penalties or found to have violated any laws, rules, or regulations enforced or administered by a governmental entity? This does not include owners of stock if your firm is a publicly traded corporation. Yes: No: NO Please explain License(s) are required to perform the services sought by this solicitation. Within the previous five years, has your firm had a license suspended by a licensing agency or been found to have violated licensing laws? Yes: No: NO Please explain 22555 Vehicle Maintenance and Lube&Oil Services Page 20 of 39 212 VENDOR: Commercial Tire VENDOR QUESTIONNAIRE Page 4 of 4 BUSINESS INTEGRITY Is a governmental entity or public utility currently investigating your firm for false claims or material misrepresentations? Yes: No: NO Please explain Within the previous five years, has a governmental entity or public utility determined your firm made a false claim or material misrepresentation? Yes: No: NO Please explain Within the previous five years, has your firm or any of its owners, partners or officers been convicted of a crime involving the bidding on a government contract, the awarding of a government contract, the performance of a government contract, or of a crime of fraud, theft, embezzlement, perjury, bribery? This does not include Owners of stock if your finn is a publicly traded corporation. Yes: No: NO Please explain 22555 Vehicle Maintenance and Lube &Oil Services Page 21 of 39 213 IX. VENDOR REFERENCES Provide at least three (3) references for organizations with whom your company has provided similar services over the last three (3) years. Include a clear and concise description of the project. The Owner will determine which, if any, references are contacted to assess the quality of work performed. The results of any reference checks will be provided to the Selection Team for this RFP and will be used when scoring the written proposal. 1) Company Name The Cutting Edge Address (include Zip + 4) PO BOX 140436, Boise, ID 83714 Contact Person Ken Hand Phone No. 208-378-4588 Email address N/A Describe experience with reference: Fleet Maintenance provider for over 10 years. Maintain a large fleet of vehicles for regional landscaping company including all mechanical and tire work. 2) Company Name Ada County Highway District ACHD Commuteride Address (include Zip + 4) 3775 Adams Street, Boise, ID 83714 Contact Person Grant Pelly Phone No. 208-345-7876 Email address gpelly@achdidaho.org Describe experience with reference: Fleet Maintenance provider for over 10 years. Maintain a large fleet of Public ride share vans including all mechanical and tire work. Winner of Multiple RFP's and for several divisions of Ada County Highway Distric. 3) Company Name Valley Ride Address (include Zip + 4) 4788 S Orchard, Boise, ID 83705 Contact Person Frank Kroenbitter Phone No. 208-258-2754 Email address fkroenbitter@valleyregionaltransit.org Describe experience with reference: Fleet Maintenance provider for over 10 years. Maintain a large fleet of Public Transit busses. Winner of multiple RFP'S and for multiple divisions of this company. 22555 Vehicle Maintenance and tube & Oil Services Page 22 of 39 214 ATTACHMENT A—SERVICE QUESTIONNAIRE Please check the services your company can perform and list the number of certified mechanics available for each service. Provide Number of Certified Mechanics? Service? Engine Repair 1 V Automatic Transmission - Fluid Flush 1 V Manual Transmission and Rear Axle - Fluid Flush 1 q/ Front End 3 VBrakes 3 Electrical Systems 1 V Heating and Air Conditioning 1 Engine Tune-Up 1 22555 Vehicle Maintenance and Lube& Oil Services Page 23 of 39 215 ATTACHMENT B— LIST OF EQUIPMENT Contractor must list equipment owned and which is available for use on proposed work as required: Detail of Equipment to be Used Condition Location (Name, Type, Model, Year) For LOF and Check Only Services: 1. Brake Lathe: Pro - Cut PFM 9.2 DRO Good CT: Yakima 2. Air conditioning service center: Robinair 34788 - H Good CT: Yakima 3. Starting and charging system tester: Interstate IB Pulse Good CT: Yakima 4. Complete diagnostic services center: Snap - On Modis Edge: Scan Tool Good CT: Yakima For Tire Services: 1. Front end alignment equipment: Hunter Win Align Good CT: Yakima 2. Complete Diagnostic equipment: Hunter TCX53 Plus NEW CT: Yakima 22555 Vehicle Maintenance and Lube& Oil Services Page 24 of 39 216 ATTACHMENT C—SAMPLE WORK ORDER (REQUIRED WITH SUBMITTAL) Use 2022 FORD INTERCEPTOR AWD UTILITY ECOBOOST as an example vehicle for the purpose of costing services listed below: Service Parts Brand Hours Labor Cost Parts Cost Total Cost Required W/O TAX 1. Service Transmission 34-227968 2 $ $189.95 $22.89 212.84 Parts Required: Transmission Kit WIX Fluid Service Pro 2. Engine Tune-up 34-227970 1.5 $240 $224.73 464.73 Parts Required: Plugs Auto Lite Rotor N/A Fuel Filter Ford Air Cleaner WIX 3. Brake Repair(Including wheel $ pack) 34-227980 2 $495.90 Included 495.90 Parts Required: Wheel Seals N/A Front Pads Brake Best Rear Shoes Brake Best Turn Rotors(2) Included Included $ 0 Turn Rear Drums(2) Included Included $ 0 4. Front End Alignment(front only)34-227973 1 $ $129.95 Included 129.95 Parts Required: Front/Rear Shims N/A 5. Lube,Oil, Filter 34-227974 1 $67.95 $6.95 $ 74.90 Parts Required: 5-30 Synthetic Blend Oil Service Pro Filter Service Pro 6. Air conditioner Recharge 34-227975 2 $189.95 $1,519.20 1,709.15 Parts Required: Freon,5 lbs. Service Pro 7. Mount Snow Tires, Balance, Rotate $ (2 tires) 34-227976 .50 $50.90 50.90 22555 Vehicle Maintenance and Lube & Oil Services Page 25 of 39 217 Inv Date Cust# Order# Page 10/06/25 312711 227968 1 CT - YAKIMA 1411 S. 1ST ST License:73605D YAKIMA, WA 98901 2022 FORD POLICE INTERCEP (509)248-9530 Sold CITY OF YAKIMA Ship CITY OF YAKIMA To ACCOUNTS PAYABLE To ACCOUNTS PAYABLE 129 NORTH 2ND STREET 129 NORTH 2ND STREET YAKIMA, WA 98901 YAKIMA, WA 98901 Quote PO# Slm M-Phone 0-Phone Ship Via NR 509-575-6070 VIN:1FM5K8AC7NGA93682 Item# Description Qtv-Ord Qty-Shp FET Price Net 200TF TRANSMISSION FLUID EXCHANGE 1 1 189.95 189.95 200TFLAB TRANSMISSION FLUID EXCHANGE LABOR 1 1 VP094 VLV VPS TRANS EXCHANGE & COND. KIT 1 1 OIL ITEM # (17237) 12 12 *ADD ITEM LINE FOR QUARTS OVER 12.0 17237 SPRO Max Dex/Merc ATF Bulk 1 QT 2.30 2.30 9.95 22.89 DO NOT PAY. THIS IS A QUOTE. SubTot Parts: 212.84 OrdTkr:BCM34 NET 10TH Tax 8.300% : 17.66 RECOMMEND RETORQUE BETWEEN 50-100 MILES Inv Total 230.50 218 Inv Date Cust# Order# Page 10/06/25 312711 227970 1 CT - YAKIMA 1411 S. 1ST ST License:73605D YAKIMA, WA 98901 2022 FORD POLICE INTERCEP (509)248-9530 Sold CITY OF YAKIMA Ship CITY OF YAKIMA To ACCOUNTS PAYABLE To ACCOUNTS PAYABLE 129 NORTH 2ND STREET 129 NORTH 2ND STREET YAKIMA, WA 98901 YAKIMA, WA 98901 Quote PO# Slm M-Phone 0-Phone Ship Via NR 509-575-6070 VIN:1FM5K8AC7NGA93682 Item# Description Qty-Ord Qty-Shp FET Price Net LTU TUNEUP/AC/MUFFLER LABOR (PER HOUR) 1.50 1.50 160.00 240.00 *30 ATO SPARK PLUG 6 6 18.63 111.78 *FUEL MOT FUEL FILTER 1.00 1.00 77.95 77.95 *AIR WIX ENG. AIR FILTER 1.00 1.00 35.00 35.00 DO NOT PAY. THIS IS A QUOTE. SubTot Parts: 224.73 OrdTkr:bcm34 SubTot Labor: 240.00 NET 10TH Tax 8.300% : 38.58 RECOMMEND RETORQUE BETWEEN 50-100 MILES Inv Total 503.31 219 Inv Date Cust# Order# Page 10/06/25 312711 227980 1 CT - YAKIMA 1411 S. 1ST ST License:73605D YAKIMA, WA 98901 2022 FORD POLICE INTERCEP (509)248-9530 Sold CITY OF YAKIMA Ship CITY OF YAKIMA To ACCOUNTS PAYABLE To ACCOUNTS PAYABLE 129 NORTH 2ND STREET 129 NORTH 2ND STREET YAKIMA, WA 98901 YAKIMA, WA 98901 Quote PO# Slm M-Phone 0-Phone Ship Via NR 509-575-6070 VIN:1FM5K8AC7NGA93682 Item# Description Qty-Ord Qty-Shp FET Price Net FPREM PREMIUM FRONT BRAKE SERVICE 1 1 247.95. 247.95 *DBP BB SC2229 FRONT PAD SET 1 1 0.00 0.00 *SERVICE BRAKE ROTORS/DRUMS *CLEAN & INSPECT BRAKE HARDWARE *FREE 2YR/25K FREE REPLACEMENT * RPREM PREMIUM REAR BRAKE SERVICE 1 1 247.95 247.95 *DBP BB SC2231 REAR PAS SET 1 1 0.00 0.00 *SERVICE BRAKE ROTORS/DRUMS *CLEAN & INSPECT BRAKE HARDWARE *FREE 2YR/25K FREE REPLACEMENT *- TORQUE TORQUE - NOTE LBS & WHEEL POSITIONS 1 1 0.00 0.00 DO NOT PAY. THIS IS A QUOTE. SubTot Parts: 247.95 OrdTkr:BCM34 SubTot Labor: 247.95 NET 10TH Tax 8.300% : 20.58 RECOMMEND RETORQUE BETWEEN 50-100 MILES Inv Total 516.48 220 Inv Date Cust# Order# Page 10/06/25 312711 227973 1 CT - YAKIMA 1411 S. 1ST ST License:73605D YAKIMA, WA 98901 2022 FORD POLICE INTERCEP (509)248-9530 Sold CITY OF YAKIMA Ship CITY OF YAKIMA To ACCOUNTS PAYABLE To ACCOUNTS PAYABLE 129 NORTH 2ND STREET 129 NORTH 2ND STREET YAKIMA, WA 98901 YAKIMA, WA 98901 Quote PO# Slm M-Phone 0-Phone Ship Via NR 509-575-6070 VIN:1FM5K8AC7NGA93682 Item# Description Qty-Ord Qty.-Shp FET Price Net ALIGN COMPUTERIZED ALIGNMENT ONLY 1 1 129.95 129.95 . *3 MONTH OR 3,000 MILE WARRANTY *ON ALIGNMENT DO NOT PAY. THIS IS A QUOTE. SubTot Parts: 0.00 OrdTkr:BCM34 SubTot Labor: 129.95 NET 10TH Tax 8.300% : 10.79 RECOMMEND RETORQUE BETWEEN 50-100 MILES Inv Total 140.74 221 Inv Date Cust# Order# Page 10/06/25 312711 227974 1 CT - YAKIMA 1411 S. 1ST ST License:73605D YAKIMA, WA 98901 2022 FORD POLICE INTERCEP (509)248-9530 Sold CITY OF YAKIMA Ship CITY OF YAKIMA To ACCOUNTS PAYABLE To ACCOUNTS PAYABLE 129 NORTH 2ND STREET 129 NORTH 2ND STREET YAKIMA, WA 98901 YAKIMA, WA 98901 Quote PO# Slm M-Phone 0-Phone Ship Via NR 509-575-6070 VIN:1FM5K8AC7NGA93682 Item# Description Qty-Ord Qty-Shp FET Price Net 200M COMPLETE LUBE SERVICE-SYN BLEND 1 1 67.95 67.95 M10387 Service Pro Oil Filter 1.00 1.00 0.00 0.00 SPL66695 5W30 SERVPRO SYN BLEND EPAK 1QT 5.00 5.00 0.00 0.00 FSLAB RED CARPET VEHICLE INSPECTION 1.00 1.00 0.00 0.00 *ADD ITEM LINE FOR QUARTS OVER 5.0 SPL66695 5W30 SERVPRO SYN BLEND EPAK 1QT 1.00 1.00 6.95 6.95 DO NOT PAY. THIS IS A QUOTE. SubTot Parts: 74.90 OrdTkr:BCM34 NET 10TH Tax 8.300% : 6.22 RECOMMEND RETORQUE BETWEEN 50-100 MILES Inv Total 81.12 222 Inv Date Cust# Order# Page 10/06/25 312711 227975 1 CT - YAKIMA 1411 S. 1ST ST License:73605D YAKIMA, WA 98901 2022 FORD POLICE INTERCEP (509)248-9530 Sold CITY OF YAKIMA Ship CITY OF YAKIMA To ACCOUNTS PAYABLE To ACCOUNTS PAYABLE 129 NORTH 2ND STREET 129 NORTH 2ND STREET YAKIMA, WA 98901 YAKIMA, WA 98901 Quote PO# Slm M-Phone 0-Phone Ship Via NR 509-575-6070 VIN:1FM5K8AC7NGA93682 Item# Description Qty-Ord Qty-Shp FET Price Net YFACSVC AIR CONDITIONING SERVICE YF 1 1 189.95 189.95 *SERVICE AIR CONDITIONER. CHECK *CONDITION OF ALL BELTS AND LINES, *RECHARGE WITH RECLAIMED R1234. TEST *SYSTEM PERFORMANCE & TEST FOR LEAKS ADDITIONAL FREON (R1234YF / 9514) 1 1 CLEAN CABIN AIR FILTER PASSED INSPECTION 1 1 0. 00 0.00 ** *5LBS OF FREON. 16OZ PER LB R1234YF R1234YF FREON (PER OZ) 80. 00 80.00 18.99 1519.20 DO NOT PAY. THIS IS A QUOTE. SubTot Parts: 1519.20 OrdTkr:BCM34 SubTot Labor: 189.95 NET 10TH Tax 8.300% : 141.85 RECOMMEND RETORQUE BETWEEN 50-100 MILES Inv Total 1851.00 223 Inv Date Cust# Order# Page 10/06/25 312711 227976 1 CT - YAKIMA 1411 S. 1ST ST License:73605D COPY YAKIMA, WA 98901 2022 FORD POLICE INTERCEP (509 )248-9530 Sold CITY OF YAKIMA Ship CITY OF YAKIMA To ACCOUNTS PAYABLE To ACCOUNTS PAYABLE 129 NORTH 2ND STREET 129 NORTH 2ND STREET YAKIMA, WA 98901 YAKIMA, WA 98901 Quote PO# Slm M-Phone 0-Phone Ship Via NR 509-575-6070 VIN:1FM5K8AC7NGA93682 Item# Description Qty-Ord Qty-Shp FET Price Net P05 MT & DSMT PASSENGER 2 2 8.95 17.90 P12 WHEEL BALANCE PASSENGER 2 2 16.50 33.00 ESWR EXTRA STEP WARRANTY-ROTATION 2 2 0.00 0.00 TORQUE TORQUE - NOTE LBS & WHEEL POSITIONS 1 1 0.00 0.00 ** *SNOW TIRE CHANGE OVER DO NOT PAY. THIS IS A QUOTE. SubTot Parts: 0.00 OrdTkr:bcm34 SubTot Labor: 50.90 NET 10TH Tax 8.300% : 4.23 RECOMMEND RETORQUE BETWEEN 50-100 MILES Inv Total 55.13 224 ATTACHMENT D - DEBARMENT AND SUSPENSION ATTESTATION FORM { CITY OF YAKIMA PURCHASING DIVISION 129 North 21d Street Yakima,Washington 98901 . (509)575-6093 DEBARMENT AND SUSPENSION ATTESTATION If this Contract qualifies as a covered transaction under federally funded grant requirements,the Contractor certifies compliance with the following: 1. Neither the Contractor,its principals(as defined in 2 CFR§180.995),nor its affiliates(as defined in 2 CFR§180.905)are excluded or disqualified as specified in 2 CFR§180.940 and§180.945. 2. The Contractor agrees to comply with the requirements of 2 CFR Part 180,Subpart C,as adopted and supplemented by 2 CFR Part 200(Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards),and further ensures that any!ower- tier covered transactions entered into as part of this Contract will include a requirement for compliance with these regulations. 3. The debarment and exclusion status of entities can be verified at https://www.sam.gov. The Contractor hereby certifies that all information provided in this attestation is true,accurate,and complete to the best of their knowledge and acknowledges that this representation is a material fact upon which the City of Yakima relies. The Contractor affirms its commitment to remain in full compliance with the requirements of 2 CFR Part 180,Subpart C,and all applicable federal regulations throughout the duration of this Contract and to require compliance in all lower-tier covered transactions.Furthermore,if it is discovered that the Contractor knowingly provided false certification,the City of Yakima and the Federal Government may pursue all available remedies,including,but not limited to,suspension or debarment. Signed this 08 day of october, 2025 Contractor's Name Commercial Tire Name and Title of Authorized Representative Chris Parks Director Of Sales Si natureofAut'hoo'rized Representative of�/ o 15o9J 575.6093 c(5o9i 576-6394 E purch@yakimaita.gov w wwta_yakintawa_gnirfservices!purchasing Last modified:11J19f24 22555 Vehicle Maintenance and Lube & Oil Services Page 26 of 39 225 A CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 10ros/2o2s THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(les) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCERCON FACT wAME: CLIENT CONTACT CENTER FEDERATED MUTUAL INSURANCE COMPANY PHONE FAX HOME OFFICE:P.O.BOX 328 IA/C,No,Ext):888-333-4949 IA/C,No):507-446-4664 OWATONNA,MN 55060 E-MAIL ADDRESS:CLIENTCONTACTCENTER®FEDINS.COM INSURERS AFFORDING COVERAGE NAIC B INSURER A:FEDERATED MUTUAL INSURANCE COMPANY 13935 INSURED INSURER B:FEDERATED RESERVE INSURANCE COMPANY 16024 COMMERCIAL TIRE INC INSURER C: 2095 E COMMERCIAL ST MERIDIAN,ID 83642-5967 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:681 REVISION NUMBER:4 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. iLTR TYPE OF INSURANCE I aR SIX POLICY NUMBER POLICY EFF POLICY EXP LIMITS (MMIDD/VYYY) (MM/DDIYYYY) X COMMERCIAL GENERAL UABILITY EACH OCCURRENCE $1,000,000 CLAIMS-MADE X OCCUR DAMAGE TO RENTED PREMISES $100,000 (Ea occurrence) MED EXP IAny one person) EXCLUDED A Y N 9024899 11/01/2024 11/01/2025 PERSONALS AUVINJURY $1,000,000 GEN'.AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $2,000,000 X POLICY JE T LOC PRODUCTS&COMP/OP ACC $2,000,000 OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $1,000,000 (Ea accident) X ANY AUTO BODILY INJURY(Per Person) A ■OWNED AUTOS ONLY SCHEDULED N N 9024899 11/01/2024 11/01/2025 BODILY INJURY'Per Accident) ■HIRED AUTOS ONLY NON-OJJNED PROPERTY DAMAGE AUTOS ONLV (Per Accident) X UMBRELLA LIAR X OCCUR EACH OCCURRENCE $15,000,000 A EXCESSLIAB CLAIMS-MADE Y N 9024900 11/01/2024 11/01/2025 AGGREGATE $15,000,000 LIED RETENTION WORKERS COMPENSATION AND EMPLOYERS'LIABILITY YIN X PER STATUTE OTHER ANY PROPRIETOR/PARTNERI EXECUTIVE E.L EACH ACCIDENT $500,000 B OFFICER/MEMBER EXCLUDED? N/A N 9239234 11/01/2024 11/01/2025 (Mandatory in NH) E.L DISEASE CA EMPLOYEE $500,000 Ii yes,describe under DESCRIPTION OF OPERATIONS below E.L DISEASE-POLICY LIMIT $500,000 DESCRIPTION OF OPERATIONS/LOCATIONS I VEHICLES(ACORD 101.Additional Remarks Schedule,may be a/athed If more space Is required) SEE ATTACHED PAGE CERTIFICATE HOLDER CANCELLATION CITY OFMA PURCHASING DEPARTMENT 681 4 2ND ST 129 N 2ND ST SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED YAKIMA,WA 98901-2613 BEFORE THE EXPIRATION DATE THEREOF,NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © 1988-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016/03) The ACORD name and logo are registered marks of ACORD 226 AGENCY CUSTOMER ID: AC ?R1) LOC#: ADDITIONAL REMARKS SCHEDULE Page 1 of 1 AGENCY NAMED INSURED FEDERATED MUTUAL INSURANCE COMPANY COMMERCIAL TIRE INC 2095E COMMERCIAL ST POLICY NUMBER MERIDIAN,ID 83642-5967 SEE CERTIFICATE#681.4 CARRIER NAIC CODE EFFECTIVE DATE:SEE CERTIFICATE#681.4 SEE CERTIFICATE#681.4 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: 25 FORM TITLE: CERTIFICATE OF LIABILITY INSURANCE SUBJECT TO THE TERMS AND CONDITIONS OF THE POLICY, ADDITIONAL INSUREDS ALSO INCLUDES THE CITY OF YAKIMA, ITS AGENTS, EMPLOYEES, AUTHORIZED VOLUNTEERS, ELECTED AND APPOINTED OFFICIALS ARE INCLUDED AS PRIMARY/NON-CONTRIBUTORY ADDITIONAL INSURED. SEE ATTACHED ADDITIONAL INSURED ENDORSEMENT THE CERTIFICATE HOLDER IS AN ADDITIONAL INSURED ON GENERAL LIABILITY SUBJECT TO THE CONDITIONS OF THE ADDITIONAL INSURED - OWNERS, LESSEES, OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION ENDORSEMENT. INSURANCE PROVIDED BY THE GENERAL LIABILITY COVERAGE IS PRIMARY AND NONCONTRIBUTORY OVER OTHER INSURANCE SUBJECT TO THE CONDITIONS OF THE PRIMARY AND NONCONTRIBUTORY CLAUSE- OTHER INSURANCE CONDITION. COMMERCIAL UMBRELLA FOLLOWS FORM ACCORDING TO THE TERMS, CONDITIONS, AND ENDORSEMENTS FOUND IN THE COMMERCIAL UMBRELLA POLICY. ACORD 101(2008/01) ©2008 ACORD CORPORATION.All rights reserved. The ACORD name and logo are registered marks of ACORD 227 COMMERCIAL GENERAL LIABILITY CG20011219 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. PRIMARY AND NONCONTRIBUTORY - OTHER INSURANCE CONDITION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART LIQUOR LIABILITY COVERAGE PART PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART The following is added to the Other Insurance (2) You have agreed in writing in a contract Condition and supersedes any provision to the or agreement that this insurance would be contrary: primary and would not seek contribution Primary And Noncontributory Insurance from any other insurance available to the This insurance is primary to and will not seek additional insured. contribution from any other insurance available to an additional insured under your policy provided that: (1) The additional insured is a Named Insured under such other insurance; and ©Insurance Services Office, Inc., 2018 Page 1 of 1 CG 20 01 12 19 Policy Number: 9024899 Transaction Effective Date: 11/01/2024 228 POLICY NUMBER: 9024899 COMMERCIAL GENERAL LIABILITY CG 20 10 12 19 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): Location(s) Of Covered Operations City of Yakima Purchasing Department Any coverage provided by this endorsement 129 N 2nd St applies only to tire service work at Yakima, WA 98901-2613 certholder locations in Yakima. Subject to the terms and conditions of the policy, Additional Insureds also includes The City of Yakima, its agents, employees, authorized volunteers, elected and appointed officials Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section II - Who Is An Insured is amended to B. With respect to the insurance afforded to these include as an additional insured the person(s) or additional insureds, the following additional organization(s) shown in the Schedule, but only exclusions apply: with respect to liability for "bodily injury", This insurance does not apply to "bodily injury" or "property damage" or "personal and advertising "property damage" occurring after: injury" caused, in whole or in part, by: 1. All work, including materials, parts or 1. Your acts or omissions; or equipment furnished in connection with such 2. The acts or omissions of those acting on your work, on the project (other than service, behalf; maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the in the performance of your ongoing operations for location of the covered operations has been the additional insured(s) at the location(s) completed; or designated above. However: 2. That portion of "your work" out of which the injury or damage arises has been put to its 1. The insurance afforded to such additional intended use by any person or organization insured only applies to the extent permitted by other than another contractor or subcontractor law; and engaged in performing operations for a 2. If coverage provided to the additional insured principal as a part of the same project. is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. © Insurance Services Office, Inc., 2018 Page 1 of 2 CG 20 10 12 19 Policy Number: 9024899 Transaction Effective Date: 02/27/2025 229 C. With respect to the insurance afforded to these 2. Available under the applicable limits of additional insureds, the following is added to insurance; Section III - Limits Of Insurance: whichever is less. If coverage provided to the additional insured is This endorsement shall not increase the required by a contract or agreement, the most we applicable limits of insurance. will pay on behalf of the additional insured is the amount of insurance: 1. Required by the contract or agreement; or Insured: Commercial Tire Inc 2095 E Commercial St Meridian, ID 83642-5967 Page 2 of 2 © Insurance Services Office, Inc., 2018 CG 20 10 12 19 Policy Number: 9024899 Transaction Effective Date: 02/27/2025 230 AGREEMENT CITY OF YAKIMA Quote 22555 Vehicle Maintenance and Lube&Oil Services THIS AGREEMENT, entered into on the date of last execution, between the City of Yakima, a Washington municipal corporation ("City"), and Price Ford of Yakima Valley LLC, ("Contractor"). WITNESSETH: The parties, in consideration of the terms and conditions herein, do hereby covenant and agree as follows: 1. Statement of Work The Contractor shall perform all work and service(s) and furnish all tools, materials, labor and equipment (collectively referred to as "Services") according to the procedure outlined in Quote 22555 Vehicle Maintenance and Lube&Oil Services. Specifications which are attached as Exhibit A, and the most recent edition of the ANSI/TIA/EIA and NEC Standards, all of which are incorporated herein by this reference, and shall perform any alterations in or additions to the work provided under this Contract and every part thereof. The Contractor shall provide and bear the expense of all equipment; work and labor of any sort whatsoever that may be required for the transfer of materials and completing the work provided for in this Contract and every part thereof, except such as are mentioned in the specifications to be furnished by the City of Yakima. 2. Compensation The City agrees to pay the Contractor according to Exhibit B, attached hereto and incorporated herein, which Exhibit includes the deliverables and payment schedule of itemized prices as listed in the Contractor's Quote submittal at the time and in the manner and upon the conditions provided for the Contract. 3. Contract Term The period of this Contract shall be for a period of one (1) year from its effective date. The City may, at its option, extend the Contract on a year-to-year basis for up to three (3) additional years. Contract extensions shall be automatic, and shall go into effect without written confirmation, unless the City provides advance notice of the intention to not renew or unless the Services have been completed to the City's satisfaction prior to any automatic renewal. 4. Agency Relationship between City and Contractor Contractor shall, at all times, be an independent Contractor and not an agent or representative of City with regard to performance of the Services. Contractor shall not represent that it is, or hold itself out as, an agent or representative of City. In no event shall Contractor be authorized to enter into any agreement or undertaking for, or on, behalf of City. 5. Successors and Assigns a. Neither the City, nor the Contractor, shall assign, transfer, or encumber any rights, duties, or interests accruing from this Contract without the prior written consent of the other. b. The Contractor for itself, and for its heirs, executors, administrators, successors, and assigns, does hereby agree to the full performance of all the covenants herein contained upon the part of the Contractor. 5. Property Rights All records or papers of any sort relating to the City and to the project will at all times be the property of the City and shall be surrendered to the City upon demand. All information concerning the City and said project which is not otherwise a matter of public record or required by law to be made public, is confidential, and the Contractor will not, in whole or part, now or at any time disclose that information without the express written consent of the City. 6. Records a. The records relating to the Services shall, at all times, be subject to inspection by and with the approval of the City, but the making of (or failure or delay in making) such inspection or approval shall not relieve Contractor of responsibility for performance of the Services in accordance with this Contract, notwithstanding the City's knowledge of defective or non- 22555 Agreement Page 1 of 8 231 complying performance, its substantiality or the ease of its discovery. Contractor shall provide the City sufficient, safe, and proper facilities, and/or send copies of the requested documents to the City. Contractor's records relating to the Services will be provided to the City upon the City's request. b. Contractor shall promptly furnish the City with such information and records which are related to the Services of this Contract as may be requested by the City. Until the expiration of six (6) years after final payment of the compensation payable under this Contract, or for a longer period if required by law or by the Washington Secretary of State's record retention schedule, Contractor shall retain and provide the City access to (and the City shall have the right to examine, audit and copy) all of Contractor's books, documents, papers and records which are related to the Services performed by Contractor under this Contract. If any litigation, claim, or audit is started before the expiration of the six-year period, or for the required perioud outlined by the Washington Secretary of State's record retention period if longer, the records shall be retained unitl all litigation, claims or audit findings involving the reocrds have been resolved. c. All records relating to Contractor's services under this Contract must be made available to the City, and the records relating to the Services are City of Yakima /Yakima County records. They must be produced to third parties, if required pursuant to the Washington State Public Records Act, Chapter 42.56 RCW, or by law. All records relating to Contractor's services under this Contract must be retained by Contractor for the minimum period of time required pursuant to the Washington Secretary of State's records retention schedule. d. The terms of this section shall survive any expiration or termination of this Contract. 7. Work Made for Hire All work the Contractor performs under this Contract shall be considered work made for hire, and shall be the property of the City. The City shall own any and all data, documents, plans, copyrights, specifications, working papers, and any other materials the Contractor produces in connection with this Contract. On completion or termination of the Contract, the Contractor shall deliver these materials to the City. 8. Warranty Unless otherwise specifically stated by the Bidder, all goods and services furnished shall be warranted against defects or faulty workmanship and materials by the Contractor for one (1) year following inspection and acceptance of the products by the City. Warranty shall include all costs incurred, including shipping, for repair or replacement except that which is damaged by misuse or abuse. This one-(1) year warranty shall in no way affect normal extended or manufacturer's warranty exceeding this one (1) year period. Contractor warrants that all goods and services furnished under this Agreement are new, conform strictly to the specifications herein, are merchantable, good workmanship, free from defect, comply with all applicable safety and health standards established for such products, all goods are properly packaged, and all appropriate instructions or warnings are supplied. If a defect is found, a component failure occurs, or workmanship is found to cause failure, the Vendor shall replace the product at their own expense, including shipping charges. Any replacement product will be warrantied for one (1) year from the date it is delivered. All implied and expressed warranty provisions of the Uniform Commercial Code are incorporated into this Agreement. Contractor further warrants that no violation of any federal, state or local law, statute, rule, regulation, ordinance or order will result from the manufacturer, production, sale, shipment, installation or use of any other goods. Contractor's warranties (and any more favorable warranties, service policies, or similar undertaking of Contractor)shall survive delivery, inspection, and acceptance of the goods or services. 9. Compliance with Law Contractor agrees to perform all Services under and pursuant to this Contract in full compliance with any and all applicable laws, rules, and regulations adopted or promulgated by any governmental agency or regulatory body, whether federal, state, local, or otherwise. Contractor shall procure and have all applicable and necessary permits, licenses and approvals of any federal, state, and local government or governmental authority or this project, pay all charges and fees, and give all notices necessary and incidental to the due and lawful execution of the work. a. Procurement of a City Business License. Contractor must procure a City of Yakima Business License and pay all charges,fees, and taxes associated with said license. Contractor must provide proof of a valid Washington department of Revenue state excise tax registration number, as required in Title 85 RCW. b. Contractor must provide proof of a valid Washington State Contractor Registration number. 22555 Agreement Page 2 of 8 232 c. Contractor must provide proof of a valid Washington department of Revenue state excise tax registration number, as required in Title 82 RCW. d. Contractor must provide proof of a valid Washington Unified Business Identification (UBI) number. Contractor must have a current UBI number and not be disqualified from bidding on any public works contract under RCW 39.06.010 or 39.12.065(3). e. Contractor must provide proof of a valid Washington Employment Security Department number as required by Title 50 RCW. f. Foreign (Non-Washington) Corporations: Although the City does not require foreign corporate proposers to qualify in the City, County or State prior to submitting a proposal, it is specifically understood and agreed that any such corporation will promptly take all necessary measures to become authorized to conduct business in the City of Yakima at their own expense, without regard to whether such corporation is actually awarded the contract, and in the event that the award is made, prior to conducting any business in the City. 10. Nondiscrimination Provision During the performance of this Contract, the Contractor agrees as follows: The Contractor shall not discriminate against any person on the grounds of race, creed, color, religion, national origin, sex, age, marital status, sexual orientation, gender identity, pregnancy, veteran's status, political affiliation or belief, or the presence of any sensory, mental or physical handicap in violation of the Washington State Law Against Discrimination (RCW chapter 49.60) or the Americans with Disabilities Act(42 USC 12101 et seq.). This provision shall include but not be limited to the following: employment, upgrading, demotion, transfer, recruitment, advertising, layoff or termination, rates of pay or other forms of compensation, selection for training, and the provision of Services under this Agreement. Contractor agrees to comply with the applicable provisions of State and Federal Equal Employment Opportunity and Nondiscrimination statutes and regulations. In the event of the Contractor's noncompliance with the non-discrimination clause of this contract or with any such rules, regulations, or orders, this Contract may be cancelled, terminated, or suspended in whole or in part and the Contractor may be declared ineligible for any future City contracts. No provision of this Contract shall require or prohibit action or inaction by either party, or the agent(s) or subcontractor(s) of either party, that would violate Federal, State, or local law or that would affect the City's eligibility for any federal program or receipt of federal funds. The following provisions are included as required by Washington State law for any public work or improvement exceeding the sum of$10,000.00, or$15,000.00 for construction of water mains. RCW 35.22.650: Contractor agrees that the Contractor shall actively solicit the employment of minority group members. Contractor further agrees that the Contractor shall actively solicit bids for the subcontracting of goods or services from qualified minority businesses. Contractor shall furnish evidence of the Contractor's compliance with these requirements of minority employment and solicitation. Contractor further agrees to consider the grant of subcontracts to said minority bidders on the basis of substantially equal proposals in the light most favorable to said minority businesses. The Contractor shall be required to submit evidence of compliance with this section as part of the bid. Nothing in this Agreement shall require Contractor or any of its subcontractor(s)to take action that would be deemed discrimination or preferential treatment in violation of RCW 49.60.400. Pursuant to RCW 49.60.400(6), this Section does not prohibit action that must be taken to establish or maintain the City's eligibility for any federal program, if ineligibility would result in a loss of federal funds to the City. 11. Pay Transparency Nondiscrimination Provision: The Contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in 22555 Agreement Page 3 of 8 233 response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c)consistent with the contractor's legal duty to furnish information. 12. Indemnification and Hold Harmless a. Contractor shall take all necessary precautions in performing the Services to prevent injury to persons or property. The Contractor agrees to release, indemnify, defend, and hold harmless the City, its elected and appointed officials, officers, employees, agents, representatives, insurers, attorneys, and volunteers from all liabilities, losses, damages, and expenses related to all claims, suits, arbitration actions, investigations, and regulatory or other governmental proceedings arising from or in connection with this Agreement or the acts, failures to act, errors or omissions of the Contractor, or any Contractor's agent or subcontractor, in performance of this Agreement. b. Industrial Insurance Act Waiver. It is specifically and expressly understood that the Contractor waives any immunity that may be granted to it under the Washington State industrial insurance act, Title 51 RCW, solely for the purposes of this indemnification. Contractor's indemnification shall not be limited in any way by any limitation on the amount of damages, compensation or benefits payable to or by any third party under workers' compensation acts, disability benefit acts or any other benefits acts or programs. Contractor shall require that its subcontractors, and anyone directly or indirectly employed or hired by Contractor, and anyone for whose acts Contractor may be liable in connection with its performance of this Agreement, comply with the terms of this paragraph, waive any immunity granted under Title 51 RCW, and assume all potential liability for actions brought by their respective employees. The Parties acknowledge that they have mutually negotiated this waiver. c. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor and the City, the Contractor's liability, including the duty and cost to defend, shall be only to the extent of the Contractor's negligence. d. Nothing contained in this Section or this Contract shall be construed to create a liability or a right of indemnification in any third party. e. The terms of this Section shall survive any expiration or termination of this Contract. 13. Contractor's Liability Insurance At all times during performance of the Services and this Contract, Contractor shall secure and maintain in effect insurance to protect the City and Contractor from and against any and all claims, damages, losses, and expenses arising out of or resulting from the performance of this Contract. If Contractor carries higher coverage limits than the limits stated below, such higher limits shall be shown on the Certificate of Insurance and Endorsements and the City shall be named as an additional insured for such higher limits. Contractor shall provide and maintain in force insurance in limits no less than that stated below, as applicable. The City reserves the right to require higher limits should it deem it necessary in the best interest of the public. Contractor shall provide a Certificate of Insurance to the City as evidence of coverage for each of the policies and outlined herein. A copy of the additional insured endorsement attached to the policy shall be included with the certificate. This Certificate of insurance shall be provided to the City, prior to commencement of work. Failure to provide the City with proof of insurance and/or to maintain such insurance outlined herein shall be a material breach of this agreement and a basis for termination. Failure of City to demand such verification of coverage with these insurance requirements or failure of City to identify a deficiency from the insurance documentation provided shall not be construed as a waiver of Contractor's obligation to maintain such insurance. Contractor's insurance coverage shall be primary insurance with respect to those who are Additional Insureds under this Agreement, and any insurance, self-insurance or insurance pool coverage maintained by the City shall be in excess of the Contractor's insurance and neither the City nor its insurance providers shall contribute to any settlements, defense costs, or other payments made by Contractor's insurance.All additional insured endorsements required by this Section shall include an explicit waiver of subrogation. The following insurance is required: 22555 Agreement Page 4 of 8 234 a. Commercial Liability Insurance Before this Contract is fully executed by the parties, Contractor shall provide the City with a certificate of insurance and additional insured endorsements as proof of commercial liability insurance with a minimum liability limit of Two Million Dollars ($2,000,000.00) per occurrence, combined single limit bodily injury and property damage, and Two Million Dollars ($2,000,000.00) general aggregate. If Contractor carries higher coverage limits, such limits shall be shown on the Certificate of Insurance and Endorsements and the City, its elected and appointed officials, employees, agents, attorneys and volunteers shall be named as additional insureds for such higher limits. The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The certificate of insurance and additional insured endorsements shall name the City of Yakima, its elected and appointed officials, employees, agents, attorneys and volunteers as additional insureds, and shall contain a clause that the insurer will not cancel or change the insurance without first giving the City prior written notice. The insurance shall be with an insurance company or companies rated A-VII or higher in Best's Guide and admitted in the State of Washington. The requirements contained herein, as well as City of Yakima's review or acceptance of insurance maintained by Contractor is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this contract. b. Automobile Liability Insurance Before this Contract is fully executed by the parties, Contractor shall provide the City with a certificate of insurance as proof of automobile liability insurance with a minimum liability limit of Two Million Dollars ($2,000,000.00) per occurrence. If Contractor carries higher coverage limits, such limits shall be shown on the Certificate of Insurance and Endorsements and the City, its elected and appointed officials, employees, agents, attorneys and volunteers shall be named as additional insureds for such higher limits. The certificate shall clearly state who the provider is, the coverage amount, the policy number, and when the policy and provisions provided are in effect. Said policy shall be in effect for the duration of this Contract. The certificate of insurance and additional insured endorsements shall name the City of Yakima, its elected and appointed officials, employees, agents, attorneys and volunteers as additional insureds, and shall contain a clause that the insurer will not cancel or change the insurance without first giving the City prior written notice. The insurance shall be with an insurance company or companies rated A-VII or higher in Best's Guide and admitted in the State of Washington. The requirements contained herein, as well as City of Yakima's review or acceptance of insurance maintained by Contractor is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this contract. The business auto liability shall include Hired and Non-Owned coverage if necessary. c. Employer's Liability(Stop Gap) Contractor and all subcontractor(s) shall at all times comply with all applicable workers' compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable, and shall maintain Employer's Liability insurance with a limit of no less than $1,000,000.00. The City shall not be held responsible in any way for claims filed by Contractor or its employees for services performed under the terms of this Contract. Contractor agrees to assume full liability for all claims arising from this Contract including claims resulting from negligent acts of all subcontractor(s). Contractor is responsible to ensure subcontractor(s) have insurance as needed. Failure of subcontractors(s)to comply with insurance requirements does not limit Contractor's liability or responsibility. Contractor's insurance coverage shall be primary insurance with respect to those who are Additional Insureds under this Contract. Any insurance, self-insurance or insurance pool coverage maintained by the City shall be in excess of the Contractor's insurance and neither the City nor its insurance providers shall contribute to any settlements, defense costs, or other payments made by Contractor's insurance. If at any time during the life of the Contract, or any extension, Contractor fails to maintain the required insurance in full force and effect, all work under the contract shall be discontinued immediately. Any failure to maintain the required insurance may be sufficient cause for the City to terminate the Contract. All additional insured endorsements required by this Section shall include an explicit waiver of subrogation. 22555 Agreement Page 5 of 8 235 14. Severability If any term or condition of this Contract or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Contract are declared severable. 15. Contract Documents This Contract, the Invitation to Quote 22555, Scope of Work, conditions, addenda, and modifications and Contractor's proposal (to the extent consistent with City of Yakima documents) constitute the Contract Documents and are complementary. Specific Federal and State laws and the terms of this Contract, in that order respectively, supersede other inconsistent provisions. These Contract Documents are on file in the Office of the Purchasing Manager, 129 No. 2nd St., Yakima, WA, 98901, and are hereby incorporated by reference into this Contract. 16. Termination Termination for Cause In the event the Contractor breaches this Contract, the City may terminate the Contract at its sole discretion in such event that it provides the Contractor with written notice of Contractor's breach and the Contractor fails to cure its breach within 30 days of this notice. In the event of the City breaches this Contract, the Contractor may terminate the Contract at its sole discretion in such event that it provides the City with written notice of City's breach and the City fails to cure its breach of the Contract within 60 days of this notice. The following represents a non-exclusive, illustrative list of instances that shall be considered a breach by the Contractor: a. Defaults on an obligation under the Contract; b. Fails to perform any material obligation required under the Contract; c. Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity; d. Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30-day notice; e. Makes an assignment for the benefit of creditors; f. Fails to follow the sales and use tax certification requirements of the State of Washington; g. Incurs a delinquent Washington tax liability; h. Becomes a State or Federally debarred Contractor; i. Is excluded from federal procurement and non-procurement Contracts; j. Fails to maintain and keep in force all required insurance, permits and licenses as provided in the Contract; k. Fails to maintain the confidentiality of the City information that is considered to be Confidential Information, proprietary, or containing Personally Identifiable Information; I. Contractor performance threatens the health or safety of a City, County or municipal employee; or Termination for Convenience The City may terminate the Contract, without cause, by providing 30 days written notice of termination. In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any fees owed under the Contract. The Contractor shall also be compensated for partially completed services. In this event, compensation for such partially completed services shall be no more than the percentage of completion of the services requested, at the sole discretion of the City, multiplied by the corresponding payment for completion of such services as set forth in the Contract. Alternatively, at the sole discretion of the City, the Contractor may be compensated for the actual service hours provided. The City shall be entitled to a refund for goods or services paid for but not received or implemented, such refund to be paid within 30 days of written notice to the Contractor requesting the refund. Change in Funding In addition to the above termination provisions, if the funds upon which the City relied to establish this Contract are withdrawn, reduced, 22555 Agreement Page 6 of 8 236 or limited, or if additional or modified conditions are placed on such funding, the City may terminate this Contract by providing at least five business days written notice to the Contractor. The termination shall be effective on the date specified in the notice of termination. 17. Dispute Resolution In the event that any dispute shall arise as to the interpretation of this agreement, or in the event of a notice of default as to whether such default does constitute a breach of the contract, and if the parties hereto cannot mutually settle such differences, then the parties shall first pursue mediation as a means to resolve the dispute. If the afore mentioned methods are either not successful then any dispute relating to this Agreement shall be decided in the courts of Yakima County, in accordance with the laws of Washington. If both parties consent in writing, other available means of dispute resolution may be implemented. 18. Re-Award When the contract is terminated by the Contractor upon providing the written notice as herein required, the City, pursuant to City ordinance, may re-award the contract to the next most responsible Proposer within 120 days from original award. When a Contractor is unable to supply goods and/or services to the City and is in breach of the contract, or when the contract is terminated by the City for cause as herein provided, the City reserves the right to re-award the contract to the next most responsible Proposer within 120 days from original award. 19. Force Majeure Contractor will not be responsible for delays in delivery due to acts of God, fire, strikes, epidemics/pandemics, war, riot, delay in transportation or railcar transport shortages, provided Contractor notifies the City immediately in writing of such pending or actual delay. Normally, in the event or any such delays (acts or God, etc.) the date of delivery will be extended for a period equal to the time lost due to the reason for delay. 20. Governing Law This Contract shall be governed by and construed in accordance with the laws of the State of Washington. 21. Venue The venue for any judicial action to enforce or interpret this Contract shall lie in a court of competent jurisdiction in Yakima County, Washington. 22. Authority The person executing this Contract, on behalf of Contractor, represents and warrants that they have been fully authorized by Contractor to execute this Contract on its behalf and to legally bind Contractor to all the terms, performances and provisions of this Contract. 23. Notice of Change in Financial Condition If, during the Contract Term, the Contractor experiences a change in its financial condition that may affect its ability to perform under the Contract, or experiences a change of ownership or control, the Contractor shall immediately notify the City in writing. Failure to notify the City of such a change in financial condition or change of ownership or control shall be sufficient grounds for Contract termination. 24. Change or Notice Any alterations, including changes to the nature of the service, made to the Contract shall be rendered in writing and signed by both responsible parties; no changes without such signed documentation shall be valid. No alterations outside of the general scope and intent of the original Request for Proposals or in excess of allowable and accepted price changes shall be made. In no event shall the Contractor be paid or be entitled to payment for services that are not authorized herein or any properly executed amendment. Notice of Business Changes: Contractor shall notify the City in writing within three (3) business days of any change in ownership of the facilities of the Contractor or of the facilities of any subcontractor. The Contractor shall notify the City in writing as soon as possible, and in no event later than three (3) business days, after any decision by the Contractor to change or discontinue service that will affect services provided to the City under this Contract. 22555 Agreement Page 7 of 8 237 The City shall have the right to renegotiate the terms and conditions of this Contract to the extent required to accommodate a change in governing law or policy that, in the sole discretion of the City, either substantially and unreasonably enlarges the Contractor's duties hereunder, or renders performance, enforcement or compliance with the totality of the Contract impossible, patently unreasonable, or unnecessary. Notices and demands under and related to this Contract shall be in writing and sent to the parties at their addresses as follows: TO CITY: TO CONTRACTOR: Christina Payer, CPPB Price Ford of Yakima Valley Buyer II Sergio Martinez, General Manager City of Yakima Purchasing Division 910 S 1st Street 129 North 2nd Street Yakima, WA 98901 Yakima, WA 98901 25. Survival The foregoing sections of this Contract, 1-24 inclusive, shall survive the expiration or termination of this Contract in accordance with their terms. IN WITNESS WHEREOF, the parties hereto execute this Contract as of the day and year first above written. CITY OF YAKIMA PRICE FORD OF YAKIMA VALLEY By: City Manager Date: Date: Attest: (Print name) City Clerk List of Exhibits attached to this contract Exhibit A—Specifications Exhibit B—Contractor's Quote Form 22555 Agreement Page 8 of 8 238 EXHIBIT A - SPECIFICATIONS (EXCLUDING ATTACHMENT F - SAMPLE AGREEMENT) 239 City of Yakima NOTICE TO BIDDERS QUOTE 22555 Notice is hereby given by the undersigned that electronic sealed Quotes will be accepted via PublicPurchase.com until the hour of 2:00:00 PM PDT on October 13, 2025 At such time, quotes received through Public Purchase will be opened by the Procurement Manager or their designee and witnessed by another staff member in Yakima City Hall, 129 N 2nd Street, Yakima WA 98901 for: Vehicle Maintenance and Lube & Oil Services. Instructions to register with PublicPurchase.com are available at www.yakimawa.gov/services/purchasing. The City of Yakima reserves the right to reject any & all QUOTEs. The City hereby notifies all Bidders that it will affirmatively ensure compliance with WA State Law Against Discrimination (RCW chapter 49.60) & the Americans with Disabilities Act (42 USC 12101 et set.) Dated September 29, 2025 Christina Payer, CPPB Buyer II 22555 Vehicle Maintenance and Lube&Oil Services Page 1 of 30 240 �ic ^.' CITY OF YAKIMA�k >? INVITATION TO QUOTE 22555 `,. ' _"* . COVER SHEET THIS IS NOT AN ORDER QUOTE Release Date: September 29, 2025 Quote Receipt: Bidders must first register with PublicPurchase.com. Quote submittal shall be completely uploaded into PublicPurchase.com no later than the date and time listed below. Register as early as possible and do not wait until the due date to upload your documents, as this may take some time Late Quotes will not be accepted or evaluated. If you try to submit a Quote late, the electronic system will not receive it. Quotes shall be firm for acceptance for ninety (90) days from the date of Quote opening, unless otherwise noted. Quote openings are not public. Purchasing For: Buyer in charge of this procurement(Contact for further information): City of Yakima Police Department Christina Payer, CPPB 200 S 3rd Street Buyer II Yakima, WA 98901 Quotes Must be completely uploaded by: Phone E-Mail Address October 13, 2025, 2:00:00 PM PDT (509) 576-6696 Christina.payer@yakimawa.gov Public Opening ❑ PROJECT DESCRIPTION SUMMARY Vehicle Maintenance and Lube & Oil Services for Yakima Police Department Enter Prompt Payment Discount: % net days Services to start within days after receipt of order. ❑ I hereby acknowledge receiving addendum(a) , (use as many spaces as addenda received) In signing this Quote we also certify that we have not,either directly or indirectly,entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition;that no attempt has been made to induce any other person or firm to submit or not to submit a Quote;that this Quote has been independently arrived at without collusion with any other Bidder,competitor or potential competitor; that this Quote has not been knowingly disclosed prior to the opening of Quotes to any other Bidder or competitor;that the above statement is accurate under penalty of perjury. Furthermore, the Washington State Interlocal Cooperative Act (RCW 39.34) provides that other governmental agencies may purchase goods or services on this solicitation or contract in accordance with the terms and prices indicated therein if all parties agree. The City does not accept any responsibility or involvement in the purchase orders or contracts issued by other public agencies. We will comply with all terms,conditions and specifications required by the City of Yakima in this Invitation to Quote and all terms of our Quote. Company Name Company Address Name of Authorized Company Representative(Type or Print) Title Phone ( ) Fax ( ) Signature of Above Date Email Address 22555 Vehicle Maintenance and Lube&Oil Services Page 2 of 30 241 Contents Contents 3 II. GENERAL INFORMATION 5 1. Purpose 5 2. Scope and Objectives 5 3. Contracting Agency and Point of Contact 5 4. New and Unused 5 5. Best Modern Practices 5 6. Equal/Approved Equal 5 7. More or Less 6 8. Published List Prices 6 9. Delivery/Completion 6 10. Contract Term 6 11. Pricing and Discount 6 12. Price Clarifications 6 12. Price Increases 6 13. Price Decreases 7 14. Expansion Clause 7 15. Warranty 7 16. Warranty Coverage 8 17. Permits 8 18. Regulations and Codes 8 19. Prompt Payment 8 20. Payments 8 21. Payment Method -Credit Card Acceptance 8 22. Acceptance of Terms 8 23. Sales Tax 8 24. Tax Revenues 9 25. Clarifications and/or Revisions to Specification and Requirements 9 26. Incurring Costs 9 27. No Obligation to Contract 9 28. Retention of Rights 9 29. Points Not Addressed 9 30. Other City Departments/Like Items Added 9 31. Services Bought from Different Supplier 10 32. Re-Award 10 33. Errors and Omissions 10 34. Changes 10 35. Inspection of Bidder's Facility 10 22555 Vehicle Maintenance and Lube&Oil Services Page 3 of 30 242 III. QUOTE PREPARATION AND SUBMISSION 10 1. General Instructions 10 2. Submitting a Quote 10 3. Prohibition of Bidder Terms &Conditions 11 4. Multiple Quotes 11 5. Withdrawal of Quotes 11 IV. BIDDERS CHECKLIST 11 V. EVALUATION AND CONTRACT AWARD 11 1. Quote Evaluation 11 2. Offer in Effect for Ninety (90) Days 12 3. Protest Procedure 12 VI. PERFORMANCE REQUIREMENTS 13 1. VEHICLE MAINTENANCE 13 2. Basic Lube, Oil & Filter(LOF) Services 15 VII. QUOTE FORM BIDDER NAME: 16 VIII. VENDOR QUESTIONNAIRE 18 IX. VENDOR REFERENCES 22 ATTACHMENT A—SERVICE QUESTIONNAIRE 23 ATTACHMENT B—LIST OF EQUIPMENT 24 ATTACHMENT C—SAMPLE WORK ORDER (REQUIRED WITH SUBMITTAL) 25 ATTACHMENT D - DEBARMENT AND SUSPENSION ATTESTATION FORM 26 ATTACHMENT E- SAMPLE INSURANCE 27 ATTACHMENT F- SAMPLE CONTRACT 30 22555 Vehicle Maintenance and Lube&Oil Services Page 4 of 30 243 II. GENERAL INFORMATION 1. Purpose It is the intent and purpose of these specifications to describe Vehicle Maintenance and Lube and Oil Services in sufficient detail to secure Quotes on comparable units, equipment parts and material. All parts which are necessary in order to provide a complete unit, ready for operation, shall be included in the Quote and shall conform in strength, quality of workmanship and material to that which is usually provided by the trade in general. Any variance from the specifications or standards of quality must be clearly pointed out in writing by the Bidder. 2. Scope and Objectives The Yakima Police Department is requesting Vehicle Maintenance and Lube and Oil services to be provided as a yearly contract. Contractor shall be an independent Contractor under the terms of this contract. This agreement is for, but not limited to, repairs and service to City of Yakima Police Department owned motor vehicles at Contractor's facility. The following are not authorized: body work, painting, window glass replacement, purchase of parts for stock, or service/parts for City employee- owned vehicles. To accommodate the volume of vehicles that require lube and oil services, Schedule 1 and Schedule 2 may be awarded separately. Additionally, Schedule 2 may be awarded to one primary contractor and one secondary contractor. The Secondary contractor would only be used if the Primary contractor cannot accommodate or is unavailable to perform services. Contractors do not need to bid on both schedules. 3. Contracting Agency and Point of Contact This QUOTE is issued by the City of Yakima Purchasing Division. The person responsible for managing this QUOTE process from beginning to end is the Buyer listed on page 2 of this solicitation. From the date of release of this QUOTE until a Contract is issued, all contacts (pertaining to this solicitation) with City's employees, and other personnel performing official business for the City regarding this QUOTE shall be made through the Buyer listed on page 2. Contact with other City personnel regarding this QUOTE is not permitted during the procurement process and violation of these conditions may be considered sufficient cause for rejection of a Quote and disqualification of the Bidder. 4. New and Unused All units, equipment, parts and material shall be new, unused, manufacturer's current model year and in current production. All materials shall have physical and chemical properties to withstand the intended purpose. Equipment design shall have sufficient excess capacity for durability and safety. 5. Best Modern Practices All work, including design, shall be performed and completed in accordance with the best modern practices, further, no detail necessary for safe and regular operation shall be omitted, although specific mention thereof may not be made in these specifications. 6. Equal/Approved Equal These specifications are intended to be precise where a specific make, model or trade name is requested. Whenever a make, model or trade name is used, it shall be that or equal, or approved equal. Equal or approved equal means that the make, model or trade name will be given consideration if they fulfill the same performance requirements. The City reserves the right to make the decision on acceptability. Each bidder shall clearly identify make, model or trade name of equipment bid on the Quote form. Any equipment proposed as an equal to that herein specified must be substantiated with supporting data to justify such request for substitution. 22555 Vehicle Maintenance and Lube&Oil Services Page 5 of 30 244 7. More or Less Quantities are estimated only and shall be bid on a MORE OR LESS basis. For the purpose of comparison, Quotes shall be made in the quantities listed in this specification. Listed quantities shall not be considered firm estimates of requirements for the year, nor shall the City be bound or limited to quantities listed. Payment will be made only for quantities actually ordered, delivered, and accepted, whether greater or less than the stated amounts. 8. Published List Prices If applicable, a copy of your published list prices shall be included in the Quote package. Each Bidder shall bid a percentage discount based on this published list in the space provided on the Price /Cost Sheet. It is understood that the discount quoted on this Quote shall be based on the attached published list price and these shall be the prices paid during the life of the contract. 9. Delivery/Completion Each bidder is required to list on the Quote form the number of calendar days they expect delivery to be made at the destination, in terms of time interval, following placement of order. Time of delivery/completion is important and will be considered in the evaluation of the Quotes. Failure to include a specific number of calendar days may be sufficient grounds for rejection of Quote. 10. Contract Term See section 3 of contract. 11. Pricing and Discount Pricing: Pricing shall be prepared with the following terms. The successful Bidder shall provide and bear the expense of all equipment; work and labor of any sort whatsoever that may be required for the transfer of materials/products and completing the work provided for in this Quote and every part thereof, except such as are mentioned in the specifications to be furnished by the City of Yakima. Surcharges for fuel, delivery/hauling, hazardous material disposal, environmental fees or similar will not be allowed. Relevant charges for these items shall be included in the base bid price. All successful Bidders are subject to the minimum insurance requirements as outlined in the sample contract. BIDDERS MUST INCORPORATE THE COST TO COMPLY WITH THE INSURANCE REQUIREMENTS IN THE BID PRICE. Requests for lower insurance limits will be denied Prices established in continuing agreements and term agreements may be lowered due to general market conditions, but prices shall not be subject to increase for twelve (12) months from the date of award. Discounts: The City qualifies for governmental discounts. Unit prices shall reflect these discounts. 12. Price Clarifications The City reserves the right to clarify any pricing discrepancies related to assumptions on the part of Bidders. Such clarifications will be solely to provide consistent assumptions from which an accurate cost comparison can be achieved. Unit prices shown on the Quote or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on the Quote form. For any given item, the quantity multiplied by the unit price shall establish the extended price, the unit price shall govern in the Quote evaluation and contract administration. 12. Price Increases Requests for Rate Increases must be delivered to the Buyer listed on Page 2, in accordance with the rules below. The Purchasing Manager may exempt these requirements for extraordinary conditions that 22555 Vehicle Maintenance and Lube&Oil Services Page 6 of 30 245 could not have been known by either party at the time of Quote or other circumstances beyond the control of both parties, as determined in the opinion of the Purchasing Manager. Any proposed increase shall be submitted to the Buyer listed on page 2, thirty (30) calendar days before the proposed effective date of the price increase and shall be limited to fully documented cost increases to the Contractor which are demonstrated to be industry wide. The conditions under which price increases may be granted shall be expressed in Quote documents and contracts or agreements. No other employee may accept a rate increase request on behalf of the City. Any invoice that is sent to the City with pricing above that specified by the City in writing within this Contract or specified within an official written change issued by Purchasing to this contract, shall be invalid. Payment of an erroneous invoice does not constitute acceptance of the erroneous pricing, and the City would seek reimbursement of the overpayment or would withhold such overpayment from future invoices. Pricing and discounts shown on Quote shall be consistently applied and remain firm throughout the first twelve (12) months of the contract. If requested by the Contractor in writing thirty (30) days before the anniversary date of each year of the contract, the City will consider increasing the Contractor's rates per the Seattle-Tacoma-Bellevue Consumer Price Index for Urban Wage Earners and Clerical Workers (CPI-VV) for the previous twelve months. The CPI Calculator is available at: https://beta.bls.gov/dataViewer/view/timeseries/CWURS49DSA0 . The City, in its sole discretion, will decide whether to approve or deny the rate increase request or any part thereof within thirty (30) days of receipt of the request. If approved, increase shall take effect thirty (30) days after approval. Price increases for any other justifiable reason will be considered on a case-by-case basis. Price increase requests will not be considered or granted until any outstanding required financial reports have been submitted to the City. No discount adjustments will be allowed. The adjustment (if any) shall remain firm and fixed for at least 365 days after the effective date of the adjustment. 13. Price Decreases During the contract period and any renewals thereof, any price declines at manufacturer's level shall be reflected in a reduction of the contract price to the City, retroactive to the date they were effective to the bidder. 14. Expansion Clause Any resultant contract may be further expanded by the Purchasing Manager in writing to include any other item normally offered by the bidder, as long as the price of such additional products is based on the same cost/profit formula as the listed item(s). At any time during the term of this contract, other City departments may be added, if both parties agree. 15. Warranty Unless otherwise specifically stated by the Bidder, all goods and services furnished shall be warranted against defects or faulty workmanship and materials by the Contractor for one (1) year following inspection and acceptance of the products by the City. Warranty shall include all costs incurred, including shipping, for repair or replacement except that which is damaged by misuse or abuse. This one-(1) year warranty shall in no way affect normal extended or manufacturer's warranty exceeding this one (1) year period. Contractor warrants that all goods and services furnished under this Agreement are new, conform strictly to the specifications herein, are merchantable, good workmanship, free from defect, comply with all applicable safety and health standards established for such products, all goods are properly packaged, and all appropriate instructions or warnings are supplied. If a defect is found, a component failure occurs, or workmanship is found to cause failure, the Vendor shall replace the product at their own expense, including shipping charges. Any replacement product will be warrantied for one (1) year from the date it is delivered. All implied and expressed warranty provisions of the Uniform Commercial Code are incorporated into this Agreement. Contractor further warrants that no 22555 Vehicle Maintenance and Lube&Oil Services Page 7 of 30 246 violation of any federal, state or local law, statute, rule, regulation, ordinance or order will result from the manufacturer, production, sale, shipment, installation or use of any other goods. Contractor's warranties (and any more favorable warranties, service policies, or similar undertaking of Contractor) shall survive delivery, inspection, and acceptance of the goods or services. 16. Warranty Coverage Warranty coverage will not commence until the date the completed unit is put into service as reported by the City; or thirty (30) days after final payment for the unit(s); whichever occurs first. 17. Permits All necessary permits required to perform work are to be supplied by the Contractor at no addition cost to the City. 18. Regulations and Codes To the extent applicable, all equipment or materials shall comply with Washington State vehicle regulations, Federal regulations, OSHA and WISHA requirements, to include EPA standards and City safety codes. 19. Prompt Payment Bidders are encouraged to offer a discount for prompt payment of invoice. Please indicate your discount proposal on page 2 of this document. If awarded by the City, period of entitlement begins only after: • Receipt of a properly completed invoice • Receipt of all supplies, equipment or services ordered • Satisfactory completion of all contractual requirements 20. Payments Contractor shall submit properly completed invoice(s) to: City of Yakima, Accounts Payable, 129 N. 2nd Street, Yakima, WA 98901. To ensure prompt payment each invoice should cite purchase order number, Quote number, description of item purchased, unit and total price, discount terms and include the Contractor's name and return remittance address. Payment will be mailed within thirty (30) days of (a) the receipt and acceptance of the equipment, (b) properly completed invoice, and (c) all papers required to be delivered with equipment. 21. Payment Method —Credit Card Acceptance The City, in its sole discretion, will determine the method of payment for goods and/or services as part of this agreement. The City's preferred method of payment is by procurement (credit) card. Respondents may be required to have the capability of accepting the City's authorized procurement card as a method of payment. No price changes or additional fee(s) may be assessed when accepting the procurement card as a form of payment. 22. Acceptance of Terms Acceptance of a City Purchase Order (PO) for any units affiliated with this purchase constitutes acceptance of, and agreement with, all of the general and specific requirements and stipulations listed in this boiler plate, and in the attached equipment specification(s); including all penalties mentioned. 23. Sales Tax The City of Yakima's Sales Tax rate is currently 8.3%. However, the amount of sales tax will not be considered in determining which Quote is the lowest and best bid. 22555 Vehicle Maintenance and Lube&Oil Services Page 8 of 30 247 24. Tax Revenues RCW 39.30.040 allows the City to consider the tax revenue that is generated by a purchase of supplies, materials, and equipment, including those from a local sales tax or from a gross receipts business and occupation tax, if determining which Quote in the lowest bid, after the tax revenue has been considered. 25. Clarifications and/or Revisions to Specification and Requirements If a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this solicitation, the Bidder has a duty to immediately notify the Buyer of such concern and request modification or clarification of the QUOTE document. Unless instructions are specifically provided elsewhere in this document, any questions, exceptions, or additions concerning the subject matter of the QUOTE document(s) shall not be considered unless submitted via e-mail (no phone calls) to the Buyer listed on page 2, a minimum of five (5) business days prior to the submittal due date. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this QUOTE, supplements or revisions will be provided to all known Bidders in the form of an Addendum. All Addenda are posted on www.yakimawa.gov/services/purchasing and sent directly to interested parties who have registered (per instructions on website) for updates to this QUOTE. If any requirements of the QUOTE are unacceptable to any prospective Bidder, they may choose not to submit a Quote. 26. Incurring Costs The City is not liable for any cost incurred by a Bidder in the process of responding to this QUOTE, including but not limited to the cost of preparing and submitting a response, in the conduct of a presentation, in facilitating site visits or any other activities related to responding to this QUOTE. 27. No Obligation to Contract This QUOTE does not obligate the City to contract for service(s), or product(s) specified herein. City reserves the right to cancel or reissue this QUOTE in whole or in part, for any reason prior to the issuance of a Notice of Intent to Award. The City does not guarantee to purchase any specific quantity or dollar amount. Quotes that stipulate that the City shall guarantee a specific quantity or dollar amount will be disqualified (e.g. "all-or-none".) 28. Retention of Rights The City retains the right to accept or reject any or all Quotes or accept any presented which meet or exceeds these specifications, and which would be in the best interest of the City and will not necessarily be bound to accept the low Quote. All Quotes become the property of City upon receipt. All rights, title and interest in all materials and ideas prepared by the Bidder for the Quote to City shall be the exclusive property of City and may be used by the City at its option. 29. Points Not Addressed Bidders are encouraged to list any points not addressed in these specifications that they feel improve or enhance the operation of their units. 30. Other City Departments/Like Items Added At any time during the term of this contract, or any extension thereof, other City departments may be served under these same terms and conditions. Additional like items may be added at the request of the Purchasing Manager. 22555 Vehicle Maintenance and Lube&Oil Services Page 9 of 30 248 31. Services Bought from Different Supplier Should the Contractor be unable to or refuse to supply materials, on any given day, against this predetermined delivery schedule to which the supplier has agreed and the City is forced to do the work with materials bought from a different supplier, the difference in the Quote price of the materials and that paid the new supplier, in order to do the work, shall be charged to and paid for by the Contractor holding the Quote award for these products. Contractor shall not, however, be responsible for delays in delivery due to: • Unavoidable mechanical breakdowns • Strikes • Inability to secure component materials • Acts of God • Fire Provided the Buyer listed on Page 2 is notified in writing by the Contractor of such pending or actual delay. In the event of any delay, the date of delivery shall be extended for a period equal to the time lost due to the reason for the delay. 32. Re-Award When the contract is terminated by the City or the Contractor upon providing the written notice as herein required, the City may re-award the contract to the next most responsible bidder within 120 days from original award. 33. Errors and Omissions The City reserves the right to correct obvious ambiguities and errors in the Bidder's proposal and to waive non-material irregularities and/or omissions. In this regard, if the unit price does not compute to the extended total price, the unit price shall govern. 34. Changes Any proposed change in this contract shall be submitted in writing to the Buyer listed on Page 2 for prior approval. If approved, she will make the change by a contract modification that will become effective upon execution by the parties hereto. Any oral statement or representation changing any of these terms or conditions is specifically unauthorized and is not valid. 35. Inspection of Bidder's Facility Prior to awarding the contract, the City and/or its representative(s) may inspect the manufacturing and/or service facility of the apparent low bidder to verify that the apparent low bidder has the facility, equipment, personnel, and experience to repair, service and support the equipment offered. III. QUOTE PREPARATION AND SUBMISSION 1. General Instructions Failure to conform to the QUOTE specifications and respond to each of the submittal requirements may be the basis for rejection of a bid. Refer to Section IV Bidder's Checklist to ensure your Quote is responsive. 2. Submitting a Quote Quotes shall be completely uploaded to Public Purchase.com no later than the date and time listed on Page 2 of this QUOTE. Late Quotes will not be accepted or evaluated. If you try to submit a Quote Late, the electronic system will not receive it. If City Hall is closed for business at the time scheduled for opening, for whatever reasons, Bidder's response will be opened on the next business day of the City, at the originally scheduled hour. 22555 Vehicle Maintenance and Lube&Oil Services Page 10 of 30 249 Bidders must submit their Quote electronically through PublicPurchase.com where they will be kept in an electronic lockbox until date and time of opening. To register as a Vendor/Bidder with Public Purchase, go to www.publicpurchase.com or the City of Yakima website at www.YakimaWA.Gov/Services/Purchasinq. The City is not responsible for late Quotes due to operator error, electronic malfunction, system errors or interruptions affecting the Public Purchase site and the processing of any Quotes. The Purchasing Manager reserves the right to make exceptions for extenuating circumstances. Quotes are not considered to be confidential according to the Washington State Public Records Act (RCW 42.56 et seq.) All sections of the response shall be made available to the public immediately after contract opening. 3. Prohibition of Bidder Terms & Conditions A Bidder may not submit the Bidder's own contract terms and conditions in a response to this Invitation to Quote. If a Quote contains such terms and conditions, the City, at its sole discretion, may determine the Quote to be a nonresponsive counteroffer, and the Quote may be rejected. 4. Multiple Quotes Multiple Quotes from a Bidder will be permissible; however, each Quote must conform fully to the requirements for Quote submission. Each such Quote must be submitted separately and labeled as Quote#1, Quote#2, etc. on the first page of their response. 5. Withdrawal of Quotes Bidders may withdraw or supplement their Quote at any time up to the Quote closing date and time. If a previously submitted Quote is withdrawn before the Quote due date and time, the Bidder may submit another Quote at any time up to the Quote closing date and time. After Quote closing date and time, all submitted Quotes shall be irrevocable until contract award. IV., BIDDERS CHECKLIST Bidder must complete and upload, as part of their Quote submittal, all required forms listed below in accordance with Section III —Quote Preparation and Submission The list below may not be all inclusive. Be sure to READ the entire Quote document and include everything that is required. • Cover Sheet/Signature Page Page 2 • Quote Form Pages 16-17 • Vendor Questionnaire Pages 18-21 • Vendor References Pages 22 • Attachment A —Service Questionnaire Page 23 • Attachment B — List of Equipment Page 24 • Attachment C —Sample Work Order Page 25 • Attachment D — Debarment & Suspension Attestation Page 26 V. EVALUATION AND CONTRACT AWARD 1. Quote Evaluation The evaluation and selection of a Bidder will be based on the information submitted in the Quote. Award will be made to a responsible Bidder with the lowest responsive Quote. Evaluation of Quotes and determination of Bidder responsibility shall be based on past experience with Bidder, proposed manufacturer's service availability, parts availability, equipment design and functionalism, effect on productivity, and Bidder's supporting documentation. 22555 Vehicle Maintenance and Lube&Oil Services Page 11 of 30 250 2. Offer in Effect for Ninety (90) Days A Quote may not be modified, withdrawn or canceled by the Bidder for a ninety (90) day period following the deadline for Quote due date, or receipt of best and final offer, if required, and Bidder so agrees by submittal of a Quote. 3. Protest Procedure Any protest must be made in writing, signed by the protestor, and state that the Bidder is submitting a formal protest. The protest shall be filed with the City of Yakima's Purchasing Manager at 129 No. 2nd St., Yakima, WA 98901, or by fax: 509-576-6394 or email to: rudv.silva©vakimawa.gov. The protest shall clearly state the specific factual and legal ground(s) for the protest, and a description of the relief or corrective action being requested. Protests based on specifications/scope of work, or other terms in the QUOTE shall be filed at least five (5) calendar days before the solicitations due date, and protests based on award or after the award shall be filed no more than five calendar (5) days after Award Announcement (see below for details). The following steps shall be taken in an attempt to resolve the protest with the Bidder: Step I. Purchasing Manager and Division Manager of solicitation try resolving matter with protester. All available facts will be considered and the Purchasing Manager shall issue a written decision. Step II. If unresolved, within three (3) business days after receipt of written decision, the protest may be appealed to the Department Head by the Purchasing Manager. Step III. If still unresolved, within three (3) business days after receipt of appeal response, the protest may be appealed to the Executive. The Executive shall make a final determination in writing to the Protester. Award Announcement Purchasing shall announce the successful Bidder via Website, e-mail, fax, regular mail, or by any other appropriate means. Once the Award is released by Purchasing, the protest time frame begins. The timeframe is not based upon when the bidder received the information, but rather when the announcement is issued by Purchasing. Award Regardless of Protest When a written protest against making an award is received, the award shall not be made until the matter is resolved, unless the City determines that one of the following applies: • The supplies or services to be contracted for are urgently required; • Delivery or performance will be unduly delayed by failure to make award promptly; • A prompt award will otherwise be advantageous to the City. If the award is made, regardless of a protest, the award must be documented in the file, explaining the basis for the award. Written notice of the decision to proceed shall be sent to the protester and others who may be concerned. The City retains the right to enter into any contract, and nothing herein shall be construed to limit that authority in any manner. 4. Sample Contract and Terms and Conditions The Sample Contract provided with this Quote Specification represents the terms and conditions which the Owner expects to execute in a contract with the successful Bidder. Bidders must accept or submit point-by-point exceptions along with proposed alternative or additional language for each point. The Owner may or may not consider any of the Bidder's suggested revisions. Any changes or amendment to any of the Contract Terms and Conditions will occur only if the change is in the best interest of the Owner. 22555 Vehicle Maintenance and Lube&Oil Services Page 12 of 30 251 VI. PERFORMANCE REQUIREMENTS 1. Vehicle Maintenance A. Vehicles The Police Department (YPD) has a fleet of approximately 179 gas operated vehicles. Contractors should have the capacity to service and maintain this volume of vehicles. There are approximately 130 pursuit vehicles for YPD. These vehicles are driven approximately 12,000 miles per year, which operate on average 12 hours per day, 4 days per week, under severe duty driving conditions. It is essential that they be serviced on a priority basis to ensure minimum time out of service. The remainder of the police fleet, which includes undercover vehicles, are driven an average of 10,000 miles or less per year under non-pursuit conditions and would need fewer service calls per year. Current Police Department fleet inventory is as follows: Quantity Year Model 1 2025 Ford Transit 350 Cargo AWD EcoBoost 1 2024 Toyota Tundra 4 2023 Ford F-150 XL 4x4 75 2022-2025 Ford Police Interceptor Utility EcoBoost 7 2022-2025 Ford F150 Police Responder 1 2021 Toyota RAV4 1 2020 Ford Police Interceptor Utility EcoBoost 4 2020 Ford Police Interceptor Utility 1 2019 Nissan Pathfinder 1 2018 Nissan Murano 1 2017 Honda Accord 8 2016-2019 Chevrolet Impala FWD 11 2016-2018 Ford Police Interceptor Utility AWD 1 2015 Toyota Camry 1 2015 Ford F250 4WD 14 2014-2017 Ford Police Interceptor Sedan AWD 32 2014 Ford Police Interceptor Utility AWD 1 2014 Dodge Caravan 2 2013 Ford Police Interceptor Sedan FWD 1 2013 Chevrolet Express 1500 Van 1 2013 Chevy Impala FWD 1 2011 Ford Escape 4WD 3 2009-2010 Ford Crown Victoria 2 2007 Chevrolet Impala 1 2006 Ford E150 Van 1 1995 Honda Civic 1 1992 Chevrolet G30 Van 2WD 1 1992 Chevrolet P30 Van 2WD B. Equipment Contractor must have the following state-of-the-art equipment available to provide required services: 1. For check only services — inspect and recommend replacement as needed: a. Brake Lathe b. Air conditioning service center c. Starting and charging system tester d. Complete diagnostic services center 22555 Vehicle Maintenance and Lube&Oil Services Page 13 of 30 252 2. For tire service: a. Front end alignment equipment b. Complete Diagnostic equipment The Contractor shall maintain in good mechanical condition, the minimum equipment required. Prior to the recommendation of award, the City may inspect the equipment to verify that it meets these requirements. If the Bidder's equipment is not satisfactory, the City reserves the right to reject the Quote submittal. The Bidder shall supply a list of the equipment to be utilized in carrying out this contract on the attached List of Equipment form (Attachment B, below). C. Tires The current types and sizes of tires the City Police Department currently utilize are: 1. Sizes Steel Belt/Radial a. 225/60R16 —V Rated d. 245/55R18 —V Rated b. 225/70R16 —V Rated e. 255/60R18 —V Rated c. 235/55R17 —V Rated f. 265/70R18 — H Rated All tires will be purchased by the City and provided to the successful Contractor providing tire service. The successful Contractor shall provide storage space for a minimum of 40 tires. The City may, at its sole option, purchase tires from the successful Contractor at State of Washington Contract pricing or better. Contractor must be able to supply Goodyear branded tires in addition to other manufacturers available. D. Services Types of vehicle maintenance to be included in this contract are as follows: 1. Oil and filter change Complete tune-up a. 4 cylinder b. 6 cylinder c. 8 cylinder d. Replace air filter e. Cabin air filter—check each service and replace as needed 2. Major maintenance items a. Drivetrain / Suspension b. Engine c. Transmission d. Cooling systems (Engine, Oil, Transmission) e. Brakes 3. On an as needed basis a. Front end alignment b. Repair of major vehicle components not covered by vehicle manufacturer warranty 4. Tire Services a. Tire rotation (each service) b. Mount and balance c. Flat repair d. Tubeless valve e. Tire change service (days) 22555 Vehicle Maintenance and Lube&Oil Services Page 14 of 30 253 f. Diagnose, repair TPMS System g. Wheel straightening for minor bends 2. Basic Lube, Oil & Filter(LOF) Services A. Services For the flat fee identified for the Basic LOF, Synthetic Blend LOF and Full Synthetic LOF, Contractor will perform on Yakima City Police vehicles all items listed below. Such service will be routinely completed within sixty (60) minutes of vehicle arrival during Contractor's normal hours of operation. Reservations will not be required. All services performed and parts supplied shall meet or exceed original equipment manufacturer's warranty requirements. Contractor must be willing to install city supplied parts if provided. 1. Drain and refill with up to 5 quarts of major brand premium quality oil (Penzoil Multi-grade) 10- 40 W, 15-40 W or 5-30 W with the highest AP rating available. Synthetic Blend is required for all Police Pursuit Vehicles, Full Synthetic required for turbocharged Police Pursuit Vehicles. 2. Install new top quality oil filter. 3. Lubricate Chassis (when applicable) 4. Rotate and inflate tires to proper pressure and check for foreign objects. 5. Inspect suspension drivetrain components for wear and recommend replacement as needed. B. Fluid Levels - Check Only Report any needed repair or replacement and fill fluid levels, including: 1. Battery Health 2. Radiator 3. Transmission 4. Differential 5. Brakes 6. Power Steering 7. Windshield washer and antifreeze protected solution C. Filters, Wiper Blades, Lights Check and report any needed repair or replacement. 1. Air Filter, Cabin Filter, PCV Valve 2. Wiper Blades 3. Head and Taillights 22555 Vehicle Maintenance and Lube&Oil Services Page 15 of 30 254 VII. QUOTE FORM BIDDER NAME: INVITATION TO QUOTE NO. 22555 TO BIDDER: PLEASE QUOTE YOUR LOWEST PRICE, BEST DELIVERY DATE AND PAYMENT DISCOUNT TERMS FOR THE FOLLOWING. THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL QUOTES AND TO ACCEPT ANY OR ALL ITEMS AT THE PRICE QUOTE. THE CITY INTENDS TO AWARD THIS CONTRACT WITHIN NINETY (90) CALENDAR DAYS. Quote your lowest price for the following: SCHEDULE 1—Vehicle Maintenance Item Description Qty. Unit Total Price No. (without tax) 1. Standard labor rate per hour: $ Percent discount on labor rate (or) Flat rate per hour offered for this bid $ 2. Trouble shooting & diagnostic work per hour labor $ rate: 3. Method of calculating discount on parts costs (choose one): Cost plus (or) List price minus (or) Other: 4. Name of flat rate manual used for costing services: (Manuals shall be provided by the successful contractor at time of award). Sub Total Schedule A: $ WA State Sales Tax @ 8.3%: $ Total Schedule A: $ SCHEDULE 2—Lube, Oil& Filter Services(LOF) Bidder offers to provide the following Lube, Oil & Filter Services. Manufacturers may recommend Synthetic Blend or Full Synthetic on certain vehicles included in Police fleet. Please indicate below when applicable. City of Yakima reserves the right to make a multiple award based on the best value and geographical location. Item Description Qty. Unit Total Price No. (without tax) Conventional Oil: Flat Rate Price Per Lube, Oil & Filter Change: (Flat Rate Price to include a maximum of 5 5' quarts of oil. Any additional quarts IF NEEDED will be 1 EA $ paid separately). 5a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ 22555 Vehicle Maintenance and Lube&Oil Services Page 16 of 30 255 List vehicles, year/make/model, that require conventional oil: 6. Synthetic Blend: Flat Rate Price Per Lube, Oil & Filter 1 EA $ Change: (Flat Rate Price to include a maximum of 5 quarts of oil. Any additional quarts IF NEEDED will be paid separately). 6a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ List vehicles, year/make/model, that require synthetic blend oil: 7. Full Synthetic: Flat Rate Price Per Lube, Oil & Filter 1 EA $ Change: (Flat Rate Price to include a maximum of 5 quarts of oil. Any additional quarts IF NEEDED will be paid separately). 7a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ List vehicles, year/make/model, that require full synthetic oil: Sub Total Schedule B: $ WA State Sales Tax 8.3%: $ Total: $ OIL/LUBRICANTS PROPOSED: State brands and weights of premium quality oil and list lubricants that will be available, both with the highest AP rating available. (Add additional sheet if needed). Brands Weights Lubricants Conventional, Blend or Full Synthetic Mechanical Repairs Contractor must identify if mechanical repairs are covered by manufacturer warranty prior to completing repairs. All major repairs exceeding standard lube, oil and filter services must be approved by Police Fleet Manager prior to repair. Acknowledged by: Print Name,Title Signed Name 22555 Vehicle Maintenance and Lube&Oil Services Page 17 of 30 256 VIII. VENDOR QUESTIONNAIRE Page 1 of 4 INSTRUCTIONS: Provide the requested information, sign and date. If the Owner requires further description,the Owner may request Proposer to provide such information within a mandatory due date. You must submit this completed form to the Owner with your Proposal. Failure to submit this form fully complete may result in disqualification of Proposal. VENDOR INFORMATION Proposer's Legal Name: Company's dba: (if applicable) CEO/President Name: Business Federal Credit Cards (Visa) accepted? License No. UBI No. EIN No. Yes No Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Mailing Address City State Zip + 4 Physical Address City State Zip + 4 Name the person to contact for questions concerning this proposal. Name Title Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Mailing Address City State Zip + 4 Physical Address City State Zip + 4 22555 Vehicle Maintenance and Lube&Oil Services Page 18 of 30 257 VENDOR: VENDOR QUESTIONNAIRE Page 2 of 4 OWNERSHIP Is your firm a subsidiary, parent, holding company, or affiliate of another firm? Yes: No: Please explain: FINANCIAL RESOURCES AND RESPONSIBILITY 1 Within the previous five years, has your firm been the debtor of a bankruptcy? Yes: No: Please explain Is your firm in the process of or in negotiations toward being sold? Yes: No: Please explain Within the previous five years, has your firm been debarred from contracting with any local, state, or federal government contract? Yes: No: Please explain Within the previous five years, has your firm been determined to be a non- responsible bidder for a proposal for any government contract? Yes: No: Please explain Within the previous five years, has a governmental or private entity terminated your firm's contract prior to contract completion? Yes: No: Please explain Within the previous five years, has your firm used any subcontractor to perform work on a government contract when that subcontractor had been debarred by a governmental agency? Yes: No: Please explain 22555 Vehicle Maintenance and Lube&Oil Services Page 19 of 30 258 VENDOR: VENDOR QUESTIONNAIRE Page 3 of 4 DISPUTES Within the previous five years, has your firm been the defendant in court on a matter related to any of the following? • Payment to subcontractors? Yes: No: Please explain • Work performance on a contract? Yes: No: Please explain Does your firm have any outstanding judgments pending against it? Yes: No: Please explain Within the previous five years, has your firm been assessed liquidated damages on a contract? Yes: No: Please explain Has your firm received notice of and/or in litigation about patent infringement for the product and/or service that your firm is offering to the County? Yes: No: Please explain COMPLIANCE Within the previous five years, has your firm or any of its owners, partners, or officers, been assessed penalties or found to have violated any laws, rules, or regulations enforced or administered by a governmental entity? This does not include owners of stock if your firm is a publicly traded corporation. Yes: No: Please explain License(s) are required to perform the services sought by this solicitation. Within the previous five years, has your firm had a license suspended by a licensing agency or been found to have violated licensing laws? Yes: No: Please explain 22555 Vehicle Maintenance and Lube&Oil Services Page 20 of 30 259 VENDOR: VENDOR QUESTIONNAIRE Page 4 of 4 BUSINESS INTEGRITY Is a governmental entity or public utility currently investigating your firm for false claims or material misrepresentations? Yes: No: Please explain Within the previous five years, has a governmental entity or public utility determined your firm made a false claim or material misrepresentation? Yes: No: Please explain Within the previous five years, has your firm or any of its owners, partners or officers been convicted of a crime involving the bidding on a government contract, the awarding of a government contract, the performance of a government contract, or of a crime of fraud, theft, embezzlement, perjury, bribery? This does not include Owners of stock if your firm is a publicly traded corporation. Yes: No: Please explain 22555 Vehicle Maintenance and Lube&Oil Services Page 21 of 30 260 IX. VENDOR REFERENCES Provide at least three (3) references for organizations with whom your company has provided similar services over the last three (3) years. Include a clear and concise description of the project. The Owner will determine which, if any, references are contacted to assess the quality of work performed. The results of any reference checks will be provided to the Selection Team for this RFP and will be used when scoring the written proposal. 1) Company Name Address (include Zip + 4) Contact Person Phone No. Email address Describe experience with reference: 2) Company Name Address (include Zip + 4) Contact Person Phone No. Email address Describe experience with reference: 3) Company Name Address (include Zip + 4) Contact Person Phone No. Email address Describe experience with reference: 22555 Vehicle Maintenance and Lube&Oil Services Page 22 of 30 261 ATTACHMENT A—SERVICE QUESTIONNAIRE Please check the services your company can perform and list the number of certified mechanics available for each service. Provide Number of Certified Service? Mechanics? ❑ Engine Repair ❑ Automatic Transmission ❑ Manual Transmission and Rear Axle ❑ Front End ❑ Brakes ❑ Electrical Systems ❑ Heating and Air Conditioning ❑ Engine Tune-Up 22555 Vehicle Maintenance and Lube&Oil Services Page 23 of 30 262 ATTACHMENT B - LIST OF EQUIPMENT Contractor must list equipment owned and which is available for use on proposed work as required: Detail of Equipment to be Used Condition Location (Name, Type, Model, Year) For LOF and Check Only Services: 1. Brake Lathe: 2. Air conditioning service center: 3. Starting and charging system tester: 4. Complete diagnostic services center: For Tire Services: 1. Front end alignment equipment: 2. Complete Diagnostic equipment: 22555 Vehicle Maintenance and Lube&Oil Services Page 24 of 30 263 ATTACHMENT C-SAMPLE WORK ORDER (REQUIRED WITH SUBMITTAL) Use 2022 FORD INTERCEPTOR AWD UTILITY ECOBOOST as an example vehicle for the purpose of costing services listed below: Service Parts Brand Hours Labor Cost Parts Cost Total Cost Required 1. Service Transmission $ Parts Required: Transmission Kit Fluid 2. Engine Tune-up $ Parts Required: Plugs Rotor Fuel Filter Air Cleaner 3. Brake Repair(Including wheel $ pack) Parts Required: Wheel Seals Front Pads Rear Shoes Turn Rotors(2) $ Turn Rear Drums(2) $ 4. Front End Alignment(front only) $ Parts Required: Front/Rear Shims 5. Lube,Oil, Filter $ Parts Required: 5-30 Synthetic Blend Oil Filter 6. Air Conditioner Recharge $ Parts Required: Freon,5 lbs. 7. Mount Snow Tires, Balance, Rotate $ (2 tires) 22555 Vehicle Maintenance and Lube&Oil Services Page 25 of 30 264 ATTACHMENT D - DEBARMENT AND SUSPENSION ATTESTATION FORM la CITY OF YAKIMA PURCHASING DIVISION 129 North 2nd Street • Yakima,Washington • 98901 (509)575-6093 DEBARMENT AND SUSPENSION ATTESTATION If this Contract qualifies as a covered transaction under federal y funded grar:-aquirements,the Contractor certifies compliance with the following: 1. Neither the Contractor,its principals(as defined in 2 CFR§180.995),nor its affiliates(as defined in 2 CFR§180.905)are excluded or disqualified as specified in 2 CFR§180.940 and§180.945. 2. The Contractor agrees to comply with the requirements of 2 CFR Part 180,Subpart C,as adopted and supplemented by 2 CFR Part 200(Uniform Administrative Requirements,Cost Principles,and Audit Requirements for Federal Awards),and further ensures that any lower- tier covered transactions entered into as part of this Contract will include a requirement for compliance with these regulations. 3. The debarment and exclusion status of entities can be verified at https://www.sam.gov. The Contractor hereby certifies that all information provided in this attestation i5 true,accurate,and complete to the best of their knowledge and acknowledges that this representation is a material fact upon which the City of Yakima relies. The Contractor affirms its commitment to remain in full compliance with the requirements of 2 CFR Part 180,Subpart C,and all applicable federal regulations throughout the duration of this Contract and to require compliance in all lower-tier covered transactions.Furthermore,if it is discovered that the Contractor knowingly provided false certification,the City of Yakima and the Federal Government may pursue all available remedies,including,but not limited to,suspension or debarment. Signed this day of , . Contractor's Name Name and Title of Authorized Representative Signature of Authorized Representative o:509�1 575-60•93 F 1509)576-6393 E purchetyakimawa.gov W www.yakimawa_gosrfserwiceslpurchaseng Last Modified:iifi8/24 22555 Vehicle Maintenance and Lube&Oil Services Page 26 of 30 265 ATTACHMENT E - SAMPLE INSURANCE AC".Coice CP CERTIFICATE OF LIABILITY INSURANCE ISSuE DATE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW_ THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURERgS),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER IMPORTANT: If the certificate holder Is an ADD ITIONA-INSURED,the policyplee)must have ADDITIONAL INSURED provisions or be endorsed If SUBROGATION IS WAIVED, subject to the terms and condRlons or the policy,certain polictee may require an errdoaeement A etatenlant on this certificate close not confer rights to the certlllrate helder In lieu of such endoraemenge). mower" L'Uk FAmower" kA.�l. Insurance wge11t Contact'.-F,—elicn INSURANCE AGENCY ISiUAG CERTFICATE IlMO%Law I ADDRESS G-1.14I1. AUCHGYa. r0SLIIERB,AMFORLIN_L'C'.ERA.OE .. M'Su2iFA. era. a'.atie%aanlikacara' INSJKtD W illeY Id ENTITY 11ISLRED r.1suR>tJlc ADDRESS WIWI to RAMBLA E: MUM*P: COVERAGES CERTIFICATE NUMBER REVISION NUMBER Trio ca TO CERTIFY THAT THE POLICIES 0= INSURANCE Lr3TED BELOW HAVE BEEN*BALED TO THE INSURED NAMED AE - _:T-.==:L_ =_ti..OD INDICATED. NOTWITMSTANDPI3 ANY REQUIREMENT,TERM OR CONDITION OF ANY OONTRACT OR OTHER DOCUMENT Vii7r7 RE3PEC 70 I%'riICH THD8 CERTIFICATE MAY BE ISSUED OR MAY PERTAN,THE INSURANCE AFFORDED BY THE POLOIE3 DESCRIBED HEREIN IS SUBJECT TO NL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICES.LMnB SHOWN MAY HAVE BEEN REDUCED BY PAID CLAWS. N Type OP IMatWFANcE lI v e Policy NHIIetR �i% nL YV'Y�1 LIEIE x▪ COMMEPOIN.GENERAL LIABILITY x UCH C7CCURRENCE 32ODpa CLAIMS-WIDE ❑x UCCLR P'G_CYNUMt START STOP r A Et REN a dl i Sao,-x DATE DATE N o DP4,re ma mnrnl I 5,')0 P131292lwLLADY P a a 2 000 ODD U _ F. GENPAILA1fiOREaATE S ^nmflll7 LI FdCY v PRODUCTS-COIA SP A00 E ODER. IEi�`�II Ir� a « AIJIO$ .a L LJ1y' A�R`Iaira31NOLE uMIT f 2,100,10ANY _ MIMI I OIAr�O — SCHEDULED PO7I.=NJIH�t -__- -_ _ BODILY BURY LEY Ow a _AH�JpE�pE ONLY _ AUTOS ED _•__ _ __ BODILY FLURYY5P rrdtlrej S 2903 ONLY L' �'M FSsidFr/l E =_taeextb CLANS-Vat.. I IRETSMON* s NJ'.KHGKY LCNP'tNSATIGN . AND eYPLOYe116"LIABILITY -. . ___ :-ART AI Y PRCPRICTLR PA'NlM+0[4.111, :QTE DATE e Jcta 1,100,10h pAOgirrNgexc E�tlaaFaAc_Fik FJlFt;fele�* 1,M0xi0 A daasyw,aasr 1,000,030 PTMCN of CYERATCHS binv EL DISEASE-POLICY LINT $ A Geier L'ehifIV $1,000203 Ge ge KeePCFa Laatiffj FLO_ -ART 5200;000 Cn'a=x Ib o 'LTE DLr=_ $50,1n st5L'1.91.IY:;N Ur UI'tttrit'45=LXAll Clka'4GFiC_Ga rA L'UIIL'191 A dIbc,,al ara .�dROMlaawks'.et.d,ia.rare SE ad IF RY aaaca s-niurmdi The City of Yakima,Its agents.employ authcrtmd volunteers.elected&appolnled cffIclate are Incuded as Pn rr'LarylNcn-conti lbutory Addtional Insureds. See attached Adlllicnal insured Endoraert%Bnt CERTIFICATE I4C'LEIE CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFCF City of Yakima THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED y ACCORDANCE WITH THE POLICY PROVISION*. Purchasing Deparbnent 125 N.2nd Street — Yakima,WA 38501 AUFHWILGe KLFo.u.Na TIM'e SIGNATURE ACORD 25(201G O3) o 198E-2015 ACORD CORPORATION. All rights reserved_ The ACORD name and logo are registered marks of ACORD 22555 Vehicle Maintenance and Lube&Oil Services Page 27 of 30 266 P=L t_Y N._F.EE COMMERCIAL GENERAL LIABILITY CG20100704 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): Location(s)/� Of Covered Operations The City of Yakima,its agents,employees,authorized volunteers,elected and appointed officials are included as PrirnarylNon-Contributory additional insured. tof Information required to complete this Schedule,if not shown above.will be shown in the Declarations. A. Section II — Who Is An Insured is amended to B. Wrih respect to the insurance afforded to these include as an additional insured the persons) or additional insureds, the following additional exclu- organization(s) shown in the Schedule, but only sions apply: with respect to liability for"bodily injury'. "property This insurance does not apply to "bodily injury' or damage' or "personal and advertising injury' "property damage"occurring after: caused,in whole or in part,by. 1. Your acts or omissions;or 1. All work, including materials. park or equip- ment furnished in connection with such work, 2. The acts or omissions of those acting on your on the project(other than ser4'ice, maintenance behalf: or repairs) to be performed by or on behalf of in the performance of your ongoing operations for the additional insured(s) at the location of the the additional insured(s) at the location(s) desig- covered operations has been completed;or nated above. 2. That portion of "your work" out of which the injury or damage arises has been put to its in- tended use by any person or organization other than another contractor or subcontractor en- gaged in performing operations for a principal as a part of the same project. CG 20 10 07 04 ©ISO Properties, Inc.,2004 Page 1 of 1 ❑ 22555 Vehicle Maintenance and Lube&Oil Services Page 28 of 30 267 POLICY NUMBER:CGD300084907 COMMERCIAL GENERAL LIABILITY CG 24 04 12 19 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ CT CAREFULLY. WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US (WAIVER OF SUBROGATION) This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART ELECTRONIC DATA LIABILITY COVERAGE PART LIQUOR LIABILITY COVERAGE PART POLLUTION LIABILITY COVERAGE PART DESIGNATED SITES POLLUTION LIABILITY LIMITED COVERAGE PART DESIGNATED SITES PRODUCTS/COMPLETED OPERATIONS LIABILITY COVERAGE PART RAILROAD PROTECTIVE LIABILITY'COVERAGE PART UNDERGROUND STORAGE TANK POLICY DESIGNATED TANKS SCHEDULE Name Of Person(s) Or Organizati on(s): Where required by written contract or agreement executed prior to loss(except where not permitted by law)_ Information required to complete this Schedule, if not shown above,will be shown in the Declarations. The following is added to Paragraph 8. Transfer Of Rights Of Recovery Against Others To Us of Section IV—Conditions; We waive any right of recovery against the person(s) or organization(s) shown in the Schedule above because of payments we make under this Coverage Part.Such waiver by us applies only to the extent that the insured has waived its right of recovery against such person(s) or organization(s) prior to loss. This endorsement applies only to the person(s) or organization(s)shown in the Schedule above. CG 24 04 12 19 b Insurance Services Office,Inc.,2018 Page 1 of 1 22555 Vehicle Maintenance and Lube&Oil Services Page 29 of 30 268 ATTACHMENT F - SAMPLE CONTRACT Excluded 22555 Vehicle Maintenance and Lube&Oil Services Page 30 of 30 269 EXHIBIT B - CONTRACTOR'S QUOTE SUBMITTAL 270 Price Ford of Yakima Valley 10/9/2025 910 South 1st Street Yakima, WA 98901 City of Yakima — Purchasing Division 129 North 2nd Street Yakima, WA 98901 Subject: Proposal for Vehicle Maintenance and Lube and Oil Services for Yakima Police Department Dear Selection Committee, Price Ford of Yakima Valley appreciates the opportunity to submit our proposal for the City of Yakima's bid for Vehicle Maintenance and Lube and Oil Services for Yakima Police Department. We value the critical role the Police Department plays in keeping our community safe, and we are committed to providing reliable, cost-effective, and high-quality vehicle maintenance services tailored to your fleet's needs. Labor Rates • Maintenance Services: $79/hour labor rate • Mechanical Repairs: $159/hour labor rate • Vehicle Diagnosis: $159 (charged as one hour of labor) All labor rates listed above do not include Washington State sales tax, which will be applied as required. Definition of Maintenance Services Our definition of routine maintenance services includes the following items: • Lube, Oil, and Filter (LOF) services • Battery testing and replacement • Bulb replacement • Air, cabin, and fuel filter replacement • Fluid flushes • Windshield wiper replacement • Tire rotation • Tire replacement/exchange • Tire mounting and balancing • Tune-ups (provided no check engine light is present) Any service outside these categories will be considered mechanical repair and billed at $159/hour labor rate. 271 Parts Options We recognize the importance of both cost-efficiency and reliability in fleet management. To provide flexibility, we will offer the City of Yakima two options for all parts used in maintenance and repair: 1. OEM Factory Parts — ensuring manufacturer quality and performance 2. Aftermarket Parts — a competitive alternative, often at lower cost This dual approach allows the City of Yakima to choose based on preference and budget considerations for each repair. Value-Added Services To further support the City of Yakima, we are pleased to offer complimentary vehicle pickup and delivery for all routine maintenance and all mechanical services. This service will be provided at no additional cost within a 15-mile radius of Yakima zip code 98901, ensuring convenience and minimal disruption to your operations. Service Locations Price Ford of Yakima Valley is proud to operate from two convenient facilities: • Yakima Location: 910 South 1st Street, Yakima, WA 98901 • Selah Location: 102 West Naches Avenue, Selah, WA 98942 Both facilities are equipped with state-of-the-art tools and diagnostic technology and are staffed with certified technicians who are trained to handle fleet maintenance and repairs efficiently and to the highest standards. At Price Ford of Yakima Valley, our mission is to deliver dependable service with integrity, transparency, and community focus. We are confident that our proposal aligns with the City of Yakima Police Department's needs and look forward to the possibility of serving your fleet. Thank you for your consideration of our proposal. Please feel free to contact me directly at 509-452-0314 with any questions or to discuss further. Sincerely, Sergio Martinez General Manager Price Ford of Yakima Valley 272 /" .w, CITY OF YAKIMA 7 ��' .' INVITATION TO QUOTE 22555 (\\,,,_ .� COVER SHEET " THIS IS NOT AN ORDER QUOTE Release Date:September 29, 2025 Quote Receipt: Bidders must first register with PublicPurchase.com. Quote submittal shall be completely uploaded into PublicPurchase.com no later than the date and time listed below. Register as early as possible and do not wait until the due date to upload your documents, as this may take some time Late Quotes will not be accepted or evaluated. If you try to submit a Quote late, the electronic system will not receive it. Quotes shall be firm for acceptance for ninety (90) days from the date of Quote opening, unless otherwise noted. Quote openings are not public. Purchasing For: Buyer in charge of this procurement(Contact for further information): City of Yakima Police Department Christina Payer, CPPB 200 S 3rd Street Buyer II Yakima, WA 98901 Quotes Must be completely uploaded by: Phone E-Mail Address October 13, 2025, 2:00:00 PM PDT (509) 576-6696 Christina.payer(a�yakimawa.gov Public Opening ❑ PROJECT DESCRIPTION SUMMARY Vehicle Maintenance and Lube & Oil Services for Yakima Police Department Enter Prompt Payment Discount: % net days Services to start within I days after receipt of order. ❑ I hereby acknowledge receiving addendum(a) , (use as many spaces as addenda received) In signing this Quote we also certify that we have not,either directly or indirectly,entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition;that no attempt has been made to induce any other person or firm to submit or not to submit a Quote;that this Quote has been independently arrived at without collusion with any other Bidder,competitor or potential competitor;that this Quote has not been knowingly disclosed prior to the opening of Quotes to any other Bidder or competitor;that the above statement is accurate under penalty of perjury. Furthermore, the Washington State Interlocal Cooperative Act (RCW 39.34) provides that other governmental agencies may purchase goods or services on this solicitation or contract in accordance with the terms and prices indicated therein if all parties agree. The City does not accept any responsibility or involvement in the purchase orders or contracts issued by other public agencies. We will comply with all terms,conditions and specifications required by the City of Yakima in this Invitation to Quote and all terms of our Quote. Company Name Company Address P r 1 ce__ ro r-E of Alc pt, VkI u_c, $to S . 1st S'.- . raIrn� t)' , Pt giqsa Name of Authorized Company Representative(Type or Print) Title Phone ( ) /� r l ,�/y f �5j0(� �u( �3 - 31 (2� 5e, ;o ka tin�� Gi Fax (6M ) U1(p _ 00 Signature of Above Date Email Address ) o ) ; o )z 5er ia � recede ,Itrsh � s .com P P 22555 Vehicle Maintenance and Lube & Oil Services Page 2 of 39 273 VII. QUOTE FORM BIDDER NAME: l R(c e CO' CS `V C '"' `% \)4t1 INVITATION TO QUOTE NO. 22555 TO BIDDER: PLEASE QUOTE YOUR LOWEST PRICE, BEST DELIVERY DATE AND PAYMENT DISCOUNT TERMS FOR THE FOLLOWING. THE CITY RESERVES THE RIGHT TO REJECT ANY OR ALL QUOTES AND TO ACCEPT ANY OR ALL ITEMS AT THE PRICE QUOTE. THE CITY INTENDS TO AWARD THIS CONTRACT WITHIN NINETY (90) CALENDAR DAYS. Quote your lowest price for the following: SCHEDULE 1—Vehicle Maintenance Item Description Qty. Unit Total Price No. (without tax) 1. Standard labor rate per hour: $ 1 S I "- Percent discount on labor rate (or) Mai,.sl' Flat rate per hour offered for this bid $ + 2. Trouble shooting & diagnostic work per hour labor $ rate: J 3. Method of calculating discount on parts costs (choose one): Cost plus 7 S (or) List price minus (or) Other: 4. Name of flat rate manual used for costing services: (Manuals shall be provided by the successful contractor at time of award). Sub Total Schedule A: $ WA State Sales Tax @ 8.3%: $ Total Schedule A: $ SCHEDULE 2—Lube,Oil&Filter Services(LOF) Bidder offers to provide the following Lube, Oil & Filter Services. Manufacturers may recommend Synthetic Blend or Full Synthetic on certain vehicles included in Police fleet. Please indicate below when applicable. City of Yakima reserves the right to make a multiple award based on the best value and geographical location. Item Description Qty. Unit Total Price No. (without tax) Conventional Oil: Flat Rate Price Per Lube, Oil & Filter D - �,f 5 Change: (Flat Rate Price to include a maximum of 5 1 EA $ ' of&cr quarts of oil. Any additional quarts IF NEEDED will be r� 2 2 f5 paid separately). or "eve( 5a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ I 22555 Vehicle Maintenance and Lube & Oil Services Page 16 of 39 274 List vehicles, year/make/model,that require conventional oil: 6. Synthetic Blend: Flat Rate Price Per Lube, Oil & Filter 1 EA $ Change: (Flat Rate Price to include a maximum of 5 D er Alit( quarts of oil. Any additional quarts IF NEEDED will be paid separately). 50 t2 1t c T Nct.O tr 6a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ List vehicles, year/make/model, that require synthetic blend oil: 7. Full Synthetic: Flat Rate Price Per Lube, Oil & Filter 1 EA $ Change: (Flat Rate Price to include a maximum of 5 P'" quarts of oil. Any additional quarts IF NEEDED will be paid separately). 7a. Price for each additional quart of oil beyond 5 quarts. 1 EA $ 4 b'l List vehicles, year/make/model,that require full synthetic oil: v Sub Total Schedule B: $ WA State Sales Tax 8.3%: $ Total: $ OIL/LUBRICANTS PROPOSED: State brands and weights of premium quality oil and list lubricants that will be available, both with the highest AP rating available. (Add additional sheet if needed). Brands Weights Lubricants Conventional, Blend or Full Synthetic /L(v4c(cm -r w Z o o It- ) 1 tr Ate 5 (a 3 a oil- W e i tl Mechanical Repairs Contractor must identify if mechanical repairs are covered by manufacturer warranty prior to completing repairs. All major repairs exceeding standard lube, oil and filter services must be approved by Police Fleet Manager prior to repair. /n^ AI Acknowledged by: / (°( t��'� Ac,At+ l G Print Name,Title Signed Name 22555 Vehicle Maintenance and Lube&Oil Services Page 17 of 39 275 VIII. VENDOR QUESTIONNAIRE Page 1 of 4 INSTRUCTIONS: Provide the requested information, sign and date. If the Owner requires further description, the Owner may request Proposer to provide such information within a mandatory due date. You must submit this completed form to the Owner with your Proposal. Failure to submit this form fully complete may result in disqualification of Proposal. VENDOR INFORMATION Proposer's Legal Name: pr I e e Fo c rD 0 c Ycdi Cc Ved le Li—a-- Company's dba: (if applicable) CEO/President A Name: )Q U d Pr ( C- "f--- Business Q L S a `JO��D 3 UBI No.6/2�� /� Federal Credit Cards (Visa) accepted? License No. U 6 34 570 EIN No.33 'aa5n0 Yes y No Phone (St) Li 5 3 ' 3( Toll Free Phone ( ) FAX (5by) 7 61 - "l�q E-Mail Address 39;0 � lr, eeae�sh►p3.cary) Mailing Address cm O S . City YOA-itirneL_ State - Zip + 4 l D 9 b 1 Physical Address 116 S City \la-LAI yVVOL- State (don— Zip + 4 cto Name the person to contact for questions concerning this proposal. Name Sir j 0 @far- r e_ Z_ Title Phone (50q) L..� $ 3 -3 \ Toll Free Phone ( ) FAX (6th) FY ce I 00 y E-Mail Address rQ �lu/i �IC QQ I�rSht 'e bm V Mailing Address 60,3yle_, Q..,3 Q,bo / e . City State Zip + 4 Physical Address SCUM aS a.- bo V City State Zip + 4 22555 Vehicle Maintenance and Lube &Oil Services Page 18 of 39 276 VENDOR: Qri c Eb rd of Vaiftna. VJky VENDOR QUESTIONNAIRE Page 2 of 4 OWNERSHIP Is your firm a subsidiary, parent, holding company, or affiliate of another firm? Yes: No: Please explain: FINANCIAL RESOURCES AND RESPONSIBILITY Within the previous five years, has your firm been the debtor of a bankruptcy? Yes: No: Please explain Is your firm in the process of or in negotiations toward being sold? Yes: No: Please explain Within the previous five years, has your firm been debarred from contracting with any local, state, or federal government contract? Yes: No: Please explain Within the previous five years, has your firm been determined to be a non- responsible bidder for a proposal for any government contract? Yes: No: Please explain Within the previous five years, has a governmental or private entity terminated your firm's contract prior to contract completion? Yes: No: Please explain Within the previous five years, has your firm used any subcontractor to perform work on a government contract when that subcontractor had been debarred by a governmental agency? Yes: No: Please explain 22555 Vehicle Maintenance and Lube&Oil Services Page 19 of 39 277 VENDOR: PrIct rb ILIA Of YaJyvi1. Valle VENDOR QUESTIONNAIRE Page 3 of 4 DISPUTES Within the previous five years, has your firm been the defendant in court on a matter related to any of the following? • Payment to subcontractors? Yes: No: Please explain • Work performance on a contract? Yes: No: Please explain Does your firm have any outstanding judgments pending against it? Yes: No: Please explain Within the previous five years, has your firm been assessed liquidated damages on a contract? Yes: No: Please explain Has your firm received notice of and/or in litigation about patent infringement for the product and/or service that your firm is offering to the County? Yes: No: Please explain COMPLIANCE Within the previous five years, has your firm or any of its owners, partners, or officers, been assessed penalties or found to have violated any laws, rules, or regulations enforced or administered by a governmental entity? This does not V/ include owners of stock if your firm is a publicly traded corporation. Yes: No: Please explain License(s) are required to perform the services sought by this solicitation. Within the previous five years, has your firm had a license suspended by a licensing agency or been found to have violated licensing laws? Yes: No: Please explain 22555 Vehicle Maintenance and Lube &Oil Services Page 20 of 39 278 VENDOR: Pric r6 Y&b'YVIQ- ) le LL C-VENDOR QUESTIONNAIRE Page 4 of 4 BUSINESS INTEGRITY Is a governmental entity or public utility currently investigating your firm for false claims or material misrepresentations? Yes: No: tr°°° Please explain V Within the previous five years, has a governmental entity or public utility determined your firm made a false claim or material misrepresentation? Yes: No: Please explain Within the previous five years, has your firm or any of its owners, partners or officers been convicted of a crime involving the bidding on a government contract, the awarding of a government contract, the performance of a government contract, or of a crime of fraud, theft, embezzlement, perjury, bribery? This does not include Owners of stock if your firm is a publicly traded ,// corporation. Yes: No: Please explain 22555 Vehicle Maintenance and Lube &Oil Services Page 21 of 39 279 IX. VENDOR REFERENCES Provide at least three (3) references for organizations with whom your company has provided similar services over the last three (3) years. Include a clear and concise description of the project. The Owner will determine which, if any, references are contacted to assess the quality of work performed. The results of any reference checks will be provided to the Selection Team for this RFP and will be used when scoring the written proposal. 1) Company Name , S L. Address (include Zip + 4) 'T,0‘ A9C Q ic; r yA-N4 A j Ihl'A. 98108 Contact Person 4fl14 ki(,-0-Aval Phone No. 50q, 'J0, '+8)1 Email address ' }.vC sq,oNG. co /1/\ Describe experience with reference: A V O l T6 w l'114- 14ittilln4EM /N(77OZZ9 2) Company Name \/ Lfi.jS - `i]C Address (include Zip + 4) C1G 4 j ,- U/1 . , \(,,i6r1jai A r V jA. IFKL3 Contact Person [AN CC [t Giii- Phone No. `J bq,,72 ao) 9 Email address gi.00C‘Ftifit,LEIt5L---- C-CCM Describe experience with reference: f I/A Nc VJ r---- M el/cU 'O + ; 3) Company Name v V , S „ P 04.,Nmy STD - (- Address (include Zip + 4) 2710 'PS4 NI FO! Uk151,16 , WA-. 003 Contact PersonAPIVIS;na0(4.6 Phone No. 34) , 704, s qw) Email address U 4 yl Sr O NIL g 14 W .600 Describe experience with reference: VO c.) .)j\ W i i-)- ►I- ,c/v( 2Y 22555 Vehicle Maintenance and Lube&Oil Services Page 22 of 39 280 ATTACHMENT A— SERVICE QUESTIONNAIRE Please check the services your company can perform and list the number of certified mechanics available for each service. Provide Number of Certified Service? Mechanics? / Engine Repair 7 wil Automatic Transmission -1 ri Manual Transmission and Rear Axle 7 Front End 7 7 Si Brakes 7 7 M Electrical Systems (..C2 ity( Heating and Air Conditioning 47 Engine Tune-Up 22555 Vehicle Maintenance and Lube& Oil Services Page 23 of 39 281 ATTACHMENT B - LIST OF EQUIPMENT Contractor must list equipment owned and which is available for use on proposed work as required: Detail of Equipment to be Used Condition Location (Name, Type, Model, Year) For LOF and Check Only Services: 1. Brake Lathe: _ a Cum 670 )1A-4/64- 2. Air conditioning service center: A Ag`l 67050 18444- 3. Starting and charging system tester: (/I () ‘14INICS A):(25. 6-7z0 4. Complete diagnostic services center: f)FbS ) 5 - `, /14V1474— For Tire Services: 1. Front end alignment equipment: 67a 2. Complete Diagnostic equipment: A19 likm\ro Albace 660i) 4141- 22555 Vehicle Maintenance and Lube&Oil Services Page 24 of 39 282 opN \(P\CTR1 ATTACHMENT C - SAMPLE WORK ORDER (REQUIRED WITH SUBMITTAL) Use 2022 FORD INTERCEPTOR AWD UTILITY ECOBOOST as an example vehicle for the purpose of costing services listed below: Service Parts Brand Hours Labor Cost Parts Cost Total Cost Required 1. Service Transmission I 'iv 1 (' t54-, $ `�(4G Parts Required: Transmission Kit �, )j( 1 01 Fluid Pr' 2. Engine Tune-up t t 4 $ C Parts Required: Plugs 10 , - Rotor III l i0 i�'l Fuel Filter rr 93.44 u Air Cleaner flprq.(pgei 3. Brake Repair(Including wheel �`� (6•eI�r 5.5:�r $ �= I� IC. l7 � l J fill(((,ill' r Parts Required: Wheel Seals Front Pads Rear Shoes cI U Turn Rotors(2) 1 1t5 161 $ I1P C' �,5 Turn Rear Drums(2) + /J I�• Q $ I(t rc0r 4. Front End Alignment(front only) I .� II(4 46' $ I I G- A Parts Required: Front/Rear Shims �p(0�nr0;;"K- 5. Lube,Oil, Filter r ,} �2 c 4j. $ ,i0 /6-c, Parts Required: 5-30 Synthetic Blend Oil Filter 6. Air Conditioner Recharge Parts Required: Freon, 5 lbs. 7. Mount Snow Tires, Balance, Rotate (2 tires) 1 (0 • 22555 Vehicle Maintenance and Lube& Oil Services Page 25 of 39 283 4-(170" (1' 14"er- ATTACHMENT C - SAMPLE WORK ORDER (REQUIRED WITH SUBMITTAL) Use 2022 FORD INTERCEPTOR AWD UTILITY ECOBOOST as an example vehicle for the purpose of costing services listed below: Service Parts Brand Hours Labor Cost Parts Cost Total Cost I Required 1. Service Transmission ( qI ,L, $ .7 J`"�(` Parts Required: Transmission Kit Fluid 2. Engine Tune-up $ s�... Parts Required: Plugs Rotor Fuel Filter Air Cleaner 3. Brake Repair(Including wheel $ pack) � ,(J � 4.0y Parts Required: Wheel Seals Front Pads Rear Shoes Turn Rotors(2) f `S' III: '-�� $ Turn Rear Drums (2) i 5 $ 4. Front End Alignment(front only) I1_. $ /) u' II � � Parts Required: Front/Rear Shims 5. Lube, Oil, Filter $ t Parts Required: 5-30 Synthetic Blend Oil Filter 6. Air Conditioner Recharge Parts Required: Freon, 5 lbs. 7. Mount Snow Tires, Balance, Rotate � (2 tires) �JC� $ ! l . 22555 Vehicle Maintenance and Lube & Oil Services Page 25 of 39 284 ATTACHMENT D - DEBARMENT AND SUSPENSION ATTESTATION FORM CITY OF YAKIMA PURCHASING DIVISION 129 North 2"6 Street Yakima,Washington 98901 (509)575-6093 DEBARMENT AND SUSPENSION ATTESTATION If this Contract qualifies as a covered transaction under federally funded grant requirements,the Contractor certifies compliance with the following: 1. Neither the Contractor,its principals(as defined in 2 CFR§180.995),nor its affiliates(as defined in 2 CFR§180 905)are excluded or disqualified as specified in 2 CFR§180_940 and§180.945. 2_ The Contractor agrees to comply with the requirements of 2 CFR Part 180,Subpart C,as adopted and supplemented by 2 CFR Part 200(Uniform Adminislidtive Requirements,Cost Principles,and Audit Requirements for Federal Awards),and further ensures that any lower- tier covered transactions entered into as part of this Contract will include a requirement for compliance with these regulations. 3. The debarment and exclusion status of entities can be verified at https://www.sam_gov. The Contractor hereby certifies that all information provided in this attestation is true,accurate,and complete to the best of their knowledge and acknowledges that this representation is a material fact upon which the City of Yakima relies. The Contractor affirms its commitment to remain in full compliance with the requirements of 2 CFR Part 180,Subpart C,and all applicable federal regulations throughout the duration of this Contract and to require compliance in all lower-tier covered transactions.Furthermore,if it is discovered that the Contractor knowingly provided false certification,the City of Yakima and the Federal Government may pursue all available remedies,including,but not limited to,suspension or debarment, Signed this 9 day of(( .4f,425 Contractor's Name Rice r(:;1 op YaKimt7 Valley LLC Name and Title of Authorized Representative Serj i b Na r-ihe.) GM Signature of AuthoritP presentative o(509)575-6093 F Q509l 576-6394 E purch@ yakimawa.gov W www.ya'timawa.gov/services/purchasing Last Modified:nile/2a 22555 Vehicle Maintenance and Lube & Oil Services Page 26 of 39 285 Quote Tabulation & Comparison ��' , . j" ti Project: Vehicle Maintenance and Lube and Oil Services '...,. �('yyy Digitally signed by f�. 4 Quote Opening: October 13, 2025, 2PM PDT Rudy — k :.s' Rudy Silva III ti, I'>F Project No.: 22555 Date: 2025.11.24 y' �.a „.., Silva III . �".' „ Contract Term: 5 years 08:58:17 -08 00 Project Manager: Lt. Ira Cavin, Police Department Purchasing Manager, Date AWARD AND REASON THEREFORE: Vendor Name Vendor Name Vendor Name Vendor Name I recommend multiple awards to Commercial Tire Inc,as PRIMARY Commercial Tire Inc Friendly Automotive Price Ford of Yakima VENDOR and Price Ford of Yakima Valley as SECONDARY VENDOR, Valley based on both being responsive bids received from responsible bidders.Secondary vendor to be used for more*advanced repairs or if primary vendor cannot accommodate or is unavailable to perform services. Payer Digitally signed by Payer, Christina Christina 11Date::20:392025.11.21-0800' ' BUYER/DATE Schedule 1 - Vehicle Maintenance No. Description Qty. Unit Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price Standard Labor Rate Per 1 EA 160.00 0.00 159.00 Hour: 1 Percent discount on standard labor rate/discount rate, or: 10% 144.00 50.3% 79.00 Flat rate per hour offered for this bid: 110.00 Trouble shooting& 2 diagnostic work per hour 1 EA 0.00 110.00 159.00 labor rate: Method of calculating discount on parts. (Cost plus%, List Retail parts markup 3 List Price minus 10% Cost Plus 25% price minus%or other): matrix 4 Name of flat rate manual used for costing services: (Manual Pro Demand Mitchel All Data shall be provided by the successful contractor at time of award). Totals: $144.00 $220.00 $238.00 12203 Vehicle Maintenance and Lube Oil 1 of 3 N Co co AWARD AND REASON THEREFORE: Vendor Name Vendor Name Vendor Name Vendor Name I recommend multiple awards to Commercial Tire Inc,as PRIMARY Commercial Tire Inc Friendly Automotive Price Ford of Yakima VENDOR and Price Ford of Yakima Valley as SECONDARY VENDOR, Valley based on both being responsive bids received from responsible bidders.Secondary vendor to be used for more*advanced repairs or if primary vendor cannot accommodate or is unavailable to perform services. BUYER/DATE Schedule 2 - Lube, Oil & Filter Services (LOF) Bidder offers to provide the following Lube,Oil&Filter Services. Manufacturer may recommend Synthetic Blend or Full Synthetic on certain vehicles included in Police fleet. Please indicate below when applicable. City of Yakima reserves the right to make a multiple award based on the best value and geographical location. No. Description Qty. Unit Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price Conventional Oil: Flat Rate Price Per Lube, Oil & Filter Change: (Flat Rate Price to 5 include a maximum of 5 1 EA 0.00 47.95 0.00 49.00 0.00 50.00 quarts of oil. Any additional quarts IF NEEDED will be paid separately). Price for each additional 5a 1 EA 0.00 6.55 0.00 5.95 0.00 4.69 quart of oil beyond 5 quarts. Synthetic Blend: Flat Rate Price Per Lube, Oil & Filter Change: (Flat Rate Price to 6 include a maximum of 5 1 EA 0.00 67.95 0.00 49.00 0.00 50.00 quarts of oil. Any additional quarts IF NEEDED will be paid separately). Price for each additional 6a 1 EA 0.00 6.95 0.00 6.95 0.00 6.69 quart of oil beyond 5 quarts. 12203 Vehicle Maintenance and Lube Oil 2 of 3 Co AWARD AND REASON THEREFORE: Vendor Name Vendor Name Vendor Name Vendor Name I recommend multiple awards to Commercial Tire Inc,as PRIMARY Commercial Tire Inc Friendly Automotive Price Ford of Yakima VENDOR and Price Ford of Yakima Valley as SECONDARY VENDOR, Valley based on both being responsive bids received from responsible bidders.Secondary vendor to be used for more*advanced repairs or if primary vendor cannot accommodate or is unavailable to perform services. BUYER/DATE No. Description Qty. Unit Unit Price Total Price Unit Price Total Price Unit Price Total Price Unit Price Total Price Full Synthetic: Flat Rate Price Per Lube, Oil & Filter Change: (Flat Rate Price to 7 include a maximum of 5 1 EA 0.00 87.95 0.00 69.00 0.00 50.00 quarts of oil. Any additional quarts IF NEEDED will be paid separately). Price for each additional 7a 1 EA 0.00 10.55 0.00 6.95 0.00 8.69 quart of oil beyond 5 quarts. Totals: $227.90 $186.85 $170.07 Subtotal Schedules 1 & 2: $371.90 $406.85 $408.07 WSST- Destination Based 8.3%: $30.87 $33.77 $33.87 Total Schedules 1 & 2: $402.77 $440.62 $441.94 Mechanical Labor Rate= Awarded Contractor on WA $159/hr. Comments: State Contract 24623 Tires, *Advanced repairs that Tubes and Services require a dealership certified technician 12203 Vehicle Maintenance and Lube Oil 3 of 3 Co CO