HomeMy WebLinkAboutValvoline, Inc. - Vehicle Maintenance and Lube Oil Services AgreementAGREEMENT
CITY OFYAKIMA
B|D122O3
Vehicle Maintenance and Lube & Oil Services
THIS AGREEMENT OR CONTRACT,entered into on the date of last execution, between the City ofYakima, aWashington municipal
corporation ("City"), and VALVOLINE, INC, ("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, matah8|o' labor and equipment (collectively referred to as
"Services") according 0othe procedure outlined in Bid 12203Vehicle Maintenance and LUbn 8Oi| 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 ahnU perform any m|hmnutkuns in or additions to the mmrh provided under this Contract and every part thereof.
The Contractor nhmU provide and bear the expense of all equipment; work and labor ufany sort whatsoever that may be required for
the transfer ofmaterials and completing the work provided for in this Contract and every part thereof, except such as any mentioned in
the specifications bubefumiuhmdbythe City ufYakima.
2. Compensation
The City agrees tm pay the Contractor according to ExhibitB' attached hereto and incorporated herein, which Exhibit includes the
payment schedule nfitemized prices oolisted in the Contractor's Bid submittal at the time and in the manner and upon the conditions
provided for the Contract.
3. Contract Term
The period ufthis Contract shall be for a period of one year from its effective date. The City may, at its option, extend the Contracton
year toyear basis for Upto four(4) additional years. Contract extensions shall be automatic, and shall oo 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. Price Increases
Pricing shall be prepared with the following terms. The Purchasing Manager may exempt these requirements for extraordinary
conditions that could not have been known bxeither party at the time of bid orother circumstances beyond the control of both
parties, asdetermined inthe opinion nfthe Purchasing Manager. Prices shall remain firm for the first twelve-month period ofthe
contract.
Requests for Rate Increases must be delivered to the Buyer listed on Page 2'inaccordance with the rules below. No other
employee may accept o rate increase request on behalf nfthe City. Any invoice that is sent to the City with pricing above that
specified by the City in vxhUnQ within this Contract orspecified within an offiuio| written change issued by Purchasing to this
contract, shall boinvalid. 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.
o. Discount from Manufacturer List Pricing: For all contract items that are priced on odimoount below Manufacturer List
phuae, there nhoU be no changes to the discount [ate throughout the |iho of the contract. As manufacturer list prices
change, the net price to the City will automatically change in the same percentage as the discount rate to the City.
b. Fixed Product Pricing: For product and supply contracts that provide on -going, multiple year supply. Original pricing
shall befixed and firm for the first year ofthe contract.
Price requests are atthe discretion ofthe and must also be:
l. The direct result nfincreases mtthe manufacturer's level (or ifBidder is a supplier oforaw material delivered directly
tothe City such oobrass, the increase must boverified at the supplier lemd\.
2. Incurred after contract commencement date,
3. Not produce ahigher profit margin than that nnthe original contract.
4. Clearly identify the items impacted bythe increase.
1azosVehicle Maintenance and LubesOil Page zofn
S. Be filed with Purchasing Managerominimum of thirty (30) calendar days before the effective date of proposed
increase.
6. Be accompanied by detailed documentation acceptable to the Purchasing Manager sufficient to warrant the
increase.
7. Should not deviate from the original contract pricing scheme/methodology.
The United States published indices such as the Producer Price Index mother government data may be referenced to help
substantiate the Contractor's documentation. Alink hothe PP|Commodity Data is available at
The adjustment (if any) shall remain firm and fixed for at least 365days after the effective date ofthe adjustment. Ifthe city denies
contractor's price increase request; the contractor may provide o30-daynotice to cancel for convenience.
5. Agency Relationship between City and Contractor
Contractor shall, at all times, be an independent Contractor and not onagent nr 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.
6. 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 Vfthe other.
b. The Contractor for himmu|f, and for his heim, exaouUum, administrators, ou000aunm, and assigns, does hereby agree to
the full performance of all the covenants herein contained upon the part of the Contractor.
7. Property Rights
All records or papers of any sort relating to the City and to the project will at all times be the property ofthe City and shall be
surrendered to the 0Kx upon demand. All information concerning the City and said project which is not otherwise o matter of public
mnnnd or required by law to be made public, is confidential, and the Contractor will not, in whole or part now orst any time dino|noo
that information without the express written consent uythe City.
7. |nmmeotmnand ProducdonmfRecords
�a. The records relating to the Services shall, atall times, be subject to \nnoeoUun by and with the approval of
the City, but
the making of (or failure nrdelay inmaking) such inspection or approval shall not relieve Contractor of responsibility for
performance of the Services in accordance with this Contract, notwithstanding the CUv'n knowledge of defective or non-
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 0othe Services
will be provided to the City upon the Cib/'mrequest.
b.Contractor shall promptly furnish the City with such information and records which are related to the Services of this
Contract onmay berequested by the City. Until the expiration of six() years after final payment ofthe compensation
payable under this Contract, nrfor a longer period if required by law or by the Washington Secretary of DUate'n record
retention achodu|e. Contractor shall n*bnin 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.
uAll records relating to Contractor's services under Contract must be made available to the City, and the record
relating hnthe Services
'are City nfYakima Nokima County records. They must baproduced 0uthird parties, ifrequired
pursuant to the Washington State Public Records Act, Chapter 42.56 RCW, or by law. All records relating tnContractor's
services under this Contract must be retained by Contractor for the minimum period of time required pursuant to the
Washington Secretary nfGtate'nrecords retention schedule.
d. The terms ofthis section shall survive any expirationVrtermination Vfthis Contract.
8. Work Made for Hire '
All work the Contractor performs under this Contract shall boconsidered work made for hire, and shall he the property ufthe City. The
City shall own any and all data, documents, p\enu, copyrights, apauifioaUnnm, working papnm, and any other materials the Contractor
zz2osVehicle Maintenance and Luue&Oil Page aof7
produces in connection with this Contract. On completion or termination of the Contract, the Contractor shall deliver these materials to
the City.
9. Guarantee
Contractor warrants the Services will be free from defects inmaterial and workmanship for operiod of one year following the date of
completion and acceptance of the Services.
10. Compliancewith 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' |000|, or otherwise.
Contractor shall procure and have all applicable and necessary permits, |iuonoeo and approvals ofany federal, state, and |oum|
government orgovernmental authority orthis project, poymUohanQanandfm80.mndgiwmeUOoUceunaceooaryendinuiden8o|h>thedua
and lawful execution ofthe work.
e. Procurement of City 8uoinauo License. Contractor must maintain a City of Yakima Business License and pay all
charges, fees, and taxes associated with said license.
b. Contractor must provide proof ofovalid Washington State Contractor Registration number,
c. Contractor must provide proof ofo valid Washington department of Revenue state excise tam registration number, as
required in Title 85 RCW.
d. Contractor must provide proof of8valid Washington Unified Business Identification 0B|\number. Contractor must have
a current U8| number and Out be disqualified from bidding on any public works contract under RCVV 38.00.010 or
o. Contractor must provide proof of valid VVeehnO0zn Employment Security Department number as required by Title 50
[ the City does not require foreign corporate proposers hoqualify in the
City, County orState prior 0o 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 in
made, prior hoconducting any business inthe City.
11. Nondiscrimination
During the performance of this Contract, the Contractor agrees oofollows:
The Contractor shall not discriminate against any person onthe grounds ufrace, creed, color, religion, national origin, sex, age, marital
obatuu, sexual orientation, gender idantit», pm0noncy, veteran's otatVo, po|0ue| affiliation or belief, or the presence of any oonaon/,
manho| or physical handicap in violation of the Washington State LovV Against Discrimination /RCVV chopter49.0D\ or the Anoohuanm
with Disabilities Act (42 USC 12101 et seq.).
This provision ohmU include but not be limited 0mthe : employment, upgrading, da0oUuU, transfer, recruitment, udxortining,
layoff nrtermination, rates of pay mother forms of compensation, selectiofor training, and the provision of Services under this
In the event of the Contractor's noncompliance with the non-discrimination clause of this contract orwith 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 ineligiblefor
any future City contracts.
12. Pam 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 ouoouo to compensation information, unless the dioc|mauno in (m) in
nsnpnnoo to e hamnd complaint or charge, () in furtherance of an investigation, proceeding, hoarng, or auUon, including an
investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information,
13. Indemnification and Hold Harmless
o. Contractor shall take all necessary precautions in performing the Services toprevent injury to persons or property. The
Contractor agrees to m|eaaa' indemnKv, defend, and hold harmless the City, its elected and appointed offiuia(n, officem,
employees, agents, repmnenbtimuo, insurers, attorneyu, and volunteers from all liabilities, |0000a, dnmogne, 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 nrsubcontractor, in pmdhnnanua of this Agreement, except for claims caused by the Qh/a sole
negligence. The Chx'a right to indemnification includes ottomey'ofees costs associated with establishing the right to
indemnification hereunder infavor ufthe City.
b. If any suit, judgment, aoUon, claim or demand arises out of, or occurs in conjunction with, the negligent acts and/or
nmiunk»no of both the Contractor and the Citv, or their elected or appointed officials, nffiuem, amplovuoo, nganta,
attorneys or volunteers, pursuant to this Contract, each podv shall be liable for its proportionate share of negligence for
any resulting suit, 'udgmert, ncUnn' n|aim, damand, damages or costs and nxpenoao, including nooaonob|e attorneys'
fees.
n. Industrial Insurance Act Waiver. It is specificallyand expressly understood that the Contractor waives any immunity
that may be granted to it under the Washington State industrial insurance act. Title 51 RCVV, solely for the purposes of
this indemnification. Contractors indemnification ohoU not be |i0hBd in any way by any limitation VD the amount of
damages, compensation or benefits payable to or by any third pudx under workers' compensation acts, disability benefit
ooto or any other benefits acts or programs. Contractor shall require that its ouboontnoctom, and anyone directly or
indirectly employed or hired by Cnntmctnr, and anyone for whose acts Contractor may be liable in connection with its
performance of this Aooeement, comply with the 0anna of this pmnmgnmph' waive any immunity granted under Title 51
RCVV, and assume all potential liability for actions brought bytheir respective employees. The Parties acknowledge that
they have mutually negotiated this waiver.
d.Should ocourt of competent jurisdiction determine that this Agreement is subject toRCW4.24115.then, in the event of
liability for damages arising out of bodily injury to pamnna 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
baonly 0othe extent ufthe Contractor's negligence.
e. Nothing contained in this Section or this Contracshall beconstrued bocreate oliability oro rightofindemnificatiuninony
third party.
[ The terms of this Section shall survive any expiration or termination of this Contract.
14. Contractor's Liability Insurance .
At all times during performance of the 88mioeo and this Contract, Contractor shall secure and maintain in effect insurance to protect
the City and Contractor from and o0oinaL any and all o|mimo, damages, losses, and expenses=_ mining out of or resulting from the
performance Vfthis COOt[Gct. ,
.
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 nfthe public. Contractor will provide o Certificate of
Insurance to the City as evidence of coverage for each of the pu|iuiao and outlined herein. A copy of the additional insured
endorsement attached 0othe policy will beincluded with the ,uert|8uate.TNuCm�|8c�ecf|noumOneshall bepm«|ded0othe City, prior
0ocommencement Vfwork.
'
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 shall not he construed as waiver of Contractors obligation tomaintain such insurance.
insurance coverage shall be primaryinsurance with respect 0zthose who are Additional Insureds under this Contract. Any
inuunonma' self-insurance orinsurance pool coverage maintained bxthe City shall be inexcess nfthe Contractor's insurance and
neither the City nor its insurance providers shall contribute to any settlements, defense costs, mother payments made by Contractor's
If at any time during the life of the Contract, many extension, Contractor fails to maintain the required insurance infull force and effect
all work under the contract ohm|| be diacnnUnued immediately. Any failure to maintain the required insurance may be sufficient cause
for the City to terminate the Contract.
The following insurance is required:
e. Commercial Liability Insurance
Before this Contract is fully executed by the parties, Contractor shall provide the City with a certificate of insurance as
proof of commercial liability insurance with a minimum liability limit of Two Million Dollars ($2,000,000.00) per occurrence,
combined uin8|a limit bodily injury and property damage, and Two yNiUkzn OoUum A&2.000.000.00\gwneno| aggregate. If
Contractor carries higher coverage |imdo. such limits nhmU be shown on the Certificate of Insurance and Endorsements
and the Cihy, its elected and appointed offinio|o, employees, ogants, attorneys and volunteers uheU 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 ehmU be in effect for the duration of
this Contract. The policy shall name the City ofYakima, its elected and appointed offioia|o.employees, agents, attorneys
and volunteers aeadditional insureds, and shall contain aclause that the insurer will not cancel nrchange the insurance
without first giving the City prior written notice. The insurance shall be with an insurance company or companies rated A-
VIIorhighmrin8mui'oGuideoOdodmiUadintheGbateofVVmnhin00nn.ThenuquimmantncnOtminedhenoin.00WmUaoCib/
nfYohimo'u review oracceptance of insurance maintained by Contractor is not intended to and ohoU not in any manner
limit or qualify the liabilities or obligations assumed by Contractor under this contract.
t. Automobile Liability Insurance
Before this Contract infully 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 Cib/, its elected and appointed offiuiudo' omp|nyeeo, agents, attorneys and volunteers uho|| 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 ineffect. Said policy shall beineffect for the duration nf
this Contract. The policy 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-
VIIorhigherinBaut'u{9uideondodmittadinthoGtatecfVVaohingtnn.Themquinwmanb*ounboinedhovoin.aaweUonCib/
ofYohimo'e 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 ehoU
include Hired and Non -Owned coverage ifnecessary.
c. Liability (Stop Gap)
Contractor and all shall at all times comply with all applicable workers' . oucunnUnno
disease, and occupational health and safety bamo ebatVhes, and regulations to the full extent app|inable, 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 vvny for claims filed by Contractor or its employees for services pudhnnad 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 eubnontuactor(m).Contractor in responsible to mnaunu subcontractor(s) have insurance as needed. Failure of
oubuontnoctum/o\tocomply with insurance requirements does not limit Contractor's liability orresponsibility.
Commercial General Liability: Combined Single Limit:
Automobile Liability
Garage Liability
Garage Keepers Liability
Per Occurrence
$2.000'000Annual Aggregate
$2,00000Per Occurrence
$1'OOO'00OMinimum Limit
$200,000 Minimum Limit
12203 Vehicle Maintenance and Lube & oil
Page sofn
15. Severability
If any term or condition of this Contract mthe 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 nrapplication. To this end,
the terms and conditions ofthis Contract are declared severable.
16. Contract Documents
This Contract, the Invitation to Bid 12203 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 one complementary. Specific Federal and
State |@wm and the tnnno of this Contract, in that order reopectiwu|y, supersede other inconsistent provisions. These 0ontnouL
Documents are onfile inthe Office ofthe Purchasing Manager, 128No. 2ooSt..Yakima, WA, 9O8O1'and are hereby incorporated by
reference into this Contract.
17. Termination
Termination for Cause: |nthe 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 nfthis notice.
In the event of the City breaches this Contract, the Contractor may terminate the Contract at its sole discretion insuch event that it
provides the City with written notice of City's breach and the City failes 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:
o. Defaults ononobligation under the Contract;
h. Fails k>perform any material obligation requimdundmr#hoConhnct
o. 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 anassignment for the benefit ofcreditors;
[ Fails to follow the sales and use tax certification requirements of the State of Washington;
A. Incurs udelinquent Washington tax liability;
h. Becomes eState orFederally debarred Contractor;
i. |aexcluded from federal procurement and non -procurement Contracts;
' Fails to maintain and keep in force all required insurance, permits and licenses as provided in the Contract;
k. Fails homaintain the confidentiality nfthe City information that is considered to be Confidential Information, proprietary, or
containing Personally Identifiable Information;
|. Contractor performance threatens the health or safety of a City, County or municipal employee; or
Convenience:Termination for The City may terminate the Contract, without cause, byproviding 30days written notice of termination.
In the event of termination for convenience, the Contractor shall be entitled to namoiwo compensation for any h»eo owed under the
Contract. The Contractor shall also be compensated for partially completed services. In this event, compensation for such partially
completed oe,iooe ohoU be no more than the percentage of completion of the oemioon requested, at the ou|o discretion of the Qb/,
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 Fundinq: |naddition to the above termination provisions, if the funds upon which the City relied to establish this Contract are
xvdbdrown, reduced, or limited, or if additional or modified conditions are p|oond on such funding' the City may terminate this Contract
by providing at least five business days written notice tothe Contractor. The termination shall be effective on the date specified in the
notice oftermination. `
1220uVehicle Maintenance and Luue&Oil Page aofn
18. 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.
19. Governing Law
This Contract shall be governed by and construed in accordance with the laws of the State of Washington.
20. 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.
21. Authority
The person executing this Contract, on behalf of Contractor, represents and warrants that he/she has 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.
22. 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 Bid Specifications 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. 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:
City of Yakima Purchasing
Christina Payer, Buyer II
129 North Second Street
Yakima, WA 98901
TO CONTRACTOR: VALVOLINE, INC
3111 W. Allegheny Ave.
Philadelphia, PA 19132
23. Survival
The foregoing sections of this Contract, 1-23 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 date last written b
CITY OF AKIMA
City Manager
Date: 1 )
VALVOLINE, I
By:
CITY CONTRACT NO: dd 90-11 r
NIA' Data: ESOLUTION NO:
(Print name)
12203 Vehicle Maintenance and Lube &
Page 7 of 7
(Specifications)
CATY OF YAKUMA PQ10,K~HAS
G DIVISION
a 129 North 2nd Street 0 Yakima, Washington
April 27,2O22
Dear Sir or04adem:
Subject: Bid No. 132O3Vehicle Maintenance and Lube,Oil and Filter Services
Addendum No. 1 — Question and Amendment to Bid Specifications
~ (509)576'6083
1' Question:
I was looking at the (Lube, Oil section) of the qualifications and need to verify the equipment needed to
qualify for the (Lube, Oil section) RFP and wanted to get verification regarding having a brake lathe as a
required piece ofequipment for this section mfthe business?
Answer: No, a brake lathe will not be required for Schedule 3— Lube, Oil hk Filter Services.
2. Amendment tmBid :
B. Equipment for Vehicle woaintenanceServices (page 14>
Contractor must have the following state of the art equipment available to provide required services:
l. For check only services - Inspect and recommend replacement asneeded:
�m4,�� ^
a. Brake Lathe
b. Air conditioning service center
C. Starting and charging system tester
d. Complete diagnostic services center
Front end alib. Complete Diagnostic equipment
gnment equipment
2. For tire service:
o.
Please acknowledge receipt
ofthis addendum onthe Cover Sheet, page two (2)mfthe Bid
document.
Ifyou have any questions please contact
nnemt(5O9)57G-G696.
'
Christina Payer, [PPB
Buyer 11 - City of Yakima Purchasing
C
C: Lt. Ira Caxn,Police Department
File
xx 809575-6093 m (509576-6696 p(soy) 576-6394 cd`rismna.payer@vaNmawa.mm xxwww.vaWmowa.gov/emices/punhawmm
City of Yakima
NOTICE T0BIDDERS
0|012203
Notice is hereby given by the undersigned that electronic sealed Bids will be
accepted via PubUuPurchose.uom until the hour of 11:00:00AM PST on May G,
2022. Bids will be publicly opened in Yakima City Hall, Council Chambers, 129 N.
2nd Street, Yakima, Washington 98901. A1such time, Bids will be publicly read
for: Vehicle Maintenance and Lube&Oil Services
Instructions to register with Pub|icPurchase.00m one available at
wxvw.yokimawa.Qo«/oervices/purchasin8.
The City of Yakima reserves the right to reject any /& all @|Ds. The City hereby
notifies all Bidders that it will affirmatively ensure compliance with WA State
Law Against Discrimination (RCVV chapter 49.60) G the Americans with
Disabilities Act (42US[121O1e1xet.)
Dated April 15,3O32. Publish onApril 2Oand April 22.2O22
Christina Payer, CPP8
8uyerU
CITY OF YAKIMA INVITATION TO BID 12203
COVER SHEET/SIGNATURE PAGE
THIS IS NOT AN ORDER
BID Release Date: April 22, 2022
Bid Receipt: Bidders must first register with PublicPurchase.com and Bid 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 Bids will not be accepted or evaluated. If you try to submit a
Bid late, the electronic system will not receive it. Bid openings are public. Bids shall be firm for acceptance for ninety (90) days
from date of Bid opening, unless otherwise noted
BIDS ARE ONLY RECEIVED THROUGH PUBLICPURCHASE.COM
Purchasing For:
City of Yakima Police Department
200 S 3rd Street
Yakima, WA 98901
Buyer in charge of this procurement (Contact for further information):
Christina Payer, CPPB
Buyer II
Bids Must be completely uploaded by:
May 6, 2022 at 11:00:oo AM PST
Public Opening E.
Phone
E-Mail Address
(509) 576-6696 christina.paver@yakimawa,qov
PROJECT DESCRIPTION SUMMARY
Vehicle Maintenance and Lube & Oil Services
for Yakima Police Department
Enter Prompt Payment Discount: % net days
Service to start within
days after receipt of order,
0 I hereby acknowledge receiving addendum(a)
(use as many spaces as addenda received)
In signing this Bid 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 Bid; that this Bid has
been independently arrived at without collusion with any other Bidder, competitor or potential competitor; that this Bid has not been knowingly disclosed prior to
the opening of Bids 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 requrod by the City of Yakima in this Invitation to Bid and all terms of our Bidl
Company Name
Company Address
Name of Authorized Company Representative (Type or Print)
Signature of Above
Title
Phone (
Fax
Date
Email Address
12203 Vehicle Maintenance and Lube & Oil
Page 2 of 34
Contents
II. GENERAL INFORMATION ..,„..... ......... , 5
1. Introduction 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. Inspection of Bidder's Facility 6
10. Contract Term 6
11. Deviations
12. Pricing and Discount 6
13. Price Clarifications .,6
14. Price Increases „7
15. Price Decreases , 7
16. Expansion Clause 7
17. Warranty 8
18. Warranty Coverage 8
19. Permits , , 8
20. Regulations and Codes , 8
21. Prompt Payment 8
22. Payments 8
23. Payment Method - Credit Card Acceptance
24. Acceptance of Terms
25. Sales Tax
26. Tax Revenues
27. Clarifications and/or Revisions to Specification and Requirements..,..
28. Incurring Costs
29. No Obligation to Contract
30. Retention of Rights
31. Points Not Addressed
32. Other City Departments/Like Items Added__
33. Services Bought from Different Contractor
34. Re -Award
35. Errors and Omissions
36. Changes
111 PREPARING AND SUBMITTING A BID
1. General Instructions ........................................
2. Submitting a Bid
3. Prohibition of Bidder Terms & Conditions
4. Multiple Bids
5. Withdrawal of Bids ..................................................
IV. BIDDERS CHECKLIST
V. EVALUATION AND CONTRACT AWARD
1. Bid Evaluation
2. Offer in Effect for Ninety (90) Days
3. Protest Procedure
4. Sample Contract and Terms and Conditions,..
VI. PERFORMANCE REQUIREMENTS .................:
1. VEHICLE MAINTENANCE .........................a
2. Basic Lube, Oil & Filter (LOF) Services ....,
12203 Vehicle Maintenance and Lube & Oil Page 3 of 34
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\Ui BID FORM ...... 16
1. Statement of Work ...... --. _22
2. Compenmation----------------'....... 22
3. Contract Term _1---11.--_____22
4. Agency Relationship between City and ������ _=_______~_22
5. Successors and Assigns ... _~_.~.~~_~°~.°.._=._"_.-._-.-._,=',..^_~°~-.."^.._~~~p.22
8. Property Rights -.'�`"�..~.__~~,,_.__,......... ',~~................ ___~^_'_,_~~_=,22
7. |nmpeoUnnandProduotiwnnfRecnrds-----_=�~~=,"=,__.~......... ,....... °=`°_,__°,~__,^*_,=_,.,,_22
8. Work Made for Hire .m`�____^°23
$. Guarantee '~-.�__^f,.z^�_._~_*-'23
10. Compliance with Law ��.^�_��_,�_���_����_��_�__�,�__��.23
11. Nondiscrimination ~*��_�_."^_.~^�^~___m^............. 24
13. PayTransparency Nondiscrimination ....... __-=_........ _.v24
13. Indemnification and Hold Harmless _°~~.~^~"~.24
14. Contractor's Liability Insurance 25
15. Severab|dy ..... ...... .......... __~,__~^._`__~°,�__-,_..... 28
16. Contract Documents .��"r........ _~_.=,...... ~~—_�=�-_=~___*__~__.'26
17. Termination ....... ......2G
18. Force Majwure................................................... -_.,,r----,.~-.^_r.-�__�~�-_-�_n�-_27
19. Governing Law ....... ...... 27
20.
21. Authority .^ ___27
22. Change orNotice ............................................ m'`^~........ 27
21 Survival 28
ATTACHMENT A —Service Questionnaire ................ -~_,_^=°~,~°~___....... ~__-...... ,_"........ __,r,_=~__=°,=°_,_^3O
ATTACHMENT B—L|st of Equipnmemt--------....... ~^._.~-...... ---- 31
ATTACHMENT C—Sample Work Order ~' '^~._-~ _~._____32
ATTACHMENT D—Sample Certificate ofInsurance and Additional Insured Endorsement. ~__^.,-__~__,_.,~,',_~,33
II. E
E LI F
INVITATION TO BID # 12203
Vehicle Maintenance and Lube & Oil Services
TI
1. Introduction
It is the intent and purpose of these specifications to describe Vehicle Maintenance and Lube & Oil Services in
sufficient detail to secure bids on comparable service. All parts, which are necessary in order to provide
complete service, shall be included in the bid and shall conform in strength, quality of workmanship and
material to that which is usually provided 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 A and Schedule B may be
awarded separately. Additionally, Schedule B may be awarded to one primary contractor and one secondary
contractor. The Secondary contractor would only be used in the event that 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 BID is issued by the City of Yakima Purchasing Division. The person responsible for managing this BID
process from beginning to end is the Buyer listed on page 2 of this solicitation. From the date of release of this
BID 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 BID shall be made through the Buyer listed on
page 2. Contact with other City personnel regarding this BID is not permitted during the procurement process
and violation of these conditions may be considered sufficient cause for rejection of a Bid 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 bid form. Any equipment proposed as an
12203 Vehicle Maintenance and Lube & Oil Page 5 of 34
equal to that herein specified must be substantiated with supporting data to justify such request for
substitution.
7. More or Less
Quantities are estimated only and shall be bid on a MORE OR LESS basis. For the purpose of comparison, bids
shall be made in the quantities listed in this specification. Listed quantities shall not be considered firm
estimates ofrequirements for the year, nor shall the City be bound or limited to quantities listed. Payment will
be mode 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 Bid 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 Bid shall be based on the attached published list price and
these shall be the prices paid during the life of the contract.
9. Inspection pYBidder's Facility
Prior toawarding the contract, the City and/or its nepnsentatke(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 tnrepair, service and support the equipment offered.
10. Contract Term
See Section 3ofContract
11' Deviations
After a purchase order is awarded to a successful bidder, there shall be no deviations from any requirements
stated in the published equipment specification(s) during the manufacturing or assembly process of the units
offered, without prior approval from the Purchasing Manager, and an official revised purchase order issued by
the Purchasing Division. Failure to comply with this requirement constitutes breach of contract; and may be
grounds for order cancellation, without re -stocking fees or damages to the City; or suspension from the City's
bidders list.
12. Pricing and Discount
The City qualifies for governmental discounts. Unit prices shall reflect these discounts.
13~ Price Clarifications
The City reserves the right toclarify 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 Bid or contract shall be the price per unit of sale (e.g., gal., cs., doz., ea.) as stated on
the bid form. For any given item, the quantity multiplied by the unit price shall establish the extended price, the
unit price shall govern inthe Bid evaluation and contract administration.
Any increase proposed 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 beexpressed inBid documents and contracts oragreements.
14. Price Increases
Pricing shall be prepared with the following terms. The Purchasing Manager may exempt these requirements
for extraordinary conditions that could not have been known by either party at the time of bid or other
circumstances beyond the control of both parties, as determined in the opinion of the Purchasing Manager.
Prices shall remain firm for the first twelve-month period of the contract.
Requests for Rate Increases must be delivered to the Buyer listed on Page 2, in accordance with the rules below.
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.
A. Discount from Manufacturer List Pricing: For all contract items that are priced as a discount below
Manufacturer List prices, there shall be no changes to the discount rate throughout the life of the
contract. As manufacturer list prices change, the net price to the City will automatically change in
the same percentage as the discount rate to the City.
B. Fixed Product Pricing: For product and supply contracts that provide on -going, multiple year supply.
Original pricing shall be fixed and firm for the first year of the contract.
Price requests are at the discretion of the Purchasing Manager; and must also be:
1. The direct result of increases at the manufacturer's level (or if Bidder is a supplier of a
raw material delivered directly to the City such as brass, the increase must be verified
at the supplier level).
2. Incurred after contract commencement date.
3. Not produce a higher profit margin than that on the original contract.
4. Clearly identify the items impacted by the increase.
5. Be filed with Purchasing Manager a minimum of thirty (30) calendar days before the
effective date of proposed increase.
6. Be accompanied by detailed documentation acceptable to the Purchasing Manager
sufficient to warrant the increase.
7. Should not deviate from the original contract pricing scheme/methodology.
The United States published indices such as the Producer Price Index or other government data may be
referenced to help substantiate the Contractor's documentation. A Zink to the PPI Commodity Data is available
at https://www. bls.gov/dataj.
The adjustment (if any) shall remain firm and fixed for at least 365 days after the effective date of the
adjustment.
15. 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.
16. 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.
12203 Vehicle Maintenance and Lube & Oil Page 7 of 34
17. 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 isdamaged bymisuse orabuse. This one'(1)year warranty shall innoway 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 tothe 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
Contractor 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, gate 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 ofthe goods orservices.
18. 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.
19. Permits
All necessary permits required to perform work are to be supplied by the Contractor at no addition costto the
20. Regulations and Codes
To the extent applicable, all equipment ormaterials shall comply with Washington State vehicle regulations,
Federal regulations, OSHA and WISHA requirements, to include EPA standards and City safety codes.
21. Prompt Payment
Bidders are encouraged to offer 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 ofaproperly completed invoice
� Receipt ofall supplies, equipment orservices ordered
w Satisfactory completion of all contractual requirements
22. Payments
Contractor is to submit properly completed invoice(s) to:
City of Yakima, Accounts Payable, 129 N. 2nd Street, Yakima, WA 98901.
To insure prompt payment each invoice should cite purchase order number, bid 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 badelivered with equipment.
23' PaymenKMethod—CredbCamdAcceptmnce
The City, in its sole discretion, will determine the method of payment for goods and/or services as part of this
agreement. The[ity'y preferred method ofpayment is by procurement (credit) card. Respondents may be
required to have the capability nfaccepting the City'o authorized procurement card as o method of payment.
No price changes or additional fee(s) may be assessed when accepting the procurement card as a form of
payment.
24. 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.
25. 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 bid is the lowest and best bid.
26. 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, it determining which bid in the lowest bid, after the tax revenue has been considered.
27. 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 BID document.
Unless instructions are specifically provided elsewhere in this document, any questions, exceptions, or additions
concerning the subject matter of the BID 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 BID, 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 BID.
If any requirements of the BID are unacceptable to any prospective Bidder, they may choose not to submit a Bid.
28. Incurring Costs
The City is not liable for any cost incurred by a Bidder in the process of responding to this BID, 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 BID.
29. No Obligation to Contract
This BID does not obligate the City to contract for service(s), or product(s) specified herein. City reserves the
right to cancel or reissue this BID 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. Bids that stipulate that
the City shall guarantee a specific quantity or dollar amount will be disqualified (e.g. "all -or -none".)
30. Retention of Rights
The City retains the right to accept or reject any or all Bids 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 bid.
All Bids become the property of City upon receipt. All rights, title and interest in all materials and ideas prepared
by the Bidder for the Bid to City shall be the exclusive property of City and may be used by the City at its option.
12203 Vehicle Maintenance and Lube & Oil Page 9 of 34
31. Points Not Addressed
Bidders are encouraged to list any points not addressed in these specifications that they feel improve or
enhance the operation oftheir units.
32. Other City Like Items Added
At any time during the term of this contract, or any extension thereof, other [by departments may be served
under these same terms and conditions, Additional like items may be added at the request of the Purchasing
33. Services Bought from Different Contractor
Should the Contractor be unable to or refuse tosupply materials, on any given day, against this predetermined
delivery schedule towhich the supplier has agreed and the City is forced to do the work with materials bought
from a different supplier, the difference in the Bid price of the materials and that paid the new supplier, in order
todothe work, shall becharged toand paid for hythe Contractor holding the Bid award for these products.
Contractor shall not, however, beresponsible for delays indelivery due to:
* Unavoidable mechanical breakdowns
* Strikes
� Inability tosecure component materials
* Acts ofGod
* Fire
Provided the Buyer listed on Page % 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 fora period equal tothe time lost due to the
reason for the delay.
34. 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 12Odays from original
award.
35. Errors and Omissions
The City reserves the right tocorrect obvious ambiguities and errors inthe Bidder's proposal and towaive non-
material irme8u|aritiesand/oromissions. |nthis regard, ifthe unit price does not compute tothe extended total
price, the unit price shall govern.
36. 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 affective upon
execution by the parties hereto. Any oral statement or representation changing any of these terms or
conditions iospecifically unauthorized and isnot valid.
EP
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1. General Instructions
Failure to conform to the BID 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 Bid is responsive.
1220uVehicle Maintenance and Lube&Oil
Page 10ofo4
Submitting a Bid
Bids shall be completely uploaded into Public Purchase.com no later than the date and time listed on Page 2 of
this BID. Late Bids will not be accepted or evaluated. If you try to submit a Bid 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.
Bidders must submit their bid electronically through PublicPurchase.com where they will be kept in an electronic
lockbox until date and time of opening. To register as a Contractor/Bidder with Public Purchase, go to
www.publicpurchase.com:or the City of Yakima website at www.YakimaWA.Gov/Services/Purchasing. The City
is not responsible for late bids due to operator error, electronic malfunction, system errors or interruptions
affecting the Public Purchase site and the processing of any bids. The Purchasing Manager reserves the right to
make exceptions for extenuating circumstances.
Bids are not considered to be confidential per 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 Bid.
If a Bid contains such terms and conditions, the City, at its sole discretion, may determine the Bid to be a
nonresponsive counteroffer, and the Bid may be rejected.
4. Multiple Bids
Multiple Bids from a Bidder will be permissible; however, each Bid must conform fully to the requirements for
Bid submission. Each such Bid must be submitted separately and labeled as Bid #1, Bid #2, etc. on the first page
of their response.
5. Withdrawal of Bids
Bidders may withdraw or supplement their Bid at any time up to the bid closing date and time. If a previously
submitted bid is withdrawn before the bid due date and time, the Bidder may submit another Bid at any time up
to the bid closing date and time. After bid closing date and time, all submitted Bids shall be irrevocable until
contract award.
IV. BIDDERS CHECKLIST
Bidder must complete and upload, as part of their Bid submittal, all required forms listed below in accordance with
Section III - Preparing and Submitting a Bid. The list below may not be all inclusive. Be sure to READ the entire Bid
document and include everything that is required.
•
•
•
•
Cover Sheet/Signature Page
Bid Form
Contractor Questionnaire
Attachment A — Service Questionnaire
Attachment B — List of Equipment
Attachment C — Sample Work Order
12203 Vehicle Maintenance and Lube & Oil
Page 2
Pages 16-17
Pages 19-22
Page 30
Page 31
Page 32
Page 11 of 34
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1. Bid Evaluation
The evaluation and selection of Bidder will be based on the information submitted in the Bid. Award will be
made to a responsible Bidder with the lowest responsive Bid. Evaluation of Bids and determination of Bidder
responsibility shall be based on past experience with Bidder, proposed manufacturer's service availability, ports
availability, equipment design and functionalism, effect on productivity, and Bidder's supporting
documentation.
2. Offer inEffect for Ninety (90)0mys
A Bid may not be modified, withdrawn or canceled by the Bidder for a ninety (90) day period following the
deadline for Bid due date, or receipt ofbest and final offer, if required, and Bidder soagrees by submittal of
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: S09'S76'6294oremail to: rm'The protest shall clearly state the
specific factual and legal ground(s) for the protest and o description of the relief or corrective action being
requested. Protests based on specifications/scope of work, or other terms in the BID shall be filed at least five
(S) calendar days before the solicitations due date, and protests based on award orafter the award shall be filed
no more than five calendar (5) days after Award Announcement (see below for details). The following steps shall
betaken inanattempt toresolve 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.
StepU. If unresolved, within three (3) business days after receipt of written decision, the protestmaybe
appealed tothe Department Head by the Purchasing Manager.
Step Ui 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
Award Announcement
Purchasing shall announce the successful Bidder via VVebsite 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 anaward 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 mrservices tnbecontracted for are urgently required;
° Delivery or performance will be unduly delayed by failure to make award promptly;
° A prompt award will otherwise beadvantageous tothe 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 Bid 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.
VI.
E;"..F
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TS
1. VEHICLE MAINTENANCE
A. Vehicles
The Police Department (YPD) has a fleet of approximately two hundred nine (209) gas operated vehicles.
Contractors should have the capacity to service and maintain this volume vehicles. There are
approximately one hundred thirty (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. It is
essential that they be serviced on a priority basis to insure minimum time out of service. The remainder
of the police fleet, includes undercover vehicles, are driven an average of 12,000 miles or less per year
and would need less service calls per year. Current Police Department fleet is as follows:
Quantity Year
63 2022
3
2022
1 2020
4 2020
25
13
1
21
52
12
2
1
1
3
1
2012-2019
2016-2018
2015
2014-2017
2014
2013
2013
2013
2011
2009-2010
2007
2006
1995
1993
1992
Model
Ford Police Interceptor Utility EcoBoost *(On Order at time of bid).
Ford F150 Police Responder *(On Order at time of bid).
Ford Police Interceptor Utility EcoBoost
Ford Police Interceptor Utility
Chevrolet Impala
Ford Police Interceptor Utility
Ford F250 4WD
Ford Police Interceptor Sedan AWD
Ford Police Interceptor Utility AWD
Ford Police Interceptor Sedan FWD
Ford Police Interceptor Utility FWD
Chevrolet Express 1500 Van
Ford Escape 4WD
Ford Crown Victoria
Chevrolet Impala
Ford E150 Van
Honda Civic
Chevrolet C1500 2WD
Chevrolet G30 Van 2WD
1992
12203 Vehicle Maintenance and Lube & Oil
Chevrolet P30 Van 2WD
Page 13 of 34
B. Equipment
Contractor must have the following state of the art equipment available toprovide nequined services:
1. For Lube, Oi| & Fiker(bOF) and check only services:
o. Brake Lathe
b. Air conditioning service center
c. Starting and charging system tester
d. Complete diagnostic services center
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
a recommendation of award, the City may inspect the equipment to verify that it meets these
requirements. |fthe Bidder's equipment isnot satisfactory, the City reserves the right toreject the Bid
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. Tines
The current types and sizes of tires the City Police Department currently utilizes are:
1. Sizes Steel Belt/Radial
a. 225/601116—VRa1ed d. 24S/SSR18—VRated
b. 225/701116—VRated e. 2SS/GOR18—VRated
c. 23S/5SR17—VRated
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, atits sole option, purchase tires from the successful Contractor a1State nfWashington
Contract pricing orbetter.
Contractor must be able to supply Goodyear RSA tires in addition to other manufacturers available.
Q. Services
Types of vehicle maintenance to be included in this contract are as follows:
1. Oil and filter change
Complete tune-up
a. 4cy|inder
b. 6cy|inder
o. Acy|inder
d. Replace air filter
e. Cabin air filter — check and replace
2. Major maintenance items
a. Brakes (Lubrication —wheel pack, front and rear wheel drive)
b. Transmission
c Engine
d. Radiator/Transmission/Oil Cooler
3. Onanasneeded basis
a. Front end alignment
b. Repair of major vehicle components not covered by vehicle manufacturer warranty,
4. Tire Services
a. Rotate tires
b. Mount and balance
u. Wheel balance
d. Tubeless valve
e. Pull street tires and mount snow tires
f. Tire change service (days)
8. Diagnose, repair TPIVISSystem
h. Wheel straightening for minor bends
2. Basic LubeOil &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 berequired. All services performed and parts supplied shall meet or exceed original equipment
manufacturer's warranty requirements. Contractor must be willing to install city supplied pads if
provided.
8. Drain and refill with up to 5 quarts mfmajor brand premium quality oil (Penaoi| Multi -grade) 10'
4OVV, 1S'4OVVorS'3OVVwith the highest AP rating available. Synthetic Blend is required for
all Police Pursuit Vehicles.
2. Install new top quality oil filter.
3. Lubricate Chassis. (when applicable)
4. Inflate tires to proper pressure and check for foreign objects.
S. Inspect suspension drivetrain components for wear and recommend replacement as needed.
B. Fluid Lewels-Check Only
Report any needed repair orreplacement and fill fluid levels, including:
1. Battery Health
Z. Radiator
3. Transmission
4. Differential
S. Brakes
6. Power Steering
7. Windshield washer and antifreeze protected solution
C. Filters, Wiper Blades, Light
Check and report any needed repair orreplacement.
1. Air Filter, Cabin Filter, PCVVa|ve
2. Wiper Blades
3. Head and Tall Lights
12203vehid Maintenance and Lube&Oil Page 1sof 34
VII. BID FORM Bidder Name:
INVITATION TO BID NO. 12203
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 BIDS AND TO ACCEPT ANY OR ALL ITEMS AT THE
PRICE BID. THE CITY INTENDS TO AWARD THIS CONTRACT WITHIN NINETY (90) CALENDAR DAYS.
Quote your lowest price for the following:
Item
No.
1.
2.
3.
SCHEDULE 1— Vehicle Maintenance
Description Qty.
Unit
Total Price
(without tax)
Make/Model or Trade Name of Parts/Equipment Bid:
Standard labor rate per hour:
Percent discount on labor rate
Flat rate per hour offered for this bid
Trouble shooting & diagnostic work per hour labor
rate:
(or)
o/
4.
Method of calculating discount on parts costs
(choose one):
(or)
Cost plus
List price minus %
(or) Other:
5.
Name of flat rate manual used for costing services:
(Manual 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. 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.
Item
No.
6.
6a.
Description
Conventional Oil: Flat Rate Price Per Lube, Oil & Filter
Change: (Flat Rate Price to include a maximum of 5
quarts of oil. Any additional quarts IF NEEDED will be
paid separately).
Price for each additional quart of oil beyond 5 quarts.
Qty.
1
1
Unit
EA
EA $
Total Price
(without tax)
12203 Vehicle Maintenance and Lube & Oil Page 16 of 34
List vehicles, year/make/mmde[that require conventional oil:
7.
: 7a.
Synthetic Blend: Flat Rate Price Per Lube,Oil & Filter
Change: (Flat Rate Price to include a maximum of
quarts of oil. Any additional quarto IF NEEDED will be
paid separately).
Price for each additional quart of oil beyond 5 quarts.
List vehicles, year/n1ake/n1mdeithat require synthetic blend oil:
8'
!8a~
Full Synthetic: Flat Rote Price Per Lube, Oil & Filter
Change: (Flat Rate Price to include a maximum of
quarts ofoil. Any additional quarts |FNEEDED will be
paid separately).
Price for each additional quart of oil beyond 5 quarts.
1
1
1
EA
EA
EA
EA
List vehicles, yemr/n1ake/nlodeithat require full synthetic oil:
Sub Total Schedule B:
WA State Sales Tax 8.3%:
Total:
'OIL/LUBRICANTS PROPOSED: State brands and weights ofapremium quality oil and list lubricants that
will be available, both with the highest AP rating available. (Add additional sheet if needed).
Lubricants
Mechanical Repairs
Blend
or Full Synthetic
Contractor must identify if mechanical repairs are covered by manufacturer warranty prior to completing repairs.
All major repairs exceeding standard |ube oil and filter services must beapproved byPolice Fleet Manager prior to
repair.
Acknowledged by:
Print Name, Tide Signed Name
VIII. CONTRACTOR QUESTIONNAIRE
INSTRUCTIONS: Provide the requested information, sign and date. If the Owner requires further
may request Bidder to provide such information within a mandatory due date. You must submit
the Owner with your Bid Submittal. Failure to submit this form fully complete, may result in
Submittal.
Contractor's Legal Name:
Company's dba: (if applicable)
CEO/President
Name:
Business
License No.
Phone
CONTRACTOR INFORMATION
Page 1 of 4
description, the Owner
this completed form to
disqualification of Bid
UBI No.
)
Federal
EIN No.
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 bid submittal.
Name Title
Phone ( ) Toll Free Phone ( )
FAX ( ) E-Mail Address
Mailing Address
City State Zip + 4
Physical Address
City State Zip + 4
12203 Vehicle Maintenance and Lube & Oil Page 18 of 34
BIDDER:
CONTRACTOR QUESTIONNAIRE
Page 2 of 4
Is your firm a subsidiary, parent, holding company, or affiliate of another firm? Yes:
Please explain:
No:
FINANCIAL RESOURCES AND RESPONSIBILITY
Within the previous five years, has your firm been the debtor of a bankruptcy? Yes:
Please explain
No:
Is your firm in the process of or in negotiations toward being sold?
Please explain
Yes: No:
Within the previous five years, has your firm been debarred from contracting with any
local, state, or federal government contract? Yes:
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?
Please explain
No:
Yes: No:
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
12203 Vehicle Maintenance and Lube & Oil Page 19 of 34
BIDDER:
DISPUTES
CONTRACTOR QUESTIONNAIRE
Page 3 of 4
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?
Please explain
Yes:
No:
• Work performance on a contract?
Please explain
Does your firm have any outstanding judgments pending against it?
Please explain
Yes: No:
Yes:
Within the previous five years, has your firm been assessed liquidated damages
on a contract? Yes:
Please explain
No:
No:
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 City? Yes:
Please explain
No:
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.
Please explain
Yes:
No:
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
12203 Vehicle Maintenance and Lube & Oil Page 20 of 34
BIDDER:
BUSINESS INTEGRITY
Is a governmental entity or public utility currently investigating your firm for false
claims or material misrepresentations?
Please explain
CONTRACTOR QUESTIONNAIRE
Page 4of4
Yes:
No:
Within the previous five years, has a governmental entity or public utility
determined your firm made a false claim or material misrepresentation?
Please explain
Yes: No:
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.
Please explain
REFERENCES
References: Bidder must have satisfactorily completed or currently maintained three
contracts that included lube, oil and filter services in the last five (5) years:
Yes:
1. Location and for whom performed:
No:
(3) vehicle
maintenance
Telephone: Contact Person:
2. Location and for whom performed:
Telephone: Contact Person:
3. Location and for whom performed:
Telephone: Contact Person:
12203 Vehicle Maintenance and Lube & Oil Page 21 of 34
service
0
CT
AGREEMENT
CITY OFYAKIMA
8|D12203
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
VNT0ES0BM:The parties, inconsideration ofthe terms and conditions herein, dohereby covenant and agree as follows:
1. Statement of Work
The Contractor shall perform all work and service(s) and furnish all km|u, materials, labor and equipment (C0UeCUv8|y referred to as
"Services") according to the procedure outlined in Bid A¥8nd Name] Specifications which are attached as Exhibit A, and the most
recent edition of the ANGVT|/VF|A and NEC Standards, all of which are incorporated herein by this refenaOCe, and shall perform any
alterations in or additions to the work provided under this Contract and every part thereof.
Work shall begin within [XXJ business days after Notice to Proceed and be complete within [XXI business days.
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 8nare mentioned in
the specifications 0Jb8furnished bythe City OfYakima.
3. Compensation
The City agrees to pay the Contractor according to Exhibit B. 8tt8ChoU hereto and incorporated h8m|n. which Exhibit includes the
Sp8Cifiood|on8 and payment schedule ofitemized pr|noS as |ioh*d in the Contractor's Bid submittal at the time and in the manner and
upon the conditions provided for the Contract.
I Contract Term
The period Ofthis Contract shall befor 8period ofone year from its effective date. The City may, at its option,extend thContract
confirmation, unless the Citv Provides advance notice of the intention to not renew, or unless the Services have been completed to the
bty's satisfaction prior to any automatic renewal.
year to year basis for up to four (4) additional years. Contract -' extensions shall be automatic, and shall go into effect without written
4. Agency Relationship between City and Contractor
Contractor shall, Gtall times, b8onindependent 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
u. Neither the City, nor the Contractor, shall oaoigD' t[8nu#ar. orencumber any ,ightS, duU8o, or interests accruing from this
Contract without the prior written consent nfthe other.
b. The Contractor for himself, and for his h*|m' executors, administrators, SuooeGGOnS. and 800igno, does hereby 8gmo to
the full performance of all the covenants herein contained upon the part of the Contractor.
8. Property Rights
All nonnrUo or p8p8nG of any sort relating to the City and to the project will at all Umoo be the property of the City and shall be
surrendered tothe City upon demand. All information concerning the City and said project which is not otherwise a matter ofpublic
record or required by law to be made public, is oonfid8nUa|, and the Contractor will not, in whole or part, now orat anytime diSu|noe
that information without the express written consent Ofthe City.
7. Inspectionand Production of Records
8. The records na|oUng to the Gomico3 Sh3U, at all tim8S, be subject to inspection by and with the approval of the Cdv, but
the making of (or failure or delay in making) such inspection or approval shall not relieve Contractor of responsibility for
zzzosVehicle Maintenance and Lube&Oil Page aoofa4
performance of the Services in accordance with this Contract, notwithstanding the City's knowledge of defective or non-
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.
c. All records relating to Contractor's services under this Contract must be made available to the City, and the recordrelating
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.
8. 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.
9. Guarantee
Contractor warrants the Services will be free from defects in material and workmanship for a period of one year following the date of
completion and acceptance of the Services.
10. 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,
including policies adopted by the City, as those laws, ordinances, rules, regulations, and policies now exist or may hereafter be
amended or enacted. 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.
b. Contractor must provide proof of a valid Washington State Contractor Registration number.
c. Contractor must provide proof of a valid Washington department of Revenue state excise tax registration number, as
required in Title 85 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.
12203 Vehicle Maintenance and Lube & Oil Page 23 of 34
t Although the City does not require foreign corporate proposers k)qualify in the
City, County 0rState prior t0submitting 8proposal, itiS specificallyunderstood and agreed that any such corporation will
promptly take all n8C8SS8ry m88SuR)S to b8CODn8 authorized to conduct huo|nouS in the C|h/ of Yakima 81their own
8xpenD8, without regard to whether such corporation is actually awarded the contract, and in the event that the award is
made, prior 1Oconducting any business iOthe City.
11. Nondiscrimination
During the performance ofthis Contract, the Contractor agrees oofollows:
The Contractor shall not discriminate against any person Onthe grounds Vfrace, creed, color, religion, national origin, sex, age, marital
StatuS, S9xu8| 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 /RCVV Ch8pta[4S.GO\ or the Americans
with Disabilities Act /42U8C121O1otooql
This provision shall include but not be |i0d8d h)the following: emp|OymHn(. UpO0d|ng, domOdOn' transfer, recruitment, 8dw8rt|S|ng'
layoff o[termination, rates of pay or other forms of compensation, S8|8CbOn for training, and the provision of G8rv|C8S under this
Agreement.
In the event of the Contractor's noncompliance with the non-discrimination clause of this contractorwith 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.
12. 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
cO0p8nS8ki0n information ofother employees or applicants as a part oftheir essential job functions cannot dioo|oao the pay of other
employees Orapplicants to individuals who d0 not otherwise have anonnu to compensation information, Un|ouu the disclosure is (8) in
response to 8 h}r08| complaint Or charge, /b\ in furtherance of an |nvost|gaUon, pmC8nding, hearing, or action, including an
investigation conducted bythe employer, or (c) consistent with the contractor's legal duty to furnish information.
13. Indemnification and Hold Harmless
a. Contractor shall take all necessary precautions in performing the Services to prevent injury to persons Orproperty. The
Contractor agrees tO nB|8aS9, ind8mndy, defend, and hold harmless the Cdv. its elected and appointed offiCi8|S, offiC8nS'
emp|oyoeo, agents, mpmoontnt|vou. iOSunSnS' attorneys, and volunteers from all ||oUUit|oS. |o9S8S' damugeu, and
expenses m|atoU to all o|a|ma, suits, e[bitr8U0O 8CUOOS' inw8SUg8UOnS. and regulatory orother 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 AomomonL except for claims C8Usod by the City'S sole
negligence. The Qty'a right to indemnification includes 8tto[n8y'Sf8eS costs associated with establishing the right to
indemnification hereunder iOfavor Ofthe City.
b. If any suit, judgment, action, claim or demand nr|oeo out of, or occurs in conjunction with, the negligent acts 8DdhJr
omissions ofboth the Contractor and the City, or their elected or appointed officials, officers, employees, agents,
attorneys or volunteers, pursuant tnthis COOt0Ct' each party Sh8U be liable for its proportionate Sh8nS 0fnegligence for
any resulting suit, 'udg0oOL 8nUnn, d8im, demand, damages or costs and expenses, including reasonable attorneys'
fees.
o. 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 |nSumnoo act. Title 51 RCVV. solely for the purposes of
this iOU90OifiS8UOR. CUOt[8Ck)r'S indemnification shall not be limited in any way by any limitation on the amount of
d308g8S. cOmp8n8@k|0n or benefits payable to or by any third pohv under workers' compensation aots, disability benefit
acts Orany other benefits acts or programs. Contractor shall require that its GuboOn(raohom. and anyone directly nr
indirectly employed or hired by Contractor, and anyone for whose 8oho Contractor may be liable in connection with its
performance of this Agreement, comply with the terms of this penug[8ph' waive any immunity granted under Title 51
RCVV' and euoumo all pOtunUo| liability for actions brought by their respective employees. The Parties acknowledge that
they have mutually negotiated this waiver.
1220uVehicle Maintenance and Lube&Oil Page z«ofs«
d. Should Gcourt of competent jurisdiction determine that this Agreement is subject k>RCVV4.24115.then, inthe 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 cost0Jdefend, shall
Uaonly tothe extent cfthe Contractor's negligence.
8. Nothing contained in this Section or this Contract shall be construed to create a liability or a right of indemnification 'in any
third party.
f. The terms of this Section shall survive any expiration or termination of this Contract.
14. Contractor's Liability Insurance
/t all times during p8dhnn8nc8 of the Services and this Contract, Contractor shall S8Cung and maintain in effect insurance to protect
the City and Contractor from and against any and all o|aimo, damageu, looaeo, and expenses arising out of or resulting from the
performance ofthis Contract.
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 |i0dm should it deem it n8C6SSGry in the best interest of the public. Contractor will provide 3 Certificate of
Insurance to the City as evidence of coverage for each of the po||oiao and outlined herein. A copy of the additional insured
8OUU08ment attached to the policy will be included with the certificate. This Certificate of insurance Sh8U be provided to the City, prior
hDcommencement Ofwork.
Failure of City to demand such verification of coverage with these insurance requirements 0failure of City to identify 8deficiency from
the insurance documentation provided shall not be construed as a waiver of Contractor's obligationk)0Ginta|nGUShiOSu[3nCe.
Contractor's insurance coverage shall be primary insurance with respect to those who are Additional Insureds under this Contract. Any
insurance, self-insurance or iOSun3Oo8 pO0| coverage maintained by the City shall be in 8xC8mG of the Contractor's |nSU[8OCe and
neither the City nor its insurance providers shall contribute to any settlements, defense costs, or other payments made by Contractor's
|nSu[8OCo.
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 nh3|| be discontinued immediately. Any failure to maintain the required insurance may be sufficient cause
for the City h}terminate the Contract.
The following insurance isrequired:
o. Commercial Liability Insurance
Before this Contract iofully executed by the partieo. Contractor shall provide the City with acertificate nfinsurance as
proof 0fcommercial liability insurance with 8minimum liability limit OfTwo Million Dollars ($2.00U.00U.O0per occurrence,
combined single limit bodily injury and property damage, and Two K4i||km Dollars ($2.000.000.00g8mnnd aggregate. If
Contractor carries higher coverage |imdo. such limits shall be shown on the Certificate of |naunonuo and Endorsements
and the Cdv, its elected and appointed offioia|o, amp|oyeoo, agante, 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 policy shall name the City of Yakima, its elected and appointed officials, employees, agents, attorneys
and volunteers 3Sadditional insureds, and shall contain 8clause that the insurer will not cancel orchange the insurance
without first giving the City prior written notice. The insurance shall be with an insurance company O[companies rated A'
V||0rhigher|O88SYSGUide and admitted in the State of Washington. The requirements contained herein, as well as City
ofYok|ma'o review uracceptance 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 partiau. Contractor shall provide the City with o certificate of insurance on
proof Ofautomobile liability insurance with 8minimum liability limit ofTwo Million Dollars ($2.00O,OOO.00per occurrence.
If Contractor carries higher coverage limits, such limits shall be shown on the Certificate of Insurance and Endorsements
and the Cdv, its elected and appointed offioia|u, omp|oyaao, agento, attorneys and volunteers mhoU be named as
zuzouVehicle Maintenance and Luue&Oil Page asofs4
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 |neffect. Said policy shall beineffect for the duration nf
this Contract. The policy shall name the City OfYakima, 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-
VIIorhighorinBoot'oGuiUeandodmit0edintheGtohaofVVush|ng1on.Thenequ|numontSCOOt8in8dh8n8in.8Sw8||8SCitv
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 8SSUm8d by Contractor under this contract. The business auto liability shall
include Hired and Non -Owned coverage if necessary.
o. (Stop Gap)
Contractor and all shall at all times comply with all applicable workers' compensation, occupational
diS88Se. and occupational h88Ul and safety |owo. statutes, and regulations to the full extent applicable, and shall
maintain Employer's Liability insurance with 8limit OfOOless than $1.00O'UOO.O0.The City shall not beheld responsible
in any way for C|8imS filed by Contractor or its employees for S8rviC8S performed under the hgnns of this CuntraC,
Contractor agrees k) assume full liability for all C|8im8 arising from this Contract including o|a|mu resulting from negligent
acts Ofall 8ubCVntr8CtVr(9).Contractor i9 responsible h}ensure SuhCOn1r@ctor(S) have insurance an needed. Failure Of
subcontractors(s) to comply with insurance requirements does not limit Contractor's liability or responsibility.
Commercial General Liability: Combined Single Limit:
Automobile Liability
Garage Liability
Garage Keepers Liability
$2'0OO,0UOPer Occurrence
$2'UOO'OOOAnnual Aggregate
$2.0OO,U00Per Occurrence
$1'0UO'DO0Minimum Limit
$2OO,0OOMinimum Limit
15. 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 Orapplications which can b8given effect without the invalid term, condition Orapplication. TOthis end,
the terms and conditions nfthis Contract are declared severable.
16. Contract Documents
This Contract, the Invitation to Bid 12203 Scope of Work, conditions, eddanUo, and modifications and Contractor's proposal 8o the
extent consistent with Qh/ of Yakima documents) constitute the Contract Documents and are complementary. Specific Fadnnu| and
State |8*s and the terms of this Contract, in that order mop8Ctiv6|y' supersede other inconsistent provisions. These Contract
Documents are onfile |nthe Office ofthe Purchasing Manager, 129No. 2ndGL.Yakima, WA, 989O1'and are hereby incorporated by
reference into this Contract.
17.Termnatio
Termination for the event the Contractor breaches this Contract, the City may terminate the Contractatits 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'ubmach and the City failes to cure its breach of the Contract within 60days of this notice.
The following represents 8n0nfxc|USivH.illustrative list 0finstances that shall beconsidered 8breach bvthe Contractor:
u. Defaults on an obligation under the Contract;
b. Fails hoperform any material obligation required under the Contract;
S. Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity;
U. Allows any final judgment not to be satisfied or a lien not to be disputed after a legal ly-im posed, 30-day notice;
o. Makes anassignment for the benefit ofcreditors;
zzzoyVehicle Maintenance and Luue&Oil Page 2sof34
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, 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.
18. 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.
19. Governing Law
This Contract shall be governed by and construed in accordance with the laws of the State of Washington.
20. 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.
21. Authority
The person executing this Contract, on behalf of Contractor, represents and warrants that he/she has 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.
22. 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,
12203 Vehicle Maintenance and Lube & Oil Page 27 of 34
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.
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: City of Yakima Purchasing
Christina Payer, Buyer II
129 North Second Street
Yakima, WA 98901
TO CONTRACTOR:
23. Survival
The foregoing sections of this Contract, 1-23 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 date last written below.
CITY OF YAKIMA
City Manager
Date:
[ENTER CONT CTOR NA E
By:
Date:
Attest: (Print name)
City Clerk
12203 Vehicle Maintenance and Lube & Oil Page 28 of 34
EXHIBIT A
EXHIBIT B
SPECIFICATIONS
CONTRACTOR'S BID FORM
12203 Vehicle Maintenance and Lube & 0il Page 29 of 34
ET
SERVICE QUESTIONNAIRE
Please check the services your company can perform and list the number of certified mechanics available for
each service.
Provide
Service?
Engine Repair
o Automatic Transmission
• Manual Transmission and Rear Axle
ij Front End
• Brakes
o Electrical Systems
• Heating and Air Conditioning
Number of Certified
Mechanics?
Engine Tune -Up
12203 Vehicle Maintenance and Lube & Oil Page 30 of 34
LIST OF EQUIPMENT
Contractor must list equipment owned and which is definitely available for use on proposed work as required:
ET
Detail of Equipment to be Used Condition Location
(Name, Type, Model, Year)
For LOF and Check Only Services:
Brake Lathe:
Air conditioning service center:
3,
Starting and charging system tester:
4,
Complete diagnostic services center:
1.
For Tire Services:
Front end alignment equipment:
2.
Complete Diagnostic equipment:
12203 Vehicle Maintenance and Lube & Oil Page 31 of 34
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
1. Service Transmission
Parts Required:
Transmission Kit
Fluid
Engine Tune-up
Parts Required:
Plugs
Rotor
Fuel Filter
Air Cleaner
. Brake Repair (Including wheel
pack)
Parts Required:
Wheel Seals
Front Pads
Rear Shoes
Turn Rotors (2)
Turn Rear Drums (2)
Front End Alignment (front only)
Parts Required:
Front/Rear Shims
5. Lube, 0i1, Filter
Parts Required:
5-30 Synthetic Blend Oil
Filter
. Air Conditioner Recharge
Parts Required:
Freon, 5 lbs.
Mount Snow Tires, Balance, Rotate
(2 tires)
Parts Brand Hours Labor Cost Parts Cost Total Cost
Required
12203 Vehicle Maintenance and Lube & Oil Page 32 of 34
ATTACHMENT D
SAMPLE CERTIFICATE OF INSURANCE AND ADDITIONAL INSURED ENDORSEMENT
CERTIFICATE OF LIABILITY INSURANCE
THIS CERTIFICATE IS ISSUED Ai 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 INEURER(S). AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: H the celtlfloate holder Man ADDITIONAL INSURED, the poloy(leaj ntU t have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION 12 WAIVED, subject to the brine and conditions of the policy, certain polities meg require an endaraamani A statement on
tills +aartnllceta Coeot confer Manta to the ofliMcats holder to 0au OT eutlim ert4totSaalNaent(s).
PRODUCER
INSURANCE AGENT ISSUING CERTIFICATE
INSIamED
Entity Insured Address
ERA 3E
1NsIN
INSURANCE AGENT INFORMATION
A-
CERTIFICATE NUMBER: REVISION NUMBER:
TINS IS TO CERTIFY THAT THE POUCIES OF INSURANCE Ll TED BELOW HAVE BEEN ISSUED TO THE INGURED NANED ABOVE FOR THE PCUCY PERIOD
INDICATED. NOTWITICTASOING ANY REOIAREIdENT, TERM OR CONDfON OF ANY CONTRACT OR OTHER DOCLMENT WTIH RESPECT TO VMICH THIS
CERTIFICATE MAY BE SUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS, ^ EJECT TO ALL THE TERMS.
EXCLUNCNS AND CONDRlCNS OF SUCH POUOECL LIMITS SHOWN MAY HAVEDEEN REDUCED BY PAID CLAMS.
A
AIR
A
UIIr1RELLA LIAR
••�• EXCESS LIAR
„E.° I
MOW COMPENSATION
*111
Afem EMPLOYERS LNBIUTY
I WYPRDPRETOR•PARTNEWEX EQRA£
OFNCEPoYENBERE•CLUDECR
rN.nd.I.rY SAO
�.,. d..rs...r■
v:R t00 OF OFF.!Ltrr C+au.I
Garage LlaWlrty
Garage Keepers LQQItty
POUCY NUMBER
POLICY NUMBER
POUCY NUMBER
STOP GAPE EL ONLY
POLICY NUMBER
cart.. 1YTa
DATE
ATE
DATE
TTJ—IxJ �A"
A
LC
DESCAIPTIDIY OF OPERATIONS / LOCATIONS INFIRM! (ACORO MI, Admd.,rl Ra•IA Sch*.1., .u/ d ash* I mob spew 1. nqv*I
Tile Orly of Yakima, Its agents, employee& aulhon Tea vomnteers, elected and appointed otllaMis are included ae PEtlnarytrton-CNmdlbuhlry aadIUDnal insured.
See attached AO1a1Otla1 Named EridOmeInent.
CERTIFICATE HOLDER
City of Yakima
Purchasing Department
.129 N. 2nd St
Yakima, WA98901
ACORD 25 (2016103)
12203 Vehicle Maintenance and Lube & Oil
ANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHOAFED REPRESENTATIVE
SIGNATURE
t588-2015 ACORO CORPORATION. NI rights reserved..
The ACORD name and logo are registered marks of ACORD
Page 33 of 34
POLICY NUMBER: COMMERCIAL GENERAL LJABIUTY
CG20100704
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS - SCHEDULED PERSON OR
ORGANIZATION
This endorsement modes insurance provided under the following'
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SC HEDIULE
Name Of Additional Insured Person(s)
Or Organization(s):
The City of Yakima, its agents, employees, authorized
volunteers, elected and appointed officials are included
as Primary/Non-Contributory additional insured.
Information required to con
A. Section II — Who Is An Insured is amended to
include as an additional insured the person(s) or
orgarszation(s) shown in the Scherkile, but only
with respect to liability for "bodily Injury', "property
damage- cr "personal and advertising injury
caused, in whole or in part, by
i. Your acts cr omissions; or
2. The acts or omissions of those acting on your
behalf;
in the performance of your ongoing operations to
the additional insured(s) at the location(s) desig-
nated above.
CG 20 10 07 04
Location(s) Of Covered Operations
above, will be shown in the Declarations.
B. With respect to the Insurance afforded to these
additional insureds, the following additional exclu-
sions apply
This insurance does not apply to "bodily injury" or
"poperty damage- occurring after:
1. All work, including materials, paft or equip-
ment furnished in connection with such work,
on the project (other than service, maintenance
or repah-s) to be performed by or on behalf of
the additional insured(s) at the location of the
covered operations has been completed; or
2. That portion of "Igaz work" out of which the
injury or damage arises has been put to in-
tended use by any person 0 gaiIzaton other
than another contract or or oubootractor en-
gaged in performing operations tor a principal
as a part of the same proiect.
OD ISO Properties, Inc., 2004 Pape 1 of 1 GI
12203 Vehicle Maintenance and Lube & Oil Page 34 of 34
(Contractor's Payment Schedule)
VII. BID FORM
Valvoline Inc. DBA Valvoline Instant Oil Change
Bidder Name:
INVITATION TO BID NO. 12203
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 BIDS AND TO ACCEPT ANY OR ALL ITEMS AT THE
PRICE BID. THE CITY INTENDS TO AWARD THIS CONTRACT WITHIN NINETY (90) CALENDAR DAYS.
Quote your lowest price for the following:
Item
No.
1.
2.
SCHEDULE 1— Vehicle Maintenance N/A
Description
Qty.
Make/Model or Trade Name of Parts/Equipment Bid: N/A
Standard labor rate per hour:
Unit
Total Price
(without tax)
Percent discount on labor rate
(or)
3.
Flat rate per hour offered for this bid
Trouble shooting & diagnostic work per hour labor
rate:
Method of calculating discount on parts costs
(choose one):
5.
Name of flat rate manual used for costing services:
(Manual shall be provided by the successful
contractor at time of award).
(or)
(or)
$
Cost plus
List price minus %
Other:
Sub Total Schedule A: 1 $
WA State Sales Tax @ 8.3%:
Total Schedule A: 1 $
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.
Item
No.
6.
6a.
Description
Conventional Oil: Flat Rate Price Per Lube, Oil & Filter
Change: (Flat Rate Price to include a maximum of 5
quarts of oil. Any additional quarts IF NEEDED will be
paid separately).
Price for each additional quart of oil beyond 5 quarts.
Qty.
1
1
Unit
EA
EA
Total Price
(without tax)
32.99
$ 3.95
12203 Vehicle Maintenance and Lube & Oil Page 16 of 34
List vehicles, year/make/model, that require conventional oil:
Valvoline Motor Oil - meets the synthetic blend specifications for Ford vehicles including Pursuit vehicles as well as GM vehicles prior to 2011,
7a.
Synthetic Blend: Flat Rate Price Per Lube, Oil & Filter
Change: (Flat Rate Price to include a maximum of 5
quarts of oil. Any additional quarts IF NEEDED will be
paid separately).
Price for each additional quart of oil beyond 5 quarts.
1
1
EA
$ 47.99
EA $ 5.93
List vehicles, year/make/model, that require synthetic blend oil:
The vehicle list excluding (2011 and newer GM) would all be recieving an upgraded oil exceeding manufacturer specifications using Valvoline Synthetic Blend.
8.
8a.
Full Synthetic: Flat Rate Price Per Lube, Oil & Filter
Change: (Flat Rate Price to include a maximum of 5
quarts of oil. Any additional quarts IF NEEDED will be
paid separately).
Price for each additional quart of oil beyond 5 quarts.
List vehicles, year/make/model, that require full synthetic oil:
1
1
EA
EA
$64.99
$ 7.25
The vehicle list would all be recieving an upgraded oil exceeding manufacturer specifications using Valvoline Full Synthetic oil and this is the only DEXOS approved oil for 2011 and newer GM products
Sub Total Schedule B:
WA State Sales Tax 8.3%:
Total:
$
163.10
13.53
175.63
OIL/LUBRICANTS PROPOSED: State brands and weights of a premium quality oil and list lubricants that
will be available, both with the highest AP rating available. (Add additional sheet if needed).
Brands Weights
Valvoline Motor Oil 5-20,5-30,10-30
'Valvoline Syn Blend 0-20, 5-20, 5-30
Valvoline Full Synthetic 0-16,0-20,5-20,5-30,10-30
Lubricants Conventional, Blend
or Full Synthetic
Mechanical Repairs
Syn Blend
Syn Blend
Full Synthetic
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: Trent Lynn, Fleet Sales Manager Az„ptt-Zrfrf,,
Print Name, Title Signed Nam
12203 Vehicle Maintenance and Lube & Oil
Page 17 of 34