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HomeMy WebLinkAboutbocc.con.126.2006 CLERK'S CHECK LIST. FOR CONTRACTS SUBMITTED TO CLERK AND REOORDER FOR SCANNING/ARCHIVING CONTRACT #: 126-2006-AP404 Originating Department/Division: Fleet Contact Person: Rego Omerigic Project Name AP404 . Phone #: 970-920-5393 . X BOCC AGENDA ITEM (BOCC signature required) X STAFF AUTHORIZED SIGNATURE (per Revised Procurement Code 7/2005) Check procurement type: ONone OInformal OFormal DSole Source DEmergency X State Bid D Check Contract Tvpe: Dollar Amount: $28,662.00 Budget Line Item/Ledger Number DServices/Maintenance DLicense/Use DLease DConstruction X Goods, Equipment, Supplies DOther (e.g. revenue) DEmployment (for county employees) DIntergovemmental Agreement (Requires BOCC Action) DNon-Profit DQuasi-Public DGrant Agreements (Requires BOCC Action) DChange Order/Contract AmendIlfent Contractor/Business (Complete Name): King GMC-State Bid # 0704SYYY45M Contract Execution Date:02/28/2006 Contract End Date: Date of final acceptance Automatic Renewal (YDN X) Term of Contract: 3 year 36K mile warrantee All Contracts should be proofed for the following: X No Pages Missing X If a Page is Left Intentionally Blank -Note on Page X Page numbered consecutively X All Signatures Affixed X All Dates Filled In X All Other Blanks Filled In X All Exhibits Attached X All Legal Descriptions Attached (if appropriate) X Notice of AwardlProceed Attached (if appropriate) X Special Instructions for Finance Department: Please send check to Fleet, we will deliver when vehicles are picked up. X Sent to Clerk and Recorder for Scanning/Archiving X Authorized Staff Person's Name: Rego Omerigic BY CHECKING ABOVE AND ENTERING NAME, THE AUTHORIZED STAFF PERSON INDICATES THAT DOCUMENT HAS BEEN PROOFED AND READY FOR SCANNING. I KING GMC COMMERCIAUFLEET Make:GMC Model: OEM Model #: E3asePricW_~~ __ 3/4TONHD4X4 $16,522.00 - ~i ___ BI6:~: I SEa # I 1- - a~";ptioo I ;:;;c~cci~ - - - -t - ~9-. _ f}. TK25 753_~XT. CA. 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Agreement 07048YYY 45M for Vehicles Page lof8 Agreement Number: 07048YYY 45M MANDATORY Agreement Status: Current State of Colorado Price Agreement Category: Vehicles Department of Personnel & Administration Executive Office 633 17th Street, Suite 1600 Denver, CO 80202 Commodity Description: Pickup, 4x4, Large, HD Period Covered: 11/01/2005 - 07/01/2006 Please direct purchasing agent inquiries on this award to: Robb MacTavish at (303) 866-6484 Option to Renew for 0 More Y ear( s) Commodity Code: 070-92 Contract Status: Not applicable Amendment Number: Amendment Effective on: Reason For Amendment: Amendment History: Ordering Information Contact: Paul Zuhlke Company: KING OLDSMOBILE- GMC-SUBARU INC KING OLDSMOBILE- GMC-SUBARU INC 401 SOUTH LINCOLN AVENUE LOVELAND, CO 80537 Order Number: 970-667-8905 Does Business As: Address: Toll Free Number: Fax: 970-667-4321 Contact Email: Terms: F.O.B.: Delivery: Minimum Order: City, State, Zip: This Agreement Results from Solicitation Number: IFB-AF A- V ehicles-MW -06 Conditions of Agreement: CONTACT DEALER FOR DELIVERY CHARGES. IF3 IGMC Sierra 2500 Ipickup,4x4large HD IKing GMC IGasoline OPTIONS: J http://www.gssa.state.co.us/PriceA wd.nsfi'bOb 1 c9ac1 b0f27fd87256794006211 b8/1 bfe2f62... 6/19/2006 Agreement 07048VYY 45M for Vehicles Page 2 of8 ~ F3 King.pdf PLEASE contact vendor for option availability, specifications, etc. Options for the above vehicle ONLY below: Contact vendor for delivery charges outside Metro Denver area. OPTIONS_PLEASE contact vendor for option availability, specifications, etc. Options for the above vehicle ONLY below: GENERAL TERMS AND CONDITIONS: USAGE: This award will be used by General Support Services, the Division of Central Services, State Fleet Management (SFM), which provides vehicles to various State agencies and institutions of higher education. Additionally, Political Subdivisions (Counties, Cities, School Districts) may also use this Award at their discretion. LEASE/PURCHASE: These vehicles will be obtained through the use of third-party financing (lease purchase or installment purchase) as performed during prior years. State payment for vehicles financed through a third party is contingent upon payment to or for the State by such third party. All vehicles purchased or leased will be titled to the State. VEHICLE CONFIGURATION: All vendors shall include, at the minimum, all manufacturer standard new vehicle equipment. Exceptions to options will be allowed only if the basic requirements of the Standard Specifications are essentially unaltered. The State will be sole judge of what constitutes an allowable exception. Vehicles shall be of the same make, model, and equipment level as specified on PO. NO SUBSTITUTIONS WILL BE ALLOWED. Gross Vehicle Weight Rating (GVWR) bid shall meet or exceed minimum GVWR specified in base vehicle configuration. Vehicles shall be delivered complete; that is, with all manufacturer standard equipment, and in compliance with the SFM Standard Specifications and requested optional items as listed on the SFM purchase order. SFM reserves the right to return a vehicle, after acceptance, that is not complete according to SFM Standard Specifications and any state purchase order, if later found to be in violation. Vendor shall promptly correct vehicle to award specification or correct financially to SFM satisfaction. Options listed shall be bid and provided as factory installed under the terms of the full, factory-backed, bumper to bumper warranty. This includes but is not limited to: air conditioning, radios, cruise control, bumpers, towing packages, tow hooks, etc. Dealer-installed options will not be permitted unless pre-approved by the State in writing and, where applicable, indicated on bid sheet as a "dealer installed" non-factory item. If dealers substitute a non-OEM (Original Equipment Manufacturer) option in their bid, in place of an available OEM option, the State may return the vehicle for a correctly equipped one any time after the non-OEM option is discovered, and/or require the vendor to make payment to SFM for all expenses plus handling fees to repair a non-OEM option that fails within 3 years or 36,000 miles, and/or initiate suspension/debarment proceedings. Options not specifically included in the IFB shall be provided by the vendor at a cost that is not higher than the Manufacturer's Suggested Retail Price (MSRP). Tires: Tires are typically specified as All Season/Mud and Snow radials. All Terrain tires are a more aggressive tread pattern and on a 4X4 truck, are open side lug. Closed lug design tires called All Terrain by the OEM or dealer are not acceptable by SFM for an All Terrain tire option. Vendor shall provide open side lug All Terrain tires when specified by SFM purchase order. ~ http://www.gssa.state.co.us/PriceA wd.nsf/bOb 1 c9ac 1 b0f27fd87256794006211 b8/1 bfe2f62... 6/19/2006 Agreement 07048YYY 45M for Vehicles Page 3 of8 DATES AND CONFIRMATIONS REQUIRED: For each vehicle ordered, Vendors shall complete and return a Vendor Confirmation form (see Exhibit C) to SFM or other ordering agency as soon as it is available, but no later than five (5) working days after notification from the manufacturer. This form shall include the following information: 1. Date vendor receives SFM PO 2. Manufacturer's factory order # and date received. 3. Manufacturer's factory production date 4. Estimated date of delivery to SFM or ordering agency. The dealer shall notify SFM no later than 10 business days that they have no OEM confirmation. The dealer shall inform SFM immediately by phone and in writing when the dealer is aware or suspects that there is a problem with an order or a production date from the factory. The dealer shall demonstrate to the STATE OF COLORADO all efforts made to secure vehicles. Any dealer failing to supply estimated delivery dates may be considered non responsive. SPECIAL CONDITIONS OF BID: If an awarded vendor is either unable to provide a vehicle(s), or is unable to provide them within a reasonable time, the State reserves the right to cancel that order and place the order with the next lowest bidder or to conduct another bid. Unless otherwise approved by SFM or the ordering agency, all model year 2003 vehicles, ordered as a result of this IFB, shall be delivered and invoiced no later than June 30, 2003 or as specified by SFM. Special equipped vehicles will be bid and awarded separately (Le. handicapped busses, large cargo vans). In the event that OEM is unable to deliver ordered vehicle(s) within model year ordered, SFM reserves the right to choose out of dealer stock a unit(s) as close to original specification. SFM will be invoiced at awarded state price with OEM to reimburse dealer any difference in cost. This will only apply to vehicles ordered prior to build-out and considered within normal and acceptable ordering and build time frames. Vehicles ordered by SFM after last order date has been announced by OEM will not be subject to this clause. Dealer acknowledges that the OEM has partnered to provide factory incentives to dealer in the overall interest of the state. Vehicles that are ordered prior to build-out and considered within normal and acceptable ordering and build timeframes are expected to be delivered through dealer within usual Spring delivery timeframe of current model year. SFM and SFM's customer is caused harm and expense when vehicles are "rolled over" to the next model year. Should OEM not build and deliver on a timely basis (strike and similar situations beyond control of OEM excepted), SFM will count this as a delivery and performance issue that may jeopardize future awards regardless of low bid status. Due to state budget conditions, SFM cannot accept any vehicles (except Public Safety undercover and Patrol vehicles) prior to March 1, 2004. Vendors shall make delivery after this date. Note: Public Safety undercover and Patrol Vehicles may be accepted after the award(s) are made. Starting in early fall, 2003, SFM will be ordering law enforcement vehicles for the Colorado Department of Public Safety and State Patrol as early orders for delivery starting approximately November 2003. SFM will coordinate this with the awarded dealer. All other terms & conditions set forth in this General Conditions will apply. Bids are requested for 2004 model year vehicles only. It is anticipated that awards will be in ~ http://www.gssa.state.co.uslPriceA wd.nsflbOb 1 c9ac 1 b0f27fd872567940062 1 1 b8/1 bfe2f62... 6/1912006 Agreement 07048YYY 45M for Vehicles Page 4 of8 place during the fourth quarter of the 2003 calendar year and will remain in place through factory fleet close dates for 2004 models--Iate spring through early summer of 2004. If a model year change occurs during this time, or if the awarded vendor will allow, 2005 model year vehicles may be sold under the terms, conditions, and prices of the 200 model year awards at the sole discretion of the SPO. Extension of the existing Agreement(s) will occur, and the length of the extension, along with any other applicable considerations will be agreed to between the SPO and the vendor. Changes to existing Terms and Conditions are at the sole discretion of the SPO. Model year substitutions MUST be approved by the SPO, SFM or the ordering agency. Vendor shall notify SFM immediately of any mid-year model changes including discontinuations, mid-year introductions, etc., as related to specific body code vehicle included on an IFB/price agreement. PAYMENT TERMS: The State's payment terms for this bid are net 20 days. Every effort will be made by SFM or the ordering agency to assure payment will occur within twenty (20) days from date of delivery. In payment of delivered vehicles, the State will issue, or cause to be issued by its third-party financing company, payment instruments. All payments issued under the resulting agreement will be directly referenced and sent to the awarded vendor ONLY. No third-party billing or payments (Le. GMAC) will be allowed under the agreement. This applies to ANY agency or political subdivision using the resulting agreement(s). Vendors are reminded that the State cannot guarantee payment terms for MAPO agencies, or political subdivisions. Most ordering entities have remitted payment in a timely matter in the past, and vendors should confirm individually with the ordering agency all payment terms. Dealer agreements with third-parties (GMAC, Wells Fargo, etc.) will have no effect on any of the payment terms and conditions. No security interest or similar interest between a dealer/vendor and their financing company will be applicable to any State agency or political subdivision purchasing vehicles from the resulting price agreements. POINTS OF CONTACT: Questions regarding this price agreements should be directed to the Purchasing Agent above or SFM, 303-289-5042, or the non-state ordering agency contact as indicated on confirming purchase orders. NOTE ON WARRANTY DOCUMENTS: In some cases, a manufacturer may offer the same warranty coverage for many vehicles in their product line. For bidders who are offering bids on several vehicle categories that have the same coverage, warranty information as required on bid sheets need be submitted only once. Bidders shall indicate on EACH bid a clear reference to the appropriate warranty document(s). DELlVERY(SFM ONLY): The State's terms are FOB destination with freight included to destinations in metropolitan Denver (6 county area--Denver, Adams, Arapahoe, Boulder, Douglas, and Jefferson). Delivery to Department of Corrections in Canon City, will be FOB destination with freight included, and will be coordinated with venders who are in close proximity. Other Deliveries outside metro ~ http://www.gssa.state.co.us/PriceA wd.nsfibOb 1 c9ac 1 b0t27fd87256794006211 b8/1 bfe2f62... 6/19/2006 Agreement 07048YYY 45M for Vehicles Page 5 of8 Denver is FOB destination with freight added. Delivery charges outside of metro Denver are to be agreed upon between the ordering agency and the awarded vendor, prior to delivery. Any ordering agency may arrange to pick up a vehicle from the awarded vendor at no additional charge. For vehicles delivered to other SFM designated agency locations such as Colorado State Patrol, Department of Corrections, and Department of Transportation, vendors shall notify SFIII1 of scheduled delivery to designated agenc~ at least one day prior to the delivery,. Deliveries of new vehicles will be pre-approved by SFM to facilitate available resources and expedite delivery times. Vendors shall call SFM at least one working day before delivery. Vendors shall have the P.O. number available and the number of vehicles to be delivered when calling. New vehicles will be accepted between the hours of 8 am to 12 noon and 2 PM to 4 P~ Monday through Friday. No deliveries will be made .3 business days prior to the end of the month. Also, no deliveries on State holidays, which include for 2003: May 26TH, and July 4TH. If vendor shows up at SFM without an appointment, the vendor may be turned away until a scheduled appointment is available. VEHICLE DELIVERY CONDITION: The following requirements apply to vehicles at time of delivery to SFM: Vendors shall bring these items into the SFM office (all documents shall be typed): 1. The dealer's invoice with a typed VIN, the State Purchase Order #, and the dealer's stock #. 2. The manufacturer's window sticker with price and option info. Do not leave the sticker on the vehicle door glass. 3. The manufacturer's "Certificate of Origin" with a typed assignment as follows (there shall be no corrections): STATE OF COLORADO DIVISION OF CENTRAL SERVICES 1001 EAST 62ND AVE DENVER, CO 80216 4. The Application for Title and/or Registration. 5. Two sets of keys plus the key code (usually on a sticker or tag) needed for key duplication. 6. A weight slip shall be provided whenever a body has been modified. This includes hi-cube vans, box trucks and buses. Vendors shall leave in the vehicle: 7. The owner's manual visible on the front seat 8. The dealer stock # on the windshield 9. A forty-five(45) day permit shall be attached in the license plate area on the rear of the vehicle. 10. Vehicles shall be washed, serviced and in standard "make ready" condition; Le., prepared for immediate use including no less than one quarter (1/4) tank reading of fuel. Vehicles delivered with less than 1/4 tank fuel will be refused. SFM shall make a cursory visual check of the delivered vehicle's condition and options to expedite the delivery process. However, should any problems be found after delivery, SFM has four (4) weeks to inspect and reject vehicle while the vehicle is still on SFM's lot. The dealer shall retrieve the vehicle within one business day of notification for correction/repairs and redeliver said vehicle as soon as the repairs are complete. The dealer will expedite repairs to http://www.gssa.state.co.uslPriceA wd.nsflbOb I c9ac 1 b0f27fd87256794006211 b811 bfe2f62... 6/19/2006 1 Agreement 07048YYY 45M for Vehicles Page 6 of8 its maximum capability, so as not to cause undo financial hardship to the STATE OF COLORADO. This is in addition to terms found under vehicle configuration. VEHICLE DELIVERY CONDITION: The following requirements apply to vehicles at time of delivery to SFM: Vendors shall bring these items into the SFM office (all documents shall be typed): 1. The dealer's invoice with a typed VIN, the State Purchase Order #, and the dealer's stock #. 2. The manufacturer's window sticker with price and option info. Do not leave the sticker on the vehicle door glass. 3. The manufacturer's "Certificate of Origin" with a typed assignment as follows (there shall be no corrections): STATE OF COLORADO, DCS 1001 EAST 62ND AVE DENVER, CO 80216 4. The Application for Title and odometer statement. 5. Two sets of keys plus the key code (usually on a sticker or tag) needed for key duplication. 6. A weight slip shall be provided whenever a body has been modified. This includes hi-cube vans, box trucks and buses, stake beds, for example. Vendors shall leave in the vehicle: 7. The owner's manual visible on the front seat 8. The dealer stock # on the windshield 9. A forty-five(45) day permit shall be attached in the license plate area on the rear of the vehicle. 10. Vehicles shall be washed, serviced and in standard "make ready" condition; Le., prepared for immediate use including no less than one quarter (1/4) tank reading of fuel. Vehicle!:! delivered with less than 1/4 tank fuel will be refused. 11. SFM shall make a cursory visual check of the delivered vehicle's condition and options to expedite the delivery process. However, should any problems be found after delivery, SFM has four (4) weeks to inspect and reject vehicle while the vehicle is still on SFM's lot. The dealer shall retrieve the vehicle within one business day of notification for correction/repairs and redeliver said vehicle as soon as the repairs are complete. The dealer will expedite repairs to its maximum capability, so as not to cause undo financial hardship to the STATE OF COLORADO. This is in addition to terms found under vehicle configuration. 9.0 DELIVERY INSTRUCTIONS FOR MAPO AGENCIES 9.1 CHARGES ALLOWED All SFM purchases will NOT be charged for delivery. However, MAPO locations outside of the Denver Metro area (as defined below) may be charged a delivery fee. Vendors MUST indicate below either a flat fee, or a per-mile-fee for delivery. NO DELIVERY CHARGE FOR THESE COUNTIES!!!! Denver Metro: Denver, Arapahoe, Adams, Weld, Boulder, Jefferson, Douglas, EI Paso, Elbert, and Morgan Counties. NO DELIVERY CHARGE FOR THESE COUNTIES!!!! All other counties in Colorado may incur delivery charges. Vendors need to indicate below the applicable charges: '6 http://www.gssa.state.co.us/PriceA wd.nsf7bOb 1 c9ac 1 b0f27fd87256794006211 b8/1 bfe2f62... 6/19/2006 Agreement 07048YYY 45M for Vehicles Page 7 of8 Flat fee for delivery: $ Counties: Fee-Per-Mile: $ Counties: Vendors may NOT combine both above. but may indicate applicability. For instance, a Pueblo County delivery may be charged a flat fee delivery charge, but Mesa County might be charged at the fee-per-mile-rate. Vendors MUST indicate above which delivery charges will apply, and also indicate the applicable counties. The fees above are all-inclusive, and separate charges, such as chase drivers, etc. will NOT apply. DELIVERY INSTRUCTIONS FOR MAPOIPOLITICAL SUBS All MAPO agencies MUST specify on the Purchase Order OR commitment document all delivery Terms and Conditions that apply. None of the delivery instructions shall be inconvenient to the vendor, but should be along the lines of the established SFM delivery instructions, or from past orders by the MAPO agency. If the delivery instructions are issued to the Vendor, the Vendor MUST comply with them, or, contact the MAPO agency and clarify, or, change the delivery instructions atter notifying the MAPO agency. The SPO should be notified immediately of all problems regarding the deliveries of vehicles for MAPO agencies. Close Out Date. Vendor shall notify SFM of the close out date for this model as soon as that information is available. Vendor Guarantees. A. Vendor guarantees to the State that it understands and agrees to the terms and conditions of this bid and it will not default from performance by virtue of a mistake or misunderstanding; B. If delays in delivery are anticipated, vendor shall notify the ordering agency of the expected delivery date or partial delivery schedule. If the proposed delivery schedule is unacceptable, as determined by the agency, the agency may cancel the order without penalty and take action as noted elsewhere in this solicitation. Performance/Remedies. Vendor shall comply with the requirements as to brand, quality, quantity, timeframes, etc. If the vendor fails to perform the State reserves the right to take remedial action (upon written notice), including canceling the original award, in whole or in part, for cause and to make an award to the next highest scoring bidder. Cause is defined as ~ http://www.gssa.state.co.uslPriceAwd.nsfibObl c9acl b0f27fd872567940062 1 1 b811 bfe2f62... 6/19/2006 Agreement 07048YYY 45M for Vehicles Page 8 of8 failure to meet requirements of the within specifications and conditions, or correct deficiencies upon receipt of notice. Failure to maintain satisfactory performance after notice will be sufficient cause for immediate cancellatiol'1 of the award. Award Modification. The State may, at any time, by written modification, make changes within the general scope of this award if the vendor agrees. Vendor Offset: Pursuant to C.R.S. 24-30-202.4 (as amended), the state controller may withhold debts owed to state agencies under the vendor offset intercept system for: (a) unpaid child support debt or child support arrearages; (b) unpaid balance of tax, accrued interest, or other charges specified in Article 22, Title 39, C.R.S.; (c) unpaid loans due to the student loan division of the department of higher education; (d) owed amounts required to be paid to the unemployment compensation fund; and (e) other unpaid debts owing to the state or any agency thereof, the amount of which is found to be owing as a result of final agency determination or reduced to judgment as certified by the controller. Assignment Prohibited. Neither the vendor, nor the State, may assign the resulting price agreement without the written approval of the other party. Pricing. Prices bid shall be in the units indicated and shall remain firm for the term of the price agreement.v olume Report: The Volume Report for 2004 Vehicle Sales (Exhibit B) shall be submitted to: State Purchasing Office Attn: Michael Wallace 225 E. 16th Avenue, Suite 802 Denver, CO 80203 Reports will be submitted on 4/30/04 and 7/31/04 for cumulative sales to date for 2004 vehicles under this bid. Failure to turn in these reports WILL result in withholding of payment until reports are completed and received. Agreement Prices: See above. http://www.gssa.state.co.uslPriceA wd.nsflbOb 1 c9ac 1 b0f27fd87256794006211 b8/1 bfe2f62... 6119/2006 \ ~