HomeMy WebLinkAboutSpecial Conditions9
SECTION B - SPECIAL CONDITIONS
Bid Title: VEHICLES, MEDIUM & HEAVY DUTY
Bid Number: 056-0265-B (JL)
1. INTENT: In accordance with attached specifications, it is the intent of Pinellas County to establish a contract for the
purchase of Medium and Heavy Duty Vehicles.
2. QUANTITIES: Quantities stated are an estimate only and no guarantee is given or implied as to quantities that will
be used during the contract period. Estimated quantities are based upon previous use and/or anticipated needs.
3. PRICING/PERIOD OF CONTRACT: Unit prices bid of listed items shall be held firm for the duration of the contract.
Duration of the contract shall be from award of contract through delivery and acceptance of vehicles.
4. REQUEST FOR APPROVED EQUALS
a. In all cases materials must be furnished as specified. Where brand names or specific items or processes are
used in the specifications, consider the term "approved equal" to follow. However, a request for approval for
any proposed substitution or "approved Equal" must be submitted in writing to Pinellas County
prior to submission of a bid proposal and acceptance of the substitute will be at Pinellas County's
discretion. The bidder may be required to supply Pinellas County with performance data, samples and
guarantees as a condition of acceptance of any proposed alternatives. Requests for approved equals may be faxed
to 727/464-5531.
b. All bidders must conform to the final approved specifications. The product furnished must be of first
quality. The design of the body and equipment which the manufacturer proposes to furnish must be such as to
produce a vehicle manufacturer or purchased under sub contract from an outside supplier.
c. All vehicles shall be delivered ready for operation on the street and the contractor shall assume all responsibility
and liability incident to said delivery.
d. Vehicle manufacturer shall assume responsibility for materials and accessories used in the vehicle whether the
same are made by the vehicle manufacturer or purchased under sub contract from an outside supplier.
e. The prices submitted shall include all items of labor, materials, tools, equipment and other costs necessary to fully
complete the manufacture and delivery of the vehicles pursuant to these specifications. Any items omitted from the
specifications which are clearly necessary for the completion and operation of such equipment shall be considered a
portion of such equipment, although not directly specified or called for in these specifications.
5. SUBMISSION OF REQUESTS FOR CHANGES
All requests for approved equals, contract modifications and clarifications must be submitted in writing no later than
Friday. January 27. 2006 Cad 3:00 p.m. to Joe Lauro, Director of Purchasing, at the address contained on Page One
of the bid document. Pinellas County will respond to all requests in writing at least five (5) days prior to bid opening.
Requests for approved equals may be faxed to 727/464-5531
6. Vehicles bid must be new, unused models meeting or exceeding specifications.
Alternate bids are not solicited nor will they be considered.
Bidders are cautioned that when stating delivery time, they are required to be as realistic as possible as failure to
deliver as stated may result in their removal from the County's bid list
PINELLAS COUNTY PURCHASING ITB - GOODS REVISED: 10/2006
10
7. DELIVERY:
Vehicles shall be delivered as per days specified in bid submitted after receipt of order. All equipment shall be
delivered to Fleet Management for compliance to specifications. The successful bidder shall be responsible for
delivery of vehicles that are properly serviced, clean and in first class condition. Pre -delivery service shall include
the following:
a. Complete lubrication
b. Filling crank case with oil
c. Adjustment of engine to proper operating condition
d. Inflate tires to proper pressure
e. Careful check to assure perfect operation of all mechanical features
f. Front end alignment and wheels balanced
g. Cleaning of vehicle, if necessary, and removal of all unnecessary tags, stickers, papers, etc.
8. ACCEPTANCE/PAYMENT:
Delivery of a vehicle does not constitute acceptance for the purpose of payment. Final acceptance and
authorization of payment shall be given only after a thorough inspection indicates that the vehicle meets
specifications and conditions listed below. Should the delivered vehicle(s) differ in any respect from specifications,
payment will be withheld until such time as the supplier takes necessary corrective action. If the proposed corrective
action is not acceptable, the Purchasing Department may authorize the recipient to refuse final acceptance of the
vehicle(s), in which case the vehicle(s) shall remain the property of the supplier and the County shall not be liable for
payment for any portion thereof.
Units shall be delivered with each of the following documents completed:
a. Statement of Origin
b. Owner's Manual
c. Warranty Certificates (including rustproofing warranty when applicable)
d. Copy of Pre -Delivery Service Report
e. Window Price Sticker (Affixed) If Applicable
f. Sales Tax Exemption Form, DR-41.A
g. Temporary Tag
h. Original Invoice & One Copy; Must Be Legible
Application for Certificate of Title and/or Vehicle Registration HSMV-82040
j. Motor Vehicle Dealer Title Reassignment Supplement DSMV 82994.
Prompt processing of dealer invoices is assured where vehicles furnished under this bid meet specifications, and are
complete with all specified equipment and accessories upon delivery. Approval for payment of invoices cannot be
given until all the requirements of the specification are met. Payments will be made in accordance with Fla. Stat.
'218.701 at. seq.,, the Florida Prompt Payment Act.
9. INADEQUATE SERVICE:
When vehicles require service and adjustments of defects not covered by warranty, then the contractor shall either
remedy the defect or be responsible for reimbursing the manufacturer's local authorized dealer selected to remedy
the defect. Such adjustments shall be initiated within 48 hours after notification by an agency. Delivery will not be
considered complete until all adjustments are satisfied and the units re -delivered. The provisions of the delivery
paragraph shall remain in effect until the re -delivery is accomplished. The odometer shall not exceed 225 at the
time of re -delivery.
10. FACTORY WARRANTY:
Failure by any manufacturer's authorized dealer to render proper warranty service/adjustments, including providing a
copy of the warranty work order to the County, may subject that dealer to suspension from the County approved
vender listing until satisfactory evidence of correction is presented to the Director of Purchasing. Payment will be
withheld pending warranty repairs and adjustments.
PINELLAS COUNTY PURCHASING ITB - GOODS REVISED: 1012006
11
The successful bidder will be responsible to rectify all warranty claims. This will include, but not be limited to, all
attachments ie., utility body, crane, slope mower, etc., or modifications ie., front end conversion, air conditioning, etc.
that are included in the specifications.
11. VEHICLE TITLE:
Successful bidders shall submit to Fleet Management payment in the amount required to obtain title to vehicles they
were awarded.
Payment shall be a check made payable to: Pinellas County Tax Collector.
The application for "Certificate of Title" and/or "Vehicle Registration," "Sales Tax Exemption Form" and "MSO" and
Motor Vehicle Dealer Title Reassignment Supplement shall be filled out in the name of:
Board of County Commissioners
Pinellas County Fleet Management
9685 Ulmerton Road
Largo, Florida 33771-3699
All of the above completed forms, along with the check, shall be delivered with the vehicles.
12. PRODUCTION DATE/ACKNOWLEDGMENT:
Upon award, factory production date shall be furnished by the successful bidder. In any case, written
acknowledgment of all Purchase Orders received shall be submitted to the Purchasing Department immediately
(same day) upon receipt of said Purchase Orders.
This acknowledgment, one for each purchase order, will confirm the delivery date shown on each purchase order.
Any change in the delivery date will be indicated on the acknowledgment along with a brief statement explaining the
change,
The acknowledgments shall also include the name and phone number of the person in your firm responsible for
tracking the status of the vehicles we have on order with your firm.
The Fleet Management Division will be notified whenever a vendor sends a vehicle that will be supplied to the
County under this bid to another party for any type of work, modification or attachment of accessories (i.e. as when a
truck dealer sends a cab and chassis to a truck body contractor for mounting of a service body). This notification will
be provided within one (1) working day after the vehicle leaves the vendor's premises and will include the complete
name, address, and telephone number of the party; the date the vehicle was delivered to the party and any shop or
work order number that is necessary for that party to track and report on the progress of the work to be done.
13. QUANTITIES:
It is the intention of the County to order the quantities indicated; however, the right is reserved to increase or
decrease the quantities, if necessary.
14. LATE DELIVERY:
Failure by the vendor to deliver any vehicles awarded under this contract may result in the following:
A. The possible requirement of the vendor to furnish at no cost to the County, a functional vehicle of the same
class and capability as the one ordered until delivery is made and accepted of the late item(s). This
requirement will be waived if the vendor is able to document action in good faith.
B. The removal of the vendor from the County's bid list, thereby precluding their opportunity to bid on any
further County requirements.
PINELLAS COUNTY PURCHASING ITB-GOODS REVISED: 1012006