HomeMy WebLinkAbout23-09 RESOLUTIONRESOLUTION NO. 23-09
A RESOLUTION AWARDING BID #09-11 AND ACCEPTING
A PROPOSAL FROM SOUTHERN TIRE MART, LLC TO
SUPPLY RECAP TIRES PER SPECIFICATIONS OUTLINED
IN THE BID FOR A PERIOD OF ONE YEAR WITH FOUR
AUTOMATIC ONE-YEAR RENEWALS.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby awards Bid
#09-11 and accepts a proposal from Southem Tire Mart, LLC to supply recap tires per
specifications outlined in the bid for a period of one year with four automatic one-year renewals,
PASSED and APPROVED this 3`d day of February, 2009.
ATTEST:
By.
SONDRA E. SMITH, City Clerk/Treasurer
`n, unn,,,
��G��RK/TR�Sr'',
F<
Dennis Pratt
Submitted By
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
2/3/2009
City Council Meeting Date
Agenda Items Only
Fleet Operations
Division
Action Required:
/SES
*3189
8`I
23 ,-6InortfAict
sfrike
Operations
Department
A resolution awarding Bid 09-11 to, and accepting a proposal from, Southem Tire Mart, LLC for recap tires per
specifications outlined in the bid, for one year with automatic yearly extensions for up to four years.
92, 805.00
Cost of this request
9700.1910.5214.01
Account Number
Project Number
Budgeted Item
X
•
$
162,000.00
Category / Project Budget
$
Funds Used to Date
162,000.00
Remaining Balance
Budget Adjustment Attached
Fleet Operations
Program Category / Project Name
Tires
Program / Project Category Name
Shop Fund
Fund Name
Department Director
r _DD 1,1/4A^9.
City Attomey
•-P_ ot 410 •J -
Finance and Internal Service Director
/- 1G -o?
Date
(114 (Ott
Date
1- 20 -col
Date
ayor
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Comments:
Revised April 16, 2007
41.
•
4
ammo
•
eel FLEET OPERATIONS
FaVtteviie 1525 S. Happy Hollow Road
Fayetteville, AR 72701
11!ARKANSAS (479) 4444495 FAX (479) 444-3425
Interdepartmental Correspondence•
1(1 1.1 SI\ ,I:If:11♦
TO: MAYOR/CITY COUNCIL
FROM: DENNIS PRATT, FLEET OPERATIONS SUPT.
DATE: January 16, 2009
SUBJECT: Proposal to supply recap tires
RECOMMENDATION: That City Council award Bid 09-11 to, and accept the proposal from,
Southern Tire Mart to supply recap tires.
BACKGROUND: Bid 09-11 was opened on January 7, 2009 to supply recap tires. Six bids
were received A bid tab sheet is attached.
Fleet Operations regularly uses three sizes of recap tires on the rear axles of sanitation trucks
and dump trucks. The bid was for estimated quantities on these three sizes of tires. The two
low bids were compared Southern Tire Mart bid on 26/32" recaps, Wingfoot Commercial Tire
bid on 24/32" recaps. Although Wingfoot has a lower price per tire, when the price per 32" is
compared, Southern Tire Mart is actually lower in price because their tire is a thicker tire.
The bid allows for one year with automatic yearly extensions for up to four years. The bid also
allows for a secondary vendor to be used in the event the primary vendor does not comply with
specifications.
I recommend acceptance of the bid from Southern Tire Mart
Funds are available for this purchase in Fleet Tire Budget 9700.1910.5214.01.
RESOLUTION NO.
A RESOLUTION AWARDING BID #09-11 AND ACCEPTING A
PROPOSAL FROM SOUTHERN TIRE MART, LLC TO SUPPLY
RECAP TIRES PER SPECIFICATIONS OUTLINED IN THE BID
FOR A PERIOD OF ONE YEAR WITH FOUR AUTOMATIC ONE-
YEAR RENEWALS.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby awards Bid #09-11 and accepts a proposal from Southern Tire Mart, LLC
to supply recap tires per specifications outlined in the bid for a period of one
year with four automatic one-year renewals.
PASSED and APPROVED this 3rd day of February, 2009.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
Bid 09-11, Tires
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'NOTICE: Bid
•
INVITATION TO BID
City of Fayetteville, Arkansas
Purchasing Division — Room 306
113 W. Mountain
Fayetteville, AR 72701
Phone: (479) 575-8220
INVITATION TO BID: BID 09-11, Tires
DEADLINE: Wednesday, January 07, 2009 at 2:00 PM, CST — Room 306
PRE-BID MEETING• Thursday, December 18 2008 at 10 00 AM CST — Room 326
DELIVERY LOCATION: Room 306 —113 W Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Andrea Foren, CPPB, aforen(a cl.fayetteville.ar us, 479.575.8220
DATE OF ISSUE AND ADVERTISEMENT: Wednesday, December 10, 2008
INVITATION TO BID
BID 09-11, Tires
No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled 'Bid 09-111 Tires"
with the name and address of the bidder.
All blds shall be submitted in accordance with the attached City of Fayetteville specifications and bid
documents attached hereto. Each bidder is required to fill in every blank and shall supply all
information requested; failure to do so may be used as basis of rejection.
Dellverles-One week after order
The undersigned hereby offers to fumish & deliver the articles or services as specified, at the prices & terms stated
herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of
this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City
Purchasing Manager.
Name of Firm: Southern Tire Mart
Contact Person: Bobby Harms Title: Director of Govemment Sales
E -Mail: bharms(a]stmtires.com Phone: ;Bnt 7864681
Business Address: 5051 Sham Street
City: Dallas ) State: Texas Zip: 75249
Signature: Pa -0-U- 24Cei .Vvna—_ Date: 01/06/09
City of Fayetteville, AR
BM 09-11, Tires
Page 1 of 8
•
•
City of Fayetteville
Bid 09-11, Tires
REVISED Bid Form — ADDENDUM 2
REVISED BID FORM -. ADDENDUM 2
THIS INVITATION TO BID IS BASED ON THE NEED FOR RECAPS AND CASINGS, AS LISTED
IN SPECIFICATIONS ATTACHED. HOWEVER, THE CITY RESERVES THE RIGHT TO ACCEPT.
OR REJECT ANY OR ALL BIDS, WAIVE FORMALITIES IN THE BIDDING, AND MAKE A BID
AWARD DEEMED TO BE IN THE BEST INTEREST OF THE CITY.
DATE REQUIRED AS A COMPLETE UNIT: 30 Days from Date of Order
F.O.B. Fleet Operations Division, Fayetteville, AR 72701
ITEM: DESCRIPTION:
1. RECAP TIRES SIZES:
Bandag
e12/1
2. CASINGS:
11R 122.5
11R/24.5
255170R 22.5
11R / 22.5
11R/24.5
255170R 22.5
QUANTITY: *PRICE EACH:
3. SERVICES:
Recap Mount/Dismount
Repairs: Nall Holes Patch & Plug Repair
Section/Repairs
Delivery/Pickup of Tires to Shop (once/wk)
Service Calls to the City for a Tire Service
tDayllme)
Prices are valid for12 consecutive months.,
500
100
80
$127.00
$132.00
$115.00
RECAPS SUBTOTAL
*TOTAL PRICE
$63,500.00
$13,200.00
$9,200.00
$ 85,900.00
50 $72.50 $3,625.00
20 $72.50 $1,450.00
10 $38.00 $380.00
CASINGS SUBTOTAL $ $5 455.00
•
300
50
NO CHARGE
Free
$15.00
52 NO CHARGE
20 $35.00
SERVICES SUBTOTAL $ 1,450.00
$0.00
0.00
$750.00
$0.00
$700.00
GRAND TOTAL (ITEMS 1, 2, & 3) $ 92,805.00
THIS FORM CONTINUES ON THE NEXT PAGE.. .
City of Fayetteville, Arkansas
Bid 09-11, Addendum 2
Page 2 of 3
•
EXECUTION OF BID -
Bidders are requested to Indicate by check mark or "Yes/No" on each line of the Technical Specifications the
compliance of the Item bid. Actual specification of any deficient item must be noted on the bid sheet or separate
attachment. If specifications of item bid differ from provided literature, deviation must be documented and
certified by the manufacturer as a regular production option.
Upon signing this Bid, the bidder certifies that:
1. He/she has read and agrees to the requirements set forth In this proposal, including specifications, terms,
standard conditions, and any pertinent Information regarding the articles being bid on.
2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements
as specified by The City of Fayetteville.
3. The Bidder can and will comply with all specifications and requirements for delivery, documentation and
support as specified herein.
4. The City of Fayetteville reserves the right to award the bid In its whole or all refection.
Unsigned blds will be refected. Items marked * are mandatory for consideration.
*NAME OF FIRM: Southern Tire Mart, LLC
Purchase Order/Payments shall be issued to this name
*BUSINESS ADDRESS: 5051 Sharp Street
*CITY: Dallas *STATE: Texas *ZIP: 75247
*PHONE: (877) 786-4681 FAX: (214) 389-7111
*E-MAIL: bharms@stmtires.com
*BY: (PRINTED NAME) Bobby Harms
*AUTHORIZED SIGNATURE: Tho-B�� ✓
*TITLE: Director of Govemment Sales
PLEASE NOTE: ALL ITEMS MARKED * ARE CONSIDERED MANDATORY
REQUIREMENTS FOR CONSIDERATION OF BID. FAILURE TO COMPLETE
THESE ITEMS MAY RESULT IN REJECTION OF BID.
Tires will be delivered from:
333'E. Nervi De Tont(
Springdale, AR 72762
(479) 306-4130 Office (479) 306-4144 Fax
City of Fayetteville, Arkansas
Bid 09-11, Addendum 2
Page 3of3
•
City of Fayetteville
Bid 09-11, Tires
Specifications: Recap Tires and Casings
1. GENERAL -
1.1 All Recap(s) bid MUST meet or exceed the minimum requirements or they will be
deemed incomplete and will not be considered for bid award.
•
1.2 All specifications written are to minimums, unless otherwise noted.
MANUFACTURER/MODEL -
21 All rubber will be Manufacturer's Premium line
2.2 Price shall be valid for the next 180 days.
TECHNICAL SPECIFICATIONS -
3.1 Recaps
a. x The only recap process allowed will be Goodyear, Bandag, Michelin, or
Bridgestone / Firestone.
b. X Only the Premium manufactured line will be allowed .The rubber design will be
BRM -26/32 ".
3.2 Casings
a. x Only virgin Load Range G casings allowed
b. x No Bus casings
c. X No casings over 4 years old
d. x Only Goodyear, Michelin, Firestone / Bridgestone casings allowed
e. x All City of Fayetteville casings not approved for retread will be approved by the
City of Fayetteville before discarding.
3.3 Repairs
a. x All repairs will be according to TRMG
b. x A maximum 5% quality repair failure rate will be allowed.
c. x Vendor must keep enough recaps / casings in stock to adequately supply the
City of Fayetteville tire needs.
3.4 Service:
a. x Service for recaps as needed, minimum pickup/delivery (1) once per week
b. x Service calls for mounts and dismounts as needed
c. x All prices to include fuel surcharges if applicable. No added cost for delivery,
pickup, or fuel surcharge will be allowed.
d. x All recaps will be marked with Fleet's Inventory number and put in stock.
City of Fayetteville, AR
Bid 09-11, Tres
Page6of8
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4. DELIVERY/DOCUMENTATION-
4.1 All tires are to be delivered F.O.B. to the City's Fleet Operationsfacility, located at 1525
S. Happy Hollow Road, Fayetteville, Arkansas 72701, for compliance review and final
acceptance.
5. PRICE INCREASES:
5.1 Quoted prices shall be firm unless price schedules are changed by vendor's
manufacturer/supplier. In the event of a general price schedule decrease during the
contract period, the City shall be guaranteed full benefit of the price reduction for all
undelivered orders on the effective date of the decrease and thereafter. Vendor
guarantees against increases in quoted price for the first thirty (30) days of the contract
period. Thereafter in the event vendor's manufacturer/supplier increases his general price
schedule, he may submit a price adjustment request to the Purchasing Office (Andrea
Foren — aforen@ci.favetteville.ar.us). The price adjustment request will be accepted so
long as the requested increase in prices does not exceed the direct price increases
published in the manufacturer's revised general price schedule (for example if
manufacturer's price increases $.10/unit, he may request an adjustment not to exceed
$.10/unit in the contract award price) The contractor shall submit a letter from the
manufacturer certifying the increased cost with each price adjustment request. All
adjusted prices must be competitive with the prevailing market price.
5.2 A secondary vendor will be awarded a contract in case of quality and or delivery issues
by primary vendor.
5.3 Estimates are based on data from the past year and can vary up or down.
NOTICE: The City of Fayetteville, AR will hold a non -mandatory pre-bid meeting on
Thursday. December 18. 2008 at 10 00 AM, local time in room 326 at Fayetteville City
Hall, 113 W Mountain, Fayetteville, AR 72701. Attendance of the pre-bid is strongly
encouraged by all interested parties.
City of Fayetteville, AR
Bb 09-11, Tues
Page 7 of 8
Bandag Tire Finder
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Page 1 of 1
http://www.bandag.comiTireProductsaireFinder.aspx
1/7/2009
Ban fag's.Retread Process
http://www.bandag.com'TireProducts/BandagWarranty.aspx
BANDAR WARRANTY
Every tire retreaded and/or repaired by the Bandag pis at a franchised Banded dealer
coma with a 4 -year warranty forworkmanship or materials failures, and a 2 -year
warranty for rasing defects. If those types of failures should occur, a credit will be Issued
toward the price of a comparable Bmdap retread. Ionian vmn- Inral Bandag deal.* fir
tlGtdgS.
1 of 1 1/6/2009 2:58 PM
Bid 09-11, Addendum 1
Date: Friday, December 26, 2008
To All Prospective Vendors
From: Andrea Foren, CPPB — 479.575.8220 — aforenect.favetteviile.ar.us
RE: Bid 09-11, Tires
This addendum is hereby made a part of the contract documents to the same extent as though it were
originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the Fomi of
Proposal. Failure to do so may subject bidder to disqualification. Addendum shall be attached to the inside
cover of the bidding documents, signed, and dated.
• Bid 09-11, has the following modifications and clarifications:
1) Please see the updated bid form on page 2 & 3. This bid form must be submitted with your bld.
Do not use the bid form Included with the original bid packet.
2) Page 6, Item 1— General: Add the following
• 1.3 This contract is for a mount and dismount program.
• 1.4 Please provide a sample of the tire(s) proposed in your bid.
3) Page 6, Item 3.1— Technical Specifications: Change to Read
• b. Only the Premium manufactured line will be allowed. The rubber design will be BRM -
24/32°. 26/32° will also be accepted if a vendors premium line does not have 24/32°.
4) Page 7, Item 5.1— Price Increases: Change to Read
• Item 5.1: The sentence 'Vendor guarantees against increases in quoted price for the first
thirty (30) days of the contract period? change to read "Vendor guarantees against
Increases in quoted price for the first 180 days from award day of contract?
5) Page 7: Add the following
• Item 6 — Contract Length
o Item 6.1: Contract shall be considered valid for one (1) year with four (4) yearly
renewable options. This contract may be terminated by either party by a thirty (30)
day written notice without penalty.
SEE REVISED BID FORM ON PAGE 2 AND 3
THIS MUST BE USED TO TURN IN YOUR BID!!
City of Fayettevme. Arkansas
Bid 09-11, Addendum 1
Page 1 of 3
tarlt-
•
Bid 09-11, Addendum 2
Date: Monday, December 29, 2008
To: All Prospective Vendors
From: Andrea Foren, CPPB — 479.575.8220 — aforen0c.i.favetteville.ar.us
RE: Bid 09-11, Tires
This addendum Is hereby made a part of the contract documents to the same extent as though it were
originally Included therein. Bidders should Indicate their receipt of same in the appropriate blank of the Form of
Proposal. Failure to do so may subject bidder to disqualification. Addendum shall be attached to the inside
cover of the bidding documents, signed, and dated.
• Bid 09-11, has the following modifications and clarifications:
1) Please see the updated bid form on page 2 & 3. This bld form must be submitted with your bid.
Do not use the bid form Included with the original bld packet.
2) Service calls shall be good for any call dispatched within the city limits of Fayetteville, Aft
3) This bid will be awarded all or none.
SEE REVISED BID FORM ON PAGE 2 AND 3
THIS MUST BE USED TO TURN IN YOUR BID!!
City of Fayetteville, Arkansas
Brd 09-11, Addendum 2
Page 1 of 3
•
•
•
City of Fayetteville
Bid 09-11, Tires
General Terms and Conditions
All bids shall be submitted in a sealed envelope and must be submitted on forms acquired by
the vendor from the City of Fayetteville Purchasing website (www.accessfayetteville.org).
2. The item bid and the bid number shall be stated on the face of the sealed bid envelope.
3. Bids received after the date and time set for receiving bids will not be considered.
4. The City reserves the right to accept or reject any or all bids, waive formalities in the bidding
and make a bid award deemed to be in the best interest of the City The City shall be able to
purchase more or less than the quantity indicated subject to availability of funds.
5. The bid price shall remain good and firm until project is completed.
6. All products delivered shall comply with applicable standards of quality.
7. Any exceptions to the specification requirements of the City of Fayetteville must be noted on
the Bid Form.
8. Prices shall include all labor, materials, overhead, profit, insurance, etc., to cover the furnishing
of the items bid. Sales tax is not to be included in the bid price. Applicable Arkansas sales tax
laws will apply to this bid, but will not be considered in award of the bid.
9. Each bidder shall state on the face of the bid form the anticipated, number of days from the
date of receipt of an order for delivery of equipment and installation to the City of Fayetteville.
Failure to deliver on or before the time specified in the contract may subject the contractor to
payment of damages or other appropriate sanctions.
10. Copy of the warranty shall accompany the bid, and any exceptions to the warranty shall be
clearly noted on the bid form. Written warranties shall specify the greater of the manufacturer's
standard warranty or the minimum warranty specified herein by the City.
11. Bidders must provide the City with their bids signed by an employee having legal authority to
submit bids on behalf of the bidder. The entire cost of preparing and providing responses shall
be bome by the bidder.
12 The City reserves the right to request any additional information it deems necessary from any
or all bidders after the submission deadline.
13. The request for bid Is not to be construed as an offer, a contract, or a commitment of any kind;
nor does it commit the city to pay for any costs incurred by bidder in preparation of bid.
14. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office
at (501) 575-8289 to Insure receipt of their bid documents prior to opening time and date fisted
on the bid form.
City of Fayetteville, AR
Bid 0911, Tues
Page4of8
x;
•
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15. If products and/or components other than those described in this bid document are proposed,
the bidder must include complete descriptive literature and technical specifications. All
requests for additional information must be received within five working days following the
request. Each apparent low bid will be reviewed line by line to ensure compliance with
specifications prior to recommendation for award
16. Bids must be hand delivered or received by mail in the Purchasing Office, Room 306, 113 W.
Mountain St. Fayetteville, AR 72701, on or before the time of dosing listed on the face of the
bid.
17. Items bid must be delivered FOB Fleet Operations Division, 1525 S. Happy Hollow Road,
Fayetteville, AR 72701. Units must be fully assembled, serviced, and ready for operation as
delivered unless otherwise specified. No dealer/distributor logo or other identification will be
installed other than standard manufacturer name badges and specification plates.
City of Fayetteville, AR
Bid 09-11, Tires
Page5of8
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City of Fayetteville
Bid 09-11, Tires
Statement of No -Bid (If applicable)
We, the undersigned, have declined to bid for the following reason(s):
1. We do not offer this service/product
2. Our schedule would not permit us to perform
3. Unable to meet specifications
4. Insufficient time to respond to the Invitation to Bid
5. We are unable to meet bond requirements
6. Other (Explain)
*NAME OF FIRM:
*BUSINESS ADDRESS:
*CITY *STATE: *ZIP.
FAX:
*PHONE:
*E-MAIL ADDRESS:
*BY :( PRINTED NAME)
*AUTHORIZED SIGNATURE:
*TITLE: *DATE:
*PLEASE LIST OTHER COMMENTS BELOW:
*Please note: We appreciate your feedback on this form and are very interested in your reason for not
submitting a bid. Please do not hesitate to contact Andrea Foren at 479-575-8220 if you have
questions, comments, or concems regarding these proposal documents
City of Fayetteville, AR
Bid 0911, Tires
Page8of8
t<
Clarice Pearman - Res. 23-09
From:
To:
Date:
Subject:
CC:
Attachments:
Clarice Pearman
Pratt, Dennis
2.9.09 1:25 PM
Res, 23-09
Audit; Foren, Andrea
Audit; Foren, Andrea
Page 1 of 1
Dennis:
Attached is the above resolution passed by City Council regarding South Tire Mart, LLC. Please let me know if there is
anything else needed for this item. Have a good day.
Clarice
file://C:\Documents%20and%20Settings\cpearman.000\Local%20 Settings\Temp\XPgrpwise\49902EB6FA... 2.9.09