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Home My WebLink About88-19 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 88-19 File Number: 2019-0119 BID #19-19 O'REILLY AUTO PARTS: A RESOLUTION TO AWARD BID #19-19 AND AUTHORIZE THE PURCHASE OF OIL, AIR, AND FUEL FILTERS FROM O'REILLY AUTO PARTS FOR VARYING UNIT PRICES AS NEEDED FOR A TERM OF ONE (1) YEAR WITH AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE-YEAR TERMS 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 #19-19 and authorizes the purchase of oil, air. and fuel filters from O'Reilly Auto Parts for varying unit prices, as needed by the Fleet Operations for a term of one year with automatic renewals for up to four additional one-year terms. PASSED and APPROVED on 4/16/2019 Attest: Sondra E. Smith, City Clerk Tre _A1 ■ :FAYETTEVILLE;� y Page 1 Printed on 4117119 City of Fayetteville, Arkansas 113 West Mountain Street _ Fayetteville, AR 72701 (479) 575-8323 - Text File File Number: 2019-0119 Agenda Date: 4/16/2019 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 2 BID #19-19 O'REILLY AUTO PARTS: A RESOLUTION TO AWARD BID #19-19 AND AUTHORIZE THE PURCHASE OF OIL, AIR, AND FUEL FILTERS FROM O'REILLY AUTO PARTS FOR VARYING UNIT PRICES AS NEEDED FOR A TERM OF ONE (1) YEAR WITH AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL ONE-YEAR TERMS 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 #19-19 and authorizes the purchase of oil, air. and fuel filters from O'Reilly Auto Parts for varying unit prices, as needed by the Fleet Operations for a term of one year with automatic renewals for up to four additional one-year terms. City of Fayetteville, Arkansas Page 1 Printed on 411712019 City of Fayetteville Staff Review Form 2019-0119 Legistar File ID 4/16/2019 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Jesse Beeks/Sara Glenn 3/22/2019 FLEET OPERATIONS (770) Submitted By Submitted Date Division/ Department Action Recommendation: A resolution to award Bid 19-19 and authorize the purchase of oil, air and fuel filters from O'Reilly Auto Parts for varying unit prices as needed for a term of one (1) year with four one-year automatic renewals. Budget Impact: 9700.770.1910-5214.00 Account Number Project Number Budgeted Item? Yes Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment Shop Fund Fund Project Title Cj Remaining Budget I $ V20180321 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Original Contract Number: Approval Date: Comments: The "item cost" and "current budget" boxes have been left blank because these items will vary depending upon the Fleet Division's fluctuating needs based on vehicle needs. CITY OF t.. FAYETTEVI LLE ARKANSAS MEETING OF APRIL 16, 2019 TO: Mayor and City Council THRU: Terry Gulley, Director of Transportation FROM: Jesse Beeks, Fleet Operations Superintendent DATE: March 22, 2019 SUBJECT: Approval of Fleet Filters Contract CITY COUNCIL MEMO RECOMMENDATION: That City Council to award Bid 19-19 and authorize the purchase of Fleet Filters from O'Reilly Auto Parts for varying unit prices as needed for a term of one (1) year with four one-year automatic renewals. BACKGROUND: Fleet Filters included in this bid are Oil, Air and Fuel Filters for vehicles and equipment. The quantities used in Bid 19-19 were based on historical averages. DISCUSSION: Bid 19-19 was opened February 6, 2019. O'Reilly Auto Parts was the lowest bidder that met specifications, a bid tab sheet is attached. BUDGET/STAFF IMPACT: Fleet recommends that Council award Bid 19-19 and authorize the purchase of Fleet Filters from O'Reilly Auto Parts for varying unit prices as needed for a term of one (1) year with four one-year automatic renewals. Fleet Filters have been budgeted in operating budgets. Attachments: Contract Bid 19-19 Documents O'Reilly Auto Parts Submitted Bid Bid Tab 19-19 Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 City of Fayetteville, AR CITY O F Contract for: Fleet Filters F AY E T T E V i L L E vendor: O'Reilly Automotive stores, Inc, ARKANSAS Term: One 1 year with four one-year automatic renewals {iY v This contract executed this I day of AlDr i , 2019, between the City of Fayetteville, Arkansas, hereby referred to as City and O'Reilly Automotive stores, Inc. hereby referred to as O'Reilly Auto Parts In consideration of the mutual covenants contained herein, the parties agree as follows: 1. O'Reilly Auto Parts at its own cost and expense shall furnish all labor, materials, supplies, machinery, equipment, toads, supervision, insurance, tax permits, and all other items and services necessary to complete items bid per Bid 19-19, Fleet Filters as stated in O'Reilly Auto Parts bid response, and in accordance with specifications attached hereto and made a part hereof under Bid 19-19 all included herein as if spelled out word for word. a. The City of Fayetteville shall pay O'Reilly Auto Parts for items purchased based on pricing provided by O'Reilly Auto Parts bid submittal. b. Prices shall remain firm for one year of date approved by City Council. Price increases shall be provided and approved prior to contract renewal for the following year, Price increases from the vendor may be approved by the City within the contract year so long as the increase to the City is not more than the from vendors supplier. All contract year Increases shall be accompanied by documents justifying the Increase. c. Payments will be made after approval and acceptance of submission of invoice Payments will be made approximately 30 days after approval of invoice, The City of Fayetteville does not agree to any interest or penalty for "untimely" payments. Payments may be expedited through O'Reilly Auto Parts accepting Visa at no additional cost to the City. 2. The Contract documents which comprise the contract between the City of Fayetteville and 92fJl�l Au�ta Parts consist of this Contract and the following documents attached hereto and made a part hereof. If any conflicts arise between the Contract documents listed below, the conflict will be resolved according the prevailing order as they appear: a. This contract b. Appendix A: Bid package identified as Bid 19-19, Fleet Filters with the specifications and conditions typed thereon inclusive of all bidding documents and issued addenda. Appendix l3: O'Reilly Auto Parts bid proposal, however, the City does not agree to exceptions presented in the bid proposal document submitted by G'Reilly Auto Parts, d, Appendix C: Bid 19-19, Bid Tabulation City of Fayetteville, AR Bid 19.19, Fleet Filters vendor: O'Reilly Automotive Stores, Inc. Page 1, of 3 3. These Contract documents constitute the entire agreement between the City of Fayetteville and O'Reilly _ Reilly Auto Parts and may be modified only by a duly executed written instrument signed by the Cita! of Fayetteville and O'ReillyAuto Parts. 4. Neither party shall assign its duties under the terms of this agreement, 5. O'Reilly Auto Parts agrees to hold the City of Fayetteville harmless and indemnify the City of Fayetteville, against any and all claims for propertydamage, personal injuryor death, to the extent arising from a'Reilly Auto Parts negligent and willful misconduct in connection with the performance of this contract. This clause shall not in any form or manner be construed to waive that tort immunity set forth under Arkansas Law. 5. O'Reilly Auto Parts shall furnish a certificate of insurance addressed to the City of Fayetteville, showing coverage for the following insurance which shall be maintained throughout the term of the Contract. Coverage may be met through insurance policies or self-insurance coverage, Any work sublet, the contractor shall require the subcontractor similarly to provide worker's compensation insurance. Incase any employee engaged in work on the project under this contract is not protected under Worker's Compensation Insurance, O'ReiilYAuto Parts shall provide and shall cause each Subcontractor to provide adequate employer's liability Insurance for the protection of such of his employees as are not otherwise protected. The premiums for all insurance and the bond required herein shall be paid by O'Reilly Auto Parts. a. Workmen's Compensation: Statutory Amount b. Comprehensive General & Automobile Insurance: $500,000 for each person injured, c, Bodily Injury Liability: $1,0013,000 for each accident. d. Property Damage Liability: $1,000,000 aggregate. 7. O'Reilly Ausa Parts shall furnish proof of licensure as required by all local and state agencies. Freedom of Information Act: Cityof Fayetteville contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C,A. 25-19-1011 et. Seq.), Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance. Changes in scope or -zmc,: Changes, modifications, or amendments in scope, price or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the Fayetteville City Council in advance of the change in scope, cost or fees. 10. Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with Arkansas law applying to the case. The City will not agree to be forced to mediate or arbitrate any dispute, City of Fayetteville, Aft Bid 19-19, deet Filters Vendor: O'Reilly Automotive Stores, Inc. Page 2 of 3 11, Service Reouirernents: a. O'Reilly Auto Parts must have capabilities to be set up on Auto Order system through e-rnail. b, O'Reilly Auto Parts agrees to provide "hot shot" or urgent deliveries as needed, c, City stock orders, non -stock orders, as well as special order filters shall be delivered by O'Reilly Auto Parts within twenty-four (24) hours after being ordered by the City, between the hours of 7.00 AM and 4:0.0 PM, Monday through Friday with the exception of City -observed holidays. Emergency orders shall be delivered within three (3) hours of order, The City shall determine when an emergency condition exists and shall notify O'Reilly Auto Parts of such. The City of Fayetteville shall not pay for additional freight or shipping. ['Reilly Auto Parts may charge the City actual freight charges for overnight delivery requirements only. O'Reilly. Auto Parts shall not establish minimum order criteria as a delivery condition. 12. O'Reilly Auto Parts agrees to provide the City with a primary account representative to insure pricing accuracy, dellveries, order requests, etc. The City reserves the right to require assignment of a different primary account representative in the event performance issues with delivery and/or service are identified and provided to C7'Rellly Auto Parts. 13. O'Reilly Auto Parrs agrees to indemnify the City and hold it harmless From and against all claims, liability, loss, damage or expense including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof branded as products manufactured forO'RaillyA_uto Parts, and such obligations shall survive acceptance of the goods and payment thereof by the City. WITNESS OUR HANDS THIS P �--` DA`! OF VREILLY6UTOMOTIVE 5 ORES, INC. By, Signature Chuck Rogers, VP Professional Sales Printed Name & Title ATTEST (Signature) Company Secretary (Printed Nome) If applicable Business Address: 500 South School Ave. Fayetteville, AR 72701 City or Fayetteville, AR Bid 19-19, Fleet Filters Vendor: O'Reilly Automotive Stores, Inc. Page 3 of 3 ATTEST; Sondra E, Smith, City Clerk %%111i1ti'r8 Business Address: 113 W. Mountain Fayetteville, AR 72701 EAYETTEVILLE 4 kA N +iOi 1N I Bid 19-19, Addendum 1 Date: Thursday January 31, 2019 To: All Prospective Vendors From: Les McGaugh — 479.575.8220 — Imc au h fa etteville-ar. ov RE: Bid 19-19, Fleet Filters Bid 19-19, APPENDIX A CITY OF FAYETTEVILLE ARKANSAS 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 Bid Form. BIDDERS SHOULD ACKNOWLEDGE THIS ADDENDUM ON THE DESIGNATED LOCATION ON THE BID FORM. 1. Additional Filter information provided below. City # Filter# 8204015 601-7902-1 CV50628 8204275 550188 RE195491 8204280 550160 RE198488 8204040 9168 WIX# 49168 I y a l' F �i yt_''l Lr, i I I e, A R Addendtini 1 Telecommunications Device for the Deaf TDD(479)52,1-1316 1131Nest Mountain - Fayetteville. AR 77,701 1w;" CITY OF City of Fayetteville, Arkansas Purchasing Division — Room 306 FAY E T T E V I L L E113 W. Mountain Fayetteville, AR 72701 ARKANSAS Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 INVITATION TO BID: Bid 19-19, Fleet Filters DEADLINE: Wednesday, February 06, 2019 before 2:00 PM, Local Time DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Les McGaugh, lmcgaugh@fayetteville-ar.gov DATE OF ISSUE AND ADVERTISEMENT: Thursday, January 17, 2018 INVITATION TO BID Bid 19-19, Fleet Filters No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled with the name and address of the bidder. All bids 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. The undersigned hereby offers to furnish & 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: Contact Person: E -Mail: Business Address: City: Signature: City of Fayetteville, AR Bid 19-19, Fleet Filters Page 1 of 17 State: Title: Phone: Date: Zip: City of Fayetteville Bid 19-19, Fleet Filters Advertisement City of Fayetteville, Arkansas INVITATION TO BID Bid 19-19, Fleet Filters The City is seeking bids from qualified vendors for the purchase of fleet filters for one (1) year contract with four (4) additional one (1) year renewals for a potential five (5) year contract. All sealed bids are due by Wednesday February 06, 2019 before 2:00 PM, Local Time. All bids are due before the time stated. Late bids shall not be accepted. City of Fayetteville reserves the right to deviate from the estimated purchase quantities. Bids will be opened and read aloud immediately following the stated deadline. Bid forms can be downloaded from the City's website at http://fayetteville-ar.gov/bids . All questions should be directed to Les McGaugh, (479)-575-8220, Imc au h fa etteville-ar. ov. The City reserves the right to reject any and all bids and to waive formalities deemed to be in the City's best interest. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. City of Fayetteville By: Les McGaugh, Purchasing Agent P: 479.575.8220 Imc auli fL tayetteville-ar.gov TDD (Telecommunications Device for the Deaf): (479) 521-1316 Date of advertisement: 01/17/2019 City of Fayetteville, AR Bid 19-19, Fleet Filters Page 2 of 17 City of Fayetteville Bid 19-19, Fleet Filters Bid Form DELIVERY REQUIREMENTS STATED IN SPECIFICATIONS F.O.B. Fleet Operations Division, 1525 S. Happy Hollow Road, Fayetteville, AR 72701 City Part Number Section A: Oil Filters Est Quote Quantity Price Per Itern Total for Est Quantity If not Napa or Wix Brand, describe manufacturer name and stock number 8151595 1 7060 Oil Filter Tahoe(PF48E) 143 $- 8152050 1372 Oil Filter Ford V10 107 $- 8151565 1394 Oil Filter JDeere #5020/21 79 $- 8151545 1748XD Oil Filter ISC-260 & ISL 365 57 $- 8152085 1 7045 OIL FILTER (PF63E) 48 $- 8151095 1349 OIL FILTER (FL910S) 40 $- 8151425 7312 OIL FLTR,6.0 & 6.4 L DIESELS 32 $- 8151440 1042MP OIL FILTER, CHEVY 1/2T /COLORADO 30 $- 8151590 7151 Oil Filter 6.7 (171-2051 S) 19 $- 8151230 1516 OIL FILTER (FL400S) 17 $- 8151250 1791 OIL FILTER 16 $- 8151400 1356 OIL FILTER, ELEMENTS, 592,593, 980 16 8151405 7746XD Oil FIt,32-38,476- 478,481,482 16 $- 8152075 7502 Oil Filter 3.71- Ford (FL500S) 14 $- 8152015 1459 Oil Filter #9126 12 $- 8151570 7750S OIL FILTER #692/693 9 $- 8151495 7213 OIL FILTER 8 $- 8151510 7215 OIL FILTER #487-#492 8 $- 8151015 1040 OIL FILTER 4.31- CHEVY 7 $- 8152060 1660 Oil Filter #4009 7 $- 8152086 400068 OIL FILTER #5074 5 $- 8151455 7202 OIL FLTR FOR 345 4 $- 8152045 7151 Oil Filter #21 4 $- 8151475 7037 OilF,LB75B 653- 657,665,673,678 3 $- 8151520 1056 OIL FILTER 3 $- 8151585 7182 Oil Filter #9091 , 9125 3 $- 8151030 1064 OIL FLTR,FOR 594, 595 2 $- 8151325 1734MP OIL FILTER 2 $- 8151445 j 7215 OIL FILTER #825 2 $- 8151525 1 1307 OIL FILTER Toro GM4000 2 $- City of Fayetteville, AR Bid 19-19, Fleet Filters Page 3of17 8151540 7744XD Oil Filter #762 2 $_ 8152030 7203 Oil Filter #1175 2 $_ 8151575 1410 Oil Filter #692 1 $- 8152010 7106 Oil Filter #694 1 $- 8152020 1334 Oil Filter #91 1 $- 8152025 400111 Oil Filter #2106 1 $- 8152055 1358 Oil Filter #9148 1 $- 8152080 400108 OIL FILTER 1 $- Total Bid $- for Oil Filters City Part Number Section B: Air Falters Est Quote Quantity Price Per It ern Total for Est Quantity If not Napa or Wix Brand, describe manufacturer name and stock number 8203820 9082 CabAirFltr,745-749 62 $- 8203590 2488 AIR FILTER, CHEV 1/2ton & Tahoe 56 $- 8203480 6438 Outer Air, 9087,9058,592,593 40 $- 8204015 601-7902-1 Crankcase Filter 39 $- 8204200 9883 Air Filter Ford 26 $- 8203485 2985 INNER AIR 21 $- 8203845 2809 Primary Filter #487-#492 21 $- 8203815 2812 Air Filter, 745-749 17 $- 8203890 6671 Air Filter Primary #5010 15 $- 8204000 2691 Air Filter 478/4002 14 $- 8203675 6562 OUTER AIR, LB75B 11 $- 8203895 6672 Air Filter secondary #5010,815 11 8203670 6569 INNER AIR LB75B 10 $- 8204020 500139FR Pre -Filter Air 6.7 #2132/33 9 $_ 8203695 2226 INNER AIR, AUTOCAR 8 $- 8203785 6449 AIR FLTR, 5006,5048,5050 8 $- 8204175 9275 Air Filter #5043 8 $_ 8204275 550188 Cab Air Filter #5081 8 $- 8203940 9886 Air Filter 08/09 6.4 PS 7 $- 8204025 FIL 9902 Air Filter 6.7 #2132/33 7 $- 8204045 9161 Cab Air Filter #692, 6007 7 $- 8203955 6870 Air Filter #762,#9093 6 $- 8203970 4316 Cab Filter #744 6 $- 8204050 6080 Cab Air Filter #692 6 $- 8204115 9429 Air Filter Colorado 3.7L 6 $- City of Fayetteville, AR Bid 19-19, Fleet Filters Page 4 of 17 8204240 6888 Air Filter Toyota 6 $- 8204265 4871 CABIN AIR FILTER TOYOTA 6 $- 8203282 6433 AIR FILTER 5 $- 8203510 6744 AIR FILTER 5 $- 8203515 6418 AIR FILTER 5 $- 8203550 500116 AIR FILTER FOR 04 FIRE TRUCKS 5 $- 8203555 2731 AIR FILTER FOR 6.01- DIESELS 5 $- 8203985 9190 Air Filter #693 5 $- 8204245 2803 Air Filter #4008 5 $- 8203570 6433 Outer Air Filter 4 $- 8203725 6490 Inner Air Fltr for 681 4 $- 8203990 9189 Air Filter #693 4 $- 8204280 550160 Cab Air Filter 4 $- 8203273 6253 AIR FILTER 3 $- 8203740 6766 INNER AIR FILTER, #665 3 $- 8203745 6761 OUTER AIR FILTER, #665 - 5016 3 $- 8203975 6922 Air Filter #692 3 $- 8204060 9458 Compressor Air Filter Fire Trks 3 $- 8204070 9108 Air Filter #696-98 Cat B -Hoe 3 $- 8203115 2222 AIR FILTER 2 $- 8203211 2769 AIR FILTER 2 $- 8203255 6814 AIR FILTER 2 $- 8203545 2188 AIR FILTER, HONDA ELEMENT 2 $- 8203547 9120 Air Filter #1196 2 $- 8203855 9910 WIX Secondary Filter #487- #492 2 $- 8203980 6923 Air Filter #692 2 $- 8203995 9456 Air Filter #764/765 2 $- 8204040 9168 Air Filter Outer #5018/5019 2 $- 8204100 6804 Air Filter F150 5.4 2 $- 8203605 6770 AIR FILTER FOR #475 1 $- 8203610 6771 AIR FLTR FOR #475 1 $- 8203710 9088 OUTER AIR, #744 1 $- 8203775 6660 OUTER AIR FOR #540 1 $- 8203790 6836 Inner Air, 9084 1 $- 8203805 9131 Outer air, 9085 1 $- 8203965 2843 Air Filter Charger 1 $- City of Fayetteville, AR Bid 19-19, Fleet Filters Page 5 of 17 8204005 9783 Air Filter #9125 Paver 1 Price Per Item $- If not Napa or Wix Brand, describe manufacturer name and stock number 8204010 9782 Air Filter #9125 Paver 1 $- 8204065 6584 Cab Air Fliter #540 1 $- 8204090 6607 Air Filter #813 1 $- 8204185 CA30102 Air Filter KW T470 1 $- 8204250 9109 Air Filter Inner Caterpillar B\H 1 $- 8204285 9096 CAB AIR FILTER #5080 1 $- Total Bid $- for Air Filters City Part Number Section C: Fuel Filters Quote € Quantity I Price Per Item Total for Est Quantity If not Napa or Wix Brand, describe manufacturer name and stock number 8254382 3001 Fuel Filter Hustler (1/4) 35 $- 8254485 3936 Fuel Filter ISC 260 & ISL 365 28 $- 8254435 600002 Fuel Filter #752,756 25 $- 8254565 600250 Fuel/Water filter Peterbilt 19 $- 8254490 4029 Fuel Pump Filter 10 $- 8254400 3628 Fuel Fltr, 745-749 9 $_ 8254530 3604 FUEL FILTER, 4002, 764 9 $- 8254380 3231 FUEL FILTER, #540EU 8 $- 8254420 3634 Fuel Filter #487-#492 8 $- 8254440 3963 Fuel Filter Kit 6.41- Ford 8 $- 8254525 3033 Fuel Filter #693 8 $_ 8254550 3243 FUEL FILTER 8 $_ 8254350 4042 FUEL FILTER FOR BULK TANKS 7 $- 8254545 3615 Fuel Filter 6.7 #2132/33 7 $- 8254108 3472 Fuel Filter New Holland 6 $- 8254295 3406 FUEL FILTER, FIRE TRUCKS 6 $- 8254360 3651 FUEL FILTER, #761 6 $- 8254580 3721 Fuel Filter 6 $_ 8254020 3032 FUEL FLT,592,593,940,9043 4 $- 8254345 3192 FUEL FILTER,S205 SKID STEERS, 681 4 $- 8254465 3960 Fuel Filter 351/352 4 $_ 8254510 3248 Fuel Filter John Deere B\H & Loadr 4 $- 8254285 1 3899 FUEL FILTER KIT - DIESEL 3 $- City of Fayetteville, AR Bid 19-19, Fleet Filters Page 6 of 17 8254395 3838 Fuel Fltr,745-749 3 $- 8254430 3780 Fuel Filter #9085 3 $- 8254520 3977 Fuel Filter #692/693 3 $- 8254560 3076 Fuel Filter #696-98 Cat B -Hoe 3 $- 8254172 3595 Fuel Filter for 2000+ Crowns 2 $- 8254370 3749 FUEL FILTER FOR EXPEDITIONS 2 $- 8254385 3002 FUEL FLTR, 594, 595 (3/16) 2 $- 8254540 3783 Fuel Filter #40 2 $- 8254046 3118MP FUEL FILTER 1 $- 8254047 3120 FUEL FILTER 1 $- 8254235 3818 FUEL FILTER 7.31- 1 $- 8254270 3399 FUEL FILTER, KOMATSU BACKHOES 1 $- 8254335 3765 FUEL FILTER, TS115A & 5043 1 $- 8254365 3424 Fuel Fltr,02 Explorer,05 Rangers 1 $- 8254390 3768 Fuel fltr, 9085 1 $- 8254425 3397 fuel filter #808 1 $- 8254455 3361 Fueloil Filter, 81, 814 1 $- 8254470 3399 Fuel Filter #689 1 $- 8254535 3732 Fuel Filter #9125 1 $- 8254575 BF7904-D Fuel Filter 1 $- 8254641 7023589 FUEL FILTER 1 $- Total $- Bid for Fuel Filters Total Bid Amount(Section A + B + Q = Bids shall be submitted on this bid form in its entirety AND accompanied by descriptive literature on the products being bid. The City reserves the right to award this bid based on the City's best interest at the time of product order. THIS BID FORM CONTINUES ON THE NEXT PAGE. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 7 of 17 EXECUTION OF BID - Actual specification of any deficient item shall be noted on the bid sheet or separate attachment. If specifications of item bid differ from provided literature, deviation shall 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. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein is accurate and true. 5. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment in addition to all federal, state, and local laws. 6. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. 1.) NO KNOWN RELATIONSHIP EXISTS 2.) RELATIONSHIP EXISTS (Please explain): 7. Bidder will perform the Work in compliance with all applicable trench safety standards set forth in Occupational Safety and Health Administration (OSHA) Part 1926 — Subpart P — Excavations. 8. As A bidder on this project, you are required to provide debarment/suspension certification indicating that you are in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. a. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. b. Your signature below certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 8of17 Unsigned bids will be rejected. Items marked * are mandatory for consideration. *NAME OF FIRM: Purchase Order/Payments shall be issued to this name *D/B/A or Corporation Name *BUSINESS ADDRESS: *CITY: *STATE: *PHONE: FAX: *E-MAIL: *BY: (PRINTED NAME) *AUTHORIZED SIGNATURE: *TITLE: DUNS NUMBER: *TAX ID NUMBER: Acknowledge Addendums: Addendum No. Dated: Addendum No. Dated: Addendum No. Dated Addendum No. Dated. CAGE NUMBER: Acknowledged by: Acknowledged by: Acknowledged by: Acknowledged by: *ZIP: ALL BIDDERS SHALL COMPLETE THE "TECHNICAL SPECIFICATION" SECTION WITH BID. FAILURE TO SUBMIT RESPONSE ON THE PROVIDED "TECHNICALSPECIFICATION" FORM IN A COMPLETED FORMAT CAN RESULT IN BID REJECTION. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 9 of 17 City of Fayetteville Bid 19-19, Fleet Filters General Terms and Conditions 1. SUBMISSION OF BID & BID EVALUATION: a. Bids shall be reviewed following the stated deadline, as shown on the cover sheet of this document. b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division. c. Bids shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping containers or boxes. d. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at 479.575.8220 to ensure correct receipt of bidding documents prior to opening time and date listed on the bid form. e. Bidders shall have experience in providing products and/or services of the same or similar nature. f. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in its response to the bid. Failure to do so may lead the City to declare any such term non- negotiable. Proposer's desire to take exception to a non-negotiable term will not disqualify it from consideration for award. g. Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before the time as shown by the atomic clock located in the Purchasing Division Office. h. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City reserves the right to award bids in their entirety, none, or by line item. 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the Purchasing Agent. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed bid made or given prior to the award of the contract. 3. DESCRIPTION OF SUPPLIES AND SERVICES: Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 10 of 17 4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest of the City. b. The City of Fayetteville reserves the right to accept or reject any or all bids, c. The City of Fayetteville reserves the right to cancel the entire bid. d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the invitation to bid or in bids submitted. e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or data without changing the terms of the bid. COSTS INCURRED BY BIDDERS: All expenses involved with the preparation and submission of bids to the City, or any work performed in connection therewith, shall be borne solely by the bidder(s). No payment will be made for any responses received, or for any other effort required of, or made by, the bidder(s) prior to contract commencement, 6. CONFLICT OF INTEREST: a. The bidder represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract with the City". All bidders shall promptly notify Les McGaugh, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the bidder's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the bidder may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the bidder. The City agrees to communicate with the bidder its opinion via e-mail or first-class mail within thirty days of receipt of notification. 7. WITH DRAWL OF PROPOSAL: A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an authorized representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the Purchasing Division. 8. LATE PROPOSAL OR MODIFICATIONS: Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. 9. LOCAL STATE AND FEDERAL COMPLIANCE REQUIREMENTS: a. The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal City of Fayetteville, AR Bid 19-19, Fleet Filters Page 11 of 17 and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. 10. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Government agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal. Eligible Users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. 11. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that his or her bid is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 12. RIGHT TO AUDIT, FOIA, AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas law applying to the case. 13. CITY INDEMNIFICATION: The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the goods and payment thereof by the City. 14. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for bid apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to submitting a proposal on this requirement. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 12 of 17 15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 16. PROCUREMENT POLICY FOR RECYCLED MATERIALS: The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual obligations to the City and that such practices will serve as a model for other public entities and private sector companies. 17. PAYMENTS AND INVOICING: The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted for payment as a result of award of this bid. Further, the successful bidder is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original bid. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest, fees, or penalty for untimely payments. Payments can be processed through bidder's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable deposit or retainer that would remain property of the bidder even if the hourly work actually performed by the bidder would not justify such fee. The City will pay the awarded bidder based on unit prices provided on invoicing. Progress payments will be made after approval and acceptance of work and submission of invoice. Payments will be made within 30 days of accepted invoice. 18. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City. 19. ASSIGNMENT SUBCONTRACTING CORPORATE ACQUISITIONS AND/OR MERGERS: The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a bidder intends to subcontract a portion of this work, the bidder shall disclose such intent in the bid submitted as a result of this bid. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 13 of 17 b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the bid, without exception shall constitute approval for purpose of this Agreement. 20. NON-EXCLUSIVE CONTRACT: Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item. 21. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 22. ADDITIONAL REQUIREMENTS: The City reserves the right to request additional services relating to this bid from the bidder. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 23. ADD OR DELETE LOCATIONS OR SERVICES: The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms, conditions, and specifications. 24. INTEGRITY OF BID DOCUMENTS: Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Bidders may use an attachment as an addendum to the bid form(s) if sufficient space is not available on the original form for the bidder to enter a complete response. Any modifications or alterations to the original documents by the bidder, whether intentional or otherwise, City of Fayetteville, AR Bid 19-19, Fleet Filters Page 14 of 17 will constitute grounds for rejection of such response. Any such modifications or alterations a bidder wishes to propose shall be clearly stated in the bidder's response and presented in the form of an addendum to the original bid documents. 25. OTHER GENERAL CONDITIONS: a. Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. b. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products and services presented. Sales taxshall not be included in the bid price. Applicable Arkansas sales tax laws will apply when necessary but will not be considered in award of this project. c. Each bidder should state the anticipated number of days from the date of receipt of an order for delivery of services to the City of Fayetteville. d. 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 borne by the bidder. e. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. f. 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. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the bidder's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. g. If products, components, or services other than those described in this bid document are proposed, the bidder must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. h. NOTE: Any uncertainties shall be brought to the attention to Les McGaugh immediately via telephone (479.575.8220) or e-mail (Imcgaugh@fayetteville-ar.gov). It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders to be on equal bidding terms. i. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Les McGaugh, City of Fayetteville, Purchasing Agent via e-mail (€r-ncgaugh@Fayetteville-ar.gov) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. j. Any information provided herein is intended to assist the bidder in the preparation of proposals necessary to properly respond to this bid. The bid is designed to provide qualified Proposers with City of Fayetteville, AR Bid 19-19, Fleet Filters Page 15 of 17 sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a bid's content or to exclude any relevant or essential data. k. Bidders irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. The successful bidder shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful bidder assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful bidder shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. m. The successful bidder's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful bidder shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville. 26. INVOICING: All invoices shall be presented to the City with the minimum information listed below. a. City Department that ordered the materials or services b. Order Date c. Delivery date or the date of services d. Name of the City Employee that requested or picked up the goods, materials, or service e. Bid Number that applies to the purchase and invoices. Amounts in the bid shall match invoicing. 27. ATTACHMENTS TO BID DOCUMENTS. N/A City of Fayetteville, AR Bid 19-19, Fleet Filters Page 16 of 17 City of Fayetteville Bid 19-19, Fleet Filters Technical Specification 1. GENERAL - 1.1 All unit(s) bid shall meet or exceed the minimum requirements or they will be deemed incomplete and will not be considered for bid award. 1.2 The City Intends to award to a single vendor, however, the City reserves the right to award by line item, in its entirety or based on the best interest of the City. 1.3 Quantities provided in bid form are an estimated quantity. The City reserves the right to deviate from quantities provided. 1.4 Vendors must have capabilities to be set up on Auto Order system through email, 1.5 City stock orders, non -stock orders, as well as special order filters shall be delivered by the vendor within twenty-four (24) hours after being ordered by the City, between the hours of 7:00 a.m, and 4:00 p.m., Monday through Friday with the exception of City -observed holidays. Emergency orders shall be delivered within three (3) hours of order. The Fleet Management shall determine when an emergency condition exists and shall notify the vendor of such. The City of Fayetteville shall not pay for freight or shipping. The vendor may charge the City freight charges for overnight delivery requirements only. The vendor shall not establish minimum order criteria as a delivery condition. 1.6 Prices shall remain firm for one year of date approved by City Council. Price increases shall be provided and approved prior to contract renewal for the following year. Price increases from the vendor may be approved by the City within the contract year so long as the increase to the City is not more than from the vendors supplier. All contract year increases shall be accompanied by documents justifying the increase. 2. MANUFACTURER/MODEL- 2.1 The list of filters provided on the Bid Schedule is based on the most common filters used by the City, and is not inclusive of all types and sizes required under this quotation. The City currently utilizes NAPA Gold brand filters. The filters are listed by City stock numbers; Current Vendor Part number is in the description column of the bid form. If your quote is for a different make/brand of filters, include the manufacturer's name and stock numbers. Filters quoted must meet or exceed the original manufacturer's specifications. The City shall be the sole judge when determining quality of filters and the lowest bidder. The City reserves the right to purchase filters from other vendors when delivery times cannot be met by the awarded vendor or when Original Equipment Manufacturer (OEM) filters are required. 2.2 Unit(s) bid shall be new, unused, and standard production model as offered for commercial trade. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 17 of 17 Bid 19-19, APPENDIX B EXCEP I N N ACCEP ED w } ', rr3of�ss�onA� rears rc alp sly 17.;pt8 February 1, 1u1y City of Fayetteville, Purchasing Division Attn: Les McGaugh Room 306,113 W. Mountain Fayetteville, AR. 72701 RE: Bid 19-19, Fleet Filters Bid Opening: February 6, 2019, 2:00 PM Dear Les, O'Reilly Auto Parts thanks you for inviting w; to provide a response for bid 19-19 for Fleet Filters. Enclosed you will find our prepared response. We have noted exceptions on: Page 8 of 17, Item 5 Page 12 of 17, Items 10 & 13 Page 16 of 17, Item 25(a) Page 17 of 17, Item 25(k) Should you chose O'Reilly as your supplier, please send me an award notification. We look forward to hearing from you. Respectfully, Roanen T.W. Barron Senior Bid Analyst Phonc. -1171029-5673 Fax: 417-874-7199 rbarron8@oreillyauto.com 233 South Patterson Ave. Sprinl�figld, MO 6580:) . 888-876-6759 (ORLY;) o www.OReillyAuto.com City of Fayetteville, Arkansas CITY O F Purchasing Division —Room 306 113 W. Mountain ® F AY E T T E V I L L E Fayetteville, AR 72701 ARKANSAS Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 INVITATION TO BID: Bid 19-19, Fleet Filters DEADLINE: Wednesday, February 06, 2019 before 2:00 PM, Local Time DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Les McGaugh, imcgaugh&aVetteyille-ar.gov DATE OF ISSUE AND ADVERTISEMENT: Thursday, January 17, 2018 INVITATION TO BID Bid 19-19, Fleet Filters No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled with the name and address of the bidder. All bids 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. The undersigned hereby offers to furnish & 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: O'Reilly Automotive Stores, Inc. dba O'Reilly Auto Parts Contact Person: Roanen Barron Title: Senior Bid Analyst _ E -Mail: Phone: 417-829-5879 Business Address: 600 South School Ave City: Fayetteville_ State: AB Zip: 72701 Signature: _ Date: 2/1/2019 City of Fayetteville, AR Bid 19-19, Fleet Filters Page 1 of 17 City of Fayetteville Bid 19-19, Fleet Filters Advertisement City of Fayetteville, Arkansas INVITATION TO BID Bid 19-19, Fleet Filters The City is seeking bids from qualified vendors for the purchase of fleet filters for one (1) year contract with four (4) additional one (1) year renewals for a potential five (5) year contract. All sealed bids are due by Wednesday February06, 2019 before 2:00 PM, Local Time. All bids are due before the time stated. Late bids shall not be accepted. City of Fayetteville reserves the right to deviate from the estimated purchase quantities. Bids will be opened and read aloud immediately following the stated deadline. Bid forms can be downloaded from the City's website at http:/Jfpyetteville-ar.gov/bids . All questions should be directed to Les McGaugh, (479)-575-8220, lmcgaugh@fayetteyille-ar.aov. The City reserves the right to reject any and all bids and to waive formalities deemed to be in the City's best interest. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. City of Fayetteville By: Les McGaugh, Purchasing Agent P: 479.575.8220 IrncgauRh @fayet-teviile-ar.Roy TDD (Telecommunications Device for the Deaf): (479) 521-1316 Date of advertisement: 01/17/2019 City of Fayetteville, AR Bid 19-19, Fleet Filters Page 2 of 17 EXECUTION OF BID - Actual specification of any deficient item shall be noted on the bid sheet or separate attachment. If specifications of item bid differ from provided literature, deviation shall 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. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein is accurate and true. applicable S. Bidder shall comply with all�State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment in addition to all federal, state, and local laws. 6. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee br elected City of Fayetteville official. If no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. X 1.) NO KNOWN RELATIONSHIP EXISTS 2.) RELATIONSHIP EXISTS (Please explain): 7. Bidder will perform the Work in compliance with all applicable trench safety standards set forth in Occupational Safety and Health Administration (OSHA) Part 1926 — Subpart P — Excavations. As A bidder on this project, you are required to provide debarment/suspension certification indicating that you are in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. a. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. b. Your signature below certifies that neither you nor your principal Is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 8 of 17 Unsigned bids will be rejected. Items marked * are mandatory for consideration. *NAME OF FIRM: O'Reilly Automotive SLores, Inc. Purchase Order/Payments shall be issued to this name *D/B/A or Corporation Name _ O'Reilly Auto Parts *BUSINESS ADDRESS: 600 South School Ave Remit to: PO Box 9464, Springfield, MO. 65801 *CITY: Fayetteville *PHONE: 479-442-5391 *E-MAIL:.._ _probids@oreillvauto.com *BY: (PRINTED NAME) Roanen Barron *AUTHORIZED SIGNATURE: C *TITLE: Senior Bid Anavst DUNS NUMBER: 03-114-1534 *STATE: AR. *ZIP: 72701 FAX: 800-288-6661 Remit: arremit@oreillyauto.com CAGE NUMBER: 1R324 *TAX ID NUMBER: 44-0618012 Acknowledge Addendums: Addendum No. f. Dated: Acknowledged by: Addendum No. Dated: _.._. _ Acknowledged by: Addendum No. Dated: Acknowledged by: Addendum No. _ Dated: Acknowledged by: ALL BIDDERS SHALL COMPLETE THE "TECHNICAL SPECIFICATION" SECTION WITH BID. FAILURE TO SUBMIT A RESPONSE ON THE PROVIDED 'TECHNICAL SPECIFICATION" FORM IN A COMPLETED FORMAT CAN RESULT IN BID REJECTION. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 9 of 17 8151540 7744XD Oil Filter #762 2 :: S28.55 57.09 $' 8152030 7203 Oil Finer #1175 2 $4.17 8.34$- MGD hiGL5'7203 8151575 1410 Oil Filter #692 1 = : $5.04 5.04$- 8152010 7106 Oil Filter #694 1 .-:6,81 6.81 $- 8152020 1334 Oil Filter #91 1 $2.19 2.19$ M15(irLS t3 8152025 400111 Oil Filter #2106 26 ';='512.95, 12,95$- MGDICii731x' 8152055 1358 Oil Filter #9148 1 "- $i.97':. 2.97$- .97$-8152080 8152080 400108 OIL FILTER 1 ^"; -$24.25.,24.25 $- WIX,W3.16108 Total Bid 5,156.72$ - for Oil Filters r_{•,1•' '��3•-i.{•�ri�}--f�f�:.Y•�s iN.e 8203820 9082 CabAirFttr,745-749 62 621.86 $" 8203590 2488 AIR FILTER, CHEV 1/2ton & Tahoe 56 ';'$10.46: 585.76 $- 8203480 6438 Outer Air, 9087,9058,592,593 4052760 $- 8204015 601-7902-1 Crankcase Filter 39 56-1.93 2,,532 2 8204200 9883 Air Filter Ford 26 . . x(1;51;;:' 299.26 $- ':':" MGID.MGA498$3 8203485 2985 INNER AIR 21 '<,'$10.74'; 225.54 $- 8203845 2809 Primary Filter #487-#492 21 ;, $40.33 8446.83 $- 8203815 2812 Air Filter, 745-749 17 $65:28 :` 1,109.76 8203890 6671 Air Filter Primary #5010 15 520.63 309.45 $- 8204000 2691 Air Filter 478/4002 14S65 87; 978.11 $- 8203675 6562 OUTER AIR, LB75B 11 .:=S22:14' . 213.54 $" 8203895 6672 Air Filter secondary #5010,815 11 $13.16 144.71 $- 8203670 6569 INNER AIR LB75B 10 .,; $12.91. 129.10 $- 8204020 500139FR Pre -Filter Air 6.7 42132/33 9 $9.67 86.99 $- W1Y WA10139FR 8203695 2226 INNER AIR, AUTOCAR 8 522:17 3 $- 8203785 6449 AIR FLTR, 5006,5048,5050 8 $9,69 77.52 $- 8204175 9275 Air Filter #5043 8 S28.33 226.60 $' 8204275 550188 Cab Air Filter #5081 8 $9.29 74.28 $- Him 3VP1Q188' 8203940 9886 Air Filter 08/09 6.4 PS 7 551.83 362.81 $- MGD MGA49886 8204025 FIL 9902 Air Filter 6.7 #2132/33 7 114.28 $- 8204045 9161 Cab Air Filter #692, 6007 7 58.03 56.18 $- 8203955 6870 Air Filter #762,#9093 6 $39.36 236.13 $- 8203970 4316 Cab Filter #744 6 $13.72 82.32 $- 8204050 6080 Cab Air Filter #692 6 $7.91 47.46 $- MGD NlG'A46080 8204115 9429 Air Filter Colorado 3.7L 6 $13.67 82.02 $- MGD MGA.49429 City of Fayetteville, AR Bid 19-19, Fleet Filters Page 4 of 17 8204005 9783 Air Filter #9125 Paver 1 540 40.28 $- 8204010 9782 Air Filter #9125 Paver 1 $10.69 40.69 $- 8204065 6584 Cab Air Fliter #540 1 '.:437.33 37-33 $- 8204090 6607 Air Filter #813 1 :531.52 31.52 8204185 CA30102 Air Filter KW T470 1 NO BID..$ - 8204250 9109 Air Filter Inner Caterpillar BU I 1 =:::$24:G 24.46 $" 8204285 9096 CAB AIR FILTER #5080 1 '. 530.76• 30.76 $- Total Bid 12,269.49 $- for Air Filters 8254382 3001 Fuel Filter Hustler (114) 35 S2 99 97.65 33001 8254485 3936 Fuel Filter ISC 260 & ISL 365 28 $12:71 355.74$- 8254435 600002 Fuel Filter #752,756 25 520.21 505.25 $- _iYIX' W F 14012 8254565 600250 Fuel/Water filter Peterbilt 19 $21.53 409,07$- WIXWF10250 8254490 4029 Fuel Pump Filter 10 $9.46 94.55 $- 8254400 3628 Fuel Fltr, 745-749 9 $12.51 112.59 $- 8254530 3604 FUEL FILTER, 4002, 764 9 S20.17 181.49 $- 8254380 3231 FUEL FILTER, #540EU 8.78 166.20 $- 8254420 3634 Fuel Filter #487-#492 8 ,. $12.39 99.08 $- 8254440 3963 Fuel Filter Kit 6.41- Ford 8 $20.87 166.96 $" 141G0 33963 8254525 3033 Fuel Filter #693 8 $4.31 34.48 $- jMGD`33033 8254550 3243 FUEL FILTER 8 $8.63 69.04 8254350 4042 FUEL FILTER FOR BULK TANKS 7 $6.78 47.43 $-1 8254545 3615 Fuel Filter 6.7 #2132/33 7 $48.05 336.35 $- MGD 33615' 8254108 3472 Fuel Filter New Holland 6 $8.11 48.66 $- :1ViGD'33972 8254295 3406 FUEL FILTER, FIRE TRUCKS 6 $10.81 64.86 $- 8254360 3651 FUEL FILTER, #761 6 $6.53 39.15 $- 8254580 3721 Fuel Filter 6 $12.60 75.57 $- 8254020 3032 FUEL FLT,592,593,940,9043 4 $2.49 9.96 $ :MGD 33032 8254345 3192 FUEL FILTER,S205 SKID STEERS, 681 4 $8.97 $- 35.88 8254465 3960 Fuel Filter 351/352 4 $21.59 86 .36 $- MGD 33960 8254510 3248 Fuel Filter John Deere B1H & Loadr 4 $5.92 23.68 $ 8254285 3899 FUEL FILTER KIT - DIESEL 3 $25.04 75.12 $- MGD 33899 City of Fayetteville, AR Bid 19-19, Fleet Filters Page 6 of 17 8254395 3838 Fuel FItr,745-749 3 $19.14 57.41 $' 8254430 3780 Fuel Filter #9085 3 $23,71' 71.12 $' 8254520 3977 Fuel Filter #692/693 3 $ly.a 46.40 $- 8254560 3076 Fuel Filter #696-98 Cat B -Hoe 3 $•. 40.88 $" - 8254172 3595 Fuel Filter for 2000+ Crowns 2 :S8.II`;.' 16.22$ 46D 33595_.:.` , 8254370 3749 FUEL FILTER FOR EXPEDITIONS 2 $10.79 21.58 $- MGD 3 749 8254385 3002 FUEL FLTR, 594, 595 (3/16) 2 $2,70. 5.40 $- MGD 33 8254540 3783 Fuel Filter #40 2 S1y.78 35.56 $_ 8254046 3118MP FUEL FILTER 1 $7.91 7.91 $_ NIG D33118 8254047 3120 FUEL FILTER 1 58.63 8.63 $- M D33f2o 8254235 3818 FUEL FILTER 7.31- 1 $19.43 19.43 $- ;MGD 33818 8254270 3399 FUEL FILTER, KOMATSU BACKHOES 1 $8.11 8.11 $- 8254335 3765 FUEL FILTER, TS115A & 5043 1 $12.41 12.41 $- 8254365 3424 Fuel Fltr,02 Explorer,05 Rangers 1 59.35 9.35 $- W D 33424 8254390 3768 Fuel fltr, 9085 1 $9.88 9.88 $' 8254425 3397 fuel filter #808 1 $7,29 7.29 $- 8254455 3361 Fueloil Filter, 81, 814 1 $7.05= 7.05 $- 8254470 3399 Fuel Filter #689 1 $g} 8.11 $- 8254535 3732 Fuel Filter #9125 1 $24.57 24.57 $- 8254575 BF7904-D Fuel Filter 1 S15.64- 15.64 $- 8254641 7023589 FUEL FILTER 1 S8.97 8.97 $' Total 3,577.00 $' Bid for Fuel Filters Total Bid Amount Section A + B + C = 22,003.21 Bids shall be submitted on this bid form jn?ts entire AND oCCnm anted b descri Live Jrlerature on the products being bid. The City reserves the right to award this bid based on the City's best interest at the time of product order. THIS BID FORM CONTINUES ON THE NEXT PAGE. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 7 of 17 City of Fayetteville Bid 19-19, Fleet Filters General Terms and Conditions a. Bids shall be reviewed following the stated deadline, as shown on the cover sheet of this document. b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing Division. c. Bids shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and RW_EFP, or RFQ number shall be on the outside of the oackagingll as on aa�L The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at 479.575.8220 to ensure correct receipt of bidding documents orior to opening time and date listed on the bid form. e. Bidders shall have experience in providing products and/or services of the same or similar nature. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in its response to the bid. Failure to do so may lead the City to declare any such term non- negotiable. Proposer's desire to take exception to a non-negotiable term will not disqualify it from consideration for award. Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids shall be received before the time as shown by the atomic clock located in the Purchasing Division Office. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City reserves the right to award bids in their entirety, none, or by line item. iEi � ■ i * E�� ■� i�a� � �i �i 3s � ��► No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent in writing via e-mail to the Purchasing Agent. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the bid. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed bid made or given prior to the award of the contract. 3. DE-S�',PIPTION CSF SUPPLIES AND:~FRVICFS: Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality, size, design, and specification as to what has been specified, will be acceptable for consideration only if approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept or reject any requested equal. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 10 of 17 MWAra�YG111161lRiT��l In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best interest of the City. b. The City of Fayetteville reserves the right to accept or reject any or all bids. c. The City of Fayetteville reserves the right to cancel the entire bid. d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the invitation to bid or in bids submitted. e. The City of Fayetteville reserves the right to request any necessary clarifications, additional information, or data without changing the terms of the bid. All expenses involved with the preparation and submission of bids to the City, or any work performed in connection therewith, shall be borne solely by the bidder(s). No payment will be made for any responses received, or for any other effort required of, or made by, the bidder(s) prior to contract commencement. a. The bidder represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City Employee to Contract with the City". b. All bidders shall promptly notify Les McGaugh, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association; interest, or other circumstance which may influence or appear to influence the bidder's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the bidder may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the bidder. The City agrees to communicate with the bidder its opinion via e-mail or first-class mail within thirty days of receipt of notification. MINIM 1" 1 R1 XUATIT14106i a =01'+ A bid may be withdrawn prior, to the time set for the bid submittal, based on a written request from an authorized representative of the firm; however, a bid shall not be withdrawn after the time set for the bid unless approved by the Purchasing Division. 17W MeMeWWWWOWN Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Bidders should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. a. The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal City of Fayetteville. AR Bid 19-19, Fleet Filters Page 11 of 17 and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. Unless otherwise stipulated bythe bidder, the bidder may agreesto make available to all ct*erGovernment agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal and should the bidder mutually agree. Eligible Users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. 11. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that his or her bid is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 12. MaHT TO AUM,-EQIA.N n J U R I S. NCIT(]N a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. b. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (Contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas law applying to the case. 13. CITY INDEMNIFICATION: The successful bidder(s) agrees to indemnify and defend the City ar+d-ho44-hkess from and against all claims and suits--liabllity;-loss;-clpFnege OF pen arising from personal injury or property damage a miig from the negligence, gross regigeryze orwlYul misconductof the bidder in the delivery ofparisasmnlerriptalad byftAgreement of-byfea.soe-oferal-er--claiFmed-tfademaF past er-segyrVh4t- iRkingement of 1 tigativf� t7ase.: tkaerec�n,-w}r -respect-to<t#e-c aode of f was#-thafeef�oveFed by th4- eFE10F, arfd-sue#abl+ga#;: r, 64all 6u vfve asseptanre of ##�e g a+ pa}�fmamt-t ergo# by-Ekre Oi }- 1.71_I�I`■7� �. #7iTii� : ► ■ :: ■lill► i n + h1 ■ • ► " All standard terms and conditions stated in this request for bid apply to this contract except as specifically City of Fayetteville, AR Bid 19-19, Fleet Filters Page 12 of 17 stated in the subsequent sections of this document, which take precedence, and should be fully understood by bidders prior to submitting a proposal on this requirement. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 13 of 17 15. ADA REQUIREMENT FOE PUBLICTR T Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. i # R it ► ` t � a : � 13 :. : The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual obligations to the City and that such practices will serve as a model for other public entities and private sector companies. il<AJ.►'ll'�1�►lfr�-y_1i;171►L s ■ The bidder must specify in their bid the exact company name and address which must be the same as invoices submitted for payment as a result of award of this bid. Further, the successful bidder is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original bid. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest, fees, or penalty for untimely payments. Payments can be processed through bidder's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable deposit or retainer that would remain property of the bidder even if the hourly work actually performed by the bidder would not justify such fee. The City will pay the awarded bidder based on unit prices provided on invoicing. Progress payments will be made after approval and acceptance of work and submission of invoice. Payments will be made within 30 days of accepted invoice. R■ 1■■ a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City. �:F��C�l�flSl�E�lr�'f�1-IfI�I:i_f7[�T:I�d�T:TrI:-= --- # Ij>�iC�l:�`11. ■ • : +1��7�� a. The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a bidder intends to subcontract a portion of this work, the bidder shall disclose such intent in the bid submitted as a result of this bid. City of Fayetteville, AR Bid 19-19, Fleet Filters Page 14 of 17 b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30} calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the bid, without exception shall constitute approval for purpose of this Agreement. 20. NQU-EXCLU, IVE CMRACT: Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item. 21. LOBBYING: Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor' s staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City • of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attemptto obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. 22.6DUMONAL RI<QUIEEMEUTS: The City reserves the right to request additional services relating to this bid from the bidder. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 23. ADD OR DFLFTE LC VATI SIS ❑RSFRViCFS: The City reserves the right to unilaterally add or delete locations and/or services, either collectively or individually, at the City's sole option, at any time after award has been made as may be deemed necessary or in the best interests of the City. In such case, the Contractor(s) will be required to provide services to this contract in accordance with the terms, conditions, and specifications. 24. IN EGRITY OF B I D DOC Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Bidders may use an attachment as an addendum to the bid form(s) if sufficient space is not available on the original form for the bidder to enter a complete response. Any modifications or alterations to the original documents by the bidder, whether intentional or otherwise, City of Fayettevilie, AR Bid 19-19, Fleet Filters Page 15 of 17 will constitute grounds for rejection of such response. Any such modifications or alterations a bidder wishes to propose shall be clearly stated in the bidder's response and presented in the form of an addendum to the original bid documents. 25. OTHER GENERAL CONDILONS: a. Bidder is presumed to be familiar with all applicable federal, state, and city laws, ordinances, and regulations which in any manner affect those engaged or employed in the Work, or the materials or equipment used, or that in any way affect the Work and shall in all respects comply with said laws, ordinances, and regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way serve to modify the provisions of the contract. No representations shall be binding unless embodied in the contract. b. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the products and services presented. Sales taxshall tt41 be included in the bid price. Applicable Arkansas sales tax laws will apply when necessary but will not be considered in award of this project. c. Each bidder should state the anticipated number of days from the date of receipt of an order for delivery of services to the City of Fayetteville. d. 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. e. The City reserves the right to request any additional information it deems necessary from any or all bidders after the submission deadline. f. 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. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the bidder's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. g. If products, components, or services otherthan those described in this bid document are proposed, the bidder must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. h. NOTE: Any uncertainties shall be brought to the attention to Les McGaugh immediately via telephone (479.575.8220) or e-mail f - . It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to enable all bidders to be on equal bidding terms. i. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly to Les McGaugh, City of Fayetteville, Purchasing Agent via e-mail {Im , h - r ) or telephone (479.575.8220). No oral interpretation or clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. j. Any information provided herein is intended to assist the bidder in the preparation of proposals necessary to properly respond to this bid. The bid is designed to provide qualified Proposers with City of Fayetteville, AR Bid 19-19, Fleet Filters Page 16 of 17 sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a bid's content or to exclude any relevant or essential data. k. Bidders iFFevesably consent that any legal action or proceeding against it under, arising out ofor in any manner relating to this Contract shall be prevailed by Arkansas law. ser heFeby- irrevesab4y--waives-any-slaiFP-49r-d eged,4Gk-af- juris4istkm-oF-4re veru „a,.y-sis iiar basis. The successful bidder shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful bidder assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful bidder shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. m. The successful bidder's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful bidder shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville. 26. INVOICING: All invoices shall be presented to the City with the minimum information listed below. a. City Department that ordered the materials or services b. Order Date c. Delivery date or the date of services d. Name of the City Employee that requested or picked up the goods, materials, or service e. Bid Number that applies to the purchase and invoices. Amounts in the bid shall match invoicing. 27. ATTAC-iMENTS TO 81D DOCUMENTS: NIA City of Fayetteville, AR Bid 19-19, Fleet Filters Page 17 of 17 Izzz ° z z z z ZZzzz7Z...Z..OTz.z.z... I z °z2zz z z zz z z z zzzzzz z z p z z z z ° z z N H . N- w H N N N '9 Eu C u fu Y 9 u .0 > >: CY fY - 2 k, YY>>>>>; f YYYCS Y f a o& s a a a a e .2 t c h o w Ly C C LY C Ly t C C L y u L C y L u C L L C L y C Lyy C y C C u L C C C {L� •F L L L C_ L U C lj C C yy C C yy Y C CLm yy L C yy yy L c yy C y U y C[ b m = \ .y m �y •bi •moi .bl m .bY .m-1 L yy L .moi .moi ``m w .moi ebi mC dC `N ti epi H N N H N `� 1\w L LL L C tyC CrC70 C L N N mC \N C C Ly d �hNL `LETyC . d N d �mA`NT\mON. m .m T V b.. 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