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2001-024-RES APPROVING/AUTHORIZING CONTRACT WITH QUIK & E-Z LUBE FOR SERVICING COP VEHICLES RESOLUTION NO. 2001-24 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS, APPROVING AND AUTHORIZING A CONTRACT WITH QUlK & E-Z LUBE FOR THE FURNISHING OF LABOR AND MATERIALS FOR SERVICING CITY OF PARIS VEHICLES; MAKING OTHER FINDINGS AND PROVISIONS RELATED TO THE SUBJECT; AND PROVIDING AN EI''FECTIVE DA TE. WHEREAS, the City Council of the City of Paris did heretofore, at its special meeting on the 13th day of September, 2000, in Ordinance No, 2000-044, approve the purchase of labor and materials for servicing City of Paris vehicles; and, WHEREAS, bids for such service were received until 3:00 o'clock p.m., Tuesday, February 27,2001; and, WHEREAS, the best bid for such service was made by Quik & E-Z Lube, 300 Pine Bluff, Paris, Texas, and it should be awarded the bid for providing such service; and, WHEREAS, the form of the Vehicle Maintenance Agreement, attached hereto as Exhibit A, should, in all things, be approved, and the Mayor Pro Tem should be authorized to execute the same; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PARIS, PARIS, TEXAS: Section 1. That the findings set out in the preamble to this resolution are hereby in all things approved. Section 2. That the bid of Quik & E-Z Lube for furnishing of labor and materials and performing all work required for servicing City of Paris vehicles be, and the same is hereby, accepted and let, conditioned upon said contractor meeting all of the terms and specifications included in the bid documents, Section 3. That the form of the Vehicle Maintenance Agreement, attached hereto as Exhibit A, be, and the same is hereby, approved. Section 4. That the Mayor Pro Tem be, and he is hereby, authorized and directed to execute, on behalf of the City of Paris, the Vehicle Maintenance Agreement with Quik & E-Z Lube, under the terms and conditions and in the form shown in Exhibit A, attached hereto. Section 5. That this resolution shall be effective from and after its date of passage, PASSED AND APPROVED this 12th day of March, 2001. ~:"~?:n- ,~ Richard Manning, Mayor Pro ATTEST: Mattie Cunningham, City Clerk VEHICLE MAINTENANCE AGREEMENT STATE OF TEXAS } } } KNOW ALL MEN BY THESE PRESENTS: COUNTY OF LAMAR THAT, the CITY OF PARIS, PARIS, TEXAS, a municipal corporation, acting by and through its Mayor Pro Tem, Richard Manning, duly authorized, hereinafter called CITY, and QUICK & E-Z LUBE, by and through its owners, Mark Bender and Jim Crosslin, hereinafter called QUICK & E-Z, do hereby contract and agree as follows: 1. That QUICK & E-Z shall service CITY vehicles in accordance with the specifications on Exhibit A, attached hereto and made a part hereof. 2. The term of this contract shall be for a period oftwelve (12) months beginning March 12,2001, and ending on March 11,2002, 3. CITY has the right to unilaterally terminate this agreement at any time and at its sole discretion, EXECUTED this 12th day of March, 2001. Richard Manning, Mayor Pro Tem ATTEST: Mattie Cunningham, City Clerk APPROVED AS TO FORM: Larry W, Schenk, City Attorney EXHIBIT A QUICK & E-Z LUBE Mark Bender, Owner Jim Crosslin, Owner STATE OF TEXAS } COUNTY OF LAMAR } BEFORE ME, the undersigned authority, on this day personally appeared Richard Manning, Mayor Pro Tem of the City of Paris, known to me to be the person whose name is subscribed to the foregoing instrument, and acknowledged to me that he executed the same for the purposes and consideration therein expressed, and in the capacity therein stated. GIVEN UNDER MY HAND AND SEAL OF OFFICE this 12th day of March, 2001. Notary Public, State of Texas STATE OF TEXAS } COUNTY OF LAMAR } BEFORE ME, the undersigned authority, on this day personally appeared Mark Bender and Jim Crosslin, owners of Quick & E-Z Lube, known to me to be the persons whose names are subscribed to the foregoing instrument, and acknowledged to me that they executed the same for the purposes and consideration therein expressed. GIVEN UNDER MY HAND AND SEAL OF OFFICE this _ day of March, 2001. Notary Public, State of Texas CITY OF PARIS BID FORM FROM: CITY MANAGERIMA YOR CITY OF PARIS POST OFFICE BOX 9037 PARIS, TEXAS 75461-9037 (101 kc\, J;,-z tJhL- 566 P//l;z' ;j/ulr PAilf' ~ 7J//.O I RECEIVED FEB 27 2001 ClTYlIAAh pARisU"ll~AGBR ,TExAs (Name of Bidder) TO: (Bidder's Address) (Bidder's Address) (I) (We) hereby offer to sell and perform to the City of Paris, Texas as outlined in the specifications, including Vehicle Class I through Class VII as shown in the original proposal for the price as indicated for each class of vehicle, DEVIATIONS BELOW PREPARED SPECIFICATIONS WILL NOT BE CONSIDERED. All bids are to be submitted on the City of Paris bid forms. I understand that submission of this bid shall be construed as my acceptance of all of the terms and conditions contained in the specifications and any and all other documents made a part of this bid packet. Submitted the ~ day of ~ ~~ ,2001. lUre and Title of Person Submitting Bid ephone No. -1b l~ 7!/~/t <// , -------- LISA SPANN Notary Puhlic, State nfTexu l\.ty Comminion Expires Flbrulry 04, 2004 ~,~;~~ ....~... ..',"+ ~..' -.:to1- :I . . ~ i :" ':..i \,~;;;\~\~.?- .,.""." EXHIBIT A SPECIFICATIONS AND QUOTATIONS FOR VEmCLE SERVICE The City of Paris will receive sealed bids for the services listed on the bid sheets, The cost will include service, labor, and supplies to complete the requested services, The City of Paris fleet includes I.H. Corporation, General Motors Corporation, Ford Motor Company, and Chrysler Corporation vehicles, These service quotes shall be valid for a period of twelve (12) months from date bids are awarded, Oil shall meet or exceed factory recommendations for service classification and viscosity or AP.I, specifications. Oil for all police cars shall be 5W-30 with A.P.I, specification SJ-SH-SG-CC- CD. All other gasoline-powered vehicles shall be serviced with 10W-30 with AP,I. specifications SJ-SH-SG-CC-CD. All diesel-powered vehicles shall be serviced with 15W-40 with AP.I. specifications CD-CDII-CE-2-CF-4-CG4-CH4, All air filters, oil filters, fuel filters and transmission filters must meet or exceed original equipment manufacture's performance standards. Successful bidder must furnish filter manufacturer's literature confirming compliance with OEM standards, " ' }1! I '.'1 11 Brand name of filters bid: . It /. 2-0) L )//C1/ti: Ip',1/7 1(.1/1'1 Automatic transmission fluid shall be Dextron II or Dextran III, Heavy duty gear box oil SAE 90W, GL5 preferred, Multi-purpose chassis lubricant WLG #2 grade, All oil and grease shall meet or exceed manufacturer's recommendations. Police vehicles shall be serviced at 3,000-mile intervals, Ambulances and rescue units shall be serviced at 150 hours or 3,000-mile intervals. Gasoline powered city vehicles will be serviced at 3,000-mile intervals. Diesel powered city vehicles will be serviced at 5000 mile intervals except as noted above, Any needed repairs shall be noted on the invoice. Also, a sticker denoting the next scheduled service shall be attached to the vehicle in a conspicuous area, Any advertised specials, free gifts or services will not be considered as a part of vendor's bid, Servicing ofvehicleslequipment shall be completed within a 15 minute time frame from arrival time (30 minutes for sweepers and refuse trucks), The vender will be responsible for their own negligence while working on city vehicles and will indemnify the city for any losses which may occur due to such negligence. The services described on the following pages cover seven (7) classes of vehicles. Each class of vehicle has a bid page that describes the services for that specific class of vehicle, Any supplies or services listed under "Extra Products" will be products not included in the ''Basic Service", but considered necessary on an "as needed" or "as requested" basis. CLASS I - FULL SIZE SEDAN (6 & 8 CYLINDER) (56 Units): A. B, Basic services $ ;r; (I..' ;:):-- , Drain crank case, install new oil filter, (brand name )/Ji/./7 0; L . (t ,nYI , fill with oil (up to 5 quarts - SW30 police vehicles; all other vehicles 10W30 , grease all fittings, lubricate hinges and latches. Yt'I,j/ Z oil, / Services check list Check, clean or replace air filter (brand name Check and fill transmission Check and fill brake fluid Check and fill differential Check and fill power steering fluid Check and fill windshield washer fluid Treat battery terminals Check and clean crank case vent filter (replace if needed) Check all tires, inflate to proper pressure Check all belts and hoses Check wiper blades Check for oil leaks under vehicle Tl1r/l ) RECEIVED FEB 27 2001 CITY MANAGER PARIS, TEXAS C, Extra products (as needed) Oil per quart Air filter element (12,000 miles) Crank case filter element Gear oil per pound Transmission fluid per quart Power steering fluid per pint Brake fluid per pint Windshield washer fluid per quart $ $ $ $ $ $ $ $ D. Automatic transmission filterlfluid change (20,000 mile intervals or as needed - up to 4 qts.) Filter brand name rJ2/Jrv] $ , 35': 7) /19 r <>l- ;CH7=' .2t'ky{) r: /7 /) 11 lit' C......J I) "r"! 1'< (J!-.! (! <-t'v tJ rll/lc.{ r I /,' _ ,,,: 1'<' 1'1 ff CLASS IT - Pickuos ( tn-ton and 3/4-ton) (SO Units): A. B, Basic services $ /),.~ ^ Drain crank case, install new oil filter, (brand name ft?rl/'Z-c~ L hmv.... ), fill with oil (up to 7 quarts - lOW30), grease all fittings, lubricate hirtges and latches. Services check list Check, clean or replace air filter (brand name Check and fill transmission Check and fill brake fluid Check and fill differential Check and fill power steering fluid Check and fill windshield washer fluid Treat battery tenninals Check and clean crank case vent filter (replace if needed) Check all tires, inflate to proper pressure Check all belts and hoses Check wiper blades Check for oil leaks under vehicle Pllf'IV?i.~' L ; J~i~ / C. Extra oroducts (as needed) ) \lEer-WEO H. ~ 2. 7 2.\i\i1 If" ~GER c 1'A\US.~ Oil per quart Air filter element (12,000 miles) Crank case filter element Gear oil per pound Transmission fluid per quart Power steering fluid per pint Brake fluid per pint Windshield washer fluid per quart $ /-,'25 $ t. '2 r /;/fJL $ 2. lC ;;.,..; L- $ 7. h 1.jI...:r.~,; MI..7 $ 01h l,if:r~"lv)<"~ $ r-h_ $ $ D. Automatic transmission filterlfluid change (20,000 mile intervals or as needed - up to 4 qts.) Filter brand name PJ/9r>- $ . '7,)0 (-f./...... 7, '7 r /-11.'0/ tV i <./" If 3 f t)- CLASS ill - Trucks ll-ton throu2h 2-ton 16 & 8 cvlinder 1 28soline) (6 Units): A. B. Basic services $ I'/J ~ /, Drain crank case, install new oil filters, (brand name fr/,;;v2-- t,;L . h(~ ), fill with oil (up to 7 quarts - 10W30), grease all fittings, lubricate hinges and latches. Services check list " Check, clean or replace air filter (brand name )1<1'1"//7-"'; L Check and fill transmission Check and fill brake fluid Check and fill differential Check and fill power steering fluid Check and fill windshield washer fluid Treat battery terminals Check and clean crank case vent filter (replace if needed) Check all tires, inflate to proper pressure Check all belts and hoses Check wiper blades Check for oil leaks under vehicle C, A . ;-,.. ~"'j........~- ) RECE\\lEO rt.'P 2. 71\l\l1 crr'l. ~GER l'AlUS.~ C, Extra Droducts (as needed) Oil per quart Air filter element (12,000 miles) Crank case filter element Gear oil per pound Transmission fluid per quart Power steering fluid per pint Brake fluid per pint Windshield washer fluid per quart ..., r $ .1-, 7 J $ t.2) fflL $ ;:. S-v 1;/.1'- $ v 0 h, j;oj 111,,11/,;''/ "'Z.fZ;,-f--/X.~ J .(' 1 ,-'. $ Jf h I W 7:..._lv~.I, -z.J.J /h'~,d $ f.v - I I /<._ $ ,v/~ $ r'f,- D, Automatic transmission filterlfluid change (20,000 mile intervals o~s needed - up to 5 qts,) Filter brand name Ifl~ $ .___ 1\ 35: iJ //-1:f L CLASS IV - Trucks (I-ton throu2h 2-ton /6 & 8 cvlinder / diesel) (I2 Units): A. B. Basic services $ 30, J!2-- Drain crank case, install new oil filter (brand name ? e! tv I/~~ i/; L.. Fit ~-; ), fill with oil (up to 14 quarts - 15W40), grease all fittings, lubricate hinges and latches, Services check list 'I Check, clean or replace air filter (brand name V -i IVi~/ '!. (;,-~, )~ /,~-> , Check and fill transmission Check and fill brake fluid Check and fill differential Check and fill power steering fluid Check and fill windshield washer fluid Treat battery terminals Check and clean crank case vent filter (replace if needed) Check all tires, inflate to proper pressure Check all belts and hoses Check wiper blades Check for oil leaks under vehicle C. Extra products (as needed) Oil per quart Air filter element (12,000 miles) Crank case filter element Gear oil per pound Transmission fluid per quart Power steering fluid per pint Brake fluid per pint Windshield washer fluid per quart $ $ $ $ $ $ $ $ D. Automatic transmission filter/fluid change (20,000 mile intervals o}J\s needed - up to 8 qts.) Filter brand name rJ.~ $ ) RcC~\'\Icn tt~ '2. '1 2QQ\ -v~hGBR C~':-nt"'~S YJ-UU'"" '1 -;....-- ~. ) . /;, ~ ,- MIL- 2... sv d-t./f... 'I i/1t-o J -#- ,r/~ /,;,{"./ ] riJ~t-t.-- I I 7'1 r-'_.11 ./1' t- / d- If.. ,A"".., "2,;10 -('7~- )'/jc_ . IVic_ II/Ie....-- 3J~ U- J-1JL CLASS V - Trucks (2-112 ton and 3 ton /6 & 8 cvlinder Il!asoline) (14 Units): A. B. Basic services $ J-fJ.-8?- Drain crank case, install new oil filters, (brand name PG ,vfwi L Fit +--- ), fill with oil (up to 9 quarts - 10W30), grease all fittings, lubricate hinges and latches, Services check list Check, clean or replace air filter (brand name P..e 1'"/l2~ t~- L, Check and fill transmission Check and fill brake fluid Check and fill differential Check and fill power steering fluid Check and fill windshield washer fluid Treat battery terminals Check and clean crank case vent filter (replace if needed) Check all tires, inflate to proper pressure Check all belts and hoses Check wiper blades Check for oil leaks under vehicle C, Extra Droducts (as needed) Oil per quart Air filter element (12,000 miles) Crank case filter element Gear oil per pound Transmission fluid per quart Power steering fluid per pint Brake fluid per pint Windshield washer fluid per quart $ $ $ $ $ $ $ $ D. Automatic transmission filter/fluid change (20,000 mile intervals or as needed - up to 8 qts.) Filter brand name ~ $ "F-;;... ,1---__ ) RECE'\fEO FE.B 27 2001 CITY MANAGER , PARIS. TEXAS 2..u- /".2.)6".&L. ;"2-,f-t" tIt 'I :J Ih, / .:r,...,.-Iv~/< '2 ,SZ' 1'~v ,/ ( f.' I yr~ < /"v.,1.. /( 2, 2J" /J-/f.k I ' ) 'JVi~ 1'/)':- ,vi&- "35: 7)- ;J4'JL " CLASS VI - Trucks (2-1/2 ton and 3 ton 16 & 8 cvlinder / diesel) (16 Units): A. . Basic services One (1) oil filter $ Two (2) oil filters $ so :3 O. ,-:---- t1/# ~ Drain crank casei) install ne'1' oil filters, some engines require two filters (brand name I-e,. ,v,u,L H-tv>--:. ), fill with oil (up to 20 quarts- 15W 40), grease all fittings, lubricate hinges and latches. Services check list Check, clean or replace air filter (brand name P.el'> 1'1/ Z C ; L Check and fill transmission Check and fill brake fluid Check and fill differential Check and fill power steering fluid Check and fill windshield washer fluid Treat battery terminals Check and clean crank case vent filter (replace if needed) Check all tires, inflate to proper pressure Check all belts and hoses Check wiper blades Check for oil leaks under vehicle B. C. Extra Droducts (as needed) Oil per quart Air filter element (12,000 miles) Crank case filter element Gear oil per pound Transmission fluid per quart Power steering fluid per pint Brake fluid per pint Windshield washer fluid per quart $ $ $ $ $ $ $ $ D. Automatic transmission filterlfluid change (20,000 mile intervals or as needed - up to 20 qts.) Filter brand name FIt ~ $ . f-/~ ) RECEIVED FEB 27 2001 CITY MANAGER . PARIS. TEXAS ."> ~,/" L'.. '"') Ie) fr J<7.fL 7_.5-"" 1/-'/ J ,'j r/ h ..:r;,..-? /v-.r.; 2. .'0 .7fT'" rj- ",,':/v:I..'1 '7 '.1.,)#1<... , 11 ~s:- .d4JL Note: This class contains approximately 16 vehicles, 8 of which will require one (1) oil filter. CLASS VII - Refuse Trucks and Street SweeDen Service Cleaninl! EauiDment (diesel) (14 Units): A. B, Basic services $ ~. sy, Drain crank ca~e, install new oil filters, (some engines require two filters) (brand name ,t vol /2-0:' i/... rl-./I-- ), fill with oil (up to 20 quarts - 15W 40), grease all fittings, lubricate hinges and latches. 5'0 --'1.- Rear power Uniton sweeper & sewer equipment $ ..;) . Drain crank case, install new oil filter, (brand name Pe,"'r't."il. FI-A--' ) fill with oil up to 12 quarts, 15W 40, grease all fittings, lubricate hinges and latches, Services check list DO NOT SERVICE AIR FILTER Check and fill transmission Check and fill brake fluid Check and fill differential Check and fill power steering fluid Check and fill windshield washer fluid Treat battery tenninals Check and clean crank case vent filter (replace if needed) Check all tires, inflate to proper pressure Check all belts and hoses Check wiper blades Check for oil leaks under vehicle C, Extra Droducts (as needed) ",~t.~\\l~\) ~1 '/.'U'U\ ~t.'O ~p..G-e.~ C~ ~ ,\~'/J'>S V~S. Oil per quart Crank case filter element Gear oil per pound Transmission fluid per quart Power steering fluid per pint Brake fluid per pint Windshield washer fluid per quart $ '2. ) r $ 1..)0 IMf l.- . $ vi h, /}L J;lv.c/.8',,-:!) 2,5"' ~ $ ';J~ T<> J sf #rI,)<~>1 2 ;s-.4fJ,..:-. , I $ r/}L $ ,./I/~ $ jV I~ , D. Automatic transmission filter/fluid change (20,000 mile intervals ~r ll:sJleed~d - up to 20 qts.) Filter brand name /J %/tfw J ,v $ -.51. 2!