06-C Vehicle Maintenance AgmtMimomHoum
To: Michael E. Malone, City Manager
From: Terry Townsend, Public Works Director
5ubject: Bid Tabulation, Vehicle Servicing
Date: March 5, 2002
Attached is the bid tabulation for vehicle servicing. Seven (7) bids were distributed with only
two (2) bids received, each meeting the specifications.
After cazefully reviewing each bid with special emphasis placed on basic services for each
vehicle, it is our recommendation Yhat the most advantageous bid far the Ciry of Paris would
be the low bidder, Paris Ford Lincoln Mercury, Inc., 3411 N.E. Loop 286, Paris, Texas,
for a 1-year contract beginning March 12, 2002.
One (1) basic service was computed for each ofthe 162 units. The combined class totals
were used to deternvne the low bid.
Funds are available in the 2001-2002 Public Works Budget, Account #0206.
erry Towvsend, Public Warks irector
/as
Attachment - Bid Tabulations
DEPARTMENT OF PUBLIC WORKS
2002 BID TABULATION
VEHICLE SERVICE
One (1) oil change for entire fleet, Classes 1-7
(covering 162 units)
Class
Total
Vehicles
1
40
2
66
3
7
4
2
5
S
6
13 (1) oil filter
8 (2) oil filters
7
11
7
Paris Ford Lincoln Mercury
Quik & EZ Lube
Cast per
Unit
Total Cost
Cost per
Unit
Total Cost
$12.25
$490.00
$15.50
$620.00
$13.25
$874.50
$15.50
$1023.00
$16.50
$115.50
$19.50
$136.50
$27.50
$55.00
$30.50
$61.00
$17.50
$140.00
$20.50
$164.00
$27.50/1
$35.50/2
$357.50
$284.00
$31.00/1
$42.00/2
$403.00
$336.00
$47.50/11
$27.50
$522.50
$192.50
$52.50/R
$31.50
$577.50
$220.50
TOTAL $3,031.50
TOTAL $3,541.50
DRAFT
J:Wttorney~isa~esolntionsACiJRRENTVVelricle Maint 2002 Awartl Res.wptl
March 9, 2002
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PARIS,
PARIS, TEXAS, APPROVING AND AUTHORIZING A CONTRACT WITH
PARIS FOR LINCOLN MERCURY, INC. FOR THE FURNISHING OF
LABORAND MATERIALS FOR SERVICING CITY OF PARIS VEHICLES;
MAHING OTHER FINDINGS AND PROVISIONS RELATED TO THE
SUBJECT; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Council of the City of Paris did heretofore, on the l lth day of
February, 2002, in Resolution No. 2002-031, authorize the advertisement for bids far the purchase
of labor and materials for servicing City of Paris vehicles, which bids were received unti13:00 o'clock
p.m., Tuesday, the Sth day of March, 2002; and,
WHEREAS, the best bid for such service was made by Paris Ford Lincoln Mercury, Inc. of
Paris, Texas, and it should be awarded the bid for providing such service; and,
WHEREAS, the form ofthe Vehicle Maintenance Agreement, attached hereto as Exhibit A,
should, in all things, be approved, and the Mayor 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 Paris Ford Lincoln Mercury, Inc. for furnishing of labor and
materials and performing all wark required for servicing City of Paris vehicles be, and the same is
hereby, accepted and let, conditioned upon said contractor meeting all ofthe 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. Thatthe Mayor be, and he is hereby, authorized and directed to execute, on behalf
of the City of Paris, the Vehicle Maintenance Agreement with Paris Ford Lincoln Mercury, Inc.,
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 l lth day of March, 2002.
Michael J. Pfiester, Mayor
ATTEST:
Thomas E. Haynes, Assistant City Clerk
APPROVED AS TO FORM:
Larry W. Schenk, City Attorney
INVITATION FOR BIDS
FOR FURNISHING AND DELIVERING
QUOTATIONS FOR
VEHICLE SERVICE
FOR
THE CITY OF PARIS
CITY OF PARIS
PARIS, TEXAS
FEBRUARY, 2002
PUBLISH DATES: February 17, 2002
February 24, 2002
NOTICE TO BIDDERS
TheCity ofPariswillreceivesealedbidsatthe0fficeoftheCityManager,City ofParis,1351"S.E.,
P.O. Box 9037, Paris, Texas 75461-9037, for furnishing and delivery of vehicle services to the
City of Paris.
Bids will be received until 3:00 p.m., Tuesday, March 5, 2002, at which time all bids received will
be publicly opened, read aloud, tabulated, and forwazded to the City Manager. All bids will then be
referred to the City Council for consideration. All bids must be submitted on City of Paris bid
torm(s).
Information, specifications, and bid forms may be obtained at the Office of the City Manager, City
Hall, 135 SE 1" Street, Paris, Texas, telephone (903) 784-9202.
The City of Paris reserves the right to reject any or all bids, to waive any informality in bidding, and
to awazd the bid as may be advantageous to the City.
Those submittingbids aze notified of City exemption &om otherwise applicable sales and excise taxes.
Delivery time may be a consideration in the awarding of this bid.
Mattie Cunningham
City Clerk
INSTRUCTIONS TO BIDDERS
Place completed bid in envelope, together with any descriptive material or information. Seal
envelope and mazk envelope outside "Bid for vehicle service:" Retum envelope thus mazked to
the Office of the City Manager, City oi Paris, Post Office Box 9037 Paris, Texas 75461-9037
(135 S.E. 1" Street) no later than 3:00 P.M. on Tuesday, March 5, 2002 at which time all bids
received will be publicly opened, read aloud, tabulated, and fonvazded to the City Manager. All
bids will then be refened to the City Council for consideration.
All bids must be submitted on City of Paris bid form(s). All blanks on bid form must be
fu11y comnleted, including delivery time, brand name, model number and/or series number,
and bid price(s).
Delivery time may be a consideration in the awarding of this bid.
Those submitting bids are notif►ed or city exemption from otherwise applicable sales and
excise taxes.
CITY OF PARIS BID FORM
TO: CITY NIANAGF,R/NIAYOR
C1TY OF PAR[S
POST OFFICE BOX 9037
PARIS, TEXAS 75461-9037
FROM:
PARIS FORD L-M
(Name of Bidder)
3411 N. E. LOOP 286
PARIS, TEXAS 75460
(Bidder's Address)
(Bidder's Address)
(I) (We) hereby offer to sell and perform to ihe City of Paris, Texas as outlined in the
speciFications, includina Vehicle Class 1 through Class 7 as show•n in the oriainal proposal for the
price as indicated for each class of vehicle.
DEVIATIONS BELOW PREPARED SPECIFICATIO\S 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 paR of this
bid packet.
Submitted the 5 day of MaxCx , 2002.
~ v
!li ~reitN-4'R
Sigiature and itle of Person Submitting B d
Telephone No.
~~~H9BIT A J
SPEC[EICATIONS AND QUOTATIONS
i FOR
VEHICLE 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 Ci[y of Paris fleet
includes I.H. Corporation, General Motors Corporation, Ford Motor Company, and Chrysler
Corporation vehicles.
These service quotes sha(1 be valid for a period of twelve (12) months from date bids arz awarded.
Oit shall meet or erceed factory recommendations for service classiFication and viscosity or A.P.I.
specifications. OiI for all police cars shall be 5W-30 with A.P.I. specification 3J-3H-SG-CC-
CD. All other gasoline-powered vehicles shall be serviced with lOW-30 with A.P.I.
specifications SJ-SH-SG-CGCD. All diesel-powered vehicles shall be serviced with 1 SW-40
with A.P.I. specifications CD-CDII-CE-2-CF-4-CG4-CH4.
All air fiiters, oil filtzrs, fuel filters and transmission filters must meet or exceed original equipment
manufacture's performance standards. Successful bidder must fumish filter manufacturer's
literature confirming compliance with OEM standards.
Brand name of filters bid: MOTORCRAFT, PRONTO
Automatic transmission fluid shall be Dextron II or Dextron ITI
Heavy dury gear box oil SAE 90W, GLS preferred.
Multi-purpose chassis lubricant 4VLG #2 grade.
All oil and grzase shall meet or exceed manufacturer's recommendations.
Police vehicles shali 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 azea.
Any advertised specials, free gifts or services will not be considered as a part of vendor's bid.
Servicing of vehicles/equipment shall be completed within a 15 minute time frame from arrival
time (30 minutes for sweepers and refuse trucks).
The vender will be responsi6le For [heir 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 suppiies
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 1- FU[ I SIZE SEDAN ( 6& 8 CYLIPIDER ) (40 Units):
A. Bnsic services
Drain cran{: case, install new oil filter, (brand name MoTORCRAFT fill
with oil (up to 5 quarts - 5W30 police vehicles; all other vehicles 1OW30), grease all
fittings, lubricate hinges and latches.
B. Services check list
Check, clean or replace air filter (brand name MoTOaCRAFT
~
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
RECEIVED
Treat battery terminals
Check and clean crank case vent filter (replace if needed)
MAR U 5 2002
Check all tires, inflate to proper pressure
Check all belts and hoses
C[TY NIANAGER
Check wiper blades
PARis, TEXAS
Check for oil leaks under vehicle
C. Extra products (as needed)
Oil per quart
Air filrer element (12,000 miles)
Crank case filter element
Gear oil per potimd
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 4 qts.)
Fiiter brand name MOTORCRAFT
WITH MERCON V
$12.25
$ 1.80
$ 4.80 BASE
~ 2.25 BASE
$ UP TO 111 INCL. AFTER 1.50 per If
$ UP T0 1!/ INCL. AFTER 1.50 per QT.
N/C
S x/c
$ N/C
> 29.95
$ 39.95
CLASS 2- Pickuos ( 1/2-ton and 3/4-ton) f66 Unitsl:
A. Basic services S 13.25
Drain crank case, install new oil filter, (brand name MOTORCRAFT
with oil (up to 7 quarts - 1OW30), grease all fittings, lubricate hinges and
latches.
B. Services check list
Check, clean or replace air filter (hrand name MoTORCRAFT
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 ifneeded)
Check all tires, inflate to proper pressure
Check all belts and hoses
Check wiper blades
Check for oil leaks under vehicle
fill
RECEIVED
MAR 0 5 2002
CITY MANAGER
°ARIS. 3'EXAS
C. Ectra Qroducts (as needed)
Oil per quaR
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
$ 1.80
$ 4.80 BASE
$ 2.25 BASE
~ UP TO 1!I INCL. AFTER 1.50 PER !1
$ UP TO 1 qt. INCL AFTER 1.50 PER QT
$ N/C
$ N/c
$ N/C
D. Automatic transmission filtedfluid change
(20,000 mile intervals or as needed - up to 4 qts.)
Filter brand name MOTORCRAFT $ 32.95
WITH MERCON" V $42.95
CLASS 3- Trucks (1-ton throueh 2-ton / 6& 8 cylinder / easoline) (7 Units):
A. Basic services
16.50
Drain crank case, install new oil filters, (brand name MoTORCRAFT fiil
with oil (up to 7 quar[s - 1OW30), gease all fittings, lubricate hinges and
latches.
B. Services check list
Check, ciean or replace air filter (brand name MOTORCRAFT
Check and fll transmission
Check and £ill brake fluid
Check and fill difFerential
Check and fill power steering fluid
Check and fill windshield washer fluid RECEIVED
Treat battery terminals
Check and clean crank case vent filter (replace if needed) MAR 0 5 2002
Check all tires, inflate to proper pressure
Check all belts and hoses CITY MANAGER
Check wiper blades .°.4A!S,?EX,AS
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
GVindshield washer fluid per quart
S 1.80
5 4.80 BASE
$ 2.25 BASE
S UP TO lll INCL. 1.50 PER If AFTER
S UP TO 1 QT. INCL 1.50 PER QT. AFTER
S N/C
D. Automatic transmission filter/fluid change
(20,000 mile intervals or as needed - up to 5 qts.)
Filter brand name rto oxexnFT _ ~ 32.95
CLASS 4- Trucks (1-ton throuEh 2-ton / 6& 8 cylinder / diesel) (2 Units):
A.
B.
C.
Basic services
$ 27.50
Drain crank case, instail new oil filter (brand name MoTORCxaFT
with oil (up to 14 quarts - 15W40), grease all fittings, lubricate hinges and
latches.
Services check list
Check, clean or repiace air filter (brand name MOTORCRAFT )
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
F,xtra 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 steerina, 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 MOTORCRAFT
fill
RECEIVED
MaR o s 2002
CITY AtiAIVAGER
PARIS, TEXAS
5 1.80
~ 4.80 BASE
~ 2.25 BASE
$ i]P TO l# INCL. AFTER 1.50 PER ll
$ UP TO 1 qt.INCL AFTER 1.50 PER QT.
$ N/C
$ N/C
$ N/C
32.95 BASE
CLASS 5- Trucks (2-1/2 ton and 3 ton / 6& 8 cvlinder / gasoline itsl:
A.
Basic services
17.50
B.
C.
Drain crank case, install new oil filters,
(brand name MOTORCRAFT fill with oi] (up to 9 quarts -
lOW'30), grease all fittings, lubricate hinges and latches.
Services check list
Check, clean or replace air filter (brand name MoTORCxAFT
)
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
RECEIVED
Check and clean crank case vent filter (replace if needed)
Check all tires, inflate to proper pressure
MAR 0
5 Z~OZ
Check all belts and hoses
Check wiper blades
CITY MANAGER
Check for oil leaks under vehicle
pARIS, TEXAS
Extra products (as needed)
Oil per quart
Air filter element (12,000 miles)
Cranl: 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
$ 1.80
$ 4.80 BASE
5 2.25 SASE
S UP TO 14 INCL. AFTER 1.50 PER fi
$UP TO 1 qt. INCL AFTER 1.50 PER QT.
$ N/C
$ N/C
$ N/C
D. Automatic transmission filtedfluid change
(20,000 mile intervals or as needed - up to 8 qts.)
Filter brand name MOTORCRAFT $ 32.95 SASE
CLASS 6- Trucks (2-1/2 ton and 3 ton ! 6& S cylinder / diesel) (21 Units):
A. Basic services One (1) oil filter $ 27.50
Two (2) oil filters $ 35.50
Drain crank case, install new oil filters, some engines require two filters
(brand name MOTORCRAFT, PRONTO fill with oil (Up to 20 quarts -
15W40), grease all fittings, lubricate hinges and latches.
B. Services check list
Check, clean or replace air filter (brand name MOTORCRAFT, PRONTO
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
p
!l E~+
EIVED
Check and clean crank case vent filter (replace if needed)
Check all tires, inflate to proper pressure
MAR U 5 2002
Check all belts and hoses
CITY
NAGER
Check wiper blades
P ~
EXAS
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
S 1.80
S 9,00 SASE
$ 2.25 BASE
S IfP TO 1(/ 7NGL. _ AFTER 1.50 PER #
~ UP TO 1 qt. INCL. AFTER 1.50 PER QT.
$ NIC
$ N/C
S N/C
D. Automatic transmission filter/fluid change
(20,000 mile intervals or as needed - up to 20 qts.)
Filter brand name MOTORCRAFT $ 32.95 $ASE
CLASS 7- Refuse Trucks and Street Sweepers Service Cleaninp Equipmeot (diesel)
18 Units : i
A. Basic services
$ 47.50
Drain crank case, install new oil filters, (some engines require two filters)
(brand name MOTORCRAFT, PRONTO fill with oil (up to 20 quarts -
15 W40), grease all fittings, lubricate hinges and latches.
Rear power Uniton sweeper & sewer equipment $ 27 : 50
Drain crank case, install new oil filter, (brand name rtoTORCRAFT fill with oil
up to 12 quarts, 15W 40, gease all fittings, lubricate hinges and latches.
B. Services check list
DO NOT SERVICE Afft 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 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
RECEIVED
MaR u s 2002
CITY MANAGER
PARIS, 7'EaAS
C. Extra aroducts (as needed)
Oil per quart
Crank case filter element
Gear oil per pound
Transmission fluid per quazt
Power steering fluid per pint
Brake fluid per pint
Windshield washer fluid per quart
$ 1.80
$ 2.25 BASE
$ UP TO lU INCL. ?.FTER 1.50 PER #
$ UP TO 1 qt. INCL. AFTER 1.50 PER QT.
$ N/C
$ x/c
$ N/C
D. Automatic transmission filtedfluid change
(20,000 mile intervals or as needed - up to 20 qts.)
Filter brand name BA~W N. PRONTO $ 57.95