Okanogan County Transit Authority
REQUEST FOR BID:
VEHICLE MAINTENANCE and REPAIRS
Omak-Okanogan, WA
BID DUE DATE: June 30, 2015
5:00pm
Okanogan County Transit Authority, is requesting sealed bids for Regular Scheduled preventative
Maintenance, Inspections and Unscheduled Vehicle Repairs. Okanogan County Transit Authority intends to
enter into a Vehicle Maintenance Service Agreement for one year with the winning bidder with options to
extend.
Sealed Bids are to be delivered to the:
Okanogan County Transit Authority
Attn: Request for Bid – Vehicle Maintenance and Repair
307 S Main #4
Omak, WA 98841
If you prefer to mail your responses, they can be mailed to:
Okanogan County Transit Authority
Attn: Request for Bid – Vehicle Maintenance and Repair
208 S Main #7
Omak, WA 98841
Okanogan County Transit Authority (OCTA) is a public and special needs transportation provider. OCTA’s
local service area is Okanogan County, and may extend beyond the county line for vanpools. Services are
funded through public funds and contracts with the Washington State DOT and other agencies. OCTA’s
initial fleet will travel more than 40,000 annually and is expected to grow rapidly within the first 3 years of
service.
OCTA’s goal is to maximize the useful life and control obsolescence of its rolling stock assets by
implementing industry best maintenance practices, resources and vendor provided technology.
The following factors, in combination, but not limited to, will be considered in awarding business. The listing
hereunder is not listed in the order of importance:
A.
B.
C.
D.
E.
F.
G.
Experience of bidder maintaining this vehicle classification
Ability of bidder to render satisfactory service
Prices
Bidding firm’s previous record of performance and service
References for like service
Inventory Management
Record Keeping/Maintenance and Service Tracking
OCTA’s maintenance program emphasizes preventive rather than reactive maintenance to minimize
expensive repairs and unexpected breakdowns. OCTA’s graduated preventative maintenance program is
based on the manufacturer’s recommendations as well as special conditions in our local service area.
OCTA’s maintenance program includes periodic preventative maintenance inspections and services
completed at intervals developed for each vehicle type. OCTA’s fleet includes three low floor cutaway
vehicles (ARBOC Chevrolet 09-14 Express 14 passenger), and will likely include five passenger para-transit
cut-away buses mounted on Ford E-450 chassis , in addition to 10 passenger vanpool vehicles, and a staff
vehicle. In the first 3 years, we anticipate purchasing an additional five vehicles per year. All service
vehicles will be equipped with ADA lifts or ramps. Please see schedule A (attached) for maintenance
schedules.
INSTRUCTIONS TO BIDDERS
PREPARATION OF BID
LETTER OF INTENT TO BID
A letter of intent to bid may be submitted. Letters are to be submitted by June 20, 2015 at 5:00pm PST. A
Letter of Intent to Bid is not a requirement. Letter of Intent to Bid should provide the following information:
Company Name, Contact Person, Address, Phone Number, and email address.
QUESTIONS ON THE REQUEST FOR BID
Any questions must be submitted prior to 5PM PST
on
submitted in writing to:
Okanogan County Transit Authority
Attn: Request for Bid – Vehicle Maintenance and Repair
208 S Main #7
Omak, WA 98841
June 20, 2015
and
Answers will be provided to all companies that have submitted a Letter of Intent to Bid. Answers will be
provided in writing by Kelly Scalf.
FORMAT
Bids must be submitted on the forms provided in this document, portions of which may be copied if required.
Bid forms may be typewritten or filled out in ink. Bid forms must be signed in ink by an authorized
representative. Incomplete bids will be rejected unless such omissions do not materially affect the bid itself.
TELEX OR FACSIMILE BIDS WILL NOT BE ACCEPTED.
WITHDRAWL OR MODIFICATIONS OF BID
1. Prior to submittal, bid changes or modifications shall be initialed in ink by an authorized company
representative.
2. After submittal, a bidder may withdraw his bid any time prior to specified bid opening date, if such a
request is submitted in writing.
3. All bids received by BID DUE DATE shall not be altered, amended, or withdrawn.
AGREEMENT INFORMATION
Your bid response becomes an agreement when officially accepted by OCTA. OCTA intends to utilize the
selected bidder for all services for which the bidder has elected to provide pricing and is capable of
providing the service.
RESPONSIBILITIES
Bidder shall examine and understand this entire document and seek clarification if needed. Negligence in
preparing a bid does not constitute the right of withdrawal after BID DUE DATE.
After bid selection, OCTA will notify the selected organization of OCTA’s intent to enter into a maintenance
service agreement. After notification, OCTA will present a maintenance service agreement to the selected
organization using the bid prices submitted by the selected organization, and such other material terms as
OCTA shall require, including insurance and indemnification requirements. Cancellation of the maintenance
service agreement may be made upon thirty (30) days written notice by either party, giving just cause for
cancellation. OCTA reserves the right to initiate cancellation upon non-compliance regarding service not
meeting quality, timeliness or pricing.
The Service Costs Forms (Appendix A and B) are to be filled out by each bidder, and are not all inclusive of
all the services that may be provided by the successful bidder. If bidder does not provide items included in
the list, please indicate with “N/A”. Electronic versions of the Form may be provided upon request by bidder.
All columns are to be completed. Failure to comply may be cause for rejection.
OCTA reserves the right to reject any or all bids, including without limitation, nonconforming, nonresponsive,
or conditional bids. OCTA also reserves the right to reject the bid of any bidder whom it finds, after
reasonable inquiry and evaluation, to be non-responsible. OCTA also reserves the right to waive all
informalities not involving price or time. OCTA may conduct such investigation as OCTA deems necessary
to establish responsibility or qualifications of a bidder.
Vendor Name:
OKANOGAN COUNTY TRANSIT AUTHORITY BID FORM
Address:
City/State/Zip:
Contact Person:
Phone #:
Email address:
Describe your past experience in providing the service to include delivery and competitive cost.
Provide three references for your past experience.
Company Name:
Address:
City/State/Zip:
Contact Person:
Phone #:
Company Name:
Address:
City/State/Zip:
Contact Person:
Phone #:
Company Name:
Address:
City/State/Zip:
Contact Person:
Phone #:
A) Provide a description of your ability to accommodate unscheduled or off-hour service.
B) List all Locations where service may be provided within Okanogan County.
C) Provide a description of any software that you may use to track maintenance services and/or order
and track inventory. Please Identify if there is additional cost associated with maintaining
maintenance documentation for each vehicle.
D) Okanogan County Transit Authority makes positive efforts to utilize small businesses, minorityowned firms, and women’s business enterprises, whenever possible.
a. Indicate if you are a small business or a minority or women-owned business.
b.
No
Yes
If you check “Yes”, please explain
E) For the Preventative Maintenance checklists provided in appendix “A”, please provide itemized
costs for each service item such as; Oil Change, Transmission Service, Fuel Filter service etc. and
also costs for the listed inspection items included on each checklist. It is not necessary to list
pricing for each inspection item separately, inspection items may be grouped together and pricing
provided as one line item.
F) For the Items listed in appendix “B” please provide Labor and estimated parts costs. Please
provide itemized lists of normal replacement items associated with these repairs. It is understood
that additional items may need replacement at additional costs if additional defects are discovered.
APPENDIX A
MAINTENANCE CHECKLISTS
Chevrolet Cut-Away “A” Service – 5000 Miles
Chevrolet Cut-Away “B” Service – 15,000 Miles
Chevrolet Cut-Away “C” Service – 30,000 Miles
Chevrolet Cut-Away “D” Service – 45,000 Miles
Chevrolet Cut-Away “E” Service – 60,000 Miles
Chevrolet Cut-Away “F” Service – 100,000 Miles
APPENDIX B
COMMON REPAIRS
TROUBLESHOOTING
HOURLY RATES
Please provide parts and labor estimates for the common repairs listed below for the
listed models:
ARBOC Chevrolet 09-14 Express
Items:
1)
2)
3)
4)
Brakes - Front Axle
Brakes – Rear axle
Fuel Pump replacement
Front end rebuild:
Lower Ball joints
Control arm bushings
Tie Rod ends
5) Front end alignment
6) Drive Line
a. Single Universal Joint replacement
b. Complete Drive Line rebuild
7) Tires
a. Tire Pricing
b. Mounting & Balancing
c. Warranty
Please provide hourly labor rates for the following:
1)
2)
3)
4)
Diagnostics
Electrical repairs
Troubleshooting
Nonstandard repairs
a. Seating
b. Restraints
c. Shift linkage
d. Steering
This form must be completed and returned with the bid.
Certification Regarding Debarment, Suspension, and Other
Responsibility Matters - Primary Covered Transactions
This certification is required by the regulations implementing Executive Order 12549, Debarment and
Suspension, 7 CFR Part 3017, Section 3017.510, Participants' responsibilities. The regulations were
published as Part IV of the January 30, 1989, Federal Register (pages 4722-4733). Copies of the
regulations may be obtained by contacting the Department of Agriculture agency offering the proposed
covered transaction.
(1) The prospective primary participant certifies to the best of its knowledge and belief, that it and its
principals:
(a) are not presently debarred, suspended, proposed for debarment, declared ineligible, or
voluntarily excluded from covered transactions by any Federal department or agency;
(b) have not within a three-year period preceding this proposal been convicted of or had a civil
judgment rendered against them for commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public (Federal, State or Local)
transaction or contract under a public transaction; violation of Federal or State antitrust
statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, or receiving stolen property;
(c) are not presently indicted for or otherwise criminally or civilly charged by a governmental
entity (Federal, State or Local) with commission of any of the offenses enumerated in
paragraph (1)(b) of this certification; and
(d) have not within a three-year period preceding this application/proposal had one or more public
transactions (Federal, State or Local) terminated for cause or default.
(2) Where the prospective primary participant is unable to certify to any of the statements in this
certification, such prospective participant shall attach an explanation to this proposal.
INSTRUCTIONS FOR CERTIFICATION
1.
By signing and submitting this form, the prospective primary participant is providing the
certification set out on the reverse side in accordance with these instructions.
2. The inability of a person to provide the certification required below will not necessarily result in
denial of participation in this covered transaction. The prospective participant shall submit an
explanation of why it cannot provide the certification set out on this form. The certification or
explanation will be considered in connection with the department or agency's determination
whether to enter into this transaction. However, failure of the prospective primary participant to
furnish a certification or an explanation shall disqualify such person from participation in this
transaction.
3. The certification in this clause is a material representation of fact upon which reliance was placed
when the department or agency determined to enter into this transaction. If it is later determined
that the prospective primary participant knowingly rendered an erroneous certification, in addition
to other remedies available to the Federal Government, the department or agency may terminate
this transaction for cause or default.
4. The prospective primary participant shall provide immediate written notice to the department or
agency to whom this proposal is submitted if at any time the prospective primary participant learns
that its certification was erroneous when submitted or has become erroneous by reason of changed
circumstances.
5. The terms "covered transaction," "debarred," "suspended," "ineligible," "lower tier covered
transaction," "participant," "person," "primary covered transaction," "principal," "proposal," and
"voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and
Coverage sections of the rules implementing Executive Order 12549. You may contact the
department or agency to which this proposal is being submitted for assistance in obtaining a copy
of those regulations.
6. The prospective primary participant agrees by submitting this form that, should the proposed
covered transaction be entered into, it shall not knowingly enter into any lower tier covered
transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded
from participation in this covered transaction, unless authorized by the department or agency
entering into this transaction.
7. The prospective primary participant further agrees by submitting this form that it will include this
clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary
Exclusion - Lower Tier Covered Transactions," provided by the department or agency entering
into this covered transaction, without modification, in all lower tier covered transactions and in all
solicitations for lower tier covered transactions.
8. A participant in a covered transaction may rely upon a certification of a prospective participant in
a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily
excluded from the covered transaction, unless it knows that the certification is erroneous. A
participant may decide the method and frequency by which it determines the eligibility of its
principals. Each participant may, but is not required to, check the Nonprocurement List.
9. Nothing contained in the foregoing shall be construed to require establishment of a system of
records in order to render in good faith the certification required by this clause. The knowledge
and information of a participant is not required to exceed that which is normally possessed by a
prudent person in the ordinary course of business dealings.
10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a
covered transaction knowingly enters into a lower tier covered transaction with a person who is
suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in
addition to other remedies available to the Federal Government, the department or agency may
terminate this transaction for cause or default.