Request For Proposal Vehicle Repair & Maintenance Services Project No. 2014-010 June 9, 2014
Request For Proposal Vehicle Repair & Maintenance Services Project No. 2014-010 June 9, 2014
Request For Proposal Vehicle Repair & Maintenance Services Project No. 2014-010 June 9, 2014
Village of Pinecrest
12645 Pinecrest Parkway
Pinecrest, Florida 33156
www.pinecrest-fl.gov/BIDS
VEHICLE REPAIR AND MAINTENANCE SERVICES
PROJECT NO. 2014-010
Sealed proposals will be received at the Office of the Village Manager, Village of Pinecrest
12645 Pinecrest Parkway, Pinecrest, Florida 33156, until 10:00 a.m. on Tuesday, July 8,
2014, at which time they will be opened and publicly read. Any proposals received after the
time specified will not be accepted.
The proposals shall be based on the furnishing of all material, labor and equipment in
connection with vehicle repair and maintenance services for the Village of Pinecrest in
complete and strict accordance with specifications in the Request for Proposals Packet.
The Village of Pinecrest reserves the right to waive informalities in any proposal, delete any
proposal item in the project or extend the project within the limits of the work involved. The
Village of Pinecrest reserves the right to accept or reject any or all proposals.
1.1 BACKGROUND
The Village of Pinecrest, Florida is inviting the submission of proposals from qualified
vendors to furnish all material, labor, and equipment in performing all operations
necessary in connection with the repair and maintenance of Village of Pinecrest
vehicles.
1.3 ELIGIBILITY
To be eligible to respond to this RFP, the Proposer must have a valid occupational
license and any other required licenses to perform vehicle repairs in Miami-Dade
County and the State of Florida. Interested facilities must have all of their mechanics
with ASE (Automotive Service Excellence) Certification.
You are hereby advised that this Request for Proposal is subject to the “Cone of
Silence,” in accordance with Section 2-11.1(t)(a) of the Code of Miami-Dade County.
From the time of advertising until the Village Manager issues her recommendation, there
is a prohibition on communication with the Village’s professional staff. The Cone of
Silence does not apply to oral communications at pre-bid conferences, oral
presentations before evaluation committees, contract discussions during any duly
noticed public meeting, public presentations made to the Village Council during any
duly noticed public meeting, contract negotiations with the staff following the award of
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Vehicle Repair & Maintenance Services
Project No. 2014-010
an RFP, RFQ, RFLI or bid by the Village Council, or communications in writing at any
time with any Village employee, official or member of the Village Council unless
specifically prohibited. A copy of all written communications must be filed with the
Village Manager. Violation of these provisions by any particular bidder or proposer
shall render any RFP award, RFQ award, RFLI award, or bid award to said bidder or
proposer void, and said bidder or proposer shall not be considered for any RFP, RFQ,
RFLI or bid for a contract for the provision of goods or services for a period of one year.
All questions regarding this RFP must be submitted in writing no less than five (5)
business days before the proposal due date. All questions and comments should be
directed to the Administrative Services Manager, Angela Gasca, at agasca@pinecrest-
fl.gov. Answers to all submitted questions will be posted on the Village’s web site,
www.pinecrest-fl.gov/BIDS.
1.5 CERTIFICATION
By offering a submission to this Request for Proposal the proposer certifies the
proposer has not divulged to, discussed or compared his proposal with other
proposals and has not colluded with any other proposer or parties to this proposal
whatever. Also, proposer certifies, and in the case of a joint proposal each party
thereto certifies as to his own organization, in connection with this proposal:
A. Any prices and/or cost data submitted have been arrived at
independently, without consultation, communication, or agreement, for the
purpose of restricting competition, as to any matter relating to such prices
and/or cost data, with any other proposer or with any competitor;
B. Any prices and/or cost data quoted for this proposal have not been
knowingly disclosed by the proposer and will not knowingly be
disclosed by the proposer prior to the scheduled opening, directly or
indirectly to any other proposer or to any competitor;
C. No attempt has been made or will be made by the proposer to induce any
other person or firm to submit or not to submit a proposal for the purpose of
restricting competition;
D. The only person or persons interested in this bid as principal or principals
is/are named therein and that no person other than therein mentioned has
any interest in this bid or in the contract to be entered into; and brokerage, or
contingent fee excepting bona fide employees or established commercial
agencies maintained by the purchaser for the purpose of doing business.
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1.6 PUBLIC RECORDS
Florida law provides that municipal records shall at all times be open for inspection
by any person under §119, F.S., as amended from time to time; The Public Records
law. Information and materials received by the Village in connection with responses
shall be deemed to be public records subject to public inspection.
The Village reserves the right to retain all Proposals submitted and to use any ideas
contained in a Proposal, regardless of whether that firm is selected.
Any proposal may be withdrawn up until 10:00 a.m., Tuesday, July 8, 2014.
Any proposals not so withdrawn before the opening date shall constitute an
irrevocable offer for a period of ninety (90) days to provide the services set forth in
the proposal.
Sealed proposals must be received no later than 10:00 a.m. local time on
Tuesday, July 8, 2014 at 12645 Pinecrest Parkway. Each sealed proposal should
be clearly marked and identified as follows:
Village of Pinecrest
12645 Pinecrest Parkway
Pinecrest, Florida 33156
"VEHICLE REPAIR & MAINTENANCE SERVICES"
Each proposer shall submit one (1) original, one (1) copy and one (1) digital (CD or
USB Flash Drive in pdf format) proposal.
The responsibility for submitting this proposal and its receipt on or before the stated
time and date will be solely and strictly the responsibility of the proposer. The
Village is in no way responsible for delays caused by any delivery system or caused
by any other occurrence. Proposals received after the exact time and date stipulated
above shall be considered non-responsive.
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1.10 VILLAGE OPTIONS
The Village reserves and holds at its sole discretion the right and option to award a
Contract(s) for the provision of vehicle repair and maintenance services. The Village
Manager will report to the Village Council whether or not a contract award(s) is/are
recommended.
The Village also reserves and holds at its sole discretion the following rights and options:
To issue addenda/clarification to this RFP.
To reject or accept any and all proposals.
To issue subsequent RFP.
To enter into contract negotiations.
To wave technicalities.
The Village intends to select and make a recommendation for award of a contract to
the Village Council. There is no obligation on the part of the Village to award the
contract to the lowest proposer (least cost to the Village). The Village further reserves the
right to award the contract to the most responsible proposer submitting a proposal
which is most advantageous and in the best interest of the Village. The Village shall
be the sole judge of the proposal that is/are in its best interest, and its decision is final.
The term of the contract shall be in accordance with the time requirements as set forth in
this RFP Section 2.4 TERM.
All proposers will be e-mailed, at the time of tentative successful proposal selection, a
notification of said selection.
1.13 NON-ASSIGNMENT
The contractor shall not assign, transfer, convey, or otherwise hypothecate any
interest, rights, duties, or obligations it will have under the contract to be awarded,
without the prior written consent of the Village. The Village may, at its option,
terminate the Agreement immediately upon notice of such action by the contractor.
The contractor shall indemnify and hold harmless the Village, its agents and employees
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from and against all claims, damages, losses, and expenses arising out of or resulting
from the proposer's performance of the contract. The contractor shall also indemnify
and hold harmless the Village, its agents and employees from and against all claims,
damages, losses and expenses arising from action of contractor’s employees on Village
property or in the course of carrying out any business related to the contract.
1.15 DEFAULT
Failure of the proposer to comply with any covenant of the contract to be awarded
shall constitute a default, and the Village may at its option terminate the contract
thirty days after receipt by the proposer of written notice, unless said default is cured
within such period.
SECTION 2 –SPECIFICATIONS
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Questionnaire attached to this RFP as Exhibit B.
2.4 TERM
The term of the agreement shall commence upon final execution of the agreement by
the Village and continue for a period of three (3) years, with one two-year option if
agreed to by both parties.
The contractor will issue an invoice once a month of the work, which has been
completed, in the Village Manager’s sole discretion. If he/she determines that the work
specified in the invoice has been performed according to the job specifications, the
Village shall pay such invoice within 30 days.
2.6 INSURANCE REQUIREMENTS
During the term of the agreement, the selected firm will be required to maintain the
following insurance coverage:
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compensation and employer’s liability insurance, to apply for all employees for
statutory limits as required by applicable State and Federal laws. The policy(ies)
must include Employer’s Liability with minimum limits of $1,000,000.00 each
accident.
During the term of the agreement, the selected firm shall be required to:
Guarantee all work for one (1) year from the time the work is completed.
Maintain accessibility to the maintenance facility pursuant to the requirements of
the agreement and this RFP
Maintain the same level of performance as stated in the proposal throughout the
term of the agreement.
Maintain all vehicles per manufacturer’s suggested service intervals using only
factory recommended parts and products.
Have all mechanics ASE (Automotive Service Excellence) Certified.
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The Proposal should respond to all the points outlined in the Request for Proposal.
The Proposal should be prepared simply and economically, providing a
straightforward, concise description of the individual's or firm's capabilities to
satisfy the requirements of the Request for Proposal. Please provide as much
information as possible regarding qualifications and experience.
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EXHIBIT A
VILLAGE VEHICLES
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EXHIBIT B
QUALIFICATION QUESTIONNAIRE
All vendors must complete this questionnaire in order to be included in the evaluation of
the proposals. The information supplied will enable the Village to determine whether or
not the vendor has adequate personnel and facilities to properly perform the work.
1. Facility Name and Physical Address:
5. Do any of your employees have any other special certifications or ratings? If so,
specify:
6. Do you have any special equipment that is available to service Village Vehicles? If so,
specify:
11. In case of an emergency, will you accommodate the Village with same day repair
services when possible? Yes / No
12. List the largest vehicles by weight that you can accommodate on your lifts. _________
13. Specify any special service provided to expedite the maintenance of repairs of police
vehicles such as priority service, pickup and delivery, etc:
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EXHIBIT C
SCHEDULE OF FEES
The vendor agrees that the following schedule of fees shall be the maximum amount
which they may charge for Vehicle Repair and Maintenance Services. Include any and
all shop supply fees.
1. OIL CHANGE $
Must include:
Change the vehicle’s oil with up to five (5) quarts of top quality motor oil*
Replace the oil filter with top quality filter*
Inspect the wiper blades and replace, if needed (do not include price of parts)
Vacuum the interior floors
Clean the exterior windows
Lubricate all grease fittings (if needed)
Check & fill (if needed) brake fluid
Check & fill (if needed) transmission / transaxle fluid
Check & fill (if needed) differential and coolant fluid
Check & fill (if needed) power steering fluid
Check & fill (if needed) windshield wash fluid
Check & fill (if needed) battery water
Check & inflate the tires to proper pressure and condition
Check all exterior lights
*Both must meet manufacturer recommendations. Specify product details in bid. This bid will
include all disposal and environmental fees.
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9. TRANSMISSION (Drain/Replace Fluid/Clean Filter) $
10. INTAKE MANIFOLD GASKET REPLACEMENT (Including Labor) $
11. TUNE-UP Including Plugs (Specify price when bidding for each)
a) Four cylinder $
b) Six cylinder $
c) Eight cylinder $
12. JUMP-START VEHICLE $
13. BATTERY (HD)
a) Replacement (must meet manufacturer AMP specifications for vehicle) $
b) On-board diagnostic inspections $
14. ALTERNATOR REPLACED $
15. ALIGNMENTS
a) Front Pair (2 Wheel) $
b) Rear Pair (2 Wheel) $
c) Front and Rear (4 Wheel) $
16. SHOCKS
a) Front $
b) Rear $
17. TIRES
a) Repair $
Specify type of repair (interior patch or equivalent):
b) Remove & Replace $
c) Balance $
d) Rotate (with inspection of brakes) $
18. COMPUTER DIAGNOSTIC ASSESSMENT $
19. LABOR RATE/HOUR FOR NON-LISTED REPAIRS $
20. EMERGENCY TOWING CHARGE $
21. PERCENTAGE DISCOUNT OFF LIST PRICE OF PARTS %
In submitting this proposal, it is understood that the unrestricted right is reserved by the Village in making
the award to reject any and all proposals or parts thereof, or to waive any informalities or technicalities in
said bids. The undersigned hereby certifies that this bid is genuine, and not a sham or collusive, or made
in the interest or in behalf of any person, firm or corporation not herein named; that the undersigned has
not directly or indirectly induced or solicited any bidder to refrain from bidding, and that the undersigned
has it, in any manner, sought by collusion to secure for himself and advantage over any other bidder.
Title Date
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Vehicle Repair & Maintenance Services
Project No. 2014-010
EXHIBIT D
PUBLIC ENTITY CRIMES AND CONFLICTS OF INTEREST
Pursuant to the provisions of Paragraph (2) (a) of Section 287.133, Florida State Statutes – “A person or affiliate who
has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Bid on a
Contract to provide any goods or services to a public entity, may not submit a Bid on a Contract with a public entity for
the construction of repair of a public building or public work, may not submit bids on leases or real property to a public
entity, may not be awarded to perform Work as a Contractor, supplier, Subcontractor, or Consultant under a Contract
with any public entity, and may not transact business with any public entity in excess of the threshold amount Category
Two of Section 287.017, Florida Statutes, for thirty six (36) months from the date of being placed on the convicted
vendor list”.
The award of any contract hereunder is subject to the provisions of Chapter 112, Florida State Statutes. BIDDERS must
disclose with their Bids, the name of any officer, director, partner, associate or agent who is also an officer or
employee of the Village of Pinecrest or its agencies.
and (if applicable) its Federal Employer Identification Number (FEIN) is ____________________ (If the
entity has no FEIN, include the Social Security Number of the individual signing this sworn statement:
___________________________________________________.)
2. I understand that a “public entity crime” as defined in Paragraph 287.133 (1)(g), Florida Statutes, means a
violation of any state or federal law by a person with respect to and directly related to the transaction of
business with any public entity or with an agency or political subdivision of any other state or of the United
States, including, but not limited to , any bid or contract for goods or services to be provided to any public
entity or an agency or political subdivision of any other state or of the United States and involving antitrust,
fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
3. I understand that “convicted” or “conviction” as defined in Paragraph 287.133 (1)(b), Florida Statutes,
means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in
any federal or state trial court of record relating to charges brought by indictment or information after July 1,
1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.
4. I understand that an “affiliate” as defined in Paragraph 287.133 (1)(a), Florida Statutes, means:
(a) A predecessor or successor of a person convicted of a public entity crime; or
(b) An entity under the control of any natural person who is active in the management of the entity
and who has been convicted of a public entity crime. The term “affiliate” includes those officers,
directors, executives, partners, shareholders, employees, members, and agents who are active in
the management of an affiliate. The ownership by one person of shares constituting a controlling
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interest in any person, or a pooling of equipment or income among persons when not for fair
market value under an arm’s length agreement, shall be a prima facie case that one person controls
another person. A person who knowingly enters into a joint venture with a person who has been
convicted of a public entity crime in Florida during the preceding 36 months shall be considered
an affiliate.
5. I understand that a “person” as defined in Paragraph 287.133 (1)(e), Florida Statutes, means any natural
person or entity organized under the laws of any state or of the United States with the legal power to enter
into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let
by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term
“person” includes those officers, directors, executives, partners, shareholders, employees, members, and
agents who are active in management of an entity.
6. Based on information and belief, the statement which I have marked below is true in relation to the entity
submitting this sworn statement. [Indicate which statement applies.]
_____ Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, nor any
affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.
_____ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate
of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.
_____ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners,
shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate
of the entity has been charged with and convicted of a public entity crime subsequent of July 1,
1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida,
Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was
not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. {attach
a copy of the final order.]
I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY
INDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY ONLY, AND THAT THIS FORM IS VALID
THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM
REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE
THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES, FOR CATEGORY TWO OF ANY
CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.
____________________________________
[signature]
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EXHIBIT E
DRUG FREE WORKPLACE
Whenever two or more Bids which are equal with respect to price, quality and service are received by the
State or by any political subdivisions for the procurement of commodities or contractual services, a Bid
received from a business that certifies that it has implemented a drug-free workplace program shall be given
preference in the award process. Established procedures for processing tie Bids will be followed if none of
the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a
business shall:
As the person authorized to sign the statement, I certify that this firm complies fully with the above
requirements.
Title Date
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