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OGDEN CITY CORPORATION - FLEET INVITATION FOR BID THREE 2017 FORD ESCAPES NAME OF VENDOR SUBMITTING BID: Return to: Ogden City Corporation Purchasing Division 2549 Washington Boulevard, Suite 510 Ogden, Utah 84401-3111 Attention: Purchasing ---PAGE BREAK--- T H R E E ( 3 ) 2 0 1 7 F O R D E S C A P E S P a g e 2 I 10 Summary Ogden City Corporation (OCC)/Facilities is seeking bids from qualified companies to provide Three 2017 Ford Escapes. Date Issued: January 29, 2017 Requested: Three 2017 Ford Escapes IFB Closing Date/Time: February 14, 2017 – 4:00 P.M. IFB Contact: [EMAIL REDACTED] Bids must be sealed and delivered to the attention of Purchasing, Ogden City Corporation, 2549 Washington Boulevard, Ogden, UT 84401-3111 on or before February 14, 2017, 4:00 P.M. MT All late bids will be rejected. All bids must be signed by a duly authorized representative of the firm. All unsigned bids will be automatically rejected. SPECIAL NOTE: This Invitation for Bid (IFB) does not obligate Ogden City Corporation (OCC) to award a bid and reserves the right to cancel this IFB if it is considered to be in its best interest. Bids must be clear and concise. Bids that are difficult to follow or that do not conform to the IFB format or binding specifications, may be rejected. Responding vendors must include the required information called for in this IFB. OCC reserves the right to reject a bid if required information is not provided or is not organized as directed. OCC also reserves the right to change the evaluation criteria or any other provision in this IFB by posting notice of the change(s)on OCC’s website, www.ogdencity.com/bids. For this IFB, posting on the website above constitutes written notification to each vendor. Vendors should check the site daily and are expected to review information on the site carefully before submitting a final bid. Ogden City Corporation will evaluate all bids. A recommendation to award bid to the most responsible, responsive vendor will be presented to Ogden City Corporation’s Administration. We appreciate your interest in Ogden City Corporation and look forward to your response. ---PAGE BREAK--- T H R E E ( 3 ) 2 0 1 7 F O R D E S C A P E S P a g e 3 I 10 ACKNOWLEDGEMENT OF RECEIPT OF BID PACKAGE INVITATION FOR BID Three 2017 Escapes Upon receipt of documents, please fax/email this page to: Ogden City Corporation – Purchasing Division [EMAIL REDACTED] Fax: [PHONE REDACTED] I hereby acknowledge receipt of documents pertaining to the above referenced IFB. COMPANY NAME: CONTACT PERSON: ADDRESS: CITY: STATE ZIP PHONE: ( FAX: ( E-MAIL: (Signature) (Date) ---PAGE BREAK--- T H R E E ( 3 ) 2 0 1 7 F O R D E S C A P E S P a g e 4 I 10 Background Ogden, Utah – County seat of Weber County. Elevation ranges between 4,300 and 5,200 feet above sea level, has a land area of 27 square miles and a population of 84,316 (2014). Summers are hot and dry, with highs frequently reaching 95 °F (35 with a few days per year reaching 100 °F (38 Rain is provided in the form of infrequent thunderstorms during summer. The Pacific storm season usually lasts from about October through May, with precipitation reaching its peak in spring. Snow usually first occurs in late October or early November, with the last occurring sometime in April. Winters are cool and snowy, with highs averaging 37 °F (3 in January. Snowfall averages about 22 inches (0.56 with approximately 23.67 inches (601 mm) of precipitation annually. General Information Ogden City Corporation is accepting sealed bids from vendors to provide three 2017 Ford Escapes. The successful vendor shall provide all tools, transportation, equipment, supplies, and personnel necessary to perform the work. All services must meet current industry standards and all federal, state and local rules and regulations. This IFB contains submission requirements, terms and conditions and other pertinent information for submitting a proper and responsive bid. Prospective firms desiring any explanation or interpretation of the solicitation must request it at least seven calendar days before the IFB submittal deadline. The request must be emailed to [EMAIL REDACTED]. Any information given to a prospective firm about this solicitation will be furnished to all other prospective firms as a written addendum to the solicitation. KEY EVENT DATES Ogden City issues IFB January 29, 2017 Last day to send question/clarifications to [EMAIL REDACTED] February 7, 2017 Bid due date February 14, 2017 Project Manager Chris Hokanson, [PHONE REDACTED] Submission of Bids Late submittals will not be accepted. No facsimile transmittals will be accepted. All submittals must either be hand carried or delivered by mail or other delivery service. It is the sole responsibility of those responding to this IFB to ensure that their submittal is made to the correct location and in compliance with the stated date and time. ---PAGE BREAK--- T H R E E ( 3 ) 2 0 1 7 F O R D E S C A P E S P a g e 5 I 10 Bids shall be submitted to the following: Ogden City Purchasing, 2549 Washington Boulevard, Suite 510 Ogden, Utah 84401-3111 One original and three hard copies of the bids should be submitted to the Ogden City Purchasing Monday through Friday between the hours of 8:00 a.m. and 5:00 p.m. The City reserves the right to accept or reject any submittal as it best serves its convenience and/or is found to be in the best interest of the City. All vendors are bound by the deadline and location requirements of this bids’s application. Vendors electing to respond to this IFB are responsible for all costs incurred in the preparation and submission of the bid or for anything in any way related to this IFB. Ogden City is not liable for any costs incurred by the vendor in response to this bid and the vendor, including all related parties, disclaims and voluntarily and knowingly waives any and all rights to reimbursement for any such costs. Ogden City reserves the right to reject any or all bids or any portion thereof and to select the bid which, in its sole discretion, it judges to be in the best interest of the City. Ogden City may waive minor informalities. Ogden City reserves the right to cancel or modify this IFB. There is no guarantee that Ogden City will purchase vehicles. Ogden City reserves the right to investigate the qualifications of any vendor under consideration and require confirmation of information furnished by a vendor, or require additional evidence of experience and qualifications to provide vehicles or otherwise discharge the obligations required by this IFB. Ogden City reserves the right to disclose information contained in the IFB to the public, if required by applicable law. All materials submitted with the response will become the property of Ogden City. No materials will be returned to the respondent. Ogden City reserves the right to approve or disapprove of joint venture partners, or other proposed team members. By the submission of a bid, each Respondent accepts and agrees, if requested, to execute a written agreement in substance and form acceptable to Ogden City Corporation. ---PAGE BREAK--- T H R E E ( 3 ) 2 0 1 7 F O R D E S C A P E S P a g e 6 I 10 Proposal Content The City will accept bids from firms who are capable of providing vehicles described in the attached specifications. Each bid must include, at a minimum, the following information: 1. Name, address and telephone number of firm submitting bid along with the name of the contact person responsible; 2. Completed bid sheet; 3. Signed addendum receipt acknowledgment; 4. Length of time vendor has been in business; 5. Additional information at the discretion of the bidding firm. Modification or Withdrawal of Submittal A submittal shall not be modified, withdrawn or canceled by the vendor for a period of ninety (90) days following the time and date designated for the receipt of bids. Submission of bids is indication that the Provider so agrees to pricing and qualifications included. Prior to the time and date designated for receipt of submittal, a submittal may be modified or withdrawn by notice to [EMAIL REDACTED] . Such notice shall be in writing over the signature of the Service Provider’s representative. Withdrawn bids may be resubmitted up to the date and time designated for the receipt of bids provided that they are then fully in conformance with these instructions. Submittal Review and Assessment Criteria used in evaluating the bids will include but may not be limited to the following: 1. Vendor experience and scope of various projects similar to City’s request; 2. Cost; 3. Ability of the company to complete services up to and including invoicing in a timely manner; 4. Ability to provide indicated insurance; 5. Client recommendations. Each submittal will be evaluated according to the criteria set forth above. Selection of a vendor will be based on the submittals received, no formal interviews are anticipated, however Ogden City reserves the right to ask for interviews as needed. The City may perform a due diligence process on the vendor receiving the highest evaluation. Public records: Pursuant to the Utah Government Records Access and Management Act (GRAMA), records will be considered public after the contract is awarded. If a submitting vendor wishes to protect any records, a written request for business confidentiality to the Ogden City Recorder is required at the time the bids is submitted. ---PAGE BREAK--- T H R E E ( 3 ) 2 0 1 7 F O R D E S C A P E S P a g e 7 I 10 Contractor’s Obligation to Verify Employment Status: Contractor shall register and participate in the Status Verification System and comply with Utah Code Ann. Section 63G-11-103 of the Utah Identity Document and Verification Act. General Terms and Conditions Anticipated delivery to be days from date of order. Bidder shall place the following information on the outside, lower left corner of the envelope containing the bid. Failure to include such information may delay opening of the bid. INVITATION FOR BID: Fleet – Three 2017 Ford Escapes BID CLOSING DATE: February 14, 2017 BID CLOSING TIME: 4:00 P.M. All items omitted from these specifications, including manufacturer’s standard equipment items, and accessory equipment supplied by the equipment dealer that is clearly necessary for the complete operation of the equipment shall be considered a requirement although not directly specified in these specifications. Bids are to be FOB, Destination, Ogden City Corporation/Fleet, Ogden, Utah 84401. All freight and delivery charges must be incorporated as part of the base bid amount. Vendor shall transfer and deliver to the department named all of the goods described herein for the consideration set forth herein. Risk of loss of the goods shall pass to the department upon acceptance only. Title to the goods shall remain with vendor until acceptance by the department. Payments shall be made according to invoice. Terms are Net30. Invoices shall be submitted to: Ogden City Corporation c/o Fleet 175 W 29th Street Ogden, Utah 84401-3534 [EMAIL REDACTED] ---PAGE BREAK--- T H R E E ( 3 ) 2 0 1 7 F O R D E S C A P E S P a g e 8 I 10 BID SHEET EA 2017 FORD ESCAPES SE 4WD - VEHICLES SPECIFICATIONS COMPLY STANDARD EQUIPMENT (Equip included in base price) YES NO AMOUNT Base Price Each $ 99D/ECO ENGINE 1.5L 6-SPEED AUTOMATIC FWD with SELECT SHIFT EQUIPMENT GROUP 200A 66W SE COLD WEATHER PACKAGE EXTERIOR COLOR: OXFORD WHITE CLOTH BUCKETS INTERIOR COLOR – CHARCOAL BLACK BASE PRICE OPTIONS TOTAL DELIVER TOTAL PRICE EACH TOTAL PRICE FOR THREE Company Address Phone Print Name Signature Date ---PAGE BREAK--- 9 NON-COLLUSION AFFIDAVIT The undersigned bidder or agent, being duly sworn on oath, says that he/she has not, nor has any other member, representative, or agent of the firm, company, corporation or partnership represented by him, entered into any combination, collusion or agreement with any person relative to the price to be bid by anyone at such letting nor to prevent any person from bidding nor to include anyone to refrain from bidding, and that this bid is made without reference to any other bid and without any agreement, understanding or combination with any other person in reference to such bidding. He/She further says that no person or persons, firms, or corporation has, have or will receive directly or indirectly, any rebate, fee gift, commission or thing of value on account of such sale. OATH AND AFFIRMATION I HEREBY AFFIRM UNDER THE PENALTIES FOR PERJURY THAT THE FACTS AND INFORMATION CONTAINED IN THE FOREGOING BID FOR PUBLIC WORKS ARE TRUE AND CORRECT. Dated this day of (Name of Organization) (Title of Person Signing) (Signature) ACKNOWLEDGEMENT STATE OF COUNTY Before me, a Notary Public, personally appeared the above named and swore that the statements contained in the foregoing document are true and correct. Subscribed and sworn to me this day of Notary Public Signature My Commission Expires: ---PAGE BREAK--- 10 Ogden, Utah Date: TO THE MAYOR OF OGDEN CITY, UTAH Dear Sir: The undersigned is familiar with the local conditions affecting the cost of the work at the place where the work is to be done, has carefully examined the specifications and other contract documents, and has examined the locations of the proposed work. The undersigned hereby bids and agrees to perform everything required to be performed, and to provide and furnish any and all required labor, materials, necessary tools, expendable equipment and all utility and transportation services necessary to perform and complete, in a workmanlike manner, all the work required in connection with the plans and specifications and other contract documents, at the following proposal prices for all work named. Receipt of the following addenda is hereby acknowledged: 1. (Date) 2. (Date) 3. (Date)