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HomeMy WebLinkAboutCity of Tamarac Resolution R-2000-192Temp. Reso. #9081 - 06/30/00 Pagge 1 Revision #1 - 07/05/00 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2000- / 9 v2 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO APPROVE THE PURCHASE OF A MAXI VAN FROM RD WARD INC., AUTHORIZING AN EXPENDITURE IN AN AMOUNT NOT TO EXCEED $36,200, UTILIZING A FLORIDA VEHICLE PROCUREMENT PROGRAM CONTRACT; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of Tamarac Social Services Transportation Program is requesting the purchase a maxi van to assist in our door to door medical service for City residents; and WHEREAS, in order to maximize system efficiency and improve service, it is necessary to purchase a maxi van to serve as a replacement vehicle to an existing fleet vehicle; and WHEREAS, City of Tamarac Code, § 6-155 allows the Purchasing Officer the authority to waive purchasing procedures and purchase equipment which is the subject of contracts with the State of Florida, the United States Government, or with other governmental agencies; and WHEREAS, funding for this purchase is available in the Fleet Replacement Fund; and Temp. Reso. #9081 - 06/30/00 Page 2 Revision #1 - 07/05/00 WHEREAS, the Director of Parks & Recreation and Purchasing and Contract Manager have determined that it is in the City's economic interest to purchase a maxi van utilizing an existing State of Florida purchasing contract; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to purchase a maxi van utilizing the above mentioned government purchasing agreement. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1: That the foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. SECTION 2: The purchase of a maxi van in an amount not to exceed $36,200 with available Fleet Replacement funds is hereby approved, utilizing the Florida Vehicle Procurement program Contract #FVPP00-01-MV, a copy of said Contract being hereto attached as Exhibit 1 ", using the City's specifications attached hereto as Exhibit "2". SECTION 3: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. 1-1 Temp. Reso. #9081 - 06/30/00 Page 3 Revision #1 - 07/05/00 SECTION 4: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 5: This Resolution shall become effective immediately upon adoption. PASSED, ADOPTED AND APPROVED this /aZ day of , 2000. ATTEST: JOE SCHREIBER MAYOR q"""a' /�'� 64/)4--t� MITCHELL S. KRAFT CITY ATTORNEY 7 RECORD OF COMMISSION VOTE MAYOR SCHREIBER DIST 1: COMM. PORTNER 224-44 DIST 2: COMM. MISHKIN DIST 3: COMM. SULTANOF DIST 4: VIM ROBERTS Temp Reso#9081 Exhibit "1" FVPP00-01-MV Modified Vans General Information The Florida Vehicle Procurement Program (FVPP) Proposal # FVPP00-01-MV to establish a contract for the purchase of modified vans was awarded to R. D. Ward Inc. on February 10, 2000. This packet contains the necessary instructions and forms for agencies to purchase vehicles. This information can also be found at the FVPP website (http://www.cutr.eng.usf.edu/research/fvpp.htm). This packet also provides guidance and clarity in the relationships among the buyer(s) and the seller. If a situation arises that is not adequately addressed, please contact Mike Crittenden or Vicki Zambito at (813) 974-3120. Vendor Information R. D. Ward is located at 8736 Hwy. 87 North, Milton, Florida 32570. The telephone number is (s5a) 983-9501 and the FAX number is (850) 983-9504. When placing orders, please direct all inquiries to David Morris and reference the FVPP Contract # FVPP00-01-MV. Ordering, Delivery, and Payment Procedures contained in this section will be used by agencies and vendors to provide guidance in the ordering of and payment for vehicles. Agencies should understand that each order placed with and acknowledged by R. D. Ward constitutes a contract between the purchaser and R. D. Ward only. The contract implies no duties or responsibilities by the Project Coordinator or the Florida Department of Transportation. The terms and conditions of the said contract are to be administered and enforced by and between the purchaser and bidder. Ordering Instructions All orders placed with R. D. Ward should be accompanied by an Agency Purchase Order. Please submit a separate order form (See Exhibit A - sample orderform) for each vehicle. Each order form contains: The base vehicle price Seating and wheelchair station prices Paint scheme prices Individual option prices The base vehicle is a modified van conversion on 3500 Dodge Maxi Van chassis with a 5.91- (360 CID) gasoline engine. It will have a manual door with a standard driver's seat and wheelchair lift with lift door. It will also include all standard equipment and required options per the specifications. Most agencies already have an idea of the type and number of seats/wheelchair stations needed to meet their floor plan requirements. Those agencies that have already determined their floor plan requirements should fax a copy of the proposed layout to R. D. Ward for verification prior to submitting their order(s). Agencies requiring assistance with floor plan layout should call R. D. Ward and discuss their needs. R. D. Ward will develop a proposed floor plan based on the agency's needs and fax a copy to the agency for verification prior to the agency submitting the order. Standard passenger seats will be the Freedman Feather Weight Mid or High Back including a "Knee Saver" backrest design. Fold -a -way seats will be the Freedman 3- Step seat. An illustration of the basic paint schemes (Exhibit B) and a description of the individual options (Exhibit C) are also being provided to assist you in compiling your order. After determining a floor plan and the individual options, place the number of desired items in the quantity column. Multiply the dollar figure in the cost column by the number of items in the corresponding quantity column to arrive at a total cost per item. Enter the total in the total cost column. Add the figures in the total cost column to arrive at the grand total for the vehicle. The grand total will be the figure used on the agency's purchase order. Agencies may make as many copies as needed of the blank order form. R. D. Ward will provide to the agency written confirmation of receipt of its order within 72 hours of receiving the order. At a minimum, the acknowledgment of order will contain: • The agency's P.O, number • Date order was received • Date order was placed with the manufacturer • The production/vin number when available • Estimated delivery date (when available) 2 Delivery In case of delay in completion of delivery of an agency's vehicle(s) beyond the number of days allotted in the bid contract, the agency may assess as liquidated damage, $25.00 per calendar day per vehicle (unless granted an extension in writing). All work on and delivery of the vehicle(s) will be completed within ninety (90) days of receipt of chassis from the OEM supplier. Prior to the vehicle(s) being delivered, R. D. Ward must perform a Post Delivery Inspection. R. D. Ward will notify the agency and the appropriate FDOT District Representative a minimum of 48 hours in advance to arrange a delivery time. Each vehicle will be delivered with all vendor/manufacturer's quality control checklist including road test and final inspection (properly completed and signed by an authorized plant representative). Other documents that R. D. Ward will provide at delivery include: • Manufacture's Certificate of Origin. • Application for Certificate of Title. • Bill of Sale. • Warranty papers (forms, policy, procedures). • Maintenance manual. • Spare key(s). • Operator's manual. • Invoice (to include contract number, P.O. number, and agency name). Final Acceptance A vehicle should be rejected if any of the above items are missing, defective, altered, incorrect, or incomplete, the agency should reject the vehicle. If a vehicle(s) is delivered incomplete or contains any defective or damaged parts, the said parts will be removed and replaced by R. D. Ward. New parts will be furnished and installed by R. D. Ward at no cost to the agency. In the event work is involved, warranty or otherwise, to repair or place the vehicle(s) in proper complete condition, such repairs will be made by an approved firm (please see Exhibit D for warranty provisions). Delivery of the vehicle(s) by R. D. Ward does not constitute acceptance by the agency. The vehicle will be considered "accepted" upon passing the inspection and issuance of an acceptance letter by the agency. The terms of this contract state that an agency has 10 calendar days after receiving vehicle(s) to perform the Post Delivery Inspection and issue either a "Letter of Acceptance" or a "Letter of Rejection" to R. D. Ward and their FDOT District Office. The "Letter of Rejection" will state and describe the areas to be found in noncompliance with the bid specifications and is incomplete or contains any defective or damaged parts. A vehicle should only be rejected if it fails to comply with the construction called for in the specifications or if does not have the equipment/options as ordered. Placing the vehicle (in revenue service will automatically constitute "acceptance"; however, a "Letter of Acceptance" should still be sent tc R. D. Ward. Payment Within five (5) days after accepting their vehicles(s), agencies should complete all necessary paperwork required by their FDOT District Office and submit their request for reimbursement along with the required documentation to their FDOT District Representative. At a minimum this will include: • Three original signed FDOT invoices • Letter of acceptance • Proof of insurance • Copy of title application listing FDOT as only lien holder • Vin number • Odometer reading This should allow time to have R. D. Ward paid in full within sixty (60) days of acceptance. Agencies should note that failure to meet the net 60-day payment terms could result in the payment of interest and other penalties. Training Training is important to the FVPP as these new vehicles may have components unfamiliar to the Agencies maintenance personnel and operators. As a minimum, the FVPP expects to receive the following: Driver orientation/certification 8 hours @ 6 locations annually Air conditioning/certification 4 hours @ 6 locations annually Wheelchair lift/ certification 4 hours @ 6 locations annually Securement devices/certification 4 hours @ 6 locations annually Maintenance familiarization/certification 8 hours @ 6 locations annually 4 EXHIBIT A 'AMPLE ORDER FORM FVPP00-01-MV (Modified Vans) R. D. Ward, Inc. AGENCY NAME: ABC TRANSIT DATE: 2/10/00 „ _ P.O.# 12345 CONTACT PERSON: MIKE CRITTENDEN February 10, 2000 Item Cost Quantity Total Cost Base Vehicle 32,003.00 1 32,003.00 Standard Seat 145.00 6 870.00 Flip -type Seat 225.00 Fold -away Seat 375.00 1 375.00 Wheelchair Tie -down Station 450.00 2 900.00 Paint Scheme 1 800.00 Paint Scheme 2 400.00 Paint Scheme 3 375.00 1 375.00 Service Brake Interlock 1,200.00 Seat Belt Extensions 10.00 Wheelchair Lift - (credit amount when wheelchair lift in base vehicle is not wanted) (1,700,00) Diesel engine: Size: 7.3L Make: Ford Manufacturer: 4,700.00 Altro Slip -resistant Flooring 400.00 1 400.00 Rear Lift 3,700.00 GRAND TOTAL 34,923.00 Seating Colors: Purchasers may select gray, blue or tan Flooring Colors: Purchasers may select black, gray, blue or tan Paint Scheme: Agencies will select colors (2). If an agency requires a paint and lettering scheme that is NOT GENERALLY covered by one of those listed. They may make separate arrangements either with the manufacturer or a local vendor to provide these services. EXHIBIT B Paint Scheme 1 Consists of: 3 color stripe (front, sides , & ), Name, Phone and Fleet Number Lettering. R EXHIBIT B Paint Scheme 2 Consists of: 1 color stripe (Front, Sides, & Rear), Name, Phone and Fleet Number Lettering. EXHIBIT B Paint Scheme 3 Consists of: 1 Color Stripe (sides & rear), Name, Phone and Fleet Number Lettering. EXHIBIT C OPTIONS FVPP00-01-MV Modified Vans 3.1 SERVICE BRAKE INTERLOCK - This system shall prevent the operation of the lift unless the parking brake and the service brake interlock is engaged. The service brake interlock system shall temporarily lock the pressure in the service brake system preventing movement of the vehicle during lift operation. The interlock shall be equipped with a low pressure warning switch which activates and audible alarm. This alarm shall indicate sufficient pressure to hold system (Alarm OFF) and any loss of pressure after lock -up (Alarm ON). 3.2 DELETED 3.3 SEAT BELT EXTENSIONS - Seat belt extensions, in sets of two. 3.4 WHEELCHAIR LIFT - Contractor will write in a credit (-) amount when a wheelchair lift in base vehicle is not wanted. 3.5 D71 SEL E, GINE - Proposers must state the manufacturer, size and make on Price Proposal Form D. 3.6 FLOORING - Altro Transflor slip resistant sheet vinyl flooring or equivalent. 3.7 REAR LIFT - Rear lift will be of the cassette type, concealed under the rear doors. The lift will in no way obstruct the rear door when the lift is in the stowed position. EXHIBIT D WARRANTY PROVISIONS FVPP00-01-MV Modified Vans 5.0 Basic Provisions 5.1 Warranty Requirements Warranties in this document are in addition to any statutory remedies or warranties imposed on the contractor. Consistent with this requirement the contractor warrants and guarantees to the FVPP each complete vehicle, and specific subsystems and components as follows: 5.1.1 Complete Vehicle The vehicle is warranted and guaranteed to be free from defects as specified in exhibit 5.1 beginning on the date of acceptance of each vehicle. During this warranty period, the vehicle shall maintain its structural and functional integrity. The warranty is based on regular operation of the vehicle under the operating conditions prevailing in the FVPP's locale. 5.1.2 Subsystems and Components Specific subsystems and components are warranted and guaranteed to be free from defects and related defects for the times and/or mileages given in exhibit 5-1. Exhibit 5-1, Subsystem and component minimum warranty, whichever occurs first. Item Years Mileage OEM Chassis 3 36,000 Manufacturers Warranty 2 24,000 Air conditioning system 2 24,000 Alternator 2 24,000 Wheelchair Lift 3 (parts & labor) unlimited 5.2 Voiding of Warranty The warranty shall not apply to any part or component of the vehicle that has been subject to misuse negligence, accident, or that has been repaired or altered in any way so as to affect adversely its performance or reliability, except insofar as such repairs were in accordance with the contractor's maintenance manuals and the workmanship was in 10 accordance with recognized standards of the industry. The warranty shall also be void if the FVPP fails to conduct normal inspections and scheduled preventive maintenance procedures as recommended in the contractor's maintenance manuals. 5.3 Exceptions to Warranty The warranty shall not apply to scheduled maintenance items, and items such as tires and tubes, nor to items furnished by the FVPP such as radios, fare boxes, and other auxiliary equipment, except insofar as such equipment may be damaged by the failure of a part or component for which the contractor is responsible. 5.4 Detection of Defects If the FVPP detects a defect within the warranty periods defined in section 1.1, it shall promptly notify the contractor's representative. Within five (5) working days after receipt of notification, the contractors representative shall either agree that the defect is in fact covered by the warranty, or reserve judgment until the subsystem or component is inspected by the contractor's representative or is removed and examined at the FVPP's property or at the contractor's plant. At that time, the status of warranty coverage on the subsystem or component shall be mutually resolved between the FVPP and the contractor. Work necessary to effect the repairs defined in section 2.2 shall commence within ten (10) working days after receipt of notification by the contractor. 5.5 Scope of Warranty Repairs When warranty repairs are required, the FVPP and the contractor's representative shall agree within five (5) days after notification on the most appropriate course for the repairs and the exact scope of the repairs to be performed under the warranty. If no agreement is obtained within the five (5) day period, the FVPP reserves the right to commence the repairs in accordance with section 2.3. 5.6 Fleet Defects A fleet defect is defined as the failure of identical items covered by the warranty and occurring in the warranty period in a proportion of the vehicles delivered under this contract. For the purpose of this bid, identical defects occurring in sixty (60) percent of vehicles delivered shall be considered a "fleet defect". 5.6.1 Scope of Warranty Provisions The contractor shall correct a fleet defect under the warranty provisions defined in part 4: Warranty Provisions, section 2.0. after correcting the defect, the contractor shall promptly undertake and complete a work program reasonably designed to prevent the occurrence of the same defect in all other vehicles purchased under this contract. The work program shall include inspection and/or correction of the potential or defective parts in all of the vehicles. The warranty on items determined to be fleet defects shall be extended for the time and/or miles of the original warranty. This extended warranty shall begin on the date a fleet defect 11 was determined to exist, or on the repair/replacement date for corrected items. 5.6.2 Voiding of Warranty Provisions The fleet defect provisions shall not apply to vehicle defects caused by noncompliance with the contractor's recommended normal maintenance practices and procedures. 5.6.3 Exceptions to Warranty Provisions Fleet defect warranty provisions shall not apply to damage that is a result of normal wear and tear in service to such items as seats, floor covering, windows, interior trim, and paint. The provisions shall not apply to purchaser supplied items such as fare boxes, radios, and tires. 5.7 Repair Procedures 5.7.1 Repair Performance The FVPP may require the contractor or its designated representative to perform warranty covered repairs that are clearly beyond the scope of its capabilities. The work may be done by the FVPP's personnel with reimbursement by the contractor. 5.7.2 Repairs by Contractor If the FVPP requires the contractor to perform warranty -covered repairs, the contractor's representative must begin within ten (10) working days after receiving notification of a defect from the purchaser, work necessary to effect repairs. The purchaser shall make the vehicle available to complete repairs timely with the contractor repair schedule. The contractor shall provide at its own expense all spare parts, tools, and space required to complete repairs. At the FVPP's option, the contractor may be required to remove the vehicle from the purchaser's property while repairs are being effected. If the vehicle is removed from the purchaser's property, repair procedures must be diligently pursued by the contractor's representative. 5.8 Repairs by the Purchaser 5.8.1 Parts Used If the purchaser performs the warranty -covered repairs, it shall correct or repair the defect and any related defects using contractor -specified spare parts available from its own stock or those supplied by the contractor specifically for this repair. Monthly, or at a period to be mutually agreed upon, reports of all repairs covered by this warranty shall be submitted by the purchaser to the contractor for reimbursement or replacement of parts. The contractor shall provide forms for these reports. 5.8.2 Contractor Supplied Parts The FVPP may request that the contractor supply new parts for warranty - covered repairs being performed by the purchaser. These parts shall be 12 shipped prepaid to the purchaser from any source selected by the contractor within ten (10) working days of receipt of the request for said parts. 5.8.3 Defective Components Return The contractor may request that parts covered by the warranty be resumed to the manufacturing plant. The total cost for this action shall be paid by the contractor. Materials should be returned in accordance with contractor's instructions. 5.8.4 Reimbursement for Labor The purchaser shall be reimbursed by the contractor for labor. The amount shall be determined by multiplying the number of man-hours actually required to correct the defect by the purchaser's current per hour, master mechanic, straight wage rate, plus 32 percent fringe benefits, plus the cost of towing in the vehicle if such action was necessary and if the vehicle was in the normal service area. These wage and fringe benefit rates shall not exceed the rates in effect in the purchaser's service garage at the time the defect correction is made. The purchaser shall not accept parts credit as payment of warranty labor claims. 5.8.5 Reimbursement for Parts The purchaser shall be reimbursed by the contractor for defective parts and for parts that must be replaced to correct the defect. The reimbursement shall be at the invoice cost of the part(s) at the time of repair and shall include taxes where applicable and 2 percent handling charges. The purchaser shall not accept parts credit as payment of warranty part claims. 5.9 Warranty after Replacement/repairs If any component, unit, or subsystem is repaired, rebuilt, or replaced by the contractor or by the FVPP's personnel, with the concurrence of the contractor, the subsystem shall have the unexpired warranty period of the original subsystem. 13 ORDERFORM FVPP00-01-MV (Modified Vans) R. D. Ward, Inc. AGENCY NAME: DATE: CONTACT PERSON: February 10. 2000 Item P.O.#: Total Cost Cost Quantity Base Vehicle 32,003.00 Standard Seat 145.00 Flip -type Seat 225.00 Fold -away Seat 375.00 Wheelchair Tie -down Station 450.00 Paint Scheme 1 800.00 Paint Scheme 2 400.00 Paint Scheme 3 375.00 Service Brake Interlock 1,200.00 Seat Belt Extensions 10.00 Wheelchair Lift - (credit amount when wheelchair lift in base vehicle is not wanted) (1,700.00) Diesel engine: Size: 7.31- Make: Ford Manufacturer: 4,700.00 Altro Slip -resistant Flooring 400.00 Rear Lift 3,700.00 GRAND TOTAL Seating Colors: Purchasers may select gray, blue or tan Flooring Colors: Purchasers may select black, gray, blue or tan Paint Scheme: Agencies will select colors (2). If an agency requires a paint and lettering scheme that is NOT GENERALLY covered by one of those listed. They may make separate arrangements either with the manufacturer or a local vendor to provide these services. . 14 06/16/2000 02:14 8509839504 RD WARD INC PAGE 01/02 8736 Highway 87 Noah Milton. Florida 32570 (850) 983-9501 Telephone (850)983-9504 Fax rdwardinc@worldnet.atf.net hup.-Ahome.att.net/ rdwardinc/ Fax Re D49 fffi,?Dj ,sloe * 0 0 i • • • 0 • • • A • • • • 0 * • a • • To: C& V%6 . �"` p °4 From: 0v 09 I • r� Fax: l �j 4 �- `1' — �v4 0 Pages following Phone: Data: Re-. o. - CC: 06/16/2000 02:14 8509839504 RD WARD INC PAGE 02/02 FORWARD -------------------- FACING----� FLIP SEAT a -- FORWARD FACING j FLR SEAT FORWARD t:==F,�\CING I� FUP SEAT 7o- Jul -05-00 04 : 54P P_02 '.jemp. hesc 90zs1 ORDER FORM FVPPOO-01-MV (Modified Vans) R. D. Ward, Inc. AGENCY NAME: DATE: CONTACT PERSON: Fabruary 10.2000 P.O.#:—. Item Cost Quantity Base Vehicle 32,003.00 Standard Seat 145.00 �{ Flip -type Seat 225.00 Fold -away Seat 375.00 Wheelchair Tie -down Station 450.00 ;L Paint Scheme 1 800.00 {7 Paint Scheme 2 400.00 rJ Paint Scheme 3 375.00 () Service Brake Interlock 1,200.00 Seat Belt Extensions 10.00 Wheelchair Lift - (credit amount when wheelchair lift in base vehicle is not wanted) (1,700.00) Diesel engine: Size: 7,31- Make: Ford Manufacturer: 4,700,00 Altro Slip -resistant Flooring 400.00 Rear Lift 3,700.00 ~- GRAND TOTAL Total Cost 3� 003. 5WM Seating Colors: Purchasers may select gray, blue or tan Flooring Colors: Purchasers may select black. gray, blue or tan Paint Scheme: Agencies will select colors (2). If an agency require!; a paint and lettering scheme that is NOT GENERALLY covereci by one of those listed. They may make separate arrangemer's either with the manufacturer.or a local vendor to provide these -services. 14