Ford Engine Repairs

CONTRACT DATA SHEET Monroe County Division of Purchasing 200 County Office Building, Rochester NY 14614 TITLE: FORD ENGINE REPAIR CONTRACT #: 0803-16 – SAP Contract #4700007371 CONTRACT DATES: 09/15/2016 - 08/31/2021 BUYER: Phil DiFrancesco PHONE: 585-753-1130 FAX: 585-324-4278 VENDOR: 11113074 BJA 1675 LLC Genesee Valley Ford Avon 1675 Interstate Drive Avon, NY 14414 VENDOR CONTACT: James Rotondo, Service Manager EMAIL: jrotondo@bobjohnsonauto.com PHONE: 585-226-2600 FAX: 585-226-0535 mailto:jrotondo@bobjohnsonauto.com TERMS AND CONDITIONS BID ITEM: FORD ENGINE REPAIRS FOR: Fleet Maintenance Department PURCHASING CONTACT: Phil DiFrancesco, 585-753-1130; pdifrancesco@monroecounty.gov DUPLICATE COPIES: PLEASE SUBMIT YOUR BID IN DUPLICATE; THE ORIGINAL AND ONE (1) COPY. BID INFORMATION: At the

time of bid, the bidder shall supply detailed specifications covering the item(s) contained herein and shall clearly indicate any areas in which item or items offered do not fully comply with the specifications contained herein. SUBMITTAL OF FORMAL PROPOSAL: Bid proposal must be legible and submitted in the original form, bearing an original signature. EMAILS AND FACSIMILES ARE NOT ACCEPTABLE. All bidders must submit proof that they have obtained the required Workers’ Compensation and Disability Benefits Insurance coverage or PROOF that they are exempt. (Visit www.wcb.ny.gov for forms.) SPECIFICATION ALTERATIONS: Specifications will be construed to be complete and be considered the entire description of the goods or services upon which Monroe County is now seeking bids. Only formal written addenda can materially alter this set of specifications. No verbal statement made by a Monroe County employee or anyone else is binding nor shall such statement be considered an official part of this public bid proposal. QUANTITIES: The quantities listed are the estimated annual requirements and should not be construed to represent either maximum or minimum quantities to be ordered during the contract term. Estimates are based upon usage by County departments only. QUALIFIED BIDDER: Each bidder must be prepared to present satisfactory proof of his capacity and ability to perform this contract. Such proof may include, but is not limited to an inspection of the bidder’s facilities and equipment, financial statements, references and performance of similar contracts. The Purchasing Manager reserves the right to reject any bid where the bidder cannot satisfy the County as to their ability to perform. Monroe County reserves the right to reject any and all bids if the Monroe County Purchasing Manager deems said action to be in the best interests of Monroe County. METHOD OF Monroe County intends to award the bid to the lowest responsive and mailto:pdifrancesco@monroecounty.gov http://www.wcb.ny.gov/ AWARD: responsible bidder, based on the TOTAL. Bidder must bid on all items in order to be considered. The County reserves the right to reject any and all bids if the Purchasing Manager deems said action to be in the best interest of the County. CONTRACT TERM: Contract will start with the date of the contract award and run through August 31, 2017, with the option to renew the contract up to four (4) additional twelve (12) month periods with the mutual consent of both parties. PRICE CHANGES: Price changes may be proposed by either party no later than forty-five (45) days prior to contract extension, based upon manufacturer price changes which must be supported with documentation. Should price changes not be acceptable to both parties, the contract will not be extended. Prices may change only at the time of extension. MINIMUM ORDER: No minimum order is specified for this contract. Agencies must be able to order as needed. Political subdivisions and others authorized by law may participate in this contract. DELIVERY/ RESPONSE TIME: All deliveries to be F.O.B. Destination as specified by a Purchase Order. The Contractor will be responsible for picking up the vehicle(s) to be repaired and for delivering it when the work is completed at no additional charge to the ordering department. (Location: 145 Paul Road, Rochester, NY 14624) The contractor will be required to pick up the vehicle(s) to be repaired within twenty-four (24) hours of receiving a call from authorized County personnel and to perform the services specified herein in a period not to exceed five (5) business days, after receipt of the vehicle(s). The Contractor must make every effort to repair a unit within twenty-four (24) hours of receipt of the unit, if an emergency situation exists for Monroe County. IF THIS DELIVERY TIME IS NOT ACCEPTABLE, THE BIDDER MUST STATE AN ALTERNATE DELIVERY TIME IN BID PROPOSAL. Monroe County reserves the right to reject a bid if the alternate delivery time is not acceptable. Also, Monroe County reserves the right to terminate the contract in the event the specified delivery time is not met, once delivery time is agreed upon. INSUR DEFINITION OF TIME: All pick-ups and deliveries covered under this contract are expected to be performed during regular business hours, Monday through Friday, 8:00 AM - 3:00 PM. SECURITIES AND INSURANCE: Any Certificates of Insurance, Bonds or other forms of security required by this bid are to be submitted to the Purchasing Manager no later than ten (10) normal business days following the date of notification of award. Documents must be received by the close of business, 5:00 pm on that day. PURCHASE ORDER ISSUANCE: Delivery of services may be directed by the receipt of a Purchase Order only. Items that are not part of this bid will not be paid for by Monroe County. As to all purchase orders issued by Monroe County, exceptions may only be authorized, in writing, by the Purchasing Manager or her authorized agent prior to delivery. BILLING PROCEDURE: All invoices for items sold any authorized agency as a result of this contract must be billed in the following manner: Purchase Order #, Quantity, Description of Item Purchased, BP#, Item #, Extension and Total. ALL INVOICES MUST BE MARKED WITH THE PURCHASE ORDER NUMBER. INVOICES WITHOUT THIS INFORMATION WILL NOT BE PROCESSED FOR PAYMENT. WARRANTY/ GUARANTEE: All warranties by manufacturer shall apply. Bidder shall, as part of its proposal, furnish its warranty/guarantee for all goods/services to be furnished hereunder. As a minimum, Bidder shall warrant all goods for a period of one (1) year from date of acceptance. Bidder shall be obligated to repair or replace all defects in material or workmanship, which are discovered or exist during said period. All labor, parts and transportation shall be at Bidder's expense. UNCONTEMPLATED PURCHASES: Monroe County reserves the right to request separate bids for such quantities of items on this contract that may be best procured via separate public bid offering and to otherwise act in furthering its own best interests. SUBCONTRACT: The Contractor shall not subcontract any work without first obtaining the written consent of the Monroe County Purchasing Manager. RELATED ITEMS: The County reserves the right to add miscellaneous related items to this contract during the contract term upon agreement by both parties as to the price. Approval must be given in writing by the Purchasing Manager or her Designee. REPORT OF PURCHASE: The Contractor must, upon request, provide the County Purchasing Manager with detailed information showing how much of each item was delivered to any and all agencies under this contract. This includes deliveries to not only the County but any other municipality or agency which orders from this contract. OTHER AGENCIES: The Contractor(s) must honor the prices, terms and conditions of this contract with political subdivisions or districts located in whole or in part within Monroe County. In addition, the contractor may, but is not required to, extend the prices, terms and conditions of this contract to any political subdivision or district located in New York State. Usage of this contract by any of these other political subdivisions or districts will have to be coordinated between that subdivision or district and the contractor. Orders placed against this contract between any subdivision or district will be contracts solely between the Contractor(s) and those entities. Monroe County will not be responsible for, nor will it have any liability or other obligation for, such contract between the Contractor(s) and any third party. INDEMNIFICATION: The Contractor agrees to defend, indemnify and save harmless the County, its officers, agents, servants and employees from and against any and all liability, damages, costs or expenses, causes of action, suits, judgments, losses and claims of every name not described, including attorneys’ fees and disbursements, brought against the County which may arise, be sustained or occasioned directly or indirectly by any person, firm or corporation arising out of or resulting from the performance of the services by the Contractor, arising from any act, omission or negligence of the Contractor, its agents and employees or arising from any breach or default by the Contractor under this Agreement. Nothing herein is intended to relieve the County from its own negligence or misfeasance or to assume any such liability for the County by the Contractor. Terms & Conditions-Term Contract-Commodity-Single Award.doc (8/03) BP803-16 FORD ENGINE REPAIRS SPECIFICATIONS Ford Engine Repairs by a Certified Ford Dealer, as needed. Vendor will be responsible to pick up and deliver vehicle from: Monroe County Fleet 145 Paul Road Rochester, NY 14624 Within 24 hours of phone call at no charge to Monroe County. All pick-ups and deliveries covered under this contract are expected to be performed during regular business hours, Monday through Friday, 8:00 AM - 3:00 PM. Vendor will supply a written estimate to the Fleet Manager prior to any repairs being completed. The Fleet Manager will notify the vendor with approval for the repairs. BP803-16 FORD ENGINE REPAIRS PRICE SHEET ITEM DESCRIPTION UNIT PRICE 1. LABOR RATE FOR REPAIRS $57.00/HR 2. FORD PARTS FOR REPAIRS PRICED AT COST + 7% MONROE COUNTY PURCHASING Vendor Performance Survey Contract Title: Contract Number: Vendor: Please rank the vendor performing the contract specified on a scale from “1" to “10" with “1' being poor, “5" average and “10" excellent. Please include any additional comments or suggestions in the space provided below. Monroe County Purchasing appreciates your input. Poor Average Excellent 1 2 3 4 5 6 7 8 9 10 Item(s) supplied met specifications Product provided value (taking into account price, quality, etc.) Timeliness of delivery Completeness and accuracy of order Ability to contact representatives of vendor when needed? (If unavailable was call back prompt?) Invoices received promptly and accurately Recommendations received from the vendor (i.e. product information, cost saving strategies, ideas for better use of resources, etc.) Survey Completed by: Name: Title: Agency: Telephone: Fax: E-mail: Please submit this survey to Monroe County Purchasing.