departmental input contract/project measure …€¦ · satisfactory recommendation, be signed on...

DEPARTMENTAL INPUT CONTRACT/PROJECT MEASURE ANALYSIS AND RECOMMENDATION

PREVIOUS CONTRACT

Various – See below

X NEW / REPLACEMENT CONTRACT

BID WAIVER

OPTION TO RENEW

EMERGENCY

CO

RE-BID

SOLE SOURCE

OTHER

NEW REQ/CONTRACT NO.

RQ1D1900023 FB-01140

CONTRACT TITLE:

Tire Purchases and Related Services

ESTIMATED COST:

$23,400,000

TERM: Five Years (5)

LIVING WAGE APPLIES: ___ YES ___NO

DESCRIPTION: Replacing 5 tire contracts: 15/17-07-0220, 25172500-WSCA-15-ACS, 8889-1/24, FB-00079, and 4935-0/18

USER DEPARTMENT: Aviation / Fire / ISD / Parks / Seaport / Transit /WASD FUNDING SOURCE: VARIOUS – GENERAL / ISD / PROPRIETARY

ISSUING DEPT: INTERNAL SERVICES / PROCUREMENT MGT.

CONTACT: DEBRA BUTLER CONTRACTING OFFICER

PHONE: 305-375-5663

ANALYSIS

COMMODITY / SERVICE NO.: 863; 863-05; 863-65; 060-93; 928-94

TRADE / COMMODITY / SERVICE OPPORTUNITIES

Contract/Project History of Previous Purchases, Previous 3 – 5 Years

Check here _____ if this is a New Contract/Purchase with no Previous History

EXISTING 2ND YEAR 3RD YEAR

Contractor: AWARDED TO VARIOUS VENDORS

Small Business Enterprise:

Contract Value: $ 33,090,756

Comments:

Continued on another page (s): _______Yes ________No

Basis of Recommendation:

Signed: Debra Butler Date to SBD: 12/17/2018 Date Returned to DPM:

RECOMMENDATIONS

SBE Set-Aside Sub-Contractor Goal Bid Preference Selection Factor

%

%

%

%

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SECTION 2

SPECIAL TERMS AND CONDITIONS

2.1 PURPOSE

The purpose of this solicitation is to establish a contract that will be utilized by Miami-Dade County (County) to purchase new tires at the most competitive pricing offered by tire manufacturers through their retail distribution; and to purchase various tire related services by qualified and/or certified service shops.

2.2 TERM OF CONTRACT

This contract shall commence on the first calendar day of the month succeeding approval of the contract by the Board of County Commissioners, or designee, unless otherwise stipulated in the Blanket Purchase Order issued by the Internal Services Department, Strategic Procurement Division. The contract shall expire on the last day of the 60th month.

2.3 METHOD OF AWARD

Bidders must submit an offer on all items listed within the group or subcategory. Bidders may bid on all groups and subcategories; or on an individual group or subcategory.

Group 1 New Tire Purchases: replacing FSA 15/17-07-0220 and SOF 25172500-WSCA-15-ACS Award of this group will be made to multiple bidders, by manufacturer and/or by authorized dealer; based on % discount off manufacturer’s prices.

Group 2 Tire Repairs and Services: replacing FB-00079 and 4935-0/18 Award of this group will be made to multiple bidders, based on the best overall price per category.

Group 3 Tire Retreading: replacing 8889-1/24 Award of this group will be made to multiple bidders, by manufacturer and/or by authorized dealer; based on % discount, or hourly rates, or based on flat fee.

2.4 MINIMUM REQUIREMENTS

The Bidder must meet the minimum requirements for each group that the Bidder submits an offer for, and all of related technical requirements within Section 3 of this solicitation to be deemed responsive and responsible; and to be eligible for award recommendation.

2.4.1 Group 1 New Tire Purchases:

1. Bidder must be a tire manufacturer or an authorized dealer; and must provide documentation to confirm compliance with this requirement. This can be satisfied by a copy of the agreement, a letter from the manufacturer, or a designation on the manufacturer’s website.

2. Bidder must provide a valid license or certificate issued by the State of Florida Department of Highway Safety and Motor Vehicles under the provisions of section 320.60-320.70, Florida Statues to conduct and carry on business as a manufacturer of Tires in the State of Florida. Or the bidder can provide a Waste Tire Generator or Hauler Permit issued by Miami-Dade County’s Department of Solid Waste Management.

3. Bidder must provide two (2) business reference letters from current or previous customers who’ve purchased tires from the Bidder within the last two (2) years. The reference letters must reflect a

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satisfactory recommendation, be signed on the customer’s letterhead, include the name, title, address, telephone, and email of the person providing the reference.

4. Bidder must provide the contact information of a designated representative to provide the County with

support and information concerning orders placed. Bidder shall provide the representative’s name, title,

phone number, and email address.

5. Bidders are required to complete the pricing and product list provided in Section 4.1, bids received without the completed list may be subject to bid rejection.

2.4.2 Group 2 Tire Repairs and Services:

1. Bidder must provide two (2) business reference letters from current or previous customers who’ve purchased tire related services from the Bidder within the last two (2) years. The reference letters must reflect a satisfactory recommendation, be signed on the customer’s letterhead, include the name, title, address, telephone, and email of the person providing the reference.

2. Bidder must provide the contact information of a designated representative to provide the County with support and information concerning orders placed. Bidder shall provide the representative’s name, title, phone number, and email address.

3. Bidder must own or operate a local (Miami-Dade or Broward County) enclosed and secure service facility capable of supplying parts and performing repairs and services as needed.


5. Bidder shall have and maintain all equipment, application tools and vehicles needed to perform service within this group; in accordance with industry standards.

2.4.3 Group 3 Tire Retreading:

1. Bidder must provide two (2) business reference letters from current or previous customers who’ve purchased tire retreading services from the Bidder within the last two (2) years. The reference letters must reflect a satisfactory recommendation, be signed on the customer’s letterhead, include the name, title, address, telephone, and email of the person providing the reference.

2. Bidder must provide the contact information of a designated representative to provide the County with support and information concerning orders placed. Bidder shall provide the representative’s name, title, phone number, and email address.

3. Bidder must own or operate a local (Miami-Dade or Broward County) enclosed and secure service facility capable of supplying parts and performing repairs and services as needed.


5. Bidder shall have and maintain all equipment, application tools and vehicles needed to perform service within this group; in accordance with industry standards.

6. Bidder shall provide the County with the retread manufacturer’s guide(s) for the recommended tread size/width for specific tire brand size and series.

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Failure to meet the requirements listed above may result in bidder not being recommended for award. Bidders may be given the opportunity to provide the required documentation during the bid evaluation period, at the County’s discretion.

2.5 PRICING

Pricing shall be firm and fixed for the first two (2) years of the Contract. Ninety days prior to the commencement of year three (3), and each one (1) year period thereafter, the awarded bidder may submit in writing a request for a pricing adjustment, and shall include supporting documentation. The County will consider and evaluate each request based on the latest Consumer Price Index (CPI), Goods and Services. The County reserves the right to negotiate and/or reject any price adjustment submitted by the awarded bidder. The County may also request a reduction in pricing based on the downward movement of the applicable index. All prices shall include freight/delivery, F.O.B. destination.

2.6 DISCOUNTS

The bidder shall offer a percentage (%) discount off the lowest price stated on the latest Manufacturer’s Standard Retail Pricing (MSRP) or manufacturers published catalog price. Volume discounts are not defined in this contract, however, dealers are allowed to offer additional discounts for multiple purchases, or volume if available and/or applicable.

2.7 INVOICING AND METHOD OF PAYMENT

The County‘s invoicing terms are established and referenced in Section 1 General Terms and Conditions, paragraph 1.35 Invoicing.

The County‘s payment terms are established and referenced in Section 1 General Terms and Conditions, paragraph 1.2.H Prompt Payment Terms.

2.8 INDEMNIFICATION AND INSURANCE per Risk Mgt.

The County’s indemnification requirements are established and referenced in Section 1 General Terms and Conditions, paragraph 1.21 Indemnification. The County’s insurance requirements are established and referenced in Section 1 General Terms and Conditions, paragraph 1.22 Insurance (per risk mgt.)

2.9 COUNTY DEPARTMENTS

While this solicitation is specific to the County Departments listed below, it is hereby agreed and understood that

additional County departments or agencies may access this solicitation at a later date.

DEPARTMENTS PHONE

Aviation 305-876-8482

Fire Rescue 786-331-4241

Internal Services Fleet 305-375-2299 or 305-375-2302

Parks, Recreation, and Open Spaces 305-755-7873 or 305-755-7950

Seaport (PortMiami) 305-347-4833

Transportation and Public Works 786-469-5279 or 786-469-5424

Water and Sewer 786-552-8254

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SECTION 3

SCOPE OF WORK/TECHNICAL SPECIFICATIONS

3.0 SCOPE OF WORK

The scope of this solicitation includes specific full lines of tires, tubes and related services. All tires offered under this solicitation shall be new, unused and in current production. All tires shall be by manufactured by the OEM and conform to all applicable Federal, State and/or County specifications; and be DOT compliant. All tires must have size, load range, manufacturer’s name, serial number, indication of body material and DOT number molded in side-wall at the time of curing, other methods may not be accepted.

Tires provided must meet or exceed the American Society of Testing and Materials (ASTM) Standard F1922 for highways tires, F1923 for off-road/low-speed tires, and meet operational performance levels and marking requirements of Federal standards FMVSS 109 for new pneumatic passenger tires and FMVSS 119 for new pneumatic non-passenger buses, MPV’s, trailers, and trucks.

3.1 GROUP 1 NEW TIRE PURCHASES

Tires provided under this group shall be new, unused, high quality, and in current or recent production (within one year) by the OEM. All tires and install services must be designed, constructed, and installed per the OEM’s specifications, and be fully suitable for their intended use and purpose. Tires provided must meet all lab test and size requirements of Federal standards and be DOT compliant. Bidder may be required to submit evidence of certifications upon the County’s request. Below is a list of tires the County may purchase.

1. Passenger Tires: Cars and Mini-Vans Automobile and Radial; Standard Passenger tires; designated with “P” at the beginning of the tire size.

2. Pursuit and Performance Tires: Emergency High Speed, Police Pursuit, Radial Includes all tires for police and other high-speed pursuit and/or performance vehicles. This subcategory typically includes tires rated H, V, W, Y, or ZR and above. Tires must be expressly designed and certified by manufacturer for high speed operation and shall exhibit exceptional safety, stability, handling and stopping characteristics.

3. Light Duty Truck Tires: Pick-Up Trucks, Sport Utility Vehicles, Trailers, Vans Radial and Bias; Steel Casing; designated with “LT” at the beginning of the tire size

4. Medium and Heavy-Duty Trucks; Bus and Commercial Tires: Tires in this subcategory have a diameter that is equal to or greater than (20) inches. Applications include medium and heavy-duty trucks, buses, semi-trucks, cargo vans, and trailer tires.

5. Off-Road and Low Speed Off-Highway Tires: Radial and Bias; Common applications are heavy construction equipment, wheel loaders, backhoes, graders, and trenchers.

6. Agriculture and Farm Tires: Radial and Bias; Applications include farm tractors, wagons, harvesters and other farm implements requiring tires with high traction qualities, with high floatation qualities at low inflation pressures.

7. Industrial Tires: Applications include specialty industrial equipment, some construction equipment, and material handling equipment, skid loaders, forklifts and press on tires.

8. Specialty Tires: Applications include, but are not limited to, aviation tires; recreational all-terrain-vehicles (ATV), boat trailers, yard and garden tires; and all other tires not identified above.

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3.2 GROUP 2 TIRE REPAIRS AND SERVICES

Tire repairs and services provided under this group shall be performed by skilled tire technicians and or mechanics, using the approved OEM accessories, equipment, material and parts. All tire repairs and services must be completed per the OEM’s specifications, be of good quality workmanship, fully suitable for their intended use and purpose, and conform to all Federal, State or Local requirements. Below is a list of repairs and services the County may require.

1. Tire repair and service – County facility/shop: Alignment, balancing, disposal, flat tire, mounting, plugs, patches, removal, rotation, spares, valve stem installation.

2. Tire repair and service – Roadside: Alignment, balancing, disposal, flat tire, mounting, plugs, patches, removal, rotation, spares, valve stem installation.

3. Solid Fill Service: To include solid fill (new, virgin polymer or polyurethane) for existing tractor and loader tires; plus wheel assembly and mounting.

3.3 GROUP 3 TIRE RETREADING

Tire retreading services provided under this group shall include the recapping of various sizes of truck and Off-The-Road (OTR) construction equipment tires including foam filled tires for Miami-Dade County. The recapping of truck tires will be performed either on tire casings owned by the County, or on a bidder supplied “virgin” casing. All recapped tires must be of good quality workmanship, fully suitable for their intended use and purpose, and conform to all commercial techniques endorsed by the Rubber Manufacturer’s Association (RMA), Tire Industry Association (TIA), and the Tire Retread & Repair Information Bureau (TRIB). Below is a list of repairs and services the County may require.

1. Truck Tires: The retreading of truck tires shall be done by using a pre-cured top cap; or a one piece seamless ring tread, pre-cured top cap which has the tire tread imbedded at time of production.

2. OTR Tires: The retreading of OTR tires for construction equipment will be accomplished by the application of layers of bands of rubber to a properly buffed casing, with a sufficient amount of rubber layered to achieve the final required tread depth, after the grooving of the tires.

3.4 OEM PARTS AND SERVICE

The awarded bidder may be required to provide Original Equipment Manufacturer (OEM) parts and service to Miami-Dade County, and/or to supply parts, repairs, service and training at the County's discretion. Parts and labor rates shall not be higher than industry standard.

3.5 APPROVED EQUIVALENTS

Tires offered as an alternate to the OEM’s brand, must be equal to or greater than the OEM’s level of quality. The bidder shall provide a cross reference listing to identify and substantiate equivalence. This shall include the manufacturer's name and item number, indicate any deviations from the OEM’s specifications. Technical literature is also required to further describe in detail equivalence and conformance in design, construction, performance and quality. The approval to allow and accept alternate equivalents will be at Miami-Dade County’s discretion, if determined to be in the best interest of the County.

3.6 DELIVERY

The awarded bidder is responsible for contacting the issuing County department to establish all delivery requirements, including but not limited to date, time and location. Deliveries not complying with these requirements may be rejected and will have to be redelivered at the bidder’s expense. The County department may choose to pick up the tires at the manufacturers authorized dealer’s facility or other agreed upon location.

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3.7 TESTING

Samples of delivered tires may be selected at random and tested for compliance using the following standards:

ASTM Standard F1922, Test Method-for Tires, Pneumatic, and Vehicular Highway.

ASTM Standard F1923, Test Method-for Tires, Pneumatic, Vehicular Low Speed, Off Highway.

3.8 ACCEPTANCE

The County shall thoroughly inspect each tire or service prior to acceptance. Tires and or related services may be inspected and evaluated per bid specifications, purchase order, manufacturer’s labeling, or dealer’s invoice to ensure tires and or related service meets or exceeds the requirements of the technical bid specifications, purchase order or work order. If the bidder delivers an item or service this is in error or defective, the bidder shall either remedy the error and/or defect, at their own expense, within forty-eight (48) hours (not including weekends and holidays), after notification by the County. Delivery will not be considered complete until all items and/or service are satisfactory and accepted by the County.

3.9 WARRANTY

The County’s warranty requirements are established and referenced in Section 1 General Terms and Conditions, paragraph 1.7 Warranty.

3.10 SAFETY STANDARDS

It is intended that all specifications be in full and complete compliance with all Federal, State and County laws, regulations or ordinances applicable to tires and tire related services. This includes, but not limited to, U.S. Department of Transportation, FDOT, NHTSA, Federal MVSS, OSHA and EPA standards and Florida requirements for external noise control that apply to the type of tire or related service being provided.

3.11 PRICE AND PRODUCT LIST

Bidders must list the net discounted price of each tire and tire related service on the pricing sheet provided in sections 4.1 – 4.3 of this solicitation. All taxes or environmental fees imposed by the state, federal or local governments, and in effect at the time of the bid opening shall be listed separately, and will be added to invoices. Any increases or mandated new fees effective subsequent to the bid opening must be approved in advance by the County. The bidder may also submit pricing on a Windows Excel file, formatted as illustrated in section 4.1 – 4.3 of this solicitation.

Bidders will be allowed to modify their pricing list for product line changes only; due to new product developments and end of life/replacement items. All added products shall be at the previous net discount price, or match the previous net discount percentage (%) off the manufacture’s price list. The bidder must notify the County immediately, within three (3) business days; to provide an updated pricing and product list when such a change has occurred. Changes to the authorized pricing and product list or to related information (i.e.: ordering information) shall not be deemed Contract amendments or modifications.

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SECTION 4.0

SUBMITTAL FORM

Bidder/Dealer Company Name:

FEIN:

Authorized Representative Name:

Signature

QUALIFICATION CRITERIA TO BE COMPLETED BY ALL BIDDERS

To ensure compliance with all solicitation requirements.

Reference

Section

GROUP 1 New Tire Purchases

Refer to Section 2.4.1 (1 – 5)

Copy

Attached

2.4.1 (1)

Bidder must be a tire manufacturer or an authorized dealer; and must provide documentation

to confirm compliance with this requirement. This can be satisfied by a copy of the agreement,

a letter from the manufacturer, or a designation on the manufacturer’s website.

2.4.1 (2)

Bidder must provide a valid license or certificate issued by the State of Florida Department of

Highway Safety and Motor Vehicles under the provisions of section 320.60-320.70, Florida

Statues to conduct and carry on business as a manufacturer of Tires in the State of Florida. Or

the bidder can provide a Waste Tire Generator or Hauler Permit issued by Miami-Dade

County’s Department of Solid Waste Management.

2.4.1 (3)

Bidder must provide two (2) business reference letters from current or previous customers

who’ve purchased tires from the Bidder within the last two (2) years. The reference letters must

reflect a satisfactory recommendation, be signed on the customer’s letterhead, include the

name, title, address, telephone, and email of the person providing the reference.

2.4.1 (4)

Bidder must provide the contact information of a designated representative to provide the

County with support and information concerning orders placed. Bidder shall provide the

representative’s name, title, phone number, and email address.

Name:

Title:

Phone:

Email:

2.4.1 (5) Bidders are required to complete the pricing and product list provided in Section 4.1, bids

received without the completed list may be subject to bid rejection.

Check to

Affirm

Reference

Section

GROUP 2 Tire Repairs and Services


Copy

Attached

2.4.2 (1)


who’ve purchased tire related services from the Bidder within the last two (2) years. The

reference letters must reflect a satisfactory recommendation, be signed on the customer’s

letterhead, include the name, title, address, telephone, and email of the person providing the

reference.

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2.4.2 (2)




Name:

Title:

Phone:

Email:

2.4.2 (3) Bidder must own or operate a local (Miami-Dade or Broward County) enclosed and secure

service facility capable of supplying parts and performing repairs and services as needed.

Check to

Affirm



Check to

Affirm

2.4.2 (5) Bidder shall have and maintain all equipment, application tools and vehicles needed to perform

service within this group; in accordance with industry standards.

Check to

Affirm

Reference

Section GROUP 3 Tire Retreading


Copy

Attached

2.4.3 (1)


who’ve purchased tire retreading services from the Bidder within the last two (2) years. The

reference letters must reflect a satisfactory recommendation, be signed on the customer’s

letterhead, include the name, title, address, telephone, and email of the person providing the

reference.

2.4.3 (2)




Name:

Title:

Phone:

Email:

2.4.3 (3) Bidder must own or operate a local (Miami-Dade or Broward County) enclosed and secure

service facility capable of supplying parts and performing repairs and services as needed.

Check to

Affirm



Check to

Affirm

2.4.3 (5) Bidder shall have and maintain all equipment, application tools and vehicles needed to perform

service within this group; in accordance with industry standards.

Check to

Affirm

2.4.3 (6) Bidder shall provide the County with the retread manufacturer’s guide(s) for the recommended

tread size/width for specific tire brand size and series.

Check to

Affirm

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SECTION 4.1

PRICE AND PRODUCT LIST

TO BE COMPLETED BY ALL BIDDERS

GROUP 1 New Tire Purchases


FEIN:


Signature

** Please list NET price per each tire offered, plus each option **

PRODUCT INFORMATION MIAMI-DADE NET

OPTIONS TOTAL COST MANUFACTURER TYPE SIZE ITEM # S/W SR/

LR WASTE

TIRE FEE

DISPOSAL FEE

VALVES MOUNTING BALANCE

$ $ $ $ $ $ $

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SECTION 4.2





FEIN:


Signature

** Please list NET price per each service offered; CF = County Facility and RS = Roadside **

PRODUCT INFORMATION REPAIR / SERVICE TYPE TOTAL COST C

F RS

CF

RS

CF

RS

CF

RS

CF

RS

CF

RS

CF

RS

CF

RS

CF

RS

CF

RS

MANUFACTURER TYPE SIZE

DIS

PO

SA

L

FE

E

AL

IGN

ME

NT

FE

E

BA

LA

NC

E

FE

E

FL

AT

TIR

E

FE

E

MO

UN

TIN

G

FE

E

PL

UG

FE

E

PA

TC

H F

EE

RO

TA

TIO

N

FE

E

SP

AR

E T

IRE

CO

ST

VA

LV

E S

TE

M

INS

TA

LL

AT

ION

FE

E

$ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $

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SECTION 4.2





FEIN:


Signature

** Please list NET price per each service offered **

MANUFACTURER TYPE SIZE SOLID FILL FOR EXISTING FOAM FILLED WHEEL ASSEMBLY

SOLID FILL FOR NEW TIRES

$ $

of 12 Rev. 072518

SECTION 4.3



GROUP 3 Tire Retreading


FEIN:


Signature

** Please list NET price per each service offered **

RECAPPING OF COUNTY SUPPLIED TRUCK TIRE CASING TOTAL COST TIRE

DESCRIPTION SIZE WITH PRE CURED TOP

CAP

WITH ONE PIECE SEAMLESS RING TREAD

TOP CAP

DIS-MOUNTING FEE

MOUNTING FEE

TIRE & RIM BALANCING

FEE

$ $ $ $ $ $

RECAPPING OF BIDDER SUPPLIED USED VIRGIN TRUCK TIRE CASING

TIRE DESCRIPTION

& SIZE

WITH PRE CURED TOP CAP – USED

GRADE A TRUCK

TIRE CASING

WITH PRE CURED TOP CAP – USED

GRADE B TRUCK TIRE

CASING

WITH ONE PIECE SEAMLESS RING

THREAD PRE CURED TOP CAP – USED GRADE A

TRUCK TIRE CASING

WITH ONE PIECE SEAMLESS RING

THREAD PRE CURED TOP CAP –

USED GRADE B

DIS-MOUNTING FEE

MOUNTING FEE


FEE

TOTAL COST

$ $ $ $ $ $ $

RECAPPING OF BIDDER SUPPLIED NEW VIRGIN TRUCK TIRE CASING

TIRE DESCRIPTION

SIZE WITH PRE CURED TOP CAP

WITH ONE PIECE SEAMLESS RING TREAD

PRE-CURED TOP CAP

DIS-MOUNTING FEE

MOUNTING FEE


FEE

TOTAL COST

$ $ $ $ $ $

RECAPPING OF COUNTY SUPPLIED SOLID FILLED (OTR) BIAS PLY TIRE CASING WITH RE PRESSURIZING (as needed) TIRE

DESCRIPTION SIZE RECAP OF SOLID FILL

RE-PRESSURIZING DIS-MOUNTING

FEE

MOUNTING FEE


FEE

TOTAL COST

$ $ $ $ $ $

RECAPPING OF BIDDER SUPPLIED SOLID FILLED (OTR) BIAS PLY TIRE CASING WITH RE PRESSURIZING (as needed) TIRE

DESCRIPTION SIZE RECAP OF SOLID FILL

FOAM FILL & WHEEL

ASSEMBLY MOUNTING /

DIS-MOUNTING FEE

RIM REFURBISH-

MENT


FEE

TOTAL COST

$ $ $ $ $ $

departmental input contract/project measure …€¦ · satisfactory recommendation, be signed on...

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