Solicitation Detail - City of Springfield, MA

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Bid Detail

18-048 - Auto Parts and Supplies for DPW Fleet Vehicles

End date: Wednesday October 18, 2017 at 2 p.m.

Procurement Scope and Description

The Springfield Department of Public Works Fleet Division, (“DPW”) is seeking responses to establish a list of qualified vendors in which the Department may purchase auto parts and supplies for their fleet. The Department of Public Works operates a fleet division which maintains the fleet of cars, vans, and trucks.

The City reserves the right to add mutually agreed upon items at any time during the life of the contract(s). The supplies in this bid are subject to M.G.L. Chapter 30B as well as other
applicable statutes.

Number of Awards

The Department seeks multiple suppliers. The intent of this IFB is to establish and maintain a list of pre-qualified suppliers from which the Department can select.

Contract Duration

The initial term of this contract shall be for One (1) year. The City will also retain Two (2) one- year renewal options, to be used at its sole discretion.

Estimated Value of the Contract

The Department anticipates making purchases for auto parts during fiscal year 2018.

Multiple contracts may be awarded as a result of this bid. The contract value is estimated not to exceed One Hundred Thousand Dollars and 00/100 ($100,000.00) per vendor/per year.

The City and Department makes no guarantee that any commodities will be purchased from any contract resulting from this bid.
Pricing

The acquisition method(s) to acquire goods and/or services from this bid is to select the lowest unit price for supplies/parts purchased on an as-needed basis by responsive and responsible suppliers.

Compensation will be based solely on the unit pricing information provided by the bidder and accepted by the Department.

Bidders responding to this IFB must complete and return: Attachment A: Bid Response Form

The Department is looking for the “Best Value” response, which is timely, which supports the required performance outcomes, and which provides the greatest quantity of supplies and parts at the highest quality.

The City and DPW make no guarantee that any auto parts/supplies will be purchased from any Contract resulting from this Bid.

The Chief Procurement Officer shall reserve the right to the full extent permitted by law to reject any or all bids wholly or in part, to waive technicalities and minor informalities, to correct minor omissions, clerical errors, and to modify the bid with the consent of the bidder, as may be in the best interest of the City.

Withdrawal of Bids: Bids cannot be altered or amended after submission deadline. Bids may be withdrawn prior to bid opening time and date.

All commodities are to be supplied in a professional manner. The Vendor shall familiarize him/herself and abide by all Department rules and regulations. Exceptions must have prior approval.

Delivery

The Department's expectation is that parts can be received within 24 hours of notification; the vendor should provide prompt and efficient service.

Any issues regarding the quality of service will be addressed immediately.

The Department may elect to pick-up parts as needed.

Warranty

Minimum warranty on parts must be 90 days for mechanical and electrical components.

Additional consideration may be given to bidders that provide additional warranty time.