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REQUEST FOR QUOTATION

RFQ#18-161

Jefferson County Purchasing Department

195 Arsenal Street Watertown New York 13601

P: 315-785-3077 / F: 315-785-7591 / EMAIL: purchasing@co.jefferson.ny.us

Date Issued: 12/17/18 Date Due: 12/26/18 @ 4pm

Purchasing Contact If Additional Information Is Required: KARIN DORR @ karind@co.jefferson.ny.us

COMPANY NAME: _____________________________________________________________________

NAME OF PERSON SUBMITTING QUOTATION: ______________________________________

SIGNATURE (REQUIRED): ________________________________________________________

DATE: _________________

CHECK HERE IF NO QUOTE: ____________

← The successful vendor will be required to provide proof of insurance coverage before a purchase order is issued. The insurance required for this purchase is attached to this request for quotation.

← Also, please note this contract is subject to Prevailing Wage Laws of New York State.

|DESCRIPTION |1/1/19 – 12/31/19 |1/1/20 – 12/31/20 |1/1/21 – 12/31/21 |

|The County is requesting quotations from qualified vendors to provide Maintenance, Repair and | | | |

|Testing Services | | | |

|on an as-needed basis for the two (2) “Fuel Master” Bulk Fuel Delivery Systems and (1) Veeder-Root | | | |

|tank monitoring system currently in use and listed below to include parts and labor for all | | | |

|components as well as related hardware & software. | | | |

| | | | |

|Vendors are not required to bid both systems. A multiple vendor award will be made if necessary. | | | |

| | | | |

|AWARD WILL BE BASED ON THE TOTAL COST OF SERVICE CALL INCLUDING TRAVEL | | | |

| | | | |

|PRICES SHALL REMAIN VALID FROM 1/1/19 - 12/31/21 with the option to extend the resulting contract | | | |

|for up to one (1) additional one-year periods, based on the 2021 terms, conditions and pricing, | | | |

|upon agreement of all parties in writing. | | | |

| | | | |

|System 1 – | | | |

|Located at Jefferson County Highway Dept., 21897 CR 190, Watertown, NY | | | |

|Fuel Management System FMU3500, Manufactured by Syn-Tech Systems | | | |

|SERVICE CALL LABOR RATE: | | | |

|(Shall be deemed as beginning when the vendor arrives on site) |1/1/19 – 12/31/19 |1/1/20 – 12/31/20 |1/1/21 – 12/31/21 |

| | | | |

| | | | |

|TRAVEL RATE: | | | |

| | | | |

|DISCOUNT FROM PARTS LIST | | | |

|__________________________________________________________ |$ _____________/HR |$ _____________/HR |$ _____________/HR |

|System 2 – | | | |

|Located at Watertown International Airport, 22529 Airport Dr., Dexter, NY |$_____________/HR |$_____________/HR |$_____________/HR |

|Fuel Management System FMU2500 Plus, Manufactured by Syn-Tech Systems | | | |

|SERVICE CALL LABOR RATE |______________% |______________% |______________% |

|(Shall be deemed as beginning when the vendor arrives on site) | | | |

| | | | |

| | | | |

|TRAVEL RATE: | | | |

| | | | |

|DISCOUNT FROM PARTS LIST | | | |

|__________________________________________________________ | | | |

|System 3 - |$ _____________/HR |$ _____________/HR |$ _____________/HR |

|Located at Jefferson County Public Safety Building, 753 Waterman Drive, Watertown NY 13601 | | | |

|Veeder-Root TLS-300 Tank Monitoring System (for diesel tank) |$_____________/HR |$_____________/HR |$_____________/HR |

| | | | |

|SERVICE CALL LABOR RATE |______________% |______________% |______________% |

|(Shall be deemed as beginning when the vendor arrives on site) | | | |

| | | | |

| | | | |

|TRAVEL RATE: | | | |

| | | | |

|DISCOUNT FROM PARTS LIST | | | |

|PLEASE SEE WAGE RATE & INSURANCE INFORMATION WHICH FOLLOWS | | | |

| |$ _____________/HR |$ _____________/HR |$ _____________/HR |

| | | | |

| |$_____________/HR |$_____________/HR |$_____________/HR |

| | | | |

| |______________% |______________% |______________% |

| | | | |

1. PLEASE USE THIS FORM TO SUBMIT YOUR RESPONSE BUT YOU MAY ATTACH ADDITIONAL FORMS IF NECESSARY.

2. ALL QUOTES MUST BE SUBMITTED BASED ON FOB DELIVERED, SIGNED, AND RETURNED BY THE DATE DUE.

3. PLEASE FAX QUOTES BETWEEN 9:00AM AND 4:00PM, FAXES SENT AT ANY OTHER TIME WILL NOT BE RECEIVED.

4. If you are quoting on an alternate or substitution that meets our requirements, please furnish complete details or description with your quotation.

5. UNLESS OTHERWISE NOTED THE COUNTY RESERVES THE RIGHT TO AWARD EACH ITEM LISTED TO A SINGLE VENDOR OR TO MULTIPLE VENDORS AT OUR DISCRETION.

6. Jefferson County reserves the right to reject any or all quotes. All quotations must remain valid for thirty (30) days unless otherwise noted. Any quotation not accepted within thirty (30) days from the due date will be considered withdrawn.

7. The County may cancel any contract that may result from the award of this purchase in whole or part by providing the successful vendor with a 30-day notice of intent to cancel in writing.

8. Upon agreement of both parties in writing the County may add or delete like items from the subsequent contract awarded during the term of the contract.

9. This purchase will be made in accordance with the Jefferson County Purchase Order Terms & Conditions which may be found in the Purchasing section of the County Website ().

ALL CONTRACTS WHICH MAY RESULT FROM THIS QUOTATION SHALL BE SUBJECT TO THE PROVISIONS OF NEW YORK STATE GENERAL MUNICIPAL LAW 103.

A CONTRACTUAL OBLIGATION BETWEEN JEFFERSON COUNTY AND A SUCCESSFUL CONTRACTOR SHALL EXIST ONLY UPON RECEIPT OF A VALID PURCHASE ORDER NUMBER ISSUED BY AN AUTHORIZED JEFFERSON COUNTY PURCHASING DEPARTMENT REPRESENTATIVE.

New York State Wage Rates

If any portion of work being bid is subject to the prevailing wage rate provisions of Labor Law, the Successful Vendor is responsible for complying with all current labor rates and regulations throughout the duration of any contract resulting from this bid and will conduct his business in strict compliance with County Law, New York State Labor Laws, Federal OSHA Laws, and all other laws that apply.

The current schedule(s) of the prevailing rates and prevailing hourly supplements for this project may be accessed at the New York State Department of Labor website @ labor.state.ny.us. The County has applied for and received a PRC number for this project. Updated copies of your schedule can be accessed by entering the assigned PRC#20180014653 at the proper location on the website. Rates can also be obtained by contacting the Department of Labor.

If you do not have internet access you may contact the Jefferson County Purchasing Department at (315) 785-3077 to request a copy of the prevailing rate schedule for this project.

The County will only pay and the vendor agrees to only charge prevailing wage rates to those employees of any organization that are required by New York State law to receive said rates in the course of doing work for the County. The County reserves the right to withhold payment to the successful vendor pending receipt of certified payrolls in accordance with New York State Department of Labor regulations. Upon notice of award the County will provide the name and address of the individual to whom the certified payrolls must be forwarded before invoices will be approved and paid.

The contractor agrees to verify all rates with the New York state Department of Labor prior to submitting a proposal and prior to doing any work for the County as well as to establish which of those workers involved in any part of the contract for the County are required by law to receive said rates.

Vendors currently on the NYS Labor Department Debarred list will not be considered for award of this contract. By submitting a bid for consideration, the vendor is indicating to the County that they are currently in good standing with the NYS Department of Labor at the time of the bid.

INSURANCE:

For all services contracted with Jefferson County the successful Contractor shall procure and maintain insurance satisfactory to the County in the following coverages and amounts:

CONTRACTOR shall maintain or cause to be maintained, in full force and effect during the term of this Agreement, at its expense, Worker’s Compensation Insurance, Employer’s Liability Insurance, Disability Insurance, Commercial General Liability Insurance, Motor Vehicle Liability Insurance and Professional Liability Insurance, and other insurance with stated minimum coverages, all as listed below. Such policies are to be in the broadest form available on usual commercial terms, shall be written by insurers licensed to do business in the State of New York and which have an A.M. Best Rating of A (-) or better as determined in the most recent A.M. Best publication, and who have been fully informed as to the nature of the SERVICES to be performed, and shall cover risks and liability to CONTRACTOR resulting from this Agreement. Commercial General Liability shall include personal injury liability.

Except for Worker’s compensation Insurance and Disability Insurance, the COUNTY, its officers, employees and agents shall be named as additional insureds on all such policies with the understanding that any obligations imposed upon the insured (including without limitation, the liability to pay premiums) shall be the sole obligation of CONTRACTOR and not those of the COUNTY. Notwithstanding anything to the contrary in this Agreement, CONTRACTOR irrevocably waives all claims against the COUNTY for all losses, damages, claims or expenses resulting from risks commercially insurable under this insurance described in this Section. The provision of insurance by CONTRACTOR shall not in any way limit CONTRACTOR’S liability under this Agreement.

Type of Coverage MINIMUM Limits of Coverage

X Worker’s Compensation Statutory and NYS Disability

X Business Automobile Liability $1,000,000 Combined Single Limit

(Combined Bodily Injury and

Property Damage arising out of

the ownership, operation, use,

loading or unloading of all owned,

leased, hired and non-owned vehicles)

X Commercial General $1,000,000 Each Occurrence

Liability, (including $2,000,000 General Aggregate Limit

Broad form contractual $2,000,000 Products Completed Operations

Liability, combined bodily $1,000,000 Advertising/Personal Injury

injury and property damage) $10,000 Premises Medical Payment

Each policy of insurance, and except for Worker’s Compensation Insurance and Disability Insurance, shall contain clauses to the effect that (i) such insurance shall be primary without right of contribution of any other insurance or self-insurance, including any deductible, maintained and/or otherwise provided by or on behalf of the COUNTY with respect to its interest, (ii) it shall not be cancelled, including, without limitation, for non-payment of premium, or materially amended, without thirty (30) days prior written notice via certified registered mail to the COUNTY and the COUNTY shall have the option to pay any necessary premiums to keep such insurance in effect and charge the cost back to CONTRACTOR.

At the time of execution of this Agreement, and upon each policy renewal, CONTRACTOR shall submit to COUNTY certificates of insurance evidencing CONTRACTOR’S compliance with the requirements of this Section, including certificates of insurance from any approved subcontractors.

The Successful Bidder shall arrange with its insurance carrier to have Jefferson County, and its officers, employees, and agents listed as additional named insureds on all certificates of insurance required for performance of this contract and shall provide proof acceptable to the County that those amendments to the insurance contract(s) have been accomplished.

Notice of policy terminations must be provided to Jefferson County Purchasing Department, 195 Arsenal Street, Watertown, NY 13601, at least thirty (30) days prior to termination.

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