Staff Report — Simi Valley City Council, December 16, 2024

SAN2450.SR.MG

CITY OF SIMI VALLEY

MEMORANDUM

December 16, 2024

TO: Board of Directors, Ventura County Waterworks District No. 8

FROM: Department of Public Works

SUBJECT: AUTHORIZATION TO NEGOTIATE CONTRACTS FOR THE PURCHASE OF SIX REPLACEMENT VEHICLES, SPECIFICATION NO. SV 25-09

RECOMMENDATION

It is recommended that the Board of Directors authorize the District Manager to negotiate contracts to purchase six Ventura County Waterworks District No. 8 (Waterworks) replacement vehicles, Specification No. SV 25-09, for a total not to exceed amount of $405,000 pursuant to the Simi Valley Municipal Code (SVMC) Section 2- 9.205 Informal and Formal Bidding Procedures: Section (g) (4) No Bids Received.

BACKGROUND AND OVERVIEW

Staff recommends that the Board of Directors authorize the District Manager to negotiate contracts for the purchase of six Waterworks replacement vehicles, Specification No. SV 25-09, due to no bids being received.

On September 16, 2024, the District Manager authorized staff to solicit bids to purchase six Waterworks replacement vehicles due to poor condition, high mileage, and increased repair costs of the existing vehicles. The six vehicles to be replaced are:

Asset # Model Year Vehicle Description Approved Budget
524 2008 Ford F450 w/Utility Bed $50,000
568 2011 Ford F350 w/Utility Bed $85,000
610 2016 Ford F350 w/Utility Bed $85,000
579 2012 Ford F250 w/Utility Bed $75,000
593 2014 F150 Pickup $55,000
594 2014 F150 Pickup $55,000
Total Available Budget $405,000

AGENDA ITEM NO.

Consent (2)

SAN2450.SR.MG

FINDINGS AND ALTERNATIVES

A Notice Inviting Bids (Notice) was published in the Ventura County Star , posted on the City’s website, and mailed to twenty vendors. On October 17, 2024, the bid closing date, no bids were received. SVMC Section 2-9.205, subsection (g) provides the City the following options when no bids are received:

• Abandoning the purchase or product;
• Rebidding the purchase or product;
• Bid items defined as public projects may be performed by employees of the City by force account; or
• Awarding the contract using any other method deemed appropriate by the City, including a negotiated contract.

Staff recommends authorizing the District Manager to negotiate contracts with local vendors for the purchase of the six replacement vehicles as provided by the SVMC Section 2- 9.205 Informal and Formal Bidding Procedures: Section (g) (4) No Bids Received. This option will allow staff to purchase directly from one, or more, local vendors with vehicles in-stock. Re-bidding the vehicles would result in increased staff-time, longer usage of aging vehicles, and the risk of receiving no bids a second time.

A total of $405,000 is available in the Waterworks vehicle replacement budget (fund 763) for the purchase of the six vehicles. Providing the District Manager with the authorization to negotiate and execute contracts for the purchase of the aforementioned vehicles within the total budget available will assist in purchasing replacement vehicles prior to being sold on the open market.

The following alternatives are available to the Board of Directors:

1. Authorize the District Manager to negotiate contracts for the purchase of six replacement vehicles, Specification No. SV 25-09, pursuant to the SVMC Section 2-9.205 Informal and Formal Bidding Procedures: Section ( g) (4) No Bids Received;

2. Provide other direction to staff.

Staff recommends Alternative No. 1.

SUGGESTED BOARD MOTION

I move to authorize the District Manager to negotiate contracts for the purchase of six replacement vehicles, Specification No. SV 25- 09, for a total not to exceed amount of $405,000, pursuant to the SVMC Section 2- 9.205 Informal and Formal Bidding Procedures: Section (g) (4) No Bids Received.

2 SAN2450.SR.MG

SUMMARY
On S
eptember 16, 2024, Waterworks solicited bids for the purchase of six replacement vehicles, Specification No. SV 25 -09. A notice inviting bids was published in local newspapers, posted on the City’s website, and mailed to twenty vendors. No bids were received on October 17, 2024. Therefore, staff recommends authorizing the District Manager to negotiate contracts for the vehicle purchases. ______
______________________________
Ronald K. Fuchiwaki
Public Works Director
Pr
epared by: Matt Mckenna, Senior Management Analyst
INDEX Page
Atta
chment A – Bid Package SV 25-09 ................................ 4 Attachment B – Addendum 1 ............................................. 26 3 Dear Prospective Vendor:

If you intend to submit a bid or proposal, please contact Melisa Silverheels at (805) 583-6469 and provide your name, address, telephone number, fax number, and E-mail address.

The District will use this information to not ify you of any addenda to these documents.

Without this information, the District has no way of identifying who may have outdated or incomplete copies. It is the prospective vendor’s responsibility to ensure the most complete and current versions of the documents are obtained, including any addenda.

ATTACHMENT A
4 County Wate r works Distric t No. B
City of Simi Valley
2929 Tapo Canyon Road, Simi Valley, Callfornla 93063 (805) 583-6700

NOTICE INVITING SEALED BIDS

FOR THE
PURCHASE OF SIX (6) REPLACEMENT VEHICLES,
SPECIFICATION NO. SV 25-09
The City of Simi ValleyNentura County Waterworks District No. 8 (City/District) is accepting sealed bids for the Purchase of Six (6) Replacement Vehicles, Specification No. SV 25-09.

Additional information may be obtained by contacting:

Raul Escobar, Deputy Public Works Director, Waterworks Services Public Works Department
2929 Tapo Canyon Road
Simi Valley, CA 93063
[email protected]
(805) 583-6468
Sealed bids must be received at or before 3:30 P.M. on October 15, 2024, by the City Clerk/District Secretary's office for the City/District's Public Works Department, 2929 Tapo Canyon Road, Simi Valley CA 93063. A copy of the Notice Inviting Sealed Bids may be viewed and downloaded at www.simivalley.org/BidsAndProposa ls. Please mark the outside of the envelope (and express shipment, if applicable):

PURCHASE OF SIX (6) REPLACEMENT VEHICLES,
SPECIFICATION NO. SV 25-09
3:30 P.M. on October 15, 2024
LATE BIDS WILL NOT BE ACCEPTED.

Raul Escobar
Deputy Public Works Director, Waterworks Services

BPNONCONSTR
July 2024
1 sv 25-09
5 SPECIFICATION NO. SV 25-09
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May 2024 SV 25-09

VENTURA COUNTY WATERWORKS DISTRICT NO. 8

CITY OF SIMI VALLEY

PUBLIC WORKS DEPARTMENT

NOTICE INVITING SEALED BIDS
FOR THE PURCHASE OF SIX (6) REPLACEMENT VEHICLES,
SPECIFICATION NO. SV 25-09

TABLE OF CONTENTS

NOTICE INVITING SEALED BIDS .................................................................. Page 1 SEALED BID ACKNOWLEDGEMENT FORM ................................................. Page 3 NOTICE INVITING SEALED BIDS INFORMATION ....................................... Page 4 BID TERMS AND CONDITIONS ..................................................................... Page 6 BID .................................................................................................................. Page 8 UNIT PRICE BID SCHEDULE ......................................................................... Page 9 SUMMARY OF BID SUBMISSION FORM ...................................................... Page 17 CONTRACT SAMPLE ..................................................................................... Page 19

6 SPECIFICATION NO. SV 25-09

SUBMIT WITH BID

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July 2024 SV 25-09
VENTURA COUNTY WATERWORKS DISTRICT NO. 8

CITY OF SIMI VALLEY

SEALED BID ACKNOWLEDGEMENT FORM

PROPOSALS ARE DUE: NO LATER THAN 3:30 P.M. ON October 15, 2024.

The City of Simi Valley/Ventura County Waterworks District No. 8 is requesting bids for the Purchase of Six (6) Replacement Vehicles, Specification No. SV 25-09.

1. Submit one bid to:

City Clerk/District Secretary
City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063

2. Bid must honor proposal prices for 60 days.

3. Bid must include this Sealed Bid Acknowledgement form and be signed by the Bidder's authorized representative.

4. Award of a contra ct, if any, will be made by the appropriate authority based upon the criteria set forth in this Notice Inviting Sealed Bids and will be made based upon the lowest Bidder.

BIDDER TO READ

I have, read, understood, and agree to the terms and conditions on all pages of this Notice Inviting Sealed Bids. The undersigned agrees to furnish the commodity or service stipulated on this Bid as stated above.

____________________________ __________________________________ Name (Print) Company

____________________________ ________________________________ Title of Person Signing Bid Address

____________________________ ________________________________ Signature Company Phone No.

7 SPECIFICATION NO. SV 25-09

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NOTICE INVITING SEALED BIDS INFORMATION

The City of Simi Valley/Ventura County Waterworks District No. 8 (City/District) is accepting sealed bids for the Purchase of Six (6) Replacement Vehicles according to the terms and conditions attached. In the preparation of this sealed bid (“Bid”), the words " Bidder(s)", “Vendor(s)”, or “Firm(s)” are used interchangeably.

I. Introduction/Background:

The City/District’s Public Works Department is soliciting bids (Bids) from Firms for the Purchase of Six (6) Replacement Vehicles located at the Ventura Cou nty Waterworks District No. 8, 500 W. Los Angeles Ave, Simi Valley, CA 93065. The expected completion date for delivery of the six (6) vehicles is 180 calendar days.

II. Objective(s):

The objective of this Bid is to identify a Vendor who will furnish six (6) replacement vehicles.

III. General Requirements:

A. All vehicles furnished shall be of the most recent year and model of a standard manufacturer.

B. All vehicles shall be subject to the inspection and approval of the Maintenance Superintendent.

C. All vehicles furnished shall be new and shall be factory standard in all respects not in conflict with the specific requirements below.

D. Where specifications for specific items are not included, the latest revisions of manufacturers' standards are satisfactory.

E. Warranty: Unless otherwise noted on the specification sheet below, the vehicle(s) furnished under these specifications shall carry a standard warranty, which will cover a minimum of 36 months total parts and labor.

F. Vehicles and accessories shall conform to the Federa l Motor Vehicle Safety Standard provisions, the California Vehicle Code, Department of Transportation and, where applicable, the Safety Orders of the ANSI and OSHA.

G. There shall be no dealer name or any form of dealer advertisement on any vehicle delivered to City/District.

H. The Contractor shall submit an application(s) for exempt registration with the Department of Motor Vehicles prior to delivery to the City/District.

IV. Delivery:

The vehicle(s) shall be delivered to the City /District’s Public Works Maintenance w ithin 8 SPECIFICATION NO. SV 25-09

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July 2024 SV 25-09
180 calendar days after order by the City/District.

The vehicle(s) shall be delivered to the Maintenance Superintendent at the Public Services Center, 500 West Los Angeles Avenue, Simi Vall ey, California 93065, Monday - Friday, 9:00 a.m. to 1:00 p.m., except holidays.

The City/District shall be notified in writing not less than 72 hours prior to delivery of the proposed vehicle(s). All regular pre -delivery service and warranties shall be provided, including a full tank of fuel.

V. Equivalent Product:

The City/District may, and the Bidders acknowledge, accept, reject all bids, and attempt to receive better pricing for the non-specialized vehicles contemplated in this bid process through a cooperative purchase or other valid purchasing method. This method may result in an award to one or more (or none) of the Bidders through suc h alternative processes.

VI. Rejection of All Bids:

Bids will be accepted for consideration on any make or model that is equal or superior to the vehicle specified. Decisions of equivalency will be at the sole discretion of the City/District. Bidder shall provide information as to any exceptions to each line item. If there are no exceptions, bidder shall mark each line item “as specified”. A blanket statement that equipment proposed will meet all requirements will not be sufficient to establish equivalence.

VII. Bid Provisions and Acknowledgements:

A. The Bid does not include Federal Excise Taxes or License Fees.

B. Vendor will be paid for actual number of vehicles purchased.

C. Bidder acknowledges City/District reserves the right to split the Bid and make an award to more than one Bidder to obtain the best pricing.

D. The dollar amounts reflected in the Bid Submission Form will be verified and the City/District will correct any calculation errors. Only the unit price will be considered as representing the Bidder’s intention and the total will be connected to conform to specified unit price.

9 SPECIFICATION NO. SV 25-09

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BID TERMS AND CONDITIONS

Submitting Bids. (a) Bids must include the Sealed Bid Acknowledgement form, in its entirety, in a sealed envelope with the wording “ Bid,” Specification No. and closing date and time marked on the outside; (b) Bids/corrections received after the closing time will not be opened. The City is not res ponsible for bids not properly marked and delivered. Upon award, all submissions become a matter of public record.

Alternatives. Any changes or alternatives must be set forth in a letter attached to this bid. The City has the option of accepting or rejecting any alternative bid.

Currency. All references to dollar amounts in this solicitation and in vendor's response refer to United States currency.

Preparation. All bids must be typed or written in black ink. Errors may be crossed out and corrected in ink, then initialed in ink by the person signing the bid.

Rejection. The City may reject any or all bids and waive any irregularity in any bid in its sole discretion.

Default. In case of default by the vendor of any of the conditions of this bid or contract resulting from this bid, the vendor agrees that the City may procure the services from other sources and may deduct from the unpaid balance due the vendor, or collect against the bond or surety, or may invoice the vendor for excess costs so paid, and pri ces paid by the City will be considered the prevailing market price at the time such purchase is made.

Assignment. No assignment by the vendor of contract or any part hereof, or of funds to be received hereunder, is binding upon the City unless the City g ave written consent before such assignment.

Subcontractors. The Bidder must list any subcontractors that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project.

Indemnification. The extent of a successful contractor’s obligation to indemnify and defend the City is set forth in the sample contract attached to this bid.

Bonds. When deemed necessary by the City, bid bonds must be furnished by all bidders in the amount of at least 10% of the bid to guarantee that bidders will enter into contract to furnish goods at prices stated. Likewise, a Performance Bond must be required of the successful bidder when stated in the specification (cash deposit, certified or cashier's check or mon ey order may be substituted in lieu of either bond).

Submission of One Bid Only. No individual, or business entity of any kind may file or to be interested in more than one bid, except an alternative proposal when specifically requested.

However, a person who has quoted prices on materials to a firm submitting a bid is not thereby disqualified from quoting prices to other firms submitting bids.

10 SPECIFICATION NO. SV 25-09

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July 2024 SV 25-09
Contract Requirement. The bidder to whom award is made must execute a written contract with the City within 10 c alendar days after written notice of the award was sent by mail/email to the address given in the proposal or within 10 calendar days after receipt by Bidder.

California Public Records Act. All information contained in the Bid, and the Bid itself, is a public record and subject to release to the public once opened. Bidders should not include trade secrets or other confidential information in their bids. To request public records, please visit www.simivalley.org/recordsrequest or contact City Clerk/District Secretary’s Office at (805) 583- 6748.

Non-commitment of Department. This Sealed Bid does not commit the City to award a contract, to pay any costs incurred in the preparation of a Bid for this request, or to procure or contract for services. The City may accept or reject any or all bids received as a result of this request, to negotiate with any qualified firm or to modify or cancel in part or in its entirety the Sealed Bid if it is in the best interests of the City to do so.

Bid Rejection. The City may reject the bid of any Bidder that previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the bid of a bidder who is not in a position to perform such a contract satisfactorily. The City may reject the bid of any bidder who is in default of the payment of taxes, licenses or other monies due to the City of Simi Valley/Ventura County Waterworks District No. 8.

Contract Pricing. Except as otherwise provided, bid prices must remain consistent through the term of this contract.

Bid Questions. Questions regarding this Sealed Bid may be made to the contact person listed below. Please review the bid schedule, if applicable, to determine the last day to submit questions.

Raul Escobar, Deputy Public Works Director, Waterworks Services Public Works Department
2929 Tapo Canyon Road
Simi Valley, CA 93063
[email protected]
(805) 583-6468

11 SPECIFICATION NO. SV 25-09

SUBMIT WITH BID

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B I D

BID TO: CITY OF SIMI VALLEY/VENTURA COUNTY WATERWORKS DISTRICT NO. 8, SIMI

VALLEY, CALIFORNIA

The undersigned Bidder proposes and agrees, if this Bid is accepted, to enter into an Agreement with the City in the form included in the Contract Documents (as defined in Article 4 of the Agreement) to perform the Work as specifie d or indicated in said Contract Documents entitled:

PURCHASE OF SIX (6) REPLACEMENT VEHICLES,
SPECIFICATION NO. SV 25-09

COMPLETION TIME: 180 Calendar Days
NUMBER OF PAGES IN PROPOSAL: 12

Bidder accepts all of the terms and conditions of the Contract Documents, including without limitation those in the Notice Inviting Bids and the Instructions to Bidders dealing with the disposition of the Bid Security.

This Bid will remain open for the period stated in the Notice Inviting Bids, unless otherwise required by law. Bidder will enter into an Agreement within the time and in the manner required in the Instructions to Bidders, and will furnish the insurance certificates, Payment Bond, Performance Bond, and all Permits required by the Contract Documents.

Bidder has examined copies of all the Contract Documents, including the following Addenda (receipt of which is hereby acknowledged):

Number ______________ Date ____________________

Bidder has familiarized itself with the nature and extent of the Contract Documents, the Work, the site, the locality where t he Work is to be performed, the le gal requirements (federal, state, and local laws, ordinances, rules, and regulations), and the conditions affecting cost, progress, or performance of the Work, and has made such independent investigations as Bidder deems necessary.

In conformance with the current statutory requirements of California Labor Code Section 1860, et seq., the undersigned confirms the following as its certification:

I am aware of the provisions of Section 3700 of the Labor Code, which require every employer to be insured against liability for worker's compensation, or to undertake self -insurance in accordance with the provisions, before commencing the performance of the Work of this Contract.

To all the foregoing, and including all Bid Schedule(s), List of Subcontractors, Non -collusion Affidavit, Bidder's General Information, and Bid Bond contained in these Bid Forms, said Bidder further agrees to complete the Work required under the Contract Documents within the Contract Time stipulated in said Contract Documents, and to accept in full payment therefor the Contract Price based on the Lump Sum or Unit Bid Price(s) named in the aforementioned Bidding Schedule(s).

Dated: ______________________________ Bidder:

Address:

Phone #:

Email:

Fax:

By:
(Signature)

12 SPECIFICATION NO. SV 25-09

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July 2024 SV 25-09

UNIT PRICE BID SCHEDULE
Schedule of Prices for the:

PURCHASE OF SIX (6) REPLACEMENT VEHICLES,
SPECIFICATION NO. SV 25-09
in Simi Valley, California

Please complete the following unit pricing and extended pricing for all items specified. This section is to be submitted to the District along with the Summary Bid Submission Form in accordance with the other bid requirements described herein.

Vendor must bid on all items in order to be considered for Award.

Bid Quotes and Unit Price Extensions - The extensions of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Bid Submission Form(s). The Bid Submission Form(s) must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder's intention and the total will be corrected to conform to the specified unit price.

Bidder shall provide information as to any exce ptions to each line item. If there are no exceptions, bidder shall mark each line item “as specified”. A blanket statement that equipment proposed will meet all requirements will not be sufficient to establish equivalence. Original manufacturer’s brochures of the proposed vehicles are to be submitted with the proposal.

Submit pricing for Vehicle 1-6 on Page 17.

Vehicle 1
NEW FULL-SIZE 4X2, EXT CAB AND CHASSIS, DRW
PAINTED MANUFACTURER’S WHITE
(Potential Order = 1)

As Specified/
Exceptions
Noted
Make & Model New Full-Size Truck, 4x2, Extended Cab, 1 -1/2 Ton DRW Truck (4500 series)

Proposed Make & Model Ford F450, Chevrolet Silverado 4500HD, GMC Sierra 4500HD
Air Conditioning/Heater Factory Air-Conditioning
Accessories
Vendor to supply one, 5 lb. fire extinguisher at time
of delivery. OEM running boards shall be installed on
the vehicle prior to delivery.

Alarm Electronic back -up alarm with a minimum rating of 100 Db.

Bumpers, Front & Rear Manufacturer’s Standard
Cab Extended Cab type, equipped with two sun visors.

Full instrumentation shall include fuel, water
13 SPECIFICATION NO. SV 25-09

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July 2024 SV 25-09
temperature, oil pressure, and speedometer, and
cruise control. Power locks and windows. Multiple
speed windshield wipers, in cab dome light and HD
floor mats.

Utility Truck Bed
SCELZI Enterprises: SBD -98-96-49-38-VO (or
equivalent) 94”x18” Full Through Access V -Groove
Work Deck, Modular Tool Drawer System, Drawer
Dividers, Polyurea Bed / Bumper Lining, Class V
Hitch, 6 pin Trailer Plug, Headache Rack.

CARB Emission
Certification California Certified
Cooling System Largest package available by manufacturer.

GVWR, Front / Rear Factory Standard
CARB Emission
Certification California Certified
Engine Regular Unleaded Gasoline or Factory standard
Diesel

Fuel Tank Capacity 24 gallons, minimum

Keys and Manuals Four sets of keys per vehicle at time of delivery.

Mats All-Weather Floor Mats (Dealer Installed)
Mirrors Mirrors shall be black & foldaway trailer tow type Radio AM/FM OEM Stereo with Clock
Restraint System Dual air bags. Seat belts for all seating positions.

Seats Split bench, dark gray or black in color.

Steering, Tilt Included. Shall be power assist.

Transmission Automatic with overdrive equipped with transmission cooler and installed in series with the radiator.

Warranty 3 year/36,000 mile Standard Warranty
Wheels and Tires (5) * Standard Steel Wheel All Season

Windows Power Electric
*Spare tire shall be mounted & secured on production-type carrier. All tires & wheels shall be same brand, tread design, size, load range & appearance.

Vehicle 2
NEW FULL-SIZE 4X2, REG CAB AND CHASSIS, DRW
PAINTED MANUFACTURER’S WHITE
(Potential Order = 1)

As Specified/
Exceptions
Noted
Make & Model New Full -Size Truck, 4x2, Regular Cab, 1 Ton DRW Truck (3500 series)

14 SPECIFICATION NO. SV 25-09

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July 2024 SV 25-09
Proposed Make &
Model
Ford F350, Chevrolet Silverado 3500HD, GMC Sierra
3500HD
Air Conditioning/Heater Factory Air-Conditioning
Accessories
Vendor to supply one, 5 lb. fire extinguisher at time of delivery. OEM running boards shall be installed on the vehicle prior to delivery.

Alarm Electronic back-up alarm with a minimum rating of 100 Db.

Bumpers, Front & Rear Manufacturer’s Standard
Cab
Regular Cab type, equipped with two sun visors. Full
instrumentation shall include fuel, water temperature,
oil pressure, and speedometer, and cruise control.

Power locks and windows. Multiple speed windshield
wipers, in cab dome light and HD floor mats.

CARB Emission
Certification California Certified
Cooling System Largest package available by manufacturer.

GVWR, Front / Rear Factory Standard
Engine Regular Unleaded Gasoline

Fuel Tank Capacity 24 gallons, minimum

Keys and Manuals Four sets of keys per vehicle at time of delivery.

Seats Split bench, dark gray or black in color.

Steering, Tilt Included. Shall be power assist.

Transmission Automatic with overdrive equipped with transmission cooler and installed in series with the radiator.

Warranty 3 year/36,000 mile Standard Warranty
Wheels and Tires (5) * Standard Steel Wheel All Season

Windows Power Electric
*Spare tire shall be mounted & secured on production-type carrier. All tires & wheels shall be same brand, tread design, size, load range & appearance.

15 SPECIFICATION NO. SV 25-09

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Vehicle 3
NEW FULL-SIZE 4X4, REG CAB AND CHASSIS, SRW
PAINTED MANUFACTURER’S WHITE
(Potential Order = 1)

As Specified/
Exceptions
Noted
Make & Model New Full -Size Truck, 4x4, Regular Cab, 1 Ton SRW Truck (3500 series)

Proposed Make &
Model
Ford F350, Chevrolet Silverado 3500HD, GMC Sierra
3500HD
Air Conditioning/Heater Factory Air-Conditioning
Accessories
Vendor to supply one, 5 lb. fire extinguisher at time of delivery. OEM running boards shall be installed on the vehicle prior to delivery.

Alarm Electronic back-up alarm with a minimum rating of 100 Db.

Power locks and windows. Multiple speed windshield
wipers, in cab dome light and HD floor mats.

Utility Truck Bed
SCELZI Enterprises: SBD -98-79-49-38-VO (or
equivalent) Modular Tool Drawer System, Drawer
Dividers, Polyurea Bed / Bumper Lining, Class V Hitch,
6 pin Trailer Plug, Headache Rack.

Cooling System Largest package available by manufacturer.

GVWR, Front / Rear Factory Standard
CARB Emission
Certification California Certified
Engine Regular Unleaded Gasoline

Fuel Tank Capacity 24 gallons, minimum

Keys and Manuals Four sets of keys per vehicle at time of delivery.

Seats Split bench, dark gray or black in color.

Steering, Tilt Included. Shall be power assist.

Transmission Automatic with overdrive equipped with transmission cooler and installed in series with the radiator.
16 SPECIFICATION NO. SV 25-09

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Warranty 3 year/36,000 mile Standard Warranty
Wheels and Tires (5) * Standard Steel Wheel All Season

Windows Power Electric
*Spare tire shall be mounted & secured on production-type carrier. All tires & wheels shall be same brand, tread design, size, load range & appearance.

Vehicle 4
NEW FULL-SIZE 4X4, EXT CAB AND CHASSIS, SRW
PAINTED MANUFACTURER’S WHITE
(Potential Order = 1)

As Specified/
Exceptions
Noted
Make & Model New Full-Size Truck, 4x4, Extended Cab, 3/4 Ton Truck (2500 series)

Proposed Make &
Model
Ford F250, Chevrolet Silverado 2500HD, GMC Sierra
2500HD
Air Conditioning/Heater Factory Air-Conditioning
Accessories
Vendor to supply one, 5 lb. fire extinguisher at time of delivery. OEM running boards shall be installed on the vehicle prior to delivery.

Alarm Electronic back-up alarm with a minimum rating of 100 Db.

Bumpers, Front & Rear Manufacturer’s Standard
Cab
Extended Cab type, equipped with two sun visors. Full
instrumentation shall include fuel, water temperature,
oil pressure, and speedometer, and cruise control.

Power locks and windows. Multiple speed windshield
wipers, in cab dome light and HD floor mats.

Utility Truck Bed
SCELZI Enterprises: SBD -98-79-49-38-VO (or
equivalent) Modular Tool Drawer System, Drawer
Dividers, Polyurea Bed / Bumper Lining, Class V Hitch,
6 pin Trailer Plug, Headache Rack.

Cooling System Largest package available by manufacturer.

GVWR, Front / Rear Factory Standard
CARB Emission
Certification California Certified
Engine Regular Unleaded Gasoline

Fuel Tank Capacity 24 gallons, minimum

Keys and Manuals Four sets of keys per vehicle at time of delivery.

Mats All-Weather Floor Mats (Dealer Installed)
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Mirrors Mirrors shall be black & foldaway trailer tow type Radio AM/FM OEM Stereo with Clock
Restraint System Dual air bags. Seat belts for all seating positions.

Seats Split bench, dark gray or black in color.

Steering, Tilt Included. Shall be power assist.

Transmission Automatic with overdrive equipped with transmission cooler and installed in series with the radiator.

Warranty 3 year/36,000 mile Standard Warranty
Wheels and Tires (5) * Standard Steel Wheel All Season

Windows Power Electric
*Spare tire shall be mounted & secured on production-type carrier. All tires & wheels shall be same brand, tread design, size, load range & appearance.

Vehicle 5
NEW MID-SIZE 4X4, CREW CAB
PAINTED MANUFACTURER’S WHITE
(Potential Order = 1)

As Specified/
Exceptions
Noted
Make & Model New Mid-Size Truck, 4x4, Crew Cab

Proposed Make &
Model Ford Ranger, Chevrolet Colorado, GMC Canyon
Air Conditioning/Heater Factory Air-Conditioning
Accessories
Vendor to supply one, 5 lb. fire extinguisher at time of delivery. OEM running boards shall be installed on the vehicle prior to delivery.

Bumpers, Front & Rear Manufacturer’s Standard
Cab
Crew Cab type, equipped with two sun visors. Full
instrumentation shall include fuel, water temperature,
oil pressure, and speedometer, and cruise control.

Power locks and windows. Multiple speed windshield
wipers, in cab dome light and HD floor mats.

Truck Bed Manufacturer’s Standard
Cooling System Largest package available by manufacturer.

GVWR, Front / Rear Factory Standard
CARB Emission
Certification California Certified

Engine Largest package available by manufacturer.

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Fuel Tank Capacity Factory Standard

Keys and Manuals Four sets of keys per vehicle at time of delivery.

Mats All-Weather Floor Mats (Dealer Installed)
Mirrors Mirrors shall be black & foldaway
Radio AM/FM OEM Stereo with Clock
Restraint System Dual air bags. Seat belts for all seating positions.

Seats Split bench, dark gray or black in color.

Steering, Tilt Included. Shall be power assist.

Transmission Automatic with overdrive equipped
Warranty 3 year/36,000 mile Standard Warranty
Wheels and Tires (5) * Standard Steel Wheel All Season

Windows Power Electric
*Spare tire shall be mounted & secured on production-type carrier. All tires & wheels shall be same brand, tread design, size, load range & appearance.

Vehicle 6
NEW MID-SIZE 4X2, CREW CAB
PAINTED MANUFACTURER’S WHITE
(Potential Order = 1)

As Specified/
Exceptions
Noted
Make & Model New Mid-Size Truck, 4x2, Crew Cab

Power locks and windows. Multiple speed windshield
wipers, in cab dome light and HD floor mats.

Truck Bed Manufacturer’s Standard
Cooling System Largest package available by manufacturer.

GVWR, Front / Rear Factory Standard
CARB Emission California Certified
19 SPECIFICATION NO. SV 25-09

SUBMIT WITH BID

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July 2024 SV 25-09
Certification
Engine Largest package available by manufacturer.

Fuel Tank Capacity Factory Standard

Keys and Manuals Four sets of keys per vehicle at time of delivery.

Mats All-Weather Floor Mats (Dealer Installed)
Mirrors Mirrors shall be black & foldaway
Radio AM/FM OEM Stereo with Clock
Restraint System Dual air bags. Seat belts for all seating positions.

Seats Split bench, dark gray or black in color.

Steering, Tilt Included. Shall be power assist.

Transmission Automatic with overdrive equipped
Warranty 3 year/36,000 mile Standard Warranty
Wheels and Tires (5) * Standard Steel Wheel All Season

Windows Power Electric
*Spare tire shall be mounted & secured on production-type carrier. All tires & wheels shall be same brand, tread design, size, load range & appearance.

20 SPECIFICATION NO. SV 25-09

SUBMIT WITH BID

17 BPNONCONSTR
July 2024 SV 25-09
Summary of Bid Submission Form for the:

PURCHASE OF SIX (6) REPLACEMENT VEHICLES,
SPECIFICATION NO. SV 25-09
in Simi Valley, California
Dated: _________________

TO: Deputy Administrative Services Director (Budget & Purchasing) City of Simi Valley
2929 Tapo Canyon Road
Simi Valley, CA 93063

The undersigned declares that he or she has carefully examined Specification No. SV 25-09 accompanying the invitation to bid and is thoroughly familiar with the contents thereof; is authorized to represent the bidding firm; and proposes to deliver, F.O.B. Simi Valley:

Bid Item: PURCHASE OF SIX (6) REPLACEMENT VEHICLES

Each Vehicle is to be fully equipped and as described in said Specification, which is made a part of this proposal, quoted herein in full:

Vehicle
#1
Vehicle
#2
Vehicle
#3
Vehicle
#4
Vehicle
#5
Vehicle
#6
Base Price
(Cost Per Vehicle)
State Tire Fee
(Cost Per Vehicle)
Other (Provide
Detail in
Exceptions, page
18)

Subtotal
(Cost Per Vehicle)
Sales Tax @

7.25%
(Cost Per Vehicle)

Total Cost
(Cost Per
Vehicle)

Grand Total
(All Vehicles) $
21 SPECIFICATION NO. SV 25-09

SUBMIT WITH BID

18 BPNONCONSTR
July 2024 SV 25-09

Check here if Simi Valley Local Business Preference applies (See Bid Terms and Conditions).

The dollar amounts reflected above will be verified and the City/District will correct any calculation errors.

Only the unit price will be considered as representing the bidder’s intention and the total will be corrected to conform to the specified unit price.

This bid does not include Federal Excise Taxes or License Fees.

THE ONLY EXCEPTIONS FROM THE SPECIFICATIONS ARE:

(Note: The City /District is not obligated to accept any deviations or exceptions from the specifications, and may at the City /District’s sole discretion reject any such deviation s or exceptions.)

Firm Name: ___________________________________________ Phone No. _____________

Address: ____________________________________________________________________

Email: ______________________________________________________________________

Signature: ___________________________________________________________________ 22 SPECIFICATION NO. SV 25-09

19 BPNONCONSTR
July 2024 SV 25-09
AGREEMENT NO. Click here to enter text.

Services Agreement

CONTRACTOR: DATE MAILED:

Below you will find a checklist relating to Insurance and other requirements that are required for doing business with the City of Simi Valley.

Only those items checked -off are MANDATORY, however if your standard policies exceed the minimum requirements please include.

Commercial general liability insuranc e must meet or exceed the requirements of ISO -CGL Form No. CG 00 01 11 85 or 88, or equivalent.

The amount of insurance set forth below will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name the City, its officials, and employees as “additional insureds” under s aid insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by the City will be excess thereto. Such insurance must be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to the City.  Comprehensive General Liability, including coverage for premises, products and completed operations, independent contractors, personal injury and contractual obligations with combined single limits of coverage of at least $2,000,000 per occurrence.  Auto Liability, including owned, non-owned and hired vehicles with at least:
 $500,000 per occurrence.
 $1,000,000 per occurrence.
 As required by State Statutes. A copy of your current policy must be submitted naming yourself and or your company.  Workers’ Compensation Insurance : as required by State Statutes. (Not needed if Self -employed with no employees and CONTRACTOR signs statement to this effect.)
 Errors & Omissions or Malpractice or Professional Liability : depending on type of contract/service. At least $500,000 per occurrence.
 Business License: The CONTRACTOR must have a current City of Simi Valley license on file at City Hall or purchase said license (at no cost to the City).

PLEASE NOTE: ALL APPLICABLE INFORMATION LISTED ABOVE MUST BE OBTAINED AND ON FILE, PRIOR TO THE ISSUANCE OF A

CITY PURCHASE ORDER BEING SENT TO YOU (VIA EMAIL OR HARD COPY) BY THE RISK MANAGER/PURCHASING AGENT, THUS AUTHORIZING COMMENCEMENT OF WORK FOR THE CITY.

Submitted by (complete all blanks): COLOR COPY REQUIRED BACK TO THE CITY Company Name:

By (Print name & title):

Company Street Address:

Vendor’s Authorized Signature required:

City, State, Zip:

Date signed:

Phone:

Agreement Date & Expiration Date:

Services Rendered: Agreement Amount

Originator/Department Contact: Date initiated:

Department Head Review: City Manager Approval :

Return the original fully executed form to the City Clerk's office Attach: Scope of Work and/or Quotes

1.GENERALLY. The materials, supplies, or services (collectively, “Purchase”) co vered by this purchase order (“order”) must be furnished by Seller subject to all the terms and conditions contained in this order which Seller, in accepting this order, agrees to be bound by and comply with in all particulars. No other terms or condition s are binding upon the parties unless subsequently agreed to in writing. Written 23 SPECIFICATION NO. SV 25-09

20 BPNONCONSTR
July 2024 SV 25-09
acceptance or shipment of all or any portion of the Purchase covered by this order constitutes unqualified acceptance of all terms and conditions in this order. The terms of any proposal referred to in this order are included and made a part of the order only to the extent it specified the Purchase ordered, the price, and the delivery, and then only to the extent that such terms are consistent with the terms and conditions of this order.

2.INSPECTION. The Purchase furnished must be exactly as specified in this order, free from all defects in Seller’s performan ce, design, workmanship, and materials, and, except as otherwise provided, is subject to inspection and test by City a t all times and places. If, before final acceptance, any Purchase is found to be incomplete, or not as specified, City may reject it, require Seller to correct it without charge, or require delivery of such Purchase at a reduction in price that is equitable under the circumstances. If seller is unable or refuses to correct such items within a time deemed reasonable by City, City may terminate the order in whole or in part. Seller bears all risks as to rejected Purchases and, in addition to any costs for which Seller may become liable to City under other provisions of this order, must reimburse City for all transportation costs, other related costs incurred, or payments to Seller in accordance with the terms of this order for unaccepted Purchases. Notwithstanding City’s acceptance of any Purchase, Seller is liable for latent defects, fraud, or such gross mistakes as constitute fraud.

3.CHANGES. City may make changes within the general scope of this order in drawings and specifications for specially manufa ctured supplies, place of delivery, method of shipment or packing of the order by giving notice to Seller and subsequently confirming such changes in writing. If such changes affect the cost of or the time required for performance of this order, an equitable adjustment in the price or delivery or both must be made. No change by Seller is allowed without City’s written approval. Any claim by Seller for an adjustment under this section must be made in writing within thirty (30) days from the date of receipt by Seller of notification of such change unless City waives this condition in writing. Nothing in this section excuses Seller from proceeding with performance of the order as changed.

4. TERMINATION. City may terminate this order at any time, either ve rbally or in writing, with or without cause. Should termination occur, City will pay Seller as full performance until such termination the unit or pro rata order price for the performed and accept ed portion of the Purchase. City may provide written notice of termination for Seller’s default if Seller refuses or fails to comply with this order. If Seller does not cure such failure within a reasonable time period, or fails to perform the Purchase within the time specified (or allowed by extension), Seller will be liable to City for any excess costs incurred by City.

5.TIME EXTENSION. City may extend the time for completion if, in City’s sole determination, Seller was delayed because of causes beyond Seller’s control and without Seller’s fault or negligence. In the event delay was caused by City, Seller’s sole remedy is limited to recovering money actually and necessarily expended by Seller because of the delay; there is no right to recover anticipated profit.

6.REMEDIES CUMULATIVE. City’s rights and remed ies under this order are not exclusive and are in addition to any rights and remedies provided by law.

7.TITLE. Title to materials and supplies purchased under this order pass directly from Seller to City upon City’s written acceptance following an actual inspection and City’s opportunity to reject.

8.PAYMENT. City will pay Seller after receiving acceptable invoices for materials and supplies delivered and accepted or services rendered and accepted. City will not pay cartage, shipping, packaging or boxing expenses unless specified in this order. Drafts will not be honored.

9.INDEMNIFICATION. Seller agrees to indemnify and hold City harmless from and against any claim, action, damages, costs (inc luding, without limitation, attorney’s fees), injuries, or liability, arising out of the Purchase or the order, or their performance, except for such loss or damage arising from City’s sole negligence or willful misconduct. Should City be named in any suit, or should any claim be b rought against it by suit or otherwise, whether the same be groundless or not, arising out of the Purchase or order, or their performance, Seller will defen d City (at City’s request and with counsel satisfactory to City) and indemnify City for any judgment rendered against it or any sums paid out in settlement or otherwise. For purposes of this section “City” includes City’s officers, elected officials, and employees. It is expressly understood and agreed that the foregoing provisions will survive termination of this order. The require ments as to the types and limits of insurance coverage to be maintained by Seller, and any approval of such insurance by City, are not intended to and will not i n any manner limit or qualify the liabilities and obligations otherwise assumed by Seller pursuant to this order, including, without limitation, to the provisions concerning indemnification.

10.WARRANTY. Seller agrees that the Purchase is covered by the most favorable commercial warranties the Seller gives to any customer for the same or substantia lly similar supplies or services, or such other more favorable warranties as is specified in this order. Warranties will be effective notwithstanding any inspection or acceptance of the Purchase by City.

11.ASSIGNMENT. City may assign this order. Except as to any payment due under this order, Seller may not assign or subcontract the order without City’s written approval. Should City give consent, it will not relieve Seller from any obligations under this order and any transferee or subcontractor will be considered Seller’s agent.

12.INSURANCE. Seller must provide the insurance indicated on the face sheet of this order.

13.PERMITS. Seller must procure all necessary permits and licenses, and abide by all federal, state, and local laws, for per forming this order.
24 SPECIFICATION NO. SV 25-09

21 BPNONCONSTR
July 2024 SV 25-09

14.INDEPENDENT CONTRACTOR. City and Seller agree that Seller will act as an independent contractor and will have control of all work and the manner in which is it performed. Seller will be free to contract for similar service to be performed fo r other employers while under contract with City. Seller is not an agent or employee of City and is not entitled to participate in any pension plan, insurance, bonus or similar benefits City provides for its employees. Any provision in this order that ma y appear to give City the right to direct Seller as to the details of doing the work or to exercise a measure of control over the work means that Seller will follow the direction of the City as to end results of the work only.

15.WAIVER. City’s review or acceptance of, or payment for, work product prepared by Seller under this order will not be construed to operate as a waiver of any rights City may have under this Agreement or of any cause of action arising from Seller’s performance. A waiver by City of any breach of any term, covenant, or condition contained in this order will not be deemed to be a waiver of any subsequent br each of the same or any other term, covenant, or condition contained in this order, whether of the same or different character.

16.INTERPRETATION. This Agreement was drafted in, and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Ventura County. 25 County Waterworks District No. B
City of Simi Valley
Submit with Bid
2929 Tapo Canyon Road, Simi Valley, California 93063 (805) 583-6700 September 17, 2024
SUBJECT: PURCHASE OF SIX (6) REPLACEMENT VEHICLES, SPECIFICATION NO. SV 25-09, ADDENDUM NO. 1
All Prospective Bidders:

NOTICE IS HEREBY GIVEN to all prospective Bidders that the following modifications and clarifications are made to the subject project specifications:
1) The BID OPENING will be moved to October 17, 2024, at 3:30 P.M.

Questions regarding this addendum may be directed to Raul Escobar, Deputy Public Works Director, Waterworks Services at (805) 583-6468.

Sincer(/�4------
Raul Escobar
Deputy Public Works Director, Waterworks Services
Addendum No. 1 Specification SV 25-09

ATTACHMENT B
26

Simi Valley City CouncilDecember 16, 2024

Simi Valley City Council
December 16, 2024