**IMPORTANT NOTICE**

ONLINE BIDDING PROCESS

  • Bid pricing must be submittedonline through Alameda County Strategic Sourcing Supplier Portal.
  • The following pages require signatures and must be scanned and uploaded to Alameda County Strategic Sourcing Supplier Portal:
  1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance page
  2. Must be signed by Bidder
  3. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
  4. Must be signed by Bidder
  5. Must be signed by SLEB Partner if subcontracting to a SLEB

Please read EXHIBIT A – Bid Response Packet carefully,INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.

COUNTY OF ALAMEDA

REQUEST FORQUOTATIONNo. 901237

for

Automotive Parts Management

For complete information regarding this project, seeRFQ posted at or contact the County representative listed below. Thank you for your interest!
Contact Person: Umiika Wright, Procurement & Contracts Specialist
Phone Number: (510) 208-9607
E-mail Address:

RESPONSE DUE

by

2:00 p.m.

on

September 8, 2014

through

Alameda County, GSA–Procurement & Support Services

Strategic Sourcing Supplier Portal

Alameda County is committed to reducing environmental impacts across our entire supply chain.

If printing this document, please print only what you need, print double-sided, and use recycled-content paper.

COUNTY OF ALAMEDA

REQUEST FORQUOTATION No. 901237

SPECIFICATIONS, TERMS & CONDITIONS

for

Automotive Parts Management

TABLE OF CONTENTS

Page

I.STATEMENT OF WORK

A.INTENT

B.SCOPE

C.BACKGROUND

D.VENDOR QUALIFICATIONS

E.SPECIFIC REQUIREMENTS

F.DELIVERABLES / REPORTS

II.CALENDAR OF EVENTS

G.NETWORKING / BIDDERS CONFERENCES

III.COUNTY PROCEDURES, TERMS, AND CONDITIONS

H.EVALUATION CRITERIA / SELECTION COMMITTEE

I.CONTRACT EVALUATION AND ASSESSMENT

J.NOTICE OF INTENT TO AWARD

K.TERM / TERMINATION / RENEWAL

L.BRAND NAMES AND APPROVED EQUIVALENTS

M.QUANTITIES

N.PRICING

O.AWARD

P.METHOD OF ORDERING

Q.WARRANTY

R.INVOICING

S.LIQUIDATED DAMAGES

T.PERFORMANCE BOND

U.PERFORMANCE REQUIREMENTS

V.ACCOUNT MANAGER / SUPPORT STAFF

IV.INSTRUCTIONS TO BIDDERS

W.COUNTY CONTACTS

X.SUBMITTAL OF BIDS

Y.RESPONSE FORMAT

ATTACHMENTS

EXHIBIT A -BID RESPONSE PACKET

EXHIBIT B - INSURANCE REQUIREMENTS

EXHIBIT C - VENDOR BID LIST

Specifications, Terms & Conditions

for Automotive Parts Management

I.STATEMENT OF WORK

A.INTENT

It is the intent of these specifications, terms, and conditions tofind qualified vendors who are capable of ordering, stocking, and maintaining an on-site automotive parts management program for the Alameda County General Services Agency Motor Vehicles Department (GSA-MVD).

The County intends to award a 3 year contract (with option to renew) to the bidder(s) selected asthe lowest responsible bidder whose response meets the County’s requirements.

B.SCOPE

The County General Service Motor Vehicles Department (GSA-MVD) maintains a fleet of approximately one thousand, one hundred (1,100) vehicles which are gasoline and diesel fuel powered. The fleet composition consists of foreign and domestic automobiles, both large and small, ranging from hybrid fuel efficient automobiles to police interceptors; vans and pick-up trucks up to one ton in gross vehicle weight.

The GSA-MVD purchases approximately $220,000 worth of automotive parts per year, excluding tires, and currently maintains an inventory of parts at three locations:

  • 165 13th Street, Oakland, CA (Primary Location);
  • 10 Moran Court, Hayward, CA; and
  • 6175 Madigan Road, Dublin, CA

C.BIDDER QUALIFICATIONS

1.Bidder Minimum Qualifications

Vendor must be an automotive parts warehouse/distributor or an auto parts store with sufficient inventory to accommodate a significant portion of the County’s vehicle parts requirements in a timely manner, excluding tires and most vehicles over one ton in gross vehicle weight.

a.Bidder must currently be an automotive parts/stocking business operating as an automotive parts jobber, an OEM automotive dealership, or an automotive parts warehouse distributor for at least the last five (5) years.

b.Bidder must currently stock and maintain a full-line inventory of current vehicle parts sufficient to cover the County’s needs.

c.Bidder must be currently purchasing the majority of their product directly from automotive parts warehouse distributors and/or automotive parts manufacturers, and/or OEM automobile manufacturers. Bidder must be in good financial standing with these suppliers.

d.Bidder shall employ and have available at least one ASE Certified Parts Specialist to receive and process orders (product requisitions) during GSA-MVD’s regular business hours for the term of the contract. Vendor shall have the resources and personnel to stock and maintain inventory for all stockroom locations in Oakland, Hayward, and Dublin. If no such vendor is available, a multiple award may be considered.

e.Vendor shall have ready access to parts not normally stocked, including dealer parts.

f.Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFQ.

D.SPECIFIC REQUIREMENTS

  1. Product Definitions
  1. OEM: Original Equipment Manufacturer
  1. OES: Original Equipment Supplier
  1. Contract Products: Contract products are those products listed on Exhibit B, Bid Form. Only new product is to be quoted in Exhibit B unless a remanufactured or rebuilt product is specified.
  1. Off-Contract Products: There is a separate Exhibit B (B-1) for off-contract products linked to similar product categories contained in Exhibit B, andExhibit B-2 dealership OEM parts. Off-contract products are those products not listed on Exhibit B, Bid Form, but are available or become available from the manufacturers listed by the bidder in Exhibit B and Exhibit B-1 and from the OEM dealerships. The primary objective is for the bidder to make available each of the manufacturers product offering for the specific bid category they are awarded so that County agencies may order a broad range of products as appropriate to their needs (with exceptions noted as excluded items).
  2. Special Order Products: Special order products are defined as products not stocked by the bidder and not typically stocked at automotive parts warehouse distributors or automotive dealerships located in Alameda County. There is a separate Exhibit B (B-2) for Special Order items.
  1. Product Pricing
  1. Bidder(s) are expected to bid on all contract, Off-Contract, and Special ordered products within this RFQ. Any product or product group not bid within the RFQ will, for evaluation purposes, be calculated at 150% of the price or gross profit quoted by the highest cost responsible bidder for that product or product group.
  1. Pricing on Contract Items: In Exhibit B, the bidder will provide the minimum discount they will charge off list price for Contract items.
  1. Pricing of Off-Contract Products: In Exhibit B-1, the bidder will provide the minimum discount they will charge off list price for Off-Contract items by product groups.
  1. Pricing of Special Ordered products: Within Exhibit B-1, the bidder will provide the minimum discount they will charge off list price for Special order products under $50 and above $50 calculated from the bidders current replacement invoice cost.
  1. Pricing of OEM (dealership) products: In Exhibit B-2, the bidder will provide the minimum discount they will charge off list price for items supplied to the County that where purchased from an OEM dealership, calculated from the bidder’s current replacement invoice cost. OEM Dealership product is to be supplied by the vendor only at the request of the County. OEM dealership products may be purchased directly from the dealership by the County outside of this contract.

  1. The Off-Contract and Special Order prices the Vendor will charge the County shall be based off of the Vendor’s current replacement invoice cost, and the Vendor is responsible to assure that the products are acquired at the best possible price. Other than product that is sourced from OEM dealerships, the Vendor is to source a minimum of 75% (of the dollar amount) of the vehicle-specific-application parts supplied to the County directly from manufacturers at the Manufacturers Warehouse Distributor (WD) price or better. The remainder of the vehicle-specific-application parts supplied to the County is to be sourced from WD’s at prices typically charged to stocking Jobbers. If the Vendor sources the vehicle-specific-application parts from other entities, the Contactor may not charge a higher price to the County than would be allowed if the Vendor purchased from a WD. Exceptions to this requirement may be allowed by the County in the event of emergencies or unusual supply-chain disruptions. All exceptions must be first approved by the GSA-MVD manager.
  1. The Vendor may adjust the Vendor’s current replacement invoice cost to reflect inbound freight charges if the Vendor’s supplier does not offer a pre-paid freight allowance. Freight charge adjustments must not exceed the actual amount paid by the Vendor, and any freight charges must be divided proportionality (by weight) across all items on the order received by the Vendor.

For evaluation purposes, the County will estimate the percentage of overall purchases that have historically fallen into the Off-Contract and Special order categories. The County will then multiply these percentages times the Exhibit B total, and then add the totals to Exhibit B to determine the bidder’s grand total.

  1. Vendor(s) shall maintain an automotive parts inventory at the following locations:
  1. 165 13th Street, Oakland, CA (“MVD Oakland Stockroom”)
  2. 10 Moran Court, Hayward, CA (“MVD Hayward Stockroom”)
  3. 6175 Madigan Road, Dublin, CA (“MVD Dublin Stockroom”)

  1. Vendor is responsible for providing the personnel and cataloging to facilitate all necessary product look-up information. County personnel will provide year, make, model, VIN, and other vehicle specifications required to properly identify the parts requested by the County. If necessary, Vendor shall survey the vehicle to ascertain the information needed to source the proper parts. If requested by the County’s personnel, Vendor shall provide the part manufacturer and part number information details.
  1. Vendor(s) will maintain 80% of the items required for the County’s automotive and truck parts in the MVD Oakland,Hayward, and Dublin Stockrooms. If the parts are unavailable in the various Stockrooms, Vendor(s) are required to deliver requested parts as detailed below.
  1. For parts not normally stocked by the vendor,or parts out of stock, Vendor(s) shall obtain such part(s) and advise the GSA-MVD and/or the Shop manager of the estimated delivery time.
  1. With the exception of special order and customized items, in any calendar month the Vendor is required to fulfill and deliver a minimum of 95% all request for product covered in this bid within one hour of an order being placed to the MVD Hayward and Oakland Stockrooms and within 90 minutes to the MVD Dublin Stockroom, without any extra charge to the County. The remainder (5%) of the requested product must be delivered within 5 business days, without any extra charge to the County. The product must be the same brand, quality level, and price specified in this bid. Vendor must inform the County of any product that will not be delivered in the one hour or 90 minute time frame, informing the County of the ETA. At the time that the County is informed by the Vendor of the delay, the County may inform the Vendor that they cannot wait for the product. The County may then, at their discretion, source the product from an alternate supplier – if the alternate supplier can deliver the product faster than the Vendor. If the County incurs an extra expense by sourcing the product from alternate supplier, the vendor will reimburse the County for those additional cost.

  1. Special Order Items (as defined above): The Vendor may charge the County for the freight charges and other fees on special order items; however those charges are not to exceed the amount paid by the Vendor. The Vendor must inform the GSA-MVD and/or the Shop Manager of the item price, freight charges, other charges, and provide an ETA before ordering any items that are to be considered special order. The County, at its discretion, may decline ordering the special order item from the Vendor, and source the product from an alternate supplier if the alternate supplier can provide the item at a better price or deliver it in a shorter time.
  1. The County may also opt to have the Vendor expedite any order, in which case the County will accept any additional freight charges and special charges incurred by the Vendor. These additional charges must not exceed the actual cost paid by the Vendor, and must be approved by the GSA-MVD and/or the Shop manager before the product is ordered.
  1. If a Special Order or Customized item is canceled by the County or returned to the Vendor by the County, the Vendor may charge back any actual cost or restocking fees incurred by the Vendor to acquire or return the product to the Vendor’s supplier, not to exceed 10% of the County’s cost. The County will not be liable for items being returned due to Vendor error. If a special order item or customized item cannot be returned to the supplier, the Vendor must inform the County that the supplier will not accept the Special Order or Customized item return, and the Vendor will hold the product for no less than 90 days. During this period, the County may request to have the product returned to the County at no charge. After 90 days, the Vendor may dispose of the returned Special Order or customized product.
  1. Vendor(s) shall stock both domestic and foreign parts conforming to the County’s fleet composition. In many instances, aftermarket equivalent parts meeting OEM manufacturer specifications will be acceptable; however, Dealer-only parts are included in the County’s procurement of parts as may be requested at the time of ordering replacement parts.
  1. Parts shall consist of original equipment manufacturer (OEM) parts or aftermarket equivalents. Equivalents shall meet or exceed the OEM designed specifications for the particular replacement part application and shall contain warranties equivalent to or exceeding OEM parts warranty coverage.
  2. Parts may consist of automotive parts sold only by dealers of certain vehicle manufacturers (“Dealer Only” parts). County shall notify Vendor(s) if any part(s) requested shall be Dealer Only parts.
  1. Parts stocked in the stockrooms shall remain the property of Vendor(s) until physically received by or pulled from the stockroom by County’s personnel.
  1. County shall work with Vendor(s) throughout the contract period to determine the parts, supplies, and equipment to be carried in the parts inventory. This determination will be based on usage, fleet size, ordering turnaround times, and criticality of part(s).
  1. The following will be ordered on an as needed basis: small tools and shop equipment, non-latex disposable gloves, miscellaneous nuts (including lug nuts), bolts, washers, studs, plastic ties and fasteners, air conditioning recharge gases, smog machine calibration gases and various shop related items, as well as consumer sized engine oils and lubricants, automatic transmission fluid and coolants for various makes and models.
  1. Vendor(s) must maintain and make available electronic material safety data sheets (MSDS) for all items at all locations.
  1. Vendor(s) shall provide the brands and quality levels quoted by the bidder in Exhibits B and B-1 unless substituted by equivalent products. Substitutions can only be made after product specifications have been reviewed and approved for use by the GSA-MVD Manager (Temporary/Emergency substitutions can be made with brands listed in Exhibit O – Acceptable Manufacturer List if approved by the GSA-MDV manager). County may at any time during or subsequent to its evaluation require Vendor(s) to produce product samples or documents.
  1. Remanufactured or rebuilt parts may be acceptable for certain items (starters, alternators, drive axles, engines, transmissions, calipers, power steering racks and pumps, etc.); however, County must agree to the use of such remanufactured or rebuilt parts in advance of ordering the items. Remanufactured and rebuilt parts must be sourced from companies who are primary OEM and OES suppliers of remanufactured and rebuilt parts to the OEM vehicle manufactures. Other critical items (water pumps, oil pumps, fuel pumps, etc.) shall only be new parts and of recognized brand names and/or substituted equivalent as acceptable to the County.
  2. All parts and supplies provided shall be warranted for a minimum period of six (6) months or eight thousand (8,000) miles or for any manufacturer warranty period, whichever is greater. Warranted parts shall be replaced with new parts. All warranty information will be made available to the County.
  1. The Vendor(s) is to purchase the County’s existing inventory and give the county a credit at current market value towards future purchases. Obsolete product, non-automotive parts and products, product categories not included in this bid, chemicals, fluids, perishables, used, non-usable/non-saleable products, damaged, customized, incomplete products, and OEM products that are not returnable to the OEM supplier will be held for the County’s future use, and issued to the County at no cost until the stock is depleted. At the end of the contract, the product not purchased by the Vendor that remains from the beginning of the contract will be disposed of as the County wishes. At the end of the contract, the County, at its option, may purchase all or part or the inventory owned by the Vendor that is stocked at the County’s facilities. All other product owned by the Vendor must be immediately removed from the County’s facilities at the end of the contract, unless arrangements have been made to transfer the ownership of the product to the County or the succeeding Vendor.
  1. On-Site Requirements and Responsibilities
  1. Vendor(s) shall order and restock parts at the Stockrooms located at MVD Oakland Stockroom, MVD Hayward Stockroom, and MVD Dublin Stockroom.
  1. Vendor(s) shall order and restock parts at the various Stockrooms during normal hours of operation:

(1)MVD Oakland Stockroom: Twice Weekly