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Service Solicited - 2017 - Eagle Auto Repair - Eagle Auto / Fleet Maint onlySERVICE AGREEMENT DATE: Mav 2. 2017 RFP NO. 17-003 COMMODITY OR SERVICE: Fleet Services (MAINTENANCE ONLY) PERIOD OF SERVICE AGREEMENT: May 2, 2017 through September 30, 2017. POSSIBLE RENEWAL EXTENSIONS TO: September 30, 2019 RENEWAL: If this Service Agreement is subject to renewal into its second and/or third years, such renewal will be in the form of an Amendment to the Service Agreement. This Service Agreement is entered into between the City of Eagle (hereinafter called "City") and Eagle Auto Repair, (hereinafter called "Vendor"). Whereas, the City issued a Request for Proposal (RFP) dated April 5. 2017; and Whereas, the City wishes to award a contract pursuant to that process; and Whereas, Eagle Auto Repair wishes to provide products and services as requested in the Request for Proposal (RFP); NOW, THEREFORE, in consideration of the mutual promises, covenants, and agreements hereinafter set forth, Eagle Auto Repair and the City do hereby agree as follows: 1. The Eagle Auto Repair agrees to supply such commodity or services in accordance with the terms, conditions, and specifications in the Request for Proposal (RFP), including appendices and amendments, and Official Bidding Form Response. The Request for Proposal (RFP) and the Vendors Response are incorporated and made a part of this Service Agreement. 2. The City and the Vendor further wish to clarify the following additional requirements, if any: 3. The terms of this Service Agreement shall follow this order of precedence: • The specific terms and conditions stated herein. • Original Request for Proposal (RFP), including appendices/amendments. • Contractor's response to the Request for Proposal (RFP). • Official Purchase Order (when applicable). 4. This Service Agreement may be amended only by written agreement of the parties. (Signature Block on the following page) CITY OF EAGLE Mayor DATE: � /1- 1- -2 - -']_ VENDOR VENDOR NAME: "EAGLE AUTO REPAIR" tle ©vft, ADDRESS: 347 E. State Street Eagle, Idaho 83616 DATE: 5-Z-17 REQUEST FOR PROPOSAL (RFP) NO.: 17-003/April 5, 2017 -2 - CITY OF EAGLE VENDOR NAME: "EAGLE AUTO REPAIR" Mayor DATE: Title ADDRESS: 347 E. State Street Eagle, Idaho 83616 DATE: REQUEST FOR PROPOSAL (RFP) NO.: 17-003/April 5, 2017 REQUEST FOR QUOTES RFQ 17-003 CITY FLEET MAINTENANCE/TIRES I. Purpose. This is a request for quotes for City Fleet Vehicle Maintenance. Through this request for quotes, the City of Eagle is asking vendors for proposals for services related to vehicle maintenance and inspections as scheduled per manufacturers recommendations. Parts replacement with pre - approval by Facility Maintenance Supervisor or another authorized city official. We are also seeking a vendor for the purchase of tires for the entire City Fleet. (Maintenance and tires may be awarded separately as needed). The City of Eagle may offer the successful proposer(s) two (2) additional one-year renewal terms. Please note: The agreement term will run through September 30, 2017, provided, however, that either party to the agreement shall have the option to cancel and terminate the agreement by giving the other party thirty (30) days written notice to the other party of its intent to terminate. 11. Selection. Selection of the Fleet Maintenance Vendor will be based on the following criteria: 1. At least one (1) ASE Certified Employee on staff. (ASE Blue Seal of Excellence Program recipient preferred but not required) 2. Availability to provide needed services on a timely basis. 3. Competitive shop rate for additional maintenance items. 4. Quotes may be submitted on an all or none basis. Maintenance and tires may be awarded separately if needed. 5. Client references. 6. Preference will be given to American made tires. The City of Eagle will select what in its sole judgement the quote that will be in the best interests of the City of Eagle. A successful quote must include examples of similar references. III. Project Schedule. A list of fleet vehicles and their individual maintenance schedules are attached as a part of this RFQ. Mileage on the some of the fleet vehicles is irregular. Work will begin upon the signing of an agreement with the City of Eagle. IV. Project Specifications. The services for bid are listed below: 1. Regular Maintenance Components > Regular Maintenance -oil change > Change engine coolant > Replacement of CVC valve > Replace cabin air filter (if equipped) > Replace accessory drive belts REQUEST FOR QUOTES RFQ 17-003 CITY FLEET MAINTENANCE/TIRES ➢ Replace fuel filter > Replace rear axle lubricant ➢ Replace spark plugs ➢ Inspect automatic transmission fluid (if equipped with under hood dipstick) ➢ Change automatic transmission fluid ➢ Change automatic transmission/transaxle fluid and filter ➢ Change front axle lubricant ➢ Change transfer case fluid ➢ Change wiper blades, front and back (if equipped) ➢ Inspect and replace head lights/tail lights/indicator lights/running lights if needed (with approval) 2. Tires for Fleet Vehicles and Recreational Vehicles bids must meet the OEM mileage specify the tire mileage warranty and include mounting, balancing, disposal and rotation of tires. ➢ 245/75/R16 > P215/75/R14 > 205/65/R15 ➢ 245/70/R17 > LT245/75/R17 > R245/65/R17 > 245/75/R17 > ST205/75/D14 > ST205/75/D15 ➢ LT245/75/R16 > AT -23 x 11-10 ➢ ATV 25 x 8.00-12 NHS ➢ ATV 25 x 10.00-12 NHS 21 REQUEST FOR QUOTES RFQ 17-003 CITY FLEET MAINTENANCE/TIRES V. Content and Format of Quotes. ➢ Proposers shall use the attached Bid Sheet to submit the quote(s). ➢ Additional pages such as certifications and references are required. ➢ Workers compensation and liability insurance naming the City as additional insured is required. VI. Submission of quotes. Submit quotes to the City of Eagle by Friday, April 21, 2017 at 5:00 pm. Quotes may be emailed to esmithi=c citvofea:le.orE; or mailed to: City of Eagle Attention: Ellen Smith PO Box 1520 Eagle, ID 83616 208-489-8792 Please let us know if you intend on submitting a quote. Questions regarding this bid must be asked in writing and will be answered in writing for all submitting quotes. 3IPage # 17-003 CITY FLEET MAINTENANCE/TIRES OFFICIAL BIDDING FORM BIDDER NAME: Eagle Auto Repair BID CLOSING DATE: ADDRESS: 347 E. State St Eagle, Idaho 83616 April 21, 2017 PHONE: (208) 939-6654 Maintenance SHOP RATE PER HOUR S88.20 Vehicle AMOUNT PER OIL CHANGE 2006 GMC Envoy $29.95 2004 Dodge Stratus $29.95 1997 Ford Ranger $29.95 2000 Ford Ranger $29.95 2006 Ford F-150 (4 in fleet) $29.95 2013 Ford F-250 $29.95 2015 Ford F-250 (2 in fleet) $29.95 2016 Ford F-250 (2 fleet) $29.95 2016 Chevrolet Express Cargo Van $29.95 TOTAL BID AMOUNT $419.30 ITEM BID AMOUNT Coolant Fluid Exchange $75.00 Transmission Fluid Exchange $80-249.00 Power Steering Fluid Exchange $50.00 Brake Fluid Exchange $50.00 Fuel Injection System Service $80.00 Differential Service $60-89.00 Cabin Air Filter $40-150.00 RECEIVED & FILED CITY OF EAGLE APR 0 7 2017 File' ' ("z- pirrl Route to. Discounted Labor rate for City of Eagle: $88.20/hour Customer References: John Franden - (208)-866-7013 Long time customer Greg Hartley - (208)-941-6788 Owner/operator, Hartley Dirtworks Mark Sjobeck - (320)-761-0259 Owner/operator, Custom Care Cleaners ASE Certified Employees: Mitchell Simer (Master Technician) Jonathan Walburn (Master Technician) Ray Murphy (Suspension, steering, brake systems) *We are submitting quotes for fleet maintenance only, not tires. If you were to award Eagle Auto Repair the responsibility of maintaining the city of Eagle's fleet, in addition to our competitive prices, we can offer you several more perks. 1. 10% discount on ANY future repair (discount is already applied to quotes and labor rate) 2. All City of Eagle vehicles will be worked on the same day they arrive, unless otherwise specified. 3. Vehicle delivery and pick up, if needed 4. Open 8:00-6:00 Monday -Friday, 8:00-4:00 Saturdays 5. Proximity to City Hall (less than 1/2 mile) Vehicle 1997 Ford Supercab Ranger XLT 2000 Ford Ranger Pickup 2004 Dodge Stratus 2006 GMC Envoy 2006 Ford Pickup F-150 2006 Ford Pickup F-150 2006 Ford Pickup F-150 2006 Ford Pickup F-150 2013 Ford Pickup F-250 2015 Ford Pickup F-250 2015 Ford Pickup F-250 2016 Ford Pickup F-250 2016 Ford Pickup F-250 2016 Chevrolet Express Van 2011 Kawasaki 4010 Mule Flatbed Trailer 6 x12 Flatbed Trailer 6 x12 2015 Polaris Sportman ATV KEY *Transmission fluid change not recommended without replacement of transmission filter "*PCV Valve Is serviced with driver's side valve cover assembly ***Vehicle is equipped with 16 spark plugs ****if applicable Engine 2.3L 4.0L 2.4L 4.2L 5.4L 4.6L 4.6L 4.6L 6.2L 6.2L 6.2L 6.2L 6.2L 6.0L N/A N/A kii CITY OF EAGLE MAINTENANCE QUOTES VIN Oil Change 1FTCR14AIVPB41489 1FTZR15XXYTB36302 1B3EL36X04N358373 1 GKDT13S862222685 1 FTRF14VX6NB32986 1 FTRF14W96NB47116 1 FTRF14W36NA81176 1 FTRF14W56NA81177 1FDBF2B65DEA51745 1FT7X2B69FEC64675 1FDBF2B66FEC64674 1FT7X2B69GEC17356 1FT7X2B64GEB97422 1 GAZGNFG3G1231539 JKIAFCM13BB505961 N/A N/A 4XASEA57 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 $29.95 N/A N/A $29.95 Cooling System Flush PCV Valve $75.00 $44.47 $75.00 $39.86 $75.00 $43.13 $75.00 $49.43 $75.00 $517.22 ** $75.00 $64.60 $75.00 $64.60 $75.00 $64.60 $75.00 $44.57 $75.00 $48.81 $75.00 $48.81 $75.00 $48.81 $75.00 $48.81 $75.00 N/A $60.00 N/A N/A N/A N/A N/A $60.00 N/A Cabin Air Filter N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A N/A Accessory Belts) $92.90 $99.51 $141.43(BOTH) $72.54 $94.03 $94.03 $94.03 $94.03 $80.88 $81.98 $81.98 $81.98 $81.98 $120.31 $72.54 N/A N/A $72.54 CITY OF EAGLE MAINTENANCE QUOTES Vehicle Fuel Filter Rear Differential Service Spark Plugs Inspect Automatic Transmission Fluid 1997 Ford Supercab Ranger XLT $74.92 $79.00 $128.75 FREE 2000 Ford Ranger Pickup $81.07 $78.62 $136.42 FREE 2004 Dodge Stratus N/A N/A $98.62 FREE 2006 GMC Envoy N/A $73.16 $243.41 FREE 2006 Ford Pickup F-150 $82.09 $89.60 $430.33 FREE 2006 Ford Pickup F-150 $85.96 $89.60 $347.05 FREE 2006 Ford Pickup F-150 $85.96 $89.60 $347.05 FREE 2006 Ford Pickup F-150 $85.96 $89.60 $347.05 FREE 2013 Ford Pickup F-250 N/A $89.60 $396.26*** FREE 2015 Ford Pickup F-250 N/A $89.60 $396.26*** FREE 2015 Ford Pickup F-250 N/A $89.60 $396.26*** FREE 2016 Ford Pickup F-250 N/A $89.60 $396.26*** FREE 2016 Ford Pickup F-250 N/A $89.60 $396.26*** FREE 2016 Chevrolet Express Van N/A $89.60 $430.89 FREE 2011 Kawasaki 4010 Mule $52.56 $60.00**** $109.96 FREE Flatbed Trailer 6 x12 N/A N/A N/A N/A Flatbed Trailer 6 x12 N/A N/A N/A N/A 2015 Polaris Sportman ATV $52.56 $60.00**** $109.96 FREE 4N CITY OF EAGLE MAINTENANCE QUOTES Vehicle Automatic Transmission Service(w/out filter) Automatic Transmission Service(w/ filter) Front Differential Service 1997 Ford Supercab Ranger XLT $80.00 * $197.20 N/A 2000 Ford Ranger Pickup $80.00 * $198.34 $71.04 2004 Dodge Stratus $80.00 * $155.50 N/A 2006 GMC Envoy $80.00 * $143.98 $68.29 2006 Ford Pickup F-150 $80.00 * $174.41 $84.47 2006 Ford Pickup F-150 $80.00 * $174.41 $84.47 2006 Ford Pickup F-150 $80.00 * $174.41 $84.47 2006 Ford Pickup F-150 $80.00 * $174.41 $84.47 2013 Ford Pickup F-250 $80.00 * $265.24 $71.73 2015 Ford Pickup F-250 $80.00 * $265.24 $71.73 2015 Ford Pickup F-250 $80.00 * $265.24 $71.73 2016 Ford Pickup F-250 $80.00 * $265.24 $71.73 2016 Ford Pickup F-250 $80.00 * $265.24 $71.73 2016 Chevrolet Express Van $80.00 * $244.88 $77.03 2011 Kawasaki 4010 Mule $80.00 * N/A $67.99**** Flatbed Trailer 6 x12 N/A N/A N/A Flatbed Trailer 6 x12 N/A N/A N/A 2015 Polaris Sportman ATV $80.00 * N/A $67.99**** CITY OF EAGLE MAINTENANCE QUOTES Vehicle Transfer Case Service Replace Wiper Blades Replace Headlight Replace Taillight Replace Indicator Light 1997 Ford Supercab Ranger XLT N/A FREE FREE FREE FREE 2000 Ford Ranger Pickup $49.82 FREE FREE FREE FREE 2004 Dodge Stratus N/A FREE FREE FREE FREE 2006 GMC Envoy $51.25 FREE FREE FREE FREE 2006 Ford Pickup F-150 $44.52 FREE FREE FREE FREE 2006 Ford Pickup F-150 $44.52 FREE FREE FREE FREE 2006 Ford Pickup F-150 $44.52 FREE FREE FREE FREE 2006 Ford Pickup F-150 $44.52 FREE FREE FREE FREE 2013 Ford Pickup F-250 $51.94 FREE FREE FREE FREE 2015 Ford Pickup F-250 $51.94 FREE FREE FREE FREE 2015 Ford Pickup F-250 $51.94 FREE FREE FREE FREE 2016 Ford Pickup F-250 $51.94 FREE FREE FREE FREE 2016 Ford Pickup F-250 $51.94 FREE FREE FREE FREE 2016 Chevrolet Express Van $44.52 FREE FREE FREE FREE 2011 Kawasaki 4010 Mule $44.52**** FREE FREE FREE FREE Flatbed Trailer 6 x12 N/A N/A N/A FREE FREE Flatbed Trailer 6 x12 N/A N/A N/A FREE FREE 2015 Polaris Sportman ATV $44.52**** FREE FREE FREE FREE