Approve a call for bids for one passenger van for Motor Pool BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 20-079
APPROVING A CALL FOR BIDS FOR ONE PASSENGER
VAN FOR LEWIS COUNTY MOTOR POOL
WHEREAS, the Lewis County Public Works Fleet Division has determined a need for
one new passenger van for the Lewis County Motor Pool; and
WHEREAS, this passenger van will be purchased with ER&R funds; and
WHEREAS, this van was scheduled, budgeted and approved for purchase in 2020; and
WHEREAS, the Board of County Commissioners wishes to issue a call for bids for one
new passenger van.
NOW THEREFORE BE IT RESOLVED that the Department of Public Works is instructed
to prepare a call for bids and contract specifications for one new passenger van.
Bids for this proposal shall be submitted to the Clerk of the BOCC (351 N.W. North
Street, Room 210, CMS-01, Chehalis, Washington 98532) by or before 11:00 a.m. on
Tuesday, March 24, 2020, and will be opened on or after 11:00 a.m. on March 24, 2020,
subject to official proposal addenda that establishes an alternate bid due date or
opening time.
DONE IN OPEN SESSION this 9th day of March, 2020.
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Amber Smith Gary Stamper
By: Amber Smith, Gary Stamper, Chair
Deputy Prosecuting Attorney
ATTEST: •'c°"'Txw-s•• Edna J . Fund
�S•'RDOF'.s•-
Rieva Lester, Clerk of the Boar , ' E '`�r,dna J. Fund, Vice Chair
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'•inG`PON'S�•..
Candace Haltom Robert C . Jackson
By: Candace Hallom Robert C. Jackson, Commissioner
CALL FOR BIDS
NOTICE IS HEREBY GIVEN that the Board of County Commissioners of Lewis County,Washington will
open sealed bids and publicly read them aloud on or after 11:00 a.m.on March 24,2020, at the Lewis County Historic
Courthouse—2nd floor, Board of County Commissioners Meeting Room, 351 NW North Street, Chehalis, Washington,
for furnishing one new passenger van/wagon.
SEALED BIDS MUST BE DELIVERED BY 11:00 A.M.
(Lewis County official time is displayed on Axxess Intertel phones in the office of Board of County Commissioners.)
Sealed bids must be delivered to the Lewis County Commissioner's Office (Lewis County Historic
Courthouse, 2"d Floor, 351 NW North Street, Chehalis,WA 98532) by 11:00 a.m.on the date specified for opening and
in an envelope clearly marked "SEALED BID FOR ONE NEW VAN" -TO BE OPENED MARCH 24, 2020 ON OR AFTER
11:00 AM.
Specifications and bid forms may be obtained from Lewis County Department of Public Works
Fleet Division located at 476 W. Main St.,Chehalis, WA 98532,telephone 360-740-1194 or from Lewis County's
website at www.lewiscountywa.gov.
The Lewis County Public Works Department in accordance with Title VI of the Civil Rights Act of
1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of
Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in Federally assisted programs of the
Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively
ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as
defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not
be discriminated against on the grounds of race,color, or national origin, or sex in consideration for an award.
The Board of County Commissioners reserves the right to reject any or all bids and to waive all
informalities in the bidding.
DATED this 9th day of MARCH.2020.
Rieva Lester,Clerk of the Board
of County Commissioners .` CpUNTy, 1�••
Lewis County,Washington �� O0ARU Op�`�V.•
.o. SINCE ;o:
•J�
.W. 1845 4i; :
PUBLISH: The Chronicle—March 10&17,2020 ��' •
1, -cb� Coy.
Lewis County Web Site @ www.lewiscountywa.gov/ '�CTONS •
CALL FOR BIDS
ONE NEW PASSENGER VAN /WAGON
TO:
LEWIS COUNTY HISTORIC COURTHOUSE
BOARD OF COUNTY COMMISSIONERS OFFICE
351 NW NORTH STREET
CHEHALIS, WASHINGTON 98532
BID OPENING:
WHERE: Lewis County Historic Courthouse
Board of County Commissioners Meeting Room
351 NW North Street
Chehalis, Washington 98532
DATE: March 24, 2020
TIME: On or after 11:00 AM
1
BID PACKET CONTENTS
1. CALL FOR BIDS
2. ADVERTISING PLAN
3. BID FORM
4. BID DOCUMENT CHECKLIST
5. GENERAL CONDITIONS
6. SPECIFICATIONS/ITEMIZED OPTIONS
2
1 .
CALL FOR BIDS
CALL FOR BIDS
NOTICE IS HEREBY GIVEN that the Board of County Commissioners of Lewis County,Washington will
open sealed bids and publicly read them aloud on or after 11:00 a.m.on March 24, 2020,at the Lewis County Historic
Courthouse—2"floor, Board of County Commissioners Meeting Room, 351 NW North Street, Chehalis,Washington,
for furnishing one new passenger van/wagon.
SEALED BIDS MUST BE DELIVERED BY 11:00 A.M.
(Lewis County official time is displayed on Axxess Intertel phones in the office of Board of County Commissioners.)
Sealed bids must be delivered to the Lewis County Commissioner's Office (Lewis County Historic
Courthouse,2"d Floor,351 NW North Street,Chehalis, WA 98532) by 11:00 a.m.on the date specified for opening and
in an envelope clearly marked "SEALED BID FOR ONE NEW VAN" -TO BE OPENED MARCH 24,2020 ON OR AFTER
11:00 AM.
Specifications and bid forms may be obtained from Lewis County Department of Public Works
Fleet Division located at 476 W. Main St.,Chehalis,WA 98532,telephone 360-740-1194 or from Lewis County's
website at www.lewiscountvwa.gov.
The Lewis County Public Works Department in accordance with Title VI of the Civil Rights Act of
1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of
Transportation,subtitle A,Office of the Secretary, Part 21, nondiscrimination in Federally assisted programs of the
Department of Transportation issued pursuant to such Act, hereby notifies all bidders that it will affirmatively
ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as
defined at 49 CFR Part 26 will be afforded full opportunity to submit bids in response to this invitation and will not
be discriminated against on the grounds of race,color,or national origin,or sex in consideration for an award.
The Board of County Commissioners reserves the right to reject any or all bids and to waive all
informalities in the bidding.
DATED this 9`h day of MARCH,2020.
Rieva Lester,Clerk of the Board
of County Commissioners
Lewis County,Washington
PUBLISH: The Chronicle—March 10&17, 2020
Lewis County Web Site @ www.Iewiscountywa.gov/
4
2 .
ADVERTISING PLAN
ADVERTISING PLAN
The Call for Bids will be advertised in the following publications:
• The Chronicle - March 10& 17, 2020
Bid information will also be available on the Lewis County website at www.Lewiscountywa.gov
6
3 .
BID FORM
LEWIS COUNTY PUBLIC WORKS DEPARTMENT
FLEET SERVICES DIVISION
476 W. MAIN ST.
CHEHALIS, WA 98532
The Board of Lewis County Commissioners will open sealed bids and publicly read them aloud at the Lewis
County Historic Courthouse-2nd floor, Board of County Commissioners Meeting Room, 351 NW North Street,
Chehalis, Washington, on:
TUESDAY, MARCH 24, 2020 ON OR AFTER 11:00 A.M.
For the following specified items:
ONE NEW VAN
Sealed bids must be delivered to the Lewis County Historic Courthouse — 2nd Floor, Board of County
Commissioner's Office, 351 NW North Street, Chehalis, Washington, 98532, by 11:00 A.M. on the above-
specified date in a sealed envelope clearly marked:
SEALED BIDS FOR: ONE NEW VAN
TO BE OPENED: TUESDAY, MARCH 24, 2020 ON OR AFTER 11:00 A.M.
8
BID FORM
SEE ATTACHED CONDITIONS AND SPECIFICATIONS
1. ONE NEW VAN $
2. WASHINGTON STATE SALES TAX +$
3. PURCHASER PAYS THIS AMOUNT = $
Guaranteed delivery shall be within one hundred and twenty (120) days after award of bid.
Bidder Authorized Signature Date
Firm Address Title of Person Signing
City,State Zip Telephone Number
9
4 .
BID DOCUMENT
CHECK LIST
The following items must be returned in the completed bid package:
1. BID FORM (Pg. 9)
2. WARRANTY INFORMATION (B-T-B and Power Train)
3. TERMS, CONDITIONS, & SPEC Acknowledgement (Pg. 15)
4. LIST OF REFERENCES
(Complete name, address and phone number of three customers who
have purchased similar equipment within the last two (2) years.
5. SPECIFICATIONS SHEET (Complete Check-List Pg. 17 - 18)
6. ITEMIZED OPTIONS (Pg. 19) with BROCHURE
11
5 .
GENERAL CONDITIONS
GENERAL CONDITIONS
BID CONSIDERATION:
The Board of Lewis County Commissioners reserves the right to reject any or all bids,waive informalities,and to
contract as the best interest of the County may appear. This bid will be compared to bids received on the Washington
State Contract.Commissioners reserve the right to award to the most advantageous bid to the County.
DOCUMENT FORM:
The bidder shall completely fill in the information required in all the blank spaces provided and shall return all forms
and other documentation requested when submitting bid forms. Information may be obtained from the Department
of Public Works, Maintenance&Operations Division,476 W. Main St.,Chehalis, WA 98532, telephone 360-740-1194
or Lewis County's website at www.lewiscountywa.gov.
PROPOSAL SHEET:
Vendors not meeting specifications must list all exceptions and note by placing an "X" beside the respective number
associated with the particular specification. Any exceptions are subject to inspection, testing, and approval prior to
acceptance by Lewis County.
Van/Wagon shall be a new model and shall:
1. Conform to or exceed the minimum specifications listed.
2. Conform to the current Motor Vehicle Laws/Codes of the State of Washington.
3. Comply with the current Federal Motor Vehicle Safety Standards.
4. Shall meet the manufacturer's standard specifications and shall be further equipped as stated in these
specifications whether considered standard or not.
PAYMENT:
Payment will be made by Lewis County on or about 30 days following date of delivery, providing billing invoice is in the
office of the Lewis County Fiscal Department,351 NW North Street,Chehalis,WA 98532 prior to the 10th of the month.
13
PRE-DELIVERY:
All items shall receive dealer factory pre-delivery service before being delivered. Transportation damage shall be
repaired by dealer prior to delivery. All equipment will be in turnkey condition and subject to inspection prior to
acceptance.
DELIVERY OF VEHICLE PURCHASES:
Packing and transportation expenses are the responsibility of the bidder. All prices quoted must be F.O.B. Destination,
Freight Prepaid and Allowed,delivered and unloaded at the delivery address below.
Lewis County Motor Pool
476 W. Main St.
Chehalis, WA 98532
LITERATURE:
Descriptive brochure with reasonably detailed specifications for the unit offered must be enclosed with the bid
documents.
COOPERATIVE PURCHASES:
Lewis County has entered into Interlocal Purchase Agreements with other governmental agencies pursuant to RCW
39.34. Successful bidder,if agrees,can sell additional items at the bid price,terms and conditions to other governmental
agencies. Lewis County accepts no responsibility for the payment of the purchase price by other governmental
agencies.
14
PROPOSAL:
The undersigned hereby certifies that he/she has read and thoroughly understands and agrees to the terms,
conditions, and specifications of this document for furnishing the item(s) listed to Lewis County and hereby
submits the proposal on page 9.
Firm Name(Type or Print) Authorized Signature Date
Title of Person Signing Telephone Number
Address City,State,Zip Code
15
6 .
SPECIFICATIONS
ITEMIZED OPTIONS
I. Specifications Check-List:
Van/Wagon shall be new (2020 or newer) and delivered to Lewis County Motor Pool. (Delivery
address listed on page 14)
Make
Model
Please include brochure with model bid. Year
Minimum Specification Required List Specification Provided
Air Bags (Front and Safety Canopy)
Air Conditioning
Auxiliary Power Point/s
Brakes (4-Wheel Anti-Lock Disc Brake System)
Cruise Control
Cup Holders: Front, 2nd Row, and 3rd Row
Daytime Running Lights— (Low Beam)
Dual front map lights, Overhead courtesy lamp
Engine (1.4L 4-Cylinder engine or larger)
Exterior Color- White
Four Doors w/Rear Lift-gate Door— (Dual sliding side
doors)
Front Wheel or All-Wheel Drive
Halogen or LED Headlamps
Interior Passenger & Cargo Volume Area combined -
(Approximately 175 Cubic Ft.)
License: Vehicle/s shall be licensed by the dealership
and will provide registration and exempt license
plates
Outside Temperature Display
Power Windows, Door Locks, and Mirrors
Privacy Glass: Rear Side Windows & Rear Lift-gate
Window
Radio—AM/FM (Factory Installed)
Rear Window Defroster
Rear-view Camera
Remote Keyless Entry (4 FOBS/Keys)
Seat Belts and Head Restraints for all Seating Positions
17
Minimum Specification Required List Specification Provided
Seating: 7-passenger (minimum), Front bucket seats,
2nd Row bench or buckets, 3rd Row removable or
folding stow-a-way seat/s
Spare Wheel/Tire, Wheel Nut Wrench, and Jack
Steering: Power Steering or Electric-Assisted Steering
Tilt/Telescoping Steering
Tires: All-Season
Transmission (Automatic)
Voice Recognition Communications—(Hands-free cell
phone)
Warranty: (Bumper-to-Bumper)
Warranty: (Powertrain Warranty)
Windshield Wipers: Front & Rear with Variable
Intermittent
18
ITEMIZED OPTIONS:
1. If an item listed below is included as standard equipment in base model, indicate on line as
"included."
2. If the vehicle manufacture you represent is unable to provide an option listed below,
indicate on line as "unavailable."
**DO NOT include these prices in base bid submitted on page 9**
Additions/Accessories: (Enter amount for one vehicle)
1. Service Manuals Wiring diagram (paper or electronic) $
19
BOCC AGENDA ITEM SUMMARY
Resolution: 20-079 BOCC Meeting Date: March 9, 2020
Suggested Wording for Agenda Item: Agenda Type: Legal Notice
Approving a call for bids for one passenger van for Lewis County Motor Pool
Contact: Tim Mixer Phone: 360.740.1194
Department: PW - Public Works
Description:
The Fleet Services Division of the Lewis County Public Works Department has determined the need
for one new passenger van for Lewis County Motor Pool. This vehicle will be purchased with ER&R
funds. A call for bids has been prepared and bids are due by 11:00 a.m. on March 24, 2020, to the
Clerk of the Board of County Commissioners. Bids will be publicly opened on or after 11:00 a.m. on
March 24, 2020, at the Commissioners Meeting Room, 351 NW North St. Room 223, CMS-01
Chehalis, Washington 98532.
The advertising for the call for bids will be done by Lewis County pursuant to Washington State and
County Codes.
Approvals: Publication Requirements:
Publications:
User Status The Chronicle - (March 10 & 17, 2020)
PA's Office Approved
Additional Copies: Cover Letter To:
Robin Saline, (PW) Rose Williams, (PW) Tina
Hemphill, (PW) Tim Murphy, (M&O) Tim
Mixer, (M&O)