Memorandum to File Pre-bid Conference Summary ITB 13-0602 / As Needed Parts and/or Repair Services for Fleet and Other Operating Equipment and Vehicles May 14, 2013 at 10:00 a.m. The purpose of this memo is to summarize the pre-bid conference held on May 14, 2013 at 10:00 a.m. Included with this summary are the Sign-in Sheet and Fleet Division report of past purchases under the prior contracts. Bids are due Wednesday, May 29, 2013 by 3:00 p.m. to Procurement Office, Room 441, 315 West Main Street, Tavares, Florida. Attendance at the pre-bid was non-mandatory. Be sure to submit all required items in your Bid Submittal and acknowledge any and all addenda that are issued. Registered vendors will receive a notification when an addendum is posted, but vendors can go to the website to check for addenda (www.lakecountyfl.gov – Doing Business with Lake County / Current Formal Solicitations). Addendum One has been posted. General Discussion: ITB Document: Reviewed bid document in general – where to find various information. Insurance requirement is found in Section 1.8 of Special Terms and Conditions. No bonds are required for this solicitation or resulting contract. Instructions on submitting a bid and delivery information is in Section 1.13 of Special Terms and Conditions. Contract Information: Multiple contracts will probably be awarded. Contract term will be one year with four one-year renewals possible (see Sections 1.5 and 1.6 of Special Terms and Conditions.) There is no guarantee that any purchases will be made, nor that a guaranteed quantity or dollar volume will be purchased, under any resulting contract (See Section 3.16 of General Terms & Conditions). Current contracts: 11-0811 and 11-0818 (View at: www.lakecountyfl.gov – Doing Business with Lake County / View Term and Supply Contracts.) Pricing: Attachment 2 of original ITB document – circle all brands you can support and submit with bid. Complete the Pricing Schedule (pages 18-22 of original ITB) and submit with the Bid. Note: Use pricing pages 19-20 of the original ITB document if you are offering a discount off list price. If you prefer to offer a markup percentage added to cost instead, use the Alternate Pricing Schedule included in Addendum One. Pre-bid Conference Summary ITB 13-0602 Questions asked at the Pre-Bid Conference: How many parts were bought over the past contract term and what are the most- stocked parts? Answer: Such a list of all purchases made over the prior contract proved too exhaustive to create. The Fleet Division has compiled a listing of vehicles and equipment which accompanies this summary. Parts for any of the equipment and vehicles on the list may be ordered at any given time depending on age, use, breakdowns, etc. What if a vendor does not use manufacturer’s list pricing – can pricing be submitted as cost plus a markup percentage (instead of list price less discount)? Answer: Yes – please use the Alternate Pricing Schedule included in Addendum One as Attachment A. What if a vendor can support other brands not listed in Attachment 2 of the original ITB – how can this be addressed? Answer: For non-listed parts, included in Addendum One is an additional form (Additional Brands Pricing Schedule, Attachment B) on which you may list other brands not listed in Attachment 2 of the original ITB document, with information for each. Can we submit a bid if we repair parts (i.e. radiators) but not vehicles or equipment? Answer: Yes, complete the bid forms as required, and include a brief description of the type of items your company can repair, with hourly rates and markup percentages for each. What if a vendor offers pick-up and delivery of vehicles or equipment? Answer: Please include this information on Addendum One where indicated and submit with your bid. Can other agencies piggy-back off this contract? Answer: Yes – see Section 3.13 of the General Terms and Conditions. End of Summary Page 2 of 2 FLEET DIVISION REPORT Year Make Model Serial # Class 2007 A OK 5X8X6 TRAILER 5C7EE12197D001939 0740 2008 ALJON 500 14568 9180 2007 ALUMA F61WA80EB4S812 1A9BB27266F729071 0740 1972 AMER MEP-015A QA6901-504622 0510 2000 AMER MEP-015A QA6901-507136 0510 2006 AMERICAN SIGNAL CMS-T333 1A9BS333562228104 0390 2006 AMERICAN SIGNAL CMS-T333 1A9BS333762228128 0390 2012 AMERICANMADE 5X8 1A9EE1217AD853500 0700 2010 AMERICANSIGNAL MESSAGE BOARD 1A9BS3333A2228725 0390 2006 ANDERSON TILT 4YNBN16286C041792 0720 1994 BALDERSON LOADER RAKE 3JL04677 0120 2012 BANDIT 255XP 4FMUS1610CR001951 0630 1999 BAYLINER 17' 1" USCA09FRA999 9700 2012 BENDRON 6X12 ENCLOSED 5UZBE1211CD020735 0740 2008 BIL-JAX 3522A DC 5CUAG16198A000096 9330 2006 BLUEBIRD L4RE2911C 1BAGEBPA96W100477 7793 2006 BLUEBIRD L4RE2911C 1BAGEBPA66W100484 7793 2006 BLUEBIRD L4RE2911C 1BAGEBPAX6W100486 7793 2006 BLUEBIRD L4RE2911C 1BAGEBPA86W100485 7793 2006 BLUEBIRD L4RE2911C 1BAGEBPA16W100487 7793 1996 BOBCAT 0953 513111454 9100 1993 BOBCAT 2410 509213079 9100 2008 BOBCAT A300 539940027 9140 2009 BOBCAT WORKMATE A59Y11964 1212 2009 BOBCAT WORKMATE A59Y11962 1212 2009 BOBCAT WORKMATE A59Y11963 1212 2000 BRIGGS 82232 89011703 0520 1999 BTM 5X8 TRAILER BTMSUT19989902701 0740 2002 BUSH HOG 2615L1 MOWER 12-23543 0126 2000 BUSH HOG 3008 MOWER 12-04312 0126 1995 BUSH HOG 406 MOWER 1200903 0126 2006 BUSHWHACKER T120 MOWER 06T120061027005 0126 2006 BUSHWHACKER T120 MOWER 06T120061027006 0126 1977 C&H COMPRESSOR 25 CFM 175 PSI 18517 0520 2007 CAM 10CAM826DOP 5JPBU31227P018621 0740 2006 CAM T20015 5JPBU31296P015486 0740 2006 CAMSPRAY 1450SHDE EH60700677 0540 2006 CARGO 612SAVN TRAILER 5SWBC121X61001572 0740 2013 CARGOCRAFT UTILITY TRLR 4D6BU1218DA002368 0700 2003 CARGOMATE UTILITY 4X4TSET203U202796 0700 2002 CARRY ON 4X8 TRAILER 4YMKK08172L078368 0710 2009 CARRY-ON UTILITY TRAILER 4YMUL06199G020936 0700 2012 CASE 105U ZBJL19800 9625 2012 CASE 105U ZCJL11616 9625 2012 CASE 105U ZBJL19804 9625 2012 CASE 105U ZBJL19796 9623 2012 CASE 105U ZBJL19813 9623 1990 CASE ROLLER W102 JKC4301141 9440 2009 CATERPILLAR 120M 0B9C00455 9160 2009 CATERPILLAR 120M 0B9C00457 9160 2009 CATERPILLAR 120M 0B9C00456 9160 2009 CATERPILLAR 120M 0B9C00458 9160 2000 CATERPILLAR 224C ROLLER 3AL01930 9440 1996 CATERPILLAR 320L 9KK05397 9150 1994 CATERPILLAR 816B COMPACTOR 15Z01428 9180 1992 CATERPILLAR 950F LOADER 7ZF01119 9140 2009 CATERPILLAR 950H 0K5K02662 9140 2009 CATERPILLAR 950H 0K5K02658 9140 2009 CATERPILLAR 950H 0K5K02661 9140 2009 CATERPILLAR 950H K5K02664 9140 2000 CATERPILLAR D343 GENERATOR 62B15358 1 0510 2003 CATERPILLAR D5M DOZER CAT00D5MT3DR00863 9230 1990 CATERPILLAR SOIL STAB 250 6DD00242 9100 1981 CATERPILLAR T50C FORKLIFT 38Y01610 9310 2004 CH&E 3" MUD PUMP D04042003 0332 2004 CH&E 3" MUD PUMP D04042004 0332 2004 CH&E 3" MUD PUMP D04042005 0332 2010 CHAMPION CHALLENGER 1GBE4V1G19F412249 5793 2010 CHAMPION CHALLENGER 1GBE4V1G99F413133 5793 2010 CHAMPION CRUSADER 1GB34V1G79F412188 5793 2010 CHAMPION CRUSADER 1GBE4V1G09F412257 5793 2010 CHAMPION CRUSADER 1GBE4V1G19F413059 5793 2010 CHAMPION CRUSADER 1GBE4V1G19F412199 5793 2010 CHAMPION CRUSADER 1GBE4V1G29F412180 5793 2010 CHAMPION CRUSADER 1GBE4V1G39F413094 5793 2010 CHAMPION CRUSADER 1GBE4V1G19F412283 5793 2010 CHAMPION CRUSADER 4500 1GBE4V1G89F413110 5793 2010 CHAMPION CRUSADER 4500 1GBE4V1G99F412192 5793 2010 CHAMPION CRUSADER 4500 1GBE4V1G99F412175 5793 2010 CHAMPION 4500 CHALLENGER 1GBE4V1909F413118 5793 2010 CHAMPION 4500 CRUSADER 1GBE4V1GX9F412265 5793 1995 CHEVROLET 3500 1GBKC34F4SJ110986 3514 2005 CHEVROLET 2500 4 X 4 1GCHK29U25E246671 2510 2005 CHEVROLET 2500 4 X 4 1GCHK29U75E249176 2510 2005 CHEVROLET 2500 4 X 4 1GCHK29U85E245492 2510 2006 CHEVROLET 3500 -TURTLETOP 1GBJG31U161225196 5793 2010 CHEVROLET 4500 CHAMPION 1GBE4V1G49F412228 5793 2001 CHEVROLET ASTRO 1GCDM19W11B133438 1410 1997 CHEVROLET ASTRO VAN 1GCDM19W2VB183643 1410 1998 CHEVROLET BLAZER 1GNDT13W6WK194391 1610 2002 CHEVROLET BLAZER 1GNDT13W22K202903 1610 2003 CHEVROLET BLAZER 1GNDT13XX3K156554 1610 2003 CHEVROLET BLAZER 1GNDT13X23K156290 1610 2002 CHEVROLET BLAZER 1GNDT13W52K202782 1610 2004 CHEVROLET BLAZER 1GNCS13X24K156046 1610 2000 CHEVROLET C2500 1GCGC24R2YR209886 2510 2000 CHEVROLET C2500 1GCGK29F5YF416680 2510 2000 CHEVROLET C2500 1GCGK29F7YF416423 2510 2007 CHEVROLET C3500-CHAMPION 1GBE4V1267F404682 5793 2007 CHEVROLET C4500 1GBE4V12X7F404247 5793 2008 CHEVROLET C4500 1GBE4V1G27F424505 5793 2007 CHEVROLET C4500-CHAMPION 1GBE4V1267F404262 5793 2007 CHEVROLET C4500-CHAMPION 1GBE4V1947F424510 5793 2007 CHEVROLET C4500-CHAMPION 1GBE4V1917F424755 5793 2007 CHEVROLET C4500-CHAMPION 1GBE4V1927F424487 5793 1999 CHEVROLET CARGO 1GCHG35R9X1106863 2420 2004 CHEVROLET CAVALIER 1G1JC54F447302338 1320 2009 CHEVROLET CHAMPION 1GBE4V1G69F409735 5793 2009 CHEVROLET CHAMPION 1GBE4V1G79F413082 5793 2010 CHEVROLET CHAMPION 1GB9G5AG7A1116355 8793 2011 CHEVROLET CHAMPION 1GB9G5AG3A1129930 4793 2011 CHEVROLET CHAMPION 1GB9G5AG5A1126530 4793 2011 CHEVROLET CHAMPION 1GB6G5BG7B1143820 3793 2011 CHEVROLET CHAMPION 1GB6G5BG9B1144628 3793 2011 CHEVROLET CHAMPION 1GB6G5BG1B1144204 3793 2010 CHEVROLET CHAMPION 3500 1GB9G5AGXA1116835 8793 2009 CHEVROLET CHAMPION 4500 1GBE4V1G49F412245 5793 2009 CHEVROLET CHAMPION 4500 1GBE4V1GX9F412184 5793 2005 CHEVROLET COLORADO 1GCDT146258261197 1510 2005 CHEVROLET COLORADO 1GCDT146058266219 1510 2006 CHEVROLET COLORADO 1GCDT146268283265 1510 2006 CHEVROLET COLORADO 1GCDT146468282277 1510 2010 CHEVROLET EQUINOX 2CNALDEW1A6351777 1610 2009 CHEVROLET GENERAL 3500 1GBJG31K181233249 3793 2009 CHEVROLET GENERAL 3500 1GBJG31K081231122 3793 2009 CHEVROLET GENERAL 3500 1GBJG31K781234079 3793