Taxi Inspection RFP-2024

Agency:	City of Fort Smith
State:	Arkansas
Type of Government:	State & Local
Category:	V - Transportation, Travel and Relocation Services
Posted:	Jan 13, 2024
Due:	Jan 26, 2024
Publication URL:	To access bid details, please log in.

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RFP No. 4701-0126-BA

CITY OF FORT SMITH

Request for Proposal

Purchasing Department

623 Garrison Avenue #512

P.O. Box 1908

Fort Smith, AR 72902-1908

Annual Taxicab

Vehicle Inspections

Closing Date:

January 26, 2024 @ 2:00 PM

Company

Federal Tax I.D. No.

Mailing Address

City

State

Zip Code

Tel. No.

Fax No.

E-Mail

Name:

(Print or Type)

Signature*

Title

Date

*Authorized Signature: The signer declares under

penalty of perjury that she/he is authorized to sign

this document and bind the company or

organization to the terms of this agreement.

FOR CONSIDERATION AS A RESPONSIVE BID, THE FOLLOWING IS REQUIRED:

1. Submit proposal by mail or via email to purchasing@fortsmithar.gov

2. Proposal may not be hand delivered.

3. This cover page must be signed with an original signature, in blue ink.

4. Proposal must be submitted on or before the exact closing date and time; if received after the exact

closing date and time, it will NOT be considered.

For Further Information Concerning This RFP, Please Contact:

Alie Bahsoon, Purchasing Manager

Phone: (479) 784-2267 Fax: (479) 784-2272

Email: abahsoon@FortSmithAR.gov

Taxicab Inspections RFP Page 1

I. SPECIFIC PROVISIONS

A. BACKGROUND AND GENERAL SCOPE OF WORK

Although vehicle inspections are mandated in other states to ensure they meet state and

local vehicle safety and/or emission requirements, the state of Arkansas Act 974 of 1997

removed the requirement for vehicle inspections.

In an effort to promote and preserve the health, safety, and welfare of the citizens of Fort

Smith and the public at large, the City of Fort Smith Board of Directors on July 7, 2020

approved Ordinance 58-20 (copy attached) requiring annual taxicab inspections. This

solicitation is being issued by the City of Fort Smith Police Department (“City”) for the

provision of annual inspection services to taxicabs operating within the City of Fort Smith.

The City is seeking competitive proposals from local vendors to conduct inspections

covering (but not limited to) various physical items such as paint, tires, brakes, lights,

signals, interior condition, vehicle equipment, safety equipment, registration, taximeter,

communication equipment, signs, etc.

The selected vendor (“Contractor”) will be responsible for providing services in

accordance with the scope of services further detailed within the Request for Proposal

(“RFP”).

B. AWARD & TERM OF CONTRACT

The City of Fort Smith reserves the right to reject any or all bids, to waive informalities,

and to accept all or any part of any bid as they may deem to be in the best interest of the

City. Award of bid is not made at the bid opening. All bids are subject to final review and

acceptance by City Staff before any award may be made. Receipt of bids by the City shall

not be construed as authority to bind the City. The City will award to the Contractor who

can satisfy all of the criteria listed within and is judged to provide the best value to the City

and is deemed responsive and responsible.

This contract will be for a period of one (1) year. Award of this contract shall be made to

the proposal which is responsive in all respects to these requirements, and where the bidder

is determined to be a responsible bidder, a determination that shall be made solely at the

discretion of THE CITY.

The proposer affirms and declares:

• The proposer has the capacity to do business within the State of Arkansas and the

City of Fort Smith.

• The proposer has the capability to assure completion of the required services within

the time specified under this contract.

• The proposer presently has the necessary facilities, financial resources and licenses

to complete the contract in a satisfactory manner.

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• No member, officer, or employee of the City during their tenure or for two years

thereafter shall have any interest, direct or indirect, in this contract or the proceeds

thereof.

• To be “qualified” by the City, the proposer must have all State and Local licenses

as legally required that are necessary to perform and complete the work as called

for herein.

C. AWARD NOTIFICATION

The City will notify all Bidders, via email, of its intent to award the bid.

D. SUBMITTALS

Proposals shall be returned by Email to purchasing@fortsmithar.gov or by mail to the

Purchasing Department prior to 2:00 p.m., January 26, 2024 and to the following address:

Alie Bahsoon, Purchasing Manager

623 Garrison Avenue, Suite 512

P.O. Box 1908

Fort Smith, AR 72902-1908

E. INTERPRETATIONS AND CLARIFICATIONS

Questions or clarification of this RFP must be made in writing and submitted to the e-mail

address listed below. No questions will be received by telephone, by mail, or in person.

Please reference the RFP page and section that you may have a question(s) about. The

deadline for questions/clarifications is no later than Tuesday, January 23, 2024 by 2:00 PM

Local Time.

Alie Bahsoon, Purchasing Manager

purchasing@fortsmithar.gov

Please label Subject Line as follows: “RFP #4701-0126-BA – Question(s)”

To ensure information is consistent to all prospective respondents, any direct or indirect

contact with City Staff, City elected officials, or City appointed officials other than the

City’s Purchasing Manager related to this solicitation is strictly prohibited during this

solicitation process until a contract is awarded. Upon such finding, the violating party will

be deemed non-compliant and a proposal from such party will not be considered for award.

E. INSURANCE REQUIREMENTS

An original copy of a Certificate of Insurance shall be required and must be furnished by the

successful Contractor during execution of the contract. The Certificate of Insurance does not

need to accompany the proposal.

The Contractor shall purchase and maintain in force, at their own expense, such insurance as

will protect them and the City from claims which may arise out of or result from the

Contractor's execution of the work, whether such execution be by the Contractor, its

Taxicab Inspections RFP Page 3

employees, agents, subcontractors, or by anyone for whose acts any of them may be liable.

The insurance coverage shall be such as to fully protect the City and the general public from

any and all claims for injury and damage resulting by any actions on the part of the Contractor

or its forces as enumerated above.

The Contractor shall furnish a copy of an original Certificate of Insurance, naming “The

City of Fort Smith” as an additional insured. Should any of the policies be canceled

before the expiration date, the issuing company will mail 30 days written notice to the

certificate holder. The Contractor shall furnish insurance in satisfactory limits, and on forms

and of companies which are acceptable to the City’s Purchasing Manager and shall require

and show evidence of insurance coverage on behalf of any subcontractors (if applicable),

before entering into any agreement to sublet any part of the work to be done under this

Contract. Further, the Contractor shall assume the entire responsibility and liability for any

and all damages to persons or property caused by or resulting from or arising out of any

negligent act or omission or any willful misconduct on the part of the Contractor, its

subcontractors, agents or employees under or in connection with the Contract, while on

City premises.

The following insurance requirements are the minimum that will be acceptable:

1. Worker's Compensation Insurance with statutory limits and Employers' Liability

Insurance of not less than $ 1 million per occurrence

2. Commercial General Liability Insurance with a combined single limit of not less

than $1million per occurrence

3. Comprehensive Automobile Liability Insurance with a combined limit of not less

than $1million per occurrence

The Contractor shall be responsible for maintaining current certificates of insurance on file

with the City, and the Insurance Company shall be responsible for notifying the City thirty

(30) days prior to the expiration, cancellation, non-renewal, or material change in the

coverage. Certificates of Insurance must have an original signature.

F. SITE INSPECTION

The selected Contractor must have adequate organization, facility(ies), equipment and

personnel to ensure services are performed and are delivered as required in this RFP. The

City reserves the right before recommending any award, to inspect the facilities,

organization, and financial condition or to take any other action necessary to determine

ability to perform in accordance with specifications, terms and conditions.

G. INDEMNIFICATION

To the fullest extent permitted by law, the Contractor agrees to defend, indemnify, protect,

and hold the City and its agents and employees harmless from and against any and all

claims asserted or liability established for damages or injuries to any person or property,

including injury to City’s or Bidder’s, agents, or officers which arise from, or are connected

with, or are caused, or claimed to be caused by acts, or omissions of Bidder and its agents,

officers, or employees in performing, providing, manufacturing, or supplying the work,

services, product, or equipment relating to this proposal, and all expenses of investigating

Taxicab Inspections RFP Page 4

and defending against same; provided, however, that the Bidder’s duty to indemnify and

hold harmless shall not include any claims or liability arising from the established sole

negligence or willful misconduct of the City, its agents, officers, or employees.

Notwithstanding anything herein to the contrary, the services provided under this contract

will not give rise to, nor will be deemed or construed so as to confer any rights on any other

party as a third party beneficiary or otherwise.

H. ANTI-COLLUSION CERTIFICATION

The bidder certifies that this proposal is made without prior understanding, agreement, or

connection with any corporation, firm, or person submitting a proposal for the same

product and that this proposal is in all respects bona fide, fair and not the result of any act

of fraud or collusion with another person or firm engaged in the same line of business or

commerce. The bidder understands collusive bidding is a violation of Federal Law and

that any false statement hereunder constitutes a felony and can result in fines,

imprisonment, as well as civil damages. The bidder also understands that failure to sign

this statement will make the proposal non-responsive and unqualified for award.

Signed: _________________________________ Date: ________________________

I. REFERENCES

Bidders shall provide at least three (3) clients for which similar services have been

provided. Client references shall include the name of client, address and telephone number,

contact person, and the types of services. The City shall also consider the capacity,

character, integrity and reputation of the Bidder and any past experience with the services

offered by the Bidder. The City reserves the right to reject any or all proposals, in whole

or in part, to waive informalities and to delete items prior to making the award, whenever

it is deemed in the sole opinion of the Purchasing Manager to be in the City’s best interest.

II. SCOPE OF SERVICES

This solicitation is being issued by the City of Fort Smith Police Department (“City”) for

the provision of vehicle inspections to taxicabs by local automotive maintenance and/or

repair shops. Proposals are being solicited to conduct annual inspections using the enclosed

Fort Smith Police Department Taxicab Inspection Form, to include, at a minimum, the

following inspection points:

1. Seat Belts

a. Inspect for proper operation and anchorage.

b. One seat belt is required for each seating position.

c. The vehicle's Air Bag Warning Lamp will be checked for proper operation.

(This is an advisement only and not cause for rejection).

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This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

Taxi Inspection RFP-2024

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