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Purchase - 2016 BMW R1200 RT-P Motorcycle
CITY OF PALM DESERT OFFICE OF THE CITY MANAGER 6-14_134tv; uleyffil REQUEST: AUTHORIZATION TO PURCHASE ONE NEW 2016 BMW R1200 RT-P MOTORCYCLE AND EMERGENCY EQUIPMENT FROM BMW MOTORCYCLES OF RIVERSIDE IN THE AMOUNT OF $29,535.82 SUBMITTED BY: Stephen Y. Aryan, Risk Manager DATE: March 10, 2016 CONTENTS: 1. BMW of Riverside Correspondence 2. City of Pomona Bid Documents Recommendation By minute motion: Approve the purchase of one new 2016 BMW R1200 RT-P motorcycle and emergency equipment from BMW Motorcycles of Riverside in the amount of $29,535.82. 2. Appropriate $29,535.82 from Equipment Replacement Fund 530 for the purchase of one new 2016 BMW R1200 RT-P motorcycle. Commission Recommendation The Palm Desert Public Safety Commission approved this item when they recommended approval of the FY 2015/16 Palm Desert Police Department Budget. Strateqic Plan Objective This item is related to the Public Safety and Emergency Services section of the Palm Desert Strategic Plan, specifically under Prioritv 1: Enhance the delivery of public safetv services. The priority's strategy is to expand the existing superlative services provided by the fire and police departments to address future growth and safety concerns. The purchase of such equipment helps the Police Department in meeting this priority. Background The Palm Desert Police Department's Traffic Enforcement Team is comprised of one Sergeant and eight Motor Officers. The Sergeant and officers are each assigned a fully outfitted police motorcycle. The Police Department currently has the following motor unit fleet: Staff Report: BMW Police Motorcycle Purchase March 10, 2016 Page 2 of 2 YEAR & MAKE 2015 BMW Motorcycle 2013 BMW Motorcycles 2012 BMW Motorcycles 2007 Honda Motorcycle 2009 Honda Motorcycle (one unit will be replaced by this purchase) 2007 Honda Motorcycle -"Training Unit" TOTAL MOTOR UNITS QUAN 1 2 2 2 3 11 In 2012, the City Council approved the following police motorcycles replacement schedule: FISCAL YEAR REPLACEMENT RECOMMEOATION FY 2011 /12 Replaced Two BMW Units FY 2013/14 Replaced Two BMW Units FY 2014115-Therafter Replace One Honda Unit plyear The City of Pomona recently purchased four new BMW polt tv ii,,..,-)rcycles from BMW Motorcycles of Riverside. The dealer indicated that they would honor the Pomona cid price. The price of the unit is $29,535.82 and includes additional equipment requee:xed by the Palm Desert Police Department and all applicable taxes and fees. S aff recommends the purchase of this motorcycle for the Palm Desert Police Traffic Team. Fiscal Analysis Council approval of staff's recommendation will allow the Police Department to purchase one new 2016 BMW R1200 RT-P motorcycle in the amount of $29,535.82. This amount includes any applicable taxes, labor, and the necessary aftermarket law enforcement accessories as indicated: ITEM COST Base Price for 2016 BMW R1200RT-P $20,496.51 Accessories (as included in the City of Pomona bid) $4,721.39 Additional Accessories requested by Palm Desert Police Department $981.84 Installation $650.00 Shipping and Handling $495.00 Sales Tax $2,187.58 Tire Fee $3.50 TOTAL $29,535.82 Staff Report: BMW Police Motorcycle Purchase January 22, 2015 Page 3 of 3 This purchase was approved as part of the FY 2015/16 budget and funds are available to appropriate from the Equipment Replacement Fund 530. Submitted By: Stephon Y. Akyan, Risk M nager Reviewed By: Paul S. Gibson, Director of Finance/City Treasurer Approved By: n M. Wohlmuth, City Manager i r `2 BMiYMoTmcmEs of Rlymmor February 10, 2016 Sgt. Larry Sherman Riverside County Sheriff's Department Palm Desert Station Traffic Team 73-705 Gerald Ford Drive Palm Desert, Ca. 92211 760-836-1631 Dear Sgt. Sherman, BMW 16mmed U" AumOI-1 cmaw BMW Motorcycles of Riverside is pleased to offer the City of Palm Desert the opportunity to piggyback the order of up to two (2) BMW R120ORT-P Authority Motorcycles for the same price as a competitive bid we have won with the City of Pomona. This offer is valid for 180 days. • Each BMW R120ORT-P Authority Motorcycles, equipped per the previous bid, for the sale price of $26,362.90 + $2,109.03 sales tax + $3.50 tire tax for a total sum of $28,475.43. The total price has been lowered to account for the lower tax rate in Palm Desert. Please see attached Bill of Sales • The equipment an option changes sum to an additional $1060.39, including taxes. This assume we do not have to order any additional or replacement cabling for the Radar and/or Radio. Please see attached invoice We look forward to working with you again and providing the City of Palm Desert with the finest Authority Motorcycles in the world. Best egards, Dan Schoo Owner BMW Motorcycles of Riverside 7740 Indiana Avenue Riverside. CA 92504 Ph.951-353-M7 Fax:951-353-9807 BMWmotorcydesofRiverside.com I facebook.com/BMWmotorcyclasofRiverside I twitter.com/6MWmcRiverside 1'D /PD I jr GARCIA I PL)35()y SONIA (ill. Purchase Order THE CITY OF NO 099496 POMONA FINANCE DEPARTMENT/PURCHASIMC DrVISICN: (909) 620-2391 tHt ARM- 11() NI:MI)I-R MU VPFAR ON AEI. FAX' (909) 620-3711 INVOICES, PAO KINU SI.IPS ANDCORTUSPONOENC) OKI L ISSUED DA E RU)t IRLU SUPPLILIt NO MAIL INVOICLI, ATTN: ACCOUNTS PAYABLE PO BOX 660. POMONA. CA I) 176N 071I6',1015 27227 (909) 620.2354 SHIP PREPAID TO (LOCATION CHECKED):�('O'i)l:N! KLIS1k}f,it 219.209U-b6183-0000(1 Rectivill Hours.7.30A.M -430PM (909)620-23.Y9 & CFNTRAI ftl:CftVING I I LFT 011 W) BMW MO 1'OR('Y(:1.}'.S 01- R1Vk'RSII)1'. 148 N IIUNTINOTON El 636 W moNTrkrY POMONA CA 40176X POMUNA CA 917nR 7740 INDIANA AVE, 14A RIVVI(SIDE, CA 92504 ❑ REC! WSK; AN�LX a POI.1CF. 6 O6 1V NIONI FRIA K)MUN, k CA 91768 I. N ITI(MS P01I I N/3U Item Nil. (Quantity Unit Desraiption Unit Price local 0001 4.00 EA 2015 BMW R 120ORT-P MITI IORITY 20.496 51 81.986.04 MOTORCYCLES PER BID NO. 1205,12.14-15 COUNCIL APPROVED 7/6,113 0002 4.00 lot ANCILLARY ACCESSORIES 4,721.39 18,885.56 000 4.00 EA INSTALLATION 65000 2,600 0 0004 4.00 EA SHIPPING AND HANDLING 495 00 1,980 0( (0)i 4.00 EA TIRE FEE 3 50 14.0 0006 1.00 EA SALES TAX 9,491 9U 9,491.9 SU BTOTA I 114,95 7.30 TO1'A1. AIITHORILI:D EXPENDITI.RE 114,957.50 iernu ano GonCltlons uIJ: 4L 1. 61 .tt't.n If :1.W •j .. 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RIECT TU tie tFRMS AND t'aAb111ONS ►NI%1C-U SING M1.%A(i}-R\ f ils vt as It H .11 imm m tendor Page 1 of 1 BMW Motorcycles ofRmvrske- 7740|ndianaAvenun Riverside, CA92504 (951)353'0607 Motorcycle Bill of Sale puFGHAS�_O��EH. STOCK NO ponCe^ssewAwp Aoonsss CITY OF P[M]NA 505 S GAAEY AVENUE POMDNA, [A 91766 H61,.i� ���onc | BUSINESS PH [IC N/A | (909)620-2354 | N/A ----------- ---� DESCRUPTUON OF PURCHASE SETTLEMENT wnx/usrn YEAR mxxE MODEL NEW | 2015 . BMW R,�200RTP VEHICLE PRICE 26,362.9N uw 8/0CwNO. W8I0A1309FZ193670 A1043 ACCESSORIES /APPAREL /LABDR N/A �� oDL0n EmG|NENn ALPINE WHITE/NIGHT BLACK 2615*401 GAP: Service Con'mcJ.|n n` N/A r/pcp*omr musAGs' / 2 GROSSpR|C[ 26,362,90 nRc�c�n _-- -- LIEN HOLDER INSURANCE TITLE; LICENCE 25_00 ______ uswHzLoF'! | N/A REGISTRATION N/A Aocesns N/A DOCUMENTATION, N/A --------------- ----- /msu��wc�coupnw� ---------' -------'-- SELF INSURED SALESTAX 2,3172.97 ---------- All- cmTAoopcno �....�������� � CALIFORNIA TIRE FEE, 3.5N pou',----------��-PIRAllDrl--'A(,�_-N f PHONE�------ ------------------- � --- N/A N/A TOTAL CASH PRICE, 28,739.37 _-__L_-_-__ _—�--_'-___-_--- DEPOSIT & N/A ������.U0� VEHICLES TRADE-IN ~~~^^^~°��= D0WNPAYMENT N/A | vrAn ouzc/ mcr/_PA3L^'qvcmo^E ... ........ --__-_'-- / N NET TRADE-IN NIP _ ,EaR cv��� ��w.^� n�/ /R^/E'/w»[n`^' LESS 7OTALCRED|TS� \ N ` N/A ' ---- �---- YEAR moosL sroL�x^ mcl DE -IN vs�-<_p BALANCE BAL�K����� lb 28.739.37 The Pu'ch se agrees to take the above vehicle as -is, without warranty, other than as provided for by the Origina! Equipme;-t Manufacturer (OEM), including latent defects, unless otherwise specified on the reverse. There are no underslancl:ngs, agrawn`on\o. representations or warranties, expressed or /mp|ied, pertaining 1uthe above vehicle purchase other than as shown on1hotuoeo^this8i[ofSa|o.TnoPuohasoroerdhoshevnheisoi|ega|ugeandherebyacknow'edyenm`oeipto|anexao" C.ouyu' ----- ' -- ' ---------- - '- -- sA',.ESpenacm puRCH^sFn ---' '- DEALER ACCEPTANCE CO -PURCHASER BMW MOTORCYCLES OF RIVERSIDE 7740 Indiana Ave Riverside, CA 92504 Phone 951.353.0607 Bill To: City of Palm Desert 73705 Gerald Ford Drive. Palm Desert. CA 92211 Purchase Order # (To be Issued) DESCRIPTION Riv Quote DATE: February 10. 2016 2016 BMW R120ORTP (Piggyback) Delete LTl 20120 LIDAR basket Mount Delete 2:", to Emergentcy Rghts/Add one red & one blue ,t r Deletp.ReB[.latlhN�htlPR-24. Holder - Left Delpto � .: Dei)etp � Kidter,R.1i� .:0Aifi Dele�+r i+'�'l.�t�#4 !„kiar Mour►t Datets Exthi uR n Kws -.{MSC CO m vAlp. iwo) Add 600MHz Radio Ground Plate Add LIDAR 34 Padded Holster Add Motorcycle Cover Add Traffic Pre-Emption Move Agency provided Stalker DSR 2X Traffic Radar from Hondalassumes all cabling provided In world Add Stalker Radar Remote Control Mounting Plate Add Stalker Front & Rear Antenna Mounts Add Stalker DSR 2x Display Head Mount Add Radar Conecction Plug Add Stalker Remote Attachment Mount Add Battery Charger (2.5Ah) Add Saddle Bag Liners Sub -Total Riverside County Sales Tax California Tire Tax AMOUNT (170.4;5) (16.88) {181.76) (1000 08.75) {17plS) (80.76) 34.93 520.00 92.33 450.00 ny 250.00 22.16 62.22 40.06 5.05 10.23 134.40 253.78 981.84 78.55 TOTAL $ 1,060.39 Make all checks payable to BMW Motorcycles of Riverside THANK YOU FOR YOUR BUSINESS! CITY OF POMONA aw-'.6 COUNCIL REPORT July 6, 2015 To: Honorable Mayor and Members of the City Council From: Linda Lowry, City ManagXX4,t. Submitted By: Paul Capraro, Chief of Police Subject: Award a Purchase Contract to BMW Motorcycles of Riverside for Four (4) BMW New/Replacement Motorcycles for the Police Department's Traffic Bureau in an Amount Not to Exceed $114,958 and Adopt a Resolution Amending the FY 2015-16 Police Department Budget by Appropriating $115,000 from the Traffic Offender Fund Balance OVERVIEW Recommendation - That the City Council: 1) Award a purchase contract to BMW Motorcycles of Riverside for four (4) BMW Model No. R1200-RT-P motorcycles as replacements for existing motorcycles for the Police Department Traffic Bureau in an amount not to exceed $114,958, including all required accessories; and, 2) Adopt a resolution amending the FY 2015-16 Police Department budget by appropriating $115,000 from the Traffic Offender Fund balance. Fiscal Impact - The total cost for purchase, police accessory equipment building, tax, and licensing is $114,958. This amount is to be entirely paid for out of the Traffic Offender Fund balance. JC Previous Related Action - The City Council approved the piggy -back purchase for (4) new/replacement motorcycles from Long Beach BMW Motorcycles on October 21, 2013. The BMW Model No. R1200-RT-P is used exclusively by the Traffic Bureau. Public Noticing Requirements - Section 2-970 of the City's Purchasing Ordinance required a Notice Inviting Bids be posted on the City's website and Public Notice Board at least ten days before the date of opening. The notice was posted on March 26, 2015. Bids were opened on April 7, 2015. Submitted to City Council: -I - la - Z-6 %5 Agenda Item # 'J Approved: `1- G Resolution No(s):. 13?y Continued to: Denied: Ordinance No. Award of Purchase Contract for Four (4) New/Replacement Motorcycles and Amend the FY 2015-16 Police Department Budget July 6, 2015 Page 2 of 2 EXECUTIVE SUMMARY Action on this item will award a purchase contract to BMW Motorcycles of Riverside for (4) new/replacement motorcycles for the Police Department's Traffic Bureau in an amount not to exceed $114,958. DISCUSSION Pursuant to City Administrative Policy 89.60.14, Police Department motorcycles are to be replaced at 4 years or 50,000 miles. The four motorcycles that will be replaced are all 2007 models and have over 50,000 miles. They meet the standards pursuant to Administrative Policy 89.60.14. The city vehicle ID numbers are as follows: Year City ID# 2007 20-657 2007 20-660 2007 20-661 2007 20-692 A Request -for -Proposal (RFP) for the purchase of four (4) new/replacement BMW Motorcycles was posted on the City's website and on the Public Notice Board on March 26, 2015. The RFP described the need for Pomona Police Department personnel to travel to the site where the required police equipment accessories would be installed, and observe the progress of such accessory installation during the build process. Such accessories required for police service includes emergency lights, sirens, firearms retention devices, identification decals, and loudspeaker system. The RFP also required that the vendor include an orientation session for Police Department personnel. A total of twenty-three (23) notices inviting bids were sent to specific vendors, one of which was located in Pomona. A total of five (5) bids were received. LZ Delta, dba BMW Motorcycles of Scottsdale, was the lowest per -unit bidder. However, the lowest cost bid by LZ Delta called for the units to be picked up in Scottsdale Arizona. When factoring in the cost of shipping as provided as an alternative in the LZ Delta bid, it was no longer the lowest bidder. Additionally, the RFP specifically stated the City reserved the right to conduct inspections throughout the build out process, that City staff would pick up each motorcycle upon completion, and that an orientation would be provided to each rider. With the location of the apparent low bidder being over 350 miles from Pomona, staff considers the LZ Delta bid to be non -responsive, as travel time and costs would be prohibitive and thereby increasing the cost of the motorcycle purchase beyond the next lowest bidder, BMW of Riverside. The lowest bidder overall when shipping costs are included is BMW Motorcycles of Riverside. Staff determined that BMW Motorcycles of Riverside has met all of the RFP specifications and therefore submitted the lowest responsive bid. A background check was conducted and BMW Motorcycles of Riverside was found to be appropriately licensed, bonded, insured, qualified and competent. Attachment 1: Resolution Attachment 2: Summary of Bid Quotations RESOLUTION NO.2015-54 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF POMONA, CALIFORNIA, APPROPRIATING $115,000 IN TRAFFIC OFFENDER FUND BALANCE FOR THE. PURCHASE OF (4) REPLACEMENT MOTORCYCLES WHEREAS, the Police Department Traffic Bureau is replacing (4) of its aging motorcycle fleet; WHEREAS, BMW Motorcycles of Riverside was the lowest responsive bidder for the four (4) Model No. R1200-RT-P motorcycles; and, WHEREAS, funding for the purchase requires an appropriation of $115,000 from the Traffic Offender Fund balance. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pomona as follows: SECTION 1. That the City Council hereby appropriates $115,000 from the Police Department Traffic Offender Fund balance for the purchase of (4) replacement motorcycles. SECTION 2. That the City Clerk shall attest and certify to the adoption and passage of this resolution and it shall be effective immediately upon its approval. APPROVED AND ADOPTED THIS 6TH DAY OF JULY 20 ATTEST: CITY OF POMONA- /1 r `) Eva M. Buice, MMC, City Clerk aottothman, Mayor APP OVED TO FORM: Arntld Alvarez-Glasman, City Attorney Resolution No. 2015-54 July 6, 2015 Page 1 of 2 STATE OF CALIFORNIA COUNTY OF LOS ANGELES CITY OF POMONA I, EVA M. BUICE, MMC, CITY CLERK of the City of Pomona do hereby certify that the foregoing Resolution was adopted at a Regular Meeting of the City Council of the City of Pomona held on the 6`h day of July 2015, by the following vote: AYES: Nolte, Robledo, Carrizosa, Lantz, Escobar, Martin, Mayor Rothman NOES: None ABSENT: None ABSTAIN: None IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Pomona, California, this 71h day of July 2015. /'�' "44 / 9 " Eva M. Buice, MMC, City Clerk Resolution No. 2015-54 July 6, 2015 Page 2 of 2 . - - - - - - - - - - - - NEo°Dyn N /+ O l0 OD V 01 V1 A W N r 3Cc, C O � SS6 mz A A A A A A r A A A A A p W z A WaL j_�0 a " ° z § UM3 c J Q A a E d 0 f►� �c A _ K G1 O a, .. n d C1 O W O L" CL � h N A X vt g8�888�w vi a°" A�G t0Alf r N `OprppOp Gr�pp � � � �� cri � ►�+V-i O AOOOOOOOO�T O �388888888888-R a IS c � pW Ar OD to ink r O W O O A O W A Fn n O 8808a&8B.88888 np r ►+ c7 Qi ppyrpo� ;D p9po� a wws O m pw n 0* O. A O1 O A O O O O O O O N 01 A a 19C-PjIC8888888888888 Q � C � C_ � o Or1 {NO W vw+ d nI dn a a d 6. CL Lon ►�+ O O a2 C A N 0 w M V 61 p N A V rn A000000000 W 8v888Rs88PL RRR8$ R c Q3 iT O1 N N i0 ro O r g t0 � 7 V i m a r ?� 3 �wo 000� otj O,SNn�°$i%yo ? a3 "— U8888888-W89AS 6ic oA o S 9 � v � ���3 �z ILL� A t0 W NJ�O 00 �O V rT if' W N W pip FO+ Un O W OD W -4 00 �Np� N 8888 O O O Opp ppN1� 4pp1 1pp0pp ttApp -Q4� O O Q 0 8 8 8 0 0 8 0 0 A CR O O C W Q ic pppp�� lD V1 r t!f VA W O O D Vt O N O -ro �88888o8�8Ago�- e+ w � w N io ao ,►00+ a s � . W V �pDp C N W V y W� V a pwo t8 N pop pOp pop pO pop Fr+ pop pONp�� wp t���0pp A Lnp� 9 IT O O O O O O O O O O O O A VWi O SL .. Z luaun.Iapuv Type of Bid: CITY OF POMONA REQUEST FOR BID FOUR (4), BMW POLICE MOTORCYCLES, MODEL No. R1200-RT-P BID No: 1205.12.14-15 0 Product Bid Submittals: Responses must be submitted to: Mail Delivent City of Pomona Purchasing Division P.O. Box 660 Pomona, CA 91769 Hand Deliverv, FedEx, UPS, other City of Pomona Purchasing Division 505 S. Garey Avenue Pomona, CA 91766 SCHEDULE OF EVENTS: Post Bid 3/26/15 Questions Due 4/1/15 by 5:00 P.M. Post Addendum (if needed) 4/2/15 Bid Due Date 4/7/15 by 4:00 P.M. © The City reserves the right to change the Schedule of Events without prior notice or responsibility to Bidders. It shall be the bidder's sale respansibility to check the Citv's website on a consistent basis for changes. Website address: www.ci.pomona.ca.us Follow the path of — Business; Current Bids and RFPs; Non -Construction Bids City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 Table of Contents 1. Introduction............................................................................................................................. 3 2. Bid Submission Instructions.................................................................................................... 3 3. Inquiries................................................................................................................................... 3 4. Specifications...........................................................................................................................4 5. Contract Term.......................................................................................................................... 6 6. Contract Extension.................................................................................................................. 6 7. Contract Termination.............................................................................................................. 6 8. Required Forms....................................................................................................................... 7 9. Selection Criteria..................................................................................................................... 7 10. Reservation of Rights............................................................................................................... 8 11. Terms and Conditions.............................................................................................................. 8 12. Definitions............................................................................................................................. 10 13. Bidder Summary Sheet.......................................................................................................... 13 14. Bid Sheet................................................................................................................................ 14 15. References.............................................................................................................................15 16. Acknowledgement and Signature of Authorization.............................................................. 16 17. City of Pomona Minority Business Questionnaire................................................................ 17 18. City of Pomona Statement of Non -Collusion By Contractor ................................................. 18 19. City of Pomona Agreement for Indemnification by Contractor and Acceptance and Acknowledgment of Procurement Practices of The City of Pomona .................................... 19 Page 2 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 1. INTRODUCTION The City of Pomona is soliciting sealed bids from authorized BMW motorcycle dealerships for the purchase of Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, and the installation of ancillary accessories and equipment, as specified herein. 2. BID SUBMISSION INSTRUCTIONS Bids must be submitted in a sealed packaee, clearly marked with the bid title: "Four (4) BMW Police Motorcvcles. Model No. R1200-RT-P. Bid No: 1205.12.14-15". Bids received after the due date and time specified in the Schedule of Events will not be accepted. Submittals must include: • One (1) original; • One (1) copy; • One (1) CD or flash drive. Bids submitted by telephone, e-mail, or fax will be reiected. Rejected bids will be destroyed by the City 30 days after bid opening, and will not be returned. In the event that only one response is received, the City reserves the right to cancel the Bid, return the unopened response to the Bidder, and re -advertise. Bids must be received in the Purchasing Division Office in accordance with the published Schedule of Events and delivered to the following location: U.S. Mail: City of Pomona Hand delivery, FedEx, UPS, other: City of Pomona Purchasing Division Purchasing Division P.O. Box 660 505 South Gorey Ave. Pomona, CA 91769 Pomona, CA 91766 Bids that are received by the due date and time specified in the Schedule of Events will be publicly opened and announced. A summary of bidders and prices will be posted to the City's website within five days. The summary is preliminary in nature and must be reviewed for responsiveness and responsibility; prices will be checked for accuracy. Notification will not be sent to unsuccessful bidders. m It shall be the Bidder's sole responsibility to check the City's website on a regular basis for award notices. Award notices are posted to the City's website after Council approval. Bidders will not receive any additional contact from the City regarding bid award. 3. INQUIRIES Bidders must carefully examine the Bid document and any addenda that may be posted on the City's website and seek clarification of any ambiguity, conflict, or omission. Questions must be submitted in writing by the due date and time for questions, see the Schedule of Events for deadline. If an answer materially affects the Bid, the information will be incorporated into an addendum and distributed to all bidders via the City's website. Page 3 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 ® Bidders will not receive any additional contact from the City regarding addenda. Prior to the bid due date and time, it shall be the bidder's sole responsibility to check the City's website on a regular basis to determine if any addenda have been posted. All questions related to this bid must be directed to Keri Hinojos, Purchasing Manager at (909) 620-2039, via e-mail to keri_hinojos@ci.pomona.ca.us, or by fax to (909) 620-3711. m Please note that per Section 2-975(2) of the Pomona Citv Code, any unauthorized contact by the bidder during the bid or proposal process with an official or citv employee, other than those shown on the RFP or bid, the Finance Director, or Purchasing Manager, shall cause the bidder to be immediately disqualified from participating in the biddina process. 4. SPECIFICATIONS 1. Year:2015 2. Make/Model: BMW R1200-RT-P 3. Color: Night Black & Alpine white 4. Quantity: Four (4) 5. Ancillary Accessories per Motorcycle (Contractor will provide and install): Qty Description a. 1 Heated Seat b. 1 Heated Handlebar Grips C. 1 Note Pad Holder d. 1 Tire Pressure Monitoring e. 1 Side Stand "Kicker" Peg f. 1 Power Socket Plug g. 1 Front & Rear 12v Power Outlet (Lighter Style) h. 1 Vertical AR-15 Mount w/Locking & Unlocking Timer (Rear Right Side) i. 1 Flashlight & Baton Holder (Rear Left Side) j. 1 LTI Ultra Lyte Lidar Holder (Front Right Side) k. 1 Adjustable Map Light I. 4 Red LED-X Light M. 4 Blue LED-X Light n. 2 White LED-X Light o. 1 Duplex LED-X Red/Blue Page 4 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 p. 6 White Torus LED TDL/Alley q. 2 Auxiliary LED Turn Signals r. 2 Auxiliary LED Brake/Tail Light S. 2 Saddlebag LED Lights w/ Sensor Switch t. 1 Helmet Lock; Motion Pro (06-1005) or Department approved equal 6. Lighting Configuration Qty Description a. 1 Forward Warning, Red (Left Color), Blue(Right Color) b. 1 Forward Warning 10 degrees, Red (Left), Blue(Right) C. 1 Forward Warning 90 degrees, White (Left), White (Right) d. 2 Take Down, White (Left),White (Right) e. 1 Alley, White (Left), White (Right) f. 1 Rear Facing Warning, Red (Left), Blue (Right) g. 1 Side Facing Warning, Red (Left), Blue (Right) h. 2 Side Turn Signals, Amber (Left), Amber (Right) i. 2 LED Brake/Tail Lights, Red (Left), Red (Right) j. 1 Auxiliary Duplex, Blue (Left), Red (Right) k. 1 Headlight High/Low Beam (Wig -Wag), 1Hz(60 FPM) I. 1 Primary Emergency Light Flash Rate, 90 FPM M. 1 Emergency Light Flash Sequence, F&R, R, F n. 1 Alley Light Sequence (Wig -Wag), Activation w/Emergency Lights o. 1 California Left Front Steady -Burn 7. Radio a. Contractor will provide and install: ■ One (1) PVP PVXTL-RT12-15/XM b. The following equipment will be provided by the City, and must be installed by the Contractor: ■ One (1) Radio Antenna ■ One (1) Radio Control Head Unit ■ One (1) Radio Transceiver ■ One (1) Control Cable ■ One (1) Microphone Page 5 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 ■ Any Additional Required Radio Equipment 8. Keys: Four (4) sets of factory keys, (aluminum keys are not acceptable) 9. Manuals: One (1) 10. Build -out, Completion, and Pick Up: a. Deadline: All four (4) motorcycles must be completely outfitted with specified ancillary accessories and equipment, and ready for pick up on or before June 30, 2015. b. Contact: Sergeant Christian Hsu, christian_hsu@ci.pomona.ca.us, 909-802-7741. c. The City reserves the right to conduct inspections of each unit throughout the build -out process. d. Contractor must provide comprehensive and regular status reports on the progress of each build -out. Reports must include, but not limited to: ■ Manufacture's ship date and expected lead-time for delivery to the Contractor's location; ■ Actual date Contractor received each motorcycle from the manufacture; ■ Lead-time for installation of specified ancillary accessories and equipment (Lead-time for each build -out must be able to meet the deadline for pick up); ■ Expected and actual dates of completion. e. The City will pick up each motorcycle upon completion, and must be done prior to the deadline. The Contractor must notify the City's contact and arrange a pick up date. On the date of pick up, the City will inspect each motorcycle for acceptance. Upon acceptance of each motorcycle, the Contractor will: 1) conduct an orientation with each rider; and 2) provide a full tank of fuel. 11. Warranty: Manufacture's standard warranties shall apply to all motorcycles, ancillary accessories and equipment. S. CONTRACT TERM The Contract will terminate upon final payment to the Contractor. The Contract will not be extended. 6. CONTRACT EXTENSION Does not apply. 7. CONTRACT TERMINATION Termination for Convenience: Either the City or the Contractor may terminate this contract at any time without cause by giving thirty (30) calendar days written notice to the other of such termination and specifying the effective date thereof. If this contract is terminated as provided herein, Contractor shall be paid only the total amount equal to the goods and/or services Contractor has provided as of the termination date. In no event shall the amount payable upon Page 6 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 termination exceed the total maximum compensation provided for in this contract or the value of goods and/or services provided as of date of termination. Termination for Cause: If for any reason, Contractor fails to fulfill in a timely and proper manner its obligation under this contract, or if Contractor violates any of the covenants or stipulations of this contract, City shall then have the right to terminate this agreement by giving a five (5) calendar day written notice to Contractor. The notice shall refer to this clause, shall specify the nature of the alleged default, and shall specify the effective date of the termination. The Contractor will be paid a total amount equal to the goods and/or services Contractor has provided as of the termination date. In no event shall the amount payable upon termination exceed the total maximum compensation provided for in this contract. 8. REQUIRED FORMS Forms included in the Required Forms section of this bid must be completed and signed by a company principal or officer. All completed forms must be returned with the Bid response. Bids submitted without the Required Forms may be deemed as non -responsive and may be rejected. In order to maintain uniformity, bid responses must be organized and submitted using the following format: • Company Summary Sheet • Bid Sheet • References Form • Acknowledgment and Signature of Authorization • Minority Business Questionnaire • Statement of Non -Collusion by Contractor • Agreement for Indemnification and Acknowledgment of Procurement Practices 9. SELECTION CRITERIA The following selection criteria will be used when evaluating bid responses and selecting the successful bidder. • General Provision — Contract award shall be at the sole discretion of the City. It is the intent to make an award to one bidder for all items, although the City reserves the right to make multiple awards depending on the needs and best interests of the City. The City may accept or reject any or all bids in whole or in parts and may waive informalities in the process. The contents of the Bid response submitted by the selected Bidder will become the basis for a contractual obligation when the award is made. • General Goods and Services — Award will be made to the lowest, responsive, and responsible bidder. The City may make an award without further discussion of the bids submitted; therefore, the bid response must be submitted on the most favorable terms that the Bidder can offer. Page 7 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 10. RESERVATION OF RIGHTS © The City reserves the right to: • Reject any and all bids at its discretion; • Cancel the entire bid; • Waive any minor errors or informalities in any bid to the extent permitted by law. 11. TERMS AND CONDITIONS a) Addendum to the Bid — If it becomes necessary to revise any part the Bid, an addendum will be posted on the City's website. If an answer materially affects the Bid, the information will be incorporated into an addendum and will be posted to the City's website for download. All addenda issued during the time of bidding will be incorporated into the resulting contract. © Bidders will not receive any additional contact from the City regarding addenda. Prior to the bid due date and time, it shall be the bidder's sole responsibility to check the City's website on a regular basis to determine if any addenda have been posted. b) Applicable Laws — The laws of the State of California will govern the Contract. The applicable law for any legal dispute arising out of the Contract shall be the law of the State of California. The Bidder shall comply with all federal, state, county and local laws concerning this type of goods and/or services. All systems provided by the Bidder shall comply with all applicable federal, state, and local building, fire, safety, and electrical codes and all relevant industry standards. c) Appropriation of Funds — If the term of this agreement extends into fiscal years subsequent to that in which it was approved, such continuation of the Contract is subject to the appropriation of funds for such purpose by the City of Pomona City Council. If funds to effect such continued payment are not appropriated, the Bidder agrees to terminate any goods or service provided to the City under this Contract. d) Assienment — The Bidder shall, under no circumstances, assign any contract issued as a result of this bid by any means whatsoever, or any part thereof to another party without express written permission of the City of Pomona. e) Award of Contract — A contract may be awarded as a result of this bid and may require approval by the City of Pomona City Council as prescribed by City Ordinances and Codes. All awarded contracts must be issued a City of Pomona Purchase Order prior to delivering goods or performing services. If the awarded Contractor imposes additional terms or conditions after the award of a contract, the award may be rescinded and the Contract will be canceled. m It shall be the Bidder's sole responsibility to check the City's website on a regular basis for award notices. Award notices are posted to the City's website after Council approval. Bidders will not receive any additional contact from the City regarding bid award. Page 8 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 f) Bidder's Cost to Develop a Response — Costs for developing a response to this solicitation are entirely the obligation of the Bidder and shall not be chargeable in any manner to the City of Pomona. g) Conflict of Interest — Except for items that are clearly promotional in nature, mass produced, trivial in value and not intended to invoke any form of reciprocation, employees of the City of Pomona may not accept gratuities, entertainment, meals of anything of value whatsoever from current or potential suppliers. The offer of such gratuity to an employee of the City shall be cause for declaring such supplier to be an irresponsible bidder and will be prevented from bidding as provided in Sections 2-974 and 2-975 of the City Code of the City of Pomona. h) Default Of Contractor - The City of Pomona shall hold the Contractor responsible for any damage, which may be sustained because of the failure or neglect of the Contractor to comply with any term or condition, listed herein. i) Equal Emplovment Opportunity — The Bidder shall comply with all applicable state and federal laws addressing Equal Employment Opportunity. j) General Services — Award will be made to the lowest, responsive, and responsible bidder. The City may make an award without further discussion of the bids submitted; therefore, the bid should be submitted with the most favorable terms that the Bidder can offer. k) Independent Contractor Status — It is expressly understood that the Bidder named in any contract entered into by the City is acting as an "independent contractor" and not as an agent or employee of the City of Pomona. 1) Late Submission of Bid — Any bids received after the due date and time specified in this bid will not be accepted. The City will not return late submittals. Late submittals will be destroyed by the City 30 days after bid opening. m) News Releases — The Bidder shall not make news releases pertaining to an award resulting from bids made in response to the bid without the prior written approval of the City of Pomona Finance Director. In addition, the successful Bidder must agree not to release any advertising copy mentioning the City of Pomona or quoting the opinion of any City employee without written approval by the City of Pomona Finance Director. n) Permits and Licenses — The Bidder shall secure or maintain in force during the period covered by any contract resulting from this bid all licenses and permits required by law for the operation of their business including a Pomona Business License when required. o) Public Information — After the date specified for the opening of the bid, all materials received relative to general service bids become public information and are available for inspection. Professional service bids become public upon award of contract. The City reserves the right to retain all bids submitted, whether or not the bid was selected or judged to be responsive. Page 9 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 p) Reiection of Bids — This bid does not commit the City of Pomona to award a contract. The City reserves the right, at its sole discretion, to reject any or all bids without penalty, to waive irregularities in any bid response or in the bid procedures, and to be the final judge in determining a responsive and responsible bid. ® The City reserves the right, at its sole discretion, to reject any or all bids that include items not specified, incorrect specifications and/or scope of services, incomplete schedule of required items, additional terms and conditions, and bids that are not responsive to the published specifications and/or scope of services. Bids received by telephone, email or facsimile will be considered non -responsive and will be rejected. Bids offering less than 90 days for acceptance from the published closing date may be considered non -responsive and may be rejected. q) Signatures — Bid responses must be signed in longhand by the Bidder with his/her usual signature in the designated areas within the bid documents. Submission of bids must be signed by any and all representatives legally authorized to contractually bind the Corporation. r) Unauthorized Use of Citv Seal or Logo — Section 2-5(3)a of the Pomona City Code prohibits the use of the City's Seal or Logo, or any reproduction thereof, for any purpose other than for official business of the city, its council, officers or departments. s) Withdrawal of Bids — Bid responses received by the Purchasing Division may be withdrawn. An authorized representative of the Bidder must submit a signed, written request to the Purchasing Manager, formally requesting their bid to be withdrawn from the bid process. 12. DEFINITIONS In accordance with Section 2-961 of the Pomona City Code, the following words, terms and phrases have the meanings ascribed to as follows: Lowest responsible bidder. In addition to price, the "lowest responsible bidder" will be determined by consideration of the following factors: (1) The quality, availability and suitability of the supplies, equipment or services to the particular use required. (2) The ability, capacity and skill of the bidder to perform the service required. (3) Whether the bidder has the financial resources and facilities to perform or provide the service promptly, or within the time specified, without delay or interference. (4) The character, integrity, reputation, judgment, experience and efficiency of the bidder. (5) The bidder's record of performance or previous contracts or services, including compliance by the bidder with laws and ordinances relating to such contracts or services. (6) The ability of the bidder to provide future maintenance and service for the use of the equipment or materials to be purchased. (7) The scope of conditions attached to the bid by the bidder. Page 10 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 Nonresponsive bidder means an offer, submitted by a bidder, to furnish supplies, equipment or services that are not in conformity with the specifications, delivery terms or conditions or other requirements specified in the invitation for bids. Nonresponsible bidder is a bidder that provides a bid but fails to demonstrate their capacity (financial or otherwise) to provide the supplies, equipment or service as specified in the bid. Resaonsive bid means a bid, submitted by a responsible bidder, to furnish supplies, equipment or services in conformity with the specifications, delivery terms and conditions and other requirements specified in the invitation for bids. Page 11 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 THE FOLLOWING FORMS ARE REQUIRED TO BE SUBMITTED WITH BID Page 12 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 13. BIDDER SUMMARY SHEET Bidder's Name: Bidder's Address: Bidder's Main Telephone Number: Fax Number: Bid Contact (person responsible for answering questions related to the Bid response): Name: Title: Telephone Number: Fax: Email: Management Contact (person responsible for making contract decisions): Name: Title: Telephone Number: Fax: Email: Contract/Account Manager (Person responsible for the day-to-day servicing of the Contract/Account): Name: Title: Telephone Number: Fax: Email: Page 13 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 14. BID SHEET FOUR (4), BMW POLICE MOTORCYCLES, MODEL NO. R1200-RT-P BID NO:1205.12.14-15 Prices shall be inclusive of all costs (labor, equipment, materials, training, travel, overhead, insurance, taxes, employee benefits, ancillary personnel, etc.) expected to be incurred by the Contractor to fulfill the requirements of this Contract. Unit prices will prevail. Item Qty U/M Description Unit Price Ext. Price Year/Make/Model: 1 4 EA 2015 BMW R1200-RT-P 2 4 Lot j Ancillary Accessories 3 4 Lot Lighting 4 4 EA Radio 5 4 EA Factory keys 6 1 EA Manuals 7 4 EA Installation 8 4 EA Fuel per Tank 9 4 EA Shipping and Handling Charges Other Taxes: (please specify) 10 4 EA Specify the address of the location the completed Subtotal motorcycles must be picked up from: Sales Tax (9%) Total Page 14 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 15. REFERENCES Provide three (3), past or current, government references that are comparable to the size of the City of Pomona. Goods or services provided must be like or similar to the specifications or scope of services published herein. References must be for goods or services provided within the past five (5) years. 1. Company Name Address City State Zip Telephone Email Number of years goods or services were provided or are currently provided: 2. Company Name Address City Contact Name and Title: State Zip Telephone Email Number of years goods or services were provided or are currently provided: 3. Company Name Address City Contact Name and Title: State Zip Telephone Email Number of years goods or services were provided or are currently provided: Page 15 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 16. ACKNOWLEDGEMENT AND SIGNATURE OF AUTHORIZATION I I have read and understand the (Full Printed Name) (Title) the Bid Document, and I am duly authorized to commit my company to sell goods or perform services specified herein. I understand by signing this bid I am not obligating the City to make this procurement, nor am I signing a contract to sell goods or perform services. By sianin4 this document 1 agree to comply with all specifications, scope of services, requirements, terms and conditions described herein, unless specifically noted. This bid is firm for 90 days from the due date identified in the Schedule of Events of this Bid. Authorized Representative: Signature Date Page 16 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 17. CITY OF POMONA MINORITY BUSINESS QUESTIONNAIRE Failure to complete and submit this Worksheet with the Bid response will render the Bid non -responsive and will not be considered for award. Name of Business: Division or Subsidiary, if applicable: Business Address: Business Telephone No.: Contact Person: Title: Type of Business: Non Profit [ ] Sole Proprietorship [ ] Partnership — General [ ] — Limited [ ] — Corporation [ ] Is the business 51% or more owned by: American Indian [ ] Asian [ ] Black [ ] Hispanic [ ] Female [ ] Other [ ] (please specify) Prepared By: Title: Date: For more information, please contact the City of Pomona Purchasing Division (909) 620-2381. Page 17 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 18. CITY OF POMONA STATEMENT OF NON -COLLUSION BY CONTRACTOR Failure to complete and submit this Worksheet with the Bid response will render the Bid non- responsive and will not be considered for award. The undersigned who submits herewith to the City of Pomona a Bid or proposal does hereby certify that: a. All statements of fact in such bid or proposal are true; b. Such bid or proposal was not made in the interest of or on behalf of any undisclosed person, partnership, company, association, organization or corporation; c. Such bid or proposal is genuine and not collusive or sham; d. Bidder has not, directly or indirectly by agreement, communication or conference with anyone, attempted to induce action prejudicial to the interest of the City of Pomona or of any other bidder or anyone else interested in the proposed procurement; e. Bidder did not, directly or indirectly, collude, conspire, connive or agree with anyone else that said bidder or anyone else would submit a false or sham bid or proposal, or that anyone should refrain from bidding or withdraw his bid or proposal; f. Bidder did not, in any manner, directly or indirectly seek by agreement, communication or conference with anyone to raise or fix the bid or proposal price of said bidder or of anyone else, or to raise or fix any overhead, profit or cost element of his bid or proposal price, or that of anyone else; g. Bidder did not, directly or indirectly, submit his bid or proposal price or any breakdown thereof, or the contents thereof, or divulge information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member agent thereof, or to any individual or group of individuals, except to the City of Pomona, or to any person or persons who have a partnership or other financial interest with said bidder in his business. h. Bidder did not provide, directly or indirectly to any officer or employee of the City of Pomona any gratuity, entertainment, meals, or anything of value, whatsoever, which could be construed as intending to invoke any form of reciprocation or favorable treatment. i. No officer or principal of the undersigned firm is employed or has been employed, either full or part time, by the City of Pomona, either currently or within the last two (2) years, or is related to any officer or employee of the City by blood or marriage within the third degree. An exception to this section may be granted by approval of the City Council prior to contract award. j. No officer or principal of the undersigned firm nor any subcontractor to be engaged by the principal has been convicted by a court of competent jurisdiction of any charge of fraud, bribery, collusion, conspiracy or any other act in violation of any state or federal antitrust law in connection with the bidding on, award of, or performance of, any public work contract, with any public entity, within the last three years. I certify, under penalty of perjury under the laws of the State of California, that the foregoing is true and correct and that this certification was executed on at California. (Date) (Location) Business: By: Address: (Signature) (Print Name & Title) Page 18 of 19 City of Pomona — Request for Bid Four (4), BMW Police Motorcycles, Model No. R1200-RT-P, Bid No: 1205.12.14-15 i; 19. CITY OF POMONA AGREEMENT FOR INDEMNIFICATION BY CONTRACTOR AND111,14 ACCEPTANCE AND ACKNOWLEDGMENT OF PROCUREMENT PRACTICES OF THE \ �% CITY OF POMONA Failure to complete and submit this Worksheet with the Bid response will render the Bid non -responsive and will not be considered for award. The City of Pomona requires contractors and suppliers of services to the City to agree to indemnify and hold the City of Pomona harmless for claims or losses arising from, or in connection with, the contracting party's work for the City of Pomona before a Purchase Order is issued. To reduce the possibility of misunderstanding between contracting parties and the City in case of a claim or lawsuit, the City of Pomona is requiring that contacting parties who perform services for the City sign this letter. This letter will act as and become a part of each Contract/Purchase Order between the City of Pomona and the contracting parties signing the letter for the duration of the contract term and any extensions thereto. In consideration of the opportunity of doing work for the City of Pomona and benefits to be received thereby, the contracting party to this agreement agrees as follows: 1. That where a contract, purchase order or confirming order is issued by the City of Pomona awarding a contract, this Letter Agreement is to be considered part of that contract. Contractor agrees to indemnify the City of Pomona, and any officer, employee or agent, and hold the City of Pomona, and any officer, employee or agent, thereof harmless from any and all claims, liabilities, obligations and causes of action, of whatsoever kind or nature, for injury to, or death of, any person (including officers, employees and agents of the City of Pomona), and for injury or damage to or destruction of property (including property of the City of Pomona), resulting from any and all actions or omissions of contractor or contractor's employees, agents or invitees, or any subcontractor of contractor or any of such subcontractor's employees, agents or invitees. That the contracting party specifically waives the benefits and protection of Labor Code Section 3864 which provides: "If an action, as provided in this chapter, is prosecuted by the employee, the employer, or both jointly against the third person results in judgment against such third person or settlement by such third person, the employer shall have no liability to reimburse or hold such third person harmless on such judgment or settlement in the absence of a written agreement so to be executed prior to the injury." This waiver will apply to the contracting party to this letter to any contracts awarded by the City of Pomona during the term of this Agreement and any extensions thereto. That this Agreement has been signed by an authorized representative of the contracting party, and such representative has the authority to bind the contractor to all terms and conditions of this Agreement. 5. That this Agreement shall be binding upon the successors and assignees of the contracting party to any contract with the City of Pomona. As a condition precedent to acceptance, any contacts from the City of Pomona and contracting party agree to advise its successors or assignees of this Agreement and to obtain their consent to it in writing before the work of the representative successor or assignees begins. Such assignment shall not be effective without the prior written consent of the City of Pomona. 6. To promptly notify the City of Pomona of any change in ownership of the contracting party while this Agreement is in force. This letter Agreement cannot be modified or changed without the express written consent of the City of Attorney of the City of Pomona. I agree to the terms of this letter Agreement on behalf of: Business: Address: Date: By: (Signature) (Print Name & Title) Page 19 of 19