1-SS-25-00375 Backup.pdf
PDF 1 MB Posted
- Attached to
- Specialized Maintenance, Repairs, and OEM Parts for Fire Apparatus and Emergency Vehicles
- Solicitation number
- SS-25-00375
- Issued by
- Hillsborough County, Florida
About this file
This document is a maintenance, repairs, and parts supply services contract between Matheny Motor Truck Company and Hillsborough County's Fleet Management Department (FMD) for emergency vehicles. The contract covers maintenance, repairs, and Original Equipment Manufacturer (OEM) parts supply specifically for E-One branded fire apparatus and emergency vehicles. The initial contract term is three years with a total contract funding of $721,681.36, covering services for E-One apparatus and any additional units added during the contract period. Matheny Fire & Emergency is designated as the exclusive dealer for E-ONE parts and emergency vehicles in Florida, with factory-authorized service centers in Ocala and South Florida.
The contract includes detailed pricing and service terms, with labor rates set at $170.00 per hour, after-hour service calls at $255.00 with a minimum two-hour charge, and holiday service calls at $340.00 per hour. Matheny Fire & Emergency proposes an 8% labor rate increase per year over the three-year term. The company offers parts at MSRP (List) - 5% and maintains mobile Emergency Vehicle Technicians throughout Florida. The contract requires Matheny to provide comprehensive services including preventive maintenance, corrective repairs, parts supply, and quality control, with specific performance measures such as one-business-day repair turnaround and timely response to service requests. The company must maintain manufacturer certifications and provide all necessary documentation of qualifications.
View the file
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Date: 05/22/2025
To: Hillsborough County
RE: Dealer Exclusivity – Matheny Fire & Emergency (Florida)
This letter shall serve to certify that Matheny Fire & Emergency is the exclusive dealer for the sale of E-ONE parts and emergency vehicles in the State of Florida.
Matheny Fire & Emergency represents all of E-ONE’s product lines including a full line of custom pumpers, aerials, and tankers.
In addition, Matheny Fire & Emergency operates factory authorized, fully staffed service center in Ocala, Florida. They also offer mobile road service, preventative maintenance programs, and custom equipment mounting. Matheny Fire & Emergency has the only fire apparatus warranty repair center in Florida authorized to carry out repairs on E-ONE apparatus to ensure warranty compliance. Additionally, Matheny Fire & Emergency is the only authorized E-ONE service provider for non-warranty work on E-ONE apparatus and proprietary E- ONE electrical, aerial, plumbing and hydraulic systems.
Sincerely, Chris McClung VP Sales
Yuen Leones Highlight
Florida Fire & Emergency Group
10/1/2025
RE: 2025 Budget Year Sole Source Letter
To: Quinn Seghi Hillsborough County Fleet 410 S 78th St Tampa, FL 33619
Matheny Fire & Emergency is the Florida sole source supplier for vehicle sales, service and parts of E-One, Spartan, Seagraves, Ferrara as well as for Wheeled Coach and Road Rescue.
Matheny Fire & Emergency operates out of Ocala and South Florida. We also have a team of mobile Emergency Vehicle Technicians throughout the state of Florida with a satellite location in Tallahassee Florida.
Parts, FOB Shipping Point MSRP (List) - 5%
Parts can be ordered via email mocparts@mathenyfire.com
Both the Ocala and South Florida locations are full-service fire apparatus dealership/service centers dedicated to providing Florida Fire Rescue Departments with first class and high-quality emergency vehicle repairs and service.
Contacts are as follows:
• Ocala Service Director: Ronnie Carr 352-512-9413 Ext 2926
• Ocala Director of Apparatus Sales: Dee Daniels 352-512-9413 Ext 2911
• Ocala Parts Manager: Kyle Brown 352-512-9413 Ext 2921
• South Florida Service Manager: Joel Mercado 754-307-1120 Ext 3002
• Florida Operations Manager, CSA: John Patfield 754-307-1120 Ext 3000 /Cell 954-816-1975
Labor Rates: These are for all Florida Locations
• Our current agreement Labor Rate is $170.00 per hour.
• After-hour service calls are at a rate on $255.00 with a minimum 2-hour charge.
• Holiday service calls are at a rate of 340.00 per hour with a minimum 2-hour charge.
• Our Travel Time is $95.00 per hour. This is for all Florida Locations.
Hours of Operation:
• South Florida Hours of operation M-Thur 0600-1630 Fri 0600-1300. Closed Sat and Sun
• Ocala Hours of operation M-Fri 0730-1600. Closed Sat and Sun
Agreement Term:
• We are agreeable to a three-year term. In that term we would like to exercise the right for an 8% labor increase per year.
Yuen Leones Highlight
Yuen Leones Highlight
Yuen Leones Highlight
Miscellaneous charges:
• Fabrication metal or material may show as miscellaneous charges and will be noted.
Sublet Charges:
• Sublet charges may be included for hydraulic cylinder or hydraulic motor rebuilds that are sent to our hydraulic shop.
Please feel free to contact us for any further needs or questions.
Respectfully, John Patfield
John Patfield - Operations Manager, CSA Florida Fire & Emergency Group Jpatfield@mathenyfire.com Office 754-307-1120 Cell 954-816-1975
Yuen Leones Highlight
MATHENY MOTOR TRUCK CO. DBA MATHENY FIRE & EMERGENCY
MAINTENANCE, REPAIRS, AND PARTS SUPPLY SERVICES
SCOPE OF SERVICE
The Fleet Management (FMD) seeks to establish a Contract with Matheny Motor Truck Company dba Matheny Fire & Emergency for the ongoing and as-needed maintenance, repairs, and supply of Original Equipment Manufacturer (OEM) parts services of County’s apparatus and emergency vehicles. The initial Contract term shall be for a period of three
(3) years from the effective date of the agreement, with a total Contract funding of seven hundred twenty-one thousand, six hundred eighty one dollars and thirty-six cents, $721,681.36. The total Contract amount is based on estimated needs. The County reserves the right to modify the Contract value based on operational needs, funding availability, or changes in service requirements, with mutual agreement and proper documentation.
PURPOSE
The purpose of this Contract is to establish the terms and conditions under which Matheny Motor Truck Co. dba Matheny Fire & Emergency will provide maintenance, repairs, and supply of Original Equipment Manufacturer (OEM) parts services and technical support for the County’s E-One branded apparatus and emergency vehicles. These services are intended to ensure continued operational readiness, safety, and compliance of the County’s emergency response fleet.
FLEET LOCATIONS
This Fleet locations list is subject to change by the Contract Manager or Project Manager at any time during the term of this Contract. Revision of this list will not require formal Contract modification. The Contract Manager or Project Manager shall notify the Contractor by way of e-mail or verbally regarding any changes to this list. The locations designated to receive services hereunder are:
Fleet Central/Headquarters - 410 South 78th Street, Tampa, FL 33619 Fleet West County Satellite Unit 2 - 9815 Sheldon Road, Tampa, FL 33635 Fleet South County Satellite Unit 3 - 10751 Rhodine, Road, Riverview, FL 33579 Fleet East County Satellite Unit 4 - 14081 Sydney Road, Dover, FL 33527 Fleet Fire Rescue Unit 5 - 9430 E. Columbus Drive, Tampa, FL 33619
COUNTY STANDARD PURCHASE ORDER TERMS AND CONDITIONS
The County’s Standard Purchase Order, (SPO) Terms and Conditions, as adopted by the Hillsborough County Board of County Commissioners and in effect as of the effective date of this Agreement, are hereby incorporated by reference and made a part of this Agreement as if fully set forth herein. The Contractor acknowledges receipt of or access to said Terms and Conditions and agrees to comply with all applicable provisions. In the event of a conflict between the provisions of this Agreement and the SPO Terms and Conditions, the County’s Standard Terms and Conditions shall govern, except as otherwise required by law.
DEFINITIONS
For this Agreement, the following terms shall be defined as follows:
1. Apparatus and Emergency Vehicles – Any E-One branded fire apparatus, emergency response vehicles, or specialty units owned, operated, or maintained by the County.
2. OEM Parts – Original Equipment Manufacturer (OEM) parts, components, and materials made by the manufacturer of the apparatus or emergency vehicle, meeting the original specifications for fit, form, and function.
3. Preventive Maintenance – Scheduled maintenance tasks designed to keep apparatus and emergency vehicles in optimal working condition, ensure operational readiness, and extend service life.
4. Corrective Repairs – Necessary repairs due to malfunction or failure of any apparatus or emergency vehicle components or systems, including but not limited to mechanical, electrical, structural, or specialty firefighting equipment systems.
5. Parts Supply – Provision of OEM or County-approved equivalent parts, components, or materials for apparatus and emergency vehicle repair and maintenance, including inventory management, ordering, and warranty handling.
6. Quality Control – The process by which the Contractor ensures that all services and deliverables meet the required standards, specifications, and performance expectations of the County, through regular monitoring, inspections, documentation, and corrective actions as needed.
7. Sublet Vendors – Third-party entities approved in writing by the County, to whom the Contractor may delegate specialized services or tasks related to the maintenance or repair of apparatus and emergency vehicles, when such services cannot be performed in-house due to the specialized nature of the work or equipment.
8. Emergencies – Unforeseen events requiring immediate attention or response to prevent further damage, system failure, or loss of operational functionality. This includes, but is not limited to, vehicle breakdowns, equipment failures, or natural disasters where the immediate restoration of service is necessary to maintain emergency response readiness.
9. Contractor – Matheny Motor Truck Company dba Matheny Fire & Emergency, performing the services specified under this Contract for the maintenance, repairs, and supply of OEM parts for the County’s apparatus and emergency vehicles.
10. County – The governmental entity entering into this Contract, referred to herein as the Fleet Management Department (FMD) or the County.
11. Remedies – The rights and actions available to the County in the event of the Contractor's breach or failure to perform under this Contract, as outlined herein, including non-performance, failure to meet required standards, or other contractual violations.
12. Central Florida – For the purposes of this Contract, it is including Hillsborough, Pasco Orange, Brevard, Seminole, Volusia, Osceola, Lake, Marion, Sumter, Pinellas, Manatee, Polk, Pasco, Hernando, and Citrus.
MINIMUM REQUIREMENTS
The Contractor shall provide comprehensive maintenance, repairs, and OEM parts supply services for the County’s fleet of apparatus and emergency vehicles in accordance with the specifications set forth herein. These services shall be performed on a scheduled and as-needed basis to ensure safe, efficient, and reliable operation of these assets. The services shall include, but are not limited to, preventive maintenance, corrective repairs, parts supply, and quality control.
PREVENTIVE MAINTENANCE
The Contractor shall perform scheduled preventive maintenance in accordance with manufacturer guidelines to ensure the continued operational integrity and longevity of the County’s apparatus and emergency vehicles. Preventive maintenance schedules and scopes shall be mutually agreed upon by the County and the Contractor. The Contractor shall perform, at a minimum, the following preventive maintenance tasks:
Inspection of engine components, belts, pulleys, hoses, filters, and safety systems Lubrication of all moving parts and fittings Battery testing and maintenance Tire pressure and tread inspections Fluid level checks and replacements (oil, hydraulic, coolant, fuel) Functional checks of electrical systems, lighting, and indicators Inspection and maintenance of specialized firefighting and emergency response equipment (if applicable)
CORRECTIVE REPAIRS
The Contractor shall perform corrective repairs to address any operational deficiencies, mechanical failures, or safety concerns. Corrective repairs shall be performed upon the County's request and as necessary to maintain functionality. The Contractor shall provide corrective repair services that include, but are not limited to:
On-site or off-site diagnostics and troubleshooting Repair or replacement of failed or worn components Warranty repairs at no additional cost to the County when under warranty Complete disassembly and diagnostic evaluation Rebuild and reassembly to OEM specifications Replacement of major wear components including engines, hydraulics, electrical systems, and specialty apparatus systems Testing for functionality, safety, and performance post-repair
PARTS SUPPLY
The Contractor shall supply and install OEM parts or County-approved equivalent parts required for the maintenance, repair, and operation of the County’s apparatus and emergency vehicles. The Contractor is responsible for ensuring the availability of all parts necessary to minimize downtime and keep vehicles operational. The Contractor shall ensure:
Procurement and prompt delivery of OEM parts or approved equivalent parts Maintenance of an inventory of critical parts for high-usage vehicles All parts supplied shall be covered under manufacturer warranty, with warranty terms provided to the County
QUALITY CONTROL
The Contractor shall maintain and apply effective quality control procedures to ensure that all services performed under this Contract are completed accurately, safely, and in accordance with manufacturer specifications and industry standards. The County reserves the right to conduct periodic reviews, including inspections and documentation checks, to verify that work is being performed correctly and consistently. Any deficiencies identified through these quality control measures must be promptly corrected at no additional cost to the County. Repeated or unresolved deficiencies may result in documentation of non-performance and potential Contract remedies.
MANUFACTURER REQUIREMENT
The Contractor shall be an authorized service provider or dealer for E-One apparatus and emergency vehicle brands serviced under this Contract. Documentation of these qualifications must be provided to the County prior to Contract execution. The Contractor must:
Employ factory-trained technicians with relevant brand certifications and training Perform services in-house or through approved sublet vendors as necessary (if applicable) Maintain all necessary qualifications and certifications Provide documentation of manufacturer service authorization and qualifications before Contract execution
LOCAL REPAIR FACILITIES
The Contractor shall maintain repair facilities within a reasonable proximity to the County’s operational locations to facilitate timely repairs and minimize equipment downtime. The Contractor shall maintain repair facilities that are reasonably located within the County’s service area to ensure that all services and repairs can be performed in a timely manner. The Contractor shall be responsible for ensuring that their facilities are adequately equipped to handle all necessary repairs and services as outlined in this Contract. Facilities must be:
Properly equipped for maintenance and repair services Staffed by trained personnel during standard business hours and after-hours (if applicable) Able to accommodate the service and repair of large emergency vehicles and apparatus (if applicable)
TYPES OF EQUIPMENT
The Contractor is contractually obligated to perform all necessary services, including but not limited to preventive maintenance, corrective repairs, and OEM parts supply for the E-One apparatus and emergency vehicles and any additional E-One units added during the Contract term. These services shall be performed in accordance with manufacturer specifications and industry best practices to ensure optimal performance and longevity.
AUTHORIZED BRANDS
All OEM parts and services shall be specific to the E-One brand. Any proposed equivalent components must meet or exceed the performance, durability, and quality of the OEM parts and are subject to County review and written approval prior to procurement and installation.
GEOGRAPHIC PROXIMITY
To ensure timely response and service delivery, the Contractor shall maintain a physical business presence within Central Florida. This presence must include sufficient personnel, equipment, and logistical capacity to respond to service requests in accordance with the response times and performance standards set forth in this Contract.
The County shall not be responsible for delays in performance attributable to the Contractor’s failure to maintain adequate proximity or staffing. Noncompliance with the geographic proximity requirements set forth in this clause shall constitute a material breach of contract and may result in corrective action, including but not limited to issuance of a cure notice or termination for cause.
QUALIFICATIONS AND CERTIFICATIONS
The Contractor shall possess and maintain all necessary certifications, and qualifications required to perform the services under this Contract in compliance with applicable laws, regulations, and industry standards. The Contractor shall provide evidence of all necessary certifications and qualifications upon request by the County and shall immediately notify the County of any changes to their certifications and qualifications status. The County reserves the right to terminate this Contract if the Contractor fails to maintain the required certifications and qualifications during the term of this Contract.
MANUFACTURER CERTIFICATIONS
The Contractor shall be certified or authorized by the Original Equipment Manufacturer (OEM) for the E-One brand. The Contractor must be authorized to perform maintenance, repairs, and OEM parts’ replacements for the E-One brand.
TRAINING
The Contractor may, at its discretion, offer optional training for County personnel on the operation, maintenance, and troubleshooting of apparatus and emergency vehicles covered under this Contract. Training may be provided on-site or off-site and shall be offered at a cost to the County, if applicable. The Contractor shall submit a detailed proposal including scope, schedule, and costs of any training services upon the County's request. Participation in any training provided shall be voluntary and is not a Contract requirement.
LOCAL REPAIR FACILITIES
The Contractor shall maintain repair facilities within a reasonable proximity to the County’s operational locations to facilitate timely repairs and minimize vehicle and equipment downtime. The Contractor shall maintain repair facilities that are reasonably located within the County’s service area to ensure that all services and repairs can be performed in a timely manner. The Contractor shall be responsible for ensuring that their facilities are adequately equipped to handle all necessary repairs and services as outlined in this contract.
MINIMUM PERFORMANCE MEASURES
The Contractor is contractually obligated to meet the following performance measures to ensure the timely, efficient, and effective execution of services under this Contract. Failure to comply with these performance standards may result in penalties, corrective action, or other remedies as determined by the County.
Service Hours: Services shall be performed Monday–Friday, 7:00 AM – 5:30 PM (Eastern Standard Time), excluding County holidays and weekends.
Repair Turnaround: Repairs shall be completed within one (1) business day after receipt of the SPO, unless otherwise mutually agreed in advance.
Response Time, Standard Hours: The Contractor shall respond to all non-emergency service requests within one (1) business day during normal business hours (Monday– Friday, 7:00 AM – 5:30 PM, Eastern Standard Time), excluding County holidays and weekends.
Response Time, Emergencies and After-Hours (If applicable): For all service requests received outside of normal business hours, the Contractor must acknowledge the initial request and respond by 8:00 AM the following business day. A response includes confirmation of receipt and coordination of next steps with the County.
For all emergency service requests, the Contractor shall acknowledge the initial request within one (1) hour of email and/or phone notification. This acknowledgement must be followed up by an email and/or phone call to confirm receipt of the request. The Contractor is then required to arrive on-site within two (2) hours of the initial request, unless an alternative timeframe is pre-approved by the County.
These emergency service response requirements apply during all hours, including after-hour periods. After hours are defined as Monday through Friday from 5:31 P.M. to 6:59 A.M. (Eastern Time), and all-day Saturday and Sunday from 12:00 A.M. to 11:59 P.M.
This clause shall apply only when emergency or after-hours response is relevant to the services covered under this Contract. If emergency response is not applicable to the scope of services, this clause shall not impose additional obligations on the Contractor.
Emergency Services (If applicable): Emergency service requests shall be responded to within two (2) hours of notification. For severe weather events, the County and Contractor will agree on adjusted time frames based on urgency.
Trip Charge: The trip charge shall be a flat rate and shall include all costs related to travel, mileage, and associated expenses. When servicing multiple units at the same location during the same visit the Contractor shall assess only one (1) trip charge to the County.
WARRANTY AND SERVICE GUARANTEE
The Contractor shall process all warranty claims directly with the manufacturer, eliminating the need for the County to pay for warranty repairs. All parts are warranted per manufacturer specifications for a minimum of one year, and all workmanship is warranted for a minimum of one year after service completion. The Contractor is not responsible for damage caused by misuse and neglect.
Parts Warranty: The Contractor guarantees new parts for the length of the OEM’s warranty from the date of sale to the County. Any failure due to improper workmanship or materials will be replaced at no cost to the County. All parts must meet or exceed OEM specifications.
Labor Warranty: The County will be the sole judge of workmanship quality. Any damaged or non-OEM materials shall be exchanged within 24 hours at no cost to the County. Only certified OEM parts and technicians will be used, unless otherwise pre-approved by the County. The Contractor shall correct any defects in workmanship at no additional cost, with a minimum one-year warranty on labor.
Warranty Process: The Contractor shall handle all warranty claims directly with the manufacturers and provide necessary warranty repairs at no additional cost to the County.
Towing and Transportation Services (if applicable): If an emergency vehicle provided under this Contract becomes inoperable due to a defect or failure covered under the Contractor’s warranty, the Contractor shall, at no additional cost to the County, provide or arrange for all necessary towing or transportation services to and from the repair facility.
Such services shall be performed in a timely manner so as not to delay the repair or continued use of the equipment. Failure to provide the required transportation for warranty-covered repairs shall constitute a breach of warranty obligations and may result in remedies as set forth in this Contract, including but not limited to withholding of payment or termination for cause.
USE OF COUNTY-AUTHORIZED PARTS SUPPLIER
In the event the Contractor is unable to source the required part for apparatus and emergency vehicles services through their own supply channels, the Contractor may, with prior approval from the County, obtain the necessary part(s) through the County’s Vehicle and Equipment Parts Management and Supply Vendor. The Contractor shall only charge the County for labor associated with the installation or service. No markup or reimbursement shall be applied for the part itself when obtained through the County’s supplier. This option is intended to prevent service delays and ensure continuity of operations. All parts procured through the County’s vendor must be properly documented and invoiced in accordance with County procedures.
SUBCONTRACTING
The Contractor shall not subcontract, assign, or delegate any portion of the services or obligations under this Contract without the prior written consent of the County. All work shall be performed in-house by the Contractor’s own employees, utilizing the Contractor’s own equipment, tools, and facilities.
The use of third-party vendors, subcontractors, temporary labor providers, or any external entities to perform any portion of the work is strictly prohibited unless expressly authorized in advance and in writing by the County. The County reserves the right to review and approve or deny any subcontractor or third-party vendor proposed for such services.
Unauthorized subcontracting shall constitute a material breach of this Contract and may result in termination for cause, withholding of payment, or other remedies available to the County.
COMMUNICATION
The Contractor shall maintain effective, timely, and continuous communication with the County throughout the term of this Agreement. A qualified point of contact (POC), shall be designated by the Contractor to serve as the primary liaison and must be authorized to respond to service requests, provide updates, and make decisions.
The Contractor’s POC shall be accessible during normal business hours and available by phone and email within two (2) hours for emergencies. Similarly, the County shall assign a POC to ensure open communication between both parties. All service requests, updates, and emergency notices shall be communicated via phone, email, or other agreed-upon methods. Email will be the preferred method for non-emergencies, with responses expected within one (1) business day.
The Contractor shall provide regular updates on services, attend required meetings or site visits, and promptly report any issues affecting performance or compliance. Written records of all communications, including emails, phone logs, and reports, must be maintained and made available to the County upon request. Failure to meet communication requirements—including responsiveness, reporting, or availability—shall be considered a material breach of contract and may result in corrective action, including withholding of payment, cure notices, or termination for cause.
REMEDIES AND FINANCIAL CONSEQUENCES FOR FAILURE TO PROVIDE
SERVICE
In the event the Contractor fails to perform any required service under this Agreement, including but not limited to timely repairs, maintenance, or other services related to apparatus and emergency vehicles, the County reserves the right to pursue the following remedies and impose financial consequences. These remedies are cumulative and non-exclusive; the exercise of any one remedy shall not preclude the County from exercising any other rights or remedies available under this Agreement or applicable law.
Corrective Action: The County may issue a written notice to the Contractor specifying the failure and requiring the Contractor to correct the failure within a reasonable time frame, as determined by the County.
Third-Party Services: If the Contractor fails to cure the deficiency within the time frame specified by the County in a written notice, the County may obtain the required services from a third party. All reasonable and documented costs incurred by the County in procuring such services shall be deducted from any amounts due or payable to the Contractor under this Agreement.
Withholding of Payment: The County may withhold payment for any services that are not performed, are improperly performed, or remain incomplete until the Contractor has fully and satisfactorily corrected the deficiencies in accordance with the Agreement’s requirements.
Reimbursement of County Costs: If the Contractor’s failure to perform results in the County incurring additional costs—such as for rental equipment, third-party services, or other related expenses—the Contractor shall reimburse the County for all such documented costs.
Dispute Resolution: In the event of a dispute arising under this Contract, the parties agree to first attempt to resolve the matter through good-faith negotiations. If the dispute cannot be resolved within thirty (30) days, the parties agree to contact the Procurement Services Department.
POST AWARD CONFERENCE
Following contract award and prior to the issuance of any work authorizations, the Contractor shall attend a post award conference with representatives of the County’s Fleet Management Department (FMD). The purpose of this conference shall be to review contract requirements, establish points of contact, confirm operational procedures, and address any questions or concerns related to the execution of the Contract.
MODIFICATIONS
No amendment or modification to this Agreement shall be valid or enforceable unless it is in writing, approved by the Board of County Commissioners, and executed by both the Board and the Contractor’s authorized signatory. Modifications may include, but are not limited to, changes in the scope of services, contract value, term, or any other material provision. All such modifications must be executed as a formal written amendment to this Agreement.
However, adjustments to the contract value or budget line items may be permitted without a formal written amendment if such changes are within the approved contract limits and the Board of County Commissioners has expressly authorized the Procurement Services Department to implement the adjustments administratively. In such cases, written documentation of the Board’s authorization shall be maintained by the County and shall serve as sufficient approval for the change. No verbal agreements or informal communications shall alter or supersede the terms of this Agreement.
INVOICING
The Contractor shall provide a written quote for all requested work prior to performing any services. The quote must include a detailed description of the scope of work, itemized costs, and estimated totals. No work shall begin without prior written approval from the County based on the submitted quote.
Following quote approval and prior to performing the work or submitting any invoice for payment, the Contractor shall provide the County with a pro forma invoice. A pro forma invoice is a non-binding, preliminary billing document that outlines the anticipated scope of work, itemized pricing, and estimated total cost for the upcoming services or deliverables. It is intended solely for County review and approval and does not constitute a formal request for payment. No final invoice shall be submitted until the work described in the approved pro forma invoice has been completed and verified by the County.
Within two (2) business days of work completion, the Contractor shall provide a proper invoice for payment processing. A proper invoice must reference the approved pro forma and include all supporting documentation confirming satisfactory performance. The County reserves the right to reject or delay payment for any invoice not preceded by a pro forma invoice, submitted prior to work verification, or lacking the required documentation.
If the County determines that an invoice contains errors, it will be returned to the Contractor for correction. The Contractor shall correct and resubmit the invoice within two
(2) business days to ensure prompt payment and continued contract compliance. All final invoices shall be approved by the County prior to electronic submission and shall be submitted as follows:
Final invoice copy to the County upon work completion Original invoice submitted via email to:
BOCCInvoices@hcfl.gov Countyfinanceinvoices@hillsclerk.com and;
Fleetserviceadvisors@hcfl.gov (For invoice processing only)
14716 Industry Court
726 SW 46th Ave.
Ocala, FL 34474
(P) 352-629-6305 www.mathenyfire.com
HOURS OF OPERATION
Monday 8:00am to 5:00pm
Tuesday 8:00am to 5:00pm
Wednesday 8:00am to 5:00pm
Thursday 8:00am to 5:00pm
Friday 8:00am to 5:00pm
Saturday Closed
Sunday Closed
Florida Fire and Emergency Holiday Schedule 2025
New Years Day - January 1, 2025
Martin Luther King Day – January 20, 2025
Good Friday – April 18, 2025
Memorial Days – May 26, 2025
Independence Day – July 4, 2025
Labor Day – September 1, 2025
Thanksgiving Day – November 27, 2025
Day after Thanksgiving – November 28, 2025
Christmas Eve – December 24, 2025
Christmas Day – December 25, 2025
| SS-25-00xxx Backup |
| Matheny Fire Emergency - E-One Sole Source Letter 9.16.25 |
| Matheny Fire & Emergency Sole Source Letters - ( E-One, Spartan ER, Ferrara, Road Rescue, Wheeled Coach, Seagraves).pdf (p.1-4) |
| Matheny Fire & Emergency Sole Source Letter (E-One).pdf (p.1) |
| Letter HCFR Sole Source and agreement pricing 2025 |
| SS-25-00xxx Backup |
| Fleet Management Department Scope of Services |
| Matheny Fire Emergency - Business Hours of Operation 9.16.25 |
| Matheny Fire Emergency - Holiday Schedule 9.16.25 |
File details come from the government source that posted it. Updated .