1-SS-26-00091 Backup.pdf

Contracts Manager - Fleet Management Hillsborough County 601 E. Kennedy Blvd.

Tampa, FL 33602

Contracts Management, This letter is to confirm that Nextran Truck Centers – Tampa is the authorized Mack Trucks Inc. franchised dealer in central Florida. Nextran Tampa’s area of responsibility (AOR) covers Citrus, Hardee, Hernando, Hillsboro, Manatee, Pasco Pinellas, Sarasota, and Sumter Counties in Florida. Mack Dealers have strict requirements for warranty, training, tooling, and dealer level access to proprietary support software. As the Mack franchised dealer, they are solely responsible for the AOR and authorized to offer complete sales, parts, and service.

Sincerely, Darren Jane Mack Trucks, Inc.

District Manager Sunbelt District 678.467.0014 darren.jane@macktrucks.com

MACK TRUCKS, INC.

7900 National Service Road

Greensboro, NC 27409 October 27, 2025

MACK

MAINTENANCE, REPAIRS, AND OEM PARTS SUPPLY SERVICES

SCOPE OF SERVICE

The Fleet Management Department (FMD) seeks to establish a Contract with Nextran Corporation to provide ongoing and as-needed maintenance, repairs, and supply of Original Equipment Manufacturer (OEM) parts services for the County’s Mack branded heavy-duty trucks. The initial Contract term shall be for a period of one (1) year from the effective date of the agreement, with a total Contract funding of, $129,751.00. 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 with Nextran Corporation shall provide ongoing and as-needed maintenance, repairs, and supply of OEM parts services to support the continued performance and reliability of the County’s Mack branded heavy-duty trucks. These services are essential to maintain operational readiness, extend equipment lifespan, and ensure safe and efficient performance across the County departments that rely on this equipment for construction, maintenance, and operational tasks.

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 Contract, are hereby incorporated by reference and made a part of this Contract 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 Contract and the SPO Terms and Conditions, the County’s Standard Terms and Conditions shall govern, except as otherwise required by law.

DEFINITIONS

For this Contract, the following terms shall be defined as follows:

1. Heavy-Duty Trucks – Any Mack heavy duty truck and associated equipment operated by the County including dump trucks, cargo trucks, and chassis-based vehicles.

2. OEM Parts – Original Equipment Manufacturer (OEM) parts, components, and materials produced by Mack or other authorized suppliers that meet the original design, performance, and safety specifications.

3. Preventive Maintenance – Scheduled maintenance tasks designed to keep heavy-duty trucks and related equipment in optimal working condition.

4. Corrective Repairs – Repairs performed in response to equipment malfunction or failure, involving the restoration or replacement of components.

5. Parts Supply – Provision of OEM or approved equivalent parts, components, or materials including inventory management and warranty handling.

6. Quality Control – The process by which the Contractor ensures that all services meet required standards, specifications, and performance expectations through inspections, monitoring, and corrective actions as needed.

7. Sublet Vendors – A third-party entity, approved in writing by the County, to whom the Contractor may delegate specialized services or tasks that cannot be performed in-house.

8. Emergencies – Unforeseen events that require immediate attention or response to prevent further damage, system failure, or loss of operational functionality. This includes, but is not limited to, situations like equipment breakdowns, system failures, or natural disasters such as hurricanes, where the immediate restoration of service is necessary to maintain critical operations.

9. Contractor – The company, or entity performing the services specified under this Contract.

10. County – The governmental entity referred to as the FMD (Fleet Management Department) within this Contract

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. These actions are available to the County as per the terms outlined in this Contract for non-performance, failure to meet standards, or other contractual violations.

12. Central Florida – For purposes of the contract, it is including the following Counties:

Hillsborough, Pasco, Orange, Brevard, Seminole, Volusia, Osceola, Lake, Marion, Sumter, Pinellas, Manatee, Polk, Pasco, Hernando, and Citrus.

MINIMUM REQUIREMENTS

Nextran Corporation shall provide comprehensive maintenance, repairs, and OEM parts supply services or those approved as equivalent by the County for the County’s fleet of Mack, heavy-duty trucks and associated equipment. These services shall be performed on a scheduled and as-needed basis to ensure safe, efficient, and reliable operation. The services shall include, but not be limited to, preventive maintenance, corrective repairs, parts supply, and quality control.

PREVENTIVE MAINTENANCE

Nextran Corporation shall perform scheduled preventive maintenance in accordance with manufacturer guidelines to ensure the continued operational integrity and longevity of the County’s Mack trucks. Preventive maintenance 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, hydraulic, and drive components Battery testing and terminal cleaning Tire inspection, including tread depth and pressure Fluid level checks and replacement Functional testing of electrical systems, lighting, sensors, gauges, and controls.

CORRECTIVE REPAIRS

Nextran Corporation shall perform corrective repairs to address 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, the following:

Diagnostics and troubleshooting Repair or replacement of failed or worn components Complete disassembly and reassembly of components according to OEM specifications Post-repair testing for functionality and safety

PARTS SUPPLY

Nextran Corporation shall supply and install parts or approved equivalent parts required for the maintenance, repairs, and operation of the County’s Mack branded trucks. The Contractor is responsible for ensuring the availability of all parts necessary to minimize downtime and keep equipment operational. The Contractor shall ensure the supply and delivery of parts as follows:

Procurement and prompt delivery of OEM parts or approved equivalent parts.

Maintain an inventory of critical parts for high-usage vehicles All parts supplied shall be covered under manufacturer warranty, with terms provided to the County.

QUALITY CONTROL

Nextran Corporation 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

Nextran Corporation must be an authorized dealer or certified service provider for Mack or other relevant heavy-duty truck brands. The Contractor must:

Employ factory trained technicians with relevant certifications Perform services in-house or through approved sublet vendors as necessary Maintain all required qualifications and certifications Provide documentation of service authorization before contract execution

LOCAL REPAIR FACILITIES

Nextran Corporation shall maintain repair facilities within a reasonable proximity to the County’s operational locations to facilitate timely repairs and minimize vehicle 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)

TYPES OF EQUIPMENT

Nextran Corporation is contractually obligated to perform all necessary services, including but not limited to, preventive maintenance, corrective repairs, and OEM or equivalent parts supply for the County’s Mack trucks as well as any additional assets added during the Contract term.

These services shall be performed in accordance with the manufacturer's specifications and the industry’s best practices to ensure the optimal performance and longevity of equipment. Services shall follow manufacturer specifications and industry best practices to ensure optimal performance and longevity. The Contractor shall provide maintenance, repairs, and parts supply services for the various types of heavy-duty trucks used by the County.

AUTHORIZED BRANDS

The Contractor shall be capable of providing service, maintenance, and repairs on a variety of Mack heavy-duty trucks in use by the County. All substitutions are subject to County review and written approval prior to procurement and/or 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 maintain all certifications and qualifications necessary to perform services in compliance with laws, regulations, and industry standards. The Contractor shall be a dealer or service provider for Mack and other relevant heavy-duty trucks. Evidence of current certifications must be provided to the County prior to work commencement.

TRAINING

The Contractor may, at its discretion, offer optional training for the County’s personnel on the operation, maintenance, and troubleshooting of the County’s heavy-duty Mack trucks. Such training may be provided either on-site or off-site, as available, and shall be offered at a cost to the County, if applicable. The Contractor shall submit a detailed proposal, including the scope, schedule, and associated costs of any training services upon the County's request. Participation in any training provided by the Contractor shall be voluntary and not a requirement under 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 ten (10) business days 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.

Trip Charge (If applicable): The trip charge shall be a flat rate and shall include all costs related to travel, mileage, and associated expenses. When servicing multiple units or assets 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 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 specifications.

Labor Warranty: The County will be the sole judge of workmanship quality. Any damaged materials shall be exchanged within 24 hours at no cost to the County. Only certified 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.

USE OF COUNTY-AUTHORIZED PARTS SUPPLIER

In the event the Contractor is unable to source the required parts 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. This provision is intended solely to ensure service continuity and shall not substitute the Contractor’s responsibility to maintain access to authorized parts.

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 Contract. A qualified point of contact (POC), based in Central Florida, 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 Contract, including but not limited to timely repairs, maintenance, or other services. 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 Contract 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 Contract.

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 Contract’s requirements.

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 Contract will be subject to termination proceedings by the County.

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, such as delivery confirmations, service logs, and inspection signoffs. 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)

* Type Item Line Type Cloud

Inventory Code

Category Unit of Measure Estimated Quantities

Estimated Price

Estimated Net Price (Column G * H)

Line Regular Labor Hours (Monday - Friday, 7:00 am - 5:30 pm) Quantity 928.87 Hour (s) 141 211.00$ 29,751.00$ Line Allowance for Parts & Miscellaneous ( Supplies, Environmental Fees, etc.) Quantity 928.87 Dollar (s) 100000 1.00 100,000.00$

Total: 129,751.00$

Fleet Management Department Estimate