11.5.25_Sublet_Contract_Project_Data_Sheet.docx

Request for Solicitation or Contract Date Submitted:

11/5/2025

Procurement Project Information Sheet

This Document shall be submitted to Procurement in MS Word – Do Not PDF or Submit Hardcopies

GENERAL

Current Contract Number (if this is a rebid) Y19-1066

Service Start Date OR Commodity Need Date Upon expiration of current contract

PROJECT SPONSORS

Authorized By Name (Mgr. or Dir.)

Bryan Lucas, Manager, Fleet Management

FUNDING

Commodity Code (Click for List) 06100 – Automobile Services

☒ Grant Funding is not a consideration of this Procurement

COMPETITION STANDARDS

☐ RFQ - REQUEST FOR QUOTATIONS (UNDER THE BID LIMIT); INFORMAL PROCESS

Award shall be made to the lowest responsive and responsible quoter meeting all qualification requirements.

☒IFB - INVITATION FOR BIDS; FORMAL SEALED SOLICITATION

Award shall be made to the lowest responsive and responsible bidder meeting all qualification requirements.

☐ RFP – REQUEST FOR PROPOSALS; FORMAL SEALED SOLICITATION

Award shall be made to the high ranking proposer based on a series of evaluation factors.

☐ RFP3 – THREE-PHASE REQUEST FOR PROPOSALS; FORMAL SEALED SOLICITATION

Award shall be made to the high ranking proposer based on a series of escalating evaluation factors (Phase 1- Technical standards, Phase 2- on-site demonstrations & Phase 3 – Cost & Socioeconomic factors)

☐ RFQ - REQUEST FOR QUALIFICATIONS; FORMAL SEALED SOLICITATION

Solicitation will result in a shortlist of firms pre-qualified for future solicitation opportunities (disallowed for Federal Grants).

☐ SOLE SOURCE (FORM REQUIRED)

☐ EMERGENCY (FORM REQUIRED)

CONTRACT TYPE

5 years

PERFORMANCE / DELIVERY REQUIREMENTS

4400 Vineland Road Orlando, FL 32811 Parts/Auto/Heavy Equipment

EQUIPMENT: Comprehensive list of serviceable equipment, lifts, scan tools, tire machines BAYS: 15 bays with proof of door dimensions at 16' by 16" and bay dimension at H - 20', W- 14', L-40' ASE'S: Proof of ASEs for minimum of 12 mechanics PARKING/TOWING: proof of adequate parking space for 40' tow truck with 70' tractor trailer combo and enough room to maneuver without obstruction of offsite needs LOTS: Bid for all lots PARTS: $3Million in inventory (provide inventory valuation) PARTS: Price list

3. PERFORMANCE

a. Services at Contractor Location: Repair services on vehicles shall be performed at the Contractor’s shop. The Contractor shall remove the vehicle from County premises within twenty-four (24) hours of notification and commence repairs no later than twenty-four (24) hours after the vehicle arrives at the Contractor’s facility. The repaired vehicle shall be returned to the County within twenty-four (24) hours of completing the repairs. The contractor will send a driver to Fleet to drive back the vehicle needing repair. In the event the vehicle is not drivable, Fleet will have the vehicle towed to the Contractor’s facility for repair. The Contractor’s service center must be within one hour driving distance from Fleet Management due to staff required frequent visits to repair site to either drop off, check status, review repairs, make decisions, and pick up vehicle when necessary.

b. Repair Services at Designated County Sites: On-site repair services at designated County sites may be requested as needed. On-site services will be limited to maintenance and light repairs. Tools and equipment required for such services must be provided by the contractor. At no time will the County provide tools or equipment to conduct such services.

c. Satisfaction of Repairs: The County reserves the right to accept or reject completed repairs. If the repairs are unsatisfactory, the Contractor shall correct the issue at no additional cost. If another supplier is needed to address the issue, the Contractor shall bear the associated costs. Unsatisfactory repairs shall be documented in performance reports.

d. Time of Performance: Time of performance is a fundamental contract condition. The Contractor shall pay the County for any cost difference if services are not provided within the specified timeframes.

e. Delay Reporting: The Contractor shall immediately report any delays in service to the Warehouse Supervisor for Parts and the Shop Supervisor for Repairs, including the reasons for the delay.

f. Facility and Equipment:

· The Contractor shall provide a comprehensive list of available shop service equipment with bid submission.

· The County reserves the right to inspect the Contractor’s facility to ensure it meets contract requirements, including having a minimum of fifteen (15) service bays and twelve (12) ASE certified mechanics.

· Service bay dimensions must meet minimum requirements as specified below:

· Length: 40 ft.

· Width: 14 ft.

· Height: Inside bay height clearance: 20 ft.

· Bay Door: Height 16 ft, Width 16 ft.

· Contractor location must include adequate space and access to accommodate the entry, positioning and maneuvering of a 40 ft tow truck towing a 70 ft tractor trailer combination. The premises must provide sufficient clearance and turning radius to allow such vehicles to safely enter, park and exit the facility without obstruction or the need for off-site maneuvering. The contractor shall maintain this accessibility for the duration of the contract.

4. VEHICLE REPAIRS

a. Repair Timeliness: Parts for vehicle repairs shall be ordered within twenty-four (24) hours of vehicle receipt. Repairs shall start within twenty-four (24) hours of receiving necessary parts.

b. Pickup and Delivery Responsibilities: The Contractor shall be responsible for vehicle pickup and delivery as directed by Orange County. Pickup and delivery locations include the Orange County Fleet Management Division or any other designated facility. In the event the vehicle is not drivable, Fleet will have the vehicle towed to the Contractor’s facility for repair.

c. Shipping Authorization: Overnight shipping of parts shall require authorization from an Orange County representative and shall be invoiced at cost.

b. Delivery Timeliness: Timely delivery is critical. The Contractor shall deliver readily available parts within one (1) business days from receipt of the delivery order.

c. Lead Time Notification: For parts requiring longer lead times, the Contractor shall notify the County before accepting the delivery order and provide an anticipated delivery date.

d. Hot Shot Deliveries: For urgent part requests, referred to as "Hot Shot" Deliveries, the Contractor shall deliver parts within one (1) hours of receiving a verbal or email request from the County Representative or designee. A delivery order shall be issued for order confirmation and invoicing.

“Construction” means construction, alteration, or repair (including dredging, excavating, and painting) of buildings, structures, or other real property. For purposes of this definition, the terms “buildings, structures, or other real property” include, but are not limited to, improvements of all types, such as bridges, dams, plants, highways, parkways, streets, subways, tunnels, sewers, mains, power lines, cemeteries, pumping stations, railways, airport facilities, terminals, docks, piers, wharves, ways, lighthouses, buoys, jetties, breakwaters, levees, canals, and channels. Construction does not include the manufacture, production, furnishing, construction, alteration, repair, processing, or assembling of vessels, aircraft, or other kinds of personal property.

(Disallowed for Federal Grants)

POTENTIAL VENDORS

Provide Firm Name and Email Address for each Firm

Existing awarded vendors

☐ Mandatory (Justification required; subject to Procurement approval) Justification:

VENDOR QUALIFICATIONS (Applicable to IFB/RFQ) Edit the base language (right) as required:

Consider:

Do you need a specific License Validation?

Do you require resumes to validate experience?

What factors distinguish a qualified firm from an unqualified firm?

Do you require sample goods?

Will the County make site visits before award?

RESPONDENT QUALIFICATIONS (Applicable to RFP) ☐ Attached Hereto This document provides the weighted criteria and the corresponding submittals for evaluation purposes.

SPECIFICATIONS / SCOPE OF SERVICES

☒ Attached Hereto

This document defines the performance requirements, deliverables and deadlines associated with your procurement. A scope of services is the foundation of a services contract. A scope of services provides clear direction to the service provider before the work begins.

Guideline:

SUSTAINABILITY/ENVIRONMENTAL ELEMENTS

☐ Applicable ☒ Not Applicable Detail any elements of this procurement that contribute to the County’s sustainability/environmental goals:

BID FORM/ FEE PROPOSAL FORM

☒ Attached Hereto This document provides the basis for a competitive fee comparison. Line items and descriptions shall indicate unit rates and estimated quantities to arrive at a total contract value which shall be used to determine (1) the lowest responsive and responsible bidder (2) the proposer with the lowest fee proposal subject to evaluation.

The bid form/fee proposals form shall be inclusive of all items, services and incidentals required to fulfill the scope of services.

PART 2

ADDITIONAL REQUIREMENTS FOR GRANT FUNDED PROCUREMENTS (MANDATORY)

Grant (if applicable)

☒ Not Applicable

This contact is anticipated to be used for Disaster Response and Recovery (FEMA Reimbursable)

☐ Other Grant (Specify):

☐ Attach first page of Notice of Grants Award ☐ County Funded at Risk of Non-Appropriation of Grant funds. Written approval from the Office of Management and Budget is attached.

Solicitation Type Click Here to view Regulation §200.330 ☐ Contractor Solicitation The County is solely responsible for reporting on grant required outcomes.

☐ Sub-recipient Solicitation The awardee is responsible for program decisions and reporting on grant required outcomes.

Independent Estimate (Cost/Price Analysis) Click Here to view Regulation §200.323

1. Complete the document (MS Word )

2. Revise and save the document and it will attach to this form.

Procurement of Recovered Materials Click Here to view Regulation §200.322 If applicable, identify specific recovered materials to be used for project execution List Below:

Procurement Division Page 1 of 5 [Rev.04/18] image2.emf

1-26 Sample Scope of Service-Scope of Work Formats.pdf image3.emf

Independent Estimate Final [Rev 09-18].docx Solicitation, Contract and Change Order

Independent Estimate

Grant Funded Procurements (Mandatory) Click Here to view Regulation §200.323

Solicitation/Contract Title

ANALYSIS TYPE

☐ Price Analysis (Preferred)

☐ Cost Analysis

PRICE ANALYSIS will be the usual procedure followed in a competitive situation and in situations where items are being procured which are sold in the commercial marketplace to the general public. A “price analysis” is an evaluation of the budgeted price relative to the prices being offered by other vendors and being paid by the general public for the same or similar items. The essential factors, which must be present in order to make a “price analysis,” are as follows:

The product must be a “commercial product” (i.e., one for which there is a basis of comparison in the commercial marketplace). Price analysis would not be suitable, for example, for research and development items, or for one-of-a-kind items for which there was no basis of comparison.

It is not necessary that competing products be exactly identical to the product being offered, but you must be able to compare the products’ capabilities and their respective price differences in light of those varying capabilities. By such comparisons one is able to make value judgments that a particular product’s performance capabilities warrant a higher or lower price than a competing product.

COST ANALYSIS will be required whenever a price analysis cannot be performed. A cost analysis entails the review and evaluation of the separate cost elements and the proposed profit of an offeror’s cost proposal. A cost analysis is conducted to perform an opinion on the degree to which the acceptable cost, including profit, represents what the performance of the contract ‘should cost’, assuming reasonable economy and efficiency. A cost analysis will be appropriate in the following situations:

The product or service being offered is not susceptible to being evaluated against other commercially available items of similar products or services. Examples would include a procurement for professional services where no competing price proposals are submitted or a sole-source procurement for other types of services.

When change orders are issued to contracts requiring the contractor to do work whose cost can only be evaluated by examining the various cost elements, such as labor, materials, travel, etc.

NOTE: The non-Federal entity must negotiate profit as a separate element of the price for each contract in which there is no price competition and in all cases where cost analysis is performed. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the contractor, the contractor's investment, the amount of subcontracting, the quality of its record of past performance, and industry profit rates in the surrounding geographical area for similar work.

PRICE ANALYSIS

NOTE: The independent estimate cannot be based on the budget. However, budgets shall be sufficiently funded to support the amount of the Independent Estimate.

Where appropriate, an analysis will be made of lease versus purchase alternatives, and any other appropriate analysis to determine the most economical approach.

Procurement Division Page 1 [Rev.09/18]

COST ANALYSIS WORKSHEET [Independent Estimate Supplement]

DESCRIPTION

MATERIALS/ EQUIPMENT

LABOR

OVERHEAD

PROFIT

SUB-TOTAL

QTY.

UNIT OF MEAS.

UNIT COST

QTY.

UNIT OF MEAS.

UNIT COST

COST ANALYSIS GRAND TOTAL ESTIMATE

Procurement Division [Rev.09/18] image1.png image1.png