13-Specifications and Requirements - TRN2130641B1.pdf

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SPECIFICATIONS AND REQUIREMENTS

VEHICLE AND EQUIPMENT APPRAISAL SERVICES

1. GENERAL

1.1. Broward County's Fleet Services Division is seeking a Contractor to provide appraisal services for vehicle and equipment damages. The Contractor will be responsible for supplying all necessary labor, materials, equipment, tools, services, supervision, and any other related items needed to carry out appraisal services for Broward County (“County”) owned motor vehicles and equipment.

1.2. The prices listed in the bid table lines must include all costs, such as labor, travel time, and warranty, which will constitute complete compensation. Prices should be quoted F.O.B. Destination. Current and/or anticipated applicable fuel costs should be included in the quoted price.

2. CONTRACT TERM AND AWARD

2.1. The contract term (“Contract Term”) is for an initial period of two (2) years and includes any permitted renewal terms exercised by County as set forth herein.

2.2. Awards may be made to a maximum of three (3), lowest, responsive, responsible Contractor. All items within each group must be quoted to be considered for award.

3. COUNTY OPTION TO RENEW

3.1. County may extend the duration of this Contract for up to three (3) one-year extension periods by written notice to the Contractor prior to the expiration of the then-current period, for a total potential total Contract Term of five (5) years.

4. SERVICE REQUIREMENTS

4.1. The services to be provided under this contract will include, but are not limited to:

A. Assessing/appraising damaged vehicles.

B. Recognizing damages and independently preparing precise estimates, supplements, and valuations in accordance with established industry standards.

C. Analyzing the feasibility of repair versus total loss and generating motor vehicle Valuation/Salvage quotes as necessary.

D. Identifying and employing alternative parts when appropriate (such as LKQ, AM, etc.)

and assessing the practicality of repair compared to replacement.

E. Detecting any unrelated prior damages to the vehicles.

F. Compiling a narrative report detailing the activities undertaken, the damages observed, and recommendations for reserves.

G. A photographic report should substantiate the estimate, evaluation, and narrative, with additional images requested if injuries are involved.

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5. QUALIFICATIONS

5.1. Contractor must be licensed in accordance with State and County requirements, USPAP

Compliant, and be Certified in accordance with the Bureau of Certified Auto Appraisers.

5.2. Contractor must provide documentation demonstrating compliance with this requirement concurrent with their bid submission.

6. VEHICLE/EQUIPMENT CATEGORIES

6.1. The contract will include the following categories of vehicles and equipment:

A. Auto/light trucks: All cars, SUVs, vans, and pick-up trucks up to 1.5 ton regardless of what body or ancillary equipment is installed and/or mounted.

B. Medium/Heavy Duty trucks: All class 5 through class 8 trucks including dump bodies but excluding other truck mounted equipment such as sweepers, debris tanks, booms, cranes, etc. This category shall also be used if truck mounted equipment is present but not requiring damage/accident appraisal.

C. Specialty Equipment/Vehicles: All class 5 through class 8 trucks which have truck mounted equipment and any heavy equipment such as but not limited to: loaders, excavators, tractors, dozers, etc.

D. Miscellaneous Equipment: mowers, utility carts, golf carts, trailer mounted generators, mini-wheeled/track loader/excavator, trailer mounted light towers, or any similar item which is less than 20 feet long and 9 feet wide and less than 11,000 lbs.

7. REPORTS AND EVALUATION SERVICES

7.1. Each appraisal will include the following reports and evaluation services, provided in compliance with industry standards:

A. Evaluation of vehicle damages

B. Examination of both the interior and exterior of vehicle to include:

i. Description of the vehicle

ii. Recommendation for the repair or total loss

iii. Estimated repair time

iv. Total repair cost

v. Photos should accompany the report, including any extra images requested in cases related to injuries.

vi. Re-inspect for supplemental discovered damages

C. Total Loss Report to include:

i. Description of vehicle

ii. Photos to support assessment

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iii. Total value of the vehicle based on book value and dealer’s value from at least two area dealers.

7.2. The Contractor shall submit a copy of all reports along with the invoice for the appraisal to the Fleet Services Division and Risk Management Division immediately after performing the appraisal.

7.3. The Contractor is required to supply the body shop with a copy of the vehicle damage appraisal and address any discrepancies.

7.4. The Contractor shall appraise any supplemental damage discovered at the time of repair and prepare a report to be submitted to the body shop and the Risk Management Division.

7.5. The Contractor shall respond to questions from the County’s Claims Adjuster regarding the damaged vehicle or equipment.

8. COST ESTIMATES

8.1. Individual cost estimates for each vehicle or piece of equipment shall be provided by the contractor before repair begins.

8.2. All estimates shall be fixed and include the following:

A. Name of County Staff Ordering the Appraisal

B. Location of the Vehicle / Equipment to be Appraised

C. Appraiser’s Fee

D. Vehicle / Equipment Number

E. Pictures of damages

F. Estimates shall be provided at no cost to the County

G. Any other miscellaneous expenses incurred when performing appraisals at any Broward County location as requested by Fleet Services or Risk Management.

9. RESPONSE TIME

9.1. The Contractor shall respond to service calls within 24 hours from receipt of call from the County to schedule appointment for appraisal.

9.2. The Contractor shall perform the appraisal within two (2) business days of being assigned a claim.

9.3. Regular workdays/hours: except as expressly noted herein, Monday – Friday, 7:00 AM to

5:00 PM.

9.4. Appraisal services shall be performed during regular workday hours, except during County observed holidays, at one of the locations listed below.

Shop Address Phone # Hours of Operation

Fleet Services 2 2515 SW 4th Ave. (954)357-5447 Tues-Fri

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Fort Lauderdale, FL 33315 7:00am-5:00pm

Fleet Services 3 1600 Blount Rd.

Pompano Beach, FL 33069

(954)357-5442 Mon-Thurs

7:00am-5:00pm

Fleet Services 8 7101 SW 205 Ave.

Fort Lauderdale, FL 33332

(954)357-5342 Mon-Fri

7:00am-3:30pm

9.5. Locations may be added, modified, or deleted by County at any time and this list should not be considered total or complete. County reserves the right to add, modify, or remove locations to this Contract. No price adjustments or modifications will be allowed for any such changes.

10. EMERGENCY SERVICE

10.1. Awarded Contractor shall provide twenty-four (24) hours, seven (7) days a week emergency services to County under the Contract. Maximum response time for emergency services shall be within four (4) hours after notification from County.

10.2. Invoices and payment for emergency services shall be in accordance with the specified contract rates listed in the Bid Table for emergency services. Only time on the job site shall be invoiced.

11. INSURANCE REQUIREMENTS

11.1. Contractor shall comply with all insurance requirements listed in the solicitation documents.

12. INVOICES

12.1. Contractor shall invoice County (electronically transmitted preferred) immediately upon completion of services or the next business morning in the event of an after-hours service.

12.2. Payment will be processed by the County on a monthly basis. All invoices for services provided must have the following information in order to be processed:

A. Purchase Order Number B. Work Order Number C. Vehicle Number D. Invoice Number E. Name of location, address, date and time of service, etc. detailing all pertinent information.

F. Invoice must be itemized in accordance with line items on the Bid Table.

12.3. Failure to provide proper invoice may cause a delay in processing payment.

[END OF SPECIFICATIONS AND REQUIREMENTS]