I. CONTRACT ADMINISTRATION

The City shall appoint a point of contact that will be designated as the Contract Administrator and will be authorized to act on behalf of the City. The Contract Administrator will monitor and resolve all questions that may arise as to the quality, quantity, character, and classification of service performed by the successful contractor.

It is expected that this person will need to work closely with the successful contractor’s management team in the execution and day-to-day management of the agreement. The Contract Administrator will have complete authority to set repair priorities during the term of this contract.

II. DEFINITION OF TARGET AND NON-TARGET

The successful contractor will provide each of the services outlined under the terms of this RFP, and such other allied services as may be required to ensure the effective and economical operation of the City’s fleet, regardless of their definition as “Target” or “Non-Target”.

The successful contractor will provide all policies and procedures, supervision, labor, tools, parts, materials, supplies, and sub-contractor services required, unless specifically exempted under the terms of this RFP, necessary to provide fleet maintenance and repair services in accordance with generally accepted fleet management practices, and in accordance with the performance standards specified in this RFP.

Each service specified in this RFP is designated as a “Target” or a “Non-Target” service, as defined below. These designations have important procedural and financial implications, as described throughout the remainder of this RFP.

• Target Services - Target services are, generally, those routine vehicle maintenance and repair activities that are reasonably predictable and, therefore, lend themselves to projection and estimation.

Examples of Target Services include but are not limited to preventive maintenance, inspection activities, failures due to normal wear and tear, remedial repairs, and repairs necessitated by predictable, normal deterioration incurred during the proper operational use of the vehicle and equipment in proper applications.

• Target Costs - Target Cost shall mean the lump sum, not-to-exceed cost of operating the fleet maintenance function for an annual period. The target cost does not include the items defined as “Non- Target.” Target Costs are those costs incurred by the Proposer to perform Target Services. The Target Cost is the total cost proposed by the Proposer for the performance of Target Services, as specified in the appropriate attachment.

All services designated as Target Services will be provided by the successful contractor within a single, annual fixed (“Target”) amount as specified in its bid. The successful contractor will bear all risk associated with exceeding the annual cost of providing target services. The contractor will be held liable, responsible, and accountable for providing all target services for a cost not to exceed the target service amount specified in its bid.

SCOPE OF WORK

The City will not approve or reimburse the Contractor for any additional costs, including overtime charges, for work required under the Target services and costs, unless approved in writing in advance by the City Contract Administrator. Overtime shall never apply for work performed during normal business hours, as defined in Section III.

Target Labor Rate applies to all Target work performed under the scope of work both during and after normal business hours, as defined in Section III.

• Non-Target Services – Non-target services are, generally, variable in nature, and therefore are not predictable. They are also generally dependent on the actions or decisions of individuals other than those who are providing maintenance services, such as vehicle operators and management personnel, and therefore, are often avoidable.

Examples of Non-Target services include accident repairs; modifications to vehicles and equipment; repairs of damage caused by vandalism, driver abuse, or acts of nature; expenditures required to extend the life of vehicles beyond their specified life cycles; and other work outside of the target services category.

Accident and physical damage repairs (collision repair and vehicle body repair), included in Section V.1, shall be performed by a vendor under contract with the City and are excluded from both target and non-target services and costs. However, the contractor may be asked to perform minor bodywork (such as replacing a side view mirror, or other individual parts or components) on a non-target basis.

The Contractor will work with the Fleet Coordinator to provide a documented accident appraisal report (based on the Mitchell process) to the City and the cost for such shall be deemed a Non-Target service.

• Non-Target Costs - Non-Target Costs are those costs incurred by the contractor to perform Non-Target

Services. These services will require separate authorizations.

All services designated as non-target services will be provided by the successful contractor on a time and material basis at the rates specified in the contractor’s proposal.

Requests for non-target services will be issued as the need arises. The City is not obligated to order or accept more than the City’s actual requirements for non-target services. Requirements will be determined by actual needs and availability of funds.

The City also reserves the right to have all non-target repairs approved in advance by the Contract Administrator and to have any services or repairs performed directly by a different third-party contractor(s) if awarded contractor cost and turn-around time estimates do not meet the needs of the City.

There are times when Non-Target repairs require the contractor to sublet the purchase parts or services from a third-party commercial provider. These instances would be above and beyond the normal and commonly used parts or services required to be provided by the awarded contractor. The repair could also require specialized equipment or technicians with specific training to complete the repair. Such outside repairs must be tracked and entered to the City’s fleet management information system in accordance with Section X. The City would honor a mark-up (or discount), calculated on the total third-party invoiced costs on these parts and services, per occurrence under the following provisions:

• The mark-up (or discount) shall be calculated on the total cost of all third-party invoices per occurrence.

• The total commercial mark-up fee paid by the City to the awarded contractor shall not exceed $3,000 per occurrence.

• An occurrence shall be defined as a repair workorder opened due to a repair complaint and any subsequent workorders opened for repair needs arising from the original complaint.

• Outsourced tire parts and tire services, regardless of Target or Non-Target status or time of day performed, will not be subject to this commercial mark-up fee

All costs incurred in providing Non-Target Services which are estimated to exceed $1,000 must be authorized in writing by the equipment’s designated departmental liaison in order to be eligible for reimbursement. All costs incurred in providing Non-Target Services which are estimated to exceed $3,000 must additionally be authorized in writing by the City’s Contractor Administrator in order to be eligible for reimbursement. The contractor shall maintain record of all written authorizations. These thresholds are subject to change as directed by the Contract Administrator.

Fire Department Expectations - All fire department services shall be according to the standards and practices set forth in the latest editions of NFPA 1911, Standard for the Inspection, Maintenance, Testing, and Retirement of In- Service Automotive Fire Apparatus; NFPA 1901, Standard for Automotive Fire Apparatus; and/or NFPA 1071, Standard for Emergency Vehicle Technician Professional Qualifications.

III. TARGET SERVICES TO BE PROVIDED

1. Staffing Requirements and Service Locations:

The contractor will provide a full complement of qualified technicians, parts technicians, administrative staff, and other personnel to meet the maintenance and repair service requirements of the City. The minimum number of technicians required is listed below.

Following are the minimum staffing requirements:

• General Manager

Main Street Shop

• First Shift o 1 Services Manager o 1 Operations Manager o Technicians: 1 working lead, 5 technicians, 1 preventive maintenance technician or apprentice

• Second Shift o 1 Service Writer o 1 Operations Manager o Technicians: 1 working lead, 3 technicians

• Fire technicians o 1 working EVT lead o 4 EVT technicians

At least one technician must be an EVT Master

South Service Center-Heavy Shop

• 1 Service Writer

• Technicians: 1 working lead, 4 technicians

Parts personnel

• 1 Parts Manager

• 1 parts specialist per shift (at each location)

A parts runner is recommended

Proposers will provide a proposed staffing plan meeting at least the minimum requirements above. The methodology used and complete details regarding the number, classification, duties, and qualifications of the staff that they propose to fulfill the contract should be included in the response. The winning contractor’s final proposed staffing plan will be adopted. The contractor will notify the Contract Administrator before any changes in adopted staffing levels or staff organization are made during the course of the contract.

• The Contractor must maintain a daily staffing level of 85% of the adopted staffing plan for technicians, and 100% daily staffing levels for service team personnel.

• If a position is vacant for more than forty-five (45) days; the contractor must reimburse the City of Arlington for the subsequent salary savings resulting from the vacant position beginning on day 46 and beyond. The reimbursement will be achieved via a reduction of the corresponding monthly Target invoice. The daily reimbursement rate shall be calculated as follows:

Bid Response Total Wages & Salary for current contract year ÷ 365 Paid position count

• The reimbursement may be waived for up to thirty (30) additional days at the Contract

Administrator’s discretion upon written request by the contractor. The request must include details of the efforts the contractor has made to fill the position, and the reason for the request. The Contract Administrator may choose to waive an amount of fewer than thirty additional days, at their discretion.

Contractor personnel will, at a minimum, provide on-site vehicle maintenance and repair services at City maintenance and repair facilities in accordance with the requirements listed below:

Main Street Shop Location: 1015 West Main Street Main shop services light-duty, medium-duty, Handitran bus, police patrol, and Fire apparatus equipment (not limited to these units) Main Street Shop Normal Business Hours:

• Monday-Friday - 7:00 a.m. to 12:00 a.m. midnight (two shifts)

• Saturday - 7:00 a.m. to 4:00 p.m. (one shift, half-crew)

Fire shop hours

• Monday-Friday - 7:00 a.m. to 6:00 p.m.

South Service Center-Heavy Shop: 1100 S.W. Green Oaks Blvd.

Heavy shop services medium- and heavy-duty truck, truck-mounted equipment, and construction equipment (not limited to these units) Heavy Shop Normal Business Hours:

• Monday-Friday - 7:00 a.m. to 6:00 p.m.

• Saturday - 7:00 a.m. to 4:00 p.m. (half-crew)

On an infrequent basis, the contractor must respond to roadside breakdowns and construction site breakdowns throughout the City.

All shops observe the City of Arlington’s regular holidays:

• New Year’s Day - January 1

• Independence Day - July 4

• MLK Birthday - 3rd Monday in January

• Labor Day - 1st Monday in September

• Memorial Day - last Monday in May

• Thanksgiving - 4th Thursday and Friday in November

• Juneteenth - June 19

• Christmas - December 24 and 25

2. Service Writing/Customer Service:

The contractor will provide the resources to promptly assist customers via phone, email and text when City vehicles are brought to a shop for service. Customers are to be greeted in a designated area within each shop that is staffed during all regular business hours.

The Service Manager and Writers must have a minimum of 1 year of experience in the Fleet industry along with customer service. The City’s Contract Administrator will have input on these position hires. The City expects the Service Manager and Writers to be the liaison between the Fleet Maintenance Contractor and City departments.

All customer contact is to be through Service Manager or Writers (Service Team). The Service team shall ensure that a customer's needs are being fulfilled. The Service Team possesses product knowledge and brings efficiency to the relationship between a customer and the maintenance and repair process.

Working as a liaison for the business, an effective Service Team member brings competence to a customer's experience by coordinating the transaction. Job duties for a service team member revolve around the needs of the customer. They develop relationships with customers through successful management of product and service delivery. Their duties can include tracking repairs and their causes, scheduling technicians and processing warranties. Other duties of the Service Team will include updating AssetWorks with operator information and vehicle information including current photos of each vehicle or unit. Additionally, the Service Team will check all units that come in for services for PM’s due, Manufacturer recalls, Registration, and Inspection.

Contractor personnel will assist the customer in describing the service issues that the customer is experiencing, will immediately open a work order in the City’s fleet management information system, and will provide the customer with a completion date/time estimate at the time the work order is opened or with an email/text, and on the twice-daily vehicle status report.

3. Preventive Maintenance:

The contractor must make preventive maintenance (PM) services the cornerstone of its maintenance program and dedicate enough qualified technicians and/or subcontractors to perform comprehensive inspections at a level and scope consistent with best fleet management practices.

The contractor will run the PM due report in the City of Arlington’s fleet management information system (AssetWorks) and send to all Departments at a minimum of once per week and twice per week for Police Patrol.

To the extent possible, the City of Arlington wishes to have PMs scheduled and completed outside of City business hours (7a-4p) or on Saturdays. The contractor is encouraged to set a scheduling calendar with a two-week window allowing departments time to schedule their vehicles for PM’s to be completed after 4pm (to be picked up the following morning) or on Saturday (to be picked up Monday morning). This will also include heavy equipment and Handitran. PMs are not limited to only second shift or Saturdays. This does not include Police Patrol or Fire apparatus.

Proposers must provide the methodology used in their proposed approach to developing a best in class PM program that minimizes equipment failure by maintaining a constant awareness of the condition of equipment and correcting defects before they become serious problems; minimizes unscheduled repairs by causing most maintenance and repair activities to occur through scheduled inspections; extends the life of vehicles through a systematic and planned approach to maintenance; and reduces lost employee productivity resulting from fleet downtime.

The contractor will perform timely PM services in accordance with best fleet industry practices and covering, at a minimum, the inspection items included in Attachment E to this RFP.

Required inspection intervals are as follows:

• Sedans/Pickups (NAFA Class 1000, 2000, 3000) – AABAAC and Repeat o PM A every 7,000 miles or one year, whichever comes first o PM B every third PM or 21,000 miles, whichever comes first o PM C every 6th oil change or 42,000 miles, whichever comes first

• Emergency Services & Law Enforcement (NAFA Classes ending in **47 & **48) – AABAAC and Repeat o PM A every 5,000 miles or one year, whichever comes first o PM B every third oil change or 15,000 miles, whichever comes first o PM C every sixth oil change or 30,000 miles, whichever comes first

• Medium Duty Trucks, Construction/Industrial Equipment (NAFA Class 4000-9000) - AAC and Repeat o PM A 5,000 miles or 300 hours of use, or one year, whichever comes first o PM C 15,000 miles or 900 hours of use, whichever comes first

• Handitran Vehicles - AABAAC and Repeat o PM A (Fluid Change) - 5,000 miles or one year, whichever comes first o PM B (Fluid change) - 15,000 miles (every third PM) o PM C (Fluid change) - 30,000 miles (every sixth PM) o PM F (DOT Wheelchair Lift and ramp inspection) - Monthly

• Fire Apparatus & Equipment – ABACAD Repeat o PM A – 6,000 Miles or 300 Hours, whichever comes first o PM B – the next 6,000 Miles or 300 Hours, whichever comes first o PM A - the next 6,000 Miles or 300 Hours, whichever comes first o PM C – the next 6,000 Miles or 300 Hours, whichever comes first o PM A - the next 6,000 Miles or 300 Hours, whichever comes first o PM D - the next 6,000 Miles or 300 Hours, whichever comes first

The Contractor will provide a “roving mechanic” service to the Fire Department as needed for the purpose of completing minor adjustments and repairs at fire stations, and for reviewing upcoming schedules for maintenance with the City’s Fire Apparatus Specialist.

The City agrees that this service shall not interfere with the Contractor’s normally scheduled workload and may be modified as agreed to by the Contractor’s General Manager and the City’s Contract Administrator at any time if the parties believe there would be more efficient use of the Contractor’s resources.

For all PMs performed, the Contractor is expected to comply with the performance standards set forth in this document. However, if a City department has been properly and clearly notified (in writing) that a scheduled PM is coming due, and the department fails to bring that vehicle in for its scheduled service, this will not be counted against the Contractor in calculating monthly compliance with PM performance standards. No-shows are excluded from PM compliance KPI computations.

The Contractor will use oils and other fluids that are specified by the City and will implement a program of oil analysis for all vehicles that are powered by diesel engines. Tests must include, but are not limited to, wear metal analysis (identifying the presence of wear metals in the oil and their specific metal or alloys);

contaminants check (which should include, but not limited to, water, anti-freeze, and fuel); a test for any new chemical products formed through wear. A certified and independent lab must perform oil tests. A copy of the results of all tests must be forwarded to the Contract Administrator. The City reserves the right to direct the contractor to perform remedial repairs at no extra cost to the City (assuming that the cause of the repair problem would be classified as a target service) based on the results of the oil analysis tests. Oil analysis must be performed at each oil change for diesel powered vehicles.

The City will assign PM shop locations for each vehicle at the start of the contract. The City reserves the right to make adjustments to PM shop locations, service tasks, echelons, and intervals during the term of this contract at its own discretion. Any adjustments to the PM program mandated by the City will be aimed at improving the long-term condition and cost effectiveness of the fleet.

The Contractor will be consulted on changes before they are made; however, the City will have the final say on the content of the fleet PM program. Fire truck PM services will be administered based on a recommended annual schedule created using manufacturer’s recommendations and national standards (National Fire Protection Association-NFPA #1911, (most recent version).

Due to the Fire Department’s mission critical emergency response priority needs, front line fire apparatus should not be in for PM-A service for more than one day. If remedial repairs are discovered during the PM, and/or provided in list form by the Fire Department, then the contractor will provide an estimated time to complete these repairs.

The City reserves the right to require the contractor to outsource PMs and PM discovered repairs if service turnaround times do not support a high-level of fleet availability or if more than 4 fire apparatuses are overdue for a PM at any given time. The City reserves the right to choose the outside vendor to complete these PM’s and/or repairs at the Contractor’s expense.

The Contractor will work with the Fleet Coordinator to maintain a PM schedule for every vehicle in the fleet and will provide customers with a weekly calendar that provides specific day and time appointment schedules for each vehicle in the fleet. The contractor will cooperate with customers to set appointments that minimize disruptions to City work activities. Appointments will be set with a minimum of two weeks’ notice.

The Contractor will also be responsible for monitoring reports from the City’s fleet management information system (Asset Works/Fleet Focus) to ensure that vehicles that become due for service and that may not appear on the monthly calendar are serviced on time. The contractor will schedule these units for service with customers at a mutually agreeable time that occurs before the unit is overdue for service.

All customers will be given a completion time estimate for PM and statutory inspections. Work will begin on PM and statutory inspections within fifteen (15) minutes when a customer has scheduled a reserved-time appointment and has elected to wait at the shop for services to be completed during normal City operating hours (M-F, 7a – 4p).

Work will begin within two (2) hours on all PM and statutory inspections when a customer elects to drop off their vehicle at a shop without a reserved-time appointment. Customers will be notified by phone and/or email if initial completion time estimates must be extended due to repair work being discovered during the inspection. The Contractor must document all appointments, start times, and completion times for services in the City’s fleet management information system.

The City expects that the Contractor will assume an active role in ensuring a high level of PM program compliance, fleet availability and reduced down-time. The City will consider favorably bid proposals that include specific methods of achieving this goal. Examples of such methods may include, but are not limited to:

• User training and education

• Customer service initiatives for ease of scheduling or improved turnaround time

• Performing PM A service as a “Quick Fix” service as defined below

• Performing at minimum a PM Q every time a vehicle is brought in for service or repair

• Use of approved outside contractors for certain vehicles

Any vehicle that cannot be serviced on its scheduled date must be rescheduled for service within two weeks.

The City’s Fleet Coordinator will work with the Contractor to promote compliance with preventive maintenance schedules and provide enforcement of the preventive maintenance program. If a department does not comply with maintenance schedules and misses scheduled appointments, the Fleet Coordinator must be notified. City employees may be subject to disciplinary action for repeated missed appointments. Contractor performance in this area will also be subject to liquidated damages as described in the Contractor Performance Requirements section below.

4. Vehicle Safety, Emissions, and other Inspections:

The Contractor will be responsible for completing all Federal and State required vehicle inspections and certifications. These include the annual Texas State Safety and Emissions Inspection and fire apparatus aerial device inspections.

An annual Aerial Ladder truck inspection will be performed in accordance with the NFPA #1911, (most recent version). All test work outlined in NFPA #1911, (most recent version), shall be conducted.

The Contractor will have all testing performed by a third-party certified testing company approved by the City.

The Contractor will schedule and observe all testing as well as maintain all records of Aerial Ladder tests on all front-line and reserve Aerial Ladder trucks. Payments to all third-party vendors are expected to be paid in accordance with the State of Texas GOVERNMENT CODE TITLE 10, SUBTITLE F, CHAPTER 2251: PAYMENT FOR

GOODS AND SERVICES.

The Contractor will also have a Qualified third-party approved by the City perform an annual fire pump test in accordance with the NFPA #1911, (most recent version), on all front-line engines, quints, and reserve engines.

The Fire Department’s Apparatus Specialist will assist the Contractor with scheduling up to one (1) year prior of test, so that this service can be coordinated and incorporated into the monthly Fire Department activity schedule. Fire Department personnel may attend and observe the testing procedure. Complete records of all tests will be maintained with copies of tests forwarded to the Fire Apparatus Specialist.

Annual Dielectric Inspection for city aerial bucket vehicles will have all testing performed by a third-party certified testing company approved by the City.

The Contractor will work with the Fleet Coordinator for scheduling of inspections and certifications with each Department Liaison not less than one (1) month prior to the expiration of the current inspection or certification.

The Contractor will affix the appropriate registration stickers to the vehicles and maintain the proper vehicle inspection/certification records.

5. Repairs:

The Contractor will provide for all routine mechanical repairs to the fleet. By definition, all repairs are routine and covered under Target maintenance except for those specifically described in the Vehicle Maintenance and Repair – Non-Target Services section below.

Recurring Target repairs on the same vehicle, or repairs estimated to exceed the fair market value of the unit, should be analyzed by the contractor in advance to determine the repair’s cost-effectiveness and should be approved in advance by the Contract Administrator.

In such cases, if the Contractor believes that vehicle replacement appears to be more cost-effective than repair;

such recommendation shall be presented to the Contract Administrator. The City, however, will make the final repair versus replacement decision. The requirements of this section do not relieve the contractor from the responsibility for meeting the requirements of the Performance Standards section of this RFP.

All customers will be given a completion time estimate for Target repair services at the time the work order is opened or with an email/text to the operator and the liaison of the department. The estimated completion time will be reflected on the twice-daily vehicle status report. The Contract Administrator shall be notified of any repair completion estimates that exceed 24 hours (1 business day). Work will begin on services within fifteen (15) minutes when a customer has made a reserved-time certain appointment and elects to wait at the shop for services to be completed. Work should normally begin within four (4) hours when a customer elects to drop off their vehicle at a shop.

The contractor must report to the Contract Administrator all Target repair services that are not begun within 24 hours (1 business day) of vehicle delivery to a shop. The City reserves the right to direct the Contractor to send vehicles to an approved outside commercial contractor at Contractor’s expense when repair waiting time has exceeded 24 hours (1 business day).

Customers will be notified by phone, text, and/or email if initial completion time estimates must be extended due to additional repair work being discovered during the service. The contractor must document all appointment, start, and completion times for services in the City’s fleet management information system.

The contractor will provide completed work orders to all customers who request them. These can be provided in digital form.

6. Fire Apparatus Repairs:

The contractor will be mindful that fire engines, quints, brush trucks and other emergency response vehicles (Hazardous Materials unit, Light and Air unit, Rescue apparatus, and Utility Vehicles) are of a special mission-critical nature and represent a considerable capital investment for the City. The Contractor will, therefore, take special care in ensuring that only Emergency Vehicle Technicians work on fire trucks and that comprehensive and thorough services are performed.

The City has an ARFF unit. This Apparatus needs to stay in service when at all possible. All PM’s need to be performed at that unit’s designated Fire Station. Most repairs will need to be done at the station as well.

Repairs off site will need approval from the Fire Liaison and Contract Administrator.

The Contractor will send one EVT per year, at Contractor’s expense, to an annual training course offered by the apparatus manufacturer.

Note that the Fire Department will generate an Apparatus Repair/Service Request Form (Form 305) for each individual apparatus and forward to the Contractor’s Fire Shop designee.

7. “Quick Fix” Repairs:

The contractor will provide specific details for the administration of a “Quick Fix” service for repairs that can be completed in less than one (1) hour when the vehicle operator delivers the vehicle to the garage and chooses to wait for the service. Examples of Quick Fix services include but are not limited to replacing wiper blades, fuses, and light bulbs; topping-off fluids; and fixing flat tires. This service will be continuously available during normal hours of operation at each shop location.

8. Tire Services:

The contractor will provide comprehensive tire services including:

• Tire Management

• Inflation

• Maintenance

• Repairs

• Rotation

• Mounting / Demounting

• Disposal and Disposal Fees

• Replacement

• Wear Management

• Balancing

• Field Tire Services

• Installation of Tire Chains

• Warranty Management

• Inventory, security, and maintenance of an assortment of mounted spares compatible with the most common vehicles in the City’s fleet.

The contractor will replace tires when tires have reached minimum tread depths (as indicated by tread-wear indicators or as specified by the table below) or have failed, or are otherwise unacceptable due to weathering, irregular wear patterns, ply separations, bead separations or other unacceptable conditions that affect the safety and performance of vehicles and equipment.

• Prior to repairing or replacing any tire for any reason, the Contractor will inspect and document tread depth.

o If a damaged tire has reached minimum tread depths, as specified by the table below, it shall be replaced. This is a Target cost.

o If a damaged tire has not reached minimum tread depths and is able to be repaired and placed back on the unit, this is a Target cost.

o If a damaged tire is unable to be repaired and placed back on a unit, this is a Non-Target cost. The damage must be clearly documented with photos and attached to the workorder in the fleet management information system.

City of Arlington Tread-Wear Replacement Standards

Any tire presenting with tread depth less than the depth indicated should be replaced.

Police Patrol 5/32”

Fire Equipment 5/32”

Sedans, Pickups, Medium Duty Trucks, Construction & Industrial Equipment, all other equipment

4/32”

Services performed by the Contractor outside Normal Business Hours are subject to the Non-Target labor rate.

The Contract Administrator shall make all decisions regarding the makes and types of tires that the Contractor will purchase and provide to the City. Tire services will be available at both shop locations and after normal business hours on an emergency call out basis (which will be treated as a non-target service).

The Contract Administrator will have the final decision regarding when contractor personnel or subcontractor must replace tires.

The Contractor should not scar and/or damage the white rims and aluminum wheels of fire apparatus. Mats must be used to cover the ground when separating the tire from the rims so as not to scar the rims. No plugs are allowed in fire apparatus tires. All lug nuts are to be tightened to specification using a torque wrench. The City will also require that all Trucks have Lug Nut Indicators installed.

Any damage that occurs as a result of a tire repair will be documented and submitted to the Contract Administrator within 24 hours of the repair.

Note that previous fleet maintenance contractors have chosen to outsource some aspects of tire services to a third-party vendor and the City is happy with the current service response and quality. Proponents may choose to continue outsourcing tire services or provide the service themselves. Outsourced tire parts and/or services, regardless of Target or Non-Target status or time of day performed, are not subject to the commercial mark-up fee outlined in Section II. Respondents should thoroughly explain their rationale for either approach in their proposals.

9. Warranty and Recall Work:

The contractor will work with the Fleet Coordinator to negotiate, manage, administer, claim and recover all warranties and recalls offered by vehicle manufacturers, parts, and component suppliers, and any subcontracted repairs. The contractor will add warranties to the City’s fleet management information system (currently FASuite by AssetWorks) warranty recovery module and return proceeds to the City via credits against target or non-target monthly invoices. The five (5) categories of warranties to collect are:

• New and Used Fleet Asset Standard Warranty

• New and Used Fleet Asset Extended Power Train Warranty

• New and Used Attachment, Option, Upfit and Customize Warranty

• Replacement Parts and Components Warranty

• Outside Repair Labor Warranty

The City may elect to reimburse the Contractor for low-cost warranty work if the City believes that the vehicle downtime required to complete the warranty repair is not worth the cost.

The Contractor is encouraged to obtain authorization from the various vehicle manufacturers to perform in-house warranty work on City vehicles in order to reduce the turnaround time for warranty repairs. Proposers are reminded that the requirements of this section do not relieve the contractor from the responsibility for meeting the requirements of the Standards of Performance section of this RFP.

10. Subcontracting:

The Contractor’s bid proposal must define the types of repairs that will be conducted by subcontractors outside of City facilities. Any substantial change in this plan during the term of any agreement must be reviewed and pre-approved by the City to ensure that the outside repair versus in-house repair decision remains justified.

The Contractor will be responsible for arranging, managing, and paying for all outside repairs, and will assume full responsibility and liability for the quality of these repairs. The requirements of this section do not relieve the contractor from the responsibility for meeting the requirements of the Standards of Performance section of this RFP.

11. Field Service and Road Calls:

The contractor will routinely provide field services “Roving Mechanic” to the Fire Department. Such services include, but are not limited to:

• A/C diagnosis/repair/service

• addition of fluids

• light bulb replacement

• installing minor replacement parts

• repairing Knight/Command lights

• repairing and replacing various brackets

• training Fire Department personnel on new apparatus maintenance and operations

• field diagnosing and providing information to fire apparatus shop personnel and other minor repairs as necessary

Such services will generally be performed at fire stations, and other facilities as needed, and include a wide range of short duration (less than one hour) services that can be effectively and efficiently completed in the field so that the Department is not required to leave a station unattended or to move a reserve unit into place for minor services.

The Fire Department has an ARFF unit (Aircraft Rescue and Fire Fighting)

• This unit is housed at the Fire Station at the Arlington Municipal Airport, 5000 South Collins Street.

• All services and repairs to this unit will need to be done at the Airport Fire Station.

• If any services or repairs require that the ARFF unit be relocated, both the Fleet Manager and the Fire Department’s Apparatus Specialist must give approval.

Other City departments may also request “Roving Mechanic” services for construction equipment that is not easily transported to one of the City’s shops. The contractor may appeal to the Contract Administrator if it believes that the nature and/or scope of remote services being requested by customers are not appropriate.

During the contractor’s normal business hours, and within the City limits, response time to requests for roadside service will not exceed forty-five (45) minutes. During non-business hours, response times will not exceed sixty (60) minutes.

Response time is defined as the time the call is received by the contractor to arrival by the contractor (or a subcontractor) on the scene. The contractor may subcontract part or all the services required under this section, but this will not relieve the contractor from meeting the response time requirements of this section.

The date, time, cause, and response time for each road service provided under the terms of this section will be included in the next monthly report submitted to the City (see Record Keeping and Reporting section below).

12. Seasonal Equipment Preparation:

The Contractor will prepare seasonal equipment for service at the direction of the Contract Administrator or client department managers. The seasonal equipment program must result in equipment being thoroughly inspected and made ready for service, before the season in which they are required. Seasonal equipment preparation may include such activities as mounting and demounting sand spreaders and plow blades. Seasonal prep should begin in October and continue through March, annually.

13. Road Testing:

The Contractor must conduct a road or appropriate operations test on all vehicles and equipment that have had safety-related repairs or adjustments (e.g., brakes, steering, etc.) prior to being placed back into service.

The Contractor, prior to the units being returned to service, must provide documentation (work order) indicating that the Contractor explicitly affirms that these vehicles and equipment are safe to operate. When testing Emergency Vehicles, the Contractor will use signage to identify out of service units. For example, using magnetic signs.

14. Waste Management:

The Contractor will provide for the handling, gathering, and disposal of all hazardous and non-hazardous waste products produced through normal garage operations. Disposal of all waste materials will be done in accordance with City policies and ordinances, and local, state, and federal laws and regulations. All tires will be rendered non-usable before disposal.

The Contractor will provide training for its employees and will obtain and maintain all required permits and records, including Safety Data Sheets (SDS) and contingency plans for handling a spill or other mishap on all hazardous materials and waste products, and will report all incidents to the Contract Administrator.

The Contractor will ensure that all waste management efforts are documented and that copies of these documents are provided to the Contract Administrator upon request. Any revenue generated from waste products shall be returned to the City.

15. Fuel Management:

The City operates 14 locations that dispense gasoline and diesel fuel; two locations are large fueling depots, the remaining twelve are smaller fuel outposts which service parks, recreation, and golf facilities. Four of the sites are managed through the City’s fleet management information system (AssetWorks FA Suite) FuelFocus module.

The Contractor will be responsible for the overall operation and administration of all City-managed fueling sites including user management, equipment management, fuel delivery intake and record-keeping, and fuel dispensing. The Contractor will be responsible for verifying the quantity of all fuel delivered and receiving the bill of lading from the fuel transport driver. The BOL will then be transmitted to the City for reconciliation. The Contractor will be responsible for maintaining fuel dispenser inspection logs at all City sites and complying with all state and federal guidelines governing the maintenance and operation of such sites. The Contractor will maintain all fuel pump equipment at all City-owned fueling sites. Fuel filters must be replaced every 6 months and will be considered Target Repairs.

The Contractor will be responsible for managing all repairs to the fuel pumps and equipment at all City-managed fuel locations. These repairs may include hoses, fuel pump handles, and nozzles. These repairs will be billed as Non-Target repairs and are governed under the same guidelines as all other Non-Target repair detailed below in Section IV.

The City maintains separate annual requirements contract(s) for the purchase of fuel, and the City will be responsible for the ordering, procurement, and payment of all fuel inventory. The vendor will be expected to work collaboratively with the City and the City’s fuel vendor(s) to facilitate the efficient and effective monitoring and delivery of fuel products.

The Contractor’s bid proposal should provide specific details, including staffing plans, for the administration and execution of these fuel management requirements.

16. Repair Priorities:

The Contractor will provide preventive maintenance and unscheduled repairs to all Target vehicles and equipment using the City’s established repair priority schedule (below). The schedule will be subject to approval and modification by the City's Contract Administrator. The Contractor will recommend a daily and weekly repair priority system for the City. The Contractor's daily and weekly repair schedule will be in accordance with the demands and directions of the City’s Contract Administrator.

The City reserves the right to change repair priorities in an effort to manage vehicle and equipment downtime.

The City reserves the right to change repair priorities in efforts to respond to emergency events.

The City’s Contract Administrator may direct a specific vehicle, which is assigned a lower priority, to be temporarily responded to as if it were assigned a higher priority. This would be for reasons critical to conducting the business of the City and only apply on a case-by-case basis.

As a general guideline, the normal repair priorities by vehicle and equipment type are as follows:

Priority 1 Emergency response vehicles and firefighting apparatus, police patrol vehicles, and Handitran vehicles

Priority 2 Police undercover and unmarked units, fire administration vehicles, backhoes, jet/vac equipment, bucket trucks, and dump trucks

Priority 3 Work trucks, pickups, utility vehicles, landscape management vehicles and equipment

Priority 4 All other vehicles and equipment units, such as administrative sedans and small engine equipment

IV. NON-TARGET SERVICES TO BE PROVIDED

1. Staffing Requirements:

Non-Target services may be performed during Normal Business Hours or outside Normal Business Hours, as determined by the Contractor in coordination with the City, provided such scheduling minimizes vehicle downtime, avoids unnecessary overtime, and supports operational readiness.

Overtime rates for Non-Target services shall apply only when work is performed outside Normal Business Hours, as defined in Section III, and when such scheduling is approved in advance by the City or required for emergency response.

Target work should be prioritized over non-target work unless otherwise directed by the City.

The Contractor will comply with the City’s requests to provide standby fleet maintenance and repair support outside of Normal Business Hours. The City will notify the contractor when a requirement exists, and the nature and anticipated duration of the response needed from the Contractor.

The Contractor will be on-site and providing service with an appropriate complement of personnel within one

(1) hour of notification that such services are required. In addition, the contractor will have one (1) mechanic on-call with a similar one-hour response time on a 24-hour, 7-day per week basis for each shop location to provide support during call-out situations. This person must be trained, qualified and prepared to provide the services for which he/she has been dispatched to provide, including repairs to Fire Apparatus and other emergency response vehicles and equipment.

2. Repair Reason Categories:

• Accidents – refers to damage to vehicles caused by operator error or by another vehicle that results in a completed accident report.

• Dead Battery – refers to a battery replacement, jump start, or service call resulting from the operator’s carelessness or negligence in turning off the vehicle’s power supply.

• Physical Damage – refers to any physical damage to a City vehicle resulting from vandalism, theft, Acts of God, abuse, misuse, work damage, or unreported accidents.

• Non-Funded – refers to equipment or vehicles which have no VEU assigned to them and are not included in the Target maintenance calculation. All work conducted on this equipment is considered Non-Target.

• Neglect or Abuse – refers to physical damage to City equipment, determined by the technician or Service Writer was caused as the result of operation that was intentionally or willfully neglectful or abusive; also repairs that are needed as a result of the patently incorrect use of equipment or attachments.

• After Hours – refers to any repairs directed by the City to be made outside of Normal Business Hours as defined in Section III.1.

• Duplicate Keys – refers to the creation - or ‘cutting’ - of new keys, or the procurement or replacement of additional key fobs

• Extended Life – refers to maintenance or repairs typically covered under Target to a vehicle that remains in service beyond the replacement guidelines for a vehicle of that class.

• Decommissioning for Auction– refers to activities and services required to decommission used vehicles in preparation for auction.

• Non-Target – refers to any other work that is performed on a vehicle that is not covered under Target parameters or is expressly defined herein as a Non-Target service (i.e. Roadside Assistance, tire replacement)

• Upfitting – refers to any requested modification or service required to prepare a new vehicle to be placed into service. This includes the installation of minor accessories - such as trailer hitches and lights, major upfit - such as transferring of bodies, aerials, lifts, or other mechanical equipment, the installation of emergency vehicle lighting and interior accessories, or the complete refurbishment of a vehicle in lieu of replacement.

3. Extended Life Repairs:

Vehicles that have exceeded their useful life, as defined by the replacement parameters for the vehicle class as outlined in Attachment F to this RFP, will be subject to shared liability for maintenance and repair services.

During the contract year, all repairs and preventive maintenance services which would occur during the normal course of a vehicle's operational life will continue to be covered under the definition of Target repairs as outlined in this section.

However, the successful contractor will only be ultimately responsible for the cost of labor, parts and subcontracted services up to a per-unit Deductible Amount calculated for each piece of equipment as follows:

Equipment’s Assigned VEU Value X

Bid Response Total Target Cost for the Current Contract Year

Total VEUs in City Fleet

Eligible units will be those units that have surpassed either expected replacement parameters prior to, or during, the contract year; including units disposed of in the contract year. The equipment’s age for determining replacement status shall be calculated using the in-service date recorded in the City’s fleet management information system. The actual parts and services cost for each eligible unit will be compared by the contractor to each unit's Deductible Amount and any amount in excess of the unit's Deductible Amount may be billed to the City on the Non-Target Billing beginning in the month it was deemed beyond life cycle parameters.

Sample Unit Life Extension Calculation

Total Target Cost ($1, 000,000) / Total VEUs in Fleet (1,000) = Deductible Amount per VEU ($1,000)

Unit's Assigned VEU (2.5) x Deductible Amount ($1,000) = Unit's Assigned Life Extension Deductible Amount = ($2,500)

Unit's Target Cost incurred after out of life parameters ($3,000) - Unit's Life Extension Deductible Amount ($2,500) = Non-Target Billed Expenses ($500)

Any Non-Target expenses not correctly captured, calculated, and billed to the City in the monthly Non-Target invoice submitted by the vendor will not be allowed on subsequent invoices. Any expenses not identified as Non-Target Extended Life will be considered provided as Target services by the vendor.

Any Extended Life charges found by the City to have been incorrectly invoiced must be reimbursed directly, within 30 days’ notice of incorrect billing by the City.

4. Upfitting (Capital Improvements):

Modifications, upfits, and capital improvements to vehicles immediately after they are procured, or while they are in service will be treated as Non-Target services. Examples of such services include installation of accessories and equipment, moving attached equipment from one vehicle to another, and complete refurbishment of a vehicle in lieu of replacement.

Vehicles undergoing modifications and capital improvements will be excluded from certain calculations of contractor performance (see Standards of…