14-Specifications and Requirements - TRN2131409B1.pdf

SPECIFICATIONS AND REQUIREMENTS

Altec Aerial Device and Crane Parts and Repair Services

1. PURPOSE

1.1. The Broward County Fleet Services Division seeks bids from qualified Original

Equipment Manufacturer (OEM) dealers or authorized service providers to establish an open-ended contract for furnishing original equipment manufacturer (OEM) parts, diagnostics, inspection, testing, repair, structural evaluation, and preventative maintenance services for County-owned Altec aerial devices, cranes, and lifts. This contract will support the Fleet Services Division and other Broward County agencies.

1.2. The objective of this contract is to ensure equipment safety, reliability, and operational readiness. Maintain compliance with OEM specifications and ANSI/OSHA standards.

Reduce downtime and extend equipment service life. Standardized inspection, testing, and documentation procedures.

2. SERVICE LOCATIONS

2.1. Services may be performed:

2.1.1. Onsite (County facilities within Broward County)

2.1.2. Off-site (Bidder’s authorized service facility)

Separate hourly labor rates must be provided for on-site and off-site services.

3. PRICING

3.1. Pricing submitted shall represent total compensation payable for the performance of all services and delivery of commodities under this solicitation, including maintenance labor, travel time, equipment usage, consumable, shop supplies, environmental handling, and disposal fees.

4. DEFINITIONS

4.1. Applicable Law: any law, rule, or regulation put in place by the Federal, State or Local

Government having jurisdiction in Broward County, Florida.

4.2. Bidder: an authorized supplier, contractor, or organization making an offer for this solicitation/Contract.

4.3. Warehouse Distributors: an authorized provider that purchases goods directly from the manufacturer.

4.4. Manufacturer’s Suggested Retail Price (MSRP): a list of retail parts and equipment prices for Construction/Heavy Machinery provided by a manufacturer to convey to the public or a consumer the public retail pricing of such items. The pricing must be available via an on-line or downloadable document for periodic price verification by County. For the purposes of this solicitation and bid uniformity, the acronym MSRP also includes similar terminology that may be utilized in the industry, such as: MRP (Manufacturer Retail Price), RP (Retail Price), or List Price. Submission based on price lists that reflect government, resale, wholesale, jobber, internet, and any other non-retail pricing from the manufacturer will not be considered. The list submitted by Bidder may be confirmed by County from the manufacturer.

4.5. Original Equipment Manufacturer (OEM): the manufacturer of the original equipment and parts manufactured directly for or by this company.

4.6. Aftermarket Parts: parts that are not manufactured by the OEM.

4.7. Special Order Parts: any part not normally warehoused at Bidder’s facility, regional distribution center, or any of their service locations.

4.8. Power Take-Off (PTO) hours: refers to the total time a vehicle’s engine is used to power auxiliary equipment, such as a bucket lift, crane, or hydraulic pump.

4.9. Hourly labor rate: the all-in hourly rate bid by Bidder for in-house (off-site) and/or field (on-site) services labor, including use of equipment, travel time, and all other elements of cost or price. Bidders must clearly identify and price separately the rates for on-site and off-site services.

4.10. Regular workdays/hours: except as expressly noted herein, Monday – Friday, 7:00 AM to 5:00 PM.

4.11. After Hours/Overtime: the all-in rate bid by Bidder for in-house and/or field services labor provided to County outside the hours of regular workdays/hours as defined herein. The maximum overtime labor rate is one and one-half (1½) times the regular hourly labor rate. Separate on-site and off-site overtime rates must be provided.

4.12. Emergency Services: repair identified by County as an emergency that is necessary for a system to operate. The costs associated with emergency repairs will be included in the established labor rates specified in the solicitation.

5. QUALIFICATIONS

5.1. Bidder must be an OEM dealer or authorized service provider for ALTEC aerial devices, lifts, and cranes. Documentation (manufacturer letter, executed agreement, or official listing on manufacturer’s website) must be submitted with the bid.

5.2. Bidder must have at least one fully equipped and established authorized service center located in Miami-Dade, Broward, or Palm Beach County.

5.3. Bidder must possess all licenses, permits, and certifications required by federal, state, and local law to perform the scope of work described herein.

6. LICENSING AND CERTIFICATION REQUIREMENTS

6.1. Bidders must demonstrate and maintain compliance with the following licensing and certification standards:

6.1.1. Florida Contractor Licensing: Vendor shall possess the following valid and active licenses issued by the Florida Department of Business and Professional Regulation (DBPR) or Broward County as applicable to the scope of work performed:

6.1.1.1. Certified Mechanical Contractor (CMC) – for work involving hydraulic and mechanical system repairs.

6.1.1.2. Certified Electrical Contractor (EC) – for electrical and control system repairs on lift and crane assemblies.

6.1.1.3. Certified Crane Contractor (CCC) – for work involving major repairs, assembly, or reconfiguration of crane structures.

6.1.1.4. Subcontractors performing trade-specific work (e.g., welding, structural modifications) must also hold valid licenses consistent with Florida Statutes Chapter 489 and Broward County Code of Ordinances, Chapter 9.

6.2. AWS Welding Certification: All structural welding must be performed by welders certified under the American Welding Society (AWS) D1.1 Structural Steel Code or equivalent. Proof of current certification must be available upon request.

6.3. Altec and Manufacturer Certifications: Technicians performing diagnostics, maintenance, or repairs must hold current Altec Factory Service Training certifications or equivalent credentials recognized by the manufacturer.

6.4. Environmental and Safety Compliance: Vendor shall maintain compliance with all applicable OSHA, ANSI A92.2, EPA, and Florida Department of Environmental Protection regulations governing the handling of hydraulic fluids, solvents, and hazardous materials.

6.5. Proof of Licensure: Copies of all required licenses and certifications must be submitted with the bid and updated annually or upon renewal.

Vendor must provide Broward County with immediate written notification of any license suspension, revocation, or expiration.

7. GENERAL SERVICE REQUIREMENTS

7.1. All repairs must be performed by mechanics certified by Altec or with equivalent manufacturer-recognized training.

7.2. All services shall comply with Altec manufacturer guidelines, OSHA, ANSI A92.2, and applicable state/local regulations.

7.3. Bidder must provide mobile service technicians for on-site diagnostics and repairs.

7.4. Bidder must maintain a fully equipped off-site repair facility capable of performing structural repairs, rebuilds, and remounts.

7.5. Detailed service records must be provided electronically for each repair, including work performed, parts used, and labor hours.

8. TECHNICAL SERVICE SPECIFICATIONS

8.1. Troubleshooting and Diagnostics: Technicians must be capable of performing comprehensive diagnostic checks on Altec's specific hydraulic, electrical, and mechanical systems. This includes using manufacturer-specific diagnostic tools.

Inclusive of the following:

8.2. Hydraulic Systems: Services must include Static and dynamic pressure testing, flow rate verification, cylinder drift testing, and leak detection.

8.3. Electrical Systems: Repairs must cover all electrical components, including controls, wiring, safety interlocks, and emergency controls. Services must include continuity testing, insulation resistance testing, circuit load testing, and safety interlock verification.

8.4. Fluid Sampling: Bidder must offer sampling services to test the condition of hydraulic oil and other fluids.

9. SPECIALIZED & STRUCTURAL TESTING

9.1. Load Testing:

9.1.1. Major Structural Inspections: Mandated after the first 15 years of service, and every 10 years after that, including a structural load test and inspection for cracks.

9.1.2. New/Altered Cranes: OSHA requires load testing (up to 125% of rated capacity) for new, modified, or significantly repaired cranes before initial use.

9.2. Dielectric Testing:

9.2.1. Qualification/Periodic Testing: Required for insulating aerial devices to verify the equipment continues to provide the expected insulation.

9.2.2. Frequency: Periodic dielectric tests are typically required annually, or after the repair/replacement of insulating components.

9.3. Fluid Sampling and Analysis: The condition of the hydraulic oil and other fluids must be tested, often annually.

9.4. Torque Testing: Critical fastener torque is checked with a torque wrench to confirm load holding integrity, as defined in the maintenance manual.

10. PREVENTATIVE MAINTENANCE SERVICES

10.1. Scheduled Maintenance: Services must include performing routine preventative maintenance according to Altec's manufacturer-recommended intervals (e.g., quarterly, annually, or based on Power Take-Off (PTO) hours).

10.2. Pre-Inspection Checklist: Before any work is done, the technician must complete a thorough pre-service inspection checklist that covers the entire unit and complies with manufacturer requirements.

10.3. Lube Service: All lubrication points, including slide pads, bushings, and rotation bearings, must be greased per manufacturer specifications.

10.4. Fluids: Fluid replacement and contamination analysis.

10.5. The costs associated with preventative maintenance services will be included in the established labor rates specified in the solicitation.

11. PARTS AND INVENTORY

11.1. OEM Parts Requirement: Only new Original Equipment Manufacturer (OEM) parts or manufacturer-approved equivalents may be used for repairs. No aftermarket parts are permitted.

11.2. Parts Availability: The Bidder shall maintain an adequate inventory of critical Altec OEM parts to ensure compliance with the turnaround times specified in Section 12.

Upon County’s request, the Bidder must provide a certified inventory report or access to their Inventory Management System to verify stocking levels for high-priority components. If a part is not in stock, the Bidder must provide verifiable evidence that the part has been ordered within twenty-four (24) hours of the repair diagnosis.

12. SERVICE DELIVERY

12.1. Emergency Response: The Bidder must provide emergency repair services and specify a maximum response time in their proposal. The maximum response time shall not exceed two (2) hours for on-site emergencies within Broward County.

12.2. Turnaround Time: Bidder shall include estimated turnaround times for routine and complex repairs.

12.2.1. Routine repairs: The Bidder shall complete all routine repairs and scheduled preventative maintenance within five (5) business days. This period begins the moment the vehicle is delivered to the Bidder’s facility or, for on-site services, from the time of the initial service request.

12.2.2. Major structural repairs: Repairs involving the boom, rotation system, or structural welding shall be completed within fifteen (15) business days.

12.2.3. Parts Delay Exception: Extensions beyond these timelines will only be granted if the Bidder provides written documentation within twenty-four

(24) hours of the identified delay. Acceptable documentation includes a manufacturer’s back-order notice, a purchase order with a confirmed shipping date, or a carrier tracking number.

12.2.4. Status Reporting: The Bidder must provide the County with a status update every forty-eight (48) hours for any repair exceeding the initial five-day window.

12.3. Work Authorization: No repair exceeding $500 shall commence without written County authorization.

12.4. Written Estimates: Estimates must be submitted within twenty-four (24) hours of service request or equipment drop-off.

12.5. Inspection and Acceptance: County’s Fleet Services Supervisor or designee shall inspect and approve completed work prior to final acceptance.

13. DAMAGE REIMBURSEMENT

13.1. Vendor shall be responsible for any damages to County property during repair or testing. Vendor must maintain General Liability Insurance of at least $1,000,000 per occurrence and Garage Keeper’s Liability coverage. Proof of insurance must be provided before contract execution.

14. CUSTOMER SUPPORT REQUIREMENTS

14.1. Vendor shall respond to County technical inquiries within four (4) business hours during normal workdays.

15. WARRANTY

15.1. Coverage: The Bidder shall provide a minimum twelve (12) month warranty on all parts and labor, or the manufacturer’s standard warranty, whichever is longer. The term begins upon the County’s final acceptance of the equipment.

15.2. Remedy: Warranty service must be performed at no cost to the County, including labor, parts, and all transportation or travel expenses.

15.3. Priority Response: Warranty claims must be addressed on-site or picked up within twenty-four (24) hours of notification. Repairs must be completed within three (3) business days, as these are high-priority tasks.

15.4. Transport Costs: The Bidder is responsible for all transportation, towing, or travel costs associated with performing warranty-related repairs.

15.5. Transferability: All warranties provided by the Bidder or the manufacturer shall be transferable to the County without further action or cost.

15.6. Documentation: All repair records must explicitly state the warranty expiration date for the specific parts and services provided.

16. PASS-THRU ALLOWANCES

16.1. This solicitation includes an allowance for specialized subcontractor services and

Freight/Shipping charges for parts. Prior written approval for pass-thru allowance is required by the Fleet Services Supervisor or Authorized County representative.

16.2. The Bidder will charge the County the same invoice price charged by their suppliers for shipping/freight fee and for specialized subcontractor repairs. A copy of the invoice evidencing the charges must be submitted with the Bidder’s invoice for payment.

17. INVOICES

17.1. Invoices must include the following:

a) Purchase Order Number

b) Equipment Unit Number

c) Date of Service

d) On-site or Off-site Service Indicator

e) Labor Hours and Rate

f) OEM Part Numbers

g) MSRP Price and Discount applied

h) Warranty dates

Payment terms: Net 30 days from County acceptance of work and receipt of invoice.

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