2022-RFB-0104_-_Specifications,_Requirements_and_Verification.docx

2022-RFB-0104 – Specifications, Requirements, and Verification Light Fleet Towing Services Section 1: Specifications I. Services to Be Provided: Contracted vendor shall provide Light Fleet Towing Services for disabled vehicles and/or equipment owned and operated by the County of Sacramento.

II. Double Dipping: The County will accept no ‘double-dipping’. Example: there are three vehicles at one location – one had its keys locked in it, one needs a tire change and the third vehicle needs to be towed to the garage. The tow truck is twelve miles away. The County receives six free in-route miles, but must pay for the additional six miles in order for the tow truck to arrive. This six mile charge will only apply once since all 3 vehicles are at the same location and will be serviced by the same tow truck.

III. Excess In-Route Mileage Charges: The County does not wish to pay for excess in-route mileage (i.e. The County calls for a tow and the only tow truck available is 50 miles away. The contracted vendor must advise the County that the only available driver is 50 miles away and give the County the option of calling the other contracted vendor).

IV. Fuel Surcharge Structure: A fuel surcharge will only be granted if diesel prices rise above $5.00 per gallon, based on the OPIS (Oil Price Information Service) index. If the fuel cost rise to $5.00 per gallon, a 6% surcharge may be added to each invoice. If the fuel cost rise to $5.35, an 8% surcharge may be added to each invoice. An additional 2% may be added for each additional .30 increase. As fuel prices decrease, the surcharges must decrease accordingly.

V. Downtown Garage Location - Special attention must be given when scheduling a delivery to the Downtown Garage. A trailered vehicle will not fit due to the low ceilings. The Downtown Garage is an underground facility. See item V.

VI. Assistance from County Employees: The County employees are not available to help remove cars from tow vehicle (i.e. a driver delivers a vehicle to the Downtown Garage – an underground facility - but cannot get in to deliver the car because of the height clearance). County employees cannot be expected to help the driver get the car down.

VII. Site Inspection: Prior to the award of the contract the County may require a site visit to evaluate your company, its shipping, invoicing and way of doing business.

VIII. False or Misleading Statements: Bids which contain false or misleading statements, or which provide reference which do not support an attribute or condition contended by the vendor, may be rejected. If, in the opinion of the County, such information was intended to mislead the County in its evaluation of the bid and the attribute, condition, or capability is a requirement of the RFB, the bid shall be rejected. This includes but is not limited to the purposeful submission of lower pricing in a bid, followed by a subsequent increase when an intent to award is issued.

IX. Standby Times: The vendor shall clearly state the reason for any standby time on the tow ticket. Vendor will document these instances and provide them to both the Contract Services Officer and department contact on a quarterly basis via e-mail submission.

X. Price Increases: Vendor agrees that prices quoted in the bid will remain fixed for the duration of the first year of the contract. At renewal, after one complete contract term, the vendor may submit a written request for price increases along with justifiable documentation regarding the increase. The request must be submitted to the issuing contract services officer.

XI. Invoicing: The vendor will be expected to adhere to invoicing procedures as required by the County auditor-controller's office. Failure to comply with established procedures will be grounds for termination of the contract.

XII. Vehicle Damages: All vehicles shall be handled in such a way that they remain in the same condition as they existed before being towed. All personal property and contents in the vehicle shall be kept intact. Any damages to towed vehicles shall be solely the contractor’s responsibility.

XIII. Work Site Damages: Any damage to existing utilities, guardrails, or equipment of finished surfaces resulting from the performance of any contract awarded from this solicitation shall be repaired to Sacramento County’s satisfaction, at the contractor’s expense.

XIV. Damage Claims: The contractor shall be responsible for resolution of any and all claims. Claims made to Sacramento County as a result of this work will be referred to the contractor for handling. Failure to properly respond to and resolve property claims constitutes unsatisfactory performance and may result in termination of contract.

XV. Inspections: Tow vehicles may be subject to inspection by the Sacramento County Fleet Services Mechanics at any time.

XVI. Towing Weight Classification: Contractors must be capable of providing towing services for the listed vehicle classifications. Sacramento County reserves the right to call specialized recovery equipment which the contractor is not capable of providing in a timely manner. This shall cover towing of any automobile or light truck up to 14,000 registered GVW.

XVII. Equipment Requirements: Contractor will have a sufficient number of adequately equipped tow vehicles to meet the demands of these specifications and shall operate an adequate number of tow vehicles to answer multiple calls from the County at the same time.

XVIII. One of the County of Sacramento’s light equipment shops, the Downtown Garage, is located in the basement of a public parking garage that has maximum clearance of 7 feet, 6 inches. Contractor shall operate adequately equipped tow vehicles capable of providing tow services in and out of the Downtown Garage.

XIX. Award Criteria: The award will be in accord with, but not limited to, the result of our evaluation of:

a. Your experience and expertise in the subject industry, as evidenced by your response, and Appendix I - Scope of Work

b. Our perception of your understanding of our stated needs and specifications, as evidenced by your response and possibly a site visit

c. Your pricing structure (Appendix K – Pricing and Cost Response)

d. Past service level with the County (if applicable)

e. Upon contract renewal (end of the first annual term), a favorable Customer Service Survey

Section 2: Requirements Please indicate the requirements you will be able to meet under this bid:

[ ] Contracted vendor shall be in possession of any licenses required to operate a towing business in Sacramento County at the time of bid submission and while contract is in force.

[ ] All operators and drivers employed by the contracted vendor must be properly licensed in accordance with the California State Vehicle Code, and shall be qualified and competent to respond to calls for service.

[ ] Contracted vendor must be able to provide service twenty-four hours a day, seven days per week, including holidays.

[ ] Contracted vendor must respond within one hour of County’s request for towing service. Response time for road calls and towing service within the County of Sacramento, from the time of the service request call to the arrival on scene, will not exceed 60 minutes.

[ ] Contracted vendor shall be able to provide return tow services for disabled county vehicles outside of the County of Sacramento. When applicable, the contractor shall issue payment for storage fees when retrieving the county vehicle. The contractor will itemize and include the storage fees on the tow ticket and invoice.

[ ] Contracted vendor must be able to furnish all necessary tools and equipment to facilitate towing of all vehicles including those with automatic transmissions, all-wheel drive vehicles, and vehicles with extended bumpers.

[ ] Each tow vehicle shall comply with all legal light requirements.

[ ] Each vehicle must have a revolving or flashing amber light capable of 360’ degrees visibility mounted, which will be used only at accident site, emergency scenes or while towing.

[ ] Each tow vehicle must carry a broom, shovel, flares, a 20 BC rating fire extinguisher(s) or equivalent in working condition.

[ ] Each tow vehicle must carry a portable tail and stop lamp bracket with an extension cord cable capable of being mounted on the rear of a damaged or disabled vehicle.

[ ] Each tow vehicle must be equipped with tow pinch bars or comparable and two snatch blocks or equivalent in working condition.

[ ] Each tow vehicle must have a tow sling or other comparable device made of a material designed to protect vehicles / motorcycles while being towed.

[ ] Each tow vehicle must carry a portable dolly, or its equivalent, for hauling vehicles that cannot be towed.

[ ] Tow vehicles must be maintained in good mechanical condition and the interior must be kept reasonably clean.

[ ] Tow vehicles must be properly registered and insured.

[ ] Tow vehicles must be equipped with cellular telephone and two-way radio equipment to communicate with a base station at the contractor’s home office.

[ ] Minimum tow cable length shall be 200’ on each tow vehicle.

[ ] Equipment must be commensurate with the manufacturer’s basic boom rating.

[ ] Tow vehicles must display the firm’s name, city and telephone number painted on, or permanently affixed to the vehicle.

[ ] The driver must have reflective safety vest available.

[ ] Tow vehicles must be equipped with commercial absorbent (minimum of 5 gallons) to be used as quick cover up and cleanup of minor spills.

[ ] Tow vehicles must be equipped with standard tools, i.e. hammers, screwdrivers, lug wrenches, wrecking bars and other related tools.

Section 3: Verification The following are documents are mandatory to verify your qualifications. Your bid will be considered incomplete and non-responsive if you do not upload the following items with your response:

1. Equipment Inventory [ ] Along with the bid response, the contractor shall submit a current list of tow trucks and towing equipment, including class, make, model, year and capacity for each tow vehicle that will be used to fulfill the duties of the contract resulting from this bid.

2. Equipment Insurance [ ] Along with list of equipment, please include the amount of “ON HOOK” Insurance coverage for each vehicle.

3. Level One Inspection [ ] Along with the bid response, the contractor shall submit copies of the Level One Inspection by CHP. These must be less than one year old.

4. Copies of Current Registration [ ] Along with the bid response the contractor shall submit copies of current registration for all tow vehicles that will be used to fulfill the duties of the contract resulting from this bid.

5. Drivers [ ] With the bid response, the County requires a list of drivers, with years of experience, copies of training certificates for each driver along with a copy of their current DMV Pull Notice.

6. Drug Testing [ ] Include a copy of your company’s Drug Testing Certificate listing the employees in the pool.

7. Motor Carrier [ ] Include a copy of your operating authority (Motor Carrier #).

Appendix I – Specifications, Requirements, and Verification - RFB 8305 Light Fleet Towing Services