2024-RFB-0427_Operating_Lease_Responsibilities.pdf

2024-RFB-0427 – OPERATING LEASE RESPONSIBILITIES

COUNTY OF SACRAMENTO

COMMUNITY SERVICES AGENCY

DEPARTMENT OF WASTE MANAGEMENT AND RECYCLING

GENERAL: The County of Sacramento intends to secure One (1) to (4) Tractors for use at the North Area Recover Station (NARS) and County’s Kiefer Landfill (KLF). The County will operate the Tractor up to 7-days a week, 52-weeks a year.

The County intends to secure the Tractor through a one or two-year operating lease with the intent of returning the Tractor at the end of the term.

Operating lease including maintenance except for what are identified as the COUNTY’S

RESPONSIBILITIES

1. The County will be responsible for the Daily Inspections of the Tractor as outlined in the manufacturer’s “Operating and Maintenance Manual” and will be documented daily on a form provided by the Proposer.

2. The County will be responsible for maintenance items that are “When Required”, as outlined in the manufacturer’s “Operating and Maintenance Manual”. These maintenance intervals include but are not limited to greasing, lubricating, maintaining appropriate fluid levels, exchanging air filters (cab and engine), replacing wipers, replacing lights, etc. The Proposer must provide a complete list of these interval items that must be conducted by the County.

3. The County will exercise reasonable care in the operation and storage of the equipment as per manufacturer’s “Operating and Maintenance Manual”.

4. The County will notify Proposer personnel immediately upon the occurrence of a malfunction or performance issue.

5. The County will notify Dealer personnel of any equipment damages due to accidents, abuse, misuse, vandalism, acts of God etc., and mutually agree on necessary required repairs at County’s cost.

6. The County agrees to pay the Proposer to repair damaged or abused items that are resultant from County employees and/or their actions. These items shall be defined as, but not limited to, dents, broken items, tears, or repairs that are generally not considered as normal.

7. The County will allow access to all equipment that requires repairs and/or maintenance.

8. The County agrees to allow the equipment to be operated only by appropriately trained personnel.

9. The County agrees to maintain daily operating records, including monitoring fluid levels and make such records available to Dealer upon request.

10. The County will not make any alterations to the equipment without the prior written consent of the Proposer.

PROPOSER’S RESPONSIBILITIES

1. The Proposer warrants and represents that it is fully licensed and authorized to deliver the goods and perform the services contemplated hereunder in accordance with both the laws of its place of business and the laws of the site where goods are to be delivered and services performed. Additionally, Proposer warrants and represents that all its workers assigned to the performance of this Agreement are individually qualified and have the necessary experience to carry out the work contemplated herein.

2. Proposer will perform all required maintenance and repairs for equipment including parts, fluids regular time labor, and travel/mileage (excluding specific items listed under County’s Responsibilities) required to maintain the equipment in good operating condition. If Proposer through the inspection program or through oil analysis becomes aware of an impending failure, Proposer will provide written or electronic notification to site personnel, and request that the equipment be stopped within the prescribed time frame set by the Proposer.

3. Proposer will perform all safety service recalls in a timely manner as they are issued from the manufacturer. Report any safety concerns of the equipment to the manufacturer.

4. Proposer will be obligated to give priority to all breakdowns and expedite all such repairs.

5. Based on condition monitoring and life cycle plan, Proposer will make component replacement and repair decisions in consultation with County. Decisions regarding parts and component replacement with new, rebuilt or re-manufactured items will be at the discretion of Proposer. This will ensure that the Proposer will be able to manage the repairs to meet the contract terms in the most cost-effective fashion for County.

6. The Proposer will be responsible for providing the County with the Daily Inspection Form for the County employees to use to conduct the Daily Inspections of this unit as outlined in the manufacturer’s “Operating and Maintenance Manual”.

7. The Proposer is responsible for providing the County with a complete list of Daily Maintenance items that the County must conduct on the unit as outlined in the manufacturer’s “Operating and Maintenance Manual”.

8. The Proposer shall provide all Preventative Maintenance with exception of “When Required”, as outlined in the manufacturer’s “Operating and Maintenance Manual”. The Proposer will provide a complete list of Preventative Maintenance items and the related scheduled hours to the County.

9. The Proposer shall provide all Repairs for this unit as outlined in the manufacturer’s “Operating and Maintenance Manual”. The Proposer will provide their hourly rate for these repairs to the County. The County reserves the right to allow the Sacramento County’s Fleets Department to conduct minor repairs to the equipment if doing so benefits the operations. Please state in your response if you have any objections or restrictions to the Sacramento County’s Fleets Department conducting minor repairs.

10. The Proposer shall provide copies of all documentation, paperwork and/or forms the Proposer will require the County to complete for any and all transactions during the term of the lease agreement.

11. NARS is staffed daily from 6:00 am through 5:00 pm to conduct daily operations and projects. All Preventative Maintenance and Repairs must be conducted in such a way that interruptions to daily operations are minimized. The County is interested in having Preventative Maintenance and Repairs completed after-hours but is willing to consider accommodating the Proposer to conduct these tasks during daily operations. In addition, the Proposer will make themselves available to conduct repairs during NARS business hours if the County requests this of the Proposer specifically if it means a reduction in equipment downtime.

12. Proposer will monitor and schedule all dealer responsible maintenance and repairs. Proposer will coordinate scheduling with the on-site County representative.

13. With the exception of emergency repairs and repairs resulting from breakdowns, all maintenance and repairs will be performed at a time agreed to in advance by the Proposer and County.

The Proposer must provide the rate per hour the Proposer will charge the County for each hour exceeding the designated hours for the option selected by the County.

The fuel consumption rate of the equipment and include published literature.

Alternative fuel-powered equipment (if any).

The hourly rate the Proposer will charge the County for any Repairs conducted on this unit.

The number of calendar days when the equipment will be delivered after the County submits the Purchase Order.

Proposed make, model and year of equipment.

The Proposer must provide information describing how the Preventative Maintenance and Repairs will be conducted including number of mechanics, location, transportation of equipment, hours, considerations for different weather conditions, and any required County support, coordination and/or accommodations.

A list of exceptions to any of the conditions outlined in this document.

Proposers must submit the following additional information as part of their submittal.

Blank Daily Inspection Form

Proposer to provide a daily checklist form (County Responsibilities) of Daily Maintenance items that the County must conduct on the unit as outlined in the manufacturer’s “Operating and Maintenance Manual”.

A complete list of Preventative Maintenance items and the related scheduled hours that the Proposer is responsible to complete to the County for this unit as outlined in the manufacturer’s “Operating and Maintenance Manual”.

Copies of all documentation, paperwork and/or forms Proposer will require the County to complete for any and all transactions during the term of the lease agreement.

Any other information that would be helpful in the evaluation process.