26-27MC_Exhibit_A_-_Scope_of_Services.pdf
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- Solicitation number
- 26-27MC
- Issued by
- Sarasota County, Florida
About this file
This Scope of Services document outlines the requirements for Vehicle and Vessel Towing and Storage Services for the City of Sarasota Police Department under Invitation for Bid 26-27MC. The City is seeking an exclusive contractor to provide twenty-four-hour, seven-day-per-week towing and storage services with a mandatory thirty-minute response time from notification. Services encompass motorcycles, passenger vehicles, pickup trucks, vans up to one-ton capacity, boats, sailboats, golf carts, and motorized wheelchairs within a service area extending forty-five miles from City limits, with vessel towing available west of those boundaries. The contractor must handle disabled, abandoned, impounded, seized, evidence, and found property vehicles, as well as provide roadside assistance for City-owned vehicles including flat tire changes and emergency jump starts. The initial contract term is three years from the Notice to Proceed, with two optional one-year renewal periods available at the City's discretion. The contractor must maintain a minimum of one standard wrecker, one flatbed wrecker, and access to one 5-ton heavy-duty wrecker with low-boy trailer, all subject to City inspection prior to award and throughout the contract term.
The selected contractor must establish and maintain a secure, fenced, locked storage facility within five miles of City limits with both indoor and outdoor storage capacity and staffing during normal business hours. Evidence vehicles require segregated, restricted-access storage with sealed protection from tampering and accessibility limited to authorized law enforcement personnel. The contractor shall charge vehicle owners fees compliant with applicable City, County, and State regulations and shall store evidence vehicles at no cost to the City unless otherwise authorized. Revenue is generated through an annual fee submitted in the Bid Form, payable in twelve equal monthly installments due by the tenth of each month, with the annual fee remaining firm and fixed during the initial three-year term and subject to a maximum three percent annual increase during renewal periods upon written request at least sixty days prior to renewal. Bids below $8,000 annually will be rejected as non-responsive. The City does not guarantee any minimum number of tows, and services are provided on an as-needed basis. The City reserves audit rights over all records related to fees, response times, and compliance documentation and retains the right to conduct due diligence investigations into bidder qualifications, including examination of litigation history related to negligence or breach of contract.
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Text version
26-27MC Vehicle and Vessel Towing and Storage Services
EXHIBIT A
SCOPE OF SERVICES
Vehicle and Vessel Towing and Storage Services City of Sarasota Police Department
1. PURPOSE
The purpose of this Agreement is to secure professional towing and storage services to assist the City of Sarasota Police Department in maintaining the safe and efficient flow of traffic, protecting public safety, and ensuring the proper handling and storage of impounded and evidentiary vehicles and vessels.
The City intends to award one (1) exclusive contract for these services.
2. TERM
The initial term of this Agreement shall be three (3) years from the date of Notice to Proceed.
The City may, at its sole discretion, renew this Agreement for two (2) additional one (1) year periods upon satisfactory performance and mutual written agreement.
3. GENERAL REQUIREMENTS
The Contractor shall:
1. Provide towing and storage services twenty-four (24) hours per day, seven (7) days per week, three hundred sixty-five (365) days per year.
2. Maintain a response time of thirty (30) minutes from notification by the Sarasota County Communications System.
3. Provide properly licensed drivers and qualified personnel.
4. Comply with all applicable City, County, and State laws and regulations governing towing and storage operations.
Failure to meet response time or operational standards may constitute grounds for termination.
4. SERVICE AREA
The service area shall extend up to forty-five (45) miles from the City limits.
Vessel towing shall include water access points within and west of those boundaries.
5. VEHICLES AND VESSELS COVERED
Services shall include, but not be limited to:
• Motorcycles
• Passenger vehicles
• Sub-compact and regular automobiles
• Pickup trucks
• Vans (up to one-ton capacity)
• Boats and sailboats
• Golf carts and motorized wheelchairs when authorized
Only vehicles authorized by the Sarasota Police Department shall be towed under this Agreement.
6. TYPES OF TOWS
The Contractor shall provide towing services for:
1. Forfeiture and seizure vehicles
2. Vehicles impounded as a result of arrest or abandonment
3. Evidence vehicles
4. Found property (boats, trailers, large items)
5. Vehicles towed at the request of the City
6. Department vehicles, including:
o Flat tire changes o Emergency jump starts o Towing to repair facilities o Towing within and outside Sarasota County
City-owned vehicles shall not be towed to the Contractor’s storage yard unless specifically authorized.
7. EQUIPMENT REQUIREMENTS
The Contractor shall maintain, at minimum:
• One (1) standard wrecker
• One (1) flatbed wrecker
• Access to one (1) 5-ton heavy-duty wrecker with low-boy trailer
All equipment shall be maintained in safe and operating condition and is subject to inspection by the City prior to award and at any time during the Agreement term.
8. STORAGE REQUIREMENTS
8.1 General
The Contractor shall maintain a secure storage facility located within five (5) miles of the City limits.
The facility must:
• Be fenced and secured
• Be locked at all times
• Provide indoor and outdoor storage
• Be staffed during normal business hours
8.2 Evidence Vehicles
Evidence vehicles shall:
• Be stored in a secure, restricted-access area
• Remain sealed and protected from tampering
• Be accessible only to authorized law enforcement personnel
• Not have any property removed without written authorization
Unauthorized removal or damage shall constitute grounds for immediate termination.
8.3 Recordkeeping
The Contractor shall maintain accurate records for each vehicle or vessel towed, including:
• Location of pickup
• Type of tow
• Destination
• Date and time
• Make, model, and year
• License plate and VIN
• Authorizing officer
• Release documentation
Records shall be made available for inspection upon request.
9. FEES TO VEHICLE OWNERS
Fees charged to vehicle owners shall comply with all applicable City, County, and State regulations.
No unauthorized charges shall be assessed without written approval from the Police Department.
Vehicles towed as evidence and not eligible for customary insurance coverage shall be stored at no cost to the City unless otherwise authorized.
10. PAYMENT TO THE CITY (REVENUE)
The Contractor shall pay the City the annual fee submitted in the Bid Form.
Payment shall be made in twelve (12) equal monthly installments due prior to the 10th day of each month.
The annual fee shall remain firm and fixed for the initial three (3) year term.
For any renewal period, the Contractor may request an annual increase not to exceed three percent (3%), subject to City approval and written request no less than sixty (60) days prior to renewal.
Failure to remit timely payment may result in termination.
11. SUBCONTRACTING
No portion of the work shall be subcontracted without prior written approval of the City.
Approved subcontractors shall be subject to all terms of this Agreement.
12. PROHIBITED ACTIONS
The Contractor shall not:
• Remove property from vehicles without authorization
• Disable or damage vehicles
• Alter the condition of vehicles
• Enter into unauthorized agreements with citizens
Violation of this section may result in immediate termination.
13. AUDIT RIGHTS
The City reserves the right to audit the Contractor’s records related to fees, response times, and compliance documentation at any time during the Agreement term.
14. ESTIMATED VOLUME
The City does not guarantee any minimum number of tows. Services shall be provided on an as-needed basis.
15. AWARD
Award shall be made to the highest responsive and responsible bidder in accordance with the Invitation to Bid.
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