8-27P-008 Scope of work.pdf

REQUEST FOR PROPOSALS (RFP)

Tire Supply, Tire Repair, Road Service, and Wheel Alignment Services

Marion County Board of County Commissioners

Fleet Management Division

RFP No.: 27P-008 Title: Tire Supply, Tire Repair, Road Service and Wheel Alignment Services

EXHIBIT A

SCOPE OF WORK

I. BACKGROUND

The Marion County Fleet Management Division is soliciting proposals from qualified vendors with a fully equipped service facility located within Marion County, Florida, to provide automotive and truck tire sales, tire repair, wheel balancing, emergency roadside tire service, and computerized wheel alignment services on an as-needed basis.

Fleet Management maintains approximately 1,700 pieces of equipment, including:

• Passenger vehicles

• SUVs

• Light-duty trucks

• Medium-duty trucks

• Heavy-duty trucks (Class 8)

• Fire apparatus

• Ambulances

• Trailers

• Agricultural equipment

• Construction equipment

• Specialty equipment

The County intends to pre-qualify up to three (3) vendors. Work will be assigned on an as-needed basis based upon availability, pricing, response time, quality of work, and vendor performance.

The initial contract term shall be three (3) years with three (3) optional one-year renewals.

II. VENDOR QUALIFICATIONS

The Vendor shall:

1. Have been continuously engaged in the tire sales and repair business for a minimum of three (3) consecutive years.

2. Have at least one (1) year of documented experience servicing governmental or commercial fleet accounts.

3. Operate an ASE Certified repair facility or equivalent nationally recognized certification approved by Marion County Fleet Management.

4. Utilize an approved estimating system including:

• Mitchell

• Chilton

• Real-Time Labor Guide

• County approved equivalent

5. Maintain all applicable licenses, permits, insurance, and certifications required to perform work within the State of Florida.

6. Maintain a fully equipped repair facility physically located within Marion County.

7. Provide labor rates for:

• Tire installation

• Tire repair

• Wheel balancing

• Wheel alignment

• Suspension inspections

• Mobile roadside tire service

8. Employ technicians trained in computerized wheel alignment procedures.

9. Maintain alignment equipment capable of servicing:

• Passenger vehicles

• Light-duty trucks

• Medium-duty trucks

• Heavy-duty trucks

• Ambulances

• Fire apparatus

• Specialty equipment

III. SCOPE OF SERVICES

The successful Vendor shall provide:

Tire Services

• Tire replacement

• Tire mounting

• Tire balancing

• Tire repair

• Valve stem replacement

• Tire rotations

• Flat repair

• Tire inspections

• TPMS service where applicable

• Tire disposal

Wheel Alignment Services

The Vendor shall perform computerized wheel alignments including:

• Two-wheel alignments

• Four-wheel alignments

• Heavy truck front-end alignments

• Tandem axle alignments when applicable

• Steering wheel centering

• Camber adjustment

• Caster adjustment

• Toe adjustment

• Thrust angle correction

• Suspension geometry verification

The Vendor shall provide printed alignment reports showing:

• Manufacturer specifications

• Before measurements

• After measurements

• Technician performing service

• Date of service

No alignment shall be performed without prior authorization unless included as part of an approved repair.

Suspension Inspection

When requested, Vendor shall inspect:

• Tie rods

• Drag links

• Ball joints

• King pins

• Wheel bearings

• Control arms

• Bushings

• Steering gear

• Steering linkage

• Springs

• Air ride components

• Shock absorbers

• Suspension mounting hardware

The Vendor shall notify Fleet Management of any components preventing proper alignment before repairs are made.

Emergency Roadside Tire Service

Vendor shall provide emergency roadside tire service twenty-four (24) hours per day, seven (7) days per week.

Minimum response requirements:

• Return phone call within twenty-five (25) minutes if voicemail is reached.

• Technician dispatched within two and 1 half (2.5) hours anywhere within Marion County.

Vendor shall maintain adequate inventory or immediate supplier access to common tire sizes utilized by Marion County.

IV. SPECIFIC REQUIREMENTS

1. Replacement tires shall match the existing tire size, load range, speed rating, ply rating, and tread design unless otherwise approved by Marion County Fleet Management.

2. Tire pricing shall not exceed the current Florida Sheriffs Association Cooperative Purchasing Contract pricing.

3. Vehicles shall be repaired to manufacturer specifications.

4. Alignment specifications shall meet OEM standards unless otherwise directed by Fleet

Management.

5. Vendors consistently providing poor workmanship, excessive comebacks, or excessive downtime may be removed from the contract.

6. Supplemental repair estimates must receive prior approval before additional work is performed.

7. Tire disposal shall be included in pricing.

8. Vendor shall immediately notify Fleet Management of repair delays exceeding the originally estimated completion time.

9. Parts shall consist of OEM or County-approved aftermarket equivalents meeting or exceeding OEM specifications.

10. All labor and replacement parts shall carry a minimum warranty of:

• Three (3) months

• 3,000 miles

• Manufacturer warranty

Whichever provides the greater coverage.

11. Dealer-only parts shall be identified before repairs begin.

12. Vendor may inspect vehicles at the Fleet Management facility when necessary to prepare estimates.

13. Upon request, Vendor shall transport County vehicles between Fleet Management and

Vendor's facility at no additional charge unless otherwise authorized.

14. Recap tires shall be Goodyear, Bandag, or County-approved equivalent.

15. Vendor shall maintain documentation of all work performed for a minimum of five (5) years.

V. ALIGNMENT EQUIPMENT

REQUIREMENTS

Vendor shall utilize modern computerized alignment equipment capable of:

• Heavy truck alignment

• Passenger vehicle alignment

• Light truck alignment

• Fire apparatus alignment

• Ambulance alignment

Equipment shall be calibrated according to manufacturer recommendations.

Calibration records shall be available upon request.

VI. RESPONSE TIMES

Service Required Response

Return Phone Call Within 25 minutes Roadside Dispatch Within 2.5 hours Estimate Completion Within 24 hours Tire Replacement (Stock Tire) Same Day When Available Alignment Appointment Within 1 Business Day

VII. WARRANTY

Vendor shall warrant:

• Workmanship

• Parts

• Tire repairs

• Mounting

• Balancing

• Alignment adjustments

Warranty shall cover defects caused by workmanship at no additional cost to Marion County.

VIII. QUALITY CONTROL

Fleet Management reserves the right to:

• Inspect completed work.

• Verify alignment specifications.

• Request calibration records.

• Reject improper repairs.

• Audit invoices.

• Remove vendors for repeated deficiencies.

IX. INVOICING REQUIREMENTS

Invoices shall include:

• Vehicle number

• VIN

• License number

• Mileage

• Date of service

• Tire size

• Tire manufacturer

• DOT number (if applicable)

• Alignment report

• Labor hours

• Labor rate

• Parts listing

• Disposal confirmation

• Technician name

X. EVALUATION CRITERIA

Proposals may be evaluated based on:

Criteria Weight Experience with Fleet Operations 20% Pricing 30% Response Time 15% Qualifications & Certifications 10%

10% 10%

Location Equipment & Facility References 5%