8-RFP-26-00349 Attachment C - Roll Cart Warranty.pdf
PDF 2 MB Posted
- Attached to
- Roll Cart Management Services
- Solicitation number
- RFP-26-00349
- Issued by
- Hillsborough County, Florida
About this file
Roll Cart Warranty Process & Guidelines
This document is Attachment C to RFP 8-RFP-26-00349, establishing standardized warranty claim procedures for Hillsborough County's Roll Cart Management Services contract. The attachment outlines the processes for identifying, documenting, submitting, and processing warranty claims for roll carts supplied by three manufacturers: Rehrig Pacific Company, Cascade Engineering, and Schaefer Plastics North America, LLC. Roll carts are warranted for a minimum of ten years from the date of delivery and coverage includes defects in materials, workmanship, and insufficient resistance to weathering. Warranty coverage excludes claims resulting from negligence, abuse, or misuse. The Contractor must accumulate defective or damaged carts until reaching a minimum threshold of 400 units or until carts are deemed non-repairable or create operational or safety concerns before notifying the County to initiate warranty claims.
The warranty claim process requires the Contractor to submit electronic spreadsheets containing detailed information including manufacturer name, cart type and size, serial number, manufacture date, defective components, defect descriptions, and suspected causes. The County reviews submissions for completeness and coordinates with manufacturers for evaluation and approval. The Contractor is responsible for staging carts at designated locations, nesting them to not exceed seven feet in height, separating them by manufacturer and status, and providing a certified forklift operator and equipment for loading and unloading. The manufacturer determines warranty eligibility and approves or rejects claims; non-repairable carts are either removed by the manufacturer if covered under warranty or disposed of per County direction. Both parties must maintain comprehensive recordkeeping including warranty submission logs, manufacturer responses, quantities approved or rejected, and serial number tracking for audit purposes.
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Text version
Attachment C
ROLL CART WARRANTY PROCESS & GUIDELINES
1. PURPOSE
This Exhibit establishes the standardized procedures for identifying, documenting, submitting, and processing warranty claims and non-repairable Roll Carts in accordance with Section 1.5.9 of the Agreement.
2. APPLICABILITY
This process applies to all Roll Carts supplied under the Agreement, including but not limited to:
Rehrig Pacific Company
Cascade Engineering
Schaefer Plastics North America, LLC
Manufacturer-specific submission requirements may apply; however, the procedures outlined herein shall govern unless otherwise required by the manufacturer.
3. WARRANTY COVERAGE
In accordance with Section 1.5.9:
Roll Carts are warranted for a minimum of ten (10) years from the date of delivery.
Warranty coverage includes:
Defects in materials or workmanship
Insufficient resistance to weathering
Warranty coverage excludes:
Negligence
Abuse or misuse
4. WARRANTY CLAIM INITIATION
The Contractor shall:
Identify defective or damaged Roll Carts during operations.
Accumulate carts requiring warranty inspection or deemed non-repairable until:
A minimum of 400 units, or
Earlier if carts are non-repairable or create operational or safety concerns.
Notify the County when the threshold is met in accordance with Section 1.5.9.2
5. REQUIRED DOCUMENTATION (EXCEL SUBMISSION)
The Contractor shall submit an electronic spreadsheet (xlsx) to the County in accordance with Section 1.5.12
5.1 Warranty Inspection List
For carts requiring manufacturer evaluation:
Manufacturer
Cart Type (e.g., garbage, recycling, organics)
Cart Size (e.g., 35, 64, 96 gallon)
Serial Number
Manufacture Date (if available)
Component Defective (cart body, lid, wheel, axle, lift bar)
Description of Defect
Suspected Cause (if known)
Notes/Observations
5.2 Non-Repairable Cart List
For carts deemed beyond repair:
Manufacturer
Cart Type
Cart Size
Serial Number
Description of Damage
Reason Non-Repairable
6. WARRANTY CLAIM SUBMISSION PROCESS
The County shall review the Contractor’s submission for completeness and accuracy.
The County shall coordinate submission to the appropriate manufacturer using required forms.
The Contractor shall, upon request:
Provide supporting photographs
Verify serial numbers
Provide additional documentation as required
7. MANUFACTURER REVIEW & VALIDATION
The manufacturer shall:
Inspect submitted data and/or physical carts
Determine warranty eligibility
Approve or reject claims
The manufacturer may also:
Request additional documentation or photographs
Conduct site inspections
Process claims in batches
8. CART PREPARATION REQUIREMENTS
In accordance with Section 1.5.9, the Contractor shall:
Stage carts at a designated location
Nest carts (stack one inside another) where feasible
Ensure stacked carts do not exceed (7) feet in height
Separate carts by:
Manufacturer
Status (inspection vs. removal)
9. COORDINATION & SCHEDULING
In accordance with Section 1.5.9.5:
The County shall:
Coordinate directly with the manufacturer
Schedule inspection and/or removal dates
The Contractor shall:
Ensure site accessibility
Maintain organized and accessible staging areas
10. NON-REPAIRABLE CART HANDLING
Carts determined to be non-repairable shall:
Be removed by the manufacturer if covered under warranty, or
Be disposed of in accordance with County direction if not covered
The Contractor shall provide required documentation for all non-repairable carts
11. REUSABLE PARTS
In accordance with Section 1.5.9.9:
The Contractor shall remove all reusable Roll Cart components
Reusable parts shall be segregated and stored in a designated holding area for future use
12. EQUIPMENT & LOADING RESPONSIBILITIES
In accordance with Section 1.5.9.11:
The County shall provide a forklift
The Contractor shall:
Provide a certified forklift operator onsite
Load and unload Roll Carts as required, including:
Warranty carts
Scrap carts
New inventory
13. RECORDKEEPING & TRACKING
The Contractor and County shall maintain:
Warranty submission logs
Manufacturer responses and determinations
Quantities of carts:
Submitted
Approved
Rejected
Replaced
Serial number tracking for audit purposes
14. DATA QUALITY REQUIREMENTS
All submissions must be complete, accurate, and formatted per manufacturer requirements
Missing or incorrect data may result in:
Rejection of claims
Processing delays
15. RESPONSIBILITIES SUMMARY
16. ATTACHMENTS
Manufacturer Warranty Forms
Serial Number Formatting Guidelines
Photo Documentation Requirements
| Exhibit 3 Roll Cart Warranty 1.pdf (p.1-5) |
| Exhibit 3 Roll Cart Warranty.pdf (p.6-10) |
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