Attach_1b_-_Dozer_special_conditions.pdf

DOZER SPECIAL CONDITIONS

COUNTY OF SACRAMENTO – COMMUNITY SERVICES

AGENCY DEPARTMENT OF WASTE MANAGEMENT AND

RECYCLING (LANDFILL DOZER)

GENERAL: This information describes the minimum requirements for Landfill Dozer.

All equipment supplied under these requirements shall be the manufacturer’s latest production model, including all its latest changes, including all approved and incorporated field designed and implemented changes, revisions, and additions at the time of delivery.

The County is requesting the terms and maximum operating hours listed below. Proposals must be submitted on the RFP Price Sheet.

48 MONTHS / 14,000 HOURS OPERATING LEASE (INCLUDING MAINTENANCE AND

FULL WARRANTY

COUNTYRESPONSIBILITIES

1. The County will be responsible for Daily Inspections of the Dozer's 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 services “When Required”, Every 10 Service Hours or Daily and Every 50 Service Hours of the Dozer's 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 will 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 Proposer 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 for damaged items that are a result of the actions of County employees. These items shall be defined as, but not limited to, dents, broken items, tears, or other repairs outside of the normal operating use prescribed by the equipment manufacturer.

Attachment 1b

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 Proposer upon request.

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

11. The County will not agree to any third-party lease agreements for the equipment either directly or indirectly. Submittal of such may result in the rejection of the proposal.

12. The County will maintain the equipment in accordance with the manufacturer’s recommendations for daily and weekly maintenance.

13. The County will assume at its own expense all costs of tires, tubes, tire repairs, lubricating oil, greases, filters, fuel, antifreeze, cleaning, and other items normally consumed in the day-to-day operations.

P R O P O S E R’ 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 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 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 manufacturers’ “Operating and Maintenance Manual”.

7. The Proposer shall be 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 manufacturers’ “Operating and Maintenance Manual”.

8. The Proposer shall provide all Preventative Maintenance with exception of “When Required, every 10 service hours or Daily and Every 50 Service Hours, for this unit as outlined in the manufacturers’ “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 manufacturers’ “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 Fleet Department to conduct minor repairs to the equipment if doing so benefits the operations of the landfill. Please state in your response if you have any objections or restrictions to the Sacramento County’s Fleet 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 all transactions during the term of the lease agreement.

11. The Kiefer Landfill is staffed M-F from 6:00 am through 5:00 pm and 8:00 am through 5:00 pm Sat. - Sun. to conduct daily operations and projects. All preventative maintenance and repairs shall be conducted, where 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 the landfill’s business hours if the County makes such a request specifically if it means a reduction in equipment downtime.

12. Proposer will monitor and schedule all Proposer 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 shall be performed at a time agreed to in advance by the Proposer and County.

14. 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.

15. The Proposer must ensure the machine be equipped with a device capable of remotely reporting hours and machine location to assist in the scheduling of planned maintenance. In addition, this device shall be capable of remotely reporting diagnostic and machine event codes to enable remote troubleshooting in an effort to reduce downtime.

16. Proposer (Contractor) may substitute the original equipment for new equipment during the term of the contract, but no other terms shall be amended for this purpose.

ADDITIONAL SPECIAL CONDITIONS

1. Guaranteed Availability of Use

A) This Guaranteed Availability of Use section shall apply for the entire lease period and any extension thereof.

B) The Proposer will guarantee that the equipment will be available for use at the site of operations at least 95 percent of the normal working days of the crew assigned to the operation. Normal working days are: 10 hours per day, 7 days per week, and 52 weeks per year.

C) The proposer will guarantee that the equipment will not be out of service more than 3 consecutive working days nor out of service more than 5% (__ hours) of the time over each one-year period.

Proposers must be able demonstrate they have the ability to meet this requirement during the evaluation phase of their proposals.

D) Availability percentage shall be computed at the end of each year beginning from the date of acceptance of the equipment by the County.

E) Proposer guarantees that should the equipment be out of service for more than three consecutive days, or if needed repairs are expected to consume more than three consecutive days, the County may, at its option, rent or otherwise obtain, another unit and bill such rental and delivery charges to the Proposer for all periods exceeding three consecutive days.

County agrees to notify the vendor - designated representative of their intent to utilize this availability guarantee. Notification by any other means or to any other person shall not be deemed proper notification and will not cause this availability guarantee to be enacted.

Saturdays, Sundays, and all County holidays shall be excluded from this guarantee of availability. Notifications received after 12:00 noon shall be considered as received at the start of the next business day.

F) The Proposer agrees that availability of less than 95 percent will be billed to the Proposer in the amount of $75.00 per hour for each hour required to provide 95 percent availability. The Proposer agrees that the Guaranteed Availability provision is applicable from date of acceptance of the equipment by the County including the "full" warranty period, as purchased by the County of Sacramento.

G) If the Proposer elects to temporarily provide another unit of equipment to prevent penalties due to unacceptable availability, all costs associated with securing and delivering the relief unit will be the responsibility of the Proposer. Any relief unit shall be delivered to the site of operations and meet the approval of the County.

2. Parts & Maintenance

A) The Proposer shall have sufficient stock of parts on hand to ensure a minimum of down time on the equipment offered and shall be able to provide daily parts delivery to the County within 24 hours after notification. Such service shall be available on a 24-hour, 7 day a week basis.

B) The Proposer shall satisfy the County that they maintain a location or branch within 50 miles of the working location of the machine, staffed with “qualified service technicians” and with provisions for storing a representative supply of parts for the machine offered. Response time shall be twenty-four (24) hours from notification by the County. Qualified service technicians shall mean a minimum of three service technicians who possess senior level service industry certification with three or more years of experience working on the type of equipment proposed.

C) The Proposer shall have the capability of providing parts exchange service and major components exchange service for the entire period of County ownership of the unit offered.

D) The Proposer's parts and repair facility shall be available to the County for inspection of parts on hand and repair capability.

3. Field Services

A) The Proposer shall have the capability of providing trained personnel capable of performing any repair (including parts) or component replacement with no assistance from County personnel.

B) The Proposer shall have the capability of providing transportation for the disabled unit to the repair facility, if necessary. Cost for such transportation shall be the Proposer's responsibility during the entire contract period.

C) Cost for travel time to and from the County facility to perform warranty work shall be the Proposer’s responsibility during the entire contract period.

REQUIREDINFORMATION

Proposers must submit answers to the following questions in the Proposer's Price Submittal.

1. Questions

A) Proposed make, model and year of equipment.

B) Rate per hour the Proposer will charge the County for each hour exceeding the designated hours selected by the County.

C) The hourly rate the Proposer will charge the County for any repairs conducted on this unit.

D) The number of calendar days when the equipment will be delivered after the County submits a contract.

E) Information describing where the maintenance and repairs will be performed in accordance with Part 2B of these Special Conditions.

2. Electronic Technical Product Information (upload to RFP, Vendor Submissions)

A) Latest factory specifications B) Advertising literature C) Photographs D) Illustrated parts information E) Lubrication Instructions F) Operator’s Instruction Manual G) Blank Daily Inspection Form

H) Daily checklist form (County Responsibilities) of Daily Maintenance items that County must conduct on the unit as outlined in the manufacturers’ “Operating and Maintenance Manual”.

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

3. Exceptions

The Proposer shall itemize any exceptions to, the Special Conditions, Sample Agreement and Technical Specifications of this RFP under in the Vendor Submissions section of the RFP. Such exceptions shall clearly identify the variation or exception of these conditions and s p e c i f i c a t i o n s . If no variations or exceptions are noted, it will be considered none. Minor variations from published specifications MAY be acceptable at the sole discretion of the County of Sacramento. Any such exception shall be minor in nature and not related to performance specifications. Final determination shall be made by the County of Sacramento.