B6FC92D1-D790-46FA-A1B4-D48B5C5ADF37.pdf
PDF 336 KB Posted
- Solicitation number
- RFQ033517
- Issued by
- Franklin County, Ohio
About this file
This document is a specifications and bid solicitation issued by the City of Columbus Division of Fleet Management for an Indefinite Quantity Agreement (IQA) to provide diagnostic, maintenance, and repair services for Toro equipment on an as-needed basis. The scope of work encompasses a comprehensive range of services including engine, hydraulic, electrical, fuel, cooling, steering, suspension, and brake system diagnostics and repair, as well as drivetrain and transmission repair, preventive maintenance, component replacement, and general mechanical repairs. The contractor must employ technicians qualified to service Toro commercial equipment, maintain access to current Toro Original Equipment Manufacturer (OEM) service information, and possess OEM-specific diagnostic software, electronic diagnostic equipment, specialty tools, and programming equipment. The agreement establishes an estimated aggregate expenditure cap of Fifty Thousand Dollars ($50,000.00) during the contract term, with no guaranteed minimum quantity of work. The document does not specify response dates, due dates, site visits, bidder meetings, or award dates.
All replacement parts must be new OEM parts or OEM-approved replacement parts unless otherwise authorized in writing by the Division of Fleet Management; used, rebuilt, remanufactured, or aftermarket components are prohibited without prior written approval. Prior to commencing repairs, contractors must submit a written estimate detailing equipment identification, cause of failure, recommended repairs, estimated labor hours, required parts, and total estimated cost, with no work authorized to begin without written approval and a valid City of Columbus Purchase Order number. Invoices must include the PO number, invoice number, equipment identification, work description, labor hours, itemized parts, and total charges, submitted electronically to vleetinvoices@columbus.gov. The City maintains Net Thirty (30) days standard payment terms following receipt and approval of properly submitted invoices. Contractors must perform all work in a professional manner in compliance with applicable federal, state, and local laws and safety requirements, with the City reserving the right to inspect completed repairs and reject any work not meeting manufacturer specifications or accepted industry standards.
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Text version
CITY OF COLUMBUS
DIVISION OF FLEET MANAGEMENT
SPECIFICATIONS
TORO EQUIPMENT DIAGNOSTIC AND REPAIR SERVICES
INDEFINITE QUANTITY AGREEMENT (IQA)
1.0 PURPOSE
The City of Columbus, Division of Fleet Management, is soliciting bids from qualiϐied contractors to provide diagnostic, maintenance, and repair services for Toro equipment on an as-needed basis under an Indeϐinite Quantity Agreement (IQA).
The intent of this agreement is to establish a source of supply for repairs necessary to maintain Toro equipment utilized by various City departments.
The estimated aggregate expenditures under this agreement shall not exceed Fifty Thousand Dollars ($50,000.00) during the term of the contract. The City does not guarantee any minimum quantity of work.
2.0 SCOPE OF WORK
The Contractor shall furnish all labor, supervision, equipment, tools, diagnostic equipment, transportation, and incidental materials necessary to inspect, diagnose, repair, and test Toro equipment.
Services may include, but are not limited to:
Engine diagnostics and repair
Hydraulic system diagnostics and repair
Electrical system diagnostics and repair
Fuel system diagnostics and repair
Cooling system repair
Steering and suspension repair
Brake system repair
Drive train and transmission repair
Preventive maintenance
Replacement of failed or worn components
General mechanical repairs
Operational testing following completion of repairs
The City reserves the right to request additional repair services related to Toro equipment that are within the Contractor’s capabilities.
3.0 CONTRACTOR QUALIFICATIONS
The Contractor shall:
Have demonstrated experience servicing Toro commercial equipment.
Employ technicians qualiϐied to diagnose and repair Toro equipment.
Maintain access to current Toro Original Equipment Manufacturer (OEM) service information.
Possess OEM-speciϐic diagnostic software, electronic diagnostic equipment, specialty tools, and programming equipment necessary to accurately diagnose and repair Toro equipment.
Perform repairs in accordance with Toro manufacturer speciϐications.
4.0 PARTS
Unless otherwise authorized by the Division of Fleet Management, all replacement parts shall be new Original Equipment Manufacturer (OEM) parts or OEM-approved replacement parts.
The Contractor shall not install used, rebuilt, remanufactured, or aftermarket components without prior written approval from the City.
5.0 ESTIMATES AND AUTHORIZATION
Prior to beginning any repair, the Contractor shall provide the Division of Fleet Management with a written estimate identifying:
Equipment identiϐication
Cause of failure
Recommended repairs
Estimated labor hours
Parts required
Total estimated cost
No repair work shall commence until the Contractor has received authorization from the Division of Fleet Management.
A valid City of Columbus Purchase Order (PO) number must be issued prior to the performance of any work.
Repairs performed without an authorized Purchase Order are performed at the Contractor’s risk and may not be eligible for payment.
6.0 INVOICING
Invoices shall include, at a minimum:
Purchase Order number
Invoice number
Equipment identiϐication
Description of work performed
Labor hours
Itemized parts
Total charges
Invoices shall be submitted electronically to:
ϐleetinvoices@columbus.gov
7.0 PAYMENT
Payment shall be made in accordance with the City’s standard payment terms of Net Thirty (30) Days following receipt and approval of a properly submitted invoice.
8.0 PERFORMANCE REQUIREMENTS
The Contractor shall:
Perform all work in a professional and workmanlike manner.
Notify the City immediately upon discovery of any additional repairs not included in the approved estimate.
Obtain written approval before performing any additional work.
Maintain a clean and safe work environment.
Comply with all applicable federal, state, and local laws, regulations, and safety requirements.
The City reserves the right to inspect all completed repairs and reject any work not meeting manufacturer speciϐications or accepted industry standards.
9.0 TERM OF AGREEMENT
This agreement shall be an Indeϐinite Quantity Agreement for Toro equipment repair services. Work shall be performed only as requested by the Division of Fleet Management through the issuance of authorized Purchase Orders.
The City makes no guarantee regarding the amount of work to be assigned under this agreement.
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