CONTRACTOR_OPERATED_PARTS_STORE_(Addendum_#5_Revision).pdf

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City of Tampa

REQUEST FOR PROPOSALS (RFP) FOR

CONTRACTOR OPERATED PARTS STORE

25-P-00015

LAM - Fleet

Inger Welch, Certified Procurement Analyst

2555 E. Hanna Avenue

Tampa, FL 33610

Phone: (813) 274-3283

Table Of Contents

1. NOTICE

2. SCOPE OF SERVICES

3. GENERAL CONDITIONS

4. EVALUATION

5. CONTENT OF PROPOSALS

6. INSURANCE REQUIREMENTS

7. PRICING PROPOSAL

8. PROPOSER’S QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTS

9. ATTACHMENTS & EXHIBITS

Attachments:

A - Form MBD-30 Payments

B - Form MBD-50 GFECP Guidelines

C - Form MBD-70 Procurement Guidelines

D - Form MBD-40 Letter of Intent

E - ADA Requirements

F - City of Tampa Fleet Asset Master List 2024

G - Fleet Maintenance Division Locations

H - Sample of the City of Tampa Agreement

I - EBO-Form-71-for-RFQ-Evaluation-Points-V2

J - Parts Market Basket

K - Work Orders of Existing Facilities

L - Photos of 1580 N. Clark Avenue Facility

M - Photos of 2585 E. Hanna Avenue Facility

N - Photos of TRM 2519 Chestnut Street Facility

O - ATTACHMENT STANDARD OF QUALITY

1. NOTICE

1.1. REQUEST FOR PROPOSALS

Sealed proposals for CONTRACTOR OPERATED PARTS STORE, RFP # 25-P-00015 will be received by the Director of Purchasing, City of Tampa, until Monday, December 23, 2024; then to be opened.

In accordance with the Americans with Disabilities Act (“ADA”) and Section 286.26, Florida Statutes, persons with disabilities needing a reasonable accommodation to participate in these public hearings or meetings should contact the City of Tampa’s ADA Coordinator at least 48 hours prior to the proceeding. The ADA Coordinator may be contacted by phone at 813-274-3964, email at

TampaADA@tampagov.net, or by submitting an ADA - Accommodations Request online form available at https://tampagov.net/ADARequest. Please note that the City of Tampa may not be able to accommodate any request received less than 48 hours before the scheduled hearing or meeting.

Attached are important instructions and specifications regarding responses to this Request for Proposals. Failure to follow these instructions may result in Proposer’s disqualification.

Questions regarding Vendor Registration, accessing RFP documents or submission assistance within the OpenGov eProcurement Portal shall be directed to procurement-support@opengov.com. Reference RFP # and name in email subject line. Questions pertaining to the

RFP document/specifications will be accepted up to ten days prior to the scheduled opening date and time and shall be submitted within the OpenGov Portal. Per the City of Tampa’s Communication Policy during any solicitation period including any protest and/or appeal, there should be no contact with City officials or employees, other than Inger Welch (inger.welch@tampagov.net) permitted from any Proposer. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

Proposals shall be accepted no later than the time and date specified above. The RFP Opening shall be thereafter and published on the

OpenGov portal. All proposals received after the due date and time shall be rejected. Offers by mail, hand delivery or express mail, telephone, email or transmitted by facsimile (FAX) machine are not acceptable. All submittals are uploaded electronically into the OpenGov eProcurement Portal. No file shall have a special character. No proposal may be withdrawn or modified after the time fixed for the opening of proposals.

Electronic submittals shall be performed in the OpenGov Portal via link https://procurement.opengov.com/portal/cityoftampa. To ensure that an electronic submittal is received by the opening date and time, it is recommended that the Proposer submit their documents with adequate time allowed prior to the deadline. Proposer shall receive an email confirmation of their proposal submittal after clicking on the "Submit" button in the portal. The Proposer shall be responsible for confirming that their submittal is received by the deadline. Any submittal received after the closing date and time will not be considered.

1.2. MANDATORY PRE-PROPOSAL CONFERENCE

A MANDATORY PRE-PROPOSAL CONFERENCE will be held at 1:00 pm,Wednesday, December 4, 2024, at 2585 E. Hanna

Avenue, Tampa, FL 33610 - Fleet Large Training Room to discuss the above referenced subject. Attendance will be taken. BRING A COPY OF THIS RFP TO THE MEETING.

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1.3. INSTRUCTIONS

City of Tampa solicitations are issued electronically via the OpenGov eProcurement Portal. Obtaining solicitations through the portal will ensure that proposers will have the following capabilities: receipt of solicitation documents electronically, track the status of solicitation award activity, receive addenda, receive the results of solicitation awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the solicitation packages may be incomplete.

The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and solicitation submittals between the City and its proposers. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other error in this RFP, shall immediately notify the City of such error in writing and request modification or clarification of the RFP within the OpenGov eProcurement Portal. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who received an original RFP from OpenGov

(those who are on the Plan Holders List). Addenda will be posted and disseminated by OpenGov at least five days prior to this RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the offer or it shall be deemed waived.

Tabulations (results) will be posted in the OpenGov eProcurement Portal and made available to proposers after the scheduled public opening of the sealed proposals.

The Proposer shall comply with the applicable requirements of Federal and state laws, all Codes and Ordinances of the City of Tampa as amended from time to time and any applicable professional regulations.

The Proposer is expected to carefully examine the entire solicitation package, including but not limited to all the provisions, terms, and conditions. Failure to do so will be at the Proposer’s risk.

2. SCOPE OF SERVICES

2.1. INTRODUCTION/SUMMARY

The City of Tampa (“City”) is seeking to outsource the supply and distribution of vehicle and equipment parts and services required to support the City’s Logistics & Asset Management Department/Fleet Maintenance Division. During quarter one (1) of FY2024, the Fleet

Maintenance Division (“FMD”) began decentralizing from two (2) outdated sites to five (5) new, state-of the-art fleet maintenance facilities. The City expects the selected Successful Proposer to appropriately manage the inventory for the various sites at the fleet maintenance facility stockrooms resulting in greater stock availability, lower administrative overhead, and greater fleet efficiency.

Currently, the City spends approximately $8 million annually with the current Contractor, Management Consulting Inc. (Mancon). Mancon manages approximately $1.5 million of stocked parts inventory for the City.

Timeline:

Release Project Date: November 15, 2024 https://teams.microsoft.com/meetingOptions/?organizerId=ae439346-7e66-4c32-8191-28351c7ff533&tenantId=8d9d0373-5c91-45b4-905b-12fe918cb628&threadId=19_meeting_ZTRjN2EzYzgtOGM4OS00ODhiLWJiYTAtNjk0N2I1YTQ3NjMy@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing https://procurement.opengov.com/portal/cityoftampa mailto:procurement-support@opengov.com

Pre-Proposal Conference (Mandatory): December 4, 2024, 1:00pm

2585 E. Hanna Avenue, Tampa, FL 33610 - Fleet

Large Training Room

Question Submission Deadline: December 11, 2024, 5:00pm

Response Submission Deadline: December 23, 2024, 3:00pm

2.2. BACKGROUND

The City currently operates its own vehicle and equipment maintenance facility, and prior to contracting with

Management Consulting Inc. (Mancon) in 2015, the City maintained its own parts inventory and purchasing from different parts suppliers. This resulted in time delays, inefficient costs associated with administering individual contracts with various suppliers, processing of monthly invoices burdensome, time consuming and inefficient due to the complexity, variety and ever evolving specifications associated with maintaining the City’s vehicles/fleet. Due to the changing fleet, parts stocked in our storeroom becoming obsolete and resulted in waste of valuable resources.

The City’s Fleet Maintenance Division (FMD) currently operates three (3) maintenance facilities to support a diverse citywide fleet of approximately 3,621 vehicles and pieces of equipment, 2,182 which are FMD maintained and 1,439 which are dealer maintained. The Light-Duty Maintenance Facility and Division Administrative offices, Fleet Hanna is currently located at 2585 E. Hanna Ave., Tampa, FL 33610, The Medium/Heavy-Duty Maintenance Facility, Fleet

Clark is currently located at 1508 N. Clark Ave., Tampa, FL 33607. Tampa Fire Maintenance facility business unit operates separately from the two (2) aforementioned facilities at 2519 Chestnut Street, Tampa, Florida

33607. Attachment F contains the City of Tampa’s Fleet Asset Master List as of 2024. Also Attachment K, Work Orders for the Existing Facilities, shows the history of work orders generated by these facilities.

The supply of vehicle parts and related supplies for Fleet Maintenance Division (FMD) and Tampa Fire Maintenance

Operations is currently managed by an outside Contractor who provides the parts inventory and parts delivery service for the FMD and Tampa Fire Maintenance Operations. As of October 2024, the total value of on-hand inventory at the Fleet Clark location was approximately $300,000, the Fleet Hanna location was approximately $450,000, and

Tampa Fire Maintenance location was approximately $650,000. In FY24, $4,264,888.90 was spent to procure and supply parts and related supplies for the Fleet Clark Facility location, $1,551,987.86 was spent for Tampa Fire

Maintenance Facility location, and $594,565.54 was spent for the Fleet Hanna Facility location since starting operations there in March of 2024.

In 2024, Fleet Maintenance Division (FMD) began planning to transition to several new facilities and/or new locations. The Fleet Clark location anticipated decommissioning date is scheduled for spring/summer of 2026 and the current Tampa Fire Maintenance’s location at 2519 Chestnut Street anticipated decommissioning date is scheduled for the summer of 2027.

Three new facilities are now scheduled to be constructed. The new McKay Bay Facility’s anticipated start date is April

2026, the new facility at 40th Street is anticipated to start date is January 2026, the new facility at the Port of Tampa is anticipated to start January 2026, and the new location for the Tampa Fire Maintenance Facility is anticipated to start April 2027. Attachment G, Fleet Maintenance Division Locations spreadsheet gives the following information regarding current and future facilities:

• physical address/location

• unit category duty:

o light duty (vehicles up to one (1) ton) o medium duty (vehicles from one (1) ton to sixteen (16) tons o heavy duty (vehicles over sixteen tons)

• proposed hours of operation

• approximate number of onsite personnel required

• approximate assets serviced

• approximate number of onsite personnel required

• approximate square footage of parts room

• approximate annual rental value

• supported department approximate asset serviced

Please take into consideration the approximate rental value of the parts store space for each facility the City is providing in this contract when proposing your costs on Attachment G. Fleet Maintenance Division Locations. The

City will not be charging rent under this agreement.

2.3. SCOPE OF WORK

2.3.1. GOAL

It is the City’s intent to obtain a Contractor Operated Parts Store Agreement that will optimize efficiencies in maintenance and repairs, reduce strain and balance workloads among fleet staff, reduce maintenance and repair costs, increase City of Tampa vehicle availability and the overall efficiency and effectiveness of the City’s services provided to our citizens. Fleet is decentralizing to 5 independent automotive repair center facilities approximately by

2027, identified in Attachment G, Fleet Maintenance Division Locations. Proposers shall propose a best-fit plan for operating a Contractor Operated Parts Stores at Fleet’s currently operating and future facilities.

2.3.2. OBJECTIVES

The City desires to procure a Contractor Operated Parts Store Agreement aimed at optimizing maintenance and repair efficiencies, redistributing workload among Fleet staff, reducing maintenance and repair costs, enhancing the availability of City of Tampa vehicles, and improving overall service effectiveness for citizens. Approximately by 2027, Fleet will transition to five independent automotive repair center facilities. Proposers are invited to submit proposals outlining their best-fit strategies for operating the Contractor Operated Parts Stores at both current and future Fleet

Facilities.

2.3.3. PROJECT REQUIREMENTS

Below are the required technical specifications for Contractor Operated Parts Stores:

The Successful Proposer shall provide complete vehicle and equipment parts and related supplies and services required by FMD personnel, including Tampa Fire Maintenance and all other future ancillary facilities for the service and repair of the City’s fleet of vehicles and equipment. These parts may include prepared kit requests for specialty vehicles or equipment, including maintaining stock for preventative maintenance, decals kits, police packages, etc. The Successful Proposer shall only charge the City for parts actually requested by authorized maintenance personnel and issued on FMD workorders for use on City vehicles.

The Successful Proposer shall provide a sufficient number of on-site personnel required to meet the parts availability performance standards mutually agreed upon by the City and the Successful Proposer. This includes the onboarding of additional staff as FMD’s new facilities coming into operation and the approximate expected staffing needs for each current and future facility location and the operating hours are identified in Attachment G, Fleet Maintenance Division

Locations.

The Successful Proposer shall provide adequate on-site parts inventories to meet the parts availability performance standards mutually agreed upon by the City and the Successful Proposer. The Successful Proposer will also be responsible for supplying a visible, real-time update TV display showing parts on order and their status. The TV displays are to be located directly outside of the parts room at each facility for ease of access by FMD employees. Failure to maintain a functioning display system for communicating parts information status updates at each facility will result in a $25 fine against the monthly billing for everyday not in compliance per facility.

FMD operates using the FASTER Web fleet current management system, developed by FASTER Asset Solutions

(www.fasterasset.com) for the purpose of managing and optimizing its parts inventory, issuing parts to work orders, and procuring parts in the most cost effective and expeditious manner possible. The Successful Proposer shall provide full, real-time, two-way, API electronic integration for parts inventory management with the City’s FASTER Web Fleet

Management System. Specifically, FASTER Web version 6.4.111, FASTER Web supports API interface and an Inventory

Import Utility. The Successful Proposer will develop the interface to the City’s FASTER Web Fleet Management System using the API and Inventory Import Utility

It is mandatory that the Successful Proposer utilize FASTER Web as described above as its primary system for the purpose of managing and optimizing its parts inventory, issuing parts to work orders, and for procuring parts in the most cost effective and expeditious manner possible. The Successful Proposer shall be responsible for supplying and maintaining all their associated ERP system hardware and any interface with FASTER Web to ensure that it is used as the primary management system for parts inventory for the City. The Successful Proposer is responsible for any costs associated with FASTER Web programing, changes, interfaces, integration, and upgrades required to work with their system.

Stocked items by maintenance facility shall be those items which experience three demands per 12 month period. Stocked parts are primarily routine maintenance items and not major repair items such as engines, transmissions, differentials, etc. The Successful Proposer will establish stocking levels with a goal of issuing 95% of stocked parts within 4 hours of a parts request.

The City shall reserve the right to obtain certain parts and supplies considered to be critical to service and repair during emergency situations from other vendors or suppliers, or for which the City determines it to be in the best interest of the City to retain purchasing control. The Successful Proposer shall take possession of these items, and shall manage inventory quantity and disbursements using the Successful Proposer’s information system. These items shall be issued for use on City vehicles at no additional cost to the City. This may also include parts cannibalized from

City vehicles and/or components rebuilt/remanufactured in-house.

Additionally, the City may designate certain items as mandatory stocking items and will require the Successful

Proposer to maintain a mutually acceptable quantity in its inventory at all times. The quantity of inventory may be http://www.fasterasset.com/ subject to the continuous review of the City’s Program Monitoring staff in conjunction with the Successful

Proposer. The Successful Proposer shall provide the City with access to 24 hour live parts inventory so that FMD can monitor stock levels internally.

The Successful Proposer shall be capable of conveying the manufacturer’s warranty, where they exist, on parts provided under this contract. To the extent of the manufacturer’s warranty, the Successful Proposer shall guarantee that all items purchased for equipment repair and maintenance applications will fit the intended application and further guarantee that the product will work on the intended application. On-site replacement for defective, inferior, or non-fit items shall be guaranteed. The Successful Proposer shall maintain warranty records of items sold to the City and issue any credits, including labor and parts, due to the City that are covered under these warranties. All items must include full manufacturer’s warranties and any guarantees the Successful Proposer may also be guaranteed by the manufacturer. The Successful Proposer will provide FMD with a system to check real-time parts warranty verification.

The Successful Proposer shall maintain warranty records for tracking of items sold to the City and issue any credits, including labor, parts and core credits, due the City that are covered under these warranties.

The Successful Proposer shall be capable of providing support for locating parts that are not part of the stockroom inventory, but may be required in the repair and/or maintenance of a vehicle. The City reserves the right to audit and verify cost reasonableness on these parts. Parts receiving/delivery vehicles required for acquiring and transporting parts will be provided by and shall be the sole responsibility of the Successful Proposer.

The Successful Proposer shall provide on-site counter service to meet the parts availability standards defined herein.

At a minimum, counter service shall be provided at maintenance facilities during normal hours of operation as follows.

The Successful Proposer shall provide and coordinate with the FMD to provide a selection of on-site, specialized trainings as deemed necessary by the City. They shall also be responsible for providing online access to a training portal to enhance FMD’s ability to improve employee performance, productivity and growth.

FMD and Tampa Fire Maintenance facilities are closed on Saturday, Sundays and City of Tampa approved holidays, except for emergency situations, or when needed to support other departments that may be working a holiday. Notice will be given one week in advance if parts support is needed for holiday coverage. The normal hours of operation may change due to the operational and/or emergency needs of the FMD and other City Departments. The City shall, in addition to on-site counter service, rely on the Successful Proposer to provide technical assistance and guidance regarding optimization of parts supply at the FMD.

The Successful Proposer shall provide Emergency Services, as designated by the City, by providing stand-by parts supply outside of normal working hours reflected above. The City will notify the Successful Proposer when a requirement exits and the nature and anticipated duration of the response needed for the Successful Proposer. The

Successful Proposer shall be on site to provide service with an appropriate complement of personnel within two hours of notification that such services are required. The Successful Proposer shall be able to provide coverage if necessary on a 24-hour basis until the emergency has cleared or as otherwise directed by the City. Overtime rates by labor category prescribed in this RFP and apply to all City-directed overtime hours worked by the Successful Proposer will be invoiced monthly.

Parts supplied by the Successful Proposer shall meet or exceed the quality of the parts furnished originally for the equipment (OEM or equivalent). The City's Standard of Quality for parts are found in Attachment O. However, if the original manufacturer has updated the quality of the parts for current production, parts purchased after the change shall meet or exceed the updated quality specification. The City shall specifically approve new product lines or changes to existing product lines before they are introduced for use. If more than one grade of product is available that meets the requirements or this section, the City may designate which grade shall be made available for use. the City may at any time refuse any particular product and require a specific substitute to be used. Rebuilt/remanufactured parts must conform to the manufacturer's reconditioning tolerances.

2.3.4 RECORDS KEEPING, REFERENCE MATERIALS AND REPORTING

The Successful Proposer shall provide the following record keeping, reference materials, and reporting requirements:

A. Records. The Successful Proposer shall provide authorized representatives of the City, at all reasonable times, access to and copies of all electronic and hard data, books, records, correspondence, instructions, plans, drawings, receipts, vouchers, and memoranda related to this agreement and shall provide cost verification for parts provided to the City under the terms of this contract upon request from the City.

B. Reference Files and Procedures. The Successful Proposer shall maintain, or have access to, the service manuals, parts manuals, service bulletins, lubrication charts, and other information necessary to procure and supply the parts and related materials to properly service and repair the City’s fleet. The Successful Proposer shall make these materials available to City personnel upon request. These records shall become the property of the City at contract termination or conclusion.

C. Annual Report. The Successful Proposer shall submit to the City a written annual report that summarizes the year's activity in a format agreed upon by the Successful Proposer or /and the City. the Report is due 30 days after the end of the contract period and every anniversary thereafter.

D. Bi-Annual Parts Inventory. The Successful Proposer shall complete two (2) bi-annual stock inventories, at six

(6) month intervals, on all parts at each FMD facility and conduct a cyclic inventory program covering the full inventory at least quarterly.

E. Ad Hoc Reporting. The City reserves the right to require the Successful Proposer to furnish additional reports as needed.

F. Warranty Report. The Successful Proposer shall provide FMD access to a real-time parts warranty verification report that fully describes the parts eligible and supplied, by line item and with costs assigned under the warranty provisions of this agreement. This report shall include an ongoing analysis to identify substandard products or services.

G. Parts Charge Out and Work Orders. The Successful Proposer is responsible for completing work order parts charge outs on parts not automatically billed within 72 hours of repairs being completed by FMD. Do to time sensitivity in billing, failure by the Successful Proposer to remain in compliance with this clause will result in being in violation of the agreement. The first occurrence will result in a 10% deduction fine from the contract's monthly management fee;

the second occurrence will result in a 20% deduction fine from the monthly management fee and a mandatory on-site meeting with the Successful Proposer's management and/or executive staff with the Fleet Manager or designee;

a third occurrence will result. in 30% deduction find from the contract's monthly management fee and another mandatory on-site meeting with the Successful Proposer's management and/or executive staff with the Fleet Manger or designee. Four or more occurrences may result in the termination of the contract with cause.

H. Additional Requests. The Successful Proposer shall provide such other related services as may be required and directed by the City, including providing additional requested part and supplies for general maintenance, repair and operations (MRO) as deemed necessary by the City. Advance approval is required in writing before access to any facility after hours is authorized or any overtime is performed.

2.3.5. Monthly Reporting.

A. Monthly Parts Rebate Report. The Successful Proposer shall submit a report listing rebate details for all parts sold to FMD and all shops for that month. At a minimum, this report shall include customer's name, part number, quantity sold during the month and the total before and after rebate.

B. Monthly Reports. The Successful Proposer shall submit electronically transmitted monthly reports to the City that fully describes the parts supplied for that month, by work order, by unit number, and by line item with costs assigned. Additionally, monthly reports shall include the availability of fast moving parts, including but not limited to batteries, tires, filters and fluids. The monthly report shall also include demonstration of compliance with performance standards.

C. Monthly Parts Availability Time Standards. The Successful Proposer should be fully aware that the City relies on vehicles ad equipment to provide municipal services, and the availability and reliability of the fleet is of the essence.

With this in mind, the Successful Proposer shall meet the following performance standards at all times. Labor disputes, strikes, and other events except those beyond the Successful Proposer's control such as acts of God shall not relieve the Successful Proposer form meeting these standards. For each part category listed below per the outlined service level standard, the Successful Proposer must supply the given percentage of parts on demand after the initial request.

Stocked Parts

95% issued within 4 hours

100% issued withing 24 hours

Non-Stocked Parts

80% issued within 1 Day.

90% issued within 3 Days.

100% issued within 7 Days

Should on-going issues exist, the Successful Proposer will work directly with FMD to create a streamlined process to adjust min/max restocking levels to ensure that the needs of the City are continually met. Due to industry-wide supply chain constraints certain parts, particularly those that are proprietary to an Original Equipment Manufacturer, may be unavailable within the service level standards timeframes at no fault of the Successful Proposer. By mutual agreement, on a case-by-case basis, these parts shall be excluded from the service level standards calculation.

D. Monthly Availability Reports. The Successful Proposer shall provide monthly electronic reports on the effectiveness of its operations. The monthly reports shall include, but not be limited to:

o percentage total of requested units filled on schedule = Total units issued/Total units requested o number of Stockouts per month = New zero balances/30 days o percentage of unfilled orders due to lack of material = Number orders requested/Number of orders filled

30 days unless approved by the Fleet Maintenance Manager.

o percent of user requested items filled from inventory = Number of On Demand orders filled/Number of line items requested o average time to fill backorders = Total no. of days to fill all backorders/Total number backorders o non-stock items requested.

o count and value of on hand inventory by location o value of on-hand inventory by location

Notwithstanding the requirements of this section, the City reserves the right to obtain required parts from other sources or to demand expedited delivery services at the City’s expense if the Successful Proposer indicates that specified service standards cannot be complied with.

2.3.6 QUALITY ASSURANCE PROGRAM: The Successful Proposer shall implement a Quality Assurance Program for the management of the parts supply function. The program shall include provisions for meeting specified performance standards, for providing high quality parts and for providing a high level of customer service. A mandatory component of the Quality Assurance Program shall be quarterly customer satisfaction surveys to be completed by the Fleet Maintenance Division and associated administrative personnel. The Successful Proposer’s

Quality Assurance Program shall also define a role for the City in maintaining high quality service. Proposer’s proposed Quality Assurance Program must be described in detail, as part of its proposal.

2.3.7 SUCCESSFUL PROPOSER PERSONNEL REQUIREMENTS:

A. Successful Proposer’s Local Operations Manager: The Successful Proposer’s Operations Manager(s) and other key personnel shall have proven technical experience for at least a one year period, supervisory experience for at least three (3) years, and managerial experience for at least five (5) years in the field of fleet maintenance and parts procurement and be approved by the City. The Successful Proposer’s Local Operations Manager’s office must be located in the Tampa Bay Area (Hillsborough County, Pinellas County, Manatee County, Sarasota County, Pasco

County and/or Polk County) and shall not be changed without prior consultation with the City. The City must approve the individual(s) who replaces the current Operational Manger (s) and Location Supervisor. The Successful Proposer’s desire to change its Operations Manager must include an implementation plan.

The City requires proposers to have an operational business/management office, with access to management personnel (including the Successful Proposer’s Operations Manager(s) for this contract) within the Tampa Bay Area

(Hillsborough County, Pinellas County, Manatee County, Sarasota County, Pasco County, and/or Polk County) upon initiation of the contract period.

Quarterly, in-person, contract meetings will be required between the FMD and the Successful Proposer designee for the entire period of the agreement period and any subsequent renewals.

B. Personnel Selection

The requirements for the selection of the personnel for the Successful Proposer shall include:

▪ personnel to perform the services outlined in this proposal.

▪ provide evidence of certificates or any other special training of personnel responsible for performing services.

▪ all parts counter employees shall obtain an NIASE P1 certification (Heavy/Medium Duty Truck Parts

Specialist) or NIASE P2 certification (Automobile Parts Specialist) within 6 months of hire based on the location they will be servicing.

▪ all part store location supervisors shall obtain a NIASE P1, P2 and C1 (Auto Service Consultant) within

6 months of hire.

▪ all of the personnel shall be in compliance with the requirements listed in Section 3.24, Contractor

Background Checks.

▪ all personnel must conform to City conduct standards for the term of the contract, including complying with all City and State of Florida Ethics policies.

▪ all personnel must comply with City of Tampa minimum wages standards for all staff employed under this contract. They must also provide employee benefits similar to those of City of Tampa employees, including, medical/dental/vision insurance, PTO and retirement options.

2.3.8. USE OF EXISTING CITY FACILITY. The City will permit the Successful Proposer to use the existing and future FMD facilities stockrooms, including installed equipment such as shelving and racks. All technology hardware needs, including, but not limited to computers, monitors, printers, scanners and copiers are the responsibility of the

Successful Proposer. The Successful Proposer is also responsible for supplying all appropriate office supplies, furniture, and equipment required for successful operation of the parts room stores at each facility. The Successful Proposer will be provided with exclusive access to those portions of FMD facilities so designated for its use subject to the City’s right to inspect and audit. The Successful Proposer shall be responsible for parts room clean up and must maintain the facilities in a presentable manner. The City will provide physically separated space for the purpose of parts inventory storage as is mutually agreed upon by the Successful Proposer and the City. The City shall maintain a set of keys to all facilities for security and emergency situations only. The keys will be under exclusive control of the

Manager or designee(s) of FMD. All Fleet facilities are under surveillance by CCTV cameras for the safety and security of Fleet property and assets. Attachments L,M and N contain photos of the current operating FMD stockroom facilities.

The City will be responsible for supplying all utilities, including refuse collection, to the facilities operated by the

Successful Proposer for the City’s purpose. The City will supply the utilities and communication infrastructure for connection to telephone, Internet, computers, and printers necessary for the Successful Proposer to operate an efficient parts operation for the City’s purpose.

The Successful Proposer shall not use the facilities or other property furnished by the City for provision of parts to vehicles not owned or leased by the City. The Successful Proposer shall not use City property for any personal advantage, business gain, or other personal endeavor by the Successful Proposer or the Successful Proposer’s employees other than in the performance of the work described in the agreement.

The City does not warrant or guarantee against the possibility that safety or environmental hazards or potential hazards may exist at FMD facilities. The Successful Proposer shall be fully OSHA compliant and is responsible for identifying any hazardous conditions and notifying the City of these conditions in writing no later than 30 days after occupying a new facility. This will be accomplished by the Successful Proposer conducting an environmental assessment and an occupational health, and safety inspection of the parts room by competent, qualified and appropriately licensed practitioners. The costs of these inspections and any subsequent corrective action will be negotiated between the City and the Successful Proposer. The Successful Proposer is solely responsible for maintaining, updating and providing immediate access upon request for all chemical and hazardous material Safety

Data Sheets (“SDS”), formerly known as Material Safety Data Sheets (MSDS), per OSHA Hazard Communication

Standards.

The Successful Proposer shall schedule with the City a joint parts room inspection of any new facilities for the purpose of identifying pre-existing conditions pertaining to the buildings, utility systems, equipment, and other assets. The

Successful Proposer and the City together shall make a complete and systematic inspection and inventory of all structural, mechanical, electrical, utility systems, and equipment and furniture. The Successful Proposer shall then prepare and submit to the City a Pre-Existing Condition Report describing all observed pre-existing conditions pertaining to the building structure, systems, equipment, or other assets noted during the joint inspection no later than five days after the joint inspection. The City and Successful Proposer shall then develop a mutually acceptable time table for the correction of any noted corrections to the conditions. The allocation of costs and the completion of the corrections will be mutually agreed upon. A similar inspection will occur when the Successful Proposer vacates the space to ensure that the the space is returned acceptably to the City.

The Successful Proposer shall be required to acknowledge receipt by signature of assets provided by the City for the

Successful Proposer’s use. The assets accepted by the Successful Proposer for the term of the agreement shall then become the responsibility of the Successful Proposer. Upon completion of the agreement, these assets shall be returned in the same condition in which they were provided to the Successful Proposer, less normal wear and tear. The Successful Proposer shall be responsible for replacing any stolen, missing, or destroyed asset with a comparable asset at the Successful Proposer’s expense.

The City’s on-call technician team shall have 24 hours 7 days a week access to the parts rooms including after work hours. It is the responsibility of the City’s on call technician to ensure they provide any information of parts used to the Successful Proposer by the following business day. So that it is appropriately added to the work order for billing purposes.

2.3.9. SPECIAL TERMS AND CONDITIONS:

A. PHASE IN –PHASE OUT: If upon expiration or termination of the contract by either party, the Successful Proposer shall provide phase-in, phase-out services for up to 180 days after the contract expires or is terminated. The

Successful Proposer shall cooperate in good faith with a successor in determining the nature and extent of the services, including the development of a mutually acceptable implementation plan, subject to approval by the City. The

Successful Proposer shall provide sufficient, experienced personnel during the transition period to ensure that all services called for by the contract are maintained at the specified level of contract performance. The Successful

Proposer will be reimbursed for all reasonable transition costs pre-authorized by the City, which are incurred within the agreed period after contract expiration or termination.

The Successful Proposer shall cooperate with the successor in allowing as many personnel as necessary to remain on the job to enhance the continuity and consistency of the services called for by the contract. Toward this end, the

Successful Proposer shall disclose necessary personnel records and allow its successor to conduct on-site interviews with its employees.

B. OPERATIONAL MANAGEMENT FEE AND PARTS COSTS

Proposer (s) shall provide an all-inclusive firm fixed Operational Management Fee/Costs by individual facility to include all services as described in Section I, Scope of Services for a 4-year period and any renewal periods. Proposers shall provide a monthly operational management cost per facility and provide documentation showing the breakdown of these costs per facility. The invoices shall be billed by individual facility monthly over a 12-month period per contractual year. Proposer shall be paid a one-time set-up fee per facility to be paid monthly over a four-year period.

The firm fixed operational management cost is predicated on the Successful Proposer’s staffing of the current three open facilities, Fleet Clark site, Tampa Fire Maintenance, and Fleet Hanna during the hours prescribed in Attachment

G. All Operational Management Fees will be invoiced for facilities that are operational only. The Successful Proposer’s staff for these three facilities will operate approximately $8 million in annual parts and supply sales for the Scope of

Services described in Section I.

Proposer(s)shall also provide the range of wages per hour per position. This information is primarily needed for potential approved overtime pay.

Operations Manager

Location Supervisor (s)

Clerk (s)

Additional staffing will be required, when the City increases the number of maintenance facilities or if facilities need additional shifts/staffing especially if annual sales exceed $8.5 million in annual parts, tires, third party services, and supplies sales. The Successful Proposer reserves the right to re-evaluate their staffing levels to align with their new labor costs due to the The City’s demand for service.

Furthermore, if deemed necessary, the City’s Fleet Manager or designee, shall pay for overtime hours for employee(s) who work over a 40 hours work week excluding any City of Tampa holidays. The Successful Proposer shall invoice the City at the overtime hourly wage rates by labor category they provided with proposal. Approved over time pay shall be paid in addition to the approved contracted operational management fee for the facility that requires the overtime. Overtime rate (s) shall be paid according to all local, state and federal labor laws and must be billed as a separate line item on the monthly invoice(s) per facility.

Parts, supplies, tires, and third-party services will be invoiced to the City at the Successful Proposer’s landed costs which includes the product cost plus percent mark-up, discounts, shipping charges, taxes, fees, and tariffs. Mark-up to parts shall be inclusive of all expenses related to overhead, company profit/loss statements and applicable company fees. Proposer shall provide the mark-up percentage for the listed parts they will provide on Attachment J, Parts

Market Basket Excel Spreadsheet. For evaluation purposes, approximately eighty percent (80%) paid by the City are for parts. The City will use 80% as an evaluation factor for the parts portion of the cost criteria.

All quantities listed in the RFP are approximate and the City shall not be required to purchase any minimum or maximum quantities during the term or any renewals terms of this agreement.

2.3.10. PRICE ESCALATION FOR MANAGEMENT/OPERATION COSTS. The City of Tampa will allow a price escalation provision within this award for the all-inclusive operation management fee costs. The original proposal costs/prices shall be firm for locations for a 1-year minimum period. A price escalation will be allowed 1 year after the beginning of the award period and at 1-year intervals, thereafter, including current and future locations as they are on boarded, provided the Awardee notifies the City of Tampa, in writing, of the pending price escalation a minimum of 60 days prior to the effective date of the price escalation. The price escalation percentage change shall not exceed the previous 1-year’s percentage change of the Consumer Price Index for All Urban Consumers (CPI-U) published by the U.S. Department of Labor’s Bureau of Labor Statistics. Failure to comply with these instructions shall be grounds for disallowance of a price escalation as allowed herein

If, at the point of exercising the price escalation provision, market media indicators show that the prices have decreased, that current year’s Operational Management Fee costs will not change for new term period. In the event of this occurrence, the City of Tampa further reserves the right to utilize any and/or all options as stated herein

Notwithstanding the aforementioned, for increases in pricing that exceed the limits as set forth above, through no fault of the Awardee, will be handled by the City on a case-by-case basis. Awardee shall provide documentation as requested by the City to justify the increases in price. The City, in its sole discretion, will determine whether or not to accept the requested increases in prices.

2.3.11. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces, beyond normal wear and tear, resulting from the performance of this contract shall be repaired to the City’s satisfaction at the

Successful Proposer’s expense within 10 business days time frame, unless otherwise approved by the Fleet

Maintenance Division Manager or designee.

2.3.12 DELIVERY AND STORAGE: The City of Tampa will allow the Successful Proposer’s personnel to operate the City’s on-site forklifts for use at the FMD and facilities, provided that the employees operating the forklifts are properly trained to do so. If requested, the Successful Proposer shall provide documented proof of the training. The

City of Tampa may also require that any employee (s) who operates a forklift take a City of Tampa forklift training class.

2.3.13 TAMPA PORT ACCESS. All personnel assigned to provide this service or required to deliver goods to the

Port of Tampa, if applicable in this award, shall obtain a Port Pass. To obtain this port pass will require each employee to have a valid photo ID. It is the responsibility of the Awardee to obtain Port Passes before work begins or prior to delivery. Each employee shall display the identification card on outer apparel at all times when on the AWT Plant site or WWC site. Any person found on the site without the required identification card will be directed to leave the site immediately. The time and cost associated with acquiring this ID shall be the Awardee’s responsibility.

Documentation, pricing, and other information related to the access requirements for the Port of Tampa can be found at: https://www.porttb.com/security.

2.3.14. PURCHASE OF CURRENT CONTRACTOR'S INVENTORY AT CONTRACT EXPIRATION. At contract termination, for the current Awardee, Contractor Management Consulting Inc. (Mancon), for any remaining inventory shall be returned to the them without additional cost to the City. The Successful Proposer may choose to work with the outgoing Contractor (Mancon), in regards to purchasing of any current remaining inventory at the transition of this agreement. The City is not responsible for facilitating this process. The City requests the Successful Proposer to stock, mandatory stocking items, plus a three-month supply of existing contracted stock at actual unit cost based on the prior two years’ usage which will be provided to the Successful Proposer after awarding.

2.3.15. CITY’S ROLE AND RESPONSIBILITIES The City’s Fleet Maintenance Division is responsible for all vehicle and equipment maintenance of City vehicles under this agreement. No portion of work shall be provided to the

Successful Prosper that involves direct or indirect repairs or maintenance of City owned vehicles outside of parts acquisition and management per the terms and conditions of this contract.

2.4. QUALIFICATIONS

https://www.porttb.com/security

Proposers shall have the following minimum qualifications listed below. Proposals shall not be considered if the

Proposer does not meet these minimum qualifications:

o Must specifically specialize in parts acquisition and management of municipally operated parts stores (this does not include maintenance only contracts).

o Have access to national distribution of parts with local access to a parts warehouse(s) within the Tampa

Bay Area (Hillsborough County, Pinellas County, Manatee County, Sarasota County, Pasco County, and/or

Poke County) o Provide references of 3 successful, similar size/scope municipal parts contracts with at least one reference preferably from a municipality within the state of Florida in the previous five (5) years.

o Must be compliant with all parts acquisitions, parts management, personnel and technology requirements listed…