Fleet_Maintenance_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2023-RFP-001

FLEET MAINTENANCE SERVICES

City of Pittsburgh

City-County Building

Pittsburgh, PA 15219

RELEASE DATE: February 27, 2023

DEADLINE FOR QUESTIONS: April 5, 2023

RESPONSE DEADLINE: April 21, 2023, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/pittsburghpa https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Pittsburgh

REQUEST FOR PROPOSAL

Fleet Maintenance Services

I. Introduction II. Instructions to Bidders

III. Scope of Work IV. Proposal Format Requirements V. Evaluation Phases

VI. Equal Opportunity Review Commission Terms VII. Award and Contract

VIII. General Terms & Conditions IX. Miscellaneous Requirements X. Vendor Questionnaire

Attachments:

A - Attachment D City Fleet 1-29-2023

B - Attachment E PWSA Fleet 1-29-2023

C - Attachment F-Budget Template

D - Attachment I PM Schedule

E - Attachment J Performance Standards

F - Attachment L - City Fuel Sites

G - Attachment G - Tool Inventory

H - Attachment H 2021 Utility Bills

J - Fleet List City PWSA Combined

K - Attachment K Heavy Equipment Fleet 1-29-2023

L - Heavy Equipment roster (1)

M - Contractor Vehicles

Request for Proposal #2023-RFP-001 Title: Fleet Maintenance Services

N - FVS Pittsburgh and PJCBC CBA 2022-25

O - Union Medical & Dental

1. INTRODUCTION

1.1. Summary

The City of Pittsburgh Office of Management and Budget is soliciting proposals for Fleet Management and Maintenance Services.

The City is seeking Proposals from qualified firms to provide management, maintenance, and repair services of its fleet, as well as other associated services. The City’s objective is to reduce fleet downtime and cost while increasing reliability and protecting the City’s overall investment in its fleet.

1.2. Background

The Office of Management and Budget is seeking proposals from qualified firms for Fleet Management and Maintenance Services for an initial period of ten (10) years (with a possible option to extend up to an additional five (5) years). Services shall include the management, maintenance, and repair of its fleet, and any other fleet services required.

1.3. Contact Information

Clarisa Mejias-Shell

Sourcing Specialist

414 Grant Street

Pittsburgh, PA 15219

Email: clarisa.mejias-shell@pittsburghpa.gov

Phone: (412) 255-2422

Department:

Office of Management & Budget

1.4. Timeline

The following represents the tentative schedule for this project. Any change in the scheduled dates for the Pre Proposal Conference (if applicable), Deadline for Submission of Written Questions, or Proposal

Submission Deadline will be advertised in the form of an addendum to this RFP. The schedule for the evaluation process and other future dates may be adjusted without notice.

RFP Released February 27, 2023

Pre-Proposal Meeting (Mandatory) March 29, 2023, 1:00pm

2925 Railroad Street

Pittsburgh, PA 15201

Question Submission Deadline April 5, 2023, 5:00pm mailto:clarisa.mejias-shell@pittsburghpa.gov tel:(412)255-2422

Proposal Submission Deadline April 21, 2023, 5:00pm

Proposal Review and Supplier Scoring April 2023

Contract Award April 2023

2. INSTRUCTIONS TO BIDDERS

2.1. Submittal Requirements

All proposals must be submitted electronically. No proposal shall be accepted in person, by U.S. Mail, by private courier service, via oral or email communication, telephone or fax transmission.

Respondents are required to provide one (1) electronic copy of their proposal in either MS Word or PDF by the submission deadline.

If additional hard copies are requested, the proposal should be bound or contained in a loose leaf binder. Document pages shall be 8-1/2 inches by 11 inches in size or folded to such a size. Use section dividers, tabbed in accordance with this Section as specified below. All proposals will need to be provided electronically so the following format will apply for the electronic submittal through the

Beacon website.

2.2. Additional Submission Considerations

Late proposals will not be accepted or considered. Respondents should allow enough time to register company on the City's e-Procurement Portal, search the solicitation they wish to respond to and complete the submission process online before the deadline.

The City of Pittsburgh shall not be responsible for proposals delivered to a person or location other than that specified herein.

All submittals, whether selected or rejected, shall become the property of the City of Pittsburgh and will not be returned.

All costs associated with proposal preparation shall be borne by the applicant.

3. SCOPE OF WORK

3.1. Objective of Agreement Resulting from this RFP Process

The goal of the Agreement resulting from this RFP is to assure that the City and the selected Contractor are providing vehicles and equipment that are suitable to City users' needs; available when City users need them; reliable when being used; safe to operate; economic to own, operate, and maintain; and operated and maintained in an environmentally responsible manner and with all aforementioned services provided in a cost effective manner. In summary, the City would like to reduce fleet downtime and cost while increasing reliability and assuring protection of the City’s overall investment in its fleet.

The selected Contractor shall also assist in the development and implementation of a multi-year Fleet

Equipment Life Cycle Replacement Plan and must be prepared to work with the City on an effective transition plan.

3.2. Overview of the City of Pittsburgh Fleet

The City’s fleet consists of 1,175 units as of January 30, 2023 (See Attachment D). Types of vehicles include ambulances, administrative sedans, fire-fighting apparatus, refuse packers, trailers, and dump trucks. Specialty equipment includes emergency boats, boat engines, trailers, and tactical units. All units listed are currently maintained at the City-owned garage facilities located at 2925 Railroad Street, Pittsburgh, Pennsylvania 15201.

The size of the City’s fleet is subject to change based on modified staffing levels or expanded services.

Proposers provide an allowable increase that would not increase the target service rate.

All vehicles in the City’s fleet will be maintained as a complete unit. Examples include Refuse packers

(cab, chassis, and body); Fire apparatus (cab, chassis, and pump/aerial; and dump trucks (cab, chassis, and dump bed).

The City is dedicated to investing in its fleet and reducing the overall fleet age over the next 10 years. An ongoing ten-year vehicle acquisition plan has been developed, and this will be provided to the awarded

Contractor on a regular basis throughout the duration of the contract.

3.3. Required Additional Fleet: Pittsburgh Water and Sewer Authority Fleet

The Pittsburgh Water and Sewer Authority (PWSA) fleet consists of 170 units as of January 30, 2023 (See

Attachment E). Units include pickup trucks, dump trucks, backhoes, vactor trucks, and compressor trucks.

Proposers should include these as a separate budget in their submission and provide answers to all questions listed in Section 8 specifically for the PWSA fleet. The same Scope of Services shall apply to these units.

All vehicles in the PWSA fleet will be maintained as a complete unit. Examples include vactor trucks (cab, chassis, vactor); and compressor trucks (cab, chassis, compressor).

3.4. Responsibilities of the Selected Fleet Services Contractor

The Contractor will be required to furnish all supervision, labor, parts, supplies, and sub-contracted work needed to manage and maintain the fleet in a state of repair consistent with the performance standards and service specifications identified in this RFP. The Contractor will effectively manage the fleet assets of the City and implement a life-cycle costing program for the City’s fleet management.

All preventative maintenance and repair work done by the Contractor must meet original equipment manufacturer’s specifications and warranties. At no cost to the City, the Contractor will purchase any required tools, parts, and materials to meet all OEM specifications and warranties for the duration of the contract.

Services must be provided during snow storms, tornadoes, floods, major fires, and other natural or declared emergencies, as well as during normal business hours, as described in more detail herein. The

Contractor will also be expected to attend meetings regarding the maintenance and repair of the fleet, including monthly departmental meetings, quarterly report meetings, and any others required by the

City.

3.5. Services and Costs

Services will be categorized as either “Target” or “Non-Target”.

Target Services shall be bid as an annual fixed cost for each year of the contract term.

Non-Target Services shall be bid as an hourly technician rate for each year of the contract term.

Subcontracted services shall be reimbursed by the City at net cost as a Non-Target Service.

Detailed definitions and explanations of these services are listed throughout the RFP.

3.6. Target Services and Costs

Target Services are routine maintenance and repair activities that are reasonably predictable in the mission of the vehicle.

All Preventative Maintenance (PM) services will be included in the Contractor’s Target Service.

At no additional cost to the City, the Contractor will purchase any required parts, materials, and equipment to meet all OEM specifications and warranties for the duration of this Agreement. All Target

Services will be provided by the Contractor within a single annual fixed amount as specified in its

Proposal. The Contractor will be liable, responsible, and accountable for all costs exceeding the projected Target Service amount. Target Costs shall include:

a. Wages and Salaries;

b. Fringe Benefits;

c. Parts and Supplies

d. Subcontractor Services;

e. Overhead, including but not limited to, utilities;

f. Corporate Administrative and Management Fees;

g. Capital Expenditures.

The Target Cost is the total cost proposed by the Contractor for the performance of Target Services, which is to be included in the Contractor’s Proposal. (Refer to Attachment F – Budget Template)

3.7. Non-Target Services and Costs

Non-Target Services include Accident Repairs, Life Extension, Vandalism, Misuse, Natural Causes, Directed Work, Act of Nature, Snow Emergency, Capitalization, New Equipment, Theft, Operational

Damage, and any other directed work outside of the scope of services specified as Target Services. The

Contractor must provide Non-Target Services rates for each year of the contract.

The Contractor will provide detailed estimates of all non-target work to the Fleet Contract Manager and receive approval from the City Fleet Manager or PWSA Fleet Manager prior to beginning such work.

All Non-Target charges over $2,000 shall be processed using an electronic authorization form provided by the City. All other Non-Target work detail shall be available upon request at any time. The Contractor will make reasonable efforts to complete non-target work and services during normal business hours.

Non-Target repairs will be subject to Mitchell repair standards (flat rates) adjusted for variables such as after-market installed equipment, special built equipment, modifications to equipment, and rusted fasteners or fittings.

The Contractor will document monthly target and non-target hours worked by each employee.

The City will only pay overtime for hourly administrative and parts personnel when they are required to work overtime hours as part of an emergency declared by designated City appointees or are requested by the City to work stand-by hours. The City will not pay overtime for any salaried management or supervisory staff.

The City will pay the Contractor for Non-Target labor on a straight cost-reimbursement basis according to the price schedule set out in the Contractor’s Proposal. All parts, material, and subcontractor costs incurred by the Contractor in providing Non-Target Services will be charged at net cost.

All subcontracted work must include a minimum of two estimates unless otherwise approved by the City or PWSA Fleet Manager.

3.8. Overtime Allocation

The City will not be responsible for any overtime required by the Contractor to meet the Targeted service requirements of the contract. The ratio of overtime allocated for Target Services versus Non-

Target Services shall be provided in a monthly report to the City. Overtime allocation for Non-Target work is subject to approval by the City.

3.9. Invoicing

Frequency: The City will accept separate invoices per month for Target Services, Non-Target Services, and Equipment Leasing Authority projects. Each invoice will be adjusted for performance rewards/liquidated damages, rework services, warranty reimbursements, fuel used by the Contractor’s assigned vehicles, utility bills, and costs incurred directly by the City for Target Services.

Payment of Invoices: The City will pay the Contractor within forty-five (45) days of the City’s receipt of an acceptable invoice. The City will pay the Contractor for all items invoiced over which there is no dispute so that payment for undisputed items is prompt. Payment for disputed items will be made when disputes are resolved. The City will not pay any late charges or penalties that pertain to undisputed invoice payment that are within the forty-five (45) day period.

The Contractor will provide invoice standards in consideration of and based on City policy and procedures.

3.10. Invoicing for PWSA Fleet

The Contractor shall have the ability to separate the PWSA fleet from the City of Pittsburgh Fleet and issue both a monthly Target invoice and a monthly Non-Target invoice related to work completed for the PWSA fleet.

3.11. Cost Savings Incentive

As an incentive to the Contractor to identify and pursue cost saving opportunities, the City is willing to establish an arrangement whereby the City and the Contractor share in cost savings that are generated as a result of actions taken by the Contractor. The Contractor will describe in its Proposal methods of compensation consistent with this objective, understanding that such methods must be in compliance with applicable laws.

3.12. Use of City Garage Facilities and Equipment

The City owns two garages ("the Maintenance Facilities") located at 2925 Railroad Street, Pittsburgh, Pennsylvania 15201.

a. The City will allow the Contractor to lease for one dollar ($1.00) the Maintenance Facilities to perform the fleet services specified in this RFP. Included in the lease will be all maintenance and repair equipment, tools, service vehicles, furniture, and other assets that are located at these garages and are currently used by the City

b. The City does not warrant or guarantee against the possibility that safety or environmental hazards or potential hazards may exist at these garages. The Contractor will be responsible for identifying any hazardous conditions and notifying the City in writing within thirty (30) days of Agreement award. This will be accomplished by conducting an environmental assessment and an occupational, health, and safety inspection of the facilities acceptable to the City. The Contractor will be responsible for the assessment and inspection and will pay for all associated costs of these services.

c. The Contractor will not use the leased assets or other City-furnished property for work on vehicles or equipment not owned or leased by the City unless authorized by the City.

d. Within ten (10) days of contract execution, the Contractor will schedule a joint garage inspection with the City for the purpose of identifying pre-existing deficiencies pertaining to the buildings, utility systems, equipment, and other assets. The Contractor will then prepare and submit to the City a Pre-

Existing Deficiency Report describing all observed deficiencies. The joint inspection and inventory will be repeated annually. The City reserves the right to correct said deficiencies at its own chosen schedule.

e. The Contractor will be required to acknowledge receipt by signature of assets provided by the City for the Contractor’s use. The assets leased by the Contractor for the term of the Agreement will then become the responsibility of the Contractor. The Contractor and the City will conduct a physical inventory of all assets annually. Upon completion or termination of the Agreement, these assets will be returned in the same condition in which they were provided to the Contractor, less normal wear and tear. The Contractor will be responsible for replacing any stolen, missing, or destroyed asset with a comparable asset at the Contractor’s expense.

3.13. Garage Utilities

The Contractor will be responsible for paying for heat, water and electricity billed to the City for the

Maintenance Facilities. The 2022 utility usage and billing information for the City facilities are contained in Attachment H.

The City will be responsible for the cost of any EV Charging equipment use that is charged to the

Contractor's Electricity Bill. The City will provide a report from the charger company detailing total usage for each utility period. The City will deduct that Electricity usage from the amount requested for reimbursement from the Contractor.

The Contractor will be responsible for providing a phone system including three (3) lines to be used by

City staff.

3.14. Repair to Maintenance Facilities

a. The City will be responsible for preventive maintenance and repair of the City’s Maintenance Facility structures and all elements contained therein that are leased to the Contractor and that are the property of the City, excluding any items discussed below, unless such repair is due to the negligence of the Contractor.

b. Service vehicles are considered part of the City fleet and all preventive maintenance and repair of these vehicles will be the Contractor’s responsibility. Once a City Service Vehicle asset is retired from service, the Contractor will replace the vehicle in kind with all service equipment accessories at no cost to the City.

c. Garage features, utility systems, equipment, furnishings, and other assets damaged by the Contractor or by a Subcontractor will be restored to their pre-damaged condition by the City at the Contractor’s expense and at no additional cost to the City.

d. The Contractor will be responsible for interior housekeeping and supplies, which includes janitorial services.

e. The Contactor will be responsible for exterior maintenance of the Facilities. This includes periodic trimming of weeds, litter removal, and other light exterior maintenance work as requested by the City

Fleet Contract Manager.

f. The Contractor shall be responsible for the maintenance and repair of all garage doors and lights located within both facilities.

3.15. Garage Equipment Changes

a. The replacement of existing shop equipment listed in Attachment G by the Contractor will be made by mutual agreement between Contractor and the City for the safe and efficient operation of respective facilities.

b. The City will periodically replace equipment, tools, or furniture as needed. The inventory of items for which the Contractor will be responsible will be amended to reflect these changes.

c. The Contractor may, at its own cost, change the locks on any and all of these garage facilities and equipment leased for the duration of the Agreement. Duplicate keys for all re-keyed locks will be provided to the City and identified by tags.

3.16. Hours of Service

Contractor shall maintain repair facility hours Monday through Friday from 6:00am to 11:00 pm.

Vehicles and equipment shall be accepted for service during these hours of operation. Preventative maintenance for non-public safety departments shall be performed during the night shift as often as possible.

For Saturdays following City holidays, the Contractor will provide a shift of mechanics and other necessary personnel to maintain normal operation from 6:00 a.m. to 7:30 p.m. to service refuse vehicles, including refuse packers and foremen trucks.

The Contractor’s workforce must be available to check the refuse packer operators in and out when performing their daily work routines to minimize unclaimed damage to these units.

The Contractor will provide a technician to assist with weekly truck checks at the Environmental Services

(PWES) lot (3001 Railroad St., Pittsburgh, PA 15201). The day and time of these checks will be determined by PWES Management and approved by the City Fleet Manager.

The Contractor must have the repair facilities open every City workday and, at the Contractor’s discretion, may also remain open on City designated scheduled holidays or weekend days as long as those days are not considered overtime and/or premium pay workdays. If the Contractor decides to stay open on a City holiday or weekend day, they must not expect delivery of vehicles scheduled for PM or other City services.

The Motor Pool shall be open from 8:00 a.m. to 4:30 p.m. every Monday through Friday, excluding City holidays.

3.17. Fire Emergencies – Three Alarm Fires

The Contractor will have at least one fully qualified mechanic on-call at all times to support all City vehicle users, and a qualified mechanic and fuel truck operator at the site of every three-alarm or larger fire for the duration of the fire. The mechanic must be at the fire within one hour of the call from

Emergency Dispatch. On-call service will be provided for all vehicles during emergencies, special events, and other occasions.

3.18. Preventative Maintenance

The Contractor will provide a comprehensive Preventative Maintenance (PM) plan in their proposal based on the City’s vehicle inventory (refer to Attachment D). The plan should meet or exceed industry standards for each type of vehicle listed.

The Contractor will follow OEM and manufacturer recommended service and PM intervals at a minimum. PM work will include Auxiliary Equipment including, but not limited to compressors, generators, cranes, light towers, and any other equipment permanently attached to vehicles and requiring PM service.

The City desires that preventative maintenance on all water craft be subcontracted to a local Marina which specializes in water craft maintenance. This PM should also follow OEM recommended intervals, and the Contractor will provide documentation of all services completed by the subcontractor with detailed information on the work that was completed.

The Contractor will perform Annual Aerial and Pump tests on all Fire Apparatus. Documentation for these tests will be provided to the City and also maintained in the Contractor’s records for the duration of the contract.

The City desires a flexible PM procedure that allows user departments to create individualized schedules as well as a level of flexibility in dealing with rescheduling PMs. Proposers shall include their plan for addressing both rescheduled and no-show PMs. PMs shall be considered a Target Cost regardless of when they are performed.

PMs should align with State Inspection dates wherever possible.All PM work orders should be cross checked in the management system for the unit's next State Inspection Date and the inspection should take place if it is within a reasonable amount of time.

The Contractor will create PM checklists that should be included with all vehicle PM work. This checklist must include OEM specific services, a safety checklist, and a checklist showing that any additionally installed or attached equipment such as but not limited to GPSelematics, radios, spreaders, plows, compressors, generators, cranes, light towers, etc.

Contractor will notify each City department’s fleet representative(s) of individual PM schedules on a regular basis at the frequency requested by the City.

The Contractor shall operate a field service truck(s) for use on fire vehicles, heavy machinery and tools that, due to size, makeup or similar physical characteristics, cannot effectively or efficiently be transported to the garage as determined by the City and the Contractor.

The Contractor will include in their proposal a Quality Assurance Program for the management of the repair and maintenance of assigned vehicles. The program will include provisions for meeting specified performance standards, maintaining quality workmanship, providing a high level of customer service, and reducing fleet costs incurred by the City.

Attachment I is the current PM schedule for all units. Please include how your firm’s staffing model would support this schedule and also include any suggested modifications based on your performance strategies.

3.19. Vehicle Electronic Equipment Preventative Maintenance and Repair

The Contractor will also provide a plan for Vehicle Electronic Equipment Preventative Maintenance and

Repair of normal Public Safety and Public Works equipment that is utilized by the City. This includes up-fits such as radios, emergency lights, sirens, and any other equipment that is normally included in these vehicles.

3.20. Performance Metrics

The Contractor will be expected to maintain certain performance standards. Several suggested performance measures are listed in Attachment J.

Proposers shall explain how they plan to meet these and any other suggested standards, detailing specific definitions, strategies, and past performance in other locations.

Proposers should also detail any suggested modifications to the attached standards, penalties that would result from not meeting each standard, and specific formulas for meeting each standard.

Each month, the total compliance percentage shall be calculated for each of the following standards. For each vehicle type, for each of the standards described in Attachment J, a penalty of $100 per each 1% below the compliance percentage or each additional business day shall be assessed to the Contractor.

In addition to the breakdown in Attachment J, the Contractor will be expected to meet the divisional-level needs of each department. A prime example includes the Department of Public Works, which is broken into six Streets Maintenance divisions, five Parks Maintenance divisions, and three specialty divisions. Another example is the Police Bureau, which is broken into six Zones.

3.21. Preventative Maintenance Performance Standard

95% of all Target, on-time, scheduled PMs must be completed within 48 hours of delivery by the City.

This includes PMs that are rescheduled in advance by the City.

3.22. Acceptable Repair Progress Standard

The Contractor will progress through the repair process as outlined in Attachment J.

3.23. Fleet Availability Standards

Fleet availability is calculated as: [(VEHICLE DEMAND HOURS – DOWNTIME HOURS) / VEHICLE DEMAND

HOURS]

The City’s suggested minimum daily availability can be found in Attachment J.

3.24. Selection of Personnel

a. The Contractor must include with its Proposal a complete staffing plan for performing all work referenced herein. The plan must include an organization chart identifying specific job classifications, the number of employees in each job classification, and the amount of time each will devote to the performance of services under the Agreement.

b. THE CONTRACTOR WILL HONOR THE CURRENT PITTSBURGH CHAPTER, DISTRICT LODGE NO. 98, OF

THE INTERNATIONAL ASSOCIATION OF MACHINISTS AND AEROSPACE WORKERS BARGAINING UNIT

AGREEMENT CONDITIONS AND TERMS.

c. The Contractor will have the responsibility for selecting personnel to perform the services outlined in this RFP and shall include in its proposal its staffing model to support the City’s entire fleet listed in

Attachment D.

d. The Contractor must have employees who possess the appropriate certifications and skills for repairing, testing, and operating the equipment listed in Attachment D. This includes specialty equipment used by the Fire Bureau, Emergency Medical Services, Police, Emergency Management

Agency, and the Department of Public Works. The Contractor must clearly state the number and type of trained and certified mechanics it intends to employ.

3.25. Changes in Personnel

The Contractor is required to select a General Manager prior to award of this Agreement for review and approval by the City and once approved cannot be changed without the City’s approval. Following award of the Agreement, the Contractor’s General Manager will not be changed prior to notification to the

City. The City must approve the individual who will replace the current General Manager prior to a changeover. The Contractor’s Proposal to change its Project (General) Manager must include a transition plan.

3.26. Fuel Management

The City owns, operates, and maintains five (5) fuel locations, and provides fuel for two (2) additional locations operated by the Pittsburgh Water and Sewer Authority ("PWSA") (See Attachment L).

Contractor shall place fuel orders based on fuel levels monitored at the 29 ½ Street fuel station and at the five other fuel sites. The Contractor will obtain low-level alerts as well as verification of fuel deliveries at satellite fueling locations, including the PWSA location, from City personnel responsible for those locations.

Contractor will be responsible for data collection and analysis, record keeping, and reporting fuel and related information as required by the City and according to EPA and State regulations.

3.27. GPS and Telematics Systems

The Contractor shall have a minimum of three (3) technicians trained to install, remove, and repair all telematics and GPS equipment installed on City and PWSA vehicles. This includes but is not limited to

SkyHawk Telematics, Whelen Telematics, and GeoTab Telematics.

The City and/or PWSA will notify the Contractor in the event of a change to the equipment being used and provide a contact in which the Contractor can request training for its technicians.

3.28. New Vehicle Preparation

a. New vehicle preparation will be included in the Contractor’s Target Service. Preparation will include inspections; cleaning; installation of decals, vehicle numbers, and department names; and installation of accessory equipment and other special equipment such as GPS, telematics devices, and radios.

• For Public Works, Public Safety, and emergency vehicles, this work may involve mounting and wiring roof lights, radio equipment, installation of security screens, rear seat inserts, gun locks, trunk organizers, or other required equipment. This equipment will be provided to the Contractor by the City.

b. The Contractor will furnish, supply, and install all decals, stripes, graphics, and emblems for all new vehicles. The City will supply electronic files for any unique logos or designs specific to the City of

Pittsburgh. The Contractor must have the advanced graphics equipment necessary to produce and cut specific decals required by City.

• The only exception for decal work is major graphics required for Fire Pumpers, Aerials, Refuse/Recycling Packers and EMS Ambulances. This exception will be categorized as a Non-Target service.

c. The Contractor must also replace or modify decals and graphics as requested by City as a Non-Target service.

d. The Contractor will coordinate the installation and maintenance of all vehicle radios. The Public Safety

Department shall provide the Contractor with special equipment specifications and for apparatus, racks, screens, radios, light bars, etc. to properly Q/C and install each newly acquired unit.

e. The Contractor will inspect all new vehicle work as well as out-sourced after-market work. Any incomplete installations or work and repairs necessary will be documented by the Contractor. If the

Contractor performs the corrective work, the Contractor will submit to the Fleet Manager actual time and material costs for these repairs, for potential reimbursement from the new vehicle and/or out-sourced vendor.

3.29. Vehicle Decommission, Disposal, and Online Auction Preparation

a. The Contractor will support the City in its administration of the vehicle disposal program. This support includes making reasonable facilities, equipment, and personnel available for the preparation of vehicles for online auction. Contractor shall have any decommissioned vehicle prepped for online auction within thirty calendar days from the date the decommission order is approved by the City or PWSA Fleet

Manager. Any extension to this time period must be agreed upon and approved by the City.

b. For each business day after the thirty-day timeframe, Contractor shall be penalized $100 per day, per vehicle. The Contractor will provide a monthly report which shows the date of City approval to decommission, status of decommissioned vehicles, and the date the decommission was complete.

c. Preparation for sale will include removing tags, decals and special equipment such as City radios, computer equipment, and prisoner cages, as well as completing necessary forms and supplying interior and exterior pictures. All work performed for vehicle disposal will be included in the Contractor’s Target

Service.

d. After being taken out of service, the Contractor will be responsible for arranging the parking of decommissioned vehicles on City property in a manner that is acceptable to the City and will make each auctioned vehicle available for removal based on the online auction sales schedule provided by the City.

e. Vehicles taken out of service for sale are not to be stripped of parts or otherwise cannibalized by the

Contractor without the prior written approval of the Fleet Manager.

f. In the event that the City allows other departments or government agencies to bring vehicles or equipment to the facility for online auction, the Contractor will fully assist in assuring that they are protected and treated in the same manner, in every way, as those from the City – including the need to provide space for these vehicles inside the Maintenance Facilities or immediate vicinity.

g. The City and/or PWSA Fleet Manager(s) will identify any equipment that is to be removed from decommissioned vehicles, such as radios, gps, and telematics. All corresponding cables and wiring harnesses will be removed unless otherwise approved to be left or discarded by the City and/or PWSA

Fleet Manager(s). These items will be turned in to the Fleet Manager to be stored and reused in new equipment.

3.30. Inspections, Registration, Regulatory Labels

a. The Contractor will inspect and test vehicles and power-operated equipment on an annual or semi-annual basis in accordance with Federal and State laws, including safety and emission inspections.

Inspections and tests shall be performed by the Contractor in the Maintenance Facilities by properly authorized and trained mechanics. The Contractor will be responsible for scheduling inspections in a manner similar to the scheduling of preventive maintenance appointments and will, when appropriate, perform PM services with inspections. All of the inspections conducted by the Contractor pursuant to this Section will be included in the Contractor’s Target Service.

b. The Contractor will coordinate with the City and will be provided photo copies of PA Vehicle Class

Registration and any related original Registration, certification, weight class, etc. stickers or markers.

The Contractor will install the Registration, stickers, etc. on the appropriate City Units.

c. The Contractor will be responsible to assure all City operating vehicles in service have current and legal PA safety Inspection, Pa Vehicle Registration, Vehicle Weight Class, DEP Land Fill, or any required

City or local labels.

d. The Contractor will be responsible for obtaining annual required aerial device, fire apparatus and equipment, cranes, etc. certifications such as pump inspections and certifications, aerial stress tests, intensified fluoroscopic X-rays, magnafluxing, dye penetrate, ground ladder tests, etc. In addition, the

Contractor will be responsible for semi-annual inspections and follow-up maintenance of Fire Bureau on-board generators, Hurst and/or other power extrication tools. Fire apparatus personnel lift devices shall be inspected in accordance with National Fire Prevention Association (NFPA) guidelines and any other applicable industry standards and practices. The Contractor will furnish final written reports of such inspections and the actions that were taken, or will be taken, to correct any deficiencies noted during the inspections.

The Contractor’s proposal should clearly state how it intends to schedule and complete inspections.

e. Contractor will be responsible for repair and maintenance of the following specialized on board equipment in all EMS ambulances:

• Oxygen delivery systems including all hoses, regulators, outlets, and gauges.

• Suction system including all hoses, outlets and gauges

• Inverters including all outlets

f. Contractor will be responsible for repair and maintenance of the following specialized on board equipment in all EMS rescue trucks:

• Hurst systems including on board power units, on board hydraulic hoses, on board reels

• Supplied air system including storage cylinders, hoses, valves, gauges and reels Light towers including delivery system which includes outlets, reels, and cable

g. Each time a Fire Bureau pumper or pumper/aerial ladder truck or EMS ambulance or Rescue Unit has major engine and/or pump repairs/overhauls these vehicles must be retested and certified in accordance with NFPA and ISO standards.

h. Each time a vehicle is serviced; the Contractor must do a safety check of the vehicle and make any necessary repairs to the vehicle to be in compliance with Commercial Motor Vehicle Code or other safety standards.

3.31. Road Calls and Towing

The Contractor will provide road service and towing service 24-hours a day, seven days a week including holidays. Standby personnel may be utilized for this purpose. Road service is defined as any repair that precludes the operator from bringing the vehicle in to the shop for service and that generally takes less than one hour to do. Examples are tire repair, dead battery, and broken lights. Response time for road calls and towing service (from time of call to arrival on scene) during business hours and within the City of Pittsburgh limits will be 45 minutes or less. During non-business hours, response times will not exceed

60 minutes. All road calls, except those necessitated by major component failure during the first four (4) months of the agreement or by accidents or user abuse, will be included in the Contractor’s Target

Service.

During normal business hours, towing service should only be used when it is clear that a technician cannot repair the vehicle in the field, or multiple road calls have lowered capacity to a point in that sending any more technicians would hinder maintenance operations.

3.32. Quick Fix

The Contractor will provide a “Quick Fix” service for repairs that can be completed in less than one hour when the vehicle operator delivers the vehicle to the garage for service and chooses to wait for the service. Examples of “Quick Fix” services are replacing wiper blades, fuses, and light bulbs (Includes

Emergency Lighting), topping off fluids; and adding air to tires. This service will be continuously available during normal hours of garage operation. “Quick Fix” services will be included in the Contractor’s Target

Service.

3.33. Tire Services

The Contractor will replace tires when tires have reached minimum tread depths (as indicated by tread-wear indicators, 5/32 for heavy tires that are subject to re-capping or as specified by the Pennsylvania

Department of Transportation) or have failed, or are otherwise unacceptable due to weathering, irregular wear patterns, ply separations, bead separations or other unacceptable conditions that affect the safety and performance of vehicles and equipment. The Contractor will evaluate all flat tires and will determine if the tire will be repaired or replaced according to tire condition and safety considerations.

Contractor shall also provide wheel balancing on all new tires that are mounted and on existing tires that are repaired or that require subsequent wheel balancing.

As part of tire services, the Contractor will include roadside tire repair and a retread tire program. Tire services will include replacing or repairing all tires and tubes, foam filling, balancing, and tire rotations.

As part of the Target tire service, the Contractor will conduct a tire inspection weekly for all PWES refuse trucks after they return to the base terminal on Rail Road Street and repair or replace any damaged or unsafe tire.

Decisions regarding tire types such as size, speed rating and certification for pursuit use will be recommended by the Contractor and approved by the City Fleet Manager. The Contractor will be required to have extended knowledge of proper application of tire types and sizes. Manufacturers’ intended applications must be strictly followed to insure the safe operation of City vehicles. The

Contractor may subcontract part or all of the services required under this Section, but this will not relieve the Contractor from meeting the response time requirements of this Section. The Contractor must especially have knowledge of certification and application of tires used in high-speed pursuits. The

Contractor must ensure that tires used in pursuit applications must be certified for high-speed pursuit by the manufacturer. Response time for tire service will not exceed 45 minutes from the time the customer requests the service.

Additionally, the Contractor shall follow Goodyear Product Service Bulletin (PSB #2003-06) when it comes to any tire repairs for pursuit rated tires.

The Contractor will install Lug Nut Torque Indicators on all vehicles Class 4 (14,001lbs) and above.

Torque indicators are to be high visibility yellow.

All tire type changes must be approved by the City and/or PWSA Fleet Manager.

3.34. Warranty and Recall Work

The Contractor will administer all warranties and recalls, both for vehicles and parts, associated with management of the City's fleet. The Contractor will attempt to obtain authorization from various vehicle manufacturers to perform in-house warranty work on City vehicles. Such work will be reimbursed directly to the Contractor by the manufacturer and the City will be held harmless from payment for such work. Work performed by the Contractor for which reimbursement is provided by the manufacturers will not be billed to the City. The Contractor may send warranty or recall work out to outside vendors, subject to applicable provisions of the manufacturer's warranty, when it is more cost-effective to the

City to do so. The Contractor will be responsible for any deductible on work performed at a dealership.

The cost of repairs made if a vehicle is sent out for suspected warranty work, and the suspected problem is not warranted, will be absorbed by the Contractor as part of the annual maintenance cost.

Warranty administration work is included in the Contractor's Target Service.

3.35. Road Testing

The Contractor will continue to conduct a road test on all City vehicles that have had safety- related repairs or adjustments (e.g., brakes, steering, etc.). These vehicles will pass a road test and be deemed safe to operate by the Contractor prior to being returned to service. Road testing shall be included in the

Contractor's Target Service.

During road tests, Police vehicles should be clearly visible as "out-of-service."

3.36. Accident and Vandalism Administration and Repairs

Contractor will be responsible for processing accident repairs, working in conjunction with the City's

Office of Management and Budget, Law Department, and Department of Finance, including assistance in obtaining a complete and accurate Form 50 Accident Report from Fleet Operator User Department, obtaining repair estimates and bids, transportation of vehicles to/ from the repair site (if required), repair quality and timeliness, and administration, including the payment of invoices and coordination for collection property damage claims. Such services shall be considered a Target Service. Contractor will make every effort to obtain estimates from multiple vendors and make a recommendation based on cost, timeframe, and historical performance of each vendor.

3.37. Welding and Fabrication

Welding and fabrication work is an integral part of the service to be provided by the Contractor.

Examples of this work are:

• Weld and repair tailgate hinges;

• Fabricate and install hinge pins for dump truck bodies;

• Repair buckets on loading equipment;

• Repair and modification of Fire apparatus including, but not limited to, knobs, rods, tubes, brackets, vehicle door hinges, housings, sleeves, and bushings;

• Any and all welding and fabrication work required to repair the refuse packers.

With respect to the refuse packer fleet, the Contractor will be asked to provide necessary welding and repairs to roll-off containers as required. All such welding and fabrication work will be included in the

Contractor's Target Service.

Welding and fabrication work for vehicles beyond their life-cycle will be treated as a non-target expense and negotiated on a case by case basis with the City's Fleet Manager or PWSA Fleet Manager.

3.38. Outside Repairs

The Contractor will be responsible for arranging, managing, and paying for the conduct of outside repairs and will have full responsibility for subcontracted work. The Contractor's plan for outside repair work will be stated in its Proposal.

Approval from the City must be obtained before the plan is substantially changed. The plan will be reviewed as necessary to ensure that the outside repair versus in-house repair decision remains justified, i.e., remains the most cost-effective approach for the City. The Contractor will be responsible for the transporting of City vehicles to and from outside repair shops, unless other arrangements are approved by the City and/or the respective user department. The Contractor will be required to inspect and road test all vehicles which have been sent for outside repairs prior to re-deployment.

3.39. User Abuse Reporting and Repairs

It is the responsibility of the Contractor to notify the City Fleet Manager or the PWSA Fleet Manager whenever a vehicle shows suspected blatant abuse by the user. In such cases, the Contractor will proceed to repair the vehicle (subject to limitations specified elsewhere), and will provide the City with documentation of the suspected abuse. The City will then conduct an investigation, determine whether user abuse did occur and, if so, involve the user in the review of the damage and repair estimates, designate the repair as chargeable to the user, and inform the vehicle user of the findings for potential disciplinary actions as appropriate. All administrative work related to user abuse will be included in the

Contractor's Target Service.

3.40. Emergency Service

The Contractor will provide stand-by fleet maintenance and repair support during City emergencies. The

Contractor will be expected to provide service for all fires designated as three or more alarms, as well as for snow emergencies, natural disasters or other public safety emergencies. Such service shall include meeting minimum staffing levels to ensure continued vehicle operations at a level required by the City.

For fire emergencies, the Contractor will respond with a fire apparatus mechanic and a fuel truck. The

City will notify the Contractor when an emergency situation exists and the nature and anticipated duration of the response needed from the Contractor. The Contractor will be on-site and providing service with a full complement of personnel within one hour of notification that emergency services are required. The cost of labor (overtime) during emergency service will be treated as a Non-Target Cost, but the parts replaced will be included in the Target Costs.

3.41. Motor Pool Management

The City currently operates a motor pool consisting of nineteen (19) cars and light trucks. The motor pool is available for use by City staff in all departments on a reservation basis with the appropriate approvals. As part of its Target Service, the Contractor will handle all aspects of managing the motor pool, including managing the reservation system, issuing clean vehicles to City staff in accordance with

City procedures; as required the Contractor's staff will transport motor pool vehicles between the 29th

Street Garage and motor pool site, as well as maintain records and provide reports as directed by the

Fleet Manager.

Additionally, the Contractor will manage the City’s Department of Permits, Licenses, and Inspections inspector fleet, which consists of 50 cars and the Department of Mobility and Infrastructure’s inspector fleet, which consists of 12 cars.

3.42. Additional Target Services

a. The Contractor will dispose of all vehicles and vehicle parts that are not handled through the auction process.

b. The Contractor will prepare Police motorcycles for seasonal use. Specifically, the removal of sidecars in the spring and the replacement of sidecars in the fall each year. This service includes any additional portable lift devices or towing equipment required to transport, store, remove and mount the motorcycle sidecars.

c. The Contractor will subcontract the maintenance and service the City’s boat fleet for preventative maintenance and warranty repairs.

d. The Contractor will maintain and service the City’s Department of Public Works Vehicle Winter Snow and Ice Control Fleet, including seasonal preparation, cleaning, repairing, and testing of all permanent attached control boxes, switches, or devices installed in the vehicle as well as any PTO pumps, motors, and attachments for plow and spreader operations that are permanently installed and attached to the vehicle. The Contractor will maintain and update a Snow Vehicle report which shows the percentage of snow vehicles available per Public Works Division.

e. The City will be responsible for all plow and winter material spreader equipment attached to the vehicle.

f. The Contractor will assist the City in operator training, as may be requested by user departments, for all new and existing vehicles and equipment if such training is requested by the City.

g. The Contractor will check and top-off fluid levels on all City owned vehicles during normal business hours upon request.

h. The Contractor…