IFB_7800_MLJ1043_0500_v1.pdf

CITY OF AUSTIN

SCOPE OF WORK

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 1 of 12

1. PURPOSE

The City of Austin (City) seeks to establish a contract with qualified Contractors to provide Original Equipment Manufacturer (OEM) tires, associated components, and vehicle tire repair and replacement services for City of Austin vehicles and equipment on an as needed basis; BFGoodrich, Bridgestone, Crosswind, Deestone, Duramax, Eagle, Enforcer, Firestone, Goodyear, Hercules, Michelin, Omni, Rubbertrax The Contract will be utilized by the City’s Fleet Mobility Services. The City reserves the right to allow other City Departments to utilize the Contract.

The City reserves the right to make multiple awards based on individual or groups of specific line items, based on cost, convenience, or any criteria deemed by the City to be most advantageous. If multiple awards are made, the City may designate a Primary Contractor and one or more Secondary Contractors for each category or service area to ensure there is no lapse of services throughout the contract period.

If multiple awards are made, the City will likely award a contract based on the categories listed in Price Submittal. A single contractor may be awarded one or more of these categories. A single category may be awarded to multiple contractors.

Any requirements or services that have been omitted from this scope of work that are clearly necessary or in conformance shall be considered a requirement although not directly specified or called for in the scope of work.

2. TERM OF CONTRACT

This Contract shall remain in effect for an initial term of twenty-four (24) months or the City terminates the Contract. This Contract may be extended beyond the initial term for up to three (3) additional twelve (12) month periods at the City’s sole option.

3. DEFINITIONS

3.1 Back-ordered (or Out-of-Stock) Parts: parts that are not currently in stock but have been ordered or will be ordered.

3.2 Code Red: when the City designates an order for parts that are critical to the extent that the City is willing to pay expedited shipping charges.

3.3 Disposal: The final placement of waste under proper process and authority with no intention to retrieve or reuse. This included waste sent to landfills and end-of-life disposition of materials sent to incinerators, waste-to-energy facilities, and other disposal facilities.

3.4 Emergency Disaster Services: services provided by the contractor during an emergency or major disaster to repair City vehicles and/or equipment ahead of all other non-City vehicles and/or equipment at the Contractor’s facility.

3.5 Expedited Repair Services: when the City requests priority or accelerated repair services for City-owned vehicles and/or equipment.

3.6 Fleet Tire Shop: Term used to designate any City facility where tires and associated components will be delivered.

3.7 Non-Regular Business Hours – When the Contractor provides tire repair/replacement services during the weekday between the hours of 7:00 P.M. and 7:00 A.M, any time on the weekend, or official City holiday.

3.8 Non-Stock Parts: low usage, high dollar parts that are not kept in inventory.

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 2 of 12

3.9 Primary Contractor: Contractor has priority over a repair and purchase orders and receives first choice when a repair or purchase is requested

3.10 Replace: means to remove the damaged or failed tire from the existing rim and replace it with a new tire and mount the new tire on the existing rim.

3.11 Regular Business Hours: When the Contractor provides tire repair/replacement services during the Weekday between the hours of 7:00 A.M. and 7:00 P.M

3.12 Service Center: any City facility where vehicles and equipment are repaired or serviced.

3.13 Special Order Items: parts that are hard to find such as parts for older vehicles and equipment that are no longer manufactured or parts that are made to order or new parts that have a limited supply.

3.14 Stock Parts: high turnover parts that are most commonly needed by the City.

3.15 Tier 1 Level: Major tire companies’ premium brands. Tier 1 brands include Bridgestone, Goodyear, and Michelin

3.16 Tier 2 Level: Tire companies’ mid-market brands. Tier 2 brands include BFGoodrich, Continental, Dunlop, Firestone, Hankook, Pirelli, Toyo, and Yokohama.

3.17 Tier 3 Level: Tire companies’ “value” brand. Tier 3 brands include GT Radial, Runway, Primewell, Douglas, Might Lift, and Riken.

4. CONTRACTOR QUALIFICATIONS

4.1 Tire Repair and Replacement

The Contractor shall:

4.1.1 Have a tire repair and replacement facility equipped with all tools, diagnostic equipment, and supplies necessary for tire repair and replacement services. The repair facility shall be located within 30 miles of the Texas State Capitol with the ability to be reached by email and telephone.

Approximately 200 square feet of the Contractor’s facility shall be reserved exclusively as a storage area for the City’s tire bank for tires the City has purchased. These City-owned tires will be used in the event that a tire is unrepairable and must be replaced during Non-Regular working hours.

4.1.2 Repair and replace tires for the entire City’s fleet of vehicles ranging from sedans, light and medium-duty trucks and vans, heavy-duty trucks, truck-mounted cranes, refuse haulers, aerial devices, motor graders, fire equipment, ambulances and other emergency vehicles.

4.1.3 Maintain a storage area that is reasonably secure from vandalism or theft for all City vehicles/equipment in the Contractor’s possession.

4.1.4 Have a minimum of three (3) service technicians, qualified to work on tire repair and replacements on vehicles specified herein. The Contractor shall be able to verify that all service technicians have had sufficient training with a minimum of three (3) years hands-on experience within the last five (5) years working on tire repairs and replacements for these type vehicles.

4.1.5 Provide and maintain a telephone dispatch system that is operational 24 hours per day, seven

(7) days per week, 365 days per year (including holidays).

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 3 of 12

Telephone answering machines do not meet the requirements of this paragraph. Comply with all Federal, State, and local codes, rules, and regulations concerning safety requirements.

4.1.6 Maintain a fleet of well-stocked mobile service trucks adequate to handle vehicle volume.

The service trucks shall be equipped to make tire repairs on vehicles up to 87,000 GVWR, with tire sizes up to 24R21.

4.2 Tire and Associated Components

4.2.1 Be an authorized representative for each brand of tire offered. Contractors shall have experience providing tires and associated components for a minimum of three (3) consecutive years within the last five (5) years to municipalities or organizations similar in size and scope of the City. Be a manufacturer authorized parts dealer/reseller for the specified tire.

4.2.2 Contractor shall provide proof of your authorized status with manufacturers by submitting one of the following:

4.2.2.1 Authorized Distributor Certificate: An official certificate issued by the manufacturer confirming your status as an authorized distributor, dealer, or reseller.

4.2.2.2 Dealer Agreement: A copy of the dealer agreement or contract that outlines your relationship with the manufacturer and your authorization to sell their products.

4.2.2.3 Letter of Authorization: A letter from the manufacturer specifically stating that you are authorized to distribute their products.

5. CONTRACTOR’S RESPONSIBILITIES

5.1 General

5.1.1 Provide a single point of contact and relevant contact information (name, phone number, fax, email, etc.) for receiving orders from the City within five (5) working days of request by the City, or at a time mutually agreed to between the Contractor and the Contract Manager.

5.1.1.1 An authorized City representative will contact the Contractor by e-mail, fax, or telephone to place an order for parts or requesting repair services.

5.1.2 Be responsible for any and all damage to City vehicles, equipment, or property by the Contractor’s representative actions.

5.1.2.1 If damage occurs, Contractor shall notify the Contract Manager immediately.

5.1.2.2 The Contractor shall repair any damage to the satisfaction of the City, at no cost to the

City. The City may however, at its sole discretion, elect to make repairs or replacements of damaged property and deduct the cost from any payments owed to Contractor or to recover costs if no payments are owed.

5.1.3 Notify the Contract Manager and the Fleet Service Center Manager, or their designee, of recall notices, warranty replacements, safety notices, or any applicable notice regarding the tire repair parts sold. Failure to report this within fifteen (15) calendar days after receipt of notice may result in cancellation of the contract.

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 4 of 12

5.1.4 Provide a report for a City department of all parts or repair services performed for a specified timeframe (monthly, yearly, etc.) within five (5) working days upon request by an authorized City representative of the department, or at a time mutually agreed to between the Contractor and the authorized City representative. The report shall be in a sortable electronic or other City-approved format.

5.1.4.1 For parts, the report shall itemize parts by date purchased, invoice number, part number, part description, price per part, requesting Service Center, and the total dollar amount for all parts purchased.

5.1.4.2 For service, the report shall itemize the repair date, requesting Service Center, type of repair, cost for labor (including hours and rates), description and cost for parts, total cost of repair, and the repaired vehicle or equipment identification number (license plate, VIN or unit number).

5.1.5 Be responsible for the safeguard of all city vehicles and property on/within the Contractor premises. Ensure that only Contractors employees are able to access City property and no one else is able to approach and/or enter the vehicle at any time while in Contractor’s possession.

5.2 Tire Repair and Replacement Services

5.2.1 Provide all labor, parts, equipment, materials, tools, supervision, and transportation required to perform the services described herein. Contractor shall perform all services according to the manufacturer’s recommended repair techniques and standards.

5.2.2 Provide tire repair services for any City fleet vehicle or equipment that may be disabled and located within the City of Austin or greater Austin area including but not limited to Bastrop, Blanco, Burnet, Caldwell, Fayette, Hays, Lee, Llano, Travis, and Williamson counties. In addition, the Contractor is expected to complete tire repair services as specified below, regardless of the location of the City’s disabled vehicle.

5.2.3 Stock or have immediate access to parts and City-owned tire inventory sufficient to complete needed repairs within the timeframe stipulated in this Scope of Work.

5.2.4 Respond to emergency service calls within two (2) hour of notification by the City for any location served by City vehicles. The repair and replacement services shall be completed immediately after arrival but not more than one (1) additional hour after arrival.

5.2.5 Arrive at the location site of unit in need of non-emergency repair the mutually agreed upon time by the City representative.

5.2.6 If services cannot be completed in the given time, Contractor shall contact a designated City representative.

5.2.7 If vehicle is unattended by a City representative, Contractor’s technician shall immediately notify the Service Center that originated the repair request.

5.2.8 The City reserves the option of receiving tire repair and replacement services at the Contractor’s premises using tires from the City’s tire bank. In some cases, the City’s vehicle operator may wait for tire repair and replacement services to be completed.

5.2.9 Provide all labor, parts, equipment, materials, tools, supervision, and transportation required to perform the specified repairs according to the manufacturer’s recommended repair techniques and standards.

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 5 of 12

5.2.10 Non-Regular hour repairs, Contractor may use its own inventory. The tires used must match what City currently stocks for the vehicle/equipment.

5.2.11 Include a work order number and unit number when returning marked non-usable tires with equipment or unit number and return it to the Service Center who requested the repair next business day after completion of the repair job.

5.2.11.1 The disposition of the used tire (s) if any were changed out, and whether casing was returned to City.

5.2.12 The Contractor shall anticipate that repairs made will be tested and/or inspected by the City during the term of the Contract. The City reserves the right to conduct any tests or inspections deemed necessary to confirm repairs and parts conform to the vehicle/equipment manufacturer’s specifications. The inspections completed by the City will not relieve the Contractor of its obligation to ensure all repairs, articles, materials, and parts are consistent with the vehicle/equipment manufacturer’s specifications and are fit for their intended use.

5.2.13 Be responsible for the risk of loss or damage to all vehicles/equipment and parts in the care, custody, and control of the Contractor until accepted by an authorized City representative.

5.2.14 Return all non-usable cores to the requesting authorized City representative upon completion of each repair, if requested by the City. The Contractor shall not charge a fee for usable cores removed from a City vehicle/equipment repaired at the Contractor’s facility.

5.2.15 Provide any parts removed in the repair of the vehicle/equipment for verification purposes upon request by an authorized City representative.

5.2.16 Include a work order number and unit number when returning marked non-usable tires. The Contractor shall return these tires to the Service Center that requested the repair, no later than the next business day after completion of the repair job.

5.2.17 Shall provide an itemized electronic or hard copy invoice and Work Order for to the Fleet

Service Center Manager, or their designee, within 24 hours or next business day after completion of each repair. The City representative will retain a copy of the form. The Work Order form and invoice shall include the following information:

5.2.17.1 Work order number and City assigned delivery order number.

5.2.17.2 Time/date/location the vehicle was serviced. (Time: called in/arrival at vehicle/completion). NOTE: City representative will note arrival and completion times.

5.2.17.3 List of repairs made.

5.2.17.4 Itemized list of parts and other products used for the repairs

5.2.17.5 The flat repair/replacement bid rates and travel fee, if applicable

5.2.17.6 The total cost for repairs and services provided

5.2.17.7 The name of the City individual and Vehicle Service Center responsible for placing order for services

5.2.17.8 Repaired unit identification (either unit number, license plate, or VIN)

5.2.17.9 The disposition of the used tire (s) if any were changed out, and whether casing was returned to the City.

5.2.17.10 Images of the tire to repair/replace and a second image of the repaired or replaced tire.

5.2.18 The City will not process payment until all information required on the Work Order form and invoice is received from the Contractor.

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 6 of 12

5.2.19 Submit copies of all documentation related to hazardous waste to both the Fleet Mobility Service Center Manager and the City’s Occupational Health & Safety Specialist located within Fleet Administration.

5.2.20 Warrants that all repair parts are free from manufacturer defects in material and workmanship for a minimum of thirty (30) days, or for the standard period as provided by the manufacturer, whichever is for the greatest length of time. The warranty period shall not start until the tire is installed on a unit as evidenced by the Contractor’s invoice for repair services. Replacement parts shall be provided per the warranty and shall include pick up and return of the unit, removal of the defective part, and installation of the replacement part at no additional cost. A copy of the manufacturer’s parts warranty shall be provided to the Fleet Mobility Service Center Manager or their designee with each delivery.

5.2.21 Provide tire mounting and dismounting services for City tires and rims that are not associated with a tire repair on a vehicle or equipment.

5.2.22 Provide new parts. Parts must meet all applicable federal, state, and local requirements for quality and safety.

5.2.23 Tire patch plugging will be considered with Service Center approval.

5.3 Tire Replacement Pickup Process

5.3.1 Weekday During Regular Working Hours – If the City knows that the tire is not repairable, the

City will communicate this to the Contractor at the time the City places the order for tire repair service. The Contractor is required to pick up the replacement tire first from the Service Center who placed the order. If the Service Center does not have the tire in stock, the Contractor will pick up the replacement tire from the City’s tire inventory located at the Tire Shop, 6301-K Harold Court, Austin, TX 78721. If the Tire Shop does not have the replacement tire in inventory, the Tire Shop personnel will issue a purchase order to the Contractor to purchase the replacement tire.

5.3.2 Weekday During Non-Regular Working Hours/Weekends/Holidays – The City’s On-Call personnel at the Service Center requesting the tire(s) will be the contact point for tire repair service. If the Contractor must replace the tire, the Contractor is required to pick up the replacement tire from the Service Center requesting the tire(s). If the Service Center does not have the tire in inventory, the City personnel will issue a purchase order to the Contractor to purchase the replacement tire.

5.3.2.1 Tires used directly from Contractor’s inventory must be consistent with City inventory.

5.3.3 In addition to routine repairs and replacement services, other types of services are required including but not limited to

5.3.3.1 Poly Filled Tires: These services are required to extend the life of tires and rims by preventing nail damage etc. Foam filled tires have to be initially removed from the equipment/vehicle, returned to Contractor facility to be foam filled and then taken back and re-installed back on the equipment/vehicle.

5.3.3.2 Mobile Press Service Call and Press-On/Solid Tire Services: These services are required for solid tire forklifts. Those require a machine that Contractor brings to City’s facilities to replace those tires.

5.3.3.3 Lug/Unlug Services: These services are required when Contractor removing or re-installing solid tires or foam filled tires.

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 7 of 12

5.3.3.4 Replacement of Tweel Tires - These services are required when Contractor removes and reinstall Tweel Tires.

5.3.3.5 Rubbertrax Replacements These services are required when Contractor removes and reinstalls Rubbertrax.

5.4 Rubbertrax Disposal Requirements

5.4.1 The City requires that Scrap Rubbertrax collected during repair and replacement services be disposed of (i.e., the final placement of wastes under proper process and authority with no intention to retrieve or reuse) without using landfills, land reclamation projects, and incineration/burning (i.e., energy recovery for tire-derived fuel) unless there is no viable alternative.

5.4.2 The Contractor must also obtain and maintain proper agreements with processing and disposal facilities. The Contractor shall specify in the Price Sheet which landfill(s) and any other facilities (third-party weight facility, recycling facility, composting facility, disposal for hazardous waste, etc.) they intend to use for this contract. The Contractor shall include with their bid: A. The name of each facility; B. Confirmation the facility is permitted by TCEQ, if applicable; C. Facility address; and D. The types of materials the Contractor plans to take to the facility.

5.4.3 No waste from this contract may be taken for disposal to Austin Community Landfill located at

9900 Giles Ln, Austin, Texas, 78754, in accordance with the policy direction given on Item #37 at the February 20, 2020, meeting of the Austin City Council.

5.5 Tire and Associate components

The Contractor shall

5.5.1 Maintain a stock level equivalent to two (2) weeks supply of inventory or have immediate access to a tire inventory sufficient to fill stock orders 95% of the time. The Contractor and City Contract Manager or designee will develop and mutually agree on a tire and associated components list to maintain the two (2) weeks supply within one (1) month of contract effective date or at a time mutually agreed between the Contractor and Contract Manager or designee.

The Contractor shall understand, all tires and associated components will be ordered on an as-needed basis.

5.5.2 Provide new tires that meet all applicable federal, state, and local requirements for quality and safety.

5.5.2.1 Tires shall be of current production, of the latest design/construction, and have equal or improved specifications to current production tires. In addition, tires shall not be more than one (1) year old according to the U.S. Department of Transportation (DOT) code branded on the sidewall.

5.5.2.2 Only Manufacturer’s tier level 1 and tier level 2 tires will be acceptable. Tier level 3 tires are not acceptable. The “Tiers” are a general term describing the quality of the product.

5.5.3 Provide a copy of the manufacturer’s tires warranty within five (5) working days of request by the Tire Shop Manager or their designee. The warranty period for all tires shall start when the tire(s) is physically installed on the City unit as evidence by the Contractor’s invoice for repair services or City work order.

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 8 of 12

5.5.3.1 The Contractor shall warrant that all parts are free from manufacturer defects in material and workmanship for a minimum of twelve (12) months or for the standard period as provided by the manufacturer, whichever is the greatest length of time. This warranty shall provide for replacement parts and shall include pickup of the defective part and delivery of the replacement part at no additional cost to the City.

5.5.4 Notify the Contract Manager or their designee of recall notices, warranty replacements, safety notices, or any applicable notice regarding all City purchased tires and associated components within two (2) weeks of publication.

5.5.5 Provide confirmation of the shipment quantity within two (2) hours after an Authorized City representative places an order.

5.5.6 Ship complete orders for tires, and associated components unless arrangements for partial shipments are made in advance with the requesting authorized City representative. Each shipped order shall include an invoice showing the tires and associated components part number, description, quantity, and unit price for each item.

5.5.7 Deliver stock tires and associated components ordered before 10:00 AM to the Tire Shop within 24 hours. Tires ordered after 10:00 AM shall be delivered within two (2) working days.

5.5.8 Deliver non-stock tires and associated components to the ordering Service Center within five

(5) working days of request from an authorized City representative placing an order. If delivery cannot be made as specified, the Contractor shall notify the requesting authorized City representative of by telephone or email of an estimated delivery date.

6 Workflow – Tire Repair, Replacement, and Purchasing

During the term of the contract, the city will utilize primary contractors and secondary contractors for tire repair, replacement, and tire purchasing services. Work will be assigned based primarily on response time, availability, and estimated completion time, depending on the urgency of the request.

6.1 Role of Primary and Secondary Contractors

6.1.1 The primary contractors will be contacted first for all tire-related service or purchase requests.

6.1.2 If the primary contractors cannot meet the City’s required response timeframe or provide the required tires/services within the desired completion window, the city may proceed to contact secondary contractors.

6.1.3 The City may also contact all awarded contractors simultaneously when response time is critical, or when it is operationally beneficial to do so.

6.2 Emergency Tire Service Requests

For emergency repairs (e.g., roadside disabled vehicles, public safety-related vehicles, or any urgent operational impact), the City will:

6.2.1. Contact all awarded contractors within the applicable category (repair/replacement) to confirm:

6.2.1.1 Ability to respond on-site within two (2) hour of notification.

6.2.1.2 Estimated completion time for the service.

6.2.1.3 Availability of required tires or repair resources.

6.2.2 The first contractor to confirm their ability to meet the City’s response and completion requirements will be assigned the work, regardless of their primary or secondary status.

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 9 of 12

6.2.2.1 If no contractor can respond within the required timeframe, the city may take any action necessary to restore operations, including contacting non-awarded vendors as permitted.

6.3 Non-Emergency Tire Service Requests

For non-emergency or scheduled requests, the city will prioritize the primary contractor, but may award the service or purchase order to Secondary contractor based on:

6.3.1.1 Ability to respond and complete the work within two (2) hour of notification.

6.3.1.2 Availability of tires (from the City tire inventory or contractor inventory);

6.3.1.3 Pricing, where multiple contractors meet the same timeline;

6.3.1.4 Proximity to the service center or vehicle location, when applicable.

6.3.1.5 If the primary contractor cannot meet the required time or inventory needs, the City will offer the work to the secondary contractor.

6.4 Tire Purchasing Requests

Tire purchasing under this contract will follow a tiered approach based on availability, urgency, and the contractor’s ability to deliver within the required timeframe:

6.4.1 The City will first check its own tire bank inventory to fulfill the need.

6.4.2 If the required tire is not available, the City will:

6.4.2.1 Place the order with the primary contractor, if the tire is available and can be delivered within the required timeframe.

6.4.2.1.1 If the primary contractor does not have the required tire in stock or cannot meet the city's delivery needs, the City may place the order with the secondary contractor.

6.4.2.1.2. For urgent tire purchases, including those needed during non-regular business hours, weekends, or holidays:

6.4.2.1.2.1 The City may contact all awarded contractors to

confirm:

6.4.2.1.2.1.1 Immediate availability of the required

tire(s)

6.4.2.1.2.1.2 Estimated delivery or pickup time

6.4.2.1.2.1.3 Total cost, if applicable

6.4.2.1.2.1.4 The order will be placed with the

contractor that can fulfill the request within the required timeframe, regardless of primary or secondary designation.

6.4.3 Contractors must provide accurate and timely responses regarding tire availability and delivery timelines. Repeated failure to meet confirmed timelines may impact future assignments and contract performance evaluations.

6.4.4 The City reserves the right to rotate purchasing opportunities among awarded contractors when beneficial to support tire supply continuity or operational flexibility.

However, the City is not obligated to distribute purchases equally among all contractors.

6.5 General Assignment and Response Requirements

6.5.1 All requests will indicate whether urgency, time, or cost is the determining factor for that order.

6.5.2 Contractors responding to service or tire purchase requests must confirm that their stated arrival and completion times are accurate and achievable.

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 10 of 12

6.5.3 Failure to meet confirmed times without timely notice may result in documented performance issues and may impact future work assignments.

6.6 WORK HOUR

6.6.1 Vehicle tire repair and replacement services shall be provided twenty-four (24) hours per day, seven (7) days per week, 365 days per year, including holidays.

6.6.2 Service call rates shall be priced based on regular hours and non-regular hours, including weekends and official City holidays (see Pricing Submittal). Regular working hours are define as 7:00 A.M. to 7:00 P.M. Monday through Friday. Non-regular working hours are 7:00 P.M to 7:00 A.M. Monday through Friday and all-day weekends and City holidays. Holidays observed by the City are specified in Terms and Conditions. If a Contractor performs any work during non-regular or Holiday hours, the City will pay the regular working hours service call rate unless the City requested work during the non-regular or Holiday hours.

6.7 PICKUP AND DELIVERY REQUIREMENTS

Pickup and delivery of City-owned tires shall be made as specified herein during each Service Centers business hours Monday through Friday between the hours of 7:00 A.M. through 4:00 P.M.

except for City-recognized legal holidays and weekends unless requested by Fleet Services in advance.

6.8 SAFETY

The Contractor shall not start repairs until City employees have exited the vehicle. City employees may not stay in the vehicle while repairs are being performed, even if weather is inclement, so as to reduce the potential for injury if the vehicle slips off lifting or repair equipment used by the Contractor.

6.8.1 The Contractor shall deploy suitable warning and marking devices such as hazard warning triangles, traffic cones, flares, or warning lights to communicate the location of the breakdown to other motorists. The use and recovery of these devices is the Contractor’s sole risk. In addition, Contractor’s employees shall wear high visibility safety vests.

6.8.2 The Contractor shall provide safe, tested lifting and repair equipment to minimize the danger to the City and Contractor employees, City equipment, and surrounding property.

6.8.3 The Contractor shall be responsible for ensuring the safety of Contractor’s employees, City employees, and the public during the performance of all services under this Contract.

6.8.4 The Contractor shall ensure that all Contractor employees are properly equipped and trained to perform services promptly and safely without delay.

6.9 MILEAGE

6.9.1 The Contractor shall not bill mileage. However, the Contractor may charge one flat fee as indicated on the Bid Sheet for pickup and delivery of City tires.

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 11 of 12

6.10 EMERGENCY CONTRACTOR SUPPORT

6.10.1 Immediately following contract award, Contractor shall provide the City with an emergency contingency plan that identifies the City as a priority customer in the event of an emergency during the term of the contract and through subsequent renewal periods if the City chooses to renew the Contract.

6.10.2 In the event of an emergency, the contractor and all subcontractors shall agree to follow the direction of the Fleet Director, or their designee, to assure the Contractor delivered parts when and where the City requires them, and that the Contractor made repairs when the City requires them.

6.11 Expedited Repair Services, Emergency Disaster Services, Code Red Parts Orders

This Contract provides vital support to the City due to the critical nature of much of the City’s business, such as Police, Fire, and EMS.

6.11.1 The Contractor may assess a flat dollar amount per vehicle/equipment repair for

Expedited Repair Services as specified in Bid Sheet. The Contractor shall note Expedited Repair Services on the invoice when authorized by the City.

6.11.2 Provide Emergency Disaster Services when requested by an authorized City representative in the event of a City declared emergency or major man-made or natural disaster.

6.11.2.1 Provide repair services to all City vehicles with an accelerated completion time, and place these repairs ahead of all other repairs on the Contractor’s premises.

6.11.3 Provide an emergency point of contact and relevant contact information (name, cell and office phone numbers, email, etc.) who is on-call 24 hours daily including weekends and holidays to the Contract Manager upon request by the City, or at a time mutually agreed to between the Contractor and the Contract Manager. The Contractor shall notify the Contract Manager of any changes to the emergency point of contact.

6.11.4 Deliver Code Red orders which require immediate shipping with overnight delivery.

6.11.4.1 The delivery order will specify Code Red, and the Contractor shall include the term “Code Red” on invoices when the City authorizes and specifies Code Red on the delivery order.

6.11.4.2 The Contractor may assess an expedited shipping charge (e.g. FedEx, UPS, Priority Mail…) for any Code Red orders placed by the City. Shipping charges will not be paid for Code Red orders not delivered accordingly.

6.11.4.3 The Contractor shall provide a written receipt from the shipper showing the actual expedited costs for all Code Red shipments without any additional markups, upon request by the City.

VEHICLE TIRE REPAIR AND REPLACEMENT SERVICES

SOLICITATION NO.: IFB 7800 MLJ1043

Scope of Work Page 12 of 12

7 CITY REQUIREMENTS

The City will:

7.1 Provide the Contractor with name(s) of personnel authorized to order parts or repair services within one month of Contract effective date.

7.2 Contact the Contractor by e-mail or telephone to place an order for parts or requesting repair services. For parts, the order will include the part number, part description, quantity, delivery requirements and a unique delivery order number.

7.3 Identify a Code Red delivery request in writing.

8 SPECIFIC INVOICE REQUIREMENTS

8.1 The Contractor shall provide an itemized invoice to the Fleet Service Center Manager or their designee, upon completion of each repair. The invoice shall include the following information:

8.1.1 Date repairs were authorized

8.1.2 List of repairs made

8.1.3 Date repairs were completed

8.1.4 Itemized list of parts and other products used for the repairs of labor hours associated with the repairs

8.1.5 Repaired unit identification (unit number, license plate, or VIN)

8.1.6 The City’s preference is to have invoices emailed to the ordering Fleet Service Center location as identified in Fleet Mobility Services Delivery Locations and Contact.

8.2 Statements should be mailed to the following physical address: City of Austin, Fleet Mobility Department, Attn: Accounts Payables, 1190 Hargrave Street, Austin, Texas 78702

8.3 For questions regarding invoicing or payment, the Contractor should contact the City Contract Manager.

9 PRE AWARD

Prior to awarding a Contract, the City reserves the right to visit the premises of any Offeror being considered for a Contract. The site visit will be made during the evaluation process to determine whether or not the Offeror has the appropriate facilities, equipment, inventory, licenses, registrations, permits, and qualified personnel to perform according to the Scope of Work. Offerors, who in the City’s opinion, do not have the resources to perform, will not be considered for Contract award regardless of their Bid price. The Offeror shall furnish, or cause to be furnished, without additional charge, all reasonable assistance to the City to facilitate the site visit.

In addition, in order to determine if the Offeror is responsible, the City reserves the right to review the Offeror’s plan to comply with the requirement to make “Code Red” deliveries and “Expedited Services” as specified in the Scope of Work. Offerors who, in the City’s opinion, do not have existing Agreements or resources in place will not be considered for Contract award regardless of their Bid price.

10 POST AWARD

The Contractor may be required to attend a post award meeting with City personnel within thirty (30) calendar days after Contract award. The purpose of the meeting is to discuss the terms and conditions of the contract.

The City may perform site visits during the term of the Contract to verify that the Contractor or the Contractor’s Subcontractor maintains the appropriate facilities, equipment, inventory, licenses, registrations, permits, and qualified personnel to perform according to the Scope of Work. The Contractor, or the Contractor’s Subcontractor shall furnish, or cause to be furnished, without additional charge, all reasonable assistance to the City to facilitate the site visit.