CITY OF AUSTIN

SCOPE OF WORK

CUSTOM TARPS, REPLACEMENT PARTS, & REPAIR SERVICES

SOLICITATION NO.: IFB 7800 MLJ1045

Scope of Work Page 1 of 9

1. PURPOSE

The City of Austin (City) seeks to establish a contract with a qualified Contractor(s) to custom tarps, tarp replacement parts, and repair services for City vehicles and equipment including but not limited to dump trucks, dump trailers, refuse, waste trucks, fire apparatus ladder trucks, and fire pumper on an as-needed basis. The intent of this contract is to provide non-warranty repair services; however, the Contractor shall hold any manufacturer authorizations necessary to perform warranty repair services when required.

The Contract will be utilized by the City’s Fleet Mobility Services Department. 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 will likely award a contract based on the categories listed in the Price Sheet. A single contractor may be awarded one or more of these categories.

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 36 months, or the City terminates the Contract. This Contract may be extended (option 2 - automatically) beyond the initial term for up to two additional 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 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.

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

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

3.6 Repair: to return or restore a broken, damaged, or failed part, vehicle, or piece of equipment to an acceptable operating or usable condition or state.

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

3.8 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

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

3.10 Tarp: A piece of material (such as durable plastic or waterproofed canvas) used for protecting exposed objects.

Scope of Work Page 2 of 9

4. CONTRACTOR QUALIFICATIONS

The Contractor shall:

4.1 Have a minimum of three (3) consecutive years of experience providing parts and repair services within the last five (5) years to municipalities or organizations similar in size and scope to the City. Prior to award determination, the City may require contractors to provide proof of experience of projects/services provided within the past five years.

4.2 Have and operate a full-time, manufacturer authorized warranty repair facility that is equipped with all tools, diagnostic equipment, and supplies necessary to repair and provide warranty services (when requested by the City) for the specified vehicles and equipment. The repair facility shall be located within 60 miles of the Texas State Capitol with the ability to be reached by email and telephone.

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

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

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

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

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

4.4 Have a minimum of two (2) service technicians, qualified to work on the specified vehicles/equipment.

The Contractor shall submit proof of technician experience, certifications, training, within five (5) working days of request by the City.

4.5 Comply with all Federal, State, and local codes, rules, and regulations concerning safety requirements.

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.

Scope of Work Page 3 of 9

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 of recall notices, warranty replacements, safety notices, or any applicable notice regarding all City purchased parts within two (2) weeks of publication.

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 repair services, 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).

5.1.4.2 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.

5.1.5 Be responsible for the safeguard of all city vehicles, equipment 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 Repair Services

5.2.1 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.

5.2.2 Perform all repair services on the Contractor’s premises OR Perform field work within City limits when required.

5.2.3 Pick up and/or return all operable City vehicles/equipment to and/or from the Contractor’s repair facility, as requested by the City. The vehicles/equipment in need of repair shall be picked up within one (1) working day after notification by the City and returned from the Contractor within one (1) working day after completion of the repair, or at a time mutually agreed to between the Contractor and authorized City representative.

5.2.3.1 On occasion, the City will provide transportation for the vehicles/equipment to the

Contractor’s premises. Upon completion of repair, the Contractor shall return the vehicles/equipment to the City within one (1) working day after completion of the repair, or at a time mutually agreed to between the Contractor and authorized City representative.

5.2.3.2 On occasion, the Contractor shall arrive at the location site of unit in needs of repairing within one (1) working day of notification by the City representative. If services cannot be provided within the given response time, the Contractor shall contact the City representative that initiated the service call to mutually agree on estimated arrival date/time.

Scope of Work Page 4 of 9

5.2.4 Diagnose the vehicle/equipment for repair and provide a written estimate to the requesting authorized City representative within two (2) working days after taking possession of the vehicle/equipment, or at a time mutually agreed to between the Contractor and authorized City representative. The written cost estimate shall include:

5.2.4.1 The vehicle or equipment identification number (license plate, VIN or unit number)

5.2.4.2 Description of the cause of failure

5.2.4.3 Description of the correction or repair needed to fix the failure

5.2.4.4 The estimated labor hours and projected cost based on labor rate offered

5.2.4.5 Description of the parts needed to make the repair and associated cost

5.2.4.6 The total cost to complete the repair services

5.2.4.7 The expected amount of time needed for the Contractor to complete the repair

5.2.5 Not proceed with repairs until after receiving written authorization (e.g. email) and a unique delivery order from an authorized City representative based on the written estimate provided by the Contractor. The Contractor shall not proceed with repairs based on verbal authorizations and assumes all liability and responsibility for repairs performed based on such verbal authorizations.

5.2.6 Notify the requesting authorized City representative of any hidden damage discovered that increases the original estimate provide to the City. The Contractor shall submit a new estimate that identifies any additional cost, material, and time added based on the hidden damage to the requesting authorized City representative for written approval and an updated delivery order before proceeding with the repairs.

5.2.7 Complete the repair within the timeframe specified in the estimate. If the Contractor cannot complete the repair within the estimated timeframe, the Contractor shall request an extension in writing (e.g. email) that includes the reason for the extension and the date repairs will be completed to the requesting City representative. The requesting City representative will provide the Contractor with a written (e.g. email) approval or denial of the extension request.

5.2.8 Understand that the City may inspect and/or test the vehicle/equipment within two (2) working days of receipt of the repaired vehicle to ensure the repair was completed in a satisfactory manner.

5.2.8.1 If the City detects deficiencies in the repair, the City will reject the receipt of the vehicle/equipment and the Contractor shall correct the deficiencies in the repair at its own expense, which shall include picking up and returning the vehicle/equipment if applicable.

5.2.8.2 The Contractor shall arrange for pickup of the vehicle/equipment within one (1) working day of notification, complete the corrective repair, and return the vehicle/equipment within two (2) working days of notification by the requesting authorized City representative, or at a time mutually agreed to between the Contractor and authorized City representative.

5.2.8.3 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.

5.2.9 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.

Scope of Work Page 5 of 9

5.2.10 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.

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

5.2.12 Provide a 12-month labor warranty for all repair services. The Contractor shall provide a copy of the labor warranty to the requesting authorized City representative with each delivery, or within five (5) working days of request by an authorized City representative.

5.2.13 Not charge the City additional fees for repair services performed during the Contractor’s off-shift hours.

5.3 Parts for Inventory and Repair Services

5.3.1 General

5.3.1.1 Provide new OEM parts for the specified vehicles/equipment, except for core components on renewed assemblies, which meet all applicable federal, state and local requirements for quality and safety.

5.3.1.1.1 Used, factory seconds, shopworn, demonstrator, prototype, and discontinued parts or materials are not acceptable.

5.3.1.1.2 Remanufactured or rebuilt parts may be used if new parts are not available or if the City requests them in writing (e.g. email).

5.3.1.2 Seek approval from an authorized City representative in writing (e.g., email) to use non-OEM, rebuilt, or remanufactured parts, if new OEM parts are not available. The non-OEM parts shall meet or exceed the manufacturer’s specification for the original OEM parts.

5.3.1.3 Have an adequate parts inventory of the time to complete repairs and fill part orders within the timeframe stipulated in this Scope of Work.

5.3.1.4 Provide a minimum of a 12-month warranty or the standard period as provided by the manufacturer, whichever is for the greatest length of time, for defects in material and workmanship.

5.3.1.4.1 The warranty period for all parts shall start when the part is installed on the City vehicle/equipment as evidenced by the Contractor’s invoice for repair services or City work order.

5.3.1.4.2 This warranty shall provide for replacement parts and shall include pick up and return of the vehicle or equipment, removal of the defective part and installation of the replacement part at no additional cost.

5.3.1.5 Guaranty that the parts provided shall not void any existing manufacturer’s warranty for City vehicles/equipment.

5.3.1.6 Provide a copy of the manufacturer’s parts warranty within five (5) working days of request by an authorized City representative.

Scope of Work Page 6 of 9

5.3.2 City Inventory/Stock Parts

5.3.2.1 Understand all parts for City inventory shall be ordered on an as-needed basis.

5.3.2.2 Maintain a stock level equivalent to two (2) weeks supply of inventory. The Contractor and Contract Manager will develop and mutually agree on a parts list and associated supply levels to maintain the two (2) weeks supply within one (1) month of contract award and within one (1) month of request, or at a time mutually agreed to between the Contractor and Contract Manager.

5.3.2.3 Provide confirmation of the shipment quantity within two (2) hours after the City places an order to the requesting authorized City representative by e-mail, fax, or telephone. The City will order parts by e-mail, fax, or telephone from the Contractor and identify the part number, part description, quantity, delivery requirements and a unique delivery order number.

5.3.2.4 Ship complete orders for parts unless arrangements for partial shipments are made in advance with the requesting authorized City representative. Each shipped order shall include an invoice showing the part number, description, quantity, and unit price for each item. No additional delivery charges (FedEx, UPS, etc.) will be paid by the City for any shipment unless the Fleet delivery order specifically states “Code Red” and “Code Red” is noted on the invoice.

5.3.2.5 Deliver parts to the ordering Fleet Service Center as indicated below:

5.3.2.5.1 Stock parts ordered before 10:00 a.m. shall be delivered to the ordering Service Center no later than 2:00pm the next working day. Parts ordered after 10:00 a.m. shall be delivered within two (2) working days after the order is placed.

5.3.2.5.2 Non-Stock Parts shall be delivered to the ordering Service Center within three (3) 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 with an estimated delivery date.

5.3.2.5.3 Backordered Parts shall be delivered as specified in the estimate, or at a time mutually agreed upon by both parties.

5.3.2.5.4 Special Order Parts shall be delivered as specified in the estimate, or at a time mutually agreed upon by both parties.

5.3.2.6 The City may require a stock lift on a quarterly basis:

5.3.2.6.1 When required, the Contractor shall pick up and credit the City’s account for items purchased during the Contract term which have not been used or have become obsolete for the City’s needs, provided that these items are in the original cartons and in marketable condition. The amount credited to the City’s account shall be the original purchase price for the items.

Scope of Work Page 7 of 9

5.3.2.6.2 The date for the quarterly stock lift shall be mutually agreed upon between the Contractor and the Fleet Services Materials Control Manager or designee.

5.3.2.6.3 No restocking fees will be assessed for parts returned during a quarterly stock lift.

5.3.2.6.4 At the end of the final Contract term, if the Contractor is not the successful vendor for the replacement Contract, when requested by the City, the Contractor shall pick up and refund the City for items purchased during the Contract term which were not used, provided the items are in the original cartons and in marketable condition. The amount refunded to the City shall be the original purchase price for the items less the restocking fee as outlined in the Restocking Fees provision of the Terms and Conditions of the Contract.

5.4 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.

5.4.1 Provide Expedited Repair Services when requested by an authorized City representative.

The Contractor shall provide an estimate within twenty-four (24) hours after accepting a unit for expedited repair services. Repairs shall be completed within seven (7) business days after taking possession of the vehicle. If additional time is needed for repairs the Contractor shall request additional time in writing, via email. The Fleet Services designee shall provide approval in writing before Contractor may proceed with repairs.

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

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

5.4.3 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.

5.4.3.1 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.

5.4.4 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.

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

5.4.5.1 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.

5.4.5.2 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.

Scope of Work Page 8 of 9

5.4.5.3 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.

6. CITY REQUIREMENTS

The City will:

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

6.2 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.

6.3 Identify a Code Red delivery request in writing.

7. SPECIFIC INVOICE REQUIREMENTS

The City’s preference is to have invoices emailed to the ordering Service Center location as identified in Section “Delivery Locations and Point of Contact”. Statements should be mailed to the address below:

City of Austin Department Fleet Mobility Services Attn: Accounts Payable Address 1190 Hargrave Street City, State, Zip Code Austin, Texas 78702

For questions regarding your invoice/payment please contact the City Contract Manager.

8. 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.

9. 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.

Scope of Work Page 9 of 9

10. DESIGNATION OF KEY PERSONNEL

The City and the Contractor resolve to keep the same key personnel assigned to this engagement throughout its term. If it becomes necessary for the Contractor to replace any key personnel, the replacement will be an individual having equivalent experience and competence in executing projects such as the one described herein. Additionally, the Contractor shall promptly notify the City and obtain approval for the replacement. Such approval shall not be unreasonably withheld. The Contractor’s and City’s key personnel are identified as follows:

Name/ Title Phone Number Email Address City Contract Manager Alberta Moore (512) 978-1522 alberta.moore@austintexas.gov City Project Manager John Villanueva (512) 978-1543 john.villanueva@austintexas.gov City Contract Administrator, Procurement Specialist

Marissa Jones (512) 974-2038 Marissa.Jones@austintexas.gov

Contractor’s Key Personnel

TBD

Contractor’s Key Personnel

TBD

mailto:alberta.moore@austintexas.gov mailto:john.villanueva@austintexas.gov mailto:Marissa.Jones@austintexas.gov