IFQ_7800_CAH1001_SOW_v1.pdf

CITY OF AUSTIN

SCOPE OF WORK

REPAIR OF KNAPHEIDE SERVICE BODY FRONT RAIL MOUNT AND TOOL BOX PANELS

SOLICITATION NO.: IFQ 7800 CAH1001

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1. PURPOSE

The City of Austin (City) seeks to establish a contract with a qualified Contractor who will provide repair services for one Knapheide Bed in need of welding repair and reinforcement. The intent of this contract is to provide non-warranty repair services.

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 become effective on the date executed by the City (“Effective Date”) and shall remain in effect until the earliest of when the deliverables set forth in the Contract are complete or the City terminates the Contract.

3. DEFINITIONS

3.1 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.

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

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 repair facility that is equipped with all tools, diagnostic equipment, and supplies necessary to repair.

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 one (1) 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.

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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 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 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

5.2.3 Transport all operable City equipment to and/or from the Contractor’s repair facility, as requested by the City. The 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.

5.2.4 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.

5.2.5 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.

5.2.6 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.

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

5.2.7.1 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 equipment if applicable.

5.2.7.2 The Contractor shall arrange for pickup of the 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.

5.2.7.3 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.

5.2.8 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.

5.2.9 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.

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

5.2.11 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.

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

5.3 Parts for Repair Services

5.3.1 General

5.3.1.1 Provide OEM parts for the specified 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.

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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 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.

5.3.1.3.1 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.

5.3.1.3.2 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.

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

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

6. CITY REQUIREMENTS

The City will:

6.1 Provide the Contractor with name(s) of personnel authorized to coordinate the day and time to transport equipment.

6.2 City will prepare the equipment for pick up by Contractor.

6.3 City will inspect equipment when returned by Contractor at City facilities.

7. SPECIFIC INVOICE REQUIREMENTS

The City’s preference is to have invoices emailed to the ordering Service Center location as identified at time of order. Statements should be mailed to the below address:

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.

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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.

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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.

10. DESIGNATION OF KEY PERSONNEL

The City and the Contractor resolve to keep the same key personnel assigned to this engagement throughout its term. In the event that 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 Christina Harding 512-974-1755 Christina.harding@austintexas.gov

City Contract Administrator, Procurement Specialist

Stephanie Sullivan stephanie.sullivan@austintexas.gov

Contractor’s Key Personnel

Contractor’s Key Personnel

11. ATTACHMENTS:

ATTACHMENT A – IMAGES OF UNIT TO REPAIR

mailto:Christina.harding@austintexas.go mailto:stephanie.sullivan@austintexas.gov

IFQ 7800 CAH 1001 - Attachment A