IFQ_7800_CAH1004_SOW_v1.pdf

CITY OF AUSTIN

SCOPE OF WORK

REMOVAL, REPLACEMENT, INSTALL OF OIL REELS, DISPNDER NOZZLES, PUMPS, AND

RELATED PARTS

SOLICITATION NO.: IFQ 7800 CAH1004

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1. PURPOSE

The City of Austin (City) seeks to establish a one-time contract with a qualified Contractor(s) to provide service to relocate, remove, and install OEM Graco Oil Reels, Dispenser Nozzles, OEM Speedaire Pumps, and related parts at three Service Centers.

The Contract will be utilized by the City’s Fleet Mobility Services Department.

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 Bid 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 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: the removal of parts and installation of replacement parts

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 Be a manufacturer authorized parts dealer/reseller for requested OEM parts.

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.

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

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

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 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 Remove and Install 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 instalment work at designated City Service Centers.

5.2.3 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

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Scope of Work Page 3 of 5 and assumes all liability and responsibility for repairs performed based on such verbal authorizations.

5.2.4 Notify the requesting authorized City representative of any hidden damage discovered, additional parts needed, or other cause of price increase from 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.

5.2.5 Complete the installation within the timeframe specified in the estimate. If the Contractor cannot complete the work 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 work 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.

5.2.6 Understand that the City may inspect and/or test the installation of equipment within two (2) working days of completion and function in a satisfactory manner.

5.2.6.1 If the City detects deficiencies in the workmanship or parts, the City will notify and the Contractor shall correct the deficiencies in the repair at its own expense, which shall include picking up and returning of parts and equipment as applicable.

5.2.6.2 The Contractor shall arrange for repairs within one (1) working day of notification, complete the corrective repair 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.

5.2.6.3 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 equipment manufacturer’s specifications and are fit for their intended use.

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

5.2.8 Provide any parts removed during the instalment of equipment for verification purposes upon request by an authorized City representative.

5.2.9 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.

5.2.10 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

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5.3.1.1 Provide new OEM Garaco and OEM Speedaire 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.

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 property 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 remove 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 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.

4. CITY REQUIREMENTS

The City will:

6.1 Provide the Contractor with name(s) of personnel authorized to install services within one week of

Contract effective date.

6.2 Contact the Contractor by e-mail or telephone to confirm day and timeframe of work to be performed at each Service Center.

5. 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 below address:

City of Austin

Department Fleet Mobility Services

Attn: Accounts Payable

Address 1190 Hargrave Street

City, State, Zip Code Austin, Texas 78702

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

6. 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.

7. 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.

8. 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

Contractor’s Key Personnel

Contractor’s Key Personnel