Maintenance_of_Paratransit_Vehicles-_FTA_Funded_(Addendum_#1_Revision).pdf

CITY OF TUCSON

REQUEST FOR PROPOSAL

240076

MAINTENANCE OF PARATRANSIT VEHICLES- FTA FUNDED

Due Date: Monday, March 25, 2024

City of Tucson

255 W Alameda St

Tucson, AZ 85701

Procurement portal https://secure.procurenow.com/portal/tucson-az

Public Portal https://secure.procurenow.com/portal/tucson-az/projects/75081

PUBLISH DATE: February 15, 2024 https://secure.procurenow.com/portal/%7Bproject.government.code%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D https://secure.procurenow.com/portal/%7Bproject.government.code%7D/projects/%7Bproject.id%7D

CITY OF TUCSON REQUEST FOR PROPOSAL NO. 240076

BUSINESS SERVICES DEPARTMENT Page 2 of 44 SHARED SERVICES PROCUREMENT DIVISION RESPONSIBLE CONTRACT OFFICER: Maritza Felix

255 W. ALAMEDA, 6TH FLOOR, TUCSON, AZ 85701 PH: (520) 837-4107

Attachments:

A - Attachment A - Coverage Area B - Attachment B - Additional Facts C - Attachment C - Vehicle Inventory D - Attachment D - Shop Inventory F - Attachment F - Driver Vehicle Inspection Report G - FTA Terms and Conditions H - Offer and Acceptance

BUSINESS SERVICES DEPARTMENT Page 3 of 44

A. NOTICE

A.1. CITY OF TUCSON

NOTICE OF REQUEST FOR PROPOSAL NO 240076

TITLE: Maintenance of Paratransit Vehicles- FTA Funded

SUBMITTAL DUE DATE: Monday, March 25, 2024 AT 2:00 P.M. LOCAL AZ TIME

PRE-PROPOSAL CONFERENCE DATE: Tuesday, February 27, 2024

PRE-PROPOSAL MEETING LINK

Call in #1-213-293-2303 Conference ID# 315 040 366#

TIME: 10:00 am LOCAL AZ TIME

LOCATION: Microsoft Teams

QUESTIONS SHALL BE DIRECTED TO: Maritza Felix

(520) 837-4107 maritza.felix@tucsonaz.gov

Posted Date: Thursday, February 15, 2024

Competitive sealed offers for the material or service specified in this solicitation must be submitted through the City’s online bidding system. No late submitted offer will be accepted or considered.

Reponses submitted in physical form or by facsimile or email will not be considered. Offerors are cautioned to commence the submittal process sufficiently ahead of time to allow for unanticipated delays resulting from things like a slow internet connection, internet outage, difficulty uploading large documents, differing system requirements, etc.

Questions about this solicitation must be addressed to the responsible Contract Officer listed herein.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjU2NjY3MjEtOGVkYS00NzhjLWIyYTYtMGMxMTVlYjdiZTE0%40thread.v2/0?context=%7b%22Tid%22%3a%22d21e59ec-c208-43eb-aaf1-cf06d9a196e0%22%2c%22Oid%22%3a%229236485a-e235-4796-b69f-4eec05422ed4%22%7d

BUSINESS SERVICES DEPARTMENT Page 4 of 44

B. INTRODUCTION

B.1. Summary

The City of Tucson is seeking proposals from qualified offerors to establish an annual requirements contract for the Maintenance of the Sun Van fleet.

Attachments to this solicitation include:

Attachment A – Coverage Area

Attachment B – Additional Facts

Attachment C – Vehicle Inventory

Attachment D – Shop Equipment Inventory

Attachment F – Driver Vehicle Inspection Report

Sun Van is the ADA compliant paratransit service provider for the City of Tucson in the Tucson Metropolitan area. The service is provided by the City of Tucson to those persons with disabilities who cannot use Sun Tran, the City’s public bus transportation system, all or part of the time. Sun Van is an advance reservation, pre-scheduled, curb to curb public transportation service. Sun Van operating hours are:

4:15 a.m. to 12:30 a.m. Monday through Friday

4:45 a.m. to 10:00 p.m. Saturday

5:30 a.m. to 9:00 p.m. Sundays and holidays

Peak service demand hours are from 6:00 a.m. to 10:00 a.m. and 2:00 p.m. to 5:00 p.m. Monday through Friday. Sun Van observes the following holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Sun Van passengers may travel anywhere within the City of Tucson limits and limited areas in Pima County. See Attachment A for coverage area and Attachment B for additional facts.

Sun Van currently operates with a fleet of 137 mini-buses. Each revenue vehicle is equipped with either a Ricon or Maxon Mobility wheelchair lift. Sun Van operates according to guidelines established by the Federal Transit Administration (FTA). The City of Tucson requires at least 15% spare ratio. The City of Tucson also follows the FTA guidelines for vehicle replacement. Sun Van buses are typically replaced after being in service for at least five (5) years or operated for at least 150,000 miles using FTA funds. See Attachment C for the complete vehicle inventory list.

The City of Tucson reserves the right to modify both the minimum number of vehicles on the contract and the number of the type of vehicles (e.g. mini-buses, mini-vans, and sedans) on the contract. The maximum number of vehicles on this contract shall not exceed 170 vehicles.

The Contractor must provide continuous maintenance service every day of the year 24 hours a day, 7 days a week. The Contractor’s personnel will wear a distinct uniform identifying them as maintenance

BUSINESS SERVICES DEPARTMENT Page 5 of 44 personnel. The Contractor's site manager or shop foreman will be accessible to Sun Van personnel during Sun Van's hours of operation. The availability of key personnel during periods of high vehicle pull-outs is essential.

Through the use of a spreadsheet or other electronically submitted format, the Contractor is responsible for maintaining the fuel inventory records (inventory/dispensed), and submitting monthly fuel activity reports and mileage reports to Sun Van management.

The City of Tucson will designate a Contract Representative for communications with the Contractor. The Contractor is responsible for scheduling preventative maintenance inspection (PMI) service, repair service, and any other monthly reports in order to meet service demands. The contractor is responsible for submitting daily reports of vehicles not available for service and the reason they are not available.

Day-to-day repair prioritizations will be handled by Sun Van management. Sun Van management reserves the right to prioritize maintenance services in emergencies or periods of unusually high vehicle demand. Any long-term contractual amendments/changes will be addressed via the Contractor and the City’s Contract Representative.

The maintenance facility provided for the Contractor’s use during the term of the contract at 3401 E.

Ajo Way consists of:

• Lube Bays (20' X 40')

• Repair Bays (20' X 40')

• Tire Bay (20' X 40')

• Office facility with two workstations (15' X 15')

• Separate break area with sink, tables, chairs, space for a refrigerator, men's and women's locker rooms with showers and toilet facilities

• Part Storage Area (28' X 51').

• Component cleaning room (26' X 16')

All maintenance areas rely upon the central HVAC unit with the exception of the service bays, which are equipped with evaporative cooling and additional infrared heating. The maintenance facility has a separate entrance making access through the Sun Van operation unnecessary. See Attachment D for complete list of installed shop equipment.

The resulting contract is funded by the Federal Transit Administration (FTA) and is subject to the FTA terms, conditions and certifications included.. These terms and conditions cannot be modified or negotiated. By submitting a proposal, the Offeror must agree to abide by the FTA terms and conditions included. Offerors must submit all required certificates with their proposal submittal. Failure to do so may result in the rejection of the proposal.

BUSINESS SERVICES DEPARTMENT Page 6 of 44

B.2. Contact Information

Maritza Felix Senior Contract Officer Email: maritza.felix@tucsonaz.gov Phone: (520) 837-4107 Department:

Transportation & Mobility mailto:maritza.felix@tucsonaz.gov tel:(520)837-4107

BUSINESS SERVICES DEPARTMENT Page 7 of 44

C. SCOPE OF WORK

C.1. GENERAL REQUIREMENTS

A. Tools: Contractor shall provide tools, oil, lubricants, tires, and all other operating supplies and accessories necessary to perform maintenance and repair services for the operation of the Sun Van fleet. Contractor shall furnish tools and equipment in such quantities as to support the needs of Sun Van’s current and proposed fleet mix with a spare ratio of at least 15%.

B. Tires: Contractor shall keep inventory of the City’s bank of tires and will provide an inventory listing in both an electronic and hardcopy form by which to reconcile banked tires.

C. Fuel: Contractor shall fuel all vehicles under contract. Fuel will be provided from the Sun Van maintenance facilities.

D. Interior and Exterior Cleaning: Contractor shall provide interior and exterior cleaning services for all vehicles under contract. Interior cleaning includes the cleaning of bodily fluids utilizing universally established protocols for the proper cleanup of bodily fluids.

E. Preventive Maintenance: Contractor shall perform scheduled preventative maintenance inspections and services.

F. Vehicle Repairs: Contractor shall perform maintenance and repairs including all labor and parts which may be required to keep contracted vehicles in good and safe operating condition, with the exception of providing labor for collision damage. Collision damage is defined as chargeable damage that occurs when a Sun Van vehicle collides with any vehicle or object, either moving or stationary, including windshields, sidewall damage, and nail punctures causing replacement of the tire and/or windshield repair/replacement. City shall be responsible for the cost of parts.

G. Vehicle Parts, Systems, Accessories, and Engine Components: There are two areas of “Vehicle Parts, System, Accessories, and Engine Components” shown below. Each area requires the Offeror to submit pricing with their proposal submittal located within the “Price Page”. Only one area will be chosen by the City of Tucson.

1. AREAS:

1. Area 1: With the exception of the engine components specifically listed below, all are to be covered by the contract. The engine block, cylinder heads, cylinder head gasket, valve train (includes valves which are internal requiring engine disassembly), crankshaft, camshaft, connecting rod, and pistons are excluded. Any of the excepted parts which fail that causes damage or failure to external engine parts is also excluded from the contract. Contractor agrees to coordinate these specific repairs with the City’s current and future vendors for the following: glass repairs, bug spray, upholstery, towing, and auto body repairs.

2. Area 2: All vehicle parts, systems, accessories, to include all internal and external engine, transmission, and differential parts. In addition, Contractor agrees to coordinate these specific repairs with the City’s current and future vendors for the following: glass repairs, bug spray, upholstery, towing, and autobody repairs.

BUSINESS SERVICES DEPARTMENT Page 8 of 44

H. Disabled Vehicle(s): Contractor shall respond to a report of a disabled vehicle immediately. In no event shall the Contractor arrive on scene in response to a report of a disabled vehicle more than one (1) hour after notification.

I. Warranty Agent: Contractor shall act as authorized warranty agent. The Contractor shall be responsible for completing warranty repairs either in-house as an authorized warranty agent and/or through an authorized OEM manufacturer in a timely manner and with warranty tracking processes. The Contractor is required to provide in its proposal response its procedures to identify warranty repairs, record the warranty claim, submit the claim to the manufacturer, and follow-up on unpaid claims. The final procedures to be implemented into the contract must be approved by the City designee.

J. Federal Transit Administration (FTA) Compliance: Contractor shall comply with Federal Transit Administration (FTA) policies and procedures and any new directives that may be issued. A copy of the Federal Motor Carrier Safety Regulations Motorcoach/Bus version book is available for review by appointment at City of Tucson Procurement Department.

C.2. SHOP TOOLS AND EQUIPMENT REQUIREMENTS

A. Except where provided by Sun Van, Contractor shall provide all tools and equipment necessary to perform ongoing vehicle inspection, adjustment and repair functions, in accordance with the following at a minimum:

1. State and Federal Regulations

2. Bus Chassis Manufacturer

3. Bus Body Manufacturer

4. Wheelchair Lift Manufacturer

5. Accessory Equipment Manufacturer

6. Sun Van Requirements

C.3. PREVENTATIVE MAINTENANCE PLANS, RECORDS AND DOCUMENTS

A. The Contractor shall provide a written preventative maintenance plan that meets or exceeds the vehicle's original equipment manufacturer’s (OEM) requirements and conforms to the FTA requirements for transit vehicles in accordance with the Federal Motor Carrier Safety Regulations book. The plan shall include the PMI schedule and indicate the maintenance actions taken at each interval.

B. The Contractor shall maintain a records management system. These records, such as Preventative Maintenance Inspection forms, Repair Orders, and Driver Vehicle Condition Reports shall be complete before filing, and shall be filed in a systemic order.

C. The Contractor shall use a computerized vehicle maintenance information system and printer.

The Contractor shall identify a means by which vehicle PMI and service intervals by mileage and date and this information shall be tracked on a daily basis with the capability of monthly reports. The contractor will submit monthly activity reports to Sun Van management. Reports

BUSINESS SERVICES DEPARTMENT Page 9 of 44 must be current to the previous day. All reports must be current to the previous day and must be made available from the Contractor’s database without assistance from the Contractor.

D. Maintenance records shall be maintained in such a manner that the following information will be available to Sun Van management, The City of Tucson Department of Transportation & Mobility, or any other regulatory agency on demand or on a periodic recurring basis:

1. Total time unavailable for service

2. Cumulative tire replacement

3. PMI services performed

4. Oil Consumption

5. Fuel Consumption

6. Unscheduled repairs

7. Road calls

8. Mileage

9. PMI interval compliance

10. Repeat component failure

11. Oil sample results

12. Warranty Claims

13. Monthly activity reports

14. Name(s) contractor employee(s) who performed each piece of maintenance as well as date and time performed

E. The data shall be available for each individual vehicle, each series of vehicle, and/or for the entire fleet. The data may be required on a daily, weekly, monthly, semi-annual, annual, and/or for the entire service life of the individual vehicle or series of vehicles. Additional reports may be required.

F. A Preventative Maintenance Inspection (PMI) form shall be used at every scheduled service to document defects. The PMI form will be developed by the Sun Van designee and submitted to the Contractor for their use. However, if the Contractor already has such forms, the Sun Van designee must approve such form before the Contractor uses it as their official PMI form.

G. The Driver Vehicle Condition Report (Attachment F), or comparable form, shall be used by the driver to report inspection findings and defects, if any, to the shop.

H. A repair order shall be used to record all repairs made as the result of PMI, Driver Vehicle Condition Report, and/or any scheduled or unscheduled repair. The repair order will be developed by the Sun Van designee and submitted to the Contractor for their use. However, if the Contractor already has such repair order, the Sun Van designee must approve such repair order before the Contractor uses it as the official repair order.

BUSINESS SERVICES DEPARTMENT Page 10 of 44

C.4. MAINTENANCE TECHNICIANS QUALIFICATIONS

A. All technicians shall have the experience and qualifications necessary to maintain the following technologies:

1. Computerized engine management systems

2. Computerized transmission management systems

3. Electronic systems

4. Fuel injection systems

5. OEM emission packages

6. Electro-Hydraulic wheelchair lifts

7. Current certification for handling refrigerant of all types

8. Air bag technology

9. Anti-lock brake technology

10. Bus body construction and related systems.

B. The Contractor’s maintenance technicians shall have knowledge of the vehicle systems, components and repair techniques of the fleet. All technicians shall hold certificate(s) of competence from training organizations such as: General Motors, Ford or Chrysler Schools, Cummins or Caterpillar Schools, or the Automotive Service Excellence (ASE).

C.5. VEHICLE PARTS

A. The Contractor shall ensure that parts for vehicle repair and PMI services are stocked at appropriate levels or available through local sources, in order to maximize PMI functions and minimize vehicle downtime. A vehicle spare ratio of at least 15% of the total fleet size shall be maintained by the Contractor 7 days a week. Therefore, parts, or their sources should be available to all shifts.

B. The purchase, inventory, control, warranty return, and core return procedures shall be the responsibility of the Contractor. Contractor will submit monthly activity reports to Sun Van management.

C. The Contractor shall implement a tracking system designed to resolve repeat component failures before the point that multiple vehicles are placed out of service. Contractor will submit monthly activity reports to Sun Van management.

D. The Contractor shall be approved and qualified as an in-house warranty representative.

C.6. ENVIRONMENTAL REGULATIONS

A. The Contractor’s maintenance operation at the Sun Van facility shall not generate any Resource Conservation and Recovery Act ("RCRA”) waste and shall be in compliance with Sun Van’s EMS policies and procedures.

BUSINESS SERVICES DEPARTMENT Page 11 of 44

B. The Contractor shall comply with all current and applicable EPA, state, county and city environmental rules and regulations.

C. The Contractor shall be responsible for the periodic testing and the maintenance of all records concerning the bulk storage devices for motor oil, transmission fluid, anti-freeze, gear oil, gasoline, diesel fuel, and any other petroleum product stored on site. This requirement also pertains to any used petroleum product containers.

D. The Contractor shall be responsible for the removal and disposal of all used petroleum, including any absorbent used in the maintenance process or as the result of minor spills.

Disposal activities shall occur in accordance with all applicable federal, state, and local rules, laws, and ordinances.

E. The Contractor shall be considered the generator of any controlled waste product generated while performing services under this contract.

F. To ensure compliance, the Contractor shall submit to the City of Tucson within 30 days of the execution of this contract or within 30 days of commencing work for the City, whichever occurs first, a plan that details how the Contractor shall come into and remain in compliance with those regulations which address actual vehicle repair and vehicle repair facilities. At a minimum, this plan will include:

1. Solutions to excessive and visible exhaust smoke.

2. Plan to dispose of all hazardous waste including old batteries, solvents, used oil, oil filters, antifreeze, refrigerant, tires and parts. The Contractor shall develop and implement a recycling program that will effectively address the following: used oil, used transmission fluid, used gear oil, used oil filters, used anti-freeze, and old batteries. The program shall also address additional material for recycling as those opportunities are identified.

3. The Contractor’s plan to handle oil and fuel spills, hardened contamination, industrial wastewater from vehicle cleaning activities including pressure and steam cleaning, and stormwater runoff.

4. The plan will be submitted to the City of Tucson's Contract Representative for review. Should any deficiencies be noted in the plan, or should regulations change that affect policies and procedures covered under this plan, the Contractor will implement necessary changes, update the plan, and submit the update to the City of Tucson within two weeks of the implementation of changes to applicable regulations or notification of deficiencies.

C.7. VEHICLE TIRES

A. The Contractor shall purchase, inventory, and control all tires and tire-related service. Subject to the approval of the City, an outside tire dealer may be utilized. The tires utilized shall meet the US Department of Transportation specifications as to size, axle weight, carrying capability, and inflation pressures as noted on the vehicle F.M.V.S.S. certification plate, attached to the vehicle door jamb, by the manufacturer.

BUSINESS SERVICES DEPARTMENT Page 12 of 44

B. The Contractor shall ensure that all maintenance technicians and/or outside tire dealers are familiar with the provisions of the Code of Federal Regulations 49 as it relates to Truck and Bus tires. Pursuant to that code, the Contractor is responsible for ensuring:

1. Tires are inflated to the proper pressure during PM inspections.

2. Tires will not be used which have "cord" damage or "cord" cuts.

3. Tires with less than 4/32 inch tread depth (measured between fillets at major tread grooves) shall not be used on steer axles. Tires with less than 2/32 inch tread depth shall not be used on non-steer axles.

C. The Contractor shall be responsible for conformance with applicable State Regulations for tire disposal.

C.8. FUEL

A. The Contractor is responsible for maintaining the fuel inventory records.

B. Fuel will be provided from the Sun Van maintenance facilities.

C. The Contractor shall be responsible for fueling and properly checking oil, water, and all other fluids for both diesel and gasoline vehicles. The Contractor shall be responsible for topping off any low fluid levels daily. The cost of these items will be at the Contractor’s sole cost.

C.9. SHOP SAFETY

A. The Contractor shall submit a written shop safety plan conforming to all federal, state and local regulations.

B. The Contractor shall maintain the shop area in a safe condition and orderly manner and shall be responsible for the enforcement of shop safety practices and procedures. The Contractor shall practice and enforce outstanding housekeeping procedures and the shop will be subject to inspection at any time by the City.

C. The Contractor will comply with all federal, state, and local regulations concerning waste and stormwater management.

D. The Contractor shall comply with Sun Van's Drug Free Workplace policy and its employees must be tested under the Federal Department of Transportation's Drug and Alcohol testing regulations. The Contractor will be required to provide proof of compliance on a periodic basis.

If the Contractor performs functions under the Federal Highway Administration (FHWA) and Federal Transit Administration (FTA), the Contractor must comply with such applicable regulations. The Contractor’s Drug Free Workplace Policy and the Contractor’s Drug and Alcohol Policy/Program must clearly delineate the Contractor’s responsibilities under their own Company policy, the FHWA’s regulations, and the FTA’s regulations respectively.

E. The Contractor shall maintain all items listed within Attachment F according to OEM specifications and shall keep both an electronic and hard copy of preventive maintenance on all equipment listed in Attachment E for review by the Sun Van Designee.

F. The Contractor shall maintain Safety Data Sheets as required by law (Globally Harmonized System of Classification and Labeling of Chemicals).

BUSINESS SERVICES DEPARTMENT Page 13 of 44

C.10. OPERATIONS

A. Service Restriction: The Contractor shall not operate outside the local approved service area of the City. Vehicles shall not be used for any service or business not directly related to Sun Van and approved by the City. Vehicles used to provide the service shall not be provided to employees to travel to and from work or for any other reason not directly related to the services provided unless prior written approval of the City’s Contract Representative has been given.

B. Drivers: Contractor’s drivers shall at all times be deemed to be the employees of the Contractor, and the Contractor shall be solely liable for the payment of all wages and other benefits made available to such drivers in connection with their employment. The Contractor shall be entirely responsible for the employment and supervision of all drivers necessary to perform system operations. Such responsibilities shall include, although not necessarily be limited to driver recruitment, screening, selection, training, supervision, employee relations, evaluation, retraining, and termination.

C.11. CONTRACTOR RESPONSIBILITIES AT END OF CONTRACT

It is recognized that cooperative service provider transition is key to continued successful service provisions, and the Contractor shall coordinate all phases of transition to any subsequent provider at the conclusion of this Contract.

Transition cooperation shall include, but is not limited to:

1. Explanation and transfer of all operations data pertinent to successful delivery of service not considered proprietary information.

2. Cooperation in the successful transfer of all City-owned hardware and software, including data, computers, equipment and/or supplies.

3. Cooperation by on-site and regional/corporate staff in the development of transition plans to meet service objectives specified by the City.

BUSINESS SERVICES DEPARTMENT Page 14 of 44

D. INSTRUCTIONS TO OFFERORS

D.1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and any subsequent contract, the following terms have the meanings set forth below:

City:The City of Tucson, Arizona

Contract:The legal agreement(s) executed between City and the Successful Offeror(s). The Contract will be deemed to include all the conditions and requirements set forth in this solicitation and any Addenda to the solicitation, all the Special Terms and Conditions and Standard Terms and Conditions, and all the terms of the Offer submitted by Offeror as finally negotiated and accepted by the City.

Contractor/Consultant:A Successful Offeror that enters into a Contract with the City.

Contract Representative:The City employee or employees who have been designated to act as the City contact for this solicitation process and who are responsible for monitoring and overseeing the Contractor's performance under the Contract.

Business Services Director:The contracting authority for the City, authorized to sign contracts and addenda thereto on behalf of the City.

May: Indicates something that is not mandatory but permissible.

May not:The indicated party is prohibited from taking the action.

Must: The action or condition is required.

Offer:Any proposal, statement of qualifications, bid, or other submission provided by an Offeror in response to this Solicitation.

Offeror: Each individual or entity that submits an Offer in response to this solicitation.

Successful Offeror: An Offeror who received a Notice of Award or a Notice of Intent to Award from the City.

Will:The indicated party is promising to take the action or abide by the condition.

D.2. PRE-SUBMITTAL MEETING

A Pre-Submittal Meeting will be held at the date and time stated on the cover page of this solicitation, if such a date and time is provided. Attendance at this meeting is not mandatory, but written minutes and/or notes regarding the meeting will NOT be provided, so attendance is encouraged. The purpose of this meeting will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position.

D.3. INQUIRIES

Any questions about this solicitation or the proposed Contract must be presented at the Pre-Submittal Meeting, if there is one (see above), or submitted in writing, via email, or through the online bidding system, to the Contract Officer by the Question Submission Deadline. The email must refer to the solicitation number and the paragraph number of the provision that the question concerns. The Contract

BUSINESS SERVICES DEPARTMENT Page 15 of 44

Officer may respond by email or may, if they deem it appropriate, address the question in a solicitation addendum or response through the question and answer portal in the online bidding system. Offeror may not rely on oral interpretations or clarifications about the solicitation; only questions answered in an email by the Contract Officer, posted through the online bidding system, or posted as a formal solicitation addendum will be binding.

D.4. ADDENDUM OF SOLICITATION

Solicitation Addenda will be posted on the City’s link to the online bidding website. Offeror is responsible for checking the webpage regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with the Business Services Department at https://procurement.opengov.com/portal/tucson-az and follow the City of Tucson will receive email notifications of solicitation addenda.

D.5. UNDERSTANDING SCOPE OF WORK

Before submitting an Offer to this solicitation, Offeror must familiarize itself with the Scope of Work, laws, regulations, physical conditions, and other factors affecting the obligations – including the expense and difficulty of fulfilling those obligations – that Offeror will have under the Contract if awarded to Offeror. No adjustment to the financial or other terms of the Contract will be justified by Offeror’s failure to fully understand or appreciate the Contract requirements or other factors affecting Contract performance.

D.6. PREPARATION OF OFFER

A. Form and Organization. If Offer forms are included in this Solicitation, Offeror’s Submittal must be on those forms. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Offeror may copy the submittal forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Information. Any information in its submittal that Offeror wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.”

C. Offer Contents. Offeror’s submittal must contain responses to all sections of this solicitation, any Offer forms provided must be completed and any requested supporting documentation must be attached.

D. Signatures. Offeror must include in their submittal signed copies of the Offer and Acceptance page. Any cover letter accompanying the proposal documents must be signed. Offeror must initial each erasure, interlineation or other modification in the submittal. The person signing and initialing on behalf of Offeror must be a person authorized to legally bind Offeror.

E. Prices. Where a unit price is provided it will govern over any erroneous extension of the price.

F. Time Periods. Periods of time, stated as a number of days, will be calendar days unless specifically stated otherwise.

G. Accuracy. Mistakes in preparation of its submittal confers on Offeror no right to modify or withdraw its submittal after the Submittal Deadline.

https://procurement.opengov.com/portal/tucson-az

BUSINESS SERVICES DEPARTMENT Page 16 of 44

H. Cost of Preparation. The City will not reimburse Offeror for the cost of developing, presenting, submitting or providing any response to this solicitation.

I. Subcontractors. Offeror must, in their submittal, list any subcontractors that it will utilize in the performance of the Contract if they are awarded the Contract and must describe their qualifications in detail.

J. Incomplete Information. Failure to include all requested information may have a negative impact on the evaluation of Offeror’s submittal.

D.7. PAYMENT DISCOUNTS

Payment discount periods shall be computed from the date of receipt of the material/service or correct invoice, whichever is later, to the date City’s payment warrant is mailed. Unless freight and other charges are itemized, any discount provided shall be taken on full amount of invoice. Payment discounts of twenty-one calendar days or more shall be deducted from the proposed price in determining the price points. However, the City shall be entitled to take advantage of any payment discount offered by a vendor provided payment is made within the discount period. The payment discount shall apply to all purchases and to all payment methods.

D.8. TAXES

The City is exempt from federal excise tax, including the federal transportation tax, but is not exempt from any other taxes, including state and local sales and excise taxes.

D.9. EXCEPTIONS TO CONTRACT PROVISIONS

By submitting an offer in response to this solicitation, Offeror is offering to enter into the Contract with the City. If Offeror wishes to modify any Contract terms and conditions, Offeror must, in its Offer, clearly identify the changes it is requesting. No requested modification will be deemed accepted by the City unless and until the City’s Business Services Director or their designee expressly accepts it in writing.

D.10. PUBLIC RECORD

Any documents submitted by Offeror in response to this solicitation will become the property of the City.

Except as set forth below with respect to Confidential Information, the Submittal will be deemed to be a public record available for review by the public after the award notification.

D.11. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Arizona Public Records Law, A.R.S. §§ 39-101 through 39-161. If Offeror believes that any portion of its Offer, specification, protest or correspondence contains information that is confidential and subject to being withheld from disclosure in the event that the City receives a public records request to which the record is responsive, Offeror must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Offeror wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential.

BUSINESS SERVICES DEPARTMENT Page 17 of 44

If the City, after award notification, receives a public-records request the scope of which includes a document submitted by Offeror and marked "CONFIDENTIAL", the Contract Officer will make a written determination regarding whether the document will be provided to the requestor. If the Contract Officer determines that the document should be released, City will notify Offeror in writing. Unless Offeror, within 10 days after the date of that notice, obtains and provides to City an order from a court of competent jurisdiction prohibiting the City from releasing the documents, the City may release the documents without any liability to Offeror.

D.12. WHEN AND HOW TO SUBMIT OFFERS

In order to be considered, Offeror must, no later than the Offer Submittal Deadline, submit its Offer electronically through the City’s online bidding system:

https://procurement.opengov.com/portal/tucson-az

NOTE: THE ENTIRE OFFER MUST BE IN "“SUBMITTED"” STATUS IN THE CITY’S ONLINE

BIDDING SYSTEM IN ORDER TO BE CONSIDERED. RESPONSES THAT HAVE BEEN CREATED

IN THE SYSTEM, BUT THAT ARE NOT IN "“SUBMITTED"” STATUS BY THE OFFER SUBMITTAL

DEADLINE WILL NOT BE CONSIDERED.

D.13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

Offeror will not communicate, orally or in writing, with any member of the Mayor and Council, or with any City staff outside the Procurement Division of the Business Services Department, regarding this Solicitation. By submitting an Offer, Offeror warrants that:

A. Preparation and submission of the submittal did not involve collusion or other anti-competitive practices.

B. Offeror has not given, offered to give, nor intends to give at any time hereafter, any economic opportunity, future employment, gift, loan, gratuity, special discount, trip, favor, meal or service to a public servant in connection with this solicitation.

C. No person has been employed or retained to solicit or secure a Contract under this solicitation upon a promise of a commission, percentage, brokerage, or contingent fee.

D. No employee of the City involved in this Solicitation process, or any family member of such an employee, has any substantial financial interest in Offeror’s firm. No member of the City of Tucson Mayor and Council who has, or whose family member has, any substantial financial interest in Offeror’s firm will participate in any action taken by the Mayor and Council with respect to this Contract. The terms “relative” and “substantial interest” have the meanings assigned in A.R.S. § 38-502

The City may disqualify Offeror from further participation in the solicitation process if the City determines that any City employee or official involved in this Solicitation process has an actual or apparent conflict of interest or if Offeror has engaged in any collusion or anti-competitive practices.

BUSINESS SERVICES DEPARTMENT Page 18 of 44

D.14. WITHDRAWAL OF OFFER; BINDING OFFER

By submitting an Offer in response to this Solicitation, Offeror is offering to enter into the Contract with the City. Offeror may withdraw a submitted Offer at any time prior to the Offer Submittal Deadline.

Telephonic or oral withdrawals are not effective.

Offeror cannot withdraw an Offer that is in “submitted” status as of the Offer Submittal Deadline unless the Director of the Business Services Department consents in writing to the withdrawal. The Offer will be irrevocable for 90 days after the Offer Submittal Deadline.

D.15. DISCUSSIONS

The City may, at its discretion, conduct discussions with Offeror for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Offeror’s submittal in order to clarify the offer and assure full understanding of, and responsiveness to, solicitation requirements.

D.16. VENDOR REGISTRATION; BUSINESS LICENSE

In order to be eligible for award of a Contract, Offeror must:

A. Register with the City’s Business Services Department. Registration can be completed at https://procurement.opengov.com/portal/tucson-az

B. Obtain a City of Tucson Business License or a written determination from the City's Business License Section that a license is not required. For questions contact the City's Business License Section at

(520) 791-4566 or email at license@tucsonaz.gov mailto:license@tucsonaz.gov

BUSINESS SERVICES DEPARTMENT Page 19 of 44

E. OFFER EVALUATION AND CONTRACT AWARD

E.1. PROPOSAL EVALUATION CRITERIA – (listed in relative order of importance)

A. Qualifications of Technicians & Supervisory Personnel and Staffing Levels per Shift

B. Proposed Fee Schedule

C. Experience of Firm in Fleet Maintenance

D. Preventative Maintenance, Safety, Operational and Drug Free Compliance Plans

E. In-House National Warranty Service

F. Environmental Protection and Recycling Programs

E.2. INTERVIEWS

The City may interview some or all of the offerors at any point during the evaluation process. If interviews are conducted, information provided during the interview process will be taken into consideration in the evaluation process. The City will not reimburse the Offeror for any costs Offeror incurs during its participation in the interview process.

E.3. ADDITIONAL INVESTIGATIONS

The City may undertake any additional investigations it deems appropriate to evaluate the competence and financial stability of any offeror.

E.4. OTHER INFORMATION

Information that evaluation committee members have about an offeror beyond what is provided in the offeror’s Offer may be taken into consideration during the evaluation process.

E.5. PRICE

A. Tax Offset Policy. If applicable under Section 28-18(6) or Section 28-17(7)(d) of the Tucson Procurement Code, the City will include the amount of all business privilege taxes other than the City’s in evaluating the pricing component of each Offer.

B. Payment Discounts. Any discounts offered by Offeror for payments made within 21 calendar days or more will be deducted from the proposed price in evaluating an offeror’s pricing.

However, the City may take advantage of any early- or timely-payment discounts offered by a vendor. Any proposed payment discount will apply to all purchases and to all payment methods

E.6. CITY’S RIGHT TO WAIVE DEFECTS OR REJECT OFFERS

Notwithstanding any other provision of this solicitation, the City may:

BUSINESS SERVICES DEPARTMENT Page 20 of 44

A. Waive any immaterial defect or informality; or

B. Reject any or all submittals, or portions thereof; or

C. Reissue the solicitation.

E.7. CONTRACT NEGOTIATIONS

At the City’s discretion, it may negotiate with one or more responsible offerors to agree upon the final conditions, terms and price of the Contract. In doing so, the City will treat offerors fairly and will not disclose to any offeror information from responses submitted by other offerors. Exclusive or concurrent negotiations do not constitute a contract award and do not confer any rights to the offerors participating in such negotiations. In the event the City deems that negotiations are not progressing, the City may formally terminate these negotiations and may enter into concurrent or exclusive negotiations with the next most qualified firm(s).

E.8. AWARD OF CONTRACT

A Contract is created when, and only when, it is formally awarded, which occurs when the Business Services Director and the City Attorney sign the Offer and Acceptance page of the Successful Offeror’s submittal. When a Contract is awarded, the City will send the Contractor a Notice of Award.

The City may first issue a Notice of Intent to Award to the Successful Offeror(s). Offeror, if it receives a Notice of Intent to Award from the City, must sign and file with the City, within ten (10) days after receipt of the Notice, all documents necessary for execution of the Contract. A Notice of Intent to Award does not create a contract. Only a subsequent formal award, as described above, creates a Contract.

E.9. MULTIPLE AWARDS

The City, at its sole discretion, may award multiple Contracts.

E.10. SUBMITTAL RESULTS

After the City issues a Notice of Award, the City will post the name(s) of the Successful Offeror(s) on the Business Services Department’s Internet site at https://procurement.opengov.com/portalucson-az/contracts

E.11. PROTESTS

Any interested party, may, in accordance with Article IX of the Tucson Procurement Code, protest either this solicitation or the award of a Contract under this solicitation. A protest based on alleged improprieties in this solicitation must be filed no later than five (5) working days before the Proposal Submittal Deadline. A protest of a proposed or actual award must be filed no later than ten (10) calendar days after the City issues a Notice of Intent to Award or, if no Notice of Intent to Award is issued, after the City issues a Notice of Award.

A protest must be made in writing and filed with the Contract Officer. It must include:

A. The name, address, and telephone number of the protestant;

https://procurement.opengov.com/portalucson-az/contracts https://procurement.opengov.com/portalucson-az/contracts

BUSINESS SERVICES DEPARTMENT Page 21 of 44

B. The signature of the protestant or its representative;

C. The solicitation or Contract number;

D. A detailed statement of the legal and factual grounds for the protest along with copies of all relevant documents; and

E. The form of relief requested.

BUSINESS SERVICES DEPARTMENT Page 22 of 44

F. EVALUATION PHASES

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications of Technicians & Supervisory Personnel and Staffing Levels per Shift

A. Offeror shall provide list of the specified qualifications the Offeror has in supplying the specified services.

B. Offeror shall provide a description of the entrance requirements for Offeror’s maintenance technicians. Include also, if applicable, a detailed description of Offeror’s training/continuing education program. For Offeror’s current maintenance staff, include Offeror’s names and any and all corresponding certificates of competency from training organizations.

C. Offeror shall provide description of staffing, per shift for current fleet size and provide description of how staffing levels are adjusted for growth during the contract period.

Points Based 30 (30% of Total)

2. Proposed Fee Schedule A. Offerors shall provide fee cost proposals as requested on the Price Sheet attached herein. Fee must include but is not limited to direct and indirect costs for labor, materials, printing, mileage, postage, etc. The fee must include all applicable taxes. Offeror must specify its cost mark ups charged on any outside repairs and must provide an hourly rate for any work which is in addition to that listed in the scope of the contract.

B. For Service other than what is specified in the Scope of Work, please attached a schedule of rates per service per hour.

Points Based 20 (20% of Total)

BUSINESS SERVICES DEPARTMENT Page 23 of 44

3. Experience of Firm in Fleet Maintenance

A. Offeror shall identify proposed staff members including names and specific assignments and the designated Project Manager, staff-hour estimates attributable to each key staff member and general support staff, resumes of key staff members including detailed descriptions of involvement with projects of similar or identical scopes.

B. Offeror shall detail firm and proposed key personnel’s experience on at least three projects of similar nature, with reference names, company/agency, title, dates of completion, associated costs, and telephone numbers. The offeror must provide a detailed description of services rendered which involved the proposed Project Manager and key personnel.

C. Offeror shall provide list of any subcontractors to be used in performing the service. For each subcontractor proposed, their specific qualifications should be detailed.

D. Offeror shall provide a description of Offeror’s record keeping system(s).

E. Offeror shall confirm understanding of and intent to perform per the Scope of Work herein.

Points Based 20 (20% of Total)

BUSINESS SERVICES DEPARTMENT Page 24 of 44

4. Preventative Maintenance, Safety, Operational and Drug Free Compliance Plans

A. Offeror shall provide operational plan relating to vehicle and equipment preventative maintenance. This should include, who performs such maintenance and a schedule outline showing the frequency of preventative maintenance. Offeror shall also provide a Preventative Maintenance Inspection (PMI) or comparable form.

B. Offerors shall provide a description of Offeror’s shop safety plan and the step Offeror plans to take to ensure its enforcement and Offeror’s compliance with the Drug Free Workshop policy and FTA mandated drug testing requirements.

C. Offeror shall provide plan/process for road calls.

Points Based 15 (15% of Total)

5. In-House National Warranty Service A. Offeror shall provide operational plan relating to vehicle and equipment preventative maintenance. This should include, who performs such maintenance and a schedule outline showing the frequency of preventative maintenance. Offeror shall also provide a Preventative Maintenance Inspection (PMI) or comparable form.

B. Offerors shall provide a description of Offeror’s shop safety plan and the step Offeror plans to take to ensure its enforcement and Offeror’s compliance with the Drug Free Workshop policy and FTA mandated drug testing requirements.

C. Offeror shall provide plan/process for road calls

Points Based 10 (10% of Total)

BUSINESS SERVICES DEPARTMENT Page 25 of 44

6. Environmental Protection and Recycling

Programs A. Offeror shall provide description of steps Offeror intends to take to implement the environmental protection program pursuant to the Environmental Regulations section of the Scope of Work

Points Based 5 (5% of Total)

BUSINESS SERVICES DEPARTMENT Page 26 of 44

G. PRICING

Price shall be based on a straight per mile charge. The price proposed shall include all repairs and preventative maintenance schedules and vehicle repairs as described in Section I.

AREA 1: VARIABLE COST (PRICE PER MILE):

Area Vehicle Type Miles Price No Bid

1 Paratransit Mini-Bus 0 to 125K miles

1 Paratransit Mini-Bus 125K to 150K miles

1 Paratransit Mini-Bus 150K to 200K

1 Paratransit Mini-Bus +200K miles

1 Transit Van 0 to 125K miles

1 Transit Van 125K to 150K

1 Transit Van 150K to 200K

1 Transit Van +200K miles

AREA 1: FIXED COST (MONTHLY ADMINISTRATIVE FEE)

Area Vehicle Type Unit of Measure

Price No Bid

1 Paratransit Mini-Bus Per Month

1 Transit Van Per Month

AREA 2: VARIABLE COST (PRICE PER MILE):

Area Vehicle Type Miles Price No Bid

2 Paratransit Mini-Bus 0 to 125K miles

2 Paratransit Mini-Bus 125K to 150K

2 Paratransit Mini-Bus 150K to 200K

2 Paratransit Mini-Bus +200K miles

2 Transit Van 0 to 125K miles

BUSINESS SERVICES DEPARTMENT Page 27 of 44

Area Vehicle Type Miles Price No Bid

2 Transit Van 125K to 150K

2 Transit Van 150K to 200K

2 Transit Van +200K miles

AREA 2: FIXED COST (MONTHLY ADMINISTRATIVE FEE)

Area Vehicle Type Unit of Measure

Price No Bid

2 Paratransit Mini-Bus Per Month

2 Transit Van Per Month

BUSINESS SERVICES DEPARTMENT Page 28 of 44

H. SPECIAL TERMS AND CONDITIONS

H.1. COOPERATIVE PURCHASING

Contractor will, when requested, provide goods and services at the same prices and under the same terms and conditions as set forth in this Contract to any public or nonprofit agency that, at the time of request, has a Cooperative Purchasing Agreement with the City or participates in the Strategic Alliance for Volume Expenditures (SAVE) cooperative. See http://www.tucsonprocurement.com/coop_partners.aspx and click on “Cooperatives” for a list of agencies that have Cooperative Purchasing Agreements with the City; see http://www.mesaaz.gov/home/showdocument?id=23638 for a list of agencies participating in SAVE.

These lists are subject to change. Contractor may, however, charge an agency that is outside the Tucson Metropolitan Area for additional out-of-pocket expenses that will be incurred by Contractor in providing goods and services to the agency (i.e., freight charges, travel related expenses, etc.).

Each participating agency that orders goods or services under this Contract as provided…