On_Call_Towing_Services_Carmel_Police_Department.pdf

CITY OF CARMEL

PROJECT MANUAL & QUOTE

PACKAGE

On Call Towing Services Carmel Police Department

Project No. RFQ-CPD25-02

HAMILTON COUNTY, INDIANA

City of Carmel Police

One Civic Square

Carmel, Indiana 46032

Office: (317) 571 - 2441

Monday, August 4, 2025

TABLE OF CONTENTS

1. NOTICE FOR QUOTES

2. INSTRUCTIONS TO QUOTERS

3. SPECIFICATIONS

4. SCREENSHOT INSTRUCTIONS

5. PRICING TABLE

6. QUOTER SUBMISSIONS

7. ATTACHMENTS

Attachments:

A - Sample Goods and Services Agreement

B - Sample of MOU for E-Verify Employer

C - Wrecker Service Approval Agreement

NOTICE FOR QUOTES

City of Carmel, Indiana

Department:

Police 1000 S. Rangeline Rd,City of Carmel, Indiana

46032

Project: On Call Towing Services Carmel Police

Department

Notice is hereby given that the City of Carmel Police Department will receive sealed quotes, during regular business hours, up to, but not later than the Submission Deadline of 9:00 am local time Wednesday, August 20, 2025 via the City's e-Procurement

Portal at https://procurement.opengov.com/portal/carmelin for the following project. No late quotes will be accepted.

On Call Towing Services Carmel Police Department

Quotes will be opened by Carmel Board of Public Works and Safety at the meeting starting at 10:00 am on Wednesday, August 20, 2025 on the 2nd floor of Carmel City Hall, One Civic Square, Carmel, IN.

The specifications can be found in the ATTACHMENTS and set forth in detailed documents on file via the City's e-

Procurement Portal at https://procurement.opengov.com/portal/carmelin.

Questions regarding this solicitation must be submitted to the portal prior to 3:00 pm on Tuesday, August 12, 2025. All questions and responses will be publicly posted to the portal.

No quoter may withdraw any quote within a period of thirty (30) days following the date set for receiving quotes. The City of

Carmel reserves the right to hold any or all quotes for a period of not more than thirty (30) days and said quotes shall remain in full force and effect during said period. The City of Carmel reserves the right to reject all quotes or cancel this solicitation in whole or in part as specified in the solicitation when it is not in the best interests of the governmental body as determined by the purchasing agency in accordance with IC 5-22-18-2.

Contract will be awarded to the lowest responsive and responsible quoter.

https://procurement.opengov.com/portal/carmelin https://procurement.opengov.com/portal/carmelin/projects/170654/document?section=1568172 https://procurement.opengov.com/portal/carmelin

INSTRUCTIONS TO QUOTERS

1. DEFINITION OF KEY WORDS USED IN THE SOLICITATION

For purposes of this solicitation and subsequent contract, the following definitions shall apply:

City: The City of Carmel, IN

Contract: The legal agreement(s) executed between City and the Successful Quoter(s). The Contract will include all the conditions and requirements set forth in this Request for Quotes and any Addenda to the Request for Quotes, any Special Terms and Conditions and standard terms and conditions contained in the sample

Goods and Services Agreement attached to this Request for Quotes.

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

Contract Representative: The City employee or employees who have specifically been designated to act as a contact person or persons to the Contractor, and is responsible for monitoring and overseeing the Contractor's performance under this Contract.

Board of Public Works and Safety: The purchasing agency for the City authorized to execute contracts and addenda thereto on the City's behalf.

May: Indicates something that is not mandatory but permissible.

Quoter: Each individual or entity that submits a quote in response to this solicitation.

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

Must: The action or condition is required.

Should: Indicates something that is recommended but not mandatory. If the Quoter fails to provide recommended information, the City may, at its sole option, ask the Quoter to provide the information or evaluate the submission without the information.

Portal: The City's eProcurement portal, OpenGov, located at https://procurement.opengov.com/portal/carmelin.

2. PRE-SUBMITTAL MEETING

If one is scheduled, a Pre-Submittal Meeting will be held at the date and time stated in the timeline of this solicitation. 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.

3. INQUIRIES

Quoters must submit questions by the Questions Deadline. Telephone inquiries will not be accepted. City of

Carmel will respond as completely as possible to each question. Questions and answers will be posted as soon as available. The names of respondents who submit questions will not be disclosed. All clarifications will be available in the Question and Answer and Addenda Sections in the portal, only the information in these sections should be used in preparing a quote; verbal communications and other written documents intended to clarify and interpret will not legally bind the City. The City does not assume responsibility for the receipt of any clarifying information. Quoters must periodically check for updates.

4. ADDENDA TO REQUEST FOR QUOTES

Solicitation Addenda, if any, will be posted to the project on the City’s portal. Quoter is responsible for checking the portal regularly for new solicitation addenda and must acknowledge each addenda to this solicitation in its quote. Please note that vendors who have registered as a vendor at https://procurement.opengov.com/portal/carmelin and follow the project will receive email notifications of solicitation addenda.

5. UNDERSTANDING SCOPE OF SOLICITATION

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

6. PREPARATION OF QUOTE

A. Form and Organization. Quoter's quote must be on the forms provided in this solicitation (as applicable) or through the portal. Supporting documentation must be arranged in a manner that follows and clearly refers to corresponding sections of the solicitation. Quoter may copy the quote forms in order to complete them electronically but may not alter or rearrange them or change any paragraph designations.

B. Confidential Proprietary Information. Any proprietary information, such as financial statement, intellectual property, or business performance information, in its quote that Quoter wishes to be treated as confidential must be clearly marked “CONFIDENTIAL.” Please note that unless specifically indicated, answers to the solicitation questionnaire are not considered confidential information and will be available for public review.

C. Quote Contents. Quoter must complete all the forms contained in and respond to all sections of the solicitation. Quoter must attach any requested supporting documentation.

D. Signatures. Any cover letter accompanying the response documents must be signed. The person electronically signing and initialing on behalf of Vendor must be a person authorized to legally bind

Vendor.

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 quote confers on Quoter no right to modify or withdraw its quote after the Deadline.

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

I. Subcontractors. Quoter must, in their quote, 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 deem Quoter's quote unresponsive.

7. SUBMISSION REQUIREMENTS

Each Quoter must carefully examine all Solicitation documents and become thoroughly familiar with all requirements prior to submission to ensure the quote meets the intent of this solicitation.

Quoter is responsible for making all investigations and examinations that are necessary to ascertain conditions affecting the requirements of this solicitation. Failure to make such investigations and examinations will not relieve the Quoter from obligation to comply, in every detail, with all provisions and requirements of the solicitation.

Submissions must be in PDF or Excel format ONLY. Other formats uploaded may be deemed non-responsive.

Quotes may be submitted any time prior to the Submission Deadline. Quoters may modify submissions that have already been submitted, before the Submission Deadline. Recording of quote submission time and date will occur via the portal. To satisfy any required public opening, the Quoter list is made available in the portal after the Submission Deadline.

8. 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.

9. TAXES

The City is exempt from federal excise tax, including the federal transportation tax. The City is exempt from sales tax.

10. QUOTE FORMAT

A Quote should be submitted on the forms and in the format specified in the Request for Quotes and these instructions.

11. PUBLIC RECORD

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

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

12. CONFIDENTIAL INFORMATION

The City is obligated to abide by the Access to Public Records Act (APRA), Indiana Code 5-14-3. If Quoter believes that any portion of its quote contains information that is confidential and subject to being withheld from disclosure under APRA, Quoter must, when the record is submitted, provide the Contract Officer written notification of that fact. The records or portions of records that Quoter wishes to be treated as confidential must also be clearly marked “CONFIDENTIAL” on their face. Pricing will not be treated as confidential. Please note that unless specifically indicated, answers to the solicitation questionnaire are not considered confidential information and will be available for public review.

If the City, after award notification, receives a public-records request to which a Contractor record marked

“CONFIDENTIAL” is responsive, City will notify Quoter in writing. Unless Quoter, 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 records, the City may release the records without any liability to Quoter.

13. CERTIFICATION OF NONCOLLUSION; CONFLICTS OF INTEREST

By submitting a Quote, Quoter warrants that:

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

B. Quoter 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 member of the City of Carmel, Mayor and Council or any employee of the City involved in this solicitation process has any financial interest in Quoter's entity.

The City may disqualify Quoter from further participation in the solicitation process if the City determines that

Quoter has an actual or apparent conflict of interest or has engaged in any collusion or anti-competitive practices.

14. WHEN AND HOW TO SUBMIT QUOTES

In order to be considered, Quoter must, no later than the Quote Submittal Deadline, submit its Quote electronically through the portal at https://procurement.opengov.com/portal/carmelin.

NOTE: THE ENTIRE QUOTE MUST BE IN "SUBMITTED" STATUS IN THE CITY’S PORTAL IN

ORDER TO BE CONSIDERED. QUOTES THAT HAVE BEEN DRAFTED IN THE SYSTEM, BUT THAT

ARE NOT IN "SUBMITTED" STATUS BY THE QUOTE SUBMITTAL DEADLINE WILL NOT BE

CONSIDERED.

15. QUOTE AND ACCEPTANCE PERIOD

In order to allow for an adequate evaluation, the City requires a Quote in response to this solicitation to be valid and irrevocable for ninety (90) days after the solicitation due date and time.

16. WITHDRAWAL OF QUOTE; BINDING QUOTE

By submitting a Quote, Quoter is offering to enter into the Contract with the City. Quoter may withdraw a submitted Quote at any time prior to the Submittal Deadline. Quotes can be withdrawn by clicking "unsubmit response" in the portal.

17. DISCUSSIONS/CLARIFICATIONS

After opening Quotes, the City may, at its discretion, conduct discussions with Quoter for the purpose of eliminating minor irregularities, informalities, or apparent clerical mistakes in Quoter's quote in order to clarify the Quote and assure full understanding of, and responsiveness to, Quote solicitation requirements.

18. VENDOR REGISTRATION

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

A. Register for the portal with the City’s Finance Department as a vendor. Registration can be completed at https://www.carmel.in.gov/government/clerk-of-the-city/bid-opportunities by clicking on View

Procurement Portal and signing up. Please note that email notifications of newly published solicitations and addenda will be provided to those vendors that opt in to receive notifications.

19. UPON NOTICE OF INTENT TO AWARD

The apparent successful Quoter shall sign and file with the City, within five (5) days after Quote Award, all documents necessary to the successful execution of the Contract.

20. AWARD OF CONTRACT

Notwithstanding any other provision of the Request for Quotes, the City reserves the right to:

A. waive any immaterial defect or informality; or

B. reject all Quotes; or

C. cancel the solicitation and reissue the Request for Quotes.

A response to this Request for Quotes is an offer to contract with the City based upon the terms, conditions and

Scope of the Solicitation contained in the City's Request for Quotes, any issued Addenda, and standard terms and conditions contained in the attached sample Agreement for Goods and Services. Quotes do not become contracts unless and until they are executed by the City's Board of Public Works and Safety or an authorized entity within the City.

21. SOLICITATION RESULTS

The name(s) of the successful Quoter(s) will be posted on the City’s portal at https://procurement.opengov.com/portal/carmelin upon Quote Award or upon final contract execution.

22. PROTESTS

A protest shall be in writing and shall be filed with the Board of Public Works and Safety. A protest of a

Request for Quotes shall be received at the Board of Public Works and Safety not less than five (5) working days before the Request for Quotes due date. A protest of a proposed award or of an award shall be filed within ten (10) days after issuance of notification of award or issuance of a notice of intent to award, as applicable. A protest shall include:

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

B. The signature of the protestant or its representative;

https://www.carmel.in.gov/government/clerk-of-the-city/bid-opportunities

C. Identification of the Request for Quotes or Contract number;

D. A detailed statement of the legal and factual grounds of protest including copies of relevant documents;

and

E. The form of relief requested.

SPECIFICATIONS

1. Purpose - On-Call Towing Services

This request is for the Carmel Police Department, City of Carmel. We are seeking proposals from qualified and experienced towing service providers to provide on-call towing services on rotation for the City of Carmel. The towing services will be required on an as-needed basis and should include prompt response times, professional service, and adherence to all applicable regulations and standards.

2. Specifications

In addition to the specifications in this section, please reference the ATTACHMENTS for any additional specifications.

3. Detailed Specifications

The Contractor is to provide towing services that include, but are not limited to: towing light to heavy duty motor vehicles and equipment, emergency roadside assistance, and recovery services.

These services are to be available twenty-four (24) hours a day, seven (7) days a week within the City of Carmel limits with a response time of thirty (30) minutes or less. At a minimum, the Contractor is to provide the following:

1. Towing Equipment:

o The towing service provider must have a fleet of well-maintained tow trucks in various sizes and capacities to handle any type of light, medium, and heavy duty vehicles and equipment. The provider should also be able to provide flatbed as well as lowboy service.

o All tow trucks must meet Indiana State regulations regarding towing equipment requirements, including licensing, permits, emissions compliance and inspections.

o Tow trucks should be equipped with necessary accessories including winches, straps, chains, and dollies for safe and efficient towing and recovery operations.

2. Services:

o The towing service provider must be available 24 hours per day / 7 days per week to respond to service requests from Dispatch and the Carmel Police Department within the City of Carmel.

o The provider should be able to handle both emergency and non-emergency towing situations, including accidents and breakdowns.

o Services required at minimum include:

▪ Towing

• Ability to tow any vehicle/equipment (light, medium, and heavy duty)

• Ability to provide flatbed tow truck service

• Ability to provide lowboy service

▪ Roadside Assistance

• Jump-starts

• Lockouts

• Fuel delivery (gas and diesel)

• Tire changes for all vehicles

▪ Recovery Services

• Accident recoveries (light, medium, and heavy duty)

• Non-accident recoveries including, but not limited to vehicles stuck in mud, water recoveries, etc. (light, medium, and heavy duty)

▪ Vehicle Storage

• Storage of vehicles involved in an accident, including electric vehicles (EVs), while adhering to any laws and regulations pertaining to the storage of damaged vehicles.

▪ Other related services as deemed appropriate by the City and agreed upon by both parties o The Carmel Police Department will be assigned a well qualified account manager that will act as the primary contact that the Carmel Police Department will reach out to regarding any administrative requests or issues related to services provided.

3. Service Delivery Requirements:

o The provider must cover a wide geographic area within the City of Carmel limits.

o The provider must have the capacity to handle multiple towing requests simultaneously and prioritize emergency situations when necessary.

o The provider must have a reliable and efficient communication system in place to receive towing requests from

City departments and facilities, and to provide regular updates on the status of ongoing towing operations.

o The service provider should have experienced tow truck operators who are trained in proper towing techniques, vehicle recovery, and customer service and possess all required licenses and certifications.

4. Response Times:

o The towing service provider must guarantee prompt response times to all service requests from Dispatch and the

Carmel Police Department.

▪ For emergency situations, the provider should respond within 20 minutes of receiving a request.

▪ For non-emergency situations, the provider should respond within 30 minutes of receiving a request.

o The Account Manager assigned to the City of Carmel and accounting/invoicing staff should respond within one business day to all requests and/or inquiries.

5. Documentation and Reporting:

o The provider must maintain accurate records of all towing services provided to the City of Carmel.

o The basic information contained shall include, but not be limited to the following:

▪ Date and time of service call

▪ Location where service originated and destination (for vehicles towed to facility)

▪ Vehicle year, make, and model

▪ Vehicle property number

▪ Vehicle license number

▪ Driver's name

▪ Service provided

▪ Reason for service (e.g., accident, lockout, breakdown, etc.)

4. Intent

The City of Carmel Police Department is seeking proposals from qualified, experienced and licensed vendors to provide on-call towing and storage services in accordance with the terms, conditions and specifications contained in the Request for Quote (RFQ). The towing services will be required on an as-needed basis and should include prompt response times, professional service, and adherence to all applicable regulations and standards.

5. Contract Term

The initial term of agreement will be for one (1) year with up to a two year (2) renewal period by mutual agreement of the parties.

6. Contractor's Responsibilities

At a minimum, Contractor shall provide and meet the following responsibilities:

This Tow Service Agreement contains the mandatory criteria that a company agrees to comply with in order to be placed on the wrecker service rotation list with the Carmel Police Department. The purpose of these requirements is to improve the level of service to all who travel through the City of Carmel, and to increase safety decreasing delays caused by vehicle incidents on our roadways.

1. ROTATION LISTS:

A. All wrecker service companies on the rotation list shall be available for call twenty-four (24) hours a day, seven (7) days a week.

B. A call to a wrecker service shall constitute one turn on the rotation list and the wrecker service shall be moved to the bottom of the list. This includes when the wrecker service fails to answer the call, is unable to respond, or is cancelled due to excessive response times. If it is determined that the wrecker service is not needed and cancelled by the Carmel Police Department, up to and including at the scene, there shall be no charges, and the wrecker service will be placed back on top of the rotation list.

C. If hook up service on a vehicle has begun but is cancelled by the individual who owns the vehicle or their agent there shall be no charge, and the wrecker service shall be placed back at the top of the list.

D. If two or more wrecker services are called to the same incident, the Carmel Police Department OIC

(officer in charge) has sole discretion on the distribution of the vehicles.

E. Any wrecker services on the rotation list must provide one (1) phone number that will be always answered by a “live person” (24 hours a day, 7 days a week).

2. WRECKER SERVICE COMPANY CLASSIFICATIONS:

A. All wrecker services will equip and maintain tow trucks covered under this agreement in accordance with the provisions set forth in the Indiana Vehicle Code and consistent with industry standards and practices.

B. All wrecker services on the Department’s rotation list shall meet all licensing and registration requirements of the State of Indiana and other applicable law.

C. All wrecker services shall have the proper equipment to remove all routinely encountered wrecked or disabled vehicles from the roadway.

D. Each tow vehicle must carry provisions to clean off the roadway at crash scenes (I.E., broom, shovel, management of hazardous spills, fuel and oil, etc.)

E. All wrecker service vehicles must be clearly marked and identified in accordance with Indiana law with the business name to be readily identifiable to an officer on the scene.

3. WRECKER DRIVERS:

A. All wrecker services on the Department rotation list shall have employees properly trained and, when required, legally licensed and/or certified to tow and recover vehicles as necessary, as required by

Indiana and other applicable law.

B. Wrecker drivers shall be at least 18 years old.

C. All Wrecker Service owners, drivers, and employees shall always conduct themselves in a professional and lawful manner while dealing with the Department and/or public.

D. The Wrecker Service shall maintain a current list of drivers and their license information, which will be made available to the Carmel Police Department upon request. Copies of the drivers’ licenses must be submitted with the application to tow to the Carmel Police Department. Allowing unlicensed or improperly licensed drivers to respond to a City of Carmel call will be cause for immediate suspension from the rotation tow list.

E. A copy of the wrecker service’s licensing, registration, and liability insurance will be required by the

Carmel Police Department and will be kept on file. A copy of all renewals must be provided to the

Department on or before the expiration date of the originally provided documentation. Any wrecker service who fails to provide the documentation will be suspended from the rotation list until they are compliant with this requirement.

F. All Wrecker Services on the rotation list shall carry at least the minimum required amount of liability insurance required by Indiana law, including any additional supplemental insurance required for hazardous material towing and removal.

4. TOWING FEES:

A. All Wrecker Service providers must abide by the House Enrolled Act No. 1390.

B. Fees charged for response calls originating from the Carmel Police Department shall be reasonable and not in excess of those rates charged for similar services in response to requests initiated by any other public agency or private person. The reasonableness of the fees charged will be determined in the following manner.

1. The Wrecker Service shall submit their proposed rate to the Carmel Police Department. The Carmel

Police Department shall determine the reasonableness of the rate, based upon the proposed rates submitted.

2. The rate of towing shall be from the pick-up location to the drop off location. As a general rule, this shall be a flat rate for a drop off anywhere in the assigned towing area. Destinations outside the towing area will be charged on a per mile basis only for those miles beyond the towing area boundaries. Requests for towing to locations outside of the towing area must be made by the vehicle owner. It is the responsibility of the wrecker service to inform the vehicle owner of this additional cost prior to conducting the tow.

3. Any additional charges for scene clean up or crash recovery operations shall be itemized and reasonable. The charging of excessive or unreasonable rates, as determined by the Chief of Police, shall be a cause for immediate removal from the rotation list.

C. Any change in rate by the Wrecker Service must be approved by the Carmel Police Department.

D. Secondary towing that is requested by the vehicle owner may be negotiated by the wrecker service in accordance with standard business practice.

E. There shall be no additional fee charged for after hour release of vehicles stored by the wrecker service.

F. All Wrecker Service providers will by compliant with the Carmel City Code Section 6-163.

5. STORAGE FEES:

A. The Wrecker Service shall submit to the Department their proposed storage fees, for the inside and outside storage. The Chief of Police shall determine the reasonableness of the fees, based upon the proposed fees submitted.

B. On a monthly basis the Wrecker Service shall notify the Carmel Police Department in writing of any vehicles that remain in storage for a period more than 30 calendar days.

C. Vehicles stored inside or outside shall be charged by the calendar day based on the time the towed vehicle is dropped at the storage lot.

D. The schedule of rates charged by the Wrecker Service shall be made available upon request to any person(s) for whom the tow services were provided or his/her agent. The customer shall be provided with an itemized list of charges that is more than the flat rate towing charge.

E. Any complaints of unreasonable, improper or undisclosed fees will be investigated.

F. All Wrecker Services shall provide the Department with a written schedule of fees including a list of itemized charges that are more than the flat-rate towing fee.

G. If there is a change in wrecker service fees, the Wrecker Service shall forward a fee schedule to the

Department on or before the effective date of the new fees.

H. The Wrecker Service will provide City of Carmel police responders towing services at no cost, with reimbursement sought solely from the involved parties' insurance companies.

6. STORAGE FACILITY:

A. All Wrecker Services contained on the Department rotation list must have an enclosed yard in which towed vehicles will be kept that are locked and entirely enclosed with a fence meeting the requirements of the City of Carmel building code and all other applicable laws.

B. The Wrecker Service shall provide adequate security for all vehicles at the place of storage.

C. The storage yard shall be constructed at a minimum of sturdy material such as metal or wood that meets the approval of the Department and applicable law. A storage area that is under video surveillance is preferred.

D. The Wrecker Service Company agrees to release all requested video footage upon request from the

Carmel Police Department.

E. The Wrecker Service is responsible for the reasonable care, custody, and control of any property contained in towed or stored vehicles.

F. The Wrecker Service enclosed storage yard shall hold a minimum of fifteen (15) vehicles, plus inside capacity for at least one (1) vehicle ordered into secure impoundment.

7. IMPOUND PROCEDURES:

A. The Wrecker Service shall contact the Carmel Police Department and receive permission prior to the removal of property from an impounded vehicle and will provide a receipt, with a copy placed in the impounded vehicle.

B. The Wrecker Service shall release any personal property from the vehicle at the request of the vehicle owner or his/her agent after notification to the Carmel Police Department. The personal property is any items that are not affixed to the vehicle. Registration plates are part of the vehicle and should not be released.

C. Any vehicle impounded by the Department shall be kept at the Wrecker Service’s enclosed yard until the vehicle is either properly released to an owner or all State Abandoned Vehicle paperwork has been properly completed.

D. State Abandoned Vehicles that have been properly documented may be moved to alternate lots/locations outside of, but within twenty (20) miles of the City of Carmel limits.

E. All such abandoned vehicles shall be sold or disposed of in accordance with Indiana and other applicable laws. Periodic lot inspections may be made by the Department to ensure compliance with this. Failure to allow such inspections and/or storage and disposal regulations may result in the Wrecker

Service’s immediate suspension or removal from the rotation list.

F. Authorization to release any impounded vehicle must be obtained from the Carmel Police Department prior to release. The minimum requirement for the release of any vehicle that must be shown is proof of proper registration, proof of ownership, and a licensed driver. The vehicle may be held for additional requirements at the discretion of the impounding officer. The Wrecker Service should inquire with the

Carmel Police Department for a release authorization.

8. INSPECTIONS:

A. The Carmel Police Department may require at least one annual inspection of all tow trucks and facilities. The Carmel Police Department may also conduct additional inspections without notice during normal business hours or as a part of routine enforcement operations.

9. BUSINESS RECORDS:

A. The Wrecker Service shall maintain records of all tow services furnished, including a description of the vehicles, nature of service, date, time, location of calls, and total itemized cost of towing and storage fees. The Carmel Police Department may inspect all Wrecker Service records without notice during normal business hours.

B. Records shall be maintained and available for inspection for a period of one calendar year, plus the current year.

C. The Wrecker Service of a facility where impounded vehicles are stored are responsible for completing and submitting BMV required forms within the prescribed time periods. Per IC 9-22-1-19, abandoned vehicles stored require that the abandoned vehicle report be forwarded to the BMV within 72 hours.

D. Failure to maintain adequate records or failure to submit forms in a timely manner may result in immediate removal from the towing rotation list and will terminate the agreement.

10. MEETINGS:

A. The Chief of Police or his/her designee may conduct meetings periodically or as necessary to discuss any issues that arise or concern the tow rotation list.

B. These meetings will be mandatory for the Wrecker Service or his/her designee wishing to remain on the rotation list.

C. The Chief of Police or his/her designee will give the Wrecker Service at least 14-day notice of the meetings.

11. REMOVAL AND SUSPENSION:

A. The Wrecker Service shall always comply with Federal, State, and local laws and ordinances applicable to the Wrecker Service.

B. Any felony conviction of the Wrecker Service involving stolen or embezzled vehicles, fraud related to the towing business, stolen property, or moral turpitude shall be cause for denial of application or termination of the agreement. Employees with similar violations may also be cause for denial of application or termination at the discretion of the Chief of Police.

C. In the event that there are more than three (3) founded complaints in any 365 period of time concerning a wrecker service, or the Department has otherwise determined that the wrecker service has not complied with the criteria set forth herein, or that the wrecker service has otherwise engaged in conduct or omissions that make its continued use contrary to the best interest of the City of Carmel, the motoring public, or general public health, safety, or welfare the Department may, in its sole discretion, remove such wrecker service from the Department’s rotation list for a period of time not to exceed one (1) year. It would be the responsibility of the Wrecker Service at the end of the one year to resubmit their application for inclusion on the rotation list.

D. The Wrecker Service will remain suspended until the service remedies identified deficiencies in its service or in its compliance with these criteria, or such other action as is reasonable under the circumstances.

E. The Wrecker Service agrees that failure by the Wrecker Service or his/her agents to comply with these terms and conditions shall be cause for a written reprimand or suspension from the Carmel Police

Department’s rotation tow list. Violations of the tow service agreement will be investigated by the

Chief of Police or his/her designee. The Wrecker Service will be notified of the Carmel Police

Departments findings within thirty (30) days of the initiation of the investigation.

F. If a Wrecker Service misses more than three (3) calls in any thirty (30) day period of time, (due to, for example, refused calls, excessive response times, no response or unavailability, the Department may), in its sole discretion require the wrecker service to meet with the Department to discuss whether the service will continue to be listed on the tow rotation list, remove the wrecker service from the rotation list, or suspend the wrecker service for a fixed period of time not to exceed one (1) year.

G. The Wrecker Service agrees that failure by the Wrecker Service or his/her agents to comply with these terms and conditions shall be cause for a written reprimand or suspension from the Carmel Police

Department’s rotation tow list. Violations of the tow service agreement will be investigated by the

Chief of Police or his/her designee. The Wrecker Service will be notified of the Carmel Police

Departments findings within thirty (30) days of the initiation of the investigation.

H. Nothing in this agreement shall be deemed to prohibit the Chief of Police from immediately suspending any Wrecker Service whose conduct is deemed, in the sound discretion of the Chief of Police, to be a danger to the motoring public or who has engaged in conduct constituting a gross violation of the

Carmel Police Department’s Tow Service Agreement.

12. HEARING APPEAL:

A. In the event the Carmel Police Department serves the Wrecker Service with a written reprimand or suspension, the Wrecker Service may request a hearing within seven (7) calendar days by submitting a request in writing to the Carmel Police Department to the Chief of Police. If a hearing is requested, it shall be held as soon as practical. The hearing will be conducted by the Chief of Police or his/her designee. The Wrecker Service will be notified in writing of the decision made by the Chief of Police or his/her designee withing fourteen days from the date of the hearing.

B. If a Wrecker Service is given a suspension this shall not take effect until the hearing and appeal process has been completed, except for those Wrecker Services whose conduct is deemed to be a danger to the motoring public or whose conduct grossly violates the conditions of the Carmel Police Department tow service agreement.

C. If a Wrecker Service fails to request a hearing or appeal within the specified time or fails to appear for the scheduled hearing or appeal, the decision of the Chief of Police shall be final.

13. CANCELLATION:

A. This agreement may be cancelled by either party without prejudice by giving written notice of at least thirty days to the other party.

7. City's Responsibilties

At a minimum, City shall provide and meet the following responsibilities:

1. City shall provide a single point of contact (City Project Manager) to administer the Agreement.

2. City Project Manager shall assist with planning, strategy and objectives prior to performance of the

Work.

3. City Project Manager shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

SCREENSHOT INSTRUCTIONS

All quotes must include E‐Verify documentation, which includes a computer Screenshot of the business’

“MOU” E‐Verify webpage. A sample of the MOU can be found in the ATTACHMENTS section.

Failure to include any of the above requirements will void the quotes.

PRICING TABLE

HEAVY DUTY IMPOUND AND ACCIDENT

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

1 Heavy Duty Impound 1 FLAT

2 Heavy Duty Accident 1 PER HOUR

3 Heavy Duty Stranded

Tow

1 PER HOUR

4 Heavy Duty Service

Box Truck

1 PER HOUR

5 Labor Charge 1 PER HOUR

6 Heavy Duty Inside

Storage Tractor

1 DAILY

7 Inside Storage Trailer 1 DAILY

8 Heavy Duty Outside

Storage Tractor

1 DAILY

9 Heavy Duty Outside

Storage Trailer

1 DAILY

10 Flowstop Football 1 EA

11 Flowstop Golfball 1 EA

12 Heavy Duty Hazmat

Response Truck

1 PER HOUR

13 Heavy Duty Hazmat

Response Trailer

1 PER HOUR

14 Hazmat Tech Suit Up

Fee

1 FLAT

15 Spill Containment 1 EA

16 Cement Absorb and

Powder

1 EA

17 Skid Steer Buckets and

Broom

1 PER HOUR

Line Item Description Quantity Unit of

Measure Unit Cost Total No Bid

18 Flat Top Dolly 1 PER HOUR

19 Axle Dollies 1 PER HOUR

20 Absorbent Booms 1 FLAT

21 Absorbent Pads 1 FLAT

22 Disposal Fees 1 MARKET

23 Disposal Barrels 1 EACH

24 Disposal Labor 1 PER HOUR

25 Dump Trailers 1 PER HOUR

26 Dumpsters - 30-40YD 1 PER HOUR

27 Dumpster Loss of Use 1 DAILY

28 Veneer Vac Trailer 1 PER HOUR

29 Pump Saddle Tanks 1 FLAT

30 Spill Diapers 1 FLAT

31 F550 SVC Truck w/

Gooseneck

1 PER HOUR

32 First Responder 1 PER HOUR

33 Credit Card

Convenience

1 PERCENTAGE

34 Administrative Fee 1 FLAT

35 Gate Fee 1 FLAT

36 Scene Supervisor 1 PER HOUR

37 Scene Safety

Coordinator

1 PER HOUR

TOTAL

LIGHT DUTY IMPOUND AND ACCIDENT

Measure Unit Cost Total No Bid

38 Light Duty Impound

Hook Fee

1 FLAT

39 Light Duty Accident

Tow & Hook Fee

1 FLAT

40 Light Duty Clean Up 1 FLAT

41 Light Duty Special

Equipment

1 FLAT

42 Light Duty Dollies 1 FLAT

43 Winching - Rollover 1 FLAT

44 12 Ton Wrecker 1 PER HOUR

45 12 Ton Operator 1 PER HOUR

46 Enroute Mileage -

Unloaded

1 PER MILE

47 Hooked Mileage -

Loaded

1 PER MILE

48 Inside Storage 1 DAILY

49 Outside Storage 1 DAILY

50 Gate Fee 1 FLAT

51 Spill Diapers 1 FLAT

52 Window Coverage

Single

1 FLAT

53 Window Coverage

Multiple

1 FLAT

54 Tarp 1 FLAT

55 Absorbant Pads 1 FLAT

Unit Cost Total No Bid

56 Absorbant Booms 1 FLAT

57 Service Box Truck 1 PER HOUR

58 Cement Absorbant

Powder

1 PER BAG

59 Spill Containment 1 PER BAG

60 Skid Steer Buckets and

Broom

1 PER HOUR

61 Skid Steer Offroad

Winch

1 PER HOUR

62 F550 SVC Truck with

Goosneck

1 PER HOUR

63 Dump Trailers 1 PER HOUR

64 Vermeer VAC Trailer 1 PER HOUR

65 40 Ton Rotator 1 PER HOUR

66 40 Ton Rotator

Operator

1 PER HOUR

67 50 Ton Rotator 1 PER HOUR

68 50 Ton Rotator

Operator

1 PER HOUR

69 75 Ton Rotator 1 PER HOUR

70 75 Ton Rotator

Operator

1 PER HOUR

71 85 Ton Rotator 1 PER HOUR

72 85 Ton Rotator

Operator

1 PER HOUR

73 Recovery Specialist 1 PER HOUR

74 Scene Supervisor 1 PER HOUR

Unit Cost Total No Bid

75 Scene Safety

Coordinator

1 PER HOUR

76 Credit Card

Convenience Fee

1 PERCENTAGE

ELECTRIC VEHICLE HANDLING FEES - HEAVY RECOVERY

Measure Unit Cost Total No Bid

77 12 Ton Wrecker 1 PER HOUR

78 35 Ton Wrecker 1 PER HOUR

79 40 Ton Rotator 1 PER HOUR

80 50 Ton Rotator 1 PER HOUR

81 50 Ton Sliding Rotator 1 PER HOUR

82 75 Ton Rotator 1 PER HOUR

83 85 Ton Rotator 1 PER HOUR

84 Tandem Axle Rollback 1 PER HOUR

85 Bobtail Tractor 1 PER HOUR

86 Tractor with Landoll 1 PER HOUR

87 Tractor with Lowboy 1 PER HOUR

88 Tractor with Box

Trailer

1 PER HOUR

89 Tractor with Grain

Trailer

1 PER HOUR

90 Trailer Loss of Use 1 DAILY

91 Light Duty Rollback 1 PER HOUR

Unit Cost Total No Bid

92 Rolloff Truck 1 PER HOUR

93 Tri-Axle Dump Truck 1 PER HOUR

94 F550 with Gooseneck 1 PER HOUR

95 Skid Steer with Broom 1 PER HOUR

96 Skid Steer with

Winchbox

1 PER HOUR

97 Mini Excavator 1 PER HOUR

98 Hazmat Response

Truck

1 PER HOUR

99 Dump Trailer 1 PER HOUR

100 Manpower and Labor -

Each

1 PER

HOUR/EA

101 First Responder 1 PER HOUR

102 Forklift 1 PER HOUR

103 Telehandler 1 PER HOUR

104 Pallet Jack 1 PER HOUR

105 VAC Trailer 1 PER HOUR

106 Flat Top Dolly 1 PER HOUR

107 Dolly Loss of Use 1 DAILY

108 Dumpster 30-40 YD 1 PER HOUR

109 Dumpster Loss of USe 1 DAILY

110 Scene Supervisor 1 PER HOUR

111 Safety Coordinator 1 PER HOUR

112 Rotator Operator 1 PER HOUR

Unit Cost Total No Bid

113 Recovery Specialist 1 PER HOUR

114 Tractor Load Out 1 PER HOUR

115 Trailer Load Out 1 PER HOUR

116 Air Cushions 1 FLAT

117 OSHA Approved

Communications

1 FLAT

118 Hazmat Tech Suit Fee 1 FLAT

119 Spill Containment 1 PER BAG

120 Cement Powder 1 PER BAG

121 Pump Saddle Tanks 1 FLAT

122 Spill Diapers 1 FLAT

123 Portable Tanks 1 FLAT

124 Flowstop Football 1 EA

125 Flowstop Golfball 1 EA

126 Absorbant Pads 1 FLAT

127 Absorbant Boom 1 FLAT

128 Disposal Fees 1 MARKET

129 Disposal Barrels 1 EA

130 Disposal Labor 1 PER HOUR

131 Inside Storage Tractor 1 DAILY

132 Inside Storage Trailer 1 DAILY

133 Tractor Storage 1 DAILY

Unit Cost Total No Bid

134 Trailer Storage 1 DAILY

135 Credit Card Fee 1 PERCENTAGE

136 Administrative Fee 1 FLAT

137 Hazmat Charge 1 FLAT

138 Pro Spill Response 1 FLAT

QUOTER SUBMISSIONS

1. Authorized representative contact info:*

Please include the name, title, phone and email of the authorized representative

*Response required

2. I certify that I, the individual responding to this RFQ, am an authorized representative with the authority to certify and submit the following legally binding statements in this Response on behalf of my company.*

☐ Please confirm

*Response required

3. E-Verify Affidavit*

Please download the below documents, complete, and upload.

• E-Verify_Affidavit.PDF

*Response required

4. Non-Collusion Affidavit*

Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Non-Collusion_Affidavit.pdf

*Response required https://government-project.s3.us-west-2.amazonaws.com/116964/725fe6c0-f43f-4a37-9d87-297568f0f247_E-Verify_Affidavit.PDF?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4IQKILMYZ%2F20250804%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250804T160000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEA8aCXVzLXdlc3QtMiJGMEQCIAMXMM1JlFGZ%2FuZoYWKiurznh6v5f4VYyBnNT%2B8yf2WKAiBbby9feiKhgitmbwSZg5cq0K7QLGfQcUrOwsjKaaUIGCqKBQhIEAIaDDg5MjM2NDY4NzY3MiIMv2U1zAB76pLYnyfwKucEq29e83xwgSRqqJ8iHLKKwiy86eGVQ43e4wETKoBs5fn7jbo4YvxafhPAvMO8QqDZELHl%2FpbUR6qA2JY6A8yIHp%2B5yasVSAotsk7KwLmygnS7zXlFsALG0BxmjTGzd4V46aXQLWq4MmAOR3FuPxE%2BGu9V30IG8m2u4k%2B1obULSOjvvBx8y20HLIr9PmGvTcETn4hkgHjjLfeUt6qOttUjf2FwzQ%2Bq90NhHnxCByHh9dCOGw%2BZqdh%2B2lnEkLfxtQ9whvKKIyKW90W%2FdBhOayWXyPhf1SE0lFOKCdKmDo4Ao4uKHeT%2FebaMMu4ztmyYuykUyYZi%2FMyGcXFd68dc8RDNoecCLw%2FQJOEYOPcMtN%2BIRRiQjwx2Z0OBAi13yBRgYQAbjB%2F7FmfPwOQlVC79LrFnxFzTqFELcXYSlVNnv6tfhQXh%2BT98kezKC6mNiuDgI9X2TR6bK8G00HYUZs4DIGzG9PIUPkpMRneS4CmpJCq56iWJtCHU5ARLR4Rk8dwT%2BU50xrp%2FKfK7Kp2iSuROHqfPbGzgvVzhs0XOFbBdCL%2B8yeX80S42JzbH7eWzOdkVV7O9lvr2Zn%2BSJVopqOOsijLGFdCr1qMvlqOLO01kOK3DoqQ%2FmHjX%2FceKOiv5SxNhvGAvE5f6G5V2SX%2BgRlG1s5QGD69qQZjF3htcHYixDfFlIsdY2MgLRV8LN8pBqsASpbnKnzxf0JQBbYlIsbBtC9LJdi5DL%2FuijnJMit3km1NEg1UagXTJsnGmPawSl8BA002Gt5A47%2FAhnMfVgDLskEMo5xE0%2BMX%2Bap9CLeKJTYHEFemxe%2B5GapS9MKKUw8QGOpwBkQ%2BIru040Q5DKZEfUKL2gBdZg8uz2cUoQthIGch8b43pi2aJtdebkVfY2PWTNIW%2BMF4I0qLDE1O7PKClJebGP0vDCjmay%2Fbpp7o5HFsiaoDVtfDetYeKeDLfnvTouJZVLYKxokX77oPXeyMqixF2vCgSD1JR54vnh8E6BKpa0nF0WPNYztMqHMO7KAzHR7qOkrBzf2agAa4e3DeT&X-Amz-Signature=c5b89eefb894ece3f044677deac8c22c302def7f60d0b82608ad17776705ea73&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22E-Verify_Affidavit.PDF%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/116964/2c7e5991-a37f-4b4f-9eba-170ca4d91fea_Non-Collusion_Affidavit.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4IQKILMYZ%2F20250804%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250804T160000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEA8aCXVzLXdlc3QtMiJGMEQCIAMXMM1JlFGZ%2FuZoYWKiurznh6v5f4VYyBnNT%2B8yf2WKAiBbby9feiKhgitmbwSZg5cq0K7QLGfQcUrOwsjKaaUIGCqKBQhIEAIaDDg5MjM2NDY4NzY3MiIMv2U1zAB76pLYnyfwKucEq29e83xwgSRqqJ8iHLKKwiy86eGVQ43e4wETKoBs5fn7jbo4YvxafhPAvMO8QqDZELHl%2FpbUR6qA2JY6A8yIHp%2B5yasVSAotsk7KwLmygnS7zXlFsALG0BxmjTGzd4V46aXQLWq4MmAOR3FuPxE%2BGu9V30IG8m2u4k%2B1obULSOjvvBx8y20HLIr9PmGvTcETn4hkgHjjLfeUt6qOttUjf2FwzQ%2Bq90NhHnxCByHh9dCOGw%2BZqdh%2B2lnEkLfxtQ9whvKKIyKW90W%2FdBhOayWXyPhf1SE0lFOKCdKmDo4Ao4uKHeT%2FebaMMu4ztmyYuykUyYZi%2FMyGcXFd68dc8RDNoecCLw%2FQJOEYOPcMtN%2BIRRiQjwx2Z0OBAi13yBRgYQAbjB%2F7FmfPwOQlVC79LrFnxFzTqFELcXYSlVNnv6tfhQXh%2BT98kezKC6mNiuDgI9X2TR6bK8G00HYUZs4DIGzG9PIUPkpMRneS4CmpJCq56iWJtCHU5ARLR4Rk8dwT%2BU50xrp%2FKfK7Kp2iSuROHqfPbGzgvVzhs0XOFbBdCL%2B8yeX80S42JzbH7eWzOdkVV7O9lvr2Zn%2BSJVopqOOsijLGFdCr1qMvlqOLO01kOK3DoqQ%2FmHjX%2FceKOiv5SxNhvGAvE5f6G5V2SX%2BgRlG1s5QGD69qQZjF3htcHYixDfFlIsdY2MgLRV8LN8pBqsASpbnKnzxf0JQBbYlIsbBtC9LJdi5DL%2FuijnJMit3km1NEg1UagXTJsnGmPawSl8BA002Gt5A47%2FAhnMfVgDLskEMo5xE0%2BMX%2Bap9CLeKJTYHEFemxe%2B5GapS9MKKUw8QGOpwBkQ%2BIru040Q5DKZEfUKL2gBdZg8uz2cUoQthIGch8b43pi2aJtdebkVfY2PWTNIW%2BMF4I0qLDE1O7PKClJebGP0vDCjmay%2Fbpp7o5HFsiaoDVtfDetYeKeDLfnvTouJZVLYKxokX77oPXeyMqixF2vCgSD1JR54vnh8E6BKpa0nF0WPNYztMqHMO7KAzHR7qOkrBzf2agAa4e3DeT&X-Amz-Signature=ad513944898756e43b679a1e016367652656fe3837427130b63ea75ed6e330ac&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Non-Collusion_Affidavit.pdf%22&x-id=GetObject