RFB-RC-2022-054 Award.pdf

COUNTY OF ROCKLAND

Department of General Services Purchasing Division

Title: Automotive Collision Repair

Contract Period: May 1, 2022 through April 30, 2023 w/2-1 year options

Extended through April 30, 2024, w/ 1-year option, Extended through April 30, 2025, Ext. through May 31, 2025, or until a new bid is awarded

Original Date of Issue: April 29, 2022

Date of Revision: April 14, 2025

BID No: RFB-RC-2022-054

Catalog: Automotive

Authorized Users: County Agencies, Political Subdivisions

Address Inquiries To:

Name: Richard Ryan

Title: Purchaser II

Phone: 845-364-3817

Fax: 845-364-3809

E-mail: ryanri@co.rockland.ny.us

Description

This contract is for Automotive Collision Repair.

Contract # Vendor Number Contractor & Address Telephone No.

BID 22-054 0000023885 Congers Collision

180 No. Route 9W

Congers, NY 10920

Contact: James Destaso

Email: CCI180@optonline.net

845-589-0685

FAX: 845-589-0688

Contract Award Notification mailto:CCI180@optonline.net

RFB-RC-2022-054 AUTOMOTIVE COLLISION REPAIR PAGE #: 1

LINE

NO.

DESCRIPTION ITEM

NUMBER

EST. QTY. UNIT UNIT PRICE EXTENDED

PRICE

1 Collision Repair Services for Light-Duty Vehicles up to 10,000 GVW for CAPA Certified Parts at crash guide list. 06074000018 $25,000.00

Percent

Discount 25% $18,750.00

2 Collision Repair Services for Light-Duty Vehicles up to 10,000 GVW for OEM Certified Parts at crash guide list 06074000017 $2,000.00

Percent Discount

20% $1,600.00

Collision Repair Services - Labor for Light-Duty Vehicles 92819000019 700 Per Hour $30.00 $21,000.00

4 Collision Repair Services-Paint Labor, Paint and Supplies/Materials based on paint hours for Light-Duty Vehicles

92819000020 400 Per Hour $30.00 $12,000.00

5 Collision Repair Services - Frame and Straightening Labor for Light-

Duty Vehicles 92819000032 5 Per Hour $32.00 $160.00

6 Cost for transporting Light -Duty Vehicles to bidders location and return to County Fleet Management, Pomona, NY

92819 5 Per One

Way Trip $0.00 $0.00

TOTAL $53,510.00

CONGERS COLLISION

SECTION ONE : LIGHT-DUTY PASSENGER AND SPECIALTY VEHICLES UP TO 6000 GVW

TOTAL OF LINE ITEMS 1 to 6

COUNTY OF ROCKLAND

DGS – PURCHASING DEPARTMENT

BLDG. A, 6TH FLOOR, 50 SANATORIUM ROA

POMONA, NY 10970

TELEPHONE NO.: 845-364-3820

FAX NO.: 845-364-3809

RFB-RC-2022-054 AUTOMOTIVE COLLISION REPAIR PAGE #: 2

NO.

DESCRIPTION ITEM

NUMBER

EST. QTY. UNIT UNIT PRICE EXTENDED

PRICE

CONGERS COLLISION

8 Collision Repair Services for Medium-Duty County Vehicles from 10,001 to 26,000 GVW for CAPA Certified Parts at crash guide list. 06074000052 $5,000.00

Percent

Discount 25% $3,750.00

9 Collision Repair Services for Medium-Duty County Vehicles 10,001 to 26,000 GVWfor OEM Certified Parts at crash guide list. 06074000016 $2,000.00

Percent

Discount 20% $1,600.00

10 Collision Repair Services - Labor for Medium-Duty County Vehicles 92819000016 300 Per Hour $35.00 $10,500.00

11 Collision Repair Services-Paint Labor, Paint and Supplies/Materials for Medium-Duty County Vehicles based on paint hours for Medium Duty Vehicles

92819000017 200 Per Hour $30.00 $6,000.00

12 Collision Repair Services - Frame and Straightening Labor for

Medium-Duty County Vehicles 92819000033 5 Per Hour $40.00 $200.00

13 Cost for Driving Medium-Duty County Vehicles to bidders location and return to County Fleet Management, Pomona, NY 06074 5 Per Hour $0.00 $0.00

14 TOTAL $22,050.00

15 Collision Repair Services for Heavy-Duty County Vehicles 26,001 GVW and over for CAPA Certified Parts at crash guide list. 06074000040 $3,000

Percent

Discount 25% $2,250.00

SECTION TWO: SPECIALTY VEHICLES UP TO 10,001 to 26,000 GVW

TOTAL OF LINE ITEMS 7 to 13

SECTION THREE: COUNTY VEHICLES 26,001 GVW and OVER

COUNTY OF ROCKLAND

DGS – PURCHASING DEPARTMENT

BLDG. A, 6TH FLOOR, 50 SANATORIUM ROA

POMONA, NY 10970

RFB-RC-2022-054 AUTOMOTIVE COLLISION REPAIR PAGE #: 3

NO.

DESCRIPTION ITEM

NUMBER

EST. QTY. UNIT UNIT PRICE EXTENDED

PRICE

CONGERS COLLISION

16 Collision Repair Services for Heavy-Duty County Vehicles 26,001 GVW and over for OEM Certified Parts at crash guide list.

06074000041 $2,000 Percent

Discount 20% $1,600.00

17 Collision Repair Services - Labor for Heavy-Duty Vehicles 92819000026 100 Per Hour $45.00 $4,500.00

18 Collision Repair Services - Frame and Straightening Labor for Heavy- Duty Vehicles

92819000034 25 Per Hour $45.00 $1,125.00

19 Collision Repair Services-Paint Labor, Paint and Supplies/Materials based on paint hours for Heavy-Duty Vehicles 92819000027 5 Per Hour $40.00 $200.00

20 Cost for transporting Heavy-Duty County Vehicles to bidders location and return to County Fleet Management, Pomona, NY 92819 5

Per One

Way Trip $0.00 $0.00

21 TOTAL OF LINE ITEMS 15 to 20 $9,675.00

22 GRAND TOTAL OF LINES 7 , 14 , 21 $85,235.00

COUNTY OF ROCKLAND

DGS – PURCHASING DEPARTMENT

BLDG. A, 6TH FLOOR, 50 SANATORIUM ROA

POMONA, NY 10970

PAGE: 6

COUNTY OF ROCKLAND - DGS-PURCHASING

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

TELEPHONE: 845-364-3820 / TELEFAX: 845-364-3809

TITLE: Automotive Collision Repair

RFB #: RFB-RC-2022-054

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies available to the County of Rockland.

PURCHASES BY OTHER

LOCAL GOVERNMENTS, SCHOOL DISTRICTS, AND NON PROFIT AGENCIES

As per the New York State General Municipal Law, all political subdivisions of New York State are allowed to make purchases through the resulting contract(s). As per Rockland County Procurement Policy, Non Profit

Agencies approved to participate in New York State’s Contract Extension Program are authorized to make purchases through the resulting contract(s).

1. The County of Rockland shall make all contract award information available to other political subdivisions and non profit agencies through our website: www.rcpurchasing.com

2. Any other political subdivision or Rockland County non profit agency will issue purchase orders directly to vendors within the specified contract period referencing the County’s contract and shall be liable for any payments due on such purchase orders; and shall accept sole responsibility for any payment due.

3. All purchases shall be subject to audit and inspection by the other political subdivisions and Rockland County non profit agencies for which the purchase was made.

4. No officer, board or agency of a county, town, village, or school district shall make any purchase through the

County when bids have been received for such purchase by such officer, board or agency, unless such purchase may be made upon the same terms, conditions and specifications at a lower price through the County.

5. All Bidders shall be on notice that as a condition of the award of a County contract, the successful bidder shall accept the award of a similar contract with any other political subdivision in New York State and Rockland

County non profit agencies authorized to use New York State’s contracts, if called upon to do so. A listing of approved Rockland County non profit agencies is available on the Purchasing Division’s website at www.rcpurchasing.com. The County, however, will not be responsible for any debts incurred by the participants pursuant to this or any other agreement.

6. Necessary deviations from the County’s specifications in the award of a participant contract, whether such deviations relate to quantities, or delivery points shall be resolved between the successful bidder and the other political subdivisions and Rockland County non profit agencies.

PAGE: 7

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

SPECIFICATIONS

1. SCOPE

1.1. The scope of this bid is to provide all facilities, equipment, materials, parts and labor necessary to repair damaged passenger vehicles, trucks, vans, specialty vehicles (Fire Apparatus, Command Vehicles and

Law Enforcement Specialty Vehicles).

2. REQUIREMENTS

2.1. The Bidder shall demonstrate that they have successfully completed services similar to those specified in the Scope/Specifications and are routinely engaged in performing such services and are properly and legally licensed (if required) to perform such work.

2.2. The County of Rockland reserves the right to inspect the bidder’s facilities, equipment, personnel, and organization at any time to or to take any other action necessary to determine the bidder’s ability to perform. The Director of Purchasing reserves the right to reject bids where evidence or evaluation is determined to indicate inability to perform.

2.3. The successful Bidder shall comply with Environmental Protection Agency (EPA) guidelines for the disposal of hazardous materials, and all other EPA regulations that govern the work herein.

2.4. The bidder must have a complete body shop meeting the following minimum requirements:

2.4.1. Qualified and experienced personnel with experience in repairing municipal fleet vehicles and law enforcement vehicles.

2.4.2. Personnel experienced in fiberglass repair.

2.4.3. Paint Booth with equipment for mixing and matching paint color.

2.4.4. Automotive frame and straightening machines at the Bidder’s location with a qualified operator

(on-site or under contract).

2.4.5. An inside storage area for police and other vehicles which contain electronic equipment. For the purpose of this specification “inside storage” includes storage within a secured area, which could include a locked, fenced area acceptable to the County of Rockland.

2.4.6. The bidder awarded the Truck and Specialty Vehicle portion of the contract must have an indoor area large enough to handle trucks requiring a minimum 13-foot height clearance.

2.4.7. Bidders must obtain all required local, state and federal licenses/permits required to perform the work specified.

2.5. The work proposed in this contract shall be performed at the successful bidder’s place of business.

2.6. The County of Rockland requires the use of Original Equipment Manufacturer parts on all Law

Enforcement Passenger and Specialty Vehicles, Fire Apparatus and other specialty vehicles. The County of Rockland will authorize the use of aftermarket parts certified by the Certified Automotive Parts

Association (CAPA-certified parts) on all other passenger vehicles and trucks.

PAGE: 8

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

2.7. The successful bidder shall agree to assume full liability and responsibility for all vehicles and contents, including radios and other standard or installed equipment including garage liability in the amount of

$1,000,000.00 and naming Rockland County as an additional insured.

2.8. This contract shall cover:

2.8.1. Light-Duty Vehicles (sedans, light trucks up to 10,000 GVW and similar equipment such as vans etc.)

2.8.2. Medium-Duty Vehicles (Law enforcement, Fire Apparatus, Command Vehicles, and other

Specialty Vehicles 10,001 GVW up to 26,000 GVW) requiring higher than usual standards in quality of repairs, finish, etc.

2.8.3. Heavy-Duty Vehicles (Law enforcement, Fire Apparatus, Command Vehicles, and other

Specialty Vehicles 26,001 GVW and more) requiring higher than usual standards in quality of repairs, finish, etc.

2.9. The County of Rockland reserves the right to assign vehicles which require specialized or proprietary repairs, finish etc. to any other contractor, at its discretion, depending on the nature and extent of the specialized or proprietary work required.

2.10. All work done without the services of an independent adjuster shall be priced in accordance with the contractor’s estimate. Such estimate shall be subject to review and approval by the County of Rockland before any work may start. Contractor shall obtain approval in writing by the County of Rockland authorized representative prior to the commencement of repairs. The Contractor is required to e-mail estimates, with corresponding digital pictures to the County’s Fleet Manager or another Department

Representative.

2.11. Time is of the essence in repairing County of Rockland vehicles. If the County of Rockland determines that the workload of a successful bidder is such that timeliness is not possible in a given situation, the

County of Rockland reserves the unilateral right to assign the job to a backup contractor. Repeated assignments to a backup contractor (more than six in a two-month period) may result in contract termination. The successful bidder agrees that work assigned under this contract shall receive priority over the other work in its shop unless specific prior approval has been obtained from the County of

Rockland authorized representative.

2.12. The County of Rockland has estimated that approximately $95,000 will be spent in automotive bodywork during each year of the contract. This figure is only an estimate and is not a binding guarantee of the work to be done under the contract. Estimated parts and labor figures are for evaluation purposes only.

Actual amounts may be more or less than those used for evaluation.

2.13. Mitchell’s crash guide or the applicable industry standard list used by the appraisal firm shall be used in determining list prices and labor hours for repairs performed under this contract.

2.14. Pricing for Paint Labor, Paint and Paint Materials/Supplies is combined into one-line item for each section. Pricing shall be provided for Paint and Paint Material/Supplies based on a per paint hour basis.

PAGE: 9

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

3. PICK UP AND DELIVERY

3.1. The Contractor shall be responsible for returning repaired passenger vehicles to the County Department that requested the repairs. Specialty Vehicles including Fire Apparatus and Law Enforcement Specialty

Vehicles will be delivered and picked up by County of Rockland personnel. When vehicles are returned to the County of Rockland, Contractor’s operators shall remain with the vehicle until it is inspected and accepted. If it is determined that the vehicle is not properly repaired, the contractor’s operator will return the vehicle to the successful bidder’s shop for additional repairs and redeliver the vehicle without any additional charges.

3.2. All vehicles must be returned within 24 hours of completion.

3.3. The County of Rockland reserves the right to deliver and pick up the vehicles if it is deemed to be in the best interest of the County.

4. INCREASES

4.1. In the second year of this agreement, at the County of Rockland’s option, the Contractor may receive a

Unit Daily Cost increase not to exceed the prevailing CPI. The decision of the County of Rockland is final and binding. At the option of the County of Rockland this contract(s) may be extended for one additional one-year term with the prevailing CPI increase.

4.2. CPI-U means the Consumer Price Index for U.S. City Average-Consumer Price Index for All Urban

Consumers as published by the Bureau of Labor Statistics of the United States Department of Labor or a successor or substitute index, appropriately adjusted. The Final and Binding decision to extend or not extend this agreement shall rest with the County of Rockland.

5. VARIANCES FROM ESTIMATES

5.1. Successful bidder(s) shall be responsible for obtaining approval of the County of Rockland prior to undertaking any work not included in the original estimate. Additional work shall be based upon flat rates published in the “Mitchell Collision Estimating Guide/System,” latest edition, or acceptable equivalent if no rate is available from the Guide. The estimate shall be subject to County of Rockland concurrence.

5.2. If the successful bidders(s) are able to straighten or otherwise fix a part and use it instead of using a new part, which was included in the estimate, the successful bidder (s) shall notify the using agency and amend the estimate to reflect a reduction in price.

5.3. Successful bidder(s) must maintain full, detailed and accurate records of all work performed. Said records must be available for inspection by the County of Rockland at any reasonable time and retained for three years after expiration of the contract.

PAGE: 10

BLDG. A., 6TH FLOOR, 50 SANATORIUM RD, POMONA, NY 10970

Any alterations to this document made by the Offeror may be grounds for rejection of the proposal, cancellation of any subsequent award, or any legal remedies

6. AWARD

6.1. The County of Rockland shall award this bid by section or as a whole, whichever is in the best interest of the County of Rockland.

6.2. In addition to the pricing submitted on the Bid Proposal Pages; the County of Rockland’s internal costs

(based on mileage and labor costs) for pickup and delivery of vehicles to and from the Contractor’s location, and towing costs for vehicles towed to the Contractor’s location may be used in the evaluation process to determine the lowest responsible bidder. The County of Rockland shall use Sanatorium Road, Pomona NY to determine transportation costs to and from the Contractor’s location and will utilize the rates in the County’s contract for towing services to determine the costs for towing a vehicle to the

Contractor’s location.

6.3. The County of Rockland reserves that right to use towing services from the successful bidder or to use the County’s existing and future contracts for towing services; whichever the County of Rockland determines is in its best interest.