RFB Special Provisions.pdf

SPECIAL PROVISIONS

(Special Instructions and Technical Specifications)

Special Provisions are deemed to be part of these Bid Specifications and shall supersede any conflicting term, requirement or condition in the Bid Specifications.

INTENT: To obtain pricing agreements for the General Services Department, Fleet Services Division and various other City of Oklahoma City Departments and Trusts with Bidders who are capable of repairing, rebuilding, and reconditioning City-owned vehicles and other various types of heavy equipment which have been wrecked or otherwise damaged. The Fire Department will also be using this agreement; therefore, repairs will also include custom-built fire apparatus.

SCOPE OF SERVICES: The type of services the Contracting Entity expects to obtain under this pricing agreement will include, but not be limited to; body repair, frame straightening, mechanical services (transmission, engine, drive line, etc.), glass replacement, re-upholstering and repair, painting, suspension repair and alignment, and restoration of all City markings, wraps and graphics as part of the repair process. It is the responsibility of the successful Bidders(s) to ensure that all vehicles and/or heavy equipment which have been repaired for wreck or damage be returned to service in a clean, mechanically safe and sound condition. All Bidders will pick up drivable vehicles to accomplish repairs and return them after repairs are completed.

WORK PRIORITY: The Bidder shall schedule Contracting Entity vehicles and/or heavy equipment for repair on a priority basis. Police and other emergency vehicles will always be accorded the highest priority. Upon receipt of a wrecked Contracting Entity vehicle and/or heavy equipment, the vendor must provide a written approximation of down time for the vehicle and/or heavy equipment to be repaired. Any return work must also be performed on an equal priority as an initial first-time repair job.

RESPONSIBILITY OF BIDDER(S): The Bidder(s) shall be responsible for providing or obtaining all the necessary services required to rebuild or recondition any vehicle and/or heavy equipment. All invoices and claims for repairs and services performed outside the Bidder’s own shop must be the responsibility of the Bidder. The Bidder must re-invoice the Contracting Entity under their company or firm’s name for the complete total cost of all work performed. All invoices must clearly show detailed and itemized repair parts, costs, labor hours, rates, and the service performed.

Bidder(s) may, with the coordination/permission of the applicable supervisor, send personnel with the needed tools to the Contracting Entity facility for the completion of task(s). A valid certificate of insurance listing the City of Oklahoma City and its Trusts as additional insureds will be required before any services on Contracting Entity property.

The Contracting Entity shall reserve the right to inspect any or all the outside facilities the Bidder intends to utilize in the repair of the vehicles, prior to pricing agreement award, and during the duration of the pricing agreement, if the need arises. Payment will be made based on the successful

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RFB.SP.VI.2025 Page 2 vendor’s quote under “Third Party Buy Outs of Parts and Labor” detailed in the solicitation question area of the electronic bidding system.

ESTIMATION: Bidder(s) must provide the Contracting Entity with a complete cost estimate of all repairs and services. The estimate must show labor hours and anticipated repair parts required to make needed repairs. The Contracting Entity reserves the right to verify any estimate.

SUPPLEMENTAL REPAIRS: All supplemental repairs not previously listed or identified on the original work estimate must be inspected and approved by applicable City Fleet Maintenance supervisor prior to actual work commencing on the supplemental repairs. Establishment of a pattern by the Bidder(s) for supplementals over the initial job estimate will result in review of the Bidder’s pricing agreement. This could result in non-renewal or cancellation of a pricing agreement by the Contracting Entity.

INSPECTION OF VEHICLES/EQUIPMENT: Bidder(s) will be required to inspect Police and general fleet vehicles and equipment at the Central Maintenance Facility located at 3738 SW 15th Street, Oklahoma City, OK 73108, or other designated Contracting Entity facilities. To provide the most efficient return to service of vehicles and equipment, Bidder(s) are requested to:

• Be timely in providing a completed estimate, within 48 hours of notification or request.

• Provide a complete cost estimate of all repairs and services; and

• Provide all labor hours and repair parts required to complete each repair.

PRICE LISTS/ILLUSTRATED CATALOGS:

1. Bidder(s) shall state a percentage discount off their established price list or catalog for each item bid. Bidder(s) must identify the name and date of each price list or catalog they are bidding.

2. Include a website where pricing can be verified. If a website or price list is not included with the bid response, the Bidder(s) may be required to submit the price list page of the item(s) being purchased when requested by Contracting Entity staff or produce a copy of the Bidder’s invoice to verify pricing where cost plus percentages are bid.

DISCONTINUED PRODUCTS/SERVICES: Bidders are to notify the Contracting Entity of any discontinued products or services.

REPAIR AND SERVICES: The following repairs and services are to be covered under this pricing agreement. These services must be performed by the Bidder(s) or their designated subcontractors. The repair and services listed are only to provide a general overview of the work to be performed under this pricing agreement. Other repairs and reconditioning may be required.

1. Body Repair Work

a. Repair of major and minor wrecks.

b. Reconditioning of equipment.

c. Dents, scrapes, and scratches removed.

d. Frame and body components straightened.

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e. Re-priming and painting.

f. Undercarriage and suspension rebuilt.

g. Restoration of decals, graphics, wraps and unit markings.

2. Engine and Drive Train

a. Engine repaired to mechanical sound operating condition.

b. Transmission repaired as required.

c. Cooling system repaired, to include heater, defroster, and air conditioning.

d. Exhaust system repaired.

e. Drive line, U-joints, and differential repaired.

3. Interior and Trim

a. Re-upholster as required all seats, headliners, side door panels.

b. New carpet or vinyl mats as requested.

c. New gauges or instruments in dash.

d. Rebuild seat frame and track guides.

e. Clean out and wash car inside and out.

4. Miscellaneous

a. Vehicle Alignment of front end. – All wheels as required.

b. Replace all broken and/or cracked glass, mirrors, and lens and remove any broken glass residue.

BID PRICE SCHEDULE

Please indicate bid prices for the below items in the solicitation questions pricing area of the electronic bidding system.

1. CARS, TRUCKS, VANS TO 1 TON

a. Body Repair Labor Rate

b. Body Supplies Rate or Flat Charge

c. Paint Labor Rate

d. Frame/Structural Labor Rate

e. Mechanical/Electrical Labor Rate

f. Paint Materials Rate or Flat Charge

g. Wheel Front End Alignment Rate

h. Windshield Repair / Replacement Labor Rates

2. TRUCKS, VANS OVER 1 TON

a. Body Repair Labor Rate

b. Body Supplies Rate or Flat Charge

c. Paint Labor Rate

d. Frame/Structural Labor Rate

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e. Mechanical/Electrical Labor Rate

f. Paint Materials Rate or Flat Charge

h. Windshield Repair / Replacement Labor Rate

3. SANITATION TRUCKS: These trucks are to be repaired per the chassis or refuse bodies manufacture specifications. Sanitation trucks are custom-built vehicles made by Autocar, Mack, or Peterbilt, Freightliner, with Leach, or Labrie refuse bodies. Models include:

Mack LEU, AutoCar ACX64, Peterbilt 320 & 520, Freightliner M2 & 114 series chassis, with Labrie expert, and Leach 2RIII.

a. Chassis Repair Labor Rate

b. Refuse Body Repair Labor Rate

c. Chassis/Body Supplies Rate or Flat Charge

d. Paint Labor Rate

e. Frame/Structural Labor Rate

f. Mechanical/Electrical Labor Rate

g. Paint Materials Rate or Flat Charge

h. Wheel Front End Alignment Rate

i. Windshield Repair/ Replacement Labor Rate

4. SPECIALTY VEHICLES (To include bucket vans, box trucks, fire apparatus*, sanitation trucks**, and other special equipment vehicles.) * Fire apparatus to be repaired are constructed of up to 3/16” aluminum. The cabs, bodies, and substructures of all the apparatuses are constructed of extruded aluminum. These units are custom-built vehicles made by E-One, Spartan, LTI, American LaFrance, Ferrara, and Pierce. Types include:

100'+aerial trucks, 55' boom trucks, tank pumpers, brush pumpers, 95' platforms, and rescue squads

a. Body Repair Labor Rate

b. Body Supplies Rate or Flat Charge

c. Paint Labor Rate

d. Frame/Structural Labor Rate

e. Mechanical/Electrical Labor Rate

f. Paint Materials Rate or Flat Charge

h. Windshield Repair / Replacement Labor Rate

5. MISCELLANEOUS HEAVY EQUIPMENT

a. Body Repair Labor Rate

b. Body Supplies Rate or Flat Charge

c. Paint Labor Rate

d. Frame/Structural Labor Rate

e. Mechanical/Electrical Labor Rate

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f. Paint Materials Rate or Flat Charge

g. Front End Wheel Alignment Rate

h. Windshield Repair/ Replacement Labor Rate

If bidding, see BID PRICE SCHEDULE 5. MISCELLANEOUS HEAVY EQUIPMENT, please attach a list of the types and/or brands of heavy equipment your company provides in the electronic bidding system.

CHARGES: Charges not included in the total cost or specified in this bid document will not be allowable charges when invoicing the City of Oklahoma City. This includes credit card fees, shop fees, mandated fees and other ancillary charges.

VEHICLE/EQUIPMENT STORAGE: Bidder must provide a secure location to store vehicles and/or heavy equipment during the time the equipment is at the Bidder’s shop for repair. Refer to solicitation questions.

PAINT: All paint work shall be of high quality using premium quality name brand paints and materials, and professional workmanship. The paint quality desired shall equal the “original equipment manufacturer’s standards.”

POWER WASHER: This equipment will be washed with a power washer. The finish must be able to withstand a power wash.

COSTS: The Bidder’s response should include the hourly labor rate, discount offered off of repair parts, and any total cost fees which may be charged to the Contracting Entity.

NOTE: Quality of repairs, paint work and performance of the work completed in a timely manner to meet the requirements of the Departments are essential to this pricing agreement. The Contracting Entity shall have the right to terminate the pricing agreement if a Bidder(s) fails to meet the above criteria.

The basis for determining the same are as follows:

A. The vehicle(s) and/or heavy equipment shall not be required to be sent back to the vendor’s shop for correction of unsatisfactory workmanship more than once.

B. The percentage of vehicles returned to the Bidder’s shop for correction of repairs shall not exceed 5% of the total quantity of repairs performed under this pricing agreement in any three-month period.

C. The delay in delivery or failure to meet the Contracting Entity’s requirements in time shall not exceed 5% of the Contracting Entity’s total quantity of repairs performed under this pricing agreement in any three-month period.

REFERENCES: Bidder(s) must include at least three references of clients with whom the Bidder has a repair service like the intent of these specifications.

BID/PRICE QUOTATION: On some items, Bidders are to quote the Contracting Entity’s purchase price of repair parts by indicating an accepted and most current Manufacturer’s List Price, RFB.SP.VI.2025 Page 6 plus or less any percentage of discount to be given to the Contracting Entity. Other repair parts will be quoted at a firm price for the duration of the pricing agreement.

COMPATIBILITY: Compatibility of repair parts is required for ease of ordering to ensure compatibility of components and other subassemblies, and to ensure complete coverage on needed repair parts categories.

QUALITY OF PARTS AND SERVICES: Repair parts and/or services bid under these specifications must be name brand, nationally advertised merchandise. All repair parts must be first line, top quality parts. Repair parts must be equal to, or exceed, original equipment manufacturer’s specifications. Repair parts must be packaged and distributed under their respective nationally known name brands.

All rebuilt or remanufactured parts must meet all the same requirements as above.

Some repair parts may be required to be original equipment manufactured repair parts. When a line item is identified as requiring “Original Equipment Manufacturer’s” repair parts, no substitution will be permitted or accepted. However, it shall be understood, all repairs performed on marked Police Department vehicles will be completed with OEM parts to maintain the vehicles factory tested safety standards. Any exceptions must be identified and authorized by the Police Department Fleet Manager before any repairs are initiated.

On some bid specifications, the Contracting Entity may list various alternatives of brand names/manufacturer’s as acceptable to the Contracting Entity. In these cases, prospective Bidders shall bid on any of the listed brand names/manufacturers only. Should Bidder(s) wish to bid brand names not listed in the specifications, they must attach a list of those brands and their percentage discount in the electronic bidding system.

Bidder(s) bidding for “Repair Services” on brand name(s) of equipment for which they are not an authorized Distributor/Dealer must have a minimum of two prior years of experience of providing similar services on those brand name(s) of equipment to comparable organizations. Bidder(s) shall be required to produce documentary evidence to this effect.

SCOPE OF PARTS AND SERVICES BID: Bidder(s) shall be expected and required to handle, stock, or have access to the complete line of repair parts for the particular item(s) bid under these specifications. The service support bid by the Bidder must also include all possible equipment which may fall into the category.

BUY-BACK/TRADE-IN OF REPAIR PARTS: Bidder(s) are required to provide in writing any buy-back, trade-in, or exchange policy concerning repair parts sold to the Contracting Entity under these specifications.

WARRANTY ON REPAIR SERVICE: In addition to providing the standard warranty on parts and labor on repair services, the Bidder shall also be responsible for reimbursing to the Contracting Entity the labor charges the Contracting Entity incurs in removing erroneous parts/components/materials from an assembly/vehicle. The labor charges will be based on the standard flat rate.

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REPLACEMENT/CREDIT FOR ERRONEOUS SUPPLIES: If the Bidder makes delivery of erroneous supplies, regardless of whether the Contracting Entity or the Bidder is responsible for the error, the Bidder shall promptly replace, upon notification by the Contracting Entity, the erroneous supplies with correct supplies. Alternatively, if the Contracting Entity so requests, the Bidder shall promptly issue credit for the value of the supplies. If the Contracting Entity erred in ordering, the Bidder shall be entitled to deduct restocking fees from the value of the erroneous supplies provided the Bidder’s bid included provision for payment of restocking fees. In any event, the Bidder shall provide credit within thirty days of the request for credit from the Contracting Entity.

REIMBURSEMENT OF LABOR CHARGES FOR ERRONEOUS SUPPLIES: If the Bidder makes erroneous delivery of supplies which are ordered correctly by the Contracting Entity, the Bidder shall, in addition to replacing/issuing credit for the erroneous supplies, also be responsible for reimbursing to the Contracting Entity any labor charges the Contracting Entity incurs in fitting and removing such materials from an assembly/vehicle. The labor charges that are to be reimbursed shall be based on the standard flat rate.

DELIVERY OF EMERGENCY REQUIREMENT: The Fleet Services Manager or Chief of Fire Maintenance may require, in case of critical need, a shorter delivery/response time than the normal delivery of two working days or, in cases of reasonable and justified delay, allow an extended delivery/response time on a case-by-case request basis.

If the Contracting Entity requests that a Bidder supply a normally contracted item on an emergency basis in less than the maximum specified delivery time identified in the pricing agreement requiring the vendor to incur unforeseen freight charges to meet the Contracting Entity’s requirement, the Bidder may in such case add the freight charges to their invoices.

THIRD PARTY BUY OUTS OF PARTS AND LABOR: Occasionally, the Bidder may be required to buy out parts and/or labor from a third party. In such cases, the Bidder will be responsible to ensure that such parts and/or labor meet quality and workmanship standards and comply with Contracting Entity specifications. When the buy-out will exceed $500, the Bidder must receive prior approval from the Contracting Entity representative responsible for the project.

The buy-out must not individually or in total exceed $2,500 on a particular invoice or repair. The Bidder must supply documentation verifying the actual cost of the bought-out items by supplying a copy of the third-party invoice and must note on the final invoice as to which items are bought out. If the Bidder deems it necessary to apply a markup above actual on third party invoices, those mark ups are to be listed in the solicitation question area of the electronic bidding system.

REPAIR SERVICES PRICING AGREEMENTS: The Contracting Entity will consider awarding pricing agreements to Bidders whose repair facilities are not located in the Oklahoma City area or within a radius of 25 miles from downtown Oklahoma City provided the Bidders are agreeable to pick up the vehicle/equipment from the Contracting Entity’s designated facilities and deliver them back to the Contracting Entity’s designated facilities at no extra cost to the Contracting Entity for those services.

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The Bidder shall pick up the vehicle/equipment within one working day after request from the Contracting Entity and shall deliver the same to the Contracting Entity within one working day after repair(s) is completed. If, in some exceptional circumstances, the Contracting Entity awards contracts to Bidder(s) whose repair facilities are not located as stated above, the Bidder(s) shall make their own arrangements for performing repair services in the Oklahoma City area as stated above.

Where pricing agreements are awarded for repair services based on shop labor rates per hour bid by Bidder(s), the Contracting Entity will pay the Bidder(s) for the actual shop labor hours expended on the services performed by the Bidder(s), provided however that the actual shop labor hours do not exceed the established industry shop labor standards where such standards are available (e.g., journals such as Motor Manual, Chilton, etc.)

Where such established standards are, however, not available, the Contracting Entity reserves the right to verify the reasonableness of the actual shop labor hours expended as claimed by the Bidders(s), by making inquiries of and obtaining estimated shop labor hours for identical services from comparable non-contracted vendors in and around Oklahoma City. Where the actual shop labor hours claimed by the Bidder(s) exceed the estimated shop labor hours obtained by such inquiries, the Contracting Entity will pay the Bidder(s) for the average of the different estimated shop labor hours obtained by the inquiries.

VENDOR’S QUALIFICATIONS: Bidder(s) may be required to demonstrate that they can provide specified parts and services in the quantities and within the time limits required by the Contracting Entity and provide proof that the products they bid meet or exceed “OEM” parts standards.

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1. INSURANCE REQUIREMENTS

Bidder must carry such insurance and provide a certificate of insurance evidencing the insurance policies and coverage required here in the Special Provisions.

A. Any issue a Bidder may have with insurance requirements should be raised during the Question-and-Answer period before bid submission so that the Contracting Entity can determine whether a change, by Addenda, will be made to the insurance requirements for all potential bidders.

B. Bidder may not take exception to insurance requirements after the Question-and- Answer Period.

C. The following insurance requirements are applicable and must be obtained prior to contract award if the bid submitted includes on-site installation, on-site maintenance services or other repair services to be performed on the Contracting Entity’s property, or if insurance coverage is otherwise requested by the Contracting Entity here in the Special Provisions.

i. Worker’s Compensation & Employer’s Liability Insurance: Bidder shall carry Worker's Compensation Insurance in amounts prescribed by the laws of the State of Oklahoma, if any. If Bidder is exempt from compliance with Oklahoma’s worker’s compensation requirements, Bidder shall provide a certificate (Affidavit of Exempt Status Under the Administrative Worker’s Compensation Act) from the Workers’ Compensation Commission indicating such exemption. The certificate can be completed online at www.ok.gov/wcc.

ii. General Liability Insurance: Bidder shall carry a general liability insurance policy to protect the Bidder and the Contracting Entity shall be an Additional Insured from claims for property damage and bodily injury including death, or other loss which may arise directly or indirectly from the activities, omissions, and operations of the Bidder under the Pricing Agreement, whether such activities, omissions, and operations be by the Bidder, its subcontractor, or by any one employed by or acting for the benefit of the Bidder in conjunction with this Pricing Agreement. The general liability policy shall have at a minimum, the following coverage amounts:

1. Property Damage Liability - Limits shall be carried in the amount of not less than twenty- five thousand dollars ($25,000) to any one person for any single claim for damage to or destruction of property arising out of a single act, accident, or occurrence.

2. All Other Liability - In the amount not less than one hundred seventy-five thousand dollars ($175,000) for claims including http://www.ok.gov/wcc

RFB.SP.VI.2025 Page 10 accidental death, personal injury, and all other claims to any one person out of a single act, accident, or occurrence.

3. General Aggregate Limit- In an amount not less than one million dollars ($1,000,000) for any number of claims arising out of a single act, occurrence or accident.

iii. Automobile Liability Insurance: The Bidder shall maintain automobile insurance coverage in, at a minimum, the amounts required by Oklahoma law as to the ownership, maintenance, and use of all owned, non-owned, leased or hired vehicles and equipment when said vehicles or equipment is utilized to meet the requirements of this Pricing Agreement.

D. The insurance policies required herein shall be issued by a company authorized to do business in the state of Oklahoma.

E. The Contracting Entity shall be furnished with a Certificate of Insurance evidencing all the above-referenced requirements before Pricing Agreement award.

F. All policies shall be in the form of an “occurrence” insurance coverage or policy.

If any insurance is written in a “claims made” form, the Bidder shall also provide tail coverage that extends a minimum of two years from the expiration of the Pricing Agreement.

G. Unless stated otherwise above, all policies must be fully insured with any single deductible not exceeding $25,000.

H. Bidder or Bidder’s insurance company must provide Contracting Entity at least thirty (30) days’ prior written notice of any cancellation or material coverage change in their policies.

I. Unless otherwise approved by the Contracting Entity prior to Pricing Agreement award, self-insured retentions will not be accepted unless accompanied by a bond or irrevocable letter of credit guaranteeing payment of the losses, related investigations, claim administration, and defense expenses not otherwise covered by the Bidder’s self-insured retention.

2. ACORD FORM

A. The Contracting Entity to this Pricing Agreement, whether named herein or by reference only, shall be named as additional insured on the Bidder’s insurance policies, except Worker’s Compensation and Employer’s Liability Insurance, to the full limits of the policies and consistent with the same coverages available to the named insured.

i. Any blanket additional insured endorsement which limits coverages to any Contracting Entity is not compliant with this Pricing Agreement and will be considered a breach. Contracting Entity must be provided with a Certificate of Insurance or Endorsement evidencing Contracting Entity’s additional insured status prior to contract award.

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B. The policy description shall state the following:

i. “Additional insured(s) on the listed policies are those required in the contract.” [The City of Oklahoma City and its participating public trusts]

ii. The solicitation number BID26405.

3. WARRANTY

A. The Bidder warrants that at the time of delivery, all Bid Items furnished under this

Pricing Agreement will be free from defects in material and/or workmanship and each Bid Item will conform to the Bid Specifications and all other requirements of this Pricing Agreement.

B. Bidders must furnish with their bid one copy of their warranty applicable to the Bid Items to be furnished.

C. Bidder agrees that it alone is responsible for ensuring that Bid Items furnished to the Contracting Entity at the time of delivery and inspection meet all manufacturer warranties even if Bidder is not the manufacturer. If the Bidder is not the manufacturer and the Contracting Entity determines that the Bid Items furnished by Bidder do not meet the manufacturer’s warranty, Bidder alone is responsible for working with the manufacturer to promptly obtain Bid Item replacements for the Contracting Entity that meet all applicable warranties or in the alternative, refund Contracting Entity’s payment for said Bid Items. The election of remedies shall be at the sole discretion of the Contracting Entity.

D. This warranty shall be in addition to any other rights of the Contracting Entity established or implied by contract and/or in equity or at law.

E. All warranties shall start on the date of acceptance of the Bid Items and will be for the full term of said warranty.