RFP-25-005-Tire Leasing Program edits 3-7-25(3).pdf

RFP.SP.VI.2025 RFP-COTPA-RFP-25-005 Tire Lease Program Page 1

The Central Oklahoma Transportation and Parking Authority

Request for Proposals

RFP-COTPA-25-005

Tire Lease Program

Special Provisions

(Special Instructions and Scope of Services)

RFP.SP.VI.2025 RFP-COTPA-25-005 TIRE LEASE PROGRAM Page 2

Special Provisions (Special Instructions and Scope of Services)

Special Provisions are deemed to be part of the Professional Services Agreement and shall supersede any conflicting term, requirement or condition in the Professional Services Agreement.

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RFP.SP.VI.2025 RFP-COTPA-25-005 TIRE LEASE PROGRAM Page 3

The Opportunity Project Summary The Central Oklahoma Transportation & Parking Authority (COTPA) is soliciting proposals from organizations to provide tire leasing on a mileage basis, along with related on-site tire service and support.

Background The Central Oklahoma Transportation & Parking Authority (COTPA), dba EMBARK, is the public transportation trust for the City of Oklahoma City. COTPA provides bus transit, paratransit, streetcar, bike share transit and ferry. COTPA currently manages four COTPA owned garages and three surface lots.

COTPA's Board of Trustees are the governing body for the oversight of COTPA, downtown off-street public parking, and Oklahoma River Cruises.

Scope of Services Description of Services

The Central Oklahoma Transportation and Parking Authority (COTPA), Operating as EMBARK, intends to establish a contract for tire leasing on a mileage basis, along with related on-site tire service and support. The purpose of this contract is to minimize or eliminate EMBARK’s direct involvement in tire-related work, except where specifically required. EMBARK currently operates 90 public transit buses and 36 support vehicles. These specifications outline the requirements for leasing, maintaining, servicing, and supporting tires for the EMBARK fleet. The fleet currently consists of vehicles with leased tire sizes detailed in Table 1. EMBARK will exercise a tire “run-out” lease option with Goodyear Tire and Rubber Company, EMBARK’s current tire leasing company.

Brand Names/Examples Any brand names are used for comparative purposes only. Slight variations from the measurements and sizes given that do not compromise the requirements of the bid specifications will be considered.

I. TECHNICAL SPECIFICATIONS:

1.1 General Requirements

A. The primary work site address is 2000 S May Ave. Oklahoma City, OK 73108.

B. The Supplier shall furnish service, inspect, account for and maintain a replacement supply of tires for the EMBARK bus fleet, as hereinafter described.

C. The Supplier shall furnish service, inspect, repair/rebuild tire pressure monitoring systems of tires for EMBARK supervisor and support vehicles.

EMBARK will supply the tires for these vehicles.

D. EMBARK will allow the use of subcontractors with the following submittals:

• Subcontractor’s name, address and telephone number

• Name of primary contact

• DBE category, if applicable

• Estimated value of subcontract

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The following signed and dated certification statement: “I certify that each subcontractor has been notified that it has been listed in this proposal and that each subcontractor has consented, in writing, to its name being submitted for this RFP. Additionally, I certify that I shall notify each subcontractor in writing if the award is granted to my firm and will make all documentation available to EMBARK upon request.”

A. The Supplier shall be regularly engaged in the business of leasing bus tires and shall furnish a list of a minimum of one (1) transit properties presently serviced under tire lease contracts. The Supplier shall produce evidence of equal miles on its tires in a transit property of like geographical location to the tire miles experienced by EMBARK.

B. Supplier will submit test data for transit tire applications pertaining to tire heat. EMBARK is aware of an industry problem relating to excess heat on the rear dual tires. The Supplier should submit information and recommendation on how the heat issues such as blowouts and tire separation are remedied.

C. The current EMBARK holidays include Thanksgiving and Christmas Day. The Supplier shall provide staff and tire service during all other days of the year.

D. The number of service personnel must be enough to meet all required response times and scheduled inspections as outlined in this request for proposals, including Supplier personnel absences. An Account Representative shall be identified for this service. The total personnel staff shall consist of a minimum of two (2) Persons.

E. If EMBARK desires to dispose of certain parts or all of its fleet or equipment, EMBARK shall give the Contractor at least 2 weeks written notice.

F. Title to all tires and equipment furnished hereunder shall be and remain at all times with the Contractor.

G. Tires for other accounts shall not be stored on EMBARK property.

H. Time for pick up and delivery shall not exceed 10 days.

I. Upon termination notification or completion of contract, final tire deliveries shall be made no later than three (3) months prior to contract expiration.

1.2 Tire Requirements

A. The Supplier shall be cognizant of and totally supportive of strict fulfillment of EMBARK’s desire to utilize the Goodyear tires in EMBARK possession or identified for use upon expiration of the current contract. EMBARK shall continuously use all Goodyear tires insofar as is practical, up to 36 months from the conclusion of current contract.

B. The Supplier shall maintain a sufficient supply of tires for each wheel on each bus, plus a sufficient number of spare tires, based on ratio of one-half (1/2) tire per vehicle per tire size, to ensure continuity of service at all times during the term of the Contract. In the event of a manufacturing delay in tires due to a strike or other event outside of Supplier’s control, the Supplier will, to the degree possible, prior to the effective day of the strike or other such event, ship additional spare tires to maintain EMBARK’s fleet during the manufacturing delay. In any event, it is always the Supplier’s responsibility to

RFP.SP.VI.2025 RFP-COTPA-25-005 TIRE LEASE PROGRAM Page 5 assure an adequate supply of tires. All tires shall be delivered to EMBARK premises at the expense of the Supplier.

C. As the tires in the possession of EMBARK at the inception of and thereafter throughout the Contract term are rendered permanently unfit for service and are replaced, the Supplier shall furnish and continuously maintain in inventory all new tires of the following types, including enough mounted spares to ensure that tires are always available, for EMARK use. All tires furnished by the Suppler shall be individually or group branded prior to delivery.

D. Tires to be run on front wheels shall be new tires only and shall be removed when the tread depth reaches 6/32 minimum at any point in the tread configuration.

Not more than a total of 50% of the tires provided by the Supplier shall be previously “used” tires. If Supplier has any plans to bring “used” tires on the property, the Supplier must secure approval from EMBARK management in advance.

E. The cost for damaged tires shall be included in the fixed rate per tire mile (Base Mileage Rate). “Normal” damage to a tire means abuse by partial or total destruction of a tire by means other than normal wear, including but not limited to irregular wear, damage from brake heat, curbing, road hazards and misalignment. EMBARK agrees to maintain bus suspension and steering in accordance with bus manufacturers’ alignment specifications and keep brakes properly adjusted.

F. Tires which are damaged beyond repair by an accident or fire, lost, stolen or have been disposed by EMBARK shall be paid by EMBARK in the amount of any mileage remaining thereon at the rate then in effect. The remaining mileage shall be prorated by the following formula: (percentage of tread rubber remaining multiplied by the base mileage multiplied by the applicable billing rate per tire mile (Base Mileage Rate)). “Base Mileage” is to be completed by Supplier on Proposal Response Form. If a tire is not available for inspection in order to apply the aforementioned formula (whether lost, stolen, destroyed by fire, involved in a collision or otherwise missing), EMBARK shall reimburse the Supplier but in no event in excess of fifty (50) percent of the current value of a replacement tire of the same size, unless the Supplier can provide an auditable accounting of the tire’s actual mileage prior to the loss.

G. All tires furnished or returned by the Supplier to EMBARK for use shall be of safe and usable condition. No tire shall be mounted that has tread missing on the road contact surface. In the event of a dispute regarding fitness for conditioned use, EMBARK determination shall be final.

H. Manufacture warranties for material and wear defects should be in effect at all times. Contractor shall provide copies of tire warranties and specifications upon request.

I. The Supplier shall maintain and replenish usable mounted spares of the appropriate tire sized and tread depths. EMBARK will provide adequate space in their maintenance facilities for mounted tires. EMBARK agrees to provide a suitable place in an enclosed building for the storage of spare tires.

Security and control of the stored tires shall be a joint responsibility of EMBARK and the Supplier. Risk of loss shall be shared equally between the

RFP.SP.VI.2025 RFP-COTPA-25-005 TIRE LEASE PROGRAM Page 6 parties. In lieu of this joint responsibility for the risk of loss, the Supplier may offer an alternative proposal which, if reasonable and in the best interests of EMBARK, may be accepted by EMBARK. The Supplier shall maintain adequate security for all tires in its possession, as well as necessary supplies and equipment.

J. EMBARK has steel wheels on twenty (20) percent of the fleet and aluminum wheels on the remaining eighty (80) percent of its fleet. 30’, 35’ and 40’ buses are being specified with Aluminum Polished wheels that are Hub piloted.

The Aluminum wheels are polished inside and outside. EMBARK currently purchases an average of forty (40) new wheels per year.

K. Upon request of EMBARK, the Supplier shall deliver to any bus manufacturer of new buses which EMBARK may purchase, new tires of the type furnished under the Contract. All tires, both front and rear, on new buses shall be new tires (not previously used or recapped). Tires shall, upon delivery to the manufacturer of the buses, become subject to the terms and conditions of the Contract. EMBARK intends to purchase new buses during the term of the Contract, however models and delivery schedules are unknown at this time.

If new buses are to be driven from the manufacturer to EMBARK for delivery, the Supplier shall receive payment for such use at the same rates specified by the Contract.

L. In the event that EMBARK requires bus tires of a size or type not specified in the Contract and the Supplier ordinarily provides or has access to, the Supplier shall, upon request, provide such tires to EMBARK. The Supplier shall negotiate with EMBARK a suitable basis of compensation for the use of such additional tire types and sizes.

M. The Supplier shall provide EMBARK a “Scrap Tire Letter of Agreement” which shall become an attachment to the Contract. This Letter shall allow EMBARK to work with the Supplier to mount uncut scrap tires on out-of-service buses.

N. It shall be the responsibility of the contractor to furnish tires that fit EMBARK’s fleet of vehicles without requiring vehicle modification or adjustment.

O. Contractor shall replace all recalled tires with an equal or better product within 48 hours of such recall and at the Contractor’s sole expense.

P. Contractor must provide inflatable tires that have no value to be used on buses that will be auctioned or removed from service.

1.3 Service Requirements

A. Within three weeks after the effective date of this Contract, the Supplier shall inspect all bus tires in EMBARK possession, record the tire numbers and current location. The Supplier will provide EMBARK with a listing of all tires and current location along with appropriate comments on exceptional conditions encountered regarding fitness of tires for continued use or need for changes.

B. Following completion of the initial inventory and throughout the remainder of the Contract term, the Supplier shall inspect all EMBARK tires covered by this contract at least once during each month. The Supplier shall advise the Foreman on duty of needed tire changes.

C. The Supplier shall perform continuous service which includes:

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1. Mount and dismount tires from rims, repair all bus fleet supervisor vehicles and support vehicle tires, perform all wheel balancing, tire inflation, front wheel alignment check, reprogram/rebuild tire pressure monitoring systems and supply equipment and materials necessary to perform such service on a scheduled basis. At minimum each bus, supervisor vehicle, and support vehicle must be inspected and necessary services performed on tires once a month.

2. Ensure that all tires comply with D.O.T. (Federal & State) standards and other applicable regulations. Tires which do not comply with local, state, federal and/or COTPA specifications shall not be allowed on COTPA property, whether on fleet vehicles or in storage.

3. Provide all tools and equipment necessary for the performance of its services.

4. Have a fully visible list of manufacture recommended air pressure and torque specifications listed.

5. Provide a full-time supervisor/lead and service person seven (7) days per week, including holidays not listed, to perform necessary services as outlined in this section and at least once a month check and inflate tire pressures and check front wheel alignment on entire EMBARK bus fleet, supervisor vehicles and support vehicles.

a. Contractor shall have backup staff trained to take over should primary staff be off for any reason.

6. Perform the following on EMBARK property, and when necessary or requested during working hours:

a. Replenish blank tire change tickets or tags. (Note: In those instances, when EMBARK performs tire service when the Supplier is not on duty, EMBARK will have a standard practice of recording the date, vehicle, tire size and the number(s) of tire(s) and location(s) of tire(s) placed on the vehicle. Tire change tickets from the removed tires will be placed in a specified area and the tires placed in the storage area).

b. Inspect the tires.

c. Record the contents of all tire change tickets on a summary form showing date, vehicle, off-on, tire brand number and location. A copy of the daily summary will be provided to the EMBARK Fleet Manager.

d. Separate removed tires into appropriate categories (i.e., tires to be retired by the Supplier, tires ready for reuse and tires from the prior contract which are considered permanently unfit for use).

e. Furnish new tires as EMBARK spare, either separated or marked for use on front or other tire positions and obtain a signed receipt showing tire number(s) from the Foreman on duty.

f. Remove scrap tires in a timely manner and dispose of removed tires at no cost to EMBARK.

g. Mate rear dual tires. All spare stock shall be mated before placing in EMBARK storage facility.

h. Assist in checking revenue buses, supervisor and support vehicles for adverse mechanical conditions such as axle misalignment, worn or loose wheel bearings, worn radius rod bushings, lose or missing lugs

RFP.SP.VI.2025 RFP-COTPA-25-005 TIRE LEASE PROGRAM Page 8 and lug nuts, out of round brake drums or any other maintenance deficiency which may impact tire wear or overall safety.

i. Install metal valve caps on all units.

j. Road calls associated with tire malfunction issues will be handled by

EMBARK.

k. Keep all tires inflated on a monthly basis. In addition, perform the following inspections:

a. Bump test and visually inspect all available tires on a daily basis.

b. Pressure check and inflate tires daily, if needed, on a sufficient number of vehicles to ensure that each vehicle in the fleet is pressure checked and inflated to proper tire pressure at least every thirty (30) days. Any tires found to be more than ten

(10) percent below the manufacturer recommended set pressure must either be pulled from service immediately or repaired. Defects are to be reported to the Foreman on duty in writing at the earliest convenience.

c. Static and dynamic balance of all front tires and wheel sets prior to installation.

d. Check and maintain pressure in all supervisor and support vehicles monthly.

7. Contractor shall move buses, as necessary, in fulfillment of service responsibilities during scheduled work hours. Bus movement is expressly restricted to “on- property” and carrying no passengers at the assigned work locations. The shift Assistant Manager at the assigned work location or designee shall approve all bus movements. EMBARK is not obligated to move buses within any facility for the Contractor.

a. Contractor’s employees shall have a training certificate for CDL and forklift certification within sixty (60) days of commencing work on COTPA property.

b. Unless specifically otherwise stated in these Special Provisions, the Supplier shall furnish all valves, valve parts, flaps, repair materials, tools, any equipment not provided by EMBARK, labor and transportation necessary to maintain the tires. EMBARK will provide wheels.

c. Deliveries and pick-up of product will be made to 2000 S May Ave. Oklahoma City OK 73108. All deliveries should be scheduled at a time when a contract representative is available for offload or loading of product and can sign bill of lading unless other arrangements are made in advance with EMBARK.

d. The Supplier shall be solely responsible for all fees and costs mandated by federal, state or local governments associated with the acquisition, installation, removal and proper disposal of scrapped tires from EMBARK premises. Disposal shall be done in accordance with all applicable federal, state and local laws and regulations.

e. EMBARK may inspect and audit material, equipment and workmanship provided by the Contractor at any time to ensure compliance with the contract. Written notification shall detail

RFP.SP.VI.2025 RFP-COTPA-25-005 TIRE LEASE PROGRAM Page 9 deficiencies in material, equipment and/or workmanship.

Within ten (10) days of notification of deficiencies, the Contractor shall provide a detailed explanation and a plan for brining deficiencies to acceptable Contract levels. COTPA reserves the right to reject or accept the Contractor’s plan for correcting deficiencies. In the event that the plan is rejected, the equipment or material will be deemed unacceptable and returned to the Contractor at their expense. This procedure of remedy to deficiencies in materials, equipment, and/or workmanship is not intended to limit or preclude any other remedies including but not limited to termination of Contract available to EMBARK. However, any tires found that are unsuitable for continued use shall be replaced immediately, or within forty eight (48) hours.

f. EMBARK reserves the right to request and expect the Contractor to dismiss from the work in process at EMBARK, any employee whom EMBARK may deem incompetent, careless, insubordinate, or otherwise objectionable.

8. EMBARK responsibilities:

1. Keep garage floors and bus parking areas free of nuts, bolts, metal, wire, etc.

2. Investigate misalignment and other conditions reported by the Supplier personnel and correct as necessary.

3. Provide necessary air and electrical outlets for tire service equipment.

4. Generate accurate records of tire and wheel changes made by

EMBARK when Supplier is not working.

5. Provide adequate utility space suitable for the Supplier’s use to repair and maintain tires for EMBARK.

6. Provide road call service for its fleet.

a. Record Keeping Requirements

a. EMBARK will provide to the Supplier, on or before the 15th of each month, a list of buses and the Hubometer mileage for the previous month. The Supplier will provide the e-mail address for the report to be sent.

b. The Supplier will provide to EMBARK, on or before the 15th of each month a complete inventory of tire positions.

c. For the purpose of tire mileage computations, bus mileage shall be deemed to have occurred prorated daily throughout the month.

d. Throughout the term of the Contract and for three years thereafter, the Supplier shall retain all tire change summaries and invoicing documentation. These records shall be available for inspection by EMBARK representatives and or external auditors upon EMBARK request, by representatives of firms owning any tires services by the Supplier under the Contract.

e. The Supplier shall make available to EMBARK, upon request, RFP.SP.VI.2025 RFP-COTPA-25-005 TIRE LEASE PROGRAM Page 10 any other reports or statistics the supplier should have available such as average tire mileage by “type” of tire, mileage history, history of tires’ bus and wheel position, tires removed from service by type, etc.

f. Shipping and receiving records shall be signed by Contractor and EMBARK representative.

b. Invoicing and Compensation

a. The Proposer shall submit monthly invoices detailing the activity for each tire type during the previous calendar month, including the following information:

b. A usage charge equal to the Hubometer miles traveled by EMBARK vehicles on the Supplier’s tires furnished under the Contract, times the Base Mileage Rate in effect for the preceding calendar month.

c. The Tire Service Rate for each calendar month equals the annual service costs divided by twelve.

d. The Base Mileage Rate shall include:

e. All costs necessary to perform the requirements of this contract, except for prorated charges and taxes.

Fleet Characteristics

Fleet Characteristics Table 1

Bus Numbers Length Quantity Make Model Year Service Type Tire Sizes GVRW Front GVRW Rear

0901-0913 35' 4 Gillig Low Floor 2009 Fixed Route B305/85R22.5 J 14600 39600 0914-0915 40' 1 Gillig Low Floor 2009 Fixed Route B305/85R22.5 J 14600 39600 1101 - 1107 35' 7 Gillig Low Floor 2011 Fixed Route B305/85R22.5 J 14600 39600 1180-1181 40' 2 New Flyer CNG 2011 Fixed Route B305/70R22.5 J 27760 14770

1200 40' 1 Nova Hybrid 2012 Fixed Route B305/70R22.5 J 30,500 43,820 1301-1306 30' 6 Gillig Low Floor 2012 Fixed Route 275/70R22.5j 10000 30000 1307 - 1310 35' 4 Gillig Low Floor 2012 Fixed Route B305/85R22.5 J 14600 39600 1311-1316 40' 6 Gillig Low Floor 2012 Fixed Route B305/85R22.5 J 14600 39600 1601-1606 40' 6 New Flyer XN40 2016 Fixed Route 305/70R22.5 30,500 43,820 1701-1711 40' 11 New Flyer XN40 2017 Fixed Route 305/70R22.5 30,500 43,820

2000 35' 1 New Flyer XE35 2020 Fixed Route 305/70R22.5 28,805 43,820 2002-2003 40' 2 New Flyer XN40 2020 Fixed Route 305/70R22.5 30,500 43,820 2102-2109 40' 8 New Flyer XN40 2021 Fixed Route 305/70R22.5 30,500 43,820

2200 40' 1 New Flyer XE40 2022 Fixed Route 305/70r22.5 33,570 43,820 2201-2207 40' 6 New Flyer XN40 2022 Fixed Route 305/70R22.5 30,500 43,820 2220-2228 40' 9 New Flyer XN40 2022 BRT 305/70R22.5 30,500 43,820 1920-1922 21' 3 Dodge Promaster 2019 Para Transit LT225/75R16 4600 5200 2132-2134 21' 3 Dodge Promaster 2021 Para Transit LT225/75R16 4600 5200 2351-2361 21' 11 Dodge Promaster 2023 Para Transit LT225/75R16 4600 5200

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Proposed Schedule of Price year 1 year 2 year 3 year 4 year 5 Base Mileage Rate

B305/85R22.5 J B305/70R22.5 J 275/70R22.5j B305/85R22.5 J 305/70R22.5

LT225/75R16

Tire Service Rate

Contract Payment COTPA issues payment in accordance with the Professional Services Agreement. Proposer(s) should invoice COTPA at the email address that appears in the Notice to Proposers.

Proposal Instructions & Content

TIMELINE

TIME (CT)

& DATE LOCATION / ADDITIONAL INFORMATION

Pre-Proposal Conference 4/15/2025 Teams registration is located on the Notice to Proposers and Bitnet

Negotiation & Proposer(s) Selection

5/7/2025 Selected Proposer(s) will be notified in writing.

• Any award is contingent upon the successful negotiation of final Professional Services Agreement terms. If negotiations cannot be concluded successfully, the Contracting Entity reserves the right to negotiate a Professional Services Agreement with another Proposer or withdraw the RFP.

• Negotiations shall be confidential and not subject to disclosure to competing Proposer(s) unless and until a Professional Services Agreement is reached.

Estimated Professional Services Agreement Execution

7/11/2025 • Subject to Contracting Entity approval.

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The above dates are tentative and subject to change. The Proposal Release date, Pre-Proposal meeting, if applicable, Question-and-Answer period, and Proposal submission deadline are available to view on Bidnet Direct and the Notice to Proposers.

Proposal Content Proposers are encouraged to use this table to ensure all components are included in their Proposal.

Complete proposals will include the following:

Proposal

☐ Cover Letter A simple letter of submittal.

☐ Company History Describe historical background and track record of company.

☐ Project Team Describe team that will be working on this project. Include contact information, titles, and office locations.

☐ Technical Proposal

Describe your company’s ability to perform the services as requested in the Special Provisions, including pricing.

☐ Customer References

A minimum of 1 references is required. Provide references from other local government customers when possible.

☐ Proposed Schedule of Price

Please complete and submit the Proposed Schedule of Price.

Additional Documents Upon Award: Awarded Proposer(s) will be required to submit the following upon award. We encourage you to take note of these requirements. Please review sample documents in Bidnet Direct prior to proposal submission.

☐ Professional Services Agreement

☐ Acord Form

☐ Letter of Authorization, if applicable

☐ Any additional requirements.

Fleet Characteristics