RFP 27_CM01_ City Vehicle Maintenance _ Light.pdf

CITY OF MILTON REQUEST FOR PROPOSALS

(THIS IS NOT AN ORDER)

RFP Number:

27-CM01

RFP Title:

City Vehicles Maintenance and Light Repair Services

Due Date and Time: November 30, 2026, at 2:00 pm EST Number of Pages: 50

ISSUING DEPARTMENT INFORMATION

Issue Date: November 5, 2026 City of Milton 2006 Heritage Walk Milton, GA 30004

Phone: 678-242-2500

Website: www.miltonga.gov

INSTRUCTIONS TO CONSULTANTS

Electronic Submittal: **Proposals must be submitted electronically via Milton’s BidNet procurement portal/platform at www.miltonga.gov

If you have not registered as a vendor via BidNet we encourage you to register. There is no cost to join, and you will be notified of any potential bid opportunities with the City of Milton as well as other agencies who are part of the Georgia Purchasing Group.

Mark Face of Envelope/Package:

RFP Number: 27-CM01 Name of Company or Firm Special Instructions:

Deadline for Written Questions November 13, 2026, by 5:00 PM EST

Submit questions online via the BidNet Direct procurement portal at www.miltonga.gov

IMPORTANT: SEE STANDARD TERMS AND CONDITIONS

OFFERORS MUST COMPLETE THE FOLLOWING

Offeror Name/Address:

Authorized Offeror Signatory:

(Please print name and sign in ink)

Offeror Phone Number: Offeror FAX Number:

Offeror Federal I.D. Number: Offeror E-mail Address:

OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE

http://www.miltonga.gov/

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TABLE OF CONTENTS

Offeror’s RFP Checklist

Disclosure Form

Proposal Letter

Contractor Affidavit and Agreement (E-Verify)

Schedule of Events

Section 1: Project Overview and Instructions

Section 2: RFP Standard Information

Section 3: Scope of Services

Section 4: Offeror Proposals

Section 5: Cost Proposal

Section 6: Evaluation Criteria

Section 7: Standard Contract Information

Sample Standard Contract

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OFFEROR’S RFP CHECKLIST

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Milton

1._______Read the entire document. Note critical items such as: mandatory requirements;

supplies/services required; submittal dates; number of copies required for submittal; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2._______Note the procurement officer's name, address, phone numbers and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3._______Attend the pre-qualifications conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4._______Take advantage of the “question and answer” period. Submit your questions to the procurement officer by the due date listed in the Schedule of Events and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are posted on the City’s website at http://www.miltonga.gov will include all questions asked and answered concerning the

RFP.

5._______Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6._______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company capabilities are or what items/services you can provide, even if you have previously contracted with the City. The submittals are evaluated based solely on the information and materials provided in your response.

7._______Use the forms provided, i.e., cover page, sample budget form, certification forms, etc.

8. _______Check the website for RFP addenda. Before submitting your response, check the City’s website at http://www.miltonga.gov to see whether any addenda were issued for the RFP. If so, you must submit a signed cover sheet for each addendum issued along with your RFP response.

9. _______Review and read the RFP document again to make sure that you have addressed all requirements. Your original response and the requested copies must be identical and be complete. The copies are provided to the evaluation committee members and will be used to score your response.

10. _______Submit your response on time. Note all the dates and times listed in the Schedule of Events and within the document and be sure to submit all required items on time. Late submittal responses are never accepted.

This checklist is provided for assistance only and should not be submitted with Offeror’s response.

http://www./

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CITY OF MILTON DISCLOSURE FORM

MUST BE RETURNED WITH PROPOSAL

This form is for disclosure of campaign contributions and family member relations with City of Milton officials/employees.

Please complete this form and return it as part of your RFP package when it is submitted.

Name of Offeror _____________________________________________________

Name and the official position of the Milton Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.)

List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Milton Official.

Amount/Value Description

Please list any family member that is currently (or has been employed within the last 12 months) by the City of Milton and your relation:

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RFP# 27-CM01

PROPOSAL LETTER

We propose to furnish and deliver any and all of the deliverables and services named in the Request for Proposal (27-CM01) City Vehicles Maintenance and Light Repair Services.

It is understood and agreed that we have read the City’s specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all proposals, waive technicalities, and informalities, and to make an award in the best interest of the City.

PROPOSAL SIGNATURE AND CERTIFICATION

I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of the proposal and certify that I am authorized to sign for my company. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated in any respect.

Authorized Signature______________________________Date_______________________

Print/Type Name______________________________________________________________

Print/Type Company Name Here_______________________________________________

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CONTRACTOR AFFIDAVIT AND AGREEMENT

STATE OF GEORGIA

CITY OF MILTON

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of the City of Milton has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b).

Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

E-Verify Number

Date of Authorization

Name of Contractor

City Vehicles Maintenance and Light Repair Services Name of Project

City of Milton, Georgia Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ________________, _____, 20___ in _____________________(city), ______(state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON

THIS THE ______ DAY OF ______________,20___.

NOTARY PUBLIC

[NOTARY SEAL]

My Commission Expires:

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SCHEDULE OF EVENTS

Task Date

Issue RFP November 5, 2026

Deadline for Questions November 13, 2026, by 5:00 p.m. EST

Answers Posted by the City (Addendum) On or about, November 18, 2026

Proposals Due By 2:00 p.m. EST on November 30, Award Contract December 21, 2026 (proposed)

NOTE: PLEASE CHECK THE CITY WEBSITE (http://www.miltonga.gov) FOR ADDENDA

AND SCHEDULE UPDATES.

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SECTION 1: PROJECT OVERVIEW AND INSTRUCTIONS

1.0 BACKGROUND AND STATEMENT OF INTENT

The City of Milton is requesting sealed proposals from qualified Offerors with demonstrated professional competence and experience to provide for the fleet vehicle maintenance and light repair services as specified in the Scope of Work (Section 3). The awarded contractor(s) must be located within a five (5)-mile radius of Milton city limits and have a location of suitable size and personnel to handle the repair and maintenance of the fleet vehicles without undue delay.

The City of Milton may and prefers to award multiple non-exclusive contracts.

However, the City reserves the right to award the RFP to one Contractor if needed. The City desires a three (3) year agreement which is renewed annually.

A list of existing city vehicles is attached herein as examples only. The number, make/model and composition may change without prior notice. The selection will be based on overall price, services, performance, reliability, and location convenience of the Offerors. It is the intent to award this RFP to “Full-Service Providers”. The City reserves the right to award a specific service (i.e. Tires) to an Offeror if it’s in the best interest of the City. The City’s needs are outlined in the following Request for Proposal (RFP).

All Offerors must comply with all general and special requirements of the RFP information and instructions enclosed herein.

1.1 SINGLE POINT OF CONTACT

From the date this Request for Proposals (RFP) is issued until a Contractor is selected, Offerors are not allowed to communicate with any City staff or elected officials regarding this procurement, except at the direction of Honor Motes, Procurement Manager. Any unauthorized contact may disqualify the Offeror from further consideration. Contact information for the single point of contact is as follows:

Procurement Office: Honor Motes, Procurement Manager Address: 2006 Heritage Walk, Milton, GA 30004 Telephone Number: 678-242-2507 E-mail Address: honor.motes@miltonga.gov mailto:honor.motes@

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1.2 REQUIRED REVIEW

A. Review RFP.

Offerors should carefully review the instructions; mandatory requirements, specifications, standard terms and conditions, and standard contract set out in this RFP and promptly notify the procurement office identified above via e-mail of any ambiguity, inconsistency, unduly restrictive specifications, or error which they discover upon examination of this RFP.

B. Form of Questions.

Offerors with questions or requiring clarification or interpretation of any section within this RFP must submit their questions via the solicitation link on BidNet Direct, the procurement portal on the City’s website, on or before 5 PM (EST) on November 13, 2026. Each question must provide clear reference to the section, page, and item in question .

Questions received after the deadline may not be considered.

C. City’s Answers.

The City will provide an official written answer to all questions on or about November 18, 2026. The City's response will be by formal written addendum. Any other form of interpretation, correction, or change to this RFP will not be binding upon the City. Any formal written addendum will be posted alongside the posting of the RFP at http://www.miltonga.gov .Offerors must sign and return any addendum with their RFP response.

D. Standard Contract.

By submitting a response to this RFP, Offeror agrees to acceptance of the City’s standard contract. Much of the language included in the standard contract reflects requirements of state law. Requests for exceptions to the standard contract terms, or any added provisions must be submitted to the procurement office referenced above by the date for receipt of written/e-mailed questions or with the Offeror’s RFP response and must be accompanied by an explanation of why the exception is being taken and what specific effect it will have on the Offeror’s ability to respond to the RFP or perform the contract. The City reserves the right to address non-material, minor, insubstantial requests for exceptions with the highest scoring Offeror during contract negotiation. Any material, substantive, important exceptions requested and granted to the standard terms and conditions and standard contract language will be addressed in any formal written addendum issued for this RFP and will apply to all Professionals submitting a response to this RFP.

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E. Mandatory Requirements.

To be eligible for consideration, an Offeror must meet the intent of all mandatory requirements. The City will determine whether an Offeror’s RFP response complies with the intent of the requirements. RFP responses that do not meet the full intent of all requirements listed in this RFP may be subject to point reductions during the evaluation process or may be deemed non-responsive.

1.3 NON-DISCRIMINATION

All qualified applicants will receive consideration without regard to age, handicap, religion, creed or belief, political affiliation, race, color, sex, or national origin.

1.4 SUBMITTING PROPOSALS

Offerors must organize their proposals into sections that follow the following format.

A. Submittal Requirements.

Proposals shall include the following:

1. City of Milton request for proposal cover page (information entered and signed: first page of this document)

2. City of Milton Disclosure form (signed)

3. City of Milton Proposal letter (information entered)

4. Technical Proposal/Qualifications shall be:

a. City of Milton form: Technical Proposal in compliance with Section 1.4 (information entered)

b. Applicable Addenda Acknowledgement Form (if necessary)

c. Pricing – (See Section 5.0)

B. Failure to Comply with Instructions.

Offerors failing to comply with these instructions may be subject to point deductions. The City may also choose not to evaluate, may deem non-responsive, and/or may disqualify from further consideration any qualifications that do not follow this RFP format, are difficult to understand, are difficult to read, or are missing any requested information.

C. Copies Required and Deadline for Receipt of Proposals.

Proposals must be submitted electronically via Milton’s BidNet procurement portal/platform at www.miltonga.gov. Proposals will be opened at approximately 2:30 p.m. and names of Firms will be announced. *Link for virtual announcement of proposals received in response to this RFP will be http://www./

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posted as a “Communication” under this solicitation listing on the City’s procurement portal, BidNet Direct.

D. Late Proposals.

Regardless of cause, late proposals will not be accepted and will automatically be disqualified from further consideration. It shall be the Offeror’s sole risk to assure proposals are submitted via the BidNet Direct procurement portal by the designated time. Late proposals will not be accepted.

1.5 OFFEROR'S CERTIFICATION

A. Understanding of Specifications and Requirements By submitting a response to this RFP, Offeror agrees to an understanding of and compliance with the specifications and requirements described in this RFP.

B. Offer in Effect for 120 Days A proposal may not be modified, withdrawn or canceled by the offeror for a 120-day period following the deadline for proposal submission as defined in the Schedule of Events, or receipt of best and final offer, if required, and offeror so agrees in submitting the proposal.

The City of Milton may, in the event the selected proposer fails to perform and/or the contract is terminated within forty-five days of its initiation, request the proposer submitting the next acceptable proposal to honor its proposal.

1.6 COST OF PREPARING PROPOSALS

A. City Not Responsible for Preparation Costs.

The costs for developing and delivering responses to this RFP and any subsequent presentations of the proposal as requested by the City are entirely the responsibility of the Offeror. The City is not liable for any expenses incurred by the Offeror in the preparation and presentation of their proposals.

B. All Timely Submitted Materials Become City Property.

All materials submitted in response to this RFP become the property of the City of Milton and are to be appended to any formal documentation, which would further define or expand any contractual relationship between the City and Offeror resulting from this RFP process.

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SECTION 2: RFP STANDARD INFORMATION

2.0 AUTHORITY

This RFP is issued under the authority of the City of Milton. The RFP process is a procurement option allowing the award to be based on stated evaluation criteria.

The RFP states the relative importance of all evaluation criteria. No other evaluation criteria, other than as outlined in the RFP, will be used.

2.1 OFFEROR COMPETITION

The City encourages free and open competition among Offerors. Whenever possible, the City will design specifications, proposal requests, and conditions to accomplish this objective, consistent with the necessity to satisfy the City’s need to procure technically sound, cost-effective services and supplies.

2.2 RECEIPT OF PROPOSALS AND PUBLIC INSPECTION

A. Public Information.

All information received in response to this RFP, including copyrighted material, is deemed public information and will be made available for public viewing and copying after the time for receipt of qualifications has passed, and the award has been made, with the following four exceptions: (1) bona fide trade secrets meeting confidentiality requirements that have been properly marked, separated, and documented; (2) matters involving individual safety as determined by the City of Milton; (3) any company financial information requested by the City of Milton to determine vendor responsibility, unless prior written consent has been given by the Offeror; and (4) other constitutional protections.

B. Procurement Officer Review of Proposals.

Upon opening the submittals received in response to this RFP, the procurement office will review the proposals and separate out any information that meets the referenced exceptions in Section 2.2(A) above, providing the following conditions have been met:

1. Confidential information is clearly marked and separated from the rest of the submittal.

2. An affidavit from an Offeror’s legal counsel attesting to and explaining the validity of the trade secret claim is attached to each submittal containing trade secrets. Please contact Honor Motes, Procurement Manager, for additional information.

Information separated out under this process will be available for review only by the procurement office, the evaluation committee members, and limited other designees. Offerors must be prepared to pay all legal costs and fees associated with defending a claim for confidentiality in

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the event of a “right to know” (open records) request from another party.

2.3 CLASSIFICATION AND EVALUATION OF PROPOSALS

A. Initial Classification of Proposals as Responsive or Nonresponsive.

Proposals may be found nonresponsive at any time during the evaluation process or contract negotiation, if any of the required information is not provided; the submitted price is found to be excessive or inadequate as measured by criteria stated in the RFP; or the qualification is not within the specifications described and required in the RFP. If a qualification is found to be nonresponsive, it will not be considered further.

B. Determination of Responsibility.

The procurement office will determine if an Offeror has met the standards of responsibility. Such a determination may be made at any time during the evaluation process and through contract negotiation if information surfaces that would result in a determination of nonresponsive.

C. Evaluation of Proposals.

The evaluation committee will evaluate the remaining proposals and recommend whether to award the contract to the highest scoring Offeror or, if necessary, to seek discussion/negotiation in order to determine the highest scoring Offeror. All responsive proposals will be evaluated based on stated evaluation criteria. In scoring against stated criteria, the City may consider such factors as accepted industry standards and a comparative evaluation of all other qualified RFP responses. These scores will be used to determine the most advantageous offering to the City.

D. Completeness of Proposals.

Selection and award will be based on the Offeror’s proposal/qualifications and other items outlined in this RFP. Submitted responses may not include references to information located elsewhere, such as Internet websites or libraries, unless specifically requested.

Information or materials presented by Offerors outside the formal response or subsequent discussion/negotiation, if requested, will not be considered, will have no bearing on any award, and may result in the Offeror being disqualified from further consideration.

E. Opportunity for Discussion/Negotiation and/or Oral

Presentation/Product Demonstration.

After receipt of all proposals and prior to the determination of the award, the City may initiate discussions with one or more Offerors

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should clarification or negotiation be necessary. Offerors may also be required to make an oral presentation and/or product demonstration to clarify their RFP response or to further define their offer. In either case, Offerors should be prepared to send qualified personnel to Milton, Georgia to discuss technical and contractual aspects of the submittal. Oral presentations and product demonstrations, if requested, shall be at the Offeror’s expense.

F. Best and Final Offer

The “Best and Final Offer” is an option available to the City under the RFP process which permits the City to request a “best and final offer” from one or more offerors if additional information is required to make a final decision. Offerors may be contacted asking that they submit their “best and final offer,” which must include any and all discussed and/or negotiated changes. The City reserves the right to request a “best and final offer” for this RFP, if any, based on price/cost alone.

G. Evaluation Committee Recommendation for Contract Award.

The evaluation committee will provide a written recommendation for contract award.

H. Request for Documents Notice.

Upon concurrence with the evaluation committee’s recommendation for contract award, the procurement officer may issue a “Request for Documents Notice” to the highest scoring Offeror to obtain the required insurance documents, contract performance security, and any other necessary documents. Receipt of the “Request for Documents Notice” does not constitute a contract, and no work may begin until a contract signed by all parties is in place.

I. Contract Negotiation.

The procurement officer and/or city department representatives may begin contract negotiation with the responsive and responsible Offeror whose submittal achieves the highest score and is, therefore, the most advantageous to the City. If contract negotiation is unsuccessful or the highest scoring Offeror fails to provide necessary documents or information in a timely manner, or fails to negotiate in good faith, the City may terminate negotiations and begin negotiations with the next highest scoring Offeror.

J. Contract Award.

Contract award, if any, will be made to the highest scoring Offeror who provides all required documents and successfully completes contract negotiation.

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2.4 RIGHTS RESERVED

While the City has every intention to award a contract as a result of this RFP, issuance of the RFP in no way constitutes a commitment by the City of Milton to award and execute a contract. Upon determination such actions would be in its best interest, the City, in its sole discretion, reserves the right to:

1. Modify, cancel, or terminate this RFP,

2. Reject any or all proposals received in response to this RFP,

3. Select an Offeror without holding interviews,

4. Waive any undesirable, inconsequential, or inconsistent provisions of this

RFP which would not have significant impact on any submittal,

5. To request further documentation or information, and to discuss an RFP submittal for any purpose in order to answer questions or to provide clarification,

6. Award a portion of this RFP or not award any portion of this RFP if it is in the best interest of the City not to proceed with contract execution; or

7. If awarded, terminate any contract in accordance with the terms and conditions of the contract if the City determines adequate funds are not available.

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SECTION 3: SCOPE OF PROJECT

3.0 PROJECT – Vehicles to be Serviced (Subject to Change):

Police Vehicles:

Year Make Model

2021 HARLEY

FLHTP

2020 HARLEY

FLHTP

2026 FORD Explorer 2026 FORD Explorer 2026 Ford Explorer 2026 Ford Explorer 2026 Dodge Durango 2026 Dodge Durango 2026 Dodge Durango 2026 Dodge Durango 2026 Dodge Durango 2026 Dodge Durango 2026 Dodge Durango 2026 Chevrolet Tahoe 2025 Dodge Durango 2025 Chevrolet Tahoe 2025 Ford Maverick 2025 Kia Telluride 2025 Dodge Durango 2025 Dodge Durango 2025 Dodge Durango 2024 Dodge Durango 2024 Dodge Durango 2024 Dodge Durango 2024 Dodge Durango 2024 Dodge Durango 2024 Dodge Durango 2024 Dodge Durango 2024 Dodge Durango 2023 Ford Maverick 2023 Ford INTERCEPTOR SUV 2023 Ford INTERCEPTOR SUV 2023 Ford INTERCEPTOR SUV 2023 Dodge Durango 2023 Ford F150 2022 Ford INTERCEPTOR SUV 2022 Ford INTERCEPTOR SUV 2022 Ford INTERCEPTOR SUV

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2022 Ford INTERCEPTOR SUV 2022 Ford INTERCEPTOR SUV 2021 Ford INTERCEPTOR SUV 2021 Ford INTERCEPTOR SUV 2021 Ford INTERCEPTOR SUV 2021 Ford INTERCEPTOR SUV

2020 FORD INTERCEPTOR SUV

2020 FORD INTERCEPTOR SUV

2020 FORD INTERCEPTOR SUV

2020 FORD INTERCEPTOR SUV

2020 FORD INTERCEPTOR SUV

2020 FORD INTERCEPTOR SUV

2019 FORD INTERCEPTOR SUV

2019 FORD INTERCEPTOR SUV

2019 FORD F150

2019 FORD F150

2004 Dodge RAM

2018 FORD INTERCEPTOR SUV

2017 FORD INTERCEPTOR SUV

2007 Toyota Tacoma

2017 FORD INTERCEPTOR SUV

2017 FORD F150

2016 FORD Fusion 2013 Chevrolet Tahoe 2013 Dodge Charger

Fire Vehicles:

Year Make Model 2010 Ford F150 2014 Ford Expedition 2015 Ford F250 2017 Ford F150 2018 Ford E-Series 2019 Chevrolet Silverado 2021 Ford F150 2021 Chevrolet Tahoe 2021 Ford F150 2021 Ford F150 2022 Ford Transit-350 2022 Ford F550

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2010 Ford F150 2014 Ford Expedition 2015 Ford F250 2017 Ford F150 2018 Ford E-Series 2019 Chevrolet Silverado 2021 Ford F150 2021 Chevrolet Tahoe 2021 Ford F150 2021 Ford F150 2022 Ford Transit-350 2022 Ford F550

City Administration Vehicles:

2015 Ford F250 2015 Ford Escape 2015 Ford Explorer 2016 Ford F250 2018 Ford F150 2019 Ford F250 2020 Ford F150 2021 Ford Escape 2021 Ford F150 2022 Ford F-550 Super Duty 2022 Ford Escape 2022 Ford Maverick 2022 Ford Maverick 2022 Ford Ranger 2022 Ford Ranger 2022 Ford Ranger 2023 Ford F-150 2022 Ford Ranger 2023 Ford F-150 2024 Ford Maverick 2026 Chevrolet Silverado 1500 2013 Ford Explorer

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3.1 SERVICE REQUIREMENTS – Included but not limited to the following:

Regular Oil change Synthetic oil change (up to 6 Quarts) Synthetic oil change (Over 6QTS) Transmission flushes Coolant Flush Fuel Induction Service Differential Service O2 Sensors Timing Chain Water Pump Fan Belt Tune Up (wires, plugs) Fuel rail Air filter Cabin Air Filter Mass air flow sensor Abs Module Radiator Replacement Tire Pressure Sensors Mount/Balance/Install Tires Alignment 4 Wheel Tire Rotation Front Control Arm Shocks and Struts Battery Replacement Bulbs Headlight Bulbs taillights Bulbs blinkers Windshield wipers Brakes Rotors Brake Fluid Flush Ac Fan motor Ac Flush Alternator Belt Tensioner Coolant Fan 100,000-mile service Emissions Testing Motor Mounts / Transmission Mounts

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All services will be entered into the City’s vehicle system by each repair shop when the jobs are completed. The City will provide the Contractor(s) with a login to the “FLEETIO” system that is used by the City. Each shop will be trained in what needs to be entered after each repair.

3.2 TIME REQUIREMENTS – below are from arrival to departure (Priority Service):

Oil changes in 25 minutes or less

Tires installed, balanced and aligned in 45 minutes or less

All lights checked on every service call (except light bar/emergency lights) and repaired.

Transmission flush completed in 45 minutes or less

All other services “as soon as possible”

SECTION 4: OFFEROR PROPOSALS

4.0 CITY’S RIGHT TO INVESTIGATE

The City may make such investigations as deemed necessary to determine the ability of the Professional to provide the supplies and/or perform the services specified.

4.1 OFFEROR INFORMATIONAL REQUIREMENTS

Offerors interested in providing the services described in this RFP should be able to demonstrate experience in the areas described in Section 3.

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Technical Proposal in compliance with Section 1.4

Offeror’s Qualifications: Detail the company’s staffing ability, service experience, performance liability, and City of Milton experience if any:

Location(s) and Hours of Operations:

References, similar projects:

Any additional information you’d like to include:

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SECTION 5: COST PROPOSAL:

RFP 27-CM01, City Vehicles Maintenance & Light Repairs (3 pages)

♦ MUST BE RETURNED WITH PROPOSAL IN A SEPARATE FILE ♦ - Page 1 of 3

The offeror’s cost proposal shall be signed by an authorized agent of the company.

All three (3) pages of the Cost Proposal must be returned with proposal.

The undersigned Offeror, having familiarized themselves with the work required by the RFP, the solicitation documents, the site where the work is to be performed, all laws, regulations, and other factors affecting performance of the work, and having satisfied itself/himself/herself of the expense and difficulties attending performance of the work; Hereby proposes and agrees, if this offer for the above named project is accepted to enter into a contract to perform all work necessary to the successful completion of the contract; and to supply all required submittals as indicated or specified in the RFP and the bid documents to be performed or furnished by Offeror for the total contract price of:

Please complete the “Fixed Cost Per Unit” column below and return with proposal.

(See Attached Schedule)

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Service requirements

Estimated Yearly Quantity

Fixed Cost per unit

Total

Regular Oil change < 25 minutes 120 Synthetic oil change < 25 minutes 40 Synthetic oil change (Over 6QTS) Transmission flushes 50 Coolant Flush 30 Fuel Induction Service 40

Differential Service(front/rear) O2 Sensors Timing Chain Water Pump (SUV) Fan Belt Tune Up (wires, plugs) 60 Fuel rail 15 Air filter 50 Cabin Air Filter Mass air flow sensor 12 Abs Module 12 Radiator Replacement 14 Tire Pressure Sensors Mount/Balance/Install Tires Alignment 4 Wheel Tire Rotation Front Control Arm 5 Shocks and Struts 10 Battery Replacement 20 Bulbs Headlight 25 Bulbs taillights 50 Bulbs blinkers 50 Windshield wipers 80 Brakes 50 Rotors 10 Brake Fluid Flush (Every 12 months) Ac Fan motor 10 Ac Flush 10 Alternator 10 Belt Tensioner Coolant Fan 10 100,000-mile service 35 Emissions Testing

Motor Mounts

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In addition to the above services, please provide the rate per hour schedule for services not covered above:

• Business hours rate $ ________________

Written in words $_______________________________________________________________

• After hours rate $ _________________

Written in words $ _______________________________________________________________

Please describe your hours of operation and how it meets our priority service requirements:

Print/Type Company Name Here: ____________________________________________

Authorized Signature________________________________________Date_______________________

Print/Type Name and Title____________________________________________________

RFP 27-CM01, City Vehicles Maintenance & Light Repairs (3 pages)

♦ MUST BE RETURNED WITH PROPOSAL IN A SEPARATE FILE ♦ - Page 3 of 3

Grand Total

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SECTION 6: EVALUATION CRITERIA

6.0 EVALUATION CRITERIA

The evaluation committee will review and evaluate the proposals according to the following criteria:

• A selection team representing both Cities will initially evaluate and score all submittals received.

• Proposals not meeting the minimum requirements and those who are non-responsive will not be considered.

Positive or negative City of Milton experiences are part of the evaluation. Lack of service experience with the City is not a detriment to the evaluation as long as positive references and experiences can be produced. The City reserves the right to test service at any vendor shop for evaluation purposes. Location evaluation is determined by proximity to City Hall and Milton Police Department. The City may request short-listed proposers to meet with the City’s Evaluation Committee for evaluation purposes.

Proposal Evaluation Criteria

SECTION 6: STANDARD CONTRACT INFORMATION

• Ability, Location, Hours of Operation, References, Service 50%

Experience, Performance Liability, and City of Milton Experience (if any)

• Price (Section 5.0) 50%

1. Interviews and Product Demonstration If applicable, short-listed Firms will be invited to make a presentation to the City of Milton. At this time, they can provide live demonstrations and discuss the benefits with the City. A question and answer will follow the presentation.

2. Final Ranking Upon completion of the interviews and demonstrations, the evaluation committee will rank the short-listed proposals based on a combination of the evaluation scores.

The City has the right to award this contract solely based upon review of the submitted proposals and subsequent negotiations.

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7.0 STANDARD CONTRACT

The City’s standard contract is attached to this document as Appendix A. Offeror should notify the City of any terms within the standard contract that preclude them from responding to the RFP. This notification must be made by the deadline for receipt of written/e-mailed questions or with the Offeror’s RFP response. Any requests for material, substantive, important exceptions to the standard contract will be addressed in any formal written addendum issued by the procurement officer in charge of the solicitation. The City reserves the right to address any non-material, minor, insubstantial exceptions to the standard contract with the highest scoring Offeror at the time of contract negotiation.

7.1 ADDITIONAL CONTRACT PROVISIONS AND TERMS

This RFP and any addenda, the Offeror’s RFP response, including any amendments, a best and final offer, any clarification question responses, and any negotiations shall be included in any resulting contract. The City’s standard contract, attached as Appendix A, contains the contract terms and conditions which will form the basis of any contract negotiated between the City and the highest scoring Offeror. The contract language contained in Appendix A does not define the total extent of the contract language that may be negotiated. In the event of a dispute as to the duties and responsibilities of the parties under this contract, the contract, along with any attachments prepared by the City, will govern in the same order of precedence as listed in the contract.

7.2 SUBCONTRACTOR

The highest scoring Offeror will be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any sub-contractors. All sub-contractors, if any, must be listed in the proposals. The City reserves the right to approve all sub-contractors. The Contractor shall be responsible to the City for the acts and omissions of all sub-contractor or agents and of persons directly or indirectly employed by such sub-contractor, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract awards derived from this RFP shall create any contractual relationships between any subcontractor and the City.

7.3 GENERAL INSURANCE REQUIREMENTS

See sample contract.

7.4 COMPLIANCE WITH WORKERS’ COMPENSATION ACT

The Contractor is required to supply the City of Milton with proof of compliance with the Workers’ Compensation Act while performing work for the City. Neither the

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Contractor nor its employees are employees of the City. The proof of insurance/exemption must be received by the City of Milton within ten (10) working days of the Request for Documents Notice and must be kept current for the entire term of the contract.

CONTRACTS WILL NOT BE ISSUED TO OFFERORS WHO FAIL TO PROVIDE THE REQUIRED

DOCUMENTATION WITHIN THE ALLOTTED TIME FRAME.

7.5 COMPLIANCE WITH LAWS

The Contractor must, in performance of work under this contract, fully comply with all applicable federal, state, or local laws, rules and regulations, including the Civil Rights Act of 1964, the Age Discrimination Act of 1975, the Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973. Any subletting or sub-contracting by the Contractor subjects sub-contractors to the same provision. The Contractor agrees that the hiring of persons to perform the contract will be made on the basis of merit and qualifications and there will be no discrimination based upon race, color, religion, creed, political ideas, sex, age, marital status, physical or mental disability, or national origin by the persons performing the contract.

7.6 CONTRACT TERMINATION

See sample contract.

SAMPLE CONTRACT

SAMPLE CONTRACT ONLY ~ DO NOT RETURN WITH PROPOSAL

AGREEMENT FOR VEHICLE MAINTENANCE AND REPAIRS

THIS AGREEMENT is made and entered into this_____ day of _____________, 20___ (the “Effective Date”), by and between the CITY OF MILTON, GEORGIA, a municipal corporation of the State of Georgia, acting by and through its governing authority, the Mayor and City Council (hereinafter referred to as the “City”), and _____________________, a __________________, (herein after referred to as the "Offeror"), collectively referred to herein as the "Parties."

WITNESSETH:

WHEREAS, City desires to retain Contractor to provide certain services generally described as routine maintenance and repairs for City department vehicles (the “Work”); and

WHEREAS, City finds that specialized knowledge, skills, and training are necessary to perform the Work (defined below) contemplated under this Agreement; and

WHEREAS, Offeror has represented that it is qualified by training and experience to perform the Work; and

WHEREAS, Offeror desires to perform the Work as set forth in this Agreement under the terms and conditions provided in this Agreement; and

WHEREAS, the public interest will be served by this Agreement; and

WHEREAS, Offeror has familiarized itself with the nature and extent of the Agreement, the Project, and the Work, and with all local conditions and federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of Work.

NOW, THEREFORE, for and in consideration of the mutual promises, the public purposes, and the acknowledgements and agreements contained herein, and other good and adequate consideration, the sufficiency of which is hereby acknowledged, the Parties do mutually agree as follows:

I. SCOPE OF SERVICES AND TERMINATION DATE

A. Agreement. The Agreement shall consist of this Professional Services Agreement and each of the Exhibits hereto, which are incorporated herein by reference, including:

Exhibit “A” – City Solicitation Documents Exhibit “B” – Offeror Response/Proposal

Exhibit “C” – Scope of Work Exhibit “D” – Contractor Affidavit Exhibit “E” – Subcontractor Affidavit Exhibit “F” – Key Personnel

B. Project Description. The “Project” at issue in this Agreement is generally described as: _________________________________________________________________

C. The Work. The Work to be completed under this Agreement (the “Work”) includes, but shall not be limited to, the work described in the Scope of Work provided in Exhibit “C”, attached hereto and incorporated herein by reference. Unless otherwise stated in Exhibit “C”, the Work includes all material, labor, insurance, tools, equipment, machinery, water, heat, utilities, transportation, facilities, services and any other miscellaneous items and work necessary to complete the Work. Some details necessary for proper execution and completion of the Work may not be specifically described in the Scope of Work, but they are a requirement of the Work if they are a usual and customary component of the contemplated services or are otherwise necessary for proper completion of the Work.

D. Schedule, Completion Date, and Term of Agreement. Contractor understands that time is of the essence of this Agreement and warrants and represents that it will perform the Work in a prompt and timely manner, which shall not impose delays on the progress of the Work.

The term of this Agreement (“Term”) shall commence as of the Effective Date, and the Work shall be completed, and the Agreement shall terminate, on or before __________________________ (provided that certain obligations will survive termination/expiration of this Agreement). If the Term of this Agreement is longer than one year, the Parties agree that this Agreement, as required by O.C.G.A. § 36-60-13, shall terminate absolutely and without further obligation on the part of City on September 30 each fiscal year of the Term, and further, that this Agreement shall automatically renew on October 1 of each subsequent fiscal year absent City’s provision of written notice of non-renewal to Contractor at least five (5) days prior to the end of the then current calendar year. Title to any supplies, materials, equipment, or other personal property shall remain in Contractor until fully paid for by City.

II. WORK CHANGES

A. Change Order Defined. A “Change Order” means a written modification of the

Agreement, signed by representatives of City and Contractor with appropriate authorization.

B. Right to Order Changes. City reserves the right to order changes in the Work to be performed under this Agreement by altering, adding to, or deducting from the Work. All such changes shall be incorporated in written Change Orders and executed by Contractor and City.

Such Change Orders shall specify the changes ordered and any necessary adjustment of compensation and completion time. If the Parties cannot reach an agreement on the terms for performing the changed work within a reasonable time to avoid delay or other unfavorable impacts as determined by City in its sole discretion, City shall have the right to determine reasonable terms, and Contractor shall proceed with the changed work.

B. Change Order Requirement. Any work added to the scope of this Agreement by a Change Order shall be executed under all the applicable conditions of this Agreement. No claim for additional compensation or extension of time shall be recognized, unless contained in a written Change Order duly executed on behalf of City and Contractor.

C. Authority to Execute Change Order. The City Manager has authority to execute, without further action of the Mayor or City Council, any number of Change Orders so long as their total effect does not materially alter the terms of this Agreement or materially increase the Maximum Contract Price, as set forth in Section III(B) below. Any such Change Orders materially altering the terms of this Agreement, or any Change Order affecting the price where the Maximum Contract Price (as amended) is in excess of $50,000, must be approved by resolution of the Mayor and City Council. Amendments shall not result in a variance in price exceeding ten percent of the original contract amount.

III. COMPENSATION AND METHOD OF PAYMENT

A. Payment Terms. City agrees to pay Contractor for the Work performed and costs incurred by Contractor upon certification by City that the Work was actually performed and costs actually incurred in accordance with the Agreement. Compensation for Work performed and, if applicable, reimbursement for costs incurred shall be paid to Contractor upon City’s receipt and approval of invoices, setting forth in detail the services performed and costs incurred, along with all supporting documents requested by City to process the invoice. Invoices shall be submitted on a monthly basis, and such invoices shall reflect costs incurred versus costs budgeted. Any material deviations in tests or inspections performed, or times or locations required to complete such tests or inspections, and like deviations from the Work described in this Agreement shall be clearly communicated to City before charges are incurred and shall be handled through Change Orders as described in Section II above. City shall pay Contractor within thirty (30) days after approval of the invoice by City staff.

B. Maximum Contract Price. The total amount paid under this Agreement as compensation for Work performed and reimbursement for costs incurred shall not, in any case, exceed $_______________________ (the “Maximum Contract Price”), except as outlined in Section II(C) above, and Contractor represents that this amount is sufficient to perform all of the Work set forth in and contemplated by this Agreement. The compensation for Work performed shall be based upon ____________.

C. Reimbursement for Costs. The Maximum Contract Price set forth in Section III(B) above includes all costs, direct and indirect, needed to perform the Work and complete the Project, and reimbursement for costs incurred shall be limited as follows:

□ There shall be no reimbursement for costs.

□ Long distance telephone and telecommunications, facsimile transmission, normal postage and express mail, and photocopying charges and time shall be billed at cost.

Supplies and outside services, transportation, lodging, meals and authorized subcontracts shall be billed at cost plus no more than a 10% administrative burden. Automobile mileage shall be no more than the current deductible rate set by the Internal Revenue Service. In no event shall the total reimbursement for costs incurred during a particular month exceed ______________ percent of the total amount due for Work for that particular month.

IV. COVENANTS OF CONTRACTOR

A. Expertise of Contractor; Licenses, Certification and Permits. Contractor accepts the relationship of trust and confidence established between it and City, recognizing that City’s intention and purpose in entering into this Agreement is to engage an entity with the requisite capacity, experience, and professional skill and judgment to provide the Work in pursuit of the timely and competent completion of the Work undertaken by Contractor under this Agreement.

Contractor shall employ only persons duly qualified in the appropriate area of expertise to perform the Work described in this Agreement.

Contractor covenants and declares that it has obtained all diplomas, certificates, licenses, permits or the like required of Contractor by any and all national, state, regional, county, or local boards, agencies, commissions, committees or other regulatory bodies in order to perform the Work contracted for under this Agreement. Further, Contractor agrees that it will perform all Work in accordance with the standard of care and quality ordinarily expected of competent professionals and in compliance with all federal, state, and local laws, regulations, codes, ordinances, or orders applicable to the Project, including, but not limited to, any applicable records retention requirements and Georgia’s Open Records Act (O.C.G.A. § 50-18-71, et seq.).

Any additional work or costs incurred as a result of error and/or omission by Contractor as a result of not meeting the applicable standard of care or quality will be provided by Contractor at no additional cost to City. This provision shall survive termination of this Agreement.

B. Budgetary Limitations. Contractor agrees and acknowledges that budgetary limitations are not a justification for breach of sound principals of Contractor’s profession and industry. Contractor shall take no calculated risk in the performance of the Work. Specifically, Contractor agrees that, in the event it cannot perform the Work within the budgetary limitations established without disregarding sound principles of Contractor’s profession and industry, Contractor will give written notice immediately to City.

C. City’s Reliance on the Work. Contractor acknowledges and agrees that City does not undertake to approve or pass upon matters of expertise of Contractor and that, therefore, City bears no responsibility for Contractor’s Work performed under this Agreement. Contractor acknowledges and agrees that the acceptance of Work by City is limited to the function of determining whether there has been compliance with what is required to be produced under this Agreement. City will not, and need not, inquire into adequacy, fitness, suitability or correctness of Contractor’s performance.