RFP26_14_Fire_Rescue_Heavy_Duty_Vehicle_Maint.pdf

City of South Fulton-RFP. 26-14 Fire Rescue Heavy Duty Vehicle Maintenance and Repair Services

City of South Fulton, Georgia

General Services

Request For Proposal

FOR

RFP NUMBER: 26-14

FIRE RESCUE HEAVY DUTY VEHICLE MAINTENANCE AND REPAIR

SERVICES

ISSUED: Wednesday, March 25, 2026

Proposals due no later than 2:00 PM EST Thursday, April 30, 2026

City of South Fulton Procurement Department

4715 Frederick Dr. SW

South Fulton, GA 30336

The City of South Fulton, Georgia

Procurement Department

4715 Frederick Dr. SW., Atlanta, GA 30336

Phone: 470-809-7700

Website: Procurement Department | South Fulton, GA Procurement Department | South Fulton, GA

City of South Fulton General Services Department

REQUEST FOR PROPOSAL RFP #26-14

FIRE RESCUE HEAVY DUTY VEHICLE MAINTENANCE AND REPAIR SERVICES

SCHEDULE OF EVENTS DATE

Proposal Release Date: March 25, 2026

Non-Mandatory Pre-Proposal Conference:

A Non-Mandatory Pre-Proposal Conference will be held virtually by our staff and responsible person(s). To attend the Pre-Proposal Conference, please refer to the

Information and Instructions to Proposers for details.

April 2, 2026

10:00 A.M.

Deadline for questions:

Questions must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton

April 7, 2026

3:00 P.M.

Answers will be posted by addendum at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton April 14, 2026

All responses to this RFP must be submitted online at:

https://www.bidnetdirect.com/georgia/cityofsouthfulton. Proposers are required to submit responses to solicitations electronically. If you need any assistance registering or using the platform, please call BidNet Direct's Support Team at

800-835-4603 ext. 2 for assistance. To attend the Proposal Opening, please refer to Information and Instructions to Proposers for details.

April 30, 2026

2:00 P.M.

Interview Process

As Determined by City

THIS PROPOSAL SOLICITATION FORM

MUST BE SIGNED AND SUBMITTED WITH PROPOSAL

COMPANY NAME: DATE:

MAILING ADDRESS: PHONE:

CITY: FAX:

STATE: ZIP: SSN OR FEDERAL TAX

ID#:

EMAIL: TITLE OF AUTHORIZED

REPRESENTATIVE:

PRINTED NAME: AUTHORIZED SIGNATURE:

https://www.cityofsouthfultonga.gov/2462/Procurement-Department https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.bidnetdirect.com/georgia/cityofsouthfulton

TABLE OF CONTENTS

INFORMATION AND INSTRUCTIONS TO PROPOSERS

SUBMITTAL CHECKLIST

INTRODUCTION

MINIMUM REQUIREMENTS

EVALUATION PROCESS

APPENDICES

Appendix A – Scope of Services

ATTACHMENTS

Attachment A – Required Form Submittals

Attachment B – Insurance Requirements

Attachment C – Proposal Cost Form

EXHIBITS

Exhibit A – General Terms and Conditions

RFP #26-14 FIRE RESCUE HEAVY DUTY VEHICLE

MAINTENANCE AND REPAIR

SERVICE

INFORMATION AND INSTRUCTIONS TO PROPOSERS

1. Request for Proposals: This Request For Proposal (RFP) is for qualified personnel hereinafter referred to as Proposer (“Proposer” or “Proposers”) for the Fire Rescue Heavy

Duty Vehicle Maintenance and Repair Service. The Proposer shall submit a Proposal for the scope of the project as defined in Appendix A: Scope of Services.

2. Solicitation Method: This solicitation is being conducted in accordance with all applicable provisions of the City of South Fulton Procurement Policy, codified in Sec. 1-9001 et seq of the City of South Fulton Code of Ordinances. By submitting a Proposal in reference to this solicitation, a Proposer acknowledges that it is familiar with all laws applicable to this solicitation, including, but not limited to, the City’s Code of Ordinances, which laws are incorporated into this RFP by reference.

3. Minimum Qualifications: Each Proposer and team member shall have the minimum experience set forth in this RFP.

4. Certificate of Authority to Transact Business in Georgia: Each Proposer must submit documentation that demonstrates it is duly authorized to conduct business in the State of Georgia with its proposal. This requirement also applies to Joint Venture (JV) Team Members, Sub-Consultants and Subcontractors.

5. Business License: The successful proposer must possess all required business licenses necessary to perform the services described in this solicitation. Proof of such licensing shall be provided prior to contract execution. If Proposer is a joint venture, Proposer shall submit valid business licenses for each member of the joint venture. If the Proposer is not a Georgia corporation, Proposer shall submit a Certificate of Authority to Transact Business in the State of Georgia and a copy of its current, valid business license issued by its home jurisdiction.

6. No Offer by City and Firm Offer by Proposer: This solicitation does not constitute an offer by City to enter into an agreement and cannot be accepted by any Proposer to form a

Contract. This solicitation is only a request for proposals from interested Proposers, and no offer shall bind City. A Proposer’s offer is a firm offer and may not be withdrawn except as provided in this RFP, and in the City’s Code of Ordinances and other applicable law.

7. Proposal Duration: Proposals shall remain irrevocable and valid for acceptance for a period of ninety 90 calendar days following the Proposal Submission Deadline, unless extended by mutual written agreement of the parties. Pricing shall remain firm during this period and during the initial twelve 12 month contract term, except as otherwise expressly stated in the solicitation or resulting contract.

8. Proposal Submission Deadline: Responses to this RFP will be accepted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton until April 30, 2026, by 2:00

P.M. Eastern Time (ET).

9. Non-Mandatory Pre-Proposal Conference: A Non-Mandatory Pre-Proposal Conference has been scheduled for April 2, 2026, at 10:00 A.M., and will be hosted virtually by City staff and responsible personnel. To attend the Pre-Proposal Conference, access Microsoft

Teams via the app or the web using the information below.

Meeting ID: 285 671 763 233 81

Passcode: U42TS7bN

Download Teams | Join on the web

Or call in (audio only)

+1 929-583-6155,,21737796#United States, New York

Phone Conference ID: 217 377 96# Find a local number | Reset PIN

Attendance at the Pre-Proposal Conference is non-mandatory for Bidders responding to this

RFP. During the Pre-Proposal Conference, the general requirements of the project will be discussed. Any questions during the Pre-Proposal Conference will not be authoritative.

Each Proposer must be fully informed regarding all existing and expected conditions and matters that may affect the cost or performance of the Services. It shall be emphasized, however, that nothing stating or discussed during this Pre-Proposal conference shall be considered to modify, alter, or change the requirement of the solicitation documents, unless it shall be subsequently incorporated into an addendum to the solicitation documents.

https://www.bidnetdirect.com/georgia/cityofsouthfulton https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/microsoft-teams/join-a-meeting tel:+19295836155,,21737796 https://dialin.teams.microsoft.com/ba83620b-2648-4bd3-9555-378ecf04647b?id=989159654 https://dialin.teams.microsoft.com/usp/pstnconferencing

10. Solicitation Questions/Prohibited Contacts: Any questions and communications regarding this RFP shall be submitted in writing by logging into https://www.bidnetdirect.com/georgia/cityofsouthfulton on or before April 7, 2026, by

3:00 P.M. ET. Questions received after the designated period may not be considered. Any response made by the City will be posted online at https://www.bidnetdirect.com/georgia/cityofsouthfulton by addendum. No Proposer may rely on any verbal response to any question submitted concerning this RFP.

11. Proposers and their representatives of Proposers shall not initiate or continue any verbal or written communications regarding a solicitation with any City officer, elected official, employee or other City representative other than the Procurement Department employee named in the solicitation, between the date of the issuance of the solicitation and the date of the final Contract award by City Council, unless specified otherwise herein. Attempting to influence the outcome of any given Contract before a recommendation of award to the

City Council is strictly prohibited. The Director of Procurement will review alleged violations of this prohibition. If the Director of Procurement determines that such a communication has compromised the competitive process, the Proposal submitted by that

Proposer may be disqualified from consideration for award, and that Proposer may, among other things, be placed on the ineligible source list. Violations of this prohibition may also be subject to prosecution under federal, state, or local laws. City of South Fulton employees, officials, and their family members are prohibited from seeking, requesting, or receiving any material payment, gift, job offer, security, promise of future benefit, or any other tangible or intangible thing of value when such receipt has the potential to influence a procurement decision or to gain unfair advantage in a procurement competition, and as outlined in Sec. 1- 9004 (d) of the City of South Fulton Code of Ordinances and all other applicable policies.

12. Ownership of Proposals: Each Proposal submitted to the City will become the property of the City, without compensation to a Proposer, for the City’s use, in its discretion. The City shall not be liable for any proposal preparation costs incurred by Proposers.

13. Georgia Open Records Act: Information provided to the City is subject to disclosure under the Georgia Open Records Act, O.C.G.A. § 50-18-70 et. seq. Pursuant to O.C.G.A.

§ 50-18-72(a)(34), “[a]n entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10 [O.C.G.A. § 10-1-760 et seq.]”.

14. Insurance Requirements: The insurance requirements applicable to any contract awarded pursuant to this solicitation are set forth in Attachment B, Insurance Requirements.

Proposer shall submit evidence of currently maintained insurance coverages, if any, and shall, prior to contract execution, furnish certificates of insurance and endorsements demonstrating compliance with Attachment B. No bonding requirement applies to this solicitation unless expressly added by written addendum issued by the City.

15. Subconsultants, Suppliers, and Specialty Repair Vendors: Proposer shall identify all proposed subcontractors, suppliers, and specialty repair vendors expected to perform material portions of the Services. The City reserves the right to review the qualifications, financial responsibility, technical capability, insurance, licensing, and experience of any such entity and to disapprove any proposed entity determined by the City to be inadequate for the required work.

16. Examination of Proposal Documents:

16.1 Each Proposer is responsible for examining with appropriate care the complete RFP and all

Addenda and for informing itself with respect to all conditions which might in any way affect the cost or the performance of any Services. Failure to do so will be at the sole risk of the Proposer, who is deemed to have included all costs for performance of the Services in its Proposal.

16.2 Each Proposer shall promptly notify the City in writing should the Proposer find discrepancies, errors, ambiguities, or omissions in the solicitation documents, or should their intent or meaning appear unclear or ambiguous, or should any other question arise relative to the RFP. Replies to such notices may be made in the form of an addendum to the RFP, which will be issued simultaneously to all potential Proposers. No oral responses are binding on the City.

16.3 The City may in accordance with applicable law, by Addendum, modify any provision or part of the RFP at any time prior to the Proposal due date and time.

16.4 Each Proposer must confirm all Addenda has been received and acknowledge receipt by executing the Acknowledgment of Addenda form provided with each Addendum.

16.5 The City may waive any technicalities and formalities in this solicitation. Additionally, the City reserves the right to cancel the RFP in its entirety.

16.6 The City reserves the right to waive minor informalities and minor irregularities, request clarification of Proposal content, reject any or all Proposals, cancel the solicitation, reissue the solicitation, seek supplemental information, and conduct such additional due diligence as the City deems necessary, provided that no action shall unfairly prejudice the competitive process or result in the use of unstated evaluation criteria.

16.7 The City of South Fulton may disqualify Proposals as a result of, but not necessarily limited to, the following reasons:

16.7.1 Failure to follow the City of South Fulton’s Proposal schedule;

16.7.2 Failure to return applicable compliance and/or specification sheets;

16.7.3 Failure to return applicable addenda;

16.7.4 Failure to provide information on alternates or equivalents, when allowed;

16.7.5 Failure to provide any mandatory submission expressly required by this RFP may result in the Proposal being deemed non-responsive.

16.7.6 Failure of Proposer to sign all requested documents;

16.7.7 Failure to submit Proposal by deadline;

16.7.8 Failure of Contractor to extend prices;

16.7.9 Failure to hold firm pricing;

16.7.10 Failure to meet specified delivery requirements;

16.7.11 Prices for services or items that exceed the department's budgeted amount allowed for those items;

16.7.12 A proposal submitted by a Person on the Ineligible Source List;

16.7.13 A proposal which is non-responsive; and/or

16.7.14 A Proposal may be rejected where the City determines, based on substantial evidence and applicable law, that the Proposer is not responsible due to material adverse performance history, fraud, misrepresentation, debarment, suspension, unresolved tax or licensing deficiencies, or other grounds bearing directly on the

Proposer’s present ability to perform the contract.

17. Award and Execution of Contract: If a contract is awarded as a result of this solicitation, the City will issue a written agreement incorporating the terms of this RFP and successful proposer’s response. The proposer shall execute the agreement within the time specified by the City. The City reserves the right to modify the Contract to incorporate the Proposer’s

Proposal, Scope of Services, and Cost Proposal Forms. The City retains sole discretion to reject any Proposal if the proposed revisions are deemed unacceptable. Proposers are strongly encouraged to consult with an Authorized Representative possessing full authority to execute the Contract on behalf of the Proposer regarding any such revisions. Upon receiving approval for the award from the City of South Fulton City Council, the City will provide the Proposer with an unsigned Contract via Adobe Sign or another City-approved electronic signature platform. The Proposer must execute and return the Contract, along with the required insurance certificates and any other documentation specified in this RFP or requested by the City, within ten (10) calendar days of receipt. Noncompliance may result in withdrawal of the award, forfeiture of proposal security (if applicable), and awarding the Contract to another Proposer.

18. Illegal Immigration Reform and Enforcement Act: This RFP is subject to the Illegal

Immigration Reform and Enforcement Act of 2011 (Act), formerly known as the Georgia

Security and Immigration Compliance Act. Pursuant to Act, the Proposer must provide with its Proposal proof of its registration with and continuing and future participation in the E-

Verify Program established by the United States Department of Homeland Security.

Completed Contractor Affidavit, Completed and notarized affidavits required by O.C.G.A.

§ 13-10-91, including the Contractor Affidavit and, where applicable, the Subcontractor

Affidavit, shall be submitted with the Proposal in the forms provided in Attachment A, Required Form Submittals. Failure to provide all required affidavits at the time of

Proposal submission may render the Proposal non-responsive as provided by law. Under

State Law, the City cannot consider any Proposal which does not include the completed F6.4 form. Where the business structure of a Proposer is such that Proposer is required to obtain an Employer Identification Number (EIN) from the Internal Revenue Service, Proposer must complete the Contractor Affidavit on behalf of, and provide a Federal Work

Authorization User ID Number issued to, the Proposer itself. Where the business structure of a Proposer does not require it to obtain an EIN, each entity comprising the corporate entity must submit a separate Contractor Affidavit. It is not the intent of this notice to provide detailed information or legal advice concerning the Act. All Proposers intending to do business with the City are responsible for independently apprising themselves of and complying with the requirements of the Act and assessing its effect on City solicitations and their participation in those solicitations. For additional information on the E-Verify program or to enroll in the program, go to: https://e-verify.uscis.gov/enroll. Additional information on completing and submitting the Contractor Affidavit can be found preceding this form in this RFP.

https://e-verify.uscis.gov/enroll

19. Joint Ventures: Each party to a Joint Venture will be required to fully complete and submit the Required Submittal Forms unless otherwise indicated in this RFP.

20. Conflict of Interest: Proposers are advised to read and familiarize themselves with the conflict-of-interest provisions of this RFP. The City reserves the right to issue RFP’s for specific projects that are independent of RFP 26-14 Fire Rescue Heavy Duty Vehicle

Maintenance and Repair Service. Except as stated in this RFP, these Instructions, and the

Notice to Proposers concerning Conflicts of Interests, successful Proposers under this RFP are not precluded from responding to such solicitations.

21. Tax Exemption Status: The City is exempt from Federal Excise Tax or Georgia Sales Tax with regard to goods and services purchased directly by the City of South Fulton.

Exemption certificates furnished upon request.

22. All permits, fees, inspections, licenses, registrations, and compliance costs necessary for performance of the Services shall be the sole responsibility of the successful Proposer. All labor, materials, parts, repairs, maintenance activities, transport, testing, and related services shall comply with all applicable federal, state, and local laws, regulations, codes, ordinances, and manufacturer requirements governing the Services.

23. TITLE VI SOLICITATION NOTICE - The City of South Fulton, GA, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC

§§ 2000d to 2000d-4) and the Regulations (28 CFR Part 42), hereby notifies all Proposers or offerors that it will affirmatively ensure that for any Contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded a full and fair opportunity to submit proposals in response to this invitation and will not be, on the grounds of race, color, or national origin, excluded from participation in, denied the benefits of, or subject to discrimination in consideration for an award for any program or activity that receives Federal funds or other Federal financial assistance.

24. Flexible Experience Requirements: Firms may demonstrate equivalent relevant experience listed in the minimum requirements, provided the Proposer can show clear relevance to the scope of work.

25. Encouragement of Partnerships: Small firms are encouraged to form joint ventures, subcontracting arrangements, or consortia to meet the requirements of this RFP. Prime

Contractors are encouraged to include small businesses in their teams.

26. Electronic Signature Acknowledgement: The City of South Fulton utilizes Adobe Sign, or another City-approved electronic signature platform, for the official execution of contracts. By submitting a Proposal and, if awarded, executing a Contract with the City, the Proposer acknowledges and agrees to the following:

28.1. Legally Binding: An electronic signature executed through Adobe Sign shall possess the same legal force and effect as a handwritten signature, in accordance with the

Georgia Uniform Electronic Transactions Act (O.C.G.A. § 10-12-1 et seq.), the federal Electronic Signatures in Global and National Commerce Act (15 U.S.C. §

7001 et seq.), and any other applicable law.

28.2. Authority to Sign: The individual executing the Contract electronically on behalf of the Proposer affirms their authority to bind the Proposer to the terms of the Contract.

28.3. Official Record: The fully executed Contract, as maintained in Adobe Sign by the

City, shall serve as the official and binding version of the Contract for all purposes.

28.4. No Requirement for Paper Originals: Unless specifically requested by the City, no paper copies or handwritten signatures shall be necessary for the validity or enforceability of the Contract.

27. Electronic Communications: All communications pertaining to this solicitation and any resulting Contract, including but not limited to addenda, notices of award, Contract amendments, and other official correspondence, may be transmitted electronically by the

City of South Fulton. The Proposer agrees to the following terms:

27.1 Official Delivery: Communications sent by the City via email or through Adobe Sign

(or another City-approved) shall be considered officially delivered on the date and time transmitted, unless the City encounters an error message indicating unsuccessful transmission.

27.2 Responsibility to Monitor: Proposers are responsible for actively monitoring the email address and/or electronic platform designated in their Proposal submission for communications from the City. Failure to receive or review electronic communications shall not exempt the Proposer from any obligations under this RFP or any resulting Contract.

28. Legal Effect: Electronic communications issued in accordance with this section shall carry the same legal force and effect as if provided in hard copy.

29. Record Retention: The City’s electronic records of such communications shall constitute the official record for all procurement and contract administration purposes.

RFP 26-14 FIRE RESCUE HEAVY DUTY VEHICLE

MAINTENANCE AND REPAIR

SERVICE

SUBMITTAL CHECKLIST

1. Please use the following checklist to verify that all required information is included in your bid.

2. It is the sole responsibility of each Proposer to ensure that their proposal is inclusive of all

Submittals outlined below or elsewhere in this RFP.

3. Failure to submit any of the items below may cause rejection of the Proposal.

4. Proposers are required to submit responses to solicitations electronically online at https://www.bidnetdirect.com/georgia/cityofsouthfulton. The City will not consider any proposal that does not include completed Illegal Immigration Reform and Enforcement Act

Affidavit Form(s).

REQUIRED DOCUMENTATION INITIAL IF

INCLUDED

1. PROPOSAL SOLICITATION FORM

2. ENTIRE PROPOSAL

3. SUBMITTAL CHECKLIST (THIS FORM)

4. ADDENDA (IF APPLICABLE)

5. PROPOSAL COST (ATTACHMENT C)

6. REQUIRED FORM SUBMITTALS (Attachment

A)

F6.1 NON-CONFLICT OF INTEREST

F6.2 NON-COLLUSION AFFIDAVIT

F6.3 CERTIFICATE OF AUTHORITY-JOINT VENTURE

F6.4 ILLEGAL IMMIGRATION REFORM AND

ENFORCEMENT ACT – CONTRACTOR AFFIDAVIT

F6.5 ILLEGAL IMMIGRATION REFORM AND

ENFORCEMENT ACT- SUBCONTRACTOR AFFIDAVIT

F6.6 SUBCONTRACTOR INFORMATION FORM

F6.7 ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

F6.8 DRUG FREE WORKPLACE CERTIFICATION

F6.9 ISRAEL BOYCOTT CERTIFICATION

Printed Name Title Date

Signature Firm Name

Email Address Phone Number

RFP 26-14 FIRE RESCUE HEAVY DUTY

VEHICLE MAINTENANCE AND REPAIR SERVICE

1. INTRODUCTION

The City is soliciting Proposals from qualified, experienced and properly certified firm(s) to provide comprehensive maintenance, diagnostics, inspection, and repair services to the City’s Fire Rescue heavy-duty fleet.

1.1 INTENT TO AWARD

The City intends to award to the Proposer(s) most advantageous to the City’s qualitative and price factors for RFP 26-14 Fire Rescue Heavy Duty Vehicle Maintenance and Repair Services.

Additionally, the City reserves the right to cancel the solicitation.

1.1.1 The City reserves the right to make a single award, multiple awards, or no award, as determined to be in the City’s best interest. If multiple awards are made, the City may allocate work by vehicle type, specialty capability, urgency, geographic convenience, price, performance history, or other operational considerations stated in the contract documents. No minimum volume of work is guaranteed unless expressly stated in the resulting contract.

1.2 TERM OF CONTRACT

The initial term of the contract shall be for a period of one (1) year beginning on the date specified in the notice to proceed. The City shall have the option to renew the contract for up to three (3) additional one (1) year terms, to be exercised in writing by the City prior to the expiration of the then-current terms. Each renewal is subject to the availability of funds, satisfactory contract performance, and the mutual written agreement of both parties.

1.3 SUBCONSULTANTS, SUPPLIERS AND SPECIALTY REPAIR VENDORS

1.3.1 Proposer shall ensure that each proposed subcontractor, supplier, and specialty repair vendor meets the responsibility standards stated in this RFP. Such verification shall include confirmation that each such entity possesses the licenses, certifications, insurance, technical qualifications, and legal authority necessary to perform the assigned work.

Proposer shall not submit any statement, representation, or certification concerning any proposed subcontractor, supplier, or specialty repair vendor that is materially false, misleading, incomplete, or deceptive. Failure to provide sufficient information concerning the qualifications or responsibility of any such entity may result in a determination that the

Proposer is not responsible.

1.3.2 All proposed subcontractors, suppliers, and specialty repair vendors performing material portions of the Services shall be identified in the Proposer’s response. Proposer shall ensure that each such entity has adequate personnel, relevant experience, financial capacity, facilities, equipment, and business systems to perform the assigned scope. The City reserves the right to review and approve or disapprove any proposed subcontractor, supplier, or specialty repair vendor based on responsibility, capability, compliance, or risk considerations.

1.3.3 Proposer is responsible for verifying the existence, authenticity, validity, and expiration dates of all licenses, certifications, registrations, and other legal qualifications required of any proposed subcontractor, supplier, or specialty repair vendor engaged in work under this RFP. The absence, suspension, revocation, or expiration of any required license or certification held by the Proposer or any approved subcontractor, supplier, or specialty repair vendor may constitute grounds for default, disqualification, removal from the work, or termination for cause, as applicable.

1.3.4 No subcontractor, supplier, or specialty repair vendor may perform Services under this RFP unless approved in writing by the City. Proposer shall obtain prior written approval before adding, replacing, or expanding the role of any such entity after Proposal submission. No approved subcontractor, supplier, or specialty repair vendor may further subcontract any material portion of its work without the prior written consent of the City. Failure to obtain required approval may result in suspension of work, rejection of affected work, removal of the unapproved entity, disallowance of associated costs, or other remedies available to the

City.

2. SCOPE OF SERVICES

The City of South Fulton General Services Department is seeking qualified contractors to provide comprehensive maintenance, diagnostics, inspection and repair services to the

City’s Fire Rescue heavy-duty fleet. Vendors selected under this RFP will be responsible for maintaining these vehicles to the highest safety and reliability standards. Services rendered by the Proposer should occur at the Proposer’s service facility, in the field, or at

City facilities. The Proposer will provide a Proposal for the scope of the project as defined in Appendix A, Scope of Services.

3. MINIMUM REQUIREMENTS

The Proposer shall have a minimum of five (5) years of experience servicing fire apparatus or heavy-duty emergency vehicles. As specified in this RFP and Appendix A, Scope of Services, attached hereto and incorporated herein by reference. Please be sure to include the necessary references to support this requirement in Attachment A, Required

Form Submittals.

ADDITIONAL COMPLIANCE REQUIREMENTS

3.1. Iran Divestment Certification

Proposer certifies that they are not included on the Iran Divestment List created under

O.C.G.A 50-5-85 and do not participate in investment activities in Iran’s energy sector.

3.2. Certification Regarding Boycotts of Israel

Proposer certifies that they are not currently engaged in and agree for the duration of the contract not to engage in a boycott of Israel as defined in O.C.G.A and 50-5-85.1.

3.3. Debarment and Suspension Certification

The Proposer affirms that neither it nor any of its principals is currently debarred, suspended, proposed for debarment, or declared ineligible for contracts by any federal or state agency. The City reserves the right to reject a proposer with adverse financial, legal, or performance history even if not formally debarred.

3.4. Records Retention

Proposers must maintain all records, books, and documents pertinent to this Agreement for at least five (5) years after completing the services and must make them available for inspection upon reasonable request by the City or its auditors. Address below:

PROCUREMENT DEPARTMENT, 4715 Frederick Dr. SW, Atlanta, GA 30336.

3.5. Georgia Open Records Act

Proposals submitted in response to this RFP are subject to the Georgia Open Records Act.

The City cannot guarantee the confidentiality of information marked “confidential” by a

Proposer if such information is required to be disclosed under the Act.

3.6. Cost-Plus Prohibition

The City must not accept cost-plus-a-percentage-of-cost proposals or contracts. Any such pricing submitted must be considered non-responsive.

3.7. Non-Discrimination

Proposer agrees not to discriminate against any person based on race, color, religion, national origin, sex, age, disability, veteran status, sexual orientation, or gender identity in performing this Agreement.

3.8. Electronic Signatures

This Agreement and all Task Orders may be signed electronically, and electronic signatures must be considered valid and enforceable as original signatures. Signing through platforms such as Adobe Sign or other City-approved electronic signature systems must have the same legal effect as a handwritten signature.

3.9. Confidentiality/Data Security

Proposer agrees to maintain the confidentiality of all documents, data, records, and other information developed or obtained in connection with this Agreement. Proposers must implement commercially reasonable measures to protect electronic data and must not disclose City information to third parties without prior written authorization from the City.

3.10. Service Facility and Mobile Response Requirement

The Proposer shall maintain a properly equipped service facility located within fifty 50 miles of 5540 Fulton Industrial Boulevard, South Fulton, Georgia 30336, unless otherwise approved in writing by the City. The Proposer shall also identify any satellite facility, mobile field service capability, and emergency roadside response capability available to support the City’s fleet. No medical, examination, or unrelated service facility requirement applies to this solicitation.

4. EVALUATION PROCESS

The following criteria will be used to evaluate Proposals:

The City desires to select the proposal that is determined to be the most advantageous to the City, considering the technical and price evaluation criteria listed below.

Evaluation Administration and Authority. The Procurement Department shall administer this solicitation, receive and review submissions for administrative compliance, facilitate the evaluation process, maintain the official procurement record, and advise regarding responsiveness and responsibility. The Evaluation Committee shall evaluate and score Proposals in accordance with the criteria stated in this RFP. The authority to determine whether a Proposal is administratively compliant, responsive, and submitted by a responsible Proposer shall rest with the City through its Procurement Department, in consultation with the Evaluation Committee and legal counsel as appropriate. No award recommendation shall be based on any unstated criterion.

The Evaluation Committee (EC) will be responsible for ranking and recommending the most qualified firm(s) to the City Council for the award. The process for this procurement may proceed in the following manner: The Procurement Department shall distribute Proposal materials to authorized evaluators and relevant City staff in accordance with the City’s evaluation procedures. The existence of litigation, standing alone, shall not constitute grounds for disqualification unless expressly authorized by law and materially related to contract performance, integrity, or responsibility.

4.1 PRESENTATIONS OR INTERVIEWS (If Requested)

The City reserves the right to request Best and Final Offers (BAFOs) from one or more responsive and responsible Proposers determined to be within the competitive range. The competitive range will consist of proposals that the Evaluation Committee determines have a reasonable chance of being selected for award. The City also reserves the right to request presentations or interviews from one or more Proposers for the purpose of clarifying proposals or demonstrating service capabilities. The City may make an award based solely on written proposals without conducting presentations or interviews.

If City elects to request BAFO:

4.1.1 Proposers will be provided written notice identifying any revisions requested, including but not limited to pricing, service levels, or clarifications.

4.1.2 BAFO submissions shall be submitted by the date and time specified in the City’s request.

4.1.3 After receipt of BAFOs the City may seek written clarification but will not permit material revisions to proposals.

4.1.4 BAFOs shall be evaluated based on the criteria set forth in this RFP.

Award, if made, shall be made to the responsive and responsible Proposer whose proposal, as modified by its BAFO (if requested), is determined to be most advantageous to the City. The

City reserves the right to make an award without requesting BAFOs.

The EC may provide a list of subject matter for discussion. The individuals/firms will have equal time to present but the question-and-answer time may vary. Proposers/Providers may be requested to demonstrate the nature of their offered solution to the EC. After receipt of submittals, all firms will receive a description of and arrangements for the desired demonstration.

A copy of the demonstration (hard copy, DVD, CD, or a combination of both) should be given to the Procurement Agent at the meeting to remain in the Procurement files.

PROPOSAL EVALUATION – SELECTION CRITERIA

The City's selection of a firm shall be based upon the demonstrated competence and qualifications of the firms to provide the type of service required. Each proposal will be evaluated and scored through a process by the City's staff. The

Proposer's submittal must fully address the requirements listed in this solicitation and the Firm's degree of experience, knowledge, and ability to provide experienced and qualified support staff. The proposal is not to have any exclusions, conditions, or provisions applied to the aforementioned request.

It is the City's intention to select a firm that is the most qualified to meet the City's needs. The award shall be based on but not limited to the following factors:

REQUEST FOR PROPOSALS SCORING

VALUE

MAXIMUM

POINTS

Qualification of Firm – Qualifications to be considered include but are not limited to:

Experience in performing work of a closely similar nature; experience working with other public agencies; record of completing work on schedule; strength and stability of firm; technical experience and strength and stability of proposed sub-contractors; and assessments by client references. Qualifications of project staff will also be considered, particularly key personnel, and, especially, the project manager.

Technical Capability and Fleet-Specific Infrastructure

Technical skills and resources to perform the maintenance tasks effectively using fleet-specific infrastructure.

Past Performance with Similar Municipal or Public Safety Fleets 15

Operational Approach, Turnaround Times, Diagnostics, Parts Availability 15

Cost Proposal with fully Loaded Labor Rates

The Cost Proposal shall also include all costs the Proposer desires to have considered in any contract entered into with the City.

Markups, Parts Structure 10

Local Proposer Preference 5

MAXIMUM SCORING POINTS TOTAL 100

The City shall evaluate Proposals solely in accordance with the criteria and relative weights stated in this RFP. No unstated criteria shall be used. Any local preference or small business preference shall be applied only to the extent authorized by law and expressly stated in this solicitation.

Local Proposer Preference. For purposes of this solicitation, a “Local Proposer” means a

Proposer that, as of the Proposal Submission Deadline, maintains a bona fide physical business location within the corporate limits of the City of South Fulton and is in good standing to conduct business in the State of Georgia. To receive Local Proposer Preference points, the

Proposer shall submit documentary evidence with its Proposal establishing such location, which may include a current business license, lease, deed, utility statement, occupational tax certificate, or other evidence acceptable to the City. Post deadline establishment of a local office shall not qualify for preference points. Preference points shall be applied only to the extent authorized by applicable law and City policy.

Please note that prices may be negotiated in the best interest of the city after the scoring is completed.

*Total points awarded for price will be determined by applying the following formula: (Lowest

Overall Cost /Proposer’s Price) x 15 (Cost Bid Form) = Price Score

Once individual evaluator scoring sheets are completed, only mathematical consolidation is allowed. The minimum total score threshold is eighty (80) for all evaluation criteria excluding Local Proposer Preference.

Scoring Guidance.

For each non price criterion, evaluators shall assign scores based on the degree to which the

Proposal demonstrates low performance risk, technical adequacy, relevant experience, service capacity, and alignment with the City’s operational requirements. A score at or near the maximum shall reflect a Proposal that materially exceeds requirements and presents minimal performance risk. A mid-range score shall reflect a Proposal that meets requirements with moderate risk or limited supporting detail. A low score shall reflect a Proposal that fails to demonstrate capability, contains material weaknesses, or presents elevated performance risk.

APPENDIX A

SCOPE OF SERVICES

APPENDIX A SCOPE OF SERVICES

1. SCOPE OF WORK

GENERAL: Fire Rescue Heavy-Duty Vehicle Maintenance and Repair Services

The Proposer(s) shall provide preventive maintenance, diagnostics, inspections, and repair services for the City’s Fire Rescue heavy-duty fleet of emergency response apparatus and vehicles.

Fire apparatus and emergency vehicles are critical life-safety equipment. The selected

Proposer(s) shall be responsible for maintaining these vehicles in accordance with the highest safety and reliability standards.

The City expects the Proposer(s) to perform all services in a manner that ensures operational readiness, dependability, and the safety of Fire Rescue personnel.

2. PURPOSE

The City of South Fulton Fire Rescue Department operates a diverse fleet of emergency response apparatus and vehicles. The purpose of this Request for Proposals (RFP) is to solicit proposals from qualified and experienced firms to provide preventive maintenance, diagnostics, inspections, and repair services for the City’s Fire Rescue fleet.

The City intends to identify and select one or more Proposer(s) whose experience, certifications, facility capacity, service capability, and demonstrated ability best support the operational needs and readiness requirements of the Fire Rescue Department.

3. CURRENT FLEET (includes but is not limited to)

1. Spartan Pumpers and Aerials

2. Kenworth Tanker

3. Sutphen Pumper

4. E-One Aerial

5. Other Spartan Chassis Apparatus

6. Ford F350 – F550 Chassis Apparatus

4. APPLICABLE STANDARDS AND COMPLIANCE REQUIREMENTS

1. National Fire Protection Association Standards

2. NFPA 1911 – Standard for the Inspection, Maintenance, Testing, and Retirement of In-

Service Emergency Vehicles

3. NFPA 1910 – Standard for Automotive Fire Apparatus where applicable

5. PREVENTATIVE MAINTENANCE

The selected Proposer(s) shall provide comprehensive maintenance and repair services including, but not limited to:

1. NFPA 1911 Compliant Inspections

2. Fluid and filter services

3. Chassis inspections

4. Department of Transportation inspections where applicable

5. Brake system inspections and adjustments

6. Cooling system service

7. Electrical system checks

8. Battery testing and replacement

9. Pump and auxiliary system inspection where applicable.

Preventative maintenance services shall follow manufacturer recommendations and NFPA standards.

6. MECHANICAL and COMPONENT REPAIRS

Proposer(s) must provide repair and diagnostic capability for:

1. Engine diagnostics, rebuilds, and overhauls

2. Transmission diagnostics, rebuilds, and repairs

3. Air brake systems

4. ABS brake systems

5. Hydraulic systems

6. Steering systems

7. Suspension systems

8. Electrical systems

9. Lighting systems

10. HVAC systems

11. Cooling systems

12. Emission control systems

All work must comply with federal emission standards and applicable regulations.

Under no circumstances shall emission systems be tampered with, bypassed, or removed.

7. APPARATUS SYSTEMS (where applicable)

Proposer(s) shall be capable of servicing fire apparatus systems including:

1. Pump systems

2. Hydraulic aerial systems

3. Stabilizers and outriggers

4. Foam systems

5. Water tank and plumbing components

8. FIELD SERVICES

Proposer(s) must provide mobile field service capability including:

1. 24-hour emergency repair response

2. Roadside repair service

3. On-site preventive maintenance

4. Mobile diagnostics

Field response must be available within 24 hours for emergency apparatus failures where feasible.

9. PARTS AND MATERIALS

All replacement parts must meet or exceed OEM (Original Equipment Manufacturer) standards.

The City reserves the right to specify or supply parts through cooperative purchasing agreements.

Vendor requirements include:

1. OEM parts or approved equivalent

2. Documentation of parts origin upon request

3. Compliance with heavy-duty or extreme-duty applications

4. No substitution of City-specified parts without written approval

The City may approve used or remanufactured parts only for non-safety related applications.

10. MANDATORY QUALIFICATIONS

Failure to meet the following requirements may result in proposal rejection.

10.1 FACILITY REQUIREMENTS

The Proposer shall maintain a service and repair facility located within fifty 50 miles of 5540

Fulton Industrial Boulevard, South Fulton, Georgia 30336. The facility must be legally authorized to conduct the services contemplated by this RFP and must remain in good standing throughout the contract term. At a minimum, the facility shall include,

a) multiple heavy duty service bays suitable for fire apparatus and related emergency vehicles,

b) the capacity to service multiple units simultaneously,

c) secure indoor storage for apparatus awaiting service or parts,

d) secure outdoor storage with fencing, controlled access, and monitoring, and

e) adequate tooling, diagnostic systems, lifting capability, and technician workstations necessary to perform the required services.

The City reserves the right to inspect the facility before award and at reasonable times during the contract term.

10.2 PERSONNEL CERTIFICATIONS

Minimum requirements:

1. Emergency Vehicle Technician (EVT) F1 Certification

2. Additional EVT certifications preferred (F2, F3, F4)

3. ASE heavy-duty certifications preferred

4. Manufacturer training preferred

EVT Certification must be recognized by the Emergency Vehicle Technician Certification

Commission.

Technicians should have a minimum of five (5) years’ experience servicing fire apparatus or heavy-duty emergency vehicles.

10.3 ENGINE AND TRANSMISSION CAPABILITY

Proposer(s) must demonstrate capability to service and rebuild:

1. Cummins engines

2. PACCAR engines

3. Allison transmissions

Documentation must be submitted with the proposal.

11. SERVICE LEVEL REQUIREMENTS

Contractors must meet the following service standards:

11.1 Diagnostic Response

Written diagnostic quote within one (1) business day of vehicle delivery or inspection.

11.2 Preventive Maintenance Completion

Preventive maintenance services should be completed within 48 hours of vehicle delivery unless otherwise approved.

11.3 Minor Repairs

Minor repairs should be completed within 72 hours, subject to the availability of required parts.

Generally limited to single-system repairs.

Example of Minor Repairs:

1. Brake component replacement

2. Sensor replacements

3. Minor electrical repairs

4. Belt, hose, or valve replacements

11.4 Major Repairs

Major repairs shall include:

Detailed repair timeline, Parts lead times, and Estimated completion date

11.5 Major repairs will require a detailed repair estimate and approval prior to work authorization

Example of Major Repairs:

1. Engines rebuilt or replacement

2. Transmission rebuilds

3. Pump system overhaul

4. Aerial hydraulic system repair

5. Structural apparatus repairs

11.6 Repair Authorization

No repair work shall be performed without prior written authorization from the City Fleet

Manager or other City representative expressly authorized in writing. Any estimate exceeding five thousand dollars $5,000.00, or any increase above an approved estimate, shall require separate written approval before the additional work is undertaken. Unauthorized work shall be performed at the Contractor’s sole risk and expense and shall not be binding on the City.

12. WARRANTY

Vendor shall provide minimum warranty:

• 12 months parts and labor

Manufacturer warranties longer than 12 months shall apply.

Workmanship warranty applies regardless of manufacturer warranty.

Work Inspection

The City reserves the right to inspect work at any time during repair.

13. SERVICE DOCUMENTATION

Each completed service must include documentation containing:

1. Date of service

2. Work order number

3. Service location

4. Unit designation / City vehicle number

5. VIN

6. Odometer or engine hours (in/out)

7. Complaint description

8. Diagnostics performed

9. Repairs performed

10. Labor hours charged

11. Itemized parts list

14. COMMON RECURRING REPAIR AREAS

1. Air brake system components (air dryers, valves, chambers)

2. Electrical systems and multiplex wiring associated with emergency lighting and controls

3. Pump system valves and seals on apparatus with pump operations

4. Hydraulic systems related to aerial devices and stabilizers

5. Cooling systems due to extended idle time and severe duty cycles

6. Suspension and steering components due to vehicle weight and emergency response driving conditions

15. FLEET MANAGEMENT DIVISION COMPLIANCE AUDITS may include:

1. Review of maintenance documentation and service records

2. Inspection of completed repairs

3. Verification of parts used and OEM compliance

4. Review of technician certifications

5. Verification of labor hours billed

The audits are standard fleet management practices to ensure quality control, NFPA compliance, and fiscal accountability.

16. REPORTING REQUIREMENTS

Vendor shall provide monthly electronic reports including:

1. Vehicles serviced

2. Labor hours billed

3. Parts costs

4. Vehicles out-of-service duration

5. Recurring repairs

17. REQUIRED QUESTIONNAIRE

Proposers must answer:

1. Is your staff EVT certified?

2. Do you provide field service?

3. Do you provide 24/7 field service?

4. Do you provide on-site PM services?

5. Number of EVT-certified technicians?

6. Years servicing fire apparatus?

7. Number of heavy-duty service bays?

8. Do you have secure indoor apparatus storage?

18. PROJECT DESCRIPTION

1. This Request for Proposal intends to obtain the services from a qualified Proposer to perform preventive maintenance, diagnostics, inspections, and repair services for the City’s

Fire Rescue heavy-duty fleet of emergency response apparatus and vehicles. Services rendered by the Proposer should occur at the Proposer’s service facility, satellite facility or mobile field service.

2. For all work tasks covered in this Contract, the Proposer shall employ qualified technicians to perform the specific diagnostic check, maintenance, repair task, or performance tests specified by Emergency Vehicle Technician (EVT) F1, F2, F3, F4 certifications, and ASE

Heavy-Duty certifications.

3. Proposer shall provide proof that Technicians have a minimum of five (5) years’ experience servicing fire apparatus or heavy-duty emergency vehicles.

4. All proposals must be made based on, and either meet or exceed, the requirements. The detailed Scope of Work shall be incorporated in any Contract resulting from the successful proposer.

5. The extent and character of the…