Scope_of_Services_-_Roadside_Tire_Repair.docx
DOCX document 21 KB Posted
- Solicitation number
- 24-0442-ITQ
- Issued by
- Pinellas County, Florida
About this file
This document is a Scope of Services for Roadside Tire Repair issued by Pinellas County Fleet Management in Florida, outlining comprehensive tire service requirements for county and participating public entity vehicles. The contract provides for 24/7 roadside tire repair and replacement services, with vendors required to dispatch service vehicles within one hour during normal business hours and two hours after hours, weekends, and holidays. The scope covers a full range of tire services including wheel balancing, tire repair, mounting, dismounting, and disposal, with specific requirements for service documentation, repair standards, and parts quality. The contract mandates that vendors use new OEM or equivalent quality parts, adhere to safety regulations, and provide comprehensive service at the point of vehicle breakdown.
Pricing for the contract is structured with flat-rate service call pricing that includes travel time, mileage, and all associated expenses. Tire replacement and repair pricing must conform to the State of Florida Tire Contract, with no additional disposal fees permitted. Vendors must submit invoices within three working days of service, including detailed documentation such as asset numbers, service times, and part details. The contract also requires vendors to provide an emergency response plan for supporting county operations during major storms or natural disasters, and submit an annual report detailing contract usage by vehicle/equipment class. No subcontractors are allowed, and vendors must meet specific licensure, certification, and insurance requirements established by Pinellas County.
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Other files
| File | Type | Posted |
|---|---|---|
| Fleet_Vehicles_Road_Service_-_Tire_Repair_and_Replacement.pdf | ||
| Final_Line_item_sheet.xlsx | XLSX spreadsheet |
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Text version
| 4. | SCOPE OF SERVICES: |
| A. | GENERAL REQUIREMENTS: |
| 1. | Vendor shall provide tire service as requested twenty-four (24) hours per day seven (7) days per week inclusive of weekends and holidays. No Subcontractors shall perform services under this contract; this includes 1099 contract employees. |
| 2. | Vendor service call pricing shall include travel time, mileage, and any other expense relative to providing a technician and a service vehicle to repair location. |
| 3. | Vendor shall provide road service at point of breakdown. |
| 4. | Vendor shall repair or replace tires on location as required. The repair standard following service is for return of the vehicle or equipment unit to normal and safe travel and operation. |
| 5. | Vendor shall equip and staff responding service trucks to properly service all type of units owned and operated by Pinellas County or participating public entities. |
| 6. | Vendor shall provide the full range of tire services as needed to include wheel balancing, tire repair, tire mounting, tire dismounting and tire disposal. |
| 7. | Vendor shall meet all applicable safety precautions and regulations for both the vendor's employee and associated work areas and provide needed personal protective equipment. |
| 8. | Vendor shall provide new Original Equipment Manufacturer (OEM) or equivalent quality repair parts as required for the individual service road call. The County shall determine equivalence of repair parts. |
| 9. | Vendor shall provide all labor, parts, and materials for all authorized repairs. |
| 10. | Vendor shall adhere to the County's licensure, certification and permit requirements and provide insurance coverage for the specified perils in the specified amounts. |
| 11. | Vendor shall provide a flat rate price for service calls, both during normal working hours Monday - Friday, (7:00 AM - 5:30 PM) and after hours (including weekends and Pinellas County approved holidays). |
| 12. | Pinellas County shall reserve the right to cancel a service run at no charge prior to dispatch of a service vehicle, or if a required response time is not met. |
| B. | ROAD SERVICE REQUIREMENTS: |
| 1. | Pinellas County Fleet Management shall issue a unique work order number for each service request. The vendor shall ensure this unique Pinellas County work order number is listed on both the vendor's work order and invoice as applicable. |
| 2. | The vendor shall dispatch a service vehicle to various locations within Pinellas County upon notification by Pinellas County Fleet Management personnel of the need for tire repair or replacement services. The County shall provide a list of personnel who may authorize service under this contract. |
| 3. | Vendor shall provide a dispatch phone number that shall respond to service requests twenty-four (24) hours per day, seven (7) days per week. |
| 4. | The vendor shall issue a work order or invoice for each service request. |
| 5. | During normal business hours, the service vehicle shall arrive at the service location within one (1) hour following County request for service. After normal business hours, or on weekends and holidays, the service vehicle shall arrive at the service location within two (2) hours following County request for service. |
| 6. | If required, Pinellas County shall provide new/replacement tires which the service vehicle may obtain from County storage facilities. No additional charge shall apply for travel to and from the replacement tire storage facility. |
| 7. | If one or more units require service at the same time and location the vendor shall charge for only one (1) service call. However, the vendor shall list each unit's unique asset number on the work order and invoice. |
| 8. | Pinellas County Fleet Management may request the vendor to supply the tire during after-hours service or if Fleet Management does not have it. Fleet Management personnel shall specifically authorize this alternative provision and pricing shall conform to the prevailing State of Florida contract. |
| C. | TIRE SERVICES: |
| 1. | SERVICE CALLS: Time of initial service call shall determine category of service. |
| a. | Normal Working Hours are Monday through Friday, 7:00 AM through 5:30 PM. |
| b. | After-Hours, Weekends and County Approved Holidays. |
| 2. | WHEEL BALANCING: The vendor shall balance wheels following tire repair or replacement. Computerized wheel balancing services are required for automobiles and light trucks; use of equal balance material is required for heavy truck wheels. |
| 3. | FLAT REPAIR: The vendor shall use a patch repair for tire puncture repairs, unless the tire has 5/32 or less tread; in those cases, a tire plug will suffice. The vendor shall replace the tire if the tread is split or if the sidewall is punctured. |
| 4. | TIRE REPLACEMENT: Tire replacement services includes dismounting and disposal of the unrepairable tire. The vendor shall install a tire of new manufacture in the same size, model, and brand of the dismounted tire along with a new tube if required and a new valve stem. Exceptions require prior County Fleet Management authorization. The current standard manufacturer for Pinellas County is Goodyear. |
| 5. | REPAIRS: In some instances, a County-owned unit may be taken to the vendor's location for repair. In this case, the vendor shall follow all invoice requirements stated in Section G, Invoices. |
| D. | TIRE DISPOSAL: |
| 1. | Vendor shall remove all used tires from the service area and dispose of them according to prevailing law. |
| 2. | Vendor shall possess all licenses or certificates required by the County, State of Florida, or Federal codes and /or regulations, including Environmental Protection Agency (EPA) certification for disposal of used tires. |
| 3. | Pinellas County Fleet Management reserves the right to request return of a dismounted tire. |
| 4. | Vendor shall provide a credit for all 11R 22.5 and 12R 22.5 tire casing surrendered. The work order and invoice shall present the service cost, and application of the tire casing credit. |
| E. | VENDOR DOCUMENTATION: |
| 1. | The vendor shall issue a work order or invoice for each service call and document the following on all work orders and invoices: |
a. Vehicle or equipment asset number
b. Fleet Management work order number
c. Odometer or hour meter reading of Vehicle or equipment
d. Printed name and signature of County driver or equipment operator
e. Name of Fleet Management employee who ordered service
f. Tire size
g. Date and time of service
h. Wheel position for each tire repair or replacement
i. Type of service provided (repair or replacement) and reason
| 2. | If the driver or operator is not present with disabled unit, a notation is to be made on the repair work order. |
| 3. | Fleet Management personnel may authorize service outside of normal business hours without a Fleet Management work order number. The vendor shall contact Fleet Management to obtain this number on the following business day. |
| F. | PRICING: |
| 1. | Vendor shall provide a flat rate price for service calls, both during normal working hours Monday - Friday, (7:00 AM - 5:30 PM) and after hours (including weekends and holidays). |
| 2. | All repair pricing shall include all necessary labor, parts and materials required for flat repairs. Primarily, these repair parts will consist of patches, plugs, lubricant, cements, O-rings, and valve stems. |
| 3. | Tire replacement shall include fees for the lawful disposal of tires. No additional disposal fees will be paid. |
| 4. | If the vendor must purchase a replacement tire, pricing shall conform to that in the State of Florida Tire Contract. Pinellas County will not pay more than the prices specified in the State Contract. The link to the State of Florida contract is as follows: |
http://www.dms.myflorida.com/business operations/state purchasing/vendor information/state contracts agreements and price lists/state term contracts/tires
| G. | INVOICES: |
| 1. | Vendors shall submit original service invoices within (3) working days from date of service delivery. The County shall not pay subcontractor invoices as this contract specifically disallows use of subcontractors to perform services. |
| 2. | All proper invoices shall contain the following information: |
| a. | Vehicle or equipment asset number |
| b. | Hour meter reading, and mileage, |
| c. | Date and time when service call was made, date and time of arrival at the service location and date and time the work was completed. |
| d. | Make and model of unit serviced, |
| e. | Manufacturer part number used for service repair, |
| f. | Unit price and extended price and copy of vendor's original work order if separate from the invoice |
| g. | Pinellas County Fleet Management's work order number, |
| h. | Tire price (Must state: State of Florida contract price or Manufacturer Published Price List and discount). |
H. EMERGENCY RESPONSE PLAN:
Vendor shall provide their emergency response plan detailing how they will support Count operations following a major storm or natural disaster as well as resources they can provide and emergency contact information. Pinellas County Government has a pivotal role in preparing public facilities for major weather events as well as in post-event response and recovery operations. These first responders rely upon Fleet Management and its commercial service partners to provide repair services and materials as needed to maintain public services under difficult conditions.
I. ANNUAL REPORT:
The vendor shall provide Pinellas County Fleet Management with an annual report of contract usage detailed by vehicle/equipment class, quantities, and prices.
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