Scope_of_Work.pdf

ACHD Commuteride | FY2027 | 1

FY2027 Commuteride Light Vehicle Maintenance and Services Ada County Highway District

Request for Proposals

Scope of Work ACHD seeks a contractor to provide preventive maintenance, documented safety inspections, common mechanical and electrical repairs, and vehicle transport for the Commuteride vanpool fleet. Services shall follow the applicable vehicle manufacturer specifications and service procedures and the requirements below. The contractor shall coordinate work with ACHD to minimize interruption of passenger service.

1 Background and fleet coverage Approximately 112 vehicles owned and/or operated by ACHD Commuteride form the estimated fleet covered by this contract. Vehicles average approximately 18,000 miles annually for planning purposes. Fleet size, mileage, service quantities, and vehicle assignments may change; these estimates do not guarantee work or payment.

The fleet inventory issued with the solicitation shall identify unit number, VIN, model year, make/model, engine, transmission, drivetrain, tire size and load rating, and relevant equipment. Pricing groups are the 2018–2023 Honda Odyssey, 2015–2021 Ford Transit 3.5L turbo, and 2026–2027 Ford Transit 3.5L non-turbo. The contractor shall verify the actual vehicle configuration before service. Services for vehicles outside the listed pricing groups require a written estimate and ACHD authorization under the contract pricing method.

2 Contractor qualifications and responsibility The contractor shall be primarily engaged in vehicle maintenance and repair and shall provide facilities, equipment, staffing, and access to current service information appropriate for the fleet. Facilities shall accommodate the vans’ dimensions and weights and the services offered.

Specialized factory and warranty work may be coordinated through an appropriate authorized facility.

Technicians shall hold ASE certifications relevant to their assigned work or have equivalent documented training and experience acceptable to ACHD. Proposals shall identify qualifications, relevant certifications, equivalent training where applicable, and supervision arrangements. ACHD will evaluate whether those qualifications support the proposed services.

The contractor may use identified subcontractors and remains responsible for scheduling, custody, transport, workmanship, reporting, invoicing, and warranty performance. Proposals shall identify subcontractors and services assigned to them. Changes to subcontractors or service facilities require prior written ACHD approval. The contractor shall provide one primary contact and an alternate for service coordination and escalation.

3 Preventive maintenance program For this solicitation, PM-A/B identifies one combined routine preventive-maintenance package priced separately for each vehicle group. The A and B identifiers do not create

ACHD Commuteride | FY2027 | 2 separately billable overlapping packages. PM-C/D identifies the menu of separately authorized maintenance and repair services; it is not a package automatically performed at a fixed mileage.

ACHD may control scheduling and authorization through its designated staff, and coordinate with ACHD staff including the Operations Fleet Technician or Rideshare Coordinator. Vehicles typically receive routine service approximately every 6,000 miles. This planning interval does not override an earlier manufacturer time/mileage limit, service indicator, or condition requiring attention. The contractor shall review available service history, vehicle mileage, elapsed time, manufacturer maintenance indicators, and applicable normal or severe-service guidance and notify ACHD of services due. ACHD shall provide its current maintenance schedule and available history. Where additional ACHD requirements affect scope or cost, the contractor shall identify the difference before performing work.

Service shall follow the applicable manufacturer procedure and specified materials for the vehicle/VIN. A generic service label does not authorize an inapplicable task, unnecessary fluid addition, chemical treatment, or replacement. Record inapplicable inspection items as N/A.

Reset only the maintenance indicators corresponding to completed services. Record completed maintenance and the next recommended service trigger in miles, time, or indicator terms, as applicable. Install or update a legible windshield service sticker with the service date, mileage, and next due information agreed with ACHD. Contractor inspections supplement rather than replace the driver’s required daily pre-trip inspection.

4 Routine PM package and safety inspection The PM-A/B package shall include the following applicable tasks. Itemized prices shall sum to one complete package price. An included task may be entered at $0 with its inclusion identified; it shall not be separately charged again during the same visit.

Replace engine oil and filter using the manufacturer-required viscosity, performance specification, and full service-fill quantity. Identify proposed oil and filter products in the proposal.

Inspect chassis components and lubricate only manufacturer-designated serviceable fittings.

Check transmission/transaxle, differential, brake, power-steering, and coolant levels using applicable manufacturer procedures; correct levels where appropriate. Investigate and report abnormal loss rather than treating repeated topping-up as a repair. Use power-steering fluid only on hydraulic systems and differential fluid only on separately serviceable components.

Check and fill windshield-washer fluid; inspect engine and cabin air filters, drive belts, hoses, leaks, and wiper operation and condition.

Check tire condition, record tread depth and pressure by wheel position, adjust pressures to the applicable vehicle specification, and inspect the spare and its equipment where fitted. Rotate tires using the applicable pattern, unless a documented manufacturer or condition-related restriction prevents rotation.

Inspect brakes and record pad/lining thickness and applicable rotor measurements by wheel position. Inspect brake hoses/lines, visible leaks, and parking-brake operation using the applicable procedure.

Test the battery and starting/charging system as appropriate, document results, and inspect connections. Check electrolyte only on serviceable batteries where the manufacturer permits it.

Complete the safety inspection described below and reset the oil-service indicator after the oil service is completed.

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The safety inspection shall cover steering and suspension, wheel bearings, visible driveline components, belts and hoses, fluid leaks, exhaust condition, exterior lamps, horn, wipers/washers, mirrors, windows, doors, handles, locks, latches, hinges, hood, and visible body damage. Interior checks shall include seat belts, seat securement and adjustment, heater/defroster, front and rear air conditioning where equipped, interior lighting, gauges, warning indicators, and ACHD-required emergency equipment. Verify the fire extinguisher, first aid kit, emergency/reflector kit, seatbelt cutter/window breaker, required vehicle documentation, and Accident/Emergency Kit. Check the apparent presence and condition of onboard cameras and telematics and report faults to ACHD; technical repairs require separate authorization. Inspect any fitted bike rack and hitch-lock security and report damage or missing keys.

Use the ACHD inspection and service forms issued with the solicitation or an ACHD-approved electronic equivalent. Record OK, serviced, replaced, requires attention, or N/A as appropriate.

Provide measurements and findings, not only a pass/fail mark. Separate safety-critical findings from other recommended work. A standalone comprehensive safety inspection may be ordered using its separate matrix item; do not bill that item in addition to a PM package that already includes it.

Notify designated ACHD staff immediately of a safety-critical defect. Document the condition and coordinate vehicle disposition before return to passenger service. Do not drive a vehicle the contractor determines is unsafe; arrange an approved alternative transport method.

Vanpool drivers do not authorize repairs unless specifically designated by ACHD.

5 Separately authorized services and repairs Provide common mechanical and electrical diagnosis and repairs, including brakes, steering and suspension, wheel bearings/hubs, starting/charging, cooling, air conditioning, drivetrain, lighting, and passenger-door/latch systems. Use the fixed-price items in PM-C/D where applicable; use the authorized extra-work method for other repairs. No service listed below is automatically authorized by its inclusion in the contract.

Filters, fluids, and scheduled services. Provide engine/cabin filters, applicable serviceable fuel filters, brake-fluid replacement/bleeding, engine-coolant replacement and air bleeding, spark-plug replacement, accessory-drive belts, and applicable timing-belt services when due or authorized. Transmission service shall use the manufacturer-prescribed method, fluid, service quantity, and applicable filters/seals; a machine flush is not universally required. Differential-fluid service shall exclude seal repairs, and additives shall be used only where specified for the actual axle. Price pinion and axle/wheel-seal repairs separately.

Odyssey timing-belt service. The fixed-price line shall include the timing belt, tensioner, idlers, water-pump replacement, required seals/gaskets, coolant replacement and air bleeding, and labor. Spark plugs and accessory belts are separately priced and require authorization. When services are combined, the estimate shall remove overlapping labor and materials.

Brake service. Each front- or rear-axle package shall include pads, two new rotors, applicable hardware, slide-pin inspection/service, required parking-brake service mode/reset, and a completion check/road test were safe. Calipers, hoses, other repairs, and a full brake-fluid replacement are separately authorized. Record pre-service measurements and reasons for replacement.

Batteries. Replacement shall meet the applicable battery technology, group size, capacity, and cold-cranking requirements. Include installation, necessary battery-management reset, disposal, and net core credit. Identify warranty and single/dual-battery configuration. For a dual-battery vehicle, obtain authorization specifying which battery or batteries are to be replaced.

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Tires and wheels. Meet the inventory’s specified size, load rating, speed rating, and seasonal requirements. Identify proposed tire make/model and warranty. Winter tires shall carry the three-peak mountain snowflake designation. Replacement pricing shall include mounting, balancing, routine valve/TPMS service kit, disposal, and applicable fees; replacement TPMS sensors are separately priced. Provide individual tire and four-tire-set prices, puncture repair, balancing, seasonal mounted-wheel swaps, and seasonal dismount/mount/balance.

Alignment and suspension. Alignment includes four-wheel measurement, adjustment of serviceable angles, and before/after results. Rear measurement does not imply an adjustable rear axle. Electronic steering/driver-assistance calibration is performed and priced only when required by the applicable procedure and authorized. Specify shocks/struts, position, quantity, related parts, and any required alignment in repair estimates.

Air conditioning. Identify refrigerant type and charge quantity from the vehicle label and service information, including front/rear system configuration. Use the specified refrigerant and lubricant. Evacuation/recharge pricing shall include the full specified charge, labor, and fees. Leak diagnosis and component repairs are separately authorized.

6 Vehicle transport and custody The contractor shall coordinate pickup and return delivery for scheduled and unscheduled service at ACHD-designated locations, including Boise, Meridian, Kuna, Star, Emmett, Nampa, Caldwell, Ontario, Garden Valley, and Mountain Home.

Identify arrangements to access MATES, Gowen Field, and Mountain Home Air Force Base, subject to each site’s access requirements.

Routine pickup/return service is a required capability but is priced separately at the matrix transport rate. Bill actual combined driver-hours for the approved pickup/return movement, not elapsed vehicle downtime.

Document pickup/return mileage, time, location, visible condition, and key handoff. Store vehicles and keys securely; restrict use to authorized transport, diagnosis, and testing. The contractor remains responsible for custody while vehicles are at subcontractors. Report damage, loss, collisions, or other custody incidents to ACHD immediately and provide a written account. Do not use vehicles for personal or unrelated business purposes. Safeguard fuel cards and their pouches, vehicle documents, emergency kits, keys/FOBs, and accessories;

return them with the vehicle. Fuel-card use requires ACHD authorization. Do not disable, obscure, reposition, access recordings from, or remove cameras, GPS, or telematics except as specifically authorized for service. Document necessary disconnection and verify restoration before return. Follow ACHD instructions for identifying contractor driving separately from volunteer-driver activity.

7 Service scheduling and turnaround Routine maintenance and common repairs shall be completed, and the vehicle returned within 24 elapsed hours after pickup or delivery to the service facility, whichever first places the vehicle in contractor custody, provided the work has been authorized. More complex repairs shall not exceed 48 elapsed hours without written ACHD approval. Time awaiting ACHD authorization may be excluded only when the request and response times are documented. Parts delays or other extensions require approval rather than an automatic exclusion.

Notify ACHD promptly of any threatened deadline, the reason, available alternatives, and a revised completion estimate. Coordinate pickup and return around commuter operations, generally 5:00 a.m. to 7:00 p.m. Weekend maintenance is preferred. Identify normal hours, ACHD Commuteride | FY2027 | 5 weekend availability, normal-business-hours roadside service, and any optional emergency/after-hours coverage, response commitments, and pricing.

Coordinate after-hours response with ACHD’s designated roadside-assistance provider; the handbook currently identifies AAA. Confirm dispatch and payment responsibility with ACHD to avoid duplicate service. Windshield/rock-chip work shall be reported to ACHD and routed to its designated provider unless separately authorized under this contract. A driver’s scheduling or emergency contact does not by itself authorize billable repairs.

ACHD coordinates the assignment of fleet loaner vans when a route’s primary van is in service.

The contractor shall coordinate approved loaner pickup/exchange/return with ACHD and the designated driver, record both unit numbers and odometers, and communicate timing changes so other route drivers can be notified. Contractor-owned loaners are not assumed to be included. Return vehicles with at least one-quarter tank of fuel; notify ACHD of any need for authorized refueling.

8 Authorization and repair orders All non-routine work requires authorization by the ACHD-designated fleet representative, such as the Operations Fleet Technician or Rideshare Coordinator. ACHD shall provide its authorized contact list. Email or another ACHD-approved electronic record is acceptable authorization. Schedule and authorize routine PM using the agreed package price. Before diagnostic work, obtain approval of its scope and a not-to-exceed cost. After diagnosis, obtain approval of the proposed repair before proceeding.

Estimates shall identify the vehicle, findings, proposed work, parts, labor hours/rates, diagnostic charges, transport, fees, applicable contract items, anticipated completion, and total not-to-exceed cost. State whether diagnostic charges will be credited toward the repair.

Any added work or increase above the approved total requires revised written authorization before the additional work begins. Remove overlapping labor/materials when combining services.

Provide separate repair orders for each vehicle and service visit. Submit the completed order and inspection record electronically by the next business day after vehicle return. Include unit number and VIN; make/model/year; odometer; pickup/return locations and times; service dates; complaint, diagnosis, and correction; inspection measurements; parts identifiers and quantities; fluids/specifications and quantities; labor hours/rates; itemized costs and credits;

authorization reference; purchase-order reference; warranty terms; and next recommended service. Attach equivalent subcontractor records and invoices.

9 Warranty and covered work Materials and workmanship shall conform to the contract and be free from defects for at least 4,000 miles or 90 days after completion, whichever occurs first. Longer applicable manufacturer or contractor warranties shall remain available and shall be identified on the repair order. The contractor shall coordinate and administer warranty claims, including subcontracted work.

The contractor shall remedy defects covered by its workmanship/material warranty at no expense to ACHD, including necessary diagnosis, parts, labor, and pickup/return transport, within two working days after notice to the contractor unless ACHD approves another completion time. A repair shall not be billed again merely because a subcontractor performed the original work.

Before authorizing chargeable work, notify ACHD if the condition may be covered by a manufacturer warranty, recall, or other coverage. Obtain ACHD direction on dealer referral, ACHD Commuteride | FY2027 | 6 authorization, and transport. Do not perform work represented as manufacturer-warranty service unless authorized to provide that service.

10 Parts pricing and extra work Fixed unit prices shall include all labor, parts, fluids, consumables, shop supplies, disposal/environmental fees, freight, and delivery of parts needed for the defined service.

Vehicle transport is governed separately by Section 6. Do not add surcharges or bills and included tasks a second time. Handle taxes, if applicable, consistently with the solicitation’s purchasing instructions.

For authorized work without a fixed-price item, apply the quoted labor rate to documented actual productive hours, capped at the approved estimate unless revised in writing. Do not bill overlapping time twice. Identify the labor-time guide, if used, in the estimate; it does not replace the agreed actual-hours method. Use the quoted diagnostic rate for approved diagnostic time.

Parts markup shall be the quoted percentage applied to documented net supplier cost after discounts and credits, excluding separately billed taxes. Provide cost support on request and pass through core returns and warranty credits. Do not apply extra parts markup to a fixed-price service. Routine shop supplies and disposal for extra work shall be included in the quoted labor rate and parts markup.

For subcontracted work with a matching contract item, charge no more than the lesser of the subcontractor invoice or that contract price. For subcontracted work without a matching item, obtain an itemized not-to-exceed quote before work; bill actual subcontractor cost without additional markup, within the authorized amount. Avoid duplicate prime-contractor labor or parts charges for the same work.

11 Proposal cost forms and payment Complete the PM-A/B and PM-C/D forms. PM-A/B is priced by vehicle group, not solely by cylinder count. PM-C/D services are individually authorized and priced by the stated unit.

Submit one fixed price per listed group and line; disclose configuration limitations or exceptions in the response field for ACHD review. Do not silently substitute a different scope.

Enter numeric prices, including $0 where included, and distinguish Priced, Included, N/A, and Not offered. Explain N/A and Not offered responses. Blank entries shall be deemed incomplete. No exceptions shall be permitted. Mark an included standalone service only when it will be provided at no additional charge whenever separately ordered under that item;

inclusion in a PM package alone does not mean its standalone price is $0.

Prices shall remain fixed for the agreement period. Renewal or extension changes may be considered following ACHD market analysis and written agreement; no increase is automatic.

Reference the applicable monthly purchase order on each invoice and supporting repair order. Submit only authorized completed work at the applicable contract price. Identify transport and credits separately.

12 Required proposal information and attachments Proposals shall include completed cost forms; proposed facilities/subcontractors and location coverage; technician qualifications; normal/weekend/emergency hours; scheduling and escalation contacts; transport and military-site access arrangements; proposed oils, filters, tires, and battery specifications/warranties; electronic reporting capability; and clearly identified exceptions. Describe any additional service that reduces downtime and state whether it is included or separately priced.

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The solicitation shall include the fleet inventory, ACHD maintenance schedule, vehicle inspection/service forms, populated evaluation quantities and parts-cost base, and the proposal evaluation method. The contractor shall bring inconsistencies among the scope, inventory, and cost forms to ACHD for written clarification before performing affected work.