Scope_of_Work_for_Heavy_Equipment_Repair.docx

Sublet Vehicle Repair IFB22-0160

SPECIFICATIONS FOR SUBLET VEHICLE REPAIR.

I. GENERAL

The City of Orlando is inviting bids from qualified automotive service providers for an annual Contract for sublet vehicle repairs as listed on the Bid Price Form. The City’s fleet, relevant to this solicitation, ranges from small passenger cars to light, medium, and heavy-duty trucks. Other models or vehicle types may be added or deleted in the future as required, by Contract Amendment. Contract Amendments must be signed by the Contractor and the City’s Chief Procurement Officer or designee before work on such added equipment can take place.

II. SCOPE OF WORK

A. The Contractor shall provide all labor, material, equipment, supplies, and transportation necessary for the performance of repairs and maintenance.

B. All work assigned during the term of the Contract shall be strictly on an “as needed” basis. The Contractor shall assume no guarantees as to the amount of work allocated to the Contractor during the term of the Contract. Should multiple Contracts result from this solicitation, the City reserves the right to allocate work based on workloads and capabilities determined at the sole discretion of the City.

C. Estimated quantities are based upon previous usage and estimated needs for a twelve-month period. These quantities are only given as a guideline for preparing a bid and should not be construed as representing actual quantities to be repaired and maintained.

III. QUALIFICATIONS

A. All repair and maintenance work shall be performed by A.S.E. Certified technicians or those with equivalent qualifications. The City reserves the right to define what is an equivalent qualification at its sole discretion.

B. Bidders shall provide their Motor Vehicle Repair Registration Certificate and Occupational License (as applicable) prior to award of a Contract. Failure to provide required documentation may be cause for rejection of bids.

C. The Contractor’s Local Service Facility (or Principal Place of Business if the same), as indicated on the Bidder’s Questionnaire, shall be located within a twenty (20) mile radius from the City’s Fleet Management Division, 1010 S. Westmoreland Dr., Orlando, Fl.

D. The Contractor’s facility shall have adequate provisions for the secured storage of City vehicles when in the possession of the Contractor. Adequate provisions shall include at a minimum: secured fencing of adequate height, security lighting, and alarms guards or remote monitoring. The City reserves the right to inspect storage provisions prior to award of a Contract and at any time during a Contract and determine adequacy at the sole discretion of the City. Failure to meet these requirements may be cause for rejection of bids or cancellation of a Contract.

E. It is expected that the Contractor shall give prompt and convenient service to the City to the best of their ability, barring unforeseen circumstances, failure to do so may be cause for termination of a Contract.

IV. WORK ORDER ISSUANCE AND APPROVAL PROCESS

A. Whenever the City deems it necessary to have repair or maintenance work performed on any City vehicle, a work order shall be created by the City for the work. The Contractor shall be notified verbally (followed up in writing within twenty-four hours) or in writing of the work to be performed. In some cases, a work order may be issued via telephone, using the City’s Pro Card (credit card) for payment.

B. The City shall provide a complete verbal (followed up in writing within twenty-four hours or written description of the work to be performed, to the best of its ability. The Contractor, being a vehicle repair and maintenance professional, is expected to have knowledge of what information must be taken into consideration to produce a high-quality job and request additional information from the City when necessary.

C. After receiving verbal (followed up in writing within twenty-four hours) or written notification of the work to be performed, the Contractor shall have one (1) normal business day in which to inspect the vehicle and submit a written quotation for the work to the City. This written quotation must be in accordance with this Solicitation and resulting Contract. (Quotations may not include items not covered under the scope of the Contract). If the Contractor fails to respond in one (1) normal business day, the work may be awarded to another Contractor by the City.

D. After receiving a written quotation, the City shall verify the work recommended by the Contractor and if necessary, point out any discrepancies that shall be corrected by the Contractor. A revised written quotation shall be submitted to the City by the Contractor in such cases.

E. After verification of the written quotation by the City, and after receiving the City’s verbal (followed up in writing within twenty-four hours) or written approval of the written quotation, the Contractor shall start the work within one (1) normal business day, and thereafter, have two (2) normal business days to complete the work. Total downtime acceptable, after receiving the City’s verbal (followed up in writing within twenty-four hours or written approval of the written quotation, including pick-up and delivery) shall be three (3) normal business days. If the Contractor does not meet the agreed downtime, the City reserves the right to have the vehicle(s) returned to the Fleet Management Division or to another location designated by the City.

F. When picking up vehicles from the City, if it becomes necessary, it is the Contractor’s responsibility to tow the vehicle at the Contractor's expense.

G. If (in the Contractor’s judgment) any additional downtime is required exceeding three (3) days, the Contractor shall notify the City in writing of such requirements within one (1) normal business day of picking up the vehicle(s) from the City. The Contractor shall provide good and sufficient reasons for requesting additional downtime. The City, at its sole discretion, may elect to award the work to another Contractor or have the Contractor return the vehicle to the City.

H. Except as may be directed otherwise, the Contractor shall deliver repaired vehicles to the Fleet Management Division, 1010 S. Westmoreland Dr., Orlando, FL.

V. ADDITIONAL WORK

A. The Contractor shall not perform, or bill the City for, any additional work not listed on the original, approved written quotation, without receiving the City’s prior approval in writing. The Contractor shall submit to the City a supplemental written quotation, referencing the original approved written quotation, detailing the need for additional work, clearly itemizing the price and indicating any additional downtime required to perform the additional work.

B. After receiving a supplemental written quotation, the City shall verify the additional work recommended by the Contractor and if necessary, point out any discrepancies that shall be corrected by the Contractor. A revised supplemental written quotation shall be submitted to the City by the Contractor in such cases.

C. After verification the supplemental written quotation by the City, and after receiving the City’s verbal (followed up in writing within twenty-four (24) hours) or written approval of the supplemental written quotation, the Contractor shall commence the additional work.

D. Additional work approved by the City shall be invoiced on one final invoice (along with the originally approved work itemized separately and the additional work clearly identified as approved additional work.

VI. MATERIAL REQUIREMENTS

A. The City prefers to purchase OEM parts. All materials used for the repair and maintenance of City vehicles shall be in new condition.

B. Aftermarket, rebuilt, remanufactured, or exchange parts may be acceptable with prior verbal or written approval by the City before making any repairs, provided they come with warranties equal to the new part warranties as specified in Section VII, below. The Contractor shall be required to honor the bid pricing and Contract Specifications for such purchases.

C. The Contractor may be required to furnish the complete current manufacturer's price list and any parts catalog(s) that may be required by the City.

D. An adequate local stock parts and adequate facilities must be maintained at the Contractor's place of business to assure the City of prompt service. The City reserves the right to inspect the Contractor's inventory of parts and facilities prior to award of a Contract and at any time during the Contract. Failure to meet the City’s requirements may be cause for rejection of a bid or cancellation of a Contract at the City’s sole discretion.

VII. WARRANTIES

A. The Contractor shall warrant that all work shall be performed in accordance with the Specifications and be of the highest quality.

B. The warranty for equipment and parts provided during repair and maintenance work, found to be defective or not in conformity to the Specifications, shall be for the manufacturer’s warranty period, or thirty-six (36) months, 36,000 miles, whichever is greater, to include the parts, labor, pick-up, and delivery.

C. The warranty for Preventive Maintenance (PM) items, and normal wear items such as batteries, belts, bulbs, and tires, provided during repair and maintenance work, found to be defective or not in conformity to the Specifications, shall be for the manufacturer’s warranty period.

D. The Contractor, in addition to all other warranties, shall be responsible for faulty labor and workmanship and shall promptly correct improper work, without cost to the City, within a reasonable time after receipt of notification of such faulty labor and workmanship or reimburse the City for all costs related to the faulty labor and workmanship. Payments in full or otherwise, do not constitute a waiver of this warrantee. This warranty period shall be effective for one (1) year after acceptance of the work by the City, at a minimum.

E. The Contractor shall warranty equipment or parts supplied to the City as wholesale parts which are found to be defective or not in conformity to the Specifications. The City reserves the right to cancel any orders and return such equipment or parts to the Contractor, at the Contractor’s expense, with no restocking or shipping charges.

F. The Contractor shall provide detailed documentation of all non-warranty work, and all warranty work performed for the City, in a written and electronic format.

VIII. PRICING

A. The labor rate/hours shall be based on a fixed rate per hour. Hours charged shall be based on a published labor rate standard such as Mitchell or Alldata, or actual job hours, with prior verbal (followed up in writing within twenty-four (24) hours) or written approval from Fleet Management.

B. Shop supplies and/or environmental fees required to complete maintenance or repairs which are not parts, shall be charged at no greater than 2% of the total invoice and shall not exceed $50.00 per invoice.

C. The parts percentage mark-up shall be based on the Contractor’s bid fixed percentage above the Contractor’s actual cost of parts obtained through competitive pricing. The City reserves the right to verify pricing with the Contractor’s supplier. Written documentation of the Contractor’s cost and the Contractor’s supplier for parts sold to the City shall be provided to the City within seven (7) business days upon Contractor’s receipt of such request by the City.

D. Oils and lubricants shall be defined as parts and shall be subject to the Contracted parts pricing.

E. The City shall not be charged shipping costs for Contractor stocked items, Contractor stocked items which are ‘out of stock’ or for non-stock items which are available through a local inventory network, for items provided as part of repair and maintenance or wholesale parts purchases.

F. Shipping charges for non-stock items which are not available through a local inventory network, special order items or items shipped with expedited delivery at the City’s request, shall be estimated and itemized on the quotation provided to the City for such items and shall require prior verbal (followed up in writing within twenty-four (24) hours) or written approval by the City.

G. The Contractor does not have to bid on all groups but bid on all the items in each group. For example, Contractor should bid on Markup %, Original Equipment Manufacturer (OEM), Markup %, aftermarket, with prior approval by the City, and Labor Rate.