TECHNICAL_SPECIFICATIONS.pdf

TECHNICAL SPECIFICATIONS FOR

REPAIR SERVICES FOR LAWN, FIELD, AND LANDSCAPE MAINTENANCE EQUIPMENT

1. GENERAL

Awardee shall perform the repair of Lawn, Field & Landscape Maintenance Equipment for the use by various Departments for the City of Tampa. These services shall be performed in a first class, professional manner. Failure to do so shall result in default of Award.

2. BIDDER QUALIFICATIONS AND SUBMITTALS

Bidder shall have an operation facility located within the City of Tampa limits. Bidder that has these facilities located outside of this identified region will not be considered. In addition to this requirement, the bidder shall submit with their bid the following items:

2.1 Completion of Exhibit 3 – Bidder Questionnaire, that is included in this bid document.

2.2 A list of equipment that is to be used in the execution of the work detailed herein. This list shall include the capabilities and any other relevant technical data of the equipment that is listed. This information shall be sufficient for the City representative to determine the suitability of the equipment to accomplish the work described herein. The Bidder’s equipment list should at a minimum include the following items:

▪ Truck and trailer to transport equipment

▪ One engine analyzer

▪ One battery charger and electrical system tester

2.3 Bidder shall be an authorized dealer for the brands listed in the Bid Proposal section in OpenGov/Exhibit 2. Awardee shall have two or more technicians who are trained to work on said brand(s) and submit proof of same in the bid submittal.

2.4 Documentation that details an established in-house safety training program or procedures for employees who will be involved in the performance of the work described herein.

Bidder that does not meet these requirements or submit the proper documentation in their bid response packages may be deemed non-responsive.

3. WORK BASIS

Work shall be done on a time and materials basis at prices indicated in the Bid Proposal section in OpenGov. However, in no instance shall the actual invoiced costs exceed the original estimate.

3.1 The City shall not allow a trip charge to be added for repairs.

3.2 Awardee shall ensure that all City equipment shall be operated for the sole purposes of pick-up and delivery or diagnostic testing. Awardee is prohibited from using this equipment for its own profit, this includes through loan or demonstration purposes.

3.3 The equipment to be repaired shall be picked up and returned to the City at the following location(s):

Lowry Park (for parks & recreation dept. and neighbor enhancement division)

7525 North Boulevard & Marcum Sub-Division (for Parks & Recreation) 3850 Marcum St.

(813) 307-5525 or (813) 931-2654

Other departments as specified by department Fleet Manager shall specify the address for any pickups or deliveries.

3.4 Awardee shall sign and date the City’s equipment repair log(s) as to date when the equipment was picked up for service and date when the equipment was returned to the City representative after the repair.

4. BIDDER RATES

In submitting a bid, the Bidder agrees to charge for services at the actual hourly rates shown on the Bid Proposal section in OpenGov and shall not be governed by any pre-determined rates that may be customarily used in calculating repair charges.

Pricing for parts and materials shall be calculated based on the mark-up percentage, as stated in the Bid Proposal section in OpenGov, multiplied by the catalog cost of the item. The Bidder shall list the Parts and Materials Catalog Number(s) to be used for pricing in the Bid Proposal section in OpenGov. Prior to starting any work of this award, the Awardee shall furnish the City the published Parts Price List (microfiche, CD-ROM, or binder form shall be acceptable) for each catalog referenced in their bid submittal.

5. REPAIR WORK ESTIMATES

Awardee shall furnish the City Representative, within 24 hours of receipt of equipment, a written, detailed estimate of repairs needed, including time and materials required. The City representative and the Awardee will review the estimate and agree that it is complete and reasonable prior to the Awardee proceeding with the requested repairs. Awardee shall include all times to access the components (removal of sheet metal, fairings, hardware, etc.) and shall not exceed the Repair Book times on repairs if available.

Awardee shall not proceed with a repair unless they have received notification from the City representative to authorize the work. The City shall not compensate any work that has not been previously approved or covered by a City of Tampa purchase order.

In the event that the Awardee deems that the repair of a piece of equipment is uneconomical, Awardee shall notify the City representative for evaluation of the equipment. The City representative will notify the Awardee if the equipment should be repaired or returned to the City without repairs.

6. REPAIR TIME FRAMES

Awardee shall respond to the City representative for repairs in a timely manner. The Awardee shall give an estimate of the cost of the repair and when the equipment shall be repaired and/or returned to the designated department location within 24 hours of pickup. All equipment shall be repaired and/or returned based on a 72-hour turn-around, excluding Sundays and Holidays. Any deviation to this shall be at the respective department’s direction and shall be requested in writing by the

City.

Time frames for repair work shall be within the following guidelines unless prior approval is given by the City representative:

6.1 All work requested prior to 12:00 noon shall be picked up prior to 3:00 PM the same day.

6.2 Should the Awardee be called after 12:00 noon, the equipment shall be picked up by 12:00 noon of the next business day.

6.3 For repairs that exceed 72 hours, the Awardee shall, if requested by the City representative, provide a similar size/type of equipment at no additional cost until the completion of the repair and original equipment is returned to the City.

The City representative shall be notified within 24 hours of pickup or delivery that the repair can’t be made within the specified 72-hour time frame.

6.4 The City reserves the right to retrieve any equipment the Awardee can’t repair in the first 72 hours after pickup.

6.5 The Awardee shall provide the City representative, within 24 hours after pickup of equipment, a written, detailed estimate of the repair(s) needed, including materials and labor changes.

6.6 If the Awardee is unable to locate or provide materials/parts needed for repair(s) within 72 hours after pickup, the City reserves the right to pick up the equipment and make the repairs itself or locate and purchase the materials/parts needed and supply, at cost, to the Awardee.

7. REPAIR TYPES

Awardee shall be capable of performing repairs that shall be needed from the City. The following is a list of typical repairs, but is not inclusive of all repairs that may be requested by the City representative:

▪ Remove, replace, and rebuild engines and differentials

▪ Remove, replace, and rebuild heads, valves and reseat valves

▪ Repair transmission gears and bearings

▪ Repair and replace all types of carburetors

▪ Repair and replace all types of hydraulic pumps and lines

▪ Replace belts

▪ Replace blades

▪ Repair and replace wheels/tires

▪ Repair and replace bearings/fly wheel, keys, etc.

▪ All types of starter rope assemblies

▪ All types of electrical repairs

▪ All types of fuel system repairs

8. AWARDEE PROVIDED REPLACEMENT PARTS

“Original Equipment Manufacturer” (OEM) components shall be used in effecting the repairs on City equipment. Any parts used in lieu of OEM components shall have the prior approval of the City Representative, as to brand, quality, and price.

When requested by the City Representative, the Awardee shall return all used parts when the equipment is returned to the

City. Awardee shall be responsible for the warranty and/or guarantee of replacement components in accordance with the manufacturer’s requirements.

9. CITY PROVIDED PARTS AND MATERIALS

The City representative may require the Awardee to install parts or materials provided by the City. These parts and materials may be new or used. Awardee shall charge the City the labor rate quoted in the Bid Proposal section in OpenGov for the installation of these parts. The installation times listed in the Repair Manual may be used as a reference for labor charges.

10. EMERGENCY WORK

Awardee agrees to accept such work as may be determined by the City Representative as an emergency and so declared. Awardee further agrees to give such emergency work priority over all other work in the Awardee’s shop. All labor done as “emergency work” shall be paid at the Emergency Work Mark-up Percentage quoted in the Bid Proposal section in

OpenGov.

11. SUBCONTRACTING

The City shall allow subcontracting by the Awardee only in unusual or unforeseen circumstances. A portion of repairs may require specialty type repairs. All specialty repairs to be done by any subcontractors shall be approved by the City prior to commencing the repair. A DMI 30 form must be submitted to the City Representative with the monthly invoice when any sub-contracting is used.

12. OUTSIDE REPAIRS

Any resulting award shall not be construed to encompass all repair damages sustained by the City of Tampa. The City reserves the right to have repairs performed by qualified vendors, other than the Awardee, if necessary to maintain the

City of Tampa’s operative to its maximum capacity.