Water Draft_DPW_AFRD Repairs Scope of Work_10.pdf

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Scope of Work: Fire Repairs and Services

1. Overview This specification outlines the minimum requirements for providing parts and maintenance services for the following vehicle types used by the City of Atlanta’s Department of Public Works (DPW), Office of Fleet Services (OFS), on an as-needed basis:

• Fire Apparatus Pumpers

• Ladders

• Atlanta Aircraft Rescue Fire (AARF)

• Ambulances

• Hazmat Units

• Command Units

All vendors must comply with the NFPA 1911 Standard (latest edition) for the Inspection, Maintenance, Testing, and Retirement of In-Service Automotive Fire Apparatus.

2. Goals and Objectives

• Secure multiple sources for fire apparatus parts and service providers to ensure competitive pricing and availability.

• Maintain a diverse pool of service providers that align with evolving technology.

• Ensure prompt and efficient maintenance, repairs, and warranty services.

• Minimize fleet downtime by having multiple service providers available.

• Improve vendor reliability through consistent billing, shorter lead times, and reduced rework.

3. Equipment Classification The scope includes the following equipment groups:

• Fire Apparatus Pumpers

• Fire Apparatus Ladders

• AARF Units

• Hazmat Trucks

• Command Units

• EMS Units

• Administrative Vehicles

4. Service Provider Responsibilities

4.1 Maintenance & Repairs

• Vendors must:

• Adhere to State of Georgia and City of Atlanta environmental standards.

• Follow NFPA 1911 standards (latest edition).

• Provide regular maintenance, emergency repairs, and warranty services.

• Include service location(s), contact names, phone numbers, and emails in the bid.

• Record the name and signature of OFS employees delivering equipment.

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• Provide cost estimates and itemized quotes for all services before work begins.

• Be responsible for any damage to COA equipment during service.

• Maintain a factory-authorized service center within a 175-mile radius of downtown

Atlanta.

• Vendor must provide an estimated turnaround time upon receipt of each vehicle and must communicate the anticipated completion date to the Agency.

• Vehicles must be returned within 48–72 hours of the vendor’s stated tentative turnaround time, unless otherwise approved by the Agency.

• Vendor must provide written documentation detailing all services performed, repairs completed, parts replaced, and other applicable work performed on each vehicle.

• Invoices must accurately reflect the services performed and must correspond to the supporting service documentation provided by the Vendor.

• Parts may be maintained and housed by the Office of Fleet Services (OFS) for use in vehicle repair services. These parts may be utilized for commercial repair services when Vendor-procured parts are delayed or unavailable due to external factors, including shipping delays, supply constraints, or parts availability.

o Vendor must coordinate with OFS regarding the use of OFS-provided parts and must document the parts used for each repair service.

o Warranty for OFS-Provided Parts: Vendor must honor and provide the applicable warranty for labor and repair services performed using parts supplied by OFS, to the extent attributable to the Vendor’s workmanship or installation. The Vendor must identify any warranty limitations or exclusions applicable to OFS-provided parts.

Minimum Service Hours:

• Operate Monday through Friday, from 7:00 a.m. to 4:00 p.m., at a minimum.

o Saturday service hours may be offered as an optional service.

• Vendors must identify any service hours available beyond the minimum required operating hours, including the days and times of availability and any additional costs.

• Vendors may submit an optional bid for 24-hours-per-day, 7-days-per-week (24/7) service capabilities.

o 24/7 Pricing: Vendors submitting a 24/7 service option must provide separate pricing and identify any additional costs associated with continuous service coverage.

• The Department of Public Works reserves the right to exercise the optional extended-hours, or 24/7 service based on operational needs.

4.2 Emergency Repair Requirements

• Provide on-call emergency roadside repair services for approximately 300 firefighting and public safety vehicles

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• Offer backup personnel/services to supplement internal COA services.

4.3 Performance Monitoring

• Provide automated vehicle status reports.

• Daily reports for emergency repairs.

• Weekly reports for general repairs or as requested by OFS.

5. Parts & Equipment Supply Vendors must:

Demonstrate the ability to supply replacement parts efficiently.

Provide certification or manufacturer documentation for authorized parts dealing.

Provide product supply list pricing via electronic media or online access.

Deliver parts to the designated OFS maintenance facility.

Clearly indicate all discounts on invoices.

Vendor must provide a list of primary parts suppliers and sources used to support vehicle repair services. The list must include, where applicable, anticipated lead times and expected delivery timelines for parts.

Vendor must make every effort to maintain a 48–72-hour turnaround time for repair parts lead times unless otherwise stated upon request for the repair part. When parts availability or procurement delays may affect the anticipated turnaround time, the Vendor must promptly notify the Office of Fleet Services (OFS).

Parts may be requested through a combination of regularly stocked or routinely ordered items and items procured on an as-needed basis. The Vendor must identify any parts that are routinely stocked or ordered and provide anticipated procurement timelines for parts that require special or as-needed ordering.

Certain parts may be maintained and housed by the Office of Fleet Services (OFS) for use in vehicle repair services. These parts may be utilized for commercial repair services when Vendor-procured parts are delayed or unavailable due to external factors, including shipping delays, supply constraints, or parts availability.

Ensure all parts meet or exceed OEM specifications.

6. Billing Requirements

• Establish separate billing accounts by OFS location as needed.

• Allow OFS to purchase parts independently of repair services.

• Accept Purchase Orders as the only method of payment.

• Include the following on all invoices:

•Equipment decal/unit number, make, model, serial number, and description.

•Name, signature, and contact number of OFS employee delivering equipment.

•Manufacturer Suggested List Price (MSLP), discounted price, labor rate, hours worked, number of units serviced, OFS work order number, and COA purchase order number.

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• Provide a copy of the invoice upon vehicle retrieval.

• COA will not pay for services rendered to personal equipment of COA employees.

7. Warranty

• Provide all warranty documentation upon receipt or installation of parts/equipment.

• Clearly define:

• Service warranties

• Parts warranties

• Repair warranty period (to be specified)

8. Current City of Atlanta Equipment & Manufacturers Manufacturers

• Rosenbauer

• Pierce

• Spartan

• Oshkosh

• KME

• Cummins

• Ford

• Rivian

• Freightliner

• Chevy

• International

Vehicle/Equipment Types

• 1500 GPM Pumper

• 100 Foot Tractor Drawn Aerial

Ladder Truck

• Hazmat Truck

• Administrative Passenger Vehicles

• Aircraft Rescue Fire Fighting Units

• Aircraft Hazmat Units