Y24-166-TF_Specification_Rv.1.docx

Y24-166-TF

AUTOMOTIVE BATTERIES

SPECIFICATIONS

The Contractor shall supply, deliver, stock, and pick up vehicle/equipment batteries for Orange County Fleet Management. Orange County Fleet Management is responsible for the repair and maintenance of over 2,800 assets that require batteries.

1. Current locations:

· 4400 Vineland Road, Orlando, FL 32811 (primary shop)

· 8100 Presidents Dr., Orlando, FL 32809 (satellite shop with 3 technicians)

· Other sites may be added at later dates.

2. The Contractor shall maintain battery stockrooms at each of the above locations. This includes:

· Supply, install, and maintain shelving for storage of batteries Comment by Edoo, Inshan P: Yes, the new vendor will be responsible for providing and installing new shelving. The existing shelving belongs to the current contracted vendor . Comment by Hernandez Fernandez, Alina: addressed Comment by Fulse, Tiffany J: Inshan , if a new vendor is awarded the contract, are the responsible for installing shelves for storage, or does the existing storage remain.

· Supply a minimum of one battery charging unit at each location. The charging unit shall be left on-site, and large enough to charge our largest battery, which are 8D units.

· At minimum rotate battery stock - first in, first out on a regular at minimum - monthly) basis

· Deliver, unload, and place in the proper location all-new battery stock.

· Load and return all warranty, core, or unused batteries.

3. All batteries supplied shall be:

· Made in North America (Canada, USA, Mexico), unless otherwise approved by the Department according to the provisions outlined herein.

· In exceptional cases where batteries manufactured outside of North America are necessary, the following conditions apply:

· The total bid number of non-North America-made batteries shall not exceed ten percent (10%) of the total batteries bid under this contract.

· Prior written approval must be obtained from the contracting authority for the purchase of batteries manufactured outside of North America.

· The necessity and justification for procuring non-North America-made batteries must be clearly demonstrated by the contractor, and it should be in alignment with the best interests of the project or organization.

· Failure to adhere to the terms stipulated may result in termination of the contract or other appropriate actions as determined by the contracting authority.

· The contractor shall maintain records documenting the origin of all batteries procured under this contract and shall provide access to such records upon request by the contracting authority or its representatives.

· The contractor may list in the Fee Schedule any deviations from the specified Cold Cranking Amperes (CCA), Reserve Capacity (RC), and/or the origin of the Non-North America-made standards in the Deviations column, along with the corresponding differences in specifications. Such listing should be clear and transparent, allowing the contracting authority to assess the deviations and make informed decisions.

Also, please explain what blems are.

· All batteries shall adhere to the standard BCI Group sizes set forth by the Battery Council International.

· Clearly marked with warranty date or manufactured date.

· The Contractor warrants that products under normal use and service will be free from material defects and workmanship. The warranty shall be a free replacement as described below, with no pro-rating.

· Deep Cycle batteries (Lead Acid and Gel) shall be 1-year free replacement.

· Lawn & Garden and Powersports batteries shall be a 6-month free replacement.

4. The Contractor shall come to locations twice weekly to inventory and bring stock levels up to a maximum as decided by the warehouse supervisor based on usage. Additional visits may be added as needed.

· “Hot Shot” deliveries (emergency or vehicle waiting) shall be completed within 2 hours of order placement.

· Fleet Management employees shall be able to pick up batteries as needed at the Contractor’s location.

5. All old/used batteries shall be returned to the Contractor.

· Contractor shall be responsible for removing and loading all used, defective, and returned batteries.

· No core charges shall be billed or tracked by Orange County.

6. Invoices shall be billed to:

A. All invoices related to Fleet asset assigned vehicles and/or equipment parts and repair shall be billed to Orange County Fleet Management, 4400 Vineland Rd Orlando FL 32811.

B. Fleet Management shall have its own account with the Contractor and not combined with other ordering divisions in Fleet Management’s account.

C. Contractor shall provide a monthly statement of Fleet Management’s account via email to Michelle Janes, Financial Advisor at michelle.janes@ocfl.net. Comment by Hernandez Fernandez, Alina: When is this to be submitted to the dept? By X day of the month? Comment by Fulse, Tiffany J: Comment by Fulse, Tiffany J: Per Michelle Janes, it does not matter just as long as it’s monthly. Comment by Hernandez Fernandez, Alina: I suggest adding a specific date, if they don’t send it for whatever reason, we can always point back to the scope to where it is required theysubmit by X. If we have to resort to this, it will be helpful for the non-performance process. Comment by Fulse, Tiffany J: Michelle Janes response:

Every vendor utilizes a different accounting system and period (Fleet does also since we are an internal service fund), which is normal industry standard. By putting a specific date requirement restricts the vendor; their accounting system may not be able to accommodate and rule them out as a potential bidder.

Some companies submit statements at the first of the month, some at the middle, and some at the end; it just depends on their fiscal year, which does not always coincide with government’s fiscal year. I do not have a preference for a date, just a long as we receive one monthly.

D. Invoices shall be presented at the time of delivery of parts and/or completed repair or within three (3) business days to the individual who placed the order at Fleet Management.

E. Only contracted items may be invoiced together.

F. Invoices shall include Contract Number, current date, Delivery Order number, valid unit number, contracted pricing, and contracted part number (s) based on the Bid Response Form.

G. Credit memos for contracted parts/repairs shall include a copy of the original invoice with it. Credits for parts/repairs non-contracted shall be processed to the original form of payment.

H. A valid invoice shall include the following:

· Contract number being billed under

· Reference to the Delivery Order/ Purchase Order Number

· Delivery Dates/ Service Dates

· Itemization of Goods Delivered

· Itemized charges and unit prices in accordance with the Bid Response Form

· Valid unit numbers