Y26-136_ScopeofSvcRev2-MV.docx

Invitation for Bids #YXX-XXXX-XX26-136-MV Title: Sublet Truck Parts and Service[Project Title]

Y26-136 SUBLET TRUCK PARTS AND SERVICEREPAIRS

SCOPE OF SERVICES Comment by Hernandez Fernandez, Alina: Update header to match our scope of services template Comment by Vergara, Melisa: done

1. BACKGROUND

The Contractor shall provide comprehensive mechanical repairs and services for a diverse fleet of approximately three hundred (300) Class 6 to Class 8 trucks. The services required include, but are not limited to, air and hydraulic brakes, steering, suspension, engine, transmission, drivetrain, Heating Ventilation Air Conditioning (HVAC), and electrical systems. The number of vehicles serviced may increase as new vehicles are added to the fleet.

2. PARTS / SERVICE Comment by Vergara, Melisa: Ali, I can we look at this one together? FOB point is both instances. Some times the vendor pick up and deliver and some times County will pick up and deliver. Section 8.1 states FOB.

a. Delivery Locations: The Contractor shall deliver parts to the Orange County Fleet Management Division located at 4400 Vineland Road, or any other designated Orange County facility.

b. Delivery Timeliness: Timely delivery is critical. The Contractor shall deliver readily available parts within one (1) business day from receipt of the delivery order.

c. Lead Time Notification: For parts requiring longer lead times, the Contractor shall notify the County before accepting the delivery order and provide an anticipated delivery date.

d. Hot Shot Deliveries: For urgent part requests, referred to as "Hot Shot" Deliveries, the Contractor shall deliver parts within one (1) hour of receiving a verbal or email request from the County Representative or designee. A The County shall proceed to issue a delivery order shall be issued for order confirmation and invoicing.

e. Parts Pricing: Parts pricing shall be based on a percentage mark-up from the Contractor’s wholesale price, applicable to both Original Equipment Manufacturer ( OEM) and aftermarket parts. The Contractor shall submit a wholesale supplier list and price list with the bid within ten (10) days of notice of contract award. The Contractor shall provide new OEM or new aftermarket parts only. Used, remanufactured, or rebuilt parts are not permitted under this contract. Comment by Hernandez Fernandez, Alina: Spell it out first time used Comment by Vergara, Melisa: done

3. PERFORMANCE

a. Repair Services at Contractor Location: Repair services on vehicles shall be performed at the Contractor’s shop. The Contractor shall remove the vehicle from County premises within twenty-four (24) hours of notification and commence repairs no later than twenty-four (24) hours after the vehicle arrives at the Contractor’s facility. The repaired vehicle shall be returned to the County within twenty-four (24) hours of completing the repairs. The Contractor will shall send a driver to Fleet to drive back the vehicle needing repair. In the event the vehicle is not drivable, Fleet will have the vehicle towed to the Contractor’s facility for repair. The Contractor’s service center shall be within one (1) hour driving distance from Fleet Management due to staff required frequent visits to repair site to either drop off, check status, review repairs, make decisions, and pick up vehicle when necessary.

b. Repair Services at Designated County Sites: On-site repair services at designated County sites may be requested, as needed. On-site services will shall be limited to maintenance and light repairs. Tools and equipment required for such services shall be provided by the Contractor. At no time will the County provide tools or equipment to conduct such services.

c. Satisfaction of Repairs: The County reserves the right to accept or reject completed repairs. If the repairs are unsatisfactory, the Contractor shall correct the issue at no additional cost to the County. Unsatisfactory repairs will be documented by the County in performance reports. If another supplier is needed to address the issue, the Contractor shall bear the associated costs. Unsatisfactory repairs should be documented in performance reports. Comment by Hernandez Fernandez, Alina: I recommend deleting this as we have a provision capturing this. Comment by Janes, Michelle: IE is good with this Comment by Vergara, Melisa: Done

d. Time of Performance: Time of performance is a fundamental contract condition. The Contractor shall pay the County for any cost difference if services are not provided within the specified timeframes.

f. Delay Reporting: The Contractor shall immediately report any delays in service to the Warehouse Supervisor for Parts and the Shop Supervisor for Repairs within twenty-four (24) hours in writing, including the reasons for the delay. Comment by Hernandez Fernandez, Alina: This is too broad and open to interpretation. What does the dept determine to be “timely”, 24 hrs? 48 hrs? Comment by Janes, Michelle: 24 hours in writing Comment by Vergara, Melisa: done Comment by Hernandez Fernandez, Alina: Above, we mention the County Representative or designee, is this meant to be the same person? Comment by Janes, Michelle: IE - specific as written depending on service. This is good as written in text. Theses positions are designees

g. Facility and Equipment:

i. The Contractor shall provide a comprehensive list of available shop service equipment with bid submission.

ii. The County reserves the right to inspect the Contractor’s facility to ensure it meets contract requirements, including having a minimum of fifteen (15) service bays and twelve (12) ASE certified mechanics.

iii. Service bay dimensions shall meet minimum requirements as specified below:

· Length: 40 ft.

· Width: 14 ft.

· Height: Inside bay height clearance: 20 ft.

· Bay Door: Height 16 ft, Width 16 ft.

· Contractor location shall include adequate space and access to accommodate the entry, positioning and maneuvering of a 40 ft tow truck towing a 70 ft tractor trailer combination. The premises shall provide sufficient clearance and turning radius to allow such vehicles to safely enter, park and exit the facility without obstruction or the need for off-site maneuvering. The Contractor shall maintain this accessibility for the duration of the contract.

4. VEHICLE REPAIRS

a. Repair Timeliness: Parts for vehicle repairs shall be ordered within twenty-four (24) hours of vehicle receipt. Repairs shall start within twenty-four (24) hours of receiving necessary parts.

b. Pickup and Delivery Responsibilities: The Contractor shall be responsible for vehicle pickup and delivery as directed by Orange County. Pickup and delivery locations include the Orange County Fleet Management Division or any other designated facility. In the event the vehicle is not drivable, Fleet will have the vehicle towed to the Contractor’s facility for repair.

c. Shipping Authorization: Overnight shipping of parts shall require authorization from an Orange County representativeWarehouse Supervisor or Shop Foreman and shall be invoiced at cost. Backup documentation is required. Comment by Hernandez Fernandez, Alina: From the County Representative or designee mentioned above? Or does it vary? Comment by Janes, Michelle: IE: Warehouse Supervisor or Shop Foreman Comment by Vergara, Melisa: Done.

5. DELIVERABLES

a. Labor Pricing: The Contractor’s labor shall be billed at an hourly rate.

b. Fees and Charges: Environmental fees shall be capped at $3.00 per invoice. Shop supplies shall be charged at 3% of the total labor price, not exceeding $50.00 per invoice. Shipping costs, when applicable, shall be charged at cost with documentation provided.

c. Invoice Requirements: Invoices shall show the wholesale price of parts to verify mark-up/mark-down, include the current date, Delivery Order number, contracted pricing, part numbers and contract number. Invoices and credit memos (shall include a copy of the original invoice and ) shall be submitted to the Fleet employee requesting it. Monthly statements shall be sent monthly to Fleet’s Business Unit Financial Advisor to Michelle.Janes@ocfl.net. Comment by Hernandez Fernandez, Alina: Is there someone in a specific role who will be handling this? Comment by Janes, Michelle: Fleet employees requesting parts and or repairs are many. I would be the one receiving the monthly statement if you want to put my name there. I am the Business Unit Financial Advisor. Comment by Hernandez Fernandez, Alina: What day of the month are they due? In what format? What is the method of submission? Comment by Janes, Michelle: Vendor statements vary depending on their accounting system. Monthly is fine. It can be sent via my email address. Michelle.janes@ocfl.net Comment by Vergara, Melisa: Is PDF format ok with you?

d. Authorized Work: All work shall have a Delivery Order number before commencing. Parts, whether OEM or aftermarket, shall only be used for authorized repairs.

6. INVOICE REQUIREMENTS FOR FLEET MANAGEMENT DIVISION

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

B. These invoice requirements supersede any other language pertaining to billing and/or invoicing listed in this contract. Comment by Hernandez Fernandez, Alina: I recommend deleting this, and making sure this section does not contract with our provision speaking to invoicing. Comment by Janes, Michelle: This was placed in here due to a previous contract where verbiage was added by another party that prevented the invoices from being paid. This is a safety measure to ensure adequacy of the invoices as Fleet knows and faces with paying invoices and the challenges that can occur. We will leave this up to procurement to keep or delete C. Fleet Management shall have its own account with vendor and not combined with other ordering divisions in Fleet Management’s account.

D. The Contractor shall provide a monthly statement of Fleet Management’s account via email to Michelle.Janes@ocfl.net.

G. Only one (1) unit service shall be billed per invoice, if applicable.

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

I. A valid invoice shall include the following: Comment by Hernandez Fernandez, Alina: Make sure this aligns with the provision in the IFB. Comment by Janes, Michelle: I have updated the 6th bullet . Comptroller is rejecting a lot of invoices because the list price is not on vendor invoices. Since Fleet’s preference is discount off list price, the list price and discount price has to be on the invoice to verify the contracted percentage is given.

· Contract number being billed under

· Current date

· Delivery Order # or Purchase Order #

· Delivery Dates/ Service Dates

· Itemization of Goods Delivered/ Services Rendered

· Itemized charges containing and list price and discount offered, unit unit prices in accordance with Fee Schedule

· Valid Fleet unit numbers

· Contracted part numbers

· Labor rate, number of labor hours, and total labor charge on service invoices.