Summary of Specifications:
INTENT It is the intent of the City of Albany to solicit bids for repairs and preventative maintenance to light vehicles for the City Police Department, City Hall Departments and the Department of General Services, and other City Departments. Approximately 310 vehicles are included under this contract. (Additions and deletions to these schedules will be made at the City’s discretion). A copy of the current vehicle list is attached hereto as Appendix “A”. A. LOCALE The bidder must have an established business located within the City of Albany and be within approximately a five- (5) mile radius of the City of Albany, Department of General Services. B. FACILITY The bidder must have a facility with a minimum of fifteen thousand (15,000) square feet and twenty (20) repair bays. There must be a minimum of fifteen (15) mechanics, seven (7) of which shall be ASE certified. The vendor must provide security storage for all City vehicles. This can include an indoor garage facility, an outdoor fenced enclosure, or an outdoor guarded lot. There shall be no on street parking allowed. The vendor shall be responsible for any and all damages incurred while the vehicle is in their possession. C. PARTS/MATERIALS All parts and materials will be supplied and/or purchase by the bidder as an agent of the City. See Item 10 within the Notice to Bidders section for additional related information. The vendor will submit in their bid a set % markup on their part cost. No more than the % markup proposed on the bid sheet shall be charged. Vendor must submit proof of their wholesale/per unit cost for all parts billed on any invoice submitted to the City. D. PREVENTATIVE MAINTENANCE The following is a list of minimum requirements for each preventative maintenance service; Check battery connections and fluid levels. Check all hoses and belts for cracks or looseness. Check air filter. Check all fluid levels, and fill as needed. Change oil and oil filter. Lubricate chassis completely, also latches and hinges. Check wiper blades, breather, PCV, cooling system. Check all exterior lights. Vacuum interior. Check tires for wear, add air as needed. Check heating, ventilation, and defroster systems. All work performed on these vehicles outside of preventative maintenance contract such as replacement of air filter, PCV, wiper blades, head lights and fuel filters must be pre-approved by the Fleet Manager or his designee. E. REPAIRS All repairs must be accompanied by a completed invoice detailing the repair, number of hours required to perform the work, and a list of parts and/or materials. This invoice must accompany the vehicle at time of pickup or delivery. No work exceeding ($500.00) five hundred dollars shall be performed without the prior approval of the DGS Fleet Manager, Chief of Police, or their designees. The bidder can only charge for actual time spent on a repair. At a minimum, 15 minutes of labor can be charged. See section G Record Keeping & Billing for additional related information. F. PICK-UP & DELIVERY Typically, the City will deliver vehicles in need of repair, however, if deemed necessary by the City, the bidder will be directed to pick up and deliver the vehicles to the repair shop, at no additional cost to the City. G. RECORD KEEPING Records of all vehicles on the contract will be kept on a computer file and will be designated by unit number, fleet ID#, year, make, model, VIN # and plate #. All services, repairs, parts and materials, labor hours as well as shipping costs, part prices (including wholesale/per unit cost and price after markup), and repair rates shall be listed, subtotaled and totaled at the end of invoice for final cost of repair. All labor billed must be in compliance with the National Service All Data Pro Flat Rate Data Time system. The invoice shall then be dated and duplicated. One invoice shall accompany every vehicle at the time of pickup or delivery, and the second copy shall be mailed with the monthly vouchers. Finished vehicles shall not be accepted without proper paperwork. Failure to submit a completed invoice shall be subject to one hundred fifty dollars ($150) a day penalty. H. WARRANTY There shall be a minimum ninety- (90) day warranty on all work performed. All parts shall have a manufacturer’s warranty where applicable. If none is available, the vendor must provide a minimum ninety- (90) day warranty. The vendor is responsible for determining whether a manufacturer’s warranty is in effect. If the vendor fails to do so, they shall be responsible for any charges incurred which would have been covered by warranty. Any work that is deemed inferior or unacceptable by the DGS Fleet Manager, Chief of Police, or their designee shall be corrected at no additional cost to the City. I. PERFORMANCE All work is to be performed on a twenty-four (24) hour a day basis, seven (7) days a week. The Contractor will perform road call emergency repairs on all vehicles. The Contractor will respond to the location of any disabled vehicle within thirty (30) minutes after verbal request made by the DGS Fleet Manager, Chief of Police, or their designee. All repairs are to be made within seventy-two (72) hours, unless the bidder notifies and receives approval from the DGS Fleet Manager, Chief of Police, or their designee that additional time is necessary. If the work is not completed in a timely manner, the City reserves the right to utilize another vendor for the repair. See section 13 of the standard conditions for additional related information. The Department of General Services and other City Departments conduct business 24 hours per day. A timely turnaround of vehicle repairs is necessary and very important to the success of uninterrupted services provided by the City of Albany.
