Summary of Specifications:
INTENT It is the intent of the City of Albany to solicit bids for OEM Dealer parts and services as needed for all International Trucks owned by the City of Albany, Department of General Services. A. LOCALE The bidder must have an established business located within approximately a thirty- (30) mile radius of the City of Albany. B. PARTS PRICING Parts shall be sold to the City of Albany based on two (2) pricing criteria: (1) by applying the contractors discount to the Manufacturer’s “Major Fleet” price or (2) where applicable by applying the contract’s discount to the “Retail Price” in effect at time of placing order. C. PARTS DELIVERY Most parts will be picked up at the counter at time of order. Anything not in stock shall be ordered normal shipping unless otherwise specified. Any additional charges incurred by accelerated shipping must be listed separately on the invoice. Delays in parts delivery must be addressed with the Fleet Manager or his designee. D. PICK-UP & DELIVERY Typically, the City will deliver and pick-up vehicles in need of repair or maintenance. If road service is necessary, the City must not be charged more than the normal hourly rate. E. PARTS WARRANTY All parts procured under this contract must carry at the minimum the Standard Manufacturer’s Warranty. F. REPAIRS Any situation judged to require factory-trained technicians to effect repairs will be sent to the contractor as per the discretion of the Fleet Manager or his designee. G. RECORD KEEPING Records of all vehicles on the contract will be kept on a computer file and will be designated by unit number, year, make, model, VIN # and plate #. All services, repairs, parts and materials, labor hours as well as shipping costs, part prices (including per unit cost before and after applicable discounts), and repair rates shall be listed, subtotaled and totaled at the end of invoice for final cost of repair. 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. Vendors shall fax an itemized duplicate invoice to the Fleet Manager or his designee at 518-427-7499 or 518-447-7803 within forty-eight (48) hours from the time of completion of any repairs or services of vehicles at the Rapp Road Site or the DGS facility. Vendor must also submit a written monthly statement to the City that includes invoice #, date of service, and cost of repairs for all work done in the respective month. Failure to submit a monthly statement will delay timely payment. H. WARRANTY ON REPAIRS All repairs shall carry at a minimum the contractor’s standard performance warranty on completed work. All parts shall be warranted as per section E above. I. PERFORMANCE All repairs shall be made within one working day. Contractor shall notify and obtain approval from the Fleet Manager or his designee if 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. 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.
