Summary of Specifications:
INTENT It is the intent of the City of Albany to solicit bids for repairs and services as needed for Medium and Heavy Duty Allison Transmissions or equal in 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/MATERIALS 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. REPAIRS All repairs must be accompanied by a completed report detailing the repair, number of hours required to perform the work and a list of parts and/or materials. No work shall be performed without the prior approval of the DGS Fleet Manager or his designee. The bidder shall only charge for actual time spent on a repair. At a minimum, 15 minutes of labor can be charged. The following standards are for transmission or converter repairing, overhauling, rebuilding and placing in first class service condition: • Disassemble transmission • Disassemble valve body • Disassemble pressure regulator • Disassemble front & rear pumps • Disassemble servo units • Disassemble clutch assembly (assemblies) • Inspect bands for scores, heat, warps, breakage or chips, replace defective items with new parts. • Wash all parts in good grade cleaning solvent • Inspect planet carrier and gears for scores, warps, creaks, chips, looseness or worn parts • Renew all parts that are defective (beyond manufacturers specifications) • Inspect transmission case and external housing • Inspect extension housing bearing and replace if scored or worn • Renew all seals, gaskets and rings • Stripped threads in transmission case must be renewed with helicoil fittings or approved equal • Disassemble, clean, inspect, overhaul, reseal and reassemble torque converter as follows: o Sealed converters shall be machine opened, part cleaned, inspected and all parts replaced if worn, scored or warped. New rollers shall be installed. Ramp ends shall be machined to size. Check units for end clearance. Converter brackets must be replaced if bracket holes are not properly fitted. Converter shall be closed by welding. Welded seal must hold approximately 500 lbs. centrifugal oil pressure and must be oil tight. Units must be dial indicated. Torque converter hub run out must not exceed .004 of total indicator reading • Assemble and lubricate all parts with transmission oil type “A” or as recommended by manufacturer • Refill with required amount and specified grade of type “A” transmission oil or as recommended by manufacturer • Refill with required amount and specified grade of type “A” transmission oil or as recommended by manufacturer • Certification of bench test to accompany invoice • Adjustments shall be made in accordance with manufacturers specifications C. 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. F. 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. G. WARRANTY All work shall be guaranteed for a period of twelve (12) months with unlimited mileage. Any work that is deemed inferior or unacceptable by the DGS Fleet Manager or his designee shall be corrected by the vendor at no additional cost to the City of Albany. H. 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.
