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File#7464 Heavy Truck Rental Scope of WorkIFB #7464 Scope of Work/Technical Specifications Heavy Truck Rental The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provided an outline of your process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum, the following: SCOPE It is the intent of these specifications to describe the minimum requirements for the Rental of Heavy Trucks to be used on various City projects. The equipment shall be less than 12 months old and include all necessary vocational requirements and be ready for use as intended. Vendor/contractor will provide truck rentals for class 6, 7, and 8 trucks (GVWR 19,501 to 66,000) with the following specified vocational bodies/platforms. Truck vocations will consist of, but not be limited to: • Refuse Roll Off • Refuse Automated Side Load • Refuse Rear Load • Refuse Brush/Grapple • Refuse Commercial Side Load • Commercial Knuckle Boom/Crane • Commercial Box • Aerial bucket Rental trucks supplied must be in excellent physical and operational condition and no older than current model year. Vendor/contractor’s equipment to be compliant with all Federal, State, and Local DOT applicable regulatory requirements. The City is requesting for each line item a discount percentage to be applied to the market list monthly rental rate and a delivery/pickup charge for each category of heavy equipment listed on the bid lines. For evaluation purposes the City is requesting for each piece of sample equipment the market list monthly rental rate. Pricing offered shall be for a one-month (30 day) period from date of delivery. The rate shall be prorated for periods less than one month from the date after the City notifies the vendor to pick up the unit. The City may rent equipment for periods shorter or longer than one month. The City may require more than one heavy equipment rental at a time, depending on the needs of the City. Cooperative Purchasing Network contract numbers, ie. HGAC, Buyboard, Sourcewell, etc. (if applicable) shall be provided with bid response. Pricing for pick-up and delivery shall be quoted as FOB Denton, TX and listed separately from the cost of truck rental where indicated. Offers submitted without pick-up and delivery will not be considered. Required maintenance and/or repairs shall be performed by the Rental Company or owner of the equipment. Required daily preventative maintenance will be performed by City of Denton operators. Operator instructions and daily operator maintenance must be provided upon delivery of the trucks. RESPONSE TIME The awarded Primary vendor must respond to the initial contact* from the City within 4 hours during normal business hours, Monday – Friday 7am- 4pm. If no response from the vendor within 4 hours, the City has the right to call the Secondary vendor. Secondary vendor must also respond to initial contact within 4 hours. Response time** for delivery of requested equipment is not to exceed 2 business days from initial contact for request. If contractor is not able to meet delivery deadline or the time constraints, the City has the right to have the secondary or tertiary vendor. Calling upon a secondary or tertiary contractor does not affect the contract with the primary contractor. *Initial Contact: The first phone call placed, or email sent from the City to the contractor. **Response time: Time elapsed between initial contact from the City and the time contractor is expected to have truck ready for pick-up or deliver truck on-site. MONTHLY RENTAL The definition of month is 30 calendar days. If the rental truck is down for a period more than one day the vendor will credit the total number of days. EQUIPMENT MAINTENANCE The City of Denton will only provide daily maintenance on rental trucks. This includes maintaining fluid levels and lubricating the machine on a daily basis as instructed by the rental company. Vendors are responsible for the full service of the trucks which includes all scheduled fluid and filter changes. The City reserves the right to rent trucks from another supplier should the contracted vendor be unable to meet the time constraints of the City. The City at its option, may purchase Damage Waiver insurance for various trucks. Respondents should make pricing available upon request. All diesel-powered trucks furnished must be compatible with B20 biodiesel fuel. AWARD The City intends to award the bid by section (truck category), however, the City may award by complete proposal, whichever is most advantageous to the City. Primary, Secondary and Tertiary vendors will be selected. Primary contractor is expected to respond to the initial contact from the City within 4 hours during normal business hours, Monday – Friday 7am- 4pm. The Secondary vendor will be called if the Primary vendor fails to respond within 4 hours of request or if the equipment is not available within 5 business days. If no response from secondary contractor within 4 hours or the equipment is not available within 5 business days, the City has the right to call Tertiary vendor. Tertiary vendor must also respond to initial contact within 4 hours. DELIVERY Truck availability and delivery should be made within five (5) business days from time of order. Delivery shall be made F.O.B. City of Denton as specified at time of order. Each rental agreement must clearly identify the Purchase Order Number.