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RFP 7295 Heavy Equipment Rental Scope of WorkRFP #7295 Heavy Equipment Rental Scope of Work/Technical Specifications 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 Equipment to be used on various City projects. The equipment shall be less than 36 months old and include all necessary attachments and be ready for use as intended. 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 price sheet. 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. Pricing for pick-up and delivery shall be quoted as FOB Denton, TX. Offers submitted without pick-up and delivery will not be considered. The City at its option, may purchase Damage Waiver insurance for individual pieces of equipment. Respondents should make pricing available upon request. The City of Denton will be responsible for relocation of equipment inside the City from job site to job site, if necessary. The respondent shall provide an equipment schedule. The schedule shall include the year, make, model and description of the equipment. 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 is received by the City from the vendor within 4 hours from initial contract, the City has the right to call the Secondary or tertiary vendor. 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 must be on- site working. MONTHLY RENTAL The definition of month is 30 calendar days. If the rental equipment is down for a period more than three days the vendor will credit the total number of days. EQUIPMENT MAINTENANCE Required full-service maintenance and/or repairs, which includes all scheduled fluid and filter changes, shall be performed by the Rental Company or owner of the equipment. The City of Denton will only provide required daily preventative maintenance on rental equipment. This includes maintaining fluid levels and lubricating the machine, on a daily basis, as instructed by the rental company. Operator instructions and daily operator maintenance must be provided upon delivery of the equipment. All diesel equipment furnished must be compatible with B20 biodiesel fuel. EVALUATION The bid evaluation criteria will be 50% based on price, 30% based on vendor rental fleet size and 20% based on vendor past performance. Evaluation will be based upon sample pricing (including delivery and pick up fees), rental fleet size and regional distribution, and probable performance based on history from Texas references provided. Offers submitted without delivery and pick-up pricing will not be considered. AWARD The City reserves the right to award a contract or contracts to various respondents by line item, section(s), or by entire proposal; whichever is most advantageous, or provides the "best value" to the City, unless denied by the respondent. The City reserves the right to award a contract to a primary vendor, and one or multiple secondary vendors; whichever is most advantageous, or provides the "best value" to the City, unless denied by the respondent. DELIVERY Delivery shall be made within 2 business days; F.O.B. City of Denton as specified at time of order. Each rental agreement must clearly identify the Purchase Order Number.