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Scope of Work for Collision RepairIFB-BV 8025 Collision Repair and Refinishing SCOPE OF WORK STANDARDS AND SPECIFICATIONS Vendor will provide comprehensive repair estimates, body repair and refinishing in accordance with OEM repair procedures. City owned vehicle types:  Chevrolet sedans, trucks and SUV’s  Ford sedans, trucks and SUV’s  Ram trucks Requested services:  Collision and repair estimating o At vendor shop and on-site at City of Denton location  Collision repair and refinishing  Panel and spot refinishing  Complete vehicle refinishing  Vehicle transport – to repair shop and delivery after repair  Graphics installation as needed after repair VENDOR RESPONSIBILTIES Vendor shall have the capability to respond to requests for estimates or service in a timely manner. Minimizing downtime of City vehicles should be a high priority. Vendor shall be acceptable to using City suppled parts if available (Police patrol vehicle push guards) for example. Vendor shall have the capacity to perform or have access to paint-less dent repair or hail damage repair services. Vendor shall offer and state warranty periods for work performed. Vendor’s equipment and services are to be compliant with all Federal, State, OSHA, and Local applicable regulatory requirements. Vendors shall employ only skilled personnel, knowledgeable of all phases of medium and heavy-duty body repair and restoration services. Vendors shall inspect all repairs to ensure they meet or exceed industry standards as defined by Inter-Industry Conference on Auto Collision Repair (I-CAR), Automotive Service Excellence (ASE), and Original Equipment Manufacturer (OEM) recommended repair methods. Vendors’ technicians working on City of Denton vehicles shall have completed and be certified in I-CAR or other industry standard light, and medium-duty repair courses and certifications. These qualifications may include I-CAR, ASE, OEM, and/or other certifications/qualifications. Sub-Vendors shall follow the same guidelines as specified in this proposal. Vendors agree, during the performance of the work, to comply with all applicable codes and ordinances of the appropriate local, state and/or federal laws as they may apply, as these laws may now read or as they may hereafter be changed or amended. Vendors shall obtain from the appropriate local, state and/or federal agencies the necessary permit(s), if any, required by the ordinances for the performance of the work. Vendors shall price paint and material at an hourly rate and shall not exceed two-thirds of cost of the Hourly Labor Rate - Paint Labor. Miscellaneous expenses shall be factored into paint and material costs. Environmental fees (oil, transmission fluid, antifreeze, and tire disposal) shall not exceed $50.00 per invoice. Vendors shall obtain City approval and authorization in writing to sublet any work. Vendors shall submit a quote with the estimated costs of sublet work that must be performed. Vendors shall be responsible for total replacement of the vehicles on-board computers and airbag components damaged due to negligence, by not disconnecting appropriate systems required by the manufacturer and associated repair process before performing welding. Vendors shall be completely familiar with the specified requirements and methods needed for proper performance of this contract. RESPONSE TIMES Vendors shall respond to a work request within 24 hours. Vendors shall pick up and deliver completed vehicles to the Fleet Service Center, Monday through Friday between 7:00 a.m.– 7:00 p.m. unless expressly authorized by the Fleet Service Center Supervisor(s). VENDOR COLLISION REPAIR REQUIREMENTS Vendors shall have a minimum of five (5) consecutive years in the light and medium and heavy-duty equipment and vehicle body collision repair business as well as an operating facility for the same timeframe. COLLISON REPAIR EQUIPMENT REQUIREMENTS Frame System - Vendors shall have an onsite anchoring industry recognized frame/structure multi post pulling post/frame repair machine. Machine shall have the ability for multiple angle pulls. Frame machine is required to produce printable before and after measurements to certify straightening, repair, or replacement items are returned to manufacturer specifications (OEM) and pre-accident condition. Before and after measurement prints shall be provided with the final invoice. Alignment Machines - Vendors shall provide access to alignments either by in-shop industry recognized equipment, or acceptable use of a subcontract Vendors for alignment service. Before and after alignment specifications are required to be printed before and after the measurement. This is to verify the vehicle is back to pre-accident condition and meets manufacture specifications (OEM). Copy of measurements are required to be sent with final invoice. Air Conditioning Repair/Recharging Services - Vendors shall have an air conditioning refrigerant recycling and charging system that meets all local, federal and state requirements. Welding - Vendors shall have appropriate welding equipment to perform fabrication and body welding and utilize I-CAR or other industry standard certified welding procedures. Gas welding is not acceptable, no exceptions. Vendors shall have appropriate equipment for aluminum welding. Vendors shall make sure the vehicle computer systems and airbag triggers are disconnected prior to any welding performed. Vendors shall be responsible for total replacement of the vehicles on-board computers and airbag components damaged due to negligence, by not disconnecting appropriate systems required by the manufacturer and associated repair process before performing welding. Vehicle Lifting System - Vendors shall possess a fully functional industry standard equipment lifting system for damage inspections and repair purposes. Headlight Aiming - Vendors shall possess a fully functional headlight-aiming tool / system. Paint Requirement - Vendors shall have industry recognized light and medium vehicle sized paint booth system to allow for proper painting applications for City vehicles. Vendors shall have on-site a complete paint mixing system for color matching requirements. Paint products and painting procedures shall meet manufacturers (OEM) requirements for quality and warranty considerations. Mechanical Requirement - Vendors shall complete all mechanical services and repairs, including but not limited to: front and rear suspension, drive train components, air bags, anti-lock brakes, emission and other sensors, steering columns, lights, computer controls and associated wiring, engines, transmissions, final drives, extension slides, hydraulic components, steering motors, that require replacement as indicated on the original written estimate and/or supplement be completed by the awarded Vendors(s) or authorized sub-vendor. Vendors shall return all vehicles to pre-accident condition and meet or exceed manufacturer specifications (OEM). WARRANTY REQUIREMENTS The Vendor shall provide a warranty to include at a minimum, but not limited to the following: Vendor warrants that all work and products supplied under this agreement is free from any defect in workmanship, equipment, material, or design furnished by the Vendor or any supplier at any tier. Upon notification by the authorized City personnel, Vendor agrees to repair or replace promptly, on a one-for-one basis without additional cost to the City of Denton, any and all defective work and products. The Vendor Agrees to repair promptly any defective work and or products covered under written warranty in quote. This warranty and all other warranties in this purchase shall continue for a period of at least 90 days from date of acceptance of products and work by the City. The Vendor shall remedy at the Vendor’s expense any non-conforming or defective products or work. In addition, the Vendor shall remedy at Vendor’s expense any damage to real or personal property owned by the City of Denton, when that damage is the result of a defect of products furnished. The Vendor’s warranty with respect to products repaired or replaced will run for 90 days from date of installation and acceptance of such by the City. The City of Denton shall notify the Vendor, within a reasonable time after the discovery of any failure, defect, or damage. With respect to all warranties, expressed or implied, from manufacturers, or suppliers for work performed and materials furnished under this contract, the Vendor shall: Obtain all warranties that would be obtained in normal commercial practice and enforce all warranties for the benefit of the City of Denton. The Vendor’s warranty shall include all third-party and other aftermarket components which are installed and or supplied by Vendor. Vendors(s) shall provide a written warranty as follows: Auto Body & Collision Parts and Labor – (5) years from the completion of the repair. Auto Body & Collision Paint – (5) years from the completion of the repair. Mechanical & Electrical Parts and Labor - Minimum of one (1) year from the completion of repair. The effective warranty date shall be the date final acceptance of the repaired vehicle by City of Denton. Warranty does not cover normal wear and tear items. VEHICLE REPAIRS, INSTALLATION AND INSPECTION REQUIREMENTS Collision Repairs - Vendors shall guarantee and demonstrate that all structural repairs performed meet or exceed manufacturer (OEM) and/or I-CAR repair specifications. Vendors shall utilize modern, well-maintained tools which meet manufacturer specified use or I-CAR specified use. Vendors shall be required to have all frame replacements approved in writing by the City of Denton Fleet Superintendent or designee. Glass Removal and Installation - Vendors shall use OEM or I-CAR defined glass removal and install procedures. Glass service is allowed by the repair facility or through subcontract glass Vendors. Glass urethanes shall meet or exceed manufacturer specifications. Glass shall also meet or exceed OEM safety and integrity. OEM or aftermarket glass which meets or exceeds OEM specifications will be acceptable. Quality Control - All installations and fabrications shall be subject to the City’s quality control inspection process. All rework shall be performed at no additional cost and in a timely fashion for the City. Hidden Damage - During the course of repair, Vendors shall contact the City’s representative and/or City’s independent appraiser for re-inspection and approval. If additional damages are found that were not included in the original estimate. Completed Vehicle - Vendors are required to contact the City of Denton authorized inspector/appraiser or authorized City of Denton representative for final inspection on completed vehicle(s) repairs prior to delivery back to the City of Denton. The authorized representative shall inspect the body repairs from the approved estimate and photographs. The invoice shall match the approved estimate. Vendors shall have the invoice and all other documents associated with the repair signed by the authorized representative as a receipt of approval. If the work is unacceptable, Vendors are required to make corrections in the timeframe required by authorized representative at no additional cost to the City. Rework or corrective repairs will be defined by the City of Denton as a priority repair. Appraisal Determination - The City of Denton reserves the right to determine final repair steps and methodology which meets or exceeds established industry standards. Parts Requirement - Vendors shall follow the directions in the use of Original Manufacturer Equipment (OEM), aftermarket Certified Automotive Parts Association (CAPA certified), or recycled parts either from parts Vendors or City supplied for replacement or repair. For each repair, the Vendors(s) shall provide an invoice listing OEM, CAPA certified aftermarket parts, recycled parts purchased or listed as received from the City of Denton for the assigned vehicle. Vendors shall keep and provide a shown ability for acquiring recycled parts via part Vendors networks and contacts. Vendors shall keep all the old parts from the damaged vehicle(s) until an inspection from the City of Denton representative and/or City independent appraiser has been completed and satisfied. Once final inspection is complete, the parts can be disposed of properly by Vendors following all local, state, and federal regulations. The City always reserves the right to acquire any part removed from the vehicle being repaired. The ability to recycle is always recommended by the City as appropriate. All parts utilized on collision repairs, on City assets shall be new unless otherwise requested by City of Denton Fleet personnel. Any rebuilt or remanufactured parts must be approved in writing by City prior to being utilized. Vendors shall utilize new OEM parts which meet or exceed OEM specifications. The City may allow aftermarket, used OEM, rebuilt for remanufactured, or OEM new. Vehicle Turn-Around Time - Vendors, upon authorization to proceed and receipt of the vehicle, shall have the respective vehicle repaired within the time frame denoted in the written appraisal estimation provided by City of Denton representative or authorized City of Denton representative (independent consultant/appraiser). Request for additional time shall be approved by City of Denton representative and/or authorized City of Denton representative (independent consultant/appraiser). City of Denton reserves the right to secure services from a secondary Vendors if the awarded Vendors is unable to meet the City of Fort Worth required turn-around time for the repair/restoration services. Status of Repair Reports - Vendors shall submit a weekly repair status report to the authorized City of Denton representative with the vehicle number, date received, and a detailed status of each vehicle number and the estimated completion date. Also listed should be any items on hold or other delays which need to be made to the attention of the City of Denton representative. Vehicle Security - Vendors’ facility shall have an indoor or outdoor secure locked parking lot with a security monitoring system. Vendors are responsible for the security of all City of Denton vehicles while in their possession. LAWS, REGULATIONS, AND ORDINANCES The Vendor shall be responsible for meeting all Federal: laws, ordinances and regulations; State: laws, ordinance and regulations; County: laws, ordinances and regulations; and City: laws, ordinances, and regulations for safety of people, environment, and property. This includes, but is not limited to, all Federal, State, County, and City Agencies, Administrations and Commissions such as the Environmental Protection Agency (EPA), Occupational Safety and Health Administration (OSHA), and the Texas Commission on Environmental Quality (TCEQ). In the event any law, regulation or ordinance becomes effective after the start of this Agreement, the Vendor is required to comply with new policy. Any mandates requiring the City to comply with new guidelines will also require the Vendor to comply.