New Way Peterson SOW finalTechnical Specifications
The City of Denton is seeking an acquisition, service, and repair of NewWay Refuse Bodies and Petersen
Brush Truck Bodies, and associated chassis, solution for the Fleet Services Department.
The technical specifications shall be finalized upon the selection of the supplier. The respondent’s submission
shall have accurately described your understanding of the objectives and requirements of the requested products
and services.
A. Purpose
The City of Denton (City) is seeking a primary and secondary vendor for purchasing, service, and repair of
NewWay Refuse Bodies and Petersen Brush Truck Bodies with associated chassis to support various
mobility and operation needs for the City. The intent is to award multiple contracts for the purpose of
purchasing, servicing, and repairing NewWay Refuse Bodies and Petersen Brush Truck Bodies with
associated chassis identified by the City of Denton. The quantities are estimated. The model and type of
Body needed will vary according to the needs of the City. Pricing shall include all costs and percentage off
the list price, including but not limited to, FOB delivered to City locations.
B. Scope of Work
1. Bodies offered shall be current year models, unless otherwise specified and defined by the City.
These models must consist of NewWay and Petersen standard factory configurations and be
approved by a City representative.
2. Vendors shall provide documentation outlining the specifications of each body type, including
weight capacity, dimensions, and material quality, as well as any additional features or
customization options available.
3. Repair and maintenance services shall include routine inspections, diagnostics, replacement of
parts, and necessary repairs to ensure optimal functionality and compliance with safety standards.
4. Vendors must maintain a stock of common replacement parts to minimize downtime during repairs
and provide a timeline for the completion of repair services.
5. All service and repairs must adhere to manufacturer specifications and industry best practices to
ensure warranty compliance and longevity of equipment.
6. Vendors shall provide training for City personnel on the proper operation and maintenance of the
NewWay Refuse Bodies and Petersen Brush Truck Bodies as requested by the City.
7. Standard repair services must be responded to within two (2) business days, with services
beginning within five (5) business days of request, and each will require a quote for estimated
costs. Emergency repair services must be available, with a response time of no more than 24 hours
to address critical operational issues, as defined by the City.
8. Vendors shall ensure that pricing for all services, parts, and repairs is transparent and itemized,
including a percentage off the list price for standard items and a detailed breakdown of labor costs.
9. Ancillary fees will not be used as part of the evaluation criteria; however, anticipated fees must be
clearly stated. Ancillary fees include, but are not limited to, diagnostic fees, freight markup, if any,
from vendor to the City of Denton, and shop supplies % markup & environmental fees % markup,
both with a not-to-exceed amount listed.
10. The City of Denton reserves the right to engage the secondary vendor if the timeline for repairs
and/or acquisition from the primary vendor does not meet the operational needs of the City.
C. Acquisition Timeline and Process
1. Vendors shall provide written “not to exceed” quotes that align with the contract percentage pricing
on all vehicle acquisitions. The quotes shall include the estimated delivery, contract pricing,
vehicle build sheets identifying all options and build specs, and direct point of contact for
acquisition.
2. Vendors shall respond to requests for quotes for acquisitions within two (2) days and provide
written quotes within five (5) days of first contact by the City. It shall be the vendor’s
responsibility to ensure they have all the information to prepare accurate quotes.
3. Vehicle delivery and acceptance shall only happen upon issuance of a purchase order by the City.
No vehicle shall be delivered to the City without a purchase order. The vendor shall be responsible
for ensuring the purchase order number is clearly identified on the windshield of every delivered
vehicle. The vendor shall be responsible for all coordination and costs associated with a rejected
delivery due to no purchase order.
4. Vendors shall meet with selected representatives on a regular basis or as determined necessary by
the Fleet Services Department staff to review progress and provide necessary guidance to the
contractor in solving problems that may arise.
5. Vendors shall ensure all workmanship, materials, and equipment incorporated in the acquisition
must fully comply with state and local codes and with all manufacturers’ recommendations.
6. Vendors shall be responsible for safeguarding their materials, tools, and equipment. The City shall
not assume any responsibility for vandalism and/or theft of materials, tools and/or equipment while
the vendor, or their subcontractor, has possession of the vehicle.
7. Vendors shall be responsible for ensuring all invoices are sent to the City of Denton’s Accounts
Payable Department to their defined standard.
8. The vendor is solely responsible for ensuring invoices are supplied to the Accounts Payable
Department within 30 days of acceptance of the vehicle by the Fleet Services Department. Vendor
must provide a revised invoice within 15 days, if needed.
9. The City will not accept or recognize a hand-delivered invoice to Fleet Services as an acceptable
means of invoicing and shall not be responsible for forwarding any hand-delivered or electronically
delivered invoice to the Accounts Payable department.
10. Prices offered must be for the current order bank year model. At the time of contract renewal, the
vendor must provide an updated base pricing sheet for the next model year. The City may opt to
purchase previous year models when available, and pricing will be negotiated.
D. Single Point of Contact (SPOC)
1. Provide a SPOC, who is able to communicate with the Department Contract Manager and is
skilled, knowledgeable, and experienced in providing the types of services listed in this Scope of
Work.
2. During times the SPOC is unavailable (due to vacation, travel, etc., for example), the vendor may
provide a designee for the SPOC. The designee shall meet the same requirements as specified for
the SPOC within this SOW.
3. Understand that storage and delivery of apparatus, materials, supplies, and equipment shall be in an
orderly fashion at the worksite in a manner that will not interfere with the progress of the vendor’s
work or any other vendor’s work.
4. The SPOC shall be responsible for all matters involving this contract. The SPOC shall be
responsible for ensuring compliance with the scope of work. At no point shall the vendor pass the
City representative to the vendor’s internal staff, and shall gather all information and act as the
vendor’s representative on all matters.
E. Types of Vehicles
The figure below identifies the type of vehicle assets routinely needed and sourced for the City of Denton’s
mobility and operating needs. However, this shall not be an exclusive list, and the acquisition needs of
future vehicle assets may vary.
Please list the make and model of the type of bodies the City intends to use, but may not be limited to.
Examples:
MAKE MODEL
Petersen Grapple Loader – TL2
Petersen Grapple Loader – TL3
Petersen Grapple Loader – TR3
Petersen Grapple Loader – DL3
Petersen Grapple Loader – AL1
Petersen Grapple Loader – AL2
Petersen Grapple Loader – PL3
Petersen Grapple Loader – CP3
New Way ASL – SIDEWINDER XTR
New Way ASL – ROTO PAC
New Way ASL – WOLVERIN
F. Fleet Services Hours of Operation and City Holidays
Regular Hours: Monday – Friday from 6 a.m. - 4:30 p.m.
After Hours: Weekdays after 4:30 p.m., weekends, and the following holidays:
New Year’s Day (observed)
Martin Luther King, Jr. Day
Memorial Day
Juneteenth
Independence Day
Labor Day
Veteran’s Day
Thanksgiving Day
Day After Thanksgiving
Christmas Eve (observed)
Christmas Day (observed)
If a Legal Holiday falls on Saturday, it will be observed on the preceding Friday. If a Legal Holiday falls on
Sunday, it will be observed on the following Monday.
G. 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.
H. Evaluation Criteria
Proposals will be evaluated based on detailed criteria (found in the attached Evaluation Criteria document),
including, but not limited to, the following:
1. Experience, Qualifications, and Probable Performance 30%
2. Cost Proposal 40%
3. Compliance with Scope of Work Specifications 30%
I. Proposal Requirements
1. Experience, Qualifications, and Probable Performance
i. Briefly introduce your company and its experience in
1. NewWay refuse body repairs, maintenance, and sales.
2. Petersen brush truck body repairs, maintenance, and sales.
ii. Provide qualifications, certifications, and references.
2. Cost Proposal
i. Provide an overall percent discount on all NewWay and Petersen bodies.
ii. Provide labor rates for regular labor, field, and after-hours labor as defined in the scope.
iii. Provide a detailed cost breakdown of any additional fees related to this contract. Examples
may include shop supplies, environmental fees, trip fees, mileage, freight, etc.
iv. Mention any potential variables that could affect the final cost.
3. Compliance with Scope of Work:
i. Types of Vehicles - Provide detailed specifications of the bodies and chassis being offered,
including dimensions, capacity, materials, and any special features.
1. Include information on the durability and performance of the bodies and chassis.
a. Ensure that the bodies and chassis comply with relevant industry standards
and regulations.
b. Mention any certifications or compliance measures your products adhere
to.
2. Assessment and Inspection Related to Damage and/or Standard Annual
Maintenance:
a. Describe the initial inspection process to assess the extent of damage or for
annual preventative maintenance.
b. Outline how findings will be documented and communicated.
3. Warranties and Guarantees:
a. Specify any warranties or guarantees on the acquisition, repairs, and parts
used.
b. Detail the terms and conditions of these warranties.
ii. Provide Timeline for Acquisitions
1. Offer a realistic timeline for the delivery and installation of the bodies/chassis.
2. Include details on the logistics and any support services provided during
installation.
iii. Provide Repair Plan and Timeline
1. Provide a step-by-step plan for repairs, including timelines for each phase.
2. Include inspection, structural repairs, hydraulic and electrical system repairs,
painting, and quality control.
3. Mention any special equipment or techniques that will be used.
4. Offer a realistic timeline for the completion of the repairs.
5. Include milestones and expected completion dates for each phase.
6. Ensure that all repairs will comply with relevant safety standards and regulations.
iv. Provide the contact information for the Single Point of Contact