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8908 - Scope of WorkRFP Tire Services SCOPE OF WORK The City of Denton is seeking a primary, secondary, and tertiary vendor for Tire Services – Light Duty to Medium Duty for City fleet assets within the City. The intent is to award multiple contracts for the purpose of supplying Tire Services – Light Duty to Medium Duty identified by the City of Denton. The quantities are estimated and will vary according to the needs of the City. Pricing shall include all costs, including but not limited to, FOB delivered to City locations. The proposal shall include all the following information. Failure to include all the required information may result in disqualification of a Vendor. I. PURPOSE The intent of this document is to provide interested Vendors with sufficient information to enable them to prepare and submit proposals for consideration by the City of Denton to furnish all labor, materials, tools, equipment, and supervision for Tire Services – Light Duty to Medium Duty for City fleet assets within the City on an as needed basis to assist the City of Denton with asset maintenance and repair. All work shall be provided in a professional manner in accordance with all applicable laws, regulations, and policies, including, but not limited to, all Federal, State and Local safety rules and regulations. The scope of services is to include, but not limited to, Tire Services – Light Duty to Medium Duty for City fleet assets within the City. II. SCOPE OF SERVICES A. Work Hours: 1. Regular Hours: Monday through Friday, 7:00 a.m. – 5:00 p.m. 2. All other hours are considered outside of regular business hours. Listed holiday will be considered outside of regular business hours regardless of time of day. 3. Holidays: any hour day or night per this listing: a. New Year’s Day (observed) b. MLK Day c. Memorial Day d. Juneteenth e. 4th of July f. Labor Day g. Veterans Day h. Thanksgiving Day i. Day After Thanksgiving j. Christmas Eve (observed) k. 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. Holiday hours are extra time beyond normal day work hours, needed to finish tasks in progress. B. Specifications & Timeline 1. General a. Times of Service: Vendor must be capable of responding to requests for service 24 hours per day/7 days per week. b. Response time to service within the City of Denton limits: Requirement is within 30 minutes to any location within the City of Denton. Vendor must acknowledge, written or verbal, within 10 minutes of the service call request. From service request acknowledgment, the vendor is required to be on-site within 30 minutes. c. Response time to service outside the City of Denton limits: Requirement is a written or verbal response within 30 minutes with a defined estimated time of arrival to any location outside the City of Denton. d. If the vendor, when contacted by the City or its representative, is unable to meet these service demands based on a written or verbal request, the City reserves the right to move to other contracted vendors to fulfill the need. Types of Tire Services – Light Duty to Medium Duty tires and wheels, but not limited to: Tire and wheel combinations for light to medium-duty trucks, including 19.5-inch rims, are designed for a balance of load capacity, durability, and performance. The following list provides over 25 examples of these combinations, broken down by rim size. It's important to note that specific tire brands and models within each size category will have different tread patterns and features, such as all-season, all-terrain, or mud-terrain, to suit various driving conditions. 16-inch Rim Combinations • LT245/75R16/E • LT265/75R16/E • LT215/85R16/E • LT235/85R16/E • LT255/85R16 • LT235/70R16 • LT255/70R16 • LT275/70R16 • LT225/75R16 • 6.50R16LT • 7.50R16LT 17-inch Rim Combinations • LT245/75R17/E • LT265/70R17/E • LT235/80R17/E • LT245/70R17 • LT285/70R17 • LT275/65R17 • 10R17.5HC • 215/75R17.5HC • 245/70R17.5 18-inch Rim Combinations • LT245/55R18 with heavy-duty steel wheels • LT255/60R18 • LT265/70R18/E • LT275/65R18/E • LT275/70R18 • LT285/60R18 • LT295/65R18 19.5-inch Rim Combinations • 225/70R19.5 with 6.00RW or 6.75RW wheel • 245/70R19.5 with 6.75 or 7.50 wheel • 265/70R19.5 with 7.50 or 8.25 wheel • 285/70R19.5 • 445/70R19.5 • 8R19.5 with 5.25 or 6.00 wheel • 305/70R19.5 with 8.25 or 9.00 wheel • 19.5-inch Alcoa Forged Aluminum Wheels • 19.5-inch American Force Dually Direct Bolt Wheels • 19.5-inch Accuride AccuShield Wheels 20-inch Rim Combinations • LT275/65R20 • LT265/60R20 • LT275/65R20 • LT285/60R20 • LT275/70R20 • 9.00R20 • 10.00R20 • 11.00R20 • 12.00R20 C. Invoices 1. Due to the volume of potential service demands, the City will pay the Vendor by consolidated invoice bi-weekly. 2. The Vendor is to submit a bi-weekly invoice listing all work invoices for the previous two weeks. 3. The statement is to include invoice numbers, purchase order numbers, dates of service, work order numbers, and amounts. 4. Itemized invoices are to be included with the statement for backup documentation. 5. Invoices with work orders will be required for verification of services rendered. 6. The Vendor’s invoice shall clearly state the actual hours worked at the rate quoted, the actual cost of parts and materials plus a percentage of markup as stated in the contract agreement, and a complete description of the work performed. 7. The cost of parts and materials will be invoiced at the cost of materials and parts multiplied by the contracted markup. 8. Equipment rental needed to complete a repair or service will be invoiced at the cost of the rental multiplied by the contracted markup. D. Project Controls 1. SINGLE POINT OF CONTACT (SPOC) a. Provide a SPOC, who can communicate with the Fleet Services contract manager and is skilled, knowledgeable, and experienced in providing the types of services listed in this Scope of Work. The SPOC shall be available and on call hours a day, while the Vendor is performing services on City property. b. 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. c. Provide all equipment, materials, labor, tools, permits, incidentals, expendable items, personal protective equipment, and d. transportation necessary, including electricity and water, if not available on site, for proper execution and completion of the service request. The materials and services provided by the Vendor shall comply with all Federal, State, and local laws, City ordinances, rules and regulations. e. Understand that storage 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. 2. General Controls a. Vendor shall meet with designated City representatives on a regular basis or as determined necessary by Fleet Services Department staff/contract manager to review progress and provide necessary guidance to the Vendor in solving problems which may arise. b. Have and operate a full-time, permanent business address with the ability to be reached by email and telephone. c. Although there will be a continuous liaison with the maintenance team, the Fleet Services staff will meet as often as required with the Vendor’s project manager for the purpose of reviewing progress and providing necessary guidance. d. The Vendor will, on a regular basis, submit brief written summaries of the work accomplished during the reporting period, work to be accomplished during the subsequent reporting period, real or anticipated problems, and notification of any significant deviation from previously agreed upon work plans. 3. Safety a. The vendor shall provide their service personnel with all required personal safety gear and instruct them to adhere to all safety practices, policies, procedures, rules, and requirements that are common to the industry, always, while performing service work under this contract. b. The vendor shall provide all tools and equipment necessary for the performance of this service, and ensure the items are appropriate for the assigned task, well- maintained, calibrated, and in proper working order before conducting any inspections or initiating any repair work under the contract. c. The vendor shall thoroughly examine and become familiar with the systems and associated facilities to ensure the service can be completed in an orderly and safe manner prior to commencing any work. d. The vendor shall always maintain a safe work environment. The vendor shall immediately report to the designated City representative the existence of any unsafe conditions, which may compromise the safety of personnel in the performance of this service. e. Comply with all provisions of the Occupational Health and Safety Act (OSHA) to protect the life and health of employees and other persons; to prevent damage to property, materials, supplies and equipment; ad to avoid work interruptions. f. Vendor shall comply with the latest version of the 29 CFR 1910, Occupational Safety and Health Standards. g. Compliance with OSHA and other applicable laws and regulations for the protections of employees is exclusively the obligation of the Vendor, and the City assumes no liability or responsibility for Vendor’s compliance or noncompliance with such responsibilities. h. Vendor shall comply with all OSHA reporting requirements for record keeping and reporting of Vendor shall provide verbal report to the City immediately, and no later than once (1) business day, of the occurrence. The Vendor shall cooperate with the City and provide any written documentation and information required for record-keeping purposes. i. The vendor shall properly dispose of all hazardous materials generated from this service (i.e., waste oil, used oil/fuel filters, contaminated fuel, lubricants, etc.) in accordance with Federal, State, and local laws and regulations. E. Employees 1. All employees of the Vendor shall be in a company uniform that clearly identifies the name of the company and the name of the employee. The uniforms shall be clean and neat in appearance. 2. Vendors shall complete background checks and maintain an active policy on drugs and alcohol in the workplace that supports a drug-free environment and be prepared to submit such policy upon City request. 3. Vendor’s shall complete background checks and shall perform criminal background checks on all Assigned Employees prior to the assigned employee be eligible to perform duties for the City. a. Vendors shall follow all the most current EEOC guidelines regarding the process for performing criminal background checks. b. Accordingly, Vendors shall exclude any possible Assigned Employee from working for the City based on job-related functions of the position and consistent with the City’s business necessity. 4. If any person employed on a project by the Vendor shall appear to the City to be incompetent or act in a disorderly or improper manner, such person shall be removed immediately on the request of the City and shall not be re-employed on the same project except on the written consent of the City. 6. All work shall be done in a safe manner and comply with all governing regulations concerning safety. This shall include, but not limited to OSHA, MOSHA, etc. Adequate barricades shall be erected and maintained around all areas where equipment and materials are stored and used. All work being performed for and/or on City property shall fully conform to all local, state, and federal safety regulations. III. MINIMUM QUALIFICATIONS 1. Company a. Commercial Experience; been in business at least 5 years. b. The company must have a controlled substance testing policy for its technicians and assistants. c. Staff must pass background checks as required for secure City areas. This must be done at: i. Vendor’s expense and verification of a clear background must be given to the contract administrator before the Vendor’s employee(s) is allowed to work in a building that falls under this requirement. ii. Under no circumstances shall any Vendor personnel having any convictions or pending criminal hearing be assigned to the City contract. d. Require that Vendor employees wear a uniform, or at a minimum, a company issued identification badge. f. Must have the ability to service all Tire Services – Light and Medium Duty wheels and tires. IV. EVALUATION CRITERIA Proposals will be evaluated based on detailed criteria, including, but not limited to, the following: EXPERIENCE, QUALIFICATIONS & PERFORMANCE (Weight – 30%) COST PROPOSAL (Weight – 40%) COMPLIANCE WITH SPECIFICATIONS (Weight – 30%) V. PROPOSAL REQUIREMENTS 1. Experience, Qualifications & performance will be evaluated. a. Provide references of past clients with similar needs. b. The qualifications of the technicians, including certifications and industry experience, should be highlighted to show proficiency in tire services for light and medium-duty vehicles and adherence to technical standards. 2. Cost Proposal a. The cost proposal should include a detailed breakdown of all associated costs, including hourly labor rates, travel fees, parts % discount, and any potential additional charges. b. The financial component will be highly weighted, so vendors are encouraged to provide transparent and comprehensive pricing with consideration for the technical requirements listed in the price sheet. 3. Compliance with Scope a. The vendor must demonstrate compliance with the stated specification(s) in sections II of this Scope of Work, including providing detailed responses that meet or exceed the Owner's expectations. b. Provide a timeline and response process when service is requested. c. Provide the types of tires the vendor can service in accordance with this scope. d. Provide an example invoice. e. Provide a single point of contact for service requests and invoicing. f. Demonstrate the vendor’s safety standards and controls. The City of Denton is seeking a purchase, service, and repair solution for tire services for light and medium-duty vehicles for the Fleet Services Department. The selected vendor must meet all outlined requirements, ensure smooth implementation, and provide long-term support. Proposals should address all aspects of this SOW and include a clear breakdown of pricing, implementation methodology, and timelines. The City reserves the right to disqualify proposals that fail to meet the outlined requirements.