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HomeMy WebLinkAboutScope of WorkRFP Tire Services SCOPE OF WORK The City of Denton is seeking a primary vendor for Tire Services – Heavy Duty / Commercial / Construction for City fleet assets within the City. The intent is to award for the purpose of supplying Tire Services – Heavy Duty / Commercial / Construction 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 Contractor. I. PURPOSE The intent of this document is to provide interested Contractors 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 – Heavy Duty / Commercial / Construction 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 – Heavy Duty / Commercial / Construction 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. Thanksgiving Day h. Day After Thanksgiving i. Christmas Eve (observed) j. 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. Tims 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. 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. Types of Tire Services – Heavy Duty / Commercial / Construction tire and wheels, but not limited to: 2024 ISUZU NRR 2024 CHEVROLET 1 TON 3500 HD 2024 ISUZU NPR 2015 ISUZU NRR 2016 ISUZU ISUZU 2017 RAM 5500 2019 CHEVROLET 4500 2020 ISUZU NPR 2020 ISUZU NPR 2021 ISUZU FTR 2023 ISUZU NRR 2022 INTERNATIONAL CV515 SFA 2009 FORD 2 Ton Truck - F550 2020 HINO 195 MINI REAR LOADER 2023 PETERBILT 537 2019 ISUZU FTR 2006 PETERBILT 357 2012 PETERBILT 337 2015 PETERBILT 337 2016 PETERBILT 567 2017 PETERBILT 567 2016 PETERBILT 567 2015 PETERBILT 320 2017 PETERBILT 567 2017 PETERBILT 348 2018 PETERBILT 348 2018 PETERBILT 567 2018 PETERBILT 520 2018 PETERBILT 567 2018 PETERBILT 348 2020 PETERBILT 567 2020 PETERBILT 520 ASL-NEW WAY 2020 PETERBILT 520 ASL-NEW WAY 2020 PETERBILT 520 ASL-HEIL 2020 PETERBILT 520 ASL-HEIL 2020 PETERBILT 567 2021 PETERBILT 520 2020 PETERBILT 567 2020 PETERBILT 567 2021 PETERBILT 520 2021 CRANE CARRIER LET 2020 PETERBILT 567 2020 PETERBILT 520 ASL-NEW WAY 2021 PETERBILT 520 2022 PETERBILT/NUWAY 520 2022 PETERBILT 520 2022 PETERBILT/NUWAY 520 2021 CRANE CARRIER LET 2022 PETERBILT 337 2022 PETERBILT 548 2022 CRANE CARRIER 2 MAN CAB 2022 CRANE CARRIER 2 MAN CAB 2022 PETERBILT 520 ASL-NEW WAY 2022 PETERBILT 567 2022 PETERBILT 520 ASL-NEW WAY 2022 PETERBILT 567 2023 PETERBILT 567 2022 CRANE CARRIER LET2-46 2024 Battle Motors LET2-46 2024 PETERBILT 520 2024 PETERBILT 520 2023 PETERBILT 520 ASL-HEIL 2024 PETERBILT/NUWAY 520 2024 PETERBILT/NUWAY 520 2024 PETERBILT/NUWAY 520 2024 Autocar DC64 roll off 2023 INTERNATIONAL Haul Truck – 9100 2024 BOBCAT UW56-M 2014 CATERPILLAR Backhoe-430F 2018 JOHN DEERE 544K 1994 BLUE BIRD BUS Bus - TC 2005 PIERCE Lance 2009 FORD 3 Ton Truck 2022 PETERBILT 337 2023 PETERBILT 537 2007 PIERCE Dash 2013 PIERCE Fire Truck - Velocity 2015 PIERCE Fire Truck - Velocity 2017 PIERCE Fire Truck - Velocity 2018 PIERCE Fire Truck - Velocity 2020 PIERCE Enforcer 2022 FREIGHTLINER CUSTOM CHASSIS FL112 2021 Oshkosh ARFF 2021 PIERCE Fire Truck - Velocity 2022 PIERCE Enforcer 2022 PIERCE Enforcer 2022 PIERCE Enforcer 2022 PIERCE Enforcer 2023 INTERNATIONAL CV515 SFA 2007 PIERCE Dash 2020 CHEVROLET C2500 2018 PIERCE Fire Truck - Velocity 1972 AMERICAN Fire Truck 2018 PIERCE Fire Truck - Velocity 2020 PIERCE Fire Truck – Velocity 2. Work in Progress a. The Contractor will meet with selected representatives on a regular basis or as determined necessary by the Fleet Services Department staff/project manager to review progress and provide necessary guidance to the contractor in solving problems which may arise. b. Fleet Services Department project managers will meet as often as required with the Contractor’s project manager for the purpose of reviewing progress and providing necessary guidance. c. The Contractor 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. d. All workmanship, materials, and equipment incorporated in the work must fully comply with state and local codes and to all manufacturer’s recommendations. e. It shall be the responsibility of the Contractor performing services for this contract to safeguard their own materials, tools, and equipment. The City shall not assume any responsibility for vandalism and/or theft of materials, tools and/or equipment. f. The Contractor shall obtain the permission of a Fleet Services representative regarding any needed storage of materials and equipment. Such storage shall be done in such a manner as not to interfere with the schedule for that building. The City shall not accept responsibility for losses of material or equipment regardless of approval to store in any of the City’s facilities or grounds. g. All work areas shall be kept in orderly condition, free of unnecessary material and equipment. All debris will be picked up and hauled away by the Contractor. No additional charge for hauling away debris shall be permitted under the contract. C. Invoices 1. Due to the volume of potential service demands, the City will pay the contractor by consolidated invoice bi-weekly. 2.The contractor 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 number, 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 contractor’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 Department 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. Contractor shall meet with designated City representatives on a regular basis or as determined necessary by Fleet Services Department staff/project manager to review progress and provide necessary guidance to the contractor 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 or project team, the Fleet Services staff will meet as often as required with the Contractor’s project manager for the purpose of reviewing progress and providing necessary guidance. d. The Contractor 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 Contractor 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. Contractors 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. Contractor’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. Contractors shall follow all the most current EEOC guideline regarding the process for performing criminal background checks. b. Accordingly, Contractors 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 Contractor 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 written consent of the City. 5. All work shall be performed according to the standards of the electrical code as adopted by the State of Texas and to the complete satisfaction of the City. The City will be responsible for any applicable fees associated with work requiring a local permit or inspection. The Contractor shall be responsible for advising the City when a permit or inspection is needed and will apply for and pick up permit. The contractor shall schedule any needed inspections. 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 their 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 – Heavy Duty / Commercial / Construction wheels and tires. IV. EVALUATION CRITERIA Proposals will be evaluated based on detailed criteria 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% 1. Experience, Qualifications and Probable Performance: a. Provide references from past clients with similar needs. b. The qualifications of the technicians, including certifications and industry experience, should be highlighted to show proficiency in Service and Maintenance 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 % discounts, 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 section II of this Scope of Work and section V proposal requirements including providing detailed responses that meet or exceed the Owner’s expectations. V. PROPOSAL REQUIREMENTS Please itemize proposal per section outlined below Section A. Introduction • Briefly describe your company and experience in tire sales, repairs, and maintenance. Section B. Scope of Work • Types of tire services offered (include size, capacity, materials, special features). • Durability and performance details. • Logistics and support during installation. • Specific repairs and services provided. Section C. Compliance, Standards and Safety • Confirm compliance with industry standards and regulations. • List certifications, compliance and safety measures. • Confirm repairs meet safety standards. Section D. Assessment & Inspection • Describe initial inspection for damage or annual maintenance. • Explain how findings are documented and communicated. Section E. Repair Plan & Timeline • Step-by-step repair process with timelines. • Special tools or techniques used. • Milestones and completion dates. Section F. Cost Estimate • Detailed cost breakdown (labor, parts, supplies, environmental fees, travel, freight). • Note variables that may affect cost. Section G. Acquisition Timeline • Delivery and installation timeline for tires and services. • Logistics and support during installation. Section H. Warranties & Guarantees • Warranties on tires, repairs, and parts. • Terms and conditions. VI. 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. VII. CONCLUSION The City of Denton is seeking an service, and repair heavy duty, commercial, and construction tires for the Fleet Services Department. The selected contractor 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.