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HomeMy WebLinkAbout8986 Animal Transport Bodies & Chassis Scope of WorkRFP # 8986 – Animal Transport Bodies & Chassis Acquisition, Maintenance, and Repairs SCOPE OF WORK The City of Denton is seeking a primary, secondary, and tertiary vendor for the acquisition, repairs, and maintenance of animal transport bodies and chassis. Services will primarily be performed within the city limits of Denton, Texas, on an as-needed basis upon the request of City personnel, seven (7) days a week, twenty-four (24) hours a day. Pricing shall include all costs. The proposal shall include all the following information. Failure to include all the required information may result in the 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 for the acquisition, repairs, and maintenance of animal transport bodies and associated chassis primarily within the city limits of Denton Texas, on an as-needed basis upon the request of City personnel, seven (7) days a week, twenty-four (24) hours a day. All work shall be performed 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. 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 holidays will be considered outside of regular business hours, regardless of the 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 workday hours, needed to finish tasks in progress. B. Specifications & Timeline 1. General: a) Time of Service: Vendor must be capable of responding to requests for service 24 hours per day/ 7 days per week. b) Response time for standard repair services: Requirement is acknowledgment within 2 business days; start work within 5 business days. c) Response time emergency repair services: Requirement is acknowledgment within 24 hours; start work within 48 hours. 2. Each unit shall consist of either a 4, 5, 6, or 8, or other configurations deemed necessary at the operations' need, live animal compartment body and chassis, and should include options for the safety and comfort of the animal(s). Examples are listed below, including but not limited to, features required for the City of Denton animal transport. a) Roof Racks b) Floor Grilles c) Compartment Safety Doors d) Cargo HVAC e) Catch Pole Holders f) Interior Lights g) Fresh Air Delivery Unit h) Pull-Out, Folding Loading or Pet Step Portable Ramp i) Extension Ladder Brackets j) Cab Chassis (Ford, Chevy, Dodge, etc.) k) All other applicable Features C. Work in Progress 1. The Contractor will 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. 2. The transport bodies and chassis offered shall be current year models, unless otherwise specified and defined by the City. 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. The Contractor 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. The Contractor 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. 7. 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 percent (%) markup and environmental fees percent (%) markup, both with a not-to-exceed amount listed. D. Acquisition Timeline and Process 1. The Contractor shall provide written “not to exceed” quotes that align with the contract percentage pricing on all acquisitions. The quotes shall include the estimated delivery, contract pricing, vehicle build sheets identifying all options and specifications, and a direct point of contact for acquisition. 2. The Contractor 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 Contractor’s responsibility to ensure they have all the information to prepare accurate quotes. 3. Equipment delivery and acceptance shall only happen upon the issuance of a purchase order by the City. No equipment shall be delivered to the City without a purchase order. The contractor shall be responsible for ensuring the purchase order number is clearly identified on the windshield of every piece of equipment delivered. The contractor shall be responsible for all coordination and costs associated with a rejected delivery due to no purchase order and/or the purchase order not visible on the equipment at delivery. 4. The Contractor shall ensure all workmanship, materials, and equipment incorporated in the acquisition must fully comply with state and local codes and with all manufacturers’ recommendations. 5. The Contractor shall be responsible for safeguarding their own materials, tools, and equipment. The City shall not assume any responsibility for vandalism and/or theft of materials, tools, and/or equipment while the contractor, or their subcontractor, has possession of the vehicle. E. Invoices 1. Due to the volume of potential service demands, the City will pay the contractor by consolidated invoice bi-weekly, listing all work invoices for the previous two weeks. 2. The statement is to include invoice numbers, purchase order numbers, dates of service, work order numbers, and amounts. 3. Itemized invoices are to be included with the statement for backup documentation. 4. Invoices with work orders will be required for verification of services rendered. 5. 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. 6. The cost of parts and materials will be invoiced at the cost of materials and parts multiplied by the contracted markup. 7. Equipment rental, needed to complete a repair or service, will be invoiced at the cost of the rental multiplied by the contracted markup. 8. The Contractor shall be responsible for ensuring all invoices are sent to the City of Denton’s Accounts Payable (A/P) Department, as applicable to their defined standard. 9. The Contractor is solely responsible for ensuring invoices are supplied to the A/P Department within a reasonable timeline post acceptance of the vehicle by the Fleet Services Department. 10. 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 AP department. F. Controls 1. Single Point of Contact (SPOC) a) Provide a SPOC who can communicate with the Fleet Services 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 24 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. 2. General Controls a) Contractor shall meet with designated City representatives on a regular basis or as determined necessary by Fleet Services Department staff to review progress and provide essential guidance to the contractor in solving problems that may arise. b) Have and operate a full-time, permanent business address with the ability to be reached by email and telephone. 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 that 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; and 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 protection of employees is exclusively the obligation of the Vendor, and the City assumes no liability or responsibility for the Vendor’s compliance or noncompliance with such responsibilities. h) Vendor shall comply with all OSHA reporting requirements for record keeping and reporting. Vendor shall provide a verbal report to the City immediately, and no later than one (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. G. 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 should 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. Contractors shall complete background checks and shall perform criminal background checks on all assigned employees before the assigned employee is eligible to perform duties for the City. a) Contractors shall follow all the most current EEOC guidelines 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 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 City property except on the written consent of the City. 5. All work shall be done in a safe manner and comply with all governing regulations concerning safety. All work being performed for and/or on City property shall fully conform to all local, state, and federal safety regulations. III. MINIMUM QUALIFICATIONS Company 1. Commercial Experience: has been in business for at least 5 years. 2. The company must have a controlled substance testing policy for its technicians and Assistants. 3. Staff must pass background checks as required for secure City areas. This must be done at: a) Contractor’s expense and verification of a clear background must be given to the contract administrator before the Contractor’s employee(s) are allowed to work on City property. b) Under no circumstances shall any Contractor personnel having any convictions or pending criminal hearing be assigned to the City contract. 4. Require that Contractor employees wear a uniform, or at a minimum, a company-issued identification badge. 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 specifications 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 the proposal per the section outlined below Section A. Introduction • Briefly describe your company and experience in sales, repairs, and maintenance of animal transport bodies and chassis. Section B. Scope of Work • Specifications of bodies and chassis (dimensions, capacity, materials, special features). • Durability and performance details. • Logistics and support during installation. • Repairs and services offered (inspection, structural, hydraulic, electrical, painting, quality control). 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 bodies and chassis. • Logistics and support during installation. Section H. Warranties & Guarantees • Warranties on acquisition, 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 acquisition, service, and repair of animal transport bodies and chassis solution 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.