Specifications For Consolidated Fleet Vehicle Maintenance and Repair Services RFx #7107

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1 Specifications For Consolidated Fleet Vehicle Maintenance and Repair Services RFx #7107 State of Tennessee Department of General Services, Central Procurement Office

2 Table of Contents Section One: General Solicitation Instructions Purpose Key Outcomes Scope Contracting Approach Current Environment Fiscal Year 2012 Category Spend State of Tennessee Fleet Portfolio Definition of Terms And Acronyms... 4 Section Two: Specifications General Requirements Contract Manager Account Manager Service Locations Maintenance Guide Parts Costs Preventive Maintenance Service Requirements Service Provision Service Requirements Service Timeframes Prior Approval of Services Full Service Maintenance & Repair Service Requirements Service Provision Service Requirements Service Timeframes Courtesy Safety Inspection Securing of State Vehicles Prior Approval of Services Inspection Estimates Accident Repair & Bodywork Service Requirements Service Provision Estimates... 10

3 2.4.3 Frame Specifications OEM Parts Qualified Personnel Four Point Anchoring System Paint Maintenance and Repair Services Safety Equipment Inspection Warranty... 11

4 Section One: General Solicitation Instructions 1.1 Purpose The State of Tennessee currently maintains a statewide contract for Preventive Maintenance & Repair (Statewide Contract 207) with Bridgestone Retail Operation, LLC. The State of Tennessee is seeking through this ITB to establish a consolidated contract for Fleet Vehicle Maintenance and Repair Services for all State agencies, local governmental units within the geographic limits of the State of Tennessee, any private nonprofit institution of higher education chartered in Tennessee, and any corporation which is exempted from taxation under 26 U.S.C. Section 501(c) (3) as amended and which contracts with the Department of Mental Health and Substance Abuse Services to provide services to the public (T.C.A et seq.). The resulting contract will be open to these governments unless a letter is attached to your bid, requesting exemption to this allowance. Vendor(s) agree to extend services under this contract to all authorized contract users at the same price and under the same terms and conditions offered in this bid. 1.2 Key Outcomes The State of Tennessee wishes to contract with Vendors whose bids best meet the key outcomes established in this section. In pursuing this contract, the State seeks to accomplish the following: 1. Expand the categories of maintenance services available to fleet vehicle users 2. Expand the existing network of maintenance and repair locations available to fleet vehicle users 3. Reduce direct costs associated with the delivery of maintenance and repair services 4. Minimize fleet vehicle downtime The overarching goal of this solicitation is to drive cost savings while also expanding the services and network of available service locations in the State of Tennessee. 1.3 Scope Vendors responding to this ITB must be able to provide services in one or all of the following service categories for State fleet vehicles including, small, midsize and full size sedans, police pursuit vehicles, Class 1 through Class 6 trucks (light and medium-duty trucks), vans up to 1 ton, and SUV s: 1. Preventive Maintenance Service 2. Full-Service Maintenance and Repair Service 3. Accident Repair and Bodywork Service Vendors interested in responding to this ITB may provide a proposal for a single category, multiple categories or all of the categories of services in this Solicitation in accordance with requirements. Vendors may propose services in one single or multiple State Regions (as defined in Attachment A) in accordance with requirements. 1.4 Contracting Approach The State intends to award a contract to the lowest responsive and responsible bidder in each category within each region as defined in Exhibit A to this ITB. Vendors providing services in more than one region and/or more than one category may be awarded in multiple regions and/or categories. The State reserves the right to award for some, none or all of the services categories and regions. 1.5 Current Environment For Fiscal Year 2012, it is estimated that the State of Tennessee spent approximately $10.5 million on vehicle maintenance and repair services. Event # Statewide Fleet Vehicle Maintenance & Repair Services 3

5 1.5.1 Fiscal Year 2012 Category Spend The following table provides estimates of Preventive and Full-Service Maintenance Service spend for Fiscal Year 2012 for the State of Tennessee. TN Department Users of Maintenance Service FY 2012 Spend Motor Vehicle Management (MVM) $ 3,000,000 Tennessee Department of Transportation (TDOT) $ 6,500,000 OTHER $ 1,000,000 TOTAL $ 10,500, State of Tennessee Fleet Portfolio The State fleet managed by MVM consists of approximately 4,050 light duty/mid-duty State-owned vehicles. The tables below provide additional details regarding types of vehicles and age of vehicles in the fleet. Vehicle Type Number of Vehicles Police Sedan 770 Sedan 575 Passenger Van 650 2WD Truck/SUV 525 4WD Truck/SUV 1,465 Mid-Duty Truck 65 Vehicle Age Number of Vehicles year 2000 or older 130 year year ,100 year , Definition of Terms And Acronyms Term/ Acronym Definition ITB MVM TDOT PM GVWR Class 1 Truck Class 2 Truck Class 3 Truck Class 4 Truck Class 5 Truck Class 6 Truck Invitation To Bid Motor Vehicle Management Division of the Tennessee Department of General Services Tennessee Department of Transportation Preventative Maintenance Gross Vehicle Weight Rating A truck with GVWR of 0 to 6,000 pounds A truck with GVWR of 6,000 to 10,000 pounds A truck with GVWR of 10,001 to 14,000 pounds A truck with GVWR of 14,001 to 16,000 pounds A truck with GVWR of 16,001 to 19,500 pounds A truck with GVWR of 19,501 to 26,000 pounds Event # Statewide Fleet Vehicle Maintenance & Repair Services 4

6 Section Two: Specifications 2.1 General Requirements Contract Manager Vendor shall designate a Contract Manager for the Contract. The Contract Manager will be a single point of contact for the State Contract Administrator and be responsible for addressing broad contract issues and requests brought to them by the State Contract Administrator. The Contract Manager should have the authority and competence to address and correct any issues related to the implementation of the Contract. Vendor shall notify the State Contract Administrator in writing within three (3) business days of assigning a new Contract Manager. The State reserves the right to reject the newly assigned Contract Manager and/or request a new Contract Manager at any time as may be required Account Manager Vendor shall designate an Account Manager for each State Agency, Local Government, Higher Education entity, or other authorized end user utilizing the Contract. The Account Manager will be the single point of contact for Customers utilizing the Contract. Vendor may designate a single Account Manager to each Customer or for multiple Customers, as needed. The Account Manager will be responsible for addressing Customer specific issues related to the Contract for the specific Customer account and should have the authority and competence to address and correct any issues raised. Vendor shall notify the State Contract Administrator and affected Customers in writing within three (3) business days of assigning a new Account Manager. The State reserves the right to reject the newly assigned Account Manager and/or request a new Account Manager at any time as may be required Service Locations Vendor must have an established network of multiple service locations within the region (3 or more for Preventive Maintenance and Full-Service Maintenance and Repair Services; 2 or more for Accident Repair & Body Work) for which they have bid. All locations must provide the full range of services in the category or categories for which the Vendor has bid. Vendor shall complete and submit Attachment B to this ITB with their bid response, outlining the physical location of all service facilities for each region Maintenance Guide Vendors shall utilize a standard maintenance and repair guide in development of estimates for work. It is preferred that Vendors utilize nationally recognized maintenance and repair guides such as Chilton, Mitchell, All Data, etc. Other maintenance and repair guides will be considered by the State. Vendors utilizing guides that are not considered to be nationally recognized maintenance and repair guides must provide an example of their guide and acknowledge in their bid that the guide is used uniformly across all service locations. The State will determine the acceptability of the guide provided Parts Costs For Full-Service Maintenance and Repair and Accident Repair and Bodywork Services all parts used in the provision of service will be invoiced to the State at a percent discount issued from a Vendor s Catalog or List Pricing. Vendors will be asked to bid parts at retail, as well as a percent discount that will then be applied to the items and service bid by the Vendor where applicable within the solicitation. Vendors may be asked to submit evidence acceptable to the State for the cost of all parts used in servicing a vehicle when submitting their invoice to the State. Event # Statewide Fleet Vehicle Maintenance & Repair Services 5

7 2.2 Preventive Maintenance Service Requirements Service Provision Vendors shall be able to provide all of the following preventive maintenance services for all fleet vehicles in scope: Lube, Oil & Filter Tire Rotation Replace Air Filter Replace Wiper Blades Air Conditioning Evacuate and Recharge Radiator Flush and Fill Transmission Fluid Service Requirements All work will be performed by qualified service personnel trained and authorized to do the work. Vendor is responsible for proper disposal of all old fluids and parts in accordance with State and Federal guidelines. The State reserves the right to request Vendor return all parts removed from a State Vehicle during repair to the State for inspection upon delivery or pickup of the vehicle and at that time the State will determine whether to retain the old part or return the part to the Vendor for proper disposal Service Timeframes The State expects that Vendors will work to minimize fleet downtime for State fleet vehicles and as such Vendors shall give State fleet vehicles the highest possible priority in scheduling and performance of services. All Preventive Maintenance Services shall be performed within 30 minutes of a scheduled appointment time. When appointments are made for service, the State shall be sure the vehicle operator or the State authorized representative secures and keeps appointments Prior Approval of Services All service and repairs for State-owned vehicles exceeding $ will require prior approval by an authorized representative of the State. Prior approval shall be provided through transmission of a Purchase Order Number that shall be used by the Vendor when invoicing for the services. Any maintenance/repair services and/or parts that the Vendor deems necessary, beyond those already approved, must first be approved by the State. Event # Statewide Fleet Vehicle Maintenance & Repair Services 6

8 2.3 Full Service Maintenance & Repair Service Requirements Service Provision Vendor shall provide full-service maintenance and repair services and other approved repairs for all fleet vehicles in scope. Examples of services in scope for this bid include, but are not limited to: Wheel Balance Wheel Alignments Flat Tire Repair Brake Inspections Brake Service Replace Spark Plugs Engine Diagnostics Radiator Service Battery Service Fuel System Service Safety Inspections Emissions Testing Air Conditioner Service Vendors providing Full Service Maintenance and Repair Services who also wish to be considered for award for Preventive Maintenance Services must bid both categories in their response Service Requirements All work will be performed by qualified service personnel trained and authorized to do the work. Mechanics shall be ASE or Factory certified or equal, and be qualified to perform maintenance and repairs to all vehicle components. All Tennessee Highway Patrol vehicles require the use of OEM brake parts; Aftermarket brake parts on THP Patrol Vehicles will not be acceptable. Vendor is responsible for proper disposal of all old fluids and parts in accordance with State and Federal guidelines. The State reserves the right to request Vendor return all parts removed to affect a repair to the State for inspection upon delivery or pickup of the vehicle and at that time the State will determine whether to retain the old part or return the part to the Vendor for proper disposal. Tennessee Highway Patrol Vehicles Year Make Model Police Ford Crown Vic 2012 Police Chevrolet Caprice 2012 Police Ford Utility 2008 Police Chevrolet Tahoe 2007 Police Chevrolet Impala Service Timeframes The State expects that Vendors will work to minimize fleet downtime for State fleet vehicles and as such Vendors shall give State fleet vehicles the highest possible priority in scheduling and performance of services. When appointments are made for service, the State shall be sure the vehicle operator or the State authorized representative secures and keeps Event # Statewide Fleet Vehicle Maintenance & Repair Services 7

9 appointments. Services and repairs should generally not exceed 24 hours. Timeframes will exclude weekends and holidays. The State will require immediate notification to the fleet vehicle user and/or an authorized representative of the State whenever a service or repair will exceed the specified timeframes. Vendor may be required to provide written notification in certain circumstances as may be requested by the State. Event # Statewide Fleet Vehicle Maintenance & Repair Services 8

10 2.3.4 Courtesy Safety Inspection Service providers performing services on State fleet vehicles shall perform a courtesy safety inspection of the following items at no additional cost: Brakes Tires Fluid levels Battery Filters Belts Hoses Wipers Lights Fuses Steering Suspension Shocks/Struts CV joints/boots Service provider shall provide a checklist of the inspection with notes as to any defects noted during the inspection to the vehicle user when vehicle is picked up upon completion of service/repair Securing of State Vehicles The vendor shall take reasonable precautions to ensure the State vehicles and equipment are protected from foreseeable harm Prior Approval of Services All service and repairs for State-owned vehicles exceeding $ will require prior approval by an authorized representative of the State. Prior approval shall be provided through transmission of a Purchase Order Number that shall be used by the Vendor when invoicing for the services. Any maintenance/repair services and/or parts that the Vendor deems necessary, beyond those already approved, must first be approved by the State Inspection After service is completed, the vehicle(s) will be subject to inspection by an authorized State representative and/or the fleet vehicle user. If the repair services are not properly performed, the vehicle will be returned to the Vendor for corrective action. All corrective actions shall be performed at no additional charge to the State Estimates Vendor must provide in writing a detailed estimate of the work to be performed (including total labor/material hours and parts) to an authorized representative of the State or his/her designee. Vendor will be held to the estimate unless it is found that additional work is required to maintenance the vehicle properly. In this case, the Vendor shall immediately contact the authorized representative of the State, detail the additional work and cost, and get approval for the new estimate prior to beginning any additional work. Event # Statewide Fleet Vehicle Maintenance & Repair Services 9

11 2.4 Accident Repair & Bodywork Service Requirements Service Provision Vendor shall provide accident repair and bodywork services for all fleet vehicles in scope. Vendor shall give State vehicles the highest possible priority in scheduling and performance of repairs. Any delays in performing repairs shall be reported to the State as soon as they are known Estimates Vendor must provide in writing an authorized representative of the State or his/her designee a detailed estimate of the work to be performed to repair the vehicle to pre-accident/damaged condition (including total labor/material hours and parts) and an estimated date of completion of the work. Vendor will be held to the estimate unless it is found that additional work is required to maintenance the vehicle properly. In this case, the Vendor shall immediately contact the authorized representative of the State, detail the additional work and cost, and get approval for the new estimate prior to beginning any additional work in writing Frame Specifications Vendor shall maintain a source of structural specifications covering vehicle structure and wheel alignment specifications for the make, model and year of the vehicle being repaired. Vendor shall have a measuring device capable of measuring in three dimensions (symmetrical or asymmetrical unibody structures) for the type of vehicle repaired and provide written structural documentation or computer printout. Vendor shall provide a printout of frame specifications showing the frame specifications are the same post-repair as they were before the accident to an authorized representative of the State or his/her designee OEM Parts Vendor must use original equipment replacement parts unless authorized by an authorized representative of the State or his/her designee to use aftermarket, non-oem replacement, remanufactured or reconditioned parts Qualified Personnel All work will be performed by qualified service personnel trained and authorized to do the work. Vendor must have a gas metal arc (GMA/MIG) welder and technician trained in proper welding techniques Four Point Anchoring System Vendor shall have a four point anchoring system capable of holding a vehicle in a stationary position during structural and body pulls which is suitable for the type of vehicle being repaired Paint Vendor shall have a pressurized spray booth meeting all current federal, state and local requirements. Vendor shall have a paint mixing system capable of producing OEM-type finish and matching the vehicle s current paint in shade and finish Maintenance and Repair Services Vendor shall have the ability to complete and verify four-wheel alignment through computer printout either from an inhouse alignment system or a qualified sublet alignment provider. Vendor shall have the ability to remove and reinstall suspensions, engines, and drive trains or be able to provide the name of a qualified sublet provider to perform these services as needed. Vendor must have the ability to reclaim, evacuate, and recharge vehicle air conditioning systems using in-house equipment and certified technicians or a qualified sublet provider. Event # Statewide Fleet Vehicle Maintenance & Repair Services 10

12 2.4.9 Safety Equipment Vendor must have employees that are qualified to diagnose airbags and safety restraints, and capable of completing OEM-specified repairs using in-house equipment with certified technicians, or utilize a qualified sublet provider with certified technicians Inspection After service is completed, the vehicle(s) will be subject to inspection by an authorized representative of the State or his/her designee and/or the fleet vehicle user. If the repair services are not properly performed, the vehicle will be returned to the Vendor for corrective action. All corrective actions shall be performed at no additional charge to the State. Vendor shall have the ability to fully hoist a vehicle for inspections Warranty Vendor shall warranty work performed for a minimum of 1 year. The Vendor shall, without additional compensation, correct or revise any errors, omissions, or other deficiencies in its services provided under the Contract. Event # Statewide Fleet Vehicle Maintenance & Repair Services 11

NEW YORK, N.Y. I0004 DIVISION OF MATERIEL. NOTICE =OF- ADDENDUM ADDENDUM #1

NEW YORK, N.Y. I0004 DIVISION OF MATERIEL www.mta.infolnyctlprocurelnyctproc.htm NOTICE =OF- ADDENDUM ADDENDUM #1 BID OPENlNGlDUE DATE: AUG. 10,2010 2 Broadway New York, NY 10004 Thomas F. Prendergast