TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION ON-SITE MOBILE MAINTENANCE AND REPAIR SERVICE PUBLICATION

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION GENERAL SERVICES DIVISION ON-SITE MOBILE MAINTENANCE AND REPAIR SERVICE PUBLICATION * This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT to support other entities by making this specification available through the National Institute of Governmental Purchasing (NIGP). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE: This solicitation is an Invitation for Bid (IFB) to provide services for on-site mobile maintenance and repair, on an as-needed basis, of TxDOT equipment as referenced in Attachment A, Equipment List and located at different TxDOT facilities, or remote job sites. 2. EQUIPMENT TO BE SERVICED 2.1. Type(s) of equipment to be serviced are referenced in Attachment A, Equipment List TRANSFER, PURCHASE AND SURPLUS OF EQUIPMENT: Upon mutual agreement between TxDOT and the vendor: The list of equipment shown will be subject to change due to transfer and surplus of existing equipment and the purchase of new equipment Equipment added will be subject to the exact price, terms and conditions as the equipment for which it was substituted. 3. RESPONDENT QUALIFICATIONS: The respondent shall: 3.1. Be a company engaged in the business of providing maintenance and repair services for a minimum of three years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation Be in good financial standing, not in any form of bankruptcy, current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. When financial statements are requested, TxDOT will review the respondent's audited or unaudited financial statement to this solicitation in accordance with Texas Government Code, Title 10, Subtitle D, Section to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service. Factors to be reviewed include: * This Specification Supersedes TxDOT Specification No , Revised November

2 Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes Any notes to the financial statements. 4. REFERENCES: The respondent shall submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed within the past five years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number, and dates services were performed. The response will be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Schedule 1 Respondent References). 5. VENDOR REQUIREMENTS: Inspection by TxDOT will not relieve the vendor of any obligation to ensure that all articles, materials, and supplies are consistent with specifications, and are fit for the intended use. TxDOT reserves the right to conduct any tests or inspections deemed necessary to ensure goods or services conform to the specification. The vendor shall, throughout the term of the contract: 5.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation Provide a primary point of contact Have a minimum of one mobile service truck, equipped with all tools and supplies necessary for servicing the equipment noted in Attachment A, Equipment List Be able to verify that maintenance and repair service technicians have had training with a minimum of one year hands-on experience within the last two years working on the type of equipment listed in Attachment A, Equipment List Ensure maintenance and repair service technicians have on-going training on current and new technologies Have maintenance and repair service technicians fully qualified to work on all types of equipment indicated in Attachment A, Equipment List Have maintenance and repair service technicians with experience in performing, but not be limited to, the following work: Electrical and electronic troubleshooting techniques and repair procedures Diagnosing, analyzing, overhauling and repairing engines Repairing automatic, standard, and power shift transmissions Repairing ignition system, exhaust, emission control system, cooling system, air conditioner, heater, air intake system, and fuel system. 2-10

3 Repairing brakes including anti-locking systems Repairing all types of clutch components Repairing hydraulics system pumps, lines, reservoirs, and cylinders, etc Repairing all components of cab and chassis Repairing steering system, final drive, drive shaft, u-joints, and hydrostatic drive system Repairing, adjusting or replacing parts which wear from surface contact such as mower blades, broom core wafers, bucket cutting edges, etc Repairing or adjusting compressed natural gas (CNG), liquid propane gas (LPG) systems, gasoline, diesel, hybrid-electric, ethanol and after-market converted alternative fuel equipment and systems as specified on Attachment A Equipment List Interpreting diagrams, blueprints and technical data Complying with Environmental Protection Agency (EPA) guidelines for the disposal of hazardous material Provide all parts, labor, equipment, materials, shop supplies, tools, transportation, method of communication, and supervision necessary for equipment maintenance and repair service Be responsible for any damage to TxDOT equipment, locations, buildings and building contents caused by service technicians. Any damage shall be repaired or remediated at the vendor s expense Be responsible for loss or theft of equipment, equipment parts or contents that occur during the time service technicians are performing maintenance or repair services until service has been completed and accepted by TxDOT. Vendor shall replace at vendor s expense any lost or stolen items Respond to TxDOT s verbal notification within four business hours of service call and be on site to perform repairs within eight business hours of notification Contact the authorized TxDOT representative upon arrival at the job site and departure from the job site Provide a detailed cost estimate in writing that will be approved by the authorized TxDOT representative prior to any work being performed. Cost estimate shall include, but not be limited to the following information: Estimated number of hours required to complete the job Estimated completion time Estimated number of technicians needed to complete the job Estimated parts and prices known to be needed at the time of the estimate (Ref. Para. 6.3) Coordinate the time frame for completion of all equipment maintenance or repair services with the authorized TxDOT representative. All time frames for completion of equipment maintenance or repair services will be approved by the authorized TxDOT representative prior to starting the service. Additional requirements are as follows: 3-10

4 All equipment maintenance or repairs shall be completed within the approved time frame If additional time is necessary to complete equipment maintenance or repairs, a written request for extension shall be sent to the authorized TxDOT representative to approve or disapprove prior to services being performed past the approved completion time. The authorized TxDOT representative will approve or disapprove the request in writing to the vendor Submit increases to cost estimates for parts to the authorized TxDOT representative for approval. Increase requests shall include all estimated costs for additional parts needed to complete the service. TxDOT will respond to the vendor with written approval prior to the purchase of any additional parts or services being performed Provide a service ticket, which includes the equipment number, equipment description, name of mechanic performing the work, the start and completion times noted by the authorized TxDOT representative for the services performed, mileage to include the locations between which mileage is being claimed and, if applicable, the TxDOT repair order number issued for that job Leave the work area clean and free of materials, debris, and vendor equipment to the satisfaction of the authorized TxDOT representative. The vendor shall remove and dispose of all defective materials removed in performance of the service and in strict accordance with all applicable rules, regulations, codes, laws, ordinances, statutes, etc., at the time the service is provided. The authorized TxDOT representative will approve in writing the removal of all parts Properly dispose of used and contaminated lubricants and filters. The vendor shall provide to TxDOT, upon request, a copy of a standard form of transportation manifest showing that all used and contaminated lubricants and filters were properly handled and disposed. 6. REPLACEMENT PARTS 6.1. All materials and replacement parts shall be new. Used, shopworn, demonstrator, prototype, and discontinued parts or materials are not acceptable. Replacement parts shall be the original equipment manufacturer s (OEM) parts. If OEM parts are not available, any repair parts that are not OEM shall be approved by an authorized TxDOT representative and shall be equivalent to or better than the manufacturer s parts originally installed on the respective unit If new parts are not available, the vendor shall request approval from an authorized TxDOT representative to use rebuilt parts. Rebuilt parts shall carry a minimum 90-day parts and labor warranty (Ref. Para ). The vendor shall furnish proof of parts warranty to the authorized TxDOT representative immediately after installation PARTS PRICING Snap-On ShopKey5, or latest edition will be used to estimate the price of parts required to complete the service The vendor shall submit the actual cost of parts or materials to the authorized TxDOT representative for approval, prior to parts or materials being purchased. TxDOT will approve in writing the cost of the parts, based on the vendor s actual cost plus the percent markup bid on the response (Ref. Para ) The vendor shall provide receipts with each invoice for the actual cost of parts or materials, including the written approval of the cost by the authorized TxDOT representative. TxDOT will verify the invoiced costs for parts and materials based on the vendor s actual cost, plus the percent markup bid on the response (Ref. Para and 16.3.). 4-10

5 When core charge refunds are available, the vendor shall pass the refund through to TxDOT. 7. JOB SITE RESTRICTIONS 7.1. PARKING: The vendor shall park only in designated visitor parking spaces. The vendor shall make arrangements with the authorized TxDOT representative prior to off-loading tools and equipment at the job site RESTROOMS: Restrooms shall not be used for washing tools and equipment SECURITY: The vendor shall provide and update the list of all vendor personnel at the job site. Vendor s personnel list shall be updated immediately when an employee is removed from the jobsite and prior to a new or replacement employee entering the jobsite. Vendor shall comply with all security measures required by TxDOT ACCESS: The vendor shall make prior arrangements with the authorized TxDOT representative for access to the building(s) for performance of the service. 8. SAFETY: The vendor shall provide vendor personnel with all required safety equipment and instruct personnel to observe all safety policies, rules and requirements at all times, including, but not limited to, wearing hard hats, safety shoes, goggles, etc. 9. WORK HOURS AND LOCATION 9.1. The majority of the work will be performed during normal business hours which are Monday through Friday from 8:00 a.m. through 5:00 p.m. Central Time (CT), excluding Saturdays, Sundays, or regularly observed state holidays, and are referred to on the solicitation as regular labor rates. All other hours are considered off-shift TxDOT will not pay an off-shift rate unless vendor is called out after normal business hours, as detailed in Para The vendor shall be available to perform repair services before and after normal business hours, on weekends, and on regularly observed state holidays, if requested by the authorized TxDOT representative. For work performed during other than normal business hours, TxDOT will pay an off-shift rate equal to 1-1/2 times the hourly rate bid on the solicitation for work performed during other than normal business hours The primary work location will be at the TxDOT facilities identified on Attachment B Zone 1 District Locations and Attachment C Zone 2 District Locations. The authorized TxDOT representative may approve work to be performed at other locations as deemed necessary. 10. CONFLICT OF INTEREST: The vendor, vendor s personnel, and vendor s subcontractor(s) shall affirm not to have, nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor s obligations in regards to services authorized. 11. INSURANCE: Types of insurance required shall be specified on the solicitation. 5-10

6 12. WARRANTY PERFORMANCE WARRANTY The vendor shall guarantee all work, equipment and materials provided against defects in workmanship. The vendor shall satisfactorily correct, at no cost to TxDOT, any defect that becomes apparent within a minimum of 30 days from the date of acceptance, inspection and approval by TxDOT personnel If the vendor is notified in writing of a fault, deficiency or error in the work provided during the warranty period, the vendor shall, at TxDOT s option, either: Perform maintenance or repair services to correct the portions of the work deemed by TxDOT to be faulty, defective or erroneous, at no additional cost to TxDOT; or Refund to TxDOT the charge paid by TxDOT, which is attributable to the portions of the faulty, defective or erroneous work, including the costs to have another vendor perform the work to correct the faulty, defective or erroneous work MATERIAL WARRANTY: Parts furnished under the purchase order shall be the latest improved models in current production, as offered to commercial trade, and shall be of quality material, unless rebuilt parts are approved by TxDOT (Ref. Para. 6.2). The warranty period for vendor-provided materials shall be the manufacturer s standard warranty. Rebuilt parts authorized by TxDOT shall be warranted for a minimum period of 90 days. Warranty shall commence upon date of the acceptance by TxDOT. 13. MILEAGE Mileage to and from the contractors office or facility to the TxDOT district office or job site is not reimbursable and shall not be billed Daily mileage between each TxDOT district facility and job site is reimbursable and shall be billed based on current state legislated rates and shall comply with the current Texas Mileage Guide. The guide can be located through the Window on State Government at: Vendor shall not include mileage in the unit prices on the solicitation. Vendor shall show mileage as a separate line item on the invoice. 14. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same service requirements and provide the same quality of service required of the vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services The vendor shall be the primary contact for TxDOT and subcontractor(s). 6-10

7 14.4. The vendor shall manage all, quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. It is the respondent s determination if they choose to subcontract any of the work under this purchase order with a Texas Certified Historically Underutilized Business (HUB) or other businesses If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation The respondent shall identify all proposed HUB and other subcontractors at the time of response submittal. The required forms with video instructions can be found at the following website: HSP PRIME CONTRACTOR PROGRESS ASSESSMENT REPORT: After award of the purchase order, the vendor shall report all HUB and non-hub subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TxDOT contract manager monthly. The report shall be submitted monthly even during the months the vendor is not invoicing TxDOT. All payments made to subcontractors shall be reported. TxDOT may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors TxDOT retains the right to check subcontractor's background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within 30 days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT. 15. INVOICING INSTRUCTIONS: The vendor shall provide a comprehensive and detailed invoice with reference to the basis for each item charged. Original documentation that validates the charges shall be attached. The original invoice shall be sent to the address shown on the purchase order to ensure timely payment and shall include the following: Complete sixteen-digit purchase order number Vendor Employer Identification Number (EIN) Invoices that require correction(s) shall be re-submitted with a new invoice date Date and time of service Location of service. 7-10

8 15.6. Equipment number Equipment description License plate number, if applicable Odometer reading of maintenance and repair service technician s vehicle, if invoicing for mileage (Ref. Para ) Labor hours and rates shall be detailed on each invoice submitted Name or number of the service technician with hours totaled TxDOT repair order number, if applicable Credit the amount of refund for any core exchanges Copies of parts and materials receipts (Ref. Paras and 16.3.). 16. PAYMENT REQUIREMENTS: Payment shall be based on the following: An itemized list of hours worked by the technician shall accompany each invoice. Hours will be approved daily by the authorized TxDOT representative The technician s hourly rate is based on the actual hours worked. The amount of payment shall be calculated by multiplying the regular hourly rate by the number of hours actually worked up to 40 hours per week. Payment for hours in excess of 40 hours per week shall be calculated by multiplying the off-shift hourly rate by the number of off-shift hours actually worked TxDOT will pay for parts, previously approved by TxDOT (Ref. Para ), at the vendor s actual cost, plus the percent markup bid on the response. The vendor shall attach receipts for parts purchased to the invoice submitted to TxDOT (Ref. Paras and ). 17. UNACCEPTABLE PERFORMANCE: Unacceptable performance shall be determined by, but not be limited to: Falsifying repair documents An excess of any one or more of the following: Two instances of failing to perform requested or required work on equipment Two service call returns for the same repair, in a 30 day period due to poor workmanship One instance within one calendar year of vendor s personnel not having the skill or knowledge to perform this service (Ref. Para. 5.5.) Five instances a year of failing to meet requirements of Para , and RESPONSE SUBMISSION: The following shall be submitted with the response The Original signed and completed solicitation COMPANY PROFILE AND HISTORY, to include the following: 8-10

9 Company name, address, phone number, legal status (corporation, partnership, etc.) Name, phone number and address of person TxDOT should contact with any questions Documentation of vendor history, including capabilities in the area of services to be provided, size and scope of operation. This shall include similar experience, including scope of work that demonstrates an expertise in providing the required services, number of years in business, number of trained service technicians, certifications of service technicians, scope of in-service training offered to service technicians and average length of employment of service technicians REFERENCES Schedule 1 Respondent References (Ref. Para. 4.) 19. RESPONSE EVALUATION: To determine the low bid, responses will be evaluated as follows: The cost for services will be determined by multiplying the hourly rate entered on the solicitation response by the estimated quantity The cost for parts will be determined by multiplying the percent markup bid on the response by the estimated quantity and estimated unit price identified on the solicitation (Ref. Paras , and 16.3.). 20. TxDOT reserves the right to award a single purchase order to the most responsive, responsible respondent meeting the specification. TxDOT may award to a single vendor, multiple vendors, or use any combination that best serves the interest of TxDOT TYPES OF AWARDS: Single Award: One purchase order awarded to a single vendor Multiple Awards: A multiple award is the award of multiple purchase orders for the same line item(s) from a single solicitation to two or more vendors to provide the same or similar goods or services Multi-Tiered Award: Multi-tiered award sets the priority sequence for use of multiple vendors. Multiple purchase orders are awarded for the same line item(s) from a single solicitation to primary, secondary and tertiary vendors Split Award: Award of separate line items on a single solicitation to different vendors resulting in two or more purchase orders. 21. POST AWARD MEETING: Vendor may be required to attend a post award meeting at the location identified on the solicitation with the TxDOT representative responsible for the solicitation within 30 calendar days after the award of the purchase order. The purpose of the meeting will be to discuss the terms and conditions of the purchase order and to provide additional information regarding this solicitation. 22. CONTRACT ADMINISTRATION: Administration of the purchase order is a joint responsibility of the TxDOT District and TxDOT Purchasing. TxDOT Purchasing staff will be responsible for administering the contractual business relationship with the vendor. 9-10

10 22.1. Any revisions including extensions, whether initiated by TxDOT or the vendor, shall receive written approval prior to the services being performed. Written approval will be in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent Upon issuance of purchase order, TxDOT will designate an individual who will serve as the Contract Manager and point of contact between the agency and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way or waive strict performance of the terms or conditions of the purchase order. This individual s contract management and contract administration responsibilities include, but are not limited to: Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements Managing the financial aspects of the contract including approval of payments Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action Identifying a breach of contract by assessing the difference between contract performance and non-performance Other areas as identified by the Texas Building and Procurement Commission State of Texas Contract Management Guide, latest edition

11 ATTACHMENT A EQUIPMENT LIST (Provided for Information Only) Equip. No Section Equipment Type Make Model Year Fuel Type 1-1

12 ATTACHMENT B ZONE 1 DISTRICT LOCATIONS (Provided for Information Only) DISTRICT HEADQUARTERS Address City, State, Zip Point of Contact: Telephone: MAINTENANCE SECTION MAINTENANCE SECTION MAINTENANCE SECTION MAINTENANCE SECTION / AREA OFFICE MAINTENANCE SECTION / AREA OFFICE MAINTENANCE SECTION / AREA OFFICE MAINTENANCE SECTION / AREA OFFICE MAINTENANCE SECTION / AREA OFFICE MAINTENANCE SECTION / AREA OFFICE MAINTENANCE SECTION / AREA OFFICE Call Purchasing at xxx-xxx-xxxx for Assistance 1-1

13 ATTACHMENT C ZONE 2 DISTRICT LOCATIONS (Provided for Information Only) MAINTENANCE SECTION MAINTENANCE SECTION MAINTENANCE SECTION /AREA OFFICE MAINTENANCE SECTION /AREA OFFICE MAINTENANCE SECTION /AREA OFFICE MAINTENANCE SECTION /AREA OFFICE Call Purchasing at xxx-xxx-xxxx for Assistance 1-1

14 SCHEDULE 1 RESPONDENT REFERENCES SOLICITATION NO. Q XX XXXX XXXXXXXXXX RESPONDENT S NAME Company Name: Address: City: State: Zip Code: Phone Number: Fax Number: Point of Contact: Description of Experience: Reference Response (to be filled in by TxDOT): THIS PAGE MAY BE REPRODUCED AS NEEDED TO DOCUMENT EACH REFERENCE. THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE. 1-1