2018-2019 - Fleet Vehicle Maintenance and Repair Services

The City of Camdenton is issuing a Request for Bids for routine vehicle maintenance and repair services for all City vehicles. The vendor or vendors offering the best value to the City shall be selected based upon the selection criteria described in the bid specifications. Upon award, it is the City’s intention to enter into a one (1) year agreement for routine maintenance and repair services, with the option to renew for two (2) subsequent 1-year periods based on mutual consent of both parties.

SCOPE OF WORK
The successful bidder(s) shall perform routine vehicle maintenance and repair services on City vehicles including sedans, light duty trucks, sports utility vehicles, vans, and heavy-duty trucks on an as-needed basis. There are approximately 40 City vehicles that may be serviced by this contract. The City will provide a list of the vehicles and their age to the contractor upon request. The City may add vehicles or delete vehicles from its list during the term of this agreement at the discretion of the City of Camdenton. Any vehicles added to the contract shall be offered the same bid prices as in the original bid. 

The contractor(s) shall provide bid prices for the following routine maintenance services on the vehicles listed:

•	Oil change, filter replacement with fluid check.
•	Chassis lube service with fluid check.
•	Transmission fluid and filter change service.
•	Bulb or fuse replacement.
•	Wiper blade replacement
•	Coolant flushes and refills.
•	Annual DOT inspection (as required)
•	Towing.
•	Vehicle mechanical repairs.

Routine Maintenance
The contractor(s) will provide a written checklist at each oil change of the work performed. The list will consist of all fluid checks, brake check, tire check, belts and hoses, filters, wiper blades, and battery check. Contractor(s) must complete the checklist and detail all services performed and all costs associated with the service to include parts. The contractor(s) must also note any conditions observed that will require additional work and shall submit an estimate for repairs based on the rates for parts, labor, and any diagnostics offered in this bid.

Contractor shall provide a “reminder” sticker for the inside of the vehicle windshield to remind the user of their next maintenance check.

Emergency Vehicles Priority
If parts are available at the contractor’s facility, the contractor(s) must provide the emergency vehicles and other law enforcement related vehicles with a forty-five (45) minute quick service on a “wait” basis for the following jobs:

•	Oil change, oil filter replacement and chassis lube service with fluid check
•	Transmission fluid and filter change service
•	Wiper blade replacement
•	Bulb or fuse replacement

The 45-minute quick service shall be at the same bid prices as listed under “Routine Maintenance Services”

Non-Routine Repairs
The contractor(s) shall provide the City with a fixed price mechanic’s hourly labor rate and the proposed discount rate on repair parts for service not classified as routine maintenance. The discount rate on repair parts shall be from the manufacturer’s printed parts price list and shall remain fixed until the manufacturer provides an updated printed parts price list.

Any repair not considered routine maintenance as listed above and estimated over five hundred dollars ($500) will require a written estimate and pre-approval. Written estimates should be emailed or faxed to the appropriate City department directly.

All repair estimates must clearly identify the vehicle to be repaired to include the vehicle identification number (VIN) or license plate number, or unit number, work to be performed, and the date the estimate was submitted. 

In the event any repair requires that a vehicle be kept overnight at the contractor’s repair facility, the contractor must secure the vehicle and place the vehicle in a secure area.

The contractor(s) shall arrange, if needed, towing services for City vehicles that may become disabled prior to reaching the contractor(s)’ repair facility. All City vehicles must be towed to the contractor(s) shop the same day the contractor(s) is notified and must be at the contractor(s)’ shop by the close of business hours. The contractor(s) shall provide the City with a fixed price bid on towing the disabled vehicle from within the City limits to the contractor(s)’ facility.

The contractor(s) shall provide the required services and will not subcontract or assign the services without the prior written approval of the City of Camdenton.

The contractor(s) shall not hire any City employee for any of the required services without the prior written approval of the City of Camdenton.

The parties agree that the contractor(s) are neither employees nor agents of the City of Camdenton for any purpose.

Warranty
If a standard parts or labor warranty exists, the contractor(s) will supply a minimum warranty of 4,000 miles or 90 calendar days on all labor and parts services.

Quality Assurance
Contractor must have been in the business of vehicle maintenance and repair services for the period of three years.

Contractor(s) shall identify its employee who will have the authority to resolve any disputed service issues with the City. 

All contractor(s) supplied services and parts will be compliant with the terms of the vehicle’s manufacturer’s standards.

Contractor(s) will utilize quality brand replacement parts and quality brand oil (viscosity or weight) that are approved by the vehicle manufacturer.  If vehicle requires a synthetic oil, dexos oil, or any other specific oil to meet a manufacturer’s warranty requirement the bid price may be adjusted accordingly.  Rebuilt replacement parts will not be accepted without the prior written approval of the department director.

Contractor(s) shall provide all parts at a discounted rate. Contractor quotations that include parts prices higher than the agreed upon discounted price shall be rejected.

If the contractor(s) offers the public any special pricing that is lower than the City’s bid price, the contractor(s) must provide the lower price.

All invoices must clearly indicate the specific vehicle, department, VIN number or license plate number, make, model and year of vehicle on which the contractor(s) performed service or maintenance. All invoices must have a City representative signature and name printed on the invoice verifying that all work has been performed and the vehicle is running properly, in order to be paid.

The City reserves the right to award a contract to more than one company

Vendor Qualification Sheet - Fleet Vehicle Maintenance and Repair Services

Company Name __________________________________________________________

Address ____________________________________________________________________

Primary Contact __________________________________________________________

Phone Number ______________________________________________________________

E-mail _____________________________________________________________________

Name of designated person to handle any disputed service issues ___________________

1.	Number of years company has been in the business of vehicle maintenance and repairs services _______

2.	Number of repair employees at the above location ______

3.	Number of Service Bays ______

4.	Hours of Operation: ______________________

5.	Is the bidder able to secure vehicles overnight?  ________________

BID PRICE SHEET
2015-2016 FLEET VEHICLE MAINTENANCE and REPAIR SERVICES

Enter prices on the four Bid Price tables: A) Automobiles, B) Light Trucks and Sports Utility Vehicles, C) Heavy Duty Trucks, D) Fire Department Vehicles and E) Services applicable to all vehicles listed and Non-Routine Repair Services.

A)	Automobiles
Routine maintenance services on the vehicles listed:
•	2006 Chevrolet Impala (2)
•	2011 Crown Victoria (4)
•	2016 Ford Fusion S

Item	Description			
1	Oil change, filter replacement with fluid check.			
2	Chassis lube service with fluid check.			
3	Transmission fluid and filter change service.			
4	Bulb and fuse replacement.			
5	Wiper blade replacement			
6	Coolant flushes and refills.			

B)	Light Trucks & Sports Utility Vehicles
Routine maintenance services on the vehicles listed:
•	2006 Chevrolet Silverado (2)
•	2008 Ford Escape
•	2013 Ford Explorer
•	2015 Ford Explorer (2)
•	2016 Ford F150
•	2016 Ford Explorer
•	2017 Ford Explorer
•	2018 Ford Explorer (2)

Item	Description			
1	Oil change, filter replacement with fluid check.			
2	Chassis lube service with fluid check.			
3	Transmission fluid and filter change service.			
4	Bulb replacement.			
5	Wiper blade replacement			
6	Coolant flushes and refills.			

C)	Heavy Duty Trucks
Routine maintenance services on the vehicles listed:
•	2016 Ford F250
•	2005 Chevrolet Dum Truck
•	2009 Ford F250
•	2013 Ford F250
•	2003 Backhoe
•	2014 Ford F150
•	2017 Ford 350
•	2009 Ford 350
•	2006 Chevrolet Dump Truck
•	1988 International
•	2015 Ford F350
•	2012 Ford F250
•	1988 John Deere Grader
•	2014 John Deere Backhoe
•	2017 Ford F150
•	2005 Dodge ¾ Ton
•	2006 Chevrolet Dump Truck

Item	Description			
1	Oil change, filter replacement with fluid check.			
2	Chassis lube service with fluid check.			
3	Transmission fluid and filter change service.			
4	Bulb replacement.			
5	Wiper blade replacement			
6	Coolant flushes and refills.			

D) All Vehicles and Non-Routine Repair Services

Item	Description		
1	Towing		
2	Non-Routine Mechanical repairs (Provide hourly rate)			
3	Provide discount rate on repair parts for non- routine repairs.
Discounted from vendor printed parts price list.			

Item	Description		
1	Towing		
2	Non-Routine Mechanical repairs (Provide hourly rate)			
3	Provide discount rate on repair parts for non- routine repairs.
Discounted from vendor printed parts price list.