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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
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From: Lynn Merrill, Director
Subject: A resolution authorizing the
execution of annual purchase orders, with two
single year renewal options, for General
Automotive Repair and Machine Shop
Support to Southwestern Motors, M&M Smog
Muffler and Auto Repair, and McCray
Enterprises; for Medium/Heavy Equipment
and Truck Repair to A to Z Bus Sales and
McCray Enterprises; and Radiator Repair to
Automart Radiator and Southwestern Motors
Dept: Public Services
Date: JanuaJ}' 2, 2001
Council Meeting Date: Janmuy 8, 2001
Synopsis of Previous Council Action
Recommended Motion:
Adopt resolution
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Lynn Merrill
Contact person: Lynn Merrill
Supporting data attached:
Phone:
Ward:
5140
All
FUNDING REQUIREMENTS:
Amount:
$170,000
Source:
635-341-5173
Outside Vehicle Maintenance
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Council Notes:
Agenda Item No.11--
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
A resolution authorizing the execution of annual purchase orders, with two single year renewal options,
for General Automotive Repair and Machine Shop Support to Southwestern Motors, M&M Smog,
Muffler and Auto Repair, and MQ":ray Enterprises; for MediumlHeavy Equipment and Truck Repair
to A to Z Bus Sales and MQ":ray Enterprises; and Radiator Repair to Automart Radiator and
Southwestern Motors.
BACKGROUND
The Public Services Fleet Division provides general maintenance and repair services in support of the
City's fleet of approximately 700 vehicles and pieces of equipment. The Division routinely goes to
outside repair shops for overflow work and specialized repairs of brake systems, major engine rebuilds
and radiators. The Mechanic responsible for the vehicle will perform a diagnosis on the vehicle in
order to identify a needed repair on a City vehicle. This recommendation from the line mechanic is
confirmed by the Lead Mechanic who will then obtain three estimates from outside vendors to perform
this work. The estimated cost of the repair is detertnined and fund availability is confirmed through the
Account Oerk IT assigned to the Fleet Office. This process is time consuming and results in a delay in
repairing a vehicle while quotes are received and analyzed. In order to establish master vendors for
general automotive repair, machine shop support, medium to heavy equipment and truck repairs and
radiator/heater core repairs, the Division developed a Request for Proposal for these Services.
Requests for Proposals for General Automotive Repair and Machine Shop Support; MediumlHeavy
Equipment and Truck Repair; and Radiator Repair were sent to thirty-two (32) vendors, the San
Bernardino Area Chamber of Commerce and advertised in the Sun Newspaper and on the City Web
page. Potential vendors were required to propose on various repairs and services in Bid No. F-Ol-
047 A, and could propose on any combination of the three areas of individual services set forth in the
Request for Proposal. Seven (7) sealed proposals were received. Of the seven bids, one vendor,
Dieterich International of Colton, did not accept the requirements of liability against theft, damage, or
vandalism while City vehicles are held for repairs; and therefore was deemed non-responsive. In
addition, All Pro Smog and Tune of San Bernardino submitted a conditional parts mark-up percentage
(The Vendor provided a fixed percentage rate mark-up for parts supplied from an original equipment
dealer, but stated that parts provided by an after-market dealer would be more, but failed to state a
fIxed percentage.) All Pro Smog and Tune is, therefore, not recommended for award.
Staff reviewed and evaluated the proposals submitted, including on-site visits to each vendor to confirm
capability to perform the stated services. The vendors provided the following hourly rate and part
mark-up percentage(the rate the vendor marks up each part to cover their inventory, billing and
handling costs for that part) for each of the three categories:
Services Vendor Location Hourly Parts Mark
Rate Up
Percenta e
CATEGORY 1 - Southwestern Motors San Bernardino $48.00 20%
General Automotive M&M Smog, Muffler & Auto San Bernardino $55.00 25%
Repair And Machine Repair
Sho Su ort M Ente nses San Bernardino $60.00 25%
CATEGORY 2- M&M Smog, Muffler & Auto San Bernardino $55.00 25%
Medium/Heavy Repair
Equipment and Truck A to Z Bus Sales Colton $55.00 30%
Re air McC Ente nses San Bernardino $60.00 25%
CATEGORY 3 - Automart Radiator San Bernardino $45.50 10%
Radiator Repair Southwestern Motors San Bernardino $48.00 20%
M&M Smog, Muffler & Auto San Bernardino $55.00 25%
Reair
Based on the site visits to determine ability to adequately meet the requirements set forth in the Request
for Proposal, M&M Smog, Muffler & Auto Repair did not have an adequate size facility nor the
required equipment to perform Medium/Heavy Equipment and Truck Repair and is therefore not
recommended for award under Category 2. It was also determined that M&M Smog, Muffler & Auto
Repair could not perform radiator repairs, based on the site visit and is therefore not recommended for
award under Category 3.
The operational requirements of the fleet, vendor capability and vendor backlog dictate the use of
multiple vendors per each category. In addition, in many repairs, the amount of parts can be up to 70%
of the total cost for the total repair and therefore the vendor with a low hourly rate and a high parts
mark-up percentage may not be the best value to the City. It continues to be the policy of the Fleet
Division to use local San Bernardino vendors when cost and availability are consistent with the
operational requirements.
Based on the evaluation performed by Fleet staff, the following awards are recommended:
CATEGORY 1 - Southwestern Motors (San Bernardino), M&M Smog, Muffler & Auto Repair
(San Bernardino), and McCray Enterprises (San Bernardino).
CATEGORY 2 -A to Z Bus Sales (Colton) and McCray Enterprises (San Bernardino).
CATEGORY 3 - Automart Radiator (San Bernardino) and Southwestern Motors (San Bernardino).
Staff is requesting that the Council award a one-year agreement with two-option years to each of these
vendors, and that a total not-to-exceed amount of $170,000, adjusted to reflect actual year-to-date
expenditures under these categories be allocated. It is further requested that the Fleet Manager in
consultation with the Purchasing Manager be authorized to allocate the funds between these five (5)
vendors, based on the operational needs of the fleet and vendor availability.
FINANCIAL IMPACT
Funds for these purchase orders are contained in the Public Services Department, Fleet Division Fiscal
Year 2000/01 Budget, 635-341-5173, Outside Vehicle Maintenance account. Existing individual City
Hall purchase orders for services already performed under these categories for this fiscal year total
approximately $70,000. An additional $100,000 is estimated to be expended the remainder of the fiscal
year bringing the total annual cost for these services to $170,000. These costs have fluctuated over the
last three years, based on increased age of the equipment, staffing levels and Fleet Division capabilities.
RECOMMENDATION
Adopt resolution.
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Resolution No.
RESOLUTION AU1HORIZING THE EXECUTION OF ANNUAL
PURCHASE ORDERS, WITH TWO SINGLE YEAR RENEWAL OPTIONS,
FOR GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP SUPPORT
TO SOUTHWESTERN MOTORS, M&M SMOG, MUFFLER & AUTO REPAIR,
AND MCCRAY ENTERPRISES; FOR MEDIUM/HEAVY EQUIPMENT AND
TRUCK REPAIR TO A TO Z BUS SALES AND MCCRAY ENTERPRISES; FOR
RADIATOR REPAIR TO AUTOMART RADIATOR AND SOUTHWESTERN
MOTORS
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
CITY OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. That Southwestern Motors, M&M Smog, Muffler & Auto Repair, and
McCray Enterprises provides General Automotive Repair and Machine Shop Support.
SECTION 2. That A to Z Bus Sales and McCray Enterprises provides MediumlHeavy
Equipment and Truck Repair.
SECTION 3. That Automart Radiator and Southwestern Motors provides Radiator
Repair.
SECTION 4. Pursuant to this determination and the results of Bid No. F01-47 A, the
Purchasing Manager is hereby authorized and directed to issue annual Purchase Orders, with two
single year renewal options, for a total amount not to exceed $170,000. These annual Purchase
Orders and future year renewal options shall be contingent upon funds being approved in the
City's Budget for this service.
SECTION 5. The authorization to execute the above referenced is rescinded if it is not
issued within sixty (60) days of the passage of this resolution.
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Januazy 2, 2001
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RESOLUTION AUIHORIZING TIlE EXECUTION OF ANNUAL
PURCHASE ORDERS, WI1H TWO SINGLE YEAR RENEWAL OPTIONS,
FOR GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP SUPPORT
TO SOlTIHWESTERN MOTORS, M&M SMOG, MUFFLER & AUTO REPAIR,
AND MCCRAY ENTERPRISES; FOR MEDIUM/HEAVY EQUIPMENT AND
TRUCK. REPAIR TO A TO Z BUS SALES AND MCCRAY ENTERPRISES; FOR
RADIATOR REPAIR TO AUTOMART RADIATOR AND SOlTIHWESTERN
MOTORS
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on
the
day of
,2001, by the following vote, to wit:
Council Members:
Abstain
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Absent
ESTRADA
LIEN
13 McGINNIS
SCHNETZ
SUAREZ
ANDERSON
McCAMMACK
Rachel Clark, City derk
City of San Bernardino
The foregoing resolution is hereby approved this
day of
, 2001.
Approved as to form and
Legal content;
James F. Penman, City Attorney
B*-Jh
Jamwy 2, 2001
Judith Valles, Mayor
City of San Bernardino
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11/21/00
Walk through performed by Don Johnson, Fleet Manager, and George Newlin, Acting
Equipment Maintenance Supervisor.
ALL PRO SMOG & TUNE - Yard is only partially fenced. Facility is capable of general
automotive repairs; no machine work on site. Can perform smog inspections. Shop rather
small. Can do minor muffler work. Meets insurance requirement. Located very close to City
yard. ASE Certified mechanics.
McCRA Y ENTERPRISES - Yard is completely fenced. Facility is capable of general
automotive repairs. Facility is capable of medium and heavy truck repairs. Shop is adequate
to perform heavy equipment repairs. Has paint booth and body shop, also. Meets insurance
requirements. Located very close to Cityyard. ASE Certified mechanics.
SO UTHWESTERN MOTORS - Yard is completely fenced. Facility is capable of genetal
automotive repairs; can do machine work on site. Can perform Muffler work. Capable of
performing all radiator repairs, including heavy equipment. Can submerse large radiators.
Shop is of adequate size for automotive and medium truck repairs. Meets insurance
requirement. Located close to Cityyard. ASE Certified mechanics.
11/27/00
Walk through petformed by George Newlin, Acting Equipment Maintenance Supervisor and
Doug Schuessler, Lead Equipment Mechanic.
M & M SMOG, MUFFLER & AUTO REPAIR - Yard is completely fenced. Facility is
capable of genetal automotive repairs. Can perform Muffler work. No machine work on
site. Can perform smog inspections. Shop not adequate to perform heavy equipment
repairs. Cannot perform radiator repairs. Meets insurance requirements. ASE Certified
mechanics.
A UTOMAR T RADIA TOR - Yard is only partially fenced. Facility capable of radiator
repairs only. Can submerse large radiators. Work area adequate to perform radiator repairs.
Meets insurance requirements. Located close to City yard. Has no ASE Certifications.
11/27/00
Walk through performed by George Newlin, Acting Equipment Maintenance Supervisor and
Sam Willmarth, Lead Equipment Mechanic.
A TO Z B US SALES - Yard is completely fenced and lighted. Facility is capable of
medium and heavy equipment repairs. Shop is of adequate size to perform repairs. Meets
insurance requirements. ASE Certified mechanics. (New facility)
DIETERICH INTERNA TIONAL - Did not meet insurance requirements. Yard is
fenced and lighted. Yard is extremely overcrowded. Cannot perform walking beam bushing
replacement. Shop is of adequate size to perform heavy equipment repairs. ASE Certified
mechanics.
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City of San Bernardino
TECHNICAL SPECIFICATIONS
PROPOSAL SPECIFICATION NO. F-OI-47
GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP
SUPPORT; MEDIUM-REA VY EQUIPMENT AND TRUCK REPAIR;
RADIATORlHEATEll CORE REPAIR
NOTICE : "SPECIAL INSTRUCTIONS TO THE OFFEROR"
Services:
Offeror shall complete right-hand column ;ndicating brief reasoning for
exceptions to requirements when not acceptable. State "Acceptable" if
requirements are agreeable as set forth in left-hand column.
Equipment:
Offeror shall complete right-hand column indicating specific size and or
make and model of all components when not exactly as specified. State
"As Specified" if item is exactly as set forth in the left-hand column.
FAll..URE TO COMPlETE RI~HMJ> COLUMN ~HALL INVALIDATE
OFFEROR'S PROPOS.u.
ACCEPTABLE! AS SPECIl1IED
1. SCOPE
The City of San Bernardino is soliciting proposals from
qualified Automotive Servi.ce Providers to. provide Radiator/Heater Core
services in three (3) categories: General Automotive Repair
Repair and Machine Shop Support; Medium-Heavy
Equipment and Truck Repair; Radia~orlHeater Core Acce.ptabl.e
Repair.
.
OfTeron may propose to provide services for one,
some or all categories described in tbis RFP.
2. MINIMUM REOUlREMENTS
a. Have specific expertise in General Automotive Acceptable
Repair, and/or Medium-Heavy Equipment and Truck
Repair, and/or Radiator, AlC Condenser and Heater
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Core Repair.
b. Have no record of unsatisfactory performance as
evidenced by complaints filed with Sate of California
Bureau of Automotive Repairs (BAR) and any related
local agencies during the last three years.
Acceptable
3. CITY BACKGROUND
The City of San Bernardino owns and maintains a
vehicle fleet that includes various models of cars and
light trucks as well as various medium to heavy duty
equipment and vehicles. These vehicles include 102
Patrol cars, 106 miscellaneous law enforcement vehicles,
391 general-purpose fleet cars and light trucks, and 147
miscellaneous medium to heavy-duty equipment. The
majority of the fleet consists of 1986 to 2000 year
models ofFord, GM, Dodge, Peterbilt and Volvo White
model vehicles and light/medium and heavy-duty trucks.
Some of the vehicles are alternate/multi-fuel and diesel
powered.
Acceptable
CATEGORY I
GENERAL AUTOMOTIVE REPAIR AND MACHINE
SHOP SUPPORT
REQUIREMENTS: (In Addition to. the General
Requirements)
a. The successful offeror (Contractor) shall perform
engine repair/overhauls, heater core repair, machine Acceptable
shop support, valve jobs and brake work on a variety . ( a . -e. )
of light and medium duty vehicles/trucks to include
all makes and models not currently under
manufacturer warranty.
b. The charge for service, repair, or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs shall be completed within a seven (7) day
time frame. Longer time frames shall be agreed to
prior to initiation of repair.
d. The Contractor shall pick up and deliver at no cost,
and be located within a seven (7) mile radius of the
City Yard to facilitate transportation to and from the
City Yard.
e. The Contractor shaIl be responsible for the security
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of any City vehicle and its contents while in its
possession and in a fenced compound.
f. Warranties-Repair work perfonned by the
Contractor shall be warranted at a minimum for the
lesser of90 days or 4,000 miles for defective parts or
workmanship, unless parts have warranty coverage
for longer periods. All repeat repairs that filll within
the above warranty period shall be corrected timely
by the Contractor at no additional cost to the City.
g. Road test vehicles-All vehicles that have been in
the shop for repairs, including safety related repairs
or adjustments such as brakes, steering, etc., shall
pass a road test before they are returned to the City.
The nature of the test and the test results shall be
noted on the work order. Road test personnel shall
have proper licensing, training and familiarization
with operational characteristics of the vehicle.
CATEGORYU
MEDIUM/HEA VY EOUIPMENT AND TRUCK
REPAIR
REQUIREMENTS: ( In Addition to. the General
Requirements)
a. The Contractor shall perfonn all types of diesel
engine overhauls and repairs, suspension repairs and
have the capability to R&R transmissions.
Contractor capabilities shall include walking beam
bushing replacement, leaf spring replacement, water
pump replacement, transmission leaks, engine oil
leaks, fuel leaks and steering component repair.
b. . The charge for service, repair or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs shall be completed within a seven (7) day
time frame. Longer time frames shall be agreed to
prior to initiation of repairs.
d. Contractor shall pick up and deliver at no cosl
e. The Contractor shall be responsible for the security
of any city vehicle and its contents while in its
oossessionand in a fenced comoound.
Acceptable (f.-g.)
.
For Radiator and Heater
Core - d. . and e. are
Acceptable
f. Warranties - Repair work: perfonned by the
Contractor shall be warranted at a minimum for the
lesser of9O days or 4,000 miles for defective parts or
workmanship, unless parts have warranty coverage
. for longer periods. All repeat repairs that fall within
the above warranty period shall be corrected timely
by the Contractor at no additional cost to the City.
g. Road test vehicles - All vehicles that have been in
the shop for repairs, including safety related repairs
or adjustments such as brakes, steering, etc.,. shall
pass a road test before they are returned to the City.
The nature of the test and the test results shall be
noted on the work: order. Road test personnel shaUt
have proper licensing, training and familiarization
with operational characteristics of the vehicle. .
CATEGORY m
RADIATOR REPAIR.
REQUIREMENTS - (In addition to the General
Requirements)
Acc.eptable
Acceptable
a. . Contractor shall perform radiator and heater core, and
AlC condenser repair on a variety of light, medium, . Acceptable (a. -h. )
and heavy-duty vehiclesftrucks.
b. The contractor shall have capability to perfonn
pressure and immersion testing on all size radiators,
heater cores, etc.
c. Contractor shall have the ability to evacuate and
recharge AlC systems if needed. All Freon shall be
. recycled.
d. The Contractor shall have the capability to rod out,
recore, and manufacture custom radiators as needed. .
e. The cost for service, repair, or overhaul shall include
labor and any parts required to compl~e the repair.
f. All repairs shall be completed within a three (3) day
time frame. Longer time frames shall be agreed to .
prior to initiation of repairs.
g. Contractor shall pick up and deliver at no cost and be
located within a seven (7) mile radius to facilitate
transportation to and from the city yard.
h. Contractor shall be responsible for the security of any
city vehicle and its contents while in its possession
and in a fenced compound.
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GENERAL REQUIREMENTS
(ALL CATEGORIES)
IDspection orVebicles: The Contractor shall evaluate Acceptable
the entire vehicle in accordance with industry/OEM
standards. Vehicle shall be required to be road-tested as
part of this evaluation unless it is non-operational or
unsafe.
Written Estimates: Contractor shall prepare a detailed
written estimate upon completion of the inspection Acceptable
process and prior to start of work. This report shall
provide an estimate of cost and time of recommended
work. The estimate shall list parts, labor (hours and
rate), sublet work, any and all miscellaneous charges
(with explanation), and tax. It shall also include an
expected completion date.
Approval Required Prior to Repair: The Contractor
shall obtain verbal authorization or approval and a. "
purchase order number from the Fleet Manager or his Acceptable
designee before any work is started. The Contractor
shall note the name and title of the person who
aUthorized the repair along with the purchase order
number, date and time of said approval. The City shall
not be responsible for any charges resulting from repairs
made without proper approval and purchase order .'
number.
Site of Work to be Performed: The Contractor shall
furnish the facility and all necessary supervision, labor, Acceptable
parts, tools, vehicle manuals and supplies required to
provide the repairs and service to all vehicles. The
Contractor shall not perform any work at City facilities.
Security of Vehicles: The Contractor shill be
responsible for vehicles accepted for repair. Acc'eptable
Responsibility entails ensuring reasonable steps are taken
to secure vehicles from theft and vandalism.
The Contractor shall inspect all vehicles for traffic
accident damage, missing communications andlor Acceptable
emergency equipment. Contractorr shall note all damage
and missing equipment and iriform the City of such. The
Contractor shall be held resDonsible for the reoair and
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replacement of all damaged/missing equipment, unless it
has been reported to the City.
Incidents of theft or vandalism to the City vehicles in the .
Contractor's care shall be reported to the City
immediately and the Contractor shall notify and report
theft/vandalism to local law enforcement.
The Contractor may be held liable for the
replacement/repair of vehicles damaged while under the
control of the Contractor.
Subcontracting orRepain: The Contractor shall be
responsible for the performance of subcontractors u well
u arranging, managing and paying for the performance
of subcontracted repairs. Contractor shall ensure that all
subcontractors comply with City insurance requirements,
and have copies available to the City upon request.
Inspection or Work: The City shall have the right at all
times to inspect or otherwise evaluate the work being
performed and parts or equipment used by the
Contractor. The City reServes the right to reject
materials and workmanship found, at City's sole
discretion, tQ be unacceptable. Contractor shall
immediately remedy unacceptable workmanship at no
expense to City.
Damage to City Property, Facilities, Buildings or
Grounds:. The Contractor shall repair, or cause to be
repaired, at its own cost, all damage to City vehicles,
facilities, buildings or grounds ('-8,,5ed by the shallful or
negligent acts of Contractor or employees or agents of
the Contractor. Such repairs shall be made immediately
after Contractor becomes aware of such damage, but in
no event later than thirty (30) days after ~e occurrence.
If the Contractor fails to make timely repairs the City
may make any necessary repairs. All costs incurred by
the City, as determined by the City, for such repairs shall
be repaid by the Contractor by cash payment upon
demand or City may deduct such costs from any amounts
due to the Contractor from the City.
Parts: All parts shall meet or exceed OEM
Acceptable .
Acceptable
Acceptable
Acceptable
Acceptable
Acceptable
Acceptable
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manufacturer's specifications. No used parts shaIt be
installed. The City reserves the right to determine
whether a part or brand of part is equivalent to OEM
specifications.
Rebuilt/Overhauled Parts: Parts may be. sent to the Acceptable as to re-
Contractor for rebuilding or overhauling without the built radiators
entire vehicle being sent for repair or service. The City
requires that Contractors shall adhere to all termS
outlined in this section. In addition, the warrimty for
rebuilt/overhauled parts shaIt be the same as for any
other repair and the period of warranty shall begin from
the re-installation date of such parts into a vehicle. The
City shall provide Contractor with proof of re-installation
date upon such warranty claims.
Response Time: Under normal circumstances, a . Acceptable
response time shall not be longer than seventy-two (72)
business hours. The City expects repairs to be performed
within 24 to 36 hours on the average from receipt of
vehicle, inspection and authorization.. Some
departments require, in an emergency, the ability for 24-
hour service. Please Drovide information on the abilitv
to Drovide such service and telephone number for
service an4 aDDrooriate chanes lor luch lervice on
your bid form.
6. LICENSES AND CERTIFICATIONS
All offerors shall be registered with the State of
California Bureau of Automotive Repair (BAR) for all of. BAR No:
the trades that they desire to be considered for this RFP. AK 180780
Please Drovide the mAR) re2istration numberCs) In
the ril!ht hand column.
All individuals performing service on vehicles shall be
certified through an accredited program such as ASE or
equivalent, to perform work on the trade that they shall
be providing. Please provide the type and level of
certification that your facility requires for each type of
trade that you shall be submitting a proposal for.
10. NOTICE OF DELAYS
Except as otherwise provided herein, when either party Acceptable .
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has knowledge that any actual or potential situation is
delaying or threatens to delay the timely performance of
this contract, that party sha1~ with twentY-four (24)
hours, give notice thereot: including all relevant
information with respect thereto, the other party.
11. INSURANCE
Insurance - Without in anyway affecting the indemnity
herein provided and in addition thereto, the Contractor
shall secure and maintain throughout the contract the
following types of insurance with limits as shown:
Workers' Compensation - A program of Workers'
Compensation insurance or a State-approved Self-
Insurance Program in an amount an form to meet all
applicable requirements of the Labor code of the State of
California, including Employer's Liability with $250,000
limits, covering all persons providing services on behalf
of the consultant and all risks to such person under this
Agreement.
Comorehensive General and Automobile Liability
Insurance - This coverage to include contractual
coverage and automobile liability coverage for owned,
hired and non-owned vehicles. The policy shall have.
combined single limits for bOdily injury and property
damage of not less than one million dollars ($1,000,000).
Proof of CoveralJe - Contractor shall immediately furnish
certificates of insurance to the City Department
administering the contract evidencing the insurance
coverage, including endorsements, above required prior
to the commencement of performance services
hereunder, which certificates shall provide that such
insurance shall not be terminated or expire without thirty
(30) days written notice to the Department, and
Contractor shall maintain such insurance from the time
Contractor commences performance of services
hereunder until the completion of such services. Within
sixty (60) days of the commencement of this Agreement,
the Contractor shall furnish certified copies of the
policies and all endorsements.
Insurance Review - The above insurance requirements
are subiect to periodic review bv the Citv.The City's
Acceptable .
Acceptable
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Risk Manager is authorized, but not required, to reduce
or waive any of the above insurance requirements . Acceptable
whenever the Risk Manager detennines that any of the
above insurance is not available, is unreasonably priced, .
or is not needed to protect the interests of the City. In
addition if the Risk Manager detennines that heretofore
unreasonably priced or unavailable types of insurance
coverage or coverage limits become reasonable priced or
available, the Risk Manager is authorized, but not
required to change the above insurance requirement, to
require additional types ofinsurance coverage or higher
coverage limits, provided that any such change is
reasonable in light of past claims against the City,
inflation, or any other item reasonably related to the
City's risk.
12. REFERENCES
Contractors shall submit the names of at least five Acceptable
present clients as references, including Company or
Agency name, address, contact person and phone
number. These clients should be selected by the
Contractor from their accounts as those presently most
closely obtaining services being requested in this
proposal. These references should preferably be from
government, city, school district, water diStrict or other
public agency AND references for your private sector
businesses.
13. INACCURACIES OR MISREPRESENTATIONS
Ifin the course of the RFP process or in the Acceptable
administration of a resulting agreement, City detennines
that Contractor has made a material misstatement or
misrepresentation, or that materially inac~rate
information has been provided to the City, Contractor
may be terminated from the RFP process or in the event a
contract has been awarded, the contract may be
immediately terminated.
14. SUBMISSION OF PROPOSALS
Submit an original, signed copy of your proposal, and Acceptable.
TWO COMPLETE COPIES OF YOUR ENTIRE
PROPOSAL. To be considered for this RFP, offeror
tr:
}o'"
shall return the signed Proposal Forms and attach the
following information and completed forms:
A Copies of BAR Registration Certificate Acceptable
B. Copies of Insurance Certificates
C. Price form, submitted in a separate, sealed envelope.
D. All other required Proposal forms, including but not
limited to list of references, non-collusion affidavit.
Failure to submit this information mllY result in vour
DroDOSalllein2 disaualifie4.i1l the bld.JIinl! DI'OUSS.
.
.
QUESTIONS REGARDING TECHNICAL ASPECfS OF THIS BID SHALL BE.
DIRECTED TO THE TECHNICAL AUTIIORI1Y LISTED BELOW.
SignJ I-.
Technical Au
Don Johnson -
(909) 384-5220
Signed ~ 4/
Lynn Merrill
Director
Date r~/o-O
Date Q/t2Jlloo
.-. t~j_s-f(',fl/
City of San Bernardino
TECHNICAL SPECIFICA TION~
PROPOSAL SPECIFICATION NO. FoOl-47
GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP
SUPPORT; MEDIUM-IlEA VY EQUIPMENT AND TRUCK REPAIR;
RADIATORlHEATER CORE REPAIR
NOTICE : "SPECIAL INSTRUCTIONS TO THE OFFEROR"
Services:
Offeror shall complete right-band column indicating brief reasoning for
exceptions to requirements when not acceptable. State "Acceptable" if
requirements are agreeable as set forth in left-band column.
Equipment:
Offeror...sllllll complete right-band column indicating specific size and or
make-lnd model of all components when not ex:actly as ~ed. State
"As Specified" if item is ex:actly as set forth in the left-band column.
FAILURE TO COMPLJTE lU<alIJJAND COL1ijWN S~!NYbIlmATE
mrnROl','S lBQPOSAL
Offeron may propose to provide lervices for ODe,
some or all eatepria described in thb RFP.
ACCUl'ABUI AS SPECD'ID
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1. SCOPE
The City of San Bernardino is soliciting proPosals from
qualified Automotive Service Providers to provide
services in three (3) categories: General Automotive
Repair and Machine Shop Support; Medium-Heavy
Equipment and Truck Repair; RadiatorlHeater Core
Repair.
a. Have specific expertise in General Automotive
Repair, and/or Medium-Heavy Equipment and Truck
. and/or Padiatot: AlC Condenser and Heater
2. ~REOUlREMENTS
~~.
. .
Core Repair.
b. Have no record ofunsatisfactory performance as
evidenced by complaints filed with Sate ofCalifomia
Bureau of Automotive Repairs (BAR) and any related
local agencies during the last three years.
3. ClTYBACKGROUND
The City of San Bernardino owns and maintains a
vehicle fleet that includes various models of cars and
light trucks as well as various medium to heavy duty
equipment and vehicles. These vehicles include 102
Patrol cars, 106 miscellaneous law enforcement vehicles,
391 general-purpose fleet cars and light trucks, and 14'l
miscellaneous medium to heavy-duty equipment. The
majority of the fleet consists of 1986 to 2000 year
models ofFord. OM, Dodge. Pc.terbilt and Volvo White
model vehicles and light/medium and heavy-duty trucks.
Some of the vehicles are a1temateImulti.fuel and diesel
powered.
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.. CATEGORY I
GENERAL AUTOMOTIVE REPAIR. AND MACHINE
SHOP SUPPORT
REQUIREMENTS: (In Addition to the General
Requirements) ~c:.c..Q,~ \"'\ \Q.
a. The successful offeror (Contractor) shall perform
engine repair/overhauls, heater core repair, machine
shop support, valve jobs and brake work: on a variety
of light and medium duty vehicles/trucks to include
all makes and models not currently under
manufacturer warranty.
b. The charge for service. repair, or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs shall be completed within a seven (7) day
time frame. Longer time frames shall be agreed to
prior to initiation of repair.
d. The Contractor shall pick up and deliver at no cost.
and be located within a seven (7) mile radius of the
City Yani to ticllitate transportation to and from the
City Yard.
e. The Contractor shall be resoonsible for the
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. .
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GENERAL REQUIREMENTS
(ALl. CATEGORIES)
IDspectioa orVehides: The Contractor sbaI1 evaluate
the entire vehicle in accordance with industry/OEM
standards. Vehicle shall be required to be road-tested as
part of this evaluation unless it is non-operational or
unsafe.
WritteD Eltimates: Contractor shall prepare a detailed
written estimate upoa completion of the inspection
process and prior to start of work. This report shall
provide an estimate of cost and time ofrecommencled
work. The estimate shall list parts, labor (hours and
rate), sublet work, any and all miscellaneous cIwges
(with explanation), and tax. h shall also include an
expected completion date.
Approval Reqaired Prior to Repair: The Coatractor
shall obtain verbal authorization or approval and a
purchase order number from the Fleet Manager or bis
designee before any work is started. The Coatractor
sbaI1 note the name and title of the persoa who
aUthorized the repair along with the purchase order
aumber, date and time of said approval. The City shall
not be responsible for any charges resulting from repairs
made without proper approval and purchase order
aumber.
Site or Work to be Performed: The Contractor shall
furnish the facility and all necessary supervision, labor,
parts, tools, vebicle manuals and supplies required to
provide the repairs and service to all vehicles. The
Contractor shall not perform any work at City facilities.
Security orVehida: The Contractor shall be
responsible for vehicles accepted for repair.
Responsibility entails ensuring reasonable steps are taken
to secure vehicles from theft and vandalism.
The Contractor shall inspect all vehicles for traffic
accident daniage. missing communications and/or
emergency equipment. Contractorr shall note all damage
and missing equipment and inform the City of such. The
Contractor shall be held nsible for the . and
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replacement of all damaged/missing equipment, unless it
has been reported to the City.
Incidents of theft or vandalism to the City vehicles in the
Contractor's care shall be reported to the City
immediately and the Contractor shall notify and report
theftlvandalism to loca1law enforcement.
The Contractor may be held liable for the
replacement/repair of vehicles damaged while under the
control of the Contractor.
SubcoDtractiD. orRepaln: The Contractor shall be
responsible for the performance of subcontrlctors u well
u arranging. ~lIg and paying for the performance
of subcontracted repairs. Contractor shall ensure that all
subcontractors comply with City insurance requirements,
and have copies available to the City upon request.
InspectioD or Work: The City shall have the right at all
times to inspect or otherwise evaluate the work being
performed and parts or equipment used by the
Contractor. The City reierves the right to reject
materials and workmanship found. at City's sole
discretion, to be ''''.~le. Contractor shall
immediately remedy unacceptable workmanship at no
expense to City.
Damage to City Property, .acilitia, BuDdiDp or
Grounell: The Contractor shall repair, or cause to be
repaired, at its own cost, all damap to City vehicles.
facilities. buildings or grounds caused by the shallful or
negligent acts of Contractor or employees or agents of
the Contractor. Such repairs shall be made immediately
after Contractor becomes aware of such damage, but in
no event later than thirty (30) days after the occ:urrence.
If the Contractor tails to make timely repairs the City
may make any necessary repairs. All costs incurred by
the City, u determined by the City, for such repairs shall
be repaid by the Contractor by cuh payment upon
demand or City may deduct such costs from any amounts
due to the Coi1tractor from the City.
Parts: All Darts shall meet or exceed OEM
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of any City vehicle and its contents while in its
possession and in a fenced compound.
f. Warranties--Repair work performed by the
Contractor shall be warranted at a minimum for the
lesser 0190 days or 4,000 miles for defective parts or
workmanship, unless parts have warranty coverage
for louaer periods. All repeat repairs that fall within
the above warranty period shall be corrected timely
by the Contractor at no additional cost to the City.
g. Road test vehiclea-A11 vehicles that have been in
the shop for repairs, including safety related repairs
or adjustments such u brakes, steering, etc., shall
pass a road test before they are returned to the City.
The nature of the test and the test results shall be
noted on the work order. Road test personnel shall
have proper licensing, training and fiuniliarization
with operational characteristics of the vehicle.
'. CATEGOR.Y n
MRnTTTM/RlU VY EQUIPMENT AND TRUCK
REPAIR
REQUIREMENTS: ( In Addition to the General
Requirements)
a. The Contractor shaI1 perfonn all types of diesel
engine overhauls and repairs, suspension repairs and
have the capability to R&R. transmissions.
Contractor capabilities shall include walking beam
bushing replacement, leaf spring replacement, water
pump replacement, tranamission leaks, engine oil
leaks, fuellesks and steering component repair.
b. The charge for service, repair or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs sha1I be completed within a seven (7) day
time fiame. Longer time fiames shall be agreed to
prior to il!itiation of repairs.
d. Contractor shall pick up and deliver at no cost.
e. The Contractor shaI1 be responsible for the security
of any city vehicle and its contents while in its
possession and in a fenced co '~.
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t: Warranties - Repair work performed by the
Contractor shall be warranted at a minimum for the
lesser of90 days or 4,000 miles for defec:tive puts or
wor1muan.hip, unless puts have wamnty coverage
fur longer periods. All repeat repairs that fall within
the above wamnty period shall be comcted timely
by the Contractor at no additional cost to the City.
g. Road test vehicles - All vehicles that have been in
the shop fur repairs, including safety related repairs
or adjustments such as brakes, steerins. etc., shall
pass a road test before they are returned to the City.
The nature of the test and the test results shall be
noted on the work order. Road test personnel shaUt
have proper licensing, training and familiarization
with ooerational characteristics of the vehicle.
CATEGORym
RADIATOR REPAIR
REQUIREMENTS - (In addition to the General
Requirements) --
a. Contractor shall perform radiator and heater core, and ~ ~<'Q..~\Q.'o\~ .
AlC condenser repair on a variety of light, medium,
and heavy-duty vehiclesltrucks. ~<<:.>
b. The contractor shall have capability to perform
pressure and immersion testing on all size radiators. ~~Cl..~~,\Q..~
heater cores, etc.
c. Contractor shall have the ability to evacuate and
recharge AlC systems if needed. All Freon shall be
recycled.
d. The Contractor shall have the capability to rod out,
recore, and manu1iacture custom radiators as needed.
e. The cost fur service, repair, or overhaul shall include
labor and any parts required to complete the repair.
t: All repairs shall be completed within a three (3) day
time frame. Longer time frames shall be agreed to
prior to initiation of repairs.
g. Contractor shall pick up and deliver at no cost and be
locsted within a seven (7) mile radius to facilitate
transpo~on to and from the city yard.
h. Contractor shall be responsible fur the security of any
city vehicle and its contents while in its possession
and in a fenced compound.
~~'
1IIlIDIIfacture. specifications. No used parts .ball be
installed. The City reserves the right to determine
whether a part or brand of part i. equivalent to OEM
specification..
RebuDtJOverbauled Parts: Parts may be sent to the
Contractor for rebuilding or overhauling without the
entire vehicle being sent for repair or service. The City
requires that Contracton shall adhere to all terms
outlined in thi. section. In addition. the warranty for
rebuiltloverbauJed parts shall be the same u for any
other repair and the period ofwarranty shall begin from
the re-instaIlation date of such parts into a vehicle. The
City shall provide Contractor with proof of re-installation
date upon such warranty claim..
Response rUDe: Under normal circumstances, a
response time shall not be longer than seventy-two (72)
business boun. The City expects repairs to be performed
within 24 to 36 hours on the average from receipt of
vehicle, inspection and authorization.. Some
departments require, in an emergency, the ability for 24-
hour service.
H!:!iu.IDsJ aD_Drlate C"I'WH for such servig"u
I2lILIdlI.lm:m.
6. I.Ir.F.N~ES AND CERTIFICATIONS
All offerors shall be registered with the State of
California Bureau of Automotive Repair (BAR) for all of
the trades that they desire to be considered for thi. RFP.
neue D~I the mAR) rnlstration number(s) Ia
the ricll1JlmtJ column.
All individuals performing service on vehicles shall be
certified through an accredited program such u Am or
equivalent, to perform work on the trade that they shall
be providing. Plcue provide the type and level of .
certification that your fiIciIity require. for each type of
trade that you shall be submitting a proposal for.
10. NOTICE OF DELAYS
u ntberwise 'ded herein. when either
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bas knowledge that any actual or potential .ituation i.
delaying or threatens to delay the timely performance of
this contract, that party shall. with twenty-four (24)
hours, give notice thereot; includins all relevant
information with respect thereto, the other party.
11. INSURANCE
Tn.'............ - Without in anyway affecting the indemnity
herein provided and in addition thereto, the Contractor
shall secure and maintain throughout the contract the
following types ofinsurance with limits as shown:
Workers' r.n"lP""'uhon - A program of Workers'
Compensation inlUl'lllce or a State-approved Self-
Insurance Program in an amount an form to meet all
applicable requirements of the Labor code of the State of
California, including Employer'. Liability with $250,000
limits, covering all persons providing services on behalf
of the consultant and all risks to such person under this
Agreement.
COll\PRlhensive General and Automobile Liability
Insurance - Thi. coverase to include c:ontractUa1
coverage and automobile liability coverage for owned,
hired and non-owned vehicles. The policy shall have
combined single limits for bodily injury and property
dllmllge of not less than one million dollars (SI,ooo,ooo).
Proof ofCnverllp - Contractor shall immediately furni.h
certificates ofinsurance to the City Department
administeri contract evidencing the iDlUl'lllce
coverage, i luding endorsements, above required prior
to the encement of performance services
h er, which certificates shall provide that such
iDlUl'lllce shall not be terminated or expire without thirty
(30) days written notice to the Department, and
Contractor shall maintain such inlUl'lllce from the time
Contractor commences performance of savices
hereunder until the completion of such services. Within
sixty (60) days of the commencement ofthi. Agreement,
the Contractor shall furni.h certified copies of the
policies and all endorsements.
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Risk Mauager is authorized, but not required, to reduce
or waive any of the above inSW'lllce requirements
whenever the Risk Mansger determines that any of the
above insurance is not available, is unreasonably priced,
or is not needed to protect the interests of the City. In
addition if the Risk Mansser determines that heretofore
unreasonably pricecl or unavailable types of inSW'IIlce
coverage or coverage limits become reasonable pricecl or
available, the Risk Manager is authorized, but not
required to change the above inSW'lllce requirement, to
require additional types of insurance coverage or higher
coverage limits, provided that any such change is
reasonable in light ofpast claims apinst the City,
inflation, or any other item reasonably related to the
City's risk.
12. REFERENCES
Contractors sball submit the names of at least five
present clients as references, including Company or
Agency name, address, contact person and phone
number. These clients should be selected by the
Contractor from their IICCOUnts as those prmntIy most
closely obtaining services being requested in this
proposal. These references sbouId j).e&..bly be from
government, city. school district, water diitrict or other
public agency AND references for your private sector
businesses.
13. INACCURACIES ORMISREPRESENTATlONS
If in the course of the RFP process or in the
administration of a resulting agreement, City determines
that Contractor bas made a material misstatement or
misrepresentation, or that materially inaccurate
information bas been provided to the City, Conttactor
may be terminated from the RFP process or in the event a
contract bas been awarded, the contract may be
immediately terminated.
14. SUBMISSION OF PROPOSALS
Submit an original, signed copy of your proposal, and
twO COMPLETE COPIES OF YOUR ENTIRJ:
PROPOSAL To be considered for this RFP. offeror
~~.
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sba1l return the signed Proposal Forms and attach the
following information and completed forms:
A. Copies of BAR Registration Certificate
B. Copies of Insurance Certificates
C. Price form, submitted in . separate, _eel envelope.
D. All other required Proposal forms, includins but not
limited to list of references, non-coIlusion affidavit.
QUESTIONS REGARDING TECHNICAL ASPECI'S OF THIS BID SHALL BE
DIRE{;I'J!.D TO THE TECHNICAL AllTBORlTY W....!;D BELOW.
SignJ I-.
Technical
Don Johnson -
(909) 384-5220
Signed ~ AJ
Lynn Merrill
Director
~~.
. .
Date jh-f;n
Date q /tillloo
ItJj;jo 0
~
,
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. .1.. L {l.,
City of San Bernardino
TECQN~AL SPEcmCA..I.JON~
PR.OPOSAL SPECIFICATION NO. F-01-47
GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP
SUPPORT; MEDIUM-HEAVY EQUIPMENT AND TRUCK REPAIR;
RADIATORIHEATER CORE REPAIR
NOTICE : "SPECIAL Jl'{S1R.VCTIONS TO THE OFFEROR."
Services:
Offeror shall complete right-band column indicatins brief ~ning for
exceptions to requirements when not 1CCeptab1e. Stile "Acceptable" if
requirements are agreeable u set forth in left-hand column.
Equipment:
Offeror shall complete right-hand column indicatins specific size and or
IIlIke and model of all compoqents when not exactly u specified. State .
"As Specified" ifitem is exactly u set forth in the left-band column.
AcaPTABU I AS SRCII'IID
1. SCOPE
,
The City of SanBemardino is soliciting pro'posals from Acceptable
qualified AQtomotive Service Providers to provide (with exception...
services in three (3) categories: General Automotive No radiator/heater
Repair and Machine Shop Support; Medium-Heavy core repair)
Equipment and Truck llepair; Radiator/Heater Core
Repair.
Meron may propoae to provide servica fllr ODe, , .
some or ID catecorles described in tbla JUl'P.
"
2. ~REQUIREMENTS
. -. - - . - .
Have specific expertise in General Automotive Acceptable
a. (with exception...
Repair, aDJJIor Medium-Heavy Equipment and Truck No radiato~{heater
. aDJJIor Rad"tator. Ale Condenser and Heater core repair
~.,.
.
"
"
Con: Repair.
b. Have DO record ofW'pt;.....~ pedormancc u
evidenced by complaints filed with Sate ofCalifomia
Bureau of Automotive Repain (BAll) and any related
local agencies during the last three years.
3. ClTYBACKGROUND
The City of San Bemai'dino owns and m.i~n. a
vehicle fleet that includes various models of can and"
lisJU truc:b u well u various medium to heavy duty
equipment and vehicles. These vehicles include 102
Patrol c:an, 106 miscellaneous law enfon:emeDt vehicles,
391 general-purpose fleet c:an.Dd lisJU truc:b, ind 147
miscellaneous medium to hea~-duty equipment. The
majority of the fleet consists of 1986 to 2000 year
models ofFord, OM, Dodge. Peterbilt and Volvo White
model vehicles and light/medium ad heaVy-duty tnlc:b.
Some of the vehicles an: altemakImu1ti-tUelad diesel
powered.
CATEGORY I
~ AurOMOTIVE llEPAIR. AND MACHINE
SHOl' SUPPORT
REQUIREMENTS: (In Addition to the General
Requirements)
Acceptable
Acceptable
. .
a. The IUcccssful offeror (Contrae:tor) sba11 perform
eosine repair/overhauls, beater con: repair, machine
shop support, valve jobs ad brake work on a variety Acceptabl e
of1isht and medium duty vehiclealtruc:b to include ( a , b, c, d, e)
all makes and models not c:urrently under
mAm,flamlRl'warranty. .
b. The c:harp for service. repair, or overbaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All n:pain shal1 be completed Within a seven (7) day
time frame. Lonser time frames shall be agreed to
prior to iDitiation of repair. .
d. The Contractor shall pic:k up ad deliver at DO cost,
and be loc:ated within a seven (7) mile radius of the
City YanI to ficilitate tr8IISpOrtation to and from the
City Yard. .
e. The Contractor shall be ible for the ~
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..
.
. .
of Illy City vehicle and its contents while in its
possession and in a fenced compound.
f. wllTllltiea-Repa work pedimnecI by the
ContrIdor sball be warranted at a minimum for the
lesser of90 days or 4.000 miles for clefective parts or
worImuo.....ip. unless parts have warranty covenge .
for longer periods. All repeat repairs that fait within
the above warranty period sball be corrected timely
by the Contractor at no additional cost to the City:
8. Road test vebicl.....AlI vehicles that have been in
the shop for repairs, including safety related repairs
or Idjustments such as brabs, steering, etc.. sball
pass a road test before they are returned to the City.
The nature of the test and the test results sball be
noted on the work order. Road test paSOMel sball
have proper licensing, training and ftuniliarization
with operitional cbaracteristics of the vehicle.
CATEGORY D
MlmTTlUlRRA VY EQUIPMENT AND 1'R.UCK
REPAIR
REQUlRBMENTS: ( In Addition to the General
Requirements)
L The Contractor sbalI perfonn all types of diesel
engine overbauIs and repairs. suspension repairs and
have the capability to R&ll traMmilSions.
Contractor capabilities sball include walking beam
b\ta..il\g replacement, leaf sprins replacement, water
pump replacement, transmission leaks, engine oil
leaks, fiiellealcs and steering component repair.
b. The cbarp for setvice, repair or overbauI sball
include labor and Illy parts required to complete
repair. All parts removed sball be retunied with the
repaired vehicle.
c. All repairs sba1I be completed within a seven (7) day
time frame. Longer time frames sball be agreed to
prior to initiation of repairs.
d. Contrictor sball pick up and deliver at no cost.
e. The Contractor sbalI be RspoDsible for the security
of Illy city vehicle and its contenti while in its
oossession and in a fenced CODlDOund.
.....or
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Acceptable
(f, g)
Acceptable
(a, b, c, d, e)
.
t: Wlll'lllties - Repair work performed by the
Contnctor shall be warranted at a minimum Cor the
lesser 0190 days or 4,000 miles Cor def'ective parts or Acceptabl e
worlrmanship, unleas parts have WI1TIDty c:overap ( f, g)
Cor IoIIp' periods. All repeat repairs that fall within
the above WI1TIDty period sba1l be corrected timely
by the Contnctor at no additional cost to the City.
g. Road test vehicles - All vehicles that have been in
the shop Cor repain, including safety related repairs
or adjustments such as brakea, steerins. etc., shall
pass a road test before they are returned to the City.
The nature of the test and' the test results shall be
noted on the work. order. Road test personnel shallt
have proper licensins. training and fiunilWization
with . onal Cbmcteristicl of the vehicle.
CATEGORY m
RADIATOR. REPAIR.
llEQUlREMENTS - (In addition to the General
Requirements)
L Contnctor shall perfonn radiator and heater core, and
AlC concIenscr repair on . variety oflight, medium,
and heavy-duty vehiclea'trucb.
b. The contnctor sba1l have capability to pedbnn
pressure and immersion testing on all size radiators,
beater corea, de.
c. Contractor shall have the ability to evacuate and
recharge AlC systems if needed. All Freon shall be
recycled.
d. The Contnctor sball have the capability to rod out,
recore, ind ,.....ufl!cture custom Adiators as aeeded.
e. The cost Cor service, repair, or overhaul shall include
labor and any parts required to complete the repair.
t: All repairs shall be completed within a three (3) day
time hme. Longer time &ames shall be agreed to
prior to initiation of repairs. .
g. Contnctor shall pick up and deliver at no cost and be
10cated within . seven (7) mile radius to ticilitate
transportation to and &om the city yard.
h. Contrictot shall berCsponaaole for the security of any
city vehicle and its contents while in its possession
and in. fenced compound.
. ...-.r
.
Not Acceptable
Not Acceptable
Ac.ceptable
Not Acceptable
Acceptable
Acceptable
Acceptable
Acceptable
.. .
"
:
GENERAL REQ1JlREMENTS
(,41.T. CATEGO'Rml;)
I
.1
;
IlllpedioD olVeltlda: The CoDtnctor sbaJl ClYIIuate Acceptable
the entire vehicle ill lICCOrdaace with iDdustlylOEM
..Nl..... Vebicle sbaJl be required to be I'OId-tCatecI as
part of this ClYIIuation unless it is non-operational or
unsafe.
.
written J:atimatea: Contrlctor sbaJl prepare a detailed
written ..mmllte upon completion of the inapection
proceaa and prior to start ofworlc. This report sbaJI
provide an ..mmllte of coSt and time ofrecommended
work. The estimate sbaJllist parts, labor (hours aDd
rate). aub1etwodr, any and a1ll11ite:ell.neoua cbarps
(with expllllldion), and tax. 11 sbaJl also iDcIude an
expected completion date.
Approval Beqllired Prior to Repair: The ContrIctor
sbaJI obtain verbal autborization or approval and a
purchase order mlmMo tom the Fleet Manaaer or his
d-lW- before any work is atarted. The Contractor
sbaJI note the name and title oftbe penon who
aUthorized the repair aJons with the pun:bue order
DUJDber, date and time of said approval. The City sbaJI
not be reapoIIIlDle for any cbarps raultins tom repairs
made without proper approval aJ.Id purchase order
number.
Site 01 Work to be PerlOl'Dled: The CoDtnctor sbaJI
tiJmish the facility and all necessary supervision, labor,
parts, tools, vehicle mamJals and IUpplies required to
provide the repairs and service to all vehicles. The
Contractor sbaJI not perform any work: at City facilities.
Security olVebida: The ContrIctor sbaJl be
re8pODIIDle for vehicles accepted for repair.
llesponaibility entails enaurins reasonable steps are taken
tQ secure vehicles tom theft and vandalism. .
.
The Contractor sbaJl inspect all vehicles for traffic
accident ~ missing communications and/or
emergency equipment. Contrlctorr sbaJl note all damage
and mlUing equipment and iDform the City of sUch. The
Contrldor sbaJl be held ible for the . and
';:-r
i
I
!'j
Ii
Acceptable
Acceptable
Acceptable
. ,
Acceptable
Acceptable
,
repW:ement of all damaged/missing equipment, unless it
bas been reported to the City.
Incidents of theft orVllldalism to the City vehicles in the Acceptable
ContrIctor's care shall be reported to the City
;mmtldi-tely and the Contractor sballllOtity and report
tbeftIvanda1ism to loca1law enforcement.
The Contractor may be held liable for the Acceptabl e
replacementJrepair ofvebicles damaged while under the
control of the Contractor.
SabcoDtractialofBepain: The Contractor shall be Acceptable
nisponsible for the performsnce of subcontractors u well
u 1I'f8IIgi1\& -"lIg and paying for the perfotmaDce
of subcontracted repairs. ContrIctQr shall ensure that all
subc:ontractors comply with City insurance requirements,
and have copies available to the City Ilpon request.
IaspedioD of Work: The City shall have the right at all Acceptable
times to inspect or otherwise evaluate the work being
performed and parts or equipment lUCId by the
Contractor. The City reierves the right to n!iect
matcriaIs and workmanship tbuIId, at City's sole
cIisc:retion, to be 'w-cceptable. Ccmtractor shall
immtldilltely remedy unacceptable workmanship at no
eqlOJIJe to City.
Damap to CIty Property, Pacilities. BuDdin. or Acceptable
GroaDU: The Contractor shall repair, ClI' cause to be
repaired, at its own cost, all """180 to City vehicles,
facilities, buildings or grounds caused by the shalltW or
negligent acts of Contractor or employees or &Icnts of
the Contractor. Such repairs shall be made immediately
after Contractor becomes aware of such damage. but in .
no event 1ater than thirty (30) days after the oc:cumnce.
If the Contractor &ils to msb timely repairs the City
may make any necessary repairs. All costs incurred by
the City, u determined by the City, for such repairs sball
be repaid by ~ Contractor by cub payment Upon .
demand or City may deduct such costs from iny amounts
due to the ContractDr from the City.
,.....: All
shall meet or exued OEM
Acce
';",0('
"
~.
mllJlllfilcturer'S specifications. No used parts shall be
installed. The City reserves the right to determine
whether a part or brand of part is equivalent to OEM
specifications.
RebuiltJOverbauled P.....:Parts may be sent to the
Contractor for rebuilding or overbauling without the
entire vehicle being sent for repair or service. The City
requires that Contracton shallldhero to III termS
outlined in this section. In addition, the WIlTIIIty for .
rebuiltloverbauled parts shall be the same u for any
other repair IDd the period ofWllTlllty shall besin &om
the re-installation date of such parts into a vehicle. The
City shall provide Contractor ~ proof ofre-installation
date upon such WIlTIIIty claims.
,
Rapoue Time: Under nonnaI circumstanc:ca, a
response time shall not be longer than seventy-two (72)
business houn. The City expects repairs to be perfumed
within 24 to 36 houn on the awnp &om receipt of
vehicle, inspection IDd IUthorization.. Some
departments require, in an emergeney, the Ibility for 24-
hour service.
IIE!fee ud .DD...D....te ...... for ID~
DJItJdd..fIEIIa
Acceptable
Acceptable '
We can provide 24 hour
service.'
RiCk McCray's Home
phone number (909)
748-7637 ,
$60.00 per hour
6. , .Tr.P.N~ES AND CERTIFICATIONS
Allofferon sball be registered with the State of Acceptable
Celifomi. Bureau of Automotive Repair (BAll) for 111 of AE21 OA340531 0 1
the trades that they desire to be considered for this RFP.
11- Drovid1JII1.fIABl retristration UUDlher{ll Ia
~
All individuals performing service on vehicles shall be
certified through an ICCI'edited program such u ASE or
equivalent, to perform work on the trade that they sbell
be providing. Please provide the type IDd level of '
certification ~ your fiacility requires for each type of
trade that you shall be submitting a proposel for.
, .
10. NOTICE OF nm.A YS
u otherwise W1ed here.i when either
.-f'
.
Acceptable
I
~ ~t'
baa knowledge that any actuaJ or potential situation is
delaying or threatens to delay the timely paformance of
this CODtrICt, that party shaI~ with tweaty-four (24) Acceptable
hours, Jive notice thereof: including all relevant
infurmation with I'eSJ*t thereto, the other party,
.
11. INSURANCE
Tnlnntwl_ Without in lDyway affectina the ~ Acceptable
herein provided and in addition thereto, the Contnctoi
shall secure and maintain throughout the CODtrIct the
foUowins types of illSUl'allCCl with limits as shown:
, . ,
Worken Corqp-_tiQD - A program ofWorIters' . Acceptable
Co"'P""-ation inSUl'Sllce or a State-approved Self-
Insurance Program in ID amount aD.form to meet III
applicable requirements of the Labor code of the State of
California, including Employer's Liability with $250,000
limits, covering III persons providing services on behalf
of the COD8Ultant and III rislcs to such penon uncIer this
Aareement.
ConIpre"'-'lsive General and Automobije Liabilia Acceptable
T"II.n...... - This covcnae to include contractua1
covcnaeandlUtomobile liability covcnae for owned,
hired ancI nOn-owned vehicles. The policy shall have
combined single limits for bodily injury and property
da.... of DOt less than one million dollars ($1,000,000),
Proof of~ - Contractor shall imm..tiltely tbmish Acceptable
certificates ofillSUl'allCCl to the City Department
administering the CODtrIct evidencing the inaurance
c:overap, including endorsements, above required prior
to the .commencement ofperf'onnance services
hereunder, which certificates shall provide that sucb
iIISUI'aIICCl shall DOt be terminated or apire without thirty
(30) days written notice to the Department, and
Contrador shall maintain such insurance &om the time
CoDtrlA:tor commences paformance of services'
hereunder unti1 the completion of such services, Within
sixty (60) days of the commencement of this Agreement,
the Contractor shall furnish certified copies of the
policies ancI III endorsements.
. .
In..n...... Review - The above insurance requirements Acceptable
are subiect to . odic review by the City, The City's
'~-r
.
"
Risk Manager is authorized, but not required, to reduce . . .
or WIive II1y oCthe above il1lUl'lllCO requirements
whenever the Risk Manager determines that any oCthe
IixMl iDIUlIDCe is DOt available. is WlI'eUOIIably pricecl.
or is not needed to protect the iDterests oCthe City, In Acceptable
addition if the Risk ).f...... determines tbIt heretofore
1lIU'eII^"Iably priced or UJl&vailable types oC insurance .
coVOl'110 or COVOl'IIO limits become m"Olllble priced or
available. the Risk Manager is IUtborizecI, but DOt
required to cb8IIp the above insurInce requirement, to
require additional types oC iI1IUl'IIICO COVOl'110 or bigber
COVOl'IIO limits, provided tbIt any such cltallp is
reIIOIIIble in light oC put claimslpinst the City,
inflatiOll, or II1y other item reasonably related to the
City's risk.
,
.
12. REFERENCES
Contnctors shall submit the IIIIlleS of at least five Acceptable
preseat clients .. reCerenc:es, incIudins Company or
At,eni;y DIDIe. adcIreu, contact penon and phone
lIWDber, These cliOJltl sbou1d be selec:tecI by the
Contnctor &om their 1CC'""nta.. those pru-'y most
closely obtainins services beina requested in this
proposal. These "0- should pl4eaahly be &om
sovenunem. city, sc:bool district, WIler diitrict or other
public apncy AND ~euces for your private sector
businesses.
. '.
13. INACCURACIES ORMISREPRESENTA1l0NS
Hin the course oCthe UP proc:eu or in tho Acceptable
administration of a resuItins ..,-eement, City determines
tbIt Contractor bas made . materiallllisstatement or
milll'Oj)l'esentaOll, or that materially inaccurate
information bas been provided to the City, Contractor
may be termin'lted &om the UP process or in the event a
contrld bas been awarded, the COntrId may be
immflCliltety termin"ed.
14. SUBMISSION OF PROPOSALS
.
Submit In original,.sisned copy oCyour proposl1. and
NO COMPLETE COru:s Oil' YOUR ENTIRE Acceptable
PROPOSAL To be considered for this RFP, offeror . .
"'lit.;'
...
"
.....':
,.
sIW1 return the siped Proposal Forms IIld attIch the
following iDformation IIld completed forms:
A. Copies oCBAR. Resiltrltion Certificate
B. Copies oflDlunnce Certificatea
C. Price Conn, mbmittecl in. separate, sealed envelope. Acceptable
D. All other required Proposal Corms, incl1tdil\l but not
limited to list of refej O/lCeI, IIOn-coUuaion affidavit.
Q1JI'SI'IONS llEGAIlDING TECHNICAL ASPECI'S OF TBIs BID SIiALL BE
DIRECTED TO THE TECHNICAL A1JTBORITY USTED BELOW.
spJ. J-...
. Technical
Don Jnhnllnl'l .
. (909) 384-5220
.Siped ~ JIfJ
Lynn MenilI
Director
Date ..~~.
Date Q/.1llko
.
.
:...~
."
fJ7 -;f11
City of San Bernardino
TECHNIC~L SPECIFICATION~
PR.OPOSAL SPECIFICATION NO. FoOl-4?
GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP
SUPPORT; MEDIUM-IlEA VY EQUIPMENT AND TRUCK REPAIR;
RADIATORlHEATER CORE REPAIR
NOTICE : "SPECIAL INSTRUCTIONS TO THE OFFEROR."
Services:
Offeror shall complete right-band column indicating brief reasoning for
elCceptions to requirements when not acceptable. state "Acceptable" if
requirements are agreeable IS set forth in left-band column.
Equipment:
Offeror shall complete right-band column indicating specific size and or
make and model of all components when not exsctIy IS specified. State
"As Specified" if item is exactly IS set forth in the left-band column.
"canDLE I AS SHCDID
1. SCOPE
The City of San Bernardino is soliciting proposals from !, A C CE fTABL';
quslified Automotive Service Providers to provide ps S ftc. ,;::.60
services in three (3) categories: General Automotive
Repair and Machine Shop Support; Medium-Heavy
Equipment and Truck Repair; llscIiatorlHeater Core
Repair.
OfI'eron ma)' propose to provide services for one,
some or aD catepries described in this RFP.
2. MINIMtJM REQUIREMENTS
a. Have specific eKpertise in General Automotive ACeE p,p>-f3LG"
Repair, lDCIIor Medium-Heavy Equipment and Truck fjS SptiGl F";C>
1>>_.:. and/or llscIiator. AlC Condemer and Heater
.~.
. .
Core Repair.
b. Have no record ofunsatistictory performance u
evidencecl by complaints filed with Sate ofCalifomia
BIII'CIU of Automotive Repain (BAll) INI any related
local agencies during the last three yew.
3. ClTYBAr.JCGROUND
The City of San Bernardino owns INI maintains a
vehicle tleet that includes various models of can and
light trucks u well u various medium to heavy duty
equipment INI vehicles. These vehicles include 102
Patrol cars, 106 miscellaneous law enforcement vehicles,
391 general-purpose fleet can INllight trucks, 1N1147
miscellaneous medium to heavy-duty Cquipment." The
majority of the tleet consists of 1986 to 2000 year
models ofFord, OM, Dodge, Peterbilt and Volvo White
model vehicles and light/medium and heaVy-duty trucks.
Some of the vehicles are alternate/multi-fuel and diesel
powered.
CATEGORY I
GENERAL AtrrOMOTIVE REPAIR. AND MACHINE
SlIOP SUPPOR.T
AeeG p,,AJ3LG
1'.5 .s PBC" ;:/60
fk:.c.e p,(:..'0Lo
AS 5pt3~,Fleo
REQUIREMENTS:
Requirements)
(In Addition to the General p,c.c..c f'J"A.6 Lb
AS SPGG.FI80
a. The IUCCllssful offeror (Contractor) shall perform
engine repair/overhauls, heater core repair, machine
shop support, valve jobs and brake work on a variety "
of light and medium duty vebiclesltrucks to include
all makes and models not currently under
manufacturer warranty.
b. The charge for service. repair, or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repain shall be completed within a seven (7) day
time fiame. Longer time fiames shall be agreed to
prior to initiation of repair.
d. The Contractor shall pick up and deliver at no cost,
INI be located within a seven (7) mile radius of the
City Yard to facilitate transportation to and &om the
City Yard.
e. The Contractor shall be nsible for the security
......'
. .
of Ill)' City vehicle and its contents while in its
pcssession and in a fenced compound.
r. Wamnties-Repair work performed by the
Contractor shall be warranted at a minimum Cor the
lesser of90 days or 4,000 mil~ Cor clef'ective parts or
workmanship. unless parts have WIITIIIty coverase
Cor longer periods. All repeat repairs that fall within
the above wmanty period iball be corrected timely
by the Contractor at no additional COlt to the City.
g. Road test vehicles-All vehicles that have been in
the &hop Cor repair&. including &afety relatecI repairs
or adjustments BUCh IS brakes, Bteering. etc., shall
pus a road test before they are retumecI to the City.
The nature of the test and the test results shall be
noted on the work order. Road test penonnel shall
have proper 6c:ensmg, training and fiuniliarization
with operational characteristics of the vehicle.
CATEGORY D
MFnnJM/Rll..l VY BQUIPMENT AND TRUCK
REPAIR.
REQUIREMENTS: ( In Addition to the General
Requirements)
a. The Contractor shall perform all types of diesel
engine overhauls and repairs. BUSpeIlsion repairs and
have the capability to R&1l transmissions.
Contractor Clplbilities shall include walking beam
bn-"l1\8 replacement. leaf aprins replacement. water
pump replacement, transmission leaks, engine oil
leaks, fbellesks and steerins component repair.
b. The charge Cor service, repair or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs shall be completed within a seven (7) clay
time ftame. Longer time ftames shall be agreed to
prior to'initiation ofrepairs.
d. Contrictor shall pick up and deliver at no cost.
e. The Contractor shall be responsible Cor the security
of any city vehicle and its contents while in its
oossession and in a fenced co
.......
.
AC.e.. EfTAf3L G-
AS SP6L,PIl30
p,cc.ePTfJt3L.&;
AS .5PI?CtFtG{:>
I,
f. Wuranties - Repair work performed by the
Colllrac:tor sbaIJ be wamnted at a minimum for the
lesser of90 days or 4,000 miles for deCective parts or
workmanship, unless parts have warranty covenae
for Iolller periods. All repeat repairs that fall within
the Ibove warranty period sball be corrected timely
by the Co~r at no additional cost to the City.
g. Road test vehie:les - All vehicles that have been in
the shop for repairs, inc:luding safety related repairs
or adjustments IUCb u brakes, ateerin& etc., sban
pus a road test before they are retumecI to the City.
The nature of the test and the test results sban be
noted on the work order. Road test persomel shallt
have proper lic:ensin& training and tiuniliarization
with . naI e:baracteristic:s of the vehie:le.
CATEGORY m
RADIATOR. REPAIR.
REQUIREMENTS - (In addition to the General
llequirements)
.. Contractor shall perform radiator and heater core, and
AlC c:ondenser repair on a variety ofligbt, medium,
and heavy-duty vehie:lesItrudts.
b. The c:ontrIdor shall have capability to perform
pressure and immersion testing on all size radiators,
beater cores, de.
e:. Contractor shall have the ability to CYIClJate and
rec:barge AlC systems if needed. All Freon shall be
rec:yc:led.
d. The Contractor shall have the capability to rod out,
recore, and JlIl.ftnfl,,::ture c:ustom radiators u needed.
e. The cost for service, repair, or overbau1 shall include
labor and any parts required to complete the repair.
f. All repairs shall be completed within a three (3) day
time tiame. Longer time tiames shall be agreed to
prior to initiation of repairs.
g. Contractor shall pic:k up and deliver at no eost and be
loc:ated within a seven (7) mile radius to &cilitate
transportation to and trom the e:ity yard.
b. Contractor shall be responsible for the security of any
c:ity vehicle and its c:ontents while in its possession
and in a fenc:ed c:ompound.
.......
. .
fu..c.e f'iP-B Lb=
p.s SPCC-I FicO
p, c.Co e P'TA B L 6
^S speu.rlFD
1,'-
"
GENERAL UQUJREMENTS
(AT T CATEGOIITP.S)
IlllpectioD .'Velaida: The Contractor IIWI evaluate
the entire vehicle in accordance with indultry/OEM
standards. Vehicle shall be required to be fOId.tested as
part of this evaluation unIeas it is non-operational or
unslfe. '
WritteD l'.Itbaatet: Contrldor IIWI prepare a detailed
written estimate upon completion of the inspecIion
process IIlcI prior to start ofwork. Tbis report IIWI
provide III estimate of cost IIlcI time ofrecommended
work. The estimate shall list parts, labor (hours IIId
rate). IUbIet work, any and all misce1lllleouJ chirps
(with exp1anation),1IId tax. It shall also include III
expected completion date.
Approval ReqDIred Prior to :Repair: The Contractor
shall obtain vaba1 authorization or approva1l11d a
purchase order number &om the Fleet Manaaer or his
desipee before any work is started. The Contnctor
IIWI note the name and tide of the Person who
aUtborizecl the repair along with the purchase order
number, cIate IIlcI time of said approval. The City shall
not be responsible for lilY chirps resuItina &om repairs
made without proper approva1 and purchase order
number.
Site .'Work to be Performed: The Contractor shall
furnish the facility and all necessary supervision, labor,
parts, tools, vehicle manual. and aapplies required to
provide the repairs IIId service to III vehicles. The
Contractor shall not perform any work at City facilities.
Security o'Vehides: The Contractor shall be
responsible for vehicles ICCepteclfur repair.
RespoDSloility entails ensuring reasonable steps are taken
to secure vehicles &om theft and vandalism.
The Contractor shall inspect all vehicle. fur traffic
ICCident damage, missiris communications and/or
emergency equipment. Contractorr shall note all damage
and missinS equipment IIId inform the City of such. The
Contractor shall be held I'CSIIODSlole for the . and
. ~.
. '
ACCcPTABLf::.
AS spec.,,=u;.J:)
"
replacement of all damagecl/missing equipment, unless it
has been reported to the City.
Inc:iclenta of theft or vandalism to the City vehicles in the
Contndor's CIl'e shall be reported to the City
immediately IIICI the Contractor shall notity IIICI report
theftIvanda1ism to Ioca1law enforcement.
The Contnaor inay be held Hable for the
replacementlrepair ofvehicles damaged while under the
control of the Contractor.
SabeODtraetbal of Repaln: The Contractor shall be
responsible for the performance of subcontractors u well
u amnsins. manasinSIllCl paying for the performance
of subcolltractecl repairs. Contractor shall ensure that all
subcom,ac:ton comply with City insurance requirements,
IIICI have copies available to the City upon request.
IlupectioD olWork: The City shall have the right at all
times to inspect or otherwise evaluate the work being
performed IIICI parts or equipment used by the
Contractor. The City reierves the right to rqect
materials IIICI workman,hlp found, at City's sole
discretion, to be unacceptable. Contractor shall
immediately remedy unacceptable workmanship at no
expense to City.
Dalllap to oay Property, Jl'aciUtIa, BaiIdiDp or
Grou.: The Contractor shall repair, or cause to be
repaired, at its own cost. all damage to City vehicles,
facilities, buildings or grounds caused by the shalltW or
negligent acts of Contractor or employees or agents of
the Contractor. Such repairs shall be made immediately
after Contractor becomes awwe of such damage. but in
no event later than thirty (30) days after the occurrence.
If the Contractor fails to make timely repairs the City
may make any nete5S1ry repairs. All costs incurred by
the City, u determined by the City, for such repairs shall
be repaid by the Contractor by cash payment upon
demand or City may deduct such costs from any amounts
due to the Contractor &om the City.
Parts: All parts shall meet or ex:ceed OEM
......,
.. .
I:t CL e (>'TABLG
AS SP6t:-If1eO
'.
manufacturer's specifications. No used pIIts shall be
installed. The City reserves the risht to determine
whether a pI11 or bnnd of pI11 is equivalent to OEM
specifications.
RebailtlOverlaaaled P.I1I:Parts may be lent to the
Contractor for rebuilding or overbau1inS without the
entire vehicle ~ns lent for repair or service. The City
requires that Contndors shallldhere to all terms
outlined in this section. In addition, the warranty for
rebuilt/overhauled pIIts shall be the same u for any
other repair IDd the period ofwarranty shall besin from
the re-installation elate of IUch pIIts into . vehicle. The
City shall provide Contrsctor ~ proof of re-installation
date upon lUoo warranty claims.
Rapeue Time: Under normal circumstances, a
response time shall not be longer than seventy-two (72)
business hours. The City expects repairs to be perfotmed
within 24 to 36 hours on the averap &om receipt of
vehicle, inspection and lUthorization.. Some
depI11ments require, in an emerpncy. the Ibility for 24-
hour service. - Drovlde ....01'1II... o. the abilitY
tn ' , llIIlr
aaJeeud aDuNuPlate e"-I.r~
!5IKldtI..ImI.
6. LICENSES AND CERTIFICATIONS
All offerors shall be resistered with the State of
California Bureau of Automotive Repair (BAll) for all of
the trades that they desire to be considered for this RFP.
P1_ DnvtsIIJlI, IBAR\ ...utn.. .umberls\ II
~
All individual. performing service on vehicles .ban be
certified tbroush an ac:credited prosram IUcb u ASE or
equivalent. to paConn work on the trade that they shall
be providing. P1eue provide the type IDd level of
certification that your facility requires for each type of
trade that you shall be iAlbmitting a proposal for.
10. NDnCEOFDP.T.AYS
Ex~ u otherwise provided herein. when either oartv
~"'
. '
A c.c.€p'7"AeLb
AS $PtF~,F,eo
8AR ~ ACZ-loZ7/
"
Accep7ABLc
/1.5 s.pec.,Fleo
AS .spcc.,p,eD
Acc..E.p TA6LG
bas ImowIedp that any actual or potentiallituation is
delaying or threatens to delay the timely perfunnance of
this contract. that party shall, with twenty-four (24)
hours, Jive notice thereof: incJudins all relevant
information with respect thereto, the other party.
11. INSUllANCE
In........... - Without in anyway aft'ectins the indemnity
herein provided and in additioli thereto, tbe Contractor
sha1I secure and maintain throughout tbe COIltrIct the
following types of insurance with limits u shown:
!lmJcers' ('~J)""..tion . A prosram ofWorbrs'
Compensation insurance or a StatHpproved Self-
Insurance Prosram in an amount an form to meet all
applicable requirements of the Labor code oftbe State of
California, including Employer's Liability with $250,000
limits, covenns all persons providins services on behalf
of the consultant and all risks to such person under this
Agreement.
Ac..C.GprA t3Li::r
t:>5 SP5Gl PIeD
Co~Vfl General and Automobile Liability
1_.......... - This coverage to include COIltrIctua1
covenae and automobile liability coverage for owned,
hired and IIOII-OWRelI vehicles. The policy sball have
combined single limits for bodily injwy and plopei1y
damage of not less than one million dollars ($1,000,000).
Proof of('~ . Contrador shall immediately furnish
certificates ofinsurance to tbe City Department '.
administering the COIltrIct evidencins the insurance
covenp. includins endorsementI. above required prior
to the commencement ofperformance services
hereunder, which certificates shall provide that such
insurance shall not be terminated or expire without thirty
(30) days written notice to the Department, and
Contractor shall maintain such insurance fiom the time
Contractor commences performance of semces
hereunder until the completion of such services. Within
sixty (60) days of the commencement of this Agreement,
the Contractor sha1I fbndsh certified copies of the
policies and all endorsements.
_4'
. .
. ,
Risk MaMaer is IUthorized. but DOt required. to reduce
or w1ive Ill)' of the above illSUl'lDce requirements
whenever the Risk Manaser determines that any of the
above iIIIUI'IDCe is not available, is unreuonably priced,
or is not needed to protect the intereltl of the City. In
addition if the Risk Manas<< c1etermines that heretofore
unreuonably priced or unavailable types ofinlU1'lllce
coverage or covenp limits become reuonable priced or
available, the Rislt Manaser islUtborized, but DOt
required to change the above insurance requirement, to
require Idditional types ofillSUl'lDce covenp or higher
COYerIp limits, provided that any such c:hanp is
reuolllble in liaJd of put claiDII apilllt the City,
inflation, or any other item reuolllbly related to the
City's risk.
12. ~~S
CoBtracton shalllUbmit the names of at 1eut five
present clients u references, including Company or
Agerw:y name, address. contact penOn and phone
number. These clients should be selec:tecl by the
Contractor tom their ICCOUIItI u those presently molt
closely obtaining services being requested in this
propoal. These .ofefoAces should paol'eaably be fioom
government, city, school district, water diJtric:t or other
public qency AND references for your private sector
businellel. .
13. INACCURAMFS 08. MJmP.PRp_~ATlONS
If in the course of tile RFP procell or in the
Idministration of a resuhin8 qreement, City c1etermines
that Contractor hu made a materiII misstatement or
misrepresentation, or that materiIIly inaecurate
information hu been provided to the City, ContrIctor
may be terminated fioom the RFP procell or in the event a
contract hu been awardecI. the contract may be
immediately terminated.
14. SUB~SSION OF PROPOSALS
Submit an original. signed copy of your propoul. and
TWO COMPLETE COPIES or YOUR EN'I1RJ:
PROPOSAL To be considered for this RFP offeror
~.,..
. .
FULOP Ib.P.>t...t:
As SP6"c,PIt5f>
AC-c:.cP TAI3L..';
t;..S s>Pti"c, F' e.D
"
'I
ACe. Gp-rA-1J L6-
/is SP6'~1 ;:,60
f1~C. ep T f!>. 13 LiE
t:>.S . s ,.e:;::., F' ec
shall return the siped PropouI Forms IDlIIttach the
following information IDlI completed forms:
A Copies of BAll ResiJtndion Certificate
B. Copies ofJnsurmc:e Certificates
c. Price form, IUbmitted in . aepmte. sealed envelope.
D. All other required Proposal forma, iDcIudina but not
limited to list of references, non-c:oIIusion aftidavit.
p,c.CcprA.0u5
AS .5 PtSc:.,FIl3D
Q1JESTI0NS REGARDING TECHNICAL ASPECTS OF THis Bm SHALL BE
DIRECTED TO THE TECHNICAL A1JTBOR1TY LISTED BELOW.
S.J. J.-
Technical
Don Johneon -
(909) 384-5220
Signed ~ *-'
Lynn Merrill
Director
Date rhitrl
Date Q/.2lko
!,
......,
.
IILL P/lo
SIT€. I/lS/! I),ufo.)
City of San Bernardino
TECHNICAL SPECIFICATIONS
PROPOSAL SPECIFICATION NO. F-Ol-47
GENERAL AUTOMOTIVE REPAIR AND MACIDNE SHOP
SUPPORT; MEDIUM-REA VY EQUIPMENT AND TRUCK REPAIR;
RADIATORlHEATER CORE REPAIR
NOTICE : "SPECIAL INSTRUCTIONS TO THE OFFEROR"
Services:
Offeror sball complete right-band column indicating brief reasoning for
exceptions to requirements when not acceptable. State "Acceptable" if
requirements are agreeable as set forth in left-hand column.
Equipment:
Offeror shall complete right-band column indicating specific size and or
make and model of all components when not exactly as specified. State
"As Specified" if item is exactly as set forth in the left-hand column.
FAILURE TO COMPLETE RlGBTBANJ) CQl,.JlMN SHAq. ~~TiIDATE
QWBQ'8'& lBQroSAL
ACCEPTABLE I AS SRCIlIIED
1. SCOPE
The City of San Bernardino is soliciting proPosals from
qualified Automotive Service Providers to provide
services in three (3) categories: General Automotive
Repair and Machine Shop Support; Medium-Heavy A'Y"- 'fj '1.1' I [-- ,
Equipment and Truck Repair; RadiatorlHeater Core i.. I. ( '>.,
. f \
Repair. 1\--:;,' _ 1"( lI'-', ~ (
OfI'eron may propose to provide services for ODe,
some or all categories described in this RF'P.
2. MINlMUMREQUIREMENTS
a. Have specific expertise in General Automotive -, .--
Repair, and/or Medium-Heavy Equipment and Truck ~. ( f)~Tr 'I'i:<:- ( '\
ReOair. and/or Radiator AlC Condenser and Heater. (iL) & ;0\)(( i 11f'C '.
~-'
. .
Core Repair.
b. Have no record ofunsatisfactol}' performance as
evidenced by complaints filed with Sate ofCalifomia
Bureau of Automotive Repairs (BAR) and any related
local agencies during the last three years.
3. ClTYBACKGROUND
The City of San Bernardino owns and maintains a
vehicle fleet that includes various models of cars and
light trucks as well as various medium to heavy duty
equipment and vehicles. These vehicles include 102
Patrol cars, 106 miscellaneous law enforcement vehicles,
391 general-purpose fleet cars and light trucks, and 147
miscellaneous medium to heavy-duty equipment. The
majority of the fleet consists of 1986 to 2000 year
models ofFord, GM, Dodge, Peterbilt and Volvo White
model vehicles and light/medium and heavy-duty trucks.
Some of the vehicles are alternate/multi-fuel and diesel
powered.
CATEGORY I
GF.NF.RAT - AurOMOTIVE REPAIR AND MACHINE
SHOP SUPPORT
REQUIREMENTS: (In Addition to the General
Requirements)
a. The successful offeror (Contractor) shall perform
engine repair/overhauls, heater core repair, machine
shop support, valve jobs and brake work on a variety
of light and medium duty vehicles/trucks to include
all makes and models not currently under
manufacturer warranty.
b. The charge for service, repair, or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs shall be completed within a seven (7) day
time frame. Longer time frames shall be agreed to
prior to initiation of repair.
d. The Contractor shall pick up and deliver at no cost,
and be located within a seven (7) mile radius of the
City Yard to facilitate transportation to and from the
City Yard.
e. The Contractor shall be responsible for the secu .
.,....
.
'1\(2 ( [" rrf.-\':)l t='
KC<Cf'ji1t"Lt
Ublff 1i'Y'ol. ~L;'fi elf"l
\'eHIUi:;S.,.
fi..-Ce ('table r
(}'; "C-f'f( ;-r1(~cI
of any City vehicle and its contents while in its
possession and in a fenced compound.
f. Warrantie5-Repair work perfonned by the
Contractor shall be warranted at a minimum for the
lesser of90 days or 4,000 miles for defective parts or
workmanship, unless parts have warranty coverage
for longer periods. All repeat repairs that tall within
the above warranty period shall be corrected timely
by the Contractor at no additional cost to the City.
g. Road test vehicle5-All vehicles that have been in
the shop for repairs, including safety related repairs
or adjustments such as brakes, steering, etc., shall
pass a road test before they are returned to the City. .
The nature of the test and the test results shall be
noted on the work ordec. Road test personnel shall
have proper licensing, training and tilmiliarization
with operational characteristics of the vehicle.
CATEGORY n
MF.nrrlM~AVYEOUlPMENT AND TRUCK
REPAIR
REQUlREMENTS: ( In Addition to the General
Requirements)
a. The Contractor shall pecfonn all types of diesel
engine overhauls and repairs, suspension repairs and
have the capability to R&R. transmissions.
Contractor capabilities shall include walking beam
bushing replacement, leaf spring replacement, water
pump replacement, transmission leaks, engine oil
leaks, fuel leaks and steering component repair.
b. The charge for setvice, repair or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs shall be completed within a seven (7) day
time frame. Longer time frames shall be agreed to
prior to initiation of repairs.
d. Contr8ctor shall pick up and deliver at no cost.
e. The Contractor shall be responsible for the security
of any city vehicle and its contents while in its
possession and in a fenced co d.
~~'
. .
Acee pi Njk . Ci:-
r, I
:'7pe (\-"4t( .
A((t'pk'ibk': (6
""-tX~.C1~1 ui .
f. Warranties - Repair work perfunned by the
Contractor shall be warranted at a minimum for the
lesser of 90 days or 4,000 miles for defective parts or
workmanship, unless parts have warranty coverage
for longer periods. All repeat repairs that tall within
the above warranty period shall be corrected timely
by the Contractor at no additional cost to the City.
g. Road test vehicles - All vehicles that bave been in
the shop for repairs, including safety related repairs
or adjustments sucb as brakes, steering, etc., shall
pass a road test before they are returned to the City.
The nature of the test and the test results shall be
noted on the work order. Road test personnel shaUt
have proper licensing, training and familiarization
with ooerational characteristics of the vehicle.
CATEGORY m
RADIATOR REPAIR
REQUIREMENTS - (In addition to the General
Requirements)
il,
a. Contractor shall perfonn radiator and beater core, and ~~\It{.lcl!.. Rf~I(\tetl"t'nt
AlC condenser repair on a variety ofligbt, medium, L nl\., .
and heavy-duty vehiclesftrucks.
b. The contractor shall have capability to perfunn 17. .
pressure and immersion testing on all size radiators, iJi':"r OI/{llltHt .
beater cores, etc. r-:. kcert1bt.-
c. Contractor shall have the ability to evacuate and
recharge AlC systems if needed. All Freon shall be
recycled. D, NuT 6\J(tllli\1e
d. The Contractor shall bave the capability to rod out,
recore, and manu&cture custom radiators as needed.
e. The cost for service, repair, or overhaul shall include ,I
labor and any parts required to complete the repair.
f. All repairs shall be completed within a three (3) day
time frame. Longer time frames shall be agreed to
prior to initiation of repairs.
g. Contractor shall pick up and deliver at no cost and be
located within a seven (7) mile radius to facilitate
transportation to and from the city yard.
b. Contractor shall be responsible for the security of any
city vehicle and its contents while in its possession
and in a fenced compound.
......t
.
GENERAL REQUIREMENTS
(ALL CATEGORIES)
InspectiOD ofVebicles: The Contractor shall evaluate
the entire vehicle in accordance with industJy/OEM
standards. Vehicle shall be required to be road-tested as
part of this evaluation unless it is non-operational or
unsafe.
Written Estimates: Contractor shall prepare a detailed
written estimate upon completion of the inspection
process and prior to start of work. This report shall
provide an estimate of cost and time of recommended
work. The estimate shall list parts, labor (hours and
rate), sublet worlc, any and all miscellaneous charges
(with explanation), and tax. n shall also include an
expected completion date.
Approval Required Prior to Repair: The Contractor
shall obtain verbal authorization or approval and a
purchase order number from the Fleet Manager or his
designee before any work is started. The Contractor
shall note the name and title of the person who
aUthorized the repair along with the purchase order
number, date and time of said approval. The City shall
Dot be responsible for any charges resulting from repairs
made without proper approval and purchase order
number.
Site of Work to be Performed: The Contractor shall
furnish the facility and all necessary supervision, labor,
parts, tools, vehicle manuals and supplies required to
provide the repairs and service to all vehicles. The
Contractor shall Dot perform any work at City facilities.
Security ofVebida: The Contractor shall be
responsible for vehicles accepted for repair.
Responsibility entails ensuring reasonable steps are taken
to secure vehicles from theft and vandalism.
The Contractor shall inspect all vehicles for traffic
accident damage, missing communications and/or
emergency equipment.. Contractorr shall note all damage
and missing equipment and inform the City of such. The
Contractor shall be held resoonsible for the . and
...-'.
.
k( f P\Ctt'l<::
Ace eptabk' .
AcceeftttJt'
ACCt t)!t,blt
Acce.pk\ble
replacement of all damaged/missing equipment, unless it
has been reported to the City.
Incidents oftbeft or vandalism to the City vehicles in the
Contractor's care sball be reported to the City
immediately and the Contractor sball notify and report
theftlvandalism to local law enforcement.
The Contractor may be beld liable for the
replacement/repair ofvebicles damaged while under tbe
control of the Contractor. .
SubeoDtraetiDlofRepain: The Contractor sball be
responsible for the performance of subcontractors as well
as arranging, managing and paying for the performance
of subcontracted repairs. Contractor shall ensure that all
subcontractors comply with City insurance requirements,
and have copies available to the City upon request.
IDspeetiOD Or Work: The City shall have the right at all
times to inspect or otherwise evaluate the work being
performed and parts or equipment used by the
Contractor. The City reServes the right to reject
materials and workmanship found, at City's sole
discretion, to be nnD-:ceptable. Contractor shall
immediately remedy unacceptable workmanship at no
expense to City.
Damage to City Property, Fadlities, BuDdiDp or
GrouDds: The Contractor shall repair, or cause to be
repaired, at its own cost, all damage to City vehicles,
facilities, buildings or grounds C8llsed by the shallful or
negligent acts of Contractor or employees or agents of
the Contractor. Such repairs shall be made immediately
after Contractor becomes aware of sucb damage, but in
no event 1ater than thirty (30) days after the occurrence.
If the Contractor wls to make timely repairs the City
may make any necessary repairs. All costs incurred by
the City, as determined by the City, for such repairs sbatl
be repaid by the Contractor by cash payment upon
demand or City may deduct such costs from any amounts
due to the Contractor from the City.
Parts: All Darts shall meet or exceed OEM
AlU:yIUl11t:
Att( V\t\vlt
#\(( e.ptl\b It
Gtce ,%iblt
c\(cedab~ .
....jJ
. .
manufacturer's specifications. No used parts shall be
installed. The City reserves the right to determine
whether a part or brand of part is equivalent to OEM
specifications.
Rebuilt/Overhauled Pal1l: Parts may be sent to the
Contractor for rebuilding or overhauling without the
entire vehicle being sent for repair or service. The City
requires that Contractors shall adhere to all terms
outlined in this section. In addition, the warranty for
rebuilt/overhauled parts shall be the same u for any
other repair and the period ofwarranty shall begin from
the re-installation date of such parts into a vehicle. The
City shall provide Contractor ~ proof of re-installation
date upon such warranty claims.
Response Time: Under normal circumstances, a
response time shall not be longer than seventy-two (72)
business hours. The City expects repairs to be performed
within 24 to 36 hours on the average from receipt of
vehicle, inspection and authorization.. Some
departments require, in an emergency, the ability for 24-
hour service. .
to Dnwil,le IUC. service aDd ~.ODe Dumber fRr
IH!iB.ImJ .DDroD~neI r..r lach service on
DlI.I:.JWIJ.mD.
6. LICENSES AND CERTIFICATIONS
All offerors shall be registered with the State of
California Bureau of Automotive Repair (BAR) for all of
the trades that they desire to be considered for this RFP.
Please DrovidC the IBAR) rnistntioD Dumbens) iD
the ript haDd eolumD.
All individuals performing service on vehicles shall be
certified through an accredited program such u ASE or
equivalent, to perform work on the trade that they shall
be providing. Please provide the type and level of .
certification that your filcility requires for each type of
trade that you shall be submitting a proposal for.
10. NOTICE OF DELAYS
.& u otherwise rovided herei when either
~~'
. .
1\((1 r) ~tilJ Ie
A(c~~C\blt - Nt
).<-1 ~w ':J?I'Vi(~ .
f\lU:~z..~ \"?
RL1.01 3\~
~L 201.~1~
LLlO7...3i3
l\U- IEL.I~ I-'\~C
~ It'el\F\lt)0e..
EQU i\Jl\\e (It .
,
bas knowledge that any actual or potential situation is
delaying or threatens to delay the timely petfu.lI'WIce of
this contract, that party shall, with twenty-four (24)
hours, give notice thereot: including all relevant
information with respect thereto, the other party.
11. INSURANCE
Insurance - Without in anyway affecting the indemnity
herein provided and in addition thereto, the Contractor
shall secure and maintain throughout the contract the
following types of insurance with limits u shown:
Workers' CoII\Pe/'llllltion - A program of Workers'
Compensation insurance or a State-approved Self-
Insurance Program in an amount an form to meet all
applicable requirements of the Labor code of the State of
California, including Employer's Liability with $250,000
limits, covering all persons providing services on behalf
of the consultant and all risks to such person under this
Agreement.
Comprehensive General and Automobile Liability
Tnmll'll~ - This coverage to include contractual
coverage and automobile liability coverage for owned,
hired and non-owned vehicles. The policy shall have
combined single limits for bodily injury and property
dsmage of not less than one million dollars ($1,000,000).
Proof ofCo~e - Contractor shall immediately furnish
certificates of insurance to the City Department
administering the contract evidencing the insurance
coverage, including endorsements, above required prior
to the commencement of performance services
hereunder, which certificates shall provide that such
insurance shall not be terminated or expire without thirty
(30) days written notice to the Department, and
Contractor shall maintain such insurance from the time
Contractor commences performance of services
hereunder until the completion of such services. Within
sixty (60) days of the commencement of this Agreement,
the Contractor shall furnish certified copies of the
policies and all endorsements.
~ClG.pl(,ble .
;...c(t\tibW .
~~~
~~.
. .
,
.
Risk Manager is authorized, but not required, to reduce
or waive any of the above insurance requirements
whenever the Risk Manager determines that any of the
above insurance is not available, is unreasonably priced,
or is not needed to protect the interests of the City. In
addition if the Risk Manager determines that heretofore
unreasonably priced or unavailable types ofinsurance
coverage or coverage limits become reasonable priced or
available, the Risk Manager is authorized, but not
required to change the above insurance requirement, to
require additional types of insurance coverage or higher
coverage limits, provided that any such change is
reasonable in light ofpast claims against the City,
inflation, or any other item reasonably related to the
City's risk.
12. REFERENCES
Contractors shall submit the names of at least five
present clients u references, including Company or
Agency name, address, contact person and phone
number. These clients should be selected by the AC(E\*,\bl[
Contractor from their accounts u those presently most
closely obtaining services being requested in this
proposal. These references should preferably be from
government, city, school district, water diStrict or other
public agency AND references for your private sector
businesses.
13. INACCURACIES OR MISREPRESENTATIONS
If in the course of the RFP proceu or in the
administration of a resulting agreement, City determines ACCltirtl\l
that Contractor hu made a material misstatement or
misrepresentation, or that materially inaccurate
information hu been provided to the City, Contractor
may be terminated from the RFP process or in the event a
contract hu been awarded, the contract may be
immediately terminated.
14. SUBMISSION OF PROPOSALS
Submit an original, signed copy of your proposal, and kuplr~'\
TWO COMPLETE COPIES OF YOUR ENTIRE
PROPOSAL To be considered for this RFP otre.or
... ..'~
.
,
sha1I return the signed Proposal Fonus and attach the
following information and completed forms:
A Copies of BAR Registration Certificate
B. Copies of Insurance Certificates
C. Price form, submitted in a separate, sealed envelope.
D. All other required Proposal forms, including but not
limited to list of references. non-collusion affidavit.
f+c~L(
oroDOlal JtelDIr disaDalin~iDIr orocess.
QUESTIONS REGARDING TECHNICAL ASPECI'S OF TIllS BID SHALL BE
DIRECTED TO no: TECHNICAL AUTHORITY LISTED BELOW.
SisnJ J-..
Technical Au
Don Johnson - ~er.
(909) 384-5220
Signed ~ ~
Lynn Merrill
Director
Date r~<n
Date "/;11/00
,..~'
- .,);
City of San Bernardino
TECHNICAL SPECIFICATIONS
PROPOSAL SPECIFICATION NO. F-01-47
GENERAL AUTOMOTIVE REPAIR AND MACIDNE SHOP
SUPPORT; MEDIUM-HEAVY EQUIPMENT AND TRUCK REPAffi;
RADIATORIHEATER CORE REPAffi
NOTICE : "SPECIAL INSTRUCTIONS TO THE OFFEROR"
Services:
Offeror sball complete rigbt-band column indicating brief reasoning for
exceptions to requirements wben not acceptable. State "Acceptable" if
requirements are agreeable as set forth in left-band column.
Equipment:
Offeror sball complete right-band column indicating specific size and or
make and model of all components when not exactly as specified. State
"As Specified" ifitem is exsctly as set forth in the left-band column.
FAILURE TO CQMPLETJ: RIGHT HAND COWMN SHALL INVALIDATE
OFFERQR'S'ROPOSA{,
ACCEPTABLE I AS SPECIrlED
I. SCOPE
The City of San Bernardino is soliciting proPosals from Exception
We are only bidding
qualified Automotive Service Providers to provide on Medium and heavy
services in three (3) categories: General Automotive duty trucks
Repair and Machine Sbop Support; Medium-Heavy
Equipment and Truck Repair; RadiatorlHeater Core
Repair.
Oaeron may propose to provide services for one,
some or all categories described in this RFP.
2. MINIMUMREOUIREMENTS
a. Have specific expertise in General Automotive
Repair, and/or Medium-Heavy Equipment and Truck Medium and heavy duty
RePair andlor Radiator, AlC Condenser and Heater trucks only
~~'
. .
Core Repair.
b. Have no record of unsatisfactory performance as
evidenced by complaints filed with Sate ofCalifomia
Bureau of Automotive Repairs (BAR) and any related
local agencies during the last three years.
3. ClTYBACKGROUND
The City of San Bernardino owns and maintains a
vehicle fleet that includes various models of cars and
light trucks as well as various medium to heavy duty
equipment and vehicles. These vehicles include 102
Patrol cars, 106 miscellaneous law enforcement vehicles,
391 general-purpose fleet cars and light trucks, and 147
miscellaneous medium to heavy-duty equipment. The
majority of the fleet consists of 1986 to 2000 year
models ofFord, GM, Dodge, Peterbilt and Volvo White
model vehicles and light/medium and heaVy-duty trucks.
Some of the vehicles are a1temate/multi-fuel and diesel
powered.
CATEGORY I
GENERAL AUTOMOTIVE REPAIR AND MACHINE
SHOP SUPPORT
REQUIREMENTS: (In Addition to the General
Requirements)
a. The successful offeror (Contractor) shall perform
engine repair/overhauls, heater core repair, machine
shop support, valve jobs and brake work: on a variety
of light and medium duty vehicles/trucks to include
all makes and models not currently under
manufacturer warranty.
b. The charge for service, repair, or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs shall be completed Within a seven (7) day
time frame. Longer time frames shall be agreed to
prior to initiation of repair.
d. The Contractor shall pick up and deliver at no cost,
and be located within a seven (7) mile radius of the
City Yard to filcilitate transportation to and from the
City Yard.
e. The Contractor shall be responsible for the security
,. -r
. .
No Bid
Exception
We only work on medium
and heavy duty trucks
I
NO BID
of any City vehicle and its contents while in its
possession and in a fenced compound.
f. Warranties-Repair work performed by the
Contractor shall be warranted at a minimum for the
lesser of90 days or 4,000 miles for defective parts or
workmanship, unless parts have warranty coverage. NO BID
for longer periods. All repeat repairs that filII within AUTOMOTIVE
the above warranty period shall be corrected timely
by the Contractor at no additional cost to the City.
g. Road test vehicles-All vehicles that have been in
the shop for repairs, including safety related repairs
or adjustments such as brakes, steering, etc., shall
pass a road test before they are returned to the City.
The nature of the test and the test results shall be
noted on the work order. Road test persDMel shall
have proper licensing, training and filmiliarization
with operational characteristics of the vehicle.
CATEGORYD
MF.n1TIMIRP.. VY EOUIPMENT AND tRUCK
REPAIR
REQUIREMENTS: ( In Addition to the General
Requirements)
a. The Contractor shall perform all types of diesel
engine overbauls and repairs, suspension repairs and
have the capability to R&R transmissions.
Contractor capabilities shall include walking beam
bushing replacement, leaf spring replacement, water
pump replacement, transmission leaks, engine oil
leaks, fuel leaks and steering component repair.
b. The charge for service, repair or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs shall be completed within a seven (7) day
time frame. Longer time frames shall be agreed to
prior to initiation of repairs.
d. Contrictor shall pick up and deliver at no cost.
e. The Contractor shall be responsible for the security
of any city vehicle and its contents while in its
_ posseasion and in a fenced compound.
~~.
.
"A" EXCEPTION
~e sublet the replacemen
pf walking beams bushing
"~"CLARIFICATION
Cores will have to be
returned to the parts
for credit.
Providing parts are
avaiable
"0" CLARIFICATION
MUST BE DRIVEABLE
"E" Exception: not accep able
Trucks will be parked be ind
" ~ i'..n...... NnT RESPO .SIBLE
FOR THEFT OR DAMAGE
f. Warranties - Repair work performed by the
Contractor shall be warranted at a minimum for the
lesser of90 days or 4,000 miles for defective parts or
workmanship, unless parts have warranty coverage ACCEPTABLE":
for longer periods. All repeat repairs that filII within
the above warranty period shall be corrected timely
by the Contractor at no additional cost to the City.
g. Road test vehicles - All vehicles that have been in
the shop for repairs, including safety related repairs ACCEPTABLE
or adjustments such as brakes, steering, etc., shall
pass a road test before they are returned to the City.
The nature of the test and the test results shall be
noted on the work order. Road test persoMel shallt
have proper licensing, training and filmiliarization
with operational characteristics of the vehicle.
CATEGORym
RADIATOR REPAIR ,
i
REQUIREMENTS - (In addition to the General I
i
Requirements)
a. Contractor shall perform radiator and heater core, and J
AlC condenser repair on a variety of light, medium,
and heavy-duty vehicles/trucks. NO' BID.
b. The contractor shall have capability to perform
pressure and immersion teating on all size radiators,
heater cores, etc.
c. Contractor shall have the ability to evacuate and
recharge AlC systems if needed. All Freon shall be
recycled.
d. The Contractor shall have the capability to rod out,
recore, and manufilcture custom radiators as needed.
e. The cost for service, repair, or overhaul shall include
labor and any parts required to complete the repair.
f. All repairs shall be completed within a three (3) day
time frame. Longer time frames shall be agreed to
prior to initiation of repairs.
g. Contractor shall pick up and deliver at no cost and be
located within a seven (7) mile radius to filcilitate
transportation to and from the city yard.
h. Contractor shall be responsible for the security of any
city vehicle and its contents while in its possession
and in a fenced compound.
--'-
~~,
. .
GENERAL REQUIREMENTS
(ALL CATEGORIES)
Inspection orVebicles: The Contractor shall evaluate
the entire vehicle in accordance with industry/OEM
standards. Vehicle shall be required to be road-tested as
part oftbis evaluation unless it is non-operational or
unsafe.
Written Estimates: Contractor shall prepare a detailed
written estimate upon completion of the inspection
process and prior to start of work This report shall
~~~m~m~Mcostandti~Mreco~~ed
work. The estimate shall list parts, labor (hours md
r~), sublet work, my and all miscellmeous charges
(with explmation), md tax. It shall also include m
expected completion date.
Approval Required Prior to Repair: The Contractor
shall obtain verbal authorization or approval and a
purchase order number from the Fleet Manager or his
designee before any wor1c is started. The Contractor
shall note the name and title of the person who
aUthorized the repair along with the purchase order
number, ~ and time of said approval. The City shall
not be responsible for any charges resulting from repairs
made without proper approval md purchase order
number.
Site or Work to be Performed: The Contractor shaI1
furnish the facility and all necessary supervision, labor,
parts, tools, vehicle manuals and supplies required to
pr~de the repairs and service to all vehicles. The
Contractor shall not perform my wor1c at City facilities.
Security orVebicles: The Contractor shall be
responsible for vehicles accepted for repair.
Responsibility entails ensuring reasonable steps are taken
to secure vehicles from theft md vandalism.
The Contractor shall inspect all vehicles for traffic
accident damage, missing communications and/or
emergency equipment. Contractorr shall note all damage
and missing equipment and inform the City of such. The
Contractor shall be held nsible for the . md
......'
. '
ACCEPTABLE
ACCEPTABLE
ACCEPTABLE
ACCEPTABLE
EXCEPTION: NOT RESPONS& LE
for theft, damage or
vandalism.
EXCEPTION: -,!We:,will insp
for accident damage whe
arrives at our shop. We
not be responsible for
losS or damage to vehic
ct
truck
will
ny
e on
equtpment while in our shop or
on our property.
replacement of all damaged/missing equipment, unless it
has been reported to the City.
Incidents of~ or vandalism to the City vehicles in the
Contractor's care shall be reported to the City
immediately and the Contractor shall notify and report
theft/vandalism to loca1law enforcement.
The Contractor may be held liable for the
replacement/repair of vehicles damaged while under the
control of the Contractor.
SubeontraetinlorRepain: The Contractor shall be
responsible for the performance of subcontractors u well
u arranging, mlln-sing and paying for the performance
of subcontracted repairs. Contractor shall ensure that all
subcontractors comply with City insurance requirements,
and have copies available to the City upon request.
Inspection or Work: The City shall have the right at all
times to inspect or otherwise evaluate the work being
performed and parts or equipment used by the
Contractor. The City reServes the right to reject
materials and workmanship found, at City's sole
discretion, to be unacceptable. Contractor shall
immediately remedy unacceptable workmanship at no
expense to City.
Dam. to City Property, Facilities, BuUdinp or
Ground.: The Contractor shall repair, or cause to be
repaired, at its own cost, all damage to City vehicles,
facilities, buildings or grounds ClIllsed by the shallful or
negligent acts of Contractor or employees or agents of
the Contractor. Such repairs shall be made immediately
after Contractor becomes aware of such damage, but in
no event later than thirty (30) days after the occurrence.
If the Contractor tails to make timely repairs the City
may make any necessary repairs. All costs incurred by
the City, u determined by the City, for such repairs shall
be repaid by the Contractor by cuh payment upon
demand or City may deduct such costs from any amounts
due to the Contractor from the City.
Parts: All parts shall meet or exceed OEM
,..~.-'
. .
ACCEPTABLE...'
EXCEPTION: We will not
be held liable for any d mage.
EXCEPTION: We will only
cover what the subcontra tor
will cover.
ACCEPTABLE
EXCEPTION:
All lost and damages wil
have to to thru the
City of San Bernardino's
Insurance Co.
EXCEPTION
manufacturer's specifications. No used parts shall be
installed. The City reserves the right to determine
whether a part or brand of part is equivalent to OEM
specifications.
RebuiltlOverbauled Parts: Parts may be sent to the
Contractor for rebuilding or overhauling without the
entire vehicle being sent for repair or service.. The City
requires that Contractors shall adhere to all terms
outlined in this section. In addition, the warranty for
rebuilt/overhauled parts shall be the same as for any
other repair and the period ofwarranty shall begin from
the re-insta1lation date of such parts into a vehicle. The
City shall provide Contractor y.rith proof of re-insta1lation
date upon such warranty claims.
Respouse Time: Under normal circumstances, a
response time shall not be longer than seventy-two (72)
business hours. The City expects repairs to be perfomied
within 24 to 36 hours on the average from receipt of
vehicle, inspection and authorization.. Some
departments require, in an emergency, the ability for 24-
hour service. Please nrovide iDlormadon on the abm~
to nrovide such service and telephone number Ill[
Ie~e AD4 aDDronriate chan. for mc:h ~nriu on
~
6. LICENSES AND CERTIFICATIONS
All offerors shall be registered with the State of
California Bureau of Automotive Repair (BAR) for all of
the trades that they desire to be considered for this RFP.
Please nrovide the (BARl I'Histration numbensl iQ
the ri,ht hand column.
All individuals performing service on vehicles shall be
certified through an accredited program such as ASE or
equivalent, to perform work on the trade that they shall
be providing. Please provide the type and level of
certification that your &cility requires for each type of
trade that you shall be submitting a proposal for.
10. NOTICE OF DELAYS
Except as otherwise provided herein, when either party
-~,
. .
ACCEPTABLE
EXCEPTION:
WARRANTY STARTS THE DAY
THE PART IS INVOICED
EXCEPTION: We do not
offer 24 hour service.
Our service hours are
8:00 a.m. to 1:00 a.m.
Monday thru Friday
Acceptable
has knowledge that any actual or potential situation is
delaying or threatens to delay the timely performance of ACCEPTABLE
this contract, that party shal~ with twenty-four (24)
hours, give notice thereot: including all relevant
information with respect thereto, the other party.
11. INSURANCE
Insurance - Without in anyway affecting the indemnity
herein provided and in addition thereto, the Contractor
shall secure and maintain throughout the contract the SEE ATTACHED
following types of insurance with limits as shown:
Workers' Compenlllltion - A program of Workers'
Compensation insurance or a State-approved Self-
Insurance Program in an amount an form to meet all
applicable requirements of the Labor code of the State of
California, including Employer's Liability with $2S0,ooo
limits, covering all persons providing services on behalf
of the consultant and all risks to such person under this
Agreement.
Comprehensive General and Automobile Liability
Insurance - This coverage to include contractual
coverage and automobile liability coverage for owned,
hired and non-owned vehicles. The policy shall have
combined single limits for bodily injury and property
damage of not less than one million dollars (SI,ooo,ooo).
Proof of Coverage - Contractor shall immediately furnish
certificates of insurance to the City Department
administering the contract evidencing the insurance
coverage, including endorsements, above required prior
to the commencement of performance services
hereunder, which certificates shall provide that such
insurance shall not be terminated or expire without thirty
(30) days written notice to the Department, and
Contractor shall maintain such insurance from the time
Contractor commences performance of seFvices
hereunder until the completion of such services. Within
sixty (60) days of the commencement of this Agreement,
the Contractor shall furnish certified copies of the
policies and all endorsements.
Insurance Review - The above insurance requirements
are subiect to periodic review by the City. The City's
-~.
. .
Risk Manager is authorized, but not required, to reduce
or waive any of the above insurance requirements
whenever the Risk Manager determines that any of the
above insurance is not available, is unreasonably priced,
or is not needed to protect the interests of the City. In
addition if the Risk Manager determines that heretofore
unreasonably priced or unavailable types of insurance
coverage or coverage limits become reasonable priced or
available, the Risk Manager is authorized, but not
required to change the above insurance requirement, to
require additional types of insurance coverage or higher
coverage limits, provided that any such change is
reasonable in light of past claims against the City,
inflation, or any other item reasonably related to the
City's risk.
.'
12. REFERENCES
Contractors shall submit the names of at least five
present clients as references, including Company or
Agency name, address, contact person and phone
number. These clients should be selected by the
Contractor from their accounts as those presently most
closely obtaining services being requested in this
proposal. These references should preferably be from
government, city, school district, water diitrict or other
public agency AND references for your private sector
businesses.
13. INACCURACIES OR MISREPRESRNT ATIONS
If in the course of the RFP process or in the
administration of a resulting agreement, City determines
that Contractor has made a material misstatement or
misrepresentation, or that materially inaccurate
information has been provided to the City, Contractor
may be terminated from the RFP process or in the event a
contract has been awarded, the contract may be
immediately terminated.
14. SUBMISSION OF PROPOSALS
Submit an original, signed copy of your proposal, and
lWO COMPLETE COPIES OF YOUR ENTIRE
PROPOSAL To be considered for this RFP offeror
~~.
.
shaI1 return the signed Proposal Forms and attach the
following information and completed forms:
A Copies of BAR Registration Certificate
B. Copies of Insurance Certificates
c. Price form, submitted in a separate, seated envelope. ACCEPTABLE
D. All other required Proposal forms, including but not
limited to list of references, non-collusion affidavit.
,.Oure to submit this iuform.tion mav resul! in your
D",ooS" hinl! disou.lined in th--.e. biddinl! DroCess.
.
.
QUESTIONS REGARDING TECHNICAL ASPECI'S OF TIiIs BID SHALL BE
DIRECTED TO THE TECHNICAL AUTHORITY LISTED BELOW.
Date r~o1J
Date 9/~i~o
.......'
.
'-" d
.....';Ib
CC:60 000c-9t-1JO
CERTIFJCATE REQUEST FORM
lQl1ij/l}-I?~ au.! At: HARCO NATIONAl INS. CO.
(Harco Fax: #847-734-411 0)
(Hareo Phone: '800-44s-46421
Fax to Underwriter:
Fax From:
If
( ) Urgent - within 24 hours <kl Within 3 days
Insured's Name (Your Company Name): Policy No.:
VIl7fht..h 7:n.~u" 't'r4~/ ~M.Q/t''' Name of Individual Authorizing Certificate:
2.2no E (!,u/~,t(1. ~!f~v DAVid -r;;,~JIIA.J ?"'J,.t~.tJ H9-te.
Ho.&'-t Sh</~ PhOl1eNol~) E;.26-SI"Z,/"
f)"" ?'c..u.~d,.t.O ~ r.}.;v/Z- FaxNo.:~) e.z.s ..o3~ '7
( ) Not Urgent - within 10 c
('??OClOl330
Certificate Requestor's
Legal Name &. Address
6-te,J Slv ?rtl'~ed'M>
/ f!:,2.r. J) 4" olUA ~A r
.noLo' -a.r';>L#Jf~ tl,LO ~ 9.z~(.It~
Indicate Requestor's Interest in the Vehicle(s) or Property:
Please attach any correspondence requesting certificates from all interested parties.
Dealer performs work or\' certificate holder's vehicles (vendor).
Certificate holder has a mortgage on the item (building).
Dealership is leasing or renting a vehicle to certificate holder from their lease and rental operatiOn!;
(Hareo must be providing primary coverage).
Deaiers~ip is leasing or renting a vehicle from the certificate holder.
8ank or lending establishment is lien holder on an auto used in garage ope/"ition.
Bank or lending establishment is lien holder on trailer, semi-trailer, tractor, or power unit included
your lease or rental fleet.
Bank or lending establishment is property 1055 payee (ie: telephone equipment. mail machine. fax:
Certificate holder has interest in floor planned vehicles. (Vehicles must be insured through Harco
reported once a month).
./ Other (specify)UIE7';'>i~ TO pi!ovltl1 r'r~VtU --tl:i (J-r7 LJI ~~..",..d,J#
Send to the Altention of:
Hc()t>>J J~),~J'a4I FIFF-t h'i't!.
PhoneNo.[f.V~) 3t;~-$'~.20
Fax No.:
(If Applicable) (If Applicable)
Vehicle Information: Property - Bldg., Contents, Etc.:
Yr. Trade Name Body Type Vehicle 10* (All Digits) Loe.' Address
CommentslAdditionallnformation:
/'-~""oI
'. c.l~rllit
. ,......, o.,.rtm.nt of
.u> u er
airs
AAooIII!l 013101
Iln~MIIIIIIIIIIIIII.lmIDII
D~VISI'lN OF LICENSING
BUREA'(i OF'AUTOMOTIVE REPAIR
400 "R" STREET, SUITE 3080
SACRAMENTO, CA 95814
AUTOMOTIVE REPAIR DEALER
If you do not receive a
notice of renewal. you ar.
atil1 r.sponstble for
renewIng your llcen.. prIor
to 1ts expiration.
RECEIPT NO.
893937
REGISTRATION AA001115
VALID UNTIL 01/31/01
. DIETERICH "
PRESIDENT
':>
DIETERICH INTNATL TRK SALES INC
2200 E STEEL RD
COLTDN CA 82324-4509
Non-Transferable - Post In Public View __
WlA)(XX 01l1"n
e
-........'"
AUTOMOTIVE
SERVICE
EXCELLENCE
lARRY A TERWIllIGER
'aving successfully passed the examinations and satislIed the experience requirement
s hereby CERTIFIED as. MASTER ft/H TRUCK TECHNICIAN with
::OMPETENCE In the following areas.
DIESEL ENGINES
DRIVE TRAIN
BRAKES
SUSPENSION AND STEERING
ELECTRICAL/ELECTRONIC SYSTEMS
** ** ~ ** ** ** ** ** **
......
1/1/05
1/1/05
1/1/05
1/1/05
Ill/OS
** **
ONu_" 560098131992TERWI
ISUed, DECEMBER 31, 1999
~ hi uJ~
RONALD H. WEINER, Presidenl
..
.1
'I
I
1
I
1
I
I having successfully passed Ihe examinations and satisfied 1he experience requirement
I Is hereby CERTIFIED as a MASTER H/H TRUCK TECHNICIAN with
I COMPETENCE In the following areas.
I
I
I
I
i
I
1
I
I
I
I
,
e
NaIIcNIIndulelor
AUTOMOTIVE
SERVICE
EXCELLENCE
GREGORY A DIllON
GASOLINE ENGINES
DIESEL ENGINES
DRIVE TRAIN
BRAKES
SUSPENSION AND STEERING
ELECTRICAL/ELECTRONIC SYSTEMS
** ** ** ** ** *~ ~* ~*
&ores
7/1/02
7/1/02
7/1/02
7/1/02
7/1/02
7/1/02
** **
~*
10 Numb." 557253375711lflIllO
..",d' DECEMBER 31,' l'J'!f> ,"
.'. - -.--... p
~ hi uJ~
RONALD H. WEINER. Presidenl
G
-.......'"
AUTOMOTIVE
SERVICE
EXCELLENCE
GREGORY A DIllON
having successfully paned the examInations and sallsfied the experience requirement
it hereby CERnAED u COMPETENT in!he ADVANCED LEVEL . service areas
Hated below.
ElEC DIESEL ENGINE DIAGNOSIS
** ** ** ~* ** ** ** ** **
&ono
7/1/03
** lE*
10 Nu""", 557253375714DILlO
~ued, JUNE 30, 1998
~ hi uJ~
RONALDH. WBINER.PraicIcnt
1/-2
City of San Bernardino
TECHNICAL SPECmCATIONS
PROPOSAL SPECIFICATION NO. F-01-47
GENERAL AUTOMOTIVE REPAIR AND MACHINE SHOP
SUPPORT; MEDIUM-REA VY EQUIPMENT AND TRUCK REPAIR;
RADIATORlHEATER CORE REPAIR
NOTICE : "SPECIAL INSTRUCTIONS TO TIlE OFFEROR"
Services:
Offeror shall complete right-hand column indicating brief. reasoning for
exceptions to requirements when not acceptable. State "Acceptable" if
requirements are agreeable as set forth in left-hand column.
Equipment:
Offeror shall complete right-hand column indicating specific size and or
make and model of all components when not exactly as specified. State
"As Specified" if item is exactly as set forth in the left-hand column.
F-AILURJ; TO G.OMPLEn RlGBT HAND CQLUMN SHALL INVALIDATE
OFFEROR'S PROPOSAL
OfTeron may propose to provide services for one,
some or all categories descn"bed in this RFP.
ACCEPTABLE I AS snCIrIED
1. SCO~ )Jb'" H ~ t. "'1'.,1-;. I:J/ t. ~
The City of San Bernardino is soliciting proPosals from (!)i.J I- ~ t.f A ,:r s A.., , D #
qualified Automotive SelVice Providers to provide t4' t. J I ,j,.., _1-1 e.. II Y
services in three (3) categories: General Automotive '" f) ( Ttt..,., J
Repair and Machine Shop Support; Medium-Heavy 6OLIII,- "" A . S
Equipment and Truck Repair; RadiatorlHeater Core y U <!.- F- ,{(..I tt c v
Repair.
As sf~cl'-f(''C/ (VI
-(he a.. 6tJ II L.
2. MINIMUM REOUIREMRNTS
-I-
a. Have specific expertise in General Automotive
Repair, and/or Medium-Heavy Equipment and Truck
air, and/or Radiator, Ale Condenser and Heater
-~.
. .
}JeT /reee.;;fq.lll "
eN I- CI-/e."fis'c 1'5
ilt f"A L d,i:J/Il -j-4
11""""'1 /J v iy
e'61/J'IIAt..v1.-r/ '-H I.
lid' €'t ..dry A.> >te-~, ~L ,.
Will 1,0)" 0" I< D'1 j>1.l.- J'IJ/If
-fD #1J-'-tJ'f jJ" fy
CQ.v'/I1<<L~ 1;"
CATEGORY I }JD-t' jJ-eco..;itLtfL:
GENERAL AUTOMOTIVE REPAIR AND MACHINE
SHOP SUPPORT Du f- €:t.-,46/lT'S"L is
REQUIREMENTS: (In Addition to the General i A.J }'l1 L J I c.J ;;,. --f 6
Requirements)
tit 4.vy /J vf1 -rYv (,/<...
~t,o~1 ~
/Vo r ~K...dl'f ~>.
~ft..el'-p't'j ~ [.,V1/~
(.. J tv""
Wb....Jt- ClVl 1"'1-
10 Ht..'t/JY /Jvfy
~ l1N I jJ J11 e Yl-t,
Core Repair.
b. Have no record of unsatisfactory performance as
evidenced by complaints filed with Sate of California
Bureau of Automotive Repairs (BAR) and any related
local agencies during the last three years.
3. CITY BACKGROUND
The City of San Bernardino owns and maintains a
vehicle fleet that includes various models of cars and
light trucks as wen as various medium to heavy duty
equipment and vehicles. These vehicles include 102
Patrol cars, 106 misceltaneous law enforcement vehicles,
391 general-purpose fleet cars and light trucks, and 147
miscellaneous medium to heavy-duty equipment. The
majority of the fleet consists of 1986 to 2000 year
models ofFord, GM, Dodge, Peterbilt and Volvo White
model vehicles and light/medium and heavy-duty trucks.
Some of the vehicles are alternate/multi-fuel and diesel
powered.
a. The successful offeror (Contractor) shall perform
engine repair/overhauls, heater core repair, machine
shop support, valve jobs and brake work on a variety
of light and medium duty vehicles/trucks to include
all makes and models not currently under
manufacturer warranty.
b. The charge for service, repair, or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs shall be completed within a seven (7) day
time frame. Longer time frames shall be agreed to
prior to initiation of repair.
d. The Contractor shall pick up and deliver at no cost,
and be located within a seven (7) mile radius of the
City Yard to fiu:i1itate transportation to and from the
City Yani.
e. The Contractor shall be responsible for the security
~. ...J
. "
J4 C CAlf-... 'I ~
C(.S S/u ,'~,e.-d
of any City vehicle and its contents while in its
possession and in a fenced compound.
f. Warranties-Repair work: perfonned by the
Contractor shall be warranted at a minimum for the
lesser of90 days or 4,000 miles for defective parts or
workmanship, unless parts have warranty coverage
for longer periods. All repeat repairs that fiill within
the above warranty period shall be corrected timely
by the Contractor at no additional cost to the City.
g. Road test vehicles-All vehicles that have been in
the shop for repairs, including safety related repairs
or adjustments such as brakes, steering, etc., shall
pass a road test before they are returned to the City.
The nature of the test and the test results shall be
noted on the work order. Road test persoMel shall
have proper licensing, training and fiuniliarization
with operational characteristics of ibe vehicle.
CATEGORY D
MRnTTTMIRR A VY EOlJIPM1:<:NT AND tRuCK
REPAIR
tv 0 t- J4.c e...p f,.. /,/ e :
()U t C:I-f a., -/1s'~
15 C> VI ~ e,dl~J+1. fa
. {Jv-ky /y"c.k...
Hta.. tJ 'I
&Qv'/""~Af .
NcT' ~j...dly .r:.. S
. - .. . If
GfL(l,Jllcl, WI .
~ IH'I JNI~Jt/.Jw.
l;JOV/<- .
fll t/t.-'"i 1<J..ty
efJ211I//qlt.r1f.
- .
flc.eLj-lltb/t;
REQUIREMENTs: ( In Addition to the General
~~e~ fr~
a. The Contractor shall perfonn all types of diesel
engine overhauls and repairs, suspension repairs and
have the capability to R&R. transmissions.
Contractor capabilities shall include walking beam
bushing replacement, leaf spring replacement, water
pump replacement, transmission leaks, engine oil
leaks, fuel leaks and steering component repair.
b. The charge for service, repair or overhaul shall
include labor and any parts required to complete
repair. All parts removed shall be returned with the
repaired vehicle.
c. All repairs shall be completed within a seven (7) day
time frame. Longer time frames shall be agreed to
prior to initiation of repairs.
d. Contr8ctor shall pick up and deliver at no cost.
e. The Contractor shall be responsible for the security
of any city vehicle and its contents while in its
possession and in a fenced comDound.
,. ..,..~
.
S/t-e.t ~Qd;
f Warranties - Repair work performed by the
Contractor shall be warranted at a minimum for the
lesser of90 days or 4,000 miles for defective parts or
workmanship, unless parts have warranty coverage
for longer periods. All repeat repairs that tall within
the above warranty period shall be corrected timely
by the Contractor at no additional cost to the City.
g. Road test vehicles - All vehicles that have been in
the shop for repairs, including safety related repairs
or adjustments such as brakes, steering, etc., shall
pass a road test before they are returned to the City.
The nature of the test and the test results shall be
noted on the work order. Road test persoMel shallt
have proper licensing, training and familiarization
with ooerational characteristics of the vehicle.
CATEGORY m
RADIATOR REPAIR /J,t-
REQUIREMENts - (In addition to the General f) 0
Requirements)
a. Contractor shall perform radiator and heater core, and
AlC condenser repair on a variety of light, medium,
and heavy-duty vehicles/trucks.
b. The COntractor shall have capability to perform
pressure and immersion testing on all size radiators.
heater cores, etc.
c. Contractor shall have the ability to evacuate and
recharge AlC systems if needed. All Freon shall be
recycled.
d. The Contractor shall have the capability to rod out,
recore, and manufilcture custom radiators as needed.
e. The cost for service, repair, or overhaul shall include
labor and any parts required to complete the repair.
f All repairs shall be completed within a three (3) day
time frame. Longer time frames shall be agreed to
prior to initiation of repairs.
g. Contractor shall pick up and deliver at no cost and be
located within a seven (7) mile radius to filcilitate
transportation to and from the city yard.
h. Contractor shall be responsible for the security of any
city vehicle and its contents while in its possession
and in a fenced compound.
.......
ftuLfPttle:
II 5 ~; t. C I A lei ;
If ce Q. f-l.. Mt ;
f tlA.Vl..
;1."
-rtr e. PI' ole."
li(Xo 1,,0 JJA~#'I t
(:.t s -t,;., ..J'/ ti....
,
f.t.fA. I (,r S
j..",
J
GENERAL REQUIREMENTS
(ALL CATEGORIES)
IDspection orVehides: The Contractor shall evaluate
the entire vehicle in accordance with industry/OEM
standards. Vehicle shall be required to be road-tested as
part of this evaluation unless it is non-operational or
unsafe.
Written Estimates: Contractor shall prepare a detailed
written estimate upon completion of the inspection
process and prior to start of work. This report shaI1
provide an estimate of cost and time of recommended
work. The estimate sha1llist parts, labor (hours and
rate), sublet work, any and all miscellaneous charges
(with explanation), and tax. It shall also include an
expected completion date. .
Approval Required Prior to Repair: The Contractor
shall obtain verbal authorization or approval and a
purchase order number from the Fleet Manager or his
designee before any work is started. The Contractor
shall note the name and title of the person who
aUthorized the repair along with the purchase order
number, date and time of said approva1. The City shall
not be responsible for any charges resulting from repairs
made without proper approval and purchase order
number.
Site or Work to be Performed: The Contractor shaI1
furnish the facility and all necessary supervision, labor,
parts, tools, vehicle manuals and supplies required to
provide the repairs and service to all vehicles. The
Contractor shall not perform any work at City facilities.
Security orVehides: The Contractor shall be
responsible for vehicles accepted for repair.
Responsibility entails ensuring reasonable steps are taken
to secure vehicles from thet\'and vandalism.
The Contractor shall inspect all vehicles for traffic
accident damage, missing communications and/or
emergency equipment. Contractorr shall note all damage
and missing equipment and inform the City of such. The
Contractor shall be held responsible for the repair and
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replacement of all damaged/missing equipment, unless it ,/1 C ,e p f L 6 h ;
has been reported to the City. n
Incidents of theft or vandalism to the City vehicles in the - n _I
Contractor's care shall be reported to the City 115 5 f e. t. I --rc t d ;
immediately and the Contractor shall notify and report
theft/vandalism to local law enforcement.
The Contractor may be held liable for the
replacement/repair ofvehicles damaged while under the
control of the Contractor.
Subcontracting ofRepain: The Contractor shall be
responsible for the performance of subcontractors as well
as arrangin& managing and paying for the performance
of subcontracted repairs. Contractor shall ensure that all
subcontractors comply with City insurance requirements,
and have copies available to the City upon request.
Inspection of Work: The City shall have the right at all
times to inspect or otherwise evaluate the work being
performed and parts or equipment used by the
Contractor. The City reServes the right to reject
materials and workmanship found. at City's sole
discretion, to be unacceptable. Contractor shall
immediately remedy unacceptable workmanship at no
expense to City.
Damage to City Property, Facilities, Buildinp or
Grounds: The Contractor shall repair, or cause to be
repaired, at its own cost, all damage to City vehicles,
facilities, buildings or grounds .....11!ed by the shallful or
negligent acts of Contractor or employees or agents of
the Contractor. Such repairs shall be made immediately
after Contractor becomes aware of such damage, but in
no event later than thirty (30) days after the OCCI1ITence.
If the Contractor fails to make timely repairs the City
may make any necessary repairs. All costs incurred by
the City, as determined by the City, for such repairs shall
be repaid by the Contractor by cash payment upon
demand or City may deduct such costs from any amounts
due to the Contractor from the City.
Parts: All Parts shall meet or exceed OEM
......1
. .
manufacturer's specifications. No used parts shall be
installed. The City reserves the right to determine
whether a part or brand of part is equivalent to OEM
specifications.
RebuDt/Overhauled Parts: Parts may be sent to the
Contractor for rebuilding or overhauling without the
entire vehicle being sent for repair or service. The City
requires that Contractors shall adhere to all termS
outlined in this section. In addition, the warranty for
rebuilt/overhauled parts shall be the same a,s for any
other repair and the period ofwarranty shall begin from
the re-instaIlation date of such parts into a vehicle. The
City shall provide Contractor ~ proof of re-installation
date upon such warranty claims.
Response Time: Under normal circumstances, a
response time shall not be longer than seventy-two (72)
business hours. The City expeCts repairs to be performed
within 24 to 36 hours on the average from receipt of
vehicle, inspection and authorization.. Some
departments require, in an emergency, the ability for 24-
hour service. Pleue Drovide inform.don on the alulitt
to Drovide such service and teleDhone number flU:
serviee aDd .QDroDrlate ft.-net for lam lervi~e on
your bid form.
6. LICENSES AND CERTIFICATIONS
All offerors shall be registered with the State of
California Bureau of Automotive Repair (BAR) for all of
the trades that they deaire to be considered for this RFP.
Please Droville the IDAR) re2lstradoa Rumbert's) i,
the rillht hand column.
All individuals performing service on vehicles shall be
certified through an accredited program such as ASE or
equivalent, to perform work on the trade that they shall
be providing. Please provide the type and level of
certification that your facility requires for each type of
trade that you shall be submitting a proposal for.
10. NOTICE OF DELAYS
Except as otherwise provided herein, when either party
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has knowledge that any actual or potential situation is
delaying or threatens to delay the timely performance of
this contract, that party sball, with twenty-four (24)
hours, give notice thereot: including all relevant
information with respect thereto, the other party.
11. INSURANCE
Insurance - Without in anyway affecting the indemnity
herein provided and in addition thereto, the Contractor
shall secure and maintain throughout the contract the
following types of insurance with limits as shown:
Workers' Compensation - A program of Workers'
Compensation insurance or a State-approved Self-
Insurance Program in an amount an form to meet all
applicable requirements of the Labor code of the State of
California, including Employer's Liability with $250,000
limits, covering all persons providing services on behalf
of the consultant and all risks to such person under this
Agreement.
Comprehensive General and Automobile Liability
Insurance - This coverage to include contractual
coverage and automobile liability coverage for owned,
hired and non-owned vehicles. The policy shall have
combined single limits for bodily injury and property
damage of not less than one million doUars ($1,000,000).
Proof ofCoveTaiC - Contractor shall immediately furnish
certificates of insurance to the City Department
administering the contract evidencing the insurance
coverage, including endorsements, above required prior
to the commencement of performance services
hereunder, which certificates shall provide that such
insurance shall not be terminated or expire without thirty
(30) days written notice to the Department, and
Contractor shall maintain such insurance trom the time
Contractor commences performance of seFVices
hereunder until the completion of such services. Within
sixty (60) days of the commencement of this Agreement,
the Contractor. shall furnish certified copies of the
policies and all endorsements.
.Insurance Review - The above insurance requirements
are subiect to . odic review by the City. The City's
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Risk Manager is authorized, but not required, to reduce
or waive any of the above insurance requirements
whenever the Risk Manager determines that any of the
above insurance is not available, is unreasonably priced,
or is not needed to protect the interests of the City. In
addition if the Risk Manager determines that heretofore
unreasonably priced or unavailable types of insurance
coverage or coverage limits become reasonable priced or
available, the Risk Manager is authorized, but not
required to change the above insurance requirement, to
require additional types of insurance coverage or higher
coverage limits, provided that any such change is
reasonable in light of past claims against the City,
inflation, or any other item reasonably related to the
City's risk.
12. REFERF.NCES
Contractors shall submit the names of at least five
present clients as references, including Company or
Agency name, address, contact persOn and phone
number. These clients should be selected by the
Contractor from their accounts as those presently most
closely obtaining services being requested in this
proposal. These references should pre1'eIably be from
government, city, school district, water diitrict or other
public agency AND references for your private sector
businesses.
13. INACCURACIF.S ORMISREPRF.SF.NTATIONS
If in the course of the RFP process or in the
administration of a resulting agreement, City determines
that Contractor has made a materia1 misstatement or
misrepresentation, or that materially inaccurate
information has been provided to the City, Contractor
may be terminated from the RFP process or in the event a
contract has been awarded, the contract may be
immediately terminated.
14. SUBMISSION OF PROPOSALS
Submit an original, signed copy ofyoor proposal, and
lWO COMPLETE COPIES OF YOUR ENTIRE
PROPOSAL To be considered for this RFP offeror
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shall return the signed Proposal Forms and attach the }.I 0 r J4 Uhf t4. tie ,
,
following information and completed forms: WI.- /)o NO, h4..Ye..
A Copies of BAR Registration Certificate 6.- ~LV ie..!!:J,!;-tP""PO'.-,
B. Copies of Insurance Certificates cQ.,f,;,cA./<<,
C. Price form, submitted in a separate, sealed envelope. C"f'lS 0 ~ :rillS VY,MI c:~
D. All other required Proposal forms, including but not
limited to list of references, non-collusion affidavit. a. J- l. fJ e ,.... J jIk(J; /""
FaRun to submit this information may result in your ..pVDM OUr -::;:""S Uv'" ~
orooOlal.)einl! disaualified iD thtJWbljnl! orocess. A!) t.. ",-f,
: .
QUESTIONS REGARDING TECBNICAL ASPECfS OF THis BID SHALL BE
DIRECTED TO THE TECBNlCAL AUTHORITY LISTED BELOW.
SignJ. J-.
Technical 0
Don Johnson -
(909) 384-5220
Signed ~ 4/
Lynn Merrill
Director
Date rJJf<rQ
Date fl/Oliloo.
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): , -~.G\ Item # \ q
Vote: Ayes \- " Nays .G
Change to motion to amend original documents: -
Resolution #
Abstain e
'2.00\- L
Absent -&
Reso. # On Attachments: ~
Contract term:
3-'1-01
NulllVoid After: &'0 {)A'-j!,
Note on Resolution of Attachment stored separately: -==-
Direct City Clerk to (circle I): PUBLISH, POST, RECORD W ICOUNTY Date:
See Attached: -
Date Sent to Mayor: \-C{-a\
Date of Mayor's Signature: \ - \ o. 0 i
Date ofClerklCDC Signature: 1- 1 0--0 \
Reso. Log Updated: ,/
Seal Impressed: V
Date-
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
See Attached:
Date Returoed:
See Attached:
Request for Council Action & Staff Report Attached: Yes ./ No By
Updated Prior Resolutions (Other Than Below): Yes No ,/ By
Updated CITY Personnel Folders (6413, 6429, 6433, 10584, 10585, 12634): Yes No-L By
Updated CDC Personnel Folders (5557): Yes No ~ By
Updated Traffie Folders (3985, 8234, 655, 92-389): Yes No ,/ By
Copies Distributed to:
City Attomey ./
Parks & Rec.
Code Compliance
Dev. Services
EDA
Finance
v
MIS
Police Public Services V
Water
Others:
Notes:
BEFORE FILING. REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term. ete,l
Ready to File: i)'I'\
Date: 1-12--0 \