Request for proposal fleet management and maintenance
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| REQUEST FOR PROPOSAL
FLEET MANAGEMENT AND MAINTENANCE 1. BACKGROUND Darlington County currently operates a fleet of approximately 240 vehicles and pieces of equipment comprised of automobiles, police pursuit vehicles, ambulances, light trucks, heavy trucks, specialty trucks, specialty equipment and trailers (to include light duty trailer), light and heavy duty tractors, heavy construction equipment, boat, four-wheeler, and generators. The maintenance of the fleet is performed at a central maintenance garage facility 2253 Rogers Road, Darlington, SC 29532). This approach to equipment maintenance is in effect for all Government vehicles. This Request for Proposal is intended to secure the services of a Contractor to provide fleet management, preventive maintenance services, repairs, recovery and other functions for Darlington County. 2. INTENT It is the intent of Darlington County to procure the services of a Contractor to assume responsibility for management of fleet repair and maintenance operations and to perform preventive maintenance, repairs and other functions associated with Darlington County's fleet. The goals of this procurement include: a. Reduce the overall fleet maintenance cost. b. Improve fleet availability. c. Improve services offered to Darlington County's departments using fleet vehicles.
Darlington County is particularly interested in the following maintenance performance: Equipment and vehicle availability/downtime. PM scheduling and completion performance. Unscheduled repair performance. Parts availability. Quality of work. Road call performance; 24 hours a day/7 days a week. Towing of county equipment, Out-of-County towing will also be offered. Field service is to be performed on all types of equipment when it is more effective and efficient to do so. Round the clock staffing during extreme emergencies (usually in connection with the activation of the emergency operation center. No overtime unless approved by County Administrator. Install and maintain specialize equipment in patrols cars and ambulances. To include LED lighting systems inventors, radar, camera, and recorders. Fabricate and repair structure damage vehicle equipment to include welding and hydraulic repairs. Darlington County intends to conduct two-step procurement for these fleet repair management and maintenance services. Step one (1) is evaluation of the written and oral proposals submitted in response to this RFP. Step two (2) is negotiation of the final Agreement with the Respondent whose proposal is highest ranked. (See Attachment B) Darlington County expects the final Agreement to be similar to and include all the work elements of the Statement of Work within this RFP. Oral presentations may be required by senior management of the Contractor who has the ability to fully answer all questions regarding their proposal within thirty (30) days after receipt of bids. 3. STATEMENT OF WORK 3.1 GENERAL 3.2 SCOPE The Contractor shall provide preventive maintenance, remedial repairs; overhaul, towing, fleet management, and such other associated services as may be required to assure the continuity of effective and economical operation of the Darlington County vehicles and equipment detailed in Attachment F. The Contractor shall furnish all necessary supervision, labor, parts, supplies and sub-contract work required to maintain the fleet in a state-of-repair and service consistent with generally accepted fleet practices and as defined in this Statement of Work. The Contractor must have federal inspections on all heavy-duty trucks as directed by the Department of Transportation. In addition, the Contractor shall provide and maintain a permanent, detailed, automated record system of each vehicle and vehicle category in order to provide a basis for optimum fleet management and provide detailed maintenance and operating information for Darlington County. 3.3 FACILITIES 3.3.1 Maintenance Work will be performed at the facility located at 2253 Rogers Road and the Darlington County Landfill at 2301 Great Cypress Road, Darlington, South Carolina. Such facility will remain the property of Darlington County. Field service is to be performed on equipment when necessary. The main facility will be on Rogers Road. Only minor repairs (service call/off-road) are done at the Landfill site.) The Contractor shall not use the facility for work on vehicles or equipment not owned or leased by Darlington County unless otherwise directed in writing by a duly authorized representative of Darlington County. The facility will include telephones on the Darlington County network. Only long distance phone calls associated with the management and maintenance of vehicles may be included in the target cost. Darlington County shall also provide County-owned equipment, tools and furniture located in the Vehicle Maintenance Facility. All equipment added during the term of the Contract, and approved by Darlington County prior to acquisition, will become the property of Darlington County. Darlington County may establish an amortization schedule for major equipment purchases whereby the Contractor will invoice only the scheduled amount monthly, if mutually agreed to by the Contractor. The physical facility, office and shop equipment provided to the Contractor for the term of the Contract will become the responsibility of the Contractor and will be returned to Darlington County upon completion of the Contract in the same condition they were provided to the Contractor, except for normal wear and tear. Between the date of contract execution and the date that the Contractor actually takes over the facility, a complete physical inventory of office and shop equipment will be taken by representatives of Darlington County and the Contractor to determine what the Contractor is responsible for. The inventory shall be repeated annually prior to the Annual Meeting (Ref. l0.8.3). The physical facility will be maintained by Darlington County, including repairs, maintenance and/or renovations with the Contractor being responsible for informing Darlington County of degraded conditions. Darlington County will supply gas, water and electricity. The Contractor shall maintain equipment used by the Contractor during vehicle maintenance such as: compressors, lifts, etc. Facility repair work is not included in the target cost. The Contractor shall be responsible for interior housekeeping, janitorial maintenance and supplies. The above mentioned routine facility maintenance costs shall be included in the cost target. 3.4 SECURITY The Contractor may change the locks on the maintenance facility and equipment leased for the duration of the contract. Upon request, the Contractor shall provide duplicate keys to the Contracting Officer. Unmarked sheriff undercover vehicles, the contractor shall assure the confidential nature of these vehicles including special equipment inside the vehicles is maintained. Security shall include: ---Control of idle discussion about such vehicles. ---Prohibition on handling and tampering with special equipment. ---Integrity of mechanics and staff. 4. PREVENTIVE MAINTENANCE 4.1 DEFINITION A preventive maintenance (PM) program shall be established for all vehicles and equipment that are the responsibility of the Contractor. The PM program shall be designed in accordance with recognized good fleet management practices and shall meet the terms and conditions necessary to comply with the original equipment manufacturer's (OEM) specifications, all stricter warranties and recommendations. Although subject to change as required or suggested by the Contractor and approved by Darlington County, the PM work generally will be as follows: 4.1.1 County Fleet - All A. PM-A. Perform Items 1-13 every PM interval (every 3,000 miles or 3 months, whichever comes first): (Sheriff’s Department Only) EMS units, ambulance PM interval (every 5,000 or every 30 days, whichever comes first): Diesel Trucks (every 5000 miles): Diesel OF/R Equipment (150 Hours): Diesel OF/P Equipment- (Cat only-250 Hours): Gas, Cars/Truck (every 4000 miles): Mack Tractor (every 7500 miles): 1. Safety Checklist
b. Lights-exterior and interior lights and gauges c. Windshield wipers d. Fluid levels e. Battery and charging system; also clean terminals and check cables f. Heating/AC system g. Exhaust system and exhaust hangers and clamps h. Steering and suspension -including track tension (if applicable. i. Frame, cross members and body joints j. Drive shaft/U-joints 2. Inspect critical components (hoses, belts, etc.) replace any worn or damaged components). 3. Inspect vehicle appearance (look for body damage, rust, interior condition, etc.) 4. Engine oil and oil filter - change 5. Lubricate chassis, hinges, locks, etc. 6. Emission controls - service 7. Brake inspection - record remaining life (replace worn, damaged or leaking components) 8. Cooling System (service if needed) 9. Starter/charging system (check and repair or replace deficient components) 10. Inspect air cleaner element and replace, if needed 11. Clutch System. Adjust and lubricate. Document when the adjustment is all the way out. 12. Specialized Equipment. (IE: shotgun rack, siren, emergency equipment, inside ambulance equipment components, etc.) 13. Undercarriage systems on tracked equipment. B. PM-C. Perform Items 1-2 every 50,000 miles to include PM-A. (35,000 on patrol cars).
Automatic transmission, which includes adjustment, fluid, change and filter 2. Fuel filters replacement Draw oil samples and have analysis performed (all off-road equipment) C. Routinely 1. Perform repairs as required; road test and correct deficiencies. D. Yearly 1. Inspect and test vehicles and power operated equipment on an annual basis in accordance with Federal and State laws. Inspections and tests shall be performed by the Contractor in the Maintenance Facilities by properly authorized and trained mechanic(s). 2. Perform other statutory inspections and tests that may be required by federal or State of South Carolina laws. Annual budget cycle: On January 15th of each year, the contractor will provide a list of vehicles and equipment that meet the replacement age and usage criteria. (Replacements will be based on capital funds). E. Hourly 1. Maintain hourly equipment in compliance with the OEM specifications or as necessary. Must use OEM inspection PM service sheet. F. Lifetime 1. Typical lifetime PM schedule would be as follows: PM Mileage A 3,000 A 6,000
A 9,000 A 12,000
A 15,000 A 18,000
A 21,000 A 24,000
A 27,000 A 30,000
A 33,000 A 36,000
A 39,000 A 42,000
A 45,000 C 48,000
A 51,000 A 54,000
A 57,000 A 60,000
A 63,000 A 66,000
A 69,000 A 72,000
A 75,000 A 78,000
A 81,000 A 84,000
A 87,000 A 90,000
A 93,000 A 96,000
A 99,000 4.2 FLEET ASSESSMENT Within three (3) months after the starting date of the Agreement, the Contractor shall perform a PM on every piece of equipment in the fleet and correct or identify any deficient vehicles. Deficient vehicles are those identified as not meeting the fleet standard. Report any deficient to the Contracting Officer. 4.3 SCHEDULING PM activities should interfere minimally with normal work schedules. Therefore, PM should be performed at times mutually agreed upon by the Contractor and Darlington County. The Contractor shall develop and provide a PM schedule to Darlington County with sufficient lead-time that the County can give ten (10) working days notice to the vehicle user. The Contractor will be responsible for all contact with departments regarding vehicle PM scheduling. 4.4 PERFORMANCE The timely performance (within 48 hours) of preventive maintenance is incumbent upon the Contractor for all fleet vehicles. It is incumbent upon the Contractor to schedule, notify and perform the required maintenance without initiation of any other authority. If 48 hours cannot be met, the contactor must notify the user department. 5. REPAIRS 5.1 DEFINITION The Contractor shall make specific repairs to vehicles and equipment that are identified through PM, by users, and by breakdown or malfunction. Repairs shall be made as required that are consistent with criteria of good fleet maintenance. All cost of repairs except accidents should be included in contract price. 5.2 LIMITATIONS Repairs estimated to exceed $3000.00 must be analyzed by the Contractor to determine the repair's cost effectiveness and must be specifically approved by Darlington County. When equipment replacement appears to be more cost-effective than repair, such recommendation shall be presented in writing by the Contractor to Darlington County. Contractor shall not have the right to deem equipment or vehicles out of life cycle without written approval by the County’s Contract Liaison. 5.3 ROAD CALLS The Contractor shall provide emergency road service calls, including towing service for vehicles in the vehicle fleet. The Contractor shall have persons on call to expeditiously handle vehicle breakdowns. The Contractor shall have towed any County-owned or leased vehicle requiring this service, regardless of whether or not the cause is an authorized repair or another incident. This service may be subcontracted upon approval by the Contract Officer. This service is to be included in the target price. Contractor must assist the County Sheriff’s office with recovery of stolen property. This is on an as needed basis). 5.4 QUICK FIX The Contractor shall provide a Quick Fix function for minor repairs of less than a one-hour duration when the vehicle operator chooses to wait for the service. Vehicles repaired under Quick Fix are to be moved to top priority. 5.5 WARRANTY The Contractor shall administer all warranties, both for vehicles and parts, associated with management of this fleet. The Contractor will seek authorization from various vehicle and equipment manufacturers to perform warranty work on County-owned equipment. Such work will be reimbursed directly to the Contractor by the equipment manufacturer and Darlington County will be held harmless from payment for such work. Payments and adjustments received by the Contractor for warranty work shall be credited to the Darlington County account. The contractor shall be responsible for contacting dealer and delivery and pick-up of vehicle. 5.6 RE-REPAIR The Contractor shall track and identify multiple repairs for the same deficiency on the same vehicle (re-repairs) and shall not include in the monthly statement costs for re-repairs occurring before the scheduled time after the original repair. The schedule for re-repair shall be: a. Engine overhaul - 12 months/12,000 miles b. Brake overhaul - subject to proposal c. Tune up - subject to proposal d. General Repair - subject to proposal e. Hydraulic pumps- subject to proposal f. Valve bodies - subject to proposal g. Hydraulic cylinder - subject to proposal h. Undercarriage repair - subject to proposal i. Other - subject to proposal 5.7 OUTSIDE REPAIRS The Contractor shall be responsible for arranging and managing the conduct of outside repairs that cannot be performed economically in-house; and shall be responsible for continued review of the need for specific outside repairs as opposed to performing in-house repairs. These outside repairs may include bodywork and painting, glass replacement, transmission sealing and repair, radiator work, and such other work that can be utilized at minimum cost to Darlington County. The Contractor's plan for outside repairs shall be stated in the proposal and included in the target with exceptions as noted in the document. The plan shall be periodically and informally reviewed by Darlington County and the Contractor to ensure that the outside repair versus in-house repair decision remains justified. All responsibility (paperwork, invoicing, quality control, vehicle movement, vehicle security, etc.) shall be that of the Contractor. Subcontractor invoices will be accepted solely by the Contractor. 5.8 VEHICLE PREPARATION The Contractor shall prepare newly acquired vehicles for service. Preparation shall include inspections, cleaning, installation of special equipment, and coordination of radio installation by the radio Contractor. Installation of Strobe packages for Unmarked Sheriff’s cars. The police cars are replaced every (3) three years or 100,000 miles, whichever comes first. The number is determined by the budget and availability of funds. Vehicles to be sold shall be prepared for disposal by the Contractor. Preparation shall include removal of tags, decals and special equipment, paper work, cleaning, and the tuning of vehicles to guarantee top sale price. All vehicles awaiting sale will be started and exercised at least once per month by the contractor. When a vehicle is sold, policies and practices of Darlington County shall be adhered to. 5.9 ACCIDENTS The Contractor shall be responsible for processing accident repairs due to collision and /or investigated by a Safety Committee Investigator, including appraisals, obtaining repair bids, transportation of vehicle to/from repair site, repair quality and timeliness, and shall be responsible for administration, including the payment of invoices. A minimum of three (3) competitive bids shall be obtained for accident repairs. The contractor will be responsible for three estimates for each accident. Estimates must be faxed to County for approval before repairs are done. Accident repairs shall not be included in the target cost. 6. VEHICULAR SERVICES 6.1 MOTOR POOL The Contractor shall be responsible for maintaining all Motor Pool vehicles if provided by Darlington County. 6.2 FUEL Maintenance and management of Darlington County's Automated Fuel Management System (Gasboy) shall be the responsibility of the Contractor. The contractor will be responsible for ordering of all fuel. The contractor shall DAILY monitor and report in accordance with State regulations the level of each tank at each of the County’s three fuel facilities and shall immediately notify the County in writing of suspected leaks or fuel spills that may affect local water resources. Fuel shall be provided by the County. Unscheduled repairs on the fuel dispensing equipment will be paid for by the County in line item 26-41941-43700. The contractor must have DHEC certification for tank monitoring, inspections, and be an A/B Underground Storage Tank (UST) operator. 7. PARTS 7.1 PARTS SUPPLY The Contractor shall procure stock and furnish all parts and supplies necessary to maintain and repair vehicles and equipment. Parts installed by the Contractor shall meet OEM specifications. Parts installed on vehicles and equipment shall be identified by part number and cost on the work order for the appropriate assignment. The contractor may cannibalize parts from deadline vehicles as a last resort and only when specifically approved by the County contract officer. Cost will not be the determining factor. 7.1.1 TIRES The contractor shall procure, stock, and furnish all tires and associated supplies necessary to maintain the fleet. All tires installed by the contractor shall meet or exceed the rating recommended by the truck manufacturer. Tires must meet or exceed OEM standards. All tires installed must be new. No recaps unless approved by the County. 7.2 INVENTORY Within thirty (30) days after the commencement of the contract period, the Contractor shall purchase, at cost, (to be determined by proposal) Darlington County's active parts and supplies assigned to Darlington County’s fleet. A complete physical inventory will be taken by representatives of Darlington County and the Contractor at the beginning of the Contract. Upon completion of the joint inventory, the Contractor will be totally responsible for parts accountability and security. The contractor shall supply bulk storage tanks and dispensing apparatus for motor oil, 5W20, 15W20, and hydraulic oil at both the County Landfill and Maintenance Shop. The Contractor shall purchase and maintain an adequate parts inventory that will be charged back to Darlington County on an as-used basis. An electronic system shall be used to monitor and control the parts inventory. At a minimum, the electronic system shall be capable of generating a complete inventory by part number and part cost, and a usage rate history for each part normally stocked. Darlington County shall purchase, at cost from the Contractor, all of the active parts in inventory upon completion or termination of the Contract. 8. REPORTING 8.1 RECORDS Upon prior notice to the Contract General Manager, the Contractor shall provide Darlington County's authorized representative(s) access at all reasonable times to all electronic and hard data, books, records, correspondence, instructions, plans, drawings, receipts, vouchers, and memoranda of every description, and shall provide to the authorized representative(s) cost verification for work. The Contractor will develop, implement and maintain software for an electronic record keeping and reporting system for all services being contracted. The information system shall provide records of all repairs and servicing activities performed for each vehicle or piece of equipment. This information shall be supplied to Darlington County on disk upon completion or termination of this Contract. This information shall be furnished on software compatible with the County system. 8.2 FILES The Contractor shall maintain a complete file of service manuals, service bulletins, lubrication charts and other information needed to properly service and repair the fleet of Darlington County. A hard copy history folder shall be maintained by the Contractor for each vehicle. This folder will contain, in chronological order, all work orders generated on the vehicle. The folder shall also contain the vehicle's make, model, year and serial number along with invoice information. Vehicle history will be supplied to the Contractor by Darlington County. 8.3 MONTHLY REPORT The Contractor shall generate a monthly (Vehicle/Equipment Status Report) report for delivery to Darlington County before noon each Friday: a. A listing of vehicles not delivered for a scheduled PM. The listing shall include the assignee's name and department, if known. b. Repair activity. c. A status report on vehicles out of service for more than seven (7) days. d. Number of work orders processed. e. Summary Work Order with detailed cost figures for each vehicle repaired. f. Problem/accident summary
b. Costs for accidents and other items not included in target costs. c. Number of shop orders. d. Number of service calls. e. Number of vehicle PMs scheduled/completed. f. Downtime by category and in total - Complete report work orders by departments. g. Cumulative records of sub-contracted work. h. Total labor hours expended. i. Total parts cost. j. Problem/accident summary. 8.5 ANNUAL REPORT The Contractor shall provide Darlington County with a written annual report. The annual report shall also contain a summary of the year's activity. 8.6 CONTRACTOR ALTERNATIVE REPORTS The Contractor may propose a reporting system that meets the needs of Darlington County for timely, complete information similar to the reports described in sections 8.3 through 8.5. 8.7 INVOICES Darlington County will accept invoices once a month that include only work performed in a month. Reimbursable items, including sales taxes, shall be individually delineated on the invoice, as separate line items by departments and copies of the appropriate back-up invoice shall be provided for all reimbursable items in the Contractor's invoice to Darlington County. Each monthly invoice shall represent the charged by individual departments for covered services. (must equal total sum of work orders by departments). A second invoice may be issued each month that invoices Darlington County for actual charges against the operating target; less any previously billed amount, and any adjustments to the reimbursable items. Invoices shall be paid completely by Darlington County within ten (10) working days of receipt of the invoice. The Contractor shall prepare verification data of any items questioned for the amount claimed and provide complete cooperation during such investigation of any areas in the invoice subject to question. 9. OTHER SERVICES
five (5) days per week. Work performed after normal working hours is to be included in the target cost. LIST OF COUNTY RECOGNIZED HOLIDAYS: a. New Year’s Day g. Thanksgiving Day b. Martin Luther King, Jr. Day h. Day after Thanksgiving c. Good Friday i. Christmas Eve d. Memorial Day j. Christmas Day e. Independence Day l. Day after Christmas f. Labor Day The shop shall be open and operating every scheduled County workday. The Contractor will observe holidays in accordance with Darlington County's holiday schedule. The Contractor may work on scheduled holidays, but must not expect delivery of vehicles scheduled for PM or other maintenance services. 9.4 DIRECTED WORK Darlington County or its designee may direct the Contractor to perform additional tasks under this Contract. The Contractor shall perform such “directed work” assignments in accordance with an agreed to schedule and level of effort. Cost of such assignments shall not be included in the cost target and shall be invoiced to Darlington County at (to be determined by proposal) __ (__%) percent over cost. 9.5 INVESTIGATIONS The Contractor shall support Darlington County with technical investigations related to the fleet. Such investigations may support accidents, fire, or other issues of a technical nature. The cost of same is part of the target cost. 9.6 WASTE The Contractor shall be responsible for disposal of all trash and other wastes generated during the course of the Contract. The Contractor may tie in with Darlington County's current Contracts for hazardous waste disposal. The Contractor shall maintain records on all hazardous chemicals and other hazardous waste. The records shall contain the materials' origin, use, transportation, and ultimate distribution and disposal. All disposals shall be in accordance with current County, State and federal laws and EPA regulations. The Contractor shall provide training and management for employees working with and handling hazardous materials, in accordance with laws and EPA regulations. The Contractor will provide a written Hazard Communication Program. The Contractor shall hold Darlington County free of liability for all actions of the Contractor relating to waste disposal. 10. TERMS 10.1 CONTRACT DOCUMENTS The documents that will form the Contract include the "Request for Proposal," all attachments thereto, the winning Respondent's "Proposal," and the subsequent "Contract Agreement." 10.2 DEFINITIONS Where the following terms occur herein, the intent and meaning shall be as follows: 10.2.1 Contractor Contractor shall mean the individual, partnership, or corporation (or legally authorized representative if the context so requires) who or which agrees, for a stipulated sum, to perform the work or service, or to furnish materials or equipment, or both, as set forth in a contract with Darlington County, State of South Carolina. 10.2.2 Contract Contract shall mean an agreement executed by Darlington County and the Contractor for the performance of the work and services, and the furnishing of materials or equipment, or both, as set forth in this Request for Proposal. 10.2.3 Surety Surety shall mean the party who is bound with and by the Contractor to ensure the payment of all lawful debts pertaining to and for the acceptable performance of the Contract. 10.2.4 Performance Bond Performance Bond shall mean the security approved by Darlington County and furnished by the Contractor as a guarantee that the Contractor will execute the work in accordance with the terms of the Contract and will pay all lawful claims. (Ref. 12.2.2). 10.2.5 Contracting Officer(s) Contracting Officer(s) shall mean the designated representative(s) of Darlington County with the authority to direct and modify the Contract Agreement with the Contractor. 10.2.6 Fleet Fleet shall mean all of the units listed in Attachment F as well as units that may be added to or deleted from the Darlington County fleet. 10.2.7 Downtime Downtime shall mean the percentage of time a piece of equipment is unavailable for use due to a need for repair or preventive maintenance work. Downtime is calculated as follows: Number of hours unit is not available for use, divided by 8 Hours per Day Downtime begins when a unit is brought to the garage for authorized repair work, or upon receipt of notification that a unit requires towing to the garage for authorized repair work. Downtime ends when the department to which the unit is assigned is notified that the unit is available for service. Downtime includes the time to make repairs necessary as a result of vehicle abuse, accidents, warranty, vandalism, or Acts of God. 10.3 GENERAL CONDITIONS OF PROPOSAL The General Conditions of Agreement between Darlington County and Contractor are included in Attachment A. 10.4 CONTRACT TERM The duration of the Contract will be from January 1, 2016 to June 30, 2018. Further, this Contract may be renewed, expanded and extended by mutual agreement for four (4) years in annual increments, provided that the funds for subject contract are available and an operating budget is approved by Darlington County and that the Contractor has established a satisfactory record of performance. 10.5 CONTRACTOR'S RELATIONSHIP TO THE COUNTY 10.5.1 Contractor as Independent Contractor It is expressly agreed and understood that the Contractor is in all respects an Independent Contractor as to the work, and that the Contractor is in no respect an agent, servant or employee of Darlington County. This Contract specifies the work to be done by the Contractor, but the method utilized to accomplish the work shall be the responsibility of the Contractor. 10.5.2 Subcontracting Contractor may subcontract services to be performed hereunder with the prior approval of Darlington County, which shall not unreasonably withhold approval. No such approval will be construed as making the County party of, or to, such subcontract, nor shall approval be construed as subjecting the County to liability of any kind to any Subcontractor. No subcontract shall, under any circumstances, relieve the Contractor of its liability and obligation under this Contract; and despite such subcontracting Darlington County shall deal through the Contractor, and Subcontractors will be dealt with as workmen and representatives of the Contractor. 10.5.3 County Representative(s) Unless provided otherwise elsewhere in this Contract, Darlington County may authorize representative(s) to act on behalf of the County on all matters relating to this Contract and/or services being performed hereunder. The representative(s) shall decide all questions, which may arise as to the quantity, character and quality of services performed or to be performed pursuant to this contract. 10.5.4 Inspection of Work The Contractor shall furnish Darlington County or authorized representative(s) with every reasonable opportunity to determine whether or not the work is performed in accordance with the requirements of the Contract. Darlington County may appoint qualified persons to inspect the Contractor's operations and equipment, and Contractor shall permit these authorized representative(s) to make such inspections at a reasonable time and place. 10.6 COSTING METHODOLOGY 10.6.1 Cost Proposal The cost target proposal, which shall be the Contractor's operating budget for each year of this contract, shall include the following cost items: a. Personnel costs b. Parts/supplies/outside services c. Overhead expenses d. Administrative Costs and Management Fees The cost target for the initial year hereof is $________ (to be determined from proposal). This amount is a firm, fixed cost. Proposals with appropriate deducts/alternates will be considered responsive. 10.6.2 Labor Costs Personnel costs will include wages, salaries, fringe benefits, payroll taxes, mechanic and management costs. 10.6.3 Parts/Supplies/Outside Services The Contractor will charge Darlington County for parts, supplies, and outside services as the items or services are used, as reflected in the Contractor's repair orders. The sales taxes are to be paid by the contractor and shall be included in the target price. 10.6.4 Overhead Expenses Overhead expenses will include such items as office supplies, uniforms, bonding costs, copying costs and insurance. All overhead expenses will be invoiced to Darlington County as they are incurred at the Contractor's net cost without markup. 10.6.5 Administrative Costs and Management Fees Line items in the approved budget for administrative costs and management fees will be charged to Darlington County for each accounting period on a pro rata basis. These items will not be subject to documentation. 10.6.6 Cost Incentives In addition to the Contractor's cost and fee, the Contractor shall receive (to be determined from proposal) __ (__%) percent of any aggregate annual savings for Darlington County on the cost target for each fiscal year. Aggregate annual savings shall be defined as the difference between a lower twelve (12) month actual cost to Darlington County and the amount of the cost target as stated in Paragraph 10.6.1. Aggregate costs that exceed the maximum amount (to be determined from proposal) of __ (__%) percent of the operating target shall be borne totally by the Contractor. 10.7 ADDITIONAL COSTS The approved budget shall include the cost target as adjusted in accordance with Paragraph 10.8 and the additional cost items described herein. 10.7.1 Capital Expenditures Any and all Government-approved capital expenditures of the Contractor for equipment or other capitalized items (i.e., engine analyzer), in connection with the services and work to be provided by the Contractor hereunder, shall not be included in the approved target. 10.7.2 Extra Work Overtime and other County approved labor and material cost incurred by the Contractor in performance of other directed work shall not be included in the approved target, pursuant to the terms of the Contract. Darlington County will not approve or reimburse the Contractor for overtime charges for work included in the target cost. The County will NOT approve or reimburse Contractor for items related to transition or start-up costs. The Contractor will accept the complete vehicle and equipment list of the County and there will be no reimbursement for major component failure during the term of the contract. The Contractor will accept the vehicle and equipment as is. 10.7.3 Additional Reimbursable Items Costs incurred for unit repairs necessitated as a result of vandalism, and accident damage during the life of the contract will not be included in the approved target, and will be directly reimbursable by Darlington County to the Contractor. 10.8 ADJUSTMENTS TO THE APPROVED BUDGET 10.8.1 Changes in the Size or Mix of the Fleet The cost target shall be adjusted to correspond to increases or decreases in the fleet size or the type of equipment in each class if such changes are at least five (5%) percent on a prorated unit cost basis. These adjustments shall be made annually. 10.8.2 Unusual Costs The Contractor may petition Darlington County for an adjustment to the approved budget at reasonable times on the basis of unusual changes in the Contractor's cost of doing business. For purposes of this Section, "Unusual Changes" shall mean items not covered by this Contract, which occur through no fault of the Contractor; the term shall not include price increases arising in the ordinary course of business. The amount of any adjustment pursuant to this paragraph shall be determined by mutual agreement. 10.8.3 Annual Adjustments The cost target, approved budget, including the Contractor's fee shall be adjusted for the second and subsequent years of the Contract in accordance with the Annual Meeting. During the Annual Meeting between the County and the Contractor, the Contractor's performance will be reviewed. The County will present a "report card" that includes the County’s assessment of Contractor performance in the areas of fleet maintenance, operations, cost/performance, targets/incentives, and other issues. The meeting shall also include a review of the Contractor's cost of doing business. With the exception of labor, escalation of the approved budget for the ensuing year shall not exceed the Cost/Price Index (CPI) for all urban consumers in the Transportation Category for the State of South Carolina for the prior year. Labor costs shall be negotiated separately. Changes to the Contract resulting from the annual meeting shall be documented in a Contract Amendment. 11. STAFFING PROVISIONS 11.1 GENERAL The Contractor shall have the responsibility for selecting personnel to perform the services to be provided hereunder. No applicant with a record of arrest will be hired within two years of the date of that conviction. 11.2 MANNING CHANGES The Contractor's General Manager shall have proven technical and managerial experience in the field of heavy fleet, light vehicle, police pursuit vehicle, and rescue and equipment management and maintenance. Nominee(s) for General Manager shall be presented to the County for specific approval. The County reserves the right to request the dismissal of any Contractor employee whose performance or action is obviously detrimental to the program. The mechanics must be ASE and EVT certified in light and heavy truck and emergency vehicles. 11.3 CONTRACTOR BENEFITS The Contractor shall have sole responsibility for determining and providing benefits for the Contractor employees. These costs will be included as part of the target price. 11.4 The General Manager shall be part of the County Safety Committee. 12. PERFORMANCE 12.1 RIGHT TO REQUIRE PERFORMANCE The County’s failure at any time to require performance of any provisions thereof by the Contractor shall in no way affect the right of the County thereafter to enforce same; nor shall any waiver by the County of any breach of any provision hereof be taken or held to be waiver of any succeeding breach of such provision or as a waiver of any provision itself. 12.2 BONDS 12.2.1 Bid Bond Contractor shall furnish a Bid Bond in the amount of twenty percent (20%) of the total proposal amount. 12.2.2 Performance Bond The Contractor shall also furnish a Performance Bond executed by a Surety Company duly authorized to do business in the State of South Carolina, in an amount equal to at least one hundred-ten percent (110%) of the contract price, as security for the faithful performance of the contract. No Contract shall exist until Darlington County receives a duly executed Performance Bond (Section 10.6.1) made payable to Darlington County. In the event the bond is not delivered within twenty (20) days of Notice of Award, then the offer shall be ruled null and void and the award shall be made to the next most responsive Respondent. 13. INSURANCE 13.1 MANDATORY INSURANCE REQUIREMENTS Prior to the commencement of the Agreement, the Contractor shall obtain and keep in full force and effect until the termination of the Agreement, the following insurance with an insurance company licensed and qualified to do business in the State of South Carolina, as evidenced by a Certificate of Insurance and/or certified copies of the insurance policy(ies). 1. Worker Compensation - Statutory minimum limits Employers' Liability with a minimum of $1,000,000 combined single limit. 2. Commercial General liability Minimum $1,000,000 combined single limit of Bodily Injury and Property Damage per occurrence including the following coverage: a. Contractual liability b. Premises and Operations c. Independent Contractors d. Completed Operations and Product Liability e. Personal Injury
b. Hired automobiles c. Non-owned automobiles
13.4 HOLD HARMLESS AGREEMENT Contractor shall indemnify, defend and hold the County, its agents, servants and employees, from and against any and all claims and damages of every kind, for injury to or death of any person or persons and for damage to or loss of property, arising out of or resulting from the acts of or omission of the Contractor, its agents, servants or employees. 14. WORKING CONDITIONS In the performance of the Agreement, the Contractor shall adopt working conditions, and other employment policies which meet the approval of Darlington County, provided however, that the Contractor will not be required to violate any applicable federal or State statutory provisions. 15. JOB SAFETY COMPLIANCE It shall be the responsibility of the Contractor to comply with all the provisions applicable to the (OSHA) Occupational Safety and Health Act as enforced by the U.S. Department of labor and to require all employees to comply with this law and all regulatory State or local laws affecting job safety. At a minimum, Contractor will provide a written Safety Program, a "Lock out/Tag out" Program, and a safety training program for maintenance facility employees. 16. SAFETY AND ACCIDENT PROVISION It shall be the Contractor's responsibility to maintain throughout the contract period a safety and accident prevention program, which meets requirements of federal, State and local codes and all other authorities having jurisdiction over this work. In the event of any personal injury accident in connection with the work, the designated representative(s) of Darlington County shall be immediately notified and given all known facts regarding the accident. Download 111.09 Kb. Share with your friends:
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