HomeMy WebLinkAboutAGREEMENT FOR FLEET MAINTENANCE SERVICES FOR AUGUSTA, GA TO FIRST VEHICLE SERVICES AGREEMENT FOR FLEET MAINTENANCE SERVICES
FOR AUGUSTA,GEORGIA
Section One
This agreement is made and entered into as of this lst day of , 2019, by and between
Augusta,Georgia,a political subdivision of the State of Georgia, (herein referred to as'Auguste),and
First Vehicle Services, Inc.,600 Vine Street, Suite 1400,Cincinnati, Ohio 45202, (herein referred to as
"Contractor).
Augusta and the Contractor, for the consideration stated herein, agree as follows:
1. AGREEMENT TERM AND TERMINATION: The duration of the Agreement will be from February 1,
2019 to December 31, 2021, for a period of 35 months. Further this agreement may be renewed,
expanded and extended by mutual agreement in annual increments, provided that the funds for
subject Agreement are available and an operating budget is approved by the Augusta Commission
arid that the Contractor has established a satisfactory record of performance,
2. GENERAL DESCRIPTION OF SERVICES:The Contractor shall provide the full range of fleet
maintenance services to Augusta as set forth in the"Scope of Work"at Section 2,
3. DEFINITIONS:Where the following terms occur herein,the intent and meaning shall be as follows:
a. Augusta:shall mean Augusta,Georgia, a political subdivision of the State of Georgia.
b. Contractor:shall mean First Vehicle Services, Inc.
c. Contract Cost:shall mean the sum of$2,788,787.35 for the calendar year 2019,$2,855,996.47
for calendar year January 2020,62,924,960.57 for the calendar year 2021.
d. Surety:shall mean the party who is bound with and for the Contractor to ensure the payment of
all obligetions and lawful debts pertaining to and for this Agreement,
e. Performance and Payment Bond:shall mean the security approved by Augusta and furnished
by the Contractor as A guarantee that the Crintrantor will PYAnt thP mill-insrp,nrrianro with the
terms of this Agreement and will pay all lawful claims.
f. Fleet Manager shall mean the designated representative of Augusta with the Authority to direct
the Contractor in the daily performance of the Agreement, but shall have no authority to direct the
time, manner, or method of performance.
g. Fleet;Shall mean all of the units listed in the equipment table of the Request for Proposal(RFP)
and provided in electronic format(excel spreadsheet)of the RFP, and units that may be added to
or deleted from the Augusta fleet
h. Agreement Documents:The documents that will form the Agreement includes: the"Request for
Proposal",all attachments thereto,the proposal by First Vehicle Services, Inc.and the signed
Agreement(ref: paragraph 2.16, page 33, Request for Proposal, RFP Item#19-225.
I. Contract Services; Contract services are generally those routing vehicle maintenance and
repair activities that are reasonably predictable and there-fore lend themselves to projection and
estimation. Examples of Contract services include, but not limited to: preventive maintenance
services,failures due to fair wear and tear, remedial repairs, compliances, etc. Repairs
necessitated by predictable, normal deterioration incurred during the proper operation use of the
vehicle and equipment in proper applications.
1
t. Non-Contract Services:are generally variable in nature and therefore are not predictable; they,
are also generally dependent on the actions or decisions of individuals other than those who are
providing maintenance services,<such as vehicle operators and management personnel,and
therefore, often avoidable. Non-contract service include accident repairs, modifications or
fabrications to vehicles, vandalism, repairs from operator abuse/error, repairs required to extend
the life of the vehicles or equipment beyond the normal life cycle or adjusted life expectancy
agreed upon and attached here-to.
4. Performance&Payment Bond:The successful bidder shall furnish a Performance and Payment
Bond executed by a Surety Company duly authorized to do business in the State of Georgia, in an
amount equal to at least one hundred-ten percent(100%)of the annual firm-fixed contract amount,
within 15 calendar days of the Noticeof the Award. Said bond shall be in full force and effect during
the term of this agreement and shall be issued on an annual basis. No contract shall exist until the
Augusta Commission receives a duly executed Performance Bond made payable to the Augusta
Commission. Failure to provide the Performance Bond as indicated will result in the offer being ruled
null and void and the award shall be made to the next most responsive respondent. Payment Bond:
A Payment Bond shall be executed in the full amount of the annual firm-fixed amount of the,
agreement for the protection of all claimants supplying labor and materials in the prosecution of the
work. The Performance and Payment Guaranty shall be conditions upon the following:
a. if the Contractor performs this agreement between the Contractor and this Government for the
deliverables at the times and in the manner prescribed in this Agreement and;
b, promptly makes payments to all claimants supplying the Contractor with goods, labor, materials,
or supplies, used directly or indirectly by the contractor in the prosecution of and providing the
deliverables specified in this Agreement and;
c. pays this government ell losses,damages, expenses, costs and attorney fees including appellate
proceedings in accordance with this Agreement,the Government sustains because of default by
the Contractor under this Agreement and;
d. provides all deliverables under this Agreement in the time specified in this agreement and such
deliverables are accepted by this Government as provided for in this Agreement, then the
Performance and/or Payment Bond are released;otherwise they remain in full force.
e. The terms of this agreement supersede any and all provisions of the Georgia Prompt Pay Act
5. Actions Under Default: To the extent provided for this Agreement, if the Contractor shall be and is
declared to be in default under this Agreement, and the Augusta Commission has performed its'
obligations hereunder,the funds available under the Performance Bond and Payment Bond may be
immediately claimed in their entirety and used by the Augusta Commission as needed to remedy the
default, or may be used to:
a. complete this Agreement in accordance with its terms and conditions;or
b. obtain a proposal(s)for performing this Agreement in accordance with its terms and conditions,.
and at the Government's option, arrange for a contract between such proposer(s)and this
Government and make sufficient funds available as work progresses whether or not there is a
default or succession of defaults under any agreement(s)or contract(s)for completion less the
balance of this agreed price.
6. Contractor's Relationship to the Commission(Augusta Commission/Government).
2
a, 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 this Government. This contract/agreement
specifies the work to be done by the Contractor, but the method utilized to accomplish the work
shall be the responsibility of the Contractor
b. Subcontracting: The Contractor may subcontract services to be performed hereunder with the
prior approval of the Fleet Manager,which shall not be unreasonably withheld. No such approval
will be construed as making the government party of,or to, such subcontract, nor shall approval
be construed as subjecting the Government to liability of any kind to any Subcontractor. No
subcontract shall, under any circumstance, relieve the Contractor of its liability and obligation
under this contract/agreement;and despite such subcontracting the Government shall deal
through the Contractor,and Subcontractors will be dealt with as workmen and representatives of
the Contractor, Where the subcontracting of local services,such as glass work or towing service,
requires a request for quote,the Contractor will share the Request for Quote and responses with
Augusta.
7. TERMINATION (Otherl:This Agreement may be terminated by the Augusta Commission without
cause upon providing the Contractor with at least thirty(30)days prior written notice. Should either
party fail to perform any of its obligations under this contract for a period of thirty(30)days after
receipt of written notice of such failure,the non-defaulting party will have the right to terminate the
Agreement immediately upon delivery of written notice to the defaulting party of its election to do so.
The foregoing rights of termination are in addition to any other rights and remedies that such party
may have.
8. Severability: If any term or position of this Agreement is found to be illegal and unenforceable,such
terms shall be deemed stricken and the remainder of the Agreement shall remain in fug force and
effect,
9. Manner of Performance-General:The Contractor agrees to perform its duties and obligations under
this contract in a professional manner and in accordance with all applicable local, Federal and State
laws,rules and regulations. The Contractor agrees that the services provided in this Agreement shall
be provided by employees that are educated,trained, experience, certified(ASE-EVT),and licensed
in all areas encompassed within their designated duties. The Contractor will furnish all
documentation, certification,authorization,license, permit or registration currently required by
applicable laws or rules and regulations. The Contractor further certifies that they and their
employees will keep all license, permits registrations, authorizations, or certifications required by
applicable laws or regulations in full force and effect during the term of this contract Failure of the
Contractor to comply with the section shall constitute a material breach of this Agreement.
10,Augusta Representative: Unless provided otherwise elsewhere in this Agreement,Augusta
authorizes the Fleet Manager as the representative to act on behalf of Augusta on all matters relating
to this Agreement and/or services being performed hereunder. The Fleet Manager shall decide all
questions,which may arise as the quantity, character and quality of services performed or to be
performed pursuant to this agreement.
11. Inspection of Work:The Contractor shall furnish Augusta's authorized representative with every
reasonable opportunity to determine whether the work is performed in accordance with the
requirements of the Agreement Augusta may appoint qualified persons to inspect the Contractor's
operations and equipment, and the Contractor shall permit the authorized representative(s)to make
such inspections at a reasonable time and place,
12, Agreement Discrepancy: Verbal notification of an Agreement discrepancy will be made to the
Contractor's General Manager or designee as soon as a discrepancy is identified. The Project
Manager shall immediately resolve the problem. The Fleet Manager will determine whether a formal
3
Discrepancy Report shall be issued. If a Report is issued, it will be mailed or hand delivered to the
Contractor's General Manager. Upon receipt of the Report,the Contractor is required to respond in
writing to the Fleet Manager within the time period specified,acknowledging the reported discrepancy
or presenting contrary evidence and presenting a program for immediate correction of all failures of
performance identified in the Report. The Fleet Manager will make the determination if the response
to the Discrepancy Report is appropriate and resolves the discrepancy reported. Responses that are
determined to be unresponsive or inappropriate will be referred back to the General Manager in
writing with the reason for inappropriateness. The General Manager will be provided another
opportunity to resolve the issues raised, The Fleet Manager has the authority to apply a reasonable
penalty, including monetary deductions to the monthly invoice as appropriate to the Discrepancy.
When this is done the Contractor will be notified in writing with full justification and the amount to be
deducted. The Fleet Manager's decision shall be final. Nothing in this paragraph is meant to limit
either party's rights to pursue any action in a Court of Law.
13. Insurance: 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 andlor qualified to do business in the State of Georgia,as evidenced by the
Certificate of Insurance and/or certified copies of the insurance policy(ies), The Augusta Commission
shall be named as an additional insured on all liability policies for claims specifically arising under the
Agreement.
a. Workers Compensation:statutory minimum limits.
b. Employers Liability: minimum of$1,000,000 combined single limit.
c. Commercial General Liability: Minimum of$2,000,000 combined single limit of Bodily Injury and
Property Damage per occurrence. (Damages to Rented Premises teach occurrence], Medical
Expense[any one person-$5,000], Personal&Adv injury, General Aggregate.
d. Automobile Liability: Minimum of$1,000,000 combined single limit of Bodily Injury and Property
Damage per occurrence including the following:owned automobiles,hired automobiles,and non-
owned automobiles.
e. Garage Keepers Liability: (any auto)a minimum of$1,000,000 per occurrence:
14,Other Insurance Provisions:
a. Each insurance policy required under this clause shall be endorsed to state that coverage shall
not be suspended,voided, canceled, reduced in coverage or in limits except after thirty days prior
written notice has been provided to Augusta. If the policy is cancelled for non-payment of
premium, only ten days'notice is required.
b. Worker's Compensation and Employer's Liability Coverage:the insurer shall agree to waive all
rights of subrogation against Augusta, its officials,employees and volunteers for losses arising
from the activities under this contract.
c, Certificates of Insurance and Endorsements affecting coverage required by this clause shall be
forwarded to the Fleet Manager, 1568 Broad Street.
Section Two
SCOPE OF WORK
1. General:The Contractor shall provide preventive maintenance, proactive and reactive remedial
repairs, mobile service,tire service, overhaul services, fleet in-processing and de-commissioning,
towing,fleet maintenance management and such other associated services as may be required to
assure the continuity of effective and economical operations of the Government's vehicles and
equipment. The Contractor shall furnish all necessary supervision,labor employee training,technical
service manuals, 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 define in this Statement
4
of Work. In addition, the Contractor shall use and;maintain a permanent, detailed,automated record
for each vehicle, (using the CCG Systems-FASTER software program)provided by Augusta.
2. Preventive Maintenance:A preventive maintenance Inspection(PM!)program is a systematic
approach to inspecting a vehicle at planned intervals. This scheduled maintenance is a planned
servicing of equipment to maximize vehicle efficiency and to ensure compliance to the established
standards set forth by equipment manufacturers and to meet Federal,State and local regulations.
a. The primary goal of preventive maintenance is to maximize the equipment availability of the fleet
by taking a proactive approach in minimizing unscheduled repairs.
b. 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 manufacturers(OEM)specifications or stricter warranties and recommendations, but
may be modified by the Fleet Manager.
c. PM Cycle and Costing:The preventive maintenance program/schedule shall,as a minimum,
comply with the equipment/vehicle manufacturer's recommendation as published in the
owner's/service manual.In general, vehicle PM services will be on a 5,000 mile or 6 month
(whichever is first)rotation. Equipment with hour-meters will be serviced at 250 hours or 6
months(whichever comes first)and non-,motorized equipment(example:trailers)will be serviced
annually. Service requirements will be in accordance with the manufacturers recommended
services from the operator's or service manual, PM services will be included In the contract
cost. The costing of services and supplies should take into consideration the requirements of the
manufacturer for the type of equipment/vehicle. In every case a safety inspection will also be
conducted as a part of the service.
d. The Contractor is responsible for developing and providing a PM schedule,notifying the user, and
performing required maintenance, preventive maintenance,or inspections without requiring any
other authority,The schedule should interfere minimally with normal work schedules and must be
flexible considering the requirements of the departments. Departments should be notified
i(tut tlily of wliitilt vi lileles twit tequila PMset vices. The cut tent methodology Is by
email with an attached Excel spreadsheet form. The Fleet Manager will be advised of vehicles
and/or equipment that were scheduled but not provided by the user for the service. This will be
done monthly and the format will be mutually agreed upon by the Contractor and Fleet Manager.
3. Hourly Inspections: Maintain hourly equipment within compliance of the OEM specifications or as
necessary, based on historical data. The format for this type of inspection will be mutually agreed
upon by the Contractor and Fleet Manager within thirty days of startup.
4. Annual Inspections:The Contractor will inspect and test all other required gasoline and diesel
power-operated equipment on an annual basis in accordance with Federal, State and local laws,
Inspections and tests shall be performed by the Contractor in Augusta owned Maintenance Facilities
by properly authorized and trained mechanics, or by authorized inspectors from outside sources, The
Contractor shall perform these inspections within the fixed price of the Agreement.The Contractor
may elect to perform these tests if their employees have been properly trained. Copies of all current
certifications must be given to the Fleet Manager prior to commencement of performing the
inspections. If no Contractor employee is trained and certified to perform these tests,the Contractor
will subcontract these services to a qualified outside source. The cost of performing these
inspections by outside vendor will be borne by the Contractor(Contract Cost).The Contractor is
required to provide for the following mandated annual inspections:
a.Aerial truck dielectric testing
5
b.Aerial boom and bucket testing
c.Crane and derrick truck testing
d Shop crane and hoist testing
e.Other annual testing as required by the manufacturer with respect to specialty equipment.
5. inspection Continuity:The Contractor will ensure continuity of inspections by performing the
required annual inspections in the same month of the previous year's inspection for each piece of
equipment. It is expected the Contractor will schedule all mandated inspection in such a way as to
limit equipment downtime. The Contractor may work with the affected department directly to
establish the best schedule and time for the inspections. The Contractor will maintain the results of
the inspection in the equipment's file.
6. 011 Analysis:The Contractor will perform a scheduled oil analysis with a reputable outside company
on all engines,transmission and differentials on wheeled vehicles above 26,000 GVW and every
piece of tracked equipment in the Augusta inventory The oil analysis program can be used by the
Contractor to determine when fluids should be changed;therefore, substituting the normal PM cycled
timeframes. The Contractor will recommend to the Fleet Manager any vehicles or equipment
recommend for the oil analysis program designation.
7. Repairs: Contractor shall make specific repairs to vehicles and equipment that have been identified
through PM services,annual inspection, by Department user(s),Fleet Management or by Risk
Management departmental reports, and/or breakdown or malfunction. Repairs shall be made as
required, limiting the nature and extent or repairs that are consistent with age, mileage and cost to
repair criteria of good fleet maintenance.
a. Repair Service Timelines: The Contractor shall be required to complete regular repair services
within reasonable times. Scheduled contract repairs shall be started the same day schedules
(Including PM services). Unscheduled contract repair shall be started With 3 work days. Non-
contract repairs require Fleet Management approval and therefore cost estimates shall be
prepared and submitted electronically for approval within 3 days of receiving the vehicle or
equipment. Parts shall be ordered(if required)within one working day after the non-contract
estimate is approved.
b. PM Service Timelines: PM Service for light vehicle will be completed within 8 hours or delivery if
scheduled by the Contractor, 16 hours for heavy trucks(maximum time allowed). If a vehicle
requires repair in addition to the PM Service,the above times do not apply.
c. Repair of Small Equipment: The Contractor will be tasked to perform repair work and services of
small gas-powered equipment which includes,but not limited to:chain saws, lawn trimmers, push
mowers,tillers, pressure woshors,tampers,generators, light towers, pumps and sprayers.
Repairs to small equipment will be charged as a non-contract cost with the exception of warranty
type work, Damages to small equipment caused by the Contractor will be repaired by the
Contractor at no cost to Augusta.
d. Safety inspections:Whenever a unit requires any type,of maintenance service, the Contractor will.
also perform a general safety inspection to ensure that the general condition of the equipment
meets normal fleet requirements(as well as legal safety requirements of law)prior to the
equipment leaving the repair facility. All PM services will include the safety inspection.Safety
inspections will be documented on the respective work order. Safety inspections will include,as
a minimum the following:
6
> All lights, including turn signals, back up lamp, license tag lamp
> Horn
), Windshield Wipers
> Safety belt
> Steering
> Braking
> Tire Tread
e. Fire Extinguishers:Vehicles that have been issued fire extinguishers but the extinguisher is
missing or discharged will be replaced as a non-contract cost, if the Contractor replaces the
extinguisher or at no cost if Fleet Management replaces the extinguisher. All expended
extinguishers will be taken to Fleet Management for inspection, recharging and reissue.
f. Quick Fix Repairs:The Contractor shall provide a Quick Fix function for minor repairs of less than
one hour duration at all repair facilities,when the vehicle operator chooses to wait for the service.
This type of repair service is generally allocated to items such as windshield wipers, tire repair or
replacement,topping off fluid levels, lighting repair or replacement or other such associated light-
duty repair services.
g. Tire Services:The Contractor will provide comprehensive tire services including tire
rrianagernent, inflation, maintenance, repairs, rotation, mounting,demounting,disposal and
disposal fees, replacement,wear management,balancing, field tire services,warranty
management, inventory security and maintenance of an inventory of mounted spares. The
contractor will replace tires when tires have reached minimum tread depths as specified in
Georgia law appropriate to the type vehicle with the expectation that law enforcement pursuit
vehicles(assigned to Sheriff Office-Road Patrol, Narcotics Division, CID)shall have a minimum
of 4132 tread.
h. Warranty and Recall Work:The contractor will negotiate, manage,administer, claim and recover
all warranties and recalls offered by vehicle manufacturers,parts and component suppliers, and
any subcontracted repairs. The contractor will add warranties to Augusta's MIS(CCG Systems-
FASTER)warranty recovery module and return proceeds to Augusta via credits against contract
or non-contract invoices. The contractor is encouraged to obtain authorization from the various
vehicle manufacturers to perform in-house warranty work on Augusta vehicles in order to reduce
the turnaround time for warranty repairs. The deciding factor on warranty repairs is to obtain the
quickest turnaround time.
I. Outside Repairs: The Contractor's bid proposal response will define the typed of repairs that will
be or anticipated to be conducted by subcontractors,outside Augusta facilities. The Contractor is
responsible for arranging and managing the conduct and performance to Contract requirements
of all outsource venders for any repairs that are not performed"in-house". All responsibility for
the administration, invoicing,quality control,vehicle movement,vehicle security, etc.shall be that
of the Contractor. Subcontractor invoices will be accepted solely by the Contractor and must be
addressed to the Contractor, not Augusta.
J. Seasonal Equipment Preparation:The Contractor shall coordinate with the Fleet Manager to set
up a program to ensure seasonal equipment is fully serviceable prior to the start of each season.
Requirements include annual inspections and operational maintenance of air condition and
engine cooling systems during warm weather and the winterization of vehicles and equipment
during cooler months as applicable. Charges far all seasonal preparation will be included in the
contract cost
lc New Vehicle Preparation:The Contractor is responsible for all vehicle and equipment preparation
which is brought into the fleet by the Fleet Manager. The Contractor will perform the installation
7
of Governments or insignia l signia decals and equipment asset and bumper numbers as directed by
Fleet Management. The Contractor will include in the contract price, the cost of all seals, insignia
and lettering with the exception of those insignia badges or seals for public safety use. These
seals will be provided by the respective department.
I. Vehicle Disposal Preparation:Vehicles and equipment being removed from the normal
Government fleet shall be prepared for disposal/auction sales or storage by the Contractor.
Costs associated with disposal prep will be included in the contract cost. Preparation shall
include, but not limited to;
1. The Contractor will provide a general vehicle condition assessment using a form provided by
Fleet Management.
2. The Contractor will remove all insignias and lettering so that no distinguishable insignia or
lettering will remain to identify the retired unit as a Government vehicle.
3. The Contractor will remove all emergency equipment from Public Safety vehicles and
equipment. Equipment to be removed include: spot lights,emergency lights,emergency
power boxes,camera systems,sirens.
4. The Contractor shall make minor,cost effective,contract cost repairs to increase the resale
value of the vehicle(example:replace dead batteries).
5. The Contractor will transport the equipment;to include the cost bf any towing required,to the
Government storage site or auction site as a contract cost for a"one timer'movement cost;
Any charges for moving the vehicle or equipment more than once will be charged as non-
contract cost.
8. Non-Contract Repairs:
a. Repairs for Operator Abuse: Operator abuse is defined as mechanical damage or breakdown
caused by the operator through the improper operation of the vehicle;,or equipment or failure of
the operator to provide the vehicle for scheduled service. The Contractor shall identify repairs
caused by suspected operator abuse and shall forward estimates for repairs to the Fleet Manager
with the proper coding. Fleet Manager will be the final authority in deciding operator abuse. All
repairs coded as operator abuse will be a non-contract cost.
b. Repairs for Vandalism: Is defined as government property is damaged by an individual and
causes mechanical or component damage to a unit through no fault of an Augusta Employee or
Contractor Employee. Examples would include;theft of parts,deliberate damage to equipment
from unknown parties, damage caused by suspects being transported in Government Vehicles.
and other such damage. Vandalism is charged as non-contract.
c. Directed Work: The Government may direct the Contractor to perform additional tasks under
this Contract, No such work shall commence without the Contractor receiving authorization to
proceed from the Fleet Manager. It is the intent of the Government that all such work does not
reduce the level of service that is provided for in the fixed price portion of the contract. Directed
work shall be charged as non-contract. Directed work may include, but not be limited to the
following:
1. Welding,fabrication or repair services'to other than fleet equipment.
2. Repairs of equipment outside life expectancy.
8
3.Accident repairs Operator abuse repairs
4. Repairs for Vandalism Repairs due to acts of God Emergency Services
9. Read Testing: The Contractor must conduct a road or appropriate operations test on all vehicles and
equipment that have had a safety related repair or adjustment. The Contractor,by releasing the
equipment or vehicle back to the department or Augusta employee, implies that the vehicle and/or
equipment is/are safe to operate. All such driving or operations check will be charged as a contract
Cost:
10.Other Services:
a. Assembly: The contractor will be tasked, at times, to perform assembly which is the initial
piecing together or assembly of equipment purchased and delivered in packages, boxes or
crates. The scope of the nature of assembly of small equipment shall be considered as a
contract cost. It is the intent of Fleet Management to procure most equipment in a state of ready
use.
b. Fabrication:defined as the construction of a vehicle or equipment component. Fabrication
includes,but is not limited to the manufacture of an assembly or a component of security screens
and bars, light bars, mounting racks, panels and switches and body parts or bodies,ventilators,
racks, bumpers,customization and reinforcing. Fabrication is considered as directed work by the
Fleet Manager and shall be charged as non-contract.
c. Modification: defined as an alteration of a vehicle or equipment component. Examples ples of
modification would be the installation of accessory equipment that was not installed upon delivery
of the vehicle or equipment. Modification is considered as directed work by the Fleet Manager
and shall be charged as non-contract;
d. Customer Contact of Completed Repairs/Services: The Contractor will immediately notify all
Departments or operator by telephone, radio or email when repairs or services have been
completed. The Fleet Manager will be informed if the vehicle or equipment is not picked up within
a reasonable time on the second notification.
e. Completed Service Orders: The Contractor will provide a copy of the completed work order,
generated by the FASTER work order system('Customer"copy)to the employee picking up the
vehicle or equipment at the time of pick up.
f. Waste&Hazardous Waste:The Contractor shall be responsible for disposal of all trash and
other wastes generated during the course of the Contract/Agreement.The Contractor shall hold
Augusta,its elected officials and employees free of liability for all actions of the Contractor
relating to waste disposal. The Contractor is responsible for good environmental management of
all waste created to prevent pollution,encourage recycling and meet all laws and regulations
pertaining to waste handling relating to its operation of this Contract/Agreement. This includes
the proper required documentation and implementation of programs and training associated with
hazardous waste and proper reporting of incidents associated with hazardous waste.
9. Scrap Tires:The Contractor is responsible for the proper disposal(and associated required
documentation)of scrap/sued tires from the Augusta fleet. Tires with resale value may be sold to
tire venders and all revenues acquired from the disposal of such tires will be reimbursed to the
Augusta Commission.
9
h, Scrap Metal:All recyclable scrap metal will be sold to local scrap metal recyclers. The
Contractor shall arrange for storage bins to be located at each major repair facility by the recycler
and all revenues acquired from the sale of scrap metal will be reimbursed to the Augusta
Commission.
1 Accidents: The Risk Management Department is responsible for coordinating repairs for
damages to vehicles resulting from accidents. The Contractor will assist in assessing the extent 1
of mechanical damage associated with vehicle accidents. This will be coordinated through Fleet
Management. Preparation of estimates will be charged as contract costs if done during the
normal workday. Actual repairs will be covered as non-contract
. investigations:The Contractor shall support the Government with technical investigations
related to the automotive and truck fleet. Such investigations may support accidents,fire,or
other issues of a technical nature. The cost of this service will be included in the contract cost.
11,Emergency Road Calls and Towing Services:
a. The Contractor shall provide emergency roadcall service, including towing service for vehicles in
the vehicle fleet on a twenty-four(24) hour,seven days per week basis.
b. Emergency road call service is considered as repairs to vehicles and equipment that require
immediate repairs to allow continued usage of equipment without having the equipment moved to
the repair facility. Examples include but are not limited to tire repair or replacement,clogged fuel
systems,dead batteries or no-start problems and drive-shaft problems.
c. During normal business hours,the Contractor shall have persons on call to expeditiously respond
to emergency-road service calls for equipment breakdowns and the Contract response time shall
be less than 60 minutes within the County limits. After normal business hours,the Contractor
shall have persons on call to handle emergency-road service calls for equipment breakdowns;,
with a Contract response time of no more than 90 minutes within the County limits:
d. The Contractor will ensure that repair personnel are sent to equipment breakdowns to determine
If repairs can be made on-site or it towing services are required to deliver equipment to the repair
facility. The on-site technician will carry a compliment of tools and repair parts necessary to
eliminate excessive downtime or repeated trips to the repair facility.
e. The Contractor will have a minimum of one mechanic selected daily as the emergency-road-
service person at both the BroadStreet Shop and Tobacco Road repair facilities.
f. The Contractor will ensure that no more than two service personnel are out of a repair facility at
any one time for emergency-road services.
g. The Contractor may select to utilize out:source repair vendors to assist in expediting the
emergency-road-service calls, but the Contractor must ensure the Contract response times
remain in effect. Failure of the Contractor to ensure that the response times of out-source repair
venders meet.Agreement requirements shall be considered as a Contract discrepancy.
h. The Contractor will include in the Contract Cost the emergency road call services inside the
Augusta's defined support area. The Support area for Augusta will be within a 50-mile radius of
the Broad.Street repair facility. The Contractor will assist Augusta in emergency-road-service;
calls for"outside the support area"problems by arranging maintenance and/or towing services.
10
i, Fleet Management and the Contractor will review the"outside the support area's changes and
determine appropriate reimbursements as non-contract expenses.
12.Towing
a. The Contractor shall tow any Augusta owned or leased equipment requiring this service,
regardless of whether or not the causeis a repair,tire service or other breakdown incident,
regardless of location,
b. Accident towing is the responsibility of the Risk Management Department and should be charged
as non-contract It will not be included as part of the Contract cost.
c. The Contractor will include,as a Contract expense,towing for equipment that is six(6)years old
or newer. The In service"date entered in FASTER will be the date used for determination of
Contract or Non-Contract.
ci. It,will also include any towing associated with comeback repair.
e. Exceptions to the"6 year rule'include:confiscated vehicles added to the fleet, used vehicles
added to the fleet. "these vehicles will be charged as non-contract.
f. If the Contractor selects to perform this service with an outsource vendor,the related service will
be awarded annually to a single point-of -contact dispatch provider, The Contractor will make
bid documents for towing services available to the Fleet Manger and the Augusta Procurement
Director.
g. The Contractor may utilize multiple vendors for the service, but only one telephone number can
be given out regardless of which vendor provides the towing service.
h. The Contractor will provide the towing service number to all user departments and the Fleet
Manager. The Contractor is responsible for notifying using departments and the Fleet Manager of
any changes to the towing service number.
1. The acceptable response time during normal business;,hour is 6Q minutes and no more than 90'
minutes for all other times.
j. Equipment users shall be authorized to make contact for towing services to transport the
equipment to the repair facility, if in the best interest of Augusta.
le The fleet MIS system shall track vehicle emergency road call breakdowns and towing expenses
for informational retrieval by Fleet Management
Section Three
PERSONNEL and SUPPORT LOGISTICS
1. Government Personnel:The Central Services Department Director and the Fleet Manager will have
full authority to supervise the Contractor's performance in daily operations of the contract and shall
provide direction to the Contractor in areas relating to policy, information and procedural
requirements. The Fleet manager is not authorized to make any changes in the terms and conditions
of the contract without the approval of the Government Administrator and the Augusta Commission,
as appropriate. The Fleet Manager shall operate in the capacity as Contract manager for Augusta.
In the absence of the Fleet Manager,for periods of vacation,short illness'or temporary periods of
authorized absences;the administrative assistant shall have temporary authority as the Contract
Manager.
2. Contractor Personnel: The Contractor will designate whom the following Contractor personnel will
be when the proposals are submitted and must designate the personnel prior to award of the
contract.
a. Manager: The Contractor shall provide a General Manager or Project Manager who will liaise
with the Fleet Manager and have full authority to act for the Contractor on all contract matters
relating to the daily operation of the contract.
b The General Manager shall have a minimum of seven years'experience in the management of
fleet maintenance and services. The manager must be able to speak, read,write and understand
English.
c. The General Manager shall be available through the normal 8 hour work day, Monday through
Friday,except Government recognized holidays. The Fleet Manager will be notified in writing(or
email noti dation)when the Contract Manager will not be in the Augusta area and available to
respond to the Government needs.
d. Any changes in the General Manager shall be subject to advance written approval by the Fleet
Manager, Such approval shall not be withheld unreasonably or for an unreasonable length of
time.
3. Management Staff:The Contractor shall provide a professional management staff with the proper
skills and training in providing the required fleet maintenance and management services.
Management staff includes shop supervisors,and parts/supply supervisor.
4. Maintenance Staff: Contractor shall provide maintenance staff personnel with the proper skill and
training in providing the required fleet maintenance services.
a. Tire Contractor is responsible to ensure their staff is kept abreast of the latest technology. The
Contractor will provide a budgeted training schedule for all eligible maintenance personnel in the
Contract cost.
b. The Contractor is required to maintain ASE certifications for maintenance personnel,in the
following categories:
1,Automotive Repair
2.Air Conditioning Recovery and Recycling
3,Advanced Engine performance
4. Medium and Heavy Truck Repair
5. Medium and Heavy Truck Electrical Diesel Engine performance
8.Alternative Fuel
7. Parts Specialist
8.EVT Certification
5. Staffing Provisions:The Contractor shall have the responsibility for selecting personnel to perform
the services to be provided here under,
a. No applicant with a record of arrests involving a crime of moral turpitude will be hired within two
years of the date of that arrest, unless such person is found not guilty of such offense.
1°
b. No applicant, with a felony conviction will be hired to provide repair services to public safety
equipment.
c. The Contractor is responsible for conducting appropriate background checks on prospective new
employees and will describe their process in the proposal. If an outside agency is used the
agency must be identified in the discussion.
d. All Contractor employees will have a valid drivers license, with proper endorsements, in
performance of their job responsibilities. The Contractor will review driver's license semi-annually
and dismiss any employee who fails to have a valid drivers license(loss of job qualification),
Fleet Management will be provided a memorandum stating that an inspection of employee's
licenses has been conducted in accordance with the'Maintenance Agreemenr and that all
employees are in compliance or not in compliance. When not in compliance a statement of intent
to comply and actions to be taken to comply will be made and sent to the Fleet Manager.
e. The Contractor is responsible for performance evaluations of its employees.
f. The Contractor is responsible for providing employees pay for work performed, every week, two
weeks or hi-monthly.
g In the event that the Contractor has open Contract position(s)for a period in excess of 45 days
the Contractor will credit the Contract cost of the open position(s)from the monthly fixed-Contract
invoice(s)until the position(s)is/are filled. The following base rate wage will be used for the
purpose of this provision;
Automotive:Tech 1 =$1425;Tech 2=$1225;Tech 3=9/5
Medium/Heavy;Tech 1 =$15.25, Tech 2= 1315,Tech 3=1015
h. Contractor Benefits:The Contractor shall have sole responsibility for determining and providing
health and other related benefits for the Contractor employees,however they must comply with the
provisions as set forth in the Request for Proposal and the Contractors response to the Request
6. Disciplinary Actions:Where in the case that Fleet Management finds actions by Contractor
personnel affecting contract performance,the Contractor shall take disciplinary action on employees
as appropriate.The contractor shall be responsible for removing and replacing any Contractor
employee performing services hereunder,when reasonably requested to do so by the Government
In these cases the request by the Government will be in writing stating the cause for such request
7. Uniforms and Professional Attire:The Contractor will ensure their employees maintain a
professional appearance at all times while performing the requirements of the contract.Technicians,
shop helpers/porters, laborers,janitors,Service Coordinators/writers, OA representative(s), Fleet
Operations Specialist, Shop Supervisors shall be in appropriate uniforms. This shall be included as
part of the contract cost. Administrative personnel and parts personnel shall be dressed in
appropriate dress as determined by the contractor policy. The contractor is also responsible for
appropriate safety foot ware and other safety apparel(eye protection,hearing protection, safety
vests). Uniformed shirts should include the Contractor's logo,first name of the technician and
certification patches as appropriate. Proposals shall address the proposer's intent regarding attire.
The cost of such uniformed apparel and safety apparel may be included in the contract cost,
8. Facilities; Notwithstanding anything to the contrary contained herein,the Contractor agrees to
indemnify, defend and save harmless the Augusta Commission and its employees, agents and
servants from any claim,cause of action,or lawsuit brought against the Government or Elected
Officials, or its employees, agents and servants as a result of the possession,operation, handling or
13
transportation of the repair facilities or the equipment contained therein;except to the extent hat such
claim, cause of action, or lawsuit arises from or in connection with the negligence or willful
misconduct of the Commission, its employees, agents or servants.
a, Location: The following is a listing of the repair facilities by location and type of work performed
at each site: (This Government will not entertain recommendations to consolidate any of the
facilities)
1. 1568 Broad Street Repair Facility: -23 bays with 8 lifts for automobiles, light truck—1 ton and
under, motorcycle repair and lift,firefighting equipment and small gas-powered equipment
Includes parts room, parts storage area, and administrative offices.
2. 2316 Tobacco Road Repair Facility; 10 bays no lifts,services all trucks over 1 ton,off-
road/construction equipment,trailers and tractor mounted grass cutting equipment.Includes.
parts room and administrative offices. Provides the full range of service repairs.
b. Facilities Use: The facilities will remain the property of the Government. The Government will
lease to the Contractor the maintenance facilities listed above for the charge of$1.00 per year.
The Contractor's first fixed-contract monthly invoice each year will show a credit for the lease
cost, The Contractor shall not use the facilities,for work on vehicles or equipment not owned or
lease by the Government unless otherwise directed in writing by the Government's Fleet
Manager. The Contractor shall not use the facilities,which shall in any way conflict with any
Federal, State or local law, statute,ordinance, rule,order, regulation or requirement,now in force
or which may hereafter be enacted or promulgated. The facilities include compressors, lifts,
welders,and specialty garage maintenance tools located at each facility. Augusta will be
responsible for annual lift inspections and repairs to specialty tools/machines as required,
c.Facilities Inspection: Between the date of contract execution and the date that the Contractor
actually takes over the facilities,a complete physical inventory of the office and shop equipment
will be taken by representatives of the Contractor and Government to determine what the
Contractor shall be responsible for, The physical facilities,office and shop equipment provided
for the term of the Contract will become the responsibility of the Contractor and will be returned to
the Government upon completion of the Contract in the same condition they were provided to the
Contractor,except for normal wear and tear. The Contractor hereby acknowledges that the
Government has made no representations or warranties regarding the condition of the facilities.
The Contractor will accept the facilities in their present state and condition and waives any and all
demand upon the government for alterations,repairs or improvements thereof,excepting those
items which do not meet local,State or Federal laws. Any cost to improve the facilities to meet
said standards will be the responsibility of the Government.There are no known concerns or
liabilities currently existing with the waste oil tanks at the repair facilities. The Contractor is
responsible for conducting a monthly facilities inspection using a format acceptable to the Fleet
Manager.
a. Facilities Maintenance:The physical facilitieswill be maintained by the Government
unless such repairs are caused in part or whole by an act, neglect, fault or omission of the
Contractor,its agents, servants or employees. If defects, degraded conditions or needed
repairs in any facility are found,the Contractor will notify Fleet Management for the
execution of repairs by the Government. Facility repair work will not be included into any
portion of the Contract cost. The Contractor is responsible for normal routine maintenance
of facilities including: interior housekeeping, general cleaning,sweeping, mopping,
dusting, disposal of accumulated waste materials and rubbish, minor plumbing(such as
stopped up toilet or sink),janitorial maintenance and supplies as required to maintain a
safe environment, The Government will Contract pest control services and trash removal
to the solid waste facility of normal waste(dumpster). The Government will pay for the
proper inspection and refilling or replacement of fire extinguishers assigned to each facility
but the Contractor is responsible for the routine monthly inspections of facilities
14
extinguishers and coordinating with Fleet Management on technical inspections or
services required.
10. Utilities:The Government will supply those utilities necessary and customary for the proper
operation of the facilities, Each facility will include an appropriate number of telephones,computers,
and printers for operations. These costs are charged directly to the Government as part of the Fleet
Management operating budget and should not be included in the proposers budget proposal
(exception is the copy machines). Any communications requirements used solely for corporate
communications will be the responsibility of the Contractor. The Government may require a
telephone usage log ori long distance calls be submitted monthly to ensure compliance. The format
will be determined when and if a log is directed* The Contractor is responsible for implementing a
utilities conservation plan for each of the facilities.
11.Tools: Fleet Management maintains an annual budget for the replacement or addition of necessary
tools and equipment as vehicle and equipment technological changes develop, The Contractor will
assist the fleet manager in determining the tools required in the performance of maintenance mission
and will submit requests for consideration. Specialty tools of less than$100.00 each will be the
responsibility of the Contractor to purchase. The Contractors decision to not purchase a specialty
tool and the resulting affect could be cause for a Contract Discrepancy if the resulting affect caused a
delay in the repairs. None of the Mechanical tools associated as"tools of the trade"for each type of
mechanic assigned at the repair facility will be provided by the Government.
12. Radios: Portable radios and two"base stations"will be provided by the Government for use by the
Contractor to facilitate communications with Departments. The cost of radio operations(air time)will
be the responsibility of the Government. The Contractor is responsible for the security and
accountability of those radios assigned to the facilities.
13. Vehicles A limited number of vehicles and specialty equipment,such as forklifts, and work trucks
will be supplied by the Government. The Fleet Manager will have the authority to provide or remove
equipment based on the needs and availability of such vehicles. Fuel for these vehicles will be
provided by the Government and will not be included in the proposers Contract cost proposal. The
Government disclaims any and all express or implied warranties on the equipment,disclaims any
implied warranty of merchantability of the equipment or the warranty of fitness for a particular
purpose,and the Contractor agrees that the equipment is"as is"and"with all faults", Repairs to
vehicles will be incorporated into the normal repair operations of the Augusta Fleet. All PM services
will be considered Contract repairs. All labor for repairs on vehicles and equipment used by the
Contractor will be covered under Contract Cost. Parts for repairs shall be charged as Contract/Non-
Contract as appropriate to the classifications identified herein. The Fleet Manager shall approve or
disapprove any repairs classified as Non-Contract The Contractor shall assume the risk of loss,
damage,or destruction of any Government furnished vehicles,equipment and tools. Liability for the
injury, disability and/or death of workers and other persons caused by the operation, handling or
transportation of the equipment during the Contract period shall be the sole responsibility of the
Contractor.
14.Damages:The Contractor shall be responsible for all damages to persons and/or property that occur
as a result of the contractors fault or negligence in connection with the performance of this contract,
15.Permits:Contractor shall,without additional expense to the Government, obtain all local,State and
Federal business and other licenses and permits required for the performance of work. A copy of all
licenses and permits will be displayed at each shop location and copies will be given to Fleet
Management. The Contractor shall be required to maintain a Business License from the Augusta
Licensing Department.
15
18.Security:
a. General:The Contractor shall ensure the security and confidentiality of all facilities and
documents provide by the Government and all such measures must be approved by the
government. All reports and records including maintenance records are to be considered
property and may only be used for the conduct of Government and Contractor business.
b. Facilities: The Contractor may change the locks on any or all the maintenance facilities and
equipment leased for the duration of the contract. The Contractor shall provide properly tagged,
duplicate keys to the Government Fleet Manager immediately after any change is made. The
Contractor is responsible for the implementation of proper security measures,policies and
practices associated with building security.
c. Vehicles and Equipment: The Contractor is responsible for vehicles and equipment accepted for
service at each of the repair facilities. Although all facilities are fenced access is not restricted at
this time, The Contractor shall take reasonable precautions to ensure the safety and security of
vehicles and equipment under their care. Light vehicles serviced at the Broad Street Shop that
have had windows kicked out or are missing for various reasons should be moved inside at the
end of the work day and secured to prevent theft,vandalism or weather damage to the interior. It
is recommended the Contractor implement a policy of quick"walk around'inspection of all vehicle
being brought into the repair facility to identity any damage or missing items and report those
observations to the owner department or Fleet Manager.
d. Found Damage:The Contractor shall report any found damage to vehicles or equipment that is
not associated with the normal operation of such vehicles or equipment if it appears the damage
is new. This will be reported to Risk Management and Fleet Management. Repairs should be
delayed until the vehicle or equipment has been inspected by Risk Management or Fleet
Management
17.Hours of Service: The Contractor will normally operate an 8 hour day,40 hours per week from 7:00
A.M. until 4;00 P.M., Monday through Friday. Holidays shall coincide with those of Augusta,usually
11 days per year. These are announced at the beginning of each new year. Repair facilities may be.
requited cal iriay 1equest to adjust their hours to better support Government Departments that may
adjust for seasonal or climatic changes. The Contractor normally will have discretion over shop arid
shift hours as long as vehicle availability remains at acceptable levels and the Fleet Manager
concurs, Any changes in shop hours will be announced prior to the change. Vehicles and equipment
brought to the repair facility by user departments will be accepted for PM or repair services
throughout the normal work hours, including Contractor's break or lunch periods. The Contractor is
expected to provide quick fix repairs at any time during the workday including lunch.
18. Emergency Support:
a, In addition to normal hours of operation and upon one-hour notification during normal business
hours,the Contractor shall repair equipment seven days a week,24 hours a day at any location
designated by the Fleet Manager. During non-business hours,the Contractor shall,repair
emergency vehicles as expeditiously as possible. At no time shall the period between notification
and commencement of repair exceed two hours. The Contractor shall provide the Fleet Manager
with an after-hours emergency contact telephone number for use in emergency situations. In
most cases, emergency support during non-business hours is a non-Contract(directed)work.
The Contractor will inform Fleet Management the next working day,of all after-hours emergency
support accomplished for cost charge determination;
b. The Contractor shall mobilize the shop and provide repair and maintenance services for the
duration of any Government Recognized emergency. Emergencies include,but are not limited to
major fires,floods, earthquakes,civil disturbances and disaster emergencies. Such service shall
include adequate staffing to ensure continued vehicle operations at a level determined by the
16
Government Should an emergency require performance of services beyond the capability of the
Contractor,the Government may perform or supplement performance of contract services with
Government personnel or non-contract vendors, Such performance shall not constitute a breach
of the contract by the Government. Such work conducted outside the normal work day will be
charged as non-contract,
IL Service Interruptions: Should services be interrupted or reduced during the term of the contract by
the Contractor employees'work stoppages or slowdowns,the Contractor shall continue services by
whatever means available, and shall incur all reasonable related costs associated with the alternate
system. If the contractor fails to supply an alternate system,the Government shall have the right to
continue services by whatever means available and charge any reasonable costs associated with the
alternate system to the Contractor. Further, such interruptions,directly attributable to failures,
omissions,or conduct on the part of the Contractor or the Contractor's employees shall be grounds
for termination of the contract in the event the Contractor is unable to provide the services as
specified in this Agreement because of any act of God,civil disturbance,fire, riot,war,terrorism,
picketing,strike, labor dispute, labor shortages,governmental action or any other condition or cause
beyond the Contractor's control,Augusta shall excuse the Contractor from performance under this
Agreement.
20. Repair of Privately Owned Vehicles and Equipment: No use of the Government facilities, land,
specialty equipment or tools may be used to effect repairs on any privately-owned vehicle or
equipment with the exception of the Contractor owned equipment or vehicles supporting this contact,
Any repairs performed on Contractor provided equipment shall be at the risk of the Contractor and the
Government shall be held harmless.
21. Safety: The Contractor shall be responsible for implementing a comprehensive safety program for
their employees to comply with local, State or Federal guidelines affecting job safety. Proposers
should address their intent or outline their policies/program as part of their proposal. The selected
Contractor will provide a copy of written programs, policies or directives to Fleet Management.
22. Equal Opportunity Compliance:The Augusta Commission and the Contractor are subject to the
requirements of Executive Order 11246, Section 202, Equal Opportunity; Executive Order 11625;
Section 402 of the Vietnam Era Veterans Readjustment Act of 1972, as amended;Section 503 of the
Rehabilitation Act of 1973, as amended;and related rules and regulations of the Department of Labor
and the Office of Federal Contract Compliance Programs. Attachment J of the RFP is hereby
incorporated into this Agreement by reference.
23. Drug Free Workplace Certification:The Augusta Commission has a zero tolerance policy on
prohibited drug use and an aggressive drug testing,program.Augusta complies with all State and
Federal requirements for drug testing. The Contractor is required to comply with the requirements of
O.C.G.A.50-24-3 which is a certification tion of establishing a Drug Free Workplace.The attached
certification will be required to be signed by the Contractor for each year the Agreement is in effect
The Contractor is also required to have a testing policy that complies with Federal Transit
requirements as this Government receives Federal and State funds for Transit operation and must
therefore comply with State and Federal drug testing requirements, Drug testing is required for pre-
employment, post-accident, random,and probable cause. The Contractors program must be
published in writing and is subject to review by the Governments Risk Management Department.
Section Four
REPAIR PARTS
I.Parts Supply:
17
a. General;The Contractor will procure and furnish all parts, materials, supplies and fluids(except
fuel)required for the operation and maintenance of all vehicle and equipment of the Augusta
Commission under this contract/agreement. The Contractor shall procure repair parts at its
discretion, utilizing best business judgment,to provide the Government with products of the best
price and highest quality and that will ensure meeting all relevant standards of performance as
outlined elsewhere in this request for proposal. The use of local area venders for all such
procurement is preferred,excepting any parts or specialty items that require purchase by other
means and are not available in the local area,
b. OEM Parts: Parts installed by the Contractor shall meet or exceed the original equipment
manufacturers(OEM)specification and must meet the equipment manufacturer's requirements
for coverage under their equipment warranty programs. The Contractor will accept all risks and
penalties due to damage and partial or complete voiding of equipment warranties in the use of
generic components and shall hold the Government harmless, Repairs to such equipment due to
the cancellation of warranties shall be the responsibility of the Contractor during the remainder of
the warranty period,
c. Parts Options:The Contractor may propose alternative parts supply options,during the course
of this agreement, such as but not limited to,consignment parts,single source suppliers,Just-In-
Time purchasing, or subcontracting. The use of a supplier, located within the repair facilities can
be acconwlished but the Government accepts no physical or financial responsibility and shall be
held harmless by the Contractor and all other parties.
d Taxes:The Contractor will be required to pay all applicable taxes on parts and supplies
purchased for their own use.
e. Parts Information and Documentation:The Contractor will use the appropriate modules and tabs
within the CCG Systems-FASTER application to document all aspects of parts management for
the Government.
2. Inventory—General:The Contractor will be totally responsible for parts accountability and security.
3, Obsolete Parts: By direction of the Fleet Manager,the Contractor will administer the disposal of all
other remaining inactive,fiXCOSS and obsolete parts in the Government stock, The Fleet Manager will
direct the Contractor to establish a secondary inventory location in the Fleet MIS system to account
for the safeguard, control and usage of such inventory until it is used or disposed.
a. Parts Inventory:The Contractor is responsible for maintaining art adequate"on demand"
inventory to minimize downtime. These parts will be charged back to the Government on an"es
used"basis,without mark up.
C. Parts Warranty:The Contractor will insure that tracking of replacement repair parts warranty
information is managed. All repair parts placed in the inventory will have their prospective
warranty information entered into the MIS system. The MIS system will alert shop management
within the part being replaced is still within its warranty period and that recovery is possible.
d. Core Charges:The Contractor shall have the responsibility for absorbing the cost of all core
charges normally associated with replacement parts. In no case shall the MIS system charge
core charges to any repair order for returnable part cores. Core charges for damaged, unusable,
non-returnable parts will be listed as a separate item on repair orders,
e. Cannibalized Parts:The Contractor shall have the option to request from Fleet Management the
ability to remove parts from accident-damaged or salvaged vehicles for reuse. The removed part
may be utilized on other fleet vehicles if the condition of the used part is safe and serviceable,
18
f. Tires:.The Contractor will replace worn or damaged tires on vehicles with replacement equal to or.
exceeding the equipment manufacturers recommendations, The Contractor will follow the
manufacturers recommendations for repairing of tires to ensure vehicle and equipment safety.
The Contractor will comply with the restricted repair capability on V-Rated tires used on public
safety vehicles. Tires will be replaced on automobiles and pickup trucks when 3/32 of an inch of
usable tread is remaining across the entire tire crown. If any area of the tire crown is below 3/32
of usable tread cr if any wear bar is showing the tire will be replaced: Any tires that are out-of-
round or having flat spots will be replaced regardless of tread depth. The Contractor will comply
with the requirements of the State of Georgia for tread depth applicable to vehicles requiring CDL
licenses as well as tread,patterns and recaps.
4. Re-Purchase of Contractor Active Inventory:The Government shall have the option to purchase,
at cost from the Contractor the entire demand supported repair parts in inventory upon completion or
termination of the Contract If the government chooses to purchase any parts that the Government
considers valid,demand-supported'repair parts, a joint complete physical inventory will be taken by
representative of the government and the Contractor. Payment for the acquisition of the Contractors
demand supported inventory will be within one hundred and eighty(180)working days of contract
expiration.
Section Five
Reports,Records and Billing
'1. information Systems Requirements:The Contractor will be required to use Augusta's existing fleet
management information system, CCC System—FASTER. The Contractor will follow all Augusta
policies and procedures for maintenance and use of the system, The Contractor will operate the
system in real time mode with work orders opened immediately upon receipt of an Augusta vehicle or
equipment and timely input of all labor,parts, sublet and other data relating to the vehicle or its repair.
FASTER Update seminars are normally scheduled each year and the Contractor is required to have
one representative that is the'subject matter expert"(SME)in the use of the system. To maintain
continuity of information and training the Contractor should budget for the attendance of the SME
normally held in or around Norfolk,VA.
2. Files: The Contractor shall maintain a complete file of service manuals,service and technical
bulletins, lubrication charts and other information needed to properly service and repair the fleet. A
hard copy history folder shall be maintained by the Contractor for each vehicle. The file will contain,
in chronological order,the last repair order in front and contain all work orders generated on the
vehicle for a period of two years. These files are subject to review at any time by any authorized
agent of the Government.
3. Records Management The Contractor shall use the CCC FASTER software,a permanent,detailed
automated record system that provides a basis for optimum fleet management and provides detailed
maintenance and operating information for the Government.The Government Information
Technology Department is responsible for maintenance and security of the system. Fleet.
Management budgets for the licenses each year. This system has been used since February 2000
and has been found to be acceptable for continued Government use. It is capable of supporting all
reports, records,and supporting documentation or invoicing.
4. Reports:
a. Monthly Management Report:The Contractor shall provide a monthly management report(with
the monthly invoice)to be delivered to the Fleet Manager by the 10'h working day of each month
for the previous month(consistent with billing cutoff date). The report shall include a currently
accepted format with the following information:
19
• Number of shop orders
• Number of road service calls
• Number of vehicle PM's scheduled and completed
• Number of work orders processed, by facility
• Delinquent PM's
• Number of re-work repairs
• Number of Manufacturer Recalls Performed
• Warranty recovery/deductible
• Number of Service Calls
• Non Contract/Contract repairs by class and cost
• Inventory by shop
• Monthly staffing report
b. Daily Reports: Daily reports will be limited to the Daily Backlog Report and Daily parts status
report,the format is already devised and will be continued. The Contractor may provide
recommendations for changes to the formatting of any report to the Fleet Manager for
consideration.
c. Inspection Records:The Contractor must be able to provide to the Government a record of all
inspections conducted by the Contractor and the corrective action taken.
d. Contract Discrepancy Report:Verbal notification of a Contract discrepancy will be made to the
Contract Manager or designee as soon as possible whenever a Contract discrepancy is
identified, The problem shall be immediately resolved by the Contract Manager. The Fleet
Manager shall determine whether a formal Contract Discrepancy Report shall be issued. If a
Contract Discrepancy Report is issued, it will be mailed or hand delivered to the Contract
Manager. The Contract Manager is require to respond in writing to the Fleet Manager with the
time period specified, acknowledging the reported discrepancy or presenting contrary evidence,
and presenting a program for immediate correction of all failures of performance identified in the
Contract Discrepancy Report.
5. Monthly Billing: Payment to the Contractor will be made monthly in arrears at the rates specified in
the Contract provided that the Contractor is not in default under any provision(s)of the Agreement,
and an accurate statement of payment due is submitted,with documentation attached supporting the
statement of payment due. The format currently used is attached as Attachment N. Backup is
generated from FASTER reports. Invoices shall be paid completely by the Augusta Commission and
the processing of payment will be within 30 working days after receipt of the Contractor's billing and
the payment authorization by the Fleet Manager. Payment authorization will be delayed pending
receipt of all required billing information. The Contractor shall be liable for payment on Thirty days
written notice of any liquidated damages or other offset authorized by the agreement not deducted
from any payment made by the Government to the Contractor. The Government may delay the last
payment due hereunder until six(6) months after termination of this Contract.
6. Operating Statement:The Contractors Operating Statement for each month will be presented with
the monthly billing. The operating statement will report costs of current period(billing period)and
cost of year to date for the following major categories: (format is provided by Fleet Management)
a. Cost of parts:oil,tires, repair parts, batteries,charges, 0/S service repair,Total
b. Payroll Expense:Salaries and wages, payroll taxes,vacation pay, payroll costs-other-Total
payroll expense
c. Operating Expense: uniforms,supplies,training,travel,office expenses etc.
20
d. Fees:administrative fees, management fee,Total
Section Six
COSTING METHODOLOGY
1. Cost Proposal:The Contract cost for the initial year is 92,788,787.36, includes the following cOs1
items: Personnel costs/Labor Costs(salaries,wages and benefits); Parts/supplies/outside services;
Overhead expenses and Management Fees.
2. Labor Costs: Personnel costs will include wages,salaries,fringe benefits, payroll taxes, and
mechanic and management costs.
3, Parts/Supplies/Outside Services:The Contractor will charge the Government for parts, supplies
and outside services as the items or services are used,as reflected in the Contractors repair orders
without any markup.
4. Over-head Expenses:Overhead expenses will include such items as office supplies, uniforms,
bonding costs,copying costs and insurance. All overhead expenses will be calculated as they are
expected to incur monthly at the Contractors net cost without any markup, These Other Direct Cost
charges are to be detailed in a monthly report.
5. Administrative Costs and Management Fees: Line items in the approved budget for administrative
costs and management fees will be charged to the Government for each accounting period on a pro
rata basis. These items will not be subject to documentation in the monthly invoice,but are expected
to be listed separately in the proposal.
6, Cost incentives: in addition to the Contractors cost and fee,the Contractor may receive 50 percent
of any aggregate annual savings for the Government on the Contract cost for each fiscal year.
Aggregate annual savings shall be defined as the difference between a lower twelve(12)month
actual cost to the Government and the amount of the Contract cost.Aggregate costs that exceed the
maximum amount of 100 percent of the operating Contract shall be borne totally by the Contractor.
7. ADDITIONAL COSTS:The approved budget shall include the Contract cost as adjusted in
accordance with the additional cost items described herein.
8. Capital Expenditures:Any and all Government-approved capital expenditures of the Contractor for
equipment or other capitalized items(i.e.,computers, printers, engine analyzer), in connection with
the services and work to be provided by the Contractor hereunder, shall not be included in the
approved Contract cost, but such expenditures shall be depreciated over the terms of the Contract
9. Directed Work: Government approved overtime and material cost incurred by the Contractor in
performance of emergency or other directed work shall not be included in the approved Contract cost,
pursuant to the terms of the Contract,unless otherwise noted herein. The Government will not
approve or reimburse the Contractor for overtime charges for work included in the Contract cost.
10. Transition Costs:The Government will NOT approve or reimburse the Contractor for items related
to transition costs. The Contractor will accept the Government's fleet"as-is".
11. ADJUSTMENTS TO THE APPROVED BUDGET: any adjustments to the approved"fixed price"
IContract cost)will require approval by the Augusta Commission.
12. Unusual Costs:The Contractor may request the Government for an adjustment to the approved
budget at reasonable times based on unusual changes in the Contractor's cost of doing business.
For purposes of this Section,"Unusual Changes"shall mean items not covered by this Agreement,
which occur through no fault of the Contractor, the term shall not include price increases arising in the
21
ordinary course of business., The amount of any adjustment pursuant to this paragraph shall be
determined by mutual agreement.
13.Annual Adjustments:The Contract base cost, approved budget, including the Contractors fee may
be adjusted for any subsequent years of the Contract in accordance with the Annual Meeting. During
the Annual Meeting between the Government and the Contractor,the Contractors performance will
be reviewed. The Government will present,a report card that includes the Government's assessment
of Contractor performance in the areas of fleet maintenance,operations,oostfperformance, Contract
incentives, and other issues,The meeting shall also include a review of the Contractors cost of doing
business. Escalation of the approved budget for the ensuing year shall not exceed the Bureau of
Labor Statistics—Consumer Price Index(CPI)for all urban consumers in,the Transportation Category
for Atlanta,Georgia for the most current year reporting period. Changes to the Contract resulting
from the annual meeting shall be documented in an Agreement Amendment,subject to approval by
the Augusta Commission.
14, Changes In Fleet Size or Mix:The Contract cost shall be adjusted to correspond to increases or
decreases of at least five(b%)of the fleet. The Contractor and Fleet Manager shall negotiate the
adjusted amount and the Fleet Manager will present the request to the Augusta Commission for
approval,.
18. Funding: The obligation of the Government for payment to the Contractor Is limited to the availability
of funds appropriated in a current fiscal period, and continuation of the Contract into a subsequent
fiscal period is subject to appropriation of funds, unless authorized by law,
CONTROLING LAW
The substantive law of Georgia shall govern the validity of this Agreement,its interpretation and
performance, and any other claims related to it.
VENUE
All claims disputes and other matters in question between Augusta and the Contractor arising out of or
relating to this Agreement, or breach thereof,shall be decided in the Superior Court of Richmond County,
Georgia. The Contractor, by executing this Agreement,specifically consents to jurisdiction and venue in
Richmond County and waives any right to contest the venue in the Superior Court of Richmond County,
Georgia.
IN WITNESS WHEREOF Augusta,Georgia, acting by and through the Augusta Commission and the
Contractor have affixed their signatures as of the dated indicated below,
AUGUSTA,GEO- FIRST E ICLE SERVICES,INC.
Sign turd ' lLSignature -�- —�
A �
NHardie Davis, Jr. (erne: Steve Breeden
Title: --- Mayor r Title: Region Vice President
Date:: .G�� .11+1�q ‘�� Date. //, de /e9'
, � ZOO °1 ,
grt
' • r�
Attest F1 ', .I��"'�+ a ' ., '! 41/7 Attest (, �rZ----'�
't � a , x.1,0 t
461."
k 22
F; ,